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Avaya DEFINITY 4630 User Manual

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DEFINITY
4630 IP Telephone
Release 1
User's Guide
®
555-233-764
Comcode 700198757
Issue 1
December 2001

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Summary of Contents for Avaya DEFINITY 4630

  • Page 1 ® DEFINITY 4630 IP Telephone Release 1 User’s Guide 555-233-764 Comcode 700198757 Issue 1 December 2001...
  • Page 3 • Any other equipment networked to your Avaya products Avaya Fraud Intervention Avaya does not warrant that this product or any of its networked If you suspect you are being victimized by toll fraud and you need equipment is either immune from or will prevent either unautho- technical support or assistance, call the appropriate Avaya rized or malicious intrusions.
  • Page 4 Obtaining Products and television reception. To learn more about Avaya products and to order products, contact Avaya Direct, the direct-market organization of Part 68: Network Registration Number. This equipment is Avaya Inc.

  • Page 5: Table Of Contents

    Contents About This Document Purpose Intended Audience Issue Date How to Use This Document Document Organization Conventions Used Symbolic Conventions Typographic Conventions Related Documentation/Training Chapter 1 4630 IP Telephone Description Introduction The 4630 IP Phone Using the Touch Screen Navigating Application Screens 4630 IP Telephone Applications Phone Application Speed Dial Application...
  • Page 6 Contents Call Handling Conference Adding another party to a call Adding a held call to the current call Dropping the last person added to the call Hold Placing a call on hold Retrieving the held call Mute Preventing the other person on the line from hearing you Redial Redialing the last number called...
  • Page 7 Contents Chapter 4 Using the Call Log Introduction About the Call Log Viewing the Call Log Adding a Call Log Entry to a Speed Dial Group Removing Call Log Entries Chapter 5 Using the Directory Introduction About the Directory Locating a Phone Number Using the Directory Calling a Person Listed in the Directory Adding a Directory Entry to a Speed Dial Group Resolving Search- or Directory-Related Problems...
  • Page 8 Contents Speed Dial Options 6-12 Setting the Speed Dial “Go to Phone” Option 6-12 Chapter 7 Web Access Introduction Navigating Web Pages Navigating the Home Page and Other Standard- Size Web Pages Navigating Web Pages Larger than the Display Area 7-4 Chapter 8 Using a Headset or Specialized Handset Introduction...

  • Page 9: About This Document

    About This Document Purpose ® The DEFINITY 4630 IP Telephone User’s Guide describes the 4630 IP Telephone’s operation and functionality. Intended Audience This document is intended for IP telephone users who have a 4630 IP Telephone at their desks. It is not intended to be a technical reference guide for System Administrators or phone technicians.

  • Page 10: Document Organization

    About This Document Document Organization This guide contains the following chapters: Chapter 1, 4630 IP Telephone Describes each element on the face Description of the telephone. Chapter 2, Making Calls Covers all call-related information, such as initiating calls, speed dialing, conferencing, and transferring calls.

  • Page 11: Conventions Used

    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 NOTE: topic. Typographic Conventions This guide uses the following typographic conventions: Document Underlined type indicates a document or section in this document containing additional information about a topic.
  • Page 12 About This Document viii Issue 1 December 2001...

  • Page 13: 4630 Ip Telephone Description

    4630 IP Telephone Description Introduction This chapter introduces you to the layout of the 4630 IP Telephone. It provides a description for the phone screen, each functional button and other phone characteristics, such as effective use of the touchable display screen. The 4630’s applications are also introduced in this chapter, as well as how to navigate application screens.
  • Page 14 Match the numbered callouts on the 4630 IP Telephone illustration to the descriptions below. 1. Display Screen - Most telephone activity takes place on the display screen. All 4630 applications, presented as tabs across the bottom of the display, are accessible from this screen. The display’s center portion presents Feature buttons, information and other buttons associated with specific applications.
  • Page 15 The 4630 IP Phone When the Phone application screen is active, the following Feature buttons may appear in a panel on the right side of the display screen, depending on how your System Administrator has configured your phone system: 9. Hold ( ) - Places an active call on hold.

  • Page 16: Using The Touch Screen

    Using the Touch Screen New 4630 IP Telephone users may be unfamiliar with touching a screen to initiate an action or feature instead of pressing a button. Once you begin using your phone on a regular basis, you will find it has been designed for simplicity and ease of use.

  • Page 17: 4630 Ip Telephone Applications

    4630 IP Telephone Applications Time of Day and Current Date, Help Tips, or switch-generated messages. Checkmark icon ( ). When selected, displays the Preferences and Options menu screen. 4630 IP Telephone Applications Your phone provides up to five major applications via the screen display, which replace many of the buttons you may have used on other office telephones.

  • Page 18: Phone Application

    Phone Application The primary application is the Phone application, through which you can make calls or select administered Feature buttons from the Feature button panel on the right side of the screen. When the Phone application is displayed, the phone is in its “default”...

  • Page 19: Speed Dial Application

    4630 IP Telephone Applications Speed Dial Application The Speed Dial application provides access to Speed Dial Group Lists, which facilitate automatic dialing. The main Speed Dial screen has five distinct areas, related to the numbered callouts in the above illustration: 1.

  • Page 20: Call Log Application

    Call Log Application The Call Log application provides a list of up to 100 outgoing and incoming (answered and unanswered) calls. This application also allows you to call a person directly from the Call Log screen and add a log entry’s name and number to a Speed Dial Group List.

  • Page 21: Directory Application

    4630 IP Telephone Applications Directory Application The Directory application allows users whose System Administrator has established a Corporate phone directory to search for telephone numbers by name and to initiate direct dialing from the Directory list. This application also allows users to add a Directory entry’s name and number to a Speed Dial Group List.

  • Page 22: Web Access Application

    Web Access Application The Web Access application offers a way to browse and connect to specific Corporate Intranet information, as well as to Avaya support for the 4630 IP Telephone. Your System Administrator has established a “home page” for your office system containing the sites available for browsing.
  • Page 23 4630 IP Telephone Applications Depending upon the type of web page displayed, other control buttons may replace those shown in the illustration above. The Web Access application is described fully in Chapter 7, Web Access. Issue 1 December 2001 1-11...
  • Page 24 1-12 Issue 1 December 2001...

  • Page 25: Chapter 2 Call Handling

    Call Handling Introduction Call handling features are those you would use while making a call, while a call is in progress or related to receiving a call. They are features which may have a dedicated phone button (such as Mute), or may be accessed using a display screen action or Feature button.

  • Page 26: Edit Dialing

    The first available call appearance highlights, displays the off-hook icon, and starts the Call Timer. 2. Use the dial pad to enter the number you want to call. The number entered displays on the active call appearance line, and the 4630 IP Telephone initiates the call.

  • Page 27: Automatic (Speed) Dialing

    Making Calls 5. Hang up the handset or press the Speakerphone button to end the call. Automatic (Speed) Dialing Speed dial is the most common method of automatic dialing. Your System Administrator may have programmed individual numbers on Feature buttons (this is called Abbreviated Dialing), or you can set up speed dial groups and select the party you want to call from a Group List.
  • Page 28 The first Speed Dial Group List displays, one name/number per button. 2. If the party you want to call appears in this group, proceed to Step 3. If the party you want to call is not in this group, select the (Group Number) button representing the Group in which that person is included.

  • Page 29: Calling A Party From The Call Log

    Call Handling Calling a Party From the Call Log Your 4630 IP Telephone maintains a log of up to 100 outgoing, answered, and unanswered calls to/from your phone. NOTE: Only Call Log entries with a call type of “Outgoing” can be dialed directly from the Call Log.

  • Page 30: Adding A Held Call To The Current Call

    3. Select Conference again to add the new party to the call. 4. Repeat Steps 1- 3 for each party you want to conference in to the call. Adding a held call to the current call 1. Select the Conference Feature button. The current line and the held line lights change to a patterned background.

  • Page 31: Redial

    Call Handling The other party cannot hear you. The indicator next to the Mute button lights. 2. To reinstate two-way conversation, press Mute again. Redial Depending on how you have set up your Redial option (as covered in Chapter 6, 4630 Telephone Options) the Redial feature automatically initiates dialing of the most recent number dialed, or displays a list of the last eight outgoing calls for selection of the number to be dialed.

  • Page 32: Speakerphone

    Speakerphone A two-way, built-in Speakerphone lets you place and answer calls without lifting the handset. NOTE: It is also possible to disable the Speakerphone feature. If your Speakerphone does not operate as indicated, contact your System Administrator to be sure your telephone's Speakerphone is enabled. Placing or answering a call without lifting the handset, or using the Speakerphone with any feature...

  • Page 33: Ending A Call While The Speaker Is Active

    Call Handling Ending a call while the speaker is active Press the Speaker button on the dial pad. The speaker and the corresponding indicator light turn off and the call terminates. Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number.
  • Page 34 2-10 Issue 1 December 2001...

  • Page 35: Chapter 3 Speed Dialing Application

    Speed Dialing Application Introduction This chapter describes how to label and use a Speed Dial Group and how to add, update, or remove a button label (representing a phone number) from a Speed Dial Group List. To make a call using a Speed Dial button, see Automatic (Speed) Dialing in Chapter 2.
  • Page 36 The Speed Dial screen displays. 2. Select Modify. The Modification Screen displays, prompting “Touch a button to modify its contents.” The label below each Speed Dial Group number is enabled. 3. Select the Group label button you want to activate or change. Issue 1 December 2001...
  • Page 37 Speed Dial Groups The Keyboard Entry screen displays with the cursor in the Group field: 4. Touch the appropriate keyboard letters to enter the label you want to assign to this group. As you press each letter, the Group field populates. When modifying an existing label, your new label will overwrite the current one.

  • Page 38: Deactivating A Speed Dial Group

    Deactivating a Speed Dial Group The procedure that follows does not specifically delete a group and its associated Speed Dial Numbers (buttons). It removes the Speed Dial Group Label only, retaining any Speed Dial buttons assigned to the group.To fully delete a Speed Dial Group, remove (clear) each individual Speed Dial button assigned to the group (as described in the procedure later in this chapter titled Deactivating a Speed Dial Button), then follow this procedure to deactivate the Group.
  • Page 39 Speed Dial Groups The Modification Screen displays, prompting “Touch a button to modify its contents.” 3. Select the Group button for which you want to remove the label. The Group Name Keyboard Entry screen displays with the cursor in the Group field: 4.

  • Page 40: Speed Dial Buttons

    6. Select Done to return to the Speed Dial screen. Speed Dial Buttons Each Speed Dial Group can have up to 24 Speed Dial buttons associated with it, with each button displayed alphabetically by name. Each button represents a telephone number you call by pressing one button. You can set your own buttons up as desired, with the possible exception of one number (button) in the first Group.
  • Page 41 Speed Dial Buttons The Modification Screen displays, prompting “Touch a button to modify its contents.” 3. Select the Speed Dial button to which you want to assign/change a name and/or telephone number. The Speed Dial Keyboard Entry screen displays with the cursor in the Name field: NOTE: When adding an entry, the cursor starts on the Name field.
  • Page 42 4. Touch the appropriate keyboard characters to enter the name you want to assign to this button using up to 12 characters. This can be a person’s name, phone number, other designation or abbreviation. As you press each character, the Name field populates. When modifying an existing name, what you type overwrites the current name.

  • Page 43: Deactivating A Speed Dial Button

    Speed Dial Buttons 8. Choose one of the following options: If you want to Then Make a change, one character at a Touch the appropriate directional time arrow to move to the character in error, then touch Backspace. The character to the left of your current position erases.
  • Page 44 The Speed Dial screen displays. 2. Select Modify. The Modification Screen displays, prompting “Touch a button to modify its contents.” 3. Select the Speed Dial button you want to remove. 3-10 Issue 1 December 2001...
  • Page 45 Speed Dial Buttons The Speed Dial Keyboard Entry screen displays with the cursor in the Number field: 4. Select Clear. The number is removed. 5. Select the Name field, then select Clear. The name is removed. 6. Select Save. The Modification screen redisplays showing no name in the selected button;...
  • Page 46 3-12 Issue 1 December 2001...

  • Page 47: Chapter 4 Using The Call Log

    Using the Call Log Introduction This chapter describes how to view the list of calls made to or from your phone, how to sort the Call Log entries, and how to add a Call Log entry to a Speed Dial Group List.

  • Page 48: Viewing The Call Log

    common method of sorting the list), an incoming call is added to the top of the list as you view it. But if your Call Log sort preference is set to descending Type, an outgoing call will follow any unanswered and incoming calls on the log. The Call Log’s maximum number of entries is 100.
  • Page 49 Viewing the Call Log 2. To scroll through a Call Log of more than six entries, use the Scroll buttons at the bottom left of the screen as follows: If you want to Then Scroll downward one entry at a time Select Scroll downward one screen (6 Select...

  • Page 50: Adding A Call Log Entry To A Speed Dial Group

    Adding a Call Log Entry to a Speed Dial Group If there is at least one available Speed Dial button and a Call Log entry has been selected, the Add to SD button on the Call Log screen is enabled. If all Speed Dial buttons in all Groups have been assigned, this feature will not be available from the Call Log screen.

  • Page 51: Removing Call Log Entries

    Removing Call Log Entries The Speed Dial Group Select screen displays, as shown below: 4. Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added. You can add the new button to any group having an unlabeled speed dial button, including one to which a Group Name label has not yet been assigned.
  • Page 52 Issue 1 December 2001...

  • Page 53: Chapter 5 Using The Directory

    Using the Directory Introduction The Corporate Directory is an optional application for your 4630 IP Telephone system. Check with your Telephone System Administrator to be sure a Corporate Directory has been established before proceeding with this chapter. This chapter describes how to search your Corporate Directory for a name or phone number, call a person listed in the Directory, add a Directory entry to a Speed Dial button, and use the Trouble screen to resolve any search- or directory-related problems.

  • Page 54: Locating A Phone Number Using The Directory

    Locating a Phone Number Using the Directory 1. To access your Corporate Directory, select the Directory application tab from any 4630 application screen. The Query Specification screen displays, as illustrated below. 2. In the Name field, type the full or partial name of the person whose number you wish to locate.
  • Page 55 Locating a Phone Number Using the Directory If the search is not successful, the Directory Trouble screen displays (see the procedure in this chapter titled Resolving Search- or Directory-Related Problems). If the search is successful, the Successful Query screen displays, as illustrated below. Results are listed in chronological order as they were received by the phone.
  • Page 56 5. Choose one of the following options: If you want to Then Sort the entries in alphabetical or To sort the entries in alphabetical numerical order order, select the Name column heading. The entries re-display in alphabetical order and a triangle symbol displays in the Name column heading.

  • Page 57: Calling A Person Listed In The Directory

    Calling a Person Listed in the Directory If you want to Then Add an entry to a Speed Dial Group See the procedure that follows titled Adding a Directory Entry to a Speed Dial Group. Perform another search Select Back to return to the Query Specification screen and repeat this procedure from Step 2.

  • Page 58: Adding A Directory Entry To A Speed Dial Group

    3. Choose one of the following options: If you want to Then Dial the number as currently shown Proceed to Step 4. Edit the number before dialing Use the keyboard to add numbers (for example, a network dial access code) or to modify the current number so that it is dialable.
  • Page 59 Adding a Directory Entry to a Speed Dial Group The Speed Dial Keyboard Entry screen displays, as shown below. The Name and Number fields are populated with those from the selected Directory entry. The cursor is positioned to the right of the last digit of the telephone number.
  • Page 60 4. Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added. You can add the new button to any group having an unlabeled speed dial button, including one to which a Group Name label has not yet been assigned.

  • Page 61: Resolving Search- Or Directory-Related Problems

    Resolving Search- or Directory-Related Problems Resolving Search- or Directory-Related Problems Search-related problems may occur due to improper search criteria being entered or when valid search criteria does not produce the desired result. For example, you may enter an invalid name which cannot be located on the Telephone Number database being searched, or enter a valid name which is not included in the database.
  • Page 62 Server Timed Out - The Corporate Directory may be too big for this search, or your network may be congested. Narrowing your search criteria (for example, typing a full name rather than a partial name) may help. (Name) Field Not Found - The Name you entered is not in your Corporate Directory.

  • Page 63: 4630 Ip Telephone Options

    4630 IP Telephone Options Introduction This chapter describes the procedures available on the Main Options and Preferences screen. For example, you can change the appearance of your touchscreen, set a different ringer tone, add a timer to each call, or set up a “go to phone”...

  • Page 64: Screen Options

    Screen Options Screen Options are those which control: How you want your keyboard screen (for use in Speed Dial and other procedures) displayed, How the display screen is oriented, or How to clean the 4630 Touchscreen without selecting application features or buttons during cleaning.

  • Page 65: Calibrating The Screen

    Screen Options Calibrating the Screen If needed, adjust the screen display orientation using this option. 1. To change the orientation of your 4630 display, select Calibrate... from the Screen Options and Preferences screen. The Calibrate the Screen screen displays, with an instruction to start calibration.

  • Page 66: Call Log Options

    Call Log Options The Call Log option allows you to have the Phone screen display automatically when you place an outgoing call from the Call Log screen, You select this option from the Call Log Options and Preferences screen, accessed by selecting Call Log Options from the Main Options and Preferences screen: NOTE: Automatic Archive and FTP Setup are reserved for use as future...

  • Page 67: Phone Application Options

    Phone Application Options The Call Log Go to Phone screen displays, as illustrated below. The current setting is highlighted: 2. Select either Yes or No, to indicate whether or not you want the Phone screen displayed upon dialing a person listed in the Call Log. 3.

  • Page 68: Setting Edit Dialing

    When you are finished, select Done to return to the Main Options and Preferences screen. There are five Phone options and preferences available, and the current setting is displayed next to its respective option. Each option is described in the procedures that follow. Setting Edit Dialing 1.

  • Page 69: Selecting A Personalized Ring

    Phone Application Options 2. Choose one of the following options: If you want to Then Turn the Edit Dialing option “on” to Select On. Proceed to Step 3. display the edit dial field on the The button highlights to indicate an Phone application screen “On”...

  • Page 70: Selecting A Redial Option

    Selecting a Redial Option This procedure instructs you in selecting or changing your phone’s redial option. The Redial feature button displays on the Phone application screen and you have two choices for how this button operates: When selected, the last number called is dialed, or When selected, a list of the last eight numbers called is displayed, from which you may choose the number you want to redial.

  • Page 71: Setting The Call Timer

    Directory Options Setting the Call Timer This option allows you to have a timer displayed during an active call or for a call that you have put on Hold. Displaying the timer is the default, but you can change it using the procedure below. 1.

  • Page 72: Setting The Directory "Go To Phone" Option

    Setting the Directory “Go to Phone” Option When this option is selected, the Phone screen will be displayed automatically whenever you place a call to someone found from a Directory search. When this option is not selected, the Directory screen will remain displayed whenever you place a call from the Directory screen.
  • Page 73 Directory Options 1. To add/modify a Directory User ID and Password, select User ID/Password from the Directory Options screen. The Directory User ID/Password Keyboard screen displays. 2. Touch the appropriate keyboard characters to enter the User ID, using up to 12 characters.

  • Page 74: Speed Dial Options

    Speed Dial Options One Speed Dial option is available which allows you to display the Phone screen automatically when you place an outgoing call using speed dialing. You select this Speed Dial option from the Speed Dial Options and Preferences screen, accessed by selecting Speed Dial Options from the Main Options and Preferences screen: NOTE:...
  • Page 75 Speed Dial Options The Speed Dial Go to Phone screen displays, as illustrated below. The current setting is highlighted: 2. Select either Yes or No, to indicate whether or not you want the Phone screen displayed upon speed dialing a call. 3.
  • Page 76 6-14 Issue 1 December 2001...

  • Page 77: Chapter 7 Web Access

    (an online version of this user guide) and your Corporate intranet, if appropriate. Your System Administrator has the option of designing a Home page on which your web options reside or using a Home page provided by Avaya for this purpose.

  • Page 78: Navigating Web Pages

    Navigating Web Pages The Web application browser performs similarly to those on your PC. Navigating the Home Page and Other Standard-Size Web Pages 1. Access the Web Access screen by selecting the Web tab at the bottom of any application screen. The Web Access screen displays the Home page, a sample of which is illustrated below: Your Home page may look different, if your System Administrator has set...
  • Page 79 Navigating Web Pages 2. Navigate the Home page and other web screens as follows: If you want to Then Redisplay the Home page Select Any web page loading/processing stops and the Home page displays. Return to the previous web page or Select application/options screen (This button is enabled only when...

  • Page 80: Navigating Web Pages Larger Than The Display Area

    Navigating Web Pages Larger than the Display Area Some web pages may be larger than the 4630 display area. To accommodate such pages, scroll controls appear in addition to the buttons described above, to help you navigate larger web page widths and/or lengths, as illustrated on the sample page below: Navigate this type of page using the following scroll buttons: If you want to...
  • Page 81 Navigating Web Pages If you want to Then Move to the left side of the web page Select Move the web page one character to Select the right Move the web page to the right one Select display width Move to the right side of the web Select page Issue 1 December 2001...
  • Page 82 Issue 1 December 2001...

  • Page 83: Chapter 8 Using A Headset Or Specialized Handset

    Using a Headset or Specialized Handset Introduction This chapter describes the headsets and specialized handsets that are compatible with your IP telephone. How to operate a headset is also covered. IP Telephone-Compatible Headsets Use any of the following headsets with the 4600-Series IP Telephones: Earset Starter Earset Starter Noise Canceling Encore Ultra VT...

  • Page 84: Operating A Headset

    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"...

  • Page 85: Chapter 9 Troubleshooting

    Troubleshooting 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 Application Troubleshooting chart provides troubleshooting specific to each of the 4630 applications. The remaining pages in this chapter provide procedures for resetting or power-cycling your phone, when neither Basic nor Application Troubleshooting resolves the problem.

  • Page 86: Basic Troubleshooting

    Basic Troubleshooting Problem/Symptom Suggested Resolution Phone does not activate after Unless your System Administrator connecting it the first time 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...
  • Page 87 If the connection is secure, verify properly that you are using an approved headset, base unit and/or adapter, as described in the list of approved Avaya Communication compatible Headsets in Chapter 8 of this guide. Issue 1 December 2001...
  • Page 88 Problem/Symptom Suggested Resolution Audio quality is poor, specifically, Various potential network problems you hear an echo while using a may be causing the problem. handset or static, sudden silences Contact your LAN Administrator (gaps in speech), clipped or garbled with as complete a description of speech, etc.

  • Page 89: Troubleshooting 4630 Applications

    Troubleshooting 4630 Applications Troubleshooting 4630 Applications Problem/Symptom Suggested Resolution GENERAL: A feature does not work as indicated Verify the procedure and retry. in the User Guide, or does not work Check below to troubleshoot the as it had previously worked specific application with which you are working.
  • Page 90 Problem/Symptom Suggested Resolution DIRECTORY APPLICATION: Directory application tab displays, The telephone cannot connect to but you receive an “Attempting to the Directory server administered connect to server” message when for it. Contact your System you select the tab Administrator to ensure the server address has been properly administered.

  • Page 91: Resetting And Power Cycling The Ip Telephone

    Resetting and Power Cycling the IP Telephone Resetting and Power Cycling the IP Telephone Reset your IP Telephone when other Troubleshooting suggestions do not correct the problem or after being advised to do so by your System Administrator. CAUTION: Use a Power Cycle only with the approval of your System Administrator and only when a reset does not resolve the problem.

  • Page 92: Power Cycling The Phone

    NOTE: Any reset/restart of your phone may take a few minutes. 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.

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