Avaya 4600 Telephone User Manual
Contents
1. are forwarded dial 07 201 forwarding to 201 in this example 5402 2402 Phone User Guide Page 12 IP Office Issue 2d 10th October 2005 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 System Features The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwarding switched on 00 01 02 03 04 05 06 07 N 08 09 10 N 11 N 12 N 13 N 14 N 15 16 17 18 19 20 N 21 N 29 30 31 Cancel All Forwarding Forward Unconditionally On Forward Unconditionally Off Forward on Busy On Forward on Busy Off Forward on No Answer On Forward on No Answer Off Forward to number Do Not Disturb On Do Not Disturb Off Do Not Disturb Exception Add Do Not Disturb Exception Delete Follow Me Here Follow Me Here Cancel Follow Me To Call Waiting On Call Waiting Off Voicemail Collect Voicemail On Voicemail Off Set Hunt Group Night Service Clear Hunt Group Night Service Toggle Calls Call Pick Up Any Call Pick Up Group 32 N 33 N 34 35 N 36 N 37 N 38 N 39 40 41 42 43 44 45 N 46 47 48 49 50 51 52 53 N 57 N 70 N 71 N Call Pick Up Extension Call Queue Hold Music Extn Login Ex2. but you must use the handset headset to speak to the caller The phone does not have a built in microphone or If you are active on a call already place the active call on Hold and then answer the incoming call see Hold Make a Call When making a call the built in speaker in your phone allows you to monitor the progress of calls without lifting your handset To manually make a call 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 Adjust speakerphone volume as necessary To change the volume use the wand buttons The display shows the volume level There are eight volume levels If the call is not answered you can clear the call by pressing Speaker or Drop or When the call is answered you must pick up the handset to speak to the called party To automatically make a call you can Automatically dial the last number that you dialed by pressing FW Redial or Automatically dial a frequently used number by pressing Feature and the relevant dial pad digit These numbers are allocated to your dial pad by your System Administrator See Overview of the Feature Key Clearing a Call To clear an established call either Replace the handset or Press Drop You will hear dial tone unless you are in call center mode of working when you will then hear silence 5402 2402 Phone User Guide Page 7 IP Office Issue 2d 1
3. 0th October 2005 5402user Redial The Redial feature automatically redials the last extension or outside number up to 24 digits you dialed To redial the last number that you dialed Press 4 Redial Headset Working If a headset is to be used on your phone it must replace the handset E g unplug the handset from the socket on the side of the phone and replace with the headset cable Discard the handset To answer an incoming call Press the call appearance key next to the flashing bell icon a and speak To clear a headset call Press Drop To manually make a call 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 Press Bi Redial and a call appearance key to have the phone dial the last number that you dialed or Automatically dial a frequently used number by pressing Feature and the relevant dial pad digit These numbers are allocated to your dial pad by your System Administrator See Overview of the Feature Keys Speaker The Speaker facility allows you to monitor incoming calls only You must use the handset to speak to the caller You can also use Speaker to terminate an existing call The X Speaker button switches the speaker on off The light associated with this button turns on when the speaker is active 5402 2402 Phone User Guide Page 8 IP Office Issue 2d 10th October 200
4. 5 Basic Call Handling Features Conference The Conference feature allows you to conference other parties including yourself into a call Notes The number of parties allowed in a conference is controlled by your telephone system Two Call Appearance keys are required for the conference feature Pressing kk Conference put all held calls into conference To add another party to a call Press CC Conference The existing call is put on hold Dial the number of the person you want to add to the call Wait for an answer If the called party does not answer or does not want to join the conference press amp Drop You can return to the held call by pressing its call appearance button 4 To add the person to the call press GEC again 5 Repeat Steps 1 through 4 for additional conference connections To add a held call s to an active call Press ECC Conference All calls that are on Hold are added to the conference Mute With a call in progress and using either the handset or the headset you can stop the other party from hearing you To switch off your handset headset microphone Press Mute The lamp beside MUTE comes on To switch off press Mute again The lamp beside MUTE goes off 5402 2402 Phone User Guide Page 9 IP Office Issue 2d 10th October 2005 5402user 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 th
5. 5 Line Appearance 5 Lit 3 M Make Call 7 14 Make 7 14 Message 11 Message button Press 11 Message button 11 Mode 7 Mute 9 N No Answer Off 13 No Answer On 13 Not Disturb 14 Not Disturb Exception Add 13 Not Disturb Exception Delete 13 Not Disturb Off 13 Not Disturb On 13 Number 13 O On off 3 8 Overview 3 P Park Call 13 PIN 15 Press Conference 9 Press Drop 7 8 Press Hold 10 Press Mute 9 Press Redial 8 Pressing Call Appearance button 10 Conference 9 Feature 7 8 Hold 5 Message button 11 RBak 14 Redial 7 Speaker 7 Pressing 5 7 8 9 10 11 14 R RBak press 14 RBak 14 Redial pressing 7 Redial 3 7 8 Redials 8 Refer IP Office Key 5 Refer 5 Relay Off 13 Relay On 13 Page 17 Issue 2d 10th October 2005 5402user Relay Pulse 13 Repeat Steps 9 Replace Call Appearance Keys 5 Replace 5 Ride Call 13 Ring Back When Free 14 S See CAUTIONS 5 See 5 Set Hunt Group Night Service 13 Speaker Accesses 3 Pressing 7 Speaker 3 7 8 Speaker button 8 Speakerphone 3 Standard 12 button 3 System Administrator 3 5 7 8 10 12 13 14 15 System Features 5 System Features Introduction 12 T Toggle Calls 13 5402 2402 Phone User Guide IP Office Transfer 11 U Use Feature key 5 handset headset 7 Use 5 7 V Voicemail 3 5 12 14 15 Voicemail Collect 13 Voicemail Lite 15 Voicemail Off 13 Voicemail On 13 Voicemail Ringback 15 Voicemail Ringback O
6. AVAYA IP Office 5402 2402 Phone User Guide Table of Contents Ga 00 01 9 10 NE nad 3 OVNIS Wi a 3 Call OOS ACS RO Sd rias doi 5 Call Appearance Key ICONS vaa tl dd 5 SVS LOIN EACS io E 6 Basic Gall Handling Features 7 AnSWetra Callar S 7 Makes alii A as 7 GlEallng a Calva ca leticia 7 o o PI a a ae ee la a ee ee a EA T ash 8 milo A ONKING A o 8 AN 8 COME NC aan lei 9 A ee ee reed 9 0 E een ee eo een nee reer ene ee ene en eee 10 ansie oscars ee aaa ae ERS ER 11 Message nen nee a di 11 SYSIEM Feallfes nennen 12 System Fealurss introduetion s re o enel 12 PAINS WONG calS aiii rial idos 12 OS AUNT OE AA a ee a re a es see 12 Defaut Feature CodeS teens 13 DIVETIAd G Als nao cios Me OE ee 14 DO NO POISON ts A O ao 14 Making Calls A nee 14 VOCE ne ee 15 O O 17 5402 2402 Phone User Guide Page ii IP Office Issue 2d 10th October 2005 The Telephone Overview This guide covers the use of the Avaya 5402 and 2402 phones on Avaya IP Office Both phones are similar however the 5402 is only supported on the IP Office whereas the 2402 is supported on a range of Avaya telephone systems e The 2402 display is not fully supported on the IP Office For call appearance icons caller display etc the 5402 should be used 5402 2402 Phone User Guide Page 3 IP Office Issue 2d 10th October 2005 5402user 1 Display Call Appearance and Feature Keys Two Call Appearance Keys allow the user to handle multipl
7. Call Forwarding 12 Call Handling Buttons 3 Call Pick Up Any 13 Call Pick Up Extension 13 Call Pick Up Group 13 Call Pick Up 12 Call Pickup Members 13 Call Queue 13 Call Steal 13 Call Waiting Off 13 Call Waiting On 13 Call s Call Appearance button 10 Calls Answer 7 Answering 12 Clearing 7 Diverting 14 Incoming 5 Make 7 Making 14 Calls 5 7 12 14 Cancel All Forwarding 13 CAUTIONS See 5 CAUTIONS 5 Clear Call 13 Clear Hunt Group Night Service 13 Clearing Call 7 Clearing 7 Conference Pressing 9 Conference 9 11 Conference Add 13 D Default Feature Codes 13 Dial Physical Extn 13 Display Call Appearance 3 Diverted Calls 14 Diverted 14 Do Not Disturb 14 Drop 7 9 11 5402 2402 Phone User Guide IP Office E Email 15 Extn Login 13 Extn Logout 13 F Feature Pressing 7 8 Feature 7 8 Feature Keys use 5 Feature Keys 3 5 Follow Me Here 13 Follow Me Here Cancel 13 Follow Me To 13 Forward Hunt Group Calls Off 13 Forward Hunt Group Calls On 13 Forward Unconditionally Off 13 Forward Unconditionally On 13 Forwarding 201 12 Forwarding 12 H Handset Socket 3 Handset headset use Handset headset 7 9 Handsfree 3 Headset Working 8 Headset handset 3 Hold Pressing 5 Hold 5 7 9 10 11 Hold Music 13 Hunt Group 12 ID 13 Incoming Call 5 Incoming 5 Internal Calls 14 IP Office 3 15 IP Office Key refer 5 IP Office Key 5 Its 11 L Lamp 5 Lamp Operation 5 LED 3 Line
8. ail Lite but can be varied by your System Administrator if your IP Office is equipped with VoicemailPro You can collect your voicemail from another extension by using the PIN your System Administrator has set up for you You can collect your messages if you are out of the office by either 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 5402 2402 Phone User Guide Page 15 IP Office Issue 2d 10th October 2005 Index 0 07 N 13 1 10 N 13 14 11 N 13 14 12 N 13 14 13 N 13 14 14 N 13 14 2 20 N 13 201 forwarding 12 21 N 13 3 32 N 13 33 N 13 35 N 13 36 N 13 37 N 13 38 N 13 4 45 N 13 5 53 N 13 57 N 13 7 70 N 13 71 N 13 A Accesses Speaker 3 Accesses 3 Adjust speakerphone 7 Answer Call 7 12 Answer 7 12 Answer make 5 AutoHold 10 Avaya 3 Avaya 5402 3 Avaya IP Office 3 B Bridged 5 Bridged Appearance 5 Busy Off 13 Busy On 13 C Call Appearance 5 9 Call Appearance button pressing 10 Call Appearance button 10 Call Appearance key replace 5 Call Appearance key 3 5 10 Call Appearance Key Icons 5 Call Coverage Appearance 5 Call Coverage Appearance Keys 5
9. e calls and the display shows call information Message lamp Lit when the user has voicemail messages Can also be set to flash when the phone is ringing Ex Messages Access the user s mailbox Call Handling Buttons e Hold Place call on hold e Transfer Transfer call e Conference Conference held calls e Drop Drop call e Redial Redial last number dialed Dial pad Standard 12 button pad for dialing telephone numbers Volume Controls Adjusts the speaker handset headset or ringer volume depending on which is currently in use 7 Handset Socket The socket for the handset cable can be found on the side of the telephone The handset can be replaced by a headset 8 Mute Turns the microphone on off in the headset handset only When in use the associated light is on and the caller cannot hear you 9 HE Feature The System Administrator can configure a number of special features which are then accessed by pressing this key followed by any of the keys 0 to 9 or 10 X Speaker Puts the call on the phone s speaker rather than the handset The lamp next to the button is lit when this option is in use The speaker only provides a speech monitor function you can hear a call through the phone s speaker but you must lift the handset to speak 5402 2402 Phone User Guide Page 4 IP Office Issue 2d 10th October 2005 The Telephone Call Appearance Keys The main call handling screen contains two buttons set as Call A
10. e second call To put an existing call on hold Press Hold or the Call Appearance button with the J symbol against it The symbol changes to showing that the line is on hold Answer the second call by pressing the Call Appearance button with the a symbol against it The symbol changes to J showing that the line is connected To return to the held call If you have a call in progress then first put that call on hold as above To retrieve a held call simply press the Call Appearance button with the against it Notes After a pre set time defined by your System Administrator you are reminded that you have a call on hold by the amp hold icon changing for a few moments to aand the phone ringing If the system feature AutoHold is on consult your System Administrator then you can hold an active call 4 by pressing the second call s Call Appearance button a If AutoHold is off then pressing the second call s Call Appearance button 4 will drop the first call To transfer a held call see Transfer 5402 2402 Phone User Guide Page 10 IP Office Issue 2d 10th October 2005 Basic Call Handling Features 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 L k Transfer 2 When you hear dial tone dial the number to which the call is to be transferred 3 Do one of t
11. ff 13 Voicemail Ringback On 13 VoicemailPro 15 Volume Controls 3 Page 18 Issue 2d 10th October 2005 5402user Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs 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 5402 2402 Phone User Guide Page 20 IP Office Issue 2d 10th October 2005
12. figuration 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 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 Internal calls have a single ring cadence External calls 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 30 to answer a call ringing anywhere 31 to answer a call within your group 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 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 To switch forward direct station i e not Hunt Group calls on dial O1 to switch it off dial 02 To switch forward on busy on dial 03 to switch it off dial 04 To switch forward on no answer on dial 05 to switch it off dial 06 To set the number to which your calls
13. he following e To transfer the call without announcing it either hang up or press k k Transfer The transfer is complete e To announce the call before transferring it wait for the called party to answer If the called party is willing to accept the call press Transfer or hang up to complete the transfer If the called party does not wish to accept the call press Drop To return to the original caller press it s call appearance button e Ifthe line is busy or if there is no answer press amp Drop To return to the original caller press it s call appearance button To transfer a new call to a held call using Conference 1 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 l Conference and then amp Drop The transfer is complete Message Your Message lamp turns on when a caller has left a message for you Press the E Message button to retrieve your messages and follow the audible prompts 5402 2402 Phone User Guide Page 11 IP Office Issue 2d 10th October 2005 System Features System Features Introduction As well as your phones specific features that only the System Administrator can allocate you can access a number of system features by dialing short codes These instructions are for the system s default con
14. lls 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 When you call an extension that does not answer or is busy press the L 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 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 5402 2402 Phone User Guide Page 14 IP Office Issue 2d 10th October 2005 System Features Voicemail Where your system has voicemail support and has been installed To switch voicemail on dial 18 to switch it off dial 19 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 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 Voicem
15. ppearance keys ELS Estita The indicates which Call Appearance Call Appearance Keys bo 297 key is active or available For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the P Office Key and Lamp Operation manual CAUTIONS 1 Having two Call Appearance keys is very useful When holding a call you can answer make another call and then switch between calls or transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key 2 Although your System Administrator can replace the Call Appearance Keys m 15 with other functions this would severely restrict the use of features such as conference and transfer It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their default settings Call Appearance Key Icons The icons displayed against the Call Appearance Keys allow you to determine the status for example on Hold of each call Icons also indicate whether a feature has been activated for a particular button Incoming Call a e Aasymbol next to a call appearance key indicates an incoming call Pressing the adjacent gt 1 gt key answers the call and puts any other current call on hold Connected J e A 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 On Hold e P
16. ressing Hold or the adjacent C gt key puts the call on hold a symbol next to a call appearance key indicate a call on hold and an H is also shown on the display e Pressing the adjacent key takes the call off hold 5402 2402 Phone User Guide Page 5 IP Office Issue 2d 10th October 2005 5402user System Features System Features can be set against dial pad digits by your System Administrator and are accessed by use of the EFeature key For Key and Lamp mode of operation these System Features must not be set against the Call Appearance keys See the CAUTIONS above Refer to Overview of the Feature Key for details of the System Feature that can only be allocated to you by your System Administrator and to System Features Introduction for details of System Features that you can always access yourself by dialing short codes e g 17 to listen to your VoiceMail messages 5402 2402 Phone User Guide Page 6 IP Office Issue 2d 10th October 2005 Basic Call Handling Features Answer a Call When a call arrives at your phone you hear a ringing tone and a flashing bell icon 4 appears on the associated call appearance display The following describes how to use your handset to answer calls To answer calls using a headset see Headset Working To answer an incoming call Do one of the following If you are not active on another call answer the call by lifting your handset You can also press Speaker to listen to the incoming call
17. tn Logout Park Call Ride Call Relay On Relay Off Relay Pulse Relay On Relay Off Relay Pulse Call Steal Call Steal Conference Add Voicemail Ringback On Voicemail Ringback Off Forward Hunt Group Calls On Forward Hunt Group Calls Off Clear Call Call Pickup Members Forward on busy number Dial Physical Extn by Number Dial Physical Extn by ID 5402 2402 Phone User Guide IP Office Page 13 Issue 2d 10th October 2005 5402user 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 forwarded to your own voicemail or call forwarding number At another extension 12 N from the extension you are temporarily using 13 N to re direct the calls back to your own extension before you return to it At your own extension 14 N from your own extension 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 10 N to add a number to the exception list 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 Making Calls Internal Ca
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