3 Using Your Phone
Contents
1. Accessing the Auto Attendant Managing the Auto Attendant Recording the Auto Attendant Greeting Enabling the After Hours greeting Changing the Auto Attendant password Managing Operator Calls Linksys One Communications Solution Linksys One Communications Solution 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 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 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 PHB1 100 Quick Reference Guides on www linksysone com linksysoneproducts for related documentation Chapter 1 Introduction Linksys One Communications Solution Chapter 1 Int2. Linksys One Communications Solution Using 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 PHM1 200 IP phone screen The following topics are covered e Understanding your Phone Features on page 9 e 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 e Press an intercom button to use the speakerphone e 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 3 Using Your Phone U
3. Linksys One Communications Solution You can then refer to the following sections for managing the Auto Attendant e Recording the Auto Attendant Greeting on page 36 e Enabling the After Hours greeting on page 38 e Changing the Auto Attendant password on page 39 Recording the Auto Attendant Greeting You can change the greeting the Auto Attendant plays to callers before presenting the menu options For example you may want to greet the caller with your company name before presenting the menu options You can record a Main greeting and an After Hours greeting for the Auto Attendant To record a greeting using the PHM1 200 phone screen interface 1 Select Tasks gt Auto Attendant from your phone screen 2 Type the password for the Auto Attendant The first time you access the Auto Attendant the default password is set to 209 See Changing the Auto Attendant password on page 39 3 To record the Main greeting select Main Greeting on the Auto Attendant phone screen 4 Press the Record softkey 5 Follow the instructions on the phone screen to record the greeting you want callers to hear during regular business hours When recording is complete the phone screen displays Recording Successful and returns to the Auto Attendant phone screen 6 Press the Play softkey to playback your greeting If you d like to re record it press the Record softkey again and follow the instructions on the screen 7 To en
4. Personal Voice Mailbox on this password you are page 25 also changing the password for your User page Manage System Users who have Dial extension 301 OR 301 is the default Voice Mail access to the a cera tee password System Voice Mail feature button Mailbox See Accessing Your System Voice Mailbox on page 28 Call the Auto All users Dial extension 201 No password needed Attendant See Accessing the Auto Attendant on page 35 Manage the Auto Users who have Dial extension 209 OR 209 is the default Attendant access to the o ry re password Auto Attendant f lt eature button greetings See Managing the Auto Attendant on page 35 Chapter 2 Getting to Know Your Phone Understanding Your Phone Passwords Feature Action User How to Access Default Password Access User Page All users Enter the following URL User extension 100 hitps 192 168 10 1 Your User page password See Login To Your User is also used to access your Page on page 29 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 No password needed If no operator answers the call is sent to the system voice mail See Managing Operator Calls on page 39 Linksys One Communications Solution Chapter 2 Getting to Know Your Phone Understanding Your Phone Passwords
5. 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 Using Forward All 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 Using Redial If you want to Then Redial a Number To dial the last dialed extension or an outside number press the Redial feature button Linksys One Communications Solution Chapter 3 Using Your Phone Understanding your Phone Features Linksys One Communications Solution Using Voicemail 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 Using System Voice Mail If you want fo Then Access System Voice Mail Using Auto Dial 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 Chapter 3 Using Your Phone Understanding your Phone Features 1 Lift the handset and
6. help you set up your voice mail using the phone screen interface on your PHM1 200 IP phone e Recording Voice Mail Greetings on page 26 e Recording Your Name on page 26 e Changing Your Voice Mail Password on page 27 e Changing Voice Mail Notification Settings on page 27 If you want to set up your voice mail using voice prompts see Accessing Personal Voice Mail Using Voice Prompts on page 23 Chapter 4 Using Voice Mail Managing Your Personal Voice Mailbox 25 Linksys One Communications Solution Recording Voice Mail Greetings You can record two types of greetings a Primary Greeting and an Alternate greeting 1 On your phone press the Voice Mail feature button or press the Tasks softkey tab and select Voice Mail On the phone screen use the navigation dial to highlight and select Options Select Greetings Select Primary Greeting Press the Record softkey Follow the instructions on the screen to record your primary greeting D Oy Or OB amp D Press the Play softkey to playback your greeting If you d like to re record it press the Record softkey again and follow the instructions on the screen 8 When you are satisfied with your greeting highlight and select Primary Greeting to set this as the message that callers will hear You ll see a green check mark next to the Primary Greeting menu option 9 If desired record an alternate greeting Perform the same steps above selec
7. press the Auto Dial button for the phone number or intercom you want fo 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 Using After Hours 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 Using Operator 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 Using Operator Do Not Disturb 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 Linksys One Communications Solution Chapter 3 Using Your Phone Understanding your Phone Features Linksys One Communications Solution Using Do Not Disturb If you want fo Then Use Do Not Disturb The Do Not Disturb feature button allows you to disable the phon
8. quickly reach the right person or hear information they need without the assistance of an operator 24 hours a day 7 days per week This section provides procedures for accessing and administering the Auto Attendant application The following topics are covered e Accessing the Auto Attendant on page 35 e Managing the Auto Attendant on page 35 Accessing the Auto Attendant The Auto Attendant application integrates with the office directory allowing callers to reach their intended party using dial by name or extension number functionality The Auto Attendant also features the ability for callers to talk Live to an Operator by pressing O in response to an Auto Attendant query You can access the Auto Attendant application by dialing the intercom or extension 201 and following the voice prompts Managing the Auto Attendant To manage the Auto Attendant greetings and password you will have to have administrative access to the Auto Attendant application This is controlled by your phone administrator If you do have administrative access you can access the Auto Attendant Administration extension as follows e Dial intercom 209 and following the voice prompts e Use the Tasks gt Auto Attendant menu on your PHM1 200 IP Phone Selecting the After Hours feature button if enabled on your phone by your phone administrator disabled by default Chapter 6 Using the Auto Attendant Accessing the Auto Attendant 35
9. to Then Display Support information Press the Tasks softkey tab on your phone and choose Support to display site and phone information Chapter 3 Using Your Phone Using Your Phone Screen 21 22 Linksys One Communications Solution Chapter 3 Using Your Phone Using Your Phone Screen Linksys One Communications Solution Using Voice Mail The Linksys One IP phones include an integrated voice mail application for high quality voice messaging services You can access voice mail from your phone using the Voice Mail menu on your phone screen or from any phone using the voice mail prompts When you receive a new message the message waiting indicator lights up on your phone and a stuttered dial tone is played when you go off hook if configured This section provides procedures for accessing and managing your personal and system voice mailbox The following topics are covered e Accessing Personal Voice Mail Using Voice Prompts on page 23 e Accessing Voice Mail Using the Phone Screen on page 24 e Managing Your Personal Voice Mailbox on page 25 e Accessing Your System Voice Mailbox on page 28 Accessing Personal Voice Mail Using Voice Prompts Using an Intercom Button 1 Select an intercom on your phone and dial your voice mail phone number Your voice mail number is your intercom extension plus 100 Intercom 210 Voice Mail Number 310 For security purposes it s a goo
10. All Incoming calls are forwarded to your personal voice mailbox Operator Unanswered calls on this line are forwarded to the system operator Intercom Of Calls are forwarded to the intercom number set here Voicemail of All incoming calls are forwarded to the voice mail of the Intercom number set here VM_System All incoming calls are forwarded to the company s voice mailbox or one of the four system voice mailbox 31 Linksys One Communications Solution To Forward Busy or No Answer calls 1 Open your User Settings screen See Accessing Your User Settings on page 30 2 Click EUR 3 Choose a Call Forward Busy or No answer destination from the drop down box see table A Click Your changes take effect immediately Setting a Name The First Name and Last Name fields set the name you want associated to your extension in the Auto Attendant directory This is also the name that appears on your phone screen To change this setting enter the edit mode and then type a new first name and last name Click commit to save your changes Accessing Your User Template Use your web based User Template screen to customize Auto Dial features that are available on your phone To access your User Template Screen 1 Login to User Page 2 Click on Phone Applications 3 Click on User Template Setting Auto Dial Numbers You can assign frequently dialed extensions and phone numbers to the but
11. LINKSYS GY A Division of Cisco Systems Inc 000000e00e verve veee PHM1200 and PHB1 100 IP Phone Release 1 2 User Guide Cisco SYSTEMS Linksys One Communications Solution Contents Chapter 1 Introduction About this Guide Related Documentation Chapter 2 Getting to Know Your Phone Understanding Phone Buttons Understanding the Phone Screen Interface Understanding Line Buttons Understanding Your Phone Passwords Chapter 3 Using Your Phone Understanding your Phone Features Using Your Phone Screen Chapter 4 Using Voice Mail Accessing Personal Voice Mail Using Voice Prompts Accessing Voice Mail Using the Phone Screen Managing Your Personal Voice Mailbox Recording Voice Mail Greetings Recording Your Name Changing Your Voice Mail Password Changing Voice Mail Notification Settings Accessing Your System Voice Mailbox Chapter 5 Using Your User Page Login To Your User Page Changing Your User Passwor Accessing Your User Settings Changing Your Call Forward Settings Setting a Name Accessing Your User Template Setting Auto Dial Numbers NOOK Viewing Phone Button Assignments Printing Your Phone Button Template Installing the Button Template on Your Phone Chapter 6 Using the Auto Attendant
12. Park If you want to Then Park a Call 1 During a call select the Park button on the Calls tab on your PHM1 200 IP phone The Park lamp turns green To retrieve a parked call 1 Select the Park button again 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 Using Call Forward If you want to Use Call Forward Then 1 Press the Tasks softkey tab on your phone and choose Set Call Forward Always Select an option from the phone menu 2 When Call Forward Always is active 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 User Settings screen See Changing Your Call Forward Settings on page 31 Using Voicemail If you want to Then Access Voicemail Press the Tasks softkey tab on your phone and choose Voicemail See Using Voice Mail on page 23 20 Linksys One Communications Solution Chapter 3 Using Your Phone Using Your Phone Screen Linksys One Communications Solution Using System Voice Mail If you want to Then Access System Voice Mail Press the Tasks softkey tab on your phone and choose System Voicemail See Accessing Your System Voice Mailbox on page 28 Using Support If you want
13. able the Main Greeting select Main Greeting on the Auto Attendant phone screen When enabled a green check mark displays next to Main Greeting 8 To record the After Hours greeting follow steps 1 7 above selecting After Hours Greeting instead of Main Greeting 36 Chapter 6 Using the Auto Attendant Managing the Auto Attendant Linksys One Communications Solution To record a greeting using the Auto Attendant voice prompts for your IP phones 1 Do one of the following e Open an intercom on your phone and dial the Auto Attendant Administration extension 209 e From an outside line use the Auto Attendant to transfer to the Auto Attendant administration extension 209 NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forward destination on your User Settings screen See Changing Your Call Forward Settings on page 31 Otherwise contact your phone administrator for information on accessing the Auto Attendant 2 Type the password for the Auto Attendant The first time you access the Auto Attendant the default password is set to 209 See Changing the Auto Attendant password on page 39 3 Follow the voice prompts to record a Main greeting and an After Hours greeting Chapter 6 Using the Auto Attendant Managing the Auto Attendant 37 Enabling the After Hours greeting Your phone administrator defines the times that the Auto Attendant plays the Main Gr
14. 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 Chapter 2 Getting to Know Your Phone Understanding the Phone Screen Interface Press the button directly below the softkey tab Call State Lines Idle Outgoing call Incoming call Call connected Call on hold Error 4 Conference call Call proceeding 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 e The number of Intercom lines is configured by your phone administrator External Lines
15. d destination on your User Settings screen See Changing Your Call Forward Settings on page 31 Otherwise contact your phone administrator for information on accessing the Auto Attendant Using the System Voice Mail Feature Button 1 Press the System Voice Mail feature button to access your system wide mailbox 28 Linksys One Communications Solution Chapter 4 Using Voice Mail Accessing Your System Voice Mailbox Linksys One Communications Solution Using Your User Page Although most system settings are already set for you you can control some phone features and settings on your User Page using the web browser on your computer Once you define your phone settings you can access them on your phone This section describes how to access your User Page and related screens The following topics are covered Login To Your User Page on page 29 Changing Your User Account Password on page 30 Changing Your Call Forward Settings on page 31 Setting Auto Dial Numbers on page 32 Viewing Phone Button Assignments on page 33 Installing the Button Template on Your Phone on page 34 Login To Your User Page l Open a browser on a DHCP enabled computer that is connected to your phone and type https 192 168 100 1 OR https phoneadmin When presented with a login screen enter the following information User lt 3 digit phone extension gt Password lt 3 digit phone extensi
16. d idea to change your password the first time you login to your voice mail See Changing Your Voice Mail Password on page 27 2 Follow the voice prompts to record your name access voice mail and change personal settings Chapter 4 Using Voice Mail Accessing Personal Voice Mail Using Voice Prompts 23 Using an Outside Phone e From an outside phone access the Auto Attendant and dial your voice mail number NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forward destination on your User Settings screen See Changing Your Call Forward Settings on page 31 Otherwise contact your phone administrator for information on accessing the Auto Attendant Using the Voice Mail Feature Button 1 Press the Voice Mail feature button 2 Follow the voice prompts to record your name access voice mail and change personal settings Accessing Voice Mail Using the Phone Screen On your PHM1200 IP phone screen 1 Press the Tasks softkey tab and select Voice Mail 2 On the Voice Mail menu select the desired Voice Mail option See table below for options that are available to you on the Voice Mail menu you can click the back arrow on the navigation dial to return to the previous menu Option Description Action New Messages Displays a list of new 1 Click the Play tab to listen to the message messages in your voice or click the Save tab to save the mailbox including t
17. e External lines are used for making outise calls These lines are accessible from the top right feature buttons e The number of lines which lines and if the line is shared or private is configured by your phone administrator Shared Lines e 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 e When a shared line is in use the line button on the other phones that share the line are red e You cannot make a call on a shared line that is in use Linksys One Communications Solution Call State Lines Idle Outgoing call Incoming call Call connected Call on hold Error Conference call Call proceeding en a ee ae Chapter 2 Getting to Know Your Phone Understanding Line Buttons Linksys One Communications Solution Understanding 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 All users with a Dialuserextension 100 User extension 100 Voice Mail personal voice OR This is the same password mailbox e Press the Voice Mail used to access your User feature button page See Managing Your Note that if you change
18. e ringer and call waiting features Calls get forwarded on no answer to their related destination 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 Place an Internal or Outside Call Then 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 Chapter 3 Using Your Phone Using Your Phone Screen Using Hold and Resume If you want to Then Place a Call on Hold While in a call press the Hold button on the phone screen To resume the call press the line button for the call Using Call Transfer If you want to Then Transfer a Call 1 While on an internal call select the Transfer button on the Cal
19. een when the speakerphone is on Use the Headset Indicator 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 Linksys One Communications Solution Chapter 3 Using Your Phone Understanding your Phone Features Linksys One Communications Solution Display If you want to Then Use the Display button Press the Display button to view the button layout screen on your PHM1200 IP Phone Cancel If you want to Then Use the Cancel button Press the Cancel button to cancel the current phone task and display the previous screen Using Hold and Resume If you want to Place a Call on Hold Then While in a call press the Hold button on the phone To resume the call press the line button for the call Chapter 3 Using Your Phone Understanding your Phone Features Using Call Park 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
20. eeting and the After Hours greeting However you can override this setting by pressing the After Hours button or by choosing a greeting from the Auto Attendant phone menu on your PHM1200 phone as follows 1 Open the Auto Attendant menu on your phone screen and select the greeting you want to play Main Greeting or After Hours A green checkmark indicates which greeting is currently enabled NOTE When you override the Auto Attendant greeting your setting stays in affect until the next greeting window defined for your phone system Contact your phone administrator for information on the greeting windows defined for your phone system 38 Linksys One Communications Solution Chapter 6 Using the Auto Attendant Managing the Auto Attendant Linksys One Communications Solution Changing the Auto Attendant password To change the Auto Attendant password 1 Do one of the following e Open an intercom on your phone and dial the Auto Attendant Administration extension 209 e From an outside line access the Auto Attendant and enter your Auto Attendant Administration extension 209 when prompted NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forward destination on your User Settings screen See Changing Your Call Forward Settings on page 31 Otherwise contact your phone administrator for information on accessing the Auto Attendant 2 Choose option 3 fr
21. f 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 Using the Phone KeyPad 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 Using Your Phone Understanding your Phone Features Adjusting the Volume If you want to Then Adjust the volume control Press the volume control to adjust the volume for the handset speaker and the speakerphone Using Mute 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 Using the Speakerphone 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 gr
22. he caller message ID date and time stamp and gt Press the forward navigation key for length of the message advanced message handling options 24 Linksys One Communications Solution Chapter 4 Using Voice Mail Accessing Voice Mail Using the Phone Screen Linksys One Communications Solution Option Description Action Saved Messages Displays a list of the saved messages in your voice mailbox including the caller ID date and time stamp and length of the message Click the Play tab to listen to the message or click the Trash tab to send the message to the Trash You can still access this message from the Trash menu option Press the forward navigation key for advanced message handling options Trashed Messages Displays a list of messages Click the Play tab to listen to the message or you have sent to the trash click the Shred tab to completely erase the including the caller ID date message Press the forward navigation key and time stamp and length for advanced message handling options of the message Voice Mail Displays menu items for See Managing Your Personal Voice Options recording greetings Mailbox on page 25 for details on how to changing personal settings and changing notification settings use the Voice Mail Options menu Press the forward key for advanced message handling options Managing Your Personal Voice Mailbox The following sections
23. ls tab 2 Select an intercom and call the number to which you want to transfer the call 3 Announce the call optional 4 Select Transfer again or hang up Linksys One Communications Solution Chapter 3 Using Your Phone Using Your Phone Screen Linksys One Communications Solution Making Conference Calls 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 Select the Conference button on the Calls Tab The conference button lamp on your phone will light up green A Select Join under the Calls tab for your first call The participants are now connected in a conference call A total of three participants can be connected in a call When a conference call is in progress the buttons for the intercoms or lines involved in the call light up green To End a Conference Call Select End Call 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 select the Transfer feature button The other call participants will remain on the call regular phone call until they hang up Chapter 3 Using Your Phone Using Your Phone Screen Using Call
24. nderstanding your Phone Features Answering a Call 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 Using Call Transfer If you want fo Then Transfer a Call l While on an internal call press the Transfer feature button Select an intercom and call the number to which you want to transfer the call Announce the call optional Press Transfer again or hang up Linksys One Communications Solution Chapter 3 Using Your Phone Understanding your Phone Features Linksys One Communications Solution Making Conference Calls 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 o
25. nging Voice Mail Notification Settings When you have a new voice mail message in your voice mailbox the message waiting indicator on the phone handset lights up red and you ll also hear a stutter dialtone when you go off hook If desired you can disable the stutter dialtone notification as follows 1 On your phone press the Voice Mail feature button or press the Tasks softkey tab and select Voice Mail Chapter 4 Using Voice Mail Managing Your Personal Voice Mailbox 27 2 Select Notification Settings 3 Select the Disable tab to clear the checkbox next to Stutter Dialtone You can enable the stutter dialtone notification at any time by selecting the Enable tab on the Notification Settings phone screen Accessing Your System Voice Mailbox Each Linksys One phone has one system voice mailbox However additional mailboxes can be enabled if desired Your phone administrator can assign a maximum of 4 system voice mailboxes on your phone You can access your system voicemail as follows Using an Intercom Button 1 Select an intercom on your phone and dial the default extension 301 or the extension number for your system wide mailbox as applicable Using an Outside Line e From an outside line access the Auto Attendant and dial extension 301 or the extension number for your system wide mailbox as applicable NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forwar
26. om the Auto Attendant voice prompt menu 3 Follow the voice prompts to change the password Managing Operator Calls Your phone administrator can add you as a Live Operator this enables the Operator Operator DND and System Voice Mail feature buttons on your phone When a caller presses zero in response to an Auto Attendant prompt or gets transferred to the operator via extension 200 the calls get routed to your phone or multiple phones that are assigned as operators in the list You can opt out of the list by selecting the Operator DND do not disturb button You can also access messages using the System Voice Mail feature button Chapter 6 Using the Auto Attendant Managing Operator Calls 39 40 Linksys One Communications Solution Chapter 6 Using the Auto Attendant Managing Operator Calls Linksys One Communications Solution Linksys One Contact Information Need to contact Linksys One Visit us online for information on the latest products and updates to your existing products at www linksysOne com Can t find information about a product you want to buy on the web Do you want to know more about networking with Linksys One products Give our advice line a call at 866 870 5826 Don t wish to call You can e mail us at www linksysOne com Normal business hours are from 8 am 5 pm Central Time Monday Friday If you experience problems with any Linksys One product you can call us at 866 870 5826 Don t wish
27. on 100 gt by default Chapter 5 Using Your User Page Login To Your User Page 29 Linksys One Communications Solution Changing Your User Account Password The first time you access your User page you will be prompted to change your password lt gt NOTE If you change your password on your User page you are also changing it for your voice mail and CFO nas same vice versa gt User T REEN FirstName C Call Forward _Auto Asendert For security purposes it s a good idea to change your password the first time you login to Busy or No the User page or the first time you access voice mail Here s how to change the password for your User page You can also change your password from the Voice Mail menu on the phone screen See Changing Your Voice Mail Password on page 27 1 Login to your User web page 2 Click on Accounts 3 In the Password Change section type your old and new password For password verification type your new password again A Click the button to save your changes Your password will be updated immediately Accessing Your User Settings Use your web based User Settings screen to set your call forwarding options and change the name assigned on your phone To access your User Settings screen 1 Login to your User web page 2 Click on Phone Applications 3 Click on User Settings 30 Chapter 5 Using Your User Page Accessing Your User Setting
28. private lines Auto Dials and features configured for your phone Here s how to print the phone button template and install it on your phone 1 Open your User Template screen 2 Click the Print See Template button at the top of the page To print the template using the Internet Explorer browser e On your browser menu bar choose Tools gt Internet Options Chapter 5 Using Your User Page Accessing Your User Template Joe Smith 211 Intercom 211 Intercom 211 Intercom 211 Forward All 33 e On the Advanced tab scroll down to the section titled Printing Check the box Print Background Colors and Images and click OK e Choose File gt Print from your browser menu bar e Select the desired printer options and print the template To print the template using the Firefox browser e On your browser menu choose File gt Page Setup e Choose Format and Options tab click on the Print Background checkbox Installing the Button Template on Your Phone 1 Trim the phone button template so that it fits on your phone 2 Remove the plastic cover over the current button template on your phone 3 Insert the new phone button template 4 Replace the plastic cover 34 Linksys One Communications Solution Chapter 5 Using Your User Page Accessing Your User Template Linksys One Communications Solution Using the Auto Attendant The Linksys One IP phones include an Auto Attendant application that helps callers to
29. roduction Linksys One Communications Solution Getting 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 e Simple automated installation with your Services Router e Call processing features with integrated Voice Mail and Auto Attendant e 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 e Understanding Phone Buttons on page 4 e Understanding the Phone Screen Interface on page 5 e Understanding Line Buttons on page 6 e Understanding Your Phone Passwords on page 7 Chapter 2 Getting to Know Your Phone Understanding Phone Buttons This table describes the phone buttons on your IP phone See the button illustration shown at right Description Phone screen serves as your phone desktop 2 Intercom buttons are available for handling calls inside your company 3 The button template lists your intercoms outside lines and feature button assignments 4 Outside line buttons provide access to the external phone lines assigned to
30. s Linksys One Communications Solution Changing Your Call Forward Settings You can personalize your call forward destinations on your User Settings screen Two call forwarding options are available Call Forward Always and Call Forward Busy or No Answer NOTE Call Forward Always and Call Forward No Answer affect all intercoms and lines NOTE If your phone administrator has already configured call forward settings for you the call forward destinations will not be available on the User Settings screen To change your Call Forward Always settings 1 Open your User Settings screen 2 Click 3 Click the Call Forward Always checkbox 4 Choose a call forward destination from the drop down box see table 5 Click Your changes take effect immediately NOTE You can also personalize your Call Forward Always setting from the phone screen See Using Your Phone Screen section for more information Chapter 5 Using Your User Page Accessing Your User Settings Call Forward Option Description Call Forward Always All calls are forwarded to the specified destination before ringing Call Forward Busy or No Answer If the user s extension is busy or there is no answer calls are forwarded to the specified destination Call Forward Destination Description Auto Attendant All Incoming calls are forwarded to the Auto Attendant Personal Voice Mail
31. ting Alternate Greeting instead of Primary Greeting Recording Your Name 1 On your phone press the Voice Mail feature button or press the Tasks softkey tab and select Voice Mail On the phone screen use the navigation dial to highlight and select Options Select Personal Settings Select Recorded Name Press the Record softkey an a F N Follow the instructions on the phone screen to record your name When recording is complete the phone screen displays Recording Successfull 26 Chapter 4 Using Voice Mail Managing Your Personal Voice Mailbox Linksys One Communications Solution 7 Press the Play softkey to playback your recorded name If you d like to re record it press the Record softkey again and follow the instructions on the screen NOTE You must record a name to appear in the Auto Attendant directory for callers searching by name Changing Your Voice Mail Password 1 On your phone press the Voice Mail feature button or press the Tasks softkey tab and select Voice Mail Select Options Select Personal Settings Select Change Password Enter a new password and press the Enter softkey Xa M R WN Confirm your new password and press Enter again NOTE Your voice mail password is the same password you use to access your User page Therefore if you change it here you ll need to use the new password to log in to your User page See Login To Your User Page on page 29 Cha
32. to call You can e mail us at www linksysOne com You can reach Linkys One technical support 24 hours a day 7 days a week If any Linksys One product proves defective during its warranty period you can call the Linksys One Return Merchandise Authorization RMA department for obtaining a Return Authorization Number at 866 870 5826 Don t wish to call You can e mail us at www linksysOne com Details on Warranty and RMA issues can be found in the Warranty Information section in this Guide Appendix 7 Linksys One Contact Information Al LINKSYS i A Division of Cisco Systems Inc www linksysone com 2006 Cisco Systems Inc All rights reserved Linksys is a registered trademark and the Linksys One logo is a trademark of Cisco Systems Inc Software Release Number 1 2
33. tons on your phone using the User Template screen This screen is divided into two areas the Template area and the Unused area The Template area located on the left side shows the current phone and Auto Dial feature assignments The Unused area located on the right side shows gt the features and autodial settings that are available but not currently in use 32 Chapter 5 Using Your User Page Accessing Your User Template Linksys One Communications Solution To set Auto Dials for inside or outside phone numbers 1 Open your User Template screen See Accessing Your User Template on page 32 2 Click 3 When you are finished click To restart the phone immediately click Commit and Restart Phone Otherwise the phone automatically restarts during the next scheduled maintenance window Viewing Phone Button Assignments You can view phone button assignments from your phone or from your User Template screen as follows On your phone e Press the Display button followed by any button on the phone The feature assigned to that button is displayed at the top of your phone screen e You can also see which features are assigned to your phone buttons on the Tasks gt Button Layout phone screen menu On Your User Template Screen 1 Open your User Template screen 2 Click the Print See Template button at the top of the page Printing Your Phone Button Template The phone button template lists intercoms
34. you Use these buttons to place and receive calls outside your company 5 4 Softkeys 6 5 position key PHM1200 OR 3 position navigation key PHB1100 7 Feature buttons provide quick access to assigned phone features 8 Hold button puts a call on hold 9 Display 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 Linksys One Communications Solution Linksys One IP Phone Model PHB1100 Chapter 2 Getting to Know Your Phone Understanding Phone Buttons Linksys One Communications Solution Understanding 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
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