Avaya IP OFFICE 3.2 5420, IP OFFICE 3.2 2420 User Manual

IP Office 3.2

2420 and 5420 User Guide

[15-601077] Issue [7] (5 June 2006)

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Table Of Contents

The Telephone............................................................................................................................ 1

About this Guide.......................................................................................................................................1

Overview..................................................................................................................................................1

Call Appearance Keys..............................................................................................................................3

Call Appearance Key Icons......................................................................................................................4

The Display..............................................................................................................................................5

System Features......................................................................................................................................5

Basic Call Handling Features.................................................................................................... 6

Answering a Call ......................................................................................................................................6

Making a Call............................................................................................................................................7

Clearing a Call..........................................................................................................................................7

Headset Working......................................................................................................................................8

Speakerphone..........................................................................................................................................9

Speed Dial................................................................................................................................................9

Redial.....................................................................................................................................................10

Mute.......................................................................................................................................................10

Hold........................................................................................................................................................10

Transfer..................................................................................................................................................11

Conference.............................................................................................................................................12

Message.................................................................................................................................................12

Using Speed Dials.................................................................................................................... 13

Overview of Speed Dials........................................................................................................................13

Adding a New Speed Dial.......................................................................................................................14

Dialling a Speed Dial Number.................................................................................................................15

Deleting a Speed Dial.............................................................................................................................15

Editing a Speed Dial...............................................................................................................................16

Converting a Call Log Entry to a Speed Dial...........................................................................................16

Using the Call Log ...................................................................................................................17

Overview of the Call Log ........................................................................................................................17

Using The Call Log.................................................................................................................................19

Setting Which Calls are Logged .............................................................................................................19

Viewing the Call Log...............................................................................................................................20

Making Calls from the Call Log...............................................................................................................20

Saving a Call Log Entry to Your Speed Dial List.....................................................................................21

Deleting a Call Log Entry........................................................................................................................21

Erasing All Logged Calls ........................................................................................................................21

Changing Options.................................................................................................................... 22

Changing Ringer Options.......................................................................................................................22

Adjusting the Display Contrast................................................................................................................23

Call Log Setup........................................................................................................................................23

Miscellaneous.........................................................................................................................................23

Using Self Test.......................................................................................................................................24

Default Phone/Erase All Settings............................................................................................................24

Language...............................................................................................................................................25

Automatic Gain Control (AGC) ...............................................................................................................26

Function Keys ..........................................................................................................................27

Overview of the Function Keys...............................................................................................................27

Display Mode..........................................................................................................................................28

Function Key Programming....................................................................................................................29

Shorthand Programming Mode...............................................................................................................30

Longhand Programming.........................................................................................................................31

Changing Function Key Labels...............................................................................................................32

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2420 and 5420 User Guide

System Features ......................................................................................................................33

System Features....................................................................................................................................33

Making Calls...........................................................................................................................................33

Answering Calls......................................................................................................................................34

Call Forwarding......................................................................................................................................34

Diverting Calls........................................................................................................................................35

Do Not Disturb........................................................................................................................................35

Voicemail................................................................................................................................................36

Default Feature Codes...........................................................................................................................37

EU24 Expansion Module .........................................................................................................38

EU24 Overview ......................................................................................................................................38

Connection.............................................................................................................................................39

Using the EU24 Expansion Module........................................................................................................39

Index.......................................................................................................................................... 41

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The Telephone

About this Guide

This guide describes how to use all the features on your Avaya IP Office 2420/5420 phone.
For basic phone settings and functionality, refer to the relevant Quick Reference Guide for your IP Office

phone.
Further information about IP Office is available from www.avaya.com/support and also from

www.avaya.com/ipoffice/knowledgebase.

Overview

This guide covers the use of the 2420 and 5420 phones on IP Office. Both phones are similar, however
the 5420 is only supported on the IP Office whereas the 2420 is supported on a range of Avaya phone
systems.

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2420 and 5420 User Guide

1. Display, Call Appearance and Feature Buttons: Call Appearance keys enable you to handle
multiple calls and the display shows call information. Details on system features (allocated by
your system administrator) can also be displayed. See Call Appearance Keys and Overview of
the Function Keys.

2. Message Lamp: The lamp is used as follows:

 On (Continuous): There are new messages in your voicemail mailbox, or another

mailbox for which you have been configured to receive "Message Waiting Indication".

 Flashing: The lamp can also be set to flash when the phone receives a call. See Ring

Options.

3. Previous/Next Page: Move through the different pages of the call handling, speed dials
and call log screens. Also used to move the cursor during data entry.

4. Messages: Access your mailbox.

5. Call Handling Buttons:

 Hold:

Red button used to place a call on hold.

 Transfer:

Transfers a call to another phone.

 Conference:

Sets up conference calls with more than one other person.

 Drop:

Drops the current call or, if on a conference call, drops the last person to join the
conference.

 Redial:

Redials the last number dialed or displays the last 6 numbers dialed from the phone,
depending on configuration via the Options menu.

6. Dial Pad: Standard 12-button pad for dialling phone numbers.

7. Volume Controls: Adjust the speaker, handset, headset, or ringer volume depending on
which is currently in use.

8. Mute: Turns the microphone on/off. When in use, the associated light is on and the caller
cannot hear you.

9. Headset: Switches from handset to headset. The light associated with this button turns on
when the headset is active.

10. Speaker: Access the speakerphone. The light associated with this button turns on when the
speakerphone is active.

11. Exit: Returns you to the main call handling screen.

12. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well
as control certain actions within the features. These keys correspond to the text prompts in the
display screen immediately above them.

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The Telephone

Call Appearance Keys

Normally, the first page of the main call handling screen contains three keys set as 'call appearance'
keys. These are allocated to you by your system administrator and are indicated as a=, b= and c=. An
underscored call appearance key (e.g. a=) indicates that the line is active.

Your system administrator can allocate a call appearance key with:

 A Bridged Appearance

A bridged appearance key matches the status and operation of the call appearance key on a pre­defined colleague’s phone. Hence, you can pick-up, make and receive calls on behalf of your
colleague.

 A Line Appearance

An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that
line is displayed and you can use the line appearance key to make and receive calls.

 Call Coverage Appearance

A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The
covered user does not need to be using call appearance keys. Hence, you can pick-up calls on
behalf of your colleague.

For details of Bridged, Line and Call Coverage Appearance keys set-up and their operation, refer the IP
Office Key and Lamp Operation manual.

Having more than two call appearance keys is very useful. When holding a call, you can answer or make
another call and then switch between calls, transfer or conference. If you are set to receive call waiting
indication, the waiting call is shown against the next call appearance key.

Caution

 Although the system administrator can replace the call appearance keys with Bridged, Line and

Call Coverage Appearance keys, this would severely restrict the use of features such as
conference and transfer.

It is for this reason that it is strongly recommended that all call appearance keys remain at

their default settings.

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2420 and 5420 User Guide

Call Appearance Key Icons

The icons displayed against the Call Appearance/Feature keys, allow you to determine the status (for
example, on Hold) of each call. Icons also indicate whether a feature has been activated for a
particular button.

 Incoming Call:

A symbol next to a call appearance key indicates an incoming call.

 Connected:

A symbol next to a call appearance key indicates that it is the currently connected call. The
caller's phone number (if available) is also shown. To put the call on hold, press Hold. An H is
displayed.

 On Hold:

A symbol next to a call appearance key indicates a call on hold. To take the call off hold and
put any other current call on hold, press .

 Function Active:

The button to the left or right of the function key is active.

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The Display

B Phone Locked:

Internal calls only.

D Call Forwarding On:

See Call Forwarding.

G In Group:

You can enable/disable group membership.

H Held Call:

Shows the number of held calls. See Hold.

N Do Not Disturb On:

See Do Not Disturb.

0 Out of Hours:

This is displayed if one or more Hunt Groups is in "Out-of-Hours" mode.

P Parked Calls:

Shows the number of parked calls.

The Telephone

U Unavailable:

This is displayed on the calling station when the called station has Do Not Disturb activated,
but is not being covered by voicemail.

V Voicemail:

This is displayed on the calling station when the called station has Do Not Disturb activated,
but is being covered by voicemail. See Voicemail.

01 Calls in Call History:

The phone can store and display recent calls.

DISC Disconnected:

To end the call, press Speaker.

CONN Connected:

You are on a call.

CONF Conference Call:

You are part of a conference call, displayed on the left hand side of the display. See
Conference Calls.

Indicates that the displayed item is the currently selected item.

Note

 The items displayed by your IP phone may differ slightly from the items listed above.

System Features

System Features can only be set against soft Function Keys by your system administrator. However,
your system administrator may allocate you two ‘self administrator’ features that will enable you to add
System Features to your soft Function Keys.

In addition, there are a number of System Features that you can always access yourself by the use of
short codes. Refer to System Features Introduction for details of System Features that you can always
access yourself by dialling short codes. For example, to listen to your voicemail messages, dial *17.

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Basic Call Handling Features

Answering a Call

When a call arrives at your phone, you hear a ringing tone and a blinking bell icon appears on the
associated call appearance.

To answer an incoming call:

Do one of the following:

 If you are not active on another call, answer the call using your handset, headset or

speakerphone (see Speakerphone).

or

 If you are active on a call already, place the active call on hold (see Hold), and then answer the

incoming call.

or

 If the call appearance for the ringing call is not displayed on the current screen page, press

Exit to return to the first page of the Home screen. When you locate the call appearance for the
ringing call, press the corresponding call appearance button.

Note

 To redirect an incoming call, press Drop to redirect the call to Forward On No Answer (if set)

or voicemail (if available).

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Basic Call Handling Features

Making a Call

You can make calls from the phone using a variety of methods as follows:

To manually make a call:

1. Lift the handset and dial the required number on the key pad. Remember to include the required
access code (for example; 9 for an outside line) and listen to the progress of the call.

2. Adjust the speakerphone volume as necessary.

To change the volume, press and . The eight volume levels are displayed.

3. If the call is not answered, press Speaker or Drop.
or
When the call is answered, either speak or pick up the handset and speak to the called party.

To automatically make a call:

Do any of the following:

 To have the phone dial the last number that you dialed, press Redial and then press the

function key associated with the call. See Redial.

or

 Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.

or

 Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See

Dialling a Speed Dial Number.

When the call is answered, either speak or pick up the handset and speak to the called party.

Clearing a Call

To clear an established call:
Either:

 Replace the handset.

or

 Press Drop.

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2420 and 5420 User Guide

Headset Working

When a headset is to be used, it must be plugged in to the headset socket on the base of the phone. To
activate the headset and switch off the handset, press Headset. The lamp beside the button is
illuminated when headset working is activated.

To answer an incoming call:

 Press next to the flashing bell icon ( ).

To clear a headset call:

 Press Drop.

To manually make a call:

 Dial the number. Remember to include the required access code (for example; 9 for an outside

line) and listen to the progress of the call.

To automatically make a call:
Do any of the following:

 Press Redial and then press to have the phone dial the last number that you dialed. See

Redial.

or

 Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.

or

 Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See

Dialling a Speed Dial Number.

When the call is answered, speak to the called party.

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Basic Call Handling Features

Speakerphone

The two-way built-in speakerphone allows you to make and answer calls without lifting your handset.
Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as
in very noisy locations).

To make or answer a call without lifting the handset, or to use the speakerphone with any
feature:

1. Press Speaker. The LED beside the button illuminates.

2. Make or answer the call, or access the selected feature.
Adjust the speakerphone volume if necessary. To change the volume, press and . The

eight volume levels are displayed.

To change from the speakerphone to the handset (or headset if fitted):

 Pick up the handset (or press Headset) and talk.

To change from the handset to the speakerphone:

 Press Speaker and hang up the handset.

To end a speakerphone call:

 Press Speaker again.

Speed Dial

The Speed Dial feature enables you to automatically dial calls to phone numbers stored in your personal
directory (maximum of

104). See Dialling a Speed Dial Number.

To make a call to a personal directory entry using the Speed Dial feature:

1. From the Home screen, press SpDial. The Speed Dial screen is displayed.

2. Press the button next to the entry you want to call.

3. If the entry you want is not displayed, press and to search through the entries or key the
first letter of the required name to jump to the page with a matching entry.

The phone dials the number for you.

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2420 and 5420 User Guide

Redial

The Redial feature automatically redials a previously dialed extension or outside number (up to 24
digits). Your phone stores the last ten numbers dialed.

Note

 If you have dialed the same number twice in succession, it will only have one appearance in the

redial list.

To redial previously dialed number:

 Press Redial and then press and to search through the entries. When you have located

the required number, press the associated key.

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. However, it can be used
to hold an off-line conversation at any time during a call.

To prevent the other person on the line from hearing you:

1. Press Mute. The indicator next to the Mute button lights when Mute is active.

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

Hold

If, with a call in progress, a second call arrives and is shown against a call appearance key, you can hold
the first call and answer the second call.

To put an existing call on hold:

1. Press Hold.

2. Answer the second call by pressing the call appearance button with the symbol against it. The
symbol changes to ; showing that the line is connected.

To return to the held call:

1. If you have a call in progress, then first put that call on hold as above.

2. To retrieve a held call, press the Call Appearance button with against it.

Notes

 With hold return timer (defined by your system administrator), you are reminded that you have a

call on hold. The phone will ring and is displayed.

 If the system feature AutoHold is on (consult your system administrator) then you can hold an

active call ( ) by pressing ( ) against the second call. If AutoHold is off, then pressing ( ) against
the second call, will drop the first call.

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