Home

IP Office - Avaya Support

1. AVAYA IP Office 4620 4621 4625 5620 and 5621 Phone User Guide 15 601123 Issue 05a 16 July 2009 2009 AVAYA All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CRED
2. HOLD or Park return 4620 5620 Phone Page 51 IP Office 15 601123 Issue 05a 16 July 2009 8 5 Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on off with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 1O N e To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear a busy tone or are re directed to your voicemail e The only call that will ignore the Do Not Disturb rule will be one where you were the original caller then performed an unsupervised transfer to another extension If that extension does not answer the call will be re directed to you as the originator 8 6 Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail installed The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringbac
3. Extn 110 Admin i Admin Park 1 The two tables below list the user programmable features available from Admin and Admin1 For full details of how each function works see System Features 50 Admin The programmable functions available via an Admin key are Name Description Toggles Data Acct Account Code Entry No Optional AD Abbreviated Dial No Yes Admin Self Administer No No AutCB Automatic Callback Yes No CFrwd Call Forwarding All Yes Optional CPark Call Park Yes Optional CPkUp Call Pickup No No Dir Directory No No DPkUp Directed Call Pickup No Yes DROP DROP No No GrpPg Group Paging No Yes HdSet HEADSET Toggle Yes No HfAns Internal Auto Answer Yes No HGNS Set Hunt Group Night Service Yes Yes Park Call Park to Other Extension No Yes Prog Abbreviate Dial Program No Yes RngOf Ringer Off Yes No SAC Send All Calls Yes No Spres AD Suppress Yes No Timer Timer Yes No TmDay Time of Day Yes No 4620 5620 Phone Page 45 15 601123 Issue 05a 16 July 2009 In addition to the above there is a key labeled Exlp This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own See Shorthand Programming Mode 47 gt and Longhand Programming Mode 48 gt respectively Admin The programmable functions available via an Adminl key Name Park User Group Number Flash 4620 5620 Phone IP Office Description Park User Group Dial Hook Flash Toggles No No No
4. No No Data Yes Yes Yes Yes No Page 46 15 601123 Issue 05a 16 July 2009 Function Keys Function Key Programming 7 2 Shorthand Programming Mode 1 Press L_ gt Admin or gt Admin 1 See Function Key Programming 45 gt 2 The Admin or Admin1 menu is displayed similar to the following Admin Pages Extn 110 4 Expl Drop HF An _ 7 anes Sl Use this key to step back one page through the Admin options a Use this key to step forward one page through the Admin options With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl See Longhand Programming Mode 48 gt Admin1 Page Extn 110 Expl Dir ae i Drop HF Ans Tj ane lL Use this key to step back one page through the Admin options a Use this key to step forward one page through the Admin options 3 On the Admin pages press and E to move through the list of feature 4 When the function required is displayed press adjacent to its name If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad 6 The upper part of the display shows the functions currently assigned to each L and 2 7 To select the display key against which to program the new function press L gt or 2 Caution Do not select the slot used for the Adm
5. To access the speed dial directory press a SpDial A screen similar to the following is displayed Exm290 290 e The speed dials are sorted alphabetically e Press L_ gt or adjacent to a name to dial the speed dial number stored with that name e The symbol indicates that there are more pages To move between pages press and B To add a new speed dial press lt _ Add To edit an existing speed dial s current settings press Edit A screen similar to the following is displayed 7 Backspace opace gave Cancel _ a a ae Hyphen Note Speed dials can be used for any numbers that can be manually dialed from the extension If for external calls a dialling prefix is required that prefix must be part of the speed dial number 4620 5620 Phone IP Office Page 22 15 601123 Issue 05a 16 July 2009 S aaa 3 1 Dialling a Speed Dial Number To use the speed dial directory 1 To display the speed dial directory press lt gt SpDial If SpDial is not shown you may have to press PHONE EXIT to exit the current screen function 2 The symbol is shown if there is more than one page of speed dials To move between pages press and Ee 3 When the speed dial required is shown on the screen press L gt or _ adjacent to the speed dial name Continue as per a normal call 3 2 Adding a Speed Dial from the Call Log You can create a new speed dial from a call log e
6. 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 Note e If your phone is operating in single line mode call appearance keys are not available Caution e 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 4620 5620 Phone Page 9 IP Office 15 601123 Issue 05a 16 July 2009 1 2 Call Appearance Keys 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 e Incoming Call A A amp symbol next to a call appearance key indicates an incoming call To answer the call and put any other current call on hold press the adjacent L gt A e Connected J Ad 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 the adjacent L J An His displayed e OnHOLD A F symbol next to a call appearance key indicates a call on
7. or ringer icon to indicate for which item you are adjusting volume followed by a visual volume meter showing the volume level These buttons also control the volume of the key click sounds made when you press fixed buttons on the phone such as the dial pad or softkeys 8 amp MUTE and LED Indicator Turns off the active SPEAKER handset or headset microphone to prevent the other person from hearing you The associated LED lights steadily when the handset or headset is muted 9 HEADSET and LED Indicator With a headset connected changes audio control from the handset or speaker to the headset The associated LED lights steadily when the headset is active The headset jack socket is located on the base of the phone underneath the front edge 10 K SPEAKER and LED Indicator Accesses the SPEAKER feature The associated LED lights steadily when the SPEAKER is active The handset is muted while the speaker or headset is in use 11 PHONE EXIT Displays the phone application main screen or if applicable exits the current IP Office based feature such as Speed Dial or Call Log and normalizes the display 12 Z 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 4620 5620 Phone Page 8 IP Office 15 601123 Issue 05a 16 July 2009 The Telephon
8. 2 Message Waiting Lamp This lamp is used as follows On Continuous There are new messages in your voicemail mailbox or in 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 Visual Alerting 41 gt 3 i Page Right Left Shifts from one page to another in the same application when the display presents the paging indicator These buttons have no effect when the paging indicator is not displayed 4 Options Displays the Options main screen from which display and application settings can be updated 4620 5620 Phone Page 7 IP Office 15 601123 Issue 05a 16 July 2009 5 Call Handling Buttons HOLD Red button used to place a call on hold TRANSFER Transfers a call to another phone CCC CONFERENCE Sets up conference calls with more than one other person C DROP Drops the current call or if on a conference call drops the last person to join the conference Hie REDIAL Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu 6 Numeric dialling Pad Standard 12 button pad for dialling phone numbers 7 F Volume Controls Adjusts the handset speaker headset or ringer volume depending on which item is in use As you increase or decrease the volume the top display area provides either a speaker headset handset
9. 3 Longhand Programming Mode ccccceeesseseeeeees 48 2 Basic Call Handling 8 System Features 2 1 Answering GalllSeccseunciidortaccsneuteaeucinsawndeeundleisin eu edentnees 14 8 1 Ring Back x i ccsinsesccocesanepeietoraiietareodant ties vatasiiedeaeats 50 2 2 Making a Cll ces acnesanstnocash ines Boa tinnnnmocemedemusdaterseon 15 6 2 Galll WANING esissincaccstentinucaninainsea memati 50 2 3 Cleaning a Callier 15 8 3 Cal Forwarding ieena a 50 2 4 Headset Working ccccccccccsssssseeeeeceeeseeeeeeeeeeeeeeeeeeees 16 84 Divertmg Calls nceo a a ai 51 25 Speakerphone rensei a 17 85 DO Not Dist rDe i iiri oisnean ndanda 52 ZONU air a bacaueseieseasceaa I7 36 0 VOCEA Hrnce E 52 OT TAGIG ania auNetinnad 17 8 7 Default SHOMM COdES is nick Reetiniedaenincadohesoaonens 53 2B SPCC Dial icici natalia eect ea uel N 18 BO Pedal aeee een atest tenets ee 1g 9 Web Browsing DVO CASIO aaee sa hcecers esa a A ce 1g 9 1 Accessing External WAP Websites 5 DAT COnN Ga a Guat eat caste eae staeoaens 19 9 2 Web Navigation Contrls ccs 5 DAD Parking Calls ninis urnini aai BG 9 3 Enteng Datas csin a a nl smeacm une eee 58 OAS Piva Gallis 20 10 Management and Troubleshooting 3 Speed Dials 10 1 Testing the Phone s Lights and Display 0 60 3 1 Dialling a Speed Dial NUMbE ccccccccceseseeseseseeseeeeees os 10 2 Troubleshooting Chart ersinnen 61 3 2 Adding a Speed Dial from the Call Log ccccccccce
10. Icons 10 Call Appearance Width 41 Call Forwarding 50 Call Log 23 28 Accessing 27 Disabling 28 EXITing 28 Call Waiting 50 Calls Answering 14 Clearing 15 Diverting 51 Make 15 Making 28 Parking 20 Changing Your Greeting 32 Your Mailbox Password 34 Chart Troubleshooting 61 Clearing Call 15 Conference 19 Contrast Control 37 D Data Entering 58 Default Short Codes 53 Deleting all Entries 28 Individual Log Entry 28 Speed Dial 23 Dialling Speed Dial Number 23 Disabling Call Log 28 Display 10 60 Indivdual Log Entry 27 Display Call Timers 41 Display Language Selection 39 Diverting Calls 51 E Editing Speed Dial 23 Email Alerts 33 Entering Data 58 EXITing Call Log 28 4620 5620 Phone IP Office Index External WAP Websites Accessing 5 7 F Feature Button Labeling 38 Function Key Programming 45 H Headset Working 16 Hold 17 Indivdual Log Entry Displaying 27 Individual Log Entry Deleting 28 L Listen Voicemails 31 Log 28 Off 11 On 11 Log Entry into Turning 28 Longhand Programming Mode 48 M Making Call 15 Calls 28 Message Display Rate 41 Mute 17 N New Speed Dial Adding 24 Not Disturb 52 O Off Logging 11 On Logging 11 Overview 7 22 26 44 56 60 Visual Voice 30 P Parking Calls 20 Personal Ringing Options 36 Phone Reinstating 37 Phone Screen on Answer 40 Phone Screen on Calling 40 Private Call 20 R Redial 18 Reinstating Phone 37 S Send Voicemail 3
11. e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional On only e To Cancel All Forwarding dial 0O Note e Cancelling all forwarding will also cancel any Follow Me 51 gt you have set 4620 5620 Phone Page 50 IP Office 15 601123 Issue 05a 16 July 2009 System Features Call Forwarding 8 4 Diverting Calls You can divert your calls to another extension using Follow Me Unlike Forward Follow me can only be used to divert calls to another internal extension on the same IP Office Note e If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number To use Follow Me Here from another extension In this case N is your home extension e Dial 12 N from the extension you are temporarily using e Dial 13 N to re direct the calls back to your own extension before you return to it To use Follow Me To from your home extension In this case N is the extension to which you want your calls diverted e Dial 14 N from your own extension e Dial 14 to cancel either feature from your own extension Notes e Ifyou use the option Cancel All Forwarding see Call Forwarding 50 your Follow Me will also be cancelled e Follow Me does not apply to the following call types Voicemail Callback Automatic Call Back
12. option is set Caution e Call Log entries and certain Speed Dial settings will remain on the extension even once you are logged out To log off the phone where you had logged on dial 36 4620 5620 Phone Page 11 IP Office 15 601123 Issue 05a 16 July 2009 1 6 No User The NoUser configuration will be used for extensions where the home user is not currently logged on for example e The home user is logged on to another extension e Forced login is enabled An extension set as NoUser will display the name NoUser and the extension number line will be blank or not available If required and you have been allocated a login code you can logon using your extension number and login code see Logging On 11 gt Note e Although calls may be made from an extension marked NoUser normally calls cannot be received on that extension 4620 5620 Phone Page 12 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 2 Basic Call Handling 4620 5620 Phone Page 13 IP Office 15 601123 Issue 05a 16 July 2009 2 Basic Call Handling 2 1 Answering Calls 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 at your extension Do one of the following e If you are not active on another call answer the call using your handset headset or speakerphone see Speakerphone 17 gt or e Ifyou are active on a call already place the activ
13. you the Ring Back When Free feature you can perform the following 1 When you call an extension that does not answer or is busy press C gt RBak to set a callback on that extension When the extension you called becomes free your phone rings a burst of three rings 2 Lift the handset and the extension is called automatically When the extension you called is free your phone rings a burst of three rings 8 2 Call Waiting 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 To turn call waiting on dial 15 To turn it off dial 16 Note e Call Waiting is only used for a single line phone with no call appearance buttons programmed 8 3 Call Forwarding Your calls can be forwarded to another extension or an external number when e You are away from your desk on no answer e Your extension is busy on all Call Appearance keys e You are away from the office e g when you are on holiday The following options are available for call forwarding e To set the number to which your calls are forwarded dial O7 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 A D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04
14. 0 Phone Page 53 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 9 Web Browsing 4620 5620 Phone Page 55 IP Office 15 601123 Issue 05a 16 July 2009 9 Web Browsing The phone can act as a web browser for WAP Wireless Application Protocol web sites These web sites contain pages written in a language called WML Wireless Markup Language Your phone supports WML1 2 If your phone system has been setup with a default WAP website the phone displays d gt Web Press this key to display your system s default WAP website The links and services on this site will control the WAP website and services you can access Exti2a0 240 Welcome to AY Hotel Wenu Oterbon Special discount rates at Atlantic City casinos See Tourist rfo for more information Help Lobby Hore While browsing you can still make and receive calls However if you have Phone Screen on Answer option set to Yes and you answer an incoming call the default phone screen will replace the existing web page in the display area To enter web browsing mode e Press Z Web To exit web browsing mode 1 Press id PHONE EXIT 2 Ifyou press i PHONE EXIT while browsing the web the last web page viewed is displayed when you press Web again before a system reboot 4620 5620 Phone Page 56 IP Office 15 601123 Issue 05a 16 July 2009 Web Browsing 9 1 Accessing External WAP Websites Your default WAP web site may contain a page where you c
15. 3 Shorthand Programming Mode 47 Speakerphone 17 Speed Dial 18 28 Adding 23 Deleting 23 Editing 23 Speed Dial Number Dialling 23 Page 63 15 601123 Issue 05a 16 July 2009 System Features Introduction 50 T Telephone s Lights Testing 60 Testing Telephone s Lights 60 Transfer 18 Troubleshooting Chart 61 Turning Log Entry into 28 U User 12 V View IP Settings 36 Visual Alerting 41 Visual Voice Overview 30 Voicemail 52 Send 33 Voicemail TRANSFER 34 Voicemails Listen 31 W Web Navigation Controls 57 Y Your Greeting Changing 32 Your Mailbox Password Changing 34 4620 5620 Phone IP Office Page 64 15 601123 Issue 05a 16 July 2009 4620 5620 Phone Page 65 IP Office 15 601123 Issue 05a 16 July 2009 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks ar
16. IT Avaya grants End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unaut
17. NFERENCE Dial the number of the person you want to add to the call To add the person to the call press CCC CONFERENCE again If the called party does not answer or does not want to join the conference press DROP To return to the held call press L adjacent to the held call Repeat steps 1 through 5 for additional conference connections To see the details of the different participants in the conference press and E Prev Next Notes To leave a conference call hang up To display which conference participants to drop from the conference press DROP You can then select the participant to drop by pressing the and E Prev Next buttons to display the participant then press DROP again 4620 5620 Phone Page 19 IP Office 15 601123 Issue 05a 16 July 2009 2 12 Parking Calls You can park one or more calls allowing you to make and receive other calls You can also arrange for the parked call to be retrieved by another extension The system only allows calls to be parked for a short while before reconnecting them to the user who parked the call the default setting is 5 minutes Once the set time is reached the parked call will ring back if your extension is idle Note e To park a call using the short codes the call must first be put on Hold 17 gt To park a call to be picked up by any extension e Dial 37 N Where N is the slot id you have assigned Inform your colleagues of the parked call and the sl
18. P Office 15 601123 Issue 05a 16 July 2009 Chapter 5 Visual Voice 4620 5620 Phone Page 29 IP Office 15 601123 Issue 05a 16 July 2009 5 Visual Voice Visual Voice gives you access to your mailbox using softkeys and by using the associated feature keys a more user friendly option control Visual Voice is accessed by pressing Voice and then selecting from the displayed options e Listen You can have direct access to your voicemail e Message You can leave a message directly in a mailbox you specify e Greeting You can listen to change or delete your greeting message e Password You can change your voicemail password e Email You can view or change your email alert status e lt Group gt You can have direct access to voicemails for any group you are a member of if you are the Group Mailbox Administrator Note e The email option is only available if VoiceMail Pro is installed and Voicemail Email has been configured for you 4620 5620 Phone Page 30 IP Office 15 601123 Issue 05a 16 July 2009 Visual Voice 5 1 Listen to Voicemails To listen to your Voicemails or your Group Voicemails 1 Press lt gt Voice 2 Press L Listen for your messages or _ lt group name gt for your hunt group messages for example Sales 25 3 When prompted key in the password If your extension has been configured as a trusted source the password will not be required Note If you do not have the re
19. To change the REDIAL number selection 1 Press w OPTIONS and press L Application Options 2 Press L_ REDIAL to toggle between Last 6 Numbers and Last Number 3 Press lt gt Save To restore the previous setting without changing it press _ Cancel 2 10 Transfer This feature allows you to transfer a call from your phone to another extension or outside number 1 With a call in progress press E TRANSFER 2 When you hear dial tone dial the number to which the call is to be transferred Then do one of the following e To transfer the call without announcing it an unsupervised transfer press f TRANSFER again The transfer is complete e TO announce the call before transferring it a Supervised transfer wait for the called party to answer e If the called party is willing to accept the call press C C TRANSFER again to complete the transfer e If the called party does not wish to accept the call or there is no answer press C DROP To return to the held call press L adjacent to it 4620 5620 Phone Page 18 IP Office 15 601123 Issue 05a 16 July 2009 Basic Call Handling Transfer 2 11 Conference The Conference feature allows you to conference other parties including yourself into a call Notes The number of parties allowed in a conference is controlled by your phone system Two Call Appearance keys are required for the conference feature To add another party to a call L 2 3 Press CEC CO
20. To enter a symbol press gt next to it When you have completed your text entry press lt _ DONE 6 Toreturn to the text entry press adjacent to the text entry field again 4620 5620 Phone Page 58 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 10 Management and Troubleshooting 4620 5620 Phone Page 59 IP Office 15 601123 Issue 05a 16 July 2009 10 Management and Troubleshooting This chapter provides information for e Testing your phone to be Sure it is operating correctly e Basic Troubleshooting this chart provides the most common problems an end user might encounter and suggested resolutions e Application specific troubleshooting this chart describes problems and solutions specific to phone applications Speed Dial Call Log or Web Access e Resetting or power cycling your phone when Basic Troubleshooting does not resolve a problem 10 1 Testing the Phone s Lights and Display 1 With the phone idle on hook press and release E MUTE then press the following numbers on the dialpad 8 3 7 8 which reads out TEST The display should indicate the self test has started If the test is successful the message Self test Passed end displays if the test is not successful the message Self test Failed end displays instead 2 To return to the phone screen press If nothing appears on the display and the phone is receiving power your phone may need to be replaced Contact your sy
21. al 1 Locate the log entry and press L or Z adjacent to it 2 Press gt Add to SD 3 The screen for editing and adding speed dials appears prefilled with the information from the log entry Edit the details if required and then press _ Save or to return to the speed dials selection menu press Cancel 4 5 Deleting an Individual Log Entry You can delete an individual log entry from your call log To delete an individual log entry 1 Locate the log entry and press L or Z adjacent to it 2 To delete the log entry and return to the call log press _ Delete To return to the call log without deleting the log entry press lt _ gt Cancel 4 6 Deleting all Entries from a Log You can delete all log entries from your call log To delete all entries from a log 1 Press lt gt Missed InAns or Z Outgo to select the log 2 Press lt gt DeleteaAll 3 To delete the log entries press _ Delete To return to the call log without deleting the log entries press Cancel 4 7 Exiting the Call Log Press dm PHONE EXIT 4 8 Disabling the Call Log The phone s call logging can be switched off if required To disable call logging 1 Press OPTIONS and then press gt Application Options 2 Press Be 3 Press gt Call Log to toggle between Enabled and Disabled 4 Press T gt Save To abandon the changes press _ Cancel 4620 5620 Phone Page 28 I
22. all three Call Appearance keys remain at their default settings Hence there are 21 soft Function Keys that can be allocated to system features To move between pages press and I In the following example e The first three keys have been set as call appearance lines e Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions e Key 6 has been set to monitor system park slot 1 The indicates a call is currently parked in slot 1 e Key 7 has been set to the SAC Send All Calls function e Key 8 has been set to VMOn a function which toggles use of the voicemail mailbox to on off The 4 indicates that this function is currently on e Press or B to display the other two pages of programmed functions set for this phone Extn 110 Admin Admin Programming your own features If the phone has been setup with either or both the Admin and Admin1 features assigned to display keys you can select and program your own feature choices against other keys See Function Key Programming 45 gt 4620 5620 Phone Page 44 IP Office 15 601123 Issue 05a 16 July 2009 Function Keys 7 1 Function Key Programming If any one of the keys on the phone is programmed with an Admin or Admin 1 feature key it allows you to program further features against other function keys Both Admin and Admin1 are allocated to your function keys by your system administrator and displays on a menu screen similar to the following
23. an select or enter the URL of external WAP websites If this is the case you should be aware that some website may contain information that the phone is not able to display If the WAP web page uses WML features that the phone does not support those features will not be shown If the WAP web page uses features that the phone does not recognize as valid WML 1 2 the phone will display Not a valid WML page 9 2 Web Navigation Controls On your default WAP website press lt _ gt Web to access the phone display shows a number of navigation controls similar to the following xm290 290 Welcome to XYZ Hotel leru lt E eS i 7 ee Mavigation Attertion Special discount rates a icon at Atlantic City casinos See Buttons Tourist Info A for more information Fi A Help Lobby Horne Page Buttons e Navigation Icon Buttons These appear on the right hand side of the web display Note Disabled navigation icon buttons may appear grayed out 2 Up Page To move up the page by one screen six lines e Up Line To move up the page by one line press the adjacent au ef Home To return to the default WAP website s home page press the adjacent e Cl Refresh To reload the current page press the adjacent a if you had already selected another page to load this will cancel the loading of that page and reload the current page e Down Line To move down the page by one line pres
24. call to a specific entry See Making Calls from the Call Log 28 gt e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialling a Speed Dial Number 23 gt When the call is answered speak to the called party 4620 5620 Phone Page 16 IP Office 15 601123 Issue 05a 16 July 2009 Basic Call Handling Headset Working 2 5 Speakerphone The two way built in soeakerphone allows you to make and answer calls without lifting the handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment such as in very noisy locations To use the speakerphone with any feature 1 Press SPEAKER 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary To adjust the volume press s and W The eight volume levels are displayed To change from speakerphone to handset e Pick up the handset and continue talking To change from handset to speakerphone 1 Press K SPEAKER 2 Hang up the handset To end a speakerphone call Press SPEAKER again 2 6 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 To prevent the other person on the line from hearing you 1 Press amp MUTE The other par
25. catenadeniee NEIE DR 37 6 4 Reinstating the PNOne cccccssseeeeseseeeeeseeeeeeseaeeeess 37 6 5 Changing Key LabelSsn cnn 38 6 6 Displaying Language Selection ccccceceeeeceeeeeeees 39 6 7 Phone Screen ON ANSWEL cccccecseeeeeeeeeeeeeeceeeeeeees 40 4620 5620 Phone Page 3 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 1 The Telephone 4620 5620 Phone Page 5 IP Office 15 601123 Issue 05a 16 July 2009 The Telephone 1 The Telephone This guide covers the use of the 4620 4621 4625 5620 and 5621 phones on IP Office phone system These phones are physically similar The key difference is that the 5620 and 5621 are only supported on the IP Office where as the 4620 4621 and 4625 are supported on a range of Avaya phone systems The diagram below shows the main phone features a mu Bit a ae a Gr Ge 1 Display and Feature Buttons The Call Appearance Keys enable you to handle multiple calls with the display showing call information There are 2 pages in the display giving up to 24 system features that can be allocated to the function keys See Call Appearance Keys 9 and Overview 44 The information displayed varies according to the active feature The display of the 4621 and 5621 phones have a backlight while the display of the 4625 has a color backlight with built in standby mode When in standby lifting the handset or pressing PHONE EXIT will re activate the display
26. cel 6 4 Reinstating the Phone If your phone is not registered on the phone system the top line displays Extension To reinstate your phone following a log off The phone screen displays your extension number 1 Press the Hash key If the screen does not display your extension number use the dialpad to enter the number then press the Hash key 2 The display prompts for entry of your password Using the dialpad enter your PBX switch Password then press the Hash key If a password was set by the system administrator enter any number and press Hash The phone is now ready for use 4620 5620 Phone Page 37 IP Office 15 601123 Issue 05a 16 July 2009 6 5 Changing Key Labels This feature can be used can be used to edit and change the text label shown next to buttons To change the feature key labels 1 Press w OPTIONS and then press Be 2 Press _ gt Feature Button Labeling 3 Select from e Relabel feature buttons proceed from next step e View Default labels e Restore default labels restores any previously renamed feature labels to their default state 4 Select the function key whose label you wish to change The display will change to show the editing menu with New highlighted 5 Enter the new text using the phone keypad Each key is marked with the letters and number it provides You may have to press the key more than once depending on the character you require e For example the key 3 i
27. e 1 1 Call Appearance Keys There are four pages of call appearance and function keys You can search through these by pressing and Ee At default first page of the main call screen contains three keys set as call appearance keys With these keys the phone is a multi line phone indicated as a b and c The remaining 21 Function Keys can have system features allocated to them by your system administrator that are specific to your requirements see Function Keys 44 Your system administrator can allocate a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the call appearance key on a pre defined colleague s phone Hence you can pick up make and receive calls on behalf of your colleague e 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 e 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 e System Features System Features such as Abbreviated Dial that automatically dials a frequently used number can be set against key and or dial pad digits See Function Keys 44 gt Having more than two call appearance keys is very useful
28. e lt _J Space Insert a space Note e The controls on this screen are context sensitive and only appear when applicable For example Save only appears when a name and number have been entered 4620 5620 Phone Page 24 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 4 Using the Call Log 4620 5620 Phone Page 25 IP Office 15 601123 Issue 05a 16 July 2009 4 Using the Call Log The phone maintains a call log To access the call log press _ Log The call log keeps a log of missed calls outgoing calls made and incoming calls answered Each of these logs includes the 30 most recent calls in each category A log entry similar to the following is displayed Exin2a0 290 Exti208 208 10 22 INDex41b fQ F36 4416 10 19 darit FO 555 4400 10 08 Exmz0 200 10 07 KSrmith 70 555 44 44 09 56 Acme 0 555 4343 07 00 nang Outo Delete all 7 7 i e The name of the called or calling party if available e The number of the called or calling party e The time of the call e The date of the call if prior to the current day e The symbol indicates that the log contains more pages of entries To move between pages press and Be Press L or adjacent to a log entry to display full details of that log entry similar to the following Exin240 290 Name INDex416 Nurber 0 170 736 4916 Tibat 1034 12 03 Type lissed Delete Petum j j Each individual log entry includes
29. e The name of the called or calling party if available e The number of the called or calling party e The time of the call e The date of the call e The duration of the call for outgoing and answered calls Apart from using the call logs for information you can turn a call log entry into a speed dial for future calls You can also delete individual log entries or all entries in a particular log Note e Call log entries are lost whenever the phone system or the individual phone are reset 4620 5620 Phone Page 26 IP Office 15 601123 Issue 05a 16 July 2009 4 1 Accessing Call Logs You can access the call log to view incoming outgoing and missed calls To access call logs 1 Press lt gt Log A screen similar to the following is displayed Exin2a0 290 ale 10 22 fQ F36 4416 10 19 0599 4400 10 08 200 10 07 0 55 4444 09 56 AO 555 43945 07 00 Outo Delete al i The call log always opens in the Missed calls log Extn208 INDex41b Jarit Extn200 KSrnith Acme DEUE Using the Call Log Note If Log is not shown you may have to press T PHONE EXIT to exit the current screen function 2 To select the log required press d gt Missed The log of missed calls i e those that rang your extension but were not answered This includes calls that were diverted to voicemail or another number after ringing your extension IL InAns The log of incoming calls that were answered This includes both i
30. e call on hold see Hold 17 and then answer the incoming call or If the call appearance for the ringing call is not displayed on the current screen page press f 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 Notes e To redirect an incoming call press C Drop to redirect the call to Forward On No Answer if set or voicemail if available e If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect To answer a call at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 The default ring cadences are e Internal calls single ring cadence e External calls double ring cadence These can be changed by your system administrator 4620 5620 Phone Page 14 IP Office 15 601123 Issue 05a 16 July 2009 Basic Call Handling Answering Calls 2 2 Making a Call There are several options for making a phone call depending on what how you want to use the phone To make a call using the handset 1 Pick up the handset 2 Dial the phone number of the person you want
31. e the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2009 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase 4620 5620 Phone Page 66 IP Office 15 601123 Issue 05a 16 July 2009
32. eed dial to your directory To add a new speed dial 1 To display the speed dial directory press _ SpDial Note If SpDial is not shown you may have to press PHONE EXIT to exit the current screen function 2 Press lt gt Add A screen similar to the following is displayed Exin240 290 w Mame Ja O00000 la j i i 3 The cursor a symbol displays in the empty name field To move between Name and Number entry press the adjacent L gt 4 Begin entering text using the phone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require For example the 2 key is also marked as A B and C To enter a C press the key until C is displayed If the next character you want to enter is on the same key press d gt gt and then enter the next character 5 As you enter characters you can use a number of other controls e _ gt Save Save the speed dial changes e Ie Moves the cursor left one character e Z gt gt Moves the cursor right one character e lt gt Cancel Return back to the speed dial directory without making any changes e Clear Delete the whole name or number entry e gt Case Change the case of the current character between upper and lower case e Backspace Delete the character before the cursor Z Apostrophe Insert an apostrophe symbol e lt 1 Comma Insert a comma symbol
33. es not allow automatic login to your home extension e To use an extension other than your own hot desking e f you or somebody else has logged you out of your extension Notes e When hot desking any short codes you have setup on your home extension will be passed to the extension you have logged on to e Certain information such as speed dials and call log are telephone model dependent and will not be passed to the new extension e You will be able to hot desk to extensions on remote sites only if the Small Community Advanced Networking License is installed on that system To login to your home extension forced login enter 35 P where P is your login code To login at another extension hot desking enter 35 N P where N is your home extension number and P is your login code Notes e Your login code if configured will be supplied by your Administrator e You have 4 attempts at logging on If you fail to logon correctly the message Invalid will be shown on the main display and you will hear the busy tone If you fail all 4 attempts to log on you must wait 90 seconds before any login will be accepted whether correct or not 1 5 Logging Off If you have been allocated a login code you can log your phone off to prevent unauthorized use during an absence or for privacy purposes If you are logging off from another extension the system will log you back in at your home extension unless the force login
34. hold To take the call off hold and put any other current call on hold press the adjacent L gt we e Function Active i i The button to the left or right of the function key is active 1 3 The Display B Phone Locked Internal calls only D Call Forwarding On See Call Forwarding 50 G In Group You can enable disable group membership H Held Call Shows the number of held calls See HOLD 17 gt N Do Not Disturb On See Do Not Disturb 52 gt NoUser No User The extension is not currently logged on see No User 12 gt O 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 T Twinned The phone is being used as the twin of another phone DISC Disconnected To end the call press rf 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 19 ssss Suppressed Code When an account code is entered the number you enter is displayed as ssss for security purposes 4620 5620 Phone Page 10 IP Office 15 601123 Issue 05a 16 July 2009 The Telephone The Display 1 4 Logging On Your administrator has created your initial configuration so that you will be automatically logged on to your home extension However you may be required to log in for the following reasons e Forced login if your configuration do
35. horized reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation informat
36. in function Replacing this function will lock the phone for further programming until reset through the phone system 8 If the display slot is not already used the display shows BUTTON PROGRAMMED e To end programming press PHONE EXIT e To continue programming other functions press gt Cont 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press 4 or until Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla d_l BUTTON PROGRAMMED is displayed e To keep the existing function and forget the function just programmed press Keep T e To delete the existing function and forget the function just programmed press Delete _ 4620 5620 Phone Page 47 IP Office 15 601123 Issue 05a 16 July 2009 7 3 Longhand Programming Mode Press L_ gt Admin or Admin 1 See Function Key Programming 45 To switch to longhand programming mode press Expl E 1 2 3 Press Next lt _J until the required function required is shown then press Select Z 4 If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad The upper part of the display reverts to showing the functions currently assigned to C gt and 2 5 To move between the pages of display keys press and I 6 To select the display key against which to prog
37. ines into the phone to be sure it is properly connected e Check the power source to be sure your phone is receiving power e Perform the following test procedure with the phone idle on hook press and release MUTE then press the following numbers on the dialpad 8 3 7 8 which stands for TEST 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 with your system administrator s assistance 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 the problem persists contact your system administrator Phone does not ring To set your ringer volume to a higher level press ai and F From another phone place a call to your extension to test the above suggested solution All other IP problems Contact your system administrator SPEED DI AL APPLI CATI ON You cannot dial out using any Speed Dial entries Dial button 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 You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the ma
38. ion For the most current versions of documentation go to the Avaya Support web site http Wwww avaya com support or the IP Office Knowledge Base hittp marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site htto Wwww avaya com support 4620 5620 Phone Page 2 IP Office 15 601123 Issue 05a 16 July 2009 Contents 6 8 Phone Screen on CalllinG cccccccccceseeeeseessseeeeeeeeeees 40 Co ntents 6 9 Displaying Call Timers ccccccccecesssseeeeeeeeeeeeeeeeeeees 41 6 10 Message Display Rate cccccccccccsseeceeeeeeeeseeeeeees 41 1 The Telephone 6 11 Call Appearance WidtN ccccceeeececceeeeeeeeeeeeeeees 41 1 1 Call Appearance KeyS ee ere Di FO AS Vicual Allenin oScccuctchs i A am 41 1 2 Call Appearance Keys ICONS c ecccceeesseeeeeeeeeeeaeeees 10 1 3 The Display ccsccsssssssssesssssssesssssesesssteseessteesessneeeenseee 10 7 Function Keys T4 LOJgING O Miscia oa aden acacia ees 11 7 1 Function Key Programming ccccccccsssecessseeeeeeeeeeeees 45 EO CG INGO ene ee ace ene eee ees 11 7 2 Shorthand Programming MoOde cccceeeseeeeeeeees 47 TENGUS siccesspenestercadetncratsecatencrbiemesemicsaeenepabeateeans 12 7
39. it send the message e Others Add other recipients each entry separated by a Then press Done When you have submitted your message press PHONE EXIT to return to the main display 5 4 Email Alerts The Email option is displayed if e You have Voicemail pro installed and e Voicemail Email has been configured for you To view or change the current email alert status 1 Press lt gt Voice 2 Press Email You will be prompted for your current voicemail password The current voicemail email alert status is shown along with Change and Done soft keys 3 Select either I Done To exit leaving the current alert status active T Change To change the status Note The Z Change soft key will toggle through the alert status beginning with the current status 4 Chose one of the following status lt _JOFF No email alerts are sent lt _ICOPY An email alert is sent with a copy of the voicemail attached lt _JFWD An email alert is sent with a copy of the voicemail attached The original voicemail is deleted from your voicemail mailbox lt _JALERT An email alert is sent when there is a new voicemail 5 When you have made you selection press Done 4620 5620 Phone Page 33 IP Office 15 601123 Issue 05a 16 July 2009 5 5 Changing Your Mailbox Password Note e When changing your mailbox password it is advisable not to use sequential numbers 1234 6789 8765 etc o existing extensi
40. k on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes more facilities for further details on these facilities refer to the Voicemail User Guide Notes e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 4620 5620 Phone Page 52 IP Office 15 601123 Issue 05a 16 July 2009 System Features Voicemail 8 7 Default Short Codes The following are the normal default short codes available to you 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 4620 562
41. ne the ring pattern is still controlled by the IP Office according to the call type 2 Press the corresponding gt to the left or right of any numbered pattern The Current Pattern number changes to the selected pattern which rings once as a sample 3 Repeat Step 1 until the preferred pattern appears as the Current Pattern 4 To save the setting press _ Save Upon saving or canceling the first Options main screen is displayed 6 2 Viewing IP Settings Views of phone and system information are available from this screen You do not normally need to view this information however your system administrator may ask you to report certain values from any of the status screens in the event of problems The status screen data can be viewed but cannot be changed To view IP settings 1 Press OPTIONS and then press C View IP Settings 2 There are two pages of display Press and and select from e IP Address Settings IP Internet Protocol address information identifies certain components and connections The IP Address information includes the location address of your phone on the IP Office unit the location and port connection of the IP Office itself the call routing and mask addresses and the identification of the File Server with which your phone interacts Although technical in nature having this information available and knowing how to get to it can assist your system administrator in tracking questions abou
42. notification of an incoming call When set to Yes your phone rings and your voice message indicator light flashes to alert you to an incoming call To change Visual Alerting 1 Press OPTIONS and then press gt Application Options 2 Press and then press C Visual Alerting to toggle between Yes and No 3 Press lt gt Save To restore the previous setting without changing it press lt _ gt Cancel 4620 5620 Phone Page 41 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 7 Function Keys 4620 5620 Phone Page 43 IP Office 15 601123 Issue 05a 16 July 2009 7 Function Keys Both the Function Keys and the Soft Keys can be used to access a range of system features The display adjacent to the key shows the feature name Some of these features are default features for example SpDial Log and Option which are always available Others are system features that can only be programmed by the system administrator See Function Key Programming 45 In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to the System Features Introduction 50 gt 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 The main screen has 2 pages This means that the 12 L and _ Function Keys on each page could be used for up to 24 features However it is strongly recommended that
43. nternal and external calls lt _ gt Outgo The log of calls made This includes both internal and external calls 3 If the selected log contains more than one page of entries the is shown To move between pages press and al 4 2 Displaying an Individual Log Entry You can display an individual log entry to view the name number date and time of incoming outgoing and missed calls To display an individual log entry 1 Locate the log entry in which you are interested 2 Press gt or GJ adjacent to the entry The log entry details similar to the following is displayed Exii2a0 290 M hare INDex416 Nurber 0 170 736 4916 TimmeDate 10 34 12403 Type lissed 3 To return to the call log press Return 4620 5620 Phone IP Office Delete Peturri Page 27 15 601123 Issue 05a 16 July 2009 4 3 Making Calls from the Call Log You can make internal and external calls from the call log To make calls from the call log 1 Locate the log entry in which you are interested 2 To display the log entry details press L or Z adjacent to the entry 3 To make the call press lt gt Call If the number shown is external but does not include the external dialling prefix used by your phone system go off hook dial the prefix and then press lt _ Call 4 4 Turning a Log Entry into a Speed Dial You can add a log entry to your speed dial directory To turn a log entry into a speed di
44. ntry See Turning a Log Entry into a Speed Dial 28 This process will start the normal speed entry screen pre filled with the name and number from the call log entry 3 3 Editing a Speed Dial To edit a speed dial 1 To display the speed dial directory press _ SpDial If SpDial is not shown you may have to press PHONE EXIT to exit the current screen function The symbol is shown if there is more than one page of speed dials To move between pages press and B Go to the page containing the speed dial to edit Press lt _ gt Edit a e ee Press L_ gt or T next to the speed dial to edit The editing process is similar to adding a new speed dial see Adding a New Speed Dial 24 To remove the speed dial from the speed dial directory press d gt Delete to confirm or to exit without deleting press gt Cancel 3 4 Deleting a Speed Dial To delete a speed dial 1 To display the speed dial directory press _ SpDial If SpDial is not shown you may have to press PHONE EXIT to exit the current screen function 2 The symbol is shown if there is more than one page of speed dials To move between pages press and Ee 3 Press lt gt Delete 4 Press L_ gt or Z next to the speed dial to delete 5 To confirm press gt Delete To exit without deleting press _ Cancel 4620 5620 Phone Page 23 IP Office 15 601123 Issue 05a 16 July 2009 3 5 Adding a New Speed Dial You can add a new sp
45. on numbers To change your Mailbox password 1 Press lt gt Voice 2 Press lt _ Password 3 When prompted key in your new password minimum of 4 digits and press lt _ Done The display will exit to the main display if the change was accepted Otherwise you will be prompted to try again 5 6 Voicemail Transfer Unlike the standard transfer Voicemail Transfer allows you to transfer a call to another user s mailbox To transfer the call to another mailbox 1 Press lt _ Voice 2 Key in the user s extension number 3 Press Z gt Vmail Transfer The call will be transferred directly to the users mailbox the extension is not alerted 4620 5620 Phone r Page 34 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 6 Changing Options 4620 5620 Phone Page 35 IP Office 15 601123 Issue 05a 16 July 2009 6 Changing Options 6 1 Personal Ringing Options The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by the IP Office The phone s own menus allow its ringer sound to be personalized so you can recognize it from other ringing phones To hear a ring pattern and change the Personal Ringing options 1 Press w OPTIONS and then press C gt Personal Ringing This alters the tone and style of ringing used by the pho
46. ons 2 Press L Phone Screen on Answer to toggle between Yes and No 3 Press lt Save To abandon the changes press _ Cancel 6 8 Phone Screen on Calling This action controls the phone screen display when you make a call When the Phone Screen on Calling option is set to Yes the default setting the phone screen displays when you make a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button When the Phone Screen on Calling option is set to No when you answer a call it has no impact on the application screen displayed although the top display line provides an appropriate message To change Phone Screen on Calling 1 Press xs OPTIONS and then press gt Application Options 2 Press L Phone Screen on Calling to toggle between Yes and No 3 Press gt Save To abandon the changes press Z Cancel 4620 5620 Phone Page 40 IP Office 15 601123 Issue 05a 16 July 2009 Changing Options Phone Screen on Calling 6 9 Displaying Call Timers This action controls whether the duration of the current call is displayed or not If set to Yes the duration of the current call is displayed on the call appearance key If set to No the call duration will not be displayed To change the Display Call Timers status 1 Press w OPTIONS and then press L Application Options 2 Press L_ gt Display Call Timer
47. or similar The exact appearance will vary between different web pages To enter text into a text entry field 1 Press l adjacent to the text entry field 2 The four lt keys at the bottom of the screen change to e DONE When your text entry is complete press 2 gt e BKSP To delete the previous character press 2 gt e SPACE To add a Space press e alpha This indicates the current text entry mode in this example lower case letters To select a different text entry mode press Z gt 3 Begin entering text using the phone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require o For example the 2 key is also marked as A B and C To enter C press the key three times e If the next character you want to enter is on the same key press 1 and then enter the next character 4 The right most d gt indicates the current text entry mode To change the current mode press the right hand key The available modes are shown along the bottom of the screen They are e ALPHA Enter upper case letters using the phone keypad e alpha Enter lower case letters using the phone keypad e Num Enter numbers using the phone keypad e Symbol Enter a symbol from the displayed menu Possible symbols are HF FI 7 amp gt lt _ CT These are arranged in pages and you may have to press MORE lt _ gt to select the required page
48. ot id you have assigned To Un park a call from another extension e Dial 38 N Where N is the assigned slot id To Park a call to your local extension Dial 37 When you park a call to your local extension it is automatically given a slot id number based on your extension number followed by O0 If you park another call it is given your extension number followed by 1 and so on up to 9 For example if your extension is 201 the first parked call will be given the slot id 2010 To Un park a call on your local extension e Dial 38 If you have more than one call parked the call parked first will be the first call to be unparked Note e Feature keys can be setup to park and un park calls If required contact your administrator 2 13 Private Call The Private Call feature is used to prevent any intrusions during the call Private call can be activated either before or during a call and will set the phone status to cannot be intruded until you switch the Private Call feature off If you place a call to an extension with Private Call on you will hear the Number Unobtainable tone Note Private call is not a default feature If you require this option contact your administrator 4620 5620 Phone Page 20 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 3 Speed Dials 4620 5620 Phone Page 21 IP Office 15 601123 Issue 05a 16 July 2009 3 Speed Dials The phone can store up to 108 personal speed dials
49. quired password contact your administrator You will be presented with the following message categories for your messages New 5 e Old 7 e Saved 13 Note The total number of messages in each category is displayed in brackets 4 Use the feature key to select the category for example _ New The first message in the selected category will play and the following message handling feature key options are displayed e Next Plays next message lt lt rewinds current message by 5 sec e gt gt fast forwards current message by 5 sec e Pause pauses the current message resumes playing Delete Delete the current message e Save Change the current message s category to saved e Previous Plays previous message e Copy Copy the message to another mailbox or mailboxes If selecting more than one mailbox the entries must be separated with a To add a covering message to the copied voicemail 1 Press L gt Copy and add the recipients The feature keys change to the copy options 2 Press gt Pre Rec 3 Record your message 4 Press gt Stop 5 Press L Listen to check your message You can change the message by selecting Pre Rec again 6 Press gt Send Note e Depending on the number of feature keys available you may need to use the scrolling facility to see all of the options 4620 5620 Phone Page 31 IP Office 15 601123 Issue 05a 16 July 2009 5 2 Changing Your Greeting You can lis
50. ram the new function press L gt or 2 Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 7 Ifthe display slot is not already used the display shows BUTTON PROGRAMMED To end programming press Phone EXIT To continue programming other functions press Cont 8 Ifthe display slot already has a programmed function the display shows FEATURE ON BUTTON Press and Be until Repla Keep and Delet are shown along the right hand edge of the display To replace that existing function with the one just programmed press Repla I The display then shows BUTTON PROGRAMMED as above To keep the existing function and forget the function just programmed press Keep _ To delete the existing function and forget the function just programmed press Delete _ 4620 5620 Phone Page 48 IP Office 15 601123 Issue 05a 16 July 2009 Chapter 8 System Features 4620 5620 Phone Page 49 IP Office 15 601123 Issue 05a 16 July 2009 8 System Features As well as your phones specific features you can access a number of system features by dialling short codes These instructions are for the 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 phone network 8 1 Ring Back If your system administrator has allocated
51. s Note This does not alter your language setting on the phone system To change the language 1 Press w OPTIONS 2 Press W and then press gt Language A menu listing the available languages is displayed 3 To search for the language required press or B You are asked in the original language Are you sure with the same message in the new language below 4 Do one of the following e To return to the options menu without saving any changes press I gt Return e To save the settings and return to the options menu press lt _ gt Yes which is displayed in both the original and the selected language 4620 5620 Phone a Page IP Office 15 601123 Issue 05a 16 July 2009 6 7 Phone Screen on Answer This action controls the phone screen display when the phone is answered When the Phone Screen on Answer option is set to Yes the phone screen displays when you answer a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button except for the Web Access application which remembers the current web screen When the Phone Screen on Answer option is set to No the default setting when you answer a call it has no impact on the application screen displayed although the top display line provides an appropriate message To change Phone Screen on Answer 1 Press w OPTIONS and then press gt Application Opti
52. s to toggle between Yes and No 3 Press lt gt Save To abandon the changes press Z gt Cancel 6 10 Message Display Rate When the IP Office sends messages to your phone that are longer than the display area the first part of the message is presented for a specific time interval The second part of the message is then displayed for a specific time interval The Message Display Rate can be either Fast display interval is 2 seconds or Slow default display interval is 3 seconds To change Message Display Rate 1 Press w OPTIONS and then press Application Options 2 Press _ gt Display Call Timers to toggle between Fast and Slow 3 Press gt Save To abandon the changes press lt _ gt Cancel 6 11 Call Appearance Width When the Call Appearance Width is set to Full the default each line on which a call appears extends the full width of the display and accommodates messages in the call appearance display area When this option is set to Half the call appearance area is limited to half of the display area and call related messages appear on the top display line To change call appearance width 1 Press OPTIONS and then press gt Application Options 2 Press L_ gt Call Appearance Width to toggle between Full and Half 3 Press gt Save To restore the previous setting without changing it press lt _ gt Cancel 6 12 Visual Alerting When this option is set to No the default ringing is the only
53. s also marked as D E and F To enter D press 3 If the next character you want to enter is on the same key press to move the cursor right and then enter the character Alternatively key the next character e By default 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 L Case e To enter a space press gt Space e If you make a mistake press L Backspace to delete the character to the left of the cursor If you have make a mistake in the middle of the text use the key to backspace and then gt Backspace to delete the character to the left of the cursor e To delete the complete entry press Clear e You can also enter an Apostrophe Hyphen or Comma as required When the new name is set as required press _ Save To return to the Label screen without saving the changes press _ Cancel To return to the main Options menu press lt _ Return SS 2 a 2 To return to the call handling screen without saving the changes press PHONE EXIT 4620 5620 Phone Page 38 IP Office 15 601123 Issue 05a 16 July 2009 Changing Options Changing Key Labels 6 6 Displaying Language Selection Non English speaking users can change the user interface language displayed on their phone Language options are English Francais Italiano Japanese Katakana characters Espanol Deutsche Nederlands Portugu
54. s the adjacent a Down Page To move down the page by one screen six lines press the adjacent c e Link Buttons The L gt keys at the left hand edge of the screen are used to select links within the displayed web page Links are indicated by underlined text Only one link will appear on a line press the adjacent L to activate that link e Page Buttons The lt gt keys across the base of the web display may be used to provide labeled links to other pages If there are more than 3 such links lt lt More is displayed To display the additional options press _ More e Phone Icon If the icon appears next to a link in the web page it indicates that the link is a phone number Press the adjacent gt to select the link to dial the number 4620 5620 Phone Page 57 IP Office 15 601123 Issue 05a 16 July 2009 9 3 Entering Data Some web pages may require you to enter data into a text field and then submit that data For example if you browse to a search engine web site such as Google you may be asked to enter a search field e Option Radio Buttons To select an option from a list press the adjacent L gt The selected option appears as e Text Entry Fields These normally appear as Enter text here or pre filled with some data e Submit Buttons Text entry and option key selections are not completed until submitted Normally this will be done by a link Press _ or lt labeled Submit
55. sesee 53 NNGEX saiisine nine actue erence neers 63 3 3 Editing a Speed Dial cceeccecceccceeesseeeeeeeeeeeeeeeees 23 3 4 Deleting a Speed Dial ceceeecccceccceseseesesseeeeeeeeeeees 23 3 5 Adding a New Speed Dial ccccceceeeesseseeeeeeeeeeeees 24 4 Using the Call Log 4 1 Accessing Call LOQS ccccccccsscecceeceeeeesseeeeseeeeeeeeeeees 27 4 2 Displaying an Individual Log Enttry ccceceeeeeeeeees 27 4 3 Making Calls from the Call LOg ccceseeeeeeeeeeeeeeees 28 4 4 Turning a Log Entry into a Speed Dial cce 28 4 5 Deleting an Individual Log Entry ccceceeeeeeeeeees 28 4 6 Deleting all Entries from a LOQ ceceeeeeeeeeeeeeeeeeeees 28 Ad TE Xing ine Galil EOG iiur 28 4 8 Disabling the Call LOQ ccccccccccecceeseeseeessseeeeeeeeeees 28 5 Visual Voice 5 1 Listen to V OICGMANS eeianintwcelcteieai os ect dvsan iiudeioeieeeeeeiaes 31 5 2 Changing Your Greeting cccccccessssseeeeeeeeeeeeeeeeeseeas 32 5 3 Send a VoiceMale e rs 33 DA Elia AICIUS ca viaesnasaoutesanian a A amaciaet 33 5 5 Changing Your Mailbox PaSSWOMd cccccsseescceeeeeees 34 5 6 Voicemail Transter cccccccceccceeeceseeeeeeeeeeeeeeeeeeeeeeeees 34 6 Changing Options 6 1 Personal Ringing Options cccccccceeessseseeeeeeeeeeeees 36 6 2 VIEWING IP SOUINGS sressees sesdvateeven sesacateect aaa 36 6 9 COMEAST COMO acct tazcndtadasaasvectausa
56. stem administrator for assistance or additional troubleshooting information 4620 5620 Phone Page 60 IP Office 15 601123 Issue 05a 16 July 2009 Management and Troubleshooting Testing the Phone s Lights and Display 10 2 Troubleshooting Chart This section details the most common problems an end user might encounter and suggested resolutions Phone does not activate when connected for the first time Unless your system administrator has already initialized your phone you may experience a delay of several minutes before it becomes operational Upon plug in your phone 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 10 minutes to your system administrator Phone does not activate after a power interruption Allow a few minutes for re initialization after unplugging powering down the phone server problems or other power interruption causes 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 system administrator for resolution SPEAKERphone does not operate Ask your system administrator if your SPEAKERphone has been disabled Characters do not appear on the display screen e See Phone does not activate when connected for the first time above e Check all l
57. t or problems with phone functions or connections e Quality of Service QoS Information QoS refers to a number of mechanisms used to improve audio quality over the network e Phone Interface Your phone interfaces with several system hardware devices and software This screen provides information about three of the main interfaces e Miscellaneous Information The miscellaneous status screens provide additional information about your phone and its connections 3 To return to the first View IP Settings screen press T Return 4620 5620 Phone Page 36 IP Office 15 601123 Issue 05a 16 July 2009 Changing Options Viewing IP Settings 6 3 Contrast Control On first time startup the phone s display area contrast is set to mid level Should you need to adjust it to better suit your work environment and lighting fifteen contrast levels are available Note e You may not be able to distinguish between all 15 contrast level settings Some of the upper and or some of the lower contrast level settings may appear identical to adjacent settings This is normal To adjust the contrast level 1 Press w OPTIONS and then press _ gt Contrast Control 2 To adjust the contrast press or B until you reach the desired contrast level symbols provide visual confirmation of the current level 3 To save the contrast level you set press lt _ gt Save To restore the previous setting without changing the contrast press lt _ gt Can
58. ten to change and save your current greeting Note e Visual Voice only modifies your Personal Greeting for All Calls To change your mailbox greeting 1 Press lt gt Voice 2 Press Z Greeting The following options are then displayed on the soft keys e Record starts recording e Listen to hear your current greeting e Submit saves the new greeting e Delete deletes your current greeting To listen to your current Greeting 1 Press Z Listen To Record a new Greeting 1 Press Z Record The Stop soft key is then displayed 2 Record your Greeting and then press cd Stop 3 Press Z Listen to hear the message you have just recorded re record if you are not satisfied with the Greeting 4 Press L_ gt Submit to save the new Greeting 5 Press i PHONE EXIT to return to the main display 4620 5620 Phone Page 32 IP Office 15 601123 Issue 05a 16 July 2009 Visual Voice Changing Your Greeting 5 3 Send a Voicemail To send a message to another person or Group 1 Press lt gt Voice Press Z Message and dial the extension of the person or Group Press Z Message again The soft key Record is displayed Press L_ gt Record The Stop soft key is displayed ul A W N Record your message and when finished press L Stop After recording your message the following soft key options are displayed e Record Re record your message e Listen Listen to the message you just recorded e Submit Subm
59. to contact including any outside line digits and or area codes To make a call using speakerphone 1 Press M SPEAKER 2 Dial the phone number of the person you want to contact including any outside line digits and or area codes See SPEAKERphone 17 gt for more information on using the speakerphone To make a call using speed dial e See Speed Dials 18 2 3 Clearing a Call To clear an established call Either e Replace the handset Press DROP 4620 5620 Phone Page 15 IP Office 15 601123 Issue 05a 16 July 2009 2 4 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 b HEADSET The lamp beside the button is illuminated when headset working is activated To answer an incoming call e Press HEADSET If you are already on a call e Place the first call on hold e Press L next to the flashing bell icon 4 To clear a headset call Press DROP To manually make a call e Press amp HEADSET e 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 e Press amp HEADSET Do any of the following e Press ne REDIAL and then press L to have the phone dial the last number that you dialed See Redial 18 gt e Access the Call Log and initiate a
60. ty cannot hear you The indicator next to the MUTE button lights when MUTE is active 2 Toreinstate two way conversation press E MUTE again 2 Hold The HOLD feature puts a call on hold until you retrieve it To place a call on hold e Press HOLD The line display area changes to white text with a dark gray background and is displayed To retrieve a held call Press the corresponding L on which the call is being held The call is now active 4620 5620 Phone Page 17 IP Office 15 601123 Issue 05a 16 July 2009 2 8 Speed Dial The Speed Dial 22 gt feature allows the phone to dial numbers stored in your personal directory maximum of 104 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 If the entry you want does not display 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 2 9 Redial The Redial feature automatically redials a previously dialed extension or outside number up to 24 digits The phone can store up to six of the last numbers dialed To redial a previously dialed number e Press tie REDI AL To search through the entries press and E When you have located the required number press the associated key
61. ximum allowed You must delete at least one entry before adding a new entry 4620 5620 Phone Page 61 IP Office 15 601123 Issue 05a 16 July 2009 CALL LOG APPLICATION e You cannot dial out after selecting a call log entry 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 e You cannot add an entry to the Speed Dial list You have 108 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry e Dialling from this application does not go through Your system administrator must administer settings for the Enhanced dialling feature beyond the defaults WEB APPLICATION e Pressing Web does not display a website Check with your LAN administrator to see if the web server is down if there are network connectivity problems or other network problems e Dialling from this application does not go through Your administrator must administer settings for the Enhanced dialling feature beyond the defaults OPTIONS e No Options other than View IP Settings display Your administrator has turned off all user settable options 4620 5620 Phone Page 62 IP Office 15 601123 Issue 05a 16 July 2009 Index A Accessing CallLogs 27 External WAP Websites 57 Adding New Speed Dial 24 Speed Dial 23 All Entries Deleting 28 Answering Calls 14 C Call Appearance Keys 9 Call Appearance Keys

IP Office - Avaya Support

Contents

Download Pdf Manuals

Related Search

Related Contents