Avaya DEFINITY 4606 IP Telephone User's Guide

DEFINITY

4606 IP Telephone

Release 1 User’s Guide

555-233-775 Issue 1 Comcode 700206444 July 2001

Copyright and Legal Notices

Notice

Every effort was made to ensure that the information in this book was comple te and accurate at the ti me of printing. Howev er, information is subject 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 telecommunications system by an unauthorized party (for example, a person who is not a corporate employee, agent, subcontractor, or working on your company’s behalf). Be aw are th at th ere ma y b e a ris k of tol l f raud 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 assist ance, call the appropriate Avaya National Customer Car e Center telephone number. Users of the MERLIN®, PARTNER®, and System 25 produ ct s shoul d ca ll 1 800 628-2888. Users of the System 75, Syste m 85 , DEFINIT Y ® Generic 1, 2 and 3, and DEFINITY ® EC S products should call 1 800 643-2353.

Providing T elecommunications Security

Telecommunications security of voic e, da ta, and/or video communications is the prevention of any type of i n trusion to, that is, either unauthoriz ed or malicious access to or use of, your com pany’s telecommunications equipment) by some party.

Your company’s “telec o mmunications equipment” include s bot h this Avaya product and any other voice/data/video equipment that could be accessed via thi s Avaya product (i.e., “networked equipment”).

An “outside party” is anyone who is not a corporate employee, agent, subcontrac tor, or working on your company’s behalf. Whereas, a “malicious party” is anyone, including someone who may be otherwise authorized, who a ccesse s your telecom munications equipm ent with either malici ous or mischievous intent .

Such intrusions may be either to/through synchronous (time-multiplexed and/or circuit-based) or asynchronous (characte r-, m essage-, or packet-based) equipment or interfaces for reasons of:

• Utilization of capabilities special to the accessed equipment

• Theft (such as, of intellectual property, financial assets, or toll-facil ity access)

• Eavesdropping (privacy invasions to humans)

• Mischief (troubling, but appare nt ly i nnocuous, tampering)

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

Be aware that there may be a risk of unauthorized intrusions associated with your system and/or its networked equipme nt . Also realize that, if such an intrusion sho uld occur, it could result in a

variety of losses to your com pa ny including, but not limited to, human/data privacy, intellectual prope rty, material assets, financial resources, labor costs, and/or l egal costs.

Y o ur Responsibility for Your Company’s Telecommunications Security

The final responsibility for securing both this system and its networked 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 li m it ed to:

• Installatio n doc uments

• System administration documents

• Security docume nt s

• Hardware-/software-ba sed se curity tools

• Shared information between you and your peers

• Telecommunications security experts To prevent intrusions to your telecommunications equipment, you and your peers should ca refully program and configure your:

• Avaya-provided telecommunications systems and their

interfaces

• Avaya-provided software applica tions, as well as their

underlying hardware /software platforms and interfaces

• Any other equipment networked to yo ur Avaya products Avaya does not warrant that this product or any of its networked equipment is eithe r im mune from or will prevent either unauthorized or malicious intrusions. Avaya will not be responsible for any charges, losses, or damages that result from such int rusi ons.

Federal Communications Commission Statement Part 15: Class A Statement. This equipment has been tested 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 tection against harmful in te rference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio-frequency energy and, if not install ed and used in accordance with the instructions, may cause harmful interference to radio communications. Operation of this equipment in a residential are a is likely to cause harm ful interference , in which case the user w il l be required to correct the interference at his own expense.

Part 15: Class B Statement. This eq uipment has been tes ted and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. Thes e li m it s are desi gne d to provide reasonable pr ote ction against harmful interference in a residential installation. This equipment genera tes, uses, and can radiate radio-frequency energy and, if not insta ll ed and used in accordance with the instructions, may cause harmful interference to radio comm uni cations. However, ther e is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmf ul interference to radio or televisi on re ception, which can be determined by turning 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 receivi ng t el evision or radio 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 different ac outlet so tha t t he telephone equipment and receiver are on different branch circuits.

Part 15: Personal Compute r Sta tement. This equipment has been certified to comply with the limits for a Class B computing device, pursua nt to Subpart J of Part 15 of FCC Rules. Only peripherals (com puting input/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.

Part 68: Network Registration Number. This e qui pm ent 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 by the called station

• Answered by the attendant

• Routed to a recorded a nnouncement that can be administered by the CPE user

This equipment returns answer-supervision signals on all DID calls forwarded back 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 Information

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

Document” entitled “Related Resources.”

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 Ce nte r.

Obtaining Products

To learn more about Avaya products and to order products, contact Avaya Direct, the direct-market organization of Avaya Business Communications Systems. Access their web site at www.avayadirect.com. Or call the following numbers: customers 1 800 451 2100, account executives 1 888 778 1880 (voice) or 1 888 778 1881 (fa x).

Warranty

Avaya provides a limited warranty on this product. Refer to the “Limited Use Software License Agreement” card provided with your package.

European Union Declaration of Conformity

The “CE” mark affixed to the equipment mean s that it conforms to the above dire ct ives. Avaya Business Communications Systems declares that equipmen t s pecified in this document conform s to th e referenced European Union (E U) Directives and Harmoni ze d Standards listed below: EMC Directive 89/336/EEC Low-Voltage Directive73/23/EEC

Acknowledgment

This docume nt w as prepared by Avaya Universi ty, Avaya, Denver, CO.

Le Présent Appareil Nomérique n’émet pas de bruits radioélectriques dépassant les limites applicables aux appareils numériques de la class A préscrites dans le reglement sur le brouillage radi oélectrique édicté par le Industrie Canada.

Trademarks

All trademarks identified by

®, ™ and

are registered trademarks, trade marks, or service marks, respective ly, of Avaya Inc. All other trademarks are the properties of their respective owne r s .

Ordering Information Call: Avaya Publications Center

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317 322-6791

Fax 1 800 457-1764 International Fa x +1 317

322-6699 Write: Avaya Publications Center

2855 N. Franklin Road

Indianapolis, IN 46219 USA Documents may also be ordered from the Customer Information Centre in Malmesbury, England. Call: 44 1666 83-2900 Fax 44 1666 83-2213 For additional documents, refer to the section in “About This

Contents

About This Document

■

Purpose vii

■

Intended Audience vii

■

Issue Date vii

■

How to Use This Document vii

■

Document Organization viii

■

Conventions Used ix

Symbolic Conventions ix Typographic Conventions ix

■

Related Documentation/Training ix

Chapter 1 - 4606 IP Telephone Description

■

Introduction 1-1

■

The 4606 IP Phone 1-1

Chapter 2 - Using Programmable Buttons

■

Introduction 2-1

■

Programmable Line/Fe ature But t ons 2-1

■

IP Telephone Features Available on Programmable Line/Feature Buttons

2-2

Chapter 3 - Using the Display Screen

■

Introduction 3-1

■

About the Display Screen 3-1

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

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Contents

Chapter 4 - Call Handling Features

■

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

Chapter 5 - IP Telephone Features

■

Introduction 5-1

■

Accessing IP Telephone Features 5-1

■

Feature List 5-2

■

Account 5-3

■

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 Callback 5-4

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Automatic Intercom 5-4

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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 Park 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

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Inspect 5-9

Using the Inspect feature: 5-9

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Internal Auto Answer (Hands Free Answer) 5-10

Answering internal calls automatically 5-10 Canceling Internal Auto Answer 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 covera ge

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 progress 5-18

■

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

Chapter 6 - Retrieving Voice Messages

■

Message Retrieval 6-1

To retrieve a message by dialing the voice mail system 6-1

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Contents

Chapter 7 - IP Telephone Management Features

■

Introduction 7-1

■

Interpreting Ringer Tones 7-1

■

Personalizing Your Telephone'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

Chapter 8 - Using a Headset or Specialized Handset

■

Introduction 8-1

■

IP Telephone-Compatible Headsets 8-1

■

Operating a Headset 8-2

■

IP Telephone-Compatible Specialized Handsets 8-2

Chapter 9 - Troubleshooting

■

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 Av aya support site, http://support.avaya.com since October, 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 Telephone 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

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

Symbolic Conventions

NOTE:

This symbol precedes additional information about a topic.

Typographic Conventions

This guide uses the following typographic conventions:

“italics”

italics

Enter

Italic type enclosed within quotation marks indicates a document or section in this document containing additional information about a topic.

Italic type indicates the result of an action you take or a system response in step by step procedures.

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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1-1

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

Display

1. phone usage, the top line shows the name/phone number you are calling 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).

- The display screen has two lines of 16 characters each. During

(Conference)

person. With the phone on-hook, also used to select a personal ringing pattern.

(Transfer)

on-hook, also used to test lights and the display screen.

(Redial)

Line/Feature 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.

Mute/Speaker Light

Flashes when the handset, headset or Speakerphone microphone is muted.

(Speaker)

feature. The LED above this button lights when the speakerphone is active.

Voice Message Light

- Set up conference calls with more than one other

- Transfer a call to another phone. With the phone

- Redial the last number dialed from the phone.

- Several of the six buttons are Line buttons

- Lights steadily when the Speakerphone is active.

- Access the built in two-way, full-duplex Speakerphone

- When lit, indicates you have a message waiting.

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10.

11.

12.

(Mute)

prevent the other person from hearing you. The LED above the Spkr button flashes when the microphone is muted.

(Volume Control)

depending on which item is in use.

Numeric (Dialing) Pad

numbers.

(Hold)

- Turn off the active microphone (handset or speaker), to

- Adjust the speaker, handset or ringer volume,

- Standard 12 button pad for dialing phone

- Red button used to place a call on hold.

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

(Mute) and 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 allows a party to be dropped from a conference call) and 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.

(Speaker). Features such as Voice Mail retrieval, Directory

(Conference),

Drop

Normal

(which clears

(which

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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 Telephone features in Chapter 5, “

IP Telephone Features

.”

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Using the Display Screen

Introduction

The DEFINITY® 4606 IP Telephone has a 2-line by 16 character display (screen) area located at the top third of the phone. What you see on the display is controlled by the current status of the phone or by selections you make using Line/Feature buttons, Access Codes, or dedicated feature buttons like Redial or Transfer.

The 4606 IP Telephone's display:

■

Indicates the date and time of day on the top line when the phone is idle

■

Displays call information on both lines, such as the extension being dialed or the name and extension of someone calling you

■

Shows feature-related instructions or messages when using certain phone features

About the Display Screen

The two display lines provide (general) information (time of day), feature information/instructions, and/or call information.

Upper Display Line

The Time and Date appear on the upper display line when the phone is idle. Time and date are set at the switch, so if there is an error, contact your Telephone System Administrator.

When plugging in your 4606 IP Telephone for the first time, or after a power outage, it may take several minutes for the time and date to appear on the display screen.

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