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IP Office
5420/2420 Phone User Guide
Issue 6d (15th September 2005)
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5420/2420 Phone User Guide Page ii
IP Office Issue 6d (15th September 2005)
Table of Contents
The Telephone............................................................................................................................ 4
Overview..................................................................................................................................................... 4
Call Appearance Keys ................................................................................................................................ 6
Call Appearance Keys Icons ...................................................................................................................... 7
System Features ........................................................................................................................................ 7
Basic Call Handling Features....................................................................................................8
Answer a Call ............................................................................................................................................. 8
Make a Call................................................................................................................................................. 8
Clearing a Call ............................................................................................................................................ 9
Headset Working ........................................................................................................................................ 9
Speakerphone .......................................................................................................................................... 10
Speed Dial ................................................................................................................................................ 10
Redial ....................................................................................................................................................... 10
Mute.......................................................................................................................................................... 11
Hold .......................................................................................................................................................... 11
Transfer .................................................................................................................................................... 12
Conference ............................................................................................................................................... 13
Message ................................................................................................................................................... 13
Using Speed Dials.................................................................................................................... 14
Overview of Speed Dials .......................................................................................................................... 14
Dialing a Speed Dial Number ................................................................................................................... 14
Deleting a Speed Dial............................................................................................................................... 15
Editing a Speed Dial ................................................................................................................................. 15
Converting a Call Log Entry to a Speed Dial ............................................................................................ 15
Adding a New Speed Dial......................................................................................................................... 16
Using the Call Log ................................................................................................................... 17
Overview of the Call Log .......................................................................................................................... 17
Using The Call Log ................................................................................................................................... 18
Viewing the Call Log................................................................................................................................. 18
Making Calls from the Call Log................................................................................................................. 18
Saving a Call Log Entry to Your Speed Dial List ...................................................................................... 18
Deleting a Call Log Entry.......................................................................................................................... 19
Erasing All Logged Calls .......................................................................................................................... 19
Setting Which Calls are Logged ............................................................................................................... 19
Changing Options.................................................................................................................... 20
Changing Ringer Options ......................................................................................................................... 20
Adjusting the Display Contrast ................................................................................................................. 21
Call Log Setup .......................................................................................................................................... 21
Miscellaneous........................................................................................................................................... 21
Using Self Test ......................................................................................................................................... 21
Selecting the Display Mode ...................................................................................................................... 21
Default Phone/Erase All Settings ............................................................................................................. 22
Language.................................................................................................................................................. 22
Automatic Gain Control (AGC) ................................................................................................................. 23
System Features ...................................................................................................................... 24
System Features ...................................................................................................................................... 24
Making Calls ............................................................................................................................................. 24
Answering Calls........................................................................................................................................ 24
Call Forwarding ........................................................................................................................................ 25
Diverting Calls .......................................................................................................................................... 25
Do Not Disturb .......................................................................................................................................... 25
Voicemail .................................................................................................................................................. 26
Default Feature Codes ............................................................................................................................. 27
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Table Of Contents
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IP Office Issue 6d (15th September 2005)
EU24 Expansion Module ......................................................................................................... 28
EU24 Overview......................................................................................................................................... 28
Connection ............................................................................................................................................... 29
Using the EU24 Expansion Module.......................................................................................................... 30
Viewing the Alternate Display .............................................................................................................. 30
Selecting a Call Appearance/Feature Button....................................................................................... 30
Understanding Call Appearance/Feature Button Status Icons ............................................................ 30
Index.......................................................................................................................................... 31
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IP Office Issue 6d (15th September 2005)
The Telephone
Overview
This guide covers the use of the Avaya 5420 and 2420 phones on Avaya IP Office. Both phones are
similar, however the 5420 is only supported on the IP Office whereas the 2420 is supported on a range
of Avaya phone systems.
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The Telephone
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1. Display, Call Appearance and Feature buttons: Call Appearance Keys allow the user to
handle multiple calls and the display shows call information. Details on system features
(allocated by your System Administrator) can also be displayed.
2. Message lamp: Lit when the user has voicemail messages. Can also be set to flash when the
phone is ringing.
3.
Previous/Next Page: Move through the different pages of the call handling, speed dials
and call log screens. Also used to move the cursor during data entry.
4.
Messages: Access the user's mailbox.
5. Call Handling Buttons:
• Hold: Place call on hold.
• Transfer: Transfer call.
• Conference: Conference held calls.
• Drop: Drop call.
• Redial: Redial last number dialed.
6. Dial pad: Standard 12-button pad for dialing telephone numbers.
7.
Volume Controls: Adjust the speaker, handset, headset, or ringer volume depending on
which is currently in use.
8.
Mute: Turns the microphone on/off. When in use, the associated light is on and the caller
cannot hear you.
9.
Headset: Switches from handset to headset. The light associated with this button turns on
when the headset is active.
10.
Speaker: Access the speakerphone. The light associated with this button turns on when the
speakerphone is active.
11.
Exit: Returns you to the main call handling screen.
12. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well
as control certain actions within the features. These keys correspond to the text prompts in the
display screen immediately above them.
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Call Appearance Keys
Normally, the first page of the main call handling screen contains three keys set as 'call appearance'
keys. These are allocated to you by your System Administrator and are indicated as a=, b= and c=.
Your System Administrator can change a call appearance key with:
• A Bridged Appearance
A bridged appearance key matches the status and operation of the Call Appearance Key on a
pre-defined colleague’s telephone. Hence, you can pick-up, make and receive calls on behalf of
your colleague.
• A Line Appearance
An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that
line is displayed and you can use the line appearance key to make and receive calls.
• Call Coverage Appearance
A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The
covered user does not need to be using call appearance keys. Hence, you can pick-up calls on
behalf of your colleague.
All of the above can only be allocated to you by your System Administrator.
For details of Bridged, Line and Call Coverage Appearance Keys set-up and their operation, refer the IP
Office Key and Lamp Operation manual.
CAUTIONS:
1. Having more than two Call Appearance keys is very useful. When holding a call you can
answer/make another call and then switch between calls or transfer or conference. If you are set
to receive call waiting indication, the waiting call is shown against the next call appearance key.
2. Although the System Administrator can replace the Call Appearance Keys with:
• A Bridged Appearance
• A Line Appearance
• Call Coverage Appearance
• System Features
This would severely restrict the use of features such as conference and transfer.
It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their
default settings.
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The Telephone
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Call Appearance Keys Icons
The icons displayed against the Call Appearance/Feature Keys allow you to determine the status (for
example, on Hold) of each call. Icons also indicate whether a feature has been activated for a particular
button.
• Incoming Call:
A
symbol next to a call appearance key indicates an incoming call. Pressing the adjacent
key answers the call and puts any other current call on hold.
• Connected:
A
symbol next to a call appearance key indicates that it is the currently connected call. The
caller's telephone number (if available) is also shown. Pressing the adjacent
key puts the
call on hold. An H is also shown on the display.
• On Hold:
A
symbol next to a call appearance key indicates a call on hold. Pressing the adjacent
key takes the call off hold and puts any other current call on hold.
• Function Active:
The button to the left or right of the function key is active.
System Features
System Features can only be set against soft Function Keys by your System Administrator. However,
your System Administrator may allocate you two ‘self administrator’ features that will enable you to add
System Features to your soft Function Keys.
In addition, there are a number of System Features that you can always access yourself by the use of
short codes. Refer to System Features Introduction for details of System Features that you can always
access yourself by dialing short codes, for example *17 to listen to your voicemail messages.
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Basic Call Handling Features
Answer a Call
When a call arrives at your phone, you hear a ringing tone and a blinking bell icon appears on the
associated call appearance.
To answer an incoming call
Do one of the following:
• If you are not active on another call, answer the call using your handset, headset, or
speakerphone (see Speakerphone).
• If you are active on a call already, place the active call on hold (Hold), and then answer the
incoming call.
• If the call appearance for the ringing call is not displayed on the current screen page, use
Exit to return to the first page of the Home screen. When you locate the call appearance for the
ringing call, press the corresponding call appearance button.
Make a Call
You can make calls from the phone using a variety of methods as follows:
To manually make a call:
1. Dial the required number on the key pad (remember to include the required access code (for
example, 9) for an outside line) and listen to the progress of the call.
2. Adjust speakerphone volume as necessary.
• To change the volume use the and buttons. The display shows the volume level.
(There are eight volume levels.)
3. If the call is not answered, you can clear the call by pressing
Speaker or Drop
or
4. When the call is answered, either speak or pick up the handset and speak to the called party.
To automatically make a call:
Do any of the following:
• Press Redial and a call appearance key to have the phone dial the last number that you
dialed. See Redial.
or
• Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.
or
• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See
Dialing a Speed Dial Number.
• When the call is answered, either speak or pick up the handset and speak to the called party.
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Clearing a Call
To clear an established call either:
1. Replace the handset
or
2. Press
Drop. You will hear dial tone, unless you are in ‘call center mode’ of working when you
will then hear silence.
Headset Working
When a headset is to be used, it must be plugged in to the headset socket on the base of the phone. To
activate the headset and switch off the handset, press
Headset. The lamp beside the button is
illuminated when headset working is activated.
To answer an incoming call:
1. Press the call appearance key
next to the flashing bell icon ( ):
To clear a headset call:
1. Press
Drop.
To manually make a call:
1. Dial the number (remember to include the required access code (for example, 9) for an outside
line) and listen to the progress of the call.
To automatically make a call:
Do any of the following:
• Press Redial and a call appearance key to have the phone dial the last number that you
dialed. See Redial
or
• Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.
or
• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See
Dialing a Speed Dial Number.
• When the call is answered, speak to the called party.
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Speakerphone
The two-way built-in speakerphone allows you to make and answer calls without lifting your handset.
Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as
in very noisy locations).
To make or answer a call without lifting the handset, or to use the speakerphone with any feature
1. Press
Speaker. The LED beside the button illuminates.
2. Make or answer the call, or access the selected feature.
3. Adjust the speakerphone volume if necessary. To change the volume use the
and buttons.
The display shows the volume level. (There are eight volume levels).
To change from the speakerphone to the handset (or headset if fitted)
1. Pick up the handset (or press
Headset) and talk.
To change from the handset to the speakerphone
1. Press
Speaker.
2. Hang up the handset.
To end a speakerphone call
1. Press
Speaker again.
Speed Dial
The Speed Dial feature allows you to have the phone automatically dial calls to telephone numbers
stored in your personal directory (maximum of 104). See Dialing a Speed Dial Number.
To make a call to a personal directory entry using the Speed Dial feature
1. From the Home screen, press the
SpDial softkey. The Speed Dial screen is displayed.
2. Press the button next to the entry you want to call.
3. If the entry you want is not displayed, use
and to cycle through the entries or key the first
letter of the required name to jump to the page with a matching entry.
4. The phone dials the number for you.
Redial
The Redial feature automatically redials a previously dialed extension or outside number (up to 24
digits). Your phone stores the last ten numbers dialed.
Note: If you have dialed the same number twice in succession, it will only have one appearance in the
redial list.
To redial previously dialed number:
1. Press
Redial. Use and to step through the entries. When you have located the
required number, press the associated key.
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Mute
During an active call, the Mute feature prevents the party with whom you are speaking from hearing you.
This feature is most commonly used in conjunction with the Speakerphone, but can be used to hold an
off-line conversation at any time during a call.
Preventing the other person on the line from hearing you:
1. Press
Mute. The other party cannot hear you. The indicator next to the Mute button lights when
Mute is active.
2. To reinstate two-way conversation, press
Mute again.
Hold
If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can
then Hold the first call and answer the second call.
To put an existing call on hold:
1. Press
Hold or the Call Appearance button with the symbol against it. The symbol changes to
; showing that the line is on hold.
2. Answer the second call by pressing the Call Appearance button with the
symbol against it. The
symbol changes to
; showing that the line is connected.
To return to the held call:
1. If you have a call in progress, then first put that call on hold as above.
2. To retrieve a held call, simply press the Call Appearance button with the
against it.
Note: After a pre-set time (defined by your System Administrator), you are reminded that you have a call
on hold by the
hold icon changing for a few moments to and the phone ringing.
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Transfer
The Transfer feature allows you to transfer a call from your telephone to another extension or outside
number.
To transfer the current call to another extension:
1. With a call in progress, press
Transfer or Hold.
2. When you hear dial tone, dial the number to which the call is to be transferred.
3. Do one of the following:
• To transfer the call without announcing it, either hang up or press Transfer again. The
transfer is complete. If the transferred call is not answered within a preset time, it is
returned to you.
• To announce the call before transferring it, wait for the called party to answer.
• If the called party is willing to accept the call, press Transfer again to complete
the transfer.
• If the called party does not wish to accept the call, press Drop. You can return
to the held call by pressing its call appearance button.
• If the line is busy or if there is no answer, press Drop. You can return to the held call
by pressing its call appearance button.
To transfer a new call to a held call using Conference:
1. With a call in progress and you wish to make an enquiry call or another call arrives, press
Hold. Make or answer the second call. The second call requires to be transferred to the first
held call.
2. To transfer the new call to the held call, press
Conference and then Drop. The transfer is
complete.
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Conference
The Conference feature allows you to conference other parties (including yourself) into a call.
Notes:
1. The number of parties allowed in a conference is controlled by your telephone system.
2. Two Call Appearance keys are required for the conference feature.
To add another party to a call:
1. Press
Conference
2. Dial the number of the person you want to add to the call.
3. Wait for an answer. If the called party does not answer or does not want to join the conference,
press
Drop.
4. To add the person to the call, press
Conference again. You can return to the held call by
pressing its call appearance button.
5. Repeat steps 1 through 4 for additional conference connections.
To add a held call(s) to an active call:
1. Press
Conference.
2. All held calls are added to the conference.
To leave a conference call:
1. To leave a conference, press
Drop.
Message
Your Message lamp turns on when a caller has left a message for you.
Press the
Message button to retrieve your messages, and follow the prompts.
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Using Speed Dials
Overview of Speed Dials
The phone can store up to 104 personal speed dials. The list of these speed dials is accessed by
pressing
SpDial. If SpDial is not shown, press Exit top exit the current screen.
• The speed dial list is sorted alphabetically.
• Press and to move between pages.
• Press the appropriate letter key to move direct to the first page with a matching name.
• Press the or next to an entry to call the associated number.
• Use the key options to perform other actions.
Pressing
Add or Edit gives access to the details of a particular speed dial.
Note: Speed dials can be used for any numbers that can be manually dialed from the extension. Where
a dialing prefix is required (for example an external line access digit; usually 9) then that prefix must be
part of the speed dial number.
Dialing a Speed Dial Number
You can use the speed dial directory to make a call with the handset on hook or off hook.
1. Press
SpDial. If SpDial is not shown, press Exit to exit the current screen.
2. Press
and to display different pages of speed dials or key the first letter of the required
name to jump to the page with a matching entry.
3. When the required entry is displayed, press the adjacent
or key.
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Using Speed Dials
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Deleting a Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press
Delete.
3. Select the speed dial entry you want to delete. Press
and to display different pages of speed
dials or key the first letter of the required name to jump to the page with a matching entry.
4. When the required entry is displayed, press the adjacent
or key. A request for
confirmation will appear.
5. Press
Yes to delete the entry or Cancel to exit without deleting.
6. Select another entry to delete or press
Done to return to the speed dial list.
Editing a Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press
Edit.
3. Select the speed dial entry you want to edit. Press
and to display different pages of speed
dials or key the first letter of the required name to jump to the page with a matching entry.
4. When the required entry is displayed, press the adjacent
or key.
5. Edit the speed dial using the same methods as for adding a new speed dial. See Adding a New
Speed Dial.
6. After saving or canceling any changes you will be returned to the speed dial selection list. Select
another speed dial to edit or press
Done to return to the speed dial list.
Converting a Call Log Entry to a Speed Dial
You can create a new speed dial from a call log entry. See Saving a Call Log Entry to Your Speed Dial
List.
This process will start the normal speed entry screen but pre-filled with the name and number from the
call log entry.
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Adding a New Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen. Press
Add. If a message stating that the speed dial list is full appears, you must first delete an existing
entry before adding any new entry. See Deleting a Speed Dial.
• You can switch between Name and Number entry by pressing the key next to the
item you want to edit. The
options also change accordingly.
2. With Name selected, begin entering text using the telephone keypad. Each key is marked with
the letters and number it provides. You may have to press the key more than once depending on
the character you require.
• For example, the key 2 is also marked as A, B and C. To enter a C, press 2 until a C is
displayed.
• If the next character you want to enter is on the same key, press to move the cursor
right and then enter the character.
• By default the first letter is entered in upper-case and the phone then switches to lower-
case entry mode. To change the case of the current character press
Case.
• To enter a space press Space.
• If you make a mistake, use Backspace to delete the character to the left of the
cursor.
• If you have made a mistake in the middle of a character string and do not wish to
backspace and re-enter all the characters, use the
key to step back to one character
before the point where you wish to edit. Either insert the new character or press
Backspace to delete the character to the left of the cursor.
• Pressing the * key once enters a . (period) or twice a *. To enter more than one * or
period, press
to move the cursor to the right and then enter the character.
• Pressing the # key once enters a – (dash) or twice enters a #. To enter more than one #
or dash, press
to move the cursor to the right and then enter the character.
3. When the name is set as required, select Number.
4. Enter the number required using the dialing keypad. For external numbers remember to enter
any external dialing prefix required (9 say).
• To enter a hyphen, press Hyphen. This does not affect the number dialed but may
help make numbers more readable.
• To enter a 1.5 second pause, press Pause. This will appear as a , (comma) character
in the telephone number.
• Use the and keys to move the cursor left or right.
5. To save the speed dial and return to the speed dial list, press
Save.
6. To return to the speed dial list without saving the changes press
Cancel.
7. To return to the call handling screen without saving the changes press
Exit.
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Using the Call Log
Overview of the Call Log
The phone maintains a call log, accessed by pressing Log. This log can store up to 100 entries.
These can be a combination of incoming answered calls, incoming unanswered calls and outgoing calls
You can select which types of calls are included in the log. You can also use call log entries to make
return calls or convert the entry into a speed dial for future use.
• WARNING:
Calls that are made using pin codes and other information will appear in the call log. Either
Logging of outgoing calls should be switched off or those call logs removed manually. See
Setting Which Calls are Logged.
Notes:
1. Only outgoing calls made using the dial pad or a SpDial entry are logged.
2. Call log entries are lost if the phone is disconnected from the IP Office.
When
Log is pressed a screen similar to the following is displayed:
• Missed calls are displayed first. You can select from InAns or Outgo. Alternatively, press More
and select All to display all three options.
• Logged calls are shown with the most recent first.
• The name of the called or calling party is shown if available.
• The number of the called or calling party is shown.
• Press and to display further pages of entries.
• Pressing the or key next to a log entry display further details of that particular call.
• The number of the log entry
• The type of log entry, i.e. Answered, Un-answered or Outgoing.
• The name of the called or calling party is shown (if available).
• The number of the called or calling party is shown.
• The date and time of the call.
• Press and to display the previous or next logged call.
• The keys provide a number of actions.
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Using The Call Log
You can make calls directly from the call log. Whilst in the call log you can still make a call by going offhook, pressing
Speaker and dialing a new call. Similarly, you can still receive calls and handle them
using the dial pad key functions.
Viewing the Call Log
1. Press Log. If Log is not shown press any soft key
2. At default, Missed calls are displayed first. You can select from InAns or Outgo. Alternatively,
press More and select All to display all three options. To return to Missed or InAns or Outg,
press Back and make your selection.
3. Press
and to display different pages of log entries.
• To exit the call log and return to the previous screen press Done.
• To exit the call log and return to the call handling screen press .
• To view the details of a particular log entry, press the or key next to the entry.
4. Press
Done to return to the previous screen.
Making Calls from the Call Log
1. Press Log. If Log is not shown press any soft key
2. At default, Missed calls are displayed first. You can select from InAns or Outgo. Alternatively,
press More and select All to display all three options. To return to Missed or InAns or Outg,
press Back and make your selection.
3. When you locate the entry you want to call, press the
or key next to the entry.
4. Press
Call make the call.
• If the number shown is external but doesn't include the external dialing prefix used by
your telephone system, go off-hook, dial the prefix and then press
Call.
Saving a Call Log Entry to Your Speed Dial List
1. Press Log. If Log is not shown press any soft key
2. At default, Missed calls are displayed first. You can select from InAns or Outgo. Alternatively,
press More and select All to display all three options. To return to Missed or InAns or Outg,
press Back and make your selection.
3. Press
and to display different pages of log entries.
4. When you locate the entry you want to call, press the
or key next to the entry.
5. Press
Save. The speed dial editing screen appears, pre-filled with the details from the call
log entry. See Adding a New Speed Dial.
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Deleting a Call Log Entry
1. Press Log. If Log is not shown press any soft key
2. At default, Missed calls are displayed first. You can select from InAns or Outgo. Alternatively,
press More and select All to display all three options. To return to Missed or InAns or Outg,
press Back and make your selection.
3. Press
and to display different pages of log entries.
4. When you locate the entry you want to call, press the
or key next to the entry.
5. Press
Delete. The entry is deleted from the Call Log and the details of the next call are
shown.
6. To exit the call log and return to the call handling screen press
Exit.
Erasing All Logged Calls
Loss of power to the phone will cause all call log entries to be deleted.
The Erase All option deletes the calls you have selected to log. See Setting Which Calls are Logged.
Caution: This action also deletes all speed dial entries and phone personalization options. See Default
Phone/Erase All Settings.
1. Press
Log. followed by More.
2. Press Delete. You are presented with a message asking you to confirm that you want to delete
all entries.
3. Press Erase to remove all logged entries
Setting Which Calls are Logged
Caution: If you change these settings, any call details already in the call log that no longer match the
selection are deleted.
1. Press
Option. If Option is not shown, press to exit the current screen.
2. Press
Log Setup.
A menu showing Answered, Un-Answered and Outgoing, with their current settings, is
displayed.
3. To toggle a particular setting between Yes or No, press the
key next to it. Alternatively, press
the
key next to a call type to underline its current setting and then press Yes/No to change
the value of the currently underlined setting.
4. Do one of the following: Note: If you press Save after changing the settings, any existing call log
entries that do not match the call types selected are deleted from the call log.
• To save the settings and return to the options menu, press Save.
You will hear a confirmation tone.
• To return to the Options menu without saving any changes, press Cancel.
• To return to the call handling screen without saving any changes, press Exit.
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Changing Options
Changing Ringer Options
The IP Office uses 'distinctive ringing' for different types of calls - a repeated single ring for internal calls,
a repeated double ring for external calls and a single ring followed by two short rings for ringback calls.
These options are fixed by the IP Office. The phone's own menus allow its ringer sound to be
personalized so you can recognize it from other ringing phones.
To change the ringer sound:
You can choose from among eight different ring sounds. This alters the tone and style of ringing used by
the phone, the ring pattern is still controlled by the IP Office according to the call type. Note: If you
receive a call while selecting a ringer sound, you are automatically returned to the call handling screen.
1. Press
Exit to exit any other mode, then press any of the keys below the display.
2. Press
Option.
3. Press
Ring Options followed by Ring Pattern. A menu with the current ring pattern
appears.
4. To select a ringing pattern use either the
and keys or press a dial pad key between 1 and 8.
You will hear the selected ringing pattern.
5. To hear the ringing pattern again press
Play or repress the dial pad key.
• When you have selected a ringing pattern, press Save. You will hear a confirmation
tone and be returned to the options menu.
• If you want to return to the options menu without changing the ring pattern, press
Cancel.
To use the Message Lamp for ringing alerts:
1. Press
Exit to exit any other mode, then press any of the keys below the display.
2. Press
Option.
3. Press
Ring Options and set Flash Message Lamp to Yes or No. When set to Yes the
Message lamp will flash when you receive a call.
• Changing this option does not affect the voicemail visual indicator feature.
To automatically show the call handling screen:
1. Press
Exit to exit any other mode, then press any of the keys below the display.
2. Press
Option.
3. Press
Ring Options and set Show Phone Screen to Yes or No. If set to Yes then, when
you are setting up/using Speed Dial, Call Log, etc, you are automatically returned to the call
handling screen when you receive a call.
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Function Keys
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Adjusting the Display Contrast
You can adjust the contrast level on the telephone display. You can choose from among fifteen levels of
contrast.
1. Press
Exit to exit any other mode. Press Option.
2. Press
Contrast. A menu with the current contrast setting appears.
3. Use the
and keys to adjust the level of contrast.
4. When the contrast is set as required, either:
• Return to the options menu by pressing Done.
• Return to the call handling screen by pressing Exit.
Call Log Setup
Through the Option menu you can specify which types of calls should be included in the phone's call
log. See Setting Which Calls are Logged.
Miscellaneous
This option only contains one menu item: Stay in Speed Dial.
When set to Yes and you access your personal Speed Dial list the menu will remain displayed
regardless of any calls made or received.
1. Press
Exit to exit any other mode. Press Option..
2. Press
Miscellaneous and set Stay in Speed Dial to Yes.
Using Self Test
Self test can be used to display information about the phone and to check operation of the lamps and
display. The information may be required by a telephone system maintainer.
1. Press
Exit to exit any other mode. Press Option.
2. Press
Self Test. The a screen of information appears.
3. Press and hold the
Test key. The screen lines should all go black and all the phone lamps
should come on.
4. Do one of the following:
• To return to the options menu, press Done.
• To return to the call handling screen, press .
Selecting the Display Mode
See Display Mode.
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Default Phone/Erase All Settings
The Erase All option allows you to reset all personalized settings entered through the phone's Option
menus (except contrast level). It also deletes all entries in the phones Call Log and Speed Dial lists.
1. Press
Exit to exit any other mode. Press Erase....
2. Press the
key next to an items to select/de-select it for erasure. A is shown next to selected
items. The items selectable for erasure are:
• Speed Dials: Selects for erasure all speed dials set in the phone's SpDial store.
• Call Log: Selects for erasure all entries in the phone's call log.
• User Labels: Selects for erasure all customized function key labels.
• Language: Selects to default the phone's language setting back to default.
• Options: Any for erasure or defaulting all other phone options.
• All: Selects for erasure or defaulting all of the above.
3. Press
Erase or Cancel.
Language
When the phone is first installed, it is set to display screen text in English. You can select the language
that you would prefer from the following:
• English, German (Deutsch), French (Français), Spanish (Español), Italian (Italiano), Dutch
(Nederlands), Portuguese (Português) or Japanese (Katakana characters).
Note: This does not alter your user language setting on the telephone system.
1. Press
Exit to exit any other mode. Press Option.
2. Press
Language. A menu listing the available languages appears, with the current language
underlined.
3. Press the
or key next to the language required. The screen text changes to the language
selected.
4. Do one of the following:
• To save the settings and return to the options menu, press Save. You will hear a
confirmation tone.
• To return to the options menu without saving any changes, press Cancel.
• To return to the call handling screen without saving any changes, press .
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IP Office Issue 6d (15th September 2005)
Automatic Gain Control (AGC)
Automatic Gain Control (AGC) raises the volume when a caller is speaking quietly and lowers the
volume when the caller is loud.
1. Press
Exit to exit any other mode. Press Option.
2. Press a
or key until a menu listing the current handset, headset and speaker AGC options is
displayed.
3. To toggle a particular setting between Yes and No, press the
key next to it.
• Alternatively, press the key next to a call type to underline its current setting and then
press
Yes/No to change the value of the currently underlined setting.
4. Do one of the following:
• To save the settings and return to the options menu, press Save. You will hear a
confirmation tone.
• To return to the options menu without saving any changes, press Cancel.
• To return to the call handling screen without saving any changes, press Exit.
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5420/2420 Phone User Guide Page 24
IP Office Issue 6d (15th September 2005)
System Features
System Features
As well as your phones specific features, you can access a number of system features by dialing short
codes.
These instructions are for the system's default configuration. They assume that you are using the default
feature codes. It also assumes that you have full access to all features and the public telephone network.
Making Calls
Internal Calls:
If your System Administrator has allocated you the Ring Back When Free feature (see RBak+ - Ringback
When Free) under a dial pad digit, you can:
1. When you call an extension that does not answer or is busy, press the
RBak feature key to
set a callback on that extension.
2. When the extension you called becomes free, your phone will ring (a burst of three rings).
3. Lift the handset and the extension is called automatically.
4. When the extension you called is free, your phone will ring (a burst of three rings).
5. Lift the handset and the extension is called automatically.
External calls:
To make an external call, either dial the number (prefixed by the access code if required) or use a speed
dial code (contact your system manager for a list of your speed codes).
If you hear busy tone while dialing, then the call may be barred. Your system manager can bar certain
calls, such as those to premium rate numbers and international calls.
Answering Calls
Ringing at your own extension:
Simply pick up the handset. When in headset mode, press the button associated with the alerting call.
The default ringing cadences are:
• Internal calls have a single ring cadence
• External calls have a double ring cadence.
These can be changed by your System Administrator.
Ringing at another extension:
You can answer from your own phone by using Call Pick-Up; lift your handset and dial:
• *30 to answer a call ringing anywhere.
• *31 to answer a call within your group.
• *32*201# to answer the call for a particular extension, in this example 201.
Note: If your phone rings for any longer than a specified period (15 seconds in default), any re-direction
feature that you have activated, such as voicemail or call forwarding, will come into effect.
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System Features
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IP Office Issue 6d (15th September 2005)
Call Forwarding
Your calls can be forwarded to another extension or an external number either when you are away from
your desk (on no answer), when your extension is busy, and all calls (for example when you go on
holiday).
• To switch forward direct station (i.e. not Hunt Group) calls on dial *01, to switch it off
dial *02.
• To switch forward on busy on dial *03, to switch it off dial *04.
• To switch forward on no answer on dial *05, to switch it off dial *06.
• To set the number to which your calls are forwarded dial *07*201#, forwarding to 201 in this
example.
Diverting Calls
You can divert your calls to another extension. In the examples below N is the extension to which you
want your calls diverted. Note that, if you do not answer calls at the temporary extension, they are
forwarded to your own voicemail or call forwarding number.
At another extension:
• *12*N# from the extension you are temporarily using.
• *13*N# to re-direct the calls back to your own extension, before you return to it.
At your own extension:
• *14*N# from your own extension.
• *14*# to cancel either feature from your own extension.
Do Not Disturb
You may choose to receive no calls at all or only those from particular callers on your exceptions list:
To switch Do Not Disturb on (with or without exceptions) dial *08, to switch it off dial *09.
• *10*N# to add a number to the exception list.
• *11*N# to delete a number from the exception list.
Note: Your callers, other than your exceptions, either hear busy tone or are re-directed to your
voicemail.
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IP Office Issue 6d (15th September 2005)
Voicemail
Note that not all systems support voicemail or have voicemail installed.
• To switch voicemail on dial *18, to switch it off dial *19.
• To retrieve your voicemail, use the code *17.
Your voicemail may be set up to deliver your messages by calling you whenever you hang up: this
feature is known as Voicemail Ringback.
• To turn Voicemail Ringback on dial *48; to turn it off dial *49.
Dialing a number while listening to your messages invokes further facilities:
Once messages have been delivered, they are held on the system for 24 hours (this is fixed for
Voicemail Lite, but can be varied by your System Administrator if your IP Office is equipped with
VoicemailPro).
You can collect your voicemail from another extension by using the PIN your System Administrator has
set up for you. You can collect your messages if you are out of the office, by either dialing from a number
that has been registered for the purpose or by dialing your extension number and PIN when prompted. If
validation is successful, then dial 1 to retrieve your mail.
The System Administrator also specifies the reception number, to which the call is diverted if the caller
dials 0, and your email address if your voicemail and email are integrated.
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System Features
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IP Office Issue 6d (15th September 2005)
Default Feature Codes
The following are the normal default feature codes available to all users. Your System Administrator may
add additional codes for other features and for speed dials.
The N where shown, should be replaced by the appropriate number. For example, with *07*N#, replace
N with the extension to which you want your calls forwarded when you have forwarding switched on.
*00 Cancel All Forwarding *32*N# Call Pick Up Extension
*01 Forward Unconditionally On *33*N# Call Queue
*02 Forward Unconditionally Off *34 Hold Music
*03 Forward on Busy On *35*N# Extn Login
*04 Forward on Busy Off *36*N# Extn Logout
*05 Forward on No Answer On *37*N# Park Call
*06 Forward on No Answer Off *38*N# Ride Call
*07*N# Forward to number *39 Relay On
*08 Do Not Disturb On *40 Relay Off
*09 Do Not Disturb Off *41 Relay Pulse
*10*N# Do Not Disturb Exception Add *42 Relay On
*11*N# Do Not Disturb Exception Delete *43 Relay Off
*12*N# Follow Me Here *44 Relay Pulse
*13*N# Follow Me Here Cancel *45*N# Call Steal
*14*N# Follow Me To *46 Call Steal
*15 Call Waiting On *47 Conference Add
*16 Call Waiting Off *48 Voicemail Ringback On
*17 Voicemail Collect *49 Voicemail Ringback Off
*18 Voicemail On *50 Forward Hunt Group Calls On
*19 Voicemail Off *51 Forward Hunt Group Calls Off
*20*N# Set Hunt Group Night Service *52 Clear Call
*21*N# Clear Hunt Group Night Service *53*N# Call Pickup Members
*29 Toggle Calls *57*N# Forward on busy number
*30 Call Pick Up Any *70*N# Dial Physical Extn by Number
*31 Call Pick Up Group *71*N# Dial Physical Extn by ID
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IP Office Issue 6d (15th September 2005)
EU24 Expansion Module
EU24 Overview
The EU24 Expansion Module is an optional device that can be connected to your 2420/5420 phone to
extend the number of call appearance and feature buttons available on the telephone.
The expansion module has 24 buttons arranged in two columns. Depending on how they have been
programmed by your System Administrator, these buttons can be used for call appearances or features.
You can adjust the viewing angle of the EU24 display to match that of your phone.
The following figure shows a top view of the EU24 (the left hand column is displayed).
1. Call Appearance/Feature Button.
2. Feature Active icon for feature in right column.
3. Alternate Display Button
4. Feature Active icon for feature in left column.
5. Display.
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EU24 Expansion Module
5420/2420 Phone User Guide Page 29
IP Office Issue 6d (15th September 2005)
Connection
Before you can begin using the EU24 Expansion Module, the module must be connected to the phone
according to the instructions in the EU24 Expansion Module Installation and Safety Instructions (555-
233-136).
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Using the EU24 Expansion Module
The following sections explain how to use the features of the EU24 Expansion Module. For more
information, consult your System Administrator.
Viewing the Alternate Display
Although the EU24 Expansion Module supports an additional 24 call appearance/feature buttons, it only
displays the button labels and icons for one column at a time. A dotted line separates the left column
from the right column.
When you are viewing the labels and icons for the left column, the icons for the right column are
displayed to the right of the dotted line. To view the column not currently displayed, press the Alternate
Display button.
Selecting a Call Appearance/Feature Button
To select an available call appearance or feature, press the button next to the label in the column
currently displayed.
If the call appearance or feature is not currently displayed, use the Alternate Display key to access the
additional 12 call appearance/feature button labels.
Understanding Call Appearance/Feature Button Status Icons
When a call arrives for a call appearance on the EU24 Expansion Module, the bell icon blinks on the
corresponding call appearance. To answer the call, press the button associated with the call
appearance.
The icons displayed on the call appearance allow you to determine the status (for example, on hold) of
each call on the EU24 Expansion Module. Icons also indicate whether a feature has been administered
for a particular button on the EU24 Expansion Module. For an explanation of these icons see Call
Appearance Keys.
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IP Office Issue 6d (15th September 2005)
Index
0
07*N 27
1
1.5
enter 16
10*N 25, 27
11*N 25, 27
12*N 25, 27
13*N 25, 27
14*N 25, 27
2
20*N 27
201
forwarding 25
21*N 27
3
32*N 27
33*N 27
35*N 27
36*N 27
37*N 27
38*N 27
4
45*N 27
5
53*N 27
57*N 27
7
70*N 27
71*N 27
A
Access
Call Log 8, 9
speakerphone 4
Speed Dial List 8,
9
Access 4
Access 8
Access 9
Add
New Speed Dial
16
Pressing 14
Add 14
Add 16
Adjust speakerphone
8
Adjusting
Display Contrast
21
speakerphone 10
Adjusting 10
Adjusting 21
Administrator’ 7
Affect
voicemail 20
Affect 20
AGC 23
All 17, 18, 19
All Logged Calls
Erasing 19
All Logged Calls 19
Alternate Display
Viewing 30
Alternate Display 30
Alternate Display
button
press 30
Alternate Display
button 28
Alternate Display
button 30
Alternate Display key
use 30
Alternate Display key
30
Answer
Call 8, 24
showing 19
Answer 8
Answer 19
Answer 24
Answer/make 6
Answered, Unanswered 17
Appearance/feature
30
Appearance/feature
button 30
Automatic Gain
Control 23
Avaya 4
Avaya 5420 4
Avaya IP Office 4
B
Back 18, 19
Backspace 16
Bridged 6
Bridged Appearance
6
Busy Off 27
Busy On 27
C
Call Appearance 6,
13
Call Appearance
button
pressing 11
Call Appearance
button 11
Call Appearance
Keys
replace 6
Call Appearance
Keys 4
Call Appearance
Keys 6
Call Appearance
Keys 11
Call Appearance
Keys Icons 7
Call
Appearance/Feature
Button
Selecting 30
Call
Appearance/Feature
Button 28
Call
Appearance/Feature
Button 30
Call
Appearance/Feature
Button Status Icons
Understanding 30
Call
Appearance/Feature
Button Status Icons
30
Call
Appearance/Feature
Keys 7
Call Coverage
Appearance 6
Call Coverage
Appearance Keys 6
Call Forwarding 25
Call Handling
Buttons 4
Call Log
Access 8, 9
Overview 17
Viewing 18
Call Log 4
Call Log 8
Call Log 9
Call Log 17
Call Log 18
Call Log 18
Call Log 19
Call Log 20
Call Log 22
Call Log Entry
Converting 15
Deleting 19
Saving 18
Call Log Entry 15
Call Log Entry 18
Call Log Entry 19
Call Log Setup 21
Call Pick Up Any 27
Call Pick Up
Extension 27
Call Pick Up Group
27
Call Pick-Up 24
Call Pickup Members
27
Call Queue 27
Call Steal 27
Call Waiting Off 27
Call Waiting On 27
Calls
Answer 8
Answering 24
Clearing 9
Diverting 25
Incoming 7
Make 8
Making 18, 24
Calls 7
Calls 8
Calls 8
Calls 9
Calls 18
Calls 24
Calls 24
Calls 25
Cancel 15, 16, 19,
20, 22, 23
Cancel All
Forwarding 27
Case 16
CAUTIONS 6
Clear Call 27
Clear Hunt Group
Night Service 27
Clearing
Call 9
Clearing 9
Colleague’s 6
Conference 12, 13
Conference Add 27
Connection 29
Converting
Call Log Entry 15
Converting 15
D
Default Feature
Codes 27
Default Phone/Erase
All Settings 22
Deleting
Call Log Entry 19
Speed Dial 15
Deleting 15
Deleting 19
Deutsch 22
Dial
Speed Dial
Number 14
Dial 14
Dial Physical Extn 27
Display Contrast
Adjusting 21
Display Contrast 21
Display Mode
Selecting 21
Display Mode 21
Display, Call
Appearance 4
Diverting
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IP Office Issue 6d (15th September 2005)
Calls 25
Diverting 25
Do Not Disturb 25
Done
pressing 21
Done 15, 18
Done 21
Done 21
Drop 8, 12, 13
E
Edit
Speed Dial 15
Edit 14
Edit 15
Either Logging 17
Email 26
End
speakerphone 10
End 10
English 22
Entering
1.5 16
Entering 16
Erase All 19, 22
Erasing
All Logged Calls
19
Erasing 19
Español 22
EU24
view 28
EU24 28
EU24 Expansion
Module
Using 30
EU24 Expansion
Module 28, 29
EU24 Expansion
Module 30
EU24 Expansion
Module Installation
29
EU24 Overview 28
Exit
pressing 21
Exit 8, 14, 16, 19
Exit 21
Exit 23
Extn Login 27
Extn Logout 27
F
Feature 4
Feature Active icon
28
Flash Message
Lamp
set 20
Yes 20
Flash Message
Lamp 20
Follow Me Here 27
Follow Me Here
Cancel 27
Follow Me To 27
Forward Hunt Group
Calls Off 27
Forward Hunt Group
Calls On 27
Forward
Unconditionally Off
27
Forward
Unconditionally On
27
Forwarding
201 25
Forwarding 25
Français 22
Function Active 7
Function Keys 7
G
German 22
H
Headset 9, 10
Headset Working 9
Hold
Test key 21
Hold 7, 11, 12
Hold 21
Hold Music 27
Home 8, 10
Hunt Group 25
Hyphen 16
I
ID 27
InAns 17, 18, 19
Incoming
Call 7
Incoming 7
Internal Calls 24
IP 6
IP Office 4, 6, 17, 26
IP Office Key
refer 6
IP Office Key 6
Italian 22
Italiano 22
J
Japanese 22
K
Katakana 22
L
Lamp Operation 6
Language 22
LED 10
Line 6
Line Appearance 6
Log
pressing 17
Log 17
Log 18
Log 18
Log 18
Log 19
Log 19
M
Making
Call 8
Calls 18, 24
Making 8
Making 18
Making 24
Menu
Speed Dial list 21
Message 13, 20
Message button
Press 13
Message button 13
Miscellaneous 21
Missed
return 18, 19
Missed 18
Missed 18
Missed 18
Missed 19
Mode’ 9
More 17, 18, 19
Mute 11
Mute button 11
N
Name 16
Nederlands 22
New Speed Dial
Adding 16
New Speed Dial 16
No Answer Off 27
No Answer On 27
Not Disturb 25
Not Disturb
Exception Add 27
Not Disturb
Exception Delete 27
Not Disturb Off 27
Not Disturb On 27
Number
System Features
7
Number 7
Number 16
Number 27
O
On/off 4
Option 19, 20, 22
Option menu
return 19
Option menu 19
Option menu 21
Outg 18, 19
Outgo 17, 18, 19
Overview
Call Log 17
Speed Dials 14
Overview 4
Overview 14
Overview 17
P
Park Call 27
Pause 16
Personalization 19
PIN 26
Play 20
Português 22
Portuguese 22
Press Add 16
Press Call 18
Press Conference 13
Press Contrast 21
Press Delete 15, 19
Press Done 18
Press Drop 9
Press Edit 15
Press Erase 19, 22
Press Exit 20, 21,
22, 23
Press Hold 11
Press Language 22
Press Log 18, 19
Press Log Setup 19
Press Miscellaneous
21
Press Mute 11
Press Option 19, 20,
21, 22, 23
Press Redial 8, 9, 10
Press Ring Options
20
Press Save 18
Press Self Test 21
Press SpDial 14, 15,
16
Press Speaker 10
Press Yes 15
Pressing
Add 14
Alternate Display
button 30
Call Appearance
button 11
Done 21
Exit 21
Log 17
Message button
13
RBak 24
SpDial 14
SpDial softkey 10
Speaker 8, 18
Pressing 8
Pressing 10
Pressing 11
Pressing 13
Pressing 14
Pressing 17
Pressing 18
Pressing 21
Pressing 24
Pressing 30
Previous/Next Page
4
Page 33
Index
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IP Office Issue 6d (15th September 2005)
R
RBak
press 24
RBak 24
Redial 4, 10
Redial list 10
Redials 10
Refer
IP Office Key 6
Refer 6
Relay Off 27
Relay On 27
Relay Pulse 27
Replace
Call Appearance
Keys 6
Replace 6
Return
Missed 18, 19
Options menu 19
Return 18
Return 18
Return 18
Return 19
Return 19
Ride Call 27
Ring Back When
Free 24
Ring Options 20
Ring Pattern 20
S
Safety Instructions
29
Save
Call Log Entry 18
Save 16
Save 18
Save 19
Save 20
Save 22
Save 23
Select/de-select 22
Selecting
Call
Appearance/Feat
ure Button 30
Display Mode 21
Selecting 21
Selecting 30
Set
Flash Message
Lamp 20
Show Phone
Screen 20
up/using Speed
Dial 20
Which Calls 19
Yes 20, 21
Set 19
Set 20
Set 21
Set Hunt Group
Night Service 27
Show Phone Screen
set 20
Yes 20
Show Phone Screen
20
Showing
Answered 19
Showing 19
Softkeys 4
Space 16
Spanish 22
SpDial
pressing 14
SpDial 14
SpDial 14
SpDial 15
SpDial 15
SpDial 16
SpDial 17
SpDial 22
SpDial softkey
press 10
SpDial softkey 10
Speaker
pressing 8, 18
Speaker 8
Speaker 18
Speakerphone
Access 4
Adjust 10
end 10
use 10
Speakerphone 4
Speakerphone 8
Speakerphone 10
Speakerphone 11
Speakerphones 10
Speed Dial List
Access 8, 9
menu 21
Speed Dial List 8
Speed Dial List 9
Speed Dial List 21
Speed Dial Number
Dialing 14
Speed Dial Number
14
Speed Dials
Deleting 15
Editing 15
Overview 14
Yes 21
Speed Dials 4, 10
Speed Dials 14
Speed Dials 15
Speed Dials 15
Speed Dials 15
Speed Dials 21
Speed Dials 22
Standard 12-button 4
Stay 21
System
Administrator 4, 6, 7,
11, 24, 26, 27, 28, 30
System Features
number 7
System Features 6
System Features 7
System Features 24
T
Test key
hold 21
Test key 21
Toggle Calls 27
Transfer 12
U
Un-Answered 19
Understanding
Call
Appearance/Feat
ure Button Status
Icons 30
Understanding 30
Up/using Speed Dial
setting 20
Up/using Speed Dial
20
Use
Alternate Display
key 30
speakerphone 10
Use 10
Use 30
User Labels 22
Using
EU24 Expansion
Module 30
Using 30
Using Self Test 21
Using The Call Log
18
V
Viewing
Alternate Display
30
Call Log 18
EU24 28
Viewing 18
Viewing 28
Viewing 30
Voicemail
affect 20
Voicemail 4, 7
Voicemail 20
Voicemail 24
Voicemail 25
Voicemail 25
Voicemail 26
Voicemail Collect 27
Voicemail Lite 26
Voicemail Off 27
Voicemail On 27
Voicemail ringback
26
Voicemail Ringback
Off 27
Voicemail Ringback
On 27
VoicemailPro 26
Volume Controls 4
W
WARNING 17
Which Calls
Setting 19
Which Calls 19
Y
Yes
Flash Message
Lamp 20
set 20, 21
Show Phone
Screen 20
Speed Dial 21
Yes 19
Yes 20
Yes 21
Yes 23
Yes/No 19, 23
Your Speed Dial List
18
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IP Office Issue 6d (15th September 2005)
Performance figures and data quoted in this document are typical, and must be specifically
confirmed in writing by Avaya before they become applicable to any particular order or contract.
The company reserves the right to make alterations or amendments to the detailed
specifications at its discretion. The publication of information in this document does not imply
freedom from patent or other protective rights of Avaya or others.
Intellectual property related to this product (including trademarks) and registered to Lucent
Technologies have been transferred or licensed to Avaya.
All trademarks identified by the ® or ™ are registered trademarks or trademarks, respectively,
of Avaya Inc. All other trademarks are the property of their respective owners.
This document contains proprietary information of Avaya and is not to be disclosed or used
except in accordance with applicable agreements.
Any comments or suggestions regarding this document should be sent to
"wgctechpubs@avaya.com".
© 2005 Avaya Inc. All rights reserved.
Avaya
Sterling Court
15 - 21 Mundells
Welwyn Garden City
Hertfordshire
AL7 1LZ
England
Tel: +44 (0) 1707 392200
Fax: +44 (0) 1707 376933
Web: http://www.avaya.com
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