Avaya 4620 User Manual
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Avaya 4620 User Manual

Avaya 4620 User Manual

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See also: User Manual , Installation Manual
IP Office
4620, 4621, 4625, 5620 and 5621
Phone User Guide
15-601123 Issue 05a - (16 July 2009)

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  • Page 1 IP Office 4620, 4621, 4625, 5620 and 5621 Phone User Guide 15-601123 Issue 05a - (16 July 2009)
  • Page 2 While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document may be incorporated in future releases.

  • Page 3: Table Of Contents

    6.3 Contrast Control ..............37 6.4 Reinstating the Phone ..............37 6.5 Changing Key Labels ..............38 6.6 Displaying Language Selection ..............39 6.7 Phone Screen on Answer ..............40 4620/5620 Phone Page 3 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 5: The Telephone

    Chapter 1. The Telephone 4620/5620 Phone Page 5 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 7 1. The Telephone This guide covers the use of the 4620, 4621, 4625, 5620 and 5621 phones on IP Office phone system. These phones are physically similar. The key difference is that the 5620 and 5621 are only supported on the IP Office where as the 4620, 4621 and 4625 are supported on a range of Avaya phone systems.
  • Page 8 Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features. These keys correspond to the text prompts in the display screen immediately above them. 4620/5620 Phone Page 8...

  • Page 9: Call Appearance Keys

    Appearance keys, this would severely restrict the use of features such as conference and transfer. It is for this reason that it is strongly recommended that all call appearance keys remain at their default settings. 4620/5620 Phone Page 9 IP Office...

  • Page 10: Call Appearance Keys Icons

    You are part of a conference call, displayed on the left hand side of the display. See CONFERENCE Calls Suppressed Code: ssss When an account code is entered, the number you enter is displayed as "ssss" for security purposes. 4620/5620 Phone Page 10 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 11: Logging On

    Call Log entries and certain Speed Dial settings will remain on the extension even once you are logged out. · To log off the phone where you had logged on dial *36. 4620/5620 Phone Page 11 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 12: No User

    If required, and you have been allocated a login code, you can logon using your extension number and login code. (see Logging On Note Although calls may be made from an extension marked NoUser, normally calls cannot be received on that extension. · 4620/5620 Phone Page 12 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 13: Basic Call Handling

    Chapter 2. Basic Call Handling 4620/5620 Phone Page 13 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 14: Answering Calls

    · The default ring cadences are: Internal calls - single ring cadence. · External calls - double ring cadence. · These can be changed by your system administrator. 4620/5620 Phone Page 14 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 15: Making A Call

    To make a call using speed dial: Speed Dials · 2.3 Clearing a Call To clear an established call: Either: Replace the handset. · Press DROP. · 4620/5620 Phone Page 15 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 16: Headset Working

    Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See Dialling a Speed Dial · Number When the call is answered, speak to the called party. 4620/5620 Phone Page 16 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 17: Speakerphone

    The line display area changes to white text with a dark gray background, and is displayed. To retrieve a held call: Press the corresponding on which the call is being held. The call is now active. · 4620/5620 Phone Page 17 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 18: Speed Dial

    · If the called party does not wish to accept the call or there is no answer, press DROP. To return to the held call, press adjacent to it. 4620/5620 Phone Page 18 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 19: Conference

    To display which conference participants to drop from the conference, press DROP. You can then select the · participant to drop by pressing the Prev/Next buttons to display the participant, then press DROP again. 4620/5620 Phone Page 19 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 20: Parking Calls

    If you place a call to an extension with Private Call on, you will hear the Number Unobtainable tone. Note Private call is not a default feature. If you require this option, contact your administrator. · 4620/5620 Phone Page 20 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 21: Speed Dials

    Chapter 3. Speed Dials 4620/5620 Phone Page 21 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 22: 3. Speed Dials

    Speed dials can be used for any numbers that can be manually dialed from the extension. If, for external calls, a · dialling prefix is required; that prefix must be part of the speed dial number. 4620/5620 Phone Page 22 IP Office...

  • Page 23: Dialling A Speed Dial Number

    To move between pages, press Press Delete. Press next to the speed dial to delete. To confirm, press Delete. To exit without deleting, press Cancel. 4620/5620 Phone Page 23 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 24: Adding A New Speed Dial

    Note: The controls on this screen are context sensitive and only appear when applicable. For example, Save only appears · when a name and number have been entered. 4620/5620 Phone Page 24 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 25: Using The Call Log

    Chapter 4. Using the Call Log 4620/5620 Phone Page 25 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 26: 4. Using The Call Log

    Note Call log entries are lost whenever the phone system or the individual phone are reset. · 4620/5620 Phone Page 26 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 27: Accessing Call Logs

    Locate the log entry in which you are interested. Press adjacent to the entry. The log entry details, similar to the following, is displayed: To return to the call log, press Return. 4620/5620 Phone Page 27 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 28: Making Calls From The Call Log

    To disable call logging: Press OPTIONS and then press Application Options. Press Press Call Log to toggle between Enabled and Disabled. Press Save. To abandon the changes, press Cancel. 4620/5620 Phone Page 28 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 29: Visual Voice

    Chapter 5. Visual Voice 4620/5620 Phone Page 29 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 30: 5. Visual Voice

    <Group> - You can have direct access to voicemails for any group you are a member of; if you are the Group · Mailbox Administrator. Note The email option is only available if VoiceMail Pro is installed, and Voicemail Email has been configured for you. · 4620/5620 Phone Page 30 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 31: Listen To Voicemails

    Listen to check your message. You can change the message by selecting Pre-Rec again. Press Send. Note Depending on the number of feature keys available, you may need to use the scrolling facility to see all of the · options. 4620/5620 Phone Page 31 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 32: Changing Your Greeting

    Listen to hear the message you have just recorded; re-record if you are not satisfied with the Greeting. Press Submit to save the new Greeting. Press PHONE/EXIT to return to the main display. 4620/5620 Phone Page 32 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 33: Send A Voicemail

    FWD - An email alert is sent with a copy of the voicemail attached. The original voicemail is deleted from your voicemail mailbox. ALERT- An email alert is sent when there is a new voicemail. When you have made you selection, press Done 4620/5620 Phone Page 33 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 34: Changing Your Mailbox Password

    To transfer the call to another mailbox: Press Voice Key in the user's extension number. Press Vmail Transfer. The call will be transferred directly to the users mailbox; the extension is not alerted. 4620/5620 Phone Page 34 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 35: Changing Options

    Chapter 6. Changing Options 4620/5620 Phone Page 35 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 36: Personal Ringing Options

    Miscellaneous Information · The miscellaneous status screens provide additional information about your phone and its connections. 3. To return to the first View IP Settings screen, press Return. 4620/5620 Phone Page 36 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 37: Contrast Control

    The display prompts for entry of your password. Using the dialpad, enter your PBX/switch Password then press the Hash (#) key. If a password was set by the system administrator, enter any number and press Hash (#). The phone is now ready for use. 4620/5620 Phone Page 37 IP Office...

  • Page 38: Changing Key Labels

    To return to the Label screen without saving the changes, press Cancel. To return to the main Options menu, press Return. To return to the call handling screen without saving the changes, press PHONE/EXIT. 4620/5620 Phone Page 38 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 39: Displaying Language Selection

    To return to the options menu without saving any changes, press Return. · To save the settings and return to the options menu, press Yes (which is displayed in both the original and · the selected language). 4620/5620 Phone Page 39 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 40: Phone Screen On Answer

    To change Phone Screen on Calling: Press OPTIONS and then press Application Options. Press Phone Screen on Calling to toggle between Yes and No. Press Save. To abandon the changes, press Cancel. 4620/5620 Phone Page 40 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 41: Displaying Call Timers

    OPTIONS and then press Application Options. Press and then press Visual Alerting to toggle between Yes and No. Press Save. To restore the previous setting without changing it, press Cancel. 4620/5620 Phone Page 41 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 43: Function Keys

    Chapter 7. Function Keys 4620/5620 Phone Page 43 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 44: 7. Function Keys

    If the phone has been setup with either or both the Admin and Admin1 features assigned to display keys, you can select and program your own feature choices against other keys. See Function Key Programming 4620/5620 Phone Page 44 IP Office...

  • Page 45: Function Key Programming

    Set Hunt Group Night Service Park Call Park to Other Extension Prog Abbreviate Dial Program RngOf Ringer Off Send All Calls Spres AD Suppress Timer Timer TmDay Time of Day 4620/5620 Phone Page 45 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 46 Longhand Programming Mode respectively. Admin1: The programmable functions available via an Admin1 key. Name Description Toggles Data Park Park User User Group Group Number Dial Flash Hook Flash 4620/5620 Phone Page 46 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 47: Shorthand Programming Mode

    To keep the existing function and forget the function just programmed, press Keep · To delete the existing function and forget the function just programmed, press Delete · 4620/5620 Phone Page 47 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 48: Longhand Programming Mode

    · To keep the existing function and forget the function just programmed, press Keep · To delete the existing function and forget the function just programmed, press Delete 4620/5620 Phone Page 48 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 49: System Features

    Chapter 8. System Features 4620/5620 Phone Page 49 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 50: Ring Back

    To switch Forward Hunt Group Calls On, dial *50. To switch it off, dial *51. This setting is for Forward Unconditional · On only. To Cancel All Forwarding, dial *00. · Note Cancelling all forwarding will also cancel any Follow Me you have set. · 4620/5620 Phone Page 50 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 51: Diverting Calls

    ) , your Follow Me will also be cancelled. · Follow Me does not apply to the following call types: · — Voicemail Callback — Automatic Call Back — HOLD or Park return. 4620/5620 Phone Page 51 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 52: Do Not Disturb

    The system administrator also specifies the reception number, to which the call is diverted if the caller dials 0, and · your email address if your voicemail and email are integrated. 4620/5620 Phone Page 52 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 53: Default Short Codes

    Call Pickup Members Toggle Calls *57*N# Forward On Busy Number Call Pick Up Any *70*N# Dial Physical Extn by Number Call Pick Up Group *71*N# Dial Physical Extn by ID 4620/5620 Phone Page 53 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 55: Web Browsing

    Chapter 9. Web Browsing 4620/5620 Phone Page 55 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 56: 9. Web Browsing

    To exit web browsing mode: Press PHONE/EXIT. If you press PHONE/EXIT while browsing the web, the last web page viewed is displayed when you press Web again before a system reboot. 4620/5620 Phone Page 56 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 57: Accessing External Wap Websites

    If the icon appears next to a link in the web page, it indicates that the link is a phone number. Press the adjacent to select the link to dial the number. 4620/5620 Phone Page 57 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 58: Entering Data

    When you have completed your text entry, press DONE. To return to the text entry, press adjacent to the [ ] text entry field again. 4620/5620 Phone Page 58 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 59: Management And Troubleshooting

    Chapter 10. Management and Troubleshooting 4620/5620 Phone Page 59 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 60: Testing The Phone's Lights And Display

    To return to the phone screen, press #. If nothing appears on the display and the phone is receiving power, your phone may need to be replaced. Contact your system administrator for assistance or additional troubleshooting information. 4620/5620 Phone Page 60 IP Office...

  • Page 61: Troubleshooting Chart

    You cannot add an entry to the Speed Dial list: · You have 108 Speed Dial entries, the maximum allowed. You must delete at least one entry before adding a new entry. 4620/5620 Phone Page 61 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 62 Your administrator must administer settings for the Enhanced dialling feature beyond the defaults. OPTIONS: No Options other than "View IP Settings" display: · Your administrator has turned off all user-settable options. 4620/5620 Phone Page 62 IP Office 15-601123 Issue 05a (16 July 2009)

  • Page 63: Index

    Shorthand Programming Mode 47 Editing Speakerphone 17 Speed Dial Speed Dial 18, 28 Email Alerts 33 Adding Entering Deleting Data Editing EXITing Speed Dial Number Call Log Dialling 4620/5620 Phone Page 63 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 64 View IP Settings 36 Visual Alerting 41 Visual Voice Overview Voicemail 52 Send Voicemail TRANSFER 34 Voicemails Listen Web Navigation Controls 57 Your Greeting Changing Your Mailbox Password Changing 4620/5620 Phone Page 64 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 65 4620/5620 Phone Page 65 IP Office 15-601123 Issue 05a (16 July 2009)
  • Page 66 Performance figures and data quoted in this document are typical, and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract. The company reserves the right to make alterations or amendments to the detailed specifications at its discretion. The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others.

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