1. Manuals
  2. Brands
  3. Avaya Manuals
  4. IP Phone
  5. 4625SW
  6. User manual

Avaya 4625SW User Manual

Release 2.5
Hide thumbs Also See for 4625SW:
Table of Contents

Advertisement

Quick Links

Download this manual See also: Installation Manual
4625SW IP Telephone
Release 2.5
User Guide
16-300306
Issue 2.5
April 2005

Advertisement

Table of Contents
loading

Related Manuals for Avaya 4625SW

Summary of Contents for Avaya 4625SW

  • Page 1 4625SW IP Telephone Release 2.5 User Guide 16-300306 Issue 2.5 April 2005...
  • Page 3 • System administration documents Warranty • Security documents Avaya Inc. provides a limited warranty on this product. Refer to your • Hardware-/software-based security tools sales agreement to establish the terms of the limited warranty. In • Shared information between you and your peers addition, Avaya’s standard warranty language as well as information...
  • Page 4 Means of Connection E-mail: totalware@gwsmail.com Connection of this equipment to the telephone network is shown in the For the most current versions of documentation, go to the Avaya support following tables. Web site: http://www.avaya.com/support. Canadian Department of Communications (DOC) Interference Information This Class B digital apparatus complies with Canadian ICES-003.

  • Page 5: Table Of Contents

    Introduction ........The 4625SW IP Telephone.......
  • Page 6 Disabling the Call Log ....... . . 6 4625SW IP Telephone Release 2.5 User Guide...
  • Page 7 Viewing the Network Audio Quality ......Logging Off the 4625SW IP Telephone ......
  • Page 8 Basic Troubleshooting Chart ......Troubleshooting 4625SW Applications ..... . .

  • Page 9: About This Guide

    About This Guide Overview This guide covers how to use your new 4625SW IP Telephone. The 4625SW is simple to use while offering the latest advances in telephony systems. IP (Internet Protocol) telephones obtain their operational characteristics from your central telephone server rather than residing in the phone unit itself.

  • Page 10: Document Organization

    Covers testing your phone’s operation and Management and provides basic troubleshooting actions, if you Troubleshooting encounter errors or experience problems. Conventions Used This guide uses the following textual, symbolic, and typographic conventions to help you interpret information. 10 4625SW IP Telephone Release 2.5 User Guide...

  • Page 11: Symbolic Conventions

    For information related to installing an IP telephone, see the 4600 Series IP Telephone Installation Guide (Document Number 555-233-128). For information related to mounting a 4625SW IP Telephone on a wall, see 4625SW IP Telephone Stand Instructions (Document Number 16-300309).
  • Page 12 About This Guide 12 4625SW IP Telephone Release 2.5 User Guide...

  • Page 13: Chapter 1: Introducing Your 4625Sw Ip Telephone

    Chapter 1: Introducing Your 4625SW IP Telephone Introduction This chapter introduces you to the layout of the 4625SW IP Telephone. It provides a description for each functional button and other phone characteristics, briefly describes each 4625SW application, and provides basic instructions for navigating display screens.
  • Page 14 Introducing Your 4625SW IP Telephone Figure 1: 4625SW IP Telephone 14 4625SW IP Telephone Release 2.5 User Guide...
  • Page 15 The 4625SW IP Telephone Table 1: 4625SW IP Telephone Button/Feature Descriptions Callout Button/Feature Button/Feature Number Name Description Message Waiting When lit, indicates you have a message waiting on your voice Lamp messaging system. This indicator can also be optioned to flash for incoming calls.
  • Page 16 Introducing Your 4625SW IP Telephone Table 1: 4625SW IP Telephone Button/Feature Descriptions (continued) Callout Button/Feature Button/Feature Number Name Description Headset With a headset connected, changes audio control from the handset or Speaker to the Headset. Mute LED Lights steadily when the Handset, Headset or Speaker is Indicator muted.

  • Page 17: Navigating Application Screens

    Navigating Application Screens Navigating Application Screens Your 4625SW IP Telephone uses Phone Feature buttons, Line/Feature buttons, and Softkeys to allow you maximum flexibility in phone operation and application usage. While reviewing this section, it can help to refer to Figure 1: 4625SW IP Telephone on page 14.
  • Page 18 ) appear directly below the display area. They allow you to access the other 4625SW applications. In an application, they allow you to perform application-specific functions, like add, save, edit, delete, or cancel. The labels above the softkeys reflect their function relative only to that specific screen.

  • Page 19: 4625Sw Ip Telephone Applications

    4625SW IP Telephone Applications 4625SW IP Telephone Applications Your 4625SW IP Telephone provides four applications (Phone, Speed Dial, Call Log, and Web). Additionally, use the Options function to define settings, personalize your phone, and troubleshoot certain functions. All applications appear in the display area, accessed by the softkeys appearing below the display.

  • Page 20: Speed Dial Application

    Web access screens and pages, and provides information about entering text on Web pages. Making a call from the Web Access application is covered in Chapter 2: Using Your 4625SW IP Telephone. 20 4625SW IP Telephone Release 2.5 User Guide...

  • Page 21: 4625Sw Telephone Options

    Your System Administrator can “push” a Web page, a text message, an audio message, or any combination of those items to your 4625SW IP Telephone. Depending on how the pushed material is administered, it may override what is otherwise presented by the telephone. In general, the pushed content is also accompanied by one or more notification tones.

  • Page 22: Automatic Retrieval Feature

    Speed Dial button data, options settings and other personal settings on an FTP (File Transfer Protocol) server in your network. When you log in to any 4625SW IP Telephone, that telephone attempts to retrieve your data from that server. Assuming both telephones (the original phone and the second phone) are properly administered, this second telephone displays your data and settings, even if you have never used that particular phone before.

  • Page 23: Chapter 2: Using Your 4625Sw Ip Telephone

    Chapter 2: Using Your 4625SW IP Telephone Introduction This chapter describes how to make calls, receive calls, retrieve voice mail messages, and log off your 4625SW IP Telephone. The telephone Line/Feature buttons that assist in call handling are also covered in this chapter. Call Appearances In the Phone application, a call appearance, by default, takes up the entire display width, while administered Feature buttons take up half the display width.

  • Page 24: Manual Dialing

    2. Use the dialpad to enter the number you want to call. The number entered displays on the active call appearance line and the 4625SW IP Telephone initiates the call. 3. Hang up the handset, deactivate the headset, or press the Speaker button to end the call.

  • Page 25: Redialing A Party

    - first you have to dial one or more digits to obtain an outside line, access your corporate telephone network, or add some other code before you can return the call. The 4625SW IP Telephone can, if appropriately administered, automatically dial those “extra” digits for you. So with one touch, the telephone automatically dials 91-732-555-1234.

  • Page 26: Dialing A Party Using A Speed Dial Button

    Chapter 3: Using the Speed Dial Application. Because the 4625SW IP Telephone’s advanced capabilities allow up to 108 speed dial entries, speed dialing as described here is convenient and efficient. 1. Press the SpDial softkey at the bottom of the display screen.

  • Page 27: Calling A Party From The Call Log

    Making Calls Calling a party from the Call Log Your 4625SW IP Telephone maintains a log of up to 90 outgoing, incoming answered, and incoming unanswered calls to/from your phone. Each log can have up to 30 calls. 1. To call a party listed in the Call Log, press the Log softkey at the bottom of the display area.

  • Page 28: Calling A Party From The Web Access Application

    If your administrator has set up the Enhanced Dialing feature, selecting a link to Note: call a party causes the 4625SW to automatically add any appropriate digits (such as those required to get an outside line) to phone numbers. If you select a call link, but the call does not go through, check with your Telephone Administrator to ensure that the Enhanced Dialing feature is set up properly for your environment.

  • Page 29: Conference

    Call Handling Features 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. Dial the first party, then press the Conference ( ) button. The line’s display area changes to white text with a dark blue background.

  • Page 30: Mute

    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 top display area shows the volume level. 30 4625SW IP Telephone Release 2.5 User Guide...

  • Page 31: Changing From The Speaker To The Handset Or Headset

    Call Handling Features Changing from the Speaker to the handset or headset Pick up the handset or activate the headset. The Speaker indicator next to the Speaker button goes off and audio control reverts to the handset or headset as applicable. Changing from the handset or headset to the Speaker Press the Speaker ( ) button, then hang up the handset (the headset is automatically...

  • Page 32: Retrieving A Voice Mail Message

    Telephone System Administrator. Logging Off the Phone Log your 4625SW IP Telephone off to prevent unauthorized use during an absence. When multiple users share a phone, logging off protects your privacy by deleting your Call Log entries, and allows other users to load their specific telephone features from the call server.

  • Page 33: Reinstating The Phone After A Logoff

    The display prompts for entry of your password. 2. Using the dial pad, enter your Password, then press the # key. The 4625SW is now ready for use. Forcing a Login to the Phone If you try to log your phone in, and “Extension in Use” displays, another person is already using the extension you entered.
  • Page 34 Using Your 4625SW IP Telephone 34 4625SW IP Telephone Release 2.5 User Guide...

  • Page 35: Chapter 3: Using The Speed Dial Application

    ) softkeys to move the cursor to the left or right, respectively. When entering a telephone number in the Number field, your 4625SW IP Telephone recognizes a key press as a number (or typographic character such as * or #) and automatically moves the cursor to the right.

  • Page 36: Editing During Or After Entry

    For example, in entering the name “D’Aleo,” pressing the Line/Feature button labeled Apostrophe after entering the letter “D” inserts an apostrophe following that letter. 36 4625SW IP Telephone Release 2.5 User Guide...

  • Page 37: Name Entry Example

    Entering Data on Speed Dial Screens Name Entry Example To add a Speed Dial button for Tom Brown, you would typically press the following dialpad number button/Right Arrow softkey in sequence: 8 (T) 666 (o) (Right Arrow softkey to move the cursor one space to the right) 6 (m) 22 (b) 777 (r)

  • Page 38: Adding A Speed Dial Button

    The Name/Number entry is added to the Speed Dial list in alphabetical order by Name. The Speed Dial Main screen redisplays, allowing you to verify that the new button is now available for automatic dialing. 38 4625SW IP Telephone Release 2.5 User Guide...

  • Page 39: Updating Speed Dial Button Label Information

    Updating Speed Dial Button Label Information 8. To add another Speed Dial button, repeat this procedure from Step 2. 9. To exit the Speed Dial application, press the Phone/Exit ( ) button. Note: You can position an entry at the beginning of the list, out of alphabetical order, by Note: placing a space, asterisk, etc.

  • Page 40: Deleting A Speed Dial Button Label

    No deletion occurs. The Speed Dial Main screen displays. Speed Dial button Complete removing this Press Delete. Speed Dial button The label is removed. The remaining Speed Dial buttons are re-sorted by Name and the Speed Dial Main screen displays. 40 4625SW IP Telephone Release 2.5 User Guide...

  • Page 41: Chapter 4: Using The Call Log Application

    The 4625SW also allows you to set up a Speed Dial button for any call listed in a log, facilitating dialing of frequently called numbers.

  • Page 42: Viewing A Call Log

    The Call Log displays incoming phone numbers as they are received from the call server. The Call Log displays outgoing phone numbers as you dial them or as they are stored (saved) in the Speed Dial application. 42 4625SW IP Telephone Release 2.5 User Guide...

  • Page 43: Adding A Call Log Entry To A Speed Dial Button

    Adding a Call Log Entry to a Speed Dial Button Adding a Call Log Entry to a Speed Dial Button To add a Call Log entry to a Speed Dial button: 1. Access the Call Log application by pressing the Log softkey. The Missed Calls Main screen displays.

  • Page 44: Deleting Call Log Entries

    The entry is removed and the remaining entries on this Call Log remain sorted in chronological order. The Call Log’s Main screen displays. 6. To exit the Call Log application, press the Phone/Exit ( ) button. 44 4625SW IP Telephone Release 2.5 User Guide...

  • Page 45: Deleting All Entries From A Call Log

    5. To exit the Call Log application, press the Phone/Exit ( ) button. Disabling the Call Log If desired, you can disable your Call Log. See Enabling/Disabling the Call Log Chapter 6: 4625SW IP Telephone Options for details. Issue 2.5 April 2005...
  • Page 46 Using the Call Log Application 46 4625SW IP Telephone Release 2.5 User Guide...

  • Page 47: Chapter 5: Using The Web Access Application

    Chapter 5: Using the Web Access Application Introduction One of the exciting aspects of the 4625SW IP Telephone is its optional Web Access application. You can actually use your telephone to access your corporate intranet and the World Wide Web.

  • Page 48: Web Access Authentication

    Navigate Web pages using a combination of Line/Feature buttons and softkeys. Note: Calls made or received while working with the Web application have no impact on Note: Web access, Web page navigation, or Web page text entry. 48 4625SW IP Telephone Release 2.5 User Guide...

  • Page 49: Navigating The Home Page And Other Standard-Size Web

    Navigating Web Pages Navigating the Home Page and Other Standard-Size Web Pages To navigate the Home page and other standard-size Web pages: 1. Access the Web Access screen by selecting the Web softkey at the bottom of the display area. The Home page displays.

  • Page 50: Entering Text On Web Pages

    If you want to Then Enter text If you are unfamiliar with 4625SW Web text entry, see Entering Characters Using the Dialpad below. When you complete the current field/text line, either press the Line/Feature button to the left of the next text line you want to...

  • Page 51: Entering Characters Using The Dialpad

    Entering Text on Web Pages If you want to Then (continued) Change the case of Press the Mode softkey until ALPHA (upper case) or alpha an alphabetic (lower case) displays, as appropriate. Then use the dialpad to character to/from select the characters you want to appear in that case. lower (the default) to Mode alpha displays all characters entered in lower case, upper case...

  • Page 52: Adding A Speed Dial Button For A Web Site Telephone Number

    Number Some Web sites might include the ability to pass names and associated telephone numbers to the 4625SW IP Telephone. In such cases, applicable Web pages display an AddToSD softkey, as provided by the Web site’s author. 1. Press the AddToSD softkey.

  • Page 53: Chapter 6: 4625Sw Ip Telephone Options

    Backing up and restoring Speed Dial button data, Feature Button Labels, and options settings Personalizing Feature Button Labels Selecting a different language for the 4625SW user interface Changing the width of displayed call appearances Allowing the Voice message light to flash when the telephone rings Disabling and re-enabling the Call Log This chapter also covers how to verify the status of certain phone/server interactions.

  • Page 54: Accessing The Options Main Menus

    Select display language – allows you to change the display from the current language to up to any of seven alternate languages. 3. To select an option, press the Line/Feature button on either side of the desired option. The respective Options screen displays. 54 4625SW IP Telephone Release 2.5 User Guide...

  • Page 55: Application Options

    5. After changing an option, use the appropriate softkey to continue. 6. To exit the Options application, press any of the softkeys labeled for other 4625SW applications (SpDial, Log, and Web). To return to the Phone application, press the Phone/Exit ( ) button.

  • Page 56: Setting The Phone Screen On Answer? Option

    2. Press the Line/Feature button for the next setting you want to change or save this setting by pressing the Save softkey. (To restore the previous setting without making a change, press the Cancel softkey.) After saving or cancelling, the first Options Main screen displays. 56 4625SW IP Telephone Release 2.5 User Guide...

  • Page 57: Setting The Display Call Timers? Option

    Application Options Setting the Display Call Timers? Option Your 4625SW IP Telephone can display two types of call timers. The Call Timer displays in the top display area and provides the elapsed time you are connected on a call in h:mm:ss (hours:minutes:seconds) format.

  • Page 58: Setting The Call Appearance Width

    Upon saving or cancelling, the first Options Main screen displays. Enabling/Disabling the Call Log Your Call Log is a standard application that saves incoming and outgoing calls in one of three logs: Incoming Answered calls, Incoming Unanswered calls, and Outgoing calls. 58 4625SW IP Telephone Release 2.5 User Guide...

  • Page 59: Personal Ringing Options

    Personal Ringing Options Your 4625SW IP Telephone has eight ringing pattern options. You can hear the patterns and select the one you prefer using the Personal Ringing option. You select this option from the Options Main screen, accessed by pressing the phone’s Option button.

  • Page 60: Status Screen Viewing Options

    Although technical in nature, your System Administrator might ask you for information to track questions about or problems with phone functions or connections. Viewing Quality of Service (QoS) Status QoS refers to several mechanisms used to improve audio quality over the network. 60 4625SW IP Telephone Release 2.5 User Guide...

  • Page 61: Viewing Interface Status

    MAC address. Changing the Display Contrast On first-time startup, your 4625SW IP Telephone’s display area contrast is set to a mid-level. To adjust it to better suit your work environment and lighting, 15 contrast levels are available.

  • Page 62: Viewing The Network Audio Quality

    Selecting No displays the first Options Main screen. Your phone remains logged on to the network and your Call Log and options values remain unchanged. 62 4625SW IP Telephone Release 2.5 User Guide...

  • Page 63: Reinstating The Phone After A Log Off

    The phone is now ready for use. Backup/Restore Options The 4625SW IP Telephone’s backup and restore options allow you to: Back up your options/preference settings, your Speed Dial Button Labels, Names, and Numbers, and Feature Button Labels. This occurs automatically whenever you save a change to any one of those settings or buttons.

  • Page 64: Settings Saved During A Backup

    Message Display Rate (slow/fast) Call Appearance Width (half/full) Visual Alerting (yes/no) Call Log Enable (yes/no) 4625SW Contrast setting Display Language Ethernet setting Automatic Backup (yes/no) FTP Server IP Address FTP Directory Path FTP User Name 64 4625SW IP Telephone Release 2.5 User Guide...

  • Page 65: Setting The Automatic Backup Option

    Backup/Restore Options Setting the Automatic Backup Option You must change the Automatic Backup setting to Enabled to automatically back up your options settings, Feature Button Labels, and Speed Dial Button Labels, names and numbers whenever you change any of these values. If this setting is Disabled, you might have to first provide additional information, such as the FTP server on which your backed up data will reside, before you can change the setting.

  • Page 66: Verifying Backup/Retrieval Status

    N/A - No backup was initiated (ensure that the Automatic Backup setting is Enabled on the Backup/Restore Main screen). In Progress - The 4625SW IP Telephone is currently backing up your data. Failed - Backup could not be performed (for example, the server could not be accessed, the backup file cannot be accessed, etc.)

  • Page 67: Retrieving And Restoring Data From A Backup File

    1. Select Retrieve Stored Data from the Backup/Restore Main screen. The 4625SW attempts to start FTP (File Transfer Protocol) to retrieve the latest backup file from the server. The message “FTP Retrieval in progress...” displays. Any one of the...

  • Page 68: Setting A User Id, Password, And Other Ftp (File Transfer Protocol) Options

    Those settings which can be unique to your phone appear on the FTP (File Transfer Protocol) Setup screen. They are: Server IP Address - the specific server to which your 4625SW IP Telephone is connected, for backup, restore, and other network-related functions. If your phone has been repaired, this value is set to zero and should be re-established.
  • Page 69 Backup/Restore Options 2. Choose one of the following options: If you want to Then Add or update the Select the Line/Feature button next to Server IP Address. server IP address The FTP Server Address Input screen displays. The top display area prompts “Enter IP address”...

  • Page 70: Feature Button Labeling

    Feature buttons and want to restore the default (original) labels, you can use this option to view default label values and restore them if desired. 1. Select Feature Button Labeling on the second Options Main screen. The Feature Button Labeling Options screen displays. 70 4625SW IP Telephone Release 2.5 User Guide...
  • Page 71 Feature Button Labeling 2. Choose one of the following options: If you want to Then Re-label one or Select Relabel feature buttons. more Feature The Feature Button Relabeling screen displays. buttons Proceed to Step 4. View the default Select View default labels. labels for your The Default Feature Button View screen displays.

  • Page 72: Changing A Phone/Pc Ethernet Interface

    Changing a Phone/PC Ethernet Interface The 4625SW IP Telephone ordinarily communicates with any optionally-attached PC in auto-negotiation mode. This basically means the PC and telephone together decide how to communicate when they are connected. Although unlikely, there might be an occasion where you or your System Administrator want to force this communication to a particular setting.

  • Page 73: Selecting An Alternate Language

    Selecting an Alternate Language Selecting an Alternate Language Users can change the user interface language their 4625SW IP Telephones display. The 4625SW IP Telephone always supports the following languages: English (the default display language) Français Italiano Japanese (Katakana only) Español...
  • Page 74 The language remains unchanged and the the user interface display Language Selection screen re-displays. language Repeat the procedure from Step 2 to select a different language, or select Return to return to the second Options Main screen. 74 4625SW IP Telephone Release 2.5 User Guide...

  • Page 75: Chapter 7: Headsets And Handsets

    The HIP cord, which allows basic, direct headset connection to your Avaya IP Telephone. Avaya also offers a cordless headset solution (LKA10) with up to a 150 ft. mobile range from the base. The LKA10, when used with the MIP-1, offers remote call answering and call initialization features on the 4610SW, 4620, 4620SW, 4621SW, 4625SW and 4630SW IP Telephones.

  • Page 76: Handsets For 4600 Series Ip Telephones

    See the following table for specialized handsets and replacement handsets for your phone. Handset Connector Type Ordering Code AK1A-2001 Replacement Handset 700203797 AK5A-1001 Push-to-Talk 700229727 AK6A-1001 Amplified 700229735 AK8A-1001 Noisy Location 700229743 76 4625SW IP Telephone Release 2.5 User Guide...

  • Page 77: Chapter 8: Telephone Management And Troubleshooting

    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 a 4625SW application (Phone, Speed Dial, Call Log, or Web Access). Resetting or power-cycling your phone, when Basic Troubleshooting does not resolve a problem.
  • Page 78 Reorder -- -- -- -- -- -- Fast busy tone repeated every half-second indicate all phone trunk lines are busy. Ringback ---- ---- ---- ---- Low-pitched tone repeated 15 times a minute indicates the number dialed is ringing. 78 4625SW IP Telephone Release 2.5 User Guide...

  • Page 79: Interpreting Display Icons

    Interpreting Display Icons Interpreting Display Icons As you become more familiar with your IP telephone’s display, you will recognize the icons or symbols associated with the state of a call or the state of the phone. This chart provides an overview of the icons you might see.

  • Page 80: Testing The Telephone's Lights And Display

    Phone does not ring Use the Up/Down Volume keys to set your ringer volume to a higher level. From another phone, place a call to your extension to test this suggested solution. 1 of 3 80 4625SW IP Telephone Release 2.5 User Guide...
  • Page 81 Access the Network Audio Quality screen (described in sudden silences (gaps in Viewing the Network Audio Quality Chapter 6: 4625SW IP speech), clipped or garbled Telephone Options) to provide your System Administrator speech, etc.

  • Page 82: Troubleshooting 4625Sw Applications

    If this procedure does not solve the problem, contact your System Administrator. PHONE APPLICATION: Review the previous section, Basic Troubleshooting Chart. 1 of 2 82 4625SW IP Telephone Release 2.5 User Guide...
  • Page 83 Troubleshooting 4625SW Applications Problem/Symptom Suggested Resolution (continued) SPEED DIAL APPLICATION: You cannot dial out using any Verify that all call appearances (incoming/outgoing lines) Speed Dial button are not already in use. If all lines are in use, wait until a line is available to make your call.

  • Page 84: Resetting And Power Cycling The Ip Telephone

    4. Press # to restart the phone or * to terminate the restart and restore the phone to its previous state. Note: Any reset/restart of your phone might take a few minutes. Note: 84 4625SW IP Telephone Release 2.5 User Guide...

  • Page 85: Power Cycling The Phone

    Resetting and Power Cycling the IP Telephone Power Cycling the Phone Use the power cycle with your System Administrator’s approval. Use power cycling only if the basic or programmed reset procedure cannot be performed or does not correct the problem: 1.
  • Page 86 Telephone Management and Troubleshooting 86 4625SW IP Telephone Release 2.5 User Guide...

  • Page 87: Index

    ......4625SW IP Telephone, illustration of Deleting ... . .
  • Page 88 ....Visual Alerting ....Line/Feature buttons 88 4625SW IP Telephone Release 2.5 User Guide...
  • Page 89 ..Sending a call to another telephone ..Options, for 4625SW IP Telephone Setting a User ID, Password, and other FTP Options ..
  • Page 90 ....Voice Message Light ....Volume Control buttons 90 4625SW IP Telephone Release 2.5 User Guide...

Table of Contents