Avaya 4621SW - Manual

About This Guide 8 4620/4620SW/4621SW IP Telephone User Guide What’s New in This Document Issue 3 reflects changes to the document title and legal pages only. There are no significant changes in telephone operation for Software Release 2.4 How to Use This Document This guide is organized to help you...

Document Organization Issue 3 April 2006 9 Document Organization This guide contains the following chapters: Conventions Used This guide uses the following textual, symbolic, and typographic conventions to help you interpret information. Chapter 1: Introducing Your 4620/4620SW/4621SW IP Telephone De...

About This Guide 10 4620/4620SW/4621SW IP Telephone User Guide Symbolic Conventions Note: Note: This symbol precedes additional information about a topic. Typographic Conventions This guide uses the following typographic conventions: Related Documentation This guide and other related documentation i...

Issue 3 April 2006 11 Chapter 1: Introducing Your 4620/4620SW/4621SW IP Telephone Introduction This chapter introduces you to the layout of the 4620/4620SW/4621SW IP Telephone. It provides a description for each functional button and other phone characteristics, briefly describes each 4620/4620SW/46...

Introducing Your 4620/4620SW/4621SW IP Telephone 16 4620/4620SW/4621SW IP Telephone User Guide About the Feature Key Expansion Unit (EU24/EU24BL) The Feature Key Expansion Unit is an optional device that can be connected to your 4620 IP Telephone. The EU24 and EU24BL contain 24 buttons onto which yo...

Introducing Your 4620/4620SW/4621SW IP Telephone 18 4620/4620SW/4621SW IP Telephone User Guide Four softkeys ( ) appear directly below the display area. They allow you to access the other 4620 applications. In an application, they allow you to perform application-specific functions, like add, save, ...

4620/4620SW/4621SW IP Telephone Applications Issue 3 April 2006 19 Call Log Application The Call Log application provides three lists, each showing up to 30 outgoing, incoming answered or missed calls. Use this application to call a person directly from the Call Log or to add a log entry’s name and ...

Issue 3 April 2006 21 Chapter 2: Using Your 4620/4620SW/4621SW IP Telephone Introduction This chapter describes how to make calls, receive calls, retrieve voice mail messages, and log off your 4620/4620SW/4621SW IP Telephone. The telephone Line/Feature buttons that assist in call handling are also c...

Using Your 4620/4620SW/4621SW IP Telephone 22 4620/4620SW/4621SW IP Telephone User Guide Note: Note: You can set an option for whether the Phone screen displays when you make an outgoing call, or whether the current screen remains displayed. See Application Options in Chapter 6: 4620/4620SW/4621SW I...

Making Calls Issue 3 April 2006 23 through - first you have to dial one or more digits to obtain an outside line, access your corporate telephone network, or add some other code before you can return the call. As of Release 1.8, the 4620 IP Telephone can, if appropriately administered, automatically...

Using Your 4620/4620SW/4621SW IP Telephone 24 4620/4620SW/4621SW IP Telephone User Guide Dialing a party using a Speed Dial button Automatic dialing of pre-stored numbers is the most common method of automatic dialing. You can set up Speed Dial buttons and select the party you want to call by pressi...

Making Calls Issue 3 April 2006 25 Calling a party from the Call Log Your 4620 IP Telephone maintains a log of up to 90 outgoing, incoming answered, and incoming unanswered calls to/from your phone. Each log can have up to 30 calls. 1. To call a party listed in the Call Log, press the Log softkey at...

Using Your 4620/4620SW/4621SW IP Telephone 26 4620/4620SW/4621SW IP Telephone User Guide Calling a party from the Web Access application Your 4620’s optional Web Access application can automatically dial Web links designated by the Web page author as phone numbers. To call a party using a Web link, ...

Call Handling Features Issue 3 April 2006 27 Conference The Conference feature allows you to conference up to the maximum number of parties set by your System Administrator. Adding another party to a call 1. Dial the first party, then press the Conference ( ) button. The line’s display area changes ...

Using Your 4620/4620SW/4621SW IP Telephone 28 4620/4620SW/4621SW IP Telephone User Guide Retrieving the held call Press the Line/Feature button on which the call is being held, or press the Hold ( ) button. The call is now active . Mute During an active call, the Mute feature prevents the party with...

Call Handling Features Issue 3 April 2006 29 Changing from the Speaker to the handset or headset Pick up the handset or activate the headset. The indicator next to the Speaker button goes off and audio control reverts to the handset or headset as applicable . Changing from the handset or headset to ...

Using Your 4620/4620SW/4621SW IP Telephone 30 4620/4620SW/4621SW IP Telephone User Guide 3. If you do not want to announce the call, press the Transfer ( ) button again and proceed to Step 6. If you wish to wait for an answer and announce the call, see Step 4. The call is sent to the extension or nu...

Logging Off the Phone Issue 3 April 2006 31 Reinstating the Phone After a Logoff To reinstate the phone after a logoff: 1. Using the dial pad, enter your Extension number, then press Pound ( # ). The display prompts for entry of your password. 2. Using the dial pad, enter your Password, then press t...

Issue 3 April 2006 33 Chapter 3: Using the Speed Dial Application Introduction This chapter describes how to add, update, and delete a Speed Dial button label. Up to 108 Speed Dial buttons are allowed, each containing a name and corresponding telephone number. Entering Data on Speed Dial Screens Rev...

Using the Speed Dial Application 34 4620/4620SW/4621SW IP Telephone User Guide Note: Note: You can enter text while on a call, but you automatically exit text entry mode if you go off-hook (either by the headset/handset or by a fixed button like Transfer ). You also exit text entry mode if you cause...

Entering Data on Speed Dial Screens Issue 3 April 2006 35 Name Entry Example To add a Speed Dial button for Tom Brown, you would typically press the following dialpad number button/Right Arrow softkey in sequence: 8 (T) 666 (o) (Right Arrow softkey to move the cursor one space to the right) 6 (m) 22...

Using the Speed Dial Application 36 4620/4620SW/4621SW IP Telephone User Guide Adding a Speed Dial Button To add a Speed Dial button: 1. Access the Speed Dial application by pressing the SpDial softkey. The Speed Dial Main screen displays . Note: Note: Your Telephone Administrator can turn off the a...

Updating Speed Dial Button Label Information Issue 3 April 2006 37 8. To add another Speed Dial button, repeat this procedure from Step 2. 9. To exit the Speed Dial application, press the Phone/Exit ( ) button. Note: Note: You can position an entry at the beginning of the list, out of alphabetical o...

Using the Speed Dial Application 38 4620/4620SW/4621SW IP Telephone User Guide 6. To change the name, press the Line/Feature button to the left of the Name field. Then use the Left Arrow softkey and/or the Right Arrow softkey to move the cursor to the right of the character(s) to be changed. Press t...

Issue 3 April 2006 41 Chapter 4: Using the Call Log Application Introduction This chapter describes the three Call Logs available on your 4620 IP Telephone. It also provides procedures for adding a Call Log entry to a Speed Dial button and deleting one or all Call Log entries. For information on cal...

Using the Call Log Application 42 4620/4620SW/4621SW IP Telephone User Guide Each Call Log can contain a maximum of 30 entries. When a log contains more than six entries, Page Right and Page Left buttons help you scroll through the log six entries at a time. Calls are listed in order from top to bot...

Adding a Call Log Entry to a Speed Dial Button Issue 3 April 2006 43 Adding a Call Log Entry to a Speed Dial Button To add a Call Log entry to a Speed Dial button: 1. Access the Call Log application by pressing the Log softkey. The Missed Calls Main screen displays . 2. If the party for whom you wan...

Using the Call Log Application 44 4620/4620SW/4621SW IP Telephone User Guide Deleting Call Log Entries You can delete a single Call Log entry or all entries on a specific Call Log. Deleting a Single Call Log Entry To delete a single Call Log entry: 1. Access the Call Log application by pressing the ...

Disabling the Call Log Issue 3 April 2006 45 Deleting All Entries from a Call Log To delete all entries from a Call Log: 1. Access the Call Log application by pressing the Log softkey. The Missed Calls Main screen displays . 2. To clear the Missed Calls Log, proceed to Step 3. To clear the Incoming ...

Issue 3 April 2006 47 Chapter 5: Using the Web Access Application Introduction One of the exciting aspects of the 4620 IP Telephone is its optional Web Access application. You can actually use your telephone to access your Corporate intranet and the World Wide Web. Your System Administrator can opti...

Using the Web Access Application 48 4620/4620SW/4621SW IP Telephone User Guide Web Access Authentication Depending on how your Web Access application is administered, you might have to provide identification before gaining access to Web pages. If you do not know your User ID or Password, contact you...

Using the Web Access Application 50 4620/4620SW/4621SW IP Telephone User Guide Entering Text on Web Pages Text entry pages are those on which you can enter data, for example, a name, a Web address (URL), or other identifying information. A set of square brackets, each separated by three blank spaces...

4620/4620SW/4621SW IP Telephone Options 54 4620/4620SW/4621SW IP Telephone User Guide Accessing the Options Main Menus To access the Options main menu: 1. To access the Options application, press the Options button ( ) to the right of and below the softkeys. The first of two Options Main screens dis...

Application Options Issue 3 April 2006 55 4. To change the current setting, press the corresponding Line/Feature button. The option setting may either “toggle,” present a screen for you to specify a setting, or ask you to choose from a list of alternatives. 5. After changing an option, use the appro...

4620/4620SW/4621SW IP Telephone Options 56 4620/4620SW/4621SW IP Telephone User Guide Setting the Phone Screen on Answer? Option When the Phone Screen on Answer? option is set to Yes , the Phone screen appears in the display area when you answer a call, regardless of the screen with which you are wo...

Application Options Issue 3 April 2006 57 Setting the Display Call Timers? Option Your 4620/4620SW/4621SW IP Telephone can display two types of Call Timers. The Call Timer displays in the top display area and provides the elapsed time you are connected on a call in h:mm:ss (hours:minutes:seconds) fo...

4620/4620SW/4621SW IP Telephone Options 58 4620/4620SW/4621SW IP Telephone User Guide Setting the Call Appearance Width When the Call Appearance Width is set to Full (the default), each line on which a call appears extends the full width of the display. Messages show in the call appearance display a...

Personal Ringing Options Issue 3 April 2006 59 Call Log Enabled (active) is the default. For privacy purposes, you can change the status to Disabled , to stop call logging and delete any calls currently logged. 1. To change this option, press the corresponding Line/Feature button. 2. Press the Line/...

4620/4620SW/4621SW IP Telephone Options 60 4620/4620SW/4621SW IP Telephone User Guide Status Screen Viewing Options Four views of telephone and system information are available. A user generally does not need to view this information. However, if problems occur, your System Administrator might ask y...

Changing the Display Contrast Issue 3 April 2006 61 Viewing Interface Status Your phone interacts with several system hardware devices and system software. This screen provides information about three of the main interfaces. Viewing Miscellaneous Status Three miscellaneous status screens provide add...

4620/4620SW/4621SW IP Telephone Options 62 4620/4620SW/4621SW IP Telephone User Guide 4. Save the contrast level you set by pressing the Save softkey, or, to restore the previous setting without changing the contrast, press the Cancel softkey. The first Options Main screen displays . Viewing the Net...

Backup/Restore Options Issue 3 April 2006 63 3. To proceed, select the Line/Feature button on either side of Yes . To return to the Options Main screen without logging off, select the Line/Feature button on either side of No . Selecting Yes unregisters your phone from the call server, deleting your ...

4620/4620SW/4621SW IP Telephone Options 64 4620/4620SW/4621SW IP Telephone User Guide To verify or change any of these options, select Backup/Restore from the second Options Main screen. Doing so displays the Backup/Restore Main screen containing all related backup/restore options and settings. Note...

Backup/Restore Options Issue 3 April 2006 65 Setting the Automatic Backup Option You must change the Automatic Backup setting to Enabled to automatically back up your options settings, Feature button labels, and Speed Dial button labels, names and numbers whenever you change any of these values. If ...

4620/4620SW/4621SW IP Telephone Options 66 4620/4620SW/4621SW IP Telephone User Guide Verifying Backup/Retrieval Status To determine whether the most recent backup and/or retrieval was successful, select FTP Status on the Backup/Restore Main screen. The FTP Status screen displays the following messa...

Backup/Restore Options Issue 3 April 2006 67 Retrieving and Restoring Data from a Backup File Restoring data from your most recent backup file is a two-step process. First you start backup file retrieval (usually following a system failure or phone replacement). Then you confirm that you want the re...

4620/4620SW/4621SW IP Telephone Options 70 4620/4620SW/4621SW IP Telephone User Guide 3. Repeat this procedure from Step 1 for each FTP setting you want to add or modify. Feature Button Labeling Line/Feature buttons ( ) appear on both sides of the telephone’s display area. These buttons provide call...

4620/4620SW/4621SW IP Telephone Options 72 4620/4620SW/4621SW IP Telephone User Guide 6. To re-label a Feature button, use the dialpad and any applicable Line/Feature buttons, to enter the new label (13 or fewer characters). To restore the default label to the selected Feature button, select Clear t...

Selecting an Alternate Language Issue 3 April 2006 73 Selecting an Alternate Language Users can change the user interface language their 4620/4620SW/4621SW IP Telephones display. The specific languages supported depend on the telephone model (4620 or 4620SW/4621SW) and its software. The 4620 IP Tele...

Issue 3 April 2006 75 Chapter 7: Headsets and Handsets Introduction This chapter provides information about headsets and specialized handsets that are compatible with your IP telephone. Headsets for 4600 Series IP Telephones Avaya supports only those headsets and headset adapters that carry an Avaya...

Headsets and Handsets 76 4620/4620SW/4621SW IP Telephone User Guide Note: Note: If your IP telephone does not have a fixed headset button, your System Administrator must administer your phone for headset operation when using the HIP Cord. Handsets for 4600 Series IP Telephones Specialized handsets a...

Issue 3 April 2006 77 Chapter 8: Telephone Management and Troubleshooting Introduction The 4600 Series IP Telephones are relatively trouble free. This chapter provides helpful information for: ● Interpreting the different ringer tones you hear. ● Interpreting the 4620’s display symbols. ● Testing yo...

Interpreting Display Icons Issue 3 April 2006 79 Interpreting Display Icons As you become more familiar with your IP telephone’s display, you will recognize the icons or symbols associated with the state of a call or the state of the phone. This chart provides an overview of the icons you might see....

Telephone Management and Troubleshooting 80 4620/4620SW/4621SW IP Telephone User Guide Testing Your Phone The Test feature allows you to verify that your telephone's lights and display are operating properly. Testing the Telephone's Lights and Display 1. With the telephone idle (on-hook), press and ...

Resetting and Power Cycling the IP Telephone Issue 3 April 2006 85 Resetting and Power Cycling the IP Telephone Reset your IP telephone when other troubleshooting suggestions do not correct the problem or after being advised to do so by your System Administrator. ! CAUTION: CAUTION: Use a Power Cycl...

Telephone Management and Troubleshooting 86 4620/4620SW/4621SW IP Telephone User Guide Power Cycling the Phone Use the power cycle with your System Administrator’s approval. Use power cycling only if the basic or programmed reset procedure cannot be performed or does not correct the problem: 1. Unpl...

Issue 3 April 2006 87 Index Index Numerical 4600 Series IP Telephones Handsets . . . . . . . . . . . . . . . . . . . . 76 Headsets for . . . . . . . . . . . . . . . . . . 75 4620/4620SW/4621SW Applications, Troubleshooting . . . . . . . . . . . . . . . . . 83 4620/4620SW/4621SW IP Telephone . . . . ...