SPA IP Phone Voice User Guide Model No. SPA921, SPA922, SPA941, SPA942 SPA IP Phone Chapter 1: Introduction Welcome IP Telephony System Overview 1 1 2 Chapter 2: Installing Assembling the Phone and Connecting to the Network Attaching the Desk Stand Turning on the Phone 3 3 4 5 Chapter 3: Using Your Phone Using the Handset, Speakerphone or Headset Using the Handset Using the Speaker Using the Headset Switching Between the Handset/Headset/Speakerphone During a Call Linksys SPA921, SPA922, SPA941 and SPA942 Basic buttons Basic Soft button features Making Telephone Calls Dialing From the Redial List Speed Dialing Receiving Calls Multiple Calls on a Single Line (SPA921 and SPA922) Multiple Calls on a Multiple Lines (SPA941 and SPA942) Special Features Accessing the Voice Mailbox Muting a Call Placing a Call on Hold Three Way Conference Calls Attended Transfer Unattended Transfer Ending a Call Setup 1. Directory (Setup button, 1) 2. Speed Dial (Setup button, 2) 6 6 6 6 6 6 7 8 9 9 9 10 10 10 10 10 10 10 11 11 11 12 13 14 15 SPA IP Phone 3. Call History (Setup button, 3) 4. Ring Tone (Setup button, 4) 5. Preferences (Setup button, 5) 6. Call Forward (Setup button, 6) 7. Time/Date (Setup button, 7) 8. Voice Mail (Setup button, 8) 9. Network 10. Product Info 11. Status 12. Reboot 13. Restart 14. Factory Reset 15. Phone Password (Setup, 15) 16. LCD Contrast (Setup, 16) 17. Call Park Status (Setup, 17) 18. Login (Setup, 18) 16 16 16 17 18 19 19 19 19 19 19 20 20 20 20 20 Appendix A: Regulatory Information Appendix B: Warranty Information Appendix C: Contact Information 21 25 26 SPA IP Phone Copyright and Trademarks Specifications are subject to change without notice. Linksys is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. Copyright © 2006 Cisco Systems, Inc. All rights reserved. Other brands and product names are trademarks or registered trademarks of their respective holders. WARNING: This product contains chemicals, including lead, known to the State of California to cause cancer, and birth defects or other reproductive harm. Wash hands after handling. How to Use this User Guide Look for the following items when reading this User Guide: This checkmark means there is a note of interest and is something you should pay special attention to while using the SPA IP phone. This exclamation point means there is a caution or warning and is something that could damage your property or the SPA IP phone. This question mark provides you with a reminder about something you might need to do while using the SPA IP Phone. In addition to these symbols, there are definitions for technical terms that are presented like this: word: definition. Also, each figure (diagram, screenshot, or other image) is provided with a figure number and description, like this: Figure 0-1: Sample Figure Description SPA921,922,941,942-UG-60623NC LH SPA IP Phone Chapter 1: Introduction Welcome Linksys SPA921, SPA922, SPA941 and SPA 942 are full-featured VoIP (Voice over Internet Protocol) phones that provide voice communication over an IP network. The phones have traditional features, such as call forwarding, redialing, speed dialing, transferring calls, conference calling and accessing voice mail. Calls can be made or received with a handset, headset or over a speaker. The differences between the models are shown below. Table 1: Linksys IP Telephone Comparison Chart SPA Model SPA921 SPA922 SPA941* SPA942* Voice Lines 1 1 2-4 2-4 Ethernet Ports 1 2 1 2 Power over Ethernet Support N Y N Y * The SPA941and SPA 942 ships with two lines enabled. A two line upgrade is available via a software license key installed locally using the SPA941 web interface, or installed remotely via a secure profile update. Chapter 1: Introduction Welcome 1 SPA IP Phone IP Telephony System Overview While your phone has traditional features, it uses the Voice over Internet Protocol (VoIP) for communications with other phones. Your phone is based upon industry standard VoIP and will work with Session Initiation Protocol (SIP) compliant VoIP networks. The diagram below provides an example of a VoIP network design with 16 IP phones. Chapter 1: Introduction IP Telephony System Overview 2 SPA IP Phone Chapter 2: Installing NOTE: Before you can install the phone, your system administrator must prepare the network. If a technician is not installing your phone, verify with your System Administrator that the network is ready for the phone, read the safety notice, and install the phone. Assembling the Phone and Connecting to the Network 1 Find the end of the coiled phone cord that has the longer straightened end. Plug that end into the back of the phone base (phone symbol). 2 Plug in short straightened end of the handset cord into the jack at the bottom of the handset (not shown). 3 If you are using an external power source, push the power cord into the power supply, and plug the power supply into the phone base unit. Use only the power supply that came with the phone. SPA922 &SPA942 can be configured without external power, if connecting to an IEEE powered ethernet switch. See Linksys.com for details. 4 Plug the ethernet cable into the back of the base station. Plug the other end of the ethernet cable into your 3. already prepared network connection. If the phone is configured using an optional POE (Power of Ethernet) adapter, see that device's instructions to properly set up. 4. 1. Figure 2-1: attaching the phone cords and network cables (steps 1 through 4) 2: Installing Assembling the Phone and Connecting to the Network 3 SPA IP Phone Attaching the Desk Stand 1 Complete the assembly instructions (page 2). 2 Line up the tabs on the desk stand with the slots on the back of the phone. 3 Slide the bottom tabs into the slots 4 Lightly press down on the top of the desk stand. It should easily slide into the top slots. Do not force. Figure 2-2: desk stand attached to phone (step 5) Mounting the Phone to the Wall NOTE: To mount the phone to a wall, do not attach thed desk stand as mentioned above. 1 Complete the assembly instructions (page 2). 2 Attach two appropriate screws to the wall. leave 1/4" distance from the wall. This allows you to slide the mounting brackets on to the screws. Push down slightly to lock the phone in place. You can also purchase an optional wall mount kit from your retailer or Linksys.com Figure 2-3: attaching the phone to the wall 2: Installing Attaching the Desk Stand 4 SPA IP Phone Turning on the Phone This section assumes that the correct connections have been made. Plug in the AC power adapter to an electrical outlet. Use only the adapter that came with the phone. · The phone will execute a boot-up sequence when the power source is connected. · During this sequence, the display will first show LINKSYS® and then "Initializing Network". · All of the lights on the phone will flash. · After the sequence, which should take about five seconds, the phone will display the standard menu for the phone. · The date, name and number of the phone will display on the top line of the LCD screen. At the bottom of the LCD screen redial, dir, cfwd and dnd are displayed over their associated soft buttons. A small arrow appears next to dnd indicating that more menus can be accessed by pushing the right side of the navigation button. If the phone does not provide this screen, re-confirm installation and connections. If these are correct, try unplugging the phone and plugging it back in again. If you still don't see the display, then contact your Phone Administrator or service provider. IP Phone SPA942 Figure 2-4: SPA941/942 LCD screen display 2: Installing Turning on the Phone 5 SPA IP Phone Chapter 3: Using Your Phone The phone can be used as soon as it is operational (see Chapter 2, Installing). To customize the phone options, see Setup later in this chapter. Using the Handset, Speakerphone or Headset Calls can be made or received using the handset, speakerphone or headset and you can switch audio devices during a call. Adjust the volume for the device you are using with the volume adjustment bar. Using the Handset To place and answer calls using the handset, simply lift the handset. Using the Speaker To place and answer calls using the speaker, press the speaker button. The green light behind the button will illuminate. Figure 3-1: Volume adjustment bar Using the Headset Plug an approved headset with a 2.5mm connector into the headset port on the right side of the phone. Press the headset button and the green light behind the button will illuminate. For information on the exact models of headsets that are supported, see the IP phone information on http:// www.linksys.com Figure 3-2: Speaker button Switching Between the Handset/Headset/Speakerphone During a Call Any of the audio devices can be used during a call. Only one device at a time can be used. The handset can be on the hook when using the speakerphone or headset function. If switching from the handset, make sure the speakerphone or headset light is illuminated before placing the handset back on the hook. Chapter 3: Using Your Phone Using the Handset, Speakerphone or Headset 6 SPA IP Phone Linksys SPA921, SPA922, SPA941 and SPA942 Basic buttons Table 1: Basic Feature Buttons Feature Navigation button Dial pad Description Allows you to navigate (left, right, up, down) through the soft button features. Use to enter numbers, letters or characters (not shown). The phone display screen. It shows the date, time, the phone number, incoming caller `s ID (if available), line/call status, extension numbers and the soft button features . Shows extension number and status Navigation button (left, right, up, down) Lines Soft button features LCD screen Soft buttons LCD Screen IP Phone SPA942 Lines (SPA941 and SPA942 models only) Soft buttons Press to select an feature shown in the soft button features . Shows available choices based on current phone function. Displayed on the last line of LCD screen. Figure 3-3: Button locations Soft button features Chapter 3: Using Your Phone Linksys SPA921, SPA922, SPA941 and SPA942 Basic buttons 7 SPA IP Phone Basic Soft button features The soft buttons below the LCD screen allow you to easily select phone functions. For basic soft button feature definitions, see the table below. Other buttons are explained in the Setup section of this chapter. Table 2: Soft button features (alphabetical, not as they appear on the phone) Label cfwd dir dnd grPick lcr park pickup redial unpark Description Forwards calls, with 4 options: All, When the line is busy, When there is no answer, or When there is no answer after a time delay Access the phone's directory (see item 2 in Setup for details) Do not disturb. Sends incoming calls to voice mail, or gives a busy signal if voice mail is not available (see item 5 in Setup for details) Allows you to pickup a call from an extension outside your group last call return: dials the last call received park a call at a designated "park" number. The call is active until you unpark it, or the caller disconnects (Must be configured by your Phone Administrator.) pickup a call from another phone in your group displays a list of recently called numbers use to pick up a call from the number where it was parked Chapter 3: Using Your Phone Basic Soft button features 8 SPA IP Phone Making Telephone Calls NOTE: You may need to dial an access code to reach an outside line. Talk to your Phone Administrator about your company's specific dialing rules/plan. Using a Telephone Number You can place a call by: · Lifting the handset and dialing immediately, or · Connect the headset, press the headset button and dial, or · Press the speaker button and dial. (for SPA941 & SPA942, you can also select a different line) You will see Called person Ringing and Connected in sequence as the call is being connected. At the end of the call, hang up the phone to disconnect. For headset or speaker, you must also push the button to end the call. Dialing From the Redial List · To redial the last number called, press the soft button below redial twice, or · Press the soft button under dir to see the phone's directory choices. Use the navigation button to highlight your choice. Lift the handset and the number will automatically be dialed. To set up a personal directory see item 2 in Setup. Speed Dialing Speed dial numbers must already be programmed into the phone (see item 3 in Setup) · Dial the speed dial number and then lift the handset, or · Lift the handset (or enable the headset or speaker) and dial the speed dial number, followed by the # button on the phone. The entry in the speed dial memory will be dialed automatically. Chapter 3: Using Your Phone Making Telephone Calls 9 SPA IP Phone Receiving Calls Multiple Calls on a Single Line (SPA921 and SPA922) Multiple calls can be received o ...