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4620/4620SW/4621SW IP Telephone User Guide 555-233-781 Issue 3 April 2006.
© 2006 A vaya Inc. All Right s Reserved. Notice While reasonable ef forts were made to ensure that the information in this document was complete and accurate at the time of printi ng, Avaya Inc. ca n assume no liability for any errors. Chan ges and corrections to the information in this document may be incorporated in futur e releases.
Issue 3 April 2006 3 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended Audience . . . . . . . . . . . . . . . . . . . . . .
Contents 4 4620/4620SW/4621SW IP Telephone User Guide Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Call Handling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Conference . . .
Contents Issue 3 April 2006 5 Chapter 5: Using the Web Access Application . . . . . . . . . . . . . . 47 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Web Acces s Authentication . . . . . . . . . . . . . .
Contents 6 4620/4620SW/4621SW IP Telephone User Guide Feature Button Labeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Changing a Phone/PC Ethernet Interface . . . . . . . . . . . . . . . . . . . . . . 72 Selecting an Alternate Lang uage .
Issue 3 April 2006 7 About This Guide Overview This guide covers how to use your new 46 20/4620SW/4621SW IP T elephone. The 4620/ 4620SW/4621SW is simple to use while of fering the latest advances in telephony systems.
About This Guide 8 4620/4620SW/4621SW IP Telephone User Guide What’ s New in This Document Issue 3 reflects chang es to the document titl e and legal p ages only . There are no significant changes in telephone operation fo r Software Relea se 2.4 How to Use This Document This guide is organized to h elp you find topics in a logical manner .
Document Organizatio n Issue 3 April 2006 9 Document Organization This guide cont ains the following chapters: Conventions Used This guide uses the following te xtual, symbolic, and typographic conventions to help you interpret information.
About This Guide 10 4620/4620SW/46 21SW IP Telephone User Guide Symbolic Conventions Note: Note: This symbol precedes additional information about a topic.
Issue 3 April 2006 11 Chapter 1: Introducing Y our 4620/4620SW/4621SW IP T elephone Introduction This chapter introduces you to the la yout of the 4620/4620SW/4621SW IP T elephone.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 12 4620/4620SW/46 21SW IP Telephone User Guide The 4620/4620SW/4621SW IP T elephone The 4620/4620SW/4621SW IP T elephone is an innovative tele phone that gives you access to the World Wide W eb while offering the latest feature s and applications.
The 4620/4620SW/46 21SW IP Telephone Issue 3 April 2006 13 Figure 1: 4620/4620SW/4621SW IP T elephone 1 2 11 12 13 14 15 10 8 9 3 5 4 7 22 18 20 19 21 17 16 6 4 3.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 14 4620/4620SW/46 21SW IP Telephone User Guide T able 1: 4620/4620SW/4621SW IP T elephone Button/Feature Descriptions Callout Number Button/Feature Name Button/Feature Description 1 Message W aiting Lamp When lit, indicates you have a message waiting on your voice messaging system.
The 4620/4620SW/46 21SW IP Telephone Issue 3 April 2006 15 11 Headset With a headset connected, changes audio control from the handset or S peaker to the headset.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 16 4620/4620SW/46 21SW IP Telephone User Guide About the Feature Key Exp ansion Unit (EU24/EU24BL) The Feature Key Exp ansion Unit is an optional device that can be connected to your 4620 IP T elephone.
Navigating Application Screens Issue 3 April 2006 17 selection. When you enter text on a screen (for example, a S peed Dial button label), several Line/Feature buttons provide editing feat ures like backspacing or hyphen ation.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 18 4620/4620SW/46 21SW IP Telephone User Guide Four sof tkeys ( ) appear directly below the displa y area. They allow you to access the other 4620 applications. In an app lication, they allow you to perform application-specific functions, like add, save, edit, de lete, or canc el.
4620/4620SW/4621SW IP Telephone Applications Issue 3 April 2006 19 Call Log Application The Call Log application provides thre e lists, each showin g up to 30 outgoing, incoming answered or missed calls. Use t his application to ca ll a person dire ctly from the Call Log or to add a log entry’ s name and phone number to a S peed Dial button.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 20 4620/4620SW/46 21SW IP Telephone User Guide Additional 4620/4620SW/4621SW Functionality Push Feature Y our System Administrator can “push” a W eb page, a text message, an audio message, or an y combination of those items to your 4620/ 4620SW/4621SW IP T elephone.
Issue 3 April 2006 21 Chapter 2: Using Y our 4620/4620SW/4621SW IP T elephone Introduction This chapter describes how to make calls, re ce ive calls, retrieve voice mail messages, and log off yo ur 4620/4620SW/4621SW IP T elephone . The telephone Line/Feature buttons that assist in call handling are also covered in th is chapter .
Using Your 4620/462 0SW/4621SW IP Telephone 22 4620/4620SW/46 21SW IP Telephone User Guide Note: Note: Y ou can set an option for whether the Phone screen displays when you make an outgoing call, or whether t he current screen remains displayed. See Application Options in Chapter 6: 4620/4620SW/4621SW IP T elephone Options for det ails.
Making Calls Issue 3 April 2006 23 through - first you have to dial o ne or more digit s to obt ain an out side line, access your corporate telephone network, or add some ot her code before you can return the call. As of Release 1.8, the 4620 IP T elephone can, if appropriately administered, automa tically dial those “extra” digit s for you.
Using Your 4620/462 0SW/4621SW IP Telephone 24 4620/4620SW/46 21SW IP Telephone User Guide Dialing a p arty using a Speed Dial button Automatic dialing of pre-stored numbers is the mo st common meth od of automatic dialing. Y ou can set up S peed Dial buttons and select the party you want to call by pressing that button.
Making Calls Issue 3 April 2006 25 Calling a p arty from the Call Log Y our 4620 IP T elephone maintain s a log of up to 90 o utgoing, incoming answered, and incoming unanswered calls to/from your phon e. Each log can have up to 30 ca lls. 1. T o call a party listed in the Call Log, press the Lo g softke y at the bottom of the display area.
Using Your 4620/462 0SW/4621SW IP Telephone 26 4620/4620SW/46 21SW IP Telephone User Guide Calling a p arty from th e Web Access application Y our 4620’s optional W eb Access application can automatically dial W eb links designated by the Web page author as phone numbers.
Call Handling Features Issue 3 April 2006 27 Conference The Conference feature allo ws you to conference up to the maximum n umber of parties set by your System Administrator . Adding another p arty to a call 1. Dial the first party , then press the Conference ( ) button.
Using Your 4620/462 0SW/4621SW IP Telephone 28 4620/4620SW/46 21SW IP Telephone User Guide Retrieving the held call Press the Line/Feature button on which t he call is being held, or press th e Hold () button. The call is now active . Mute During an active call, the Mute feature prevent s the part y with whom you are speaking from hearing you.
Call Handling Features Issue 3 April 2006 29 Changing from the S peaker to the handset or headset Pick up the handset or activate the headset. The indicator next to the Speaker button goe s off and audio control reverts to t he handset or headset as applicable .
Using Your 4620/462 0SW/4621SW IP Telephone 30 4620/4620SW/46 21SW IP Telephone User Guide 3. If you do not want to announce the call, press the T ransfer ( ) button again and proceed to S tep 6. If you wish to wait for an answer and announce the call, se e S tep 4.
Logging Off the Phone Issue 3 April 2006 31 Reinst ating the Phone Af ter a Logoff T o reinstate th e phone after a logof f: 1. Using the dial pad, enter your Exte nsion number , then press Pound ( # ). The display prompts fo r entry of your password.
Using Your 4620/462 0SW/4621SW IP Telephone 32 4620/4620SW/46 21SW IP Telephone User Guide.
Issue 3 April 2006 33 Chapter 3: Using the S peed Dial Application Introduction This chapter describes how to add, upda te, and delete a S peed Dial button label. Up to 1 08 S peed Dial buttons are allowed, e ach containing a name and corresponding telephone numb er .
Using the Speed Dial Applicatio n 34 4620/4620SW/46 21SW IP Telephone User Guide Note: Note: Y ou can enter text while on a call, but yo u automatically exit text entry mode if you go off-h ook (either by the headset/handset or by a fixed button like T ransfer ).
Entering Data on Speed Dial Screens Issue 3 April 2006 35 Name Entry Example T o add a S peed Dial button for T om Brown, you would typically press the following dialp ad number button/Right Arrow sof.
Using the Speed Dial Applicatio n 36 4620/4620SW/46 21SW IP Telephone User Guide Adding a S peed Dial Button T o add a S peed Dial button: 1. Access the S peed Dial application by pressing the SpD ia l softkey .
Updatin g Spe e d Dial Butt on La b el Info rma ti on Issue 3 April 2006 37 8. T o add another S peed Dial button, repeat this procedure from S tep 2. 9.
Using the Speed Dial Applicatio n 38 4620/4620SW/46 21SW IP Telephone User Guide 6. T o change the name, press the Line/Feature button to the left of the Na me field. Then use the Left Arrow sof tkey and/or the Right Arrow sof tkey to move the cursor to the right of the character(s) to be changed.
Deleting a Speed Dial Button Label Issue 3 April 2006 39 5. Visually ve rify that you wa nt to delete the Name and Number displayed, then choose o ne of the following options: If you want to Then Cancel the deletion without re moving this S peed Dial button Press Cancel .
Using the Speed Dial Applicatio n 40 4620/4620SW/46 21SW IP Telephone User Guide.
Issue 3 April 2006 41 Chapter 4: Using the Call Log Application Introduction This chapter describes the three Call Logs availa ble on you r 4620 IP T elephone. It also provides procedures for adding a Call Log entry to a S peed Dial button and deleting one or all Call Log entries.
Using the Call Log Application 42 4620/4620SW/46 21SW IP Telephone User Guide Each Call Log can contain a maximum of 30 entries . When a log contain s more than six entries, Page Right and Page Lef t buttons help you scroll through the log six en tries at a time.
Adding a Call Log Entry to a Speed Dial Button Issue 3 April 2006 43 Adding a Call Log Entry to a S peed Dial Button T o add a Call Log entry to a S peed Dial button: 1. Access the Call Log application by pressing the Lo g softkey . The Missed Calls Main screen displays .
Using the Call Log Application 44 4620/4620SW/46 21SW IP Telephone User Guide Deleting Call Log Entries Y ou can delete a single Call Log entry or all entries on a specific Call Log. Deleting a Single Call Log Entry T o delete a single Call Log entry: 1.
Disabling the Call Log Issue 3 April 2006 45 Deleting All Entries from a Call Log T o delete all entries from a Call Log: 1. Access the Call Log application by pressing the Log softk ey . The Missed Calls Main screen displays . 2. T o clear the Missed Calls Log, proceed to S tep 3.
Using the Call Log Application 46 4620/4620SW/46 21SW IP Telephone User Guide.
Issue 3 April 2006 47 Chapter 5: Using the W eb Access Application Introduction One of the exciting aspect s of the 4620 IP T el ephone is it s optional W eb Access application. Y ou can actually use your telephone to access your Corporate intranet an d the World Wide Web.
Using the Web Access Application 48 4620/4620SW/46 21SW IP Telephone User Guide W eb Access Authentication Depending on how your W eb Access application is administered, you might have to provide identification before gaining access t o Web p ages. If you do not know your User ID or Password, contact you r System Administrator for assist ance.
Navigating Web Pages Issue 3 April 2006 49 Navigating the Home Page and Other S t andard-Size Web Pages T o navigate the home p age and other standard-size W eb pages: 1. Access the Web Access scre en by selecting the Web softkey at the bottom of the d isplay area.
Using the Web Access Application 50 4620/4620SW/46 21SW IP Telephone User Guide Entering T ext on W eb Pages T ext entry pag es are those on which you can enter da ta, for example, a name, a W eb address (URL), or other identifying information.
Entering Text o n Web Pages Issue 3 April 2006 51 Entering Characters Using the Dialp ad Use the dialpad keys 0 through 9, * and # to enter ch aracters in a text entry field/line.
Using the Web Access Application 52 4620/4620SW/46 21SW IP Telephone User Guide Adding a S peed Dial Button for a W eb Site T elephone Number Some Web sites might include the ability to p ass names and associated telephone numbers to the 4620 IP T elephone.
Issue 3 April 2006 53 Chapter 6: 4620/4620SW/4621SW IP T elephone Options Introduction This chapter describes how to set or view phone parameters, including: ● Displaying the Phone screen upon diali.
4620/4620SW/4 621SW IP Telephone Options 54 4620/4620SW/46 21SW IP Telephone User Guide Accessing the Options Main Menus T o access the Options main menu: 1. T o access the Options application, press the Options button ( ) to the right of and below the sof tkeys.
Application Options Issue 3 April 2006 55 4. T o change the current setting, press the correspo nding Line/Feature button. The option setting may either “toggle,” p resent a screen for you to specify a setting, or ask you to choose from a list of alternatives.
4620/4620SW/4 621SW IP Telephone Options 56 4620/4620SW/46 21SW IP Telephone User Guide Setting the Phone Screen on Answer? Option When the Phone Screen on Answe r? option is set to Ye s , the Phone screen appears in t he display area when you answer a call, regardless of the screen with which you are working.
Application Options Issue 3 April 2006 57 Setting the Display Call T imers? Option Y our 4620/4620SW/4621SW IP T elephone can display two types of Call T imers. The Call Tim e r displays in the top display area and provides the elap sed time you are connected on a call in h:mm:ss (hours:minutes:seconds) format.
4620/4620SW/4 621SW IP Telephone Options 58 4620/4620SW/46 21SW IP Telephone User Guide Setting the Call Appearance Wid th When the Call Appearance Wid th is set to Full (the default), each line on which a call appears extends the full width of the display .
Personal Ringing Options Issue 3 April 2006 59 Call Log Enabled (active) is the default. For privacy purposes, you can cha nge the status to Disabled , to stop call logging and delete any calls currently logge d. 1. T o change this option, press the co rresponding Line/Feature button.
4620/4620SW/4 621SW IP Telephone Options 60 4620/4620SW/46 21SW IP Telephone User Guide S t atus Screen Viewing Options Four views of telephone and syste m informatio n are available.
Changing the Display Co ntrast Issue 3 April 2006 61 V iewing Interface St atus Y our phone interacts with several system hardware devices and system sof tware.
4620/4620SW/4 621SW IP Telephone Options 62 4620/4620SW/46 21SW IP Telephone User Guide 4. Save the contrast level you set by pressing the Save softkey , or , to restore the previous setting without changing the contra st, press the Cancel softk ey . The first Options Main screen displa ys .
Backup/Restore Options Issue 3 April 2006 63 3. T o proceed, select the Line/Feature butt on on either side of Ye s . T o return to the Options Main screen without logging of f, select the Line/Feature button on either side of No .
4620/4620SW/4 621SW IP Telephone Options 64 4620/4620SW/46 21SW IP Telephone User Guide T o verify or change any of these options, select Backup/Restore from the se cond Options Main screen. Doing so displays the Backup/Re store Main screen containing all related backup/ restore options and settings.
Backup/Restore Options Issue 3 April 2006 65 Setting the Automatic Backup Option Y ou must change the Automatic Backup setting to Enabled to automatically back up your options settings, Feature button labels, an d S peed Dial button labels, names and numbers whenever you change any of these values.
4620/4620SW/4 621SW IP Telephone Options 66 4620/4620SW/46 21SW IP Telephone User Guide V erifying Backup/Retrieval St atus T o determine whether the most recen t backup and/or retrieval was successful, select FTP St atus on the Backup/Restore Main screen.
Backup/Restore Options Issue 3 April 2006 67 Retrieving and Restoring Dat a from a Backup File Restoring data from yo ur most recent backup file is a two-step process. First you start ba ckup file retrieval (usually following a system fail ure or phone replacement).
4620/4620SW/4 621SW IP Telephone Options 68 4620/4620SW/46 21SW IP Telephone User Guide Note: Note: Y our T elephone Administrator can turn of f the ability to make changes to the S peed Dial buttons.
Backup/Restore Options Issue 3 April 2006 69 2. Choose one of the following options: If you want to Then Add or update the Server IP Address Select the Line/Fea ture button next to Server IP Address .
4620/4620SW/4 621SW IP Telephone Options 70 4620/4620SW/46 21SW IP Telephone User Guide 3. Repeat this procedure from S tep 1 for each FTP setting you wan t to add or modify . Feature Button Labeling Line/Feature buttons ( ) appear on bo th sides of the telephone’s display area.
Feature Butt on Lab eling Issue 3 April 2006 71 3. Choose one of the following options: 4. If Right/Left Page indicators a ppear in the sof tkey button area, your phone has more than one page of Feature buttons. Use the Right or Lef t Page button to move to the pa ge on which you want to re-label one or more Feature buttons.
4620/4620SW/4 621SW IP Telephone Options 72 4620/4620SW/46 21SW IP Telephone User Guide 6. T o re-label a Feature button, use the dial p ad and any applicable Line/Feature bu ttons, to enter the new label (13 or fewer characters). T o restore the default label to the selected Feature button, select Clear to remove the label you previously def ined.
Selecting an Altern ate Language Issue 3 April 2006 73 Selecting an Alternate Language Users can change the user interface lan guage their 4620/4620SW/4621SW IP T elephones display . The specific languages supported depend on the telep hone model (4620 or 4620SW/ 4621SW) and it s software.
4620/4620SW/4 621SW IP Telephone Options 74 4620/4620SW/46 21SW IP Telephone User Guide 3. Choose one of the following options: If you want to Then Proceed to change the current language to the new language Select either Ye s softkey . The active language changes to the new languag e you selected.
Issue 3 April 2006 75 Chapter 7: Headset s and Handset s Introduction This chapter provides information abo ut headsets and specialized handset s that are comp atible with your IP telephone. Headset s for 4600 Series IP T elephones Avaya supports on ly those headsets an d headset adapters that carry an A vaya brand or logo.
Headsets and Handsets 76 4620/4620SW/46 21SW IP Telephone User Guide Note: Note: If your IP telephone does not have a fixed headset button, your System Administrator must administer your phone for hea dset operation when using the HIP Cord.
Issue 3 April 2006 77 Chapter 8: T elephone Management and Troubleshooting Introduction The 4600 Series IP T elephones are relatively trouble free. This chapter provides help ful information for: ● Interpreting the dif ferent ringer tones you hear .
Telephone Management and Troubleshooting 78 4620/4620SW/46 21SW IP Telephone User Guide Ringing (Incoming) T ones Meaning 1 Ring -------- Call from another extension.
Interpreting Dis play Icons Issue 3 April 2006 79 Interpreting Display Icons As you become more familiar wit h your IP telephone’ s display , you will recognize the icons or symbols associated with the st ate of a call or the st ate of the phone. This chart provides an overview of the icons you might see.
Telephone Management and Troubleshooting 80 4620/4620SW/46 21SW IP Telephone User Guide T esting Y our Phone The T est feature allows you to verify that your telephon e's lights and display are ope rating properly . T esting the T elephone's Light s and Display 1.
Basic Troubleshooting Chart Issue 3 April 2006 81 S peaker does not operate Ask your System Administ rator if your S peaker was disabled. Phone does not ring Use the Up/Down V olume keys to set your ringer volume to a higher level. From another phone, place a call to your extension to test this sugge sted solution.
Telephone Management and Troubleshooting 82 4620/4620SW/46 21SW IP Telephone User Guide Audio quality is poor , specifically , you hear an echo while using a handset, st atic, sudden silences (gaps in speech), clipped or garbled speech, etc. V arious potential network problems might be causing the problem.
Troubleshooting 462 0/4620SW/4621SW Applications Issue 3 April 2006 83 T roubleshooting 4620/4620SW/4621SW Applications Problem/Symptom Suggested Resolution GENERAL: A feature does not work as indicated in this guide, or does not work as it had previously worked V erify the procedure and retry .
Telephone Management and Troubleshooting 84 4620/4620SW/46 21SW IP Telephone User Guide CALL LOG APPLICA TION: Y ou cannot dial out af ter selecting a call log entry Check that all call appearances (incomin g/ outgoing lines) are not already in use. If all lines are in use, wait until a line is ava ilable to make your call.
Resetting and Power Cycling the IP Te lephone Issue 3 April 2006 85 Resetting and Power Cycling the IP T elephone Reset your IP telephone when other trou bleshoot ing suggestions do not correct the problem or after being advised to do so by your System Ad ministrator .
Telephone Management and Troubleshooting 86 4620/4620SW/46 21SW IP Telephone User Guide Power Cycling the Phone Use the power cycle with your System Admini strator’s approval. Use power cycling only if the basic or programmed reset proced ure cannot be performed or does not correct the problem: 1.
Issue 3 April 2006 87 Index Index Numerical 4600 Series IP Telephone s Handsets . . . . . . . . . . . . . . . . . . . . 76 Headsets for . . . . . . . . . . . . . . . . . . 75 4620/4620SW/4621SW Applications, Troubleshooting . . . . . . . . . . . . . .
88 4620/4620SW/4621 SW IP Telephone User Guide Index Dialpad, Entering Characters Using the . . . . . . . 33 Disabling the Call Log . . . . . . . . . . . . . . . 45 Display Call Timers? Option, Setting the . . . . . . . 57 Display Contrast, Changing the .
Issue 3 April 2006 89 Index Options, (continued ) Redial . . . . . . . . . . . . . . . . . . . . . 55 Status Screen Viewing . . . . . . . . . . . . . 60 User ID, setting . . . . . . . . . . . . . . . . . 68 Viewing IP Address Status . . . . . . . . . .
90 4620/4620SW/4621 SW IP Telephone User Guide Index U Updating Speed Dial Button Label Informa ti on . . . . 37 User ID . . . . . . . . . . . . . . . . . . . . . . 68 Using the Call Log Application . . . . . . . . . . . 41 Using the Speed Dia l Application .
Een belangrijk punt na aankoop van elk apparaat Avaya 4620SW (of zelfs voordat je het koopt) is om de handleiding te lezen. Dit moeten wij doen vanwege een paar simpele redenen:
Als u nog geen Avaya 4620SW heb gekocht dan nu is een goed moment om kennis te maken met de basisgegevens van het product. Eerst kijk dan naar de eerste pagina\'s van de handleiding, die je hierboven vindt. Je moet daar de belangrijkste technische gegevens Avaya 4620SW vinden. Op dit manier kan je controleren of het apparaat aan jouw behoeften voldoet. Op de volgende pagina's van de handleiding Avaya 4620SW leer je over alle kenmerken van het product en krijg je informatie over de werking. De informatie die je over Avaya 4620SW krijgt, zal je zeker helpen om een besluit over de aankoop te nemen.
In een situatie waarin je al een beziter van Avaya 4620SW bent, maar toch heb je de instructies niet gelezen, moet je het doen voor de hierboven beschreven redenen. Je zult dan weten of je goed de alle beschikbare functies heb gebruikt, en of je fouten heb gemaakt die het leven van de Avaya 4620SW kunnen verkorten.
Maar de belangrijkste taak van de handleiding is om de gebruiker bij het oplossen van problemen te helpen met Avaya 4620SW . Bijna altijd, zal je daar het vinden Troubleshooting met de meest voorkomende storingen en defecten #MANUAl# samen met de instructies over hun opplosinge. Zelfs als je zelf niet kan om het probleem op te lossen, zal de instructie je de weg wijzen naar verdere andere procedure, bijv. door contact met de klantenservice of het dichtstbijzijnde servicecentrum.
