Avaya Phone Manual Model 9641GS

The Avaya 9641GS is a high-performance IP deskphone designed for business communications, featuring a large color display, multiple line appearances, integrated Gigabit Ethernet switch, support for advanced telephony features, and compatibility with Avaya Aura and IP Office platforms. Below are key sections for safety, features, installation, setup, operation, and troubleshooting.

1. Features at a Glance 2. Installation 3. First-Time Setup 4. Specifications 5. Controls and Settings 6. Connecting Devices 7. Advanced Features 8. Accessibility Features 9. Care & Cleaning 10. Regulatory Information 11. Troubleshooting

Features at a Glance

Key components: Large color LCD display, programmable feature keys, handset with headset jack, integrated Gigabit Ethernet switch, power adapter port, and network connections.

FeatureDescription
DisplayHigh-resolution color LCD with adjustable contrast
Feature KeysProgrammable soft keys for speed dial, call handling, and features
Handset/HeadsetWideband audio handset with headset jack support
Network PortsDual 10/100/1000 Mbps Ethernet ports (LAN and PC)
Power802.3af PoE or external power adapter
Message Waiting IndicatorLED for visual voicemail notification
Volume ControlsSeparate controls for handset, speaker, and ringer
ConferenceBuilt-in support for multi-party conferencing
Hold/TransferSingle-touch hold and call transfer buttons
Navigation ClusterDirectional pad for menu navigation and selection

Installation

Unpack and inspect contents. Place on stable desk surface.

  1. Connect to network: Use Ethernet cable from switch to phone's LAN port.
  2. Connect PC: Use second Ethernet cable from phone's PC port to computer.
  3. Connect handset: Plug coiled handset cord into handset jack.
  4. Apply power: Use PoE from switch or connect external power adapter.

WARNING! Use only approved power adapter. Ensure network cables are securely connected.

First-Time Setup

Power on phone; follow on-screen prompts.

  1. Network registration: Phone will automatically obtain IP address and register with call server.
  2. Set language: Press Settings > User Preferences > Language to select preferred language.
  3. Configure time/date: Verify time zone settings in System Settings menu.
  4. Program feature keys: Assign frequently used functions to programmable keys.

CAUTION! Do not disconnect during firmware update. Allow process to complete.

Specifications

Controls and Settings

Access menu via Settings button. Front Panel: Handset with indicator, display, navigation cluster, feature keys, volume controls.

Basic Controls: Speakerphone, Mute, Hold, Transfer, Conference, Redial, Headset, Volume controls.

Settings Menu: User Preferences (language, contrast, ring tones), Call Features (forwarding, DND), System Settings (network, time), Feature Key Programming. Audio Settings: Handset volume, speaker volume, ringer volume, tone settings. Display Settings: Contrast, brightness, screen timeout.

Connecting Devices

Network: LAN port to switch, PC port to computer. Audio: Handset, headset (2.5mm or USB), external speaker.

  1. Turn off phone before connecting additional devices.
  2. Match cables to correct ports (Ethernet to LAN/PC, audio to appropriate jack).
  3. Configure headset type in Settings > User Preferences > Headset Type.

Tip: Use Cat5e or better Ethernet cables for Gigabit performance.

Advanced Features

Supports advanced call handling and productivity features.

  1. Call Forwarding: Press Forward button or use menu to set forwarding rules.
  2. Conference Calls: Press Conference, dial first party, press Conference again, dial second party.
  3. Speed Dial: Program frequently called numbers to feature keys.
  4. Do Not Disturb: Enable DND to silence ringer and send calls directly to voicemail.
  5. Call Logs: Access missed, received, and placed calls from directory.
  6. Corporate Directory: Search company directory if configured by administrator.
  7. Message Waiting: Visual indicator and message button for voicemail access.
  8. BLF (Busy Lamp Field): Monitor status of other extensions.

WARNING! Do not use unauthorized third-party accessories. Use only Avaya-approved headsets.

Accessibility Features

Visual Alerts: Flashing message waiting LED. Audio Adjustments: Separate volume controls for handset, speaker, ringer. Large Text: Adjustable display font size in accessibility settings. TTY Compatible: Supports teletypewriter devices when configured.

Care & Cleaning

Unplug power before cleaning. Use slightly damp cloth for display; dry cloth for body. Do not use abrasive cleaners or solvents.

CAUTION! Never spray liquids directly on phone. Keep away from excessive heat and moisture.

Regulatory Information

FCC Part 15: Class A digital device; complies with limits for commercial environments. CE Marked: Complies with European directives. Copyright © Avaya Inc. All rights reserved. For technical support, visit support.avaya.com or contact your authorized Avaya dealer. This product may be covered by one or more U.S. and international patents.

Troubleshooting

SymptomPossible CauseCorrective Action
No display/powerPower sourceCheck PoE switch or power adapter connection; verify cable integrity.
No network connectionCable/configVerify Ethernet cable connections; check network settings.
No dial toneRegistrationCheck phone registration status; verify SIP credentials or extension.
Poor audio qualityNetwork/deviceCheck network QoS settings; verify handset/headset connection.
Feature keys not workingProgrammingRe-program feature keys; check administrator settings.
Can't access voicemailConfigurationVerify voicemail number programmed; check message waiting indicator settings.

Reset: Press *#*# to access reset menu (admin password may be required).

Service: Contact authorized Avaya dealer or visit support.avaya.com

Avaya Phone Manual Model 9641GS © - All Rights Reserved 2025