AVAYA 4620, 4620SW, 4621SW User Guide

4620/4620SW/4621SW IP Telephone

Release 2.2 User Guide

555-233-781

April 2005

Issue 2.2

Notice

Every effort was made to ensure that the information in this document was complete and accurate at the time of printing. However, information is subject to change.

Warranty

Avaya Inc. provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty. In addition, Avaya’s standard warranty language as well as information regarding support for this product, while under warranty, is available through the following Web site: http://www.avaya.com/support

Preventing Toll Fraud

“Toll fraud” is the unauthorized use of your telecommunications system by an unauthorized party (for example, a person who is not a corporate employee, agent, subcontractor, or is not working on your company's behalf). Be aware that there may be a risk of toll fraud associated with your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

Avaya Fraud Intervent ion

If you suspect that you are being victimized by toll fraud and you need technical assistance or support, in the United States and Canada, call the Technical Service Center's Toll Fraud Intervention Hotline at 1-800-643-2353.

Disclaimer

Avaya is not responsible for any modifications, additions or deletions to the original published version of this documentation unless such modifications, additions or deletions were performed by Avaya. Customer and/or End User agree to indemnify and hold harmless Avaya, Avaya's agents, servants and employees against all claims, lawsuits, demands and judgments arising out of, or in connection with, subsequent modifications, additions or deletions to this documentation to the extent made by the Customer or End User.

How to Get Help

For additional support telephone numbers, go to the Avaya support Web site: http://www.avaya.com/support

• Within the United States, click the Escalation Contacts link that is located under the Support Tools heading. Then click the appropriate link for the type of support that you need.

• Outside the United States, click the Escalation Contacts link that is located under the Support Tools heading. Then click the International Services link that includes telephone numbers for the international Centers of Excellence.

Providing Telecommunications Security

Telecommunications security (of voice, data, and/or video communications) is the prevention of any type of intrusion to (that is, either unauthorized or malicious access to or use of) your company's telecommunications equipment by some party.

Your company's “telecommunications equipment” includes both this Avaya product and any other voice/data/video equipment that could be accessed via this Avaya product (that is, “networked equipment”).

An “outside party” is anyone who is not a corporate employee, agent, subcontractor, or is not working on your company's behalf. Whereas, a “malicious party” is anyone (including someone who may be otherwise authorized) who accesses your telecommunications equipment with either malicious or mischievous intent.

Such intrusions may be either to/through synchronous (time-multiplexed and/or circuit-based) or asynchronous (character-, message-, or packet-based) equipment or interfaces for reasons of:

• Utilization (of capabilities special to the accessed equipment)

• Theft (such as, of intellectual property, financial assets, or toll facility access)

• Eavesdropping (privacy invasions to hum ans )

• Mischief (troubling, but apparently innocuous, tampering)

• Harm (such as harmful tampering, data loss or alteration,

Be aware that there may be a risk of unauthorized intrusions associated with your system and/or its networked equipment. Also realize that, if such an intrusion should occur, it could result in a variety of losses to your company (including but not limited to, human/data privacy, intellectual property, material assets, financial resources, labor costs, and/or legal costs).

regardless of motive or intent)

. If you are:

Responsibility for Your Company’s Telecommunications Security

The final responsibility for securing both this system and its networked equipment rests with you - Avaya’s customer system administrator, your telecommunications peers, and your managers. Base the fulfillment of your responsibility on acquired knowledge and resources from a variety of sources including but not limited to:

• Installation documents

• System ad ministration documents

• Security documents

• Hardware-/software-based security tools

• Shared information between you and your peers

• Telecommunications security experts

To prevent intrusions to your telecommunications equipment, you and your peers should carefully program and configure:

• Your Avaya-provided telecommunications systems and their interfaces

• Your Avaya-provided software applications, as well as their underlying hardware/software platforms and interfaces

• Any other equipment networked to your Avaya products

TCP/IP Facilities

Customers may experience differences in product performance, reliability and security depending upon network configurations/design and topologies, even when the product performs as warranted.

Standards Compliance

Avaya Inc. is not responsible for any radio or television interference caused by unauthorized modifications of this equipment or the substitution or attachment of connecting cables and equipment other than those specified by Avaya Inc. The correction of interference caused by such unauthorized modifications, substitution or attachment will be the responsibility of th e user. Pursuant to Part 15 of the Federal Communications Commission (FCC) Rules, the user is cautioned that changes or modifications not expressly approved by Avaya Inc. could void the user’s authority to operate this equipment.

Product Safety Standards

This product complies with and conforms to the following international Product Safety standards as applicable:

Safety of Information Technology Equipment, IEC 60950, 3rd Edition, or IEC 60950-1, 1st Edition, including all relevant national deviations as listed in Compliance with IEC for Electrical Equipment (IECEE) CB-96A.

Safety of Information Technology Equipment, CAN/CSA-C22.2 No. 60950-00 / UL 60950, 3rd Edition, or CAN/CSA-C22.2 No. 60950-1-03 / UL 60950-1.

Safety Requirements for Information Technology Equipment, AS/NZS 60950:2000.

One or more of the following Mexican national standards, as applicable: NOM 001 SCFI 1993, NOM SCFI 016 1993, NOM 019 SCFI 1998

Electromagnetic Compatibility (EMC) Standards

This product complies with and conforms to the following international EMC standards and all relevant national deviations:

Limits and Methods of Measurement of Radio Interference of Information Technology Equipment, CISP R 22:1997, EN55022:1998, and AS/N ZS

3548. Information Technology Equipment – Immunity Characteristics – Limits

and Methods of Measurement, CISPR 24:1997 and EN55024:1998, including:

• Electrostatic Discharge (ESD) IE C 61000 -4 -2

• Radiated Immunity IEC 61000-4-3

• Electrical Fast Transient IEC 61000-4-4

• Lightning Effects IEC 61000-4-5

• Conducted Immunity IEC 61000-4-6

Federal Communi cations Commi ssion Statement Part 15:

Note: This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense.

Part 68: Answer-Supervision Signaling

Allowing this equipment to be operated in a manner that does not provide proper answer-supervision signaling is in violation of Part 68 rules. This equipment returns answer-supervision signals to the public switched network when:

• answered by the called station,

• answered by the attendant, or

• routed to a recorded announcement that can be administered by the customer premises equipment (CPE) user.

This equipment returns answer-supervision signals on all direct inward dialed (DID) calls forwarded back to the public switched telephone network. Permissible exceptions are:

• A call is unanswered.

• A busy tone is received.

• A reorder tone is received.

Avaya at test s tha t thi s r egis te red eq ui pmen t is cap ab le o f pr ovid in g user s access to interstate providers of operator services through the use of access codes. Modification of this equipment by call aggregators to block access dialing codes is a violation of the Telephone Operator Consumers Act of 1990.

Means of Connection

Connection of this equipment to the telephone network is shown in the following tables.

Canadian Department of Commu nications (DOC) Interference Information

This Class B digital apparatus complies with Canadian ICES-003. Cet appareil numérique de la classe B est conforme à la norme

NMB-003 du Canada. This equipment meets the applicable Industry Canada Terminal

Equipment Technical Specifications. This is confirmed by the registration number. The abbreviation, IC, before the registration number signifies that registration was performed based on a Declaration of Conformity indicating that Industry Canada technical specifications were met. It does not imply that Industry Canada approved the equipment.

Declarations of Conformity

United States FCC Part 68 Supplier’s Declaration of Conformity (SDoC) Avaya Inc. in the United States of America hereby certifies that the

equipment described in this document and bearing a TIA TSB-168 label identification number complies with the FCC’s Rules and Regulations 47 CFR Part 68, and the Administrative Council on Terminal Attachments (ACTA) adopted technical criteria.

Avaya further asserts that Avaya handset-equipped terminal equipment described in this document complies with Paragraph 68.316 of the FCC Rules and Regulations defining Hearing Aid Compatibility and is deemed compatible with hearing aids.

Copies of SDoCs signed by the Responsible Party in the U. S. can be obtained by contacting your local sales representative and are available on the following Web site: http://www.avaya.com/support

All Avaya media servers and media gateways are compliant with FCC Part 68, but many have been registered with the FCC before the SDoC process was available. A list of all Avaya registered products may be found at: http://www.part68.org manufacturer.

European Union Declarations of Conformity

by conducting a search using “Avaya” as

Japan

This is a Class B product based on the standard of the Voluntary Control Council for Interference by Information Technology Equipment (VCCI). If this equipment is used in a domestic environment, radio disturbance may occur, in which case, the user may be required to take corrective actions.

To order copies of this and other docume nts:

Call: Avaya Publications Center

Voice 1.800.457.1235 or 1.207.866.6701 FAX 1.800.457.1764 or 1.207.626.7269

Write: Globalware Solutions

200 Ward Hill Avenue Haverhill, MA 01835 USA

Attention: Avaya Account Management E-mail:totalware@gwsmail.com For the most current versions of documentation, go to the Avaya support

Web site: http://www.avaya.com/support

Avaya Inc. declares that the equipment specified in this document bearing the “CE” (Conformité Europeénn e) mark conforms to the European Union Radio and Telecommunications Terminal Equipment Directive (1999/5/EC), including the Electromagnetic Compatibility Directive (89/336/EEC) and Low Voltage Directive (73/23/EEC). This equipment has been certified to meet CTR3 Basic Rate Interface (BRI) and CTR4 Primary Rate Interface (PRI) and subsets thereof in CTR12 and CTR13, as applicable.

Copies of these Declarations of Conform ity (DoCs) can be obtai ne d by contacting your local sales representative and are available on the following Web site: http://www.avaya.com/support

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Intended Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Issue Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

What’s New in This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

How to Use This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Document Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Conventions Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Symbolic Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Typographic Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Chapter 1: Introducing Your 4620/4620SW/4621SW IP Telephone . . . . 13

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

The 4620/4620SW/4621SW IP Telephone. . . . . . . . . . . . . . . . . . . . . . . 14

About the Feature Key Expansion Unit (EU24/EU24BL) . . . . . . . . . . . . . . 18

Navigating Application Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4620/4620SW/4621SW IP Telephone Applications. . . . . . . . . . . . . . . . . . 20

Phone Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Speed Dial Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Call Log Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Web Access Application (Optional) . . . . . . . . . . . . . . . . . . . . . . . 21

4620/4620SW/4621SW Telephone Options. . . . . . . . . . . . . . . . . . . . 21

Additional 4620/4620SW/4621SW Functionality. . . . . . . . . . . . . . . . . . . 22

Push Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Automatic Backup/Retrieval Feat ure. . . . . . . . . . . . . . . . . . . . . . . 22

Chapter 2: Using Your 4620/4620SW/4621SW IP Telephone . . . . . . . 23

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Call Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Manual Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Automatic Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Redialing a party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Dialing a party using a Speed Dial button . . . . . . . . . . . . . . . . . . 26

Automatically dialing a party using an administered Line/Feature button 26

Calling a party from the Call Log . . . . . . . . . . . . . . . . . . . . . . . 27

Calling a party from the Web Access application . . . . . . . . . . . . . . 28

Issue 2.2 April 2005 5

Contents

Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Call Handling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Mute. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Speaker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Changing from the Speaker to the handset or headset . . . . . . . . . . . 31

Changing from the handset or headset to the Speaker . . . . . . . . . . . 31

Turning the Speaker on during a call. . . . . . . . . . . . . . . . . . . . . 31

Turning the Speaker off during a call. . . . . . . . . . . . . . . . . . . . . 31

Ending a call while the Speaker is active . . . . . . . . . . . . . . . . . . 31

Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Retrieving a Voice Mail Message . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Logging Off the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Reinstating the Phone After a Logoff . . . . . . . . . . . . . . . . . . . . . . 33

Forcing a Login to the Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 3: Using the Speed Dial Application . . . . . . . . . . . . . . . 35

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Entering Data on Speed Dial Screens . . . . . . . . . . . . . . . . . . . . . . . . 35

Entering Characters Using the Dialpad . . . . . . . . . . . . . . . . . . . . . 35

Editing During or After Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Name Entry Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Adding a Speed Dial Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Updating Speed Dial Button Label Information . . . . . . . . . . . . . . . . . . . 39

Deleting a Speed Dial Button Label . . . . . . . . . . . . . . . . . . . . . . . . . 40

Chapter 4: Using the Call Log Application. . . . . . . . . . . . . . . . . 43

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

About the Call Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Viewing a Call Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Adding a Call Log Entry to a Speed Dial Button. . . . . . . . . . . . . . . . . . . 45

Deleting Call Log Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Deleting a Single Call Log Entry . . . . . . . . . . . . . . . . . . . . . . . . . 46

Deleting All Entries from a Call Log . . . . . . . . . . . . . . . . . . . . . . . 47

Disabling the Call Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

6 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Chapter 5: Using the Web Access Application . . . . . . . . . . . . . . 49

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Web Access Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Navigating Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Navigating the Home Page and Other

Standard-Size Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Entering Text on Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Entering Characters Using the Dialpad . . . . . . . . . . . . . . . . . . . . . 53

Adding a Speed Dial Button for a Web Site Telephone Number . . . . . . . . . . 54

Chapter 6: 4620/4620SW/4621SW IP Telephone Options . . . . . . . . . 55

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Accessing the Options Main Menus . . . . . . . . . . . . . . . . . . . . . . . . . 56

Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Setting the Redial Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Setting the Phone Screen on Answer? Option . . . . . . . . . . . . . . . . . 58

Setting the Phone Screen on Calling? Option. . . . . . . . . . . . . . . . . . 58

Setting the Display Call Timers? Option . . . . . . . . . . . . . . . . . . . . . 59

Setting the Message Display Rate . . . . . . . . . . . . . . . . . . . . . . . . 59

Setting the Call Appearance Width. . . . . . . . . . . . . . . . . . . . . . . . 60

Setting Visual Alerting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Enabling/Disabling the Call Log . . . . . . . . . . . . . . . . . . . . . . . . . 60

Contents

Personal Ringing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Status Screen Viewing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Viewing IP Address Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Viewing Quality of Service (QoS) Status. . . . . . . . . . . . . . . . . . . . . 62

Viewing Interface Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Viewing Miscellaneous Status . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Changing the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Viewing the Network Audio Quality . . . . . . . . . . . . . . . . . . . . . . . . . 64

Logging Off the 4620/4620SW/4621SW IP Telephone . . . . . . . . . . . . . . . . 64

Reinstating the Phone After a Log Off . . . . . . . . . . . . . . . . . . . . . . 65

Backup/Restore Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Settings Saved During a Backup . . . . . . . . . . . . . . . . . . . . . . . . . 66

Setting the Automatic Backup Option . . . . . . . . . . . . . . . . . . . . . . 67

Verifying Backup/Retrieval Stat us . . . . . . . . . . . . . . . . . . . . . . . . 68

Retrieving and Restoring Data from a Backup File . . . . . . . . . . . . . . . 69

Setting a User ID, Password, and other FTP

(File Transfer Protocol) Options. . . . . . . . . . . . . . . . . . . . . . . . . 70

Issue 2.2 April 2005 7

Contents

Feature Button Labeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Changing a Phone/PC Ethernet Interface . . . . . . . . . . . . . . . . . . . . . . 74

Selecting an Alternate Language. . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Chapter 7: Headsets and Handsets . . . . . . . . . . . . . . . . . . . . 77

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Headsets for 4600 Series IP Telephones . . . . . . . . . . . . . . . . . . . . . . . 77

Handsets for 4600 Series IP Telephones. . . . . . . . . . . . . . . . . . . . . . . 78

Chapter 8: Telephone Management and Troubleshooting . . . . . . . . 79

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Interpreting Ringer Tones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Interpreting Display Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Testing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Testing the Telephone’s Lights and Display. . . . . . . . . . . . . . . . . . . 82

Basic Troubleshooting Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Troubleshooting 4620/4620SW/4621SW Applications. . . . . . . . . . . . . . . . 85

Resetting and Power Cycling the IP Telephone . . . . . . . . . . . . . . . . . . . 87

Resetting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Power Cycling the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

8 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

About This Guide

Overview

This guide covers how to use your new 4620/4620SW/4621SW IP Telephone. The 4620/

4620SW/4621SW is simple to use while offering the latest advances in telephony systems.

IP (Internet Protocol) telephones obtain their operational characteristics from your central

telephone server rather than residing in t he phone unit itself. Updates and new features are

downloaded to your phone without intervention or the need for phone replacement.

This guide contains eight chapters, geared to how you actually use the phone, each of which is

described in the section titled Document Organization

Intended Audience

This document is intended for IP telephone users who have a 4620/4620SW/ 4621SW IP

Telephone. It is not intended to be a technical referenc e guide for Sy stem Administrators or

phone technicians.

Issue Date

This document was issued for the first time in July, 2002. It has been revised as follows:

● for Release 1.8 in June, 2003,

● for Release 2.0 in December, 2003,

● for Release 2.1 in July, 2004, and

● for Release 2.2 in April, 2005.

The current version of this guide (April , 2005) supersedes all previous versions.

Issue 2.2 April 2005 9

About This Guide

What’s New in This Document

Release 2.2 introduces the additi on of the 4621SW IP Telephone. The 4621SW has almost the

same appearance, user interface, and functi onality as the 4620/4621SW IP T e lephones, but

includes a backlit display.

Also with Release 2.2, the 4620SW and 4621SW support Hebrew as part of their language

configuration options.

How to Use This Document

This guide is organized to help you find topics in a logical manner. Read it from start to finish to

get a thorough understanding of how to use you r 4620/4620SW/4621SW IP Telephone. Or, use

the Table of Contents or Index to locate information specific to a task or function you want to

perform.

10 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Document Organization

This guide contains the following chapters:

Document Organization

Chapter 1: Introducing Your 4620/4620SW/4621SW IP Telephone

Chapter 2: Using Your 4620/ 4620SW/4621SW IP Telephone

Chapter 3: Using the Speed Dial Application

Chapter 4: Using the Call Log Application

Chapter 5: Using the Web Access Application

Chapter 6: 4620/4620SW/ 4621SW IP T elephone Options

Describes each element on the face of the telephone. Also covers telephone navigation, applications and features.

Covers all call-related information, such as initiating calls, receiving calls, speed diali ng, calling a p arty on the call log, conferencing and transferring calls, accessing and retrieving voice mail messages, logging off the phone for security purposes and logging back on to the phone.

Describes how to add, update, and remove Speed Dial buttons, to facili tate quick dialing of frequently called numbers.

Describes how to view entries on each of t he three types of call logs, add a log entry to a Speed Dial button, and delete one or more call log entries.

Explains how to use the 4620/4620SW/4621SW’s Web access functions.

Provides first-time use setup and ongoing maint enance procedures for 4620/4620SW/4621SW Telephone options. Also covers troubleshooting certain phone functions.

Chapter 7: Headsets and Handsets

Chapter 8: Telephone Management and Troubleshooting

Conventions Used

This guide uses the following textual, symbolic, and typographic conventions to help you

interpret informati on.

Provides a list of headsets and handsets compatib le with 4600 Series IP Telephones, and ordering information.

Covers testing your phone’s oper ation and provides basic troubleshooting actions, if you encounter errors or experience problems.

Issue 2.2 April 2005 11

About This Guide

Note:

Symbolic Conventions

Note: This symbol precedes additional information about a topic.

Typographic Conventions

This guide uses the following typographic conventions:

Document Underlined type indicates a section or sub-section in this

document containing additional information about a topic.

“Document” Italic type enclosed in quotes indicates a reference to an external

document or a specific chapter/section of an external document.

Italics Italic type indicates the result of an action you take or a system

response in step by step procedures.

Conference In step by step procedures, words shown in bold represent a

single telephone button that should be pressed/selected.

Introduction

This chapter introduces you to the layout of the 4620/4620SW/4621SW IP Telephone. It

provides a description for each functional button and other phone characteristics, briefly

describes each 4620/4620SW/4621SW application, and provides basic instructions for

navigating display screens.

Note: The 4620 and 4620SW SW IP Telephones have the exact same appearance,

user interface, and functionali ty. The phones do have somewhat different internal circuitry, and, unlike the 4620, the 4620SW supports Russian and multi-byte characters (Chinese, Japanese, and Hebrew), as covered in Selecting an

Alternate Language in Chapter 6: 4620/4620SW/4621SW IP Telephone Options.

When the term “4620” is used anywhere in this document, the informati on also applies to the 4620SW, unless otherwise noted.

Note: The 4620SW and the 4621SW are almost exactly the same telephone. Both

telephones have the same appearance, user interfa ce, and functionality. The phones do have somewhat different internal circuitry, and the 4621SW has a special backlighted display. Like the 4620SW , the 4621SW suppor ts Russian and multi-byte characters (Chinese, Japanese, and Hebrew), as covered in

Selecting an Alternate Language Telephone Options. When this document uses the terms “4620” and 4620SW,”

the information also applies to the 4621SW, unless otherwise noted.

in Chapter 6: 4620/4620SW/4621SW IP

Issue 2.2 April 2005 13

Introducing Your 4620/4620SW/4621SW IP Telephone

The 4620/4620SW/4621SW IP Telephone

The 4620/4620SW/4621SW IP Telephone is an innovative telephone that gives you access to

the World Wide Web while offering the latest features and applications. The large display area

allows up to 12 applic ation-specific buttons to be presented and labeled at one time.

Additionally, 12 Line/Feature buttons, 4 softkeys, and other fixed buttons provide access to

powerful capabili ties such as:

● call server-based features,

● speed dialing,

● a Call Log, and

● a WML (Wireless Markup Language, a Web development protocol) b rowser.

This last feature is cove red in detail in Chapter 5: Using the Web Access Application

. The WML browser provides access to Web sites tailored specifically for devices with smaller display screens like cell phones and Personal Dat a Assistants.

In addition to these features and applicati ons, the 4620/4620SW/4621SW provides a robust menu of options to customize your phone preferences.

Your telephone’s display area coincides with how your Syste m Administrator sets up the Line/ Feature buttons. The 4 softkeys assist you in using 4620/4620SW/4621SW applications and features. The 14 standard (labeled) buttons assist in telephone operation and call handling. A built-in, two-way Speaker, and an infrared interface (not applicabl e on the 4621SW) combine to provide ease of use and flexibility. The telephone has an adjustable stand that moves to optimize your viewing position via the button on the back.

Figure 1

shows the face of the 4620/4620SW/4621SW IP Telephone. This diagram contains numbered “callouts” identify ing the phone ’ s primary features an d buttons . If you are viewi ng this guide online, you can c lick the cal lout to jump t o the correspo nding feature or button description. Otherwise, each callout is described in detail in Table 1

following the diagram.

14 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Figure 1: 4620/4620SW/4621SW IP Telephone

The 4620/4620SW/4621SW IP Telephone

4 5

7 8

9 10 11 12 13

14 15

4 6

1 1

1 1 2

Issue 2.2 April 2005 15

Introducing Your 4620/4620SW/4621SW IP Telephone

Table 1: 4620/4620SW/4621SW IP Telephone Button/Feature Descriptions

Callout Number

1 Message Waiting

Button/Feature Name

Lamp

Button/Feature Description

When lit, indicates you have a message waiting on your voice messaging system. This indicator can also be optioned to flash for incoming calls.

2 Display The display screen is 4 inches by 2.9 inches. Information

displayed varies according to the application/function currently active. When the phone is idle, the top area displays the current date and time. When someone is calling you, the name/phone number of that person displays in the top area. The display has eight lines. Six display lines are devoted to the current application. One line shows softkey labels for the current application and one line shows Help and other procedural messages. Four grayscale color s are used to indicate activity.

3 Line/Feature

buttons

Twelve Line/Feature buttons provide both call appearances (lines for incoming and outgoing calls ) and application-specific functionality.

4 Softkeys Used to navigate to, or start applic ation- specifi c acti ons, such

as Call a number, Cancel the current activity, Save entered data such as a S peed Dial label.

5 Phone/Exit Displays the Phone application main screen or, if applicable,

exits the current call serv er-based f eat ure and normali zes the display.

6 Options Displays the Options main screen, from which displ a y and

application settings can be updated.

7 Page Left/Right Shifts from one p age to another i n the same appli cation, when

the display presents the “paging indicator” ( ). These buttons have no effect when the Paging Indicator is not displayed.

8 Speaker LED

Lights steadily when the Speaker is active.

Indicator

9 Speaker Accesses the Speaker feature.

10 Headset LED

Lights steadily when the headset is active.

Indicator

1 of 2

16 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

The 4620/4620SW/4621SW IP Telephone

Table 1: 4620/4620SW/4621SW IP Telephone Button/Feature Descriptions (continued)

Callout Number

Button/Feature Name

Button/Feature Description

11 Headset With a headset connected, changes audio control from the

handset or Speaker to the headset.

12 Mute LED

Indicator

Lights steadily when the handset, headset or Speaker is muted.

13 Mute Turns of f the active Speaker, handset, or headset

microphone, to prevent the other person from hearing you.

14 Volume Control Adjusts the handset, Speaker, headset, or ringer volume,

depending on which item is in use. When you increase or decrease the volume, the top display area shows an icon to indicate the item for which you are adjusting the volume. A visual “volume meter” that shows the volume le vel fol lows the icon. This button also controls the volume of the key click sounds. Key clicks sound when you press fi xed buttons on the phone such as the dialpad or softkeys.

15 Headset Jack Provides a port for connecting a headset on the undersid e of

the phone.

16 Hold Red button used to place a call on hold.

17 Tr ansfer Transfers a call to another phone.

18 Conference Sets up conference calls with more than one other person.

19 Drop Drops the last person added to a Conference call or ends the

current call, if you are not on a Conference call.

20 Redial Redials the last number dialed from the phone or displays a

list of the last six numbers dialed for selection. Set using the Options button described in Chapter 6: 4620/4620SW/

4621SW IP Telephone Options.

21 Numeric (Dialing)

Standard 12 button pad for dialing phone numbers.

Pad

22 Feature Key

Expansion Unit Connection Jack

Provides a port (on the underside of the phone) for connecti ng the optional EU24/EU24BL (Feature Key Expansion Unit), which provides additional telephone Feature buttons.

2 of 2

Issue 2.2 April 2005 17

Introducing Your 4620/4620SW/4621SW IP Telephone

About the Feature Key Expansion Unit (EU24/EU24BL)

The Feature Key Expansion Unit is an optional device that can be connected to your 4620 IP Telephone. The EU24 and EU24BL contain 24 buttons onto which your System Administrator sets up additional IP tel ephone features an d/or call ap pearances (inc oming and outgoing l ines).

The EU24BL is essentially the same as an EU24, except with a backlit display. When we use the term “EU24” anywhere in this guide, the information also applies to the EU24BL, unless otherwise noted.

The EU24 is recommended for use with the 4620 and 4620SW IP Telephones. The EU24BL is recommended for use with the 4621SW IP Telephone.

For usage instructions, see the EU24/EU24BL Expansion Module User Guide (Document Number 555-250-702, available at http://www.avaya.com/support

Navigating Application Screens

Your 4620 IP Telephone uses Phone Feature buttons, Line/Feature buttons, and Softkeys to allow you maximum flexibility in phone operation and application usage. While reviewing this section, it can help to refer to Figure 1: 4620/4620SW/4621SW IP Telephone

Phone Feature buttons are used in the Phone application and appear on the face of the telephone around the dialpad. Phone buttons have an icon on the top of the button, to indicate the button’s function. These buttons provide mostly call-handling features like Transfer, Conference, Hold, or Redial. Two new phone feature buttons are:

● Phone/Exit ( ) - used to exit call server- based featur es and rest or e the Ph one s creen

to the display, and

● Options ( ) - used to access the Options function to set cert ain phone parameters

and view phone/server/connection status and other information for troubleshooting.

The Page Left and Page Right buttons ( ) (between the Phone/Exit and Options buttons) are also considered phone buttons. Use them to move forward (Right Arrow) or backward (Left Arrow) from one display screen to another. These paging buttons work in conjunction with the paging indicators ( ) you may see on an application screen. Paging indicators show that a screen has more than one page, and allow you to navigate forward and back through those additi onal pag es. To activat e the funct ion or f eature repr esented by a pho ne button, just press the appropriate button.

on page 15.

Line/Feature buttons ( ) appear on both sides of the display area. These but tons provide call appearances (Lines) and other call-related features (as administered by your System Administrator) in the Phone application. They also serve as application-specific buttons in the Call Log or other applications. For example, pressi ng a Line/Feature button in the Call Log application selects t he corresponding entry, allowing you to take further action with your

18 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Navigating Application Screens

selection. When you enter text on a screen (for example, a Speed Dial button label), several Line/Feature buttons provide editing features like backspacing or hyphenation.

Here is an example of the dif f erence bet ween a Line /Feature butt on’s functionality in the Phone application versus other applications. To call someone from the Phone application (the default display screen) you press the firs t Line/Feature ( call appearance) but ton and dial your p arty. But in the Call Log application, pressing the fi rst Line/Feature button displays detailed information about the first call log entry.

In addition to the call-related ic ons and features expl ained in Table 1 display colors in Table 2

are associated with certain administrable features on the call server,

, the icons and background

and might appear on the display. Several features, such as flash, wink, and flutter, are associated with Call Center operations, and might not apply to many 4620 users.

Table 2: Icons/Background Colors for Features on the 4620/4 620SW/4621SW

Icon

Description/ Condition

Feature Button Display Background Color

None Feature is on/active. White None Feature is off/inactive. Light Gray

None Feature denied (Broken Flutter). This is a temporary

Light Gray condition, accompanied by an “error beep” on the first occurrence. This condition then changes to the of f/inactive state.

None Idle. Indicates a (call appearance) line is available. White

Ringing. Indicates an incoming call is arriving on this line. White

Active. Indicates the line is in use. Light Gray

On Hold. Indicates a call is on hold on this line. Dark Gray

(Soft) Hold. Indicates thi s line's call was put on hold

Dark Gray pending a conference or a transfer.

Flash. Used for Call Center operations. Light Gray

Flutter. Used for Call Center operations. Light Gray

Wink. Used for Call Center operations. Light Gray

Issue 2.2 April 2005 19

Introducing Your 4620/4620SW/4621SW IP Telephone

Four softkeys ( ) appear directly below the display area. They allow you to access the other 4620 applications. In an applicati on, they allow you to perform application-specific functions, like add, save, edit, delete, or cancel. The labels above the softkeys reflect their function relative only to that specific screen.

4620/4620SW/4621SW IP Telephone Applications

Your 4620 IP Telephone provides four applications (Phone, Speed Dial, Call Log, and Web). Additionally, use the Options function to define settings, personalize your phone, and troubleshoot certain f unctions. All applications appear in the display area, accessed by the softkeys appearing below the display.

A brief description of each application follows.

Phone Application

The Phone application is the primar y application. Use t his application t o make and receive calls, and perform call-handling operations like conference calling or transferring calls to another phone.

Chapter 2: Using Your 4620/4620SW/4621SW IP Telephone

Phone application.

Speed Dial Application

The Speed Dial appli cation provides access to the Speed Dial buttons that facilitate automatic dialing. Use this application to:

● set up buttons for speed dialing,

● update Speed Dial button labels, or

● remove the label from a Speed Dial button.

Chapter 3: Using the Speed Dial Application

from Speed Dial butt ons. Call ing using a Speed Dial button is covered in Chapter 2: Using Your

4620/4620SW/4621SW IP Telephone.

provides information on using the

describes how to set up, update and remove labels

20 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Call Log Application

The Call Log application provides three lists, each showing up to 30 outgoing, incoming answered or missed calls. Use this application to call a person directly from the Call Log or to add a log entry’s name and phone number to a Speed Dial button. In addition, you can disable the Call Log for privacy purposes by setting the Call Log Disable option, as described in

Chapter 6: 4620/4620SW/4621SW IP Telephone Options

4620/4620SW/4621SW IP Telephone Applications

Chapter 4: Using the Call Log Appli cation

Log entry to a S peed Dial but ton. Making a call from the Call Log is covered in Chapt er 2: Using

Your 4620/4620SW/4621SW IP Telephone.

covers viewing, delet ing log entr ies, and adding a Call

Web Access Application (Optional)

The Web Access application allows you to acces s Web pages reachable through links from a Home page (and connected p ages) . This a pplicat ion i s optiona l and is specifi call y adminis tered by your System Administrator. Depending on the Home page links available, you can browse Corporate intranet sites or browse the World Wide Web.

Chapter 5: Using the Web Access Application

pages, and provides inf ormati on abo ut ente ring t ext on W e b pages. Making a call from the Web Access application is covered in Chapter 2: Using Your 4620/4620SW/4621SW IP Telephone

covers navigating Web access screens and

4620/4620SW/4621SW Telephone Options

Access the Options function using the Options ( ) button below and to the right of the display area. Using Options menus, you set certain phone parameters, such as display area contrast, how you want the Redial button to work, the language in which information displays, when you want your saved information backed up or restored, or how you want your Feature buttons labeled. You can also view telephone status screens for troubleshooting or information purposes. Chapter 6: 4620/4620SW/4621SW IP Telephone Options

covers all options.

Issue 2.2 April 2005 21

Introducing Your 4620/4620SW/4621SW IP Telephone

Additional 4620/4620SW/4621SW Functionality

Push Feature

Your System Administrator can “push” a Web p age, a text message, an audio message, or any combination of those items to your 4620/4620SW/4621SW IP Telephone. Depending on how the pushed material is administered, it may override what is otherwise presented by the telephone. In general, the pushed content is also accompanied by one or more notification tones. S pecifically, your System Administrator can:

● Use the telephone’ s browser to display a spec ific W eb p age instead of displaying whatever

you were viewing. Alternative ly, the System Administrator can have a Web page available in the background, for you to view when you use the Web applic ation. Typically, in this second case, you would generally get a message on the display’ s top line alerting you to the waitin g Web page.

● Present a text message on the top display line. This message may temporaril y overwrite

whatever is otherwise displayed on the top line.

● Present an audio message, even if you a re on a call. If you are not on a call, the t elephone

usually goes off-hook automatically on the Speaker. If you are on a call, the party with whom you are speaking is automatically put on Hold and cannot hear the pushed message. Once you start heari ng the pushed message, you can stop listening by s electing a Call Appearance Line (for example, the line you were on when the pushed message came in), going back on-hook, etc. Typically though, pushed audio messages involve emergencies or other important information, and should be listened to. Once a message completes, you can return to your existing call.

Automatic Backup/Retrieval Feature

If your telephone is appropriately administered, (see Backup/Restore Options), you can store your Speed Dial button data, options settings and other personal settings on an FTP (File Transfer Protocol) server in your network. When you log in to any 4620/4620SW/4621SW IP Telephone supporting Release 2.1 or later software, that telephone attempts to retrieve your data from that server. Assuming both the original phone and the second phone are properly administered, this second telephone displays your data and settings, even if you have never used that particular phone before. Your System Administrator has more information about how this feature operates.

If the telephone supports the automat ic retrieval procedure describe d in the previous paragraph, your phone also automatically stores changes you make to associated button data, settings, etc.

22 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Chapter 2: Using Your 4620/4620SW/4621SW IP

Telephone

Introduction

This chapter describes how to make calls, receive cal ls, retrieve voice mail messages, and log off your 4620/4620SW/4621SW IP Telephone. The telephone Line/Feature buttons that assist in call handling are also covered in this chapter.

Call Appearances

In the Phone application, a call appearance, by default, takes up the entire display width, while administered Feature buttons take up half the display width. When a call appearance is full-width, use t he Line /Featur e buttons on ei ther si de of that row to sel ect that call appe aranc e, and usually, all associated messages. When a call appearance is half-width, for example, the full width default has been changed, use only the Line/Feature buttons on the appropriate side of that row to select that call appearance. In the case of half-width call appearances, call-associated messages show on the top display line instead of on that row. See

Chapter 6: 4620/4620SW/4621SW IP Telephone Options

appearance width.

for information about setting the call

Depending on how your phone is administer ed, you might have some b lank Line/Feature butt on labels. Pressing a Line/Feature button associat ed with a blank label has no effect.

Making Calls

You have several ways of making calls. You can:

● lift the handset,

●

activate a headset if one is connected to your phone,

● use the Speaker, or

● use an automatic dial feature like speed dial, redial, or abbreviated dialing.

This section describes all of these calling methods.

Issue 2.2 April 2005 23

Using Your 4620/4620SW/4621SW IP Telephone

Note:

Note: You can set an option for whether the Phone screen displays when you make an

outgoing call, or whether the current screen rem ains displayed. See Application

Options in Chapter 6: 4620/4620SW/4621SW IP Telephone Options for details.

Manual Dialing

Dial a call manually by picki ng up the handset, act ivating your head set, or pressi ng the Speaker button.

1. Pick up the handset, activate your headset, or press th e Speaker button and dial. If the Phone screen is active, the first available call appearance line displays the off-hook

() icon and the background appears shaded.

If the Phone screen is not active, the top display li ne provides call-related messages. If applicable, the Call Timer displays at the top of the display area.

Note: Displaying the Call T imer is optional and is set by means of the Options button.

See Chapter 6: 4620/4620SW/4621SW IP Telephone Options

2. Use the dialpad to enter the number you want to call.

The number entered display s on the act ive cal l appear ance l ine and t he 46 20 IP Telephone initiates the call .

3. Hang up the handset, deactivate the headset, or press the Speaker button to end the call.

Automatic Dialing

Automatic dialing includes:

● redialing a previously called number,

● speed dialing a number program med on a Speed Dial button,

● using an administered Abbreviated Dialing Feature button to initiate a call,

● dialing a party listed on your Call Log, or

● dialing a party from a Web page displayed through the Web Access application.

for information.

Note: The 4620 IP Telephone often receives telephone numbers through the Call Log

or Web Access application that are not immediately “dialable.” For example, the Call Log might contain an incoming call from the following U.S. phone number: 732-555-1234. In general, if you try to dial that number as is, the call cannot go

24 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

through - first you have t o dial one or more digit s t o obtai n an outs ide li ne, access

Note:

your corporate telephone n etwork, or add some other cod e before yo u can return the call. As of Release 1.8, the 4620 IP Telephone can, if appropriately administered, automatically dial those “extra” digits for you. So with one touch, the telephone automatically di als 91-732-555-1 234. Your telephone administr ator has information on setting up this Enhanced Dialing capability.

If all lines are in use, automatic dialing will not work.

Redialing a party

Depending on how you have set up your Redial option, selecting Redial automatically di als the most recent number dialed, or displays a list of the last six outgoing calls for selection of the number to be dialed. Chapter 6: 4620/4620SW/4621SW IP Telephone Options the Redial feature. Both procedures follow.

Note: Your Telephone Administrator can turn off the Redial feature, or can restr ict your

phone to dialing only the last number dialed. If the Redial feature is turned off, pressing the Redial button generates an error tone. If the Redial feature is restricted to only t he last number dialed, follow the i nstructions b elow for redial ing the last number called.

Making Calls

, covers setting

Redialing the last number called:

Press the Redial ( ) Feature button. The last number dialed is automatically rediale d.

Redialing using a list of the last six numbers called:

1. Press the Redial ( ) Feature button.

The Redial screen displays the last six unique numbers dialed and the prompt “Select number to dial.” appears at the top of the display.

2. Press the Line/Feature button associated with the numbe r you want to redial.

If the call can be dialed, the Phone application screen displays and the selected number dials automatically.

If the selected number cannot be dialed (for example, if all call appearance lines are currently on Hold), all Redial entri es are disabled. If you press a number for redialing while in this state, an error beep tone sounds and no further action occurs.

3. Proceed with the call. A Call Log entry is created for this call.

Issue 2.2 April 2005 25

Using Your 4620/4620SW/4621SW IP Telephone

Note:

Dialing a party using a Speed Dial button

Automatic dialing of pre-stored numbers is t he most common method of automatic dialing. You can set up Speed Dial buttons and select the party you want to cal l by pressing that button. For information on setting up Speed Dial buttons, see Chapter 3: Using the Speed Dial Application Because the 4620 IP Telephone’s advanced capabi lities allow up to 108 speed dial entries, speed dialing as described here is convenient and efficient.

1. Press the SpDial softkey at the bottom of the display screen.

The first twelve Speed Dial buttons display, one name/number per button, and the prompt “Select entry to dial” appears at the top of the display area.

2. If the party you want to call appears on the display, proceed to Step 3. If the party you want to call is not shown, press the Page Right ( ) button to display the next page of entries, Continue until the number/p a rty yo u want di splays. You can also pres s the Page Left () button to display the preceding page of entries.

3. Press the Line/Feature button associated with the name/number of the pers on you want to call.

The number of the selected person dials automatically.

4. Pick up the handset, activate the headset, or use the Speaker to proceed with the call.

5. Hang up the handset, deactivate the head set, or press the Speaker ( ) button to end the call.

Automatically dialing a par t y using an administered Line/Featur e button

Your System Administrator can program individual numbers on Line/Feature buttons (this is called Abbreviated Dialing) . If so, such numbers display on t he Phone application scr een (or the Feature Key Expansion Unit, if this optional device is attached to your phone) with labels assigned by the System Administrator.

If the label for the number you want to call appears in the display area, press the appropriate button,

or Press the Page Right () or Page Left ( ) button(s) below the display area until the

label of the party you want to call displays. Then press that button.

The number dials automatically and the screen displays the appropriate call appearance line as active.

Note: Usually, you can re-label administered Feature buttons as you see fit, as

described in Feature Button Labeling

on page 72.

26 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

Calling a party from the Call Log

Note:

Your 4620 IP Telephone maintains a log of up t o 90 outgoing, incoming answered, and incomi ng unanswered calls to/from your phone. Each log can have up to 30 calls.

1. To call a party listed in the Call Log, press the Log softkey at the bottom of the display area.

The first six missed calls display, one name/number per button, and the prompt “Select entry for details” appears at the top of the display area.

2. If the party you want to call is in a dif ferent Call Log, press the softkey that represents the Call Log where that entry appears (either Outgo or InAns).

The selected Call Log displays.

3. If the party you want to call appears, proceed to Step 4. If the party you want to call is not displayed, press the Page Right ( ) button to display the next page of entries. Conti nue until the number/par ty you want displays. You can also press the Page Left ( ) button to display the preceding page of entries.

4. Press the Line/Feature button associated with the name/number of the pers on you want to call.

The associated Call Detail screen displa ys.

Making Calls

5. Select Call.

The phone goes off-hook and the sel ected par ty’s number i s dialed. If the “Phone Screen on Calling” option is set to “Yes” (as described in Chapter 6: 4620/4620SW/4621SW IP

Telephone Options) the Phone application screen displays. A Call Log entry is created for

this call.

Note: If your administrator has set up the Enhanced Dialing feature, selecting Call

causes the 4620 to automatically add any appropriate digits (such as those required to get an outside line) to phone numbers i n the Missed and InAns Call Logs. If you press Call, but the call does not go through, check with your Telephone Administrator to ensure that the Enhanced Dialing feature is set up properly for your environment.

6. Proceed with the call as usual.

See Chapter 4: Using the Call Log Application

for more information about the Call Log.

Issue 2.2 April 2005 27

Using Your 4620/4620SW/4621SW IP Telephone

Note:

Calling a party from the Web Access application

Your 4620’s optional Web Access application can automatically dial Web links designated by the Web page author as phone numbers. To call a party using a Web link, just select that link.

Note: If your administrator has set up the Enhanced Dialing feature, selecting a link to

call a party causes the 4620 to automatically add any appropriate digits (such as those required to get an outside line) to phone numbers. If you select a call link, but the call does not go through, check with your Telephone Administrator to ensure that the Enhanced Dialing feature is set up prope rly for yo ur envir onment.

Receiving Calls

When someone calls you and the Phone screen is active, the Bell ( ) icon appears as the phone rings and (if so administered) the Voice Message light flashes. When the Phone screen is active, call information displays on the incoming call appearance line. If the Phone screen is not active, call information appears on the top display line.

To receive the call, pick up the handset, activate the headset, or press the Speaker button and talk.

Note: You can set an option for whether the Phone screen displays when you receive

an incoming call, or whether the current screen remai ns displayed. You can also set an option to flash the Message W aiting Lamp when the phone rings. See

Application Options

in Chapter 6: 4620/4620SW/4621SW IP Telephone Options

for details.

Call Handling Features

The features described in this section are available while calls are in progress. Use the dedicated Feature buttons on the telephone itself, or administered Feature buttons available using the 4620’s softkeys, as applicable.

Note: Features can also be accessed t hrough an opt iona l Featur e Key Expa nsio n Uni t,

described in Chapter 1: Introducing Your 4620/4620SW/4621SW IP Telephone

28 4620/4620SW/4621SW IP Telephone Release 2.2 User Guide

+ 64 hidden pages