Cisco Small Business SPA525G2 User manual

Cisco SPA525G2
Phone Owner’s
Manual V.3
1

1INTRODUCTION ........................................................................................................................................ 3
USING THIS DOCUMENT .............................................................................................................................................3
SPECIAL MESSAGES ....................................................................................................................................................3
BASIC REQUIREMENTS................................................................................................................................................5
2USING YOUR HOSTED PBX PHONE SYSTEM .............................................................................................. 6
SYSTEM DESCRIPTION ................................................................................................................................................6
GETTING STARTED.....................................................................................................................................................6
INTRODUCTION TO YOUR CISCO DESK PHONE .................................................................................................................6
BEFORE YOU USE YOUR PHONE ...................................................................................................................................6
SOFT KEY BUTTONS....................................................................................................................................................9
INFORMATION SCREEN .............................................................................................................................................12
3BASIC CALL FEATURES............................................................................................................................. 15
PLACING CALLS .......................................................................................................................................................15
PLACING A SECOND CALL...........................................................................................................................................16
ANSWERING CALLS ..................................................................................................................................................16
INBOUND CALLER ID................................................................................................................................................17
ENDING CALLS ........................................................................................................................................................17
FORWARDING CALLS ................................................................................................................................................17
Static Forwarding...........................................................................................................................................18
CALL MANAGEMENT FEATURES CALL HOLD..................................................................................................................20
CONFERENCING CALLS..............................................................................................................................................21
Splitting Conference Calls...............................................................................................................................22
Ending Conference Calls.................................................................................................................................22
TRANSFERRING CALLS ..............................................................................................................................................22
Performing a Consultative (Warm) Transfer ..................................................................................................22
Performing a Blind Transfer ...........................................................................................................................23
Call Transfer to Voicemail ..............................................................................................................................23
Using Network-based Call Transfer................................................................................................................23
Note: If the transfer party does not pick up the phone, touch #6 to return to the original caller..................24
PAGING (INTERCOM) ...............................................................................................................................................24
REDIAL..................................................................................................................................................................25
MUTE...................................................................................................................................................................25
DIRECTED CALL PICKUP ............................................................................................................................................25
Directed Pickup ..............................................................................................................................................26
Any Call Pickup...............................................................................................................................................26
Group Pickup..................................................................................................................................................26
4MANAGING INCOMING CALLS ................................................................................................................ 27
REJECTING CALLS ....................................................................................................................................................27
5USING VOICEMAIL .................................................................................................................................. 27
RETRIEVING MESSAGES WHEN YOU ARE AWAY FROM THE OFFICE.......................................................................................28
RETURNING A CALL..................................................................................................................................................28
CHANGE YOUR VOICEMAIL PIN..................................................................................................................................28
RETRIEVING MESSAGES VIA THE WEB ..........................................................................................................................29
TO CREATE A VOICEMAIL GROUP ...............................................................................................................................32
MANAGING CALL LISTS.............................................................................................................................................34
MANAGING CONTACTS.............................................................................................................................................34
ADDING CONTACTS .................................................................................................................................................35
ADDING CONTACTS MANUALLY .................................................................................................................................35
ADDING CONTACTS FROM CALL LISTS ..........................................................................................................................35
2
Call Recording .....................................................................................................................................................26

D
efinition
1 Introduction
Congratulations on purchasing the Intermedia Hosted PBX phone
system and service. You will now be able to share your phone
connection between fixed & wireless handsets and across multiple
locations using the latest in ‘Voice over IP’ services.
This User Guide will show you how to setup and use your newPBX
phone system and service.
Using this Document
Notational conventions
Acronyms are defined the first time they appear in the text. The
term LAN refers to a group of Ethernet-connected computers at
one site.
Typographical conventions
Italic text is used for items you select from menus and drop-downlists
and the names of displayed web pages.
Bold text is used for text strings that you type when prompted bythe
program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attentionto
specific instructions or explanations.
Provides clarifying or non-essential information on the currenttopic.
Explains terms or acronyms that may be unfamiliar to manyreaders.
Provides messages of high importance, including messages relating to
personal safety or system integrity.
WARNING
3

Basic Requirements
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiring inyour
office. Where you don’t have data wiring, you may use the optional
Wireless Transmitter and Wireless Adapters to connect Desk Phones
wirelessly.
In order to use all the features of the Hosted PBX phone systemand
service, you must have the following:
• Broadband Internet access
• At least one free port on your router or modem/router
• Your router must be set to DHCP
4

2 Using Your Hosted PBX phone system
System Description
The Hosted phone system supports up to 100 phones
•You can have as few as one phone at an address
•Cordless phones can be used in conjunction with Desk Phonesor
can be installed stand alone
•Through your Admin Portal, you can view information andmake
changes to phone system
Getting Started
This section of your Owner’s Manual is your guide to using the PBXphone
system and its features. It also explains how to program system settings for
your Desk Phones.
Introduction to your Cisco DeskPhone
The Cisco SPA525G2 Desk Phone provides a powerful, yet flexible IP
communications solution, delivering excellent voice quality. The high
resolution graphic display supplies content for call information, directory
access, and system status. The phones support advanced functionality,
including multiple call appearances, HTTPS security and a suite of business
phone features.
Some system settings are programmed through your Admin Portalwebsite
while others are programmed through the phone.
Before You Use Your Phone
The image below and table describe the various feature buttons of your
phone.
5

Button
Description
1Handset Pick up to place or Answer acall
2Speaker Speaker for phone
3
Message
Waiting
Indicator When lit:
•Red—You have a new voice mail
message.
•Flashing Red—You have an
incoming call.
4LCD Screen
Your phone may vary, but typically
displays:
•Date and time
•Phone station name
•Line extensions
•Soft key options
•Startup logo, screen saver, background
photo, and photo album.
6

5Line keys
Indicates phone line status:
•Green: Line is idle.
•Red (steady): Line is active or in use.
•Red (blinking): Line is on hold.
•Orange: Line is unregistered (cannot
be used).
•Flashing Orange: The phone is not
connected to the network.
These keys can also be programmedby
your system administrator to
perform
differently than described here or to
add
functions such as speed dial, call
pickup,
or monitor an
extension.
6Soft key buttons Press a soft key button to perform the
action on the label on the LCD
screen
above.
7Navigation
button Press in each direction to scroll through
items on the LCD
screen.
8Center Select
button Press this button to select the optionor
menu that is highlighted on the
LCD
screen.
9Messages button Press to access voice mail (must be set
up
by your phone
administrator).
10 Hold button Press to place a call either on hold orto
resume.
11 Setup button Press to access a menu to configure
features and preferences (such as
your
directory, status, and speed dials),
access
your call history, set up functions
(such
as call forwarding), and provide
phone
status
information.
12 Mute button Press to mute or unmute the phone.
When
the phone is muted, the button
glows red. A flashing red mute
button
indicates that the phone has
no
network
connectivity.
13 Volume button Press + to increase the volume andpress
–
to lower the volume of the handset,
headset, speaker (when the
handset is off
hook), or ringer (when the handset is
on
hook).
7

14 Keypad Use to dial phone numbers, enterletters,
and choose menu
items.
15 Speaker button Press to turn the speaker on or off.
When
the speaker is on, the button
glowsgreen.
16 Keypad Press keys to dial phone numbers, enter
letters, and choose menu
items.
Soft key Buttons
This section contains information on the terms used when interacting with your
new Cisco SPA525G2 Desk Phone.
The soft key buttons on your phone display might vary depending on yourphone
model and the phone system setup. Press the Right Arrow / Left Arrow keys
or More on the navigation button to view additional soft key buttons.
Button
Description
Add Adds a new item (for example, a new
directory entry).
AddList Creates a list (for example, of MP3 files to
play).
Alpha Press to enter alphabetic characters in a data
entry field.
Answer Answers an incoming call.
Back Returns you to the previousscreen.
Barge Press to interrupt a call on a sharedextension.
BlindTransfer
Performs a blind call transfer.
Call Rtn Returns the last missed call by dialingthe
number that called you.
8

Clear Deletes an entire text or numberfield.
Clr DND Clears Do Not Disturb.
Clr Fwd Clears Call Forward All.
Conf Initiates a conference call.
Conf Line Conferences existing active calls on thephone
together.
Connect Connects to the selected item (for example,to
the wireless network or Bluetoothdevice).
Copy Copies the selected item (for example, a
contact in the AddressBook).
delChar Deletes the last number orletter.
Delete Deletes an entire item (for example, anumber
from the Call History list).
Dial Dials the string of numbers that youhave
entered, or the number that you have
highlighted in a list such as Missed
Calls.
Directory Access your personal addressbook.
DND Do Not Disturb prevents incoming calls from
ringing your phone.
Edit Opens an item so that you can edit numbersor
letters, or enable or disable a feature.
EditDial Edits a number before dialing.
End Call Disconnects a call.
Forward Forwards calls coming to your phone.
9

GrPickup Allows you to pick up (Answer) a call at thatis
ringing at another extension in yourgroup.
Handset Switches audio from the Cisco SPA525G2 to
your Bluetooth enabled mobilephone.
Handsfree Switches audio from your Bluetooth-enabled
mobile phone to the Cisco SPA525G2.
Hold Places a call on hold.
Ignore Ignores an incoming call.
Join Connects a conferencecall.
List In some menus, shows a list ofconfigured
items (for example, a list of locationsfor
weather or news).
Miss Displays the list of missedcalls.
Next Moves to the next item in a list (for example,a
song in the MP3 Playlist).
New Call Start a new call
Option Enters a sub-menu.
Park Parks a call at a designated park number.The
call is active until you unpark it, or thecaller
disconnects.
Paste Pastes the item you copied into a list orfield.
PickUp Allows you to pick up (Answer) a call thatis
ringing at anotherextension.
Play Plays a selected item such as a song or a
ringtone.
10

Previous Moves to a previous item in a list (forexample,
a song in the MP3 Playlist).
PrivHold Puts a call on hold on an active sharedline.
Redial Brings up the list of recently dialednumbers.
Refresh Refreshes the screen. Useful after changinga
configuration or when you want toupdate
information (such as weather).
Resume Resumes a call that is onhold.
Save Saves your changes.
Scan Scans for wireless networks orBluetooth
devices.
Select Selects the highlighted item on theLCD
screen.
Transfer Performs a call transfer.
Unpark Connects to a parked call.
View Displays more information about a selected
item.
Information Screen
The display screen of your phone provides you with a host of important
information elements. This screen is also referred to as the idlescreen.
The screen displays:
• Popup text
• Do Not Disturb text
• Missed call text or second incoming caller display
• Directory
• Time and date text
• Voicemail and missed call indicators
11

• New Call Option
• Forward Option
• Redial and Last call received redial
The main content area of the screen displays the phone number as- signed to
the phone as well as your company name. As a call comes in, this area
displays caller information.
Main Menu Screen:
This screen is the first point for more menu selections. You can reach this menu
at any time by pressing .
12

13

3 Basic Call Features
Placing Calls
You can place a call in many ways using your Desk Phone:
• using the handset
• using the speakerphone
• using the headset
You can also dial the number first—called “hot dialing”— and then choose the
method you will use to speak to the other party.
You can search the call lists, the local contact directory or the corporatedirectory
and dial from the search results page.
During a call, you can alternate between Speakerphone Hands-Free,
Headset, or Handset modes by pressing the or keys, or
picking up the handset.
The call duration of active calls is visible within the active call window on the
graphic display.
To place a call using the handset:
Do the following steps in any order:
1. Pick up the handset.
2. Dial the number using the dial pad.
To place a call using Hands-Free Speakerphone mode:
Do one of the following:
With the handset on-hook
1. Press to obtain dial tone.
2. Dial the number using the dial pad.
To place a call using the headset:
Do one of the following:
With the optional headset connected
14

1. Press
2. Dial the desired number using the dial pad.
Placing a second call
While on a call, you may place that call on hold and make a second
call. There are two ways to place another call:
Method 1
1. Pressing a line button on the right of the display, will place the firstcall
on hold AND at the same time give a dial tone to make a second call
2. Dial the 10-digit phone number or 3-digit extension number
3. Press the dial soft key
Method 2
1. Press the Hold button or Hold option on the display. This will place
your caller on hold.
2. Press an additional line button on the right of the display.
3. Dial the phone number or 3-digit extension number and press the dial
soft key. You will be connected to that party
4. You may switch between calls by using the line button on the rightof
the display.
Answering Calls
There are a few methods to answer a call, similar to those of placing a call.
• using the handset
• using the speakerphone
• using the headset
To answer a call using the handset:
Pick up the handset.
To answer a call using Hands-Free Speakerphonemode:
15

Press OR press the Answer soft key and speak into the phone.
To answer a call using the headset:
Press or follow the instructions for your optionalheadset.
Inbound Caller ID
Caller ID Name and Number are presented on the screen of your phonewith
each inbound call. If you are using a Simultaneous hunt group the name of
that hunt group will also be passed through to the display of your phone.
Ending Calls
To end a call, do one of the following:
• If you are using the handset, Press the Line key to right of the display or
replace the handset.
• If you are using a headset, press .
• If you are using the speakerphone, press .
Forwarding Calls
Changes to your Outbound Caller ID Name need to be
made through customer service.
16

You can configure your phone so that all incoming calls are forwarded toanother
party (refer to Static Forwarding).
All incoming calls can be forwarded to voicemail while Do Not Disturb isenabled
on your phone.
Static Forwarding
Static Forwarding allows you to send ALL incoming call to another phone
number or extension. When Static Forwarding is enabled, your phone will
not ring.
To forward ALL incoming calls to another party:
1. From the idle display, Press the Forward soft key on the maindisplay.
2. Enter the number you would like all calls to forward to.
You may also change the Forwarding setting by going into the menu
Go to option 7 User Preferences, then option 1Call Preferences:
Call Forwarding — Either On or Off, by toggling with the left and rightarrows
and pressing the Set soft key
FORWARD All Number — To forward All incomingcalls
FORWARD Busy Number —To forward calls that arrive when youare
already on a call
FORWARD No Ans Number — To forward unanswered incomingcall
Depending on your selection:
17

a. If you selected Always, enter a number, or extension number, to
forward all future incoming calls to.
b. If you selected No Answer, you will see that your phone numberis
entered in the Contact field by default. By entering your ownphone
number in this field, the phone will send callers to your voicemail
box if you do not answer. You may enter a number to forward all
unanswered incoming calls to and how many rings to wait before
forwarding (one ring is approximately four seconds). A value of
20sec is recommended.
c. If you selected Busy, you will see that your phone number is entered
in the Contact field by default. By entering your own phonenumber
in this field, the phone will send callers to your voicemail box if your
phone is busy. You may enter a number to forward all future
incoming calls to when all of your incoming lines are busy.
3. After you press Forward soft key and enter the desired number you willsee
the below idle screen.
“Calls Forwarded” Appears on the display and confirms call forwardingis
enabled.
To Disable Call Forwarding:
From the idle display, press the Clr Fwd soft key on the display.
The idle display returns, and the date and time are displayed.
Dynamic Forwarding
This Feature is not supported by the Cisco SPA525G2
Enabling Do Not Disturb
Do Not Disturb prevents the phone from ringing and sends callers directlyto
your voicemail box.
18

To enable Do Not Disturb: Press the DND soft key
To disable Do Not Disturb: Press the Clr DND softkey
Call Management Features Call Hold
To place a call on hold.
During a call, press the hold soft key or . The Holding will display.The
caller will hear the standard hold music or your custom hold music/message.
Press resume soft key to return to the caller.
Multiple Calls on Hold
If calls are on hold, you can view the details of the calls on your phone byusing
the up and down arrows to toggle the active call list.
19

Conferencing Calls
You can create a conference with other parties using the phone’s local conference
feature. There are two ways to do this.
• Joining two calls
• Adding calls
Joining Calls
You can create a conference at any time between an active call and a
call on hold by pressing Conf Line on the display. The Conf Line functionis
only available if you have only two calls on yourphone.
To join two calls:
1. Have one call on hold while talking to another
2. Press > on the arrow pad and then press Conf Line. You will then
be connected to both callers.
Splitting Joined Calls
After you have joined two calls, you may split those calls back to theirindividual
calls.
To split a Joined call:
Press the hold soft key to split the joined calls.
All calls are split into individual calls and put on hold.
Setting Up Conference Calls
You may conference up to two calls plus yourself (a 3-waycall).
To set up a conference call:
1. Call the first party.
2. Press the conf to create a new call.
3. Call the second party. You must press the Conf Line soft key again tojoin
both callers.
20