Cypress Communications 2004 User manual

IP Phone 2004 with KEM
User Guide
Document Release: C4 2007_052007
Copyright 2007 Cypress Communications. All rights reserved.

Contents
Overview 5
Functional components 5
Hardware features 6
IP Phone display 8
Connecting the IP Phone 2004 components 9
Before you begin 9
Logging on 11
Displaying the menu 13
Logging off 12
Changing your audio profile 14
Adjusting the display contrast 15
Using the Feature menu 16
Using the Assign menu 16
Defining the key type 16
Assigning a directory entry to a feature key 17
Enabling or disabling autoscroll 18
Enabling or disabling the Inbox 18
Labeling a feature key 19
Using the Options menu 20
Enabling or disabling auto hide 20
Selecting the default line key 20
Enabling the Outbox feature 21
Resetting the feature key to the default settings 22
Selecting a language 22
Using the Time menu 23
Setting the time zone 23
Enabling Daylight Saving Time 23
Disabling Daylight Saving Time 24

4Contents
Setting the time format 24
Setting the date format 25
Resetting the default time 26
Using the User menu 27
Viewing your user name 27
Viewing your login type 27
Viewing, disabling, or enabling the auto login feature 28
Changing your password 29
Testing the local mode 29
Making a call 30
Use off-hook dialing 30
Using handsfree dialing 30
Using Predial 31
Answering and terminating calls 32
Answering a call 32
Terminating a call 32
While on an active call 33
Placing a call on hold 33
Using the mute feature 33
Transferring a call 34
Busy Lamp Field 34
Multiple Appearance Directory Number 34
Using the call park feature 34
While away from your desk 35
Forwarding calls 35
Conference calls 36
Setting up a conference call 36
Using the call join feature 37
Using the Inbox 38
Accessing the Inbox 39
Viewing Inbox call information 39
Storing a number from the Inbox 39
Using the Inbox to make a call 40
Resetting the Inbox 41
Using the Outbox 42
Accessing the Outbo3 42
Viewing Outbox call information 43
Storing a number from the Outbox 43
Using the Outbox to make a call 44
Resetting the Outbox 44

Contents 5
Additional features and controls 45
Using the dialpad to enter text 45
Use the Symbol key to enter special characters 45
Procedure job aid 46
Using the directory 46
Adding or editing a directory entry 46
Deleting an entry from the directory 47
Making a call using the directory 48
Volume Control Bar 48
Selecting a ring tone 48
LCD Indicator 48
Message Waiting Lamp 48
IP Phone Key Expansion Module 49
IP Phone Key Expansion Module 49
Overview 49
Key Expansion Module features 50
Key Expansion Module configuration 51
Setup and assembly 52
Key Expansion Module initialization 52
Controls and settings 54

Overview
Functional components
The IP Phone 2004 supports the following functional components:
•a handset
•a speaker and headset connector for handsfree operation
•a standard telephone keypad
•call service keys: Release, Hold, volume control, and Mute
•a liquid crystal display (LCD) area
•navigation keys for scrolling through menu items, the Inbox, the Outbox,
and directory lists
To use the IP Phone 2004, log on by entering a user name and password.
After login, the handset and keypad of the IP Phone operate in the same way
as a standard PBX telephone. Additional services and features can be
accessed using the softkeys of the function display area. Each of the softkeys
corresponds toamenu option ,and the navigation keys can be used to select
aparticular menu option. "IPPhone 2004" (page 6)shows the functional
components ofthe IPPhone.
5

Overview
IP Phone 2004
Hardware features
The IP Phone 2004 with KEM supports the following features:
•supports the use of two Key Expansion Modules (KEMs) for maximum of
44 programmable keys (plus any additional lines available on the 2004).
— six physical user-defined feature keys and six lines/features
accessed using the up and down navigation keys to scroll through
pages of features
— the primary directory number (DN) key (green) always has the PDN
displayed against this key
•four soft keys for navigation and selection of items in the menu system
•multifield liquid crystal display (LCD) display screen; four-line display
area
•speaker for on-hook dialing or on-hook listening
•volume control bar for adjusting ringer, speaker, handset and headset
volume
•six specialized fixed keys:
— Quit
—Copy
6

IP Phone display
— Directory
— Message (Inbox)
— Outbox
— Services
•four call-processing fixed keys:
— Hold
— Goodbye
— Handsfree
— Mute
•shared LAN access with a PC through the use of the Internet Switch
Module; splits the LAN drop into separate feeds for the phone and a PC
•adjustable angle stand
•headset jack with On/Off key
•handsfree microphone
•automatic network configuration
7

Overview
•Six user-defined feature keys provide additional call features for the IP
Phone.
•One soft key allows you toselect menu items, and to interact with the
menu system.
•To select a numerically-indexed menu item, select the item on the
screen and then press OK, or you can press the shortcut key (press the
dialpad key that corresponds to the number of the item). Shortcut keys
let you jump directly to the screen without scrolling.
•Press the Menu soft key or the Services key on the IP Phone to access
the menu system. See "IP Phone 2004" (page 6)for the location
of this key.
IP Phone display
The IP Phone 2004 display is organized into 4 areas. "IP Phone Display"
describes each area.
IP Phone 2004 display
8

Connecting the IP Phone 2004
components
Before you begin
CAUTION
Damage to Equipment
Do not plug the IP Phone into a regular telephone jack. This
results in severe damage to the IP Phone 2004. Consult your
system administrator to ensure that you plug your telephone into
a 10/100BaseT Ethernet jack.
See "IP Phone 2004" (page 6)for the location of the connectors.
Step Action
1Connect one end of the handset cord to the handset jack (identified
with a handset icon) on the back of the telephone. Connect the other
end to the jack on the handset.
2Choose one of the following connections:
•For an IP Phone not sharing LAN access with a PC, connect one
end of the CAT5 line cable to the LAN Ethernet port (identified
by a LAN icon) located on the back of the phone. Plug the other
end of the CAT5 line cable into the IP network.
•For an IP Phone sharing LAN access with a PC, connect one
end of the CAT5 line cable to the LAN Ethernet port (identified by
a LAN icon) located on the back of the phone, and the other end
to the IP network. Insert a second CAT5 line cable into the PC
Ethernet port located on the back of the phone (identified by a
PC icon) and the other end into the computer Ethernet port.
9

14 Connecting the IP Phone 2004 components
3For a secure power connection, thread the excess cord around the
strain relief retaining hook and channel provided.
4Secure the IPPhone footstand tothe base. Use the angle grip on
the top back of the phone to adjust the angle of the phone.
—End—
IP Phone connectors
10

15
Logging on
Follow this procedure to log on to the network. If the Centrex IP Client
Manager (CICM) is set up as part of a group of CICMs, you can choose
which CICM to connect to. After you select a gateway, the terminal directs
itself at that CICM and the Username screen appears.
Step Action
1If the Selective Gateway Login feature is configured on your system,
navigate through the list to select the gateway.
2When the gateway you want appears, press Ok, or start entering
your username.
If the Username screen appears when you start to enter your user
name, the characters you already entered appear at the beginning
of the Username field.
3If you make a mistake, press Clear to clear the field, and then enter
the username again.
If your username istoo long for the display (longer than15
characters), the digits scroll to the left and an ellipsis appears to
the left of the user name.
4Press Ok.
The Password screen appears.
5Enter your password. For security, the password characters are
displayed as asterisks (*).
6If you make an error, press Clear to clear the field, and then enter
the password again.
7Press Ok.
You are logged on and the Menu screen appears.
11

16 Logging off
19
Logging off
Follow this procedure to log off from the network.
Step Action
1From the main menu, select Logoff.
2Press Ok.
A confirmation screen appears.
3Press Yes.
You are logged off from the system.
—End—
12

17
Displaying the menu
Follow this procedure to access the main menu. You must be logged on
to access the main menu system.
Step Action
1On the IP Phone, perform one of these actions:
•press the Menu soft key
•press the Services key
The main menu opens.
2Perform one of these actions:
•Select Logoff
•Select Audio
• Select Display .See "Adjusting the display contrast" (page 23).
•Select Feature
•Select Language
•Select Time
•Select User
•Select History
•Select Diagnostics
IP Phone 2004 menu hierarchy

21
Changing your audio profile
Follow this procedure to view and edit your audio profile.
Local Area Network is an example of a profile datafilled by your
administrator. Use this menu to select the profile you wish to use. Contact
your administrator for recommended profiles.
Step Action
1From the main menu, select and open Audio Profile.
The Audio Profile screen appears.
2Press Ok.
The Audio Profile screen appears. If you have permission to edit your
profile, a check mark appears beside the profile name in the display.
3If you have permission to edit your profile, you can toggle between
enabling and disabling the Audio Local Area Network functionality by
pressing the down navigation key.
Press Ok to save the setting and return to the Main menu. Press
Cancel to return to the Audio Profile screen without saving your
changes.
—End—
33
14

23
Adjusting the display contrast
Follow this procedure to adjust the contrast level of the display.
Step Action
1From the main menu, select and open Display.
The Display menu opens.
2Press Ok.
3Perform one of these actions:
•To decrease the contrast level, press the soft key on the far left.
•To increase the contrast level, press the soft key second from
the left.
The percentage figure shows the change in the contrast.
4When you find the contrast you like, press the Ok button to save
the change.
The current contrast level is saved and you return to the previous
screen.
—End—
15

Using the Feature menu
Follow this procedure to use the Feature menu.
You can add or edit feature key associations on your IP Phone 2004.
Features are assigned by your system administrator, so the features you
have available may differ from those described in this user guide.
Changing the keys to which a feature is associated does not create new
functionality.
Using the Assign menu
Follow these procedures to use the Assign menu.
Defining the key type
Follow this procedure to assign a key type to a feature key.
Each feature key can be defined in one of two ways: Central or Local. A
feature key defined as Central can have a Centrex feature, such as Call
Forward, assigned to it. A feature key defined as Local can have a directory
entry assigned to it. By default, all feature keys are defined as Central.
Step Action
1From the main menu, open the Feature menu.
A list of the feature keys and their current assignments appears.
2Select a key to change.
The Feature submenu appears.
3Select and open Assign.
If the key you selected in step 2 is assigned to a Centrex feature,
these soft key labels appear: Key Type and Autoscroll.
If the selected key is assigned to a local feature, these soft key labels
appear: Key Type and Feature.
3
16

26 Using the Feature menu
4Press Key Type.
The Key Type screen appears. A check mark appears beside the
type currently assigned to the key.
5Perform one of these actions:
•To change Central to Local, select Local.
•To change Local to Central, select Central.
6Press Ok.
The key type is changed and a check mark appears beside the
selection.
7To assign a directory entry to a Local key, see "Assigning a directory
entry to a feature key" (page 26).
Assigning a directory entry to a feature key
Follow this procedure to assign a directory entry to a feature key. Assigning
a directory entry to a feature key gives you the ability to speed dial that
number when you press the key.
Prerequisites
The feature key you select must be defined as Local, see "Defining the
key type" (page 16).
Step Action
1From the main menu, open the Feature menu.
A list of the feature keys and their current assignments appears.
2Select the key defined as Local.
The Assign menu appears.
3Press Feature.
The directory contact list opens.
4Scroll through the list and select the entry to assign to the feature key.
5Press Ok.
A check mark appears beside that entry in the directory. The number
is dialed when you press the key.
—End—
17

Using the Assign menu 27
Enabling or disabling autoscroll
If autoscroll is enabled, the IP Phone automatically directs you to the screen
for the active feature. For example, if your secondary Directory Number
(DN) is configured on screen two, and you receive a call to that number, the
feature screens scroll to page two. You can answer the call immediately
without searching for the screen.
Follow this procedure to enable or disable the AutoScroll feature.
Step Action
1From the main menu, open the Feature menu.
2From the Feature menu, select and open Assign.
The Assign menus opens.
3From the Assign menu, select AutoScroll.
4Press Ok.
The AutoScroll screen appears.
5Perform one of these actions:
•To enable autoscroll, select Enable.
•To disable autoscroll, select Disable.
6Press Ok.
A check mark appears beside the option you selected. You return to
the Assign menu.
—End—
Enabling or disabling the Inbox
Follow this procedure to enable or disable the Inbox feature.
Step Action
1From the main menu, open the Feature menu.
2From the Feature menu, select and Assign.
The Assign menu opens.
18

28 Using the Feature menu
3From the Assign menu, select and open Inbox.
The Inbox screen appears.
4Perform one of these actions:
•To enable the Inbox, select Enable.
•To disable the Inbox, select Disable.
5Press Ok.
A check mark appears beside the option to indicate your choice.
You return to the Assign menu.
—End—
Labeling a feature key
Follow this procedure to change the label associated with a feature.
If you are unfamiliar with how to use the dialpad to enter text, see "Using the
dialpad to enter text" (page 45) before you begin this procedure.
Step Action
1From the main menu, open the Feature menu.
2From the Feature menu, select and open Label.
The Enter Label screen appears.
3Press Clear to delete the current label.
4Use the dialpad to enter the new label.
5To correct the label, press Bkspc.
6When you have correctly entered the new label, press Ok.
The new label is applied. You return to the Feature menu.
—End—
19

Using the Options menu 29
Using the Options menu
Follow this procedure to open the Options menu.
Step Action
1From the main menu, open the Feature menu.
2From the Feature menu, select and open Options.
3Press Ok.
The Options menu opens.
—End—
Enabling or disabling auto hide
Follow this procedure to enable or disable auto hide.
When you enable the auto hide feature, only those features that are
available appear in the display. Feature availability depends on the state of
the terminal and the administrator settings.
Step Action
1From the main menu, open the Feature menu.
2From the Feature menu, select and open Options.
The Options menu opens.
3From the Options menu, select and open Auto Hide.
The Auto Hide screen appears.
4Perform one of these actions:
•To enable auto hide, select Enable.
•To disable auto hide, select Disable.
5Press Ok.
A check mark appears beside your selection. You return to the
Options menu.
—End—
Selecting the default line key
Follow this procedure to select a feature key to be your default line key.
20