4620/4620SW IP Telephone Release 2.1 User'

4620/4620SW IP Telephone
Release 2.1
User’s Guide
555-233-781
Issue 2.1
July 2004
Copyright 2004, Avaya Inc.
All Rights Reserved
Notice
Every effort was made to ensure that the information in this document
was complete and accurate at the time of printing. However,
information is subject to change.
Warranty
Avaya Inc. provides a limited warranty on this product. Refer to your
sales agreement to establish the terms of the limited warranty. In
addition, Avaya’s standard warranty language as well as information
regarding support for this product, while under warranty, is available
through the following Web site: http://www.avaya.com/support.
Preventing Toll Fraud
“Toll fraud” is the unauthorized use of your telecommunications
system by an unauthorized party (for example, a person who is not a
corporate employee, agent, subcontractor, or is not working on your
company's behalf). Be aware that there may be a risk of toll fraud
associated with your system and that, if toll fraud occurs, it can result
in substantial additional charges for your telecommunications
services.
Avaya Fraud Intervention
If you suspect that you are being victimized by toll fraud and you need
technical assistance or support, in the United States and Canada, call
the Technical Service Center's Toll Fraud Intervention Hotline at
1-800-643-2353.
Disclaimer
Avaya is not responsible for any modifications, additions or deletions
to the original published version of this documentation unless such
modifications, additions or deletions were performed by Avaya.
Customer and/or End User agree to indemnify and hold harmless
Avaya, Avaya's agents, servants and employees against all claims,
lawsuits, demands and judgments arising out of, or in connection with,
subsequent modifications, additions or deletions to this documentation
to the extent made by the Customer or End User.
How to Get Help
For additional support telephone numbers, go to the Avaya support
Web site: http://www.avaya.com/support. If you are:
• Within the United States, click the Escalation Management link.
Then click the appropriate link for the type of support you need.
• Outside the United States, click the Escalation Management link.
Then click the International Services link that includes telephone
numbers for the international Centers of Excellence.
Providing Telecommunications Security
Telecommunications security (of voice, data, and/or video
communications) is the prevention of any type of intrusion to (that is,
either unauthorized or malicious access to or use of) your company's
telecommunications equipment by some party.
Your company's “telecommunications equipment” includes both this
Avaya product and any other voice/data/video equipment that could be
accessed via this Avaya product (that is, “networked equipment”).
An “outside party” is anyone who is not a corporate employee, agent,
subcontractor, or is not working on your company's behalf. Whereas, a
“malicious party” is anyone (including someone who may be
otherwise authorized) who accesses your telecommunications
equipment with either malicious or mischievous intent.
Such intrusions may be either to/through synchronous (timemultiplexed and/or circuit-based) or asynchronous (character-,
message-, or packet-based) equipment or interfaces for reasons of:
• Utilization (of capabilities special to the accessed equipment)
• Theft (such as, of intellectual property, financial assets, or toll
facility access)
• Eavesdropping (privacy invasions to humans)
• Mischief (troubling, but apparently innocuous, tampering)
• Harm (such as harmful tampering, data loss or alteration,
regardless of motive or intent)
Be aware that there may be a risk of unauthorized intrusions
associated with your system and/or its networked equipment. Also
realize that, if such an intrusion should occur, it could result in a
variety of losses to your company (including but not limited to,
human/data privacy, intellectual property, material assets, financial
resources, labor costs, and/or legal costs).
Responsibility for Your Company’s Telecommunications Security
The final responsibility for securing both this system and its
networked equipment rests with you - Avaya’s customer system
administrator, your telecommunications peers, and your managers.
Base the fulfillment of your responsibility on acquired knowledge and
resources from a variety of sources including but not limited to:
•
•
•
•
•
•
Installation documents
System administration documents
Security documents
Hardware-/software-based security tools
Shared information between you and your peers
Telecommunications security experts
To prevent intrusions to your telecommunications equipment, you and
your peers should carefully program and configure:
• Your Avaya-provided telecommunications systems and their
interfaces
• Your Avaya-provided software applications, as well as their
underlying hardware/software platforms and interfaces
• Any other equipment networked to your Avaya products
TCP/IP Facilities
Customers may experience differences in product performance,
reliability and security depending upon network configurations/design
and topologies, even when the product performs as warranted.
Standards Compliance
Avaya Inc. is not responsible for any radio or television interference
caused by unauthorized modifications of this equipment or the
substitution or attachment of connecting cables and equipment other
than those specified by Avaya Inc. The correction of interference
caused by such unauthorized modifications, substitution or attachment
will be the responsibility of the user. Pursuant to Part 15 of the Federal
Communications Commission (FCC) Rules, the user is cautioned that
changes or modifications not expressly approved by Avaya Inc. could
void the user’s authority to operate this equipment.
Product Safety Standards
This product complies with and conforms to the following
international Product Safety standards as applicable:
Safety of Information Technology Equipment, IEC 60950, 3rd
Edition, or IEC 60950-1, 1st Edition, including all relevant national
deviations as listed in Compliance with IEC for Electrical Equipment
(IECEE) CB-96A.
Safety of Information Technology Equipment, CAN/CSA-C22.2
No. 60950-00 / UL 60950, 3rd Edition, or CAN/CSA-C22.2 No.
60950-1-03 / UL 60950-1.
Safety Requirements for Customer Equipment, ACA Technical
Standard (TS) 001 - 1997.
One or more of the following Mexican national standards, as
applicable: NOM 001 SCFI 1993, NOM SCFI 016 1993, NOM 019
SCFI 1998
Electromagnetic Compatibility (EMC) Standards
This product complies with and conforms to the following
international EMC standards and all relevant national deviations:
Limits and Methods of Measurement of Radio Interference of
Information Technology Equipment, CISPR 22:1997 and
EN55022:1998. Information Technology Equipment – Immunity
Characteristics – Limits and Methods of Measurement, CISPR
24:1997 and EN55024:1998, including:
•
•
•
•
•
Electrostatic Discharge (ESD) IEC 61000-4-2
Radiated Immunity IEC 61000-4-3
Electrical Fast Transient IEC 61000-4-4
Lightning Effects IEC 61000-4-5
Conducted Immunity IEC 61000-4-6
Federal Communications Commission Statement
Part 15:
Note: This equipment has been tested and found to comply with
the limits for a Class B digital device, pursuant to Part 15 of the
FCC Rules. These limits are designed to provide reasonable
protection against harmful interference when the equipment is
operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if
not installed and used in accordance with the instruction manual,
may cause harmful interference to radio communications.
Operation of this equipment in a residential area is likely to cause
harmful interference in which case the user will be required to
correct the interference at his own expense.
Part 68: Answer-Supervision Signaling
Allowing this equipment to be operated in a manner that does not
provide proper answer-supervision signaling is in violation of Part 68
rules. This equipment returns answer-supervision signals to the public
switched network when:
• answered by the called station,
• answered by the attendant, or
• routed to a recorded announcement that can be administered by
the customer premises equipment (CPE) user.
This equipment returns answer-supervision signals on all direct
inward dialed (DID) calls forwarded back to the public switched
telephone network. Permissible exceptions are:
• A call is unanswered.
• A busy tone is received.
• A reorder tone is received.
number signifies that registration was performed based on a
Declaration of Conformity indicating that Industry Canada technical
specifications were met. It does not imply that Industry Canada
approved the equipment.
Declarations of Conformity
United States FCC Part 68 Supplier’s Declaration of Conformity
(SDoC)
Avaya Inc. in the United States of America hereby certifies that the
equipment described in this document and bearing a TIA TSB-168
label identification number complies with the FCC’s Rules and
Regulations 47 CFR Part 68, and the Administrative Council on
Terminal Attachments (ACTA) adopted technical criteria.
Avaya further asserts that Avaya handset-equipped terminal
equipment described in this document complies with Paragraph
68.316 of the FCC Rules and Regulations defining Hearing Aid
Compatibility and is deemed compatible with hearing aids.
Copies of SDoCs signed by the Responsible Party in the U. S. can be
obtained by contacting your local sales representative and are
available on the following Web site: http://www.avaya.com/support.
All Avaya media servers and media gateways are compliant with FCC
Part 68, but many have been registered with the FCC before the SDoC
process was available. A list of all Avaya registered products may be
found at: http://www.part68.org by conducting a search using “Avaya”
as manufacturer.
European Union Declarations of Conformity
Avaya Inc. declares that the equipment specified in this document
bearing the “CE” (Conformité Europeénne) mark conforms to the
European Union Radio and Telecommunications Terminal Equipment
Directive (1999/5/EC), including the Electromagnetic Compatibility
Directive (89/336/EEC) and Low Voltage Directive (73/23/EEC). This
equipment has been certified to meet CTR3 Basic Rate Interface (BRI)
and CTR4 Primary Rate Interface (PRI) and subsets thereof in CTR12
and CTR13, as applicable.
Copies of these Declarations of Conformity (DoCs) can be obtained
by contacting your local sales representative and are available on the
following Web site: http://www.avaya.com/support.
Japan
This is a Class B product based on the standard of the Voluntary
Control Council for Interference by Information Technology
Equipment (VCCI). If this equipment is used in a domestic
environment, radio disturbance may occur, in which case, the user
may be required to take corrective actions.
Avaya attests that this registered equipment is capable of providing
users access to interstate providers of operator services through the use
of access codes. Modification of this equipment by call aggregators to
block access dialing codes is a violation of the Telephone Operator
Consumers Act of 1990.
Means of Connection
Connection of this equipment to the telephone network is shown in the
following tables.
Canadian Department of Communications (DOC) Interference
Information
To order copies of this and other documents:
Call:
Avaya Publications Center
Voice 1.800.457.1235 or 1.207.866.6701
FAX 1.800.457.1764 or 1.207.626.7269
Write:
Globalware Solutions
200 Ward Hill Avenue
Haverhill, MA 01835 USA
Attention: Avaya Account Management
E-mail:
totalware@gwsmail.com
This Class B digital apparatus complies with Canadian ICES-003.
Cet appareil numérique de la classe B est conforme à la norme
NMB-003 du Canada.
This equipment meets the applicable Industry Canada Terminal
Equipment Technical Specifications. This is confirmed by the
registration number. The abbreviation, IC, before the registration
For the most current versions of documentation, go to the Avaya
support Web site: http://www.avaya.com/support.
Contents
Contents
About This Guide
• Overview
9
• Intended Audience
9
• Issue Date
9
• How to Use This Document
9
• Document Organization
10
Symbolic Conventions
10
Typographic Conventions
11
Introducing Your 4620/4620SW IP Telephone
11
13
• Introduction
13
• The 4620/4620SW IP Telephone
13
• About the Feature Key Expansion Unit (EU24)
17
• Navigating Application Screens
17
• 4620/4620SW IP Telephone Applications
19
Phone Application
19
Speed Dial Application
19
Call Log Application
19
Web Access Application (Optional)
20
4620/4620SW Telephone Options
20
• Additional 4620/4620SW Functionality
2
10
Conventions Used
• Related Documentation
1
9
20
Push Feature
20
Automatic Retrieval Feature
21
Using Your 4620/4620SW IP Telephone
23
• Introduction
23
• Call Appearances
23
• Making Calls
23
Manual Dialing
24
Automatic Dialing
24
• Receiving Calls
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
27
5
Contents
• Call Handling Features
3
4
28
Conference
28
Hold
29
Mute
29
Speakerphone
29
Transfer
31
• Retrieving a Voice Mail Message
31
• Logging Off the Phone
32
Reinstating the Phone After a Logoff
32
Forcing a Login to the Phone
32
Using the Speed Dial Application
• Introduction
33
• Entering Data on Speed Dial Screens
33
Entering Characters Using the Dialpad
33
Editing During or After Entry
34
Name Entry Example
34
• Adding a Speed Dial Button
35
• Updating Speed Dial Button Label Information
36
• Deleting a Speed Dial Button Label
37
Using the Call Log Application
39
• About the Call Log
39
• Viewing a Call Log
40
• Adding a Call Log Entry to a Speed Dial Button
41
• Deleting Call Log Entries
42
Deleting a Single Call Log Entry
42
Deleting All Entries from a Call Log
42
43
Using the Web Access Application
45
• Introduction
45
• Web Access Authentication
46
• Navigating Web Pages
46
Navigating the Home Page and Other
Standard-Size Web Pages
6
39
• Introduction
• Disabling the Call Log
5
33
47
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
Contents
• Entering Text on Web Pages
Entering Characters Using the Dialpad
• Adding a Speed Dial Button for a Web site Telephone Number
6
4620/4620SW IP Telephone Options
48
49
50
51
• Introduction
51
• Accessing the Options Main Menus
52
• Application Options
53
Setting the Redial Option
53
Setting the Phone Screen on Answer? Option
53
Setting the Phone Screen on Calling? Option
54
Setting the Display Call Timers? Option
54
Setting the Message Display Rate
55
Setting the Call Appearance Width
55
Setting Visual Alerting
55
Enabling/Disabling the Call Log
55
• Personal Ringing Options
56
• Status Screen Viewing Options
57
Viewing IP Address Status
57
Viewing Quality of Service (QoS) Status
57
Viewing Interface Status
57
Viewing Miscellaneous Status
57
• Changing the Display Contrast
58
• Viewing the Network Audio Quality
58
• Logging Off the 4620/4620SW IP Telephone
59
Reinstating the Phone After a Log Off
• Backup/Restore Options
59
59
Settings Saved During a Backup
60
Setting the Automatic Backup Option
61
Verifying Backup/Retrieval Status
62
Retrieving and Restoring Data from a Backup File
63
Setting a User ID, Password, and other FTP
(File Transfer Protocol) Options
64
• Feature Button Labeling
66
• Changing a Phone/PC Ethernet Interface
67
• Selecting an Alternate Language
68
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
7
Contents
7
8
Headsets and Handsets
69
• Introduction
69
• Headsets for 4600 Series IP Telephones
69
• Handsets for 4600 Series IP Telephones
70
Telephone Management and Troubleshooting
• Introduction
71
• Interpreting Ringer Tones
71
• Interpreting Display Icons
72
• Testing Your Phone
73
Testing the Telephone's Lights and Display
73
• Basic Troubleshooting Chart
73
• Troubleshooting 4620 Applications
75
• Resetting and Power Cycling the IP Telephone
77
Resetting Your Phone
77
Power Cycling the Phone
78
Index
8
71
79
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
About This Guide
Overview
About This Guide
Overview
This guide covers how to use your new 4620/4620SW IP Telephone. The 4620/4620SW is simple to use
while offering the latest advances in telephony systems. IP (Internet Protocol) telephones obtain their
operational characteristics from your central telephone server rather than residing in the phone unit itself.
Updates and new features are downloaded to your phone without intervention or the need for phone
replacement.
This guide contains eight chapters, geared to how you actually use the phone, each of which is described
in the section titled Document Organization.
Intended Audience
This document is intended for IP telephone users who have a 4620/4620SW IP Telephone. It is not
intended to be a technical reference guide for System Administrators or phone technicians.
Issue Date
This document was issued for the first time in July, 2002. It was revised for Release 1.8 in June, 2003, for
Release 2.0 in December, 2003, and for Release 2.1 in July, 2004. The current version of this guide (July,
2004) supersedes all previous versions.
How to Use This Document
This guide is organized to help you find topics in a logical manner. Read it from start to finish to get a
thorough understanding of how to use your 4620/4620SW IP Telephone, or use the Table of Contents or
Index to locate information specific to a task or function you want to perform.
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
9
About This Guide
Document Organization
Document Organization
This guide contains the following chapters:
Chapter 1, “Introducing Your
4620/4620SW IP Telephone”
Describes each element on the face of the telephone.
Chapter 2, “Using Your
4620/4620SW IP Telephone”
Covers all call-related information, such as initiating calls,
receiving calls, speed dialing, calling a party on the call
log, conferencing and transferring calls, accessing and
retrieving voice mail messages, logging off the phone for
security purposes and logging back on to the phone.
Chapter 3, “Using the Speed Dial
Application”
Describes how to add, update, and remove speed dial
buttons, to facilitate quick dialing of frequently called
numbers.
Chapter 4, “Using the Call Log
Application”
Describes how to view entries on each of the three types of
call logs, add a log entry to a speed dial button, and delete
one or more call log entries.
Chapter 5, “Using the Web Access
Application”
Explains how to use the 4620/4620SW’s web access
functions.
Chapter 6, “4620/4620SW IP
Telephone Options”
Provides first-time use setup and ongoing maintenance
procedures for 4620/4620SW telephone options. Also
covers troubleshooting certain phone functions.
Chapter 7, “Headsets and Handsets”
Provides a list of headsets and handsets compatible with
4600 Series IP telephones, and ordering information.
Chapter 8, “Telephone Management
and Troubleshooting”
Covers testing your phone’s operation and provides basic
troubleshooting actions, if you encounter errors or
experience problems.
Conventions Used
This guide uses the following textual, symbolic, and typographic conventions to help you interpret
information.
Symbolic Conventions
NOTE:
This symbol precedes additional information about a topic.
10
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
About This Guide
Related Documentation
Typographic Conventions
This guide uses the following typographic conventions:
Document
Underlined type indicates a section or sub-section in this document containing
additional information about a topic.
“Document”
Italic type enclosed in quotes indicates a reference to an external document or a
specific chapter/section of an external document.
Italics
Italic type indicates the result of an action you take or a system response in step
by step procedures.
Conference
In step by step procedures, words shown in bold represent a single telephone
button that should be pressed/selected.
Related Documentation
This guide and other related documentation is available online at the following URL:
http://www.avaya.com/support.
For a Quick Reference to 4620/4620SW features and applications, see the “4620/4620SW IP Telephone
Quick Reference” (Document Number 16-300003).
For information related to installing an IP Telephone, see the “4600 Series IP Telephone Installation
Guide” (Document Number 555-233-128).
For information related to mounting a 4620/4620SW IP Telephone on a wall, see “Wall Mount
Instructions for the 4620/4620SW IP Telephone” (Document Number 555-233-162).
For information related to maintaining an IP Telephone System on a Local Area Network, see the “4600
Series IP Telephone LAN Administrator’s Guide” (Document Number 555-233-507).
Standard telephone features are described in Chapter 17, “Telephony” of the Overview for Avaya
Communication Manager (Document Number 555-233-767).
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
11
About This Guide
Related Documentation
12
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
Introducing Your 4620/4620SW IP Telephone
Introduction
1
Introducing Your 4620/4620SW IP
Telephone
Introduction
This chapter introduces you to the layout of the 4620/4620SW IP Telephone. It provides a description for
each functional button and other phone characteristics, briefly describes each 4620/4620SW application,
and provides basic instructions for navigating display screens.
NOTE:
The 4620 and 4620SW IP Telephones have the exact same appearance, user interface, and
functionality. The phones do have somewhat different internal circuitry, and only the
4620SW supports Russian and multi-byte characters (Chinese and Japanese), as covered
in Chapter 6, “4620/4620SW IP Telephone Options”: Selecting an Alternate Language.
When the term “4620” is used anywhere in this document, the information also applies to
the 4620SW, unless otherwise noted.
The 4620/4620SW IP Telephone
The 4620/4620SW IP Telephone is an innovative telephone that gives you access to the World Wide Web
while offering the latest features and applications. The large display area allows up to 12 applicationspecific buttons to be presented and labeled at one time. Additionally, 12 Line/Feature buttons, 4
softkeys, and other fixed buttons provide access to powerful capabilities such as:
•
•
•
•
call server-based features,
speed dialing,
a Call Log, and
a WML (Wireless Markup Language, a web development protocol) browser.
This last feature is covered in detail in Chapter 5, “Using the Web Access Application”. The WML
browser provides access to Web sites tailored specifically for devices with smaller display screens like
cell phones and Personal Data Assistants.
In addition to these features and applications, the 4620/4620SW provides a robust menu of options to
customize your phone preferences.
Your telephone’s display area coincides with how your System Administrator sets up the Line/Feature
buttons. The 4 softkeys assist you in using 4620/4620SW applications and features. The 14 standard
(labeled) buttons assist in telephone operation and call handling. A built-in, two-way speakerphone, and
an infrared interface combine to provide ease of use and flexibility. The telephone has an adjustable stand
which moves to optimize your viewing position via the button on the back.
Figure 1 shows the face of the 4620/4620SW IP Telephone. This diagram contains numbered “callouts”
identifying the phone’s primary features and buttons. Each callout is described in detail in Table 1
following the diagram.
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
13
Introducing Your 4620/4620SW IP Telephone
The 4620/4620SW IP Telephone
Figure 1: 4620/4620SW IP Telephone
1
2
3
3
4
4
5
7
8
6
16
9
17
10
18
11
12
14
19
13
20
14
21
15
22
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
Introducing Your 4620/4620SW IP Telephone
The 4620/4620SW IP Telephone
Table 1: 4620/4620SW IP Telephone Button/Feature Descriptions
Callout
Number
Button/Feature
Name
Button/Feature
Description
1
Message Waiting
Lamp
When lit, indicates you have a message waiting on your voice
messaging system. This indicator can also be optioned to flash
for incoming calls.
(
)
2
Display
The display screen is 4 inches by 2.9 inches. Information
displayed varies according to the application/function currently
active. When the phone is idle, the top area displays the current
date and time. When someone is calling you, the name/phone
number of that person displays in the top area. The display has
eight lines. Six display lines are devoted to the current
application. One line shows softkey labels for the current
application and one line shows Help and other procedural
messages. Four grayscale colors are used to indicate activity.
3
Line/Feature
buttons
Twelve Line/Feature buttons provide both call appearances
(lines for incoming and outgoing calls) and application-specific
functionality.
(
4
)
Softkeys
(
5
Displays the Phone application main screen or, if applicable,
exits the current call server-based feature and normalizes the
display.
)
Options
(
7
)
Phone/Exit
(
6
Used to navigate to, or start application-specific actions, such
as Call a number, Cancel the current activity, Save entered
data, and Store a speed dial label.
Displays the Options main screen, from which display and
application settings can be updated.
)
Page Right/Left
(
)
Shifts from one page to another in the same application, when
the display presents the “paging indicator” (
). These
buttons have no effect when the Paging Indicator is not
displayed.
8
Speaker LED
Indicator
Lights steadily when the Speakerphone is active.
9
Speaker
Accesses the Speakerphone feature.
(
)
10
Headset LED
Indicator
Lights steadily when the headset is active.
11
Headset
With a headset connected, changes audio control from the
handset or speaker to the headset.
(
)
4620/4620SW IP Telephone Release 2.1 User’s Guide
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15
Introducing Your 4620/4620SW IP Telephone
The 4620/4620SW IP Telephone
Table 1: 4620/4620SW IP Telephone Button/Feature Descriptions Continued
Callout
Number
Button/Feature
Name
Button/Feature
Description
12
Mute LED
Indicator
Lights steadily when the handset, headset or Speakerphone is
muted.
13
Mute
Turns off the active Speakerphone, handset, or headset
microphone, to prevent the other person from hearing you.
(
14
Volume Control
(
)
(
)
Adjusts the handset, speaker, headset, or ringer volume,
depending on which item is in use. When you increase or
decrease the volume, the top display area shows an icon to
indicate the item for which you are adjusting the volume. A
visual “volume meter” that shows the volume level follows the
icon. This button also controls the volume of the key click
sounds. Key clicks sound when you press fixed buttons on the
phone such as the dialpad or softkeys.
15
Headset Jack
Provides a port for connecting a headset on the underside of the
phone.
16
Hold
Red button used to place a call on hold.
(
17
18
)
)
Redial
(
Sets up conference calls with more than one other person.
)
Drop
(
20
Transfers a call to another phone.
Conference
(
19
)
Transfer
(
16
)
)
Drops the last person added to a Conference call or ends the
current call, if you are not on a Conference call.
Redials the last number dialed from the phone or displays a list
of the last six numbers dialed for selection. Set using the
Options button described in Chapter 6, “4620/4620SW IP
Telephone Options”.
21
Numeric (Dialing)
Pad
Standard 12 button pad for dialing phone numbers.
22
Feature Key
Expansion Unit
Connection Jack
Provides a port (on the underside of the phone) for connecting
the optional EU24 (Feature Key Expansion Unit), which
provides additional telephone Feature buttons.
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
Introducing Your 4620/4620SW IP Telephone
About the Feature Key Expansion Unit (EU24)
About the Feature Key Expansion Unit (EU24)
The Feature Key Expansion Unit is an optional device that can be connected to your 4620 IP Telephone.
The EU24 contains 24 buttons onto which your System Administrator sets up additional IP Telephone
features and/or call appearances (incoming and outgoing lines).
For usage instructions, see the “EU24 Expansion Module User’s Guide” (Document Number 555-250702, available at http://www.avaya.com/support).
Navigating Application Screens
Your 4620 IP Telephone uses Phone Feature buttons, Line/Feature buttons, and Softkeys to allow you
maximum flexibility in phone operation and application usage. While reviewing this section, it can help
to refer to 4620/4620SW IP Telephone, Figure 1, 4620/4620SW IP Telephone, on page 14.
Phone Feature buttons are used in the Phone application and appear on the face of the telephone around
the dialpad. Phone buttons have an icon on the top of the button, to indicate the button’s function. These
buttons provide mostly call-handling features like Transfer, Conference, Hold, or Redial. Two new phone
feature buttons are:
• Phone/Exit (
) - used to exit call server-based features and restore the Phone screen to the
display, and
• Options (
) - used to access the Options function to set certain phone parameters and view
phone/server/connection status and other information for troubleshooting.
The Page Right and Page Left buttons (
) (between the Phone/Exit and Options buttons) are
also considered phone buttons. Use them to move forward (Right Arrow) or backward (Left Arrow) from
one display screen to another. These paging buttons work in conjunction with the paging indicators
(
) you may see on an application screen. Paging indicators show that a screen has more than one
page, and allow you to navigate forward and back through those additional pages. To activate the function
or feature represented by a phone button, just press the appropriate button.
Line/Feature buttons (
) appear on both sides of the display area. These buttons provide call
appearances (Lines) and other call-related features (as administered by your System Administrator) in the
Phone application. They also serve as application-specific buttons in the Call Log or other applications.
For example, pressing a Line/Feature button in the Call Log application selects the corresponding entry,
allowing you to take further action with your selection. When you enter text on a screen (for example, a
Speed Dial button label), several Line/Feature buttons provide editing features like backspacing or
hyphenation.
Here is an example of the difference between a Line/Feature button’s functionality in the Phone
application versus other applications. To call someone from the Phone application (the default display
screen) you press the first Line/Feature (call appearance) button and dial your party. But in the Call Log
application, pressing the first Line/Feature button displays detailed information about the first call log
entry.
In addition to the call-related icons and features explained in Table 1, the icons and background display
colors in Table 2 are associated with certain administrable features on the call server, and might appear on
the display. Several features, such as flash, wink, and flutter, are associated with Call Center operations,
and might not apply to many 4620 users.
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Introducing Your 4620/4620SW IP Telephone
Navigating Application Screens
Table 2: Icons/Background Colors for Features on the 4620/4620SW4620/4620SW
Icon
Description/
Condition
Feature Button Display
Background Color
None
Feature is on/active.
White
None
Feature is off/inactive.
Light Gray
None
Feature denied (Broken Flutter). This is a temporary
condition, accompanied by an “error beep” on the
first occurrence. This condition then changes to the
off/inactive state.
Light Gray
None
Idle. Indicates a (call appearance) line is available.
White
Ringing. Indicates an incoming call is arriving on
this line.
White
Active. Indicates the line is in use.
Light Gray
On Hold. Indicates a call is on hold on this line.
Dark Gray
(Soft) Hold. Indicates this line's call was put on hold
pending a conference or a transfer.
Dark Gray
Flash. Used for Call Center operations.
Light Gray
Flutter. Used for Call Center operations.
Light Gray
Wink. Used for Call Center operations.
Light Gray
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, edit, delete, or cancel. The labels above the softkeys reflect their function relative only to that
specific screen.
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Introducing Your 4620/4620SW IP Telephone
4620/4620SW IP Telephone Applications
4620/4620SW IP Telephone Applications
Your 4620 IP Telephone provides four applications (Phone, Speed Dial, Call Log, and Web).
Additionally, use the Options function to define settings, personalize your phone, and troubleshoot
certain functions. All applications appear in the display area, accessed by the softkeys appearing below
the display.
A brief description of each application follows.
Phone Application
The Phone application is the primary application. Use this application to make and receive calls, and
perform call-handling operations like conference calling or transferring calls to another phone.
Chapter 2, “Using Your 4620/4620SW IP Telephone” provides information on using the Phone
application.
Speed Dial Application
The Speed Dial application provides access to speed dial buttons, which facilitate automatic dialing. Use
this application to:
• set up buttons for speed dialing,
• update speed dial button labels, or
• remove the label from a speed dial button.
Chapter 3, “Using the Speed Dial Application” describes how to set up, update and remove labels from
speed dial buttons. Calling using a speed dial button is covered in Chapter 2, “Using Your 4620/4620SW
IP Telephone”.
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 phone number to a speed dial button. In addition, you can disable the Call Log for privacy purposes
by setting the Call Log Disable option, as described in Chapter 6, “4620/4620SW IP Telephone Options”.
Chapter 4, “Using the Call Log Application” covers viewing, deleting log entries, and adding a Call Log
entry to a speed dial button. Making a call from the Call Log is covered in Chapter 2, “Using Your
4620/4620SW IP Telephone”.
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Introducing Your 4620/4620SW IP Telephone
Additional 4620/4620SW Functionality
Web Access Application (Optional)
The Web Access application allows you to access web pages reachable through links from a Home page
(and connected pages). This application is optional and is specifically administered by your System
Administrator. Depending on the Home page links available, you can browse Corporate intranet sites or
browse the World Wide Web.
Chapter 5, “Using the Web Access Application” covers navigating web access screens and pages, and
provides information about entering text on web pages. Making a call from the Web Access application is
covered in Chapter 2, “Using Your 4620/4620SW IP Telephone”.
4620/4620SW Telephone Options
Access the Options function using the Options (
) button below and to the right of the display
area. Using Options menus, you set certain phone parameters, such as display area contrast, how you
want the Redial button to work, the language in which information displays, when you want your saved
information backed up or restored, or how you want your Feature buttons labeled. You can also view
telephone status screens for troubleshooting or information purposes. Chapter 6, “4620/4620SW IP
Telephone Options” 4620/4620SW IP Telephone Options on page 51covers all options.
Additional 4620/4620SW Functionality
Push Feature
Your System Administrator can “push” a web page, a text message, an audio message, or any
combination of those items to your 4620/4620SW IP Telephone. Depending on how the pushed material
is administered, it may override what is otherwise presented by the telephone. In general, the pushed
content is also accompanied by one or more notification tones. Specifically, your System Administrator
can:
• Use the telephone’s browser to display a specific Web page instead of displaying whatever you
were viewing. Alternatively, the System Administrator can have a Web page available in the
background, for you to view when you use the Web application. Typically, in this second case,
you would generally get a message on the display’s top line alerting you to the waiting Web page.
• Present a text message on the top display line. This message may temporarily overwrite whatever
is otherwise displayed on the top line.
• Present an audio message, even if you are on a call. If you are not on a call, the telephone usually
goes off-hook automatically on the Speakerphone. If you are on a call, the party with whom you
are speaking is automatically put on Hold and cannot hear the pushed message. Once you start
hearing the pushed message, you can stop listening by selecting a Call Appearance Line (for
example, the line you were on when the pushed message came in), going back on-hook, etc.
Typically though, pushed audio messages involve emergencies or other important information,
and should be listened to. Once a message completes, you can return to your existing call.
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Introducing Your 4620/4620SW IP Telephone
Additional 4620/4620SW Functionality
Automatic Retrieval Feature
If your telephone is appropriately administered, (see Backup/Restore Options), you can store your Speed
Dial button data, options settings and other personal settings on an FTP (File Transfer Protocol) server in
your network. When you log in to any 4620/4620SW IP Telephone supporting Release 2.1 or later
software, that telephone attempts to retrieve your data from that server. Assuming both telephones (the
original phone and the second phone) are properly administered, this second telephone displays your data
and settings, even if you have never used that particular phone before. Your System Administrator has
more information about how this feature operates.
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Introducing Your 4620/4620SW IP Telephone
Additional 4620/4620SW Functionality
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Using Your 4620/4620SW IP Telephone
Introduction
2
Using Your 4620/4620SW IP
Telephone
Introduction
This chapter describes how to make calls, receive calls, retrieve voice mail messages, and log off your
4620/4620SW IP Telephone. The telephone Line/Feature buttons that assist in call handling are also
covered in this chapter.
Call Appearances
In the Phone application, a call appearance, by default, takes up the entire display width, while
administered feature buttons take up half the display width. When a call appearance is full-width, use the
Line/Feature buttons on either side of that row to select that call appearance, and usually, all associated
messages. When a call appearance is half-width (for example, the full width default has been changed),
use only the Line/Feature buttons on the appropriate side of that row to select that call appearance. In the
case of half-width call appearances, call-associated messages show on the top display line instead of on
that row. See Chapter 6, “4620/4620SW IP Telephone Options” for information about setting the call
appearance width.
Making Calls
You have several ways of making calls. You can:
•
•
•
•
lift the handset,
activate a headset if one is connected to your phone,
use the Speakerphone, or
use an automatic dial feature like speed dial, redial, or abbreviated dialing.
This section describes all of these calling methods.
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 IP Telephone Options” for details.
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Using Your 4620/4620SW IP Telephone
Making Calls
Manual Dialing
Dial a call manually by picking up the handset, activating your headset, or pressing the Speakerphone
button.
1
Pick up the handset, activate your headset, or press the Speakerphone button and dial.
If the Phone screen is active, the first available call appearance line displays the off-hook (
icon and the background appears shaded.
)
If the Phone screen is not active, the top display line provides call-related messages.
If applicable, the Call Timer displays at the top of the display area.
NOTE:
Displaying the Call Timer is optional and is set by means of the Options button. See
Chapter 6, “4620/4620SW IP Telephone Options” for information.
2
Use the dialpad to enter the number you want to call.
The number entered displays on the active call appearance line and the 4620 IP Telephone
initiates the call.
3
Hang up the handset, deactivate the headset, or press the Speakerphone button to end the call.
Automatic Dialing
Automatic dialing includes:
•
•
•
•
•
redialing a previously called number,
speed dialing a number programmed on a Speed Dial button,
using an administered Abbreviated Dialing Feature button to initiate a call,
dialing a party listed on your Call Log, or
dialing a party from a web page displayed through the Web Access application.
NOTE:
The 4620 IP Telephone often receives telephone numbers through the Call Log or Web
Access application that are not immediately “dialable.” For example, the Call Log might
contain an incoming call from the following U.S. phone number: 732-555-1234. In
general, if you try to dial that number as is, the call cannot go 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 dial those “extra” digits for
you. So with one touch, the telephone automatically dials 91-732-555-1234. Your
telephone administrator has information on setting up this Enhanced Dialing capability.
If all lines are in use, automatic dialing will not work.
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Using Your 4620/4620SW IP Telephone
Making Calls
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 IP Telephone Options”, covers setting the Redial feature. Both
procedures follow.
NOTE:
Your Telephone Administrator can turn off the Redial feature, or can restrict your phone to
dialing only the last number dialed. If the Redial feature is turned off, pressing the Redial
button generates an error tone. If the Redial feature is restricted to only the last number
dialed, follow the instructions below for Redialing the Last Number Called.
Redialing the last number called:
Press the Redial (
) Feature button.
The last number dialed is automatically redialed.
Redialing using a list of the last six numbers called:
1
Press the Redial (
) Feature button.
The Redial screen displays the last six unique numbers dialed and the prompt “Select number to
dial.” appears at the top of the display.
2
Press the Line/Feature button associated with the number you want to redial.
If the call can be dialed, the Phone application screen displays and the selected number dials
automatically.
If the selected number cannot be dialed (for example, if all call appearance lines are currently on
Hold), all Redial entries are disabled. If you press a number for redialing while in this state, an
error beep tone sounds and no further action occurs.
3
Proceed with the call.
A Call Log entry is created for this call.
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 pressing that button. For information on
setting up Speed Dial buttons, see Chapter 3, “Using the Speed Dial Application”. Because the 4620 IP
Telephone’s advanced capabilities allow up to 108 speed dial entries, speed dialing as described here is
convenient and efficient.
1
Press the SpDial softkey at the bottom of the display screen.
The first twelve Speed Dial buttons display, one name/number per button, and the prompt “Select
entry to dial.” appears at the top of the display area.
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 number/party you want displays. You can also press the Page Left (
) button to
display the preceding page of entries.
3
Press the Line/Feature button associated with the name/number of the person you want to call.
The number of the selected person dials automatically.
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Using Your 4620/4620SW IP Telephone
Making Calls
4
5
Pick up the handset, activate the headset, or use the Speakerphone to proceed with the call.
Hang up the handset, deactivate the headset, or press the Speakerphone (
the call.
) button to end
Automatically dialing a party using an
administered Line/Feature button
Your System Administrator can program individual numbers on Line/Feature buttons (this is called
Abbreviated Dialing). If so, such numbers display on the Phone application screen (or the Feature Key
Expansion Unit, if this optional device is attached to your phone) with labels assigned by the System
Administrator.
If the label for the number you want to call appears in the display area, press the appropriate
button,
or
Press the Page Right (
) or Page Left (
) button(s) below the display area until the label
of the party you want to call displays. Then press that button.
The number dials automatically and the screen displays the appropriate call appearance line as
active.
NOTE:
Usually, you can re-label administered Feature buttons as you see fit, as described in
Feature Button Labeling on page 66.
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 the bottom of the display area.
The first six missed calls display, one name/number per button, and the prompt “Select entry for
details.” appears at the top of the display area.
2
If the party you want to call is in a different Call Log, press the softkey that represents the Call
Log where that entry appears (either Outgo or InAns).
The selected Call Log displays.
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 (
) button to display
the preceding page of entries.
4
Press the Line/Feature button associated with the name/number of the person you want to call.
The associated Call Detail screen displays.
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Using Your 4620/4620SW IP Telephone
Receiving Calls
5
Select Call.
The phone goes off-hook and the selected party’s number is dialed. If the “Phone Screen on
Calling” option is set to “Yes” (as described in Chapter 6, “4620/4620SW IP Telephone
Options”) the Phone application screen displays. A Call Log entry is created for this call.
NOTE:
If your administrator has set up the Enhanced Dialing feature, selecting Call causes the
4620 to automatically add any appropriate digits (such as those required to get an outside
line) to phone numbers in the Missed and InAns Call Logs. If you press Call, but the call
does not go through, check with your Telephone Administrator to ensure that the
Enhanced Dialing feature is set up properly for your environment.
6
Proceed with the call as usual.
See Chapter 4, “Using the Call Log Application” for more information about the Call Log.
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, just select that link.
NOTE:
If your administrator has set up the Enhanced Dialing feature, selecting a link to call a
party causes the 4620 to automatically add any appropriate digits (such as those required
to get an outside line) to phone numbers. If you select a call link, but the call does not go
through, check with your Telephone Administrator to ensure that the Enhanced Dialing
feature is set up properly for your environment.
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
information displays on the incoming call appearance line. If the Phone screen is not active, call
information appears on the top display line.
To receive the call, pick up the handset, activate the headset, or press the Speakerphone button and talk.
NOTE:
You can set an option for whether the Phone screen displays when you receive an
incoming call, or whether the current screen remains displayed. You can also set an option
to flash the Message Waiting Lamp when the phone rings. See Application Options in
Chapter 6, “4620/4620SW IP Telephone Options” for details.
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Using Your 4620/4620SW IP Telephone
Call Handling Features
Call Handling Features
The features described in this section are available while calls are in progress. Use the dedicated Feature
buttons on the telephone itself, or administered Feature buttons available using the 4620’s softkeys, as
applicable.
NOTE:
Features can also be accessed through an optional Feature Key Expansion Unit, described
in Chapter 1, “Introducing Your 4620/4620SW IP Telephone”.
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 to white text with a dark gray background. The current call is
placed on hold, the Soft Hold (
) icon displays, and you hear a dial tone.
2
3
4
Dial the number of the next party and wait for an answer.
Press the Conference (
) button again to add the new party to the call.
Repeat Steps 1- 3 for each party you want to conference in to the call.
Adding a held call to the current call
1
Press the Conference (
) button.
The icon on the current line changes to the Soft Hold (
2
3
) icon.
Press the Line/Feature button of the held call.
Press the Conference (
) button again.
All parties are now connected.
Dropping the last person added to the call
Press the Drop (
) button.
The last party connected to the conference call is dropped from the call.
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Call Handling Features
Hold
The Hold feature puts a call on hold until you retrieve it.
Placing a call on hold
Press the Hold (
) button.
The line’s display area changes to white text with a dark gray background, and the Hold (
icon displays.
)
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 whom you are speaking from hearing you.
You generally use this feature in conjunction with the Speakerphone, but you can hold an off-line
conversation at any time during a call.
Preventing the other person on the line from
hearing you
1
Press the Mute (
) button.
The other party cannot hear you. The indicator next to the Mute button lights when Mute is active.
2
To reinstate two-way conversation, press the Mute (
) button again.
Speakerphone
A two-way, built-in Speakerphone allows you to place and answer calls without lifting the handset.
NOTE:
It is also possible to disable the Speakerphone feature or limit it to one-way operation. If
your Speakerphone does not operate as indicated, contact your System Administrator to
ensure that your telephone’s Speakerphone is properly administered.
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Using Your 4620/4620SW IP Telephone
Call Handling Features
Placing or answering a call without lifting the
handset, or using the Speakerphone with any
feature
1
Press the Speaker (
) button.
The indicator next to the Speaker button lights and the speaker handles voice control. The first
available call appearance line activates.
2
3
Place or answer the call, or access the selected feature.
Adjust the speaker volume if needed by pressing the Volume Control (
you reach the desired volume level.
) button until
As you press the Volume Control button, the top display area shows the volume level.
Changing from the Speakerphone to the
handset or headset
Pick up the handset or activate the headset.
The Speaker 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 the
Speakerphone
Press the Speaker (
deactivated).
) button, then hang up the handset (the headset is automatically
The indicator next to the Speaker button lights and voice control is handled by the speaker.
Turning the Speaker on during a call
Press the Speaker (
) button.
The Speaker indicator next to the Speaker button lights. The Speaker is now operational.
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 Speaker button.
The Speaker and the corresponding indicator light turn off and the call terminates.
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Retrieving a Voice Mail Message
Transfer
The Transfer feature allows you to transfer a call from your telephone to another extension or outside
number.
Sending a call to another telephone
1
With the call active (or with only one held call and no active calls), press the Transfer (
button.
The call is placed on hold. The Hold (
next available line activates.
2
3
)
) icon displays and you hear a dial tone while the
Dial the number to which you want to transfer the call.
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 number you dialed. A two-second display message indicates
the transfer is complete.
4
Remain on the line and announce the call. If the line is busy or if no one answers, return to the call
by pressing the Line/Feature button on which the call is being held.
5
Press the Transfer (
) button again.
The call is sent to the extension or number you dialed. A two-second display message indicates
the transfer is complete.
6
Hang up your handset.
Retrieving a Voice Mail Message
When someone leaves a message in your voice mailbox, the Message Indicator (
at the top middle of the phone illuminates.
), the red light
Follow your standard voice mail retrieval procedures to retrieve your messages. If you have voice mailrelated questions, contact your Telephone System Administrator.
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Using Your 4620/4620SW IP Telephone
Logging Off the Phone
Logging Off the Phone
Log your 4620 IP Telephone off to prevent unauthorized use during an absence. When multiple users
share a phone, logging off protects your privacy by deleting your Call Log entries, and allows other users
to load their specific telephone features from the call server.
As of Release 1.8, you can log off directly through the Options menu. See Chapter 6, “4620/4620SW IP
Telephone Options”: Logging Off the 4620/4620SW IP Telephone for details. The process described here
applies to all 4620/4620SW IP Telephones.
NOTE:
Before you can log off, ensure that the telephone is on-hook and idle (no call appearance
lines in use).
To log your phone off, press the Mute button, then press the following numbers on the dialpad: 5
6 4 6 3 3 # (which stands for LOGOFF)
A request to un-register the phone is sent to the server. The phone is now in a logged-off state and
displays “Ext =”.
Reinstating 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 the # key.
The 4620 is now ready for use.
Forcing a Login to the Phone
If you try to log your phone in, and “Extension in Use” displays, another person is already using the
extension you entered.
If this is your extension, you can force the other user off the system by pressing Pound (#) to answer
“OK” to both the Extension and the Password prompts.
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Using the Speed Dial Application
Introduction
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
Review this section if you are unfamiliar with entering data using a telephone dialpad or using softkeys
for editing functions.
Entering Characters Using the Dialpad
Use the dialpad keys 0 through 9, * and # to enter characters in a Name or Number field.
To select a field, press the Line/Feature button on either side of the field to which you want to move.
When entering a Name, the first press of a dialpad key displays the first alphabetic character associated
with that key to the right of the current cursor position. This character is shown in upper case and the
cursor does not move. A subsequent press of the same key replaces the character shown with the next
alphabetic character assigned to that key (still in upper case), or the number assigned to that key, if all
three alphabetic characters have been displayed.
For example, pressing the “2” on your dialpad displays the letter “A.” Pressing the 2 key again replaces
the A with a “B,” pressing it again replaces the B with a “C” and pressing it again replaces the C with a
“2.” Pressing it again redisplays the letter “A,” and so on. Pressing a different key moves the cursor one
position to the right, displaying the first alphabetic character associated with that key. All letters after the
first display by default in lower case. Repeat this key press/entry process to enter the rest of the party’s
name. And, you can use the Left Arrow (
) and Right Arrow (
) softkeys to move the
cursor to the left or right, respectively.
When entering a telephone number in the Number field, your 4620 IP Telephone recognizes a key press
as a number (or typographic character such as * or #) and automatically moves the cursor to the right.
NOTE:
You can enter text while on a call, but you automatically exit text entry mode if you go offhook (either by the headset/handset or by a fixed button like Transfer). You also exit text
entry mode if you cause another screen to display (for example, by pressing Save or
Cancel, or pressing the
button).
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Using the Speed Dial Application
Entering Data on Speed Dial Screens
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 currently resides.
• Case - Change the character to the right of the cursor from lower to upper case or vice versa,
depending upon its original case. Note that when entering a name, the first character entered is
initially displayed in upper case, with subsequent characters initially displayed in lower case
letters.
• Backspace - Delete the character to the immediate left of the cursor.
• Apostrophe - Insert an apostrophe at the cursor position.
• Comma - Insert a comma at the cursor position. In a Number field, a comma creates a short pause
when the telephone automatically dials that number.
• Hyphen - Insert a hyphen at the cursor position.
• Space - Insert a blank space at the cursor position.
NOTE:
Some of the editing commands, such as Case, appear only when there is data in the field
in which the cursor is positioned. Pressing one of these buttons causes the respective
action to be taken at the current cursor position. For example, in entering the name
“D’Aleo,” pressing the Line/Feature button labeled Apostrophe after entering the letter
“D” inserts an apostrophe following that letter.
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)
6 (m)
(Right Arrow softkey to move the cursor one space to the right)
22 (b)
777 (r)
666 (o)
9 (w)
66 (n)
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Using the Speed Dial Application
Adding a Speed Dial Button
After entering this sequence, the display shows: Tombrown. By incorporating the editing Line/Feature
buttons during entry, you format the entry as: Tom Brown. Your actual key press sequence should be:
8 (T)
666 (o)
6 (m)
(Right Arrow softkey to move the cursor one space to the right)
Line/Feature Button 12 (Space)
22 (b)
Line/Feature Button 5 (Case; changes the “B” from lower to upper case)
777 (r)
666 (o)
9 (w)
66 (n)
Adding a Speed Dial Button
1
Access the Speed Dial application by pressing the SpDial softkey.
The Speed Dial Main screen displays.
NOTE:
Your Telephone Administrator can turn off the ability to make changes to the Speed Dial
buttons. If this is the case, you will not be shown softkeys labeled Add, Edit, or Delete,
and you cannot perform any of those actions.
2
Press the Add softkey.
The Speed Dial Entry screen displays, with a cursor in the Name field, and with the prompt “Use
dialpad to enter Name (<14)”.
NOTE:
For assistance with entering information on this screen, see the previous section titled
Entering Data on Speed Dial Screens.
3
Use the dialpad to enter the name of the person being added to a Speed Dial button. Use up to 10
(or 12 with Release 1.8, or 13 with Release 2.0 and later) characters or press Cancel to return to
the Speed Dial Main screen without adding a name. If you try to enter too many characters, the
telephone ignores any after the maximum until you delete one or more of the characters already
entered.
4
After completing the Name field, press the Line/Feature button to the left or right of the Number
field.
5
Use the dialpad to enter the telephone number of the person for whom you are adding the Speed
Dial button. Use up to 24 characters and any of the editing Line/Feature buttons to insert
appropriate spaces in the number being entered. Include any trunk number(s) needed to obtain an
outside line.
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35
Using the Speed Dial Application
Updating Speed Dial Button Label Information
6
Verify the Name and Number entered in Steps 3 and 5 are correct. To change an entry, 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 the Backspace button to remove that character, and re-enter that
character. Alternately, to erase a field entirely, press the Line/Feature button on either side of that
field, then press the Clear Line/Feature button. You can then enter new data in the cleared field.
7
When the Name and Number are correct, press the Save softkey to add the information to a Speed
Dial button. (Press the Cancel softkey to exit without saving.)
The Name/Number entry is added to the Speed Dial list in alphabetical order by Name. The Speed
Dial Main screen redisplays, allowing you to verify that the new button is now available for
automatic dialing.
8
9
To add another Speed Dial button, repeat this procedure from Step 2.
To exit the Speed Dial application, press the Phone/Exit (
) button.
NOTE:
You can position an entry at the beginning of the list, out of alphabetical order, by placing
a space, asterisk, etc. as the first character of the name. For example, “*Bruce” will be
placed before “Aaron” on the list.
Updating Speed Dial Button Label Information
Use the following procedure to change the name or number associated with a Speed Dial button.
1
Access the Speed Dial application by pressing the SpDial softkey.
The Speed Dial Main screen displays.
2
Use the Page Left and/or Page Right buttons as appropriate until the entry you want to update
displays.
NOTE:
Your Telephone Administrator can turn off the ability to make changes to the Speed Dial
buttons. If this is the case, you will not be shown softkeys labeled Add, Edit, or Delete,
and you cannot perform any of those actions.
3
Press the Edit softkey.
The prompt “Select entry to edit.” displays.
4
Press the Line/Feature button that corresponds to the button you want to update.
The Speed Dial Editing screen displays the prompt “Use dialpad to edit Number (<25).” with the
cursor positioned at the end of the Number field.
NOTE:
For assistance with entering information on this screen, see the previous section titled
Entering Data on Speed Dial Screens.
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Using the Speed Dial Application
Deleting a Speed Dial Button Label
5
To change the telephone number, 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 the Backspace button to
remove the character(s) and re-enter the character(s). The Number field allows up to 24
characters.
NOTE:
Pressing Delete while in the Name or Number field allows you to delete the entire Speed
Dial label (as covered in the next section, Deleting a Speed Dial Button Label).
Alternately, pressing Cancel at any time returns you to the Speed Dial Main screen
without updating the label.
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 the Backspace button to remove the character(s) and re-enter the
character(s). The Name field allows up to 10 characters (12 with Release 1.8 and 13 with Release
2.0 and later).
7
When the Name and/or Number is updated, press the Save softkey to add the information to a
Speed Dial button. (Press the Cancel softkey to exit without saving.)
The Name/Number entry is updated, and all Speed Dial buttons are re-sorted in alphabetical
order by Name. The Speed Dial Main screen redisplays.
8
9
To update another Speed Dial button, repeat this procedure from Step 2.
To exit the Speed Dial application, press the Phone/Exit (
) button.
Deleting a Speed Dial Button Label
1
Access the Speed Dial application by pressing the SpDial softkey.
The Speed Dial Main screen displays.
2
Use the Page Left and/or Page Right buttons as appropriate until the entry you want to delete
displays.
NOTE:
Your Telephone Administrator can turn off the ability to make changes to the Speed Dial
buttons. If this is the case, you will not be shown softkeys labeled Add, Edit, or Delete,
and you cannot perform any of those actions.
3
Press the Delete softkey.
The prompt “Select label to delete.” displays.
4
Press the Line/Feature button that corresponds to the button you want to remove.
The Speed Dial Deletion screen displays the prompt “Press Delete again to confirm.”
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Using the Speed Dial Application
Deleting a Speed Dial Button Label
5
38
Visually verify that you want to delete the Name and Number displayed, then choose one of the
following options:
If you want to
Then
Cancel the deletion without removing
this Speed Dial button
Press Cancel.
Complete removing this Speed Dial
button
Press Delete.
No deletion occurs. The Speed Dial Main screen
displays.
The label is removed. The remaining Speed Dial
buttons are re-sorted by Name and the Speed
Dial Main screen displays.
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Using the Call Log Application
Introduction
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 calling a party listed in any Call Log, see Making Calls in Chapter 2, “Using Your
4620/4620SW IP Telephone” of this guide.
NOTE:
Your Telephone Administrator can turn off the ability to display the Call Logs, or can turn
off the ability to move Call Log entries to Speed Dial buttons. If the Call Log feature has
been turned off, the Call Log softkey is not labeled, and pressing the blank softkey has no
effect. If the ability to transfer an entry to a Speed Dial button has been turned off, the
softkey labeled Add to SD is not displayed.
About the Call Log
Call logs are helpful for:
• tracking who called while you were away from the phone,
• redialing the number of a previous call you made, or
• obtaining telephone numbers from previous calls.
The 4620 also allows you to set up a Speed Dial button for any call listed in a log, facilitating dialing of
frequently called numbers.
All calls made to or from your 4620 IP Telephone are added to one of three Call Logs - Outgoing Calls,
Incoming Answered Calls, and Missed (unanswered) Calls. The Missed Call Log displays automatically
whenever you access the Call Log application, but you can quickly access a different log if desired.
Each log has a main screen, which lists the calls in chronological order (newest to oldest) and a detail
screen. The main screens provide the Name and Number of the calling or called party, if available. The
Main screens also provide a time (for the current date) or date (for calls prior to the current date). The
details screen displays all this information (in a wider format), reminds you of what type of call it was,
and allows you to take certain actions with that entry.
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 bottom, the most recent call first.
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Using the Call Log Application
Viewing a Call Log
Viewing 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.
NOTE:
All Call Log screens have the same fields, characteristics, and softkeys.
2
Choose one of the following options:
If you want to
Then
Review the next six calls
Press the Page Right button.
Review the last six calls
Press the Page Left button.
Review outgoing calls you
made
Press the Outgo softkey.
Review calls you received
and answered
Press the InAns softkey.
Review missed calls
Press the Missed softkey.
The Outgoing Calls Main screen displays.
The Answered Calls Main screen displays.
The Missed Calls Main screen displays.
Delete one or all entries from the log
displayed
See the section in this chapter titled Deleting
Call Log Entries.
See detailed information
about a call
Press the Line/Feature button to the left or right
of that entry.
The appropriate Detail screen displays, as
applicable.
Return to the Call Log Main screen from
a Detail screen
Press the Return softkey.
The Call Log displays incoming phone numbers as they are received from the call server. The Call Log
displays outgoing phone numbers as you dial them or as they are stored (saved) in the Speed Dial
application.
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Using the Call Log Application
Adding a Call Log Entry to a Speed Dial Button
Adding 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 want to create a Speed Dial button is listed on the Missed Calls Log,
proceed to Step 3. If the Missed Call Log does not list the party for whom you want to create a
Speed Dial button, press the softkey for that entry’s Call Log (Outgo, InAns).
The Outgoing or Incoming Answered Call Log Main screen displays, as applicable.
3
Press the Line/Feature button to the left of the party for which you want to create a Speed Dial
button.
The Detail screen for that entry displays. If the AddToSD softkey is not displayed, either your
Telephone Administrator has turned off the ability to make changes to the Speed Dial buttons, or
the maximum number (108) of Speed Dial buttons have labels. In the latter case, you cannot add
a new entry unless you first remove an existing entry.
4
Press the AddToSD softkey.
The Speed Dial Editing screen displays, to allow you to make a change to the name or number.
The prompt “Use dialpad to edit Number (<25).” displays, with the cursor positioned at the end
of the Number field.
NOTE:
For assistance with entering information on this screen, see the section in Chapter 3,
“Using the Speed Dial Application” titled Entering Data on Speed Dial Screens.
5
If no Name/Number changes are needed, proceed to Step 8. To change the telephone number, use
the Left Arrow softkey, and/or the Right Arrow softkey to move the cursor to right of the
character(s) to be changed. Press the Backspace button to remove that character and re-enter the
correct character.
6
To change the name, press the Line/Feature button on either side of the Name field to move from
the Number to the Name field.
7
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 the Backspace button to remove that character and re-enter
the correct character.
8
After you update the Name and/or Number, press the Save softkey to add the information to a
Speed Dial button. (Press the Cancel or Delete softkey to exit without saving.)
The Name/Number entry is updated, and all Speed Dial buttons are re-sorted in alphabetical
order by Name. The Speed Dial Main screen re-displays.
9
To exit the Speed Dial application, press the Phone/Exit (
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) button.
41
Using the Call Log Application
Deleting Call Log Entries
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
1
Access the Call Log application by pressing the Log softkey.
The Missed Calls Main screen displays.
2
If the entry to be deleted is shown, proceed to Step 3. If the entry to be deleted is not shown, use
the Arrow keys to scroll through the Missed Calls Log or press the softkey for that entry’s Call
Log (Outgo, InAns).
3
With the entry to be deleted displayed, press the Line/Feature button that corresponds to that
entry.
The selected entry’s Detail screen displays.
4
Press the Delete softkey.
The prompt “Press Delete again to confirm.” displays at the top of the screen.
5
Visually verify that you want to delete the Name and Number displayed, then choose one of the
following options:
If you want to
Then
Cancel the deletion without removing this
Call Log entry
Press Cancel.
Complete removing this Call
Log entry
Press Delete.
No deletion occurs and the Call Log’s Main
screen displays.
The entry is removed and the remaining
entries on this Call Log remain sorted in
chronological order.
The Call Log’s Main screen displays.
6
To exit the Call Log application, press the Phone/Exit (
) button.
Deleting 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 Answered Calls Log, press the InAns softkey to display that Call Log, then
proceed to Step 3.
To clear the Outgoing Calls Log, press the Outgo softkey to display that Call Log, then proceed to
Step 3.
3
Press the Delete All softkey.
The prompt “Press Delete again to confirm.” displays.
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Using the Call Log Application
Disabling the Call Log
4
5
Visually verify that you want to delete all entries for the Call Log, then choose one of the
following options:
If you want to
Then
Cancel the deletion without removing all
of this Call Log’s entries
Press Cancel.
Complete the deletion of all entries for
this Call Log
Press Delete.
No deletion occurs and the Call Log’s Main
screen displays.
The entries are removed. The Call Log’s Main
screen displays.
To exit the Call Log application, press the Phone/Exit (
) button.
Disabling the Call Log
If desired, you can disable your Call Log. See Enabling/Disabling the Call Log in Chapter 6,
“4620/4620SW IP Telephone Options” for details.
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Using the Call Log Application
Disabling the Call Log
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Using the Web Access Application
Introduction
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 optionally design a Home page on which your web options reside or use
an Avaya-provided Home page for this purpose. For security purposes, your System Administrator can
optionally require that an authentication screen display upon selection of the Web Access application. In
this case you must submit a User Name and Password before gaining access to the Home and other web
pages/sites.
Note that the Web Access application offers a basic browser capability. The application does not support
all Internet data types, nor is it intended to replace your PC’s browser. The 4620’s web functions are
geared towards use on a small (six line) display screen, more like those of a Personal Data Assistant
(PDA) or cellular telephone.
This chapter describes the basic functions available with the Web Access application. These functions
include:
• accessing and navigating pages linked to the Home page,
• entering text on applicable web pages, and
• setting up a Speed Dial entry for a name and associated telephone number found on applicable
Web sites.
Because your System Administrator can customize the Web Access application for specific business use,
not all features described in this chapter may apply. Other features which result from customizing may
not be described here. For this reason, contact your System Administrator for specific information about
your Web Access application before proceeding.
Because customizing can affect the flow of web-related activity, this chapter describes only the primary
web screen types.
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Using the Web Access Application
Web Access Authentication
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
your System Administrator for assistance.
1
If the Web Authentication input screen displays after selecting the Web softkey, use the dialpad to
enter your User ID or Name.
NOTE:
For information on entering text using the dialpad, see the section in this chapter titled
Entering Characters Using the Dialpad.
2
3
Press the Line/Feature button to the left of the Password field and enter your password.
Choose one of the following options:
If you want to
Then
Authenticate the ID
and Password
Press the Submit softkey.
When your ID and password are authenticated, the
next page displays.
If your ID and/or password cannot be
authenticated, appropriate error messages display.
Exit the Web application without
authentication
Press the Cancel or Back softkey.
The previous application or options screen displays.
Navigating Web Pages
The Web Access application browser performs similarly to those on your PDA or cell phone. Navigate
web pages using a combination of Line/Feature buttons and softkeys.
NOTE:
Calls made or received while working with the Web application have no impact on web
access, web page navigation, or web page text entry.
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Using the Web Access Application
Navigating Web Pages
Navigating the Home Page and Other
Standard-Size Web Pages
1
Access the Web Access screen by selecting the Web softkey at the bottom of the display area.
The Home page displays.
2
If a line is not selected (highlighted), first press the
buttons 8 or 11) to bring the line “in focus.”
3
Navigate the Home page and other web pages as follows:
If you want to
Then
Redisplay the Home page
Press
button or the
button (Line/Feature
(Line/Feature button 9).
Any web page loading/processing stops and the
Home page displays.
Refresh the current display (re-display
the current web page)
Press
(Line/Feature button 10).
Move down the web page one text
line, from the line currently
highlighted
Press
(Line/Feature button 11).
Move up the web page one text line,
from the line currently highlighted
Press
(Line/Feature button 8).
Move the web page down one page (to
see the next six lines)
Press
(Line/Feature button 12).
Move the web page up one page (to
see the previous six lines)
Press
(Line/Feature button 7).
Traverse multiple pages
Press the Page Right or Page Left button to
navigate to the next or previous page,
respectively.
Use a link to go to another page
Press the Line/Feature button to the left of the
line that displays an underlined link.
Any web page loading/processing stops and the
current page redisplays.
NOTE:
You can view and scroll through images, if any are presented, as well as text.
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Using the Web Access Application
Entering Text on Web Pages
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
identifies a page’s text entry areas.
1
To enter data, first press the Line/Feature button to the left of the line on which you want to enter
text.
Four new softkeys display: Done, Bksp, and Space, with the fourth softkey labeled “alpha” by
default. This softkey is called the Mode softkey because it changes the mode of text being entered.
Any reference in this manual to the “Mode softkey” refers to the fourth softkey when entering text
on web pages.
2
Use the dialpad to enter text. Use the softkey functions to facilitate your entry, as described below
If you want to
Then
Enter text
If you are unfamiliar with 4620/4620SW web text entry, see
Entering Characters Using the Dialpad below.
When you complete the current field/text line, either press the
Line/Feature button to the left of the next text line you want to
enter, press one of the Line/Feature buttons on the right side of the
display to move to a different line or page, or press the Done
softkey.
Pressing a left-side Line/Feature button displays a cursor in the
text entry box.
Pressing a right-side Line/Feature button produces the result
indicated by the symbol next to that button.
Pressing Done deactivates the text entry mode.
Erase any data entered
and restore the text
entry line to its
original format
Press the appropriate application-specific softkey (for example,
Clear).
Any characters entered are removed.
Note: Application-specific softkeys are determined by the
application developer, therefore the method of erasing or clearing
entered text is subject to the application’s design.
Save the text you have
entered
Press the appropriate application-specific softkey (for example,
Submit or Save).
Note: Application-specific softkeys are determined by the
application developer, therefore the method of saving entered text
is subject to the application’s design.
Change the case of an
alphabetic character
to/from lower (the
default) to upper case
48
Press the Mode softkey until ALPHA (upper case) or alpha
(lower case) displays, as appropriate. Then use the dialpad to
select the characters you want to appear in that case.
Mode alpha displays all characters entered in lower case, and is
the default mode. Mode ALPHA displays characters in upper
case. Pressing the softkey “toggles” from one mode to the next.
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Using the Web Access Application
Entering Text on Web Pages
If you want to
Then
Enter a numeric
character(s)
Press the Mode softkey until Num displays, then use the dialpad
to select the appropriate number(s).
Place a symbol in the
text entry field
Press the Mode softkey until Symbol displays. If the desired
symbol is not currently displayed, press the More softkey to view
additional symbols. To insert a symbol, press the Line/Feature
button to the right/left of the desired symbol as appropriate.
Entering Characters Using the Dialpad
Use the dialpad keys 0 through 9, * and # to enter characters in a text entry field/line.
When entering a name or other alphabetic text, the first press of a dialpad key displays the first alphabetic
character associated with that key to the right of the current cursor position. This character is shown in the
case displayed on the alpha softkey. The cursor does not move. A subsequent press of the same key
replaces the character shown with the next alphabetic character assigned to that key. You can use the #
and * keys to display those symbols, even in alpha and ALPHA mode.
For example, with the Mode softkey displaying “ALPHA” or “alpha,” pressing the “2” on your dialpad
displays the letter “A” or “a,” depending upon which alphabetic mode is active. Pressing the 2 key again
replaces the A with a “B” (or “b”). Pressing the same key again replaces the B with a “C” (or “c”).
Pressing the same key again replaces the C with an “A” (or “a”), and so on. Pressing a different key
moves the cursor one position to the right and displays the first alphabetic character associated with that
key. Repeat this key press/entry process to complete the text field. And, you can use the Bksp or Space
softkeys to move the cursor to the left or right, respectively.
When the Mode softkey displays Num, your telephone recognizes a key press as a number (or a
typographic character such as * or #), and advances the cursor one position to the right.
When the Mode softkey displays Symbol, use the Line/Feature buttons to select the desired symbol. Use
the More softkey or the Page Right or Page Left buttons on the phone to access additional pages of
symbols. When selected, the symbol is automatically inserted to the right of the last character in that field
on that line, and you automatically return to the alpha mode.
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Using the Web Access Application
Adding a Speed Dial Button for a Web site Telephone Number
Adding a Speed Dial Button for a Web site Telephone
Number
Some Web sites might include the ability to pass names and associated telephone numbers to the 4620 IP
Telephone. In such cases, applicable web pages display an AddToSD softkey, as provided by the Web
site’s author.
1
Press the AddToSD softkey.
The Speed Dial Editing screen displays, to allow you to change the name or number. The prompt
“Use dialpad to edit Number.” displays, with the cursor positioned at the end of the Number field.
NOTE:
For assistance with entering information on this screen, see the section in Chapter 3,
“Using the Speed Dial Application” titled Entering Data on Speed Dial Screens.
Your Telephone Administrator can turn off the ability to create Speed Dial buttons from
the Web application. In this case, the AddToSD softkey does not display.
2
If no Name/Number changes are needed, proceed to Step 5. To change the telephone number, 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 the Backspace button to remove that character and re-enter the
correct character.
3
To change the name, press the Line/Feature button on either side of the Name field to move from
the Number to the Name field.
4
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 the Backspace button to remove that character and re-enter
the correct character.
5
When the Name and/or Number are updated, press the Save softkey to add the information to a
Speed Dial button. (Press the Cancel or Delete softkey to exit without saving.)
The Name/Number entry is updated, and all Speed Dial buttons are re-sorted in alphabetical
order by Name. The Speed Dial Main screen re-displays.
6
50
To exit the Speed Dial application, press the Phone/Exit (
application if applicable.
) button or select another
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4620/4620SW IP Telephone Options
Introduction
6
4620/4620SW IP Telephone Options
Introduction
This chapter describes how to set or view phone parameters, including:
• Displaying the Phone screen upon dialing/answering
• Personalizing the ringing pattern
• Determining how you want the Redial feature to work (redial the last number called or select from
a list of the last six calls)
•
•
•
•
•
•
•
•
•
•
Displaying the Call Timer
Changing the rate at which messages display
Changing the display area’s contrast
Logging off
Backing up and restoring Speed Dial button data, feature button labels, and options settings
Personalizing feature button labels
Selecting a different language for the 4620/4620SW user interface
Changing the width of displayed call appearances
Allowing the Voice message light to flash when the telephone rings
Disabling and re-enabling the Call Log
This chapter also covers how to verify the status of certain phone/server interactions. This information
can be useful in troubleshooting problems or when discussing phone operation with your System
Administrator.
NOTE:
Your Telephone Administrator can turn off your ability to set any of the options covered in
this chapter. If all options have been disabled, pressing the Options (
) button
displays a message confirming you cannot set/change any options. If a specific option has
been disabled, it no longer displays on corresponding row of the Options Main Screen,
and pressing the unlabeled Line/Feature button has no effect.
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Accessing the Options Main Menus
Accessing the Options Main Menus
1
To access the Options application, press the Options button (
the softkeys.
) to the right of and below
The first of two Options Main screens displays.
2
Use the standard paging indicators to move between the two Options Main screens.
The six options categories displayed on the first Options Main screen are as follows:
Application Options – provides access to allow you to set the Redial option, set the
Phone screen display upon answering or calling options, set the display of Call Timers, set
the Message Display Rate, set the Call Appearance Width, set Visual Alerting (flashing
message light on incoming calls), and enable/disable the Call Log.
Personal Ringing – provides access to the Personal Ringing Selection screen, to set a
ring pattern other than that provided with your phone.
View IP Settings – provides access to the View Status Main screen, from which you can
view IP Address information/status, quality of service (audio and signaling) status,
interfaces status, and miscellaneous phone/status data.
Contrast Control – provides access to the Contrast Option screen, on which you adjust
the 4620/4620SW’s display area contrast.
Log Off – allows you to log the phone off for privacy and security purposes.
Network Audio Quality – provides access to the Audio Status screen, on which you can
troubleshoot network delay and audio quality. Note that this option displays only when
you are on a call.
The four options categories displayed on the second Options Main screen are:
Backup/Restore – provides access to the Backup/Restore Main screen, from which you
can set automatic backups of speed dial, options and feature button label data, restore the
previous backup file, set up and verify the status of your File Transfer Protocol (FTP).
Feature Button Labeling – allows you to customize a label on a Feature Button, if
desired.
PC Ethernet Interface – allows you to specify communications settings between the
telephone and your PC (if attached).
Select display language – allows you to change the display from the current language to
up to any of seven alternate languages.
3
To select an option, press the Line/Feature button on either side of the desired option.
The respective Options screen displays.
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
6
After changing an option, use the appropriate softkey to continue.
To exit the Options application, press any of the softkeys labeled for other 4620/4620SW
applications (SpDial, Log, and Web). To return to the Phone application, press the Phone/Exit
(
) button.
The procedures in the rest of this chapter describe each Options category in detail.
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Application Options
Application Options
Application options allow you to change call-related default options. You select this option from the
Options Main screen, accessed by pressing the phone’s Options button. Two Application Options screens
are available. The first screen provides the functionality to change call-related settings. The second
screen allows you to set visual alerting and enable/disable your phone’s Call Log. Use the standard
paging indicators to move between the two Application Options screens.
To change or set any Application screen option press the Line/Feature button on either side of that option.
For example, if an option is set to “No” pressing the corresponding Line/Feature button changes the
setting to “Yes.”
Setting the Redial Option
The Redial option provides one of two redial selections:
• Automatically redial the last number called when the Redial button is pressed, or
• Display a list of the last 6 unique numbers called when the Redial button is pressed, allowing
you to choose the number you want redialed. This is the default setting.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without changing the setting, press the
Cancel softkey.)
After saving or cancelling, the first Options Main screen displays.
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 working. You lose any unsaved work
in progress (for example, labeling a Speed Dial button) when the Phone screen displays. The only
exception is the Web Access application, which “remembers” the current web page.
When the Phone Screen on Answer? option is set to No, answering an incoming call has no impact on
the application screen displayed. The top display line, however, provides an appropriate message. This is
the default setting.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
After saving or cancelling, the first Options Main screen displays.
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Application Options
Setting the Phone Screen on Calling? Option
When the Phone Screen on Calling? option is set to Yes, the Phone screen appears in the display area
when you make a call, regardless of the screen with which you were working. You lose any unsaved work
in progress (for example, labeling a Speed Dial button) when the Phone screen displays. The only
exception is the Web Access application, which “remembers” the current web page.
When the Phone Screen on Calling? option is set to No, making a call has no impact on the application
screen displayed. The top display line, however, provides an appropriate message. This is the default
setting.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
After saving or cancelling, the first Options Main screen displays.
Setting the Display Call Timers? Option
Your 4620/4620SW 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) format. The Hold Timer displays in the applicable call appearance area,
showing the elapsed time a call is on hold.
When the Display Call Timers? option is set to Yes, the Call Timer displays on either the active call
appearance line (if the Phone screen is displayed) or the top display line (if a screen other than the Phone
screen is displayed). Likewise, when a call is on hold, the Hold Timer displays in the corresponding call
appearance area or the top display line, depending on whether the Phone screen is or is not displayed.
This is the default setting.
When the Display Call Timers? option is set to No, neither the Call Timer nor the Hold Timer displays.
Call time data is still maintained by the phone for Call Log purposes.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
After saving or cancelling, the first Options Main screen displays.
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Application Options
Setting the Message Display Rate
Although rare, the call server can send messages to your phone that are longer than the display area. If
this occurs, the first, and then the second, part of the message each display for a specific time interval.
The Message Display Rate can be either Fast (display interval is 2 seconds) or Slow (display interval is 3
seconds). The default rate is Slow.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
Upon saving or cancelling, the first Options Main screen displays.
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 area. When this option is set to
Half, the call appearance area is limited to half of the display area. Call-related messages appear on the
top display line.
1
To change this option, press the corresponding Line/Feature button.
The Call Appearance Width changes from Full to Half or Half to Full, as appropriate to the active
setting.
2
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
Upon saving or cancelling, the first Options Main screen displays.
Setting Visual Alerting
When this option is set to No (the default), ringing is the only notification of an incoming call. When set
to Yes, your phone rings and your voice message indicator flashes to alert you to an incoming call.
1
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
Upon saving or cancelling, the first Options Main screen displays.
Enabling/Disabling the Call Log
Your Call Log is a standard application that saves incoming and outgoing calls in one of three logs:
• Incoming Answered calls,
• Incoming Unanswered calls, and
• Outgoing calls.
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Personal Ringing Options
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
2
To change this option, press the corresponding Line/Feature button.
Press the Line/Feature button for the next setting you want to change or save this setting by
pressing the Save softkey. (To restore the previous setting without making a change, press the
Cancel softkey.)
Upon saving or cancelling, the first Options Main screen displays. If you changed the status from
“Disabled” to “Enabled” all incoming and outgoing calls will now be logged. If you changed the
status from Enabled to Disabled, all calls from each Call Log are deleted and future
incoming/outgoing calls are not logged.
Personal Ringing Options
Your 4620/4620SW IP Telephone has eight ringing pattern options. You can hear the patterns and select
the one you prefer using the Personal Ringing option.
You select this option from the Options Main screen, accessed by pressing the phone’s Option button.
1
To hear a ring pattern, press the Line/Feature button to the left or right of any numbered pattern.
The Current Pattern number changes to the selected pattern, which rings once.
2
3
Repeat Step 1 until your preferred pattern appears as the Current Pattern.
Save the setting by pressing the Save softkey or to restore the previous setting without making a
change, press the Cancel softkey.
The first Options Main screen displays.
NOTE:
Going off-hook, receiving a call, or losing power during ring pattern selection interrupts
the process, and you must start over from Step 1.
Adjust the ringer volume using the Volume Control buttons, as discussed on Table 1,
4620/4620SW IP Telephone Button/Feature Descriptions, on page 15.
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Status Screen Viewing Options
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 you to report certain
values from any status screen.
NOTE:
Status screen data can be viewed, but cannot be changed.
1
Select View IP Settings from the Options Main screen (accessed by pressing the phone’s Option
button).
The View Status Main Screen displays.
2
To select any option on this screen, press the Line/Feature button on either side of that option.
When a screen has more than one page, the Paging Indicator displays. Use the Page Right or
Page Left Indicator buttons to scroll from one page to another as applicable.
3
To return to the first Options Main screen from any status screen, press the Return softkey.
Each option is described in the following sub-sections.
Viewing IP Address Status
IP (Internet Protocol) address information encompasses two screens and identifies certain components
and connections. IP Address information includes:
•
•
•
•
the location (address) of your phone on your system’s Call Server,
the location and port (connection) of the Call Server itself,
the call routing and mask addresses, and
the identification of the File Server with which your telephone interacts.
Although technical in nature, your System Administrator might ask you for information to track
questions about or problems with phone functions or connections.
Viewing Quality of Service (QoS) Status
QoS refers to several mechanisms used to improve audio quality over the network.
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 additional information about your telephone and its
connections, such as the model, serial number, and MAC address.
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Changing the Display Contrast
Changing the Display Contrast
On first-time startup, your 4620/4620SW IP Telephone’s display area contrast is set to a mid-level. To
adjust it to better suit your work environment and lighting, 15 contrast levels are available.
NOTE:
If you have a Feature Key Expansion Unit (EU24) attached to your phone, you can also
adjust its contrast with this option.
You might not be able to distinguish between all 15 contrast level settings. Some of the
upper and/or some of the lower contrast level settings might appear identical to adjacent
settings. This is normal.
1
Select the Contrast Control option from the Options Main screen (accessed by pressing the
phone’s Option button).
2
If you do not have an EU24 installed, skip this step and proceed to Step 3.
If you have an EU24 attached to your phone, press the Line/Feature button on either side of the
display line on which you see 4620. Doing so identifies that you want to adjust the telephone’s
display contrast.
3
To brighten the contrast, press the Right Arrow softkey until you reach the desired contrast level.
To dim the contrast, press the Left Arrow softkey until you reach the desired contrast level.
Each softkey press results in the level being increased or decreased, depending on which arrow
softkey you press. Chevron symbols provide visual confirmation of the current level.
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 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 troubleshoot audio
problems. Although technical in nature, this screen provides information that can help identify causes of
poor audio quality.
NOTE:
The Network Audio Quality button displays only when you are on a call (off-hook).
1
Select Network Audio Quality from the Options Main screen (accessed by pressing the phone’s
Option button).
If administered, the Audio Status screen displays.
2
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To return to the first Options Main screen, press the Return softkey.
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Logging Off the 4620/4620SW IP Telephone
Logging Off the 4620/4620SW IP Telephone
Log your telephone off to prevent unauthorized use during an absence, or for privacy purposes. Locate
the Log Off option on the first Options Main screen.
CAUTION:
Logging off deletes all Call Log entries and returns any options you might have changed
to their default values.
1
To log your phone off from any application screen, press the Options button to the right of and
below the softkeys.
The first of two Options Main screens displays.
2
Select the Line/Feature button on either side of the Log Off option.
The Log Off screen displays the prompt “Do you want to log off?”
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 Call Log entries and
returning any options you might have changed to their default values.
Selecting No displays the first Options Main screen. Your phone remains logged on to the network
and your Call Log and options values remain unchanged.
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 entry of your password.
2
Using the dialpad, enter your PBX/switch Password then press the Pound (#) key.
The phone is now ready for use.
Backup/Restore Options
The 4620/4620SW IP Telephone’s backup and restore options allow you to:
• Back up your options/preference settings, your Speed Dial button labels, names, and numbers,
and Feature button labels. This occurs automatically whenever you save a change to any one of
those settings or buttons. Automatic backup protects this data against system failure, by allowing
you to restore your backup file of active settings and button labels.
• Restore options settings, Speed Dial button labels, names and numbers, and Feature button labels
following a phone failure or replacement.
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Backup/Restore Options
• Establish or modify FTP (File Transfer Protocol) settings such as the network server address,
directory path for saving backed-up data, and a User ID and Password for server access through
your phone.
• Verify whether an automatic backup has occurred.
Because each telephone system has unique characteristics and settings, modifying the Backup/Restore
options usually requires your System Administrator’s assistance. For example, it is unlikely that you
know the specific Server IP Address to enter when setting up FTP parameters without consulting your
System Administrator.
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:
On the Backup/Restore Main screen, check the Automatic Backup setting to determine if
your phone is already set for automatic backups. The default setting is Disabled, meaning
automatic backup will not occur unless you change the setting to Enabled.
Settings Saved During a Backup
When the Backup/Restore Option is properly administered, Backup/Restore saves the following settings
and preferences:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
60
Personalized Ring setting
Redial setting
Phone Screen on Answer? (yes/no)
Phone Screen on Calling? (yes/no)
Display Call Timers? (yes/no)
Message Display Rate (slow/fast)
Call Appearance Width (half/full)
Visual Alerting (yes/no)
Call Log Enable (yes/no)
4620 Contrast setting
EU24 Contrast setting
Display Language
Ethernet setting
Automatic Backup (yes/no)
FTP Server IP Address
FTP Directory Path
FTP User Name
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Backup/Restore Options
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 this setting is Disabled, you might have to first provide additional information,
such as the FTP server on which your backed up data will reside, before you can change the setting.
1
2
Check below the FTP Status line for one of the following messages and proceed as directed:
If
Then
The message “Options, SD
entries, & feature button
labels may be saved.”
displays
Automatic backup is already enabled, and no further action
is required. Select Return to display the second Options
Main screen.
No message displays
Proceed to Step 2 to change the automatic backup setting
from Disabled to Enabled, or select Return to display the
second Options Main screen.
The message “An FTP
Server IP Address must be
provided for this feature.”
displays
You must first provide the server address and/or directory in
which to store your backup data.
To verify when the most recent backup occurred, see
Verifying Backup/Retrieval Status on page 62.
Contact your System Administrator for this information and
any specific instructions for your telephone system. Then
add the server address as described in Setting a User ID,
Password, and other FTP (File Transfer Protocol) Options
on page 64, before proceeding to Step 2.
To automatically backup all your options settings, your Feature button labels, and your Speed Dial
information following a save to any of these values, select the Line/Feature button to the right or
left of Automatic Backup.
The setting changes from Disabled to Enabled.
3
To save your selection, select Save. To exit without making a change, select Cancel.
The second Options Main screen re-displays.
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Backup/Restore Options
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 messages for the last backup and the last retrieval, plus an
individual status for each type of data:
Action
Status/Meaning
Last Backup:
Successful - Data was successfully backed up with no problems noted.
N/A - No backup was initiated (ensure that the Automatic Backup
setting is Enabled on the Backup/Restore Main screen).
In Progress - The 4620/4620SW IP Telephone is currently backing up
your data.
Failed - Backup could not be performed (for example, the server could
not be accessed, the backup file cannot be accessed, etc.)
Last Retrieval:
Successful - Data was successfully retrieved with no problems noted.
N/A - No retrieval was initiated.
In Progress - The 4620/4620SW IP Telephone is currently retrieving
your data.
Failed - Retrieval could not be performed (for example, the server
might not be functioning, the backup file cannot be accessed, etc.).
SpDial:
Feature Buttons:
Options:
Note: A separate status
displays for each one of
the above applications.
Successful - Data of this type (Speed Dial, Feature buttons, or Options)
was retrieved without problems.
N/A - No retrieval of the associated (Speed Dial, Feature Buttons or
Options) data started.
Failed - At least one invalid value was identified for the applicable data
category (Speed Dial, Feature Buttons or Options). No retrieval of this
type of data occurred.
NOTE:
In the event of backup/retrieval failure, the bottom line displays the last error message
associated with the most recent attempt.
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Backup/Restore Options
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
retrieved data to replace the phone’s current data.
NOTE:
Retrieving and restoring backup data takes only a few seconds, however, while in
progress, no other phone activity is allowed.
1
Select Retrieve Stored Data from the Backup/Restore Main screen.
The 4620/4620SW attempts to start FTP (File Transfer Protocol) to retrieve the latest backup file
from the server. The message “FTP Retrieval in progress...” displays. Any one of the following
additional messages can display, as appropriate:
If
Then
Following server connection, the
backup file is retrieved with data
in the proper format
The messages “File successfully retrieved.” and
“Press Save to replace current data with retrieved
data.” display.
Select Save.
All previous values are replaced with the backup file
data. The Backup/Restore Main screen re-displays.
Connection to the FTP server
cannot be made
The message “Cannot access FTP server.” displays.
Select Retry. If the connection is made, review the
previous messages for a successful retrieval and
proceed accordingly.
If the connection still cannot be made, the server might
be busy or not functioning. Select Cancel to return to
the Backup/Restore Main screen and try the Restore
procedure again later.
Optionally, verify with your System Administrator that
the Server’s IP Address is correct.
Connection is made with the FTP
server, but the
file is not in the specified
directory or cannot be retrieved
for any reason
2
The message “Cannot obtain file.” displays.
Contact your System Administrator for instructions on
how to proceed.
If you want to return to the Backup/Restore Main screen without retrieving or restoring the
backup file, select Cancel.
The retrieval or restoration of backup data is cancelled, and any partially retrieved data is
discarded. The Backup/Restore Main screen re-displays.
NOTE:
Your Telephone Administrator can turn off the ability to make changes to the Speed Dial
buttons. In this case, you will be able to retrieve the backup file as normal, but any
changes you may have made to that backup file’s Speed Dial button label data are ignored.
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Backup/Restore Options
Setting a User ID, Password, and other FTP
(File Transfer Protocol) Options
Your System Administrator establishes certain parameters for each 4620/4620SW IP Telephone in your
network. Most parameters are established at the network server and apply to all telephones on the
network. Other parameters can be unique to a specific site, department, or group of telephones. Those
settings which can be unique to your phone appear on the FTP (File Transfer Protocol) Setup screen.
They are:
• Server IP Address - the specific server to which your 4620/4620SW IP Telephone is connected,
for backup, restore, and other network-related functions. If your phone has been repaired, this
value is set to zero and should be re-established.
• Directory Path - the server location to which your telephone’s data (for example, Speed Dial
labels, names and numbers, options and Feature Button labels) is sent during a backup, and from
which data is restored.
• User ID and Password - unique identifiers assigned to a phone user for server security purposes.
NOTE:
All FTP settings are set to blank upon phone manufacture and repair.
Because FTP information can impact both server operation and the proper backup of your
phone data, contact your System Administrator before updating any settings.
The User ID and Password in the following procedure provide access to your server. Such
access allows you to perform backup and other (future) server-related features. The User
ID and Password are not the Avaya Communication Manager registration ID and
password, which identify you as an authorized user of your respective system.
1
To update any of the FTP settings, select FTP Setup from the Backup/Restore Main screen.
The FTP Settings Main screen displays.
2
Choose one of the following options:
If you want to
Then
Add or update the
Server IP Address
Select the Line/Feature button next to Server IP Address.
The FTP Server Address Input screen displays. The top display
area prompts “Enter IP address” (if no server name is currently
assigned) or “IP Address or DNS name (<17)” (if you are
modifying an existing server address).
Use the dialpad and any applicable Line/Feature buttons to enter
the 16 character or fewer server address/name. (See Entering
Characters Using the Dialpad and Editing During or After Entry in
Chapter 3, “Using the Speed Dial Application” for information
about data entry.) Select Save to save the setting and return to the
FTP Settings Main screen.
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Backup/Restore Options
If you want to
Then
Add or update the
directory path (to
which backup saves
your data)
Select Directory Path.
The FTP Directory Path Input screen displays. The top display
area prompts “FTP Directory Path (<23).”
Enter the path provided by your System Administrator (22 or fewer
characters) using the dialpad and any applicable Line/Feature
buttons. (See Entering Characters Using the Dialpad and Editing
During or After Entry in Chapter 3, “Using the Speed Dial
Application” for information about data entry.) Select Save to save
the setting and return to the FTP Settings Main screen.
Alternately, you can select Clear to remove the current path prior
to entering a new path or you can select Cancel to return to the
Backup/Restore Main screen without changing the current path.
Add or update the
[Server] User Name
Select User Name.
The FTP User Name Input screen displays. The top display area
prompts “FTP User Name (<16).”
Use the dialpad and any applicable Line/Feature buttons to enter
the User Name (15 or fewer characters) that gives you access to the
server. (Either your System Administrator provides the name or
you select this name using parameters provided by the
administrator). (See Entering Characters Using the Dialpad and
Editing During or After Entry in Chapter 3, “Using the Speed Dial
Application” for information about data entry.)
Select Save to save the setting and return to the FTP Settings Main
screen.
Add or modify your
Server Password
Select Password.
The FTP Password Input screen displays. The top display area
prompts “FTP Password (<13).”
Use the dialpad and any applicable Line/Feature buttons to enter
the Password (using parameters provided by your System
Administrator). Select Save to save the setting and return to the
FTP Settings Main screen.
Return to the FTP
Settings Main screen
without changing the
selected FTP setting
3
Select Cancel.
No change is made and the FTP Settings Main screen re-displays.
Repeat this procedure from Step 1 for each FTP setting you want to add or modify.
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4620/4620SW IP Telephone Options
Feature Button Labeling
Feature Button Labeling
Line/Feature buttons (
) appear on both sides of the telephone’s display area. These buttons provide
call appearances (Lines). These buttons also provide other call-related features (provided with your
telephone system or administered by your System Administrator) in the Phone application. Line/Feature
buttons also serve as application-specific buttons in other applications, such as the Call Log. Line/Feature
buttons also appear on the optional EU24 Feature Key Expansion Unit, if one is attached.
You can use the Feature Button Labeling option to re-label any of the Phone application Line (call
appearances) and/or Feature buttons. For example, one of your Feature buttons might be labeled CFwd
for Call Forwarding but you want it to read simply Fwd. Alternatively, if you have re-labeled several
Feature buttons and want to restore the default (original) labels, you can use this option to view default
label values and restore them if desired.
1
Select Feature Button Labeling on the second Options Main screen.
The Feature Button Labeling Options screen displays.
2
If an optional EU24 Feature Key Expansion Unit is attached, move to those button labels either by
pressing the Page Right (
) button until you pass the 4620’s local button labels, or by
pressing the Page Left (
) button to immediately display the bottom half of the EU24 labels.
3
Choose one of the following options:
If you want to
Then
Re-label one or more
Feature buttons
Select Relabel feature buttons.
The Feature Button Relabeling screen displays.
Proceed to Step 4.
View the default labels
for your Feature
buttons
Select View default labels.
The Default Feature Button View screen displays.
Review the default labels, then select Return to re-display the
Feature Button Labeling Options screen.
Repeat Step 3, selecting a different option.
Restore the default
labels to all your
Feature buttons
Select Restore default labels.
The Restore Default Feature Button Labels screen displays. The
prompts “Restore all Feature Button labels to default settings?”
and “Press Default to confirm.” display.
To restore the default labels, select Default. To return to the
Feature Button Labeling Options screen without making a
change, select Cancel.
The Feature Button Labeling Options screen displays.
Return to the second
Options Main screen
without changing the
Feature buttons
66
Select Return.
No change is made and the second Options Main screen redisplays.
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4620/4620SW IP Telephone Options
Changing a Phone/PC Ethernet Interface
4
If Right/Left Page indicators appear in the softkey button area, your phone has more than one
page of Feature buttons. Use the Right or Left Page Button to move to the page on which you
want to re-label one or more Feature buttons.
As you move from page to page, the top display area shows the current page number.
NOTE:
Your System Administrator might have “locked” one or more labels so that you cannot
edit them. These locked labels are shaded in white. When you cannot change a locked
button, an error beep tone sounds when you select that button.
5
Select (press) the Feature button you want to re-label.
The Feature Button Label Editing screen displays. For reference, the current label appears next to
the first Feature button.
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 to remove the label you previously defined. (See Entering Characters Using the
Dialpad and Editing During or After Entry in Chapter 3, “Using the Speed Dial Application” for
information about data entry.)
7
Select Save to save the new/modified label (or to restore the default label as applicable).
Alternately, select Cancel to exit the screen without saving a change or restoring the default label.
The Feature Button Labeling screen re-displays.
NOTE:
Some Feature buttons might be provided as part of your telephone software. In the event
of a software upgrade, such standard Feature button labels might be overwritten with a
new, standard label, erasing any re-labeling you may have performed.
Changing a Phone/PC Ethernet Interface
The 4620SW IP Telephone ordinarily communicates with any optionally-attached PC in auto-negotiation
mode. This basically means the PC and telephone together decide how to communicate when they are
connected. Although unlikely, there might be an occasion where you or your System Administrator want
to force this communication to a particular setting.
1
Select PC Ethernet interface from the second Options Main screen.
The PC Ethernet Interface screen displays showing the current setting.
2
Press the Line/Feature button on either side of the desired setting.
The Current setting changes to your selected setting.
3
To save your selection, select Save. To restore the original setting without changing it, select
Cancel.
The second Options Main screen redisplays.
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4620/4620SW IP Telephone Options
Selecting an Alternate Language
Selecting an Alternate Language
Users can change the user interface language their 4620/4620SW IP Telephones display. The specific
languages supported depend on the telephone model (4620 or 4620SW) and its software.
The 4620 IP Telephone always supports the following languages:
•
•
•
•
•
•
•
•
English (the default display language)
Français
Italiano
Japanese (Katakana only)
Español
Deutsch
Nederlands
Português
A given 4620SW IP Telephone supports one of three language configurations:
• The same configuration as the 4620 IP Telephone
• English, Chinese, and Russian
• English, Japanese (Katakana and Han characters), and Russian
The Language Selection screen identifies which configuration applies to your 4620SW telephone.
1
Select Select display language on the second Options Main screen.
The Language Selection screen displays.
2
Select the Line/Feature button next to the language you want your phone to display when in use.
If the currently active language was selected, the second Options Main screen re-displays and no
action is taken.
If any language other than the currently active language was selected, the Language
Confirmation screen displays. The prompt “Are you sure?” displays in the currently active
language and in the new language you selected. The four softkeys at the bottom of the display are
labeled respectively “Yes” and “No” in both the currently active language and the selected new
language.
3
Choose one of the following options:
If you want to
Then
Proceed to change the current
language to the
new language
Select either Yes softkey.
Retain the currently active
language without changing the
user interface display language
Select either No softkey.
The active language changes to the new language you selected.
The second Options Main screen re-displays. All screens now
display the new user interface language.
The language remains unchanged and the Language Selection
screen re-displays.
Repeat the procedure from Step 2 to select a different language,
or select Return to return to the second Options Main screen.
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Headsets and Handsets
Introduction
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 brand or logo.
There are a variety of Avaya headsets that are compatible with your 4600 Series IP Telephone. To see the
available headsets, view the Freedom of Choice Headsets brochure. To access the Freedom of Choice
Headsets brochure:
1
2
3
4
Go to http://www.avaya.com.
Mouse over Products & Services and select Products A-Z.
Select Headsets.
Under Find out More…, select Brochures, then Freedom of Choice Headsets.
Headsets require headset adapters/connectors to operate. Avaya offers three types of headset adapters for
4600 Series IP Terminals:
• The MIP-1 provides remote call answering and call initialization features with the Avaya Cordless
Headset.
• The Modular base amplifier (M12LUCM), which is a high-performance solution for users who
continuously wear headsets, and
• The HIP cord, which allows basic, direct headset connection to your Avaya IP telephone.
Avaya also offers a cordless headset solution (LKA10) with up to a 150 ft. mobile range from the base.
The LKA10, when used with the MIP-1, offers remote call answering and call initialization features on
the 4610SW, 4620, 4620SW and 4630SW IP Telephones. The MIP-1 must be ordered separately. The
LKA10, when used without the MIP-1, operates with other Avaya IP telephones, but cannot be used for
remote call answering or call initialization.
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Headsets and Handsets
Handsets for 4600 Series IP Telephones
The table below summarizes Avaya’s corded headset connectors and cordless headset choices, and
provides ordering codes.
Headset Connector
Type
Ordering Code
M12LUCM
Corded
407639715
HIP Cord
Corded
700212442
LKA10 (includes Headset)
Cordless Solution
408271385
MIP-1
Accessory
700281074
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 are available for noisy environments, hearing-impaired users, and other special
purposes. See the following table for specialized handsets, and replacement handsets for your phone.
70
Handset Connector
Type
Ordering Code
AK1A-2001
Replacement Handset
700203797
AK5A-1001
Push-to-Talk
700229727
AK6A-1001
Amplified
700229735
AK8A-1001
Noisy Location
700229743
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Telephone Management and Troubleshooting
Introduction
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 your telephone to ensure that it is operating correctly.
Basic Troubleshooting. This chart provides the most common problems an end user might
encounter and suggested resolutions.
• Application-specific troubleshooting. This chart describes problems and solutions specific to a
4620 application (Phone, Speed Dial, Call Log, or Web Access).
• Resetting or power-cycling your phone, when Basic Troubleshooting does not resolve a problem.
Additionally, Chapter 6, “4620/4620SW IP Telephone Options” describes several status screens to use to
troubleshoot certain problems, as requested by your System Administrator. For all other IP Telephone
questions or problems, contact your System Administrator.
Interpreting Ringer Tones
As you become more familiar with your IP Telephone, you will recognize the various tones you hear in
response to an incoming call or while using the handset. The chart below provides an overview of the
tones you hear. Check with your System Administrator to verify if the descriptions are accurate for your
system. Ringing Tones accompany an incoming call. Feedback Tones are those which you hear through
the handset (receiver) or the speaker.
NOTE:
The PBX, not the telephone, generates these tones, which can differ from this list. This
difference is especially true when the PBX is outside the United States.
Ringing (Incoming) Tones
Meaning
1 Ring --------
Call from another extension.
2 Rings ------- -------
Call from outside or the System Administrator.
3 Rings ------ ------ ------
Priority call from another extension, or from an
Automatic Callback call you placed.
Half Ring (ring-ping) ---
A call is being redirected from your phone to another
because Send All Calls or Call Forwarding All Calls is
active.
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Telephone Management and Troubleshooting
Interpreting Display Icons
Feedback (Handset) Tones
Meaning
Busy --- --- ---
Low-pitched, rapid tone (repeated 60 times per
minute), signifying the number dialed is in use.
Call Waiting Ringback Tone ---_
A ringback tone with lower-pitched signal at the end.
This indicates the extension called is busy and the
called party was given a call waiting tone.
Confirmation -- -- --
Three short tone bursts. This indicates a feature
activation or cancellation was accepted.
Coverage -
One short tone burst. This indicates your call will be
sent to another extension for a covering user to
answer.
Dial ---------
Continuous tone indicating dialing can start.
Intercept/Time-out -_-_-_-
Alternating high and low tone indicating a dialing
error, denial of a requested service, or failure to dial
within a preset interval (usually 10 seconds) after
lifting the handset or dialing the previous digit.
Recall Dial - - - -----------
Three shorts tone bursts followed by a steady dial
tone indicate a feature request was accepted and
dialing can start.
Reorder -- -- -- -- -- --
Fast busy tone repeated every half-second indicate all
phone trunk lines are busy.
Ringback ---- ---- ---- ----
Low-pitched tone repeated 15 times a minute
indicates the number dialed is ringing.
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. Check with your System Administrator to verify if the descriptions are accurate for your
system.
Icon
Meaning
No Icon Displayed
Idle. Indicates the line is available.
Active. Indicates the line is in
use.
On Hold. Indicates a call is on hold on
this line.
Ringing. Indicates an incoming call is arriving
on this line.
(Soft) Hold. Indicates this line's call was put
on hold pending a conference or a transfer.
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Telephone Management and Troubleshooting
Testing Your Phone
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 release the Mute button, then press the following
numbers on the dialpad: 8 3 7 8 # (which stands for TEST).
The display indicates the self-test has started. If the test is successful, the message “Self test
Passed #=end” displays. If the test is not successful, the message “Self test Failed #=end”
displays instead.
2
Press # to return to the Phone screen.
If nothing appears on the display and the phone is receiving power, your phone might need to be replaced.
Contact your System Administrator for assistance or additional troubleshooting information.
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 experience a delay of several
minutes before it becomes operational. Upon plug-in, your
telephone immediately starts downloading its operational
software, its IP address, and any special features
programmed by your System Administrator from the
server to which it is connected. Report any delay of more
than 10 minutes to your System Administrator.
Phone does not activate after a power
interruption
Allow a few minutes for re-initialization after unplugging,
powering down the phone, server problems, or other
power interruption causes.
Phone worked earlier but does not
currently appear to work
Contact your System Administrator.
Speakerphone does not operate
Ask your System Administrator if your Speakerphone was
disabled.
Phone does not ring
Use the Up/Down Volume keys to set your ringer volume
to a higher level.
From another phone, place a call to your extension to test
this suggested solution.
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Telephone Management and Troubleshooting
Basic Troubleshooting Chart
Problem/Symptom
Suggested Solution
Display shows an error/informational
message
Most messages involve server/phone interaction.
If you are on a call and the display suddenly shows
“Discovering...,” the network connection between the
telephone and the call server was interrupted, but your call
stayed connected. The telephone automatically starts to reregister with the call server, but until re-registration
succeeds, you do not have access to switch features and
functionality such as Transfer, or to administered feature
buttons.
If you cannot resolve the problem based on the message
received, contact your System Administrator for
resolution.
Characters do not appear on the
Display screen
See “Phone does not activate after connecting it the first
time.”
Check all lines into the phone to ensure that it is properly
connected.
Check the power source to ensure that your telephone is
receiving power.
Perform the following Test procedure: with the telephone
idle (on-hook), press and release the Mute button. Then
press the following numbers on the dialpad: 8 3 7 8 #
(which stands for TEST). The display should indicate the
self-test has started, then report if the test was successful
or failed. If nothing appears on the display, and the phone
is receiving power, your phone might need to be replaced.
If these suggested solutions do not resolve the problem,
reset or power cycle the phone with your System
Administrator’s assistance.
Audio quality is poor, specifically, you
hear an echo while using a handset,
static, sudden silences (gaps in
speech), clipped or garbled speech, etc.
Various potential network problems might be causing the
problem.
Access the Network Audio Quality screen (described in
Viewing the Network Audio Quality in Chapter 6,
“4620/4620SW IP Telephone Options”) to provide your
System Administrator with specific information related to
this problem.
Contact your LAN Administrator with as complete a
description of the problem as possible.
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Telephone Management and Troubleshooting
Troubleshooting 4620 Applications
Problem/Symptom
Suggested Solution
No dial tone
Check that both the handset and line cords into the phone
are securely connected. Note that there might be a slight
operational delay if you unplug and reconnect the phone.
Reset or power cycle the phone with your System
Administrator’s assistance. (See the section titled
Resetting and Power Cycling the IP Telephone for details.)
Contact your System Administrator if these steps do not
produce the desired result.
A feature does not work as indicated in
this guide (for example, the Redial
button does not operate as described)
Verify the procedure and retry. For certain features, you
must lift the handset first or place the phone off-hook.
All other IP Phone problems
Contact your System Administrator.
Contact your System Administrator if this action does not
produce the desired result. Your telephone system might
have been specially programmed for certain features
applicable only to your installation.
Troubleshooting 4620 Applications
Problem/Symptom
Suggested Resolution
GENERAL:
A feature does not work as indicated
in this guide, or does not work as it
had previously worked
Verify the procedure and retry.
Check below to troubleshoot the specific application with
which you are working.
Ensure that any options have not been changed.
Contact your System Administrator if these actions do not
produce the desired result.
You are logging on to a new telephone
and your old data and settings are not
being displayed
Your new telephone is not retrieving data from the same
location as your original telephone, or you need to provide a
User Name and Password. Follow the procedure in Setting
the Automatic Backup Option to administer your current
telephone with the necessary parameters. If this procedure
does not solve the problem, contact your System
Administrator.
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Telephone Management and Troubleshooting
Troubleshooting 4620 Applications
Problem/Symptom
Suggested Resolution
PHONE APPLICATION:
Review the previous section, Basic Troubleshooting Chart.
SPEED DIAL APPLICATION:
You cannot dial out using any Speed
Dial button
Verify that all call appearances (incoming/outgoing lines)
are not already in use. If all lines are in use, wait until a line
is available to make your call.
You cannot add an entry to the Speed
Dial list
You have 108 Speed Dial entries, the maximum allowed.
You must delete at least one entry before adding a new
entry.
At least one Speed Dial entry is
missing or contains erroneous
characters
Someone edited the FTP backup file and failed to insert a
blank line at the beginning of the file, and/or failed to save
the file in UTF-8 format. Edit the file, insert a blank line at
the beginning of the file, and save the file in UTF-8 format.
(Contact your System Administrator if you have questions
on editing the file yourself.) Then retrieve the file from the
telephone, as explained in Retrieving and Restoring Data
from a Backup File.
CALL LOG APPLICATION:
You cannot dial out after selecting a
call log entry
Check that all call appearances (incoming/outgoing lines)
are not already in use. If all lines are in use, wait until a line
is available to make your call.
You cannot add an entry to the Speed
Dial list
You have 108 Speed Dial entries, the maximum allowed.
You must delete at least one entry before adding a new
entry.
Dialing from this application does not
go through
Your administrator must administer settings for the
Enhanced Dialing feature beyond the defaults.
The Call Log is empty
Check the Options screen to ensure that the Call Log is not
Disabled. Many events can clear the Call Log, including
power failures, restarting the telephone after logging off,
etc.
WEB ACCESS APPLICATION:
Pressing the Web softkey does not
display a Web site
Check with your LAN Administrator to determine if the
web server is not operating, if there are network
connectivity problems, or other network problems.
Dialing from this application does not
go through
Your administrator must administer settings for the
Enhanced Dialing feature beyond the defaults.
You cannot add an entry to the Speed
Dial list
You have 108 Speed Dial entries, the maximum allowed.
You must delete at least one entry before adding a new
entry.
OPTIONS:
No Options other than “View IP
Settings” display
76
Your administrator has turned off all user-settable options.
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Telephone Management and Troubleshooting
Resetting and Power Cycling the IP Telephone
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:
Use a Power Cycle only with the approval of your System Administrator and only when a
reset does not resolve the problem. Power cycling might cause stored information such as
options and settings to be lost.
Resetting Your Phone
This basic reset procedure can resolve most problems.
1
2
Press the Mute button.
Using the dial pad, press the following keys in sequence: 7 3 7 3 8 #
The display shows the message “Reset values? * = no # = yes.”
3
Choose one of the following:
If you want to
Then
Reset the phone without resetting
any assigned values
Press * (asterisk).
Reset the phone and any previously
assigned (programmed) values
Press # (the pound key).
(Use this option only if your phone
has programmed, static values)
4
A confirmation tone sounds and the display prompts
“Restart phone? * = no # = yes.”
The display shows the message “Resetting values.”
Your IP Telephone resets its programmed values,
such as the IP address, to their default values, and
re-establishes the server connection. The display
then prompts “Restart phone? * = no # = yes.”
Press # to restart the phone or * to terminate the restart and restore the phone to its previous state.
NOTE:
Any reset/restart of your phone might take a few minutes.
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Telephone Management and Troubleshooting
Resetting and Power Cycling the IP Telephone
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
Unplug the phone and plug it back in.
The phone connection is re-established.
2
If power-cycling does not correct the problem, your System Administrator can perform a more
severe power cycle by unplugging both the phone and the Ethernet cables.
! WARNING:
Because the type of power cycle mentioned in Step 2 involves reprogramming certain values, Step
2 should only be performed by your System Administrator.
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Index
Numerics
Index
Numerics
4600 Series IP Telephones
Handsets, 70
Headsets for, 69
4620 Applications, Troubleshooting, 75
4620 IP Telephone, 13
Additional Functionality, 20
Logging Off, 59
Reinstating after log off, 59
Resetting and Power Cycling, 77
Telephone Applications, 19
Telephone Button/Feature Descriptions, 15
Telephone Options, 20, 51
Telephone, Using Your, 23
Troubleshooting, 71
4620/4620SW IP Telephone, illustration of, 14
A
About the Call Log, 39
Accessing the Options Main Menus, 52
Adding a Call Log Entry to a Speed Dial Button, 41
Adding a held call to the current call, during
Conference, 28
Adding a Speed Dial Button, 35
Adding a Speed Dial Button for a Web site Telephone
Number, 50
Alternate Language, Selecting an, 68
Application Options, 53
Application Screens, Navigating, 17
Authentication, for Web Access, 46
Automatic Backup Option, Setting the, 61
Automatic Dialing, 24
Automatic Retrieval Feature, 21
B
Backup File, Retrieving and Restoring Data from, 63
Backup/Restore Options, 59
Backup/Restore, Settings Saved During, 60
Backup/Retrieval Status, 62
Basic Troubleshooting Chart, 73
Call Log
About the, 39
Calling a Party from the, 26
Deleting a Single Entry, 42
Deleting All Entries, 42
Disabling the, 43
Enabling/Disabling the, 55
Troubleshooting, 76
Viewing a, 40
Call Log Application, 19
Call Log Application, Using the, 39
Call Log Entries
Deleting, 42
Deleting a Single Entry, 42
Deleting all entries from a log, 42
Call Log Entry, Adding to a Speed Dial Button, 41
Calling a party from the Call Log, 26
Calling a party from the Web Access application, 27
Changing a Phone/PC Ethernet Interface, 67
Changing the Display Contrast, 58
Conference
Adding a held call to the current call, 28
Adding another party to a call, 28
Dropping the last person added to the call, 28
Conference button, 16
Conference feature, 28
D
Deleting a Speed Dial Button Label, 37
Deleting Call Log Entries, 42
Dialing
Automatic, 24
Automatically, using an administered Line/Feature
button, 26
Calling a Party from the Call Log, 26
Calling a Party from the Web Access application, 27
Manual, 24
Redialing, 25
using a Speed Dial button, 25
Dialpad, Entering Characters Using the, 33
Disabling the Call Log, 43
Display Call Timers? Option, Setting the, 54
Display Contrast, Changing the, 58
Display description, 15
Display Icons, Interpreting, 72
Documentation, Related, 11
Drop button, 16
Dropping the last person added to the call, during
Conference, 28
C
Call Appearance Width, Setting the, 55
Call Appearances, 23
Call Handling Features, 28
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79
Index
E
E
M
Editing During or After Data Entry, 34
Enabling/Disabling the Call Log, 55
Entering Characters Using the Dialpad, 33, 49
Entering Data on Speed Dial Screens, 33
Entering Text on Web Pages, 48
Ethernet Interface, between phone and PC, 67
EU24. See Feature Key Expansion Unit, 17
Making Calls, 23
Manual Dialing, 24
Message Display Rate, Setting the, 55
Miscellaneous Status, Viewing, 57
Mute button, 16
Mute feature, 29
Mute LED Indicator, 16
F
N
Feature and Telephone Button Descriptions, 15
Feature Button Labeling, 66
Feature Key Expansion Unit
About the, 17
Connection Jack, 16
File Transfer Protocol. See FTP
FTP Options, 64
Navigating
Application Screens, 17
Web Pages, 46
Navigating Web Pages
Home Page and Other Standard-Size Web
Pages, 47
Network Audio Quality, Viewing the, 58
Numeric (Dialing) Pad, 16
H
O
Handsets and Headsets, 69
Headset
Headset button, 15
Headset Jack, 16
Headset LED Indicator, 15
Hold
Placing a call on, 29
Retrieving a held call, 29
Hold button, 16
Hold feature, 29
I
Icons/Background Colors for Features Administered on
the 4620 Call Server, 18
Interface Status, Viewing the, 57
Interpreting Display Icons, 72
Interpreting Ringer Tones, 71
Introducing Your 4620 IP Telephone, 13
IP Address Status, Viewing, 57
L
Labeling Feature Buttons, 66
Language, Selecting an Alternate, 68
Line/Feature buttons, 15, 17
Log Off, Reinstating the Phone after a, 59
Logging Off the 4620 IP Telephone, 59
Logging Off the Phone, 32
Logoff, Reinstating the Phone following, 32
80
Options
Alternate Language, 68
Automatic Backup, 61
Backup File retrieval/restore, 63
Backup/Restore, 59
Backup/Retrieval Status, 62
Call Appearance Width, 55
Call Log Enabling/Disabling, 55
Call Timers, 54
Display Contrast, 58
for applications, 53
FTP, 64
Interface Status, 57
Labeling Feature Buttons, 66
Message Display Rate, 55
Miscellaneous Status, 57
Network Audio Quality, 58
Password, setting, 64
Personal Ringing, 56
Phone Screen on Answer?, 53
Phone Screen on Calling, 54
Quality of Service (QoS) Status, 57
Redial, 53
Status Screen Viewing, 57
User ID, setting, 64
Viewing IP Address Status, 57
Visual Alerting, 55
Options button, 15
Options Main Menus, Accessing the, 52
Options Screens, Troubleshooting, 76
Options, for 4620 IP Telephone, 20
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
Index
P
P
Page Right/Left buttons, 15
Paging indicator, 15
Password, 64
PC Ethernet/Phone Interface, Changing, 67
Personal Ringing Options, 56
Phone Application, 19
Phone Application, Troubleshooting the, 76
Phone Feature buttons, 17
Phone Screen on Answer? Option, 53
Phone Screen on Calling? Option, 54
Phone/Exit button, 15
Phone/PC Ethernet Interface, Changing, 67
Placing a call on hold, 29
Power Cycling the Phone, 78
Push Feature, 20
Q
Speakerphone
Changing from the handset or headset to the
Speakerphone, 30
Changing from the Speakerphone to the handset or
headset, 30
Ending a call while the Speaker is active, 30
Turning the Speaker off during a call, 30
Turning the Speaker on during a call, 30
Speakerphone feature, 29
Speed Dial Application, 19
Troubleshooting, 76
Using the, 33
Speed Dial Button
Adding a, 35
Adding a Call Log Entry to a, 41
Adding for a Web site Telephone Number, 50
Deleting a Label, 37
Dialing a party using a, 25
Updating Label Information, 36
Speed Dial Screens
Editing During or After Entry, 34
Entering Characters Using the Dialpad, 33
Entering Data on, 33
Status Screen Viewing Options, 57
Quality of Service (QoS) Status, Viewing, 57
T
R
Receiving Calls, 27
Redial button, 16
Redial Option, Setting the, 53
Redialing a party, 25
Redialing the last number called, 25
Redialing using a list of the last six numbers called, 25
Reinstating the Phone After a Log Off, 32, 59
Related Documentation, 11
Resetting and Power Cycling the 4620 IP Telephone, 77
Resetting Your Phone, 77
Restoring Data from a Backup File, 63
Retrieval Status, 62
Retrieving a held call, 29
Retrieving a Voice Mail Message, 31
Retrieving and Restoring Data from a Backup File, 63
Ringer Tones, Interpreting, 71
S
Sending a call to another telephone, 31
Setting a User ID, Password, and other FTP Options, 64
Setting the Automatic Backup Option, 61
Setting the Call Appearance Width, 55
Setting the Display Call Timers? Option, 54
Setting the Message Display Rate, 55
Setting the Phone Screen on Answer? Option, 53
Setting the Phone Screen on Calling? Option, 54
Setting the Redial Option, 53
Setting Visual Alerting, 55
Softkeys, 15, 18
Speaker button, 15
Speaker LED Indicator, 15
Telephone Button/Feature Descriptions, 15
Telephone Lights and Display, Testing the, 73
Telephone Management and Troubleshooting, 71
Testing Your Phone, 73
Text, entering, 33, 34, 48, 49
Transfer
Sending a call to another telephone, 31
Transfer button, 16
Transfer feature, 31
Troubleshooting 4620 Applications, 75
Troubleshooting Chart, Basic, 73
Troubleshooting, and Telephone Management, 71
U
Updating Speed Dial Button Label Information, 36
User ID, 64
Using the Call Log Application, 39
Using the Speed Dial Application, 33
Using the Web Access Application, 45
Using Your 4620 IP Telephone, 23
V
Verifying Backup/Retrieval Status, 62
Viewing a Call Log, 40
Viewing the Network Audio Quality, 58
Visual Alerting, Setting, 55
Voice Mail Message, Retrieving a, 31
Voice Message Light, 15
Volume Control buttons, 16
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
81
Index
W
W
Web Access Application, 20
Calling a Party from the, 27
Troubleshooting, 76
Using the, 45
Web Access Authentication, 46
Web Pages
Entering Characters Using the Dialpad, 49
Entering Text on, 48
Navigating, 46
Web site Telephone Number, Adding a Speed Dial Button for, 50
82
4620/4620SW IP Telephone Release 2.1 User’s Guide
July 2004
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