Avaya 4412D+ - User Manual

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Summary

Your Telephone

Line Buttons

Describes phone buttons for making/receiving calls and their configurations.

Speakerphone and Button Lights

Guidelines for speakerphone use, mute, and meanings of line button light indicators.

Tones and Rings

Defines audible tones and ringing patterns for call status and alerts.

Call Handling

Making and Answering Calls

Procedures for initiating and responding to outside and inside calls.

Call Transfer and Hold Operations

Methods for transferring calls, to voice mail, and placing calls on hold.

Conference Calls

Steps to set up, manage, and end conference calls.

Using Features

Feature Usage and Programming

How to use features, program feature buttons, and program features onto buttons.

Special Characters and Headsets

Explains special dialing characters and headset operation.

Programming and Feature Codes

Call Handling Features

Details Call Waiting, Camp-On, Drop, HFAI, Paging, Park, and Pickup.

Covering Calls Features

Covers Coverage, Follow Me, Forward, Direct Voice Mail, Account Codes.

Dialing and Directory Features

Explains Auto Dial, Saved Number Dial, Directory, and Personal Speed Dial.

Other Programming & Functions

Covers Language, Privacy, Posted Messages, and Reminders.

Displays

Display Appearances

Compares feature name abbreviations between 2-line and 7-line displays.

Model-Specific Displays

Details the displays for 4406D+, 4412D+/4424D+, and 4424LD+ telephones.

Overview

This document serves as a User's Guide for Avaya 4406D+, 4412D+, 4424D+, and 4424LD+ Telephones, providing comprehensive instructions on their operation, features, and programming.

Function Description:

The Avaya 4400-Series telephones are designed for business communication, offering a range of features for handling internal and external calls, managing conferences, and utilizing various programmable functions. These telephones support both speakerphone and handset operation, with specific models offering advanced display capabilities and directory functions.

Important Technical Specifications:

The user guide differentiates between models primarily based on their display capabilities:

4406D+: Features a 2-line by 16-character display, primarily for visual feedback. It does not allow feature selection directly from the display but supports entering feature codes via the keypad.
4412D+ and 4424D+: Feature a 2-line by 24-character display. These models offer a MENU MODE screen for selecting features, navigating through screens using dedicated buttons, and utilizing four softkeys for item selection.
4424LD+: Features a 7-line by 24-character display, providing the most extensive visual information. Similar to the 4412D+ and 4424D+, it includes a MENU MODE screen, navigation buttons, and ten softkeys for feature selection. This model also supports creating a personalized list of names in the Personal Directory.

Usage Features:

Line Buttons:

Used to make or receive inside or outside calls.
Can be labeled as "R" (Ring), "V" (Voice), or "OO" (Originate Only) to indicate call type.
Ring Buttons: Calls arrive as ringing calls.
Voice Buttons: Calls arrive as voice-announced calls.
Originate Only: Line button can only be used to make calls, not receive them.
Represented in the guide as LINE for outside lines and EXT for extension or Intercom numbers.

Speakerphone:

To use: Press Spkr.
To mute: Press Mute. The Speakerphone/Mute LED flashes when muted and returns to steady when unmuted.
Guidelines for optimal performance:
- Place at least one foot from any wall.
- Avoid partly enclosed areas (e.g., under a shelf).
- Keep away from interfering noises (e.g., PC, fan).
- Place on a hard, flat surface.
- Microphone is on the right side; allow at least one inch of clearance.
- Speakerphone performs better with volume in the middle or lower range.

Line Button Lights:

Steady red: Line in use or will be used when handset is lifted or Spkr is pressed.
Steady green: Line in use, or programmed feature is on.
Flashing green: Incoming call ringing, or transferred call returning.
Fast-flashing green: Call on hold (placed by user).
Slow-flashing green: Call on hold (placed by another extension).

Tones:

Dial tone (steady): Ready to make a call.
Busy (slow repeating): Called phone is busy.
Fast busy (fast repeating): No lines available.
Error (alternating high-low): Dialed or used feature incorrectly.
Confirmation (double break in dial tone, then steady): Feature used correctly.
Callback (5 short beeps): Selected line/pool or called extension is busy; call is queued.
Call Waiting (1 or 2 beeps): Inside call (1 beep) or outside call (2 beeps) waiting.

Rings:

1 long ring: Inside call.
1 short ring and 1 long ring: Outside call.
1 long ring and 3 short rings: Outside call transferred to user or transferred call returning.
1 beep each minute: Call on hold reminder tone.

Call Handling:

Make an outside call: Press Line, then Spkr, lift handset, or use headset. Dial 9 if required.
Make an inside call: Press EXT, then Spkr, lift handset, or use headset. Dial extension.
Answer a call: Press Spkr, lift handset, or use headset.
Hands-Free Answer on Intercom (HFAI): Press programmed HFAI button to respond to voice-signaled intercom calls without lifting handset.
Transfer a call (dialpad): Press Trnsfr, dial extension/outside number, announce (optional), hang up. To cancel, press button next to flashing green light.
Transfer a call (one-touch manual): Press Trnsfr, press programmed AutoDial button, announce (optional), hang up.
Transfer a call (one-touch auto): Press programmed AutoDial button.
Transfer a call to voice mailbox:
- Press Feature, then 56.
- Press programmed Direct Voice Mail button.
- Select Direct Voice Mail from display (4406D+ cannot select from display).
- Dial extension number, hang up.
Place a call on hold: Press Hold. To retrieve, press line button next to fast-flashing (user-placed) or slow-flashing (other extension-placed) green light.
Make a conference call:
- While connected to first party, press Conf.
- Connect with next party (dial number, retrieve held call, or answer incoming call).
- Press Conf again.
- Repeat to add up to 2 outside and 2 inside parties (excluding user).
Drop a participant: Press programmed Drop button, then line button of party to drop (4400-Series requires programming a Drop button).
Put conference on hold: Press Hold.
Return to conference: Press any line button used to connect a participant.
End conference: Hang up.

Programming Features:

Use a feature: Press Feature and select from display (not 4406D+), navigate with > or < buttons, or press Feature and dial code, or press line button programmed with feature.
Program a Feature button: Label button "Feature," press EXT, lift handset, enter programming mode (#00), press labeled button, press *20, exit programming mode (#*00).
Program features, extensions, and phone numbers: Label button, press EXT, lift handset, enter programming mode (#00), press labeled button, dial appropriate programming code and additional numbers, repeat for other buttons or exit (#*00).

Special Characters for Programming:

Hold: Inserts 1-5 second pause (P on display).
Conf: Sends switchhook flash (F on display).
##: Signals end of dialing sequence for Auto Dial or separates grouped digits.
Trnsfr: Halts dialing sequence for system response (requires manual restart).

Headsets:

One-touch operation, hands-free. Plugs into headset jack.
Headset Status: Press Headset Status to switch between headset and handset.
- To program: EXT + lift handset + #00 + Headset Status + *782 + #*00.
Headset Hangup: Press Headset/Hangup to disconnect a call (programmed by System Manager).

Call Handling Features (Programming Codes):

Call Waiting:
- Turn on: Lift handset, press *11.
- Turn off: Lift handset, press **11.
- Pick up waiting call: Hang up (call rings), or press Feature (or #) + 87.
Camp-On: Transfers call to busy extension, holds until available, then rings with priority ring.
- Use with feature code: Feature (or #) + 57.
- Program onto button: EXT + lift handset + #00 + Camp-On + *57 + #*00.
Drop: Drops participant from conference call (must be programmed).
- Program onto button: EXT + lift handset + #00 + Drop + *787 + #*00.
HFAI (Hands-Free Answer Intercom): Allows responding to voice-signaled intercom calls without lifting receiver (must be programmed).
- Program onto button: EXT + lift handset + HFAI + #00 + *779 + #*00.
Paging:
- Group Paging: Broadcast announcement to paging group. Lift handset, dial extension of paging group (can be programmed with Auto Dial).
- Loudspeaker Paging: Broadcast announcement over loudspeaker system. Press button labeled "Loudspeaker Paging" (if not available, see System Manager).
Park: Places call on hold at extension to be picked up from any extension using Pickup.
- Use without programming: While on call, press Trnsfr, dial own extension (hear busy tone), press Trnsfr.
- Program onto button: EXT + lift handset + #00 + Park + *86 + #*00.
Pickup: Answers ringing, parked, or held calls.
- Individual Pickup (General):
  - Programmed button: Pickup + ext. number (or line number).
  - Feature code: Feature (or #) + 9 + ext. number.
  - Program onto button: EXT + lift handset + #00 + Pickup + *9 + #*00.
- Individual Pickup (Extension): Used for parked calls.
  - Feature code: Feature (or #) + 9 + ext. number.
  - Program onto button: EXT + lift handset + #00 + Pickup + *9 + ext. number + #*00.
- Individual Pickup (Line):
  - Feature code: Feature (or #) + 9 + line number.
  - Program onto button: EXT + lift handset + #00 + Pickup + *9 + line number + #*00.
- Group Pickup: Answers calls ringing at extensions in user's Pickup group.
  - Feature code: Feature (or #) + 88.
  - Program onto button: EXT + lift handset + #00 + Pickup + *88 + #*00.

Covering Calls Features (Programming Codes):

Coverage: Allows a call ringing at one extension to ring at another simultaneously.
- Coverage Off: Turns off all coverage.
  - Program onto button: EXT + lift handset + #00 + Coverage Off + *49 + #*00.
- Coverage Inside Off/On: Prevents/allows coverage of inside calls.
  - Activate Inside Off: EXT + lift handset + #00 + EXT + **48 + #*00.
  - Activate Inside On: EXT + lift handset + #00 + EXT + *48 + #*00.
- Coverage VMS Off: Prevents outside calls from being sent to voice messaging system (program on button with LEDs).
  - Program onto button: EXT + lift handset + #00 + Coverage VMS Off + *46 + #*00.
Direct Voice Mail: Places/transfers call directly to another's voice mail without ringing their phone.
- Use with feature code: Feature (or #) + 56 + extension number (or Auto Dial).
- Program onto button: EXT + lift handset + #00 + DVM + *56 + #*00.
Follow Me: Sends calls to another extension where user is working.
- Activate: Feature (or #) + 34 + sending extension's number.
- Cancel: See "Cancelling Follow Me and Forward."
Forward: Sends calls to another number (inside, private network, or outside).
- To an extension: Feature (or #) + 33 + extension number.
- To an outside number: Feature (or #) + 33 + code (usually 9) + outside number + ##.
Canceling Follow Me and Forward:
- From sending telephone: Feature (or #) + 33 + user's extension.
- From receiving telephone (one extension): Feature (or #) + *34 + sending extension number.
- From receiving telephone (all extensions): Feature (or #) + *34*.

Dialing Features (Programming Codes):

Account Code Entry: Enters account codes for billing/tracking.
- Use with feature code: Feature (or #) + 82 + code + #.
- Program onto button: EXT + lift handset + #00 + ACE + *82 + #*00.
Authorization Code: Allows using another phone with user's restrictions.
- Use with feature code: Feature (or #) + 80 + code + #.
- Program onto button: EXT + lift handset + #00 + Auth Code + *80 + #*00.
Auto Dial: One-touch dialing for frequently called numbers (4406D+ uses Personal Speed Dial instead).
- Program Inside Auto Dial: EXT + lift handset + #00 + AutoDial + *22 + extension number.
- Program Outside Auto Dial: EXT + lift handset + #00 + AutoDial + *21 + number.
Saved Number Dial: Saves last dialed number for redialing.
- Program onto button: EXT + lift handset + #00 + Save # + *85 + #*00.

Directory and Speed Dialing Features:

Directory: Built-in interactive phone book (Extension, Personal, System).
- Use: Press Menu + Directory (Dir) + Ext Dir (or System Dir) + Select range, then press button next to listing to dial.
Personal Directory (4424LD+ only): Create personalized name list.
- Add listings: Menu + Directory + Personal Dir + Enter New + Type 11-char name + Enter + Enter number + Enter + Respond to prompt + Enter + Exit.
- Change listings: Menu + Directory + Personal Dir + Edit Dir + Choose item (Replace Name, Replace Num, Replace Tag) + Select entry + Enter new info + Enter + Exit.
- Delete listings: Menu + Directory + Personal Dir + Put on Home + Select range + Select entry + Select Delete (Cancel exits without change) + Exit.
- Assign to Home screen: Menu + Directory + Personal Dir + Put on Home + Select range + Select entry + Select Home screen location + Select Continue + Exit.
- Dial from Home screen: Directory + Press button next to listing.
- Dial not on Home screen: From Home screen: Menu + Next Page twice + Select letter range + Press appropriate line button + Press button next to listing.
Personal Speed Dial (4406D+ only): Program up to 24 numbers with two-digit codes.
- Program: EXT + lift handset + #00 + # + list number (01-24) + *21 + number + #*00.
- Use: Press EXT, press Feature, dial two-digit code (01-24).

Language Features:

Language Choice: Change display language (English, Canadian French, Latin American Spanish).
- Change: Press programmed Feature button, then dial 790 (English), 791 (Canadian French), or 792 (Latin American Spanish).

Privacy Functions (Programming Codes):

Do Not Disturb: Prevents calls from ringing and paging (program on button with LEDs).
- Program onto button: EXT + lift handset + #00 + DND + *47 + #*00.
Privacy: Prevents others from joining shared line calls or using Barge-In (program on button with LEDs).
- Turn on: Feature (or #) + 31.
- Turn off: Feature (or #) + *31.
- Program onto button: EXT + lift handset + #00 + Privacy + *31 + #*00.

Programming Functions:

Inspect: View information about incoming calls or what's programmed on a button.
- Use: Press programmed Inspect button, then line button for incoming call.
- Program onto button: EXT + lift handset + #00 + Inspect + *778 + #*00.

Ringing Options:

Personalized Ring: Select one of eight ringing patterns.
- Select: EXT + lift handset + #00 + EXT + *32 + ring (1-8) + #*00.

Scheduling Features:

Posted Message: Provide information to co-workers with display phones.
- For 4412D+, 4424D+, or 4424LD+:
  - Post: Menu + Posted Msg (Post) + Select message from display.
  - Cancel: Menu + Posted Msg (Post) + Cancel + Exit.
- For 4406D+: Must program a Posted Message button (with LEDs).
  - Program onto button: EXT + lift handset + #00 + Posted Message + *751 + #*00.
  - Post: Posted Message + dial code (01-20).
  - Cancel: Posted Message + dial 00.
Reminders: Arrange for system to make reminder calls at preset times.
- Set: Feature (or #) + 81 + time (4 digits, e.g., 0130) + 2 (A.M.) or 7 (P.M.).
- Cancel: Feature (or #) + *81.
- Reminder calls are indicated by a priority ring (1 long, 3 short).

Maintenance Features:

The guide does not explicitly detail maintenance features in a dedicated section. However, the programming instructions for various features imply that system administrators (System Managers) are responsible for initial setup and certain advanced configurations, such as programming Headset/Hangup buttons, determining access to outside numbers for call forwarding, and setting up custom posted messages. Users are directed to consult their System Manager for these specific needs. The ability to program buttons and features allows for customization and adaptation to individual user and organizational requirements, which can be considered a form of user-level "maintenance" or configuration.