Cisco SPA Series User manual

ManIT Technology
Hosted VoIP Handset User Guide
Cisco SPA Series

Hosted VoIP Handset User Guide –Cisco SPA Series
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Understanding your phone and buttons
Cisco SPA509G with optional SPA500S module pictured

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#
Phone Feature
Description
1
Handset
Blunt instrument used to get your message across
2
Message Waiting
Indicator
Displays solid red when you have a new voice mail message.
Flashes red during incoming call
3
Soft key buttons
Press a soft key button to perform the action shown on the
label above it. The function of each button will change
depending on the phone’s current operation.
4
Line Keys
(not present on
SPA502G model)
Indicates 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 and cannot be used
These keys may also be programmed to perform functions
such as speed dial, one touch blind call transfers, call pickup
or to monitor other extensions.
5
Navigation
button
Press an arrow to scroll in a direction through items
displayed on the screen
6
Keypad
Use to dial phone numbers
7
Messages button
Press to access voicemail
8
Menu button
Press to access configuration menu
9
Mute button
Press to mute/unmute the phone. When muted the button
glows red
10
Headset button
Push to turn the headset on/off. When activated the
button glows green
11
Speaker button
Push to turn the speaker on/off. When activated the button
glows green
11
Hold button
Press to place a call on hold or resume
13
Volume button
Press +to increase the volume and –to lower volume

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Call functions and general use
Adjusting Volume:
The default volume set in the phone may not be appropriate, to change do
the following:
Ringer: while phone is inactive, press the volume up/down button to
the desired volume, press the save soft key to set the volume.
In call volume: While a call is active, press the volume up/down
button to the desired volume, press the save soft key to set the
volume.
Answering a Call:
To answer a call, when phone is ringing;
Pick up the handset, or
Press the Speaker button (speaker button will glow green), or
Press the Headset button (headset button will glow green)
Ending a Call:
If you are using the handset, hang up
If you are using the speaker, press the speaker button
If you are using the headset, press the headset button
Initiating a Call:
To initiate a call do the following
1. a) Pick up the handset, or
b) Press the Speaker button, or
c) Press the Headset button
2. Dial the destination number on the keypad, wait for timeout or
press the dial soft key to dial immediately.

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Redial:
Dial a previously dialled number
1. Press the Redial soft key to display the Redial List
2. Use the navigation up/down buttons to select the number you wish to
dial
3. Once selected press the Dial soft key to initiate a call.
Call History:
1. Press Menu button
2. Scroll to Call History then press the Select soft key
3. Scroll to the call history list that you want to view (Missed, Received,
Placed), then press the Select soft key
4. Scroll to an entry and press the Dial soft key to dial the number.
Using Hold and Resume:
Mute both sides of the conversation, caller will hear music on hold
To put a call on hold, press the Hold button or hold soft key.
To resume a call press the Hold button or resume soft key.
Mute a call:
When mute is enabled you can hear the other party but they cannot hear
you, while muted the Mute button will glow red.
To mute a call press the Mute button
To unmute press the Mute button.
Call Forward:
Call Forwarding will divert all incoming numbers to another number.
To activate Call Forwarding press the cfwd soft key, enter the
destination number and press the dial soft key
To turn off Call Forwarding, press the -cfwd soft key

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Call Forward after timeout
In some cases you may not be at your desk but may still need to be
reachable. In these cases you may want to enable Call Forwarding after a
predefined timeout. In other words, your desk phone will ring for a period
of time before the call is forwarded to another number (eg mobile phone).
1. Press the Menu button
2. Press the navigation down button until “Call Forward” is selected,
then press the select soft key
3. Press the navigation down button until “CFWDNoAnsDelay” is
selected, the delay time before forwarding the call is displayed in
seconds, if you wish to modify this timeout press the edit soft key, if
not continue to step 5.
4. Use the delChr soft key to delete characters and the keypad to enter
the desired timeout, press the ok soft key to go back to the Call
Forward Menu
5. Use the navigation up button to select “CFWDNoAnsNumber” and
press the edit soft key to modify the number to forward calls to
6. Use the delChr soft key to delete characters and the keypad to enter
the desired phone number, press the ok soft key to go back to the Call
Forward Menu
7. To save these menu options press the save soft key
Transfer a call:
1. During an active call, press the xfer soft key. The call is placed on hold
and a new line is opened
2. Dial the number where you want to transfer the call and wait for the
other line to ring
3. There are 3 options from here:
a) Blind transfer (send call without speaking to other person): press
xfer soft key again

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b) Attended transfer (speak to the recipient privately prior to
transferring the call): wait until the other person picks up…speak
and then press xfer soft key again
c) To return to the original call press the cancel soft key
Do Not Disturb:
Do Not Disturb puts the phone in a constant “busy” state, this will redirect
all incoming calls to voicemail
To active Do Not Disturb, press the dnd soft key, this will change the
label of the soft key to –dnd.
To deactivate Do Not Disturb, press the –dnd soft key.
Speed Dial:
A speed dial is a pre-programmed phone number (or extension) associated
with a single digit on the keypad. Assigned speed dials can be from 2-9.
Assigning Speed Dial destinations
1. Press the Menu button
2. Use the navigation down button to select “Speed Dial” then press the
select soft key
3. Use the navigation down and up buttons to select desired Speed Dial
entry from 2 to 9 and then press the edit soft key
4. Use the keypad to enter the destination number and press the ok soft
key to save the entry
Dialling a Speed Dial destination
1. When the phone is inactive, press the digit on the keypad of the
speed dial number you wish to call then press the dial soft key

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Voicemail Operations
Voicemail, also known as a message bank are voice messages left by a
caller when a phone is busy or not answered
Create Voicemail Greeting
The Voicemail Greeting is the recording a caller will hear if they reach the
Voicemail mailbox. To create a personalised greeting:
1. Press the Message button
2. When prompted, enter your voicemail password
Default password: 0000#
3. Press 5 to enter “Advanced Options” menu
4. Press 1 to enter “Record a Greeting” menu
5. Select a number for this greeting between 1 and 9 on the keypad
6. Record your message then press any key to end the recording.
a) Press 1 to listen to the greeting
b) Press 2 to save the greeting, this will return you to the “Advanced
Options menu”
c) If you’re not happy with the recording, press 3 to re-record the
greeting
7. To select the recorded greeting as your Voicemail greeting, while in
the “Advanced Options” menu, press 2 then enter the greeting
number to be used using the keypad. (press 0 to use the default
extension greeting)
8. Hang up

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Leave a Voicemail Message
If a destination is busy or unavailable you may be redirected to voicemail
1. When prompted, record your voicemail message then press any key
to end the recording (or hang up)
2. If a key is pressed to end the recording, you have these options:
a) Press 1 to listen to the voicemail message
b) Press 2 to save the voicemail message
c) Press 3 to re-record the voicemail message
Retrieve Voicemail Messages
Voicemail messages are available either through the desk phone or if
enabled, via email. Voicemail messages older than 2 weeks will be
removed from your phone automatically, this has no effect on the
voicemail messages in your email.
Accessing via desk phone:
1. Press the Message button
2. If prompted, enter your voicemail password
Default password: 0000#
3. You have the following options in the Voicemail menu
a) Press 1 to listen to new messages
b) Press 2 to listen to saved messages
4. After listening to the message, perform one of the following actions
a) Press 1 to listen again
b) Press 2 to save
c) Press 3 to return call
d) Press 7 to delete

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Personal Directory:
Each phone is capable of being programmed with a personal phone
directory. There are 2 methods for populating this directory:
Entry via the phone console
1. While your phone is inactive, press the dir soft key
2. While “1 NewPersonalDirEntry” is selected press the add soft key
3. Enter the record name using the keypad. This is the same process as
composing an SMS on early digital mobile phones…Each numbered
button corresponds to a series of alphabetical characters, press the
desired key until the desired character is displayed, wait 2 seconds for
the character to be selected. Press the delChr soft key to delete
4. Use the navigation down button to move to the “Number”field
5. Enter the phone number for this record
6. Press the save soft key to save this record in the Personal Directory
Entry via Web Interface (this will be easier to understand if the first entry
is added using the previous method)
1. Get the IP address of your phone by pressing the Menu button then
press 9
2. The second field will display the IP address of the phone
3. Open a web browser (eg Internet Explorer), in the address bar enter
the IP address found in step 2.
4. Towards the top centre of the webpage select
“Personal Directory”
5. Each input area represents a separate entry, each entry must be
entered in the following format:
n= name of person
; semi colon separates fields in the record
p= phone number
example n=Brad Griffiths;p=4619
6. Click the Submit Changes button at the bottom of the webpage

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Searching Personal Directory
1. While phone is inactive, press the dir soft key
2. Use the navigation down button to select “SearchPersonDirectory”
and press the select soft key
3. Enter a Keyword using the keypad and press the ok soft key
4. Use the navigation up and down buttons to find the appropriate field
5. Call the chosen field by pressing the dial soft key
Conference Calls
Conference calls, also known as a party line allow multiple people to speak
to each other at the same time.
Establish a 3 party conference call using your phone
1. During an active call press the conf soft key, this will place the first call
on hold and a second line is opened.
2. Dial the second number and either wait for it to timeout or to dial
immediately press the dial soft key
3. Press the conf soft key again to join all calls together.
4. When the originator of the conference call hangs up all parties are
disconnected.

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Using the Feature Buttons
Line keys can be configured to perform one or more additional functions
below
Phone or Line Monitor
Monitor an extension’s current state.
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 and cannot be used
Press to call the extension being monitored or to transfer an active call to
the extension (this is a blind transfer, there’s no opportunity to talk to the
other party or cancel the transfer).
Call Park
During an active call, press this button to place the call on hold in the
associated park slot. To unpark the call from any phone, simply press the
associated park slot button.
Unused Line Key Buttons
Optionally, use an unlabelled Line Key button as a personal speed dial.
To add a personal speed dial
Press and hold the unlabelled Line Key button for four seconds. When the
Define Speed Dial window appears, enter a Name for the button. Press the
down-arrow navigation button, and then enter the PhoneNo. Press the
Save soft key.
To use a personal speed dial
Press this button to immediately place a call to the phone number saved
for this button. During an active call, you can press this button to
immediately transfer the call. This is a blind transfer, there’s no
opportunity to talk to the other party or cancel the transfer.

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NOTES:

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