Avaya 4612 User Manual
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Avaya 4612 User Manual

Avaya ip telephone user's guide
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DEFINITY
4612 IP Telephone
Release 1
User's Guide
®
555-233-777
Issue 1
Comcode 700206428
July 2001

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  • Page 1 ® DEFINITY 4612 IP Telephone Release 1 User’s Guide 555-233-777 Issue 1 Comcode 700206428 July 2001...
  • Page 3 • Any other equipment networked to your Avaya products Avaya does not warrant that this product or any of its networked equipment is either immune from or will prevent either unautho- rized or malicious intrusions. Avaya will not be responsible for any charges, losses, or damages that result from such intrusions.
  • Page 4 édicté par le Industrie Canada. Trademarks All trademarks identified by ®, ™ and trademarks, trademarks, or service marks, respectively, of Avaya Inc. All other trademarks are the properties of their respective owners. Ordering Information Call: Avaya Publications Center...

  • Page 5: Table Of Contents

    Document Organization viii Conventions Used ix Symbolic Conventions ix Typographic Conventions ix Related Documentation/Training ix Chapter 1 - 4612 IP Telephone Description Introduction 1-1 The 4612 IP Phone 1-1 Chapter 2 - Using Programmable Buttons Introduction 2-1 Programmable Line/Feature Buttons 2-1...
  • Page 6 Contents Chapter 4 - Call Handling Features Introduction 4-1 Conference 4-1 Adding another party to a call 4-1 Adding a held call to the current call 4-2 Dropping the last person added to the conference call 4-2 Hold 4-2 Placing a call on hold 4-2 Returning to the held call 4-2 Mute 4-3 Preventing the other person on the line from hearing you 4-3...
  • Page 7 Contents Button View 5-4 Viewing the feature programmed on a Line/Feature button 5-4 Call Display 5-5 Call Forwarding 5-5 Temporarily sending your calls to another phone 5-5 Canceling Call Forwarding 5-5 Call Park 5-6 Parking a call at your extension 5-6 Retrieving a parked call from another extension 5-6 Call Pickup and Directed Call Pickup 5-6 Answering a call placed to someone in your pickup group (when your...
  • Page 8 Contents Program Abbreviated Dialing 5-12 Programming or re-programming a single Abbreviated Dialing button on a Line/Feature button 5-13 Programming or re-programming a single Abbreviated Dialing button on a softkey 5-14 Release 5-15 Ringer Off 5-16 Turning the ringer off 5-16 Turning the ringer back on 5-16 Self-Administration 5-16 Administering any of the above features on your telephone's available...
  • Page 9 Contents Chapter 7 - IP Telephone Management Features Introduction 7-1 Interpreting Ringer Tones 7-1 Personalizing Your Telephone's Ringing Pattern 7-3 Selecting a personalized ringing pattern 7-3 Interpreting Indicator Lights 7-3 Testing Your Phone 7-4 Testing the telephone's lights and display 7-4 Chapter 8 - Using a Headset or Specialized Handset Introduction 8-1 IP Telephone-Compatible Headsets 8-1...
  • Page 10 Contents Issue 1 July 2001...

  • Page 11: About This Document

    This Guide is organized to help you find topics in a logical manner. Read it from start to finish to get a thorough understanding of how to use your 4612 IP Telephone, or review the Table of Contents to locate information specific to a task or function you want to perform.

  • Page 12: Document Organization

    About This Document Document Organization This guide contains the following chapters: Chapter 1, 4612 IP Telephone Description Chapter 2, Using Programmable Buttons Chapter 3, Using the Display Screen Chapter 4, Call Handling Features Chapter 5, IP Telephone Features Chapter 6, Message Retrieval...

  • Page 13: Conventions Used

    These include Conference, Transfer and Related Documentation/Training An online, interactive IP Telephone User’s Guide can be found at: www.http//support.avaya.com For information related to installing an IP Telephone, see the “4600 Series IP Telephone Installation Guide” (Document Number 555-233-128; Comcode 700197858).
  • Page 14 About This Document Issue 1 July 2001...

  • Page 15: Introduction

    4612 IP Telephone Description Introduction This chapter introduces you to the layout of the 4612 IP Telephone. It provides a description for each functional button and other phone characteristics. The 4612 IP Phone The 4612 IP telephone is a multi-line phone with 12 Line/Feature buttons, 6 dedicated feature buttons, a 2-line by 24 character display area, 4 programmable "softkeys"...
  • Page 16 Match the numbered callouts on the 4624 IP Telephone illustration to the descriptions below. 1. Display - The display screen has two lines of 24 characters each. During phone usage, the top line shows the name/phone number you are calling or the name/phone number of the person calling you;...
  • Page 17 The 4612 IP Phone 13. Volume Control - Adjust the speaker, handset or ringer volume, depending on which item is in use. 14. Hold - Red button used to place a call on hold. Issue 1 July 2001...
  • Page 18 Issue 1 July 2001...

  • Page 19: Chapter 2 - Using Programmable Buttons

    Using Programmable Buttons Introduction Your 4612 IP Telephone has 12 Line/Feature buttons, some of which are dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can be programmed by your Telephone System Administrator to provide additional phone functionality. Programmable Line/Feature Buttons Line buttons available for incoming/outgoing calls are usually the first several buttons on the left-most button column.

  • Page 20: Ip Telephone Features Available On Programmable Line/Feature Buttons

    Programmable Line/Feature Buttons Regardless of whether a specific feature is available on a Line/Feature button, a Display Menu or Access Code, you can find procedures for all 4612 IP Telephone features in Chapter 5, “IP Telephone Features.” Issue 1 July 2001...

  • Page 21: Chapter 3 - Using The Display Screen

    Telephone System Administrator. When plugging in your 4612 IP Telephone for the first time, or after a power outage, it may take several minutes for the time and date to appear on the display screen.

  • Page 22: Lower Display Line

    Lower Display Line Line/Feature Button Information The 4612 IP Telephone has 12 Line/Feature buttons (also called call appearance buttons). Beginning with the first button in the upper left corner of the faceplate, and going down, the lower display line identifies the buttons as follows:...

  • Page 23: Navigating Display Menus

    Display Menu Mode above. Chapter 5, “IP Telephone Features,” provides information on these alternative softkey features. Navigating Display Menus The illustration below shows the Display Control buttons, located to the right of the Display screen. To move forward and back between each feature menu, use the Arrow buttons below the Menu button.
  • Page 24 Issue 1 July 2001...

  • Page 25: Chapter 4 - Call Handling Features

    Call Handling Features Introduction Call-handling features are those you would use while a call is in progress or while making a call. They are those features which have a dedicated phone button, such Conference Hold Redial Speaker Transfer Mute Each of the above features is described in detail in this section. Conference The Conference feature allows you to conference up to the maximum number of parties set by your System Administrator.

  • Page 26: Adding A Held Call To The Current Call

    Adding a held call to the current call 1. Press Conf. The current line and the held line lights flutter. 2. Press the line button of the held call. 3. Press Conf again. All parties are now connected. Dropping the last person added to the conference call Press the Menu button, then press the softkey below the "Drop"...

  • Page 27: Hold

    Mute Mute During an active call, the Mute feature prevents the party with whom you are speaking from hearing you. This feature is most commonly used in conjunction with the Speakerphone, but can be used to hold an off-line conversation at any time during a call.

  • Page 28: Placing A Call Without Lifting The Handset Or Using The Speakerphone With Any Feature

    Placing a call without lifting the handset or using the Speakerphone with any feature 1. Press Spkr. The Speaker/Mute indicator above the Speaker button lights and voice control is handled by the speaker. 2. Place or answer the call, or access the selected feature. 3.

  • Page 29: Transfer

    Transfer Transfer The Transfer feature lets you transfer a call from your telephone to another extension or outside number. Sending a call to another telephone 1. With the call active (or with only one held call and no active calls), press Trnsfr.
  • Page 30 Issue 1 July 2001...

  • Page 31: Chapter 5 - Ip Telephone Features

    Introduction This chapter contains procedures for using each of the DEFINITY features. Depending on how your 4612 IP Telephone was set up by your System Administrator, you can access some or all of the features discussed in this chapter using Line/Feature buttons, display menus or Access Codes.

  • Page 32: Feature List

    Feature List The following DEFINITY chapter: Table 5-1. DEFINITY Abbreviated Dialing Account Code Entry Automatic Callback Automatic Intercom Button View Call Display Call Forwarding (all calls) Call Park Call Pickup/Directed Call Pickup Consult Directory Drop (Conference Call party) Exclusion Group Paging Hands Free Answer Check with your System Administrator for your phone system’s specific configuration.

  • Page 33: Abbreviated Dialing (Ad)

    Abbreviated Dialing (AD) Abbreviated Dialing (AD) The Abbreviated Dialing (AD) feature lets you press a Line/Feature button to automatically dial a stored telephone number, inside extension or Feature Access Code. To find the AD buttons on your phone use Button View on your softkey menu (select BtnVu from the display menu, then press the Line/Feature button you want to check).

  • Page 34: Canceling Automatic Callback

    2. Hang up. You hear a priority ring when both your phone and the number you called are available. The display shows the message "Callback." 3. When you hear the priority ring, lift the handset. Your call proceeds as originally dialed. NOTE: Automatic Callback cancels (automatically) after 30 minutes.

  • Page 35: Call Display

    Call Display Call Display The Call Display feature initiates a call to the phone extension or number shown on the display screen. The number displayed could be from a Leave Word Calling (LWC) message, or a number you retrieved using the directory feature. Call Forwarding The Call Forwarding feature lets you redirect all calls to your phone to another extension or an outside number.

  • Page 36: Call Park

    Call Park The Call Park feature lets you place a call on hold at your telephone for retrieval at any extension. Parking a call at your extension If your System Administrator has programmed one of the Line/Feature buttons to represent Call Park, press that button to initiate Call Park, Press Trnsfr and dial the Call Park Access Code, then press Trnsfr again.

  • Page 37: Picking Up A Call For Someone In Your Office Using Directed Call Pickup

    Consult Picking up a call for someone in your office using Directed Call Pickup 1. If your System Administrator has programmed one of the Line/Feature buttons to represent Directed Call Pickup, press that button, Dial the Directed Call Pickup Access Code. 2.

  • Page 38: Calling The Person Whose Name Is Displayed

    4. To search for a new directory name, repeat the procedure from Step 1, To exit the directory, press the Exit display control button . Calling the person whose name is displayed 1. Pick up the handset (or leave it on-hook to use the speakerphone if you have a Call Disp button).

  • Page 39: Headset On/Off

    Headset On/Off Headset On/Off The Headset On/Off feature allows headset usage to be activated or deactivated using a Line/Feature button. When this feature is active, the green indicator light corresponding to the button administered signifies the headset is off-hook; when the indicator is not lit, it signifies on-hook headset status.

  • Page 40: Internal Auto Answer (Hands Free Answer)

    Internal Auto Answer (Hands Free Answer) The Internal Auto Answer (or Hands-Free Answer on Intercom) feature lets your Speakerphone-equipped telephone automatically go off-hook to answer internal calls. Answering internal calls automatically 1. Press Menu, then press the softkey below HFAns, If your System Administrator has programmed one of the Line/Feature buttons to represent internal auto answer, press that button to initiate this feature.

  • Page 41: Leaving A Message After Dialing An Extension (In Response To A Busy Or Coverage Tone, No Answer Or Hold Status)

    Pause (During Abbreviated Dialing) Leaving a message after dialing an extension (in response to a busy or coverage tone, no answer or Hold status) 1. If your System Administrator has programmed one of the Line/Feature buttons to represent Leave Word Calling, press that button to initiate leave word calling, Press Menu, then press the softkey below LWC.

  • Page 42: Priority Calling

    Priority Calling The Priority Calling feature lets you place an internal call with a distinctive ring (usually a 3-burst ring) to indicate your call needs immediate attention. Placing a priority call 1. If your System Administrator has programmed one of the Line/Feature buttons to represent Priority Calling, press that button, Press Menu, then press the softkey below PCall, Dial the Priority Calling Access Code.

  • Page 43: Programming Or Re-Programming A Single Abbreviated Dialing Button On A Line/Feature Button

    Program Abbreviated Dialing Programming or re-programming a single Abbreviated Dialing button on a Line/Feature button NOTE: If you make a mistake while programming, you CANNOT move back a space to erase it. Instead, press the # key or go on-hook to erase the entry and start over.

  • Page 44: Programming Or Re-Programming A Single Abbreviated Dialing Button On A Softkey

    Programming or re-programming a single Abbreviated Dialing button on a softkey NOTE: If you make a mistake while programming, you CANNOT move back a space to erase it. Instead, press the # key or go on-hook to erase what was entered and start over.

  • Page 45: Release

    Release A three-beep confirmation tone indicates the AD number has been stored and the message "Number saved" displays for one second; then the message "Change label? Yes=1 No=2" displays. 7. Choose one of the following options: If you want to Change the label for the softkey Keep the existing label 8.

  • Page 46: Ringer Off

    Ringer Off The Ringer Off feature stops your phone from ringing. Use this feature when you don't want to be disturbed. When your ringer is set to off, the Line indicator lights and the display alerts you to incoming calls. Your phone also gives one short ring burst to indicate an incoming call.

  • Page 47: Administering Any Of The Above Features On Your Telephone's Available Buttons

    Self-Administration Administering any of the above features on your telephone's available buttons To perform this procedure, your telephone must be idle, without any active or held calls. 1. Press the Menu button, and use the Right Arrow button to scroll through the display until the Admin option appears.
  • Page 48 5. Press the softkey below the feature you want to place on (or remove from) an available Feature button, for example, SAC to add or remove send all calls. Selecting certain features may prompt you to enter a number such as a telephone number, extension or trunk code to be associated with the button you select in the next step.

  • Page 49: Send All Calls

    Send All Calls Send All Calls The Send All Calls feature lets you temporarily send your calls to the extension of a person designated by the System Administrator to answer them when you cannot. Sending all calls (except priority calls) immediately to a coverage extension Your Telephone System Administrator must provide a coverage path before you can use this feature.

  • Page 50: Stored Number (View)

    Stored Number (View) The Stored Number feature lets you display: The numbers stored in Abbreviated Dialing (AD) locations The number you last dialed Viewing either the last number dialed or a number stored on an AD button 1. If one has been programmed by your System Administrator, press the View Line/Feature button.

  • Page 51: Whisper Page (Activate)

    If you have a headset other than those recommended (see Chapter 8) or a base unit/adaptor other than the M12LU Modular Base Unit plugged into your 4612 telephone, the Whisper Page announcement may be overheard by the other person on the call.

  • Page 52: Answering A Whisper Page Call

    Answering a Whisper Page call 1. When you hear the Whisper Page beep while on a call, press the button your System Administrator has designated for Whisper Page Answer. Your current call is placed on hold to allow you to speak with the person who paged you.

  • Page 53: Chapter 6 - Retrieving Voice Messages

    Retrieving Voice Messages Message Retrieval Your message indicator lights when a caller has left you a message. Because voice mail systems are administered differently among customers, check your office procedures for message retrieval. For example, some telephone users may be authorized to retrieve messages for other telephones not equipped with a display.
  • Page 54 Issue 1 July 2001...

  • Page 55: Chapter 7 - Ip Telephone Management Features

    IP Telephone Management Features Introduction This chapter explains how to interpret both the different ringer tones you hear and the telephone’s indicator lights. Also covered are testing your telephone to be sure it is operating properly, and personalizing your phone’s ringing pattern. Interpreting Ringer Tones As you become more familiar with your IP Telephone, you will recognize the various tones you hear in response to an incoming call or while using the handset.
  • Page 56 Feedback (Handset) Tones Meaning Busy --- --- --- Low-pitched, rapid tone (repeated 60 times per minute), signifying the number dialed is in use. Call Waiting Ringback A ringback tone with lower-pitched signal at the end; Tone ---_ indicates the extension called is busy and the called party has been given a call waiting tone.

  • Page 57: Personalizing Your Telephone's Ringing Pattern

    Personalizing Your Telephone's Ringing Pattern Personalizing Your Telephone's Ringing Pattern The Select Ring feature lets you choose your own personalized ringing pattern from among eight different patterns. Selecting a personalized ringing pattern 1. With the phone on-hook, press Conf. The current ringing pattern sounds and repeats every three seconds. 2.

  • Page 58: Testing Your Phone

    Testing Your Phone The Test feature lets you verify that your telephone's lights and display are operating properly. Testing the telephone's lights and display 1. With the phone idle, press and hold Trnsfr. The Line/Feature indicators light and the display lines each show 24 shaded blocks, representing the 24 characters available on each line.

  • Page 59: 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 60: 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 61: 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 remaining pages in this chapter provide procedures for resetting or power-cycling your phone, when Basic Troubleshooting does not resolve the problem.
  • Page 62 Note that there may be a slight operational delay if you unplug and reconnect the phone. If you have a 4612 or 4624 IP Telephone, check to be sure the phone is powered (press Menu, then Exit); if nothing appears on the display, check your power source.
  • Page 63 Avaya Communication compatible Headsets in Chapter 8 of this guide. If you have a 4612 or 4624 IP Telephone, use the Menu to access the RngOf (Ringer Off) feature; if a carat (downward triangle) appears above that feature, your phone is set to not ring.

  • Page 64: 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. Use a Power Cycle with the approval of your System Administrator only when a reset does not resolve the problem. Resetting your phone This basic reset procedure should resolve most problems.

  • Page 65: 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 only if the basic or programmed reset procedure cannot be performed or does not correct the problem: 1. Unplug the phone and plug it back in. The phone connection is re-established.
  • Page 66 Issue 1 July 2001...

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