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5602
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User Manual
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Avaya 5602, 4602 User Manual

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Page 1
IP Office
5602/4602 Phone User Guide
Issue 2b (20th July 2005)
Page 2
Table of Contents
Call Appearance Key Icons.................................................................................................................... 5
5602/4602 Phone User Guide Page ii IP Office Issue 2b (20th July 2005)
Page 3

The Telephone

Overview

This guide covers the use of the Avaya 5602 and 4602 telephones on the Avaya IP Office telephone system. Both phones are similar, however the 5602 is only supported on the IP Office whereas the 4602 is supported on a range of Avaya telephone systems.
5602/4602 Phone User Guide Page 3 IP Office Issue 2b (20th July 2005)
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5602 User
1. Display and Call Appearance Keys: Two 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.
Messages: Access the user's mailbox.
4. Call Handling Buttons:
• Hold: Place call on hold. See Hold.
• Transfer: Transfer call. See Transfer.
• Conference: Conference held calls. See Conference.
• Drop: Drop call. See Clearing a Call.
• Redial: Redial last number dialed. See Redial.
5. Dial pad: Standard 12-button pad for dialing telephone numbers.
6.
Volume Controls: Adjusts the speaker, handset, headset, or ringer volume depending on
which is currently in use.
Mute: Turns the microphone on/off. When in use, the associated light is on and the caller
7. cannot hear you.
8.
Speaker: Access the speakerphone. The light associated with this button turns on when the
speakerphone is active.

Call Appearance Keys

Normally, the call handling screen contains two keys set as 'call appearance' keys. Having more than one call appearance key is useful. When holding a call you can answer another call and then use the call appearance keys to switch between calls.
CAUTIONS:
1. Having 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 your System Administrator can replace the Call Appearance Keys
• A Bridged Appearance
• A Line Appearance
• Call Coverage Appearance
• System Features
/ with:
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.
5602/4602 Phone User Guide Page 4 IP Office Issue 2b (20th July 2005)
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The Telephone

Call Appearance Key Icons

The icons displayed against the Call Appearance 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.
On Hold:
• Pressing Hold or the adjacent key puts the call on hold, a symbol next to a call
appearance key indicate a call on hold and an H is also shown on the display.
• Pressing the adjacent key takes the call off hold.
5602/4602 Phone User Guide Page 5 IP Office Issue 2b (20th July 2005)
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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 flashing bell icon ( ) appears on the associated call appearance display. The following describes how to use your handset to answer calls. To answer calls using a headset, see Headset Working.
To answer an incoming call: Do one of the following:
• If you are not active on another call, answer the call by lifting your handset.
You can also press speak to the caller.
or
• If you are active on a call already, place the active call on Hold and then answer the incoming
call (see Hold).
Speaker to listen to the incoming call, but you must use the handset to

Making 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 the speaker 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
or
4. When the call is answered, you must pick up the handset to speak to the called party
To automatically make a call:
Do either of the following:
• Press Redial and a call appearance key to have the phone dial the last number that you
dialed.
Speaker or Drop

Clearing a Call

To clear an established call either:
1. Replace the handset
or
2. Press will then hear silence.
5602/4602 Phone User Guide Page 6 IP Office Issue 2b (20th July 2005)
Drop. You will hear dial tone, unless you are in ‘call centre mode’ of working when you
Page 7
Basic Call Handling Features

Redial

The Redial feature automatically redials the last extension or outside number (up to 24 digits) you dialed.
To redial the last number that you dialed
1. Press
Redial.

Headset Working

If a headset is to be used on your phone, it must replace the handset. E.g. unplug the handset (from the socket on the side of the phone) and replace with the headset cable. Discard the handset.
To answer an incoming call:
1. Press the call appearance key next to the flashing bell icon (
To clear a headset call:
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.
Drop.
) and speak.
To automatically make a call you can:
1. Automatically dial the last number that you dialed by pressing
Redial

Speaker

The Speaker facility allows you to monitor incoming calls, but you must use the handset to speak to the caller. You can also use Speaker to terminate an existing call.
The the speaker is active.
Speaker button switches the speaker on/off. The light associated with this button turns on when

Mute

With a call in progress, you can stop the other party from hearing you. This feature works for both handset or headset working.
To switch off your handset/headset microphone:
1. Press
Mute. The lamp beside MUTE comes on.
5602/4602 Phone User Guide Page 7 IP Office Issue 2b (20th July 2005)
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5602 User

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 changes to
2. Answer the second call by pressing the Call Appearance button with 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
Notes:
1. After a pre-set time (defined by your System Administrator), you are reminded that you have a call on hold by the
2. If the system feature AutoHold is on (consult your System Administrator) then you can hold an active call ( pressing the second call’s Call Appearance button (
3. To transfer a held call see Transfer.
Hold or the or Call Appearance button with the symbol against it. The symbol
; showing that the line is on hold.
symbol against it. The
; showing that the line is connected.
against it.
hold icon changing for a few moments to and the phone ringing.
) by pressing the second call’s Call Appearance button ( ). If AutoHold is off, then
) will drop the first call.
5602/4602 Phone User Guide Page 8 IP Office Issue 2b (20th July 2005)
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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 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.
Transfer.
2. To transfer the new call to the held call, press complete.
Conference and then Drop. The transfer is
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5602 User

Conference

The Conference feature allows you to conference other parties (including yourself) into a call.
Note: The number of parties allowed in a conference is controlled by your telephone system.
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 to an active call
1. Press
2. All held calls are added to the conference.
Conference.
• If the called party does not answer or does not want to join the conference, press . You
can return to the held call by pressing its call appearance button.
again.
Conference.

Message

Your Message lamp turns on when a caller has left a message for you.
Press the
button to retrieve your messages, and follow the prompts.
5602/4602 Phone User Guide Page 10 IP Office Issue 2b (20th July 2005)
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System Features

Introduction

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.

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.

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.
5602/4602 Phone User Guide Page 11 IP Office Issue 2b (20th July 2005)
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5602 User

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.

Voicemail

Where your system has voicemail support and has been 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 Voicemail Pro).
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.
5602/4602 Phone User Guide Page 12 IP Office Issue 2b (20th July 2005)
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System Features

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
5602/4602 Phone User Guide Page 13 IP Office Issue 2b (20th July 2005)
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Page 15

Index

0
07*N 13
1
10*N 12, 13 11*N 12, 13 12*N 12, 13 13*N 12, 13 14*N 12, 13
2
20*N 13 201
forwarding 11
21*N 13
3
32*N 13 33*N 13 35*N 13 36*N 13 37*N 13 38*N 13
4
45*N 13
5
53*N 13 57*N 13
7
70*N 13 71*N 13
A
Access
speakerphone 3 Access 3 Answer
Call 6, 11 Answer 6, 11 Answer/make 4 AutoHold 8 Avaya 3 Avaya 5602 3 Avaya IP Office 3
B
Bridged Appearance 4 Busy Off 13 Busy On 13
C
Call Appearance 4 Call Appearance button
pressing 8 Call Appearance button 8 Call Appearance Key Icons 4 Call Appearance Keys
replace 4
Call Appearance Keys 3, 4, 8 Call Coverage Appearance 4 Call Forwarding 11 Call Handling Buttons 3 Call Pick Up Any 13 Call Pick Up Extension 13 Call Pick Up Group 13 Call Pick-Up 11 Call Pickup Members 13 Call Queue 13 Call Steal 13 Call Waiting Off 13 Call Waiting On 13 Call’s Call Appearance button 8 Calls
Answer 6 Answering 11 Clearing 6 Diverting 12 Incoming 4
Making 6 Calls 4, 6, 11, 12 Cancel All Forwarding 13 CAUTIONS 4 Centre mode’ 6 Clear Call 13 Clear Hunt Group Night Service 13 Clearing
Call 6 Clearing 6 Conference 9, 10 Conference Add 13
D
Default Feature Codes 13 Dial Physical Extn 13 Diverting
Calls 12 Diverting 12 Do Not Disturb 12 Drop 6, 9
E
Email 12 Extn Login 13 Extn Logout 13
F
Follow Me Here 13 Follow Me Here Cancel 13 Follow Me To 13
Forward Hunt Group Calls Off 13 Forward Hunt Group Calls On 13 Forward Unconditionally Off 13 Forward Unconditionally On 13 Forwarding
201 11
Forwarding 11
H
Handset Socket 3 Handset/headset 7 Headset Working 7 Hold
Pressing 4 Hold 4, 6, 8, 9 Hold Music 13 Hunt Group 11
I
ID 13 Incoming
Call 4 Incoming 4 Introduction 11 IP Office 3, 12
L
Line Appearance 4
M
Making
Call 6 Making 6 Message 10 Mute 7
N
No Answer Off 13 No Answer On 13 Not Disturb 12 Not Disturb Exception Add 13 Not Disturb Exception Delete 13 Not Disturb Off 13 Not Disturb On 13 Number 13
O
On/off 3, 7 Overview 3
P
Park Call 13 PIN 12 Press Conference 10 Press Drop 6, 7 Press Hold 8 Press Mute 7
Press Redial 6, 7 Pressing
Call Appearance button 8 Hold 4 Redial 7 Speaker 6
Pressing 4, 6, 7, 8
R
Redial
pressing 7 Redial 3, 7 Redials 7 Relay Off 13 Relay On 13 Relay Pulse 13 Repeat Steps 10 Replace
Call Appearance
Keys 4 Replace 4 Ride Call 13
S
Set Hunt Group Night Service 13 Speaker
pressing 6 Speaker 6, 7 Speaker button 7 Speakerphone
Access 3 Speakerphone 3 Standard 12-button 3 System Administrator 3, 4, 8, 11, 12, 13 System Features 4
T
Toggle Calls 13 Transfer 9
V
Voicemail 3, 11, 12 Voicemail Collect 13 Voicemail Lite 12 Voicemail Off 13 Voicemail On 13 Voicemail Pro 12 Voicemail Ringback 12 Voicemail Ringback Off 13 Voicemail Ringback On 13 Volume Controls 3
5602/4602 Phone User Guide Page 15 IP Office Issue 2b (20th July 2005)
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5602/4602 Phone User Guide Page 17 IP Office Issue 2b (20th July 2005)
Page 18
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
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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
5602/4602 Phone User Guide Page 18 IP Office Issue 2b (20th July 2005)
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