IP Office 2420 User Guide 40DHB0002USEG - Issue 1 (29/04/2003)
The 2420 Telephone Page ii Contents The 2420 Telephone ................ 3 Overview of the 2420 ................................... 3 Call Appearance Keys.................................. 4 Basic Call Handling Features .................................... 5 Answer a Call............................................... 5 Make a Call .................................................. 5 Speed Dial ................................................... 6 Hold......................................................
The 2420 Telephone Page 3 The 2420 Telephone Overview of the 2420 This guide covers the use of the Avaya 2420 telephone on Avaya IP Office telephone systems. The diagram below shows the main 2420 telephone features. 1. Display & Feature buttons: Shows key function names and call information. 2. Message lamp - Lit when the user has voicemail messages. Can also be set to flash when the phone is ringing. 3.
The 2420 Telephone Page 4 Call Appearance Keys Normally, the first page of the main call handling screen contains three keys set as 'call appearance' keys. These are indicated as a=, b= and c=. • Note: The number of call appearance keys can be varied and the descriptive text shown next to the key when idle can be changed. See "Display Keys" on page 20. Having more than one call appearance key is useful.
Basic Call Handling Features Page 5 Basic Call Handling Features Answer a Call When a call arrives at your 2420 telephone, you hear a ringing tone and a blinking bell icon appears on the associated call appearance. To answer an incoming call Do one of the following: • If you are not active on another call, answer the call using your handset, headset, or speakerphone (see "Speakerphone" on page 7).
Basic Call Handling Features Page 6 Speed Dial The Speed Dial feature allows you to have the 2420 telephone automatically dial calls to telephone numbers stored in your personal directory. See "Speed Dials" on page 9 To make a call to a personal directory entry using the Speed Dial feature SpDial softkey. The Speed Dial 1. From the Home screen, press the screen is displayed. 2. Press the button next to the entry you want to call. 3. If the entry you want is not displayed, use and through the entries. 4.
Basic Call Handling Features Page 7 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 satisfactorily in every environment (such as in very noisy locations). To make or answer a call without lifting the handset, or to use the speakerphone with any feature . 1. Press 2. Make or answer the call, or access the selected feature. 3. Adjust speakerphone volume if necessary.
Basic Call Handling Features Page 8 Conference The Conference feature allows you to conference up to six parties (including yourself) on a call. To add another party to a call 1. Press . 2. When you hear dial tone, dial the number of the person you want to add to the call. 3. Wait for an answer. 4. To add the person to the call, press again. • If the called party does not answer or does not want to join the . Then, you can return to the held call by conference, press pressing its call appearance button.
Speed Dials Page 9 Speed Dials Overview of Speed Dials The 2420 can store up to 104 personal speed dials. The list of these speed dials is accessed by pressing SpDial. • • • • • The list is sorted alphabetically. and to move between pages. Press Press the appropriate letter key to move direct to the first page with a matching name. or next to an entry to call the associated number. Press the key options to perform other actions. Use the Pressing speed dial.
Speed Dials Page 10 Using Speed Dials Dialing a Speed Dial Number You can use the speed dial directory to make a call with the handset on hook or off hook. 1. Press SpDial. If SpDial is not shown, press to exit the current screen. 2. Press and to display different pages of speed dials. Press the matching letter key to go straight to the first page with a matching entry. 3. When the required entry is displayed, press the adjacent or key. Deleting a Speed Dial 1. Press SpDial.
Speed Dials Page 11 Adding a New Speed Dial 1. Press SpDial. If SpDial is not shown, press to exit the current screen. 2. Press Add. • If a message stating that the speed dial list is full appears, you must first delete an existing entry before adding any new entry. See "Dialing a Speed Dial Number" on page 10. 3. The speed dial editing menu appears with Name underlined and a cursor following it. • You can switch between Name and Number entry by pressing the key next to the item you want to edit.
Using the Call Log Page 12 Using the Call Log Overview of the Call Log The 2420 maintains a call log, accessed by pressing Log. This log can store up to 100 entries. These can be incoming answered calls, incoming unanswered calls and outgoing calls. You can select which types of calls are included 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.
Using the Call Log Page 13 Using the Call Log Note: Whilst in the call log you cannot make calls. You can still receive calls and handle them using the dialpad key functions. Viewing the Call Log 1. Press Log. If Log is not shown press to exit the current screen. 2. Press and to display different pages of log entries. • To exit the call log and return to the previous screen press Done. • To exit the call log and return to the call handling screen press .
Using the Call Log Page 14 Deleting a Call Log Entry 1. Press Log. If Log is not shown press to exit the current screen. 2. Press and to display different pages of log entries. 3. When you locate the entry you want to call, press the or key next to the entry. 4. Press Delete. The entry is deleted from the Call Log and the details of the next call are shown. 5. Press Done to return to the main • To exit the logged call details and return to the main call log screen press Done.
2420 Options Page 15 2420 Options Overview of 2420 Options The options menus are accessed by pressing Option. These menus allow you to adjust a number of 2420 features. • Ring Pattern: Set the ringing used by the 2420. See "Changing the Ring Pattern" on page 16. • Contrast: Adjust the display contrast. See "Adjusting the Display Contrast" on page 16. • Log Setup: Configure which calls appear in the call log. See "Setting Which Calls are Logged" on page 14.
2420 Options Page 16 Selecting Personalized Options Changing the Ring Pattern The Ring Pattern option allows you to choose a personalized ringing pattern for your telephone. You can choose from among eight different patterns. This alters the tone and style of ringing used by the phone, the number of rings will still vary according to the type of call. • Note: If you receive a call while selecting a ring pattern, you are automatically returned to the call handling screen. 1. Press Option.
2420 Options Page 17 Call Log Setup Through the Option menu you can specify which types of calls should be included in the 2420's call log. See "Setting Which Calls are Logged" on page 14. Switch Visual Ring On/Off With visual ringing on, the phones lamp flashes when the phone is ringing. Option. If Option is not shown press to exit the 1. Press current screen. 2. Press Visual Ring. A menu showing the current setting appears. 3.
2420 Options Page 18 Default Phone/Erase All Settings The Erase All option allows you to reset all personalized settings entered through the 2420's Option menus (except contrast level). It also deletes all entries in the phones Call Log and Speed Dial lists. 1. Press Option. If Option is not shown press to exit the current screen. 2. Press Erase All.
2420 Options Page 19 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 2420 supports AGC for both the handset and the headset if connected. 1. Press Option. If Option is not shown press to exit the current screen. or key. A menu listing the current settings for the 2. Press a handset and headset appears. 3. To toggle a particular setting between Yes and No, press the key next to it.
Display Keys Page 20 Display Keys Overview of the Display Keys The , and keys can be used to access a range of functions. The display adjacent to the key shows the function name. Some of these functions are default functions supported by all 2420 phones (eg. SpDial, Log and Option). Others are functions programmed by the System Administrator for your telephone system. The main screen has three pages. This means that the eight and keys on each page can be used for up to 24 functions.
Display Keys Page 21 Display Mode The phone has two display modes. These control the order in which functions are assigned to the display keys. The modes are: • Normal Mode: In this mode the 3 pages of and keys are ordered sequentially. The keys at the base of each page provide the SpDial, Log and Option options. • Call Center Mode: and key functions are repeated against In this mode some of the keys on the first two screen pages.
Display Keys Page 22 Display Key Programming If any of the keys on the phone is programmed with an Admin or Admin 1 function, it allows you to program further functions against other display keys. The tables below list the user programmable functions. For full details of how each function works see "Display Key Functions" on page 25. The following table lists those functions programmable via an Admin key.
Display Keys Page 23 Shorthand Programming Mode 1. Press Admin or Admin 1. See "Display Key Programming" on page 22. 2. The function selection menu appears. The names down the right-hand side are the functions you can select to assign to a key (except Expl?, see below). • switches to longhand programming mode, see Pressing Expl? "Longhand Programming" on page 24. 3. Use >>> and <<< to move through the list of functions. 4. When the function required is shown, press the key adjacent to its name. 5.
Display Keys Page 24 Longhand Programming 1. Press Admin or Admin 1. See "Display Key Programming" on page 22. . 2. Pressing Expl? to switch to longhand programming mode. 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 telephone keypad. 5. The upper part of the display reverts to showing the functions currently assigned to each and key.
Display Keys Page 25 Display Key Functions This section lists the functions that can be programmed against and keys. The shorthand and longhand names are shown. The shorthand name is the name that is displayed next to the programmed key, along with any data programmed for the function. Those functions marked with a (!) can be programmed against a or key by the 2420 user. This programming requires the phone to already have one key assigned to the Admin function. See "Display Key Programming" on page 22.
Display Keys Page 26 - User (#) See the status of a specific user and call that user. This function requires entry of a user name in quotation marks when programmed. That 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 user number. The user name is underlined when the user is busy.
Display Keys Page 27 Admin - Self-Administer (!) Access menus for programming functions against display keys. This function can be programmed with or without data. If programmed with a setting of 1, the key accesses a different set of functions. See "Display Key Programming" on page 22. This function can be programmed through the phone by the user using an existing Admin key. The Admin key gives access to the menus for programming functions against and keys.
Display Keys Page 28 Busy - Busy Sets the extension as being busy. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. The Busy key sets the extension as busy to callers. If a forward on busy number is set, it is followed. Otherwise calls go to voicemail if on or receive busy tone if internal and ringing if external. To return the extension from busy, press Busy and then .
Display Keys Page 29 CnfRV - Conference Meet Me Allows the extension to join a specified conference. This function requires the conference number to be entered when programmed. That number is then shown next to CnfRV. This function cannot be programmed through the phone by the user. Pressing CnfRV places the extension into the specified conference. Note that the number of conference parties allowed at any time is determined by the telephone system.
Display Keys Page 30 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 phone by the user using an Admin key. CPkUp call answers (pickup) any call currently ringing on the The telephone system. Note: We recommend that this function is only used on systems with a small number of users all in one area. Use of this function on larger system may lead to confusion.
Display Keys Page 31 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 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, if the target extension is on an call and doesn't have call waiting on, any new call will receive busy tone or be diverted to voicemail.
Display Keys Page 32 DNDOn - Do Not Disturb On Puts the extension into 'do not disturb' (no calls) mode. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing DNDOn toggles the extension's do not disturb state. When on, DNDOn is shown with a symbol and the display includes an N (No calls). [User | Button Programming | Advanced | Do Not Disturb | Do Not Disturb On] See also: • "SAC - Send All Calls (!)" on page 50.
Display Keys Page 33 DPkUp - Directed Call Pickup (!) Answer a call currently ringing at a specified user or group. This function requires entry of the target extension or group number. The DPkUp key displays that number. This function can be programmed through the phone by the user using an Admin key. DPkUp to When a call is ringing at the extension or group, press answer (pick up) that call. [User | Button Programming | Emulation | Directed Call Pickup] Drop - Drop (!) Clears a current calls.
Display Keys Page 34 FolTo - Follow Me To Forwards calls from this extension to the specified target. This function requires the target extension to be entered when programmed. The extension number is then shown next to FolTo. This function cannot be programmed through the phone by the user. Pressing FolTo sets the extension's Follow Me To number to the specified extension and switches follow me use on. Whilst on, FolTo is shown with a symbol. Press FolTo again to switch off.
Display Keys Page 35 FwdH+ - Forward Hunt Group Calls On Switches the extension to forward hunt group calls it receives. Note: Calls are only forwarded when forward unconditional (see CFrwd Call Forwarding All (!) or FwUOn - Forward Unconditional On) is also on. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing FwdH+ toggles the feature on/off. When on, FwdH+ is shown with a symbol.
Display Keys Page 36 FwNOn - Forward On No Answer On Switches the extension to forward on no answer on. This function does not required any data to be entered when programmed. This function cannot be programmed through the phone by the user. Pressing FwNOn toggles the extension's forward on no answer state. When on, FwNOn is shown with a symbol. When on, calls are forwarded to the extension's forward on busy number (see "FwBNo - Forward On Busy Number" on page 34).
Display Keys Page 37 GrpPg - Group Paging (!) This function requires entry of a target extension or group number when programmed. The GrpPg key displays that number. This function can be programmed through the phone by the user using an Admin key. When GrpPg is pressed, it will make a paging call to that number. [User | Button Programming | Emulation | Group Paging] HdSet - Headset Toggle (!) This function does not require any data entered when programmed.
Display Keys Page 38 HfAns - Internal Auto-Answer (!) Answers internal calls after a single ring. This function does not require any data entered when programmed. This function can be programmed through the phone by the user using an Admin key. HfAns key toggles internal auto-answer on/off. When on, HfAns is The shown with a symbol. [User | Button Programming | Emulation | Internal Auto Answer] See also: • "RngOf - Ringer Off (!)" on page 50. • "CWOn - Call Waiting On" on page 30.
Display Keys Page 39 HGNS+ - Set Hunt Group Night Service (!) Put a specific hunt group into night service mode. This function requires the hunt group number to be entered when programmed. The hunt group number is then shown next to HGNS+. This function can be programmed through the phone by the user using an Admin key. Pressing HGNS+ puts the hunt group into night service. Group calls then go to its night service fallback group if set or, if not answered, to voicemail.
Display Keys Page 40 Hold - Hold Call Place the current call on hold at the exchange. 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 | Button Programming | Advanced | Hold | Hold Call] See also: • "Rtriv - Retrieve Call" on page 49.
Display Keys Page 41 ICSeq - Set Inside Call Sequence Sets the ringing pattern (sequence) used for internal calls. Not supported by the 2420. This function requires the ringing pattern (0 to 9) to be entered when programmed. The number is shown next to ICSeq. This function cannot be programmed through the phone by the user. Pressing ICSeq changes the extension's ringback ringing pattern.
Display Keys Page 42 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 cannot be programmed through the phone by the user. The Listn key shows the target extension number. Use of this function requires setup of the extension's monitor group by the System Administrator.
Display Keys Page 43 NATim - Set No Answer Time Sets the 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.
Display Keys Page 44 Park - Call Park to Other Extension (!) This function requires entry of a target extension number when programmed. The Park key displays that number. This function can be programmed through the phone by the user using an Admin key. If after answering a call, Park is pressed, the call will be parked and, depending on the extension type, the target extension's parked call indication triggered. The parked call is assigned a number based on the parking extensions number.
Display Keys Page 45 PickA - Call Pickup Any Pickup any ringing call. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. Pressing PickA answers any call currently ringing on the telephone system. Note: We recommend that this function is only used on systems with a small number of users all in one area. Use of this function on larger system may lead to confusion.
Display Keys Page 46 Prog - Abbreviated Dial Program (!) Select and program numbers against display keys. This function can be programmed through the phone by the user using an Admin key. [User | Button Programming | Emulation | Abbreviated Dial Program] See also: • " - Dial" on page 25. • "AD - Abbreviated Dial (!)" on page 26. Quota - Clear Quota Clears (resets) the time quota for connections to a specified external data service (eg. the internet).
Display Keys Page 47 RBak+ - Ringback When Free Sets a callback when free on busy extensions and callback when next used on unanswered extensions. This function does not require any data entered when programmed. This function cannot be programmed through the phone by the user. When an extension called does not answer or is busy, pressing AutCB sets a callback on that extension. Whilst the callback is set, AutCB is shown with a symbol. Pressing AutCB again cancels the callback.
Display Keys Page 48 Recor - Call Record Records the current call at the specified target extension. This function requires entry of a target extension number when programmed. This function cannot be programmed through the 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.
Display Keys Page 49 Resum - Resume Call Resume a call previously suspended into a specified ISDN exchange slot. This function requires the exchange slot number to be specified when programmed. The slot number is then shown next to Resum. This function cannot be programmed through the phone by the user. Resum resumes any call previous suspended into the Pressing specified exchange slot. Suspended calls can be resumed by any extension.
Display Keys Page 50 RngOf - Ringer Off (!) Switch the phones audible ringer on/off. This function does not require any data entered when programmed. This function can be programmed through the phone by the user using an Admin key. RngOf key toggles the phones call ringer on/off. The programmed When off, RngOf is shown with a symbol. [User | Button Programming | Emulation | Ringer Off] See also: • "CWOn - Call Waiting On" on page 30. • "HfAns - Internal Auto-Answer (!)" on page 38.
Display Keys Page 51 Steal - Call Steal Take over a call from a specified extension or retrieve a call just transferred or forwarded. This function cannot be programmed through the phone by the user. If a target extension number is entered when this function is programmed, Steal displays that number. Pressing Steal when the target extension has a call will take over the call.
Display Keys Page 52 Timer - Timer (!) Starts a timer on the phone's display. This function does not require any data entered when programmed. This function can be programmed through the phone by the user using an Admin key. The timer is reset for each new call made or answered. When timer mode is selected, a is shown next to Timer. [User | Button Programming | Emulation | Timer] TmDay - Time of Day (!) Replaces the user name and number details on the phone display with the date and time.
Display Keys Page 53 VMCol - Voicemail Collect Accesses a specified voicemail mailbox to collect or leave messages. This function requires entry of the target mailbox name prefixed by either ? to collect messages or # to leave a message. If just ? or # is entered then the calling extension's mailbox is assumed. This function cannot be programmed through the phone by the user. The VMCol key appears followed by the mailbox name.
System Features Page 54 System Features Introduction As well as your phones specific features, you can access a number of system features by dialing short codes. These instructions are for the 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 Making Calls Internal Calls: To make a call to another extension, simply dial the number.
System Features Page 55 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. To turn call waiting on use the code *15; to turn it off use *16.
System Features Page 56 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, to switch it off dial *09. • *10*N# to add a number to the exception list. • *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.
System Features Page 57 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.
Index Page 58 Index Abbreviated Dial 26 Program 46 Absent Text 26 Absnt 26 Account Code Entry 26 Acct 26 AD 26 AD Suppress 50 Admin 27 Apear 27 Appearance 27 Aquir 26 AutCB 27 Auto-Answer 38 Automatic Callback 27 Intercom 40 Busy 28 Forward Calls 34 On Held 28 BusyH 28 Call Appearance 27 Forwarding All 28 Hold 40 Intrude 41 Listen 42 Park 29, 43 Park to Other Extension 44 Pickup 30 Priority 44 Queue 46 Record 48 Resume 49 Retrieve 49 Ride 49 Steal 51 Suspend 51 Timer 52 Toggle 52 Call Pickup Any 45 Direct
Index Page 59 Blank Page 2420 User Guide IP Office Page 59 40DHB0002USEG - Issue 1 (29/04/2003)
Index Page 60 Performance figures and data quoted in this document are typical, and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract. The company reserves the right to make alterations or amendments to the detailed specifications at its discretion. The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others.
