USER GUIDE Cisco Small Business Pro SPA 504G IP Phone for 8x8 Virtual Office
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Contents Chapter 1: Getting Started 1 About This Document 1 Overview of the Cisco SPA 504G 3 Understanding Your Phone’s Lines and Buttons 4 Phone Components 4 Softkey Buttons 6 Using Keypad Shortcuts 8 Caring for Your Phone Chapter 2: Installing Your Phone 8 9 Before You Begin 10 Phone Connections 10 Connecting the Handset 11 Installing the Stand (Optional) 11 Mounting the Phone to the Wall (Optional) 12 Reversing the Handset Retention Tab 16 Connecting the Power 17 Connecti
Contents Chapter 3: Using Basic Phone Functions Using Phone Hardware and Accessories 23 24 Using the Speakerphone 24 Using the Headset with Your IP Phone 24 Switching Between the Handset/Headset/Speakerphone During a Call 24 Sending Audio to the Phone Speaker 25 Choosing Your Preferred Audio Device 25 Adjusting Call Volume and Muting 26 Adjusting Call Volume 26 Adjusting the Ringer Volume 26 Using Mute 26 Placing or Answering a Call Using Dial Assistance 26 27 Putting a Call on Hold
Contents Stopping Call Forwarding Setting Do Not Disturb 36 36 Activating Do Not Disturb 36 Deactivating Do Not Disturb 37 Turning Call Waiting On and Off 37 Parking a Call 38 Placing a Three-Way Conference Call 38 Conferencing a Held Call with an Active Call Using Conference Bridges Conference Menu Options Using the Phone Directories 39 39 39 41 Using Your Personal Directory 41 Using the Corporate Directory 42 Using the Call History Lists 42 Viewing the Call History Lists 42 Ca
Contents Configuring the Phone Screen Saver 48 Turning on the Screen Saver 50 Using Ring Tones Changing Your Ring Tone Configuring Date and Time Parameters on Your Phone Setting Your Phone’s Date and Time Advanced Procedures for Technical Support Personnel Rebooting Your Phone Chapter 5: Using the Web Interface 50 50 51 51 51 53 54 Logging in to the Web Interface 54 Setting Do Not Disturb 56 Configuring Call Forwarding 56 Configuring Call Waiting 57 Using Your Personal Directory 58 Vi
1 Getting Started This chapter provides an overview of this document and basic information about your Cisco Small Business Pro IP phone. It contains the following sections: • About This Document, page 1 • Overview of the Cisco SPA 504G, page 3 • Understanding Your Phone’s Lines and Buttons, page 4 About This Document This guide describes the concepts and tasks necessary to use and configure your Cisco Small Business Pro IP Phone.
1 Getting Started About This Document This document describes using the Cisco SPA 504G with the 8x8 Virtual Office. Organization This table describes the contents of each chapter in this document. Title Description Chapter 1 Getting Started A description of this book and an overview of the Cisco Small Business Pro IP Phones. Chapter 2 Installing Your Phone How to connect and install your phone.
1 Getting Started Overview of the Cisco SPA 504G Overview of the Cisco SPA 504G The Cisco SPA504G is a full-featured VoIP (Voice over Internet Protocol) phone that provides voice communication over an IP network. The phone provide 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.
1 Getting Started Understanding Your Phone’s Lines and Buttons Understanding Your Phone’s Lines and Buttons Use the following graphic and table to identify the parts of your phone. Phone Components Figure 1 Phone Components Numbered objects in the photo are explained in the following table. # Phone Feature Description 1 Handset Pick up to place or answer a call. 2 Message Waiting Indicator Displays solid red when you have a new voice mail message. Flashes red during an incoming call.
1 Getting Started Understanding Your Phone’s Lines and Buttons # Phone Feature Description 4 Line keys Indicates phone line status. When lit: Green: Line is idle. Red (steady): Line is active or in use. Red (blinking): Line is on hold. Orange: Line is unregistered (cannot be used). These keys can also be programmed by your phone system administrator to perform functions such as speed dial, call pickup, or monitoring an extension.
1 Getting Started Understanding Your Phone’s Lines and Buttons Softkey Buttons The softkey buttons on your phone display may vary depending on your phone model and the phone system setup. (Softkey buttons are not available on the Cisco SPA 501G.) Press the Right Arrow or Left Arrow keys on the navigation button to view additional softkey buttons. Below is a partial listing of softkey buttons that may be available on your phone.
1 Getting Started Understanding Your Phone’s Lines and Buttons Button Function dial Dials a number. dir Provides access to phone directories. dnd Do Not Disturb; prevents incoming calls from ringing your phone. -dnd Clears Do Not Disturb. edit Opens an item so that you can edit numbers or letters, or enable or disable a feature. endCall Ends the call in progress. exit Closes a menu. hold Places a call on hold. ignore Ignores an incoming call.
1 Getting Started Caring for Your Phone Using Keypad Shortcuts When using the phone menus, you can use the keypad to enter the number shown next to the menu or sub-menu item on the LCD screen. For example, to obtain your IP address on the Cisco SPA 504G, press the Setup button and dial 9. The IP address is displayed on the Network screen. Caring for Your Phone The Cisco Small Business Pro IP phones are electronic devices that should not be exposed to excessive heat, sun, cold or water.
2 Installing Your Phone This chapter describes how to install your Cisco Small Business Pro IP Phone and connect it to your network.
2 Installing Your Phone Before You Begin Before You Begin Before you install and connect your phone, verify with your System Administrator (if applicable) that the network is ready for the phone, read the safety notices, and make sure you have all the phone parts and documentation available. NOTE The RJ-11 port marked “AUX” is reserved for connection with the Cisco SPA 500S Attendant Console that works with the IP phones. It is not for use as a telephone line port.
2 Installing Your Phone Connecting the Handset Connecting the Handset STEP 1 Turn the phone body over to expose the ports on the back of the unit. ! CAUTION Do not insert a telephone line cord into the auxiliary port. STEP 2 Insert the long end of the phone cord into the handset port on the phone body that is marked with a phone symbol. STEP 3 (Optional) Route the phone cord through the cable slot. STEP 4 Insert the other end of the phone cord into the port at the bottom of the handset (not shown).
2 Installing Your Phone Mounting the Phone to the Wall (Optional) Mounting the Phone to the Wall (Optional) To mount the phone to the wall, you must purchase the MB100 wall mount bracket kit.
Installing Your Phone Mounting the Phone to the Wall (Optional) 2 STEP 1 To attach the Mounting Bracket (MB), align the two cleats on the MB with the holes in the phone’s base. STEP 2 Orient the MB such that the phone’s Ethernet and handset ports are accessible after installation. STEP 3 Push the MB onto the phone’s base. Slide the MB upwards to lock it in place.
Installing Your Phone Mounting the Phone to the Wall (Optional) STEP 2 4 (Optional) If a Wi-Fi or PoE dongle is installed, place in the tray.
Installing Your Phone Mounting the Phone to the Wall (Optional) 2 Plug in the Ethernet and power cables.
Installing Your Phone Mounting the Phone to the Wall (Optional) STEP 2 5 Hang onto screws mounted in the wall. Reversing the Handset Retention Tab If you mount the phone to a vertical surface, you must reverse the handset retention tab on the phone body so that the handset does not fall off the phone when it is placed on the cradle. STEP 1 Push the latch in. STEP 2 Slide the retention tab up until it detaches from the phone.
2 Installing Your Phone Connecting the Power STEP 3 Rotate the tab 180° and re-insert into the phone base. The tab now catches the slot in the handset when the handset is placed onto the cradle. Connecting the Power If you are using an external power source, insert one end of the power cord into an outlet and insert the other end of the power cord into the power port on the phone body.
Installing Your Phone Connecting Your Phone to the Network 2 Connecting Your Phone to the Network If you are using an Ethernet connection: STEP 1 Insert one end of the Ethernet cable into the network port on the phone body marked “SW.” STEP 2 Insert the other end of the Ethernet cable into the appropriate device, such as a network switch, on your network.
Installing Your Phone Connecting a PC to Your Phone (Optional) 2 Connecting a PC to Your Phone (Optional) To connect a PC to your phone (optional): STEP 1 To provide network access to a PC, connect one end of an additional Ethernet cable (not provided) to the PC port on the back of the phone body. See the “Phone Connections” graphic. STEP 2 Connect the other end of the Ethernet cable to the network port on your PC.
2 Installing Your Phone Verifying Phone Startup Verifying Phone Startup After receiving power and network connectivity, the phone executes a boot-up sequence. During this sequence, phones with screens display the Cisco logo and then “Initializing Network”. All of the lights on the phone will flash. After your phone is successfully connected to the network and receives a basic configuration, your phone line keys should glow green. The phone displays the standard menu for the phone.
2 Installing Your Phone Upgrading Your Phone’s Firmware Upgrading Your Phone’s Firmware Your phone ships with pre-installed firmware. However, later firmware versions may be available that add features and fix problems with your phone. You may need to upgrade your phone to the latest firmware for ideal performance. ! CAUTION If you are using your phone with 8x8, do not upgrade your phone’s firmware without consulting 8x8.
Installing Your Phone Upgrading Your Phone’s Firmware 2 Get Your Phone’s IP Address Before you upgrade, you’ll need the IP address of the phone you are upgrading. To get your IP address: STEP 1 Press the Setup button. STEP 2 Scroll to Network and press select. STEP 3 Scroll to view Current IP. This is the IP address of your phone. Install the Firmware STEP 1 Extract the firmware onto your PC.
3 Using Basic Phone Functions This chapter provides instructions on using your phone’s basic functions.
Using Basic Phone Functions Using Phone Hardware and Accessories • Setting or Changing a Phone Password, page 44 • Accessing Voicemail, page 44 • Recording Calls (Virtual Office Pro Users Only), page 44 3 Using Phone Hardware and Accessories Using the Speakerphone To use the speakerphone, press the Speaker button (the handset can be either on or off hook).
Using Basic Phone Functions Using Phone Hardware and Accessories 3 Sending Audio to the Phone Speaker Choosing this option sends audio to the speaker when the handset is lifted. STEP 1 Press the Setup button. STEP 2 Select Preferences. STEP 3 Choose Send Audio to Speaker > edit. STEP 4 Press y/n to enable or disable the feature. STEP 5 Press ok. STEP 6 Press save.
3 Using Basic Phone Functions Adjusting Call Volume and Muting Adjusting Call Volume and Muting You can also change call volume settings from your PC using the IP Phone Web Interface. See “Adjusting Audio Volume” section on page 59. Adjusting Call Volume To adjust the volume of the handset or speaker, lift the handset or press the Speaker button. Press + on the Volume button to increase the volume, or press - to decrease the volume.
3 Using Basic Phone Functions Putting a Call on Hold • Press the Headset button. • Press a green line button (to place a call) or a red flashing line button (to answer a call). . If you are on a call and another call comes in, press the flashing red line button or press the Hold button to place the call on hold and answer the incoming call. To return to the first call, press the line button for the call or select it using the Up or Down navigation button and press the Resume softkey.
3 Using Basic Phone Functions Ending a Call Ending a Call To end a call: • If you are using the handset, hang up. • If you are using the speakerphone, press the Speaker button. • If you are using the headset, either press the Headset button (wired) or replace the receiver (wireless). Transferring Calls You can perform the following types of transfers: • Attended Transfer—You call the person to whom you are transferring the call and either: - transfer the call while the phone is ringing.
3 Using Basic Phone Functions Transferring Calls Performing an Attended Transfer STEP 1 During an active call, press xfer. The call is placed on hold and a new line is opened to dial the number. STEP 2 Either: • Enter the number to which you want to transfer the call, then press dial or wait a few seconds. • Press dir and either choose a number from the personal directory or select the Corporate Directory, then press dial.
3 Using Basic Phone Functions Redialing Transferring a Held Call to an Active Call If you have a call on hold and an active call, you can transfer one of these calls to the other call, connecting the two callers. (This differs from a conference call because you no longer remain part of the call after the transfer.) With an active call and one or more calls on hold, press the xferLx softkey. • If you have only one call on hold, the call is transferred to the active party and you are disconnected.
Using Basic Phone Functions Viewing and Returning Missed Calls 3 Viewing and Returning Missed Calls The LCD screen on your IP phone notifies you if a call came in that was unanswered. To return a missed call: • If the LCD screen shows a missed call, press the lcr softkey to return the last missed call. Press the miss softkey to view a list of missed calls, select a call, and press dial. • If the LCD screen does not show a missed call, you can return a call from the Missed Call list: a.
Using Basic Phone Functions Turning the Missed Calls Shortcut On and Off 3 Turning the Missed Calls Shortcut On and Off This option removes the lcr and miss softkeys that appear on the IP phone screen when you miss a call. To access this option: STEP 1 Press the Setup button. STEP 2 Select Preferences. STEP 3 Choose Miss Call Shortcut and press edit. STEP 4 Press y/n to enable or disable the feature. STEP 5 Press ok. STEP 6 Press save.
Using Basic Phone Functions Forwarding Calls — Online Setup 3 Forwarding Calls — Online Setup You can forward all calls, forward calls when the phone is busy or forward calls when there is no answer. To enable online call forwarding: STEP 1 Log on to your Virtual Office Online dashboard at http://virtualoffice.8x8.com STEP 2 Select the Settings button, and then select the My Rules tab. STEP 3 Update your Call Forwarding Rules and press Save.
Using Basic Phone Functions Forwarding Calls — Phone-based Setup 3 Using the star code: Press *72 and enter the number to which to forward all calls. Using the Setup button: STEP 1 Press the Setup button and select Call Forward > CFWD All Number. STEP 2 Press edit. STEP 3 Enter a number to which to forward all calls; for example, your voice mailbox, another extension, or an outside line. If forwarding calls to an outside line, be sure to use any access and area codes required. STEP 4 Press ok.
Using Basic Phone Functions Forwarding Calls — Phone-based Setup 3 Forwarding Calls When You Don’t Answer the Phone Using the Setup button: STEP 1 In the Call Forward Screen, make sure CFWD No Ans Number is highlighted and press the edit softkey. STEP 2 Enter “vm” for voice mail, or a number to which to forward all calls; for example, another extension, or an outside line. If forwarding calls to an outside line, be sure to use any access and area codes required. STEP 3 Press ok. STEP 4 Press save.
Using Basic Phone Functions Setting Do Not Disturb STEP 3 Press ok. STEP 4 Press save. 3 Stopping Call Forwarding To stop forwarding calls, press the -cfwd softkey. You can also stop call forwarding by pressing the Setup button and selecting Call Forward > edit. Press clear, then press ok. Press save. Setting Do Not Disturb Use the Do Not Disturb feature to prevent incoming calls from ringing your phone. If you have voice mail configured, incoming callers immediately reach voice mail.
Using Basic Phone Functions Turning Call Waiting On and Off 3 Using the star code: Enter *78 to activate Do Not Disturb. Deactivating Do Not Disturb Using the -dnd softkey: To deactivate Do Not Disturb, press the -dnd softkey. Using the Setup button: You can also deactivate Do Not Disturb by pressing the Setup button and selecting Preferences > Do Not Disturb. Using the star code: Enter *79 to deactivate Do Not Disturb.
3 Using Basic Phone Functions Parking a Call Parking a Call You can “park” a call on a designated line so that another person in your company can pick up the call. The call is active until it is “unparked” or the caller hangs up. To park a call: STEP 1 While on an active call, press the callpark softkey.
3 Using Basic Phone Functions Using Conference Bridges STEP 3 Press the conf softkey again. All three parties are connected in the conference call. When you hang up, the other two parties are disconnected. Conferencing a Held Call with an Active Call If you have a call on hold and an active call, you can create a conference call between the active call, the call on hold, and you. With an active call and one or more calls on hold, press the confLx softkey.
3 Using Basic Phone Functions Using Conference Bridges STEP 3 Please record first and last name then press #. Create a Conference - (Option 2): STEP 1 Enter your extension then press #. STEP 2 Enter your password then press #. (Voicemail Password) • Create a conference that expires in 2 weeks press 1 • Create a non expiring conference press 2 • Create a conference with a custom expiration date press 3 Delete Existing Conference - (Option 3): STEP 1 Enter your extension then press #.
3 Using Basic Phone Functions Using the Phone Directories Using the Phone Directories Your IP phones provide several different types of phone directories, depending on the phone model and what the system administrator has set up for the company. In general, the phones provide the following types of directories: • Personal Directory—The personal directory provides a place for you to store and view frequently dialed numbers. You can also dial numbers from the directory.
3 Using Basic Phone Functions Using the Call History Lists STEP 5 Press save to save the entry. Using the Corporate Directory To use the corporate directory: STEP 1 Press the Setup button and select 8x8 Virtual Office. STEP 2 Scroll to Corp Directory Listing and press Select. To search the corporate directory: STEP 1 Press the Setup button and select 8x8 Virtual Office. STEP 2 Scroll to the Corp Directory Search and press Select.
3 Using Basic Phone Functions Using the Call History Lists • Missed Calls—Shows the last 60 missed calls. Calling from the Call History Lists To dial a number from one of the Call History lists: STEP 1 Choose the call. STEP 2 Press dial. NOTE If the call was from a long distance number, you may have to edit the call before dialing it. Press the Edit softkey to edit the call and use the softkey buttons and keypad to edit the number.
Using Basic Phone Functions Setting or Changing a Phone Password 3 Setting or Changing a Phone Password You can set or change the password for your phone to prevent unauthorized use. To set a password for your phone: STEP 1 Press the Setup button. STEP 2 Select Set Password. STEP 3 Enter a numeric password. Enter the same password twice. STEP 4 Press save. Accessing Voicemail To access voicemail, press the Messages button on your phone and follow the voice prompts.
4 Using Advanced Phone Features This chapter describes how to configure advanced features on your IP Phone.
4 Using Advanced Phone Features Creating Speed Dials If dial assistance is enabled, when placing calls, use the navigation button to scroll down, highlight a phone number on the LCD screen, and press dial to complete the call. Creating Speed Dials You can configure different types of speed dials: • You can assigned unused line buttons on your phone to act as a speed dial. • You can create speed dials assigned to a number, that, when pressed on the keypad, dials the number assigned to it.
Using Advanced Phone Features Using Speed Dials STEP 4 Press edit. STEP 5 Enter the number to assign to the speed dial and press ok. 4 Using Speed Dials To call one of your configured speed dial numbers, either: • Open a phone line and press the number on the phone keypad for the speed dial, then press Dial. • Press the Setup button, select Speed Dial, choose the number, and press Dial. Press the unused line button you have configured for a speed dial.
4 Using Advanced Phone Features Customizing Your LCD Screen Changing the Screen Backlight Settings The screen backlight turns off after a specified period of time. You can change this time period so that the screen backlight is on for a longer period, or keep the backlight always on. STEP 1 Press the Setup button. STEP 2 Select Preferences. STEP 3 Choose Back Light Timer and press edit.
4 Using Advanced Phone Features Customizing Your LCD Screen To enable your screen saver: STEP 1 In Screen Saver Mode, Choose Enable Screen Saver and press edit. STEP 2 Press y/n to choose yes. STEP 3 Press ok. STEP 4 Press save. To specify the amount of time before the screen saver turns on if your phone is idle: STEP 1 In Screen Saver Mode, choose Screen Saver Wait Time and press edit. STEP 2 Enter the time, in seconds, to wait before the screen saver starts. STEP 3 Press ok.
Using Advanced Phone Features Using Ring Tones 4 Turning on the Screen Saver To immediately turn on your phone’s screen saver: STEP 1 Press the Setup button. STEP 2 Scroll to Screen Saver Mode and press activ. (The screen saver must be enabled in order to immediately activate it.) Using Ring Tones Each extension of your phone can have a different ring tone. You can also create your own ring tones. Changing Your Ring Tone To change a ring tone: STEP 1 Press the Setup button. STEP 2 Select Ring Tone.
Using Advanced Phone Features Configuring Date and Time Parameters on Your Phone 4 Configuring Date and Time Parameters on Your Phone Setting Your Phone’s Date and Time The date and time for your phone normally come from the SIP proxy server or NTP server. However, if you need to change some date and time parameters, you can follow these steps: STEP 1 Press the Setup button. STEP 2 Select Time/Date. STEP 3 Enter the date in the following format: mm*dd*yy (this will display as m/d).
Using Advanced Phone Features Advanced Procedures for Technical Support Personnel STEP 4 2 Choose from the following options: • Network: This setting is to configure and troubleshoot the network. You should not change this settings unless directed to by your Administrator as this can seriously alter your phone’s functions. • Product Info: This setting displays the product name, serial number, software version, hardware version, MAC address and Client Certificate.
Using Advanced Phone Features Advanced Procedures for Technical Support Personnel • Custom Reset: Resets your phone to the latest customization profiles. • Language: Changes the language on your phone (subject to availability and configuration by your system administrator). 4 Rebooting Your Phone This setting is to configure and troubleshoot the network. You should not change this settings unless directed to by your phone administrator as this can negatively affect your phone’s function.
5 Using the Web Interface Your Cisco IP Phone provides a web interface to the phone that allows you to configure some features of your phone using a web browser.
5 Using the Web Interface Logging in to the Web Interface Cisco SPA 501G: a. Press the Setup button. b. Enter 110, then press #. The IP address is recited. STEP 2 On your PC, open Internet Explorer. STEP 3 Enter the IP address in the browser’s toolbar. The web interface has four main tabs: • Voice—Contains information about your phone, including the following sub-tabs: - Info—Contains system and phone information (read only). - System—Allows you to configure a password and network settings.
5 Using the Web Interface Setting Do Not Disturb Setting Do Not Disturb Use the Do Not Disturb feature to prevent incoming calls from ringing your phone. If you have voice mail configured, incoming callers immediately reach voice mail. If voice mail is not configured, callers hear a busy signal or message. To set Do Not Disturb: STEP 1 Log in to the web interface. STEP 2 In the Voice tab, click the User tab. STEP 3 Under Supplementary Services, locate the Do Not Disturb field.
5 Using the Web Interface Configuring Call Waiting STEP STEP 3 Under Call Forward, you can configure the following fields: • CFWD All Dest—Forwards all calls to a single number that you enter. • CFWD Busy Dest—Forwards all calls to another number when the phone is busy. Enter the number to which to forward calls. • CFWD No Ans Dest—Forwards calls to another number if there's no answer at your phone. Enter the number to which to forward calls.
5 Using the Web Interface Using Your Personal Directory Using Your Personal Directory Your IP phone provides a phone directory for you to store and view frequently dialed numbers. This directory appears on your phone, and you can dial numbers from the directory. To view and edit your personal directory: STEP 1 Log in to the web interface. STEP 2 Click the Personal Directory tab. A window appears with the Personal Directory listings for your phone.
5 Using the Web Interface Creating Speed Dials Creating Speed Dials You can configure up to 8 speed dials for the number keys. Each speed dial can be a phone number, IP address or URL. To create or edit a numerical speed dial: STEP 1 Log in to the web interface. STEP 2 In the Voice tab, click the User tab. STEP 3 Under Speed Dial, enter the speed dial numbers you want to create or edit. STEP 4 Click Submit All Changes. Adjusting Audio Volume STEP 1 Log in to the web interface.
5 Using the Web Interface Changing the LCD Contrast Changing the LCD Contrast STEP 1 Log in to the web interface. STEP 2 In the Voice tab, click the User tab. STEP 3 Under Audio Volume, you can adjust the LCD contrast by entering a number between 1 and 10, with 1 being low contrast. STEP 4 Click Submit All Changes. Configuring the Phone Screen Saver To configure the phone screen saver: STEP 1 Log in to the web interface. STEP 2 In the Voice tab, click the Phone tab.
A Where to Go From Here Cisco provides a wide range of resources to help you obtain the full benefits of the Cisco SPA 504G. Product Resources Support Cisco Small Business Support Community www.cisco.com/go/smallbizsupport Online Technical Support and www.cisco.com/support Documentation (Login Required) Phone Support Contacts www.cisco.com/en/US/support/tsd_cisco_small_ business_support_ center_contacts.html Software Downloads (Login Required) Go to tools.cisco.
A Where to Go From Here List of Documents See the following documents (available at the URLs listed above) for more information about your product. • Cisco Small Business Pro IP Phone Model 50X Quick Start Guide—Installation and initial configuration of your Cisco IP phone. • Cisco WBP54G Wireless-G Bridge for Phone Adapters User Guide—Installation and use of the WBP54G wireless bridge with your Cisco IP phone.
