Avaya 4625SW User Manual
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Avaya 4625SW User Manual

Avaya 4625SW User Manual

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4625SW IP Telephone
User Guide
16-300306
Issue 3
November 2006

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Summary of Contents for Avaya 4625SW

  • Page 1 4625SW IP Telephone User Guide 16-300306 Issue 3 November 2006...
  • Page 2 Avaya support Avaya provides a telephone number for you to use to report problems or to ask questions about your product. The support telephone number is 1-800-242-2121 in the United States. For additional support telephone...

  • Page 3: Table Of Contents

    Introduction ........The 4625SW IP Telephone.......
  • Page 4 Disabling the Call Log ....... . . 4 4625SW IP Telephone User Guide...
  • Page 5 Viewing the Network Audio Quality ......Logging Off the 4625SW IP Telephone ......
  • Page 6 Basic Troubleshooting Chart ......Troubleshooting 4625SW Applications ..... . .

  • Page 7: 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 8: 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. 8 4625SW IP Telephone User Guide...

  • Page 9: 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 10 About This Guide 10 4625SW IP Telephone User Guide...

  • Page 11: 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 12 Introducing Your 4625SW IP Telephone Figure 1: 4625SW IP Telephone 12 4625SW IP Telephone User Guide...
  • Page 13 The display has eight lines. Six display lines are devoted to the current application. One line shows softkey labels for the current application and one line shows Help and other procedural messages, including missed calls. The 4625SW display supports 256 different colors. Line/Feature...
  • Page 14 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 muted.

  • Page 15: 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 12.
  • Page 16 ) 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 17: 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, change the background color on your applications, personalize your phone, and troubleshoot certain functions. All applications appear in the display area, accessed by the softkeys appearing below the display.

  • Page 18: 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. 18 4625SW IP Telephone User Guide...

  • Page 19: 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 20: 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 21: 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 22: 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 23: Redialing A Party

    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 24: Automatically Dialing A Party Using An Administered Line/Feature Button

    68. 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 25: 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 26: Receiving Calls

    You can also set an option to flash the Message Waiting Lamp when the phone rings. See Application Options Chapter 6: 4625SW IP Telephone Options for details. Call Handling Features The features described in this section are available while calls are in progress.

  • Page 27: Hold

    Call Handling Features Adding a held call to the current call 1. Press the Conference ( ) button. The icon on the current line changes to the Soft Hold ( ) icon. 2. Press the Line/Feature button of the held call. 3.

  • Page 28: Speaker

    The indicator next to the Speaker button lights and voice control is handled by the Speaker. Turning the Speaker on during a call Press the Speaker ( ) button. The Speaker indicator next to the Speaker button lights. The Speaker is now operational. 28 4625SW IP Telephone User Guide...

  • Page 29: Turning The Speaker Off During A Call

    Call Handling Features Turning the Speaker off during a call Lift the handset or activate the headset at any time. The Speaker and the corresponding indicator light turn off. Voice control reverts to the handset/headset. Ending a call while the Speaker is active Press the Speaker button.

  • Page 30: 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 31: Password Entry

    Logging Off the Phone Password entry: If the Password: field displays asterisks, indicating the telephone has stored your password, press # to accept the hidden password. The telephone never displays your password for security purposes. If the Password: field does not display asterisks, the telephone has not stored your password.
  • Page 32 Using Your 4625SW IP Telephone 32 4625SW IP Telephone User Guide...

  • Page 33: 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 34: 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. 34 4625SW IP Telephone User Guide...

  • Page 35: 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: 666 (o) (Right Arrow softkey to move the cursor one space to the right) 777 (r) 666 (o) After entering this sequence, the display shows: Tombrown.

  • Page 36: 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. 36 4625SW IP Telephone User Guide...

  • Page 37: 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 38: 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. 38 4625SW IP Telephone User Guide...

  • Page 39: 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. All calls made to or from your 4625SW IP Telephone are added to one of three Call Logs - Outgoing Calls, Incoming Answered Calls, and Missed (unanswered) Calls.

  • Page 40: 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. 40 4625SW IP Telephone User Guide...

  • Page 41: 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 42: 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. 42 4625SW IP Telephone User Guide...

  • Page 43: 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 3 November 2006...
  • Page 44 Using the Call Log Application 44 4625SW IP Telephone User Guide...

  • Page 45: Chapter 5: Using The Web Access Application

    Internet data types, nor is it intended to replace your PC’s browser. The 4625SW’s Web functions are geared towards use on a small (six line) display screen, more like those of a Personal Data Assistant (PDA) or cellular telephone.

  • Page 46: 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. 46 4625SW IP Telephone User Guide...

  • Page 47: 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 48: 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 49: 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 50: 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 51: 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 ●...

  • Page 52: Accessing The Options Main Menus

    Contrast Control – provides access to the Contrast Option screen, on which you adjust the 4625SW’s display area contrast. Log Off – allows you to log the phone off for privacy and security purposes.

  • Page 53: 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 54: 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. 54 4625SW IP Telephone User Guide...

  • Page 55: 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 56: Setting The Call Appearance Width

    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. ● 56 4625SW IP Telephone User Guide...

  • Page 57: Changing Application Background Colors

    After saving or cancelling, the second Application Options screen displays. 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 58: Status Screen Viewing Options

    Note: interrupts the process, and you must start over from Step 1. Adjust the ringer volume using the Volume Control buttons, as discussed in Table 1: 4625SW IP Telephone Button/Feature Descriptions. Status Screen Viewing Options Four views of telephone and system information are available. A user generally does not need to view this information.

  • Page 59: Viewing Quality Of Service (Qos) 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 60: Viewing The Network Audio Quality

    If administered, the Audio Status screen displays. 2. To return to the first Options Main screen, press the Return softkey. Logging Off the 4625SW IP Telephone Log your telephone off to prevent unauthorized use during an absence, or for privacy purposes.

  • Page 61: Reinstating The Phone After A Log Off

    2. Using the dialpad, enter your PBX/switch Password then press the Pound (#) key. The phone is now ready for use. Backup/Restore Options The 4625SW IP Telephone’s backup and restore options allow you to: Save your options/preference settings, your Speed Dial Button Labels, Names, and ●...

  • Page 62: Settings Saved During A Backup

    ● Options Application background color ● Web Application background color ● Display Language ● Ethernet setting ● Automatic Backup (yes/no) ● FTP Server IP Address ● FTP Directory Path ● FTP User Name ● 62 4625SW IP Telephone User Guide...

  • Page 63: 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 64: 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 65: 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 66: 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 67 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 68: Feature Button Labeling

    Feature buttons. Use the Right or Left Page Button to move to the page on which you want to re-label one or more Feature buttons. As you move from page to page, the top display area shows the current page number. 68 4625SW IP Telephone User Guide...

  • Page 69: 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 70: Selecting An Alternate Language

    4625SW IP Telephone Options Selecting an Alternate Language Users can change the user interface language their 4625SW IP Telephones display. The 4625SW IP Telephone supports the following languages: English (the default display language) ● French (Canadian) ● German ● Italian ●...
  • Page 71 Selecting an Alternate Language 3. Choose one of the following options: If you want to Then Proceed to change the Select either Yes softkey. current language to the The active language changes to the new language new language. you selected. The second Options Main screen re-displays.
  • Page 72 4625SW IP Telephone Options 72 4625SW IP Telephone User Guide...

  • Page 73: Chapter 7: Headsets And Handsets

    ● who continuously wear headsets. Avaya also offers wireless headset solutions with up to a 300 foot range from the base. The wireless headsets offer remote call answering and call initialization features on the 4610SW, 4620, 4620SW, 4621SW, 4625SW and 4630SW IP Telephones.

  • Page 74: 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 74 4625SW IP Telephone User Guide...

  • Page 75: Chapter 8: Telephone Management And Troubleshooting

    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 76 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. 76 4625SW IP Telephone User Guide...

  • Page 77: 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 78: Basic Troubleshooting Chart

    If these suggested solutions do not resolve the problem, reset or power cycle the phone with your System Administrator’s assistance. 1 of 2 78 4625SW IP Telephone User Guide...
  • Page 79 Access the Network Audio Quality screen (described in Viewing the while using a handset, static, Network Audio Quality Chapter 6: 4625SW IP Telephone Options) sudden silences (gaps in to provide your System Administrator with specific information speech), clipped or garbled related to this problem.

  • Page 80: Troubleshooting 4625Sw Applications

    (Contact your System Administrator if you have questions on editing the file yourself.) Then retrieve the file from the telephone, as explained in Retrieving and Restoring Data from a Backup File. 1 of 2 80 4625SW IP Telephone User Guide...
  • Page 81 Troubleshooting 4625SW Applications Problem/Symptom Suggested Resolution (continued) CALL LOG APPLICATION: You cannot dial out after selecting Check that all call appearances (incoming/outgoing lines) a call log entry are not already in use. If all lines are in use, wait until a line is available to make your call.

  • Page 82: Resetting And Power Cycling The Ip Telephone

    “Restart phone? * = no # = yes.” 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: 82 4625SW IP Telephone User Guide...

  • Page 83: 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 84 Telephone Management and Troubleshooting 84 4625SW IP Telephone User Guide...

  • Page 85: Index

    ......4625SW IP Telephone, illustration of Deleting ... . .
  • Page 86 ....Password entry ..Logging Off the 4625SW IP Telephone ....Logging Off the Phone .
  • Page 87 ....Testing Your Phone Resetting and Power Cycling the 4625SW IP ... . . Text, entering .
  • Page 88 ....Voice Message Light ....Volume Control buttons 88 4625SW IP Telephone User Guide...

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