Avaya 5420 manual

IP Office 3.2 2420 and 5420 User Guide [15-601077] Issue [7] (5 June 2006)[...]

© 2006 Avaya Inc. All Rights Reserved. Notice W hile reasonable efforts were made to ensure that the inform ation in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document may be incorporated in future releases. Documentation Di[...]

2420 and 5420 Us er Guide Page iii IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) T able Of Content s The Telephone............................................................................................................................ 1 Abou t thi s Gu ide ....................................................................................[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page iv IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) System F eatures ...................................................................................................................... 33 Sy stem Fe atu res ..................................................................................[...]

2420 and 5420 Us er Guide Page 1 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) The T elephone A bout this Guide This guide describes how to use all the features on your Avay a IP Office 24 20/5420 phone. For basic phone se ttings and functional ity, re fer to the releva nt Quick Refe rence Guide for y our IP Office phone. Further information a[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 2 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) 1. Display , Call A ppearance and Feature Buttons : Call Appearance keys e nable you to handle multiple calls and the display shows call information. Detail s on syste m features (allocated by your system admini strator) can also be display [...]

The Telephone 2420 and 5420 Us er Guide Page 3 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Call A ppearance Keys Normally, the first page of the mai n call handling s creen contains three keys set as 'call appearance ' keys. These are allo cated to you by your system admi nistrator and are ind icated as a= , b= and c= . An undersco[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 4 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Call A ppearance Key Icons The icons display ed against the Call Appearance/ Feature keys, all ow yo u to determine the status ( for example, on Hold ) of each call. Icons also indicat e whether a fea ture has been activ ated for a particula[...]

The Telephone 2420 and 5420 Us er Guide Page 5 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) The Display B Phone Locked : Internal calls only . D Call Forwarding On: See Call Forw arding. G In Group: You can enable/disabl e group membe rship. H Held Call: Show s the number of held call s. See Hold. N Do Not Disturb On: See Do Not Disturb . 0 O[...]

2420 and 5420 Us er Guide Page 6 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Basic Call Handling Features A nsw ering a Call W he n a call arriv es at your phone , you hear a rin ging tone and a bli nking bell icon appears on the associated call appea rance. To ans w er an inco ming call: Do one of the fol lowing:  If you are not activ e [...]

Basic Call Ha ndling Features 2420 and 5420 Us er Guide Page 7 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Making a Call You can make cal ls from the phone usin g a variet y of methods as fol lows: To manually make a call: 1. Lift the handset and dial the re quired number on the key pad. Reme mber to inclu de the required access code (for ex[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 8 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Headset Working W he n a headset is to be used, it must be plug ged in to the headse t socket o n the base of the phone. To activate the headset and sw itch off the handset, p ress Headset. The lamp beside the button is illuminated w hen hea[...]

Basic Call Ha ndling Features 2420 and 5420 Us er Guide Page 9 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Speakerphone The two-w ay built-in speakerphon e allow s you to make and answ er calls w ithout lifting you r handset. Keep in mind tha t two-way speakerphones may not operate satisfactorily in every envi ronment (such as in very noi sy[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 10 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Redial The Redial feature automatically redials a previou sly dial ed extension or outside number (up to 24 digits). Your phone stores the last ten numbers dia led. Note  If you have dialed the same number twice in succ ession, it wi ll [...]

Basic Call Ha ndling Features 2420 and 5420 Us er Guide Page 11 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Transfer The Transfer feature allow s you to transfer a call from your phone to another extensio n or outside number. To transfer the current call to another extensi on: 1. W ith a call in prog ress, press Transfer . 2. W he n you hear[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 12 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Conference The Conference feature allow s you to conference other parties (incl uding y ourself) into a call. Notes  The number of pa rties allow ed in a conference is controlled by y our phone system .  Two Call App earance keys are [...]

2420 and 5420 Us er Guide Page 13 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Using S peed Dials Overvie w of Speed Dials The phone can s tore up to 104 pe rsonal speed dials. For a list o f the speed dials, p ress any and then press SpDial . To ex it the current screen , press Exit .  The speed dial list is sorted alpha betically .  T[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 14 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) A ddin g a New Speed Dial To add a ne w speed dial: 1. Press SpDial . If SpDial is not shown and to exit the cu rrent screen, press Exit and then press Add . If a me ssage appears s tating that the speed dial list is full, you must first de[...]

Using Speed Di als 2420 and 5420 Us er Guide Page 15 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Dialling a Speed Dial Number You can use the speed dia l directory to ma ke a call with the hand set on hook or off hook. To dial a speed d ial number: 1. Press SpDial . If SpDial is not shown and to exit the cu rrent screen, press Exit . 2. To d[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 16 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Editing a Speed Dial To edit a speed d ial: 1. Press SpDial . If SpDial is not shown and to exit the cu rrent screen, press Exit . 2. Press Edit . 3. Select the speed dial entry y ou want to edit. To display different pa ges of speed dials,[...]

2420 and 5420 Us er Guide Page 17 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Using the Call Log Overvie w of the Call Log The phone maintain s a call log, to access, press Log . This log can store up to 100 entries. These can be a combina tion of incoming answered calls, incoming unansw ered (missed) calls and out going calls. You can selec[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 18 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 )  Missed calls are displ ayed first. You can selec t from In A ns or Outgo . Alternativel y, to display all three options, press More and then select A ll .  Logged calls are shown with the mos t recent firs t.  The name of the cal [...]

Using the Call Lo g 2420 and 5420 Us er Guide Page 19 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Using The Call Log You can make cal ls directly from the call log. W hil st in the cal l log you can stil l make a call by going o ff- hook, press Speaker and dial a new cal l. Similarly, y ou can still receive ca lls and handle the m using the [...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 20 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Vie w ing the Call Log To v iew the call log: 1. Press Log . If Log is not shown, press any . 2. At default, Missed calls are displ ayed first. You can select from InAns or Outgo . Alternativ ely, press More and select A ll to display all t[...]

Using the Call Lo g 2420 and 5420 Us er Guide Page 21 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Saving a Call Log Entry to Your Speed Dial List To sav e a call log entry to y our speed dial list : 1. Press Log . If Log is not shown press any soft key . 2. At default, Missed calls are displ ayed first. You can select from In A ns or O utgo [...]

2420 and 5420 Us er Guide Page 22 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Changing Options Changing Ringer Options The IP Office uses 'distinctiv e ringing' for different types o f calls:  A repeated sin gle ring for internal cal ls  A repeated double ring for external ca lls  A single rin g followed by two short rings[...]

Changing Options 2420 and 5420 Us er Guide Page 23 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) A djustin g the Display Contrast You can adjust the contrast level on the phone disp lay. You can choo se from amon g fifteen level s of contrast. To adju st the display contrast : 1. To exit any other mode, press Exit and then press Option . 2. Pr[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 24 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Using Self Test Self test can be used to displa y information about your phone and to check operation o f the lamps a nd display . The information may be requi red by your system administra tor. To perform a se lf test: 1. To exit any other[...]

Changing Options 2420 and 5420 Us er Guide Page 25 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Language W he n the phone is first install ed, it is set to displa y screen text in English. Yo u can select the lan guage that you w ould prefer from the follo wing: English, German (Deutsch), French (Fran ç ais), S panish (Esp a ñ ol) , Italian[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 26 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) A utomatic Gai n Control ( A GC) Automatic Gain Con trol (AGC) raises the volume w hen a caller is spea king quietly and lowe rs the volume w hen the caller is loud. To select A utomatic Gain Cont rol: 1. To exit any other mode, press Exit [...]

2420 and 5420 Us er Guide Page 27 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Function Keys Overvie w of the Function Keys Both , function keys and softkeys can be used to access a range of sy stem features. The display adjacent to the key show s the feature na me. Some of these feat ures are de fault features supp orted by the phones (e.g. [...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 28 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Display Mode The phone has tw o display modes. These control the order in whi ch functions are assi gned to the display keys. The modes are:  Normal Mode: In this mode the 3 pages of and are ordered se quentially . at the base of each pa[...]

Function Keys 2420 and 5420 Us er Guide Page 29 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Function Key Programming If any one of the keys on the telephon e is progra mmed wi th an Admin or A dmin 1 feature key, i t allows you to program further features a gainst other func tion keys. Both A dmin an d Admin1 are all ocated to your function [...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 30 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) A dmin1: The programmabl e functions avai lable via an A dmin1 key. Name Description Toggles Data Park Park No Yes <User> User No Y es <Group> Group No Yes <Number> Dial No Yes Flash Hook Flash No No Shorthand Programming [...]

Function Keys 2420 and 5420 Us er Guide Page 31 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) 3. On the A dmin pages, press and to move through the list of feature. 4. W he n the function required is show n, press adjacent to its name. 5. If the function re quires some da ta to be entered , [ ] is show n at the bottom of the display. Enter the[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 32 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Changing Function Key Labels You can replace the defaul t label shown for any function key w ith you ow n custom label of up to 13 characters. 1. To exit any other mode, press Exit and then press Label .  Edit allow s you replace the cu [...]

2420 and 5420 Us er Guide Page 33 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) System Features System Features As well as accessing specific features on your ph one, you can access a number of system featu res by diallin g short codes. These instructions are for the syste m's default con figuration. They assu me that yo u are using the d[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 34 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) A nsw ering Calls To ans w er calls at yo ur own extension:  Pick up the handse t or (in headset mode )  Press the button associ ated w ith the alerting call . The default ring cadences are:  Internal calls - single ring cadence. ?[...]

System Features 2420 and 5420 Us er Guide Page 35 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Diverting Calls You can divert your calls to anothe r extension. In the examples below , N is the ex tension to w hich you want you r calls diverted. Note  If you do not answ er calls at the tempo rary extensi on, they are forw arded to your ow n[...]

2420 and 5420 User Guide 2420 and 5420 Us er Guide Page 36 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Voicemail You can enable voi cemail to allow callers to leav e messages wh en you are out o f the office, aw ay from your desk or enga ged on anothe r phone call. Voic email message s can be retriev ed internally or externally via any phone[...]

System Features 2420 and 5420 Us er Guide Page 37 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Default Feature Codes The follow ing are the normal de fault feature codes av ailabl e to all users. Your syste m administrator may add additional codes for other features and for sp eed dials. The N , where show n, shoul d be replaced by the approp[...]

2420 and 5420 Us er Guide Page 38 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) EU24 Exp ansion Module EU24 Overview The EU24 Ex pansion M odule is an optional dev ice that can be connected to your 2420 /5420 phone to extend the numbe r of call appearance and featu re buttons avai lable on the phone. The expansi on module has 24 button s arran[...]

EU24 Exp ansion Module 2420 and 5420 Us er Guide Page 39 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Connection Before you can be gin using the EU 24 Expansi on Module, the module must be connec ted to the pho ne according to the ins tructions in the EU 24 Expansio n Module Install ation and Safety Instructions (55 5- 233-136) . Using the EU[...]

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2420 and 5420 Us er Guide Page 41 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Index A about this guide........................................................ .. 1 admin/adm in1 ..............................................29, 30, 31 alternate displa y ......................... ..............................39 answering calls ..............[...]

2420 and 5420 Us er Guide Page 42 IP Office 3.2 [15-601077] Issue [7] (5 June 2006 ) Performance figures and data quoted in this docu ment are typical , and must be speci fically con firmed in writing by Av aya before they become applicable to any particular orde r or contract. The company reserves the righ t to make alteratio ns or amendmen ts to [...]