Nortel IP Phone 2004 User manual

Nortel Communication Server 1000
IP Phone 2004
User Guide
Title page

Nortel Communication Server 1000
IP Phone 2004 User Guide
Copyright © 2001-2010 Nortel Networks
Release: 7.0
Publication: NN43117-102
Document revision: 03.02
Document release date: June 2010
To provide feedback or report a problem in this document, go to
www.nortel.com/documentfeedback
LEGAL NOTICE
While the information in this document is believed to be accurate and
reliable, except as otherwise expressly agreed to in writing NORTEL
PROVIDES THIS DOCUMENT "AS IS" WITHOUT WARRANTY OR
CONDITION OF ANY KIND, EITHER EXPRESS OR IMPLIED.
The information and/or products described in this document are subject
to change without notice.
Nortel, the Nortel logo, and the Globemark are trademarks of Nortel
Networks.

Contents
3
Contents
About the Nortel IP Phone 2004 . . . . . . . . . . . . . . . . . . . . . 11
IP Phone 2004 models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Basic features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Telephone display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Telephone controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Call features and Flexible Feature Codes . . . . . . . . . . . . . . . 20
Security features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using encrypted calling . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Managing your Station Control Password . . . . . . . . . . . . 21
Entering and editing text . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Entering text using the telephone dialpad . . . . . . . . . . . . . . . 24
Editing text using the soft keys . . . . . . . . . . . . . . . . . . . . . . . . 24
Connecting the components . . . . . . . . . . . . . . . . . . . . . . . . 26
Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Connecting the telephone components . . . . . . . . . . . . . . . . . 26
Configuring options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using the Telephone Options menu . . . . . . . . . . . . . . . . . . . . 28
Adjusting the volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Adjusting the display screen contrast . . . . . . . . . . . . . . . . 31
Selecting a Language . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Selecting Date and Time format . . . . . . . . . . . . . . . . . . . . 33
Enabling On-Hook Default Path . . . . . . . . . . . . . . . . . . . . 33
Configuring Live Dialpad . . . . . . . . . . . . . . . . . . . . . . . . . 34
Enabling and disabling Call timer . . . . . . . . . . . . . . . . . . . 35
Using Display Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . 35
Choosing Local Dialpad Tone . . . . . . . . . . . . . . . . . . . . . 36
Choosing a Ring type . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Contents
4
Changing feature key labels . . . . . . . . . . . . . . . . . . . . . . . 37
Viewing telephone information . . . . . . . . . . . . . . . . . . . . . 39
Configuring call log options . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Configuring the Callers List log . . . . . . . . . . . . . . . . . . . . 40
Configuring New Call indication . . . . . . . . . . . . . . . . . . . . 42
Configuring Preferred Name Match . . . . . . . . . . . . . . . . . 43
Configuring Area Code Setup . . . . . . . . . . . . . . . . . . . . . 44
Configuring Name Display format . . . . . . . . . . . . . . . . . . . . . . 46
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using off-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using on-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Using Handsfree dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Using Live Dialpad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using the Directory applications . . . . . . . . . . . . . . . . . . . . . . . 52
Making a call using Corporate Directory . . . . . . . . . . . . . 52
Making a call using Personal Directory . . . . . . . . . . . . . . 54
Making a call using the Callers List . . . . . . . . . . . . . . . . . 54
Making a call using Redial List . . . . . . . . . . . . . . . . . . . . . 56
Using Predial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Using AutoDial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Using Ring Again . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Using Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Using Speed Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using System Speed Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Using Hot Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using Intercom calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Contents
5
Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
While on an active call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Placing a call on hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Using Timed Reminder Recall . . . . . . . . . . . . . . . . . . . . . . . . 68
Using Attendant Recall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Using Call Park . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Recording a Calling Party Number . . . . . . . . . . . . . . . . . . . . . 72
Displaying incoming calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Tracing a malicious call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Incoming calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Using Automatic Answerback . . . . . . . . . . . . . . . . . . . . . . . . . 74
Using Call Pickup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Using Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
While away from your desk . . . . . . . . . . . . . . . . . . . . . . . . . 78
Using Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Using Internal Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Using Remote Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Securing your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Talking with more than one person . . . . . . . . . . . . . . . . . . 84
Using the Call Join feature . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Setting up a Conference call . . . . . . . . . . . . . . . . . . . . . . . . . 85
Using the Conferee Selectable Display
and Disconnect feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Using Group Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Working without interruption . . . . . . . . . . . . . . . . . . . . . . . 90
Using Make Set Busy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Contents
6
Call Deflect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Additional call features . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Using AutoDial Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Using the Buzz signal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Using Call Page Connect to make an announcement . . . . . . 93
Using Centrex/Exchange Line Switchhook Flash . . . . . . . . . . 94
Charging a call or charging a forced call . . . . . . . . . . . . . . . . 95
Using Enhanced Override . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Using Forced Camp-on feature . . . . . . . . . . . . . . . . . . . . . . . 99
Overriding a busy signal . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Using Privacy Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Using Radio Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Using Voice Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Additional telephone features . . . . . . . . . . . . . . . . . . . . . . 105
Using Personal Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Using Callers List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Using Redial List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Using Virtual Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Logging in to Virtual Office . . . . . . . . . . . . . . . . . . . . . . . 114
Using Virtual Office on your remote telephone . . . . . . . 116
Using Virtual Office on your office telephone . . . . . . . . . 117
Logging out of Virtual Office . . . . . . . . . . . . . . . . . . . . . . 118
Automatic log out from Virtual Office . . . . . . . . . . . . . . . 118
Emergency calls on your Remote IP Phone . . . . . . . . . 118
Troubleshooting Virtual Office . . . . . . . . . . . . . . . . . . . . 120
Using Media Gateway 1000B . . . . . . . . . . . . . . . . . . . . . . . . 123
Using Test Local Mode . . . . . . . . . . . . . . . . . . . . . . . . . 123
Using Resume Normal Mode . . . . . . . . . . . . . . . . . . . . . 124
Troubleshooting MG 1000B . . . . . . . . . . . . . . . . . . . . . . 125

Contents
7
Using Hospitality features . . . . . . . . . . . . . . . . . . . . . . . . . 126
Configuring Automatic Wake-Up . . . . . . . . . . . . . . . . . . . . . 126
Activating Message Registration . . . . . . . . . . . . . . . . . . . . . 128
Using Maid Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Using Display Room Status . . . . . . . . . . . . . . . . . . . . . . . . . 130
Accessing External Server Applications . . . . . . . . . . . . . 133
Using Record On Demand key . . . . . . . . . . . . . . . . . . . . . . . 133
Using SAVE key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Flexible Feature Codes (FFC) . . . . . . . . . . . . . . . . . . . . . . 135
Accessories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
IP Phone Key Expansion Module (KEM) . . . . . . . . . . . . . . . 136
Regulatory and safety information . . . . . . . . . . . . . . . . . . 137
Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
DenAn regulatory notice for Japan . . . . . . . . . . . . . . . . . . . . 139
Terms you should know . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Contents
8

Revision history
9
Revision history
June 2010
Standard 03.02. This document is up-issued to reflect changes in
technical content for Call Log Options and to add Record on
Demand content.
June 2010
Standard 03.01. This document is up-issued to support Nortel
Commnication Server 1000 Release 7.0.
May 2009
Standard 02.01. This document is up-issued to support Nortel
Commnication Server 1000 Release 6.0.
May 2007
Standard 01.04. This document is issued to support
Communication Server 1000 Release 5.0. This document
contains information previously contained in the following legacy
document, now retired: IP Phone 2004 User Guide
(NN-10300-052). This document contains updated content based
on CR Q01130629-01. See “Answering a call” on page 65.
July 2006
Standard 8.00. This document is up-issued to support
Nortel Communication Server 1000 Release 4.5. Document
number was corrected (from NN-10300-052 to NN10300-052).
June 2006
Standard 7.00. This document is up-issued to support
Nortel Communication Server 1000 Release 4.5. “Secure
communications” section added to document support for SRTP
with Preshared keys. Logos and copyright data were updated.
Document feedback link added to back page.

Revision history
10
August 2005
Standard 6.00. This document is up-issued to support Nortel
Communication Server 1000 4.5.
February 2005
Standard 5.00. This document is up-issued to support the 8.x
Firmware Upgrade for IP Phones.
September 2004
Standard 4.00. This document is up-issued to support
Nortel Networks Communication Server 1000 4.0.
October 2003
Standard 3.00. This document is up-issued to support
Succession 3.0 Software and the Net6 Transformation Gateway
feature.
November 2002
Standard 2.00. This document is up-issued to support Meridian 1
Release 25.40 and CSE 1000 Release 2.0.
June 2001
Standard 1.00.

About the Nortel IP Phone 2004
11
About the Nortel IP Phone 2004
The Nortel IP Phone 2004 brings voice and data to the desktop by
connecting directly to a Local Area Network (LAN) through an Ethernet
connection.
Note 1: All features are not available on all telephones. Consult your
system administrator to verify which features are available for your
use.
Note 2: In this guide, programmable line (DN) and feature key labels
appear beside the key, and context-sensitive soft key labels appear
directly above the key. Figure 1 shows key labels.
Figure 1: Programmable line (DN) and feature key and
soft key labels

About the Nortel IP Phone 2004
12
IP Phone 2004 models
There are three models of the IP Phone 2004, referred to as Phase 0,
Phase 1, and Phase 2. The higher level models have some features that
are not available on the lower level models. To determine the model of
your telephone, turn the telephone over and locate the label containing
the product code (NT code). The NT code identifies the model of your
telephone.
Note: xx or xxxx represents any valid character.
Basic features
The IP Phone 2004 supports the following features:
• 12 programmable feature keys: six (physical) user-defined feature
key labels and six lines or features accessed by pressing the Shift
key
• four context-sensitive soft keys that provide access to a maximum of
10 features
For information about context-sensitive soft keys, see New in This
Release Communication Server 1000 Release 5.0 (NN43001-115).
Note: All IP Phone 2004 phones are not configured to support soft
key functionality. Consult your system administrator for details about
the configuration of your telephone.
• multifield LCD display screen
• speaker for on-hook dialing or on-hook listening
Table 1: IP Phone 2004 model codes
Product code Model
NTEX00xx or NT7B10AACH Phase 0
NTDU82xx Phase 1
NTDU92xxxx Phase 2

About the Nortel IP Phone 2004
13
• volume control bar for adjusting ringer, speaker, handset, and
headset volume
• six specialized fixed keys:
—Quit
— Directory
— Message (Inbox)
— Outbox or Shift
— Services
— Expand to PC
• four call processing fixed keys:
—Hold
— Goodbye
— Handsfree
—Mute
• shared LAN access with a PC
• headset jack with On or Off key
• automatic network configuration
• hearing-aid compatibility

About the Nortel IP Phone 2004
14
Telephone display
The LCD screen on the IP Phone 2004 has three display areas:
• The upper display area is for user-defined feature key labels.
• The middle display area is for single-line information such as caller
number, caller name, feature prompt strings, user-entered digits, date
and time (or call timer, if provisioned in the Telephone Options menu),
and telephone information.
• The lower display area is for context-sensitive soft key labels.
Figure 2: IP Phone 2004 LCD display areas

About the Nortel IP Phone 2004
15
Figure 3: IP Phone 2004
Telephone controls
Note: Some IP Phone 2004 phones are equipped with optional key
caps. Text in parentheses indicates labels appearing on the key caps.
For example, (Services).
Use the Volume control bar to adjust the
volume of the ringer, handset, headset,
speaker, and the Handsfree feature. Press
the right side of the rocker bar to increase
volume and press the left side to decrease
volume.

About the Nortel IP Phone 2004
16
Use the Primary Directory Number (DN) to
access a single line and activate on-hook
dialing.
Programmable line (DN) and feature keys
are extra DNs or feature keys used to access
additional features.
A steady LCD light beside a line (DN) key
indicates that the line is active. A flashing
LCD indicates that the line is on hold.
A steady LCD light beside a feature key
indicates that the feature is active. A flashing
LCD indicates that the feature is being
programmed.
Use the Goodbye key to terminate an active
call.
Press the Hold key to put an active call on
hold. Press the line (DN) key beside the
flashing LED indicator to return to the caller
on hold.
Press the Message (Inbox) key to access
your voice mailbox.
Use the Navigation keys to scroll through
menus and lists appearing on the LCD
display screen.
(Goodbye)
(Hold)
(Msg/Inbox)

About the Nortel IP Phone 2004
17
Press the Services key and use the
navigation keys to access the following
items:
• Telephone Options:
— Volume adjustment
— Contrast adjustment
— Language
— Date and Time
— On-hook default path
— Live dialpad
— Call timer
— Display diagnostics
— Local dialpad tone
— Ring type
— Change feature key label
— Set information
• Password admin:
— Station control password
• Virtual Office Login and Virtual Office
Logout (if Virtual Office is configured)
• Test Local Mode and Resume Local
Mode (if Media Gateway 1000B is
configured)
Note 1: Press the Services key to exit
from any menu or menu item.
Note 2: The Password Admin menu
many not be available on your
IP Phone 2004. Consult your system
administrator.
(Services)

About the Nortel IP Phone 2004
18
Press the Headset key to answer a call
using the headset or to switch a call from the
handset or handsfree to the headset.
Press the Speaker key to activate
handsfree. The speaker LED indicator lights
to indicate when handsfree is active.
Press the Outbox/Shift key to toggle
between two feature key pages and to
access an additional six lines or features and
an additional 24 lines on the Nortel IP Phone
Key Expansion Module (KEM).
Press the Directory key to access directory
services.
(Shift)
(Directory)

About the Nortel IP Phone 2004
19
Your Mute key functionality is enabled or
disabled by your system administrator.
Contact your system administrator to
determine if your Mute key is enabled.
If your Mute key is enabled, press the Mute
key to listen to the receiving party without
transmitting your voice. Press the Mute key
again to return to two-way conversation.
Note: If your Mute key is not enabled,
pressing the Mute key places the call on
hold. Press the Mute key again to
restore the active call or press the line
key to restore the active call. You cannot
retrieve this call from hold by pressing
the Hold key.
The Mute key applies to handsfree,
handset,and headset microphones.
The Mute LED indicator, located on the Mute
key, flashes to indicate that the microphone
is muted.
Press the Quit key to end an active
application. Pressing the Quit key does not
affect the status of calls currently on your
telephone.
Context-sensitive soft keys (self-labeled)
are located below the LCD display screen.
The LCD label above the key changes based
on the active feature.
Note: If a triangle appears before a soft
key label, the feature is active.
(Mute)
(Quit)

About the Nortel IP Phone 2004
20
Call features and Flexible Feature Codes
System administration is required for call features and Flexible Feature
Codes (FFCs). Contact your system administrator to configure these
features and codes on your telephone.
The Call features and FFCs must be assigned to your telephone and
supported by system software.
Security features
This section describes the following features, which are designed to
enhance the security of your IP Phone 2004:
Press the More.. soft key to access the next
layer of soft keys (self-labeled).
When a message is waiting, or there is an
incoming call, the red Message
Waiting\Incoming Call Indicator LED at the
top center of the IP Phone flashes. The flash
cadence for each alert is different.
Note: You may also hear an audio
Message Waiting Indicator (stutter or
beeping dial tone) when you go off-hook.
Use the Expand to PC key to access
external server applications.
Press the Copy key to copy entries to your
Personal Directory from other lists, such as
the Caller List, Redial List, and Corporate
Directory.
(Expand)