Avaya IP OFFICE 5410 User Manual

How to Use Your

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IP Office 5410/5420 Telephone

Call Handling

Speed Dials

Call Logs

Personalizing

System Features

Soft Key

Issue 1 February 2005
SAP Code 700370166

Call Handling

Function & Soft Key Features

How to
Answer a
Call

How to
Make a
Call

Your 5420/5410 Telephone has a two-way built-in
Speakerphone which allows you to make and answer calls
without lifting your handset. Alternatively, you can use a

headset. To activate the headset and switch off the handset,
press Headset. The lamp beside the button is illuminated
when headset working.

! Lift the handset.

Or

! Press Speaker

Use q or p to change the volume.

Or

! Press the Call Appearance button with the blinking bell

icon. Use q or p to change the volume.
If the Call Appearance button with the blinking bell icon is
not displayed, press Exit.

Or

! If you are using a headset, pres

the Call Appearance button with the blinking bell icon

s Headset and then

.

Manually

1. Simply dial the number. For outside calls, remember to
dial the outside line access code (usually 9).

2. Use q or p to change the volume.

3. When the call is answered, either speak or pick up the
handset and speak.

4. If the call is not answered, clear the call by pressing either
Drop or Speaker.

How to
allocate
Amin or
Admin1
Features
to function
keys

1. Press Admin or Admin1.

Use the t or u buttons to cycle through the pages.

2.

3. When the required function is shown, press the key next to
it’s name.

4. If the function requires some data to be entered, [ is shown
at the bottom of the display. Enter the data using the
telephone keypad.

5. The upper part of the display shows the functions currently
assigned to each key.

6. Press the function key against which you wish to program
the new function.

CAUTION: Do not select a function key used for Admin or

Admin1. Replacing these will lock the phone

for further programming until reset through the
telephone system by your System
Administrator.

7. If the function key is not already used, the display shows

BUTTON PROGRAMMED!
! Press Exit to end programming

Or

! Press Cont to continue programming other functions.

8. If the function key already been allocated a programmed
function, the display shows FEATURE ON BUTTON.
! Press Repla to replace existing function with the new

one. The display shows BUTTON PROGRAMMED!

! Press Keep to keep the existing function and forget the

new one.

! Press Delete to delete the existing function and new one.

Automatically:

! Press Redial and select from the displayed numbers.

Or

! Press Log and select from Missed, InsAns or Outgoing.

Use t or u to cycle through the pages.

Press the key next to the required entry and then Call.

!

! If the number shown is external but doesn't include the

outside line access code (usually 9)

the prefix and then press Call.

Or

! Press SpDial to access your personal Speed Dial List

Either use to display different pages of
speed dials or key the first letter of the required name to
jump to the page with a matching entry.

! When

2

next to the entry.

the t or u buttons

you locate the entry you want to call, press the key

prefix , go off-hook, dial

For a complete listing of all IP Office system features and
facilities available to you and how to use them, refer to
the IP Office 5420 + EU24 User’s Guide or the IP Office
5410 User’s Guide respectively. These are available from
your reseller and from: support.avaya.com

15

Function & Soft Key Features

Call Handling

The
features
available
from the
Admin
and
Admin1
function
keys

The programmable features available via the Admin and Admin1 keys are:

Admin Admin1
Name Description Name Description

Acct Account Code Entry Park Park
AD Abbreviated Dial <User> User
Admin Self-Administer <Group> Group
AutCB Automatic Callback Flash Hook Flash
CFrwd Call Forwarding All <Number> Dial preset number
CPark Call Park
CPkUp Call Pickup
Dir Directory
DPkUp Directed Call Pickup
Drop Drop
GrpPg Group Paging
HdSet Headset Toggle
HfAns Internal Auto-Answer
HGNS+ Set Hunt Group Night Service
Park Call Park to Other Extension
Prog Abbreviate Dial Program
RngOf Ringer Off
SAC Send All Calls
Spres AD Suppress
Timer Timer
TmDay Time of Day

Both Function and Soft Keys can be used to access a range of

IP Office System features. Some of these features are default
features (e.g. SpDial, Log, Option and Label). Others are
functions that can only be programmed by your System
Administrator. Consult your System Administrator for a
complete list and which functions have been allocated to you.

Two of these functions appear as

Admin and Admin1. These two
functions allow you program other
functions (the most commonly
used) against other Feature Keys.
They typically appear on the
display panel as shown opposite

How to
clear
a call

How to
use the
Speaker­phone

How to
Mute
a call

How to
listen to
your voice
Messages

How to
Hold
a call

1. Replace the handset.

Or

2. Press either Drop or Speaker

To change from the Speakerphone to the handset

1. Pick up the handset and talk.

To change from the handset to the Speakerphone

1. Press .

2. Replace the handset.

To end a speakerphone call

1. Press again.

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

1. Press Mute. The indicator next to the Mute button

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

1. Your red Message lamp turns on when a caller has left a

2. Press the Message button or dial *17 to retrieve your

3. You will be greeting with a voice message. Simply follow the

The Hold feature puts an existing call on hold until you can
return to it.

To put a call on hold:

1. Press the Hold button.

To return to a held call:

1. Press the Call Appearance button of the held call.

the Speaker button

the Speaker button

lights when Mute is active.

voice message for you.

voice messages

audible prompts to access your voice messages and/or
change your voice mail settings.

14

3

Call Handling

System Features

How to
Transfer
a call

How to
create a
Conference
call

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

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, press

Transfer again and press .

Speaker to hang up

! To announce the call before transferring it, wait for the

called party to answer. If the called party accepts the call,

Speaker

press to complete the transfer.
If the called party does not wish to accept the call, press

Drop it’s call
appearance button

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

Drop You can return to the held call by pres ing it’s call

. To return to the original caller, press

.

.s

appearance button.

The Conference feature allows you to conference other parties
into a call.

To create a conference call:

1. With a call in progress, press Conference to place the
call on hold.

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

3. Wait for an answer and press Conference again to add
the other party to the conference.

! If the called party does not answer or does not want to

join the conference, press o e

the held call by pressing it’s Call Appea ance button.

Drop. Y u can r turn to

r

4. Repeat steps 1 through 3 to add other people to the

conference.

Default
Feature
Codes

The following are the normal default feature codes available to
all users. Your System Administrator may add additional codes
for other features and for speed dials.
The N, where shown, should be replaced by the appropriate
number. For example, with *07*N#, replace N with the
extension to which you want your calls forwarded when you
have forwarding switched on.

*00 Cancel All Forwarding *32*N# Call Pick Up Extension
*01 Forward Unconditionally On *33*N# Call Queue
*02 Forward Unconditionally Off *34 Hold Music
*03 Forward on Busy On *35*N# Extn Login
*04 Forward on Busy Off *36*N# Extn Logout
*05 Forward on No Answer On *37*N# Park Call
*06 Forward on No Answer Off *38*N# Ride Call
*07*N# Forward to number *39 Relay On
*08 Do Not Disturb On *40 Relay Off
*09 Do Not Disturb Off *41 Relay Pulse
*10*N# Do Not Disturb Exception Add *42 Relay On
*11*N# Do Not Disturb Exception Delete *43 Relay Off
*12*N# Follow Me Here *44 Relay Pulse
*13*N# Follow Me Here Cancel *45*N# Call Steal
*14*N# Follow Me To *46 Call Steal
*15 Call Waiting On *47 Conference Add
*16 Call Waiting Off *48 Voicemail Ringback On
*17 Voicemail Collect *49 Voicemail Ringback Off
*18 Voicemail On *50 Forward Hunt Group Calls On
*19 Voicemail Off *50 Forward Hunt Group Calls Off
*20*N# Set Hunt Group Night Service *52 Clear Call
*21*N# Clear Hunt Group Night Service *53*N# Call Pickup Members
*29 Toggle Calls *57*N# Forward on busy number
*30 Call Pick Up Any *70*N# Dial Physical Extn by Number
*31 Call Pick Up Group *71*N# Dial Physical Extn by ID

To add a new incoming call to an active conference:

With a conference in progress, a new call arrives.

1. Put the conference on Hold by pressing the conference's

Call Appearance button.

2. Answer the new call by pressing its Call Appearance button.

3. Either, add to the conference by pressing Conference

Or

Drop and return to the confere ce by pressing

Press n

the conference's Call Appearance b tton

u .

To leave a conference call:

1. Press

4

Drop or replace the handset.

13

System Features

Using Your Personal Speed Dials

Diverting
Calls

Do Not
Disturb

Access
your
Voicemail

You can divert your calls to another extension.
Note: If you do not answer calls at the temporary extension,

they are forwarded to your own voicemail or call
forwarding number.

At another extension:

1. Dial *12*N# from the extension you are temporarily using
(where N is your extension number). All calls to your
extension will be diverted to the extension you are using.

2. Dial *13*N# to re-direct the calls back to your own
extension, before you return to it.

At your own extension:

1. Dial *14*N# from your own extension (where N is the
extension to which you want your calls diverted).

2. Dial *14*# to cancel either feature from your own extension.

You may choose to receive no calls at all or only from particular
callers that you add to an exceptions list:

!

To switch Do Not Disturb on dial *08.
To switch it off dial *09.

!

Dial *10*N# to add a number to the exception list

is the number of the extension that you do not wish to
exclude)

!

Dial *11*N# to delete a number from the exception list.

Note: Your callers, other than your exceptions, either hear

Where your system has voicemail installed:

!

To switch voicemail on dial *18, to switch it off dial *19.

!

To retrieve your voicemail, dial *17.

Your voicemail may be set up to deliver your messages by
calling you whenever you hang up.

!

To turn Voicemail Ringback on dial *48; to turn it off dial *49.

.

busy tone or are re-directed to your voicemail.

(where N

Dialing a
Speed
Dial

Deleting a
Speed Dial
entry

Editing a
Speed Dial
entry

You can use the speed dial directory to make a call with the
handset on hook or off hook.

1. Press SpDial.

2. Either use to display different pages of
speed dials or key the first letter of the required name to
jump to the page with a matching entry.

3. When the required entry is displayed, press the adjacent
key.

4. The number is dialed automatically.

1. Press SpDial and the press Delete.

3. Either use to display different pages of
speed dials or key the first letter of the required name to
jump to the page with a matching entry.

4. When the required entry is displayed, press the adjacent
key.
A request for confirmation will appear.

5. Press Yes to delete the entry or Cancel to exit without

deleting.

6. Select another entry to delete or press Done to return to the
speed dial list.

1. Press SpDial and then press Edit.

3. Either use to display different pages of
speed dials or key the first letter of the required name to
jump to the page with a matching entry.

4. When the required entry is displayed, press the adjacent
key.

5. Edit the speed dial entry using the same methods as
described in

6. After saving or cancelling any changes you will be returned
to the speed dial selection list. Select another speed dial to
edit or press Done to return to the speed dial list.

the t or u buttons

the t or u buttons

the t or u buttons

Adding a New Speed Dial on page 6.

12

Notes:

1. Once messages have been delivered, they are held on the
system for 24 hours.

2. You can collect your voicemail from another extension by
using your PIN. If you are out of the office you can collect
your messages by dialing your extension number and then
the PIN. Dial 1 to retrieve your mail.

Saving a
Call Log
Entry to
your
Speed Dial
List

Press Log and select from Missed, InsAns or Outgoing.

1.

Use the t or u buttons to cycle through the pages.

2. When you locate the entry you want to call, press the key
next to the entry.

3. Press Save. The speed dial editing screen appears, pre­filled with the details from the call log entry.

4. Edit the speed dial entry using the same methods as
described in 6

Adding a New Speed Dial on page .

5

Using Your Personal Speed Dials

System Features

Adding a
new
number
to your
Speed
Dial List

6

You can store personal Speed Dial numbers on your
Telephone (up to 104 on 5420 and 48 on 5410).

1. Press SpDial and then press Add. If the Speed Dial list is
full, you must first delete an entry before adding any new
entry.

2. Select Name and use the telephone keypad to enter text.
Each key is marked with the letters and a number.

! For example, the key 2 is also marked as A, B and C.

To enter a C, press 2 until a C is displayed.

! If the next character you want to enter is on the same

key, press to move the cursor right and then enter the
character.

! The first letter is entered in upper-case and the phone

then switches to lower-case entry mode. To change the
case of the current character press Case.

! To enter a space press Space.
! To insert characters, use the and keys to move the

cursor to the right of the position that you wish to insert
the character and then enter the required character.

! If you make a mistake, use Backspace to delete the

character to the left of the cursor.

! Pressing the * key once enters a period or twice a *. To

enter more than one * or period, press to move the
cursor right and then enter the character.

! Pressing the # key once enters a - (dash) or twice a #.

To enter more than one # or dash, press to move the
cursor right and then enter the character.

3. When the name is entered as required, select Number.

4. Enter the number required using the keypad. For external
numbers remember to enter any outside line access prefix
digit required (usually 9).

! To enter a hyphen, press Hyphen. This is not dialed but

only makes numbers more readable.

! To enter a 1.5 second pause, press Pause. This

appears as comma character in the telephone number.

! To edit the number, use the use keys to

move the cursor left or right or use Backspace to delete
the number to the left of the cursor.

5. With the Name and Number entered, either:

! Save the Speed Dial and return to the speed dial list,

press Save.

! To return to the Speed Dial list without saving the

changes press Cancel.

! To return to the call handling screen without saving the

changes press Exit .

u

tu

u

u

the t or u

Call
Pick-Up

Call
Waiting

Call
Forwarding

In addition to your Telephones specific features, you can
access a number of system features by dialing short codes; a
full list of which is shown on page 13. The following instructions
are for the IP Office system's default configuration. They
assume that you are using the default feature codes. It also
assumes that you have full access to all features and the public
telephone network.

From your own phone you can answer a call to another
extension by:

! Dial *30 to answer a call ringing anywhere.
! Dial *31 to answer a call within your group.
! Dial *32*N# to answer the call for a particular extension,

where N is the extension number.

Call Waiting tells you if another call arrives while you are
already making a call by providing call waiting tone. If you hear
the call waiting tone, either end your current call or put the
caller on hold. The waiting call should then ring.

! Dial *15 to turn call waiting on.
! Dial *16 to turn call waiting off.

Your calls can be forwarded to another extension or an external
number either when you are away from your desk (on no
answer), when your extension is busy, or all calls.
! To set the number to which your calls are to be forwarded to

dial *07*N#, where N is the extension number or group.

! To switch forward all calls to another extension on dial *01

and to switch it off dial *02.

! To switch forward on busy to another extension or group on

dial *03 and to switch it off dial *04.

! To switch forward on no answer to another extension or

group on dial *05 and to switch it off dial *06.

11

Personalizing Your Telephone

Using the Call Log

Changing
the
Function
Key labels

10

If your System Administrator has allocated IP Office system
features to your Function Keys (see

Features

follows:

1. Press Label and then press Edit

2. Select the function key whose label you wish to change.

3. Begin entering the New Label text using the telephone

4. When the new name is set as required, press Save.

5. To return to the Label screen without saving the changes

6. To return to the call handling screen without saving the

on page 14) you can then personalize their names as

E.g. If Operator has been allocated to you by the System
Administrator and signifies that you have access to the
operator group. You wish to re-label this as Op Group say.

keypad. Each key is marked with the letters and a number.
! For example, the key 2 is also marked as A, B and C. To

enter a C, press 2 until a C is displayed.

! If the next character you want to enter is on the same

key, press to move the cursor right and then enter the
character.

! The first letter is entered in upper-case and the phone

then switches to lower-case entry mode. To change the
case of the current character press Case.

! To enter a space press Space.
! To insert characters, use the and keys to move the

cursor to the right of the position that you wish to insert
the character and then enter the required character.

! If you make a mistake, use Backspace to delete the

character to the left of the cursor

! To delete the complete entry use the Clear key.
! Pressing the * key once enters a . (period) or twice a *.

To enter more than one * or period, press to move the
cursor right and then enter the character.

! Pressing the # key once enters a - (dash) or twice a *.

To enter more than one # or dash, press to move the
cursor right and then enter the character.

press Cancel.

changes press Exit .

u

Function & Soft key

tu

u

Viewing
the Call
Log

Making
Calls from
the Call
Log

Saving a
Log entry
to your
Speed Dial
List

Erasing
5420 Log
entries

Setting-up
which call
types are
Logged

1. Press Log and select from Missed, InAns or Outgo.

2. Use to display different Log pages.

3. To exit the call log press Exit.

4. To view the details of a particular log entry, press the key

1. Press Log and select from Missed, InAns or Outgo.

2. Use to display different Log pages.

3. Press the key next to the entry you wish to call and press

4. If the number shown is external but does not include the

1. Press Log and select from Missed, InAns or Outgo.

2. Use to display different Log pages.

3. Press the key next to the entry you wish to save.

4. Press Save. The speed dial editing screen appears, pre-

1. Press Log and select from Missed, InAns or Outgo.

2. Select More, Delete and Erase to erase all entries.

3. Use to display different Log pages.

4. When you locate the entry you want to delete, press Delete

5. To exit the call log and return to the call handling screen

1. Press Option and Log Setup. A menu showing Answered,

2. You can toggle a particular setting between Yes or No.

3. To save the settings press Save.

4. To return to the Options menu without saving any changes,

5. To return to the call handling screen without saving any

the t or u buttons

next to the entry.

the t or u buttons

Call to make the call.

external dialing prefix (usually 9), go off-hook, dial the prefix
and then press Call.

the t or u buttons

filled with the details from the call log entry. See

New Speed Dial

the t or u buttons

and Done to return to the main screen.

press Exit.

Un-Answered and Outgoing, is displayed.

Note: If you press Save after changing the settings, any

existing call log entries that do not match the call
types selected are deleted from the call log.

press Cancel.

changes, press Exit.

on page 6.

Adding a

7

Personalizing Your Telephone

Personalizing Your Telephone

Changing
the Ring
Pattern

Adjusting
the
Display
Contrast

Using
Self
Test

Changing
the 5420
Display
Mode

The Ring Pattern option allows you to choose a personalized
ringing pattern for your telephone.

Note: If you receive a call while selecting a ring pattern, you

are automatically returned to the call handling screen.

1. Press Option, Ring Options and then Ring Pattern.

2. To select a ringing pattern use either or
press a dial pad key between 1 and 8. You will hear the
selected ringing pattern.

3. To hear the ringing pattern again press Play.

4. When you have selected a ringing pattern, press Save
twice followed by Done.

5. If you want to return to the options menu without changing
the ring pattern, press Cancel.

You can adjust the contrast level on the telephone display. You
can choose from among fifteen levels of contrast.

1. Press Option and Contrast.

2. Use the to adjust the level of contrast.

3. When the contrast is set as required, either:

! Return to the options menu by pressing Done.
! Return to the call handling screen by pressing Exit.

Self test can be used to display information about the phone
and to check operation of the lamps and display. The
information may be required for telephone maintenance.

1. Press Option and then Self Test.

2. Press and hold the Test key. The screen lines should all go

black and all the phone lamps should come on.

3. When the when self test is completed, either:

! Return to the options menu by pressing Done.
! Return to the call handling screen by pressing Exit.

You can select to have your 5420 in either Normal mode or
Call Centre mode:

1. Press Option followed by Display Mode.

2. To change the current setting, press Yes/No.

3. Press Save or to return to the options screen without
saving, press Exit.

t or u buttons

the t or u buttons

Erase
Settings

To change
the
display
Language

To switch
Automatic
Gain
Control
on or off

The Erase option allows you to reset all personalized settings
(except contrast level) and Speed Dial numbers.

1. Press Option. On a 5420, press Erase and select from
Speed Dials, Call Log, User Labels, Options, Language
or All. On a 5410, use to display the
Erase menu (you can only erase all settings a 5410).

2. Press Erase. You are asked to confirm the action.

3. To continue with erasing, press Erase.

! If you want to erase all settings, press Erase again.
! To return to the options menu without erasing, press

Cancel.

! To return to the call handling screen without erasing,

press Exit .

You can select the language that you would prefer your
telephone to display from the following:
English, German (Deutsch), French (Français), Spanish
(Español), Italian (Italiano), Dutch (Nederlands), Portuguese
(Português) or Japanese (Katakana characters).

1. Press Option and then Language.

3. Press the key next to the language required.

4. Press Save and return to the options menu or press Cancel

to return to the options menu without saving any changes.

6. To return to the call handling screen without saving any

changes, press Exit.

Automatic Gain Control (AGC) raises the volume when a caller
is speaking quietly and lowers the volume when the caller is
loud (for both the handset and the headset).

1. Press Option

2. To toggle a particular setting between Yes or No, press key

next to Handset, Headset or Speaker.

3. Press Save and return to the options menu or press Cancel

to return to the options menu without saving any changes.

4. To return to the call handling screen without saving any

changes, press Exit.

and then u.

the t or u buttons

8

9