If you’re using an Avaya phone system, you may be wondering how to transfer calls efficiently and seamlessly. Whether you’re working in a busy office environment or simply need to redirect a call to a colleague, understanding the process of call transfers can save you time and frustration. In this article, we will guide you through the steps to transfer calls on an Avaya phone, ensuring that you can quickly connect callers to the right person or department. From single-step transfers to assisted transfers, we will cover both basic and advanced techniques to help you become a pro at call transfers. So, let’s dive in and explore how you can easily manage and transfer calls on your Avaya phone system.
Inside This Article
- Setting up Call Transfer on Avaya Phone
- Transferring Calls using Different Methods on Avaya Phone- Method 1: Attended Transfer- Method 2: Blind Transfer
- Troubleshooting Common Issues during Call Transfers on Avaya Phone
- Conclusion
- FAQs
Setting up Call Transfer on Avaya Phone
Transferring calls on an Avaya Phone is a simple process that allows you to redirect an ongoing call to another person or extension. This feature is especially useful in business settings where it’s necessary to route calls to the appropriate department or individual.
To set up call transfer on your Avaya Phone, follow these easy steps:
Step 1: Accessing the Avaya Phone System
The first step is to access the Avaya Phone system. Depending on the specific model of your Avaya Phone, you may need to use different methods to access the system. One common method is to press the “Menu” button followed by the “Settings” or “Admin” option.
Alternatively, you can use the keypad to enter specific codes provided by your system administrator to access the Avaya Phone system.
Step 2: Initiating a Call on Avaya Phone
Once you’ve accessed the Avaya Phone system, you can initiate a call by dialing the desired phone number or selecting a contact from your phonebook. You can use the keypad to enter the number manually or use the phone’s touchscreen if it’s equipped with one.
If you’re initiating a call to an internal extension within your organization, you can simply dial the extension number directly.
Step 3: Initiating a Transfer on Avaya Phone
After establishing a call, you can initiate a transfer on your Avaya Phone. The exact steps may vary slightly depending on your specific Avaya Phone model, but the general procedure is as follows:
- While on the call, locate the “Transfer” button on your Avaya Phone. This button is typically labeled with an arrow or the word “Transfer”.
- Press the “Transfer” button to initiate the transfer process.
- You will typically hear a dial tone after pressing the “Transfer” button. At this point, you can enter the phone number or extension you wish to transfer the call to. Alternatively, you can use the phone’s touchscreen to select a contact from your phonebook.
- After entering the desired number or selecting a contact, press the “Transfer” button again to complete the transfer.
That’s it! You have successfully set up call transfer on your Avaya Phone. Now you can easily redirect calls to the appropriate person or department.
Transferring Calls using Different Methods on Avaya Phone- Method 1: Attended Transfer- Method 2: Blind Transfer
When it comes to transferring calls on your Avaya Phone, you have two primary methods at your disposal: Attended Transfer and Blind Transfer. Both methods allow you to transfer calls to another person or department, but they differ in how the call is handled during the transfer process.
Method 1: Attended Transfer
In an Attended Transfer, you have the ability to speak with the person you are transferring the call to before completing the transfer. This method is helpful when you want to provide additional information or confirm that the person is available to take the call.
To perform an Attended Transfer on your Avaya Phone, follow these steps:
- While on a call, press the “Transfer” button on your Avaya Phone.
- Enter the extension or phone number of the person you want to transfer the call to.
- Wait for the person to answer the call.
- Inform the person of the call’s nature and ask if they would like to accept the transfer.
- If the person agrees, press the “Transfer” button again to complete the transfer.
- If the person doesn’t want to accept the call, you can unilaterally return to the original call by pressing the “Swap” or “Cancel” button.
Method 2: Blind Transfer
In a Blind Transfer, the call is immediately transferred to the designated person without any prior interaction or confirmation. This method is useful when you are confident the call needs to be transferred and don’t require any additional input from the receiving party.
To perform a Blind Transfer on your Avaya Phone, follow these steps:
- While on a call, press the “Transfer” button on your Avaya Phone.
- Enter the extension or phone number of the person you want to transfer the call to.
- Without waiting for a response, press the “Transfer” button again to complete the transfer.
Now that you know how to transfer calls using the Attended Transfer and Blind Transfer methods on your Avaya Phone, you can efficiently connect callers with the appropriate individuals or departments, ensuring smooth communication within your organization.
Troubleshooting Common Issues during Call Transfers on Avaya Phone
When it comes to call transfers on your Avaya Phone, you may occasionally encounter some issues that hinder the smooth transfer of calls. Understanding how to troubleshoot these common issues can help you resolve them efficiently. Let’s explore two common issues that you may come across when transferring calls on your Avaya Phone.
Issue 1: Call Transfer Button not Functioning
One of the most frustrating issues you might encounter is when the call transfer button on your Avaya Phone is not functioning properly. This can occur when the hardware or software associated with the transfer button is experiencing a glitch or malfunction.
To troubleshoot this issue, you can try the following steps:
- Restart your Avaya Phone: Sometimes, a simple restart can resolve any temporary glitches and restore the functionality of the call transfer button.
- Check for software updates: Ensure that your Avaya Phone’s software is up to date. Outdated software can potentially cause issues with the call transfer button.
- Verify hardware connections: Make sure the physical connections associated with the call transfer button are secure and firmly attached. Loose connections can prevent the button from functioning properly.
- Contact technical support: If the issue persists, it’s recommended to reach out to the technical support team for further assistance. They can provide troubleshooting steps specific to your Avaya Phone model.
Issue 2: Call Transfer Error Messages
Another common issue that may arise during call transfers on your Avaya Phone is encountering error messages. These messages can occur due to various reasons and understanding their meaning can help you address the underlying problem.
Here are a few error messages you might come across and their possible solutions:
- “Transfer Failed” message: This message typically indicates that the call transfer was unsuccessful. Ensure that you have the correct extension or phone number for the transfer and try again. If the issue persists, consult the Avaya Phone user manual or contact technical support.
- “Line Not Available” message: This message suggests that the line you are attempting to transfer the call to is currently unavailable. It could be due to a busy line, network issues, or other underlying factors. Try transferring the call to a different extension and check if the issue persists. If it does, contact your system administrator or technical support.
- “Invalid Transfer Destination” message: This message indicates that the extension or phone number you are trying to transfer the call to does not exist or is incorrect. Double-check the transfer destination and make the necessary corrections. If you continue to receive this message, seek assistance from your system administrator or technical support.
Remember, if you encounter any error messages during call transfers on your Avaya Phone, it’s essential to follow the troubleshooting steps provided by the manufacturer or consult technical support for customized solutions to address the specific issue.
By understanding and addressing these common issues, you can ensure smoother call transfers on your Avaya Phone, enhancing communication efficiency within your organization.
Conclusion
Transferring calls on an Avaya phone is a convenient feature that allows you to seamlessly pass calls to the appropriate person or department. Whether you are using a desk phone or a mobile device, the process is straightforward and can be quickly mastered. By following the simple steps outlined in this article, you can confidently transfer calls without interruption and ensure an efficient communication flow within your organization.
Remember to familiarize yourself with the different transfer options available on your Avaya phone, such as blind transfer, consultative transfer, or transfer to voicemail. Each option serves a specific purpose and can enhance your ability to handle calls effectively.
As you become more proficient in transferring calls, you will undoubtedly improve your productivity and provide better customer service. Take advantage of this valuable feature and make the most out of your Avaya phone’s capabilities. Happy call transferring!
FAQs
1. How do I transfer a call on an Avaya phone?
To transfer a call on an Avaya phone, follow these steps:
- While on a call, press the “Transfer” or “Trnsfr” button on your Avaya phone.
- Enter the extension or phone number to which you want to transfer the call.
- Press the “Transfer” or “Trnsfr” button again to complete the transfer.
You can also transfer a call directly to a voicemail box by entering the extension followed by the “#” key.
2. Can I consult with someone before transferring a call on an Avaya phone?
Yes, you can consult with someone before transferring a call on an Avaya phone.
- While on a call, press the “Transfer” or “Trnsfr” button on your Avaya phone.
- Enter the extension or phone number to which you want to transfer the call.
- Instead of immediately pressing the “Transfer” or “Trnsfr” button again, press the “Hold” or “Hld” button to put the call on hold.
- Dial the extension or phone number of the person you want to consult with.
- When the person answers, you can speak to them privately and discuss the transfer.
- If you decide to proceed with the transfer, press the “Transfer” or “Trnsfr” button to complete it.
- If you decide not to transfer the call, press the “Hold” or “Hld” button again to take the call off hold and resume the conversation.
3. Can I transfer calls directly to voicemail on an Avaya phone?
Yes, you can transfer calls directly to voicemail on an Avaya phone.
- While on a call, press the “Transfer” or “Trnsfr” button on your Avaya phone.
- Enter the extension of the voicemail box followed by the “#” key.
- Example: If the voicemail box extension is 1234, you would enter 1234#
- Press the “Transfer” or “Trnsfr” button again to complete the transfer.
4. What happens if the person I want to transfer the call to is not available?
If the person you want to transfer the call to is not available, you have several options:
- You can transfer the call directly to their voicemail box by entering their extension followed by the “#” key.
- You can transfer the call to another person who can assist the caller.
- You can take a message from the caller and inform the person when they become available.
Choose the option that best suits the situation and the needs of the caller.
5. Can I transfer calls to external phone numbers on an Avaya phone?
Yes, you can transfer calls to external phone numbers on an Avaya phone.
- While on a call, press the “Transfer” or “Trnsfr” button on your Avaya phone.
- Enter the external phone number to which you want to transfer the call.
- Press the “Transfer” or “Trnsfr” button again to complete the transfer.
Please note that transferring calls to external phone numbers may incur additional charges depending on your phone system and service provider.
