Cisco SPA Series User manual

ManIT Technology

Hosted VoIP Handset User Guide

Cisco SPA Series

Hosted VoIP Handset User Guide –Cisco SPA Series

Understanding your phone and buttons

Cisco SPA509G with optional SPA500S module pictured

Hosted VoIP Handset User Guide –Cisco SPA Series

Phone Feature

Description

Handset

Blunt instrument used to get your message across

Message Waiting

Indicator

Displays solid red when you have a new voice mail message.

Flashes red during incoming call

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.

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.

Navigation

button

Press an arrow to scroll in a direction through items

displayed on the screen

Keypad

Use to dial phone numbers

Messages button

Press to access voicemail

Menu button

Press to access configuration menu

Mute button

Press to mute/unmute the phone. When muted the button

glows red

Headset button

Push to turn the headset on/off. When activated the

button glows green

Speaker button

Push to turn the speaker on/off. When activated the button

glows green

Hold button

Press to place a call on hold or resume

Volume button

Press +to increase the volume and –to lower volume

Hosted VoIP Handset User Guide –Cisco SPA Series

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.

Hosted VoIP Handset User Guide –Cisco SPA Series

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

Hosted VoIP Handset User Guide –Cisco SPA Series

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

Hosted VoIP Handset User Guide –Cisco SPA Series

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

Hosted VoIP Handset User Guide –Cisco SPA Series

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

Hosted VoIP Handset User Guide –Cisco SPA Series

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

Hosted VoIP Handset User Guide –Cisco SPA Series

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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