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2420 and 5420 User Guide

Page 27

IP Office 3.2

[15-601077] Issue [7] (5 June 2006)

Function Keys

Overview of the Function Keys

Both

,

function keys and

softkeys can be used to access a range of system features. The

display adjacent to the key shows the feature name.

Some of these features are default features supported by the phones (e.g. SpDial, Log, Option and
Label on the softkeys) and are always available. Others are system features that can only be
programmed by the system administrator for function keys.

In addition, there are a number of system features that you can always access yourself by the use of
short codes. Refer to System Features Introduction for details of system features that you can always
access yourself by dialling short codes, e.g. to listen to your voicemail messages, dial *17.

The main screen has three pages. This means that the eight

and

function keys on each page

could be used for up to 24 features. However, it is strongly recommended that all three call
appearance keys remain at their default settings. Hence, there are 21 soft function keys that can be
allocated to system features.

To move between pages, press and .

In the following example:



The first three keys have been set as call appearance lines.



Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions.



Key 6 has been set to monitor system park slot 1. The indicates a call is currently parked in slot
1.



Key 7 has been set to the SAC (Send All Calls) function.



Key 8 has been set to VMOn, a function which toggle use of the voicemail mailbox as on/off. The

indicates that this function is currently on.



To display the other two pages of programmed functions set for this phone, press either or .

Changing the labels of the function keys:

You can personalize the function key labels. For example, you can change SAC to Send All for instance.
See Changing Function Key Labels.

Programming your own features:

If the phone has been setup with either or both the Admin and Admin1 features assigned to display keys,
you can select and program your own feature choices against other keys. See Function Key
Programming.

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Summary of Contents for IP OFFICE 3.2 2420

Page 1: ...IP Office 3 2 2420 and 5420 User Guide 15 601077 Issue 7 5 June 2006 ...

Page 2: ...ne Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose ...

Page 3: ...Dial 15 Editing a Speed Dial 16 Converting a Call Log Entry to a Speed Dial 16 Using the Call Log 17 Overview of the Call Log 17 Using The Call Log 19 Setting Which Calls are Logged 19 Viewing the Call Log 20 Making Calls from the Call Log 20 Saving a Call Log Entry to Your Speed Dial List 21 Deleting a Call Log Entry 21 Erasing All Logged Calls 21 Changing Options 22 Changing Ringer Options 22 Ad...

Page 4: ...ssue 7 5 June 2006 System Features 33 System Features 33 Making Calls 33 Answering Calls 34 Call Forwarding 34 Diverting Calls 35 Do Not Disturb 35 Voicemail 36 Default Feature Codes 37 EU24 Expansion Module 38 EU24 Overview 38 Connection 39 Using the EU24 Expansion Module 39 Index 41 ...

Page 5: ... functionality refer to the relevant Quick Reference Guide for your IP Office phone Further information about IP Office is available from www avaya com support and also from www avaya com ipoffice knowledgebase Overview This guide covers the use of the 2420 and 5420 phones on IP Office Both phones are similar however the 5420 is only supported on the IP Office whereas the 2420 is supported on a ra...

Page 6: ...nsfer Transfers a call to another phone Conference Sets up conference calls with more than one other person Drop Drops the current call or if on a conference call drops the last person to join the conference Redial Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu 6 Dial Pad Standard 12 button pad for dialling phone ...

Page 7: ...earance key to make and receive calls Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague For details of Bridged Line and Call Coverage Appearance keys set up and their operation refer the IP Office Key and Lamp Oper...

Page 8: ...rticular button Incoming Call A symbol next to a call appearance key indicates an incoming call Connected A symbol next to a call appearance key indicates that it is the currently connected call The caller s phone number if available is also shown To put the call on hold press Hold An H is displayed On Hold A symbol next to a call appearance key indicates a call on hold To take the call off hold a...

Page 9: ...l History The phone can store and display recent calls DISC Disconnected To end the call press Speaker CONN Connected You are on a call CONF Conference Call You are part of a conference call displayed on the left hand side of the display See Conference Calls Indicates that the displayed item is the currently selected item Note The items displayed by your IP phone may differ slightly from the items...

Page 10: ...ll using your handset headset or speakerphone see Speakerphone or If you are active on a call already place the active call on hold see Hold and then answer the incoming call or If the call appearance for the ringing call is not displayed on the current screen page press Exit to return to the first page of the Home screen When you locate the call appearance for the ringing call press the correspon...

Page 11: ...is not answered press Speaker or Drop or When the call is answered either speak or pick up the handset and speak to the called party To automatically make a call Do any of the following To have the phone dial the last number that you dialed press Redial and then press the function key associated with the call See Redial or Access the Call Log and initiate a call to a specific entry See Making Call...

Page 12: ... To clear a headset call Press Drop To manually make a call Dial the number Remember to include the required access code for example 9 for an outside line and listen to the progress of the call To automatically make a call Do any of the following Press Redial and then press to have the phone dial the last number that you dialed See Redial or Access the Call Log and initiate a call to a specific en...

Page 13: ... levels are displayed To change from the speakerphone to the handset or headset if fitted Pick up the handset or press Headset and talk To change from the handset to the speakerphone Press Speaker and hang up the handset To end a speakerphone call Press Speaker again Speed Dial The Speed Dial feature enables you to automatically dial calls to phone numbers stored in your personal directory maximum...

Page 14: ...rom hearing you 1 Press Mute The indicator next to the Mute button lights when Mute is active 2 To reinstate two way conversation press Mute again Hold If with a call in progress a second call arrives and is shown against a call appearance key you can hold the first call and answer the second call To put an existing call on hold 1 Press Hold 2 Answer the second call by pressing the call appearance...

Page 15: ...before transferring it wait for the called party to answer If the called party is willing to accept the call press Transfer again to complete the transfer or If the called party does not wish to accept the call press Drop To return to the held call press adjacent to it or If the line is busy or if there is no answer press Drop To return to the held call press adjacent to it To transfer a new call ...

Page 16: ...eps 1 through 4 for additional conference connections To add a held call s to an active call Press Conference All held calls are added to the conference Notes To leave a conference call hang up To display and then select which conference participants to drop from the conference press Drop Message Message is used to access the voicemail system if installed Once pressed the prompts given will depend...

Page 17: ...ve between pages press and Press the appropriate letter key to move direct to the first page with a matching name To call the number press or next to an entry To perform other actions press To access the details of a particular speed dial press the soft key and select the name from the directory Note Speed dials can be used for any numbers that can be manually dialed from the extension Where a dia...

Page 18: ...ke a mistake press Backspace to delete the character to the left of the cursor If you have made a mistake in the middle of a character string and do not wish to backspace and re enter all the characters press to step back to one character before the point where you wish to edit Either insert the new character or press Backspace to delete the character to the left of the cursor Press once enters a ...

Page 19: ...hing entry 3 When the required entry is displayed press the adjacent or Deleting a Speed Dial To delete a speed dial 1 Press SpDial If SpDial is not shown and to exit the current screen press Exit 2 Press Delete 3 Select the speed dial entry you want to delete To display different pages of speed dials press and or Key the first letter of the required name to jump to the page with a matching entry ...

Page 20: ...ng entry 4 When the required entry is displayed press the adjacent or 5 Edit the speed dial using the same methods as for adding a new speed dial See Adding a New Speed Dial 6 After saving or canceling any changes you will be returned to the speed dial selection list Select another speed dial to edit or to return to the speed dial list press Done Converting a Call Log Entry to a Speed Dial You can...

Page 21: ...cluded in the log You can also use call log entries to make return calls or convert the entry into a speed dial for future use WARNING Calls that are made using pin codes and other information will appear in the call log Either Logging of outgoing calls should be switched off or those call logs removed manually See Setting Which Calls are Logged Notes Only outgoing calls made using the dial pad or...

Page 22: ...arty is shown if available The number of the called or calling party is shown To display further pages of entries press and To display further details of a particular call press or next to a log entry The number of the log entry The type of log entry i e Answered Un answered or Outgoing The name of the called or calling party is shown if available The number of the called or calling party is shown...

Page 23: ... Exit to exit the current screen 2 Press Log Setup A menu showing Answered Un Answered and Outgoing with their current settings is displayed 3 To toggle a particular setting between Yes or No press next to it Alternatively To underline a call type s current setting press next to it To change the value of the currently underlined setting press Yes No 4 Do one of the following To save the settings a...

Page 24: ...d return to the call handling screen press Exit To view the details of a particular log entry press or next to the entry 4 To return to the previous screen press Done Making Calls from the Call Log To make a call from the call log 1 Press Log If Log is not shown press any 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to dis...

Page 25: ... Missed calls are displayed first You can select from InAns or Outgo Alternatively To display all three options press More and then select All To return to Missed or InAns or Outg press Back and make your selection 3 To display different pages of log entries press and 4 When you locate the entry you want to call press or next to the entry 5 Press Delete The entry is deleted from the Call Log and t...

Page 26: ...dial pad key between 1 and 8 You will hear the selected ringing pattern 4 To hear the ringing pattern again press Play or re press the dial pad key When you have selected a ringing pattern press Save You will hear a confirmation tone and be returned to the options menu If you want to return to the options menu without changing the ring pattern press Cancel Note If you receive a call while selectin...

Page 27: ... the contrast is set as required either To return to the options menu press Done or To return to the call handling screen press Exit Call Log Setup Through the Option menu you can specify which types of calls should be included in the phone s call log See Setting Which Calls are Logged Miscellaneous The Miscellaneous option only contains one menu item Stay in Speed Dial If Stay in Speed Dial is se...

Page 28: ...s The Erase All option allows you to reset all personalized settings entered through the phone s Option menus except contrast level This option also deletes all entries in the phones Call Log and Speed Dial lists To erase all settings 1 To exit any other mode press Exit and then press Erase 2 To select de select an item for erasure press next to an item A is shown next to selected items The items ...

Page 29: ...oes not alter your user language setting on the phone system To select a language 1 To exit any other mode press Exit and then press Option 2 Press Language A menu listing the available languages appears with the current language underlined 3 Press or next to the language required The screen text changes to the language selected 4 Do one of the following To save the settings and return to the opti...

Page 30: ... menu listing the current handset headset and speaker AGC options is displayed 3 To toggle a particular setting between Yes and No press next to it Alternatively To underline a call type s current setting press next to it To change the value of the currently underlined setting press Yes No 4 Do one of the following To save the settings and return to the options menu press Save You will hear a conf...

Page 31: ...mmended that all three call appearance keys remain at their default settings Hence there are 21 soft function keys that can be allocated to system features To move between pages press and In the following example The first three keys have been set as call appearance lines Keys 4 and 5 have been set to access the Admin and Admin1 programmable functions Key 6 has been set to monitor system park slot...

Page 32: ...peated against on the first two screen pages The keys for SpDial Log and Option are only shown on the third screen page To change the Display Mode 1 Press Option If Option is not shown press Exit to exit the current screen 2 Press Display Mode A menu showing the current setting appears 3 To change the current setting either press next to the setting or press Yes No 4 Do one of the following To sav...

Page 33: ...ggles Data Acct Account Code Entry No Optional AD Abbreviated Dial No Yes Admin Self Administer No No AutCB Automatic Callback Yes No CFrwd Call Forwarding All Yes Optional CPark Call Park Yes Optional CPkUp Call Pickup No No Dir Directory No No DPkUp Directed Call Pickup No Yes Drop Drop No No GrpPg Group Paging No Yes HdSet Headset Toggle Yes No HfAns Internal Auto Answer Yes No HGNS Set Hunt Gr...

Page 34: ... Group No Yes Number Dial No Yes Flash Hook Flash No No Shorthand Programming Mode 1 Press Admin or Admin 1 See Function Key Programming 2 The Admin or Admin1 menu is displayed similar to the following Admin Pages With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl Se...

Page 35: ...function just programmed press Delet Longhand Programming 1 Press Admin See Display Key Programming 2 To switch to longhand programming mode press Expl 3 Press Next until the required function required is shown then press Selct 4 If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad The upper part of the display reverts ...

Page 36: ...racter If the next character you want to enter is on the same key just used press to move the cursor right and then enter the character Press once enters a period Pressing it twice enters a asterix Press once enters a dash Pressing it twice enters a hash By default the first letter entered and the first letter after any space are entered in upper case whilst all other character are entered in lowe...

Page 37: ...ee under a dial pad digit you can When you call an extension that does not answer or is busy press RBak to set a callback on that extension When the extension you called becomes free your phone will ring a burst of three rings Lift the handset and the extension is called automatically When the extension you called is free your phone will ring a burst of three rings Lift the handset and the extensi...

Page 38: ...than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect Call Forwarding Your calls can be forwarded to another extension or an external number when You are away from your desk on no answer or Your extension is busy on all call appearance keys or You are away from the office e g when you are on holiday...

Page 39: ...rily using 13 N to re direct the calls back to your own extension before you return to it To divert calls at your own extension dial 14 N from your own extension 14 to cancel either feature from your own extension Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list To switch Do Not Disturb on with or without exceptions dial 08 An N...

Page 40: ...Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro You can collect your voicemail from another extension by using the...

Page 41: ...ut 05 Forward On No Answer On 37 N Park Call 06 Forward On No Answer Off 38 N Ride Call 07 N Forward to Number 39 Relay On 08 Do Not Disturb On 40 Relay Off 09 Do Not Disturb Off 41 Relay Pulse 10 N Do Not Disturb Exception Add 42 Relay On 11 N Do Not Disturb Exception Delete 43 Relay Off 12 N Follow Me Here 44 Relay Pulse 13 N Follow Me Here Cancel 45 N Call Steal 14 N Follow Me To 46 Call Steal ...

Page 42: ...dule has 24 buttons arranged in two columns Depending on how they have been programmed by your system administrator these buttons can be used for call appearances or features You can adjust the viewing angle of the EU24 display to match that of your phone The following figure shows a top view of the EU24 the left hand column is displayed 1 Call Appearance Feature Button 2 Feature Active icon for f...

Page 43: ...eft column the icons for the right column are displayed to the right of the dotted line To view the column not currently displayed press the Alternate Display button Selecting a Call Appearance Feature Key To select an available call appearance or feature press the button next to the label in the column currently displayed If the call appearance or feature is not currently displayed press the Alte...

Page 44: ......

Page 45: ...des 37 deleting call log entry 21 speed dial 15 dialing a speed dial 15 display 5 display contrast 23 display mode 28 diverting calls 35 do not disturb 35 37 E erasing logged calls 21 settings 24 EU24 38 39 expansion module 38 39 external calls 33 F follow me 37 forwarding calls 34 37 function keys 27 29 32 H headset 8 hold 10 hunt group 37 I icons 4 incoming call 6 8 internal calls 33 L language ...

Page 46: ...ted to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance...

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