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4620/4620SW/4621SW IP Telephone User Guide 555-233-781 Issue 4 November 2006.
© 2006 A vaya Inc. All Right s Reserved. Notice While reasonable ef forts were made to ensure that the information in this document was complete and accurate at the time of printi ng, Avaya Inc. ca n assume no liability for any errors. Chan ges and corrections to the information in this document may be incorporated in futur e releases.
Issue 4 November 2006 3 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended Audience . . . . . . . . . . . . . . . . . . . .
Contents 4 4620/4620SW/4621SW IP Telephone User Guide Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Call Handling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Conference . . .
Contents Issue 4 November 2006 5 Chapter 5: Using the Web Access Application . . . . . . . . . . . . . . 45 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Web Acces s Authentication . . . . . . . . . . . . .
Contents 6 4620/4620SW/4621SW IP Telephone User Guide Feature Button Labeling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Changing a Phone/PC Ethernet Interface . . . . . . . . . . . . . . . . . . . . . . 70 Selecting an Alternate Lang uage .
Issue 4 November 2006 7 About This Guide Overview This guide covers how to use your new 46 20/4620SW/4621SW IP T elephone. The 4620/ 4620SW/4621SW is simple to use while of fering the latest advances in telephony systems.
About This Guide 8 4620/4620SW/4621SW IP Telephone User Guide What’ s New in This Document Chapter 2: Using Y our 4620/4620SW/4621SW IP T elephone now includes an enhanced procedure for telephone login.
Related Documentation Issue 4 November 2006 9 Conventions Used This guide uses the following te xtual, symbolic, and typographic conventions to help you interpret information. Symbolic Conventions Note: Note: This symbol precedes additional information about a topic.
About This Guide 10 4620/4620SW/46 21SW IP Telephone User Guide For information about using an EU24/EU24BL Ex p ansion Module with any of th e telephones described in this guide, see the EU24/EU24BL Exp ansion Module User Guide (Document Number 555-250-702).
Issue 4 November 2006 11 Chapter 1: Introducing Y our 4620/4620SW/4621SW IP T elephone Introduction This chapter introduces you to the la yout of the 4620/4620SW/4621SW IP T elephone.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 12 4620/4620SW/46 21SW IP Telephone User Guide The 4620/4620SW/4621SW IP T elephone The 4620/4620SW/4621SW IP T elephone is an innovative tele phone that gives you access to the World Wide W eb while offering the latest feature s and applications.
The 4620/4620SW/46 21SW IP Telephone Issue 4 November 2006 13 Figure 1: 4620/4620SW/4621SW IP T elephone 1 2 11 12 13 14 15 10 8 9 3 5 4 7 22 18 20 19 21 17 16 6 4 3.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 14 4620/4620SW/46 21SW IP Telephone User Guide T able 1: 4620/4620SW/4621SW IP T elephone Button/Feature Descriptions Callout Number Button/Feature Name Button/Feature Description 1 Message W aiting Lamp When lit, indicates you have a message waiting on your voice messaging system.
The 4620/4620SW/46 21SW IP Telephone Issue 4 November 2006 15 11 Headset With a headset connected, chan ges audio control from the handset or S peaker to the headset. 12 Mute LED Indicator Lights steadily when the handset, headset or S peaker is muted.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 16 4620/4620SW/46 21SW IP Telephone User Guide About the Feature Key Exp ansion Unit (EU24/EU24BL) The Feature Key Exp ansion Unit is an optional device that can be connected to your 4620 IP T elephone.
Navigating Application Screens Issue 4 November 2006 17 Here is an example of the dif ference bet ween a Lin e/Feature button’ s functionality in the Phone application versus other applications.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 18 4620/4620SW/46 21SW IP Telephone User Guide Four sof tkeys ( ) appear directly below the display area. They allow you to access the other 4620 applications. In an app lication, they allow you to perform application-specific functions, like add, save, edit, de lete, or canc el.
4620/4620SW/4621SW IP Telephone Applications Issue 4 November 2006 19 Call Log Application The Call Log application provides thre e lists, each showin g up to 30 outgoing, incoming answered or missed calls. Use t his application to ca ll a person dire ctly from the Call Log or to add a log entry’ s name and phone number to a S peed Dial button.
Introducing Your 4620/4620 SW/46 21SW IP Telephone 20 4620/4620SW/46 21SW IP Telephone User Guide Additional 4620/4620SW/4621SW Functionality Push Feature Y our System Administrator can “push” a W eb page, a text message, an audio message, or an y combination of those items to your 4620/ 4620SW/4621SW IP T elephone.
Issue 4 November 2006 21 Chapter 2: Using Y our 4620/4620SW/4621SW IP T elephone Introduction This chapter describes how to make calls, re ce ive calls, retrieve voice mail messages, and log off yo ur 4620/4620SW/4621SW IP T elephone . The telephone Line/Feature buttons that assist in call handling are also covered in th is chapter .
Using Your 4620/462 0SW/4621SW IP Telephone 22 4620/4620SW/46 21SW IP Telephone User Guide Manual Dialing Dial a call manually by picking up the handse t, activating your headset, or pressing the S peaker button. 1. Pick up the handset, activate your headset, or press the S peaker button and dial.
Making Calls Issue 4 November 2006 23 Redialing a p arty Depending on how you have set up your Redial option, selecting Redial automatically dials the most recent number dialed, or displays a list of the last six outgo ing calls for selection of the number to be dialed.
Using Your 4620/462 0SW/4621SW IP Telephone 24 4620/4620SW/46 21SW IP Telephone User Guide 2. If the party you want to call appears on the display , proceed to S tep 3 . If the party you want to call is not shown, press the Page Right ( ) button to display the next page of entries, Continue until the number/party you want displays.
Making Calls Issue 4 November 2006 25 3. If the party you want to call appea rs, proceed to S tep 4 . If the p arty you want to call is not displayed, press the Page Right ( ) button to display the next page of entries. Continue until the number/p arty you want displays.
Using Your 4620/462 0SW/4621SW IP Telephone 26 4620/4620SW/46 21SW IP Telephone User Guide Receiving Calls When someone calls you and the Phone screen is active, the Bell ( ) icon appears as the phone rings and (if so administered) the V oic e Message light flashes.
Call Handling Features Issue 4 November 2006 27 Adding a held call to the current call 1. Press the Conference ( ) button. The icon on the current line changes to the Sof t Hold () icon . 2. Press the Line/Feature button of the held ca ll. 3. Press the Conference ( ) button again.
Using Your 4620/462 0SW/4621SW IP Telephone 28 4620/4620SW/46 21SW IP Telephone User Guide S peaker A two-way , built-in S peaker allows you to pl ace and answer calls without lif ting the handset. Note: Note: It is also possible to disable the S peaker fe ature or limit it to one-way operation .
Call Handling Features Issue 4 November 2006 29 T u rning the Speaker off during a call Lift the handse t or activate the headset at any time. The Speaker and the corresponding indicator light t urn off. V oice control reverts to the handset/headset .
Using Your 4620/462 0SW/4621SW IP Telephone 30 4620/4620SW/46 21SW IP Telephone User Guide Retrieving a V oice Mail Message When someone leaves a message in yo ur voice mailbox, the Message Indicator ( ), the red light at the top middle of the phone illuminates.
Logging Off the Phone Issue 4 November 2006 31 Password entry: If the Password: field displays asterisks, indica ting the telephone has stored your password, press # to accept the hidden p assword. The telephone never displays your password for security purposes.
Using Your 4620/462 0SW/4621SW IP Telephone 32 4620/4620SW/46 21SW IP Telephone User Guide.
Issue 4 November 2006 33 Chapter 3: Using the S peed Dial Application Introduction This chapter describes how to add, upda te, and delete a S peed Dial button label. Up to 1 08 S peed Dial buttons are allowed, e ach containing a name and corresponding telephone numb er .
Using the Speed Dial Applicatio n 34 4620/4620SW/46 21SW IP Telephone User Guide Editing During or Af ter Entry Editing commands display below the Numbe r field, next to certain Line /Feature buttons. The commands and their actions are: ● Clear - Remove all characters from the field in which the cu rsor currently resides.
Entering Data on Speed Dial Screens Issue 4 November 2006 35 Name Entry Example T o add a S peed Dial button for T om Brown, you would typically press the following dialp ad number button/Right Arrow .
Using the Speed Dial Applicatio n 36 4620/4620SW/46 21SW IP Telephone User Guide Adding a S peed Dial Button T o add a S peed Dial button: 1. Access the S peed Dial application by pressing the SpD ia l softkey .
Updatin g Spe e d Dial Butt on La b el Info rma ti on Issue 4 November 2006 37 8. T o add another S peed Dial button, repeat this procedure from S tep 2 .
Using the Speed Dial Applicatio n 38 4620/4620SW/46 21SW IP Telephone User Guide 6. T o change the name, press the Line/Feature button to the left of the Na me field. Then use the Left Arrow sof tkey and/or the Right Arrow sof tkey to move the cursor to the right of the character(s) to be changed.
Issue 4 November 2006 39 Chapter 4: Using the Call Log Application Introduction This chapter describes the three Call Logs availa ble on you r 4620 IP T elephone. It also provides procedures for adding a Call Log entry to a S peed Dial button and deleting one or all Call Log entries.
Using the Call Log Application 40 4620/4620SW/46 21SW IP Telephone User Guide V i ewing a Call Log T o view a Call Log: 1. Access the Call Log application by pressing the Log softk ey . The Missed Call Log Main screen displa ys the Calle r ’s name, number , and time/date of the first six unanswered calls .
Adding a Call Log Entry to a Speed Dial Button Issue 4 November 2006 41 Adding a Call Log Entry to a S peed Dial Button T o add a Call Log entry to a S peed Dial button: 1. Access the Call Log application by pressing the Lo g softkey . The Missed Calls Main screen displays .
Using the Call Log Application 42 4620/4620SW/46 21SW IP Telephone User Guide Deleting Call Log Entries Y ou can delete a single Call Log entry or all entries on a specific Call Log. Deleting a Single Call Log Entry T o delete a single Call Log entry: 1.
Disabling the Call Log Issue 4 November 2006 43 Deleting All Entries from a Call Log T o delete all entries from a Call Log: 1. Access the Call Log application by pressing the Log softk ey . The Missed Calls Main screen displays . 2. T o clear the Missed Calls Log, proceed to S tep 3 .
Using the Call Log Application 44 4620/4620SW/46 21SW IP Telephone User Guide.
Issue 4 November 2006 45 Chapter 5: Using the W eb Access Application Introduction One of the exciting aspect s of the 4620 IP T el ephone is it s optional W eb Access application. Y ou can actually use your telephone to access your Corporate intranet an d the World Wide Web.
Using the Web Access Application 46 4620/4620SW/46 21SW IP Telephone User Guide W eb Access Authentication Depending on how your W eb Access application is administered, you might have to provide identification before gaining access t o Web p ages. If you do not know your User ID or Password, contact you r System Administrator for assist ance.
Navigating Web Pages Issue 4 November 2006 47 Navigating the Home Page and Other S t andard-Size Web Pages T o navigate the home p age and other standard-size W eb pages: 1. Access the Web Access scre en by selecting the Web softkey at the bottom of the display area.
Using the Web Access Application 48 4620/4620SW/46 21SW IP Telephone User Guide Entering T ext on W eb Pages T ext entry pag es are those on which you can enter da ta, for example, a name, a W eb address (URL), or other identifying information.
Entering Text o n Web Pages Issue 4 November 2006 49 Entering Characters Using the Dialp ad Use the dialpad keys 0 through 9, * and # to enter ch aracters in a text entry field/line.
Using the Web Access Application 50 4620/4620SW/46 21SW IP Telephone User Guide Adding a S peed Dial Button for a W eb Site T elephone Number Some Web sites might include the ability to p ass names and associated telephone numbers to the 4620 IP T elephone.
Issue 4 November 2006 51 Chapter 6: 4620/4620SW/4621SW IP T elephone Options Introduction This chapter describes how to set or view phone parameters, including: ● Displaying the Phone screen upon di.
4620/4620SW/4 621SW IP Telephone Options 52 4620/4620SW/46 21SW IP Telephone User Guide Accessing the Options Main Menus T o access the Options main menu: 1. T o access the Options application, press the Options button ( ) to the right of and below the sof tkeys.
Application Options Issue 4 November 2006 53 4. T o change the current setting, press the correspo nding Line/Feature button. The option setting may either “toggle,” p resent a screen for you to specify a setting, or ask you to choose from a list of alternatives.
4620/4620SW/4 621SW IP Telephone Options 54 4620/4620SW/46 21SW IP Telephone User Guide Setting the Phone Screen on Answer? Option When the Phone Screen on Answe r? option is set to Ye s , the Phone screen appears in t he display area when you answer a call, regardless of the screen with which you are working.
Application Options Issue 4 November 2006 55 Setting the Display Call T imers? Option Y our 4620/4620SW/4621SW IP T elephone can display two types of Call T imers. The Call Tim e r displays in the top display area and provides the elap sed time you are connected on a call in h:mm:ss (hours:minutes:seconds) format.
4620/4620SW/4 621SW IP Telephone Options 56 4620/4620SW/46 21SW IP Telephone User Guide Setting the Call Appearance Wid th When the Call Appearance Wid th is set to Full (the default), each line on which a call appears extends the full width of the display .
Personal Ringing Options Issue 4 November 2006 57 Call Log Enabled (active) is the default. For privacy purposes, you can cha nge the status to Disabled , to stop call logging and delete any calls currently logge d. 1. T o change this option, press the co rresponding Line/Feature button.
4620/4620SW/4 621SW IP Telephone Options 58 4620/4620SW/46 21SW IP Telephone User Guide S t atus Screen Viewing Options Four views of telephone and syste m informatio n are available.
Changing the Display Co ntrast Issue 4 November 2006 59 V iewing Interface St atus Y our phone interacts with several system hardware devices and system sof tware.
4620/4620SW/4 621SW IP Telephone Options 60 4620/4620SW/46 21SW IP Telephone User Guide V i ewing the Network Audio Quality In the event you experience poor audio quality during a call, the problem is likely with your network. Y our LAN Administrator might ask you to displa y this screen to diagnose or troubleshoot audio problems.
Backup/Restore Options Issue 4 November 2006 61 Reinst ating the Phone Af ter a Log Off When your phone is logged of f, the top line displays “Ext. =*.” 1. T o reinstate your phone following a log of f, us e the dialp ad to enter your Extension Numb er , then press the Pound (#) key .
4620/4620SW/4 621SW IP Telephone Options 62 4620/4620SW/46 21SW IP Telephone User Guide Settings Saved During a Backup When the Backup/Restore Option is properly administe red, Backup/Restore saves th.
Backup/Restore Options Issue 4 November 2006 63 Setting the Automatic Backup Option Y ou must change the Automatic Backup setting to Enabled to automatically back up your options settings, Feature button labels, an d S peed Dial button labels, names and numbers whenever you change any of these values.
4620/4620SW/4 621SW IP Telephone Options 64 4620/4620SW/46 21SW IP Telephone User Guide V erifying Backup/Retrieval St atus T o determine whether the most recen t backup and/or retrieval was successful, select FTP St atus on the Backup/Restore Main screen.
Backup/Restore Options Issue 4 November 2006 65 Retrieving and Restoring Dat a from a Backup File Restoring data from yo ur most recent backup file is a two-step process. First you start ba ckup file retrieval (usually following a system fail ure or phone replacement).
4620/4620SW/4 621SW IP Telephone Options 66 4620/4620SW/46 21SW IP Telephone User Guide Setting a User ID, Password, and other FTP (File T ransfer Protocol) Options Y our System Administrator establishes certain p arameters for each 4620/4620SW/4621SW IP T elephone in your network.
Backup/Restore Options Issue 4 November 2006 67 2. Choose one of the following options: If you want to Then Add or update the Server IP Address. Select the Line/Feature button next to Server IP Address .
4620/4620SW/4 621SW IP Telephone Options 68 4620/4620SW/46 21SW IP Telephone User Guide 3. Repeat this procedure from S tep 1 for each FTP setting you wan t to add or modify . Feature Button Labeling Line/Feature buttons ( ) appear on bo th sides of the telephone’s display area.
Feature Butt on Lab eling Issue 4 November 2006 69 3. Choose one of the following options: 4. If Right/Left Page indicators a ppear in the sof tkey button area, your phone has more than one page of Feature buttons. Use the Right or Lef t Page button to move to the pa ge on which you want to re-label one or more Feature buttons.
4620/4620SW/4 621SW IP Telephone Options 70 4620/4620SW/46 21SW IP Telephone User Guide 6. T o re-label a Feature button, use the dial p ad and any applicable Line/Feature bu ttons, to enter the new label (13 or fewer characters). T o restore the default label to the selected Feature button, select Clear to remove the label you previously def ined.
Selecting an Altern ate Language Issue 4 November 2006 71 Selecting an Alternate Language Users can change the user interface lan guage their 4620/4620SW/4621SW IP T elephones display . The specific languages supported depend on the telep hone model (4620 or 4620SW/ 4621SW) and it s software.
4620/4620SW/4 621SW IP Telephone Options 72 4620/4620SW/46 21SW IP Telephone User Guide 3. Choose one of the following options: If you want to Then Proceed to change the current language to the new language. Select either Ye s softkey . The active language changes to the new languag e you selected.
Issue 4 November 2006 73 Chapter 7: Headset s and Handset s Introduction This chapter provides information abo ut headsets and specialized handset s that are comp atible with your IP telephone. Headset s for 4600 Series IP T elephones Avaya supports on ly those headsets an d headset adapters that carry an A vaya brand or logo.
Headsets and Handsets 74 4620/4620SW/46 21SW IP Telephone User Guide Handset s for 4600 Series IP T elephones S pecialized handset s are available for noisy env ironment s, hearing-imp aired users, and other special purposes. See the following t able fo r specialized handsets an d replacement handset s for your phone.
Issue 4 November 2006 75 Chapter 8: T elephone Management and Troubleshooting Introduction The 4600 Series IP T elephones are relatively trouble free. This chapter provides help ful information for: ● Interpreting the dif ferent ringer tones you hear .
Telephone Management and Troubleshooting 76 4620/4620SW/46 21SW IP Telephone User Guide Ringing (Incoming) T ones Meaning 1 Ring -------- Call from another extension.
Interpreting Dis play Icons Issue 4 November 2006 77 Interpreting Display Icons As you become more familiar wit h your IP telephone’ s display , you will recognize the icons or symbols associated with the st ate of a call or the st ate of the phone.
Telephone Management and Troubleshooting 78 4620/4620SW/46 21SW IP Telephone User Guide Basic T roubleshooting Chart Problem/Symptom Suggested Solution Phone does not activate af ter connecting it the first time.
Troubleshooting 462 0/4620SW/4621SW Applications Issue 4 November 2006 79 T roubleshooting 4620/4620SW/4621SW Applications Audio quality is poor , specifically , you hear an echo while using a handset, st atic, sudden silences (gap s in speech), clipped or garbled speech, etc.
Telephone Management and Troubleshooting 80 4620/4620SW/46 21SW IP Telephone User Guide PHONE APPLICA TION: Review the previous section, Basic T roubleshooting Chart . SPEED DIAL APPLICA TION: Y ou cannot dial out using any S peed Dial button. V erify that all call appearances (incoming/outgoin g lines) are not already in use.
Resetting and Power Cycling the IP Te lephone Issue 4 November 2006 81 Resetting and Power Cycling the IP T elephone Reset your IP telephone when other trou bleshoot ing suggestions do not correct the problem or after being advised to do so by your System Ad ministrator .
Telephone Management and Troubleshooting 82 4620/4620SW/46 21SW IP Telephone User Guide Power Cycling the Phone Use the power cycle with your System Admini strator’s approval. Use power cycling only if the basic or programmed reset proced ure cannot be performed or does not correct the problem: 1.
Issue 4 November 2006 83 Index Index Numerical 4600 Series IP Telephone s Handsets . . . . . . . . . . . . . . . . . . . . 74 Headsets for . . . . . . . . . . . . . . . . . . 73 4620/4620SW/4621SW Applications, Troubleshooting . . . . . . . . . . . . .
84 4620/4620SW/4621 SW IP Telephone User Guide Index Display description . . . . . . . . . . . . . . . . . 14 Display Icons, Inte rpreting . . . . . . . . . . . . . 77 Document at io n , Related . . . . . . . . . . . . . . . 9 Drop button . . . . . . .
Issue 4 November 2006 85 Index Options, (continued ) Password, setting . . . . . . . . . . . . . . . . 66 Personal Ringing . . . . . . . . . . . . . . . . 57 Phone Screen on Answer? . . . . . . . . . . . 54 Phone Screen on Calling . . . . . . . . . . .
86 4620/4620SW/4621 SW IP Telephone User Guide Index Troubleshooting 4 620/4620SW/4621 SW Applications 79 Troubleshooting Chart, Basic . . . . . . . . . . . . 78 Troubleshooting, and Tel ephone Management . . . . 75 U Updating Speed Dial Button Label Informa ti on .
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