Avaya DEFINITY 4630 User Manual

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DEFINITY

4630 IP Telephone

Release 1 User’s Guide

555-233-764 Comcode 700198757 Issue 1 December 2001

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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.

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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.”

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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

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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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Call Handling

Calling a Party From the Call Log

Your 4630 IP Telephone maintains a log of up to 100 outgoing, answered, and unanswered calls to/from your phone.

NOTE:

Only Call Log entries with a call type of “Outgoing” can be dialed directly from the Call Log. If all call appearance lines are in use, the Call Log feature will not proceed with dialing.

1. To call a party listed in the Call Log, be sure the Call Log is displayed and that the Dial Permission (accessed via the Preferences and Options screen, described in Chapter 6) is set to Yes.

2. With the Call Log displayed, se lect an outgoing entry.

3. Select Call.

The phone goes off-hook and the selected party’s number is dialed. If the “Go to Phone” option is set to “Yes” in your Preferences and Options, the Phone application screen displays. A Call Log entry is created for this call.

4. Proceed with the call as you normally would.

See Chapter 4, Using the Call Log

Calling a Party from the Directory

Your System Administrator may have set up a Corporate phone directory. If a directory has been established, you can search for individu als by name and automatically initiate a call. See Chapter 5, Using the Directory

Call Handling

Access call handling features while on a ca ll using the F eature b utton panel or th e dedicated feature buttons, as applicable.

Conference

The Conference feature allows you to conference up to the maximum number of parties set by your System Administrator.

Adding another party to a call

for more information about the Call Log.

for information.

1. Dial the first party, then select the Conference Feature button.

2. Dial the number of the next party and wait for an answer.

The current call is placed on hold and you hear a dial to ne.

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3. Select Conference again to add the new party to the call.

4. Repeat Steps 1- 3 for each party you want to conference in to the call.

Adding a held call to the current call

1. Select the Conference Feature button.

The current line and the held line lights change to a patterned background.

2. Press the line button of the held call.

Select Conference again.

All parties are now connected.

Dropping the last person added to the call

Select the Drop Feature button.

The last party connected to the conference call is dropped from the call.

Hold

The Hold feature puts a call on hold until y ou retrieve it.

Placing a call on hold

Select Hold.

The call appearance line of the held call changes to a patterned background and the Held Call icon displays.

Retrieving the held call

Select (press) the call appearance line of the held call.

The call is now active.

Mute

During an active call, the Mute feature prevents the party with whom you are speaking from hearing you. This feature is most commonly used in conjunction with the Speakerphone, but can be used to hold an off-line conversation at any time during a call.

Preventing the other person on the line from hearing you

1. Press the Mute button next to the dial pad.

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Call Handling

The other party cannot hear you. The indicator next to the Mute button lights.

2. To reinstate two-way conversation, press Mute again.

Redial

Depending on how you have set up your Redial option (as covered in Chapter 6, 4630 Telephone Options most recent number dialed, or displays a list of the last eight outgoing calls for selection of the number to be dialed. Both procedures follow.

NOTE:

If all call appearance lines are in use, the Redial feature will not proceed with dialing, or allow selection of a number to be redialed from the Redial screen.

Redialing the last number called

Select the Redial Feature button.

) the Redial feature automatically initiates dialing of the

The last number dialed is automatically redialed.

Redialing using a list of the last eight numbers called

1. Select the Redial Feature button.

The Redial screen displays the last eight unique numbers dialed.

NOTE:

Following a power-up or phone reset, the Redial list displays only those numbers dialed after the reset or pow er-up; numbers dialed prior to the reset or power-up do not display.

2. Select the number you want to redial.

If the call can be dialed, the Phone application screen displa ys and the selected number dials automatically.

If the selected number cannot be dialed (for example, if all call appearance lines are currently on Hold), all Redial entries are disabled. If you press a number for redialing while in this state, an error beep tone sounds and no further action occurs.

3. Proceed with the call.

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Speakerphone

A two-way, built-in Spea kerphone lets you place and answer calls without lifting the handset.

NOTE:

It is also possible to disable the Speakerphone feature. If your Speakerphone does not operate as indicated, contact your System Administrator to be sure your telephone's Speakerphone is enabled.

Placing or answering a call without lifting the handset, or using the Speakerphone with any feature

1. Press the Speaker button on the dial pad.

The indicator next to the Spe ak er b utton lights and v o ice control is handle d by the speaker. The first available call appearan ce line activates.

2. Place or answer the call, or access the selected feature.

3. Adjust the speaker volume if needed by pressing the Volume Control button until you reach the desired volume level.

As you press the Volume Control button, the display screen shows the volume level.

Changing from the speakerphone to the handset

Pick up the handset and talk.

The Speaker indicator next to the Speaker button goes off.

Changing from the handset to the speakerphone

Press the Speaker button on the dial pad, then hang up the handset.

The indicator next to the Spe ak er b utton lights and v o ice control is handle d by the speaker.

Turning the speaker on during a call

Press the Speaker button on the dial pad.

The Speaker indicator next to the Speaker button lights. Both the speaker and handset are now operational.

Turning the speaker off during a call

Lift the handset at any time.

The speaker and the corresponding indicator light turn off; voice control reverts to the handset.

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Call Handling

Ending a call while the speaker is active

Press the Speaker button on the dial pad.

The speaker and the corresponding indicator light tur n off and the call terminates.

Transfer

The Transfer feature lets you transfer a call from your telephone to another extension or outside number.

Sending a call to another telephone

1. With the call active (or with only one held call and no active calls), select the Transfer Feature button.

The call is placed on hold; you hear a dial tone and the next available call appearance line activates.

2. Dial the number to which you wan t to transfer the call.

3. Remain on the line and announce the call; if the line is busy or if no one answers, return to the held call by pressing the line button on which it is being held.

4. Press the Transfer Feature button again.

The call is sent to the extension or number you dialed.

5. Hang up your handset.

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Speed Dialing Application

Introduction

This chapter describes how to label and use a Speed Dial Group and how to add, update, or remove a button label (representing a phone number) from a Speed Dial Group List. To make a call using a Speed Dial button, see Automatic (Speed) Dialing in Chapter 2.

Speed Dial Groups

Your 4630 IP Telephone maintains up to 5 Speed Dial Groups with up to 24 Speed Dial buttons (each representing a phone nu mber) per group. You can set up your own group labels/b uttons as desired, with the possi ble e xception of one number in the first Group. That number is an EMERGENCY number, optionally established by your System Administrator, to allow you quick access to emergency services for your site. When administered, the EMERGENCY button is labeled in red type, to allow you to recogniz e it immediately if needed.

When you use your telephone for the first time, the only active Speed Dial button is the EMERGENCY button in Speed Dial Group 1. You m ust set up any other buttons or groups, and can change the Group 1 default label to represent the name of your first group as well.

Activating a Speed Dial Group or Changing a Group Label

1. To access the Speed Dial application from any other application , select the Speed Dial tab at the bottom of the display screen.

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The Speed Dial screen displays.

2. Select Modify.

The Modification Screen displays, prompting “Touch a button to modify its contents.” The label below each Speed Dial Group number is enabled.

3. Select the Group label button you want to activ ate or change.

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Speed Dial Groups

4. Touch the appropriate keyboard letters to enter the label y ou want to assign

The Ke yboard Entry screen displays with the cursor in the Group field:

to this group.

As you press each letter, the Group field populates. When modifying an existing label, your new label will overwrite the current one.

5. Choose one of the following options:

If you want to Then

Make a change, one character at a time

Touch the appropriate directional arrow to move to the character in error, then touch Backspace.

The character to the left of your current position erases.

Retype the character(s) in error and proceed to Step 6.

Erase the entire Group Name and retype the label

Return to the Modification screen

Select Clear. Repeat Steps 4 and 5, then proceed to Step 6.

Select Cancel. Proceed to Step 7.

without entering a label

6. Verify the label and select Save.

The Modification screen redispla ys showing the new label beneath the applicable Group.

7. Select Done to return to the Speed Dial screen, or, repeat Steps 3 - 6 to

continue to activ ate/modify Group Labels.

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Deactivating a Speed Dial Group

The procedure that follows do es not specifically delete a g roup and its associated Speed Dial Numbers (buttons). It removes the Speed Dial Group Label only, retaining any Speed Dial buttons assigned to the gr oup.To fully delete a Speed Dial Group, remove (clear) each individual Speed Dial button assigned to the group (as described in the procedure later in this chapter titled Deactivating a Speed Dial Button), then follow this procedure to deactivate the Group.

1. To access the Speed Dial application from any other application, se lect the Speed Dial tab at the bottom of the display screen.

The Speed Dial screen displays.

2. Select Modify.

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Speed Dial Groups

The Modification Screen displays, prompting “Touch a button to modify its contents.”

3. Select the Group button for which you want to remove the label.

The Group Name Keyboard Entry screen displays with the cursor in the Group field:

4. Select Clear.

The name in the Group field is removed.

5. Select Save.

The Modification screen redispla ys showing no label beneath the applicable Group.

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6. Select Done to return to the Speed Dial screen.

Speed Dial Buttons

Each Speed Dial Group can have up to 24 Spee d Dial buttons associated with it, with each button displayed alphabetically by name. Each button represents a telephone number you call by pressing one button. You can set your own buttons up as desired, with the possible exception of one number (button) in the first Group. That number is an EMERGENCY number, optionally established by your System Administrator, to allow you quick access to emergency services for your site. When administered, the EMERGENCY button is labeled in red type, to allow you to recognize it immediately if needed.

Adding Speed Dial Buttons to a Group or Updating Speed Dial Button Information

Before adding bu ttons to a Speed Dial Group, be sure to assign a Group name (label), as described in Activating a Speed Dial Group or Changing a Grou p Label earlier in this chapter.

1. To access the Speed Dial application from any other application, se lect the Speed Dial tab at the bottom of the display screen.

The Speed Dial screen displays.

2. Select Modify.

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Speed Dial Buttons

The Modification Screen displays, prompting “Touch a button to modify its contents.”

3. Select the Speed Dial button to which you want to assign/chang e a n ame and/or telephone number.

The Speed Dial Keyboard Entry screen displays with the cursor in the Name field:

NOTE:

When adding an entry, the cursor starts on the Name field. When editing an existing entry, the cursor starts on the Number field.

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4. Touch the appropriate keyboard characters to enter the name you want to assign to this button using up to 12 characters. This can be a person’s name, phone number, other designation or abbreviation.

As you press each character , the Name field populates . When modifying an existing name, what you type overwrites the current name.

5. Choose one of the following options:

If you want to Then

Make a change, one character at a time

Touch the appropriate directional arrow to move to the character in error, then touch Backspace.

The character to the left of your current position erases.

Retype the character(s) in error and proceed to Step 6.

Erase the entire Name or Number, and type new information

Select Name or Number as appropriate, then select Clear. Repeat Steps 4 and 5, then proceed to Step 6.

Return to the Modification screen without entering or changing a name or number

Select Cancel.

The Modification screen redisplays.

6. Verify the name and select the Number field.

7. Touch the appropriate keyboard characters to enter the telephone number you want to assign to this button using up to 30 characters. Be sure to include trunk numbers (for example, a 1 or 9 to get an outside line), area codes and exchanges when entering outside numbe rs. You can use any characters you want to format the number - for example, hyphens, parentheses, letters, or periods; these characters are ignored when the number is dialed. For inter nal numbers, follow your telephone system protocols for extensions or other offices.

As you press each character, the Number field populates. When modifying an existing number, what you type overwrites the current number.

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Speed Dial Buttons

8. Choose one of the following options:

If you want to Then

Make a change, one character at a time

Touch the appropriate directional arrow to move to the character in error, then touch Backspace.

The character to the left of your current position erases.

Retype the character(s) in error and proceed to Step 9.

Erase the entire Name or Number and type new information

Select Name or Number as appropriate, then select Clear. Repeat Steps 4-6 to re-enter the Name or Steps 6-8 to re-enter the Number.

Return to the Modification screen

Select Cancel. Proceed to Step 10. without entering or changing a Name or Number

9. Verify the number and select Save.

The Modification screen redisplays showing the new/updated button name in alphabetical order.

10. Select Done to return to the Speed Dial screen or repeat this procedure from Step 3 to add/modify another button.

Deactivating a Speed Dial Button

The procedure that follows clears ou t a single Speed Dial button’s name and number, and disables the button on the associated Speed Dial Group List.

NOTE:

You cannot deactivate the EMERGENCY button, if one is administered for your phone.

1. To access the Speed Dial application from any other application , select the Speed Dial tab at the bottom of the display screen.

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The Speed Dial screen displays.

2. Select Modify.

The Modification Screen displays, prompting “Touch a button to modify its contents.”

3. Select the Speed Dial button you want to remove.

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Speed Dial Buttons

The Speed Dial Keyboard Entry screen displays with the cursor in the Number field:

4. Select Clear.

The number is removed.

5. Select the Name field, then select Clear.

The name is removed.

6. Select Save.

The Modification screen redisplays showing no name in the selected button; the button is disabled.

7. Select Done to return to the Speed Dial screen.

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Using the Call Log

Introduction

This chapter describes how to view the list of calls made to or from your phone , how to sort the Call Log entries, and how to add a Call Log entry to a Speed Dial Group List. Removing Call Log entries is also covered in this chapter.

For information on calling a party listed in the Call Log, see Chapter 2, Call Handling.

About the Call Log

All calls made to or from your 4630 IP Telephone are added to the Call Log. The log displays the following information for each call as available:

Caller’s Name

■

Caller’s Phone Number

■

Time and Date of the call

■

Type of call (incoming, outgoing and unanswered)

■

Call length (expressed in hours/min utes/seconds)

■

You determine how you want your Call Log sorted by selecting the appropriate heading on the Call Log screen. The default sort order is Time/Date order, with the most recent entry first. If you select the Type or Le ng th column heading (or any other column), the list is re-sorted according to your selection and redisplayed. Highlighting in a column heading indicates that column is the current sort criterion. A downward triangle in a column indicates the list is sorted from the most recent to the earliest (for Type), shortest to longest (for Length), alpha betical A to Z (for Name), or numerical (1 and up); re-selecting a [selected] column reverses the display order, and shows an upward tr iangle.

Calls made or received while the Call Log is displayed are added to the list if they fall within the current order of the list or if you are at the top of the list. For example, if your Call Log is sorted in descending Time/Date order (the most

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common method of sorting the list), an incoming call is added to the top of the list as you view it. But if your Call Log sort preference is set to descending Type, an outgoing call will follow any unanswered and incoming calls on the log.

The Call Log’s maximum number of entries is 100. When this maximum is exceeded, the oldest (chronological) en try is automatically dropped from the log before a new call is added.

WARNING:

If the 4630 IP Telephone loses power or is reset, all Call Log entries will be lost, and cannot be retrieved.

Viewing the Call Log

1. To view the Call Log, select the Call Log application tab from any 4630 application screen.

The Call Log screen displays, as illustrated below.

If the Time/Date default sort order is highlighted, the list of the last six incoming, outgoing and unanswered calls displays in time and date order. Scroll buttons display und er the f ollo wing conditions: If less than six entries are returned, no scroll buttons display; if six entries are returned, scroll buttons display but are disabled, and if more than six entries are returned, scroll buttons display as appropriate.

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Viewing the Call Log

2. To scroll through a Call Log of more than six entries, use the Scroll buttons at the bottom left of the screen as follows:

If you want to Then

Scroll downward one entry at a time Select

Scroll downward one screen (6

Select

entries) at a time Scroll to the bottom of the Call Log Select

Scroll upward one entry at a time Select

Scroll upward one screen (6 entries)

Select

at a time Scroll to the top of the Call Log Se l ect

Note: Scroll buttons are disabled when they would have no effect.

3. To re-sort the log, select the column heading to be used as the new sort criterion.

The Call Log is re-sorted according to the selected criteria and a downward triangle icon displays to indicate the column selected. If “Type” was selected, unanswered calls display first, followed by answered calls, followed by outgoing calls. If “Len (Length)” was selected, calls having the shortest length appear first followed b y calls having the longest length.

NOTE:

Selecting any [selected] column again re verses the triangle and sort order. For example if Type was selected, then re-selected, the sort order changes to outgoing calls, followed by answered calls, then unanswered calls.

4. To call a party listed as the recipient of an Outgoing call, select the entry,

5. To add an entry to a Speed Dial Group, see the procedure that f ollows titled

6. To exit the Call Log, select the appropriate application tab at the bottom of

then select Call. Only Outgoing entries can be selected to call. A detailed procedure for making calls from the Call Log can be found in Chapter 2, Call Handling

Adding a Call Log Entry to a Speed Dial Group

the Call Log screen.

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Adding a Call Log Entry to a Speed Dial Group

If there is at least one available Speed Dial button and a Call Log entry has been selected, the Add to SD button on the Call Log screen is enabled. If all Spe ed Dial buttons in all Groups have been assigned, this feature will not be available from the Call Log screen.

NOTE:

Any Call Log entry may be selected for addition to a Speed Dial Group. Entries selected for addition to a Speed Dial Group remain listed in the Call Log.

1. Select the Call Log entry you want to add to a Speed Dial Group, then select the Add to SD button.

The Speed Dial Keyboard Entry screen displays, as shown below. The Name and Number fields are populated with those from the selected Call Log entry. The cursor is positioned to the right of the last digit of the telephone number.

2. To change the Name and/or Number, modify the m using the keyboard and keyboard control buttons at the bottom of the screen. For example, you may need to add a trunk number (a 9 or other number needed to obtain an outside line), and/or other network dial access codes (such as an Area Code or Country Code) to prepare th e number for speed dialing.

3. If the Name and Number are correct, select Save.

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Removing Call Log Entries

The Speed Dial Group Select screen displays, as shown below:

4. Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added. You can add the new b utton to any g roup having an unlabeled speed dial button, including one to which a Group Name label has not yet been assigned.

The new Speed Dial button is added to the specified group in alphabetical order. The Speed DIa l Modification screen displays sho wing the new b utton for that Group.

5. Select Done.

The Speed Dial screen displays.

Removing Call Log Entries

Individual phone users cannot delete or remov e Call Log entries themselves. However, all Call Log entries are automatically deleted upon loss of power or telephone reset.

Call Log entry removal is performed automatically, without user intervention. When the 101 the log, to maintain a 100 entry maximum.

log entry is created, the oldest entry is automatically deleted from

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Using the Directory

Introduction

The Corporate Directory is an optional application for your 4630 IP Telephone system. Check with your Telephone System Administrator to be sure a Corporate Directory has been established before proceeding with this chapter.

This chapter describes how to search your Corporate Directory for a name or phone number, call a person listed in the Directory, add a Directory entry to a Speed Dial button, and use the Trouble screen to resolve any search- or directory-related problems.

About the Directory

The Directory application allows you to search a database of names an d telephone numbers using the name of the person whose phone number you wish to locate. As with any database search tool, the more specific you are in specifying the search criteria, the more specific the results.

You can optionally enter a few characters of a name and search, or enter a full name. For example, if the number you want is that of someone named Jones, entering “Jo” might produce a long list of all names starting with those two letters, including not only all Jones, but any Johnson, Jonas, Jolly, and Jordan. But if you narrow your search criteria by entering “JONES” you will receive a much shorter list containing only those individuals named Jones.

Ask your System Administrator the appropriate way to locate a person based on how your directory is structured. For example, ask whether entering a full name (Last Name followed by First Name or First Name followed b y Last Name), a Last Name only, or a partial Name will produce optimal search results.

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Locating a Phone Number Using the Directory

1. To access your Corporate Directory, select the Directory application tab from any 4630 application screen.

The Query Specification screen displays, as illustrated below.

2. In the Name field, type the full or partial name of the person whose number you wish to locate.

3. If you make a mistake while entering the name to be searched, you can press Clear to remove the entry or use the Backspace key, then repeat Step 2.

4. Select Search.

The Query Initiation screen displays the Name you specified and the message “Searching.”

NOTE:

To stop the search at any time and return to the Query Specification screen, select Cancel.

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Locating a Phone Number Using the Directory

If the search is not successful, the Directory Trouble screen displays (see the procedure in this chapter titled Resolving Search- or Directory-Related Problems). If the search is successful, the Successful Query screen displays, as illustrated below.

Results are listed in chronological order as they were received by the phone. Only the first 100 entries matching your query are displayed. Scroll buttons display unde r the following conditions: If less than six entries are returned, no scroll buttons display; if six entries are returned, scroll buttons display but are disabled, and if more than six entries are returned, scroll buttons display as appropriate.

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5. Choose one of the following options:

If you want to Then

Sort the entries in alphabetical or numerical order

Scroll through the list of entries when it contains more than six names/numbers matching your search criteria

To sort the entries in alphabetical order, select the Name column heading.

The entries re-display in alphabetical order and a triangle symbol displays in the Name column heading.

To sort the entries in numerical order, select the Number column.

The entries redisplay in phone number order and a triangle symbol displays in the Number column heading.

Use the Scroll buttons at the bottom left of the screen as follows:

Select to scroll downward one entry at a time.

Select to scroll downward one screen (6 entries) at a time.

Select to scroll to the bottom of the list of entries.

Call a person shown on the list of entries

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Select to scroll upward one entry at a time.

Select to scroll upward one screen (6 entries) at a time.

Select to scroll to the top of the list of entries.

Note: Scroll buttons are disabled when they would have no effect.

See the procedure that follows, titled Calling a Person Listed in the Directory.

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Calling a Person Listed in the Directory

If you want to Then

Add an entry to a Speed Dial Group See the procedure that follows titled

Perform another search Select Back to return to the Query

Exit the Directory Select the appropriate application

Calling a Person Listed in the Directory

Adding a Directory Entry to a Speed Dial Group.

Specification screen and repeat this procedure from Step 2.

tab at the bottom of the Director y screen.

This procedure assumes you hav e perf ormed a search for the n umber you w ant to call, as described in the procedure above titled Locating a Phone Number Using the Directory. Begin this procedure with the Successful Query screen displayed.

1. Select the entry you want to call.

2. Select Call.

The Directory Number Editing screen displays, as illustrated below.

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3. Choose one of the following options:

If you want to Then

Dial the number as currently shown Proceed to Step 4. Edit the number before dialing Use the keyboard to add numbers

(for example, a network dial access code) or to modify the current number so that it is dialable.

Return to the previous screen without dialing the number displayed

4. Select Call.

The number is dialed automatically. If your Directory “Go to Phone” option is set to “Yes,” the Phone Application screen displays. If your Directory “Go to Phone” option is set to “No,” the Successful Query screen redisplays.

Adding a Directory Entry to a Speed Dial Group

If there is at least one available Speed Dial button in any Group, the Add to SD button on the Directory screen is enabled. If all Speed Dial buttons in all Groups have been assig ned, this feature will not be available from the Directory screen.

NOTE:

Any Directory entry may be selected for addition to a Speed Dial Group.

1. Select the Directory entry you want to add to a Speed Dial Group, then select the Add to SD button.

Select Cancel.

The Query Specification screen redisplays; the Name field displays the original entry to allow you to edit it and perform another query.

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Adding a Directory Entry to a Speed Dial Group

The Speed Dial Keyboard Entry screen displays, as shown belo w. The Name and Number fields are populated with those from the selected Directory entry. The cursor is posit ioned to the right of the last digit of the telephone number. (Note that Names/Numbers exceeding the available field space may be not be shown or saved.)

2. To change the Name and/or Number, mod i fy them using the keyboard and keyboard control b uttons at the bottom of the scree n. For example, you may need to add a trunk number (a 9 or other number neede d to obtain an outside line), and/or other network dial access codes to prepare the number for speed dialing.

3. When the Name and Number are correct, select Save.

The Speed Dial Group Select screen displays, as shown below:

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The new Speed Dial button is added to the specified group in alphabetical order. The Spee d DIal Modification screen displa ys showing the ne w button for that Group.

5. Select Done.

The Speed Dial screen displays.

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Resolving Search- or Directory-Related Problems

Search-related problems may occur due to improper search criteria being entered or when valid search criteria does not produce the desired result. For example, you may en ter an in valid nam e which cannot be located on the Telephone Number database being searched, or enter a valid name which is not included in the database.

Because using the Directory application to locate telephone numbers involves connection to your Corporate Directory server, directory- or network-related problems may occur from time to time. Such problems may involve not being able to connect to, or receiv e a response from, the server, or a slow response due to server or network congestion.

When a search (or query) cannot be successfully completed, a T rouble screen (an example of which is illustrated below) displays messages to help you determine the problem. Based on the message displayed, you can determine whether to re-initiate the search, or contact your Telephone System Administrator f or assistance.

Trouble Message Resolution

Most Trouble messages require the involvement of your System Administrator. Those which are search-related require yo u to re-initiate your search after verifying and/or modifying your search criteria.

If you receive either of the following messages, verify your search criteria and re-try the query:

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■

Server Timed Out - The Corporate Directory may be too big for this search, or your network may be congested. Narrowing your search criteria (for example, typing a full name rather than a partial name) may help.

■

(Name) Field Not Found - The Name you entered is not in your Corporate Directory . Verify that you typed the Name whose number y ou w ant to locate correctly and that it is in the format appropriate for your Corporate Directory, and re-initiate the search.

If you cannot resolve a Directory Trouble message yourself, contact your Telephone System Administrator for assistance .

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4630 IP Telephone Options

Introduction

This chapter describes the procedures available on the Main Options and Preferences screen. For example, you can change the appearance of y our touchscreen, set a different ringer tone, add a timer to each call, or set u p a “go to phone” option within each application to automatically take you bac k to the Phone application to make calls. At your first opportunity we suggest you review the default settings by reviewing each options screen; you may change your options and preferences at any time.

Accessing the Options and Preferences Screen

Access your preferences and phone options by selecting the symbol at the top of any application screen.

The Main Options and Preferences screen provides access to the setup/maintenance information for each application, or allows you to return to the application screen displayed prior to selecting the Options and Preferences screen.

The procedures that follow describe the options for each application.

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Screen Options

Screen Options are those which control:

How you want your keyboard screen (for use in Speed Dial and other

■

procedures) displayed, How the display screen is oriented, or

■

How to clean the 4630 Touchscreen without selecting application features

■

or buttons during cleaning.

You select these options from the Screen Options and Preferences screen, accessed by selecting Screen Options from the Main Options and Pref erences screen.

When you are finished, select Done to return to the Main Options and Preferences screen. There are five Screen options and preferences availabl e, which show the current settings. Each optio n has a specific purpose as described in the procedures that follow.

Setting the Keyboard Layout

Applications which allow speed dial entries to be created use a keyboard screen into which a name and/or number is typed. Two keyboard layout options are available:

QWERTY - the standard arrang ement for (personal computer and other)

■

keyboard-reliant devices. This is the default keyboard layout setting. ABCDEF - characters are arranged in alphabetical order, for those users

■

who find the QWERTY layout confusing.

1. To modify the your keyboard layout, select Keyboard Options from the Screen Options and Preferences screen.

The Select Keyboard Layout screen displays. The current setting is highlighted.

2. Select either QWERTY or ABCDEF, to indicate how you want any screen with a keyboard layout to appear.

3. To save your selection, select Save. To exit without making a change, select Cancel.

The Screen Options and Preferences screen redisplays.

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Screen Options

Calibrating the Screen

If needed, adjust the screen display orientation using this option.

1. To change the orientation of your 4630 display, select Calibrate... from the Screen Options and Preferences screen.

The Calibrate the Screen screen displays, with an instruction to start calibration.

2. Touch (select) the upper left corner of the screen.

The screen redisplays with a second instruction.

3. Touch (select) the lower right corner of the screen.

The screen reorients as appropriate. The message “The screen is now calibrated.” displays.

4. To save the calibration, select Done.

The screen adjustment is stored and the Screen Options and Prefere nces screen redisplays .

Cleaning the Screen

Use this option to display instructions for cleaning the 4630 IP Telephone’s screen. Cleaning the screen with the instructions displayed ensures that touching the screen during cleaning will not cause buttons, options or applications to be inadvertently selected.

1. To clean the screen and/or review instructions about cleaning the screen, select Clean the Screen... from the Screen Options and Preferences screen.

The Clean the Screen screen displays.

2. Review the instructions on the screen. Pay particular attention to the Warning note regarding use of harsh liquids or solv ents.

3. After cleaning the screen or reviewing the cleaning instructions, select Done.

The Screen Options and Preferences screen redisplays.

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Call Log Options

The Call Log option allows you to have the Phone screen display automatically when you place an outgoing call from the Call Log screen,

You select this option from the Call Log Options and Preferences screen, accessed by selecting Call Log Options from the Main Options and Preferences screen:

NOTE:

Automatic Archiv e and FTP Setup are reserved for use as future enhancements.

When you are finished, select Done to return to the Main Options and Preferences screen. The Call Log option is described in the procedure that follows.

Setting the Call Log “Go to Phone” Option

When this option is selected, the Phone screen will be displayed automatically whenever you place an outgoing call to someone from the Call Log. When this option is not selected, the Call Log screen will remain displayed whenever you place a call from the Call Log. The default setting is to not display the Phone screen upon placing a call from the log (although you can always manually select the Phone application tab, if desired).

1. To modify the current Go to phone setting, select Go to Phone Screen from the Call Log Options and Prefere nces screen.

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Phone Application Options

The Call Log Go to Phone screen displays, as illustr ated below . The current setting is highlighted:

2. Select either Yes or No, to indicate whether or not you want the Phone screen displayed upon dialing a person listed in the Call Log.

3. To save your selection, select Save. To exit without making a change , select Cancel.

The Call Log Options and Preferences screen redisplays.

Phone Application Options

Phone application options and preferences allow you establish or modify several phone- or call-related features. These features are:

1. Personalizing your phone’s ringing pattern - Choose from eight different ring tones/patterns.

2. Adding (or removing, if already set) an “edit dialing” field to the Phone screen. The Edit Dial field allows you to edit phone numbers prior to dialing them.

3. Opting to choose from a list of the last eight numbers dialed or always redialing the last number called when you select the Redial feature button.

4. Displaying a timer during active and he ld calls.

5. Optionally choosing the “Phone” screen to display automatically from any of the 4630 application screens upon receiving a call.

You select any of the above options from the Phone Options and Preferences screen, accessed by selecting Phone Options from the Main Options and Preferences screen.

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When you are finished, select Done to return to the Main Options and Preferences screen. There are five Phone options and preferences available, and the current setting is displayed next to its respective option. Each option is described in the procedur es that follow.

Setting Edit Dialing

1. To display the Edit Dialing field on the Phone application screen (or to remove it if it is currently displayed), select Edit Dialing from the Phone Options and Preferences screen.

The Edit Dialing screen displays, as illustrated below.

NOTE:

The Edit Dialing screen also displays instructions on how to use the Edit Dialing field, if activated.

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Phone Application Options

2. Choose one of the following options:

If you want to Then

Turn the Edit Dialing option “on” to display the edit dial field on the Phone application screen

Turn the Edit Dialing option “off” so that the edit dial field does not display on the Phone screen

Return to the Phone Options and Preferences screen without changing the Edit Dialing setting

3. Select Save to set the Edit Dial field to the option selected.

The Phone Options and Preferences screen displays.

Selecting a Personalized Ring

Change the tone or pattern of your phone’s ring using this procedure.

1. To change the ringing tone/pattern, select Personalized Ring Options from the Phone Options and Preferences screen.

The Select Personalized Ring screen displays. The current ring setting is highlighted.

Select On. Proceed to Step 3.

The button highlights to indicate an “On” status.

Select Off. Proceed to Step 3.

The button highlights to indicate an “Off” status.

Select Cancel.

No change is made and the Phone Options and Preferences screen re-displays.

2. Select the ring option number you prefer.

The selected option highlights to indicate an “On” status and the selected pattern/tone sounds for one cycle.

3. Repeat Step 2 until the desired ring pattern or tone sounds.

4. To save your selection, select Save. To exit without making a change , select Cancel.

The Phone Options and Preferences screen redisplays.

NOTE:

To raise or lower the ringer volume , use the phone’s Volume Control button.

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Selecting a Redial Option

This procedure instructs you in selecting or changing your phon e’s redial option. The Redial feature button displays on the Phone application screen and you h ave two choices for how this button operates:

When selected, the last number called is dialed, or

■

When selected, a list of the last eight numbers called is displayed, from

■

which you may choose the number you want to redial.

The default setting is to d isplay the list o f the last eight numbers called. Se e Redial in Chapter 2, Call Handling

for information on using this feature.

1. To modify the current Redial setting, select Redial from the Phone Option s and Preferences screen.

The Select Redial Option screen displays. The current setting is highlighted.

2. Select either Last number or Last 8 numbers, to indicate how you want the Redial feature button to operate.

3. To save your selection, select Save. To exit without making a change, select Cancel.

The Phone Options and Preferences screen redisplays.

Setting the “Go to Phone On Answer” Option

This option allows you to select or change the “Go to Phone On Answer” option. When this option is set to “Yes,” the Phone screen is displayed automatically whenever you ans wer a call. When this option is not selected, the current screen remains displayed wh enev er you ans we r a call (although you ca n alwa ys manually select the Phone application tab , if desired). The default setting is to not display the Go To Phone screen upon answering a call.

1. To modify the current Go to Phone On Answer setting, select Go to Phone On Answer from the Phone Options and Preferences screen.

The Go to Phone On Answer screen displays. The current setting is highlighted.

2. Select either Yes or No, to indicate whether or not you wa nt the Phone screen displayed upon answering a call.

3. To save your selection, select Save. To exit without making a change, select Cancel.

The Phone Options and Preferences screen redisplays.

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Directory Options

Setting the Call Timer

This option allows you to have a timer displayed during an active call or f or a call that you have put on Hold. Displaying the timer is the default, but you can change it using the procedure below.

1. To modify the current Call Timer setting, select Call Timer from the Phone Options and Preferences screen.

The Call Timer screen displays. The current setting is highlighted.

2. Select either Yes or No, to indicate whether or not you want the Call Timer displayed for each active or held call.

3. To save your selection, select Save. To exit without making a change , select Cancel.

The Phone Options and Preferences screen redisplays.

Directory Options

There are two Directory options, which allow you to:

Have the Phone screen display automatically when you make an outgoing

■

call from the Corporate Directory screen, or Add a User ID and Password to protect Corporate Directory access.

■

You select either option from the Directory Options and Preferences screen, accessed by selecting Directory Options from the Main Options and Preferences screen:

When you finish checking or setting the Directory options, select Done to return to the Main Options and Preferences screen.

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Setting the Directory “Go to Phone” Option

When this option is selected, the Phone screen will be displayed automatically whenever you place a call to someone found from a Directory search. When this option is not selected, the Directory screen will remain displayed whenev er you place a call from the Directory screen. The default setting is to not display the Phone screen upon placing a call from the Directory (although you can always manually select the Phone application tab, if desired).

1. To modify the current Go to phone setting, select Go to Phone Screen from the Directory Options and Preferences screen.

The Directory Go to Phone screen displays, as illustrated below. The current setting is highlighted:

2. Select either Yes or No, to indicate whether or not you wa nt the Phone screen displayed upon dialing a person found in the Directory.

3. To save your selection, select Save. To exit without making a change, select Cancel.

The Directory Options and Preferences screen redisplays.

Setting Up or Modifying a Directory User ID and Password

Establishing a User ID and Password protects the security of your Corporate Directory. Once established, you are prompted to provide both the ID and Password when you use the Corporate Directory. You dete rmine your own ID and Password; your System Administrator does not have access to this information. Use the procedure below to establish your User ID and Password and to modify either item as needed.

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Directory Options

1. To add/modify a Directory User ID and Password, select User ID/Password from the Directory Options screen.

The Directory User ID/Password Keyboard screen displays.

2. Touch the appropriate keyboard char acters to enter the User ID, using up to 12 characters.

As you press each character, the User ID field populates. When modifying an existing User ID, what you type overwrites the current ID.

CAUTION:

Before proceeding with Step 3, be sure you know the Password you want to use and that you enter it correctly. As you enter the P ass word , you will not be able to see what you are typing!

3. Select Password and touch the appropriate keyboard characters representing the password you want to assign. If you are unsure of what you have entered, select Clear and re-type the correct password.

As you type, asterisks display in the Password field. When modif ying an existing Password, what you type overwrites the current Password.

4. To save your selection, select Save. To exit without making a change , select Cancel.

The Directory Options and Preferences screen redisplays.

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Speed Dial Options

One Speed Dial option is available which allows you to display the Phone screen automatically when you place an outgoing call using speed dialing.

You select this Speed Dial option from the Speed Dial Options and Preferences screen, accessed by selecting Speed Dial Options from the Main Options and Preferences screen:

NOTE:

Backup/Restore is reserved for use as a future enhancement.

When you are finished, select Done to return to the Main Options and Preferences screen. The Speed Dial option is described in the procedure that follows.

Setting the Speed Dial “Go to Phone” Option

When this option is selected, the Phone screen will be displayed automatically whenever you place an outgoing call using a Speed Dial button. When this option is not selected, the Speed Dial screen remains displayed whenever you place a call using a Speed Dial button. The default setting is to not display the Phone screen upon speed dialing a call (although you can alw ays manually select the Phone application tab, if desired).

1. To modify the current Go to phone setting, select Go to Phone Screen from the Speed Dial Options and Preferences screen.

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Speed Dial Options

The Speed Dial Go to Phone screen displays, as illustrated below. The current setting is highlighted:

2. Select either Yes or No, to indicate whether or not you want the Phone screen displayed upon speed dialing a call.

3. To save your selection, select Save. To exit without making a change , select Cancel.

The Speed Dial Options and Preferences screen redisplays.

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Web Access

Introduction

An optional Web Access application is provided with the 4630 IP Telephone system, to allow access via your 4630 telephone to Avaya -p rovided information (an online version of this user guide) and your Corporate intranet, if appropriate. Your System Administrator has the option of designing a Home page on which your web options reside or using a Home page provided by Avaya for this purpose.

Note that the Web Access application off ers a basic browser capability; it does not support all the data types found on the Internet and is not intended to replace your PC’s browser.

This chapter describes the basic functions available with the Web Access application. These functions include accessing and na vigating pages link ed to the Home page. Because this application can be customized by your System Administrator for specific business use, not all features described in this chapter may apply to you, and o thers which result from customizing ma y not be described here. For this reason, contact your System Administrator for specific information about how your Web Access application has been administered before proceeding.

Because any customizing may affect the flow of web-related activity, the primary web access screens are described in this chapter without a standard procedural flow.

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Navigating Web Pages

The Web application browser performs similarly to those on your PC.

Navigating the Home Page and Other Standard-Size Web Pages

1. Access the Web Access screen by selecting the Web tab at the bottom of any application screen.

The Web Access screen displays the Home page, a sample of which is illustrated below:

Your Home page may look different, if your System Administrator has set up a local Home page.

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Navigating Web Pages

2. Navigate the Home page and other web screens as follows:

If you want to Then

Redisplay the Home page Select .

Any web page loading/processing stops and the Home page displays.

Return to the previous web page or application/options screen

Select . (This button is enabled only when

more than one web address has been accessed/browsed.)

Any web page loading/processing stops and the previous web page (or 4630 application or options screen, if that was the previous item) displays.

Move to the next web page Select .

(This button is enabled only when there is a web address following the web address/page currently displayed.)

Any web page loading/processing stops and the next page displays.

Redisplay the current web page Select .

Any web page loading/processing stops and the current page redisplays.

Stop loading or processing a web page for display

Select .

The processing or loading of the web page stops.

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Navigating Web Pages Larger than the Display Area

Some web pages may be larger than the 463 0 display area. To accommodate such pages, scroll controls appear in addition to the buttons described above, to help you navigate larger w eb page widths and/or lengths, as illustrated on the sample page below:

Navigate this type of page using the following scroll buttons:

If you want to Then

Move the web page down one text line

Move the web page down one display length

Move to the bottom of the web page Select .

Move the web page up one text line Select .

Move the web page up one display length

Move to the top of the web page Select .

Move the web page one character to the left

Move the web page to the left one display width

Select .

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Navigating Web Pages

If you want to Then

Move to the left side of the web page Select .

Move the web page one character to the right

Move the web page to the right one display width

Move to the right side of the web page

Select .

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Using a Headset or Specialized Handset

Introduction

This chapter describes the headsets and specialized handsets that are compatible with your IP telephone. How to operate a headset is also covered.

IP Telephone-Compatible Headsets

Use any of the following headsets with th e 4600-Series IP Telephones:

■

Earset Starter

Earset Starter Noise Canceling

Encore Ultra VT Encore Ultra Noise Canceling Encore Ultra II Encore Ultra II Noise Canceling Mirage Ultra Mirage Ultra Noise Canceling Starset Supra Starter

Starter Special VT

Starter Special Noise Canceling

Supra Starter Noise Canceling

Supra Ultra

Supra Ultra Noise Canceling

Supra Ultra II Twin Top

Supra Ultra II Noise Canceling

Tristar Ultra

■

Tristar Ultra Noise Canceling

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Operating a Headset

Headset operation must be administered by your System Administrator and requires either an M12LU Modular Base Unit (PEC 3124-022) or a 3124-HIC: Attenuation (headset adapter) Cord (PEC 3124-HIC). For the latest list of compatible headsets and adapters, or for ordering information, access "Products and Services" at www.avayadirect.com

IP Telephone-Compatible Specialized Handsets

The IP Phone's handset interface (labeled HAC on the underside of the phone) is compatible with the following handsets:

AB1C (the handset provided with your phone)

■

AB5C

■

AB6C

■

AB8C

■

Specialized handsets are available for noisy environments, hearing-impaired users and other special purposes. These handsets are lab eled either as "K-type" or "AJ-type" handsets.

For the latest list of special purpose handsets and ordering information, access "Products and Services" at www.avayadirect.com

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Troubleshooting

Introduction

The DEFINITY 4600-Series IP Telephones are relatively trouble-free. The Basic Troubleshooting chart provides the most common problems an end user might encounter. Th e Application Troubleshooting chart provides troubleshooting specific to each of the 4630 applications. The remaining pages in this chapter provide procedures f or re setting o r power-cycling your phone, when neither Basic nor Application Troubleshooting resolves the problem. If you have a question or experience a problem that is no t described in this chapter , conta ct your Telephon e System Administrator.

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Basic Troubleshooting

Problem/Symptom Suggested Resolution

Phone does not activate after connecting it the first time

Phone does not activate after a power interruption

Characters do not appear on the Display screen

Unless your System Administrator has already initialized your telephone, you may experience a delay of several minutes before it becomes operational. Upon plug-in, your telephone immediately begins downloading its operational software, its IP address and any special features programmed by your System Administrator from the server to which it is connected. Report any delay of more than 5 minutes to your System Administrator.

Allow a few minutes for re-initialization after unplugging, powering down the phone, server problems or other power interruption causes.

See "Phone does not activate after connecting it the first time" above.

Check all lines into the phone to be sure it is properly connected.

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Check the power source to be sure your telephone is receiving power.

Perform the following Test procedure: with the telephone idle (on-hook), press and hold the Mute button while dialing this sequence: 8 3 7 8 #. The display should indicate the self-test has started then report if the test was successful or failed. If nothing appears on the display,and the phone is receiving power, your phone may need to be replaced.

If the above suggested solutions do not resolve the problem, reset or power cycle the phone.

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Basic Troubleshooting

Problem/Symptom Suggested Resolution

Display shows an error/informational message

Most messages involve server/phone interaction. If you cannot resolve the problem based on the message received, contact your Telephone System Administrator for resolution.

No dial tone Make sure both the handset and

line cords into the phone are securely connected. Note that there may be a slight operational delay if you unplug and reconnect the phone.

If nothing appears on the display, check your power source .

Check to be sure your phone is communicating with the switch; select any Speed Dial button or any outgoing Call Log entry. If the outgoing call completes, there is a problem with the dial tone itself, and you should contact your System Administrator for resolution. If the call does not go through, contact your System Administrator who will determine whether the problem is with the phone, the switch or the network.

Echo, noise or static when using a headset; handset operation works properly

Always contact your Telephone System Administrator if the troubleshooting steps do not produce the desired result.

Check the headset connection. If the connection is secure, verify

that you are using an approved headset, base unit and/or adapter, as described in the list of approved Avaya Communication compatible Headsets in Chapter 8 of this guide.

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Problem/Symptom Suggested Resolution

Audio quality is poor, specifically, you hear an echo while using a handset or static, sudden silences (gaps in speech), clipped or garbled speech, etc.

When using the Speakerphone, the other party reports hearing an echo; your reception is fine

Various potential network problems may be causing the problem.

Contact your LAN Administrator with as complete a description of the problem as possible.

Room acoustics may be causing problems. Clear the area around the telephone’s speaker; if this does not resolve the problem, use the handset.

Phone does not ring If the "Ringer Off" feature is

programmed on a feature button, that feature is engaged if the button is darkened or shaded; reactivate the ringer by pressing that feature button.

Set your ringer volume to a higher level using the Up/Down Volume keys.

From another phone, place a call to your extension to test the above suggested solutions.

Speakerphone does not operate Ask your System Administrator if

your Speakerphone has been disabled.

Screen seems to drift or waver a bit after first being “powered up”

The 4630 display screen takes an hour or so to completely warm up; and images may be distorted until it is fully operational.

Wait an hour or so after first powering up the phone, then Calibrate the screen as described in Chapter 6, 4630 IP Telephone Options.

A feature does not work as indicated in the User Guide

See the section that follows titled Troubleshooting 4630 Applications.

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Troubleshooting 4630 Applications

Problem/Symptom Suggested Resolution

GENERAL: A feature does not work as indicated

in the User Guide, or does not work as it had previously worked

PHONE APPLICATION: Please review the pre vious section,

SPEED DIAL APPLICATION: You cannot dial out using any Speed

Dial button

CALL LOG APPLICATION: You cannot dial out after selecting a

call log entry

Verify the procedure and retry. Check below to troubleshoot the

specific application with which you are working.

Ensure that any options have not been changed. Contact your Telephone System Administrator if these actions do not produce the desired result.

Basic Troubleshooting.

Check that all call appearances (incoming/outgoing lines) are not already in use. If all lines are in use, wait until a line is available to make your call.

Only entries with a status of “Outgoing” can be called. You cannot call entries with a status of “Answered” or “Unanswered” directly without first editing and saving them.

DIRECTORY APPLICATION: No Directory tab displays with the

other application tabs at the bottom of every screen

Check that all call appearances (incoming/outgoing lines) are not already in use. If all lines are in use, wait until a line is available to make your call.

Your telephone is not administered to support the Directory application. If you believe it should be available, contact your System Administrator.

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Problem/Symptom Suggested Resolution

DIRECTORY APPLICATION: Directory application tab displays,

but you receive an “Attempting to connect to server” message when you select the tab

Directory query produces an error message

WEB ACCESS APPLICATION: No Web tab displays with the other

application tabs at the bottom of every screen

The telephone cannot connect to the Directory server administered for it. Contact your System Administrator to ensure the server address has been properly administered.

Verify the spelling of your query. If correct, there is a problem with either the 4630’ s administration, the server, or the network. Contact y our System Administrator, providing the exact text of the error message you received.

Your telephone is not administered to support the Web Access application. If you believe it should be available, contact your System Administrator.

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Resetting and Power Cycling the IP Telephone

Resetting and Power Cycling the IP Te le p ho n e

Reset your IP Telephone when other Troubleshootin g suggestions do not correct the problem or after being advised to do so by your System Administrator.

CAUTION:

Use a Power Cycle only with the approval of your System Administrator and only when a reset does not resolve the problem . Power-cycling may cause stored information such as the telephone options and preference settings and Speed Dial lists to be lost.

Resetting your phone

This basic reset procedure should resolve most problems.

1. Press Mute.

2. Using the dial pad, press the following keys in sequence: 73738#

The display shows the messa ge "Reset values? * = no # = yes."

3. Choose one of the following:

If you want to Then

Reset the phone without resetting any assigned values

Reset the phone and any previously assigned (programmed) values

(Use this option only if your phone has programmed, static values)

Press * (asterisk).

A confirmation tone sounds and the display prompts "Restart phone? * = no # = yes."

Press # (the pound key).

The display shows the message "Resetting values" while your IP Telephone resets its programmed values, such as the IP address, to its default values, and re-establishes the connection to the server. The display then prompts "Restart phone? * = no # = yes."

4. Press # to restart the phone or * to terminate the restart and restore the

phone to its previous state .

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NOTE:

Any reset/restart of your phone may tak e a few minutes.

Power cycling the phone

Use the power cycle with your System Administrator’ s approv al only if the basic or programmed reset procedure cannot be performed or does not correct the problem:

1. Unplug the phone and plug it back in.

The phone connection is re-established.

2. If power-cycling does not correct the problem, your System Administrator can perform a more severe power cycle routine by unplugging both the phone and the Ethernet cables.

WARNING:

Because the type of power cycle mentioned in Step 2 involves reprogramming certain values, it should only be performed by your Telephone System Administrator.

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