Yealink T4 series User manual

Deskphone User
Guide
Yealink T4, T5 Series

Ways to Call
Hold
Mute
Group Page
Intercom
Park Line
Changing Audio Output
No Not Disturb
Night Switch
Basic Features
Order of Contents
Phone Layout
Phone Elements
Logging in and Out
Menu Pages
Getting to Know Your Phone
Attended Transfer
Blind Transfer
Conference Calling
Advanced Features
FAQs
Scenario 1: Redirecting a Call
FAQs and Scenarios
page 4
page 5
pages 6-7
pages 8-9
2
page 11
page 12
page 12
page 12
page 13
page 13
page 14
page 15
page 15
page 17-18
page 19
page 20-22
page 24-25
page 26

Getting to Know
Your Phone

1
HEADSET MUTE
MESSAGE
Phone Layout
Logged in User
Notifications and Status Icons
Busy Lamp Field Indicator
Phone Pages
Soft Key
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Line Key
Number Key
Arrow Key
Volume Adjustor
Speaker
2ABC 3DEF
1.
5.
4.
2.
3.
OK
x
-+
4GHI 5JKL 6MNO
7PQRS 8TUV 9WXYZ
*.0 #SEND
HOLD
REDIAL TRANSFER
7.
9. 10.
8.
6.
4

This is a more in-depth look at the phone layout on page 3, breaking down
the various elements and helping you get comfortable with the functions and
their terminology used in the rest of this guide.
Notifications and Status Icons
The notification and status bar displays relevant or helpful information.
A common notification is a missed call icon (as shown in the image on page
3). It will also show how many calls have been missed.
To see a full list of all the icons that can appear, see Appendix 1.
Different Keys
There are four different keys to distinguish between.
Soft Key - a soft key is one of the buttons in the row below the display. They
are phone function keys that change based on context.
Line Key - a line key is one of the buttons in the columns to the right and left
of the display. They are commonly used to quickly dial a contact, or activate
some functions on the first page.
Number Key - a number key is one of the buttons used to quickly enter a
phone number. It is below the display and usually to the left.
Arrow Key - an arrow key is used to navigate around selections on the phone,
such as in the menu. Pressing the top arrow key will quickly open the call
history menu.
Phone Pages
Each phone may have a few pages to expand the features that can be easily
accessed. Tap the line key to cycle between the various display pages.
Phone Elements
5

Logging In and Out -
Logging In
When you receive your new deskphone, this screen will be presented:
Tap the Login line key, enter your extension number and Submit.
You will then be logged in, and presented with the following screen:
6

Logging In and Out (cont.)
Logging Out
To log out, press the line key to log out.
Tap the Yes soft key.
You will then be logged out, and presented with the following screen:
7

Menu Pages
Status
The Status menu is primarily used to ensure that the phone has an IP
Address and to display some other basic information about the phone.
It helps technicians to do basic troubleshooting.
Directory
The directory is broken down into three sub menus: Local, System and
Customer directory. In the Local directory, you can view contacts that you
have added for quick reference. The System directory is a list of
organisational (or system) contacts such as your colleagues.
The Customer Directory provides a list of your client/customer contact
information.
It is worth noting that the best way to access your directory is through the
User Portal. See the IPC Solutions User Portal Guide.
Main Menu
The Main Menu is accessed through the Menu softkey. Once there, you will
see the Main Menu screen as shown below:
There are five menus that can be accessed from the Main Menu. The Status,
Directory, History, Message and Basic menus.
8

History
The History menu shows a log of all of your calls - missed, placed, received
and forwarded. It contains information such as the date and time of the call,
the call contact, the duration of the call and provides ease of use functions
such as redial and adding contact details directly from the log. This option
can be quickly accessed from the main screen of the phone by pressing the
upward arrow key .
Message
The Message menu provides direct access to your voicemail. From here, you
can view and interact with your voicemail facility. Also available is redial and
other helpful functions.
Basic
The Basic menu enables changes to the Display, Sound, Bluetooth and Wi-Fi
capability. It also provides a quick option to reboot the phone.
The relevant menus for most users will be the Display and the Sound menus.
In the Display menu, you can adjust the display of the phone by changing the
backlight, display contrast, wallpaper, and the screensaver.
The Sound menu (as shown below), enables you to change ring tones, key
tones and BLF (Busy Lamp Field) Ring Type.
Menu Pages (cont.)
9

Basic Features

Ways to Call
There are a few ways to call. Let's go through the most common methods.
Line Keys
The fastest way to call is using the line keys.
To initiate a call, tap the line key corresponding to the contact you wish to
call.
Redial
Using the Redial button is helpful when you want to call back the last
person you were on the phone with. This will apply whether you made or
received the most recent call.
Number Pad
As is intuitive for a phone, you can call by entering the number you wish to
call on the number pad. The call will automatically be placed when the last
digit has been entered.
Call History
Calling back from your call history can be a very helpful way to find a
previous contact. Press the upward arrow key to quickly access your
call history. Use the arrow keys to navigate, and press the Send or soft key.
Calling
11
REDIAL

Hold
When on the phone, there is a simple way to put the call on hold.
Just press the Hold soft key. The caller will hear your hold music.
To resume the call, press the Resume soft key. The call will now be active.
Mute
To mute yourself while on call, press the Mute button.
It will turn red while you are muted. Simply press it again to unmute.
Group Page
Group page is a function that allows you to instantly speak through the
deskphones of your colleagues (as in making public announcements). To
initiate a page, press the Gp Page line key on the right side of your display.
Then speak through the handset or other preferred audio input. Your words
will be transmitted straight through to other deskphones in your group. Hang
up to end the group page.
REDIAL
MUTE
MUTE
Calling (cont.)
12

Intercom
Intercom functions similarly to group page, except that it is a direct message
to an individual extension in your organisation.
To initiate an intercom, press the intercom line key on the right side of your
display. Then press the line key of the colleague you wish to intercom.
Speak through the handset or other preferred audio input. Your words will be
transmitted straight through to the selected deskphone. Hang up to end the
intercom.
Park Line
The Park Line enables calls to be placed, ready for a different member of the
system to pick up. When on a call, tap the Park Line key. This will park the
call, resulting in this screen:
A parked call can be picked up by another member of the system simply by
pressing the Park Line key on their deskphone (or the park line icon on their
Mobile Softphone). The call will be immediately resumed with the new
system member.
Calling (cont.)
13

Changing Audio Output
It is possible to have three different audio outputs when on a call.
Handset - The handset is the default option when you pick up a call. If you
pick up the handset and then call, the audio will be transmitted to and from
the handset itself. Putting down the handset while it is the active output will
hang up the call.
Speakerphone - the speakerphone is activated by pressing the speakerphone
button on your device.
When it is active, a green light will be displayed.
If the speakerphone is the active output and the handset is in place, tapping
the speakerphone button will end the call.
Headset - a headset can selected as the active output by tapping the headset
button. When it is active, a green light will be displayed.
To switch back from a headset to the speakerphone or the handset, tap the
speakerphone button or pick up the handset and the active output will be
changed.
HEADSET HEADSET
Calling (cont.)
14

Do Not Disturb
Do Not Disturb (DND) is a is a function that stops your phone from ringing by
appearing as busy. This will likely send calls to your voicemail or to another
extension, depending on the nature of the call.
To activate your DND, press the DND softkey. Your deskphone display will
look like this:
Night Switch
The Night Switch is a line key to toggle between business hours and after
hours (night) call handling mode. For example, on most systems Night
Switch will cause incoming calls to go to an after hours announcement and
the voicemail. Night Switch is usually scheduled to automatically turn on/off
however this option allows the current setting to be manually over-rided.
To activate the night switch, press the Night Switch line key.
The BLF will light up red, and the night switch will be activated.
System Control
15

Advanced Features

Attended Transfer (Recommended)
Call transferring is a critical part of managing your organisation's incoming
calls and ensuring that they reach the appropriate destination.
The most common and effective way of transferring a call is by doing an
attended transfer.
When you are on a call and you need to redirect the call to another member
of your system, press the Transfer soft key.
The call will now be placed on hold, and you will be presented with the
following screen:
Call Transfers
17

Attended Transfer (cont.)
From there, navigate using your phone's pages to the relevant
page, and tap the line key of the system contact that you wish to transfer the
call to:
You can also use the number pad to enter the extension number or the
phone number of the contact you wish to transfer the call to.
Tapping the line key or entering the number of your contact will ring their
phone. If they answer, ask them whether they would like to have the call
transferred through, or provide context to the call. If they confirm that they
wish to receive the call, press the Transfer soft key:
The call will be transferred through to your system contact.
You are free to hang up your phone as the process has been a success.
If they do not answer or it goes to their voicemail, tap the End Call soft key.
The transfer is halted - tap the Resume soft key to continue the call, or you
can attempt to transfer the call to another contact.
If they answer but do not wish to take the call, they can simply hang up to
cancel the transfer. You will then be returned to the call as above.
Call Transfers (cont.)
18

Blind Transfer
A blind transfer is not the recommended method of transferring a call as
there is no confirmation that the transfer has reached it's intended
destination - hence the name "blind transfer".
However, it can be useful for quick transfers when your system contact has
otherwise confirmed that they wish to receive the transfer, such as in the
instance where they are expecting a call back from a client.
When on a call, tap the soft key.
Then tap the line key of the relevant system contact and then hang up. The
call will be re-routed to your system contact. If they do not pick up the call, it
will not be returned to you - so in most cases, an attended transfer is a better
way of transferring a call.
Call Transfers (cont.)
19

Conference Calling
Conference calling follows a similar pathway as call transferring.
Your IPC Solutions Communications System can currently manage three
parties on any call.
To initiate a conference call, press the Conference soft key when on a call.
The original caller will now be placed on hold.
Similarly to transferring a call, navigate to your preferred system contact and
tap their corresponding line key. Alternatively, you can use the number pad to
enter the number of any person you wish to bring in to the conference call.
Their phone will ring, and you will be able to ask them whether they would
like to join the conference call. If they confirm that they wish to join the call,
press the Conference soft key to complete the process.
You will now both be on the call. From here, there are options to manage the
call. Press the Manage soft key. You will then have the following displayed:
Advanced Calling
20