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Avaya 4612, User Manual

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Avaya 4612 User Manual Download Page 53

Issue  1   July 2001

6-1

6

Retrieving Voice Messages

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. 

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Summary of Contents for 4612

Page 1: ...DEFINITY 4612 IP Telephone Release 1 User s Guide 555 233 777 Issue 1 Comcode 700206428 July 2001 Downloaded from www Manualslib com manuals search engine ...

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Page 3: ...sponsibility 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 Installation documents System administration documents Security documents Hardware softwa...

Page 4: ...ntified by and SM are registered trademarks trademarks or service marks respectively of Avaya Inc All other trademarks are the properties of their respective owners Ordering Information Call Avaya Publications Center Voice 1 800 457 1235 International Voice 1 317 322 6791 Fax 1 800 457 1764 International Fax 1 317 322 6699 Write Avaya Publications Center 2855 N Franklin Road Indianapolis IN 46219 ...

Page 5: ...4612 IP Telephone Description Introduction 1 1 The 4612 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 Disp...

Page 6: ...h any feature 4 4 Changing from the speakerphone to the handset 4 4 Turning the speaker on during a call4 4 Turning the speaker off during a call 4 4 Ending a call while the speaker is active4 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 ...

Page 7: ...e 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 ...

Page 8: ...diately 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 Whisp...

Page 9: ...r 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 phon...

Page 10: ...Contents vi Issue 1 July 2001 Downloaded from www Manualslib com manuals search engine ...

Page 11: ...chnicians 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 http support avaya com since October 2000 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 4612 IP Telephone or re...

Page 12: ... Redial and Transfer Chapter 5 IP Telephone Features Explains the telephone features accessed using Line Feature buttons and display menus and softkeys Chapter 6 Message Retrieval 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 cove...

Page 13: ...rmation 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 NOTE This symbol precedes additional information about a topic italics Italic type enclosed within quotation marks indicates a document or section in this document containing additional information about a topic itali...

Page 14: ...About This Document x Issue 1 July 2001 Downloaded from www Manualslib com manuals search engine ...

Page 15: ...each functional button and other phone characteristics The 4612 IP Phone The 4612 IP telephone is a multi line phone with 12 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 3 2 12 6 5 1 4 7 8 10 13 9 11 14 Downloaded from www Manualslib com manuals search engine ...

Page 16: ...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...

Page 17: ...ssue 1 July 2001 1 3 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 Downloaded from www Manualslib com manuals search engine ...

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Page 19: ...signed 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 ...

Page 20: ... 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 4612 IP Telephone features in Chapter 5 IP Telephone Features Downloaded from www Manualslib com manuals search engine ...

Page 21: ... 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...

Page 22: ...r 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...

Page 23: ...e 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 spe...

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Page 25: ...ail 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 St...

Page 26: ...ess 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 bu...

Page 27: ...aled 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 w...

Page 28: ...vel 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...

Page 29: ...cator 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 messag...

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Page 31: ...ttons 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 a...

Page 32: ...trator s Guide Release 8 4 or later Table 5 1 DEFINITY Features Abbreviated Dialing Headset On Off Account Code Entry Inspect Automatic Callback Internal Auto Answer Automatic Intercom Leave Word Calling Button View Pause Call Display Priority Calling Call Forwarding all calls Program Abbreviated Dialing Call Park Release Call Pickup Directed Call Pickup Ringer Off Consult Self Administration Dire...

Page 33: ...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 unanswere...

Page 34: ...ociated 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...

Page 35: ...ding 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...

Page 36: ...ted 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 offi...

Page 37: ...ry 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 a...

Page 38: ... 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 t...

Page 39: ...all 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 o...

Page 40: ...all 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 fea...

Page 41: ... 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 Fe...

Page 42: ...ed 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 ex...

Page 43: ...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...

Page 44: ...f 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 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 NOTE Your...

Page 45: ...e 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 ...

Page 46: ...ess 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 Pick...

Page 47: ...t 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 agai...

Page 48: ...re 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 another button after receiving the Button Programmed message Press the softkey below Cont Continue on the second line of the display Repeat this pro...

Page 49: ...ammed 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 ...

Page 50: ...s 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...

Page 51: ... 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 To answer a Whisper Page call proc...

Page 52: ...h 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 ...

Page 53: ...rized 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 ...

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Page 55: ...t 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 2 Rings Call from outside or the Sys...

Page 56: ...all 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 Three shorts tone bursts fol...

Page 57: ...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 yo...

Page 58: ...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 Downloaded from www Manualslib com manuals...

Page 59: ... 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...

Page 60: ... 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 lat...

Page 61: ...ne 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 c...

Page 62: ...f 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 Exi...

Page 63: ...utton 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 doe...

Page 64: ...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 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 Use this option only if your phone has progra...

Page 65: ...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 Adminis...

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