Avaya IP Office 5410 User manual

Avaya 5410 User Guide
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Title: Avaya 5410 User Guide
Version: V1.0
Department: All
User Guide for the Avaya 5410 telephone

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1Table of Contents
1TABLE OF CONTENTS ..........................................................................2
2DOCUMENT INFORMATION .................................................................4
2.1 DETAILS ...........................................................................................4
2.2 DOCUMENT CO-ORDINATORS /DISTRIBUTION...............................................4
2.3 VERSION CONTROL...............................................................................4
2.4 ADDITIONAL INFORMATION .....................................................................4
3MAIN FEATURES .................................................................................5
3.1 CALL APPEARANCE BUTTONS....................................................................6
4CALL FEATURES ..................................................................................7
4.1 ANSWERING A CALL..............................................................................7
4.2 MAKING A CALL...................................................................................8
4.3 MUTE...............................................................................................9
4.4 HOLD...............................................................................................9
4.5 CALL FORWARDING...............................................................................9
4.6 DIVERTING CALLS ................................................................................9
4.7 TRANSFER ....................................................................................... 10
4.8 CONFERENCE.................................................................................... 11
4.9 MESSAGES ...................................................................................... 11
4.10 DO NOT DISTURB (DND).................................................................. 11
5SPEED DIALING ................................................................................12
5.1 OVERVIEW....................................................................................... 12
5.2 ADDING A NEW SPEED DIAL NUMBER ....................................................... 12
5.3 DIALLING A SPEED DIAL NUMBER............................................................ 13
5.4 DELETING A SPEED DIAL NUMBER ........................................................... 14
5.5 EDITING A SPEED DIAL NUMBER ............................................................. 14
6VOICEMAIL.......................................................................................15
6.1 RECORDING YOUR PERSONAL GREETING .................................................... 15
6.2 RETRIEVING MESSAGES ....................................................................... 15
6.3 RETRIEVING MESSAGES REMOTELY .......................................................... 16
6.4 INTERRUPTING VOICEMAIL .................................................................... 16
7CALL LOG..........................................................................................16
7.1 OVERVIEW....................................................................................... 16
7.2 VIEWING THE CALL LOG....................................................................... 17
7.3 MAKING CALLS FROM THE CALL LOG......................................................... 18
7.4 SAVING A CALL LOG ENTRY TO YOUR SPEED DIAL LIST .................................. 18
7.5 DELETING A CALL LOG ENTRY ................................................................ 19
7.6 DELETING ALL LOGGED CALLS................................................................ 19
7.7 SETTING WHICH CALLS ARE LOGGED........................................................ 19
8PERSONALISING THE 5410...............................................................20
8.1 OVERVIEW OF 5410 OPTIONS................................................................ 20
8.1.1 Selecting an Option................................................................... 20

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8.1.2 Available Options...................................................................... 20
8.2 RING OPTIONS.................................................................................. 21
8.2.1 Changing the Ring Pattern......................................................... 21
8.2.2 Setting the Incoming Call Light .................................................. 21
8.2.3 Setting the Show Phone Screen.................................................. 22
8.3 ADJUSTING THE DISPLAY CONTRAST ........................................................ 22
8.4 CALL LOG SETUP ............................................................................... 22
8.5 USING SELF TEST .............................................................................. 22
8.6 USING DEFAULT PHONE/ERASE ALL SETTINGS ............................................ 23
8.7 LANGUAGE....................................................................................... 23
8.8 AUTOMATIC GAIN CONTROL (AGC) ......................................................... 24

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2Document Information
2.1 Details
File Location: G:\Telephone\5410 User Guide.doc
Date Created: 22nd November 2005
Author: Clare Annand
Date of Next
Review:
2.2 Document Co-ordinators / Distribution
Role Name Acknowledged
Stakeholder(s): All
Primary Owner: Ian Kennedy
Secondary
Owner:
Reviewer(s):
2.3 Version Control
Version Date Reason Updated by
1.0 25/11/20
05 Creation of initial document Clare Annand
2.4 Additional Information
Related
Documents:
Other
Information:

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3Main Features
Figure 1 below shows the main features of the 5410 features:
Figure 1: 5410 Main Features
1. Display, Call Appearance and Function Buttons:
Call Appearance Buttons allow the user to handle multiple calls and the
display shows call information. Function Buttons, if allocated, can also be
displayed.
Note: Only the System Administrator can set Function Keys.
2. Message Light:
Lights up when there are new voicemail messages.
3. Scroll Buttons – Previous/Next Page:
Used to 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 Button:
Used to access the user’s mailbox.
5. Call Handling Buttons:
•Hold: place a call on hold
•Transfer: transfer a call
•Conference: conference held calls
•Drop: drop a call
•Redial: redial the last number dialled

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6. Dial Pad:
Standard 12-button pad for dialling telephone numbers.
7. Volume Controls:
Adjusts the speaker, handset, headset (if available) and ringer volume.
8. Handset and Headset Sockets:
The sockets for both the headset and handset cables can be found on the
side of the telephone.
9. Mute Button:
Turns the microphone on/off. When on, the light to the left of the button is
illuminated and the caller cannot hear you.
10. Headset Button:
This toggles between handset and headset. When the headset is active,
the light to the left of the button is illuminated.
11. Speaker Button:
This accesses the speakerphone. When the speakerphone is active, the
light to the left of the button is illuminated.
12. Exit Button:
Returns you to the main call-handling screen.
13. Soft Keys:
These are used to navigate to or initiate certain features, such as Speed
Dial or Call Log, as well as control certain actions within the features. The
keys correspond to the text prompts in the display screen immediately
above them.
3.1 Call Appearance Buttons
The first page of the main call handling screen contains three buttons set as “Call
Appearance” buttons. These are indicated as a=, b= and c= as shown in Figure 2
below.
Figure 2: Main Call Handling Screen

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Having more than two Call Appearance buttons is very useful. When holding a
call, you can answer or make another call and then switch between the calls, or
transfer or conference. If you are set up for Call Waiting, the waiting call is shown
against the next Call Appearance buttons.
The first call will always be allocated to ‘a’, with concurrent calls, either answered
or made, on ‘b’, then ‘c’.
There are icons displayed against the Call Appearance/Feature buttons to allow
you to determine the status of each call, e.g. on hold. The icons also indicate
whether a feature has been activated for a particular button. The icons are as
follows:
•Incoming Call:
A symbol next a Call Appearance button indicates an incoming call.
Pressing the adjacent key answers the call and puts any other
current call on hold.
•Connected:
A symbol next a Call Appearance button 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 a Call Appearance button indicates a call on hold.
Pressing the adjacent key takes the call off hold and puts any other
current call on hold.
•Function Active: or
The button to the left or right of the function key is active.
4Call Features
4.1 Answering a Call
When the phone has an incoming call, along with the ringing tone, a flashing bell
icon ( ) appears against the associated Call Appearance button. If there are no
other calls on the phone, the icon will appear next to ‘a’; if the phone is already
busy with another call, the icon will appear next to ‘b’.
By default, internal calls are set with a single ring and external calls have a
double ring.
To answer an incoming call, do one of the following:
•If you are not on an active call, answer the call using your handset,
headset or speakerphone.

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•If you are already on an active call, place the active call on hold, then
answer the incoming call by selecting the Call Appearance button.
Note: If the call appearance for the ringing call is not displayed on the
current screen page, use the Exit button ( ) to return to the first
page of the display screen.
To pick up a call ringing at another extension:
•Dial *30 to answer a call ringing anywhere
•Dial *31 to answer a call within your group
•*32*[extension]# to answer the call for a particular extension.
4.2 Making a Call
A call can be made either manually or automatically. If you hear a busy tone
while dialling, then the call may be barred. The System Administrator can bar
certain calls, such as premium rate and international numbers.
Note: There is no need to dial ‘9’ for an outside line when calling an external
number.
To manually make a call, do one of the following:
•Lift the handset and dial the number on the key pad.
•Press Speaker (the LED beside the button will illuminate) and dial
the number on the key pad. The speakerphone is two-way on the 5410,
so when the call is answered, you can either just speak or pick up the
handset and speak.
To adjust the speakerphone volume use the and buttons. The
volume level is shown on the display (there are eight volume levels).
If the call is not answered, you can clear the call by pressing
Speaker or Drop. After pressing , you will hear the dial tone
and after pressing , the LED will go out.
To automatically make a call, do one of the following:
•Press Redial and select one of the last (up to) 10 numbers that
you have dialled by scrolling through the entries using and , and
pressing the associated call appearance key . The call is
automatically made for you.
•Access the Call Log and initiate a call to a specific entry (see Section 7).
•Access the Speed Dial List in your personal directory and initiate a call to
a specific entry (see Section 5).

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4.3 Mute
If, during an active call, you wish to prevent the other person from hearing you,
press Mute. The LED next to the mute button will illuminate. To reinstate a
two-way conversion, press Mute again.
4.4 Hold
If, with a call in progress, a second call arrives and is shown against a Call
Appearance button, you can the Hold the first call and answer the second call.
1. Press Hold or the Call Appearance button with the symbol against it
(this is usually a). The symbol changes to showing that the line is on
hold.
2. Answer the second call by pressing the Call Appearance button with the
symbol against it (usually b). The symbol changes to showing that the
line is connected.
3. To return to the call on hold whilst you have a call in progress, you must
first put the live call on hold as above, and then retrieve the held call by
pressing the Call Appearance button with the symbol against it.
Note: After a pre-set time, you are reminded that you have a call on hold by the
icon changing for a few minutes to and the phone ringing.
4.5 Call Forwarding
Your calls can be forwarded to another extension or an external number either
when you are busy away from your desk, active on another call or on holiday.
•To set the number to which your calls are forwarded, dial
*07*[number]#
•To switch on forward calls unconditionally, dial *01; to switch off dial *02
•To switch on forward calls on busy, dial *03; to switch off dial *04
•To switch on forward calls on no answer, dial *05; to switch off dial *06
•To switch on forward Hunt Group calls, dial *50; to switch off dial *51
4.6 Diverting Calls
You can divert your calls to another extension. If you do not answer calls at the
temporary extension, they are forwarded to your own voicemail or call forwarding
number.
At another extension:
•Dial *12*[your extension]# from the extension you are temporarily
using

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•Dial *13*[your extension]# to redirect the calls back to your own
extension, before you return to it.
At your own extension:
•Dial *14*[other extension]# from your own extension
•Dial *14*# to cancel either feature from your own extension.
4.7 Transfer
The Transfer feature allows you to transfer a call from your telephone to another
extension or external number.
To transfer the current call to another number:
1. With a call in progress, press Transfer.
2. When you hear the 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, either hang up or press
Transfer again. If the transferred call is not answered within a preset
time, it will return to you.
•To announce the call before transferring it, wait for the call to be
answered. If the called party is willing to accept the call, press
Transfer again to transfer the call. If the called party does not wish to
accept the call, press Drop.
You can return to the held call by pressing its Call Appearance button.
•If the line is busy or if there is no answer, press Drop.
You can return to the held call by pressing its Call Appearance button.
To transfer a new call to a held call:
1. Whilst on an active call and you wish to make a second call or answer
another call at the same time, press Hold.
2. If the new call answered/called needs transferring to the first held call,
press Conference and then Drop to complete the transfer.

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4.8 Conference
The Conference feature allows you to conference other parties (including yourself)
into a call. The maximum number of callers allowed into the conference is 64.
Note: Two Call Appearance buttons are required for the conference feature.
To set up a conference call:
1. With a call in progress, press Conference. This puts the existing call
on hold.
2. Dial the number of the person you want to add to the call.
3. If the called person does not answer or does not want to join the
conference, press Drop. You can return to the held call by pressing
its Call Appearance button.
4. To add the person to the conference call, press Conference again.
5. Repeat steps 1 – 5 to add additional people to the conference.
6. To add all held calls to the conference, press Conference.
7. To leave a conference, press Drop.
4.9 Messages
Your message light turns on when a caller has left a message for you. Press the
Message button, or use the code *17, and follow the prompts to retrieve
your messages from your personal mailbox.
•To switch voicemail on, dial *18; to switch it off, dial *19
For more information on Voicemail and messages, see Section 6.
4.10 Do Not Disturb (DND)
You can choose to receive no calls at all or only those on an exceptions list.
Callers either hear the busy tone or are redirected to your voicemail, if switched
on.
•To switch DND on, dial *08; to switch it off dial *09
•To add a number to the exceptions list, dial *10*[number]#
•To delete a number to the exceptions list, dial *11*[number]#

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5Speed Dialing
5.1 Overview
The 5410 can store up to 48 personal speed dials, listed alphabetically. To access
the directory of speed dials, first press any Soft Key, and then press
SpDial. Both internal and external numbers can be stored.
Figure 3: Speed Dial Display Screen
5.2 Adding a New Speed Dial Number
1. Press any Soft Key, then press SpDial.
2. Press Add.
Note: If a message appears stating that the speed dial list is full, you
must first delete an existing entry before adding any new ones (see
Section 5.4).
Figure 4: Entering Details for New Speed Dial
Note: You can switch between Name and Number by pressing the
button next to the item you want to edit. The Soft Key options will
change accordingly.

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3. With Name selected, enter the details using the keypad.
•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 of each name is entered in upper case and
then the phone switches to lower-case. To change the case of the
current character, press Case.
•To enter a space, press Space.
•Press and to move the cursor left or right.
•If you make a mistake, press Backspace to delete the character.
•Pressing *once adds a ‘.’ and pressing *twice enters a ‘*’.
•Pressing #once adds a ‘-’ and pressing #twice enters a ‘#’.
4. Select Number or press Save and the cursor automatically jumps to
the next line.
5. Enter the number using the keypad.
•To enter a hyphen, press Hyphen. This does not affect the
number dialled but can help to make numbers more readable.
•Press and to move the cursor left or right.
•If you make a mistake, press Backspace to delete the character.
6. Do one of the following:
•Press Save to save the speed dial and return to the speed dial
list
•Press Cancel to return to the speed dial list without saving
•Press Exit to return to the call handling screen without saving.
5.3 Dialling a Speed Dial Number
You can use the speed dial directory to make a call with the handset both on and
off the hook.
1. Press any Soft Key, then press SpDial.
2. Select the required speed dial by one of the following ways:
•Press and to scroll through the display pages
•Key the first letter of the required name to jump to the page with the
entry.
3. When the required speed dial is displayed, press the adjacent or
button and the number is automatically dialled for you.

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5.4 Deleting a Speed Dial Number
1. Press any Soft Key, then press SpDial.
2. Press Delete.
3. Select the required speed dial by one of the following ways:
•Press and to scroll through the display pages
•Key the first letter of the required name to jump to the page with a
matching entry.
4. When the required speed dial is displayed, press the adjacent or
button and 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.
5.5 Editing a Speed Dial Number
1. Press any Soft Key, then press SpDial.
2. Press Edit.
3. Select the required speed dial by one of the following ways:
•Press and to scroll through the display pages
•Key the first letter of the required name to jump to the page with a
matching entry.
4. When the required speed dial is displayed, press the adjacent or
button.
5. Edit the speed dial entry using the same methods as for adding a new
speed dial.
7. Press Save to save the changes or Cancel to cancel the
changes.
8. Select another entry to edit or press Done to return to the speed dial
list.

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6Voicemail
All users have their own personal mailbox on their phone. A message can be left
in your mailbox for the following reasons:
•When you are on a call and do not wish to answer the second call
•If the phone is not answered within 4 rings
•If you have turned on the Do Not Disturb feature (see Section 4.10), in
which case the caller goes straight to your mailbox.
6.1 Recording your Personal Greeting
1. Press the Message button. You will firstly hear any new messages left
or be told you have no new messages.
2. Press 3to access the greeting message.
3. Press 2to change the message.
4. Record your message. Make sure the message is brief, professional and
informative.
Example messages could be:
“You have reached Clare Annand’s voicemail. I am currently on annual
leave and will return on Tuesday 6th January. Please leave your name,
number and message and I will contact you upon my return. Alternatively,
please dial zero to be transferred back to the main switchboard.”
“You have reached Clare Annand’s voicemail. I am temporarily away from
my desk, so please leave your name, number and message and I will
contact you shortly upon my return.”
Note: If the caller dials zero during your message, they can leave
voicemail and return to the ‘main switchboard’ where they can ask to
speak to someone else.
5. Press 2again after you have finished speaking.
6. Press 3to save the message.
6.2 Retrieving Messages
Press the Message button and follow the prompts to retrieve your messages
from your personal mailbox. Each message is stamped with the day, time and
phone number (if available).
Once the message has been heard it becomes an ‘old’ message and will stay in
the system for 48 hours before it is automatically deleted. To save the message,
or perform any other action on it, you must press the required key WHILE the

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message is playing. If you wait until the end of the message and the prompts
play asking for your actions, your action may not be performed correctly. If you
want to save a message that has already finished playing, just replay the
message and save it during the replay.
The actions are as follows:
•Press 4to delete the message
•Press 5to save the message
•Press 6to forward the message (to another’s voicemail), then:
•Press 1to forward with a header (own added message)
•Press 2to forward without a header.
To forward to an extension or external number, press
#[extension/number]##
6.3 Retrieving Messages Remotely
To retrieve your messages from another phone:
1. Ring your direct number (DDI).
2. When you hear your personal greeting message, press 8.
3. Enter your access code (your 3-digit extension number).
4. Press 3for the greeting options, which are the same as those in Section
6.2.
6.4 Interrupting Voicemail
If you cannot answer the phone within 4 rings and the caller has connected to
your voicemail, you can still answer the call by pressing *46 to take the call out
of voicemail and allowing you to speak to the caller.
7Call Log
7.1 Overview
The 5410 holds and maintains a call log, accessed by pressing Log.
The log can store up to 48 entries, which can be a mixture of answered calls,
missed calls and outgoing calls, from both internal and external numbers. You can
use call log entries to make return calls or convert entries into speed dials for
future use.

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Note: Only outgoing calls made using the keypad or from the speed dial directory
are logged.
WARNING: Calls that are made using pin numbers and other information
will appear in the call log.
7.2 Viewing the Call Log
1. Press any Soft Key, and then press Log.
Figure 5: Call Log Menu 1
2. By default, Missed calls are displayed first. You can also select from
InAns and Outgo; alternatively, press More and select All to
display all three options.
Figure 6: Call Log Menu 2
3. Press and to scroll through different pages of log entries.
4. To view the details of a particular log entry, press the adjacent or
button.

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Figure 7: Call Details
5. Press Done to exit the call log and return to the previous screen.
6. Press Exit to exit the call log and return to the call-handling screen.
7.3 Making Calls from the Call Log
1. Press any Soft Key, and then press Log (see Figure 5).
2. By default, Missed calls are displayed first. You can also select from InAns
and Outgo; alternatively, press More and select All to display all
three options (see Figure 6).
3. Press and to scroll through different pages of log entries.
4. When you have located the entry you want to call, press the adjacent
or button.
5. Press Call to make the call (see Figure 7).
7.4 Saving a Call Log Entry to Your Speed Dial List
1. Press any Soft Key, then press Log (see Figure 5).
2. By default, Missed calls are displayed first. You can also select from InAns
and Outgo; alternatively, press More and select All to display all
three options (see Figure 6).
3. Press and to scroll through different pages of log entries.
4. When you have located the entry you want to save, press the adjacent
or button.
5. Press Save (see Figure 7).
6. The speed dial editing screen appears, pre-filled with the details from the
call log entry (see Figure 4).
7. Press Save to save the speed dial.

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7.5 Deleting a Call Log Entry
1. Press any Soft Key, and then press Log (see Figure 5).
2. By default, Missed calls are displayed first. You can also select from InAns
and Outgo; alternatively, press More and select All to display all
three options (see Figure 6).
3. Press and to scroll through different pages of log entries.
4. When you have located the entry you want to delete, press the adjacent
or button.
5. Press Delete and Done to delete the call from the Log (see
Figure 7). The details of the next call are shown.
6. Press Exit to exit the call log and return to the call-handling screen.
7.6 Deleting All Logged Calls
The Erase All option deletes all logged calls. Loss of Power to the phone will also
cause all call log entries to be deleted.
Caution: This action also deletes all speed dial entries and personalised
phone settings.
7.7 Setting Which Calls are Logged
Caution: If you change these settings, any call details already in the call log
that no longer match the selection made are deleted.
1. Press any Soft Key, and then press Option (see Figure 2).
2. Press Log Setup. A men showing Answered, Un-Answered and
Outgoing, with their current settings, is displayed.
3. To toggle a particular setting between Yes or No, press the adjacent
button.
4. Do one of the following:
•Press Save to save the settings and return to the Options menu
•Press Cancel to return to the Options menu without saving any
changes
•Press Exit to return to the call-handling screen without saving
any changes.

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8Personalising the 5410
8.1 Overview of 5410 Options
The options menus allow you to adjust a number of the 5410 features. These are
accessed by pressing Option.
Figure 8: Options Menu
8.1.1 Selecting an Option
1. Press the adjacent or button.
2. The soft key actions change according to the current available
actions.
3. Press Exit to return to the normal call-handling screen.
Note: You can still make and receive calls using the keypad whilst in the options
menus.
8.1.2 Available Options
•Ring Options (see Section 8.2)
•Ring tone
•Incoming call light on/off
•‘Show phone screen’ on/off
•Contrast
Adjusts the display contrast (see Section 8.3).
•Log Setup
Configures which calls appear in the call log (see Section 7.7).
•Miscellaneous
Enables you to choose to remain in your Speed Dial Menu during call
handling.