DEFINITY® 4624 IP Telephone Release 1 User’s Guide 555-233-776 Issue 1 Comcode 700206436 July 2001
Copyright and Legal Notices Copyright 2001, Avaya, Inc. All Rights Reserved Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change. Avaya Web Page The World Wide Web home page for Avaya is: http://www.avaya.
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Contents About This Document ■ ■ ■ ■ ■ ■ xi Purpose Intended Audience Issue Date How to Use This Document Document Organization Conventions Used Symbolic Conventions Typographic Conventions ■ Related Documentation/Training xi xi xi xi xii xiii xiii xiii xiii Chapter 1 - 4624 IP Telephone Description 1-1 ■ Introduction ■ The 4624 IP Phone Chapter 2 - Using Programmable Buttons ■ Introduction ■ Programmable Line/Feature Buttons ■ IP Telephone Features Available on Programmable Line/Feature Buttons Ch
Contents Chapter 4 - Call Handling Features ■ Introduction ■ Conference Adding another party to a call Adding a held call to the current call Dropping the last person added to the conference call ■ Hold Placing a call on hold Returning to the held call ■ Mute Preventing the other person on the line from hearing you ■ Redial Redialing the last number called ■ Speakerphone Placing a call without lifting the handset or using the Speakerphone with any feature Changing from the speakerphone to the handset Turni
Contents ■ Button View Viewing the feature programmed on a Line/Feature button ■ Call Display ■ Call Forwarding Temporarily sending your calls to another phone Canceling Call Forwarding ■ Call Park Parking a call at your extension Retrieving a parked call from another extension ■ Call Pickup and Directed Call Pickup Answering a call placed to someone in your pickup group (when your phone is idle) Picking up a call for someone in your office using Directed Call Pickup ■ Consult ■ Directory Using the Directo
Contents ■ ■ ■ ■ ■ ■ ■ ■ ■ Programming or re-programming a single Abbreviated Dialing button on a Line/Feature button Programming or re-programming a single Abbreviated Dialing button on a softkey Release Ringer Off Turning the ringer off Turning the ringer back on Self-Administration Administering any of the above features on your telephone’s available buttons Send All Calls Sending all calls (except priority calls) immediately to a coverage extension Canceling send all calls Stored Number (View) Vi
Contents Chapter 7 - IP Telephone Management Features ■ Introduction ■ Interpreting Ringer Tones ■ Personalizing Your Telephone’s Ringing Pattern Selecting a personalized ringing pattern ■ Interpreting Indicator Lights ■ Testing Your Phone Testing the telephone’s lights and display Chapter 8 - Using a Headset or Specialized Handset ■ Introduction ■ IP Telephone-Compatible Headsets Operating a Headset ■ IP Telephone-Compatible Specialized Handsets Chapter 9 - Troubleshooting ■ Introduction ■ Basic Trouble
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About This Document Purpose The DEFINITY® 4624 IP Telephone User’s Guide describes the 4624 IP Telephone’s operation and functionality. Intended Audience This document is intended for IP telephone users who have a 4624 IP Telephone at their desks. It is not intended to be a technical reference guide for System Administrators or phone technicians. Issue Date This document was issued for the first time in July, 2001.
About This Document Document Organization This guide contains the following chapters: xii Chapter 1, 4624 IP Telephone Description Describes each element on the face of the telephone. Chapter 2, Using Programmable Buttons Explains how to program certain Line/Feature buttons for additional functionality. Chapter 3, Using the Display Screen Describes display modes, display feature menus and softkey navigation.
Conventions Used Conventions Used This guide uses the following textual, symbolic, and typographic conventions to help you interpret information. Symbolic Conventions This symbol precedes additional information about a topic. NOTE: Typographic Conventions This guide uses the following typographic conventions: “italics” Italic type enclosed within quotation marks indicates a document or section in this document containing additional information about a topic.
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4624 IP Telephone Description 1 Introduction This chapter introduces you to the layout of the 4624 IP Telephone. It provides a description for each functional button and other phone characteristics. The 4624 IP Phone The 4624 IP telephone is a multi-line phone with 24 line/feature buttons, 6 dedicated feature buttons, a 2-line by 24 character display area, 4 programmable "softkeys" and a full-duplex, two-way speakerphone.
Match the numbered callouts on the 4624 IP Telephone illustration to the descriptions below. 1. Display - The display screen has two lines of 24 characters each. During phone usage, the top line shows the name/phone number you are calling or the name/phone number of the person calling you; while idle, it displays the current date and time.
The 4624 IP Phone 13. Volume Control - Adjust the speaker, handset or ringer volume, depending on which item is in use. 14. Hold - Red button used to place a call on hold.
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Using Programmable Buttons 2 Introduction Your 4624 IP Telephone has 24 Line/Feature buttons, some of which are dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can be programmed by your Telephone System Administrator to provide additional phone functionality. Programmable Line/Feature Buttons Line buttons available for incoming/outgoing calls are usually the first several buttons on the left-most button column.
IP Telephone Features Available on Programmable Line/Feature Buttons Regardless of whether a specific feature is available on a Line/Feature button, a Display Menu or Access Code, you can find procedures for all 4624 IP Telephone features in Chapter 5, “IP Telephone Features.
Using the Display Screen 3 Introduction The 4624 IP Telephone has a two-line by twenty-four character display (screen) area, four display control buttons (Menu, Left Arrow, Right Arrow and Exit) and four unlabeled "softkeys," all located at the top third of the phone. These items work in conjunction with each other, to allow you to select and activate certain telephone features or options.
Lower Display Line Line/Feature Button Information The 4624 IP Telephone has 24 Line/Feature buttons (also called call appearance buttons).
Display Menu Mode below the display. Check with your System Administrator to find out if different softkey features have been substituted for any of those shown on the menus above. Chapter 5, “IP Telephone Features,” provides information on these alternative softkey features. Navigating Display Menus The illustration below shows the Display Control buttons, located to the right of the Display screen. To move forward and back between each feature menu, use the Arrow buttons below the Menu button.
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Call Handling Features 4 Introduction Call-handling features are those you would use while a call is in progress or while making a call. They are those features which have a dedicated phone button, such as: ■ Conference ■ Hold ■ Redial ■ Speaker ■ Transfer ■ Mute Each of the above features is described in detail in this section. Conference The Conference feature allows you to conference up to the maximum number of parties set by your System Administrator. Adding another party to a call 1.
Adding a held call to the current call 1. Press Conf. The current line and the held line lights flutter. 2. Press the line button of the held call. 3. Press Conf again. All parties are now connected. Dropping the last person added to the conference call 1. Press the Menu button, then press the softkey below the "Drop" display prompt, or Press the Line/Feature button your System Administrator has designated as the "Drop" button. The last party connected to the conference call is dropped from the call.
Mute 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 1. Press Mute. The other party cannot hear you. The light above the Spkr button blinks when Mute is active. 2. To reinstate two-way conversation, press Mute again.
Placing a call without lifting the handset or using the Speakerphone with any feature 1. Press Spkr. The Speaker/Mute indicator above the Speaker button lights and voice control is handled by the speaker. 2. Place or answer the call, or access the selected feature. 3. Adjust the speaker volume if needed by pressing the Volume Control button until you reach the desired volume level. As you press the Volume Control button, the display screen shows the volume level, preceded by a bell symbol.
Transfer Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number. Sending a call to another telephone 1. With the call active (or with only one held call and no active calls), press Trnsfr. The call is placed on hold and its associated indicator light blinks; you hear a dial tone and the next available line activates. 2. Dial the number to which you want to transfer the call. 3.
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IP Telephone Features 5 Introduction This chapter contains procedures for using each of the DEFINITY® phone features. Depending on how your 4624 IP Telephone was set up by your System Administrator, you can access some or all of the features discussed in this chapter using Line/Feature buttons, display menus or Access Codes. We cover feature access methods in the next section.
Feature List The following DEFINITY® features are described in alphabetic order in this chapter: Table 5-1.
Abbreviated Dialing (AD) Abbreviated Dialing (AD) The Abbreviated Dialing (AD) feature lets you press a Line/Feature button to automatically dial a stored telephone number, inside extension or Feature Access Code. To find the AD buttons on your phone use Button View on your softkey menu (select BtnVu from the display menu, then press the Line/Feature button you want to check). If available on your phone, you may also use the Stored Number feature to review your AD numbers.
2. Hang up. You hear a priority ring when both your phone and the number you called are available. The display shows the message "Callback." 3. When you hear the priority ring, lift the handset. Your call proceeds as originally dialed. NOTE: Automatic Callback cancels (automatically) after 30 minutes. Canceling Automatic Callback With the handset on-hook, press the Menu button, then press the softkey below AutCB again.
Call Display Call Display The Call Display feature initiates a call to the phone extension or number shown on the display screen. The number displayed could be from a Leave Word Calling (LWC) message, or a number you retrieved using the directory feature. Call Forwarding The Call Forwarding feature lets you redirect all calls to your phone to another extension or an outside number.
Call Park The Call Park feature lets you place a call on hold at your telephone for retrieval at any extension. Parking a call at your extension If your System Administrator has programmed one of the Line/Feature buttons to represent Call Park, press that button to initiate Call Park, or Press Trnsfr and dial the Call Park Access Code, then press Trnsfr again. The call is parked at your extension. Retrieving a parked call from another extension 1.
Consult Picking up a call for someone in your office using Directed Call Pickup 1. If your System Administrator has programmed one of the Line/Feature buttons to represent Directed Call Pickup, press that button, or Dial the Directed Call Pickup Access Code. 2. Dial the extension for which you want to pick up a call. The extension called stops ringing and you are connected to the call for pickup.
4. To search for a new directory name, repeat the procedure from Step 1, or To exit the directory, press the Exit display control button. Calling the person whose name is displayed 1. Pick up the handset (or leave it on-hook to use the speakerphone if you have a Call Disp button). 2. With the person’s name and extension displayed, press the Call Disp Line/Feature button, or If you do not have a Call Disp button, press Exit and dial the extension using the dial pad.
Headset On/Off Headset On/Off The Headset On/Off feature allows headset usage to be activated or deactivated using a Line/Feature button. When this feature is active, the green indicator light corresponding to the button administered signifies the headset is off-hook; when the indicator is not lit, it signifies on-hook headset status. Inspect The Inspect feature provides call-related information for an incoming or held call when you are active on another call. Using the Inspect feature 1.
Internal Auto Answer (Hands Free Answer) The Internal Auto Answer (or Hands-Free Answer on Intercom) feature lets your Speakerphone-equipped telephone automatically go off-hook to answer internal calls. Answering internal calls automatically 1. Press Menu, then press the softkey below HFAns, or If your System Administrator has programmed one of the Line/Feature buttons to represent Internal Auto Answer, press that button to initiate this feature.
Leave Word Calling Leaving a message after dialing an extension (in response to a busy or coverage tone, no answer or Hold status) 1. If your System Administrator has programmed one of the Line/Feature buttons to represent Leave Word Calling, press that button to initiate leave word calling, or Press Menu, then press the softkey below LWC. The Speaker indicator light activates. 2. Hang up. The Message Indicator light at the extension called goes on. Leaving a message without ringing an extension 1.
Pause (During Abbreviated Dialing) The Pause feature allows a pause to be programmed into an Abbreviated Dialing entry when setting up an abbreviated dialing number or list. Priority Calling The Priority Calling feature lets you place an internal call with a distinctive ring (usually a 3-burst ring) to indicate your call needs immediate attention. Placing a priority call 1.
Program Abbreviated Dialing Program Abbreviated Dialing To be programmable for abbreviated dialing, a Line/Feature button or softkey must be administered for the Abbreviated Dialing feature. Note that two separate procedures follow for programming Abbreviated Dialing numbers — one for programming Line/Feature buttons for abbreviated dialing, and one for programming softkeys for abbreviated dialing.
6. Record the number, code or other identification on the label next to the AD button. 7. Repeat Steps 1 through 6 to program additional AD numbers on Line/Feature buttons. 8. To end programming, hang up by pressing the Spkr button or lifting and replacing the handset. Programming or re-programming a single Abbreviated Dialing button on a softkey NOTE: If you make a mistake while programming, you CANNOT move back a space to erase it.
Release NOTE: Your phone display may allow you to use softkeys to add special functions such as a pause, a mark or a wait into your AD number. If so, they can be accessed during programming via the Menu button and inserted into the number being programmed. 6. Press the # button to save the number or code. A three-beep confirmation tone indicates the AD number has been stored and the message "Number saved" displays for one second; then the message "Change label? Yes=1 No=2" displays. 7.
Ringer Off The Ringer Off feature stops your phone from ringing. Use this feature when you don’t want to be disturbed. When your ringer is set to off, the Line indicator lights and the display alerts you to incoming calls. Your phone also gives one short ring burst to indicate an incoming call. Turning the ringer off Press Menu, then press the softkey below RngOf. Turning the ringer back on Press Menu, then press the softkey below RngOf.
Self-Administration Administering any of the above features on your telephone’s available buttons To perform this procedure, your telephone must be idle, without any active or held calls. 1. Press the Menu button, and use the Right Arrow button to scroll through the display until the Admin option appears. 2. Press the softkey below Admin. 3. If necessary, enter your security code using the telephone dial pad, then press the softkey below Done.
5. Press the softkey below the feature you want to place on (or remove from) an available Feature button, for example, SAC to add or remove send all calls. Selecting certain features may prompt you to enter a number such as a telephone number, extension or trunk code to be associated with the button you select in the next step.
Send All Calls Send All Calls The Send All Calls feature lets you temporarily send your calls to the extension of a person designated by the System Administrator to answer them when you cannot. Sending all calls (except priority calls) immediately to a coverage extension Your Telephone System Administrator must provide a coverage path before you can use this feature.
Stored Number (View) The Stored Number feature lets you display: ■ The numbers stored in Abbreviated Dialing (AD) locations ■ The number you last dialed Viewing either the last number dialed or a number stored on an AD button 1. If one has been programmed by your System Administrator, press the View Line/Feature button. 2. To view the last number dialed, press Redial, or To view the number stored on an Abbreviated Dialing button, press the applicable AD Line/Feature button.
Whisper Page (Activate) Whisper Page (Activate) The Whisper Page feature lets you make an announcement to a person at another extension who is currently on a call; only the person being paged hears the announcement. NOTE: If you have a headset other than those recommended (see Chapter 8) or a base unit/adaptor other than the M12LU Modular Base Unit plugged into your 4624 telephone, the Whisper Page announcement may be overheard by the other person on the call.
Answering a Whisper Page call 1. When you hear the Whisper Page beep while on a call, press the button your System Administrator has designated for Whisper Page Answer. Your current call is placed on hold to allow you to speak with the person who paged you. The party on hold cannot hear your conversation. 2. When you finish speaking with the person who paged you, remove the original call from Hold and resume your conversation.
Retrieving Voice Messages 6 Message Retrieval Your message indicator lights when a caller has left you a message. Because voice mail systems are administered differently among customers, check your office procedures for message retrieval. For example, some telephone users may be authorized to retrieve messages for other telephones not equipped with a display.
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IP Telephone Management Features 7 Introduction This chapter explains how to interpret both the different ringer tones you hear and the telephone’s indicator lights. Also covered are testing your telephone to be sure it is operating properly, and personalizing your phone’s ringing pattern. Interpreting Ringer Tones As you become more familiar with your IP Telephone, you will recognize the various tones you hear in response to an incoming call or while using the handset.
Feedback (Handset) Tones Meaning Busy --- --- --- Low-pitched, rapid tone (repeated 60 times per minute), signifying the number dialed is in use. Call Waiting Ringback Tone ---_ A ringback tone with lower-pitched signal at the end; indicates the extension called is busy and the called party has been given a call waiting tone. If you hear this tone, you may want to activate Automatic Callback.
Personalizing Your Telephone’s Ringing Pattern Personalizing Your Telephone’s Ringing Pattern The Select Ring feature lets you choose your own personalized ringing pattern from among eight different patterns. Selecting a personalized ringing pattern 1. With the phone on-hook, press Conf. The current ringing pattern sounds and repeats every three seconds. 2. Continue to press (and then release) Conf to cycle through each of the eight ring patterns. 3.
Testing Your Phone The Test feature lets you verify that your telephone’s lights and display are operating properly. Testing the telephone’s lights and display 1. With the phone idle, press and hold Trnsfr. The Line/Feature indicators light and the display lines each show 24 shaded blocks, representing the 24 characters available on each line. 2. To end the test, release the Trnsfr button. The lights and display return to normal operation.
Using a Headset or Specialized Handset 8 Introduction This chapter describes the headsets and specialized handsets that are compatible with your IP telephone. How to operate a headset is also covered.
Operating a Headset Headset operation must be administered by your System Administrator and requires either an M12LU Modular Base Unit (PEC 3124-022) or a 3124-HIC: Attenuation (headset adapter) Cord (PEC 3124-HIC). For the latest list of compatible headsets and adapters, or for ordering information, access "Products and Services" at www.avayadirect.com.
Troubleshooting 9 Introduction The DEFINITY 4600-Series IP Telephones are relatively trouble-free. The Basic Troubleshooting chart provides the most common problems an end user might encounter. The remaining pages in this chapter provide procedures for resetting or power-cycling your phone, when Basic Troubleshooting does not resolve the problem. For all other IP Telephone questions or problems, contact your Telephone System Administrator.
Characters do not appear on the Display screen See "Phone does not activate after connecting it the first time" above. Check the power source to be sure your telephone is receiving power. Check all lines into the phone to be sure it is properly connected. Perform the Test procedure: with the telephone idle, press and hold the Trnsfr button; the line/feature indicators should light and the display should show all shaded blocks. Release the Trnsfr button to end the test.
Basic Troubleshooting Echo, noise or static when using a headset; handset operation works properly Check the headset connection. Phone does not ring If you have a 4612 or 4624 IP Telephone, use the Menu to access the RngOf (Ringer Off) feature; if a carat (downward triangle) appears above that feature, your phone is set to not ring. To correct, press the softkey below RngOf; when the carat does not display, your ringer is active.
Resetting and Power Cycling the IP Telephone Reset your IP Telephone when other Troubleshooting suggestions do not correct the problem. Use a Power Cycle with the approval of your System Administrator only when a reset does not resolve the problem. Resetting your phone This basic reset procedure should resolve most problems. 1. Press Hold. 2. Using the dial pad, press the following keys in sequence: 73738# The display shows the message "Reset values? * = no # = yes." 3.
Resetting and Power Cycling the IP Telephone Power cycling the phone Use the power cycle with your System Administrator’s approval only if the basic or programmed reset procedure cannot be performed or does not correct the problem: 1. Unplug the phone and plug it back in. The phone connection is re-established. 2. If power-cycling does not correct the problem, your System Administrator can perform a more severe power cycle routine by unplugging both the phone and the Ethernet cables.
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