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Avaya How to Use Your IP Office 5410/5420 Telephone


Call Handling
Your 5420/5410 Telephone has a two-way built-in Speakerphone which allows you to make and answer calls without lifting your handset. Alternatively, you can use a headset. To activate the headset and switch off the handset, press Headset. The lamp beside the button is illuminated when headset working.

How to Answer a Call
* Lift the handset. Or ! Press Speaker Use q or p to change the volume. Or
* Press the Call Appearance button with the blinking bell icon. Use q or p to change the volume. If the Call Appearance button with the blinking bell icon is not displayed, press Exit. Or

* If you are using a headset, press Headset and then the Call Appearance button with the blinking bell icon


How to Make a Call

Manually
1. Simply dial the number. For outside calls, remember to dial the outside line access code (usually 9). 2. Use q or p to change the volume.
3. When the call is answered, either speak or pick up the handset and speak.
4. If the call is not answered, clear the call by pressing either Drop or Speaker.

Automatically:
* Press Redial and select from the displayed numbers. Or
* Press Log and select from Missed, InsAns or Outgoing. Use t or u to cycle through the pages.
* Press the key next to the required entry and then Call.
* If the number shown is external but doesn't include the outside line access code go off-hook, dial the prefix and then press Call. or
* Press SpDial to access your personal Speed Dial List Either use to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry. you locate the entry you want to call, press the key next to the entry.


     
                                                                                                                                     
 
Avaya 5410 Avaya 5420  

 
Function & Soft Key Features
How to allocate Amin or Admin1 Features to function keys
1. Press Admin or Admin1.
2. Use the t or u buttons to cycle through the pages.
3. When the required function is shown, press the key next to it’s name.
4. If the function requires some data to be entered, [ is shown at the bottom of the display. Enter the data using the telephone keypad.
5. The upper part of the display shows the functions currently assigned to each key.
6. Press the function key against which you wish to program the new function.

CAUTION: Do not select a function key used for Admin or Admin1. Replacing these will lock the phone for further programming until reset through the telephone system by your System Administrator.

7. If the function key is not already used, the display shows BUTTON PROGRAMMED! * Press Exit to end programming Or * Press Cont to continue programming other functions.

8. If the function key already been allocated a programmed function, the display shows FEATURE ON BUTTON.

* Press Repla to replace existing function with the new one. The display shows BUTTON PROGRAMMED!

* Press Keep to keep the existing function and forget the new one.

* Press Delete to delete the existing function and new one.

For a complete listing of all IP Office system features and facilities available to you and how to use them, refer to the IP Office 5420 + EU24 User’s Guide or the IP Office 5410 User’s Guide respectively. These are available from your reseller and from: support.avaya.com
 
Function & Soft Key Features
The features available from the Admin and Admin1 function keys

Both Function and Soft Keys can be used to access a range of IP Office System features. Some of these features are default features (e.g. SpDial, Log, Option and Label). Others are functions that can only be programmed by your System Administrator. Consult your System Administrator for a complete list and which functions have been allocated to you. Two of these functions appear as Admin and Admin1. These two functions allow you program other functions (the most commonly used) against other Feature Keys. They typically appear on the display panel as shown opposite.

The programmable features available via the Admin and Admin1 keys are: Admin Admin1
Name Description Name Description
Acct Account Code Entry Park Park
AD Abbreviated Dial <User> User
Admin Self-Administer <Group> Group
AutCB Automatic Callback Flash Hook Flash
CFrwd Call Forwarding All <Number> Dial preset number
CPark Call Park
CPkUp Call Pickup
Dir Directory
DPkUp Directed Call Pickup
Drop Drop
GrpPg Group Paging
HdSet Headset Toggle
HfAns Internal Auto-Answer
HGNS+ Set Hunt Group Night Service
Park Call Park to Other Extension
Prog Abbreviate Dial Program
RngOf Ringer Off
SAC Send All Calls
Spres AD Suppress
Timer Timer
TmDay Time of Day

Call Handling
How to clear a call
1. Replace the handset. Or
2. Press either Drop or Speaker

How to use the Speakerphone
To change from the Speakerphone to the handset
1. Pick up the handset and talk.

To change from the handset to the Speakerphone
1. Press Speaker button
2. Replace the handset.

To end a speakerphone call
1. Press .Speaker button again.

How to Mute a call
To preventing the other person on the line from 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.

How to listen to your voice Messages
1. Your red Message lamp turns on when a caller has left a voice message for you.
2. Press the Message button or dial *17 to retrieve your voice messages
3. You will be greeting with a voice message. Simply follow the audible prompts to access your voice messages and/or change your voice mail settings.

How to Hold a call
The Hold feature puts an existing call on hold until you can return to it.

To put a call on hold:
1. Press the Hold button.

To return to a held call:
1. Press the Call Appearance button of the held call.
 
Call Handling
How to Transfer a call
The Transfer feature allows you to transfer a call from your telephone to another extension or outside number.
1. With a call in progress, press Transfer.
2. When you hear dial tone, dial the number to which the call is to be transferred.
3. Do one of the following:

* To transfer the call without announcing it, press Transfer again and press .
* To announce the call before transferring it, wait for the called party to answer. If the called party accepts the call, press to complete the transfer. If the called party does not wish to accept the call, press . To return to the original caller, press .

* If the line is busy or if there is no answer, press . s Drop You can return to the held call by pres ing it’s call appearance button.

How to create a Conference call
The Conference feature allows you to conference other parties into a call.

To create a conference call:
1. With a call in progress, press Conference to place the call on hold.
2. Dial the number of the person you want to add to the call.
3. Wait for an answer and press Conference again to add the other party to the conference. ! If the called party does not answer or does not want to join the conference, press o e r
4. Repeat steps 1 through 3 to add other people to the conference.

To add a new incoming call to an active conference:
With a conference in progress, a new call arrives.
1. Put the conference on Hold by pressing the conference's Call Appearance button.
2. Answer the new call by pressing its Call Appearance button.
3. Either, add to the conference by pressing Conference or Press Drop and return to the confere ce by pressing the conference's Call Appearance button.

To leave a conference call:
1. Press Drop or replace the handset.

System Features
Default Feature Codes
The following are the normal default feature codes available to all users. Your System Administrator may 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 forwarding switched on.

*00 Cancel All Forwarding *32*N# Call Pick Up Extension
*01 Forward Unconditionally On *33*N# Call Queue
*02 Forward Unconditionally Off *34 Hold Music
*03 Forward on Busy On *35*N# Extn Login
*04 Forward on Busy Off *36*N# Extn Logout
*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
*15 Call Waiting On *47 Conference Add
*16 Call Waiting Off *48 Voicemail Ringback On
*17 Voicemail Collect *49 Voicemail Ringback Off
*18 Voicemail On *50 Forward Hunt Group Calls On
*19 Voicemail Off *50 Forward Hunt Group Calls Off
*20*N# Set Hunt Group Night Service *52 Clear Call
*21*N# Clear Hunt Group Night Service *53*N# Call Pickup Members
*29 Toggle Calls *57*N# Forward on busy number
*30 Call Pick Up Any *70*N# Dial Physical Extn by Number
*31 Call Pick Up Group *71*N# Dial Physical Extn by ID
 
System Features
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:
1. Dial *12*N# from the extension you are temporarily using (where N is your extension number). All calls to your extension will be diverted to the extension you are using.
2. Dial *13*N# to re-direct the calls back to your own extension, before you return to it.

At your own extension:
1. Dial *14*N# from your own extension (where N is the extension to which you want your calls diverted).
2. Dial *14*# to cancel either feature from your own extension.

Do Not Disturb
You may choose to receive no calls at all or only from particular callers that you add to an exceptions list:

* To switch Do Not Disturb on dial *08. To switch it off dial *09.

* Dial *10*N# to add a number to the exception list is the number of the extension that you do not wish to exclude) * Dial

*11*N# to delete a number from the exception list. Note: Your callers, other than your exceptions, either hear busy tone or are re-directed to your voicemail.

Access your Voicemail
Where your system has voicemail installed:
* To switch voicemail on dial
*18, to switch it off dial *19. * To retrieve your voicemail, dial *17.

Your voicemail may be set up to deliver your messages by calling you whenever you hang up.
* To turn Voicemail Ringback on dial *48; to turn it off dial *49.

Notes:
1. Once messages have been delivered, they are held on the system for 24 hours.
2. You can collect your voicemail from another extension by using your PIN. If you are out of the office you can collect your messages by dialing your extension number and then the PIN. Dial 1 to retrieve your mail.


Using Your Personal Speed Dials
Dialing a Speed Dial
You can use the speed dial directory to make a call with the handset on hook or off hook.
1. Press SpDial.
2. Either use to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry.
3. When the required entry is displayed, press the adjacent key.
4. The number is dialed automatically.

Deleting a Speed Dial entry
1. Press SpDial and the press Delete.
3. Either use to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry.
4. When the required entry is displayed, press the adjacent 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 entry
1. Press SpDial and then press Edit.
3. Either use to display different pages of speed dials or key the first letter of the required name to jump to the page with a matching entry.
4. When the required entry is displayed, press the adjacent key.
5. Edit the speed dial entry using the same methods as described in
6. After saving or cancelling any changes you will be returned to the speed dial selection list. Select another speed dial to edit or press Done to return to the speed dial list.

Saving a Call Log Entry to your Speed Dial List
1. Press Log and select from Missed, InsAns or Outgoing. Use the t or u buttons to cycle through the pages.
2. When you locate the entry you want to call, press the key next to the entry.
3. Press Save. The speed dial editing screen appears, prefilled with the details from the call log entry. 4. Edit the speed dial entry using the same methods as described in Adding a New Speed Dial.
 
Using Your Personal Speed Dials
Adding a new number to your Speed Dial List
You can store personal Speed Dial numbers on your Telephone (up to 104 on 5420 and 48 on 5410).
1. Press SpDial and then press Add. If the Speed Dial list is full, you must first delete an entry before adding any new entry.

2. Select Name and use the telephone keypad to enter text. Each key is marked with the letters and a number.
* For example, the key 2 is also marked as A, B and C. To enter a C, press 2 until a C is displayed. ! If the next character you want to enter is on the same key, press to move the cursor right and then enter the character.

* The first letter is entered in upper-case and the phone then switches to lower-case entry mode. To change the case of the current character press Case.

* To enter a space press Space. ! To insert characters, use the and keys to move the cursor to the right of the position that you wish to insert the character and then enter the required character.

* If you make a mistake, use Backspace to delete the character to the left of the cursor. ! Pressing the * key once enters a period or twice a

*. To enter more than one * or period, press to move the cursor right and then enter the character.

* Pressing the # key once enters a - (dash) or twice a #. To enter more than one # or dash, press to move the cursor right and then enter the character.

3. When the name is entered as required, select Number.

4. Enter the number required using the keypad. For external numbers remember to enter any outside line access prefix digit required (usually 9).

* To enter a hyphen, press Hyphen. This is not dialed but only makes numbers more readable.

* To enter a 1.5 second pause, press Pause. This appears as comma character in the telephone number.

* To edit the number, use the use keys to move the cursor left or right or use Backspace to delete the number to the left of the cursor.

5. With the Name and Number entered, either:

* Save the Speed Dial and return to the speed dial list, press Save.

* To return to the Speed Dial list without saving the changes press Cancel.

* To return to the call handling screen without saving the changes press Exit.


System Features
In addition to your Telephones specific features, you can access a number of system features by dialing short codes; a full list of which is shown on page 13. The following instructions are for the IP Office system's default configuration. They assume that you are using the default feature codes. It also assumes that you have full access to all features and the public telephone network.

Call Pick-Up
From your own phone you can answer a call to another extension by:
* Dial *30 to answer a call ringing anywhere.
* Dial *31 to answer a call within your group.
* Dial *32*N# to answer the call for a particular extension, where N is the extension number.

Call Waiting
Call Waiting tells you if another call arrives while you are already making a call by providing call waiting tone. If you hear the call waiting tone, either end your current call or put the caller on hold. The waiting call should then ring.
* Dial *15 to turn call waiting on.
* Dial *16 to turn call waiting off.

Call Forwarding
Your calls can be forwarded to another extension or an external number either when you are away from your desk (on no answer), when your extension is busy, or all calls. ! To set the number to which your calls are to be forwarded to dial *07*N#, where N is the extension number or group.

* To switch forward all calls to another extension on dial
* 01 and to switch it off dial *02.
* To switch forward on busy to another extension or group on dial
* 03 and to switch it off dial *04.
* To switch forward on no answer to another extension or group on dial *05 and to switch it off dial *06
 
Personalizing Your Telephone
If your System Administrator has allocated IP Office system features to your Function Keys (see on page 14) you can then personalize their names as follows.

Changing Function Key labels
1. Press Label and then press Edit
2. Select the function key whose label you wish to change.
E.g. If Operator has been allocated to you by the System Administrator and signifies that you have access to the operator group. You wish to re-label this as Op Group say.

3. Begin entering the New Label text using the telephone keypad. Each key is marked with the letters and a number.
* For example, the key 2 is also marked as A, B and C. To enter a C, press 2 until a C is displayed.

* If the next character you want to enter is on the same key, press to move the cursor right and then enter the character.

* The first letter is entered in upper-case and the phone then switches to lower-case entry mode. To change the case of the current character press Case.

* To enter a space press Space. ! To insert characters, use the and keys to move the cursor to the right of the position that you wish to insert the character and then enter the required character.

* If you make a mistake, use Backspace to delete the character to the left of the cursor ! To delete the complete entry use the Clear key.

* Pressing the * key once enters a . (period) or twice a *. To enter more than one * or period, press to move the cursor right and then enter the character.

* Pressing the # key once enters a - (dash) or twice a *. To enter more than one # or dash, press to move the cursor right and then enter the character.

4. When the new name is set as required, press Save.

5. To return to the Label screen without saving the changes press Cancel.

6. To return to the call handling screen without saving the changes press Exit.


Using the Call Log
Viewing the Call Log
1. Press Log and select from Missed, InAns or Outgo.
2. Use to display different Log pages.
3. To exit the call log press Exit.
4. To view the details of a particular log entry, press the key next to the entry.

Making Calls from the Call Log
1. Press Log and select from Missed, InAns or Outgo.
2. Use to display different Log pages.
3. Press the key next to the entry you wish to call and press Call to make the call.
4. If the number shown is external but does not include the external dialing prefix (usually 9), go off-hook, dial the prefix and then press Call.

Saving a Log entry to your Speed Dial List
1. Press Log and select from Missed, InAns or Outgo.
2. Use to display different Log pages.
3. Press the key next to the entry you wish to save.
4. Press Save. The speed dial editing screen appears, prefilled with the details from the call log entry. See on page 6.

Erasing 5420 Log entries
1. Press Log and select from Missed, InAns or Outgo.
2. Select More, Delete and Erase to erase all entries.
3. Use to display different Log pages.
4. When you locate the entry you want to delete, press Delete and Done to return to the main screen.
5. To exit the call log and return to the call handling screen press Exit.

To switch Automatic Gain Control on or off
Automatic Gain Control (AGC) raises the volume when a caller is speaking quietly and lowers the volume when the caller is loud (for both the handset and the headset).
1. Press Option
2. To toggle a particular setting between Yes or No, press key next to Handset, Headset or Speaker.
3. Press Save and return to the options menu or press Cancel to return to the options menu without saving any changes.
4. To return to the call handling screen without saving any changes, press Exit.