Avaya IP Office 5402 User Guide

IP Office (R3.0)

5402 User’s Guide

40DHB0002UKFC – Issue 1 (5th February 2005)

Page ii - Contents

Contents

The 5402 Telephone ............................................................................. 5

Overview of the 5402..................................................................................................... 5

Call Appearance Keys ................................................................................................... 6

Call Appearance Key Icons............................................................................................................. 6

System Features............................................................................................................................. 6

Basic Call Handling Features .............................................................. 7

Answering a Call............................................................................................................ 7

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

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

Redial............................................................................................................................. 7

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

Speaker .........................................................................................................................8

Mute...............................................................................................................................8

Hold ............................................................................................................................... 8

Transfer ......................................................................................................................... 9

Conference .................................................................................................................... 9

Message ........................................................................................................................ 9

Feature Key ......................................................................................... 10

Overview of the Feature Key ....................................................................................... 10

System Features Available ........................................................................................................... 10

Dial.........................................................................................................................................11

Group .....................................................................................................................................11

User .......................................................................................................................................11

Absnt - Set Absent Text .........................................................................................................11

Acct - Account Code Entry..................................................................................................... 11

AD - Abbreviated Dial.............................................................................................................11

Admin - Self-Administer .........................................................................................................11

Apear - Appearance............................................................................................................... 12

AutCB - Automatic Callback...................................................................................................12

Busy - Busy............................................................................................................................12

BusyH - Busy On Held ...........................................................................................................12

CFrwd - Call Forwarding All ...................................................................................................13

ClrCW - Clear CW..................................................................................................................13

CnfRV - Conference Meet Me................................................................................................13

Conf+ - Conference Add ........................................................................................................ 13

CPark - Call Park ................................................................................................................... 14

CPkUp - Call Pickup...............................................................................................................14

CWOn - Call Waiting On ........................................................................................................14

CWOff - Call Waiting Off ........................................................................................................14

CWSus - Call Waiting Suspend .............................................................................................14

DCW - Dial CW ......................................................................................................................15

Dir - Directory.........................................................................................................................15

Dirct - Dial Direct.................................................................................................................... 15

DNDon - Do Not Disturb On...................................................................................................15

DNDoff - Do Not Disturb Off...................................................................................................15

DNDX+ - Do Not Disturb Exception Add................................................................................ 15

DNDX - Do Not Disturb Exception Delete .............................................................................. 16

DPkUp - Directed Call Pickup ................................................................................................16

Page ii IP Office (R3.0) 5402 User’s Guide Contents 40DHB0002UKFC – Issue 1 (5th February 2005)

The 5402 Telephone Page iii

Contents (Cont.)

Drop - Drop ............................................................................................................................ 16

DTone - Secondary Dial Tone................................................................................................ 16

Emrgy - Dial Emergency ........................................................................................................ 16

Flash - Flash Hook................................................................................................................. 17

FolTo - Follow Me To .............................................................................................................17

FwBNo - Forward On Busy Number ......................................................................................17

FwBOn - Forward On Busy On .............................................................................................. 17

FwBOf - Forward On Busy Off ............................................................................................... 17

FwdH+ - Forward Hunt Group Calls On................................................................................. 18

FwdH- - Forward Hunt Group Calls Off..................................................................................18

FwdNo - Forward Number...................................................................................................... 18

FwdOf - Cancel All Forwarding ..............................................................................................18

FwNOn - Forward On No Answer On ....................................................................................18

FwNOf - Forward On No Answer Off .....................................................................................18

FwUOn - Forward Unconditional On ...................................................................................... 19

FwUOf - Forward Unconditional Off ....................................................................................... 19

GrpPg - Group Paging ...........................................................................................................19

HdSet - Headset Toggle.........................................................................................................19

Here+ - Follow Me Here.........................................................................................................19

Here- - Follow Me Here Cancel.............................................................................................. 20

HfAns - Internal Auto-Answer................................................................................................. 20

HGEna - Hunt Group Enable .................................................................................................20

HGDis - Hunt Group Disable..................................................................................................20

HGNS+ - Set Hunt Group Night Service ................................................................................ 20

HGNS- - Clear Hunt Group Night Service..............................................................................20

HGOS+ - Set Hunt Group Out of Service .............................................................................. 21

HGOS- - Clear Hunt Group Out of Service ............................................................................ 21

Hold - Hold Call......................................................................................................................21

HoldCW - Hold Call Waiting................................................................................................... 21

IAuto - Automatic Intercom.....................................................................................................21

ICSeq - Set Inside Call Sequence.......................................................................................... 22

IDial - Dial Intercom................................................................................................................22

Inclu - Dial Inclusion...............................................................................................................22

Intru - Call Intrude .................................................................................................................. 22

Listn - Call Listen....................................................................................................................22

Login - Extn Login ..................................................................................................................22

Logof - Extn Logout................................................................................................................ 22

Music - Hold Music................................................................................................................. 23

NATim - Set No Answer Time ................................................................................................ 23

OCSeq - Set Outside Call Sequence ..................................................................................... 23

Page - Page ...........................................................................................................................23

Park - Park .............................................................................................................................23

Park - Call Park to Other Extension .......................................................................................24

PCall - Priority Call................................................................................................................. 24

PhyEx - Dial Physical Extension by Number.......................................................................... 24

PickA - Call Pickup Any..........................................................................................................24

PickG - Call Pickup Group .....................................................................................................25

PickM - Call Pickup Members ................................................................................................25

Prog - Abbreviated Dial Program ...........................................................................................25

Quota - Clear Quota............................................................................................................... 25

Queue - Call Queue ...............................................................................................................25

5402 User’s Guide Page iii IP Office (R3.0) 40DHB0002UKFC – Issue 1 (5th February 2005)

Contents

Contents (Cont.)

RBak+ - Ringback When Free ............................................................................................... 26

RBak - Cancel Ringback When Free .....................................................................................26

RBSeq - Set Ringback Sequence.......................................................................................... 26

Recor - Call Record................................................................................................................26

Relay - Relay Pulse................................................................................................................ 27

Rely+ - Relay On.................................................................................................................... 27

Rely- - Relay Off..................................................................................................................... 27

Resum - Resume Call ............................................................................................................ 27

Rtriv - Retrieve Call ................................................................................................................ 27

Ride - Ride Call......................................................................................................................28

RngOf - Ringer Off .................................................................................................................28

SAC - Send All Calls ..............................................................................................................28

Spres - AD Suppress .............................................................................................................28

Steal - Call Steal .................................................................................................................... 29

SusCW - Suspend CW........................................................................................................... 29

Suspe - Suspend Call ............................................................................................................29

Timer - Timer..........................................................................................................................29

TmDay - Time of Day .............................................................................................................29

Toggl - Toggle Calls............................................................................................................... 30

VMRB- - Voicemail Ringback Off ........................................................................................... 30

VMRB+ - Voicemail Ringback On .......................................................................................... 30

VMCol - Voicemail Collect......................................................................................................30

VMOff - Voicemail Off ............................................................................................................ 30

VMOn - Voicemail On ............................................................................................................30

WUTim - Set Wrap Up Time ..................................................................................................30

System Features ................................................................................. 31

Introduction.................................................................................................................. 31

Making Calls ................................................................................................................ 31

Answering Calls........................................................................................................... 31

Call Forwarding ........................................................................................................... 32

Diverting Calls ............................................................................................................. 32

Do Not Disturb ............................................................................................................. 32

Voicemail ..................................................................................................................... 33

Default Feature Codes ................................................................................................ 33

Index..................................................................................................... 34

IP Office (R3.0) 5402 User’s Guide 40DHB0002UKFC – Issue 1 (5th February 2005)

The 5402 Telephone Overview of the 5402 - Page 5

The 5402 Telephone

Overview of the 5402

This guide covers the use of the Avaya 5402 telephone, running in Key and Lamp mode, on Avaya IP Office telephone systems operating with IP Office Software release

3.0. The diagram below shows the main 5402 telephone features.

1. Display and Call Appearance Keys: Two Call Appearance Keys allow the user 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 on page 6 and Feature Key on page 10.

2. Message lamp - Lit when the user has voicemail messages. Can also be set to flash when the phone is ringing.

4. Call Handling Buttons: See Basic Call Handling Features on page 7.

5. Dial pad: Standard 12-button pad for dialing telephone numbers.

7. Handset Socket: The socket for the handset cable can be found on the side of

8. Mute: Turns the microphone on/off in the headset/handset only; the 5402

10.

Messages: Access the user's mailbox.

• Hold: Places a call on hold

• Transfer: Transfer call.

• Conference: Conference held calls.

• Drop: Drop call.

• Redial: Redial last number dialed.

Volume Controls: Adjusts the speaker, handset, headset, or ringer

volume depending on which is currently in use.

the telephone. The handset can be replaced by a headset.

does not have a microphone. When in use, the associated light is on and the caller cannot hear you.

Feature: Provides access to system feature that can be allocated to the

5402 dial pad keys by the System Administrator. See Feature Key on page 10.

Speaker: Accesses the Speaker feature. The associated LED lights steadily when the Speaker is active. The Speaker feature only provides a monitor function and is not a Speakerphone, e.g. the 5402 does not have a handsfree speech function, you can hear a call through the Speaker but you must lift the handset to speak.

IP Office (R3.0) 5402 User’s Guide The 5402 Telephone - Page 5 40DHB0002UKFC – Issue 1 (5th February 2005) Overview of the 5402

Page 6 - Call Appearance Keys The 5402 Telephone

Call Appearance Keys

The main call handling screen contains two buttons set as 'Call Appearance' keys.

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

CAUTIONS:

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

2. Although your System Administrator can replace the Call Appearance Keys

/ with:

• A Bridged Appearance

• A Line Appearance

• Call Coverage Appearance

• System Features

This would severely restrict the use of features such as conference and transfer.

It is for these reasons that it is strongly recommended that

all Call Appearance keys remain at their default settings.

3. Early models of the 5402 telephone will not, on IP Office R3.0 with Call Appearance keys, respond with the full and correct displays in all cases. Consult your System Administrator for details.

Call Appearance Key Icons

The icons displayed against the Call Appearance 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:

symbol next to a call appearance key indicates an incoming call. Pressing the

A adjacent

• Connected:

symbol next to a call appearance key indicates that it is the currently connected

A call. The caller's telephone number (if available) is also shown.

• On Hold:

Pressing the adjacent appearance key indicate a call on hold and an H is also shown on the display. Pressing the adjacent

key answers the call and puts any other current call on hold.

System Features

System Features can be set against dial pad digits by your System Administrator and are accessed by use of the

For Key and Lamp mode of operation these System Features must not be set against the Call Appearance keys. See the CAUTIONS in Call Appearance Keys on page 6.

Refer to Feature Key on page 10 for details of the System Feature that can only be allocated to you by your System Administrator and to System Features on page 31 for details of System Features that you can always access yourself by dialing short codes, e.g. *17 to listen to your VoiceMail messages.

key puts the call on hold, a symbol next to a call

key takes the call off hold.

Feature key.

Page 6 - The 5402 Telephone IP Office (R3.0) 5402 User’s Guide Call Appearance Keys 40DHB0002UKFC – Issue 1 (5th February 2005)

Answering a Call Basic Call Handling Features - Page 7

Basic Call Handling Features

Answering a Call

When a call arrives at your 5402 telephone, you hear a ringing tone and a flashing bell icon ( how to use your handset to answer calls. To answer calls using a headset, see Headset Working on page 8.

To answer an incoming call:

Do one of the following:

• If you are not active on another call, answer the call by lifting your handset.

• If you are active on a call already, place the active call on Hold and then answer the

Making a Call

When making a call, the built-in speaker in your 5402 allows you to monitor the progress of calls without lifting your handset.

) appears on the associated call appearance display. The following describes

You can also press the handset/headset to speak to the caller. The 5402 telephone does not have a built in microphone. or

incoming call (see Hold on page 8).

Speaker to listen to the incoming call, but you must use

To manually make a call:

1. 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.

2. Adjust speakerphone volume as necessary.

• To change the volume use the volume level. (There are eight volume levels.)

3. If the call is not answered, you can clear the call by pressing Speaker or

4. When the call is answered, you must pick up the handset to speak to the called party.

To automatically make a call you can:

1. Automatically dial the last number that you dialed by pressing or

2. Automatically dial a frequently used number by pressing relevant dial pad digit. These numbers are allocated to your dial pad by your System Administrator. See Feature Key on page 10.

Clearing a Call

To clear an established call either:

1. Replace the handset or

2. Press

and buttons. The display shows the

Drop

Redial

Feature and the

Drop.

Redial

The Redial (or Last Number Dialed) feature automatically redials the last extension or outside number (up to 24 digits) you dialed.

To redial the last number that you dialed:

1. Press

IP Office (R3.0) 5402 User’s Guide Basic Call Handling Features - Page 7 40DHB0002UKFC – Issue 1 (5th February 2005) Answering a Call

Redial.

Page 8 - Headset Working Basic Call Handling Features

Headset Working

If a headset is to be used on your 5402, it must replace the handset. E.g. unplug the handset (from the socket on the side of the 5402) and replace with the headset cable. Discard the handset.

To answer an incoming call:

1. Press the call appearance key next to the flashing bell icon (

To clear a headset call:

1. Press

To manually make a call:

1. 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 you can:

1. Automatically dial the last number that you dialed by pressing or

2. Automatically dial a frequently used number by pressing relevant dial pad digit. These numbers are allocated to your dial pad by your System Administrator. See Feature Key on page 10.

Drop.

) and speak.

Redial.

Feature and the

Speaker

The Speaker facility allows you to monitor incoming calls only. You must use the handset to speak to the caller. You can also use Speaker to terminate an existing call.

The button turns on when the speaker is active.

Speaker button switches the speaker on/off. The light associated with this

Mute

Hold

With a call in progress and using either the handset or the headset, you can stop the other party from hearing you.

To switch off your handset/headset microphone:

1. Press

2. To switch off, press

If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can then Hold the first call and answer the second call.

To put an existing call on hold:

1. Press symbol changes to

2. Answer the second call by pressing the Call Appearance button with the 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, simply press the Call Appearance button with the

Notes: 1. After a pre-set time (defined by your System Administrator), you are

2. If the system feature AutoHold is on (consult your System Administrator)

3. To transfer a held call seeTransfer on page 9.

Mute. The lamp beside MUTE comes on.

Mute again. The lamp beside MUTE goes off.

Hold or the Call Appearance button with the symbol against it. The

; showing that the line is on hold.

symbol

against it.

reminded that you have a call on hold by the moments to

then you can hold an active call ( Appearance button ( Call Appearance button (

and the phone ringing.

) by pressing the second call’s Call

). If AutoHold is off, then pressing the second call’s

) will drop the first call.

hold icon changing for a few

Page 8 - Basic Call Handling Features IP Office (R3.0) 5402 User’s Guide Headset Working 40DHB0002UKFC – Issue 1 (5th February 2005)

Transfer Basic Call Handling Features - Page 9

Transfer

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

To transfer the current call to another extension:

1. With a call in progress, press Transfer.

2. When you hear dial tone, dial the number to which the call is to be transferred.

3. Do one of the following:

• To transfer the call without announcing it, either hang up or press

again. The transfer is complete.

• To announce the call before transferring it, wait for the called party to answer.

If the called party is willing to accept the call, press complete the transfer.

If the called party does not wish to accept the call, press To return to the original caller press it’s call appearance button.

• If the line is busy or if there is no answer, press

To return to the original caller press it’s call appearance button.

To transfer a new call to a held call using Conference:

1. With a call in progress and you wish to make an enquiry call or another call arrives, press

transferred to the first held call.

2. To transfer the new call to the held call, press Drop. The transfer is complete.

Hold. Make or answer the second call. The second call requires to be

Conference and then

Transfer or hang up to

Drop.

Transfer

Conference

The Conference feature allows you to conference other parties (including yourself) into a call.

Notes: 1. The number of parties allowed in a conference is controlled by your

2. Two Call Appearance keys are required for the conference feature.

3. Pressing

To add another party to a conference:

1. With a call in progress press

2. Dial the number of the person you want to add to the call.

3. Wait for an answer.

4. To add the person to the call, press

5. Repeat Steps 1 through 4 for additional conference connections.

To add a held call(s) to an active conference:

1. Press

2. All calls that are on Hold are added to the conference.

telephone system.

Conference puts all held calls into conference.

Conference. The existing call is put on hold.

• If the called party does not answer or does not want to join the conference, press

Drop. You can then return to the held call by pressing its call appearance

button.

Conference again.

Conference.

Message

Your Message lamp turns on when a caller has left a message for you.

1. Press the

IP Office (R3.0) 5402 User’s Guide Basic Call Handling Features - Page 9 40DHB0002UKFC – Issue 1 (5th February 2005) Transfer

button to retrieve your messages, and follow the audible prompts.

Page 10 - Overview of the Feature Key Feature Key

Feature Key

Overview of the Feature Key

The Feature key provides access to system features that can be allocated to your dial pad digits by the System Administrator. For instance, AD (Abbreviated Dial) can be allocated to dial pad digit 1. Hence, when the digit 1, then the call is automatically made to the frequently used number set against the feature.

Consult your System Administrator for a list of the system features allocated to your dial pad digits.

System Features Available

This section lists the system features that only the System Administrator can allocate to the twelve dial pad digits of your 5402. For System Features that you can

always access by using short codes, see System Features on page 31.

Please note the following:

• The following system features can only be allocated to the twelve dial pad digits

of your 5402 by your System Administrator.

Feature key is pressed, followed by

• Consult your System Administrator for which features have been allocated to

which dial pad digits.

• Having two Call Appearance keys is very useful. When holding a call you can

answer/make another call and then switch between calls or transfer or conference. If you are set to receive call waiting indication, the waiting call is shown against the next call appearance key.

Although your System Administrator can replace the Call Appearance Keys

/ with:

• A Bridged Appearance

• A Line Appearance

• Call Coverage Appearance

• System Features

This would severely restrict the use of features such as conference and transfer.

It is for these reasons that it is strongly recommended that all

Call Appearance keys remain at their default settings.

• Throughout the following paragraphs, the phrase “pressing Feature and then

the relevant dial pad digit” is used for activating/de-activating the feature allocated

to a dial pad digit.

• For each applicable feature, the command path that your System Administrator

would use is given for reference only. These command paths do not apply to your telephone.

• Throughout, where system features are not applicable to or supported on 5402

telephones, the statement “This function is currently not supported on the 5402 telephone” is made.

CAUTION: Early models of the 5402 telephone will not, on IP Office R3.0 with Call

Appearance keys, respond with the full and correct displays in all cases. Consult your System Administrator for details.

Page 10 - Feature Key IP Office (R3.0) 5402 User’s Guide Overview of the Feature Key 40DHB0002UKFC – Issue 1 (5th February 2005)

Overview of the Feature Key Feature Key - Page 11

Dial

Automatically dials a pre-set number (internal or external). This function requires entry of the number to dial when programmed.

Pressing number. The number is then displayed next to the

[User | Digital Telephony | Dial]

Group

Answer or clear calls ringing a specific group. This function is currently not supported on the 5402 telephone.

User

Can only be used to dial a pre-set extension number. Cannot be used to pick-up calls to that extension. Similar to Dial above.

This function requires entry of the extension number to dial when programmed.

Pressing extension number. The number is then displayed next to the

[User | Digital Telephony | User]

Feature and the relevant dial pad digit automatically dials the associated

/ key.

Absnt - Set Absent Text

Set the users current absence message setting.

This function is currently not supported on the 5402 telephone.

Acct - Account Code Entry

Make a call using an account code or enter an account code during a call.

This function is currently not supported on the 5402 telephone.

AD - Abbreviated Dial

This function requires entry of a number to dial when programmed. When feature is activated and the call is made, this number appears against the call appearance key. The number does not have to be a complete number, the user can dial additional digits after pressing entered in the number to match IP Office shortcodes.

[User | Digital Telephony | Emulation | Abbreviated Dial]

Admin - Self-Administer

Access menus for programming functions against display keys.

This function is currently not supported on the 5402 telephone.

IP Office (R3.0) 5402 User’s Guide Feature Key - Page 11 40DHB0002UKFC – Issue 1 (5th February 2005) Overview of the Feature Key

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