Cisco Small Business Pro SPA 504G User manual

Cisco Small Business
Model SPA 504g
User Guide
Version 1

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Table of Contents
Getting Started ............................................................................................. 1
About This Document....................................................................................................................1
Organization..................................................................................................................................1
Overview of the Cisco Small Business IP Phones........................................................................3
Understanding Your Phone Lines and Buttons.............................................................................4
Entering Numbers and Text in Fields..........................................................................................13
Installing Your Phone................................................................................... 18
Before You Begin ........................................................................................................................18
Phone Connections.....................................................................................................................18
Connecting the Handset..............................................................................................................19
Installing the Desk Stand or Wall Mount (Optional) ....................................................................20
Connecting the Power.................................................................................................................20
Connecting Your Phone to the Network......................................................................................21
Connecting a PC to Your Phone.................................................................................................22
Connecting Wired and Wireless Headsets .................................................................................22
Verifying PhoneStartup .........................................................................................................23
Using Basic Call Management Functions..................................................... 25
Managing the Audio Source and Volume ...................................................................................25
Answering or Placing a Call ........................................................................................................28
Putting a Call on Hold .................................................................................................................29
Resuming a Call ........................................................................................................................29
Ending a Call ..............................................................................................................................30
Transferring Calls........................................................................................................................30
Managing Missed Calls...............................................................................................................33
Forwarding Calls .........................................................................................................................34
Setting Do NotDisturb ............................................................................................................37
Setting CallWaiting .................................................................................................................38

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Picking Up a Call.........................................................................................................................39
Parking a Call..............................................................................................................................39
Placing a Three-Way Conference Call........................................................................................40
Using the PhoneDirectories ........................................................................................................41
Using the Call HistoryLists ..........................................................................................................42
Setting or Changing a Phone Password.....................................................................................43
Accessing Voicemail ...................................................................................................................44
Using Advanced PhoneFeatures.................................................................. 45
Configuring Privacy andSecurity.................................................................................................45
Enabling and Using Dial Assistance ...........................................................................................46
Creating Speed Dials ..................................................................................................................47
Monitoring and Accessing Another Phone..................................................................................50
Customizing Your IP PhoneScreen .............................................................................................51
Using Ring Tones ......................................................................................................................54
Configuring Date andTime ..........................................................................................................55
Advanced Procedures for Technical Support Personnel............................................................56
....................................................................................................................................................56
Using the Phone Web User Interface........................................................... 58
Logging in to the Phone Web User Interface..............................................................................58
Saving the ConfigurationProfile ..................................................................................................59
Setting Voice System Parameters ..............................................................................................60
Setting Voice PhoneParameters .................................................................................................61
Setting Voice UserParameters....................................................................................................62
Viewing Call HistoryLists.............................................................................................................68
Using Your PersonalDirectory .....................................................................................................68
Viewing Attendant ConsoleStatus...............................................................................................69
Where to Go From Here............................................................................... 71
Product Resources......................................................................................................................71

1
Getting Started
This chapter provides an overview of this document and basic information about your Cisco Small
Business IP phone.
About This Document
This guide describes the concepts and tasks necessary to use and configure your Cisco Small
Business IPPhone.
The Cisco Small Business IP Phone features vary, depending on the type of call control system that
you are using and the customizations performed by your phone system administrator. This document
describes using the Cisco Small Business IP Phones with a SIP phone system, such as a Broadsoft
or Asterisk system. If you are using your Cisco Small Business IP Phone with a Cisco Unified
Communications 500 Series, also see the Cisco Unified Communications Manager Express
Administrator Guide.
Organization
This table describes the contents of each chapter in this document.
Title
Description
Chapter 1 Getting Started A description of this book and an
overview of the Cisco Small
Business IP Phones.
Chapter 2 Installing Your Phone How to connect and install your
phone.

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Chapter 3 Using Basic Call Management
Functions
How to perform basic phone
tasks, such as placing and
answering calls, transferring
calls, setting up call forwarding,
and picking up calls.
Chapter 4 Using Advanced Phone
Features
How to perform advanced phone
tasks, such as configuring
privacy and security features,
speed dials, paging, and ring
tones.
Chapter 5 Using the Phone Web User
Interface
How to modify the phone
features by using the web
configuration utility.
Appendix A Where to Go From Here Cisco provides a wide range of
resources to help you obtain the
full benefits of the Cisco SPA500
Series phones. This appendix
provides links to many of these
resources.

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Overview of the Cisco Small Business IP Phones
The Cisco Small Business IP Phones are full-featured VoIP (Voice over Internet Protocol) phones that
provide voice communication over an IP network. The phones include traditional features, such as
call forwarding, redialing, speed dialing, transferring calls, conference calling, and accessing voice
mail. Calls can be made or received with a handset, headset, or a speaker.
The Cisco Small Business IP phones contain Ethernet ports that link them to the computer network.
They also have secondary Ethernet ports that allow another Ethernet device, such as a computer, to
be connected to the network through the IP phone.
Cisco Small Business IP phones require a separate power source. You can power the phones by
connecting them to a switch that provides Power over Ethernet (PoE), or by using the optional a Cisco
PA100 power adapter.
Caring for Your Phone
The Cisco Small Business IP phones are electronic devices that should not be exposed to excessive
heat, sun, cold, or water. To clean the equipment, wipe it with a slightly moistened paper or cloth towel.
Do not spray or pour cleaning solution directly onto thedevice.

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Understanding Your Phone Lines and Buttons
The parts of a SPA509G IP phone are shown in Figure 1. Other models are similar, but might vary.
Figure1 SPA509G
Phone Components
Numbered objects in Figure 1 described in the following table.
#
Phone Feature
Description
1 Handset Pick up to place or answer a call.
2 Message Waiting
indicator
Displays solid red when you have a new voice mail
message. Blinks red during an incoming call.
3 IP phone screen Displays date and time, phone station name, line
extensions, and softkey options (except on the Cisco
SPA501G).

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#
Phone Feature
Description
4 Line keys Indicates phone line status.
When lit:
Green
: Line is idle.
Red
(steady): Line is active or in use.
Red
(flashing): Line is on hold or there is an inbound call.
Orange
: Line is unregistered (cannot be used).
These keys can also be programmed by your system
administrator to perform differently than described here
or to add functions such as speed dial, call pickup, or
monitor an extension.
5 Softkey buttons Press a softkey button to perform the action shown on
the label on the
IP phone screen .
Note
: The Cisco SPA501G has the following four buttons:
Redial—Dials the last numbercalled.
Cancel—Cancels an action (such as a
transfer).
Conference—While on a call, press to start a
conference call and dial another number. After
the second party answers, press
Conference
again to
create the conference.
Transfer—Transfers a call.
6 Navigation button Press an arrow key to scroll left, right, up, or down
through items shown on the
IP phone screen (except on
the Cisco SPA501G).
7 Messages button Press to access voice mail. (This feature must be set up
by your phone systemadministrator).

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8 Hold button Press to place a call either on hold or to resume.
NOTESPA501 phone does not support this feature.

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#
Phone Feature
Description
9 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.
For the Cisco SPA501G, press Setup to access the
Interactive Voice Response (IVR) menu that allows you to
perform tasks such as getting the IP address of the
phone.
10 Mute button 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 network connection 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 off-
hook, 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 Speaker button 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.

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Entering Numbers and Text in Fields
Some fields on the IP phones require you to enter numbers and text by using the keypad or softkey
buttons. In general, the following guidelines apply:
• Use the keypad to enter numbers and characters, pressing the key multiple times to select the
correct number or letter.
• Press the number key multiple times to move to a different letter under that number. (For
example, to enter “Mary,” you would press 6 five times rapidly and then pause (for M); press 2
and then pause (for a), press 7 three times rapidly (for r), then press 9 three times rapidly (for y).
Available characters are shown in the following table:
Key
Character Set
1 1 / : \ , ! ; $ ^ |
2 abc2ABC
3 def3DEF
4 ghi4GHI
5 jkl5JKL
6 mno6MNO
7 pqrs7PQRS
8 tuv8TUV
9 wxyz9WXYZ
0 Space 0 ~ ? > ‘ < “
* . @ * & % [ ] _
#/P # + - = ( ) { }

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Softkey Buttons
The softkey buttons on your phone display might vary depending on your phone model and the phone
system setup. (Softkey buttons are not available on the Cisco SPA501G.) Press the
Right Arrow or
Left Arrow keys on the navigation button to view additional softkey buttons.
Below is a partial listing of softkey buttons that might be available on your phone. You might not have
all of these softkey buttons on your phone, and you might have additional buttons that are not listed
here, as your phone administrator might provide custom softkey buttons on your phone, such as a
speed dial to a company number, or a specialized program that runs on your phone. Contact your
phone administrator for more information.
Button
Function
<< or >> Move left or right through an entry without deleting characters.
activ Activates screen saver mode.
add Add an entry.
bXfer Performs a blind call transfer (transferring a call without speaking to the party
to
whom you are transferring the call.)
cancel Cancels any changes you have made. (Press before
ok
or
save.
)
cfwd Forwards all calls coming to your phone to a specified number.
-cfwd Clears call forwarding.
conf Initiates a conference call.
confLx Conferences active lines on the phone together.
delChr Deletes the last number or letter.
delete Deletes an entire item (for example, a number from the Call History list).
dial Dials a number.
dir Accesses phone directories.
dnd Do Not Disturb; prevents incoming calls from ringing your phone.

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-dnd Clears Do Not Disturb.
edit Opens an item so that you can edit numbers or letters, or enable or disable a
feature.
grPick Allows you to answer a call ringing on an extension by discovering the
number of the ringing extension.
ignore Ignores an incoming call.
lcr Dials the Last Call Received.
miss Shows the Missed Calls list.
park Puts a call on hold at a designated “park” number. The call is parked on the line
until you unpark it or the caller disconnects. Must be configured by your phone
system administrator.

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Using Keypad Shortcuts
When using the phone menus, you can use the keypad to enter the number shown next to the menu or
sub-menu item on the IP phone screen. (Not applicable to the Cisco SPA501G.)
For example, to obtain your IP address on the Cisco SPA 504G, press the Setup button and dial 9.
Button
Function
pickup Answers a call ringing on another extension by entering the extension
number.
hold Puts a call on hold on an active shared line.
redial Displays a list of recently dialed numbers.
resume Resumes a call that is on hold.
save Saves your changes.
select
Selects the highlighted item on the IP phone screen .
starcode Allows you to enter a star code. See “Using Star Codes”.
unpark Resumes a parked call.
xfer Performs a call transfer.
xferLx Transfers an active line on the phone to a called number.
y/n Enters a submenu and when pressed, toggles between
Yes
or
No
to
enable or disable an option.

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The IP address is displayed on the Network screen.
NOTE Menus and options vary depending on phone model.

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Installing Your Phone
This chapter describes how to install your Cisco Small Business IP Phone and connect it to your
network. It contains the following sections:
Before You Begin
Before you install and connect your phone, verify with your system administrator (if applicable) that the
network is ready for the phone. Read the safety notices, and make sure you have all the phone parts
and documentation.
CAUTION Do not plug a telephone line cord into the port marked AUX. The RJ-11 port marked AUX is
reserved for connection with the Cisco Attendant Console. It is not for use as a telephone line port or
IP device connection.
Phone Connections
The phone connections are shown in Figure1. Figure 1 Phone Connections

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Numbered objects in Figure 1 are described in the following table.
Connecting the Handset
STEP 1 Turn the phone body over to expose the ports on the back of the device.
CAUTION Do not insert a telephone line cord into the auxiliary (AUX) port.
STEP 2 Insert the long end of the phone cord into the handset port on the phone body that is
marked with a phone symbol.
STEP 3 (Optional) Route the phone cord through the cable slot.
STEP 4 Insert the other end of the phone cord into the port at the bottom of the handset (not
shown).
#
Description
1 Auxiliary port. (For use only with the Cisco Attendant Console.)
2 Upper slots.
3 Lower slots.
4 PC port.
5 Network (switch) port.
6 Cable run.
7 Handset port.
8 Power port. (Use only with a Cisco PA100 power adapter.)

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Installing the Desk Stand or Wall Mount (Optional)
The phone can be set on a flat surface, such as a desk, or mounted to a wall. This section describes the
installation of the desk stand. If you are attaching a
Cisco SPA500S or SPA500DS attendant console, attach the console before attaching the desk stand.
To mount the phone to the wall, you must use the MB100 wall mount bracket kit (available separately).
Do not attach the desk stand if you intend to mount the phone to the wall. To mount the phone on the
wall, follow the instructions included with the wall mount.
To install the desk stand:
STEP 1 Connect the phone stand by lining up the tabs on the stand with the slots on the phone
body.
STEP 2 Slide the bottom tabs into the lower slots on the phone body and lightly press down on
the stand. It should easily slide into the upper stand slots. Do not force it.
Reverse the Handset Retention Tab
If you mount the phone to a vertical surface, such as a wall, you must reverse the handset retention tab
on the phone body so that the handset does not fall off the phone when it is placed on the cradle.
STEP 1 Push the latch in.
STEP 2 Slide the retention tab up until it detaches from the phone.

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STEP 3 Rotate the tab 180° and re-insert into the phone base. The tab now catches the slot in
the handset when the handset is placed onto the cradle.
Connecting the Power
The Cisco 500 Series IP phones do not ship with power supplies. If you are not using Power over
Ethernet (PoE), you must order a Cisco PA100 power supply for each phone.
If you are using Power over Ethernet (PoE) to power the phone, the phone receives power when you
connect an Ethernet cable from the phone SW port to a switch that provides PoE. If you are using a
Cisco PA100 power adapter, insert one end of the power adapter into an outlet and insert the other end
into the power port on the phone body.

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Connecting Your Phone to the Network
The phone can be connected to the network by using a Cat5e or higher Ethernet cable or through a
wireless network connection.
Connecting Your Phone to the Wired Network
To connect the phone by using an Ethernet cable:
STEP 1 Insert one end of the Ethernet cable into the network port on the RJ-45 phone port
marked “SW.”
STEP 2 Insert the other end of the Ethernet cable into the device, such as a switch.
Connecting the Phone to the Wireless Network
You can use a wireless device, such as a Cisco Wireless-N Bridge for Phone Adapters (WNBP), to
connect the IP phone to a wireless network. This example procedure requires the Cisco PA100 power
adapter to provide power to the Cisco WNBP. Cisco does not recommend connecting a PC to the
network by using the phone when it is operating wirelessly.
To connect your phone to the Cisco WNBP:
STEP 1 Configure the Cisco WNBP by using the Setup Wizard.
STEP 2 When instructed to do so by the Setup Wizard, insert the Ethernet cable of the wireless
bridge into the RJ-45 phone port marked SW, located on the back of the IP phone base station.
STEP 3 Connect the power cable of the Cisco WNBP to the power port on the phone base.
STEP 4 Connect one end of the IP phone power adapter into the power port of the wireless
bridge.
STEP 5 Connect the other end of the IP phone power adapter into an electrical outlet.