Cisco SPA 303 User manual

Cisco SPA 303
Phone Owner’s
Manual V.3
1

1Introduction ............................................................................................................................................. 7
Using this Document ...................................................................................................................................7
Typographicalconventions...........................................................................................................................7
Special messages.........................................................................................................................................7
Definition .....................................................................................................................................................7
Basic Requirements.....................................................................................................................................8
2Using Your Hosted PBX phonesystem ........................................................................................................ 7
System Description .....................................................................................................................................7
Getting Started............................................................................................................................................7
Introduction to your Cisco Desk Phone ......................................................................................................7
Before You Use Your Phone.........................................................................................................................7
Soft key Buttons your Cisco Phone..............................................................................................................8
Information Screen ...................................................................................................................................10
Main Menu Screen:...................................................................................................................................11
Adjusting the Volume ................................................................................................................................11
3Desk Phone– Basic CallFeatures.............................................................................................................. 12
Placing Calls...............................................................................................................................................12
To place a call using the handset: .............................................................................................................12
To place a call using Hands-Free Speakerphone mode: ...........................................................................12
To place a call using the headset: .............................................................................................................12
Placing a second call..................................................................................................................................13
Method 2...................................................................................................................................................13
Answering Calls .........................................................................................................................................14
To answer a call using the handset: ..........................................................................................................14
To answer a call using Hands-Free Speakerphone mode: ........................................................................14
To answer a call using the headset: ..........................................................................................................14
Inbound Caller ID ......................................................................................................................................14
Ending Calls ...............................................................................................................................................15
Forwarding Calls........................................................................................................................................15
Static Forwarding..................................................................................................................................15
Call Management Features.......................................................................................................................17
Conferencing Calls.....................................................................................................................................17
Splitting Conference Calls.....................................................................................................................18
Ending Conference Calls .......................................................................................................................18
Transferring Calls.......................................................................................................................................19
Performing a Consultative (Warm) Transfer.........................................................................................19
Performing a Blind Transfer..................................................................................................................19
Call Transfer to Voicemail .....................................................................................................................20
Using Network-based Call Transfer.......................................................................................................20
Call Park.....................................................................................................................................................20
Paging (Intercom)......................................................................................................................................21
Redial.........................................................................................................................................................21
Mute..........................................................................................................................................................22
Directed Call Pickup...................................................................................................................................22
Directed Pickup .....................................................................................................................................22
Any Call Pickup......................................................................................................................................22
Group Pickup.........................................................................................................................................22
4Managing IncomingCalls ......................................................................................................................... 23
Rejecting Calls ...........................................................................................................................................23
5Using Voicemail ....................................................................................................................................... 24
Setting up the voicemail box for the first time.........................................................................................24
2
Call Recording............................................................................................................................................22

Retrieving messages from your Desk Phone ............................................................................................24
Retrieving messages when you are away from the office........................................................................25
Returning a Call .........................................................................................................................................25
Change your Voicemail PIN .......................................................................................................................25
Record a Personal Greeting via the Phone ...............................................................................................25
Forward Voicemail Messages via the Phone ............................................................................................26
Logging into your Voicemail Box via the Web ..........................................................................................26
Retrieving messages via the Web .............................................................................................................26
Forward Voicemail Messages via the Web ...............................................................................................27
Voicemail Notification via Email................................................................................................................29
To Create a Voicemail Group.....................................................................................................................30
Change the Number of Rings Before Voicemail Picks Up .........................................................................31
6Call Lists and Directories................................................................................................................................. 32
Managing Call Lists....................................................................................................................................32
Managing Contacts ...................................................................................................................................33
Adding Contacts .......................................................................................................................................33
Adding Contacts Manually ........................................................................................................................33
Adding Contacts From Call Lists ................................................................................................................34
Editing Contacts ........................................................................................................................................34
Deleting Contacts ......................................................................................................................................35
Placing Calls to Contacts ...........................................................................................................................36
Searching for Contacts..............................................................................................................................36
7Customizing yourPhone .......................................................................................................................... 37
Configuring Basic Settings.........................................................................................................................37
To configure the time and date formats:..................................................................................................37
To Adjust the Display contrast:.................................................................................................................38
Selecting the Ring Type .............................................................................................................................38
To change the incoming ring type:............................................................................................................38
Changing the Language.............................................................................................................................39
8InstallationOverview .............................................................................................................................. 40
Before you Begin Your Installation............................................................................................................40
Assigning Extension Numbers and Phone Numbers to Phones ...............................................................42
Understanding Extensions and Lines ........................................................................................................42
9Installing your Hosted PBXPhone ........................................................................................................... 43
Installing Desk Phones ..............................................................................................................................43
Option 1: Connect Desk Phones using your existing data network..........................................................43
Option 2: Connect Desk phones using your existing data network then connect the phones to your
computer...................................................................................................................................................44
Connecting Wired and Wireless Headsets..................................................................................................45
Installing the Desk Phone Wirelessly ........................................................................................................46
Step 1) Installing the Wireless Transmitter ...............................................................................................46
Step 2) Connect phones wirelessly (within 40’) using the Wireless Adapter............................................46
Note...........................................................................................................................................................46
Activating the Service................................................................................................................................46
Conformance.............................................................................................................................................48
Important Safety instructions...................................................................................................................48
FCC Information ........................................................................................................................................50
Customer Owned Coin/Credit Card Phones .............................................................................................50
Data Equipment ........................................................................................................................................50
Systems .....................................................................................................................................................50
Automatic Dialers......................................................................................................................................51
Toll Restriction and Least Cost Routing Equipment..................................................................................51
Equal Access Requirements ......................................................................................................................51
Electrical Safety Advisory ..........................................................................................................................51
3

Radio Interference ....................................................................................................................................51
RF Radiation Exposure ..............................................................................................................................52
Modifications.............................................................................................................................................52
4

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 new
PBX 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.
Typographicalconventions
Italic text is used for items you select from menus and drop-down
lists and the names of displayed web pages.
Bold text is used for text strings that you type when prompted by
the program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attention to
specific instructions or explanations.
Provides clarifying or non-essential information on the current
topic.
Definition
WARNING
Explains terms or acronyms that may be unfamiliar to many
readers.
Provides messages of high importance, including messages
relating to personal safety or system integrity.
Note
5

BasicRequirements
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiring in
your 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 system
and 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
Note
Installation Instructions are located on page 43 of this guide.
6

2 Using Your Hosted PBX phonesystem
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 Phones
or can be installed stand alone
• Through your Admin Portal, you can view information and make
changes to phone system
Getting Started
This section of your Owner’s Manual is your guide to using the PBX phone
system and its features. It also explains how to program system settings
for your Desk Phones.
Introduction to your Cisco Desk Phone
The Cisco SPA 303 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 Portal website
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.
7

Button
Description
1Handset
Pick upto place oranswer a call
2
MessageWaiting
Indicator
Displays solid red whenyouhavea
new voicemail message. Blinksred
duringanincomingcall
3
IPPhone
screen
Displaysdateandtime.Phonestation
name, line extensions, and soft key
options
4Line keys Indicates phone linestatus.
Green: Line isidle.
Red (steady): Line is active or inuse.
Red
(flashing): Line is on hold or there is
an inbound
call.
Orange: Line is unregistered(cannot
be
used).
5Soft key
Buttons
Press a soft key button to perform
the
action
shown on the label of the IP phone
screen.
Note: The Cisco SPA 303
hasthe
following four
buttons:
Redial - Dials the last number called.
Dir - Accesses the Directory.
Cfwd – Forwards all calls.
Dnd – Do NotDisturb
8

6Navigationbutton Press an arrow key to scroll left,right,
up,
or down through items shown onthe
IP phone
screen
7Messagesbutton Press to access voicemail.
8 HoldButton
Presstoplacecallonhold.
9Setup button
Press to access a
menu toconfigure
features and preferences (such as
your
directory,
status, andspeed dials), access
your
call history, set upfunctions (such
as call forwarding), and provide
phone
status
information.
10 MuteButton
Press to mute or unmute the
phone.
When phone is muted, the button is
lit
red. A blinking or steady red
mute
button
indicates the networkconnection
cannot be
found.
11 Volume Button Press (+) to increase the volume and(-)
to lower the
volume of the handset,
headset, speaker when the phone
is
offhook, or ringer
volume when the
phone is
on-hook.
12 Headset Button Push to turn the headset on or off. When
the
headset is on, the button is lit green.
13 SpeakerButton Push to turn the speaker on or off. When
the
speaker is on, the button is lit green.
14 Keypad Use to dial phone numbers, enter letters,
and choose menu
items.
9

Soft key Buttons your Cisco Phone
This section contains information on the terms used when interacting with
your new Cisco SPA 303 Desk Phone.
The soft keybuttons on your phone displaymight vary depending on your
phone model and the phone systemsetup. Press the Right Arrow or Left
Arrow keys on the navigation button to view additional soft key buttons.
Button
Description
<< or>>
Move left or right throughan entry
withoutdeletingcharacters.
activ
Activatesscreensavermode.
add
Addanentry.
bXfer
Performsa blindtransfer(transferringacall
withoutspeakingtothepartyto whomyouare
transferringthecall.
cancel
Cancelsandchangesyouhavemade.(Press
before ‘ ok ’ or ‘ save ’ )
cfwd
Forwardsallcallscomingtoyourphonetoa
specified number.
-cfwd Clears callforwarding.
conf Initiates a conferencecall.
confLx Conferences active lines onthe phone together.
delChr Deletes the last number or letter.
delete Deletes an entire item. (example, a number
from the callhistory)
dial Dials aNumber.
dir Accesses phonedirectory
dnd Do Not Disturb. (prevents incoming calls)
10