Avaya 4624 User Manual

DEFINITY®  
4624 IP Telephone  
Release 1  
User’s Guide  
555-233-776  
Issue 1  
Comcode 700206436  
July 2001  
variety of losses to your company including, but not limited to,  
human/data privacy, intellectual property, material assets, finan-  
cial resources, labor costs, and/or legal costs.  
Copyright and Legal Notices  
Copyright 2001, Avaya, Inc.  
All Rights Reserved  
Your Responsibility for Your Company’s Telecommunications  
Security  
Notice  
The final responsibility for securing both this system and its net-  
worked equipment rests with you – an Avaya customer’s 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:  
Every effort was made to ensure that the information in this book  
was complete and accurate at the time of printing. However,  
information is subject to change.  
Avaya Web Page  
The World Wide Web home page for Avaya is:  
Installation documents  
System administration documents  
Security documents  
Hardware-/software-based security tools  
Shared information between you and your peers  
Telecommunications security experts  
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 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 telecommunica-  
tions services.  
To prevent intrusions to your telecommunications equipment, you  
and your peers should carefully program and configure your:  
Avaya-provided telecommunications systems and their  
interfaces  
Avaya-provided software applications, as well as their  
underlying hardware/software platforms and interfaces  
Any other equipment networked to your Avaya products  
Avaya Fraud Intervention  
If you suspect you are being victimized by toll fraud and you need  
technical support or assistance, call the appropriate Avaya  
National Customer Care Center telephone number. Users of the  
MERLIN®, PARTNER®, and System 25 products should call 1  
800 628-2888. Users of the System 75, System 85, DEFINITY®  
Generic 1, 2 and 3, and DEFINITY® ECS products should call 1  
800 643-2353.  
Avaya does not warrant that this product or any of its networked  
equipment is either immune from or will prevent either unautho-  
rized or malicious intrusions. Avaya will not be responsible for  
any charges, losses, or damages that result from such intrusions.  
Federal Communications Commission Statement  
Part 15: Class A Statement. This equipment has been tested and  
found to comply with the limits for a Class A digital device, pur-  
suant 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 instructions,  
may cause harmful interference to radio communications. Opera-  
tion of this equipment in a residential area is likely to cause harm-  
ful interference, in which case the user will be required to correct  
the interference at his own expense.  
Providing Telecommunications Security  
Telecommunications security of voice, data, and/or video commu-  
nications is the prevention of any type of intrusion to, that is,  
either unauthorized or malicious access to or use of, your com-  
pany’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 (i.e., “networked equip-  
ment”).  
Part 15: Class B Statement. This equipment has been tested and  
found to comply with the limits for a Class B digital device, pursu-  
ant to Part 15 of the FCC Rules. These limits are designed to pro-  
vide reasonable protection against harmful interference in a  
residential installation. This equipment generates, uses, and can  
radiate radio-frequency energy and, if not installed and used in  
accordance with the instructions, may cause harmful interference  
to radio communications. However, there is no guarantee that  
interference will not occur in a particular installation. If this equip-  
ment does cause harmful interference to radio or television recep-  
tion, which can be determined by turning the equipment off and  
on, the user is encouraged to try to correct the interference by one  
or more of the following measures:  
An “outside party” is anyone who is not a corporate employee,  
agent, subcontractor, or working on your company’s behalf.  
Whereas, a “malicious party” is anyone, including someone who  
may be otherwise authorized, who accesses your telecommunica-  
tions equipment with either malicious or mischievous intent.  
Such intrusions may be either to/through synchronous (time-mul-  
tiplexed and/or circuit-based) or asynchronous (character-, mes-  
sage-, 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)  
Reorient the receiving television or radio antenna where  
this may be done safely.  
To the extent possible, relocate the receiver with respect to  
the telephone equipment.  
Where the telephone equipment requires ac power, plug the  
telephone into a different ac outlet so that the telephone  
equipment and receiver are on different branch circuits.  
Be aware that there may be a risk of unauthorized intrusions asso-  
ciated with your system and/or its networked equipment. Also  
realize that, if such an intrusion should occur, it could result in a  
Document” entitled “Related Resources.”  
Part 15: Personal Computer Statement. This equipment  
has been certified to comply with the limits for a Class B  
computing device, pursuant to Subpart J of Part 15 of FCC  
Rules. Only peripherals (computing input/output devices,  
terminals, printers, etc.) certified to comply with the Class B  
limits may be attached to this computer. Operation with non-  
certified peripherals is likely to result in interference to radio  
and television reception.  
You can be placed on a standing order list for this and other  
documents you may need. For more information on standing  
orders, or to be put on a list to receive future issues of this  
document, contact the Avaya Publications Center.  
Obtaining Products  
To learn more about Avaya products and to order products,  
contact Avaya Direct, the direct-market organization of  
Avaya Business Communications Systems. Access their web  
customers 1 800 451 2100, account executives 1 888 778  
1880 (voice) or 1 888 778 1881 (fax).  
Part 68: Network Registration Number. This equipment is  
registered with the FCC in accordance with Part 68 of the  
FCC Rules.  
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:  
Warranty  
Avaya provides a limited warranty on this product. Refer to  
the “Limited Use Software License Agreement” card pro-  
vided with your package.  
Answered by the called station  
Answered by the attendant  
Routed to a recorded announcement that can be  
administered by the CPE user  
European Union Declaration of Conformity  
The “CE” mark affixed to the equipment means that it con-  
forms to the above directives. Avaya Business Communica-  
tions Systems declares that equipment specified in this  
document conforms to the referenced European Union (EU)  
Directives and Harmonized Standards listed below:  
This equipment returns answer-supervision signals on all  
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  
EMC Directive  
Low-Voltage Directive73/23/EEC  
89/336/EEC  
Acknowledgment  
Industry Canada (IC) Interference Information  
This digital apparatus does not exceed the Class A limits for  
radio noise emissions set out in the radio interference regula-  
tions of Industry Canada.  
This document was prepared by Avaya University, Avaya,  
Denver, CO.  
Le Présent Appareil Nomérique n’émet pas de bruits  
radioélectriques dépassant les limites applicables aux appar-  
eils numériques de la class A préscrites dans le reglement sur  
le brouillage radioélectrique édicté par le Industrie Canada.  
Trademarks  
SM  
All trademarks identified by  
are registered  
®, ™ and  
trademarks, trademarks, or service marks, respectively, of  
Avaya Inc. All other trademarks are the properties of their  
respective owners.  
Ordering Information  
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Documents may also be ordered from the Customer Informa-  
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For additional documents, refer to the section in “About This  
Contents  
About This Document  
Purpose vii  
Intended Audience vii  
Issue Date vii  
How to Use This Document vii  
Document Organization viii  
Conventions Used ix  
Symbolic Conventions ix  
Typographic Conventions ix  
Related Documentation/Training ix  
Chapter 1 - 4624 IP Telephone Description  
Introduction 1-1  
The 4624 IP Phone 1-1  
Chapter 2 - Using Programmable Buttons  
Introduction 2-1  
Programmable Line/Feature Buttons 2-1  
IP Telephone Features Available on Programmable Line/Feature Buttons  
2-2  
Chapter 3 - Using the Display Screen  
Introduction 3-1  
Call-Handling Display Mode 3-1  
Upper Display Line 3-1  
Lower Display Line 3-2  
Display Menu Mode 3-2  
Navigating Display Menus 3-3  
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Contents  
Chapter 4 - Call Handling Features  
Introduction 4-1  
Conference 4-1  
Adding another party to a call 4-1  
Adding a held call to the current call 4-2  
Dropping the last person added to the conference call 4-2  
Hold 4-2  
Placing a call on hold 4-2  
Returning to the held call 4-2  
Mute 4-3  
Preventing the other person on the line from hearing you 4-3  
Redial 4-3  
Redialing the last number called 4-3  
Speakerphone 4-3  
Placing a call without lifting the handset or using the Speakerphone  
with any feature 4-4  
Changing from the speakerphone to the handset 4-4  
Turning the speaker on during a call 4-4  
Turning the speaker off during a call 4-4  
Ending a call while the speaker is active 4-4  
Transfer 4-5  
Sending a call to another telephone 4-5  
Chapter 5 - IP Telephone Features  
Introduction 5-1  
Accessing IP Telephone Features 5-1  
Feature List 5-2  
Abbreviated Dialing (AD) 5-3  
Placing an Abbreviated Dialing call 5-3  
Account 5-3  
Automatic Callback 5-3  
Automatically placing another call to an extension that was busy or did  
not answer, or in response to a returned call waiting ringback tone 5-3  
Canceling Automatic Callback 5-4  
Automatic Intercom 5-4  
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Contents  
Button View 5-4  
Viewing the feature programmed on a Line/Feature button 5-4  
Call Display 5-5  
Call Forwarding 5-5  
Temporarily sending your calls to another phone 5-5  
Canceling Call Forwarding 5-5  
Call Park 5-6  
Parking a call at your extension 5-6  
Retrieving a parked call from another extension 5-6  
Call Pickup and Directed Call Pickup 5-6  
Answering a call placed to someone in your pickup group (when your  
phone is idle) 5-6  
Picking up a call for someone in your office using Directed Call Pickup  
5-7  
Consult 5-7  
Directory 5-7  
Using the Directory feature 5-7  
Calling the person whose name is displayed 5-8  
Drop (a Person from a Conference Call) 5-8  
Exclusion 5-8  
Group Paging 5-8  
Hands Free Answer on Intercom 5-8  
Headset On/Off 5-9  
Inspect 5-9  
Using the Inspect feature: 5-9  
Internal Auto Answer (Hands Free Answer) 5-10  
Answering internal calls automatically 5-10  
Canceling Internal Auto Answer 5-10  
Leave Word Calling 5-10  
Leaving a message after dialing an extension (in response to a busy or  
coverage tone, no answer or Hold status) 5-11  
Leaving a message without ringing an extension 5-11  
Canceling a Leave Word Calling message 5-11  
Pause (During Abbreviated Dialing) 5-12  
Priority Calling 5-12  
Placing a priority call 5-12  
Changing a regular call into a priority call (when you hear a call waiting  
ringback tone) 5-12  
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Contents  
Program Abbreviated Dialing 5-13  
Programming or re-programming a single Abbreviated Dialing button  
on a Line/Feature button 5-13  
Programming or re-programming a single Abbreviated Dialing button  
on a softkey 5-14  
Release 5-15  
Ringer Off 5-16  
Turning the ringer off 5-16  
Turning the ringer back on 5-16  
Self-Administration 5-16  
Administering any of the above features on your telephone's available  
buttons 5-17  
Send All Calls 5-19  
Sending all calls (except priority calls) immediately to a coverage  
extension 5-19  
Canceling send all calls 5-19  
Stored Number (View) 5-20  
Viewing either the last number dialed or a number stored on an AD  
button 5-20  
Timer 5-20  
Viewing elapsed time (hours, minutes, seconds) 5-20  
Whisper Page (Activate) 5-21  
Making an important announcement (such as an incoming call) to an  
extension with a call in progress 5-21  
Whisper Page Answer 5-21  
Answering a Whisper Page call 5-22  
Whisper Page Off 5-22  
Blocking Whisper Page on your phone (your phone must be  
programmed for Whisper Page off) 5-22  
Chapter 6 - Retrieving Voice Messages  
Message Retrieval 6-1  
To retrieve a message by dialing the voice mail system 6-1  
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Contents  
Chapter 7 - IP Telephone Management Features  
Introduction 7-1  
Interpreting Ringer Tones 7-1  
Personalizing Your Telephone's Ringing Pattern 7-3  
Selecting a personalized ringing pattern 7-3  
Interpreting Indicator Lights 7-3  
Testing Your Phone 7-4  
Testing the telephone's lights and display 7-4  
Chapter 8 - Using a Headset or Specialized Handset  
Introduction 8-1  
IP Telephone-Compatible Headsets 8-1  
Operating a Headset 8-2  
IP Telephone-Compatible Specialized Handsets 8-2  
Chapter 9 - Troubleshooting  
Introduction 9-1  
Basic Troubleshooting 9-1  
Resetting and Power Cycling the IP Telephone 9-4  
Resetting your phone 9-4  
Power cycling the phone 9-5  
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Contents  
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About This Document  
Purpose  
The DEFINITY® 4624 IP Telephone User’s Guide describes the 4624 IP  
Telephone’s operation and functionality.  
Intended Audience  
This document is intended for IP telephone users who have a 4624 IP Telephone  
at their desks. It is not intended to be a technical reference guide for System  
Administrators or phone technicians.  
Issue Date  
This document was issued for the first time in July, 2001. IP Telephone user  
documentation has been available online at the Avaya support site,  
How to Use This Document  
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 4624 IP  
Telephone, or review the Table of Contents to locate information specific to a task  
or function you want to perform.  
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About This Document  
Document Organization  
This guide contains the following chapters:  
Chapter 1, 4624 IP Telephone  
Description  
Describes each element on the face  
of the telephone.  
Chapter 2, Using Programmable  
Buttons  
Explains how to program certain  
Line/Feature buttons for additional  
functionality.  
Chapter 3, Using the Display Screen  
Chapter 4, Call Handling Features  
Chapter 5, IP Telephone Features  
Chapter 6, Message Retrieval  
Describes display modes, display  
feature menus and softkey  
navigation.  
Describes dedicated Feature  
buttons, such as Conference, Hold,  
Redial and Transfer.  
Explains the telephone features  
accessed using Line/Feature buttons  
and display menus and softkeys  
Covers how to access messages left  
on your phone.  
Chapter 7, IP Telephone Management  
Features  
Explains how to test your phone and  
personalize its ringing pattern.  
Interpreting ringer tones and  
indicator lights are also covered in  
this chapter.  
Chapter 8, Using a Headset or  
Specialized Handset  
Describes the headsets and  
handsets that are compatible with  
your IP Telephone.  
Chapter 9, Troubleshooting  
Provides basic Troubleshooting  
actions if you encounter errors or  
experience problems.  
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Conventions Used  
Conventions Used  
This guide uses the following textual, symbolic, and typographic conventions to  
help you interpret information.  
Symbolic Conventions  
This symbol precedes additional information about a  
topic.  
NOTE:  
Typographic Conventions  
This guide uses the following typographic conventions:  
“italics”  
Italic type enclosed within quotation marks indicates a  
document or section in this document containing additional  
information about a topic.  
italics  
Italic type indicates the result of an action you take or a system  
response in step by step procedures.  
Enter  
In step by step procedures, words shown in bold represent a  
single telephone button, display control button or softkey that  
should be pressed. These include Conference, Transfer and  
#.  
Related Documentation/Training  
An online, interactive IP Telephone User’s Guide can be found at:  
For information related to installing an IP Telephone, see the “4600 Series IP  
Telephone Installation Guide” (Document Number 555-233-128; Comcode  
700197858).  
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; Comcode 700197841).  
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About This Document  
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4624 IP Telephone Description  
1
Introduction  
This chapter introduces you to the layout of the 4624 IP Telephone. It provides a  
description for each functional button and other phone characteristics.  
The 4624 IP Phone  
The 4624 IP telephone is a multi-line phone with 24 line/feature buttons, 6  
dedicated feature buttons, a 2-line by 24 character display area, 4 programmable  
"softkeys" and a full-duplex, two-way speakerphone.  
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Match the numbered callouts on the 4624 IP Telephone illustration to the  
descriptions below.  
1. Display - The display screen has two lines of 24 characters each. During  
phone usage, the top line shows the name/phone number you are calling or  
the name/phone number of the person calling you; while idle, it displays the  
current date and time. Both lines are used in conjunction with the Display  
Control buttons and the four softkeys directly below the display area, to  
access certain phone features and display related messages. The second  
line also displays volume control (when a volume arrow is pressed) and  
elapsed time (when the Timer feature is active).  
2. Display Control buttons - Four buttons, Menu, Previous (Left Arrow), Next  
(Right Arrow) and Exit, are used in conjunction with the softkeys to access  
features, and to control and interact with the display screen.  
3. Softkeys - The four unlabeled buttons directly below the display  
correspond to words on the display screen. Use the softkeys along with the  
display control buttons to access displayed phone features and to interact  
with a display prompt.  
4. Line/Feature buttons - Several of the 24 buttons are Line buttons  
dedicated to incoming and outgoing calls; Line buttons are labeled with an  
extension number. The Line/Feature buttons not dedicated to incoming or  
outgoing calls provide access to system features like sending all calls to  
another phone or speed-dialing. For your specific configuration, see your  
System Administrator. One red and one green light appear next to each  
button. Steady red indicates the selected line. Steady green indicates the  
line or feature is in use; other green light indications (winking, fluttering and  
flashing) are feature-specific.  
5. Mute/Speaker Light - Lights steadily when the Speakerphone is active.  
Flashes when the handset, headset or Speakerphone microphone is  
muted.  
6. Redial - Redial the last number dialed from the phone.  
7. Spkr (Speaker) - Access the built-in two-way, full-duplex Speakerphone  
feature. The LED above this button lights when the speakerphone is active.  
8. Voice Message Light - When lit, indicates you have a message waiting.  
9. Mute - Turn off the active microphone (handset or speaker), to prevent the  
other person from hearing you. The LED above the Spkr button flashes  
when the microphone is muted.  
10. Conf (Conference) - Set up conference calls with more than one other  
person. With the phone on-hook, also used to select a personal ringing  
pattern.  
11. Trnsfr (Transfer) - Transfer a call to another phone. With the phone  
on-hook, also used to test lights and the display screen.  
12. Numeric (Dialing) Pad - Standard 12 button pad for dialing phone  
numbers.  
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The 4624 IP Phone  
13. Volume Control - Adjust the speaker, handset or ringer volume, depending  
on which item is in use.  
14. Hold - Red button used to place a call on hold.  
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Using Programmable Buttons  
2
Introduction  
Your 4624 IP Telephone has 24 Line/Feature buttons, some of which are  
dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can  
be programmed by your Telephone System Administrator to provide additional  
phone functionality.  
Programmable Line/Feature Buttons  
Line buttons available for incoming/outgoing calls are usually the first several  
buttons on the left-most button column.  
The Line/Feature buttons following your incoming/outgoing lines may be reserved  
for features not available using dedicated buttons like Conf, Mute and Spkr.  
Features such as Voice Mail retrieval, Directory search, Inspect phone features  
and Program may also be assigned to this group of buttons. These features may  
alternately be available using the Display screen and softkeys, or through Access  
codes. How to access features using the Display screen is covered in Chapter 3,  
Using the Display Screen.”  
The remaining Line/Feature buttons may be programmed to speed-dial standard  
numbers for your phone system. See “Abbreviated Dialing” and “Program  
Abbreviated Dialing” in Chapter 5 for information on speed dialing.  
For information about how the Line/Feature buttons have been set up for your  
phone system, use the BtnVu (Button View) and Stored Number features (both  
described in Chapter 5) or contact your System Administrator. Contact your  
System Administrator if you have questions. Be sure that the Line/Feature button  
labels are filled in before starting to use your telephone, and that you update them  
promptly for new, customized features.  
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IP Telephone Features Available on  
Programmable Line/Feature Buttons  
Regardless of whether a specific feature is available on a Line/Feature button, a  
Display Menu or Access Code, you can find procedures for all 4624 IP Telephone  
features in Chapter 5, “IP Telephone Features.”  
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Using the Display Screen  
3
Introduction  
The 4624 IP Telephone has a two-line by twenty-four character display (screen)  
area, four display control buttons (Menu, Left Arrow, Right Arrow and Exit) and  
four unlabeled "softkeys," all located at the top third of the phone. These items  
work in conjunction with each other, to allow you to select and activate certain  
telephone features or options.  
The 4624 IP Telephone's display:  
Indicates the date and time of day on the top line when the phone is idle  
Displays call information on both lines, such as the extension being dialed  
or the name and extension of someone calling you  
Displays menu feature options, instructions or messages when you are  
working with a menu  
Call-Handling Display Mode  
The display remains in Call-Handling Mode until you activate one of the other  
display or softkey features. Press the Exit button after using most features to  
return to Call-Handling Display Mode, unless specifically directed otherwise.  
Upper Display Line  
The Time and Date appear on the upper display line when the phone is idle. Time  
and date are set at the switch, so if there is an error, contact your Telephone  
System Administrator.  
When plugging in your 4624 IP Telephone for the first time, or after a power  
outage, it may take several minutes for the time and date to appear on the display  
screen.  
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Lower Display Line  
Line/Feature Button Information  
The 4624 IP Telephone has 24 Line/Feature buttons (also called call appearance  
buttons). Beginning with the first button in the upper left corner of the faceplate,  
and going down, the lower display line identifies the buttons as follows:  
Left column: a through f  
Left Middle column: g through l  
Right Middle column: m through r  
Right column: s through x  
When the display shows a=, it represents call information for the first Line/Feature  
button. The next button down would be shown as b=, and so on.  
Call Information  
When you dial an extension, that number shows on the lower display line and is  
then replaced by the called party's name and extension. When someone on  
another extension calls you, the display shows the caller's name. Outside calls  
show either the telephone number, the words OUTSIDE CALL, or a trunk  
identifier.  
Display Menu Mode  
When in Menu Mode (activated by pressing the Menu display control button), the  
display provides you with access to additional IP telephone features not available  
using other dedicated phone buttons (like Conf or Mute) or using programmable  
Line/Feature buttons. You scroll through menu features using the display control  
buttons, and select a feature by pressing the softkey below the desired feature.  
The illustration below shows each of the three display menus and their respective  
feature options.  
What you see on the display is controlled by the current status of the phone or by  
selections you make using the display control keys and/or the softkeys located  
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Display Menu Mode  
below the display. Check with your System Administrator to find out if different  
softkey features have been substituted for any of those shown on the menus  
above. Chapter 5, “IP Telephone Features,” provides information on these  
alternative softkey features.  
Navigating Display Menus  
The illustration below shows the Display Control buttons, located to the right of the  
Display screen.  
To move forward and back between each feature menu, use the Arrow buttons  
below the Menu button. When the feature you want appears, press the softkey  
below that feature to select it.  
Pressing the Exit button typically allows you to exit certain features or selections,  
terminates the function you were working with and returns the display to Normal  
(call-handling) mode. Some features, however, have a different termination  
procedure, so refer to each specific feature (as described in Chapter 5) for details.  
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Call Handling Features  
4
Introduction  
Call-handling features are those you would use while a call is in progress or while  
making a call. They are those features which have a dedicated phone button, such  
as:  
Conference  
Hold  
Redial  
Speaker  
Transfer  
Mute  
Each of the above features is described in detail in this section.  
Conference  
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  
1. Dial the first party, then press Conf.  
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. Press Conf again to add the new party to the call.  
4. Repeat Steps 1- 3 for each party you want to conference in to the call.  
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Adding a held call to the current call  
1. Press Conf.  
The current line and the held line lights flutter.  
2. Press the line button of the held call.  
3.  
Press Conf again.  
All parties are now connected.  
Dropping the last person added to the conference  
call  
1. Press the Menu button, then press the softkey below the "Drop" display  
prompt,  
or  
Press the Line/Feature button your System Administrator has designated  
as the "Drop" button.  
The last party connected to the conference call is dropped from the call.  
Hold  
The Hold feature puts a call on hold until you return to it.  
Placing a call on hold  
Press Hold.  
The green light next to the held line blinks.  
Returning to the held call  
Press the line button of the held call.  
The call is restored.  
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Mute  
Mute  
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, but can be used to hold an off-line conversation at any  
time during a call.  
Preventing the other person on the line from  
hearing you  
1. Press Mute.  
The other party cannot hear you. The light above the Spkr button blinks  
when Mute is active.  
2. To reinstate two-way conversation, press Mute again.  
Redial  
The Redial (or, Last Number Dialed) feature automatically initiates dialing of the  
most recent extension or outside number dialed.  
Redialing the last number called  
Press Redial.  
The last number dialed is automatically redialed.  
Speakerphone  
A two-way, built-in Speakerphone lets you place and answer calls without lifting  
the handset.  
Your telephone may be set for the two-way Speakerphone or for the one-way,  
listen-only Speaker. Check with your System Administrator to see for which  
feature your telephone is set.  
NOTE:  
It is also possible to disable the Speakerphone feature. If your  
Speakerphone does not operate as indicated, contact your System  
Administrator to be sure your telephone's Speakerphone is enabled.  
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Placing a call without lifting the handset or using  
the Speakerphone with any feature  
1. Press Spkr.  
The Speaker/Mute indicator above the Speaker button lights and voice  
control is handled by the speaker.  
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, preceded by a bell symbol.  
Changing from the speakerphone to the handset  
Pick up the handset and talk.  
The Speaker/Mute indicator above the Speaker button goes off.  
Turning the speaker on during a call  
Press Spkr.  
The Speaker/Mute indicator above the Speaker button lights. Both the  
speaker and handset are now operational.  
Turning the speaker off during a call  
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 Spkr.  
The speaker and the corresponding indicator light turn off and the call  
terminates.  
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Transfer  
Transfer  
The Transfer feature lets you transfer a call from your telephone to another  
extension or outside number.  
Sending a call to another telephone  
1. With the call active (or with only one held call and no active calls), press  
Trnsfr.  
The call is placed on hold and its associated indicator light blinks; you hear  
a dial tone and the next available line activates.  
2. Dial the number to which you want to transfer the call.  
3. Remain on the line and announce the call; 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 Trnsfr again.  
The call is sent to the extension or number you dialed. A two-second  
display message indicates the transfer is complete.  
5. Hang up your handset.  
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IP Telephone Features  
5
Introduction  
This chapter contains procedures for using each of the DEFINITY® phone  
features. Depending on how your 4624 IP Telephone was set up by your System  
Administrator, you can access some or all of the features discussed in this chapter  
using Line/Feature buttons, display menus or Access Codes.  
We cover feature access methods in the next section. Following that section, a  
Feature List provides a reference to the descriptions and procedures for activating  
and using features, which follow the list in alphabetical order.  
Accessing IP Telephone Features  
Your IP Telephone provides three ways to access IP Telephone features:  
1. Your System Administrator may have programmed some of your  
telephone's Line/Feature buttons to automatically access a feature when  
pressed.  
In some cases, features activated via Line/Feature buttons have a  
"steady green" indicator light to signify active status. When the feature is  
deactivated (turned off), the indicator light goes off.  
2.  
If you don't have a button administered on your phone for a specific  
feature, you may be able to access a feature by entering a two or three  
digit access code using the number pad. Note that the procedures in this  
chapter often provide information about using access codes for applicable  
features. Your System Administrator assigns access codes.  
3. Some features may also be accessed or initiated using the Display Control  
buttons (Menu, Exit, Right/Left Arrows) and the softkeys below the display  
screen. In some cases, features activated via softkeys show a carat symbol  
above the softkey label. When the feature is deactivated (turned off), the  
carat symbol no longer displays.  
Whether your DEFINITY® IP telephone system uses access codes, feature  
buttons and/or display options, be sure to check with your System Administrator to  
find out your phone system’s specific configuration.  
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Feature List  
The following DEFINITY® features are described in alphabetic order in this  
chapter:  
Table 5-1. DEFINITY® Features  
Abbreviated Dialing  
Account Code Entry  
Automatic Callback  
Automatic Intercom  
Button View  
Headset On/Off  
Inspect  
Internal Auto Answer  
Leave Word Calling  
Pause  
Call Display  
Priority Calling  
Program Abbreviated Dialing  
Release  
Call Forwarding (all calls)  
Call Park  
Call Pickup/Directed Call Pickup  
Consult  
Ringer Off  
Self-Administration  
Send All Calls  
Timer  
Directory  
Drop (Conference Call party)  
Exclusion  
View (Stored Number)  
Whisper Page/Answer/Off  
Group Paging  
Hands Free Answer  
Check with your System Administrator for your phone system’s specific  
configuration. For information about additional features that your System  
Administrator may have programmed on your phone, see Chapter 4, "Managing  
Phone Features" of the Enterprise Communication Server Administrator's Guide  
(Release 8.4 or later).  
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Abbreviated Dialing (AD)  
Abbreviated Dialing (AD)  
The Abbreviated Dialing (AD) feature lets you press a Line/Feature button to  
automatically dial a stored telephone number, inside extension or Feature Access  
Code.  
To find the AD buttons on your phone use Button View on your softkey menu  
(select BtnVu from the display menu, then press the Line/Feature button you want  
to check). If available on your phone, you may also use the Stored Number  
feature to review your AD numbers.  
To program a Line/Feature button for abbreviated dialing, see the “Program  
Abbreviated Dialing” feature later in this chapter.  
Placing an Abbreviated Dialing call  
Press the Line/Feature button programmed to dial the number or extension you  
want to call.  
Your call is dialed automatically.  
Account  
The Account feature allows users to enter Call Detail Recording (CDR) account  
codes. CDR account codes allow your phone system to associate and track calls  
according to a particular project or account number.  
Automatic Callback  
The Automatic Callback feature sends your phone a priority ring, indicating the  
previously busy or unanswered extension you dialed is now available. Note that if  
you initiate call forwarding after activating Automatic Callback, returned calls  
(callbacks) are not forwarded, and ring at your phone.  
Automatically placing another call to an  
extension that was busy or did not answer, or in  
response to a returned call waiting ringback tone  
1. During a call attempt, press the Menu button, then press the softkey below  
AutCB.  
Three tones indicate Automatic Callback is active.  
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2. Hang up.  
You hear a priority ring when both your phone and the number you called  
are available. The display shows the message "Callback."  
When you hear the priority ring, lift the handset.  
Your call proceeds as originally dialed.  
3.  
NOTE:  
Automatic Callback cancels (automatically) after 30 minutes.  
Canceling Automatic Callback  
With the handset on-hook, press the Menu button, then press the softkey  
below AutCB again.  
One tone indicates automatic callback is canceled; this feature  
automatically cancels after 30 minutes.  
Automatic Intercom  
The Automatic Intercom feature places a call to a specific phone associated with  
this button. The recipient of the call receives a unique alerting ring, and the  
indicator light associated with the intercom button flashes.  
Button View  
The Button View feature lets you display the name of the feature that has been  
programmed on any of your telephone's Line/Feature (call appearance) buttons.  
Viewing the feature programmed on a  
Line/Feature button  
1. Press the Menu button and find the BTnVu softkey by pressing the Right  
Arrow display control button.  
2. Press the softkey below BtnVu.  
3. Press the Line/Feature button for which you want to see its assigned  
function.  
The Line/Feature button assignment or telephone number displays.  
4. To return to call handling mode, press Exit or, to see another  
feature/number, repeat this procedure from Step 3.  
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Call Display  
Call Display  
The Call Display feature initiates a call to the phone extension or number shown  
on the display screen. The number displayed could be from a Leave Word Calling  
(LWC) message, or a number you retrieved using the directory feature.  
Call Forwarding  
The Call Forwarding feature lets you redirect all calls to your phone to another  
extension or an outside number. Because this feature may operate differently  
among customers, check your office procedures for call forwarding before  
performing the procedures below. Call forwarding must be disabled to resume call  
pickup at your phone.  
Temporarily sending your calls to another phone  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Call Forwarding, press that button to initiate call  
forwarding,  
or  
Dial the Call Forward Access Code with the phone off-hook.  
2. Dial the extension or number to which calls should be sent.  
3. Hang up.  
When Call Forwarding has been activated, the Line indicator light is on and  
you may hear a brief ring-ping tone as each call is forwarded.  
Canceling Call Forwarding  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Call Forwarding, press that button,  
or  
Dial the Call Forward Cancel Access Code with the phone off-hook.  
The Line indicator light goes off and you hear a confirmation tone; your  
calls will now ring at your phone.  
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Call Park  
The Call Park feature lets you place a call on hold at your telephone for retrieval at  
any extension.  
Parking a call at your extension  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Call Park, press that button to initiate Call Park,  
or  
Press Trnsfr and dial the Call Park Access Code, then press Trnsfr again.  
The call is parked at your extension.  
Retrieving a parked call from another extension  
1. With the handset off-hook, dial the Answer Back Access Code.  
2. Dial the extension where you parked the call (usually your own extension).  
If an intercept tone sounds, the parked call has been disconnected or  
retrieved by someone else.  
Call Pickup and Directed Call Pickup  
The Call Pickup feature lets you answer a call at your telephone for another  
extension in your call pickup group. Directed call pickup, if available, lets you pick  
up a call for a specific extension even if that extension is not part of your pickup  
group. Because these features may operate differently among customers, check  
your office procedures on picking up calls before performing the procedures  
below.  
Answering a call placed to someone in your  
pickup group (when your phone is idle)  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Call Pickup, press the Call Pickup Feature button,  
or  
Dial the Call Pickup Access Code.  
The extension called stops ringing and you are connected to the call for  
pickup.  
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Consult  
Picking up a call for someone in your office using  
Directed Call Pickup  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Directed Call Pickup, press that button,  
or  
Dial the Directed Call Pickup Access Code.  
2. Dial the extension for which you want to pick up a call.  
The extension called stops ringing and you are connected to the call for  
pickup.  
Consult  
The Consult feature allows a covering user, after answering a coverage call, to call  
the principal (the party called) for private consultation. Activating the Consult  
feature places the caller on hold and establishes a private connection between the  
principal and the covering user. The covering user may then add the caller to the  
conversation, transfer the call to the principal, or return to the caller.  
Directory  
The Directory feature allows you to search a stored list of telephone numbers by  
keying in the name of the person whose number you want using the dial pad.  
Initially, your directory will be set up by your telephone system administrator to  
include only those phones that are part of your telephone system.  
Using the Directory feature  
1. Press the Menu button, then press the softkey below Dir,  
or  
If Directory is not available on your display, press the Line/Feature button  
your System Administrator has programmed for the Directory.  
2. Use the dial pad to key in the name of the person whose number you want  
to look up. Use this format: last name, comma (use the * key), first name  
or initial. For example, to look up the Tom Smith's name, press the  
following number keys: 76484*8.  
The top display line shows your entry. The bottom line displays the results  
of the directory search. If no match is found, the message "No Match - Try  
Again" displays.  
3. To scroll through the Directory, press the Right Arrow display control button.  
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4.  
To search for a new directory name, repeat the procedure from Step 1,  
or  
To exit the directory, press the Exit display control button.  
Calling the person whose name is displayed  
1. Pick up the handset (or leave it on-hook to use the speakerphone if you  
have a Call Disp button).  
2. With the person's name and extension displayed, press the Call Disp  
Line/Feature button,  
or  
If you do not have a Call Disp button, press Exit and dial the extension  
using the dial pad.  
Drop (a Person from a Conference  
Call)  
See “Conference” in Chapter 4, “Call Handling Features.”  
Exclusion  
The Exclusion feature allows multi-appearance users to prevent other  
multi-appearance users having the same extension from bridging on to an existing  
call.  
Group Paging  
The Group Page feature allows users make announcements to groups of phone  
stations by automatically turning on their speakerphones.  
Hands Free Answer on Intercom  
See “Internal Auto Answer” in this chapter.  
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Headset On/Off  
Headset On/Off  
The Headset On/Off feature allows headset usage to be activated or deactivated  
using a Line/Feature button. When this feature is active, the green indicator light  
corresponding to the button administered signifies the headset is off-hook; when  
the indicator is not lit, it signifies on-hook headset status.  
Inspect  
The Inspect feature provides call-related information for an incoming or held call  
when you are active on another call.  
Using the Inspect feature  
1. Press Menu, use the Arrow display control buttons to scroll through the  
options until you see Inspt; then press the softkey below Inspt,  
or  
If Inspt is not available on the display, press the Line/Feature button your  
System Administrator has programmed to represent this feature.  
2. Press the Line/Feature button of the incoming or held call.  
The display shows the name and/or number of the person calling/on hold,  
and you remain connected to the active call.  
3. To answer the incoming or held call, put the current call on hold (or hang  
up).  
4. Press the Line/Feature button of the incoming or held call.  
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Internal Auto Answer (Hands Free  
Answer)  
The Internal Auto Answer (or Hands-Free Answer on Intercom) feature lets your  
Speakerphone-equipped telephone automatically go off-hook to answer internal  
calls.  
Answering internal calls automatically  
1. Press Menu, then press the softkey below HFAns,  
or  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Internal Auto Answer, press that button to initiate this  
feature.  
A three-tone warble sounds when your phone goes off-hook on each  
internal call. The Speaker indicator lights.  
2. Use the Speakerphone to proceed with the call.  
Canceling Internal Auto Answer  
Press Menu, then press the softkey below HFAns,  
or  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent internal auto answer, press that button to cancel  
internal auto answer.  
Control reverts to the handset.  
Leave Word Calling  
The Leave Word Calling (LWC) feature lets you leave a standard message for a  
person at another extension. LWC allows the called party to retrieve a short,  
standard message (your name, extension, date and time called and number of  
times you called) from your message service (AUDIX, other voice mail system or a  
covering user).  
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Leave Word Calling  
Leaving a message after dialing an extension (in  
response to a busy or coverage tone, no answer or  
Hold status)  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Leave Word Calling, press that button to initiate leave  
word calling,  
or  
Press Menu, then press the softkey below LWC.  
The Speaker indicator light activates.  
2. Hang up.  
The Message Indicator light at the extension called goes on.  
Leaving a message without ringing an extension  
1. Press Menu, then press the softkey below LWC,  
or  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Leave Word Calling, press that button to initiate leave  
word calling,  
The Speaker indicator light activates.  
2. Dial the extension.  
The Message Indicator light at the extension called goes on.  
3. Hang up.  
Canceling a Leave Word Calling message  
You cannot cancel a LWC message left for an AUDIX subscriber.  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Cancel Leave Word Calling, press that button. The  
phone can be either on- or off-hook.  
2. Dial the extension at which you left the message.  
You hear a confirmation tone.  
3. Hang up.  
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Pause (During Abbreviated Dialing)  
The Pause feature allows a pause to be programmed into an Abbreviated Dialing  
entry when setting up an abbreviated dialing number or list.  
Priority Calling  
The Priority Calling feature lets you place an internal call with a distinctive ring  
(usually a 3-burst ring) to indicate your call needs immediate attention.  
Placing a priority call  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Priority Calling, press that button,  
or  
Press Menu, then press the softkey below PCall,  
or  
Dial the Priority Calling Access Code.  
2. Dial the extension and wait for the person to answer.  
The extension called receives three ring tones and the message "Priority"  
displays.  
If your call is not answered, you can redirect it to a person on coverage. While the  
phone is ringing, press the Line/Feature button your System Administrator has  
designated as the Go to Cover button.  
Changing a regular call into a priority call (when  
you hear a call waiting ringback tone)  
When you hear the ringback tone indicating the phone is in use, stay on the  
line and follow the steps above for placing a priority call using the Menu  
and appropriate softkey, or by pressing the designated Line/Feature button;  
note that you cannot use an access code after dialing an extension. If you  
still receive a call waiting ringback tone, hang up and place the priority call  
again in a few minutes.  
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Program Abbreviated Dialing  
Program Abbreviated Dialing  
To be programmable for abbreviated dialing, a Line/Feature button or softkey must  
be administered for the Abbreviated Dialing feature. Note that two separate  
procedures follow for programming Abbreviated Dialing numbers — one for  
programming Line/Feature buttons for abbreviated dialing, and one for  
programming softkeys for abbreviated dialing.  
Programming or re-programming a single  
Abbreviated Dialing button on a Line/Feature  
button  
NOTE:  
If you make a mistake while programming, you CANNOT move back a space  
to erase it. Instead, press the # key or go on-hook to erase the entry and  
start over.  
1. Write down the outside numbers, extensions and/or feature access codes  
you want to program. (Each AD button holds one complete phone number,  
an inside extension or a feature access code.)  
2. To enter programming mode, press Menu, then press the softkey below  
Prog.  
The phone goes off-hook, the Speaker indicator lights and the message  
"Press button to program" displays.  
3. Press the pre-administered Line/Feature button you want to program for  
Abbreviated Dialing. (The button must be set for abbreviated dialing before  
you can program it.)  
The message "Enter number" displays.  
4. Enter the outside number, extension or feature Access Code you want to  
store. An automatic dialing number or code can be from 1 - 16 digits. (24  
digits are allowed if the number is associated with an AD list; see your  
System Administrator for information.) When programming an outside  
number, be sure to include the trunk code, for example, a "9" if applicable.  
NOTE:  
Your phone display may allow you to use softkeys to add special  
functions such as a pause, a mark or a wait into your AD number. If  
so, they can be accessed during programming via the Menu button  
and inserted into the number being programmed.  
5. Press the # button to save the number or code.  
A three-beep confirmation tone indicates the AD number has been stored  
and the message "Number saved" displays for one second; then the  
message "Press button to program" redisplays.  
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6. Record the number, code or other identification on the label next to the AD  
button.  
7. Repeat Steps 1 through 6 to program additional AD numbers on  
Line/Feature buttons.  
8. To end programming, hang up by pressing the Spkr button or lifting and  
replacing the handset.  
Programming or re-programming a single  
Abbreviated Dialing button on a softkey  
NOTE:  
If you make a mistake while programming, you CANNOT move back a space  
to erase it. Instead, press the # key or go on-hook to erase what was  
entered and start over.  
1. Write down the outside numbers, extensions and/or feature access codes  
you want to program. (Each AD button holds one complete phone number  
or feature access code.)  
2. To enter programming mode, press Menu, then press the softkey below  
Prog.  
The phone goes off-hook, the Speaker indicator lights and the message  
"Press button to program" displays.  
3. To select the pre-administered softkey feature button you want to program  
for Abbreviated Dialing, press Menu again, then the Right or Left Arrow  
until the label of the softkey you want on the display appears. Then, press  
the softkey below that label.  
The message "Change number? Yes=1 No=2" displays.  
4. Choose one of the following options:  
If you want to  
Then  
Enter a new number or  
change an existing  
number  
Press 1. The message  
"Enter Number" displays.  
Proceed to Step 5.  
Keep the existing number  
shown  
Press 2. The message  
"Change label? Yes=1  
No=2" displays. Proceed  
to Step 7.  
5. Enter the outside number, extension or feature Access Code you want to  
store. This number or code can be from 1 - 24 digits. When programming  
an outside number, be sure to include the trunk code, for example, a "9" if  
applicable.  
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Release  
NOTE:  
Your phone display may allow you to use softkeys to add special functions  
such as a pause, a mark or a wait into your AD number. If so, they can be  
accessed during programming via the Menu button and inserted into the  
number being programmed.  
6. Press the # button to save the number or code.  
A three-beep confirmation tone indicates the AD number has been stored  
and the message "Number saved" displays for one second; then the  
message "Change label? Yes=1 No=2" displays.  
7. Choose one of the following options:  
If you want to  
Then  
Change the label for the softkey Press 1. The message "Enter  
label" displays. Proceed to Step  
8.  
Keep the existing label  
Press 2. The message "Press  
button to program" displays.  
Proceed to Step 10.  
8. Use the dial pad to enter a label of up to five characters. Pressing a dial  
pad key once enters the first letter associated with that key; to enter a  
different letter on that key, press the key repeatedly until the desired letter  
appears on the display. When the next letter you want for the label is on the  
same dial pad key, press * to advance to the next space. For example, to  
program the label "TED," press 8 (T), then 3 twice (E), then *, then 3 once  
(D).  
9. Press the # button to save the label.  
A three-beep confirmation tone indicates the AD label has been stored.  
Three messages display in succession: "Label saved" displays for one  
second; followed by "Hang up to update display" for two seconds, then  
"Press button to program" displays.  
10. To end programming, hang up by pressing the Spkr button or lifting and  
replacing the handset.  
11. Repeat Steps 1 through 10 to program additional AD buttons and labels.  
Release  
The Release feature allows an agent on an ACD (Automated Call Dialing) call to  
be released from that call. This feature is used in conjunction with other ACD  
features.  
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Ringer Off  
The Ringer Off feature stops your phone from ringing. Use this feature when you  
don't want to be disturbed. When your ringer is set to off, the Line indicator lights  
and the display alerts you to incoming calls. Your phone also gives one short ring  
burst to indicate an incoming call.  
Turning the ringer off  
Press Menu, then press the softkey below RngOf.  
Turning the ringer back on  
Press Menu, then press the softkey below RngOf.  
Self-Administration  
The Self-Administration feature lets you add (or remove) certain feature buttons  
on your own telephone using the softkeys and Display Control Buttons. The  
features you may add (or remove) are:  
Account Code Entry  
Automatic (speed) dialing buttons  
Blank  
Call Forwarding  
Call Park  
Call Pickup  
Directed Call Pickup  
Group Page  
Send All Calls  
Whisper Page  
Whisper Page Answer  
Whisper Page Off  
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Self-Administration  
Administering any of the above features on your  
telephone's available buttons  
To perform this procedure, your telephone must be idle, without any active or held  
calls.  
1. Press the Menu button, and use the Right Arrow button to scroll through  
the display until the Admin option appears.  
2. Press the softkey below Admin.  
3. If necessary, enter your security code using the telephone dial pad, then  
press the softkey below Done.  
The first Select Feature menu displays, with the first set of four  
self-administration options (Expl? for Explanation; Acct for Account Code  
Entry; AutoD for Automatic Dialing buttons; Blank for Not Available).  
4. Choose one of the following options:  
If you want to  
Then  
Add or remove one Go to Step 5.  
of the features  
shown  
Add or remove a  
feature not shown  
Press the Right Arrow to display the next four  
features (CFrwd for Call Forwarding; CPark for  
Call Park; CPkUp for Call Pickup; DPkUp for  
Directed Call Pickup). If the feature you want is not  
shown, press the Right Arrow again to display the  
next four features (GrpPg for Group Page; SAC for  
Send All Calls; WspPg for Whisper Page; WspAn  
for Whisper Page Answer). If the feature you want  
is not shown, press the Right Arrow again to  
display the final feature (WsOff for Whisper Page  
Off).  
Scroll through the  
self-administration  
features  
Press the Right or Left Arrow to scroll forward or  
back through the four Select Features menus.  
See the full name  
With the Expl feature displayed, press the softkey  
of any feature on a below it. The top line displays the feature's name.  
Select Feature  
menu  
Press the Right Arrow to see the name of the  
next available feature; repeat as needed.  
Exit the  
Press Exit to return to the default (date/time)  
self-administration  
function  
display and normal call-handling mode.  
5-17  
Issue 1 July 2001  
5. Press the softkey below the feature you want to place on (or remove from)  
an available Feature button, for example, SAC to add or remove send all  
calls. Selecting certain features may prompt you to enter a number such as  
a telephone number, extension or trunk code to be associated with the  
button you select in the next step.  
NOTE:  
Some already-programmed features, for example, call appearances, cannot  
be changed from your phone; if you attempt to change one of these  
features, your phone beeps once and the message "Press button to  
program" remains displayed.  
6. Press the Line/Feature button you want to assign to the selected feature.  
If the feature is successfully administered, the display shows "Button  
Programmed." If the button pressed already has a feature associated with  
it, the display shows the programmed feature description and provides you  
with the option of keeping it as programmed or replacing it with the  
selection made in Step 6.  
7. Choose one of the following options:  
If you want to  
Then  
Program  
Press the softkey below Cont (Continue) on the  
second line of the display. Repeat this procedure  
from Step 4.  
another button  
after receiving  
the "Button  
Programmed"  
message  
Replace the  
Press the softkey below Replace.  
feature shown  
The display reverts to the first Select Feature menu.  
Keep the  
Press the softkey below Keep.  
feature as  
programmed  
The display confirms the button has not been  
reprogrammed.  
Delete the  
feature from  
the button  
Press the softkey below Delete.  
The message "Button Programmed" displays.  
selected in  
Step 6 and  
leave it blank  
Exit the  
Press Exit to return to the default (date/time) display  
self-adminis-  
tration function  
and normal call-handling mode.  
5-18  
Issue 1 July 2001  
Send All Calls  
Send All Calls  
The Send All Calls feature lets you temporarily send your calls to the extension of  
a person designated by the System Administrator to answer them when you  
cannot.  
Sending all calls (except priority calls)  
immediately to a coverage extension  
Your Telephone System Administrator must provide a coverage path before you  
can use this feature.  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Send All Calls, with the phone on-hook, press that  
button to initiate coverage,  
or  
With the phone on-hook, dial the Send All Calls Access Code.  
You may hear a ring-ping (half-ring) tone as each call is forwarded.  
Canceling send all calls  
If your System Administrator has programmed one of the Line/Feature  
buttons to represent Send All Calls, with the phone on-hook, press that  
button again to cancel coverage,  
or  
With the phone off-hook, dial the Send All Calls Cancel Access Code.  
A confirmation tone indicates coverage cancellation.  
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Issue 1 July 2001  
Stored Number (View)  
The Stored Number feature lets you display:  
The numbers stored in Abbreviated Dialing (AD) locations  
The number you last dialed  
Viewing either the last number dialed or a  
number stored on an AD button  
1. If one has been programmed by your System Administrator, press the View  
Line/Feature button.  
2. To view the last number dialed, press Redial,  
or  
To view the number stored on an Abbreviated Dialing button, press the  
applicable AD Line/Feature button.  
The associated telephone number displays.  
3. To return to call handling mode, press Exit or, to see another  
feature/number, repeat this procedure from Step 2.  
Timer  
The Timer (display) feature lets you measure elapsed time.  
Viewing elapsed time (hours, minutes, seconds)  
1. Press Menu, then press the softkey below Timer,  
or  
If Timer is not available on your display, press the Line/Feature button your  
System Administrator has programmed for the Timer feature.  
The elapsed time displays.  
2. To stop the Timer and clear the display, press Menu, then press the softkey  
below Timer again,  
or  
If Timer is not available on your display, press the button your System  
Administrator has programmed for the Timer feature again.  
The time elapsed since initiating the Timer displays for about three  
seconds, then disappears.  
5-20  
Issue 1 July 2001  
Whisper Page (Activate)  
Whisper Page (Activate)  
The Whisper Page feature lets you make an announcement to a person at another  
extension who is currently on a call; only the person being paged hears the  
announcement.  
NOTE:  
If you have a headset other than those recommended (see Chapter 8) or a  
base unit/adaptor other than the M12LU Modular Base Unit plugged into  
your 4624 telephone, the Whisper Page announcement may be overheard  
by the other person on the call.  
Making an important announcement (such as an  
incoming call) to an extension with a call in  
progress  
1. If your System Administrator has programmed one of the Line/Feature  
buttons to represent Whisper Page Activate, press that button,  
or  
Dial the Whisper Page Activate Access Code.  
You hear a dial tone.  
2. Dial the number of the person you want to page.  
Both parties on the other call hear a beep.  
You can now speak to the party you paged without the other person on the call  
hearing you. The paged party cannot speak to you unless the "Answering a  
Whisper Page call" procedure is followed.  
Whisper Page Answer  
The Whisper Page Answer feature lets you speak with a person who pages you  
while you are on a call.  
NOTE:  
If you have a headset other than those recommended (see Chapter 8) or a  
base unit/adaptor other than the M12LU Modular Base Unit plugged into  
your 4624 telephone, the Whisper Page announcement may be overheard  
by the other person on the call.  
5-21  
Issue 1 July 2001  
Answering a Whisper Page call  
1. When you hear the Whisper Page beep while on a call, press the button  
your System Administrator has designated for Whisper Page Answer.  
Your current call is placed on hold to allow you to speak with the person  
who paged you. The party on hold cannot hear your conversation.  
2. When you finish speaking with the person who paged you, remove the  
original call from Hold and resume your conversation.  
Whisper Page Off  
The Whisper Page Off feature prevents callers from using Whisper Page Activate  
to page your telephone.  
Blocking Whisper Page on your phone (your  
phone must be programmed for Whisper Page  
off)  
Press the button your System Administrator has designated as the Whisper  
Page Off button.  
Other parties can no longer page your phone using the Whisper Page  
Activate procedure.  
5-22  
Issue 1 July 2001  
Retrieving Voice Messages  
6
Message Retrieval  
Your message indicator lights when a caller has left you a message. Because  
voice mail systems are administered differently among customers, check your  
office procedures for message retrieval. For example, some telephone users may  
be authorized to retrieve messages for other telephones not equipped with a  
display.  
To retrieve a message by dialing the voice mail  
system  
Dial your voice mail system directly using the dial pad or, if one was programmed  
by your System Administrator, press the Line/Feature button for voice mail. Some  
systems also use softkeys for message retrieval.  
Follow your standard voice mail retrieval procedures. Contact your System  
Administrator if you have questions.  
6-1  
Issue 1 July 2001  
6-2  
Issue 1 July 2001  
IP Telephone Management Features  
7
Introduction  
This chapter explains how to interpret both the different ringer tones you hear and  
the telephone’s indicator lights. Also covered are testing your telephone to be sure  
it is operating properly, and personalizing your phone’s ringing pattern.  
Interpreting Ringer Tones  
As you become more familiar with your IP Telephone, you will recognize the  
various tones you hear in response to an incoming call or while using the handset.  
The chart below provides an overview of the tones you hear; check with your  
System Administrator to verify if the descriptions are accurate for your system.  
Ringing Tones accompany an incoming call. Feedback Tones (as shown on the  
next page) are those which you hear through the handset (receiver) or the  
speaker.  
Ringing (Incoming)  
Tones  
Meaning  
1 Ring --------  
Call from another extension.  
Call from outside or the System Administrator.  
2 Rings ------- -------  
3 Rings ------ ------ ------  
Priority call from another extension, or from an Automatic  
Callback call you placed.  
Half Ring (ring-ping) ---  
A call is being redirected from your phone to another  
because Send All Calls or Call Forwarding All Calls is  
active.  
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Issue 1 July 2001  
Feedback (Handset)  
Tones  
Meaning  
Busy --- --- ---  
Low-pitched, rapid tone (repeated 60 times per minute),  
signifying the number dialed is in use.  
Call Waiting Ringback  
Tone ---_  
A ringback tone with lower-pitched signal at the end;  
indicates the extension called is busy and the called party  
has been given a call waiting tone. If you hear this tone,  
you may want to activate Automatic Callback.  
Confirmation -- -- --  
Coverage -  
Three short tone bursts; indicates a feature activation or  
cancellation has been accepted.  
One short tone burst; indicates your call will be sent to  
another extension to be answered by a covering user.  
Dial ---------  
Continuous tone indicating dialing can begin.  
Intercept / Time-out  
-_-_-_-  
Alternating high and low tone indicating either a dialing  
error, denial of a requested service or failure to dial within  
a preset interval (usually 10 seconds) after lifting the  
handset or dialing the previous digit  
Recall Dial - - - -----------  
Reorder -- -- -- -- -- --  
Three shorts tone bursts followed by a steady dial tone to  
indicate a feature request has been accepted and dialing  
can start.  
Fast busy tone repeated every half-second to indicate all  
phone trunk lines are busy.  
Ringback ---- ---- ---- ---- Low-pitched tone repeated 15 times a minute to indicate  
the number dialed is ringing.  
7-2  
Issue 1 July 2001  
Personalizing Your Telephone's Ringing Pattern  
Personalizing Your Telephone's  
Ringing Pattern  
The Select Ring feature lets you choose your own personalized ringing pattern  
from among eight different patterns.  
Selecting a personalized ringing pattern  
1. With the phone on-hook, press Conf.  
The current ringing pattern sounds and repeats every three seconds.  
2. Continue to press (and then release) Conf to cycle through each of the  
eight ring patterns.  
3. To save a ringing pattern as it plays, do not continue to press Conf. You  
hear the selected ringing pattern two more times, after which it is  
automatically saved.  
A confirmation tone (two rising tones) sounds and your new ringing pattern  
is set.  
NOTE:  
Going off-hook, receiving a call or losing power during ring pattern selection  
interrupts the process, and you must start over from Step 1.  
Interpreting Indicator Lights  
As you become more familiar with your IP Telephone, you will recognize the lights  
associated with a Line/Feature button. The chart below provides an overview of  
the indicator lights you see; check with your System Administrator to verify if the  
descriptions are accurate for your system.  
Light  
Meaning  
Steady Red  
Steady Green  
The line is available.  
Indicates the line is in use or the  
feature programmed for that button is  
on (active).  
Blinking Green  
Flashing Green  
Indicates a call is on hold on this line.  
An incoming call is arriving on this  
line.  
Fluttering Green  
This line's call was put on hold  
pending a conference or a transfer.  
7-3  
Issue 1 July 2001  
Testing Your Phone  
The Test feature lets you verify that your telephone's lights and display are  
operating properly.  
Testing the telephone's lights and display  
1. With the phone idle, press and hold Trnsfr.  
The Line/Feature indicators light and the display lines each show 24  
shaded blocks, representing the 24 characters available on each line.  
2. To end the test, release the Trnsfr button.  
The lights and display return to normal operation.  
If any indicator light or the display does not respond during the test, contact your  
Telephone System Administrator.  
7-4  
Issue 1 July 2001  
Using a Headset or Specialized  
Handset  
8
Introduction  
This chapter describes the headsets and specialized handsets that are  
compatible with your IP telephone. How to operate a headset is also covered.  
IP Telephone-Compatible Headsets  
Use any of the following headsets with the 4600-Series IP Telephones:  
Earset Starter  
Earset Starter Noise Canceling  
Encore Ultra VT  
Encore Ultra Noise Canceling  
Encore Ultra II  
Encore Ultra II Noise Canceling  
Mirage Ultra  
Mirage Ultra Noise Canceling  
Starset Supra Starter  
Starter Special VT  
Starter Special Noise Canceling  
Supra Starter Noise Canceling  
Supra Ultra  
Supra Ultra Noise Canceling  
Supra Ultra II Twin Top  
Supra Ultra II Noise Canceling  
Tristar Ultra  
Tristar Ultra Noise Canceling  
8-1  
Issue 1 July 2001  
Operating a Headset  
Headset operation must be administered by your System Administrator and  
requires either an M12LU Modular Base Unit (PEC 3124-022) or a 3124-HIC:  
Attenuation (headset adapter) Cord (PEC 3124-HIC). For the latest list of  
compatible headsets and adapters, or for ordering information, access "Products  
and Services" at www.avayadirect.com.  
IP Telephone-Compatible Specialized  
Handsets  
The IP Phone's handset interface (labeled HAC on the underside of the phone) is  
compatible with the following handsets:  
AB1C (the handset provided with your phone)  
AB5C  
AB6C  
AB8C  
Specialized handsets are available for noisy environments, hearing-impaired  
users and other special purposes. These handsets are labeled either as "K-type"  
or "AJ-type" handsets.  
For the latest list of special purpose handsets and ordering information, access  
"Products and Services" at www.avayadirect.com.  
8-2  
Issue 1 July 2001  
Troubleshooting  
9
Introduction  
The DEFINITY 4600-Series IP Telephones are relatively trouble-free. The Basic  
Troubleshooting chart provides the most common problems an end user might  
encounter. The remaining pages in this chapter provide procedures for resetting  
or power-cycling your phone, when Basic Troubleshooting does not resolve the  
problem. For all other IP Telephone questions or problems, contact your  
Telephone System Administrator.  
Basic Troubleshooting  
Problem/Symptom  
Suggested Solution  
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  
8-10 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.  
9-1  
Issue 1 July 2001  
Characters do not appear on  
the Display screen  
See "Phone does not activate after  
connecting it the first time" above.  
Check the power source to be sure your  
telephone is receiving power.  
Check all lines into the phone to be sure it  
is properly connected.  
Perform the Test procedure: with the  
telephone idle, press and hold the Trnsfr  
button; the line/feature indicators should  
light and the display should show all  
shaded blocks. Release the Trnsfr button  
to end the test.  
If the above suggested solutions do not  
resolve the problem, reset or power cycle  
the phone.  
Display shows an  
error/informational message  
Most messages involve server/phone  
interaction. If you cannot resolve the  
problem based on the message received,  
contact your Telephone System  
Administrator for resolution.  
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 you have a 4612 or 4624 IP Telephone,  
check to be sure the phone is powered  
(press Menu, then Exit); if nothing  
appears on the display, check your power  
source.  
If you have a 4612 or 4624 IP Telephone,  
check to be sure your phone is  
communicating with the switch; press  
Menu, then any of the softkey features  
(e.g., Timer). If the selected feature  
activates, the switch/IP phone connection  
is working.  
Reset or power cycle the phone.  
See your Telephone System Administrator  
if the above steps do not produce the  
desired result.  
9-2  
Issue 1 July 2001  
Basic Troubleshooting  
Echo, noise or static when  
Check the headset connection.  
using a headset; handset  
operation works properly  
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 8 of this  
guide.  
Phone does not ring  
If you have a 4612 or 4624 IP Telephone,  
use the Menu to access the RngOf  
(Ringer Off) feature; if a carat (downward  
triangle) appears above that feature, your  
phone is set to not ring. To correct, press  
the softkey below RngOf; when the carat  
does not display, your ringer is active.  
If "Ringer Off" is programmed on a  
Line/Feature button, that button's indicator  
light will appear as steady green;  
reactivate the ringer by pressing that  
Line/Feature button again.  
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.  
Speakerphone does not  
operate  
Ask your System Administrator if your  
Speakerphone has been disabled.  
A feature does not work as  
indicated in the User Guide  
Verify the procedure and retry. For certain  
features, you must lift the handset first or  
place the phone off-hook.  
See your Telephone System Administrator  
if the above action does not produce the  
desired result; your telephone system may  
have been specially programmed for  
certain features applicable only to your  
installation.  
All other IP Phone problems  
Contact your Telephone System  
Administrator.  
9-3  
Issue 1 July 2001  
Resetting and Power Cycling the IP  
Telephone  
Reset your IP Telephone when other Troubleshooting suggestions do not correct  
the problem. Use a Power Cycle with the approval of your System Administrator  
only when a reset does not resolve the problem.  
Resetting your phone  
This basic reset procedure should resolve most problems.  
1. Press Hold.  
2. Using the dial pad, 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).  
A confirmation tone sounds  
and the display prompts  
"Restart phone? * = no # =  
yes."  
Reset the phone and any  
previously assigned  
(programmed) values  
Press # (the pound key).  
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."  
(Use this option only if your  
phone has programmed,  
static values)  
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.  
9-4  
Issue 1 July 2001  
Resetting and Power Cycling the IP Telephone  
Power cycling the phone  
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  
Telephone System Administrator.  
9-5  
Issue 1 July 2001  
9-6  
Issue 1 July 2001  

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