4620/4620SW/4621SW IP Telephone
User Guide
555-233-781
Issue 4
November 2006
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Contents
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4 4620/4620SW/4621SW IP Telephone User Guide
Contents
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6 4620/4620SW/4621SW IP Telephone User Guide
About This Guide
Overview
This guide covers how to use your new 4620/4620SW/4621SW IP Telephone. The 4620/
4620SW/4621SW is simple to use while offering the latest advances in telephony systems.
IP (Internet Protocol) telephones obtain their operational characteristics from your central
telephone server rather than residing in the phone unit itself. Updates and new features are
downloaded to your phone without intervention or the need for phone replacement.
This guide contains eight chapters, geared to how you actually use the phone, each of which is
Intended Audience
This document is intended for IP telephone users who have a 4620/4620SW/4621SW IP
Telephone. It is not intended to be a technical reference guide for System Administrators or
phone technicians.
Issue Date
This document was issued for the first time in July, 2002. It has been revised as follows:
for Release 1.8 in June, 2003,
●
for Release 2.0 in December, 2003,
●
for Release 2.1 in July, 2004,
●
for Release 2.2 in April, 2005, and
●
for Issue 3 (Release 2.4) in April, 2006
●
for Issue 4 (software Release 2.7) in November, 2006.
●
The November 2006 version of this guide supersedes all previous versions.
Issue 4 November 2006
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About This Guide
What's New in This Document
procedure for telephone login. When the Call Log contains missed calls, the telephone now
displays a Missed Call icon and the number of missed calls on the top line in the Phone and
for certain telephones. There are no other significant changes in telephone operation for
Software Release 2.7.
How to Use This Document
This guide is organized to help you find topics in a logical manner. Read it from start to finish to
get a thorough understanding of how to use your 4620/4620SW/4621SW IP Telephone. Or, use
the Table of Contents or Index to locate information specific to a task or function you want to
perform.
Document Organization
This guide contains the following chapters:
Describes each element on the face of the telephone. Also covers
telephone navigation, applications and features.
Covers all call-related information, such as initiating calls, receiving
calls, speed dialing, calling a party on the call log, conferencing and
transferring calls, accessing and retrieving voice mail messages,
logging off the phone for security purposes and logging back on to the
phone.
Describes how to add, update, and remove Speed Dial buttons, to
facilitate quick dialing of frequently called numbers.
Describes how to view entries on each of the three types of call logs,
add a log entry to a Speed Dial button, and delete one or more call log
entries.
Explains how to use the 4620/4620SW/4621SW's Web access
functions.
Provides first-time use setup and ongoing maintenance procedures for
4620/4620SW/4621SW Telephone options. Also covers
troubleshooting certain phone functions.
Provides a list of headsets and handsets compatible with 4600 Series
IP Telephones, and ordering information.
Covers testing your phone's operation and provides basic
troubleshooting actions, if you encounter errors or experience
problems.
8 4620/4620SW/4621SW IP Telephone User Guide
Related Documentation
Conventions Used
This guide uses the following textual, symbolic, and typographic conventions to help you
interpret information.
Symbolic Conventions
Note:
This symbol precedes additional information about a topic.
Note:
Typographic Conventions
This guide uses the following typographic conventions:
Document
Underlined type indicates a section or sub-section in this
document containing additional information about a topic.
"Document"
Italic type enclosed in quotes indicates a reference to an external
document or a specific chapter/section of an external document.
Italics
Italic type indicates the result of an action you take or a system
response in step by step procedures.
Conference
In step by step procedures, words shown in bold represent a
single telephone button that should be pressed/selected.
Related Documentation
This guide and other related documentation is available online at the following URL:
For a Quick Reference to 4620/4620SW/4621SW features and applications, see the
4620/4620SW/4621SW IP Telephone Quick Reference (Document Number 16-300003).
For information related to installing an IP telephone, see the 4600 Series IP Telephone
Installation Guide (Document Number 555-233-128).
For information related to using the telephone stand or wall-mounting a 4620/4620SW/4621SW
IP Telephone, see the 4620/4620SW/4621SW/4622SW/4625SW IP Telephone Stand
Instructions (Document Number 16-300299).
Issue 4 November 2006
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About This Guide
For information about using an EU24/EU24BL Expansion Module with any of the telephones
described in this guide, see the EU24/EU24BL Expansion Module User Guide (Document
Number 555-250-702).
For information related to maintaining an IP telephone system on a Local Area Network, see the
4600 Series IP Telephone LAN Administrator Guide (Document Number 555-233-507).
Standard telephone features are described in the Overview for Avaya Communication Manager
(Document Number 03-300468).
10 4620/4620SW/4621SW IP Telephone User Guide
Chapter 1: Introducing Your 4620/4620SW/4621SW
IP Telephone
Introduction
This chapter introduces you to the layout of the 4620/4620SW/4621SW IP Telephone. It
provides a description for each functional button and other phone characteristics, briefly
describes each 4620/4620SW/4621SW application, and provides basic instructions for
navigating display screens.
Note:
The 4620 and 4620SW SW IP Telephones have the exact same appearance,
Note:
user interface, and functionality. The phones do have somewhat different internal
circuitry, and, unlike the 4620, the 4620SW supports Russian and multi-byte
characters (Chinese, Japanese, and Hebrew), as covered in Selecting an
When the term "4620" is used anywhere in this document, the information also
applies to the 4620SW, unless otherwise noted.
Note:
The 4620SW and the 4621SW are almost exactly the same telephone. Both
Note:
telephones have the same appearance, user interface, and functionality. The
phones do have somewhat different internal circuitry, and the 4621SW has a
special backlighted display. Like the 4620SW, the 4621SW supports Russian and
multi-byte characters (Chinese, Japanese, and Hebrew), as covered in
When this document uses the terms "4620" and 4620SW," the information also
applies to the 4621SW, unless otherwise noted.
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Introducing Your 4620/4620SW/4621SW IP Telephone
The 4620/4620SW/4621SW IP Telephone
The 4620/4620SW/4621SW IP Telephone is an innovative telephone that gives you access to
the World Wide Web while offering the latest features and applications. The large display area
allows up to 12 application-specific buttons to be presented and labeled at one time.
Additionally, 12 Line/Feature buttons, 4 softkeys, and other fixed buttons provide access to
powerful capabilities such as:
call server-based features,
●
speed dialing,
●
a Call Log, and
●
a WML (Wireless Markup Language, a Web development protocol) browser.
●
browser provides access to Web sites tailored specifically for devices with smaller display
screens like cell phones and Personal Data Assistants.
In addition to these features and applications, the 4620/4620SW/4621SW provides a robust
menu of options to customize your phone preferences.
Your telephone's display area coincides with how your System Administrator sets up the Line/
Feature buttons. The 4 softkeys assist you in using 4620/4620SW/4621SW applications and
features. The 14 standard (labeled) buttons assist in telephone operation and call handling. A
built-in, two-way Speaker, and an infrared interface (not applicable on the 4621SW) combine to
provide ease of use and flexibility. The telephone has an adjustable stand that moves to
optimize your viewing position via the button on the back.
Figure 1 shows the face of the 4620/4620SW/4621SW IP Telephone. This diagram contains
numbered "callouts" identifying the phone's primary features and buttons. If you are viewing this
guide online, you can click the callout to jump to the corresponding feature or button description.
Otherwise, each callout is described in detail in Table 1 following the diagram.
12 4620/4620SW/4621SW IP Telephone User Guide
The 4620/4620SW/4621SW IP Telephone
Figure 1: 4620/4620SW/4621SW IP Telephone
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Introducing Your 4620/4620SW/4621SW IP Telephone
Table 1: 4620/4620SW/4621SW IP Telephone Button/Feature Descriptions
Callout
Button/Feature
Button/Feature
Number
Name
Description
1
Message Waiting
When lit, indicates you have a message waiting on your voice
Lamp
messaging system. This indicator can also be optioned to
flash for incoming calls.
2
Display
The display screen is 4 inches by 2.9 inches. Information
displayed varies according to the application/function
currently active. When the phone is idle, the top area displays
the current date and time. When someone is calling you, the
name/phone number of that person displays in the top area.
The top area also displays a Missed Call icon and the number
of missed calls, as applicable. The display has eight lines. Six
display lines are devoted to the current application. One line
shows softkey labels for the current application and one line
shows Help and other procedural messages. Four grayscale
colors are used to indicate activity.
3
Line/Feature
Twelve Line/Feature buttons provide both call appearances
buttons
(lines for incoming and outgoing calls) and application-specific
functionality.
4
Softkeys
Used to navigate to, or start application-specific actions, such
as Call a number, Cancel the current activity, Save entered
data such as a Speed Dial label.
5
Phone/Exit
Displays the Phone application main screen or, if applicable,
exits the current call server-based feature and normalizes the
display.
6
Options
Displays the Options main screen, from which display and
application settings can be updated.
7
Page Left/Right
Shifts from one page to another in the same application, when
the display presents the "paging indicator" (
). These
buttons have no effect when the Paging Indicator is not
displayed.
8
Speaker LED
Lights steadily when the Speaker is active.
Indicator
9
Speaker
Accesses the Speaker feature.
10
Headset LED
Lights steadily when the headset is active.
Indicator
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14 4620/4620SW/4621SW IP Telephone User Guide
The 4620/4620SW/4621SW IP Telephone
Table 1: 4620/4620SW/4621SW IP Telephone Button/Feature Descriptions (continued)
Callout
Button/Feature
Button/Feature
Number
Name
Description
11
Headset
With a headset connected, changes audio control from the
handset or Speaker to the headset.
12
Mute LED
Lights steadily when the handset, headset or Speaker is
Indicator
muted.
13
Mute
Turns off the active Speaker, handset, or headset
microphone, to prevent the other person from hearing you.
14
Volume Control
Adjusts the handset, Speaker, headset, or ringer volume,
depending on which item is in use. When you increase or
decrease the volume, the top display area shows an icon to
indicate the item for which you are adjusting the volume. A
visual "volume meter" that shows the volume level follows the
icon. This button also controls the volume of the key click
sounds. Key clicks sound when you press fixed buttons on the
phone such as the dialpad or softkeys.
15
Headset Jack
Provides a port for connecting a headset on the underside of
the phone.
16
Hold
Red button used to place a call on hold.
17
Transfer
Transfers a call to another phone.
18
Conference
Sets up conference calls with more than one other person.
19
Drop
Drops the last person added to a Conference call or ends the
current call, if you are not on a Conference call.
20
Redial
Redials the last number dialed from the phone or displays a
list of the last six numbers dialed for selection. Set using the
21
Numeric (Dialing)
Standard 12 button pad for dialing phone numbers.
Pad
22
Feature Key
Provides a port (on the underside of the phone) for connecting
Expansion Unit
the optional EU24/EU24BL (Feature Key Expansion Unit),
Connection Jack
which provides additional telephone Feature buttons.
2 of 2
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Introducing Your 4620/4620SW/4621SW IP Telephone
About the Feature Key Expansion Unit (EU24/EU24BL)
The Feature Key Expansion Unit is an optional device that can be connected to your 4620 IP
Telephone. The EU24 and EU24BL contain 24 buttons onto which your System Administrator
sets up additional IP telephone features and/or call appearances (incoming and outgoing lines).
The EU24BL is essentially the same as an EU24, except with a backlit display. When we use
the term "EU24" anywhere in this guide, the information also applies to the EU24BL, unless
otherwise noted.
The EU24 is recommended for use with the 4620 and 4620SW IP Telephones. The EU24BL is
recommended for use with the 4621SW IP Telephone.
For usage instructions, see the EU24/EU24BL Expansion Module User Guide (Document
Navigating Application Screens
Your 4620 IP Telephone uses Phone Feature buttons, Line/Feature buttons, and Softkeys to
allow you maximum flexibility in phone operation and application usage. While reviewing this
Phone Feature buttons are used in the Phone application and appear on the face of the
telephone around the dialpad. Phone buttons have an icon on the top of the button, to indicate
the button's function. These buttons provide mostly call-handling features like Transfer,
Conference, Hold, or Redial. Two new phone feature buttons are:
Phone/Exit (
) - used to exit call server-based features and restore the Phone screen
●
to the display, and
Options (
) - used to access the Options function to set certain phone parameters
●
and view phone/server/connection status and other information for troubleshooting.
The Page Left and Page Right buttons (
) (between the Phone/Exit and Options buttons)
are also considered phone buttons. Use them to move forward (Right Arrow) or backward (Left
Arrow) from one display screen to another. These paging buttons work in conjunction with the
paging indicators (
) you may see on an application screen. Paging indicators show that a
screen has more than one page, and allow you to navigate forward and back through those
additional pages. To activate the
