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Avaya 4630 IP Phone User Manual

1. You have the option of not logging calls made to or from your phone by changing the Call Log Active setting from Yes the default setting to No 1 To activate or deactivate logging calls depending on the current setting select Call Log Active from the Call Log Options and Preferences screen The Call Log Activation screen displays The current option is highlighted 2 Select either Yes or No to indicate whether or not you want to log calls made to or from your 4630 IP Telephone gt NOTE When you select No to indicate you no longer want calls logged calls logged prior to the change remain available for viewing resorting deleting or adding to a Speed Dial button In this case only future calls made to from your phone will not be logged nor will they appear on the Call Log 3 To save your selection select Save To exit without making a change select Cancel The Call Log Options and Preferences screen re displays showing the new setting 8 6 Issue 2 0 December 2003 4630 4630SW IP Telephone Options Call Log Options Archiving the Call Log The process of automatically archiving your Call Log protects this information in the event of a telephone failure Your System Administrator generally specifies whether your phone will participate in automatic archiving which occurs every two hours or according to a pre determined time span your System Administrator establishes when you have
2. 4630 4630SW IP Telephone Options Backup Restore Options ee Setting a User ID Password and other FTP File Transfer Protocol Options Your System Administrator establishes certain parameters for each 4630 IP Telephone in your network Most parameters are established at the network server and apply to all telephones in the network Other parameters may be unique to a specific site department or group of telephones Those settings which may be unique to your phone appear on the FTP File Transfer Protocol Setup screen They are m Server IP Address the specific server to which your 4630 IP Telephone is connected for backup restore Corporate Directory and other network related functions If your phone has been repaired this value will be set to zero and should be re established Directory Path the server location to which your telephone s data for example Speed Dial groups lists is sent during a backup and from which data is restored a User ID and Password unique identifiers assigned to a phone user for server security purposes The FTP Setup screen also provides access to online help for file transfer protocol information gt NOTES All FTP settings are set to blank upon phone manufacture and repair e Because FTP information may impact server operation as well as the proper backup of your phone data contact your System Administrator before updating any settings The User ID and Password in t
3. Select Back This button is enabled only when more than one web address has been accessed browsed Any web page loading processing stops and the previous web page displays Select Forward This button is enabled only when there is a web address following the web address page currently displayed Any web page loading processing stops and the next page displays Select CReload Any web page loading processing stops and the current page redisplays Select W Stop The processing or loading of the web page stops Select the B icon in the lower right of the web page The Phone screen displays from which you can select the desired application tab 4630 4630SW IP Telephone Options Introduction This chapter describes the procedures available on the Main Options and Preferences screen For example you can change the appearance of your touchscreen set a different ringer tone add a timer to each call or set up a Go to Phone option to automatically take you back to the Phone application from other applications to make or receive calls We suggest you review the default settings by reviewing each options screen you may change your options and preferences at any time gt NOTE Your Telephone Administrator can turn off your ability to set any or all of the options this chapter covers If all options are disabled a notification message displays when you select the Options icon on the
4. Select Headsets Under Find out More select Brochures then Freedom of Choice Headsets Issue 2 0 December 2003 9 1 Handsets for 4600 Series IP Telephones Headsets and Handsets Headsets require headset adapters connectors to operate Avaya offers three types of headset adapters for 4600 Series IP Terminals The MIP 1 provides remote call answering and call initialization features with the Avaya Cordless Headset a The Modular base amplifier M12LUCM which is a high performance solution for users who continuously wear headsets and a An HIP cord which allows basic direct headset connection to your Avaya IP telephone Avaya also offers a cordless headset solution LKA10 with up to a 150 ft mobile range from the base The LKA10 when used with an MIP 1 offers remote call answering and call initialization features on the 4610SW 4620 4620SW and 4630SW IP Telephones The MIP 1 must be ordered separately The LKA10 when used without an MIP 1 operates with other Avaya IP telephones but cannot be used for remote call answering or call initialization The table below summarizes Avaya s corded headset connectors and cordless headset choices and provides ordering codes Headset Connector Type Ordering Code M12LUCM Corded 407639715 HIP Cord Corded 700212442 LKA10 includes Headset Cordless Solution 408271385 MIP 1 Accessory 700281074 gt NOTE If your IP telephone does not have a fixed headset button
5. and select Enter If the Password entered matches your PBX switch registration password on the server the Screen Lock screen displays If the password does not match the message Incorrect Password Try again displays Re enter your password if it was incorrect To make or answer a call while the display is locked lift the handset activate the headset or activate the Speaker button as you normally would If your System Administrator has set up an Emergency number it will be available on the Locked screen at the touch of the red labeled button If your System Administrator has not set up an Emergency number no such button is displayed To unlock your screen see the next procedure Unlocking the Display Unlocking the Display 1 To unlock the screen display and restore normal application screens at the THE DISPLAY SCREEN HAS BEEN LOCKED screen select Password Using the dialpad enter your PBX switch registration password Select Backspace to erase incorrect entries one character at a time When the password is correct select Enter If the Password entered matches your PBX switch registration password on the server the display unlocks If the passwords do not match the message Incorrect Password Try again displays Repeat Step 2 if your password was incorrect The Phone application screen displays Issue 2 0 December 2003 1 13 4630 4630SW IP Telephone Applications Introducing You
6. s authority to operate this equipment Product Safety Standards This product complies with and conforms to the following international Product Safety standards as applicable Safety of Information Technology Equipment IEC 60950 3rd Edition including all relevant national deviations as listed in Compliance with IEC for Electrical Equipment IECEE CB 96A Safety of Information Technology Equipment CAN CSA C22 2 No 60950 00 UL 60950 3rd Edition One or more of the following Mexican national standards as applicable NOM 001 SCFI 1993 NOM SCFI 016 1993 NOM 019 SCFI 1998 Electromagnetic Compatibility EMC Standards This product complies with and conforms to the following international EMC standards and all relevant national deviations Limits and Methods of Measurement of Radio Interference of Information Technology Equipment CISPR 22 1997 and EN55022 1998 Information Technology Equipment Immunity Characteristics Limits and Methods of Measurement CISPR 24 1997 and EN55024 1998 including e Electrostatic Discharge ESD IEC 61000 4 2 e Radiated Immunity IEC 61000 4 3 e Electrical Fast Transient IEC 61000 4 4 Lightning Effects IEC 61000 4 5 e Conducted Immunity IEC 61000 4 6 Federal Communications Commission Statement Part 15 For 4630 Note This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC Rules These limits are designe
7. with labels assigned by the System Administrator If the label for the number you want to call is displayed on the Feature button panel select the appropriate button or Select the More Feature button until the label of the party you want to call is dispiayea then select that button The number dials automatically and the screen displays the appropriate call appearance line as active Issue 2 0 December 2003 Using Your 4630 4630SW IP Telephone Introduction Calling a Party From the Call Log Your telephone maintains a log of up to 100 outgoing answered and unanswered calls to from your phone gt NOTE If all call appearance lines are in use the Call Log feature will not proceed with dialing 1 With the Call Log displayed select an entry 2 Select Call The phone goes off hook and the selected party s number is dialed If the Go to Phone on Originate option is set to Yes in your Options and Preferences the Phone application screen displays A Call Log entry is created for this call 3 Proceed with the call as you normally would gt NOTE If your administrator has set up the Enhanced Dialing feature the 4630 4630SW automatically adds the appropriate digits to precede phone numbers for Missed and In Ans Incoming Answered calls when you select Call This eliminates you having to add any required internal external dialing codes yourself If you select Call but the call does not go thr
8. 5 fixed Feature buttons a 4 1 2 inch by 3 1 3 inch screen display and a two way speakerphone Figure 1 1 The 4630 4630SW IP Telephone 1 2 Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone Introduction Table 1 1 4630 4630SW IP Telephone Button Feature Descriptions Callout Button Feature Button Feature Number Name Description 1 Screen This dial adjusts the display screen s brightness and is Brightness located on the back side of the upper right corner of the Control telephone main housing 2 Top Display The top line of every application screen provides the Line following information or options Time of Day and Current Date Help Tips or switch generated messages Options S icon When selected displays the Options and Preferences menu screen m Lock 8 icon When selected locks the phone which can be unlocked with a password you specify 3 Display The display screen is 4 1 2 inches by 3 1 3 inches Information displayed varies according to the application function currently active When the phone is idle the top area displays the current date and time Volume control when a volume arrow is pressed instructional messages prompts and the call interval time when on an active call also display in the top area as appropriate and if you ve set up the Stock Ticker option as described in Chapter 8 the top line displays current information on your selected stocks and indices While dial
9. 73738 The display shows the message Reset values no yes 3 Choose one of the following If you want to Reset the phone without resetting any assigned values Reset the phone and any previously assigned programmed values Use this option only if your phone has programmed static values Then Press asterisk A confirmation tone sounds and the display prompts Restart phone no yes Press the pound key The display shows the message Resetting values while your IP Telephone resets its programmed values such as the IP address to its default values and re establishes the connection to the server The display then prompts Restart phone no yes 4 Press to restart the phone or to terminate the restart and restore the phone to its previous state gt NOTE Any reset restart of your phone may take a few minutes 10 8 Issue 2 0 December 2003 Troubleshooting Troubleshooting 4630 Applications ee Power Cycling the Phone Use the power cycle with your System Administrator s approval only if the basic or programmed reset procedure cannot be performed or does not correct the problem 1 Unplug the phone and plug it back in The phone connection is re established 2 If power cycling does not correct the problem your System Administrator can perform a more severe power cycle routine by unplugging both the phone and the Ethernet cables
10. 800 457 1764 or 1 207 626 7269 Write Globalware Solutions 200 Ward Hill Avenue Haverhill MA 01835 USA Attention Avaya Account Management E mail totalware gwsmail com For the most current versions of documentation go to the Avaya support Web site http www avaya com support Contents _ SES About This Guide xi Overview xi a Intended Audience xi a Issue Date xi Howto Use This Document xii a Document Organization xii Conventions Used xiii Symbolic Conventions xiii Typographic Conventions xiii a Related Documentation Training xiii ee 1 Introducing Your 4630 4630SW IP Telephone 1 1 a Introduction 1 1 a The 4630 4630SW IP Telephone 1 2 a Using the Touchscreen 1 4 Navigating Application Screens 1 5 4630 4630SW IP Telephone Applications 1 5 Phone Application 1 6 Speed Dial Application 1 6 Call Log Application 1 7 Directory Application 1 8 Voice Mail Application 1 9 Web Access Application 1 10 About the Stock Ticker 1 11 4630 4630SW IP Telephone Security 1 12 Locking Unlocking Your Telephone s Display 1 12 Logging Off the Phone 1 14 Reinstating the Phone After a Logoff 1 14 Display Screen Backlighting 1 15 Issue 2 0 December 2003 v Contents 2 Using Your 4630 4630SW IP Telephone 2 1 a Introduction 2 1 a Making Calls 2 2 Manual Dialing 2 2 Automatic Speed Dialing 2 3 Calling a Party From the Call Log 2 5 Calling a Party From the Dir
11. A WARNING Because the type of power cycle mentioned in Step 2 involves reprogramming certain values it should only be performed by your System Administrator Issue 2 0 December 2003 10 9 Troubleshooting 4630 Applications Troubleshooting 10 10 Issue 2 0 December 2003 Index Numerics 4600 Series IP Telephones Handsets 9 2 Headsets for 9 1 4630 4630SW IP Telephone Applications 1 5 Button Feature Descriptions 1 3 Introduction to 1 1 layout 1 2 Logging Off 1 14 Options 8 1 Reinstating after logoff 1 14 Security 1 12 using the 2 1 A About the Stock Ticker 1 11 About This Guide xi Accessing the Options and Preferences Screen 8 1 Activating Deactivating Call Logging 8 6 Activating Deactivating the Stock Ticker 8 25 Adding a Call Log Entry to a Speed Dial Group 4 5 Adding a Directory Entry to a Speed Dial Group 5 5 Adding a held call to the current call 2 7 Adding another party to a call 2 7 Application Screens Navigating 1 5 Application Tab Screen Color Coding 1 5 Archiving the Call Log 8 7 Audio Quality Network 8 17 Automatic Speed Dialing 2 3 Automatic Backup Option 8 18 B Backing Up and Restoring Speed Dial Groups Backlighting 1 15 Backup File Restoring Data from 8 19 Backup Option Automatic 8 18 Backup Restore Options 8 17 Button Click Feedback setting 8 4 Buttons Speed Dial 3 3 C Calibrating the Screen 8 4 Call Handling Features 2 7 Call Log About the 4 2 Activating De
12. Display shows an error informational message Issue 2 0 December 2003 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 five minutes to your System Administrator Allow a few minutes for re initialization after unplugging powering down the phone server problems or other power interruption causes See Phone does not activate after connecting it the first time above Check all lines into the phone to be sure it is properly connected Check the power source to be sure your telephone is receiving power Perform the following Test procedure with the telephone idle on hook press the Mute button while dialing this sequence 8 3 7 8 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 If the above suggested solutions do not resolve the problem reset or power cycle the phone Most messages involve server phone interaction If you cannot resolve the problem based on the message received contact your System Administrator for resolut
13. Issue 2 0 December 2003 as Using the Web Access Application Introduction One of the exciting aspects of the 4630 4630SW IP Telephone is its optional Web Access application You can actually use your telephone to access Avaya provided information an online version of this user guide and your Corporate intranet if appropriate Your System Administrator has the option of designing a Home page for a corporate website or using a Home page provided by Avaya for this purpose When setting up your web options for security purposes your System Administrator may also optionally require that an authentication screen display upon selection of the Web Access application If you see an Authentication screen you must submit a User Name and Password before gaining access to the Home and other web pages Note that the Web Access application offers a basic browser capability This application does not support all the data types found on the Internet and is not intended to replace your PC s browser The website display area is larger than other application displays because the usual application tabs do not display across the bottom on each screen To access the Phone application select the Phone icon in the lower right of any web page Selecting this icon displays the Phone screen from which you can access any other application by selecting the desired application tab This chapter describes the basic functions available with the Web Access a
14. Restore Default Sort Order button Inbox messages are re sorted into Time Date ascending order oldest to most recent message Changing the Playback Number The Playback displayed on the Log On screen represents the number or extension being used to access your messages This normally is your office extension but may be changed to allow you to pick up messages from another extension or an outside phone 1 Scroll down until the Playback field displays 2 To change the Playback select the Playback field to display the Keyboard Entry screen 3 Type the extension or complete number at which you want to listen to your messages 4 Select Save The Playback on the Log On screen now reflects the phone to be used to retrieve your messages If You Need Help All Voice Mail screens have a Help button which accesses detailed online Help When using Help scroll down fully to review the entire Help text After reviewing Help text scroll to the top of the page and select Exit Help to return to the screen on which you were working Complete documentation regarding Avaya Web Messaging can be found under Messaging Application Software then www messenger at the following website http www avaya com support A Quick Reference Guide also can be found at that site for specifics on handling and replying to messages Issue 2 0 December 2003 6 9 If You Need Help Using the Voice Mail Application 6 10
15. Select the Name field then select Clear The name is deleted Select Save to return to the Speed Dial screen Issue 2 0 December 2003 Sis SS Using the Call Log Application Introduction This chapter describes how to a view the list of calls made to or from your phone sort Call Log entries a adda Call Log entry to a Speed Dial Group List and m remove Call Log entries For information on calling a party listed in the Call Log see Using Your 4630 4630SW IP Telephone To set up Call Log related options for example saving Call Log entries in a permanent log and deactivating the Call Log see 4630 4630SW IP Telephone Options gt NOTE Your Telephone Administrator can turn off the ability to display the Call Logs Your Telephone Administrator can also turn off the ability to move entries from a Call Log to a Speed Dial application If the Call Log feature has been turned off the Call Log tab is not displayed at the bottom of your screen If the ability to add a Call Log entry to a Speed Dial button has been turned off the Add to SD softkey is disabled Issue 2 0 December 2003 4 1 Introduction Using the Call Log Application About the Call Log 4 2 All calls made to or from your 4630 IP Telephone are added to the Call Log The log displays the following information for each call as available Callers name a Caller s phone number Time and date of the call Type of call incoming
16. System Administrator check to see how often this is done this procedure covers establishing an automatic backup of Speed Dial information on a regular basis 1 To backup restore your Speed Dial Groups and buttons select Backup Restore from the Speed Dial Options and Preferences screen The Backup Restore Options and Preferences screen displays The current backup restore option is shown next to the Automatic Backup button 2 Choose one of the following If The Automatic Backup button is not enabled meaning you cannot access this option The Automatic Backup button is enabled but the setting to the right of it is No 3 Select Automatic Backup Then Review the text message beneath the FTP Setup button which indicates that an FTP Server Address must be provided The server address is needed to allow the backed up information to be stored Contact your System Administrator for further instructions Follow the instructions your System Administrator provides to add the server address then repeat this procedure Review the text message beneath the FTP Setup button which indicates that a manual backup performed periodically by your System Administrator can occur Select Done to return to the Speed Dial Options and Preferences screen or proceed to Step 3 to change the setting to Yes The Automatic Backup screen displays as illustrated below The current setting is highlighted 4 Select ei
17. application tab The type of web page displayed will determine the control buttons that appear Making a call from a web page is described in Using Your 4630 4630SW IP Telephone The Web Access application is described fully in Using the Web Access Application Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone 4630 4630SW IP Telephone Applications ee About the Stock Ticker Because it is so advanced your 4630 IP Telephone can even provide you with an at a glance view of current stock market quotes on up to 16 selected stocks and up to 3 major market indices 4630 4630SW IP Telephone Options describes how to specify your stock symbols and other related preferences and how to activate deactivate the ticker gt NOTE The Stock Ticker may not be available depending on your local network and 4630 configuration Here s how it works 1 You specify the stocks and indices you want to track 2 Once you save that information and assuming your Stock Ticker is activated the top display line shows the symbol and the most recently obtained trade price plus the day s change and or volume traded if you included this information when you set up your ticker of every stock and index you specified 3 Each symbol is color coded to provide at a glance recognition When you are tracking more stocks than will fit on the top display line a group of stocks will display for five seconds followed by the n
18. 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 You can also use Mute to hold an off line conversation at any time during a call Preventing the other person on the line from hearing you 1 Press the Mute EDP button next to the dialpad The other party cannot hear you The indicator next to the Mute button lights 2 To reinstate two way conversation press the Mute EDP button again Redial The Redial feature either automatically dials the most recent number dialed or displays the last eight outgoing calls for selection of the number to be dialed What you see when you select this feature depends on how you have set up your Redial option as covered in 4630 4630SW IP Telephone Options This section describes both procedures gt NOTES e If all call appearance lines are in use the Redial feature will not proceed with dialing or allow selection of a number to be redialed from the Redial screen Your Telephone Administrator can turn off the ability to Redial or can restrict your phone to dialing only the last number called If the Redial fea ture has been turned off pressing the Redial button has no effect If the Redial feature has been restricted to only the last number dialed follow the Redialing the last number called instructions below Redialing the last number called Select the Redial D Featur
19. gt NOTE The Voice Mail application tab may not be available depending on your local network and 4630 configuration The main Voice Mail screen your Inbox has four distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock _ amp icon and access to the Options and Preferences screen via the Options M icon 2 Message information area providing the message type a priority flag the name or number of the person who sent the message message date and time and message subject 3 Feature buttons to allow you to review message detail access voice mail options refresh the screen for new messages received switch mail folders obtain voice mail specific Help or log off from voice mail 4 Application tabs which provide access to the other 4630 applications If administered you can access your voice mail from any other application by selecting the Voice Mail application tab Using the Voice Mail Application covers retrieving and reviewing messages voice mail options and message management Issue 2 0 December 2003 1 9 4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone Web Access Application 1 10 The Web Access application offers a way to browse and connect to specific Corporate Intranet information as well as to Avaya support for the 4630 IP Tele
20. includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock _ amp icon and access to the Options and Preferences screen via the Options m icon 2 Call information area including name of caller called party telephone number time and date of call type of call outgoing incoming answered or incoming unanswered and length of call 3 Scroll buttons for viewing the Call Log 4 Feature buttons such as Call or Add to SD Speed Dial used to initiate a call to a selected log entry or add a selected entry s name and number to a Speed Dial Group When you select a specific Call Log entry the Scroll buttons Item 3 above are temporarily replaced by more Feature buttons one of which allows you to delete that entry 5 Application tabs which provide access to the other 4630 applications You can always access the Call Log from any other application by selecting the Call Log application tab Making calls from the Call Log is described in Using Your 4630 4630SW IP Telephone Using the Call Log Application covers log viewing direct dialing of a log entry and adding an entry to a Speed Dial Group Issue 2 0 December 2003 1 7 4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone Directory Application The Directory application allows users whose System Administrator has established a Corporate p
21. name and or telephone number Selecting a blank button allows you to create a new label Selecting a labeled button allows you to change or delete that label The Speed Dial Keyboard Entry screen displays with the cursor in the Name field gt NOTE When adding an entry the cursor starts at the end of the Name field When editing an existing entry the cursor starts at the end of the Number field Issue 2 0 December 2003 3 3 Speed Dial Groups 3 4 Using the Speed Dial Application 5 Touch the appropriate keyboard characters to enter the name you want to assign to this button using up to 12 characters This can be a person s name phone number other designation or abbreviation As you press each character the Name field populates gt NOTE If a Name already has the maximum number of characters the keyboard is not available You cannot overwrite the existing Name you must first select Clear or backspace to remove some characters 6 Choose one of the following options If you want to Make a change one character at a time Jump the cursor anywhere within an editing field Erase the entire Name or Number and type new information Return to the Speed Dial screen without entering or changing a name or number Then Touch the appropriate directional arrow to move to the character in error then touch Backspace The character to the left of your current position erases Retype the character
22. your System Administrator must administer your phone for headset operation when using the HIP Cord Handsets for 4600 Series IP Telephones 9 2 Specialized handsets are available for noisy environments hearing impaired users and other special purposes See the following table for specialized handsets and replacement handsets for your phone Headset Connector Type Ordering Code AK1A 2001 Replacement Handset 700203797 AK5A 1001 Push to Talk 700229727 AK6A 1001 Amplified 700229735 AK8A 1001 Noisy Location 700229743 Issue 2 0 December 2003 Troubleshooting Introduction The 4600 Series IP Telephones are relatively trouble free The Basic Troubleshooting chart provides the most common problems an end user might encounter The Application Troubleshooting chart provides troubleshooting specific to each of the 4630 applications The remaining pages in this chapter provide procedures for resetting or power cycling your phone when neither Basic nor Application Troubleshooting resolves the problem If you have a question or experience a problem that is not described in this chapter contact your System Administrator Issue 2 0 December 2003 10 1 Introduction Basic Troubleshooting Troubleshooting 10 2 Problem Symptom Suggested Resolution Phone does not activate after connecting it the first time Phone does not activate after a power interruption Characters do not appear on the Display screen
23. 630SW IP Telephone Receiving Calls Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number Sending a call to another telephone 1 With the call active or with only one held call and no active calls select the Transfer E gt Feature button The call is placed on hold You hear a dial tone and the next available call appearance line activates Dial the number to which you want to transfer the call Remain on the line and announce the call gt NOTE If the line is busy or if no one answers return to the held call by pressing the line button on which it is being held Press the Transfer GD Feature button again The call is sent to the extension or number you dialed Hang up your handset Issue 2 0 December 2003 2 11 Receiving Calls Using Your 4630 4630SW IP Telephone 2 12 Issue 2 0 December 2003 Using the Speed Dial Application Introduction This chapter describes how to label and use a Speed Dial Group This chapter also describes how to add update or remove a button label representing a phone number from a Speed Dial Group List To make a call using a Speed Dial button see Automatic Speed Dialing in Chapter 2 To set the Speed Dial related option which automatically alphabetizes your Speed Dial buttons when you add or modify a label see 4630 4630SW IP Telephone Options gt NOTE Your Telephone Administrator ca
24. AVAYA 4630 4630SW IP Telephone Release 2 0 User s Guide 555 233 764 Issue 2 0 December 2003 Copyright 2003 Avaya Inc All Rights Reserved Notice Every effort was made to ensure that the information in this document was complete and accurate at the time of printing However information is subject to change Warranty Avaya Inc provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available through the following Web site http www avaya com support Preventing Toll Fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there may be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support in the United States and Canada call the Technical Service Center s Toll Fraud Intervention Hotline at 1 800 643 2353 Disclaimer Avaya is not responsible for any modifications additions or deletions to
25. Speed Dial Group Lists and Buttons which facilitate automatic dialing The main Speed Dial screen has five distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options M icon 2 Buttons labeled with names or designations of persons in a selected Group 3 Group Number Name for each of the five available groups 4 An Edit Delete button used to modify or delete the Group Name or group members names or numbers 5 Application tabs which provide access to the other 4630 applications You can always access Speed Dial from any other application by selecting the Speed Dial application tab Making calls using the Speed Dial application is described in Using Your 4630 4630SW IP Telephone Using the Speed Dial Application covers setting up and modifying Speed Dial Groups and Buttons Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone 4630 4630SW IP Telephone Applications Call Log Application The Call Log application provides a list of up to 100 outgoing and incoming answered and unanswered calls This application also allows you to calla person directly from the Call Log screen and add a log entry s name and number to a Speed Dial button The Call Log screen has five distinct areas 1 The Top Line
26. TE If your administrator has set up the Enhanced Dialing feature the 4630 automatically adds the appropriate digits to precede Directory phone numbers when you select Call This eliminates having to add any required internal external dialing codes to the number yourself If you select Call but the call does not go through check with your administrator to ensure the Enhanced Dialing feature is set up properly for your environment 5 4 Issue 2 0 December 2003 Locating a Phone Number Using the Using the Directory Application Directory Adding a Directory Entry to a Speed Dial Group If there is at least one available Speed Dial button in any Group and a Directory entry has been selected the Add to SD button on the Directory screen is enabled If all Speed Dial buttons in all Groups have been assigned this feature will not be available from the Directory screen gt NOTES e Any Directory entry may be selected for addition to a Speed Dial Group Your Telephone Administrator can turn off your ability to make changes to Speed Dial buttons If this is the case the Add to SD button is disabled 1 Select the Directory entry you want to add to a Speed Dial Group then select the Add to SD button The Speed Dial Keyboard Entry screen displays The Name and Number fields are populated with those from the selected Directory entry The cursor is positioned to the right of the last digit of the telephone number Note that Names Nu
27. Telephone 4630 4630SW IP Telephone Applications m Clean the screen on a regular basis using screen wipes or another non abrasive product designed for this purpose u Ifthe display times out goes blank due to inactivity touch the screen pick up the handset or press any button to restore the display Navigating Application Screens Navigate the 4630 s application screens by selecting Feature buttons or application specific buttons depending on the activity you want to perform Feature and application buttons are either enabled meaning the button is active and available for selection or disabled not active not available for selection When a button is enabled on an application screen the button is highlighted with black on the bottom and white on the top giving it a three dimensional appearance Disabled buttons are bordered in gray To initiate an action or select a button lightly touch the button or screen area you wish to activate then lift 4630 4630SW IP Telephone Applications Your phone provides up to six major applications via the display screen which replace many of the buttons you may have used on other office telephones Each application tab and its associated screen is color coded to provide visual recognition of the application with which you are working Applications and their respective color coding are described in Table 1 2 below Table 1 2 Application Tab Screen Color Coding Appli
28. This document was issued for the first time in December 2001 This document was revised for Release 1 7 in September 2002 and revised for Release 1 8 in June 2003 This is the current version of the document revised for Release 2 0 in December 2003 Issue 2 0 December 2003 xi How to Use This Document How to Use This Document About This Guide This guide is organized to help you find topics in a logical manner Read it from start to finish to get a thorough understanding of how to use your 4630 4630SW IP Telephone or review the Table of Contents or Index to locate information specific to a task or function you want to perform Document Organization xii This guide contains the following chapters Chapter 1 Introducing Your 4630 4630SW IP Telephone Chapter 2 Using Your 4630 4630SW IP Telephone Chapter 3 Using the Speed Dial Application Chapter 4 Using the Call Log Application Chapter 5 Using the Directory Application Chapter 6 Using the Voice Mail Application Chapter 7 Using the Web Access Application Chapter 8 4630 4630SW IP Telephone Options Chapter 9 Headsets and Handsets Chapter 10 Troubleshooting Issue 2 0 December 2003 Describes each element on the face of the telephone explains how to navigate the touchscreen introduces the 4630 4630SW applications and covers how to log your phone on and off Covers all call related information such as initiating calls speed dial
29. Your 4630 4630SW IP Telephone gt NOTES e If your administrator has set up the Enhanced Dialing feature the 4630 automatically adds the appropriate digits to precede the phone numbers for Missed and In Ans calls when you select Call This eliminates you having to add any required internal external dialing codes to the number yourself If you select Call but the call does not go through check with your administrator to ensure the Enhanced Dialing feature is set up properly for your environment 5 To add an entry to a Speed Dial Group see the procedure that follows titled Adding a Call Log Entry to a Speed Dial Group 6 To remove a Call Log entry see the procedure that follows titled Removing Call Log Entries 7 To exit the Call Log select the appropriate application tab at the bottom of the Call Log screen 4 4 Issue 2 0 December 2003 Using the Call Log Application Introduction Adding a Call Log Entry to a Speed Dial Group If there is at least one available Speed Dial button and a Call Log entry has been selected the Add to SD button on the Call Log screen is enabled If all Speed Dial buttons in all Groups have been assigned this feature will not be available from the Call Log screen gt NOTES e Any Call Log entry may be selected for addition to a Speed Dial Group Entries selected for addition to a Speed Dial Group remain listed in the Call Log e Your Telephone Administrator can turn off the ab
30. access to the World Wide Web Using a phone has never been easier with the 4630 4630SW s online corporate phone directory a call log and more than 100 available Speed Dial buttons This chapter introduces you to the layout of the 4630 4630SW IP Telephone It provides a description for the phone screen each functional button and other phone characteristics such as effective use of the touchable display screen The 4630 4630SW s applications are also introduced in this chapter as well as how to navigate application screens This chapter also provides security log on and log off procedures gt NOTE The 4630 and 4630SW telephones have the exact same appearance user interface and functionality The only differences between the sets are due to differing electrical design the 4630SW supports local or LAN based powering and has an Ethernet switch while the 4630 supports local powering only and has an internal shared repeater The 4630 can use an external hub In general you need not be concerned with these differences Any reference in this document to 4630 also applies to the 4630SW Issue 2 0 December 2003 1 1 Introduction Introducing Your 4630 4630SW IP Telephone The 4630 4630SW IP Telephone The 4630 and 4630SW IP telephones are multi line phones typically with from 3 to 5 call appearance incoming outgoing lines up to 21 administrable Feature buttons as assigned by your System Administrator and including
31. activating Call Logging 8 6 Adding an Entry to Speed Dial 4 5 Archiving the 8 7 Calling a Party From the 2 5 Options 8 5 Removing Entries 4 6 Troubleshooting 10 5 Viewing the 4 3 Call Log Application 1 7 Call Log Application Using the 4 1 Call Timer Setting the 8 13 Calling a Party From the Call Log 2 5 Calling a Party From the Directory 2 5 5 4 Calling a Party From the Web Access Application Cleaning the Screen 8 5 Conference feature 2 7 Conventions Used in this document xiii D Deactivating Activating the Stock Ticker 8 25 Deleting a Speed Dial Button Label 3 6 Direct Manual Dialing 2 2 Directory About the 5 1 Adding an Entry to Speed Dial 5 5 Calling a Party From the 2 5 Calling a Party from the 5 4 Locating a Phone Number 5 2 Options 8 13 Resolving Search or Related Problems 5 6 Trouble Message Resolution 5 6 Troubleshooting 10 6 Directory Application 1 8 Directory Application Using the 5 1 Display screen 1 3 Display Screen Backlighting 1 15 Document Organization xii Dropping the last person added to the call 2 7 Issue 2 0 December 2003 IN 1 4630 4630SW IP Telephone E Edit Dialing 2 2 Edit Dialing setting 8 10 EMERGENCY button 3 1 F Fax Text and File Message Specific Options 6 6 File Text and Fax Message Specific Options 6 6 FTP File Transfer Protocol Options 8 21 FTP Server IP Address Reviewing Updating 8 8 H Handsets and Headsets 9 1 Headset 1 3 Help for Voice Mail 6 9 Hold featu
32. agnetic Compatibility Directive 89 336 EEC and Low Voltage Directive 73 23 EEC This equipment has been certified to meet CTR3 Basic Rate Interface BRI and CTR4 Primary Rate Interface PRI and subsets thereof in CTR12 and CTR13 as applicable Copies of these Declarations of Conformity DoCs can be obtained by contacting your local sales representative and are available on the following Web site http www avaya com support Japan For 4630 This is a Class A product based on the standard of the Voluntary Control Council for Interference by Information Technology Equipment VCCI If this equipment is used in a domestic environment radio disturbance may occur in which case the user may be required to take corrective actions COM ERURKI ERRE A ERIH VCCI o CES AFR A RRRIRETCT TORREZ CERTA t EE HEL NSRIFLEBSVIEF COBBLER ZEAIBREANSZILCERHVETF For 4630SW This is a Class B product based on the standard of the Voluntary Control Council for Interference by Information Technology Equipment VCCI If this equipment is used in a domestic environment radio disturbance may occur in which case the user may be required to take corrective actions LOL HELE BRS ERMA VCCI oik TES TFA MPRRHTRE CT OORE ZERE CHEATS amp BK GELS SRIF LERSV ET COMBICIMEAAD GDA eT BEIBRENSIEMHVET To order copies of this and other documents Call Avaya Publications Center Voice 1 800 457 1235 or 1 207 866 6701 FAX 1
33. assword will be required to unlock the phone and allows you time to obtain the password from your System Administrator if one has not yet been established or has been forgotten before proceeding to lock the phone Locking the Display 1 12 If your phone is locked a Locked message displays across the screen in capital letters To lock your 4630 IP Telephone screen display 1 Select the Lock La icon from the top line of any application screen If you have a valid PBX switch registration password stored on the server the Locked screen displays Or if the value of your PBX switch registration password as stored on the server is blank or set to a default value the Screen Lock Password Verification screen displays instead Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone 4630 4630SW IP Telephone Applications 2 Depending on which screen is displayed choose one of the following options If this screen is displayed Then THE DISPLAY The 4630 display area is protected from SCREEN IS LOCKED access The telephony capability is active meaning you may make or receive calls while the display is locked but you do not have access to Phone Feature buttons such as Transfer or Redial Screen Lock Be sure you know your PBX switch Password Verification registration password or contact your System Administrator to obtain it Then select the Password field enter your password using the phone s dialpad
34. ate an On status and the selected pattern tone sounds for one cycle 3 Repeat Step 2 until the desired ring pattern or tone sounds To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays gt NOTE To raise or lower the ringer volume use the phone s Volume Control button Selecting a Redial Option This procedure instructs you in selecting or changing your phone s redial option The Redial Feature button displays on the Phone application screen and you have two choices for how this button operates When selected the last number called is dialed When selected a list of the last eight numbers called is displayed from which you may choose the number you want to redial The default setting is to display the list of the last eight numbers called See Redial in Chapter 2 for information on using this feature 1 To modify the current Redial setting select Redial from the Phone Options and Preferences screen The Select Redial Option screen displays The current setting is highlighted Select either Last number or Last 8 numbers to indicate how you want the Redial Feature button to operate To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays Issue 2 0 December 2003 8 11 Call Log Options 4630 4630SW IP Telephone Options Sett
35. ating the Stock Ticker You have the option of not displaying the stock ticker by changing the Stock Ticker Active setting from Yes the default setting to No 1 To activate or deactivate the ticker depending on the current setting select Stock Ticker Active from the Stock Ticker Options and Preferences screen The Stock Ticker Activation screen displays The current option is highlighted 2 Select either Yes or No to indicate whether or not you want the top display line to show the ticker 3 To save your selection select Save To exit without making a change select Cancel The Stick Ticker Options and Preferences screen re displays showing the new setting Issue 2 0 December 2003 8 25 Stock Ticker Option 4630 4630SW IP Telephone Options 8 26 Issue 2 0 December 2003 Headsets and Handsets Introduction This chapter provides information about headsets and specialized handsets that are compatible with your IP telephone Headsets for 4600 Series IP Telephones Avaya supports only those headsets and headset adapters that carry an Avaya brand or logo There are a variety of Avaya headsets that are compatible with your 4600 Series IP Telephone To see the available headsets view the Freedom of Choice Headsets brochure To access the Freedom of Choice Headsets brochure 1 Go to http Awww avaya com 2 Mouse over Products amp Services and select Products A Z 3 4
36. cation Tab Screen Color Phone Blue Speed Dial Orange Call Log Magenta Directory Green Voice Mail Violet Web Access Yellow gt NOTE One or more application tabs may not be available depending on your local network and 4630 configuration Issue 2 0 December 2003 1 5 4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone Phone Application The primary application is the Phone application through which you can make calls or select administered Feature buttons from the Feature button panel on the right side of the screen When the Phone application is displayed the phone is in its default state The Phone display screen has five distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options M icon Call Appearance incoming outgoing lines Feature buttons If set on the Options and Preferences screen an Edit Dialing display panel a A WwW DY Application tabs which provide access to the other 4630 applications You can always access the Phone function from any other application screen by selecting the Phone application tab The Phone application is described in Using Your 4630 4630SW IP Telephone Speed Dial Application The Speed Dial application provides access to
37. ction you want to perform choose one of the following options If you want to Then See detailed information Select the message using any field but the about a specific message Priority flag field The Message Detail screen displays from which you can listen to a voice message view a text message reply to a message delete the message or move the message to a folder For specifics on playing voice mail messages viewing text messages or replying to either type of message see the next section Working With Your Messages Search for a specific Select Find message The Find Message screen displays from which you can specify criteria for a message search After entering your criteria select the Find button The Find Results screen displays all messages meeting that criteria You may now select a specific message to view its details or return to the Inbox Issue 2 0 December 2003 6 3 Introduction 6 4 If you want to Continued Sort the messages shown in a different order Update the Inbox with any new messages received while reviewing the Inbox Review messages ina different folder from your message Inbox Change an option such as your password or return to the default sort order Exit the Voice Mail application Issue 2 0 December 2003 Using the Voice Mail Application Then Continued Select the column heading of the field by which you want to sort For example if messages are cu
38. d on the first available unlabeled button from top to bottom then left to right Issue 2 0 December 2003 4 5 Introduction Using the Call Log Application Removing Call Log Entries You can delete an individual Call Log entry as described in the procedure below Individual Call Log entry removal is also performed automatically without user intervention when the 101 log entry is created In this instance the oldest entry is automatically deleted from the log to maintain a 100 entry maximum Otherwise all Call Log entries are automatically deleted upon loss of telephone power telephone reset or upon logging your telephone off Removing a Specific Call Log Entry 1 Select the Call Log entry you want to delete The scroll buttons no longer display Two buttons Cancel and Delete display 2 Choose one of the following options If you want to Then Return to viewing the log or Select Cancel select a different entry No deletion occurs The Call Log re displays Proceed with deleting the Select Delete selected entry The selected entry is deleted and the Call Log re displays 4 6 Issue 2 0 December 2003 a rey Using the Directory Application Introduction The Corporate Directory is an optional application for your 4630 IP Telephone system Check with your System Administrator to see if a Corporate Directory has been established before proceeding with this chapter This chapter describes how t
39. d to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense For 4630SW Note This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the IFCC Rules These limits are designed to provide reasonable protection against harmful interference when the equipment is joperated in a commercial environment This equipment generates luses and can radiate radio frequency energy and if not installed jand used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense Part 68 Answer Supervision Signaling Allowing this equipment to be operated in a manner that does not provide proper answer supervision signaling is in violation of Part 68 rules This equipment returns answer supervision signals to the public switched network whe
40. delete the message 1 Choose one of the following options If you want to Listen to the voice message Listen to the same message again Disconnect from playing the message Call the person back Send a voice or text message back to the sender Then Select the Play button The Voice Mail system dials your phone Pick up the handset or press the Speakerphone button to start the message To stop the message before it ends select the Stop button The message plays for the time specified in the Size field unless you stop it sooner by selecting either the Stop or Hang Up button Select the Rewind button then Play Select the Hang Up button Select the Call Sender button The 4630 automatically dials your phone first to connect you then the sender s number Select the Reply button See Replying to Messages Issue 2 0 December 2003 6 5 Introduction 6 6 If you want to Continued Put this message ina different folder Remove this message entirely from your Voice Mail box Exit the Voice Mail application Using the Voice Mail Application Then Continued Select the folder to which the message should be moved If a folder button is not active note that you cannot move messages out of your Old folder except by deletion and cannot move new messages to the Unopened folder Select the Delete button The prompt Are you sure you want to permanently delete the message displa
41. der 6 9 Changing the Playback Number 6 9 a f You Need Help 6 9 OO 7 Using the Web Access Application 7 1 m Introduction 7 1 a Navigating Web Pages 7 2 Navigating the Home Page and Other Standard Size Web Pages 7 2 Issue 2 0 December 2003 vii Contents 8 4630 4630SW IP Telephone Options 8 1 a Introduction 8 1 Accessing the Options and Preferences Screen 8 1 m Touchscreen Options 8 2 Setting the Screen Idle Timeout Duration 8 2 Setting the Keyboard Layout 8 3 Setting Button Click Feedback 8 4 Calibrating the Screen 8 4 Cleaning the Screen 8 5 a Call Log Options 8 5 Activating Deactivating Call Logging 8 6 Archiving the Call Log 8 7 Reviewing Updating the FTP Server IP Address 8 8 a Phone Application Options 8 9 Setting Edit Dialing 8 10 Selecting a Personalized Ring 8 11 Selecting a Redial Option 8 11 Setting the Go to Phone For Incoming Calls Option 8 12 Setting the Go to Phone on Originate Option 8 12 Setting the Call Timer 8 13 a Directory Options 8 13 Setting Up or Modifying a Directory User ID and Password 8 14 Speed Dial Options 8 15 Setting the Speed Dial Alphabetize Entries Option 8 15 Backing Up and Restoring Speed Dial Groups 8 16 a Network Audio Quality 8 17 Backup Restore Options 8 17 Setting the Automatic Backup Option 8 18 Restoring Data from a Backup File 8 19 Setting a User ID Password and other FTP File Transfer Protocol Options 8 21 m Stock Ticker Option 8 23 Setting Up
42. desired result For example you may enter an invalid name which cannot be located on the Telephone Number database being searched or enter a valid name which is not included in the database Because using the Directory application to locate telephone numbers involves connection to your Corporate Directory server directory or network related problems may occur from time to time Such problems may involve not being able to connect to or receive a response from the server or a slow response due to server or network congestion When a search or query cannot be successfully completed a Trouble screen displays messages to help you determine the problem Based on the message displayed you can determine whether to re initiate the search or contact your System Administrator for assistance Trouble Message Resolution Most Trouble messages require the involvement of your System Administrator Those which are search related require you to re initiate your search after verifying and or modifying your search criteria If you receive either of the following messages verify your search criteria and re try the query Server Timed Out The Corporate Directory may be too big for this search or your network may be congested Narrowing your search criteria for example typing a full name rather than a partial name may help Name Not Found The Name you entered is not in your Corporate Directory Verify that you typed the Name whose nu
43. e allows you to conference up to the maximum number of parties set by your System Administrator Adding another party to a call 1 Dial the first party then select the Conference CD Feature button The current call is placed on hold and you hear a dial tone 2 Dial the number of the next party and wait for an answer 3 Select the Conference GD Feature button again to add the new party to the call 4 Repeat Steps 1 3 for each party you want to conference in to the call Adding a held call to the current call 1 Select the Conference aceey Feature button The current line and the held line lights change to a patterned background 2 Press the line button of the held call 3 Select the Conference GD Feature button again All parties are now connected Dropping the last person added to the call Select the Drop qDP Feature button The last party connected to the conference call is dropped from the call Hold The Hold feature puts a call on hold until you retrieve it Placing a call on hold Select the Hold 6 Feature button The call appearance line of the held call changes to a patterned background and the Held Call icon displays Issue 2 0 December 2003 2 7 Receiving Calls Using Your 4630 4630SW IP Telephone ______ _ ee Retrieving the held call Select press the call appearance line of the held call The call is now active Mute During an active
44. e button The last number dialed is automatically redialed 2 8 Issue 2 0 December 2003 Using Your 4630 4630SW IP Telephone Receiving Calls Redialing using a list of the last eight numbers called 1 Select the Redial K Feature button The Redial screen displays the last eight unique numbers dialed gt NOTE Following a power up or phone reset the Redial list displays only those numbers dialed after the reset or power up Numbers dialed prior to the reset or power up do not display 2 Select the number you want to redial If the call can be dialed the Phone application screen displays and the selected number dials automatically If the selected number cannot be dialed for example if all call appearance lines are currently on Hold all Redial entries are disabled If you press a number for redialing while in this state an error beep tone sounds and no further action occurs 3 Proceed with the call Speakerphone A two way built in Speakerphone lets you place and answer calls without lifting the handset gt NOTE It is also possible to disable the Speakerphone feature If your Speakerphone does not operate as indicated contact your System Administrator to ensure that your telephone s Speakerphone is enabled Placing or answering a call without lifting the handset or using the Speakerphone with any feature 1 Press the Speakerphone GDP button next to the dialpad The indicator next to the Speaker butt
45. eaning Required Action You cannot access the Automatic Archive setting if the FTP Server IP Address is missing Select FTP Setup to review add or update the server address See Setting a User ID Password and other FTP File Transfer Protocol Options later in this chapter for information Contact your System Administrator if you have any questions A system protocol called DNS was used to attempt to locate the correct server address but could not do so Select FTP Setup to review add or update the server address See Setting a User ID Password and other FTP File Transfer Protocol Options later in this chapter for information Contact your System Administrator if you have any questions The server s directory path may be invalid ora User ID password may be required for access Select FTP Setup to review the FTP settings See Setting a User ID Password and other FTP File Transfer Protocol Options later in this chapter for information Contact your System Administrator if you have any questions Your System Administrator should investigate this problem To assist in troubleshooting select FTP Setup to review the FTP settings See Setting a User ID Password and other FTP File Transfer Protocol Options later in this chapter for information 4630 4630SW IP Telephone Options Call Log Options Phone Application Options Phone application options and preferences allow you establ
46. ectory 25 Calling a Party From the Web Access Application 2 6 a Receiving Calls 2 6 Call Handling Features 2 7 Conference 2 7 Hold 2 7 Mute 2 8 Redial 2 8 Speakerphone 2 9 Transfer 2 11 a 3 Using the Speed Dial Application 3 1 a Introduction 3 1 Speed Dial Groups 3 1 Changing or Deleting a Group Label 3 2 Speed Dial Buttons 3 3 Adding Speed Dial Buttons to a Group or Updating Speed Dial Button Information 3 3 Deleting a Speed Dial Button Label 3 6 eee 4 Using the Call Log Application 4 1 a Introduction 4 1 About the Call Log 4 2 a Viewing the Call Log 4 3 a Adding a Call Log Entry to a Speed Dial Group 4 5 a Removing Call Log Entries 4 6 Removing a Specific Call Log Entry 4 6 vi Issue 2 0 December 2003 Contents 5 Using the Directory Application 5 1 m Introduction 5 1 About the Directory 5 1 a Locating a Phone Number Using the Directory 5 2 Calling a Person Listed in the Directory 5 4 a Adding a Directory Entry to a Speed Dial Group 5 5 a Resolving Search or Directory Related Problems 5 6 Trouble Message Resolution 5 6 ll 6 Using the Voice Mail Application 6 1 a Introduction 6 1 Accessing the Voice Mail Application 6 2 a Using the Inbox 6 3 a Working With Your Messages 6 5 Voice Message Options 6 5 Text File and Fax Message Specific Options 6 6 Replying to Messages 6 7 a Changing Voice Mail Options 6 8 Changing Your Password 6 8 Setting Delete Confirmation 6 8 Restoring the Default Sort Or
47. edure that follows titled Calling a Person Listed in the Directory See the procedure that follows titled Adding a Directory Entry to a Speed Dial Group Select Back to return to the Query Specification screen and repeat this procedure from Step 2 Select the appropriate application tab at the bottom of the Directory screen Issue 2 0 December 2003 5 3 Locating a Phone Number Using the Directory Using the Directory Application Calling a Person Listed in the Directory This procedure assumes you have performed a search for the number you want to call as described in the procedure above titled Locating a Phone Number Using the Directory Begin this procedure with the Successful Query screen displayed 1 Select the entry you want to call 2 Select Call The Directory Number Editing screen displays 3 Choose one of the following options If you want to Then Dial the number as Proceed to Step 4 currently shown Return to the previous Select Cancel screen without dialing the number displayed The Query Specification screen re displays the Name field displays the original entry to allow you to edit it and perform another query 4 Select Call The number is dialed automatically If your Go to Phone on Originate option is set to Yes the Phone Application screen displays If your Go to Phone on Originate option is set to No the Successful Query screen re displays gt NO
48. ee agent subcontractor or is not working on your company s behalf Whereas a malicious party is anyone including someone who may be otherwise authorized who accesses your telecommunications equipment with either malicious or mischievous intent Such intrusions may be either to through synchronous time multiplexed and or circuit based or asynchronous character message or packet based equipment or interfaces for reasons of Utilization of capabilities special to the accessed equipment Theft such as of intellectual property financial assets or toll facility access Eavesdropping privacy invasions to humans Mischief troubling but apparently innocuous tampering Harm such as harmful tampering data loss or alteration regardless of motive or intent Be aware that there may be a risk of unauthorized intrusions associated with your system and or its networked equipment Also realize that if such an intrusion should occur it could result in a variety of losses to your company including but not limited to human data privacy intellectual property material assets financial resources labor costs and or legal costs Responsibility for Your Company s Telecommunications Security The final responsibility for securing both this system and its networked equipment rests with you Avaya s customer system administrator your telecommunications peers and your managers Base the fulfillment of your responsibility
49. elect Clear to remove the current path prior to entering a new path or select Cancel to return to the FTP Setup Parameters screen without changing the current path Select User ID The FTP User ID Entry screen displays with the prompt Enter User ID Using the keyboard enter the User Id that gives you access to the server this is either provided by your System Administrator or selected by you using parameters provided by the administrator Select Save to save the setting and return to the FTP Setup Parameters screen 4630 4630SW IP Telephone Options Stock Ticker Option If you want to Continued Add or modify your Server Password Return to the Backup Restore Options and Preferences screen without changing the selected FTP setting screen Stock Ticker Option Then Continued Select Password The FTP Password Entry screen displays with the prompt Enter Password Using the keyboard enter the Server Password using parameters provided by your System Administrator Select Save to save the setting and return to the FTP Setup Parameters screen Select Cancel No change is made and the Backup Restore Options and Preferences screen re displays Select Done to return to the Backup Restore Options and Preferences This option allows you to set up a real time stock ticker to track up to 16 stock symbols and up to 3 index symbols After setting up the symbols you want to track you th
50. en activate the ticker which displays your selections across the top display line Both Stock Ticker set up and activation are covered in this section You select this option from the Main Options and Preferences screen accessed by selecting the icon on the top display line When you are finished select Done to return to the Main Options and Preferences screen Setting Up or Modifying the Stock Ticker Set up your Stock Ticker by Adding stock corporate symbols to any of the 16 buttons at the top of the Administration screen Optionally selecting buttons for one two or all three major indices Dow Jones Industrial Average Standard amp Poor s 500 and NASDAQ to display in addition to the stock symbols you select Optionally specifying whether you want the change from the previous day s closing price and or the current day s trading volume of your selected stocks indices to display on the ticker Issue 2 0 December 2003 8 23 Stock Ticker Option 4630 4630SW IP Telephone Options 8 24 To set up or modify the stock ticker select Stock Ticker Set Up from the Stock Ticker Options and Preferences screen The Stock Ticker Administration screen displays Select the button to which you want to add modify a stock symbol gt NOTE When activated the ticker displays your selected symbols in top to bottom left to right order The Stock Ticker Keyboard screen displays with the cursor in the Stock quote sy
51. en re displays Setting the Keyboard Layout Applications which allow speed dial entries to be created use a keyboard screen into which a name and or number is typed Two keyboard layout options are available QWERTY the standard arrangement for personal computer and other keyboard reliant devices This is the default keyboard layout setting ABCDEF characters are arranged in alphabetical order for those users who find the QWERTY layout confusing To modify the your keyboard layout select Keyboard Options from the Touchscreen Options and Preferences screen The Select Keyboard Layout screen displays The current setting is highlighted Select either QWERTY or ABCDEF to indicate how you want any screen with a keyboard layout to appear To save your selection select Save To exit without making a change select Cancel The Touchscreen Options and Preferences screen re displays Issue 2 0 December 2003 8 3 Accessing the Options and Preferences Screen 8 4 4630 4630SW IP Telephone Options Setting Button Click Feedback Click feedback is the audible response your phone makes when you touch select and release a button field or screen area Two settings are available Click on contact an audible click will sound when you touch a button on the screen This is the default setting No click no audible feedback will occur when you touch the screen To change the click feedback se
52. ephone number you can call by pressing one button You can set your own buttons up as desired with the possible exception of one number button in the first Group That number is an EMERGENCY number optionally established by your System Administrator to allow you quick access to emergency services for your site When administered the EMERGENCY button is labeled in red type to allow you to recognize it immediately if needed When you save a new or modified Speed Dial button it is placed in alphabetical order within its respective Speed Dial Group if the Alphabetize Entries option is set to Yes as described in 4630 4630SW IP Telephone Options Adding Speed Dial Buttons to a Group or Updating Speed Dial Button Information Before adding buttons to a Speed Dial Group be sure to assign a Group name label as described in Changing or Deleting a Group Label earlier in this chapter gt NOTE You cannot edit or update the EMERGENCY button if one is administered for your phone 1 To access the Speed Dial application from any other application select the Speed Dial tab at the bottom of the display screen The Speed Dial screen displays 2 Select the Group to which you want to add the new button or the group to which the button you want to modify belongs 3 To update or delete an existing Speed Dial entry first select the Edit Delete button 4 Select the Speed Dial button to which you want to assign change a
53. er first powering up the phone then Calibrate the screen as described in 4630 4630SW IP Telephone Options See the section that follows titled Troubleshooting 4630 Applications Troubleshooting Troubleshooting 4630 Applications Troubleshooting 4630 Applications Problem Symptom Suggested Resolution GENERAL A feature does not work as indicated in the User Guide or does not work as it had previously worked PHONE APPLICATION SPEED DIAL APPLICATION You cannot dial out using any Speed Dial button CALL LOG APPLICATION You cannot dial out after selecting a call log entry Dialing from the application does not go through Verify the procedure and retry Check below to troubleshoot the specific application with which you are working Ensure that any options have not been changed Contact your System Administrator if these actions do not produce the desired result Please review the previous section Basic Troubleshooting 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 Only entries with a status of Outgoing can be called You cannot call entries with a status of Answered or Unanswered directly without first editing and saving them Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is ava
54. ext group and so on until all selected stocks have been displayed Your quotes are shown in the order you specified during set up followed by any of the indices you selected 4 After all of your symbols display once the quotes are repeated in the same order with updated information as appropriate Issue 2 0 December 2003 1 11 4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone ee 4630 4630SW IP Telephone Security Telephone security involves preventing unauthorized use of your phone by others You can log your phone off when you will be out of the office for a period of time and lock your phone so that it cannot be used by others in your absence Logging off and or locking the phone protects your application information your Call Log and Directory and prohibits web access These security measures are described in this section Also your 4630 display screen automatically dims when it has been idle for a pre set period of time as covered in Display Screen Backlighting later in this chapter Locking Unlocking Your Telephone s Display You may lock your phone s display at any time to prevent unauthorized use of application specific information or access to the server CAUTION Locking the phone does not prohibit making or receiving calls Prior to locking the phone for the first time a display screen prompts you to enter your PBX switch password this serves to notify you that the p
55. fewer than six entries are returned no scroll buttons display if six entries are returned scroll buttons display but are disabled If more than six entries are returned scroll buttons display as appropriate Issue 2 0 December 2003 Using the Directory Application Locating a Phone Number Using the Directory 5 Choose one of the following options If you want to Sort the entries in alphabetical or numerical order Scroll through the list of entries when it contains more than six names numbers matching your search criteria Call a person shown on the list of entries Add an entry toa Speed Dial Group Perform another search Exit the Directory Then To sort the entries in alphabetical order select the Name column heading The entries re display in alphabetical order and a triangle symbol displays in the Name column heading To sort the entries in numerical order select the Number column The entries re display in phone number order and a triangle symbol displays in the Number column heading Use the Scroll buttons at the bottom left of the screen as follows Select F _ to scroll downward one screen 6 entries at a time Select lto scroll to the bottom of the list of entries Select 2 l to scroll upward one screen 6 entries at a time Select to scroll to the top of the list of entries Note Scroll buttons are disabled when they would have no effect See the proc
56. for example if you are retrieving your messages from a different phone extension Changing Your Password To change your password select the first Password field and use the Keyboard Entry screen to type your current old password Type your new password Type your new password again in the confirmation field To store the new password select the Save button To cancel without saving the new password select the Cancel button and continue to use your old current password when logging on to the Voice Mail application The Inbox displays Setting Delete Confirmation 1 3 Scroll down until the Do not show Message Delete Confirmation line displays If you do not want to see a confirmation message when you delete messages from a folder or your Inbox select the box next to the Do not show Message Delete Confirmation line The box appears shaded or filled in You will no longer see a confirmation when you delete messages To change this option to display a confirmation message select the box again The box appears empty not shaded You will now see a confirmation when you delete messages 6 8 Issue 2 0 December 2003 Using the Voice Mail Application If You Need Help Restoring the Default Sort Order 1 Scroll down until the Restore Default Sort Order button displays 2 To change the order in which Inbox messages display back to the original default setting select the
57. he cursor in the Group field Touch the appropriate keyboard letters to enter the label you want to assign to this group As you press each letter the Group field populates When modifying an existing label your new label will overwrite the current one gt NOTE If a Group Name already has the maximum number of characters 7 the keyboard is not available You cannot overwrite the existing Group Name you must first select Clear or backspace to remove some characters Choose one of the following options If you want to Then Make a change one character at Touch the appropriate directional a time arrow to move to the character in error then touch Backspace The character to the left of your current position erases Retype the character s in error and proceed to Step 6 Erase the entire Group Name Select Clear You can type a label at this point by repeating the procedure from Step 4 Jump the cursor anywhere within Touch the editing field position the editing field where you want to place the cursor Return to the Speed Dial screen Select Cancel without changing any labels 6 Verify the label and select Save to return to the Speed Dial screen Issue 2 0 December 2003 Using the Speed Dial Application Speed Dial Groups Speed Dial Buttons Each Speed Dial Group can have up to 24 Speed Dial buttons associated with it with each button displayed alphabetically by name Each button represents a tel
58. he procedure that follows provide access to your server which allows you to perform backup and other future server related features they are not the Communication Manager regis tration ID and password which identify you as an authorized user of your respective system 1 To update any of the FTP settings select FTP Setup from the Backup Restore Options and Preferences screen The FTP Setup Parameters screen displays Issue 2 0 December 2003 8 21 Backup Restore Options 8 22 4630 4630SW IP Telephone Options 2 Choose one of the following options If you want to Add or update the Server IP Address Add or update the directory path to which backup saves your data Add or update the Server User ID Issue 2 0 December 2003 Then Select Server IP Address The Server IP Address Entry screen displays with the prompt Enter IP address if no server name is currently assigned or Enter FTP server IP Address lt or DNS name gt if you are modifying an existing server address Using the keyboard enter the server address name and select Save to save the setting and return to the FTP Setup Parameters screen Select Directory Path The Directory Path Entry screen displays with the prompt Enter Directory Path Using the keyboard enter the path provided by your System Administrator and select Save to save the setting and return to the FTP Setup Parameters screen Alternately you may s
59. hone directory to search for telephone numbers by name and to initiate direct dialing from the Directory list This application also allows users to add a Directory entry s name and number to a Speed Dial Group List gt NOTE The Directory application tab may not be available depending on your local network and 4630 configuration The Directory screen has four distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options M icon 2 Name entry field for a Directory search and related Feature buttons Search and Clear 3 Keyboard for entry of search criteria 4 Application tabs which provide access to the other 4630 applications If administered you can always access the Directory from any other application by selecting the Directory application tab Using the Directory Application covers search procedures direct dialing of a directory entry and adding a directory name number to a Speed Dial Group 1 8 Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone 4630 4630SW IP Telephone Applications Voice Mail Application The Voice Mail application allows users whose System Administrator has established a link to their corporate voice messaging system to retrieve respond to and manage their messages
60. ilable to make your call Your System Administrator must administer the settings for the Enhanced Dialing feature beyond the defaults Issue 2 0 December 2003 10 5 Troubleshooting 4630 Applications Problem Symptom Continued Troubleshooting Suggested Resolution Continued CALL LOG APPLICATION The Call Log is empty You cannot add an entry to a Speed Dial button DIRECTORY APPLICATION No Directory tab displays with the other application tabs at the bottom of every screen Dialing from the application does not go through Directory application tab displays but you receive an Attempting to connect to server message when you select the tab Directory query produces an error message DIRECTORY APPLICATION You cannot add an entry to a Speed Dial button 10 6 Issue 2 0 December 2003 Many events will clear the Call Log including power failure or restarting the telephone for example following logging off No buttons are available in the selected Speed Dial group Select a different group or delete a button label before trying to add the Call Log entry to your Speed Dial list Your telephone is not administered to support the Directory application If you believe it should be available contact your System Administrator Your System Administrator must administer the settings for the Enhanced Dialing feature beyond the defaults The telephone cannot connect to the Directory serve
61. ility to make Speed Dial button changes If this is the case the Add to SD button is disabled 1 Select the Call Log entry you want to add to a Speed Dial Group then select the Add to SD button The Speed Dial Keyboard Entry screen displays The Name and Number fields are populated with those from the selected Call Log entry The cursor is positioned to the right of the last digit of the telephone number 2 To change the Name and or Number modify them using the keyboard and keyboard control buttons at the bottom of the screen For example you may need to add a trunk number a 9 or other number needed to obtain an outside line and or other network dial access codes such as an Area Code or Country Code to prepare the number for speed dialing 3 If the Name and Number are correct select Save The Speed Dial Group Name Selection screen displays 4 Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added You can add the new button to any group having an unlabeled Speed Dial button including one to which a Group Name label has not yet been assigned The new Speed Dial button is added to the specified group in alphabetical order if the Speed Dial Alphabetize Entries option described in Chapter 8 is set to Yes The Speed Dial screen displays Alternately if the Speed Dial Alphabetize Entries option described in Chapter 8 is set to No the new Speed Dial label is place
62. in 4630 4630SW IP Telephone Options to display on the Phone screen you can correct a number as you enter it before actual dialing and call connection occur Use the Speakerphone for ease of dialing gt NOTE When using Edit Dial dialing is not initiated until you select the Send button 1 Using the dialpad enter the number you want to call You don t need to select the Edit Dial box you can just begin typing the numbers To correct an entry select the Backspace button and retype the digit in error The digits entered display on the dial line as you type 2 When the number is complete select Send E A call appearance line highlights displays the Off Hook E amp i icon and starts the Call Timer The number entered displays on the active call appearance line and the 4630 IP Telephone initiates the call Issue 2 0 December 2003 Using Your 4630 4630SW IP Telephone Introduction 3 Pick up the handset activate the handset if desired or use the Speakerphone to proceed with the call 4 Hang up the handset deactivate the handset or press the Speakerphone GID button to end the call Automatic Speed Dialing Automatic dialing includes redialing a previously called number speed dialing a number programmed on a Speed Dial button m using an administered Abbreviated Dialing Feature button to initiate a call dialing a party listed on your Call Log dialing a party listed in yo
63. ing conferencing and transferring calls Describes how to add update and remove single Speed Dial entries and add or update Speed Dial groups Describes how to view the log of calls calla party listed add a log entry to a Speed Dial button group and remove log entries Explains how to search the Corporate Directory call a person listed add a Directory entry to a Speed Dial Group List and troubleshoot directory related problems Describes how to access review and manage messages received via your voice messaging system Explains how to use the 4630 4630SW s web access functions Provides setup and maintenance procedures for 4630 4630SW IP Telephone options and preferences Provides a list of headsets and handsets compatible with 4600 Series IP Telephones and ordering information Provides basic troubleshooting actions if you encounter errors or experience problems About This Guide Conventions Used Conventions Used This guide uses the following textual symbolic and typographic conventions to help you interpret information Symbolic Conventions gt NOTE These symbols precede additional information about a topic gt NOTES Typographic Conventions This guide uses the following typographic conventions Document Underlined type indicates a chapter section or sub section in this document containing additional information about a topic When viewed online select the underlined
64. ing out and during phone usage the call area for the active line shows the name phone number you are calling For calls on hold the call area shows elapsed time as applicable 4 Stylus Storage Provides a place to rest the stylus screen pointer when it Well is not in use 5 Headset With a headset connected changes audio control from C the handset or speaker to the headset The LED next to this button lights when the headset is active 6 Mute Turns off the active handset headset and Speakerphone 2 microphone to prevent the other person from hearing you The LED next to the Mute button lights when the microphone is muted Issue 2 0 December 2003 1 3 Using the Touchscreen ee Introducing Your 4630 4630SW IP Telephone Table 1 1 4630 4630SW IP Telephone Button Feature Descriptions Continued Callout Button Feature Button Feature Number Name Description 7 Volume Conirol 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 8 Numeric Standard 12 button pad for dialing phone numbers Dialing Pad 9 Speaker Accesses the two way Speakerphone feature The LED next to this button lights when the Speaker is active QD k 10 Voice Message When l
65. ing the Go to Phone For Incoming Calls Option This option allows you to select or change the Go to Phone for Incoming Calls setting Three settings are available m On Ringing When you select this option the Phone screen automatically displays whenever your phone rings with an incoming call m On Answer When you select this option the Phone screen automatically displays whenever you answer a call No When you select this option the current screen remains displayed when your phone rings and when you answer a call although you can always manually select the Phone application tab if desired This is the default setting 1 To modify the current setting select Go to Phone For Incoming from the Phone Options and Preferences screen The Go to Phone For Incoming Calls screen displays The current setting is highlighted 2 Select either On Ringing On Answer or No to indicate whether or not you want the Phone screen displayed upon ringing or upon answering a call 3 To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays Setting the Go to Phone on Originate Option When this option is selected the Phone screen will be displayed automatically whenever you place an outgoing call from another application screen for example when calling a person listed in your Call Log or making a call using a Speed Dlal button When this option is n
66. iod using Touchscreen Options as described in Chapter 8 The display screen s brightness level changes to the dimmer idle state when Your telephone has been on hook and there has been no call activity for the pre set period of time No button or feature has been selected for the pre set period of time You have not touched the screen for the pre set period of time The display screen s brightness level changes to the brighter active level when a You pick up the handset activate the headset or Speakerphone m Select a Feature button Touch the display screen a Receive an incoming call Issue 2 0 December 2003 1 15 4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone 1 16 Issue 2 0 December 2003 Using Your 4630 4630SW IP Telephone Introduction This chapter describes how to make calls and receive calls The telephone Feature buttons that assist in call handling are also covered in this chapter When the Phone application screen is active the following administered Feature buttons may appear in a panel on the right side of the display screen depending on how your System Administrator has configured your phone system Administered Feature buttons Button Feature Description Hold Places an active call on hold Transfer Transfers a call to another phone Conference Sets up conference calls with more than one other person Redial Depending on your Phone a
67. ion Troubleshooting Introduction Problem Symptom Continued Suggested Resolution Continued No dial tone Echo noise or static when using a headset handset operation works properly Audio quality is poor specifically you hear an echo while using a handset or static sudden silences gaps in speech clipped or garbled speech etc When using the Speakerphone the other party reports hearing an echo your reception is fine Speakerphone does not sound right Make sure both the handset and line cords into the phone are securely connected Note that there may be a slight operational delay if you unplug and reconnect the phone If nothing appears on the display check your power source Check to ensure your phone is communicating with the switch Select any Speed Dial button or any outgoing Call Log entry If the outgoing call completes there is a problem with the dial tone itself and you should contact your System Administrator for resolution If the call does not go through contact your System Administrator who will determine whether the problem is with the phone the switch or the network Always contact your System Administrator if the troubleshooting steps do not produce the desired result Check the headset connection If the connection is secure verify that you are using an approved headset base unit and or adapter as described in the list of approved Avaya Communication com
68. ish or modify several phone or call related features These features are 1 Adding or removing if already set an edit dialing field to the Phone screen The Edit Dial field allows you to edit phone numbers prior to dialing them 2 Personalizing your phone s ringing pattern Choose from eight different ring tones patterns 3 Opting to choose from a list of the last eight numbers dialed or always redialing the last number called when you select the Redial Feature button 4 Optionally choosing the Phone screen to display automatically from any of the 4630 application screens upon receiving a call 5 Optionally choosing the Phone screen to display automatically from any of the 4630 application screens upon originating a call 6 Displaying a timer during active and held calls You select any of the above options from the Phone Options and Preferences screen accessed by selecting Phone Options from the Main Options and Preferences screen When you are finished select Done to return to the Main Options and Preferences screen There are six Phone options and preferences available and the current setting is displayed next to its respective option Each option is described in the procedures that follow Issue 2 0 December 2003 8 9 Call Log Options 4630 4630SW IP Telephone Options Setting Edit Dialing 1 To display the Edit Dialing field on the Phone application screen or to remove it if it is currently displayed
69. ist displays one name number per button lf the party you want to call appears in this group proceed to Step 3 If the party you want to call is not in this group select the Group Number button representing the Group in which that person is included If you do not know the Group Number press each Group Number button until the party you want displays Select the name of the person you want to call The number of the selected person is dialed automatically Pick up the handset or activate the headset if desired or use the Speakerphone to proceed with the call Hang up the handset deactivate the headset or press the Speakerphone GGA button to end the call gt NOTE If your System Administrator has administered one the first Speed Dial Group contains an EMERGENCY speed dial number shown in red type This number is set up to obtain quick response in an emergency situation Because emergency procedures differ between organizations your System Administrator can provide information regarding the services connected to your EMERGENCY speed dial number For information on setting up Speed Dial Group Lists see Using the Speed Dial Application Speed Dialing a party using an Administered Feature button Your System Administrator may have programmed one or more individual numbers on Feature buttons This is called Abbreviated Dialing If so the programmed numbers display on the Phone screen s Feature button panel
70. it indicates you have a message waiting on your Light voice messaging system S52 Using the Touchscreen 1 4 New 4630 IP Telephone users may be unfamiliar with touching a screen to initiate an action or feature instead of pressing a button Once you begin using your phone on a regular basis you will find it has been designed for simplicity and ease of use Following are some tips for effective use of the touchable display screen Issue 2 0 To initiate an action or select a Feature button lightly touch the button or screen area you wish to activate then lift If you have large fingers or do not wish to touch the screen directly use the stylus provided with your phone a pencil eraser or other soft non abrasive object do not use your fingernails pencil points or other sharp objects to make selections Do not press and slide your finger or any other implement being used for selection across the display area Do not drag and drop as you would do with a PC mouse The exception is when you ve selected a button or action in error If you select a button or action in error move your finger away from the button and then lift your finger your action will be ignored and you can then make the proper selection If the display screen appears wavy or if text is displayed off to one side use the calibration procedure described in Chapter 8 to re orient the display December 2003 Introducing Your 4630 4630SW IP
71. item to move to and display that information Document Italic type enclosed in quotes indicates a reference to an external document or a specific chapter section of an external document italics Italic type indicates the result of an action you take or a system response in step by step procedures Call In step by step procedures words shown in bold represent a single telephone button that should be pressed selected Related Documentation Training This guide and other related documentation are available online at the following URL http www avaya com support For information related to installing an IP Telephone see the 4600 Series IP Telephone Installation Guide Document Number 555 233 128 For information related to maintaining an IP Telephone System on a Local Area Network see the 4600 Series IP Telephone LAN Administrator s Guide Document Number 555 233 507 Standard telephone features are described in Chapter 17 Telephony of the Overview for Avaya Communication Manager Software Document Number 555 233 767 Issue 2 0 December 2003 xiii Related Documentation Training About This Guide Ts xiv Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone Introduction The 4630 and 4630SW IP Telephones are new and innovative telephones that combine traditional telephony features with an easy to use touchscreen exciting display options such as a stock ticker and
72. l Server Name as provided by your System Administrator your Voice Mailbox Number and your Playback the extension or number from which you will retrieve your messages This information is retained and displayed for future log ons 2 Verify that the Server Mailbox and Playback are correct If not correct select or enter the appropriate value using the keyboard screen that displays when you select a field If you do not know these values contact your System Administrator 3 Select the Password field and use the keyboard that displays to enter your voice mail password Press Done to exit the keyboard then select the Log On button When log on is successful the Inbox screen displays your new messages gt NOTE If your Voice Mail server is not available the message Unable to connect with Voice Mail Server displays In this case select the Retry button to attempt connection 6 2 Issue 2 0 December 2003 Using the Voice Mail Application Introduction eO a N Using the Inbox After log on your new messages display on the Inbox screen The message type can be V voice message T text message A attachment F fax or any combination of the four Pay particular attention to any priority messages noted in the column with a Flag icon gt NOTE Your phone s message indicator light remains lit until you move your new messages from the New folder to another folder or delete them Depending on the a
73. lays 2 Touch the appropriate keyboard characters to enter the User ID using up to 12 characters As you press each character the User ID field populates When modifying an existing User ID what you type overwrites the current ID A CAUTION Before proceeding with Step 3 be sure you know the Password you want to use and that you enter it correctly As you enter the Password you will not be able to see what you are typing 3 Select Password and touch the appropriate keyboard characters representing the password you want to assign If you are unsure of what you have entered select Clear and re type the correct password As you type asterisks display in the Password field When modifying an existing Password what you type overwrites the current Password 4 To save your selection select Save To exit without making a change select Cancel The Directory Options and Preferences screen re displays Issue 2 0 December 2003 4630 4630SW IP Telephone Options Directory Options Speed Dial Options Two Speed Dial options are available which allow you to automatically have your Speed Dial buttons alphabetized when you add or modify a button label and to have your Speed Dial entries backed up automatically You select these options from the Speed Dial Options and Preferences screen accessed by selecting Speed Dial Options from the Main Options and Preferences screen When you are finished select Done to return to the Mai
74. lect Click Feedback Options from the Touchscreen Options and Preferences screen The Select Click Feedback screen displays The current feedback setting is highlighted Select the click feedback option you prefer The selected option highlights to indicate an On status To save your selection select Save To exit without making a change select Cancel The Touchscreen Options and Preferences screen re displays gt NOTE To raise or lower the Click Feedback volume use the phone s Volume Control button Calibrating the Screen If needed adjust the screen display orientation using this option t Issue 2 0 To change the orientation of your 4630 display select Calibrate from the Touchscreen Options and Preferences screen The Calibrate the Screen screen displays with an instruction to start calibration Touch select the upper left corner of the screen The screen re displays with a second instruction Touch select the lower right corner of the screen The screen reorients as appropriate The message The screen is now calibrated displays To save the calibration select Done The screen adjustment is stored and the Touchscreen Options and Preferences screen re displays December 2003 4630 4630SW IP Telephone Options Call Log Options Cleaning the Screen Use this option to display instructions for cleaning the 4630 IP Telephone s screen Cleaning the screen
75. lowed by last name a last name only or a partial name will produce optimal search results Locating a Phone Number Using the Directory 5 2 1 To access your Corporate Directory select the Directory application tab from any 4630 application screen The Query Specification screen displays 2 Inthe Name field type the full or partial name of the person whose number you wish to locate gt NOTE If a Name already has the maximum number of characters 20 the keyboard is not available You cannot overwrite the existing Name You must first select Clear or backspace to remove some characters 3 If you make a mistake while entering the name to be searched you can press Clear to remove the entry or use the Backspace key then repeat Step 2 4 Select Search The Query Initiation screen displays the name you specified and the message Searching gt NOTE To stop the search at any time and return to the Query Specification screen select Cancel If the search is not successful the Directory Trouble screen displays see the procedure in this chapter titled Resolving Search or Directory Related Problems If the search is successful the Successful Query screen displays The telephone waits a few seconds to obtain the search results then automatically lists the results in alphabetical order Only the first 100 entries matching your query are displayed Scroll buttons display under the following conditions If
76. made since disabling the Call Log To change this setting see Activating Deactivating Call Logging in Chapter 8 2 To scroll through a Call Log of more than six entries use the Scroll buttons at the bottom left of the screen as follows If you want to Then Scroll downward one screen Select h 4 six entries at a time i Scroll to the bottom of the Call Log Select gt Scroll upward one screen Select six entries at a time a Scroll to the top of the Call Log Select A Note Scroll buttons are disabled when they would have no effect Issue 2 0 December 2003 4 3 Introduction Using the Call Log Application 3 To re sort the log select the column heading to be used as the new sort criterion The Call Log is re sorted according to the selected criteria A downward triangle icon displays to indicate the column selected If Type was selected unanswered calls display first followed by answered calls followed by outgoing calls If Len Length was selected calls having the shortest length appear first followed by calls having the longest length gt NOTE Selecting any selected column again reverses the triangle and sort order For example if Type was selected then re selected the sort order changes to outgoing calls followed by answered calls then unanswered calls 4 To call a party select the entry then select Call A detailed procedure for making calls from the Call Log can be found in Using
77. mber you want to locate correctly and that it is in the format appropriate for your Corporate Directory Then re initiate the search If you cannot resolve a Directory Trouble message yourself contact your System Administrator for assistance Issue 2 0 December 2003 SS es Using the Voice Mail Application Introduction The 4630 s optional Voice Mail application connects you to Avaya s Web Messaging system from which you can access your messages This chapter describes how to access the Avaya Web Messaging Home page and retrieve messages from your mailbox It also describes the Voice Mail functions which may be available to you depending on how your system is administered Contact your System Administrator for specific information about how your Voice Mail system is set up or with related questions As with other 4630 applications note that the top display line on any Voice Mail screen where the Time and Date usually display always provides a visual confirmation of any action you request and any system action taking place Issue 2 0 December 2003 6 1 Introduction Using the Voice Mail Application Accessing the Voice Mail Application 1 Access the Voice Mail application by selecting the Voice Mail tab at the bottom of any 4630 application screen A Log On screen displays prompting you to enter your voice mail password gt NOTE The first time you log on you may need to also enter the Voice Mai
78. mbers exceeding the available field space may be not be shown or saved 2 To change the Name and or Number modify them using the keyboard and keyboard control buttons at the bottom of the screen For example you may need to add a trunk number a 9 or other number needed to obtain an outside line and or other network dial access codes to prepare the number for speed dialing 3 When the Name and Number are correct select Save The Speed Dial Group Select screen displays 4 Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added You can add the new button to any group having an unlabeled speed dial button including one to which a Group Name label has not yet been assigned The new Speed Dial button is added to the specified group in alphabetical order if the Speed Dial Alphabetize Entries option described in Chapter 8 is set to Yes The Speed Dial screen displays Alternately if the Speed Dial Alphabetize Entries option described in Chapter 8 is set to No the new Speed Dial label is placed on the first available unlabeled button from top to bottom then left to right Issue 2 0 December 2003 5 5 Locating a Phone Number Using the Directory Using the Directory Application ns Resolving Search or Directory Related Problems 5 6 Search related problems may occur due to entering improper search criteria or when valid search criteria does not produce the
79. mbol field Using the keyboard select the letters for the desired symbol If you are modifying an existing symbol press Clear and select a new entry or overtype the existing symbol Verify that the entry is correct 5 To save your selection select Save To exit without making a change select Cancel The Stock Ticker Administration screen re displays To add one or more indices to your ticker select the appropriate index ices The selected Index button is highlighted to indicate enabled status Select either Change or Volume or both to indicate whether you want the change from the previous day s closing price and or the current day s trading volume of your selected stocks indices to display on the ticker gt NOTE When viewing your stock ticker the current price always displays in black Any Change displays in green a gain or red a loss and the Volume displays in blue The appropriate button is highlighted to indicate enabled status 8 Repeat Steps 1 5 for every stock symbol you want to track When all desired symbols have been specified select Save to save all your selections To exit without making a change select Cancel The Stock Ticker Options and Preferences screen displays For information on the Stock Ticker display see About the Stock Ticker in Chapter 1 Issue 2 0 December 2003 4630 4630SW IP Telephone Options Stock Ticker Option Activating Deactiv
80. more than 50 log entries You can determine if your phone is set for automatic archiving by checking the setting appearing next to the Automatic Archive button on the Call Log Options and Preferences screen If the status is Yes the phone is set up for automatic archiving if the setting is No automatic archiving will not occur If the setting is Suspended you must provide an FTP Server IP Address before an archive can automatically occur the IP Address indicates the server on which archived data is saved gt NOTE See the procedure in this section titled Reviewing Updating the FTP Server IP Address for more information on adding or updating the FTP Server IP Address Before performing this procedure first check with your System Administrator for information on how he or she has set up your telephone system s archiving routine Also check the message appearing under the FTP Setup button on the Call Log Options and Preferences screen to determine if there are any existing conditions that would prevent an automatic archive from occurring or to verify the status of automatic archiving if this option is already set to Yes Discuss any such messages with your System Administrator before proceeding 1 With your System Administrator s approval to proceed select Automatic Archive from the Call Log Options and Preferences screen The Call Log Automatic Archive screen displays The current archive option is highligh
81. n e answered by the called station e answered by the attendant or e routed to a recorded announcement that can be administered by the customer premises equipment CPE user This equipment returns answer supervision signals on all direct inward dialed DID calls forwarded back to the public switched telephone network Permissible exceptions are e A call is unanswered e A busy tone is received e A reorder tone is received Avaya attests that this registered equipment is capable of providing users access to interstate providers of operator services through the use of access codes Modification of this equipment by call aggregators to block access dialing codes is a violation of the Telephone Operator Consumers Act of 1990 Means of Connection Connection of this equipment to the telephone network is shown in the following tables Canadian Department of Communications DOC Interference Information This Class B digital apparatus complies with Canadian ICES 003 Cet appareil num rique de la classe B est conforme la norme NMB 003 du Canada This equipment meets the applicable Industry Canada Terminal Equipment Technical Specifications This is confirmed by the registration number The abbreviation IC before the registration number signifies that registration was performed based on a Declaration of Conformity indicating that Industry Canada technical specifications were met It does not imply that Industry Canada appro
82. n Options and Preferences screen The Speed Dial options are described in the procedures that follow Setting the Speed Dial Alphabetize Entries Option When this option is set to Yes your Speed Dial buttons will always display in alphabetical name label order When this option is set to No Speed Dial buttons are displayed in the order in which you set them up The default setting is to alphabetize your Speed Dial buttons each time you add a new one or change the label on an existing one 1 To modify the current setting select Alphabetize Entries from the Speed Dial Options and Preferences screen The Alphabetize Entries screen displays with the current setting highlighted 2 Select either Yes or No to indicate whether or not you want Speed Dial buttons displayed in alphabetical order 3 To save your selection select Save To exit without making a change select Cancel The Speed Dial Options and Preferences screen re displays Issue 2 0 December 2003 8 15 Directory Options 4630 4630SW IP Telephone Options Backing Up and Restoring Speed Dial Groups The process of backing up your speed dial groups and their respective speed dial buttons protects this information in the event of a telephone failure Restoring this data is a separate step and works in conjunction with the backup to make the latest Speed Dial information available to you Manual backup may be performed periodically by your
83. n turn off the ability to make Speed Dial button changes If this is the case the Edit Delete button is not shown and you cannot label any unlabeled buttons Speed Dial Groups Your 4630 4630SW IP Telephone maintains up to 5 Speed Dial Groups with up to 24 Speed Dial buttons each representing a phone number per group You can set up your own group labels buttons as desired with the possible exception of one number in the first Group That number is an EMERGENCY number optionally established by your System Administrator to allow you quick access to emergency services for your site When administered the EMERGENCY button is labeled in red type to allow you to recognize it immediately if needed When you use your telephone for the first time the only active Speed Dial button is the EMERGENCY button in Speed Dial Group 1 You must set up any other buttons or groups and can change the Group 1 default label to represent the name of your first group as well Issue 2 0 December 2003 3 1 Speed Dial Groups Using the Speed Dial Application 3 2 Changing or Deleting a Group Label 1 To access the Speed Dial application from any other application select the Speed Dial tab at the bottom of the display screen The Speed Dial screen displays Select Edit Delete The label below each Speed Dial Group number is enabled Select the Group label button you want to activate or change The Keyboard Entry screen displays with t
84. ntroduction Replying to Messages When you select the Reply button on the Message Detail screen the Reply screen displays Ti If you want to reply with a voice message select the Record Voice Message button To type a text reply select the Add Text Message button instead Depending on your selection of a voice or text reply either the Audio Reply or the Text Reply screen displays For voice messages record your voice reply using the Record button Your Voice Mail Server automatically dials your phone enabling you to record your voice message using your phone For text messages select the text entry area to bring up the Keyboard Entry screen type your reply and select Done When your message is complete select the Save button or select the Cancel button to exit the screen without saving your message The Reply screen re displays Now that you have saved your message select the Send button to send your message The Inbox displays Issue 2 0 December 2003 6 7 Introduction Using the Voice Mail Application Changing Voice Mail Options Use the Options screen to Change the password you enter for Voice Mail application log on Indicate whether you want to see a confirmation message when you delete messages from a folder Restore the Inbox sort order to the default of Time and Date in ascending oldest to most recent message order Change the Playback displayed on the Log On screen
85. o search your Corporate Directory for a name or phone number calla person listed in the Directory a adda Directory entry to a Speed Dial button and m use the Trouble screen to resolve any search or directory related problems To set up a User ID and Password to protect your Directory information see 4630 4630SW IP Telephone Options About the Directory Use the Directory application to search a database of names and telephone numbers to locate a person s phone number As with any database search tool the more specific your search criteria is for example specify a person s full rather than partial name the more specific the results You can optionally enter a few characters of aname and search or enter a full name For example if the number you want is that of someone named Jones entering Jo might produce a long list of a names starting with those two letters The results would include not only all Jones but any Johnson Jonas Jolly and Jordan But if you narrow your search criteria by entering JONES you will receive a much shorter list containing only those individuals named Jones Issue 2 0 December 2003 5 1 Locating a Phone Number Using the Directory Using the Directory Application Ask your System Administrator the appropriate way to locate a person based on how your directory is structured For example ask whether entering a full name last name followed by first name or first name fol
86. og entry upon hang up The Call Log s maximum number of entries is 100 When this maximum is exceeded the oldest chronological entry is automatically dropped from the log before a new call is added Av WARNING If the 4630 IP Telephone loses power or is reset all un archived Call Log entries will be lost and cannot be retrieved See Archiving the Call Log in Chapter 8 for information on archiving Call Log data Issue 2 0 December 2003 Using the Call Log Application Introduction Viewing the Call Log 1 To view the Call Log select the Call Log application tab from any 4630 application screen The Call Log screen displays If the Time Date default sort order is highlighted the list of the last six incoming outgoing and unanswered calls displays in time and date order Scroll buttons display under the following conditions If less than six entries are returned no scroll buttons display if six entries are returned scroll buttons display but are disabled If more than six entries are returned scroll buttons display as appropriate gt NOTE If no recent calls display and the phone has not lost power has not been reset or logged off check the top display line for a Deactivated no calls being logged message This means your Call Log Active option is set to Disabled In this case you can still view re sort or add existing calls to a Speed Dial button but will not see incoming or outgoing calls
87. on acquired knowledge and resources from a variety of sources including but not limited to e Installation documents e System administration documents e Security documents e Hardware software based security tools e Shared information between you and your peers Telecommunications security experts To prevent intrusions to your telecommunications equipment you and your peers should carefully program and configure e Your Avaya provided telecommunications systems and their interfaces e Your Avaya provided software applications as well as their underlying hardware software platforms and interfaces e Any other equipment networked to your Avaya products TCP IP Facilities Customers may experience differences in product performance reliability and security depending upon network configurations design and topologies even when the product performs as warranted Standards Compliance Avaya Inc is not responsible for any radio or television interference caused by unauthorized modifications of this equipment or the substitution or attachment of connecting cables and equipment other than those specified by Avaya Inc The correction of interference caused by such unauthorized modifications substitution or attachment will be the responsibility of the user Pursuant to Part 15 of the Federal Communications Commission FCC Rules the user is cautioned that changes or modifications not expressly approved by Avaya Inc could void the user
88. on lights and voice control is handled by the speaker The first available call appearance line activates 2 Place or answer the call or access the selected feature 3 Adjust the speaker volume if needed by pressing the Volume Control button until you reach the desired volume level As you press the Volume Control button the display screen shows the volume level Issue 2 0 December 2003 2 9 Receiving Calls Using Your 4630 4630SW IP Telephone Changing from the Speakerphone to the handset Pick up the handset and talk The Speaker and the corresponding indicator next to the Speakerphone button turn off Changing from the handset to the Speakerphone Press the Speakerphone GD button next to the dialpad then hang up the handset The indicator next to the Speaker button lights and voice control is handled by the speaker Turning the speaker on during a call Press the Speakerphone GD button next to the dialpad The Speaker indicator next to the Speaker button lights Both the speaker and handset are now operational Turning the speaker off during a call Lift the handset at any time The speaker and the corresponding indicator light turn off Voice control reverts to the handset Ending a call while the speaker is active Press the Speakerphone GP button next to the dialpad The speaker and the corresponding indicator light turn off and the call terminates 2 10 Issue 2 0 December 2003 Using Your 4630 4
89. or Modifying the Stock Ticker 8 23 Activating Deactivating the Stock Ticker 8 25 viii Issue 2 0 December 2003 Contents 9 Headsets and Handsets 9 1 a Introduction 9 1 Headsets for 4600 Series IP Telephones 9 1 Handsets for 4600 Series IP Telephones 9 2 any 10 Troubleshooting 10 1 a Introduction 10 1 a Basic Troubleshooting 10 2 Troubleshooting 4630 Applications 10 5 a Resetting and Power Cycling the IP Telephone 10 8 Resetting Your Phone 10 8 Power Cycling the Phone 10 9 ee Index IN 1 Issue 2 0 December 2003 ix SSS Contents x Issue 2 0 December 2003 OO O O 1 About This Guide Overview This guide covers how to use your 4630 4630SW IP Telephone The 4630 4630SW is simple to use while offering the latest advances in telephony systems IP Internet Protocol telephones obtain their operational characteristics from your central telephone server rather than residing in the phone unit itself Updates and new features are downloaded to your phone without intervention or the need for phone replacement This guide contains ten chapters geared to how you actually use the phone each of which is described in the section below titled Document Organization Intended Audience This document is intended for IP telephone users who have a 4630 4630SW IP Telephone at their desks It is not intended to be a technical reference guide for System Administrators or phone technicians Issue Date
90. ory Options There is one Directory option which allows you to add a User ID and Password to protect Corporate Directory access You select this option from the Directory Options and Preferences screen accessed by selecting Directory Options from the Main Options and Preferences screen When you finish checking or setting the Directory option select Done to return to the Main Options and Preferences screen Issue 2 0 December 2003 8 13 Directory Options 4630 4630SW IP Telephone Options Setting Up or Modifying a Directory User ID and Password 8 14 gt NOTE Use this option only if your Directory requires entry of a User ID and or Password Contact your System Administrator with any questions you may have regarding whether a User ID and or Password are required and the corresponding requirements for each such as the nature and number of characters required Establishing a User ID and Password protects the security of your Corporate Directory Once established you are prompted to provide both the ID and Password when you use the Corporate Directory You determine your own ID and Password your System Administrator does not have access to this information Use the procedure below to establish your User ID and Password and to modify either item as needed 1 To add modify a Directory User ID and Password select User ID Password from the Directory Options screen The Directory User ID Password Keyboard screen disp
91. ot selected the current screen remains displayed whenever you place a call The default setting is to not display the Phone screen upon originating a call although you can always manually select the Phone application tab if desired 1 To modify the current setting select Go to Phone on Originate from the Phone Options and Preferences screen The Go to Phone on Originate screen displays with the current setting highlighted 2 Select either Yes or No to indicate whether or not you want the Phone screen displayed upon originating a call 3 To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays 8 12 Issue 2 0 December 2003 4630 4630SW IP Telephone Options Directory Options Setting the Call Timer This option allows you to have a timer displayed during an active call or for a call that you have put on Hold Displaying the timer is the default but you can change it using the procedure below 1 To modify the current Call Timer setting select Call Timer from the Phone Options and Preferences screen The Call Timer screen displays The current setting is highlighted 2 Select either Yes or No to indicate whether or not you want the Call Timer displayed for each active or held call 3 To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays Direct
92. ough check with your administrator to ensure the Enhanced Dialing feature is properly set up for your environment See Using the Call Log Application for more information about the Call Log Calling a Party From the Directory Your System Administrator may have set up a Corporate phone directory If a directory has been established you can search for individuals by name and automatically initiate a call See Using the Directory Application for information gt NOTE If your administrator has set up the Enhanced Dialing feature the 4630 4630SW automatically adds the appropriate digits to precede Directory phone numbers when you select Call This eliminates you having to add any internal external dialing codes to the numbers yourself If you select Call but the call does not go through check with your administrator to ensure the Enhanced Dialing feature is properly set up for your environment Issue 2 0 December 2003 2 5 Receiving Calls Using Your 4630 4630SW IP Telephone Calling a Party From the Web Access Application Your 4630 s optional Web Access application is capable of automatically dialing web links that have been designated by the web author as phone numbers To call a party via a web link just select that link gt NOTE If your administrator has set up the Enhanced Dialing feature the 4630 4630SW automatically adds the appropriate digits to precede phone numbers This eliminates you having to add any requi
93. out changing any labels Then Touch the appropriate directional arrow to move to the character in error then touch Backspace The character to the left of your current position erases Retype the character s in error and proceed to Step 9 Touch the editing field position where you want to place the cursor Select Name or Number as appropriate then select Clear You can type new information at this point by repeating Steps 4 6 to re enter the Name or Steps 7 8 to re enter the Number Note that you cannot Save unless both Name and Number contain text or both are empty blank Select Cancel Proceed to Step 9 10 Verify the label and select Save to return to the Speed Dial screen Issue 2 0 December 2003 3 5 Speed Dial Groups Using the Speed Dial Application 3 6 Deleting a Speed Dial Button Label This procedure clears out a single Speed Dial button s name and number gt NOTE You cannot delete the EMERGENCY button if one is administered for your phone To access the Speed Dial application from any other application select the Speed Dial tab at the bottom of the display screen The Speed Dial screen displays Select the Edit Delete button 3 Select the Group for the Speed Dial button you want to delete Select the Speed Dial button you want to delete The Speed Dial Keyboard Entry screen displays with the cursor in the Number field Select Clear The number is deleted
94. p button which connects you to detailed online Help If you cannot resolve the problem or find an answer for your question contact your System Administrator Your telephone is not administered to support the Web Access application If you believe it should be available contact your System Administrator No buttons are available in the selected Speed Dial group Select a different group or delete a button label before trying to add the entry to your Speed Dial list Your System Administrator must administer the settings for the Enhanced Dialing feature beyond the defaults Your System Administrator has turned off the Stock Ticker If you believe you should have the Stock Ticker active contact your System Administrator Issue 2 0 December 2003 10 7 Troubleshooting 4630 Applications Troubleshooting Resetting and Power Cycling the IP Telephone Reset your IP Telephone when other Troubleshooting suggestions do not correct the problem or after being advised to do so by your System Administrator A CAUTION Use a Power Cycle only with the approval of your System Administrator and only when a reset does not resolve the problem Power cycling may cause stored information such as the telephone options and preference settings and Speed Dial lists to be lost Resetting Your Phone This basic reset procedure should resolve most problems 1 Press Mute 2 Using the dialpad press the following keys in sequence
95. patible Headsets in Chapter 9 of this guide Various potential network problems may be causing the problem Contact your LAN Administrator with as complete a description of the problem as possible The Network Audio Quality screen described in Chapter 8 may provide information in diagnosing the problem Room acoustics may be causing problems Make sure there are six inches or so of blank space to the right of the telephone for maximum speakerphone performance If this does not resolve the problem use the handset Issue 2 0 December 2003 10 3 Introduction Problem Symptom Continued Troubleshooting Suggested Resolution Continued Speakerphone does not operate Phone does not ring Screen seems to drift or waver a bit after first being powered up A feature does not work as indicated in the User Guide 10 4 Issue 2 0 December 2003 Ask your System Administrator if your Speakerphone has been disabled If the Ringer Off feature is programmed on a Feature button that feature is engaged if the button is darkened or shaded Reactivate the ringer by pressing that Feature button Set your ringer volume to a higher level using the Up Down Volume keys From another phone place a call to your extension to test the above suggested solutions The 4630 display screen takes an hour or so to completely warm up Images may be distorted until it is fully operational Wait an hour or so aft
96. phone Your System Administrator has established a home page for your office system containing the sites available for browsing This home page s address URL is downloaded as part of the 4630 IP Telephone s initialization installation process Although not intended to replace your PC s browser capabilities the Web Access application can provide quick reference to information related to your business For example a Human Resources Director may want to access and review a specific area of the company s online policy on terms and conditions of employment during a phone conference selecting the Web Access application makes it easy to review the policy while on the call gt NOTE The Web Access application tab may not be available depending on your local network and 4630 configuration The Web Access Home page display screen has four distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options M icon 2 Web page display area 3 Web page control buttons 4 A button for quick access to the Phone application The usual application tabs are not displayed with the Web Access application to allow more room to display websites If administered you can get to Web Access from any other application by selecting the Web Access
97. pose as described in the procedures that follow Setting the Screen Idle Timeout Duration New phones have an idle timeout duration of two hours 1 2 To change the screen idle timeout duration select Screen Idle Timeout from the Touchscreen Options and Preferences screen The Select Screen Idle Timeout screen displays with the current setting highlighted Choose one of the following options If you want to Then Change the duration of how Select the desired amount of time long the screen remains bright Proceed to Step 3 before it times out reducing the brightness The selected duration highlights to indicate an On status Return to the Touchscreen Select Cancel Options and Preferences screen without changing the idle timeout duration No change is made and the Touchscreen Options and Preferences screen re displays Issue 2 0 December 2003 Accessing the Options and Preferences 4630 4630SW IP Telephone Options Screen gt NOTE 3 Once the display screen has timed out pressing any button touching the display or going off hook will all restore the display screen to it s previous brightness level You may adjust the display screen s brightness at any time using the Screen Brightness Control dial located on the back side of the upper right corner of the telephone housing Select Save to set the new brightness timeout levels The Touchscreen Options and Preferences scre
98. pplication These functions include accessing and navigating pages linked to the Home page Because this application can be customized by your System Administrator for specific business use not all features described in this chapter may apply to you Other features which result from customizing this application may not be described here For this reason contact your System Administrator for specific information about how your Web Access application has been administered before proceeding Because customizing may affect the flow of web related activity the primary web access screens are described in this chapter without a standard procedural flow Issue 2 0 December 2003 7 1 Introduction Navigating Web Pages Using the Web Access Application The Web application browser performs similarly to those on your PC Navigating the Home Page and Other Standard Size Web Pages 1 Access the Web Access screen by selecting the Web tab at the bottom of any application screen The Web Access screen displays the Home page 2 Navigate the Home page and other web screens as follows If you want to Redisplay the Home page Return to the previous web page Move to the next web page Redisplay the current web page Stop loading or processing a web page for display Return to any other application 7 2 Issue 2 0 December 2003 Then Select frHome Any web page loading processing stops and the Home page displays
99. pplication redial option setting either redials the last number dialed from the phone or displays a list of the last six numbers dialed for selection of the number to call Drop Drops a party from an ongoing conference call Q More Displays the next group of Feature buttons This button appears when more than seven Feature buttons are available Issue 2 0 December 2003 2 1 Introduction Using Your 4630 4630SW IP Telephone Making Calls 2 2 You have several ways of making calls as described in this section gt NOTE You can set an option for what displays on an outgoing call See Phone Application Options in Chapter 8 for details Manual Dialing Dial a call manually by picking up the handset activating the headset or pressing the Speakerphone button Then depending on your preference use either procedure below to initiate dialing Direct Manual Dialing 1 Pick up the handset activate the headset or press the Speakerphone GDP button The first available call appearance highlights displays the Off Hook Om icon and starts the Call Timer 2 Use the dialpad to enter the number you want to call The number entered displays on the active call appearance line and the 4630 IP Telephone initiates the call 3 Hang up the handset deactivate the headset or press the Speakerphone GAD button to end the call Edit Dialing If you have set up your Edit Dial option as covered
100. ptions and Preferences screen and try the Restore procedure again later The message Bad data in file displays in dark red Contact your System Administrator for instructions on how to proceed The message Permission to access the file was denied displays Contact your System Administrator for instructions on how to proceed Issue 2 0 December 2003 8 19 Backup Restore Options 8 20 If Continued Connection is made with the FTP server but the file cannot be retrieved for any reason other than permission being denied The FTP server cannot be accessed Your backup file cannot be found on the FTP server 4630 4630SW IP Telephone Options Then Continued The message Cannot obtain the file from the FTP server displays Contact your System Administrator for instructions on how to proceed The message The FTP Server name is not known Please check the FTP Server IP Address displays Add or update the Server IP Address as described on page 8 22 The message File does not exist on the FTP server displays in dark red Contact your System Administrator for instructions on how to proceed 2 If you want to return to the Backup Restore Options and Preferences screen without restoring the backup file or changing the selected FTP setting select Cancel No change is made and the Backup Restore Options and Preferences screen re displays Issue 2 0 December 2003
101. r 4630 4630SW IP Telephone Logging Off the Phone Log your 4630 IP Telephone off to prevent unauthorized use during an absence or to protect your unique set of administered features Such as your Speed Dial list when the phone is shared by multiple users gt NOTES e Logging your 4630 IP Telephone off removes all calls from your Call Log e Your Telephone Administrator can disable your ability to log off If the log off feature has been disabled attempting the procedure below will have no effect 1 To log your phone off press the Mute button then press the following numbers on the dialpad 564633 A request to un register the phone is sent to the server The phone is now in a logoff state and displays Ext Reinstating the Phone After a Logoff When you are logged off the phone the top line displays Extension 1 Using the dialpad enter your Extension number then press the Pound key The display prompts for entry of your password 2 Using the dialpad enter your PBX switch Password then press the key The phone is now ready for use 1 14 Issue 2 0 December 2003 Introducing Your 4630 4630SW IP Telephone 4630 4630SW IP Telephone Applications Display Screen Backlighting Your 4630 IP Telephone s display has two brightness levels one signifying an active state and the other signifying an idle state gt NOTE You can set the brightness level and the idle state time per
102. r administered for it Contact your System Administrator to ensure the server address has been properly administered Verify the spelling of your query If correct there is a problem with either the 4630 s administration the server or the network Contact your System Administrator providing the exact text of the error message you received No buttons are available in the selected Speed Dial group Select a different group or delete a button label before trying to add the entry to your Speed Dial list Troubleshooting Troubleshooting 4630 Applications Problem Symptom Continued Suggested Resolution Continued VOICE MAIL APPLICATION No Voice Mail application tab displays with the other application tabs at the bottom of every screen VOICE MAIL APPLICATION Other questions regarding the Voice Mail application WEB ACCESS APPLICATION No Web tab displays with the other application tabs at the bottom of every screen You cannot add an entry to a Speed Dial button Dialing from the application does not go through STOCK TICKER APPLICATION The Stock Ticker does not appear even though the Stock Ticker Active option is set to Yes Your System Administrator has not administered the link between the 4630 Voice Mail application and your corporate voice messaging system If you believe the link should be available contact your System Administrator Every Voice Mail screen has a Hel
103. re 2 7 How to Use This Document xii Incoming Calls setting the Phone screen for 8 12 Intended Audience for this document xi Introducing Your 4630 4630SW IP Telephone 1 1 Issue Date xi K Keyboard Layout setting the 8 3 Locating a Phone Number Using the Directory 5 2 Locking the Display 1 12 Locking Unlocking Your Telephone s Display 1 12 Logging Off the Phone 1 14 IN 2 Issue 2 0 December 2003 M Making Calls 2 2 Adding a held call to the current call 2 7 Adding another party to a call 2 7 Automatic Speed Dialing 2 3 Calling a Party From the Call Log 2 5 Calling a Party From the Directory 2 5 5 4 Calling a Party From the Web Access Applica tion 2 6 Direct Manual Dialing 2 2 Dropping the last person added to the call 2 7 Edit Dialing 2 2 Manual Dialing 2 2 Redialing the last number called 2 8 Redialing using a list of the last eight numbers called 2 9 Speed Dialing 2 4 Manual Dialing 2 2 Mute button 1 3 Mute feature 2 8 N Navigating Application Screens 1 5 Navigating Web Pages 7 2 Network Audio Quality 8 17 Numeric Dialing Pad 1 4 O Options Accessing the Options and Preferences Screen 8 1 Activating Deactivating Call Logging 8 6 Alphabetize Speed Dial Entries 8 15 Automatic Backup 8 18 Backup Restore 8 17 Button Click Feedback 8 4 Call Log 8 5 Call Log archive 8 7 Call Timer 8 13 Cleaning the Screen 8 5 Directory 8 13 Directory User ID and Password 8 14 Edit Dialing 8 10 FTP File Tran
104. red internal external dialing codes yourself If a call to a web link does not go through check with your administrator to ensure the Enhanced Dialing feature is properly set up for your environment Receiving Calls When someone calls you what you see depends on how your Go to Phone for Incoming Calls option as described in Chapter 8 is set Depending on the option you select one of the following displays for incoming calls m The On Ringing option displays the phone screen whenever your phone rings with an incoming call m The On Answer option displays the phone screen whenever you answer an incoming call The No option the default value does not display the phone screen and allows the screen currently displayed to remain displayed when a call comes in To receive the call press the Line button for the incoming call pick up the handset or activate the headset or Speakerphone if desired and talk The Off Hook an icon displays to indicate a call is active gt NOTE To set the option for what displays on an incoming call see Setting the Go to Phone on Originate Option in Chapter 8 for details 2 6 Issue 2 0 December 2003 Using Your 4630 4630SW IP Telephone Receiving Calls Call Handling Features Use the Feature button panel in the display area or the phone s dedicated Feature buttons to access call handling features while on a call Conference The Conference featur
105. rrently shown in Date Time order and you want to see them listed according to who sent the message select the From column heading The order changes to show all messages by phone number first then those with a caller name in alphabetical Last Name First Name order For example Bourke Rob Brown Ann Celli Tom and so on To reverse the order of messages select the column heading again Select Refresh The Inbox displays any messages received while you were viewing the screen Select the Downward Arrow in the Folder field then select the desired folder from the Folder list Select the Options button and see the procedure titled Changing Voice Mail Options Select the Log Off button from the Inbox or any other Voice Mail screen displaying this button If the screen displayed does not show a Log Off button select either Inbox or Cancel first then Log Off The Log On screen displays To exit the Voice Mail application select a different application tab at the bottom of the screen Using the Voice Mail Application Introduction Working With Your Messages All message related activities are described in this section Voice Message Options After selecting a specific voice message from your Inbox the Message Details screen displays This screen lets you a listen to the message m call the sender reply by sending a voice or text message move the message to another folder or
106. s in error and proceed to Step 6 Touch the editing field position where you want to place the cursor Select Name or Number as appropriate then select Clear Repeat the procedure from Step 4 Select Cancel The Speed Dial screen re displays 7 Verify the name and select the Number field Touch the appropriate keyboard characters to enter the telephone number you want to assign to this button using up to 30 characters Be sure to include trunk numbers for example a 1 or 9 to get an outside line area codes and exchanges when entering outside numbers You can use any characters you want to format the number For example you can use hyphens parentheses letters or periods These characters are ignored when the number is dialed For internal numbers follow your telephone system protocols for extensions or other offices As you press each character the Number field populates gt NOTE If a Number already has the maximum number of characters 7 the keyboard is not available You cannot overwrite the existing Number you must first select Clear or backspace to remove some characters Issue 2 0 December 2003 Using the Speed Dial Application Speed Dial Groups 9 Choose one of the following options If you want to Make a change one character at a time Jump the cursor anywhere within an editing field Erase the entire Name or Number and type new information Return to the Speed Dial screen with
107. select Edit Dialing from the Phone Options and Preferences screen The Edit Dialing screen displays gt NOTE The Edit Dialing screen also displays instructions on how to use the Edit Dialing field if activated 2 Choose one of the following options If you want to Then Turn the Edit Dial option on to Select On Proceed to Step 3 display the Edit Dial field on the Phone application screen The button highlights to indicate an On status Turn the Edit Dial option off so Select Off Proceed to Step 3 that the Edit Dial field does not display on the Phone screen The button highlights to indicate an Off status Return to the Phone Options and Select Cancel Preferences screen without changing the Edit Dial setting No change is made and the Phone Options and Preferences screen re displays 3 Select Save to set the Edit Dial field to the option selected The Phone Options and Preferences screen displays 8 10 Issue 2 0 December 2003 4630 4630SW IP Telephone Options Call Log Options Selecting a Personalized Ring Change the tone or pattern of your phone s ring using this procedure 1 To change the ringing tone pattern select Personalized Ring Options from the Phone Options and Preferences screen The Select Personalized Ring screen displays The current ring setting is highlighted Select the ring option number you prefer The selected option highlights to indic
108. sfer Protocol 8 21 Go to Phone For Incoming Calls 8 12 Go to Phone on Originate 8 12 Keyboard Layout 8 3 Network Audio Quality 8 17 Personalized Ring 8 11 Index Options continued Phone Application 8 9 Redial 8 11 Screen calibration 8 4 Screen Idle Timeout Duration 8 2 Speed Dial 8 15 Speed Dial Group Backup Restore 8 16 Stock Ticker 8 23 Touchscreen 8 2 User ID Password 8 21 Options for the 4630 4630SW IP Telephone 8 1 P Password Changing for Voice Mail 6 8 Password User ID and other FTP File Transfer Protocol Options 8 21 Phone Application 1 6 Phone Application Options 8 9 Phone Application Troubleshooting 10 5 Placing a call on hold 2 7 Power Cycling and Resetting the IP Telephone Power Cycling the Phone 10 9 Preventing the other person on the line from hear ing you 2 8 R Receiving Calls 2 6 Redial 2 8 Redial feature 2 8 Redial Option selecting a 8 11 Redialing the last number called 2 8 Redialing using a list of the last eight numbers called 2 9 Reinstating the Phone After a Logoff 1 14 Related Documentation Training xiii Removing Call Log Entries 4 6 Resetting and Power Cycling the IP Telephone 10 8 Resetting Your Phone 10 8 Resolving Search or Directory Related Problems 5 6 Restore Backup Options 8 17 Restoring Data from a Backup File 8 19 Retrieving the held call 2 8 Reviewing Updating the FTP Server IP Address Ring Selecting Personalized 8 11 S Screen Brightne
109. ss Control 1 3 Screen Color Coding for application tabs 1 5 Screen Idle Timeout Duration setting 8 2 Speakerphone button 1 4 Changing from the Handset to 2 10 Changing from to the Handset 2 10 Ending a call while the speaker is active 2 10 Turning the speaker off during a call 2 10 Turning the speaker on during a call 2 10 using the 2 9 Speakerphone feature 2 9 Speed Dial Adding a Call Log Entry to 4 5 Adding a Directory Entry to 5 5 Adding Speed Dial Buttons to a Group 3 3 Backing Up and Restoring Groups 8 16 Buttons 3 3 Changing or Deleting a Group Label 3 2 Deleting a Button Label 3 6 EMERGENCY button 3 1 Groups 3 1 Options 8 15 Troubleshooting 10 5 Updating Speed Dial Button Information 3 3 Speed Dial Application 1 6 Using the 3 1 Speed Dialing a party on a Group List 2 4 Speed Dialing a party using an Administered Fea ture button 2 4 Stock Ticker 8 23 Activating Deactivating 8 25 Option 8 23 Setting Up or Modifying 8 23 Troubleshooting 10 7 Stock Ticker About the 1 11 Stylus Storage Well 1 3 T Text File and Fax Message Specific Options 6 6 Top Display Line 1 3 Touchscreen Options 8 2 Touchscreen Using the 1 4 Transfer feature 2 11 Transferring a call to another telephone 2 11 Trouble Message Resolution for Directory 5 6 Issue 2 0 December 2003 IN 3 4630 4630SW IP Telephone Troubleshooting 10 1 Applications 10 5 Basic 10 2 Call Log Application 10 5 Directory Application 10 6 Directory Trouble Me
110. ssage Resolution 5 6 General all applications 10 5 Phone Application 10 5 Resolving Search or Directory Related Prob lems 5 6 Speed Dial Application 10 5 Stock Ticker Application 10 7 Voice Mail Application 10 7 Web Access Application 10 7 U Unlocking the Display 1 13 User ID and Password Setting Up or Modifying for Directory 8 14 User ID Password and other FTP File Transfer Protocol Options 8 21 Using the Call Log Application 4 1 Using the Directory Application 5 1 Using the Speed Dial Application 3 1 Using the Touchscreen 1 4 Using the Voice Mail Application 6 1 Using the Web Access Application 7 1 Using Your 4630 4630SW IP Telephone 2 1 IN 4 Issue 2 0 December 2003 V Viewing the Call Log 4 3 Voice Mail Accessing the application 6 2 Changing Options 6 8 Changing the Playback Number 6 9 Changing Your Password 6 8 If You Need Help 6 9 Replying to Messages 6 7 Restoring the Default Sort Order 6 9 Setting Delete Confirmation 6 8 Text File and Fax Message Specific Options 6 6 Troubleshooting 10 7 Using the Inbox 6 3 Voice Message Options 6 5 Working With Your Messages 6 5 Voice Mail Application 1 9 Using the 6 1 Voice Message Light 1 4 Voice Message Options 6 5 W Web Access Navigating Web Pages 7 2 Troubleshooting 10 7 Web Access Application 1 10 Calling a Party From the 2 6 Using the 7 1 Web Pages Navigating 7 2
111. storing Data from a Backup File Use this procedure to reactivate a backup file following a system failure or replacement 1 Select Restore Download Data from the Backup Restore Options and Preferences screen The 4630 attempts to initiate FTP File Transfer Protocol to retrieve the latest backup file from the server The message Contacting the FTP server displays Any one of the following additional messages may display as appropriate If Connection is made with the FTP server Following server connection the backup file is retrieved with data in the proper format Connection to the FTP server cannot be made The backup file is retrieved but the file s data is not in the proper format The backup file is located but access to the file is denied Then The message FTP server contacted displays and file retrieval proceeds The message File successfully retrieved Select Save to replace current data with data from retrieved file displays Select Save All previous values are replaced with the backup file data The Backup Restore Options and Preferences screen re displays The message Cannot connect to the FTP server Select Retry or Cancel displays Select Retry If the connection is made review the messages in Step 1 and proceed accordingly If the connection still cannot be made the server may be down or busy select Cancel to return to the Backup Restore O
112. ted 2 Select either Yes or No to indicate whether or not you want automatic archiving of your Call Log to occur every two hours or at another pre set interval determined by the System Administrator 3 To save your selection select Save To exit without making a change select Cancel The Call Log Options and Preferences screen re displays Issue 2 0 December 2003 8 7 Call Log Options 4630 4630SW IP Telephone Options Reviewing Updating the FTP Server IP Address Automatic archiving occurs only if there is a valid FTP Server IP Address shown under the FTP Setup option on the Call Log Options and Preferences screen The FTP Server IP Address indicates the proper location for storing archived data Messages appearing below the FTP Setup option indicate not only the status of an automatic archive but also to warn you when automatic archiving cannot take place due to invalid or missing server information The chart below indicates those messages displayed below the FTP Setup option which require you to provide a valid value for the FTP Server IP Address or investigate a related problem Message An FTP Server IP Address must be provided before Call Log can be automatically archived The FTP Server name is not known Please check the FTP Server IP Address The FTP server has denied access Please check FTP Setup parameters The FTP server was unable to store the archive file Issue 2 0 December 2003 M
113. the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Customer and or End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by the Customer or End User How to Get Help For additional support telephone numbers go to the Avaya support Web site http www avaya com support If you are e Within the United States click the Escalation Management link Then click the appropriate link for the type of support you need Outside the United States click the Escalation Management link Then click the International Services link that includes telephone numbers for the international Centers of Excellence Providing Telecommunications Security Telecommunications security of voice data and or video communications is the prevention of any type of intrusion to that is either unauthorized or malicious access to or use of your company s telecommunications equipment by some party Ve 66 Your company s telecommunications equipment includes both this Avaya product and any other voice data video equipment that could be accessed via this Avaya product that is networked equipment An outside party is anyone who is not a corporate employ
114. ther Yes or No to indicate whether or not you want your Speed Dial entries backed up automatically 5 To save your selection select Save To exit without making a change select Cancel The Backup Restore Options and Preferences screen re displays 8 16 Issue 2 0 December 2003 4630 4630SW IP Telephone Options Backup Restore Options Network Audio Quality In the unlikely event that you experience poor audio quality during a call and you have determined that the handset Speakerphone and headset are functioning properly your System Administrator may ask you for information from this screen while troubleshooting the problem 1 Select Network Audio Quality from the Main Options amp Preferences Screen accessed by selecting the icon on the top display line The Network Audio Quality screen displays 2 Review the values as requested by your System Administrator Backup Restore Options The 4630 IP Telephone s backup and restore options provide the ability to Automatically back up your options preference settings and your Speed Dial Groups and buttons every two hours or at a different interval specified by the System Administrator to protect against system failure or to facilitate moving from one telephone to another Restore options preferences and Speed Dial Groups and buttons following a phone failure or replacement Establish or modify FTP File Transfer Protocol settings such as the network ser
115. top display line If a given option is disabled that option is not shown on the applicable Options and Preferences screen Accessing the Options and Preferences Screen Access your preferences and phone options by selecting at the top of any application screen The Main Options and Preferences screen provides access to the setup maintenance information for each application or allows you to return to the application screen displayed prior to selecting the Main Options and Preferences screen The procedures that follow describe the options for each application Issue 2 0 December 2003 8 1 Accessing the Options and Preferences Screen 4630 4630SW IP Telephone Options Touchscreen Options 8 2 Touchscreen Options are those which control The display s active idle time period How you want your keyboard screen for use in Speed Dial and other procedures displayed How to turn button click feedback on or off How the display screen is oriented How to clean the 4630 Touchscreen without selecting application features or buttons during cleaning You select these options from the Touchscreen Options and Preferences screen accessed by selecting Touchscreen Options from the Main Options and Preferences screen When you are finished select Done to return to the Main Options and Preferences screen There are five Touchscreen options and preferences available which show the current settings Each option has a specific pur
116. unanswered Missed incoming answered InAns and outgoing Outgo a Call length expressed in hours minutes seconds You determine how you want your Call Log sorted by selecting the appropriate heading on the Call Log screen The default sort order is Time Date order with the most recent entry first If you select the Type or Length column heading or any other column the list is re sorted according to your selection and redisplayed Highlighting in a column heading indicates that column is the current sort criterion A downward triangle in a column indicates the list is sorted from the earliest to the most recent for Time Date shortest to longest for Length alphabetical A to Z for Name or numerical 1 and up Re selecting a selected column reverses the display order and shows an upward triangle Calls made or received while the Call Log is displayed are added to the list if they fall within the current order of the list or if you are at the top of the list For example if your Call Log is sorted in descending Time Date order the most common method of sorting the list an incoming call is added to the top of the list as you view it But if your Call Log sort preference is set to descending Type an outgoing call will follow any unanswered and incoming calls on the log When there is more than one call to or from the same party matching Name Phone Number and Call Type the most recent call information overrides the preceding l
117. ur Directory or dialing a party from a web page displayed via the Web Access application gt NOTE If all call appearance lines are in use the Speed Dial feature will not proceed with dialing gt NOTE The 4630 4630SW IP Telephone often receives telephone numbers through the Call Log Directory or Web Access application that are not immediately dialable For example the Call Log may contain an incoming call from the following U S phone number 732 555 1234 In general if you try to dial that number as is the call would not go through you would first have to dial one or more digits to obtain an outside line access your corporate telephone network or add some other code before you can return the call As of Release 1 8 the 4630 4630SW IP Telephone can if appropriately administered automatically dial those extra digits for you With one touch the telephone automatically dials 9 1 732 555 1234 Your telephone administrator has information on setting up this Enhanced Dialing capability Issue 2 0 December 2003 2 3 Introduction 2 4 Using Your 4630 4630SW IP Telephone Speed Dialing a party on a Group List The 4630 4630SW IP Telephone s advanced capabilities allow up to 120 speed dial entries Thus speed dialing using Group Lists as described in the following procedures is convenient and efficient 1 Select the Speed Dial tab at the bottom of the display screen The first Soeed Dial Group L
118. ved the equipment Declarations of Conformity United States FCC Part 68 Supplier s Declaration of Conformity SDoC Avaya Inc in the United States of America hereby certifies that the equipment described in this document and bearing a TIA TSB 168 label identification number complies with the FCC s Rules and Regulations 47 CFR Part 68 and the Administrative Council on Terminal Attachments ACTA adopted technical criteria Avaya further asserts that Avaya handset equipped terminal equipment described in this document complies with Paragraph 68 316 of the FCC Rules and Regulations defining Hearing Aid Compatibility and is deemed compatible with hearing aids Copies of SDoCs signed by the Responsible Party in the U S can be obtained by contacting your local sales representative and are available on the following Web site http www avaya com support All Avaya media servers and media gateways are compliant with FCC Part 68 but many have been registered with the FCC before the SDoC process was available A list of all Avaya registered products may be found at http www part68 org by conducting a search using Avaya as manufacturer European Union Declarations of Conformity CE Avaya Inc declares that the equipment specified in this document bearing the CE Conformit Europe nne mark conforms to the European Union Radio and Telecommunications Terminal Equipment Directive 1999 5 EC including the Electrom
119. ver address directory path for saving backed up data and a User ID and Password for server access via your phone a Check or verify whether an automatic backup has occurred Because each telephone system has unique characteristics and settings modifying the Backup Restore options generally require the assistance of the System Administrator For example it is unlikely that a 4630 IP Telephone user would know the specific Server IP Address to enter when setting up FTP parameters without consulting his or her System Administrator You select Backup Restore options from the Backup Restore Options and Preferences screen accessed by selecting Backup Restore from the Main Options and Preferences screen You can also access this screen directly from the Speed Dial Options and Preferences screen gt NOTE Check the setting to the right of the Automatic Backup button to determine whether your phone is already set for automatic backups Also check the message area under the FTP Setup button to obtain the current status of automatic backups Issue 2 0 December 2003 8 17 Backup Restore Options 4630 4630SW IP Telephone Options 8 18 Setting the Automatic Backup Option The Automatic Backup button must be enabled to perform this procedure If this button is not enabled review the chart below to resolve a problem before proceeding If Then The Automatic Backup button is Review the text message beneath the not enabled meaning
120. with the instructions displayed ensures that touching the screen during cleaning will not cause buttons options or applications to be inadvertently selected Ti To clean the screen and or review instructions about cleaning the screen select Clean the Screen from the Touchscreen Options and Preferences screen The Clean the Screen screen displays Review the instructions on the screen Pay particular attention to the Warning note regarding use of harsh liquids or solvents After cleaning the screen or reviewing the cleaning instructions select Done The Touchscreen Options and Preferences screen re displays Call Log Options Call Log options and preferences allow you to Turn the logging of calls on or off Archive the Call Log automatically Verify the status of an automatic archive Verify that an FTP Server IP Address exists and is the correct server to which the Call Log should be archived Access the FTP Setup screen to add or update the FTP Server IP Address if incorrect You select these options from the Call Log Options and Preferences screen accessed by selecting Call Log Options from the Main Options and Preferences screen When you are finished select Done to return to the Main Options and Preferences screen The Call Log option is described in the procedure that follows Issue 2 0 December 2003 8 5 Call Log Options 4630 4630SW IP Telephone Options Activating Deactivating Call Logging
121. you cannot FTP Setup button which indicates that access this option and the status is an FTP Server Address must be Suspended provided The server address is needed to allow the backed up information to be stored Contact your System Administrator for further instructions Follow the instructions your System Administrator provides to add the server address then proceed with the Automatic Backup procedure The Automatic Backup button is Review the text message beneath the enabled but the setting to the right of FTP Setup button which indicates that it is No a manual backup performed periodically by your System Administrator can occur Select Done to return to the Speed Dial Options and Preferences screen or perform the Automatic Backup procedure below to change the setting to Yes 1 To backup restore all of your options and preferences settings and your Speed Dial Groups and buttons automatically select Automatic Backup from the Backup Restore Options and Preferences screen The Automatic Backup screen displays The current setting is highlighted 2 Select either Yes or No to indicate whether or not you want your Speed Dial entries backed up automatically 3 To save your selection select Save To exit without making a change select Cancel The Backup Restore Options and Preferences screen re displays Issue 2 0 December 2003 4630 4630SW IP Telephone Options Backup Restore Options Re
122. ys Select Yes to remove the message or No to leave the message in its folder Note that you can specify No Confirmation See Changing Voice Mail Options on page 6 8 The folder from which the message was removed displays Select the Log Off button The Log On screen displays To exit the Voice Mail application select a different application tab at the bottom of the screen Text File and Fax Message Specific Options After selecting a specific message from your Inbox the Message Detail screen displays This screen provides detail information about the call and gives you the option of reading the message or printing it on your fax machine 1 To read the text message select the Text File Fax View button in the lower right corner of the Detail screen The Text View screen displays 2 After reading the message select the Done button To print a fax enter the fax prefix contact your System Administrator for the prefix if you don t know it followed by your fax number then select Done gt NOTE The File View function is not available in the current 4630 IP Telephone release While the Name of any file attachment can be viewed the contents of the attachment must be viewed or printed using your PC The Message Detail Screen re displays 3 Choose one of the available message options They are the same as those described in Voice Message Options Issue 2 0 December 2003 Using the Voice Mail Application I

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