Avaya IP Office 500 Phone System Manual

The Avaya IP Office 500 is a versatile, scalable communications platform designed for small to medium-sized businesses. It integrates voice, data, messaging, and applications on a single system, supporting digital, analog, and IP phones. Key features include auto-attendant, voicemail, call forwarding, conferencing, and network connectivity. Below are essential sections covering system overview, installation, configuration, operation, maintenance, and troubleshooting.

1. System Overview 2. Installation & Setup 3. Hardware Components 4. System Specifications 5. Configuration & Programming 6. Phone Features & Operation 7. Voicemail & Auto-Attendant 8. Network & Connectivity 9. Maintenance & Updates 10. Regulatory & Compliance 11. Troubleshooting

System Overview

Key components: IP Office 500 control unit, digital/analog/IP phones, expansion modules, power supply, and management software.

Component	Description
Control Unit	Main system chassis with processor, memory, and interface cards
Digital Phones	Series 1400, 1600, or 9500 phones with programmable buttons
IP Phones	Series 9600 or J100 series supporting VoIP
Analog Phones	Standard phones for basic line connections
Expansion Modules	Adds additional ports for phones, trunks, or analog devices
Power Supply	Provides power to control unit and phones (PoE available)
Management Software	IP Office Manager for configuration and monitoring
Voicemail Pro	Integrated voicemail and auto-attendant service
Network Ports	Ethernet ports for LAN/WAN connectivity
Trunk Cards	Analog (LS/GS), digital (BRI/PRI), or SIP trunk interfaces

Installation & Setup

Unpack and inspect all components. Mount control unit in a secure, ventilated location.

Connect power: Attach power supply to control unit and plug into grounded outlet.
Connect phones: Use provided cables to connect digital/IP phones to appropriate ports.
Connect network: Use Ethernet cable to connect LAN port to network switch.
Connect trunks: Attach analog/digital/SIP trunks to corresponding interface cards.
Power on system: Allow system to boot; check status LEDs.

WARNING! Use proper grounding; avoid electrical hazards. Ensure adequate ventilation.

Hardware Components

Front Panel: Power button, status LEDs, card slots. Rear Panel: Power input, network ports, expansion slots, trunk/line ports.

Phones: Programmable buttons, LCD display, volume controls, headset jack.

Expansion: Additional modules for more ports (e.g., 16-port digital station module).

CAUTION! Handle cards by edges; avoid static discharge.

System Specifications

Capacity: Up to 272 users, 384 ports depending on configuration.
Protocols: SIP, H.323, Q.SIG, analog/digital signaling.
Voicemail: Integrated or Voicemail Pro with up to 300 hours storage.
Network: 10/100 Ethernet, VLAN support, QoS.
Power: 100-240V AC, 50/60Hz; PoE (802.3af) for IP phones.
Operating Temp: 32°F to 104°F (0°C to 40°C).
Supported Phones: Digital (1400/1600/9500), IP (9600/J100), analog.
Trunk Types: Analog loop start/ground start, BRI/PRI, SIP trunks.

Configuration & Programming

Use IP Office Manager software (Windows) for system configuration.

Connect to system: Launch Manager; connect via IP address or serial port.
Create extensions: Assign extension numbers to phones/users.
Configure trunks: Set up incoming/outgoing lines (analog/digital/SIP).
Set up voicemail: Configure mailboxes, greetings, and auto-attendant.
Program features: Call forwarding, hunt groups, call recording, etc.
Save & apply: Save configuration and reboot if required.

Default Login: Administrator (username/password as set during install).

Phone Features & Operation

Basic call handling: Lift handset or press speaker; dial number.

Feature	Operation
Call Hold	Press HOLD button; retrieve with same button.
Call Transfer	Press TRANSFER, dial target, press TRANSFER again.
Conference	Press CONFERENCE, add participants, press CONFERENCE to join.
Call Forward	Access menu or dial code (e.g., *21) to set forwarding.
Voicemail Access	Press voicemail button or dial extension 175.
Programmable Buttons	Assign speed dial, line appearances, or features via Manager.
Headset Mode	Press headset button to toggle headset on/off.
Volume Control	Use volume keys during call or idle for ringer volume.

Voicemail & Auto-Attendant

Voicemail Pro provides automated call handling.

Set up mailboxes: Create user mailboxes with PINs.
Record greetings: Customize system and user greetings.
Auto-attendant: Configure menus (e.g., "Press 1 for Sales").
Notification: Set up email or SMS alerts for new messages.

Default Access: Dial *17 or voicemail button; enter PIN when prompted.

Network & Connectivity

Connect to LAN for IP telephony and management.

Assign IP: Use DHCP or static IP for control unit.
VLAN: Separate voice and data traffic for QoS.
Firewall: Configure ports for SIP/RTP if using remote phones.
Remote Access: Secure VPN for off-site management.

Tip: Use QoS settings to prioritize voice traffic.

Maintenance & Updates

Regularly back up configuration. Check system health via Manager.

Firmware Updates: Download from Avaya support; apply via Manager.

CAUTION! Backup before updates; schedule during off-hours.

Regulatory Information

FCC Part 15, 68: Complies with US telecommunications standards. CE marked for EU. UL/CSA listed. For support, visit support.avaya.com or contact 1-888-242-7495. Copyright © Avaya Inc. All rights reserved.

Troubleshooting

Symptom	Possible Cause	Corrective Action
No dial tone	Phone not registered/power	Check power/connections; reboot phone; verify configuration.
Call quality issues	Network congestion/QoS	Enable QoS; check bandwidth; test with wired connection.
Voicemail not working	Service not enabled/config	Enable voicemail in Manager; check mailbox settings.
System not booting	Power/firmware corruption	Check power supply; reload firmware from backup.
Phones not registering	IP conflict/network issue	Check DHCP; verify VLAN settings; restart control unit.

Reset: Use Manager to reboot system or restore from backup.

Service: 1-888-242-7495; support.avaya.com