Avaya 4610 User Manual

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IP Office

5610/4610 Phone User Guide

Issue 2d (15th September 2005)

Table of Contents

 

The Phone...................................................................................................................................

4

Overview.....................................................................................................................................................

4

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

6

Call Appearance Keys Icon Icons...............................................................................................................

7

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

7

Basic Call Handling Features....................................................................................................

8

Answer a Call .............................................................................................................................................

8

Make a Call.................................................................................................................................................

8

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

9

Headset Working ........................................................................................................................................

9

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

10

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

10

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

11

Mute..........................................................................................................................................................

11

Hold ..........................................................................................................................................................

11

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

12

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

13

Using Speed Dials....................................................................................................................

14

Overview of Speed Dials ..........................................................................................................................

14

Dialing a Speed Dial Number ...................................................................................................................

14

Adding a Speed Dial from the Call Log ....................................................................................................

14

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

15

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

15

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

16

Using the Call Log ...................................................................................................................

18

Overview of the Call Log ..........................................................................................................................

18

To Access the Call Logs...........................................................................................................................

19

To Display an Individual Log Entry ...........................................................................................................

19

To Make a Call from an Individual Log entry ............................................................................................

19

To Turn a Log Entry into a Speed Dial .....................................................................................................

20

To Delete an Individual Log Entry ............................................................................................................

20

To Delete All Entries from a Log...............................................................................................................

20

To Exit the Call Logs ................................................................................................................................

20

Changing Options....................................................................................................................

21

Overview...................................................................................................................................................

21

Personalized Ringing................................................................................................................................

21

View IP Settings .......................................................................................................................................

21

Display Contrast .......................................................................................................................................

22

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

22

Changing Feature Key Labels ..................................................................................................................

22

Language Selection..................................................................................................................................

23

Application Options...................................................................................................................................

24

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

24

Phone Screen on Answer ....................................................................................................................

24

Phone Screen on Calling .....................................................................................................................

24

Display Call Timers ..............................................................................................................................

25

Message Display Rate .........................................................................................................................

25

Visual Alerting ......................................................................................................................................

25

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

26

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

26

Making Calls .............................................................................................................................................

26

Answering Calls........................................................................................................................................

26

Call Waiting ..............................................................................................................................................

27

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Issue 2d (15th September 2005)

 

Table Of Contents

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

27

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

27

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

28

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

28

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

29

Management and Trouble Shooting .......................................................................................

30

Overview...................................................................................................................................................

30

Testing Your Phone..................................................................................................................................

30

Trouble Shooting Chart ............................................................................................................................

31

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

33

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Issue 2d (15th September 2005)

The Phone

Overview

This guide covers the use of the Avaya 5610 and 4610 telephones on Avaya IP Office telephone system. These phones are physically similar, however the 5610 is only supported on the IP Office whereas the 4610 is supported on a range of Avaya phone systems.

The diagram below shows the main telephone features.

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The Phone

Display, Call Appearance and Feature buttons:

The Call Appearance Keys allow the user to handle multiple calls with the display showing call information, e.g. the name/phone number, etc. There are four pages in the display; giving up to 24 system features that can be allocated to the function keys. The information displayed varies according to the active feature.

Message waiting lamp:

Lit continuously when the user has voicemail messages waiting. Can also be set to flash when the phone is ringing.

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.

Page Right/Left:

Shifts from one page to another in the same application when the display presents the paging indicator (). These buttons have no effect when the paging indicator is not displayed.

Options:

Displays the Options main screen, from which display and application settings can be updated

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.

7.Numeric (Dialing) Pad:

Standard 12 button pad for dialing phone numbers.

8.Volume Controls:

Adjusts the handset, speaker, headset, or ringer volume, depending on which item is in use. As you increase or decrease the volume, the top display area provides either a speaker, headset, handset, or ringer icon to indicate for which item you are adjusting volume, followed by a visual “volume meter” showing the volume level. These buttons also control the volume of the key click sounds made when you press fixed buttons on the phone, such as the dial pad or softkeys.

9.Mute and LED Indicator:

Turns off the active Speaker, handset, or headset microphone to prevent the other person from hearing you. The associated LED lights steadily when the handset or headset is muted.

10.Headset and LED Indicator:

With a headset connected, changes audio control from the handset or speaker to the headset. The associated LED lights steadily when the headset is active.

11.Headset Jack:

Located on the side of the telephone and provides a port for connecting a headset.

12.Speaker and LED Indicator:

Accesses the Speaker feature. The associated LED lights steadily when the Speaker is active.

13.Phone/Exit:

Displays the phone application main screen or, if applicable, exits the current IP Office based feature, such as Speed Dial or Call Log, and normalizes the display

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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=.

Your System Administrator can change 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 telephone. 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.

All of the above can only be allocated to you by your System Administrator.

For details of Bridged, Line and Call Coverage Appearance Keys set-upand their operation, refer theIP Office Key and Lamp Operation manual.

CAUTIONS:

1.Having more than 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 the System Administrator can replace the Call Appearance Keys with:

A Bridged Appearance

A Line Appearance

Call Coverage Appearance

System Features

This would severely restrict the use of features such as conference and transfer.

It is for these reasons that it is strongly recommended that all Call Appearance keysremain at their default settings.

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The Phone

Call Appearance Keys Icon 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. Pressing the adjacentkey answers the call and puts any other current call on hold.

Connected:

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. Pressing the adjacent key puts the call on hold. AnH is also shown on the display.

On Hold:

A symbol next to a call appearance key indicates a call on hold. Pressing the adjacentkey takes the call off hold and puts any other current call on hold.

Function Active:

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

System Features

System Features can only be set against soft Function Keys by your System Administrator. However, your System Administrator may allocate you two ‘self administrator’ features that will enable you to add System Features to your soft Function Keys. Refer to Overview of the Function Keys for details of the System Feature thatcan only be allocated to you by your System Administrator.

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 thatyou can always access yourself by dialing short codes, e.g.*17 to listen to your VoiceMail messages.

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Basic Call Handling Features

Answer a Call

When a call arrives at your phone, you will hear a ringing tone and a blinking bell icon () icon appears against the associated call appearance key.

To answer an incoming call:

Do one of the following:

If you are not active on another call, answer the call using your handset, headset, or speakerphone (see Speakerphone).

If you are active on a call already, place the active call on hold (see Hold), and then answer the incoming call by selecting the call appearance key.

If the call appearance for the ringing call is not displayed on the current screen page, use 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.

Make a Call

You can make calls from the phone using a variety of methods as follows:

To manually make a call:

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.

Adjust speakerphone volume as necessary.

oTo change the volume use the andbuttons. 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, either speak or pick up the handset and speak to the called party.

To automatically make a call:

Do any of the following:

Press Redial and a call appearance keyto have the phone dial the last number that you dialed.

or

Access the Call Log and initiate a call to a specific entry.

or

Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See Dialing a Speed Dial Number.

When the call is answered, either speak or pick up the handset and speak to the called party.

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Basic Call Handling Features

Clearing a Call

To clear an established call either: 1. Replace the handset

or

2.Press Drop. You will hear dial tone, unless you are in ‘call center mode’ of working when you will then hear silence.

Headset Working

When a headset is to be used on your phone, it must be plugged in to the headset socket on the base of the phone. To activate the headset and switch off the handset, press Headset. The lamp beside the button is illuminated when headset working is activated.

To answer an incoming call:

1. Press the call appearance key next to the flashing bell icon ():

To clear a headset call:

1. Press Drop.

To manually make a call:

1.Dial the number (remember to include the required access code (for example, 9) for an outside line) and listen to the progress of the call.

To automatically make a call:

Do any of the following:

Press Redial and a call appearance keyto have the phone dial the last number that you dialed.

or

Access the Call Log and initiate a call to a specific entry.

or

Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See Dialing a Speed Dial Number.

When the call is answered, speak to the called party.

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Speakerphone

The two-waybuilt-inspeakerphone allows you to make and answer calls without lifting your handset. Keep in mind thattwo-wayspeaker phones may not operate satisfactorily in every environment (such as in very noisy locations) and that they operate best when you speak directly too them.

To make or answer a call without lifting the handset, or to use the speakerphone with any feature

1.Press Speaker. The LED beside the button illuminates.

2.Make or answer the call, or access the selected feature.

3.Adjust the speakerphone volume if necessary. To change the volume use the andbuttons. The display shows the volume level. (There are eight volume levels.)

To change from the speakerphone to the handset

1. Pick up the handset and talk.

To change from the handset to the speakerphone

1.Press Speaker. The LED beside the button illuminates.

2.Hang up the handset.

To end a speakerphone call

1. Press again. The LED beside the button goes out.

Speed Dial

The Speed Dial feature allows you to have the phone automatically dial calls to telephone numbers stored in your personal directory. See Dialing a Speed Dial Number.

To make a call to a personal directory entry using the Speed Dial feature

1.From the Home screen, press the SpDial softkey. TheSpeed 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, use andto cycle through the entries.

or

Key the first letter of the required name to jump to the page with a matching entry. 4. The phone dials the number for you.

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