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Avaya 4622SW Cordless Telephone User Manual

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Contents

1. To make or answer a call without lifting the handset or to use the speakerphone with any feature 1 Press gl Speaker The LED beside the button illuminates 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary To change the volume use the and w buttons The display shows the volume level There are eight volume levels To change from the speakerphone to the handset or headset if fitted 1 Pick up the handset or press Headset and talk To change from the handset to the speakerphone 1 Press Speaker 2 Hang up the handset To end a speakerphone call 1 Press gl Speaker again Speed Dial The Speed Dial feature allows you to have the phone automatically dial calls to telephone numbers stored in your personal directory maximum of 104 See Dialing a Speed Dial Number To make a call to a personal directory entry using the Speed Dial feature 1 From the Home screen press the gt SpDial softkey The Speed Dial screen is displayed 2 Press the button next to the entry you want to call 3 Ifthe entry you want is not displayed use a and to cycle through the entries or key the first letter of the required name to jump to the page with a matching entry 4 The phone dials the number for you Redial The Redial feature automatically redials a previously dialed extension or outside number up to 24 digits Your phone stores the last ten numbers dialed No
2. 6 After saving or canceling any changes you will be returned to the speed dial selection list Select another speed dial to edit or press lt gt Done to return to the speed dial list Converting a Call Log Entry to a Speed Dial You can create a new speed dial from a call log entry See Saving a Call Log Entry to Your Speed Dial List This process will start the normal speed entry screen but pre filled with the name and number from the call log entry 5420 2420 Phone User Guide Page 15 IP Office Issue 6d 15th September 2005 2420user Adding a New Speed Dial 1 Press gt SpDial If gt SpDial is not shown press IE to exit the current screen Press gt Add If a message stating that the speed dial list is full appears you must first delete an existing entry before adding any new entry See Deleting a Speed Dial Name Number Backspace Edit NAME via keypad or Choose action below Space Case Cancel Save Soft Keys _ dib db lt p lt i e You can switch between Name and Number entry by pressing the gt key next to the item you want to edit The lt gt options also change accordingly 2 With Name selected begin entering text using the telephone keypad Each key is marked with the letters and number it provides You may have to press the key more than once depending on the character you require e For example the key 2 is also marked as A B and C To enter a C press 2 until a C is displayed e If
3. Affect 20 AGC 23 All 17 18 19 All Logged Calls Erasing 19 All Logged Calls 19 Alternate Display Viewing 30 Alternate Display 30 Alternate Display button press 30 Alternate Display button 28 Alternate Display button 30 Alternate Display key use 30 Alternate Display key 30 Answer Call 8 24 showing 19 Answer 8 Answer 19 Answer 24 Answer make 6 Answered Un answered 17 Appearance feature 30 Appearance feature button 30 Automatic Gain Control 23 Avaya 4 Avaya 5420 4 Avaya IP Office 4 B Back 18 19 Backspace 16 Bridged 6 Bridged Appearance 6 Busy Off 27 Busy On 27 CG Call Appearance 6 13 Call Appearance button pressing 11 Call Appearance button 11 Call Appearance Keys replace 6 Call Appearance Keys 4 Call Appearance Keys 6 Call Appearance Keys 11 5420 2420 Phone User Guide IP Office Call Appearance Keys Icons 7 Call Appearance Feature Button Selecting 30 Call Appearance Feature Button 28 Call Appearance Feature Button 30 Call Appearance Feature Button Status Icons Understanding 30 Call Appearance Feature Button Status Icons 30 Call Appearance Feature Keys 7 Call Coverage Appearance 6 Call Coverage Appearance Keys 6 Call Forwarding 25 Call Handling Buttons 4 Call Log Access 8 9 Overview 17 Viewing 18 Call Log 4 Call Log 8 Call Log 9 Call Log 17 Call Log 18 Call Log 18 Call Log 19 Call Log 20 Call Log 22 Call Log Entry Converting 15 Deleting 19 Savi
4. Module Using 30 EU24 Expansion Module 28 29 EU24 Expansion Module 30 EU24 Expansion Module Installation 29 EU24 Overview 28 Exit pressing 21 Exit 8 14 16 19 Exit 21 Exit 23 Extn Login 27 Extn Logout 27 F Feature 4 Feature Active icon 28 Flash Message Lamp set 20 Yes 20 Flash Message Lamp 20 Follow Me Here 27 Follow Me Here Cancel 27 Follow Me To 27 Forward Hunt Group Calls Off 27 Forward Hunt Group Calls On 27 Forward Unconditionally Off 27 Forward Unconditionally On 27 Forwarding 201 25 Forwarding 25 Frangais 22 Function Active 7 Function Keys 7 G German 22 H Headset 9 10 Headset Working 9 Hold Test key 21 Hold 7 11 12 Hold 21 Hold Music 27 Home 8 10 Hunt Group 25 Hyphen 16 l ID 27 InAns 17 18 19 Incoming Call 7 Incoming 7 Internal Calls 24 IP 6 IP Office 4 6 17 26 IP Office Key refer 6 IP Office Key 6 Italian 22 Italiano 22 J Japanese 22 K Katakana 22 L Lamp Operation 6 Language 22 LED 10 Line 6 Line Appearance 6 Log pressing 17 Log 17 Log 18 Log 18 Log 18 Log 19 5420 2420 Phone User Guide IP Office Log 19 M Making Call 8 Calls 18 24 Making 8 Making 18 Making 24 Menu Speed Dial list 21 Message 13 20 Message button Press 13 Message button 13 Miscellaneous 21 Missed return 18 19 Missed 18 Missed 18 Missed 18 Missed 19 Mode 9 More 17 18 19 Mute 11 Mute button 11 N Name 16 Nederlands 22 New Spee
5. gt Done e Return to the call handling screen by pressing exit Call Log Setup Through the Option menu you can specify which types of calls should be included in the phone s call log See Setting Which Calls are Logged Miscellaneous This option only contains one menu item Stay in Speed Dial When set to Yes and you access your personal Speed Dial list the menu will remain displayed regardless of any calls made or received 1 Press IE Exit to exit any other mode Press gt Option 2 Press Miscellaneous and set Stay in Speed Dial to Yes Using Self Test Self test can be used to display information about the phone and to check operation of the lamps and display The information may be required by a telephone system maintainer 1 Press Il Exit to exit any other mode Press gt Option 2 Press gt Self Test The a screen of information appears 3 Press and hold the lt gt Test key The screen lines should all go black and all the phone lamps should come on 4 Doone of the following e To return to the options menu press gt Done e To return to the call handling screen press wl Selecting the Display Mode See Display Mode 5420 2420 Phone User Guide Page 21 IP Office Issue 6d 15th September 2005 2420user Default Phone Erase All Settings The Erase All option allows you to reset all personalized settings entered through the phone s Option menus except contrast level It also deletes all en
6. 4 to scroll When you press More Select entry to view details the menu becomes Select entry to view details bMissed In ns Outgo More All Delete Back Done gt e Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options e Logged calls are shown with the most recent first e The name of the called or calling party is shown if available e The number of the called or calling party is shown e Press fl and to display further pages of entries e Pressing the gt or key next to a log entry display further details of that particular call gt 2 Answered Name INDex Number 01770364416 10 10am 10 04 03 0 01 28 CALL LOG Choose action below 000 Call Delete Save Done e The number of the log entry e The type of log entry i e Answered Un answered or Outgoing e The name of the called or calling party is shown if available e The number of the called or calling party is shown e The date and time of the call e Press fl and to display the previous or next logged call e The lt gt keys provide a number of actions 5420 2420 Phone User Guide Page 17 IP Office Issue 6d 15th September 2005 2420user Using The Call Log You can make calls directly from the call log Whilst in the call log you can still make a call by going off hook p
7. EU24 the left hand column is displayed AA Dee 1 1 5 2 4 3 Call Appearance Feature Button Feature Active icon for feature in right column Alternate Display Button Feature Active icon for feature in left column St PS SS Display 5420 2420 Phone User Guide Page 28 IP Office Issue 6d 15th September 2005 EU24 Expansion Module Connection Before you can begin using the EU24 Expansion Module the module must be connected to the phone according to the instructions in the EU24 Expansion Module Installation and Safety Instructions 555 233 136 Line In Power Module 1151B1 Mains Power Supply 5420 2420 Phone User Guide Page 29 IP Office Issue 6d 15th September 2005 2420user Using the EU24 Expansion Module The following sections explain how to use the features of the EU24 Expansion Module For more information consult your System Administrator Viewing the Alternate Display Although the EU24 Expansion Module supports an additional 24 call appearance feature buttons it only displays the button labels and icons for one column at a time A dotted line separates the left column from the right column When you are viewing the labels and icons for the left column the icons for the right column are displayed to the right of the dotted line To view the column not currently displayed press the Alternate Display button Selecting a Call Appearance Feature Button To select an available call app
8. adjacent gt key takes the call off hold and puts any other current call on hold e Function Active i The button to the left or right of the function key is active System Features System Features can only be set against soft Function Keys by your System Administrator However your System Administrator may allocate you two self administrator features that will enable you to add System Features to your soft Function Keys In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction for details of System Features that you can always access yourself by dialing short codes for example 17 to listen to your voicemail messages 5420 2420 Phone User Guide Page 7 IP Office Issue 6d 15th September 2005 Basic Call Handling Features Answer a Call When a call arrives at your phone you hear a ringing tone and a blinking bell icon appears on the associated call appearance To answer an incoming call Do one of the following e Ifyou are not active on another call answer the call using your handset headset or speakerphone see Speakerphone e Ifyou are active on a call already place the active call on hold Hold and then answer the incoming call e Ifthe call appearance for the ringing call is not displayed on the current screen page use E Exit to return to the first page of the Home screen When you locate the call appearance for
9. by your System Administrator if your IP Office is equipped with VoicemailPro You can collect your voicemail from another extension by using the PIN your System Administrator has set up for you You can collect your messages if you are out of the office by either dialing from a number that has been registered for the purpose or by dialing your extension number and PIN when prompted If validation is successful then dial 1 to retrieve your mail The System Administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 5420 2420 Phone User Guide Page 26 IP Office Issue 6d 15th September 2005 System Features Default Feature Codes The following are the normal default feature codes available to all users Your System Administrator may add additional codes for other features and for speed dials The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwarding switched on 00 Cancel All Forwarding 32 N Call Pick Up Extension 01 Forward Unconditionally On 33 N Call Queue 02 Forward Unconditionally Off 34 Hold Music 03 Forward on Busy On 35 N Extn Login 04 Forward on Busy Off 36 N Extn Logout 05 Forward on No Answer On 37 N Park Call 06 Forward on No Answer Off 38 N Ride Call 07 NH Forward
10. el Tod arde 21 Selecting the Display Mode oi A A AA A da at 21 DefaultPhone Erase All Suing att ebe A A een 22 Langa ibid 22 Automatic Gain Control AGE EE 23 E UR 24 System FEAS aa 24 Making EE 24 e Geer T E T A A 24 Call GP WANDA c SE 25 BK Le Ke 25 Do Not Dist aia 25 Vie eu UE 26 Detault Feature COdOS EE 27 5420 2420 Phone User Guide Page ii IP Office Issue 6d 15th September 2005 Table Of Contents EU24 Expansion Module 0 ai 28 EW 24 OVGIVIOW crest E A AS EE 28 A O 29 Using the EU24 Expansion Module ccomiviinna dde 30 Viewing the Alternate Display EE 30 Selecting a Call Appearance Feature Button 30 Understanding Call Appearance Feature Button Status ICONS oooocconcciniciniccncccnccnncnnnncnnnnnnaccninnninnnn 30 Jada gt aa eaaa A ues ace senate as pens gems a aae r es eae ar oea Eaa A 31 5420 2420 Phone User Guide Page iii IP Office Issue 6d 15th September 2005 The Telephone Overview This guide covers the use of the Avaya 5420 and 2420 phones on Avaya IP Office Both phones are similar however the 5420 is only supported on the IP Office whereas the 2420 is supported on a range of Avaya phone systems 1 ie 5420 2420 Phone User Guide Page 4 IP Office Issue 6d 15th September 2005 The Telephone 1 Display Call Appearance and Feature buttons Call Appearance Keys allow the user to handle multiple calls and the display shows call information Details on system features allocated by your Sys
11. returned to the options menu e If you want to return to the options menu without changing the ring pattern press gt Cancel To use the Message Lamp for ringing alerts 1 2 3 Press gt El Exit to exit any other mode then press any of the gt keys below the display Press lt gt Option Press gt Ring Options and set Flash Message Lamp to Yes or No When set to Yes the Message lamp will flash when you receive a call e Changing this option does not affect the voicemail visual indicator feature To automatically show the call handling screen 1 Press gt El Exit to exit any other mode then press any of the gt keys below the display 2 Press lt gt Option 3 Press lt gt Ring Options and set Show Phone Screen to Yes or No If set to Yes then when you are setting up using Speed Dial Call Log etc you are automatically returned to the call handling screen when you receive a call 5420 2420 Phone User Guide Page 20 IP Office Issue 6d 15th September 2005 Function Keys Adjusting the Display Contrast You can adjust the contrast level on the telephone display You can choose from among fifteen levels of contrast 1 Press IE Exit to exit any other mode Press gt Option 2 Press gt Contrast A menu with the current contrast setting appears 3 Use the Ml and keys to adjust the level of contrast 4 When the contrast is set as required either e Return to the options menu by pressing
12. settings and return to the options menu press lt gt Save You will hear a confirmation tone e To return to the options menu without saving any changes press lt gt Cancel e To return to the call handling screen without saving any changes press wl 5420 2420 Phone User Guide Page 22 IP Office Issue 6d 15th September 2005 Function Keys Automatic Gain Control AGC Automatic Gain Control AGC raises the volume when a caller is speaking quietly and lowers the volume when the caller is loud 1 Press IE Exit to exit any other mode Press gt Option 2 Press a ll or l key until a menu listing the current handset headset and speaker AGC options is displayed 3 To toggle a particular setting between Yes and No press the lt J key next to it e Alternatively press the gt key next to a call type to underline its current setting and then press gt Yes No to change the value of the currently underlined setting 4 Doone of the following e To save the settings and return to the options menu press gt Save You will hear a confirmation tone e To return to the options menu without saving any changes press gt Cancel e To return to the call handling screen without saving any changes press zl Exit 5420 2420 Phone User Guide Page 23 IP Office Issue 6d 15th September 2005 System Features System Features As well as your phones specific features you can access a number of system features by dialing
13. the ringing call press the corresponding call appearance button Make a Call You can make calls from the phone using a variety of methods as follows To manually make a call 1 Dial the required number on the key pad remember to include the required access code for example 9 for an outside line and listen to the progress of the call 2 Adjust speakerphone volume as necessary e Tochange the volume use the wand a buttons The display shows the volume level There are eight volume levels 3 If the call is not answered you can clear the call by pressing Speaker or LY Drop or 4 When the call is answered either speak or pick up the handset and speak to the called party To automatically make a call Do any of the following Press id Redial and a call appearance key gt to have the phone dial the last number that you dialed See Redial or e Access the Call Log and initiate a call to a specific entry See Making Calls from the Call Log or e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialing a Speed Dial Number e When the call is answered either speak or pick up the handset and speak to the called party 5420 2420 Phone User Guide Page 8 IP Office Issue 6d 15th September 2005 Basic Call Handling Features Clearing a Call To clear an established call either 1 Replace the handset or 2 Press Y Drop You will hear dial tone unless you a
14. the next character you want to enter is on the same key press to move the cursor right and then enter the character e By default the first letter is entered in upper case and the phone then switches to lower case entry mode To change the case of the current character press gt Case e To enter a space press gt Space e If you make a mistake use gt Backspace to delete the character to the left of the cursor e If you have made a mistake in the middle of a character string and do not wish to backspace and re enter all the characters use the NM key to step back to one character before the point where you wish to edit Either insert the new character or press E gt Backspace to delete the character to the left of the cursor e Pressing the key once enters a period or twice a To enter more than one or period press l to move the cursor to the right and then enter the character e Pressing the key once enters a dash or twice enters a To enter more than one or dash press to move the cursor to the right and then enter the character When the name is set as required select Number Enter the number required using the dialing keypad For external numbers remember to enter any external dialing prefix required 9 say e To enter a hyphen press gt Hyphen This does not affect the number dialed but may help make numbers more readable e To enter a 1 5 second pause press gt Pause This will appear
15. AVAYA IP Office 5420 2420 Phone User Guide Table of Contents The ET E 4 OVAs 4 Call Appearance Keys E 6 Call Appearance Keys ICONS nssnsenserrnrrrtrrrtttrtttttttnttttttttttttttttttttEEEEEEEEEEEEEEE EEE EEEEEEEEEEEEEEEEEDEEEEEEEEEEEEEEEEEE 7 System Features anios srt reia 7 Basic Call Handling Features EEN 8 Answera Gall dee Edge de edel S Cba 8 Make a Callosa laa odie E A ranas 8 Cleaninga Call A A ts A AA AA AAA AAA tn EA ethan A 9 Headset Worm A oie 9 ell e 10 SN A E 10 Redial nt A O N s 10 A O 11 A O 11 A viens a senna vtabsedeaek bows a a lois ety e a a 12 COMPO dia 13 WIGS SAG EE 13 USO Speed Dias a 14 Overview of Speed RRC 14 Dialing a Speed Dial NUMDCI a coronada ts See eee ds wt caida araa anA We ans u debe er Enina Aaina animan inadi 14 D leting a Speed A RUE 15 EOIN a Speed Dial hsrs nadane thom A tees E AE A A A AEE ANSEES 15 Converting a Call Log Entry to a Speed Dial ooo nnn 15 Addinga New Speed Dial coto ini ein lat ele 16 Using the CAalUL cidad 17 Overview of the TE e EE 17 Using The CAlILod lt 000 da 18 Viewing the Call COG D 18 Making Calls from eeleren gege ege ENEE EENEG 18 Saving a Call Log Entry to Your Speed Dial ios is 18 Deleting ar Gall Log EN suit tt till dt ta 19 Erasing All Logged Call A A 19 Setting Which Calls are Logged 2 cir di 19 GRAND hale TE 20 Changing Ringer Options EE 20 Adjusting the Display Contrast ci e a do daa 21 Call Log UD 21 E ET 21 Usina
16. With a call in progress and you wish to make an enquiry call or another call arrives press Hold Make or answer the second call The second call requires to be transferred to the first held call 2 To transfer the new call to the held call press 4 Conference and then Y Drop The transfer is complete 5420 2420 Phone User Guide Page 12 IP Office Issue 6d 15th September 2005 Basic Call Handling Features Conference The Conference feature allows you to conference other parties including yourself into a call Notes 1 The number of parties allowed in a conference is controlled by your telephone system 2 Two Call Appearance keys are required for the conference feature To add another party to a call 1 Press Conference 2 Dial the number of the person you want to add to the call 3 Wait for an answer If the called party does not answer or does not want to join the conference press 4Drop 4 To add the person to the call press Conference again You can return to the held call by pressing its call appearance button 5 Repeat steps 1 through 4 for additional conference connections To add a held call s to an active call 1 Press Conference 2 All held calls are added to the conference To leave a conference call 1 To leave a conference press Drop Message Your Message lamp turns on when a caller has left a message for you Press the EH Message button to retrieve your messages and follow t
17. as a comma character in the telephone number e Use the fl and keys to move the cursor left or right To save the speed dial and return to the speed dial list press gt Save To return to the speed dial list without saving the changes press gt Cancel 7 To return to the call handling screen without saving the changes press E Exit 5420 2420 Phone User Guide Page 16 IP Office Issue 6d 15th September 2005 Using the Call Log Overview of the Call Log The phone maintains a call log accessed by pressing gt Log This log can store up to 100 entries These can be a combination of incoming answered calls incoming unanswered calls and outgoing calls You can select which types of calls are included in the log You can also use call log entries to make return calls or convert the entry into a speed dial for future use e A WARNING Calls that are made using pin codes and other information will appear in the call log Either Logging of outgoing calls should be switched off or those call logs removed manually See Setting Which Calls are Logged Notes 1 Only outgoing calls made using the dial pad or a SpDial entry are logged 2 Call log entries are lost if the phone is disconnected from the IP Office When lt gt Log is pressed a screen similar to the following is displayed 1 INDex 01707364416 2 INDex 01770364416 01707364416 01770364416 3 Extn208 208 208 Em gt Use 4 gt to scroll Use
18. be deleted The Erase All option deletes the calls you have selected to log See Setting Which Calls are Logged Caution This action also deletes all speed dial entries and phone personalization options See Default Phone Erase All Settings 1 2 Press lt gt Log followed by More Press Delete You are presented with a message asking you to confirm that you want to delete all entries Press Erase to remove all logged entries Setting Which Calls are Logged Caution If you change these settings any call details already in the call log that no longer match the selection are deleted 1 Press gt Option If lt gt Option is not shown press E to exit the current screen 2 Press gt Log Setup A menu showing Answered Un Answered and Outgoing with their current settings is displayed To toggle a particular setting between Yes or No press the gt key next to it Alternatively press the gt key next to a call type to underline its current setting and then press Yes No to change the value of the currently underlined setting Do one of the following Note If you press Save after changing the settings any existing call log entries that do not match the call types selected are deleted from the call log e To save the settings and return to the options menu press Save You will hear a confirmation tone e To return to the Options menu without saving any changes press Cancel e To return to the call hand
19. ber 2005 2420user Call Appearance Keys Normally the first page of the main call handling screen contains three keys set as call appearance keys These are allocated to you by your System Administrator and are indicated as a b and c Keys Lines Function SAC Keys Function Key VMOn 4 Tom Extn227 227 SrDial Log Option Label Admin Call Appearance a Park1 SoftKeys e ip gt lt i Your System Administrator can change a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance Key ona pre defined colleague s telephone Hence you can pick up make and receive calls on behalf of your colleague e A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls e Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague All of the above can only be allocated to you by your System Administrator For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the IP Office Key and Lamp Operation manual CAUTIONS 1 Having more than two Call Appearance keys is very useful W
20. d Dial Adding 16 New Speed Dial 16 No Answer Off 27 No Answer On 27 Not Disturb 25 Not Disturb Exception Add 27 Not Disturb Exception Delete 27 Not Disturb Off 27 Not Disturb On 27 Number System Features 7 Number 7 Number 16 Number 27 O On off 4 Option 19 20 22 Option menu return 19 Option menu 19 Option menu 21 Outg 18 19 Outgo 17 18 19 Overview Call Log 17 Speed Dials 14 Overview 4 Overview 14 Overview 17 P Park Call 27 Pause 16 Personalization 19 PIN 26 Play 20 Portugu s 22 Portuguese 22 Press Add 16 Press Call 18 Press Conference 13 Press Contrast 21 Press Delete 15 19 Press Done 18 Press Drop 9 Press Edit 15 Press Erase 19 22 Press Exit 20 21 22 23 Press Hold 11 Press Language 22 Press Log 18 19 Press Log Setup 19 Press Miscellaneous 21 Press Mute 11 Press Option 19 20 21 22 23 Press Redial 8 9 10 Press Ring Options 20 Press Save 18 Press Self Test 21 Press SpDial 14 15 16 Press Speaker 10 Press Yes 15 Pressing Add 14 Alternate Display button 30 Call Appearance button 11 Done 21 Exit 21 Log 17 Message button 13 RBak 24 SpDial 14 SpDial softkey 10 Speaker 8 18 Pressing 8 Pressing 10 Pressing 11 Pressing 13 Pressing 14 Pressing 17 Pressing 18 Pressing 21 Pressing 24 Pressing 30 Previous Next Page 4 Page 32 Issue 6d 15th September 2005 R RBak press 24 RBak 24 Redial 4 10 Redial list 10 Redials 10 Refer IP Office Key 6 Refer 6 Relay O
21. dministrator 4 6 7 11 24 26 27 28 30 System Features number 7 System Features 6 System Features 7 System Features 24 T Test key hold 21 Test key 21 Toggle Calls 27 Transfer 12 U Un Answered 19 Understanding Call Appearance Feat ure Button Status Icons 30 Understanding 30 Up using Speed Dial setting 20 Up using Speed Dial 20 Use Alternate Display key 30 speakerphone 10 Use 10 Use 30 User Labels 22 Using EU24 Expansion Module 30 Using 30 Using Self Test 21 Index Using The Call Log 18 V Viewing Alternate Display 30 Call Log 18 EU24 28 Viewing 18 Viewing 28 Viewing 30 Voicemail affect 20 Voicemail 4 7 Voicemail 20 Voicemail 24 Voicemail 25 Voicemail 25 Voicemail 26 Voicemail Collect 27 Voicemail Lite 26 Voicemail Off 27 Voicemail On 27 Voicemail ringback 26 Voicemail Ringback Off 27 Voicemail Ringback On 27 VoicemailPro 26 Volume Controls 4 W WARNING 17 Which Calls Setting 19 Which Calls 19 Y Yes Flash Message Lamp 20 set 20 21 Show Phone Screen 20 Speed Dial 21 Yes 19 Yes 20 Yes 21 Yes 23 Yes No 19 23 Your Speed Dial List 18 Page 33 Issue 6d 15th September 2005 2420user Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed
22. earance or feature press the button next to the label in the column currently displayed If the call appearance or feature is not currently displayed use the Alternate Display key to access the additional 12 call appearance feature button labels Understanding Call Appearance Feature Button Status Icons When a call arrives for a call appearance on the EU24 Expansion Module the bell icon blinks on the corresponding call appearance To answer the call press the button associated with the call appearance The icons displayed on the call appearance allow you to determine the status for example on hold of each call on the EU24 Expansion Module Icons also indicate whether a feature has been administered for a particular button on the EU24 Expansion Module For an explanation of these icons see Call Appearance Keys 5420 2420 Phone User Guide Page 30 IP Office Issue 6d 15th September 2005 Index 0 07 N 27 1 1 5 enter 16 10 N 25 27 11 N 25 27 12 N 25 27 13 N 25 27 14 N 25 27 2 20 N 27 201 forwarding 25 21 N 27 3 32 N 27 33 N 27 35 N 27 36 N 27 37 N 27 38 N 27 4 45 N 27 5 53 N 27 57 N 27 7 70 N 27 71 N 27 A Access Call Log 8 9 speakerphone 4 Speed Dial List 8 9 Access 4 Access 8 Access 9 Add New Speed Dial 16 Pressing 14 Add 14 Add 16 Adjust speakerphone 8 Adjusting Display Contrast 21 speakerphone 10 Adjusting 10 Adjusting 21 Administrator 7 Affect voicemail 20
23. ed to your own voicemail or call forwarding number At another extension e 12 N from the extension you are temporarily using e 413 N to re direct the calls back to your own extension before you return to it At your own extension e 414 N from your own extension e 14 to cancel either feature from your own extension Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list To switch Do Not Disturb on with or without exceptions dial 08 to switch it off dial 09 e 410 N to add a number to the exception list e 11 N to delete a number from the exception list Note Your callers other than your exceptions either hear busy tone or are re directed to your voicemail 5420 2420 Phone User Guide Page 25 IP Office Issue 6d 15th September 2005 2420user Voicemail Note that not all systems support voicemail or have voicemail installed e To switch voicemail on dial 18 to switch it off dial 19 e To retrieve your voicemail use the code 17 Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback e To turn Voicemail Ringback on dial 48 to turn it off dial 49 Dialing a number while listening to your messages invokes further facilities Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied
24. ff 27 Relay On 27 Relay Pulse 27 Replace Call Appearance Keys 6 Replace 6 Return Missed 18 19 Options menu 19 Return 18 Return 18 Return 18 Return 19 Return 19 Ride Call 27 Ring Back When Free 24 Ring Options 20 Ring Pattern 20 S Safety Instructions 29 Save Call Log Entry 18 Save 16 Save 18 Save 19 Save 20 Save 22 Save 23 Select de select 22 Selecting Call Appearance Feat ure Button 30 Display Mode 21 Selecting 21 Selecting 30 Set Flash Message Lamp 20 Show Phone Screen 20 up using Speed Dial 20 Which Calls 19 Yes 20 21 Set 19 Set 20 Set 21 Set Hunt Group Night Service 27 Show Phone Screen set 20 Yes 20 Show Phone Screen 20 Showing Answered 19 Showing 19 Softkeys 4 Space 16 Spanish 22 SpDial pressing 14 SpDial 14 SpDial 14 SpDial 15 SpDial 15 SpDial 16 SpDial 17 SpDial 22 SpDial softkey press 10 SpDial softkey 10 Speaker pressing 8 18 Speaker 8 Speaker 18 Speakerphone Access 4 Adjust 10 end 10 use 10 Speakerphone 4 Speakerphone 8 Speakerphone 10 Speakerphone 11 Speakerphones 10 Speed Dial List Access 8 9 menu 21 Speed Dial List 8 Speed Dial List 9 Speed Dial List 21 Speed Dial Number Dialing 14 5420 2420 Phone User Guide IP Office Speed Dial Number 14 Speed Dials Deleting 15 Editing 15 Overview 14 Yes 21 Speed Dials 4 10 Speed Dials 14 Speed Dials 15 Speed Dials 15 Speed Dials 15 Speed Dials 21 Speed Dials 22 Standard 12 button 4 Stay 21 System A
25. he prompts 5420 2420 Phone User Guide Page 13 IP Office Issue 6d 15th September 2005 Using Speed Dials Overview of Speed Dials The phone can store up to 104 personal speed dials The list of these speed dials is accessed by pressing gt SpDial If lt SpDial is not shown press E Exit top exit the current screen Kate Reception Sales Select name to CALL or Choose action below Add Edit Delete Done Soft Keys o gt aD aD a e The speed dial list is sorted alphabetically e Press fl and to move between pages e Press the appropriate letter key to move direct to the first page with a matching name e Press the gt or lt next to an entry to call the associated number e Use the lt gt key options to perform other actions Pressing gt Add or lt gt Edit gives access to the details of a particular speed dial Name Sales _ Number 300 Insert Mode Edit NAME via keypad or Choose action below Space Case Cancel Save Soft Keys gt db ip s Note Speed dials can be used for any numbers that can be manually dialed from the extension Where a dialing prefix is required for example an external line access digit usually 9 then that prefix must be part of the speed dial number Dialing a Speed Dial Number You can use the speed dial directory to make a call with the handset on hook or off hook Press gt SpDial If gt SpDial is not shown press IE Exit to exit the current sc
26. hen holding a call you can answer make another call and then switch between calls or transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key 2 Although the System Administrator can replace the Call Appearance Keys with e A Bridged Appearance e A Line Appearance e Call Coverage Appearance e System Features This would severely restrict the use of features such as conference and transfer It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their default settings 5420 2420 Phone User Guide Page 6 IP Office Issue 6d 15th September 2005 The Telephone Call Appearance Keys Icons The icons displayed against the Call Appearance Feature Keys allow you to determine the status for example on Hold of each call Icons also indicate whether a feature has been activated for a particular button e Incoming Call a A asymbol next to a call appearance key indicates an incoming call Pressing the adjacent E gt a key answers the call and puts any other current call on hold e Connected Ad symbol next to a call appearance key indicates that it is the currently connected call The caller s telephone number if available is also shown Pressing the adjacent gt key puts the call on hold An H is also shown on the display e On Hold A symbol next to a call appearance key indicates a call on hold Pressing the
27. ling screen without saving any changes pressi Exit 5420 2420 Phone User Guide Page 19 IP Office Issue 6d 15th September 2005 Changing Options Changing Ringer Options The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by the IP Office The phone s own menus allow its ringer sound to be personalized so you can recognize it from other ringing phones To change the ringer sound You can choose from among eight different ring sounds This alters the tone and style of ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type Note If you receive a call while selecting a ringer sound you are automatically returned to the call handling screen 1 2 3 Press gt E Exit to exit any other mode then press any of the lt gt keys below the display Press gt Option Press gt Ring Options followed by gt Ring Pattern A menu with the current ring pattern appears To select a ringing pattern use either the NM and keys or press a dial pad key between 1 and 8 You will hear the selected ringing pattern To hear the ringing pattern again press lt gt Play or repress the dial pad key e When you have selected a ringing pattern press gt Save You will hear a confirmation tone and be
28. ng 18 Call Log Entry 15 Call Log Entry 18 Call Log Entry 19 Call Log Setup 21 Call Pick Up Any 27 Call Pick Up Extension 27 Call Pick Up Group 27 Call Pick Up 24 Call Pickup Members 27 Call Queue 27 Call Steal 27 Call Waiting Off 27 Call Waiting On 27 Calls Answer 8 Answering 24 Clearing 9 Diverting 25 Incoming 7 Make 8 Making 18 24 Calls 7 Calls 8 Calls 8 Calls 9 Calls 18 Calls 24 Calls 24 Calls 25 Cancel 15 16 19 20 22 23 Cancel All Forwarding 27 Case 16 CAUTIONS 6 Clear Call 27 Clear Hunt Group Night Service 27 Clearing Call 9 Clearing 9 Colleague s 6 Conference 12 13 Conference Add 27 Connection 29 Converting Call Log Entry 15 Converting 15 D Default Feature Codes 27 Default Phone Erase All Settings 22 Deleting Call Log Entry 19 Speed Dial 15 Deleting 15 Deleting 19 Deutsch 22 Dial Speed Dial Number 14 Dial 14 Dial Physical Extn 27 Display Contrast Adjusting 21 Display Contrast 21 Display Mode Selecting 21 Display Mode 21 Display Call Appearance 4 Diverting Page 31 Issue 6d 15th September 2005 2420user Calls 25 Diverting 25 Do Not Disturb 25 Done pressing 21 Done 15 18 Done 21 Done 21 Drop 8 12 13 E Edit Speed Dial 15 Edit 14 Edit 15 Either Logging 17 Email 26 End speakerphone 10 End 10 English 22 Entering 1 5 16 Entering 16 Erase All 19 22 Erasing All Logged Calls 19 Erasing 19 Espa ol 22 EU24 view 28 EU24 28 EU24 Expansion
29. old as above 2 To retrieve a held call simply press the Call Appearance button with the against it Note After a pre set time defined by your System Administrator you are reminded that you have a call on hold by the 2 hold icon changing for a few moments to aand the phone ringing 5420 2420 Phone User Guide Page 11 IP Office Issue 6d 15th September 2005 2420user Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number To transfer the current call to another extension 1 With a call in progress press f Transfer or Hold 2 When you hear dial tone dial the number to which the call is to be transferred 3 Do one of the following To transfer the call without announcing it either hang up or press Transfer again The transfer is complete If the transferred call is not answered within a preset time it is returned to you To announce the call before transferring it wait for the called party to answer e If the called party is willing to accept the call press Transfer again to complete the transfer e If the called party does not wish to accept the call press 4 Drop You can return to the held call by pressing its call appearance button If the line is busy or if there is no answer press Drop You can return to the held call by pressing its call appearance button To transfer a new call to a held call using Conference 1
30. r Speed Dial List Press lt gt Log If lt gt Log is not shown press any soft key 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection 3 Press and to display different pages of log entries When you locate the entry you want to call press the gt or lt key next to the entry Press lt gt Save The speed dial editing screen appears pre filled with the details from the call log entry See Adding a New Speed Dial 5420 2420 Phone User Guide Page 18 IP Office Issue 6d 15th September 2005 Using the Call Log Deletng a Call Log Entry 2 Press lt gt Log If lt gt Log is not shown press any soft key At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection Press a and to display different pages of log entries When you locate the entry you want to call press the gt or lt key next to the entry Press gt Delete The entry is deleted from the Call Log and the details of the next call are shown To exit the call log and return to the call handling screen press E Exit Erasing All Logged Calls Loss of power to the phone will cause all call log entries to
31. re in call center mode of working when you will then hear silence Headset Working When a headset is to be used it must be plugged in to the headset socket on the base of the phone To activate the headset and switch off the handset press Headset The lamp beside the button is illuminated when headset working is activated To answer an incoming call 1 Press the call appearance key gt next to the flashing bell icon a To clear a headset call 1 Press Y Drop To manually make a call 1 Dial the number remember to include the required access code for example 9 for an outside line and listen to the progress of the call To automatically make a call Do any of the following Press 38 Redial and a call appearance key gt to have the phone dial the last number that you dialed See Redial or e Access the Call Log and initiate a call to a specific entry See Making Calls from the Call Log or e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialing a Speed Dial Number e When the call is answered speak to the called party 5420 2420 Phone User Guide Page IP Office Issue 6d 15th September 2005 2420user Speakerphone The two way built in speakerphone allows you to make and answer calls without lifting your handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment such as in very noisy locations
32. reen 2 Press fl and to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry 3 When the required entry is displayed press the adjacent gt or lt key 5420 2420 Phone User Guide Page 14 IP Office Issue 6d 15th September 2005 Using Speed Dials Deretng a Speed Dial Press gt SpDial If gt SpDial is not shown press E to exit the current screen 2 Press lt gt Delete 3 Select the speed dial entry you want to delete Press a and to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry 4 When the required entry is displayed press the adjacent gt or lt O key A request for confirmation will appear 5 Press lt gt Yes to delete the entry or gt Cancel to exit without deleting Select another entry to delete or press gt Done to return to the speed dial list Peting a Speed Dial Press gt SpDial If gt SpDial is not shown press IE to exit the current screen Press gt Edit Select the speed dial entry you want to edit Press a and to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry When the required entry is displayed press the adjacent gt or lt key 5 Edit the speed dial using the same methods as for adding a new speed dial See Adding a New Speed Dial
33. ressing gl Speaker and dialing a new call Similarly you can still receive calls and handle them using the dial pad key functions viewing the Call Log Press lt Log If gt Log is not shown press any soft key 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection 3 Press and to display different pages of log entries e To exit the call log and return to the previous screen press gt Done e To exit the call log and return to the call handling screen press wl e To view the details of a particular log entry press the zorC2 key next to the entry 4 Press lt gt Done to return to the previous screen Making Calls from the Call Log Press lt gt Log If lt gt Log is not shown press any soft key 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection When you locate the entry you want to call press the gt or lt key next to the entry Press lt gt Call make the call e If the number shown is external but doesn t include the external dialing prefix used by your telephone system go off hook dial the prefix and then press lt Call Saving a Call Log Entry to You
34. s have a double ring cadence These can be changed by your System Administrator Ringing at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 Note If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect 5420 2420 Phone User Guide Page 24 IP Office Issue 6d 15th September 2005 System Features Call Forwarding Your calls can be forwarded to another extension or an external number either when you are away from your desk on no answer when your extension is busy and all calls for example when you go on holiday e To switch forward direct station i e not Hunt Group calls on dial O1 to switch it off dial 02 e To switch forward on busy on dial 03 to switch it off dial 04 e To switch forward on no answer on dial 05 to switch it off dial 06 e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example Diverting Calls You can divert your calls to another extension In the examples below N is the extension to which you want your calls diverted Note that if you do not answer calls at the temporary extension they are forward
35. short codes These instructions are for the system s default configuration They assume that you are using the default feature codes It also assumes that you have full access to all features and the public telephone network Making Calls Internal Calls If your System Administrator has allocated you the Ring Back When Free feature see RBak Ringback When Free under a dial pad digit you can 1 When you call an extension that does not answer or is busy press the gt RBak feature key to set a callback on that extension When the extension you called becomes free your phone will ring a burst of three rings Lift the handset and the extension is called automatically When the extension you called is free your phone will ring a burst of three rings oF AO Lift the handset and the extension is called automatically External calls To make an external call either dial the number prefixed by the access code if required or use a speed dial code contact your system manager for a list of your speed codes If you hear busy tone while dialing then the call may be barred Your system manager can bar certain calls such as those to premium rate numbers and international calls Answering Calls Ringing at your own extension Simply pick up the handset When in headset mode press the button associated with the alerting call The default ringing cadences are e Internal calls have a single ring cadence e External call
36. specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2005 Avaya Inc All rights reserved Avaya Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http www avaya com 5420 2420 Phone User Guide Page 34 IP Office Issue 6d 15th September 2005
37. te If you have dialed the same number twice in succession it will only have one appearance in the redial list To redial previously dialed number 1 Press 4 Redial Use W and l to step through the entries When you have located the required number press the associated key 5420 2420 Phone User Guide Page 10 IP Office Issue 6d 15th September 2005 Basic Call Handling Features Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you This feature is most commonly used in conjunction with the Speakerphone but can be used to hold an off line conversation at any time during a call Preventing the other person on the line from hearing you 1 Press E Mute The other party cannot hear you The indicator next to the Mute button lights when Mute is active 2 To reinstate two way conversation press E Mute again Hold If with a call in progress a second call arrives and is shown against a Call Appearance key you can then Hold the first call and answer the second call To put an existing call on hold 1 Press Hold or the Call Appearance button with the d symbol against it The symbol changes to 1 showing that the line is on hold 2 Answer the second call by pressing the Call Appearance button with the asymbol against it The symbol changes to d showing that the line is connected To return to the held call 1 If you have a call in progress then first put that call on h
38. tem Administrator can also be displayed 2 Message lamp Lit when the user has voicemail messages Can also be set to flash when the phone is ringing 3 a E Previous Next Page Move through the different pages of the call handling speed dials and call log screens Also used to move the cursor during data entry 4 Ex Messages Access the user s mailbox 5 Call Handling Buttons e Hold Place call on hold e kat Transfer Transfer call e ME Conference Conference held calls e Y Drop Drop call e A Redial Redial last number dialed Dial pad Standard 12 button pad for dialing telephone numbers wa Volume Controls Adjust the speaker handset headset or ringer volume depending on which is currently in use 8 Mute Turns the microphone on off When in use the associated light is on and the caller cannot hear you 9 Headset Switches from handset to headset The light associated with this button turns on when the headset is active 10 XK Speaker Access the speakerphone The light associated with this button turns on when the speakerphone is active 11 gt El Exit Returns you to the main call handling screen 12 Softkeys Used to navigate to or initiate certain features such as Speed Dial or Call Log as well as control certain actions within the features These keys correspond to the text prompts in the display screen immediately above them 5420 2420 Phone User Guide Page 5 IP Office Issue 6d 15th Septem
39. to number 39 Relay On 08 Do Not Disturb On 40 Relay Off 09 Do Not Disturb Off 41 Relay Pulse 10 N Do Not Disturb Exception Add 42 Relay On 11 N Do Not Disturb Exception Delete 43 Relay Off 12 N Follow Me Here 44 Relay Pulse 13 N Follow Me Here Cancel 45 N Call Steal 14 N Follow Me To 46 Call Steal 15 Call Waiting On 47 Conference Add 16 Call Waiting Off 48 Voicemail Ringback On 17 Voicemail Collect 49 Voicemail Ringback Off 18 Voicemail On 50 Forward Hunt Group Calls On 19 Voicemail Off 51 Forward Hunt Group Calls Off 20 N Set Hunt Group Night Service 52 Clear Call 21 N Clear Hunt Group Night Service 53 N Call Pickup Members 29 Toggle Calls 57 N Forward on busy number 30 Call Pick Up Any 70 N Dial Physical Extn by Number 31 Call Pick Up Group 71 N Dial Physical Extn by ID 5420 2420 Phone User Guide Page 27 IP Office Issue 6d 15th September 2005 EU24 Expansion Module EU24 Overview The EU24 Expansion Module is an optional device that can be connected to your 2420 5420 phone to extend the number of call appearance and feature buttons available on the telephone The expansion module has 24 buttons arranged in two columns Depending on how they have been programmed by your System Administrator these buttons can be used for call appearances or features You can adjust the viewing angle of the EU24 display to match that of your phone The following figure shows a top view of the
40. tries in the phones Call Log and Speed Dial lists 1 Press IE Exit to exit any other mode Press gt Erase 2 Press the gt key next to an items to select de select it for erasure A 4is shown next to selected items The items selectable for erasure are e Speed Dials Selects for erasure all speed dials set in the phone s SpDial store e Call Log Selects for erasure all entries in the phone s call log e User Labels Selects for erasure all customized function key labels e Language Selects to default the phone s language setting back to default e Options Any for erasure or defaulting all other phone options e All Selects for erasure or defaulting all of the above 3 Press lt gt Erase or Cancel Language When the phone is first installed it is set to display screen text in English You can select the language that you would prefer from the following e English German Deutsch French Francais Spanish Espa ol Italian Italiano Dutch Nederlands Portuguese Portugu s or Japanese Katakana characters Note This does not alter your user language setting on the telephone system 1 Press 2 Exit to exit any other mode Press lt gt Option 2 Press gt Language A menu listing the available languages appears with the current language underlined 3 Press the gt or lt key next to the language required The screen text changes to the language selected 4 Doone of the following e To save the

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