Avaya IP Office 2402 User manual

2402 Digital Telephone
User’s Guide
555-233-789
Issue 1
October 2003

NOTICE
While reasonable efforts were made to ensure that the information in this
document was complete and accurate at the time of printing, Avaya Inc. can
assume no responsibility for any errors. Changes or corrections to the
information contained in this document may be incorporated into future issues.
HEARING AID COMPATIBILITY
The 2402 telephone is Hearing Aid Compatible (HAC) and has “HAC” printed
on it.
YOUR RESPONSIBILITY FOR YOUR SYSTEM’S SECURITY
Avaya Inc. does not warrant that this product is immune from or will prevent
unauthorized use of common-carrier telecommunication services or facilities
accessed through or connected to it. Avaya Inc. will not be responsible for any
charges that result from such unauthorized use. Product administration to
prevent unauthorized use is your responsibility and your system manager
should read all documents provided with this product to fully understand the
features available that may reduce your risk of incurring charges.
TRADEMARKS
DEFINITY is a registered trademark of Avaya Inc.
OBTAINING PRODUCTS
To learn more about Avaya Inc. products and to order any of these products,
access the Avaya web site at www.avaya.com.
THE “CE” MARK
If the “CE” mark is affixed to this equipment, it means that it conforms to the
European Union Electromagnetic Compatibility Directive (89/336/EEC) and the
Low Voltage Directive (73/23/EEC).
© 2003 Avaya Inc.
All Rights Reserved
Printed in USA

3
Contents
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Safety Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2402 Telephone Components . . . . . . . . . . . . . . . . . . . . . . 6
Headsets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2402 Telephone User Checklist . . . . . . . . . . . . . . . . . . . . . 9
Call Appearance and Call Identification Displays . . . . . 10
Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Call-Handling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Getting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Personalized Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Performing a Self Test . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Using Selected Voice Features . . . . . . . . . . . . . . . . . . . . 17
How to Access a Voice Feature . . . . . . . . . . . . . . . . . . 17
Tones and Their Meaning. . . . . . . . . . . . . . . . . . . . . . . . . 24
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

4

5
Overview
The 2402 Digital Telephone is a two-line digital telephone for use with an
Avaya call processing system. This guide covers how to use your new 2402
Digital Telephone. This document is intended for telephone users who have a
2402 on their desks. It is not intended to be a technical reference guide for
System Administrators or telephone technicians.
Safety Information
Your 2402 telephone has been manufactured according to industry standards
for quality and safety assurance. When using your telephone, follow
recommended safety precautions to reduce the risk of fire, electric shock, and
personal injury. See the 2400 Series Telephone Installation and Safety
Instructions that were packaged with your telephone.

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2402 Telephone Components
Refer to Figure 1 below to familiarize yourself with your 2402 telephone
display, buttons, and programmable features.
FIGURE 1 2402 Telephone Components
Table 1 describes the 2402 telephone components presented in Figure 1.
1
4
2
6
7
3
10
14
13
12
11
8
CONFERENCE
9
5

7
TABLE 1 The 2402 Telephone Components
The following items correspond to the numbers in Figure 1.
1) Call appearance buttons — For
accessing incoming/outgoing lines. 8) Drop button — Disconnects the current call. If you are on a conference
call, press this button to drop the last
person you added to the conference.
2) Display — This area shows status
for the call appearances, the caller ID
information for a call, the current date
and time, and information provided by
the Avaya call processing system.
9) Redial button — Dials the last
number you dialed.
3) Message lamp — This lamp is lit
when a message has arrived in your
voice mailbox. By default, this lamp
flashes to alert you to incoming calls.
You can retrieve messages using the
button.
10) Dialpad — Standard 12-button pad
for dialing telephone numbers.
4) Messages button — For
retrieving messages. 11) Volume control buttons — For adjusting speaker, handset, or ringer/
button click volume depending on
which component is in use.
5) Hold button — For placing calls on
hold. 12) Mute button — For turning off the handset microphone. When the
Mute feature is active, the associated
lamp turns on and the person at the
other end of the call cannot hear you.
6) Transfer button — For transferring
calls. 13) Feature button — For using features that your system
manager has administered on your
2402 telephone.
7) Conference button — For
conferencing calls. 14) Speaker button — For accessing the built-in one-way speaker.
The lamp associated with this button
turns on when the speaker is active.

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Headsets
To make or answer a call with a headset, you must take the handset offhook.
To disconnect, you must hang up the handset.
Headsets consist of a headpiece (1in Figure 2 below) and modular base unit
(2). The base unit plugs into the Handset jack (3).
FIGURE 2 The Headset Attached to a 2402 Telephone
The following headsets can be used with the 2402 telephone:
— Starset top H31
— Mirage top H41
— Mirage top H41N
— Supra Monaural top H51
— Supra Monaural NC top H51N
— Supra Binaural top H61
— Supra Binaural NC top H61N
— Encore Monaural Voice Tube H91
— Encore Monaural NC top H91N
— Encore Binaural Voice Tube H101
— Encore Binaural NC top H101N
CONFERENCE
1
2
3

9
— Tristar Voice Tube top H81
— Tristar Noise Canceling top H81N
— Duoset (Supra Starter) Voice Tube H141 Headband only
— Duoset (Supra Starter NC) Noise Canceling top H141N
Headband only
— Duoset (Earset Starter) Voice Tub top H141 Earhooks only
— Duoset (Earset Starter NC) Noise Canceling top H141N
Earhooks only
— Duoset (Starter Special VT) Voice Tube top H141
Headband & Earhooks
— Duoset (Starter Special NC) Noise Canceling top H141N
Headband & Earhooks
2402 Telephone User Checklist
The remainder of this guide contains procedures for using the 2402 telephone.
The following table directs you to sections explaining specific activities you
may want to perform.
To See
Understand call appearance
displays “Call Appearance and Call Identification Displays” on page 10
Handle calls (that is, answer and
make calls, hold calls, transfer
calls, redial numbers, set up
conference calls, etc.)
“Call-Handling Features” on page 12
Retrieve voice mail messages “Getting Messages” on page 15
Change ring pattern and visual ring
settings “Personalized Settings” on page 16
Check lamp and display
component status “Performing a Self Test” on page 17
Use features that your system
manager has administered on your
2402 telephone or has supplied
you with the required feature
access codes.
“Using Selected Voice Features” on
page 17

10
Call Appearance and Call
Identification Displays
The 2402 displays the status of the two call appearances, the caller ID
information, the current date and time, and information provided by the Avaya
call processing system.
The date and time information isprovided by your call processing system. This
information is displayed on the top line of the display when the telephone is
idle.
Note: After initially plugging in a 2402 telephone or after a power outage, it
may take several minutes before the time and date appear on the
screen. If the date and time displayed are incorrect, contact your
system manager.
The 2402 has two call appearances, which are accessed by pressing the a
and bbuttons located to the left of the display.
When you receive or make calls, the available call identification information is
displayed with the corresponding call appearance letter on the first line of the
display. Even though information is displayed for one call appearance at a
time, a status icon will be displayed next to the corresponding call appearance
button to show the status of each appearance when there is activity on both.
For example, if call appearance ais hold, and you are active on a call on call
appearance b, the hold icon will appear next to button a, the active icon will
appear next to button b, and the available call identification information for the
active call (call appearance b) will appear on the first line of the display. (See
Figure 3.)
FIGURE 3 Sample Display with Two Calls
When you dial an extension, that number is shown and then replaced by the
called party’s name and extension. The call identification information
associated with an extension is provided by the call processing system. When
a call is received from another extension, the caller’s name is shown;
when a call is received from outside, the calling number (if available),
“OUTSIDE CALL,” or a trunk identifier is shown.
When a call arrives at the 2402 telephone, the bell icon blinks on the
corresponding call appearance (see “Status Icons” on page 11). After you
answer the call, the active call icon is displayed.
b=97325558641

11
Status Icons
The icons displayed on the call appearances of your 2402 telephone are
explained in the following table. These icons replace the functionality of the
green lamps and equivalent flash rates.
Status Icons
Icon Definition
Ringing An incoming call is waiting to be answered.
See “Tonesand Their Meaning” on page 24
for information about the corresponding
audio alert.
Active The call you are currently handling.
On hold A call currently on hold.
On soft hold A call put on hold during a transfer or
conference.
Feature
pending Your request is being processed but is not immediately available.

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Call-Handling Features
This section provides the procedures for handling calls with the 2402
telephone. In addition to common procedures provided in this section, refer to
the Overview for the Avaya Communication Manager Software (555-233-767)
for alternate procedures.
When a call arrives at your 2402 telephone, you hear a ringing tone and a
blinking bell icon appears on the associated call appearance. In addition, call
identification information is displayed (see “Call Appearance and Call
Identification Displays” on page 10, earlier in this guide, for details).
To answer an incoming call
Do one of the following:
• If you are not active on another call, answer the call using your
handset.
• If you are active on a call already, place the active call on hold (see
“Hold” on page 12), and then answer the incoming call by pressing
the ringing call appearance button.
You can make calls from the 2402 telephone using a variety of methods.
To make a call manually
1. Go off hook using the handset or speaker.
2. When you hear dial tone, enter the extension or telephone number
using the dialpad. If you used the speaker, you must use the handset to
talk.
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 2402 telephone make a call automatically
Press to have the 2402 telephone dial the last number that you
dialed.
The Hold feature puts a call on hold until you can return to it.
To put a call on hold
Press .
To return to the held call
Press the call appearance button of the held call.
Note: Your system manager may have administered the Unhold feature. In
this case, you can return to the held call by pressing .
Answer a call
Make a call
Hold

13
.
The Redial (or Last Number Dialed) feature automatically redials the last
number you dialed (up to 24 digits).
To redial the last number that you dialed
Press .
.
The Speaker allows you to place calls or access other features without lifting
your handset. However, in order to speak to the other party, you must use the
handset.
To place a call without lifting the handset or to use the speaker with any
feature
1. Press .
2. Place a call, or access the selected feature.
3. Adjust the speaker volume if necessary.
To raise the volume, press the volume control button ; to lower
the volume, press the volume control button .
The display shows the volume level. (There are eight volume levels.)
To change from the speaker to the handset
Pick up the handset and talk.
To change from the handset to the speaker
Press . You can now hang up the handset (within 10 seconds), and
the call will remain active on the speaker. However, in order to talk to the
other party, you must use the handset.
To end a call (while the handset is on-hook and only the speaker is
active)
Press .
To use the Group Listen feature in which the handset and the speaker
are active at the same time
While you are active on the handset, press .
Redial
Speaker (Listen Only)

14
.
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.
Note: Your system manager may have administered the Transfer-on-Hang-
up feature. In this case, you can transfer a call by pressing ,
dialing the number to which the call is to be transferred, and then
hanging up. To cancel an attempted transfer, press the original call
appearance. If your system has auto-hold activated, use to
cancel a transfer so that the potential transfer recipient is not left on
hold.
Transfer

15
The Conference feature allows you to conference up to six parties (including
yourself) on a call.
To add another party to a call
1. Press .
2. When you hear dial tone, 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 (aor b) corresponding to the held
call.
3. Press again.
To remove the last person added to the conference call
When active on the conference call, press .
Getting Messages
Your Messagelamp turns on whena caller has left a message for you. Press
to retrieve your messages, and follow the prompts.
Note: Certain features must be programmed by your system manager to
activate the button. Please see your system manager if the
message lamp is not working properly. See Chapter 21, “Features and
Technical Reference,” of the Administrator’s Guide for Avaya
Communication Manager Software, Document No. 555-233-506 for
Message button programming information.
Conference
Message

16
Personalized Settings
You can set your preferences for the following:
•ring pattern
•visual ring
The Ring Pattern option allows you to choose a personalized ringing pattern
for your telephone. You can choose from among eight different patterns.
To select a personalized ringing pattern
1. While you are on-hook, press .
You will hear the current ring pattern.
2. Press again to listen to the next ring pattern. Use to cycle
through all eight ringing patterns. If you want to save the ringing pattern
currently being played, do not press anymore. The selected ringing
pattern will be saved automatically.
Note: If you go off-hook, receive a call, or lose power during selection,
the process is canceled and you must start again.
The Visual Ring option allows you to choose a visual alert for incoming calls.
When you enable this option, the telephone rings and the lamp above the
2402 display area flashes when an incoming call arrives. By default, the
Visual Ring option is enabled.
To set the Visual Ring option
1. Press .
The Feature lamp turns on.
2. Press .
The Feature lamp turns off.
3. Do one of the following:
• If you want to enable the Visual Ring option, press *.
• If you want to disable the Visual Ring option, press #.
You will hear a confirmation tone.
Ring Pattern
Visual Ring

17
Performing a Self Test
The Self Test option, which appears on this screen, verifies the operation of
the 2402 telephone’s lamps and display components. While the telephone is
running in self-test mode, you cannot make and receive calls using the
dialpad and call-handling buttons.
To have the 2402 telephone perform a self test
1. While on-hook, press and hold .
The lamps go on steadily, and all the display segments fill in.
2. To end the test, release .
Using Selected Voice Features
The following features are available only if your system manager has
administered them as feature buttons on your 2402 telephone or has supplied
you with the required feature access codes.
How to Access a Voice Feature
When you want to use one of the voice features on the 2402 telephone, you
can access the feature in one of two ways:
• You can access up to 12 features by pressing and then the dial pad
key (1through 9, 0, *, or #) that corresponds to that feature. These features
are administered on your telephone by your system manager. (The red
lamp next to goes on steadily when the button is pressed to let you
know that your dial pad is now in the Feature selection mode.)
For example, if the Send All Calls feature is assigned to dial pad key 1, you
can press , and then dial 1to use this feature.
Note: As your system manager assigns features to the Feature Directory
slots (1through 9, 0, *, and #), be sure to write the feature in the
Feature Directory table (below). This directory list provides a
convenient quick reference for the 12 featuresprogrammed on the dial
pad.
Self Test

18
• Features other than those assigned to your dial pad keys can be accessed
by dialing a 1-, 2-, or 3-digitfeature access code, without using . Your
system manager can supply those access codes for you.
Features Administered on 2402 Dial Pad
DialPad
Key Feature Administered on Dial Pad Key
1
2
3
4
5
6
7
8
9
0
*
#

19
The Abbreviated Dialing (AD) feature allows you to store selected telephone
numbers for quick and easy dialing. Each number can be a complete or
partial telephone number, an extension number, or a trunk or feature access
code and can contain up to 24 digits. Abbreviated Dialing offers four possible
types of lists—Personal, Group, System, and Enhanced, and you can have a
total of three lists. (Of these three lists, you can have only one System List
and one Enhanced List.) You program numbers on a Personal List; numbers
on Group Lists are programmable by the controller of the list; System Lists
and Enhanced Lists are programmable only by the system manager.
To place a call using an AD list button or feature access code
1. Press and then the appropriate dial pad key on which a list
access code is administered,
or Dial the appropriate AD List code for List 1, or List 2, or List 3.
2. When you hear dial tone, dial the desired list item (1, 2, 3...).
Note: An Enhanced List may also be available; see your system
manager.
You can also program a number on an AD button that is not stored on an AD
list. This Automatic Dialing number can be up to 16 digits.
To program a number on an AD button
Note: The system manager must program a feature button as an AD
button before you can program a number onto it.
1. While off-hook, press and then the dial pad key assigned to the
AD Program feature,
or While off-hook, dial the Program access code.
You will hear dial tone.
2. Press and then the dial pad key you wish to program.
For example, to store a number in AD entry F3, press and then
3.
3. Dial the outside number, extension, or feature access code you want to
store (up to 24 digits).
4. Press #to save the entry.
You will hear confirmation tone and then dial tone.
5. Repeat Steps 2 through 4 to program additional buttons.
6. Hang up to end programming.
Abbreviated Dialing/Automatic Dialing (AD)

20
To call a number using an AD button
While off-hook, press and then the dial pad key that corresponds to the
AD number you want to call.
You will hear ringback tone.
For example, to call the number stored as AD entry F3, press , and
then press 3.
The Call Forwarding feature temporarily forwards all your calls to another
extension or to an outside number, depending on your system.
To temporarily redirect all calls to an extension or outside number of
your choice
1. Press (while off-hook) and then the dial pad key on which the
Call Forwarding features is administered
or Dial the Call Forward feature access code (while off-hook).
2. When you hear dial tone, dial the extension or number where calls will
be sent.
3. When you hear confirmation tone, hang up.
To cancel Call Forwarding
Press (while off-hook) and then the dial pad key on which the Call
Forwarding Cancel feature is administered
or Dial the Call Forward cancel code (while off-hook).
You will hear confirmation tone. Your calls will now ring at your own
telephone.
The Call Park feature allows you to put a call on hold at your telephone for
retrieval at any extension.
To park a call at your extension (for retrieval at any extension)
1. Press .
You will hear dial tone.
2. Enter the Call Park feature access code.
3. When you hear confirmation tone, hang up.
To retrieve a parked call from another extension
1. Pick up the handset or press .
2. Dial the Answer Back feature access code.
3. When you hear a dial tone, dial the extension at which you parked the
call.
If returning to a call parked at your telephone, dial your own
extension.
Call Forwarding All Calls
Call Park