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Avaya 4625SW User Guide

1. 33 Status Screen Viewing Options 58 T Telephone Button Feature Descriptions 13 Telephone Lights and Display Testing the 77 Telephone Management and Troubleshooting 75 Testing Your Phone 77 Text entering 33 34 48 49 Transfer Sending a call to another telephone 29 Transfer button less 14 Transfer feature 29 Issue 3 November 2006 87 Index Troubleshooting 4625SW Applications 80 Troubleshooting Chart Basic 78 W Troubleshooting and Telephone Management 75 Web Access Application Calling a Party fromthe U Troubleshooting rs Using the 2l lll ln Updating Speed Dial Button Label Information 37 pen ID il ee tee ee et 66 Web Access Authentication 2 46 Using the Call Log Application 39 i Pages oh EEEN Using the Speed Dial Application gt gt 33 mering Cnaracters USINg the Diapadiy ssis tun Using the Web Access Application 45 EnteingTexton eene 24 Navigating lens U Your 4625SW IP Telephone 21 en k m Web Site Telephone Number Adding a Speed V Verifying Backup Retrieval Status 64 ViewingaCalllog 40 Viewing the Network Audio Quality 60 Visual Alerting Setting 56 Voice Mail Message R
2. 73 Headset Headset button lcs 14 Headset Jack 2 2 ee ee eee 14 Headset LED Indicator 13 Hold Placing a callon Pz Retrieving a held call 27 Hold b tt fi i 2 1i at a a re hoe AEG 14 Hold feature sos s ca o a a oo 27 l Icons Background Colors for Features Administered on the 4625SW Call Server 16 Interface Status Viewingthe 59 Interpreting Display Icons 77 Interpreting Ringer Tones 2 75 Introducing Your 4625SW IP Telephone 11 IP Address Status Viewing 58 86 4625SW IP Telephone User Guide L Labeling Feature Buttons 68 Language Selecting an Alternate 70 Line Feature buttons 13 15 Log Off Reinstating the Phone aftera 61 Logging In llle 30 Additional Prompts and Messages 31 Extensionentry s 30 Password entry cll 21 Logging Off the 4625SW IP Telephone 60 Logging Off the Phone 30 M MakingCalls ens 21 ManudlDiaing 22 Message Display Rate Setting the 55 Miscellaneous Status Viewing 59 Mute button 2 llle 14 Mute feature a a 27 Mute LED Indicator sss 14 N Navigating Application Screens s 15 WebPages ll leen 46 Navigating W
3. 2 Press the Line Feature button to the left of the Password field and enter your password 3 Choose one of the following options If you want to Then Authenticate the Press the Submit softkey ID and Password When your ID and password are authenticated t he next page displays If your ID and or password cannot be authenticated appropriate error messages display Exit the Web application Press the Cancel or Back softkey without authentication The previous application or options screen displays Navigating Web Pages The Web Access application browser performs similarly to those on your PDA or cell phone Navigate Web pages using a combination of Line Feature buttons and softkeys Note Calls made or received while working with the Web application have no impact on Web access Web page navigation or Web page text entry 46 4625SW IP Telephone User Guide Navigating Web Pages Navigating the Home Page and Other Standard Size Web Pages To navigate the Home page and other standard size Web pages 1 Access the Web Access screen by selecting the Web softkey at the bottom of the display area The Home page displays 2 If a line is not selected highlighted first press the button or the amp button Line Feature buttons 8 or 11 to bring the line in focus 3 Navigate the Home page and other Web pages as follows If you want to Redisplay the Home page Refresh the current display re display the cu
4. 84 4625SW IP Telephone User Guide Index Index Numerical C 4600 Series IP Telephones Call Appearance Width Setting the 56 Handsets s soa s scos o ok ems 74 Call Appearances cles 21 Headsets for lll 73 Call Handling Features s 26 4625SW Application Color Coding ur Call Log 4625SW Applications Troubleshooting 80 Aboutthe leen 39 4625SW IP Telephone s s AG CallingaPartyfromthe 24 Additional Functionality 19 Deleting a Single Entry 42 Logging Off aue ecen ai a a o e a 30 60 Deleting AllEntries 43 Reinstating afterlogoff 61 Disabling the 43 Resetting and Power Cycling 82 Enabling Disablingthe 56 Telephone Applications 17 Troubleshooting rs 81 Telephone Button Feature Descriptions 13 VIEWING Qum ue eh eo ay a a es ea ee enn 40 Telephone Options 19 51 Call Log Application 18 Telephone Using Your 21 Call Log Application Using the 39 Troubleshooting 75 Call Log Entries 4625SW IP Telephone illustration of 12 Deleting se s a acus ei o See ae Ee a de 42 Deleting a Single Entry 42 Deleting all entries from a log 43 A Call Log Entry Adding to a Speed Dial Button
5. Chapter 2 Using Your 4625SW IP Telephone Introduction This chapter describes how to make calls receive calls retrieve voice mail messages and log off your 4625SW IP Telephone The telephone Line Feature buttons that assist in call handling are also covered in this chapter Call Appearances In the Phone application a call appearance by default takes up the entire display width while administered Feature buttons take up half the display width When a call appearance is full width use the Line Feature buttons on either side of that row to select that call appearance and usually all associated messages When a call appearance is half width for example the full width default has been changed use only the Line Feature buttons on the appropriate side of that row to select that call appearance In the case of half width call appearances call associated messages show on the top display line instead of on that row See Chapter 6 4625SW IP Telephone Options for information about setting the call appearance width Making Calls You have several ways of making calls You can e lift the handset e activate a headset if one is connected to your phone e use the Speaker or e use an automatic dial feature like speed dial redial or abbreviated dialing This section describes all of these calling methods Note You can set an option for whether the Phone screen displays when you make an outgoing call or whether the current s
6. Editing commands display below the Number field next to certain Line Feature buttons The commands and their actions are Clear Remove all characters from the field in which the cursor currently resides Case Change the character to the right of the cursor from lower to upper case or vice versa depending upon its original case Note that when entering a name the first character entered is initially displayed in upper case with subsequent characters initially displayed in lower case letters Backspace Delete the character to the immediate left of the cursor Apostrophe Insert an apostrophe at the cursor position Comma Insert a comma at the cursor position In a Number field a comma creates a short pause when the telephone automatically dials that number Hyphen Insert a hyphen at the cursor position Space Insert a blank space at the cursor position Note Some of the editing commands such as Case appear only when there is data in the field in which the cursor is positioned Pressing one of these buttons causes the respective action to be taken at the current cursor position For example in entering the name D Aleo pressing the Line Feature button labeled Apostrophe after entering the letter D inserts an apostrophe following that letter 34 4625SW IP Telephone User Guide Entering Data on Speed Dial Screens Name Entry Example To add a Speed Dial button for Tom Brown you would typically press t
7. German Italian Japanese Katakana only Spanish Latin American Dutch Portugu se Brazilian A given 4625SW IP Telephone supports one of four language configurations 1 N The standard configuration listed in the previous bullet list English Simplified Chinese Russian and Hebrew English Japanese Kanji Russian and Hebrew English Korean Russian and Hebrew Select Select display language on the second Options Main screen The Language Selection screen displays Select the Line Feature button next to the language you want your phone to display when in use If the currently active language was selected the second Options Main screen re displays and no action is taken If any language other than the currently active language was selected the Language Confirmation screen displays The prompt Are you sure displays in the currently active language and in the new language you selected The four softkeys at the bottom of the display are labeled respectively Yes and No in both the currently active language and the selected new language 70 4625SW IP Telephone User Guide Selecting an Alternate Language 3 Choose one of the following options If you want to Proceed to change the current language to the new language Retain the currently active language without changing the user interface display language Then Select either Yes softkey The active language changes to the new langua
8. be replaced Contact your System Administrator for assistance or additional troubleshooting information Issue3 November 2006 77 Telephone Management and Troubleshooting Basic Troubleshooting Chart Problem Symptom Suggested Solution Phone does not activate after connecting it the first time Phone does not activate after a power interruption Phone worked earlier but does not currently appear to work Speaker does not operate Phone does not ring Display shows an error informational message Characters do not appear on the Display screen Unless your System Administrator has already initialized your telephone you might experience a delay of several minutes before it becomes operational Upon plug in your telephone immediately starts 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 Allow a few minutes for re initialization after unplugging powering down the phone server problems or other power interruption causes Contact your System Administrator Ask your System Administrator if your Speaker was disabled Use the Up Down Volume keys to set your ringer volume to a higher level From another phone place a call to your extension to test this suggested solution Most messages involve server phone interaction If you a
9. c n 18 Call Log Applicall n 52222952 oRRRnRERSRRARR 18 Web Access Application Optional 18 4625SW Telephone Options 2 0 00 eee 19 Additional 4625SW Functionality ee ee 19 Push Fete aco ka eR ORR ERE EEE ER REE wD ORE RSs 19 Automatic Retrieval Feature ccr 20 Chapter 2 Using Your 4625SW IP Telephone 21 IBIFODUEHBE uu v x ES Se Kd X de xL ESSE ORES SS SHS 9 SSeS SSS 21 Gal Appearances oc coe es 9 E PADRE EP Tasicedd4bseexss9ud4 e 21 MAKING Call i 4 4m9 RAE3URR OR AR RR ARR EES SR SASHA HR SR SESS 21 Manual Dialing icc ce cide ed ed eee eR TED ewes 22 Amomatic Dialing gt scc corine eed ROUX RR aS SSSR RR RE E S s 22 Hedialinga party c soo aum nox Pew Rn R3 OR a 23 Dialing a party using a Speed Dial button 23 Automatically dialing a party using an administered Line Feature button 24 Calling a party from the Call Log rns 24 Calling a party from the Web Access application 25 Receiving Cals 2k bk ded HR SRE SSE EORR RR 26 Issue 3 November 2006 3 Contents Call Handling Features creer DOMEIBBROB 22 9 R os s 0o6 4 93 5 50 ob ws 8 o5 soe ee Sn oho xe See DIBPEUNPES 520655253 SS eS ees 8 a Oo CRE SR ES Ss Changing from the Speaker to the handset or headset Changing from the handset or headset to the Speaker Turning the Speaker on during
10. Depending on the situation that caused your telephone to become logged off you might receive additional prompts and messages When a prompt or message contains a question use the or key as appropriate Messages that do not require you to respond time out after a brief period and re prompt for an extension or password In this case if you have already entered your extension and password once press to accept those entries Issue3 November 2006 31 Using Your 4625SW IP Telephone 32 4625SW IP Telephone User Guide Chapter 3 Using the Speed Dial Application Introduction This chapter describes how to add update and delete a Speed Dial Button Label Up to 108 Speed Dial buttons are allowed each containing a name and corresponding telephone number Entering Data on Speed Dial Screens Review this section if you are unfamiliar with entering data using a telephone dialpad or using softkeys for editing functions Entering Characters Using the Dialpad Use the dialpad keys 0 through 9 and to enter characters in a Name or Number field To select a field press the Line Feature button on either side of the field to which you want to move When entering a name the first press of a dialpad key displays the first alohabetic character associated with that key to the right of the current cursor position This character is shown in upper case and the cursor does not move A subsequent press of the same key replaces the character s
11. IP Telephone It also provides procedures for adding a Call Log entry to a Speed Dial button and deleting one or all Call Log entries For information on calling a party listed in any Call Log see Making Calls in Chapter 2 Using Your 4625SW IP Telephone of this guide Note Your Telephone Administrator can turn off the ability to display the Call Logs or can turn off the ability to move Call Log entries to Speed Dial buttons If the Call Log feature has been turned off the Call Log softkey is not labeled and pressing the blank softkey has no effect If the ability to transfer an entry to a Speed Dial button has been turned off the softkey labeled Add to SD is not displayed About the Call Log Call logs are helpful for e tracking who called while you were away from the phone e redialing the number of a previous call you made or e obtaining telephone numbers from previous calls The 4625SW also allows you to set up a Speed Dial button for any call listed in a log facilitating dialing of frequently called numbers All calls made to or from your 4625SW IP Telephone are added to one of three Call Logs Outgoing Calls Incoming Answered Calls and Missed unanswered Calls At all times regardless of the current screen the top display line shows the Missed Call icon and the current number of missed calls The Missed Call Log displays automatically whenever you access the Call Log application but you can quickly access a differe
12. Log Application background color Options Application background color Web Application background color Display Language Ethernet setting Automatic Backup yes no FTP Server IP Address FTP Directory Path FTP User Name 62 4625SW IP Telephone User Guide Backup Restore Options Setting the Automatic Backup Option You must change the Automatic Backup setting to Enabled to automatically back up your options settings Feature Button Labels and Speed Dial Button Labels names and numbers whenever you change any of these values If this setting is Disabled you might have to first provide additional information such as the FTP server on which your backed up data will reside before you can change the setting 1 Check below the FTP Status line for one of the following messages and proceed as directed If The message Options SD entries amp Feature Button Labels may be saved displays No message displays The message An FTP server IP Address must be provided for this feature displays Then Automatic backup is already enabled and no further action is required Select Return to display the second Options Main screen To verify when the most recent backup occurred see Verifying Backup Retrieval Status on page 64 Proceed to Step 2 to change the automatic backup setting from Disabled to Enabled or select Return to display the second Options Main screen You must first provide the server address and
13. REFUND OR CREDIT Avaya 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 Third party Components Certain software programs or portions thereof included in the Product may contain software distribut
14. Step 2 9 To exit the Speed Dial application press the Phone Exit button Deleting a Speed Dial Button Label To delete a Speed Dial Button Label 1 Access the Speed Dial application by pressing the SpDial softkey The Speed Dial Main screen displays 2 Use the Page Left and or Page Right buttons as appropriate until the entry you want to delete displays Note Your Telephone Administrator can turn off the ability to make changes to the Speed Dial buttons If this is the case you will not be shown softkeys labeled Add Edit or Delete and you cannot perform any of those actions 3 Press the Delete softkey The prompt Select label to delete displays 4 Press the Line Feature button that corresponds to the button you want to remove The Speed Dial Deletion screen displays the prompt Press Delete again to confirm 5 Visually verify that you want to delete the Name and Number displayed then choose one of the following options If you want to Then Cancel the deletion Press Cancel without removing this No deletion occurs The Speed Dial Main screen displays Speed Dial button Complete removing this Press Delete Speed Dial button The label is removed The remaining Speed Dial buttons are re sorted by Name and the Speed Dial Main screen displays 38 4625SW IP Telephone User Guide Chapter 4 Using the Call Log Application Introduction This chapter describes the three Call Logs available on your 4625SW
15. Using Your 4625SW IP Telephone Receiving Calls When someone calls you and the Phone screen is active the Bell 4 icon appears as the phone rings and if so administered the Voice Message light flashes When the Phone screen is active call information displays on the incoming call appearance line If the Phone screen is not active call information appears on the top display line To receive the call pick up the handset activate the headset or press the Speaker button and talk Note You can set an option for whether the Phone screen displays when you receive an incoming call or whether the current screen remains displayed You can also set an option to flash the Message Waiting Lamp when the phone rings See Application Options in Chapter 6 4625SW IP Telephone Options for details Call Handling Features The features described in this section are available while calls are in progress Use the dedicated Feature buttons on the telephone itself or administered Feature buttons available using the 4625SW s softkeys as applicable Conference The Conference feature allows you to conference up to the maximum number of parties set by your System Administrator Adding another party to a call 1 Dial the first party then press the Conference A button The line s display area changes to white text with a dark blue background The current call is placed on hold the Soft Hold QU icon displays and you hear a dial tone 2
16. a call Turning the Speaker off during a call Ending a call while the Speaker is active Transfel 6 84 59 o o kon ORO xo DED RATT HK ww 9 P vo GOS Retrieving a Voice Mail Message ee Logging Off the Phone 14 24 50 4 eee beeen dee ee S RR RB RR LOGGING i s oo orba oro d wA RO o ow Chapter 3 Using the Speed Dial Application Introduction 64 5 cee eR doa mo o ox Oe ew Y UY P4 a ox Entering Data on Speed Dial Screens Entering Characters Using the Dialpad Editing During or After Entry llle Name Entry Example 4 c cd cade eden nde eee een ae ees Adding a Speed Dial Button ll rn Updating Speed Dial Button Label Information Deleting a Speed Dial Button Label Chapter 4 Using the Call Log Application IMEIDULCBOR ccd eee AOR ee EORR About tie Call LOO c e 666 tt Ge ee S E Moe 1 a Ro 6 SES A e SER ViewingaCallLGg s es eroari eee ce der PEAR RRESE ERR Adding a Call Log Entry to a Speed Dial Button Deleting Call Log Entries 4 222m 245244 56454408484 Deleting a Single Call Log Entry 2 0c eee eee ee es Deleting All Entries from a Call Log 0 202 ee eee eee Disabling the Call Log 2 2 eee 4 4625SW IP Telephone User Guide 26 26 27 27
17. a temporary Blue condition accompanied by an error beep on the first occurrence This condition then changes to the off inactive state None Idle Indicates a call appearance line is available Light Blue Ringing Indicates an incoming call is arriving on White A s t Active Indicates the line is in use White Sa On Hold Indicates a call is on hold on this line Dark Blue NENNEN Saw Soft Hold Indicates this line s call was put on hold Dark Blue pending a conference or a transfer Missed Call s Precedes the number of missed calls in White the Call Log d Flash Used for Call Center operations Light Blue FS Flutter Used for Call Center operations Light Blue m Wink Used for Call Center operations Light Blue Four softkeys C7 5 appear directly below the display area They allow you to access the other 4625SW applications In an application they allow you to perform application specific functions like add save edit delete or cancel The labels above the softkeys reflect their function relative only to that specific screen 16 4625SW IP Telephone User Guide 4625SW IP Telephone Applications 4625SW IP Telephone Applications Your 4625SW IP Telephone provides four applications Phone Speed Dial Call Log and Web Additionally use the Options function to define settings change the background color on your applications personalize your phone and troubleshoot certain functions All applications appear in the displ
18. from outside or the System Administrator Priority call from another extension or from an Automatic Callback call you placed A call is being redirected from your phone to another because Send All Calls or Call Forwarding All Calls is active Feedback Handset Tones Meaning Call Waiting Ringback Tone Confirmation Coverage Intercept Time out Recall Dial Reorder Ringback Low pitched rapid tone repeated 60 times per minute signifying the number dialed is in use A ringback tone with lower pitched signal at the end This indicates the extension called is busy and the called party was given a call waiting tone Three short tone bursts This indicates a feature activation or cancellation was accepted One short tone burst This indicates your call will be sent to another extension for a covering user to answer Continuous tone indicating dialing can start Alternating high and low tone indicating a dialing error denial of a requested service or failure to dial within a preset interval usually 10 seconds after lifting the handset or dialing the previous digit Three shorts tone bursts followed by a steady dial tone indicate a feature request was accepted and dialing can start Fast busy tone repeated every half second indicate all phone trunk lines are busy Low pitched tone repeated 15 times a minute indicates
19. having two holes on the lower right side pre November 2004 manufacture also use this cable e The Modular base amplifier M12LUCM which is a high performance solution for users who continuously wear headsets Avaya also offers wireless headset solutions with up to a 300 foot range from the base The wireless headsets offer remote call answering and call initialization features on the 4610SW 4620 4620SW 4621SW 4625SW and 4630SW IP Telephones Note If your IP telephone does not have a fixed headset button your System Administrator must administer your phone for headset operation when using the HIP Cord Issue3 November 2006 73 Headsets and Handsets Handsets for 4600 Series IP Telephones Specialized handsets are available for noisy environments hearing impaired users and other special purposes See the following table for specialized handsets and replacement handsets for your phone Handset Connector Type Ordering Code AK1 A 2001 Replacement Handset 700203797 AK5A 1001 Push to Talk 700229727 AK6A 1001 Amplified 700229735 AK8A 1001 Noisy Location 700229743 74 4625SW IP Telephone User Guide Chapter 8 Telephone Management and Troubleshooting Introduction The 4600 Series IP Telephones are relatively trouble free This chapter provides helpful information for Interpreting the different ringer tones you hear Interpreting the 4625SW s display symbols Testing your telephone to ensure that it is operatin
20. in the Call Log or other applications For example pressing a Line Feature button in the Call Log application selects the corresponding entry allowing you to take further action with your selection When you enter text on a screen for example a Speed Dial Button Label several Line Feature buttons provide editing features like backspacing or hyphenation Here is an example of the difference between a Line Feature button s functionality in the Phone application versus other applications To call someone from the Phone application the default display screen you press the first Line Feature call appearance button and dial your party But in the Call Log application pressing the first Line Feature button displays detailed information about the first call log entry In addition to the call related icons and features explained in Table 1 the icons and background display colors in Table 2 are associated with certain administrable features on the call server and might appear on the display Several features such as flash wink and flutter are associated with Call Center operations and might not apply to many 4625SW users Issue3 November 2006 15 Introducing Your 4625SW IP Telephone Table 2 Icons Background Colors for Features on the 4625SW Description Feature Button Display Icon Condition Background Color None Feature is on active Light Blue None Feature is off inactive Blue None Feature denied Broken Flutter This is
21. or directory in which to store your backup data Contact your System Administrator for this information and any specific instructions for your telephone system Then add the server address as described in Setting a User ID Password and other FTP File Transfer Erotocol Options on page 66 before proceeding to tep 2 2 To automatically backup all your options settings your Feature Button Labels and your Speed Dial information following a save to any of these values select the Line Feature button to the right or left of Automatic Backup The setting changes from Disabled to Enabled 3 To save your selection select Save To exit without making a change select Cancel The second Options Main screen re displays Issue3 November 2006 63 4625SW IP Telephone Options Verifying Backup Retrieval Status To determine whether the most recent backup and or retrieval was successful select Backup Status on the Backup Restore Main screen The Backup Status screen displays the following messages for the last backup and the last retrieval plus an individual status for each type of data Action Status Meaning Last Backup Last Retrieval SpDial Feature Buttons Options Note A separate status displays for each one of the above applications Successful Data was successfully backed up with no problems noted N A No backup was initiated ensure that the Automatic Backup setting is Enabled on the Backu
22. saving a change or restoring the default label The Feature Button Labeling screen re displays Note Some Feature buttons might be provided as part of your telephone software In the event of a software upgrade such standard Feature Button Labels might be overwritten with a new standard label erasing any re labeling you may have performed Changing a Phone PC Ethernet Interface The 4625SW IP Telephone ordinarily communicates with any optionally attached PC in auto negotiation mode This basically means the PC and telephone together decide how to communicate when they are connected Although unlikely there might be an occasion where you or your System Administrator want to force this communication to a particular setting 1 Select PC Ethernet interface from the second Options Main screen The PC Ethernet Interface screen displays showing the current setting 2 Press the Line Feature button on either side of the desired setting The Current setting changes to your selected setting 3 To save your selection select Save To restore the original setting without changing it select Cancel The second Options Main screen redisplays Issue3 November 2006 69 4625SW IP Telephone Options Select ing an Alternate Language Users can change the user interface language their 4625SW IP Telephones display The e e 4625SW IP Telephone supports the following languages English the default display language French Canadian
23. step procedures words shown in bold represent a single telephone button that should be pressed selected Related Documentation This guide and other related documentation is available online at the following URL http www avaya com support For a Quick Reference to 4625SW features and applications see the 4625SW IP Telephone Quick Reference Document Number 16 300307 For information related to installing an IP telephone see the 4600 Series IP Telephone Installation Guide Document Number 555 233 128 For information related to mounting a 4625SW IP Telephone on a wall see 4625SW IP Telephone Stand Instructions Document Number 16 300309 For information related to maintaining an IP telephone system on a Local Area Network see the 4600 Series IP Telephone LAN Administrator Guide Document Number 555 233 507 Standard telephone features are described in the Overview for Avaya Communication Manager Document Number 555 233 767 Issue3 November 2006 9 About This Guide 10 4625SW IP Telephone User Guide Chapter 1 Introducing Your 4625SW IP Telephone Introduction This chapter introduces you to the layout of the 4625SW IP Telephone It provides a description for each functional button and other phone characteristics briefly describes each 4625SW application and provides basic instructions for navigating display screens The 4625SW IP Telephone The 4625SW IP Telephone is an innovative telephone that gives you a
24. telephone 29 Setting a User ID Password and other FTP Options 66 Setting the Automatic Backup Option 63 Setting the Call Appearance Width 56 Setting the Display Call Timers Option 55 Setting the Message Display Rate 55 Setting the Phone Screen on Answer Option 54 Setting the Phone Screen on Calling Option 54 Setting the Redial Option 53 Setting Visual Alerting 56 SOMKCYS ceo a de le ee wt cen E mus 18 16 Speaker Changing from the handset or headset to the Speaker 2 2 2000 28 Changing from the Speaker to the handset or headset a saa 6 ee ee es 28 Ending a call while the Speaker is active 29 Turning the Speaker off during a call 29 Turning the Speaker on duringacall 28 Speaker button a a 13 Speaker feature noaoo a 28 Speaker LED Indicator ss 18 Speed Dial Application 18 Troubleshooting 80 Usingthe sooo eo mms 33 Speed Dial Button AdO A e s s ux ham ol EVE x 36 AddingaCallLogEntrytoa 41 Adding for a Web Site Telephone Number 50 Deleting a Label 38 Dialing a party usinga 23 Updating Label Information 37 Speed Dial Screens Editing During or After Entry 34 Entering Characters Using the Dialpad 33 Entering Data on
25. the number dialed is ringing 76 4625SW IP Telephone User Guide Interpreting Display Icons Interpreting Display Icons As you become more familiar with your IP telephone s display you will recognize the icons or symbols associated with the state of a call or the state of the phone This chart provides an overview of the icons you might see Check with your System Administrator to verify if the descriptions are accurate for your system Icon Meaning No Icon Displayed Idle Indicates the line is available t Active Indicates the line is in use WP On Hold Indicates a call is on hold on this line NENNEN Ringing Indicates an incoming call is arriving on this line Soft Hold Indicates this line s call was put on hold pending a conference or a transfer Testing Your Phone The Test feature allows you to verify that your telephone s lights and display are operating properly Testing the Telephone s Lights and Display 1 With the telephone idle on hook press and release the Mute button then press the following numbers on the dialpad 8 3 7 8 which stands for TEST The display indicates the self test has started If the test is successful the message Self test Passed end displays If the test is not successful the message Self test Failed end displays instead 2 Press to return to the Phone screen If nothing appears on the display and the phone is receiving power your phone might need to
26. want to change or save this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey Upon saving or cancelling the first Options Main screen displays If you changed the status from Disabled to Enabled all incoming and outgoing calls will now be logged If you changed the status from Enabled to Disabled all calls from each Call Log are deleted and future incoming outgoing calls are not logged Changing Application Background Colors Use the Color Selection screen to change the background color of applications to which you have access For example if your administrator has disabled the Call Log that application is not available on the Color Selection screen When you select the Select Display Colors option the available applications with their current background colors display on the Color Selection screen 1 To change the color for a specific application press the corresponding Line Feature button 2 Use the Right Arrow softkey to cycle forward through the color selections Use the Left Arrow softkey to cycle backwards through the color selections 3 When the selected application shows the desired background color press the Save softkey To restore the previous setting without making a change press the Cancel softkey After saving or cancelling the second Application Options screen displays Personal Ringing Options Your 4625SW IP Telephone has ei
27. you to verify that the new button is now available for automatic dialing 36 4625SW IP Telephone User Guide Updating Speed Dial Button Label Information 8 To add another Speed Dial button repeat this procedure from Step 2 9 To exit the Speed Dial application press the Phone Exit button Note You can position an entry at the beginning of the list out of alphabetical order by placing a space asterisk etc as the first character of the name For example Bruce will be placed before Aaron on the list Updating Speed Dial Button Label Information Use the following procedure to change the name or number associated with a Speed Dial button 1 Access the Speed Dial application by pressing the SpDial softkey The Speed Dial Main screen displays Use the Page Left and or Page Right buttons as appropriate until the entry you want to update displays Note Your Telephone Administrator can turn off the ability to make changes to the Speed Dial buttons If this is the case you will not be shown softkeys labeled Add Edit or Delete and you cannot perform any of those actions Press the Edit softkey The prompt Select entry to edit displays Press the Line Feature button that corresponds to the button you want to update The Speed Dial Editing screen displays the prompt Use dialpad to edit Number 25 with the cursor positioned at the end of the Number field Note For assistance with en
28. your Feature buttons might be labeled CFwd for Call Forwarding but you want it to read simply Fwd Alternatively if you have re labeled several Feature buttons and want to restore the default original labels you can use this option to view default label values and restore them if desired 1 Select Feature Button Labeling on the second Options Main screen The Feature Button Labeling Options screen displays 2 Choose one of the following options If you want to Then Re label one or more Feature buttons View the default labels for your Feature buttons Restore the default labels to all your Feature buttons Return to the second Options Main screen without changing the Feature buttons Select Relabel feature buttons The Feature Button Relabeling screen displays Proceed to Step 4 Select View default labels The Default Feature Button View screen displays Review the default labels then select Return to re display the Feature Button Labeling Options screen Repeat Step 3 selecting a different option Select Restore default labels The Restore Default Feature Button Labels screen displays The prompts Restore all Feature Button labels to default settings and Press Default to confirm display To restore the default labels select Default To return to the Feature Button Labeling Options screen without making a change select Cancel The Feature Button Labeling Options screen displays Select
29. 28 28 28 28 29 29 29 30 30 30 30 31 31 33 33 33 33 34 35 36 37 38 39 39 39 40 41 42 42 43 43 Contents Chapter 5 Using the Web Access Application 45 Introd ctioll c cea ee a aE Re OUR 45 Web Access Authentication 2 1 6 ee 46 Navigating Web Pages tbe nce eed dn RERO aw 46 Navigating the Home Page and Other Standard Size Web Pages ee ee ee es 47 Entering Text on Web Pages 2 20 cs05 2 dew eee EHR OER See 48 Entering Characters Using the Dialpad 49 Adding a Speed Dial Button for a Web Site Telephone Number 50 Chapter 6 4625SW IP Telephone Options 51 Iniroducton uu voe ko doa cy X Hoy 4 3 99 Yo vo x3 P3 9o o3 Re 51 Accessing the Options Main Menus eee ene 52 Application OPONS 4 4 44299 RR wk SSR REDS SORE ae 5A ARS 53 Setting the Redial Option ee 53 Setting the Phone Screen on Answer Option 54 Setting the Phone Screen on Calling Option 54 Setting the Display Call Timers Option 55 Setting the Message Display Rate 55 Setting the Call Appearance Width 56 Setting Visual Alerting 62 lt ss5 26404 c bee ee ee eT RG SB EE 56 Enabling Disabling the Call Log 2 2 2 2 ee eee eee ee ee 56 Changing Application Background Colors 57 Per
30. 3 3 which stands for LOGOFF A request to un register the phone is sent to the server The phone is now in a logged off state and displays Ext Logging In Logging in depends on how your telephone is administered as well as how the telephone was logged off Extension entry If you see a Login softkey in the lower right pressing it will either log in your telephone or display Extension and Password prompts If the Extension field displays the extension indicating you previously logged in press to accept that extension If the telephone does not display the extension enter your extension number then press If you see a Change softkey in the lower left pressing it displays the Extension prompt In this case a message indicates that someone has already logged in using your extension Use the Change softkey to log in with a different extension or press and retry logging in at another time 30 4625SW IP Telephone User Guide Logging Off the Phone Password entry If the Password field displays asterisks indicating the telephone has stored your password press to accept the hidden password The telephone never displays your password for security purposes If the Password field does not display asterisks the telephone has not stored your password Use the dialpad to enter your password and press If you do not know the password contact your System Administrator Additional Prompts and Messages
31. 41 AbouttheCalllog 2e 39 Calling a party fromthe CallLog 24 Accessing the Options Main Menus 52 Calling a party from the Web Access application 25 Adding a Call Log Entry to a Speed Dial Button 41 Changing a Phone PC Ethernet Interface 69 Adding a held call to the current call during Changing the Display Contrast 59 Conference ss ai eat 000052 uii rn Color Coding for 4625SW applications 17 Adding a Speed Dial Button 36 Colors Changing cles 57 Adding a Speed Dial Button for a Web Site Telephone Conference Number s s eg 9 noh mo kom mem m Rom e 50 Adding a held call to the currentcall 27 Alternate Language Selecting an 70 Adding another party toacall 26 Application Options cnn 53 Dropping the last person added to the call 27 Application Screens Navigating 15 Conference button lll ls 14 Authentication for Web Access 46 Conference feature 222 26 Automatic Backup Option Setting the 63 Automatic Dialing ooo 22 Automatic Retrieval Feature 20 D Deleting a Speed Dial Button Label 38 B Deleting CallLogEntries 42 Dialing Backup File Retrieving and Restoring Data from 65 Automatic oaoa a a llle 22 Backup Restore Options 61 Automatically using an administered Line Feature Ba
32. AVAYA 4625SW IP Telephone User Guide 16 300306 Issue 3 November 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 For full legal page information please see the complete document Avaya Legal Page for Hardware Documentation Document number 03 600759 To locate this document on our Web site simply go to http www avaya com support and search for the document number in the search box 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 Customer and or End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by the Customer or End User 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 i
33. Dial the number of the next party and wait for an answer 3 Press the Conference d button again to add the new party to the call 4 Repeat Steps 1 3 for each party you want to conference in to the call 26 4625SW IP Telephone User Guide Call Handling Features Adding a held call to the current call 1 Press the Conference A button The icon on the current line changes to the Soft Hold Wa icon 2 Press the Line Feature button of the held call 3 Press the Conference E button again All parties are now connected Dropping the last person added to the call Press the Drop 175 button The last party connected to the conference call is dropped from the call Hold The Hold feature puts a call on hold until you retrieve it Placing a call on hold Press the Hold button The line s display area changes to white text with a dark blue background and the Hold WU f icon displays Dl Retrieving the held call Press the Line Feature button on which the call is being held or press the Hold button The call is now active Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you You generally use this feature in conjunction with the Speaker but you can hold an off line conversation at any time during a call Preventing the other person on the line from hearing you 1 Press the Mute button The other party cannot hear you The indicato
34. OUCHON uiuo r3 RE OL oH SCS SESS eem HET SE PY ec BESS Interpreting Ringer Tones 2 2 ee ee ee Interpreting Display Icons 1 2 2 ee llle Testing Your Phoni gt ss s es ooo mo RR RO ede ce eed dew we oes Testing the Telephone s Lights and Display Basic Troubleshooting Chart es Troubleshooting 4625SW Applications Resetting and Power Cycling the IP Telephone Resetting Your PHONG 2 45 uoo oom ong tae Ao OR RR Uo a Power Cycling the Phone 2 2 eee eee ee ee es Roe 24 ae Go ee oe eee Ge eee ee eae ee ee 6 4625SW IP Telephone User Guide 66 68 69 70 73 73 73 74 75 75 75 77 77 77 78 80 82 82 83 85 About This Guide Overview This guide covers how to use your new 4625SW IP Telephone The 4625SW is simple to use while offering the latest advances in telephony systems IP Internet Protocol telephones obtain their operational characteristics from your central telephone server rather than residing in the phone unit itself Updates and new features are downloaded to your phone without intervention or the need for phone replacement This guide contains eight chapters geared to how you actually use the phone each of which is described in the section titled Document Organization Intended Audience This document is intended for IP telephone users who have a 4625SW IP Telephone It is not intended to be a te
35. Return No change is made and the second Options Main screen re displays 3 If Right Left Page indicators appear in the softkey button area your phone has more than one page of Feature buttons Use the Right or Left Page Button to move to the page on which you want to re label one or more Feature buttons As you move from page to page the top display area shows the current page number 68 4625SW IP Telephone User Guide Changing a Phone PC Ethernet Interface Note Your System Administrator might have locked one or more labels so that you cannot edit them These locked labels are shaded in white When you cannot change a locked button an error beep tone sounds when you select that button 4 Select press the Feature button you want to re label The Feature Button Label Editing screen displays For reference the current label appears next to the first Feature button 5 To re label a Feature button use the dialpad and any applicable Line Feature buttons to enter the new label 13 or fewer characters To restore the default label to the selected Feature button select Clear to remove the label you previously defined See Entering Characters Using the Dialpad and Editing During or After Entry in Chapter 3 Using the Speed Dial Application for information about data entry 6 Select Save to save the new modified label or to restore the default label as applicable Alternately select Cancel to exit the screen without
36. a a 13 Password s sose xo ooo ea E 66 Password Entry during login 31 PC Ethernet Phone Interface Changing 69 Personal Ringing Options zd Phone Application cn ae Phone Application Troubleshooting the 80 Phone Feature buttons 15 Phone Screen on Answer Option 54 Phone Screen on Calling Option 54 Phone Exit button ee ees 18 Phone PC Ethernet Interface Changing 69 Placing a call on hold 27 Power Cycling the Phone 83 Push Feature sos ss 2 us o osos 19 Q Quality of Service QoS Status Viewing 59 R Receiving Calls 26 Redial button ee 14 Redial Option Setting the 53 Redialing a party rn 23 Redialing the last number called 23 Redialing using a list of the last six numbers called 23 Reinstating the Phone After a Log Off 61 Related Documentation 9 Resetting and Power Cycling the 4625SW IP Telephone llle een 82 Resetting Your Phone 82 Restoring Data from a Backup File 65 Retrieval Status ee 64 Retrieving a held call 27 Retrieving a Voice Mail Message 30 Retrieving and Restoring Data from a Backup File 65 Ringer Tones Interpreting T5 S Sending a call to another
37. active setting 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey Upon saving or cancelling the first Options Main screen displays Setting 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 flashes to alert you to an incoming call 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey Upon saving or cancelling the first Options Main screen displays Enabling Disabling the Call Log Your Call Log is a standard application that saves incoming and outgoing calls in one of three logs e Incoming Answered calls e Incoming Unanswered calls and e Outgoing calls 56 4625SW IP Telephone User Guide Personal Ringing Options Call Log Enabled active is the default For privacy purposes you can change the status to Disabled to stop call logging and delete any calls currently logged 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you
38. additional pages of symbols When selected the symbol is automatically inserted to the right of the last character in that field on that line and you automatically return to the alpha mode Issue3 November 2006 49 Using the Web Access Application Adding a Speed Dial Button for a Web Site Telephone Number Some Web sites might include the ability to pass names and associated telephone numbers to the 4625SW IP Telephone In such cases applicable Web pages display an AddToSD softkey as provided by the Web site s author 1 Press the AddToSD softkey The Speed Dial Editing screen displays to allow you to change the name or number The prompt Use dialpad to edit Number displays with the cursor positioned at the end of the Number field Note For assistance with entering information on this screen see the section in Chapter 3 Using the Speed Dial Application titled Entering Data on Speed Dial Screens Your Telephone Administrator can turn off the ability to create Speed Dial buttons from the Web application In this case the AddToSD softkey does not display If no Name Number changes are needed proceed to Step 5 To change the telephone number use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove that character and re enter the correct character To change the name press the Line Feature button on eithe
39. alphabetic character associated with that key to the right of the current cursor position This character is shown in the case displayed on the alpha softkey The cursor does not move A subsequent press of the same key replaces the character shown with the next alphabetic character assigned to that key You can use the and keys to display those symbols even in alpha and ALPHA mode For example with the Mode softkey displaying ALPHA or alpha pressing the 2 on your dialpad displays the letter A or a depending upon which alphabetic mode is active Pressing the 2 key again replaces the A with a B or b Pressing the same key again replaces the B with a C or c Pressing the same key again replaces the C with an A or a and so on Pressing a different key moves the cursor one position to the right and displays the first alphabetic character associated with that key Repeat this key press entry process to complete the text field In addition you can use the Bksp or Space softkeys to move the cursor to the left or right respectively When the Mode softkey displays Num your telephone recognizes a key press as a number or a typographic character such as or and advances the cursor one position to the right When the Mode softkey displays Symbol use the Line Feature buttons to select the desired symbol Use the More softkey or the Page Right or Page Left buttons on the phone to access
40. ay area accessed by the softkeys appearing below the display Each application is color coded to provide quick visual recognition of the application currently displayed as shown in Table 3 You can customize the color coding using the Select Display Colors option described in 4625SW IP Telephone Options Table 3 4625SW Application Color Coding Application Application Color Coding Phone Application including Redial and call related Blue messages on the top display line Speed Dial Orange Call Log Green Web Gray Options Yellow Non applications like startup registration messages etc White A brief description of each application follows Phone Application The Phone application is the primary application Use this application to make and receive calls and perform call handling operations like conference calling or transferring calls to another phone Chapter 2 Using Your 4625SW IP Telephone provides information on using the Phone application Issue3 November 2006 17 Introducing Your 4625SW IP Telephone Speed Dial Application The Speed Dial application provides access to the Speed Dial buttons that facilitate automatic dialing Use this application to e set up buttons for speed dialing e update Speed Dial Button Labels or e remove the label from a Speed Dial button Chapter 3 Using the Speed Dial Application describes how to set up update and remove labels from Speed Dial buttons Calling usi
41. ccess to the World Wide Web while offering the latest features and applications The large display area allows up to 12 application specific buttons to be presented and labeled at one time Additionally 12 Line Feature buttons 4 softkeys and other fixed buttons provide access to powerful capabilities such as e call server based features e Speed dialing e a Call Log and e a WML Wireless Markup Language a Web development protocol browser This last feature is covered in detail in Chapter 5 Using the Web Access Application The WML browser provides access to Web sites tailored specifically for devices with smaller display screens like cell phones and Personal Data Assistants In addition to these features and applications the 4625SW provides a robust menu of options to customize your phone preferences including setting color preferences Your telephone s display area coincides with how your System Administrator sets up the Line Feature buttons The 4 softkeys assist you in using 4625SW applications and features The 14 standard labeled buttons assist in telephone operation and call handling A built in two way Speaker provides ease of use and flexibility The telephone has an adjustable stand that moves to optimize your viewing position via the button on the back Figure 1 shows the face of the 4625SW IP Telephone This diagram contains numbered callouts identifying the phone s primary features and buttons If you are viewin
42. chnical reference guide for System Administrators or phone technicians Issue Date This document was issued for the first time in April 2005 and revised for software Release 2 7 in November 2006 How to Use This Document This guide is organized to help you find topics in a logical manner Read it from start to finish to get a thorough understanding of how to use your 4625SW IP Telephone or use the Table of Contents or Index to locate information specific to a task or function you want to perform Issue3 November 2006 7 About This Guide Document Organization This guide contains the following chapters Chapter 1 Introducing Your 4625SW IP Telephone Chapter 2 Using Your 4625SW IP Telephone Chapter 3 Using the Speed Dial Application Chapter 4 Using the Call Log Application Chapter 5 Using the Web Access Application Chapter 6 4625SW IP Telephone Options Chapter 7 Headsets and Handsets Chapter 8 Telephone Management and Troubleshooting Describes each element on the face of the telephone and briefly describes features and applications Covers all call related information such as initiating calls receiving calls speed dialing calling a party on the call log conferencing and transferring calls accessing and retrieving voice mail messages logging off the phone for security purposes and logging back on to the phone Describes how to add update and r
43. ckup Restore Settings Saved During 62 PURON MM rl 24 Backup Retrieval Status 64 Calling a Party from the Call Log 24 Basic Troubleshooting Chart 78 Calling a Party from the Web Access application 25 Manuals 45m a a mh 22 Redialing ic a soe km Se 23 using a Speed Dial button 23 Issue3 November 2006 85 Index Dialpad Entering Characters Using the dd Disabling the Call Log 43 Display Call Timers Option Setting the 55 Display Contrast Changing the 59 Display description cs Te Display Icons Interpreting 77 Documentation Related g Dropbutton aine n dea a a a a e a 14 Dropping the last person added to the call during Conference us m hei doy ise Bae deer a 27 E Editing During or After Data Entry 34 Enabling Disabling the Call Log 56 Entering Characters Using the Dialpad 33 49 Entering Data on Speed Dial Screens 33 Entering Text on WebPages 48 Ethernet Interface between phone and PC 69 Extension Entry during login 30 F Feature and Telephone Button Descriptions 13 Feature Button Labeling 68 Feature Key Expansion Unit Connection Jack css 14 File Transfer Protocol See FTP FTP ODpIOIS csi scu eomm ms E dese nus 66 H Handsets and Headsets
44. ckup data takes only a few seconds however while in progress no other phone activity is allowed 1 Select Retrieve Stored Data from the Backup Restore Main screen The 4625SW attempts to start FTP File Transfer Protocol to retrieve the latest backup file from the server The message FTP Retrieval in progress displays Any one of the following additional messages can display as appropriate If Then Following server connection The messages File successfully retrieved and the backup file is retrieved with Press Save to replace current data with retrieved data in the proper format data display Select Save All previous values are replaced with the backup file data The Backup Restore Main screen re displays Connection to the FTP server The message Cannot access FTP server cannot be made displays Select Retry If the connection is made review the previous messages for a successful retrieval and proceed accordingly If the connection still cannot be made the server might be busy or not functioning Select Cancel to return to the Backup Restore Main screen and try the Restore procedure again later Optionally verify with your System Administrator that the server s IP Address is correct Connection is made with the The message Cannot obtain file displays FTP server but the file is notin Contact your System Administrator for the specified directory or cannot instructions on how to proceed be retrieve
45. creen remains displayed See Application Options in Chapter 6 4625SW IP Telephone Options for details Issue3 November 2006 21 Using Your 4625SW IP Telephone Manual Dialing Dial a call manually by picking up the handset activating your headset or pressing the Speaker button 1 Pick up the handset activate your headset or press the Speaker button and dial If the Phone screen is active the first available call appearance line displays the off hook 9 icon and the background turns white If the Phone screen is not active the top display line provides call related messages If applicable the Call Timer displays at the top of the display area Note Displaying the Call Timer is optional and is set by means of the Options button See Chapter 6 4625SW IP Telephone Options for information 2 Use the dialpad to enter the number you want to call The number entered displays on the active call appearance line and the 4625SW IP Telephone initiates the call 3 Hang up the handset deactivate the headset or press the Speaker button to end the call Automatic Dialing Automatic dialing includes redialing a previously called number speed dialing a number programmed on a Speed Dial button using an administered Abbreviated Dialing Feature button to initiate a call dialing a party listed on your Call Log or dialing a party from a Web page displayed through the Web Access application Note The 4625SW IP Tele
46. d for any reason 2 If you want to return to the Backup Restore Main screen without retrieving or restoring the backup file select Cancel The retrieval or restoration of backup data is cancelled and any partially retrieved data is discarded The Backup Restore Main screen re displays Issue3 November 2006 65 4625SW IP Telephone Options Note Your Telephone Administrator can turn off the ability to make changes to the Speed Dial buttons In this case you will be able to retrieve the backup file as normal but any changes you may have made to that backup file s Speed Dial Button Label data are ignored Setting a User ID Password and other FTP File Transfer Protocol Options Your System Administrator establishes certain parameters for each 4625SW IP Telephone in your network Most parameters are established at the network server and apply to all telephones on the network Other parameters can be unique to a specific site department or group of telephones Those settings which can be unique to your phone appear on the FTP File Transfer Protocol Setup screen They are e Server IP Address the specific server to which your 4625SW IP Telephone is connected for backup restore and other network related functions If your phone has been repaired this value is set to zero and should be re established e Directory Path the server location to which your telephone s data for example Speed Dial labels names and numbers op
47. e on page 12 Phone Feature buttons are used in the Phone application and appear on the face of the telephone around the dialpad Phone buttons have an icon on the top of the button to indicate the button s function These buttons provide mostly call handling features like Transfer Conference Hold or Redial Two new Phone feature buttons are e Phone Exit used to exit call server based features and restore the phone screen to the display and e Options D used to access the Options function to set certain phone parameters and view phone server connection status and other information for troubleshooting The Page Left and Page Right buttons CC 2 between the Phone Exit and Options buttons are also considered phone buttons Use them to move forward Right Arrow or backward Left Arrow from one display screen to another These paging buttons work in conjunction with the paging indicators 4mm you may see on an application screen Paging indicators show that a screen has more than one page and allow you to navigate forward and back through those additional pages To activate the function or feature represented by a phone button just press the appropriate button Line Feature buttons d appear on both sides of the display area These buttons provide call appearances Lines and other call related features as administered by your System Administrator in the Phone application They also serve as application specific buttons
48. e this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey After saving or cancelling the first Options Main screen displays 54 4625SW IP Telephone User Guide Application Options Setting the Display Call Timers Option Your 4625SW IP Telephone can display two types of call timers The Call Timer displays in the top display area and provides the elapsed time you are connected on a call in h mm ss hours minutes seconds format The Hold Timer displays in the applicable call appearance area showing the elapsed time a call is on hold When the Display Call Timers option is set to Yes the Call Timer displays on either the active call appearance line if the Phone screen is displayed or the top display line if a screen other than the Phone screen is displayed Likewise when a call is on hold the Hold Timer displays in the corresponding call appearance area or the top display line depending on whether the Phone screen is or is not displayed This is the default setting When the Display Call Timers option is set to No neither the Call Timer nor the Hold Timer displays Call time data is still maintained by the phone for Call Log purposes 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous sett
49. eb Pages Home Page and Other Standard Size Web Pages 47 Network Audio Quality Viewing the 60 Numeric Dialing Pad 14 O Options Alternate Language cles 70 Automatic Backup a aoaaa aa ll 63 Backup File retrieval restore 65 Backup Restore l l sls 61 Backup Retrieval Status 64 Call Appearance Width 56 Call Log Enabling Disabling 56 Call Timers cles 55 Display Contrast ls 59 for applications rs 53 aU PEE 66 Interface Status cll 59 Labeling Feature Buttons 68 Message Display Rate 55 Miscellaneous Status 59 Network Audio Quality 60 Options continued Password setting 66 Personal Ringing nr Phone Screen on Answer 54 Phone Screen on Calling 54 Quality of Service QoS Status 59 Fiedial z ars ea m eoe mom RR RR Re e Es 53 Status Screen Viewing 58 User ID setting 66 Viewing IP Address Status 58 Visual Alerting sns 56 Options button llle 13 Options Main Menus Accessing the 52 Options Screens Troubleshooting 81 Options for 4625SW IP Telephone 19 P Page Right Left buttons 13 Paging indicator a oa
50. ed Review missed calls Delete one or all entries from the log displayed See detailed information about a call Return to the Call Log Main screen from a Detail screen Exit the Call Log application Then Press the Page Right button Press the Page Left button Press the Outgo softkey The Outgoing Calls Main screen displays Press the InAns softkey The Answered Calls Main screen displays Press the Missed softkey The Missed Calls Main screen displays See the section in this chapter titled Deleting Call Log Entries Press the Line Feature button to the left or right of that entry The appropriate Detail screen displays as applicable Press the Return softkey Select another application tab at the bottom of the screen Exiting the Call Log application clears the Missed Calls Log and starts re tracking missed calls The Call Log displays incoming phone numbers as they are received from the call server The Call Log displays outgoing phone numbers as you dial them or as they are stored saved in the Speed Dial application 40 4625SW IP Telephone User Guide Adding a Call Log Entry to a Speed Dial Button Adding a Call Log Entry to a Speed Dial Button To add a Call Log entry to a Speed Dial button 1 Access the Call Log application by pressing the Log softkey The Missed Calls Main screen displays If the party for whom you want to create a Speed Dial button is listed on the Missed Call
51. ed 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 Interference Using a cell mobile or GSM telephone or a two way radio in close proximity to an Avaya IP Telephone might cause interference Contents About This Guide 2222223 wo O3 o3 ow o3 wow a 7 OVSIVIOW e 4644 4 ROCA Rd ERA Oe OO Intended Audience l l llrnen 7 Issue Dale fae CASO d PG FO PO O x OY ORE EO X XR OY Or eee a 7 Howto Use This Documente ar croa seterio eredarit rn SER SSS 7 D cu ment Organiza c ium cs do chee e 28 mm RR SSS oe a 8 Conventions Used i oss ORE RHE DR OER OTHE Y A RR 8 Symbolic Conventions llle 9 Typographic Conventions 2 2 2 eee ee 9 Related Documentation 1 526 s tbe eee da em ka TR eee 9 Chapter 1 Introducing Your 4625SW IP Telephone 11 Introduction 2c 8 2 eoo o9 o ox ROSE apti CREE SLD HR SD BRS 11 The 4625SW IP Telephone lll 11 Navigating Application Screens 15 4625SW IP Telephone Applications lerem 17 Phone Applications s sac mo 9 bow x RR ASSES m OR a 17 Speed Dial Application
52. emove Speed Dial buttons to facilitate quick dialing of frequently called numbers Describes how to view entries on each of the three types of call logs add a log entry to a Speed Dial button and delete one or more call log entries Explains how to use Web access functions Provides first time use setup and ongoing maintenance procedures for 4625SW Telephone options Also covers troubleshooting certain phone functions Provides a list of headsets and handsets compatible with 4600 Series IP Telephones and ordering information Covers testing your phone s operation and provides basic troubleshooting actions if you encounter errors or experience problems Conventions Used This guide uses the following textual symbolic and typographic conventions to help you interpret information 8 4625SW IP Telephone User Guide Related Documentation Symbolic Conventions Note This symbol precedes additional information about a topic Typographic Conventions This guide uses the following typographic conventions Document Underlined type indicates a section or sub section in this document containing additional information about a topic Document ltalic type enclosed in quotes indicates a reference to an external document or a specific chapter section of an external document Italics Italic type indicates the result of an action you take or a system response in step by step procedures Conference In step by
53. ent language for the 4625SW user interface e Changing the width of displayed call appearances e Allowing the Voice message light to flash when the telephone rings e Disabling and re enabling the Call Log This chapter also covers how to verify the status of certain phone server interactions This information can be useful in troubleshooting problems or when discussing phone operation with your System Administrator Note Your Telephone Administrator can turn off your ability to set any of the options covered in this chapter If all options have been disabled pressing the Options D button displays a message confirming you cannot set change any options If a specific option has been disabled it no longer displays on corresponding row of the Options Main Screen and pressing the unlabeled Line Feature button has no effect Issue3 November 2006 51 4625SW IP Telephone Options Accessing the Options Main Menus To access the Options Main Menu 1 To access the Options application press the Options button Qe to the right of and below the softkeys i The first of two Options Main screens displays 2 Use the standard paging indicators CC 2 to move between the two Options Main screens The six options categories displayed on the first Options Main screen are as follows Application Options provides access to allow you to set the Redial option set the Phone screen display upon answering or calling options set the displa
54. erify whether an automatic backup has occurred Because each telephone system has unique characteristics and settings modifying the Backup Restore options usually requires your System Administrator s assistance For example itis unlikely that you know the specific server IP Address to enter when setting up FTP parameters without consulting your System Administrator To verify or change any of these options select Backup Restore from the second Options Main screen Doing so displays the Backup Restore Main screen containing all related Backup Restore options and settings Note On the Backup Restore Main screen check the Automatic Backup setting to determine if your phone is already set for automatic backups The default setting is Enabled meaning automatic backup will occur If your setting is Disabled automatic backup will not occur unless you change the setting to Enabled Issue3 November 2006 61 4625SW IP Telephone Options Settings Saved During a Backup When the Backup Restore Option is properly administered Backup Restore saves the following settings and preferences Personalized Ring setting Redial setting Phone Screen on Answer yes no Phone Screen on Calling yes no Display Call Timers yes no Message Display Rate slow fast Call Appearance Width half full Visual Alerting yes no Call Log Enable yes no Contrast setting Phone Application background color Speed Dial Application background color Call
55. etrievinga 30 Voice Message Light s 18 Volume Control buttons sss 14 88 4625SW IP Telephone User Guide DialButonfor 50
56. fy communications settings between the telephone and your PC if attached Select display language allows you to change the display from the current language to up to any of seven alternate languages 52 4625SW IP Telephone User Guide Application Options 3 To select an option press the Line Feature button on either side of the desired option The respective Options screen displays 4 To change the current setting press the corresponding Line Feature button The option setting may either toggle present a screen for you to specify a setting or ask you to choose from a list of alternatives 5 After changing an option use the appropriate softkey to continue 6 To exit the Options application press any of the softkeys labeled for other 4625SW applications SpDial Log and Web To return to the Phone application press the Phone Exit Ep button The procedures in the rest of this chapter describe each Options category in detail Application Options Application options allow you to change call related default options or the color of the application background You select this option from the Options Main screen accessed by pressing the phone s Options button Two Application Options screens are available The first screen provides the functionality to change call related settings The second screen allows you to set visual alerting enable disable your Call Log and select the background color displayed for each applicat
57. g added to a Speed Dial button Use up to 13 characters or press Cancel to return to the Speed Dial Main screen without adding a name If you try to enter too many characters the telephone ignores any after the maximum until you delete one or more of the characters already entered 4 After completing the Name field press the Line Feature button to the left or right of the Number field 5 Use the dialpad to enter the telephone number of the person for whom you are adding the Speed Dial button Use up to 24 characters and any of the editing Line Feature buttons to insert appropriate spaces in the number being entered Include any trunk number s needed to obtain an outside line 6 Verify the Name and Number entered in Steps 3 and 5 are correct To change an entry use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove that character and re enter that character Alternately to erase a field entirely press the Line Feature button on either side of that field then press the Clear Line Feature button You can then enter new data in the cleared field 7 When the Name and Number are correct press the Save softkey to add the information to a Speed Dial button Press the Cancel softkey to exit without saving The Name Number entry is added to the Speed Dial list in alphabetical order by Name The Speed Dial Main screen redisplays allowing
58. g correctly Basic Troubleshooting This chart provides the most common problems an end user might encounter and suggested resolutions Application specific troubleshooting This chart describes problems and solutions specific to a 4625SW application Phone Speed Dial Call Log or Web Access Resetting or power cycling your phone when Basic Troubleshooting does not resolve a problem Additionally Chapter 6 4625SW IP Telephone Options describes several status screens to use to troubleshoot certain problems as requested by your System Administrator For all other IP telephone questions or problems contact your System Administrator Interpreting Ringer Tones As you become more familiar with your IP telephone you will recognize the various tones you hear in response to an incoming call or while using the handset The chart below provides an overview of the tones you hear Check with your System Administrator to verify if the descriptions are accurate for your system Ringing Tones accompany an incoming call Feedback Tones are those which you hear through the handset receiver or the Speaker Note The PBX not the telephone generates these tones which can differ from this list This difference is especially true when the PBX is outside the United States Issue3 November 2006 75 Telephone Management and Troubleshooting Ringing Incoming Tones Meaning Half Ring ring ping Call from another extension Call
59. g this guide online you can click the callout to jump to the corresponding feature or button description Otherwise each callout is described in detail in Table 1 Issue3 November 2006 11 Introducing Your 4625SW IP Telephone Figure 1 4625SW IP Telephone 12 4625SW IP Telephone User Guide The 4625SW IP Telephone Table 1 4625SW IP Telephone Button Feature Descriptions Callout Button Feature Button Feature Number Name Description 1 Message Waiting When lit indicates you have a message waiting on your voice Lamp messaging system This indicator can also be optioned to flash for _ incoming calls 2 Display The display screen is 4 inches by 2 9 inches Information displayed varies according to the application function currently active When the phone is idle the top area displays the current date and time When someone is calling you the name phone number of that person displays in the top area The display has eight lines Six display lines are devoted to the current application One line shows softkey labels for the current application and one line shows Help and other procedural messages including missed calls The 4625SW display supports 256 different colors 3 Line Feature Twelve Line Feature buttons provide both call appearances lines for buttons incoming and outgoing calls and application specific functionality 4 Softkeys Used to navigate to or start application specific actions such as Call c a number Cancel t
60. ge you selected The second Options Main screen re displays All screens now display the new user interface language Select either No softkey The language remains unchanged and the Language Selection screen re displays Repeat the procedure from Step 2 to select a different language or select Return to return to the second Options Main screen Issue3 November 2006 71 4625SW IP Telephone Options 72 4625SW IP Telephone User Guide Chapter 7 Headsets and Handsets Introduction This chapter provides information about headsets and specialized handsets that are compatible with your IP telephone Headsets for 4600 Series IP Telephones Avaya supports only those headsets and headset adapters that carry an Avaya brand or logo There are a variety of Avaya headsets that are compatible with your 4600 Series IP Telephone To see available headsets go to http support avaya com japple css japple PAGE Productlndex and select Headsets Headsets require headset adapters connectors to operate Avaya offers three types of headset adapters for 4600 Series IP Terminals e he HIC cord which allows basic direct headset connection to your 4610SW 4621SW 4622SW and 4625SW IP Telephones 4620SW IP Telephones having one hole on the lower right side post November 2004 manufacture also use this cable e The HIP cord which allows basic direct headset connection to your 4606 4612 4624 and 4630SW IP Telephones 4620SW IP Telephones
61. ght ringing pattern options You can hear the patterns and select the one you prefer using the Personal Ringing option You select this option from the Options Main screen accessed by pressing the phone s Option button 1 To hear a ring pattern press the Line Feature button to the left or right of any numbered pattern The Current Pattern number changes to the selected pattern which rings once 2 Repeat Step 1 until your preferred pattern appears as the Current Pattern Issue3 November 2006 57 4625SW IP Telephone Options 3 Save the setting by pressing the Save softkey or to restore the previous setting without making a change press the Cancel softkey The first Options Main screen displays Note Going off hook receiving a call or losing power during ring pattern selection interrupts the process and you must start over from Step 1 Adjust the ringer volume using the Volume Control buttons as discussed in Table 1 4625SW IP Telephone Button Feature Descriptions Status Screen Viewing Options Four views of telephone and system information are available A user generally does not need to view this information However if problems occur your System Administrator might ask you to report certain values from any status screen Note Status screen data can be viewed but cannot be changed 1 Select View IP Settings from the Options Main screen accessed by pressing the phone s Option button The View Status Mai
62. handset static sudden silences gaps in speech clipped or garbled speech etc No dial tone A feature does not work as indicated in this guide for example the Redial button does not operate as described All other IP phone problems Various potential network problems might be causing the problem Access the Network Audio Quality screen described in Viewing the Network Audio Quality in Chapter 6 4625SW IP Telephone Options to provide your System Administrator with specific information related to this problem Contact your LAN Administrator with as complete a description of the problem as possible Check that both the handset and line cords into the phone are securely connected Note that there might be a slight operational delay if you unplug and reconnect the phone Reset or power cycle the phone with your System Administrator s assistance See the section titled Resetting and Power Cycling the IP Telephone for details Contact your System Administrator if these steps do not produce the desired result Verify the procedure and retry For certain features you must lift the handset first or place the phone off hook Contact your System Administrator if this action does not produce the desired result Your telephone system might have been specially programmed for certain features applicable only to your installation Contact your System Administrator 2 of 2 Issue 3 November 2006 79 Telephone Manage
63. he call If the line is busy or if no one answers return to the call by pressing the Line Feature button on which the call is being held 5 Press the Transfer Z button again The call is sent to the extension or number you dialed A two second display message indicates the transfer is complete 6 Hang up your handset Issue3 November 2006 29 Using Your 4625SW IP Telephone Retrieving a Voice Mail Message When someone leaves a message in your voice mailbox the Message Indicator V the red light at the top middle of the phone illuminates Follow your standard voice mail retrieval procedures to retrieve your messages If you have voice mail related questions contact your Telephone System Administrator Logging Off the Phone Log your 4625SW IP Telephone off to prevent unauthorized use during an absence When multiple users share a phone logging off protects your privacy by deleting your Call Log entries and allows other users to load their specific telephone features from the call server You can also log off directly through the Options menu See Chapter 6 4625SW IP Telephone Options Logging Off the 4625SW IP Telephone for details The process described here applies to all 4625SW IP Telephones Note Before you can log off ensure that the telephone is on hook and idle no call appearance lines in use To log your phone off press the Mute button then press the following numbers on the dialpad 5 6 4 6
64. he current activity Save entered data and Store a Speed Dial label 5 Phone Exit Displays the Phone application main screen or if applicable exits the D current call server based feature and normalizes the display 6 Options Displays the Options main screen from which display and application que settings can be updated 7 Page Right Left Shifts from one page to another in the same application when the display presents the paging indicator qm These buttons have dD no effect when the Paging Indicator is not displayed 8 Speaker LED Lights steadily when the Speaker is active Indicator 9 Speaker Accesses the Speaker feature 10 Headset LED Lights steadily when the headset is active Indicator 1 of 2 Issue 3 November 2006 13 Introducing Your 4625SW IP Telephone Table 1 4625SW IP Telephone Button Feature Descriptions continued Callout Button Feature Button Feature Number Name Description 11 Headset With a headset connected changes audio control from the handset QU or Speaker to the Headset 12 Mute LED Lights steadily when the Handset Headset or Speaker is muted Indicator 13 Mute Turns off the active Speaker Handset or Headset microphone to qm prevent the other person from hearing you 14 Volume Control Adjusts the handset Speaker Headset or Ringer volume depending CS on which item is in use When you increase or decrease the volume the top display area shows an Icon to indicate the item f
65. he following dialpad number button Right Arrow softkey in sequence 8 T 666 o gt Right Arrow softkey to move the cursor one space to the right 6 m 22 b 777 r 666 0 9 w 66 n After entering this sequence the display shows Tombrown By incorporating the editing Line Feature buttons during entry you format the entry as Tom Brown Your actual key press sequence should be 8 T 666 o Right Arrow softkey to move the cursor one space to the right 6 m Line Feature Button 12 Space 22 b Line Feature Button 5 Case changes the b from lower to upper case 777 4H 666 o 9 w 66 n Issue3 November 2006 35 Using the Speed Dial Application Adding a Speed Dial Button To add a Speed Dial button 1 Access the Speed Dial application by pressing the SpDial softkey The Speed Dial Main screen displays Note Your Telephone Administrator can turn off the ability to make changes to the Speed Dial buttons If this is the case you will not be shown softkeys labeled Add Edit or Delete and you cannot perform any of those actions 2 Press the Add softkey The Speed Dial Entry screen displays with a cursor in the Name field and with the prompt Use dialpad to enter Name lt 14 Note For assistance with entering information on this screen see the previous section titled Entering Data on Speed Dial Screens 3 Use the dialpad to enter the name of the person bein
66. he prompt Press Delete again to confirm displays at the top of the screen 5 Visually verify that you want to delete the Name and Number displayed then choose one of the following options If you want to Then Cancel the deletion without Press Cancel removing this Call Log entry No deletion occurs and the Call Log s Main screen displays Complete removing this Press Delete Call Log entry The entry is removed and the remaining entries on this Call Log remain sorted in chronological order The Call Log s Main screen displays 6 To exit the Call Log application press the Phone Exit D button 42 4625SW IP Telephone User Guide Disabling the Call Log Deleting All Entries from a Call Log To delete all entries from a Call Log 1 Access the Call Log application by pressing the Log softkey The Missed Calls Main screen displays 2 To clear the Missed Calls Log proceed to Step 3 To clear the Incoming Answered Calls Log press the InAns softkey to display that Call Log then proceed to Step 3 To clear the Outgoing Calls Log press the Outgo softkey to display that Call Log then proceed to Step 3 3 Press the Delete All softkey The prompt Press Delete again to confirm displays 4 Visually verify that you want to delete all entries for the Call Log then choose one of the following options If you want to Then Cancel the deletion without removing Press Cancel all of this Call Log s entries No de
67. hone Options Access the Options function using the Options A button below and to the right of the display area Using Options menus you set certain phone parameters such as display area contrast how you want the Redial button to work the language in which information displays display screen background colors when you want your saved information backed up or restored or how you want your Feature buttons labeled You can also view telephone status screens for troubleshooting or information purposes Chapter 6 4625SW IP Telephone Options covers all options Additional 4625SW Functionality Push Feature Your System Administrator can push a Web page a text message an audio message or any combination of those items to your 4625SW IP Telephone Depending on how the pushed material is administered it may override what is otherwise presented by the telephone In general the pushed content is also accompanied by one or more notification tones Specifically your System Administrator can e Use the telephone s browser to display a specific Web page instead of displaying whatever you were viewing Alternatively the System Administrator can have a Web page available in the background for you to view when you use the Web application Typically in this second case you would generally get a message on the display s top line alerting you to the waiting Web page e Present a text message on the top display line This message may te
68. hown with the next alphabetic character assigned to that key still in upper case or the number assigned to that key if all three alphabetic characters have been displayed For example pressing the 2 on your dialpad displays the letter A Pressing the 2 key again replaces the A with a B pressing it again replaces the B with a C and pressing it again replaces the C with a 2 Pressing it again redisplays the letter A and so on Pressing a different key moves the cursor one position to the right displaying the first alohabetic character associated with that key All letters after the first display by default in lower case Repeat this key press entry process to enter the rest of the party s name In addition you can use the Left Arrow 4mm and Right Arrow ms softkeys to move the cursor to the left or right respectively When entering a telephone number in the Number field your 4625SW IP Telephone recognizes a key press as a number or typographic character such as or and automatically moves the cursor to the right Issue3 November 2006 33 Using the Speed Dial Application Note You can enter text while on a call but you automatically exit text entry mode if you go off hook either by the headset handset or by a fixed button like Transfer You also exit text entry mode if you cause another screen to display for example by pressing Save or Cancel or pressing the ED button Editing During or After Entry
69. igned values A confirmation tone sounds and the display prompts Restart phone no yes Reset the phone and any Press the pound key previously assigned The display shows the message Resetting programmed values values Your IP telephone resets its Use this option only if your programmed values such as the IP Address to phone has programmed static their default values and re establishes the values server connection The display then prompts Restart phone no yes 4 Press to restart the phone or to terminate the restart and restore the phone to its previous state Note Any reset restart of your phone might take a few minutes 82 4625SW IP Telephone User Guide Resetting and Power Cycling the IP Telephone Power Cycling the Phone Use the power cycle with your System Administrator s approval Use power cycling only if the basic or programmed reset procedure cannot be performed or does not correct the problem 1 Unplug the phone and plug it back in The phone connection is re established 2 If power cycling does not correct the problem your System Administrator can perform a more severe power cycle by unplugging both the phone and the Ethernet cables A WARNING Because the type of power cycle mentioned in Step 2 involves reprogramming certain values Step 2 should only be performed by your System Administrator Issue3 November 2006 83 Telephone Management and Troubleshooting
70. ing a new entry Someone edited the FTP backup file and failed to insert a blank line at the beginning of the file and or failed to save the file in UTF 8 format Edit the file insert a blank line at the beginning of the file and save the file in UTF 8 format Contact your System Administrator if you have questions on editing the file yourself Then retrieve the file from the telephone as explained in Retrieving and Restoring Data from a Backup File 1 of 2 80 4625SW IP Telephone User Guide Problem Symptom Troubleshooting 4625SW Applications Suggested Resolution continued CALL LOG APPLICATION You cannot dial out after selecting a call log entry You cannot add an entry to the Speed Dial list Dialing from this application does not go through The Call Log is empty WEB ACCESS APPLICATION Pressing the Web softkey does not display a Web site Dialing from this application does not go through You cannot add an entry to the Speed Dial list OPTIONS No Options other than View IP Settings display 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 You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry Your administrator must administer settings for the Enhanced Dialing feature beyond the defaults Check the Options sc
71. ing without making a change press the Cancel softkey After saving or cancelling the first Options Main screen displays Setting the Message Display Rate Although rare the call server can send messages to your phone that are longer than the display area If this occurs the first and then the second part of the message each display for a specific time interval The Message Display Rate can be either Fast display interval is 2 seconds or Slow display interval is 3 seconds The default rate is Slow 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey Upon saving or cancelling the first Options Main screen displays Issue3 November 2006 55 4625SW IP Telephone Options Setting the 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 Messages show 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 Call related messages appear on the top display line 1 To change this option press the corresponding Line Feature button The Call Appearance Width changes from Full to Half or Half to Full as appropriate to the
72. ion Use the standard paging indicators to move between the two Application Options screens With the exception of changing background colors to change or set any Application screen option press the Line Feature button on either side of that option For example if an option is set to No pressing the corresponding Line Feature button changes the setting to Yes Setting the Redial Option The Redial option provides one of two redial selections e Automatically redial the last number called when the Redial button is pressed or e Display a list of the last 6 unique numbers called when the Redial button is pressed allowing you to choose the number you want redialed This is the default setting 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous setting without changing the setting press the Cancel softkey After saving or cancelling the first Options Main screen displays Issue 3 November 2006 53 4625SW IP Telephone Options Setting the Phone Screen on Answer Option When the Phone Screen on Answer option is set to Yes the Phone screen appears in the display area when you answer a call regardless of the screen with which you are working You lose any unsaved work in progress for example labeling a Speed Dial button when the Phone screen displa
73. ke those of a Personal Data Assistant PDA or cellular telephone This chapter describes the basic functions available with the Web Access application These functions include e accessing and navigating pages linked to the Home page e entering text on applicable Web pages and e setting up a Speed Dial entry for a name and associated telephone number found on applicable Web sites Because your System Administrator can customize the Web Access application for specific business use not all features described in this chapter may apply Other features that result from customizing may not be described here For this reason contact your System Administrator for specific information about your Web Access application before proceeding Because customizing can affect the flow of Web related activity this chapter describes only the primary Web screen types Issue3 November 2006 45 Using the Web Access Application Web Access Authentication Depending on how your Web Access application is administered you might have to provide identification before gaining access to Web pages If you do not know your User ID or Password contact your System Administrator for assistance 1 If the Web Authentication input screen displays after selecting the Web softkey use the dialpad to enter your User ID or Name Note For information on entering text using the dialpad see the section in this chapter titled Entering Characters Using the Dialpad
74. keys display Done Bksp and Space with the fourth softkey labeled alpha by default This softkey is called the Mode softkey because it changes the mode of text being entered Any reference in this manual to the Mode softkey refers to the fourth softkey when entering text on Web pages 2 Use the dialpad to enter text Use the softkey functions to facilitate your entry as described below If you want to Then Enter text If you are unfamiliar with 4625SW Web text entry see Entering Characters Using the Dialpad below When you complete the current field text line either press the Line Feature button to the left of the next text line you want to enter press one of the Line Feature buttons on the right side of the display to move to a different line or page or press the Done softkey Pressing a left side Line Feature button displays a cursor in the text entry box Pressing a right side Line Feature button produces the result indicated by the symbol next to that button Pressing Done deactivates the text entry mode Erase any data Press the appropriate application specific softkey entered and restore for example Clear the text entry line to Any characters entered are removed its original format Note Application specific softkeys are determined by the application developer therefore the method of erasing or clearing entered text is subject to the application s design Save the text you Press the appropriate applicatio
75. lays Then press that button The number dials automatically and the screen displays the appropriate call appearance line as active Note Usually you can re label administered Feature buttons as you see fit as described in Feature Button Labeling on page 68 Calling a party from the Call Log Your 4625SW IP Telephone maintains a log of up to 90 outgoing incoming answered and incoming unanswered calls to from your phone Each log can have up to 30 calls 1 To call a party listed in the Call Log press the Log softkey at the bottom of the display area The first six missed calls display one name number per button and the prompt Select entry for details appears at the top of the display area 2 If the party you want to call is in a different Call Log press the softkey that represents the Call Log where that entry appears either Outgo or InAns The selected Call Log displays 24 4625SW IP Telephone User Guide Making Calls 3 If the party you want to call appears proceed to Step 4 If the party you want to call is not displayed press the Page Right 55 button to display the next page of entries Continue until the number party you want displays You can also press the Page Left button to display the preceding page of entries 4 Press the Line Feature button associated with the name number of the person you want to call The associated Call Detail screen displays 5 Select Call The phone goes off hook a
76. letion occurs and the Call Log s Main screen displays Complete the deletion of all entries for Press Delete this Call Log The entries are removed The Call Log s Main screen displays 5 To exit the Call Log application press the Phone Exit D button Disabling the Call Log If desired you can disable your Call Log See Enabling Disabling the Call Log in Chapter 6 4625SW IP Telephone Options for details Issue3 November 2006 43 Using the Call Log Application 44 4625SW IP Telephone User Guide Chapter 5 Using the Web Access Application Introduction One of the exciting aspects of the 4625SW IP Telephone is its optional Web Access application You can actually use your telephone to access your corporate intranet and the World Wide Web Your System Administrator can optionally design a Home page on which your Web options reside or use an Avaya provided Home page for this purpose For security purposes your System Administrator can optionally require that an authentication screen display upon selection of the Web Access application In this case you must submit a User Name and Password before gaining access to the Home and other Web pages sites Note that the Web Access application offers a basic browser capability The application does not support all Internet data types nor is it intended to replace your PC s browser The 4625SW s Web functions are geared towards use on a small six line display screen more li
77. ment and Troubleshooting Problem Symptom Troubleshooting 4625SW Applications Suggested Resolution GENERAL A feature does not work as indicated in this guide or does not work as it had previously worked You are logging on to a new telephone and your old data and settings are not being displayed PHONE APPLICATION SPEED DIAL APPLICATION You cannot dial out using any Speed Dial button You cannot add an entry to the Speed Dial list At least one Speed Dial entry is missing or contains erroneous characters Verify the procedure and retry Check below to troubleshoot the specific application with which you are working Ensure that any options have not been changed Contact your System Administrator if these actions do not produce the desired result Your new telephone is not retrieving data from the same location as your original telephone or you need to provide a User Name and Password Follow the procedure in Setting the Automatic Backup Option to administer your current telephone with the necessary parameters If this procedure does not solve the problem contact your System Administrator Review the previous section Basic Troubleshooting Chart Verify 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 You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before add
78. mporarily overwrite whatever is otherwise displayed on the top line e Present an audio message even if you are on a call If you are not on a call the telephone usually goes off hook automatically on the Speaker If you are on a call the party with whom you are speaking is automatically put on Hold and cannot hear the pushed message Once you start hearing the pushed message you can stop listening by selecting a Call Appearance Line for example the line you were on when the pushed message came in going back on hook etc Typically though pushed audio messages involve emergencies or other important information and should be listened to Once a message completes you can return to your existing call Issue3 November 2006 19 Introducing Your 4625SW IP Telephone Automatic Retrieval Feature If your telephone is appropriately administered see Backup Restore Options you can store your Speed Dial button data options settings and other personal settings on an FTP File Transfer Protocol server in your network When you log in to any 4625SW IP Telephone that telephone attempts to retrieve your data from that server Assuming both telephones the original phone and the second phone are properly administered this second telephone displays your data and settings even if you have never used that particular phone before Your System Administrator has more information about how this feature operates 20 4625SW IP Telephone User Guide
79. n Screen displays 2 To select any option on this screen press the Line Feature button on either side of that option When a screen has more than one page the Paging Indicator displays Use the Page Right or Page Left Indicator buttons to scroll from one page to another as applicable 3 To return to the first Options Main screen from any status screen press the Return softkey Each option is described in the following sub sections Viewing IP Address Status IP Internet Protocol Address information encompasses two screens and identifies certain components and connections IP Address information includes the location address of your phone on your system s Call Server the location and port connection of the Call Server itself the call routing and mask addresses and e the identification of the File Server with which your telephone interacts Although technical in nature your System Administrator might ask you for information to track questions about or problems with phone functions or connections 58 4625SW IP Telephone User Guide Changing the Display Contrast Viewing Quality of Service QoS Status QoS refers to several mechanisms used to improve audio quality over the network Viewing Interface Status Your phone interacts with several system hardware devices and system software This screen provides information about three of the main interfaces Viewing Miscellaneous Status Three miscellaneous stat
80. n specific softkey have entered for example Submit or Save Note Application specific softkeys are determined by the application developer therefore the method of saving entered text is subject to the application s design 1 of 2 48 4625SW IP Telephone User Guide Entering Text on Web Pages If you want to Then continued Change the case of Press the Mode softkey until ALPHA upper case or alpha an alphabetic lower case displays as appropriate Then use the dialpad to character to from select the characters you want to appear in that case lower the default to Mode alpha displays all characters entered in lower case upper case and is the default mode Mode ALPHA displays characters in upper case Pressing the softkey toggles from one mode to the next Enter a numeric Press the Mode softkey until Num displays then use the character s dialpad to select the appropriate number s Place a symbol in Press the Mode softkey until Symbol displays If the desired the text entry field symbol is not currently displayed press the More softkey to view additional symbols To insert a symbol press the Line Feature button to the right left of the desired symbol as appropriate 2 of 2 Entering Characters Using the Dialpad Use the dialpad keys 0 through 9 and to enter characters in a text entry field line When entering a name or other alphabetic text the first press of a dialpad key displays the first
81. nd the selected party s number is dialed If the Phone Screen on Calling option is set to Yes as described in Chapter 6 4625SW IP Telephone Options the Phone application screen displays A Call Log entry is created for this call Note If your administrator has set up the Enhanced Dialing feature selecting Call causes the 4625SW to automatically add any appropriate digits such as those required to get an outside line to phone numbers in the Missed and InAns Call Logs If you press Call but the call does not go through check with your Telephone Administrator to ensure that the Enhanced Dialing feature is set up properly for your environment 6 Proceed with the call as usual See Chapter 4 Using the Call Log Application for more information about the Call Log Calling a party from the Web Access application Your 4625SW s optional Web Access application can automatically dial Web links designated by the Web page author as phone numbers To call a party using a Web link just select that link Note If your administrator has set up the Enhanced Dialing feature selecting a link to call a party causes the 4625SW to automatically add any appropriate digits such as those required to get an outside line to phone numbers If you select a call link but the call does not go through check with your Telephone Administrator to ensure that the Enhanced Dialing feature is set up properly for your environment Issue3 November 2006 25
82. ndicator next to the Speaker button lights and voice control is handled by the Speaker Turning the Speaker on during a call Press the Speaker P button The Speaker indicator next to the Speaker button lights The Speaker is now operational 28 4625SW IP Telephone User Guide Call Handling Features Turning the Speaker off during a call Lift the handset or activate the headset at any time The Speaker and the corresponding indicator light turn off Voice control reverts to the handset headset Ending a call while the Speaker is active Press the Speaker button The Speaker and the corresponding indicator light turn off and the call terminates Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number Sending a call to another telephone 1 With the call active or with only one held call and no active calls press the Transfer 5 button The call is placed on hold The Hold Wig icon displays and you hear a dial tone while the next available line activates 2 Dial the number to which you want to transfer the call 3 If you do not want to announce the call press the Transfer Z button again and proceed to Step 6 If you wish to wait for an answer and announce the call see Step 4 The call is sent to the extension or number you dialed A two second display message indicates the transfer is complete 4 Remain on the line and announce t
83. nformation 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 Warranty Avaya Inc provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available through the following Web site http www avaya com support Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Avaya support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Software 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
84. ng a Speed Dial button is covered in Chapter 2 Using Your 4625SW IP Telephone Call Log Application The Call Log application provides three lists each showing up to 30 outgoing incoming answered or missed calls Use this application to call a person directly from the Call Log or to add a log entry s name and phone number to a Speed Dial button In addition you can disable the Call Log for privacy purposes by setting the Call Log Disable option as described in Chapter 6 4625SW IP Telephone Options Chapter 4 Using the Call Log Application covers viewing deleting log entries and adding a Call Log entry to a Speed Dial button Making a call from the Call Log is covered in Chapter 2 Using Your 4625SW IP Telephone Web Access Application Optional The Web Access application allows you to access Web pages reachable through links from a Home page and connected pages This application is optional and is specifically administered by your System Administrator Depending on the Home page links available you can browse Corporate intranet sites or browse the World Wide Web Chapter 5 Using the Web Access Application covers navigating Web access screens and pages and provides information about entering text on Web pages Making a call from the Web Access application is covered in Chapter 2 Using Your 4625SW IP Telephone 18 4625SW IP Telephone User Guide Additional 4625SW Functionality 4625SW Telep
85. no server name is currently assigned or IP Address or DNS name 17 if you are modifying an existing server address Use the dialpad and any applicable Line Feature buttons to enter the 16 character or fewer server address name See Entering Characters Using the Dialpad and Editing During or After Entry in Chapter 3 Using the Speed Dial Application for information about data entry Select Save to save the setting and return to the FTP Settings Main screen Select Directory Path The FTP Directory Path Input screen displays The top display area prompts FTP Directory Path lt 23 Enter the path provided by your System Administrator 22 or fewer characters using the dialpad and any applicable Line Feature buttons See Entering Characters Using the Dialpad and Editing During or After Entry in Chapter 3 Using the Speed Dial Application for information about data entry Select Save to save the setting and return to the FTP Settings Main screen Alternately you can select Clear to remove the current path prior to entering a new path or you can select Cancel to return to the Backup Restore Main screen without changing the current path Select User Name The FTP User Name Input screen displays The top display area prompts FTP User Name lt 16 Use the dialpad and any applicable Line Feature buttons to enter the User Name 15 or fewer characters that gives you access to the server Either your System Administrator
86. nt log if desired Each log has a main screen which lists the calls in chronological order newest to oldest and a detail screen The main screens provide the Name and Number of the calling or called party if available The Main screens also provide a time for the current date or date for calls prior to the current date As you access each main screen a border appears around the corresponding softkey and that softkey label appears in color to emphasize which log is displayed The details screen displays all this information in a wider format reminds you of what type of call it was and allows you to take certain actions with that entry Each Call Log can contain a maximum of 30 entries When a log contains more than six entries Page Right and Page Left buttons help you scroll through the log six entries at a time Calls are listed in order from top to bottom the most recent call first Issue3 November 2006 39 Using the Call Log Application Viewing a Call Log To view a Call Log 1 Access the Call Log application by pressing the Log softkey The Missed Call Log Main screen displays the Caller s name number and time date of the first six unanswered calls Note All Call Log screens have the same fields characteristics and softkeys 2 Choose one of the following options If you want to Review the next six calls Review the last six calls Review outgoing calls you made Review calls you received and answer
87. or which you are adjusting the volume A visual volume meter that shows the E volume level follows the icon Set volume to zero by selecting one level below the minimum level shown The Volume button also controls the volume of the key click sounds Key clicks sound when you press fixed buttons on the phone such as the dialpad or softkeys 15 Headset Jack Provides a port for connecting a headset on the underside of the phone 16 Hold Red button used to place a call on hold 17 Transfer Transfers a call to another phone 18 Conference Sets up conference calls with more than one other person 19 Drop Drops the last person added to a Conference call or ends the current qu call if you are not on a Conference call 20 Redial Redials the last number dialed from the phone or displays a list of the last six numbers dialed for selection Set using the Options button ED described in Chapter 6 4625SW IP Telephone Options 21 Numeric Dialing Standard 12 button pad for dialing phone numbers Pad 22 Feature Key Not currently applicable to the 4625SW IP Telephone Expansion Unit Connection Jack 2 of 2 14 4625SW IP Telephone User Guide Navigating Application Screens Navigating Application Screens Your 4625SW IP Telephone uses Phone Feature buttons Line Feature buttons and Softkeys to allow you maximum flexibility in phone operation and application usage While reviewing this section it can help to refer to Figure 1 4625SW IP Telephon
88. our LAN Administrator might ask you to display this screen to diagnose or troubleshoot audio problems Although technical in nature this screen provides information that can help identify causes of poor audio quality Note The Network Audio Quality button displays only when you are on a call off hook 1 Select Network Audio Quality from the Options Main screen accessed by pressing the phone s Option button If administered the Audio Status screen displays 2 To return to the first Options Main screen press the Return softkey Logging Off the 4625SW IP Telephone Log your telephone off to prevent unauthorized use during an absence or for privacy purposes Locate the Log Off option on the first Options Main screen CAUTION Logging off deletes all Call Log entries and returns any options you might have changed to their default values 1 To log your phone off from any application screen press the Options button to the right of and below the softkeys The first of two Options Main screens displays 2 Select the Line Feature button on either side of the Log Off option The Log Off screen displays the prompt Do you want to log off 3 To proceed select the Line Feature button on either side of Yes To return to the Options Main screen without logging off select the Line Feature button on either side of No Selecting Yes unregisters your phone from the call server deleting your Call Log entries and returning any option
89. p Restore Main screen In Progress The 4625SW IP Telephone is currently backing up your data Failed Backup could not be performed for example the server could not be accessed the backup file cannot be accessed etc Successful Data was successfully retrieved with no problems noted N A No retrieval was initiated In Progress The 4625SW IP Telephone is currently retrieving your data Failed Retrieval could not be performed for example the server might not be functioning the backup file cannot be accessed etc Successful Data of this type Speed Dial Feature buttons or Options was retrieved without problems N A No retrieval of the associated Speed Dial Feature buttons or Options data started Failed At least one invalid value was identified for the applicable data category Speed Dial Feature buttons or Options No retrieval of this type of data occurred Note In the event of backup retrieval failure the bottom line displays the last error message associated with the most recent attempt 64 4625SW IP Telephone User Guide Backup Restore Options Retrieving and Restoring Data from a Backup File Restoring data from your most recent backup file is a two step process First you start backup file retrieval usually following a system failure or phone replacement Then you confirm that you want the retrieved data to replace the phone s current data Note Retrieving and restoring ba
90. phone often receives telephone numbers through the Call Log or Web Access application that are not immediately dialable For example the Call Log might contain an incoming call from the following U S phone number 732 555 1234 In general if you try to dial that number as is the call cannot go through first you have to dial one or more digits to obtain an outside line access your corporate telephone network or add some other code before you can return the call The 4625SW IP Telephone can if appropriately administered automatically dial those extra digits for you So with one touch the telephone automatically dials 91 732 555 1234 Your telephone administrator has information on setting up this Enhanced Dialing capability If all lines are in use automatic dialing will not work 22 4625SW IP Telephone User Guide Making Calls Redialing a party Depending on how you have set up your Redial option selecting Redial automatically dials the most recent number dialed or displays a list of the last six outgoing calls for selection of the number to be dialed Chapter 6 4625SW IP Telephone Options covers setting the Redial feature Both procedures follow Note Your Telephone Administrator can turn off the Redial feature or can restrict your phone to dialing only the last number dialed If the Redial feature is turned off pressing the Redial button generates an error tone If the Redial feature is restricted to only the last n
91. provides the name or you select this name using parameters provided by the administrator See Entering Characters Using the Dialpad and Editing During or After Entry in Chapter 3 Using the Speed Dial Application for information about data entry Select Save to save setting and return to the FTP Settings Main screen Select Password The FTP Password Input screen displays The top display area prompts FTP Password lt 13 Use the dialpad and any applicable Line Feature buttons to enter the Password using parameters provided by your System Administrator Select Save to save the setting and return to the FTP Settings Main screen Select Cancel No change is made and the FTP Settings Main screen re displays 3 Repeat this procedure from Step 1 for each FTP setting you want to add or modify Issue 3 November 2006 67 4625SW IP Telephone Options Feature Button Labeling Line Feature buttons appear on both sides of the telephone s display area These buttons provide call appearances Lines These buttons also provide other call related features provided with your telephone system or administered by your System Administrator in the Phone application Line Feature buttons also serve as application specific buttons in other applications such as the Call Log You can use the Feature Button Labeling option to re label any of the Phone application Line call appearances and or Feature buttons For example one of
92. r next to the Mute button lights when Mute is active 2 To reinstate two way conversation press the Mute 5 button again Issue3 November 2006 27 Using Your 4625SW IP Telephone Speaker A two way built in Speaker allows you to place and answer calls without lifting the handset Note It is also possible to disable the Speaker feature or limit it to one way operation If your Speaker does not operate as indicated contact your System Administrator to ensure that your telephone s Speaker is properly administered Placing or answering a call without lifting the handset or using the Speaker with any feature 1 Press the Speaker P button The indicator next to the Speaker button lights and the Speaker handles voice control The first available call appearance line activates 2 Place or answer the call or access the selected feature 3 Adjust the Speaker volume if needed by pressing the Volume Control Carl button until you reach the desired volume level As you press the Volume Control button the top display area shows the volume level Changing from the Speaker to the handset or headset Pick up the handset or activate the headset The Speaker indicator next to the Speaker button goes off and audio control reverts to the handset or headset as applicable Changing from the handset or headset to the Speaker Press the Speaker ED button then hang up the handset the headset is automatically deactivated The i
93. r side of the Name field to move from the Number to the Name field Use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove that character and re enter the correct character When the Name and or Number are updated press the Save softkey to add the information to a Speed Dial button Press the Cancel or Delete softkey to exit without saving The Name Number entry is updated and all Speed Dial buttons are re sorted in alphabetical order by Name The Speed Dial Main screen re displays To exit the Speed Dial application press the Phone Exit button or select another application if applicable 50 4625SW IP Telephone User Guide Chapter 6 4625SW IP Telephone Options Introduction This chapter describes how to set or view phone parameters including e Displaying the Phone screen upon dialing answering e Personalizing the ringing pattern e Determining how you want the Redial feature to work redial the last number called or select from a list of the last six calls e Displaying the Call Timer e Changing the rate at which messages display e Changing the display area s contrast e Logging off e Changing the background colors of your application screens e Backing up and restoring Speed Dial button data Feature Button Labels and options settings e Personalizing Feature Button Labels e Selecting a differ
94. re on a call and the display suddenly shows Discovering the network connection between the telephone and the call server was interrupted but your call stayed connected The telephone automatically starts to re register with the call server but until re registration succeeds you do not have access to switch features and functionality such as Transfer or to administered feature buttons If you cannot resolve the problem based on the message received contact your System Administrator for resolution See Phone does not activate after connecting it the first time Check all lines into the phone to ensure that it is properly connected Check the power source to ensure that your telephone is receiving power Perform the following Test procedure with the telephone idle on hook press and release the Mute button 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 might need to be replaced If these suggested solutions do not resolve the problem reset or power cycle the phone with your System Administrator s assistance 1 of 2 78 4625SW IP Telephone User Guide Problem Symptom Basic Troubleshooting Chart Suggested Solution continued Audio quality is poor specifically you hear an echo while using a
95. reen to ensure that the Call Log is not Disabled Many events can clear the Call Log including power failures restarting the telephone after logging off etc Check with your LAN Administrator to determine if the Web server is not operating if there are network connectivity problems or other network problems Your administrator must administer settings for the Enhanced Dialing feature beyond the defaults You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry Your administrator has turned off all user settable options 2 of 2 Issue 3 November 2006 81 Telephone Management and Troubleshooting Resetting and Power Cycling the IP Telephone Reset your IP telephone when other troubleshooting suggestions do not correct the problem or after being advised to do so by your System Administrator CAUTION Use a Power Cycle only with the approval of your System Administrator and only when a reset does not resolve the problem Power cycling might cause stored information such as options and settings to be lost Resetting Your Phone This basic reset procedure can resolve most problems 1 Press the Mute button 2 Using the dial pad press the following keys in sequence 7 37 3 8 The display shows the message Reset values no yes 3 Choose one of the following If you want to Then Reset the phone without Press asterisk resetting any ass
96. rrent Web page Move down the Web page one text line from the line currently highlighted Move up the Web page one text line from the line currently highlighted Move the Web page down one page to see the next six lines Move the Web page up one page to see the previous six lines Traverse multiple pages Use a link to go to another page Note Then Press J Line Feature button 9 Any Web page loading processing stops and the Home page displays Press E Line Feature button 10 Any Web page loading processing stops and the current page redisplays Press Line Feature button 11 Press Line Feature button 8 Press Line Feature button 12 Press amp Line Feature button 7 Press the Page Right or Page Left button to navigate to the next or previous page respectively Press the Line Feature button to the left of the line that displays an underlined link You can view and scroll through images if any are presented as well as text Issue3 November 2006 47 Using the Web Access Application Entering Text on Web Pages Text entry pages are those on which you can enter data for example a name a Web address URL or other identifying information A set of square brackets each separated by three blank spaces identifies a page s text entry areas 1 To enter data first press the Line Feature button to the left of the line on which you want to enter text 5 Four new soft
97. s Log proceed to Step 3 If the Missed Call Log does not list the party for whom you want to create a Speed Dial button press the softkey for that entry s Call Log Outgo InAns The Outgoing or Incoming Answered Call Log Main screen displays as applicable Press the Line Feature button to the left of the party for which you want to create a Speed Dial button The Detail screen for that entry displays If the AddToSD softkey is not displayed either your Telephone Administrator has turned off the ability to make changes to the Speed Dial buttons or the maximum number 108 of Speed Dial buttons have labels In the latter case you cannot add a new entry unless you first remove an existing entry Press the AddToSD softkey The Speed Dial Editing screen displays to allow you to make a change to the name or number The prompt Use dialpad to edit Number 25 displays with the cursor positioned at the end of the Number field Note For assistance with entering information on this screen see the section in Chapter 3 Using the Speed Dial Application titled Entering Data on Speed Dial Screens If no Name Number changes are needed proceed to Step 8 To change the telephone number use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to right of the character s to be changed Press the Backspace button to remove that character and re enter the correct character To change the name press
98. s you might have changed to their default values Selecting No displays the first Options Main screen Your phone remains logged on to the network and your Call Log and options values remain unchanged 60 4625SW IP Telephone User Guide Backup Restore Options Reinstating the Phone After a Log Off When your phone is logged off the top line displays Ext 1 To reinstate your phone following a log off use the dialpad to enter your Extension Number then press the Pound key The display prompts for entry of your password 2 Using the dialpad enter your PBX switch Password then press the Pound key The phone is now ready for use Backup Restore Options The 4625SW IP Telephone s backup and restore options allow you to e Save your options preference settings your Speed Dial Button Labels Names and Numbers and Feature Button Labels This occurs automatically whenever you save a change to any one of those settings or buttons Automatic backup protects this data against system failure by allowing you to restore your backup file of active settings and button labels e Restore Options settings Speed Dial Button Labels Names and Numbers and Feature Button Labels following a phone failure or replacement e Establish or modify FTP File Transfer Protocol settings such as the network server address directory path for saving backed up data and a User ID and Password for server access through your phone e V
99. sonal Ringing Options clle 57 Status Screen Viewing Options cll rns 58 Viewing IP Address Status ee rnnt 58 Viewing Quality of Service QoS Status 59 Viewing Interface Status 2 2 ee 59 Viewing Miscellaneous Status 59 Changing the Display Contrast lll sn 59 Viewing the Network Audio Quality rn 60 Logging Off the 4625SW IP Telephone c 2 eee eee 60 Reinstating the Phone After a Log Off ll 61 Backup Restore Options c rrr 61 Settings Saved DuringaBackup 62 Setting the Automatic Backup Option sn 63 Verifying Backup Retrieval Status Ln 64 Retrieving and Restoring Data from a Backup File 65 Issue3 November 2006 5 Contents Setting a User ID Password and other FTP File Transfer Protocol Options lens Feature Button Labeling 5 5422 onse xx E ee Changing a Phone PC Ethernet Interface Selecting an Alternate Language ee et Chapter 7 Headsets and Handsets jn co s DTI ETT Headsets for 4600 Series IP Telephones 2 26 eee eee ees Handsets for 4600 Series IP Telephones ls Chapter 8 Telephone Management and Troubleshooting INMG
100. tering information on this screen see the previous section titled Entering Data on Speed Dial Screens To change the telephone number use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove the character s and re enter the character s The Number field allows up to 24 characters Note Pressing Delete while in the Name or Number field allows you to delete the entire Speed Dial Label as covered in the next section Deleting a Speed Dial Button Label Alternately pressing Cancel at any time returns you to the Speed Dial Main screen without updating the label Issue3 November 2006 37 Using the Speed Dial Application 6 To change the name press the Line Feature button to the left of the Name field Then use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove the character s and re enter the character s The Name field allows up to 13 characters 7 When the Name and or Number is updated press the Save softkey to add the information to a Speed Dial button Press the Cancel softkey to exit without saving The Name Number entry is updated and all Speed Dial buttons are re sorted in alphabetical order by Name The Speed Dial Main screen redisplays 8 To update another Speed Dial button repeat this procedure from
101. the Line Feature button on either side of the Name field to move from the Number to the Name field Use the Left Arrow softkey and or the Right Arrow softkey to move the cursor to the right of the character s to be changed Press the Backspace button to remove that character and re enter the correct character After you update the Name and or Number press the Save softkey to add the information to a Speed Dial button Press the Cancel or Delete softkey to exit without saving The Name Number entry is updated and all Speed Dial buttons are re sorted in alphabetical order by Name The Speed Dial Main screen re displays To exit the Speed Dial application press the Phone Exit D button Issue3 November 2006 41 Using the Call Log Application Deleting Call Log Entries You can delete a single Call Log entry or all entries on a specific Call Log Deleting a Single Call Log Entry To delete a single Call Log entry 1 Access the Call Log application by pressing the Log softkey The Missed Calls Main screen displays 2 If the entry to be deleted is shown proceed to Step 3 If the entry to be deleted is not shown use the Arrow keys to scroll through the Missed Calls Log or press the softkey for that entry s Call Log Outgo InAns 3 With the entry to be deleted displayed press the Line Feature button that corresponds to that entry The selected entry s Detail screen displays 4 Press the Delete softkey T
102. tions and Feature Button Labels is sent during a backup and from which data is restored e User ID and Password unique identifiers assigned to a phone user for server security purposes Note All FTP settings are set to blank upon phone manufacture and repair Because FTP information can impact both server operation and the proper backup of your phone data contact your System Administrator before updating any settings The User ID and Password in the following procedure provide access to your server Such access allows you to perform backup and other future server related features The User ID and Password are not the Avaya Communication Manager registration ID and Password which identify you as an authorized user of your respective system 1 To update any of the FTP settings select FTP Setup from the Backup Restore Main screen The FTP Settings Main screen displays 66 4625SW IP Telephone User Guide Backup Restore Options 2 Choose one of the following options If you want to Add or update the server IP Address Add or update the directory path to which backup saves your data Add or update the Server User Name Add or modify your Server Password Return to the FTP Settings Main screen without changing the selected FTP setting Then Select the Line Feature button next to Server IP Address The FTP Server Adaress Input screen displays The top display area prompts Enter IP address if
103. umber dialed follow the instructions below for Redialing the last number called Redialing the last number called Press the Redial Feature button The last number dialed is automatically redialed Redialing using a list of the last six numbers called 1 Press the Redial Feature button The Redial screen displays the last six unique numbers dialed and the prompt Select number to dial appears at the top of the display 2 Press the Line Feature button associated with the number you want to redial If the call can be dialed the Phone application screen displays and the selected number dials automatically If the selected number cannot be dialed for example if all call appearance lines are currently on Hold all Redial entries are disabled If you press a number for redialing while in this state an error beep tone sounds and no further action occurs 3 Proceed with the call A Call Log entry is created for this call Dialing a party using a Speed Dial button Automatic dialing of pre stored numbers is the most common method of automatic dialing You can set up Speed Dial buttons and select the party you want to call by pressing that button For information on setting up Speed Dial buttons see Chapter 3 Using the Speed Dial Application Because the 4625SW IP Telephone s advanced capabilities allow up to 108 speed dial entries speed dialing as described here is convenient and efficient 1 Press the SpDial softke
104. us screens provide additional information about your telephone and its connections such as the model serial number and MAC address Changing the Display Contrast On first time startup your 4625SW IP Telephone s display area contrast is set to a mid level To adjust it to better suit your work environment and lighting 15 contrast levels are available Note You might not be able to distinguish between all 15 contrast level settings Some of the upper and or some of the lower contrast level settings might appear identical to adjacent settings This is normal 1 Select the Contrast Control option from the Options Main screen accessed by pressing the phone s Option button 2 To brighten the contrast press the Right Arrow softkey until you reach the desired contrast level To dim the contrast press the Left Arrow softkey until you reach the desired contrast level Each softkey press results in the level being increased or decreased depending on which arrow softkey you press Chevron symbols provide visual confirmation of the current level 3 Save the contrast level you set by pressing the Save softkey or to restore the previous setting without changing the contrast press the Cancel softkey The first Options Main screen displays Issue3 November 2006 59 4625SW IP Telephone Options Viewing the Network Audio Quality In the event you experience poor audio quality during a call the problem is likely with your network Y
105. y at the bottom of the display screen The first twelve Speed Dial buttons display one name number per button and the prompt Select entry to dial appears at the top of the display area Issue3 November 2006 23 Using Your 4625SW IP Telephone 2 If the party you want to call appears on the display proceed to Step 3 If the party you want to call is not shown press the Page Right 5 button to display the next page of entries Continue until the number party you want displays You can also press the Page Left E button to display the preceding page of entries 3 Press the Line Feature button associated with the name number of the person you want to call The number of the selected person dials automatically 4 Pick up the handset activate the headset or use the Speaker to proceed with the call 5 Hang up the handset deactivate the headset or press the Speaker Gp button to end the call Automatically dialing a party using an administered Line Feature button Your System Administrator can program individual numbers on Line Feature buttons this is called Abbreviated Dialing If so such numbers display on the Phone application screen with labels assigned by the System Administrator If the label for the number you want to call appears in the display area press the appropriate button or Press the Page Right or Page Left button s below the display area until the label of the party you want to call disp
106. y of Call Timers set the Message Display Rate set the Call Appearance Width set Visual Alerting flashing message light on incoming calls enable disable the Call Log and select application display colors Personal Ringing provides access to the Personal Ringing Selection screen to set a ring pattern other than that provided with your phone View IP Settings provides access to the View Status Main screen from which you can view IP Address information status quality of service audio and signaling status interfaces status and miscellaneous phone status data Contrast Control provides access to the Contrast Option screen on which you adjust the 4625SW s display area contrast Log Off allows you to log the phone off for privacy and security purposes Network Audio Quality provides access to the Audio Status screen on which you can troubleshoot network delay and audio quality Note that this option displays only when you are on a call The four options categories displayed on the second Options Main screen are Backup Restore provides access to the Backup Restore Main screen from which you can set automatic backups of Speed Dial Options and Feature Button Label data restore the previous backup file set up and verify the status of your File Transfer Protocol FTP Feature Button Labeling allows you to customize a label on a Feature button if desired PC Ethernet Interface allows you to speci
107. ys The only exception is the Web Access application which remembers the current Web page When the Phone Screen on Answer option is set to No answering an incoming call has no impact on the application screen displayed The top display line however provides an appropriate message This is the default setting 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or save this setting by pressing the Save softkey To restore the previous setting without making a change press the Cancel softkey After saving or cancelling the first Options Main screen displays Setting the Phone Screen on Calling Option When the Phone Screen on Calling option is set to Yes the Phone screen appears in the display area when you make a call regardless of the screen with which you were working You lose any unsaved work in progress for example labeling a Speed Dial button when the Phone screen displays The only exception is the Web Access application which remembers the current Web page When the Phone Screen on Calling option is set to No making a call has no impact on the application screen displayed The top display line however provides an appropriate message This is the default setting 1 To change this option press the corresponding Line Feature button 2 Press the Line Feature button for the next setting you want to change or sav

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