Avaya IP Office 5420, User Manual

Page 1: ...IP Office 4 0 2420 and 5420 User Guide 15 601077 Issue 8 11th December 2006...

Page 2: ...Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key locati...

Page 3: ...w of Speed Dials 16 Adding a New Speed Dial 17 Dialling a Speed Dial Number 18 Deleting a Speed Dial 18 Editing a Speed Dial 18 Converting a Call Log Entry to a Speed Dial 18 Using the Call Log 19 Ove...

Page 4: ...Features 33 System Features 33 Ring Back 33 Call Forwarding 33 Diverting Calls 34 Do Not Disturb 34 Voicemail 35 Default Feature Codes 36 Using Visual Voice 37 Overview of Visual Voice 37 Listen to Vo...

Page 5: ...0 is supported on a range of Avaya phone systems 1 Display Call Appearance and Feature Buttons Call Appearance keys enable you to handle multiple calls and the display shows call information Details o...

Page 6: ...pad for dialling phone numbers 7 Volume Controls Adjust the speaker handset headset or ringer volume depending on which is currently in use 8 MUTE Turns the microph 9 one on off When in use the associ...

Page 7: ...appearance key to make and receive calls Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using...

Page 8: ...ss HOLD An H is displayed On HOLD A symbol next to a call appearance key indicates a call on hold To take the call off hold and put any other current call on hold press Function Active The button to t...

Page 9: ...ed Networking License is installed on that system To login to your home extension forced login enter 35 P where P is your login code To login at another extension hot desking enter 35 N P where N is y...

Page 10: ...for example The home user is logged on to another extension Forced login is enabled An extension set as NoUser will display the name NoUser and the extension number If required and you have been allo...

Page 11: ...d station has Do Not Disturb activated but is not being covered by voicemail V Voicemail This is displayed on the calling station when the called station has Do Not Disturb activated but is being cove...

Page 12: ...the corresponding call appearance button If you are a member of a hunt group you will see a blinking bell icon next to your group name for example Sales Press Sales to answer the call Note To redirec...

Page 13: ...he call is not answered press SPEAKER or DROP If the call is answered either speak or pick up the handset and speak to the called party To automatically make a call Do any of the following To have the...

Page 14: ...next to the flashing bell icon To clear a headset call Press DROP To manually make a call Press HEADSET Dial the number Remember to include the required access code for example 9 for an outside line...

Page 15: ...from the speakerphone to the handset or headset if fitted Pick up the handset or press HEADSET and talk To change from the handset to the speakerphone Press SPEAKER and hang up the handset To end a sp...

Page 16: ...er person on the line from hearing you 1 Press MUTE The indicator next to the Mute button lights when Mute is active 2 To reinstate two way conversation press MUTE again Hold You can put a call on hol...

Page 17: ...t If the line is busy or if there is no answer press DROP To return to the held call press adjacent to it To transfer a new call to a held call using CONFERENCE 1 To transfer the new call to the held...

Page 18: ...the call 3 To add the person to the call press CONFERENCE again If the called party does not answer or does not want to join the conference press DROP To return to the held call press adjacent to the...

Page 19: ...usions during the call Private call can be activated either before or during a call and will set the phone status to cannot be intruded until you switch the Private Call feature off If you place a cal...

Page 20: ...move between pages press and Press the appropriate letter key to move direct to the first page with a matching name To call the number press or next to an entry To perform other actions press To acce...

Page 21: ...a mistake press Backspace to delete the character to the left of the cursor If you have made a mistake in the middle of a character string and do not wish to backspace and re enter all the characters...

Page 22: ...or A request for confirmation will appear 5 To delete the entry press Yes or to exit without deleting press Cancel 6 Select another entry to delete or to return to the speed dial list press Done Editi...

Page 23: ...call log Either Logging of outgoing calls should be switched off or those call logs removed manually See Setting Which Calls are Logged Notes Only outgoing calls made using the dial pad or a speed dia...

Page 24: ...ese settings any call details already in the call log that no longer match the selection are deleted To set which calls are logged 1 Press Option If Option is not shown press EXIT to exit the current...

Page 25: ...irst You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection 3 When you locate t...

Page 26: ...call press or next to the entry 5 Press Delete The entry is deleted from the Call Log and the details of the next call are shown 6 To exit the call log and return to the call handling screen press EX...

Page 27: ...tween 1 and 8 You will hear the selected ringing pattern 4 To hear the ringing pattern again press Play or re press the dial pad key When you have selected a ringing pattern press Save You will hear a...

Page 28: ...e Setting Which Calls are Logged Miscellaneous The Miscellaneous option only contains one menu item Stay in Speed Dial If Stay in Speed Dial is set to Yes and you access your personal Speed Dial list...

Page 29: ...uage Selects to default the phone s language setting back to default All Selects for erasure or defaulting all of the above 4 Press Erase or Cancel Language When the phone is first installed it is set...

Page 30: ...til a menu listing the current handset headset and speaker AGC options is displayed 3 To toggle a particular setting between Yes and No press next to it Alternatively To underline a call type s curren...

Page 31: ...mmended that all three call appearance keys remain at their default settings Therefore there are 21 soft function keys that can be allocated to system features To move between pages press and In the f...

Page 32: ...are repeated against on the first two screen pages The keys for SpDial Log and Option are only shown on the third screen page To change the Display Mode 1 Press Option If Option is not shown press EXI...

Page 33: ...ow each function works see System Features Admin The programmable functions available via an Admin key are Name Description Toggles Data Acct Account Code Entry No Optional AD Abbreviated Dial No Yes...

Page 34: ...No Shorthand Programming Mode 1 Press Admin or Admin 1 See Function Key Programming 2 The Admin or Admin1 menu is displayed similar to the following Admin Pages With the exception of Expl the names s...

Page 35: ...equired function required is shown then press Selct 4 If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad The upper part...

Page 36: ...character If the next character you want to enter is on the same key just used press to move the cursor right and then enter the character Press once enters a period Pressing it twice enters a asterix...

Page 37: ...rings 2 Lift the handset and the extension is called automatically Call Forwarding Your calls can be forwarded to another extension or an external number when You are away from your desk on no answer...

Page 38: ...14 N from your own extension Dial 14 to cancel either feature from your own extension Notes If you use the option Cancel All Forwarding your Follow Me will also be cancelled Follow Me does not apply t...

Page 39: ...icemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities Once messages have been delivered they are held on the system for 24 ho...

Page 40: ...tn Logout 05 Forward On No Answer On 37 N Park Call 06 Forward On No Answer Off 38 N Ride Call 07 N Forward to Number 39 Relay On 08 Do Not Disturb On 40 Relay Off 09 Do Not Disturb Off 41 Relay Pulse...

Page 41: ...layed options Listen You can have direct access to your voicemail Message You can leave a message directly in a mailbox you specify Greeting You can listen to change or delete your greeting message Pa...

Page 42: ...e New The first message in the selected category will play and the following message handling feature key options are displayed Next Plays next message rewinds current message by 5 sec fast forwards c...

Page 43: ...age When you have submitted your message press EXIT to return to the main display Changing Your Greeting You can listen to change and save your current greeting Note Visual Voice only modifies your Pe...

Page 44: ...mail Email has been configured for you To view or change the current email alert status 1 Press Voice 2 Press Email You will be prompted for your current voicemail password The current voicemail email...

Page 45: ...ransfer Unlike the standard transfer Voicemail Transfer allows you to transfer a call to another user s mailbox To transfer the call to another mailbox 1 Press Voice 2 Key in the user s extension numb...

Page 46: ...module has 24 buttons arranged in two columns Depending on how they have been programmed by your system administrator these buttons can be used for call appearances or features You can adjust the view...

Page 47: ...e left column the icons for the right column are displayed to the right of the dotted line To view the column not currently displayed press the Alternate Display button Selecting a Call Appearance Fea...

Page 48: ......

Page 49: ...fault feature codes 36 deleting call log entry 22 speed dial 18 dialing a speed dial 18 display 7 display contrast 24 display mode 28 diverting calls 34 do not disturb 34 36 E erasing logged calls 22...

Page 50: ...0 User Guide Page 46 IP Office 4 0 15 601077 Issue 8 11th December 2006 self test 24 V Visual Voice changing your greeting 39 changing your password 40 email alerts 40 listen 38 overview 37 send a voi...

Page 51: ......

Page 52: ...elated to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks...