Avaya 1165E User's Guide

Avaya 1165E IP Deskphone with SIPSoftware on Avaya Aura® User GuideRelease 4.416-604275Issue 01.01 StandardNovember 2013

10 Avaya 1165E IP Deskphone with SIP Software on Avaya Aura® User Guide November 2013

appears. Press the Yes soft key to remove the contact from your friends list orpress the No soft key to keep the contact in your friends list.8. Press

4. Use the dialpad to enter a name for the entry.5. Press the Next soft key to continue.ORPress the Back soft key to return to the previous menu. Note

3. Press the Up/Down navigation key to highlight the Search Method you want to useas the default when you search for a contact:• Index Search• 1st Cha

Using Local SearchYou can search for a contact that is stored in your Address Book.To search for a contact stored in your Address Book:1. Press the Se

Using Global SearchYou can perform a Global Search for a contact.To perform a Global Search for a contact:1. Press the Services fixed key, select Sear

Press the Back soft key to return to the previous screen.8. When a search result is not successful, you can do one of the following:• Press the New so

The Address Book106 Avaya 1165E IP Deskphone with SIP Software on Avaya Aura® User Guide November 2013Comments? [email protected]

Chapter 10: Call Inbox and Call OutboxThis chapter provides information about the Call Inbox and Call Outbox.Call InboxWhile your IP Deskphone is act

Managing missed calls on page 109Initiating a call from the Call Inbox on page 111Deleting calls in your Call Inbox on page 112Accessing the calls in

ORPress the Exit soft key to exit the Call Inbox.The following table provides a list of additional user interactions for the main Call Inboxscreen.Tab

Chapter 1: Revision historyNovember 2013 Standard 01.01. This is a new document created to support SIPSoftware Release 4.4 on Avaya Aura®.Avaya 1165E

Note:When you view a missed call in your Call Inbox, the New Call message no longer appearson the telephone display screen. The new calls are stored

•Press Auto to change Missed Call Notification Messageclearing mode4. Press the Auto soft key to change the clearing mode for thexx new calls missedca

Deleting calls in your Call InboxWhen you delete calls from the Call Inbox, both missed calls and answered calls are deleted.When you view the missed

• Name• Address• Time of the call• Number of Calls• Call Subject (when used for a call)Related topics:Accessing the Call Outbox on page 113Managing ca

Initiating a call from the Call Outbox Note:If your service provider requires that a Directory Number (DN) be used to initiate a call, theCall Outbox

Viewing the details of a call in the Call OutboxYou can view details of a call in the Call Outbox.To view details of a call in the Call Outbox:To view

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Chapter 11: Instant MessagingYou can use your IP Deskphone to send and receive an Instant Message (IM). You can access andrespond to an IM while on a

Related topics:Configuring Instant Messaging pop-ups on page 118Configuring Instant Messaging pop-upsYou can configure Instant Messaging pop-ups.To en

Composing an Instant MessageWhen you compose an IM, enter the address of the recipient and then enter the message.When you reply to an Instant Message

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UnreadReadReplied toSent/forwardedRelated topics:Accessing Instant Messages on page 120Accessing Instant MessagesYou can access and view the contents

Viewing the content of an Instant MessageWhen you view the content of an Instant Message, you can do the following:• reply to the Instant Message.• in

To initiate a call from an Instant Message:1. Press the Msgs soft key, and then select Instant Messaging from the menu.ORPress the Expand fixed key.2.

Chapter 12: Active calls and call featuresThis chapter provides information on active calls, and on call features available to the IP Deskphoneuser.A

Making a new callYou can initiate a new call during a current call. If you do not place the current call on hold first,the IP Deskphone automatically

Ring Again Busy / Automatic CallbackUsing the Ring Again Busy/Automatic Callback (ACB) feature, internal users who place a callto a busy or an unanswe

Call WaitingWhen you are on an active call and you receive an incoming call, you are notified of theincoming call by a message on the telephone displa

Multiple calls On HoldWhen you have more than one call on hold, use the navigation key to highlight a call on thetelephone display screen. You can per

Soft key label Function[Trnsfer] [RlsCall] [Join] [More...]• If you press the More… soft key from the first menu list twice, youaccess the following c

Soft key label Function• Alpha Dialing• Search Method• Incoming Privacy• Outgoing Privacy• # Ends Dialing• Hold Mode: Private• Time6. Network—use to a

Chapter 2: Regulatory and safetyinformationThis equipment has been tested and found to comply with the limits for a Class B digital device, pursuantt

To make a call on hold the active call:1. Press the Up/Down navigation key to highlight a call on hold.2. Press the Actvate soft key to make the highl

caller to a 3-way call, you must initiate a conference call with the server and join allcallers to the conference call.• If the host of a 3-way call p

Transferring a call Note:• When more than one call is on hold, the call you want to transfer must be the activecall.• The IP Deskphone does not automa

Your IP Deskphone then displays any local calls, including the transferred call,until Transfer successful or Transfer failed is displayed, dependingon

To park a call to the server during a call:1. Press the NewCal soft key.2. Dial the FNE of Call Park and press the Send soft key. Note:The FNE number

• Check the presence status of a friend.• Initiate a call to a friend.• Send an IM to a friend.• Edit the information about a friend.Related topics:Ac

The IP Deskphone uses the SIP address for the contact from your personal AddressBook.6. Use the dialpad to enter the text of the message.7. Press the

ORPress the Back soft key to return to the previous menu.10. Press the Ok contact-sensitive key to return to the Friends list. Press the Ok contact-se

Related topics:Feature key programming on page 138Remove a programmed feature key on page 143Feature key autoprogramming on page 143Feature key progra

• User—current user to whom the programmed feature key is associated• Address—SIP address for the feature key when programmed for Speed Dial, CallForw

Table 1: EMC ComplianceJurisdiction Standard DescriptionUnited States FCC CFR 47 Part 15 Class B Emissions: FCC Rules for Radio FrequencyDevices (see

• Do Not Disturb.• Send IM.• Presence.ORPress the Back soft key to return to the previous menu.To program a Speed Dial feature key:To program a Speed

7. Use the dial pad to enter the address.8. Press the Finish soft key to confirm the entry and complete the procedure.ORPress the Clear soft key to er

1. Press the Select soft key.2. Press the Up/Down navigation key to highlight one of the following:• Connected• Unavailable3. Press the Select soft ke

Remove a programmed feature keyYou can remove a feature key by using one of the following methods:• Edit context-sensitive soft keys.• Bulk context-se

Note:The autoprogramming feature options are dependent on your service provider and IPDeskphone configuration. If you attempt to use the autoprogram

Press the No soft key to return to the previous screen without removing the featurekeys.6. To select a single feature key to remove, do one of the fol

Creating a feature key using the Copy keyYou can create a feature key for Speed Dial, Call Forward, or Send IM by pressing the Copyfixed key when you

Using Call ForwardUse the Call Forward feature to direct incoming calls to an alternate destination. You cancontinue to make calls from the IP Deskpho

1. Press the CallFwd soft key.2. Use the dialpad to enter the phone number or SIP address where you want toforward your calls.3. Press the Forwrd soft

1. From Phone 2, dial the activation FAC and the extension of Phone 1, followed by#.2. Enter the security code for Phone 1, followed by #.3. Enter the

DenAn regulatory notice for Japan Warning:Please be careful of the following while installing the equipment:• Please only use the connecting cables, p

To disable Do Not Disturb1. Press the Disable soft key to configure Do Not Disturb.ORPress the Back soft key to return to the previous menu.2. Press t

• In-Transit• Looking For Work• Lunch• Meal• Meeting• On The Phone• Performance• Permanent Absence• Playing• Presentation• Shopping• Sleeping• Spectat

ORPress the Back soft key to return to the previous step.7. Press the OK soft key to confirm the Presence state selection.Related topics:Adding a new

Related topics:Audio Codec Selection on page 153Audio Codec Ordering on page 153Audio Codec SelectionThe Audio Codec Selection allows you to select a

With shared control configured, the following call actions are supported between the PC softclient and the IP Deskphone:• Answer an incoming call• Mak

Busy Lamp FieldThe Busy Lamp Field (BLF) feature is an alternate presence-monitoring mechanism for the IPDeskphone that allows presence functionality

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Chapter 13: Advanced featuresViewing the IP Deskphone informationTo view the Phone Information for the IP Deskphone, press the Services hard key and

Checking for Updates on page 158Resetting the IP Deskphone on page 159Erasing the user data on page 160Accessing the Services menuSome of the system f

To check for the latest update1. Press the Services fixed key.2. Select Check For Updates.3. Press the Select context-sensitive soft key.4. Press the

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Erasing the user dataThe IP Deskphone stores user files that you eventually want to delete. These files include:1. Profiles — user profile settings2.

• All files7. Choose one of the following:• To enter the selected folder, press the Select soft key.• To delete contents of the selected folder, press

languageTo delete the system file without deleting the user profile:1. Press the Delete soft key to delete the system file from the list.ORPress the B

ORPress the Prefs soft key, and then select Network from the menu. Note:You need to enter an administration password to access the Network menu items.

Customizable banner for loginIf a login banner with login banner text is configured, the IP Deskphone displays the bannertext on the screen as the use

• IP: IP Deskphone IP Address• Device Licensing/Token usage information: License or token usage information forthe IP Deskphone. It is an optional ite

Choose one of the following screensaver configuration options:1. Disable — to disable the screensaver.2. Enable (no password) — to enable the screensa

Press Back to dismiss the Enable (with password) mode menu.Active ScreensaverAfter the screensaver is enabled, and if the IP Deskphone is idle for the

the screensaver (allowing the administrator to reset the user-defined password) is accessiblethrough the Network menu. This mechanism also invokes rem

After you select the background image you want to use, a confirmation screenappears, displaying the selected image in the background and a message to

Chapter 3: Introduction to the Avaya 1165EIP DeskphoneThe Avaya 1165E IP Deskphone builds on the award-winning Avaya 1100 Series IP Deskphones indust

Bulk-create feature keys based on an existing directory AddressBook groupTo bulk-create feature keys based on an existing directory Address book group

• If you choose Groups, the Select Group screen appears and prompts you toselect the specific group you want to use for key creation.ORPress the Back

ORPress the Back soft key to return to the dismiss the screen and return to the mainaddress book screen.5. Press the Up/Down navigation key to highlig

Press the No soft key to add the entry to the address book without adding it to agroup.ORPress the Back soft key to return to the previous menu. Note:

Invocation of the speed dial list is similar to other feature key invocation. The Speed Dial Listkey causes a full screen list to appear and offers yo

The following are the options available for the Speed Dial List screen:• Dial — invokes the selected speed dial.• Exit — screen dismisses without invo

The following are the options available for the Root screen:• Select — use to enter the selected folder.• Delete — prompts you to delete contents of t

Action is not allowed. You don't have permissions.• Send — appears only after you select a file.- If you select a file on a USB device and press

current selection is a sub-folder, selecting .. or the Back context-sensitive soft key moves youup one level in the directory structure.File actions:S

same name may already exist, or actions on the selected file type may not be allowed(configuration flag).Error conditions display a message on the scr

- Copy- Expand• five call-handling keys:- Mute- Handsfree- Goodbye- Headset- Hold• two Gigabit Ethernet ports—for LAN and PC connections• integrated h

Abbreviated Dialing ListsAbbreviated Dialing Lists allow you to dial the associated FAC (for example, AbbreviatedDialing List1 Access Code), followed

Dial the EC500 Self-Administration Access Codes FAC followed by the IP Deskphoneextension number plus #, the IP Deskphone station Security Code plus #

When Station Lock is activated, calls dialed from the target IP Deskphone result in a busy toneand the IP Deskphone displays a “Forbidden” message.To

Chapter 14: MultiuserThe Multiuser feature allows multiple SIP user accounts to be active on the IP Deskphone at the sametime. This allows a single I

During the login process, the IP Deskphone can receive calls for user accounts that are alreadyregistered; however, other features are not available u

secondary account takes precedence; it is logged in, and the feature key acts as a line key. Ifthe account is logged out manually, the programmed feat

Upgrade impacts to user profilesIn previous releases of the IP Deskphone software, user profiles were associated to usernames rather than accounts; on

The primary account is always associated to the first (bottom-right) line key of the IPDeskphone. If you are a secondary user, the order of the next a

If you initiate a call by pressing a line key, the user account associated with that line key isused when the call is initiated.If you initiate a call

call appears on the context line. Each line key reflects the most active call state of itsaccount.The active call is affected by operations such as ca

Figure 1: Avaya 1165E IP DeskphoneThis section describes the controls on your Avaya 1165E IP Deskphone. Your Avaya 1165EIP Deskphone can have fixed ke

Modifying settingsA number of preferences, in particular Voice Mail and IM settings, are per-account. The mainPreferences menu includes a User Setting

• The red LED is lit if any account has a waiting message.• A special icon (a shaded envelope) is displayed on the line key of each account with await

Inbox, Outbox, IM logThere is a single Inbox, a single Outbox and a single Instant Message log for each profile. Thedetailed view of the call log entr

The Friends view always accesses and modifies the address book of the primary account(local or network-based). There is no selection mode for the Frie

DND mode for each account is persistent. If you restart the IP Deskphone, or log out and login, the account maintains the original state.PresenceSelec

Call ForwardingSelecting the Call Forward command from the Services menu prompts you to specify whichaccount must be placed in Call Forward mode. The

For both a single key and the All accounts key, you can treat the key as a toggle. If no CallForward or DND operations are selected, pressing the key

Receiving a callWhen you receive an incoming call, the displayed information shows which account the call isintended to reach. The line key of the cor

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IndexNumerics3-way calling ...130AAbbreviated Dialing Lists ...

© 2013 Avaya Inc.All Rights Reserved.NoticeWhile reasonable efforts have been made to ensure that theinformation in this document is complete and accu

Key FunctionPress the Mute key to listen to the call withouttransmitting. Press the Mute key again to return totwo-way conversation. The Mute key appl

Configuring the Avaya 1165E IP Deskphone ... 63Confirmation logon screen ... 60Copy an image file from

KKey press behavior ...22LLine key ...

retrieve a parked call to the same phone ... 133retrieve a parked call using Speed Dial ... 133Ring tone, Copying the r

Key FunctionUse the Dialpad to enter numbers and text. Tonavigate to an item in a menu, press thecorresponding number on the dialpad to activate theit

Key FunctionPress the Quit key to cancel the current operation orto exit the menu.Note: Pressing the Quit key does not affect the statusof active call

If there is an active call, and you press the Line key, the Line key press is ignored.If there are no incoming or active calls, the Line key press is

• When you power the 1165E IP Deskphone through Ethernet POE, the 1165E IPDeskphone provides up to 100 mA at 5 volts for the USB port.• When you power

Item Functionabc or 123 Press the abc context-sensitive soft key totoggle between alpha and numeric inputmodes.• To type letters, the abc context-sens

Item FunctionDND Press the DND context-sensitive soft key toblock all calls.Presnce Press the Presnce context-sensitive soft keyto configure the prese

Item Function• PCMU (standard u-law)• G729 (729 codec)• PCMA (standard a-law)Headset SelectionSelect the active headset device:• Wired, USB (if wired,

Item Function• Feature keys• Call Ignore Action• Call Subjects• Call Fwd Notification• Missed Call Notification• Answer Mode Settings appear whenthe A

Item Function• IM Settings• Voice Mail Settings• Change Location(blank) No soft key label.More… Press the More... context-sensitive soft keyto return

TrademarksThe trademarks, logos and service marks (“Marks”) displayed in thissite, the Documentation and Product(s) provided by Avaya are theregistere

Item Functionabc or 123 Press the abc or 123 context-sensitive softkey to toggle between alpha and numericinput mode.Subject Press the Subject context

Item Function1. Change Audio Codec• G722 (wideband codec)• PCMU (standard u-law)• G729 (729 codec)• PCMA (standard a-law)2. Monitor Audio Quality—used

Item Function3. Feature Options—use to configure thefollowing:• Feature keys• Call Ignore Action• Call Subject• Call Fwd Notification• Missed Call Not

Item Function• Voice Mail Settings• Change Location(blank) No soft key label.More… Press the More… context-sensitive soft key toreturn to the first me

Component IconOn holdMissed callTable 6: Display screen icons — Feature button iconsComponent IconDo Not DisturbCall ForwardSpeed Dial listSend IMTabl

Component IconIncoming Call Missed, ReviewedTable 9: Display screen icons — PresenceComponent IconTerminatedConnected InactiveUnavailable Busy or Offl

LED Visual indicator LED statusNew Instant Message receivedwhen other unread InstantMessages are in the InboxSingle flash and returns to steadyblue li

Number (DN) to initiate a call, for example, 555-5555. Contact your systemadministrator to determine whether your call server supports SIP address dia

Press the Left or Right arrows on the Navigation Key Cluster to:• Scroll long lines of text when you view caller ID. Note:The IP Deskphone automatical

Chapter 4: Installing the 1165E IPDeskphoneThis chapter describes how to install and connect your 1165E IP Deskphone.After you familiarize yourself w

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• Connecting the LAN ethernet cable• Installing additional cables• Wall-mounting the IP Deskphone (optional)The following figure shows the connections

Figure 6: Wall-mount lever.Related topics:Removing the stand cover on page 41Connecting the AC power adapter (optional) on page 42Connecting the hands

Figure 7: Remove the stand coverConnecting the AC power adapter (optional)Your Avaya 1165E IP Deskphone supports AC power or Power over Ethernet (PoE)

Connecting the handsetUse the following procedure to connect the handset to the IP Deskphone.1. Connect the end of the handset cable with a short stra

- Monaural Headset: Plantronics Model number: HW251N (Part number: 75100-06)with cable Model Number: A10 (Part Number: 66268-02)- Binaural Headset: Pl

Figure 8: Rotate the IP Deskphone into the wall mount positionComplete these steps, as needed, before you wall-mount your IP Deskphone:Method A:1. Pre

Figure 9: Cable routing tracks and mounting holesMethod B:1. Attach the 15-cm (6-inch) CAT5e cable.2. Position the stand over the mounting rivets, and

Entering textYou can use the following methods to enter and edit text on your IP Deskphone:•Entering text using the IP Deskphone dialpad on page 47•En

letter C, press the number 2 key six times. You can cycle through the letters (and the numeral)by pressing the number button repeatedly.To create name

Note:No letters are associated with the 0 (zero) key; however, double-pressing it inserts a blankcharacter (a space).Enabling and disabling the # End

ContentsChapter 1: Revision history...11Chapter 2: Regulat

Press the Back soft key to keep existing configurations and return to thePreferences menu.To disable alphabetic mode and configure numeric mode as the

USB Keyboard Key IP Deskphone Fixed KeyF12 HandsfreeBreak Goodbye (Release)Backspace Left arrow of Navigation ClusterArrow Left Left arrow of Navigati

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Chapter 5: Accessing the Avaya 1165E IPDeskphoneYou require a log on ID and a password to log on to a server with your Avaya 1165E IP Deskphone.Loggi

Configuring the duration of the login on page 57Logging on multiple user accounts on page 57Automatic loginBefore you first receive your Avaya 1165E I

Password protection for domainsThis feature supports admin password protection for editing of the domain and is not requiredfor switching domains. If

Note:• When you log on to the IP Deskphone for the first time, the system prompts you for alocation.• The IP Deskphone retains the previous user logo

Configuring the duration of the loginAfter you enter your logon ID and password the Duration screen appears. You can enter themaximum length of time o

Timed logoffWhen you determine a logon time other than permanent, the IP Deskphone reminds you ofyour expiry time.Related topics:Timed logoff while IP

Selecting a locationWhen you first login to the IP Deskphone, the system prompts you for a location. The locationyou select is saved in your User Prof

Selecting a location...

• Instant Messaging settings and Instant Message Inbox/Outbox• Default dialing (alpha/numeric)• Call Ignore action (local/network)• Search method (Nam

Logging off from the IP DeskphoneTo log off from the IP Deskphone:1. Press the Services fixed key, and then select Logout from the menu.2. Press the a

When you make an emergency call, the location of the IP Deskphone is forwarded to thePSAP. Note:When the IP Deskphone is waiting for the user to log o

Chapter 6: Configuring the Avaya 1165E IPDeskphoneYou can adjust a few settings of the Avaya 1165E IP Deskphone to conform to the environment whereyo

Related topics:Configuring the backlight on page 64Configuring the backlightConfiguring the length of time the LCD screen remains backlit on the IP De

Configuring Menu Auto back-outYou can use the Menu Auto back-out feature to configure the time interval required for the IPDeskphone to go back to the

Selecting a ring patternYou can use the ring pattern feature to select the ring pattern for an incoming call.To select the ring pattern for an incomin

Adjusting the ring volumeYou can adjust the ring volume for an incoming call.To adjust the ring volume for an incoming call:1. Press the Prefs soft ke

Note:To adjust the volume during a call, use only the Volume + and Volume - fixedkeys.3. Press the Set soft key to configure the selected volume and

Note:To adjust the volume during a call, use only the Volume + and Volume - fixedkeys.3. Press the Set soft key to set the selected volume and return

Copying information to the Address Book...100Searching f

To select a language:1. Press the Prefs soft key, and then select Language.The current language displays.2. Press the Change soft key to change the la

4. Press the Change soft key to change the Date Format.5. Press the Up/Down navigation key to scroll through and highlight the time zones. Note:Time z

The following table lists the types of USB headsets that work with the 1165E IP Deskphone.Table 13: Supported USB headset typesHeadset Type FrequencyA

Option FunctionItems below the Active Headset Device fieldare dimmed, if either USB headset is notselected or if the attached headset is not oneof the

Presence of USB headsetOn the System menu, choose Phone Information, and then select USB to verify the presenceof the USB headset attached to the IP D

Audio Parameters ValuesSubframe size 2Bit Resolution 16 bitsFrequency Type Continuous (0) or Discrete (> 0)Sample Frequency If Continuous, default

Table 14: Avaya USB headset adapter with HID supportFeature DescriptionKey Event Key press on the adapter generates eventsonly with a state maintained

Feature DescriptionDeskphone turns off the red MessageWaiting LED if there is no voice messagewaiting.External Alerter The Avaya USB Enhanced Adapter

Feature DescriptionWhen unmuted, the voice path resumes andboth LEDs go off.Volume Up/Down Pressing the Volume Up/Down key on theadapter is equivalent

Table 16: Third-party USB headset with HID support featuresFeature DescriptionKey Events Both types of headsets have equivalentmechanisms to generate

Using Call Forward...

Feature DescriptionIncoming Call When there is an incoming call, the IPDeskphone sends an alerting event to theheadset. Each type of headset has diffe

Feature DescriptionVolume Up/Down This class of headsets manages volumechanges locally whenever Volume Up/Downkeys are pressed. Pressing the Volume Up

Feature DescriptionAttached Indicator Not applicable.Back Light Not applicable.Message Waiting Not applicable.External Alerter Not applicable.Incoming

Feature DescriptionAudio Processing Same as the wired headset. Audio quality isrestricted to narrow band with mono voicechannel only.USB headsetAvaya

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Chapter 7: Making a callThis section describes the methods you can use to make a call. You can make a call from your IPDeskphone using one of the fol

Press the Redial soft key to dial the last dialed number. Note:The Redial context-sensitive soft key only appears if a number or address waspreviously

Related topics:Using handsfree calling on page 87Using handsfree callingWhile on an active call, you can switch between the handset, headset, and hand

Using Call SubjectsYou have the option of sending a Call Subject when you initiate a call to a contact. Use thisfeature to indicate to the contact the

To create a new call subject while initiating a call:1. Press the Subject soft key to send a Call Subject with the call you are making.2. Press the Ne

Logging out...

3. Press the abc/123 soft key to toggle between alphabetic and numeric characters.4. Use the dialpad to enter the new Call Subject.5. Press the Save s

5. Use the dialpad to edit the Call Subject.6. Press the Save soft key to confirm the changes.ORPress the Back soft key to return to the previous menu

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Chapter 8: Receiving a callWhen you receive a call, you are typically notified by the alerting ring, and the incoming caller identificationappears on

4. Press the Handsfree fixed key.Redirecting an incoming callWhen you receive a call, you can choose to redirect the call to another destination witho

• Press the Msg/Inbox fixed key to choose a SIP address from the Call Inbox.• Press the Shift/Outbox fixed key to choose a SIP address from the CallOu

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Chapter 9: The Address BookThe Address Book is a personal directory of contacts from which you can make a phone call or send anInstant Message (IM).

First, go off-hook. If needed, you can add a Call Subject.You can also access the Address Book while on an active call and initiate a new call. The IP

Press the No soft key if you do not want the contact added to a group.ORPress the Back soft key to return to the previous menu.7. Press the Ok soft ke