IP Office 5420 + EU24 User’s Guide 40DHB0002UKEG – Issue 4 (9th February 2004)
Page ii - Contents Contents The 5420 Telephone ............................................................................. 6 Overview of the 5420 ................................................................................................................... 6 Call Appearance Keys.................................................................................................................. 7 System Features ............................................................................................
Contents - Page iii Display Mode ............................................................................................................................. 24 Function Key Programming........................................................................................................ 25 Shorthand Programming Mode ......................................................................................................... 26 Longhand Programming ............................................................
Page iv - Contents IDial - Dial Intercom.....................................................................................................................................42 Inclu - Dial Inclusion ....................................................................................................................................42 Intru - Call Intrude........................................................................................................................................
Contents - Page v Selecting a Call Appearance/Feature Button..................................................................................... 57 Understanding Call Appearance/Feature Button Status Icons .......................................................... 57 Index.....................................................................................................
Page 6 - Overview of the 5420 The 5420 Telephone The 5420 Telephone Overview of the 5420 This guide covers the use of the Avaya 5420 telephone, running in Key and Lamp mode, on Avaya IP Office telephone systems operating with Level 3.0 software and the 5420 telephone’s software running at REL:4.00 or higher (see Using Self Test on page 21). The diagram below shows the main 5420 telephone features. 1. 2. 3. 4. 5. 6. 7. 8. 9.
Call Appearance Keys The 5420 Telephone - Page 7 Speaker: Access the speakerphone. The light associated with this button turns on when the speakerphone is active. 11. Exit: Returns you to the main call handling screen. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial 12. 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.
Page 8 - Call Appearance Keys The 5420 Telephone 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 Keys on page 23 for details of the System Feature that can only be allocated to you by your System Administrator.
Answer a Call Basic Call Handling Features - Page 9 Basic Call Handling Features Answer a Call When a call arrives at your 5420 telephone, you hear a ringing tone and a blinking bell icon appears on the associated call appearance. 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 page 10).
Page 10 - Headset Working Basic Call Handling Features Headset Working When a headset is to be used on your 5420, it must be plugged in to the headset socket on the base of your 5420 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.
Speed Dial Basic Call Handling Features - Page 11 Speed Dial The Speed Dial feature allows you to have the 5420 telephone automatically dial calls to telephone numbers stored in your personal directory (maximum of 104). See Speed Dials on page 13. To make a call to a personal directory entry using the Speed Dial feature: 1. Press the SpDial softkey. The Speed Dial screen is displayed. 2. Press the button next to the entry you want to call. 3.
Page 12 - Transfer Basic Call Handling Features Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number. To transfer the current call to another extension 1. With a call in progress, press Transfer or Hold. 2. When you hear dial tone, dial the number to which the call is to be transferred. 3. Do one of the following: • To transfer the call without announcing it, either hang up or press Transfer again. The transfer is complete.
Overview of Speed Dials Speed Dials - Page 13 Speed Dials Overview of Speed Dials The 5420 can store up to 104 personal speed dials. The list of these speed dials is accessed by pressing SpDial. If SpDial is not shown, press to exit the current screen. • • • • The speed dial list is sorted alphabetically. and to move between pages or key the first letter of the required Press name to jump to the page with a matching entry. Press the or next to an entry to call the associated number.
Page 14 - Using Speed Dials Speed Dials Using Speed Dials Dialing a Speed Dial Number You can use the speed dial directory to make a call with the handset on hook or off hook. 1. 2. 3. Press SpDial. If SpDial is not shown, press to exit the current screen. Press either the or key to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry. When the required entry is displayed, press the adjacent or key.
Using Speed Dials Speed Dials - Page 15 Adding a New Speed Dial 1. Press SpDial. If SpDial is not shown, press to exit the current screen. Add. If a message stating that the speed dial list is full appears, you • Press must first delete an existing entry before adding any new entry. See Deleting a Speed Dial on page 14. You can switch between Name and Number entry by pressing the key next to the item you want to edit. The options also change accordingly. 2.
Page 16 - Overview of the Call Log Using the Call Log Using the Call Log Overview of the Call Log The 5420 maintains a call log, accessed by pressing Log. This log can store up to 100 entries. These can be a mixture of incoming answered calls, incoming unanswered calls and outgoing calls. You can select which types of calls are included in the log. You can also use call log entries to make return calls or convert the entry into a speed dial for future use.
Using the Call Log Using the Call Log - Page 17 Using the Call Log You can make calls directly from the call log. Whilst in the call log you can still make a Speaker and dialing a new call. Similarly, you call by going off-hook, pressing can still receive calls and handle them using the dial pad key functions. Viewing the Call Log 1. 2. 3. 3. Press Log. If Log is not shown, press any Soft Key. At default, Missed calls are displayed first. You can select from InAns or Outgo.
Page 18 - Using the Call Log Using the Call Log Deleting a Call Log Entry 1. 2. 3. 4. 5. 6. Press Log. If Log is not shown, press any Soft Key. At default, Missed calls are displayed first. You can select from InAns or Outgo. Alternatively, press More and select All to display all three options. To return to Missed or InAns or Outg, press Back and make your selection. Press and to display different pages of log entries. When you locate the entry you want to call, press the or key next to the entry.
Overview of 5420 Options Changing the 5420 Options - Page 19 Changing the 5420 Options Overview of 5420 Options The options menus are accessed by pressing adjust a number of 5420 features. Option. These menus allow you to To select an option: or next to it 1. Press the 2. The key actions change according to the current available actions. 3. 4. To exit and return to the normal call handling screen press Exit.
Page 20 - Selecting Personalized Options Changing the 5420 Options Selecting Personalized Options Ring Options The Ring Options menus allows you to: • Choose a personalized ringing pattern for your telephone. Note: If you receive a call while selecting a ring pattern, you are automatically returned to the call handling screen. • Set the message lamp to flash when you receive a call. • Set the telephone to revert to the call handling screen when you are setting up/using Speed Dial, Call Log, etc.
Selecting Personalized Options Changing the 5420 Options - Page 21 Call Log Setup Through the Option menu you can specify which types of calls should be included in the 5420's call log. See Setting Which Calls are Logged on page 18. Miscellaneous This option only contains one menu item: Stay in Speed Dial. When set to Yes and you access your personal Speed Dial list (see Using Speed Dials on page 14) the menu will remain displayed regardless of any calls made or received.
Page 22 - Selecting Personalized Options Changing the 5420 Options Language When the 5420 telephone is first installed, it is set to display screen text in English. You can select the language that you would prefer from the following: English, German (Deutsch), French (Français), Spanish (Español), Italian (Italiano), Dutch (Nederlands), Portuguese (Português) or Japanes (Katakana characters). Note: This does not alter your user language setting on the telephone system. 1. Press Option. 2. Press Language.
Overview of the Function Keys Function Keys - Page 23 Function Keys Overview of the Function Keys Both the , Function Keys and 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 supported by all 5420 telephones (e.g. SpDial, Log, Option and Label on the Soft Keys) and are always available. Others are system features that can only be programmed by the System Administrator for Function Keys.
Page 24 - Display Mode Function Keys Display Mode The 5420 telephone has two display modes. These control the order in which features are assigned to the display keys. The modes are: • Normal Mode: In this mode the 3 pages of and keys are ordered sequentially. The keys at the base of each page provide the SpDial, Log, Option and Label options. • Call Center Mode: and key features are repeated against the In this mode some of the keys on the first two screen pages.
Function Key Programming Function Keys - Page 25 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.
Page 26 - Function Key Programming Function Keys Shorthand Programming Mode 1. Press Admin or Admin 1. See Function Key Programming on page 25. 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 27.
Function Key Programming Function Keys - Page 27 Longhand Programming 1. 2. 3. 4. 5. 6. 7. 8. 9. Press Admin or Admin 1. See Function Key Programming on page 25. Pressing Expl? to switch to longhand programming mode. Press Next until the required feature required is shown, then press Selct . If the feature requires some data to be entered, [ is shown at the bottom of the display. Enter the data using the normal telephone keypad.
Page 28 - Function Key Programming Function Keys Display Key Features This section lists the features that can be programmed against and Function Keys. Both the shorthand and longhand names are shown. The shorthand name is the name that is displayed next to the programmed key, along with any data programmed for the feature. Those functions marked with a (!) or an (#) can be programmed by the 5420 user.
Function Key Programming Function Keys - Page 29 Absnt - Set Absent Text Set the users current absence message setting. This function is currently not supported on the 5420 telephone. Acct - Account Code Entry (!) Make a call using an account code or enter an account code during a call. This function can be programmed with or without data. This function can be programmed through the phone by the user using an Admin key.
Page 30 - Function Key Programming Function Keys Apear - Appearance Add a display line for call appearances with symbols being displayed for Incoming Calls, Connected and On Hold. See Call Appearance Keys on page 7. This function does not require any data entered when programmed. However it is normal to enter some text such as a=, b= and so on for each call appearance key. This function cannot be programmed through the phone by the user.
Function Key Programming Function Keys - Page 31 CFrwd - Call Forwarding All (!) Switch call forwarding on/off and set the forwarding number. This function can be programmed with or without a target forwarding number. This function can be programmed through the phone by the user using an Admin key. If programmed with a forwarding number, that number is shown next to CFrwd. Pressing CFrwd switches on forwarding to that number.
Page 32 - Function Key Programming Function Keys CPark - Call Park (!) Park the current call. This function can be programmed with or without data. This function can be programmed through the phone by the user using an Admin key. If programmed with data, the number entered is shown next to the CPark key and is the number assigned to the parked call. If programmed without data, the key displays just CPark. Calls parked using this key are is assigned a number based on the parking extensions number.
Function Key Programming Function Keys - Page 33 CWOn - Call Waiting On Switches call waiting 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. The CWOn key toggles call waiting on/off. When call waiting is on, CWOn is shown with a symbol. When call waiting is on and the extension is on a call, any additional call receives ringing rather than busy tone.
Page 34 - Function Key Programming Function Keys Dirct - Dial Direct Connects a call to the target extension without any ringing. This function requires the target extension number to be entered when programmed. That number is then shown next to Dirct. The target extension must be capable of auto-answering. This function cannot be programmed through the phone by the user.
Function Key Programming Function Keys - Page 35 DPkUp - Directed Call Pickup (!) Answer a call currently ringing at a specified user or group. This function can be programmed with or without a a the target extension or group number. This function can be programmed through the phone by the user using an Admin key. DPkUp key displays that number. When a If programmed with a target number, the call is ringing at that extension or group, press DPkUp to answer (pick up) that call.
Page 36 - Function Key Programming Function Keys FolTo - Follow Me To Forwards calls from this extension to the specified target. This function requires the target extension to be entered when programmed. The extension number is then shown next to FolTo. This function cannot be programmed through the phone by the user. Pressing FolTo sets the extension's Follow Me To number to the specified extension and switches follow me use on. Whilst on, FolTo is shown with a symbol. Press FolTo again to switch off.
Function Key Programming Function Keys - Page 37 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 31 or FwUOn - Forward Unconditional On on page 38 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. Pressing FwdH+ toggles the feature on/off.
Page 38 - Function Key Programming Function Keys 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. Pressing FwNOn toggles the extension's forward on no answer state. When on, 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 36).
Function Key Programming Function Keys - Page 39 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.
Page 40 - Function Key Programming Function Keys 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.
Function Key Programming Function Keys - Page 41 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. Pressing HGOS+ puts the hunt group out of service. Group calls then go to its out of service fallback group if set or, if not answered, to voicemail.
Page 42 - Function Key Programming Function Keys ICSeq - Set Inside Call Sequence Sets the ringing pattern (sequence) used for internal calls. This function is currently not supported on the 5420 telephone. IDial - Dial Intercom The same as IAuto - Automatic Intercom on page 41. This function cannot be programmed through the phone by the user. [User | Digital Telephony | Emulation | Dial Intercom] Inclu - Dial Inclusion Intrudes on a call in progress at the target extension.
Function Key Programming Function Keys - Page 43 Logof - Extn Logout Logs the current user off the extension. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing Logof logs the current user off the extension. A new user must then log on to use the extension or dial *36 to re-associate the extension with its default user.
Page 44 - Function Key Programming Function Keys Park - Park (#) Park calls to and retrieve calls from a specific park slot. This function requires entry of a park slot number when programmed. That number and Park then appears next to the key. This function can be programmed through the phone by the user using an Admin 1 key. The user can use the key to park calls into that park slot and unpark calls from that slot. Parked calls can also be retrieved with the Ride function (see page 48).
Function Key Programming Function Keys - Page 45 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 46 - Function Key Programming Function Keys Prog - Abbreviated Dial Program (!) Select and program numbers against display keys. This function can be programmed through the phone by the user using an key. Admin [User | Digital Telephony | Emulation | Abbreviated Dial Program] See also: • Dial (#)on page 28. • AD - Abbreviated Dial (!) on page 29. Quota - Clear Quota Clears (resets) the time quota for connections to a specified external data service (eg. the internet).
Function Key Programming Function Keys - Page 47 RBak - Cancel Ringback When Free Cancels any set ringback when free function. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. Pressing RBak- switches off any set ring back when free. If the ringback was set using a AutCB key, that key will still appear with a symbol that can be cancelled by pressing the AutCB key again.
Page 48 - Function Key Programming Function Keys Rely- - Relay Off Switch the specified external output relay (1 or 2) off. This function requires the relay switch (1 or 2) on the telephone system to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing Relay switches the specified relay off. [User | Digital Telephony | Advanced | Relay | Relay Off] Resum - Resume Call Resume a call previously suspended into a specified ISDN exchange slot.
Function Key Programming Function Keys - Page 49 RngOf - Ringer Off (!) Switches the phones audible ringer on/off. 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 RngOf key toggles the phones call ringer on/off. When off, RngOf is shown with a symbol.
Page 50 - Function Key Programming Function Keys Steal - Call Steal Take over a call from a specified extension or retrieve a call just transferred or forwarded. This function cannot be programmed through the phone by the user. If a target extension number is entered when this function is programmed, Steal displays that number. Pressing Steal when the target extension has a call will take over the call.
Function Key Programming Function Keys - Page 51 Timer - Timer (!) Starts a timer on the phone's display. 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 timer is reset for each new call made or answered. When timer mode is selected, a is shown next to Timer.
Page 52 - Function Key Programming Function Keys VMCol - Voicemail Collect Accesses a specified voicemail mailbox to collect or leave messages. This function requires entry of the target mailbox name prefixed by either ? to collect messages or # to leave a message. If just ? or # is entered then the calling extension's mailbox is assumed. This function cannot be programmed through the phone by the user. The VMCol key appears followed by the mailbox name.
Introduction System Features - Page 53 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.
Page 54 - Call Waiting System Features 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.
Voicemail System Features - Page 55 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.
Page 56 - EU24 Overview EU24 Expansion Module EU24 Expansion Module EU24 Overview The EU24 Expansion Module is an optional device that can be connected to your 5420 Digital 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.
Using the EU24 Expansion Module EU24 Expansion Module - Page 57 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.
Page 58 - Index Index Abbreviated Dial...................... 29 Program................................ 46 Absent Text............................. 29 Absnt....................................... 29 Account Code Entry................ 29 Acct ......................................... 29 AD 29 AD Suppress........................... 49 Admin...................................... 29 Apear ...................................... 30 Appearance............................. 30 Aquir.................................
Index - Page 59 Logof ....................................... 43 Music....................................... 43 NATime ................................... 43 Night Service........................... 40 No Answer Forward Calls ....................... 38 Time ..................................... 43 Number Follow Me To........................ 36 Forward Number .................. 37 Forward On Busy ................. 36 OCSeq .................................... 43 On Busy Forward Calls .......................
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.