Avaya 4610, 5610 User Manual

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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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

5610/4610 Phone User Guide Page iii IP Office 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.

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.

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-defined 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.

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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:

symbol next to a call appearance key indicates an incoming call. Pressing the adjacent

key answers the call and puts any other current call on hold.

• Connected:

symbol next to a call appearance key indicates that it is the currently connected call. The

A caller's telephone number (if available) is also shown. Pressing the adjacent call on hold. An H is also shown on the display.

• On Hold:

symbol next to a call appearance key indicates a call on hold. Pressing the adjacent

key 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.

key puts the

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 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.

o To change the volume use the

(There are eight volume levels.)

• If the call is not answered, you can clear the call by pressing

• 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:

and buttons. The display shows the volume level.

Speaker or Drop

• Press

you dialed.

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

• 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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Redial and a call appearance key to have the phone dial the last number that

Clearing a Call

To clear an established call either:

1. Replace the handset

Basic Call Handling Features

2. Press will then hear silence.

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

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 button is illuminated when headset working is activated.

To answer an incoming call:

1. Press the call appearance key

To clear a headset call:

1. Press

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:

Drop.

next to the flashing bell icon ( ):

Headset. The lamp beside the

• Press Redial and a call appearance key to have the phone dial the last number that you

dialed.

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

• 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-way built-in speakerphone allows you to make and answer calls without lifting your handset. Keep in mind that two-way speaker 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 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

2. Hang up the handset.

To end a speakerphone call

1. Press

Speaker. The LED beside the button illuminates.

again. The LED beside the button goes out.

and buttons.

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

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

3. If the entry you want is not displayed, use

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.

SpDial softkey. The Speed Dial screen is displayed.

and to cycle through the entries.

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Basic Call Handling Features

Redial

The Redial feature automatically redials a previously dialed extension or outside number (up to 24 digits). The phone stores up to three of the last numbers dialed.

Note: If you have dialed the same number twice in succession, it will only have one appearance in the redial list.

To redial the last number that you dialed

1. Press entries. When you have located the required number, press the associated key.

Redial followed by a call appearance key . Use and to cycle through the

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 Speakerphone, but can be used to hold an off-line conversation at any time during a call.

Preventing the other person on the line from hearing you:

1. Press when mute is active.

2. To reinstate two-way conversation, press

Mute. The other party cannot hear you. The indicator next to the Mute button lights

Mute again.

Hold

If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can then Hold the first call and answer the second call.

To put an existing call on hold:

1. Press

; showing that the line is on hold.

Hold or the Call Appearance button with the symbol against it. The symbol changes to

2. Answer the second call by pressing the Call Appearance button with the symbol changes to

To return to the held call:

If you have a call in progress, then first put that call on hold as above.

To retrieve a held call, simply press the Call Appearance button with the

Notes:

After a pre-set time (defined by your System Administrator), you are reminded that you have a call on

hold by the

If the system feature AutoHold is on (consult your System Administrator) then you can hold an active

) by pressing the second call’s Call Appearance button ( ). If AutoHold is off, then pressing

call ( the second call’s Call Appearance button (

To transfer a held call see Transfer.

hold icon changing for a few moments to with the phone ringing.

; showing that the line is connected.

) will drop the first call.

symbol against it. The

against it.

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Transfer

The Transfer feature allows you to transfer a call from your telephone to another extension or outside number.

To transfer the current call to another extension:

With a call in progress, press

When you hear dial tone, dial the number to which the call is to be transferred.

Do one of the following:

To transfer the call without announcing it, either hang up or press

transfer is complete. If the transferred call is not answered within a preset time, it is returned to you.

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

the transfer.

If the called party does not wish to accept the call, press

held call by pressing its call appearance button.

If the line is busy or if there is no answer, press

pressing its call appearance button.

To transfer a new call to a held call using Conference:

With a call in progress and you wish to make an enquiry call or another call arrives, press

Make or answer the second call. The new call requires to be transferred to the first held call.

To transfer the new call to the held call, press

complete.

Transfer

Transfer again. The

Transfer again to complete

Drop. You can return to the

Drop. You can return to the held call by

Conference and then Drop. The transfer is

Hold.

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