Cisco Small Business Pro SPA 504G User manual

Cisco SPA 504G
Phone Owner’s
Manual V.1
1

Contents
1 Introduction.........................................................................5
Usingthis Document........................................................5
Typographicalconventions...............................................5
Specialmessages............................................................5
Definition..........................................................................5
BasicRequirements.........................................................6
2 UsingYourHosted PBXphonesystem.................................7
SystemDescription..........................................................7
GettingStarted.................................................................7
Introduction to your CiscoDesk Phone...........................7
Before You Use YourPhone ............................................7
Soft key Buttons your Cisco SPA504G Phone.......................9
InformationScreen.........................................................11
Main Menu Screen:........................................................12
Adjustingthe Volume ....................................................... 13
3 DeskPhone–Basic CallFeatures......................................14
PlacingCalls..................................................................14
Toplace a call using the handset...................................14
To place a call using Hands-Free Speakerphone mode:
....................................................................................... 14
Toplace a call using the headset...................................14
Placing a second call .....................................................15
AnsweringCalls .............................................................16
Toanswer a call using the handset................................16
To answer a call using Hands-Free Speakerphone
mode:.............................................................................16
Toanswer a call using the headset................................16
Inbound Caller ID...........................................................16
EndingCalls...................................................................17
ForwardingCalls............................................................17
CallManagementFeatures Call Hold............................19
ConferencingCalls.........................................................20
TransferringCalls...........................................................21
Note: If the transfer party does not pick up the phone,
touch #6 to return to the original caller.......................... 23
Call Park........................................................................23
2

Paging(Intercom) ..........................................................23
Redial ............................................................................24
Mute...............................................................................24
4 ManagingIncomingCalls..................................................... 25
RejectingCalls...............................................................25
5 UsingVoicemail............................................................................26
Setting up the voicemail box for the first time ................26
Retrieving messages from your Desk Phone.................26
Retrieving messages when you are away from the
office..............................................................................27
Returning a Call.............................................................27
Change your Voicemail PIN ...........................................27
Record a Personal Greeting via the Phone....................27
Forward Voicemail Messages via the Phone .................28
Logging into your Voicemail Box via the Web................28
Retrieving messages via the Web..................................28
Forward Voicemail Messages via the Web ....................29
Voicemail Notification via Email......................................31
ToCreate a Voicemail Group.........................................32
Change the Number of Rings Before Voicemail Picks Up
....................................................................................... 33
6 Call Lists and Directories...................................................... 34
Managing Call Lists........................................................34
ManagingContacts........................................................35
Adding Contacts............................................................35
AddingContacts Manually .............................................35
Adding Contacts From Call Lists....................................36
EditingContacts.............................................................36
DeletingContacts...........................................................37
PlacingCalls to Contacts...............................................38
SearchingforContacts...................................................38
7 CustomizingyourPhone....................................................39
ConfiguringBasicSettings.............................................39
Toconfigure the time and date formats:.........................39
ToAdjust the Display contrast.......................................40
Selecting the Ring Type................................................... 40
Tochange the incoming ring type: .................................41
ChangingtheLanguage.................................................41
8 InstallationOverview..........................................................42
3

Before you Begin Your Installation.................................42
Assigning Extension Numbers and Phone Numbers to
Phones ..........................................................................44
UnderstandingExtensionsand Lines.............................44
9 InstallingyourHosted PBXPhone.....................................45
InstallingDesk Phones...................................................45
Installingthe Desk Phone Wirelessly.............................48
Activatingthe Service.....................................................49
Conformance.................................................................51
ImportantSafetyinstructions..........................................51
FCCInformation.............................................................52
CustomerOwned Coin/CreditCard Phones ..................52
DataEquipment.............................................................53
Systems.........................................................................53
AutomaticDialers...........................................................53
Toll Restriction and Least Cost Routing Equipment.......53
EqualAccessRequirements ..........................................53
ElectricalSafetyAdvisory...............................................53
RadioInterference .........................................................53
RFRadiation Exposure..................................................54
Modifications..................................................................54
4

1 Introduction
Congratulations on purchasing the Intermedia Hosted PBX phone
system and service. You will now be able to share your phone
connection between fixed & wireless handsets and across multiple
locations using the latest in ‘Voice over IP’ services.
This User Guide will show you how to setup and use your new
PBX phone system and service.
Using this Document
Notationalconventions
Acronyms are defined the first time they appear in the text. The
term LAN refers to a group of Ethernet-connected computers at
one site.
Typographicalconventions
Italic text is used for items you select from menus and drop-down
lists and the names of displayed web pages.
Bold text is used for text strings that you type when prompted by
the program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attention to
specific instructions or explanations.
Provides clarifying or non-essential information on the current
topic.
Definition
WARNING
Explains terms or acronyms that may be unfamiliar to many
readers.
Provides messages of high importance, including messages
relating to personal safety or system integrity.
5

Basic Requirements
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiring in
your office. Where you don’t have data wiring, you may use the
optional Wireless Transmitter and Wireless Adapters to connect
Desk Phones wirelessly.
In order to use all the features of the Hosted PBX phone system
and service, you must have the following:
•Broadband Internet access
•At least one free port on your router or modem/router
•Your router must be set to DHCP
6

2 Using Your Hosted PBX phone system
System Description
The Hosted phone system supports up to 100 phones
• You can have as few as one phone at an address
• Cordless phones can be used in conjunction with Desk Phones
or can be installed stand alone
• Through your Admin Portal, you can view information and make
changes to phone system
Getting Started
This section of your Owner’s Manual is your guide to using the PBX phone
system and its features. It also explains how to program system settings
for your Desk Phones.
Introduction to your Cisco Desk Phone
The Cisco SPA504G Desk Phone provides a powerful, yet flexible IP
communications solution, delivering excellent voice quality. The high-
resolution graphic display supplies content for call information, directory
access, and system status. The phones support advanced functionality,
including multiple call appearances, HTTPS security and a suite of
business phone features.
Some system settings are programmed through your Admin Portal website
while others are programmed through the phone.
Before You Use Your Phone
The image below and table describe the various feature buttons of your
phone.
7

Button
Description
1 Handset
Pick up to place or answer a call
2
MessageWaiting
Indicator
Displays solid red when you have a
new voicemail message. Blinks red
duringanincoming call
3
IPPhone
screen
Displays date and time. Phone station
name, line extensions, and soft key
options
4
Line keys Indicates phone line status.
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).
5
Soft key
Buttons
Press
a soft key button to perform the
action
shown on the label of the IP phone
screen.
Note:
The Cisco SPA504G has the
following
four buttons:
Redial - Dials the last number called.
Dir - Accesses the Directory.
Cfwd – Forwards all calls.
Dnd – Do Not Disturb
8

6
Navigation button
Press an arrow key to scroll left, right,
up,
or down through items shown on the
IP
phone screen
7 Messages button Press to access voice mail.
8 HoldButton
Press to place call on hold.
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.
10 MuteButton
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
offhook,
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.
Soft key Buttons your Cisco SPA504G Phone
This section contains information on the terms used when interacting with
your new Cisco SPA504G Desk Phone.
The soft key buttons on your phone display might 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 soft key buttons.
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Button
Description
<< or >> Move left or right through anentry
withoutdeletingcharacters.
activ
Activatesscreen savermode.
add
Addanentry.
bXfer
Performsa blindtransfer(transferring a call
without speaking tothepartyto whom youare
transferringthecall.
cancel Cancels and changesyouhave made.(Press
before ‘ ok ’ or ‘ save ’ )
cfwd Forwardsallcalls coming to yourphoneto a
specifiednumber.
-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. (example, a number
from the call history)
dial
Dials a Number.
dir
Accesses phone directory
dnd
Do Not Disturb. (prevents incoming calls)
-dnd
Clears Do Not Disturb.
edit
Opens an items so that you can edit numbers or
letters, or enable or disable a feature.
grPick
Allows you to answer a call ringing on an Ext
by Discovering the number of the ringing Ext.
10

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 a Park
group ext, and announce where parked.
xcode Allows you to enter a star code.
redial Displays a list of recently dialed numbers.
resume Resumes a call that is on hold.
save Saves you changes.
select
Selects the highlighted item on the IP phone
screen.
xfer Performs a call transfer.
xferLx
Transferd 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.
Information Screen
The display screen of your phone provides you with a host of important
information elements. This screen is also referred to as the idle screen.
The screen displays:
•Popup text
•Do Not Disturb text
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•Missed call text or second incoming caller display
•Directory
•Time and date text
•Voicemail and missed call indicators
•New Call Option
•Forward Option
•Redial and Last call received redial
The main content area of the screen displays the phone number as- signed
to the phone as well as your company name. As a call comes in, this area
displays caller information.
Main Menu Screen:
This screen is the first point for more menu selections. You can reach this
menu at any time by pressing .
12

Adjusting the Volume
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.
13

3 Desk Phone– Basic Call Features
Placing Calls
You can place a call in many ways using your Desk Phone:
•using the handset
•using the speakerphone
•using the headset
You can also dial the number first—called “hot dialing”— and then choose
the method you will use to speak to the other party.
You can search the call lists, the local contact directory or the corporate
directory and dial from the search results page.
During a call, you can alternate between Speakerphone Hands-Free,
Headset, or Handset modes by pressing the
or keys, or
picking up the handset.
The call duration of active calls is visible within the active call window on
the graphic display.
To place a call using the handset:
Do the following steps in any order: 1.
Pick up the handset.
2. Dial the number using the dial pad.
To place a call using Hands-Free Speakerphone mode:
Do one of the following:
With the handset on-hook
1. Press to obtain dial tone.
2. Dial the number using the dial pad.
To place a call using the headset:
Do one of the following:
With the optional headset connected
14

1. Press
2. Dial the desired number using the dial pad.
Placing a second call
While on a call, you may place that call on hold and make a second
call. There are two ways to place another call:
Method 1
1. Pressing a line button on the right of the display, will place the first
call on hold AND at the same time give a dial tone to make a second
call
2. Dial the 10-digit phone number or 3-digit extension number
3. Press the dial soft key
Method 2
1. Press the Hold button or Hold option on the display. This will
place your caller on hold
2. Press newCall soft key.
4. Dial the phone number or 3-digit extension number and press the dial
soft key. You will be connected to that party
3. You may switch between calls by using the line button on the right of
the display.
15

Answering Calls
There are a few methods to answer a call, similar to those of placing a call.
•using the handset
•using the speakerphone
•using the headset
To answer a call using the handset:
Pick up the handset.
To answer a call using Hands-Free Speakerphone mode:
Press OR press the answer soft key and speak into the phone.
To answer a call using the headset:
Press or follow the instructions for your optional headset.
Inbound Caller ID
Caller ID Name and Number are presented on the screen of your phone
with each inbound call. If you are using a Simultaneous hunt group the
name of that hunt group will also be passed through to the display of your
phone.
Changes to your Outbound Caller ID Name need to be
made through customer service.
16

Ending Calls
To end a call:
Do one of the following:
•If you are using the handset, Press the Line key to right of the display or
replace the handset.
•If you are using a headset, press .
•If you are using the speakerphone, press .
Forwarding Calls
You can configure your phone so that all incoming calls are forwarded to
another party (refer to Static Forwarding).
All incoming calls can be forwarded to voicemail while Do Not Disturb is
enabled on your phone.
Static Forwarding
Static Forwarding allows you to send ALL incoming call to another phone
number or extension. When Static Forwarding is enabled, your phone
will not ring.
Toforward ALL incoming calls to another party:
1. From the idle display, Press the cfwd soft key on the main display.
2. Enter the number you would like all calls to forward to.
You may also change the Forwarding setting by going into the menu
,
Go to option 6 Call Forwarding:
CFWD All Number — To forward All incoming calls
17

CFWD No Ans Number — To forward unanswered incoming call
CFWD Busy Number —To forward calls that arrive when you are already
on a call
3. Depending on your selection:
a. If you selected Always, enter a number, or extension number, to
forward all future incoming calls to.
b. If you selected No Answer, you will see that your phone number
is entered in the Contact field by default. By entering your own
phone number in this field, the phone will send callers to your
voicemail box if you do not answer. You may enter a number
to forward all unanswered incoming calls to and how many
rings to wait before forwarding (one ring is approximately four
seconds). A value of 20sec is recommended.
c. If you selected Busy, you will see that your phone number is
entered in the Contact field by default. By entering your own
phone number in this field, the phone will send callers to your
voicemail box if your phone is busy. You may enter a number
to forward all future incoming calls to when all of your incoming
lines are busy.
4. Afteryou press cfwdsoftkeyandenterthedesirednumberyouwill seethe
belowidlescreen.
“Calls Forwarded” Appears on the display and confirms call forwarding
is enabled.
To Disable Call Forwarding:
From the idle display, press the –cfwd soft key on the display.
The idle display returns, and the date and time are displayed.
Dynamic Forwarding
This Feature Is snot supported by the Cisco SPA504G
Enabling Do Not Disturb
18

Do Not Disturb prevents the phone from ringing and sends callers directly
to your voicemail box.
To enable Do Not Disturb:
Press the dnd soft key
To disable Do Not Disturb:
Press the –dnd soft key
Call Management Features
Call Hold
To place a call on hold.
During a call, press the hold soft key or . The Holding will display. The
caller will hear the standard hold music or your custom hold
music/message.
Press resume soft key to return to the caller.
Multiple Calls on Hold
If calls are on hold, you can view the details of the calls on your phone by using
the up and down arrows to toggle the active call list.
19

Conferencing Calls
You can create a conference with other parties using the phone’s local
conference feature. There are two ways to do this.
•Joining two calls
•Adding calls
Joining Calls
You can create a conference at any time between an active call and a
call on hold by pressing confLx on the display. The confLx function is
only available if you have only two calls on your phone.
To join two calls with yourself:
1. Have one call on hold while talking to another
2. Press > on the arrow pad and then press confLx. You will then be
connected to both callers.
Splitting Joined Calls
After you have joined two calls, you may split those calls back to their
individual calls.
To split a Joined call:
Press the hold soft key to split the joined calls.
All calls are split into individual calls and put on hold.
Setting Up Conference Calls
You may conference up to two calls plus yourself (a 3-way call).
To set up a conference call:
1. Call the first party.
2. Press the conf to create a new call.
3. Call the second party. You must press the conf soft key again to join
both callers.
20