Avaya 4620 Series User Manual
Ip office 4.0
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Also See for 4620 Series:
- User manual (92 pages) ,
- Frequently asked questions manual (32 pages) ,
- Quick reference manual (2 pages)
Related Manuals for Avaya 4620 Series
Summary of Contents for Avaya 4620 Series
- Page 1 IP Office 4.0 4620 and 5620 Series User Guide 15-601081 Issue 4 (12 December 2006)
- 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.
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Page 3: Table Of Contents
Table of Contents The Telephone..........................1 About this Guide............................1 Overview ..............................1 Call Appearance Keys ..........................4 Call Appearance Keys Icons........................5 The Display ..............................6 Logging On...............................7 Logging Off...............................8 No User ..............................8 System Features ............................8 Basic Call Handling ........................9 Answering Calls............................9 Making a Call............................10 Clearing a Call............................10 Headset Working............................11 Speakerphone ............................12... - Page 4 4620 and 5620 Series User Guide Changing Options ........................28 Personal Ringing Options........................28 Viewing IP Settings ..........................28 Contrast Control .............................29 Reinstating the Phone ..........................29 Changing Key Labels ..........................30 Displaying Language Selection ......................31 Phone Screen on Answer ........................31 Phone Screen on Calling........................32 Displaying Call Timers..........................32 Message Display Rate..........................32 Call Appearance Width...........................33...
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Page 5: The Telephone
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. The diagram below shows the main phone features:... - Page 6 4620 and 5620 Series User Guide 1. Display and Feature Buttons: The Call Appearance Keys enable you to handle multiple calls with the display showing call information. There are 2 pages in the display; giving up to 24 system features that can be allocated to the function keys.
- Page 7 The Telephone PHONE/EXIT: Displays the phone application main screen or, if applicable, exits the current IP Office based feature, such as Speed Dial or Call Log, and normalizes the display. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features.
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Page 8: Call Appearance Keys
4620 and 5620 Series User Guide Call Appearance Keys There are four pages of call appearance and function keys. You can search through these by pressing . At default, first page of the main call screen contains three keys set as ‘call appearance’ keys. With these keys the phone is a multi-line phone, indicated as a=, b= and c=. -
Page 9: Call Appearance Keys Icons
The Telephone Call Appearance Keys Icons The icons displayed against the Call Appearance/Feature Keys allow you to determine the status (for example, on HOLD) of each call. Icons also indicate whether a feature has been activated for a particular button. ... -
Page 10: The Display
4620 and 5620 Series User Guide The Display Phone Locked: Internal calls only. Call Forwarding On: See Call Forwarding. In Group: You can enable/disable group membership. Held Call: Shows the number of held calls. See HOLD. Do Not Disturb On: See Do Not Disturb. -
Page 11: Logging On
The Telephone Logging On Your administrator has created your initial configuration so that you will be automatically logged on to your home extension. However, you may be required to log in for the following reasons: Forced login - if your configuration does not allow automatic login to your home extension. ... -
Page 12: Logging Off
4620 and 5620 Series User Guide Logging Off If you have been allocated a login code, you can log your phone off to prevent unauthorized use during an absence, or for privacy purposes. If you are logging off from another extension, the system will log you back in at your home extension, unless the force-login option is set. -
Page 13: Basic Call Handling
Basic Call Handling Answering Calls When a call arrives at your phone, you hear a ringing tone and a blinking bell icon appears on the associated call appearance. To answer an incoming call at your extension: Do one of the following: ... -
Page 14: Making A Call
4620 and 5620 Series User Guide Making a Call There are several options for making a phone call, depending on what how you want to use the phone. To make a call using the handset: 1. Pick up the handset. 2. -
Page 15: Headset Working
Basic Call Handling Headset Working When a headset is to be used, it must be plugged in to the headset socket on the base of the phone. To activate the headset and switch off the handset, press HEADSET. The lamp beside the button is illuminated when headset working is activated. -
Page 16: Speakerphone
4620 and 5620 Series User Guide Speakerphone The two-way built-in speakerphone allows you to make and answer calls without lifting the handset. Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as in very noisy locations). To use the speakerphone with any feature: 1. -
Page 17: Speed Dial
Basic Call Handling Speed Dial The Speed Dial feature allows the phone to dial numbers stored in your personal directory (maximum of 104). To make a call to a personal directory entry using the Speed Dial feature: 1. From the Home screen, press SpDial. -
Page 18: Transfer
4620 and 5620 Series User Guide Transfer The Transfer feature lets you transfer a call from your phone to another extension or outside number. To transfer a current call to another phone: 1. With a call in progress, press TRANSFER. 2. -
Page 19: Conference
Basic Call Handling Conference The Conference feature allows you to conference other parties (including yourself) into a call. Notes The number of parties allowed in a conference is controlled by your phone system. Two Call Appearance keys are required for the conference feature. To add another party to a call: 1. -
Page 20: Speed Dials
Speed Dials Overview The phone can store up to 108 personal speed dials. To access the speed dial directory, press SpDial. A screen similar to the following is displayed: The speed dials are sorted alphabetically. Press adjacent to a name to dial the speed dial number stored with that name. ... -
Page 21: Adding A Speed Dial From The Call Log
Speed Dials Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry. See Turning a Log Entry into a Speed Dial. This process will start the normal speed entry screen, pre-filled with the name and number from the call log entry. -
Page 22: Adding A New Speed Dial
4620 and 5620 Series User Guide Adding a New Speed Dial You can add a new speed dial to your directory. To add a new speed dial: 1. To display the speed dial directory, press SpDial. Note If SpDial is not shown, you may have to press PHONE/EXIT to exit the current screen function. -
Page 23: Using The Call Log
Using the Call Log Overview The phone maintains a call log. To access the call log, press Log. The call log keeps a log of missed calls, outgoing calls made and incoming calls answered. Each of these logs includes the 30 most recent calls in each category. A log entry similar to the following is displayed: ... -
Page 24: Accessing Call Logs
4620 and 5620 Series User Guide Accessing Call Logs You can access the call log to view incoming, outgoing and missed calls. To access call logs: 1. Press Log. A screen similar to the following is displayed: The call log always opens in the Missed calls log. Note If Log is not shown, you may have to press PHONE/EXIT to exit the current screen function. -
Page 25: Displaying An Individual Log Entry
Using the Call Log Displaying an Individual Log Entry You can display an individual log entry to view the name, number, date and time of incoming, outgoing and missed calls. To display an individual log entry: 1. Locate the log entry in which you are interested. 2. -
Page 26: Deleting An Individual Log Entry
4620 and 5620 Series User Guide Deleting an Individual Log Entry You can delete an individual log entry from your call log. To delete an individual log entry: 1. Locate the log entry and press adjacent to it. 2. To delete the log entry and return to the call log, press Delete. -
Page 27: Using Visual Voice
Using Visual Voice Overview of Visual Voice Visual Voice gives you access to your mailbox using softkeys and, by using the associated feature keys, a more user-friendly option control. Visual Voice is accessed by pressing Voice and then selecting from the displayed options: ... -
Page 28: Listen To Voicemails
4620 and 5620 Series User Guide Listen to Voicemails To listen to your Voicemails or your Group Voicemails: 1. Press Voice. 2. Press Listen (for your messages) or <group name> (for your hunt group messages),for example, Sales (25). 3. When prompted, key in the password. If your extension has been configured as a trusted source, the password will not be required. -
Page 29: Changing Your Greeting
Using Visual Voice Changing Your Greeting You can listen to, change and save your current greeting. Note Visual Voice only modifies your Personal Greeting for All Calls. To change your mailbox greeting: 1. Press Voice. 2. Press Greeting. The following options are then displayed on the soft-keys. ... -
Page 30: Email Alerts
4620 and 5620 Series User Guide Email Alerts The Email option is displayed if: You have Voicemail pro installed Voicemail Email has been configured for you. To view or change the current email alert status: 1. Press Voice. 2. -
Page 31: Voicemail Transfer
Using Visual Voice Voicemail Transfer Unlike the standard transfer, Voicemail Transfer allows you to transfer a call to another user's mailbox. To transfer the call to another mailbox: 1. Press Voice 2. Key in the user's extension number. 3. Press Vmail Transfer. -
Page 32: 4620 And 5620 Series User Guide
Changing Options Personal Ringing Options The IP Office uses 'distinctive ringing' for different types of calls - a repeated single ring for internal calls, a repeated double ring for external calls and a single ring followed by two short rings for ringback calls. These options are fixed by the IP Office. -
Page 33: Contrast Control
Changing Options Contrast Control On first-time startup, the phone's display area contrast is set to mid-level. Should you need to adjust it, to better suit your work environment and lighting, fifteen contrast levels are available. Note You may not be able to distinguish between all 15 contrast level settings. Some of the upper and/or some of the lower contrast level settings may appear identical to adjacent settings. -
Page 34: Changing Key Labels
4620 and 5620 Series User Guide Changing Key Labels This feature can be used can be used to edit and change the text label shown next to buttons. To change the feature key labels: 1. Press OPTIONS and then press 2. -
Page 35: Displaying Language Selection
Changing Options Displaying Language Selection Non-English speaking users can change the user interface language displayed on their phone. Language options are: English, Français, Italiano, Japanese (Katakana characters), Español, Deutsche, Nederlands, Português. Note This does not alter your language setting on the phone system. To change the language: 1. -
Page 36: Phone Screen On Calling
4620 and 5620 Series User Guide Phone Screen on Calling This action controls the phone screen display when you make a call. When the Phone Screen on Calling? option is set to Yes (the default setting), the phone screen displays when you make a call, regardless of the screen you were working with at that time. You will lose any unsaved work in progress on that screen (for example, labeling a Speed Dial button). -
Page 37: Call Appearance Width
Changing Options Call Appearance Width When the Call Appearance Width is set to Full (the default), each line on which a call appears extends the full width of the display, and accommodates messages in the call appearance display area. When this option is set to Half, the call appearance area is limited to half of the display area and call-related messages appear on the top display line. -
Page 38: Function Keys
Function Keys Overview Both the Function Keys and the Soft Keys can be used to access a range of system features. The display adjacent to the key shows the feature name. Some of these features are default features, for example SpDial, Log and Option which are always available. -
Page 39: Function Key Programming
Function Keys Function Key Programming If any one of the keys on the phone is programmed with an Admin or Admin 1 feature key, it allows you to program further features against other function keys. Both Admin and Admin1 are allocated to your function keys by your system administrator and displays on a menu screen similar to the following: The two tables below list the user programmable features available from Admin and Admin1. -
Page 40: Shorthand Programming Mode
4620 and 5620 Series User Guide In addition to the above, there is a key labeled Exlp? This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own. See Shorthand Programming Mode and Longhand Programming Mode respectively. -
Page 41: Longhand Programming Mode
Function Keys 7. To select the display key against which to program the new function, press Caution Do not select the slot used for the Admin function. Replacing this function will lock the phone for further programming until reset through the phone system. -
Page 42: System Features
System Features Introduction As well as your phones specific features, you can access a number of system features by dialling short codes. These instructions are for the system's default configuration. They assume that you are using the default feature codes. It also assumes that you have full access to all features and the public phone network. Ring Back If your system administrator has allocated you the Ring Back When Free feature , you can perform the following:... -
Page 43: Call Forwarding
System Features Call Forwarding Your calls can be forwarded to another extension or an external number when: You are away from your desk (on no answer). Your extension is busy (on all Call Appearance keys). You are away from the office (e.g. when you are on holiday). The following options are available for call forwarding: ... -
Page 44: Do Not Disturb
4620 and 5620 Series User Guide Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list: To switch Do Not Disturb on/off (with or without exceptions), dial *08. An N is displayed. To switch it off, dial *09. -
Page 45: Private Call
System Features Private Call The Private Call feature is used to prevent any intrusions during the call. Private call can be activated either before or during a call and will set the phone status to 'cannot be intruded' until you switch the Private Call feature off. -
Page 46: Default Short Codes
4620 and 5620 Series User Guide Default Short Codes The following are the normal default short codes available to you. Your system administrator may add additional codes for other features and for speed dials. The N where shown, should be replaced by the appropriate number. For example, with *07*N#, replace N with the extension to which you want your calls forwarded when you have forwarding switched on. -
Page 47: Web Browsing
Web Browsing Overview The phone can act as a web browser for WAP (Wireless Application Protocol) web sites. These web sites contain pages written in a language called WML (Wireless Markup Language). Your phone supports WML1.2. If your phone system has been setup with a default WAP website, the phone displays Web. -
Page 48: Web Navigation Controls
4620 and 5620 Series User Guide Web Navigation Controls On your default WAP website (press Web to access), the phone display shows a number of navigation controls, similar to the following: Navigation Icon Buttons: These appear on the right-hand side of the web display. Note Disabled navigation icon buttons may appear grayed out. -
Page 49: Entering Data
Web Browsing Entering Data Some web pages may require you to enter data into a text field and then submit that data. For example, if you browse to a search engine web site such as Google, you may be asked to enter a search field. ... -
Page 50: Management And Troubleshooting
Management and Troubleshooting Overview This chapter provides helpful information for: Testing your phone to be sure it is operating correctly. Basic Troubleshooting; this chart provides the most common problems an end user might encounter and suggested resolutions. Application-specific troubleshooting;... -
Page 51: Troubleshooting
Management and Troubleshooting Troubleshooting This section details the most common problems an end user might encounter and suggested resolutions: Phone does not activate when connected for the first time: Unless your system administrator has already initialized your phone, you may experience a delay of several minutes before it becomes operational. - Page 52 4620 and 5620 Series User Guide 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. dialling from this application does not go through: Your system administrator must administer settings for the Enhanced dialling feature beyond the defaults.
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Page 53: Index
Index default codes ............42 about this guide............1 editing a speed dial ..........17 new speed dial............18 entering data ............45 speed dial from call log ........17 exiting call logs............22 admin longhand programming........37 feature buttons .............1, 30 shorthand programming ........36 function keys ............35 answering calls internal ..............9 via headset ............11... - Page 54 ...........47 send a voicemail ..........25 system features............4, 8 transfer..............27 voicemail ............41, 42 testing ..............46 transfer..............14 WAP.................43 troubleshooting ............47 Avaya website............1 browsing..............43 view IP settings ............28 navigation............44 visual alerting ............33 troubleshooting ...........47 Visual Voice WAP..............43 changing password..........26 4620 and 5620 Series User Guide Page 50 IP Office 4.0...
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Page 56: Ip Office 4.0 15-601081 Issue 4 (12Th December
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.
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