Avaya 4620 User manual

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Release 1
User’s Guide
555-233-781
Issue 1
July 2002

Copyright 2002, Avaya Inc.
All Rights Reserved, Printed in U.S.A.
Notice
Every effort was made to ensure that the information in this book
was complete and accurate at the time of printing. However,
information is subject to change.
Avaya Web Page
The world wide web home page for Avaya is:
http://www.avaya.com
Preventing Toll Fraud
Toll fraud is the unauthorized use of your telecommunications sys-
tem by an unauthorized party (for example, a person who is not a
corporate employee, agent, subcontractor, or working on your
company’s behalf). Be aware that there is a risk of toll fraud asso-
ciated with your system and that, if toll fraud occurs, it can result
in substantial additional charges for your telecommunications ser-
vices.
Avaya Fraud Intervention
If you suspect that you are being victimized by toll fraud and you
need technical support or assistance and are in within the United
States, call the Technical Service Center Toll Fraud Intervention
Hotline at 1.800.643.2353. If you need technical support or assis-
tance and are outside of the United States, contact the equipment
vendor from whom you purchased your equipment service main-
tenance contract. If you need to report toll fraud issues regarding a
public telephone, contact the in-country telephone service pro-
vider.
Providing Telecommunications Security
Telecommunications security of voice, data, and/or video commu-
nications is the prevention of any type of intrusion to, that is,
either unauthorized or malicious access to or use of, your com-
pany’s telecommunications equipment by some party.
Your company’s “telecommunications equipment” includes both
this Avaya product and any other voice/data/video equipment that
could be accessed via this Avaya product (that is, “networks
equipment”).
An “outside party” is anyone who is not a corporate employee,
agent, subcontractor, or working on your company’s behalf.
Whereas, a “malicious party” is anyone, including someone who
may be otherwise authorized, who accesses your telecommunica-
tions equipment with either malicious or mischievous intent.
Such intrusions may be either to/through synchronous (time-mul-
tiplexed and/or circuit-based) or asynchronous (character-, mes-
sage-, or packet-based) equipment or interfaces for reasons of:
•Utilization (of capabilities special to the accessed equip-
ment)
•Theft (such as, of intellectual property, financial assets, or
toll-facility access)
•Eavesdropping (privacy invasions to humans)
•Mischief (troubling, but apparently innocuous, tampering)
•Harm (such as harmful tampering, data loss or alteration,
regardless of motive or intent)
Be aware that there may be a risk of unauthorized intrusions asso-
ciated with your system and/or its networked equipment. Also
realize that, if such an intrusion should occur, it could result in a
variety of losses to your company, including but not limited to,
human/data privacy, intellectual property, material assets, finan-
cial resources, labor costs, and/or legal costs.
Federal Communications Commission Statement
Part 15: Class B Statement. This equipment has been tested and
found to comply with the limits for a Class B digital device, pursu-
ant to Part 15 of the FCC Rules. These limits are designed to pro-
vide reasonable protection against harmful interference in a
residential installation. This equipment generates, uses, and can
radiate radio-frequency energy and, if not installed and used in
accordance with the instructions, may cause harmful interference
to radio communications. However, there is no guarantee that
interference will not occur in a particular installation. If this equip-
ment does cause harmful interference to radio or television recep-
tion, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one
or more of the following measures:
•Reorient the receiving television or radio antenna where
this may be done safely
•To the extent possible, relocate the receiver with respect to
the telephone equipment
•Where the telephone equipment requires AC power, plug
the telephone into a different AC outlet so that the tele-
phone equipment and receiver are on different branch cir-
cuits
Part 15: Personal Computer Statement. This equipment has
been certified to comply with the limits for a Class B computing
device, pursuant to Subpart J of Part 15 of FCC Rules. Only
peripherals (computing input/output devices, terminals, printers,
etc.) certified to comply with the Class B limits may be attached to
this computer. Operation with noncertified peripherals is likely to
result in interference to radio and television reception.
Part 68: Network Registration Number. This equipment is reg-
istered with the FCC in accordance with Part 68 of the FCC Rules.
It is identified by FCC registration number AV1USA-43058-MF-
E.
Part 68: Answer-Supervision Signaling. Allowing this equip-
ment to be operated in a manner that does not provide proper
answer-supervision signaling is in violation of Part 68 Rules. This
equipment returns answer-supervision signals to the public
switched network when:
•Answered by the called station
•Answered by the attendant
•Routed to a recorded announcement that can be adminis-
tered by the CPE user
This equipment returns answer-supervision signals on all DID
calls forwarded back to the public switched telephone network.
Permissible exceptions are:
•A call is unanswered
•A busy tone is received
•A reorder tone is received

Industry Canada (IC) Interference Information
NOTICE: This equipment meets the applicable Industry Canada
Terminal Equipment Technical Specifications. This is confirmed
by the registration number. The abbreviation, IC, before the
registration number signifies that registration was performed
based on a Declaration of Conformity indicating that Industry
Canada technical specifications were met. It does not imply that
Industry Canada approved the equipment.
Le Présent Appareil Nomérique n’émet pas de bruits radioélec-
triques dépassant les limites applicables aux appareils numériques
de la class A préscrites dans le reglement sur le brouillage
radioélectrique édictépar le Industrie Canada.
Trademarks
MultiVantage is a trademark of Avaya, Inc. DEFINITY is a regis-
tered trademark of Avaya, Inc. Other trademarked references in
this guide are the property of their respective owners.
Ordering Information
Call: Avaya Publications Center
U.S. and Canada Voice 1 800 457 1235
Outside U.S. and Canada Voice [phone]
U.S. and Canada Fax [phone]
Outside U.S. and Canada Fax [phone]
Write: GlobalWare Solutions
200 Ward Hill Avenue
Haverhill, MA 01835 USA
Attention: Avaya Account Manager
Email:[e-mail]
For additional documents, refer to the section in About This Guide
titled Related Documentation/Training. An online copy of this and
other related Avaya product documentation can be found at: http://
www.avaya.com/support.
Obtaining Products
To learn more about Avaya products and to order products, access
the Avaya web site at http://www.avaya.com. Or call the follow-
ing numbers: customers 1 800 451 2100, account executives 1 888
778 1880 (voice) or 1 888 778 1881 (fax).
European Union Declaration of Conformity
The “CE”mark affixed to the equipment means that it conforms to
the referenced European Union (EU) Directives listed below:
EMC Directive 89/336/EEC
Low-Voltage Directive 73/23/EEC
For more information on standards compliance, contact your local
distributor.

Contents
Issue 1 July 2002 v
About This Guide ix
■Overview ix
■Intended Audience ix
■Issue Date ix
■How to Use This Document ix
■Document Organization x
■Conventions Used xi
Symbolic Conventions xi
Typographic Conventions xi
■Related Documentation/Training xi
1 Chapter 1: Introducing Your 4620 Telephone 1-1
■Introduction 1-1
■The 4620 IP Phone 1-1
■About the Feature Key Expansion Unit (EU24) 1-5
■Navigating Application Screens 1-5
■4620 IP Telephone Applications 1-8
Phone Application 1-8
Speed Dial Application 1-9
Call Log Application 1-9
Web Access Application 1-9
4620 Telephone Options 1-9
2 Chapter 2: Using Your 4620 IP Telephone 2-1
■Introduction 2-1
■Making Calls 2-1
Manual Dialing 2-1
Automatic Dialing 2-2
Redialing a party 2-2
Dialing a party using a Speed Dial button 2-3
Automatically dialing a party using
an administered Line/Feature button 2-3
Calling a party From the Call Log 2-4
■Receiving Calls 2-5

Contents
vi Issue 1 July 2002
■Call Handling Features 2-5
Conference 2-5
Adding another party to a call 2-5
Adding a held call to the current call 2-6
Dropping the last person added to the call 2-6
Hold 2-6
Placing a call on hold 2-6
Retrieving the held call 2-6
Mute 2-6
Preventing the other person on the line from
hearing you 2-6
Speakerphone 2-7
Placing or answering a call without lifting the
handset, or using the Speakerphone with any
feature 2-7
Changing from the Speakerphone to the handset
or headset 2-7
Changing from the handset or headset to the
Speakerphone 2-7
Turning the Speaker on during a call 2-8
Turning the Speaker off during a call 2-8
Ending a call while the Speaker is active 2-8
Transfer 2-8
Sending a call to another telephone 2-8
■Retrieving a Voice Mail Message 2-9
■Logging Off the Phone 2-9
Reinstating the Phone After a Logoff 2-9
3 Chapter 3: Using the Speed Dial Application 3-1
■Introduction 3-1
■Entering Data on Speed Dial Screens 3-1
Entering Characters Using the Dialpad 3-1
Editing During or After Entry 3-2
Name Entry Example 3-3
■Adding a Speed Dial Button 3-3
■Updating Speed Dial Button Label Information 3-4
■Deleting a Speed Dial Button Label 3-5

Contents
Issue 1 July 2002 vii
4 Chapter 4: Using the Call Log Application 4-1
■Introduction 4-1
■About the Call Log 4-1
■Viewing a Call Log 4-2
■Adding a Call Log Entry to a Speed Dial Button 4-3
■Deleting Call Log Entries 4-4
Deleting a Single Call Log Entry 4-4
Deleting All Entries from a Call Log 4-5
5 Chapter 5: Using the Web Access Application 5-1
■Introduction 5-1
■Web Access Authentication 5-2
■Navigating Web Pages 5-3
Navigating the Home Page and
Other Standard-Size Web Pages 5-3
■Entering Text on Web Pages 5-4
Entering Characters Using the Dialpad 5-6
6 Chapter 6: 4620 IP Telephone Options 6-1
■Introduction 6-1
■Accessing the Options Main Menu 6-1
■Phone Screen Options 6-2
Setting the Redial Option 6-2
Setting the Phone Screen on Answer? Option 6-3
Setting the Phone Screen on Calling? Option 6-3
Setting the Call Timers Display 6-3
Setting the Message Display Rate 6-4
■Personal Ringing Options 6-5
■Status Screen Viewing Options 6-5
Viewing IP Address Status 6-6
Viewing Quality of Service (QoS) Status 6-6
Viewing Interface Status 6-6
Viewing Miscellaneous Status 6-6

Contents
viii Issue 1 July 2002
■Changing the Display Contrast 6-6
■Viewing the Network Audio Quality 6-7
7 Chapter 7: Using a Headset or
Specialized Handset 7-1
■Introduction 7-1
■IP Telephone-Compatible Headsets 7-1
Operating a Headset 7-2
■IP Telephone-Compatible Specialized Handsets 7-2
8 Chapter 8: Telephone Management
and Troubleshooting 8-1
■Introduction 8-1
■Interpreting Ringer Tones 8-2
■Interpreting Display Icons 8-3
■Testing Your Phone 8-3
Testing the Telephone’s Lights and Display 8-3
■Basic Troubleshooting Chart 8-4
■Troubleshooting 4620 Applications 8-7
■Resetting and Power Cycling the IP Telephone 8-8
Resetting Your Phone 8-8
Power Cycling the Phone 8-9

Issue 1 July 2002 ix
About This Guide
Overview
This guide covers how to use your new 4620 IP Telephone. The 4620 is simple to
use while offering the latest advances in telephony systems. IP (Internet Protocol)
telephones obtain their operational characteristics from your central telephone
server rather than residing in the phone unit itself. Updates and new features are
downloaded to your phone without intervention or the need for phone
replacement.
This guide contains eight chapters, geared to how you actually use the phone,
each of which is described in the section titled Document Organization.
Intended Audience
This document is intended for IP telephone users who have a 4620 IP Telephone
at their desks. It is not intended to be a technical reference guide for System
Administrators or phone technicians.
Issue Date
This document was issued for the first time in July, 2002.
How to Use This Document
This guide is organized to help you find topics in a logical manner. Read it from
start to finish to get a thorough understanding of how to use your 4620 IP
Telephone, or review the Table of Contents to locate information specific to a task
or function you want to perform.

Document Organization About This Guide
x Issue 1 July 2002
Document Organization
This guide contains the following chapters:
Chapter 1: Introducing Your 4620
Telephone Describes each element on the face
of the telephone.
Chapter 2: Using Your 4620 IP
Telephone Covers all call-related information,
such as initiating calls, receiving
calls, speed dialing, calling a party
on the call log, conferencing and
transferring calls, accessing and
retrieving voice mail messages,
logging off the phone for security
purposes and logging back on to the
phone.
Chapter 3: Using the Speed Dial
Application Describes how to add, update, and
remove speed dial buttons, to
facilitate quick dialing of frequently
called numbers.
Chapter 4: Using the Call Log
Application Describes how to view entries on
each of the three types of call logs,
add a log entry to a speed dial
button, and delete one or more call
log entries.
Chapter 5: Using the Web Access
Application Explains how to use the 4620’s web
access functions.
Chapter 6: 4620 IP Telephone Options Provides setup and maintenance
procedures for 4620 telephone
options. Also covers troubleshooting
certain phone functions.
Chapter 7: Using a Headset or
Specialized Handset Provides a list of 4620-compatible
headsets and specialized handsets,
and basic headset operation
instructions.
Chapter 8: Telephone Management
and Troubleshooting Covers testing your phone’s
operation and provides basic
troubleshooting actions, if you
encounter errors or experience
problems.

About This Guide Conventions Used
Issue 1 July 2002 xi
Conventions Used
This guide uses the following textual, symbolic, and typographic conventions to
help you interpret information.
Symbolic Conventions
Typographic Conventions
This guide uses the following typographic conventions:
Related Documentation/Training
This guide and other related documentation is available online at the following
URL: http://www.avaya.com/support
For information related to installing an IP Telephone, see the “4600 Series IP
Telephone Installation Guide” (Document Number 555-233-128).
For information related to maintaining an IP Telephone System on a Local Area
Network, see the “4600 Series IP Telephone LAN Administrator’s Guide”
(Document Number 555-233-507).
Standard telephone features are described in Chapter 17, “Telephony”of the
Overview for Avaya MultiVantage Software (Document Number 555-233-767).
NOTE:
This symbol precedes additional information about a
topic.
Document Blue underlined type indicates a section or sub-section in this
document containing additional information about a topic.
“Document”Italic type enclosed in quotes indicates a reference to an
external document or a specific chapter/section of an external
document.
italics Italic type indicates the result of an action you take or a system
response in step by step procedures.
Conference In step by step procedures, words shown in bold represent a
single telephone button that should be pressed/selected.

Related Documentation/Training About This Guide
xii Issue 1 July 2002

Issue 1 July 2002 1-1
1
Chapter 1: Introducing Your 4620
Telephone
Introduction
This chapter introduces you to the layout of the 4620 IP Telephone. It provides a
description for each functional button and other phone characteristics, briefly
describes each 4620 application, and provides basic instructions for navigating
display screens.
The 4620 IP Phone
The 4620 IP Telephone is a new and innovative telephone that gives you access
to the World Wide Web while offering the latest features and applications. The
large display area allows up to 12 application-specific buttons to be presented and
labeled at one time. Additionally, 12 Line/Feature buttons, 4 softkeys, and
numerous other fixed buttons provide access to powerful capabilities such as call
server-based features, speed dialing, a Call Log, and a WML (Wireless Markup
Language, a web development protocol) browser. This last feature, covered in
detail in Chapter 5, provides access to websites tailored specifically for devices
with smaller display screens (such as cell phones and Personal Data Assistants).
In addition to the features and applications described above, the 4620 provides a
robust menu of options to customize your phone preferences.
Your telephone’s display area coincides with how the Line/Feature buttons are
administered by your System Administrator. The 4 softkeys (which assist you in
using 4620 applications and features), 14 standard (labeled) buttons (which assist
in telephone operation and call handling), a built-in, two-way speakerphone, and
an infra-red interface combine to provide ease of use and flexibility.
The diagram on the next page illustrates the face of the 4620 IP Telephone, and
contains numbered “callouts”which identify the phone’s primary features and
buttons; each callout is described in detail in Table 1-1, which follows the diagram.

The 4620 IP Phone Chapter 1: Introducing Your 4620 Telephone
1-2 Issue 1 July 2002
1
2
3
56
16
17
19
10
7
8
4
3
9
11
13
18
4
13
12
14 22
20
21
15

Chapter 1: Introducing Your 4620 Telephone The 4620 IP Phone
Issue 1 July 2002 1-3
Table 1-1. 4620 IP Telephone Button/Feature Descriptions
Callout
Number
Button/Feature
Name Button/Feature Description
1Voice Message
Light
( )
When lit, indicates you have a message
waiting on your voice messaging system.
2 Display The display screen is 4 inches by 2.9 inches.
Information displayed varies according to the
application/function currently active. When the
phone is idle, the top area displays the current
date and time; when someone is calling you,
the name/phone number of that person
displays there. The display has eight lines (six
lines of which are devoted to the current
application, one line showing softkey labels
for the current application, and one line for
Help and other procedural messages) and
four grayscale colors used to indicate activity.
3Line/Feature
buttons
( )
Twelve Line/Feature buttons provide both call
appearances (lines for incoming and outgoing
calls) and application-specific functionality.
Each line may display any of the icons shown
immediately below, depending on the current
state of the phone.
4Softkeys
( )
Used to navigate to, or initiate
application-specific actions, such as Call a
number, Cancel the current activity, Save
entered data, and Store a speed dial label.
5Phone/Exit
( )
Displays the Phone application main screen
or, if applicable, exits the current call
server-based feature and normalizes the
display.
6Options
( )
Displays the Options main screen, from which
display and application settings can be
updated.
7Page 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.
8Speaker LED
Indicator Lights steadily when the Speakerphone is active.

The 4620 IP Phone Chapter 1: Introducing Your 4620 Telephone
1-4 Issue 1 July 2002
9Speaker
()
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.
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 visual “volume meter”showing the volume
level.
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. With the phone on-hook, also
used to select a personal ringing pattern.
19 Drop
()
Drops the last person added to a Conference
call or ends the current call, if you are not on a
Conference call.
Table 1-1. 4620 IP Telephone Button/Feature Descriptions — Continued
Callout
Number
Button/Feature
Name Button/Feature Description

Chapter 1: Introducing Your 4620 Telephone About the Feature Key Expansion Unit
(EU24)
Issue 1 July 2002 1-5
About the Feature Key Expansion Unit
(EU24)
The Feature Key Expansion Unit is an optional device that can be connected to
your 4620 IP Telephone. The EU24 contains 24 buttons onto which additional IP
Telephone features and/or call appearances (incoming/outgoing lines) can be
administered by your System Administrator.
For information about this Avaya product, see our website at:
http://www.avaya.com/direct. For usage instructions, see the “Feature Key
Expansion Unit User Guide”(Document Number 555-250-702, available on the
http://www.avaya.support.com website).
Navigating Application Screens
Your 4620 IP Telephone uses a combination of Phone Feature buttons,
Line/Feature buttons, and Softkeys to allow you maximum flexibility in operating
the phone and working with its applications. While reviewing this section, it may
be helpful to refer to the 4620 illustration on page 2 of this chapter.
Phone Feature buttons are used in the Phone application and appear on the
face of the telephone around the dialpad. Phone buttons have an icon on the top
of the button, to indicate the button’s function. These buttons provide mostly
call-handling features like Transfer, Conference, Hold, or Redial. Two new phone
feature buttons available on the 4620 are Phone/Exit ( - used to exit call
server-based features and restore the Phone screen to the display), and Options
(- used to access the Options function to set certain phone parameters
and view phone/server/connection status and other information for
troubleshooting).
20 Redial
( )
Redials the last number dialed from the phone
or displays a list of the last six numbers dialed
for selection, as set using the Options button
described in Chapter 6.
21 Numeric
(Dialing) Pad Standard 12 button pad for dialing phone numbers.
22 Feature Key
Expansion Unit
Connection
Jack
Provides a port (on the underside of the
phone) for connecting the optional EU24
(Feature Key Expansion Unit), which provides
additional telephone Feature buttons.
Table 1-1. 4620 IP Telephone Button/Feature Descriptions —Continued
Callout
Number
Button/Feature
Name Button/Feature Description

Navigating Application Screens Chapter 1: Introducing Your 4620 Telephone
1-6 Issue 1 July 2002
The Right and Left Page buttons ( between the Phone/Exit and
Options buttons) are also considered phone buttons, and are used to move
forward (Right Arrow) or backward (Left Arrow) from one display screen to
another. These paging buttons work in conjunction with the paging indicators
() you may see on an application screen. Paging indicators show that a
screen has more than one page, and allow you to navigate forward and back
through those additional pages.
To activate the function or feature represented by a phone button, simply press
the appropriate button.
Line/Feature buttons ( ) appear on both sides of the display area. These
buttons provide call appearances (Lines) and other call-related features (as
administered by your System Administrator) in the Phone application, and serve
as application-specific buttons in the Call Log, or other applications. For example,
pressing a Line/Feature button in the Call Log application can select the entry to
which it corresponds, allowing you to take further action with your selection. When
entering text on a screen (for example, labeling a Speed Dial button), several
Line/Feature buttons also provide editing features like inserting a comma or
backspacing.
An example of the difference between a Line/Feature button’s functionality in the
Phone application versus other applications is as follows: if you are in the Phone
application (the default display screen) and want to call someone, you press the
first Line/Feature (call appearance) button and dial your party. But if you are in the
Call Log application, pressing the first Line/Feature button selects (highlights) the
first call log entry and displays detail information about that call.
In addition to the call-related icons and features explained in Table 1.1, the icons
and background display colors in Table 1.2 below are associated with certain
administrable features on the call server, and may appear on the display. Several
features, such as flash, wink, and flutter, are associated with Call Center
operations, and may not apply to many 4620 users.

Chapter 1: Introducing Your 4620 Telephone Navigating Application Screens
Issue 1 July 2002 1-7
Table 1-2. Icons/Background Colors for Features Administered on the 4620
Call Server
Icon Description/Condition
Feature Button
Display
Background
Color
None Feature is on/active. White
None Feature is off/inactive. Light Gray
None Feature denied (Broken
Flutter). This is a tempo-
rary condition, accompan-
ied by an “error beep”the
first time it occurs. This
condition then changes to
the off/inactive state.
Light Gray
None Idle; indicates a (call
appearance) line is
available.
White
Ringing; indicates an
incoming call is arriving on
this line.
White
Active; indicates the line is
in use. Light Gray
On Hold; indicates a call is
on hold on this line. Dark Gray
(Soft) Hold; indicates this
line's call was put on hold
pending a conference or a
transfer.
Dark Gray

4620 IP Telephone Applications Chapter 1: Introducing Your 4620 Telephone
1-8 Issue 1 July 2002
Four softkeys ( ) appear directly below the display area, and allow you to
access the other 4620 applications and then perform application-specific
functions, like add, save, edit, delete, or cancel. The labels above the softkeys
reflect their function relative only to that specific screen.
4620 IP Telephone Applications
Your 4620 IP Telephone provides four applications (Phone, Speed Dial, Call Log,
and Web) plus an Options function to define settings, personalize your phone, and
troubleshoot certain functions. All applications appear in the display area,
accessed by the softkeys appearing below the display.
A brief description of each application follows.
Phone Application
The Phone application is the primary application, through which you make and
receive calls, and perform call-handling operations such as conference calling or
transferring calls to another phone.
Chapter 2: Using Your 4620 IP Telephone provides information on using the
Phone application.
Flash; used for Call Center
operations. Light Gray
Flutter; used for Call
Center operations. Light Gray
Wink; used for Call Center
operations. Light Gray
Table 1-2. Icons/Background Colors for Features Administered on the 4620
Call Server —Continued
Icon Description/Condition
Feature Button
Display
Background
Color