Avaya IP Office 5420 + EU24 User Manual Download

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Page ii - Contents

IP Office 5420 + EU24 User’s Guide

40DHB0002UKEG – Issue 4 (9th February 2004)

The 5420 Telephone ............................................................................. 6

Overview of the 5420 ................................................................................................................... 6

Call Appearance Keys.................................................................................................................. 7

System Features ................................................................................................................................. 8

Call Appearance/Function Key Icons .................................................................................................. 8

Basic Call Handling Features .............................................................. 9

Answer a Call............................................................................................................................... 9

Making a Call ............................................................................................................................... 9

Clearing a Call ............................................................................................................................. 9

Headset Working ....................................................................................................................... 10

Speakerphone............................................................................................................................ 10

Speed Dial ................................................................................................................................. 11

Redial......................................................................................................................................... 11

Mute........................................................................................................................................... 11

Hold............................................................................................................................................ 11

Transfer...................................................................................................................................... 12

Conference ................................................................................................................................ 12

Message .................................................................................................................................... 12

Speed Dials.......................................................................................... 13

Overview of Speed Dials............................................................................................................ 13

Using Speed Dials ..................................................................................................................... 14

Dialing a Speed Dial Number ............................................................................................................ 14

Deleting a Speed Dial........................................................................................................................ 14

Editing a Speed Dial .......................................................................................................................... 14

Converting a Call Log Entry to a Speed Dial ..................................................................................... 14

Adding a New Speed Dial.................................................................................................................. 15

Using the Call Log .............................................................................. 16

Overview of the Call Log ............................................................................................................ 16

Using the Call Log...................................................................................................................... 17

Viewing the Call Log.......................................................................................................................... 17

Making Calls from the Call Log.......................................................................................................... 17

Saving a Call Log Entry to Your Speed Dial List ............................................................................... 17

Deleting a Call Log Entry................................................................................................................... 18

Erasing All Logged Calls ................................................................................................................... 18

Setting Which Calls are Logged ........................................................................................................ 18

Changing the 5420 Options ............................................................... 19

Overview of 5420 Options.......................................................................................................... 19

Selecting Personalized Options ................................................................................................. 20

Ring Options...................................................................................................................................... 20

Adjusting the Display Contrast........................................................................................................... 20

Call Log Setup ................................................................................................................................... 21

Miscellaneous.................................................................................................................................... 21

Using Self Test .................................................................................................................................. 21

Selecting the Display Mode ............................................................................................................... 21

Default Phone/Erase All Settings....................................................................................................... 21

Language........................................................................................................................................... 22

Changing Function Key Labels.......................................................................................................... 22

Automatic Gain Control (AGC) .......................................................................................................... 22

Function Keys ..................................................................................... 23

Overview of the Function Keys .................................................................................................. 23

Contents

Summary of Contents for IP Office 5420 + EU24

Page 1: ...IP Office 5420 EU24 User s Guide 40DHB0002UKEG Issue 4 9th February 2004 ...

Page 2: ...Speed Dial 14 Converting a Call Log Entry to a Speed Dial 14 Adding a New Speed Dial 15 Using the Call Log 16 Overview of the Call Log 16 Using the Call Log 17 Viewing the Call Log 17 Making Calls from the Call Log 17 Saving a Call Log Entry to Your Speed Dial List 17 Deleting a Call Log Entry 18 Erasing All Logged Calls 18 Setting Which Calls are Logged 18 Changing the 5420 Options 19 Overview of...

Page 3: ...eption Add 34 DNDX Do Not Disturb Exception Delete 34 DPkUp Directed Call Pickup 35 Drop Drop 35 DTone Secondary Dial Tone 35 Emrgy Dial Emergency 35 Flash Flash Hook 35 FolTo Follow Me To 36 FwBNo Forward On Busy Number 36 FwBOn Forward On Busy On 36 FwBOf Forward On Busy Off 36 FwdH Forward Hunt Group Calls On 37 FwdH Forward Hunt Group Calls Off 37 FwdNo Forward Number 37 FwdOf Cancel All Forwa...

Page 4: ...ncel Ringback When Free 47 RBSeq Set Ringback Sequence 47 Recor Call Record 47 Relay Relay Pulse 47 Rely Relay On 47 Rely Relay Off 48 Resum Resume Call 48 Rtriv Retrieve Call 48 Ride Ride Call 48 RngOf Ringer Off 49 SAC Send All Calls 49 Spres AD Suppress 49 Steal Call Steal 50 SusCW Suspend CW 50 Suspe Suspend Call 50 Timer Timer 51 TmDay Time of Day 51 Toggl Toggle Calls 51 VMRB Voicemail Ringb...

Page 5: ...Page v IP Office 5420 EU24 User s Guide Contents Page v 40DHB0002UKEG Issue 4 9th February 2004 Selecting a Call Appearance Feature Button 57 Understanding Call Appearance Feature Button Status Icons 57 Index 58 ...

Page 6: ...Appearance Keys on page 7 and Function Keys on page 23 2 Message lamp Lit when the user has voicemail messages Can also be set to flash when the phone is ringing 3 Previous Next Page Move through the different pages of the call handling speed dials and call log screens Also used to move the cursor during data entry 4 Messages Access the user s mailbox 5 Call Handling Buttons See Basic Call Handlin...

Page 7: ...you can pick up make and receive calls on behalf of your colleague A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance 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 d...

Page 8: ...ourself by dialing short codes e g 17 to listen to your VoiceMail messages Call Appearance Function Key Icons The icons displayed against the Call Appearance Feature Keys allow you to determine the status for example on Hold of each call Icons also indicate whether a feature has been activated for a particular button Incoming Call A symbol next to a call appearance key indicates an incoming call P...

Page 9: ...manually make a call 1 Dial the required number on the key pad remember to include the required access code for example 9 for an outside line and listen to the progress of the call 2 Adjust speakerphone volume as necessary To change the volume use the and buttons The display shows the volume level There are eight volume levels 3 If the call is not answered you can clear the call by pressing Speake...

Page 10: ...ll to a specific entry See Using the Call Log on page 17 or Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Speed Dials on page 13 When the call is answered speak to the called party Speakerphone The two way built in speakerphone allows you to make and answer calls without lifting your handset Keep in mind that two way speakerphones may not operate...

Page 11: ...ed the required number press the associated key Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you This feature is most commonly used in conjunction with the Speakerphone but can be used to hold an off line conversation at any time during a call Preventing the other person on the line from hearing you 1 Press Mute The other party cannot hear ...

Page 12: ...er a new call to a held call using Conference 1 With a call in progress and you wish to make an enquiry call or another call arrives press Hold Make or answer the second call The second call requires to be transferred to the first held call 2 To transfer the new call to the held call press Conference and then Drop The transfer is complete Conference The Conference feature allows you to conference ...

Page 13: ...eed dial list is sorted alphabetically Press and to move between pages or key the first letter of the required name to jump to the page with a matching entry Press the or next to an entry to call the associated number Use the key options to perform other actions Pressing Add or Edit gives access to the details of a particular speed dial Note Speed dials can be used for any numbers that can be manu...

Page 14: ...isplayed press the adjacent or key A request for confirmation will appear 5 Press Yes to delete the entry or Cancel to exit without deleting 6 Select another entry to delete or press Done to return to the speed dial list Editing a Speed Dial 1 Press SpDial If SpDial is not shown press to exit the current screen 2 Press Edit 3 Select the speed dial entry you want to edit Press either the or key to ...

Page 15: ...o 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 use the key 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 Pressing the key once enters a period or twi...

Page 16: ... the 5420 is disconnected from the IP Office When Log is pressed a screen similar to the following is displayed Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options Logged calls are shown with the most recent first The name of the called or calling party is shown if available The number of the called or calling par...

Page 17: ...s screen Making Calls from the Call Log 1 Press Log If Log is not shown press any Soft Key 2 At default Missed calls are displayed first You can select from InAns or Outgo Alternatively press More and select All to display all three options To return to Missed or InAns or Outg press Back and make your selection 3 Press and to display different pages of log entries 4 When you locate the entry you w...

Page 18: ...phone personalization options See Default Phone Erase All Settings on page 21 1 Press Log followed by More 2 Press Delete You are presented with a message asking you to confirm that you want to delete all entries 3 Press Erase to remove all logged entries Setting Which Calls are Logged Caution If you change these settings any call details already in the call log that no longer match the selection ...

Page 19: ...ur 5420 Toggles the message lamp on off to show when you have an incoming call Toggles the Show Phone Screen option on or off See Ring Options on page 20 Contrast Adjust the display contrast See Adjusting the Display Contrast on page 20 Log Setup Configure which calls appear in the call log See Setting Which Calls are Logged on page 18 Miscellaneous Enables you to select to remain in your Speed Di...

Page 20: ...ear the selected ringing pattern 4 To hear the ringing pattern again press Play or repress 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 To set the Flash Message Lamp 1 Press Option 2 Press Ring Options and set Flash M...

Page 21: ...r If not the telephone s software needs to be upgraded Consult your system Administrator 5 Press and hold the Test key The screen lines should all go black and all the phone lamps should come on If they do not consult your system Administrator 6 Release the Test key and do one of the following To return to the options menu press Done To return to the call handling screen press Exit Selecting the D...

Page 22: ...ress Cancel To return to the call handling screen without saving any changes press Changing Function Key Labels This function is currently not supported on IP Office Automatic Gain Control AGC Automatic Gain Control AGC raises the volume when a caller is speaking quietly and lowers the volume when the caller is loud The 5420 supports AGC for both the handset and the headset if connected Note If th...

Page 23: ...ce there are 21 soft Function Keys that can be allocated to system features To move between pages use the and keys In the following example The first three keys have been set default setting as call appearance lines See Call Appearance Keys on page 7 Key 4 has been set to access the Admin programmable functions See Function Key Programming on page 25 Key 5 has been set to monitor system park slot ...

Page 24: ...of the and key features are repeated against the keys 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 to exit the current screen 2 Press Display Mode A menu showing the current setting appears 3 To change the current setting either press the key next to the setting or pre...

Page 25: ...ated 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 Group Night Service Yes Yes Park Call Park to Other Extensi...

Page 26: ...tered is shown at the bottom of the display Enter the data using the normal telephone keypad 6 The upper part of the display reverts to showing the functions currently assigned to each and key 7 Select the display key against which to program the new function by pressing that or key CAUTION Do not select the slot used for the Admin function Replacing this function will lock the phone for further p...

Page 27: ...he pages of display keys 7 Select the display key against which to program the new feature by pressing that or key CAUTION Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the telephone system by your System Administrator 8 If the display slot is not already used the display shows BUTTON PROGRAMMED Press EXIT...

Page 28: ...on page 46 Group Answer or clear calls ringing a specific group This function requires entry of the group number allocated by your System Administrator When programmed the group name is then displayed next to the key This function can be programmed through the phone by the user using an Admin 1 key and the group number A appears against the group when calls to that group are ringing Pressing displ...

Page 29: ...RENTER ACCOUNT is displayed An Acct key can be pressed before or during a call User Digital Telephony Emulation Account Code Entry AD Abbreviated Dial Dial the displayed number This function requires entry of a number to dial when programmed The AD key displays that number This function can be programmed through the phone by the user The number does not have to be a complete number the user can di...

Page 30: ... Emulation Automatic Callback See also RBak Cancel Ringback When Free on page 47 RBak Ringback When Free on page 46 Busy Busy Sets the extension as being busy This feature is not applicable when working with multiple Call Appearance lines as all the call appearance lines must be in use before this function becomes active This function does not require any data entered when programmed This function...

Page 31: ...On on page 37 ClrCW Clear CW Clears the current connected call and connects any waiting call This feature is not applicable when working with multiple Call Appearance lines This function does not require any data entered when programmed This function cannot be programmed through the phone by the user Pressing ClrCW disconnects the extension s current call and connects any waiting call User Digital...

Page 32: ...here a parked call will recall to the parking extension after a set time User Digital Telephony Emulation Call Park See also Park Park on page 44 Park Call Park to Other Extension on page 44 Ride Ride Call on page 48 CPkUp Call Pickup Answer a call ringing elsewhere on the telephone system This function does not require any data entered when programmed This function can be programmed through the p...

Page 33: ... Suspend See also Resum Resume Call on page 48 DCW Dial CW Allows the user to force another extension to have call waiting mode on for the duration of a call attempt This function is not supported in the USA This function requires the target extension number to be entered when programmed That number is then shown next to DCW This function cannot be programmed through the phone by the user Normally...

Page 34: ...med This function cannot be programmed through the phone by the user Pressing DNDOf switches the extension s do not disturb state off User Digital Telephony Advanced Do Not Disturb Do Not Disturb Off DNDX Do Not Disturb Exception Add Adds the specified number to the extension s do not disturb exception list This function requires entry of the calling number when programmed That number is then show...

Page 35: ...gh the phone by the user using an Admin key For a call in progress pressing Drop disconnects the caller When drop is used silence is returned to the user rather than dial tone This is intended operation reflecting that Drop is mainly used by call center headset users User Digital Telephony Emulation Drop DTone Secondary Dial Tone Return secondary dial tone to the user This function is currently no...

Page 36: ...ey pressed User Digital Telephony Advanced Forward Forward On Busy Number See also FwBOn Forward On Busy On on page 36 FwNOn Forward On No Answer On on page 38 FwBOn Forward On Busy On Switches the extension to forward on busy on Note When Call Appearance keys have been allocated all the call appearance lines must be in use before this function becomes active This function does not required any da...

Page 37: ...tion cannot be programmed through the phone by the user Pressing FwdH switches the extension s use of forward hunt group calls off Can also be used in conjunction with FwdH Forward Hunt Group Calls On on page 37 User Digital Telephony Advanced Forward Forward Hunt Group Calls Off FwdNo Forward Number Sets the extension s forwarding number for use when forwarding all calls This feature requires the...

Page 38: ...ve been allocated all the call appearance lines must be in use before this function becomes active This function does not required any data to be entered when programmed This function cannot be programmed through the phone by the user Pressing FwUOn toggles the extension s forward on busy state When on FwUOn is shown with a symbol and the display includes a D When on calls are forwarded to the ext...

Page 39: ...rogrammed through the phone by the user Pressing Here cancels the use of follow me at the target extension User Digital Telephony Advanced Follow Me Follow Me Here Cancel Here Follow Me Here Forwards calls to the target extension to this extension This function requires the original target extension to be entered when programmed The extension number is then shown next to Here This function cannot ...

Page 40: ... the Hunt Group Out of Service This function can be programmed with or without a target group number This function cannot be programmed through the phone by the user If programmed without a group number pressing HGDis disables all the extension s group memberships If programmed with a group number pressing HGDis disables just the extension s membership of that group User Digital Telephony Advanced...

Page 41: ... external call on hold at the central office This function is not supported in the USA If no exchange slot number is specified when the function is programmed exchange slot 0 is used This function cannot be programmed through the phone by the user Pressing Hold is only supported if the exchange provides a Q 931 hold facility It is not the same as local hold provided by the telephone system User Di...

Page 42: ...able to intrude Additionally none of the other extensions involved in the call can have Cannot be intruded on status User Digital Telephony Advanced Call Call Intrude Listn Call Listen Allow the extension to listen to groups calls to the target extension The call parties cannot hear the listening extension This function requires entry of the target extension number when programmed This function ca...

Page 43: ...extension s no answer time after which ringing calls are forwarded or go to voicemail This function requires the time in seconds to be entered when programmed The value is shown next to NATim This function cannot be programmed through the phone by the user Pressing NATim sets the extension s busy wrap up time to the indicated number of seconds This time is used to set a delay between ending one ca...

Page 44: ...ber After answering a call pressing Park parks the call against that extension If programmed without a number after pressing Park the target for the parked call must be entered The parked call is assigned a number based on the parking extensions number For example extension 290 s first parked call is numbered 2900 it s next 2901 if 2900 is still parked and so on If not retrieved elsewhere a parked...

Page 45: ...g call to a group of which the extension is a member This function does not require any data entered when programmed This function cannot be programmed through the phone by the user Pressing PickG answers any call currently ringing a group of which the extension is a member User Digital Telephony Advanced Call Call Pick Up Group See also CPkUp Call Pickup on page 32 DPkUp Directed Call Pickup on p...

Page 46: ...multiple Call Appearance lines This function requires entry of a target extension number when programmed This function cannot be programmed through the phone by the user During a call pressing Queue places that call in the target extensions call queue If the target extension is free it rings immediately If the target extension is busy it rings when it becomes free again User Digital Telephony Adva...

Page 47: ...e phone by the user When Recor is pressed the target extensions current call is recorded into their voicemail mailbox Note This function requires Voicemail Pro to be installed If advice of call recording is enabled the call parties will hear a warning before the recording takes place In some locations it may be a legal requirement to advise callers that a call is being recorded User Digital Teleph...

Page 48: ... page 50 Suspe Suspend Call on page 50 Rtriv Retrieve Call Retrieve a call previously held into a specified ISDN central office slot and is only supported if the central office provides a Q 931 hold facility This function is not supported in the USA This function requires the central office slot number to be specified when programmed The slot number is then shown next to Rtriv This function cannot...

Page 49: ...he SAC key switches do not disturb on off When on SAC is shown with a symbol and the display includes an N No calls When SAC is on callers receive busy tone or are diverted to voicemail For each user the System Administrator can set which numbers can still call when SAC is on If the extension user has Phone Manager they can set those numbers themselves With a call already connected and another cal...

Page 50: ...so have Can Intrude set User Digital Telephony Advanced Call Call Steal SusCW Suspend CW Suspend the current external call at the exchange and answer the waiting call This feature is not supported in the USA If no exchange slot number is specified when the function is programmed exchange slot 0 is used This function cannot be programmed through the phone by the user Pressing SusCW is only supporte...

Page 51: ...h each of the extension user s current held calls This function does not require any data entered when programmed This function cannot be programmed through the phone by the user Pressing Toggl puts the user s current call on hold and connects a previously held call User Digital Telephony Advanced Call Toggle Calls VMRB Voicemail Ringback Off Switches voicemail ringback for the extension off This ...

Page 52: ...tion for the extension off User Digital Telephony Advanced Voicemail Voicemail Off VMOn Voicemail On Enables disables access to the user s voicemail box This function does not require any data entered when programmed This function cannot be programmed through the phone by the user The VMOn key toggles voicemail operation for the extension on off When voicemail is on VMOn is shown with a symbol Use...

Page 53: ...ree rings 5 Lift the handset and the extension is called automatically External calls To make an external call either dial the number prefixed by the access code if required or use a speed dial code contact your system manager for a list of your speed codes If you hear busy tone while dialing then the call may be barred Your system manager can bar certain calls such as those to premium rate number...

Page 54: ...rwarded dial 07 201 forwarding to 201 in this example To forward Hunt Group Calls On Off use 50 and 51 respectively Diverting Calls You can divert your calls to another extension Note If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number At another extension 12 N from the extension you are temporarily using where N is your extensio...

Page 55: ...ail are integrated Default Feature Codes The following are the normal default feature codes available to all users Your System Administrator may change these and or add additional codes for other features and for speed dials The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwardi...

Page 56: ... 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 5420 telephone The following figure shows a top view of the EU24 the left hand column is displayed Key 1 Call Appearance Feature Button 2 Feature Active icon for feature in right column 3 Alternate Display Button 4 Feature Active icon for feature in l...

Page 57: ...olumn not currently displayed press the Alternate Display button Selecting a Call Appearance Feature Button 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 use the Alternate Display key to access the additional 12 call appearance feature button labels Understanding Ca...

Page 58: ...sion 44 Dial Tone 35 Dir 33 Dirct 34 Directed Call Pickup 35 Directory 33 Display Key Dial 28 Group 28 User 28 DNDOf 34 DNDOn 34 DNDX 34 DNDX 34 Do Not Disturb Exception Add 34 Exception Delete 34 Off 34 On 34 DpkUp 35 Drop 28 DTone 35 Emergency Dial 35 Emrgy 35 Extn Login 42 43 47 Logout 43 Flash 35 Follow Me Here 39 Here Cancel 39 To 36 To Number 39 FolTo 36 Forward All 31 Cancel All 37 Forward ...

Page 59: ... 47 Pulse 47 Rely 48 Rely 47 Resum 48 Resume Call 48 Retrieve Call 48 Ride 48 Ringback Cancel 47 Sequence 47 When Free 46 Ringback Off 51 Ringback On 51 Ringer Off 49 RngOf 49 Rtriv 48 SAC 49 Secondary Dial Tone 35 Self Administer 29 Send All Calls 49 Sequence Outside Call 43 Ringback 47 Set Absent Text 29 Hunt Group Night Service 40 Hunt Group Out of Service 41 Inside Call Sequence 42 No Answer T...

Page 60: ...ated 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 accordanc...

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