Avaya DEFINITY 4624 IP Telephone User's Guide

DEFINITY

4624 IP Telephone

Release 1 User’s Guide

555-233-776 Issue 1 Comcode 7002064 36 July 2001

Notice

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

Avaya Web Page

The World Wide We b 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, subco nt ractor, o r working on your co mpany’s behalf). Be a ware that there may be a risk of toll fraud associated wi th yo ur system and that, if toll fraud occurs, it can result in su bstan tial add itio nal c har ges f or yo ur tele commu nica tions services.

Avaya Fraud Intervention

If you suspect you are bein g vic ti m iz ed by toll fraud and you need te chnical support or assis ta nce, call th e appr op ri ate Avaya National Customer Car e Ce nter tel ephone number. Users of the MERLIN®, PARTNER®, and System 25 products should call 1 800 628-2888. Users of the System 75, System 85, DEFINITY® Generic 1, 2 and 3, and DEFINITY ® ECS products should call 1 800 643-2353.

Providing Telecommunications Security

Te lecommunications secur it y of voice, data, and/or video communications is the prevention of any type of intru s io n to, th at is, either unauthorized or ma li ci ous 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 tha t could be accessed via this Av aya product (i.e., “networked equipment”) .

An “outside party” is anyone who is not a corporate employee, agent, subcontractor, or working on your company’s behalf. Whereas, a “malicious party” is anyone, including someone who ma y be oth erwise authorized, who accesses your telecommunications equipm e nt wi th eithe r mal ic iou s or mischievous intent.

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

• Utilization of capabilities special to the accessed equipment

• Theft (such as, of intellectual prop er ty, financial assets, or toll-facility access)

• Eavesdropping (privacy invasions to humans)

• Mischief (troubling, but apparently innocuous, tampe ri ng)

• Harm (such as harmful tampering, 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 networ ked equipment. Also realize that, if such an intrusio n should occur, it could result in a variety of losses to your company including, but not limited to, human/data privacy, intellectual property, material assets, financial resources, labor costs, and/or legal costs.

Your Responsibility for Your Company’s Telecommunications Security

The final responsibility for securing both this system and its networked equipment rests with 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

• Securit y documents

• Hardware-/softw are-based security tools

• Shared informatio n be tween you and your peers

• Telecommunications security experts

To prevent intrusions to your telecommunications equipment, you and your peers should carefully program and c onfi g ure your:

• Avaya-provided telecommunications system s and their interfaces

• Avaya-provided software applications, as we ll as th eir underlying hardware/software pl atforms and interfaces

• Any other equipmen t ne tworked to your Avaya products

Avaya does not warrant that this product or any of its networke d equipment is either immune from or will prevent either unauthorized or malicious intrusions. Avaya will not be responsible for any charges, losses, or damages that result from such intrusions.

Federal Communications Commission Statement Part 15: Class A Statement. This eq uipment has been tested and fou nd to com-

ply with the limits for a Class A digit a l de vic e , pu rsua nt t o Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interferen ce when the equ ipment is oper ated in a commercial enviro n ment. This equipment generates, use s, and can radiate radio-frequency energy and, if not installed an d used in acco rd ance with the i n s tr uctions, ma y cause harmfu l inter ference to radio communications. Operation of th is equipment in a residential area is likely to cause harmful interference, in which case the user will be required to correct th e interferenc e at his own expense.

Part 15: Class B Statement. This equipment has been tested and fo und to comply with the limits for a Class B digi tal de vi ce, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio-frequenc y e nerg y and, if not installed and used in accordance with the instructions, may cause harm ful interference to radio com mu nications. How ever, there is no guaran tee that interference will not occur in a pa rticular installation. If this equipment does ca use harmful interference to radio or television 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 followi ng measures:

• Reorient the receiving television or radio ant enna where this may be done safely.

• To the extent possib le, relocate the receiver wi th respect to th e telephone equipment.

• Where the telephone equi pment requires ac power, plug the telephone into a different ac outlet so that the te le phone equipment and r ec ei ve r are on different branch circ uit s .

Part 15: Personal Co m p u te r Statement. This equipment has been certified to comply with the limits for a Class B computing device, pursuant to Subpa rt J of Part 15 of FCC Rules. Only periphera ls (computing input/output device s, term i nals, printers, etc.) certified to comply with the Class B limits may be attached to this computer. Operation with n on certified pe r ipherals is li k ely to result in inter ference to radio and televi sion reception.

Part 68: Network Registration Number. This equipment is regis tered with the FCC in accordance wi th Part 68 of the FCC Rule s .

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

• Answered by the called station

• Answered by the atten dant

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

This equipment returns an sw er-supervision signals on all DID calls forwa rde d back to the public switche d tele phone network. Permissible exceptions are:

• A call is unanswered

• A busy tone is received

• A reorder tone is rece ived

Industry Canada (IC) Interference Information

This digital apparatu s does not ex ceed the C lass A limi ts for radi o noise emi ssions set out in the radio interference regulations of Industry Canada.

Le Présent Appareil Noméri que n’émet pas de bruits radioé lectriques dépassant les limites applicables aux appareils nu m ériques de la class A préscrites dans le reglement sur le brouillage radioélectrique édicté par le Indust rie Canada.

Trademarks

All trademar ks id e ntif ied by ®, ™ and

are regis tered tra demark s, tradema rks,

or service marks, respectively, of Avaya Inc. All other trademarks are the proper ties of their respective owners.

Ordering Information Call: Avaya Publications Center

Voice 1 800 457-1235 Internationa l Voice +1 317 322-6791 Fax 1 800 457-1764 International Fax +1 317 32 2-6699

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 Document” entitled “Related Resources.”

You can be placed on a standing order list for thi s and other documents you may need. For more information on stan ding orders, or to be put on a list to receive future issues of th is document, contact the A vaya Publicati on s Cen ter.

Obtaining Products

To learn more about Avaya products and to order products, contact Avaya Direct, the direct-market organization of Avaya Business Communication s System s. 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 (fax).

Warranty

Avaya provides a limited warranty on this product. Refer to the “ Li m ited 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 directives. Avaya Business Communications Systems declares that equipment specified in this document conforms to the referenced European Union (EU) Directives an d Har monized Stan dards listed belo w : EMC Directive 89/336/EEC Low-Voltage Directive73/23/E EC

Acknowledgment

This document was prepared by Avaya University, Avaya, Denver, CO.

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 Conventio ns xiii

■ Related Documentation/Training xiii

Chapter 1 - 4624 IP Telephone Description 1-1

■ Introduction 1-1

■ The 4624 IP Phone 1-1

Chapter 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

Chapter 3 - Using the Display Screen 3-1

■ 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 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

Chapter 5 - IP Telephone Features 5-1

■ Introduction 5-1

■ Accessing IP Telephone Features 5-1

■ Feature List 5-2

■ Abbreviated Dialing (A D) 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 Call bac k 5-4

■ Automatic Intercom 5-4

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Contents

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

■ Call Display 5-5

■ Call Forwarding 5-5

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

■ 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

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

■ Exclusion 5-8

■ Group Paging 5-8

■ Hands Free Answer on Intercom 5-8

■ 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) 5-12

■ Priority Calling 5-12

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

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

■ Program Abbreviated Dialing 5-13

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Contents

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-Administration 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 priority 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 6-1

■ 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 7-1

■ Introduction 7-1

■ Interpreting Ringer Tones 7-1

■ Personalizing You r Tele pho ne’s Ringing Patter n 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 8-1

■ Introduction 8-1

■ IP Telephone-Compatible Headsets 8-1

Operating a Headset 8-2

■ IP Telephone-Compatible Specialized Handsets 8-2

Chapter 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® 4624 IP Telephone User’s Guide describes the 4624 IP Telephone’s operation and functionality.

Intended Audience

This document is intended for IP telephone users who have a 4624 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 4624 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, 4624 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 ac cess messa ges l eft

Chapter 7, IP T elephone 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

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, display control button or softkey that should be pressed. These include Conference, Transfer and #.

4624 IP Telephone Description

Introduction

This chapter introduces you to the layout of the 4624 IP Telephone. It provides a description for each functional button and other phone characteristics.

The 4624 IP Phone

The 4624 IP telephone is a multi-line phone with 24 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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Match the numbered callouts on the 4624 IP Telephone illustration to the descriptions below.

1. Display - The display screen has two lines of 24 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. Both lines are used in conjunction with the Display Control buttons and the four softkeys directly below the display area, to 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).

2. Display Control buttons - Four buttons, Menu, Previous (Left Arrow), Next (Right Arrow) and Exit, are used in conjunction with the softkeys to access features, and to control and interact with the display screen.

3. Softkeys - The four unlabeled buttons directly below the display 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.

4. Line/Feature buttons - Several of the 24 buttons are Line buttons 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.

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

6. Redial - Redial the last number dialed from the phone.

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

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

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

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The 4624 IP Phone

13. Volume Control - Adjust the speaker, handset or ringer volume, depending on which item is in use.

14. Hold - Red button used to place a call on hold.

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Using Programmable Buttons

Introduction

Your 4624 IP Telephone has 24 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” and “Program Abbreviated Dialing” in Chapter 5 for information on speed dialing.

For information about how the Line/Feature buttons have been set up for your phone system, use the BtnVu (Button View) and Stored Number features (both 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.

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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 4624 IP Telephone features in Chapter 5, “IP Telephone Features.”

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