Avaya 4620SW, 4621SW User Guide

4620SW/4621SW SIP IP Telephone

Release 2.2 User Guide

16-300474

Issue 2.2

August 2005

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 Intervention

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 humans)

• Mischief (troubling, but apparently innocuous, tampering)

• Harm (such as harmful tampering, data loss or alteration, regardless of motive or intent)

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).

. 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 administration 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 the 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, CISPR 22:1997, EN55022:1998, and AS/NZS

3548. Information Technology Equipment – Immunity Characteristics – Limits

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

• Electrostatic Discharge (ESD) IEC 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 Communications Commission 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

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

Avaya attests that this registered equipment is capable of providing users 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 Communications (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 the customer premises equipment (CPE) user.

• A call is unanswered.

• A busy tone is received.

• A reorder tone is received.

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 documents:

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 Europeénne) 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 Conformity (DoCs) can be obtained 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

How to Use This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Document Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Conventions Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Symbolic Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Typographic Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

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

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

The 4620SW/4621SW SIP IP Telephone . . . . . . . . . . . . . . . . . . . . . . . 13

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

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

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

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

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

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

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

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

Automatic Backup/Retrieval Feature . . . . . . . . . . . . . . . . . . . . . . . 22

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

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

Session Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

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

Automatic Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Redialing a party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Speed Dialing a party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

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

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

Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Call Handling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

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

Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Issue 2.2 August 2005 5

Contents

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

Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Retrieving a Voice Mail Message . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Logging Off the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Logging On to the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

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

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

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

Using the Dialpad to Enter Characters . . . . . . . . . . . . . . . . . . . . . . 35

Entering a Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Entering a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Entering a URI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Editing During or After Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Name Entry Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

URI Entry Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Adding a Speed Dial Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Updating Speed Dial Button Labels . . . . . . . . . . . . . . . . . . . . . . . . . 41

Deleting a Speed Dial Button Label . . . . . . . . . . . . . . . . . . . . . . . . . 43

Chapter 4: Using the Call Log Application. . . . . . . . . . . . . . . . . 45

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

About the Call Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Viewing a Call Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Adding a Call Log Entry to a Speed Dial Button. . . . . . . . . . . . . . . . . . . 47

Deleting Call Log Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Deleting a Single Call Log Entry . . . . . . . . . . . . . . . . . . . . . . . . . 49

Deleting All Entries from a Call Log . . . . . . . . . . . . . . . . . . . . . . . 50

Disabling the Call Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Chapter 5: Using the Web Access Application . . . . . . . . . . . . . . 51

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Web Access Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Navigating Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Navigating the Home Page and Other

Standard-Size Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

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

Entering Text on Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Using the Dialpad to Enter Characters . . . . . . . . . . . . . . . . . . . . . . 55

Adding a Speed Dial Button for a Web Site Telephone Number or URI . . . . . . 56

Chapter 6: 4620SW/4621SW SIP IP Telephone Options. . . . . . . . . . 59

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Accessing the Options Main Menus . . . . . . . . . . . . . . . . . . . . . . . . . 60

Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Setting the Redial Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Setting the Phone Screen on Answer? Option . . . . . . . . . . . . . . . . . 62

Setting the Phone Screen on Calling? Option . . . . . . . . . . . . . . . . . . 62

Setting the Display Call Timers? Option . . . . . . . . . . . . . . . . . . . . . 63

Setting the Message Display Rate . . . . . . . . . . . . . . . . . . . . . . . . 63

Setting the Call Appearance Width . . . . . . . . . . . . . . . . . . . . . . . . 64

Setting Visual Alerting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Enabling/Disabling the Call Log . . . . . . . . . . . . . . . . . . . . . . . . . 64

Personal Ringing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Status Screen Viewing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Viewing IP Address Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Viewing Quality of Service (QoS) Status . . . . . . . . . . . . . . . . . . . . . 66

Viewing Interface Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Viewing Miscellaneous Status . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Contents

Changing the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Viewing the Network Audio Quality . . . . . . . . . . . . . . . . . . . . . . . . . 68

Logging Off the 4620SW/4621SW SIP IP Telephone. . . . . . . . . . . . . . . . . 68

Logging On to the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Backup/Restore Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Settings Saved During a Backup . . . . . . . . . . . . . . . . . . . . . . . . . 70

Setting the Automatic Backup Option . . . . . . . . . . . . . . . . . . . . . . 71

Verifying Backup/Retrieval Status . . . . . . . . . . . . . . . . . . . . . . . . 72

Retrieving and Restoring Data from a Backup File . . . . . . . . . . . . . . . 73

Setting a User ID, Password, and other

File Transfer Protocol Options . . . . . . . . . . . . . . . . . . . . . . . . . 74

Feature Button Labeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Changing a Telephone/PC Ethernet Interface . . . . . . . . . . . . . . . . . . . . 78

Selecting a Display Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Changing the Transfer Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Issue 2.2 August 2005 7

Contents

Chapter 7: Headsets and Handsets . . . . . . . . . . . . . . . . . . . . 81

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Headsets for 4600 Series SIP IP Telephones. . . . . . . . . . . . . . . . . . . . . 81

Handsets for 4600 Series SIP IP Telephones . . . . . . . . . . . . . . . . . . . . 82

Chapter 8: Telephone Management and Troubleshooting . . . . . . . . 83

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Interpreting Ringer Tones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Interpreting Display Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Testing Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Testing the Telephone Lights and Display Area. . . . . . . . . . . . . . . . . 85

Basic Troubleshooting Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Troubleshooting 4620SW/4621SW Applications. . . . . . . . . . . . . . . . . . . 88

Resetting and Power Cycling the SIP IP Telephone . . . . . . . . . . . . . . . . . 91

Resetting Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Power Cycling the Telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

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

About This Guide

Overview

This guide covers how to use your new 4620SW/4621SW SIP IP Telephone. The 4620SW/ 4621SW is simple to use while offering the latest advances in telephony systems. Session Initiation Protocol (SIP) Internet Protocol (IP) telephones obtain their operational characteristics from the telephone unit itself, and from your central telephone server. Updates and new features download to your telephone without the need for telephone replacement.

This guide contains eight chapters, geared to how you actually use the telephone, each of which is described in the section titled Document Organization

Intended Audience

This document is intended for telephone users with a 4620SW/4621SW SIP IP Telephone. It is not intended to be a technical reference guide for System Administrators or telephone technicians.

Issue Date

This document was issued for the first time in August, 2005.

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 complete understanding of how to use your 4620SW/4621SW SIP IP Telephone. Or, use the Table of Contents or Index to locate information specific to a task or function you want to perform.

Issue 2.2 August 2005 9

About This Guide

Document Organization

This guide contains the following chapters:

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

Chapter 2: 4620SW/4621SW SIP IP Telephone

Chapter 3: Using the Speed Dial Application

Chapter 4: Application

Chapter 5: Using the Web Access Application

Chapter 6: SIP IP Telephone Options

Chapter 7: Headsets and Handsets

Using Your

Using the Call Log

4620SW/4621SW

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

Covers all call-related information. Describes making calls, receiving calls, speed dialing, calling a party on the call log, conferencing and transferring calls, accessing and retrieving voice mail messages, logging off the telephone for security purposes and logging back on to the telephone.

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

Describes how to view entries on each of the three types of call logs. Includes procedures to add a log entry to a Speed Dial button and delete call log entries.

Explains how to use the Web access functions.

Provides setup and maintenance procedures for 4620SW/4621SW Telephone options. Also covers troubleshooting certain telephone functions.

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

Chapter 8: Management and Troubleshooting

Telephone

Covers testing telephone operation and provides basic troubleshooting actions, if you encounter errors or experience problems.

Conventions Used

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

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

Symbolic Conventions

Note:

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 subsection in this document

containing additional information about a topic.

“Document” Italic type enclosed in quotes indicates a reference to 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. Italic type also indicates the title of an external document.

Introduction

This chapter introduces you to the layout of the 4620SW/4621SW SIP IP Telephone. It provides a description for each functional button and other telephone characteristics, briefly describes each application, and provides basic instructions for navigating display screens.

Note:

Note: When this document uses the term 4620SW, the information also applies to the

4621SW, unless otherwise noted. The 4620SW and the 4621SW are almost exactly the same telephone. Both telephones have the same appearance, user interface, and functionality. The telephones have somewhat different internal circuitry, and the 4621SW has a special backlit display. Both the 4620SW and 4621SW support Russian and multibyte characters like Chinese, Japanese, and Hebrew, as covered in Selecting a Display Language

4621SW SIP IP Telephone Options.

in Chapter 6: 4620SW/

The 4620SW/4621SW SIP IP Telephone

The 4620SW/4621SW SIP 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 application-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 capabilities such as:

● local telephone and call server-based features,

● speed dialing,

● a Call Log, and

● a Wireless Markup Language (WML) browser.

This last feature is covered in detail in Chapter 5: browser provides access to Web sites tailored specifically for devices with smaller display screens like cell phones and Personal Data Assistants.

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

Using the Web Access Application. The WML

Issue 2.2 August 2005 13

Introducing Your 4620SW/4621SW SIP IP Telephone

The telephone display area coincides with how your System Administrator sets up the Line/ Feature buttons. These features provide ease of use and flexibility:

● 4 softkeys, which assist you in using telephone applications and features,

● 14 standard, labeled buttons which assist in telephone operation and call handling,

● a built-in, two-way Speaker, and

● an infrared interface, which is applicable only to the 4620SW

The telephone has an adjustable stand that moves to optimize your viewing position by means of the button on the back.

Figure 1

shows the face of the 4620SW/4621SW SIP IP Telephone. This diagram contains numbered “callouts” which identify the primary features and buttons. If you are viewing this guide online, you can click the callout to jump to the corresponding feature or button description. Otherwise, Table 1

describes each callout in detail following the diagram.

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

Figure 1: 4620SW/4621SW SIP IP Telephone

The 4620SW/4621SW SIP IP Telephone

5 7

Issue 2.2 August 2005 15

Introducing Your 4620SW/4621SW SIP IP Telephone

Table 1: 4620SW/4621SW SIP 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 Area The display screen is 4 inches by 2.9 inches. The information

shown varies according to the application/function currently active. When the telephone is idle, the top area displays the current date and time. When someone is calling you, the name/telephone number of that person displays in the top area. The display area 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. The telephone uses four grayscale colors to indicate activity.

3 Line/Feature

buttons

Twelve Line/Feature buttons provide lines for incoming and outgoing calls and application-specific functionality.

4 Softkeys Navigate to, or start application-specific actions, such as Call

a number, Cancel the current activity, Save entered data such as a Speed Dial label.

5 Phone/Exit Displays the Phone screen or, if applicable, exits the current

call-related feature and normalizes the display.

6 Options Displays the Options Main screen, to set or update display

and application settings.

7 Page Left/Right 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 shown.

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

The 4620SW/4621SW SIP IP Telephone

Table 1: 4620SW/4621SW SIP 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 off 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 level follows the icon. This button also controls the volume of the key click sounds. Key clicks sound when you press fixed buttons on the telephone such as the dialpad or softkeys.

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

the telephone.

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

17 Transfer Transfers a call to another telephone.

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 telephone or displays

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

4620SW/4621SW SIP

IP Telephone Options.

21 Numeric (Dialing)

Standard 12 button pad for dialing telephone numbers.

Pad

2 of 2

Issue 2.2 August 2005 17

Introducing Your 4620SW/4621SW SIP IP Telephone

Navigating Application Screens

Your 4620SW/4621SW SIP IP Telephone uses telephone Feature buttons, Line/Feature buttons, and softkeys for maximum flexibility in operating the telephone and working with its applications. While reviewing this section, see Figure 1:

Telephone on page 15.

Telephone Feature buttons are used in the Phone Application and appear on the face of the telephone around the dialpad. Telephone buttons have an icon on the top to indicate the button function. These buttons provide mostly call-handling features like:

● Transfer,

● Conference,

● Hold, and

● Redial.

Two additional telephone Feature buttons are:

● Phone/Exit ( ) - used to exit call-related features and restore the Phone screen to the

display, and

4620SW/4621SW SIP IP

● Options ( ) - used to access the Options function to set certain telephone parameters

and view telephone/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 telephone buttons. Use the Right Arrow to move forward or the Left Arrow to move backward from one display screen to another. These paging buttons work in conjunction with the paging indicators ( ) you might see on an application screen. Paging indicators show that a screen has more than one page, and help you navigate forward and back through those additional pages.

To activate the function or feature represented by a telephone button, just press the appropriate button.

Line/Feature buttons ( ) appear on both sides of the display area. These buttons provide call appearance Lines and other call-related features in the Phone Application as administered by your System Administrator. Line/Feature buttons also serve as application-specific buttons in the Call Log or other applications. For example, pressing a Line/Feature button in the Call Log Application selects the corresponding entry, so you can take further action with your selection. When you enter text on a screen, for example, labeling a Speed Dial button, several Line/ Feature buttons provide editing features like backspacing or hyphenation.

Here is an example of the difference between Line/Feature button functionality in the Phone Application as opposed to other applications. To call someone from the Phone Application, which is the default display screen, you press the first Line/Feature button and dial your party. But in the Call Log Application, pressing the first Line/Feature button selects or highlights the first call log entry and displays detailed call information.

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

Navigating Application Screens

Table 1 explains call-related icons and features. The icons and background display colors in Table 2

relate to certain administrable features, and can also appear on the display.

Table 2: Icons/Background Colors for Features on the 4620SW/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). A temporary condition,

Light Gray accompanied by an “error beep” on the first occurrence. This condition then changes to the off/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 this call was put on hold pending a

Dark Gray conference or a transfer.

Flash. Used for visual alerting and self-testing. Light Gray

Flutter. Used for self-testing. Light Gray

Four softkeys ( ) appear directly below the display area. Softkeys provide access to the other applications. In an application, softkeys 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.

Issue 2.2 August 2005 19

Introducing Your 4620SW/4621SW SIP IP Telephone

4620SW/4621SW SIP IP Telephone Applications

Your 4620SW/4621SW SIP IP Telephone provides four applications:

● Phone,

● Speed Dial,

● Call Log, and

● Web Access.

Additionally, use the Options function to define settings, personalize your telephone, and troubleshoot certain functions. 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 primary application. Use this application to make and receive calls. Also use this application to perform call-handling operations like conference calls or transferring calls to another telephone.

Chapter 2:

Using Your 4620SW/4621SW SIP IP Telephone provides information on using the

Phone Application.

Speed Dial Application

The Speed Dial Application provides access to the Speed Dial buttons, which 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:

from Speed Dial buttons. Calling using a Speed Dial button is covered in Chapter 2:

4620SW/4621SW SIP IP Telephone.

Using the Speed Dial Application describes how to set up, update and remove labels

Using Your

20 4620SW/4621SW SIP 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

● add the name and telephone number of a log entry to a Speed Dial button.

You can disable the Call Log for privacy purposes by setting the Call Log Disable option. The Call Log Disable option is described in Chapter 6:

4620SW/4621SW SIP IP Telephone Applications

4620SW/4621SW SIP IP Telephone Options.

Chapter 4:

Using the Call Log Application covers viewing, deleting log entries, and adding a Call

Log entry to a Speed Dial button. Making a call from the Call Log is covered in Chapter 2:

Your 4620SW/4621SW SIP IP Telephone.

Web Access Application (Optional)

The Web Access Application provides access to Web pages reachable through links from a Home page and connected pages. This application is optional. Your System Administrator must specifically administer the Web Access Application for your business environment. 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 covers navigating Web access screens and

pages, and provides information about entering text on Web pages. Making a call from the Web Access Application is covered in Chapter 2:

Using Your 4620SW/4621SW SIP IP Telephone.

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 telephone parameters, such as:

Using

● display area contrast,

● how you want the Redial button to work,

● the language in which the telephone displays information,

● when you want your saved information backed up or restored, or

● how you want your Feature buttons labeled.

You can also review telephone status screens to get information or troubleshoot. Chapter

6: 4620SW/4621SW SIP IP Telephone Options covers all options.

Issue 2.2 August 2005 21

Introducing Your 4620SW/4621SW SIP IP Telephone

Additional 4620SW/4621SW Functionality

Automatic Backup/Retrieval Feature

If your telephone is appropriately administered, you can store the following information on a File Transfer Protocol (FTP) server in your network:

● Speed Dial button data,

● options settings, and

● other personal settings.

The telephone you use regularly displays your settings and preferences. When you log in to another 4620SW/4621SW SIP IP Telephone, that telephone attempts to retrieve your data from that server. Assuming both telephones are properly administered, the second telephone displays your data and settings, even if you have never used that telephone before. Your System Administrator has more information about how this feature operates.

If the telephone is administered to support the automatic retrieval procedure, your telephone automatically stores changes you make to Line/Feature buttons and other settings.

For more information, see Backup/Restore Options

in Chapter 6: 4620SW/4621SW SIP IP

Telephone Options.

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

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

Telephone

Introduction

This chapter describes how to make calls, receive calls, retrieve voice mail messages, and log off your 4620SW/4621SW SIP IP Telephone. This chapter also covers the telephone Line/ Feature buttons that assist in call handling.

Session Appearances

What is referred to as a call appearance for an IP telephone is called a “session appearance” for a SIP IP telephone.

In the Phone Application, a session appearance line, by default, takes up the entire display width. Administered Feature buttons take up half the display width. When a session appearance is full width, use the Line/Feature buttons on either side of that row to select that session appearance. Select any associated messages the same way. With half width session appearances use only the Line/Feature buttons on the appropriate side of that row to select that session appearance. For half-width session appearances, call-associated messages show on the top display line instead of on that row. See Chapter 6:

Options for information about setting the Line/Feature button width.

4620SW/4621SW SIP IP Telephone

Depending on how your telephone is administered, you might have some blank Line/Feature button labels. Pressing a Line/Feature button associated with a blank label has no effect.

Issue 2.2 August 2005 23

Using Your 4620SW/4621SW SIP IP Telephone

Making Calls

You have several ways of making calls. You can:

● lift the handset, activate a headset if one is connected to your telephone, or use the

Speaker,

● on the Phone screen, press an idle line, regardless of whether the telephone is on- or

off-hook,

● use an automatic dial feature like speed dial, redial, or calling directly from the Call Log, or

● press the Drop button to disconnect an active session appearance and use that line to

start another call.

This section describes these calling methods. Your SIP IP telephone accepts either a telephone number or a Uniform Resource Identifier (URI) for dialing.

Note:

Note: You can opt to see the Phone screen when you make an outgoing call, or to keep

the current screen when you dial. For more information, see Application Options in Chapter 6:

4620SW/4621SW SIP IP Telephone Options.

Manual Dialing

Dial a call manually by:

● picking up the handset, activating your headset, or pressing the Speaker button,

● pressing an idle session appearance with the telephone on- or off-hook, or

● pressing the Drop button to disconnect an active session appearance and using that line

to start a new call.

1. Use any method listed to obtain a dial tone. You can also start dialing with the telephone on-hook. In this case, the telephone automatically goes off-hook and activates the Speaker after you press the first keypad digit.

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 line provides call-related messages.

If applicable, the top of the display area shows the Call Timer.

Note:

Note: Displaying the Call Timer is optional and is set using the Options button.

See Chapter 6:

4620SW/4621SW SIP IP Telephone Options for information.

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

Making Calls

2. Choose one of the following options:

If you want to Then

Dial a telephone number Use the dialpad to enter the number you want to call.

Dial a URI Press the URI softkey.

The display prompts “Use dialpad to enter URI.”.

Use the dialpad to enter the URI you want to call and press Send. If you are not familiar with entering characters or using symbols, see Entering a URI

Important:

Important: If your administrator has set up a dialing plan structure, the telephone recognizes

on page 36.

completion of dialing and automatically proceeds with the connection. In other cases, you might need to press the Send softkey to direct the telephone to proceed with the connection.

If the “Phone Screen on Calling” option is set to “Yes,” the Phone screen redisplays. The active session appearance line displays the number or URI entered and the telephone starts the call.

3. To end the call, hang up the handset, deactivate the headset, press the Speaker button or Drop ( ) button.

Automatic Dialing

Automatic dialing includes:

● redialing a previously called number or URI,

● speed dialing a number or URI programmed on a Speed Dial button,

● dialing a party listed on your Call Log, or

● dialing a party from a Web page.

Issue 2.2 August 2005 25

Using Your 4620SW/4621SW SIP IP Telephone

Note:

Note: Your telephone often receives telephone numbers or URIs 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. telephone number: 732-555-1234. Usually, if you try to dial that number as is, the call cannot go through. You must dial one or more digits for an outside line, access your corporate telephone network, or add some other code to return the call. If appropriately administered, your telephone can automatically dial those “extra” digits for you. So, with one touch, the telephone automatically dials 91-732-555-1234. Your Telephone Administrator has information on setting up this Enhanced Dialing capability.

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

Redialing a party

Depending on your Redial option setting, selecting Redial either:

● automatically dials the most recent number or URI dialed, or

● brings up a list of the last six outgoing calls for selection of the number to be dialed.

Chapter 6:

4620SW/4621SW SIP IP Telephone Options, covers setting the Redial feature. Both

redial procedures follow.

Note:

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

telephone to dial 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 the last number dialed, follow the instructions for redialing the last number called.

Redialing the last number called:

Press the Redial ( ) Feature button.

The last number/URI dialed is automatically redialed.

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 or URIs dialed and the prompt “Select number to dial.” appears on the top display line.

2. Press the Line/Feature button associated with the number/URI you want to redial.

If the call can be dialed, the telephone displays the Phone screen. 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 entries are disabled. If you press a number for redialing while in this state, an error beep tone sounds and no further action occurs.

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

3. Proceed with the call.

A Call Log entry is created for this call.

Speed Dialing a party

Automatic dialing of stored numbers or URIs is the most common method of automatic dialing. You can set up Speed Dial buttons and select the party you want to call by pressing that button. To set up Speed Dial buttons, see Chapter 3: telephone has advanced capabilities that allow up to 108 Speed Dial entries, making speed dialing convenient and efficient.

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

The first twelve Speed Dial buttons display one name and number/URI per button. The prompt “Select entry to dial” appears on the top display line.

Making Calls

Using the Speed Dial Application. The SIP IP

2. If the party you want to call appears on the display, proceed to Step 3 to call is not shown, press the Page Right ( ) button to display the next page of entries. Continue until the screen displays the number/party you want. You can also press the Page Left ( ) button to see the preceding page of entries.

3. Press the Line/Feature button associated with the name and number/URI of the person 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 headset, or press the Speaker ( ) button or

Drop ( ) button to end the call.

Note:

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

in Feature Button Labeling

Calling a party from the Call Log

Your 4620SW/4621SW SIP IP Telephone maintains a log of up to 90 outgoing, incoming answered, and incoming unanswered calls to/from your telephone. Each log can have up to 30 calls.

. If the party you want

on page 76.

Note:

Note: You or your Telephone Administrator can disable the Call Log Application. If the

Call Log Application is unavailable, selecting the Log softkey generates an error tone.

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 a name and number/URI. The prompt “Select entry for details.” appears on the top display line.

Issue 2.2 August 2005 27

Using Your 4620SW/4621SW SIP IP Telephone

2. If the party you want to call is in a different Call Log, press the softkey that represents either the Outgo or InAns Call Log.

The display area shows the selected Call Log.

3. If the party you want to call is shown, proceed to Step 4

. If the party you want to call is not shown, press the Page Right ( ) button to see the next page of entries. Continue until you find the number/party you want. You can also press the Page Left ( ) button to see the preceding page of entries.

4. Press the Line/Feature button associated with the name/number or name/URI of the person you want to call.

The display area shows the associated Call Detail screen.

5. Select Call.

The telephone goes off-hook and the number is dialed. If the “Phone Screen on Calling” option is “Yes” the telephone displays the Phone screen. For information on setting this option, see Setting the Phone Screen on Calling? Option

. A Call Log entry is created for this

call.

Note:

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

causes the telephone to add any appropriate digits to the selected telephone number. The additional digits are, for example, those required to get an outside line. If the call does not go through after pressing Call, ask your Telephone Administrator to ensure that the Enhanced Dialing feature is set up properly.

6. Proceed with the call as usual.

See Chapter 4:

Using the Call Log Application for more information about the Call Log.

Calling a party from the Web Access Application

The optional Web Access Application can automatically dial Web links designated by the Web page author as telephone numbers. To use a Web link to call a party, just select that link.

Note:

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

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

Receiving Calls

When someone calls you and the Phone screen is active, the Bell ( ) icon appears as the telephone rings. Additionally, 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 second display line.

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

Note:

Note: You can opt to display the Phone screen or keep the current screen when you

receive an incoming call. You can also set an option to flash the Message Waiting Lamp when the telephone rings. For information, see Application Options

Chapter 6:

Receiving Calls

4620SW/4621SW SIP IP Telephone Options.

Call Handling Features

The features described in this section are available while calls are in progress. Use either the dedicated Feature buttons on the telephone or administered softkey Feature buttons at the bottom of the display area, as applicable.

Conference

Use the Conference feature to conference two additional parties, for a three-way conference call.

Adding another party to a call

1. Dial the first party, then press the Conference ( ) button.

That line changes to white text with a dark gray background. The current call is placed on hold. That session appearance line displays the Soft Hold () icon, and you hear a dial tone.

2. Dial the number of the next party and wait for an answer.

3. Press the Conference ( ) button again to add the new party to the call.

Issue 2.2 August 2005 29

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