Avaya 4612 Cordless Telephone User Manual

DEFINITY®
4612 IP Telephone
Release 1
User’s Guide
555-233-777
Issue 1
Comcode 700206428
July 2001
Copyright and Legal Notices
Copyright  2001, Avaya, Inc.
All Rights Reserved
Notice
Every effort was made to ensure that the information in this book
was complete and accurate at the time of printing. However,
information is subject to change.
Avaya Web Page
The World Wide Web home page for Avaya is:
http://www.avaya.com
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 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 you are being victimized by toll fraud and you need
technical support or assistance, call the appropriate Avaya
National Customer Care Center telephone number. Users of the
MERLIN®, PARTNER®, and System 25 products should call 1
800 628-2888. Users of the System 75, System 85, DEFINITY®
Generic 1, 2 and 3, and DEFINITY® ECS products should call 1
800 643-2353.
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 (i.e., “networked equipment”).
An “outside party” is anyone who is not a corporate employee,
agent, subcontractor, or 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 (time-multiplexed 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.
Your Responsibility for Your Company’s Telecommunications
Security
The final responsibility for securing both this system and its networked equipment rests with you – an Avaya customer’s 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
• Avaya-provided software applications, as well as their
underlying hardware/software platforms and interfaces
• Any other equipment networked to your Avaya products
Avaya does not warrant that this product or any of its networked
equipment is either immune from or will prevent either unauthorized or malicious intrusions. Avaya will not be responsible for
any charges, losses, or damages that result from such intrusions.
Federal Communications Commission Statement
Part 15: Class A Statement. This equipment has been tested and
found to comply with the limits for a Class A 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 instructions,
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 15: Class B Statement. 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 in a
residential installation. This equipment generates, uses, and can
radiate radio-frequency energy and, if not installed and used in
accordance with the instructions, may cause harmful interference
to radio communications. However, there is no guarantee that
interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one
or more of the following measures:
• Reorient the receiving television or radio antenna where
this may be done safely.
• To the extent possible, relocate the receiver with respect to
the telephone equipment.
• Where the telephone equipment requires ac power, plug the
telephone into a different ac outlet so that the telephone
equipment and receiver are on different branch circuits.
Document” entitled “Related Resources.”
Part 15: Personal Computer Statement. This equipment
has been certified to comply with the limits for a Class B
computing device, pursuant to Subpart J of Part 15 of FCC
Rules. Only peripherals (computing input/output devices,
terminals, printers, etc.) certified to comply with the Class B
limits may be attached to this computer. Operation with noncertified peripherals is likely to result in interference to radio
and television reception.
Part 68: Network Registration Number. This equipment is
registered with the FCC in accordance with Part 68 of the
FCC Rules.
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
• Routed to a recorded announcement that can be
administered by the CPE user
This equipment returns answer-supervision signals on all
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
Industry Canada (IC) Interference Information
This digital apparatus does not exceed the Class A limits for
radio noise emissions set out in the radio interference regulations of Industry Canada.
Le Présent Appareil Nomérique n’émet pas de bruits
radioélectriques dépassant les limites applicables aux appareils numériques de la class A préscrites dans le reglement sur
le brouillage radioélectrique édicté par le Industrie Canada.
Trademarks
All trademarks identified by ®, ™ and SM are registered
trademarks, trademarks, or service marks, respectively, of
Avaya Inc. All other trademarks are the properties of their
respective owners.
Ordering Information
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Write:
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Documents may also be ordered from the Customer Information Centre in Malmesbury, England.
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Obtaining Products
To learn more about Avaya products and to order products,
contact Avaya Direct, the direct-market organization of
Avaya Business Communications Systems. Access their web
site at www.avayadirect.com. Or call the following numbers:
customers 1 800 451 2100, account executives 1 888 778
1880 (voice) or 1 888 778 1881 (fax).
Warranty
Avaya provides a limited warranty on this product. Refer to
the “Limited Use Software License Agreement” card provided with your package.
European Union Declaration of Conformity
The “CE” mark affixed to the equipment means that it conforms to the above directives. Avaya Business Communications Systems declares that equipment specified in this
document conforms to the referenced European Union (EU)
Directives and Harmonized Standards listed below:
EMC Directive
89/336/EEC
Low-Voltage Directive73/23/EEC
Acknowledgment
This document was prepared by Avaya University, Avaya,
Denver, CO.
Contents
About This Document
■
■
■
■
■
■
■
Purpose vii
Intended Audience vii
Issue Date vii
How to Use This Document vii
Document Organization viii
Conventions Used ix
Symbolic Conventions ix
Typographic Conventions ix
Related Documentation/Training ix
Chapter 1 - 4612 IP Telephone Description
■
■
Introduction 1-1
The 4612 IP Phone 1-1
Chapter 2 - Using Programmable Buttons
■
■
■
Introduction 2-1
Programmable Line/Feature Buttons 2-1
IP Telephone Features Available on Programmable Line/Feature Buttons
2-2
Chapter 3 - Using the Display Screen
■
■
■
Introduction 3-1
Call-Handling Display Mode 3-1
Upper Display Line 3-1
Lower Display Line 3-2
Display Menu Mode 3-2
Navigating Display Menus 3-3
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Contents
Chapter 4 - Call Handling Features
■
■
■
■
■
■
■
Introduction 4-1
Conference 4-1
Adding another party to a call 4-1
Adding a held call to the current call 4-2
Dropping the last person added to the conference call 4-2
Hold 4-2
Placing a call on hold 4-2
Returning to the held call 4-2
Mute 4-3
Preventing the other person on the line from hearing you 4-3
Redial 4-3
Redialing the last number called 4-3
Speakerphone 4-3
Placing a call without lifting the handset or using the Speakerphone
with any feature 4-4
Changing from the speakerphone to the handset 4-4
Turning the speaker on during a call4-4
Turning the speaker off during a call 4-4
Ending a call while the speaker is active4-4
Transfer 4-5
Sending a call to another telephone 4-5
Chapter 5 - IP Telephone Features
■
■
■
■
■
■
■
Introduction 5-1
Accessing IP Telephone Features 5-1
Feature List 5-2
Abbreviated Dialing (AD) 5-3
Placing an Abbreviated Dialing call 5- 3
Account 5-3
Automatic Callback 5-3
Automatically placing another call to an extension that was busy or did
not answer, or in response to a returned call waiting ringback tone 5-3
Canceling Automatic Callback 5-4
Automatic Intercom 5-4
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Contents
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■
■
■
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■
■
■
■
■
■
■
■
■
■
■
Button View 5-4
Viewing the feature programmed on a Line/Feature button 5-4
Call Display 5-5
Call Forwarding 5-5
Temporarily sending your calls to another phone 5-5
Canceling Call Forwarding 5-5
Call Park 5-6
Parking a call at your extension 5-6
Retrieving a parked call from another extension 5-6
Call Pickup and Directed Call Pickup 5-6
Answering a call placed to someone in your pickup group (when your
phone is idle) 5-6
Picking up a call for someone in your office using Directed Call Pickup
5-7
Consult 5-7
Directory 5-7
Using the Directory feature 5-7
Calling the person whose name is displayed 5-8
Drop (a Person from a Conference Call) 5-8
Exclusion 5-8
Group Paging 5-8
Hands Free Answer on Intercom 5-8
Headset On/Off 5-9
Inspect 5-9
Using the Inspect feature 5-9
Internal Auto Answer (Hands Free Answer) 5-10
Answering internal calls automatically 5-10
Canceling Internal Auto Answer 5-10
Leave Word Calling 5-10
Leaving a message after dialing an extension (in response to a busy or
coverage tone, no answer or Hold status) 5-11
Leaving a message without ringing an extension 5-11
Canceling a Leave Word Calling message 5-11
Pause (During Abbreviated Dialing) 5-11
Priority Calling 5-12
Placing a priority call 5-12
Changing a regular call into a priority call (when you hear a call waiting
ringback tone) 5-12
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Contents
■
■
■
■
■
■
■
■
■
■
Program Abbreviated Dialing 5-12
Programming or re-programming a single Abbreviated Dialing button
on a Line/Feature button 5-13
Programming or re-programming a single Abbreviated Dialing button
on a softkey 5-14
Release 5-15
Ringer Off 5-16
Turning the ringer off 5-16
Turning the ringer back on 5-16
Self-Administration 5-16
Administering any of the above features on your telephone's available
buttons 5-17
Send All Calls 5-19
Sending all calls (except priority calls) immediately to a coverage
extension 5-19
Canceling send all calls 5-19
Stored Number (View) 5-20
Viewing either the last number dialed or a number stored on an AD
button 5-20
Timer 5-20
Viewing elapsed time (hours, minutes, seconds) 5-20
Whisper Page (Activate) 5-21
Making an important announcement (such as an incoming call) to an
extension with a call in progress 5-21
Whisper Page Answer 5-21
Answering a Whisper Page call 5-22
Whisper Page Off 5-22
Blocking Whisper Page on your phone (your phone must be
programmed for Whisper Page off) 5-22
Chapter 6 - Retrieving Voice Messages
■
Message Retrieval 6-1
To retrieve a message by dialing the voice mail system 6-1
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Contents
Chapter 7 - IP Telephone Management Features
■
■
■
■
■
Introduction 7-1
Interpreting Ringer Tones 7-1
Personalizing Your Telephone's Ringing Pattern 7-3
Selecting a personalized ringing pattern 7-3
Interpreting Indicator Lights 7-3
Testing Your Phone 7-4
Testing the telephone's lights and display 7-4
Chapter 8 - Using a Headset or Specialized Handset
■
■
■
Introduction 8-1
IP Telephone-Compatible Headsets 8-1
Operating a Headset 8-2
IP Telephone-Compatible Specialized Handsets 8-2
Chapter 9 - Troubleshooting
■
■
■
Introduction 9-1
Basic Troubleshooting 9-1
Resetting and Power Cycling the IP Telephone 9-4
Resetting your phone 9-4
Power cycling the phone 9-5
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Contents
vi Issue 1 July 2001
About This Document
Purpose
The DEFINITY® 4612 IP Telephone User’s Guide describes the 4612 IP
Telephone’s operation and functionality.
Intended Audience
This document is intended for IP telephone users who have a 4612 IP Telephone
at their desks. 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, 2001. IP Telephone user
documentation has been available online at the Avaya support site,
http://support.avaya.com since October, 2000.
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 4612 IP
Telephone, or review the Table of Contents to locate information specific to a task
or function you want to perform.
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About This Document
Document Organization
This guide contains the following chapters:
viii
Chapter 1, 4612 IP Telephone
Description
Describes each element on the face
of the telephone.
Chapter 2, Using Programmable
Buttons
Explains how to program certain
Line/Feature buttons for additional
functionality.
Chapter 3, Using the Display Screen
Describes display modes, display
feature menus and softkey
navigation.
Chapter 4, Call Handling Features
Describes dedicated Feature
buttons, such as Conference, Hold,
Redial and Transfer.
Chapter 5, IP Telephone Features
Explains the telephone features
accessed using Line/Feature buttons
and display menus and softkeys
Chapter 6, Message Retrieval
Covers how to access messages left
on your phone.
Chapter 7, IP Telephone Management
Features
Explains how to test your phone and
personalize its ringing pattern.
Interpreting ringer tones and
indicator lights are also covered in
this chapter.
Chapter 8, Using a Headset or
Specialized Handset
Describes the headsets and
handsets that are compatible with
your IP Telephone.
Chapter 9, Troubleshooting
Provides basic Troubleshooting
actions if you encounter errors or
experience problems.
Issue 1 July 2001
Conventions Used
Conventions Used
This guide uses the following textual, symbolic, and typographic conventions to
help you interpret information.
Symbolic Conventions
This symbol precedes additional information about a
topic.
NOTE:
Typographic Conventions
This guide uses the following typographic conventions:
“italics”
Italic type enclosed within quotation marks indicates a
document or section in this document containing additional
information about a topic.
italics
Italic type indicates the result of an action you take or a system
response in step by step procedures.
Enter
In step by step procedures, words shown in bold represent a
single telephone button, display control button or softkey that
should be pressed. These include Conference, Transfer and
#.
Related Documentation/Training
An online, interactive IP Telephone User’s Guide can be found at:
www.http//support.avaya.com
For information related to installing an IP Telephone, see the “4600 Series IP
Telephone Installation Guide” (Document Number 555-233-128; Comcode
700197858).
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; Comcode 700197841).
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About This Document
x
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1
4612 IP Telephone Description
Introduction
This chapter introduces you to the layout of the 4612 IP Telephone. It provides a
description for each functional button and other phone characteristics.
The 4612 IP Phone
The 4612 IP telephone is a multi-line phone with 12 Line/Feature buttons, 6
dedicated feature buttons, a 2-line by 24 character display area, 4 programmable
"softkeys" and a full-duplex, two-way speakerphone.
1
2
3
4
6
5
7
9
11
8
10
12
13
14
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1-1
Match the numbered callouts on the 4624 IP Telephone illustration to the
descriptions below.
1. Display - The display screen has two lines of 24 characters each. During
phone usage, the top line shows the name/phone number you are calling or
the name/phone number of the person calling you; while idle, it displays
current date and time. Both lines are used in conjunction with the Display
Control buttons and the four softkeys directly below the display area, to
access certain phone features and display related messages. The second
line also displays volume control (when a volume arrow is pressed) and
elapsed time (when the Timer feature is active).
2. Display Control buttons - Four buttons, Menu, Previous (Left Arrow), Next
(Right Arrow) and Exit, are used in conjunction with the softkeys to access
features, and to control and interact with the display screen.
3. Softkeys - The four unlabeled buttons directly below the display
correspond to words on the display screen. Use the softkeys along with the
display control buttons to access displayed phone features and to interact
with a display prompt.
4. Line/Feature buttons - Several of the 12 buttons are Line buttons
dedicated to incoming and outgoing calls; Line buttons are labeled with an
extension number. The Line/Feature buttons not dedicated to incoming or
outgoing calls provide access to system features like sending all calls to
another phone or speed-dialing. For your specific configuration, see your
System Administrator. One red and one green light appear next to each
button. Steady red indicates the selected line. Steady green indicates the
line or feature is in use; other green light indications (winking, fluttering and
flashing) are feature-specific.
5. Mute/Speaker Light - Lights steadily when the Speakerphone is active.
Flashes when the handset, headset or Speakerphone microphone is
muted.
6. Redial - Redial the last number dialed from the phone.
7. Spkr (Speaker) - Access the built-in two-way, full-duplex Speakerphone
feature. The LED above this button lights when the speakerphone is active.
8. Voice Message Light - When lit, indicates you have a message waiting.
9. Mute - Turn off the active microphone (handset or speaker), to prevent the
other person from hearing you. The LED above the Spkr button flashes
when the microphone is muted.
10. Conf (Conference) - Set up conference calls with more than one other
person. With the phone on-hook, also used to select a personal ringing
pattern.
11. Trnsfr (Transfer) - Transfer a call to another phone. With the phone
on-hook, also used to test lights and the display screen.
12. Numeric (Dialing) Pad - Standard 12 button pad for dialing phone
numbers.
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The 4612 IP Phone
13. Volume Control - Adjust the speaker, handset or ringer volume, depending
on which item is in use.
14. Hold - Red button used to place a call on hold.
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Using Programmable Buttons
2
Introduction
Your 4612 IP Telephone has 12 Line/Feature buttons, some of which are
dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can
be programmed by your Telephone System Administrator to provide additional
phone functionality.
Programmable Line/Feature Buttons
Line buttons available for incoming/outgoing calls are usually the first several
buttons on the left-most button column.
The Line/Feature buttons following your incoming/outgoing lines may be reserved
for features not available using dedicated buttons like Conf, Mute and Spkr.
Features such as Voice Mail retrieval, Directory search, Inspect phone features
and Program may also be assigned to this group of buttons. These features may
alternately be available using the Display screen and softkeys, or through Access
codes. How to access features using the Display screen is covered in Chapter 3,
“Using the Display Screen.”
The remaining Line/Feature buttons may be programmed to speed-dial standard
numbers for your phone system. See “Abbreviated Dialing” and “Program
Abbreviated Dialing” in Chapter 5 for information on speed dialing.
For information about how the Line/Feature buttons have been set up for your
phone system, use the BtnVu (Button View) and Stored Number features (both
described in Chapter 5) or contact your System Administrator. Contact your
System Administrator if you have questions. Be sure that the Line/Feature button
labels are filled in before starting to use your telephone, and that you update them
promptly for new, customized features.
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IP Telephone Features Available on
Programmable Line/Feature Buttons
Regardless of whether a specific feature is available on a Line/Feature button, a
Display Menu or Access Code, you can find procedures for all 4612 IP Telephone
features in Chapter 5, “IP Telephone Features.”
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Using the Display Screen
3
Introduction
The 4612 IP Telephone has a two-line by twenty-four character display (screen)
area, four display control buttons (Menu, Left Arrow, Right Arrow and Exit) and
four unlabeled "softkeys," all located at the top third of the phone. These items
work in conjunction with each other, to allow you to select and activate certain
telephone features or options.
The 4612 IP Telephone's display:
■
Indicates the date and time of day on the top line when the phone is idle
■
Displays call information on both lines, such as the extension being dialed
or the name and extension of someone calling you
■
Displays menu feature options, instructions or messages when you are
working with a menu
Call-Handling Display Mode
The display remains in Call-Handling Mode until you activate one of the other
display or softkey features. Press the Exit button after using most features to
return to Call-Handling Display Mode, unless specifically directed otherwise.
Upper Display Line
The Time and Date appear on the upper display line when the phone is idle. Time
and date are set at the switch, so if there is an error, contact your Telephone
System Administrator.
When plugging in your 4612 IP Telephone for the first time, or after a power
outage, it may take several minutes for the time and date to appear on the display
screen.
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Lower Display Line
Line/Feature Button Information
The 4612 IP Telephone has 12 Line/Feature buttons (also called call appearance
buttons). Beginning with the first button in the upper left corner of the faceplate,
and going down, the lower display line identifies the buttons as follows:
■
Left column: a through f
■
Right column: g through l
When the display shows a=, it represents call information for the first Line/Feature
button. The next button down would be shown as b=, and so on.
Call Information
When you dial an extension, that number shows on the lower display line and is
then replaced by the called party's name and extension. When someone on
another extension calls you, the display shows the caller's name. Outside calls
show either the telephone number, the words OUTSIDE CALL, or a trunk
identifier.
Display Menu Mode
When in Menu Mode (activated by pressing the Menu display control button), the
display provides you with access to additional IP telephone features not available
using other dedicated phone buttons (like Conf or Mute) or using programmable
Line/Feature buttons. You scroll through menu features using the display control
buttons, and select a feature by pressing the softkey below the desired feature.
The illustration below shows each of the three display menus and their respective
feature options.
What you see on the display is controlled by the current status of the phone or by
selections you make using the display control keys and/or the softkeys located
below the display. Check with your System Administrator to find out if different
softkey features have been substituted for any of those shown on the menus
3-2 Issue 1 July 2001
Display Menu Mode
above. Chapter 5, “IP Telephone Features,” provides information on these
alternative softkey features.
Navigating Display Menus
The illustration below shows the Display Control buttons, located to the right of the
Display screen.
To move forward and back between each feature menu, use the Arrow buttons
below the Menu button. When the feature you want appears, press the softkey
below that feature to select it.
Pressing the Exit button typically allows you to exit certain features or selections,
terminates the function you were working with and returns the display to Normal
(call-handling) mode. Some features, however, have a different termination
procedure, so refer to each specific feature (as described in Chapter 5) for details.
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4
Call Handling Features
Introduction
Call-handling features are those you would use while a call is in progress or while
making a call. They are those features which have a dedicated phone button, such
as:
■
Conference
■
Hold
■
Redial
■
Speaker
■
Transfer
■
Mute
Each of the above features is described in detail in this section.
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 Conf.
The current call is placed on hold and you hear a dial tone.
2. Dial the number of the next party and wait for an answer.
3. Press Conf again to add the new party to the call.
4. Repeat Steps 1- 3 for each party you want to conference in to the call.
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Adding a held call to the current call
1. Press Conf.
The current line and the held line lights flutter.
2. Press the line button of the held call.
3. Press Conf again.
All parties are now connected.
Dropping the last person added to the conference
call
Press the Menu button, then press the softkey below the "Drop" display
prompt,
or
Press the Line/Feature button your System Administrator has designated
as the "Drop" button.
The last party connected to the conference call is dropped from the call.
Hold
The Hold feature puts a call on hold until you return to it.
Placing a call on hold
Press Hold.
The green light next to the held line blinks.
Returning to the held call
Press the line button of the held call.
The call is restored.
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Mute
Mute
During an active call, the Mute feature prevents the party with whom you are
speaking from hearing you. This feature is most commonly used in conjunction
with the Speakerphone, but can be used to hold an off-line conversation at any
time during a call.
Preventing the other person on the line from
hearing you
1. Press Mute.
The other party cannot hear you. The light above the Spkr button blinks
when Mute is active.
2. To reinstate two-way conversation, press Mute again.
Redial
The Redial (or, Last Number Dialed) feature automatically initiates dialing of the
most recent extension or outside number dialed.
Redialing the last number called
Press Redial.
The last number dialed is automatically redialed.
Speakerphone
A two-way, built-in Speakerphone lets you place and answer calls without lifting
the handset.
Your telephone may be set for the two-way Speakerphone or for the one-way,
listen-only Speaker. Check with your System Administrator to see for which
feature your telephone is set.
NOTE:
It is also possible to disable the Speakerphone feature. If your
Speakerphone does not operate as indicated, contact your System
Administrator to be sure your telephone's Speakerphone is enabled.
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4-3
Placing a call without lifting the handset or using
the Speakerphone with any feature
1. Press Spkr.
The Speaker/Mute indicator above the Speaker button lights and voice
control is handled by the speaker.
2. Place or answer the call, or access the selected feature.
3. Adjust the speaker volume if needed by pressing the Volume Control button
until you reach the desired volume level.
As you press the Volume Control button, the display screen shows the
volume level, preceded by a bell symbol.
Changing from the speakerphone to the handset
Pick up the handset and talk.
The Speaker/Mute indicator above the Speaker button goes off.
Turning the speaker on during a call
Press Spkr.
The Speaker/Mute indicator above the Speaker button lights. Both the
speaker and handset are now operational.
Turning the speaker off during a call
Lift the handset at any time.
The speaker and the corresponding indicator light turn off; voice control
reverts to the handset.
Ending a call while the speaker is active
Press Spkr.
The speaker and the corresponding indicator light turn off and the call
terminates.
4-4 Issue 1 July 2001
Transfer
Transfer
The Transfer feature lets you 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
Trnsfr.
The call is placed on hold and its associated indicator light blinks; you hear
a dial tone and the next available line activates.
2. Dial the number to which you want to transfer the call.
3. Remain on the line and announce the call; if the line is busy or if no one
answers, return to the held call by pressing the line button on which it is
being held.
4. Press Trnsfr again.
The call is sent to the extension or number you dialed. A two-second
display message indicates the transfer is complete.
5. Hang up your handset.
Issue 1 July 2001
4-5
4-6 Issue 1 July 2001
IP Telephone Features
5
Introduction
This chapter contains procedures for using each of the DEFINITY ® phone
features. Depending on how your 4612 IP Telephone was set up by your System
Administrator, you can access some or all of the features discussed in this chapter
using Line/Feature buttons, display menus or Access Codes.
We cover feature access methods in the next section. Following that section, a
Feature List provides a reference to the descriptions and procedures for activating
and using features, which follow the list in alphabetical order.
Accessing IP Telephone Features
Your IP Telephone provides three ways to access IP Telephone features:
1. Your System Administrator may have programmed some of your
telephone's Line/Feature buttons to automatically access a feature when
pressed. In some cases, features activated via Line/Feature buttons have a
"steady green" indicator light to signify active status. When the feature is
deactivated (turned off), the indicator light goes off.
2. If you don't have a button administered on your phone for a specific
feature, you may be able to access a feature by entering a two or three
digit access code using the number pad. Note that the procedures in this
chapter often provide information about using access codes for applicable
features. Your System Administrator assigns access codes.
3. Some features may also be accessed or initiated using the Display Control
buttons (Menu, Exit, Right/Left Arrows) and the softkeys below the display
screen. In some cases, features activated via softkeys show a carat symbol
above the softkey label. When the feature is deactivated (turned off), the
carat symbol no longer displays.
Whether your DEFINITY® IP telephone system uses access codes, feature
buttons and/or display options, be sure to check with your System Administrator to
find out your phone system’s specific configuration.
Issue 1 July 2001
5-1
Feature List
The following DEFINITY® features are described in alphabetic order in this
chapter:
Table 5-1.
DEFINITY® Features
■
Abbreviated Dialing
■
Headset On/Off
■
Account Code Entry
■
Inspect
■
Automatic Callback
■
Internal Auto Answer
■
Automatic Intercom
■
Leave Word Calling
■
Button View
■
Pause
■
Call Display
■
Priority Calling
■
Call Forwarding (all calls)
■
Program Abbreviated Dialing
■
Call Park
■
Release
■
Call Pickup/Directed Call Pickup
■
Ringer Off
■
Consult
■
Self-Administration
■
Directory
■
Send All Calls
■
Drop (Conference Call party)
■
Timer
■
Exclusion
■
View (Stored Number)
■
Group Paging
■
Whisper Page/Answer/Off
■
Hands Free Answer
Check with your System Administrator for your phone system’s specific
configuration. For information about additional features that your System
Administrator may have programmed on your phone, see Chapter 4, "Managing
Phone Features" of the Enterprise Communication Server Administrator's Guide
(Release 8.4 or later).
5-2 Issue 1 July 2001
Abbreviated Dialing (AD)
Abbreviated Dialing (AD)
The Abbreviated Dialing (AD) feature lets you press a Line/Feature button to
automatically dial a stored telephone number, inside extension or Feature Access
Code.
To find the AD buttons on your phone use Button View on your softkey menu
(select BtnVu from the display menu, then press the Line/Feature button you want
to check). If available on your phone, you may also use the Stored Number
feature to review your AD numbers.
To program a Line/Feature button for abbreviated dialing, see the “Program
Abbreviated Dialing” feature later in this chapter.
Placing an Abbreviated Dialing call
Press the Line/Feature button programmed to dial the number or extension you
want to call.
Your call is dialed automatically.
Account
The Account feature allows users to enter Call Detail Recording (CDR) account
codes. CDR account codes allow your phone system to associate and track calls
according to a particular project or account number.
Automatic Callback
The Automatic Callback feature sends your phone a priority ring, indicating the
previously busy or unanswered extension you dialed is now available. Note that if
you initiate call forwarding after activating Automatic Callback, returned calls
(callbacks) are not forwarded, and ring at your phone.
Automatically placing another call to an
extension that was busy or did not answer, or in
response to a returned call waiting ringback tone
1. During a call attempt, press the Menu button, then press the softkey below
AutCB.
Three tones indicate Automatic Callback is active.
Issue 1 July 2001
5-3
2. Hang up.
You hear a priority ring when both your phone and the number you called
are available. The display shows the message "Callback."
3. When you hear the priority ring, lift the handset.
Your call proceeds as originally dialed.
NOTE:
Automatic Callback cancels (automatically) after 30 minutes.
Canceling Automatic Callback
With the handset on-hook, press the Menu button, then press the softkey
below AutCB again.
One tone indicates automatic callback is canceled; this feature
automatically cancels after 30 minutes.
Automatic Intercom
The Automatic Intercom feature places a call to a specific phone associated with
this button. The recipient of the call receives a unique alerting ring, and the
indicator light associated with the intercom button flashes.
Button View
The Button View feature lets you display the name of the feature that has been
programmed on any of your telephone's Line/Feature (call appearance) buttons.
Viewing the feature programmed on a
Line/Feature button
1. Press the Menu button and find the BTnVu softkey by pressing the Right
Arrow display control button.
2. Press the softkey below BtnVu.
3. Press the Line/Feature button for which you want to see its assigned
function.
The Line/Feature button assignment or telephone number displays.
4. To return to call handling mode, press Exit or, to see another
feature/number, repeat this procedure from Step 3.
5-4 Issue 1 July 2001
Call Display
Call Display
The Call Display feature initiates a call to the phone extension or number shown
on the display screen. The number displayed could be from a Leave Word Calling
(LWC) message, or a number you retrieved using the directory feature.
Call Forwarding
The Call Forwarding feature lets you redirect all calls to your phone to another
extension or an outside number. Because this feature may operate differently
among customers, check your office procedures for call forwarding before
performing the procedures below. Call forwarding must be disabled to resume call
pickup at your phone.
Temporarily sending your calls to another phone
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Call Forwarding, press that button to initiate call
forwarding,
or
Dial the Call Forward Access Code with the phone off-hook.
2. Dial the extension or number to which calls should be sent.
3. Hang up.
When Call Forwarding has been activated, the Line indicator light is on and
you may hear a brief ring-ping tone as each call is forwarded.
Canceling Call Forwarding
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Call Forwarding, press that button,
or
Dial the Call Forward Cancel Access Code with the phone off-hook.
The Line indicator light goes off and you hear a confirmation tone; your
calls will now ring at your phone.
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5-5
Call Park
The Call Park feature lets you place a call on hold at your telephone for retrieval at
any extension.
Parking a call at your extension
If your System Administrator has programmed one of the Line/Feature
buttons to represent Call Park, press that button to initiate Call Park,
or
Press Trnsfr and dial the Call Park Access Code, then press Trnsfr again.
The call is parked at your extension.
Retrieving a parked call from another extension
1. With the handset off-hook, dial the Answer Back Access Code.
2. Dial the extension where you parked the call (usually your own extension).
If an intercept tone sounds, the parked call has been disconnected or
retrieved by someone else.
Call Pickup and Directed Call Pickup
The Call Pickup feature lets you answer a call at your telephone for another
extension in your call pickup group. Directed call pickup, if available, lets you pick
up a call for a specific extension even if that extension is not part of your pickup
group. Because these features may operate differently among customers, check
your office procedures on picking up calls before performing the procedures
below.
Answering a call placed to someone in your
pickup group (when your phone is idle)
If your System Administrator has programmed one of the Line/Feature
buttons to represent Call Pickup, press the Call Pickup Feature button,
or
Dial the Call Pickup Access Code.
The extension called stops ringing and you are connected to the call for
pickup.
5-6 Issue 1 July 2001
Consult
Picking up a call for someone in your office using
Directed Call Pickup
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Directed Call Pickup, press that button,
or
Dial the Directed Call Pickup Access Code.
2. Dial the extension for which you want to pick up a call.
The extension called stops ringing and you are connected to the call for
pickup.
Consult
The Consult feature allows a covering user, after answering a coverage call, to call
the principal (the party called) for private consultation. Activating the Consult
feature places the caller on hold and establishes a private connection between the
principal and the covering user. The covering user may then add the caller to the
conversation, transfer the call to the principal, or return to the caller.
Directory
The Directory feature allows you to search a stored list of telephone numbers by
keying in the name of the person whose number you want using the dial pad.
Initially, your directory will be set up by your telephone system administrator to
include only those phones that are part of your telephone system.
Using the Directory feature
1. Press the Menu button, then press the softkey below Dir,
or
If Directory is not available on your display, press the Line/Feature button
your System Administrator has programmed for the Directory.
2. Use the dial pad to key in the name of the person whose number you want
to look up. Use this format: last name, comma (use the * key), first name
or initial. For example, to look up the Tom Smith's name, press the
following number keys: 76484*8.
The top display line shows your entry. The bottom line displays the results
of the directory search. If no match is found, the message "No Match - Try
Again" displays.
3. To scroll through the Directory, press the Right Arrow display control button.
Issue 1 July 2001
5-7
4. To search for a new directory name, repeat the procedure from Step 1,
or
To exit the directory, press the Exit display control button .
Calling the person whose name is displayed
1. Pick up the handset (or leave it on-hook to use the speakerphone if you
have a Call Disp button).
2. With the person's name and extension displayed, press the Call Disp
Line/Feature button,
or
If you do not have a Call Disp button, press Exit and dial the extension
using the dial pad.
Drop (a Person from a Conference
Call)”
See “Conference” in Chapter 4, “Call Handling Features.”
Exclusion
The Exclusion feature allows multi-appearance users to prevent other
multi-appearance users having the same extension from bridging on to an existing
call.
Group Paging
The Group Page feature allows users make announcements to groups of phone
stations by automatically turning on their speakerphones.
Hands Free Answer on Intercom
See “Internal Auto Answer” in this chapter.
5-8 Issue 1 July 2001
Headset On/Off
Headset On/Off
The Headset On/Off feature allows headset usage to be activated or deactivated
using a Line/Feature button. When this feature is active, the green indicator light
corresponding to the button administered signifies the headset is off-hook; when
the indicator is not lit, it signifies on-hook headset status.
Inspect
The Inspect feature provides call-related information for an incoming or held call
when you are active on another call.
Using the Inspect feature
1. Press Menu, use the Arrow display control buttons to scroll through the
options until you see Inspt, then press the softkey below Inspt,
or
If Inspt is not available on the display, press the Line/Feature button your
System Administrator has programmed to represent this feature.
2. Press the Line/Feature button of the incoming or held call.
The display shows the name and/or number of the person calling/on hold,
and you remain connected to the active call.
3. To answer the incoming or held call, put the current call on hold (or hang
up).
4. Press the Line/Feature button of the incoming or held call.
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5-9
Internal Auto Answer (Hands Free
Answer)
The Internal Auto Answer (or Hands-Free Answer on Intercom) feature lets your
Speakerphone-equipped telephone automatically go off-hook to answer internal
calls.
Answering internal calls automatically
1. Press Menu, then press the softkey below HFAns,
or
If your System Administrator has programmed one of the Line/Feature
buttons to represent internal auto answer, press that button to initiate this
feature.
A three-tone warble sounds when your phone goes off-hook on each
internal call. The Speaker indicator lights.
2. Use the Speakerphone to proceed with the call.
Canceling Internal Auto Answer
Press Menu, then press the softkey below HFAns,
or
If your System Administrator has programmed one of the Line/Feature
buttons to represent internal auto answer, press that button to cancel
internal auto answer.
Control reverts to the handset.
Leave Word Calling
The Leave Word Calling (LWC) feature lets you leave a standard message for a
person at another extension. LWC allows the called party to retrieve a short,
standard message (your name, extension, date and time called and number of
times you called) from your message service (AUDIX, other voice mail system or a
covering user).
5-10 Issue 1 July 2001
Pause (During Abbreviated Dialing)
Leaving a message after dialing an extension (in
response to a busy or coverage tone, no answer or
Hold status)
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Leave Word Calling, press that button to initiate leave
word calling,
or
Press Menu, then press the softkey below LWC.
The Speaker indicator light activates.
2. Hang up.
The Message Indicator light at the extension called goes on.
Leaving a message without ringing an extension
1. Press Menu, then press the softkey below LWC,
or
If your System Administrator has programmed one of the Line/Feature
buttons to represent Leave Word Calling, press that button to initiate leave
word calling.
The Speaker indicator light activates.
2. Dial the extension.
The Message Indicator light at the extension called goes on.
3. Hang up.
Canceling a Leave Word Calling message
You cannot cancel a LWC message left for an AUDIX subscriber.
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Cancel Leave Word Calling, press that button. The
phone can be either on- or off-hook.
2. Dial the extension at which you left the message.
You hear a confirmation tone.
3. Hang up.
Pause (During Abbreviated Dialing)
The Pause feature allows a pause to be programmed into an Abbreviated Dialing
entry when setting up an abbreviated dialing number or list.
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5-11
Priority Calling
The Priority Calling feature lets you place an internal call with a distinctive ring
(usually a 3-burst ring) to indicate your call needs immediate attention.
Placing a priority call
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Priority Calling, press that button,
or
Press Menu, then press the softkey below PCall,
or
Dial the Priority Calling Access Code.
2. Dial the extension and wait for the person to answer.
The extension called receives three ring tones and the message "Priority"
displays.
If your call is not answered, you can redirect it to a person on coverage. While the
phone is ringing, press the Line/Feature button your System Administrator has
designated as the Go to Cover button.
Changing a regular call into a priority call (when
you hear a call waiting ringback tone)
When you hear the ringback tone indicating the phone is in use, stay on the
line and follow the steps above for placing a priority call using the Menu
and appropriate softkey, or by pressing the designated Line/Feature button;
note that you cannot use an access code after dialing an extension. If you
still receive a call waiting ringback tone, hang up and place the priority call
again in a few minutes.
Program Abbreviated Dialing
To be programmable for abbreviated dialing, a Line/Feature button or softkey must
be administered for the Abbreviated Dialing feature. Note that two separate
procedures follow for programming Abbreviated Dialing numbers — one for
programming Line/Feature buttons for abbreviated dialing, and one for
programming softkeys for abbreviated dialing.
5-12 Issue 1 July 2001
Program Abbreviated Dialing
Programming or re-programming a single
Abbreviated Dialing button on a Line/Feature
button
NOTE:
If you make a mistake while programming, you CANNOT move back a space
to erase it. Instead, press the # key or go on-hook to erase the entry and
start over.
1. Write down the outside numbers, extensions and/or feature access codes
you want to program. (Each AD button holds one complete phone number,
an inside extension or a feature access code.)
2. To enter programming mode, press Menu, then press the softkey below
Prog.
The phone goes off-hook, the Speaker indicator lights and the message
"Press button to program" displays.
3. Press the pre-administered Line/Feature button you want to program for
Abbreviated Dialing. (The button must be set for abbreviated dialing before
you can program it.)
The message "Enter number" displays.
4. Enter the outside number, extension or feature Access Code you want to
store. An automatic dialing number or code can be from 1 - 16 digits. (24
digits are allowed if the number is associated with an AD list; see your
System Administrator for information.) When programming an outside
number, be sure to include the trunk code, for example, a "9" if applicable.
NOTE:
Your phone display may allow you to use softkeys to add special
functions such as a pause, a mark or a wait into your AD number. If
so, they can be accessed during programming via the Menu button
and inserted into the number being programmed.
5. Press the # button to save the number or code.
A three-beep confirmation tone indicates the AD number has been stored
and the message "Number saved" displays for one second; then the
message "Press button to program" redisplays.
6. Record the number, code or other identification on the label next to the AD
button.
7. Repeat Steps 1 through 6 to program additional AD numbers on
Line/Feature buttons.
8. To end programming, hang up by pressing the Spkr button or lifting and
replacing the handset.
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5-13
Programming or re-programming a single
Abbreviated Dialing button on a softkey
NOTE:
If you make a mistake while programming, you CANNOT move back a space
to erase it. Instead, press the # key or go on-hook to erase what was
entered and start over.
1. Write down the outside numbers, extensions and/or feature access codes
you want to program. (Each AD button holds one complete phone number
or feature access code.)
2. To enter programming mode, press Menu, then press the softkey below
Prog.
The phone goes off-hook, the Speaker indicator lights and the message
"Press button to program" displays.
3. To select the pre-administered softkey feature button you want to program
for Abbreviated Dialing, press Menu again, then the Right or Left Arrow
until the label of the softkey you want on the display appears. Then, press
the softkey below that label.
The message "Change number? Yes=1 No=2" displays.
4. Choose one of the following options:
If you want to
Then
Enter a new number or
change an existing
number
Press 1. The message
"Enter Number" displays.
Proceed to Step 5.
Keep the existing number
shown
Press 2. The message
"Change label? Yes=1
No=2" displays. Proceed
to Step 7.
5. Enter the outside number, extension or feature Access Code you want to
store. This number or code can be from 1 - 24 digits. When programming
an outside number, be sure to include the trunk code, for example, a "9" if
applicable.
NOTE:
Your phone display may allow you to use softkeys to add special functions
such as a pause, a mark or a wait into your AD number. If so, they can be
accessed during programming via the Menu button and inserted into the
number being programmed.
6. Press the # button to save the number or code.
5-14 Issue 1 July 2001
Release
A three-beep confirmation tone indicates the AD number has been stored
and the message "Number saved" displays for one second; then the
message "Change label? Yes=1 No=2" displays.
7. Choose one of the following options:
If you want to
Then
Change the label for the softkey
Press 1. The message "Enter
label" displays. Proceed to Step
8.
Keep the existing label
Press 2. The message "Press
button to program" displays.
Proceed to Step 10.
8. Use the dial pad to enter a label of up to five characters. Pressing a dial
pad key once enters the first letter associated with that key; to enter a
different letter on that key, press the key repeatedly until the desired letter
appears on the display. When the next letter you want for the label is on the
same dial pad key, press * to advance to the next space. For example, to
program the label "TED," press 8 (T), then 3 twice (E), then *, then 3 once
(D).
9. Press the # button to save the label.
A three-beep confirmation tone indicates the AD label has been stored.
Three messages display in succession: "Label saved" displays for one
second; followed by "Hang up to update display" for two seconds, then
"Press button to program" displays.
10. To end programming, hang up by pressing the Spkr button or lifting and
replacing the handset.
11. Repeat Steps 1 through 10 to program additional AD buttons and labels.
Release
The Release feature allows an agent on an ACD (Automated Call Dialing) call to
be released from that call. This feature is used in conjunction with other ACD
features.
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5-15
Ringer Off
The Ringer Off feature stops your phone from ringing. Use this feature when you
don't want to be disturbed. When your ringer is set to off, the Line indicator lights
and the display alerts you to incoming calls. Your phone also gives one short ring
burst to indicate an incoming call.
Turning the ringer off
Press Menu, then press the softkey below RngOf.
Turning the ringer back on
Press Menu, then press the softkey below RngOf.
Self-Administration
The Self-Administration feature lets you add (or remove) certain feature buttons
on your own telephone using the softkeys and Display Control Buttons. The
features you may add (or remove) are:
■
Account Code Entry
■
Automatic (speed) dialing buttons
■
Blank
■
Call Forwarding
■
Call Park
■
Call Pickup
■
Directed Call Pickup
■
Group Page
■
Send All Calls
■
Whisper Page
■
Whisper Page Answer
■
Whisper Page Off
5-16 Issue 1 July 2001
Self-Administration
Administering any of the above features on your
telephone's available buttons
To perform this procedure, your telephone must be idle, without any active or held
calls.
1. Press the Menu button, and use the Right Arrow button to scroll through
the display until the Admin option appears.
2. Press the softkey below Admin.
3. If necessary, enter your security code using the telephone dial pad, then
press the softkey below Done.
The first Select Feature menu displays, with the first set of four
self-administration options (Expl? for Explanation; Acct for Account Code
Entry; AutoD for Automatic Dialing buttons; Blank for Not Available).
4. Choose one of the following options:
If you want to
Then
Add or remove one
of the features
shown
Go to Step 5.
Add or remove a
feature not shown
Press the Right Arrow to display the next four
features (CFrwd for Call Forwarding; CPark for
Call Park; CPkUp for Call Pickup; DPkUp for
Directed Call Pickup). If the feature you want is not
shown, press the Right Arrow again to display the
next four features (GrpPg for Group Page; SAC for
Send All Calls; WspPg for Whisper Page; WspAn
for Whisper Page Answer). If the feature you want
is not shown, press the Right Arrow again to
display the final feature (WsOff for Whisper Page
Off).
Scroll through the
self-administration
features
Press the Right or Left Arrow to scroll forward or
back through the four Select Features menus.
See the full name
of any feature on a
Select Feature
menu
With the Expl feature displayed, press the softkey
below it. The top line displays the feature's name.
Press the Right Arrow to see the name of the
next available feature; repeat as needed.
Exit the
self-administration
function
Press Exit to return to the default (date/time)
display and normal call-handling mode.
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5-17
5. Press the softkey below the feature you want to place on (or remove from)
an available Feature button, for example, SAC to add or remove send all
calls. Selecting certain features may prompt you to enter a number such as
a telephone number, extension or trunk code to be associated with the
button you select in the next step.
NOTE:
Some already-programmed features, for example, call appearances, cannot
be changed from your phone; if you attempt to change one of these
features, your phone beeps once and the message "Press button to
program" remains displayed.
6. Press the Line/Feature button you want to assign to the selected feature.
If the feature is successfully administered, the display shows "Button
Programmed." If the button pressed already has a feature associated with
it, the display shows the programmed feature description and provides you
with the option of keeping it as programmed or replacing it with the
selection made in Step 6.
7. Choose one of the following options:
If you want to
Then
Program
another button
after receiving
the "Button
Programmed"
message
Press the softkey below Cont (Continue) on the
second line of the display. Repeat this procedure
from Step 4.
Replace the
feature shown
Press the softkey below Replace.
Keep the
feature as
programmed
Press the softkey below Keep.
Delete the
feature from
the button
selected in
Step 6 and
leave it blank
Press the softkey below Delete.
Exit the
self-administration function
Press Exit to return to the default (date/time) display
and normal call-handling mode.
5-18 Issue 1 July 2001
The display reverts to the first Select Feature menu.
The display confirms the button has not been
reprogrammed.
The message "Button Programmed" displays.
Send All Calls
Send All Calls
The Send All Calls feature lets you temporarily send your calls to the extension of
a person designated by the System Administrator to answer them when you
cannot.
Sending all calls (except priority calls)
immediately to a coverage extension
Your Telephone System Administrator must provide a coverage path before you
can use this feature.
If your System Administrator has programmed one of the Line/Feature
buttons to represent Send All Calls, with the phone on-hook, press that
button to initiate coverage,
or
With the phone on-hook, dial the Send All Calls Access Code.
You may hear a ring-ping (half-ring) tone as each call is forwarded.
Canceling send all calls
If your System Administrator has programmed one of the Line/Feature
buttons to represent Send All Calls, with the phone on-hook, press that
button again to cancel coverage,
or
With the phone off-hook, dial the Send All Calls Cancel Access Code.
A confirmation tone indicates coverage cancellation.
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Stored Number (View)
The Stored Number feature lets you display:
■
The numbers stored in Abbreviated Dialing (AD) locations
■
The number you last dialed
Viewing either the last number dialed or a
number stored on an AD button
1. If one has been programmed by your System Administrator, press the View
Line/Feature button.
2. To view the last number dialed, press Redial,
or
To view the number stored on an Abbreviated Dialing button, press the
applicable AD Line/Feature button.
The associated telephone number displays.
3. To return to call handling mode, press Exit or, to see another
feature/number, repeat this procedure from Step 2.
Timer
The Timer (display) feature lets you measure elapsed time.
Viewing elapsed time (hours, minutes, seconds)
1. Press Menu, then press the softkey below Timer,
or
If Timer is not available on your display, press the Line/Feature button your
System Administrator has programmed for the Timer feature.
The elapsed time displays.
2. To stop the Timer and clear the display, press Menu, then press the softkey
below Timer again,
or
If Timer is not available on your display, press the button your System
Administrator has programmed for the Timer feature again.
The time elapsed since initiating the Timer displays for about three
seconds, then disappears.
5-20 Issue 1 July 2001
Whisper Page (Activate)
Whisper Page (Activate)
The Whisper Page feature lets you make an announcement to a person at another
extension who is currently on a call; only the person being paged hears the
announcement.
NOTE:
If you have a headset other than those recommended (see Chapter 8) or a
base unit/adaptor other than the M12LU Modular Base Unit plugged into
your 4612 telephone, the Whisper Page announcement may be overheard
by the other person on the call.
Making an important announcement (such as an
incoming call) to an extension with a call in
progress
1. If your System Administrator has programmed one of the Line/Feature
buttons to represent Whisper Page Activate, press that button,
or
Dial the Whisper Page Activate Access Code.
You hear a dial tone.
2. Dial the number of the person you want to page.
Both parties on the other call hear a beep.
You can now speak to the party you paged without the other person on the call
hearing you. The paged party cannot speak to you unless the "To answer a
Whisper Page call" procedure is followed.
Whisper Page Answer
The Whisper Page Answer feature lets you speak with a person who pages you
while you are on a call.
NOTE:
If you have a headset other than those recommended (see Chapter 8) or a
base unit/adaptor other than the M12LU Modular Base Unit plugged into
your 4612 telephone, the Whisper Page announcement may be overheard
by the other person on the call.
Issue 1 July 2001
5-21
Answering a Whisper Page call
1. When you hear the Whisper Page beep while on a call, press the button
your System Administrator has designated for Whisper Page Answer.
Your current call is placed on hold to allow you to speak with the person
who paged you. The party on hold cannot hear your conversation.
2. When you finish speaking with the person who paged you, remove the
original call from Hold and resume your conversation.
Whisper Page Off
The Whisper Page Off feature prevents callers from using Whisper Page Activate
to page your telephone.
Blocking Whisper Page on your phone (your
phone must be programmed for Whisper Page
off)
Press the button your System Administrator has designated as the Whisper
Page Off button.
Other parties can no longer page your phone using the Whisper Page
Activate procedure.
5-22 Issue 1 July 2001
Retrieving Voice Messages
6
Message Retrieval
Your message indicator lights when a caller has left you a message. Because
voice mail systems are administered differently among customers, check your
office procedures for message retrieval. For example, some telephone users may
be authorized to retrieve messages for other telephones not equipped with a
display.
To retrieve a message by dialing the voice mail
system
Dial your voice mail system directly using the dial pad or, if one was programmed
by your System Administrator, press the Line/Feature button for voice mail. Some
systems also use softkeys for message retrieval.
Follow your standard voice mail retrieval procedures. Contact your System
Administrator if you have questions.
Issue 1 July 2001
6-1
6-2 Issue 1 July 2001
7
IP Telephone Management Features
Introduction
This chapter explains how to interpret both the different ringer tones you hear and
the telephone’s indicator lights. Also covered are testing your telephone to be sure
it is operating properly, and personalizing your phone’s ringing pattern.
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 (as shown on the
next page) are those which you hear through the handset (receiver) or the
speaker.
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.
Issue 1 July 2001
7-1
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;
indicates the extension called is busy and the called party
has been given a call waiting tone. If you hear this tone,
you may want to activate Automatic Callback.
Confirmation -- -- --
Three short tone bursts; indicates a feature activation or
cancellation has been accepted.
Coverage -
One short tone burst; indicates your call will be sent to
another extension to be answered by a covering user.
Dial ---------
Continuous tone indicating dialing can begin.
Intercept/Time-out
Alternating high and low tone indicating either 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 to
indicate a feature request has been accepted and dialing
can start.
Reorder -- -- -- -- -- --
Fast busy tone repeated every half-second to indicate all
phone trunk lines are busy.
Ringback ---- ---- ---- ----
Low-pitched tone repeated 15 times a minute to indicate
the number dialed is ringing.
7-2 Issue 1 July 2001
Personalizing Your Telephone's Ringing Pattern
Personalizing Your Telephone's
Ringing Pattern
The Select Ring feature lets you choose your own personalized ringing pattern
from among eight different patterns.
Selecting a personalized ringing pattern
1. With the phone on-hook, press Conf.
The current ringing pattern sounds and repeats every three seconds.
2. Continue to press (and then release) Conf to cycle through each of the
eight ring patterns.
3. To save a ringing pattern as it plays, do not continue to press Conf. You
hear the selected ringing pattern two more times, after which it is
automatically saved.
A confirmation tone (two rising tones) sounds and your new ringing pattern
is set.
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.
Interpreting Indicator Lights
As you become more familiar with your IP Telephone, you will recognize the lights
associated with a Line/Feature button. The chart below provides an overview of
the indicator lights you see; check with your System Administrator to verify if the
descriptions are accurate for your system.
Light
Meaning
Steady Red
The line is available.
Steady Green
Indicates the line is in use or the
feature programmed for that button is
on (active).
Blinking Green
Indicates a call is on hold on this line.
Flashing Green
An incoming call is arriving on this
line.
Fluttering Green
This line's call was put on hold
pending a conference or a transfer.
Issue 1 July 2001
7-3
Testing Your Phone
The Test feature lets you verify that your telephone's lights and display are
operating properly.
Testing the telephone's lights and display
1. With the phone idle, press and hold Trnsfr.
The Line/Feature indicators light and the display lines each show 24
shaded blocks, representing the 24 characters available on each line.
2. To end the test, release the Trnsfr button.
The lights and display return to normal operation.
If any indicator light or the display does not respond during the test, contact your
Telephone System Administrator.
7-4 Issue 1 July 2001
Using a Headset or Specialized
Handset
8
Introduction
This chapter describes the headsets and specialized handsets that are
compatible with your IP telephone. How to operate a headset is also covered.
IP Telephone-Compatible Headsets
Use any of the following headsets with the 4600-Series IP Telephones:
■
Earset Starter
■
Earset Starter Noise Canceling
■
Encore Ultra VT
■
Encore Ultra Noise Canceling
■
Encore Ultra II
■
Encore Ultra II Noise Canceling
■
Mirage Ultra
■
Mirage Ultra Noise Canceling
■
Starset Supra Starter
■
Starter Special VT
■
Starter Special Noise Canceling
■
Supra Starter Noise Canceling
■
Supra Ultra
■
Supra Ultra Noise Canceling
■
Supra Ultra II Twin Top
■
Supra Ultra II Noise Canceling
■
Tristar Ultra
■
Tristar Ultra Noise Canceling
Issue 1 July 2001
8-1
Operating a Headset
Headset operation must be administered by your System Administrator and
requires either an M12LU Modular Base Unit (PEC 3124-022) or a 3124-HIC:
Attenuation (headset adapter) Cord (PEC 3124-HIC). For the latest list of
compatible headsets and adapters, or for ordering information, access "Products
and Services" at www.avayadirect.com.
IP Telephone-Compatible Specialized
Handsets
The IP Phone's handset interface (labeled HAC on the underside of the phone) is
compatible with the following handsets:
■
AB1C (the handset provided with your phone)
■
AB5C
■
AB6C
■
AB8C
Specialized handsets are available for noisy environments, hearing-impaired
users and other special purposes. These handsets are labeled either as "K-type"
or "AJ-type" handsets.
For the latest list of special purpose handsets and ordering information, access
"Products and Services" at www.avayadirect.com.
8-2 Issue 1 July 2001
9
Troubleshooting
Introduction
The DEFINITY 4600-Series IP Telephones are relatively trouble-free. The Basic
Troubleshooting chart provides the most common problems an end user might
encounter. The remaining pages in this chapter provide procedures for resetting
or power-cycling your phone, when Basic Troubleshooting does not resolve the
problem. For all other IP Telephone questions or problems, contact your
Telephone System Administrator.
Basic Troubleshooting
Problem/Symptom
Suggested Solution
Phone does not activate after
connecting it the first time
Unless your System Administrator has
already initialized your telephone, you may
experience a delay of several minutes
before it becomes operational. Upon
plug-in, your telephone immediately
begins 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
8-10 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.
Issue 1 July 2001
9-1
Characters do not appear on
the Display screen
See "Phone does not activate after
connecting it the first time" above.
Check the power source to be sure your
telephone is receiving power.
Check all lines into the phone to be sure it
is properly connected.
Perform the Test procedure: with the
telephone idle, press and hold the Trnsfr
button; the line/feature indicators should
light and the display should show all
shaded blocks. Release the Trnsfr button
to end the test.
If the above suggested solutions do not
resolve the problem, reset or power cycle
the phone.
Display shows an
error/informational message
Most messages involve server/phone
interaction. If you cannot resolve the
problem based on the message received,
contact your Telephone System
Administrator for resolution.
No dial tone
Make sure both the handset and line cords
into the phone are securely connected.
Note that there may be a slight operational
delay if you unplug and reconnect the
phone.
If you have a 4612 or 4624 IP Telephone,
check to be sure the phone is powered
(press Menu, then Exit); if nothing
appears on the display, check your power
source.
If you have a 4612 or 4624 IP Telephone,
check to be sure your phone is
communicating with the switch; press
Menu, then any of the softkey features
(e.g., Timer). If the selected feature
activates, the switch/IP phone connection
is working.
Reset or power cycle the phone.
See your Telephone System Administrator
if the above steps do not produce the
desired result.
9-2 Issue 1 July 2001
Basic Troubleshooting
Echo, noise or static when
using a headset; handset
operation works properly
Check the headset connection.
Phone does not ring
If you have a 4612 or 4624 IP Telephone,
use the Menu to access the RngOf
(Ringer Off) feature; if a carat (downward
triangle) appears above that feature, your
phone is set to not ring. To correct, press
the softkey below RngOf; when the carat
does not display, your ringer is active.
If the connection is secure, verify that you
are using an approved headset, base unit
and/or adapter, as described in the list of
approved Avaya Communication
compatible Headsets in Chapter 8 of this
guide.
If "Ringer Off" is programmed on a
Line/Feature button, that button's indicator
light will appear as steady green;
reactivate the ringer by pressing that
Line/Feature button again.
Set your ringer volume to a higher level
using the Up/Down Volume keys.
From another phone, place a call to your
extension to test the above suggested
solutions.
Speakerphone does not
operate
Ask your System Administrator if your
Speakerphone has been disabled.
A feature does not work as
indicated in the User Guide
Verify the procedure and retry. For certain
features, you must lift the handset first or
place the phone off-hook.
See your Telephone System Administrator
if the above action does not produce the
desired result; your telephone system may
have been specially programmed for
certain features applicable only to your
installation.
All other IP Phone problems
Contact your Telephone System
Administrator.
Issue 1 July 2001
9-3
Resetting and Power Cycling the IP
Telephone
Reset your IP Telephone when other Troubleshooting suggestions do not correct
the problem. Use a Power Cycle with the approval of your System Administrator
only when a reset does not resolve the problem.
Resetting your phone
This basic reset procedure should resolve most problems.
1. Press Hold.
2. Using the dial pad, press the following keys in sequence: 73738#
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)
A confirmation tone sounds
and the display prompts
"Restart phone? * = no # =
yes."
The display shows the
message "Resetting values"
while your IP Telephone
resets its programmed
values, such as the IP
address, to its default
values, and re-establishes
the connection to the server.
The display then prompts
"Restart phone? * = no # =
yes."
4. 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 may take a few minutes.
9-4 Issue 1 July 2001
Resetting and Power Cycling the IP Telephone
Power cycling the phone
Use the power cycle with your System Administrator’s approval 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 routine by unplugging both the
phone and the Ethernet cables.
! WARNING:
Because the type of power cycle mentioned in Step 2 involves
reprogramming certain values, it should only be performed by your
Telephone System Administrator.
Issue 1 July 2001
9-5
9-6 Issue 1 July 2001