Avaya 2030 Cordless Telephone User Manual
Contents
1. 71 N Dial Physical Extn by ID Page 37 15 601077 Issue 7 5 June 2006 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 phone 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 EU24 the left hand column is displayed E AVAYA Ra Call Appearance Feature Button Feature Active icon for feature in right column Alternate Display Button Feature Active icon for feature in left column ST e A St Display 2420 and 5420 User Guide Page 38 IP Office 3 2 15 601077 Issue 7 5 June 2006 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 Power Module 1151B1 Mains Power Supply Using the EU24 Expansion Module The following section explains how to use the features of the EU24 Expansion Module For more information consult your system administrator Viewing the Alternate Display2. By default the first letter entered and the first letter after any space are entered in upper case whilst all other character are entered in lower case To change the case of the current character press gt Case To enter a space press gt Space To move the cursor one space right press e If you make a mistake press gt Backspace to delete the character to the left of the cursor 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 press to step back to one character before the point where you wish to edit Either insert the new character or press gt Backspace to delete the character to the left of the cursor To delete all the current text press gt Clear 5 When the new name is set as required press gt Save To return to the label options screen without saving the changes press gt Cancel 6 Select another button to re label or press gt Done 2420 and 5420 User Guide Page 32 IP Office 3 2 15 601077 Issue 7 5 June 2006 System Features System Features As well as accessing specific features on your phone you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume that you are using the default feature codes lt also assumes that you have full access to all features and the public phone network Making Calls To make internal calls If
3. TUNCUOM KEYS orde 27 29 32 H headset unir 8 lele ME 10 NUNE grOU Premi id 37 l ICONS iii AA aaaea 4 INCOMING Call 6 8 internal Calls a anaa aad 33 L ue We CG 25 ine APPLarance ad STEEL E ZN Te ISRO neni 3 longhand programming 31 MAKING calle 7 20 33 Mess ies iiaae elie bind ceed ip 12 Uer TE EEN 23 ele 28 II 10 N normal MODE EE 28 P DICK T ea dd 37 programming TUNCUO KV EEE eae eee 29 ele Ile DEE 31 SON dea tte ria ia 30 PFOQKAMMING it lo 30 R A tee hi hee e cheats 10 EE 37 A E 34 ringer options sse see eee eee eee 22 S A naa ai iiai eo A eee 24 speakerphone sees e eee essere neee ereer nenn 9 speed dial Le Te EE 14 Clear rie ise 16 T TH 15 ele DEE 15 edO EE 16 EIVEVIENN Eege EENS dE Eege eet ee 13 Le WT 21 USING WE 9 system Teatureg ee eee eee eee eee eee 5 33 T ele Te UE 37 A ates eaten 11 U using tel e EE 19 lA enh ee ge 24 V VOICE Mall iia adan 36 37 Page 41 15 601077 Issue 7 5 June 2006 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 a
4. Using Speed Dials Overview of Speed Dials The phone can store up to 104 personal speed dials For a list of the speed dials press any gt and then press gt SpDial To exit the current screen press E Exit Kate Reception Sales Select name to CALL or Choose action below Add Edit Delete Done Soft Keys __ o gt a gt aD a e The speed dial list is sorted alphabetically e To move between pages press 9 and lb e Press the appropriate letter key to move direct to the first page with a matching name e To call the number press gt or lt next to an entry e To perform other actions press gt ds access the details of a particular speed dial press the soft key and select the name from the irectory Name Sales Number 300 Insert Mode Edit NAME via keypad or Soft Keys lt j lt i ip lt i Note e Speed dials can be used for any numbers that can be manually dialed from the extension Where a dialling prefix is required for example an external line access digit then that prefix must be part of the speed dial number 2420 and 5420 User Guide Page 13 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Adding a New Speed Dial To add a new speed dial 1 Press gt SpDial If lt gt SpDial is not shown and to exit the current screen press El Exit and then press gt Add If a message appears stating that the speed dial list is full you must first delete an existing
5. Y Drop Drops the current call or if on a conference call drops the last person to join the conference H Redial Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu Dial Pad Standard 12 button pad for dialling phone numbers w A Volume Controls Adjust the speaker handset headset or ringer volume depending on which is currently in use E Mute Turns the microphone on off When in use the associated light is on and the caller cannot hear you A Headset Switches from handset to headset The light associated with this button turns on when the headset is active lt Speaker Access the speakerphone The light associated with this button turns on when the speakerphone is active gt E Exit Returns you to the main call handling screen 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 2420 and 5420 User Guide Page 2 IP Office 3 2 15 601077 Issue 7 5 June 2006 The Telephone 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 An underscored call appearance key e g a indicates tha
6. e e e e d ds m de Page 1 Page 2 Page 3 With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl See Longhand Programming Admin1 Page 2420 and 5420 User Guide Page 30 IP Office 3 2 15 601077 Issue 7 5 June 2006 Function Keys 3 On the Admin pages press 4 and l to move through the list of feature 4 When the function required is shown press lt 2 adjacent to its name If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad 6 The upper part of the display reverts to showing the functions currently assigned to gt and J 7 To select the display key against which to program the new function press gt or lt 2 Caution e Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 8 If the display slot is not already used the display shows BUTTON PROGRAMMED e To end programming press Exit e To continue programming other functions press gt Cont 9 Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla BUTTON PROGRAMMED is displayed e TO keep the existing function and forge
7. 01707364416 1 INDex 01707364416 2 INDex 01770364416 2 INDex 01770364416 3 Extn208 208 Use 4 gt to scroll Select entru to view details bMissed n ns Outgo More 3 Extn208 208 gt Use 4 gt to scroll When you press More the menu becomes Select entru to view details kg i All Delete Back Done 2420 and 5420 User Guide Page 17 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide lt gt Missed calls are displayed first You can select from lt gt InAns or lt gt Outgo Alternatively to display all three options press gt More and then select lt gt All Logged calls are shown with the most recent first The name of the called or calling party is shown if available The number of the called or calling party is shown To display further pages of entries press 9 and B To display further details of a particular call press gt or lt D next to a log entry 2 Answered INDex 01770364416 10 10am 10 04 03 0 01 28 CALL LOG Choose action below Call Delete Save Done The number of the log entry The type of log entry i e Answered Un answered or Outgoing The name of the called or calling party is shown if available The number of the called or calling party is shown The date time and duration of the call To display the previous or next logged call press a and Ie The lt gt keys provide a number of actions 2420 and 5420 Use
8. Display Mode 1 Press gt Option If lt gt Option is not shown press zl Exit to exit the current screen 2 Press gt Display Mode A menu showing the current setting appears 3 To change the current setting either press lt 2 next to the setting or press gt Yes No 4 Do one of the following e To save the settings and return to the Options menu press gt Save You will hear a confirmation tone or e To return to the Options menu without saving any changes press gt Cancel or e To return to the Call Handling screen without saving any changes press PE Exit 2420 and 5420 User Guide Page 28 IP Office 3 2 15 601077 Issue 7 5 June 2006 Function Keys Function Key Programming If any one of the keys on the telephone is programmed with an Admin or Admin 1 feature key it allows you to program further features against other function keys Both Admin and Admin1 are allocated to your function keys by your system administrator and will appear on a menu screen that is similar to the following Admir Tom Extn227 227 SpDial Log Option Label The two tables below list the user programmable features available from Admin and Admin1 For full details of how each function works see System Features Admin The programmable functions available via an Admin key are Name Description Toggles Data Acct Account Code Entry No Optional AD Abbreviated Dial No Yes Admin Self Administer No No AutCB Automatic Callback Yes N
9. a 39 answering cals saeide taiii aane i aiea 6 34 automatic gain control AC 26 B bridged appearance sese eee ee eee eee eee 3 DUO SA tet TERN 1 39 C Call appearance kee e sees sese eee ee e eee neee 3 4 Call center MOd8 ooomoccccnnnncccononococnononccnnnnana no nnnnnannnnn 28 call coverage appearance occcoococccccononcccconanccnnnnancnnnnns 3 call log S LT DEE 21 DVGTVlew ere 17 Ge TE 23 le o aah ad 19 speed Re EI 16 21 USING TT 19 VIEWING ease a i SNE 20 calls ANSWETF N ccocccococonoconinonncnnnnononcnnnnnnnnnnnn nn ncnnnnn 6 34 appearance KEYS see eee eee 3 4 leang BEE 7 esl Tle Nur 11 12 37 ST Ta EE 35 forwarding e dada 34 37 lei T 10 A TT 7 20 33 FUG oi cadence deet Ee 10 Ee EIN 10 VOM EE 36 Wallis 37 changing function key labels sese e sees sese ee eee eenn 32 TINger OPtiONS REENEN 22 Clearing ECHT 7 Conferencia 11 12 37 COMMASL a scsi inari ra iaiaaeaia ia inai iaaa 23 D default feature codes AA 37 deleting call Og K airada 21 spand Mae ranra TEE 15 dialing a speed dal 15 TN 5 display contrast riari apana riaan raa yaha d 23 display O 28 diverting Calls sesan a a crac 35 do NOt disturb eee 35 37 E erasing else et 21 SCUINGS a 24 EHS miocardio deel abner 38 39 expansion module sese eee 38 39 external Gelle ceeccececeecccceeeseceeeeeeeceeeeeeeceeeeeeaeeeeees 33 2420 and 5420 User Guide IP Office 3 2 F follow ME riled Niece ead eee ea eee 2 Meee 37 forwarding calls sees 34 37
10. and Call Coverage Appearance keys this would severely restrict the use of features such as conference and transfer It is for this reason that it is strongly recommended that all call appearance keys remain at their default settings 2420 and 5420 User Guide Page 3 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Call Appearance Key Icons The icons displayed against the Call Appearance Feature keys allow you to determine the status for example on S 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 e Connected 3 A 3 symbol next to a call appearance key indicates that it is the currently connected call The caller s phone number if available is also shown To put the call on hold press Hold An H is displayed e On Hold A w symbol next to a call appearance key indicates a call on hold To take the call off hold and put any other current call on hold press gt w e Function Active ap The button to the left or right of the function key is active 2420 and 5420 User Guide Page 4 IP Office 3 2 15 601077 Issue 7 5 June 2006 The Telephone The Display B Phone Locked Internal calls only D Call Forwarding On See Call Forwarding G In Group You can enable disable group membership H Held Call Shows the number of held calls See H
11. avaya com support and also from www avaya com ipoffice knowledgebase Overview This guide covers the use of the 2420 and 5420 phones on 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 lt l 2420 and 5420 User Guide Page 1 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide 1 Display Call Appearance and Feature Buttons Call Appearance keys enable you to handle multiple calls and the display shows call information Details on system features allocated by your system administrator can also be displayed See Call Appearance Keys and Overview of the Function Keys Message Lamp The lamp is used as follows e On Continuous There are new messages in your voicemail mailbox or another mailbox for which you have been configured to receive Message Waiting Indication e Flashing The lamp can also be set to flash when the phone receives a call See Ring Options a gt 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 your mailbox 10 11 12 Call Handling Buttons e Hold Red button used to place a call on hold e KEL Transfer Transfers a call to another phone e H Conference Sets up conference calls with more than one other person e
12. e Press gl Speaker and hang up the handset To end a speakerphone call e Press K Speaker again Speed Dial The Speed Dial feature enables you to automatically dial calls to phone numbers stored in your personal directory maximum of 104 See Dialling a Speed Dial Number To make a call to a personal directory entry using the Speed Dial feature 1 From the Home screen press gt SpDial The Speed Dial screen is displayed 2 Press the button next to the entry you want to call 3 If the entry you want is not displayed press a and to search through the entries or key the first letter of the required name to jump to the page with a matching entry The phone dials the number for you 2420 and 5420 User Guide Page 9 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide 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 Note e 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 Press Ei Redial and then press and to search through the entries When you have located the required number press the associated key 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 Speake
13. ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type To change the ringer sound 1 To exit any other mode press gt El Exit and then press gt Option 2 Press gt Ring Options and then press gt Ring Pattern A menu with the current ring pattern appears 3 To select a ringing pattern press either a and or press a dial pad key between 1 and 8 You will hear the selected ringing pattern 4 To hear the ringing pattern again press gt Play or re press the dial pad key e When you have selected a ringing pattern press lt gt Save You will hear a confirmation tone and be returned to the options menu e If you want to return to the options menu without changing the ring pattern press gt Cancel Note e f you receive a call while selecting a ringer sound you are automatically returned to the Call Handling screen To use the Message Lamp for ringing alerts 1 To exit any other mode press IE Exit and then press lt gt Option 2 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 Changing this option does not affect the voicemail visual indicator feature To automatically show the Call Handling screen 1 Press IE Exit to exit any other mode and then press gt Option 2 Press gt Ring Options and set Show Phone Screen to Yes or No If set to Yes then when you are se
14. speakerphone volume as necessary To change the volume press w and The eight volume levels are displayed 3 If the call is not answered press 9 Speaker or Y Drop or 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 e To have the phone dial the last number that you dialed press 2 Redial and then press the function key associated with the call 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 Dialling a Speed Dial Number When the call is answered either speak or pick up the handset and speak to the called party Clearing a Call To clear an established call Either e Replace the handset or e Press Drop 2420 and 5420 User Guide Page 7 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide 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 e Press gt next to the flashing bell icon a To clear a headset call e Press Y Drop To manually make a call e Dial the numbe
15. transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the most curr
16. your system administrator has allocated you the Ring Back When Free feature see RBak Ringback When Free under a dial pad digit you can e When you call an extension that does not answer or is busy press gt RBak to set a callback on that extension When the extension you called becomes free your phone will ring a burst of three rings e 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 e Lift the handset and the extension is called automatically To make external calls Either e Dial the number prefixed by the access code if required or e Use a speed dial code contact your system administrator for a list of your speed codes If you hear busy tone while dialling then the call may be barred Your system administrator can bar certain calls such as those to premium rate numbers and international calls 2420 and 5420 User Guide Page 33 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Answering Calls To answer calls at your own extension e Pick up the handset or in headset mode e Press the button associated with the alerting call The default ring cadences are e Internal calls single ring cadence e External calls double ring cadence These can be changed by your system administrator To answer a call at another extension You can answer from your own phone by using Call Pick Up li
17. AVAYA IP Office 3 2 2420 and 5420 User Guide 15 601077 Issue 7 5 June 2006 O 2006 Avaya Inc All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End Us
18. Although the EU24 Expansion Module supports an additional 24 call appearance feature keys it only displays the key 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 Key To select an available call appearance or feature press the button next to the label in the column currently displayed If the call appearance or feature is not currently displayed press the Alternate Display button to access the additional 12 call appearance feature button labels Understanding Call Appearance Feature Key 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 associated call appearance button 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 2420 and 5420 User Guide Page 39 IP Office 3 2 15 601077 Issue 7 5 June 2006 Index A about this guide 1 admin admin sees eee ee ee 29 30 31 alternate display neneiia a
19. 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 O7 N 08 09 10 N 11 N 12 N 13 N 14 N W I 16 17 18 19 20 N 21 N 29 30 31 Cancel All Forwarding Forward Unconditional On Forward Unconditional Off Forward On Busy On Forward On Busy Off Forward On No Answer On Forward On No Answer Off Forward to Number Do Not Disturb On Do Not Disturb Off Do Not Disturb Exception Add Do Not Disturb Exception Delete Follow Me Here Follow Me Here Cancel Follow Me To Call Waiting On Call Waiting Off Voicemail Collect Voicemail On Voicemail Off Set Hunt Group Night Service Clear Hunt Group Night Service Toggle Calls Call Pick Up Any Call Pick Up Group 2420 and 5420 User Guide IP Office 3 2 32 N 33 N 34 35 N 36 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 Call Pick Up Extension Call Queue Hold Music Extn Login Extn Logout Park Call Ride Call Relay On Relay Off Relay Pulse Relay On Relay Off Relay Pulse Call Steal Call Steal Conference Add Voicemail Ringback On Voicemail Ringback Off Forward Hunt Group Calls Off Clear Call Call Pickup Members Forward Hunt Group Calls On Forward on Busy Number Dial Physical Extn by Number
20. To enter more than one asterix or period press to move the cursor to the right and then enter the character e Press once enters a dash or twice enters a hash To enter more than one hash or dash press to move the cursor to the right and then enter the character 3 When the name is set as required press gt Number 4 Enter the number required using the dialling keypad For external numbers remember to enter any external dialling prefix required e g 9 e To enter a hyphen press gt Hyphen This does not affect the number dialed but may help make numbers more readable e Toenter a 1 5 second pause press gt Pause This will appear as a comma character in the phone number e To move the cursor left or right press a and Rr 5 To save the speed dial and return to the speed dial list press gt Save 6 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 2420 and 5420 User Guide Page 14 IP Office 3 2 15 601077 Issue 7 5 June 2006 Using Speed Dials Dialling a Speed Dial Number You can use the speed dial directory to make a call with the handset on hook or off hook To dial a speed dial number 1 2 Press lt gt SpDial If gt SpDial is not shown and to exit the current screen press al Exit To display different pages of speed dials press a and or ke
21. all Log Entry to Your Speed Dial List 21 Deleting a Call Log Entidad ei a ads nia taa 21 Erasing All Rss CONG ANS sti rasa 21 Changing OPINAS ii ii 22 Changing BS te Ge TEE 22 Adjusting the Display CONUS cc iaa atada ee antes 23 Call Log Setup ieii ollas 23 ET 23 USING SS TES tete le aac 24 erkaalt aa 24 LANGUAGE EE 25 Automatic Gain Control AGO risa gia e teca 26 FUNCION KeYS cinta add a dE a dd A A A o 27 Overview of the Function Kee cuco eee eee 27 Ee Ee Ee ee ee Ee 28 Function Key PLC AMI A A a O ne ae ae 29 Shorthand Programming Mo EE re 30 Lonqhand Programa EE 31 Changing Function Key Labels sunt odos 32 2420 and 5420 User Guide Page iii IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide SVSTCNT E 33 System ESTOS iia aci n 33 Making alli ta 33 Answering Raer 1 aiii a ai eres 34 CAME a a en a a ean e a o aA 34 BIV el te RS 35 Do No TEL EE E 35 vo 20m alli eer 36 Default Feature EEN 37 EU24 Expansion Module ccc wiii 38 Se e 38 Riella Tee e EE 39 Using the EU24 Expansion Module sss 39 Il TO e 41 2420 and 5420 User Guide Page iv IP Office 3 2 15 601077 Issue 7 5 June 2006 The Telephone About this Guide This guide describes how to use all the features on your Avaya IP Office 2420 5420 phone For basic phone settings and functionality refer to the relevant Quick Reference Guide for your IP Office phone Further information about IP Office is available from www
22. dding a New Speed Dial 6 After saving or canceling any changes you will be returned to the speed dial selection list Select another speed dial to edit or to return to the speed dial list press gt Done 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 2420 and 5420 User Guide Page 16 IP Office 3 2 15 601077 Issue 7 5 June 2006 Using the Call Log Overview of the Call Log The phone maintains a call log to access press gt Log This log can store up to 100 entries These can be a combination of incoming answered calls incoming unanswered missed 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 ASWARNING e 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 e Only outgoing calls made using the dial pad or a speed dial entry are logged e Call log entries are lost if the phone is disconnected from the IP Office To display a screen similar to the following press gt Log 1 INDex
23. duction for details of system features that you can always access yourself by dialling short codes e g to listen to your voicemail messages dial 17 The main screen has three pages This means that the eight gt and lt function keys on each page could be used for up to 24 features However it is strongly recommended that all three call appearance keys remain at their default settings Hence there are 21 soft function keys that can be allocated to system features To move between pages press 9 and Rr In the following example e The first three keys have been set as call appearance lines e Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions e Key 6 has been set to monitor system park slot 1 The indicates a call is currently parked in slot 1 e Key 7 has been set to the SAC Send All Calls function e Key 8 has been set to VMOn a function which toggle use of the voicemail mailbox as on off The 4 indicates that this function is currently on e To display the other two pages of programmed functions set for this phone press either ll or fe Admin Park1 4 SAC Tom Extn227 227 SpDial Log Option Label Changing the labels of the function keys You can personalize the function key labels For example you can change SAC to Send All for instance See Changing Function Key Labels Programming your own features If the phone has been setup with either or both the Admin and Admin1 features a
24. ent versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Table Of Contents The Telephone iii 1 AR GUAE cette dr ee ee ee tree er ar oe terre 1 OVE MVS W ee ecu ceeds dc wied esice wae dina eis tice nee adi 1 lee ee 3 Call Appearance A A O EEN 4 MSDS a a e e lo e o e e 5 System e EEN 5 Basic Call Handling GAGS aria AAA AAA 6 Answermo a Call ees Steed EE EENEG 6 MAK IGE alla e e e e do 7 CIBANING RE UE 7 Headset WO RIN li A a na 8 SDEAKSIDNONG EE 9 poc RTE 9 Ste E EE 10 Militante 10 Al A Nea E 10 VST eae a a A A a 11 CO ii a a ad 12 A EE 12 USING Speed Dial S usina asar 13 Overview OF SPCC Dial ecuacion 13 Adding a New Speed Dial lala Ee EENEG 14 Dialling a Speed Dial Number aa 15 A EE 15 Se la E M DIT I A E E AE E S E 16 Converting a Call Log Entry to a Speed Del oss eee eee 16 Using The Call LOG ion da 17 VERVIEW COPING Call e EE EE EEN T 17 Usma TGC alll E e S crate tec eege 19 Setting Which Calls are Rs eee resista o oi da 19 Viewing the Call LOO EE 20 Making Calls trom the Call L0G iio ie 20 Saving a C
25. 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 gt Y lt p lt i gt To switch between Name and Number entry press gt next to the item you want to edit The 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 For example e The key 2 is also marked as A B and C To enter a C press 2 until C is displayed e If the next character you want to enter is on the same key press M 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 Toenter a space press 2 Space e If you make a mistake press gt Backspace to delete the character to the left of the cursor e f you have made a mistake in the middle of a character string and do not wish to backspace and re enter all the characters press to step back to one character before the point where you wish to edit Either insert the new character or press gt Backspace to delete the character to the left of the cursor e Press once enters a period or twice a asterix
26. er a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction
27. est can be used to display information about your phone and to check operation of the lamps and display The information may be required by your system administrator To perform a self test 1 To exit any other mode press gt El Exit and then press gt Option 2 Press gt Self Test A screen of information is displayed 3 Press and hold gt Test The screen lines go black and all the phone lamps come on 4 Do one of the following e To return to the options menu press gt Done or e To return to the Call Handling screen press IE Exit 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 This option also deletes all entries in the phones Call Log and Speed Dial lists To erase all settings 1 To exit any other mode press IE Exit and then press gt Erase 2 To select de select an item for erasure press gt next to an item 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 speed dial 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 a
28. external but does not include the external dialling prefix used by your phone system go off hook dial the prefix and then press lt gt Call 2420 and 5420 User Guide Page 20 IP Office 3 2 15 601077 Issue 7 5 June 2006 Using the Call Log Saving a Call Log Entry to Your Speed Dial List To save a call log entry to your speed dial list 1 Press gt Log If gt Log is not shown press any soft key 2 At default Missed calls are displayed first You can select from lt gt InAns or lt gt Outgo Alternatively press gt More and select lt gt All to display all three options To return to gt Missed or gt InAns or lt gt Outg press gt Back and make your selection 3 To display different pages of log entries press 4 and 4 When you locate the entry you want to call press gt or J next to the entry 5 Press gt Save The speed dial editing screen appears pre filled with the details from the call log entry See Adding a New Speed Dial Deleting a Call Log Entry To delete a call log entry 1 Press lt gt Log If lt gt Log is not shown press any soft key 2 At default gt Missed calls are displayed first You can select from lt gt InAns or lt gt Outgo Alternatively To display all three options press gt More and then select lt gt All To return to lt gt Missed or lt gt InAns or lt gt Outg press gt Back and make your selection 3 To display different pages of log entr
29. forget the function just programmed press Keep 1 e TO delete the existing function and forget the function just programmed press Delet lt 2420 and 5420 User Guide Page 31 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Changing Function Key Labels You can replace the default label shown for any function key with you own custom label of up to 13 characters 1 To exit any other mode press IE Exit and then press gt Label lt gt Edit allows you replace the current labels see the steps below lt gt Inspect displays the default labels lt gt Restore replaces any custom labels with the default labels lt gt Done exits the button labelling options 2 Press gt Edit 3 Select the function key whose label you wish to change 4 Begin entering the New Label text using the phone keypad Each number key is marked with the letters it provides You may have to press the key more than once depending on the character required For example the key 6 is also marked as M N and O To enter an O re press the 6 key until an O is displayed If the next character you want is on another key simply key the next character If the next character you want to enter is on the same key just used press to move the cursor right and then enter the character Press once enters a period Pressing it twice enters a asterix Press once enters a dash Pressing it twice enters a hash
30. ft 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 e f 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 when e You are away from your desk on no answer or e Your extension is busy on all call appearance keys or e You are away from the office e g when you are on holiday The following options are available for call forwarding s Toset the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 A D is displayed To switch it off dial O2 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To Switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional On only 2420 and 5420 User Guide Page 34 IP Office 3 2 15 601077 Issue 7 5 June 2006 System Features Diverting Calls You can divert your calls to another extension In the examples below Nis the extension to which you want your calls diverted No
31. ies press 4 and 4 When you locate the entry you want to call press gt or amp next to the entry Press gt Delete The entry is deleted from the Call Log and the details of the next call are shown 6 To exit the call log and return to the call handling screen press gt El Exit Erasing All Logged Calls Loss of power to the phone will cause all call log entries to be deleted The Erase All option deletes the calls you have selected to log See Setting Which Calls are Logged Caution e This action also deletes all speed dial entries and phone personalization options See Default Phone Erase All Settings To erase all logged calls 1 Press lt gt Log and then press lt gt More 2 Press gt Delete You are presented with a message asking you to confirm that you want to delete all entries 3 To remove all logged entries press gt Erase 2420 and 5420 User Guide Page 21 IP Office 3 2 15 601077 Issue 7 5 June 2006 Changing Options Changing Ringer Options The IP Office uses distinctive ringing for different types of calls e A repeated single ring for internal calls e A repeated double ring for external calls e A single ring followed by two short rings for ringback calls These options are fixed by the IP Office You can personalize your phone s ringer sound so you can recognize it from other ringing phones You can choose from among eight different ring sounds This alters the tone and style of
32. ll of the above 3 Press gt Erase or lt gt Cancel 2420 and 5420 User Guide Page 24 IP Office 3 2 15 601077 Issue 7 5 June 2006 Changing Options 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 English German Deutsch French Francais Spanish Espa ol Italian Italiano Dutch Nederlands Portuguese Portugu s or Japanese Katakana characters Note e This does not alter your user language setting on the phone system To select a language 1 To exit any other mode press gt El Exit and then press gt Option 2 Press gt Language A menu listing the available languages appears with the current language underlined 3 Press gt or 2 next to the language required The screen text changes to the language selected 4 Do one of the following e To save the settings and return to the options menu press gt Save You will hear a confirmation tone or e TO return to the options menu without saving any changes press gt Cancel or e To return to the call handling screen without saving any changes press gt El Exit 2420 and 5420 User Guide Page 25 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide 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 lo
33. nd registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubsOavaya com O 2006 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http www avaya com ipoffice knowledgebase 2420 and 5420 User Guide Page 42 IP Office 3 2 15 601077 Issue 7 5 June 2006
34. o CFrwd Call Forwarding All Yes Optional CPark Call Park Yes Optional CPkUp Call Pickup No No Dir Directory No No DPkUp Directed Call Pickup No Yes Drop Drop No No GrpPg Group Paging No Yes HdSet Headset Toggle Yes No HfAns Internal Auto Answer Yes No HGNS Set Hunt Group Night Service Yes Yes Park Call Park to Other Extension No Yes Prog Abbreviate Dial Program No Yes RngOf Ringer Off Yes No SAC Send All Calls Yes No Spres AD Suppress Yes No Timer Timer Yes No TmDay Time of Day Yes No In addition to the above there is a key labeled Expl This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own See Shorthand Programming Mode and Longhand Programming respectively 2420 and 5420 User Guide Page 29 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Admin1 The programmable functions available via an Admin1 key Name Description Toggles Data Park Park No Yes lt User gt User No Yes lt Group gt Group No Yes lt Number gt Dial No Yes Flash Hook Flash No No Shorthand Programming Mode 1 Press C Admin or gt Admin 1 See Function Key Programming 2 The Admin or Admin1 menu is displayed similar to the following Admin Pages EZ Acct cru za lt a SAC DN gt DPkUp HGNS Le TimDay Park a RngOt _ Admin GrpPg SCH Spres j SpDial Log Option Label j U SpDial Log Option Label J a gt
35. old N Do Not Disturb On See Do Not Disturb 0 Out of Hours This is displayed if one or more Hunt Groups is in Out of Hours mode P Parked Calls Shows the number of parked calls U Unavailable This is displayed on the calling station when the called station has Do Not Disturb activated but is not being covered by voicemail V Voicemail This is displayed on the calling station when the called station has Do Not Disturb activated but is being covered by voicemail See Voicemail 01 Calls in Call History The phone can store and display recent calls DISC Disconnected To end the call press 9 Speaker CONN Connected You are on a call CONF Conference Call You are part of a conference call displayed on the left hand side of the display See Conference Calls y Indicates that the displayed item is the currently selected item Note e The items displayed by your IP phone may differ slightly from the items listed above 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 dialling shor
36. on or outside number To transfer the current call to another extension 1 With a call in progress press gt Transfer 2 When you hear a dial tone dial the number to which the call is to be transferred 3 Do one of the following e To transfer the call without announcing it press kal Transfer again The transfer is complete or e To announce the call before transferring it wait for the called party to answer If the called party is willing to accept the call press Transfer again to complete the transfer or e If the called party does not wish to accept the call press LY Drop To return to the held call press gt adjacent to it or e If the line is busy or if there is no answer press Y Drop To return to the held call press gt adjacent to it To transfer a new call to a held call using Conference 1 If you have 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 H Conference and then hang up The transfer is complete 2420 and 5420 User Guide Page 11 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Conference The Conference feature allows you to conference other parties including yourself into a call Notes e The number of parties allowed in a conference is controlled b
37. r 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 Ei Redial and then press 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 Dialling a Speed Dial Number When the call is answered speak to the called party 2420 and 5420 User Guide Page 8 IP Office 3 2 15 601077 Issue 7 5 June 2006 Basic Call Handling Features 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 To make or answer a call without lifting the handset or to use the speakerphone with any feature 1 Press K Speaker The LED beside the button illuminates 2 Make or answer the call or access the selected feature Adjust the speakerphone volume if necessary To change the volume press and w The eight volume levels are displayed To change from the speakerphone to the handset or headset if fitted e Pick up the handset or press Headset and talk To change from the handset to the speakerphone
38. r Guide Page 18 IP Office 3 2 15 601077 Issue 7 5 June 2006 Using the Call Log 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 press lt Speaker and dial a new call Similarly you can still receive calls and handle them using the dial pad key functions Setting Which Calls are Logged Caution e f you change these settings any call details already in the call log that no longer match the selection are deleted To set which calls are logged 1 Press gt Option If lt gt Option is not shown press zl Exit to exit the current screen 2 Press Log Setup A menu showing gt Answered gt Un Answered and lt gt Outgoing with their current settings is displayed 3 To toggle a particular setting between Yes or No press gt next to it Alternatively To underline a call type s current setting press gt next to it To change the value of the currently underlined setting press Yes No 4 Do one of the following e TO save the settings and return to the options menu press gt Save You will hear a confirmation tone Note e f you press gt Save after changing the settings any existing call log entries that do not match the call types selected are deleted from the call log or e To return to the gt Options menu without saving any changes press gt Cancel or e To return to the call handling screen without
39. rphone However it can be used to hold an off line conversation at any time during a call To prevent the other person on the line from hearing you 1 Press Mute 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 hold the first call and answer the second call To put an existing call on hold 1 Press Hold 2 Answer the second call by pressing the call appearance button with the symbol 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 hold as above 2 To retrieve a held call press the Call Appearance button with w against it Notes e With hold return timer defined by your system administrator you are reminded that you have a call on hold The phone will ring and a is displayed e If the system feature AutoHold is on consult your system administrator then you can hold an active call 3 by pressing a against the second call If AutoHold is off then pressing a against the second call will drop the first call 2420 and 5420 User Guide Page 10 IP Office 3 2 15 601077 Issue 7 5 June 2006 Basic Call Handling Features Transfer The Transfer feature allows you to transfer a call from your phone to another extensi
40. saving any changes press gt El Exit 2420 and 5420 User Guide Page 19 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Viewing the Call Log To view the call log 1 Press lt gt Log If lt gt Log is not shown press any lt gt 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press gt More and select gt All to display all three options To return to Missed or InAns or Outg press gt Back and make your selection 3 To display different pages of log entries press 9 and 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 gt El Exit e To view the details of a particular log entry press gt or amp next to the entry 4 To return to the previous screen press gt Done Making Calls from the Call Log To make a call from the call log 1 Press gt Log If lt gt Log is not shown press any gt 2 At default gt Missed calls are displayed first You can select from lt gt InAns or lt gt Outgo Alternatively press lt gt More and select lt gt All to display all three options To return to gt Missed or lt gt InAns or lt gt Outg press gt Back and make your selection 3 When you locate the entry you want to call press gt or lt next to the entry 4 To make the call press gt Call If the number shown is
41. ssigned to display keys you can select and program your own feature choices against other keys See Function Key Programming 2420 and 5420 User Guide Page 27 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Display Mode The phone has two display modes These control the order in which functions are assigned to the display keys The modes are e Normal Mode In this mode the 3 pages of gt and lt are ordered sequentially gt at the base of each page provide the SpDial Log Option and Label options lay Nos KeyNos Key Nos Kay Nos Key Nos Key Nos 1 1 5 9 13 17 21 2 HD 6 10 14 18 lt 22 3 a 7 11 15 19 23 4 un 2 12 D16 20 e 24 Tom Extn2 7 227 SpDial Loy Option Label Tom Extn 2 227 SpDial Log Option Label gt Paga 1 Page 2 Pago 2 SpDial Log Option Label e Call Center Mode In this mode some of the gt and functions are repeated against gt on the first two screen pages The lt gt keys for KS Log and Option are only shown on the third screen page Ven bes p e los Key es p Kev Nos KeyNos y Key Nos e Se D 13 17 gt E 2 b SE 14 13 gt 3 lt 15 19 A DA lt 16 20 Tom Exin227 Tom Extn227 Tom Extn 227 227 227 227 om SpDial Log Option Label boo _Lh a gt d lt a gt a gt 17 18 19 20 Repeated kees 21 22 23 24 Page 1 Page 2 Page 3 To change the
42. stalled The following options are available for voicemail s To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 2420 and 5420 User Guide Page 36 IP Office 3 2 15 601077 Issue 7 5 June 2006 Default Feature Codes System Features 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
43. t codes For example to listen to your voicemail messages dial 17 2420 and 5420 User Guide Page 5 IP Office 3 2 15 601077 Issue 7 5 June 2006 Basic Call Handling Features Answering 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 f you are not active on another call answer the call using your handset headset or speakerphone see Speakerphone or e If you are active on a call already place the active call on hold see Hold and then answer the incoming call or e If the call appearance for the ringing call is not displayed on the current screen page press E Exit to return to the first page of the Home screen When you locate the call appearance for the ringing call press the corresponding call appearance button Note e To redirect an incoming call press Drop to redirect the call to Forward On No Answer if set or voicemail if available 2420 and 5420 User Guide Page 6 IP Office 3 2 15 601077 Issue 7 5 June 2006 Basic Call Handling Features Making a Call You can make calls from the phone using a variety of methods as follows To manually make a call 1 Lift the handset and 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 the
44. t the function just programmed press Keep J e To delete the existing function and forget the function just programmed press Delet Longhand Programming 1 Press gt Admin See Display Key Programming 2 To switch to longhand programming mode press Expl lt 2 3 Press Next until the required function required is shown then press Selct 4 If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad The upper part of the display reverts to showing the functions currently assigned to gt and J al To move between the pages of display keys press NM and B 6 To select the display key against which to program the new function press gt or lt Caution e Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 7 If the display slot is not already used the display shows BUTTON PROGRAMMED e Toend programming press El Exit e To continue programming other functions press gt Cont 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla lt 2 The display then shows BUTTON PROGRAMMED as above e To keep the existing function and
45. t the line is active Admin Call Appearance Park1 Keys Lines lt Function SAC Keys Function Key vmMOn 4 Tom Extn227 227 SpDial Log Option Label Soft Keys em Gp GD gt Your system administrator can allocate a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the call appearance key on a pre defined colleague s phone 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 For details of Bridged Line and Call Coverage Appearance keys set up and their operation refer the IP Office Key and Lamp Operation manual Having more than two call appearance keys is very useful When holding a call you can answer or make another call and then switch between calls transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key Caution e Although the system administrator can replace the call appearance keys with Bridged Line
46. te e f you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number To divert calls at another extension dial e 12 N from the extension you are temporarily using e 13 NF to re direct the calls back to your own extension before you return to it To divert calls at your own extension dial e 14 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 e To switch Do Not Disturb on with or without exceptions dial 08 An N is displayed To switch it off dial 09 s To add a number to the exception list dial 10 N s To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear busy tone or are re directed to your voicemail 2420 and 5420 User Guide Page 35 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail in
47. tting up using Speed Dial Call Log etc you are automatically returned to the Call Handling screen when you receive a call 2420 and 5420 User Guide Page 22 IP Office 3 2 15 601077 Issue 7 5 June 2006 Changing Options Adjusting the Display Contrast You can adjust the contrast level on the phone display You can choose from among fifteen levels of contrast To adjust the display contrast 1 To exit any other mode press gt El Exit and then press gt Option 2 Press gt Contrast A menu with the current contrast setting appears 3 To adjust the level of contrast press 9 and 4 When the contrast is set as required either e To return to the options menu press gt Done or e To return to the call handling screen press gt El Exit Call Log Setup Through the lt gt 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 The Miscellaneous option only contains one menu item Stay in Speed Dial If Stay in Speed Dial is set to Yes and you access your personal Speed Dial list the menu will remain displayed regardless of any calls made or received 1 To exit any other mode press gt El Exit and then press lt gt Option 2 Press gt Miscellaneous and set Stay in Speed Dial to Yes 2420 and 5420 User Guide Page 23 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Using Self Test Self t
48. ud To select Automatic Gain Control 1 To exit any other mode press gt El Exit and then press lt gt Option 2 Press ll or 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 lt TD next to it Alternatively To underline a call type s current setting press gt next to it To change the value of the currently underlined setting press gt Yes No 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 or e TO return to the options menu without saving any changes press lt gt Cancel or e To return to the call handling screen without saving any changes press gt El Exit 2420 and 5420 User Guide Page 26 IP Office 3 2 15 601077 Issue 7 5 June 2006 Function Keys Overview of the Function Keys Both gt lt function keys and lt gt softkeys can be used to access a range of system features The display adjacent to the key shows the feature name Some of these features are default features supported by the phones e g SpDial Log Option and Label on the softkeys and are always available Others are system features that can only be programmed by the system administrator for 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 Intro
49. y 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 2 Deleting a Speed Dial To delete a speed dial 1 2 3 Press gt SpDial If lt gt SpDial is not shown and to exit the current screen press gt El Exit Press gt Delete Select the speed dial entry you want to delete To display different pages of speed dials press a and gt 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 J A request for confirmation will appear 5 To delete the entry press gt Yes or to exit without deleting press gt Cancel Select another entry to delete or to return to the speed dial list press gt Done 2420 and 5420 User Guide Page 15 IP Office 3 2 15 601077 Issue 7 5 June 2006 2420 and 5420 User Guide Editing a Speed Dial To edit a speed dial 1 Press gt SpDial If lt gt SpDial is not shown and to exit the current screen press PE Exit 2 Press gt Edit 3 e the speed dial entry you want to edit To display different pages of speed dials press a and B 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 B Edit the speed dial using the same methods as for adding a new speed dial See A
50. y your phone system e Two Call Appearance keys are required for the conference feature To add another party to a call 1 Press HE Conference 2 Dial the number of the person you want to add to the call 3 If the called party does not answer or does not want to join the conference press LY Drop 4 To add the person to the call press HL Conference again To return to the held call press gt adjacent to the held call 5 Repeat steps 1 through 4 for additional conference connections To add a held call s to an active call e Press HL Conference All held calls are added to the conference Notes s To leave a conference call hang up e To display and then select which conference participants to drop from the conference press Drop Message Message is used to access the voicemail system if installed Once pressed the prompts given will depend on the type of voicemail system For further details refer to the Mailbox Users Guides provided for the different voicemail systems supported by IP Office The message lamp at the top of the phone stays lit when there are new messages in your voicemail mailbox or in any other mailbox for which you have been configured to receive Message Waiting Indication Note e The lamp can also be set to flash when the phone is rung irrespective of whether you have new messages waiting to be read 2420 and 5420 User Guide Page 12 IP Office 3 2 15 601077 Issue 7 5 June 2006
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