Using your IP Office directory

Adding contacts to your IP Office directory

How to add contacts to your IP Office:

1. Log into the IP Office Manager.
2. To add a new contact, right click on Directory and select New. The next available index number is automatically allocated (the index range is 001 to 999).
3. Enter a name to identify the directory entry.
4. Enter the telephone number to be dialled from the entry. (A prefix may be needed depending on the IP Office outgoing call configuration i.e. pressing 9 before your outgoing call)

How to access the directory from your telephone:

1. On your Avaya feature telephone, press the Contact button.
2. Press the right arrow key until Directory:External is displayed.
3. You can either select List and scroll through the numbers or key in the first letter of the directory name.

How to add your own personal directory to your telephone:

1. On your Avaya feature telephone, press the Contact button.
2. Press the right arrow key until Personal is displayed.
3. You can now add new personal directory numbers by selecting New.
   
   The Contacts button on your telephone will also let you see numbers entered by other users or groups.

Contact buttons don't appear on the following phones:

• Avaya 1403 and 1603 feature telephones.
• All of the Nortel feature telephones like T7100, T7208, T7316, T7316e, M7324, M7324N, M7310, M7208, M7100.
• All of the Nortel IP telephones.

Displaying the name for incoming callers in your directory

To display the name, you'll need to have Calling Line Identity Presentation (CLIP) on your lines. To order or to speak to someone about CLIP please contact us.

When it's enabled on your lines, the following changes will need to be made in programming from your IP Office Manager.

Numbers stored in the directory usually have a 9 at the front to access outgoing lines. But incoming calls won't have a 9 before the number. This means that the incoming call won't match the number that’s stored in the Directory.

To fix this:

1. Log in to IP Office Manager.
2. Select Line 1 and amend the Prefix, National Prefix and International Prefix with the digit you use to access your lines, usually 9. In default, the Prefix is blank, the National Prefix is 0 and the International Prefix is 00.
3. Click Ok.
4. Repeat this for all the lines.
5. Save the changes. You might need to reboot your system.

How to import a list of telephone numbers into the IP Office directory

To import a list of numbers it must be in the correct format, a CSV file with only the name and number.

1. Using Microsoft Excel create a list of contacts on your PC.
2. Make sure the list has a name in one column and a contact number in the second column.
3. Save the file of contacts as Directory.csv 
4. Open IP Office Manager.
5. Go to File, Import/Export and then Import. You may need to browse to the location of the file.
6. Once found it will display the number of entries in the Directory.
7. Select the Directory and then Ok. This will now import the data.
8. Save and Merge.

A similar process can be used to export the Directory information.