Avaya 555-250-701 manual

2420 Digital T elephone User’ s Guide 555-250-7 01 Issue 2 Nov em ber 20 02[...]

NO TICE While re asonab le eff or ts w ere made to ensure t hat the in fo rmation in this docum ent w as comple te and acc ura te at the ti me of printing , A va ya In c. can assume n o respons ibility f or an y errors . Changes or correc tions to t he inf or mation containe d in th is documen t ma y be incorpora ted into f uture is sues. HEARING A[...]

iii Contents Over view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Support for Call Center Users . . . . . . . . . . . . . . . . . . . . 2 Support for Optional Devices . . . . . . . . . . . . . . . . . . . . . 3 Safet y In forma tion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2420 Telephone Com[...]

iv Using Dis play Feat ures . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Tones and Their Meaning . . . . . . . . . . . . . . . . . . . . . . . . 47 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49[...]

1 Over vie w The 2420 Digital T elephone is a m ulti-line digital te lephone f or use w ith an A va ya M ultiV antage™ soft ware 1.1 or late r . It is desi gned to pu t con v enient f eatures and cap abilitie s at y our finge r tips, i ncludin g: • an easy-to-r ead scree n— that allo ws you to vie w call ap pear ance/f eature but ton labels, [...]

2 Suppor t f or Call Center Users T o meet th e needs of th ose working in call center s, the 2420 tele phone off ers the f ollo wing: • Call Center M ode operation— a vailab le from the Opt ions Scree n, this setting changes the st andard displa y from 8 to 12 call appea rance/f eature bu tton la bels . When y ou select this mode , the botto m[...]

3 Support f or Optional Devices Optiona l de vices are a v ailab le to e xpand the c apabiliti es of the 2420 telephon e. They incl ude: • 20A Stand — Ev er y 2420 telephone come s equipp ed with a c on v er tibl e stand that allo ws y ou to in stall the 2 420 teleph one on y our desk top or on a wal l. Y ou m ust replac e this con ver tib le s[...]

4 2420 T elephone Components Refer to Figure 1 be low to famil iarize yours elf with you r 2420 te lephone scre en displa y, buttons, and prog rammable feature s. FIGURE 1 2 420 T elephone Compone nts T abl e 1 describes the 2 420 telephone c omponen ts pres ented in F igure 1. MESSA GES HOLD TRANSFER CONFERENCE DR OP REDIAL SPEAKER HEADSET MUTE EX[...]

5 T ABLE 1 Th e 2420 T elephone Comp onents The f ollowing items corres pond to th e num bers in Fi gure 1. 1) Call appearance/feature buttons — F or acc essi ng i ncomi ng/o utgoi ng lin es and pr ogra mmed f eatur es. An underscore indica tes the currently select ed call app earance. 7) Dia lpad — Stan dard 12-button pad f or dia ling telepho[...]

6 2420 T elephone User Chec klist The remainder of th is guide conta ins proc edures f or using s pecific sc reens , f eatures, an d ke ys on the 2420 tele phone . The f ollo wing tab le directs y ou to sectio ns e xplaining spe cific ac tivities y ou ma y want to p erf or m. To S e e Unders tand cal l appear ance / f eature b utton dis pla ys “T[...]

7 The Home Screen The Hom e screen , which co nsists o f three pag es, d ispla ys the a vaila ble call appear ance/fe ature b uttons, ca ller ID inf or mation, the current da te and time, softk e y s , and inf ormation pro vided b y the A va ya call proc essing system. In gener al, you use th e Home s creen to perf or m stand ard call handlin g. Wh[...]

8 Navigating i n the Home Screen P ages Call Appearance a nd Call Identification Displa ys By def ault, the 2 420 telep hone has eight cal l appear ance /f eature b uttons per screen page; 12 c all appe arance /f eature b uttons are shown on the firs t two pages of the Ho me Screen when Call Center m ode is enab led. Beginni ng with the first b utt[...]

9 Status Icons The icon s displa y ed on the call appe aran ce/f eature b uttons of y our 2420 telephon e are e xplained i n the f ollow ing tab le. These icons re place th e function ality of t he green LEDs and equi va lent flas h rates . In additi on, the f ollow ing ico ns are di spla yed in ce r tain f eature-spe cific applica tions . Status I[...]

10 Call-Handling Features The procedures in this section assume t hat y ou are pe rf orming call h andling with the Ho me screen displa ye d on the 2420 telepho ne. I n addition to comm on procedu res pro vided i n this se ction, ref er to the Ov erview f or the A va ya MultiV antage™ Softw are (555-233-767) f or alter nate proce dures . When a c[...]

11 . The Speed Dial f eature all ows yo u to ha v e the 242 0 telephon e auto maticall y dial cal ls to tel ephone numbe rs stored in y o ur per sonal direct or y . See the procedure s in “Managi ng Y our Speed D ial List ” on page 17 for creat ing and maintai ning y our pers onal 2420 telephon e directory . T o make a call to a per sonal direc[...]

12 . The tw o-wa y b uilt-in s peak er phone allo ws yo u to mak e and ans wer calls witho ut lifting you r handset. K eep in mind th at tw o-wa y speak er phones ma y not ope rate satisf actorily in e very en vironmen t (such as in v er y noisy locati ons). T o make or answ er a call w ithout lifting the handset, or to use t he speakerp hone with [...]

13 . The T ransf er fea ture allo ws you t o trans fe r a call from y our telephon e to another e xtensio n or outsi de num ber . T o transfer the current ca ll to another e x tensio n 1. While on a cal l, pres s . 2. When y ou hear di al tone , dial th e numb er to which the call is to be tran sf erred. 3. Do o ne of the f ollo wing: • T o trans[...]

14 The Conf erence f eature allo ws you t o conf erence up to six parties (inclu ding y ourself) on a call. T o ad d another party to a call 1. Press . 2. When y ou hear dial tone , dial the numbe r of the pers on y ou wa nt to add to t he call. 3. W ait for an ans wer . 4. T o add the person to the ca ll, press again. (If the c alled party does no[...]

15 The Speed Dial Screen Using the Speed Di al screen , yo u can sto re up to 104 spee d dial ent ries in the personal directory of y our 2420 teleph one. Y ou can ac cess th is scree n by pressing th e SpDial so ftke y at the Home s creen. Note: The pe rsonal di rectory containin g yo ur speed dial entrie s of nu mbers yo u call freq uently i s st[...]

16 W orking in the Speed Dial Screen Note: After y ou access specific screens to manag e y our speed dial entries , the sof tke ys displa yed at the botto m of the s creen ch ange to ref lect the activities that y ou can perf orm. F or e xample, w hen y ou access th e Edit sc reen, y ou can choose f rom the Add , Delete , and Done k eys. The Edit a[...]

17 Mana ging Y our Speed Dial List Usin g the Speed Dial scre en, y ou can s tore up to 104 speed dial entries in y our person al 2420 te lepho ne directo r y . Y ou ca n acces s this scree n by pressi ng the SpDial softk ey at the Home screen. When y ou ha ve created a speed di al list, t he Speed Dial scre en displ a ys the sa v ed ent r ies in a[...]

18 Dialing Con ventions It is impor tant that y ou obse r v e the f ollo wing con ven tions as you enter s peed dial number s: • Y ou can en ter tele phone n umbers u p to 20 ch arac ters long , includi ng speci al char acters an d spaces . • Y ou mus t include the co de require d to acce ss an outs ide line (f or exam ple, “9”) f or ex ter[...]

19 4. When y ou are don e entering a name , press t he f eature b utton to t he left of the Number fie ld (Edit Num ber screen ) to adv ance to that fi eld. 5. Using the d ialpad, ente r the tel ephone n umber f or this speed dial entry . Y o u can enter nu mbers up to 20 cha racters long , incl udin g speci al char acters a nd space s. 6. When y o[...]

20 6. Using the dialpad, edi t the telep hone n umber f or this spe ed dial e ntr y . Y o u can enter nu mbers up to 20 cha racters long , incl udin g speci al char acters a nd space s. Note: Y ou can use the f eature butto n to the right of the N umber fi eld to go direct ly to the end of any e xisting te xt in th at field. T he f eature button to[...]

21 The Call Log Screens The 2420 telep hone can store up t o 100 entrie s in the Ca ll Log . By def ault, all ne w calls are logged, a nd the n umber of new ca lls is d ispla yed below the dat e and tim e on y our 2420 telephon e (see “The Home Screen” o n page 7). Note: When pow er to the telephon e is inte rrupted, all en tries in the Cal l L[...]

22 The mos t recent ca ll is di spla yed in the top-m ost posit ion of the first page . When the log i s full (th at is , 100 cal ls), the log autom atically deletes the olde st call inf ormation to allo w f or continuo us loggi ng witho ut interruption. I n addit ion, yo u can del ete sp ecific en tries from the Call Lo g Detail screen. Note: Ev e[...]

23 Call Log Detail Screen The Call Log Deta il scree n, whic h is acces sed from t he Call Log Summary screen , allo ws y ou to: • Vie w addit ional inf ormation, such as call type and the date and time th at the cal l wa s processed. • Mak e a call to the entry displa yed di rectly fro m this s creen (se e “Using th e Call Log” on page 2 5[...]

24 W orking in the Call Log Detail Screen W orking in t he Call Log Detail Scr een T o Press Mak e a call to th e entry displ ay ed The Call s oftk ey Vie w the ne xt call log e ntry Vie w the pre vious ca ll log en tr y Remo ve th e select ed entry The Dele te soft ke y Sav e the s ele cted e ntr y as a speed dia l entr y The Sa v e softk ey Retur[...]

25 Using the Call Log The Cal l Log f eature is f actory set to rec ord ans wered, una ns wer ed, and outgoing calls . For in formation o n disab ling the Call Log or changing the ca ll types y ou want logged, s ee “Call Log Set up” on p age 35 in “Selecting P ersonal ized Options .” T o vie w the list of al l calls recor ded in the Ca ll L[...]

26 T o save an en try in the Cal l Lo g to y our S peed Dial List 1. F rom the Hom e screen, press the Log softk ey . The Call Log Su mmary scr een is dis played. 2. Use and to scrol l through th e Call Log Summary pages . 3. When y ou locate a n entry you want to sa ve , press the b utton corresp onding to the entry . The Call Log Detail screen fo[...]

27 The Label Action Screen The Label Action s creen, whic h is acces sed b y press ing the L abel soft ke y at the Home s creen, al lo ws y ou to: • cust omize th e labels f or the call ap pearan ce/f eature bu ttons prog rammed on the ca ll processing system • vie w the de f ault labels f or the call appear ance/f eature b uttons progr ammed o[...]

28 W orking in the Label Action Screen Note: After y ou access specif ic screens to manag e the lab els of you r call appear ance/f eature b uttons , the soft ke ys displa yed a t the botto m of the sc reen ch ange to re flect the a ctivitie s that y ou can perf or m. Note: K eep in m ind that w hene ver y ou are chang ing the la bels of c all appe[...]

29 Managing Y our Call Appearance/ Feature Button Lab els Using the Label Action sc reen, y ou can cust omiz e the labe ls of the call appear ance/fe ature b uttons on the 2 420 telep hone and t he EU24 Ex pansion Module ( if install ed), vie w the labels of the cal l appear ance/f eature b uttons on the call process ing syst em, and re store the d[...]

30 5. When yo u are done making c hange s, do one of the f ollowing: • T o sa v e your entr ies an d return to the L abel Select screen, pre ss the Save softk ey . • T o return to the Lab el Select sc reen wit hout sa ving y our ent r ies , pres s the Ca nce l softk ey . • T o return to P age 1 of the Home sc reen with out sa ving y our entri[...]

31 Y ou can del ete the cu stom labels y ou created f or the ca ll appear ance/f eature but tons and restore t he def ault lab els from t he call pr ocessing s ystem. T o restore the default labels 1. F rom th e Home sc reen, pr ess the Label softke y . The La bel Acti on sc re en is di splaye d. 2. Press the Restore softk ey . The Lab el Restore s[...]

32 The Options Screen The Options screen, whi ch is ac cessed by pressing the Optio n softk ey at t he Home s cre en, al lows you to set your pr eferenc es for the followin g: • ring patt er n • screen contrast • log setup • visual ri ng • self te st • displ a y mod e — normal disp la y mode (8 call ap pear ance/f eature b uttons) or [...]

33 W orking in the Options Scr een Note: If y ou press , a se cond screen is di spla yed th at allo ws you to enab le an d disab le the A utomatic Gain Contr o l (A GC) f eature f or the handset, headset, or speak er phone . It is strong ly recom mended t hat yo u lea v e the def ault setti ngs unch anged; ho we ver , hea r ing aid users ma y bene [...]

34 Selecting P ersonalized O ptions The Ri ng P attern option on the Options screen a llows you to choose a persona lize d ringing pattern f or your tel ephone . Y ou can choose from among eight d iff erent patte r ns. Note: If y ou receiv e an inco ming cal l while y ou are w orking in the Ring P attern option sc reen, y ou are a utomatic ally ret[...]

35 3. Use and to adju st the le v el of con trast. Note: If an EU2 4 is connec ted to y our 2420 tele phone , the d ispla y show s the cont rast le vel f or the EU24 as wel l. Press th e appropriate b utton to indi cate wh ether y ou w ant to adjust the contr ast f or the telep hone or the EU24. 4. Do o ne of the f ollo wing: • T o return to the [...]

36 The Visual Ring option on the Opti ons screen allow s y ou to ch oose a v isual alert for in coming c alls . When y ou enab le this option , the tele phone rings and the lamp ab ov e the 2420 displa y area flas hes when an i ncoming call a rrives . T o set the Vis ual Ring option 1. F rom the Hom e screen, press the Option softk ey . The Options[...]

37 When t he 2420 te lephone i s first in stalled, it is set to displa y 8 call appear ance/fe ature b uttons per scre en page . The Dis pla y Mode option o n the Opti ons screen a llow s users (pa r ticularly t hose wo rking in Cal l Centers) to choose an al ternate displa y of 12 call appea rance/f eature b utton s on each of the firs t two scree[...]

38 The Er ase All option on the Opti ons screen allow s y ou to er ase all of the persona lize d setting s and reset th e 2420 tel ephone to its def ault setti ngs. This op tion e rases y our customiz ed call appe arance /f eature b utton labe ls and all en tries sa ve d in y our Ca ll Log an d Speed D ial List. Note: The contr ast le vel s etting [...]

39 When the 2420 telephone i s first in stalled, it is set to displa y screen te xt in English. The Langu age option on the Options s creen all ows y ou to choos e another la nguag e, inc luding: • German (Deutsch ) • French ( F ra nçai s) • Spanish ( Españo l) • Italian (It aliano) • Dutch (Nederland s) • P or tuguese (P or tugu ês)[...]

40 Using Selected V oice Features The fo llow ing f eatures are a va ilab le only i f yo ur system manage r has admini stered the m as f eature b uttons on y our 2420 telep hone or has sup plied y ou with the require d fea ture access codes. The Ab brevia ted Dialing (AD) f eature allo ws y ou to s tore selec ted telep hone num bers f or quic k and[...]

41 The Cal l F orw arding f eature tem porarily f orwar ds all y our cal ls to anot her e xtensio n or to a n outsid e numb er , dependin g on y our syst em. T o temporaril y redirect all cal ls to an e xtension o r outside n umber of y our choice 1. Press the button (if admin istered) (wh ile on-hook or off- hook) or Dial t he Call F orwar d f eat[...]

42 The Ca ll Pic kup f eature lets yo u ans wer a call at your teleph one f or another e xtensi on in y our pic kup g roup . If y ou can us e the Di rected Call Pic kup f eature, y ou can pic k up a cal l ringing at a s pecific e xtensio n withou t the e xtensi on being a member of y our pickup group . To ans wer a ca ll placed to a member of y our[...]

43 T o lea ve a messa ge without ringi ng an e xtension 1. Press the button or Dial t he Lea v e W ord Calling access code (while off-hook ). 2. When y ou hear di al tone , dial th e e xtensio n and lis ten f or the confirmation tone . Message lamp go es on at the called telepho ne (if so equipped). 3. Han g up . T o cancel a Lea ve W ord Calling m[...]

44 The Whis per P age f eature allo ws you, if y ou hav e appro priate permissions , to mak e an announcem ent to a pe rson at an other e xtension curre ntly on anot her call. Only the person at the other e xtensi on hears t he announ cement; th e othe r person on the call cannot h ear the me ssage . T o make an important announc ement (suc h as an[...]

45 Using Displa y Features The f ollowi ng f eatures are a vail abl e only if you r system manager has adminis tered them as f eature b uttons on yo ur 2420 tel ephone . The Cal l Timer a nd the Tim er f eatures are used to mea sure elap sed time on a call. The Call Tim er feature , on ce activ ated, mea sures el apsed time automati cally on all ca[...]

46 T o place a call to the name sho wn on the displa y 1. Pic k up the handset. 2. While t he name is sho wn, press the butt on (if administe red) or , if you do no t ha v e a button on y our set, press and then dial the number using the dial pad . Note: Y ou can also lea ve you r handset on-hoo k. The spe ake r phone will turn on auto maticall y w[...]

47 T ones and Their Meaning Note: The ta bles belo w desc ribe the def aults f or each ringing and f eedbac k tone. Check wi th y our syste m manag er to v er ify if the desc riptions in the Mean ing colum n are acc urate f or y our syste m. Ringing T ones are produced by an incomin g call. Feedbac k tones are those w hich y ou hear thr ough the ha[...]

48 Feedbac k T ones (c onti nued ) T ones Meanin g cov erage One sh or t burst of tone ; indica tes y our call wi ll be se nt to anoth er e xtension to be ans wered b y a co v ering user . dial A co ntinuo us tone; i ndicates dialing can begi n. intercep t/ time-out An alternating hig h and lo w tone ; indicate s a diali ng error , a denial of the [...]

49 Inde x Numerics 200A Mod ule Analog (U.S.) Ad junct Interface , 3 201A Mod ule Recorder In terface , 3 20A Stand , 3 2420 telepho ne displa y featu res , 45 feedbac ktones , 47 persona l directory , 15 ringing ton es , 47 supporte d languag es , 39 2420 telepho ne components , 4 2420 telepho ne display , 5 A Abbreviat ed Dialing , 40 AD button ,[...]

50 E editing Spe ed Dial en tries , 19 Erase All fe ature butto n , 38 Erase All op tion , 38 Erase softkey , 38 EU24 Expans ion Modu le , 3 Exit button , 5 F feature , 15 , 42 feedback tones , 47 G Group Listen feature , 2 H headset b utton , 5 headsets supported , 2 Hold fea ture , 11 Home scr een , 7 navigati ng pag es , 8 I inde x feat ure , 17[...]

51 P personal directory , 15 , 18 personal directory calls , 11 personal ized opti ons , 34 Play soft key , 34 R Redi al fe atur e , 11 ring patt ern , 34 Ring Patt ern f eatu re but ton , 34 ringing , 47 ringing to nes , 47 S safet y informat ion , 3 saving Call Log entrie s , 26 scree n , 34 Self Test feature butt on , 36 Self Test optio n , 36 s[...]

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