Avaya IP OFFICE 2420 User Manual Download Page 4

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Summary of Contents for IP OFFICE 2420

Page 1: ...2420 Digital Telephone User s Guide Release 4 555 250 701 Issue 3 November 2004 ...

Page 2: ...be otherwise authorized who accesses your telecommunications equipment with either malicious or mischievous intent 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 fina...

Page 3: ...ment should be coordinated by a representative designated by the supplier Any repairs or alterations made by the user to this equipment or equipment malfunctions may give the telecommunications company cause to request the user to disconnect the equipment Declarations of Conformity United States FCC Part 68 Supplier s Declaration of Conformity SDoC Avaya Inc in the United States of America hereby ...

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Page 5: ... 19 Transfer 20 Conference 21 Getting Messages 22 Message 22 The Speed Dial Screen 22 Working in the Speed Dial Screen 24 Managing Your Speed Dial List 25 Quick Access to Speed Dial Entries 25 Editing Speed Dial Entries 25 Entering Characters 26 Dialing Conventions 26 Adding Speed Dial Entries 26 Editing Speed Dial Entries 27 Deleting Speed Dial Entries 29 The Call Log Screens 29 The Call Log Summ...

Page 6: ...creen 43 Selecting Personalized Options 43 Ring Pattern 43 Visual Ring Flash Message Lamp 44 Show Phone Screen 45 Display Contrast 46 Call Log Setup 46 Display Mode Call Center Mode 47 Erase 48 Stay in Speed Dial Screen 49 Self Test 50 Language 51 Using Selected Voice Features 52 Abbreviated Dialing Automatic Dialing AD 52 Call Forwarding All Calls 53 Call Park 53 Call Pickup and Directed Call Pic...

Page 7: ...re button labels choose the language displayed on your 2420 telephone Note Note You can choose to view screen text in English German French Spanish Italian Dutch Portuguese and Japanese a programmable speed dial list that allows you to store up to 104 entries a programmable call log that supports up to 100 entries Each entry includes calling party name and number when available for incoming calls ...

Page 8: ...compatible with the following H top headpieces and equipment Headpieces Starset top H31 Mirage top H41 Mirage top H41N Supra Monaural top H51 Supra Monaural NC top H51N Supra Binaural top H61 Supra Binaural NC top H61N Encore Monaural Voice Tube H91 Encore Monaural NC top H91N Encore Binaural Voice Tube H101 Encore Binaural NC top H101N Tristar Voice Tube top H81 Tristar Noise Canceling top H81N D...

Page 9: ... Optional Devices Optional devices are available to expand the capabilities of the 2420 telephone They include 20A Stand Every 2420 telephone is equipped with a convertible stand that allows you to install the 2420 telephone on your desktop or on a wall You must replace this convertible stand with the 20A stand if you use a 200A or 201A module 200A Module Analog U S Adjunct Interface This module p...

Page 10: ... shock and personal injury See the 2420 Installation and Safety Instructions that were packaged with your telephone 2420 Telephone Components See to Figure 1 to familiarize yourself with your 2420 telephone screen display buttons and programmable features Figure 1 2420 Telephone Components Table 1 describes the 2420 telephone components presented in Figure 1 MESSAGES HOLD TRANSFER CONFERENCE DROP ...

Page 11: ...change according to the screen displayed 9 Headset button Use to activate a headset that is connected to the 2420 telephone The light associated with this button turns on when the headset is active 4 Exit button Returns you to the first page of the Home screen 10 Mute button Turns off the microphone in the handset headset or speaker When the Mute feature is active the associated light turns on and...

Page 12: ...peed Dial Screen on page 22 Create and maintain a Speed Dial List Managing Your Speed Dial List on page 25 Make Speed Dial calls Call Handling Features on page 17 Customize the labels of the call appearance feature buttons Managing Your Call Appearance Feature Button Labels on page 39 Understand the Call Log Summary and Call Detail screens The Call Log Screens on page 29 Change the default Call Lo...

Page 13: ...ppear on page 3 of the Home Screen in Call Center Mode For information about Call Center Mode see Display Mode Call Center Mode on page 47 Your call processing system provides the date and time information This information appears below the call appearance feature button area when the telephone is idle Note Note When the 2420 telephone receives power several minutes might elapse before the time an...

Page 14: ...abel 4 10PM 3 29 02 Directory SendAllCalls Navigating in the Home Screen Pages To Press Move to the previous or next Home screen page or respectively Return to Page 1 of the Home screen at any time Access the Speed Dial screen The SpDial softkey Access the Call Log Summary screen The Log softkey Access the Options screen The Option softkey Access the Label Action screen The Label softkey ...

Page 15: ...all identification information is displayed where the date and time appear when the telephone is idle For example when you dial an extension that number is shown and then replaced by the called party s name and extension The call processing system provides the call identification information that is associated with an extension When you receive a call from another extension the caller s name appea...

Page 16: ... incoming call is waiting to be answered See Tones and Their Meaning on page 60 for information about the corresponding audio alert Active The call you are currently handling On hold A call currently on hold On soft hold A call put on hold during a transfer or conference Feature active Feature on left side of the display currently is active Feature active Feature on right side of the display curre...

Page 17: ...15 for more information To answer an incoming call Perform one of the following If you are not active on another call answer the call using your handset headset or speakerphone See Speakerphone on page 19 for more information about your speakerphone If you are active on a call already place the active call on hold and then answer the incoming call See Hold on page 18 to place a call on hold If the...

Page 18: ... more information Access the Speed Dial List in your personal directory and start a call to a specific entry See Speed Dial on page 18 Speed Dial The Speed Dial feature allows you to have the 2420 telephone automatically dial calls to telephone numbers stored in your personal directory See the procedures in Managing Your Speed Dial List on page 25 to create and maintain your personal 2420 telephon...

Page 19: ...wer a call without lifting the handset or to use the speakerphone with any feature 1 Press 2 Make or answer the call or access the selected feature 3 Adjust speakerphone volume if necessary To raise the volume press the volume control button To lower the volume press the volume control button The display shows the volume level There are eight volume levels If you want to make the speakerphone volu...

Page 20: ... use the handset and the speaker Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number To transfer the current call to another extension 1 While on a call press 2 When you hear dial tone dial the number to which the call is to be transferred 3 Perform one of the following steps To transfer the call without announcing it press again a...

Page 21: ...parties including yourself on a call To add another party to a call 1 Press 2 When you hear dial tone dial the number of the person you want to add to the call 3 Wait for an answer 4 To add the person to the call press again If the called party does not answer or does not want to join the conference press Then you can return to the held call by pressing its call appearance button 5 Repeat Steps 1 ...

Page 22: ...creen Note Note The personal directory containing your speed dial entries of numbers you call frequently is stored in your 2420 telephone The personal directory is separate from the Directory feature which resides on the call processing system The Directory feature allows you to search for the extension of another user in the call processing system directory Your system manager administers the Dir...

Page 23: ... Speed Dial screen you can also add entries delete entries make changes to saved entries in your personal speed dial list See Managing Your Speed Dial List on page 25 for more information Home Lou Jane Mary Jim Patty John Peter Add Edit Delete Done Select name to CALL or Choose action below ...

Page 24: ...e current Home screen The button associated with the entry View the next page of speed dial entries View the previous page of speed dial entries Use the index feature to locate a specific entry quickly Note Note The telephone must be on hook when you use the index feature Press 1 on the dialpad to move directly to the beginning of the speed dial list Press keys 2 through 9 to locate entries that s...

Page 25: ... a specific entry quickly For example press 1 on the dialpad to move directly to the beginning of the list You can use keys 2 through 9 on the dialpad to locate entries that start with the letters that correspond to these keys For example press 3 to locate the first entry that starts with the letter D If no entries begin with the letter D then the first entry that starts with the letter E is selec...

Page 26: ...rs You can enter telephone numbers up to 24 characters long including special characters and spaces You must include the code required to access an outside line for example 9 for external telephone numbers You can use the Pause softkey to insert a 1 5 second pause It is often useful to include a pause or series of pauses in beeper pager numbers to allow a paging system enough time to answer You ca...

Page 27: ...you enter special characters you can use the star key to cycle through the period and star characters You can use the pound key to cycle through the hyphen and pound characters Use to move the cursor to the left without erasing characters Use to move the cursor to the right without erasing characters 4 When you finish entering a name press the feature button to the left of the Number field to adva...

Page 28: ...lete the character to the left of the cursor You can use the Clear feature button to delete all the characters in the field Use to move the cursor to the left without erasing characters Use to move the cursor to the right without erasing characters 5 When you finish editing the name press the feature button to the left of the Number field to advance to that field Otherwise see Step 7 6 Using the d...

Page 29: ... To delete the selected entry press the Yes softkey To return to the Delete screen without deleting the entry press the Cancel softkey To return to page 1 of the Home screen without deleting the entry press 5 Repeat Steps 3 through 4 to delete more entries The Call Log Screens The 2420 telephone can store up to 100 entries in the Call Log By default the 2420 telephone logs all new calls and displa...

Page 30: ...ng the or other abbreviated dialing buttons cannot be logged Each page of the Call Log Summary screen can display four entries You can use and to page through all logged calls See Figure 4 Figure 4 Sample Call Log Summary Screen The Call Log Summary screen contains two sets of softkeys The first set of softkeys allows you to view missed calls answered calls or outgoing calls See Figure 4 The secon...

Page 31: ... that is 100 calls the log automatically deletes the oldest call information to allow for continuous logging without interruption In addition you can delete specific entries from the Call Log Detail screen Note Note Whenever you access the Call Log Summary screen to view the missed call information in the call log the counter resets to 0 To view more information for a specific entry in the log sum...

Page 32: ...ies and Outgoing entries The All softkey Delete all entries in the displayed call log The Delete softkey Use the index feature to locate a specific entry quickly Note Note The telephone must be on hook when you use the index feature Press 0 on the dialpad to move directly to the first call log entry Press 1 to view the page containing the tenth call log entry Press 2 to view the page containing th...

Page 33: ... 35 for more information Figure 6 shows a sample Call Log Detail screen Figure 6 Sample Call Log Detail Screen The number displayed in the upper left corner of the screen indicates the position of this call in the log summary The call type appears in the upper right corner The possible call types are Answered Un answered or Outgoing For answered calls and outgoing calls the duration of the call ap...

Page 34: ...ou use the index feature Press 0 on the dialpad to move directly to the first call log entry Press 1 to view the tenth call log entry Press 2 to view the twentieth call log entry Press 3 to view the thirtieth call log entry Press keys 4 through 9 to view the fortieth through ninetieth call log entry Remove the selected entry The Delete softkey Save the selected entry as a speed dial entry The Save...

Page 35: ...the All softkey 3 Use and to scroll through the Call Log Summary pages 4 To view information about a specific entry press the button that corresponds to the entry The Call Log Detail screen for this entry appears 5 Press to return to the Home screen Making Calls from the Call Log To make a call to an entry in the Call Log 1 From the Home screen press the Log softkey The Call Log Summary screen app...

Page 36: ...e the character to the left of the cursor Use the Clear feature button to delete all the characters in the field If you want to edit the telephone number see the next bulleted item When you finish entering changes press the Save softkey To edit the telephone number to include a code required to access an outside line for example 9 press the feature button to the left of the Number field twice The ...

Page 37: ...and then press the All softkey The entries for the selected call type appear 3 Press the Delete softkey The Confirm Delete All screen appears 4 Press the Erase softkey The entries are deleted from the Call Log The Label Action Screen The Label Action screen which is accessed by pressing the Label softkey at the Home screen allows you to customize the labels for the call appearance feature buttons ...

Page 38: ...creen you cannot use the telephone dialpad for dialing Edit Inspect Restore Done Choose action below Working in the Label Action Screen To Press Change the label of a call appearance feature button The Edit softkey View the system default labels for the call appearance feature buttons The Inspect softkey Delete the customized labels of all the call appearance feature buttons and restore all the sy...

Page 39: ...ce feature button labels 1 From the Home screen press the Label softkey The Label Action screen appears 2 Press the Edit softkey The Label Select screen appears Note Note You can use and to locate the label you want to edit 3 Press the feature button on the 2420 telephone or EU24 Expansion Module if installed that corresponds to the label you want to edit The Label Edit screen appears The New Labe...

Page 40: ...r feature button to delete all the characters in the field Leave this field blank and see Step 5 5 When you finish making changes perform one of the following steps To save your entries and return to the Label Select screen press the Save softkey To return to the Label Select screen without saving your entries press the Cancel softkey To return to page 1 of the Home screen without saving your entr...

Page 41: ...store the system label for one call appearance feature button delete the label for that button See Editing Labels on page 39 To restore the system labels 1 From the Home screen press the Label softkey The Label Action screen appears 2 Press the Restore softkey The Label Restore screen appears 3 Press the Erase softkey The Confirm Erase prompt appears 4 Perform one of the following steps To erase t...

Page 42: ...he Speed Dial screen when you make a call from a speed dial Stay in Speed Dial option self test display mode normal display mode 8 call appearance feature buttons or Call Center mode 12 call appearance feature buttons language English German Deutsch French Français Spanish Español Italian Italiano Dutch Nederlands Portuguese Português or Japanese Katakana From the Options screen you can also erase...

Page 43: ... Options Ring Pattern The Ring Pattern option on the Ring Options screen allows you to choose a personalized ringing pattern for your telephone You can choose from among eight different patterns Note Note If you receive an incoming call while you work in the Ring Pattern option screen the Home screen appears automatically to facilitate call handling To select a personalized ringing pattern 1 From ...

Page 44: ...Home screen without changing the ring pattern press Note Note If you go off hook receive a call or lose power during selection the process is canceled and you must start again Visual Ring Flash Message Lamp The Flash Message Lamp option on the Ring Options screen allows you to choose a visual alert for incoming calls When you enable the Flash Message Lamp option the telephone rings and the lamp ab...

Page 45: ...you receive an incoming call instead of showing the Home screen you must disable this feature By default the Show Phone Screen option is disabled To set the Show Phone Screen option 1 From the Home screen press the Option softkey The Options screen appears 2 Press the Ring Options feature button The Ring Options screen appears 3 Press the Show Phone Screen feature button The underline appears on t...

Page 46: ...the display also shows the contrast level for the EU24 Press the appropriate button to indicate whether you want to adjust the contrast for the telephone or the EU24 4 Perform one of the following steps To return to the Options screen press the Done softkey To return to page 1 of the Home screen press The new contrast level is set Call Log Setup The Log Setup option on the Options screen allows yo...

Page 47: ...to return to the Options screen without saving your entries press the Cancel softkey If you want to return to page 1 of the Home screen without saving your entries press Note Note If you press the Save softkey all entries that do not match the call types you specified are deleted from the call log Display Mode Call Center Mode By default the 2420 telephone displays eight call appearance feature bu...

Page 48: ...pear with shortened labels along the bottom of the screen In Call Center mode the labels for call appearance feature buttons 21 through 24 appear along the bottom of the second screen page These button labels are repeated in order on the third screen page The softkey labels appear at the bottom of the screen Erase The Erase option on the Options screen allows you to erase some or all of your perso...

Page 49: ...o the Options screen without erasing any settings press the Cancel softkey If you want to return to page 1 of the Home screen without erasing any settings press Stay in Speed Dial Screen The Stay in Speed Dial option on the Options screen allows you to set the 2420 to continue to display the Speed Dial screen when you make a call from a speed dial If you make a call from a speed dial when this opt...

Page 50: ... the operation of the 2420 telephone s lamps and display components This screen also provides information regarding the 2420 telephone firmware version link status and module status Note Note While the Test softkey is held down you are unable to make calls and use the dialpad and call handling buttons You can answer calls with the handset To have the 2420 telephone perform a self test 1 From the H...

Page 51: ...Português Japanese Katakana To select a screen display language 1 From the Home screen press the Option softkey The Options screen appears 2 Press the Language feature button The Select Language screen is displayed 3 Press the button next to the language in which you want text displayed The screen text reappears in the language you selected 4 Perform one of the following steps If you want to retur...

Page 52: ... make with the Abbreviated Dialing Automatic Dialing feature are not stored in the Call Log even if you have programmed the 2420 telephone to log outgoing calls To place a call using an Abbreviated Dialing list button or feature access code 1 Press the Abbreviated Dialing list button if administered or Dial the appropriate Abbreviated Dialing List code for List 1 or List 2 or List 3 2 When you hea...

Page 53: ...sion or outside number of your choice 1 Press the button if administered while on hook or off hook or Dial the Call Forward feature access code while off hook Note Note If you have console permission next dial the extension number whose calls are to be forwarded receive dial tone 2 When you hear dial tone dial the extension or number where calls will be sent 3 When you hear confirmation tone hang ...

Page 54: ... you can use the Directed Call Pickup feature you can pick up a call ringing at a specific extension without the extension being a member of your pickup group To answer a call placed to a member of your pickup group when your telephone is idle Press the button if administered or Dial the Call Pickup access code The called telephone stops ringing and you are connected to the ringing call To pick up...

Page 55: ... for confirmation tone before hanging up Message lamp goes on at the called telephone if so equipped Note Note If you hear reorder tone the message is not stored Try again To leave a message without ringing an extension 1 Press the button or Dial the Leave Word Calling access code while off hook 2 When you hear dial tone dial the extension and listen for the confirmation tone Message lamp goes on ...

Page 56: ... The Whisper Page feature allows you if you have appropriate permissions to make an announcement to a person at another extension currently on another call The Whisper Page feature forms a one way speaking path to the destination you call The person at the destination extension can hear you but not speak to you Both people on the other call will hear a beep that indicates an incoming Whisper Page ...

Page 57: ...ich forms a two party speaking path with your telephone The other call at the destination extension is put on hold and that person cannot hear your conversation When the call is complete the person to whom you were speaking can press the call appearance button of the held call To respond to a Whisper Page 1 When you receive a Whisper Page you hear a beep and then you hear the person calling you If...

Page 58: ...if administered The Call Timer measures elapsed time automatically on all calls until you turn off the Call Timer feature 2 When you want to turn off the Call Timer feature press the button again To use the Timer feature to measure elapsed time on an individual telephone call 1 Press the button if administered 2 To stop the timer and clear the display press again The elapsed time appears for three...

Page 59: ...from the dialpad Note Note You can also leave your handset on hook The speakerphone turns on automatically when you press if this system feature is enabled Inspect The Inspect feature shows you call related information for an incoming call when you are already active on a call To use the Inspect feature 1 Press the button if administered 2 Press the call appearance button in question Information a...

Page 60: ...om another extension or from an Automatic Callback call you placed ring ping half ring A call redirected from your telephone to another telephone because Send All Calls or Call Forwarding All Calls is active Feedback Tones Tones Meaning busy A low pitched tone repeated 60 times a minute This tone indicates that the number you dialed is in use call waiting ringback A ringback tone with lower pitche...

Page 61: ...al of the service requested or a failure to dial within a preset interval usually 10 seconds after you lifted the handset or dialed the previous digit recall dial Three short bursts of tone followed by a steady dial tone This tone indicates that the system accepted the feature request You can start to dial reorder A fast busy tone repeated 120 times a minute This tone indicates that all trunks are...

Page 62: ...62 2420 Digital Telephone User s Guide ...

Page 63: ... identification displays 15 Call Log saving entries 36 setting up 46 viewing 35 Call Log Detail screen 33 34 Call Log feature 35 Call Log screens 29 Call Log Summary screen 30 32 Call Park 53 Call Pickup 54 Call softkey 35 Call Timer 58 call type 33 calls answering 17 conferencing 21 holding 18 making 18 redialing 19 speakerphone 19 Speed Dial 18 transferring 20 Case softkey 28 40 checklist 12 Con...

Page 64: ...ng 32 34 O Option softkey 42 46 optional devices supported 9 options 43 Call Center Mode 47 Call Log setup 46 display contrast 46 Display Mode 47 Erase 48 Erase All 48 Flash Message Lamp 44 Language 51 ring pattern 43 Self Test 50 Show Phone Screen 45 Stay in Speed Dial 49 Visual Ring 44 Options screen 42 navigating 43 overview 7 P personal directory 22 26 personal directory calls 18 personalized ...

Page 65: ...16 Stay in Speed Dial option 49 Stay in Speed Dial Screen 49 T Test softkey 50 Timer 58 tones feedback 60 Transfer feature 20 trunk identifier 15 U user checklist 12 V Visual Ring feature button 44 45 Visual Ring option 44 voice features Abbreviated Dialing 52 Call Park 53 Call Pickup 54 Leave Word Calling 55 Send All Calls 56 Whisper Page 57 volume control buttons 11 W Whisper Page 57 ...

Page 66: ...66 2420 Digital Telephone User s Guide Index ...

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