Avaya 5620 Telephone User Manual
Contents
1. 1 eeeeeeeeeeeeeieeieeie naeh enne n nenne nnn nnns 36 Gl E 36 Testing the Telephone s Lights and Display occooccoccccnconcccnconionoconoononcocannonocononnnnnnnannonnnnnnnnonaninannns 36 MEE OOS o A OR mM 37 NAEK TID OLD LL ete ere er re rr re re rrr re er ere creer re reece ere er errr ee 39 4620 5620 Phone User Guide Page iil IP Office Issue 2f 6th December 2005 The Telephone Overview This guide covers the use of the Avaya 5620 and 4620 telephone on Avaya IP Office telephone system These two phones are physically similar the key difference being that the 5620 is only supported on the IP Office where as the 4620 is supported on a range of Avaya phone systems The diagram below shows the main telephone features Aum ats Doo Ew e 1 7 os g LS F F i O e y 4620 5620 Phone User Guide Page 4 IP Office Issue 2f 6th December 2005 The Telephone 1 Display and Feature buttons The Call Appearance Keys allow the user to handle multiple calls with the display showing call information e g the name phone number etc There are four pages in the display giving up to 24 system features that can be allocated to the function keys See Call Appearance Keys and Overview of the Function Keys The information displayed varies according to the active feature 2 Message waiting lamp Used as follows e On Continuous There are new2. Wireless Markup Language 33 WML 33 WML 1 2 33 WML1 2 33 Y Yes 22 23 24 33 set 23 24 33 Your Own Features 25 Programming 25 Page 41 Issue 2f 6th December 2005 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 wgctechpubs Mavaya com 2005 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http www avaya com ipoffice knowledgebase 4620 5620 Phone User Guide Page
3. The call is sent to the extension or number you dialed A two second display message indicates the transfer is complete 7 Remain on the line and announce the call if the line is busy or if no one answers return to the held call by pressing the Call Appearance Feature button on which it is being held Press l9 Transfer again The call is sent to the extension or number you dialed A two second display message indicates the transfer is complete 10 Hang up your handset Conference The number of conferences available is dependent on the IP Office unit set up on your system Adding another party to a call Dial the first party then press amp Conference 2 heline display area changes to white text with a dark gray background The current call is placed on hold the Soft Hold icon displays and you hear a dial tone 3 Dial the number of the next party and wait for an answer Press CC Conference again to add the new party to the call Repeat Steps 1 3 for each party you want to conference in to the call Adding a held call to the current call Press IE Conference The icon on the current line changes to the Soft Hold icon Press the L gt Call Appearance Feature button corresponding to the held call Press the ECE Conference button again A IN All parties are now connected Dropping yourself from the conference 1 Press the amp Drop button 2 Disconnects the line on which the drop button is pres
4. option is set to Yes the phone screen appears in the display area when you answer a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button except for the Web Access application which remembers the current web screen When the Phone Screen on Answer option is set to No the default setting answering an incoming call has no impact on the application screen displayed although the top display line will provide an appropriate message To change Phone Screen on Answer 4 Press Option and select L Application Options 5 Select L Phone Screen on Answer It will toggle between Yes and No 6 Select Save To restore the previous setting without changing it press gt Cancel Phone Screen on Calling This action controls the phone screen display when you make a call When the Phone Screen on Calling option is set to Yes the default setting the phone screen appears in the display area when you make a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button When the Phone Screen on Calling option is set to No answering an incoming call has no impact on the application screen displayed although the top display line will provide an appropriate message To change Phone Screen on Calling 1 Press x Opt
5. to re direct the calls back to your own extension before you return to it At your own extension e 14 N from your own extension e 14 to cancel either feature from your own extension 4620 5620 Phone User Guide Page 30 IP Office Issue 2f 6th December 2005 System Features Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list To switch Do Not Disturb on off with or without exceptions e Dial 08 and to switch it off dial 09 or Dial 10 N to add a number to the exception list or e Dial 11 N to delete a number from the exception list Note Your callers other than your exceptions either hear busy tone or are re directed to your voicemail Voicemail Note that not all systems support voicemail or have voicemail installed e o switch voicemail on dial 18 to switch it off dial 19 e To retrieve your voicemail use the code 17 Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback e To turn Voicemail Ringback on dial 48 to turn it off dial 49 Dialing a number while listening to your messages invokes further facilities 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 voicemai
6. 1 Press Drop To manually make a call 1 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 Do any of the following Press Redial and a call appearance key L to have the telephone dial the last number that you dialed See Redial Or e Access the Call Log and initiate a call to a specific entry See Making Calls from the Call Log Or e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialing a Speed Dial Number e When the call is answered speak to the called party 4620 5620 Phone User Guide Page9 IP Office Issue 2f 6th December 2005 5620user Speakerphone The two way built in soeakerphone allows you to make and answer calls without lifting the handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment Such as in very noisy locations Using the speakerphone with any feature 1 Press d 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary 4 To change the volume use the and vw buttons The display bar at the top of the display screen shows the volume level There are eight volume levels Changing from speakerphone to handset 1 Pick up the handset and continue talking Changing from handset to speakerphone 1 Press i 2 Han
7. 13 Call Appearance Featu re button 12 Cancel 20 Conference button 12 Drop button 12 Expl 27 28 Hash 20 Hold 11 RBak 29 Save 19 20 SpDial softkey 11 Transfer 12 Web 37 Proceed 12 Step 12 Prog 26 Programming 25 Your Own Features 25 Q QoS 19 R Radio Buttons 35 RBak 29 press 29 Redial 4 11 Redials 4 11 Refer 6 IP Office Key 6 Re initialization 37 Reinstating 20 Phone 20 Relay Off 32 Relay On 32 Relay Pulse 32 Release 36 37 Mute button 36 37 Remaining 6 21 Function Keys 6 Repeat Step 12 19 Repla 27 28 Replace 6 Call Appearance Keys 6 Return 19 22 36 Phone 36 Ride Call 32 Ring Back When Free 29 Ringer Off 26 RngOf 26 S SAC 25 26 set 25 Save 15 18 19 20 pressing 19 20 Save Save 15 SD 18 Press Add 18 See 4 27 See 37 See Function Keys 6 See Using Speed Dials 8 Selct 28 Select 13 16 20 23 Log 16 No 20 Phone Screen 23 SpDial 13 Select Delete 18 Select Save 23 24 Select Yes 20 Self 36 Self Administer 26 Send All Calls 25 26 Server phone 37 Service 19 Set 23 24 25 33 Full 24 Half 24 No 23 24 SAC 25 VMOn 25 Yes 23 24 33 Set Hunt Group Night Service 26 32 Shorthand Programming Mode Shows 37 error informational 37 Slow 24 Soft Hold icon 12 changes 12 Soft Keys 25 Softkeys 4 SPACE 35 Space Insert 15 SpDial 13 14 15 25 selecting 13 SpDial softkey 11 4620 5620 Phone User Guide IP Office press 11 Speaker 4 Accesses 4 Spe
8. 201 30 Francais 22 Full 24 set 24 Function Active 7 Function Key Programming 26 Function Keys 6 7 25 Overview 25 System Administrator 25 G Google 35 Group Paging 26 GrpPg 26 H Half 24 set 24 Hash 20 Press 20 HdSet 26 Headset 9 Headset Toggle 26 Headset Working 9 HfAns 26 HGNS 26 Hold 7 11 Press 11 Hold icon 12 Hold Music 32 Home 11 Hook Flash 26 Hunt Group 30 ID 32 le 15 17 InAns 17 18 Includes 16 30 16 Incoming 7 Call 7 Incoming outgoing 37 Individual Log Entry 17 18 Delete 18 Display 17 Internal Auto Answer 26 Internal Calls 29 Internet Protocol 19 Introduction 29 IP 6 19 37 IP Address 19 IP Address Settings 19 IP Office 4 6 12 19 20 21 24 31 IP Office Key 6 refer 6 Italiano 22 J Japanese 22 K Katakana 22 Keep 27 28 L Labeling 23 Speed Dial button 23 Lamp Operation 6 4620 5620 Phone User Guide IP Office LAN Administrator 37 Language 22 LED 4 LED Indicator 4 Line 6 34 Line Appearance 6 Line Feature button 11 Link Buttons 34 Log 16 17 18 20 25 Off 20 selecting 16 Log Entry into 18 Turn 18 Log Off 20 Longhand Programming Mode M Making 8 18 29 Call 8 Calls 18 29 Message Display Rate 24 Meter 4 Miscellaneous Information 19 Missed 17 18 Mode 8 More 34 35 Mute 10 Mute button 10 36 37 release 36 37 N Name 15 Name phone 4 Navigation Icon Buttons 34 Nederlands 22 New Speed Dial 15 Adding 15 NO Sele
9. 42 IP Office Issue 2f 6th December 2005
10. Delete AllEntries froma LO ci TT 18 TOE XNE All OOS esea a eect o 18 Disabling MGC Alli HOO c 18 CHANGING OPIO Siria 19 Personal RINCON rp PUE 19 MA EE 19 Contrast Comos ie m Tm 20 OC UN Oca ld eco 20 FREINSTATING the PTIOTIe ui A eche al a dada e an ds E a 20 Feature BUON ADS ING ri iaa cla leia 21 Display Language Selecionar o nd bo seas 22 Phone Screen onm AN tii 23 PRONE SCEN On CANNING MR EUN 23 Display Co all IES D m e do ol ed hee 23 Message ISI a e e Oia 24 calAppedrance WA Miss E 24 Visual ASIN de ccr 24 FUNCION KO VS ada ra 25 Overview OL tie FUNCION I ByS a dea unniecuadueeeGantatenx 25 FUACION ey Prod ra MM Gino EE m 26 Snortnana Programming idle e RT ET oO EDS 2f Eonghana Program Modsa D 28 4620 5620 Phone User Guide Page ii IP Office Issue 2f 6th December 2005 Table Of Contents System CRUE SS casas CE 29 MOGUC HOM eS to nM 29 Making GC AMS sates Gast ios a hole P n 29 Answernng CAINS ce 29 A e o O 30 Call oa Tiger a C m 30 IVE TING 8s AA LT 30 DON DIS TUER 31 VOI Ml sar A AAA AAA AAA AAA 31 Deal RS AMIS COGS Sade TITRE 32 WebiBrOWSINO iaa 33 Overview Of Wep BIOWSING ria T da ie 33 Accessing External WAP Websites siii vdews ba cday dedsasecaaendudeaiceeaee 33 Web Navigation COMMONS esses dioere decidi lc sd pne aa rus 34 ENTENDI UU TL T mem 35 Management and Troubleshooting
11. and Page Right keys Press lt _ gt Delete Press the L gt or key next to the speed dial to delete Press gt Delete to confirm the deletion Press gt Cancel to exit without deleting 4620 5620 Phone User Guide Page 14 IP Office Issue 2f 6th December 2005 Speed Dials Adding a New Speed Dial 1 2 3 4 Press gt SpDial to display the speed dial directory e f SpDial is not shown you may have to press Phone Exit to exit the current screen function Press gt Add Extnz3l 290 The cursor a symbol in initially in the empty name field You can move between Name and Number entry by pressing the adjacent L gt key Begin entering text using the telephone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require e For example the 2 key is also marked as A B and C To enter a C press the key until a C is displayed e lf the next character you want to enter is on the same key press gt and then enter the next character As you enter characters you can use a number of other controls Note The controls on this screen are context sensitive ie they only appear when applicable For example Save only appears when a name and number have been entered e lt gt Save Save the speed dial changes e Z Moves the cursor left one character e gt Moves the cursor right one character
12. display a website Check with your LAN Administrator to see if the web server is down if there are network connectivity problems or other network problems e Dialing from this application does not go through Your administrator must administer settings for the Enhanced Dialing feature beyond the defaults OPTIONS No Options other than View IP Settings display Your administrator has turned off all user settable options 4620 5620 Phone User Guide Page 38 IP Office Issue 2f 6th December 2005 Index 0 07 N 32 1 10 N 32 11 N 32 12 N 30 32 13 N 30 32 14 N 30 32 2 20 N 32 201 forwarding 30 21 Function Keys 6 remaining 6 21 N 32 3 30 includes 16 32 N 32 33 N 32 35 N 32 36 N 32 3 N 32 38 N 32 4 45 N 32 5 53 N 32 57 N 32 7 70 N 32 71 N 32 A Abbreviated Dial 6 26 Abbreviated Dial Program 26 Access 4 9 13 17 33 Call Log 9 17 External WAP Websites 33 Speaker 4 Speed Dial Directory Dialing 13 Speed Dial List 9 Account Code Entry 26 Acct 26 AD 26 AD Suppress 26 Adding 13 14 15 New Speed Dial 15 Pressing 13 Speed Dial 14 Adjust 10 speakerphone 10 Admin 25 26 27 28 Admin key 26 Admin Pages 27 Admin1 25 26 Admin1 key 26 Admin1 menu 27 Admin1 Page 27 Administrator 7 ALPHA 35 And or 6 8 20 Answer Incoming Calls 8 Answer make 6 Answering 29 Calls 29 Apostrophe Insert T5 Appearance 6 Applications Options 23 Application specific AutCB 26
13. e lt gt Cancel Return back to the speed dial directory without making any changes e gt Clear Delete the whole name or number entry e Case Change the case of the current character between upper and lower case e Backspace Delete the character before the cursor e Apostrophe Insert an apostrophe symbol e Z Comma Insert a comma symbol e Space Insert a space 4620 5620 Phone User Guide Page 15 IP Office Issue 2f 6th December 2005 Using the Call Log Overview of the Call Log The phone maintains a call log accessed by selecting Log on the display The call logs keeps logs of missed calls outgoing calls made and incoming calls answered Each of these logs includes the 30 most recent calls in each category The details shown are Extnz3l 240 208 10 22 70 736 4416 10 19 0555 4400 10 08 200 10 07 70 555 4444 09 56 0 555 4343 07 00 CRS inant Outgo Delete all e The name of the called or calling party if available e he number of the called or calling party e The time of the call e The date of the call if prior to the current day e he symbol indicates that the log contain more pages of entries You can more between pages using the l Page Left and Page Right keys Pressing the L or key adjacent to a log entry displays full details of that log entry Each individual log entry includes Extnz3l 290 M Blame INDex416 Number 0 170 735 4
14. in nature having this information available and knowing how to get to it can assist your System Administrator in tracking questions about or problems with phone functions or connections e Quality of Service QoS Information QoS refers to a number of mechanisms used to improve audio quality over the network e Phone Interface Your phone interfaces with several system hardware devices and software This screen provides information about three of the main interfaces e Miscellaneous Information The miscellaneous status screens provide additional information about your telephone and its connections 3 To return to the first View IP Settings screen press gt Return 4620 5620 Phone User Guide Page 19 IP Office Issue 2f 6th December 2005 5620user Contrast Control On first time startup the phone s display area contrast is set to a mid level Should you need to adjust it to better suit your work environment and lighting 15 contrast levels are available NOTE You may not be able to distinguish between all 15 contrast level settings Some of the upper and or some of the lower contrast level settings may appear identical to adjacent settings This is normal To adjust the contrast level 1 Press w Option and then select C gt Contrast Control 2 To adjust the contrast use or I until you reach the desired contrast level gt symbols provide visual confirmation of the current level 3 Save the contrast level you set b
15. is busy on all Call Appearance keys and all calls for example when you go on holiday e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch forward direct station calls i e not Hunt Group on dial 01 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 Diverting Calls You can divert your calls to another extension Note If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number At another extension e 12 NX from the extension you are temporarily using where N is your extension number Hence calls to your extension will be diverted to the extension you are temporarily using e 13 N to re direct the calls back to your own extension before you return to it At your own extension e 14 N from your own extension where N is the extension to which you want your calls diverted e 14 to cancel either feature from your own extension You can divert your calls to another extension In the examples below N is the extension to which you want your calls diverted Note If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number At another extension e 12 N from the extension you are temporarily using e 13 N
16. just programmed 4620 5620 Phone User Guide Page 27 IP Office Issue 2f 6th December 2005 5620user SE es Programming Mode Press L Admin or Admin 1 See Display Key Programming Pressing Expl to switch to longhand programming mode Press Next luntil the required function required is shown then press Selct pu cr If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal telephone keypad 5 The upper part of the display reverts to showing the functions currently assigned to each L and c key Use the and keys to move between the pages of display keys Select the display key against which to program the new function by pressing that L or Jkey e Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the telephone system 8 Ifthe display slot is not already used the display shows BUTTON PROGRAMMED e Press EXIT to end programming e Press L Cont to continue programming other functions 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press the 4 and keys until Repla Keep and Delet are shown along the right hand edge of the display e Press Repla Ito replace that existing function with the one just programmed The display then shows BUTTON PROGRAMMED as above e Press Kee
17. messages in your voicemail mailbox or in another mailbox for which you have been configured to receive Message Waiting Indication e Flashing The lamp can also be set to flash when the phone receives a call See Visual Alerting 3 i Page Right Left Shifts from one page to another in the same application when the display presents the paging indicator These buttons have no effect when the paging indicator is not displayed 4 Options Displays the Options main screen from which display and application settings can be updated 5 Call Handling Buttons e Hold Red button used to place a call on hold e 9 Transfer Transfers a call to another phone C Conference Sets up conference calls with more than one other person e C Drop Drops the current call or if on a conference call drops the last person to join the conference e EW Redial Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu 6 Numeric Dialing Pad Standard 12 button pad for dialing phone numbers 7 Volume Controls Adjusts the handset speaker headset or ringer volume depending on which item is in use As you increase or decrease the volume the top display area provides either a speaker headset handset or ringer icon to indicate for which item you are adjusting volume followed by a visual volume meter showing the volume level These buttons also co
18. name 4 Continue as per a normal call Page 13 4620 5620 Phone User Guide Issue 2f 6th December 2005 IP Office 5620user Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry See To Turn a Log Entry into a Speed Dial This process will start the normal speed entry screen but pre filled with the name and number from the call log entry Editing a Speed Dial 1 Press gt SpDial to display the speed dial directory e If SpDial is not shown you may have to press Phone Exit to exit the current screen function 2 he symbol is shown if there is more than one page of speed dials You can move between pages using the a Page Left and Page Right keys Go to the page containing the speed dial to edit Press gt Edit Press the L or key next to the speed dial to edit The editing process is similar to adding a new speed dial see Adding a New Speed Dial e When editing an existing speed dial a L Delete option is provided to remove the speed dial from the speed dial directory When selected press gt Delete to confirm or lt gt Cancel to exit without deleting Deleting a Speed Dial 1 Press lt gt SpDial to display the speed dial directory e If SpDial is not shown you may have to press iPhone Exit to exit the current screen function 2 he symbol is shown if there is more than one page of speed dials You can move between pages using the Page Left
19. 415 Time Date 10 34 12 03 Type Missed Add to SD Delete lt Retum e he name of the called or calling party if available e he number of the called or calling party e The time of the call e The date of the call e he duration of the call for outgoing and answered calls Apart from using the call logs for information you can turn a call log entry into a speed dial for future calls You can also delete individual log entries or the all entries in a particular log Note Call log entries are lost whenever the telephone system or the individual telephone are reset 4620 5620 Phone User Guide Page 16 IP Office Issue 2f 6th December 2005 Using the Call Log To Access the Call Logs 1 Press the gt key under Log Extnz3l 290 08 10 22 70 736 4416 10 13 70 553 d400 10 08 200 10 07 70 555 4444 09 58 0 555 4343 07 00 Inns Cutgo Delete all e f Log is not shown you may have to press Y Phone Exit to exit the current screen function The call log always opens in the Missed calls log To select the log required press the lt gt key under Missed InAns or Outgo e Missed The log of missed calls ie those that rang your extension but were not answered This includes calls that were diverted to voicemail or another number after ringing your extension e InAns The log of incoming calls that were answered This includes both internal and external calls e Outgo The log of calls made This includes
20. 620 Phone User Guide Page 34 IP Office Issue 2f 6th December 2005 Web Browsing Entering Data Some web pages may require you to enter data into a text field and then submit that data For example if you browse to a search engine web site like Google you may be asked to enter a search field e Option Radio Buttons These allow you to select an option from a list by clicking on the adjacent left hand L gt key The selected option appears as e Text Entry Fields These normally appear as Enter text here or pre filled with some data e Submit Buttons Text entry and option key selections are not completed until submitted Normally this will be done by a link using a L or key labeled as Submit or similar The exact appearance will vary between different web pages To enter text into a text entry field 1 Press the left hand L key adjacent to the text entry field 2 The four lt keys at the bottom of the screen change to e DONE Press this lt gt key when your text entry is complete e BKSP Press this lt gt to key delete the previous character e SPACE Press this lt gt key to add a space e alpha This indicates the current text entry mode in this example lower case letters Press the gt key to select a different text entry mode 3 Begin entering text using the telephone keypad Each key is marked with the letters it provides You may have to press the key more than once
21. AA Page Buttons Navigation Icon Buttons These appear on the right hand side of the web display Note that they may appear grayed out when not useable 2Up Page Press the adjacent key to move up the page by one screen six lines Up Line Press the adjacent key to move up the page by one line fiHome Press the adjacent lt key to return to the default WAP website s home page CiRefresh Press the adjacent key to reload the current page If you had already selected another page to load this will cancel the loading of that page and reload the current page Down Line Press the adjacent key to move down the page by one line Down Page Press the adjacent key to move down the page by one screen six lines Link Buttons The L keys at the left hand edge of the screen are used to select links within the displayed web page Links are indicated by underlined text Only one link will appear on a line and pressing the adjacent L gt key will activate that link Page Buttons The lt gt keys across the base of the web display may be used to provide labeled links to other pages If there are more than 3 such links the right hand lt key will be labeled as More press this key to display the additional options Phone Icon If the icon appears next to a link in the web page it indicates that the link is a telephone number Pressing the adjacent L key to select the link will dial the number 4620 5
22. AVAYA IP Office 4620 5620 Phone User Guide Table of Contents The Telephone nado 4 e al M P 4 ial ADSSal a Lond qe ud 6 Calli Rope aranGe KEYS ICONS sitis eiie e orar dai Vie dd 7 A edis aca uud DIM DD MU uate sen IMMUNE IM Lust UN UEM ODE T Basic Call AUN CUNY oe dias ce deridet EE EU LE UE 8 Answer INCOMING Gallis ssi aite eae idas 8 MIiisca l MD 8 Seis em 8 PIS ACSOL WV ONIING TE UT A 9 Speaker ista 10 A IR RFT PTT A 10 glos NEU e nel bdo 11 Speed A EP IT CK 11 Risolte D ER 11 O E E a O O 12 o A T 12 Speed Dials cra 13 OVERVIEW olr peca Diale arna as 13 Accessing the Speed Dial Directory Dialing a Speed Dial oocccocccocnoccnnconcconnncnononacoconoconcnnonnnonos 13 Adding a Speed Dial from the Call Log ooocccocccccncconncconococnnnononannnnononanonnnnnonnnonanonnnnonanonanonnunnonas 14 Editing a Speed DIAN eee 14 DEIEING a o peca Br e E ERE 14 Addmo a Me elezione EP 15 USNO Me CAN LOG etc E 16 radeon ste tec decent eat M a 16 TO ACCESS The Cal LOG S iaa TD E Pe 17 he Display an Individual Log ENYA es 17 Making alls from Ine Cal Logeren ie Un asd dard MEE UE 18 To Turma Log Entry into d Speed Dali o ito icr et eite Pha dct ei aa do xo m ae 18 To Delete an Individual LOG En a dito tees tuc Ete boe ua studuit ua O dado DE 18 To
23. Automatic Callback 26 Avaya 4 Avaya 5620 4 Avaya IP Office 4 B Backspace Delete 15 Basic Troubleshooting 36 BKSP 35 Both Function Keys 25 Both Admin 26 Bridged 6 Bridged Appearance 6 Busy Off 32 Busy On 32 BUTTON PROGRAMMED 27 28 C Call Appearance 6 24 25 30 Call Appearance Keys 4 6 replace 6 Call Appearance Keys Icons Icons 7 Call Appearance Width 24 Call Appearance Feature button 12 23 24 Press 12 4620 5620 Phone User Guide IP Office Call Appearance Feature Keys 7 Call Coverage Appearance 6 Call Coverage Appearance Keys 6 Call Forwarding 30 Call Forwarding All 26 Call Handling Buttons 4 Call Log 9 14 16 17 18 20 36 Access 9 17 Exit 18 Overview 16 CALL LOG APPLICATION 37 Call Park 26 Other Extension 26 Call Pick Up Any 32 Call Pick Up Extension 32 Call Pick Up Group 32 Call Pickup 26 Call Pick Up 29 Call Pickup Members 32 Call Queue 32 Call Steal 32 Call Waiting 30 Call Waiting Off 32 Call Waiting On 32 Calling 7 8 18 23 29 30 Answering 29 Clearing 8 Diverting 30 Incoming 7 Make 8 Making 18 29 Cancel 14 18 20 23 24 press 20 Cancel Return 15 Cancel All Forwarding 32 Case Change 15 CAUTION 20 CAUTIONS 6 CFrwd 26 Change 12 19 23 Display Call Timers 23 Personal Ringing 19 Soft Hold icon 12 Clear Delete 15 Clear Call 32 Clear Hunt Group Night Service 32 Clearing 8 Call 8 Colleague 6 System Feature 6 Colleague s 6 Com
24. Yes No No No Yes Yes Yes Yes Yes Data Optional Yes No No Optional Optional No No Yes No Yes No No Yes Yes Yes No No No No No In addition to the above there is a key labeled Exlp This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own See Shorthand Programming Mode and Longhand Programming respectively Admin1 The programmable functions available via an Admin key Name Park User Group Number Flash Description Park User Group Dial Hook Flash 4620 5620 Phone User Guide IP Office Toggles No No No No No Data Yes Yes Yes Yes No Page 26 Issue 2f 6th December 2005 Function Keys Shorthand Programming Mode 1 Press Admin or L Admin 1 See Display Key Programming 2 The Admin or Admin1 menu appears as follows Admin Pages Extn 110 Expl Dir a Drop n HF Ans C 4 Timer CO Use this key to step back one page through the Admin options 3 Use this key to step forward one page through the Adin options With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl See Longhand Programming Admin1 Page Extn 110 Expl Dir Drop HF Ans y A Timer Pe Use this key to step back one p
25. age through the Admin option lt lt Use this key to step forward one page through the Adin options On the Admin pages use the i and keys to move through the list of feature 4 When the function required is shown press the key adjacent to its name If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal telephone keypad 6 The upper part of the display reverts to showing the functions currently assigned to each L and key 7 Select the display key against which to program the new function by pressing that L or key e Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the telephone system 8 Ifthe display slot is not already used the display shows BUTTON PROGRAMMED e Press EXIT to end programming e Press L Cont to continue programming other functions 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press the 8 or keys until Repla Keep and Delet are shown along the right hand edge of the display e Press Repla to replace that existing function with the one just programmed The display then shows BUTTON PROGRAMMED as above e Press Keep lto keep the existing function and forget the function just programmed e Press Delete to delete the existing function and forget the function
26. akerphone 8 10 37 Adjust 10 Ending 10 use 8 Speakerphones 10 Speed Dial 11 13 14 18 36 37 Adding 14 Deleting 14 Editing 14 Overview 13 SPEED DIAL APPLICATION 37 Speed Dial button 23 labeling 23 Speed Dial Directory Dialing 13 Accessing 13 Speed Dial list 9 37 Access 9 Spres 26 Stands 36 37 TEST 36 37 Step 12 proceed 12 Submit 35 Submit Buttons 35 Sure 22 System Administrator 6 7 19 20 25 26 29 31 32 36 37 Function Keys 25 System Features 6 7 25 colleague 6 number 7 25 T Telephone s Lights 36 Testing 36 Test 36 37 stands 36 37 Telephone s Lights 36 Text Entry Fields 35 TmDay 26 Toggle Calls 32 Transfer 12 press 12 Turn 18 Log Entry into 18 U Up Down Volume 37 Upon 24 URL 33 enter 33 Index Use 8 17 20 dialpad 20 Page Left 17 speakerphone 8 User settable 37 Using Return key 17 V View IP Settings 19 37 Visual Alerting 24 VMOn 25 set 25 Voicemail 4 7 17 25 29 30 31 diverted 17 Voicemail Collect 32 Voicemail Lite 31 Voicemail Off 32 Voicemail On 32 Voicemail ringback 31 Voicemail Ringback Off 32 Voicemail Ringback On 32 VoicemailPro 31 Volume Controls 4 W WAP 33 WAP website 33 34 control 33 WAP websites 33 Web 33 34 37 Pressing 37 Web Access 36 Web Access application 23 except 23 WEB APPLICATION 37 Web Browsing 33 Overview 33 Web Navigation Controls 34 Website 33 37 display 37 Wireless Application Protocol 33
27. ance keys is very useful When holding a call you can answer make another call and then switch between calls or transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key 2 Although the System Administrator can replace the Call Appearance Keys with e A Bridged Appearance e ALine Appearance e Call Coverage Appearance e System Features 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 4620 5620 Phone User Guide Page 6 IP Office Issue 2f 6th December 2005 The Telephone Call Appearance Keys Icons The icons displayed against the Call Appearance Feature Keys allow you to determine the status for example on Hold of each call Icons also indicate whether a feature has been activated for a particular button e Incoming Call a A a symbol next to a call appearance key indicates an incoming call Pressing the adjacent L a key answers the call and puts any other current call on hold e Connected J A Y symbol next to a call appearance key indicates that it is the currently connected call The caller s telephone number if available is also shown Pressing the adjacent J key puts the call on hold An H is also shown on the display e On Hold A symbol next to a call appearance key indicate a ca
28. ator Phone does not activate after a power interruption Allow a few minutes for re initialization after unplugging powering down the phone server problems or other power interruption causes Display shows an error informational message Most messages involve server phone interaction If you cannot resolve the problem based on the message received contact your System Administrator for resolution Speakerphone does not operate Ask your System Administrator if your Speakerphone has been disabled Characters do not appear on the display screen e See Phone does not activate when connected for the first time above e Check all lines into the phone to be sure it is properly connected e Check the power source to be sure your telephone is receiving power e 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 may need to be replaced e lf the above suggested solutions do not resolve the problem reset or power cycle the phone with your System Administrator s assistance No dial tone Make sure both the handset and line cords into the phone are securely connected Note that there may be a slight operational delay if y
29. both internal and external calls 4 Ifthe selected log contains more than one page of entries the is shown Use the Page Left and I Page Right keys to move between pages To Display an Individual Log Entry 1 Locate the log entry in which you are interested 2 Press the L or lt _ key adjacent to the entry 3 The log entry details are shown Extnz3l 290 Name INDeX416 Number 0 170 736 4916 Time Date 10 34 12 03 Type Missed 4 Using Return key to return to the call log Page 17 4620 5620 Phone User Guide Issue 2f 6th December 2005 IP Office 5620user Making Calls from the Call Log 1 Locate the log entry in which you are interested from Missed InAns or lt gt Outgo 2 Press the L or key adjacent to the entry 3 The log entry details are shown 4 Press gt Call make the call If the number shown is external but doesn t include the external dialing prefix used by your telephone system go off hook dial the prefix and then press Call NM a Log Entry into a Speed Dial Locate the log entry and press the L gt or key adjacent to it 2 Press Add to SD 3 The screen for editing and adding speed dials will appear prefilled with the information from the log entry Edit the details if required and press gt Save or lt _ gt Cancel 4 You will be returned to the speed dials selection menu Delete an Individual Log Entry Loca
30. cting 20 set 23 24 No Answer Off 32 No Answer On 32 Non English 22 Not Disturb 31 Not Disturb Exception Add 32 Not Disturb Exception Delete 32 Not Disturb Off 32 Not Disturb On 32 NOTE 20 Num 35 Number 7 15 25 32 System Features 7 25 O Off 20 Logging 20 On off 25 Option 4 25 Displays 4 OPTIONS 23 37 Options Main 19 23 24 Options menu 4 20 Other Extension 26 Call Park 26 Outgo 17 18 Overview 13 16 25 33 36 Call Log 16 Function Keys 25 Speed Dials 13 Web Browsing 33 p Page 34 Page Buttons 34 Page Left 13 14 16 17 Use 17 Page Right 13 14 16 17 Page Right Left 4 Park Call 32 Passed 36 PBX switch Password 20 Personal Ringing 19 change 19 Phone 20 36 Reinstating 20 return 36 Phone Exit 13 14 15 17 33 Phone Icon 34 Phone Interface 19 Phone Screen 23 select 23 Phone Screen on Answer 23 33 Phone Screen on Calling 23 Phone Exit 4 PIN 31 Portugu s 22 Prefilled 18 Press Add 15 18 SD 18 Press Admin 27 28 Press Call 18 Press Cancel 14 18 Press Conference 12 Press Cont 27 28 Press Delete 14 18 27 28 Press Drop 8 9 Press Edit 14 Press EXIT 27 28 Press Keep 27 28 Press Missed 18 Press Mute 10 Page 40 Issue 2f 6th December 2005 Press Next 28 Press Option 19 Press Phone Exit 18 33 Press Redial 9 11 23 Press Repla 27 28 Press SpDial 13 14 15 Press Transfer 12 Pressing 11 12 13 19 20 27 28 29 37 Add
31. depending on the character you require e For example the 2 key is also marked as A B and C To enter a C press the key three times e Ifthe next character you want to enter is on the same key press 1 and then enter the next character 4 The right most lt key indicates the current text entry mode To change the current mode press the right hand key The available modes are shown along the bottom of the screen They are e ALPHA Enter upper case letters using the telephone keypad e alpha Enter lower case letters using the telephone keypad e Num Enter numbers using the telephone keypad e Symbol Enter a symbol from the displayed menu Possible symbols are 22 Q V 96 amp 2 These are arranged in pages and you may have to press MORE to select the required page To enter a symbol press the L key next to it 5 When you have completed your text entry press DONE 6 You can return to text entry by pressing the left hand L key adjacent to the text entry field again 4620 5620 Phone User Guide Page 35 IP Office Issue 2f 6th December 2005 Management and Troubleshooting Overview This chapter provides helpful information for e Testing your telephone to be sure it is operating correctly e Basic Troubleshooting this chart provides the most common problems an end user might encounter and suggested resolutions e Application specific troubleshooting this chart descr
32. e browsing you can still make and receive calls But if you have Phone Screen on Answer option set to Yes and you answer an incoming call the default phone screen will replace the existing web page in the display area To enter web browsing mode 1 Press the lt gt key under Web To exit web browsing mode 1 Press Phone Exit 2 If Phone Exit is pressed while browsing the web the last web page viewed will be displayed when gt Web is pressed again before a system reboot Accessing External WAP Websites Your default WAP web site may contain a page where you can select or enter the URL of external WAP websites If this is the case you should be aware that some website may contain information that the phone is not able to display If the WAP web page uses WML features that the phone does not support those features will not be shown If the WAP web page uses features that the phone does not recognize as valid WML 1 2 the phone will display Not a valid WML page 4620 5620 Phone User Guide Page 33 IP Office Issue 2f 6th December 2005 5620user Web Navigation Controls Having pressed display gt Web to access your default WAP website the phone display shows a number of navigation controls Welcome to XY Hotel Navigation Link Attention Special discount rates s Icon Buttons Go at Manto City casinos See Buttons ome Tourist Info Cr I Help Lobby Home ss A
33. e the Personal Ringing options 1 Press w Option and then select L Personal Ringing This alters the tone and style of ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type 2 Select the corresponding L button to the left or right of any numbered pattern The Current Pattern number changes to the selected pattern which rings once as a sample 3 Repeat Step 1 until the preferred pattern appears as the Current Pattern Save the setting by pressing the lt gt Save 5 Upon saving or canceling the first Options Main screen displays View IP Settings Views of telephone and system information are available from this screen A user normally does not need to view this information however your System Administrator may ask you to report certain values from any of the status screens in the event of problems The status screen data can be viewed but cannot be changed 1 Press 4 Option and then select L View IP Settings 2 There are two pages of display Use and select from e IP Address Settings IP Internet Protocol address information identifies certain components and connections The IP Address information includes the location address of your phone on the IP Office unit the location and port connection of the IP Office itself the call routing and mask addresses and the identification of the File Server with which your telephone interacts Although technical
34. g up the handset Ending a speakerphone call 1 Press X again Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you This feature is most commonly used in conjunction with the Speakerphone but can be used to hold an off line conversation at any time during a call Preventing the other person on the line from hearing you 1 Press Mute 2 he other party cannot hear you The indicator next to the Mute button lights when Mute is active 3 Toreinstate two way conversation press Mute again 4620 5620 Phone User Guide Page 10 IP Office Issue 2f 6th December 2005 Basic Call Handling Hold The Hold feature puts a call on hold until you retrieve it Placing a call on hold 1 Press the Hold 2 The line display area changes to white text with a dark gray background and the hold icon displays Retrieving the held call 1 Press the corresponding Line Feature button on which the call is being held or press the x Hold 2 The call is now active Speed Dial The Speed Dial feature allows the phone to dial numbers stored in your personal directory maximum of 104 To make a call to a personal directory entry using the Speed Dial feature 1 From the Home screen press the gt SpDial softkey The Speed Dial screen is displayed 2 Press the button next to the entry you want to call 3 Ifthe entry you want is not displayed use and to cycle through
35. hange the text label shown next to buttons 1 2 Press w Options Press and then L Feature Button Labeling Select from e Relabel feature buttons proceed from next step e View Default labels e Restore default labels restores any previously renamed feature labels to their default state Select the function key whose label you wish to change The display will change to show the editing menu with New highlighted Begin by entering the new text using the telephone keypad Each key is marked with the letters and number it provides You may have to press the key more than once depending on the character you require e For example the key 3 is also marked as D E and F To enter an D press 3 e Ifthe next character you want to enter is on the same key press to move the cursor right and then enter the character Alternatively simply key the next character e By default the first letter is entered in upper case and the phone then switches to lower case entry mode To change the case of the current character press L Case e To enter a space press gt Space e f you make a mistake use the L Backspace key to delete the character to the left of the cursor e f you have make a mistake in the middle of the text use the key to backspace and then the L Backspace key to delete the character to the left of the cursor e To delete the complete entry use the lt gt Clear key e You can also enter an Apostrop
36. he Hyphen or Comma as required 5 When the new name is set as required press gt Save To return to the Label screen without saving the changes press gt Cancel and to return the main Options menu press lt gt Return To return to the call handling screen without saving the changes press Y Exit 4620 5620 Phone User Guide Page 21 IP Office Issue 2f 6th December 2005 5620user Display Language Selection Non English speaking users can change the user interface language displayed on their phone Language options are e English Francais Italiano Japanese Katakana characters Espanol Deutsche Nederlands Portugu s Note This does not alter your user language setting on the telephone system 1 Press w Option M and gt Language A menu listing the available languages appears 2 Press the or key next to the language required You are asked in the original language Are you sure with the same message in the new language below 3 Do one of the following e Toreturn to the options menu without saving any changes press gt Return e To save the settings and return to the options menu press Yes which is displayed in both the original and the selected language 4620 5620 Phone User Guide Page 22 IP Office Issue 2f 6th December 2005 Changing Options Phone Screen on Answer This action controls the phone screen display when the phone is answered When the Phone Screen on Answer
37. ibes problems and solutions specific to phone applications Speed Dial Call Log or Web Access e Resetting or power cycling your phone when Basic Troubleshooting does not resolve a problem Testing the 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 e he display should indicate 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 e f nothing appears on the display and the phone is receiving power your phone may need to be replaced Contact your System Administrator for assistance or additional troubleshooting information 4620 5620 Phone User Guide Page 36 IP Office Issue 2f 6th December 2005 Management and Troubleshooting Troubleshooting Phone does not activate when connected for the first time Unless your System Administrator has already initialized your telephone you may experience a delay of several minutes before it becomes operational Upon plug in your telephone immediately begins downloading its operational software its IP address and any special features programmed by your System Administrator from the server to which it is connected Report any delay of more than 10 minutes to your System Administr
38. ion and select L Application Options 2 Select C gt Phone Screen on Calling It will toggle between Yes and No 3 Select lt gt Save To restore the previous setting without changing it press Cancel Display Call Timers This action controls whether the duration of the current call is displayed or not If set to Yes the duration of the current call is displayed on the call appearance key If set to No the call duration will not be displayed To change the Display Call Timers status 1 Press w Option and select gt Application Options 2 Select C gt Display Call Timers It will toggle between Yes and No 3 Select Save To restore the previous setting without changing it press Cancel 4620 5620 Phone User Guide Page 23 IP Office Issue 2f 6th December 2005 5620user Message Display Rate When the IP Office sends messages to your phone that are longer than the display area the first part of the message is presented for a specific time interval The second part of the message is then displayed for a specific time interval The Message Display Rate can be either Fast display interval is 2 seconds or Slow default display interval is 3 seconds To change Message Display Rate 1 Press Option and select L Application Options 2 Select C gt Display Call Timers It will toggle between Fast and Slow 3 Select Save To restore the previous setting without changing it press gt Cance
39. l Call Appearance Width When the Call Appearance Width is set to Full the default each line on which a call appears extends the full width of the display and accommodates messages in the call appearance display area When this option is set to Half the call appearance area is limited to half of the display area and call related messages appear on the top display line To change Call Appearance width 1 Press w Option and select C gt Application Options 2 Select L Call Appearance Width It will toggle between Full and Half 3 Select Save To restore the previous setting without changing it press Cancel Visual Alerting When this option is set to No the default ringing is the only notification of an incoming call When set to Yes your phone rings and your voice message indicator light flashes to alert you to an incoming call To change Visual Alerting 4 Press Option and select L Application Options Press 5 Select L Visual Alerting It will toggle between Yes and No 6 Select lt gt Save To restore the previous setting without changing it press Cancel 4620 5620 Phone User Guide Page 24 IP Office Issue 2f 6th December 2005 Function Keys Overview of the Function Keys Both C lt Function Keys and lt gt Soft Keys can be used to access a range of system features The display adjacent to the key shows the feature name Some of these features are default features for example S
40. l 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 dialing from a number that has been registered for the purpose or by dialing your extension number and PIN when prompted If validation is successful then dial 1 to retrieve your mail The System Administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 4620 5620 Phone User Guide Page 31 IP Office Issue 2f 6th December 2005 5620user 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 Cancel All Forwarding 32 N Call Pick Up Extension 01 Forward Unconditionally On 33 N Call Queue 02 Forward Unconditionally Off 34 Hold Music 03 Forward on Busy On 35 N Extn Login 04 Forward on Busy Off 36 N Extn Logout 05 Forward on No Answer On 37 NH Park Call 06 Forward on No Answer Off 38 N Ride Call O7 N Forward to number 39 Relay On 08 Do Not Disturb On 40 Relay Off 09 Do Not Disturb Off 41 Relay Pulse 10 NZ Do Not Dis
41. ll on hold Pressing the adjacent gt key takes the call off hold and puts any other current call on hold e Function Active Mm The button to the left or right of the function key is active System Features System Features can only be set against soft Function Keys by your System Administrator However your System Administrator may allocate you two self administrator features that will enable you to add System Features to your soft Function Keys Refer to Overview of the Function Keys for details of the System Feature that can only be allocated to you by your System Administrator In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction for details of System Features that you can always access yourself by dialing short codes e g 17 to listen to your voicemail messages 4620 5620 Phone User Guide Page 7 IP Office Issue 2f 6th December 2005 Basic Call Handling Answer Incoming Calls When there is an incoming call you will hear a ringing tone and a blinking bell icon appears on the associated call appearance screen To answer an incoming call do one of the following Answering the first incoming call 1 Pick up the handset or press the 1 button to use the speakerphone Answering waiting calls 1 If you have call waiting switched on the waiting call is shown against the next call appearance key and a tone is played to fur
42. ma Insert 15 Conference 12 Conference Add 32 Conference button 12 Press 12 Contrast Control 20 Control 33 WAP website 33 CPark 26 CPkUp 26 Current Pattern 19 D Data 35 Entering 35 Day 26 Default Feature Codes 32 Delet 27 28 Delete 14 18 Individual Log Entry 18 Speed Dial 14 Delete All Entries 18 DeleteAll 18 Deutsche 22 Dial 10 N 31 Dial 11 N 31 Dial Physical Extn 32 Dialpad 20 36 37 use 20 Dir 26 Directed Call Pickup 26 Display 4 17 36 37 Individual Log Entry 17 Options 4 website 37 Display Call Timers 23 change 23 Display Language Selection 22 Diverted 17 30 Calls 30 voicemail 17 Do Not Disturb on off 31 Done 35 Down Line 34 Down Page 34 DPkUp 26 Drop button 12 Press 12 Page 39 Issue 2f 6th December 2005 5620user E Editing 13 14 Speed Dial 14 Email 31 Ending 10 speakerphone 10 English 22 Enhanced Dialing 37 Enter 33 35 Data 35 URL 33 Error informational 37 shows 37 Espanol 22 Except 23 Web Access application 23 EXIT 18 Call Logs 18 Exlp 26 Expl 27 28 Pressing 27 28 Extension 20 External WAP Websites 33 Accessing 33 Extn Login 32 Extn Logout 32 F Failed 36 Fast 24 Feature 4 Feature Button Labeling 21 FEATURE ON BUTTON 27 28 File Server 19 Follow Me Here 32 Follow Me Here Cancel 32 Follow Me To 32 Forward Hunt Group Calls Off 32 Forward Hunt Group Calls On 32 Forward Unconditionally Off 32 Forward Unconditionally On 32 Forwarding 30
43. n the call may be barred Your system manager can bar certain calls such as those to premium rate numbers and international calls Answering Calls Ringing at your own extension Simply pick up the handset When in headset mode press the button associated with the alerting call The default ringing cadences are e Internal calls have a single ring cadence e External calls have a double ring cadence Ringing 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 If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect 4620 5620 Phone User Guide Page 29 IP Office Issue 2f 6th December 2005 5620user Call Waiting Call Waiting tells you if another call arrives while you are already making a call by providing call waiting tone If you hear the call waiting tone either end your current call or put the caller on hold The waiting call should then ring To turn call waiting on use the code 15 to turn it off use 16 Call Forwarding Your calls can be forwarded to another extension or an external number either when you are away from your desk on no answer when your extension
44. ntrol the volume of the key click sounds made when you press fixed buttons on the phone such as the dial pad or softkeys 8 Mute and LED Indicator Turns off the active Speaker handset or headset microphone to prevent the other person from hearing you The associated LED lights steadily when the handset or headset is muted 9 1 Headset and LED Indicator With a headset connected changes audio control from the handset or speaker to the headset The associated LED lights steadily when the headset is active The headset jack socket is located on the base of the telephone underneath the front edge 10 X Speaker and LED Indicator Accesses the Speaker feature The associated LED lights steadily when the Speaker is active 11 Phone Exit Displays the phone application main screen or if applicable exits the current IP Office based feature such as Speed Dial or Call Log and normalizes the display 12 gt Softkeys Used to navigate to or initiate certain features such as Speed Dial or Call Log as well as control certain actions within the features These keys correspond to the text prompts in the display screen immediately above them 4620 5620 Phone User Guide Page 5 IP Office Issue 2f 6th December 2005 5620user Call Appearance Keys There are four pages of Call Appearance and Function Keys You can step through these with the keys At default first page of the main call screen contains three keys set as call appea
45. ou unplug and reconnect the phone Contact your System Administrator if the problem persists Phone does not ring Set your ringer volume to a higher level using the 4 and w Up Down Volume keys From another phone place a call to your extension to test the above suggested solution All other IP problems Contact your System Administrator 4620 5620 Phone User Guide Page 37 IP Office Issue 2f 6th December 2005 5620user SPEED DIAL APPLICATION e You cannot dial out using any Speed Dial entries Dial button Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call e You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry CALL LOG APPLICATION e You cannot dial out after selecting a call log entry Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call e You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry e Dialing from this application does not go through Your administrator must administer settings for the Enhanced Dialing feature beyond the defaults WEB APPLICATION e Pressing the Web soft key does not
46. p lto keep the existing function and forget the function just programmed e Press Delete to delete the existing function and forget the function just programmed 4620 5620 Phone User Guide Page 28 IP Office Issue 2f 6th December 2005 System Features Introduction As well as your phones specific features you can access a number of system features by dialing short codes These instructions are for the system s default configuration They assume that you are using the default feature codes It also assumes that you have full access to all features and the public telephone network Making Calls 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 you can 1 When you call an extension that does not answer or is busy press the C gt RBak feature key to set a callback on that extension When the extension you called becomes free your phone will ring a burst of three rings Lift the handset and the extension is called automatically When the extension you called is free your phone will ring a burst of three rings oe a e mw Lift the handset and the extension is called automatically External calls To make an external call either dial the number prefixed by the access code if required or use a Speed dial code contact your system manager for a list of your speed codes If you hear busy tone while dialing the
47. pDial Log and Option which are always available Others are system features that can only be programmed by the System Administrator for Function Keys See Function Key Programming In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction for details of System Features that you can always access yourself by dialing short codes e g 17 to listen to your voicemail messages The main screen has four pages This means that the eight gt and Function Keys on each page could be used for up to 24 features However it is strongly recommended that all three Call Appearance keys remain at their default settings Hence there are 21 soft Function Keys that can be allocated to system features To move between pages use the ll and keys In the following example e The first three keys have been set as call appearance lines e Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions e Key 6 has been set to monitor system park slot 1 The indicates a call is currently parked in slot 1 e Key has been set to the SAC Send All Calls function e Key 8 has been set to VMOn a function which toggle use of the user s voicemail mailbox on off The 4 indicates that this function is currently on e Pressing either or would display the other two pages of programmed functions set for this phone Extn 110 Programming You
48. r Own Features If the phone has been setup with either or both the Admin and Admin1 features assigned to display keys you can select and program your own feature choices against other keys See Function Key Programming 4620 5620 Phone User Guide Page 25 IP Office Issue 2f 6th December 2005 5620user Function Key Programming If any one of the keys on the telephone is programmed with an Admin or Admin 1 feature it allows you to program further features against other function keys Both Admin and Admin1 are allocated to your function keys by your System Administrator and would appear on a menu screen that is similar to the following Extn 110 The two tables below list the user programmable features available from Admin and Admin1 For full details of how each function works see System Features Admin The programmable functions available via an Admin key are Name Acct AD Admin AutCB CFrwd CPark CPkUp Dir DPkUp Drop GrpPg HdSet HfAns HGNS Park Prog RngOf SAC Spres Timer TmDay Description Account Code Entry Abbreviated Dial Self Administer Automatic Callback Call Forwarding All Call Park Call Pickup Directory Directed Call Pickup Drop Group Paging Headset Toggle Internal Auto Answer Set Hunt Group Night Service Call Park to Other Extension Abbreviate Dial Program Ringer Off Send All Calls AD Suppress Timer Time of Day Toggles No No No Yes Yes Yes No No No No No Yes
49. rance keys With these keys the phone is a multi line phone and are indicated as a b and c The remaining 21 Function Keys can have system features allocated to them by your System Administrator that are specific to your requirements See Function Keys Your System Administrator can change a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance Key on a pre defined colleague s telephone Hence you can pick up make and receive calls on behalf of your colleague e ALine Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls e Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague A System Feature e System Features oystem Features such as Abbreviated Dial that automatically dials a frequently used number can be set against key and or dial pad digits See Function Keys All of the above can only be allocated to you by your System Administrator For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the P Office Key and Lamp Operation manual CAUTIONS 1 Having more than two Call Appear
50. sed 4620 5620 Phone User Guide Page 12 IP Office Issue 2f 6th December 2005 Speed Dials Overview of Speed Dials The phone can store up to 108 personal speed dials accessed by selecting gt SpDial on the display Extnz3l 240 ob rank e The speed dials are sorted alphabetically Pressing the L or key adjacent to an name dials the speed dial number stored with that name The symbol indicates that there are more pages You can more between pages using the i Page Left and l Page Right keys Pressing gt Add allows you to add a new speed dial You can also press gt Edit and an existing speed dial to edit its current settings Exm290 290 Number 4526 ap a a Note Speed dials can be used for any numbers that can be manually dialed from the extension If for external calls a dialing prefix is required that prefix must be part of the speed dial number Accessing the Speed Dial Directory Dialing a Speed Dial You can use the speed dial directory to make a call with the handset on hook or off hook 1 Press lt gt SpDial to display the speed dial directory If SpDial is not shown you may have to press Phone Exit to exit the current screen function 2 he symbol is shown if there is more than one page of speed dials You can move between pages using the a Page Left and Page Right keys 3 When the speed dial required is shown on the screen press the L or key adjacent to the speed dial
51. te the log entry and press the L or Z key adjacent to it 2 Press gt Delete 3 Press Delete to delete the log entry Press 22 gt Cancel to return to the call log without deleting the log entry 4 You will be returned to the call log To Delete All Entries from a Log 1 Press gt Missed InAns or lt gt Outgo to select the log 2 Press the key under DeleteAll 3 Select Delete to delete the log entries Press gt Cancel to return to the call log without deleting the log entries To Exit the Call Logs 1 Press m Phone Exit Disabling the Call Log The phone s call logging can be switched off if required To disable call logging 1 Press x Option and select gt Application Options Press M 2 Select L Call Log It will toggle between Enabled and Disabled 3 Select Save To restore the previous setting without changing it press gt Cancel 4620 5620 Phone User Guide Page 18 IP Office Issue 2f 6th December 2005 Changing Options Personal Ringing The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by the IP Office The phone s own menus allow its ringer sound to be personalized so you can recognize it from other ringing phones To hear a ring pattern and chang
52. the entries or key the first letter of the required name to jump to the page with a matching entry 4 The telephone dials the number for you Redial The Redial feature automatically redials a previously dialed extension or outside number up to 24 digits The phone can store the up to six of the last numbers dialed To redial previously dialed number 1 Press S9 Redial Use i and I to step through the entries When you have located the required number press the associated key To change the Redial number selection 1 Press w Option and select gt Application Options 2 Select C gt Redial It will toggle between Last 6 Numbers and Last Number 3 Select Save To restore the previous setting without changing it press Cancel 4620 5620 Phone User Guide Page 11 IP Office Issue 2f 6th December 2005 5620user Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number Transferring a call to another telephone 1 With the call active or with only one held call and no active calls press the Transfer The call is placed on hold the Hold icon displays and you hear a dial tone while the next available line activates Dial the number to which you want to transfer the call Bn cepe m If you do not want to announce the call press the lC Transfer again and proceed to Step 6 If you wish to wait for an answer and announce the call go to Step 7 6
53. ther indicate the waiting call If you choose to answer the waiting call press the L button corresponding to waiting call and the current call will be placed on hold Make a Call There are several options for making a phone call depending on what how you want to use the phone Making a call using the handset 1 Pick up the handset 2 Dial the phone number of the person you want to contact including any outside line digits and or area codes Making a call using speakerphone 1 Press 5 2 Dial the phone number of the person you want to contact including any outside line digits and or area codes 3 See Speakerphone for more information on using the speakerphone Making a call using speed dial 1 See Using Speed Dials Clearing a Call To clear an established call either 1 Replace the handset Or 2 Press amp Drop You will hear dial tone unless you are in call center mode of working when you will then hear silence 4620 5620 Phone User Guide Page 8 IP Office Issue 2f 6th December 2005 Basic Call Handling Headset Working When a headset is to be used it must be plugged in to the headset socket on the base of the phone To activate the headset and switch off the handset press 4 4 Headset The lamp beside the button is illuminated when headset working is activated To answer an incoming call 1 Press the call appearance key L next to the flashing bell icon a To clear a headset call
54. turb Exception Add 42 Relay On 11 NZ Do Not Disturb Exception Delete 43 Relay Off 12 N Z Follow Me Here 44 Relay Pulse 13 NZ Follow Me Here Cancel 45 Nd Call Steal 14 NZ Follow Me To 46 Call Steal 15 Call Waiting On 47 Conference Add 16 Call Waiting Off 48 Voicemail Ringback On 17 Voicemail Collect 49 Voicemail Ringback Off 18 Voicemail On 50 Forward Hunt Group Calls On 19 Voicemail Off 51 Forward Hunt Group Calls Off 20 N Set Hunt Group Night Service 52 Clear Call 21 N Clear Hunt Group Night Service 53 N Call Pickup Members 29 Toggle Calls 57 N Forward on busy number 30 Call Pick Up Any 70 N Dial Physical Extn by Number 31 Call Pick Up Group 71 NH Dial Physical Extn by ID 4620 5620 Phone User Guide IP Office Page 32 Issue 2f 6th December 2005 Web Browsing Overview of Web Browsing The phone can act as a web browser for WAP Wireless Application Protocol web sites These web sites contain pages written in a language called WML Wireless Markup Language The phone supports WML1 2 If your telephone system has been setup with a default WAP website the phone will display Web Pressing this key will display your systems default WAP website The links and services on this site will control the WAP website and services you can access Extn23l 290 Welcome to AY Hotel her aterton special discount rates at Atlante City casinos See Tourist Info for more information Whil
55. y pressing the gt Save or to restore the previous setting without changing the contrast press the gt Cancel Logging Off Allows you to log your telephone off to prevent unauthorized use during an absence or for privacy purposes e CAUTION Logging off deletes all call log entries and returns any options you may have changed to their default values To log your phone off 1 Press 4 Options and then select C gt Log Off 2 Select L Yes to un register your phone from the IP Office delete all Call Log entries and returns any options you may have configured to their default values 3 Selecting L No returns you to the main Option menu your phone remains logged on to the network and your Call Log and options values remain unchanged Reinstating the Phone When your phone not registered on the phone system the top line displays Extension To reinstate your phone following a log off 1 The telephone screen displays your extension number Press the Hash key If the screen does not display your extension number use the dialpad to enter the number then press the Hash key 2 The display prompts for entry of your password Using the dialpad enter your PBX switch Password then press the Hash key 3 The phone is now ready for use 4620 5620 Phone User Guide Page 20 IP Office Issue 2f 6th December 2005 Changing Options Feature Button Labeling This feature can be used can be used to edit and c
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