Avaya DEFINITY 4630 User Manual

DEFINITY

4630 IP Telephone

Release 1 User’s Guide

555-233-764 Comcode 700198757 Issue 1 December 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 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 aware that there may be a risk of toll fraud 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 appropriate Avaya National Customer Care Center telephone 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

Telecommunications security of voice, data, and/or video communications is the prevention of any type of intrusion to, that is, either unauthorized or malicious 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 who is not a corporate employee, agent, subcontractor, or working on your company’s behalf. Whereas, a “malicious 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-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 property, financial assets, or toll-facility access)

• Eavesdropping (privacy inv asions to humans)

• Mischief (troubling, but apparently innocuous, tampering)

• 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 networked equipment. Also realize that, if such an intrusion 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

• Security documents

• Hardware-/software-based security tools

• 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 systems and their interfaces

• Avaya-provided software applications, as well as their underlying hardware/software platforms and interfaces

• Any other equipment networked to your Avaya products

Avaya does not warrant that this product or any of its networked 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 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 protection 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 installed and used in accordance with the instructions, may cause harmful interference to radio communications. Operation of this equipment in a residential 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 equipment has been tested and found to comply with the limits for a Class B digital device, 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-frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause 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 following measures:

• Reorient the receiving television 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 that the telephone equipment and receiver are on different branch circuits.

Part 15: Personal Computer Statement. This equipment has been certified to comply with the limits for a Class B computing device, pursuant to Subpart J of Part 15 of FCC Rules. Only peripherals (computing 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 equipment 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 announcement 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 the radio interference regulations of Industry Canada.

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 Inc. 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 “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 directives. Avaya Inc. declares that equipment specified in this document conforms to the referenced European Union (EU) Directives and Harmonized Standards listed below: EMC Directive 89/336/EEC Low-Voltage Directive73/23/EEC

Acknowledgment

This document was prepared by Avaya Inc., 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 radioélectrique édicté par le Industrie Canada.

Trademarks

All trademarks identified by ®, ™ and

are registered

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

Ordering Information Call: Avaya Publications Center

Voice 1 800 457-1235 International Voice +1

317 322-6791

Fax 1 800 457-1764 International Fax +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 Document” entitled “Related Resources.”

Contents

About This Document

Purpose v

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Intended Audience v

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Issue Date v

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How to Use This Document v

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Document Organization vi

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Conventions Used vii

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Symbolic Conventions vii Typographic Conventions vii

Related Documentation/Training

For information related to installing an IP Telephone, see the 4600 Series IP Telephone Installation Guide (Document Number 555-233-128; Comcode

700213168). For inf ormation related to mainta ining an IP Telephone System on a Local Area

Network, see the 4600 Series IP Telephone LAN Administrator’s Guide (Document Number 555-233-507; Comcode 700213150).

Standard DEFINITY Phone Features” of the Enterprise Communication Server Administrator’s Guide (Release 8.4 or later).

telephone features are described in Chapter 4, “Mana ging

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About This Document

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4630 IP Telephone Description

Introduction

This chapter introduces you to the layout of the 4630 IP Telephone. It provides a description for the phone screen, each functional button and other phone characteristics, such as effective use of the touchable display screen. The 4630’s applications are also introduced in this chapter, as well as how to navigate application screens.

The 4630 IP Phone

The 4630 IP telephone is a multi-line phone with from 3 to 5 call appeara nce (incoming/outgoing) lines, up to 21 administr ab le Feature buttons (as assigned by your System Administrator and includin g 5 fix ed f eature b uttons), a 4 1/2 inch b y 3 1/3 inch screen display, and a two-way speakerphone.

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Match the numbered callouts on the 4630 IP Telephone illustration to the descriptions below.

1. Display Screen - Most telephone activity takes place on the display screen. All 4630 applications, presented as tabs across the bottom of the display, are accessible from this screen. The display’s center portion presents Feature button s, information and other buttons associated with specific applications. The display screen’s top line shows the current date and time, application-specific Help, or feature-specific information provided by your DEFINITY telephone system. The top line also displays volume control (when a Volume Control arrow is pressed).

2. Stylus Storage Well - Provides a place to rest the stylus (screen pointer) when it is not in use.

3. Headset ( ) - Turns the headset on, when one is plugged in. The LED next to this button lights when a headset is active.

4. Mute ( ) - Turns off the active microphone (handset or speaker), to prevent the other person from hearing you. The LED next to the Mute button lights when the microphone is muted.

5. Volume Control ( ) - Adjusts the speaker, h andset or ringer volume, depending on which item is in use. The display’s top line graphically shows the volume level as you adjust it.

6. Speaker ( ) - Accesses the built-in, two-way Speakerphone. The LED next to this button lights when the speakerphone is active.

7. Numeric (Dialing) Pad - Standard 12 button p ad for dialing phone numbers.

8. Voice Mail Indicator LED - Positioned along the front edge of the phone, this LED lights when a message has been left in the user’s voice mailbox.

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The 4630 IP Phone

When the Phone application screen is active, the following Feature buttons may appear in a panel on the right side of the display screen, depending on how your System Administrator has configured your phone system:

9. Hold ( ) - Places an active call on hold.

10. Transfer ( ) - Transfers a call to another phone.

11. Conference ( ) - Sets up conference calls with more than on e other person.

12. Redial ( ) - Redials the last number dialed from the phone.

13. Drop ( ) - Drops a party from an ongoing conference call.

14. More ( ) - Displays the next group of Feature buttons. This button appears when more than eight Fea tu re buttons are available.

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Using the Touch Screen

New 4630 IP Telephone users may be u nfamiliar with touching a screen to initiate an action or feature instead of pressing a button. Once you begin using your phone on a regular basis, you will find it has been designed for simplicity and ease of use. Following are some tips for effective use of the touchable display screen:

To initiate an action or select a Feature button, lightly touch the b utton or

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screen area you wish to activate, then lift. If you hav e unusually large fingers or do not wish to touch the screen

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directly, use a pencil eraser or other soft, non-abrasive object; do not use your fingernails or other sharp objects to make selections.

Do not press and slide your finger (or any other implement being use d for

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selection) across the display area. Do not “drag and drop” as you would do with a mouse. One exception is

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when you’ve selected a button or action in error. If you select a button or action in error, move your finger away from the button and then lift your finger; your action will be ignored and you can then make the proper selection.

If the display screen appears wa vy or if te xt is displa yed off to on e side, use

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the calibration procedure, described in Chapter 6, to re-orient the display. Clean the screen on a regular basis using screen wipes or another

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non-abrasive product designed for this purpose. The display “times out” (goes blank) after two hours of inactivity. Touch the

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screen, pick up the handset, or press any button to restore the display.

Navigating Application Screens

Navigate the 4630’s application screens by selecting Feature buttons or application-specific buttons, depending on the activity you want to perform. Feature and application b uttons are eithe r enabled (meaning the button is active and available for selection) or disabled (not active, not available for selection). When a button is enabled on an application screen, the button’s color matches that of the application screen’s background color (see Table 1-1 for color schemes) and its upper left edge is bordered in white, giving it a two-dimensional appearance.

To initiate an action or select a button, lightly touch the button or screen area you wish to activate, then lift.

As shown below, the top line of every application screen provides the following information or options:

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4630 IP Telephone Applications

Time of Day and Current Date , Help Tips, or switch-generated messages.

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Checkmark icon ( ). When selected, displays the Preferences and

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Options menu screen.

4630 IP Telephone Applications

Your phone provides up to five major applications via the screen display, which replace many of the buttons you may have used on other office telephones.

Each application tab and its associated screen is color-coded, to provide visual recognition of the application with which you are working. Applications and their respective color-coding are described in Table 1.1 below.

Table 1-1. Application Tab/Screen Color Coding

Application Tab/Screen Color

Phone Blue Speed Dial Orange Call Log Magenta Directory Green Web Access Yellow

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Phone Application

The primary application is the Phone application, through which you can make calls or select administered Feature buttons from the Feature button panel on the right side of the screen. When the Phone application is displayed, the phone is in its “default” state.

The Phone display screen has five distinct areas, related to the numbered callouts in the above illustration:

1. Time of Day/Current Date, Volume Control, call/feature information and/or application screen Help, and access to the Preferences and Options screen (via the checkmark icon).

2. Call Appearance (incoming/outgoing) lines.

3. Feature buttons.

4. If set on the Preferences and Options screen, an Edit Dialog display panel.

5. Application tabs which provide access to the other 4630 applications. You can always access the Phone function from any other application screen b y selecting the Phone application tab .

The Phone application is described in Chapter 2, Call Handling

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4630 IP Telephone Applications

Speed Dial Application

The Speed Dial application provides access to Speed Dial Group Lists , which facilitate automatic dialing.

The main Speed Dial screen has five distinct areas, related to the numbered callouts in the above illustration:

1. Time of Day/Current Date, Volume Control, call/feature information and/or application screen Help, and access to the Preferences and Options screen (via the checkmark icon).

2. Buttons labeled with names or designations of persons in a selected Group.

3. Group Number/Name for each of the five available groups .

4. A Modify button, used to set up/modify th e Group Name or group members’ names or numbers.

5. Application tabs which provide access to the other 4630 applications. You can always access Speed Dial from any other application by selecting the Speed Dial application tab.

Making calls using the Speed Dial application is described in Chapter 2, Call Handling. Chapter 3, Speed Dialing Application, covers setting up and modifying Speed Dial Groups.

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Call Log Application

The Call Log application provides a list of up to 100 outgoing and incoming (answered and unanswered) calls. This application also allows you to call a person directly from the Call Log screen and add a log entry’s name and number to a Speed Dial Group List.

The Call Log screen has fiv e distinct areas, relate d to the numbered callo uts in the above illustration:

1. Time of Day/Current Date, Volume Control, call/feature information and/or application screen Help, and access to the Preferences and Options screen (via the checkmark icon).

2. Call information area, including name of caller/called party, telephone number, time and date of call, type of call (outgoing, answered or unanswered) and length of call.

3. Scroll buttons, for viewing the Call Log.

4. Feature buttons, either Call or Add to SD (Speed Dial), used to initiate a call to a selected log entry or add a selected entry’s name and nu mber to a Speed Dial Group, respectively.

5. Application tabs which provide access to the other 4630 applications. You can always access the Call Log from any other application b y selecting the Call Log application tab.

Chapter 4, Using the Call Log adding an entry to a Spee d Di al Group.

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, covers log vie wing, direct-dialing of a log entry, and

4630 IP Telephone Applications

Directory Application

The Directory application allows users whose System Administrator has established a Corporate phone directory to search for telephone numbers by name and to initiate direct dialing from the Directory list. This application also allows users to add a Directory entry’s name and number to a Speed Dial Group List.

NOTE:

The Directory application tab may not be available, depending on your local network and 4630 configuration.

The Directory screen has four distinct areas, related to the numbered callouts in the above illustration:

1. Time of Day/Current Date, Volume Control, call/feature information and/or application screen Help, and access to the Preferences and Options screen (via the checkmark icon).

2. Name entry field for a Directory search and related Feature buttons (Search and Clear).

3. Keyboard for entry of search criteria.

4. Application tabs which provide access to the other 4630 applications. You can always access the Directory from any other application b y selecting the Directory application tab.

Chapter 5, Using the Directory

, covers search procedures, direct-dialing of a

directory entry and adding a directory name/number to a Speed Dial Group.

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Web Access Application

The Web Access application of fers a way to browse and connect to specific Corporate Intranet information, as well as to Avaya support for the 4630 IP Telephone. Your System Administrator has established a “home pa ge” for your office system containing the sites available for browsing. This home page’s address (URL) is downloaded as part of the 4630 IP Telephone’s initialization/installation process.

Although not intended to replace your PC’s browser capabilities, the Web Access application can provide quick reference to information related to your business. For ex ample, a Human Resources Director may want to access and review a specific area of the company’s online policy on terms and conditions of employment during a phone conference; selecting the Web Access application makes it easy to review the policy while on the call.

NOTE:

The Web Access application tab may not be available, depending on your local network and 4630 configuration.

The Web Access Home P age display screen has four distinct areas, related to the numbered callouts in the above illustration:

1. Volume Control, call/feature information and/or application screen Help.

2. Web page displa y area.

3. Web page control buttons.

4. Application tabs which provide access to the other four 4630 applications. You can always ge t to Web Access from any other application by selecting the Web Access application tab.

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4630 IP Telephone Applications

Depending upon the type of web page displayed, other control buttons may replace those shown in the illustration above. The Web Access application is described fully in Chapter 7, Web Access

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Call Handling

Introduction

Call handling features are those y ou w o uld u se while making a ca ll, while a ca ll is in progress or related to receiving a call. They are features which may have a dedicated phone button (such as Mute), or may be accessed using a display screen action or Feature button.

This chapter describes the various ways of making calls, including manual and automatic dialing, as well as options for handling ca lls in progress.

Making Calls

Manual Dialing

Dial a call manually by picking up the handset or pressing the Speakerphone button. Then, depending on y our pref erence, use either procedu re below to initiate dialing.

Direct (Manual) Dialing

1. Pick up the handset or press the Speakerphone button.

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The first available call appearance highlights, displays the off-hook icon, and starts the Call Timer.

2. Use the dial pad to enter the number you want to call.

The number entered displays on the active call appearance line, and the 4630 IP Telephone initiates the call.

Edit Dialing

This feature lets you correct a number as you enter it, before actual dialing and call connection occur. Use the Speakerphone for ease of dialing.

3. Hang up the handset or press the Speakerphone button to end the call.

NOTE:

When using Edit Dial, dialing is not initiated until you select the Send button.

1. Select the Edit Dial button.

A dial line displays below the last call appearance line.

2. Using the dial pad, enter the number you want to call. To correct an entry, select the Backspace ( ) button and retype the digit in error.

The digits entered display on the dial line as you type.

3. When the number is complete, select Send.

A call appearance line highlights, displays the off-hook icon and starts the Call Timer. The n umber entere d displa ys on the activ e call appe arance line and the 4630 IP Telephone initiates the call.

4. Pick up the handset if desired, or use the Speakerphone to proceed with the call.

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Making Calls

5. Hang up the handset or press the Speakerphone button to end the call.

Automatic (Speed) Dialing

Speed dial is the most common method of automatic dialing. Your System Administrator may have programmed individual numbers on Feature buttons (this is called Abbreviated Dialing), or you can set up speed dial groups and select the party you want to call from a Group List. For information on setting up speed dial group lists, see Chapter 3, Speed Dia ling Application Telephone’s advanced capabilities that allow up to 120 speed dial entries, speed dialing using Group Lists as described in the following procedures is convenient and efficient.

Speed Dialing a party using a Feature button

If your System Administrator has set up one or more Abbreviated Dial buttons, they are displayed on the Phone screen with the labels the system Administrator has assigned.

If the label for the number yo u want to call is displayed on the Feature button panel, select the appropriate button,

. Because of the 4630 IP

or Select More until the label of the party you want to call is displayed, then

select that button.

The number dials automatically and the screen displays the appropriate call appearance line as active.

Speed Dialing a party on a Group List

1. Select the Speed Dial tab at the bottom of the display screen.

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The first Speed Dial Group List displays, one name/number per button.

2. If the party you want to call appears in this group, proceed to Step 3. If the party you want to call is not in this group, select the (Group Number) button representing the Group in which that person is included. If y ou do not kno w the Group Number, press each Group Number button until the party you want displays.

3. Select the name of the person you want to call.

The number of the selected person is dialed automatically.

4. Pick up the handset if desired, or use the Speakerphone to proceed with the call.

5. Hang up the handset or press the Speakerphone button to end the call.

NOTE:

If your System Administrator has administered one, the first Speed Dial Group contains an EMERGENCY speed dial number, shown in red type. This number is set up to obtain quick response in an emergency situation. Because emergency procedures differ between organizations, your System Administrator can provide inf ormation regarding the services connected to your EMERGENCY speed dial number.

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+ 64 hidden pages

Avaya DEFINITY 4630 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual