Page 3 - Contents
Issue 4 November 2006 3 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Issue Date . . ....
Page 6 - Index
Contents 6 4620/4620SW/4621SW IP Telephone User Guide Feature Button Labeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Changing a Phone/PC Ethernet Interface . . . . . . . . . . . . . . . . . . . . . . 70 Selecting an Alternate Language . . . . . . . . . . . . . . . . . . . ...
Page 7 - About This Guide; Overview; Intended Audience
Issue 4 November 2006 7 About This Guide Overview This guide covers how to use your new 4620/4620SW/4621SW IP Telephone. The 4620/4620SW/4621SW is simple to use while offering the latest advances in telephony systems. IP (Internet Protocol) telephones obtain their operational characteristics from yo...
Page 8 - What’s New in This Document; How to Use This Document
About This Guide 8 4620/4620SW/4621SW IP Telephone User Guide What’s New in This Document Chapter 2: Using Your 4620/4620SW/4621SW IP Telephone now includes an enhanced procedure for telephone login. When the Call Log contains missed calls, the telephone now displays a Missed Call icon and the numbe...
Page 9 - Conventions Used; Typographic Conventions; Related Documentation
Related Documentation Issue 4 November 2006 9 Conventions Used This guide uses the following textual, symbolic, and typographic conventions to help you interpret information. Symbolic Conventions Note: Note: This symbol precedes additional information about a topic. Typographic Conventions This guid...
Page 11 - IP Telephone; Introduction
Issue 4 November 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...
Page 16 - Navigating Application Screens
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...
Page 18 - Phone Application
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, ...
Page 19 - Call Log Application
4620/4620SW/4621SW IP Telephone Applications Issue 4 November 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 a...
Page 21 - Telephone; Making Calls
Issue 4 November 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 als...
Page 22 - Manual Dialing; Automatic Dialing
Using Your 4620/4620SW/4621SW IP Telephone 22 4620/4620SW/4621SW IP Telephone User Guide Manual Dialing Dial a call manually by picking up the handset, activating your headset, or pressing the Speaker button. 1. Pick up the handset, activate your headset, or press the Speaker button and dial. If the...
Page 23 - Redialing a party; Dialing a party using a Speed Dial button
Making Calls Issue 4 November 2006 23 Redialing a party Depending on how you have set up your Redial option, selecting Redial automatically dials the most recent number dialed, or displays a list of the last six outgoing calls for selection of the number to be dialed. Chapter 6: 4620/4620SW/4621SW I...
Page 24 - Calling a party from the Call Log
Using Your 4620/4620SW/4621SW IP Telephone 24 4620/4620SW/4621SW IP Telephone User Guide 2. If the party you want to call appears on the display, proceed to Step 3 . If the party you want to call is not shown, press the Page Right ( ) button to display the next page of entries, Continue until the nu...
Page 25 - Calling a party from the Web Access application
Making Calls Issue 4 November 2006 25 3. If the party you want to call appears, proceed to Step 4 . If the party you want to call is not displayed, press the Page Right ( ) button to display the next page of entries. Continue until the number/party you want displays. You can also press the Page Left...
Page 26 - Receiving Calls; Call Handling Features; Adding another party to a call
Using Your 4620/4620SW/4621SW IP Telephone 26 4620/4620SW/4621SW IP Telephone User Guide Receiving Calls When someone calls you and the Phone screen is active, the Bell ( ) icon appears as the phone rings and (if so administered) the Voice Message light flashes. When the Phone screen is active, call...
Page 27 - Adding a held call to the current call; Dropping the last person added to the call; Hold; Placing a call on hold; Retrieving the held call; Mute; Preventing the other person on the line from hearing you
Call Handling Features Issue 4 November 2006 27 Adding a held call to the current call 1. Press the Conference ( ) button. The icon on the current line changes to the Soft Hold ( ) icon . 2. Press the Line/Feature button of the held call. 3. Press the Conference ( ) button again. All parties are now...
Page 28 - Changing from the Speaker to the handset or headset; Turning the Speaker on during a call
Using Your 4620/4620SW/4621SW IP Telephone 28 4620/4620SW/4621SW IP Telephone User Guide Speaker A two-way, built-in Speaker allows you to place and answer calls without lifting the handset. Note: Note: It is also possible to disable the Speaker feature or limit it to one-way operation. If your Spea...
Page 29 - Turning the Speaker off during a call; Sending a call to another telephone
Call Handling Features Issue 4 November 2006 29 Turning the Speaker off during a call Lift the handset or activate the headset at any time. The Speaker and the corresponding indicator light turn off. Voice control reverts to the handset/headset . Ending a call while the Speaker is active Press the S...
Page 30 - Logging In
Using Your 4620/4620SW/4621SW IP Telephone 30 4620/4620SW/4621SW IP Telephone User Guide Retrieving a Voice Mail Message When someone leaves a message in your voice mailbox, the Message Indicator ( ), the red light at the top middle of the phone illuminates. Follow your standard voice mail retrieval...
Page 31 - Additional Login Prompts and Messages
Logging Off the Phone Issue 4 November 2006 31 Password entry: If the Password: field displays asterisks, indicating the telephone has stored your password, press # to accept the hidden password. The telephone never displays your password for security purposes. If the Password: field does not displa...
Page 33 - Entering Characters Using the Dialpad
Issue 4 November 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 ...
Page 34 - Editing During or After Entry
Using the Speed Dial Application 34 4620/4620SW/4621SW IP Telephone User Guide Editing During or After Entry Editing commands display below the Number field, next to certain Line/Feature buttons. The commands and their actions are: ● Clear - Remove all characters from the field in which the cursor c...
Page 35 - Name Entry Example
Entering Data on Speed Dial Screens Issue 4 November 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)...
Page 36 - Adding a Speed Dial Button
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...
Page 37 - Updating Speed Dial Button Label Information
Updating Speed Dial Button Label Information Issue 4 November 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 alphabetic...
Page 38 - Deleting a Speed Dial Button Label
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...
Page 39 - About the Call Log
Issue 4 November 2006 39 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 ...
Page 40 - Viewing a Call Log
Using the Call Log Application 40 4620/4620SW/4621SW IP Telephone User Guide Viewing a Call Log To view a Call Log: 1. Access the Call Log application by pressing the Log softkey. The Missed Call Log Main screen displays the Caller’s name, number, and time/date of the first six unanswered calls . No...
Page 41 - Adding a Call Log Entry to a Speed Dial Button
Adding a Call Log Entry to a Speed Dial Button Issue 4 November 2006 41 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 ...
Page 42 - Deleting Call Log Entries; Deleting a Single Call Log Entry
Using the Call Log Application 42 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 ...
Page 43 - Deleting All Entries from a Call Log; Disabling the Call Log
Disabling the Call Log Issue 4 November 2006 43 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 Incom...
Page 45 - Chapter 5: Using the Web Access Application
Issue 4 November 2006 45 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 o...
Page 46 - Web Access Authentication; Navigating Web Pages
Using the Web Access Application 46 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...
Page 48 - Entering Text on Web Pages
Using the Web Access Application 48 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...
Page 52 - Accessing the Options Main Menus
4620/4620SW/4621SW IP Telephone Options 52 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...
Page 53 - Setting the Redial Option
Application Options Issue 4 November 2006 53 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 ap...
Page 54 - Setting the Phone Screen on Answer? Option; Setting the Phone Screen on Calling? Option
4620/4620SW/4621SW IP Telephone Options 54 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...
Page 55 - Setting the Display Call Timers? Option; Setting the Message Display Rate
Application Options Issue 4 November 2006 55 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)...
Page 56 - Setting the Call Appearance Width; Setting Visual Alerting
4620/4620SW/4621SW IP Telephone Options 56 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...
Page 57 - Personal Ringing Options
Personal Ringing Options Issue 4 November 2006 57 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 Li...
Page 58 - Status Screen Viewing Options; Viewing IP Address Status
4620/4620SW/4621SW IP Telephone Options 58 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...
Page 59 - Viewing Interface Status; Changing the Display Contrast
Changing the Display Contrast Issue 4 November 2006 59 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 ...
Page 60 - Viewing the Network Audio Quality
4620/4620SW/4621SW IP Telephone Options 60 4620/4620SW/4621SW IP Telephone User Guide Viewing the Network Audio Quality In the event you experience poor audio quality during a call, the problem is likely with your network. Your LAN Administrator might ask you to display this screen to diagnose or tr...
Page 61 - Reinstating the Phone After a Log Off; Backup/Restore Options
Backup/Restore Options Issue 4 November 2006 61 Reinstating the Phone After a Log Off When your phone is logged off, the top line displays “Ext. =*.” 1. To reinstate your phone following a log off, use the dialpad to enter your Extension Number, then press the Pound (#) key. The display prompts for ...
Page 62 - Settings Saved During a Backup
4620/4620SW/4621SW IP Telephone Options 62 4620/4620SW/4621SW IP Telephone User Guide Settings Saved During a Backup When the Backup/Restore Option is properly administered, Backup/Restore saves the following settings and preferences: ● Personalized Ring setting ● Redial setting ● Phone Screen on An...
Page 63 - Setting the Automatic Backup Option
Backup/Restore Options Issue 4 November 2006 63 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. ...
Page 64 - Verifying Backup/Retrieval Status
4620/4620SW/4621SW IP Telephone Options 64 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...
Page 65 - Retrieving and Restoring Data from a Backup File
Backup/Restore Options Issue 4 November 2006 65 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...
Page 68 - Feature Button Labeling
4620/4620SW/4621SW IP Telephone Options 68 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...
Page 70 - Changing a Phone/PC Ethernet Interface
4620/4620SW/4621SW IP Telephone Options 70 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...
Page 71 - Selecting an Alternate Language
Selecting an Alternate Language Issue 4 November 2006 71 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 T...
Page 73 - Chapter 7: Headsets and Handsets
Issue 4 November 2006 73 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 Av...
Page 74 - Handsets for 4600 Series IP Telephones
Headsets and Handsets 74 4620/4620SW/4621SW IP Telephone User Guide Handsets for 4600 Series IP Telephones Specialized handsets are available for noisy environments, hearing-impaired users, and other special purposes. See the following table for specialized handsets and replacement handsets for your...
Page 75 - Interpreting Ringer Tones
Issue 4 November 2006 75 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...
Page 77 - Interpreting Display Icons; Testing the Telephone's Lights and Display
Interpreting Display Icons Issue 4 November 2006 77 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 s...
Page 78 - Basic Troubleshooting Chart
Telephone Management and Troubleshooting 78 4620/4620SW/4621SW IP Telephone User Guide Basic Troubleshooting Chart Problem/Symptom Suggested Solution Phone does not activate after connecting it the first time. Unless your System Administrator has already initialized your telephone, you might experie...
Page 81 - Resetting and Power Cycling the IP Telephone; Resetting Your Phone
Resetting and Power Cycling the IP Telephone Issue 4 November 2006 81 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 C...
Page 82 - Power Cycling the Phone
Telephone Management and Troubleshooting 82 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...
Page 83 - Numerical
Issue 4 November 2006 83 Index Index Numerical 4600 Series IP Telephones Handsets . . . . . . . . . . . . . . . . . . . . 74 Headsets for . . . . . . . . . . . . . . . . . . 73 4620/4620SW/4621SW Applications, Troubleshooting . . . . . . . . . . . . . . . . . 79 4620/4620SW/4621SW IP Telephone . . ....
