Avaya IP OFFICE 2420 User manual

IP Office 3.0(DT)
2420 User Guide
40DHB0002USEG Issue 3d (16th March 2005)

2420 User Guide Page iii
IP Office 3.0(DT) 40DHB0002USEG Issue 3d (16th March 2005)
Table Of Contents
Overview of the 2420 ................................................................................................................. 7
Call Appearance Keys ............................................................................................................... 9
Basic Call Handling Features.................................................................................................. 11
Answer a Call ........................................................................................................................................... 11
Make a Call............................................................................................................................................... 11
Speed Dial ................................................................................................................................................ 11
Hold .......................................................................................................................................................... 12
Redial ....................................................................................................................................................... 12
Speakerphone .......................................................................................................................................... 12
Transfer .................................................................................................................................................... 13
Conference ............................................................................................................................................... 13
Message ................................................................................................................................................... 13
Using Speed Dials.................................................................................................................... 15
Overview of Speed Dials .......................................................................................................................... 15
Dialing a Speed Dial Number ................................................................................................................... 15
Deleting a Speed Dial............................................................................................................................... 16
Editing a Speed Dial ................................................................................................................................. 16
Converting a Call Log Entry to a Speed Dial ............................................................................................ 16
Adding a New Speed Dial......................................................................................................................... 17
Using the Call Log ................................................................................................................... 19
Overview of the Call Log .......................................................................................................................... 19
Viewing the Call Log................................................................................................................................. 20
Making Calls from the Call Log................................................................................................................. 20
Saving a Call Log Entry to Your Speed Dial List ...................................................................................... 20
Deleting a Call Log Entry.......................................................................................................................... 20
Erasing All Logged Calls .......................................................................................................................... 21
Setting Which Calls are Logged ............................................................................................................... 21
Selecting Personalized Options ............................................................................................. 23
Overview of 2420 Options ........................................................................................................................ 23
Changing the Ring Pattern ....................................................................................................................... 24
Adjusting the Display Contrast ................................................................................................................. 24
Call Log Setup .......................................................................................................................................... 24
Switch Visual Ring On/Off ........................................................................................................................ 24
Using Self Test ......................................................................................................................................... 25
Selecting the Display Mode ...................................................................................................................... 25
Default Phone/Erase All Settings ............................................................................................................. 25
Language.................................................................................................................................................. 26
Automatic Gain Control (AGC) ................................................................................................................. 26
Display Keys............................................................................................................................. 27
Overview of the Display Keys................................................................................................................... 27
Display Mode............................................................................................................................................ 28
Display Key Programming ........................................................................................................................ 29
Shorthand Programming Mode ................................................................................................................ 30
Longhand Programming ........................................................................................................................... 31
Display Key Functions .............................................................................................................................. 32
Display Key Functions ......................................................................................................................... 32
<Number> - Dial (#) ............................................................................................................................. 32
<Group Name> - Group (#).................................................................................................................. 32
<User Name> - User (#) ...................................................................................................................... 33
Absnt - Set Absent Text ....................................................................................................................... 33
Acct - Account Code Entry (!) .............................................................................................................. 33
AD - Abbreviated Dial (!) ...................................................................................................................... 33

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Admin - Self-Administer (!)................................................................................................................... 34
Apear - Appearance (!) ........................................................................................................................ 34
AutCB - Automatic Callback (!) ............................................................................................................ 34
Busy - Busy.......................................................................................................................................... 34
BusyH - Busy On Held ......................................................................................................................... 35
CFrwd - Call Forwarding All (!)............................................................................................................. 35
ClrCW - Clear CW................................................................................................................................ 35
CnfRV - Conference Meet Me.............................................................................................................. 35
Conf+ - Conference Add ...................................................................................................................... 36
CPark - Call Park (!)............................................................................................................................. 36
CPkUp - Call Pickup (!) ........................................................................................................................ 36
CWOff - Call Waiting Off ...................................................................................................................... 37
CWOn - Call Waiting On ...................................................................................................................... 37
CWSus - Call Waiting Suspend ........................................................................................................... 37
DCW - Dial CW .................................................................................................................................... 37
Dir - Directory (!) .................................................................................................................................. 38
Dirct - Dial Direct.................................................................................................................................. 38
DNDOn - Do Not Disturb On................................................................................................................ 38
DNDOf - Do Not Disturb Off................................................................................................................. 38
DNDX+ - Do Not Disturb Exception Add.............................................................................................. 39
DNDX- - Do Not Disturb Exception Delete........................................................................................... 39
DPkUp - Directed Call Pickup (!).......................................................................................................... 39
Drop - Drop (!)...................................................................................................................................... 39
DTone - Secondary Dial Tone ............................................................................................................. 40
Emrgy - Dial Emergency ...................................................................................................................... 40
Flash - Flash Hook (#) ......................................................................................................................... 40
FolTo - Follow Me To ........................................................................................................................... 40
FwBNo - Forward On Busy Number .................................................................................................... 40
FwBOn - Forward On Busy On ............................................................................................................ 40
FwBOf - Forward On Busy Off ............................................................................................................. 41
FwdH+ - Forward Hunt Group Calls On............................................................................................... 41
FwdH- - Forward Hunt Group Calls Off................................................................................................ 41
FwdNo - Forward Number ................................................................................................................... 41
FwdOf - Cancel All Forwarding ............................................................................................................ 41
FwNOn - Forward On No Answer On .................................................................................................. 42
FwNOf - Forward On No Answer Off ................................................................................................... 42
FwUOn - Forward Unconditional On.................................................................................................... 42
FwUOf - Forward Unconditional Off..................................................................................................... 42
GrpPg - Group Paging (!)..................................................................................................................... 42
HdSet - Headset Toggle (!) .................................................................................................................. 43
Here- - Follow Me Here Cancel ........................................................................................................... 43
Here+ - Follow Me Here....................................................................................................................... 43
HfAns - Internal Auto-Answer (!) .......................................................................................................... 43
HGEna - Hunt Group Enable ............................................................................................................... 44
HGDis - Hunt Group Disable................................................................................................................ 44
HGNS+ - Set Hunt Group Night Service (!).......................................................................................... 44
HGNS- - Clear Hunt Group Night Service............................................................................................ 44
HGOS+ - Set Hunt Group Out of Service ............................................................................................ 45
HGOS- - Clear Hunt Group Out of Service .......................................................................................... 45
Hold - Hold Call.................................................................................................................................... 45
HoldCW - Hold Call Waiting................................................................................................................. 45
IAuto - Automatic Intercom .................................................................................................................. 45
ICSeq - Set Inside Call Sequence ....................................................................................................... 46
IDial - Dial Intercom ............................................................................................................................. 46
Inclu - Dial Inclusion............................................................................................................................. 46
Intru - Call Intrude ................................................................................................................................ 46
Listn - Call Listen ................................................................................................................................. 47
Login - Extn Login ................................................................................................................................ 47

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Logof - Extn Logout.............................................................................................................................. 47
Music - Hold Music............................................................................................................................... 47
NATim - Set No Answer Time.............................................................................................................. 48
OCSeq - Set Outside Call Sequence................................................................................................... 48
Page - Page ......................................................................................................................................... 48
Park - Park (#)...................................................................................................................................... 49
Park - Call Park to Other Extension (!)................................................................................................. 49
PCall - Priority Call............................................................................................................................... 49
PhyEx - Dial Physical Extension by Number .......................................................................................50
PickA - Call Pickup Any ....................................................................................................................... 50
PickG - Call Pickup Group ................................................................................................................... 50
PickM - Call Pickup Members .............................................................................................................. 51
Prog - Abbreviated Dial Program (!)..................................................................................................... 51
Quota - Clear Quota............................................................................................................................. 51
Queue - Call Queue ............................................................................................................................. 51
RBak+ - Ringback When Free ............................................................................................................. 52
RBak- - Cancel Ringback When Free.................................................................................................. 52
RBSeq - Set Ringback Sequence........................................................................................................ 52
Recor - Call Record ............................................................................................................................. 53
Relay - Relay Pulse ............................................................................................................................. 53
Rely+ - Relay On ................................................................................................................................. 53
Rely- - Relay Off .................................................................................................................................. 53
Resum - Resume Call.......................................................................................................................... 54
Rtriv - Retrieve Call.............................................................................................................................. 54
Ride - Ride Call.................................................................................................................................... 54
RngOf - Ringer Off (!)........................................................................................................................... 55
SAC - Send All Calls (!)........................................................................................................................ 55
Spres - AD Suppress (!)....................................................................................................................... 55
Steal - Call Steal .................................................................................................................................. 55
SusCW - Suspend CW ........................................................................................................................ 56
Suspe - Suspend Call .......................................................................................................................... 56
Timer - Timer (!) ................................................................................................................................... 56
TmDay - Time of Day (!) ...................................................................................................................... 56
Toggl - Toggle Calls............................................................................................................................. 56
VMRB- - Voicemail Ringback Off......................................................................................................... 57
VMRB+ - Voicemail Ringback On........................................................................................................ 57
VMCol - Voicemail Collect ................................................................................................................... 57
VMOff - Voicemail Off .......................................................................................................................... 57
VMOn - Voicemail On .......................................................................................................................... 57
WUTim - Set Wrap Up Time ................................................................................................................ 58
System Features ...................................................................................................................... 59
Introduction............................................................................................................................................... 59
Making Calls ............................................................................................................................................. 59
Answering Calls........................................................................................................................................ 59
Call Waiting .............................................................................................................................................. 59
Call Forwarding ........................................................................................................................................ 60
Diverting Calls .......................................................................................................................................... 60
Do Not Disturb .......................................................................................................................................... 60
Voicemail .................................................................................................................................................. 61
Default Feature Codes ............................................................................................................................. 61
Index.......................................................................................................................................... 63

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Overview of the 2420
This guide covers the use of the Avaya 2420 telephone on Avaya IP Office telephone systems. The
diagram below shows the main 2420 telephone features.
1. Display & Feature buttons: Shows key function names and call information.
2. Message lamp - Lit when the user has voicemail messages. Can also be set to flash when the
phone is ringing.
3. Previous/Next Page - Move through the different pages of the call handling, speed dials
and call log screens. Also used to move the cursor during data entry.
4. Messages: Access the user's mailbox.
5. Call Handling Buttons: See Basic Call Handling Features.
• Hold: Place call on hold, retrieve held call.
• Transfer: Transfer call.
• Conference: Conference held calls.
• Drop: Drop call.
• Redial: Redial last number dialed.
6. Dialpad: Standard 12-button pad for dialing telephone numbers.
7. Volume Controls: Adjust the speaker, handset, headset, or ringer volume depending on
which is currently in use.
8. Speaker: Access the speakerphone. The light associated with this button turns on when the
speakerphone is active.
9. Mute: Turns the microphone on/off. When in use, the associated light is on and the caller
cannot hear you.
10. Headset: Switches from handset to headset. The light associated with this button turns on
when the headset is active.
11. Exit: Returns you to the main call handling screen.

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Call Appearance Keys
Normally, the first page of the main call handling screen contains three keys set as 'call appearance'
keys. These are indicated as a=, b= and c=.
• Note
The number of call appearance keys can be varied and the descriptive text shown next to the key
when idle can be changed. See Display Keys.
Having more than one call appearance key is useful. When holding a call you can answer another call
and then use the call appearance keys to switch between calls.
If you are set to receive call waiting indication, the waiting call is shown against the next call appearance
key. Again you can switch between calls using the call appearance keys.
• Incoming Call:
A symbol next to a call appearance key indicates an incoming call.
• Pressing the adjacent key answers the call and puts any other 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. An His also shown on the display.
• On Hold:
A symbol next to a call appearance key indicate 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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Basic Call Handling Features
Answer a Call
When a call arrives at your 2420 telephone, you hear a ringing tone and a blinking bell icon appears on
the associated call appearance.
To answer an incoming call
Do one of the following:
• If you are not active on another call, answer the call using your handset, headset, or
speakerphone (see Speakerphone).
• If you are active on a call already, place the active call on hold (Hold), and then answer the
incoming call.
• If the call appearance for the ringing call is not displayed on the current screen page, use 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.
Make a Call
You can make calls from the 2420 telephone using a variety of methods.
To make a call manually
1. Go off hook using the handset, headset, or speaker.
2. When you hear dial tone, enter the extension or telephone number using the dialpad. If you are
calling an external number, be sure to include the required code (for example, "9") to access an
outside line.
To have the 2420 telephone make a call automatically
Do any of the following:
• Press to have the 2420 telephone dial the last number that you dialed.
• 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
Dialing a Speed Dial Number.
Speed Dial
The Speed Dial feature allows you to have the 2420 telephone automatically dial calls to telephone
numbers stored in your personal directory. See Dialing a Speed Dial Number.
To make a call to a personal directory entry using the Speed Dial feature
1. From the Home screen, press the SpDial softkey. The Speed Dial screen is displayed.
2. Press the button next to the entry you want to call.
3. If the entry you want is not displayed, use and to cycle through the entries.
4. The 2420 telephone dials the number for you.

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Hold
The Hold feature puts a call on hold until you can return to it.
To put a call on hold
1. Press .
To return to the held call
1. Press the call appearance button of the held call.
Redial
The Redial (or Last Number Dialed) feature automatically redials the last extension or outside number
(up to 24 digits) you dialed.
To redial the last number that you dialed
1. Press .
Speakerphone
The two-way built-in speakerphone allows you to make and answer calls without lifting your handset.
Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as
in very noisy locations).
To make or answer a call without lifting the handset, or to use the speakerphone with any feature
1. Press .
2. Make or answer the call, or access the selected feature.
3. Adjust speakerphone volume if necessary.
4. To change the volume use the and buttons. The display shows the volume level. (There
are eight volume levels.)
To change from the speakerphone to the handset
1. Pick up the handset and talk.
To change from the handset to the speakerphone
1. Press .
2. Hang up the handset.
To end a speakerphone call
1. Press again.

Basic Call Handling Features
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Transfer
The Transfer feature allows you to transfer a call from your telephone to another extension or outside
number.
To transfer the current call to another extension
1. While on a call, press .
2. When you hear dial tone, dial the number to which the call is to be transferred.
3. Do one of the following:
• To transfer the call without announcing it, press again and hang up. The transfer is
complete.
• To announce the call before transferring it, wait for the called party to answer. Go to Step
4.
4. When the called party answers, announce the call.
• If the line is busy or if there is no answer, press . Then, you can return to the held call
by pressing its call appearance button.)
5. Press again and hang up to complete the transfer. The "Transfer Completed" message is
displayed.
Conference
The Conference feature allows you to conference other parties (including yourself) into a call. Note: The
number of parties allowed in a conference is controlled by your telephone system.
To add another party to a call
1. Press .
2. Dial the number of the person you want to add to the call.
3. Wait for an answer.
4. To add the person to the call, press again.
• If the called party does not answer or does not want to join the conference, press .
Then, you can return to the held call by pressing its call appearance button.
5. Repeat Steps 1 through 4 for additional conference connections.
To add a held call to an active call
1. Press .
2. Press the call appearance button corresponding to the held call.
3. Press again .
Message
Your Message lamp turns on when a caller has left a message for you.
Press the button to retrieve your messages, and follow the prompts.

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Using Speed Dials
Overview of Speed Dials
The 2420 can store up to 104 personal speed dials. The list of these speed dials is accessed by pressing
SpDial.
• The list is sorted alphabetically.
• Press and to move between pages.
• Press the appropriate letter key to move direct to the first page with a matching name.
• Press the or next to an entry to call the associated number.
• Use the key options to perform other actions.
Pressing Add or Edit gives access to the details of a particular speed dial.
Dialing a Speed Dial Number
You can use the speed dial directory to make a call with the handset on hook or off hook.
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press and to display different pages of speed dials. Press the matching letter key to go
straight to the first page with a matching entry.
3. When the required entry is displayed, press the adjacent or key.

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Deleting a Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press Delete.
3. Select the speed dial entry you want to delete.
• Press and to display different pages of speed dials. Press the matching letter
key to go straight to the first page with a matching entry.
4. When the required entry is displayed, press the adjacent or key. A request for
confirmation will appear.
5. Press Yes to delete the entry or Cancel to exit without deleting.
6. Select another entry to delete or press Done to return to the speed dial list.
Editing a Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press Edit.
3. Select the speed dial entry you want to edit.
• Press and to display different pages of speed dials. Press the matching letter key to
go straight to the first page with a matching entry.
4. When the required entry is displayed, press the adjacent or key.
5. Edit the speed dial using the same methods as for adding a new speed dial. See Adding a New
Speed Dial.
6. After saving or canceling any changes you will be returned to the speed dial selection list. Select
another speed dial to edit or press Done to return to the speed dial list.
Converting a Call Log Entry to a Speed Dial
See Saving a Call Log Entry to Your Speed Dial List.

Using Speed Dials
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Adding a New Speed Dial
1. Press SpDial. If SpDial is not shown, press to exit the current screen.
2. Press Add.
• If a message stating that the speed dial list is full appears, you must first delete an
existing entry before adding any new entry. See Dialing a Speed Dial Number.
3. The speed dial editing menu appears with Name underlined and a cursor following it.
• You can switch between Name and Number entry by pressing the key next to the
item you want to edit. The options also change accordingly.
4. With Name selected, begin entering text using the telephone keypad. Each key is marked with
the letters and number it provides. You may have to press the key more than once depending on
the character you require.
• For example, the key 2 is also marked as A, Band C. To enter a C, press 2until a C is
displayed.
• If the next character you want to enter is on the same key, press to move the cursor
right and then enter the character.
• By default the first letter is enter in upper-case and the phone then switches to lower-case
entry mode. To change the case of the current character press Case.
• To enter a space press Space.
• To insert characters rather than replace characters, press the key next to Insert
Mode. When Insert Mode is on, a appears next to it.
• Use the and keys to move the cursor. In Insert Mode, the key moves the cursor
left, otherwise it acts as a backspace key.
• Pressing *enters * or . characters.
• Pressing #enters # or – characters.
5. When the name is set as required, select Number.
6. Enter the number required using the dialing keypad. . For external numbers remember to enter
any external dialing prefix required.
• To enter a hyphen, press Hyphen. This does not affect the number dialed but may
help make numbers more readable.
• To enter a 1.5 second pause, press Pause. This will appear as a , (comma) character
in the telephone number.
• Do one of the following:
• To save the speed dial and return to the speed dial list, press Save.
• To return to the speed dial list without saving the changes press Cancel.
• To return to the call handling screen without saving the changes press .

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Using the Call Log
Overview of the Call Log
The 2420 maintains a call log, accessed by pressing Log.
This log can store up to 100 entries. These can be incoming answered calls, incoming unanswered calls
and outgoing calls.
You can select which types of calls are included in the log. You can also use call log entries to make
return calls or convert the entry into a speed dial for future use.
• WARNING:
Calls made using dialing such as pin codes and other information will appear in the call log.
Either logging of outgoing calls should be switched off or those call logs removed manually.
• Note: Only outgoing calls made using the dial pad or a SpDial entry are logged.
The details shown are:
• Logged calls are shown with the most recent first.
• The name of the called or calling party is shown if available.
• The number of the called or calling party is shown.
• Press and to display further pages of entries.
Pressing the or key next to a log entry display further details of that particular call.
• The type of log entry, ie. Answered, Un-answered or Outgoing.
• The name of the called or calling party is shown if available.
• The number of the called or calling party is shown.
• The date and time of the call.
• Press and to display the previous or next logged call.
• The keys provide a number of actions.

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Viewing the Call Log
1. Press Log. If Log is not shown press to exit the current screen.
• Note: Whilst in the call log you cannot make calls. You can still receive calls and handle
them using the dialpad key functions.
2. Press and to display different pages of log entries.
• To exit the call log and return to the previous screen press Done.
• To exit the call log and return to the call handling screen press .
• To view the details of a particular log entry, press the or key next to the entry.
Making Calls from the Call Log
1. Press Log. If Log is not shown press to exit the current screen.
2. Press and to display different pages of log entries.
3. When you locate the entry you want to call, press the or key next to the entry.
4. Press Call make the call.
• If the number shown is external but doesn't include the external dialing prefix used by
your telephone system, go off-hook, dial the prefix and then press Call.
Saving a Call Log Entry to Your Speed Dial List
1. Press Log. If Log is not shown press to exit the current screen.
2. Press and to display different pages of log entries.
3. When you locate the entry you want to call, press the or key next to the entry.
4. Press Save. The speed dial editing screen appears, pre-filled with the details from the call
log entry. See Adding a New Speed Dial.
Deleting a Call Log Entry
1. Press Log. If Log is not shown press to exit the current screen.
2. Press and to display different pages of log entries.
3. When you locate the entry you want to call, press the or key next to the entry.
4. Press Delete. The entry is deleted from the Call Log and the details of the next call are
shown.
5. Press Done to return to the main
• To exit the logged call details and return to the main call log screen press Done.
• To exit the call log and return to the call handling screen press .