Avaya IP Office 5610 User manual

IP Office
4610 and 5610 User Guide
15-601080 Issue 0b4 (28th February 2008)

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Contents
4610 and 5610 User Guide.........................................................................................................1
The Telephone............................................................................................................................5
Overview.....................................................................................................................................................5
Call Appearance Keys................................................................................................................................7
Call Appearance Key Icons........................................................................................................................8
System Features ........................................................................................................................................8
Logging On.................................................................................................................................................9
Logging Off...............................................................................................................................................10
No User ....................................................................................................................................................10
The Display...............................................................................................................................................11
Basic Call Handling Features..................................................................................................12
Answering a Call.......................................................................................................................................12
Making a Call............................................................................................................................................13
Clearing a Call..........................................................................................................................................13
Headset Working......................................................................................................................................14
Speakerphone..........................................................................................................................................15
Speed Dial................................................................................................................................................15
Redial .......................................................................................................................................................16
Mute..........................................................................................................................................................16
Hold..........................................................................................................................................................17
Transfer....................................................................................................................................................17
Conference...............................................................................................................................................18
Parking Calls ............................................................................................................................................19
Private Call ...............................................................................................................................................19
Using Speed Dials....................................................................................................................20
Overview of Speed Dials..........................................................................................................................20
Dialling a Speed Dial Number ..................................................................................................................20
Adding a Speed Dial from the Call Log ....................................................................................................20
Editing a Speed Dial.................................................................................................................................21
Deleting a Speed Dial...............................................................................................................................21
Adding a New Speed Dial.........................................................................................................................21
Using the Call Log ...................................................................................................................23
Overview of the Call Log ..........................................................................................................................23
Accessing the Call Logs...........................................................................................................................24
Displaying an Individual Log Entry ...........................................................................................................24
Making a Call from an Individual Log entry ..............................................................................................24
Turning a Log Entry into a Speed Dial......................................................................................................25
Deleting an Individual Log Entry...............................................................................................................25
Deleting All Entries from a Log.................................................................................................................25
Exiting the Call Logs.................................................................................................................................25
Using Visual Voice...................................................................................................................26
Overview of Visual Voice..........................................................................................................................26
Listen to Voicemails..................................................................................................................................27
Send a Voicemail......................................................................................................................................28
Changing Your Greeting...........................................................................................................................28
Changing Your Mailbox Password ...........................................................................................................29
Voicemail Transfer....................................................................................................................................29
Email Alerts ..............................................................................................................................................30
Changing Options....................................................................................................................31
Personal Ringing......................................................................................................................................31
Viewing IP Settings...................................................................................................................................32
Display Contrast .......................................................................................................................................32

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Changing Feature Key Labels..................................................................................................................33
Displaying Language Selection................................................................................................................34
Phone Screen on Answer.........................................................................................................................34
Phone Screen on Calling..........................................................................................................................35
Display Call Timers...................................................................................................................................35
Message Display Rate..............................................................................................................................35
Visual Alerting...........................................................................................................................................36
Function Keys ..........................................................................................................................37
Overview of the Function Keys.................................................................................................................37
Function Key Programming......................................................................................................................38
Shorthand Programming Mode ................................................................................................................40
Longhand Programming...........................................................................................................................41
System Features ......................................................................................................................42
Introduction...............................................................................................................................................42
Ring Back.................................................................................................................................................42
Call Waiting ..............................................................................................................................................42
Call Forwarding ........................................................................................................................................42
Diverting Calls ..........................................................................................................................................43
Do Not Disturb..........................................................................................................................................43
Voicemail..................................................................................................................................................44
Default Short Codes.................................................................................................................................45
Management and Troubleshooting.........................................................................................46
Overview...................................................................................................................................................46
Testing Your Phone..................................................................................................................................46
Troubleshooting Chart..............................................................................................................................47
Index..........................................................................................................................................49

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The Telephone
Overview
This guide covers the use of the 4610 and 5610 phones on IP Office. These phones are physically
similar, however the 5610 is only supported on the IP Office whereas the 4610 is supported on a range
of Avaya phone systems.
The diagram below shows the main phone features:
1. Display, Call Appearance and Feature Buttons:
The Call Appearance keys allow you to handle multiple calls with the display showing call
information. There are 4 pages in the display; giving up to 24 system features that can be
allocated to the function keys. The information displayed varies according to the active feature.
2. Message Waiting Lamp: Used as follows:
• On (Continuous): There are new messages in your voicemail mailbox, or in another
mailbox for which you have been configured to receive "Message Waiting Indication".
• Flashing: The lamp can also be set to flash when the phone receives a call. See Visual
Alerting.
3. Softkeys:
Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control
certain actions within the features. These keys correspond to the text prompts in the display
screen immediately above them.
4. Page Right/Left:
Shifts from one page to another in the same application when the display presents the paging
indicator ( ). These buttons have no effect when the paging indicator is not displayed.
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5. Options:
Displays the Options main screen, from which display and application settings can be updated
6. Call Handling Buttons:
• HOLD:
Red button used to place a call on hold.
• TRANSFER:
Transfers a call to another phone.
• CONFERENCE:
Sets up conference calls with more than one other person.
• DROP:
Drops the current call or, if on a conference call, drops the last person to join the
conference.
• REDIAL:
Redials the last number dialed or displays the last 6 numbers dialed from the phone,
depending on configuration via the Options menu.
7. Numeric (dialling) Pad:
Standard 12 button pad for dialling phone numbers.
8. Volume Controls:
Adjusts the handset, speaker, headset, or ringer volume, depending on which item is in use. As
you increase or decrease the volume, the top display area provides either a speaker, headset,
handset, or ringer icon to indicate for which item you are adjusting volume, followed by a visual
“volume meter” showing the volume level. These buttons also control the volume of the key click
sounds made when you press fixed buttons on the phone, such as the dial pad or soft keys.
9. MUTE:
Turns off the active speaker, handset, or headset microphone to prevent the other person from
hearing you. The associated LED lights steadily when the handset or headset is muted.
10. HEADSET:
With a headset connected, changes audio control from the handset or speaker to the headset.
The associated LED lights steadily when the headset is active.
11. Headset Jack:
Located on the side of the phone and provides a port for connecting a headset.
12. SPEAKER:
Access the speakerphone. The light associated with this button turns on when the speakerphone
is active. Note that while the speakerphone is active the handset is muted.
13. PHONE/EXIT:
Displays the phone application main screen or, if applicable, exits the current IP Office based
feature, such as Speed Dial or Call Log, and normalizes the display.
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The Telephone
Call Appearance Keys
Normally, the first page of the main call handling screen contains three keys set as 'call appearance'
keys. These are allocated to you by your system administrator and are indicated as a=, b= and c=.
Your system administrator can allocate a call appearance key with:
• A Bridged Appearance
A bridged appearance key matches the status and operation of the Call Appearance key on a
pre-defined colleague’s phone. Hence, you can pick-up, make and receive calls on behalf of your
colleague.
• A Line Appearance
An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that
line is displayed and you can use the line appearance key to make and receive calls.
• Call Coverage Appearance
A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The
covered user does not need to be using call appearance keys. Hence, you can pick-up calls on
behalf of your colleague.
For details of Bridged, Line and Call Coverage Appearance Keys set-up and their operation, refer the IP
Office Key and Lamp Operation manual.
Having more than two Call Appearance keys is very useful. When holding a call, you can answer or
make another call and then switch between calls, transfer or conference. If you are set to receive call
waiting indication, the waiting call is shown against the next call appearance key.
Note
• If your phone is operating in single line mode, call appearance keys are not available.
Caution
• Although the system administrator can replace the Call Appearance keys with Bridged, Line and Call
Coverage Appearance keys, this would severely restrict the use of features such as conference and
transfer.
It is for this reason that it is strongly recommended that all Call Appearance keys remain at their
default settings.
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Call Appearance Key Icons
The icons displayed against the Call Appearance/Feature keys allow you to determine the status (for
example, on HOLD) of each call. Icons also indicate whether a feature has been activated for a particular
button.
• Incoming Call:
A symbol next to a call appearance key indicates an incoming call. To answer the call and put
any other current call on hold, press the adjacent .
• Connected:
A symbol next to a call appearance key indicates that it is the currently connected call. The
caller's phone number (if available) is also shown. To put the call on hold, press the adjacent
. An His displayed.
• On HOLD:
A symbol next to a call appearance key indicates a call on hold. To take the call off hold and
put any other current call on hold, press the adjacent .
• Function Active:
The feature is highlighted on the display.
System Features
System Features can only be set against soft function keys by your system administrator. However,
your system administrator may allocate you two ‘self administrator’ features that will enable you to add
System Features to your soft function keys. Refer to Overview of the Function Keys for details of the
System Feature that can only be allocated to you by your system administrator.
In addition, there are a number of System Features that you can always access yourself by the use of
short codes. Refer to System Features Introduction for details of System Features that you can always
access yourself by dialling short codes. For example, to listen to your voicemail messages, dial *17.
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The Telephone
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Logging On
Your administrator has created your initial configuration so that you will be automatically logged on to
your home extension. However, you may be required to log in for the following reasons:
• Forced login - if your configuration does not allow automatic login to your home extension.
• To use an extension other than your own (hot desking)
• If you, or somebody else, has logged you out of your extension.
Note
• When hot desking, any short codes you have setup on your home extension will be passed to the
extension you have logged on to.
• Certain information such as speed-dials and call log are telephone model dependent, and will not
be passed to the new extension.
• You will be able to hot desk to extensions on remote sites only if the Small Community Advanced
Networking License is installed on that system.
To login to your home extension (forced login), enter *35*P#, where 'P' is your login code.
To login at another extension (hot desking), enter *35*N*P#, where 'N' is your home extension number
and 'P' is your login code.
Note
Your login code, if configured, will be supplied by your Administrator.
Note
You have 4 attempts at logging on. If you fail to logon correctly, the message "Invalid" will be shown on
the main display and you will hear the busy tone. If you fail all 4 attempts to log on, you must wait 90
seconds before any login will be accepted, whether correct or not.

4610 and 5610 User Guide
Logging Off
If you have been allocated a login code, you can log your phone off to prevent unauthorized use during
an absence, or for privacy purposes.
If you are logging off from another extension, the system will log you back in at your home extension,
unless the force-login option is set.
Caution
• Call Log entries and certain Speed Dial settings will remain on the extension even once you are
logged out.
To log your phone off:
1. Press Options.
2. Press and then press Log off.
3. To un-register your phone from the IP Office, delete all Call Log entries and returns any options
you may have configured to their default values, press Yes.
4. To return to the Option menu, press No. Your phone remains logged on to the network and
your Call Log and options values remain unchanged.
To log back on:
• The display will show Ext.=xxx in the top row. Press #and enter your password (consult your
system administrator).
No User
The NoUser configuration will be used for extensions where the home user is not currently logged on for
example:
• The home user is logged on to another extension
• Forced login is enabled
An extension set as NoUser will display the name "NoUser" and the extension number.
If required, and you have been allocated a login code, you can logon using your extension number and
login code. (see Logging On)
Note
• Although internal calls may be made from an extension marked NoUser, normally calls cannot be
received on that extension.
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The Telephone
The Display
BPhone Locked:
Internal calls only.
DCall Forwarding On:
See Call Forwarding.
GIn Group:
You can enable/disable group membership.
HHeld Call:
Shows the number of held calls. See HOLD.
NDo Not Disturb On:
See Do Not Disturb.
NoUser No User:
The extension is not currently logged on. see No User
O Out of Hours:
This is displayed if one or more Hunt Groups is in "Out-of-Hours" mode.
P Parked Calls:
Shows the number of parked calls.
DISC Disconnected:
To end the call, press SPEAKER or replace the handset.
CONN Connected:
You are on a call.
CONF CONFERENCE Call:
You are part of a conference call, displayed on the left hand side of the display. See
CONFERENCE Calls.
HELD HELD:
You have been put on hold by the connected party.
ssss Suppressed Code
When the Authorization code, if required, is entered, the number you enter is displayed as
"ssss" for security purposes.
Note
• The items displayed by your IP phone, may differ slightly from the items listed above.
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Basic Call Handling Features
Answering a Call
When a call arrives at your phone, you may hear a ringing tone and a blinking bell icon ( ) icon appears
against the associated call appearance key.
To answer calls at your own extension:
Do one of the following:
• If you are not active on another call, answer the call using your handset, headset, or
speakerphone. See Speakerphone.
• If you are active on a call already, place the active call on hold (see Hold), and then answer the
incoming call by selecting the associated call appearance key.
• If the call appearance for the ringing call is not displayed on the current screen page, press
PHONE/EXIT to return to the first page of the Home screen. When you locate the call
appearance for the ringing call, press the corresponding call appearance button.
To answer a call at another extension:
You can answer from your own phone by using Call Pick-Up; lift your handset and dial:
• *30 to answer a call ringing anywhere.
• *31 to answer a call within your group.
• *32*201# to answer the call for a particular extension, in this example 201.
The default ring cadences are:
• Internal calls - single ring cadence.
• External calls - double ring cadence.
Notes
• If your phone rings for any longer than a specified period (15 seconds in default), any re-direction
feature that you have activated, such as voicemail or call forwarding, will come into effect.
• To redirect an incoming call, press DROP to redirect the call to Forward On No Answer (if set) or
voicemail (if available).
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Basic Call Handling Features
Making a Call
You can make calls from the phone using a variety of methods as follows:
To manually make a call:
1. Dial the required number on the key pad. Remember to include the required access code (for
example; 9 for an outside line) and listen to the progress of the call.
2. Adjust the speakerphone volume as necessary. To change the volume, press and . The
eight volume levels are displayed.
3. If the call is not answered, press SPEAKER or press DROP.
When the call is answered, either speak or pick up the handset and speak to the called party.
To automatically make a call:
Do any of the following:
• To have the phone dial the last number that you dialed, press REDIAL and then press .
• Access the Call Log and initiate a call to a specific entry.
• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See
Dialling a Speed Dial Number.
When the call is answered, either speak or pick up the handset and speak to the called party.
Clearing a Call
To clear an established call:
Either
• Replace the handset.
or
• Press DROP.
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Headset Working
When a headset is to be used on your phone, it must be plugged in to the headset socket on the base of
the phone. To activate the headset and switch off the handset, press HEADSET.The lamp beside
the button is illuminated when headset working is activated.
To answer an incoming call:
1. Press HEADSET.
If you are already on a call:
1. Place the first call on hold
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2. Press next to the flashing bell icon ( ).
To clear a headset call:
• Press DROP.
To manually make a call:
• Press HEADSET.
• Dial the number. Remember to include the required access code (for example; 9 for an outside
line) and listen to the progress of the call.
To automatically make a call:
• Press HEADSET.
Then do any of the following:
• To have the phone dial the last number that you dialed, press REDIAL and then press .
• Access the Call Log and initiate a call to a specific entry.
• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See
Dialling a Speed Dial Number.
When the call is answered, speak to the called party.

Basic Call Handling Features
Speakerphone
The built-in two-way speakerphone allows you to make and answer calls without lifting your handset.
Speakerphones may not operate satisfactorily in every environment; such as in noisy locations. Note that
while the speakerphone is in use the handset is muted.
To make or answer a call without lifting the handset, or to use the speakerphone with any
feature:
1. Press SPEAKER. The LED beside the button illuminates.
2. Make or answer the call, or access the selected feature.
3. Adjust the speakerphone volume if necessary. To change the volume, press and . The
display shows the eight volume levels.
To change from the speakerphone to the handset:
• Pick up the handset and talk.
To change from the handset to the speakerphone:
1. Press SPEAKER. The LED beside the button illuminates.
2. Hang up the handset.
To end a speakerphone call:
• Press SPEAKER again. The LED beside the button goes out.
Speed Dial
The Speed Dial feature allows you to have the phone automatically dial calls to phone numbers stored in
your personal directory. See Dialling a Speed Dial Number.
To make a call to a personal directory entry using the Speed Dial feature:
1. From the Home screen, press SpDial. The Speed Dial screen is displayed.
2. Press the button next to the entry you want to call.
3. If the entry you want is not displayed, press and to search through the entries or key the first
letter of the required name to jump to the page with a matching entry.
The phone dials the number for you.
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Redial
The Redial feature automatically redials a previously dialed extension or outside number (up to 24
digits). If you have dialed the same number twice in succession, it will only have one appearance in the
redial list.
To redial a previously dialed number:
• Press REDIAL; up to three numbers are shown. Press the adjacent to the required
number.
To redial the last dialed number:
• Press REDIAL twice.
To change REDIAL:
1. Press OPTIONS and then press Application Options.
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2. Press REDIAL. It will toggle between Last Number and Last 3 Numbers.
3. Press Save.
Mute
During an active call, the Mute feature prevents the party with whom you are speaking from hearing you.
This feature is most commonly used in conjunction with the Speakerphone, but can be used to hold an
off-line conversation at any time during a call.
To prevent the other person on the line from hearing you:
1. Press MUTE. The other party cannot hear you. The indicator next to the MUTE button lights
when mute is active.
2. To reinstate two-way conversation, press MUTE again.

Basic Call Handling Features
Hold
If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can
then hold the first call and answer the second call.
To put an existing call on hold:
1. Press HOLD or press with against it. changes to ; showing that the line is on hold.
2. To answer the second call, press with against it. changes to ; showing that the line is
connected.
To return to the held call:
1. If you have a call in progress, then first put that call on hold (as above).
2. To retrieve a held call, press with against it.
Notes
• After a pre-set time (defined by your system administrator), you are reminded that you have a call on
hold by changing for a few moments to and the phone ringing.
• If the system feature AutoHOLD is on (consult your system administrator) then you can hold an
active call ( ) by pressing the second call’s Call Appearance button ( ). If AutoHold is off, then
pressing the second call’s Call Appearance button ( ) will drop the first call.
• To transfer a held call see Transfer.
Transfer
The Transfer feature allows you to transfer a call from your phone to another extension or outside
number.
To transfer the current call to another extension:
1. With a call in progress, press TRANSFER.
2. When you hear dial tone, dial the number to which the call is to be transferred.
3. Do one of the following:
• To transfer the call without announcing it, press TRANSFER again. The transfer is
complete.
• To announce the call before transferring it, wait for the called party to answer. If the called
party is willing to accept the call, press TRANSFER again to complete the transfer.
• If the called party does not wish to accept the call, press DROP. To return to the held
call, press adjacent to it.
• If the line is busy or if there is no answer, press DROP. To return to the held call, press
adjacent to it.
To transfer a held call to another extension:
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1. When a call is in progress and another call arrives, press HOLD and answer the second call.
2. To transfer the new call to the held call, press TRANSFER and dial the number of the held
call
3. To complete the transfer, press TRANSFER again.

4610 and 5610 User Guide
Conference
The Conference feature allows you to conference other parties (including yourself) into a call.
Notes
• The number of parties allowed in a conference is controlled by your phone system.
• Two Call Appearance keys are required for the conference feature.
To add another party to a call:
1. With a call in progress, press CONFERENCE. The existing call is put on hold.
2. Dial the number of the person you want to add to the call.
3. Wait for an answer.
If the called party does not answer or does not want to join the conference, press DROP. To
return to the held call, press adjacent to the held call.
4. To add the person to the call, press CONFERENCE again.
5. Repeat steps 1 through 4 for additional conference connections.
To see the details of the different callers in the conference, press and Prev/Next.
Notes
• To leave the conference, hang up.
• To display, and then select which participants to drop from the conference, us Prev/Next as
above, then press DROP.
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Basic Call Handling Features
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Parking Calls
You can park one or more calls; allowing you to make and receive other calls. You can also arrange for
the parked call to be retrieved by another extension.
The system only allows calls to be parked for a short while before reconnecting them to the user who
parked the call; the default setting is 5 minutes. Once the set time is reached, the parked call will ring
back if your extension is idle.
Note
• To park a call using the short codes, the call must first be put on Hold.
To park a call to be picked up by any extension:
• Dial *37*N# - Where Nis the slot id you have assigned.
Inform your colleagues of the parked call and the slot id you have assigned.
To Un-park a call from another extension:
• Dial *38*N# - Where Nis the assigned slot id.
To Park a call to your local extension:
• Dial *37*#
When you park a call to your local extension, it is automatically given a slot id number based on
your extension number followed by 0. If you park another call, it is given your extension number
followed by 1 and so on up to 9. For example: if your extension is 201, the first parked call will be
given the slot id 2010.
To Un-park a call on your local extension:
• Dial *38*# - If you have more than one call parked, the call parked first will be the first call to be
unparked
Note
• Feature keys can be setup to park and un-park calls. If required, contact your administrator.
Private Call
The Private Call feature is used to prevent any intrusions during the call. Private call can be activated
either before or during a call and will set the phone status to 'cannot be intruded' until you switch the
Private Call feature off.
If you place a call to an extension with Private Call on, you will hear the Number Unobtainable tone.
Note
• Private call is not a default feature. If you require this option, contact your administrator.

4610 and 5610 User Guide Page 20
Using Speed Dials
Overview of Speed Dials
The phone can store up to 48 personal speed dials. Press SpDial, to display a screen similar to the
following:
• The speed dials are sorted alphabetically.
• To dial a speed dial number stored, press or adjacent to a name.
• The symbol indicates that there are more pages. To move between pages, press or .
To add a new speed dial, press Add. See Adding a New Speed Dial.
To display an existing speed dial and edit current settings, press Edit. See Editing a Speed Dial.
Note
• Speed dials can be used for any numbers that can be manually dialed from the extension. Where,
for external calls, a dialling prefix is required then that prefix must be part of the speed dial number.
Dialling a Speed Dial Number
You can use the speed dial directory to make a call with the handset on hook or off hook.
To dial a speed dial number:
1. To display the speed dial directory, press SpDial.
2. The symbol is shown if there is more than one page of speed dials. To move between
pages, press and .
3. When the speed dial required is shown on the screen, press or adjacent to the speed d
name. ial
Adding a Speed Dial from the Call Log
You can create a new speed dial from a call log entry. See Saving a Call Log Entry to Your Speed Dial
List. This process will start the normal speed entry screen but pre-filled with the name and number from
the call log entry.
IP Office 15-601080 Issue 0b4 (28th February 2008)