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Avaya IP Office Notes


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IP Office provides a comprehensive telephony feature set to enable a fast and efficient response to a telephone call. Features such as Caller ID display and call tagging allow employees to see who is calling and who they are calling before they pick the call up. Client information can even be ‘popped-up’ on the user’s PC.

For those who are not tied to a desk, Wireless handsets and twinning offer mobility around the office. For those out of the office, be it on the road or working from home, comprehensive and easy to use call forwarding facilities, PC Softphone and a remote access service allow them to remain in telephone contact and access centralized resources at all times.
Incoming calls can be efficiently handled using either Direct Dialling (DDI/DID) or dedicated operators. For out of hours calls or times when you just can’t take calls, IP Office provides voicemail and optional Auto-Attendant services.

Basic Call Handling
IP Office generates the correct user tones for the geography. These tones are generated for all
IP Office extension types. [click to continue…]

Caller ID
Where supplied by the service provider, the IP Office can receive and use the caller’s Caller ID. The Caller ID is passed through to the answering phone or application and is included in any call log or history supported by the phone or application. If the Caller ID matches a number in the IP Office’s Directory, the matching directory name is shown instead of the number [click to continue…]


A call may be placed on hold with optional Hold music. A held call cannot be forgotten as it is presented back to the extension after a timeout set by the system’s administrator. [click to continue…]

Hold Music (Music on Hold)
The IP Office system supports up to 4 sources of music on hold – system sources which may be
external: one system source plus 3 additional external sources using analog extensions. [click to continue…]

As an alternative to placing a call on hold, a call can be parked on the system to be picked by another user.
[click to continue…]

Automatic Callback
Depending on the type of phone a user has, call back when free is accessed by dialing a short
code if an internal busy tone is heard, selecting an option from an interactive menu or pressing a
programmed DSS/BLF key. [click to continue…]

Direct Inward Dialing (DID/DDI)
This relies on the local telephone exchange passing all or part of the dialed number to the IP Office.
[click to continue…]

Call Transfer allows users to transfer a call in progress to another phone number – either internal extension or external public number. The caller is placed on hold while the transfer is performed. [click to continue…]

Distinctive and Personalized Ringing
The IP Office uses different ringing sequences to indicate the type of call, for example whether internal or external.
[click to continue…]

Personalized Ringing
In IP Office the term personalized ringing is used to refer to changing the sound or tone of a phone’s ring.
On many Avaya digital telephones, the ringer sound can be personalized. [click to continue…]

Message Waiting Indication
Message waiting indication (MWI) is a method IP Office uses to set a lamp or other indication on
compatible telephones when a new message has been left for the user, either in
a personal voice mailbox or in a group mailbox or call back message. [click to continue…]

Visual Voice
You can access and control voice messages via the display on Digital or IP telephones. [click to continue…]

Advanced Call Handling
In larger businesses or businesses with greater reliance on the telephone for internal
and external communications some of the more advanced features will improve efficiency and customer service.
[click to continue…]

Absence Text
Any user can set Absence Text on their phone, even users of standard analog telephones, but it can only be
displayed on selected display telephones, Phone Manager and SoftConsole that call the user.[click to continue…]

Call Tagging

This feature is used to provide additional information about the call to the targeted user before they answer it.
[click to continue…]

Call Waiting
A User may not want people calling them to receive busy tone if they are already on another call, but have the
call receive ring tone and have some kind of alert that there is a call waiting. [click to continue…]

Do Not Disturb (DND)
This is the ability to temporarily stop incoming calls ringing at a user’s telephone. It will prevent the user from
receiving hunt group calls and give direct callers either voicemail (if enabled) or a busy signal. [click to continue…]

Dial Plan  

IP Office has a very flexible numbering scheme for extensions, hunt groups and feature commands. While the
[click to continue…]

All Avaya digital and IP telephones supported on the IP Office that have loudspeakers can be used to receive
broadcast audio messages without having to install a separate paging system.[click to continue…]

Private Call

Users can set a status of private call using short codes or a programmed button. Private calls
cannot be recorded, intruded on, bridged into or monitored.[click to continue…]

Remote Hot Desking
IP Office supports remote hot desking between IP Office systems within a Small Community Network (SCN).
[click to continue…]

Call Recording
Where IP Office has VoiceMail Pro installed it is possible to record a call and save the recording
to the user’s mailbox, a group mailbox or the voice recording library.[click to continue…]

Twinning and Mobility
Twinning allows a primary extension and a secondary number (extension or external) to operate together as a
single telephone.When a call is presented to the primary phone the secondary will ring.[click to continue…]

Appearance Buttons
Many Avaya digital and IP telephones supported by IP Office have programmable buttons. [click to continue…]

Outbound Call Handling Features

Every business needs to make calls, but depending on the type of business these calls may need to be treated
in a special way, such as recorded against a project or client through the use of Account Codes. [click to continue…]

If the user is a member of a hunt group, some types of hunt group calls can also follow forward unconditional.
[click to continue…]

Inbound Call Handling
IP Office offers several features to provide versatile inbound call processing,including PC based
applications,and a standards-based TAPI interface for 3rd party applications.[click to continue…]

Contact Center Features

Contact Centers have specific needs for reporting on how calls are handled and these are
covered in a separate section of the Product Description.[click to continue…]

System Short Codes
Short codes are used as commands the IP Office to make changes for the user, group or system
,so need to set up with consideration to security. [click to continue…]