2402/5402 User Guide
Contents
1. To switch off your handset headset microphone 1 Press Mute The lamp beside MUTE is lit 1 To switch off press Mute again The lamp beside MUTE is unlit 2402 and 5402 User Guide Page 7 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide Hold If with a call in progress a second call arrives and is shown against a Call Appearance key you can hold the first call and answer the second call To put an existing call on hold 2 Press Hold The symbol changes to w showing that the line is on hold 2 To answer the second call press the Call Appearance button with a against it The symbol changes to 3 showing that the line is connected To return to the held call 2 If you have a call in progress then first put that call on hold as above 2 To retrieve a held call press the Call Appearance button with wagainst it Notes e After hold timeout defined by your system administrator you are reminded that you have a call on hold by changing for a few moments to a and the phone ringing e If the system feature AutoHold is on consult your system administrator then you can hold an active call 3 by pressing the second call s a If AutoHold is off then pressing the second call s a will drop the first call e To transfer a held call see Transfer Transfer The Transfer feature allows you to transfer a call from your phone to another extension or outside number Two call appearanc2. transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the most cur
3. cti a 10 12 M making calls miini aa 5 6 12 MOSS tap fener lene Me L N E 9 A a e a E a 7 P parkicall cocina 14 Dick Upata dara rias 14 R realitat a tds 6 relay ias is a 14 S SDC AKC oaan aa Raa E aaa aaa 5 6 system features oooococconocococcconccnconnnoncnncnnnnnnnnnnnnnos 3 10 T toggle cales Tn E S 14 tanso arpaa a aaa AAT 8 V Volodia ad 13 14 VOUM Eaa a a a 1 Page 15 15 601075 Issue 11 5 June 2006 2402 5402 User Guide Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubsOavaya com 2006 Avaya
4. lamp also flashes when the phone is rung irrespective of whether you have new messages waiting to be read 2402 and 5402 User Guide Page 9 IP Office 3 2 15 601075 Issue 11 5 June 2006 System Features System Features Introduction As well as your phones specific features that only the system administrator can allocate you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume that you are using the default feature codes lt also assumes that you have full access to all features and the public phone network Answering Calls To answer a call at your own extension e Pick up the handset or e When in headset mode press the button associated with the alerting call The default ringing cadences are e Internal calls single ring cadence e External calls double ring cadence These can be changed by your system administrator To answer a call at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 Note e f your phone rings for longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect 2402 and 5402 User Guide Page 10 I
5. AVAYA IP Office 3 2 2402 and 5402 User Guide 15 601075 Issue 11 5 June 2006 O 2006 Avaya Inc All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End U
6. Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http www avaya com ipoffice knowledgebase 2402 and 5402 User Guide Page 16 IP Office 3 2 15 601075 Issue 11 5 June 2006
7. P Office 3 2 15 601075 Issue 11 5 June 2006 System Features Call Forwarding Your calls can be forwarded to another extension or an external number when e You are away from your desk on no answer or e Your extension is busy on all Call Appearance keys or e You are away from the office e g when you are on holiday The following options are available for call forwarding e Tosetthe number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 A D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional only Diverting Calls You can divert your calls to another extension In the examples below Nis the extension to which you want your calls diverted Note e f you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number To divert a call at another extension e Dial 12 N from the extension you are temporarily using e Dial 13 N to re direct the calls back to your own extension before you return to it To divert a call at your own extension e Dial 14 N from your own extension e Dial 14 to canc
8. ail address if your voicemail and email are integrated 2402 and 5402 User Guide Page 13 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide Default Feature Codes The following are the normal default feature codes available to all users Your system administrator may add additional codes for other features and for speed dials The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwarding switched on 00 01 02 03 04 05 06 07 N 08 09 10 N 11 N 12 N 13 N 14 N 15 16 17 18 19 20 N 21 N 29 30 31 Cancel All Forwarding Forward Unconditional On Forward Unconditional Off Forward On Busy On Forward On Busy Off Forward On No Answer On Forward On No Answer Off Forward to Number Do Not Disturb On Do Not Disturb Off Do Not Disturb Exception Add Do Not Disturb Exception Delete Follow Me Here Follow Me Here Cancel Follow Me To Call Waiting On Call Waiting Off Voicemail Collect Voicemail On Voicemail Off Set Hunt Group Night Service Clear Hunt Group Night Service Toggle Calls Call Pick Up Any Call Pick Up Group 32 N 33 N 34 35 N 36 87 N 38 N 39 40 41 42 43 44 45 N 46 47 48 49 50 51 52 53 N 57 N 70 N 71 N Call Pick Up Extensio
9. ake the call off hold and put any other current call on hold press the adjacent gt w 2402 and 5402 User Guide Page 3 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide System Features System Features can be set against dial pad digits by your system administrator and are accessed by pressing Feature For Key and Lamp mode of operation these System Features must not be set against the Call Appearance keys See the CAUTION above Refer to Overview of the Feature Key for details of System Features that can only be allocated to you by your system administrator and to System Features Introduction for details of System Features that you can always access yourself by dialling short codes For example to listen to your voicemail messages The Di B D 01 DISC CONN CONF Note dial 17 splay Phone Locked Internal calls only Call Forwarding On See Call Forwarding In Group You can enable disable group membership Held Call Shows the number of held calls See Hold Do Not Disturb On See Do Not Disturb Out of Hours This is displayed if one or more Hunt Groups is in Out of Hours mode Parked Calls Shows the number of parked calls Unavailable This is displayed on the calling station when the called station has Do Not Disturb activated but is not being covered by voicemail Voicemail This is displayed on the calling station when the called station has Do Not Disturb a
10. allocated to your dial pad by your system administrator Speaker The Speaker facility allows you to monitor incoming calls only You must use the handset to speak to the caller You can also use Speaker to terminate an existing call Speaker switches the speaker on off The light associated with this button turns on when the speaker is active 2402 and 5402 User Guide Page 6 IP Office 3 2 15 601075 Issue 11 5 June 2006 Basic Call Handling Features Conference The Conference feature allows you to conference other parties including yourself into a call Notes e The number of parties allowed in a conference is controlled by your phone system e Two Call Appearance keys are required for the conference feature To add another party to a call O Press Conference The existing call is put on hold O Dial the number of the person you want to add to the call 0 Wait for an answer If the called party does not answer or does not want to join the conference press EY Drop You can return to the held call by pressing its call appearance button 0 To add the person to the call press Conference again Repeat steps 1 through 4 for additional conference connections To add a held call s to an active call e Press GCC Conference All calls that are on hold are added to the conference Mute With a call in progress and using either the handset or the headset you can stop the other party from hearing you
11. ctivated but is being covered by voicemail See Voicemail Calls in Call History The phone can store and display recent calls Disconnected To end the call press J Spkr Connected You are on a call Conference Call You are part of a conference call displayed on the left hand side of the display See Conference Calls Indicates that the displayed item is the currently selected item e The items displayed by your IP phone may differ slightly from the items listed above 2402 and 5402 User Guide Page 4 IP Office 3 2 15 601075 Issue 11 5 June 2006 Basic Call Handling Features Answering a Call When a call arrives at your phone you hear a ringing tone and a flashing bell icon a appears on the associated call appearance display The following describes how to use your handset to answer calls To answer calls using a headset see Headset Working To answer an incoming call Do one of the following e If you are not active on another call answer the call by lifting your handset You can also press K Speaker to listen to the incoming call However you must use the handset headset to speak to the caller The phone does not have a built in microphone or e If you are active on a call already place the active call on Hold and then answer the incoming call see Hold Making a Call There are several options for making a phone call depending on what how you want to use the phone To make a call using th
12. e handset 1 Pick up the handset 2 Dial the phone number of the person you want to contact including any dial out codes To make a call using the speaker 1 Press K Speaker 2 Dial the phone number of the person you want to contact including any dial out codes See Speaker for more information Clearing a Call To clear an established call Either e Replace the handset or e Press Y Drop 2402 and 5402 User Guide Page 5 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide Redial The Redial feature automatically redials the last extension or outside number up to 24 digits you dialed To redial the last number that you dialed e Press 9 Redial Headset Working If a headset is to be used on your phone it must replace the handset To do this unplug the handset from the socket on the side of the phone and replace with the headset cable Discard the handset To answer an incoming call e Press next to the flashing bell icon a and speak To clear a headset call e Press Y Drop To manually make a call e Dial the number Remember to include the required access code for example 9 for an outside line and listen to the progress of the call To automatically make a call e To have the phone dial the last number that you dialed press Redial and gt or e To automatically dial a frequently used number press Feature and the relevant dial pad digit These numbers are
13. e keys are required for the Transfer feature To transfer the current call to another extension 3 With a call in progress press Transfer 3 When you hear dial tone dial the number to which the call is to be transferred 3 Do one of the following e To transfer the call without announcing it press Transfer again The transfer is complete or e To announce the call before transferring it wait for the called party to answer If the called party is willing to accept the call press Transfer again to complete the transfer or e If the called party does not wish to accept the call press Drop To return to the held call press the Call Appearance button with a against it or e Ifthe line is busy or if there is no answer press Y Drop To return to the held call press the Call Appearance button with a against it 2402 and 5402 User Guide Page 8 IP Office 3 2 15 601075 Issue 11 5 June 2006 Basic Call Handling Features Message a Message is used to access the voicemail system if installed Once pressed the prompts given will depend on the type of voicemail system For further details refer to the Mailbox User Guides provided for the different voicemail systems supported by IP Office The message lamp at the top of the phone stays lit when there are new messages in your mailbox or in any other mailbox for which you have been configured to receive Message Waiting Indication Note e The
14. e nee ecm eed cre the ed dada 15 2402 and 5402 User Guide IP Office 3 2 Page iii 15 601075 Issue 11 5 June 2006 The Telephone About this Guide This guide describes how to use all the features on your Avaya IP Office 2402 5402 phone For basic phone settings and functionality refer to the relevant Quick Reference Guide for your IP Office phone Further information about IP Office is available from www avaya com support and also from www avaya com ipoffice knowledgebase Overview This guide covers the use of the 2402 and 5402 phones on IP Office Both phones are similar however the 5402 is only supported on the IP Office whereas the 2402 is supported on a range of Avaya phone systems 1 2 3 2402 and 5402 User Guide Page 1 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide The 2402 display is not fully supported on IP Office For call appearance icons caller display etc the 5402 should be used Display Call Appearance Two Call Appearance Keys allow you to handle multiple calls and the display shows call information Message Lamp This lamp is used as follows e On Continuous There are new messages in your voicemail mailbox or in another mailbox for which you have been configured to receive Message Waiting Indication e Flashing The lamp also flashes when the phone receives a call 3 Ex Messages Access your mailbox 10 Call Handling Buttons e Hold Red button u
15. el either feature from your own extension 2402 and 5402 User Guide Page 11 IP Office 3 2 15 601075 Issue 11 5 June 2006 2402 5402 User Guide Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on off with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 10 N e To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear a busy tone or are re directed to your voicemail Making Calls To make internal calls If your system administrator has allocated you the Ring Back When Free feature see RBak Ringback When Free under a dial pad digit and you call an extension that does not answer or is busy you can 1 Press gt RBak to set a callback on that extension When the extension you called becomes free your phone will ring a burst of three rings 1 Lift the handset and the extension is called automatically To make external calls e Dial the number prefixed by the access code if required Note e f you hear a busy tone while dialing then the call may be barred Your system administrator can bar certain calls such as those to premium rate numbers and international calls 2402 and 5402 User Guide Page 12 IP Office 3 2 15 601075 Issue 11 5 June 2006 System Feat
16. ing screen contains two buttons set as Call Appearance keys a gt Extn227 The indicates which Call Appearance Call Appearance Keys b gt 297 key is active or available For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer to the IP Office Key and Lamp Operation manual Having two Call Appearance keys is very useful When holding a call you can answer make another call and then switch between calls transfer or conference If you are set to receive a call waiting indication the waiting call is shown against the next call appearance key CAUTION e Although your system administrator can replace the Call Appearance Keys with other functions this would severely restrict the use of features such as conference and transfer It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their default settings Call Appearance Key Icons The icons displayed against the Call Appearance Keys allow you to determine the status for example on Hold of each call Incoming Call a A a symbol next to a call appearance key indicates an incoming call To answer the call and put any other current call on hold press G B Connected 3 A symbol next to a call appearance key indicates that it is the currently connected call The caller s phone number if available is also shown On Hold A w symbol next to a call appearance key indicates a call on hold To t
17. n Call Queue Hold Music Extn Login Extn Logout Park Call Ride Call Relay On Relay Off Relay Pulse Relay On Relay Off Relay Pulse Call Steal Call Steal Conference Add Voicemail Ringback On Voicemail Ringback Off Forward Hunt Group Calls On Forward Hunt Group Calls Off Clear Call Call Pickup Members Forward On Busy Number Dial Physical Extn by Number Dial Physical Extn by ID 2402 and 5402 User Guide IP Office 3 2 Page 14 15 601075 Issue 11 5 June 2006 Index A about this guide a aaa a 1 answering calls oooooooncccnnnnnnininocococcccncnnnananancnncnnn 5 10 B DUO AE EAE E A EEEN 1 C call AMS Oruvcccanta id daa ici 5 10 appearance KeyS c cccccococcccconoccnccononcncnanancncnanancncnnns 3 CISANING viral 5 CONTELENGCES atada ardid 7 8 Ad aa o EPI AE inicadi s 11 TOFWANGING aaraa er fica 11 O A EE TAAT 3 8 Maa 5 6 12 MUS e E 7 o e O 6 raster e a 8 WAI ia i 14 Call appearance keyS cooooooccccnonoccccnononcccnanancncnanancninnna 3 Clearing a Call useri auiii ai ai 5 D default feature codes occccnocococicocicicicinnnnnnnnnninininnnns 14 ASP 4 diverting Calls eriei a 11 do NOt disturb ccccccocononnnonnnnncccnonoconnnnoncnonnornnnns 12 14 E externalicallS iii 10 12 2402 and 5402 User Guide IP Office 3 2 F follow IME AAA ii iii 14 E A ei ew ea 11 14 H Nedstat ia 6 OR ao tease 8 NUN OOU D ta air he these 14 l internal CANS
18. rent versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center 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 Table Of Contents The TELE PN ONG ive iia 1 ADOUTAIS QUIE poe ee dto tds Tetera 1 A AN 1 Call Appearance KOS a a A a o o enne EEE 3 Call Appearance RA A RO CESA 3 SISI A e er O e le e eel 4 PP dt E NE EO EEA PEE A ETATE E EES Eaa 4 Basic Call Handlihg FSQUTOS aran AA AAA AAA 5 Answermosa Gall sore eesnime ee recrear illes 5 MAK IGE Dalla e e e EE ontids 5 Clsamma a Dallas psi 5 NA 6 Headset Work ING iia A EER 6 pea la ek ates eA A ee ae ee Aes eR A sae eae aes A Nee 6 GOMICTENC Oe cate ata A ht ue NO 7 MTS corel titer wees e Eea aaa cent E E AE cian ction ieee etek edt etal 7 PUGH a a A digit gah whic cba eal ee Gace a 8 Wasi iaa a DA AA 8 MES ia a 9 System Features iii is 10 System Features INMOCUCHOM catan a 10 Answering Balls a to di a at a 10 Gall Forward ggep a aa a ea ia 11 Div rting Call Saras EEEE aaa 11 A E E E I E E EEE AE A EEN E age AE AEE E ce E 12 Makina Calls ete EE EA 12 A A 13 Default Feature COS und Ad 14 Id es ese ce ened ce ened me ene eee twe
19. sed to place a call on hold e Transfer Transfers a call to another phone e CCC Conference Sets up conference calls with more than one other person e Drop Drops the current call or if on a conference call drops the last person to join the conference E Redial Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu Dial Pad Standard 12 button pad for dialling phone numbers 4 Volume Controls Adjusts the speaker handset headset or ringer volume depending on which is currently in use Handset Socket The socket for the handset cable can be found on the side of the phone The handset can be replaced by a headset Mute Turns the microphone on off for the headset handset only When in use the associated light is on and the caller cannot hear you H Feature The system administrator can configure a number of special features which are then accessed by pressing this key followed by any of the keys 0 to 9 or Speaker Puts the call on the phone s speaker rather than the handset The lamp next to the button is lit when this option is in use The speaker only provides a speech monitor function you can hear a call through the phone s speaker but you must lift the handset to speak 2402 and 5402 User Guide Page 2 IP Office 3 2 15 601075 Issue 11 5 June 2006 The Telephone Call Appearance Keys The main call handl
20. ser a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction
21. ures Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail installed The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your em
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