Campus Phones

Click here to download the "Getting Started" PDF guide provided with new handsets.

Click here for a quick reference guide for voicemail codes, forwarding voicemail, and more.

Click here for Avaya's voicemail user guide.


Campus Phone Diagram


Logging In / Out of Your Phone

Avaya’s IP Office abstracts a user’s extension and voicemail from the hardware they use to access it. Similar to how you can log in to your Emerson email account on any computer, you can log in to your phone number using any handset on campus.

To log in to a phone that is not logged in:

  1. Press Login.
  2. Enter your 4-digit extension in the Extension field and press the OK button.
  3. When you first log in to your phone, your PIN will be the same four digits as your extension if you haven't changed it. Enter these and press OK again.

Locking/Unlocking Your Phone
You are responsible for everything that happens on your extension, so be sure to secure your logged-in phone when you are not at your desk. To lock your phone:

  1. Press Features.
  2. Scroll down to Phone User, the third option on the menu.
  3. Press Lock, the first option on the menu.

When locked, anyone who tries to dial a number on your logged-in handset will get an “Incompatible” error and a beep. To unlock your phone:

  1. Press Unlock.
  2. Enter your PIN.

Changing Your PIN
When you receive your phone for the first time, by default, your security PIN will be your extension number. You need to change this immediately so others can't dial with your extension. To do so:

  1. Press Features.
  2. Scroll down to the third option on the menu, Phone User, and press the OK button in the center of the arrow keys.
  3. Scroll down to the fifth option on the menu, Set Security Pin, and press the OK button.
  4. Enter your current PIN and press Done. By default, your security PIN will be your extension number.
  5. Enter your new PIN (which must be 4 digits long) and press Done.
  6. The phone will display a message telling you that your PIN has been changed.


Setting Up a Voicemail Greeting

Once you’ve logged in and changed your PIN, you’ll want to set your voicemail passcode and record a greeting.

Voicemail Passcode: The phone system stores the voicemail passcode separately from the PIN. By default, the voicemail passcode is not set, which means that anyone can listen to your messages. Thus, you should set a voicemail passcode, either to your PIN, or to a different four-digit value. You may set the VM password from the "Features" menu on your phone.

  1. Go to Features and scroll down to Visual Voice...
  2. Scroll down to Passcode... 
  3. Enter your desired passcode. Make sure it's something you can remember easily! You'll need to enter it every time you want to listen to a voicemail through your phone. 

Voicemail Greeting: By default, your greeting is a generic “Your call is being answered by Avaya IP Office…” message. To personalize:

  1. Press the Message button.
  2. Scroll down to Greeting, the second option on the menu.
  3. Record will start recording immediately. Listen allows you to play back what you’ve recorded.
  4. When you have recorded something you’re happy with, press Submit to save your greeting.

Receiving Messages
When you have a new voicemail message waiting, the envelope icon on the  Message button will be illuminated red. The History button and the red light on the top right of the phone will probably also be lit, indicating a missed call.

  1. Press the Message button.
  2. The first item in the list indicates the number of New / Old / Saved messages you have. To listen to a message, press OK. Choose the category you want to listen to (New, Old, or Saved) and press OK again. Then choose the individual message from the listen and press OK to listen.

It is also possible to dial in from an external phone to retrieve your messages. Simply call (617) 824-7500 and follow the prompts.

It is also possible to have your voicemail messages sent to your Emerson email inbox as .WAV audio files. You can receive them when they arrive and listen to them from any computer. To enable Email Mode:

  1. Press the Message button.
  2. Scroll down to Email; the second-to-last option in the menu. If you do not see the Email option, it is because there is no email address is not tied to your extension in the phone system. Contact Telecom to change this.
  3. By default, Email Mode is set to Off. Clicking the OK button will toggle through all the possible settings for Email Mode. They are:
  • Copy: Send an email with an audio file of the message attached, but also store the message in your voicemail.
  • Forward: Send an email with an audio file of the message attached only; do not store the message on your voicemail.
  • Alert: Send an email informing you that there is a message waiting, but do not attach an audio file containing the message.
  • Select which option you’d like and press Save. Email Mode settings can be changed at any time.

Click here for Avaya's voicemail user guide.

Click here for a quick reference guide for voicemail codes, forwarding voicemail, and more.


Making Calls / Dialing Outside

You no longer need a separate dial-out code to make an external call.

  • For local numbers, dial 9 followed by the phone number.
  • For long-distance calls, dial 9 followed by 1 followed by the area code and phone number.
  • For international calls, dial 9 followed by 011, the country code, and phone number.

Remember that you are responsible for any calls that are made or received using your assigned extension. For more information on this, please see Information Technology’s policy.


Changing Your Ringtone

The IP Office phones come with 16 different ringtones installed. To change yours from the default electronic ring to something a little more exciting:

  1. Press the Home button.
  2. Select Options & Settings from the list.
  3. Select Screen & Sound Options.
  4. Scroll through the list of ringtones. As you highlight them, they will play so you can preview how they sound. Select Classic to see more ringtone options. When you find one you like, press Save. This will be your ringtone from now on.


Programming Quick Dial Buttons

Your new phone has 4 default buttons on the main screen, but you can add your own customizable buttons. As an example, let's create a speed dial for someone we call frequently.

  1. Press Features.
  2. Scroll down to the third option on the menu, Phone User, and hit the OK button in the center of the arrow keys.
  3. Select Self Administer and enter your PIN.
  4. Scroll to a blank button field and press Replace.
  5. You'll see many different available options for kinds of buttons. For a speed dial, locate Abbreviated Dial and press select.
  6. Type in the extension of the phone number you'd like, or find it in the directory by pressing Dir. Scroll to your selection and press Save.
  7. On the home screen, you'll see the speed dial. Simply press the button next to the speed dial phone number or name to call.


The Main Screen

By default, every phone has 4 default buttons on the main screen. If you belong to a call center or a specialized group, you may have more. The 4 default buttons are:

  • 3 available lines to accept incoming calls or make outgoing calls, labeled Line 1, Line 2, and Line 3.
  • 1 log out button that allows you to Log Out of the phone with one button press.


Call History

A history of missed, received, and outgoing calls are stored on your phone. To see them:

  1. Press History.
  2. Use the arrow keys to toggle through the phone numbers that have called or have been called.
  • To delete an entry, press Delete.
  • To see the time, date, and extension of a call in your history, press Details.
  • To make a contact out of an entry, press More, +Contact, and Save.


The Directory of Contacts

All users on the new phone system will be present in the phone directory. To view the directory, press Contacts.

To add a new contact to your personal directory:

  1. Press New.
  2. Type a name using the letters on the keypad.
  3. Use the down arrow key to go to the number field, and type the phone number of the new contact. It's the phone number is outside Emerson's list of extensions, it must be prefaced with "91", or the call will not be successful when you attempt it.
  4. Press Save, and scroll to find your new directory contact.

To find extension numbers for faculty, staff and students via the on-line campus directory, go to:


Call Forwarding

To forward your calls to an external phone or cell phone, you may enter the number in the "Forward Unconditional" entry on your desk phone. After it is set up, you can easily turn this forwarding on and off without re-entering the number. (When forwarding is on, you will hear an intermittent dial tone when you pick up your handset, and the phone's screen shows a "D" to the right of the username.)

Forward to External Phone:

  1. Press Features.
  2. Select the Forward... menu item.
  3. Select the Forward Unconditional... menu item.
  4. Now select the Destination item.
  5. Type in the phone number you wish to forward calls to. Begin with "91" if it is an external phone number, then the area code and number.
  6. Press Select to save the Destination number.
  7. To enable forwarding, select Fwd Unconditional and press On and then Save.
  8. (To turn forwarding off again, press Features, Forward..., Forward Unconditional..., and then Off and Save.)

Forward to Voice Mail: Unconditional forwarding may also be used to send calls directly to Voice Mail. From the "Forward Unconditional" page after step 3. above, press the To VM soft-button, and Save. When you turn this VM forwarding back off, your previous forwarding destination number is restored. 

Configuring the Softphone for Laptops/Desktops

The Emerson College Avaya IP Phone System uses Avaya Workplace as a "softphone" solution in which users can make and receive calls on their laptops and desktops, with either the onboard or external microphone/speakers/headphones.

Click here for Avaya Workplace for Windows

Click here for Avaya Workplace for Mac

Note: Contact IT (617-824-8080) or email for the password for your softphone.

Install Avaya Workplace (Windows Version)

  1. Click on the following link and use your Emerson credentials to log into Box: Avaya Workplace Install
  2. Click Download in the upper right corner and open the zip file
  3. Launch the installer
  4. Click run to Install
  5. In the Avaya IX Workplace Setup Wizard click next
  6. Click the box accepting the terms in the license agreement and click next
  7. Make sure “Complete” is checked and click next
  8. Use the default path C:\Program Files (x86)\Avaya\Avaya IX Workplace\ and click next
  9. Use the default language English and click next
  10. Click Install
  11. Click yes if the box appears asking to allow the app to make changes to the device
  12. Click Finish and wait for the Avaya Workplace app to launch
  13. Click “Got It” if the window appears announcing the name change in the application
  14. Click “Configure my account”
  15. Click the gear in the upper right of the application and click “Use web address”
  16. Paste the following link into the URL box
  17. Click “Next”
  18. Enter your Emerson extension and the Password given to you by the IT Help Desk

Install Avaya Workplace (Mac Version)

  1. Click on the following link and use your Emerson credentials to log into Box: Avaya Workplace Install
  2. Click download in the top right and wait for the to download
  3. Look for in your downloads folder or wherever you download files, double click, open the folder and then open the Mac folder for Avaya Workplace
  4. Drag the Avaya Workplace app into the applications folder in finder
  5. Click on Avaya IX Workplace in the applications folder once it is finished copying to the folder
  6. Click “Got It” if the window appears announcing the name change in the application
  7. Click “Configure my account”
  8. Click the gear in the upper right of the application and click “Use web address”
  9. Paste the following link into the URL box
  10. Click “Next”
  11. Enter your Emerson extension and the Password given to you by the IT Help Desk

*Avaya Communicator is nearing end-of-life therefore Avaya Workplace will be the standard softphone application.  Scroll up for Avaya Workplace install instructions for Windows and Mac.

Install and Log Into Avaya Communicator for Web
  1. Make sure to connect to the Emerson VPN with these instructions.
  2. CLICK HERE to install the Avaya Communicator for Web extension. Click Add to Chrome and then Add Extension.
  3. You'll now see an "A" icon in the top right corner of Google Chrome. Single-click the icon to open the communicator, or right-click to view options to remove/hide/manage the extension.
  4. Click the icon and choose "Google" in the options under "Log into one of the following."
  5. Select your Emerson account and when prompted, click "Allow."
  6. In the extension, under "Fill in following fields," use the following configuration:
    1. Authorize using explicit credentials.
    2. IM/Presence Provider: Use Default
    3. Presence server:
    4. Media server(s):
    6. Password: Please contact IT (617-824-8080) or email for your password.
    7. Check "Save credentials" and click Connect.


Configure Avaya Communicator for Web

  1. At the very top of the extension, you'll see "Meeting," and "Ready: Deskphone." Click that box, scroll down, and select "Softphone." If you do NOT do this, any calls made out of Avaya Communicator for Web will be made aloud on your desk phone's speaker.
  2. Click the hamburger menu in the top left corner and click "Settings." Under the devices tab, select which microphone and speaker on your device you'd like to use for the softphone.
  3. Under Settings > Options, uncheck "Start video automatically" if you don't intend to use the softphone for video conferencing.
  4. Under the alerts tab, select how you'd like to be alerted about incoming calls, voicemail, etc.
  5. Back under the hamburger menu in the top left corner, you can access a phone dialpad to make calls.
  6. At any time, you can search for an Emerson community member in the "Search or dial" bar. If you search for "john_smith," for instance, to call his desk phone, select the search result ""
  7. You can also file "Favorites" and create a "Favorites" group on the main screen.

To change your password, visit log in, click the "Configure" tab, and then click Security.

Note: You'll notice the page at the link above appears to be a web-based softphone, but please do not use it as such.


Setting up a conference call

  1. Press Conf. once you have an active call.
  2. Dial the next telephone number, or call the person from the Contacts list or History list.
  3. When the second person answers, press Conf again.All three of you will be connected.
  4. Repeat these steps to add another person to the conference call.
  5. Press Drop at any time to drop the last person added to the conference call.

Putting a conference call on hold

When you put a conference call on hold, the other parties can still talk to each other.

  1. Press Hold during a conference call.
  2. Press the blinking line where the call is holding to reconnect to the conference call.

Adding a Call to a Conference

You can add parties to an existing conference.

  1. Press HOLD to put the conference on hold. This does not affect the other conference parties who can continue talking to each other.
  2. Press an available appearance key on which to make a call.
  3. Dial the party that you want to add to the conference.
  4. If they answer and want to join the call, press Conf again.
  5. If they do not want to join the call or do not answer, press Drop and then press the appearance key of the held call.

Dropping the last person added to a conference call

  1. From the Phone screen, select your active call.
  2. Press Drop.

Muting a call

  1. Press Mute during a call so that the other person cannot hear you.
  2. Press Mute again to unmute the call.

Caution:  If a call is on mute and you switch between the handset, headset, or speakerphone, the mute will be turned off. When the call is muted, the Mute button light is on and the top line displays the Mute icon.



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