Avaya DEFINITY 4606 User Manual

DEFINITY

4606 IP Telephone

Release 1 User’s Guide

555-233-775 Issue 1 Comcode 7002064 44 July 2001

Notice

Every effort was made to ensure that the in form ation in this book was complete and accurate at the time of printing. However, information is s ubject to change.

Avaya Web Page

The World Wide Web home page for Avaya is: http://www.avaya.com

Preventing Toll Fraud

“Toll fraud” is the unauthorized use of your t el ec om m u nications system by an unauthorized party (for example, a person who is not a corporate employee, agent, subcontractor, or working on you r company’s behalf). Be awar e th at th ere ma y b e a risk of tol l fra ud associated with your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

Avaya Fraud Intervention

If you suspect you are being victimized by toll fraud and you need technical support or assistance, call the appropriat e Avaya National Customer Car e Ce nt er telephone number. Users of the MERLIN®, PARTNER®, and System 25 products should call 1 800 628-2888. Users of the System 75, System 85 , DE FINITY® Generic 1, 2 and 3, and DEFINITY® ECS products should call 1 800 643-2353.

Providing Telecommunications Security

Telecommunications security of voice, data , a nd/ or vi deo communications is the prevent ion of any type o f intrusion to, that is, either unauthorized or ma licious access to or use of, your company’s telecommunications equipment) by some party.

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

An “outside party” is anyone w ho i s no t a corp ora te em pl oye e, agent, subcontractor, or working on your company’s behalf. Whereas, a “malic io us party” is anyone, including someone who may be otherwise authorized, who accesses your telecommunications equipment with either malicious or mischievous intent.

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

• Utilization of cap abilities special to the accessed equipme nt

• Theft (such as, of intellectual property, financial assets, or

toll-facility access)

• Eavesdropping (privacy invasions to hum an s )

• Mischief (troubling, but apparently innocuous, tam pe ring)

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

regardless of motive or intent)

Be aware that there may be a risk of unauthoriz ed intrusions ass o ciated with your system an d/or its networked equipment. Also realize that, if such an intrusion should occur, it could result in a variety of losses to your compan y in cluding, but not limited to, human/data privacy, intellectual property, material assets, financial resources, labor costs, and/or legal costs.

Y o ur Responsibility for Your Company’s Telecommunications Security

The final responsibility for secu ri n g both th is syst em an d it s net worked equipment rest s wit h you – an Avaya customer’s system administrator, your telecommunications peers, and your managers. Base the fulfillment of your responsibility on acquired knowledge and resources from a variety of sources including, but not limited to:

• Installation documents

• System administration documents

• Security documents

• Hardware-/software-based sec uri ty tool s

• Shared information between you and your peers

• Telecommunications security experts

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

• Avaya-provided telecommunications syste ms a nd th ei r interfaces

• Avaya-provided software applications, as w el l as t heir underlying hardwa re/software platform s and interfaces

• Any other equipment net w orke d to your Avaya products

Avaya does not warrant that this product or any of its net worked equipment is either im m une from or will prevent ei t her unauthorized or malicious intrusions. Avaya will not be responsible for any charges, losses, or damages that result from such intrusi ons.

Federal Communications Commission Statement Part 15: Class A Statement. This equipment has been t est ed and

found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable pro te ct i on against harmful interfere nce w hen the equipment is operate d in a comme rc ial environment. This equipment generates, uses, and can radiate radio-frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interfe rence to radio communica tions. Operation of this equipment in a residential area is likely to cause harmful interfe r ence, in which case the use r will be required to correct the interference at his own expense.

Part 15: Class B Statement. This equipment has been tested and found to comply with the lim its for a Cla ss B digi ta l devic e, pu rsuant to Part 15 of the FCC Rules. These limit s are designe d to provide reasonable protection against harmful interference in a residential installation. This equi pment generates, uses, and can radiate radio-freq uency energy and, if not installed and used in accordance with the in structions, may cause harmful int erference to radio communications. However, there is no guarant ee that interference will not oc cur in a parti cula r inst alla ti on. If th is equ ipment does cause harmful i nt erfe rence to radio or television rece ption, which can be determined by turn ing the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measure s :

• Reorient the receiving t el ev isio n or ra dio antenna where this may be done safely.

• To the extent possible, relocate the receiver with respect to the telephone equipment.

• Where the telephone equipment requires ac power, plug the telephone into a dif fe r en t ac ou tlet so that the telephone equipment and rec eiver are on diffe r ent branch circuits .

Part 15: Personal Compute r Statement. T his equipment has been certified to comply with the limits for a Class B computing device, pursuant to Sub part J of Part 15 of FCC Rules. Only peripherals (compu ti ng i nput/output devices, terminals, printers, etc.) certified to comply with the Class B limits may be attached to this computer. Operation with noncertified peripherals is likely to result in interference to radio and television reception.

Obtaining Products

To learn more about Avaya products and to order products, contact Avaya Direct, the direct-m arket organization of Avaya Business Communications Systems. Access t heir web site at www.avayadirect.com. Or call the following numbers: customers 1 800 451 2100, accou nt e xec ut ives 1 888 778 1880 (voice) or 1 888 778 1881 (fax).

Part 68: Network Registration Number . This equi pment is registered with the FCC in accordance with Part 68 of the FCC Rules.

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

• Answered b y the called station

• Answered by the attendant

• Routed to a recorded announcement that can be

administered by the CPE user This equipment returns answe r-supervis io n sign al s on al l DID calls forwarded ba ck to the public switched telephone network. Permissible exceptions are:

• A call is unanswered

• A busy tone is received

• A reorder tone is received

Industry Canada (IC) Interference Informati on

This digital apparatus does not exceed the Class A limits for radio noise emissions set out in the radio interference regulations of Industry Canada.

Le Présent Appareil Nomérique n’émet pas de bruits radioélectriques dépassant les limites applicables aux appareils numériques de la class A préscrites dans le re gl eme nt s ur le brouillage radioélectrique édicté par le Industrie Can ada .

Warranty

Avaya provides a limited warranty on this product. Re fer to the “Limited Use Software License Agreement” card provided with you r package.

European Union Declaration of Conformity

The “CE” mark affixed to the equipment means that it con forms to the above directives. Avaya Business Comm unications Systems declares that equipment specified in this document conform s to th e referenced European U ni on (EU) Directives and Harmonized Standards listed below: EMC Directive 89/336/EEC Low-Voltage Directive73/23/E EC

Acknowledgment

This documen t w as prepared by Avaya University, Avaya, Denver, CO.

Trademarks

All trademarks identified by ®, ™ and

are registered

trademarks, trademarks, or service marks, respectively, of Avaya Inc. All other trademar ks are the properties of th eir respective own er s .

Ordering Information Call: Avaya Publications Center

US V oice: 1 800 457 1235 US Fax: 1 800 457 1764 non-US Voice: +1 207 866 6701 non-US Fax: +1 207 626 7269

Write: Globalware Solutions

200 Ward Hill Avenue Haverhill, MA 01835 USA

You can be placed on a standing order list for this and other documents you may need. For more information on standing orders, or to be put on a list to receive future issues of this document, contact the Avaya Publications Center.

About This Document xi

■ Purpose xi

■ Intended Audience xi

■ Issue Date xi

■ How to Use This Document xi

■ Document Organization xii

■ Conventions Used xiii

Symbolic Conventions xiii Typographic Conventions xiii

■ Related Documentation/Training xiii

1 4606 IP Telephone Description 1-1

■ Introduction 1-1

■ The 4606 IP Phone 1-1

2 Using Programmable Buttons 2-1

■ Introduction 2-1

■ Programmable Line/Feature Buttons 2-1

■ IP Telephone Features Available on

Programmable Line/Feature Buttons 2-2

3 Using the Display Screen 3-1

■ Introduction 3-1

■ About the Display Screen 3-1

Upper Display Line 3-1 Lower Display Line 3-2

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Contents

4 Call Handling Features 4-1

■ Introduction 4-1

■ Conference 4-1

Adding another party to a call 4-1 Adding a held call to the current call 4-2 Dropping the last person added to the

conference call 4-2

■ Hold 4-2

Placing a call on hold 4-2 Returning to the held call 4-2

■ Mute 4-3

Preventing the other person on the line from

hearing you 4-3

■ Redial 4-3

Redialing the last number called 4-3

■ Speakerphone 4-3

Placing a call without lifting the handset or using

the Speakerphone with any feature 4-4 Changing from the speakerphone to the handset 4-4 Turning the speaker on during a call 4-4 Turning the speaker off during a call 4-4 Ending a call while the speaker is active 4-4

■ Transfer 4-5

Sending a call to another telephone 4-5

5 IP Telephone Features 5-1

■ Introduction 5-1

■ Accessing IP Telephone Features 5-1

■ Feature List 5-2

■ Abbreviated Dialing (AD) 5-3

Placing an Abbreviated Dialing call 5-3

■ Account 5-3

■ Automatic Callback 5-4

Automatically placing another call to an

extension that was busy or did not answer, or in

response to a returned call waiting ringback tone 5-4 Canceling Automatic Call bac k 5-4

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Contents

■ Automatic Intercom 5-4

■ Button View 5-5

Viewing the feature programmed on a

Line/Feature button 5-5

■ Call Display 5-5

■ Call Forwarding 5-5

Temporarily sending your calls to another phone 5-5 Canceling Call Forwarding 5-6

■ Call Par k 5-6

Parking a call at your extension 5-6 Retrieving a parked call from another extension 5-6

■ Call Pickup and Directed Call Pickup 5-7

Answering a call placed to someone in your

pickup group (when your phone is idle) 5-7 Picking up a call for someone in your office using

Directed Call Pickup 5-7

■ Consult 5-7

■ Directory 5-8

Using the Directory feature 5-8 Calling the person whose name is displayed 5-8

■ Drop (a Person from a Conference Call) 5-8

■ Exclusion 5-9

■ Group Paging 5-9

■ Hands Free Answer on Intercom 5-9

■ Headset On/Off 5-9

■ Inspect 5-9

Using the Inspect feature: 5-9

■ Internal Auto Answer (Hands Free Answer) 5-10

Answering internal calls automatically 5-10 Canceling Internal Auto Answ er 5-10

■ Leave Word Calling 5-10

Leaving a message after dialing an extension

(in response to a busy or coverage tone, no answer

or Hold status) 5-11 Leaving a message without ringing an extension 5-11 Canceling a Leave Word Calling message 5-11

■ Pause (During Abbreviated Dialing) 5-11

■ Priority Calling 5-12

Placing a priority call 5-12 Changing a regular call into a priority call

(when you hear a call waiting ringback tone) 5-12

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Contents

■ Program Abbreviated Dialing 5-13

Programming or re-programming a single

Abbreviated Dialing button on a

Line/Feature button using the Program feature 5-13 Programming or re-programming a single

Abbreviated Dialing button on a

Line/Feature button using an AD Access Code 5-14

■ Release 5-15

■ Ringer Off 5-15

Turning the ringer off 5-15 Turning the ringer back on 5-15

■ Send All Calls 5-16

Sending all calls (except priority calls)

immediately to a coverage extension 5-16 Canceling send all calls 5-16

■ Stored Number (View) 5-17

Viewing either the last number dialed or

a number stored on an AD button 5-17

■ Timer 5-17

Viewing elapsed time (hours, minutes, seconds) 5-17

■ Whisper Page (Activate) 5-18

Making an important announcement (such as an

incoming call) to an extension with a call in progress5-18

■ Whisper Page Answer 5-19

Answering a Whisper Page call 5-19

■ Whisper Page Off 5-19

Blocking Whisper Page on your phone (your

phone must be programmed for Whisper Page off) 5-19

6 Retrieving Voice Messages 6-1

■ Message Retrieval 6-1

To retrieve a message by dialing the

voice mail system 6-1

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Contents

7 IP Telephone Management Features 7-1

■ Introduction 7-1

■ Interpreting Ringer Tones 7-1

■ Personalizing You r Te le pho ne’s Ringing Pattern 7-3

Selecting a personalized ringing pattern 7-3

■ Interpreting Indicator Lights 7-3

■ Testing Your Phone 7-4

Testing the telephone’s lights and display 7-4

8 Using a Headset or Specialized Handset 8-1

■ Introduction 8-1

■ IP Telephone-Compatible Headsets 8-1

Operating a Headset 8-2

■ IP Telephone-Compatible Specialized Handsets 8-2

9 Troubleshooting 9-1

■ Introduction 9-1

■ Basic Troubleshooting 9-1

■ Resetting and Power Cycling the IP Telephone 9-4

Resetting your phone 9-4 Power cycling the phone 9-5

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Contents

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About This Document

Purpose

The DEFINITY® 4606 IP Telephone User’s Guide describes the 4606 IP Telephone’s operation and functionality.

Intended Audience

This document is intended for telephone users who have a 4606 IP Telephone at their desks. It is not intended to be a technical reference guide for System Administrators or phone technicians.

Issue Date

This document was issued for the first time in July, 2001. IP Telephone user documentation has been available online at the Avaya support site, http://support.avaya.com since Octob er, 2000.

How to Use This Document

This Guide is organized to help you find topics in a logical manner. Read it from start to finish to get a thorough understanding of how to use your 4606 IP Telephone, or review the Table of Contents to locate information specific to a task or function you want to perform.

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About This Document

Document Organization

This guide contains the following chapters:

Chapter 1, 4606 IP Telephone Description

Chapter 2, Using Programmable Buttons

Chapter 3, Using the Display Screen Describes the display screen area at

Chapter 4, Call Handling Features Describes dedicated Feature

Chapter 5, IP Telephone Features Explains the telephone features

Chapter 6, Message Retrieval Covers how to access messages left

Chapter 7, IP T elephone Management Features

Chapter 8, Using a Headset or Specialized Handset

Describes each element on the face of the telephone.

Explains how to program certain Line/Feature buttons for additional functionality.

the top of the phone.

buttons, such as Conference, Hold, Redial and Transfer.

accessed using Line/Feature buttons or Feature Access Codes.

on your phone. Explains how to test your phone and

personalize its ringing pattern. Interpreting ringer tones and indicator lights are also covered in this chapter.

Describes the headsets and handsets that are compatible with your IP Telephone.

Chapter 9, Troubleshooting Provides basic Troubleshooting

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actions if you encounter errors or experience problems.

Conventions Used

NOTE:

Conventions Used

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

Symbolic Conventions

This symbol precedes additional information about a topic.

Typographic Conventions

This guide uses the following typographic conventions:

“italics” Italic type enclosed within quotation marks indicates a

document or section in this document containing additional information about a topic.

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

response in step by step procedures.

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

single telephone button that should be pressed. These include Menu, Exit and #.

4606 IP Telephone Description

Introduction

This chapter introduces you to the layout of the 4606 IP Telephone. It provides a description for each functional button and other phone characteristics.

The 4606 IP Phone

The 4606 IP telephone is a multi-line phone with 6 Line/Feature buttons, 6 dedicated feature buttons, a 2-line by 16 character display area, and a full-duplex, two-way speakerphone.

3 4

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Match the numbered callouts on the 4606 illustration to the descriptions below.

1. Display - The display screen has two lines of 16 characters each. During phone usage, the top line shows the name/ph one num ber you are cal lin g or the name/phone number of the person calling you; while idle, it displays the current date and time. The second line also displays volume control (when a volume arrow is pressed) and elapsed time (when the Timer feature is active).

2. (Conference) - Set up conference calls with more than one other person. With the phone on-hook, also used to select a personal ringing pattern.

3. (Transfer) - Transfer a call to another phone. With the phone on-hook, also used to test lights and the display screen.

4. (Redial) - Redial the last number dialed from the phone.

5. Line/Feature buttons - Several of the six buttons are Line buttons dedicated to incoming and outgoing calls; those line buttons are labeled with an extension number. The Line/Feature buttons not dedicated to incoming or outgoing calls provide access to system features like sending all calls to another phone or speed-dialing. For your specific configuration, see your System Administrator. One red and one green light appear next to each button. Steady red indicates the line is available. Steady green indicates the line or feature is in use; other green light indications (winking, fluttering and flashing) are feature-specific.

6. Mute/Speaker Light - Lights steadily when the Speakerphone is active. Flashes when the handset, headset or Speakerphone microphone is muted.

7. (Speaker) - Access the built in two-way, full-duplex Speakerphone feature. The LED above this button lights when the speakerphone is active.

8. Voice Message Light - When lit, indicates you have a message waiting.

9. (Mute) - Turn off the active microphone (handset or speaker), to prevent the other person from hearing you. The LED above the Spkr button flashes when the microphone is muted.

10. (Volume Control) - Adjust the speaker, handset or ringer volume, depending on which it em is in use.

11. Numeric (Dialing) Pad - Standard 12 button pad for dialing phone numbers.

12. (Hold) - Red button used to place a call on hold.

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Using Programmable Buttons

Introduction

Your 4606 IP Telephone has six Line/Feature buttons, some of which are dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can be programmed by your Telephone System Administrator to provide additional phone functionality.

Programmable Line/Feature Buttons

Line buttons available for incoming/outgoing calls are usually the first few buttons on the left-most button column.

The Line/Feature buttons following your incoming/outgoing lines may be reserved for features not available using dedicated buttons like (Conference),

(Mute) and (Speaker). Features such as Voice Mail retrieval, Directory search, Inspect phone features and Program may also be assigned to this group of buttons. These features may alternately be available through Feature Access Codes.

Two suggested features for 4606 IP Telephone users to add are Drop (which allows a party to be dropped from a conference call) and Normal (which clears the display when using certain features like the Directory).

For information regarding how the Line/Feature buttons have been set up for your phone system, contact your System Administrator. Be sure that the Line/Feature button labels are filled in before starting to use your telephone, and that you update them promptly for new, customized features.

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IP Telephone Features Available on Programmable Line/Feature Buttons

Regardless of whether a specific feature is available on a Line/Feature button, or via an Access Code, you can find procedures for all 4606 IP T elephone features in Chapter 5, “IP Telephone Features.”

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