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
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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.
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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
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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)
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-dnd Clears Do Not Disturb.
edit Opens an items so that you can edit numbers or
letters, or enable or disable a feature.
ignore Ignores an incomingcall.
lcr Dials the last call received.
miss Shows theMissed Calls list.
park Puts a call on hold at a designated “park”
number. The call is parked on aPark
group ext, and announce whereparked.
xcode Allows you to enter a starcode.
redial Displays a list of recently dialed numbers.
resume Resumes a call that is onhold.
save Saves youchanges.
select Selects the highlighted itemon the IP phone
screen.
xfer Performs a calltransfer.
xferLx Transfers an active line on the phone to a
callednumber.
y/n Enters a submenu and whenpressed,
toggles between ‘Yes’ or ‘No’ to enable or
disable anoption.
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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 idle screen.
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
• 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.
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Main Menu Screen:
This screen is the first point for more menu selections. You can reach this
menu at any time by pressing .
Adjusting the Volume
To adjust the volume of the handset or speaker, lift the handset or press the
Speaker button. Press + on the Volume button to increase the volume, or
press – to decrease the volume. Press Save.
Note
To conform to regulatory requirements, handset and headset
volume
will return to a preset level after each call .
13

3 Desk Phone– Basic CallFeatures
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 corporate
directory 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 twoways toplace another call:
Method 1
1. Pressing a line button on the right of the display, will place the first
call 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 newCall soft key.
4. Dial the phone number or 3-digit extension number and press the dial
soft key. You will be connected to that party
3. You may switch between calls by using the line button on the right of
the display.
Note
You do NOT need to dial 9 to make a phone call.
15

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 Speakerphone mode:
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 optional headset.
Inbound Caller ID
Caller ID Name and Number are presented on the screen of your phone
with 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.
Note
Changes to your Outbound Caller ID Name need to be
made through customer service.
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Ending Calls
To end a call:
Do one of the following:
•If you are using the handset, Pressthe Line key to right of the displayor
replace the handset.
•If you are using a headset, press .
•If you are using the speakerphone, press .
Forwarding Calls
You can configure your phone so that all incoming calls are forwarded to
another party (refer to Static Forwarding).
All incoming calls can be forwarded to voicemail while Do Not Disturb is
enabled 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 cfwd soft key on the main display.
2. Enterthe number you would like all callsto forward to.
You may also change the Forwarding setting bygoing into the menu ,
Go to option 6 Call Forwarding
• CFWD All Number — to forward All incoming calls
• CFWD No Ans Number — To forward unanswered incoming call
• CFWD Busy Number —To forward calls that arrive when youare
already on a call
3. Depending on your selection:
a. If you selected All, enter a number, or extension number, to
17

forward all future incoming calls to.
b. If you selected No Answer, you will see that your phone number is
entered in the Contact field by default. By entering your own phone
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 phone
number 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.
4. Afteryoupresscfwdsoftkeyandenterthedesirednumberyouwillseethe
below idlescreen.
“Calls Forwarded” Appears on the display and confirms call forwarding is
enabled.
To Disable Call Forwarding:
From the idle display, press the –cfwd soft key on the display.
The idle display returns, and the date and time are displayed.
Dynamic Forwarding
This Feature Is snot supported by the Cisco SPA 303
Enabling Do Not Disturb
Do Not Disturb prevents the phone from ringing and sends callers directly
to your voicemail box.
To enable Do Not Disturb: Press
the dnd softkey
To disable Do Not Disturb: Press
the – dnd soft key
18

Call Management Features
Call Hold
To place a call on hold.
During a call, pressthe holdsoftkeyor . The Holding will display. The
caller will hear the standard hold music or your custom hold
music/message.
Pressresumesoftkeyto return to the caller.
Multiple Calls on Hold
If calls are on hold, you can view the details of the calls on your phone by using
the up and down arrows to toggle the active call list.
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
Note
The Hold feature typicallygenerates music.Therefore, avoid putting a
conferencecall on hold.
19

call on hold by pressing confLx on the display. The confLx function is
only available if you have only two calls on your phone.
To join two calls with yourself:
1. Have one call on hold while talking to another
2. Press > on the arrow pad and then press c onf Lx . You will thenbe
connected to both callers.
Splitting Joined Calls
After you have joined two calls, you may split those calls back to their
individual calls.
To split a Joined call:
Press the hold softkeyto 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-way call).
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 soft key again to join
both callers.
Splitting Conference Calls
After you have created a conference call, you may split those calls back
to their individual calls.
To split a conference call:
Press hold soft key to split the conference.
All calls are split into individual calls and put on hold.
Ending Conference Calls
To end a conference call:
Note
All conference participants hear the dial tone and ring back when
the
conference host places a call to a new party.
20