IP Office 3.
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Table Of Contents The Telephone............................................................................................................................ 1 About this Guide.......................................................................................................................................1 Overview ..................................................................................................................................................1 Call Appearance Keys .......................
610 and 5610 User Guide System Features ...................................................................................................................... 35 Introduction ............................................................................................................................................35 Making Calls...........................................................................................................................................35 Answering Calls.......................
The Telephone About this Guide This guide describes how to use all the features on your Avaya IP Office 4610/5610 phone. For basic phone settings and functionality, refer to the relevant Quick Reference Guide for your IP Office phone. Further information about IP Office is available from www.avaya.com/support and also from www.avaya.com/ipoffice/knowledgebase. Overview This guide covers the use of the 4610 and 5610 phones on IP Office.
4610 and 5610 User Guide 2. Message Waiting Lamp: Used as follows: On (Continuous): There are new messages in your voicemail mailbox, or in another mailbox for which you have been configured to receive "Message Waiting Indication". Flashing: The lamp can also be set to flash when the phone receives a call. See Visual Alerting. 3. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features.
The Telephone Call Appearance Keys Normally, the first page of the main call handling screen contains three keys set as 'call appearance' keys. These are allocated to you by your system administrator and are indicated as a=, b= and c=. Your system administrator can allocate a call appearance key with: A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance key on a pre-defined colleague’s phone.
4610 and 5610 User Guide Call Appearance Key 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. To answer the call and put any other current call on hold, press the adjacent .
The Telephone The Display B Phone Locked: Internal calls only. D Call Forwarding On: See Call Forwarding. G In Group: You can enable/disable group membership. H Held Call: Shows the number of held calls. See Hold. N Do Not Disturb On: See Do Not Disturb. 0 Out of Hours: This is displayed if one or more Hunt Groups is in "Out-of-Hours" mode. P Parked Calls: Shows the number of parked calls.
4610 and 5610 User Guide 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 Overview of the Function Keys for details of the System Feature that can only be allocated to you by your system administrator.
Basic Call Handling Features Answering a Call When a call arrives at your phone, you may 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.
4610 and 5610 User Guide Making a Call You can make calls from the phone using a variety of methods as follows: To manually make a call: 1. Dial the required number on the key pad. Remember to include the required access code (for example; 9 for an outside line) and listen to the progress of the call. 2. Adjust the speakerphone volume as necessary. To change the volume, press eight volume levels are displayed. 3. If the call is not answered, press Speaker or press and . The Drop.
Basic Call Handling Features Headset Working When a headset is to be used on your phone, 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: Press next to the flashing bell icon ( ). To clear a headset call: Press Drop. To manually make a call: Dial the number.
4610 and 5610 User Guide Speakerphone The two-way built-in speakerphone allows you to make and answer calls without lifting your handset. Keep in mind that two-way speaker phones may not operate satisfactorily in every environment (such as in very noisy locations) and that they operate best when you speak directly too them. To make or answer a call without lifting the handset, or to use the speakerphone with any feature: 1. Press Speaker. The LED beside the button illuminates. 2.
Basic Call Handling Features Redial The Redial feature automatically redials a previously dialed extension or outside number (up to 24 digits). If you have dialed the same number twice in succession, it will only have one appearance in the redial list. To redial the last number that you dialed: Press Redial. If several numbers are shown, press adjacent to the required number. To change Redial: 1. Press Options and then press Application Options. 2. Press Redial.
4610 and 5610 User Guide Hold If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can then hold the first call and answer the second call. To put an existing call on hold: 1. Press Hold or press with 2. To answer the second call, press connected. against it. with changes to against it. ; showing that the line is on hold. changes to ; showing that the line is To return to the held call: 1.
Basic Call Handling Features Transfer The Transfer feature allows you to transfer a call from your phone to another extension or outside number. To transfer the current call to another extension: 1. With a call in progress, press Transfer. 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, press complete. Transfer again.
4610 and 5610 User Guide Conference The Conference feature allows you to conference other parties (including yourself) into a call. Notes The number of parties allowed in a conference is controlled by your phone system. Two Call Appearance keys are required for the conference feature. To add another party to a call: 1. With a call in progress, press Conference. The existing call is put on hold. 2. Dial the number of the person you want to add to the call. 3. Wait for an answer.
Using Speed Dials Overview of Speed Dials The phone can store up to 48 personal speed dials. Press following: The speed dials are sorted alphabetically. To dial a speed dial number stored, press The or SpDial, to display a screen similar to the adjacent to a name. symbol indicates that there are more pages. To move between pages, press To add a new speed dial, press or . Add. See Adding a New Speed Dial. To display an existing speed dial and edit current settings, press Edit.
4610 and 5610 User Guide Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry. See Saving a Call Log Entry to Your Speed Dial List. 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 To edit a speed dial: 1. Press SpDial and then press Edit. 2. Select the speed dial entry you want to edit. To display different pages of speed dials, press and . 3.
Using Speed Dials Adding a New Speed Dial To add a new speed dial: 1. Press SpDial and then press Add. If a message stating that the speed dial list is full appears, you must first delete an existing entry before adding a new entry. See Deleting a Speed Dial. 2. The cursor, a | symbol, is initially in the empty name field. 3. Begin entering text using the phone 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.
4610 and 5610 User Guide 6. The Number menu is displayed. Enter the required number, including any external line access digit (for example; 9): If you make a mistake, use to move the cursor to the right of the incorrect number and then use Backspace to delete it or press Backspace to delete the last number entered. 7. As you enter Number characters you can use other controls: Moves the cursor right one character. Moves the cursor left one character Clear: Delete the whole name.
Using the Call Log Overview of the Call Log The phone maintains a call log. To access, press Log. 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. A screen similar to the following is displayed: 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.
4610 and 5610 User Guide Accessing the Call Logs To access the call logs: 1. Press Log. 2. The call log always opens in the Missed calls log. Missed: The log of calls that rang your extension but were not answered. This includes calls that were diverted to voicemail or another number after ringing your extension. 4. To select the log required type press either: InAns: The log of incoming calls that were answered. This includes both internal and external calls.
Using the Call Log Making a Call from an Individual Log entry To make a call from an individual log entry: 1. Locate the log entry in which you are interested from 2. Press or Missed, InAns or Outgo. adjacent to the entry. The log entry details are shown. 3. To make the call, press Call. If the number shown is external but does not include the external dialling prefix used by your phone system, go off-hook, dial the prefix and then press Call.
4610 and 5610 User Guide Deleting All Entries from a Log To delete all entries from a log: 1. Press Log. 2. To select the log, press 3. Press Missed, InAns or Outgo. DeleteAll. 4. To delete the log entries, select Delete. or To return to the call log without deleting the log entries, press Cancel. Exiting the Call Logs Press EXIT. 4610 and 5610 User Guide IP Office 3.
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. A single ring followed by two short rings for ringback calls. These options are fixed by the IP Office. You can personalize your phone's ringer sound so that you can recognize it from other ringing phones. To select a personal ring: 1. Press Options. 2. Press and then press Personal Ringing.
4610 and 5610 User Guide Viewing IP Settings Views of phone and system information are available from the IP settings screen. You do not normally need to view this information, however your system administrator may ask you to report certain values from any of the status screens in the event of problems. The status screen data can be viewed, but cannot be changed from your phone. To view IP settings: 1. Press Options and then press 2. There are two pages of display. Press View IP Settings.
Changing Options Display Contrast You can adjust the contrast level on the phone display. You can choose from among fifteen levels of contrast. To adjust the contrast level: 1. Press Options. 2. Press and then press Contrast Control. 3. To adjust the level of contrast, press or . 4. When the contrast is set as required, either: To save and return to the options menu, press To return to the options menu, press Cancel. or Cancel.
4610 and 5610 User Guide Changing Feature Key Labels This feature can be used to edit and change the text label shown next to buttons. To change the feature key labels: 1. Press Options. 2. Press and then press Feature Button Labeling. 3. 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.
Changing Options Displaying Language Selection When the phone 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 Japanese (Katakana characters). Note This does not alter your user language setting on the phone system. To change the language: 1. Press Options. 2.
4610 and 5610 User Guide Phone Screen on Calling This action controls the phone screen display when the phone is answered. When the Phone Screen on Answer? option is set to Yes (the default setting), 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).
Changing Options Visual Alerting When this option is set to No (the default), ringing is the only notification of an incoming call. When set to Yes, your phone rings and your voice message indicator light flashes to alert you to an incoming call. To change Visual Alerting: 1. Press Options and then press 2. Press and then press 3. Press Application Options. Visual Alerting? and toggle between Yes and No. Save.
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 the phone (e.g. SpDial, Option and Log on the Soft Keys) and are always available. Others are system features that can only be programmed by the system administrator for Function Keys.
Function Keys Function Key Programming If any one of the keys on the telephone is programmed with an Admin or Admin 1 feature key, 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.
4610 and 5610 User Guide In addition to the above, there is a key labeled Exlp? This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own. See Shorthand Programming Mode and Longhand Programming Mode respectively. Admin1: The programmable functions available via an Admin1 key.
Function Keys Shorthand Programming Mode 1. Press Admin or Admin 1. See Function Key Programming. 2. The Admin or Admin1 menu is displayed, similar to the following: 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 Mode. Admin1 Page 3. On the Admin pages, press and to move through the list of feature. 4.
4610 and 5610 User Guide Longhand Programming 1. Press Admin or Admin 1. 2. To switch to longhand programming mode, press Expl? 3. Press Next . until the 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 phone keypad. 5. The upper part of the display reverts to showing the functions currently assigned to each . 6. To move between the pages of display keys, press and and .
System Features Introduction As well as your phones specific features, you can access a number of system features by dialling 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 phone network.
4610 and 5610 User Guide Answering Calls To answer calls at your own extension: Pick up the handset. or (in headset mode) Press the button associated with the alerting call. The default ring cadences are: Internal calls - single ring cadence. External calls - double ring cadence. To answer a call at another extension: You can answer from your own phone by using Call Pick-Up; lift your handset and dial: *30 to answer a call ringing anywhere. *31 to answer a call within your group.
System Features Call Forwarding Your calls can be forwarded to another extension or an external number when: You are away from your desk (on no answer). Your extension is busy (on all Call Appearance keys). You are away from the office (e.g. when you are on holiday). or or The following options are available for call forwarding: To set the number to which your calls are forwarded, dial *07*201# (forwarding to 201 in this example). To switch Forward Unconditional On (i.e.
4610 and 5610 User Guide 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. An N is displayed. To switch it off, dial *09. To add a number to the exception list, dial *10*N#. To delete a number from the exception list, dial *11*N#. Note Your callers, other than your exceptions, either hear busy tone or are re-directed to your voicemail.
System Features 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.
Management and Troubleshooting Overview This section provides helpful information for: Testing your phone 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 application (Speed Dial, Call Log, or Web Access).
10 and 5610 User Guide Troubleshooting Chart Phone does not activate when connected for the first time: Unless your system administrator has already initialized your phone, you may experience a delay of several minutes before it becomes operational. Upon plug-in, your phone immediately begins downloading its operational software, IP address, and any special features programmed by your system administrator from the server to which it is connected.
Index Index A about this guide..........................................................1 admin/admin1 ..............................................31, 33, 34 answering calls ....................................................7, 36 B bridged appearance ...................................................3 buttons .......................................................................1 C call appearance keys .............................................3, 4 call coverage appearance.......................
4610 and 5610 User Guide 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.
