Cisco SPA 502G User manual

SPA 500 Series IP Phone Advanced User Guide 1 | Page
Cisco SPA 500 Series IP
Phones
Cisco Small Business Pr o
SPA 500 Series IP P hones
Models 502G, 504G, 508G, and 509G
Cisco SPA 500 Series IP
Phones
User Guide

SPA 500 Series IP Phone Advanced User Guide 2 | Page
Table of Contents
Getting Star te d ...................................................................................................................................................................... 4
Understanding Your Phone’s Lines and But tons ............................................................................................... 4
Phone
C o mp onen t s ......................................................................................................................................................... 4
Softkey B u tt o n s ................................................................................................................................................................ 6
Using Keypad Shortcuts.................................................................................................................................................. 7
Cisco SPA 500S
Attendant C o ns ole ............................................................................................................................ 7
Caring
for Your Phone ................................................................................................................................................... 8
Using Basic Phone
F unc tions ....................................................................................................................................... 9
Using the
Spe a k e rphone .............................................................................................................................................. 9
Using the
Headset with Your IP Phone ................................................................................................................. 9
Switching Between the Hands e t / He ads e t / Spe a k e rphone .................................................................. 9
During a
Call ................................................................................................................................................................... 9
Sending Audio to the Phone
Spe a k e r ................................................................................................................... 9
Choosing Your
Preferred Audio D e vic e ............................................................................................................10
Adjusting Call Volume and Muting ......................................................................................................................10
Adjusting Call V o lume .............................................................................................................................................10
Adjusting the Ringer V o lu me .............................................................................................................................10
Using
Mute ....................................................................................................................................................................10
Placing or
Answering a Call .....................................................................................................................................10
Using Dial
Assistance ..............................................................................................................................................11
Putting a Call on Hold ..................................................................................................................................................11
Resuming a
Call ...............................................................................................................................................................11
Ending a
Call ......................................................................................................................................................................11
Transferring Calls ..........................................................................................................................................................11
Performing an Attended T ransfer .......................................................................................................................12
Performing an Unattended (Blind) T ransfer .................................................................................................12
Transferring a Held Call to an Active Call ..........................................................................................................12
Re di aling .............................................................................................................................................................................12
Viewing and Returning Missed Calls ..................................................................................................................13
Turning the Missed Calls Shortcut On and Off......................................................................................................13
Turning Call Waiting On and Off............................................................................................................................14
Picking Up a Call................................................................................................................................................................14

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To pick up a call ringing at an extension in your group: ..................................................................................14
Placing a Three-Way Conference Call.......................................................................................................................14
Conferencing a Held Call with an Active Call....................................................................................................14
Using the Phone Directories....................................................................................................................................15
Using Your Personal Directory...............................................................................................................................15
Using the Call History Lists......................................................................................................................................15
Viewing the Call History Lists.................................................................................................................................15
Calling from the Call History Lists .............................................................................................................................15
Deleting a Number from the Call History Lists.....................................................................................................15
Saving a Call History List Number to Your Directory ........................................................................................15
Accessing Voicemail.........................................................................................................................................................16
Enabling Dial Assistance................................................................................................................................................16
Creating Speed Dials...................................................................................................................................................16
Creating Speed Dials on Unused Line Buttons.................................................................................................16
Using Speed Dials..............................................................................................................................................................16
Customizing Your LCD Screen.....................................................................................................................................17
Changing the LCD Screen Contrast............................................................................................................................17
Changing the Screen Backlight Settings ...................................................................................................................17
Configuring the Phone Screen Saver.........................................................................................................................17
Turning on the Screen Saver........................................................................................................................................18
Using Ring Tones ..............................................................................................................................................................18
Changing Your Ring Tone..............................................................................................................................................18
Configuring Date and Time Parameters on Your Phone...................................................................................18
Setting Your Phone’s Date and Time ........................................................................................................................18
Rebooting Your Phone....................................................................................................................................................18

SPA 500 Series IP Phone Advanced User Guide 4 | Page
Getting Star te d
This guide provides an overview of this document and basic information about your Cisco SPA 500
Series IP Phone.
Understanding Your Phone’s Lines and But tons
Use the following graphic and table to identify the parts of your phone.
Phone C o mp onen t s
Figure 1 Phone Components
The photo above shows the Cisco SPA 509G to illustrate the Cisco Small Business Pro IP Phone
features.
Numbered objects in the photo are explained 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. Flashes red during an incoming call.
# Phone Feature
Description

SPA 500 Series IP Phone Advanced User Guide 5 | Page
3 LCD Screen Displays date and time, phone station name, line
extensions, and softkey options.
4 Line keys Indicates phone line status.
(Not available on the Cisco SPA 502G.)
When lit:
Green: Line is idle.
Red (steady): Line is active or in use.
Red (blinking): Line is on hold.
Orange: Line is unregistered (cannot be used).
These keys can also be programmed by your phone
system administrator to perform functions such as
speed dial, call pickup, or monitoring an extension.
5 Softkey buttons Press a softkey button to perform the action shown on
the LCD screen above.
6
Navigation button
Press an arrow key to scroll left, right, up, or down
through items shown on the LCD screen.
7 Messages button Press to access voice mail (must be set up by your
phone system administrator).
8 Hold button Press to place a call on hold.
9 Setup button Press to access a menu to configure features.
10 Mute button Press to mute or unmute the phone. When phone is
muted, the button glows red. A flashing 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
handset is off the phone, or ringer volume (when the
handset is on the phone).
12 Headset button Push to turn the headset on or off. When the headset
is on, the button glows green.
13 Speaker button Push to turn the speaker on or off. When the speaker
is on, the button glows green.
14 Keypad Use to dial phone numbers, enter letters, and choose
menu items.

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Softkey B u tt o n s
The softkey buttons on your phone display may vary depending on your phone model and the
phone system setup. 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 may be available on your phone. You may not
have all of these softkey buttons on your phone, and you may have additional buttons that are
not listed here. For example, your phone administrator may also provide custom softkey
buttons on your phone, such as buttons that provide a speed dial to a company number, or that
access 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.
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).
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 Provides access to phone directories.
edit Opens an item so that you can edit numbers or letters, or enable
or disable a feature.
endcall
Ends a call
ignore Ignores an incoming call.
miss Shows the Missed Calls list.
newcall Begins a new call
phold Puts a call on hold on an active shared line.
redial Displays a list of recently dialed numbers.

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Button Function
resume Resumes a call that is on hold.
save Saves your changes.
select Selects the highlighted item on the LCD screen.
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.
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 LCD screen.
For example, to obtain your IP address on the Cisco SPA 504G, press the Setup button and dial
9.
The IP address is displayed on the Network screen.
NOTE: Menus and options vary depending on phone model.
Cisco SPA 500S Attendant C o ns ole

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Figure 2 Cisco SPA 500s Attendant Module
The Cisco SPA 500S is a 32-button attendant console for the Cisco SPA 500 Series IP Phone,
providing 32 three-color (red, green, and amber) programmable LEDS, with support for
Broadsoft Busy Lamp Field and Line Monitoring. The Cisco SPA 500S attaches to the IP phone
with the attachment arm provided (not shown). It obtains power directly from the IP phone and
does not require a separate power supply. Two Cisco SPA 500S units can be attached to a single
IP phone to monitor a total of 64 separate lines.
Caring for Your Phone
The Cisco SPA 500 Series IP Phones are electronic devices that should not be exposed to
excessive heat, sun, cold, or water. To clean the equipment, use a slightly moistened paper or
cloth towel. Do not spray or pour cleaning solution directly onto the hardware unit.

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Using Basic Phone F unc tions
Using the Spe a k e rphone
To use the speakerphone, press the Speaker button (the handset can be either on or off hook).
Using the Headset with Your IP Phone
NOTE: Steps to use your headset with the IP phone may vary. Consult the user
documentation for your headset for more information.
To use a wired headset, press the Headset button on your phone and dial the number to
place a call, or press the headset button to answer a ringing call.
To use a wireless headset, lift the receiver off hook before speaking or listening through the
headset.
Switching Between the Hands e t / He ads e t / Spe a k e rphone
During a Call
Any of these audio devices can be used during a call. Only one device at a time can be used.
The handset can be on the hook when using the speakerphone or headset function. If switching
from the handset to the speakerphone, make sure the speakerphone or headset light is
illuminated before placing the handset back on the hook. (If you are switching from the handset
to a wireless headset, however, do not replace the handset or you will disconnect the call.)
Sending Audio to the Phone Spe a k e r
Choosing this option sends audio to the speaker when the handset is lifted.
STEP 1. Press the Setup button.
STEP 2. Select Preferences.
STEP 3. Choose Send Audio to Speaker > edit.
STEP 4. Press y/n to enable or disable the feature.
STEP 5. Press ok.
STEP 6. Press save.

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Choosing Your Preferred Audio D e vic e
This option designates the headset or speaker phone as the preferred audio device when
the handset is not used.
To choose your preferred audio device:
STEP 1. Press the Setup button.
STEP 2. Select Preferences.
STEP 3. Choose Preferred Audio Device and press edit.
STEP 4. Press option to view your choices. When the option you want is displayed, press
ok.
STEP 5. Press save.
Adjusting Call Volume and Muting
You can also change call volume settings from your PC using the IP Phone Web
Interface.
Adjusting Call V o lume
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.
Adjusting the Ringer V o lu me
To adjust the ringer volume, press the Volume button when the handset is on the phone and
the speaker button is off. Press Save (except on the Cisco SPA 501G model).
Using
Mute
To mute the phone microphone, speaker, or headset microphone, press the Mute button on the
phone. The button glows red. Press the Mute button again to unmute.
If no audio device is on, pressing the Mute key has no effect. When switching from the speaker
phone to the handset, mute is turned off automatically.
Placing or Answering a Call
You may have to dial a number or numbers to reach an outside line. Ask your phone
administrator.
To place or answer a call, do one of these:
• Pick up the receiver.
• Press the Speaker button.
• Press the Headset button.
• Press a green line button (to place a call) or a red flashing line button (to answer a call).
(Not applicable to the Cisco SPA 502G).
If you are on a call and another call comes in, press the flashing red line button or press the
Hold button to place the call on hold and answer the incoming call.
To return to the first call, press the line button for the call or select it using the Up or

SPA 500 Series IP Phone Advanced User Guide 11 | Page
Down navigation button and press the Resume softkey (Cisco SPA 502G).
Using Dial
Assistance
If dial assistance is enabled, when placing calls, you’ll see a list of matching recently dialed or
received phone numbers on the screen after you begin dialing.
If you want to choose one of these numbers:
STEP 1. Use the navigation button to scroll down and highlight a phone number on the LCD
screen.
STEP 2. Press dial to complete the call.
Putting a Call on Hold
To put a call on hold, press the Hold button. A series of beeps or music on hold plays for the
caller to indicate that the call is on hold. Only one call can be active at a time. Pressing the Hold
button places the active call on hold.
Resuming a Call
To resume the call, press the flashing red line button for the call.
(On the Cisco SPA 502G, press the resume softkey.)
Ending a Call
To end a call:
• If you are using the handset, hang up.
• If you are using the speakerphone, press the Speaker button.
• If you are using the headset, either press the Headset button (wired) or replace the receiver
(wireless).
Transferring Calls
You can perform the following types of transfers:
• Attended Transfer—You call the person to whom you are transferring the call and either:
otransfer the call while the phone is ringing.
owait for the person to answer before transferring the call.
Blind Transfer—You transfer the call without speaking to the other party to which you are
transferring the call.

SPA 500 Series IP Phone Advanced User Guide 12 | Page
Performing an Attended T ransfer
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509G:
STEP 1. During an active call, press xfer.
STEP 2. The call is placed on hold and a new line is opened to dial the number.
STEP 3. Either:
• Enter the number to which you want to transfer the call and then press dial or wait a
few seconds.
• Press dir and either choose a number from the personal directory then press dial.
If you hang up before the second call rings, the transfer fails and the first call is disconnected. If
you misdial, use the delChar, clear, or cancel key to make your changes before the call is
transferred.
STEP 4. Press xfer after the phone begins to ring, or at any time after the phone
is answered.
Performing an Unattended (Blind) T ransfer
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509G:
STEP 1. During an active call, press the bxfer softkey.
STEP 2. Enter the number to which you want to transfer the call and press dial. The call is
transferred with no further action required on your part.
Transferring a Held Call to an Active Call
If you have a call on hold and an active call, you can transfer one of these calls to the other
call, connecting the two callers. (This differs from a conference call because you no longer
remain part of the call after the transfer.)
With an active call and one or more calls on hold, press the xferLx softkey.
• If you have only one call on hold, the call is transferred to the active party and you are
disconnected.
• If you have more than one call on hold, choose the held call you want to transfer by
pressing the line button of the call on hold.
Re di aling
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509G:
To redial the last number called, press the redial softkey twice.
To redial another number:
Press the redial softkey and select the desired number.
STEP 1. (Optional) Press edit to select a number and modify it (for example, to add an
area code).
STEP 2. When you’re done, press ok. Lift the handset or press dial to automatically dial the
selected number.

SPA 500 Series IP Phone Advanced User Guide 13 | Page
Viewing and Returning Missed Calls
The LCD screen on your IP phone notifies you if a call came in that was unanswered.
To return a missed call:
• If the LCD screen shows a missed call, press the lcr softkey to return the last missed
call. Press the miss softkey to view a list of missed calls, select a call, and press dial.
• If the LCD screen does not show a missed call, you can return a call from the
Missed Call list:
a. Press the Setup button.
b. Select Call History.
c. Select Missed Calls.
d. Choose the call you want to return and press dial.
NOTE: If the call was from a long distance number, you may have to edit the call before
returning it. Press the edit softkey to edit the call and use the softkey buttons and
keypad to edit the number. You will need to add a 9+1 for LD calls.
To view a list of all missed calls:
• If the LCD screen shows a missed call, press the miss softkey to view a list of missed
calls.
• If the LCD screen does not show a missed call:
a. Press the Setup button.
b. Select Call History.
c. Select Missed Calls.
Turning the Missed Calls Shortcut On and Off
This option removes the miss softkeys that appear on the IP phone screen when you miss a call.
To access this option:
STEP 1. Press the Setup button.
STEP 2. Select Preferences.
STEP 3. Choose Miss Call Shortcut and press edit.
STEP 4. Press y/n to enable or disable the feature.
STEP 5. Press ok.
STEP 6. Press save.

SPA 500 Series IP Phone Advanced User Guide 14 | Page
Turning Call Waiting On and Off
Call waiting alerts you when you are on a call by ringing your phone and displaying a status
message that another call is ringing. If you turn call waiting off, incoming calls do not ring your
phone if you are on another call, and the caller hears a busy signal or message.
Using the Setup button:
STEP 1. Press the Setup button.
STEP 2. Select Preferences.
STEP 3. Choose Call Waiting and press edit.
STEP 4. Press the y/n softkey to turn call waiting on or off.
STEP 5. Press ok.
STEP 6. Press save.
Picking Up a Call
You can pick up a call that is ringing at another extension. Please contact your representative
for the additonal feature access codes that will provide you with addiotnal functionality.
Placing a Three-Way Conference Call
You can perform conference calls by:
• calling both numbers and pressing the conf softkey
• conferencing an active and held call using the confLX softkey
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509G:
To initiate a conference call:
STEP 1. Press the conf softkey during an active call. The first call is placed on hold, a
second line is opened, and you hear a dial tone.
STEP 2. Dial the second person’s telephone number.
STEP 3. Press the conf softkey again. All three parties are connected in the conference
call.
NOTE: When you hang up, the other two parties are disconnected.
Conferencing a Held Call with an Active Call
If you have a call on hold and an active call, you can create a conference call between the
active call, the call on hold, and you.
With an active call and one or more calls on hold, press the confLx softkey.
• If you have only one call on hold, the conference call is created between the three of
you.
• If you have more than one call on hold, choose the held call you want to conference
in by pressing the line button of the call on hold.

SPA 500 Series IP Phone Advanced User Guide 15 | Page
Using the Phone Directories
Your IP phones provide several different types of phone directories, depending on the phone
model and what the system administrator has set up for the company.
In general, the phones provide the following types of directories:
• Personal Directory—The personal directory provides a place for you to store and view
frequently dialed numbers. You can also dial numbers from the directory.
Using the Call History Lists
You can also view the Call History Lists from the Commportal Web Interface.
Viewing the Call History Lists
To view the Call History lists:
STEP 1. Press the Setup button.
STEP 2. Select Call Histories.
STEP 3. Select the Call History list you want to view. Available Call History lists are:
• Redial List—Shows the last 60 numbers dialed from your phone.
• Answered Calls—Shows the caller ID of the last 60 answered calls.
• Missed Calls—Shows the last 60 missed calls.
Calling from the Call History Lists
To dial a number from one of the Call History lists:
STEP 1. Choose the call.
STEP 2. Press dial.
NOTE: If the call was from a long distance number, you may have to edit the call before dialing
it. Press the Edit softkey to edit the call and use the softkey buttons and keypad to edit the
number to add 9+1 to the number.
Deleting a Number from the Call History Lists
STEP 1. In the Redial, Answered Calls, or Missed Calls list, choose the call.
STEP 2. Press delete.
STEP 3. Press OK.
Saving a Call History List Number to Your Directory
STEP 1. In the Redial, Answered Calls, or Missed Calls list, choose the call.
STEP 2. Use the navigation button to scroll to the right to access more softkey
button options, and press save.
STEP 3. Edit the information (if desired) and press save again. The entry is added to
your directory.

SPA 500 Series IP Phone Advanced User Guide 16 | Page
Accessing Voicemail
To access voicemail, press the Messages button on your phone. Ivey will configure your
phone with the correct voicemail number so that pressing the Messages button automatically
dials your voicemail system.
Using Advanced Phone Features
Enabling Dial Assistance
If you enable dial assistance, when you place calls, the LCD will display phone numbers based on
the best-matched entries in the Directory and Call History lists.
To enable dial assistance:
STEP 1. Press the Setup button.
STEP 2. Select Preferences.
STEP 3. Choose Dial Preferences and press edit.
STEP 4. Press y/n to choose yes.
STEP 5. Press ok.
STEP 6. Press save.
If dial assistance is enabled, when placing calls, use the navigation button to scroll down,
highlight a phone number on the LCD screen, and press dial to complete the call.
NOTE: You will have to edit the number you are dialing by appending a 9 plus the number or 9+1
if the number is long distance (LD)
Creating Speed Dials
You can configure different types of speed dials by logging into the Commportal or using the
Commportal Assistant. Please see the Commportal user guides or ask your representative for
the feature documentation.
Creating Speed Dials on Unused Line Buttons
STEP 1. Press the unused line button and hold down for three seconds. The Define Speed
Dial window displays.
STEP 2. Enter the name for the speed dial.
STEP 3. Press the Down Arrow key to reach the phone number field. Enter the phone
number and press Save.
STEP 4. After creating the speed dial, it displays next to the line button. Press the line
button to use the speed dial.
Using Speed Dials
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509G:
To call one of your configured speed dial numbers, either:
• Open a phone line and press the number on the phone keypad for the speed dial, then
press Dial.
• Open a phone line and Dial the saved Speed Dial sequence number that you have added in

SPA 500 Series IP Phone Advanced User Guide 17 | Page
Monitoring Another Phone from Your Phone
Ivey can configure your phone so that you can monitor other user’s phones with the use
of the Cisco SPA 500s Module. If this feature is required you must add the SPA 500s Expansion
Module. Line buttons on the SPA 500s Expansion module can be used to display the status of
another user’s phone for example, if one of your SPA 500s buttons is configured to display Bob’s
phone line, the LED color will show you the status of his phone line:
• Green: Line is idle.
• Red (steady): Line is active or in use.
• Red (blinking): Line is ringing.
• Orange (solid): Line is unregistered (cannot be used).
• Orange (blinking): Line is not configured properly.
Customizing Your LCD Screen
You can customize your LCD screen in several ways.
Changing the LCD Screen Contrast
To adjust the contrast of the LCD screen:
STEP 1. Press the Setup button, scroll to highlight LCD Contrast, and press the select
button.
STEP 2. Use the navigation button to adjust the screen contrast. Pressing the Left
navigation button decreases the contrast. Pressing the Right navigation
button increases the contrast.
STEP 3. Press save.
Configuring the Phone Screen Saver
You can enable your phone’s screen saver and specify its appearance and the amount of time for
the phone to be idle before it begins.
To configure your screen saver:
STEP 1. Press the Setup button.
STEP 2. Select Screen Saver Modes.
To enable your screen saver:
STEP 1. In Screen Saver Mode, Choose Enable Screen Saver and press edit.
STEP 2. Press y/n to choose yes.
STEP 3. Press ok.
STEP 4. Press save.

SPA 500 Series IP Phone Advanced User Guide 18 | Page
To specify the amount of time before the screen saver turns on if your phone is idle:
STEP 1. In Screen Saver Mode, choose Screen Saver Wait Time and press edit.
STEP 2. Enter the time, in seconds, to wait before the screen saver starts.
STEP 3. Press ok.
STEP 4. Press save.
To change your screen saver picture:
STEP 1. In Screen Saver Mode, choose Screen Saver Icon and press edit.
STEP 2. Press option multiple times to display the choices available until the one you
want is displayed. Options are:
• Background Picture—Displays your phone’s background picture.
• Station Time—Overlays the phone’s station ID and time onto the picture.
• Lock—Overlays a lock graphic onto the picture.
• Phone—Overlays a phone graphic onto the picture.
• Date/Time—Overlays the date and time onto the picture.
STEP 3. Press ok.
STEP 4. Press save.
Turning on the Screen Saver
To immediately, turn on your phone’s screen saver:
STEP 1. Press the Setup button.
STEP 2. Scroll to Screen Saver Mode and press activ. (The screen saver must be enabled
in order to immediately activate it.)
Using Ring Tones
Each extension of your phone can have a different ring tone. You can also create your own ring
tones.
Changing Your Ring Tone
To change a ring tone:
STEP 1. Press the Setup button.
STEP 2. Select Ring Tone.
STEP 3. Choose the extension for which to choose a ring tone and press change.
STEP 4. Scroll through the ring tones and press play to play the highlighted ring tone.
Press select to choose the highlighted ringtone for that extension.
Rebooting Your Phone
This setting is to configure and troubleshoot the network. You should not change these settings
unless directed to by your phone administrator as this can negatively affect your phone’s
function.
To reboot your phone:
Cisco SPA 502G, SPA 504G, SPA 508G, SPA 509:

SPA 500 Series IP Phone Advanced User Guide 19 | Page
STEP 1. Press the Setup button.
STEP 2. Scroll to Reboot and press select.
STEP 3. Press ok.