IP Office 4400, 4600, 6400 & TransTalk MDW 9040 Telephones 40DHB0002USAL - Issue 6 (04/25/2003)
Introduction Page ii Contents Introduction .............................. 3 4400, 4600 and 6400 Telephones ............... 3 TransTalk® MDW 9040 ................................ 3 Phone Key Symbols..................................... 4 The Display .................................................. 5 Making Calls ............................. 6 Make a Call .................................................. 6 Using the Directory ...................................... 6 Redial..............................
Introduction Page 3 Introduction 4400, 4600 and 6400 Telephones This guide covers the use of 4400, 4600 and 6400 series telephones on IP Office telephone systems. Note that this guide assumes that the phone you are using has its default settings. Be aware that the System Administrator can reprogram the system and/or individual extensions to offer different sets of features. If in doubt please contact your System Administrator.
Introduction Page 4 Phone Key Symbols Your phone may use either text or icon markings for some keys. • • • Spkr: The light above the key is lit when working handsfree. See "Handsfree Operation" on page 11. Mute: The light above the key is lit or blinking when using mute. See "Mute a Call" on page 12. Hold: See "Holding Calls" on page 17. • Redial: See "Redial" on page 7. • Trnsfr: See "Transfer a Call" on page 17. • Conf: See "Conferencing Calls" on page 13.
Introduction Page 5 The Display B • D • G • H • N • P • U • V • 01 • DISC • CONN • CONF • PAGE • • • • • • Phone locked: Internal calls only, see "Lock/Unlock the Phone" on page 20. Call Forwarding On: See "Call " on page 14. In Group: Held Call: Shows the number of held calls, see "Holding Calls" on page 17. Do Not Disturb On: See "Send All Calls (Do Not Disturb)" on page 15. Parked Calls: Shows the number of parked calls, see Parking Calls on page 16.
Making Calls Page 6 Making Calls Make a Call All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset. On some models this facility is only one-way so you must use the handset to be heard once the call is connected To make a call: 1. Dial the number you require. • If ENTER ACCOUNT appears then you are required to enter an account code before making calls, see page 11. 2.
Making Calls Page 7 Redial The phone stores a record of the numbers that you have dialed. You can display and select a number from that record. 4406D+, 4606D+ and TransTalk® MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is used. To redial a number dialed: . 1. Press Redial 2. The display shows numbers that you have recently dialed. 3. Use the and keys to move through the stored numbers. 4.
Making Calls Page 8 Arrange a Callback If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extension is next used you phone will ring and when you answer the extension is rung. To set a callback during a call: 1. If when you make a call you are not answered or the station is busy, press Menu . 2. Using the and keys, display and select AutCB (This feature can also be set under a DSS key, see page 22). 3.
Answering Calls Page 9 Answering Calls Answer a Call To answer a call: 1. Your display will show whatever information the system has about the calling party. 2. Press Spkr to answer handsfree or pickup the handset. Internal Auto-Answer Internal auto-answer connects your internal calls after just one ring. This feature also applies when a user is in Headset Mode (See Using Headsets on Page 19). TransTalk® MDW 9040 users do not have access to Internal Auto Answer. To set/cancel internal auto-answer: . 1.
Answering Calls Page 10 Answering a Message Indicator If another extension has left you a message or you have voicemail, then your lamp is lit. Note: If you have voicemail ringback switched on, then whenever you have new messages the voicemail system will ring you after you use the phone. 4406D+, 4606D+ and TransTalk® MDW 9040 sets can access their Voicemail Messages by using the shortcode for Voicemail Collect.
Other Call Controls Page 11 Other Call Controls Account Codes You can enter an account code during a call. Some extension may also be required to enter an account code before making a call. 4406D+, 4606D+ and TransTalk® MDW 9040 users must enter the account code via a short code. Contact your system administrator for the appropriate short code. Note: A list of valid account codes is stored on the system. Contact you System Administrator for a list of account codes which you should use.
Other Call Controls Page 12 Drop a Call You can use this function to disconnect a caller. This feature can also be used with conferencing - See "Conferencing Calls" on page 13. 4406D+ and 4606D+ sets should have a Drop button programmed on the phone. Contact your system administrator to do this. To drop a call:. . 1. Press Menu 2. Select Drop (This feature can also be set under a DSS key, see page 22). or 1. Press Menu twice. 2. Select Func and then select Drop.
Other Call Controls Page 13 Conferencing Calls The number of callers that you can have in a conference depends on the telephone system. Contact your System Administrator for details. Note that 4600 series telephones cannot add callers to a conference when working handsfree. They can return to handsfree once they have completed adding a call to the conference. To add another caller to a call or conference: . 1. During the existing call or conference, press Conf 2. Dial the other party.
Diverting Calls Page 14 Diverting Calls Switch Divert On 4406D+, 4606D+ and TransTalk® MDW 9040 users must use shortcodes to activate these features. To set the divert all calls (unconditional) number and modes: twice. 1. Press Menu 2. Press and select ProgA. 3. Select Divrt . 4. Set the required divert number. Use the left-hand display key to backspace. When you have activated CFrwd (see below), the extension number is automatically filled in with the call forwarding number. Select Next. 5.
Diverting Calls Page 15 Send All Calls (Do Not Disturb) When on, all your callers either hear busy tone or are diverted to voicemail if installed. The System Administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb. 4406D+and 4606D+ users can activate this feature via a short code or programmed button. TransTalk® MDW 9040 users activate this via a short code. To switch send all calls on/off: . 1. Press Menu 2.
Hold, Park & Transfer Page 16 Hold, Park & Transfer Parking Calls You can park a call or several calls. You are then free to make and receive other calls. You can also arrange for the parked call to be retrieved by another extension. Note that the system only allows calls to be parked for a short while before reconnecting them, the default setting is 5 minutes. When you park a call it is given number based on your extension number followed by 0.
Hold, Park & Transfer Page 17 Holding Calls The system automatically reconnects held calls after a set period, the default setting is 2 minutes. To display held calls: 1. An H on your display indicates that you have a held call. 2. Press Menu twice. 3. Select HC&P (held, conference and parked). 4. The above Helds indicates that there are held calls. Select Helds. 5. If you have several held calls you can use the and keys to the details of the different held calls. • To clear a held call: Select Drop.
Phone Controls Page 18 Phone Controls Labeling Softkey Functions You can rename the softkey functions that appear when you press Menu . Note that this doesn't affect the function names shown when you select Prog or Admin. 4406D+, 4606D+ and TransTalk® MDW 9040 users do not have access to this feature. To relabel softkey functions: . 1. Press Menu 2. Using the and keys, display and then select Prog (This feature can also be set under a DSS key, see page 22). 3.
Phone Controls Page 19 Display Call Information You can display information about which number another extension is calling. To display call information: twice. 1. Press Menu 2. Select Call. 3. Enter the extension or group number (use the top-left display key to backspace). 4. Press and select Listen. . 5. Press Exit Changing the Volume You can alter the volume of the handsfree speaker, the handset speaker and the ringer. To change the ringer volume: 1.
Phone Controls Page 20 Hot Desking Hot desking is the ability to log on at any phone on the system and have that phone adopt your user settings until you log off. You cannot use hot desking unless the System Administrator has allocated you as a hot desking user. Note that this is only available when you have a defined password. To Log On: 1. Press Menu twice. 2. Press and then select Hdesk. 3. Select LogOn. 4. Enter your extension number and then select Next. 5. Enter your password and then select Done.
Phone Controls Page 21 Change the Login Code This changes the user's Login Code, used for functions such as Hot Desking (see "Hot Desking" on page 20). To set your phone password: twice. 1. Press Menu 2. Press and select ProgA. 3. Select Pswd. 4. Enter the existing password if requested and press Done. 5. Enter the new password and then press Done. 6. Press Exit . Change the Extension Name This changes the full name stored by the telephone system.
DSS Key Functions Page 22 DSS Key Functions Overview You can program many of the phone’s functions to a DSS key. You can also program dialing digits or user, group and park slot numbers. • 4406D+, 4606D+ and TransTalk® MDW 9040 Telephone: The DSS keys on the 4406D+, 4606D+ and TransTalk® MDW 9040 can only be programmed through the Manager Application. Contact your System Administrator. • 4450 DSS module The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected.
DSS Key Functions Page 23 Storing User, Park Slot and Queue Numbers The following functions provide both number storage plus additional functions and DSS key lamp usage. To store user, park slot and queue numbers under a DSS key:. twice. 1. Press Menu 2. Press and select ProgA. 3. Press and select DSS. 4. The options shown are Park, User, Group and Dial. • Park: Monitor a call park slot by entering the slot number (the extension number followed by a single digit).
DSS Key Functions Page 24 Programming Functions Against DSS Keys Any of the functions normally accessed by pressing Menu can also be programmed under a DSS key. This allows faster access to the function. To add a function to a DSS key: 1. Press Menu . 2. Using the and keys, display and then select Admin Use the and keys to display the function you want and then press the key below that function. Selecting Expl? explains the function names.
DSS Key Functions Page 25 Functions The following can be programmed under a DSS key via the Prog or Admin softkeys: • Dir: A Directory button • Drop: A Drop button • Hfans: Hands Free Answer • Timer: A Call Timer button • AutoCB: Auto Callback button • Cfrwd: Call forward button • CPark: Call Park button. Leaving the telephone number blank allows for more user flexibility by allowing the user to choose which call to unpark.
System Features Page 26 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.
System Features Page 27 Call Waiting Call Waiting tells you if another call arrives while you are already making a call by making providing call waiting tone. If you hear the Call Waiting signal, use HOLD to put the present caller on hold, press the Call Appearance button (of the alerting call) or HOLD again to connect to the alerting call. To turn call waiting on use the code *15; to turn it off use *16.
System Features Page 28 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 (with or without exceptions) dial *08, to switch it off dial *09. - *10*N# to add a number to the exception list. - *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.
System Features Page 29 The System Administrator The system enables you set up a wide range of advanced telephony features, with your own numbering plan, speed dialing and feature codes. It also allows you to restrict access, selectively, to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises. Codes and phone numbers can be set up for the benefit of all users or can be assigned to individual extensions.
System Features Page 30 This page is intentional blank.
Index Page 31 Index 0 01 5 A Absence text 15 Absnt 15 Account codes 11 Answer Call 9 Internal auto-answer 9 Message indicator 10 Pickup 9 AutoCB 8 Automatic callback 8 B B 5, 20 Bar 20 C Call Answer 9 Conference 13 Divert 14 Drop 12 Forwarding 14 Hold 17 Information 19 Make 6 Mute 12 Page 7 Park 16 Record 11 Timer 18 Transfer 17 Call history Dialled 7 Call History Incoming Calls 12 CallB 8 Callback 8 CFrwd 14 Clear a call 12 Conf 13 CONF 5 Conference calls 13 CONN 5 CPark 16 D D 5, 14 Date 18 Defaul
Index Page 32 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.
