About Your Telephone

The 4606 IP telephone is a multi-line phone with 6 Line/Feature buttons, 6 dedicated Feature buttons, a 2-line by 16 character display area, and a full-duplex, two-way speakerphone.

Match the numbered callouts on the 4606 illustration to the descriptions below.

1. Display - The display screen has two lines of 16 characters each. During phone usage, the top line shows the name/phone number you are calling or the name/phone number of the person calling you; while idle, it displays the current date and time. The second line also displays volume control (when a volume arrow is pressed) and elapsed time (when the Timer feature is active).

2. (Conference) - Set up conference calls with more than one other person. With the phone on-hook, also used to select a personal ringing pattern.

3. (Transfer) - Transfer a call to another phone. With the phone on-hook, also used to test lights and the display screen.

4. (Redial) - Redial the last number dialed from the phone.

5. Line/Feature buttons - Several of the six buttons are Line buttons dedicated to incoming and outgoing calls; those Line buttons are labeled with an extension number. The Line/Feature buttons not dedicated to incoming or outgoing calls provide access to system features like sending all calls to another phone or speed-dialing. For your specific configuration, see your System Administrator. One red and one green light appear next to each button. Steady red indicates the line is available. Steady green indicates the line or feature is in use; other green light indications (winking, fluttering and flashing) are feature-specific.

6. Mute/Speaker Light - Lights steadily when the Speakerphone is active. Flashes when the handset, headset or Speakerphone microphone is muted.

7. (Speaker) - Access the built in two-way, full-duplex Speakerphone feature. The LED above this button lights when the speakerphone is active.

8. Voice Message Light - When lit, indicates you have a message waiting.

9. (Mute) - Turn off the active microphone (handset or speaker), to prevent the other person from hearing you. The LED above the Spkr button flashes when the microphone is muted.

10. (Volume Control) - Adjust the speaker, handset or ringer volume, depending on which item is in use.

11. Numeric (Dialing) Pad - Standard 12 button pad for dialing phone numbers.

12. (Hold) - Red button used to place a call on hold.

Programmable Line/Feature Buttons

Your telephone has six Line/Feature buttons, some of which are dedicated to incoming and outgoing calls. The remaining Line/Feature buttons can be programmed by your Telephone System Administrator to provide additional phone functionality.

Line buttons available for incoming/outgoing calls are usually the first few buttons on the left-most button column.

The Line/Feature buttons following your incoming/outgoing lines may be reserved for features not available using dedicated buttons like (Conference), (Mute) and (Speaker). Features such as Voice Mail retrieval, Directory search, Inspect phone features and Program may also be assigned to this group of buttons. These features may alternately be available through Feature Access Codes.

Two suggested features for IP telephone users to add are Drop (which allows a party to be dropped from a conference call) and Normal (which clears the display when using certain features like the Directory).

For information regarding how the Line/Feature buttons have been set up for your phone system, contact your System Administrator. Be sure that the Line/Feature button labels are filled in before starting to use your telephone, and that you update them promptly for new, customized features.

Display Screen

Your IP telephone has a 2-line by 16 character display (screen) area located at the top third of the phone. What you see on the display is controlled by the current status of the phone or by selections you make using Line/Feature buttons, Access Codes, or dedicated Feature buttons like Redial or Transfer.

The display:

• Indicates the date and time of day on the top line when the phone is idle

• Displays call information on both lines, such as the extension being dialed or the name and extension of someone calling you

• Shows feature-related instructions or messages when using certain phone features

The two display lines provide (general) information (time of day), feature information/instructions, and/or call information.

Upper Display Line

The Time and Date appear on the upper display line when the phone is idle. Time and date are set at the switch, so if there is an error, contact your Telephone System Administrator.

When plugging in your IP telephone for the first time, or after a power outage, it may take several minutes for the time and date to appear on the display screen.

Lower Display Line

Line/Feature Button Information

Line/Feature button information identifies the line being used. Each of the six Line/Feature buttons is given an alphabetic designation of a through c (left column) and d through f (right column). When the display shows a=, it represents call information for the first Line/Feature button; the next button down would show as b=, and so on. Line/Feature buttons are also called "call appearance" buttons.

Call Information

Call information, such as the extension being dialed or the name and extension of the person you are calling, displays. When someone on another extension calls you, the display shows the caller's name. Outside calls show either the telephone number, the words OUTSIDE CALL, or a trunk identifier.

Accessing IP Telephone Features

Your IP telephone provides two ways to access IP telephone features:

1. Your System Administrator may have programmed some of your telephone's Line/Feature buttons to automatically access a feature when pressed. In some cases, features activated via Line/Feature buttons have a "steady green" indicator light to signify active status. When the feature is deactivated (turned off), the indicator light goes off.

Note that because your telephone has just six Line/Feature buttons, button-activated features may be limited.

2. If you don't have a button administered on your phone for a specific feature, you may be able to access a feature by entering a two or three digit access code using the number pad. Note that the procedures in this section often provide information about using access codes for applicable features. Your System Administrator assigns access codes.

Whether your DEFINITY® IP telephone system uses access codes and/or feature buttons, be sure to check with your System Administrator to find out your phone system's specific configuration.

Conventions

Conventions Used in the Procedure Descriptions

Special Instructions

Use the following special instructions for operating your telephone.

• To operate a feature, you must have the handset off-hook (removed from the cradle of the telephone) or the speaker or speakerphone on unless otherwise noted.

• If you receive an intercept tone (high-pitched, alternating high and low tone) while attempting to operate any feature, you have taken too much time to complete a procedural step or have made a dialing error. Hang up, get dial tone, and return to Step 1.

Feature Finder

Abbreviated Dialing

Lets you access stored numbers for quick and easy dialing. The numbers stored can be a complete or partial telephone number, a trunk code (to access an outside line), an extension or a feature Access Code. You can also set up a Personal Abbreviated Dialing list, to allow you to access frequently-dialed numbers using short access codes.

To be programmable for abbreviated dialing, a Line/Feature button must be administered for the Abbreviated Dialing feature; check with your System Administrator to see if AD is available on your phone, then see the "Program Abbreviated Dialing" feature. Also, if your telephone's speaker has been disabled, lift the handset or use the headset to go off-hook before using AD.

Automatic Callback

Sends your phone a priority ring, indicating the previously busy or unanswered extension you dialed is now available. Note that if you initiate call forwarding after activating Automatic Callback, returned calls (callbacks) are not forwarded, and ring at your phone.

Call Forwarding

Lets you redirect all calls to your phone to another extension or an outside number. Because this feature may operate differently among customers, check your office procedures for call forwarding before performing the procedures below. Call forwarding must be disabled to resume call pickup at your phone.

Call Park

Lets you place a call on hold at your telephone for retrieval at any extension.

Conference

Allows you to conference up to the maximum number of parties set by your System Administrator.

Hold

Puts a call on hold until you return to it.

Last Number Dialed

Automatically initiates dialing of the most recent extension or outside number dialed.

Mute

During an active call, 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.

Send All Calls

Lets you temporarily send your calls to the extension of a person designated by the System Administrator to answer them when you cannot.

Transfer

Lets you transfer a call from your telephone to another extension or outside number.

To place an Abbreviated Dialing call:

1. Press the Line/Feature button programmed to dial the number or extension you want to call.

• Your call is dialed automatically.

To automatically place another call to an extension that was busy or did not answer, or in response to a returned call waiting ringback tone:

1. During a call attempt, press the button your System Administrator has designated for Automatic Callback.

{confirmation tone}

2. Hang up.

• You hear a priority ring when both your phone and the number you called are available.

• The display shows the message "Callback."

3. When you hear the priority ring, lift the handset.

• Your call proceeds as originally dialed.

Note:   Automatic Callback cancels (automatically) after 30 minutes.

To cancel Automatic Callback:

1. With the handset on-hook, press the button your System Administrator has designated for Automatic Callback again.

• One tone indicates automatic callback is canceled; this feature automatically cancels after 30 minutes.

To temporarily send your calls to another phone:

1. If your System Administrator has programmed one of the Line/Feature buttons to represent Call Forwarding, press that button to initiate call forwarding,

or, Dial the Call Forward Access Code *2 with the phone off-hook.

2. Dial the extension or number to which calls should be sent.

3. Hang up.

• When Call Forwarding has been activated, the Line indicator light is on and you may hear a brief ring-ping tone as each call is forwarded.

To cancel Call Forwarding:

1. If your System Administrator has programmed one of the Line/Feature buttons to represent Call Forwarding Cancel, press that button,

or, Dial the Call Forward Cancel Access Code #2 with the phone off-hook.

• The Line indicator light goes off.

{ confirmation tone}

• Your calls will now ring at your phone.

To retrieve a parked call from another extension:

1. With the handset off-hook, dial the Answer Back Access Code #6.

2. Dial the extension where you parked the call (usually your own extension).

• If an intercept tone sounds, the parked call has been disconnected or retrieved by someone else.

To park a call at your extension:

1. If your System Administrator has programmed one of the Line/Feature buttons to represent Call Park, press that button to initiate Call Park,

• The call is parked at your extension.

To add another party to a call:

1. Dial the first party, then press .

• The current call is placed on hold.

{dial tone}

2. Dial the number of the next party and wait for an answer.

3. Press 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.

To add a held call to the current call;

1. Press .

• The current line and the held line lights flutter.

2. Press the Line button of the held call.

3. Press again.

• All parties are now connected.

To drop the last person added to the conference call:

1. Press the Line/Feature button your System Administrator has designated as the "Drop" button.

• The last party connected to the conference call is dropped from the call.

To place a call on hold:

1. Press .

• The green light next to the held line blinks.

To return to the held call:

1. Press the Line button of the held call.

• The call is restored.

To redial the last number called:

1. Press .

• The last number dialed is automatically redialed.

To prevent the other person on the line from hearing you:

1. Press .

• The other party cannot hear you.

• The indicator light above blinks when Mute is active.

2. To reinstate two-way conversation, press again.

To send all calls (except priority calls) immediately to a coverage extension:

Your Telephone System Administrator must provide a coverage path before you can use this feature.

1. If your System Administrator has programmed one of the Line/Feature buttons to represent Send All Calls, with the phone on-hook, press that button to initiate coverage,

or, With the phone on-hook, dial the Send All Calls Access Code *3.

• You may hear a ring-ping (half-ring) tone as each call is forwarded.

To cancel Send All Calls:

1. If your System Administrator has programmed one of the Line/Feature buttons to represent Send All Calls, with the phone on-hook, press that button again to cancel coverage,

or, With the phone off-hook, dial the Send All Calls Cancel Access Code #3.

{confirmation tone}

To send a call to another telephone:

1. With the call active (or with only one held call and no active calls), press .

• The call is placed on hold and its associated indicator light blinks.

{dial tone}

• The next available line activates.

2. Dial the number to which you want to transfer the call.

3. Remain on the line and announce the call; if the line is busy or if no one answers, return to the held call by pressing the Line button on which it is being held.

4. Press again.

• The call is sent to the extension or number you dialed.

• A two-second display message indicates the transfer is complete.

5. Hang up your handset.

Tones and Their Meanings

As you become more familiar with your IP telephone, you will recognize the various tones you hear in response to an incoming call or while using the handset. The chart below provides an overview of the tones you hear; check with your System Administrator to verify if the descriptions are accurate for your system.

Ringing Tones accompany an incoming call. Feedback Tones (as shown on the next page) are those which you hear through the handset (receiver) or the speaker.

Interpreting Indicator Lights

As you become more familiar with your IP telephone, you will recognize the lights associated with a Line/Feature button. The chart below provides an overview of the indicator lights you see; check with your System Administrator to verify if the descriptions are accurate for your system.

Troubleshooting

Your telephone is relatively trouble-free. The troubleshooting chart below provides the most common problems an end user might encounter. The remaining pages in this section provide procedures for resetting or power-cycling your phone, when Basic Troubleshooting does not resolve the problem. For all other IP telephone questions or problems, contact your Telephone System Administrator.

Resetting and Power Cycling the IP Telephone

Reset your IP telephone when other Troubleshooting suggestions do not correct the problem. Use a Power Cycle with the approval of your System Administrator only when a reset does not resolve the problem.

To reset your phone:

This basic reset procedure should resolve most problems.

1. Press .

2. Using the dial pad, press the following keys in sequence: 73738#

• The display shows the message "Reset values? * = no # = yes."

3. Choose one of the following:

If you want to	Then
Reset the phone without resetting any assigned values	Press * (asterisk). A confirmation tone sounds and the display prompts "Restart phone? * = no # = yes."
Reset the phone and any previously assigned (programmed) values (Use this option only if your phone has programmed, static values)	Press # (the pound key). The display shows the message "Resetting values" while your IP telephone resets its programmed values, such as the IP address, to its default values, and re-establishes the connection to the server. The display then prompts "Restart phone? * = no # = yes."




4. Press # to restart the phone or * to terminate the restart and restore the phone to its previous state.

Note: Any reset/restart of your phone may take a few minutes.

To power cycle the phone:

Use the power cycle with your System Administrator's approval only if the basic or programmed reset procedure cannot be performed or does not correct the problem:

1. Unplug the phone and plug it back in.

• The phone connection is re-established.

Note: If power-cycling does not correct the problem, your System Administrator can perform a more severe power cycle routine by unplugging both the phone and the Ethernet cables.

Warning: Because the type of power cycle mentioned in Step 2 involves reprogramming certain values, it should only be performed by your Telephone System Administrator.

Glossary

activate

To begin or turn on the operation of a feature.

attendant

The person who handles incoming and outgoing calls at the main console.

AUDIX

Audio Information Exchange, an optional voice mail and message service that provides coverage for calls to you by recording callers' messages and reporting Leave Word Calling messages.

call appearance button

A button used exclusively to place, receive, or hold calls. It has an assigned extension number and is equipped with a red in-use light and a green status light.

console permission

The authorization (from your system manager) to initiate Call Forwarding All Calls for an extension other than your own.

coverage

Automatic redirection of calls from an unanswered phone to another phone. Redirection could be to the extension of a receptionist, secretary, co-worker, AUDIX, or message center. A person who provides coverage is a covering user.

DEFINITY Communications System Generic 1 and Generic 3

The Avaya switch to which your telephone may be connected. Both DEFINITY Communications System Generic 1 and Generic 3 are communications systems which transmit and receive voice and data signals for all communications equipment in a network.

dial pad

The 12 pushbuttons that you use to dial a number and access features.

enhanced list

One of the four types of Abbreviated Dialing lists; programmable only by the system manager. Contains phone numbers useful to all system members, and stores each of those numbers as a 1-, 2-, or 3-digit list item.

extension

A dialing number of 1 to 5 digits assigned to each phone connected to your DEFINITY Communications System Generic 1 or Generic 3 switch.

feature

A special function or service, such as Conference, Hold, Send All Calls, etc.

feature code

A dial code of 1, 2, or 3 digits that you use to activate or cancel the operation of a feature.

group list

One of the four types of Abbreviated Dialing lists; programmable only by the system manager. Contains phone numbers useful to members of a specific group, and stores each of those numbers as a 2-digit list item.

handset

The handheld part of the telephone that you pick up, talk into, and listen from. This is sometimes called the "receiver".

message retriever

A person authorized by the system manager to retrieve messages for other users.

off-hook

When the handset is removed from the cradle (for example, when you lift the handset to place or answer a call), or speaker is on.

on-hook

When the handset is left on the cradle, and speaker is off.

party

A person who places or answers a call.

personal list

One of the four types of Abbreviated Dialing lists; programmable by the system manager or by you, the user. Contains phone numbers of your choice, and stores each of them as a single-digit list item.

personal list item

One of the 10 available slots on an Abbreviated Dialing personal list. The first nine personal list items are given digits 1 to 9, with 0 for the tenth item.

pickup group

A group of telephone users who can answer calls for each other through the Call Pickup feature. Group members are determined by the system manager and are usually located in the same work area or perform similar job functions.

priority call

An important or urgent call that sends a special 3-burst ring.

program/reprogram

To use your dial pad to assign a phone number to a personal list item or an <AD xxxxx> button for Abbreviated Dialing.

retrieve

To collect phone messages with the Message or Voice Message Retrieval features. (Also, with Call Park, to resume a call from an extension other than the one where the call was first placed or received.)

ringer

The device that produces the electronic ringing sound in your telephone.

stored number

A phone number that has been programmed and stored as a 1-, 2-, or 3-digit list item for use with Abbreviated Dialing. It can be a complete or partial phone number, an extension number, or a trunk or feature code. Once programmed, a number can be accessed by first dialing the list, then the list item digit(s) under which it is stored; if the number is stored on an <AD xxxxx> button, the number can be accessed by simply pressing that button.

switch

The device that makes connections for all voice and data calls for a network, and also contains software for features. Also known as a system, switching system, or ECS (Enterprise Communications Server).

system list

One of the four types of Abbreviated Dialing lists; programmable only by the system manager. Contains phone numbers helpful to all system users, and stores each of those numbers as a 2-digit list item.

system manager

The person responsible for specifying and managing the operation of features for all the voice and data equipment in your network.

trunk

A telecommunications channel between your switch and the local or long distance calling network. Trunks of the same kind connecting to the same end points are assigned to the same trunk group.

trunk code

A dial code of 1, 2, or 3 digits that you dial to access a trunk group to place an outside call.

Access Codes