Avaya 4620 User manual

IP Office 3.0(DT)
4620 User Guide
40DHB0002USEP Issue 2c (16th March 2005)

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IP Office 3.0(DT) 40DHB0002USEP Issue 2c (16th March 2005)
Table Of Contents
Overview of the 4620 ................................................................................................................. 7
Call Appearance Keys ............................................................................................................... 9
Call Handling ............................................................................................................................ 11
Answer Incoming Calls ............................................................................................................................. 11
Make a Call............................................................................................................................................... 11
Speakerphone .......................................................................................................................................... 12
Mute.......................................................................................................................................................... 12
Hold .......................................................................................................................................................... 13
Transfer .................................................................................................................................................... 13
Conference ............................................................................................................................................... 14
4620 IP Telephone Options ..................................................................................................... 15
Telephone Options Overview ................................................................................................................... 15
Application Options................................................................................................................................... 16
Personalizing Redial ............................................................................................................................ 16
Phone Screen on Answer .................................................................................................................... 16
Phone Screen on Calling ..................................................................................................................... 16
Display Call Timers .............................................................................................................................. 16
Message Display Rate ......................................................................................................................... 17
Call Appearance Width ........................................................................................................................ 17
Visual Alerting ...................................................................................................................................... 17
Call Log................................................................................................................................................ 18
Personal Ringing Options......................................................................................................................... 18
Viewing the Status Screen ....................................................................................................................... 19
Contrast Control ....................................................................................................................................... 20
Logging off the 4620 IP Phone ................................................................................................................. 20
Reinstating the Phone .............................................................................................................................. 21
Backup/Restore Options........................................................................................................................... 21
Feature Button Labeling ........................................................................................................................... 21
Display Language Selection ..................................................................................................................... 22
Speed Dials............................................................................................................................... 23
Overview of Speed Dials .......................................................................................................................... 23
Accessing the Speed Dial Directory/Dialing a Speed Dial........................................................................ 23
Adding a Speed Dial from the Call Log .................................................................................................... 24
Editing a Speed Dial ................................................................................................................................. 24
Deleting a Speed Dial............................................................................................................................... 24
Adding a New Speed Dial......................................................................................................................... 25
Using the Call Log ................................................................................................................... 27
Overview of the Call Log .......................................................................................................................... 27
To Access the Call Logs........................................................................................................................... 28
To Delete All Entries from a Log............................................................................................................... 28
To Exit the Call Logs ................................................................................................................................ 28
To Display an Individual Log Entry ........................................................................................................... 29
To Delete an Individual Log Entry ............................................................................................................ 29
To Turn a Log Entry into a Speed Dial ..................................................................................................... 29
Web Browsing .......................................................................................................................... 31
Overview of Web Browsing ...................................................................................................................... 31
Accessing External WAP Websites .......................................................................................................... 31
Web Navigation Controls.......................................................................................................................... 32
Entering Data............................................................................................................................................ 33
Function Keys .......................................................................................................................... 35
Overview of Function Keys....................................................................................................................... 35

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Absnt - Set Absent Text............................................................................................................................ 35
Acct - Account Code Entry ....................................................................................................................... 35
AD - Abbreviated Dial ............................................................................................................................... 35
Apear - Appearance ................................................................................................................................. 35
AutCB - Automatic Callback ..................................................................................................................... 35
Cfrwd - Call Forwarding All....................................................................................................................... 36
CPark - Call Park...................................................................................................................................... 36
CPkUp - Call Pickup ................................................................................................................................. 36
CWOn - Call Waiting On........................................................................................................................... 36
ClrCW - Clear CW .................................................................................................................................... 36
Conf+ - Conference Add........................................................................................................................... 36
DCW - Dial CW......................................................................................................................................... 37
DIR - Dir.................................................................................................................................................... 37
Dirct - Dial Direct ...................................................................................................................................... 37
DNDOn - Do Not Disturb On .................................................................................................................... 37
DNDX+ - Do Not Disturb Exception Add .................................................................................................. 37
DNDX- - Do Not Disturb Exception Delete ............................................................................................... 37
DpkUp - Directed Call Pickup ................................................................................................................... 37
Drop - Drop............................................................................................................................................... 38
Emrgy - Dial Emergency........................................................................................................................... 38
FwdOf - Cancel All Forwarding................................................................................................................. 38
FwNOn - Forward On No Answer On....................................................................................................... 38
FwBOn - Forward On Busy On................................................................................................................. 38
FolTo - Follow Me To................................................................................................................................ 38
FwUOn - Forward Unconditional On ........................................................................................................ 39
FwdNo - Forward Number ........................................................................................................................ 39
FwdH+ - Forward Hunt Group Calls On ................................................................................................... 39
GrpPg - Group Paging.............................................................................................................................. 39
HfAns - Internal Auto-Answer ................................................................................................................... 39
HdSet - Headset Toggle ........................................................................................................................... 39
Here- - Follow Me Here Cancel ................................................................................................................ 39
Here+ - Follow Me Here ........................................................................................................................... 40
HGNS+ - Set Hunt Group Night Service................................................................................................... 40
HGNS- - Clear Hunt Group Night Service ................................................................................................ 40
HGOS+ - Set Hunt Group Out of Service ................................................................................................. 40
HGOS- - Clear Hunt Group Out of Service............................................................................................... 40
HGEna - Hunt Group Enable.................................................................................................................... 40
HGDis - Hunt Group Disable .................................................................................................................... 41
HoldCW - Hold Call Waiting ..................................................................................................................... 41
IAuto - Automatic Intercom ....................................................................................................................... 41
IDial - Dial Intercom .................................................................................................................................. 41
Intru - Call Intrude..................................................................................................................................... 41
Login - Extn Login..................................................................................................................................... 41
Logof - Extn Logout .................................................................................................................................. 41
Music - Hold Music ................................................................................................................................... 42
NATim - Set No Answer Time .................................................................................................................. 42
Park - Call Park to Other Extension.......................................................................................................... 42
PickA - Call Pickup Any ............................................................................................................................ 42
PickG - Call Pickup Group........................................................................................................................ 42
PickM - Call Pickup Members................................................................................................................... 42
Queue - Call Queue.................................................................................................................................. 43
Recor - Call Record .................................................................................................................................. 43
RngOf - Ringer Off.................................................................................................................................... 43
Relay - Relay Pulse .................................................................................................................................. 43
Rely+ - Relay On ...................................................................................................................................... 43
Rely- - Relay Off ....................................................................................................................................... 43
SAC - Send All Calls................................................................................................................................. 44
Steal - Call Steal....................................................................................................................................... 44

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SusCW - Suspend CW ............................................................................................................................. 44
TmDay - Time of Day ............................................................................................................................... 44
VMRB+ - Voicemail Ringback On............................................................................................................. 44
VMCol - Voicemail Collect ........................................................................................................................ 44
VMOn - Voicemail On............................................................................................................................... 44
WUTim - Set Wrap Up Time..................................................................................................................... 45
Management and Troubleshooting......................................................................................... 47
Overview................................................................................................................................................... 47
Testing the Telephone's Lights and Display............................................................................................. 47
Troubleshooting Chart .............................................................................................................................. 48
Index.......................................................................................................................................... 51

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Overview of the 4620
This guide covers the use of the Avaya 4620 telephone on Avaya IP Office telephone systems.
The diagram below shows the face of the 4620 telephone. Each callout is also described below.
1. Message waiting lamp
Lit continuously when the user has voicemail messages waiting. Can also be set to flash when
the phone is ringing.
2. Display screen
Information displayed varies according to the application/function currently active. When
someone is calling in, the name/phone number of that person displays here.
3. Call Appearance/Feature buttons
Twelve Call Appearance/Feature buttons provide both call appearance (incoming and outgoing
calls) and application specific functionality.
4. 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. These keys correspond to the text prompts in the display
screen immediately above them.
5. 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.
6. Options
Displays the Options main screen, from which display and application settings can be updated.
7. Page Right/Left
Shifts from one page to another in the same application, when the display presents the paging
indicator ( ). These buttons have no effect when the paging indicator is not displayed.
8. Speaker LED Indicator
Lights steadily when the Speakerphone is active.
9. Speaker
Accesses the Speakerphone feature.
10.Headset LED Indicator
Lights steadily when the headset is active.
11.Headset
With a headset connected, changes audio control from the handset or speaker to the headset.

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12.Mute LED Indicator
Lights steadily when the handset or headset is muted.
13.Mute
Turns off the active speakerphone, handset, or headset microphone, to prevent the other person
from hearing you.
14.Volume Control
Adjusts the handset, speaker, headset, or ringer volume, depending on which item is in use. As
you increase or decrease the volume, the top display area provides either a speaker, headset,
handset, or ringer icon to indicate for which item you are adjusting volume, followed by a visual
"volume meter" showing the volume level. These buttons also control the volume of the key click
sounds made when you press fixed buttons on the phone, such as the dialpad or softkeys.
15.Headset Jack
Provides a port for connecting a headset on the underside of the phone.
16.Hold
Red button used to place a call on hold.
17.Transfer
Transfers a call to another phone.
18.Conference
Sets up conference calls with more than one other person.
19.Drop
Drops the current line on which the Drop button is pressed.
20.Redial
Redials the last number dialed or displays the last 6 numbers dialed from the phone, depending
on configuration via the Options menu.
21.Numeric (Dialing) Pad
Standard 12 button pad for dialing phone numbers.

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Call Appearance Keys
The default first page of the main call screen contains three keys set as 'call appearance' keys. These
keys show that the 4620 is a multi-line phone and are indicated as a=, b= and c=.
• Note: The number of call appearance keys can vary and the descriptive text shown next to the
key when idle can be changed. Call appearance must be assigned sequentially starting with the
first call appearance/feature key.
The call appearance keys also indicate the status of calls as you are toggling between calls. If you are
set to receive call waiting indication, the waiting call is shown against the next call appearance key. If
you then choose to pick up the waiting call, the status of the current call will change.
These are the call status symbols that can appear in the call appearance key:
• Incoming Call:
A symbol next to a call appearance key indicates an incoming call. The caller's telephone
number (if available) is also shown. Pressing the adjacent key answers the call and puts any
current call on hold.
• Connected:
A symbol next to a call appearance key indicates that it is the currently connected call. The
caller's telephone number (if available) is also shown. Pressing the adjacent key puts the call
on hold.
• On Hold:
A symbol next to the call appearance key indicates a call on hold. Pressing the adjacent
key takes the call off hold and puts any other current call on hold.

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Call Handling
Answer Incoming Calls
When there is an incoming call, you will hear a ringing tone and a blinking bell icon appears on the
associated call appearance screen.
To answer an incoming call, do one of the following:
Answering the first incoming call
1. Pick up the handset or press the button to use the speakerphone.
Answering waiting calls
1. If you have call waiting switched on, the waiting call is shown against the next call appearance
key and a tone is played to further indicate the waiting call. If you choose to answer the waiting
call, press the button corresponding to waiting call and the current call will be placed on hold.
Make a Call
There are several options for making a phone call, depending on what how you want to use the phone.
Making a call using the handset
1. Pick up the handset.
2. Dial the phone number of the person you want to contact, including any outside line digits and/or
area codes.
Making a call using speakerphone
1. Press .
2. Dial the phone number of the person you want to contact, including any outside line digits and/or
area codes.
3. See Speakerphone for more information on using the speakerphone.
Making a call using speed dial
1. See Using Speed Dials.

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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).
Using the speakerphone with any feature:
1. Press .
2. Make or answer the call, or access the selected feature.
3. Adjust the speakerphone volume if necessary.
4. To change the volume, use the and buttons. The display bar at the top of the display
screen shows the volume level. (There are eight volume levels.)
Changing from speakerphone to handset:
1. Pick up the handset and continue talking.
Changing from handset to speakerphone:
1. Press .
2. Hang up the handset.
Ending a speakerphone call:
1. Press again.
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.
Preventing the other person on the line from hearing you
1. Press Mute.
2. The other party cannot hear you. The indicator next to the Mute button lights when Mute is active.
3. To reinstate two-way conversation, press Mute again.

Call Handling
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Hold
The Hold feature puts a call on hold until you retrieve it.
Placing a call on hold
1. Press the Hold.
2. The line display area changes to white text with a dark gray background, and the hold icon
displays.
Retrieving the held call
1. Press the corresponding Line/Feature button on which the call is being held, or press the
Hold.
2. The call is now active.
Transfer
The Transfer feature lets you transfer a call from your telephone to another extension or outside number.
Transferring a call to another telephone
1. With the call active (or with only one held call and no active calls), press the Transfer.
2. The call is placed on hold; the Hold icon displays and you hear a
3. dial tone while the next available line activates.
4. Dial the number to which you want to transfer the call.
5. If you do not want to announce the call, press the Transfer again and proceed to Step 6. If
you wish to wait for an answer and announce the call, go to Step 7.
6. The call is sent to the extension or number you dialed. A two-second display message indicates
the transfer is complete.
7. Remain on the line and announce the call; if the line is busy or if no one answers, return to the
held call by pressing the Call Appearance/Feature button on which it is being held.
8. Press Transfer again.
9. The call is sent to the extension or number you dialed. A two-second display message indicates
the transfer is complete.
10. Hang up your handset.

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Conference
The number of conferences available is dependent on the IP Office unit set up on your system.
Adding another party to a call
1. Dial the first party, then press Conference.
2. The line display area changes to white text with a dark gray background. The current call is
placed on hold, the Soft Hold icon displays and you hear a dial tone.
3. Dial the number of the next party and wait for an answer.
4. Press Conference again to add the new party to the call.
5. Repeat Steps 1- 3 for each party you want to conference in to the call.
Adding a held call to the current call
1. Press Conference.
2. The icon on the current line changes to the Soft Hold icon.
3. Press the Call Appearance/Feature button corresponding to the held call.
4. Press the Conference button again.
5. All parties are now connected.
Dropping yourself from the conference
1. Press the Drop button.
2. Disconnects the line on which the drop button is pressed.

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4620 IP Telephone Options
Telephone Options Overview
The Option) button will allow viewing and configuring of certain phone settings. These options are
different from the function keys that require configuration by the system administrator.
The phone settings available include:
• Displaying the Phone screen upon answering a call
• Personalizing the ringing pattern
• Determining how you want the Redial feature to work (redial the last
• number called or select from a list of the last six calls)
• Displaying the Call Timer
• Changing the rate at which messages display
• Changing the display area's contrast
• Logging off
• Backing up and restoring Speed Dial button data, feature button labels, and options settings
• Selecting a different language for the 4620 user interface
• Changing the width of displayed call appearances
• Allowing the Voice message light to flash when the telephone rings
• Disabling and re-enabling the Call Log
This chapter also covers how to verify the status of certain phone/server interactions. This information
can be useful in troubleshooting problems or when discussing phone operation with your System
Administrator.

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Application Options
Personalizing Redial
Redial can be configured to dial the last number dialed or list the last six numbers dialed for you to
choose from. The default is the last number dialed.
To change Redial:
1. Select the corresponding Call Appearance/Feature button. It will toggle between Last Number
and Last 6 Numbers.
2. Select Save.
Phone Screen on Answer
This action controls the phone screen display when the phone is answered.
When the Phone Screen on Answer? option is set to Yes, the phone screen appears in the display
area when you answer 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), except for the
Web Access application (which "remembers" the current web screen).
When the Phone Screen on Answer? option is set to No (the default setting), answering an incoming
call has no impact on the application screen displayed, although the top display line will provide an
appropriate message.
To change Phone Screen on Answer:
1. Select the corresponding Call Appearance/Feature button. It will toggle between Yes and No.
2. Select Save. To restore the previous setting without changing it, press Cancel.
3. After saving or canceling, the first Options Main screen displays.
Phone Screen on Calling
This action is not supported with the 4620 IP Telephone on Avaya IP Office System.
Display Call Timers
This action controls whether the duration of the current call is displayed or not. If set to Yes, the duration
of the current call is displayed on the call appearance key. If set to No, the call duration will not be
displayed.
To change the Display Call Timers status:
1. Select the corresponding Call Appearance/Feature button. It will toggle between Yes and No.
2. Select Save. To restore the previous setting without changing it, press Cancel.
3. After saving or canceling, the first Options Main screen displays.

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Message Display Rate
When the IP Office sends messages to your phone that are longer than the display area, the first part of
the message is presented for a specific time interval. The second part of the message is then displayed
for a specific time interval. The Message Display Rate can be either Fast (display interval is 2 seconds)
or Slow - default (display interval is 3 seconds).
To change Message Display Rate:
1. Select the corresponding Call Appearance/Feature button. This will toggle between Fast and
Slow.
2. Select Save. To restore the previous setting without changing it, press Cancel.
3. Upon saving, the first Options Main screen displays.
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.
To change Call Appearance width:
1. Select the corresponding Call Appearance/Feature button. This will toggle between Full and
Half.
2. Select Save. To restore the previous setting without changing it, press Cancel.
3. Upon saving or canceling, the first Options Main screen displays.
Visual Alerting
When this option is set to No (the default), ringing is the only notification of an incoming call. When set to
Yes, your phone rings and your voice message indicator light flashes to alert you to an incoming call.
To change Visual Alerting:
1. Press the corresponding Call Appearance/Feature button. To toggle between No and Yes
options.
2. Select Save.(To restore the previous setting without changing it, press Cancel.)
3. Upon saving or canceling, the first Options Main screen displays.

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Call Log
The 4620 IP Telephone's Call Log is a standard application that saves incoming and outgoing call log
information in one of three logs:
• Incoming Answered calls
• Incoming Unanswered calls
• Outgoing calls
Having the Call Log Enabled (active) is the default, but this feature can be Disabled, to stop call logging
and delete any calls currently logged.
To enable/disable Call Log:
1. Select the corresponding Call Appearance/Feature button. This will toggle between Enabled and
Disabled.
2. Select Save.To restore the previous setting without changing it, press the Cancel.
3. Upon saving or canceling, the first Options Main screen displays.
Personal Ringing Options
The 4620 IP Telephone has eight ringing pattern options. You can hear the patterns and select the
preferred one by using the Personal Ringing option. Select this option from the Options Main screen,
accessed by pressing the phone's Option button.
To hear a ring pattern and change the Personal Ringing options:
1. Select the corresponding Call Appearance/Feature button to the left or right of any numbered
pattern. The Current Pattern number changes to the selected pattern, which rings once as a
sample.
2. Repeat Step 1 until the preferred pattern appears as the Current Pattern.
3. Save the setting by pressing the Save.
4. Upon saving or canceling, the first Options Main screen displays.
• NOTE: Going off-hook, receiving a call, or losing power during ring pattern selection interrupts
the process, and you must start over from Step 1.

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Viewing the Status Screen
Views of telephone and system information are available from this screen. A user normally does not
need to view this information, however your System Administrator may ask you to report certain values
from any of the status screens in the event of problems.
The status screen data can be viewed, but cannot be changed.
1. Select View IP Settings from the Options Main screen (accessed by pressing the phone's
Option button).
2. To select any option on this screen, press the corresponding Call Appearance/Feature button.
(When a screen has more than one page, the Paging Indicator displays to allow scrolling from
one page to another using the Page Right/Left Indicator buttons as applicable.)
3. To return to the first Options Main screen from any status screen, press Return.
Each option is described in below.
IP Address Settings
IP (Internet Protocol) address information identifies certain components and connections. IP Address
information includes the location (address) of your phone on the IP Office unit, the location and port
(connection) of the IP Office itself, the call routing and mask addresses, and the identification of the File
Server with which your telephone interacts. Although technical in nature, having this information
available and knowing how to get to it can assist your System Administrator in tracking questions about
or problems with phone functions or connections.
Quality of Service (QoS) Information
QoS refers to a number of mechanisms used to improve audio quality over the network.
Phone Interface
Your phone interfaces with several system hardware devices and software. This screen provides
information about three of the main interfaces.
Miscellaneous Information
The miscellaneous status screens provide additional information about your telephone and its
connections.

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Contrast Control
On first-time startup, the 4620 IP Telephone's display area contrast is set to a mid-level. Should you
need to adjust it to better suit your work environment and lighting, 15 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.
This is normal.
To adjust the contrast level:
1. Select the Contrast Control option from the Options Main screen (accessed by pressing the
phone's Option button).
2. To adjust the contrast, press corresponding to the Right Arrow/Left Arrow until you reach
the desired contrast level. ( symbols provide visual confirmation of the current level.)
3. Save the contrast level you set by pressing the Save, or, to restore the previous setting
without changing the contrast, press the Cancel.
4. The first Options Main screen displays after saving or canceling.
Logging off the 4620 IP Phone
Log your telephone off to prevent unauthorized use during an absence, or for privacy purposes. The
Logoff function is accessed by selecting the Options button.
• CAUTION: Logging off deletes all Call Log entries and returns any options you may have
changed to their default values.
To log your phone off:
1. Select the Call Appearance/Feature button corresponding to the Log Off option.
2. To proceed with the log off, select the Call Appearance/Feature button corresponding to Yes. To
return to the Options Main screen without logging off, select the Call Appearance/Feature
corresponding to No.
3. Selecting Yes un-registers your phone from the IP Office, deletes all Call Log entries and returns
any options you may have configured to their default values.
4. Selecting No displays the first Options Main screen; your phone remains logged on to the
network and your Call Log and options values remain unchanged.