PBX 4620 TELEPHONE FEATURES

• Avaya Interactive 4620 feature tutorial

Please follow the links to view information about specific features.

• Call Forwarding
• Call Log
• Conference
• Hold
• Mute
• Program Button Labels
• Speakerphone
• Transfer
• Speed Dial Button Label Updates
• Speed Dial Screen Data Entry

HOLD
The Hold feature puts a call on hold until you retrieve it.

Place a call on hold

Press the Hold button

• The line’s display area changes to white text with a dark gray background.
• The Hold icon displays.

Retrieve a held call

Press the Line/Feature button on which the call is being held, or press the Hold button.

• The call is now active.

CONFERENCE
The Conference feature allows you to conference up to six parties.

Add another party to a call

1. Dial the first party, then press the Conference button.
   • The line’s display area changes to white text with a dark gray background.
   • The current call is placed on hold, the Soft Hold icon displays.
   • You hear a dial tone.
     
2. Dial the number of the next party and wait for an answer.
   
3. Press the Conference button again to add the new party to the call.
   
4. Repeat Steps 1- 3 for each party you want to conference in to the call.

Add a held call to the current call

1. Press the Conference button.
   • The icon on the current line changes to the Soft Hold icon.
     
2. Press the Line/Feature button of the held call.
   
3. Press the Conference button again. . All parties are now connected.
   

Drop the last person added to the call

Press the Drop button. . The last party connected to the conference call is dropped from the call.

MUTE
During an active call, the Mute feature prevents the party with whom you are speaking from hearing you. You generally use this feature in conjunction with the Speakerphone, but you can hold an off-line conversation at any time during a call.

Prevent the other person on the line from hearing you

1. Press the Mute button.
   • The other party cannot hear you.
   • The indicator next to the Mute button lights when Mute is active.
     
2. To reinstate two-way conversation, press the Mute button again.

SPEAKERPHONE
A two-way, built-in speakerphone allows you to place and answer calls without lifting the handset.

Place or answer a call
( without lifting the handset or using the speakerphone with any feature)

1. Press the Speaker button.
   • The indicator next to the Speaker button lights.
   • The speaker handles voice control.
   • The first available call appearance line activates.
     
2. Place or answer the call, or access the selected feature.
   
3. Adjust the speaker volume if needed by pressing the Volume Control button until you reach the desired volume level. As you press the Volume Control button, the top display area shows the volume level.

Change from the speakerphone to the handset or headset

1. Pick up the handset or activate the headset.
2. The Speaker indicator next to the Speaker button goes off.
3. Audio control reverts to the handset or headset as applicable.

Change from the handset or headset to the speakerphone

1. Press the Speaker button.
2. Hang up the handset. The headset is automatically deactivated.
   • The indicator next to the Speaker button lights.
   • Voice control is handled by the speaker.

Turn on the speaker during a call

1. Press the Speaker button.
2. The speaker indicator next to the Speaker button lights.
3. The speaker is now operational.

Turn off the speaker during a call

1. Lift the handset or activate the headset at any time.
2. The speaker and the corresponding indicator light turn off.
3. Voice control reverts to the handset/headset.

Ending a call while the speaker is active

1. Press the Speaker button.
2. The speaker and the corresponding indicator light turn off.
3. The call terminates.

TRANSFER
The Transfer feature allows you to transfer a call from your telephone to another
extension or outside number.

Send a call to another telephone

1. With the call active, or with only one held call and no active calls, press the
   Transfer button.
   • The call is placed on hold.
   • The Hold icon displays.
   • You hear a dial tone while the next available line activates.
     
2. Dial the number to which you want to transfer the call.
   
3. If you do not want to announce the call, press the Transfer button
   again and proceed to Step 6.
   If you wish to wait for an answer and announce the call, see Step 4.
   • The call is sent to the extension or number you dialed.
   • A two-second display message indicates the transfer is complete.
     
4. Remain on the line and announce the call.
   If the line is busy or if no one answers, return to the call by pressing the Line/Feature button on which the call is being held.
   
5. Press the Transfer button again.
   • The call is sent to the extension or number you dialed.
   • A two-second display message indicates the transfer is complete.
     
6. Hang up your handset.

CALL FORWARDING
Temporarily redirect all calls to another number.

1. Lift the handset.
2. Dial *72
3. Dial the extension or number where calls will be sent.
4. To cancel call forwarding all calls, dial *73

PROGRAM BUTTON LABELS
These instructions allow you to program labels for feature buttons which have been pre-programmed by your analyst.

1. Press the check mark icon.
2. Press .
3. Press Feature Button Labeling.
4. Press Relabel Feature Buttons.
5. Press The button to be labeled, or press to scroll to the button to be labeled.
6. Use the key pad to spell out the name.
7. Press Save.

CALL LOG
Call logs are helpful for

• Tracking who called while you were away from the phone
• Redialing the number of a previous call you made
• Obtaining telephone numbers from previous calls

The 4620 also allows you to set up a Speed Dial button for any call listed in a log, facilitating the dialing of frequently called numbers. All calls made to or from your 4620 IP Telephone are added to one of three Call Logs

• Outgoing Calls
• Incoming Answered Calls
• Missed (unanswered) Calls.

The Missed Call Log displays automatically whenever you access the Call Log application, but you can quickly access a different log if desired.

Each log has a main screen, which lists the calls in chronological order from newest to oldest, and a detail screen. The main screens provide

• The name and number of the calling or called party, if available.
• A time (for the current date) or date (for calls prior to the current date).

The details screen

• Displays all this information in a wider format.
• Reminds you of what type of call was placed.
• Allows you to take certain actions with that entry.

Each Call Log can contain a maximum of 30 entries. When a log contains more than six entries, Page Right and Page Left buttons help you scroll through the log six entries at a time. Calls are listed in order from top to bottom, the most recent call first.

View a Call Log
Access the Call Log application by pressing the Log softkey. The Missed Call Log Main screen displays the Caller’s name, number, and time/date of the first six unanswered calls.
Choose one of the following options:

Option 1 - Add a Call Log entry to a speed dial button

1. Access the Call Log application by pressing the Log softkey. The Missed Calls Main screen displays.
   
2. If the party for whom you want to create a Speed Dial button is listed on the
   Missed Calls Log, proceed to Step 4.
   
3. If the Missed Call Log does not list the party for whom you want to create a Speed Dial button, press the softkey for that entry’s Call Log (Outgo, InAns). The Outgoing or Incoming Answered Call Log Main screen displays, as applicable.
   
4. Press the Line/Feature button to the left of the party for which you want to create a Speed Dial button. The Detail screen for that entry displays.
   • If the AddToSD softkey is not displayed, the maximum number (108) of Speed Dial buttons have been provided with labels.
   • In that case, you cannot add a new entry unless you first remove an existing entry.

Option 2 - Add a Call Log entry to a speed dial button

1. Access the Call Log application by pressing the Log softkey. The Missed Calls Main screen displays.
2. If the party for whom you want to create a Speed Dial button is listed on the Missed Calls Log, proceed to Step 4.
3. If the Missed Call Log does not list the party for whom you want to create a Speed Dial button, press the softkey for that entry’s Call Log (Outgo, InAns). The Outgoing or Incoming Answered Call Log Main screen displays, as applicable.
4. Press the Line/Feature button to the left of the party for which you want to
   create a Speed Dial button. The Detail screen for that entry displays.
   • If the AddToSD softkey is not displayed, the maximum number (108) of Speed Dial buttons have been provided with labels.
   • In that case, you cannot add a new entry unless you first remove an existing entry.
5. If no Name/Number changes are needed, proceed to Step 9.
6. To change the telephone number
   • Use the Left Arrow softkey, and/or the Right Arrow softkey to move the cursor to right of the character(s) to be changed.
   • Press the Backspace button to remove that character and re-enter the correct character.
7. To change the name
   • Press the Line/Feature button on either side of the Name field to move from the Number to the Name field.
   • Use the Left Arrow softkey, and/or the Right Arrow softkey to move the cursor to the right of the character(s) to be changed.
   • Press the Backspace button to remove that character and re-enter the correct character.
8. After you update the Name and/or Number, press the Save softkey to add the information to a Speed Dial button. (Press the Cancel or Delete softkey to exit without saving.)
   • The Name/Number entry is updated.
   • All Speed Dial buttons are re-sorted in alphabetical order by Name.
   • The Speed Dial Main screen re-displays.
9. To exit the Speed Dial application, press the Phone/Exit button.

SPEED DIAL SCREEN DATA ENTRY
Review this section if you are unfamiliar with entering data using a telephone dialpad or using softkeys for editing functions.

Enter characters using the dialpad
Use the dialpad keys 0 through 9, * and # to enter characters in a name or number field. Each dialpad key is associated with three different alphabetic characters for entering text, as well as the assigned number displayed on the key.

To select a field, press the Line/Feature button on either side of the field to which you want to move.

When entering text, the first press of a dialpad key displays the first alphabetic character associated with that key. The character appears in upper case to the right of the current cursor position, and the cursor does not move.

A subsequent press of the same key displays either the next alphabetic character associated with that key (still in upper case) or the number assigned to that key, if all associated alphabetic characters have been displayed.

For example, pressing the 2 on your dialpad displays the letter A. Pressing the 2 key again replaces the A with a B, pressing it again replaces the B with a C. Pressing it a fourth time replaces the C with a 2. Pressing it again redisplays the letter A, and so on.

Upper case letters can be made to appear in lower case by selecting the Case option in the lower left of the display screen.

Pressing a different key moves the cursor one position to the right, displaying the first alphabetic character associated with that key.

Repeat this key press/entry process to enter the rest of the party’s name. You can also use the Left Arrow and Right Arrow softkeys to move the cursor to the left or right.

When entering a telephone number in the Number field, your 4620 IP telephone recognizes a key press as a number (or typographic character such as * or #) and automatically moves the cursor to the right.

NOTE:
You can enter text while on a call, but you automatically exit the text entry mode if you go off-hook, either by the headset/handset or by a fixed button like Transfer. You also exit text entry mode if you cause another screen to display, such as by pressing Save or Cancel, or pressing the button.

Edit during or after entry
Editing commands display below the Number field, next to certain Line/Feature buttons. The commands and their actions are:

• Apostrophe - Insert an apostrophe at the cursor position.
• Backspace - Delete the character to the immediate left of the cursor.
• Case - Change the character to the right of the cursor from lower to upper case or vice versa, depending upon its original case. Note that when entering a name, the first character entered is initially displayed in upper case.
• Clear - Remove all characters from the field in which the cursor currently resides.
• Comma - Insert a comma at the cursor position. In a Number field, a comma creates a short pause when the telephone automatically dials that number.
• Hyphen - Insert a hyphen at the cursor position.
• Space - Insert a blank space at the cursor position.

NOTE:
Some of the editing commands, such as Case, appear only when there is data in the field in which the cursor is positioned. Pressing one of these buttons causes the respective action to be taken at the current cursor position. For example, in entering the name “D’Aleo,” pressing the Line/Feature button labeled Apostrophe after entering the letter “D” inserts an apostrophe following that letter.

Name entry example
To add a Speed Dial button for Tom Brown, you would typically press the following dialpad number button/Right Arrow softkey in this sequence:

8 (T)
666 (o)
Right Arrow softkey to move the cursor one space to the right
6 (m)
22 (b)
777 (r)
666 (o)
9 (w)
66 (n)

After entering this sequence, the display shows: Tombrown. By incorporating the editing Line/Feature buttons during entry, your actual key press sequence should be:

8 (T)
666 (o)
Right Arrow softkey to move the cursor one space to the right
6 (m)
Line/Feature Button 12 (Space)
22 (b)
Line/Feature Button 5 (Case changes the B from lower to upper case)
777 (r)
666 (o)
9 (w)
66 (n)

SPEED DIAL BUTTON LABEL UPDATES
Use the following procedure to change the name or number associated with a Speed Dial button.

1. Access the Speed Dial application by pressing the SpDial softkey. The Speed Dial Main screen displays.
   
2. Use the Page Left and/or Page Right buttons as appropriate until the entry you want to update displays.
   
3. Press the Edit softkey. The prompt “Select entry to edit.” displays.
   
4. Press the Line/Feature button that corresponds to the button you want to update.
   • The Speed Dial Editing screen displays the prompt “Use dialpad to edit Number (<25)” with the cursor positioned at the end of the Number field.
     
5. To change the telephone number
   • Use the Left Arrow softkey and/or the Right Arrow softkey to move the cursor to the right of the character(s) to be changed.
   • Press the Backspace button to remove the character(s) and re-enter the character(s).
   • The Number field allows up to 24 characters.
   • NOTE: Pressing Delete while in the Name or Number field allows you to delete the entire Speed Dial label. Alternately, pressing Cancel at any time returns you to the Speed Dial Main screen without updating the label.
     
6. To change the name
   • Press the Line/Feature button to the left of the Name field.
   • Then use the Left Arrow softkey and/or the Right Arrow softkey to move the cursor to the right of the character(s) to be changed.
   • Press the Backspace button to remove the character(s) and re-enter the character(s).
   • The Name field allows up to 10 characters (12 with Release 1.8 and 13 with Release 2.0).
     
7. When the Name and/or Number is updated, press the Save softkey to add the information to a Speed Dial button. (Press the Cancel softkey to exit without saving.)
   • The Name/Number entry is updated.
   • All Speed Dial buttons are re-sorted in alphabetical order by Name.
   • The Speed Dial Main screen re-displays.
     
8. To update another Speed Dial button, repeat this procedure from Step 2.
   
9. To exit the Speed Dial application, press the Phone/Exit button.

Delete a Speed Dial button label

1. Access the Speed Dial application by pressing the SpDial softkey. The Speed Dial Main screen displays.
   
2. Use the Page Left and/or Page Right buttons as appropriate until the entry that you want to delete displays.
   
3. Press the Delete softkey. The prompt “Select label to delete.” displays.
   
4. Press the Line/Feature button that corresponds to the button you want to remove. The Speed Dial Deletion screen displays the prompt “Press Delete again to confirm.”
   
5. Visually verify that you want to delete the Name and Number displayed, then choose one of the following options:

NOTE: Some of this material was adapted from the Avaya "4620/4620SW IP Telephone Release 2.0 User's Guide" (Avaya Publication 555-233-781, December 2003).

UW Technology Service Center Telephones Campus System

UW Technology
help@u.washington.edu
Modified: June 16, 2008