IP Office (R3.
Page ii - Contents Contents The 4620 IP Telephone ......................................................................................... 6 Overview of the 4620............................................................................................................... 6 Call Appearance Keys ............................................................................................................. 8 Call Appearance/Function Key Icons ...................................................................
Contents - Page iii Contents (Cont.) Function Keys ..................................................................................................... 27 Overview of Function Keys .................................................................................................... 27 Function Key Programming ................................................................................................... 28 Shorthand Programming Mode .....................................................................
Page iv - Contents Contents (Cont.) HfAns - Internal Auto-Answer (!)....................................................................................................................42 HGEna - Hunt Group Enable .........................................................................................................................43 HGDis - Hunt Group Disable .........................................................................................................................
Contents - Page v Contents (Cont.) System Features ................................................................................................. 56 Introduction ............................................................................................................................ 56 Making Calls .......................................................................................................................... 56 Answering Calls ..............................................................
Page 6 - Overview of the 4620 The 4620 IP Telephone The 4620 IP Telephone Overview of the 4620 This guide covers the use of the Avaya 4620 telephone, running in Key and Lamp mode, on Avaya IP Office telephone systems operating with Level 3.0 software. The diagram below shows the main 4620 telephone features. 1. 2. 3. 4. Display, Call Appearance and Feature buttons: The Call Appearance Keys allow the user to handle multiple calls with the display showing call information, e.g.
Overview of the 4620 The 4620 IP Telephone - Page 7 5. Call Handling Buttons: See Basic Call Handling on page 10. • Hold: Red button used to place a call on hold • Transfer: Transfers a call to another phone • Conference: Sets up conference calls with more than one other person. • Drop: Drops the current call or, if on a conference call, drops you from the conference. • 6.
Page 8 - Call Appearance Keys The 4620 IP Telephone Call Appearance Keys There are four pages of Call Appearance and Function Keys. You can step through keys. At default, first page of the main call screen contains three these with the keys set as ‘call appearance’ keys. These keys show that the 4620 is a multi-line phone and are indicated as a=, b= and c=.
Call Appearance Keys The 4620 IP Telephone - Page 9 System Features System Features can only be set against soft Function Keys by your System Administrator. However, your System Administrator may allocate you two ‘self administrator’ features that will enable you to add System Features to your soft Function Keys. Refer to Function Key Features on page 30 for details of the System Feature that can only be allocated to you by your System Administrator.
Page 10 - Answer Incoming Calls Basic Call Handling Features Basic Call Handling Features Answer Incoming Calls When a call arrives at your 4620 telephone, you will hear a ringing tone and a blinking bell icon ( ) icon appears against the associated call appearance key. To answer an incoming call: Do one of the following: • If you are not active on another call, answer the call using your handset, headset, or speakerphone (see Speakerphone on page11).
Headset Working Basic Call Handling Features - Page 11 Headset Working When a headset is to be used on your 4620, it must be plugged in to the headset socket on the side of your 4620 telephone. To activate the headset and switch off the Headset. The lamp beside the button is illuminated when handset, press headset working is activated. To answer an incoming call: 1. Press the call appearance key next to the flashing bell icon ( ): To clear a headset call: Drop. 1. Press To manually make a call: 1.
Page 12 - Mute Basic Call Handling Features 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. Preventing the other person on the line from hearing you: Mute. 1. Press • The other party cannot hear you. The indicator next to the Mute button lights when Mute is active. 2.
Transfer Basic Call Handling Features - Page 13 Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number. To transfer the current call to another extension 1. 2. 3. With a call in progress, press Transfer or Hold. When you hear dial tone, dial the number to which the call is to be transferred. Do one of the following: • • • Transfer again and To transfer the call without announcing it, press hang up. The transfer is complete.
Page 14 - Overview of Speed Dials Speed Dials Speed Dials Overview of Speed Dials The 4620 can store up to 108 personal speed dials, accessed by selecting on the display. SpDial • The speed dials are sorted alphabetically. • Pressing the or key adjacent to a name, dials the speed dial number stored with that name. • The W X symbol indicates that there are more pages. Page Left and Page Right keys. You can more between pages using the Pressing on page 16. Add allows you to add a new speed dial.
Using Speed Dials Speed Dials - Page 15 Using Speed Dials Dialing a Speed Dial You can use the speed dial directory to make a call with the handset on hook or off hook. 1. Press SpDial to display the speed dial directory. 2. The W X symbol is shown if there is more than one page of speed dials. You can Page Left and Page Right keys. move between pages using the 3. When the speed dial required is shown on the screen, press the or key adjacent to the speed dial name. 4. Continue as per a normal call.
Page 16 - Using Speed Dials Speed Dials Adding a New Speed Dial 1. Press SpDial followed by Add. If Add does not appear, then the speed dial list is full. Hence, you must first delete an existing entry before adding any new entry. See Deleting a Speed Dial on page15. 2. Begin entering text using the telephone 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. • 4. 5.
Using Speed Dials 6. Speed Dials - Page 17 The Number menu is displayed. Enter the required number, including any external line access digit (9 say): • 7. 8. If you make a mistake, use or the incorrect character and then use to move the cursor to the right of Backspace to delete it. As you enter Number characters you can use other controls. Note: The controls on this screen are context sensitive, i.e. they only appear when applicable.
Page 18 - Overview of the Call Log Using the Call Log Using the Call Log Overview of the Call Log The 4620 maintains a call log, accessed by selecting Log on the display. The call logs keeps logs of missed calls, outgoing calls made and incoming calls answered. Each of these logs includes the 30 most recent calls in its category. The details shown are: • • • • • The name of the called or calling party if available. The number of the called or calling party. The time of the call.
Using the Call Logs Using the Call Log - Page 19 Using the Call Logs 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 the all entries in a particular log. The following paragraphs detail how to use the Logs. Note: Call log entries are lost whenever 4620 telephone are disconnected from the IP Office. To Access the Call Logs 1. 2. Press Log. The call log always opens in the Missed calls log.
Page 20 - Using the Call Logs Using the Call Log To Turn a Log Entry into a Speed Dial 1. 2. 3. 4. 5. 6. Locate the log entry in which you are interested from Missed, InAns or Outgo. Press the or key adjacent to it. Press Add to SD. The screens for editing and adding speed dials will appear, pre-filled with the information from the log entry. Edit the details if required (see Editing a Speed Dial on page 15). Press Save or Cancel. You will be returned to the speed dials selection menu.
Telephone Options Overview Changing the 4620 Options - Page 21 Changing the 4620 Options Telephone Options Overview The Options button will allow viewing and configuring of certain phone settings. These options are different from the function keys that require configuration by the system administrator. The phone settings available include: Application Option: • Displaying the Phone screen when making a call and/or answering a call.
Page 22 - Application Options Changing the 4620 Options Application Options Redial Redial can be configured to dial the last number dialed or list the last three numbers dialed for you to choose from. The default is the last number dialed. To change Redial: 1. 2. Options, Applications Options and then select the Press Redial feature button. It will toggle between Last Number and Last 3 Numbers. Save. Select (To restore the previous setting without changing it, press Cancel.
Application Options Changing the 4620 Options - Page 23 Display 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 Options, Applications Options, and then select the Display Call Timers? feature button. It will toggle between Yes and No. 2. Select Save.
Page 24 - Personal Ringing Changing the 4620 Options Personal Ringing You can choose from among eight different ring patterns. This alters the tone and style of ringing used by the 4620, e.g. the number of rings will still vary according to the type of call. 1. Press Options and select Personal Ringing. A menu with the current ring pattern appears. 2. To select a ringing pattern use press Pattern 1 to 8. You will hear the selected ringing pattern. 3. When you have selected a ringing pattern, press Save.
Adjusting the Display Contrast Changing the 4620 Options - Page 25 Adjusting the Display Contrast You can adjust the contrast level on the telephone display. You can choose from among fifteen levels of contrast. 1. Press Options and then select Contrast Control 2. Use either the or key to adjust the level of contrast. 3. When the contrast is set as required, either: Save. • Save and return to the options menu by pressing • Press Cancel to return to the options menu.
Page 26 - Changing Feature Key Labels Changing the 4620 Options Changing Feature Key Labels This action is not supported with the 4620 IP Telephone on Avaya IP Office System. Language Selection When the 4620 telephone is first installed, it is set to display screen text in English.
Overview of Function Keys Function Keys - Page 27 Function Keys Overview of Function Keys Both the left hand and right hand Function Keys can be used to access a range of features. The display adjacent to the key shows the feature name. Some of these features are default features supported by all 4620 telephones (e.g. the call appearance lines labeled a=, b= and c=). Others are features that can only be programmed by the System Administrator for your telephone system. The main screen has three pages.
Page 28 - Function Key Programming Function Keys Function Key Programming If any one of the keys on the telephone is programmed with an Admin or Admin 1 feature, 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 would appear on a menu screen that is similar to the following: The two tables below list the user programmable features available for Admin and Admin1 respectively.
Function Key Programming Function Keys - Page 29 Shorthand Programming Mode 1. Press Admin or Admin 1. See Function Key Programming on page 28. 2. The Admin or Admin1 menu appears as follows: Admin Pages 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 on page 30). Admin1 Page 3. 4. 5. 6.
Page 30 - Function Key Features Function Keys Longhand Programming 1. 2. Press Admin. See Function Key Programming on page 28. Pressing Expl? . The longhand text for the function is shown at the top of the display. 3. Press Next or >>> until the required feature required is shown, then press Selct. (You can also use <<< to step back through the list of Admin functions). 4. If the function requires some data to be entered, [ is shown at the top of the display.
Function Key Features Function Keys - Page 31 Group (#) Answer or clear calls ringing a specific group. This function requires entry of the group number (allocated by your System Administrator). When programmed, the group name is then displayed next to the key. This function can be programmed through the phone by the user using an Admin 1 key and the group number. A appears against the group when calls to that group are ringing.
Page 32 - Function Key Features Function Keys AD - Abbreviated Dial (!) Dial the displayed number. AD key This function requires entry of a number to dial when programmed. The displays that number. This function can be programmed through the phone by the user. The number does not have to be a complete number, the user can dial additional digits after pressing AD. * and # can be entered in the number to match IP Office shortcodes.
Function Key Features Function Keys - Page 33 Busy - Busy Sets the extension as being busy. This feature is not applicable when working with multiple Call Appearance lines as all the call appearance lines must be in use before this function becomes active. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. The Busy key sets the extension as busy to callers.
Page 34 - Function Key Features Function Keys ClrCW - Clear CW Clears the current connected call and connects any waiting call. This feature is not applicable when working with multiple Call Appearance lines. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. Pressing call.
Function Key Features Function Keys - Page 35 CPkUp - Call Pickup (!) Answer a call ringing elsewhere on the telephone system. This function does not require any data entered when programmed. This function can Admin key. be programmed through the phone by the user using an CPkUp call answers (pickup) any call currently ringing on the telephone The system. Note: We recommend that this function is only used on systems with a small number of users all in one area.
Page 36 - Function Key Features Function Keys DCW - Dial CW Allows the user to force another extension to have call waiting mode on for the duration of a call attempt. This function is not supported in the USA. This function requires the target extension number to be entered when programmed. That number is then shown next to DCW. This function cannot be programmed through the phone by the user.
Function Key Features Function Keys - Page 37 DNDOf - Do Not Disturb Off Takes the extension out of 'do not disturb' (no calls) mode. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing DNDOf switches the extension's do not disturb state off.
Page 38 - Function Key Features Function Keys Drop - Drop (!) Clears a current calls. This function does not require any data entered when programmed. This function can be programmed through the phone by the user using an Admin key. For a call in progress, pressing Drop disconnects the caller. When drop is used, silence is returned to the user rather than dial tone. This is intended operation, reflecting that Drop is mainly used by call center headset users.
Function Key Features Function Keys - Page 39 FwBNo - Forward On Busy Number Sets the extensions forwarding number for use with forward on busy and forward on no answer. This feature requires the target number to be entered when programmed. The number set is shown next to FwBNo. This function cannot be programmed through the phone by the user. Pressing FwBNo set the extension's forwarding number to that specified by the key pressed.
Page 40 - Function Key Features Function Keys FwdH+ - Forward Hunt Group Calls On Switches the extension to forward hunt group calls it receives. Note: Calls are only forwarded when forward unconditional (see CFrwd - Call Forwarding All (!) on page 33) or FwUOn - Forward Unconditional On on page 41 is also on. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. FwdH+ toggles the feature on/off.
Function Key Features Function Keys - Page 41 FwNOn - Forward On No Answer On Switches the extension to forward on no answer on. This function does not required any data to be entered when programmed and cannot be programmed through the phone by the user. FwNOn toggles the extension's forward on no answer state. When on, Pressing FwNOn is shown with a symbol. When on, calls are forwarded to the extension's forward on busy number (see FwBNo - Forward On Busy Number on page 39).
Page 42 - Function Key Features Function Keys HdSet - Headset Toggle (!) This function does not require any data entered when programmed. This function can be programmed through the phone by the user using an Admin key. The programmed key will then switch the phone between handset and headset operation. When on, HdSet is shown on a dark background. There is no linkage between a programmed HdSet key and the phone's HEADSET key.
Function Key Features Function Keys - Page 43 HGEna - Hunt Group Enable Sets the extension's membership of a group or groups as enabled. This function does not take the Hunt Group In/Out of Service. This function can be programmed with or without a target group number. This function cannot be programmed through the phone by the user. If programmed without a group number, pressing HGEna toggles all the extension's group memberships to either enabled or disabled.
Page 44 - Function Key Features Function Keys HGOS+ - Set Hunt Group Out of Service Put a specific hunt group out of service mode. This function requires the hunt group number to be entered when programmed. The hunt group number is then shown next to HGOS+. This function cannot be programmed through the phone by the user. HGOS+ puts the hunt group out of service. Group calls then go to its out Pressing of service fallback group if set or, if not answered, to voicemail.
Function Key Features Function Keys - Page 45 IAuto - Automatic Intercom Connects call to the extension without ringing. This function requires entry of an extension number when programmed. The target extension must be support handsfree operation. This function cannot be programmed through the phone by the user. IAuto connects the call without any ringing at the remote extension. If the Press target extension is busy or not available, the call will follow any forwarding or diversion to voicemail set.
Page 46 - Function Key Features Function Keys Listn - Call Listen Allow the extension to listen to groups calls to the target extension. The call parties cannot hear the listening extension. This function requires entry of the target extension number when programmed. This function cannot be programmed through the phone by the user. The Listn key shows the target extension number. Use of this function requires setup of the extension's monitor group by the System Administrator.
Function Key Features Function Keys - Page 47 NATim - Set No Answer Time Sets the extension's no answer time after which ringing calls are forwarded or go to voicemail. This function requires the time in seconds to be entered when programmed. The value is shown next to NATim. This function cannot be programmed through the phone by the user. Pressing NATim sets the extension's no answer time to the indicated number of seconds.
Page 48 - Function Key Features Function Keys Park - Call Park to Other Extension (!) Allows a call to be parked against another extension. Depending on the other extension's type, its parked call indication is triggered. Parked calls are retrieved with the Ride function (see page 52). This function can be programmed with or without a target extension number. This function can be programmed through the phone by the user using an Admin key. If programmed with a number, the Park key displays that number.
Function Key Features Function Keys - Page 49 PickA - Call Pickup Any Pickup any ringing call. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. Pressing PickA answers any call currently ringing on the telephone system. Note: We recommend that this function is only used on systems with a small number of users all in one area. Use of this function on larger system may lead to confusion.
Page 50 - Function Key Features Function Keys Quota - Clear Quota Clears (resets) the time quota for connections to a specified external data service (eg. the internet). This function requires entry of the service name when programmed. If left blank then the quotas for all services are cleared (reset). This function cannot be programmed through the phone by the user.
Function Key Features Function Keys - Page 51 RBSeq - Set Ringback Sequence Sets the ringing pattern (sequence) used for voicemail and ringback calls. This function is currently not supported on the 4620 telephone. Recor - Call Record Records the current call at the specified target extension. This function requires entry of a target extension number when programmed. This function cannot be programmed through the phone by the user.
Page 52 - Function Key Features Function Keys Resum - Resume Call Resume a call previously suspended into a specified ISDN exchange slot. This function is not supported in the USA. This function requires the exchange slot number to be specified when programmed. The slot number is then shown next to Resum. This function cannot be programmed through the phone by the user. Pressing Resum resumes any call previous suspended into the specified exchange slot. Suspended calls can be resumed by any extension.
Function Key Features Function Keys - Page 53 SAC - Send All Calls (!) Switch do not disturb on/off. This function does not require any data entered when programmed. This function can Admin key. be programmed through the phone by the user using an SAC key switches "do not disturb" on/off. When on, SAC is shown with a The symbol and the display includes an N (No calls). When SAC is on, callers receive busy tone or are diverted to voicemail.
Page 54 - Function Key Features Function Keys Suspe - Suspend Call Suspend the current call at the exchange. If no exchange slot number is specified when the function is programmed, exchange slot 0 is used. This function cannot be programmed through the phone by the user. Pressing facility. Suspe is only supported if the exchange provides a Q.931 suspend call [User | Digital Telephony | Advanced | Suspend | Suspend Call] See also: • Resum - Resume Call on page 52.
Function Key Features Function Keys - Page 55 VMRB+ - Voicemail Ringback On Switches voicemail ringback for the extension on/off. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. VMRB+ key toggles voicemail ringback for the extension on/off. When on, The VMRB+ is shown with a symbol and the extension is called when new messages are left in its mailbox.
Page 56 - Introduction System Features System Features Introduction As well as your phones specific features, you can access a number of system features by dialing 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 telephone network Making Calls Internal Calls: To make a call to another extension, simply dial the number.
Call Waiting System Features - Page 57 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 use the code *15; to turn it off use *16.
Page 58 - Voicemail Voicemail Where your system has voicemail support and has been installed: • To switch voicemail on dial *18, to switch it off dial *19. • To retrieve your voicemail, use the code *17. Your voicemail may be set up to deliver your messages by calling you whenever you hang up: this feature is known as Voicemail Ringback. • To turn Voicemail Ringback on dial *48; to turn it off dial *49.
Overview of Web Browsing Web Browsing - Page 59 Web Browsing Overview of Web Browsing The 4620 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). The 4620 supports WML1.2. If your telephone system has been setup with a default WAP website, the 4620 will display Web. Pressing this key will display your systems default WAP website.
Page 60 - Web Navigation Controls Web Browsing Web Navigation Controls Having pressed display Web to access your default WAP website, the 4620 display shows a number of navigation controls. • Navigation Icon Buttons: These appear on the right-hand side of the web display. Note that they may appear grayed out when not useable. • • • Up Page: Press the adjacent key to move up the page by one screen (six lines). Up Line: Press the adjacent key to move up the page by one line.
Entering Data - Page 61 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 like Google, you may be asked to enter a search field. • : Option (Radio Buttons) These allow you to select an option from a list by clicking on the adjacent left-hand key. The selected option appears as . • [] : Text Entry Fields These normally appear as [Enter text here] or pre-filled with some data.
Page 62 - Overview Management and Troubleshooting Management and Troubleshooting Overview The 4620 IP Telephones are relatively trouble-free. This chapter provides helpful information for: • Testing your telephone to be sure it is operating correctly. • Basic Troubleshooting; this chart provides the most common problems an end user might encounter and suggested resolutions.
Troubleshooting Chart Management and Troubleshooting - Page 63 Problem/Symptom Suggested Solution Characters do not appear on the display screen. See " Phone does not activate when connected for the first time" above. Check all lines into the phone to be sure it is properly connected. Check the power source to be sure your telephone is receiving power.
Page 64 - Resetting the IP Telephone Management and Troubleshooting Resetting the IP Telephone Reset your IP Telephone when other troubleshooting suggestions do not correct the problem or after being advised to do so by your System Administrator. Resetting Your Phone This basic reset procedure should resolve most problems. 1. Press the Mute button. 2. Using the dial pad, press the following keys in sequence: 73738# • The display shows the message “Reset values? * = no # = yes.” 3.
EU24 Overview EU24 Expansion Module - Page 65 EU24 Expansion Module EU24 Overview The EU24 Expansion Module is an optional device that can be connected to your 4620 IP Telephone to extend the number of call appearance and feature buttons available on the telephone. The expansion module has 24 buttons arranged in two columns. Depending on how they have been programmed by your System Administrator, these buttons can be used for call appearances or features.
Page 66 - Using the EU24 Expansion Module EU24 Expansion Module Using the EU24 Expansion Module The following sections explain how to use the features of the EU24 Expansion Module. For more information, consult your System Administrator. Viewing the Alternate Display Although the EU24 Expansion Module supports an additional 24 call appearance/feature buttons, it only displays the button labels and icons for one column at a time. A dotted line separates the left column from the right column.
Index - Page 67 Index Abbreviated Dial ............................................ 32 Program .................................................... 52 Absent Text ................................................... 32 Absnt ............................................................. 32 Account Code Entry....................................... 32 Acct................................................................ 32 AD.................................................................. 32 AD Suppress .....
Page 68 - Index Index (Cont.) Do Not Disturb Exception Add........................................... 40 Exception Delete....................................... 40 Off ............................................................. 40 On ............................................................. 40 DpkUp............................................................ 41 Drop............................................................... 31 DTone............................................................
Index - Page 69 Index (Cont.) OCSeq........................................................... 49 On Busy Forward Calls............................................ 42 On No Answer Forward Calls............................................ 43 Option button ................................................. 25 Options/preference ........................................ 25 Out of Service................................................ 47 Outside Call Sequence.................................. 49 Paging .......
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.
