Avaya 2410, 5410 User Manual

IP Office 3.2

2410 and 5410 User Guide

[15-601076] Issue [4] (5 June 2006)

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Table Of Contents

The Telephone............................................................................................................................ 1

About this Guide.......................................................................................................................................1

Overview..................................................................................................................................................1

Call Appearance Keys..............................................................................................................................3

System Features..................................................................................................................................4

Call Appearance Key Icons..................................................................................................................4

The Display..............................................................................................................................................5

Basic Call Handling Features.................................................................................................... 6

Answering a Call ......................................................................................................................................6

Making a Call............................................................................................................................................7

Clearing a Call..........................................................................................................................................7

Headset Working......................................................................................................................................8

Speakerphone..........................................................................................................................................9

Speed Dial................................................................................................................................................9

Redial.....................................................................................................................................................10

Mute.......................................................................................................................................................10

Hold........................................................................................................................................................11

Transfer..................................................................................................................................................12

Conference.............................................................................................................................................13

Message.................................................................................................................................................13

Using Speed Dials.................................................................................................................... 14

Overview................................................................................................................................................14

Adding a New Speed Dial.......................................................................................................................15

Dialling a Speed Dial Number.................................................................................................................16

Deleting a Speed Dial.............................................................................................................................17

Editing a Speed Dial...............................................................................................................................17

Converting a Call Log Entry to a Speed Dial...........................................................................................17

Using the Call Log ...................................................................................................................18

Overview of the Call Log ........................................................................................................................18

Using the Call Log..................................................................................................................................19

Setting Which Calls are Logged .............................................................................................................20

Viewing the Call Log...............................................................................................................................21

Making Calls from the Call Log...............................................................................................................21

Saving a Call Log Entry to Your Speed Dial List.....................................................................................21

Deleting a Call Log Entry........................................................................................................................22

Erasing All Logged Calls ........................................................................................................................22

Changing Options.................................................................................................................... 23

Changing Ringer Options.......................................................................................................................23

Adjusting the Display Contrast................................................................................................................24

Call Log Setup........................................................................................................................................24

Miscellaneous.........................................................................................................................................24

Using Self Test.......................................................................................................................................25

Language...............................................................................................................................................25

Automatic Gain Control (AGC) ...............................................................................................................26

Default Phone/Erase All Settings............................................................................................................26

Function Keys ..........................................................................................................................27

Overview of the Function Keys...............................................................................................................27

Function Key Programming....................................................................................................................27

Shorthand Programming Mode...............................................................................................................29

Longhand Programming.........................................................................................................................30

Changing Function Key Labels...............................................................................................................31

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2410 and 5410 User Guide

System Features ......................................................................................................................32

Introduction ............................................................................................................................................32

Making Calls...........................................................................................................................................32

Answering Calls......................................................................................................................................33

Call Forwarding......................................................................................................................................33

Diverting Calls........................................................................................................................................34

Do Not Disturb........................................................................................................................................34

Voicemail................................................................................................................................................35

Default Feature Codes...........................................................................................................................36

Index.......................................................................................................................................... 37

2410 and 5410 User Guide Page iv IP Office 3.2 [15-601076] Issue [4] (5 June 2006)

The Telephone

About this Guide

This guide describes how to use all the features on your Avaya IP Office 2410/5410 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.avaya.com/support and also from

www.avaya.com/ipoffice/knowledgebase.

Overview

This guide covers the use of the 2410 and 5410 phones on IP Office. Both phones are similar, however the 5410 is only supported on the IP Office whereas the 2410 is supported on a range of Avaya phone systems.

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2410 and 5410 User Guide

1. Display, Call Appearance and Feature Buttons: Call Appearance keys allow 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.

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. See Ring

Options.

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: Standard 12-button pad for dialling phone numbers.

7. Volume Controls: Adjusts the speaker, handset, headset, or ringer volume depending on which is currently in use.

8. Handset and Headset Sockets: Used for connection of the handset and optional headset.

9. Mute: Turns the microphone on/off. When in use, the associated light is on and the caller cannot hear you.

10. Headset: Switches from handset to headset. The light associated with this button turns on when the headset is active.

11. Speaker: Access the speakerphone. The light associated with this button turns on when the speakerphone is active.

12. Exit: Returns you to the main call handling screen.

13. 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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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 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 predefined colleague’s phone. Hence, you can pick-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-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

 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 keys remain at their

default settings.

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2410 and 5410 User Guide

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 that can 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 that you can always access yourself by dialling short codes. For example, to listen to your voicemail messages, dial *17.

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. An H is displayed.

 On Hold:

A symbol next to a Call Appearance key indicate a call on hold. To take the call off hold and puts any other current call on hold, press .

 Function Active:

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

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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 Hold.

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.

The Telephone

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 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.

Indicates that the displayed item is the currently selected item.

Note

 The items displayed by your IP phone may differ slightly from the items listed above.

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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 next to 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, press

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 key.

Note

 To redirect an incoming call, press Drop to redirect the call to Forward on No Answer (if set) or

voicemail (if available).

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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 an outside line) and listen to the progress of the call.

1. Adjust speakerphone volume as necessary. To change the volume, press and . The display shows the eight volume levels.

1. If the call is not answered, press Speaker or press Drop.

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:

 To have the phone dial the last number that you dialed, press Redial and then press the

function key associated with the call. See Redial.

 Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.

 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:

 Replace the handset, speakerphone or headset.

 Press Drop.

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2410 and 5410 User Guide

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 your 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:

 Press next to the flashing bell icon ( ).

To clear a headset call:

 Press Drop.

To manually make a call:

 Dial the number (remember to include the required access code 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 select from (up to) one of the last ten numbers that you dialed by pressing

the associated a Call Appearance key. The call is made automatically for you.

 Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.

 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.

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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 Speaker. The LED beside the button illuminates.

1. Make or answer the call or access the selected feature.

1. Adjust the speakerphone volume if necessary. To change the volume, press and . The display shows the eight volume levels.

To change from the speakerphone to the handset:

 Pick up the handset and talk.

To change from the handset to the speakerphone:

 Press Speaker and hang up the handset.

To end a speakerphone call:

 Press Speaker again.

Speed Dial

The Speed Dial feature allows you to have the phone automatically dial calls to phone numbers stored in your personal directory. 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 SpDial. The Speed Dial screen is displayed.

1. Press the button next to the entry you want to call.

1. If the entry you want is not displayed, press 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.

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