Avaya 5420 + EU24 User Manual

IP Office

5420 + EU24 User’s Guide

40DHB0002UKEG – Issue 4 (9th February 2004)

Page ii - Contents

Contents

The 5420 Telephone ............................................................................. 6

Overview of the 5420 ................................................................................................................... 6

Call Appearance Keys.................................................................................................................. 7

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

Call Appearance/Function Key Icons .................................................................................................. 8

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

Answer a Call...............................................................................................................................9

Making a Call ............................................................................................................................... 9

Clearing a Call .............................................................................................................................9

Headset Working ....................................................................................................................... 10

Speakerphone............................................................................................................................ 10

Speed Dial .................................................................................................................................11

Redial......................................................................................................................................... 11

Mute........................................................................................................................................... 11

Hold............................................................................................................................................ 11

Transfer...................................................................................................................................... 12

Conference ................................................................................................................................ 12

Message .................................................................................................................................... 12

Speed Dials.......................................................................................... 13

Overview of Speed Dials............................................................................................................ 13

Using Speed Dials ..................................................................................................................... 14

Dialing a Speed Dial Number ............................................................................................................ 14

Deleting a Speed Dial........................................................................................................................ 14

Editing a Speed Dial .......................................................................................................................... 14

Converting a Call Log Entry to a Speed Dial .....................................................................................14

Adding a New Speed Dial.................................................................................................................. 15

Using the Call Log .............................................................................. 16

Overview of the Call Log ............................................................................................................ 16

Using the Call Log...................................................................................................................... 17

Viewing the Call Log.......................................................................................................................... 17

Making Calls from the Call Log.......................................................................................................... 17

Saving a Call Log Entry to Your Speed Dial List ............................................................................... 17

Deleting a Call Log Entry................................................................................................................... 18

Erasing All Logged Calls ................................................................................................................... 18

Setting Which Calls are Logged ........................................................................................................ 18

Changing the 5420 Options ............................................................... 19

Overview of 5420 Options.......................................................................................................... 19

Selecting Personalized Options ................................................................................................. 20

Ring Options...................................................................................................................................... 20

Adjusting the Display Contrast........................................................................................................... 20

Call Log Setup ................................................................................................................................... 21

Miscellaneous.................................................................................................................................... 21

Using Self Test .................................................................................................................................. 21

Selecting the Display Mode ............................................................................................................... 21

Default Phone/Erase All Settings....................................................................................................... 21

Language........................................................................................................................................... 22

Changing Function Key Labels.......................................................................................................... 22

Automatic Gain Control (AGC) .......................................................................................................... 22

Function Keys ..................................................................................... 23

Overview of the Function Keys ..................................................................................................23

Page ii - Contents IP Office 5420 + EU24 User’s Guide 40DHB0002UKEG – Issue 4 (9th February 2004)

Contents - Page iii

Display Mode ............................................................................................................................. 24

Function Key Programming........................................................................................................25

Shorthand Programming Mode ......................................................................................................... 26

Longhand Programming .................................................................................................................... 27

Display Key Features ........................................................................................................................ 28

Dial (#) ......................................................................................................................................................... 28

Group (#) .....................................................................................................................................................28

User (#)........................................................................................................................................................28

Absnt - Set Absent Text ..............................................................................................................................29

Acct - Account Code Entry (!)......................................................................................................................29

AD - Abbreviated Dial (!) .............................................................................................................................29

Admin - Self-Administer (!) ..........................................................................................................................29

Apear - Appearance ....................................................................................................................................30

AutCB - Automatic Callback (!)....................................................................................................................30

Busy - Busy .................................................................................................................................................30

BusyH - Busy On Held ................................................................................................................................30

CFrwd - Call Forwarding All (!) .................................................................................................................... 31

ClrCW - Clear CW .......................................................................................................................................31

CnfRV - Conference Meet Me.....................................................................................................................31

Conf+ - Conference Add..............................................................................................................................31

CPark - Call Park (!) ....................................................................................................................................32

CPkUp - Call Pickup (!) ...............................................................................................................................32

CWOff - Call Waiting Off .............................................................................................................................32

CWOn - Call Waiting On .............................................................................................................................33

CWSus - Call Waiting Suspend...................................................................................................................33

DCW - Dial CW............................................................................................................................................33

Dir - Directory (!)..........................................................................................................................................33

Dirct - Dial Direct .........................................................................................................................................34

DNDOn - Do Not Disturb On .......................................................................................................................34

DNDOf - Do Not Disturb Off ........................................................................................................................34

DNDX+ - Do Not Disturb Exception Add .....................................................................................................34

DNDX- - Do Not Disturb Exception Delete..................................................................................................34

DPkUp - Directed Call Pickup (!).................................................................................................................35

Drop - Drop (!) .............................................................................................................................................35

DTone - Secondary Dial Tone.....................................................................................................................35

Emrgy - Dial Emergency .............................................................................................................................35

Flash - Flash Hook (#).................................................................................................................................35

FolTo - Follow Me To ..................................................................................................................................36

FwBNo - Forward On Busy Number............................................................................................................36

FwBOn - Forward On Busy On ...................................................................................................................36

FwBOf - Forward On Busy Off ....................................................................................................................36

FwdH+ - Forward Hunt Group Calls On......................................................................................................37

FwdH- - Forward Hunt Group Calls Off.......................................................................................................37

FwdNo - Forward Number...........................................................................................................................37

FwdOf - Cancel All Forwarding ...................................................................................................................37

FwNOn - Forward On No Answer On .........................................................................................................38

FwNOf - Forward On No Answer Off ..........................................................................................................38

FwUOn - Forward Unconditional On ...........................................................................................................38

FwUOf - Forward Unconditional Off ............................................................................................................38

GrpPg - Group Paging (!) ............................................................................................................................38

HdSet - Headset Toggle (!) .........................................................................................................................39

Here- - Follow Me Here Cancel...................................................................................................................39

Here+ - Follow Me Here ..............................................................................................................................39

HfAns - Internal Auto-Answer (!) .................................................................................................................39

HGEna - Hunt Group Enable.......................................................................................................................40

HGDis - Hunt Group Disable.......................................................................................................................40

HGNS+ - Set Hunt Group Night Service (!).................................................................................................40

HGNS- - Clear Hunt Group Night Service...................................................................................................40

HGOS+ - Set Hunt Group Out of Service....................................................................................................41

HGOS- - Clear Hunt Group Out of Service .................................................................................................41

Hold - Hold Call ...........................................................................................................................................41

HoldCW - Hold Call Waiting ........................................................................................................................41

IAuto - Automatic Intercom..........................................................................................................................41

ICSeq - Set Inside Call Sequence...............................................................................................................42

IP Office 5420 + EU24 User’s Guide Contents - Page iii 40DHB0002UKEG – Issue 4 (9th February 2004)

Page iv - Contents

IDial - Dial Intercom.....................................................................................................................................42

Inclu - Dial Inclusion ....................................................................................................................................42

Intru - Call Intrude........................................................................................................................................42

Listn - Call Listen.........................................................................................................................................42

Login - Extn Login .......................................................................................................................................42

Logof - Extn Logout .....................................................................................................................................43

Music - Hold Music ......................................................................................................................................43

NATim - Set No Answer Time .....................................................................................................................43

OCSeq - Set Outside Call Sequence ..........................................................................................................43

Page - Page.................................................................................................................................................43

Park - Park (#) .............................................................................................................................................44

Park - Call Park to Other Extension (!)........................................................................................................44

PCall - Priority Call ...................................................................................................................................... 44

PhyEx - Dial Physical Extension by Number...............................................................................................44

PickA - Call Pickup Any...............................................................................................................................45

PickG - Call Pickup Group...........................................................................................................................45

PickM - Call Pickup Members .....................................................................................................................45

Prog - Abbreviated Dial Program (!)............................................................................................................46

Quota - Clear Quota ....................................................................................................................................46

Queue - Call Queue ....................................................................................................................................46

RBak+ - Ringback When Free ....................................................................................................................46

RBak - Cancel Ringback When Free ..........................................................................................................47

RBSeq - Set Ringback Sequence ...............................................................................................................47

Recor - Call Record.....................................................................................................................................47

Relay - Relay Pulse.....................................................................................................................................47

Rely+ - Relay On .........................................................................................................................................47

Rely- - Relay Off..........................................................................................................................................48

Resum - Resume Call .................................................................................................................................48

Rtriv - Retrieve Call .....................................................................................................................................48

Ride - Ride Call ...........................................................................................................................................48

RngOf - Ringer Off (!) ..................................................................................................................................49

SAC - Send All Calls (!) ............................................................................................................................... 49

Spres - AD Suppress (!) ..............................................................................................................................49

Steal - Call Steal..........................................................................................................................................50

SusCW - Suspend CW................................................................................................................................50

Suspe - Suspend Call..................................................................................................................................50

Timer - Timer (!)...........................................................................................................................................51

TmDay - Time of Day (!)..............................................................................................................................51

Toggl - Toggle Calls ....................................................................................................................................51

VMRB- - Voicemail Ringback Off ................................................................................................................51

VMRB+ - Voicemail Ringback On ...............................................................................................................51

VMCol - Voicemail Collect...........................................................................................................................52

VMOff - Voicemail Off..................................................................................................................................52

VMOn - Voicemail On..................................................................................................................................52

WUTim - Set Wrap Up Time........................................................................................................................52

System Features ................................................................................. 53

Introduction ................................................................................................................................ 53

Making Calls ..............................................................................................................................53

Answering Calls ......................................................................................................................... 53

Call Waiting................................................................................................................................ 54

Call Forwarding.......................................................................................................................... 54

Diverting Calls............................................................................................................................ 54

Do Not Disturb ...........................................................................................................................54

Voicemail ................................................................................................................................... 55

Default Feature Codes............................................................................................................... 55

EU24 Expansion Module .................................................... 56

EU24 Overview .......................................................................................................................... 56

Connection................................................................................................................................. 56

Using the EU24 Expansion Module ........................................................................................... 57

Viewing the Alternate Display............................................................................................................ 57

Page iv - Contents IP Office 5420 + EU24 User’s Guide 40DHB0002UKEG – Issue 4 (9th February 2004)

Contents - Page v

Selecting a Call Appearance/Feature Button..................................................................................... 57

Understanding Call Appearance/Feature Button Status Icons .......................................................... 57

Index..................................................................................................... 58

IP Office 5420 + EU24 User’s Guide Contents - Page v 40DHB0002UKEG – Issue 4 (9th February 2004)

Page 6 - Overview of the 5420 The 5420 Telephone

The 5420 Telephone

Overview of the 5420

This guide covers the use of the Avaya 5420 telephone, running in Key and Lamp mode, on Avaya IP Office telephone systems operating with Level 3.0 software and the 5420 telephone’s software running at REL:4.00 or higher (see Using Self Test on page

21). The diagram below shows the main 5420 telephone features.

1. Display, Call Appearance and Function keys: Call Appearance Keys allow the user to handle multiple calls and the display shows call information. System functions (allocated by your System Administrator) can also be displayed. See Call Appearance Keys on page 7 and Function Keys on page 23.

2. Message lamp: Lit when the user has voicemail messages. Can also be set to flash when the phone is ringing.

5. Call Handling Buttons: See Basic Call Handling Features on page 9.

6. Dial pad: Standard 12-button pad for dialing telephone numbers.

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.

Messages: Access the user's mailbox.

• Hold: Place call on hold.

• Transfer: Transfer call.

• Conference: Conference held calls.

• Drop: Drop call.

• Redial: Redial last number dialed.

Volume Controls: Adjust the speaker, handset, headset, or ringer

volume depending on which is currently in use.

Mute: Turns the microphone on/off. When Mute in use, the associated light

is on and the caller cannot hear you.

Headset: Switches from handset to headset. The light associated with this

button turns on when the headset is active.

Page 6 - Overview of the 5420 IP Office 5420 + EU24 User’s Guide Overview of the 5420 40DHB0002UKEG – Issue 4 (9th February 2004)

Call Appearance Keys The 5420 Telephone - Page 7

10.

11.

12.

Speaker: Access the speakerphone. The light associated with this button

turns on when the speakerphone is active.

Exit: Returns you to the main call handling screen.

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. See Speed Dials on page 13, Using the Call Log on page 16, Changing the 5420 Options on page 19 and Error! Reference source not found. on page Error!

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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.

IP Office 5420 + EU24 User’s Guide The 5420 Telephone - Page 7 40DHB0002UKEG – Issue 4 (9th February 2004) Call Appearance Keys

Page 8 - Call Appearance Keys The 5420 Telephone

System Features

System Features can only be set against soft Function Keys by your System Administrator. However, your System Administrator may allocate you two ‘self administrator’ features that will enable you to add System Features to your soft Function Keys. Refer to Function Keys on page 23 for details of the System Feature that can only be allocated to you by your System Administrator.

In addition, there are a number of System Features that you can always access yourself by the use of short codes. Refer to System Features on page 53 for details of System Features that you can always access yourself by dialing short codes, e.g. *17 to listen to your VoiceMail messages.

Call Appearance/Function Key Icons

The icons displayed against the Call Appearance/Feature Keys allow you to determine the status (for example, on Hold) of each call. Icons also indicate whether a feature has been activated for a particular button.

• Incoming Call:

symbol next to a call appearance key indicates an incoming call.

A Pressing the adjacent hold.

• Connected

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

A call. The caller's telephone number (if available) is also shown. Pressing the adjacent display.

• On Hold

A Pressing the adjacent call on hold.

• Function Active:

The button to the left or right of the function key is active.

symbol next to a call appearance key indicate a call on hold.

key answers the call and puts any other current call on

key puts the call on hold. An H is also shown on the

key takes the call off hold and puts any other current

e or f

Page 8 - The 5420 Telephone IP Office 5420 + EU24 User’s Guide Call Appearance Keys 40DHB0002UKEG – Issue 4 (9th February 2004)

Answer a Call Basic Call Handling Features - Page 9

Basic Call Handling Features

Answer a Call

When a call arrives at your 5420 telephone, 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 on page 10).

• If you are active on a call already, place the active call on hold (Hold on page 11), and then answer the incoming call.

• If the call appearance for the ringing call is not displayed on the current screen page, use

the call appearance for the ringing call, press the corresponding call appearance button.

Making a Call

You can make calls from the 5420 telephone 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

volume level. (There are eight volume levels.)

to return to the first page of the Home screen. When you locate

and buttons. The display shows the

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

Drop

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 the last number that you dialed. or

• Access the Call Log and initiate a call to a specific entry. See Using the Call Log on page 17. or

• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See Speed Dials on page 13.

• When the call is answered, either speak or pick up the handset and speak to the called party.

Redial and a call appearance key to have the 5420 telephone dial

Speaker or

Clearing a Call

To clear an established call either:

1. Replace the handset or

2. Press when you will then hear silence (see Display Mode on page 24).

IP Office 5420 + EU24 User’s Guide Basic Call Handling Features - Page 9 40DHB0002UKEG – Issue 4 (9th February 2004) Answer a Call

Drop. You will hear dial tone, unless you are in ‘call centre mode’

Page 10 - Headset Working Basic Call Handling Features

Headset Working

When a headset is to be used on your 5420, it must be plugged in to the headset socket on the base of your 5420 telephone. To activate the headset and switch off the

handset, press 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

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:

Headset. The lamp beside the button is illuminated when

Drop.

• Press the last number that you dialed. or

• Access the Call Log and initiate a call to a specific entry. See Using the Call Log on page 17. or

• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See Speed Dials on page 13.

• When the call is answered, speak to the called party.

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) and that they operate best when you speak directly too them.

To make or answer a call without lifting the handset, or to use the speakerphone with any feature:

1. Press

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

3. Adjust the speakerphone volume if necessary.

• To change the volume use the

volume level. (There are eight volume levels.)

To change from the speakerphone to handset (or headset if fitted)

Redial and a call appearance key to have the 5420 telephone dial

Speaker. The LED beside the Speaker button illuminates.

and buttons. The display shows the

1. Pick up the handset (or press

To change from the handset to the speakerphone

1. Press

2. Hang up the handset.

To end a speakerphone call

1. Press

Page 10 - Basic Call Handling Features IP Office 5420 + EU24 User’s Guide Headset Working 40DHB0002UKEG – Issue 4 (9th February 2004)

Speaker.

Speaker again.

Headset) and talk.

Speed Dial Basic Call Handling Features - Page 11

Speed Dial

The Speed Dial feature allows you to have the 5420 telephone automatically dial calls to telephone numbers stored in your personal directory (maximum of 104). See Speed Dials on page 13.

To make a call to a personal directory entry using the Speed Dial feature:

1. Press the

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

3. If the entry you want is not displayed, use or key the first letter of the required name to jump to the page with a matching entry.

4. The 5420 telephone dials the number for you.

SpDial softkey. The Speed Dial screen is displayed.

and to cycle through the entries

Redial

The Redial (or Last Number Dialed) feature automatically redials a previously dialed extension or outside number (up to 24 digits). Your 5420 will store the up to ten of the last numbers dialed.

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

appearance in the redial list.

To redial previously dialed number:

1. Press

located the required number, press the associated key.

Redial. Use and to step through the entries. When you have

Mute

Hold

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

• 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

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

symbol changes to

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

against it. The symbol changes to

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

Note: After a pre-set time (defined by your System Administrator), you are reminded

that you have a call on hold by the

and the phone ringing.

Also see Transfer on page 12.

Mute.

Mute again.

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

; showing that the line is on hold.

symbol

; showing that the line is connected.

against it.

hold icon changing for a few moments to

IP Office 5420 + EU24 User’s Guide Basic Call Handling Features - Page 11 40DHB0002UKEG – Issue 4 (9th February 2004) Speed Dial

Page 12 - Transfer Basic Call Handling Features

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

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 complete the transfer.

If the called party does not wish to accept the call, press return to the held call by pressing its call appearance button.

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

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 transferred to the first held call.

2. To transfer the new call to the held call, press Drop. The transfer is complete.

Hold. Make or answer the second call. The second call requires to be

Transfer or Hold.

Transfer again to

Drop. You can

Drop.

Conference and then

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

2. Two Call Appearance keys are required for the conference feature.

To add another party to a call:

1. Press

2. Dial the number of the person you want to add to the call.

3. Wait for an answer.

4. To add the person to the call, press

5. Repeat steps 1 through 4 for additional conference connections.

To add a held call(s) to an active call:

1. Press

2. All held calls are added to the conference.

To leave a conference call:

1. To leave a conference, press

telephone system.

Conference.

If the called party does not answer or does not want to join the conference, press

Drop.

Conference again.

You can return to the held call by pressing its call appearance button.

Conference.

Drop.

Message

Your Message lamp turns on when a caller has left a message for you. Press the

Page 12 - Basic Call Handling Features IP Office 5420 + EU24 User’s Guide Transfer 40DHB0002UKEG – Issue 4 (9th February 2004)

Messages button to retrieve your messages and follow the prompts.

Overview of Speed Dials Speed Dials - Page 13

Speed Dials

Overview of Speed Dials

The 5420 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 to exit the

current screen.

• The speed dial list is sorted alphabetically.

• Press

name to jump to the page with a matching entry.

• Press the

• Use the

Pressing

and to move between pages or key the first letter of the required

or next to an entry to call the associated number.

key options to perform other actions.

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.

IP Office 5420 + EU24 User’s Guide Speed Dials - Page 13 40DHB0002UKEG – Issue 4 (9th February 2004) Overview of Speed Dials

Page 14 - Using Speed Dials Speed Dials

Using Speed Dials

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 screen.

2. Press either 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 number is automatically dialed for you.

Deleting a Speed Dial

1. Press SpDial. If SpDial is not shown, press to exit the current screen.

2. Press

3. Select the speed dial entry you want to delete.

• Press either the

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 for confirmation will appear.

5. Press

6. Select another entry to delete or press

Editing a Speed Dial

1. Press SpDial. If SpDial is not shown, press to exit the current screen.

2. Press

3. Select the speed dial entry you want to edit.

• Press either the

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

5. Edit the speed dial using the same methods as for adding a new speed dial. See Adding a New Speed Dial on page 15.

6. After saving or cancelling any changes you will be returned to the speed dial selection list. Select another speed dial to edit or press speed dial list.

SpDial. If SpDial is not shown, press to exit the current

or key to display different pages of speed dials or key the

or key. The

Delete.

or key to display different pages of speed dials or key

or key. A request

Yes to delete the entry or Cancel to exit without deleting.

Done to return to the speed dial list.

Edit.

or key to display different pages of speed dials or key

or key.

Done to return to the

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 on page 17. This process will start the normal speed entry screen but pre-filled with the name and number from the call log entry.

Page 14 - Speed Dials IP Office 5420 + EU24 User’s Guide Using Speed Dials 40DHB0002UKEG – Issue 4 (9th February 2004)

Using Speed Dials Speed Dials - Page 15

Adding a New Speed Dial

1. Press SpDial. If SpDial is not shown, press to exit the current screen.

• Press

must first delete an existing entry before adding any new entry. See Deleting a Speed Dial on page 14.

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

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

• If you make a mistake, use

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 one character before the point where you wish to edit. Either insert the new character or press cursor.

• Pressing the * key once enters a . (period) or twice a *. To enter more than one

* or period, press

• Pressing the # key once enters a - (dash) or twice a #. To enter more than one

# or dash, press

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

but may help make numbers more readable.

• To enter a 1.5 second pause, press

(comma) character in the telephone number.

• Use either the

• If you make a mistake, use

the cursor.

5. Do one of the following:

• To save the speed dial and return to the speed dial list, press

• To return to the speed dial list without saving the changes press

• To return to the call handling screen without saving changes press Exit

Add. If a message stating that the speed dial list is full appears, you

You can switch between Name and Number entry by pressing the the item you want to edit. The change accordingly.

Space.

Backspace to delete the character to the left of

Backspace to delete the character to the left of the

to move the cursor right and then enter the character.

Hyphen. This does not affect the number dialed

Pause. This will appear as a ,

or key to move the cursor left or right.

Backspace to delete the number to the left of

options also

key to step back to

key next to

to move

Save.

Cancel.

IP Office 5420 + EU24 User’s Guide Speed Dials - Page 15 40DHB0002UKEG – Issue 4 (9th February 2004) Using Speed Dials

Page 16 - Overview of the Call Log Using the Call Log

Using the Call Log

Overview of the Call Log

The 5420 maintains a call log, accessed by pressing Log. This log can store up to 100 entries. These can be a mixture 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 on page 18.

Notes: 1. Only outgoing calls made using the dial pad or a SpDial entry are logged.

2. Call log entries are lost if the 5420 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 either the

• Pressing the

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. (And for InAns/Outgo, the duration of the call.)

• Press either the

• The

keys provide a number of actions.

or key to display further pages of entries.

or key next to a log entry display further details of that

or key to display the previous or next logged call.

Also see Making Calls from the Call Log on page 17, Saving a Call Log Entry to Your Speed Dial List on page 17, Viewing the Call Log on page 17 and Deleting a Call Log Entry on page 18.

Page 16 - Using the Call Log IP Office 5420 + EU24 User’s Guide Overview of the Call Log 40DHB0002UKEG – Issue 4 (9th February 2004)

Using the Call Log Using the Call Log - Page 17

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 off-hook, pressing

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

• To exit the call log and return to the previous screen press

• To exit the call log and return to the call handling screen press

• To view the details of a particular log entry, press the

entry.

3. Press

and to display different pages of log entries.

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.

3. Press

4. When you locate the entry you want to call, press the entry.

5. Press

• 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.

and to display different pages of log entries.

Call make the call.

Speaker and dialing a new call. Similarly, you

Done.

Exit.

or key next to the

Saving a Call Log Entry to Your Speed Dial List

1. Press Log. If Log is not shown, press any Soft Key.

3. Press

4. When you locate the entry you want to call, press the entry.

5. Press from the call log entry. See Adding a New Speed Dial on page 15.

and to display different pages of log entries.

Save. The speed dial editing screen appears, pre-filled with the details

or key next to the

IP Office 5420 + EU24 User’s Guide Using the Call Log - Page 17 40DHB0002UKEG – Issue 4 (9th February 2004) Using the Call Log

Page 18 - Using the Call Log Using the Call Log

Deleting a Call Log Entry

1. Press Log. If Log is not shown, press any Soft Key.

3. Press

4. When you locate the entry you want to call, press the entry.

5. Press details of the next call are shown.

6. To exit the call log and return to the call handling screen press

and to display different pages of log entries.

or key next to the

Delete and Done. The entry is deleted from the Call Log and the

Exit.

Erasing All Logged Calls

Loss of power to the 5420 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 on page 18). Caution: This action also deletes all speed dial entries and phone personalization

options. See Default Phone/Erase All Settings on page 21.

1. Press

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

Log followed by More.

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 made are deleted.

1. Press screen.

2. Press with their current settings, is displayed.

3. To toggle a particular setting between Yes or No, press the Alternatively, press the and then press setting.

4. Do one of the following: Note: If you press Save after changing the settings, any existing call log entries

• To save the settings and return to the options menu, press

hear a confirmation tone.

• To return to the Options menu without saving any changes, press

• To return to the call handling screen without saving any changes, press

Exit.

Option. If Option is not shown, press to exit the current

Log Setup. A menu showing Answered, Un-Answered and Outgoing,

Yes/No to change the value of the currently underlined

that do not match the call types selected are deleted from the call log.

key next to it.

key next to a call type to underline its current setting

Save. You will

Cancel.

Page 18 - Using the Call Log IP Office 5420 + EU24 User’s Guide Using the Call Log 40DHB0002UKEG – Issue 4 (9th February 2004)

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