Cisco LINKSYS one PHM1200 User manual

LINKSYS ONE IP PHONE
Models PHM1200 and PHB1100
Business IP Phone for Key Systems
User Guide
Release 1.3

© Copyright 2007, Cisco Systems, Inc.
Specifications are subject to change without notice.
Linksys, the Cisco Systems logo, the Linksys Logo, and the Linksys One logo are registered trademarks of Cisco Systems, Inc. All other trademarks mentioned in this document
are the property of their respective owners.

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Linksys One Communications Solution
Contents
Chapter 1: Getting Started - - - - - - - - - - - - - - - - - - - - - - -1
Additional Documentation 2
Chapter 2: Getting to Know Your Phone - - - - - - - - - - - - - - - - -3
Understanding Phone Buttons 4
Understanding Your Phone Screen 5
Navigating the PHM1200 IP Phone Menu 7
Understanding Line and Call Icons 8
Understanding Your Phone Passwords 9
Chapter 3: Using Your Phone - - - - - - - - - - - - - - - - - - - - - 11
Basic Call Handling Options 11
Placing a Call 12
Answering a Call 13
Ending a Call 13
Using Hold and Resume 14
Using Mute 14
Transferring Calls 15
Forwarding Calls 15
Using Do Not Disturb 16
Making Conference Calls 16
Using the Handset, Headset and Speakerphone 17
Advanced Call Handling Options 18
Using Call Park 18
Using Voicemail 18
Using System Voice Mail 19
Enabling the After Hours Greeting 19
Answering Operator Calls 19
Using Shared Lines 20

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Linksys One Communications Solution
Using PHM1200 IP Phone Screen Features 20
Using the Calls tab 21
Placing Calls 21
Using Hold and Resume 21
Making Conference Calls 22
Using the Tasks tab 23
Using Call History 23
Using the Local Directory 23
Using Voicemail 23
Using System Voice Mail 24
Chapter 4: Using Voice Mail - - - - - - - - - - - - - - - - - - - - - 25
Accessing Personal Voice Mail Using Voice Prompts 25
Accessing Personal Voice Mail Using the Phone Screen 26
Managing Your Personal Voice Mailbox 28
Recording Voice Mail Greetings 29
Recording Your Name 29
Changing Your Voice Mail Password 31
Changing Voice Mail Notification Settings 32
Accessing Your System Voice Mailbox 32
Chapter 5: Customizing Your Phone Settings - - - - - - - - - - - - - - 34
Logging into the Linksys One Portal 34
Changing Your Password 35
Accessing Your User Settings 36
Changing Your Call Forward Settings 36
Setting a Name 37
Enabling the Voicemail to Email Forwarding Option 38
Accessing Your User Template 39
Customizing the Phone Button Template 39
Setting up Auto Dials 39
Viewing Phone Button Assignments 41
Printing Your Phone Button Template 41

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Linksys One Communications Solution
Chapter 6: Using the Auto Attendant - - - - - - - - - - - - - - - - - 42
Accessing the Auto Attendant 42
Managing the Auto Attendant 42
Recording the Auto Attendant Greeting 43
Enabling the After Hours Greeting 45
Changing the Auto Attendant Password 45
Managing Operator Calls 46
Appendix A: Linksys One Contact Information - - - - - - - - - - - - - 47

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Linksys One Communications Solution

1
Chapter 1: Getting Started
Linksys One Communications Solution
Chapter
1
Getting Started
This guide introduces you to your Linksys One IP phone and provides an overview of your
phone’s features.
You can also refer to the table below for frequently used sections in this guide:
NOTE: Each phone comes with a
Quick Installation Guide.Be sure to refer
to the Quick Installation Guide to install
your phone.
NOTE: Each phone also includes a
Quick Reference Card. Be sure to refer
to the Quick Reference Card for
commonly used features on the phone.
If you want to... Then...
Connect Your Phone See ”Connecting Your Phone” section on page 3.
Understand your phone buttons See ”Understanding Phone Buttons” section on page 4.
Learn about your phone screen See ”Understanding Your Phone Screen” section on page 5
and ”Using PHM1200 IP Phone Screen Features” section on
page 20.
Use line and feature buttons for
basic call handling
See ”Basic Call Handling Options” section on page 11.
Use customized features for special
call handling
See ”Advanced Call Handling Options” section on page 18.
Set Up AutoDials on your phone See ”Setting up Auto Dials” section on page 39.
Share a phone number See ”Using Shared Lines” section on page 20.

Chapter
1
2Chapter 1: Getting Started
Linksys One Communications Solution
Additional Documentation
Refer to the following documentation at www.linksys.com/linksysoneproducts:
• Linksys One IP Phone for Key Systems Model PHM1200 Quick Reference
• Linksys One IP Phone for Key Systems Model PHB1100 Quick Reference
• Linksys One IP Phone Model PHM1200 Quick Installation Guide
• Linksys One IP Phone Model PHB1100 Quick Installation Guide
Use your phone’s speakerphone or
connect a headset
See ”Using the Handset, Headset and Speakerphone”
section on page 17.
Change the ring volume or tone See ”Using the Handset, Headset and Speakerphone”
section on page 17.
View call history See ”Using Call History” section on page 23.
Dial from a local directory See ”Using the Local Directory” section on page 23.
Listen to your voice messages See ”Using Voice Mail” section on page 25.
Customize your phone using a
web page
See ”Customizing Your Phone Settings” section on page 34.
If you want to... Then...

3
Chapter 2: Getting to Know Your Phone
Linksys One Communications Solution
Chapter
2Getting to Know Your Phone
The Linksys One IP phone PHM1200 and PHB1100 are wired desktop phones that provide
voice communication over a data network. In addition to the phone features you’ve come to
expect from a traditional phone, the Linksys One IP phone also provides:
• Simple automated installation with your Linksys One Services Router.
• Call processing features with integrated Voice Mail and Auto Attendant.
• Ability to access phone features using the phone screen interface (PHM1200 IP Phone
only).
• Online control of custom phone features and settings via a User web page.
This section provides a detailed overview of your IP phone. It describes the function of each
phone button and provides instructions on navigating your phone. The following topics are
covered:
• ”Understanding Phone Buttons” on page 4
• ”Understanding Your Phone Screen” on page 5
• ”Understanding Line and Call Icons” on page 8
• ”Understanding Your Phone Passwords” on page 9

Chapter
2
4Chapter 2: Getting to Know Your Phone
Understanding Phone Buttons
Linksys One Communications Solution
Understanding Phone Buttons
This table describes the buttons on your IP phone. See the button layout illustration at right:
Description
1 Phone screen serves as your phone “desktop.”.
2Intercom buttons are available for handling calls inside your company.
3 The button template lists your intercoms, outside lines, and feature button assignments.
4Outside line buttons provide access to the external phone lines assigned to you. Use
these buttons to place and receive calls outside your company.
5 Four softkeys allow you to access and select options for applications running on the
phone (PHM1200 IP phone only).
65-position key (PHM1200 IP phone) OR 3-position navigation key (PHB 1100 IP phone).
7 Feature buttons provide quick access to assigned phone features.
8Hold button puts a call on hold.
9Display button shows button layout (PHM1200) OR the phone’s MAC address (PHB 1100).
10 Cancel button cancels the current phone task and displays the previous screen.
11 Phone key pad allows you to dial a phone number and interact with Voice Mail and Auto
Attendant systems.
12 Microphone button mutes (red) and unmutes the microphone.
13 Volume control adjusts volume for the handset speaker, headset and the speakerphone.
14 Speakerphone button enables hands-free calling via the speakerphone or headset. This
button turns green when the speakerphone is on.
15 Phone speaker provides hands-free listening.
16 Handset.
17 Voice message indicator turns red when you have a voice mail message.
1 3
2
9
101112
13
14
15
16
17
5
6
1
45777
4
7
8
Linksys One IP Phone Model PHB1100
Linksys One IP Phone Model PHM1200

5
Chapter 2: Getting to Know Your Phone
Understanding Your Phone Screen
Linksys One Communications Solution
Chapter
2Understanding Your Phone Screen
PHB1100 IP Phone
This is what your main PHB1100 phone screen may look like once your phone is connected:
1Primaryphoneline Displays the phone number (directory or intercom
number) for your primary phone line.
2Date and Time Display Displays the current date and time
3 Call activity area
Displays the caller ID, current calls per line, call
duration and call state. See ”Understanding Line and
Call Icons” on page 8.
1
2
3

Chapter
2
6Chapter 2: Getting to Know Your Phone
Understanding Your Phone Screen
Linksys One Communications Solution
PHM1200 IP Phone
This is what your PHM1200 phone screen may look like once your phone is connected.
1Primaryphoneline Displays the phone number (directory or intercom
number) for your primary phone line.
2Date and Time Display Displays the current date and time.
3 Call activity area
Displays the caller ID, current calls per line, call
duration and call state.”Understanding Line and Call
Icons” on page 8.
4Calls and Tasks Softkey tabs
Each softkey tab display a feature menu. To activate a
softkey, press the softkey button. See ”Using the Calls
tab” on page 21 and ”Using the Tasks tab” on
page 23.
1
2
3
4

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Chapter 2: Getting to Know Your Phone
Understanding Your Phone Screen
Linksys One Communications Solution
Chapter
2Navigating the PHM1200 IP Phone Menu
Here’s how you navigate your PHM1200 IP phone screen menu:
If you want to... Then...
Select an item on the screen 1. Use the arrows on the navigation dial to scroll
through menus and tabs.
2. Press the center button on the navigation dial to
select a highlighted item.
Go back to the previous screen or exit a
screen
Press the Cancel button.
On the Voice Mail and the Auto Attendant screens,
you can also press the left navigation button to go
back to the previous screen.
Erase text on a screen Press the left arrow on the navigation dial to erase
digits you enter on the screen.

Chapter
2
8Chapter 2: Getting to Know Your Phone
Understanding Line and Call Icons
Linksys One Communications Solution
Understanding Line and Call Icons
Your phone displays icons to help you determine the call and line state.
Line or Call State PHM1200 Phone Screen PHB1100 Phone Screen
Idle
Outgoing call
Incoming call
Call connected
Call on hold
Error
Conference call
Call proceeding

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Chapter 2: Getting to Know Your Phone
Understanding Your Phone Passwords
Linksys One Communications Solution
Chapter
2Understanding Your Phone Passwords
Here is a list of default passwords that you will use to access phone features. Some features
may not be available to you and must be enabled by your phone administrator for you to
access.
Feature/Action User How to Access Default Password
Manage Personal
Voice Mail
All users with a
personal voice
mailbox.
• Dial user extension +100
OR
• Press the Voice Mail
feature button.
See ”Managing Your
Personal Voice Mailbox” on
page 28.
User extension +100.
This is the same password
used to access the Linksys
One Portal. For example,
the password for
extension 210 is 310 (210
+ 100).
Your personal voice mail
password is also used to
access your Linksys One
Portal. Therefore, if you
change this password, you
are also changing the
password for your Linksys
One Portal when you
login as a User.
Manage System
Voice Mail
Users who have
access to the
System Voice
Mailbox.
• Dial one of the four
system voice mail
numbers 301, 302, 303
or 304
OR
• Press the System Voice
Mail feature button.
See ”Accessing Your System
Voice Mailbox” on page 32.
The default password for
system voice mail is the
same as the system voice
mailbox number: 301,
302, 303 or 304
respectively.

Chapter
2
10 Chapter 2: Getting to Know Your Phone
Understanding Your Phone Passwords
Linksys One Communications Solution
Call the Auto
Attendant
All users Dial extension 201.
See ”Accessing the Auto
Attendant” on page 42.
No password needed.
Manage the Auto
Attendant
Users who have
access to the
Auto Attendant
greetings.
• Dial extension 209
OR
• Press the After Hours
feature button.
See ”Managing the Auto
Attendant” on page 42.
209.
Access the
Linksys One
Portal
All users Enter the User extension
See ”Logging into the Linksys
One Portal” on page 34.
User extension +100.
When you log in as a
User, your Linksys One
Portal password is also
used to access your
Personal Voice Mailbox.
Therefore, if you change
this password, you are
also changing the
password for your
Personal Voice Mail.
Call the Operator All Users Dial 200
If no operator answers, the
call is sent to system voice
mail.
See ”Managing Operator
Calls” on page 46
No password needed.
Feature/Action User How to Access Default Password

11
Chapter 3: Using Your Phone
Basic Call Handling Options
Linksys One Communications Solution
Chapter
3Using Your Phone
Your Linksys One IP phone includes a range of features for call handling. This section
describes how to access your phone features. The following topics are covered:
• ”Basic Call Handling Options” on page 11
• ”Advanced Call Handling Options” on page 18
• ”Using PHM1200 IP Phone Screen Features” on page 20
Basic Call Handling Options
Your Linksys One IP phone (PHM1200 and PHB1100 models) allow basic call handling
through line and feature buttons on your phone.
IMPORTANT: You must setup your
phone button template before accessing
your phone features. You can customize
and print your phone button template
from your User Template page. See
”Accessing Your User Template” on
page 39 for information.
NOTE: Some phone features may not be
available to you. See your phone
administrator for more information.

Chapter
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12 Chapter 3: Using Your Phone
Basic Call Handling Options
Linksys One Communications Solution
Placing a Call
Here are some easy options you can use to place a call.
If you want to... Then...
Place a call using the handset Pick up a handset and enter a number.
See ”Using the Handset, Headset and Speakerphone” on
page 17.
Place a call using the
speakerphone Press the speakerphone button and enter a number.
See ”Using the Handset, Headset and Speakerphone” on
page 17.
Place a call using the headset 1. Plug a headset into the headset port on the back of the
phone.
2. Press the Headset feature button .
3. Press the speakerphone button to place a call using
the headset.
See ”Using the Handset, Headset and Speakerphone” on
page 17.
Redial a number Press the Redial feature button to dial the last dialed
extension or an outside number.
Place a call when another call is
active
1. Press the Hold button on the phone.
2. Press an intercom or outside line button to make the call
3. Enter a number.
AutoDial a number Do one of the following:
• Lift the handset and press the Auto Dial button for the
phone number or extension you want to call.
• To use the speakerphone, simply press the Auto Dial
button without lifting the handset.

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Chapter 3: Using Your Phone
Basic Call Handling Options
Linksys One Communications Solution
Chapter
3Answering a Call
You can answer a call by lifting the handset, or you can use other options if they are
available on your phone.
Ending a Call
To end a call using the handset, hang up. Here are some options:
If you want to... Then...
Answer with a headset 1. Plug a headset into the headset port on the back of the phone.
2. Press the Headset feature button .
3. Press the speakerphone button to answer a call using the
headset.
See ”Using the Handset, Headset and Speakerphone” on
page 17.
Answer a Call While on
Another Line
1. Press the flashing line button for the incoming call. This puts
the previous call on hold.
2. Greet the new caller.
3. To return to the previous call, press the flashing line button for
the call. The second caller will be put on hold.
Forward a received call Use Forward Always. See ”Forwarding Calls” on page 15.
Retrieve a parked call Use Call Park. ”Using Call Park” on page 18.
If you want to... Then...
End a call using a headset Press the Headset feature button .
End a call using the speaker phone Press the speakerphone button .

Chapter
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14 Chapter 3: Using Your Phone
Basic Call Handling Options
Linksys One Communications Solution
Using Hold and Resume
You can hold and resume calls
Using Mute
With Mute enabled, you can hear other parties on a call but they cannot hear you. You can
use Mute in conjunction with a handset, headset or a speakerphone. Also, see ”Using the
Handset, Headset and Speakerphone” on page 17.
If you want to... Then...
Place a Call on Hold While in a call, press the Hold button on the phone
or on the phone screen.
Remove a call from Hold To resume the call, press the line button for the call.
If you want to... Then...
Use Mute Press the microphone button . When the phone is muted, the
microphone button LED lights red.
To Unmute To unmute the phone, press the microphone button again .