Cisco SPA 504G User manual

Getting to Know Your Cisco VoIP Phone
303G, 504G, 508G and 514G
Getting to know your new phone is easy. This guide will help you get started.
You’ll learn how to:
Use the feature buttons
Navigate your phone
Use and adjust the handset, speakerphone, and headset
Place calls and other basic phone tasks
And much more!
®
Business Support
Phone: [phone]
E-mail: [email protected]

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Phone Setup
How to Adjust the Ringer Volume
1. Press and release the Volume (plus up or minus down) keys while the phone is on hook to adjust the
ringer volume as desired. A horizontal scale displays on the phone to indicate the volume level.
How to Adjust the Handset, Speakerphone, or Headset Volume
1. Activate the desired action by picking up the handset, or pressing the Headset or Speaker button on
the bottom right of pad.
2. Press and release the Volume (plus up or minus down) keys to adjust the volume as desired. A
horizontal scale displays on the phone to indicate the volume level.
Call Management
How to Make a Call
Using the Handset
1. Lift the handset.
2. Dial the number, including “1” and the area code or simply press the desired digits for an internal call.
Using the Speakerphone
1. Press Speaker button.
2. Dial the number, including “1” and the area code or simply press the desired digits for an internal
call.
Hold
1. During a conversation, press the hold key. The hold key is the button with the “hand” symbol. The
associated line key blinks.
2. To resume the conversation, press the blinking line key and begin speaking.
How to Answer the Phone
When you hear your phone ring and see the red light flash on your phone, answer in any of the following
ways:
1. Lift the handset.
2. Press Speaker to use the speakerphone, or press the associated blinking line key.
3. Press Headset to use the headset.
How to Answer a Second Call
The easiest way to answer a call when you are already speaking is to use the Answer soft key.
Using the Answer soft key:
1. Press the associated blinking line key. The first call is automatically placed on hold and you are
connected to the second call.|
To reconnect with the first call:
1. Press the blinking line key of the original call.
How to Make a Second Call
1. During a conversation, press the hold key.
2. Press a green line key.
3. Dial the number for your second call.
Transfer
Attended Transfer
1. During a conversation, press the Transfer (xfer) key. The call is placed on hold and you hear a dial
tone.
2. Dial the number to which you want to transfer the call. You now wait for the extension to answer so
you can announce the transfer.
3. If the called party is available, press the Transfer (xfer) key again to complete the transfer.

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4. If the called party is unavailable, you can hang up and press the blinking line key of the original call to
cancel the transfer and return to the holding party.
Blind Transfer
1. During a conversation, press the Blind Transfer (bxfer) soft key.
2. The LCD will then display Enter Blind Transfer Target. Dial the number to which you want to
transfer the call.
3. Hit Dial and the call will immediately transfer.
Transferring a Call Directly to Voicemail
1. During a conversation, press the xfer2VM soft key and follow the prompts.
Conference Calling
1. Establish a conversation.
2. Press Conf soft key. The call is placed on hold and you hear dial tone.
3. Dial the number of the person that you want to include in the conference.
4. When the person answers, inform the party about the conference and then press Conf soft key again
to add that party in the conference call.
5. If the called party is unavailable, you can hang up and press the blinking line key of the original call to
cancel the conference and return to the holding party.
How to Park a Call
1. Establish a conversation.
2. Press right arrow key on the direction pad.
3. Press the PARK soft key.
4. Dial your extension you want to park the call and press the # key or press the # key to park the call
on your extension.
How to Retrieve a Parked Call
1. Press the UNPARK soft key.
2. Dial the extension where the call is parked and then press the # key or just press the # key to
retrieve the call parked on your extension.
How to Intercom
1. Press the icom soft key.
2. Once you hear the dial tone, dial the extension you wish to intercom and press the # key.
Phone Features
Do Not Disturb
Do Not Disturb instantly routes all of your incoming calls to your voice mailbox, but still allows you to
make calls and use other telephone features.
1. While the phone is in an idle state, press the dnd soft key.
2. The LCD displays “Do Not Disturb”. To cancel the feature, press the -dnd soft key.
Forwarding
Use this feature to forward all incoming calls on an extension to another extension or external number.
When someone dials your extension, the forwarded extension or number receives the call. You can
forward calls to an IP or non-IP phone. Forwarding is controlled via a web portal, allowing you to forward
your while from any web browser while away from your desk.
To Forward a Line
1. Login to http://businessvoip.touchtone.net/.
2. Click the Incoming Calls link on the left hand side.
3. Select the type of call forwarding you want to enable.
•Call Forwarding Always: Automatically forward all your incoming calls to a different phone
number.
•Call Forwarding No Answer: Automatically forward your calls to a different phone number when
you do not answer your phone after a certain number of rings.

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•Call Forwarding Not Reachable: Automatically forward your calls to a different phone number
when your phone is unreachable (offline).
4. Click the ON radio button.
5. Next to “Calls Forward to phone number / SIP-URI” enter the phone number to which you want to
forward your calls.
6. Click Apply and then OK.
To Disable Forwarding
1. Login to http://businessvoip.touchtone.net/.
2. Click the Incoming Calls link on the left hand side.
3. Select the type of call forwarding you want to disable.
4. Click the Off radio button.
5. Click Apply and then OK.
NOTE: If voicemail is enabled on your IP phone, unanswered forwarded calls will be sent to your voice
mail box after the no-answer duration is met.
Sequential Ring
Ring multiple phones sequentially when calls are received.
To Enable Sequential ring
1. Login to http://businessvoip.touchtone.net/
2. Click the Incoming Calls link on the left hand side.
3. Click the Sequential Ring link.
4. Click on the Add Button.
5. Enter a Description and click the OK button.
6. Click the Use sequential ring radio button.
7. Select a Schedule if needed (default is “Every Day All Day”).
8. Click OK.
9. Enter the Phone numbers that you want to ring.
10. Leave the rest of the options as defaults.
11. Click Apply and then OK.
To Disable Sequential ring
1. Login to http://businessvoip.touchtone.net/
2. Click the Incoming Calls link on the left hand side.
3. Click the Sequential Ring link.
4. Uncheck the check box for Active.
5. Click Apply and then OK.
Simultaneous Ring Personal
Ring multiple phones simultaneously when calls are received.
To Enable Simultaneous Ring Personal
1. Login to http://businessvoip.touchtone.net/
2. Click the Incoming Calls link on the left hand side.
3. Click the Simultaneous Ring Personal link.
4. Click on the Add Button.
5. Enter a Description and click on the OK button.
6. Click ON radio button.
7. Enter the Phone numbers that you want to ring simultaneously with your IP phone.
8. Leave the rest of the options as defaults.
9. Click Apply and then OK.
To Disable Simultaneous Ring Personal
1. Login to http://businessvoip.touchtone.net/
2. Click the Incoming Calls link on the left hand side.
3. Click the Simultaneous Ring Personal link.
4. Click Off radio button.
5. Click Apply and then OK.

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How to View Missed, Received and Placed Calls
1. Press the setup key. The setup key is the button with the “document” symbol.
2. Use the blue directional pad to scroll down and select Call History,then press the Select key.
3. Select the desired call history option: Redial List, Answered calls, or Missed Calls.
4. Press Select to display call history list.
Voicemail Features
Accessing Voicemail
You can access your voicemail from:
Your phone
1. Lift the handset.
2. Press the messages button. The messages key is the button with the “envelope” symbol.
3. Enter your VM password then press #.
Initial Login to Voicemail Box
1. Enter your Voicemail PIN and then the # key.
2. Enter a new Voicemail PIN at the prompt.
3. Re-enter your Voicemail PIN at the prompt.
4. Record your name at the prompt.
5. Press #.
Please Note: It is not necessary to record a customized busy no answer greeting. If you wish to do so,
follow the prompts below. If not, your initial login process is complete and you may hang up at this time.
Recording Voicemail Greeting
Record Your No Answer Greeting
1. Access your voicemail (see Accessing Voicemail).
2. Press 1for mailbox options.
3. Press 3to record your No Answer Greeting.
4. Follow the prompts for recording, reviewing and accepting the recording.
Any phone outside your office
1. Dial your phone number.
2. Press *when you hear your message.
3. Enter your VM password then press #.
Voicemail to Email
To send a copy of your voicemails to an email address:
1. Login to http://businessvoip.touchtone.net/
2. Select Messaging from the Options, then select Voice Management.
3. Towards the bottom of the page, in the Additionally...: section, click on the check box that says E-
mail a carbon copy of the message to _______ and enter your email address in the box.
4. Click on Apply or OK button.
To send your voicemail to an email address without storing a copy on your IP Phone:
1. Login to http://businessvoip.touchtone.net/.
2. Select Messaging from the Options, then select Voice Management.
3. Towards the middle of the page, in the When a message arrives...: section, click on the radio button
that says Forward it to this e-mail address: and enter your email address in the box.
4. Click on Apply or OK button.
Voicemail Controls
Press the following keys to access voicemail controls.
1Access Voicemail Box
1 Plays Messages (see Play Messages Options)
2 Record Busy Greeting
3 Record No Answer Greeting

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5Compose Message (see Compose Message Options)
7 Delete All Messages
*Go to Comm Pilot Voice portal
#Repeat Menu
3Record Your Name
8Change Voicemail Passcode
9Exits
# Repeat Menu
Play Messages Options
2Play or repeat message; skip envelope
4Play previous message
5 Play message envelope
6 Play next message
7Delete message
9Hear additional options (see Additional Options)
* Return to previous menu
#Save message
Additional Options
1 Reply to message (see Reply to Message)
2Forward message (see Forward Message)
*Return to previous menu
#Repeat menu
Reply to Message
1 Change current reply
2 Listen to current reply
3 Send reply
6 Set or clear urgent indicator
7 Set or clear confidential indicator
*Return to previous menu
#Repeat menu
Forward Message
1 Change current introduction
2 Listen to current introduction
3 Send message to specific group members
4 Send message to entire group
5 Send message to distribution list (See Select Distribution List)
6 Set or clear urgent indicator
*Return to previous menu
#Repeat menu