2420 Users Guide

Avaya 2420 Model TelephoneGeneral Overview Information

The latest addition to digital telephone offerings by Telecommunications is theAvaya 2420 multi-line set. This set is designed for high volume end-users workingin busy University departments. This new set is designed to provide variousfeatures in a single easily accessible unit to assist in meeting the needs of today'shigh volume of calls and information gathering for business and academicpursuits. Features include:

Call Log This feature allows a user to customize how their settracks incoming and outgoing calls. The calls can beincorporated into the telephone's speed dial list anddirectory for personal records.

Speed Dial List This feature provides each user with the ability to storeand manage up to 104 entries for daily speed dialingactivities. These entries are used for quick access tofrequently dialed numbers.

Large Screen Display The new large screen design displays all feature andcalling options in a series of soft-key display screens.The term soft-key refers to the fact that these buttonsare programmable to meet your particular department'sneeds by your Telecommunications Account Manager.

Additional Capabilities Each 2420 set has a built in headset jack andpreprogrammed button for headset users. Previoustelephones in the Avaya product line required extraequipment and/or programming. The 2420 is completelyheadset ready.

Standard Functions The basic functions of the new 2420 model are basedupon the current functionality that is found in Avaya'searlier digital model phones like the 6408, 6416, and the6424 so users familiar with these phones will find thismodel very user friendly.

2420 Model Telephones - Call Log

2420 Users Guide

The 2420 has incorporated a new call log feature. Each telephone can store up to 100 entries in itscall log. By default, all new calls are logged. Each user is able to change this feature using theOptions feature in the display of their telephone. The following example shows how the log will beset up for each telephone:

1. Joe Taylor 732-555-49992. 410003. David Chase 703-555-12124. Hope Carrington 202-555-4321

USE < > to scrollSelect entry to view details

Done

Accessing the Call Log

To access the Call Log Summary Screen:1. Press Log from the Home Screen2. All incoming call information will be provided with the name and number for each new

call. The system will provide up to 16 characters of information in the display forlogging purposes.

3. All outgoing call information will be provided with the telephone number dialed fromthe set. If you are using a speed dial list, both the name and the telephone numberwill be added to the log. Your log will capture the name you assigned to the speeddial number. Note: line 2 above does not have a name associated with it because itwas an outgoing call with no information in the speed dial list for that number

Viewing the Call Log Detail Screen

To access the Call Log Detail Screen:• Press the associated soft-key for the item in the call log you intend to review (buttons to

the left of each entry are the soft-keys in this case.• The system will provide you with a detailed record of the call that includes the name, date

telephone number, time, and how the call was treated when logged by your telephone.• Once the log entry has been accessed, you have the following options:

o Call - Feature allows user to call the number in this log entryo Delete - Feature allows user to delete this entry from the current logo Save - Feature allows user to add this entry to the Speed Dial List.o Done - Press to exit from the Log Detail screen.

See the Call Log Detail Screen on the next page.

2420 Model Telephones - Call Log

2420 Users Guide

Call Log Detail Screen (example)

Additional Call Log Information

Your Call Log records up to 100 calls total. When the log reaches its limit, the log willautomatically replace the oldest call registered with the new telephone call information. Thisprovides a continuous source of call information for the log.

The total number of current new calls is provided from the Home display screen. Once the useraccesses the call log the counter for tracking is automatically reset to zero (0) on the Homescreen.

2420 Model Telephones - Speed Dial

2420 Users Guide

Speed Dial Overview

Your 2420 digital set provides each user with 104 programmable spaces for speed dial entries.Each entry can be programmed with up to 20 characters in the actual dial string. To assist in thepersonal management of this speed dial list each entry can be labeled with 13 upper andlowercase letters as well as other characters and numbers for easy dialing information.

Speed Dial Access

Users will access the Speed Dial feature by pressing SPDial from the Home screen on their 2420set.

Speed Dial Screen

All items programmed in your personal speed dial list will appear in alphabetic order (or numericorder if you precede your entry with a number for ordering purposes). Eight entries appear on asingle display page (see illustration below) when using the speed dial feature. All itemsprogrammed are stored in your telephone as your personal directory.

01 Charlie 05 Mom02 Carolyn 06 Anna03 Ken 07 Jennifer04 Ron 08 Dave

Select name to CALL orChoose action below

Add Edit Delete DoneSpeed Dial Screen (example)

Please note there is a soft-key the side or at the bottom of each word listed above.

Personal Speed Dial Screen Basics

Additional soft-key features become available once you have accessed the Speed Dial Screen.You will be given the option to

• Add - You may add new listings to your personal speed dial list• Edit - This is used to change an existing spped dial entry. Press the key associated with

edit and then press the key associated with the item you wish to change.• Delete - Use this key to erase an entry that you no longer need.• Done - Returns you to page 1 of the Home screen when pressed.

Using Your Personal Speed Dial To Call

To call a programmed telephone number:• Press the soft-key associated with the name you intend to dial in the display. (You may

have to press the < and > to move to the page that contains the name of your choice ifyou have more than 8 entries).

• The system will automatically dial the pre-programmed number for the individual youselected.

2420 Digital Phone Quick Reference GuideCustom Configurations via the Options Screen

2420 Users Guide

Ring Pattern - Press thisbutton to choose one of eightdifferent ring patterns. Usethe > Forward button and the< Back button to movebetween different patterns.

Self Test - Has the phoneperform a self diagnostic ofall display capabilities. Atechnician will use this ifnecessary. Notrecommended for use.

Display Mode - Switchbetween single user and CallCenter Operator Modes. Notnecessary for mostUniversity Staff. Notrecommended for use.

Erase All - This restoresyour phone to factory andsystem defaults. Notrecommended for use asyou will lose all yourprogrammed options andspeed dials!

Language - Have yourphone display appear in oneof eight different languages:English, German, French,Spanish, Italian, Dutch,Portuguese, or Japanese.

Contrast - Customize thecontrast of your screen todisplay well in the light ofyour work environment

Log Setup - Program theLog to track or not track yourincoming, outgoing, and/orunanswered calls.

Visual Ring - Program yourphone to make the voicemaillight blink on your phonewhen you are receiving acall.

> Forward - Move forward inyour current screen options

< BACK - Move backward inyour current screen options

2420 Digital Phone Quick Reference GuideScreen Button Function Guide

2420 Users Guide

SET-ID - Your 2420 is amulti-line set. You will havemultiple appearances of yourline so that you can receivemore than one call, transfer,and conference callstogether.

In this example there arethree appearances ofextension 6-3687. The linesin use will have a small iconnext to them indicating theirin use status. A call comingin on a line will have a bellicon next to it.

SD (or AD) - This stands forSpeed Dial and may appearas AD for Auto Dial also.This is programmable by youto dial frequently dialednumbers.

To program a speed or autodial button follow these steps1. Press * 0 on your phone2. Press the SD button youwant to program3. Dial the number you wantit to dial (remember if it is anoff campus number you willneed to start with a 9)4. When completed enteringthe number press #Tip - See Label Instructionson this page!

Speed Dials - Morecustomizable buttons foryour to program. (Pleasenote that not all phones willbe configured the sameway). The programming isdependant upon your workneeds.

Send All Calls (SAC) - Thisbutton tells your phone thatyou are busy and that allcalls should go straight tovoicemail. You will only havethis button if you havevoicemail on the associatedphone. When the SACfeature is active you willhave a triangle icon next tothe button.

Call Pickup - If you are amember of a Call Pick UpGroup this button will allowyou to answer the ringingphone of other members ofyour group.

Speed Dial - This buttontakes you to another groupof speed dial buttons thatyou can program and use tosave frequently dialednumbers. These areprogrammed using the stepby step instructions providedon screen.

Option - Takes you toconfiguration options likeRing, Contrast, etc?. whichyou can set for your phone.See Options ProgrammingInstruction Sheet for moreinformation

Label - To re-label anybutton on the screen so youcan recognize it (works greatwith Speed Dial buttons!)1. Press Label on yourphone.2. Choose Edit in the submenu that will pop up3. Press the button you justprogrammed4. Using the letters on thecorresponding number keysto spell out a short easilyrecognizable name. (ex. 2would give you in sequenceA then B, then C)5. Continue spelling out thename using the > button tomove to the next letter whennecessary until you havespelled it out.

Log - This button takes youto a menu which displays upto 100 of your incoming andoutgoing calls. These logswill be overwritten insequence after you havefilled up the 100 numbercapacity.

2420 Digital Phone Quick Reference GuideButton Function Guide Quick Reference

2420 Users Guide

REDIAL - Dials the lastnumber called.

DROP - Drops the call youare currently on. Works inconjunction with a headset.

CONFERENCE - Bridgestwo or more calls together fora conference call. When youare on a call pressconference. You will getanother dial tone. Dial thenumber you want to add andonce they answer pressconference again to bridgethe calls. Can conference upto 5 additional parties.

TRANSFER - Transferscaller to another extension.When on a call presstransfer. Dial the number youwish to transfer the call to.Once the party answerspress transfer again.

HOLD - Places your activeline on hold so you cananswer another call.

EXIT - Brings you back toyour home screen fromanywhere in the multipleelectronic screens.

SPEAKER - Activates thespeaker phone for hands-free conversations.

HEADSET - Toggle switchfor activating anddeactivating your headsetwithout lifting the handset.

MUTE - Allows you to stopyour caller from hearing anyambient conversation. Workswith handset, headset, andspeaker.

Volume Up and Down -Allows you to adjust thevolume of the item in use.If on speaker the speakervolume will be adjusted.If on handset the handsetvolume will be adjusted.If nothing active the ringervolume will be adjusted.

Forward / Back - Takes youthrough the three pages ofelectronic screens.> Next Page< Last Page

MESSAGES - One touchdialing to the GW VoicemailSystem. The red light at thetop of your phone willindicate when you have anew voice mail message.