Linksys PHB1100 - One Business Phone VoIP User manual

LINKSYS ONE IP PHONE USER GUIDE
PHM1200 and PHB1100 IP Phone
User Guide Release 1.2

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Linksys One Communications Solution
Contents
Chapter 1: Introduction - - - - - - - - - - - - - - - - - - - - - - - - -1
About this Guide 1
Related Documentation 1
Chapter 2: Getting to Know Your Phone - - - - - - - - - - - - - - - - -3
Understanding Phone Buttons 4
Understanding the Phone Screen Interface 5
Understanding Line Buttons 6
Understanding Your Phone Passwords 7
Chapter 3: Using Your Phone - - - - - - - - - - - - - - - - - - - - - -9
Understanding your Phone Features 9
Using Your Phone Screen 17
Chapter 4: Using Voice Mail - - - - - - - - - - - - - - - - - - - - - 23
Accessing Personal Voice Mail Using Voice Prompts 23
Accessing Voice Mail Using the Phone Screen 24
Managing Your Personal Voice Mailbox 25
Recording Voice Mail Greetings 26
Recording Your Name 26
Changing Your Voice Mail Password 27
Changing Voice Mail Notification Settings 27
Accessing Your System Voice Mailbox 28
Chapter 5: Using Your User Page - - - - - - - - - - - - - - - - - - - 29
Login To Your User Page 29
Changing Your User Passwor 30
Accessing Your User Settings 30
Changing Your Call Forward Settings 31
Setting a Name 32
Accessing Your User Template 32
Setting Auto Dial Numbers 32

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Linksys One Communications Solution
Viewing Phone Button Assignments 33
Printing Your Phone Button Template 33
Installing the Button Template on Your Phone 34
Chapter 6: Using the Auto Attendant - - - - - - - - - - - - - - - - - 35
Accessing the Auto Attendant 35
Managing the Auto Attendant 35
Recording the Auto Attendant Greeting 36
Enabling the After Hours greeting 38
Changing the Auto Attendant password 39
Managing Operator Calls 39

1
Chapter 1: Introduction
Linksys One Communications Solution
Chapter
1
Introduction
The Linksys One IP Phone User Guide introduces you to your Linksys One IP phones and
provides detailed procedures for using and personalizing your phone settings.
About this Guide
The following topics are covered in this guide:
• Chapter 1 "Introduction" describes how this guide is organized.
• Chapter 2 "Getting to Know Your Phone" provides an overview of your phone system.
• Chapter 3 "Using Your Phone" describes the feature and control buttons on your phone.
• Chapter 4 "Using Voice Mail" provides procedures for accessing personal and system
voice mail
• Chapter 5 "Using Your User Page" provides procedures on customizing your phone
settings such as auto dials and call forwarding.
• Chapter 6 "Using the Auto Attendant" provides procedures for managing the auto
attendant.
Related Documentation
Refer to the PHM1200 and PHB1100 Quick Reference Guides on www.linksysone.com/linksysoneproducts for related documentation.
NOTE: Each phone comes with a
Quick Reference Card. Be sure to refer
to the Quick Reference Card for the
most commonly used features on the
phone.

Chapter
1
2Chapter 1: Introduction
Linksys One Communications Solution

3
Chapter 2: Getting to Know Your Phone
Linksys One Communications Solution
Chapter
2Getting to Know Your Phone
The Linksys One IP phones PHM1200 and PHB1100 are wired desktop phones that provide
voice communication over the internet. In addition to the phone features you have come to expect
from a traditional phone, the Linksys One IP phones also provide:
• Simple automated installation with your Services Router
• Call processing features with integrated Voice Mail and Auto Attendant
• Online control of custom phone features and settings via a User web page
This section provides a detailed overview of your IP phone. It describes the function of each
phone button and provides instructions on navigating your phone. The following topics are
covered:
• ”Understanding Phone Buttons” on page 4
• ”Understanding the Phone Screen Interface” on page 5
• ”Understanding Line Buttons” on page 6
• ”Understanding Your Phone Passwords” on page 7

Chapter
2
4Chapter 2: Getting to Know Your Phone
Understanding Phone Buttons
Linksys One Communications Solution
Understanding Phone Buttons
This table describes the phone buttons on your IP phone. See the button illustration shown at right:
Description
1 Phone screen serves as your phone “desktop.”
2Intercom buttons are available for handling calls inside your company.
3 The button template lists your intercoms, outside lines, and feature button assignments.
4Outside line buttons provide access to the external phone lines assigned to you. Use
these buttons to place and receive calls outside your company.
54Softkeys.
65-position key (PHM1200) OR 3-position navigation key (PHB1100).
7 Feature buttons provide quick access to assigned phone features.
8Hold button puts a call on hold.
9Display shows button layout (PHM1200) OR the phone’s IP and MAC address (PHB1100).
10 Cancel button cancels the current phone task and displays the previous screen.
11 Phone key pad allows you to dial a phone number and interact with Voice Mail and Auto
Attendant systems.
12 Microphone button mutes (red) and unmutes the microphone.
13 Volume control adjusts the volume for the handset speaker and the speakerphone.
14 Speakerphone button enables hands-free calling via the speakerphone or headset. This
button turns green when the speakerphone is on.
15 Phone speaker provides hands-free listening.
16 Handset.
17 Voice Message Indicator turns red when you have a voice mail message.
1 3
2
9
101112
13
14
15
16
17
5
6
145777
4
7
8
Linksys One IP Phone Model PHB1100
Linksys One IP Phone Model PHM1200

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Chapter 2: Getting to Know Your Phone
Understanding the Phone Screen Interface
Linksys One Communications Solution
Chapter
2Understanding the Phone Screen Interface
PHM1200 IP Phone
Your phone screen provides access to all calling functions and phone settings. The top of the
phone screen displays the current date, time and call state; the bottom of the screen displays
the Calls tab and Tasks tab. Select the Calls tab to place and handle calls and select the
Tasks Tab to view call history, view the button template and access voice mail settings.
Navigating the Menus
If you want to... Then...
Select an item on the screen 1. Use the arrows on the navigation dial to scroll
through menus and tabs.
2. Press the center button on the navigation dial to
select a highlighted item.
Go back to the previous screen or exit a
screen
Press the Cancel button.
On the Voice Mail and the Auto Attendant screens,
you can also press the left navigation button to go
back to the previous screen.
Erase text on a screen Press the left arrow on the navigation dial to erase
digits you enter on the screen.
Select a softkey tab Press the button directly below the softkey tab.
Call State Lines
Idle
Outgoing call
Incoming call
Call connected
Call on hold
Error
Conference call
Call proceeding

Chapter
2
6Chapter 2: Getting to Know Your Phone
Understanding Line Buttons
Linksys One Communications Solution
PHB1100 IP Phone
Your phone screen displays phone settings, the current date and time, and the call state. See
the phone screen icon descriptions at right
Understanding Line Buttons
Intercoms:
• Intercom lines are used for making calls to extensions inside your office.
They are accessed from the top left feature buttons on your phone.
• The number of Intercom lines is configured by your phone administrator.
External Lines:
• External lines are used for making outise calls. These lines are accessible
from the top right feature buttons.
• The number of lines, which lines (and if the line is shared or private) is configured by
your phone administrator.
Shared Lines:
•Shared lines allow mutiple users to access the same line. Incoming calls ring all phones
that share the line, and the line button on each phone flashes red.
• When a shared line is in use, the line button on the other phones that share the line are
red.
• You cannot make a call on a shared line that is in use.
Call State Lines
Idle
Outgoing call
Incoming call
Call connected
Call on hold
Error
Conference call
Call proceeding

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Chapter 2: Getting to Know Your Phone
Understanding Your Phone Passwords
Linksys One Communications Solution
Chapter
2Understanding Your Phone Passwords
Here is a list of default passwords that you will use to access phone features. Some features
may not be available to you and must be enabled by your phone administrator for you to
access.
Feature/Action User How to Access Default Password
Manage Personal
Voice Mail
All users with a
personal voice
mailbox.
• Dial user extension +100
OR
• Press the Voice Mail
feature button.
See ”Managing Your
Personal Voice Mailbox” on
page 25.
User extension +100.
This is the same password
used to access your User
page.
Note that if you change
this password, you are
also changing the
password for your User
page.
Manage System
Voice Mail
Users who have
access to the
System Voice
Mailbox.
• Dial extension 301 OR
• Press the System Voice
Mail feature button.
See ”Accessing Your System
Voice Mailbox” on page 28.
301 is the default
password.
Call the Auto
Attendant
All users Dial extension 201.
See ”Accessing the Auto
Attendant” on page 35.
No password needed.
Manage the Auto
Attendant
Users who have
access to the
Auto Attendant
greetings.
• Dial extension 209 OR
• Press the After Hours
feature button
See ”Managing the Auto
Attendant” on page 35.
209 is the default
password.

Chapter
2
8Chapter 2: Getting to Know Your Phone
Understanding Your Phone Passwords
Linksys One Communications Solution
Access User Page All users Enter the following URL:
https://192.168.10.1
See ”Login To Your User
Page” on page 29.
User extension +100.
Your User page password
is also used to access your
Personal Voice Mailbox.
Therefore, if you change
this password, you are
also changing the
password for your
Personal Voice Mail.
Call the Operator All Users Dial 200
If no operator answers, the
call is sent to the system
voice mail.
See ”Managing Operator
Calls” on page 39
No password needed.
Feature/Action User How to Access Default Password

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Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Chapter
3Using Your Phone
Your Linksys One IP phone includes a range of features for call handling.This section
describes your phone’s features and how to access them using the feature and line buttons
on your phone. This section also describes the features you can access on your PHM1200 IP
phone screen. The following topics are covered:
• ”Understanding your Phone Features” on page 9
• ”Using Your Phone Screen” on page 17
Understanding your Phone Features
Your phone includes line and feature buttons that allow basic phone tasks such as placing,
answering and transferring calls. Your phone also supports advanced call handling features
that may not be available to you and must be enabled by your phone administrator.
Placing a Call
If you want to... Then...
Place an Internal Call 1. Do any of the following:
• Lift the handset and press an intercom button.
• Press an intercom button to use the speakerphone.
•Press the Auto Dial button (see ”Using Auto Dial” on
page 15).
Place an Outside Call 1. Lift the handset, the phone goes off-hook on a line OR
simply press an outside line button to use the speakerphone.
2. Dial the phone number. The number of digits to dial for
outside calls varies, depending on the dial plan options
selected for your site.
Place an Emergency Call Press an outside line button to dial your local emergency service
number.

Chapter
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10 Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Answering a Call
Using Call Transfer
If you want to... Then...
Answer a Call Lift the handset and press the flashing line button OR
press the speakerphone button to answer a call.
Answer a Call While on Another Line 1. Press the flashing line button for the incoming
call. This puts the previous call on hold.
2. Greet the new caller.
3. To return to the previous call, press the flashing
line button for the call. The second caller will be
put on hold.
If you want to... Then...
Transfer a Call 1. While on an internal call, press the Transfer
feature button.
2. Select an intercom and call the number to which
you want to transfer the call.
3. Announce the call (optional).
4. Press Transfer again or hang up.

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Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Chapter
3Making Conference Calls
Using the Phone KeyPad
If you want to... Then...
Make a Conference Call 1. Place a call to the first participant.
2. Press an intercom button or outside line button
and dial the next participant. This puts the first
call on hold.
3. When the second participant answers the call,
press the Conference feature button. The
conference button lamp on your phone will light
up green.
4. Press the intercom or line button for the first call.
The partcipants are now connected in a
conference call.
A total of three participants can be connected
in a call.
Once the call is in progress, the buttons
for the intercoms or lines involved in the call light up
green.
To End a Conference Call Hang up. If you created the conference, all
participants drop and the call ends. Only the
person who created the conference can end it.
To Leave a Conference Call If you want to leave a conference call that you
created, press the Transfer feature button. The other
call participants will remain on the call (regular
phone call) until they hang up.
If you want to... Then...
Dial a Phone Number Use the phone keypad to enter numbers on the
phone screen and access Voicemail and Auto
Attendant systems.

Chapter
3
12 Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Adjusting the Volume
Using Mute
Using the Speakerphone
Use the Headset Indicator
If you want to... Then...
Adjust the volume control Press the volume control to adjust the volume for the
handset speaker and the speakerphone.
If you want to... Then...
Use Mute Press the microphone button. When the phone is
muted, the microphone button LED lights red. To
unmute the phone, press the microphone button
again.
If you want to... Then...
Place and receive calls using the
speakerphone
Press the speakerphone button. The speakerphone
button enables hands-free calling via the
speakerphone or headset. This button turns green
when the speakerphone is on.
If you want to... Then...
Place and receive calls using the headset 1. Plug a headset into the headset port on
the back of the phone.
2. Press the Headset feature button.
3. Press the speakerphone button to place
and receive calls using the headset.

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Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Chapter
3Display
Cancel
Using Hold and Resume
If you want to... Then...
Use the Display button Press the Display button to view the button layout
screen on your PHM1200 IP Phone.
If you want to... Then...
Use the Cancel button Press the Cancel button to cancel the current phone
task and display the previous screen.
If you want to... Then...
Place a Call on Hold While in a call, press the Hold button on the phone.
To resume the call, press the line button for the call.

Chapter
3
14 Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Using Call Park
Using Forward All
Using Redial
If you want to... Then...
Park a Call 1. During a call, press the Park feature button.
The Park lamp turns green.
2. Note the Call Park phone number displayed on
your phone screen.
3. Hang up.
To retrieve a parked call 1. Press the Park button again or dial the call
park number using an intercom from any phone
on the network.
If a parked call is not retrieved (within 30 seconds),
the park lamp display glows red as a reminder for
a limited time. Once the call is retrieved, the Park
lamp turns off.
If you want to... Then...
Use Forward All Set Call Forward Always on your phone, the
Forward All button lights up, press the Forward All
feature button to toggle call forward on or off.
To set Call Forward on your phone, see
section”Using Call Forward” on page 20.
If you want to... Then...
Redial a Number To dial the last dialed extension or an outside
number, press the Redial feature button.

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Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Chapter
3Using Voicemail
Using System Voice Mail
Using Auto Dial
If you want to... Then...
Access Voicemail The Voicemail feature button allows access to your
personal voice mailbox. This button lights up when you
have a voicemail message. See ”Using Voice
Mail” on page 23.
If you want to... Then...
Access System Voice Mail The System Voice Mail feature button allows you to
access the system-wide mailbox. See ”Accessing
Your System Voice Mailbox” on page 28.
If you want to... Then...
Auto Dial a Number 1. Lift the handset and press the Auto Dial button
for the phone number or intercom you want to
call.
2. To use the speakerphone, simply press the Auto
Dial button without lifting the handset.
The Auto Dial button corresponds to an Auto Dial
number set by you. See ”Setting Auto Dial
Numbers” on page 32.

Chapter
3
16 Chapter 3: Using Your Phone
Understanding your Phone Features
Linksys One Communications Solution
Using After Hours
Using Operator
Using Operator Do Not Disturb
If you want to... Then...
Enable or Disable the After Hours Greeting
(Button 15)
The After Hours feature button allows you to
manually override the After Hours greeting. This
feature may not be available to you. See ”Enabling
the After Hours greeting” on page 38.
If you want to... Then...
Answer Operator Calls The Operator feature button is enabled by your
phone administrator. This feature may not be
available to you. See ”Managing Operator Calls” on
page 39.
If you want to... Then...
Use Operator Do Not Disturb The Operator Do Not Disturb button is enabled by
your phone administrator. This button allows you to
opt out of the operator queue. This feature may not
be available to you. See ”Managing Operator Calls”
on page 39.

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Chapter 3: Using Your Phone
Using Your Phone Screen
Linksys One Communications Solution
Chapter
3Using Do Not Disturb
Using Your Phone Screen
You can also access basic phone features on your Phone screen (PHM1200 IP Phone model
only) using the softkeys and navigation button. Some advanced call features that are
supported may not be available to you and must be enabled by your phone administrator.
Placing a Call
If you want to... Then...
Use Do Not Disturb The Do Not Disturb feature button allows you to
disable the phone ringer and call waiting features.
Calls get forwarded on no answer to their related
destination.
If you want to... Then...
Place an Internal or Outside
Call
Press the calls softkey and select the New Call button.
Place a Call Using the Call
History List
1. Press the Tasks softkey.
2. Select Call History.
3. Use the navigation dial to scroll to the number you want to
call in the Call History List.
4. To place the call, lift the handset and press the center
navigation button, or simply press the center navigation
button to place the call on the speakerphone.
Dial from a Local Directory 1. Press the Tasks softkey tab and select Local Directory.
2. Scroll to the person you want to call and press Dial.