avaya 9608 ip phone manual
Avaya 9608 IP Phone Manual: A Comprehensive Guide
This comprehensive guide details the Avaya 9608 IP phone’s setup, operation, and maintenance․ It covers everything from initial configuration to advanced features, ensuring users quickly master their new device․
The Avaya 9608 is a robust and versatile IP deskphone designed for modern business communication․ This model, alongside the 9611G, offers a user-friendly interface and a rich set of features to enhance productivity․ It’s a key component within the Avaya IP Office system, providing reliable voice communication and streamlined call handling․

This manual serves as a complete resource for understanding and utilizing the full potential of your Avaya 9608․ Whether you’re a new user or an experienced professional, this guide will walk you through every aspect of the phone’s functionality․ From initial setup and navigating the display screen to advanced programming and troubleshooting, we’ve covered it all․

The 9608 supports 24 programmable buttons, allowing for customized call appearances and feature access․ Understanding the message waiting indicator is crucial for staying on top of voicemails․ This quick reference guide will help you quickly adapt to the phone’s features and maximize its benefits within your communication workflow․ It’s designed to be a succinct instruction for immediate use․
Unboxing and Initial Setup
Upon receiving your Avaya 9608, carefully unpack the box and verify that all components are present․ Typically, this includes the IP phone itself, a handset, a telephone cord, a network cable, and a stand․ Before proceeding, inspect the equipment for any physical damage that may have occurred during shipping․
To begin the initial setup, connect the network cable to the phone’s Ethernet port and to your network․ Then, connect the power adapter to the phone and a working electrical outlet․ The phone will automatically power on and begin the boot-up process․ Allow a few moments for the system to initialize․
Once powered on, the phone will attempt to obtain an IP address from your network’s DHCP server․ If successful, the display screen will show network connectivity information․ If you encounter issues, consult your network administrator to ensure proper network configuration․ Following these steps will ensure a smooth and successful initial setup of your Avaya 9608 IP phone․
Phone Overview: Key Components and Layout
The Avaya 9608 IP phone features a user-friendly design with key components strategically placed for efficient operation․ The central element is the display screen, providing vital call information and menu access․ Below the screen are 24 programmable call appearance/feature buttons, allowing for customized call handling․
The handset rests in a cradle, easily lifted for conversations․ Navigation is facilitated by a four-way navigation cluster, enabling users to scroll through menus and options․ Dedicated keys include those for message access, headset control, and volume adjustment․ A message waiting indicator light alerts users to new voicemails․

On the rear of the phone, you’ll find ports for the power adapter, Ethernet connection, and handset cord․ The base includes slots for attaching the included stand, allowing for optimal viewing angles․ Understanding the layout of these components is crucial for maximizing the phone’s functionality and ensuring a seamless user experience․
Understanding the Display Screen
The Avaya 9608’s display screen is a vital hub for call information and phone settings․ It presents clear, easy-to-read details about incoming and outgoing calls, including caller ID, call duration, and current status․ The screen also displays softkey labels, which dynamically change to reflect the available actions for the current context․
Navigating the menu system is done through the display, utilizing the four-way navigation cluster․ Users can access settings for call forwarding, voicemail, and other features directly from the screen․ The display also indicates the status of various phone functions, such as mute, hold, and transfer․

A key feature is the message waiting indicator, visually alerting users to new voicemails․ The screen also provides access to mailbox information and login options․ Understanding the screen’s layout and functionality is essential for efficient phone operation and accessing its full range of capabilities․

Navigating the User Interface
The Avaya 9608’s user interface is primarily navigated using the four-way navigation cluster located beneath the display screen․ This cluster – Up, Down, Left, and Right arrows – allows users to scroll through menus, select options, and adjust settings․ A central ‘Select’ button confirms choices, while the ‘Back’ or ‘Cancel’ button returns to the previous screen․

Softkeys, located directly below the display, provide dynamic, context-sensitive functions․ Their labels change based on the current phone state, offering quick access to common actions like answering calls, placing calls on hold, or initiating a transfer․ The interface is designed for intuitive operation, minimizing the learning curve․
Accessing the main menu is typically done by pressing the ‘Options’ or ‘Menu’ softkey․ From there, users can configure various phone settings, manage call appearances, and access voicemail․ Familiarizing yourself with the navigation cluster and softkey functionality is crucial for efficient phone management․
Making and Receiving Calls
To initiate a call on the Avaya 9608, simply lift the handset or press the speakerphone button, then dial the desired number using the keypad․ Alternatively, you can select a pre-programmed call appearance button if the number is already stored․ The display will show the call status – dialing, connected, or ringing․
Incoming calls are indicated by a flashing call appearance button and an audible ringtone․ To answer an incoming call, press the flashing call appearance button or the speakerphone button․ To ignore the call, press the ‘Reject’ softkey (if configured) or allow it to time out․ The phone supports both headset and hands-free operation․
During a call, softkeys provide access to features like hold, transfer, and conference․ The display provides real-time information about the call duration and connected party․ Quick access to frequently used numbers via programmable buttons streamlines the calling process, enhancing user productivity․
Call Features: Hold, Transfer, Conference
The Avaya 9608 offers several powerful call features․ To place a call on hold, press the ‘Hold’ softkey during an active call․ Pressing it again retrieves the call․ Transferring a call is achieved by pressing ‘Transfer’, dialing the destination number, and then pressing ‘Transfer’ again after the recipient answers․

For conference calls, first place the initial call on hold, then press ‘Conference’ and dial the number of the participant you wish to add․ Once connected, press ‘Conference’ again to complete the conference․ You can manage participants during the conference using the available softkeys․
These features are easily accessible via softkeys that dynamically change based on the call state․ The phone supports both attended and unattended transfer options․ Utilizing these features efficiently enhances collaboration and communication, maximizing the benefits of the Avaya 9608 system․ Programmable buttons can also be configured for quick access to frequent transfer destinations;
Using the Message Waiting Indicator
The Message Waiting Indicator (MWI) on the Avaya 9608 is crucial for staying informed about new voicemails․ This indicator, a lit lamp on the display, illuminates when one or more messages are present in your Avaya voicemail box․ The MWI’s consistent illumination serves as a visual cue, prompting you to check for important communications․
The indicator typically appears near the voicemail access key or on the call appearance buttons if integrated with voicemail․ It remains lit even after you’ve listened to some messages, until all new messages are addressed․ Different systems may behave slightly differently, so consult your system administrator if needed․
To clear the MWI, you must access your voicemail and review all new messages․ Simply viewing the message count isn’t enough; you must listen to each new voicemail․ Understanding and utilizing the MWI ensures you never miss critical information, enhancing communication efficiency and responsiveness within your organization․
Accessing and Managing Voicemail
Accessing your voicemail on the Avaya 9608 is straightforward․ Typically, a dedicated “Mail” or “Voicemail” key initiates the process․ Pressing this key prompts you to enter your voicemail access code, often a PIN or extension number․ Follow the voice prompts to navigate the voicemail system․
Once logged in, you can listen to new and saved messages, delete unwanted voicemails, and manage your greeting․ Common options include playing messages, skipping to the next message, repeating the current message, and saving important voicemails for future reference․ The system usually provides options for message forwarding and notification settings․
Remember to familiarize yourself with your specific voicemail system’s prompts and features․ Your IT administrator can provide detailed instructions tailored to your organization’s configuration․ Efficient voicemail management ensures you stay organized and responsive, maximizing communication effectiveness․ Regularly check and manage your voicemail to avoid missing critical information․
Programming Call Appearance Buttons
The Avaya 9608 boasts 24 programmable call appearance/feature buttons, offering significant customization․ These buttons can be assigned to direct inward dialing (DID) numbers, hunt groups, or specific call features like speed dial or conference calling․ Programming typically requires access to the phone’s administrative interface, often through a web browser or the phone system’s management portal․
To program a button, you’ll usually need to specify a line appearance or feature code․ The interface allows you to label each button for easy identification․ Consider organizing buttons logically – frequently used numbers or features should be readily accessible․ Proper programming streamlines call handling and boosts productivity․
Your system administrator usually manages initial button assignments, but many systems allow end-user customization within defined parameters․ Refer to your organization’s IT documentation or contact your administrator for specific instructions on modifying button assignments․ Regularly review and adjust button configurations to optimize your workflow․
Adjusting Volume and Ringer Settings
The Avaya 9608 allows for granular control over both handset, headset, and speakerphone volume levels․ Dedicated volume control buttons, typically located on the front of the phone, facilitate quick adjustments during calls․ These buttons often feature incremental increases or decreases, allowing precise tuning to your preferred listening level․
Ringer volume is equally customizable, ensuring you don’t miss important calls while avoiding disruptive loudness․ Access the ringer settings through the phone’s menu system, navigated using the directional keys and select button․ Options usually include multiple ringer volume levels, and sometimes, distinct ringtones․
Consider your office environment when setting ringer volume․ A quieter setting may benefit from a higher volume, while a busy office might require a more subtle tone․ Some systems allow personalized ringer settings per line appearance․ Remember to save any changes made to the volume or ringer settings to ensure they are retained․
Understanding Feature Codes
Feature codes are short numerical sequences entered via the phone’s keypad to activate specific call handling functions beyond the standard buttons․ These codes are system administrator-defined and vary depending on your organization’s Avaya configuration․ Common examples include codes for call forwarding, do not disturb (DND), and call pickup․
To utilize a feature code, simply enter the code followed by the ‘Send’ or ‘OK’ button during an idle state or, in some cases, during an active call․ Your system administrator provides a comprehensive list of available feature codes and their corresponding functions․ Incorrect codes will typically result in an error tone or message․
Understanding these codes significantly expands the phone’s functionality, allowing users to manage calls efficiently․ Documentation, often provided by your IT department, details each code’s purpose and syntax․ Regularly referencing this documentation ensures proper usage and maximizes the Avaya 9608’s capabilities․ Remember that unauthorized modification of feature codes is generally prohibited․
Troubleshooting Common Issues
Several common issues can arise with the Avaya 9608 IP phone․ No dial tone often indicates a network connectivity problem; verify the Ethernet cable connection and network status․ If the display is blank, check the power adapter and ensure it’s securely connected․ Poor audio quality can stem from low volume settings, a faulty headset, or network congestion․
Call forwarding malfunctions frequently relate to incorrect feature code entry or system configuration․ If voicemail access fails, confirm your password and mailbox number with your system administrator․ For frozen screens or unresponsive buttons, a simple phone reset often resolves the issue․
Before contacting IT support, attempt basic troubleshooting steps like restarting the phone․ Consult your organization’s documentation or the Avaya support website for specific error codes and solutions․ Remember to document any error messages encountered, as this information aids in faster resolution․ A quick reference guide can also be invaluable for resolving frequent problems․
Resetting the Avaya 9608 to Factory Defaults
Resetting your Avaya 9608 to factory defaults restores all settings to their original, out-of-the-box configuration․ This is useful for troubleshooting persistent issues or preparing the phone for a new user․ Caution: This process erases all personalized settings, including call appearances, speed dials, and voicemail passwords․
The reset procedure typically involves a specific sequence of button presses while the phone is powering on․ While the exact method can vary based on firmware version, a common approach involves disconnecting the power, then reconnecting it while holding down a designated combination of keys – often the ‘#’ and ‘*’ keys simultaneously․
Continue holding the keys until the phone displays a reset confirmation message․ Release the buttons, and allow the phone to reboot․ The process may take several minutes․ After the reset, you’ll need to reconfigure the phone with your network settings and user preferences․ Refer to your system administrator for assistance with initial setup post-reset․
Advanced Settings and Configuration
The Avaya 9608 offers a range of advanced settings for experienced users and administrators․ These configurations allow for customization beyond basic call handling and personalization․ Accessing these settings typically requires administrative privileges and may involve navigating through the phone’s web interface or utilizing Avaya’s management tools․
Key advanced features include Quality of Service (QoS) settings to prioritize voice traffic, VLAN configuration for network segmentation, and security protocols like TLS and SRTP for encrypted communication․ You can also fine-tune network settings, such as DNS servers and proxy configurations, to optimize performance within your specific network environment․
Furthermore, advanced users can customize call routing rules, configure specialized feature codes, and manage firmware updates remotely․ Proper configuration of these settings requires a thorough understanding of networking principles and Avaya’s communication systems․ Incorrect settings can disrupt phone functionality, so proceed with caution and consult official Avaya documentation․

Cleaning and Maintenance

Maintaining your Avaya 9608 IP phone ensures optimal performance and longevity․ Regular cleaning prevents dust and debris buildup, which can affect button responsiveness and potentially damage internal components․ Always disconnect the phone from the power source before cleaning․
Use a soft, lint-free cloth lightly dampened with water or a mild cleaning solution․ Avoid abrasive cleaners, solvents, or excessive moisture, as these can harm the phone’s finish and internal circuitry․ Focus on cleaning the handset, the base, and the display screen․
For hard-to-reach areas, use a can of compressed air to gently remove dust․ Inspect the network cable regularly for any signs of damage or wear․ Avoid placing the phone in direct sunlight or extreme temperatures․ Periodic visual inspections can help identify potential issues before they escalate․ Proper care will keep your Avaya 9608 functioning reliably for years․
Avaya 9608 SIP Configuration Details
Configuring the Avaya 9608 for SIP requires specific network parameters and settings․ The phone utilizes Session Initiation Protocol (SIP) for call signaling and typically requires a proxy server address, registration server address, and authentication credentials․ These details are usually provided by your VoIP service provider or system administrator․
Key configuration elements include the extension number, user name, and password for SIP authentication․ Network settings, such as the IP address (static or DHCP), subnet mask, and default gateway, must also be correctly configured․ The phone supports various codecs for audio transmission, and selecting the appropriate codec is crucial for call quality․
Advanced settings may involve configuring Transport Layer Security (TLS) for secure communication, Quality of Service (QoS) parameters for prioritizing voice traffic, and VLAN tagging for network segmentation․ Proper SIP configuration ensures seamless integration with your VoIP infrastructure and optimal call performance․ Refer to your provider’s documentation for specific configuration values․
















































































