Allworx 9204 User manual

Allworx®
Phone Model 9204/9204G User Guide
Updated May 21, 2014

Allworx® Phone Model 9204/9204G User Guide

Allworx Phone Model 9204/9204G User Guide
Page ii +1 866 ALLWORX * [phone]
www.allworx.com
Revised: 5/21/14
©2014 Allworx Corp, a Windstream company. All rights reserved. No part of this publication
may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means,
electronic, mechanical, photocopy, recording, or otherwise without the prior written permission
of Allworx Corp.
Software in this product is Copyright 2014 Allworx Corp, a Windstream company, or its vendors.
All rights are reserved. The software is protected by United States of America copyright laws
and international treaty provisions applicable worldwide. Under such laws, the licensee is
entitled to use the copy of the software incorporated with the instrument as intended in the
operation of the product in which it is embedded. The software may not be copied, decompiled,
reverse-engineered, disassembled, or otherwise reduced to human-perceivable form. This is
not the sale of the software or any copy of the software; all right, title, ownership of the software
remains with Allworx or its vendors.

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Contents
Introduction .......................................................................................... 1
Setup ..................................................................................................... 3
Connect the Phone .........................................................................................3
Adjust the Phone Angle ...................................................................................4
Volume Adjustment .........................................................................................4
Wall Mounting (Optional) .................................................................................5
Wall Mounting Plate ...................................................................................5
Handset Retainer Clip ................................................................................6
Overview ............................................................................................... 7
Buttons ............................................................................................................8
Feature Keys ...................................................................................................8
Messages .................................................................................................8
Intercom ....................................................................................................9
Conference ................................................................................................9
Transfer ...................................................................................................10
Release ...................................................................................................12
Park .........................................................................................................12
Info ..........................................................................................................13
Speaker ...................................................................................................13
Mute/DND ................................................................................................13
Hold .........................................................................................................14
My Allworx Manager ......................................................................................14
Operation ............................................................................................ 15
Place a Call ...................................................................................................15
Receive a Call ...............................................................................................15
End a Call .....................................................................................................16
Headset ........................................................................................................16
Directory Dialing ............................................................................................16
Redial a Number ...........................................................................................16

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Missed Calls ..................................................................................................17
Presence .......................................................................................................17
Ignore and Silence Soft Keys ........................................................................17
Programmable Function Keys (PFK) .............................................................18
Features ............................................................................................... 21
Operator ........................................................................................................21
User / Resource Extensions ..........................................................................21
Leave Another User a Voicemail ..................................................................21
Business Speed Dial .....................................................................................21
Auto Attendant ...............................................................................................21
Overhead Pages ............................................................................................21
Activate Door Relay .......................................................................................22
Call Queues ...................................................................................................22
Shared Call Appearance ..............................................................................22
Call Routes ...............................................................................................23
Phone LED Indicators ..............................................................................23
Outbound Calls ........................................................................................24
Inbound Calls ...........................................................................................24
Ringing Call Pickup ..................................................................................24
Active Calls ..............................................................................................24
Shared Hold .............................................................................................24
Privacy Hold .............................................................................................25
Bridged Hold ............................................................................................25
Park ..........................................................................................................25
Automatic Call Distribution (ACD) Queuing ...................................................25
Call Forwarding .............................................................................................26
Paging Zones ................................................................................................26
Conference Center ........................................................................................27
Allworx Message Center ................................................................................27
Answer a Ringing Phone Using another Handset .........................................27
Park ...............................................................................................................27
Park a Call on a Line Appearance PFK ...................................................28
Park a Call from the Hold Screen .............................................................28

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Retrieve a Parked Call .............................................................................28
Call Monitors .................................................................................................29
Busy Lamp Field (BLF) ..................................................................................29
Phone Configuration .......................................................................... 31
Personal Speed Dial .....................................................................................31
Preferences ...................................................................................................32
Reboot the Phone ........................................................................................34
Hot Desk Login ..............................................................................................34
Clear Call History ..........................................................................................35
Refresh Directory ..........................................................................................35
Network Profiles ............................................................................................35
Regulatory Notices ............................................................................. 37
Abbreviations ..................................................................................... 39

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Allworx Phone Model 9204/9204G User Guide
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1 Introduction
Unpack the Allworx phone and applicable accessories, identify each item in the checklist and
inspect for missing items.
•Allworx phone and base: attach the base to the back of the phone. See “Adjust the
Phone Angle” on page 4. for more information.
•Handset with cord: attach the cord to the jack on the back of the Allworx phone.
•Phone Functions Reference Card: slide the quick operating guide between the base
and back of phone.
Additional equipment needed not included in the box:
•Ethernet Cable: connects the phone to the network
•Power Supply: provides power to the Allworx phone - rated 24VDC, 400 mA (or a
network connection with Power over Ethernet).

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2Setup
2.1 Connect the Phone
To connect the phone:
1. Connect the cables to the jacks on the back of the phone.
2. Thread cables through the strain relief guide on the phone base.
Caution:
Do not connect the phone to an analog phone line. This may cause damage to the Allworx
phone, which voids the warranty.
Cable Connections
Optional: Headset cord Headset jack ( )
Handset cord Handset jack ( )
Ethernet cable
Network jack ( ) and Wall Ethernet jack
Power over Ethernet (PoE): provides power to the phone after connecting the
Ethernet cable.
Optional: Ethernet cable Computer jack ( ) and the computer.
Optional: Power Supply Phone DC jack ( ). Allworx recommends using a surge protector.
Only required if the Ethernet cable does not provide PoE
Back of Phone

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3. View the initialization progress on the phone screen. A normal sequence includes:
• Allworx Logo
• Configuring Network
• Starting network
• Loading configuration files
• Station Init complete
After successful startup, the phone displays a combination of the date, time, user
presence, user name, and extension or the phone display may suggest assigning the
handset to a user. If this occurs, follow the on screen directions. If the phone does not
follow this sequence or displays an error, contact the Allworx Server Administrator.
2.2 Adjust the Phone Angle
The phone base angle adjusts for easier phone screen reading.
To adjust the phone base angle:
1. Unplug the phone from the PoE or the power supply. Remove the handset from the hook
and lay the phone face down on a soft surface.
2. Hold the base with the fixed tabs facing the bottom of the phone. Select one of the three
available positions to connect the base to the phone. The set of holes at the bottom of
the phone provides the steepest angle.
3. Place the fixed tabs in the preferred holes on the back of the phone. Rotate the phone
base upwards until the flexible tabs click into place.
To remove the base:
1. Remove the handset from the hook and lay the phone face down on a soft surface.
2. Press down on the flexible tabs and rotate the base towards the phone bottom until the
fixed tabs easily lift out of the holes.
2.3 Volume Adjustment
The volume of the incoming ring, handset, speaker phone, and the headset is adjustable.

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To adjust the incoming call volume:
1. Locate the phone volume bar. Do not lift the handset or turn on speaker phone.
2. Press the volume bar – (decrease) or + (increase) to adjust the incoming ring audio level.
The phone plays the audio tone.
To adjust all other volumes:
1. Pick up the handset or turn on the speaker phone or headset. Locate the phone volume
bar. The phone screen displays which audio path is being adjusted.
2. Press the volume bar to – (decrease) or + (increase) the audio level.
2.4 Wall Mounting (Optional)
2.4.1 Wall Mounting Plate
Mounting the Allworx phone on a wall requires a mounting plate that meets the TIA-570-B,
Section standard and is available from a local telephone company or local retailer. The
mounting plate has studs that position the Allworx phone flush to the wall surface.
Remove the Allworx phone base and mount the phone over the mounting plate studs. All power
and RJ-45 cable connections should exit between the phone back and the wall, and then routed
to the network connection and/or a power connection.
Caution:
If using a standard telephone wall mount plate, DO NOT connect to the RJ-11 jack. This
connection is for analog phones and may cause damage to the Allworx phone, which
voids the warranty.
Leviton 4108W-0SP

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2.4.2 Handset Retainer Clip
The handset retainer clip prevents the handset from slipping out of the phone cradle while
hanging on a wall.The Allworx phone ships with the adjustable handset retainer clip in the wall
mount position on the phone cradle.
To adjust the retainer clip for desktop use (for easier handset removal/hang-up) insert a coin in
the retainer clip slot and turn the coin clockwise, 180 degrees. To return the retainer clip to the
wall mount position, insert a coin in the retainer clip slot and turn the coin counter-clockwise,
180 degrees.

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3Overview
The Allworx Server Administrator pre-configures the phone for either PBX (Private Branch
Exchange) or Key System mode of operation. This affects the functionality of each
programmable button on the phone.
For Allworx Server Software Release 7.5 and later, the phone LCD screen backlight turns off
after 2 minutes of inactivity. To turn it on, lift the handset off the hook or press a button.
In addition to English, the Allworx phone supports Canadian French and Castilian Spanish on
the phone display when connected to Allworx servers using software 7.6.3.22 or higher. Contact
Scroll and Select keys
Visual ring
indicator
Four
Programmable
Function Keys
(PFKs)
Graphical LCD screen
Soft keys
Higher audio
fidelity
Handset with cord
expandable up to
nine feet
Full-duplex
speakerphone
Volume control
Two 10/100 switched Ethernet ports (9204G)
Headset
jack
Ten feature keys
Multiple position tilt base
(also wall mountable)
Power:
• 802.3af PoE
• 24V DC adapter

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the Allworx Server Administrator to configure the phone to display the preferred language;
users cannot change the phone display language within the phone configuration menu. After
making the change, the preferred language displays during the phone reboot.
3.1 Buttons
•Keypad: dial phone numbers or to enter PIN numbers/ passwords.
•Navigation: the up or down navigation arrows to move through the phone screen
options. Use the center button to Select or Save settings.
•Soft Key Selection: select an option; located below the phone screen.
3.2 Feature Keys
3.2.1 Messages
The number of new messages displays on the LCD screen, and the MESSAGES button
changes to red.
To retrieve messages in Software Release 7.3 or higher:
1. Press the MESSAGES button - once opens the Visual Message Center, twice opens the
Audio Message Center.
2. Log in using the phone keypad, and follow the audio prompts.
3. Hang up to exit.
To retrieve messages in Software Release 7.2 or lower:
1. Press the MESSAGES button to call to the Audio Message Center.
2. Log in using the phone keypad, and listen to the messages.
• Visual Message Center: Displays a list of messages on the screen. Use the UP /
DOWN scroll and SELECT soft keys to play and manage the voicemail messages.
• Audio Message Center: Plays a welcome message and indicates the number of new
voicemail messages. Follow the prompts to manage the voicemail messages.
Note:
The Allworx Server Administrator may change the function of the MESSAGES button so pressing
it immediately calls the Audio Message Center making the Visual Message Center unavailable

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3.2.2 Intercom
The Intercom button enables using the phone as an intercommunication system between two
handsets. The discussion broadcasts over the speaker phone over the receiving phone and is
not private. The button is solid green while in use.
To use the Intercom:
1. Lift the handset or press the SPEAKER button. Press the INTERCOM button and dial the
extension. The call connects when the LCD screen displays Active Call.
2. Start talking. The conversation transmits through the speaker on the receiving phone.
3. Press the INTERCOM or SPEAKER button to end the call.
4. Hang up the handset when finished.
To deny an incoming Intercom request, press the IGNORE soft key.
3.2.3 Conference
The Allworx phone provides the ability to set up conferences between three parties (3-way
conferences) or four parties (4-way conferences). To connect a 4-way conference, the system
requires at least three Call Appearance PFKs. The PFK flashes green while making conference
call connections and is solid green during the conference call
To connect a conference call:
1. Connect to the first person for the conference call. Press the CONF button.
2. Press another Call Appearance PFK and dial the number of the second person for the
conference call.
3. Press the CONF button. All three callers join in the conference. The CONF button
illuminates solid green.
To add another person to the conference, repeat steps 1 through 4. All four callers are
now able to conference. The CONF button illuminates solid red.
Note:
If using the Call Assistant recording feature, the PFKs flash red and green.

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One party may hang up to exit the conference; the remaining two parties continue to be
connected.
To have a private conversation with one of the parties, split the conference:
a. Use the phone UP / DOWN scroll soft keys, and select the Call Appearance PFK of
the person.
b. Press the HOLD button. The display indicates the two parties involved in the
conference The Call Appearance PFK for the person on hold flashes. Talk privately
to the remaining party.
c. To have the person re-join the conference, press CONF, then select the flashing Call
Appearance PFK. The three-way conference becomes re-established.
3.2.4 Transfer
The TRANSFER button enables sending the active call to another number. After starting the
transfer, the Transfer button is solid red, which indicates transferring a call to another extension
using a Blind or an Attended Transfer. The transfer option works differently, depending on the
Allworx server software version. Users have two transfer options:
•Unannounced (Blind) Transfer: user does not talk to the transfer recipient prior to
transferring a call to that extension.
•Announced (Attended) Transfer: user talks to the transfer recipient prior to
transferring a call to that extension.
Allworx Server Software 7.3 or Lower
To do an Unannounced (Blind) transfer :
1. Press the TRANSFER button. This places the current call on hold.
•Key System Mode: To transfer a call to an external party, press a free Line
Appearance PFK, and then dial the phone number.
•PBX Mode: Continue to step 2.
2. Wait for the dial tone, and then dial the number to transfer the call.
3. Hang up, press the TRANSFER button, or press the XFER soft key.
Note:
The Allworx Server Administrator may configure this method for server 7.4 and greater based on
the phone configuration.

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To do an Announced (Attended) transfer:
1. Press the TRANSFER button. This places the current call on hold
2. Press an unused Call or Line Appearance PFK, and dial the number of the recipient of
the transfer. Talk to the recipient.
3. Press the TRANSFER button again, and then press the PFK of the original call. This
connects the two parties.
4. Hang up the handset when finished.
To cancel the transfer, press the RELEASE button. To return to the original caller, press the
PFK indicating the held call.
Allworx Server Software 7.4 or Higher
To do a one-step transfer:
On an active call, the user must have a BLF or Speed Dial PFK for the recipient of the transfer.
1. Press the BLF or Speed Dial PFK for the recipient of the transfer.
• Unattended (Blind) Transfer: skip to step 2.
• Attended (Announced) Transfer: Talk to the recipient.
2. Hang up, press the TRANSFER button, or press the XFER softkey to complete the
transfer.
To do a two-step transfer:
For use if a PFK is unavailable for the intended recipient:
1. Press the TRANSFER button.
Note:
Verify the INTERCOM button or an appearance PFK is free.
Note:
The Allworx Server Administrator enables the one-step transfer
Note:
The phone configuration may not enable users to stay on the line to announce the transfer. See
“To do an Unannounced (Blind) transfer :” on page 10. for Announced transfers.

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To transfer a call to an external party while in Key System mode, press a free Line
Appearance PFK and then dial the phone number.
If the system is not in Key System mode, continue to step 2.
2. Wait for the dial tone, and then dial the extension to transfer the call.
• Unattended (Blind) Transfer: skip to step 3.
• Attended (Announced) Transfer only: Talk to the recipient.
3. Hang up, press the TRANSFER button, or press the XFER soft key.
To transfer to voicemail:
1. Press the TRANSFER button, and then press the VMAIL soft key.
2. Dial the extension, press a BLF key, or press the Speed Dial key.
3. Hang up, press the TRANSFER button, or press the XFER softkey.
3.2.5 Release
Use the RELEASE button to end an active call or to abort a new call setup, such as the middle
of a transfer operation.
3.2.6 Park
PBX Behavior on a call appearance: To park an active call, press the PARK button. The phone
briefly displays the parking orbit extension of the call.
Key System Behavior on an outside line: To place an active call in a “system-wide hold”, press
the PARK button. Any phone with a PFK for this outside line can retrieve the call.
Pressing the PARK button on a handset displays a list of currently parked calls (including the
Caller ID and number of the parked caller, the parked call orbit number, duration of the parked
call, and the extension number that parked the call). Users may select a call from the list to
retrieve the parked call. If there are no active calls on the handset, the LCD screen displays No
Calls Parked.
Note:
The phone configuration may not enable users to stay on the line to announce the transfer. See
“To do an Unannounced (Blind) transfer :” on page 10. for Announced transfers.