Avaya 4620, 5620, IP Office 4620, IP Office 5620 User Manual

IP Office 4.0

4620 and 5620 Series User Guide

15-601081 Issue 4 (12th December 2006)

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IP Office 4.0 15-601081 Issue 4 (12th December 2006)

Table of Contents

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

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

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

Call Appearance Keys..............................................................................................................................4

Call Appearance Keys Icons.....................................................................................................................5

The Display..............................................................................................................................................6

Logging On...............................................................................................................................................7

Logging Off...............................................................................................................................................8

No User....................................................................................................................................................8

System Features......................................................................................................................................8

Basic Call Handling ...................................................................................................................9

Answering Calls........................................................................................................................................9

Making a Call..........................................................................................................................................10

Clearing a Call........................................................................................................................................10

Headset Working....................................................................................................................................11

Speakerphone........................................................................................................................................12

Mute.......................................................................................................................................................12

Hold........................................................................................................................................................12

Speed Dial..............................................................................................................................................13

Redial.....................................................................................................................................................13

Transfer..................................................................................................................................................14

Conference.............................................................................................................................................15

Speed Dials...............................................................................................................................16

Overview................................................................................................................................................16

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

Adding a Speed Dial from the Call Log...................................................................................................17

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

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

Adding a New Speed Dial.......................................................................................................................18

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

Overview................................................................................................................................................19

Accessing Call Logs...............................................................................................................................20

Displaying an Individual Log Entry..........................................................................................................21

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

Turning a Log Entry into a Speed Dial....................................................................................................21

Deleting an Individual Log Entry.............................................................................................................22

Deleting all Entries from a Log................................................................................................................22

Exiting the Call Log ................................................................................................................................22

Disabling the Call Log.............................................................................................................................22

Using Visual Voice...................................................................................................................23

Overview of Visual Voice........................................................................................................................23

Listen to Voicemails................................................................................................................................24

Changing Your Greeting.........................................................................................................................25

Send a Voicemail ...................................................................................................................................25

Email Alerts............................................................................................................................................26

Changing Your Mailbox Password..........................................................................................................26

Voicemail Transfer .................................................................................................................................27

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Changing Options....................................................................................................................28

Personal Ringing Options.......................................................................................................................28

Viewing IP Settings ................................................................................................................................28

Contrast Control.....................................................................................................................................29

Reinstating the Phone............................................................................................................................29

Changing Key Labels.............................................................................................................................30

Displaying Language Selection ..............................................................................................................31

Phone Screen on Answer.......................................................................................................................31

Phone Screen on Calling........................................................................................................................32

Displaying Call Timers............................................................................................................................32

Message Display Rate............................................................................................................................32

Call Appearance Width...........................................................................................................................33

Visual Alerting........................................................................................................................................33

Function Keys ..........................................................................................................................34

Overview................................................................................................................................................34

Function Key Programming....................................................................................................................35

Shorthand Programming Mode...............................................................................................................36

Longhand Programming Mode...............................................................................................................37

System Features ......................................................................................................................38

Introduction ............................................................................................................................................38

Ring Back...............................................................................................................................................38

Call Waiting............................................................................................................................................38

Call Forwarding......................................................................................................................................39

Diverting Calls........................................................................................................................................39

Do Not Disturb........................................................................................................................................40

Parking Calls..........................................................................................................................................40

Private Call.............................................................................................................................................41

Voicemail................................................................................................................................................41

Default Short Codes...............................................................................................................................42

Web Browsing..........................................................................................................................43

Overview................................................................................................................................................43

Accessing External WAP Websites........................................................................................................43

Web Navigation Controls........................................................................................................................44

Entering Data.........................................................................................................................................45

Management and Troubleshooting ........................................................................................46

Overview................................................................................................................................................46

Testing the Phone's Lights and Display..................................................................................................46

Troubleshooting......................................................................................................................................47

Index..........................................................................................................................................49

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IP Office 4.0 15-601081 Issue 4 (12th December 2006)

The Telephone

About this Guide

This guide describes how to use all the features on your Avaya IP Office 4620/4621/4625/5620/5621
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
http://marketingtools.avaya.com/knowledgebase.

Overview

This guide covers the use of the 4620, 4621, 4625, 5620 and 5621 phones on IP Office phone system.
These phones are physically similar. The key difference is that the 5620 and 5621 are only supported on
the IP Office where as the 4620, 4621 and 4625 are supported on a range of Avaya phone systems.

The diagram below shows the main phone features:

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1. Display and Feature Buttons:
The Call Appearance Keys enable you to handle multiple calls with the display showing call
information. There are 2 pages in the display; giving up to 24 system features that can be
allocated to the function keys. See Call Appearance Keys and Overview. The information
displayed varies according to the active feature.

The display of the 4621 and 5621 phones have a backlight, while the display of the 4625 has a
color backlight with built in standby mode. When in standby, lifting the handset or pressing
PHONE/EXIT will re-activate the display.

2. Message Waiting Lamp: This lamp is used as follows;

 On (Continuous): There are new messages in your voicemail mailbox, or in 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 Visual

Alerting.

3. 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.

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

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. Numeric (dialling) Pad:
Standard 12 button pad for dialling phone numbers.

7. 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.

8. 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.

9. 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. The headset jack socket is
located on the base of the phone underneath the front edge.

10. SPEAKER and LED Indicator:
Accesses the SPEAKER feature. The associated LED lights steadily when the SPEAKER is
active.

The Telephone

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11. 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.

12. Softkeys:
Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control
certain actions within the features. These keys correspond to the text prompts in the display
screen immediately above them.

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Call Appearance Keys

There are four pages of call appearance and function keys. You can search through these by pressing

and . At default, first page of the main call screen contains three keys set as ‘call appearance’ keys.
With these keys the phone is a multi-line phone, indicated as a=, b= and c=. The remaining 21 Function
Keys can have system features allocated to them, by your system administrator, that are specific to your
requirements (see Function Keys).

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.

 System Features

System Features, such as Abbreviated Dial (that automatically dials a frequently used number)
can be set against key and/or dial pad digits. See Function Keys.

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.

Note

 If your phone is operating in single line mode, call appearance keys are not available.

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.

The Telephone

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Call Appearance Keys 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. To answer the call and put
any other current call on hold, press the adjacent .

 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 the adjacent

. An H is displayed.

 On HOLD:

A symbol next to a call appearance key indicates a call on hold. To take the call off hold and
put any other current call on hold, press the adjacent .

 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.

NoUser No User:

The extension is not currently logged on. see No User

O 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.

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.

ssss Suppressed Code:

When the Authorization code, if required, is entered, the number you enter is displayed as
"ssss" for security purposes.

Indicates that the displayed item is the currently selected item.

Note

 Some of the display items listed above may not be available on your IP phone.

The Telephone

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Logging On

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

 Forced login - if your configuration does not allow automatic login to your home extension.
 To use an extension other than your own (hot desking)
 If you, or somebody else, has logged you out of your extension.

Notes

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

extension you have logged on to.

 Certain information such as speed-dials and call log are telephone model dependent, and will not

be passed to the new extension.

 You will be able to hot desk to extensions on remote sites only if the Small Community Advanced

Networking License is installed on that system.

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

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

Notes

 Your login code, if configured, will be supplied by your Administrator.
 You have 4 attempts at logging on. If you fail to logon correctly, the message "Invalid" will be

shown on the main display and you will hear the busy tone. If you fail all 4 attempts to log on, you
must wait 90 seconds before any login will be accepted, whether correct or not.

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Logging Off

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

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

Caution

 Call Log entries and certain Speed Dial settings will remain on the extension even once you are

logged out.

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

No User

The NoUser configuration will be used for extensions where the home user is not currently logged on for
example:

 The home user is logged on to another extension
 Forced login is enabled

An extension set as NoUser will display the name "NoUser" and the extension number line will be blank
or not-available.

If required, and you have been allocated a login code, you can logon using your extension number and
login code. (see Logging On)

Note

 Although calls may be made from an extension marked NoUser, normally calls cannot be

received on that extension.

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 Function Keys. Refer to the 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, dial *17 to listen to your voicemail messages.

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Basic Call Handling

Answering Calls

When a call arrives at your phone, you hear a ringing tone and a blinking bell icon appears on the
associated call appearance.

To answer an incoming call at your extension:

Do one of the following:

 If you are not active on another call, answer the call using your handset, headset or

speakerphone (see Speakerphone).

or

 If you are active on a call already, place the active call on hold (see Hold), and then answer the

incoming call.

or

 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 button.

Notes

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

voicemail (if available).

 If your phone rings for any longer than a specified period (15 seconds in default), any re-direction

feature that you have activated, such as voicemail or call forwarding, will come into effect.

To answer a call at another extension:

You can answer from your own phone by using Call Pick-Up; lift your handset and dial:

 *30 to answer a call ringing anywhere.
 *31 to answer a call within your group.
 *32*201# to answer the call for a particular extension, in this example 201.

The default ring cadences are:

 Internal calls - single ring cadence.
 External calls - double ring cadence.

These can be changed by your system administrator.

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Making a Call

There are several options for making a phone call, depending on what how you want to use the phone.

To make a call using the handset:

1. Pick up the handset.

2. Dial the phone number of the person you want to contact, including any outside line digits and/or
area codes.

To make a call using speakerphone:

1. Press SPEAKER.

2. Dial the phone number of the person you want to contact, including any outside line digits and/or
area codes.

See SPEAKERphone for more information on using the speakerphone.

To make a call using speed dial:

 See Speed Dials.

Clearing a Call

To clear an established call:

Either:

 Replace the handset.
 Press DROP.

Basic Call Handling

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Headset Working

When a headset is to be used, 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 HEADSET.

If you are already on a call:

1. Place the first call on hold

2. Press next to the flashing bell icon ( ).

To clear a headset call:

 Press DROP.

To manually make a call:

 Press HEADSET.
 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:

 Press HEADSET.

Do any of the following:

 Press REDIAL and then press to have the phone dial the last number that you dialed.

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, 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 the handset.
Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as
in very noisy locations).

To use the speakerphone with any feature:

1. Press SPEAKER.

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

3. Adjust the speakerphone volume if necessary. To adjust the volume, press and . The eight
volume levels are displayed.

To change from speakerphone to handset:

 Pick up the handset and continue talking.

To change from handset to speakerphone:

1. Press SPEAKER.

2. Hang up the handset.

To end a speakerphone call:

 Press SPEAKER again.

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.

To prevent the other person on the line from hearing you:

1. Press MUTE. The other party cannot hear you. The indicator next to the MUTE button lights
when MUTE is active.

2. To reinstate two-way conversation, press MUTE again.

Hold

The HOLD feature puts a call on hold until you retrieve it.

To place a call on hold:

 Press HOLD.

The line display area changes to white text with a dark gray background, and is displayed.

To retrieve a held call:

 Press the corresponding on which the call is being held. The call is now active.

Basic Call Handling

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Speed Dial

The Speed Dial feature allows the phone to dial numbers stored in your personal directory (maximum of

104).

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.

2. Press the button next to the entry you want to call.
If the entry you want does not display, 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.

Redial

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

To redial a previously dialed number:

 Press REDIAL. To search through the entries, press and . When you have located the

required number, press the associated key.

To change the REDIAL number selection:

1. Press OPTIONS and press Application Options.

2. Press REDIAL to toggle between Last 6 Numbers and Last Number.

3. Press Save. To restore the previous setting without changing it, press Cancel.