Avaya DEFINITY 4612 IP Telephone User's Guide

DEFINITY

4612 IP Telephone

Release 1 User’s Guide

555-233-777 Issue 1 Comcode 7002064 28 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 th e ti me of printing. How ever, 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 products should call 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 typ e of intrusion to, that is , either unauthoriz ed or malicious access to or use of, you r company’s telecommunications equipment) by some party.

Your company’s “telecommunications equi pment” includes 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 mali cious or mischievous intent.

Such intrusions may be either to/through synchronous (time-multiplexed and/or circuit-based) or asynchronous (charac te 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 alteratio n, regardless of motive or intent)

Be aware that there may be a risk of unauthorized intrusions associated with your system and/or its networked equipm e n t . Also realize that, if such an intrusion should occur, it could result in a

variety of losses to your com pa ny including, but not limit ed 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 no t limited 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 configu re your:

• Avaya-provided telecommunications systems and their

interfaces

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

underlying hardware /software platforms and interface s

• 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 interference 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 instr u ct ions, may cause harmful interference to radio communications. Oper ation of this equipment in a residenti al area is likely to cause harmful interference , in which case the user will be required to correct the interference at his own expense.

Part 15: Class B Statement. This eq uipment has been te s 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 i nterference in a residential installation. This equipment gene rates, uses, and can radiate radio-frequency energy and, if not in sta ll ed and used in accordance with the instructions, may cause harmful interference to radio comm uni cations. However, there is no guarante e that interference will not occur in a particular installation. If this equipment does cause harmf ul interference to radio or telev isi on reception, 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 wher e

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 that the 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 signa ls to the public switched network when:

• Answered by the called statio n

• 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 Center.

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 means that it conforms to the above dire ct ives. Avaya Business Communications Systems declares that equipment specified in th is document conform s to th e referenced European Uni on (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 Univers ity, Avaya, Denver, CO.

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

Trademarks

All trademarks identified by

®, ™ and

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

Ordering Information Call: Avaya Publications Center

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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 - 4612 IP Telephone Description

■

Introduction 1-1

■

The 4612 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

■

Call-Handling Display Mode 3-1

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

■

Display Menu Mode 3-2

Navigating Display Menus 3-3

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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

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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 call4-4 Turning the speaker off during a call 4-4 Ending a call while the speaker is active4-4

■

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

■

Abbreviated Dialing (AD) 5-3

Placing an Abbreviated Dialing call 5- 3

■

Account 5-3

■

Automatic Callback 5-3

Automatically placing another call to an extension that was busy or did

not answer, or in response to a returned call waiting ringback tone 5-3 Canceling Automatic Callback 5-4

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Automatic Intercom 5-4

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Contents

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Button View 5-4

Viewing the feature programmed on a Line/Feature button 5-4

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Call Display 5-5

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Call Forwarding 5-5

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

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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 5-6

Answering a call placed to someone in your pickup group (when your

phone is idle) 5-6

Picking up a call for someone in your office using Directed Call Pickup

5-7

■

Consult 5-7

■

Directory 5-7

Using the Directory feature 5-7 Calling the person whose name is displayed 5-8

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

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Exclusion 5-8

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Group Paging 5-8

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Hands Free Answer on Intercom 5-8

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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

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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 5-12

Programming or re-programming a single Abbreviated Dialing button

on a Line/Feature button 5-13

Programming or re-programming a single Abbreviated Dialing button

on a softkey 5-14

■

Release 5-15

■

Ringer Off 5-16

Turning the ringer off 5-16 Turning the ringer back on 5-16

■

Self-Administr ati on 5-16

Administering any of the above features on your telephone's available

buttons 5-17

■

Send All Calls 5-19

Sending all calls (except prio rity calls) immediately to a coverage

extension 5-19

Canceling send all calls 5-19

■

Stored Number (View) 5-20

Viewing either the last number dialed or a number stored on an AD

button 5-20

■

Timer 5-20

Viewing elapsed time (hours, minutes, seconds) 5-20

■

Whisper Page (Activate) 5-21

Making an important announcement (such as an incoming call) to an

extension with a call in progress 5-21

■

Whisper Page Answer 5-21

Answering a Whisper Page call 5-22

■

Whisper Page Off 5-22

Blocking Whisper Page on your phone (your phone must be

programmed for Whisper Page off) 5-22

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

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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

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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® 4612 IP Telephone User’s Guide describes the 4612 IP Telephone’s operation and functionality.

Intended Audience

This document is intended for IP telephone users who have a 4612 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 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 4612 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, 4612 IP Telephone Description

Chapter 2, Using Programmable Buttons

Chapter 3, Using the Display Screen Describes display modes, display

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

Describes each element on the face of the telephone.

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

feature menus and softkey navigation.

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

accessed using Line/Feature buttons and display menus and softkeys

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.

Chapter 8, Using a Headset or Specialized Handset

Chapter 9, Troubleshooting Provides basic Troubleshooting

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

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, display control button or softkey that should be pressed. These include

4612 IP Telephone Descrip tion

Introduction

This chapter introduces you to the layout of the 4612 IP Telephone. It provides a description for each functional button and other phone characteristics.

The 4612 IP Phone

The 4612 IP telephone is a multi-line phone with 12 Line/Feature buttons, 6 dedicated feature buttons, a 2-line by 24 character display area, 4 programmable "softkeys" and a full-duplex, two-way speakerphone.

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1-1

Match the numbered callouts on the 4624 IP Telephone 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 current date and time. Both lines are used in conjunction with the

Control

access certain phone features and display related messages. The second line also displays volume control (when a volume arrow is pressed) and elapsed time (when the Timer feature is active).

Display Control b uttons

2. (Right Arrow) and Exit, are used in conjunction with the softkeys to access features, and to control and interact with the display screen.

Softkeys

3. correspond to words on the display screen. Use the softkeys along with the display control buttons to access displayed phone features and to interact with a display prompt.

Line/Feature buttons

4. dedicated to incoming and outgoing calls; 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 selected line. Steady green indicates the line or feature is in use; other green light indications (winking, fluttering and flashing) are feature-specific.

- The display screen has two lines of 24 characters each. During

buttons and the four softkeys directly below the display area, to

- Four buttons, Menu, Previous (Left Arrow), Next

- The four unlabeled buttons directly below the display

- Several of the 12 buttons are Line buttons

Display

Mute/Speaker Light

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

Redial

Spkr (Speaker)

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

Voice Message Light

Mute

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

Conf (Conference)

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

Trnsfr (Transfer)

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

Numeric (Dialing) Pad

12. numbers.

- Redial the last number dialed from the phone.

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

- Lights steadily when the Speakerphone is active.

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

- When lit, indicates you have a message waiting.

- Set up conference calls with more than one other

- Transfer a call to another phone. With the phone

- Standard 12 button pad for dialing phone

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The 4612 IP Phone

13.

14.

V olu me Control

on which item is in use.

Hold

- Red button used to place a call on hold.

- Adjust the speaker , handset or ringer volume, depending

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Using Programmable Buttons

Introduction

Your 4612 IP Telephone has 12 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 several 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 Conf, Mute and Spkr. 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 using the Display screen and softkeys, or through Access codes. How to access features using the Display screen is covered in Chapter 3,

Using the Display Screen

“ The remaining Line/Feature buttons may be programmed to speed-dial standard

numbers for your phone system. See

Abbreviated Dialing”

For information about how the Line/Feature buttons have been set up for your phone system, use the described in Chapter 5) or contact your System Administrator. Contact your System Administrator if you have questions. 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.

.”

“Abbreviated Dialing”

in Chapter 5 for information on speed dialing.

BtnVu

(Button View) and

Stored Number

“Program

and

features (both

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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, a Display Menu or Access Code, you can find procedures for all 4612 IP Telephone features in Chapter 5, “

IP Telephone Features

.”

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