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IP Office

2420/5420 Phone User Guide

15-601127Issue 09a - (16 July 2009)

© 2009 AVAYA All Rights Reserved.

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Contents

Contents

 

1. The Telephone

 

1.1

Call Appearance.....................................................................Keys

8

1.2

Call Appearance.....................................................................Key Icons

9

1.3

System Features.....................................................................

9

1.4

Logging Off.....................................................................

10

1.5

Logging On.....................................................................

10

1.6

No User .....................................................................

11

1.7

The Display.....................................................................

11

2. Basic Call Handling Features

 

2.1

Answering .....................................................................a Call

14

2.2

Making a Call.....................................................................

15

2.3

Clearing a .....................................................................Call

15

2.4

Conference.....................................................................

16

2.5

Transfer .....................................................................

16

2.6 Headset Working.....................................................................

17

2.7

Speakerphone.....................................................................

18

2.8

Speed Dial.....................................................................

19

2.9

Redial .....................................................................

19

2.10 Mute .....................................................................

20

2.11 Hold .....................................................................

20

2.12 Message .....................................................................

21

2.13 Private Call.....................................................................

21

3.

Using Speed Dials

 

3.1

Adding a New.....................................................................Speed Dial

25

3.2

Dialling a Speed.....................................................................Dial Number

26

3.3

Deleting a .....................................................................Speed Dial

26

3.4

Editing a Speed.....................................................................Dial

26

3.5

Converting.....................................................................a Call Log Entry to a Speed Dial

26

4.

Using Visual Voice

 

4.1

Listen to Voicemails.....................................................................

29

4.2

Send a Voicemail.....................................................................

30

4.3

Changing Your.....................................................................Greeting

31

4.4

Changing Your.....................................................................Mailbox Password

32

4.5

Email Alerts.....................................................................

33

4.6

Voicemail Transfer.....................................................................

33

5. Using the Call Log

 

5.1

Setting Which.....................................................................Calls are Logged

37

5.2

Viewing the.....................................................................Call Log

37

5.3

Making Calls.....................................................................from the Call Log

38

5.4

Saving a Call.....................................................................Log Entry to Your Speed Dial List

38

5.5

Deleting a .....................................................................Call Log Entry

39

5.6

Erasing All.....................................................................Logged Calls

39

6. Changing Options

 

6.1

Ring Options.....................................................................

42

6.2

Adjusting the.....................................................................Display Contrast

43

6.3

Call Log Setup.....................................................................

43

6.4

Miscellaneous.....................................................................

43

6.5

Using Self .....................................................................Test

44

6.6

Default Phone/Erase.....................................................................All Settings

44

6.7

Language .....................................................................

45

6.8

Automatic Gain.....................................................................Control (AGC)

45

7.

Function Keys

 

7.1

Overview of.....................................................................the Function Keys

48

7.2

Display Mode.....................................................................

49

7.3

Function Key.....................................................................Programming

50

7.4

Shorthand .....................................................................Programming Mode

52

7.5 Longhand Programming.....................................................................

53

7.6

Changing Function.....................................................................Key Labels

54

8.

System Features

 

8.1

Introduction.....................................................................

56

8.2

Ring Back .....................................................................

56

8.3

Call Forwarding.....................................................................

56

8.4

Diverting Calls.....................................................................

57

8.5

Do Not Disturb.....................................................................

58

8.6

Parking Calls.....................................................................

58

8.7

Voicemail .....................................................................

59

8.8

Default Feature.....................................................................Codes

60

9. EU24 Expansion Module

 

9.1 EU24 Overview.....................................................................

62

9.2

Connection.....................................................................

63

9.3

Using the EU24.....................................................................Expansion Module

63

Index ...............................................................................

65

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Chapter 1.

The Telephone

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The Telephone:

1. The Telephone

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.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 8 and Overview of the Function Keys 48 .

2.Message Lamp: The lamp is used as follows:

·On (Continuous): There are new messages in your voicemail mailbox, or another mailbox for which you have been configured to receive "Message Waiting Indication".

·Flashing: The lamp can also be set to flash when the phone receives a call. SeeRing Options 42 .

3. 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. MESSAGES: Access your mailbox.

5.Call Handling Buttons:

· HOLD: Red button used to place a call on hold.

· TRANSFER: Transfers a call to another phone.

· CONFERENCE: Sets up conference calls with more than one other person.

· DROP: Drops the current call or, if on a conference call, drops the last person to join the conference.

· REDIAL: Redials the last number dialed or displays the last 6 numbers dialed from the phone, depending on configuration via the Options menu.

6.Dial Pad: Standard12-buttonpad for dialling phone numbers.

7. 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. SPEAKER: Access the speakerphone. The light associated with this button turns on when the speakerphone is active. The handset is muted while the speaker or headset is in use.

11. 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.

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1.1 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= andc=. An underscored call appearance key (e.g.a=) indicates that the line is active.

Your system administrator can allocate a call appearance key with:

A Bridged Appearance

A bridged appearance key matches the status and operation of the call appearance key on a pre-definedcolleague’s phone. Hence, you canpick-up,make and receive calls on behalf of your colleague.

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.

Call Coverage Appearance

A call coverage appearance key alerts you when a pre-definedcolleague is receiving a call. The covered user does not need to be using call appearance keys. Hence, you canpick-upcalls on behalf of your colleague.

For details of Bridged, Line and Call Coverage Appearance keys set-upand 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

Although the system administrator can replace the call appearance keys with Bridged, Line 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 keysremain at their default settings.

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The Telephone: Call Appearance Keys

1.2 Call Appearance Key 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.

Incoming Call:

A symbol next to a call appearance key indicates an incoming call.

Connected:

A 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. AnH is displayed.

On HOLD:

A 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.

Function Active:

The button to the left or right of the function key is active.

1.3 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 toSystem Features Introduction 56 for details of System Features that you can always access yourself by dialling short codes. For example, to listen to your voicemail messages, dial*17.

2420/5420 Phone

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1.4 Logging Off

If you have been allocated a login code, you can log your phone off to prevent unauthorized use during an absence, or for privacy purposes.

If you are logging off from another extension, the system will log you back in at your home extension, unless the forcelogin option is set.

Caution

Call Log entries and certain Speed Dial settings will remain on the extension even when you are logged out.

To log off the phone where you had logged on dial *36.

1.5 Logging On

Your administrator has created your initial configuration so that you will be automatically logged on to your home extension. However, you may be required to log in for the following reasons:

Forced login - if your configuration does not allow automatic login to your home extension.

To use an extension other than your own (hot desking)

If you, or somebody else, has logged you out of your extension.

Notes

When hot desking, any short codes you have setup on your home extension will be passed to the extension you have logged on to.

Certain information such as speed-dialsand call log are telephone model dependent, and will not be passed to the new extension.

You will be able to hot desk to extensions on remote sites only if the Small Community Advanced Networking License is installed on that system.

To login to your home extension (forced login), enter*35*P#, where'P' is your login code.

To login at another extension (hot desking), enter*35*N*P#, where'N' is your home extension number and'P' is

your login code.

Notes

Your login code, if configured, will be supplied by your Administrator.

You have 4 attempts at logging on. If you fail to logon correctly, the message "Invalid" will be shown on the main display and you will hear the busy tone. If you fail all 4 attempts to log on, you must wait 90 seconds before any login will be accepted, whether correct or not.

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