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4620 and 5620 User Guide

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1. While browsing you can still make and receive calls However if you have Phone Screen on Answer option set to Yes and you answer an incoming call the default phone screen will replace the existing web page in the display area To enter web browsing mode e Press lt gt Web To exit web browsing mode 1 Press PHONE EXIT 2 If you press HPHONE EXIT while browsing the web the last web page viewed is displayed when you press gt Web again before a system reboot Accessing External WAP Websites Your default WAP web site may contain a page where you can select or enter the URL of external WAP websites If this is the case you should be aware that some website may contain information that the phone is not able to display If the WAP web page uses WML features that the phone does not support those features will not be shown If the WAP web page uses features that the phone does not recognize as valid WML 1 2 the phone will display Not a valid WML page 4620 and 5620 Series User Guide Page 43 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Web Navigation Controls On your default WAP website press gt Web to access the phone display shows a number of navigation controls similar to the following N Welcome to XYZ Hotel 3 SES Navigation Attertion Special discount rates Icon at Atlantic City casinos See Buttons Tourist Info for more information Help Lobby Home Pag
2. 4620 and 5620 Series User Guide IP Office 4 0 32 N 33 N 34 35 N 36 37 N 38 N 39 40 41 42 44 45 N 46 47 48 49 50 51 52 53 N 57 N 70 N Call Pick Up Group 71 N Call Pick Up Extension Call Queue HOLD Music Extn Login Extn Logout Park Call Ride Call Relay On Relay Off Relay Pulse Relay On Relay Off Relay Pulse Call Steal Call Steal CONFERENCE Add Voicemail Ringback On Voicemail Ringback Off Forward Hunt Group Calls On Forward Hunt Group Calls Off Clear Call Call Pickup Members Forward On Busy Number Dial Physical Extn by Number Dial Physical Extn by ID Page 42 15 601081 Issue 4 12th December 2006 Web Browsing Overview The phone can act as a web browser for WAP Wireless Application Protocol web sites These web sites contain pages written in a language called WML Wireless Markup Language Your phone supports WML1 2 If your phone system has been setup with a default WAP website the phone displays gt Web Press this key to display your system s default WAP website The links and services on this site will control the WAP website and services you can access Welcome to XYZ Hotel Menu Attention Special discount rates at Atlantic City casinos See Tourist Info for more information Help Lobby Horne A Y a gt a gt HeD gt
3. TRANSFERs a call to another phone e CCC CONFERENCE Sets up conference calls with more than one other person e DROP DROPs the current call or if on a conference call drops the last person to join the conference e O REDIAL REDIALs the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu Numeric dialling Pad Standard 12 button pad for dialling phone numbers w Volume Controls Adjusts the handset speaker headset or ringer volume depending on which item is in use As you increase or decrease the volume the top display area provides either a speaker headset handset or ringer icon to indicate for which item you are adjusting volume followed by a visual volume meter showing the volume level These buttons also control the volume of the key click sounds made when you press fixed buttons on the phone such as the dial pad or softkeys E MUTE and LED Indicator Turns off the active SPEAKER handset or headset microphone to prevent the other person from hearing you The associated LED lights steadily when the handset or headset is muted HEADSET and LED Indicator With a headset connected changes audio control from the handset or speaker to the headset The associated LED lights steadily when the headset is active The headset jack socket is located on the base of the phone underneath the front edge gd SPEAKER and LED Indicator Accesses
4. gt SpDial If SpDial is not shown you may have to press M PHONE EXIT to exit the current screen function The symbol is shown if there is more than one page of speed dials To move between pages press a and pe Press lt gt Delete Press gt or lt 3 next to the speed dial to delete To confirm press lt gt Delete To exit without deleting press gt Cancel 4620 and 5620 Series User Guide Page 17 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Adding a New Speed Dial You can add a new speed dial to your directory To add a new Speed dial 1 To display the speed dial directory press gt SpDial Note If SpDial is not shown you may have to press M PHONE EXIT to exit the current screen function Press gt Add A screen similar to the following is displayed Extn290 290 gt amp amp amp The cursor a symbol displays in the empty name field To move between Name and Number entry press the adjacent gt Begin entering text using the phone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require e For example the 2 key is also marked as A B and C To enter a C press the key until C is displayed e If the next character you want to enter is on the same key press gt and then enter the next character As you enter characters you can use a number of o
5. ug 4620 and 5620 Series User Guide Page 1 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide 1 10 Display and Feature Buttons The Call Appearance Keys enable you to handle multiple calls with the display showing call information There are 2 pages in the display giving up to 24 system features that can be allocated to the function keys See Call Appearance Keys and Overview The information displayed varies according to the active feature The display of the 4621 and 5621 phones have a backlight while the display of the 4625 has a color backlight with built in standby mode When in standby lifting the handset or pressing PHONE EXIT will re activate the display Message Waiting Lamp This lamp is used as follows e On Continuous There are new messages in your voicemail mailbox or in another mailbox for which you have been configured to receive Message Waiting Indication e Flashing The lamp can also be set to flash when the phone receives a call See Visual Alerting a Page Right Left Shifts from one page to another in the same application when the display presents the paging indicator t These buttons have no effect when the paging indicator is not displayed Options Displays the Options main screen from which display and application settings can be updated Call Handling Buttons e HOLD Red button used to place a call on hold e gt C TRANSFER
6. 2 Press gt Call Appearance Width to toggle between Full and Half 3 Press Save To restore the previous setting without changing it press gt Cancel Visual Alerting When this option is set to No the default ringing is the only notification of an incoming call When set to Yes your phone rings and your voice message indicator light flashes to alert you to an incoming call To change Visual Alerting 1 Press w OPTIONS and then press gt Application Options 2 Press and then press gt Visual Alerting to toggle between Yes and No 3 Press Save To restore the previous setting without changing it press gt Cancel 4620 and 5620 Series User Guide Page 33 IP Office 4 0 15 601081 Issue 4 12th December 2006 Function Keys Overview Both the Function Keys and the Soft Keys can be used to access a range of system features The display adjacent to the key shows the feature name Some of these features are default features for example SpDial Log and Option which are always available Others are system features that can only be programmed by the system administrator See Function Key Programming In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to the System Features Introduction for details of System Features that you can always access yourself by dialling short codes For example to listen to your voicemail messages dial 17 The main screen h
7. Issue 4 12th December 2006 The Telephone Call Appearance Keys Icons The icons displayed against the Call Appearance Feature Keys allow you to determine the status for example on HOLD of each call Icons also indicate whether a feature has been activated for a particular button Incoming Call a Aa symbol next to a call appearance key indicates an incoming call To answer the call and put any other current call on hold press the adjacent gt a Connected 3 AJ symbol next to a call appearance key indicates that it is the currently connected call The caller s phone number if available is also shown To put the call on hold press the adjacent gt d An H is displayed On HOLD A symbol next to a call appearance key indicates a call on hold To take the call off hold and put any other current call on hold press the adjacent gt w Function Active a B The button to the left or right of the function key is active 4620 and 5620 Series User Guide Page 5 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide The Di B D G H N NoUser O P 01 DISC CONN CONF SSSS w Note splay Phone Locked Internal calls only Call Forwarding On See Call Forwarding In Group You can enable disable group membership Held Call Shows the number of held calls See HOLD Do Not Disturb On See Do Not Disturb No User The extension is not currently logged
8. display shows the functions currently assigned to each gt and CC 4620 and 5620 Series User Guide IP Office 4 0 Page 36 15 601081 Issue 4 12th December 2006 Function Keys 7 To select the display key against which to program the new function press gt or lt 2 Caution e Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 8 If the display slot is not already used the display shows BUTTON PROGRAMMED e Toend programming press YPHONE EXIT e To continue programming other functions press gt Cont 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press 4 or until Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla BUTTON PROGRAMMED is displayed e To keep the existing function and forget the function just programmed press Keep J e To delete the existing function and forget the function just programmed press Delete Longhand Programming Mode Press gt Admin or Admin 1 See Function Key Programming To switch to longhand programming mode press Expl lt 2 Press Next until the required function required is shown then press Selct lt If the function requires some data to be entered is shown at the bottom of the display Enter the data
9. is not a default feature If you require this option contact your administrator Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail installed The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes more facilities for further details on these facilities refer to the Voicemail User Guide Notes e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial
10. its ringer sound to be personalized so you can recognize it from other ringing phones To hear a ring pattern and change the Personal Ringing options 1 Press Y OPTIONS and then press gt Personal Ringing This alters the tone and style of ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type 2 Press the corresponding to the left or right of any numbered pattern The Current Pattern number changes to the selected pattern which rings once as a sample 3 Repeat Step 1 until the preferred pattern appears as the Current Pattern 4 To save the setting press gt Save Upon saving or canceling the first Options main screen is displayed Viewing IP Settings Views of phone and system information are available from this screen You do not normally need to view this information however your system administrator may ask you to report certain values from any of the status screens in the event of problems The status screen data can be viewed but cannot be changed To view IP settings 1 Press OPTIONS and then press gt View IP Settings 2 There are two pages of display Press a and and select from e IP Address Settings IP Internet Protocol address information identifies certain components and connections The IP Address information includes the location address of your phone on the IP Office unit the location and port connection of the IP Office itself the
11. the SPEAKER feature The associated LED lights steadily when the SPEAKER is active 4620 and 5620 Series User Guide Page 2 IP Office 4 0 15 601081 Issue 4 12th December 2006 The Telephone 11 PHONE EXIT Displays the phone application main screen or if applicable exits the current IP Office based feature such as Speed Dial or Call Log and normalizes the display 12 lt gt Softkeys Used to navigate to or initiate certain features such as Speed Dial or Call Log as well as control certain actions within the features These keys correspond to the text prompts in the display screen immediately above them 4620 and 5620 Series User Guide Page 3 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Call Appearance Keys There are four pages of call appearance and function keys You can search through these by pressing and At default first page of the main call screen contains three keys set as call appearance keys With these keys the phone is a multi line phone indicated as a b and c The remaining 21 Function Keys can have system features allocated to them by your system administrator that are specific to your requirements see Function Keys Your system administrator can allocate a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the call appearance key on a pre defined colleague s phone Hence you can pick u
12. the different participants in the conference press a and Prev Next Notes e To leave a conference call hang up e To display which conference participants to drop from the conference press DROP You can then select the participant to drop by pressing the a and Prev Next buttons to display the participant then press L DROP again 4620 and 5620 Series User Guide Page 15 IP Office 4 0 15 601081 Issue 4 12th December 2006 Speed Dials Overview The phone can store up to 108 personal speed dials To access the speed dial directory press gt SpDial A screen similar to the following is displayed INDeX Mark Janet Simon e The speed dials are sorted alphabetically e Press or lt 3 adjacent to a name to dial the speed dial number stored with that name e The symbol indicates that there are more pages To move between pages press a and pe To add a new speed dial press gt Add To edit an existing speed dial s current settings press gt Edit A screen similar to the following is displayed Extn290 290 Number 4526 Delete Apostrophe Ss y amp e Note e Speed dials can be used for any numbers that can be manually dialed from the extension If for external calls a dialling prefix is required that prefix must be part of the speed dial number Dialling a Speed Dial To use the speed dial directory 1 To display the speed dial directory press lt gt SpDial If SpDial is not shown y
13. volume to a higher level press and e From another phone place a call to your extension to test the above suggested solution e All other IP problems Contact your system administrator SPEED DIAL APPLICATION e You cannot dial out using any Speed Dial entries Dial button Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call e You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry CALL LOG APPLICATION e You cannot dial out after selecting a call log entry Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call 4620 and 5620 Series User Guide Page 47 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide e You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry e dialling from this application does not go through Your system administrator must administer settings for the Enhanced dialling feature beyond the defaults WEB APPLICATION e Pressing gt Web does not display a website Check with your LAN administrator to see if the web server is down if there are network connect
14. your message and when finished press gt Stop After recording your message the following soft key options are displayed e Record Re record your message e Listen Listen to the message you just recorded e Submit Submit send the message e Others Add other recipients each entry separated by a Then press Done When you have submitted your message press Y PHONE EXIT to return to the main display 4620 and 5620 Series User Guide Page 25 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Email Alerts The Email option is displayed if e You have Voicemail pro installed and e Voicemail Email has been configured for you To view or change the current email alert status 1 Press lt gt Voice 2 Press lt 2 Email You will be prompted for your current voicemail password The current voicemail email alert status is shown along with Change and Done soft keys 3 Select either Done To exit leaving the current alert status active Change To change the status Note e The lt I Change soft key will toggle through the alert status beginning with the current status 4 Chose one of the following status e OFF No email alerts are sent e XICOPY An email alert is sent with a copy of the voicemail attached e lt IFWD An email alert is sent with a copy of the voicemail attached The original voicemail is deleted from your voicemail mailbox e IALERT An email alert is s
15. 006 Web Browsing Entering Data Some web pages may require you to enter data into a text field and then submit that data For example if you browse to a search engine web site such as Google you may be asked to enter a search field e 9 Option Radio Buttons To select an option from a list press the adjacent gt The selected option appears as e Text Entry Fields These normally appear as Enter text here or pre filled with some data e Submit Buttons Text entry and option key selections are not completed until submitted Normally this will be done by a link Press gt or lt gt labeled Submit or similar The exact appearance will vary between different web pages To enter text into a text entry field 1 Press gt adjacent to the text entry field 2 The four gt keys at the bottom of the screen change to e DONE When your text entry is complete press gt e BKSP To delete the previous character press gt e SPACE To add a space press gt e alpha This indicates the current text entry mode in this example lower case letters To select a different text entry mode press lt gt 3 Begin entering text using the phone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require e For example the 2 key is also marked as A B and C To enter C press the key three times e If the next character you want t
16. 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 4620 and 5620 Series User Guide Page 41 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Default Short Codes The following are the normal default short codes available to you Your system administrator may add additional codes for other features and for speed dials The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwarding switched on 00 01 02 03 04 05 06 O7 N 08 09 10 N 11 N 12 N 13 N 14 N 15 16 SE 18 19 20 N 21 N 29 30 31 Cancel All Forwarding Forward Unconditional On Forward Unconditional Off Forward On Busy On Forward On Busy Off Forward On No Answer On Forward On No Answer Off Forward to Number Do Not Disturb On Do Not Disturb Off Do Not Disturb Exception Add Do Not Disturb Exception Delete Follow Me Here Follow Me Here Cancel Follow Me To Call Waiting On Call Waiting Off Voicemail Collect Voicemail On Voicemail Off Set Hunt Group Night Service Clear Hunt Group Night Service Toggle Calls Call Pick Up Any
17. AVAYA IP Office 4 0 4620 and 5620 Series User Guide 15 601081 Issue 4 12 December 2006 2006 Avaya Inc All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya
18. Call WWII a a Duct Desens 38 Call FO WANING EE 39 EI iere We ME 39 e a a a E 40 Il le e 40 Privat UE 41 VOI TUE 41 Ee Ier 42 Web Browsing sionista nia AAA ANA 43 OVervieW ect tetonas 43 Accessing External WAP Websites cocinas ai 43 cado E A oa a A A Redcat 44 o A e 45 Management and Troubleshooting ssssssssssssesseseeessseeesenessessnsnnnensnsneenneenneneeeeeees 46 OVA a io a 46 Testing the Phone s Lights and Display so 7 cc2 202i 2 ceca ei cases fades os canny Lede a dtectaan dedatee pe tesa nde weanee 46 Trouble OIM e A 47 NAEK a 49 4620 and 5620 Series User Guide Page iv IP Office 4 0 15 601081 Issue 4 12th December 2006 The Telephone About this Guide This guide describes how to use all the features on your Avaya IP Office 4620 4621 4625 5620 5621 phone For basic phone settings and functionality refer to the relevant Quick Reference Guide for your IP Office phone Further information about IP Office is available from www avaya com support and also from http marketingtools avaya com knowledgebase Overview This guide covers the use of the 4620 4621 4625 5620 and 5621 phones on IP Office phone system These phones are physically similar The key difference is that the 5620 and 5621 are only supported on the IP Office where as the 4620 4621 and 4625 are supported on a range of Avaya phone systems The diagram below shows the main phone features G29 CH E K y ES we Ge vi es
19. E a 35 longhand mode tekate no ioh 37 Shorthand mode A 36 R redial ono iaa 13 resta EE 29 SIE EE 35 42 S shorthand Drogrammimg 36 Dieu Te 1 34 Spezkerphbone ANNER 10 12 speed dial ACCESSING directory c oooooncccccnonocacinononancnnnananannnnno 16 add from Call log eesin aaa 17 A WEE 18 o E 17 Page 49 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide A a A E 16 ll E 17 TOG Rue EE 21 O e 16 troubleshooting ooocccccnnocccinnnocccnnononacnnnnnnancnnnnos 47 system Ieatures ssseesseeesnsrrtesseernrnnnnssrerrn nnne 4 8 T TOST NO ER 46 EE 14 troubleshooting WEE 47 V E le E 28 visual aleron nio 33 Visual Voice changing D ssword 26 4620 and 5620 Series User Guide IP Office 4 0 Changing your greeting oooccconoccccnoniccccnanancnnnnnnns 25 e UR TEE 26 listen to voicemalls oooonnnccnnnnnicinonnciccnnnaccccnnnccccnns 24 O eege EENS radarai hatoni aaia EA 23 send a voicemail nr rnnsreerre nnne 25 EI ET 27 rell Tu E RE E 41 42 WwW WA Polae bien is e a ai 43 web Avaya website orere etc eeeeeeeeeeeeeeeeeeneeeeeeeneneeeeenanes 1 DrOWSING DEE 43 NAVIQAUON E 44 troubleshooting cenena naen a 47 WAP catas E A AET 43 Page 50 15 601081 Issue 4 12th December 2006 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alt
20. Lights and Display 1 With the phone idle on hook press and release E MUTE then press the following numbers on the dialpad 8 3 7 8 which reads out TEST The display should indicate the self test has started If the test is successful the message Self test Passed ena displays if the test is not successful the message Self test Failed end displays instead 2 To return to the phone screen press If nothing appears on the display and the phone is receiving power your phone may need to be replaced Contact your system administrator for assistance or additional troubleshooting information 4620 and 5620 Series User Guide Page 46 IP Office 4 0 15 601081 Issue 4 12th December 2006 Management and Troubleshooting Troubleshooting This section details the most common problems an end user might encounter and suggested resolutions e Phone does not activate when connected for the first time Unless your system administrator has already initialized your phone you may experience a delay of several minutes before it becomes operational Upon plug in your phone immediately begins downloading its operational software its IP address and any special features programmed by your system administrator from the server to which it is connected Report any delay of more than 10 minutes to your system administrator e Phone does not activate after a power interruption Allow a few minutes for re initialization after unplugging poweri
21. Missed The log of missed calls i e those that rang your extension but were not answered This includes calls that were diverted to voicemail or another number after ringing your extension lt gt InAns The log of incoming calls that were answered This includes both internal and external calls lt A0utgo The log of calls made This includes both internal and external calls 3 If the selected log contains more than one page of entries the is shown To move between pages press a and B Page 20 4620 and 5620 Series User Guide 15 601081 Issue 4 12th December 2006 IP Office 4 0 Using the Call Log Displaying an Individual Log Entry You can display an individual log entry to view the name number date and time of incoming outgoing and missed calls To display an individual log entry 1 Locate the log entry in which you are interested 2 Press or lt 3 adjacent to the entry The log entry details similar to the following is displayed Name INDeX416 Number 0 170 736 4416 Time Date 10 34 12 03 Type Missed 3 To return to the call log press gt Return Making Calls from the Call Log You can make internal and external calls from the call log To make calls from the call log 1 Locate the log entry in which you are interested 2 To display the log entry details press gt or amp adjacent to the entry 3 To make the call press Call If the number shown is external but does not include
22. a particular extension in this example 201 The default ring cadences are e Internal calls single ring cadence e External calls double ring cadence These can be changed by your system administrator 4620 and 5620 Series User Guide Page 9 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Making a Call There are several options for making a phone call depending on what how you want to use the phone To make a call using the handset 1 Pick up the handset 2 Dial the phone number of the person you want to contact including any outside line digits and or area codes To make a call using speakerphone 1 Press K SPEAKER 2 Dial the phone number of the person you want to contact including any outside line digits and or area codes See SPEAKERphone for more information on using the speakerphone To make a call using speed dial e See Speed Dials Clearing a Call To clear an established call Either e Replace the handset e Press Y DROP 4620 and 5620 Series User Guide Page 10 IP Office 4 0 15 601081 Issue 4 12th December 2006 Basic Call Handling Headset Working When a headset is to be used it must be plugged in to the headset socket on the base of the phone To activate the headset and switch off the handset press A HEADSET The lamp beside the button is illuminated when headset working is activated To answer an incoming call 1 Press A HEADSET If you are al
23. all If the entry you want does not display press a and to search through the entries or key the first letter of the required name to jump to the page with a matching entry The phone dials the number for you Redial The Redial feature automatically redials a previously dialed extension or outside number up to 24 digits The phone can store up to six of the last numbers dialed To redial a previously dialed number Press Bd REDIAL To search through the entries press a and When you have located the required number press the associated key To change the REDIAL number selection 1 Press Y OPTIONS and press gt Application Options 2 Press gt REDIAL to toggle between Last 6 Numbers and Last Number 3 Press Save To restore the previous setting without changing it press gt Cancel 4620 and 5620 Series User Guide Page 13 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Transfer The Transfer feature lets you transfer a call from your phone to another extension or outside number To transfer a current call to another phone 1 With a call in progress press TRANSFER 2 When you hear dial tone dial the number to which the call is to be transferred 3 Do one of the following e To transfer the call without announcing it press kat TRANSFER again The transfer is complete e To announce the call before transferring it wait for the called party to answer If the c
24. alled party is willing to accept the call press kat TRANSFER again to complete the transfer e If the called party does not wish to accept the call press DROP To return to the held call press gt adjacent to it e If the line is busy or if there is no answer press Lk DROP To return to the held call press Z gt adjacent to it To transfer a held call to another extension 1 When a call is in progress and another call arrives press HOLD and answer the second call 2 To transfer the new call to the held call press kat TRANSFER and dial the number of the held call 3 To complete the transfer press TRANSFER again 4620 and 5620 Series User Guide Page 14 IP Office 4 0 15 601081 Issue 4 12th December 2006 Basic Call Handling Conference The Conference feature allows you to conference other parties including yourself into a call Notes e The number of parties allowed in a conference is controlled by your phone system e Two Call Appearance keys are required for the conference feature To add another party to a call 1 Press CONFERENCE 2 Dial the number of the person you want to add to the call 3 To add the person to the call press CONFERENCE again If the called party does not answer or does not want to join the conference press DROP To return to the held call press gt adjacent to the held call 4 Repeat steps 1 through 5 for additional conference connections To see the details of
25. as 2 pages This means that the 12 gt and lt I Function Keys on each page could be used for up to 24 features However it is strongly recommended that all three Call Appearance keys remain at their default settings Hence there are 21 soft Function Keys that can be allocated to system features To move between pages press a and W In the following example e The first three keys have been set as call appearance lines e Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions e Key 6 has been set to monitor system park slot 1 The indicates a call is currently parked in slot 1 e Key 7 has been set to the SAC Send All Calls function e Key 8 has been set to VMOn a function which toggles use of the voicemail mailbox to on off The 4 indicates that this function is currently on e Press E or to display the other two pages of programmed functions set for this phone Extn 110 9990999 660000 Programming your own features If the phone has been setup with either or both the Admin and Admin1 features assigned to display keys you can select and program your own feature choices against other keys See Function Key Programming 4620 and 5620 Series User Guide Page 34 IP Office 4 0 15 601081 Issue 4 12th December 2006 Function Key Programming If any one of the keys on the phone is programmed with an Admin or Admin 1 feature key it allows you to program further features against other function
26. at you are using the default feature codes It also assumes that you have full access to all features and the public phone network Ring Back If your system administrator has allocated you the Ring Back When Free feature you can perform the following 1 When you call an extension that does not answer or is busy press lt gt RBak to set a callback on that extension When the extension you called becomes free your phone rings a burst of three rings 2 Lift the handset and the extension is called automatically When the extension you called is free your phone rings a burst of three rings Call Waiting Call Waiting tells you if another call arrives while you are already making a call by providing call waiting tone If you hear the call waiting tone either end your current call or put the caller on hold The waiting call should then ring To turn call waiting on dial 15 To turn it off dial 16 Note e Call Waiting is only used for a single line phone with no call appearance buttons programmed 4620 and 5620 Series User Guide Page 38 IP Office 4 0 15 601081 Issue 4 12th December 2006 System Features Call Forwarding Your calls can be forwarded to another extension or an external number when e You are away from your desk on no answer e Your extension is busy on all Call Appearance keys e You are away from the office e g when you are on holiday The following options are available for call forwarding e T
27. call duration will not be displayed To change the Display Call Timers status 1 Press OPTIONS and then press gt Application Options 2 Press gt Display Call Timers to toggle between Yes and No 3 Press Save To abandon the changes press gt Cancel Message Display Rate When the IP Office sends messages to your phone that are longer than the display area the first part of the message is presented for a specific time interval The second part of the message is then displayed for a specific time interval The Message Display Rate can be either Fast display interval is 2 seconds or Slow default display interval is 3 seconds To change Message Display Rate 1 Press OPTIONS and then press gt Application Options 2 Press gt Display Call Timers to toggle between Fast and Slow 3 Press Save To abandon the changes press gt Cancel 4620 and 5620 Series User Guide Page 32 IP Office 4 0 15 601081 Issue 4 12th December 2006 Changing Options Call Appearance Width When the Call Appearance Width is set to Full the default each line on which a call appears extends the full width of the display and accommodates messages in the call appearance display area When this option is set to Half the call appearance area is limited to half of the display area and call related messages appear on the top display line To change call appearance width 1 Press Y OPTIONS and then press gt Application Options
28. call routing and mask addresses and the identification of the File Server with which your phone interacts Although technical in nature having this information available and knowing how to get to it can assist your system administrator in tracking questions about or problems with phone functions or connections e Quality of Service QoS Information QoS refers to a number of mechanisms used to improve audio quality over the network e Phone Interface Your phone interfaces with several system hardware devices and software This screen provides information about three of the main interfaces e Miscellaneous Information The miscellaneous status screens provide additional information about your phone and its connections 3 To return to the first View IP Settings screen press gt Return 4620 and 5620 Series User Guide Page 28 IP Office 4 0 15 601081 Issue 4 12th December 2006 Changing Options Contrast Control On first time startup the phone s display area contrast is set to mid level Should you need to adjust it to better suit your work environment and lighting fifteen contrast levels are available Note e You may not be able to distinguish between all 15 contrast level settings Some of the upper and or some of the lower contrast level settings may appear identical to adjacent settings This is normal To adjust the contrast level 1 Press OPTIONS and then press gt Contrast Control 2 To adjust the contrast pres
29. e dial 17 to listen to your voicemail messages 4620 and 5620 Series User Guide Page 8 IP Office 4 0 15 601081 Issue 4 12th December 2006 Basic Call Handling Answering Calls When a call arrives at your phone you hear a ringing tone and a blinking bell icon appears on the associated call appearance To answer an incoming call at your extension Do one of the following e If you are not active on another call answer the call using your handset headset or speakerphone see Speakerphone or e If you are active on a call already place the active call on hold see Hold and then answer the incoming call or e If the call appearance for the ringing call is not displayed on the current screen page press EXIT to return to the first page of the Home screen When you locate the call appearance for the ringing call press the corresponding call appearance button Notes e To redirect an incoming call press Drop to redirect the call to Forward On No Answer if set or voicemail if available e f your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect To answer a call at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for
30. e Buttons e Navigation Icon Buttons These appear on the right hand side of the web display Note Disabled navigation icon buttons may appear grayed out e Up Page To move up the page by one screen six lines e Up Line To move up the page by one line press the adjacent lt 2 e fHome To return to the default WAP website s home page press the adjacent J e Refresh To reload the current page press the adjacent 2 If you had already selected another page to load this will cancel the loading of that page and reload the current page e Down Line To move down the page by one line press the adjacent J e YDown Page To move down the page by one screen six lines press the adjacent J e Link Buttons The Z gt keys at the left hand edge of the screen are used to select links within the displayed web page Links are indicated by underlined text Only one link will appear on a line press the adjacent to activate that link e Page Buttons The gt keys across the base of the web display may be used to provide labeled links to other pages If there are more than 3 such links gt More is displayed To display the additional options press gt More e Phone Icon If the icon appears next to a link in the web page it indicates that the link is a phone number Press the adjacent gt to select the link to dial the number 4620 and 5620 Series User Guide Page 44 IP Office 4 0 15 601081 Issue 4 12th December 2
31. ent when there is a new voicemail 5 When you have made you selection press lt JDone Changing Your Mailbox Password Note e When changing your mailbox password it is advisable not to use sequential numbers 1234 6789 8765 etc or existing extension numbers To change your Mailbox password 1 Press lt gt Voice 2 Press lt 2 Password 3 When prompted key in your new password minimum of 4 digits and press lt Done The display will exit to the main display if the change was accepted Otherwise you will be prompted to try again 4620 and 5620 Series User Guide Page 26 IP Office 4 0 15 601081 Issue 4 12th December 2006 Using Visual Voice Voicemail Transfer Unlike the standard transfer Voicemail Transfer allows you to transfer a call to another user s mailbox To transfer the call to another mailbox 1 Press lt gt Voice 2 Key in the user s extension number 3 Press lt gt Vmail Transfer The call will be transferred directly to the users mailbox the extension is not alerted 4620 and 5620 Series User Guide Page 27 IP Office 4 0 15 601081 Issue 4 12th December 2006 Changing Options Personal Ringing Options The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by the IP Office The phone s own menus allow
32. er than your own hot desking e If you or somebody else has logged you out of your extension Notes e When hot desking any short codes you have setup on your home extension will be passed to the extension you have logged on to e Certain information such as speed dials and call log are telephone model dependent and will not be passed to the new extension e You will be able to hot desk to extensions on remote sites only if the Small Community Advanced Networking License is installed on that system To login to your home extension forced login enter 35 P where P is your login code To login at another extension hot desking enter 35 N P where N is your home extension number and P is your login code Notes e Your login code if configured will be supplied by your Administrator e You have 4 attempts at logging on If you fail to logon correctly the message Invalid will be shown on the main display and you will hear the busy tone If you fail all 4 attempts to log on you must wait 90 seconds before any login will be accepted whether correct or not 4620 and 5620 Series User Guide Page 7 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Logging Off If you have been allocated a login code you can log your phone off to prevent unauthorized use during an absence or for privacy purposes If you are logging off from another extension the system will log you back in at your h
33. erations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2006 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 http marketingtools avaya com knowledgebase 4620 and 5620 Series User Guide Page 52 IP Office 4 0 15 601081 Issue 4 12th December 2006
34. et e Pick up the handset and continue talking To change from handset to speakerphone 1 Press XK SPEAKER 2 Hang up the handset To end a speakerphone call e Press K SPEAKER again Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you This feature is most commonly used in conjunction with the Speakerphone but can be used to hold an off line conversation at any time during a call To prevent the other person on the line from hearing you 1 Press MUTE The other party cannot hear you The indicator next to the MUTE button lights when MUTE is active 2 To reinstate two way conversation press E MUTE again Hold The HOLD feature puts a call on hold until you retrieve it To place a call on hold e Press HOLD The line display area changes to white text with a dark gray background and w is displayed To retrieve a held call e Press the corresponding gt on which the call is being held The call is now active 4620 and 5620 Series User Guide Page 12 IP Office 4 0 15 601081 Issue 4 12th December 2006 Basic Call Handling Speed Dial The Speed Dial feature allows the phone to dial numbers stored in your personal directory maximum of 104 To make a call to a personal directory entry using the Speed Dial feature 1 From the Home screen press gt SpDial The Speed Dial screen is displayed 2 Press the button next to the entry you want to c
35. grants End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized
36. hanging Options Displaying Language Selection Non English speaking users can change the user interface language displayed on their phone Language options are English Francais Italiano Japanese Katakana characters Espa ol Deutsche Nederlands Portugu s Note e This does not alter your language setting on the phone system To change the language 1 Press OPTIONS 2 Press and then press C gt Language A menu listing the available languages is displayed 3 To search for the language required press gor You are asked in the original language Are you sure with the same message in the new language below 4 Doone of the following e To return to the options menu without saving any changes press gt Return e To save the settings and return to the options menu press Yes which is displayed in both the original and the selected language Phone Screen on Answer This action controls the phone screen display when the phone is answered When the Phone Screen on Answer option is set to Yes the phone screen displays when you answer a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button except for the Web Access application which remembers the current web screen When the Phone Screen on Answer option is set to No the default setting when you answer a call it has no impact on the application sc
37. he message by selecting Pre Rec again 6 Press gt Send a Fw nN Note e Depending on the number of feature keys available you may need to use the scrolling facility to see all of the options 4620 and 5620 Series User Guide Page 24 IP Office 4 0 15 601081 Issue 4 12th December 2006 Using Visual Voice Changing Your Greeting You can listen to change and save your current greeting Note e Visual Voice only modifies your Personal Greeting for All Calls To change your mailbox greeting 1 Press lt gt Voice 2 Press lt 3 Greeting The following options are then displayed on the soft keys e Record starts recording e Listen to hear your current greeting e Submit saves the new greeting e Delete deletes your current greeting To listen to your current Greeting 1 Press lt Listen To Record a new Greeting 1 Press lt Record The Stop soft key is then displayed 2 Record your Greeting and then press lt I Stop 3 Press lt 3 Listen to hear the message you have just recorded re record if you are not satisfied with the Greeting Press gt Submit to save the new Greeting Press Y PHONE EXIT to return to the main display Send a Voicemail To send a message to another person or Group 1 Press gt Voice Press Message and dial the extension of the person or Group Press Message again The soft key Record is displayed Press gt Record The Stop soft key is displayed DF o bh Record
38. ivity problems or other network problems e Dialling from this application does not go through Your administrator must administer settings for the Enhanced dialling feature beyond the defaults OPTIONS e No Options other than View IP Settings display Your administrator has turned off all user settable options 4620 and 5620 Series User Guide Page 48 IP Office 4 0 15 601081 Issue 4 12th December 2006 Index A about this guid rcn aa a a AR add new speed dal speed dial from Call log eee eeeeeeeeeeeeenteeeeeeee admin longhand programming Shorthand programming cceeeeseeeeeenteeeeeenes answering calls Dette Zeg egen Gis Sa ete Via headsets ica ra bridged appearance ccoonoccccconoccccconancncnnnancncnanancncnnna buttons C call appearance ICONS eege ed coves he EE Ee Call coverage appearanmce eee eeeeeeeeeeeeeeeeeeeeeees Call forwardiNQ coononncccnnonnciconnnoccconnnorcccn narco nn default codes c oooooonoccccconococanononcncnnnnnn cnn rnnnnnnnnnnnnos call log ACCESSING EE CISADIING EEN GL le EE making Ke troubleshooting ee eeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeenas call PICK Up WEE 9 35 cal WaN ici teh calls ANS WENG neei ee aean nono cr cnn ele WEE el internal external ooonooccnonnccccnnnnocnnnnoncccnnnnnannnnnnns lat Le DEE ele private TEE EE Clearing a call iii COM OIONCO aiei n EE RE E E i Contrast Control D default coges ar repetia as aas eataa a
39. keys Both Admin and Admin1 are allocated to your function keys by your system administrator and displays on a menu screen similar to the following Extn 110 Function Keys The two tables below list the user programmable features available from Admin and Admin For full details of how each function works see System Features Admin The programmable functions available via an Admin key are Name Acct AD Admin AutCB CFrwd CPark CPkUp Dir DPkUp DROP GrpPg HdSet HfAns HGNS Park Prog RngOf SAC Spres Timer TmDay Description Account Code Entry Abbreviated Dial Self Administer Automatic Callback Call Forwarding All Call Park Call Pickup Directory Directed Call Pickup DROP Group Paging HEADSET Toggle Internal Auto Answer Set Hunt Group Night Service Call Park to Other Extension Abbreviate Dial Program Ringer Off Send All Calls AD Suppress Timer Time of Day 4620 and 5620 Series User Guide IP Office 4 0 Toggles No No No Yes Yes Yes No No No No No Yes Yes Yes No No Yes Yes Yes Yes Yes Data Optional Yes No No Optional Optional No No Yes No Yes No No Yes Yes Yes No No No No No Page 35 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide In addition to the above there is a key labeled Exlp This key enables you to change the display from the shorthand version displayed at default to a longhand version of you
40. n AnA HATAKI AARS default feature codes AA deleting all entries from log ooooooocccconicccinnnoccccnnnaccccnnnacncns A r E E A E speed Re ET disabling Call OG serasa a die TEE displaying elt language selechon ei Eny TT diverting CAINS oenar an do NOt detur 0 eee aa a i 4620 and 5620 Series User Guide IP Office 4 0 default codes Neen 42 E editing a speed dal 17 entertng lala siori iai r i e a 45 exiting Call ele EE 22 F feature buttons cocoooonnncncnncncnconocnnnnnnncncnnnaconnononos 1 30 TS A 35 H N AadSet wis E EE 11 Noldiisss vie teeta ota E 12 HURT QKOUPS E 35 42 l A 28 L language selection 0 0 2 eeeeeeeeeeeeeeeeeteeeeeeteeeeeeeaeeeeee 31 line appearance ee eceecceceesececeeeeeceeeteeeeeeeeeeeeeeeensaes 4 log entry CISL ees See este ets 22 dis el 21 speed dalerri eneen eege e ee 21 A 8 A eau dee eia a EE 7 ee Le EE 8 longhand programming 37 M M aile ER RT 10 making calls internal external ccceeeeseeceeeeseeeeeeeeeeeeeeeeeeees 38 using speakerphone eeeeeeeeeeeeeeeeeeeeeeeeeeeeees 10 management ssrin iniiis inari 46 message display rate ooooooccccnnnccccnonocccccnnancccnanancnnnnnn 32 RR A 12 N A E A ET T TE 8 P park call heun Ed ae 40 personal ringing oooonccccnnnnnccnnnnaccconnnocccann narcos 28 phone screen ON ANSWEF 0 0 2 eee eeeeeeeeeeeeeeeeeeeeeeees 31 phone screen ON calling eeeeeeeeeeeeeeseeeeeeeeeeeeees 32 programming FUNCTION Kaygan iio
41. ng down the phone server problems or other power interruption causes e Display shows an error informational message Most messages involve server phone interaction If you cannot resolve the problem based on the message received contact your system administrator for resolution e SPEAKERphone does not operate Ask your system administrator if your SPEAKERphone has been disabled e Characters do not appear on the display screen e See Phone does not activate when connected for the first time above e Check all lines into the phone to be sure it is properly connected e Check the power source to be sure your phone is receiving power e Perform the following test procedure with the phone idle on hook press and release MUTE then press the following numbers on the dialpad 8 3 7 8 which stands for TEST The display should indicate the self test has started then report if the test was successful or failed If nothing appears on the display and the phone is receiving power your phone may need to be replaced e If the above suggested solutions do not resolve the problem reset or power cycle the phone with your system administrator s assistance e No dial tone Make sure both the handset and line cords into the phone are securely connected Note that there may be a slight operational delay if you unplug and reconnect the phone If the problem persists contact your system administrator e Phone does not ring To set your ringer
42. o enter is on the same key press 1 and then enter the next character 4 The right most lt gt indicates the current text entry mode To change the current mode press the right hand key The available modes are shown along the bottom of the screen They are e ALPHA Enter upper case letters using the phone keypad e alpha Enter lower case letters using the phone keypad e Num Enter numbers using the phone keypad e Symbol Enter a symbol from the displayed menu Possible symbols are HOP UM 18 1 8 gt lt 0111 These are arranged in pages and you may have to press MORE o select the required page To enter a symbol press gt next to it 5 When you have completed your text entry press gt DONE 6 To return to the text entry press gt adjacent to the text entry field again 4620 and 5620 Series User Guide Page 45 IP Office 4 0 15 601081 Issue 4 12th December 2006 Management and Troubleshooting Overview This chapter provides helpful information for e Testing your phone to be sure it is operating correctly e Basic Troubleshooting this chart provides the most common problems an end user might encounter and suggested resolutions e Application specific troubleshooting this chart describes problems and solutions specific to phone applications Speed Dial Call Log or Web Access e Resetting or power cycling your phone when Basic Troubleshooting does not resolve a problem Testing the Phone s
43. ome extension unless the force login option is set Caution e Call Log entries and certain Speed Dial settings will remain on the extension even once you are logged out To log off the phone where you had logged on dial 36 No User The NoUser configuration will be used for extensions where the home user is not currently logged on for example e The home user is logged on to another extension e Forced login is enabled An extension set as NoUser will display the name NoUser and the extension number line will be blank or not available If required and you have been allocated a login code you can logon using your extension number and login code see Logging On Note e Although calls may be made from an extension marked NoUser normally calls cannot be received on that extension System Features System Features can only be set against soft Function Keys by your system administrator However your system administrator may allocate you two self administrator features that will enable you to add System Features to your Function Keys Refer to the Overview of the Function Keys for details of the System Feature that can only be allocated to you by your system administrator In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction for details of System Features that you can always access yourself by dialling short codes For exampl
44. on see No User Out of Hours This is displayed if one or more Hunt Groups is in Out of Hours mode Parked Calls Shows the number of parked calls Unavailable This is displayed on the calling station when the called station has Do Not Disturb activated but is not being covered by voicemail Voicemail This is displayed on the calling station when the called station has Do Not Disturb activated but is being covered by voicemail See Voicemail Calls in Call History The phone can store and display recent calls Disconnected To end the call press SISPEAKER Connected You are on a call CONFERENCE Call You are part of a conference call displayed on the left hand side of the display See CONFERENCE Calls Suppressed Code When the Authorization code if required is entered the number you enter is displayed as ssss for security purposes Indicates that the displayed item is the currently selected item e Some ofthe display items listed above may not be available on your IP phone 4620 and 5620 Series User Guide Page 6 IP Office 4 Du 15 601081 Issue 4 12th December 2006 The Telephone Logging On Your administrator has created your initial configuration so that you will be automatically logged on to your home extension However you may be required to log in for the following reasons e Forced login if your configuration does not allow automatic login to your home extension e Touse an extension oth
45. osetthe number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 A D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional On only e To Cancel All Forwarding dial 00 Note e Cancelling all forwarding will also cancel any Follow Me you have set Diverting Calls You can divert your calls to another extension using Follow Me Unlike Forward Follow me can only be used to divert calls to another internal extension on the same IP Office Note e f you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number To use Follow Me Here from another extension In this case N is your home extension e Dial 12 N from the extension you are temporarily using e Dial 13 N to re direct the calls back to your own extension before you return to it To use Follow Me To from your home extension In this case N is the extension to which you want your calls diverted e Dial 14 N from your own extension e Dial 14 to cancel either feature from your own extension Notes e f you use the option Cancel All Forwarding see Call Forwa
46. ou may have to press PHONE EXIT to exit the current screen function 2 The symbol is shown if there is more than one page of speed dials To move between pages press 4 and B 3 When the speed dial required is shown on the screen press gt or lt 3 adjacent to the speed dial name Continue as per a normal call 4620 and 5620 Series User Guide Page 16 IP Office 4 0 15 601081 Issue 4 12th December 2006 Speed Dials Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry See Turning a Log Entry into a Speed Dial This process will start the normal speed entry screen pre filled with the name and number from the call log entry Editing a Speed Dial To edit a speed dial 1 To display the speed dial directory press gt SpDial If SpDial is not shown you may have to press WPHONEIENIT to exit the current screen function The symbol is shown if there is more than one page of speed dials To move between pages press NM and B Go to the page containing the speed dial to edit Press gt Edit Press gt or lt 3 next to the speed dial to edit The editing process is similar to adding a new speed dial see Adding a New Speed Dial To remove the speed dial from the speed dial directory press lt gt Delete to confirm or to exit without deleting press gt Cancel Deleting a Speed Dial To delete a speed dial 1 To display the speed dial directory press
47. p make and receive calls on behalf of your colleague e A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls e Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague e System Features System Features such as Abbreviated Dial that automatically dials a frequently used number can be set against key and or dial pad digits See Function Keys Having more than two call appearance keys is very useful When holding a call you can answer or make another call and then switch between calls transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key Note e f your phone is operating in single line mode call appearance keys are not available Caution e Although the system administrator can replace the call appearance keys with Bridged Line and Call Coverage Appearance keys this would severely restrict the use of features such as conference and transfer It is for this reason that it is strongly recommended that all call appearance keys remain at their default settings 4620 and 5620 Series User Guide Page 4 IP Office 4 0 15 601081
48. r own See Shorthand Programming Mode and Longhand Programming Mode respectively Admin1 The programmable functions available via an Admin1 key Name Description Park Park User User Group Group Number Dial Flash Hook Flash Toggles Data No Yes No Yes No Yes No Yes No No Shorthand Programming Mode 1 Press gt Admin or gt Admin 1 See Function Key Programming 2 The Admin or Admin1 menu is displayed similar to the following Admin Pages Extn 110 Expl Dir Drop HFAns Timer 009900 0000 lt D Use this key to step back one page through the Admin options E use this key to step forward one page through the Admin options With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl See Longhand Programming Mode Admin1 Page Extn 110 Expl Dir Drop HF Ans Timer 090099 an gt ro 3 lt lt lt D Use this key to step back one page through the Admin options UD Use this key to step forward one page through the Admin options On the Admin pages press and to move through the list of feature When the function required is displayed press Jadjacent to its name If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad 6 The upper part of the
49. r the most current versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides indirect and direct services for customer support report problems or to ask questions about your product These services are subject to your support agreement Contact your local reseller distributor for indirect support Contact Avaya Global Services AGS for direct support For additional information on support see the Avaya Web site http www avaya com support Table of Contents The Telephone 1 ER QUIE cesos talco ita 1 Da aa adi 1 Call Appearance KeyS a ee 4 Call Appearance Keys EE EE EE EE SE 5 Mei Eeer eege 6 LOO re liae ON EE 7 Logging OTe EE 8 NO Us A DEES R 8 System Ferreira eege eege EEN EE 8 Basic Gall Handling sico iii ii 9 Answering CIS EE 9 Making AL A E E REE RE 10 A 10 SACS SIMON ar at A a ada 11 sl E el 12 DONG cased sect etch ogee EE EE caine Ges od che Ue Naa eb eM conan 12 PVN DEE 12 Speed A decks cock Site a died a teah ita Sache Pent ea va deed ens ade unde ede Dantas aa eaaa aa ea E a A E 13 Aa 13 A O A eg bene Sur eae ge Mae 14 MG OVE SC E area ese Ree ce ac Sate cant te acetate nee cats ek eae eee Hae asd ee eee ee 15 Speed DidlS iia aaa 16 EE 16 BENSE Re pesa GBF EE 16 Adding a Speed Dial from the Call LOG ET 17 Editing RE EEN 17 RE ee a SPOOR Dialami tane ea e dia 17 Adding a Ne
50. rding your Follow Me will also be cancelled e Follow Me does not apply to the following call types Voicemail Callback Automatic Call Back HOLD or Park return 4620 and 5620 Series User Guide Page 39 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on off with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 10 N e To delete a number from the exception list dial 11 N e Your callers other than your exceptions either hear a busy tone or are re directed to your voicemail e The only call that will ignore the Do Not Disturb rule will be one where you were the original caller then performed an unsupervised transfer to another extension If that extension does not answer the call will be re directed to you as the originator Parking Calls You can park one or more calls allowing you to make and receive other calls You can also arrange for the parked call to be retrieved by another extension The system only allows calls to be parked for a short while before reconnecting them to the user who parked the call the default setting is 5 minutes Once the set time is reached the parked call will ring back if your extension is idle Note e To park a call
51. ready on a call 1 Place the first call on hold 2 Press gt next to the flashing bell icon a To clear a headset call e Press Y DROP To manually make a call e Press 1 HEADSET e Dial the number Remember to include the required access code for example 9 for an outside line and listen to the progress of the call To automatically make a call e Press 1 HEADSET Do any of the following Press Sc REDIAL and then press gt to have the phone dial the last number that you dialed See Redial e Access the Call Log and initiate a call to a specific entry See Making Calls from the Call Log e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialling a Speed Dial Number When the call is answered speak to the called party 4620 and 5620 Series User Guide Page 11 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Speakerphone The two way built in soeakerphone allows you to make and answer calls without lifting the handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment such as in very noisy locations To use the speakerphone with any feature 1 Press gl SPEAKER 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary To adjust the volume press and w The eight volume levels are displayed To change from speakerphone to hands
52. reen displayed although the top display line provides an appropriate message To change Phone Screen on Answer 1 Press Y OPTIONS and then press gt Application Options 2 Press gt Phone Screen on Answer to toggle between Yes and No 3 Press lt gt Save To abandon the changes press lt gt Cancel 4620 and 5620 Series User Guide Page 31 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Phone Screen on Calling This action controls the phone screen display when you make a call When the Phone Screen on Calling option is set to Yes the default setting the phone screen displays when you make a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button When the Phone Screen on Calling option is set to No when you answer a call it has no impact on the application screen displayed although the top display line provides an appropriate message To change Phone Screen on Calling 1 Press OPTIONS and then press gt Application Options 2 Press gt Phone Screen on Calling to toggle between Yes and No 3 Press Save To abandon the changes press gt Cancel Displaying Call Timers This action controls whether the duration of the current call is displayed or not If set to Yes the duration of the current call is displayed on the call appearance key If set to No the
53. reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information Fo
54. s 8 or l until you reach the desired contrast level symbols provide visual confirmation of the current level 3 To save the contrast level you set press gt Save To restore the previous setting without changing the contrast press gt Cancel Reinstating the Phone If your phone is not registered on the phone system the top line displays Extension To reinstate your phone following a log off The phone screen displays your extension number 1 Press the Hash key If the screen does not display your extension number use the dialpad to enter the number then press the Hash key 2 The display prompts for entry of your password Using the dialpad enter your PBX switch Password then press the Hash key lf a password was set by the system administrator enter any number and press Hash The phone is now ready for use 4620 and 5620 Series User Guide Page 29 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Changing Key Labels This feature can be used can be used to edit and change the text label shown next to buttons To change the feature key labels 1 2 3 oN OO Press w OPTIONS and then press hr Press Feature Button Labeling Select from e Relabel feature buttons proceed from next step e View Default labels e Restore default labels restores any previously renamed feature labels to their default state Select the function key whose label
55. s of entries To move between pages press 4 and B Press gt or lt O adjacent to a log entry to display full details of that log entry similar to the following Extn290 290 Name INDexX416 Number 0 170 736 4416 Time Date 10 34 12 03 Type Missed Each individual log entry includes e The name of the called or calling party if available e The number of the called or calling party e The time of the call e The date of the call e The duration of the call for outgoing and answered calls Apart from using the call logs for information you can turn a call log entry into a speed dial for future calls You can also delete individual log entries or all entries in a particular log Note e Call log entries are lost whenever the phone system or the individual phone are reset 4620 and 5620 Series User Guide Page 19 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Accessing Call Logs You can access the call log to view incoming outgoing and missed calls To access call logs 1 Press lt gt Log A screen similar to the following is displayed Extn290 290 208 10 22 70 736 4416 10 19 70 555 4400 10 08 200 10 07 70 555 4444 09 58 0 555 4343 07 00 ME Inins Outgo Deletedll The call log always opens in the Missed calls log Note If Log is not shown you may have to press Y PHONE EXIT to exit the current screen function 2 To select the log required press e
56. ss lt gt Voice 2 Press gt Listen for your messages or gt lt group name gt for your hunt group messages for example Sales 25 3 When prompted key in the password If your extension has been configured as a trusted source the password will not be required Note e f you do not have the required password contact your administrator You will be presented with the following message categories for your messages e New 5 e Old 7 e Saved 13 Note e The total number of messages in each category is displayed in brackets 4 Use the feature key to select the category for example lt 2 New The first message in the selected category will play and the following message handling feature key options are displayed e Next Plays next message e lt lt rewinds current message by 5 sec e gt gt fast forwards current message by 5 sec e Pause pauses the current message resumes playing e Delete Delete the current message e Save Change the current message s category to saved e Previous Plays previous message e Copy Copy the message to another mailbox or mailboxes If selecting more than one mailbox the entries must be separated with a e To add a covering message to the copied voicemail 1 Press gt Copy and add the recipients The feature keys change to the copy options Press gt Pre Rec Record your message Press gt Stop Press gt Listen to check your message You can change t
57. the Call Log The phone s call logging can be switched off if required To disable call logging 1 Press Y OPTIONS and then press gt Application Options 2 Press lr 3 Press gt Call Log to toggle between Enabled and Disabled 4 Press Save To abandon the changes press gt Cancel 4620 and 5620 Series User Guide Page 22 IP Office 4 0 15 601081 Issue 4 12th December 2006 Using Visual Voice Overview of Visual Voice Visual Voice gives you access to your mailbox using softkeys and by using the associated feature keys a more user friendly option control Visual Voice is accessed by pressing lt gt Voice and then selecting from the displayed options Note Listen You can have direct access to your voicemail Message You can leave a message directly in a mailbox you specify Greeting You can listen to change or delete your greeting message Password You can change your voicemail password Email You can view or change your email alert status lt Group gt You can have direct access to voicemails for any group you are a member of if you are the Group Mailbox Administrator The email option is only available if VoiceMail Pro is installed and Voicemail Email has been configured for you 4620 and 5620 Series User Guide Page 23 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Listen to Voicemails To listen to your Voicemails or your Group Voicemails 1 Pre
58. the external dialling prefix used by your phone system go off hook dial the prefix and then press lt gt Call Turning a Log Entry into a Speed Dial You can add a log entry to your speed dial directory To turn a log entry into a speed dial 1 Locate the log entry and press gt or lt adjacent to it 2 Press lt gt Add to SD 3 The screen for editing and adding speed dials appears prefilled with the information from the log entry Edit the details if required and then press lt gt Save or to return to the speed dials selection menu press gt Cancel 4620 and 5620 Series User Guide Page 21 IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide Deleting an Individual Log Entry You can delete an individual log entry from your call log To delete an individual log entry 1 Locate the log entry and press gt or amp adjacent to it 2 To delete the log entry and return to the call log press gt Delete To return to the call log without deleting the log entry press gt Cancel Deleting all Entries from a Log You can delete all log entries from your call log To delete all entries from a log 1 Press gt Missed InAns or lt gt Outgo to select the log 2 Press lt gt DeleteAll 3 To delete the log entries press gt Delete To return to the call log without deleting the log entries press gt Cancel Exiting the Call Log e Press PHONE EXIT Disabling
59. ther controls e Save Save the speed dial changes e e Moves the cursor left one character e lt gt Moves the cursor right one character e Cancel Return back to the speed dial directory without making any changes e Clear Delete the whole name or number entry e Case Change the case of the current character between upper and lower case e Backspace Delete the character before the cursor e JApostrophe Insert an apostrophe symbol e Comma Insert a comma symbol e Space Insert a space Note e The controls on this screen are context sensitive and only appear when applicable For example Save only appears when a name and number have been entered 4620 and 5620 Series User Guide Page 18 IP Office 4 0 15 601081 Issue 4 12th December 2006 Using the Call Log Overview The phone maintains a call log To access the call log press lt gt Log The call log keeps a log of missed calls outgoing calls made and incoming calls answered Each of these logs includes the 30 most recent calls in each category A log entry similar to the following is displayed Extn290 290 208 10 22 70 736 4416 10 19 70 555 4400 10 08 200 10 07 770 555 4444 09 58 0 555 4343 07 00 e The name of the called or calling party if available e The number of the called or calling party e The time of the call e The date of the call if prior to the current day e The symbol indicates that the log contains more page
60. using the normal phone keypad e NaS The upper part of the display reverts to showing the functions currently assigned to gt and ec 5 To move between the pages of display keys press a and B 6 To select the display key against which to program the new function press gt or J Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 7 If the display slot is not already used the display shows BUTTON PROGRAMMED e Toend programming press Phone EXIT e To continue programming other functions press gt Cont 8 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press a and l until Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla lt 3 The display then shows BUTTON PROGRAMMED as above e To keep the existing function and forget the function just programmed press Keep e To delete the existing function and forget the function just programmed press Delete 4620 and 5620 Series User Guide Page 37 IP Office 4 0 15 601081 Issue 4 12th December 2006 System Features Introduction As well as your phones specific features you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume th
61. using the short codes the call must first be put on Hold To park a call to be picked up by any extension e Dial 37 N Where N is the slot id you have assigned Inform your colleagues of the parked call and the slot id you have assigned To Un park a call from another extension e Dial 38 N Where N is the assigned slot id To Park a call to your local extension e Dial 37 When you park a call to your local extension it is automatically given a slot id number based on your extension number followed by 0 If you park another call it is given your extension number followed by 1 and so on up to 9 For example if your extension is 201 the first parked call will be given the slot id 2010 To Un park a call on your local extension e Dial 38 If you have more than one call parked the call parked first will be the first call to be unparked Note e Feature keys can be setup to park and un park calls If required contact your administrator 4620 and 5620 Series User Guide Page 40 IP Office 4 0 15 601081 Issue 4 12th December 2006 System Features Private Call The Private Call feature is used to prevent any intrusions during the call Private call can be activated either before or during a call and will set the phone status to cannot be intruded until you switch the Private Call feature off If you place a call to an extension with Private Call on you will hear the Number Unobtainable tone Note e Private call
62. w pesadilla ito 18 Using the Call Log civic 19 LEE unta io e EE EE eo ica 19 Accessing Gall Ee nen tdi ro 20 Displaying an Individual Log Cu EE 21 Making Calls from the TM e E 21 Turning a Log Emkrees ege ido a da as 21 Deleting an Individual Log Ent sucios said ais 22 Deleting al Entes toma LO tii a A tte 22 Exiting hue E EE 22 Disabling the Gall LOG DEE 22 USING VISUAL V ONC cuicos 23 OVEMIEW OF Visual Te 23 Eistemto VoicemallS EE 24 CHANGING e Ee EE EE 25 SENG a VOICEMALl nia A A A dt 25 A A E E A Ee te erg E Nt E 26 Changing Your Mailbox PASS WOK e eutanasia aaron 26 VOICCMall Etage Eegeregie eege ee deed Eed EES 27 4620 and 5620 Series User Guide Page iii IP Office 4 0 15 601081 Issue 4 12th December 2006 4620 and 5620 Series User Guide GHANGING OU E 28 Personal Ringing Option EE 28 Viewing IP Settings cnt xcs siete tk wae ery ean ces E 28 COTAS Riet EE 29 R instating the Phones A a 29 Ewe Wie BET 30 Displaying Language Selection cocina ii 31 Phone Screen Op AN WI ii ENEE EEGENEN AEEERSENEN ENEE EER EE EE OEE ae 31 Phone Screen on Calling aes woo REENEN ENKER ENEE ARENS 32 Displaying Call Wi 32 Message Display EEN 32 GalAPppearanco Width tddi a 33 Visual Alerting cs tit de 33 FUNCION A 34 A NO 34 FUNCTION KEY Programming sesen ds da 35 Shorthand Programming Mode e dato es ea bo 36 Longhand Programming Mode 2 100 an 37 System Features cinc 38 MtrOdUCtON tata iaa ao A e 38 o A A a eet Lea heer s hacen oa ee eas 38
63. you wish to change The display will change to show the editing menu with New highlighted Enter the new text using the phone keypad Each key is marked with the letters and number it provides You may have to press the key more than once depending on the character you require e For example the key 3 is also marked as D E and F To enter D press 3 e If the next character you want to enter is on the same key press to move the cursor right and then enter the character Alternatively key the next character e By default the first letter is entered in upper case and the phone then switches to lower case entry mode To change the case of the current character press Case e Toenter a space press gt Space e If you make a mistake press Backspace to delete the character to the left of the cursor e If you have make a mistake in the middle of the text use the key to backspace and then Backspace to delete the character to the left of the cursor e To delete the complete entry press lt gt Clear e You can also enter an Apostrophe Hyphen or Comma as required When the new name is set as required press gt Save To return to the Label screen without saving the changes press gt Cancel To return to the main Options menu press gt Return To return to the call handling screen without saving the changes press Y PHONE EXIT 4620 and 5620 Series User Guide Page 30 IP Office 4 0 15 601081 Issue 4 12th December 2006 C

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