IP Office 4620/5620 Phone User Guide Issue 2f (6th December 2005)
Table of Contents The Telephone............................................................................................................................ 4 Overview..................................................................................................................................................... 4 Call Appearance Keys ................................................................................................................................ 6 Call Appearance Keys Icons ...............
Table Of Contents System Features ...................................................................................................................... 29 Introduction............................................................................................................................................... 29 Making Calls ............................................................................................................................................. 29 Answering Calls.......................
The Telephone Overview This guide covers the use of the Avaya 5620 and 4620 telephone on Avaya IP Office telephone system. These two phones are physically similar, the key difference being that the 5620 is only supported on the IP Office where as the 4620 is supported on a range of Avaya phone systems. The diagram below shows the main telephone features.
The Telephone 1. Display and Feature buttons: The Call Appearance Keys allow the user to handle multiple calls with the display showing call information, e.g. the name/phone number, etc. There are four pages in the display; giving up to 24 system features that can be allocated to the function keys. See Call Appearance Keys and Overview of the Function Keys. The information displayed varies according to the active feature. 2. Message waiting lamp: Used as follows; 3.
5620user Call Appearance Keys There are four pages of Call Appearance and Function Keys. You can step through these with the keys. 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 and are 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).
The Telephone 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. • Incoming Call: A symbol next to a call appearance key indicates an incoming call. Pressing the adjacent key answers the call and puts any other current call on hold.
Basic Call Handling Answer Incoming Calls When there is an incoming call, you will hear a ringing tone and a blinking bell icon appears on the associated call appearance screen. To answer an incoming call, do one of the following: Answering the first incoming call 1. Pick up the handset or press the button to use the speakerphone. Answering waiting calls 1.
Basic Call Handling 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 Headset. The lamp beside the button is illuminated when 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: 1. Press Drop. To manually make a call: 1.
5620user Speakerphone The two-way built-in speakerphone 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). Using the speakerphone with any feature: 1. Press . 2. Make or answer the call, or access the selected feature. 3. Adjust the speakerphone volume if necessary. and buttons. The display bar at the top of the display 4.
Basic Call Handling Hold The Hold feature puts a call on hold until you retrieve it. Placing a call on hold Hold. 1. Press the 2. The line display area changes to white text with a dark gray background, and the displays. hold icon Retrieving the held call 1. Press the corresponding Hold. Line/Feature button on which the call is being held, or press the 2. The call is now active. Speed Dial The Speed Dial feature allows the phone to dial numbers stored in your personal directory (maximum of 104).
5620user Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number. Transferring a call to another telephone 1. With the call active (or with only one held call and no active calls), press the 2. The call is placed on hold; the Transfer. Hold icon displays and you hear a 3. dial tone while the next available line activates. 4. Dial the number to which you want to transfer the call. Transfer again and proceed to Step 6. If 5.
Speed Dials Overview of Speed Dials The phone can store up to 108 personal speed dials, accessed by selecting SpDial on the display. • The speed dials are sorted alphabetically. • Pressing the name. • The symbol indicates that there are more pages. You can more between pages using the Page Left and Page Right keys. or key adjacent to an name, dials the speed dial number stored with that Add allows you to add a new speed dial. You can also press Pressing speed dial to edit its current settings.
5620user Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry. See To Turn a Log Entry into a Speed Dial . This process will start the normal speed entry screen but pre-filled with the name and number from the call log entry. Editing a Speed Dial 1. Press • SpDial to display the speed dial directory. If SpDial is not shown, you may have to press function. Phone Exit to exit the current screen 2. The symbol is shown if there is more than one page of speed dials.
Speed Dials Adding a New Speed Dial 1. Press • 2. Press SpDial to display the speed dial directory. If SpDial is not shown, you may have to press function. Phone Exit to exit the current screen Add. 3. The cursor, a | symbol, in initially in the empty name field. You can move between Name and Number entry by pressing the adjacent key. 4. Begin entering text using the telephone keypad. Each key is marked with the letters it provides.
Using the Call Log Overview of the Call Log The phone 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 each 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. • The date of the call if prior to the current day.
Using the Call Log To Access the Call Logs 1. Press the • key under Log. If Log is not shown, you may have to press function. Phone Exit to exit the current screen 2. The call log always opens in the Missed calls log. 3. To select the log required press the key under Missed, InAns or Outgo. • Missed: The log of missed calls, ie. those that rang your extension but were not answered. This includes calls that were diverted to voicemail or another number after ringing your extension.
5620user Making Calls from the Call Log 1. Locate the log entry in which you are interested from or 2. Press the Missed, InAns or Outgo. key adjacent to the entry. 3. The log entry details are shown. Call make the call. If the number shown is external but doesn't include the external dialing 4. Press prefix used by your telephone system, go off-hook, dial the prefix and then press Call. To Turn a Log Entry into a Speed Dial 1. Locate the log entry and press the or key adjacent to it. Add to SD.
Changing Options Personal Ringing 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.
5620user Contrast Control On first-time startup, the phone's display area contrast is set to a mid-level. Should you need to adjust it to better suit your work environment and lighting, 15 contrast levels are available. NOTE: 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 Option) and then select Contrast Control.
Changing Options Feature Button Labeling This feature can be used can be used to edit and change the text label shown next to buttons. 1. Press Options. Press and then Feature Button Labeling. 2. Select from: • Relabel feature buttons: proceed from next step: • View Default labels • Restore default labels: restores any previously renamed feature labels to their default state. 3. Select the function key whose label you wish to change.
5620user Display Language Selection Non-English speaking users can change the user interface language displayed on their phone. Language options are: • English, Français, Italiano, Japanese (Katakana characters), Español, Deutsche, Nederlands, Português. Note: This does not alter your user language setting on the telephone system. 1. Press Option, and Language. A menu listing the available languages appears. or key next to the language required. You are asked in the original language “Are 2.
Changing Options 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 appears in the display area 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).
5620user 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 Option and select Application Options. 2. Select Display Call Timers.
Function Keys Overview of the Function Keys Both , 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, for example SpDial, Log and Option which are always available. Others are system features that can only be programmed by the System Administrator for Function Keys. See Function Key Programming.
5620user 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 from Admin and Admin1. For full details of how each function works see System Features.
Function Keys Shorthand Programming Mode 1. Press Admin or Admin 1. See Display Key Programming. 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. Admin1 Page 3. On the Admin pages, use the and keys to move through the list of feature. 4.
5620user Longhand Programming Mode 1. Press Admin or to switch to longhand programming mode. 2. Pressing Expl? 3. Press Next Admin 1. See Display Key Programming. . until the required function required is shown, then press Selct . 4. If the function requires some data to be entered, [ is shown at the bottom of the display. Enter the data using the normal telephone keypad. and 5. The upper part of the display reverts to showing the functions currently assigned to each key. 6.
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.
5620user 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.
System Features Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list: To switch Do Not Disturb on/off (with or without exceptions): • Dial *08 and to switch it off dial *09 or Dial *10*N# to add a number to the exception list. or • Dial *11*N# to delete a number from the exception list. Note: Your callers, other than your exceptions, either hear busy tone or are re-directed to your voicemail.
5620user Default Feature Codes The following are the normal default feature codes available to all users. Your System Administrator may add additional codes for other features and for speed dials. The N where shown, should be replaced by the appropriate number. For example, with *07*N#, replace N with the extension to which you want your calls forwarded when you have forwarding switched on.
Web Browsing Overview of 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). The phone supports WML1.2. If your telephone system has been setup with a default WAP website, the phone will display Web. Pressing this key will display your systems default WAP website. The links and services on this site will control the WAP website and services you can access.
5620user Web Navigation Controls Having pressed display Web to access your default WAP website, the phone 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.
Web Browsing 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 selected option appears as . key. The • [] : Text Entry Fields These normally appear as [Enter text here] or pre-filled with some data.
Management and Troubleshooting Overview 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. • Application-specific troubleshooting; this chart describes problems and solutions specific to phone applications; Speed Dial, Call Log, or Web Access.
Management and Troubleshooting Troubleshooting • Phone does not activate when connected for the first time: Unless your System Administrator has already initialized your telephone, you may experience a delay of several minutes before it becomes operational. Upon plug-in, your telephone 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.
5620user SPEED DIAL APPLICATION: • 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 maximum allowed. You must delete at least one entry before adding a new entry.
Index 0 07*N 32 1 10*N 32 11*N 32 12*N 30, 32 13*N 30, 32 14*N 30, 32 2 20*N 32 201 forwarding 30 21 Function Keys 6 remaining 6 21*N 32 3 30 includes 16 32*N 32 33*N 32 35*N 32 36*N 32 37*N 32 38*N 32 4 45*N 32 5 53*N 32 57*N 32 7 70*N 32 71*N 32 A Abbreviated Dial 6, 26 Abbreviated Dial Program 26 Access 4, 9, 13, 17, 33 Call Log 9, 17 External WAP Websites 33 Speaker 4 Speed Dial Directory/Dialing 13 Speed Dial List 9 Account Code Entry 26 Acct 26 AD 26 AD Suppress 26 Adding 13, 14, 15 New Speed D
5620user System Administrator 25 E Editing 13, 14 Speed Dial 14 Email 31 Ending 10 speakerphone 10 English 22 Enhanced Dialing 37 Enter 33, 35 Data 35 URL 33 Error/informational 37 shows 37 Español 22 Except 23 Web Access application 23 EXIT 18 Call Logs 18 Exlp 26 Expl 27, 28 Pressing 27, 28 Extension 20 External WAP Websites 33 Accessing 33 Extn Login 32 Extn Logout 32 F Failed 36 Fast 24 Feature 4 Feature Button Labeling 21 FEATURE ON BUTTON 27, 28 File Server 19 Follow Me Here 32 Follow Me Here Cancel
Index Press Next 28 Press Option 19 Press Phone Exit 18, 33 Press Redial 9, 11, 23 Press Repla 27, 28 Press SpDial 13, 14, 15 Press Transfer 12 Pressing 11, 12, 13, 19, 20, 27, 28, 29, 37 Add 13 Call Appearance/Featu re button 12 Cancel 20 Conference button 12 Drop button 12 Expl 27, 28 Hash 20 Hold 11 RBak 29 Save 19, 20 SpDial softkey 11 Transfer 12 Web 37 Proceed 12 Step 12 Prog 26 Programming 25 Your Own Features 25 Q QoS 19 R Radio Buttons 35 RBak 29 press 29 Redial 4, 11 Redials 4, 11 Refer 6 IP Off
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