Sayson 480i User manual

480i Phone
for Sphericall
Pocket User Guide

480i for
Sphericall
User Guide
Revised: May 12, 2004

Contents
Introduction....................................1
Phone Features ........................................1
Requirements ..........................................1
About This Guide ......................................1
Additional Documentation ............................2
Installation and Setup ................................2
Getting Started ................................3
When You First Plug in Your Phone ................3
Updating Your Phone ..............................3
Start up Screens ....................................4
Incomplete Config ..................................5
No Service ..........................................5
Restarting Your Phone..............................6
Customizing Your Phone............................7
Setting Your Options ..............................7
Customizing Softkeys as Busy Line Fields ......7
Using Your Phone............................14
Hard Keys ..............................................14
Softkeys ................................................15
Idle State ..........................................15
Connected State ..................................16
Multiple Line and Call Appearances ..............17
Making Calls ..........................................18
Sayson 480i for Sphericall User Guide
ii Sayson 480i for Sphericall User Guide iii
Sayson Technologies Ltd. will not accept liability for any
damages and/or long distance charges, which result from
unauthorized and/or unlawful use.
While every effort has been made to ensure accuracy, Sayson
Technologies Ltd. will not be liable for technical or editorial
errors or omissions contained within this documentation.
The information contained in this documentation is subject
to change without notice.
Sayson Technologies, Ltd.
www.sayson.com
Copyright 2004 Sayson Technologies Ltd.
All Rights Reserved. Printed in Canada.

Sayson 480i for Sphericall User Guide
iv Sayson 480i for Sphericall User Guide v
Contents
Dialing a Number..................................18
Using Handsfree Speakerphone ................18
Using a Headset ..................................19
Dialing Privileges (PIN Authorization)..........20
Intercom............................................21
Redial ..............................................22
Mute ................................................22
Receiving Calls ........................................23
Answering an Incoming Call ....................23
Sending an Incoming Call to Voicemail ........24
Handling Calls ........................................24
Placing a Call on Hold............................24
When on Hold......................................25
Automatic Hold....................................25
Retrieving a Held Call ............................26
Parking Calls ......................................26
Transferring Calls ................................29
Blind Transfer ..................................29
Consultive Transfer............................29
Conferencing Calls ................................30
Picking up Calls ......................................32
Extension Pickup ..................................32
Zone Park Pickup ..................................33
Group Pickup ......................................33
Ending Calls............................................33
Extension Management ..............................34
Forward ............................................34
Voice Mail ..........................................35
DND (Do Not Disturb) ............................35
Additional Feature Codes..................37
Star Codes..............................................37
Services ................................................37
FAQ ............................................38

Introduction
This 480i IP telephone is integrated for use with the
Sphericall phone system from Sphere Communications
to provide communications over an IP Network using
the MGCP IP telephony protocol. The 480i has all the
features of a regular business set and more, allowing
you to make and receive calls, transfer, conference,
intercom and more.
Phone Features
• A 3.5” x 2.25” backlit display
• 6 multi-functional softkeys customized for the
Sphericall System
• 4 call appearance/line lights with corresponding but-
tons
• Enhanced busy lamp fields
• Set paging
• Full-duplex speakerphone for handsfree
• Built-in-two-port, 10/100 Ethernet switch which lets
you share a connection with your computer.
• Inline power support which eliminates power
adapters.
Requirements
• Sphericall 4 System from Sphere Communications
• 802.3 Ethernet/Fast Ethernet LAN
• Category 5/5e straight through cabling
• Aastra Power over Ethernet power supply (optional
accessory - necessary only if no inline power is pro-
vided on the network)
About This Guide
This user guide explains how to use your new 480i that
has been integrated for use on the Sphericall 4 phone
Sayson 480i for Sphericall User Guide
vi Sayson 480i for Sphericall User Guide 1

Getting Started
When You First Plug in Your Phone
The 480i automatically begins the start up sequence as
soon as it is connected. The phone goes through this
process the first time you plug in your phone, and
every time you restart your phone. The first screen the
phone displays is the Sphere splash screen. After dis-
playing this, the 480i will look for new updates for the
phone from the server.
Updating Your Phone
If a new update is found, the phone will display the
message Downloading firmware. This may take
a few moments while the phone downloads the latest
updates. Do not unplug or remove power to the phone
while it is downloading firmware.
Note: New updates can also be downloaded automati-
cally to your phone at a scheduled time from the serv-
er. This is set up on the phone system by your
Network Administrator and should be scheduled dur-
ing non business hours or slow call periods.
Sayson 480i for Sphericall User Guide 3
system. Not all features listed are available by default.
Contact your Network Administrator to find out which
features and services are available to you on your sys-
tem. For installation and set-up refer to the 480i
Installer’s Guide included with your phone.
Additional Documentation
•Aastra 480i Installation Guide: installation and set-up
instructions, general features and functions, and
basic options list customization.
•Sphere’s Book 4: Integrate Partner Technologies (refer to
the “Aastra 480i” section under “Third Party
Installations”): Sphericall System configuration and
advanced instructions for the 480i. This is an admin-
istrator level guide.
•Sayson 480i phone for Sphericall—Pocket User Guide:
explains the most commonly used features and func-
tions.
Installation and Set-up
If your Network Administrator or Sphericall Dealer
has not already set-up your 480i phone, please refer to
the “Aastra 480i Installers Guide” included with your
phone.
Sayson 480i for Sphericall User Guide
2
Initializing Network

2. The Idle State menu.
Incomplete Config.
If your phone displays an [Incomplete
Config] message at the end of the start up
sequence instead of the Idle State menu, this means
your Network Administrator has not set up your
extension correctly. Contact your Network
Administrator for assistance.
No Service
The No Service prompt appears on the display
and the telephone status light turns on when the
phone is not properly connected to the network. The
phone also displays the default time and date of
12:00 am Jan 1st, 2000 or the equivalent.
Check that the cables are tightly connected to the
phone and to the wall jack. The phone should auto-
matically detect when the connection is reconnected. If
changes have been made to your phone settings, you
may need to restart your phone. For more information
Sayson 480i for Sphericall User Guide 5
Start up Screens
After the phone has displayed the Sphere splash
screen, or after downloading an update (if an update
was available), the phone will display:
1. The date and time.
Sayson 480i for Sphericall User Guide
4
Getting Started
Downloading firmware,
please wait...
Mon April 12 11:10am
Joe Smith
101
Sphere
Mon April 12 11:10am
-Pickup
-Forward
-Voice Mail
DND-
Pin-

Customizing Your Phone
Setting your Options
Pressing the button gives you a list of configu-
ration options. Some options should only be set up or
changed by your Network Administrator. Please con-
tact your Network Administrator before adjusting any
administrator level options, or refer to the 480i
Installer's Guide included with your phone for more
information.
For more information on customizing Administrator
level options, Network Administrators should refer to
Sphere’s Book 4: Integrate Partner Technologies under “Third
Party Installations” in the “Aastra 480i” section.
Note: The Live Dial Pad option in the 480i phone’s
options list is not available on the Sphere system. This
feature may become available in the future. General
information on this feature can be found in the 480i
Installer's Guide.
Customizing Softkeys as Busy Line Fields
On the 480i, you can add up to five BLF (Busy Line
Field) softkeys to the display. BLF softkeys allow you
to monitor the status of other extensions on your sys-
tem by updating the status of a display icon for that
extension. BLF softkeys can also give you presence
information by showing when someone is available, for
example, as with DND (Do Not Disturb). On the
Sphericall phone system, BLF softkeys can monitor for
connected, ringing, idle and DND status information.
Sayson 480i for Sphericall User Guide 7
about connecting your phone, refer to the 480i
Installer's Guide under the Connecting to the Network and to
Power section. Check with your Network Administrator
for assistance.
Restarting Your Phone
You may want to restart your phone to check for
updates for your phone on the server. You may also
need to restart your phone if you have been asked to
do so by your Network Administrator or if you are
having problems with your phone.
To restart your phone:
1. Press to enter the Options List.
2. Use to scroll down the list of options to
10.Phone Status and press the Show softkey,
or you can press 0to jump directly to this option.
3. Use to scroll down the Phone Status list to
3.Reset Phone and press the Show softkey, or
you can press 3to jump directly to this option.
4. Press the Reset softkey to reset the phone.
5. If you do not wish to reset your phone, press the
Cancel softkey.
You can also reset your phone from the AASTRA 480i
WEB CLIENT.
Note: Your phone will be out of service temporarily
during the restart process and downloading process.
Sayson 480i for Sphericall User Guide
6
Getting Started

To go back to the main Idle State menu from the sub-
menu, press the More softkey again.
You can add softkeys as BLFs on your phone through
the Aastra 480i Web Client. To access the Aastra 480i
Web Client, you will first need to know your phone’s
IP address.
To find your phone’s IP address:
1. Press to enter the Options List.
2. Use to scroll down the list of options to
10.Phone Status and press the Show softkey, or
press 0to jump directly to this option.
Sayson 480i for Sphericall User Guide 9
Pressing a BLF softkey when that extension's status is
Idle will call this extension. Pressing a BLF softkey
when that extension's status is ringing will pickup the
call ringing at that extension. Pressing a BLF softkey
when that extension's status is connected or on DND
will handle your call according to that extension’s con-
figuration settings for multiple calls on the Sphericall
system.
When you add BLF softkeys to your phone, the default
softkeys will shift into a submenu. To access the soft-
keys in the submenu, press the More softkey.
Sayson 480i for Sphericall User Guide
8
Getting Started
Joe Smith
101
Sphere
Mon April 12 11:10am
-Voice Mail
-DND
-Pin More-
BLF Status Display Icon
Idle
Ringing
Connected
DND (Do Not Disturb)
Joe Smith
101
Sphere
Mon April 12 11:10am
-
Mary
-
John
-
Sue
Pickup-
Forward-
More-

4. Press the IP Addr softkey.
5. You will now see your phone’s IP address.
Sayson 480i for Sphericall User Guide 11
3. Use to scroll to 1.Network Status and
press the Show softkey, or press 1to jump directly to
this option.
Sayson 480i for Sphericall User Guide
10
Getting Started
IP Address of Phone
192.168.0.000
Done-
Options List
7.SetAudio
8.Network
9.MGCP Settings
10.Phone Status
-Show
Done-
Phone Status
1.Network Status
2.Firmware Version
3.Reset Phone
4.Factory Default
-Show
Done-
-IP Addr
-MAC Addr
Done-
Attr. Port0 Port1
LinkStat.Link N/Link
Negotiat.Auto Auto
Speed 100M 10M
Duplex Full Half

To Access the Aastra 480i Web Client
1. Open your web browser (i.e. Internet Explorer or
Netscape, etc) and enter your phone’s IP address
into the address field, starting with the web prefix
http://.
2. In the side menu bar under the “User” section, click
on “BLF Soft Keys”
Sayson 480i for Sphericall User Guide
12 Sayson 480i for Sphericall User Guide 13
Getting Started
3. A new window will pop up. Enter your user name
and password into the user name and password
fields.
Note: By default, the user name is "user" (all lower-
case) and the password field is left blank.
4. In the Ext field column, enter the extension number
of the extensions you wish to monitor, and in the
Name field column enter the corresponding name.
The phone will display the extension number if no
name is entered.
5. Click the “Set Values” button to make the changes.
Your web browsers will show the message “Setting
extensions complete” and your phone will update
immediately.

Softkeys
Your 480i has 6 softkeys, 3 on either side of the
phone's display. These softkeys are pre-programmed
for call handling and extension management features
of the Sphericall system. The softkey menus will
change depending on your phone's state, displaying rel-
evant softkeys only.
Note: The softkeys outlined in this manual represent
the default arrangement of softkeys within the various
screens.
Idle State
The Idle State menu appears when your phone is not
in use. The softkeys in the Idle State menu allow you
to make calls, pickup calls, check voicemail, manage
your extension, and more.
Sayson 480i for Sphericall User Guide 15
Using Your Phone
Hard Keys
There are hard keys on your phone, such as Hold,
Redial, Xfer, Icom, and Conf that are configured for the
call handling features of the Sphericall system. These
keys are static and cannot be reprogrammed or
changed. They are located in two different areas on the
phone.
Sayson 480i for Sphericall User Guide
14
Xfer
Conf
L1 L2L3L4
Icom
Services
2
ABC
3
DEF
5
JKL
6
MNO
8
TUV
9
WXYZ
0
#
Joe Smith
101
Sphere
Mon April 12 11:10am
-Pickup
-Forward
-Voice Mail
DND-
Pin-
Hold Redial
Goodbye
Options
1
2
ABC
4
GHI
3
DEF
5
JKL
6
MNO
7
PQRS
8
TUV
9
WXYZ

Multiple Line and Call
Appearances
The 480i has 4 line/call appearance buttons each with
a corresponding status light.
These line/call appearance buttons and lights can rep-
resent physical lines, calls for your extension or calls
from a group that your extension is a part of. By press-
ing a line/call appearance button, you connect to the
line or a call it represents. The line/call appearance
light shows the status of that line or call. When you
take the phone off-hook, the phone will automatically
select a line for you.
Sayson 480i for Sphericall User Guide 17
Connected State
The Connected State Screen will appear when you are
talking to someone on the phone. Connected State
functions are available as softkeys on the connected
state screen, as well as hard keys on the phone. These
softkeys and hard keys allow you to do call handling,
such as transferring, conferencing, parking, placing
calls on hold and more.
Sayson 480i for Sphericall User Guide
16
Using Your Phone
Connected 00:02:08
Michèle Leblanc
102
Mon April 12 11:10am
-Pickup
-Park
-Pin
Xfer
Conf
L1 L2L3L4
Icom
Services
2
ABC
3
DEF
5
JKL
6
MNO
8
TUV
9
WXYZ
0
#
Line/Call Appearance
Light Behaviour
Line/Call Appearance
Status
Off Idle line or no call activity
Light flashes quickly Ringing
Light is solid Connected
Light flashes slowly Hold

• If in speaker audio mode, press to switch
between handsfree and the handset.
• If in speaker/headset audio mode, press to
switch between handsfree and headset.
• When the handset is on hook, press to discon-
nect a Handsfree call.
• When Handsfree is on, the speaker light turns on.
Using a Headset
The 480i accepts headsets through the modular RJ22
jack on the back of the phone. Contact your telephone
equipment retailer or distributor to purchase a compat-
ible headset. Customers should read and observe all
safety recommendations contained in headset operat-
ing guides when using any headset.
Advanced Volume Controls for the Headset Mic
On the 480i, there are 3 options for the headset micro-
phone volume. To change this volume:
1. Press to enter the Options List.
2. Use to scroll down the list of options to
7.Set Audio and press the Show softkey, or
you can press 7to jump directly to this option.
3. Press the Advanced softkey.
4. Use to scroll down the list or press the
Change softkey to go to the next selection.
5. Press the Done softkey to save changes and exit.
6. If you do not wish to save changes, press the
Cancel softkey.
Note: By default, the volume for the headset micro-
phone is set to medium.
Sayson 480i for Sphericall User Guide 19
Making Calls
Dialing a Number
First, take the phone off-hook by lifting the handset,
pressing the / button or pressing a line/call
appearance button. At the dial tone enter the number
you wish to call. If you are unable to make calls within
certain area codes, check with your system administra-
tor for any toll restrictions placed on your extension
that may restrict your access to long distance area
codes or dialing prefixes.
Using Handsfree Speakerphone
The handsfree feature allows you to speak to someone
without using the handset or headset. Your phone
must be in either the speaker or speaker/headset audio
mode. For more information, see the section
“Customizing Your Phone” in the 480i Installer’s Guide.
• To dial using handsfree, first press and enter a
number at dial tone.
• To answer a call on your phone using Handsfree,
press .
Sayson 480i for Sphericall User Guide
18
Using Your Phone
Mon April 12 11:10am

To make a call using an Authorization PIN number:
1. Press the Pin softkey on the restricted phone
2. Enter in an Authorization PIN number at the
prompt
3. Dial a phone number
Note: Your privileges will only apply to this one call.
After the call is complete, the privileges for this exten-
sion will return to normal.
Intercom
To intercom another extension on the system:
1. Press the button.
2. Enter the extension number of the person you wish
to intercom or the BLF softkey for that extension.
3. After a beep tone, your phone will automatically
connect with the remote extension and you can
speak through its speaker.
4. To cancel intercom, press the button or
the Cancel softkey.
5. When you are finished speaking, hang up the phone
Sayson 480i for Sphericall User Guide 21
To Make and Receive Calls Using a Headset:
1. Ensure that you have selected a headset audio mode
by accessing the Options menu. See the section
“Customizing Your Phone” in the 480i Installer’s
Guide for detailed information.
2. Plug the headset into jack.
3. Press the / key to obtain a dial tone or
answer an incoming call. Depending on the audio
mode selected from the Options menu, dial tone or
an incoming call will be received on either the head-
set or the handsfree speakerphone.
4. Press the key to end the call.
Dialing Privileges (PIN Authorization)
The PIN Authorization number allows you to apply
dialing privileges from your assigned user profile to
make calls on an extension that has call restrictions.
If the phone is connected to a call, pressing the Pin
softkey will automatically place this call on hold before
opening up a new line for the new call.
Sayson 480i for Sphericall User Guide
20
Using Your Phone
Joe Smith
101
Intercom:
Mon April 12 11:10am
-Cancel
Joe Smith
101
Pin:
Mon April 12 11:10am
-Cancel

Receiving Calls
When a call is ringing at your extension, you will see
the Inbound Call Screen. The line/call appearance light
will flash quickly for the incoming call.
Answering an Incoming Call
To answer the call:
• For hands free operation, press the Answer softkey
or the line/call appearance button for the incoming
call.
• Press the / button for handsfree or headset
operation. The setting you have selected in the
Options List for Audio Mode will determine
whether the call goes to handsfree or headset opera-
tion. See the Aastra 480i Installer Guide for more
information.
• Lift the handset for handset operation.
When you answer the call, the screen will change to
the Connected State menu. If you cannot answer the
call, the caller will go to voice mail if voice mail has
been configured for your extension.
Sayson 480i for Sphericall User Guide 23
by placing the handset back on-hook or by pressing
the or the line/call appearance button for
the active call. When you hang up, the remote phone
will also hang up.
Redial
Press the button to automatically dial the
most recent number you dialed from the phone.
Mute
Press the button at any time to mute handset,
headset or handsfree. The speaker light will flash slow-
ly and you will hear the caller, but they will not hear
you. To switch mute on or off, press .
Sayson 480i for Sphericall User Guide
22
Using Your Phone
-Answer
-Voice Mail
Ringing - Line 1
Juan Perez
106
(101)
Mon April 12 11:10am

The line/call appearance light will begin to flash slowly
and after a short time the phone will beep softly to
remind you that you still have a call on hold. The
screen will display “Held Call - Line...” with the line
number the call is held at on your phone.
Note: The phone will not beep to remind you that you
still have a call on hold if you are connected to anoth-
er call.
When on Hold
When you have been placed on hold, the phone will
beep softly to let you know you are still on hold. The
call/line appearance light for the line you are on will
remain solid to indicate that you are still connected.
Automatic Hold
When juggling multiple calls, you do not have to press
the hold button to go from one call to the next. The
phone will automatically put your current call on hold
when you press a new line/call appearance button.
Sayson 480i for Sphericall User Guide 25
Sending an Incoming Call to Voice Mail
You can send an incoming call directly to voice mail
without answering the call. To do this, press the
Voice Mail softkey. If voice mail has not been set
up for your extension, the "Voice Mail Is Not
Configured" prompt will appear on the screen of your
phone. Contact your Network Administrator for assis-
tance.
Handling Calls
When you are connected to a call, you can use the
softkeys or hard keys on the phone to transfer, park,
conference or place a call on hold.
Placing a Call on Hold
When you place a call on hold, only your phone can
retrieve the call.
To place a call on hold:
1. Connect to the call (if not already connected).
2. Press the Hold softkey.
Sayson 480i for Sphericall User Guide
24
Using Your Phone
-Pickup
-Forward
-Voice Mail
DND-
Pin-
Held Call - Line 1
Juan Perez
106
Mon April 12 11:10am
On Hold - Line 1
Juan Perez
106
Mon April 12 11:10am

4. If you do not wish to Park the call, press the
Cancel softkey. This cancels the park, leaving the
original call on hold. To go back to the original call,
press the line/call appearance button for this call.
Ext — Extension Park
If you pressed the Ext softkey:
1. Press a BLF softkey or enter the extension number
where you wish to park the call to. After parking the
call, the phone opens a new line for you to make a
new call.
2. If you do not wish to make another call, hang-up by
placing the handset back on hook, pressing the
or pressing the line/call appearance but-
ton for the active line.
Zone — Zone Park
If you pressed the Zone softkey:
1. Enter the park zone number (0 - 9) where you wish
to park the call to. After parking the call, the
line/call appearance light for the parked call starts
blinking and the phone opens a new line for you to
make a new call.
2. If you do not wish to make another call, hang-up by
placing the handset back on-hook, pressing the
or pressing the line/call appearance but-
ton for the active line.
Sayson 480i for Sphericall User Guide 27
Retrieving a Held Call
If you have more than 1 call on hold, you can scroll
through the held call information by pressing the
and navigation keys. To reconnect to a call
press the line/call appearance button where that call is
being held. If you press the call/line appearance but-
ton again, you will disconnect from the call.
Parking Calls
The Park softkey allows you to place a call on hold at an
extension or a zone. When you park a call to an extension,
this is a directed park that will place this call into that
extension’s call queue. When you park a call to a zone, any
phone on the Sphericall system can retrieve the call.
To park a call:
1. Connect to the call you wish to park (if not already
connected).
2. Press the Park softkey.
3. Press the Ext or Zone softkey.
Sayson 480i for Sphericall User Guide
26
Using Your Phone
Park
Sphere
Mon April 12 11:10am
-Ext
-Zone
-Cancel

Transferring Calls
Blind Transfer
A blind transfer is when you transfer a call directly to
another extension without consulting with the person
receiving the call. To do this, simply complete the
transfer before the receiving party answers the call. If
the party that you are transferring the call to does not
answer, the transferred call will ring back to your
extension.
Consultive Transfer
You also have the option to consult with the person
you are transferring the call to before you complete the
transfer. To do this, simply remain on the line until the
receiving party answers the call. After consulting with
the receiving party, you can either complete the trans-
fer or cancel the transfer to go back to the original call.
To transfer a call to another extension:
1. Connect to the call you wish to transfer (if not
already connected).
2. Press the button
Sayson 480i for Sphericall User Guide 29
The screen will display “Parked Call - Line …” with
the line number the call is held at on your phone.
If the zone parked call is not retrieved and left parked
for a certain amount of time, the call will come back
to the extension that parked the call.
To retrieve the zone parked call from the phone that
parked the call, press the line/call appearance button
for the line the call is held at.
To retrieve the zone parked call from a phone other
than the 480i, take the phone off-hook and dial *91
plus the park zone number. For information on how to
retrieve the zone parked call from the 480i, see the
“Picking up Calls” section of this guide.
Sayson 480i for Sphericall User Guide
28
Using Your Phone
Joe Smith
101
Xfer:
Mon April 12 11:10am
-
Mary
-
John
-
Sue Cancel-
-Pickup
-Forward
-Voice Mail
DND-
Pin-
Parked Call - Line 1
107
Mon April 12 11:10am

3. Press a BLF softkey, or enter the extension or (9) +
the outside number of the person you wish to add
to the conference.
4. Wait for the new party to answer. You can consult
with the new party first before adding them to the
conference.
5. If you do not wish to add the new party to the con-
ference, press the Cancel softkey. This disconnects
the new party, leaving the original call on hold. To
go back to the original call, press the line/call
appearance button for this call.
6. To add the new party to the conference, press the
button again.
7. To drop the new party from the conference, press
the button one more time.
8. If you wish to exit the conference leaving the other
two parties connected, disconnect by placing the
handset back on-hook or by pressing the
button.
Sayson 480i for Sphericall User Guide 31
Using Your Phone
3. Press a BLF softkey, or you can enter the extension
or (9) + the outside number of the person you wish
to transfer the call to.
4. If you do not wish to transfer the call, press the
Cancel softkey. This disconnects the new call, leav-
ing the original call on hold. To go back to the origi-
nal call, press the line/call appearance button for
this call.
5. To complete the transfer, you can press the
button again, or disconnect by placing the handset
back on hook, pressing or pressing the
line/call appearance button for the active call.
Conferencing Calls
The Sphericall system supports up to three parties
(including yourself) in a conference call.
To create a conference call:
1. Connect to the first party you wish to include in the
conference (if not already connected).
2. Press the button
Sayson 480i for Sphericall User Guide
30
Joe Smith
101
Dial:
Mon April 12 11:10am
-
Mary
-
John
-
Sue Cancel-