Avaya 4620 User manual

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

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15-601123 Issue 05a (16 July 2009)IP Office
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Contents
Contents
The Telephone1. ..................................................................... 91.1 Call Appearance Keys
..................................................................... 101.2 Call Appearance Keys Icons
..................................................................... 101.3 The Display
..................................................................... 111.4 Logging On
..................................................................... 111.5 Logging Off
..................................................................... 121.6 No User
Basic Call Handling2. ..................................................................... 142.1 Answering Calls
..................................................................... 152.2 Making a Call
..................................................................... 152.3 Clearing a Call
..................................................................... 162.4 Headset Working
..................................................................... 172.5 Speakerphone
..................................................................... 172.6 Mute ..................................................................... 172.7 Hold ..................................................................... 182.8 Speed Dial..................................................................... 182.9 Redial ..................................................................... 182.10 Transfer ..................................................................... 192.11 Conference
..................................................................... 202.12 Parking Calls
..................................................................... 202.13 Private Call
Speed Dials3. ..................................................................... 233.1 Dialling a Speed Dial Number
..................................................................... 233.2 Adding a Speed Dial from the Call Log
..................................................................... 233.3 Editing a Speed Dial
..................................................................... 233.4 Deleting a Speed Dial
..................................................................... 243.5 Adding a New Speed Dial
Using the Call Log4. ..................................................................... 274.1 Accessing Call Logs
..................................................................... 274.2 Displaying an Individual Log Entry
..................................................................... 284.3 Making Calls from the Call Log
..................................................................... 284.4 Turning a Log Entry into a Speed Dial
..................................................................... 284.5 Deleting an Individual Log Entry
..................................................................... 284.6 Deleting all Entries from a Log
..................................................................... 284.7 Exiting the Call Log
..................................................................... 284.8 Disabling the Call Log
Visual Voice5. ..................................................................... 315.1 Listen to Voicemails
..................................................................... 325.2 Changing Your Greeting
..................................................................... 335.3 Send a Voicemail
..................................................................... 335.4 Email Alerts
..................................................................... 345.5 Changing Your Mailbox Password
..................................................................... 345.6 Voicemail Transfer
Changing Options6. ..................................................................... 366.1 Personal Ringing Options
..................................................................... 366.2 Viewing IP Settings
..................................................................... 376.3 Contrast Control
..................................................................... 376.4 Reinstating the Phone
..................................................................... 386.5 Changing Key Labels
..................................................................... 396.6 Displaying Language Selection
..................................................................... 406.7 Phone Screen on Answer
..................................................................... 406.8 Phone Screen on Calling
..................................................................... 416.9 Displaying Call Timers
..................................................................... 416.10 Message Display Rate
..................................................................... 416.11 Call Appearance Width
..................................................................... 416.12 Visual Alerting
Function Keys7. ..................................................................... 457.1 Function Key Programming
..................................................................... 477.2 Shorthand Programming Mode
..................................................................... 487.3 Longhand Programming Mode
System Features8. ..................................................................... 508.1 Ring Back ..................................................................... 508.2 Call Waiting
..................................................................... 508.3 Call Forwarding
..................................................................... 518.4 Diverting Calls
..................................................................... 528.5 Do Not Disturb
..................................................................... 528.6 Voicemail ..................................................................... 538.7 Default Short Codes
Web Browsing9. ..................................................................... 579.1 Accessing External WAP Websites
..................................................................... 579.2 Web Navigation Controls
..................................................................... 589.3 Entering Data
Management and Troubleshooting10. ..................................................................... 6010.1 Testing the Phone's Lights and Display
..................................................................... 6110.2 Troubleshooting Chart
...............................................................................63Index

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The Telephone
Chapter 1.

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The Telephone:
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.
The diagram below shows the main phone features:
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. See Call Appearance
Keys and Overview . The information displayed varies according to the active feature.
·The display of the 4621 and 5621 phones have a backlight, while the display of the 4625 has a color backlight
with built in standby mode. When in standby, lifting the handset or pressing PHONE/EXIT will re-activate
the display.
2. Message Waiting Lamp: This lamp is used as follows:
·On (Continuous): There are new messages in your voicemail mailbox, or in another mailbox for which you
have been configured to receive "Message Waiting Indication".
·Flashing: The lamp can also be set to flash when the phone receives a call. See Visual Alerting .
3. 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.
4. Options:
Displays the Options main screen, from which display and application settings can be updated.
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5. Call Handling Buttons:
·HOLD: Red button used to place a call on hold.
·TRANSFER: Transfers a call to another phone.
· CONFERENCE: Sets up conference calls with more than one other person.
· DROP: Drops the current call or, if on a conference call, drops the last person to join the conference.
·REDIAL: Redials the last number dialed or displays the last 6 numbers dialed from the phone, depending
on configuration via the Options menu.
6. Numeric (dialling) Pad:
Standard 12 button pad for dialling phone numbers.
7. Volume Controls:
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 dial
pad or softkeys.
8. MUTE and LED Indicator:
Turns off the active SPEAKER, handset, or headset microphone to prevent the other person from hearing you. The
associated LED lights steadily when the handset or headset is muted.
9. HEADSET and LED Indicator:
With a headset connected, changes audio control from the handset or speaker to the headset. The associated LED
lights steadily when the headset is active. The headset jack socket is located on the base of the phone underneath
the front edge.
10. SPEAKER and LED Indicator:
Accesses the SPEAKER feature. The associated LED lights steadily when the SPEAKER is active. The handset is muted
while the speaker or headset is in use.
11. 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.
12. 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.

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The Telephone:
1.1 Call Appearance Keys
There are four pages of call appearance and function keys. You can search through these by pressing and . 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=. The remaining 21 Function Keys can have system features allocated to
them, by your system administrator, that are specific to your requirements (see Function Keys ).
Your system administrator can allocate a call appearance key with:
·A Bridged Appearance
A bridged appearance key matches the status and operation of the call appearance key on a pre-defined colleague’s
phone. Hence, you can pick-up, make and receive calls on behalf of your colleague.
·A Line Appearance
An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that line is displayed and
you can use the line appearance key to make and receive calls.
·Call Coverage Appearance
A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The covered user does
not need to be using call appearance keys. Hence, you can pick-up calls on behalf of your colleague.
·System Features
System Features, such as Abbreviated Dial (that automatically dials a frequently used number) can be set against
key and/or dial pad digits. See Function Keys .
Having more than two call appearance keys is very useful. When holding a call, you can answer or make another call and
then switch between calls, transfer or conference. If you are set to receive call waiting indication, the waiting call is
shown against the next call appearance key.
Note
·If your phone is operating in single line mode, call appearance keys are not available.
Caution
·Although the system administrator can replace the call appearance keys with Bridged, Line and Call Coverage
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.
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1.2 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.
·Incoming Call:
A symbol next to a call appearance key indicates an incoming call. To answer the call and put any other current
call on hold, press the adjacent .
·Connected:
A symbol next to a call appearance key indicates that it is the currently connected call. The caller's phone number
(if available) is also shown. To put the call on hold, press the adjacent . An His displayed.
·On HOLD:
A symbol next to a call appearance key indicates a call on hold. To take the call off hold and put any other
current call on hold, press the adjacent .
·Function Active:
The button to the left or right of the function key is active.
1.3 The Display
B
Phone Locked:
Internal calls only.
D
Call Forwarding On:
See Call Forwarding .
G
In Group:
You can enable/disable group membership.
H
Held Call:
Shows the number of held calls. See HOLD .
N
Do Not Disturb On:
See Do Not Disturb .
NoUser
No User:
The extension is not currently logged on. see No User
O
Out of Hours:
This is displayed if one or more Hunt Groups is in "Out-of-Hours" mode.
P
Parked Calls:
Shows the number of parked calls.
T
Twinned:
The phone is being used as the twin of another phone.
DISC
Disconnected:
To end the call, press SPEAKER.
CONN
Connected:
You are on a call.
CONF
CONFERENCE Call:
You are part of a conference call, displayed on the left hand side of the display. See CONFERENCE Calls .
ssss
Suppressed Code:
When an account code is entered, the number you enter is displayed as "ssss" for security purposes.
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The Telephone: The Display
1.4 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.
·To use an extension other than your own (hot desking)
·If you, or somebody else, has logged you out of your extension.
Notes
·When hot desking, any short codes you have setup on your home extension will be passed to the extension you have
logged on to.
·Certain information such as speed-dials and call log are telephone model dependent, and will not be passed to the
new extension.
·You will be able to hot desk to extensions on remote sites only if the Small Community Advanced Networking License
is installed on that system.
To login to your home extension (forced login), enter *35*P#, where 'P' is your login code.
To login at another extension (hot desking), enter *35*N*P#, where 'N' is your home extension number and 'P' is your
login code.
Notes
·Your login code, if configured, will be supplied by your Administrator.
·You have 4 attempts at logging on. If you fail to logon correctly, the message "Invalid" will be shown on the main
display and you will hear the busy tone. If you fail all 4 attempts to log on, you must wait 90 seconds before any
login will be accepted, whether correct or not.
1.5 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.
Caution
·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.

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1.6 No User
The NoUser configuration will be used for extensions where the home user is not currently logged on for example:
·The home user is logged on to another extension
·Forced login is enabled
An extension set as NoUser will display the name "NoUser" and the extension number line will be blank or not-available.
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.
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Basic Call Handling
Chapter 2.

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2. Basic Call Handling
2.1 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:
·If you are not active on another call, answer the call using your handset, headset or speakerphone (see
Speakerphone ).
or
·If you are active on a call already, place the active call on hold (see Hold ), and then answer the incoming call.
or
·If the call appearance for the ringing call is not displayed on the current screen page, press EXIT to return to
the first page of the Home screen. When you locate the call appearance for the ringing call, press the corresponding
call appearance button.
Notes
·To redirect an incoming call, press Drop to redirect the call to Forward On No Answer (if set) or voicemail (if
available).
·If your phone rings for any longer than a specified period (15 seconds in default), any re-direction feature that you
have activated, such as voicemail or call forwarding, will come into effect.
To answer a call at another extension:
You can answer from your own phone by using Call Pick-Up; lift your handset and dial:
·*30 to answer a call ringing anywhere.
·*31 to answer a call within your group.
·*32*201# to answer the call for a particular extension, in this example 201.
The default ring cadences are:
·Internal calls - single ring cadence.
·External calls - double ring cadence.
These can be changed by your system administrator.
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Basic Call Handling: Answering Calls
2.2 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. Dial the phone number of the person you want to contact, including any outside line digits and/or area codes.
To make a call using speakerphone:
1. Press SPEAKER.
2. Dial the phone number of the person you want to contact, including any outside line digits and/or area codes.
See SPEAKERphone for more information on using the speakerphone.
To make a call using speed dial:
·See Speed Dials .
2.3 Clearing a Call
To clear an established call:
Either:
·Replace the handset.
·Press DROP.
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2.4 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.
To answer an incoming call:
·Press HEADSET.
If you are already on a call:
·Place the first call on hold
·Press next to the flashing bell icon ( ).
To clear a headset call:
·Press DROP.
To manually make a call:
·Press HEADSET.
·Dial the number. Remember to include the required access code (for example; 9 for an outside line) and listen to the
progress of the call.
To automatically make a call:
·Press HEADSET.
Do any of the following:
·Press REDIAL and then press to have the phone dial the last number that you dialed. See Redial .
·Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log .
·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.
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Basic Call Handling: Headset Working
2.5 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. Press SPEAKER.
2. Make or answer the call, or access the selected feature.
3. Adjust the speakerphone volume if necessary. To adjust the volume, press and . The eight volume levels are
displayed.
To change from speakerphone to handset:
·Pick up the handset and continue talking.
To change from handset to speakerphone:
1. Press SPEAKER.
2. Hang up the handset.
To end a speakerphone call:
·Press SPEAKER again.
2.6 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.
To prevent the other person on the line from hearing you:
1. Press MUTE. The other party cannot hear you. The indicator next to the MUTE button lights when MUTE is active.
2. To reinstate two-way conversation, press MUTE again.
2.7 Hold
The HOLD feature puts a call on hold until you retrieve it.
To place a call on hold:
·Press HOLD.
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.

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2.8 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. The Speed Dial screen is displayed.
2. Press the button next to the entry you want to call.
If the entry you want does not display, press and to search through the entries or key the first letter of the
required name to jump to the page with a matching entry.
The phone dials the number for you.
2.9 Redial
The Redial feature automatically redials a previously dialed extension or outside number (up to 24 digits). The phone can
store up to six of the last numbers dialed.
To redial a previously dialed number:
·Press REDIAL. To search through the entries, press and . When you have located the required number,
press the associated key.
To change the REDIAL number selection:
1. Press OPTIONS and press Application Options.
2. Press REDIAL to toggle between Last 6 Numbers and Last Number.
3. Press Save. To restore the previous setting without changing it, press Cancel.
2.10 Transfer
This feature allows you to transfer a call from your phone to another extension or outside number.
1.With a call in progress, press TRANSFER.
2.When you hear dial tone, dial the number to which the call is to be transferred. Then do one of the following:
·To transfer the call without announcing it (an unsupervised transfer), press TRANSFER again. The
transfer is complete.
·To announce the call before transferring it (a supervised transfer), wait for the called party to answer:
·If the called party is willing to accept the call, press TRANSFER again to complete the transfer.
·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.
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Basic Call Handling: Transfer
2.11 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. Press CONFERENCE.
2. Dial the number of the person you want to add to the call.
3. To add the person to the call, press CONFERENCE again.
If the called party does not answer or does not want to join the conference, press DROP. To return to the held
call, press adjacent to the held call.
4. Repeat steps 1 through 5 for additional conference connections.
To see the details of the different participants in the conference, press and Prev/Next.
Notes
·To leave a conference call, hang up.
·To display which conference participants to drop from the conference, press DROP. You can then select the
participant to drop by pressing the and Prev/Next buttons to display the participant, then press DROP
again.

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2.12 Parking Calls
You can park one or more calls; allowing you to make and receive other calls. You can also arrange for the parked call to
be retrieved by another extension.
The system only allows calls to be parked for a short while before reconnecting them to the user who parked the call; the
default setting is 5 minutes. Once the set time is reached, the parked call will ring back if your extension is idle.
Note
·To park a call using the short codes, the call must first be put on Hold .
To park a call to be picked up by any extension:
·Dial *37*N# - Where Nis the slot id you have assigned.
Inform your colleagues of the parked call and the slot id you have assigned.
To Un-park a call from another extension:
·Dial *38*N# - Where Nis the assigned slot id.
To Park a call to your local extension:
·Dial *37#
When you park a call to your local extension, it is automatically given a slot id number based on your extension
number followed by 0. If you park another call, it is given your extension number followed by 1 and so on up to 9.
For example: if your extension is 201, the first parked call will be given the slot id 2010.
To Un-park a call on your local extension:
·Dial *38*# - If you have more than one call parked, the call parked first will be the first call to be unparked
Note
·Feature keys can be setup to park and un-park calls. If required, contact your administrator.
2.13 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.
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.
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