Avaya 4400, 4600, 6400 IP Office User Manual

IP Office

4400, 4600 and 6400 Phone User Guide

Issue 10f (15th September 2005)

4400, 4600 and 6400 Phone User Guide Page iii IP Office Issue 10f (15th September 2005)

Table of Contents

44XX, 46XX and 64XX Telephones ........................................................................................... 5

44XX, 46XX and 64XX Telephones ........................................................................................................... 5

TransTalk MDW 9040................................................................................................................................. 5

Call Appearance Keys ................................................................................................................................ 6

Phone Key Symbols ................................................................................................................................... 7

The Display................................................................................................................................................. 8

Making Calls ............................................................................................................................... 9

Make a Call................................................................................................................................................. 9

Using the Directory ................................................................................................................................... 10

Redial ....................................................................................................................................................... 11

Make a Page Call ..................................................................................................................................... 11

Leave a Message ..................................................................................................................................... 11

Arrange a Callback ................................................................................................................................... 12

Leave a Message in Voicemail................................................................................................................. 12

Answering Calls ....................................................................................................................... 13

Answer a Call ........................................................................................................................................... 13

Internal Auto-Answer ................................................................................................................................ 13

Direct Pickup ............................................................................................................................................ 13

Answering a Message Indicator ............................................................................................................... 14

Answering a Page Call ............................................................................................................................. 14

Other Call Controls .................................................................................................................. 15

Account Codes ......................................................................................................................................... 15

Recording a Call ....................................................................................................................................... 15

Handsfree Operation ................................................................................................................................ 16

Drop a Call................................................................................................................................................ 16

Mute a Call ............................................................................................................................................... 16

Display the Call History ............................................................................................................................ 17

Conferencing Calls ................................................................................................................................... 18

Diverting/Forwarding Calls .....................................................................................................19

Switch Divert/Forwarding On.................................................................................................................... 19

Call Forwarding ........................................................................................................................................ 20

Send All Calls (Do Not Disturb) ................................................................................................................ 20

Setting Absence Text ............................................................................................................................... 21

Hold, Park & Transfer .............................................................................................................. 23

Parking Calls ............................................................................................................................................ 23

To Park a Call ...................................................................................................................................... 23

To Retrieve the Parked Call at Your Extension ...................................................................................23

To Retrieve a Parked Call at Another Extension ................................................................................. 24

To Display Parked Calls....................................................................................................................... 24

Holding Calls ............................................................................................................................................ 24

Transfer a Call .......................................................................................................................................... 24

Phone Controls ........................................................................................................................ 25

Display the Date and Time ....................................................................................................................... 25

Call Timer ................................................................................................................................................. 25

Display Call Information............................................................................................................................ 25

Changing the Volume ............................................................................................................................... 26

Changing the Ringer Sound ..................................................................................................................... 26

Hot Desking .............................................................................................................................................. 27

Group Enable/Disable .............................................................................................................................. 27

Lock/Unlock the Phone............................................................................................................................. 28

Change the Login Code............................................................................................................................ 28

Change the Extension Name.................................................................................................................... 28

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4400, 4600 and 6400 Phone User Guide Page iv IP Office Issue 10f (15th September 2005)

Change the Phone Language................................................................................................................... 29

Changing the System Date and Time....................................................................................................... 29

DSS Key Functions.................................................................................................................. 31

Overview................................................................................................................................................... 31

Programming Functions Against DSS Keys ............................................................................................. 32

Programming Using the Admin Menu....................................................................................................... 33

Admin Functions....................................................................................................................................... 34

Acct ...................................................................................................................................................... 34

AD ........................................................................................................................................................ 34

Admin................................................................................................................................................... 34

Apear ................................................................................................................................................... 34

AutoCB................................................................................................................................................. 34

CFrwd .................................................................................................................................................. 35

CPark ................................................................................................................................................... 35

CPkup .................................................................................................................................................. 35

Dir ........................................................................................................................................................ 35

DPkup .................................................................................................................................................. 35

Drop ..................................................................................................................................................... 35

GrpPg................................................................................................................................................... 36

HdSet ................................................................................................................................................... 36

Hfans.................................................................................................................................................... 36

HGNS+ ................................................................................................................................................ 36

Park...................................................................................................................................................... 36

Prog ..................................................................................................................................................... 36

RngOf................................................................................................................................................... 36

SAC...................................................................................................................................................... 37

Spres.................................................................................................................................................... 37

Timer.................................................................................................................................................... 37

TmDay ................................................................................................................................................. 37

Programming Using The ProgA Menu...................................................................................................... 38

Storing Abbreviated Dialing Under a DSS Key......................................................................................... 39

System Features ...................................................................................................................... 41

Introduction............................................................................................................................................... 41

Making Calls ............................................................................................................................................. 41

Answering Calls........................................................................................................................................ 41

Call Waiting .............................................................................................................................................. 42

Call Forwarding ........................................................................................................................................ 42

Diverting Calls .......................................................................................................................................... 42

Do Not Disturb .......................................................................................................................................... 43

Voicemail .................................................................................................................................................. 43

The System Administrator ........................................................................................................................ 44

Default Speed Dial and Feature Codes.................................................................................................... 44

Index.......................................................................................................................................... 45

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4400, 4600 and 6400 Telephones

This guide covers the use of most 4400, 4600 and 6400 Series telephones, running in Key and Lamp mode, on Avaya IP Office telephone systems.

• Note: The following phones have their own separate IP Office user guides: 2402, 2410, 2420,

4601, 4602, 4610, 4620, 5402, 5410, 5601, 5602, 5610 and 5620.

This guide assumes that the phone you are using has its default settings. Be aware that the System Administrator can reprogram the system and/or individual extensions to offer different sets of features. If in doubt please contact your System Administrator.

• Default Buttons

Each phone is configured by default with 3 Call Appearance buttons. These buttons are located on the top 3 buttons of the leftmost column. They are used to make and receive calls. See Call Appearance Keys.

• DSS Keys

This guide details accessing many functions by pressing Menu

. Many of those functions can

be assigned to the DSS keys on your phone. See DSS Key Functions.

• Note that the 4406D+, 4606D+ sets do not have the Menu button. For those sets, a

user can either have a button programmed through the manager (contact your system administrator) or by using the short codes. When using these sets, use short codes. This operation is described beginning in System Features.

• 4450 DSS Module

Some phones have a DSS port which allows the number of DSS keys available to can be increased by the addition of a DSS module. The 4450 DSS module is available for use with both the 4412D+ and 4424D+ sets. When using the 4450, ensure that the power supply is connected to the phone. The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track Extensions, Users or Park fields, or be programmed for other functions that help the user to handle calls more efficiently.

• System & User Short Codes

The system has a wide range of features that are triggered by dialing a particular sequence. These short codes can be system-wide or specific to an individual user. For details of the short codes available to you contact your System Administrator. For details of the normal default short codes see Default Speed Dial and Feature Codes.

TransTalk MDW 9040

The TransTalk MDW 9040 set is a wireless set that can be used with the system. It is plugged in to a DS port on either the base Control Unit or a DS expansion module. When using the set, the user must configure it to work with the system, by defining the button map to be used. This can be done by going to the set and pressing the Menu button, then using the arrow button to select Configuration, then Button Map and then selecting Merlin Magix.

Although the TransTalk MDW 9040 has a Menu

button, this button is local to the set and is used for features local to the set. For this reason, when using this set, a System Administrator must program the buttons for the user. See DSS Key Functions.

Features can also be accessed on these sets via shortcodes. For details of the normal default short codes see Default Speed Dial and Feature Codes.

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Call Appearance Keys

Each phone is configured by default with 3 Call Appearance keys.

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 predefined colleague’s telephone. 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.

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-up and their operation, refer the IP 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 keys remain at their

default settings.

44XX, 46XX and 64XX Telephones

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Phone Key Symbols

Your phone may use either text or icon markings for some keys.

• Spkr:

The light above the key is lit when working handsfree. See Handsfree Operation.

• Mute:

The light above the key is lit or blinking when using mute. See Mute a Call.

• Hold:

See Holding Calls.

• Redial:

See Redial.

• Trnsfr:

See Transfer a Call.

• Conf:

See Conferencing Calls.

• Message Indicator:

See Answering a Message Indicator.

• Menu:

Used to access features and functions. (Not available on the 4406D+, 4606D+ and TransTalk MDW 9040).

• The two keys are used to make display selections and data entry. (Not available on the

4406D+, 4606D+ and TransTalk MDW 9040).

• Exit:

Use this key to exit the administration menus and return to normal phone operation. (Not available on the 4406D+, 4606D+ and TransTalk MDW 9040).

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The Display

B Phone locked:

Internal calls only, see Lock/Unlock the Phone.

D Call Forwarding On:

See Call Forwarding.

G In Group:

H Held Call:

Shows the number of held calls, see Holding Calls.

Do Not Disturb On: See Send All Calls (Do Not Disturb).

P Parked Calls:

Shows the number of parked calls, see Parking Calls on page 36.

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.

01 Calls in Call History:

See Display the Call History.

DISC Disconnected:

Press Spkr

to end the call.

CONN Connected:

You are on a call.

CONF Conference Call:

You are part of a conference call, see Conferencing Calls. This is displayed on the left hand side of the display

PAGE Page Call:

See Answering a Page Call.

Time & Date: See Display the Date and Time.

Timer: See Call Timer.

Indicates that the displayed item is the currently selected item.

• Pressing Menu gives access to up to 12 softkey functions. Use and to show the functions

and press the display key beneath an option to select it.

• Pressing Menu twice gives access to additional functions.

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Making Calls

Make a Call

All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset.

On some models this facility is only one-way so you must use the handset to be heard once the call is connected.

To make a call

1. Dial the number you require.

• If ENTER ACCOUNT appears then you are required to enter an account code before

making calls, see Account Codes.

2. When answered either pickup the handset or, if your phone supports it, continue handsfree, see Handsfree Operation.

3. To end the call either put down the handset or if working handsfree press Spkr

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Using the Directory

The phone can display a directory of group names, extension names or directory names from which you can select and then dial. This feature is not supported on phones without Menu

and keys.

Note: This feature can work in two modes, Classic or Dial Name mode (the default). Contact your System Administrator if unsure which mode your telephone system uses.

To use the directory

1. Press Menu

and select Dir (this feature can also be set under a DSS key, see Programming

Functions Against DSS Keys).

• Alternatively, press Menu twice. Press and then select Dir.

2. Select from INDeX (internal extensions), Group (hunt groups) or Extrn (numbers in the IP Office Directory).

3. The next steps depend on which mode of working your system is using:

Dial Name Mode

a. Using the letter keys, start dialing the name that you want, eg. for names starting

with John dial 5646. Ignore any spaces in the name.

b. The display will show the first match to the letters entered so far. Either enter

further letters or:

• Press the and keys on either side of the current name to display the

other matches found so far.

• If NO MATCH is displayed press to go back to the previous step.

c. When the name you want is shown select Call.

d. If you cannot find the name you want press Exit

twice.

Classic Mode

a. Press the dialpad button that matches the first letter of the name you want. For

example, to select L press the 5 key three times.

b. Use the

and keys to move through the matching entries. You can press another

key on the dialing pad to select a different first letter.

c. When the name you want is shown select Call.

d. If you cannot find the name you want press Exit

twice.

Making Calls

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Redial

The phone stores a record of the numbers that you have dialed. You can display and select a number from that record.

4406D+, 4606D+ and TransTalk MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is used.

To redial a number dialed

1. Press Redial

2. The display shows numbers that you have recently dialed.

3. Use the

and keys to move through the stored numbers.

4. Press the key below a number to redial it or press Exit

to leave the display without making a

call.

Make a Page Call

You can make page calls to any extension or group of extensions that have suitable handsfree speakers. You call is only heard by those extension that are free.

4406D+ users can make a page call via the shortcodes. Contact your system administrator for the appropriate code.

TransTalk MDW 9040 users can make Page Calls, but cannot receive them.

To make a page call

1. Press Menu

twice.

2. Select Call.

3. Enter the extension or group number (use the top-left display key to backspace).

4. Select Page.

Leave a Message

When you call another extension that doesn't answer you can leave them a message indication. Depending on the type of their phone, they may have a message indicator lamp, which lights (stations that do not have the Menu

button and softkeys do not light). If their phone has a display it may also

display your name and number for a return call.

On your phone the

lamp indicates when you have messages, see Answering a Message Indicator.

To send a message indication

Press Menu

twice.

Select Call.

Enter the extension number (use the top-left display key to backspace).

Select Messa.

Press Exit

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Arrange a Callback

If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extension is next used you phone will ring and when you answer the extension is rung.

To set a callback during a call

1. If when you make a call you are not answered or the station is busy, press Menu

2. Using the

and keys, display and select AutCB (This feature can also be set under a DSS key,

see Programming Functions Against DSS Keys).

3. End your call attempt.

4. After the extension you were calling is next used, your phone will ring and when you answer the other extension is rung. Your phone rings the number of times that has been specified in the Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

5. Press Exit

if you desire.

To arrange a callback without making a call

1. Press Menu

twice.

2. Select Call.

3. Enter the extension number (use the top-left display key to backspace).

4. Press

and select CallB.

5. Press Exit

6. When that extension becomes free, you phone is rung and if you answer the other extension then rings. Your phone rings the number of times that has been specified in the Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

Leave a Message in Voicemail

You can leave a message for directly in voicemail for an extension without ringing the extension. This will light that extension message indicator if they have one.

4406D+, 4606D+ and TransTalk MDW 9040 users can leave a message for an extension via the shortcodes. Contact your system administrator for the appropriate code.

To leave a message directly in voicemail

1. Press Menu

twice.

2. Select Call.

3. Enter the extension or group number (use the top-left display key to backspace).

4. Press

and select Vmail.

5. You should hear the mailbox greeting and then be prompted to leave a message.

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Answering Calls

Answer a Call

To answer a call:

1. Your display will show whatever information the system has about the calling party.

2. Press Spkr

to answer handsfree or pickup the handset.

Internal Auto-Answer

Internal auto-answer connects your internal calls after just one ring. This feature also applies when a user is in Headset Mode (See Using Headsets).

TransTalk MDW 9040 users do not have access to Internal Auto Answer.

To set/cancel internal auto-answer

1. Press Menu

2. Select HfAns (This feature can also be set under a DSS key, see Programming Functions Against DSS Keys).

3. Press Exit

Direct Pickup

You can pickup a call ringing at another extension if you know the extension number.

4406D+, 4606D+ and TransTalk MDW 9040 users can pickup a call for an extension via the shortcodes. Contact your system administrator for the appropriate code or if using the default shortcodes see Answering Calls .

To do a direct pickup

1. When you here the extension ringing, press Menu

2. Using the

and keys, display and then select DpkUp (This feature can also be set under a DSS

key, see Programming Functions Against DSS Keys).

3. Enter the extension number and then select Done. Note that a DSS key cannot be used to enter the extension number.

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Answering a Message Indicator

If another extension has left you a message or you have voicemail, then your lamp is lit.

Note: If you have voicemail ringback switched on, then whenever you have new messages the voicemail system will ring you after you use the phone.

4406D+, 4606D+ and TransTalk MDW 9040 sets can access their Voicemail Messages by using the shortcode for Voicemail Collect. Contact your system administrator for the appropriate code or if using the default codes see Voicemail.

To answer a message indication

1. Press Menu

twice.

2. Select Msgs.

• A above Voice indicates that you have voicemail messages.

• A above Recvs indicates that another extension has lit you message indicator. See

Leave a Message. It can also indicate that an IP Office SoftConsole operator has sent you a text message.

3. Select the type of message you want to answer.

4. To check message indicators and text messages, select Recvs.

• The display will show the time, date and caller's extension number. It also shows the

message number and total number of messages.

• Use the and keys to move through the stored messages.

• Press the top-right display key to delete the displayed messages.

5. To check voicemail messages, select Voice.

• The display will show you how many voicemail messages you have in your mailbox. It you

are a member of a hunt group that has messages, the hunt group name is also shown. Select the display key for the mailbox you want to check.

• Follow the prompt to check your messages.

• For further details see Voicemail.

Answering a Page Call

Other users may page you or a group to which you belong. You will hear the page through your phone handsfree speaker and Page is displayed. See Make a Page Call.

To answer a page and turn it into a normal call between you and the person doing the paging, press the Conf

key.

TransTalk MDW 9040 users can make Page Calls, but cannot receive them.

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Other Call Controls

Account Codes

You can enter an account code during a call. Some extension may also be required to enter an account code before making a call.

4406D+, 4606D+ and TransTalk MDW 9040 users must enter the account code via a short code. Contact your system administrator for the appropriate short code.

Note: A list of valid account codes is stored on the system. Contact you System Administrator for a list of account codes which you should use.

To enter an account code

You can do this before or during a call. If done before you will then hear dial tone at which you can dial the number required.

1. Press Menu

twice.

2. Select Func and then Acct (This feature can also be set under a DSS key, see Programming Functions Against DSS Keys). The display shows ENTER ACCOUNT.

3. Enter the account code to associate with the call and then select Set.

4. If REENTER ACCOUNT appears then the code was not recognized by the system. Enter a valid code.

5. If already on a call you can now continue the call. If entering the account code before making a call, the display now shows Dial and you should hear dial tone.

Recording a Call

This function is not available on all systems or phones. You must have Voicemail Pro running on the system. If the feature does not work, check with your System Administrator to see what Voicemail Package you are using. The recording is placed into your voicemail mailbox.

To record a call

1. During the call, press Menu

twice.

2. Select Func and then Recor.

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