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Issue 2.0 December 2003

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6

Using the Voice Mail Application

6

Introduction

6

The 4630’s optional Voice Mail application connects you to Avaya’s Web
Messaging system, from which you can access your messages.

This chapter describes how to access the Avaya Web Messaging Home page and
retrieve messages from your mailbox. It also describes the Voice Mail functions
which may be available to you, depending on how your system is administered.
Contact your System Administrator for specific information about how your Voice
Mail system is set up or with related questions.

As with other 4630 applications, note that the top display line on any Voice Mail
screen (where the Time and Date usually display) always provides a visual
confirmation of any action you request and any system action taking place.

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Summary of Contents for 4630

Page 1: ...4630 4630SW IP Telephone Release 2 0 User s Guide 555 233 764 Issue 2 0 December 2003 ...

Page 2: ... Such intrusions may be either to through synchronous time multiplexed and or circuit based or asynchronous character message 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 i...

Page 3: ...Rules and Regulations 47 CFR Part 68 and the Administrative Council on Terminal Attachments ACTA adopted technical criteria Avaya further asserts that Avaya handset equipped terminal equipment described in this document complies with Paragraph 68 316 of the FCC Rules and Regulations defining Hearing Aid Compatibility and is deemed compatible with hearing aids Copies of SDoCs signed by the Responsi...

Page 4: ...or Interference by Information Technology Equipment VCCI If this equipment is used in a domestic environment radio disturbance may occur in which case the user may be required to take corrective actions To order copies of this and other documents Call Avaya Publications Center Voice 1 800 457 1235 or 1 207 866 6701 FAX 1 800 457 1764 or 1 207 626 7269 Write Globalware Solutions 200 Ward Hill Avenu...

Page 5: ...troduction 1 1 The 4630 4630SW IP Telephone 1 2 Using the Touchscreen 1 4 Navigating Application Screens 1 5 4630 4630SW IP Telephone Applications 1 5 Phone Application 1 6 Speed Dial Application 1 6 Call Log Application 1 7 Directory Application 1 8 Voice Mail Application 1 9 Web Access Application 1 10 About the Stock Ticker 1 11 4630 4630SW IP Telephone Security 1 12 Locking Unlocking Your Tele...

Page 6: ... 2 7 Hold 2 7 Mute 2 8 Redial 2 8 Speakerphone 2 9 Transfer 2 11 3 Using the Speed Dial Application 3 1 Introduction 3 1 Speed Dial Groups 3 1 Changing or Deleting a Group Label 3 2 Speed Dial Buttons 3 3 Adding Speed Dial Buttons to a Group or Updating Speed Dial Button Information 3 3 Deleting a Speed Dial Button Label 3 6 4 Using the Call Log Application 4 1 Introduction 4 1 About the Call Log ...

Page 7: ...ice Mail Application 6 1 Introduction 6 1 Accessing the Voice Mail Application 6 2 Using the Inbox 6 3 Working With Your Messages 6 5 Voice Message Options 6 5 Text File and Fax Message Specific Options 6 6 Replying to Messages 6 7 Changing Voice Mail Options 6 8 Changing Your Password 6 8 Setting Delete Confirmation 6 8 Restoring the Default Sort Order 6 9 Changing the Playback Number 6 9 If You ...

Page 8: ...ng a Personalized Ring 8 11 Selecting a Redial Option 8 11 Setting the Go to Phone For Incoming Calls Option 8 12 Setting the Go to Phone on Originate Option 8 12 Setting the Call Timer 8 13 Directory Options 8 13 Setting Up or Modifying a Directory User ID and Password 8 14 Speed Dial Options 8 15 Setting the Speed Dial Alphabetize Entries Option 8 15 Backing Up and Restoring Speed Dial Groups 8 ...

Page 9: ...4600 Series IP Telephones 9 1 Handsets for 4600 Series IP Telephones 9 2 10 Troubleshooting 10 1 Introduction 10 1 Basic Troubleshooting 10 2 Troubleshooting 4630 Applications 10 5 Resetting and Power Cycling the IP Telephone 10 8 Resetting Your Phone 10 8 Power Cycling the Phone 10 9 Index IN 1 ...

Page 10: ...Contents x Issue 2 0 December 2003 ...

Page 11: ...r phone replacement This guide contains ten chapters geared to how you actually use the phone each of which is described in the section below titled Document Organization Intended Audience 0 This document is intended for IP telephone users who have a 4630 4630SW IP Telephone at their desks It is not intended to be a technical reference guide for System Administrators or phone technicians Issue Dat...

Page 12: ... how to add update and remove single Speed Dial entries and add or update Speed Dial groups Chapter 4 Using the Call Log Application Describes how to view the log of calls call a party listed add a log entry to a Speed Dial button group and remove log entries Chapter 5 Using the Directory Application Explains how to search the Corporate Directory call a person listed add a Directory entry to a Spe...

Page 13: ...s IP Telephone LAN Administrator s Guide Document Number 555 233 507 Standard telephone features are described in Chapter 17 Telephony of the Overview for Avaya Communication Manager Software Document Number 555 233 767 These symbols precede additional information about a topic Document Underlined type indicates a chapter section or sub section in this document containing additional information ab...

Page 14: ...Related Documentation Training About This Guide xiv Issue 2 0 December 2003 ...

Page 15: ...een each functional button and other phone characteristics such as effective use of the touchable display screen The 4630 4630SW s applications are also introduced in this chapter as well as how to navigate application screens This chapter also provides security log on and log off procedures NOTE The 4630 and 4630SW telephones have the exact same appearance user interface and functionality The onl...

Page 16: ...hones are multi line phones typically with from 3 to 5 call appearance incoming outgoing lines up to 21 administrable Feature buttons as assigned by your System Administrator and including 5 fixed Feature buttons a 4 1 2 inch by 3 1 3 inch screen display and a two way speakerphone Figure 1 1 The 4630 4630SW IP Telephone 2 1 3 6 8 10 9 7 5 4 3 ...

Page 17: ...tion currently active When the phone is idle the top area displays the current date and time Volume control when a volume arrow is pressed instructional messages prompts and the call interval time when on an active call also display in the top area as appropriate and if you ve set up the Stock Ticker option as described in Chapter 8 the top line displays current information on your selected stocks...

Page 18: ...C mouse The exception is when you ve selected a button or action in error If you select a button or action in error move your finger away from the button and then lift your finger your action will be ignored and you can then make the proper selection If the display screen appears wavy or if text is displayed off to one side use the calibration procedure described in Chapter 8 to re orient the disp...

Page 19: ...button is highlighted with black on the bottom and white on the top giving it a three dimensional appearance Disabled buttons are bordered in gray To initiate an action or select a button lightly touch the button or screen area you wish to activate then lift 4630 4630SW IP Telephone Applications 1 Your phone provides up to six major applications via the display screen which replace many of the but...

Page 20: ...screen by selecting the Phone application tab The Phone application is described in Using Your 4630 4630SW IP Telephone Speed Dial Application 1 The Speed Dial application provides access to Speed Dial Group Lists and Buttons which facilitate automatic dialing The main Speed Dial screen has five distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information...

Page 21: ... name of caller called party telephone number time and date of call type of call outgoing incoming answered or incoming unanswered and length of call 3 Scroll buttons for viewing the Call Log 4 Feature buttons such as Call or Add to SD Speed Dial used to initiate a call to a selected log entry or add a selected entry s name and number to a Speed Dial Group When you select a specific Call Log entry...

Page 22: ...e Directory screen has four distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options icon 2 Name entry field for a Directory search and related Feature buttons Search and Clear 3 Keyboard for entry of s...

Page 23: ...elp the ability to lock the phone via the Screen Lock icon and access to the Options and Preferences screen via the Options icon 2 Message information area providing the message type a priority flag the name or number of the person who sent the message message date and time and message subject 3 Feature buttons to allow you to review message detail access voice mail options refresh the screen for ...

Page 24: ...g the Web Access application makes it easy to review the policy while on the call NOTE The Web Access application tab may not be available depending on your local network and 4630 configuration The Web Access Home page display screen has four distinct areas 1 The Top Line includes Time of Day Current Date Volume Control call feature information and or application screen Help the ability to lock th...

Page 25: ...dices you want to track 2 Once you save that information and assuming your Stock Ticker is activated the top display line shows the symbol and the most recently obtained trade price plus the day s change and or volume traded if you included this information when you set up your ticker of every stock and index you specified 3 Each symbol is color coded to provide at a glance recognition When you ar...

Page 26: ... to prevent unauthorized use of application specific information or access to the server CAUTION Locking the phone does not prohibit making or receiving calls Prior to locking the phone for the first time a display screen prompts you to enter your PBX switch password this serves to notify you that the password will be required to unlock the phone and allows you time to obtain the password from you...

Page 27: ...s one character at a time 3 When the password is correct select Enter If the Password entered matches your PBX switch registration password on the server the display unlocks If the passwords do not match the message Incorrect Password Try again displays 4 Repeat Step 2 if your password was incorrect The Phone application screen displays If this screen is displayed Then THE DISPLAY SCREEN IS LOCKED...

Page 28: ... un register the phone is sent to the server The phone is now in a logoff state and displays Ext Reinstating the Phone After a Logoff 1 When you are logged off the phone the top line displays Extension 1 Using the dialpad enter your Extension number then press the Pound key The display prompts for entry of your password 2 Using the dialpad enter your PBX switch Password then press the key The phon...

Page 29: ...Options as described in Chapter 8 The display screen s brightness level changes to the dimmer idle state when Your telephone has been on hook and there has been no call activity for the pre set period of time No button or feature has been selected for the pre set period of time You have not touched the screen for the pre set period of time The display screen s brightness level changes to the brigh...

Page 30: ...4630 4630SW IP Telephone Applications Introducing Your 4630 4630SW IP Telephone 1 16 Issue 2 0 December 2003 ...

Page 31: ...nistrator has configured your phone system Administered Feature buttons Button Feature Description Hold Places an active call on hold Transfer Transfers a call to another phone Conference Sets up conference calls with more than one other person Redial Depending on your Phone application redial option setting either redials the last number dialed from the phone or displays a list of the last six nu...

Page 32: ...line and the 4630 IP Telephone initiates the call 3 Hang up the handset deactivate the headset or press the Speakerphone button to end the call Edit Dialing 2 If you have set up your Edit Dial option as covered in 4630 4630SW IP Telephone Options to display on the Phone screen you can correct a number as you enter it before actual dialing and call connection occur Use the Speakerphone for ease of ...

Page 33: ...appearance lines are in use the Speed Dial feature will not proceed with dialing NOTE The 4630 4630SW IP Telephone often receives telephone numbers through the Call Log Directory or Web Access application that are not immediately dialable For example the Call Log may contain an incoming call from the following U S phone number 732 555 1234 In general if you try to dial that number as is the call w...

Page 34: ...te the headset or press the Speakerphone button to end the call NOTE If your System Administrator has administered one the first Speed Dial Group contains an EMERGENCY speed dial number shown in red type This number is set up to obtain quick response in an emergency situation Because emergency procedures differ between organizations your System Administrator can provide information regarding the s...

Page 35: ...hen you select Call This eliminates you having to add any required internal external dialing codes yourself If you select Call but the call does not go through check with your administrator to ensure the Enhanced Dialing feature is properly set up for your environment See Using the Call Log Application for more information about the Call Log Calling a Party From the Directory 2 Your System Adminis...

Page 36: ... your environment Receiving Calls 2 When someone calls you what you see depends on how your Go to Phone for Incoming Calls option as described in Chapter 8 is set Depending on the option you select one of the following displays for incoming calls The On Ringing option displays the phone screen whenever your phone rings with an incoming call The On Answer option displays the phone screen whenever y...

Page 37: ...elect the Conference Feature button 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 Adding a held call to the current call 2 1 Select the Conference Feature button The current line and the held line lights change to a patterned background 2 Press the line button of the held call 3 Select the Conference Feature button again All parties ...

Page 38: ...ically dials the most recent number dialed or displays the last eight outgoing calls for selection of the number to be dialed What you see when you select this feature depends on how you have set up your Redial option as covered in 4630 4630SW IP Telephone Options This section describes both procedures Redialing the last number called 2 Select the Redial Feature button The last number dialed is au...

Page 39: ...is state an error beep tone sounds and no further action occurs 3 Proceed with the call Speakerphone 2 A two way built in Speakerphone lets you place and answer calls without lifting the handset NOTE It is also possible to disable the Speakerphone feature If your Speakerphone does not operate as indicated contact your System Administrator to ensure that your telephone s Speakerphone is enabled Pla...

Page 40: ...ker button lights and voice control is handled by the speaker Turning the speaker on during a call 2 Press the Speakerphone button next to the dialpad The Speaker indicator next to the Speaker button lights Both the speaker and handset are now operational Turning the speaker off during a call 2 Lift the handset at any time The speaker and the corresponding indicator light turn off Voice control re...

Page 41: ...active calls select the Transfer Feature button The call is placed on hold You hear a dial tone and the next available call appearance line activates 2 Dial the number to which you want to transfer the call 3 Remain on the line and announce the call NOTE 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 the Transfer Featu...

Page 42: ...Receiving Calls Using Your 4630 4630SW IP Telephone 2 12 Issue 2 0 December 2003 ...

Page 43: ...not shown and you cannot label any unlabeled buttons Speed Dial Groups 3 Your 4630 4630SW IP Telephone maintains up to 5 Speed Dial Groups with up to 24 Speed Dial buttons each representing a phone number per group You can set up your own group labels buttons as desired with the possible exception of one number in the first Group That number is an EMERGENCY number optionally established by your Sy...

Page 44: ...rrent one NOTE If a Group Name already has the maximum number of characters 7 the keyboard is not available You cannot overwrite the existing Group Name you must first select Clear or backspace to remove some characters 5 Choose one of the following options 6 Verify the label and select Save to return to the Speed Dial screen If you want to Then Make a change one character at a time Touch the appr...

Page 45: ...ns to a Group or Updating Speed Dial Button Information 3 Before adding buttons to a Speed Dial Group be sure to assign a Group name label as described in Changing or Deleting a Group Label earlier in this chapter NOTE You cannot edit or update the EMERGENCY button if one is administered for your phone 1 To access the Speed Dial application from any other application select the Speed Dial tab at t...

Page 46: ...number For example you can use hyphens parentheses letters or periods These characters are ignored when the number is dialed For internal numbers follow your telephone system protocols for extensions or other offices As you press each character the Number field populates NOTE If a Number already has the maximum number of characters 7 the keyboard is not available You cannot overwrite the existing ...

Page 47: ...rases Retype the character s in error and proceed to Step 9 Jump the cursor anywhere within an editing field Touch the editing field position where you want to place the cursor Erase the entire Name or Number and type new information Select Name or Number as appropriate then select Clear You can type new information at this point by repeating Steps 4 6 to re enter the Name or Steps 7 8 to re enter...

Page 48: ...cation from any other application select the Speed Dial tab at the bottom of the display screen The Speed Dial screen displays 2 Select the Edit Delete button 3 Select the Group for the Speed Dial button you want to delete 4 Select the Speed Dial button you want to delete The Speed Dial Keyboard Entry screen displays with the cursor in the Number field 5 Select Clear The number is deleted 6 Select...

Page 49: ...l Log related options for example saving Call Log entries in a permanent log and deactivating the Call Log see 4630 4630SW IP Telephone Options NOTE Your Telephone Administrator can turn off the ability to display the Call Logs Your Telephone Administrator can also turn off the ability to move entries from a Call Log to a Speed Dial application If the Call Log feature has been turned off the Call ...

Page 50: ...lphabetical A to Z for Name or numerical 1 and up Re selecting a selected column reverses the display order and shows an upward triangle Calls made or received while the Call Log is displayed are added to the list if they fall within the current order of the list or if you are at the top of the list For example if your Call Log is sorted in descending Time Date order the most common method of sort...

Page 51: ... display and the phone has not lost power has not been reset or logged off check the top display line for a Deactivated no calls being logged message This means your Call Log Active option is set to Disabled In this case you can still view re sort or add existing calls to a Speed Dial button but will not see incoming or outgoing calls made since disabling the Call Log To change this setting see Ac...

Page 52: ...call a party select the entry then select Call A detailed procedure for making calls from the Call Log can be found in Using Your 4630 4630SW IP Telephone 5 To add an entry to a Speed Dial Group see the procedure that follows titled Adding a Call Log Entry to a Speed Dial Group 6 To remove a Call Log entry see the procedure that follows titled Removing Call Log Entries 7 To exit the Call Log selec...

Page 53: ...rk dial access codes such as an Area Code or Country Code to prepare the number for speed dialing 3 If the Name and Number are correct select Save The Speed Dial Group Name Selection screen displays 4 Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added You can add the new button to any group having an unlabeled Speed Dial button including one to which a Gr...

Page 54: ...00 entry maximum Otherwise all Call Log entries are automatically deleted upon loss of telephone power telephone reset or upon logging your telephone off Removing a Specific Call Log Entry 4 1 Select the Call Log entry you want to delete The scroll buttons no longer display Two buttons Cancel and Delete display 2 Choose one of the following options If you want to Then Return to viewing the log or ...

Page 55: ...rmation see 4630 4630SW IP Telephone Options About the Directory 5 Use the Directory application to search a database of names and telephone numbers to locate a person s phone number As with any database search tool the more specific your search criteria is for example specify a person s full rather than partial name the more specific the results You can optionally enter a few characters of a name...

Page 56: ...or backspace to remove some characters 3 If you make a mistake while entering the name to be searched you can press Clear to remove the entry or use the Backspace key then repeat Step 2 4 Select Search The Query Initiation screen displays the name you specified and the message Searching NOTE To stop the search at any time and return to the Query Specification screen select Cancel If the search is ...

Page 57: ...ers matching your search criteria Use the Scroll buttons at the bottom left of the screen as follows Select to scroll downward one screen 6 entries at a time Select to scroll to the bottom of the list of entries Select to scroll upward one screen 6 entries at a time Select to scroll to the top of the list of entries Note Scroll buttons are disabled when they would have no effect Call a person show...

Page 58: ...tion screen displays If your Go to Phone on Originate option is set to No the Successful Query screen re displays NOTE If your administrator has set up the Enhanced Dialing feature the 4630 automatically adds the appropriate digits to precede Directory phone numbers when you select Call This eliminates having to add any required internal external dialing codes to the number yourself If you select ...

Page 59: ... the screen For example you may need to add a trunk number a 9 or other number needed to obtain an outside line and or other network dial access codes to prepare the number for speed dialing 3 When the Name and Number are correct select Save The Speed Dial Group Select screen displays 4 Select the Group Name to which the Speed Dial button created in Steps 2 and 3 should be added You can add the ne...

Page 60: ... screen displays messages to help you determine the problem Based on the message displayed you can determine whether to re initiate the search or contact your System Administrator for assistance Trouble Message Resolution 5 Most Trouble messages require the involvement of your System Administrator Those which are search related require you to re initiate your search after verifying and or modifyin...

Page 61: ...sages from your mailbox It also describes the Voice Mail functions which may be available to you depending on how your system is administered Contact your System Administrator for specific information about how your Voice Mail system is set up or with related questions As with other 4630 applications note that the top display line on any Voice Mail screen where the Time and Date usually display al...

Page 62: ...ieve your messages This information is retained and displayed for future log ons 2 Verify that the Server Mailbox and Playback are correct If not correct select or enter the appropriate value using the keyboard screen that displays when you select a field If you do not know these values contact your System Administrator 3 Select the Password field and use the keyboard that displays to enter your v...

Page 63: ...to Then See detailed information about a specific message Select the message using any field but the Priority flag field The Message Detail screen displays from which you can listen to a voice message view a text message reply to a message delete the message or move the message to a folder For specifics on playing voice mail messages viewing text messages or replying to either type of message see ...

Page 64: ...eceived while reviewing the Inbox Select Refresh The Inbox displays any messages received while you were viewing the screen Review messages in a different folder from your message Inbox Select the Downward Arrow in the Folder field then select the desired folder from the Folder list Change an option such as your password or return to the default sort order Select the Options button and see the pro...

Page 65: ...the voice message Select the Play button The Voice Mail system dials your phone Pick up the handset or press the Speakerphone button to start the message To stop the message before it ends select the Stop button The message plays for the time specified in the Size field unless you stop it sooner by selecting either the Stop or Hang Up button Listen to the same message again Select the Rewind butto...

Page 66: ...attachment must be viewed or printed using your PC The Message Detail Screen re displays 3 Choose one of the available message options They are the same as those described in Voice Message Options Put this message in a different folder Select the folder to which the message should be moved If a folder button is not active note that you cannot move messages out of your Old folder except by deletion...

Page 67: ...o Reply or the Text Reply screen displays 2 For voice messages record your voice reply using the Record button Your Voice Mail Server automatically dials your phone enabling you to record your voice message using your phone 3 For text messages select the text entry area to bring up the Keyboard Entry screen type your reply and select Done 4 When your message is complete select the Save button or s...

Page 68: ...d password 2 Type your new password 3 Type your new password again in the confirmation field 4 To store the new password select the Save button To cancel without saving the new password select the Cancel button and continue to use your old current password when logging on to the Voice Mail application The Inbox displays Setting Delete Confirmation 6 1 Scroll down until the Do not show Message Dele...

Page 69: ...oll down until the Playback field displays 2 To change the Playback select the Playback field to display the Keyboard Entry screen 3 Type the extension or complete number at which you want to listen to your messages 4 Select Save The Playback on the Log On screen now reflects the phone to be used to retrieve your messages If You Need Help 6 All Voice Mail screens have a Help button which accesses ...

Page 70: ...If You Need Help Using the Voice Mail Application 6 10 Issue 2 0 December 2003 ...

Page 71: ...t and is not intended to replace your PC s browser The website display area is larger than other application displays because the usual application tabs do not display across the bottom on each screen To access the Phone application select the Phone icon in the lower right of any web page Selecting this icon displays the Phone screen from which you can access any other application by selecting the...

Page 72: ...ious web page Select This button is enabled only when more than one web address has been accessed browsed Any web page loading processing stops and the previous web page displays Move to the next web page Select This button is enabled only when there is a web address following the web address page currently displayed Any web page loading processing stops and the next page displays Redisplay the cu...

Page 73: ... Telephone Administrator can turn off your ability to set any or all of the options this chapter covers If all options are disabled a notification message displays when you select the Options icon on the top display line If a given option is disabled that option is not shown on the applicable Options and Preferences screen Accessing the Options and Preferences Screen 8 Access your preferences and ...

Page 74: ...are five Touchscreen options and preferences available which show the current settings Each option has a specific purpose as described in the procedures that follow Setting the Screen Idle Timeout Duration 8 New phones have an idle timeout duration of two hours 1 To change the screen idle timeout duration select Screen Idle Timeout from the Touchscreen Options and Preferences screen The Select Scr...

Page 75: ... allow speed dial entries to be created use a keyboard screen into which a name and or number is typed Two keyboard layout options are available QWERTY the standard arrangement for personal computer and other keyboard reliant devices This is the default keyboard layout setting ABCDEF characters are arranged in alphabetical order for those users who find the QWERTY layout confusing 1 To modify the ...

Page 76: ... highlights to indicate an On status 3 To save your selection select Save To exit without making a change select Cancel The Touchscreen Options and Preferences screen re displays NOTE To raise or lower the Click Feedback volume use the phone s Volume Control button Calibrating the Screen 8 If needed adjust the screen display orientation using this option 1 To change the orientation of your 4630 di...

Page 77: ... of harsh liquids or solvents 3 After cleaning the screen or reviewing the cleaning instructions select Done The Touchscreen Options and Preferences screen re displays Call Log Options 8 Call Log options and preferences allow you to Turn the logging of calls on or off Archive the Call Log automatically Verify the status of an automatic archive Verify that an FTP Server IP Address exists and is the...

Page 78: ...vation screen displays The current option is highlighted 2 Select either Yes or No to indicate whether or not you want to log calls made to or from your 4630 IP Telephone NOTE When you select No to indicate you no longer want calls logged calls logged prior to the change remain available for viewing resorting deleting or adding to a Speed Dial button In this case only future calls made to from you...

Page 79: ...d Reviewing Updating the FTP Server IP Address for more information on adding or updating the FTP Server IP Address Before performing this procedure first check with your System Administrator for information on how he or she has set up your telephone system s archiving routine Also check the message appearing under the FTP Setup button on the Call Log Options and Preferences screen to determine if...

Page 80: ... ID Password and other FTP File Transfer Protocol Options later in this chapter for information Contact your System Administrator if you have any questions The FTP Server name is not known Please check the FTP Server IP Address A system protocol called DNS was used to attempt to locate the correct server address but could not do so Select FTP Setup to review add or update the server address See Se...

Page 81: ...r called when you select the Redial Feature button 4 Optionally choosing the Phone screen to display automatically from any of the 4630 application screens upon receiving a call 5 Optionally choosing the Phone screen to display automatically from any of the 4630 application screens upon originating a call 6 Displaying a timer during active and held calls You select any of the above options from th...

Page 82: ...ons 3 Select Save to set the Edit Dial field to the option selected The Phone Options and Preferences screen displays If you want to Then Turn the Edit Dial option on to display the Edit Dial field on the Phone application screen Select On Proceed to Step 3 The button highlights to indicate an On status Turn the Edit Dial option off so that the Edit Dial field does not display on the Phone screen ...

Page 83: ...ne s Volume Control button Selecting a Redial Option 8 This procedure instructs you in selecting or changing your phone s redial option The Redial Feature button displays on the Phone application screen and you have two choices for how this button operates When selected the last number called is dialed When selected a list of the last eight numbers called is displayed from which you may choose the...

Page 84: ...hone screen displayed upon ringing or upon answering a call 3 To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays Setting the Go to Phone on Originate Option 8 When this option is selected the Phone screen will be displayed automatically whenever you place an outgoing call from another application screen for example ...

Page 85: ...ted 2 Select either Yes or No to indicate whether or not you want the Call Timer displayed for each active or held call 3 To save your selection select Save To exit without making a change select Cancel The Phone Options and Preferences screen re displays Directory Options 8 There is one Directory option which allows you to add a User ID and Password to protect Corporate Directory access You selec...

Page 86: ...1 To add modify a Directory User ID and Password select User ID Password from the Directory Options screen The Directory User ID Password Keyboard screen displays 2 Touch the appropriate keyboard characters to enter the User ID using up to 12 characters As you press each character the User ID field populates When modifying an existing User ID what you type overwrites the current ID CAUTION Before ...

Page 87: ...etting the Speed Dial Alphabetize Entries Option 8 When this option is set to Yes your Speed Dial buttons will always display in alphabetical name label order When this option is set to No Speed Dial buttons are displayed in the order in which you set them up The default setting is to alphabetize your Speed Dial buttons each time you add a new one or change the label on an existing one 1 To modify...

Page 88: ...he Automatic Backup screen displays as illustrated below The current setting is highlighted 4 Select either Yes or No to indicate whether or not you want your Speed Dial entries backed up automatically 5 To save your selection select Save To exit without making a change select Cancel The Backup Restore Options and Preferences screen re displays If Then The Automatic Backup button is not enabled me...

Page 89: ...ferences and Speed Dial Groups and buttons following a phone failure or replacement Establish or modify FTP File Transfer Protocol settings such as the network server address directory path for saving backed up data and a User ID and Password for server access via your phone Check or verify whether an automatic backup has occurred Because each telephone system has unique characteristics and settin...

Page 90: ...cel The Backup Restore Options and Preferences screen re displays If Then The Automatic Backup button is not enabled meaning you cannot access this option and the status is Suspended Review the text message beneath the FTP Setup button which indicates that an FTP Server Address must be provided The server address is needed to allow the backed up information to be stored Contact your System Adminis...

Page 91: ... replace current data with data from retrieved file displays Select Save All previous values are replaced with the backup file data The Backup Restore Options and Preferences screen re displays Connection to the FTP server cannot be made The message Cannot connect to the FTP server Select Retry or Cancel displays Select Retry If the connection is made review the messages in Step 1 and proceed acco...

Page 92: ...rieved for any reason other than permission being denied The message Cannot obtain the file from the FTP server displays Contact your System Administrator for instructions on how to proceed The FTP server cannot be accessed The message The FTP Server name is not known Please check the FTP Server IP Address displays Add or update the Server IP Address as described on page 8 22 Your backup file cann...

Page 93: ...h the server location to which your telephone s data for example Speed Dial groups lists is sent during a backup and from which data is restored User ID and Password unique identifiers assigned to a phone user for server security purposes The FTP Setup screen also provides access to online help for file transfer protocol information 1 To update any of the FTP settings select FTP Setup from the Bac...

Page 94: ...Directory Path The Directory Path Entry screen displays with the prompt Enter Directory Path Using the keyboard enter the path provided by your System Administrator and select Save to save the setting and return to the FTP Setup Parameters screen Alternately you may select Clear to remove the current path prior to entering a new path or select Cancel to return to the FTP Setup Parameters screen wi...

Page 95: ...ck corporate symbols to any of the 16 buttons at the top of the Administration screen Optionally selecting buttons for one two or all three major indices Dow Jones Industrial Average Standard Poor s 500 and NASDAQ to display in addition to the stock symbols you select Optionally specifying whether you want the change from the previous day s closing price and or the current day s trading volume of ...

Page 96: ...ect Cancel The Stock Ticker Administration screen re displays 6 To add one or more indices to your ticker select the appropriate index ices The selected Index button is highlighted to indicate enabled status 7 Select either Change or Volume or both to indicate whether you want the change from the previous day s closing price and or the current day s trading volume of your selected stocks indices t...

Page 97: ...activate the ticker depending on the current setting select Stock Ticker Active from the Stock Ticker Options and Preferences screen The Stock Ticker Activation screen displays The current option is highlighted 2 Select either Yes or No to indicate whether or not you want the top display line to show the ticker 3 To save your selection select Save To exit without making a change select Cancel The ...

Page 98: ...Stock Ticker Option 4630 4630SW IP Telephone Options 8 26 Issue 2 0 December 2003 ...

Page 99: ... headsets and headset adapters that carry an Avaya brand or logo There are a variety of Avaya headsets that are compatible with your 4600 Series IP Telephone To see the available headsets view the Freedom of Choice Headsets brochure To access the Freedom of Choice Headsets brochure 1 Go to http www avaya com 2 Mouse over Products Services and select Products A Z 3 Select Headsets 4 Under Find out ...

Page 100: ...ely The LKA10 when used without an MIP 1 operates with other Avaya IP telephones but cannot be used for remote call answering or call initialization The table below summarizes Avaya s corded headset connectors and cordless headset choices and provides ordering codes NOTE If your IP telephone does not have a fixed headset button your System Administrator must administer your phone for headset opera...

Page 101: ...ght encounter The Application Troubleshooting chart provides troubleshooting specific to each of the 4630 applications The remaining pages in this chapter provide procedures for resetting or power cycling your phone when neither Basic nor Application Troubleshooting resolves the problem If you have a question or experience a problem that is not described in this chapter contact your System Adminis...

Page 102: ...hone server problems or other power interruption causes Characters do not appear on the Display screen See Phone does not activate after connecting it the first time above Check all lines into the phone to be sure it is properly connected Check the power source to be sure your telephone is receiving power Perform the following Test procedure with the telephone idle on hook press the Mute button wh...

Page 103: ...dset operation works properly Check the headset connection 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 9 of this guide Audio quality is poor specifically you hear an echo while using a handset or static sudden silences gaps in speech clipped or garbled spee...

Page 104: ...Up Down Volume keys From another phone place a call to your extension to test the above suggested solutions Screen seems to drift or waver a bit after first being powered up The 4630 display screen takes an hour or so to completely warm up Images may be distorted until it is fully operational Wait an hour or so after first powering up the phone then Calibrate the screen as described in 4630 4630SW...

Page 105: ...ting SPEED DIAL APPLICATION You cannot dial out using any Speed Dial button Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call CALL LOG APPLICATION You cannot dial out after selecting a call log entry Only entries with a status of Outgoing can be called You cannot call entries with a status of Answ...

Page 106: ... go through Your System Administrator must administer the settings for the Enhanced Dialing feature beyond the defaults Directory application tab displays but you receive an Attempting to connect to server message when you select the tab The telephone cannot connect to the Directory server administered for it Contact your System Administrator to ensure the server address has been properly administ...

Page 107: ... Web tab displays with the other application tabs at the bottom of every screen Your telephone is not administered to support the Web Access application If you believe it should be available contact your System Administrator You cannot add an entry to a Speed Dial button No buttons are available in the selected Speed Dial group Select a different group or delete a button label before trying to add...

Page 108: ...he dialpad press the following keys in sequence 73738 The display shows the message Reset values no yes 3 Choose one of the following 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 If you want to Then Reset the phone without resetting any assigned values Press asterisk A confirmation t...

Page 109: ...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 p...

Page 110: ...Troubleshooting 4630 Applications Troubleshooting 10 10 Issue 2 0 December 2003 ...

Page 111: ...Options 8 17 Button Click Feedback setting 8 4 Buttons Speed Dial 3 3 C Calibrating the Screen 8 4 Call Handling Features 2 7 Call Log About the 4 2 Activating Deactivating Call Logging 8 6 Adding an Entry to Speed Dial 4 5 Archiving the 8 7 Calling a Party From the 2 5 Options 8 5 Removing Entries 4 6 Troubleshooting 10 5 Viewing the 4 3 Call Log Application 1 7 Call Log Application Using the 4 1...

Page 112: ...peed Dialing 2 3 Calling a Party From the Call Log 2 5 Calling a Party From the Directory 2 5 5 4 Calling a Party From the Web Access Applica tion 2 6 Direct Manual Dialing 2 2 Dropping the last person added to the call 2 7 Edit Dialing 2 2 Manual Dialing 2 2 Redialing the last number called 2 8 Redialing using a list of the last eight numbers called 2 9 Speed Dialing 2 4 Manual Dialing 2 2 Mute b...

Page 113: ...e held call 2 8 Reviewing Updating the FTP Server IP Address 8 8 Ring Selecting Personalized 8 11 S Screen Brightness Control 1 3 Screen Color Coding for application tabs 1 5 Screen Idle Timeout Duration setting 8 2 Speakerphone button 1 4 Changing from the Handset to 2 10 Changing from to the Handset 2 10 Ending a call while the speaker is active 2 10 Turning the speaker off during a call 2 10 Tu...

Page 114: ...tion 5 1 Using the Speed Dial Application 3 1 Using the Touchscreen 1 4 Using the Voice Mail Application 6 1 Using the Web Access Application 7 1 Using Your 4630 4630SW IP Telephone 2 1 V Viewing the Call Log 4 3 Voice Mail Accessing the application 6 2 Changing Options 6 8 Changing the Playback Number 6 9 Changing Your Password 6 8 If You Need Help 6 9 Replying to Messages 6 7 Restoring the Defau...

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