AudioCodes HD VoIP 400HD Series of High Definition IP Phones 420HD IP Phone User’s Manual 420HD IP Phone with Microsoft® Lync™ Version 2.0.
User's Manual Contents Table of Contents 1 2 Introducing AudioCodes' 420HD IP Phone ............................................................... 9 1.1 About AudioCodes' Series of High Definition IP Phones ...................................................9 1.2 Cutting Edge Voice Quality & HD VoIP .............................................................................9 Setting up the Phone................................................................................................. 11 2.
20HD IP Phone with Microsoft Lync 4.11.5 Searching for a Contact ..................................................................................................... 40 4.12 Defining a Speed Dial Key ...............................................................................................40 4.12.1 Assigning a Phone Number to a Key ................................................................................. 40 4.12.2 Editing a Speed Dial Assignment ..............................................
User's Manual Contents List of Figures Figure 2-1: Front View ...................................................................................................................................... 12 Figure 2-2: Rear View ....................................................................................................................................... 13 Figure 2-3: Cabling ..............................................................................................................................
420HD IP Phone with Microsoft Lync List of Tables Table 2-1: Font View Description ..................................................................................................................... 12 Table 2-2: Rear View Description ..................................................................................................................... 13 Table 3-1: LCD in Idle State .........................................................................................................................
User's Manual Notices Notice This document shows how to use the AudioCodes 420HD IP Phone with Microsoft Lync. Information contained in this document is believed to be accurate and reliable at the time of printing. However, due to ongoing product improvements and revisions, AudioCodes cannot guarantee accuracy of printed material after the Date Published nor can it accept responsibility for errors or omissions.
420HD IP Phone with Microsoft Lync Related Documentation Document Name 400HD IP Phone with Microsoft Lync Release Notes 420HD IP Phone with Microsoft Lync Administrator’s Manual 420HD IP Phone with Microsoft Lync Quick Guide User's Manual 8 Document #: LTRT-11891
1. Introducing AudioCodes' 420HD IP Phone User's Manual 1 Introducing AudioCodes' 420HD IP Phone AudioCodes 420HD IP Phone is based on AudioCodes High Definition voice technology, providing clarity and a rich audio experience in Voice-over-IP (VoIP) calls. The 420HD is a 2-line, 2 concurrent calls per line premium model which includes a large monochrome multi-language graphic liquid crystal display (LCD).
420HD IP Phone with Microsoft Lync Reader's Notes User's Manual 10 Document #: LTRT-11891
2. Setting up the Phone User's Manual 2 Setting up the Phone 2.1 Unpacking When unpacking, ensure that the following items are present and undamaged: 420HD IP Phone / Stand Handset / Cord Cat 5e Ethernet Cable AC Power Adapter (Optional) If anything appears to be missing or broken, contact the distributor from whom you purchased the phone for assistance. 2.2 Device Description Use the graphics below to identify and familiarize yourself with the device's hardware functions. 2.2.
420HD IP Phone with Microsoft Lync Figure 2-1: Front View 1 2 3 4 5 15 6 7 14 8 13 9 12 10 11 Table 2-1: Font View Description Item # Label/Name Description 1 Ring LED Flashing blue light visually indicates an incoming call. 2 LCD Interactive screen displaying calling information, enabling you to set up phone features. 3 Softkeys See Section 3.2 on page 18 for details on the four softkeys and the available functions they offer.
2. Setting up the Phone User's Manual Item # Label/Name 7 MENU 8 9 10 11 REDIAL TRANSFER HOLD Alphanumerical Keypad SPEAKER HEADSET MUTE ▲ VOL VOL ▼ 12 13 14 15 2.2.2 Description Accesses menus (1) Call Log (2) Directory (3) Speed Dial (4) Settings (5) Status (6) Administration. Accesses a list of recently dialed numbers; one can be selected to redial. Transfers a call. Places an active call on hold. Keys for entering numbers, alphabetical letters and symbols (e.g.
420HD IP Phone with Microsoft Lync 2.3 Cabling This section shows how to cable your phone. Figure 2-3: Cabling 4 3 2 5 1 Action Description 1 Connect the short, straight end of the cord to the handset. Connect the longer, straight end to the jack (RJ-9 port, for the handset) on the phone.
2. Setting up the Phone User's Manual 2.4 Mounting the Phone The phone can be mounted on a: 2.4.1 Desk (see Section 2.4.1 below) Wall (see Section 2.4.2 on page 16) Desktop Mounting This section shows how to place the phone on a desk or flat surface. To mount the phone on a desk or flat surface: 2.4.1.1 1. Off-hook the handset (if on-hook) and place the phone upside down, i.e., base-up, on your desktop. 2. On the phone's base, identify outer rails. 3.
420HD IP Phone with Microsoft Lync 2.4.2 Wall Mounting This section shows you how to mount the phone on a wall or wall plate. To mount the phone on a wall: 1. Attach the stand of the phone for the purpose of a wall mounting: a. Detach the base. To detach the phone's stand, push this button b. Attach it again as you did for a desktop mounting (see Section 2.4.1 on page 15) only now make sure that it's flatly aligned to lie flush against the wall, i.e.
3. Getting Started User's Manual 3 Getting Started This section gets you started with the 420HD IP Phone. The phone features an LCD, providing an intuitive, menu-driven user interface for configuring the device and viewing call information. This section shows how to use the phone’s LCD but before using the LCD, you must sign in. 3.1 Getting Acquainted with the LCD This section gets you acquainted with the LCD. The figure below shows the phone’s LCD in idle state.
420HD IP Phone with Microsoft Lync 3.2 Softkeys The table below describes softkeys displayed in the LCD according to menu level currently accessed. To use a softkey, press the key located on the device directly below it. Table 3-2: Softkeys Softkey Description Missed Displays missed calls. Forward Defines and activates call forwarding. Status Displayed in idle state. Activates presence status (Available, Busy, Do not disturb, Away, Be right back, Reset).
3. Getting Started User's Manual 3.3 Navigating to Menu Items Menus are used to access information and to configure the phone. For example, select the: Personal directory item under the Directory menu to add contacts Missed Calls item under the Call Log menu to view missed calls and to reply to them Network Status item under the Status menu to view the phone's IP address. The figure below shows the phone's menus and submenus.
420HD IP Phone with Microsoft Lync To access the menus: Press the MENU key located on the device. To navigate to menu items: Press the navigation control's lower rim -OR- press the menu item's number, e.g., press 3 to navigate to Speed Dial. To select a menu or menu item: Press the Select softkey or press the navigation control's OK button. To cancel and move to a previous menu level: 3.4 Press the Back softkey.
3. Getting Started User's Manual To enter a symbol (e.g., period /full stop): 1. First select alphabet mode lower case letters, i.e., abc, as described above (mandatory). 2. Press the 1 key on the keypad; a semi-colon is entered. Immediately press it again; a colon is entered. Pressing successively produces: ; (semi-colon) : (colon) .
420HD IP Phone with Microsoft Lync 3.5 Signing In This section shows how to sign in. To sign in with your user password (default sign-in method): Note: You can sign in with your user password (default sign-in method) or with your PIN code provided by your IT administrator. If you select the PIN code method and then sign out, PIN code will be presented the next time you sign in, in which case you can switch back to the password method if you need to. 1.
3. Getting Started User's Manual To sign in with your PIN code: 3.6 1. In step 4 of the previous method, instead of entering your Password, navigate down to the Switch sign-in method screen: 2. Press the Select softkey; the sign in method switches to signing in via PIN code. Navigate to the Phone number screen and enter the phone number: 3. Navigate to the PIN code screen: 4.
420HD IP Phone with Microsoft Lync 3.
4. Customizing Your Phone User's Manual 4 Customizing Your Phone This section shows you how to customize your phone for enhanced usability. 4.1 Changing the LCD Language The LCD supports multiple languages. English is the default but you can change it to another. To change the default: 1. Access the Languages screen (MENU key > Settings menu > Language submenu). 2. Navigate to the language you require. 3. Press the Select softkey to select it. 4. Press the Save softkey to save the setting.
420HD IP Phone with Microsoft Lync 4.2 Selecting Ring Tone The phone provides a selection of ring tones that you can choose from to indicate incoming calls. If line extensions are defined on your phone, you can assign a ring tone per line extension. To select a ring tone: 1. Access the Ring Tone screen (MENU key > Settings menu > Ring Tone submenu). 2. Navigate to and select a ring tone. A sample of each ring tone is played as you navigate through the list. 3.
4. Customizing Your Phone User's Manual 4.3 Enabling Call Waiting You can enable or disable the call waiting feature. To enable or disable call waiting: 1. Access the Call Waiting screen (MENU key > Settings menu > Call Waiting submenu). 2. Navigate to and select: Disable (disables call waiting) -OR- Enable (enables call waiting) 3. Press the Select softkey to apply your settings. 4. Press the Save softkey to save your settings. Version 2.0.
420HD IP Phone with Microsoft Lync 4.4 Setting Date and Time Date and time is automatically retrieved over the Internet from the deployed Network Time Protocol (NTP) server, enabled by your administrator. Attempting to set date and time results in this prompt: Note: To configure the NTP server, see the 420HD IP Phone Administrator’s Manual.
4. Customizing Your Phone User's Manual 4.5 Changing LCD Contrast Level The LCD supports 30 different contrast levels. To define the LCD's contrast level: 1. Access the LCD Contrast submenu (MENU key > Settings menu > LCD Contrast submenu). 2. Navigate to the contrast level that suits you best (0 to 30) (press the navigation control's left or right rim). 3. Press the Save softkey to apply your settings. Version 2.0.
420HD IP Phone with Microsoft Lync 4.6 Defining LCD Backlight Timeout You can define how long the phone’s backlight will stay on when the phone is idle. When this duration times out, the backlight switches off. For the backlight to never time out, you can select the Always on option. To define LCD backlight timeout: 1. Access the Backlight Timeout screen (MENU key > Settings menu > Backlight Timeout submenu). 2. Navigate to and select Always on or 10 seconds or 60 seconds). 3.
4. Customizing Your Phone User's Manual 4.7 Selecting an Answering Device You can select which audio device (speaker or headset) is activated when you answer calls (by pressing the Accept softkey or lifting the handset) or when you dial calls (by pressing the number keys on the keypad and then pressing the Dial softkey). The default device is the speaker. To select the answering device: 1. Access the Answer Device screen (MENU key > Settings menu > Answer Device submenu). 2.
420HD IP Phone with Microsoft Lync 4.8 Defining Location You can define location. To define location: User's Manual Access the Location screen (MENU key > Settings menu > Location submenu).
4. Customizing Your Phone User's Manual 4.9 Adjusting Volume You can adjust the volume of the phone's: 4.9.1 Ring Tones (e.g., dial tone) Handset Speakerphone Headset Adjusting Ring Volume You can adjust the volume of the ring indicating an incoming call. To adjust ring volume: 4.9.2 1. When the phone is in idle state (i.e., not in use), press the VOL Ringer Volume bar is displayed on the screen: or VOL key; the 2.
420HD IP Phone with Microsoft Lync 4.9.3 Adjusting Handset Volume The volume of the handset can be adjusted during a call or when making a call. After changing the volume, the newly adjusted level applies to all subsequent handset use. To adjust handset volume: 4.9.4 1. During a call or when making a call ensure that the handset is off the cradle. 2. Press the VOL 3. Press the VOL or VOL disappears from the screen. or VOL key; the Handset Volume bar is displayed on the screen.
4. Customizing Your Phone User's Manual 4.9.5 Adjusting Headset Volume The volume of the headset can only be adjusted during a call. Once you have changed the volume level, the volume applies to all subsequent headset use. To adjust the headset volume: 1. During a call, press the HEADSET key. 2. Press the VOL 3. Adjust the volume using the VOL or VOL Headset Volume bar disappears from the screen. Version 2.0.1 or VOL key; the Headset Volume bar is displayed on the screen. 35 key.
420HD IP Phone with Microsoft Lync 4.10 Defining Call Forwarding This feature enables you to automatically redirect an incoming call to another phone number if a user-defined condition is met, e.g., if the line is busy. To define call forwarding: 1. Press the Forward softkey when the LCD is in idle state: 2.
4. Customizing Your Phone User's Manual 4.11 Managing Your Personal Directory You can add contacts to the Personal Directory and edit and delete them if necessary. After adding a contact, you can call the contact directly from the directory (see Section 6.3 on page 54). If you receive an incoming call from a contact listed in the directory, the LCD displays the name listed. If you assign a speed dial key to the contact, you can press it to call them.
420HD IP Phone with Microsoft Lync To add a contact to the phone directory: 1. Access the Personal directory. 2. Select 3. In the Modify contact screen, key in the ‘Name’ of the new contact (see Section 3.4 on page 20 for detailed instructions). 4. Navigate down and key in the new contact's office phone number (see Section 3.4 on page 20 for detailed instructions). Optionally, navigate down and key in the new contact's home and mobile numbers as well. 5. Press the Sp.
4. Customizing Your Phone User's Manual 3. Press the Edit softkey: 4. Modify the contact’s details and press the Save softkey. Note: You cannot modify Corporate directory contacts. 4.11.4 Deleting a Contact This section shows how to delete a contact from the directory. To delete a contact: 1. Access the Personal directory and navigate to the contact to delete: 2. Press the Detail softkey; the contact details are shown. 3.
420HD IP Phone with Microsoft Lync 4.11.5 Searching for a Contact The search feature enables you to quickly and easily locate a contact in the directory. The feature is especially useful if you have a long list of contacts. To search for a contact: 1. Access the phone directory. 2. Search for a contact: Navigate to the contact in the list -OR- 4.12 Key the first letter in the contact's name using the keypad.
4. Customizing Your Phone User's Manual To assign a phone number to a key: 1. Access the Speed Dial screen (MENU key > Speed Dial menu). 2. Navigate to an Empty speed dial key (unassigned) and press the Select softkey; the selected speed dial key, #6 in the example below, is displayed: Notes: 3. Assign a phone number to the key: Version 2.0.1 Speed Dial #1 = topmost speed dial key on your phone Speed Dial #9 = lowermost speed dial key on your phone Define the phone number: a.
0HD IP Phone with Microsoft Lync 4.12.2 Editing a Speed Dial Assignment You can edit a speed dial assignment. To edit: 1. Access the Speed Dial screen (MENU key > Speed Dial submenu). 2. Navigate down to the speed dial key to edit and press the Select softkey. 3. Modify the fields as required. 4. Press the Save softkey to save your settings. 4.12.3 Deleting Speed Dials You can delete a speed dial assignment. To delete a speed dial: 1.
4. Customizing Your Phone User's Manual 4.13 Changing your Presence Status You can assign a presence status to control whether you want people to contact you and, if so, how. By default, your status is based on your Lync client. Note: Presence status can be changed by your Lync client running on your computer. This status is reflected on the phone's LCD. After n minutes (configured in the Lync server by your administrator), presence status automatically changes to ‘Inactive’.
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5. Performing Basic Operations User's Manual 5 Performing Basic Operations This section shows basic phone operations. 5.1 Using Audio Devices You can use one of the following audio devices on the phone for speaking and listening: Handset: To make a call or answer a call, lift the handset off the cradle. Speaker (hands-free mode). To activate it, press the speaker key during a call or when making a call. To deactivate it, press the speaker key again. Headset (hands-free mode).
420HD IP Phone with Microsoft Lync 5.2.1 Dialing This section shows how to dial. To dial, either (1) key-in the number on the keypad (2) press the speaker key and enter the number (3) press the speaker key or lift the handset and enter a URL address (e.g., host and domain name, or IP address) or alphabetical letters (e.g., tvservice). To dial a regular-digits phone number: 5.2.2 1.
5. Performing Basic Operations User's Manual 5.2.3 2. Navigate to and select the number to redial. 3. Press the Dial softkey or press the OK key. Dialing a Missed Call The phone logs all missed calls. The LCD in idle state displays the number of missed calls (if any): To dial a missed call: 5.3 1. Press the Missed softkey; the Missed Calls screen is displayed: 2. Navigate to the missed call to dial. 3. Press the Dial softkey or press the OK key.
420HD IP Phone with Microsoft Lync Press the headset key (ensure that the headset is connected to the phone) -or- Press the speaker key -or- Press the Accept softkey (the speaker is automatically activated) icon and the caller’s details and call duration: When you answer, the LCD displays the Note: HD in the LCD indicates a high-definition call (using a wideband voice coder). 5.4 Rejecting Incoming Calls You can reject an incoming call; the caller hears a busy tone from your phone if you do.
5. Performing Basic Operations User's Manual 5.6 Ending an Established Call You can end an established call. To end an established call: Return the handset to the phone cradle if it was used to take the call -or- Press the headset key -or- Press the speaker key -or- Press the End softkey Version 2.0.
420HD IP Phone with Microsoft Lync 5.7 Viewing Missed, Received and Dialed Calls Your phone logs missed, received and dialed calls. In idle state, the LCD displays 'Missed' and the number of missed calls (if any). To view missed calls: Press the Missed softkey. Note: After viewing, the indication disappears from the screen. The next time a call is missed, the indication will reappear. To view call history: 1. Access the Call Log screen (MENU key > Call Log menu). 2.
5. Performing Basic Operations User's Manual Save = saves the related information about the call entry in the personal directory (for adding a contact in the directory, see Section 4.11 on page 37).
420HD IP Phone with Microsoft Lync Reader's Notes User's Manual 52 Document #: LTRT-11891
6. Performing Advanced Operations User's Manual 6 Performing Advanced Operations This section shows how to perform advanced operations. 6.1 Answering Waiting Calls You can accept a call on an extension on which there already is an active call. To answer a waiting call: a. A call with Brad is in progress b. A call comes in from Ido = call waiting To answer Ido: 1. Press the Accept softkey; the waiting call from Ido is answered; the previous call from Brad is put on hold: 2.
420HD IP Phone with Microsoft Lync 6.2 Placing Calls On Hold You can place a call on hold, to answer a second incoming call (see Section 6.1 on page 53) or to make another call. To place a call on hold: Press the HOLD key on the keyboard; the call is put on hold: To retrieve a call on hold: 6.3 Press the HOLD key again -OR- press the Resume softkey. Calling a Contact Listed in the Directory This section shows how to call a contact listed in your directory. To call: 6.4 1.
6. Performing Advanced Operations User's Manual 6.5 Transferring Calls You can transfer a call to another party by pressing the Trans softkey. You can perform an attended transfer OR a semi-attended transfer. Transfer Method When Attended Transfer During an established call with Phone 2 you understand that they need to talk to Phone 3 so you press the New Call softkey and establish a call with Phone 3; Phone 2 is put on hold.
420HD IP Phone with Microsoft Lync 6.5.2 Semi-Attended Transfer To do a semi-attended transfer: 1. During a call with Brad, he asks you (Mike) to transfer him to Ido, press the Trans softkey: 2. Enter Ido's number and then press the Trans softkey; your phone (Mike's) disconnects and Brad is transferred to Ido: This is a semi-attended transfer. 6.6 Hosting 3‐Way Conference Calls You can make a 3-way conference call with two other parties. To make a 3‐way conference call: 1.
6. Performing Advanced Operations User's Manual 6.7 Muting Calls You can mute the microphone of the handset, headset, or speakerphone during a call so that the other party cannot hear you. While the call is muted you can still hear the other party. Muting calls can also be used during conference calls. To mute/unmute: 6.8 1. During a call, press the mute key: 2. To unmute, press the mute key again and resume the conversation.
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7. Troubleshooting User's Manual 7 Troubleshooting Use this section if a problem with your phone occurs. If this section does not facilitate resolving the issue, contact your system administrator. Table 7-1: Troubleshooting Symptom Problem Phone is off (no LCD displays and LEDs) Phone is not receiving power 'LAN Link Failure' message displayed on LCD screen No LAN connection Corrective Procedure Verify that the AC/DC power adapter is attached firmly to the DC input on the rear of the phone.
AudioCodes HD VoIP 400HD Series of High Definition IP Phones 420HD IP Phone User’s Manual 420HD IP Phone with Microsoft Lync Version 2.0.1 www.audiocodes.
