User`s guide | Avaya 4630 IP Phone User Manual

4630/4630SW IP Telephone
Release 2.0
User’s Guide
555-233-764
Issue 2.0
December 2003
Copyright 2003, 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
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
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
Means of Connection
This product complies with and conforms to the following
international EMC standards and all relevant national deviations:
Connection of this equipment to the telephone network is shown in the
following tables.
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:
Canadian Department of Communications (DOC) Interference
Information
•
•
•
•
•
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
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.
Part 15:
This equipment meets the applicable Industry Canada Terminal
Equipment Technical Specifications. This is confirmed by the
registration number. The abbreviation, IC, before the registration
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.
For 4630:
Declarations of Conformity
Federal Communications Commission Statement
Note: 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 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.
For 4630SW:
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.
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
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.
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.
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
For 4630:
This is a Class A 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.
For 4630SW:
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.
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
For the most current versions of documentation, go to the Avaya
support Web site: http://www.avaya.com/support.
Contents
About This Guide
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1
xi
Overview
Intended Audience
Issue Date
How to Use This Document
Document Organization
Conventions Used
Symbolic Conventions
Typographic Conventions
Related Documentation/Training
xi
xi
xi
xii
xii
xiii
xiii
xiii
xiii
Introducing Your 4630/4630SW IP Telephone
1-1
Introduction
The 4630/4630SW IP Telephone
Using the Touchscreen
Navigating Application Screens
4630/4630SW IP Telephone Applications
Phone Application
Speed Dial Application
Call Log Application
Directory Application
Voice Mail Application
Web Access Application
About the Stock Ticker
4630/4630SW IP Telephone Security
Locking/Unlocking Your Telephone’s Display
Logging Off the Phone
Reinstating the Phone After a Logoff
Display Screen Backlighting
1-1
1-2
1-4
1-5
1-5
1-6
1-6
1-7
1-8
1-9
1-10
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1-14
1-14
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Issue 2.0 December 2003 v
Contents
2
Using Your 4630/4630SW IP Telephone
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3
Using the Speed Dial Application
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4
Introduction
Making Calls
Manual Dialing
Automatic (Speed) Dialing
Calling a Party From the Call Log
Calling a Party From the Directory
Calling a Party From the Web Access Application
Receiving Calls
Call Handling Features
Conference
Hold
Mute
Redial
Speakerphone
Transfer
Introduction
Speed Dial Groups
Changing or Deleting a Group Label
Speed Dial Buttons
Adding Speed Dial Buttons to a Group or Updating Speed
Dial Button Information
Deleting a Speed Dial Button Label
Using the Call Log Application
■
■
■
■
■
Introduction
About the Call Log
Viewing the Call Log
Adding a Call Log Entry to a Speed Dial Group
Removing Call Log Entries
Removing a Specific Call Log Entry
vi Issue 2.0 December 2003
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2-1
2-2
2-2
2-3
2-5
2-5
2-6
2-6
2-7
2-7
2-7
2-8
2-8
2-9
2-11
3-1
3-1
3-1
3-2
3-3
3-3
3-6
4-1
4-1
4-2
4-3
4-5
4-6
4-6
Contents
5
Using the Directory Application
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6
Introduction
About the Directory
Locating a Phone Number Using the Directory
Calling a Person Listed in the Directory
Adding a Directory Entry to a Speed Dial Group
Resolving Search- or Directory-Related Problems
Trouble Message Resolution
Using the Voice Mail Application
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7
5-1
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6-1
Introduction
Accessing the Voice Mail Application
Using the Inbox
Working With Your Messages
Voice Message Options
Text, File, and Fax Message-Specific Options
Replying to Messages
Changing Voice Mail Options
Changing Your Password
Setting Delete Confirmation
Restoring the Default Sort Order
Changing the Playback Number (#)
If You Need Help
Using the Web Access Application
5-1
5-1
5-2
5-4
5-5
5-6
5-6
6-1
6-2
6-3
6-5
6-5
6-6
6-7
6-8
6-8
6-8
6-9
6-9
6-9
7-1
Introduction
7-1
Navigating Web Pages
7-2
Navigating the Home Page and Other Standard-Size Web Pages 7-2
Issue 2.0 December 2003 vii
Contents
8
4630/4630SW IP Telephone Options
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Introduction
Accessing the Options and Preferences Screen
Touchscreen Options
Setting the Screen Idle Timeout Duration
Setting the Keyboard Layout
Setting Button Click Feedback
Calibrating the Screen
Cleaning the Screen
Call Log Options
Activating/Deactivating Call Logging
Archiving the Call Log
Reviewing/Updating the FTP Server IP Address
Phone Application Options
Setting Edit Dialing
Selecting a Personalized Ring
Selecting a Redial Option
Setting the Go to Phone For Incoming Calls Option
Setting the Go to Phone on Originate Option
Setting the Call Timer
Directory Options
Setting Up or Modifying a Directory User ID and Password
Speed Dial Options
Setting the Speed Dial “Alphabetize Entries?” Option
Backing Up and Restoring Speed Dial Groups
Network Audio Quality
Backup/Restore Options
Setting the Automatic Backup Option
Restoring Data from a Backup File
Setting a User ID, Password, and other FTP (File Transfer
Protocol) Options
Stock Ticker Option
Setting Up or Modifying the Stock Ticker
Activating/Deactivating the Stock Ticker
viii Issue 2.0 December 2003
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8-1
8-2
8-2
8-3
8-4
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8-12
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8-14
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8-16
8-17
8-17
8-18
8-19
8-21
8-23
8-23
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Contents
9
Headsets and Handsets
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10
Introduction
Headsets for 4600 Series IP Telephones
Handsets for 4600 Series IP Telephones
9-1
9-1
9-2
Troubleshooting
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Index
9-1
10-1
Introduction
Basic Troubleshooting
Troubleshooting 4630 Applications
Resetting and Power Cycling the IP Telephone
Resetting Your Phone
Power Cycling the Phone
10-1
10-2
10-5
10-8
10-8
10-9
IN-1
Issue 2.0 December 2003
ix
Contents
x Issue 2.0 December 2003
About This Guide
0
Overview
0
This guide covers how to use your 4630/4630SW IP Telephone. The
4630/4630SW 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 ten chapters, geared to how you actually use the phone, each
of which is described in the section below titled Document Organization.
Intended Audience
0
This document is intended for IP telephone users who have a 4630/4630SW IP
Telephone at their desks. It is not intended to be a technical reference guide for
System Administrators or phone technicians.
Issue Date
0
This document was issued for the first time in December, 2001. This document
was revised for Release 1.7 in September, 2002, and revised for Release 1.8 in
June, 2003. This is the current version of the document, revised for Release 2.0 in
December, 2003.
Issue 2.0 December 2003
xi
How to Use This Document
About This Guide
How to Use This Document
0
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 4630/4630SW
IP Telephone, or review the Table of Contents or Index to locate information
specific to a task or function you want to perform.
Document Organization
0
This guide contains the following chapters:
xii
Chapter 1
Introducing Your 4630/4630SW
IP Telephone
Describes each element on the face of the
telephone, explains how to navigate the
touchscreen, introduces the 4630/4630SW
applications, and covers how to log your
phone on and off.
Chapter 2
Using Your 4630/4630SW IP
Telephone
Covers all call-related information, such as
initiating calls, speed dialing, conferencing,
and transferring calls.
Chapter 3
Using the Speed Dial Application
Describes how to add, update, and remove
single Speed Dial entries, and add or update
Speed Dial groups.
Chapter 4
Using the Call Log Application
Describes how to view the log of calls, call a
party listed, add a log entry to a Speed Dial
button/group, and remove log entries.
Chapter 5
Using the Directory Application
Explains how to search the Corporate
Directory, call a person listed, add a
Directory entry to a Speed Dial Group List,
and troubleshoot directory-related problems.
Chapter 6
Using the Voice Mail Application
Describes how to access, review, and
manage messages received via your voice
messaging system.
Chapter 7
Using the Web Access
Application
Explains how to use the 4630/4630SW’s
web access functions.
Chapter 8
4630/4630SW IP Telephone
Options
Provides setup and maintenance
procedures for 4630/4630SW IP Telephone
options and preferences.
Chapter 9
Headsets and Handsets
Provides a list of headsets and handsets
compatible with 4600 Series IP Telephones,
and ordering information.
Chapter 10
Troubleshooting
Provides basic troubleshooting actions, if
you encounter errors or experience
problems.
Issue 2.0 December 2003
About This Guide
Conventions Used
Conventions Used
0
This guide uses the following textual, symbolic, and typographic conventions to
help you interpret information.
Symbolic Conventions
NOTE:
0
These symbols precede additional information about a topic.
NOTES:
Typographic Conventions
0
This guide uses the following typographic conventions:
Document
Underlined type indicates a chapter, section, or sub-section in
this document containing additional information about a topic.
When viewed online, select the underlined item to move to
and display that information.
“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.
Call
In step by step procedures, words shown in bold represent a
single telephone button that should be pressed/selected.
Related Documentation/Training
0
This guide and other related documentation are available online at the following
URL: http://www.avaya.com/support.
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 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 Software (Document Number
555-233-767).
Issue 2.0 December 2003
xiii
Related Documentation/Training
xiv
Issue 2.0 December 2003
About This Guide
Introducing Your 4630/4630SW IP
Telephone
1
1
Introduction
1
The 4630 and 4630SW IP Telephones are new and innovative telephones that
combine traditional telephony features with an easy-to-use touchscreen, exciting
display options such as a stock ticker, and access to the World Wide Web. Using a
phone has never been easier with the 4630/4630SW’s online corporate phone
directory, a call log, and more than 100 available Speed Dial buttons.
This chapter introduces you to the layout of the 4630/4630SW IP Telephone. It
provides a description for the phone screen, each functional button, and other
phone characteristics, such as effective use of the touchable display screen. The
4630/4630SW’s applications are also introduced in this chapter, as well as how to
navigate application screens. This chapter also provides security, log on, and log
off procedures.
NOTE:
The 4630 and 4630SW telephones have the exact same appearance, user
interface, and functionality. The only differences between the sets are due to
differing electrical design - the 4630SW supports local or LAN-based
powering and has an Ethernet switch, while the 4630 supports local
powering only and has an internal shared repeater. The 4630 can use an
external hub. In general, you need not be concerned with these differences.
Any reference in this document to “4630” also applies to the 4630SW.
Issue 2.0 December 2003
1-1
Introduction
Introducing Your 4630/4630SW IP Telephone
The 4630/4630SW IP Telephone
1
The 4630 and 4630SW IP telephones are multi-line phones, typically with from 3
to 5 call appearance (incoming/outgoing) lines, up to 21 administrable Feature
buttons (as assigned by your System Administrator, and including 5 fixed Feature
buttons), a 4 1/2 inch by 3 1/3 inch screen display, and a two-way speakerphone.
Figure 1-1.
The 4630/4630SW IP Telephone
1
2
3
4
5
7
6
3
9
8
10
1-2
Issue 2.0 December 2003
Introducing Your 4630/4630SW IP Telephone
Table 1-1.
Callout
Number
Introduction
4630/4630SW IP Telephone Button/Feature Descriptions
Button/Feature
Name
Button/Feature
Description
1
Screen
Brightness
Control
This dial adjusts the display screen’s brightness, and is
located on the back side of the upper right corner of the
telephone main housing.
2
Top Display
Line
The top line of every application screen provides the
following information or options:
■
Time of Day and Current Date, Help Tips, or
switch-generated messages.
■
Options (
) icon. When selected, displays the
Options and Preferences menu screen.
■
Lock (
) icon. When selected, locks the phone,
which can be unlocked with a password you specify.
3
Display
The display screen is 4 1/2 inches by 3 1/3 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.
Volume control (when a volume arrow is pressed),
instructional messages/prompts and the call/interval time
(when on an active call) also display in the top area as
appropriate, and if you’ve set up the Stock Ticker option
(as described in Chapter 8), the top line displays current
information on your selected stocks and indices. While
dialing out and during phone usage, the call area for the
active line shows the name/phone number you are
calling. For calls on hold, the call area shows elapsed
time, as applicable.
4
Stylus Storage
Well
Provides a place to rest the stylus (screen pointer) when it
is not in use.
5
Headset
With a headset connected, changes audio control from
the handset or speaker to the headset. The LED next to
this button lights when the headset is active.
(
6
)
Mute
(
)
Turns off the active handset, headset, and Speakerphone
microphone, to prevent the other person from hearing
you. The LED next to the Mute button lights when the
microphone is muted.
Issue 2.0 December 2003
1-3
Using the Touchscreen
Table 1-1.
Callout
Number
7
Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Button/Feature Descriptions — Continued
Button/Feature
Name
Button/Feature
Description
Volume Control
Adjusts the handset, speaker, headset, or ringer volume,
depending on which item is in use. As you increase or
decrease the volume, the top display area provides either
a speaker, headset, handset, or ringer icon to indicate for
which item you are adjusting volume, followed by a visual
“volume meter” showing the volume level.
(
)
8
Numeric
(Dialing) Pad
Standard 12 button pad for dialing phone numbers.
9
Speaker
Accesses the two-way Speakerphone feature. The LED
next to this button lights when the Speaker is active.
(
10
)
Voice Message
Light
(
)
When lit, indicates you have a message waiting on your
voice messaging system.
Using the Touchscreen
1
New 4630 IP Telephone users may be unfamiliar with touching a screen to initiate
an action or feature instead of pressing a button. Once you begin using your
phone on a regular basis, you will find it has been designed for simplicity and ease
of use. Following are some tips for effective use of the touchable display screen:
1-4
■
To initiate an action or select a Feature button, lightly touch the button or
screen area you wish to activate, then lift.
■
If you have large fingers or do not wish to touch the screen directly, use the
stylus provided with your phone, a pencil eraser, or other soft, non-abrasive
object; do not use your fingernails, pencil points, or other sharp objects to
make selections.
■
Do not press and slide your finger (or any other implement being used for
selection) across the display area.
■
Do not “drag and drop” as you would do with a PC mouse. The exception is
when you’ve selected a button or action in error. If you select a button or
action in error, move your finger away from the button and then lift your
finger; your action will be ignored and you can then make the proper
selection.
■
If the display screen appears wavy or if text is displayed off to one side, use
the calibration procedure, described in Chapter 8, to re-orient the display.
Issue 2.0 December 2003
Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Applications
■
Clean the screen on a regular basis using screen wipes or another
non-abrasive product designed for this purpose.
■
If the display “times out” (goes blank) due to inactivity, touch the screen,
pick up the handset, or press any button to restore the display.
Navigating Application Screens
1
Navigate the 4630’s application screens by selecting Feature buttons or
application-specific buttons, depending on the activity you want to perform.
Feature and application buttons are either enabled (meaning the button is active
and available for selection) or disabled (not active, not available for selection).
When a button is enabled on an application screen, the button is highlighted with
black on the bottom and white on the top, giving it a three-dimensional
appearance. Disabled buttons are bordered in gray.
To initiate an action or select a button, lightly touch the button or screen area you
wish to activate, then lift.
4630/4630SW IP Telephone Applications
1
Your phone provides up to six major applications via the display screen, which
replace many of the buttons you may have used on other office telephones.
Each application tab and its associated screen is color-coded, to provide visual
recognition of the application with which you are working. Applications and their
respective color-coding are described in Table 1-2 below.
Table 1-2.
Application Tab/Screen Color Coding
Application
Tab/Screen Color
Phone
Blue
Speed Dial
Orange
Call Log
Magenta
Directory
Green
Voice Mail
Violet
Web Access
Yellow
NOTE:
One or more application tabs may not be available, depending on your local
network and 4630 configuration.
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4630/4630SW IP Telephone Applications
Introducing Your 4630/4630SW IP Telephone
Phone Application
1
The primary application is the Phone application, through which you can make
calls or select administered Feature buttons from the Feature button panel on the
right side of the screen. When the Phone application is displayed, the phone is in
its “default” state.
The Phone display screen has five distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Call Appearance (incoming/outgoing) lines.
3. Feature buttons.
4. If set on the Options and Preferences screen, an Edit Dialing display panel.
5. Application tabs which provide access to the other 4630 applications. You
can always access the Phone function from any other application screen by
selecting the Phone application tab.
The Phone application is described in Using Your 4630/4630SW IP Telephone.
Speed Dial Application
1
The Speed Dial application provides access to Speed Dial Group Lists and
Buttons, which facilitate automatic dialing.
The main Speed Dial screen has five distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Buttons labeled with names or designations of persons in a selected
Group.
3. Group Number/Name for each of the five available groups.
4. An Edit/Delete button, used to modify or delete the Group Name or group
members’ names or numbers.
5. Application tabs which provide access to the other 4630 applications. You
can always access Speed Dial from any other application by selecting the
Speed Dial application tab.
Making calls using the Speed Dial application is described in Using Your
4630/4630SW IP Telephone. Using the Speed Dial Application covers setting up
and modifying Speed Dial Groups and Buttons.
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Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Applications
Call Log Application
1
The Call Log application provides a list of up to 100 outgoing and incoming
(answered and unanswered) calls. This application also allows you to call a
person directly from the Call Log screen and add a log entry’s name and number
to a Speed Dial button.
The Call Log screen has five distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Call information area, including name of caller/called party, telephone
number, time and date of call, type of call (outgoing, incoming answered, or
incoming unanswered), and length of call.
3. Scroll buttons for viewing the Call Log.
4. Feature buttons, such as Call or Add to SD (Speed Dial), used to initiate a
call to a selected log entry or add a selected entry’s name and number to a
Speed Dial Group. When you select a specific Call Log entry, the Scroll
buttons (Item 3 above) are temporarily replaced by more Feature buttons,
one of which allows you to delete that entry.
5. Application tabs which provide access to the other 4630 applications. You
can always access the Call Log from any other application by selecting the
Call Log application tab.
Making calls from the Call Log is described in Using Your 4630/4630SW IP
Telephone. Using the Call Log Application covers log viewing, direct-dialing of a
log entry, and adding an entry to a Speed Dial Group.
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4630/4630SW IP Telephone Applications
Introducing Your 4630/4630SW IP Telephone
Directory Application
1
The Directory application allows users whose System Administrator has
established a Corporate phone directory to search for telephone numbers by
name and to initiate direct dialing from the Directory list. This application also
allows users to add a Directory entry’s name and number to a Speed Dial Group
List.
NOTE:
The Directory application tab may not be available, depending on your local
network and 4630 configuration.
The Directory screen has four distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Name entry field for a Directory search and related Feature buttons
(Search and Clear).
3. Keyboard for entry of search criteria.
4. Application tabs which provide access to the other 4630 applications. If
administered, you can always access the Directory from any other
application by selecting the Directory application tab.
Using the Directory Application covers search procedures, direct-dialing of a
directory entry, and adding a directory name/number to a Speed Dial Group.
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Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Applications
Voice Mail Application
1
The Voice Mail application allows users whose System Administrator has
established a link to their corporate voice messaging system to retrieve, respond
to, and manage their messages.
NOTE:
The Voice Mail application tab may not be available, depending on your local
network and 4630 configuration.
The main Voice Mail screen (your “Inbox”) has four distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Message information area, providing the message type, a priority flag, the
name or number of the person who sent the message, message date and
time, and message subject.
3. Feature buttons to allow you to review message detail, access voice mail
options, refresh the screen for new messages received, switch mail folders,
obtain voice mail-specific Help, or log off from voice mail.
4. Application tabs which provide access to the other 4630 applications. If
administered, you can access your voice mail from any other application by
selecting the Voice Mail application tab.
Using the Voice Mail Application covers retrieving and reviewing messages, voice
mail options, and message management.
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4630/4630SW IP Telephone Applications
Introducing Your 4630/4630SW IP Telephone
Web Access Application
1
The Web Access application offers a way to browse and connect to specific
Corporate Intranet information, as well as to Avaya support for the 4630 IP
Telephone. Your System Administrator has established a “home page” for your
office system containing the sites available for browsing. This home page’s
address (URL) is downloaded as part of the 4630 IP Telephone’s
initialization/installation process.
Although not intended to replace your PC’s browser capabilities, the Web Access
application can provide quick reference to information related to your business.
For example, a Human Resources Director may want to access and review a
specific area of the company’s online policy on terms and conditions of
employment during a phone conference; selecting the Web Access application
makes it easy to review the policy while on the call.
NOTE:
The Web Access application tab may not be available, depending on your
local network and 4630 configuration.
The Web Access Home page display screen has four distinct areas:
1. The Top Line includes: Time of Day/Current Date, Volume Control,
call/feature information and/or application screen Help, the ability to lock
the phone via the Screen Lock (
) icon, and access to the Options
and Preferences screen via the Options (
) icon.
2. Web page display area.
3. Web page control buttons.
4. A button for quick access to the Phone application. The usual application
tabs are not displayed with the Web Access application, to allow more
room to display websites. If administered, you can get to Web Access from
any other application by selecting the Web Access application tab.
The type of web page displayed will determine the control buttons that appear.
Making a call from a web page is described in Using Your 4630/4630SW IP
Telephone. The Web Access application is described fully in Using the Web
Access Application.
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4630/4630SW IP Telephone Applications
About the Stock Ticker
1
Because it is so advanced, your 4630 IP Telephone can even provide you with an
“at a glance” view of current stock market quotes on up to 16 selected stocks and
up to 3 major market indices. 4630/4630SW IP Telephone Options, describes
how to specify your stock symbols and other related preferences, and how to
activate/deactivate the ticker.
NOTE:
The Stock Ticker may not be available, depending on your local network and
4630 configuration.
Here’s how it works:
1. You specify the stocks and indices you want to track.
2. Once you save that information (and assuming your Stock Ticker is
activated), the top display line shows the symbol and the most recently
obtained trade price (plus the day’s change and/or volume traded - if you
included this information when you set up your ticker) of every stock and
index you specified.
3. Each symbol is color-coded to provide “at a glance” recognition. When you
are tracking more stocks than will fit on the top display line, a group of
stocks will display for five seconds, followed by the next group, and so on,
until all selected stocks have been displayed. Your quotes are shown in the
order you specified during set-up, followed by any of the indices you
selected.
4. After all of your symbols display once, the quotes are repeated in the same
order with updated information, as appropriate.
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4630/4630SW IP Telephone Applications
Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Security
1
Telephone security involves preventing unauthorized use of your phone by others.
You can log your phone off when you will be out of the office for a period of time,
and lock your phone so that it cannot be used by others in your absence. Logging
off and/or locking the phone protects your application information (your Call Log
and Directory) and prohibits web access. These security measures are described
in this section.
Also, your 4630 display screen automatically dims when it has been idle for a
pre-set period of time, as covered in Display Screen Backlighting later in this
chapter.
Locking/Unlocking Your Telephone’s Display
1
You may lock your phone’s display at any time to prevent unauthorized use of
application-specific information or access to the server.
! CAUTION:
Locking the phone does not prohibit making or receiving calls!
Prior to locking the phone for the first time, a display screen prompts you to enter
your PBX/switch password; this serves to notify you that the password will be
required to unlock the phone and allows you time to obtain the password from
your System Administrator (if one has not yet been established or has been
forgotten) before proceeding to lock the phone.
Locking the Display
1
If your phone is locked, a “Locked” message displays across the screen in capital
letters.
To lock your 4630 IP Telephone screen display:
1. Select the Lock (
) icon from the top line of any application screen.
If you have a valid PBX/switch registration password stored on the server,
the Locked screen displays. Or, if the value of your PBX/switch registration
password (as stored on the server) is blank or set to a default value, the
Screen Lock Password Verification screen displays instead.
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Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Applications
2. Depending on which screen is displayed, choose one of the following
options:
If this screen is displayed
Then
THE DISPLAY
SCREEN IS LOCKED
The 4630 display area is protected from
access. (The telephony capability is active,
meaning you may make or receive calls
while the display is locked, but you do not
have access to Phone Feature buttons
such as Transfer or Redial.)
Screen Lock
Password Verification
Be sure you know your PBX/switch
registration password (or contact your
System Administrator to obtain it). Then
select the Password field, enter your
password using the phone’s dialpad, and
select Enter.
If the Password entered matches your
PBX/switch registration password on the
server, the Screen Lock screen displays. If
the password does not match, the
message “Incorrect Password. Try again.”
displays.
Re-enter your password if it was incorrect.
3. To make or answer a call while the display is locked, lift the handset,
activate the headset, or activate the Speaker button as you normally
would. If your System Administrator has set up an Emergency number, it
will be available on the Locked screen at the touch of the red-labeled
button. If your System Administrator has not set up an Emergency number,
no such button is displayed.
4. To unlock your screen, see the next procedure, Unlocking the Display.
Unlocking the Display
1
1. To unlock the screen display and restore normal application screens, at the
“THE DISPLAY SCREEN HAS BEEN LOCKED” screen, select Password:.
2. Using the dialpad, enter your PBX/switch registration password. Select
Backspace to erase incorrect entries, one character at a time.
3. When the password is correct, select Enter.
If the Password entered matches your PBX/switch registration password on
the server, the display unlocks. If the passwords do not match, the
message “Incorrect Password. Try again.” displays.
4. Repeat Step 2 if your password was incorrect.
The Phone application screen displays.
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4630/4630SW IP Telephone Applications
Introducing Your 4630/4630SW IP Telephone
Logging Off the Phone
1
Log your 4630 IP Telephone off to prevent unauthorized use during an absence or
to protect your unique set of administered features (such as your Speed Dial list)
when the phone is shared by multiple users.
NOTES:
• Logging your 4630 IP Telephone off removes all calls from your Call Log.
• Your Telephone Administrator can disable your ability to log off. If the log
off feature has been disabled, attempting the procedure below will have
no effect.
1. To log your phone off, press the Mute button, then press the following
numbers on the dialpad: 5 6 4 6 3 3 #
A request to un-register the phone is sent to the server. The phone is now
in a logoff state and displays “Ext. = “.
Reinstating the Phone After a Logoff
1
When you are logged off the phone, the top line displays “Extension =.”
1. Using the dialpad, 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 # key.
The phone is now ready for use.
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Introducing Your 4630/4630SW IP Telephone
4630/4630SW IP Telephone Applications
Display Screen Backlighting
1
Your 4630 IP Telephone’s display has two brightness levels, one signifying an
active state and the other signifying an idle state.
NOTE:
You can set the brightness level and the idle state time period using
Touchscreen Options, as described in Chapter 8.
The display screen’s brightness level changes to the dimmer, idle state when:
■
Your telephone has been on-hook and there has been no call activity for
the pre-set period of time
■
No button or feature has been selected for the pre-set period of time
■
You have not touched the screen for the pre-set period of time
The display screen’s brightness level changes to the brighter, active level when:
■
You pick up the handset, activate the headset or Speakerphone
■
Select a Feature button
■
Touch the display screen
■
Receive an incoming call
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4630/4630SW IP Telephone Applications
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Issue 2.0 December 2003
Introducing Your 4630/4630SW IP Telephone
Using Your 4630/4630SW IP
Telephone
2
2
Introduction
2
This chapter describes how to make calls and receive calls. The telephone
Feature buttons that assist in call handling are also covered in this chapter.
When the Phone application screen is active, the following (administered) Feature
buttons may appear in a panel on the right side of the display screen, depending
on how your System Administrator has configured your phone system:
Administered
Feature buttons
Button/Feature
Description
Hold
Places an active call on hold.
(
)
Transfer
(
)
Conference
(
)
Drop
(
Depending on your Phone application redial option setting,
either redials the last number dialed from the phone or
displays a list of the last six numbers dialed for selection of
the number to call.
Drops a party from an ongoing conference call.
)
More
(
Sets up conference calls with more than one other person.
)
Redial
(
Transfers a call to another phone.
)
Displays the next group of Feature buttons. This button
appears when more than seven Feature buttons are
available.
Issue 2.0 December 2003
2-1
Introduction
Using Your 4630/4630SW IP Telephone
Making Calls
2
You have several ways of making calls, as described in this section.
NOTE:
You can set an option for what displays on an outgoing call. See Phone
Application Options in Chapter 8 for details.
Manual Dialing
2
Dial a call manually by picking up the handset, activating the headset, or pressing
the Speakerphone (
) button. Then, depending on your preference, use
either procedure below to initiate dialing.
Direct (Manual) Dialing
2
1. Pick up the handset, activate the headset, or press the Speakerphone
(
) button.
The first available call appearance highlights, displays the Off-Hook
(
) icon, and starts the Call Timer.
2. Use the dialpad to enter the number you want to call.
The number entered displays on the active call appearance line, and the
4630 IP Telephone initiates the call.
3. Hang up the handset, deactivate the headset, or press the Speakerphone
(
) button to end the call.
Edit Dialing
2
If you have set up your Edit Dial option (as covered in 4630/4630SW IP
Telephone Options) to display on the Phone screen, you can correct a number as
you enter it, before actual dialing and call connection occur. Use the
Speakerphone for ease of dialing.
NOTE:
When using Edit Dial, dialing is not initiated until you select the Send button.
1. Using the dialpad, enter the number you want to call. You don’t need to
select the Edit Dial box, you can just begin “typing” the numbers. To correct
an entry, select the Backspace (
) button and retype the digit in error.
The digits entered display on the dial line as you type.
2. When the number is complete, select Send.
A call appearance line highlights, displays the Off-Hook (
) icon, and
starts the Call Timer. The number entered displays on the active call
appearance line and the 4630 IP Telephone initiates the call.
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Using Your 4630/4630SW IP Telephone
Introduction
3. Pick up the handset, activate the handset if desired, or use the
Speakerphone to proceed with the call.
4. Hang up the handset, deactivate the handset or press the Speakerphone
(
) button to end the call.
Automatic (Speed) Dialing
2
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,
■
dialing a party listed in your Directory, or
■
dialing a party from a web page displayed via the Web Access application.
NOTE:
If all call appearance lines are in use, the Speed Dial feature will not
proceed with dialing.
NOTE:
The 4630/4630SW IP Telephone often receives telephone numbers
through the Call Log, Directory, or Web Access application that are
not immediately “dialable.” For example, the Call Log may 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 would not go
through - you would first 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
4630/4630SW IP Telephone can, if appropriately administered,
automatically dial those “extra” digits for you. With one touch, the
telephone automatically dials 9-1-732-555-1234. Your telephone
administrator has information on setting up this Enhanced Dialing
capability.
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Introduction
Using Your 4630/4630SW IP Telephone
Speed Dialing a party on a Group List
2
The 4630/4630SW IP Telephone’s advanced capabilities allow up to 120 speed
dial entries. Thus, speed dialing using Group Lists as described in the following
procedures is convenient and efficient.
1. Select the Speed Dial tab at the bottom of the display screen.
The first Speed Dial Group List displays, one name/number per button.
2. If the party you want to call appears in this group, proceed to Step 3. If the
party you want to call is not in this group, select the (Group Number) button
representing the Group in which that person is included. If you do not know
the Group Number, press each Group Number button until the party you
want displays.
3. Select the name of the person you want to call.
The number of the selected person is dialed automatically.
4. Pick up the handset or activate the headset if desired, or use the
Speakerphone to proceed with the call.
5. Hang up the handset, deactivate the headset, or press the Speakerphone
(
) button to end the call.
NOTE:
If your System Administrator has administered one, the first Speed
Dial Group contains an EMERGENCY speed dial number, shown in
red type. This number is set up to obtain quick response in an
emergency situation. Because emergency procedures differ between
organizations, your System Administrator can provide information
regarding the services connected to your EMERGENCY speed dial
number.
For information on setting up Speed Dial Group Lists, see Using the Speed Dial
Application.
Speed Dialing a party using an Administered Feature button
Your System Administrator may have programmed one or more individual
numbers on Feature buttons. This is called Abbreviated Dialing. If so, the
programmed numbers display on the Phone screen’s Feature button panel, with
labels assigned by the System Administrator.
If the label for the number you want to call is displayed on the Feature
button panel, select the appropriate button,
or
Select the More (
) Feature button until the label of the party you
want to call is displayed, then select that button.
The number dials automatically and the screen displays the appropriate
call appearance line as active.
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2
Using Your 4630/4630SW IP Telephone
Introduction
Calling a Party From the Call Log
2
Your telephone maintains a log of up to 100 outgoing, answered, and unanswered
calls to/from your phone.
NOTE:
If all call appearance lines are in use, the Call Log feature will not proceed
with dialing.
1. With the Call Log displayed, select an entry.
2. Select Call.
The phone goes off-hook and the selected party’s number is dialed. If the
“Go to Phone on Originate” option is set to “Yes” in your Options and
Preferences, the Phone application screen displays. A Call Log entry is
created for this call.
3. Proceed with the call as you normally would.
NOTE:
If your administrator has set up the Enhanced Dialing feature, the
4630/4630SW automatically adds the appropriate digits to precede phone
numbers for Missed and In Ans (Incoming Answered) calls when you select
Call. This eliminates you having to add any required internal/external dialing
codes yourself. If you select Call but the call does not go through, check with
your administrator to ensure the Enhanced Dialing feature is properly set up
for your environment.
See Using the Call Log Application for more information about the Call Log.
Calling a Party From the Directory
2
Your System Administrator may have set up a Corporate phone directory. If a
directory has been established, you can search for individuals by name and
automatically initiate a call. See Using the Directory Application for information.
NOTE:
If your administrator has set up the Enhanced Dialing feature, the
4630/4630SW automatically adds the appropriate digits to precede
Directory phone numbers when you select Call. This eliminates you having
to add any internal/external dialing codes to the numbers yourself. If you
select Call but the call does not go through, check with your administrator to
ensure the Enhanced Dialing feature is properly set up for your environment.
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Receiving Calls
Using Your 4630/4630SW IP Telephone
Calling a Party From the Web Access Application
2
Your 4630’s optional Web Access application is capable of automatically dialing
web links that have been designated by the web author as phone numbers. To call
a party via a web link, just select that link.
NOTE:
If your administrator has set up the Enhanced Dialing feature, the
4630/4630SW automatically adds the appropriate digits to precede phone
numbers. This eliminates you having to add any required internal/external
dialing codes yourself. If a call to a web link does not go through, check with
your administrator to ensure the Enhanced Dialing feature is properly set up
for your environment.
Receiving Calls
2
When someone calls you, what you see depends on how your “Go to Phone for
Incoming Calls” option (as described in Chapter 8) is set. Depending on the option
you select, one of the following displays for incoming calls:
■
The “On Ringing” option displays the phone screen whenever your phone
rings with an incoming call.
■
The “On Answer” option displays the phone screen whenever you answer
an incoming call.
■
The “No” option (the default value) does not display the phone screen, and
allows the screen currently displayed to remain displayed when a call
comes in.
To receive the call, press the Line button for the incoming call, pick up the
handset (or activate the headset or Speakerphone, if desired), and talk.
The Off-Hook (
) icon displays to indicate a call is active.
NOTE:
To set the option for what displays on an incoming call, see Setting
the Go to Phone on Originate Option in Chapter 8 for details
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Receiving Calls
Call Handling Features
2
Use the Feature button panel in the display area or the phone’s dedicated Feature
buttons to access call handling features while on a call.
Conference
2
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
2
1. Dial the first party, then select the Conference (
) Feature button.
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. Select the Conference (
party to the call.
) Feature button again to add the new
4. Repeat Steps 1- 3 for each party you want to conference in to the call.
Adding a held call to the current call
1. Select the Conference (
2
) Feature button.
The current line and the held line lights change to a patterned background.
2. Press the line button of the held call.
3. Select the Conference (
) Feature button again.
All parties are now connected.
Dropping the last person added to the call
Select the Drop (
2
) Feature button.
The last party connected to the conference call is dropped from the call.
Hold
2
The Hold feature puts a call on hold until you retrieve it.
Placing a call on hold
Select the Hold (
2
) Feature button.
The call appearance line of the held call changes to a patterned
background and the Held Call icon displays.
Issue 2.0 December 2003
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Receiving Calls
Using Your 4630/4630SW IP Telephone
Retrieving the held call
2
Select (press) the call appearance line of the held call.
The call is now active.
Mute
2
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. You can also use Mute to 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 (
2
) button next to the dialpad.
The other party cannot hear you. The indicator next to the Mute button
lights.
2. To reinstate two-way conversation, press the Mute (
Redial
) button again.
2
The Redial feature either automatically dials the most recent number dialed or
displays the last eight outgoing calls for selection of the number to be dialed. What
you see when you select this feature depends on how you have set up your Redial
option (as covered in 4630/4630SW IP Telephone Options). This section
describes both procedures.
NOTES:
• If all call appearance lines are in use, the Redial feature will not proceed
with dialing or allow selection of a number to be redialed from the Redial
screen.
• Your Telephone Administrator can turn off the ability to Redial, or can
restrict your phone to dialing only the last number called. If the Redial feature has been turned off, pressing the Redial button has no effect. If the
Redial feature has been restricted to only the last number dialed, follow
the Redialing the last number called instructions below.
Redialing the last number called
Select the Redial (
2
) Feature button.
The last number dialed is automatically redialed.
2-8
Issue 2.0 December 2003
Using Your 4630/4630SW IP Telephone
Receiving Calls
Redialing using a list of the last eight numbers called
1. Select the Redial (
2
) Feature button.
The Redial screen displays the last eight unique numbers dialed.
NOTE:
Following a power-up or phone reset, the Redial list displays only
those numbers dialed after the reset or power-up. Numbers dialed
prior to the reset or power-up do not display.
2. Select 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.
Speakerphone
2
A two-way, built-in Speakerphone lets you place and answer calls without lifting
the handset.
NOTE:
It is also possible to disable the Speakerphone feature. If your
Speakerphone does not operate as indicated, contact your System
Administrator to ensure that your telephone’s Speakerphone is enabled.
Placing or answering a call without lifting the handset, or using the
Speakerphone with any feature
1. Press the Speakerphone (
2
) button next to the dialpad.
The indicator next to the Speaker button lights and voice control is handled
by the speaker. The first available call appearance line activates.
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.
Issue 2.0 December 2003
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Receiving Calls
Using Your 4630/4630SW IP Telephone
Changing from the Speakerphone to the handset
2
Pick up the handset and talk.
The Speaker and the corresponding indicator next to the Speakerphone
button turn off.
Changing from the handset to the Speakerphone
Press the Speakerphone (
up the handset.
2
) button next to the dialpad, then hang
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 Speakerphone (
2
) button next to the dialpad.
The Speaker indicator next to the Speaker button lights. Both the speaker
and handset are now operational.
Turning the speaker off during a call
2
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 the Speakerphone (
2
) button next to the dialpad.
The speaker and the corresponding indicator light turn off and the call
terminates.
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Issue 2.0 December 2003
Using Your 4630/4630SW IP Telephone
Receiving Calls
Transfer
2
The Transfer feature lets you transfer a call from your telephone to another
extension or outside number.
Sending a call to another telephone
2
1. With the call active (or with only one held call and no active calls), select
the Transfer (
) Feature button.
The call is placed on hold. You hear a dial tone, and the next available call
appearance line activates.
2. Dial the number to which you want to transfer the call.
3. Remain on the line and announce the call.
NOTE:
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 the Transfer (
) Feature button again.
The call is sent to the extension or number you dialed.
5. Hang up your handset.
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Receiving Calls
2-12
Issue 2.0 December 2003
Using Your 4630/4630SW IP Telephone
Using the Speed Dial Application
3
3
Introduction
3
This chapter describes how to label and use a Speed Dial Group. This chapter
also describes how to add, update, or remove a button label (representing a
phone number) from a Speed Dial Group List. To make a call using a Speed Dial
button, see Automatic (Speed) Dialing in Chapter 2. To set the Speed Dial-related
option, which automatically alphabetizes your Speed Dial buttons when you add
or modify a label, see 4630/4630SW IP Telephone Options.
NOTE:
Your Telephone Administrator can turn off the ability to make Speed Dial
button changes. If this is the case, the Edit/Delete button is not shown and
you cannot label any unlabeled buttons.
Speed Dial Groups
3
Your 4630/4630SW IP Telephone maintains up to 5 Speed Dial Groups with up to
24 Speed Dial buttons (each representing a phone number) per group. You can
set up your own group labels/buttons as desired, with the possible exception of
one number in the first Group. That number is an EMERGENCY number,
optionally established by your System Administrator, to allow you quick access to
emergency services for your site. When administered, the EMERGENCY button is
labeled in red type, to allow you to recognize it immediately if needed.
When you use your telephone for the first time, the only active Speed Dial button
is the EMERGENCY button in Speed Dial Group 1. You must set up any other
buttons or groups, and can change the Group 1 default label to represent the
name of your first group as well.
Issue 2.0 December 2003
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Speed Dial Groups
Using the Speed Dial Application
Changing or Deleting a Group Label
3
1. To access the Speed Dial application from any other application, select the
Speed Dial tab at the bottom of the display screen.
The Speed Dial screen displays.
2. Select Edit/Delete.
The label below each Speed Dial Group number is enabled.
3. Select the Group label button you want to activate or change.
The Keyboard Entry screen displays with the cursor in the Group field.
4. Touch the appropriate keyboard letters to enter the label you want to assign
to this group.
As you press each letter, the Group field populates. When modifying an
existing label, your new label will overwrite the current one.
NOTE:
If a Group Name already has the maximum number of characters (7),
the keyboard is not available. You cannot overwrite the existing Group
Name - you must first select Clear, or backspace to remove some
characters.
5. Choose one of the following options:
If you want to
Then
Make a change, one character at
a time
Touch the appropriate directional
arrow to move to the character in
error, then touch Backspace.
The character to the left of your
current position erases.
Retype the character(s) in error and
proceed to Step 6.
Erase the entire Group Name
Select Clear. You can type a label
at this point by repeating the
procedure from Step 4.
Jump the cursor anywhere within
the editing field
Touch the editing field position
where you want to place the cursor.
Return to the Speed Dial screen
without changing any labels
Select Cancel.
6. Verify the label and select Save to return to the Speed Dial screen.
3-2
Issue 2.0 December 2003
Using the Speed Dial Application
Speed Dial Groups
Speed Dial Buttons
3
Each Speed Dial Group can have up to 24 Speed Dial buttons associated with it,
with each button displayed alphabetically by name. Each button represents a
telephone number you can call by pressing one button. You can set your own
buttons up as desired, with the possible exception of one number (button) in the
first Group. That number is an EMERGENCY number, optionally established by
your System Administrator, to allow you quick access to emergency services for
your site. When administered, the EMERGENCY button is labeled in red type, to
allow you to recognize it immediately if needed.
When you save a new or modified Speed Dial button, it is placed in alphabetical
order within its respective Speed Dial Group if the “Alphabetize Entries?” option is
set to “Yes,” as described in 4630/4630SW IP Telephone Options.
Adding Speed Dial Buttons to a Group or Updating Speed
Dial Button Information
3
Before adding buttons to a Speed Dial Group, be sure to assign a Group name
(label), as described in Changing or Deleting a Group Label, earlier in this
chapter.
NOTE:
You cannot edit or update the EMERGENCY button, if one is administered
for your phone.
1. To access the Speed Dial application from any other application, select the
Speed Dial tab at the bottom of the display screen.
The Speed Dial screen displays.
2. Select the Group to which you want to add the new button (or the group to
which the button you want to modify belongs).
3. To update or delete an existing Speed Dial entry, first select the Edit/Delete
button.
4. Select the Speed Dial button to which you want to assign/change a name
and/or telephone number. Selecting a blank button allows you to create a
new label. Selecting a labeled button allows you to change or delete that
label.
The Speed Dial Keyboard Entry screen displays with the cursor in the
Name field.
NOTE:
When adding an entry, the cursor starts at the end of the Name field.
When editing an existing entry, the cursor starts at the end of the
Number field.
Issue 2.0 December 2003
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Speed Dial Groups
Using the Speed Dial Application
5. Touch the appropriate keyboard characters to enter the name you want to
assign to this button using up to 12 characters. This can be a person’s
name, phone number, other designation or abbreviation.
As you press each character, the Name field populates.
NOTE:
If a Name already has the maximum number of characters, the
keyboard is not available. You cannot overwrite the existing Name you must first select Clear, or backspace to remove some characters.
6. Choose one of the following options:
If you want to
Then
Make a change, one character at
a time
Touch the appropriate directional
arrow to move to the character in
error, then touch Backspace.
The character to the left of your
current position erases.
Retype the character(s) in error and
proceed to Step 6.
Jump the cursor anywhere within
an editing field
Touch the editing field position
where you want to place the cursor.
Erase the entire Name or
Number, and type new
information
Select Name or Number as
appropriate, then select Clear.
Repeat the procedure from Step 4.
Return to the Speed Dial screen
without entering or changing a
name or number
Select Cancel.
The Speed Dial screen re-displays.
7. Verify the name and select the Number field.
8. Touch the appropriate keyboard characters to enter the telephone number
you want to assign to this button using up to 30 characters. Be sure to
include trunk numbers (for example, a 1 or 9 to get an outside line), area
codes and exchanges when entering outside numbers. You can use any
characters you want to format the number. For example, you can use
hyphens, parentheses, letters, or periods. These characters are ignored
when the number is dialed. For internal numbers, follow your telephone
system protocols for extensions or other offices.
As you press each character, the Number field populates.
NOTE:
If a Number already has the maximum number of characters (7), the
keyboard is not available. You cannot overwrite the existing Number you must first select Clear, or backspace to remove some characters.
3-4
Issue 2.0 December 2003
Using the Speed Dial Application
Speed Dial Groups
9. Choose one of the following options:
If you want to
Then
Make a change, one character at
a time
Touch the appropriate directional
arrow to move to the character in
error, then touch Backspace.
The character to the left of your
current position erases.
Retype the character(s) in error and
proceed to Step 9.
Jump the cursor anywhere within
an editing field
Touch the editing field position
where you want to place the cursor.
Erase the entire Name or Number
and type new information
Select Name or Number as
appropriate, then select Clear. You
can type new information at this
point by repeating Steps 4-6 to
re-enter the Name or Steps 7-8 to
re-enter the Number. Note that you
cannot Save unless both Name and
Number contain text or both are
empty (blank).
Return to the Speed Dial screen
without changing any labels
Select Cancel. Proceed to Step 9.
10. Verify the label and select Save to return to the Speed Dial screen.
Issue 2.0 December 2003
3-5
Speed Dial Groups
Using the Speed Dial Application
Deleting a Speed Dial Button Label
3
This procedure clears out a single Speed Dial button’s name and number.
NOTE:
You cannot delete the EMERGENCY button, if one is administered for your
phone.
1. To access the Speed Dial application from any other application, select the
Speed Dial tab at the bottom of the display screen.
The Speed Dial screen displays.
2. Select the Edit/Delete button.
3. Select the Group for the Speed Dial button you want to delete.
4. Select the Speed Dial button you want to delete.
The Speed Dial Keyboard Entry screen displays with the cursor in the
Number field.
5. Select Clear.
The number is deleted.
6. Select the Name field, then select Clear.
The name is deleted.
7. Select Save to return to the Speed Dial screen.
3-6
Issue 2.0 December 2003
Using the Call Log Application
4
4
Introduction
4
This chapter describes how to:
■
view the list of calls made to or from your phone,
■
sort Call Log entries,
■
add a Call Log entry to a Speed Dial Group List, and
■
remove Call Log entries.
For information on calling a party listed in the Call Log, see Using Your
4630/4630SW IP Telephone. To set up Call Log-related options (for example,
saving Call Log entries in a permanent log, and deactivating the Call Log), see
4630/4630SW IP Telephone Options.
NOTE:
Your Telephone Administrator can turn off the ability to display the Call Logs.
Your Telephone Administrator can also turn off the ability to move entries
from a Call Log to a Speed Dial application. If the Call Log feature has been
turned off, the Call Log tab is not displayed at the bottom of your screen. If
the ability to add a Call Log entry to a Speed Dial button has been turned off,
the Add to SD softkey is disabled.
Issue 2.0 December 2003
4-1
Introduction
Using the Call Log Application
About the Call Log
4
All calls made to or from your 4630 IP Telephone are added to the Call Log. The
log displays the following information for each call as available:
■
Caller’s name
■
Caller’s phone number
■
Time and date of the call
■
Type of call - incoming unanswered (Missed), incoming answered
(InAns), and outgoing (Outgo)
■
Call length (expressed in hours/minutes/seconds)
You determine how you want your Call Log sorted by selecting the appropriate
heading on the Call Log screen. The default sort order is Time/Date order, with
the most recent entry first. If you select the Type or Length column heading (or
any other column), the list is re-sorted according to your selection and
redisplayed. Highlighting in a column heading indicates that column is the current
sort criterion. A downward triangle in a column indicates the list is sorted from the
earliest to the most recent (for Time/Date), shortest to longest (for Length),
alphabetical A to Z (for Name), or numerical (1 and up). Re-selecting a [selected]
column reverses the display order, and shows an upward triangle.
Calls made or received while the Call Log is displayed are added to the list if they
fall within the current order of the list or if you are at the top of the list. For
example, if your Call Log is sorted in descending Time/Date order (the most
common method of sorting the list), an incoming call is added to the top of the list
as you view it. But if your Call Log sort preference is set to descending Type, an
outgoing call will follow any unanswered and incoming calls on the log. When
there is more than one call to or from the same party (matching Name, Phone
Number and Call Type), the most recent call information overrides the preceding
log entry upon hang-up.
The Call Log’s maximum number of entries is 100. When this maximum is
exceeded, the oldest (chronological) entry is automatically dropped from the log
before a new call is added.
! WARNING:
If the 4630 IP Telephone loses power or is reset, all un-archived Call Log
entries will be lost, and cannot be retrieved. See Archiving the Call Log in
Chapter 8 for information on archiving Call Log data.
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Issue 2.0 December 2003
Using the Call Log Application
Introduction
Viewing the Call Log
4
1. To view the Call Log, select the Call Log application tab from any 4630
application screen.
The Call Log screen displays. If the Time/Date default sort order is
highlighted, the list of the last six incoming, outgoing, and unanswered calls
displays in time and date order. Scroll buttons display under the following
conditions: If less than six entries are returned, no scroll buttons display; if
six entries are returned, scroll buttons display but are disabled. If more than
six entries are returned, scroll buttons display as appropriate.
NOTE:
If no recent calls display and the phone has not lost power, has not
been reset, or logged off, check the top display line for a
“Deactivated; no calls being logged.” message. This means your “Call
Log Active?” option is set to “Disabled.” In this case, you can still view,
re-sort, or add existing calls to a Speed Dial button, but will not see
incoming or outgoing calls made since disabling the Call Log. To
change this setting, see Activating/Deactivating Call Logging in
Chapter 8.
2. To scroll through a Call Log of more than six entries, use the Scroll buttons
at the bottom left of the screen as follows:
If you want to
Then
Scroll downward one screen
(six entries) at a time
Select
Scroll to the bottom of the Call Log
Select
Scroll upward one screen
(six entries) at a time
Select
Scroll to the top of the Call Log
Select
Note: Scroll buttons are disabled
when they would have no effect.
Issue 2.0 December 2003
4-3
Introduction
Using the Call Log Application
3. To re-sort the log, select the column heading to be used as the new sort
criterion.
The Call Log is re-sorted according to the selected criteria. A downward
triangle icon displays to indicate the column selected. If Type was selected,
unanswered calls display first, followed by answered calls, followed by
outgoing calls. If Len (Length) was selected, calls having the shortest
length appear first followed by calls having the longest length.
NOTE:
Selecting any [selected] column again reverses the triangle and sort
order. For example if Type was selected, then re-selected, the sort
order changes to outgoing calls, followed by answered calls, then
unanswered calls.
4. To call a party, select the entry, then select Call. A detailed procedure for
making calls from the Call Log can be found in Using Your 4630/4630SW
IP Telephone.
NOTES:
• If your administrator has set up the Enhanced Dialing feature, the
4630 automatically adds the appropriate digits to precede the
phone numbers for Missed and In Ans calls when you select Call.
This eliminates you having to add any required internal/external
dialing codes to the number yourself.
• If you select Call but the call does not go through, check with your
administrator to ensure the Enhanced Dialing feature is set up
properly for your environment.
5. To add an entry to a Speed Dial Group, see the procedure that follows titled
Adding a Call Log Entry to a Speed Dial Group.
6. To remove a Call Log entry, see the procedure that follows titled Removing
Call Log Entries.
7. To exit the Call Log, select the appropriate application tab at the bottom of
the Call Log screen.
4-4
Issue 2.0 December 2003
Using the Call Log Application
Introduction
Adding a Call Log Entry to a Speed Dial Group
4
If there is at least one available Speed Dial button and a Call Log entry has been
selected, the Add to SD button on the Call Log screen is enabled. If all Speed
Dial buttons in all Groups have been assigned, this feature will not be available
from the Call Log screen.
NOTES:
• Any Call Log entry may be selected for addition to a Speed Dial Group.
Entries selected for addition to a Speed Dial Group remain listed in the
Call Log.
• Your Telephone Administrator can turn off the ability to make Speed Dial
button changes. If this is the case, the Add to SD button is disabled.
1. Select the Call Log entry you want to add to a Speed Dial Group, then
select the Add to SD button.
The Speed Dial Keyboard Entry screen displays. The Name and Number
fields are populated with those from the selected Call Log entry. The cursor
is positioned to the right of the last digit of the telephone number.
2. To change the Name and/or Number, modify them using the keyboard and
keyboard control buttons at the bottom of the screen. For example, you
may need to add a trunk number (a 9 or other number needed to obtain an
outside line), and/or other network dial access codes (such as an Area
Code or Country Code) to prepare the number for speed dialing.
3. If the Name and Number are correct, select Save.
The Speed Dial Group Name Selection screen displays.
4. Select the Group Name to which the Speed Dial button created in Steps 2
and 3 should be added. You can add the new button to any group having an
unlabeled Speed Dial button, including one to which a Group Name label
has not yet been assigned.
The new Speed Dial button is added to the specified group in alphabetical
order, if the Speed Dial “Alphabetize Entries?” option (described in
Chapter 8) is set to “Yes.” The Speed Dial screen displays. Alternately, if
the Speed Dial “Alphabetize Entries?” option (described in Chapter 8) is set
to “No,” the new Speed Dial label is placed on the first available unlabeled
button (from top to bottom, then left to right).
Issue 2.0 December 2003
4-5
Introduction
Using the Call Log Application
Removing Call Log Entries
4
You can delete an individual Call Log entry, as described in the procedure below.
Individual Call Log entry removal is also performed automatically without user
intervention when the 101st log entry is created. In this instance, the oldest entry
is automatically deleted from the log, to maintain a 100 entry maximum.
Otherwise, all Call Log entries are automatically deleted upon loss of telephone
power, telephone reset, or upon logging your telephone off.
Removing a Specific Call Log Entry
4
1. Select the Call Log entry you want to delete.
The scroll buttons no longer display. Two buttons, Cancel and Delete,
display.
2. Choose one of the following options:
4-6
If you want to
Then
Return to viewing the log or
select a different entry
Select Cancel.
No deletion occurs.
The Call Log re-displays.
Proceed with deleting the
selected entry
Select Delete.
Issue 2.0 December 2003
The selected entry is deleted and
the Call Log re-displays.
Using the Directory Application
5
5
Introduction
5
The Corporate Directory is an optional application for your 4630 IP Telephone
system. Check with your System Administrator to see if a Corporate Directory has
been established before proceeding with this chapter.
This chapter describes how to:
■
search your Corporate Directory for a name or phone number,
■
call a person listed in the Directory,
■
add a Directory entry to a Speed Dial button, and
■
use the Trouble screen to resolve any search- or directory-related
problems.
To set up a User ID and Password to protect your Directory information, see
4630/4630SW IP Telephone Options.
About the Directory
5
Use the Directory application to search a database of names and telephone
numbers to locate a person’s phone number. As with any database search tool,
the more specific your search criteria is (for example, specify a person’s full, rather
than partial name), the more specific the results.
You can optionally enter a few characters of a name and search, or enter a full
name. For example, if the number you want is that of someone named Jones,
entering “Jo” might produce a long list of all names starting with those two letters.
The results would include not only all Jones, but any Johnson, Jonas, Jolly, and
Jordan. But if you narrow your search criteria by entering “JONES” you will receive
a much shorter list containing only those individuals named Jones.
Issue 2.0 December 2003
5-1
Locating a Phone Number Using the Directory
Using the Directory Application
Ask your System Administrator the appropriate way to locate a person based on
how your directory is structured. For example, ask whether entering a full name
(last name followed by first name, or first name followed by last name), a last
name only, or a partial name will produce optimal search results.
Locating a Phone Number Using the Directory
5
1. To access your Corporate Directory, select the Directory application tab
from any 4630 application screen.
The Query Specification screen displays.
2. In the Name field, type the full or partial name of the person whose number
you wish to locate.
NOTE:
If a Name already has the maximum number of characters (20), the
keyboard is not available. You cannot overwrite the existing Name.
You must first select Clear, or backspace to remove some characters.
3. If you make a mistake while entering the name to be searched, you can
press Clear to remove the entry or use the Backspace key, then repeat
Step 2.
4. Select Search.
The Query Initiation screen displays the name you specified and the
message “Searching.”
NOTE:
To stop the search at any time and return to the Query Specification
screen, select Cancel.
If the search is not successful, the Directory Trouble screen displays
(see the procedure in this chapter titled Resolving Search- or
Directory-Related Problems). If the search is successful, the
Successful Query screen displays.
The telephone waits a few seconds to obtain the search results, then
automatically lists the results in alphabetical order. Only the first 100
entries matching your query are displayed. Scroll buttons display
under the following conditions: If fewer than six entries are returned,
no scroll buttons display; if six entries are returned, scroll buttons
display but are disabled. If more than six entries are returned, scroll
buttons display as appropriate.
5-2
Issue 2.0 December 2003
Locating a Phone Number Using the
Directory
Using the Directory Application
5. Choose one of the following options:
If you want to
Then
Sort the entries in alphabetical
or numerical order
To sort the entries in alphabetical
order, select the Name column
heading.
The entries re-display in
alphabetical order and a triangle
symbol displays in the Name column
heading.
To sort the entries in numerical
order, select the Number column.
The entries re-display in phone
number order and a triangle symbol
displays in the Number column
heading.
Scroll through the list of entries
when it contains more than six
names/numbers matching your
search criteria
Use the Scroll buttons at the bottom
left of the screen as follows:
Select
to scroll downward
one screen (6 entries) at a time.
Select
to scroll to the bottom
of the list of entries.
Select
to scroll upward one
screen (6 entries) at a time.
Select
to scroll to the top of
the list of entries.
Note: Scroll buttons are disabled
when they would have no effect.
Call a person shown
on the list of entries
See the procedure that follows, titled
Calling a Person Listed in the
Directory.
Add an entry to a
Speed Dial Group
See the procedure that follows titled
Adding a Directory Entry to a Speed
Dial Group.
Perform another search
Select Back to return to the Query
Specification screen and repeat this
procedure from Step 2.
Exit the Directory
Select the appropriate application
tab at the bottom of the Directory
screen.
Issue 2.0 December 2003
5-3
Locating a Phone Number Using the Directory
Using the Directory Application
Calling a Person Listed in the Directory
5
This procedure assumes you have performed a search for the number you want to
call, as described in the procedure above titled Locating a Phone Number Using
the Directory. Begin this procedure with the Successful Query screen displayed.
1. Select the entry you want to call.
2. Select Call.
The Directory Number Editing screen displays.
3. Choose one of the following options:
If you want to
Then
Dial the number as
currently shown
Proceed to Step 4.
Return to the previous
screen without dialing the
number displayed
Select Cancel.
The Query Specification screen
re-displays; the Name field displays the
original entry to allow you to edit it and
perform another query.
4. Select Call.
The number is dialed automatically. If your “Go to Phone on Originate”
option is set to “Yes,” the Phone Application screen displays. If your “Go to
Phone on Originate” option is set to “No,” the Successful Query screen
re-displays.
NOTE:
If your administrator has set up the Enhanced Dialing feature, the
4630 automatically adds the appropriate digits to precede Directory
phone numbers when you select Call. This eliminates having to add
any required internal/external dialing codes to the number yourself. If
you select Call but the call does not go through, check with your
administrator to ensure the Enhanced Dialing feature is set up
properly for your environment.
5-4
Issue 2.0 December 2003
Locating a Phone Number Using the
Directory
Using the Directory Application
Adding a Directory Entry to a Speed Dial Group
5
If there is at least one available Speed Dial button in any Group and a Directory
entry has been selected, the Add to SD button on the Directory screen is
enabled. If all Speed Dial buttons in all Groups have been assigned, this feature
will not be available from the Directory screen.
NOTES:
• Any Directory entry may be selected for addition to a Speed Dial Group.
• Your Telephone Administrator can turn off your ability to make changes to
Speed Dial buttons. If this is the case, the Add to SD button is disabled.
1. Select the Directory entry you want to add to a Speed Dial Group, then
select the Add to SD button.
The Speed Dial Keyboard Entry screen displays. The Name and Number
fields are populated with those from the selected Directory entry. The
cursor is positioned to the right of the last digit of the telephone number.
(Note that Names/Numbers exceeding the available field space may be not
be shown or saved.)
2. To change the Name and/or Number, modify them using the keyboard and
keyboard control buttons at the bottom of the screen. For example, you
may need to add a trunk number (a 9 or other number needed to obtain an
outside line), and/or other network dial access codes to prepare the
number for speed dialing.
3. When the Name and Number are correct, select Save.
The Speed Dial Group Select screen displays.
4. Select the Group Name to which the Speed Dial button created in Steps 2
and 3 should be added. You can add the new button to any group having an
unlabeled speed dial button, including one to which a Group Name label
has not yet been assigned.
The new Speed Dial button is added to the specified group in alphabetical
order, if the Speed Dial “Alphabetize Entries?” option (described in Chapter
8) is set to “Yes.” The Speed Dial screen displays. Alternately, if the Speed
Dial “Alphabetize Entries?” option (described in Chapter 8) is set to “No,”
the new Speed Dial label is placed on the first available unlabeled button
(from top to bottom, then left to right).
Issue 2.0 December 2003
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Locating a Phone Number Using the Directory
Using the Directory Application
Resolving Search- or Directory-Related Problems
5
Search-related problems may occur due to entering improper search criteria or
when valid search criteria does not produce the desired result. For example, you
may enter an invalid name which cannot be located on the Telephone Number
database being searched, or enter a valid name which is not included in the
database.
Because using the Directory application to locate telephone numbers involves
connection to your Corporate Directory server, directory- or network-related
problems may occur from time to time. Such problems may involve not being able
to connect to, or receive a response from, the server, or a slow response due to
server or network congestion.
When a search (or query) cannot be successfully completed, a Trouble screen
displays messages to help you determine the problem. Based on the message
displayed, you can determine whether to re-initiate the search or contact your
System Administrator for assistance.
Trouble Message Resolution
5
Most Trouble messages require the involvement of your System Administrator.
Those which are search-related require you to re-initiate your search after
verifying and/or modifying your search criteria.
If you receive either of the following messages, verify your search criteria and
re-try the query:
■
Server Timed Out - The Corporate Directory may be too big for this
search, or your network may be congested. Narrowing your search criteria
(for example, typing a full name rather than a partial name) may help.
■
(Name) Not Found - The Name you entered is not in your Corporate
Directory. Verify that you typed the Name whose number you want to locate
correctly and that it is in the format appropriate for your Corporate
Directory. Then re-initiate the search.
If you cannot resolve a Directory Trouble message yourself, contact your System
Administrator for assistance.
5-6
Issue 2.0 December 2003
Using the Voice Mail Application
6
6
Introduction
6
The 4630’s optional Voice Mail application connects you to Avaya’s Web
Messaging system, from which you can access your messages.
This chapter describes how to access the Avaya Web Messaging Home page and
retrieve messages from your mailbox. It also describes the Voice Mail functions
which may be available to you, depending on how your system is administered.
Contact your System Administrator for specific information about how your Voice
Mail system is set up or with related questions.
As with other 4630 applications, note that the top display line on any Voice Mail
screen (where the Time and Date usually display) always provides a visual
confirmation of any action you request and any system action taking place.
Issue 2.0 December 2003
6-1
Introduction
Using the Voice Mail Application
Accessing the Voice Mail Application
6
1. Access the Voice Mail application by selecting the Voice Mail tab at the
bottom of any 4630 application screen.
A Log On screen displays, prompting you to enter your voice mail
password.
NOTE:
The first time you log on, you may need to also enter the Voice Mail
Server Name (as provided by your System Administrator), your Voice
Mailbox Number, and your Playback # (the extension or number from
which you will retrieve your messages). This information is retained
and displayed for future log ons.
2. Verify that the Server, Mailbox, and Playback # are correct. If not correct,
select or enter the appropriate value using the keyboard screen that
displays when you select a field. If you do not know these values, contact
your System Administrator.
3. Select the Password field and use the keyboard that displays to enter your
voice mail password. Press Done to exit the keyboard, then select the Log
On button.
When log on is successful, the Inbox screen displays your new messages.
NOTE:
If your Voice Mail server is not available, the message “Unable to
connect with Voice Mail Server” displays. In this case, select the
Retry button to attempt connection.
6-2
Issue 2.0 December 2003
Using the Voice Mail Application
Introduction
Using the Inbox
6
After log on, your new messages display on the Inbox screen. The message type
can be V (voice message), T (text message), A (attachment), F (fax), or any
combination of the four. Pay particular attention to any priority messages (noted in
the column with a Flag icon).
NOTE:
Your phone’s message indicator light remains lit until you move your (new)
messages from the New folder to another folder or delete them.
Depending on the action you want to perform, choose one of the following options:
If you want to
Then
See detailed information
about a specific message
Select the message using any field but the
Priority (flag) field.
The Message Detail screen displays, from which
you can listen to a voice message, view a text
message, reply to a message, delete the
message, or move the message to a folder. For
specifics on playing voice mail messages,
viewing text messages, or replying to either type
of message, see the next section, Working With
Your Messages.
Search for a specific
message
Select Find.
The Find Message screen displays, from which
you can specify criteria for a message search.
After entering your criteria, select the Find
button.
The Find Results screen displays all messages
meeting that criteria.
You may now select a specific message to view
its details or return to the Inbox.
Issue 2.0 December 2003
6-3
Introduction
Using the Voice Mail Application
If you want to — Continued
Then — Continued
Sort the messages shown in
a different order
Select the column heading of the field by which
you want to sort.
For example, if messages are currently shown in
Date/Time order and you want to see them listed
according to who sent the message, select the
From column heading. The order changes to
show all messages by phone number first, then
those with a caller name in alphabetical (Last
Name, First Name) order. For example, Bourke,
Rob; Brown, Ann; Celli, Tom, and so on.
To reverse the order of messages, select the
column heading again.
Update the Inbox with any
new messages received
while reviewing the Inbox
Select Refresh.
The Inbox displays any messages received
while you were viewing the screen.
Review messages in a
different folder from your
message Inbox
Select the Downward Arrow in the Folder field,
then select the desired folder from the Folder
list.
Change an option, such as
your password, or return to
the default sort order
Select the Options button and see the
procedure titled Changing Voice Mail Options.
Exit the Voice Mail
application
Select the Log Off button from the Inbox (or any
other Voice Mail screen displaying this button).
If the screen displayed does not show a Log Off
button, select either Inbox or Cancel first, then
Log Off.
The Log On screen displays.
To exit the Voice Mail application, select a
different application tab at the bottom of the
screen.
6-4
Issue 2.0 December 2003
Using the Voice Mail Application
Introduction
Working With Your Messages
6
All message-related activities are described in this section.
Voice Message Options
6
After selecting a specific voice message from your Inbox, the Message Details
screen displays. This screen lets you:
■
listen to the message,
■
call the sender,
■
reply by sending a voice or text message,
■
move the message to another folder, or
■
delete the message.
1. Choose one of the following options:
If you want to
Then
Listen to the voice message
Select the Play button.
The Voice Mail system dials your phone.
Pick up the handset or press the
Speakerphone button to start the message.
To stop the message before it ends, select
the Stop button.
The message plays for the time specified in
the Size: field, unless you stop it sooner by
selecting either the Stop or Hang Up
button.
Listen to the same message
again
Select the Rewind button, then Play.
Disconnect from playing the
message
Select the Hang Up button.
Call the person back
Select the Call Sender button.
The 4630 automatically dials your phone
first to connect you, then the sender’s
number.
Send a voice or text message
back to the sender
Select the Reply button. See Replying to
Messages.
Issue 2.0 December 2003
6-5
Introduction
Using the Voice Mail Application
If you want to — Continued
Then — Continued
Put this message in a
different folder
Select the folder to which the message
should be moved. If a folder button is not
active, note that you cannot move
messages out of your Old folder (except by
deletion) and cannot move new messages
to the Unopened folder.
Remove this message
entirely from your Voice Mail
box
Select the Delete button.
The prompt “Are you sure you want to
permanently delete the message?” displays.
Select Yes to remove the message or No to
leave the message in its folder. (Note that
you can specify No Confirmation. See
Changing Voice Mail Options on page 6-8.)
The folder from which the message was
removed displays.
Exit the Voice Mail
application
Select the Log Off button.
The Log On screen displays.
To exit the Voice Mail application, select a
different application tab at the bottom of the
screen.
Text, File, and Fax Message-Specific Options
6
After selecting a specific message from your Inbox, the Message Detail screen
displays. This screen provides detail information about the call and gives you the
option of reading the message or printing it on your fax machine.
1. To read the text message, select the Text/File/Fax View button in the lower
right corner of the Detail screen.
The Text View screen displays.
2. After reading the message, select the Done button. To print a fax, enter the
fax prefix (contact your System Administrator for the prefix if you don’t know
it) followed by your fax number, then select Done.
NOTE:
The File View function is not available in the current 4630 IP
Telephone release. While the Name of any file attachment can be
viewed, the contents of the attachment must be viewed or printed
using your PC.
The Message Detail Screen re-displays.
3. Choose one of the available message options. They are the same as those
described in Voice Message Options.
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Issue 2.0 December 2003
Using the Voice Mail Application
Introduction
Replying to Messages
6
When you select the Reply button on the Message Detail screen, the Reply
screen displays.
1. If you want to reply with a voice message, select the Record Voice
Message button. To type a text reply, select the Add Text Message button
instead.
Depending on your selection of a voice or text reply, either the Audio Reply
or the Text Reply screen displays.
2. For voice messages, record your voice reply using the Record button.
Your Voice Mail Server automatically dials your phone, enabling you to
record your voice message using your phone.
3. For text messages, select the text entry area to bring up the Keyboard
Entry screen, type your reply, and select Done.
4. When your message is complete, select the Save button, or select the
Cancel button to exit the screen without saving your message.
The Reply screen re-displays.
5. Now that you have saved your message, select the Send button to send
your message.
The Inbox displays.
Issue 2.0 December 2003
6-7
Introduction
Using the Voice Mail Application
Changing Voice Mail Options
6
Use the Options screen to:
■
Change the password you enter for Voice Mail application log on.
■
Indicate whether you want to see a confirmation message when you delete
messages from a folder.
■
Restore the Inbox sort order to the default of Time and Date, in ascending
(oldest to most recent message) order.
■
Change the Playback # displayed on the Log On screen, for example, if you
are retrieving your messages from a different phone/extension.
Changing Your Password
6
1. To change your password, select the first Password field and use the
Keyboard Entry screen to type your current (old) password.
2. Type your new password.
3. Type your new password again in the confirmation field.
4. To store the new password, select the Save button. To cancel without
saving the new password, select the Cancel button and continue to use
your old (current) password when logging on to the Voice Mail application.
The Inbox displays.
Setting Delete Confirmation
1. Scroll down until the “Do not show Message Delete Confirmation” line
displays.
2. If you do not want to see a confirmation message when you delete
messages from a folder or your Inbox, select the box next to the “Do not
show Message Delete Confirmation” line.
The box appears shaded or filled in. You will no longer see a confirmation
when you delete messages.
3. To change this option to display a confirmation message, select the box
again.
The box appears empty (not shaded). You will now see a confirmation
when you delete messages.
6-8
Issue 2.0 December 2003
6
Using the Voice Mail Application
If You Need Help
Restoring the Default Sort Order
6
1. Scroll down until the Restore Default Sort Order button displays.
2. To change the order in which Inbox messages display back to the original
(default) setting, select the Restore Default Sort Order button.
Inbox messages are re-sorted into Time/Date ascending order (oldest to
most recent message).
Changing the Playback Number (#)
6
The Playback # displayed on the Log On screen represents the number or
extension being used to access your messages. This normally is your office
extension, but may be changed to allow you to pick up messages from another
extension or an outside phone.
1. Scroll down until the Playback # field displays.
2. To change the Playback #, select the Playback # field to display the
Keyboard Entry screen.
3. Type the extension or complete number at which you want to listen to your
messages.
4. Select Save.
The Playback # on the Log On screen now reflects the phone to be used to
retrieve your messages.
If You Need Help
6
All Voice Mail screens have a Help button, which accesses detailed online Help.
When using Help, scroll down fully to review the entire Help text. After reviewing
Help text, scroll to the top of the page and select Exit Help to return to the screen
on which you were working.
Complete documentation regarding Avaya Web Messaging can be found under
“Messaging Application Software” then “www.messenger” at the following website:
http://www.avaya.com/support. A Quick Reference Guide also can be found at
that site for specifics on handling and replying to messages.
Issue 2.0 December 2003
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If You Need Help
6-10
Issue 2.0 December 2003
Using the Voice Mail Application
Using the Web Access Application
7
7
Introduction
7
One of the exciting aspects of the 4630/4630SW IP Telephone is its optional Web
Access application. You can actually use your telephone to access
Avaya-provided information (an online version of this user guide) and your
Corporate intranet, if appropriate. Your System Administrator has the option of
designing a Home page for a corporate website or using a Home page provided
by Avaya for this purpose. When setting up your web options, for security
purposes, your System Administrator may also optionally require that an
authentication screen display upon selection of the Web Access application. If you
see an Authentication screen, you must submit a User Name and Password
before gaining access to the Home and other web pages.
Note that the Web Access application offers a basic browser capability. This
application does not support all the data types found on the Internet and is not
intended to replace your PC’s browser.
The website display area is larger than other application displays because the
usual application tabs do not display across the bottom on each screen. To access
the Phone application, select the Phone icon in the lower right of any web page.
Selecting this icon displays the Phone screen, from which you can access any
other application by selecting the desired application tab.
This chapter describes the basic functions available with the Web Access
application. These functions include accessing and navigating pages linked to the
Home page. Because this application can be customized by your System
Administrator for specific business use, not all features described in this chapter
may apply to you. Other features which result from customizing this application
may not be described here. For this reason, contact your System Administrator for
specific information about how your Web Access application has been
administered before proceeding.
Because customizing may affect the flow of web-related activity, the primary web
access screens are described in this chapter without a standard procedural flow.
Issue 2.0 December 2003
7-1
Introduction
Using the Web Access Application
Navigating Web Pages
7
The Web application browser performs similarly to those on your PC.
Navigating the Home Page and Other Standard-Size Web Pages
7
1. Access the Web Access screen by selecting the Web tab at the bottom of
any application screen.
The Web Access screen displays the Home page.
2. Navigate the Home page and other web screens as follows:
If you want to
Then
Redisplay the Home page
Select
Any web page loading/processing stops
and the Home page displays.
Return to the previous
web page
Select
(This button is enabled only when more
than one web address has been
accessed/browsed.)
Any web page loading/processing stops
and the previous web page displays.
Move to the next web
page
Select
(This button is enabled only when there is a
web address following the web
address/page currently displayed.)
Any web page loading/processing stops
and the next page displays.
Redisplay the current web
page
Select
Stop loading or
processing a web page for
display
Select
Return to any other
application
Select the
the web page.
Any web page loading/processing stops
and the current page redisplays.
The processing or loading of the web page
stops.
icon in the lower right of
The Phone screen displays, from which
you can select the desired application tab.
7-2
Issue 2.0 December 2003
4630/4630SW IP Telephone
Options
8
8
Introduction
8
This chapter describes the procedures available on the Main Options and
Preferences screen. For example, you can change the appearance of your
touchscreen, set a different ringer tone, add a timer to each call, or set up a “Go to
Phone” option to automatically take you back to the Phone application from other
applications to make or receive calls. We suggest you review the default settings
by reviewing each options screen; you may change your options and preferences
at any time.
NOTE:
Your Telephone Administrator can turn off your ability to set any or all of the
options this chapter covers. If all options are disabled, a notification
message displays when you select the Options icon (
on the top
display line. If a given option is disabled, that option is not shown on the
applicable Options and Preferences screen.
Accessing the Options and Preferences Screen
Access your preferences and phone options by selecting
application screen.
8
at the top of any
The Main Options and Preferences screen provides access to the
setup/maintenance information for each application, or allows you to return to the
application screen displayed prior to selecting the Main Options and Preferences
screen.
The procedures that follow describe the options for each application.
Issue 2.0 December 2003
8-1
Accessing the Options and Preferences Screen
4630/4630SW IP Telephone Options
Touchscreen Options
8
Touchscreen Options are those which control:
■
The display’s active/idle time period
■
How you want your keyboard screen (for use in Speed Dial and other
procedures) displayed
■
How to turn button click feedback on or off
■
How the display screen is oriented
■
How to clean the 4630 Touchscreen without selecting application features
or buttons during cleaning
You select these options from the Touchscreen Options and Preferences screen,
accessed by selecting Touchscreen Options from the Main Options and
Preferences screen.
When you are finished, select Done to return to the Main Options and
Preferences screen. There are five Touchscreen options and preferences
available, which show the current settings. Each option has a specific purpose as
described in the procedures that follow.
Setting the Screen Idle Timeout Duration
8
New phones have an idle timeout duration of two hours.
1. To change the screen idle timeout duration, select Screen Idle Timeout
from the Touchscreen Options and Preferences screen.
The Select Screen Idle Timeout screen displays with the current setting
highlighted.
2. Choose one of the following options:
8-2
If you want to
Then
Change the duration of how
long the screen remains bright
before it “times out,” reducing
the brightness
Select the desired amount of time.
Proceed to Step 3.
Return to the Touchscreen
Options and Preferences
screen without changing the
idle timeout duration
Select Cancel.
Issue 2.0 December 2003
The selected duration highlights to
indicate an “On” status.
No change is made, and the
Touchscreen Options and
Preferences screen re-displays.
4630/4630SW IP Telephone Options
Accessing the Options and Preferences
Screen
NOTE:
Once the display screen has “timed out,” pressing any button, touching the
display, or going off-hook will all restore the display screen to it’s previous
brightness level. You may adjust the display screen’s brightness at any time
using the Screen Brightness Control dial, located on the back side of the
upper right corner of the telephone housing.
3. Select Save to set the new brightness/timeout levels.
The Touchscreen Options and Preferences screen re-displays.
Setting the Keyboard Layout
8
Applications which allow speed dial entries to be created use a keyboard screen
into which a name and/or number is typed. Two keyboard layout options are
available:
■
QWERTY - the standard arrangement for (personal computer and other)
keyboard-reliant devices. This is the default keyboard layout setting.
■
ABCDEF - characters are arranged in alphabetical order, for those users
who find the QWERTY layout confusing.
1. To modify the your keyboard layout, select Keyboard Options from the
Touchscreen Options and Preferences screen.
The Select Keyboard Layout screen displays. The current setting is
highlighted.
2. Select either QWERTY or ABCDEF, to indicate how you want any screen
with a keyboard layout to appear.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Touchscreen Options and Preferences screen re-displays.
Issue 2.0 December 2003
8-3
Accessing the Options and Preferences Screen
4630/4630SW IP Telephone Options
Setting Button Click Feedback
8
Click feedback is the audible response your phone makes when you touch (select)
and release a button, field, or screen area. Two settings are available:
■
Click on contact - an audible “click” will sound when you touch a button on
the screen. This is the default setting.
■
No click - no audible feedback will occur when you touch the screen.
1. To change the click feedback, select Click Feedback Options from the
Touchscreen Options and Preferences screen.
The Select Click Feedback screen displays. The current feedback setting is
highlighted.
2. Select the click feedback option you prefer.
The selected option highlights to indicate an “On” status.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Touchscreen Options and Preferences screen re-displays.
NOTE:
To raise or lower the Click Feedback volume, use the phone’s
Volume Control button.
Calibrating the Screen
8
If needed, adjust the screen display orientation using this option.
1. To change the orientation of your 4630 display, select Calibrate... from the
Touchscreen Options and Preferences screen.
The Calibrate the Screen screen displays, with an instruction to start
calibration.
2. Touch (select) the upper left corner of the screen.
The screen re-displays with a second instruction.
3. Touch (select) the lower right corner of the screen.
The screen reorients as appropriate. The message “The screen is now
calibrated.” displays.
4. To save the calibration, select Done.
The screen adjustment is stored and the Touchscreen Options and
Preferences screen re-displays.
8-4
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Call Log Options
Cleaning the Screen
8
Use this option to display instructions for cleaning the 4630 IP Telephone’s
screen. Cleaning the screen with the instructions displayed ensures that touching
the screen during cleaning will not cause buttons, options, or applications to be
inadvertently selected.
1. To clean the screen and/or review instructions about cleaning the screen,
select Clean the Screen... from the Touchscreen Options and Preferences
screen.
The Clean the Screen screen displays.
2. Review the instructions on the screen. Pay particular attention to the
Warning note regarding use of harsh liquids or solvents.
3. After cleaning the screen or reviewing the cleaning instructions,
select Done.
The Touchscreen Options and Preferences screen re-displays.
Call Log Options
8
Call Log options and preferences allow you to:
■
Turn the logging of calls on or off
■
Archive the Call Log automatically
■
Verify the status of an automatic archive
■
Verify that an FTP Server IP Address exists and is the correct server to
which the Call Log should be archived
■
Access the FTP Setup screen to add or update the FTP Server IP Address,
if incorrect
You select these options from the Call Log Options and Preferences screen,
accessed by selecting Call Log Options from the Main Options and Preferences
screen.
When you are finished, select Done to return to the Main Options and
Preferences screen. The Call Log option is described in the procedure that
follows.
Issue 2.0 December 2003
8-5
Call Log Options
4630/4630SW IP Telephone Options
Activating/Deactivating Call Logging
8
You have the option of not logging calls made to or from your phone by changing
the “Call Log Active?” setting from “Yes” (the default setting) to “No.”
1. To activate or deactivate logging calls (depending on the current setting),
select Call Log Active? from the Call Log Options and Preferences
screen.
The Call Log Activation screen displays. The current option is highlighted.
2. Select either Yes or No, to indicate whether or not you want to log calls
made to or from your 4630 IP Telephone.
NOTE:
When you select “No” to indicate you no longer want calls logged,
calls logged prior to the change remain available for viewing,
resorting, deleting, or adding to a Speed Dial button. In this case,
only future calls made to/from your phone will not be logged, nor will
they appear on the Call Log.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Call Log Options and Preferences screen re-displays, showing the new
setting.
8-6
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Call Log Options
Archiving the Call Log
8
The process of automatically archiving your Call Log protects this information in
the event of a telephone failure. Your System Administrator generally specifies
whether your phone will participate in automatic archiving, which occurs every two
hours (or according to a pre-determined time span your System Administrator
establishes) when you have more than 50 log entries.
You can determine if your phone is set for automatic archiving by checking the
setting appearing next to the Automatic Archive button on the Call Log Options
and Preferences screen. If the status is “Yes,” the phone is set up for automatic
archiving; if the setting is “No,” automatic archiving will not occur. If the setting is
“Suspended,” you must provide an FTP Server IP Address before an archive can
automatically occur; the IP Address indicates the server on which archived data is
saved.
NOTE:
See the procedure in this section titled Reviewing/Updating the FTP Server
IP Address for more information on adding or updating the FTP Server IP
Address.
Before performing this procedure, first check with your System Administrator for
information on how he or she has set up your telephone system’s archiving
routine. Also check the message appearing under the FTP Setup button on the
Call Log Options and Preferences screen to determine if there are any existing
conditions that would prevent an automatic archive from occurring or to verify the
status of automatic archiving, if this option is already set to “Yes.” Discuss any
such messages with your System Administrator before proceeding.
1. With your System Administrator’s approval to proceed, select Automatic
Archive from the Call Log Options and Preferences screen.
The Call Log Automatic Archive screen displays. The current archive option
is highlighted.
2. Select either Yes or No, to indicate whether or not you want automatic
archiving of your Call Log to occur every two hours (or at another pre-set
interval determined by the System Administrator).
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Call Log Options and Preferences screen re-displays.
Issue 2.0 December 2003
8-7
Call Log Options
4630/4630SW IP Telephone Options
Reviewing/Updating the FTP Server IP Address
8
Automatic archiving occurs only if there is a valid FTP Server IP Address shown
under the FTP Setup... option on the Call Log Options and Preferences screen.
The FTP Server IP Address indicates the proper location for storing archived data.
Messages appearing below the FTP Setup... option indicate not only the status of
an automatic archive, but also to warn you when automatic archiving cannot take
place due to invalid or missing server information. The chart below indicates those
messages (displayed below the FTP Setup option) which require you to provide a
valid value for the FTP Server IP Address or investigate a related problem:
Message
Meaning/Required Action
An FTP Server IP Address
must be provided before Call
Log can be automatically
archived.
You cannot access the Automatic Archive:
setting if the FTP Server IP Address is missing.
The FTP Server name is not
known. Please check the
FTP Server IP Address.
A system protocol (called DNS) was used to
attempt to locate the correct server address,
but could not do so.
Select FTP Setup... to review, add or update
the server address. See Setting a User ID,
Password, and other FTP (File Transfer
Protocol) Options later in this chapter for
information. Contact your System
Administrator if you have any questions.
Select FTP Setup... to review, add or update
the server address. See Setting a User ID,
Password, and other FTP (File Transfer
Protocol) Options later in this chapter for
information. Contact your System
Administrator if you have any questions.
8-8
The FTP server has denied
access. Please check FTP
Setup parameters.
The server’s directory path may be invalid, or a
User ID/password may be required for access.
The FTP server was unable
to store the archive file.
Your System Administrator should investigate
this problem. To assist in troubleshooting,
select FTP Setup... to review the FTP settings.
See Setting a User ID, Password, and other
FTP (File Transfer Protocol) Options later in
this chapter for information.
Issue 2.0 December 2003
Select FTP Setup... to review the FTP settings.
See Setting a User ID, Password, and other
FTP (File Transfer Protocol) Options later in
this chapter for information. Contact your
System Administrator if you have any
questions.
4630/4630SW IP Telephone Options
Call Log Options
Phone Application Options
8
Phone application options and preferences allow you establish or modify several
phone- or call-related features. These features are:
1. Adding (or removing, if already set) an edit dialing field to the Phone
screen. The Edit Dial field allows you to edit phone numbers prior to dialing
them.
2. Personalizing your phone’s ringing pattern - Choose from eight different
ring tones/patterns.
3. Opting to choose from a list of the last eight numbers dialed or always
redialing the last number called when you select the Redial Feature button.
4. Optionally choosing the Phone screen to display automatically from any of
the 4630 application screens upon receiving a call.
5. Optionally choosing the Phone screen to display automatically from any of
the 4630 application screens upon originating a call.
6. Displaying a timer during active and held calls.
You select any of the above options from the Phone Options and Preferences
screen, accessed by selecting Phone Options from the Main Options and
Preferences screen.
When you are finished, select Done to return to the Main Options and
Preferences screen. There are six Phone options and preferences available, and
the current setting is displayed next to its respective option. Each option is
described in the procedures that follow.
Issue 2.0 December 2003
8-9
Call Log Options
4630/4630SW IP Telephone Options
Setting Edit Dialing
8
1. To display the Edit Dialing field on the Phone application screen (or to
remove it if it is currently displayed), select Edit Dialing from the Phone
Options and Preferences screen.
The Edit Dialing screen displays.
NOTE:
The Edit Dialing screen also displays instructions on how to use the
Edit Dialing field, if activated.
2. Choose one of the following options:
If you want to
Then
Turn the Edit Dial option “on” to
display the Edit Dial field on the
Phone application screen
Select On. Proceed to Step 3.
Turn the Edit Dial option “off” so
that the Edit Dial field does not
display on the Phone screen
Return to the Phone Options and
Preferences screen without
changing the Edit Dial setting
The button highlights to indicate an
“On” status.
Select Off. Proceed to Step 3.
The button highlights to indicate an
“Off” status.
Select Cancel.
No change is made and the Phone
Options and Preferences screen
re-displays.
3. Select Save to set the Edit Dial field to the option selected.
The Phone Options and Preferences screen displays.
8-10
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Call Log Options
Selecting a Personalized Ring
8
Change the tone or pattern of your phone’s ring using this procedure.
1. To change the ringing tone/pattern, select Personalized Ring Options
from the Phone Options and Preferences screen.
The Select Personalized Ring screen displays. The current ring setting is
highlighted.
2. Select the ring option number you prefer.
The selected option highlights to indicate an “On” status and the selected
pattern/tone sounds for one cycle.
3. Repeat Step 2 until the desired ring pattern or tone sounds.
4. To save your selection, select Save. To exit without making a change,
select Cancel.
The Phone Options and Preferences screen re-displays.
NOTE:
To raise or lower the ringer volume, use the phone’s Volume Control
button.
Selecting a Redial Option
8
This procedure instructs you in selecting or changing your phone’s redial option.
The Redial Feature button displays on the Phone application screen and you
have two choices for how this button operates:
■
When selected, the last number called is dialed
■
When selected, a list of the last eight numbers called is displayed, from
which you may choose the number you want to redial
The default setting is to display the list of the last eight numbers called. See
Redial in Chapter 2 for information on using this feature.
1. To modify the current Redial setting, select Redial from the Phone Options
and Preferences screen.
The Select Redial Option screen displays. The current setting is
highlighted.
2. Select either Last number or Last 8 numbers, to indicate how you want
the Redial Feature button to operate.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Phone Options and Preferences screen re-displays.
Issue 2.0 December 2003
8-11
Call Log Options
4630/4630SW IP Telephone Options
Setting the Go to Phone For Incoming Calls Option
8
This option allows you to select or change the Go to Phone for Incoming Calls
setting. Three settings are available:
■
On Ringing - When you select this option, the Phone screen automatically
displays whenever your phone rings with an incoming call.
■
On Answer - When you select this option, the Phone screen automatically
displays whenever you answer a call.
■
No - When you select this option, the current screen remains displayed
when your phone rings and when you answer a call (although you can
always manually select the Phone application tab, if desired). This is the
default setting.
1. To modify the current setting, select Go to Phone For Incoming from the
Phone Options and Preferences screen.
The Go to Phone For Incoming Calls screen displays. The current setting is
highlighted.
2. Select either On Ringing, On Answer or No, to indicate whether or not
you want the Phone screen displayed upon ringing or upon answering a
call.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Phone Options and Preferences screen re-displays.
Setting the Go to Phone on Originate Option
8
When this option is selected, the Phone screen will be displayed automatically
whenever you place an outgoing call from another application screen (for
example, when calling a person listed in your Call Log or making a call using a
Speed DIal button). When this option is not selected, the current screen remains
displayed whenever you place a call. The default setting is to not display the
Phone screen upon originating a call (although you can always manually select
the Phone application tab, if desired).
1. To modify the current setting, select Go to Phone on Originate from the
Phone Options and Preferences screen.
The Go to Phone on Originate screen displays with the current setting
highlighted.
2. Select either Yes or No, to indicate whether or not you want the Phone
screen displayed upon originating a call.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Phone Options and Preferences screen re-displays.
8-12
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Directory Options
Setting the Call Timer
8
This option allows you to have a timer displayed during an active call or for a call
that you have put on Hold. Displaying the timer is the default, but you can change
it using the procedure below.
1. To modify the current Call Timer setting, select Call Timer from the Phone
Options and Preferences screen.
The Call Timer screen displays. The current setting is highlighted.
2. Select either Yes or No, to indicate whether or not you want the Call Timer
displayed for each active or held call.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Phone Options and Preferences screen re-displays.
Directory Options
8
There is one Directory option, which allows you to add a User ID and Password to
protect Corporate Directory access.
You select this option from the Directory Options and Preferences screen,
accessed by selecting Directory Options from the Main Options and Preferences
screen.
When you finish checking or setting the Directory option, select Done to return to
the Main Options and Preferences screen.
Issue 2.0 December 2003
8-13
Directory Options
4630/4630SW IP Telephone Options
Setting Up or Modifying a Directory User ID and Password
8
NOTE:
Use this option only if your Directory requires entry of a User ID and/or
Password. Contact your System Administrator with any questions you may
have regarding whether a User ID and/or Password are required, and the
corresponding requirements for each (such as the nature and number of
characters required).
Establishing a User ID and Password protects the security of your Corporate
Directory. Once established, you are prompted to provide both the ID and
Password when you use the Corporate Directory. You determine your own ID and
Password; your System Administrator does not have access to this information.
Use the procedure below to establish your User ID and Password and to modify
either item as needed.
1. To add/modify a Directory User ID and Password, select User
ID/Password from the Directory Options screen.
The Directory User ID/Password Keyboard screen displays.
2. Touch the appropriate keyboard characters to enter the User ID, using up to
12 characters.
As you press each character, the User ID field populates. When modifying
an existing User ID, what you type overwrites the current ID.
! CAUTION:
Before proceeding with Step 3, be sure you know the Password you
want to use and that you enter it correctly. As you enter the Password,
you will not be able to see what you are typing!
3. Select Password and touch the appropriate keyboard characters
representing the password you want to assign. If you are unsure of what
you have entered, select Clear and re-type the correct password.
As you type, asterisks display in the Password field. When modifying an
existing Password, what you type overwrites the current Password.
4. To save your selection, select Save. To exit without making a change,
select Cancel.
The Directory Options and Preferences screen re-displays.
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Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Directory Options
Speed Dial Options
8
Two Speed Dial options are available which allow you to automatically have your
Speed Dial buttons alphabetized when you add or modify a button label and to
have your Speed Dial entries backed up automatically.
You select these options from the Speed Dial Options and Preferences screen,
accessed by selecting Speed Dial Options from the Main Options and
Preferences screen.
When you are finished, select Done to return to the Main Options and
Preferences screen. The Speed Dial options are described in the procedures that
follow.
Setting the Speed Dial “Alphabetize Entries?” Option
8
When this option is set to “Yes,” your Speed Dial buttons will always display in
alphabetical name (label) order. When this option is set to “No,” Speed Dial
buttons are displayed in the order in which you set them up. The default setting is
to alphabetize your Speed Dial buttons each time you add a new one or change
the label on an existing one.
1. To modify the current setting, select Alphabetize Entries? from the Speed
Dial Options and Preferences screen.
The Alphabetize Entries? screen displays with the current setting
highlighted.
2. Select either Yes or No, to indicate whether or not you want Speed Dial
buttons displayed in alphabetical order.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Speed Dial Options and Preferences screen re-displays.
Issue 2.0 December 2003
8-15
Directory Options
4630/4630SW IP Telephone Options
Backing Up and Restoring Speed Dial Groups
8
The process of backing up your speed dial groups and their respective speed dial
buttons protects this information in the event of a telephone failure. Restoring this
data is a separate step, and works in conjunction with the backup to make the
latest Speed Dial information available to you. Manual backup may be performed
periodically by your System Administrator (check to see how often this is done);
this procedure covers establishing an automatic backup of Speed Dial information
on a regular basis.
1. To backup/restore your Speed Dial Groups and buttons, select
Backup/Restore from the Speed Dial Options and Preferences screen.
The Backup/Restore Options and Preferences screen displays. The current
backup/restore option is shown next to the Automatic Backup button.
2. Choose one of the following:
If
Then
The Automatic Backup
button is not enabled
(meaning you cannot
access this option)
Review the text message beneath the
FTP Setup button, which indicates that an
FTP Server Address must be provided.
The server address is needed to allow the
backed up information to be stored.
Contact your System Administrator for
further instructions.
Follow the instructions your System
Administrator provides to add the server
address, then repeat this procedure.
The Automatic Backup
button is enabled but the
setting to the right of it is
“No”
Review the text message beneath the
FTP Setup button, which indicates that a
manual backup (performed periodically by
your System Administrator) can occur.
Select Done to return to the Speed Dial
Options and Preferences screen or
proceed to Step 3 to change the setting
to “Yes.”
3. Select Automatic Backup.
The Automatic Backup screen displays, as illustrated below. The current
setting is highlighted.
4. Select either Yes or No, to indicate whether or not you want your Speed
Dial entries backed up automatically.
5. To save your selection, select Save. To exit without making a change,
select Cancel.
The Backup/Restore Options and Preferences screen re-displays.
8-16
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Backup/Restore Options
Network Audio Quality
8
In the unlikely event that you experience poor audio quality during a call, and you
have determined that the handset, Speakerphone, and headset are functioning
properly, your System Administrator may ask you for information from this screen
while troubleshooting the problem.
1. Select Network Audio Quality from the Main Options & Preferences
Screen (accessed by selecting the
icon on the top display line).
The Network Audio Quality screen displays.
2. Review the values as requested by your System Administrator.
Backup/Restore Options
8
The 4630 IP Telephone’s backup and restore options provide the ability to:
■
Automatically back up your options/preference settings and your Speed
Dial Groups and buttons every two hours (or at a different interval specified
by the System Administrator) to protect against system failure or to
facilitate moving from one telephone to another.
■
Restore options/preferences and Speed Dial Groups and buttons following
a phone failure or replacement.
■
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 via your phone.
■
Check or verify whether an automatic backup has occurred.
Because each telephone system has unique characteristics and settings,
modifying the Backup/Restore options generally require the assistance of the
System Administrator. For example, it is unlikely that a 4630 IP Telephone user
would know the specific Server IP Address to enter when setting up FTP
parameters without consulting his or her System Administrator.
You select Backup/Restore options from the Backup/Restore Options and
Preferences screen, accessed by selecting Backup/Restore from the Main
Options and Preferences screen.
You can also access this screen directly from the Speed Dial Options and
Preferences screen.
NOTE:
Check the setting to the right of the Automatic Backup button, to determine
whether your phone is already set for automatic backups. Also check the
message area under the FTP Setup button to obtain the current status of
automatic backups.
Issue 2.0 December 2003
8-17
Backup/Restore Options
4630/4630SW IP Telephone Options
Setting the Automatic Backup Option
8
The Automatic Backup button must be enabled to perform this procedure. If this
button is not enabled, review the chart below to resolve a problem before
proceeding.
If
Then
The Automatic Backup button is
not enabled (meaning you cannot
access this option) and the status is
“Suspended”
Review the text message beneath the
FTP Setup button, which indicates that
an FTP Server Address must be
provided. The server address is needed
to allow the backed-up information to be
stored. Contact your System
Administrator for further instructions.
Follow the instructions your System
Administrator provides to add the server
address, then proceed with the
Automatic Backup procedure.
The Automatic Backup button is
enabled but the setting to the right of
it is “No”
Review the text message beneath the
FTP Setup button, which indicates that
a manual backup (performed
periodically by your System
Administrator) can occur.
Select Done to return to the Speed Dial
Options and Preferences screen or
perform the Automatic Backup
procedure below to change the setting
to “Yes.”
1. To backup/restore all of your options and preferences settings and your
Speed Dial Groups and buttons automatically, select Automatic Backup
from the Backup/Restore Options and Preferences screen.
The Automatic Backup? screen displays. The current setting is highlighted.
2. Select either Yes or No, to indicate whether or not you want your Speed
Dial entries backed up automatically.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Backup/Restore Options and Preferences screen re-displays.
8-18
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Backup/Restore Options
Restoring Data from a Backup File
8
Use this procedure to reactivate a backup file following a system failure or
replacement.
1. Select Restore/Download Data... from the Backup/Restore Options and
Preferences screen.
The 4630 attempts to initiate FTP (File Transfer Protocol) to retrieve the
latest backup file from the server. The message “Contacting the FTP
server...” displays. Any one of the following additional messages may
display, as appropriate:
If
Then
Connection is made with
the FTP server
The message “FTP server contacted”
displays and file retrieval proceeds.
Following server
connection, the backup file
is retrieved with data in the
proper format
The message “File successfully retrieved.
Select Save to replace current data with
data from retrieved file.” displays.
Select Save.
All previous values are replaced with the
backup file data. The Backup/Restore
Options and Preferences screen
re-displays.
Connection to the FTP
server cannot be made
The message “Cannot connect to the
FTP server. Select Retry or Cancel.”
displays.
Select Retry. If the connection is made,
review the messages in Step 1 and
proceed accordingly.
If the connection still cannot be made, the
server may be down or busy; select
Cancel to return to the Backup/Restore
Options and Preferences screen, and try
the Restore procedure again later.
The backup file is retrieved
but the file’s data is not in
the proper format
The message “Bad data in file.” displays
in dark red.
The backup file is located,
but access to the file is
denied
The message “Permission to access the
file was denied.” displays.
Contact your System Administrator for
instructions on how to proceed.
Contact your System Administrator for
instructions on how to proceed.
Issue 2.0 December 2003
8-19
Backup/Restore Options
4630/4630SW IP Telephone Options
If — Continued
Then — Continued
Connection is made with
the FTP server, but the file
cannot be retrieved for any
reason other than
permission being denied
The message “Cannot obtain the file from
the FTP server.” displays.
The FTP server cannot be
accessed
The message “The FTP Server name is
not known. Please check the FTP Server
IP Address.” displays.
Contact your System Administrator for
instructions on how to proceed.
Add or update the Server IP Address, as
described on page 8-22.
Your backup file cannot be
found on the FTP server
The message “File does not exist on the
FTP server.” displays in dark red.
Contact your System Administrator for
instructions on how to proceed.
2. If you want to return to the Backup/Restore Options and Preferences
screen without restoring the backup file or changing the selected FTP
setting, select Cancel.
No change is made and the Backup/Restore Options and Preferences
screen re-displays.
8-20
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Backup/Restore Options
Setting a User ID, Password, and other FTP (File Transfer
Protocol) Options
8
Your System Administrator establishes certain parameters for each 4630 IP
Telephone in your network. Most parameters are established at the network
server and apply to all telephones in the network. Other parameters may be
unique to a specific site, department, or group of telephones. Those settings
which may 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 4630 IP Telephone is
connected, for backup, restore, Corporate Directory and other
network-related functions. If your phone has been repaired, this value will
be set to zero and should be re-established.
■
Directory Path - the server location to which your telephone’s data (for
example, Speed Dial groups/lists) 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.
The FTP Setup screen also provides access to online help for file transfer protocol
information.
NOTES:
• All FTP settings are set to blank upon phone manufacture and repair.
• Because FTP information may impact server operation as well as the
proper backup of your phone data, contact your System Administrator
before updating any settings.
• The User ID and Password in the procedure that follows provide access
to your server, which allows you to perform backup and other [future]
server-related features; they are not the 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 Options and Preferences screen.
The FTP Setup Parameters screen displays.
Issue 2.0 December 2003
8-21
Backup/Restore Options
4630/4630SW IP Telephone Options
2. Choose one of the following options:
If you want to
Then
Add or update the
Server IP Address
Select Server IP Address.
The Server IP Address Entry screen
displays with the prompt “Enter IP
address” (if no server name is currently
assigned) or “Enter FTP server IP
Address <or DNS name>” (if you are
modifying an existing server address).
Using the keyboard, enter the server
address/name and select Save to save
the setting and return to the FTP Setup
Parameters screen.
Add or update the
directory path (to which
backup saves your data)
Select Directory Path.
The Directory Path Entry screen displays
with the prompt “Enter Directory Path.”
Using the keyboard, enter the path
provided by your System Administrator,
and select Save to save the setting and
return to the FTP Setup Parameters
screen.
Alternately, you may select Clear to
remove the current path prior to entering a
new path, or select Cancel to return to the
FTP Setup Parameters screen without
changing the current path.
Add or update the
Server User ID
Select User ID.
The FTP User ID Entry screen displays
with the prompt “Enter User ID.”
Using the keyboard, enter the User Id that
gives you access to the server (this is
either provided by your System
Administrator or selected by you using
parameters provided by the
administrator). Select Save to save the
setting and return to the FTP Setup
Parameters screen.
8-22
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Stock Ticker Option
If you want to — Continued
Then — Continued
Add or modify your
Server Password
Select Password.
The FTP Password Entry screen displays
with the prompt “Enter Password.”
Using the keyboard, enter the Server
Password (using parameters provided by
your System Administrator). Select Save
to save the setting and return to the FTP
Setup Parameters screen.
Return to the
Backup/Restore Options and
Preferences screen without
changing the selected FTP
setting
Select Cancel.
No change is made and the
Backup/Restore Options and Preferences
screen re-displays.
3. Select Done to return to the Backup/Restore Options and Preferences
screen.
Stock Ticker Option
8
This option allows you to set up a real-time stock ticker to track up to 16 stock
symbols and up to 3 index symbols. After setting up the symbols you want to
track, you then activate the ticker, which displays your selections across the top
display line. Both Stock Ticker set-up and activation are covered in this section.
You select this option from the Main Options and Preferences screen (accessed
by selecting the
icon on the top display line).
When you are finished, select Done to return to the Main Options and
Preferences screen.
Setting Up or Modifying the Stock Ticker
8
Set up your Stock Ticker by:
■
Adding stock/corporate symbols to any of the 16 buttons at the top of the
Administration screen
■
Optionally selecting buttons for one, two, or all three major indices (Dow
Jones Industrial Average, Standard & Poor’s 500, and NASDAQ) to display
in addition to the stock symbols you select
■
Optionally specifying whether you want the change from the previous day’s
closing price and/or the current day’s trading volume of your selected
stocks/indices to display on the ticker
Issue 2.0 December 2003
8-23
Stock Ticker Option
4630/4630SW IP Telephone Options
1. To set up or modify the stock ticker, select Stock Ticker Set-Up from the
Stock Ticker Options and Preferences screen.
The Stock Ticker Administration screen displays.
2. Select the button to which you want to add/modify a stock symbol.
NOTE:
When activated, the ticker displays your selected symbols in
top-to-bottom, left-to-right order.
The Stock Ticker Keyboard screen displays with the cursor in the Stock
quote symbol field.
3. Using the keyboard, select the letters for the desired symbol. If you are
modifying an existing symbol, press Clear and select a new entry, or
overtype the existing symbol.
4. Verify that the entry is correct.
5. To save your selection, select Save. To exit without making a change,
select Cancel.
The Stock Ticker Administration screen re-displays.
6. To add one or more indices to your ticker, select the appropriate
index(ices).
The selected Index button is highlighted to indicate “enabled” status.
7. Select either Change or Volume (or both) to indicate whether you want the
change from the previous day’s closing price and/or the current day’s
trading volume of your selected stocks/indices to display on the ticker.
NOTE:
When viewing your stock ticker, the current price always displays in
black. Any Change displays in green (a gain) or red (a loss), and the
Volume displays in blue.
The appropriate button is highlighted to indicate “enabled” status.
8. Repeat Steps 1-5 for every stock symbol you want to track.
9. When all desired symbols have been specified, select Save to save all your
selections. To exit without making a change, select Cancel.
The Stock Ticker Options and Preferences screen displays.
For information on the Stock Ticker display, see About the Stock Ticker in
Chapter 1.
8-24
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Stock Ticker Option
Activating/Deactivating the Stock Ticker
8
You have the option of not displaying the stock ticker by changing the “Stock
Ticker Active?” setting from “Yes” (the default setting) to “No.”
1. To activate or deactivate the ticker (depending on the current setting),
select Stock Ticker Active? from the Stock Ticker Options and
Preferences screen.
The Stock Ticker Activation screen displays. The current option is
highlighted.
2. Select either Yes or No, to indicate whether or not you want the top display
line to show the ticker.
3. To save your selection, select Save. To exit without making a change,
select Cancel.
The Stick Ticker Options and Preferences screen re-displays, showing the
new setting.
Issue 2.0 December 2003
8-25
Stock Ticker Option
8-26
Issue 2.0 December 2003
4630/4630SW IP Telephone Options
Headsets and Handsets
9
9
Introduction
9
This chapter provides information about headsets and specialized handsets that
are compatible with your IP telephone.
Headsets for 4600 Series IP Telephones
9
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. Go to http://www.avaya.com.
2. Mouse over Products & Services and select Products A-Z.
3. Select Headsets.
4. Under Find out More…, select Brochures, then Freedom of Choice
Headsets.
Issue 2.0 December 2003
9-1
Handsets for 4600 Series IP Telephones
Headsets and Handsets
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
■
An 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 an 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 an MIP-1, operates with other Avaya IP telephones, but cannot
be used for remote call answering or call initialization.
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
9
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.
9-2
Headset Connector
Type
Ordering Code
AK1A-2001
Replacement Handset
700203797
AK5A-1001
Push-to-Talk
700229727
AK6A-1001
Amplified
700229735
AK8A-1001
Noisy Location
700229743
Issue 2.0 December 2003
Troubleshooting
10
10
Introduction
10
The 4600-Series IP Telephones are relatively trouble-free. The Basic
Troubleshooting chart provides the most common problems an end user might
encounter. The Application Troubleshooting chart provides troubleshooting
specific to each of the 4630 applications. The remaining pages in this chapter
provide procedures for resetting or power-cycling your phone, when neither Basic
nor Application Troubleshooting resolves the problem. If you have a question or
experience a problem that is not described in this chapter, contact your System
Administrator.
Issue 2.0 December 2003
10-1
Introduction
Troubleshooting
Basic Troubleshooting
10
Problem/Symptom
Suggested Resolution
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 five 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.
Characters do not appear on the
Display screen
See Phone does not activate after
connecting it the first time above.
Check all lines into the phone to be
sure it is properly connected.
Check the power source to be sure
your telephone is receiving power.
Perform the following Test procedure:
with the telephone idle (on-hook), press
the Mute button while dialing this
sequence: 8 3 7 8 #. 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 may need to be replaced.
If the above suggested solutions do not
resolve the problem, reset or power
cycle the phone.
Display shows an error/informational
message
10-2
Issue 2.0 December 2003
Most messages involve server/phone
interaction. If you cannot resolve the
problem based on the message
received, contact your System
Administrator for resolution.
Troubleshooting
Introduction
Problem/Symptom — Continued
Suggested Resolution — Continued
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 nothing appears on the display, check
your power source.
Check to ensure your phone is
communicating with the switch. Select
any Speed Dial button or any outgoing
Call Log entry. If the outgoing call
completes, there is a problem with the
dial tone itself, and you should contact
your System Administrator for
resolution. If the call does not go
through, contact your System
Administrator who will determine
whether the problem is with the phone,
the switch, or the network.
Always contact your System
Administrator if the troubleshooting
steps do not produce the desired result.
Echo, noise, or static when using a
headset; handset operation works
properly
Check the headset connection.
Audio quality is poor, specifically,
you hear an echo while using a
handset or static, sudden silences
(gaps in speech), clipped, or garbled
speech, etc.
Various potential network problems
may be causing the problem.
When using the Speakerphone, the
other party reports hearing an echo;
your reception is fine
Room acoustics may be causing
problems. Make sure there are six
inches or so of blank space to the right
of the telephone, for maximum
speakerphone performance. If this does
not resolve the problem, use the
handset.
Speakerphone does not sound right
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 9 of this guide.
Contact your LAN Administrator with as
complete a description of the problem
as possible. The Network Audio Quality
screen (described in Chapter 8) may
provide information in diagnosing the
problem.
Issue 2.0 December 2003
10-3
Introduction
Troubleshooting
Problem/Symptom — Continued
Suggested Resolution — Continued
Speakerphone does not operate
Ask your System Administrator if your
Speakerphone has been disabled.
Phone does not ring
If the “Ringer Off” feature is
programmed on a Feature button, that
feature is engaged if the button is
darkened or shaded. Reactivate the
ringer by pressing that Feature button.
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.
Screen seems to drift or waver a bit
after first being “powered up”
The 4630 display screen takes an hour
or so to completely warm up. Images
may be distorted until it is fully
operational.
Wait an hour or so after first powering
up the phone, then Calibrate the screen
as described in 4630/4630SW IP
Telephone Options.
A feature does not work as indicated
in the User Guide
10-4
Issue 2.0 December 2003
See the section that follows titled
Troubleshooting 4630 Applications
Troubleshooting
Troubleshooting 4630 Applications
Troubleshooting 4630 Applications
Problem/Symptom
10
Suggested Resolution
GENERAL:
A feature does not work as indicated
in the User 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.
PHONE APPLICATION:
Please review the previous section,
Basic Troubleshooting
SPEED DIAL APPLICATION:
You cannot dial out using any Speed
Dial button
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.
CALL LOG APPLICATION:
You cannot dial out after selecting a
call log entry
Only entries with a status of “Outgoing”
can be called. You cannot call entries
with a status of “Answered” or
“Unanswered” directly without first
editing and saving them.
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.
Dialing from the application does not
go through
Your System Administrator must
administer the settings for the
Enhanced Dialing feature beyond the
defaults.
Issue 2.0 December 2003
10-5
Troubleshooting 4630 Applications
Problem/Symptom — Continued
Troubleshooting
Suggested Resolution — Continued
CALL LOG APPLICATION:
The Call Log is empty
Many events will clear the Call Log,
including power failure or restarting the
telephone, for example, following
logging off.
You cannot add an entry to a Speed
Dial button
No buttons are available in the
selected Speed Dial group. Select a
different group or delete a button label
before trying to add the Call Log entry
to your Speed Dial list.
DIRECTORY APPLICATION:
No Directory tab displays with the
other application tabs at the bottom
of every screen
Your telephone is not administered to
support the Directory application. If you
believe it should be available, contact
your System Administrator.
Dialing from the application does not
go through
Your System Administrator must
administer the settings for the
Enhanced Dialing feature beyond the
defaults.
Directory application tab displays,
but you receive an “Attempting to
connect to server” message when
you select the tab
The telephone cannot connect to the
Directory server administered for it.
Contact your System Administrator to
ensure the server address has been
properly administered.
Directory query produces an error
message
Verify the spelling of your query. If
correct, there is a problem with either
the 4630’s administration, the server,
or the network. Contact your System
Administrator, providing the exact text
of the error message you received.
DIRECTORY APPLICATION:
You cannot add an entry to a Speed
Dial button
10-6
Issue 2.0 December 2003
No buttons are available in the
selected Speed Dial group. Select a
different group or delete a button label
before trying to add the entry to your
Speed Dial list.
Troubleshooting
Problem/Symptom — Continued
Troubleshooting 4630 Applications
Suggested Resolution — Continued
VOICE MAIL APPLICATION:
No Voice Mail application tab
displays with the other application
tabs at the bottom of every screen
Your System Administrator has not
administered the link between the 4630
Voice Mail application and your
corporate voice messaging system. If
you believe the link should be
available, contact your System
Administrator.
VOICE MAIL APPLICATION:
Other questions regarding the Voice
Mail application
Every Voice Mail screen has a Help
button which connects you to detailed
online Help. If you cannot resolve the
problem or find an answer for your
question, contact your System
Administrator.
WEB ACCESS APPLICATION:
No Web tab displays with the other
application tabs at the bottom of
every screen
Your telephone is not administered to
support the Web Access application. If
you believe it should be available,
contact your System Administrator.
You cannot add an entry to a Speed
Dial button
No buttons are available in the
selected Speed Dial group. Select a
different group or delete a button label
before trying to add the entry to your
Speed Dial list.
Dialing from the application does not
go through
Your System Administrator must
administer the settings for the
Enhanced Dialing feature beyond the
defaults.
STOCK TICKER APPLICATION:
The Stock Ticker does not appear,
even though the “Stock Ticker
Active” option is set to “Yes”
Your System Administrator has turned
off the Stock Ticker. If you believe you
should have the Stock Ticker active,
contact your System Administrator.
Issue 2.0 December 2003
10-7
Troubleshooting 4630 Applications
Troubleshooting
Resetting and Power Cycling the IP Telephone
10
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 may cause
stored information such as the telephone options and preference settings
and Speed Dial lists to be lost.
Resetting Your Phone
10
This basic reset procedure should resolve most problems.
1. Press Mute.
2. Using the dialpad, 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.
10-8
Issue 2.0 December 2003
Troubleshooting
Troubleshooting 4630 Applications
Power Cycling the Phone
10
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
System Administrator.
Issue 2.0 December 2003
10-9
Troubleshooting 4630 Applications
10-10
Issue 2.0 December 2003
Troubleshooting
Index
Numerics
4600 Series IP Telephones
Handsets 9-2
Headsets for 9-1
4630/4630SW IP Telephone
Applications 1-5
Button/Feature Descriptions 1-3
Introduction to 1-1
layout 1-2
Logging Off 1-14
Options 8-1
Reinstating after logoff 1-14
Security 1-12
using the 2-1
A
About the Stock Ticker 1-11
About This Guide xi
Accessing the Options and Preferences Screen
8-1
Activating/Deactivating Call Logging 8-6
Activating/Deactivating the Stock Ticker 8-25
Adding a Call Log Entry to a Speed Dial Group 4-5
Adding a Directory Entry to a Speed Dial Group
LG
C
Calibrating the Screen 8-4
Call Handling Features 2-7
Call Log
About the 4-2
Activating/Deactivating Call Logging 8-6
Adding an Entry to Speed Dial 4-5
Archiving the 8-7
Calling a Party From the 2-5
Options 8-5
Removing Entries 4-6
Troubleshooting 10-5
Viewing the 4-3
Call Log Application 1-7
Call Log Application, Using the 4-1
Call Timer, Setting the 8-13
Calling a Party From the Call Log 2-5
Calling a Party From the Directory 2-5, 5-4
Calling a Party From the Web Access Application
2-6
Cleaning the Screen 8-5
Conference feature 2-7
Conventions Used in this document xiii
D
5-5
Adding a held call to the current call 2-7
Adding another party to a call 2-7
Application Screens, Navigating 1-5
Application Tab/Screen Color Coding 1-5
Archiving the Call Log 8-7
Audio Quality, Network 8-17
Automatic (Speed) Dialing 2-3
Automatic Backup Option 8-18
B
Backing Up and Restoring Speed Dial Groups
8-16
Backlighting 1-15
Backup File, Restoring Data from 8-19
Backup Option, Automatic 8-18
Backup/Restore Options 8-17
Button Click Feedback, setting 8-4
Buttons, Speed Dial 3-3
Deactivating/Activating the Stock Ticker 8-25
Deleting a Speed Dial Button Label 3-6
Direct (Manual) Dialing 2-2
Directory
About the 5-1
Adding an Entry to Speed Dial 5-5
Calling a Party From the 2-5
Calling a Party from the 5-4
Locating a Phone Number 5-2
Options 8-13
Resolving Search or Related Problems 5-6
Trouble Message Resolution 5-6
Troubleshooting 10-6
Directory Application 1-8
Directory Application, Using the 5-1
Display screen 1-3
Display Screen Backlighting 1-15
Document Organization xii
Dropping the last person added to the call 2-7
Issue 2.0 December 2003 IN-1
4630/4630SW IP Telephone
E
Edit Dialing 2-2
Edit Dialing, setting 8-10
EMERGENCY button 3-1
F
Fax, Text, and File Message-Specific Options 6-6
File, Text, and Fax Message-Specific Options 6-6
FTP (File Transfer Protocol) Options 8-21
FTP Server IP Address
Reviewing/Updating 8-8
H
Handsets and Headsets 9-1
Headset 1-3
Help, for Voice Mail 6-9
Hold feature 2-7
How to Use This Document xii
M
Making Calls 2-2
Adding a held call to the current call 2-7
Adding another party to a call 2-7
Automatic (Speed) Dialing 2-3
Calling a Party From the Call Log 2-5
Calling a Party From the Directory 2-5, 5-4
Calling a Party From the Web Access Application 2-6
Direct (Manual) Dialing 2-2
Dropping the last person added to the call 2-7
Edit Dialing 2-2
Manual Dialing 2-2
Redialing the last number called 2-8
Redialing using a list of the last eight numbers
called 2-9
Speed Dialing 2-4
Manual Dialing 2-2
Mute button 1-3
Mute feature 2-8
N
Navigating Application Screens 1-5
Navigating Web Pages 7-2
Network Audio Quality 8-17
Numeric (Dialing) Pad 1-4
I
Incoming Calls, setting the Phone screen for 8-12
Intended Audience, for this document xi
Introducing Your 4630/4630SW IP Telephone 1-1
Issue Date xi
K
Keyboard Layout, setting the 8-3
L
Locating a Phone Number Using the Directory 5-2
Locking the Display 1-12
Locking/Unlocking Your Telephone’s Display 1-12
Logging Off the Phone 1-14
IN-2 Issue 2.0 December 2003
O
Options
Accessing the Options and Preferences Screen
8-1
Activating/Deactivating Call Logging 8-6
Alphabetize Speed Dial Entries 8-15
Automatic Backup 8-18
Backup/Restore 8-17
Button Click Feedback 8-4
Call Log 8-5
Call Log archive 8-7
Call Timer 8-13
Cleaning the Screen 8-5
Directory 8-13
Directory User ID and Password 8-14
Edit Dialing 8-10
FTP (File Transfer Protocol) 8-21
Go to Phone For Incoming Calls 8-12
Go to Phone on Originate 8-12
Keyboard Layout 8-3
Network Audio Quality 8-17
Personalized Ring 8-11
Index
Options, (continued)
Phone Application 8-9
Redial 8-11
Screen calibration 8-4
Screen Idle Timeout Duration 8-2
Speed Dial 8-15
Speed Dial Group Backup/Restore 8-16
Stock Ticker 8-23
Touchscreen 8-2
User ID, Password 8-21
Options, for the 4630/4630SW IP Telephone 8-1
P
Password, Changing for Voice Mail 6-8
Password, User ID, and other FTP (File Transfer
Protocol) Options 8-21
Phone Application 1-6
Phone Application Options 8-9
Phone Application Troubleshooting 10-5
Placing a call on hold 2-7
Power Cycling and Resetting the IP Telephone
10-8
Power Cycling the Phone 10-9
Preventing the other person on the line from hearing you 2-8
R
Receiving Calls 2-6
Redial 2-8
Redial feature 2-8
Redial Option, selecting a 8-11
Redialing the last number called 2-8
Redialing using a list of the last eight numbers
called 2-9
Reinstating the Phone After a Logoff 1-14
Related Documentation/Training xiii
Removing Call Log Entries 4-6
Resetting and Power Cycling the IP Telephone
10-8
Resetting Your Phone 10-8
Resolving Search- or Directory-Related Problems
5-6
Restore/Backup Options 8-17
Restoring Data from a Backup File 8-19
Retrieving the held call 2-8
Reviewing/Updating the FTP Server IP Address
S
Screen Brightness Control 1-3
Screen Color Coding, for application tabs 1-5
Screen Idle Timeout Duration, setting 8-2
Speakerphone
button 1-4
Changing from the Handset to 2-10
Changing from, to the Handset 2-10
Ending a call while the speaker is active 2-10
Turning the speaker off during a call 2-10
Turning the speaker on during a call 2-10
using the 2-9
Speakerphone feature 2-9
Speed Dial
Adding a Call Log Entry to 4-5
Adding a Directory Entry to 5-5
Adding Speed Dial Buttons to a Group 3-3
Backing Up and Restoring Groups 8-16
Buttons 3-3
Changing or Deleting a Group Label 3-2
Deleting a Button Label 3-6
EMERGENCY button 3-1
Groups 3-1
Options 8-15
Troubleshooting 10-5
Updating Speed Dial Button Information 3-3
Speed Dial Application 1-6
Using the 3-1
Speed Dialing a party on a Group List 2-4
Speed Dialing a party using an Administered Feature button 2-4
Stock Ticker 8-23
Activating/Deactivating 8-25
Option 8-23
Setting Up or Modifying 8-23
Troubleshooting 10-7
Stock Ticker, About the 1-11
Stylus Storage Well 1-3
T
Text, File, and Fax Message-Specific Options 6-6
Top Display Line 1-3
Touchscreen Options 8-2
Touchscreen, Using the 1-4
Transfer feature 2-11
Transferring a call to another telephone 2-11
Trouble Message Resolution, for Directory 5-6
8-8
Ring, Selecting Personalized 8-11
Issue 2.0 December 2003 IN-3
4630/4630SW IP Telephone
Troubleshooting 10-1
Applications 10-5
Basic 10-2
Call Log Application 10-5
Directory Application 10-6
Directory Trouble Message Resolution 5-6
General, all applications 10-5
Phone Application 10-5
Resolving Search- or Directory Related Problems 5-6
Speed Dial Application 10-5
Stock Ticker Application 10-7
Voice Mail Application 10-7
Web Access Application 10-7
V
Viewing the Call Log 4-3
Voice Mail
Accessing the application 6-2
Changing Options 6-8
Changing the Playback Number (#) 6-9
Changing Your Password 6-8
If You Need Help 6-9
Replying to Messages 6-7
Restoring the Default Sort Order 6-9
Setting Delete Confirmation 6-8
Text, File, and Fax Message-Specific Options
6-6
U
Unlocking the Display 1-13
User ID and Password, Setting Up or Modifying, for
Directory 8-14
User ID, Password, and other FTP (File Transfer
Protocol) Options 8-21
Using the Call Log Application 4-1
Using the Directory Application 5-1
Using the Speed Dial Application 3-1
Using the Touchscreen 1-4
Using the Voice Mail Application 6-1
Using the Web Access Application 7-1
Using Your 4630/4630SW IP Telephone 2-1
IN-4 Issue 2.0 December 2003
Troubleshooting 10-7
Using the Inbox 6-3
Voice Message Options 6-5
Working With Your Messages 6-5
Voice Mail Application 1-9
Using the 6-1
Voice Message Light 1-4
Voice Message Options 6-5
W
Web Access
Navigating Web Pages 7-2
Troubleshooting 10-7
Web Access Application 1-10
Calling a Party From the 2-6
Using the 7-1
Web Pages, Navigating 7-2
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