AudioCodes 400HD Series User manual

AudioCodes 400HD Series of High Definition IP Phones
HD VoIP
420HD IP Phone
User’s Manual
420HD IP Phone with Microsoft®Lync™
Version 2.0.1

User's Manual Contents
Version 2.0.1 3 May 2013
Table of Contents
1Introducing AudioCodes' 420HD IP Phone ...............................................................9
1.1 About AudioCodes' Series of High Definition IP Phones...................................................9
1.2 Cutting Edge Voice Quality & HD VoIP .............................................................................9
2Setting up the Phone.................................................................................................11
2.1 Unpacking........................................................................................................................11
2.2 Device Description...........................................................................................................11
2.2.1 Front View..........................................................................................................................11
2.2.2 Rear View ..........................................................................................................................13
2.3 Cabling.............................................................................................................................14
2.4 Mounting the Phone.........................................................................................................15
2.4.1 Desktop Mounting..............................................................................................................15
2.4.1.1 Routing the Handset Cable................................................................................15
2.4.2 Wall Mounting....................................................................................................................16
3Getting Started...........................................................................................................17
3.1 Getting Acquainted with the LCD.....................................................................................17
3.2 Softkeys...........................................................................................................................18
3.3 Navigating to Menu Items................................................................................................19
3.4 Entering Numbers, Alphabetical Letters and Symbols ....................................................20
3.5 Signing In.........................................................................................................................22
3.6 Signing Out......................................................................................................................23
3.7 Displayed Messages........................................................................................................24
4Customizing Your Phone..........................................................................................25
4.1 Changing the LCD Language ..........................................................................................25
4.2 Selecting Ring Tone ........................................................................................................26
4.3 Enabling Call Waiting.......................................................................................................27
4.4 Setting Date and Time.....................................................................................................28
4.5 Changing LCD Contrast Level.........................................................................................29
4.6 Defining LCD Backlight Timeout......................................................................................30
4.7 Selecting an Answering Device .......................................................................................31
4.8 Defining Location.............................................................................................................32
4.9 Adjusting Volume.............................................................................................................33
4.9.1 Adjusting Ring Volume ......................................................................................................33
4.9.2 Adjusting Tones Volume....................................................................................................33
4.9.3 Adjusting Handset Volume ................................................................................................34
4.9.4 Adjusting Speaker Volume ................................................................................................34
4.9.5 Adjusting Headset Volume ................................................................................................35
4.10 Defining Call Forwarding .................................................................................................36
4.11 Managing Your Personal Directory..................................................................................37
4.11.1 Accessing the Directory.....................................................................................................37
4.11.2 Adding Contacts to the Personal Directory........................................................................37
4.11.3 Editing Contact Information ...............................................................................................38
4.11.4 Deleting a Contact .............................................................................................................39

420HD IP Phone with Microsoft Lync
User's Manual 4 Document #: LTRT-11891
4.11.5 Searching for a Contact.....................................................................................................40
4.12 Defining a Speed Dial Key...............................................................................................40
4.12.1 Assigning a Phone Number to a Key.................................................................................40
4.12.2 Editing a Speed Dial Assignment......................................................................................42
4.12.3 Deleting Speed Dials.........................................................................................................42
4.13 Changing your Presence Status......................................................................................43
5Performing Basic Operations...................................................................................45
5.1 Using Audio Devices........................................................................................................45
5.2 Making Calls....................................................................................................................45
5.2.1 Dialing................................................................................................................................46
5.2.2 Redialing............................................................................................................................46
5.2.3 Dialing a Missed Call .........................................................................................................47
5.3 Answering Calls...............................................................................................................47
5.4 Rejecting Incoming Calls .................................................................................................48
5.5 Silencing Incoming Calls..................................................................................................48
5.6 Ending an Established Call..............................................................................................49
5.7 Viewing Missed, Received and Dialed Calls....................................................................50
6Performing Advanced Operations ...........................................................................53
6.1 Answering Waiting Calls..................................................................................................53
6.2 Placing Calls On Hold......................................................................................................54
6.3 Calling a Contact Listed in the Directory..........................................................................54
6.4 Using a Speed Dial Key to Make a Call...........................................................................54
6.5 Transferring Calls ............................................................................................................55
6.5.1 Attended Transfer..............................................................................................................55
6.5.2 Semi-Attended Transfer.....................................................................................................56
6.6 Hosting 3‐Way Conference Calls.....................................................................................56
6.7 Muting Calls.....................................................................................................................57
6.8 Retrieving Voice Mail Messages......................................................................................57
7Troubleshooting........................................................................................................59

User's Manual Contents
Version 2.0.1 5 May 2013
List of Figures
Figure 2-1: Front View......................................................................................................................................12
Figure 2-2: Rear View.......................................................................................................................................13
Figure 2-3: Cabling...........................................................................................................................................14
Figure 3-1: LCD in Idle State............................................................................................................................17
Figure 3-2: Menus.............................................................................................................................................19
Figure 3-3: Alphanumerical Selection...............................................................................................................20
Figure 3-4: Entering a Symbol (e.g., a period) .................................................................................................21

420HD IP Phone with Microsoft Lync
User's Manual 6 Document #: LTRT-11891
List of Tables
Table 2-1: Font View Description .....................................................................................................................12
Table 2-2: Rear View Description.....................................................................................................................13
Table 3-1: LCD in Idle State.............................................................................................................................17
Table 3-2: Softkeys...........................................................................................................................................18
Table 3-3: Displayed Messages Indicating Processes In Progress.................................................................24
Table 4-1: Presence Statuses..........................................................................................................................43
Table 7-1: Troubleshooting...............................................................................................................................59

User's Manual Notices
Version 2.0.1 7 May 2013
Notice
This document shows how to use the AudioCodes 420HD IP Phone with Microsoft Lync.
Information contained in this document is believed to be accurate and reliable at the time of printing.
However, due to ongoing product improvements and revisions, AudioCodes cannot guarantee
accuracy of printed material after the Date Published nor can it accept responsibility for errors or
omissions. Updates to this document and other documents can be viewed by registered customers at
http://www.audiocodes.com/downloads.
© Copyright 2013 AudioCodes Ltd. All rights reserved.
This document is subject to change without notice.
Date Published: May-06-2013
Trademarks
AudioCodes, AC, AudioCoded, Ardito, CTI2, CTI², CTI Squared, HD VoIP, HD VoIP Sounds
Better, InTouch, IPmedia, Mediant, MediaPack, NetCoder, Netrake, Nuera, Open Solutions
Network, OSN, Stretto, TrunkPack, VMAS, VoicePacketizer, VoIPerfect, VoIPerfectHD, What’s
Inside Matters, Your Gateway To VoIP and 3GX are trademarks or registered trademarks of
AudioCodes Limited. All other products or trademarks are property of their respective owners.
WEEE EU Directive
Pursuant to the WEEE EU Directive, electronic and electrical waste must not be disposed of with
unsorted waste. Please contact your local recycling authority for disposal of this product.
Customer Support
Customer technical support and service are generally provided by AudioCodes’ Distributors,
Partners, and Resellers from whom the product was purchased. For technical support for
products purchased directly from AudioCodes, or for customers subscribed to AudioCodes
Customer Technical Support (ACTS), contact [e-mail].
Abbreviations and Terminology
Each abbreviation, unless widely used, is spelled out in full when first used.
Documentation Feedback
AudioCodes continually strives to produce high quality documentation. If you have any comments
(suggestions or errors) regarding this document, please fill out the Documentation Feedback form
on our Web site at http://www.audiocodes.com/downloads. Your valuable feedback is highly
appreciated.

420HD IP Phone with Microsoft Lync
User's Manual 8 Document #: LTRT-11891
Related Documentation
Document Name
400HD IP Phone with Microsoft Lync Release Notes
420HD IP Phone with Microsoft Lync Administrator’s Manual
420HD IP Phone with Microsoft Lync Quick Guide

User's Manual 1. Introducing AudioCodes' 420HD IP Phone
Version 2.0.1 9 May 2013
1 Introducing AudioCodes' 420HD IP Phone
AudioCodes 420HD IP Phone is based on AudioCodes High Definition voice technology,
providing clarity and a rich audio experience in Voice-over-IP (VoIP) calls. The 420HD is a 2-line,
2 concurrent calls per line premium model which includes a large monochrome multi-language
graphic liquid crystal display (LCD).
The 420HD IP Phone is a fully-featured telephone that provides voice communication over an IP
network, allowing you to place and receive phone calls, put calls on hold, transfer calls, make
conference calls, etc.
Read this User’s Manual carefully to learn how to operate this product and take advantage of its
multiple features.
1.1 About AudioCodes' Series of High Definition IP Phones
AudioCodes Series of High Definition IP Phones offers a new dimension of voice call quality and
clarity for the IP Telephony market. This new series of IP Phones further expands AudioCodes’
VoIP product offering for the service providers’ hosted services, Enterprise IP telephony and
Enterprise contact centers markets. As a natural addition to the AudioCodes Mobile Clients,
Media Gateway, Media Server & Multi-Service Business Gateway products, the AudioCodes
Series of High Definition IP Phones enable Systems Integrators and end-customers to build end-
to-end solutions that rely on AudioCodes’ technological advantage and proven track record in
providing state-of-the-art products. The AudioCodes Series of High Definition IP Phones meet a
growing demand for High Definition VoIP solutions in end-user phones and terminals, improving
the productivity and efficiency of business communications with new quality standards set by the
High Definition voice technology.
1.2 Cutting Edge Voice Quality & HD VoIP
Based on AudioCodes’ advanced, robust and field-proven VoIPerfectHD™ software,
AudioCodes’ IP Phones are designed to utilize wideband coders such as Microsoft Real Time
Audio (RTA)
1
. The phones feature enhanced proprietary capabilities such as packet loss
concealment, high quality wideband acoustic echo canceler, and low-delay adaptive jitter buffers
to enrich the HDVoIP experience.
1
Please contact AudioCodes to obtain the latest software version with RTA support.

420HD IP Phone with Microsoft Lync
User's Manual 10 Document #: LTRT-11891
Reader's Notes

User's Manual 2. Setting up the Phone
Version 2.0.1 11 May 2013
2 Setting up the Phone
2.1 Unpacking
When unpacking, ensure that the following items are present and undamaged:
420HD IP Phone / Stand
Handset / Cord
Cat 5e Ethernet Cable
AC Power Adapter (Optional)
If anything appears to be missing or broken, contact the distributor from whom you purchased the
phone for assistance.
2.2 Device Description
Use the graphics below to identify and familiarize yourself with the device's hardware functions.
2.2.1 Front View
The front view of the phone is shown in Figure 2-1 and described in Table 2-1.

420HD IP Phone with Microsoft Lync
User's Manual 12 Document #: LTRT-11891
Figure 2-1: Front View
Table 2-1: Font View Description
Item #
Label/Name
Description
1
Ring LED
Flashing blue light visually indicates an incoming call.
2
LCD
Interactive screen displaying calling information, enabling you to set up
phone features.
3
Softkeys
See Section 3.2 on page 18 for details on the four softkeys and the
available functions they offer.
4
Navigation
Control /OK
Press the upper rim to scroll up menus/items. Press its lower rim to scroll
down. Press its left or right rim to move the cursor left or right (when
editing a contact number for example). Press the OK button to select a
menu/item/option.
5
VOICE MAIL
Retrieves voice mail messages.
6
CONTACTS
Press to directly access the Personal directory.
1
2
3
4
5
6
7
8
9
12
13
14
15
11
10

User's Manual 2. Setting up the Phone
Version 2.0.1 13 May 2013
Item #
Label/Name
Description
7
MENU
Accesses menus (1) Call Log (2) Directory (3) Speed Dial (4) Settings (5)
Status (6) Administration.
8
REDIAL
Accesses a list of recently dialed numbers; one can be selected to redial.
9
TRANSFER
Transfers a call.
10
HOLD
Places an active call on hold.
11
Alphanumerical
Keypad
Keys for entering numbers, alphabetical letters and symbols (e.g., colons)
12
SPEAKER
Activates the speakerphone, allowing a hands-free conversation.
13
HEADSET
Activates a call using an external headset.
14
MUTE
Mutes a call.
15
▲
VOL
Increases or decreases the volume of the handset, headset,
speakerphone, ring tone and call progress tones.
VOL
▼
2.2.2 Rear View
The rear view of the phone is shown in the figure below and described in the table below.
Figure 2-2: Rear View
Table 2-2: Rear View Description
#
Label
Description
Handset jack, i.e., RJ-9 port, to connect the handset.
RJ-45 port to connect to the Ethernet LAN cable for the LAN connection
(uplink - 10/100 Mbps). If you're using Power over Ethernet (PoE), power
to the phone is supplied from the Ethernet cable (draws power from either
a spare line or signal line).
RJ-45 port for connecting the phone to a PC (10/100 Mbps downlink).
12V DC power jack that connects to the AC power adapter.
Headset jack, i.e., RJ-9 port that connects to an external headset.
2
4
3
1
1
2
3
4
5
5

420HD IP Phone with Microsoft Lync
User's Manual 14 Document #: LTRT-11891
2.3 Cabling
This section shows how to cable your phone.
Figure 2-3: Cabling
Action
Description
Connect the short, straight end of the cord to the handset.
Connect the longer, straight end to the jack (RJ-9 port, for the handset) on the phone.
Connect the RJ-45 LAN port to your LAN network (LAN port or LAN switch/router), using a
CAT 5 / 5e Ethernet cable
Connect the RJ-45 PC port to a computer, using a CAT 5 / 5e straight-through Ethernet
cable
Connect the connector tip of the AC power adapter to the phone’s power socket (labeled DC
12V). Connect the two-prong AC adapter directly to the electrical wall outlet. When the
phone powers up, all the LEDs momentarily light up
Connect the RJ-9 headset jack to a headset (optional)
Note: If the LAN to which the phone is connected supports Power over Ethernet (PoE), no
AC adapter is required; the phone receives power from the Ethernet network.
Prior to connecting power, refer to the Compliancy and Regulatory Information at
www.audiocodes.com/library.
1
2
3
4
5
1
2
3
4
5

User's Manual 2. Setting up the Phone
Version 2.0.1 15 May 2013
2.4 Mounting the Phone
The phone can be mounted on a:
Desk (see Section 2.4.1 below)
Wall (see Section 2.4.2 on page 16)
2.4.1 Desktop Mounting
This section shows how to place the phone on a desk or flat surface.
To mount the phone on a desk or flat surface:
1. Off-hook the handset (if on-hook) and place the phone upside down, i.e., base-up, on your
desktop.
2. On the phone's base, identify outer rails.
3. On the phone's stand, identify outer notches.
4. Invert the stand and align its outer notches with the base's outer rails.
5. Insert the stand's outer notches into the base's outer rails and slide the notches along the
rails until the stand click-locks into the base.
6. Revert the phone and stand it on the desktop.
2.4.1.1 Routing the Handset Cable
The phone features a groove for routing the handset cable.

420HD IP Phone with Microsoft Lync
User's Manual 16 Document #: LTRT-11891
2.4.2 Wall Mounting
This section shows you how to mount the phone on a wall or wall plate.
To mount the phone on a wall:
1. Attach the stand of the phone for the purpose of a wall mounting:
a. Detach the base.
To detach the phone's stand, push this button
b. Attach it again as you did for a desktop mounting (see Section 2.4.1 on page 15) only
now make sure that it's flatly aligned to lie flush against the wall, i.e., slide the middle
rails of the phone stand onto the phone base's inner notches.
2. Connect the AC power adapter, LAN and PC cords.
3. In the wall, drill two horizontal holes at a distance of 3 15/16 inches (100 mm) from one
another, in line with the template.
4. Insert two masonry anchors into the holes if necessary.
5. Thread two screws (not supplied) into the two masonary anchors; ensure that the heads
extend sufficiently (about 3/16 inch or 5 mm from the wall) for the phone stand's keyhole
slots to hang on.
6. Hang the phone stand's keyhole slots on these screws.

User's Manual 3. Getting Started
Version 2.0.1 17 May 2013
3 Getting Started
This section gets you started with the 420HD IP Phone. The phone features an LCD, providing an
intuitive, menu-driven user interface for configuring the device and viewing call information.
This section shows how to use the phone’s LCD but before using the LCD, you must sign in.
3.1 Getting Acquainted with the LCD
This section gets you acquainted with the LCD.
The figure below shows the phone’s LCD in idle state.
Figure 3-1: LCD in Idle State
Use this table as reference:
Table 3-1: LCD in Idle State
Reference
Description
1
Displayed Name (configured by your system administrator using the Web interface); see
the Administrator's Manual.
2
Shows presence status (Available, Busy, Do not disturb, Away, or Be right back).
See Section 4.13 on page 43 for details.
3
Softkeys; to activate, press the key on the device, below the LCD, corresponding to the
softkey. See Table 3-2 for softkey descriptions.
4
Day, Date and Time (automatically retrieved over the Internet from the Network Time
Protocol (NTP) server, enabled by your system administrator.
1
2
4
3

420HD IP Phone with Microsoft Lync
User's Manual 18 Document #: LTRT-11891
3.2 Softkeys
The table below describes softkeys displayed in the LCD according to menu level currently
accessed. To use a softkey, press the key located on the device directly below it.
Table 3-2: Softkeys
Softkey
Description
Missed
Displays missed calls.
Forward
Defines and activates call forwarding.
Status
Displayed in idle state. Activates presence status (Available, Busy, Do not disturb, Away, Be
right back, Reset).
Sign in
/Sign out
The 'Sign in' softkey is only displayed in the idle screen if you haven't signed in yet.
The 'Sign out' softkey is only displayed after pressing the 'Status' softkey after signing in.
Displayed in idle state. Also displayed (for example) after lifting the handset and after selecting
New Call, Conf or Trans (see below). Opens the phone's Directory (enables selecting a
contact in the Corporate directory or Personal directory).
Select
Selects a menu or menu option. Identical to the OK key (either can be used).
A/a/1
Enables entering letters or digits.
Save
Saves settings.
Cancel
Cancels the currently initiated call or configuration.
Dial
Displayed after a number is keyed, a directory contact is selected, or a logged call is selected.
Dials the phone number / directory contact / logged call.
Clear
Displayed (for example) after entering a digit of a phone number. Deletes from right to left.
New Call
Displayed after a number is dialed and the call is answered on the other side. Also shown after
a call is answered. Enables keying a number or URL and calling them.
Conf
Displayed after a number is dialed and the call is answered on the other side. Also shown after
a call is answered. Enables keying a number or URL to include in the current call.
Transf.
Displayed after a number is dialed and the call is answered on the other side. Also shown after
a call is answered. Enables keying a number or URL to transfer the call to.
URL
Displayed after lifting the handset, after selecting New Call, Conf or Trans, and after keying
the key. Enables calling a URL.
Call Log
Displayed after lifting the handset. Also displayed after New Call, Conf or Trans is selected.
Presents menu items All Calls, Missed Calls, Received Calls, Dialed Calls.
Detail
Displayed (for example) after selecting a Call Log submenu: All Calls, Missed Calls,
Received Calls or Dialed Calls. Displays the submenu's settings.
End
Displayed for example after pressing the Dial softkey and when the called party lifts the
handset/accepts the call. Also displayed after accepting an incoming call or lifting the handset
to answer. Ends the call.
Back
Displayed for example after pressing the MENU key as well as after selecting any of the
submenu's under it. Returns you to the previous screen state or menu level.
Start
Displayed after pressing Forward > selecting an extension line > selecting when to forward.
Activates call forwarding.
Edit
Displayed after a menu/submenu item to be edited is selected. Enables editing the selected
item.
Delete
Displayed after pressing the MENU key > selecting Call Log softkey > selecting submenu All
Calls, Missed Calls, Received Calls or Dialed Calls). Before deleting the submenu, a
warning prompt is displayed.

User's Manual 3. Getting Started
Version 2.0.1 19 May 2013
3.3 Navigating to Menu Items
Menus are used to access information and to configure the phone.
For example, select the:
Personal directory item under the Directory menu to add contacts
Missed Calls item under the Call Log menu to view missed calls and to reply to them
Network Status item under the Status menu to view the phone's IP address.
The figure below shows the phone's menus and submenus.
Figure 3-2: Menus
Note: The Administration menu is intended for system administrators only. It is password
protected. For information regarding this menu, refer to the 420HD IP Phone
Administrator’s Manual.

420HD IP Phone with Microsoft Lync
User's Manual 20 Document #: LTRT-11891
To access the menus:
Press the MENU key located on the device.
To navigate to menu items:
Press the navigation control's lower rim -OR- press the menu item's number, e.g., press 3 to
navigate to Speed Dial.
To select a menu or menu item:
Press the Select softkey or press the navigation control's OK button.
To cancel and move to a previous menu level:
Press the Back softkey.
3.4 Entering Numbers, Alphabetical Letters and Symbols
The phone’s alphanumerical keypad allows you to enter letters of the alphabet, numbers and
symbols.
To define a contact name, alphabet mode is needed. To define an IP address, you'll need to
revert from number mode to symbol mode and back to number mode, etc. To dial a number to
make a new call, you can press its key on the keypad when the LCD is in idle state.
To select an alphanumerical mode:
1. (In the 'Modify contact' screen, for example) Press successively the A/a/1 softkey or the #
key on the keyboard:
Figure 3-3: Alphanumerical Selection
2. Select either:
abc =lower case letters
ABC = upper-case letters
Abc = first-letter upper case, the rest lower case
123 =numerical mode (i.e., numbers)
After selecting, the LCD displays your selection.
To enter a letter:
Press the letter's key on the keypad. Successively pressing the same key moves you to that
key's next letter. Pressing another key enters the first letter indicated on it.