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Linksys SPA-941 IP Phone User Manual

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1. ccecceeeeeeeetteeeeeeeeeeees 53 Selective Call Forward ssssnnnnnnsnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 53 Enabling Disabling Selective Call Forward sseesseeeseeeeeeerrrsssssrrrrrrrssssrrrreree 54 Entering the Forwarding Destination Number eee eeeeeeeeee rete eeeetteeeeeeeeeeeeeeee 54 Identifying the Forwarding Destination Number ceeeeeeeeeeeeeeeeentteeeeeeeeeeees 55 Adding Forwarded Phone Numbers cccccceeessereeceeeeeeeeeeeseneeeeeeeeeeeenenes 55 Listing Forwarded Phone Numbers iis ccthedsseviaotintate Maier ndee anaes 55 iv Table of Contents Deleting Forwarded Phone Numbers c ccceeeeeeeeseseeceeeeeeeesesseeeeneneeeenens 56 STe ee DIAN T TTT 57 Programming a Speed Dial Key 0 c cccccscccscccecccecececcecececeeeceeeeceeeeeeeeeeeeeeeeess 57 Using a Speed Dial BUWOnicie sei aes 2 ce elec ee Giese kee eee nee eee ee 58 Identifying the Number Assigned to a Speed Dial key eeeeeeeeeeeeees 58 Deleting a Speed Dial NUMDE 4c cccccceeeeeeseneeneeeeeeteeeseceeeeedeeeeeeseccenesteeeeees 58 Transfer iwc aes a e aaa aa a cal eta Er a Eaa a a e ene Ge scearee 59 Voice Mail Features Default Menu Menus and CommandS cccccceceeeeeeeeeeeeeeeeneeeneeeeeeeeeeeeeeeeeeeeeeeennanenaeeees 61 Accessing Your Voice Mail ccccccccceeeeeeseseeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeees 64 From
2. ssssssssssnssnnnsnnnnnnnnnnnnnnnnnnnn 111 Replying to a Message icicisccscsics sist ccage cc sectedceedeecesenesedeedanseat see nnmnnn 112 Dialing Back a C aller iiss ics ceseccecckks so tste ts cteccece ct scot scaiaidecceceecceiecenacteseeecins 112 Sending a Message Directly to an Extension ccceeeeeeeeeeeeeeeeeeeees 112 Personal Greeting S sisscescepcavccncsecs ceca re ee 113 Recording Personalized Mailbox Greetings ccceeceeeeeeeeeeeeeeeennneeeeeeeeeeeee 113 Listening to Your Greetings sac 22 orcas seod oa nottveesdete dtm atccecesavtncb ates hee ieieinaeees 114 Receiving Pager Notification ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneeeneees 114 What You Receive on Your Pager Cell PhOne cececeeeeeeeeeeeeeeetteeeeeeeeeeees 115 Managing Distribution Groups eeeeeeneeeeeeeeeeee sees eeeeeeeeeeeneeeeeeenes 115 Creating a New Groupies dss neni eer aad 116 Editing or Modifying a Group icc tecshietains ieee ttnasl attire eu dieas Coheed bumenab onan t auc ages 116 Listing Members Of a Group 2 cccceeseceeteceseeeseneeeseneeeeeeeeseeeeseeneeeeeeteenens 117 Adding a Member to a Group ceceeeeecceeeeeeeesceeeeneeeeteneeseeeneceeeeneneneesneeee 117 Deleting a Group Member 20 ccccseceececeeeeeeeseeseneceeeeeeeeenseeeeneeeeeeeeneees 117 Playing the Group Name csisiss ater siucdenis Mas Naciiuatilasnseidibiasadiaashatdbidadielact 118 Changing the Group Name c
3. Choose where to save the TAPI EXE file and click Save This example saves it to the desktop so that it is easy to find Seve in RESIS My Recent Documents m My Documents 9 My Computer my Network Places H Adobe Acrobat 7 0 Professional Ag AOL Instant Messenger My Documents My Computer My ETA A Burn CD amp DVDs with Roxio D Comcast Rhapsody hee Ethereal Bifintervideo winDYD Be Paint Shop Pro 7 A QuickTime Player Ga winzip E Yahoo Messenger Ad Aware SE Personal ae Calculator A osem g Launch Internet Explorer Browser jal Microsoft Visual SourceSafe 6 0 Remedy GO SideStep EA T6000 Administration Trillian ER Windows Explorer fw Word AS x PRO Tekelec TAPIEXE File name Save Save as type Application 7 Find the TAPI EXE file Shown here on the PC desktop and double click it to run the install program 124 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 POF 5 o gt mm E Desktop Portal robopdf ADCSr114 zip info pdf robopdf exe JAWS info pdF marker return crash test Fm W a g RoboPDF How LinKit pdf TAPI EXE To o JavaWeb LinKit Wwhite Start Depending on the PC s operating system and security settings a security warning window may be displayed as part of the install Click Run to install or Cancel to not install TAPI File Download Security Warning Do you wa
4. Four Softkeys The functions of these softkeys will change depending on the current phone operation These softkeys are used to access individual features or options visible on the display Four Line Buttons A line button provides access to the extension line appearance for incoming and outgoing calls Pressing a line button will take the phone offhook if there is no active call on that line If there is an active call pressing this button will put the call on Hold The button will flash red while the associated line is on hold 2 Your Linksys SPA 941 or SPA 942 Telephone Linksys SPA 941 942 Telephone User Guide 620 05600390 Features Scroll Key and More Key Voice Mail Hold Settings Mute Volume Headset Speakerphone Numeric Keypad Moving Your Telephone In This Manual Descriptions The buttons allow the user to scroll up and down menu items on the display Pressing the right side of the button provides More information additional choices for the menu options shown on the display Acts as a speed dial to the user s voice mail Places the call on Hold The Line button for the call that is on hold will be flashing red while the call is on hold To resume the held call press the blinking Line button Allows user to access menu options for viewing and modifying the phone configuration Mutes the active audio input microphone so that the called party cannot hear local audio The Mute button
5. e Distinctive Rings A different ring tone is provided for up to two additional Direct Inward Dial DID numbers assigned to your telephone by the system administrator These numbers do not appear as lines on your telephone but ring your prime line with the appropriate ring when they are dialed e Priority Ring The call screening feature allows users to designate specific callers as important enough to ring through to their telephone even if Do Not Disturb is activated A different ring tone is provided for calls assigned the Priority Call option See Priority Call on page 42 Group Speed Dial This feature provides additional speed dialing capabilities beyond those provided by the Abbreviated Dial feature With Group Speed Dialing you have access to a common speed dial list of up to 1 000 entries managed by your service provider Group Speed Dial numbers are extension numbers that have been programmed to dial another number usually an external number Your service provider will provide you with a list of Group Speed Dial numbers and their destinations Hold This feature lets you place a call on hold While a call is holding the holding party occupies the associated line 30 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Conference Call Tips 1 During a conversation press the Hold button a7 Depending on your system configuration the party may hear music a recorded announcement or
6. 1 Basic Phone Features Access the call history using one of the following methods e Press the redial softkey or e Press the Settings 4 key and select the Call History entry from the list Use the scroll key to select the desired call that you would like to redial Either lift the handset or press the dial softkey or the speaker or headset key to dial the selected entry or press cancel to exit the Call History Linksys SPA 941 942 Telephone User Guide 620 05600390 Accessing the Directory Directory Services The Linksys telephone allows you to create a directory of commonly used phone numbers You can manually add entries or save incoming call information in the directory This section describes how to set up and use the directory Accessing the Directory You can view the currently stored directory by doing one of the following e pressing the dir softkey when it is displayed or e by pressing the Settings 4 key and highlighting the Directory entry and pressing the select softkey While in the directory you can add entries by pressing the add softkey or use the scroll key to highlight an entry to dial by pressing the dial softkey Adding Entries to the Directory You can manually add entries to the directory or save incoming call information in the directory To manually add a directory entry 1 Access the directory e With the handset on hook press the dir softkey or e press the Settings
7. Enter the phone number and then either e press to enter another number or e press if this is the only or last person to receive the forwarded message You get a prompt to leave an introduction to the forwarded message a Record your introductory message To forward the voice mail immediately without an introductory message press immediately after the prompt b Press to accept the message Choose one of the following options to finish forwarding e Press 1 to forward the message e Press 2 to change the introductory message e Press 3 to review the introductory message e Press 9 to mark urgent and forward e Press to cancel the forward Press at anytime to cancel the forward If you press you must reenter the extension s and any desired introduction Replying to a Message To reply to a message you receive 1 Press 2 to reply to the message You hear a prompt to record your reply Record your reply message Press to accept your message Your voice mail system gives you the following options e Press 1 to send reply e Press 2 to change reply e Press 3 to review reply e Press 9 to mark urgent and reply 72 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Compose and Send a Message e Press to cancel the reply and re record You hear the message options again Dialing Back a Caller To dial a caller who left a message if Calle
8. Fast Forward to the End of a Message If you want to forward to the end of a message e Press 99 Pause Play of a Message To pause play of a message or to resume play of a paused message e Press 8 Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups You first enter the extensions and distribution group numbers of the recipients and then record and send your message Compose and Send a Message 1 Access the voice mail system Press 7 to select compose a message Enter the phone numbers or group numbers of those persons you want to receive the message followed by the key When you are finished press again to complete your mailing list Record your message after the tone and press when finished You are prompted to perform one of the following e Press 1 to send e Press 2 to change e Press 3 to review your message is played back to you e Press 4 to set message options e Press to return to the voice mail main menu 7 Press a number to act on your message e If you pressed 1 your message is sent and voice mail disconnects e If you pressed 2 your are returned to the prompt to record your message Record again and follow the prompts e If you pressed 3 your message is played back to you and you are then prompted to perform an action from the previous list e If y
9. Unknown e The corporate group 10 will always be named as Everyone e the total number of members in the group While reviewing the list of groups you can skip to the next group by pressing or clicking the button NOTE To list all group corporate or company distribution lists you must be in the mailbox for your company s main number Exiting the Voice Mail System To exit the voice mail system simply hang up 100 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Voice Mail Features Option B Menu You can access the voice mail system on your phone by dialing 09 or by pressing the Voice Mail button System settings determine the number and length of voice mail messages that are stored in your voice mailbox If supported by your system callers can press 0 while they are in your mailbox to transfer to your main number or operator The voice mail system also provides both personal and group distribution lists which let you send a voice mail to a defined group of people as easily as sending a voice mail to a single user Combining the ability to compose a voice mail message before sending it with a distribution list you can easily create and senda voice mail message to multiple users or lists NOTE The voice mail system can only save a certain number messages as configured by your service provider If the maxium number of messages is reached and you receive
10. e Press 2 to record their name so that the call can be announced If they enter anything other than the menu options they will be prompted two more times to enter a valid menu option If they do not select a valid option in the allowed time the call is dropped Entering an Access Code If a caller presses 1 they are asked to enter an access code which can be either the Access Code or one of the codes in the Selective Call List followed by the key A prompt tells them to wait while the call is completed Linksys SPA 941 Telephone User Guide System Telephone Features 45 620 05600390 Privacy Guard If an invalid access code is entered the caller will be prompted two more times to enter a valid access code If they do not enter a valid access in the allowed time the call is dropped Recording a Name If a caller presses 2 they are asked to record either their name or their company name and press the key After playing the beep the system will record up to 5 seconds When the user presses or the recording time ends a prompt tells them to wait while the call is completed The system records whatever is spoken during the 5 seconds which can be either the caller s name or silence If the caller does not record a name no name will be spoken when you answer the call Answering Privacy Guard Call Once a caller has entered an access code or recorded their name the call will ring on your phone If you have a display and
11. is disabled and the phone hangs up Call Forward Busy Call Forward Busy allows you to forward calls arriving at your phone while it is busy to be forwarded to the number you enter Calls will not ring at your phone and will be sent to the number entered as the forward destination Calls forwarded to an external number 7 or more digits that are unanswered will roll over to voice mail if available at that number Calls forwarded to an internal number 4 to 6 digit extension that are unanswered will roll over to voice mail if available for the called party not the forwarding destination External forwarding must be supported by your system for external numbers to be accepted Be sure to include the access code for an outside line and the area code if necessary with the external number Up to 20 digits may be entered NOTE If an incoming call is marked Urgent then the call will not be forwarded Linksys SPA 941 Telephone User Guide System Telephone Features 21 620 05600390 Call Forward Busy Enabling Call Forward Busy NOTE The display will show the available options as the prompts are played Depending on available space on the display the final entry usually for re enter or exit may not appear completely 1 Press 76 on the telephone keypad and press the dial soft key e If you do not have a previously configured forward number you will be instructed to enter a forwarding number and press e
12. see step 7 e Press to return to the voice mail main menu see step 8 6 Ifyou pressed 1 enter your custom operator number press and listen to the confirmation announcement 7 Ifyou pressed 2 listen to the announcement that your default custom operator has been restored 8 Ifyou pressed listen to the voice mail main menu NOTE Entered numbers must match a valid dial plan i e extensions must match your 4 5 or 6 digit plan or a valid outside number including all necessary access and area code numbers cannot be the same extension as your mail box and you must be able to dial the number entered from your phone You will receive an error message if you enter an invalid number or are not allowed to enter a long distance number as your custom operator 110 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Marking a Message as Urgent TIP If you cannot make long distance calls from your phone and attempt to enter a long distance number as the custom operator without the access codes the system will accept the digits but when the caller presses zero 0 the call will be disconnected Replaying a Message To replay a voice mail message press 8 Saving a Message To save a voice mail message press 7 NOTE When you save a voice mail message the message is moved to the saved messages and is unavailable until you exit and re enter voice mail Skipping to the Next Message To ski
13. the allowed time or if you hang up without making a choice the system plays the announcement that you are unavailable and disconnects the call Enabling Disabling Privacy Guard The T6000 system allows you to turn the Privacy Guard feature on and off i e decide when calls without Caller ID information will be screened Disabling turning off the feature does not delete any access codes already entered for the feature 1 Press 88 on the telephone keypad 2 Press the dial soft key or pick up the handset A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices 3 Press 1 to enable Privacy Guard if it is disabled or to disable the feature if it is enabled 4 Choose another option or hang up Managing the Access Code Your 3 digit Access Code is managed using the keypad on your telephone You can change the code at any time and can listen to your chosen number if you forget what you set Changing the Access Code 1 Press 88 on the telephone keypad 2 Press the dial soft key or pick up the handset A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices Press 2 to set or change the 3 digit Access Code Enter the Access Code by pressing the desired digit keys on the telephone keypad Press to save the entry or to exit without saving Select a menu item or hang up Listening to Access Code 1 Press 88 on the t
14. to be transferred to the auto attendant or to your designated alternate phone number NOTE This feature is not supported for stand alone mailboxes To hear or change where pressing zero 0 goes follow these steps 1 Access the voice mail system Press 8 to hear or change your custom operator selection You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection NOTE If a custom operator is not available you will hear a message to that effect 4 Doone of the following e Press 1 to change your custom operator number see step 5 e Press 2 to restore the default custom operator see step 6 e Press to return to the voice mail main menu see step 7 5 Ifyou pressed 1 enter your custom operator number press and listen to the confirmation announcement 70 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Compose and Send a Message 6 Ifyou pressed 2 listen to the announcement that your default custom operator has been restored 7 Ifyou pressed listen to the voice mail main menu NOTE Entered numbers must match a valid dial plan i e extensions must match your 4 5 or 6 digit plan or a valid outside number including all necessary access and area code numbers cannot be the same extension as your mail box and you must be able to dial the number entered from your phone You will receive an error messa
15. to exit without enabling forwarding e Callis not answered Prompt explains call not connected and asks you to press to enable the forwarding number or to exit without enabling forwarding e Answering machine or voice mail answers Press to escape and then press to enable the forwarding number or to exit without enabling forwarding 8 Forwarding for all calls is enabled Disabling Call Forward No Answer 1 Press 79 on the telephone keypad 2 Press the dial soft key 3 Call forwarding all is disabled and the phone hangs up Call Forward Out of Service Call Forward Out of Service allows you to forward for your phone when it is out of service to the number you enter Calls will not ring at your phone and will be sent to the number you entered as the forward destination You can forward calls to an IP or non IP phone Calls forwarded to an external number 7 or more digits that are unanswered will roll over to voice mail if available at that number Calls forwarded to an internal number 4 digit to 6 digit extension that are unanswered will roll over to voice mail if available for the called party not the forwarding destination 24 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Enabling Call Forward Out of Service External forwarding must be supported by your system for external numbers to be accepted Be sure to include the access code for an outside line and the area cod
16. 3 Review message listen to recorded message 4 Set message options for options see Voice Mail Message Options List on page 64 star Return to main voice mail menu Voice Mail Features Default Menu 63 Accessing Your Voice Mail Table 7 Voice Mail Message Options List Access Code Function Marks message as Urgent Marks message as Private it cannot be forwarded Requests Return Receipt you are notified recipient as accessed the message 9 Clears all options star Return to main voice mail menu NOTE Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the message NOTE Selecting any of the numbered options immediately returns to the Voice Mail Compose List This is also true for callers leaving voice mail who select options after leaving their voice mail Table 8 Voice Mail Custom Operator Zero Out List Access Code Function 1 Change number of custom operator zero out target 2 Restore default number of custom operator zero out target star Return to main voice mail menu Accessing Your Voice Mail You can access your voice mailbox from several different sources e Your phone e Any other internal phone e Any touchtone phone outside your office e The
17. 63 or 83 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices Press 5 to list telephone numbers of members who will be forwarded Press to hear the next number or press to return to the Selective Call Forward menu As long as you press for the next number the system will scroll through the list of member numbers starting over with the first number after the last number is spoken 5 Repeat the previous two steps until you have heard as many of the numbers as you want 6 Press to return to the Selective Call Forward menu when you are finished listening to member numbers 7 Select another menu item or hang up Linksys SPA 941 Telephone User Guide System Telephone Features 55 620 05600390 Selective Call Forward Deleting Forwarded Phone Numbers 10 11 12 13 14 15 Press 63 or 83 Press the dial soft key or pickup the handset A voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices Press 6 to delete telephone numbers from the list of numbers which will be forwarded The voice prompt provides options for deleting members including e Press 1 if you know the number to delete see Step 4 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 14 e Press to return to the Selective
18. A Menu 91 620 05600390 Replaying a Message 6 Ifyou pressed 2 listen to the announcement that your default custom operator has been restored 7 Ifyou pressed listen to the voice mail main menu NOTE Entered numbers must match a valid dial plan i e extensions must match your 4 5 or 6 digit plan or a valid outside number including all necessary access and area code numbers cannot be the same extension as your mail box and you must be able to dial the number entered from your phone You will receive an error message if you enter an invalid number or are not allowed to enter a long distance number as your custom operator TIP If you cannot make long distance calls from your phone and attempt to enter a long distance number as the custom operator without the access codes the system will accept the digits but when the caller presses zero 0 the call will be disconnected Replaying a Message To replay a voice mail message press 4 Saving a Message To save a voice mail message press 9 NOTE When you save a voice mail message the message is moved to the saved messages and is unavailable until you exit and re enter voice mail Skipping to the Next Message To skip to the next voice mail message e Press while listening to the message header e Press while listening to the message e Press while listening to the message handling options Linksys SPA 941 942 Telephone User Guide 92 Voice Mail
19. Call Forward menu Press 1 to remove a specific number Enter the number with no spaces dashes or special characters followed by the key Press to save the entry delete it from your list or press to cancel the entry Select another menu item or hang up Press 2 to hear the list of number and have the option to delete them as you go through the list The voice prompt announces the list speaks the first number and prompts you to press 1 to delete it to hear the next number or to return to the Selective Call Forward menu Press until you find the number you wish to delete Press 1 to delete the number The number is deleted immediately and the next number in the list is announced Press 1 to delete it to hear the next number or to return to the Selective Call Forward menu Repeat the previous three steps until you have found and deleted as many of the numbers as you want Press to return to the Selective Call Forward menu or hang up Press 3 to immediately delete all member numbers The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Selective Call Forward menu 56 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Programming a Speed Dial Key 16 Select another menu item or hang up Speed Dial The Linksys SPA 941 provides speed dial buttons that can be programmed through the Linksys phone menu or preset by
20. Features 11 Using the Speakerphone 12 Basic Phone Features Linksys SPA 941 942 Telephone User Guide 620 05600390 System Telephone Features This chapter contains an alphabetical summary of all features that may be provided on your telephone You will only be able to use those features that have been configured on to your telephone by the system administrator NOTE The features on your phone are set by the service provider It is possible that some system features are not provided for your phone If you do not have a feature listed in this chapter and would like to have it on your phone contact your service provider for help Feature Activation Digit Some features require you to dial an activating digit followed by a numeric code example 588 The default value for this activating digit is 5 and it is used throughout this document However your system administrator may choose to use another digit for this function In that case substitute your activating digit for the default Operation of all features will be exactly the same NOTE The feature codes star codes listed in these procedures are the default values for your phone system at the time of installation They may be changed by your service provider Any list of feature codes given to you by your service provider should be used in place of the codes listed here Abbreviated Dial This feature lets a you create modify delete verify and use a personal list of
21. Mail Features Default Menu 79 Exiting the Voice Mail System 80 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Voice Mail Features Option A Menu You can access the voice mail system on your phone by dialing 09 or by pressing the Voice Mail button System settings determine the number and length of voice mail messages that are stored in your voice mailbox If supported by your system callers can press 0 while they are in your mailbox to transfer to your main number or operator The voice mail system also provides both personal and group distribution lists which let you send a voice mail to a defined group of people as easily as sending a voice mail to a single user Combining the ability to compose a voice mail message before sending it with a distribution list you can easily create and senda voice mail message to multiple users or lists NOTE The voice mail system can only save a certain number messages as configured by your service provider If the maxium number of messages is reached and you receive a new voice mail message it will not be stored You must delete some old voice mail messages to receive any more Menus and Commands The following commands allow you to access your voice mail system Table 9 Voice Mail Menu Keys Access Code Function Top Menu 1 Play inbox messages 2 Compose a message 3 Play saved mes
22. Menu 94 Option B Menu 112 Editing Voice Mail Distribution Group Default Menu 76 Option A Menu 98 Option B Menu 116 Exiting Voice Mail Default Menu 79 Option A Menu 100 Option B Menu 119 Forwarding a Message Default Menu 72 Option A Menu 93 Option B Menu 111 Introduction Default Menu 61 Option A Menu 81 Option B Menu 101 Listening to Your Greetings Default Menu 74 Option A Menu 95 Option B Menu 114 Managing Distribution Groups Available Options Default Menu 75 Available Options Option A Menu 97 Available Options Option B Menu 115 Default Menu 75 Option A Menu 97 Option B Menu 115 Menus and Commands Default Menu 61 Option A Menu 81 Option B Menu 101 Modifying Voice Mail Distribution Group Default Menu 76 Option A Menu 98 Option B Menu 116 Pager Notification Information Received Default Menu 75 Information Received Option A Menu 96 Information Received Option B Menu 115 Personal Greetings Default Menu 73 Option A Menu 94 Option B Menu 113 Receiving Pager Notification Default Menu 74 Option A Menu 96 Option B Menu 114 Recording a Personalized Mailbox Greeting Default Menu 74 Option A Menu 95 Option B Menu 113 Replaying a Message Default Menu 71 Option A Menu 92 Option B Menu 111 Returning to Auto Attendant Default Menu 70 Option A Menu 91 Option B Menu 109 Returning to Operator Default Menu 70 Option A Menu 91 Option B Menu 109 Saving a Message Default Menu 71 Option A Menu 92 Option B Menu 111
23. The message you receive reads as follows Subject Voice Mail from calling party Body the text entered by the system administrator i e Please call me need to talk to you NOTE If the system administrator left the body text empty you get as the body calling party called you on date at time Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created Corporate customer distribution lists are created by an administrator or a user with access to a customer s main number voice mail box and are available for use by all of a customer s users By default corporate group number 10 in each customer partition is named Everyone includes all mailboxes within a company and is available to all users The Everyone group is updated whenever a mailbox assigned to the customer partition is added or deleted Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 75 620 05600390 Managing Distribution Groups The following options are available when you access the distribution groups menu item e List all distribution groups e Create a group e Edit a group e Delete a group e Return to the main menu Creating a New Group 1 Access the voice mail system 2 Press 6 for distribution groups 3 Press 3 to create
24. a menu item or hang up 6 Ifyou pressed 2 do the following a The first number in the Selective Call List is played b Press 1 to delete the number or to hear the next number c Repeat these steps until you are finished deleting numbers d Press to exit e Select a menu item or hang up 7 Ifyou pressed 3 all numbers in the list are immediately deleted and you return to the main menu Lb CAUTION There is no confirmation for deleting all numbers in the Selective Call List As soon as you press 3 all numbers are deleted Be very sure this is what you want to do before pressing 3 8 Select a menu item or hang up Linksys SPA 941 Telephone User Guide System Telephone Features 49 620 05600390 Redial Redial This feature lets you redial the last number internal or external that you dialed Using the Phone 1 Press the redial soft key 2 Use the up and down scroll keys to highlight a number to call 3 Press the dial soft key 4 Speak to the called party Using Star Codes 1 Dial 07 and press the dial soft key or pick up the handset 2 Speak to the called party Remote Access to Call Forwarding This feature allows you to call a DID number from any telephone and set change or cancel the destination phone number that is the forwarding target for all incoming calls to your telephone Contact your system administrator for the DID number to call to make use of this feature Setting or Changing Remote Forw
25. become available e When a line becomes available the system automatically dials the external number for you Linksys SPA 941 Telephone User Guide System Telephone Features 31 620 05600390 Intercom Calls Receive Only Intercom Calls Receive Only Incoming Intercom calls are announced by a brief dial tone followed by the intercom tones A tone is played every 60 seconds during active intercom calls Meet Me Conference 32 If supported by your system Meet Me Conferencing provides the ability to schedule conference calls where the moderator who has control of the conference and other members internal or external call into the conference and are connected at the appropriate time to carry on the conference call Moderators can do any of the following e Schedule a conference e Cancel a conference e Modify a conference e List all conferences Check with your system administrator to find out if you are authorized to schedule Meet Me Conferences The default internal access number is 523 but check with your system administrator if the default does not work for your system If a DID number was created for outside access you can dial in from an external telephone to schedule Meet Me Conferences Your system administrator can provide you with the external access number Anyone can join Meet Me Conferences from both internal and external telephones by dialing the correct numbers and entering the required ID The default intern
26. conference is muted after the announcement that the conference is active Members of the conference will hear the join tone and the caller s name Locking a Conference Call Locking a meet me conference prevents additional callers from joining the conference Unlocking the conference allows additional callers to join the conference 36 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Scheduling a Meet Me Conference The Lock function is toggled from the keypad by pressing 4 to enable or disable the lock function When the moderator locksor unlocks a conference only the moderator will hear an announcement that the conference has been locked or unlocked Callers who try to join the conference when it is locked hear an announcement that the conference is locked and they should contact the moderator for assistance Raising Lowering Hands in a Conference Call NOTE The moderator must be using the Meet Me Moderator Floor Control application in the Web Portal to see and acknowledge raised hands If you are a member of a meet me conference you can ask to be recognized or respond to a moderator s question by raising and lowering your hand in a virtual manner e Press 8 to raise your hand e Press 9 to lower your hand Raising your hand can be used to ask for permission to speak when the conference has been muted It can also be used if the moderator wants to poll partiticpants and asks for a show of han
27. digits of the Abbreviated Dial code to modify followed by or press to exit Dial the phone number you want to assign to this Abbreviated Dial code followed by the sign or press to cancel The phone number you entered for this Abbreviated Dial number is repeated back NOTE Be sure to enter all the numbers normally required to dial the call This includes 6 the area code for long distance calls and may include the area code for local calls in some areas Press to save the changes or to exit without saving Program or verify another Abbreviated Dial code or hang up to exit Deleting an Abbreviated Dial Code 1 Press 75 14 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Verifying an Abbreviated Dial Number 2 Press the dial soft key or pickup the handset A voice prompt will lead you through the remaining steps Press 1 to program set the Abbreviated Dial code 00 99 Press the digits of the Abbreviated Dial code to delete followed by the sign A confirmation message tells you No number was entered 5 Program or verify another Abbreviated Dial code or hang up to exit Verifying an Abbreviated Dial Number Press 75 Press the dial soft key or pickup the handset Press 2 to verify check an Abbreviated Dial code 00 99 Press the Abbreviated Dial code you wish to verify eS The phone number you entered for this Abbreviated Dial number is repeated ba
28. email program on your PC password required From your phone 1 Press the messages button or dial 09 to access your voice mail system 64 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 From any other internal phone 2 If you dialed 09 press the Dial soft key or line or speaker button or pickup the handset 3 Enter your password if required If you have new voice mail the messages are identified and played Other wise you will be prompted with choices to play your inbox messages play your saved messages change your password playback your greetings record new greetings or exit the voice mail system 4 Press the corresponding digit on your phone to select the desired voice mail function From any other internal phone 1 Dial 555 or the code provided by your system administrator NOTE Some phones may require a after the dialed digits in order to dial the number If you do not hear the greeting immediately after dialing the last digit Press to complete dialing You hear a welcome greeting and are prompted to enter your extension number 2 Enter your extension number You are prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your p
29. keypad Press the dial soft key Pickup the handset or press the line or Speaker button Be SS Dial the ringing extension number to begin speaking with the caller Group Call Pickup Group Call Pickup lets you answer another phone that is in your Call Pickup Group Both phones must be members of the same Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are 1 Press 06 on the telephone keypad 2 Press the dial soft key 3 Pick up the handset or press line or Speaker button 4 Begin speaking with the caller 26 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Group Call Pickup Call Return Using this feature dials the telephone number of the last incoming call However if the caller is shown as Unknown then Call Return will not work Press 69 on the telephone keypad Press the dial soft key Pickup the handset or press a line or Speaker button a a A voice prompt will repeat the last incoming number You may press 1 to return the call or hang up 5 Ifyou entered 1 wait for the called party to answer Call Trace Call Trace allows you to record the telephone number of an offending call but must be performed immediately after the offending call is ended NOTE The feature will not work if Call Waiting is triggered while you are receiving the offending call 1 Hang up 2 Press 57 on the telephone keypad
30. list e Highlight an existing entry and click Edit to make changes NOTE If you have never configured Phone and Modem Options for your Windows computer the Area Code Rules field will be empty If you have setup Phone and Modem Options before for any device or application the previously entered information will be displayed Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 131 Configuring Windows for TAPI Edit Location General Area Code Rules CallingCard An area code rule determines how phone numbers are dialed from your current area code to other area codes and within your area code Area code rules AreaCode Prefixes Rule 214 All Dial area code 469 All Dial area code 972 All Dial area code Select a rule in the list above to view its description or click New to add a rule Description 7 Enter the three digit area code in the Area Code field for each area code where you have special rules that need to apply such as dialing all 10 digits within your area code or having multiple area codes that are not long distance by filling in the necessary information in the New Edit Area Code Rule dialog box NOTE Depending on whether you clicked New or Edit the dialog box will say either New Area Code Rule or Edit Area Code Rule If you clicked Edit the area code you highlighted will be displayed in the Area Code field Linksys SPA 941 942 Telephone User Guide 132 Set Up Outlook for
31. may make a selection or hang up MultiCall Park This feature lets you park more than one call from your phone or pick up a specific parked call When parked a call is assigned an ID number by the system This ID number makes Multicall Park possible Parking a call is similar to placing a call on hold except that when a call is parked you can pick up the parked call from anywhere in the system Once the call is parked the line is free again 1 Tell the caller that you are going to place them on hold Press the xfer soft key Enter 11 and press the dial soft key You will hear a prompt stating the extension where the call is parked NOTE Write down the Park Number because you will need to know it to retrieve this parked call 4 Hang up Music on Hold Your telephone provides crystal clear voice conversations However if you listen to music on hold you may notice that some types of music sound slightly distorted This is normal The FrameMaker system has been optimized to transmit and receive speech music contains a variety of sounds that are considerably higher and lower in pitch than the human voice so some of these musical sounds are not included in the audio signal Mute Press the Mute button g to turn off the speakerphone handset microphone during a conversation This way you can converse with someone else without the party on the phone hearing the conversation Press and hold the Mute button again to turn the speak
32. message and the recipient hangs up or skips to the next message before listening to the message Linksys SPA 941 942 Telephone User Guide 620 05600390 Voice Mail Features Option B Menu 103 Accessing Your Voice Mail NOTE Selecting any of the numbered options immediately returns to the Voice Mail Compose List This is also true for callers leaving voice mail who select options after leaving their voice mail Table 23 Voice Mail Custom Operator Zero Out List Access Code Function 1 Change number of custom operator zero out target 2 Restore default number of custom operator zero out target star Return to main voice mail menu Table 24 Voice Mail Malbox Options List Access Code Function Change Password Custom Operator Assistant Personal Distribution Groups Record Name CO MD oO N Main Menu Accessing Your Voice Mail You can access your voice mailbox from several different sources e Your phone e Any other internal phone e Any touchtone phone outside your office e The email program on your PC password required From your phone 1 Press the messages button or dial 09 to access your voice mail system 2 If you dialed 09 press the Dial soft key or line or speaker button or pickup the handset 3 Enter your password if required If you have new voice mail the messages are identified and played Other wise you will be
33. number Include the area code if necessary Press A prompt asks you to confirm the forwarding number e Press to confirm e Press to re enter the forwarding number 20 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Disabling Call Forward All If you entered an external number but are not allowed to forward calls to external numbers a prompt states the number is invalid and requests you enter a number If you pressed return to step 2 or hang up If you pressed you are offered the option to verify the forwarding number e Press 1 to verify the number you entered e Press 2 to enable the number Go to step 8 7 Ifyou pressed 1 the forwarding number is dialed e Call is answered by a person Explain your call have them hang up and then press to enable the forwarding number or to exit without enabling forwarding e Call is not answered Press to end the verification attempt A prompt explains the call is not connected and asks you to press to enable the forwarding number or to exit without enabling forwarding e Answering machine or voice mail answers Press to escape A prompt explains the call is not connected and asks you to press to enable the forwarding number or to exit without enabling forwarding 8 Forwarding for all calls is enabled Disabling Call Forward All 1 Press 73 on the telephone keypad 2 Press the dial soft key 3 Call forwarding all
34. phone is forwarded to another number NOTE If an incoming call is marked Urgent then the call will not be forwarded Calls forwarded to an external number 7 or more digits that are unanswered will roll over to voice mail if available at that number Calls forwarded to an internal number 4 digit to 6 digit extension that are unanswered will roll over to voice mail if available for the called party not the forwarding destination External forwarding must be supported by your system for external numbers to be accepted Be sure to include the access code for an outside line and the area code if necessary with the external number Up to 20 digits may be entered Enabling Call Forward All NOTE The display will show the available options as the prompts are played Depending on available space on the display the final entry usually for re enter or exit may not appear completely 1 Press 72 on the telephone keypad and press the dial soft key e If you do not have a previously configured forward number you will be instructed to enter a forwarding number and press e If you previously configured a forwarding number you will be instructed to do one of the following e Press 1 to enable forwarding Go to step 8 e Press 2 to change the current forwarding number Go to step 2 2 Enter the number to which you want to forward all your calls Be sure to enter the number exactly as you would if you were to call that
35. press NOTE To edit group corporate or company distribution lists you must be in the mailbox for your company s main number If the group does not exist the user will hear The group number xx does not exist Please try again Listing All Group Members If you pressed 1 for a list of all distribution group members the following happens 1 The total number of members in the group is announced The extension of each member is announced Press to skip to the next entry in the list before the number being announced is finished Adding a Member to the Group If you pressed 2 to add a distribution group member do the following 1 After the prompt enter the extension number of the member you wish to add 2 Press the sign e The extension number you entered is played back to you for confirmation 3 Press the key to add the user or key to cancel e If you press and the member does not exist you will hear The member has been successfully added to this group e If you press and the member already exists you will hear The member already exists in this group please try again e Ifyou press you will be asked to reenter the extension number to add Deleting a Group Member If you pressed 3 to delete a distribution group member do the following 1 After the prompt enter the extension number of the member you wish to delete 2 Press the sign e The extension number you entered is played b
36. silence while holding 2 To resume the conversation press the red blinking line button NOTE Starting one minute after the party is on hold and occurring each minute after that you will hear 3 ring sounds This is to remind you that you have a call on hold For more details on handling two calls at once see Switching Between Held Calls on page 28 Hold on Queuing This feature allows you to wait for a busy outgoing line to become available When you try to make an external call and all outgoing lines are unavailable you will hear a recorded announcement e Hold for a line to become available e When a line becomes available the system automatically dials the external number for you Hunt Groups The Hunt Group feature allows the system to distribute calls made to a specific pilot number or to any member of a defined group based on the specified hunting order If you have a phone with a display you will see either the caller ID for the call or the hunt group name depending on how your hunt group is configured Your system administrator or manager should tell you if you are a member of a hunt group who the other members are and what should appear on your phone s display if you have a display This feature allows you to wait for a busy outgoing line to become available When you try to make an external call and all outgoing lines are unavailable you will hear a recorded announcement e Hold for a line to
37. the length of the conference call in 15 minute increments e g 15 30 45 etc followed by the key Enter the number of participants conference ports to reserve followed by the key The system repeats your conference call settings to you as You have requested to reserve a conference call for day of week date at time with a duration of X minutes and X ports Press the key if the information is correct otherwise press 1 to re enter the conference call parameters Getting a List of Meet Me Conferences You can listen to a list of Meet Me Conferences you have scheduled as a moderator you may need to do this to find the moderator ID for a conference in case you need to modify or delete the conference or the guest ID to distribute it to the attendees 1 If dialing internally dial the Meet Me Schedule number default is 523 Otherwise dial the ten digit conference access number Linksys SPA 941 Telephone User Guide System Telephone Features 39 620 05600390 MultiCall Park Either press the dial soft key or pick up the handset Press 4 to list all conference call reservations The system announces the number of conference reservations you currently have and then announces each conference providing the day of week and date time duration ports moderator ID and guest ID After the last confer ence listing the system informs you that there are no more conferences 4 The conference menu is played and you
38. up to 100 Abbreviated Dial codes Abbreviated Dial codes must be entered as two digits when programming and dialing Example enter 04 instead of 4 Creating an Abbreviated Dial Code 1 Press 75 2 Press the dial soft key or pickup the handset A voice prompt will lead you through the remaining steps Press 1 to program set the Abbreviated Dial code Press the digits 00 99 you wish to use as the Abbreviated Dial code or enter to exit Linksys SPA 941 Telephone User Guide System Telephone Features 13 620 05600390 Abbreviated Dial Dial the phone number you want to assign to this Abbreviated Dial code followed by The phone number you entered for this Abbreviated Dial number is repeated back NOTE Be sure to enter all the numbers normally required to dial the call This includes 6 the area code for long distance calls and may include the area code for local calls in some areas Press to save or to exit without saving Program or verify another Abbreviated Dial code or hang up to exit Using an Abbreviated Dial Code 1 2 3 Press 3 then the desired Abbreviated Dial code 00 99 Press the dial soft key or pickup the handset Wait for the called party to answer Modifying an Abbreviated Dial Code 1 2 Press 75 Press the dial soft key or pickup the handset A voice prompt will lead you through the remaining steps Press 1 to program set the Abbreviated Dial code 00 99 Press the
39. user with access to a customer s main number voice mail box and are available for use by all of a customer s users By default corporate group number 10 in each customer partition is named Everyone includes all mailboxes within a company and is available to all users The Everyone group is updated whenever a mailbox assigned to the customer partition is added or deleted The following options are available when you access the distribution groups menu item e List all distribution groups e Create a group e Edit a group Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 115 620 05600390 Managing Distribution Groups e Delete a group e Return to the main menu Creating a New Group Access the voice mail system Press 16 for Mailbox Options Press 6 for distribution groups Press 3 to create a group oe aa Enter the number of the group to be created and record the name of the group e The group number must be from the allowed range and cannot already exist as a group e If the voicemail account is corporate then allowed range is 10 79 e If the voicemail account is personal then the allowed range is 80 99 Press to confirm or to cancel Enter the extension number of one of the members of the group Press key ee a Repeat steps the previous two steps until all members are added 10 Press the key again TIP A group can be created without any members in it Memb
40. voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices Press 2 to enter the forwarding number destination for forwarded calls Enter the forwarding number followed by the key Press to save the entry add it to your list or press to cancel the entry Select another menu item or hang up 54 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Identifying the Forwarding Destination Number Identifying the Forwarding Destination Number Press 63 or 83 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices 3 Press 3 to hear the forwarding number destination for forwarded calls The voice prompt tells you the forwarding number and you are returned to the Selective Call Forward menu Adding Forwarded Phone Numbers 1 Press 63 or 83 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices 3 Press 4 to add telephone numbers to the list of members who will be forwarded 4 Enter the number with no spaces dashes or special characters followed by the key Press to save the entry add it to your list or press to cancel the entry Select another menu item or hang up Listing Forwarded Phone Numbers 1 Press
41. 00390 Access Codes Access Codes Privacy Guard provides the ability to create two kinds of access codes that you can give to family members friends or business associates to allow them to identify themselves if they call and their caller ID is not available You decide who gets which code For phones with a display access codes are shown on the display as shown Privacy Guard lt access code gt The Access Code is a 3 digit code that when required is entered followed by the key There is only one Access Code The Selective Caller List is a list of up to ten codes Each code must be 10 digits When required a caller enters the code followed by the key NOTE When creating the codes for the Selective Caller List you want codes that are easy for the caller to remember and use If the code will be used for an individual you might want to use the phone number most commonly used by that person If it is for a group of people or a business use a number that will be easy for them to use and you to recognize such as a main business number Caller Actions When Privacy Guard is enabled calls that do not have any Caller ID information are automatically answered and the caller hears an announcement followed by a series of prompts The announcement explains you do not accept unidentified calls and that their Caller ID information was not received They are instructed to do one of the following e Press 1 to enter an access code
42. 1 the forwarding number is dialed e Call is answered by a person Explain your call have them hang up and then press to enable the forwarding number or to exit without enabling forwarding e Call is not answered Prompt explains call not connected and asks you to press to enable the forwarding number or to exit without enabling forwarding Linksys SPA 941 Telephone User Guide System Telephone Features 25 620 05600390 Call Pickup e Answering machine or voice mail answers Press to escape and then press to enable the forwarding number or to exit without enabling forwarding 8 Forwarding for all calls is enabled Disabling Call Forward Out of Service 1 Press 71 on the telephone keypad 2 Press the dial soft key 3 Call forwarding all is disabled and the phone hangs up Call Pickup This feature lets you use one phone to answer another phone that is ringing There are two types of Call Pickup Directed Call Pickup and Group Call Pickup Both phones must be members of the same Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are Directed Call Pickup Directed Call Pickup lets you answer another phone from your phone when you hear the other phone ringing Both phones must be members of the same Directed Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are Press 12 on the telephone
43. 2 Web Portal Deactivation 53 Remote VOISS Phone Dial in Support for Remote Phone 52 Web Portal Support for Remote Phone 52 T TAPI Configuring Outlook to use 136 Set up Outlook for 121 Using to call from Outlook 121 Telephone Settings Adjust Ringer Volume 5 Adjusting the Volume 5 Telephone Components Descriptions 1 Telephone Features 13 Abbreviated Dial 13 Create Abbreviated Dial Code 13 Delete Abbreviated Dial Code 14 Modify Abbreviated Dial Code 14 Use Abbreviated Dial Code 14 Verify Abbreviated Dial Code 15 Anonymous Call Rejection 15 Disable 15 Enable 15 Authorization Code Calling 15 Billing Codes 16 Blind Transfer 16 Call Block Add Members 18 Add Number of Last Call 17 Delete Members 18 Disable 17 Enable 17 List Members 18 Call Block Selective Call Rejection 17 Call Forward All Calls 20 Call Forward Busy 21 Disable 23 Enable 22 Call Forward No Answer 23 Disable 24 Enable 23 Call Forward Out of Service 24 Disable 26 Enable 25 Call Pickup 26 Call Return 27 Call Trace 27 Call Waiting 27 Answering the Second Call 28 Suspending 28 Switch Between Calls 28 Caller ID Block 29 Conference 29 Tips 29 Directed Call Pickup 26 Group Call Pickup 26 Group Speed Dial 30 Hold 30 Hold on Queuing 31 Hunt Groups 31 Intercom Calls Receive Only 32 Meet Me Conference 32 Adding More Ports to an Active Conference 35 Cancel Delete 38 Dialing in to Join 32 Dialing in Too Early 35 Dropping 36 Entering an Incorr
44. 3 Press the dial soft key 4 Pick up the handset or press a line or the Speaker button The last number that called you is traced After you initiate Call Trace a recording informs you if the trace succeeded and provides you with an 800 number you can use to take legal action Your phone number and the caller ID of the offending caller is recorded in the phone system s Call Data Record CDR Check with your service provider to retrieve the phone number of the traced call from the CDR Note the time and date that you traced the call as this will help the system administrator find the call in the CDR file Call Waiting If your phone is configured with Call Waiting you can answer an incoming call without disconnecting from the current call If a call comes in while you are on the phone you will hear a single beep repeated approximately every ten seconds Linksys SPA 941 Telephone User Guide System Telephone Features 27 620 05600390 Call Waiting with Caller ID NOTE If your phone is configured to be part of a Hunt Group it will skip to the next phone in the hunt group before you will be able to pick up the second incoming call Answering the Second Call To answer a second call without ending the current call press the red blinking line key The first call is automatically placed on hold and you are connected to the incoming call Switching Between Held Calls To switch between calls press the red blinking line button
45. 4 Access Codes 45 Answering Call 46 Caller Actions 45 Entering Access Codes 45 Recording Name 46 Disabling 47 Enabling 47 Managing Access 47 Managing Access Codes Changing the Code 47 Listening to Codes 47 Selective Call List 48 Adding Numbers 48 Deleting Numbers 49 Listening to Numbers 48 R Receiving Pager Notification 74 96 114 Recording Personalized Voice Mailbox Greetings Default Menu 74 Option A Menu 95 Option B Menu 113 Redial 8 Phone Feature Buttons 50 Star Codes 50 Remote Access to Call Forwarding 50 Canceling Remote Forwarding 50 Setting or Changing Remote Forwarding 50 Remote Phone 51 Dial in Deactivation 52 Web Portal Deactivation 53 with Find Me 53 Remote VOISS Phone Dial in Support for Remote Phone 52 Web Portal Support for Remote Phone 52 Replaying a Voice Mail Message Default Menu 71 Option A Menu 92 Option B Menu 111 Replying to Voice Mail Messages Default Menu 72 Option A Menu 93 Option B Menu 112 Ringer Adjust Volume 5 Ringer Patterns 30 Distinctive Ring 30 External Ring 30 Internal Ring 30 Priority Ring 30 S Saving a Voice Mail Message Default Menu 71 Option A Menu 92 Option B Menu 111 Selecting a Dialing Mode Line Button Indicators 6 Selective Call Forward 53 Add Forwarded Numbers 55 Delete Forwarded Numbers 56 Disable 54 Enable 54 Enter Forward Number 54 Identify Forwarding Destination Number 55 List Forwarded Numbers 55 Sending a Voice Mail Message Directly to an Extension Defa
46. 4 key and highlight the Directory entry and press the select softkey Press the add softkey Use the number pad to enter the following e Name use 0 for a space e Number use the scroll down key to select the field e Ring type if desired press the option softkey to change the ring Click the save softkey to save the entry Press the cancel softkey twice to exit the Directory menu To add a received call to the directory 1 Press the Settings 4 key and highlight the Call History entry and press the select softkey 2 Use the scroll key to highlight one of the lists from which you want to add a call to the directory Linksys SPA 941 942 Telephone User Guide Basic Phone Features 9 620 05600390 Using the Speakerphone e Redial List e Answered Calls e Missed Calls Press the select softkey 4 Press the More key once to where you can press the save softkey The information is saved in the phone s Directory Dialing from the Directory You can dial any of the phone numbers you have stored in the phone s Directory 1 Press the Settings 4 key and highlight the Call History entry and press the select softkey 2 Use the scroll key to highlight one of the lists e Redial List e Answered Calls e Missed Calls 3 Use the scroll key to select the desired call that you would like to dial 4 Either lift the handset or press the dial softkey or the Speaker or Headset key to dial the selected entry or press ca
47. 620 05600390 Release 5 6 2 Z TEKELEC LINKSYS SPA 941 OR SPA 942 TELEPHONE USER GUIDE www tekelec cOmM E Tekelec Inc 3605 E Plano Parkway Suite 100 Plano TX 75074 2005 Tekelec Inc All rights reserved T100 T300 T6000 T7000 T8000 and T9000 are trademarks of Tekelec Inc Trademarks of Tekelec Inc include e Tekelec Inc Tekelec e drylSE e ISE e OpenManager All products names and services are trademarks and registered trademarks of their respective companies Music BG_EASY WAV BG_LIGHT WAV BG_JAZZ WAV IRELAND WAV JAPAN WAV LITLLITE WAV TRANCE WAV and P Copyright 1989 1997 Romeo Music International ALL RIGHTS RESERVED Disclaimer of Tekelec Inc Material contained in this document is subject to change without notice The material herein is solely for information purposes and does not represent a commitment by Tekelec Inc or its representatives Tekelec Inc has prepared the information contained in this document solely for use by its employees agents and customers Dissemination of this information and or concepts to other parties is prohibited without the prior written consent of Tekelec In no event will Tekelec be liable for any incidental or consequential damage in connection with the furnishing performance or use of this material Tekelec Inc reserves the right to revise this publication in accordance with formal change control procedure
48. 68 Option A Menu 89 Option B Menu 108 Steps Default Menu 68 Option A Menu 89 Option B Menu 108 Conference 29 Tips 29 Configuring Outlook to Use TAPI 136 Configuring Windows for TAPI 128 Setting Up TAPI 128 Connecting Your Telephone 3 Creating New Voice Mail Distribution Group Default Menu 76 Option A Menu 97 Option B Menu 116 D Delete Voice Mail Distribution Group Members Default Menu 77 Option A Menu 99 Option B Menu 117 Deleting a Voice Mail Message Default Menu 71 Option A Menu 93 Option B Menu 111 Deleting Voice Mail Distribution Group Default Menu 78 Option A Menu 99 Option B Menu 118 Dial Tones 30 Dialing Back a Caller Default Menu 73 Option A Menu 94 Option B Menu 112 Directed Call Pickup 26 Directory 9 Accessing 9 Adding Entries 9 Disable Call Forward All Calls 21 Distinctive Ring 30 Distribution Groups Add Members Default Menu 77 Option A Menu 98 Option B Menu 117 Change Name Default Menu 78 Option A Menu 99 Option B Menu 118 Creating Default Menu 76 Option A Menu 97 Option B Menu 116 Delete Members Default Menu 77 Option A Menu 99 Option B Menu 117 Deleting Default Menu 78 Option A Menu 99 Option B Menu 118 Editing Default Menu 76 Option A Menu 98 Option B Menu 116 List Members Default Menu 77 Option A Menu 98 Option B Menu 117 Listing Groups Default Menu 79 Option A Menu 100 Option B Menu 119 Modifying Default Menu 76 Option A Menu 98 Option B Menu 116 Play Name Default Menu
49. 78 Option A Menu 99 Option B Menu 118 E Editing Voice Mail Distribution Group Add Members Default Menu 77 Option A Menu 98 Option B Menu 117 Change Name Default Menu 78 Option A Menu 99 Option B Menu 118 Default Menu 76 Delete Members Default Menu 77 Option A Menu 99 Option B Menu 117 List Members Default Menu 77 Option A Menu 98 Option B Menu 117 Option A Menu 98 Option B Menu 116 Play Name Default Menu 78 Option A Menu 99 Option B Menu 118 Enable Call Forward All Calls Phone Feature Buttons 20 Ending Call 6 Exiting the Voice Mail System Default Menu 79 Option A Menu 100 Option B Menu 119 External Calls 6 External Dial Tone 30 External Ring 30 F Feature Activation Digit 13 Features 13 Features Table 2 Find Me with Remote Phone 53 Forwarding a Voice Mail Message Default Menu 72 Option A Menu 93 Option B Menu 111 G Group Call Pickup 26 Group Speed Dial 30 H Hands Free Calling with Speakerphone 10 Hanging Up 6 Hold 30 Hold on Queuing 31 How to Answer a Second Call 5 28 Answer the Phone 5 Hang up 6 Mark a Message as Urgent Default Menu 69 Option A Menu 90 Option B Menu 108 Reply to a Message Default Menu 72 Option A Menu 93 Option B Menu 112 Suspend Call Waiting 28 Use Controls While Playing Messages Default Menu 67 Option A Menu 88 Option B Menu 107 Hunt Groups 31 Installing TAPI 123 Intercom Calls Receive Only 32 Internal Calls 6 Internal Dial Tone 30 Internal Ring 30 Introd
50. Features Option A Menu 620 05600390 Marking a Message as Urgent Deleting a Message To delete a voice mail message press 7 NOTE When you delete a voice mail message the message is deleted but the caller ID and message received information date time etc remains in the inbox listing until you exit voice mail Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox follow these steps 1 Press 6 You hear a prompt to enter the number of the person s to whom you want to forward the message 2 Enter the phone number and then either e press to enter another number or e press if this is the only or last person to receive the forwarded message 3 You get a prompt to leave an introduction to the forwarded message a Record your introductory message To forward the voice mail immediately without an introductory message press immediately after the prompt b Press to accept the message 4 Choose one of the following options to finish forwarding e Press 1 to forward the message e Press 2 to change the introductory message e Press 3 to review the introductory message e Press 9 to mark urgent and forward e Press to cancel the forward Press at anytime to cancel the forward If you press you must reenter the extension s and any desired introduction Replying to a Message To reply to a message you receive 1 Press 2 to reply to the message You h
51. G 2 2c J 2 ie scchectial yas here penseccnasandhidesenetutenseostacsenamlecden 47 Managing the Selective Caller List cccccceeeseseccceeeeeeeeeeseeeeeceeeeeeseeneeneeeeeenees 48 Adding tothe LIST iiare eaea a a a actin hhas telnedtadedeaalnads 48 Listeningto the Listeye e a iadaa Tadi Taani Ria 48 Deleting from the LiSt cicegseletvedeoe she eek vac cacdeterd anansealey nc eeeveteneeioacheeeeceanelecees 49 Redial ROMS ne nen sae es nn Se ne ore OER Enea nena 50 Using TSR GG eto ct ace tae a A uma oath ahem ieee A aan alah AG 50 Using Star Codes s scigcccitesecceaccecsvesese sheet aaeeio eiiiai IEA EEan ienaa 50 Remote Access to Call Forwarding ssssssssssssssnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 50 Setting or Changing Remote Forwarding eeeeeeseeceeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaeees 50 Canceling Remote Forwarding cccecceeeeeeesseeeeeeeeeeeeeneeeeneeeeeneesersneneeeees 50 Remote PHON as aaeain ae areca apaapa eaaa daroe tates ace ida dania eipic 51 Dial in Setup of Remote Phone ccccccccscccacceecceeceeeceeceeeeeeeeceeeeeeeeeeeeeseeeeeeess 52 Deactivating Dial up Remote Phone sssssssseeeseseesesirirtteeeeriirrrrnesssrirnnnssssrereena 52 Web Portal Setup of Remote Phone c eeeeeeeseeeeeeeeeeeeeeneeseeeeseeeneeeeteeee 52 Deactivating Remote Phone via Web Portal eeseeeeeeeeeeeeeeerrreeeeerrrrrresssrreeen 53 Feature Interaction Remote Phone with Find Me
52. If you previously configured a forwarding number you will be instructed to do one of the following e Press 1 to enable forwarding Go to step 8 e Press 2 to change the current forwarding number Go to step 2 2 Enter the number to which you want to forward your calls when the line is busy Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary Press A prompt asks you to confirm the forwarding number e Press to confirm e Press to re enter the forwarding number If you entered an external number but are not allowed to forward calls to external numbers a prompt states the number is invalid and requests you enter a number If you pressed return to step 2 or hang up If you pressed you are offered the option to verify the forwarding number e Press 1 to verify the number you entered e Press 2 to enable the number Go to step 8 7 Ifyou pressed 1 the forwarding number is dialed e Call is answered by a person Explain your call have them hang up and then press to enable the forwarding number or to exit without enabling forwarding e Callis not answered Prompt explains call not connected and asks you to press to enable the forwarding number or to exit without enabling forwarding e Answering machine or voice mail answers Press to escape and then press to enable the forwarding number or to exit without enabling forwarding 8 Forward
53. Journal Entry when starting new call Call status On hook Start Call End Call Dialing Options Close 5 Click Start Call to dial the telephone number displayed in the Number field NOTE You cannot call four digit extensions from Outlook A complete 7 or 10 digit phone number must be used TIP Always check to be sure you have the correct number selected before Starting a call If you have multiple phone numbers entered for the person you are calling you must use the drop down list to select the number to call 6 The speaker on your telephone should be activated and you should hear ringing or a busy signal as the call is connected to the dialed number 122 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 T If the person you called answers carry on the conversation in the usual manner NOTE Do NOT click the Close button or icon in the New Call dialog box while carrying 8 on a conversation on the speakerphone if available on your phone Closing the New Call dialog box while using the speakerphone will end the call immediately Minimize the New Call dialog box or if you need to close the dialog box pick up the handset Picking up the handset moves control of the call to the physical phone from the computer under Outlook and TAPI End the call by hanging up the handset pressing the speaker button or clicking the Close button or icon in the New Call dialog box Ins
54. OTE To create group corporate or company distribution lists you must be in the mailbox for your company s main number Editing or Modifying a Group Access the voice mail system Press 6 for distribution groups Press 2 to edit a group Enter the number of the group to be edited ES SO NS a Press a number to select an option from the edit menu e List all members press 1 e Add a member press 2 e Delete a member press 3 e Play the group name press 4 e Change the name press 5 e Go back to the previous menu press NOTE To edit group corporate or company distribution lists you must be in the mailbox for your company s main number If the group does not exist the user will hear The group number xx does not exist Please try again Listing All Group Members If you pressed 1 for a list of all distribution group members the following happens 1 The total number of members in the group is announced The extension of each member is announced Press to skip to the next entry in the list before the number being announced is finished Adding a Member to the Group If you pressed 2 to add a distribution group member do the following 1 After the prompt enter the extension number of the member you wish to add 2 Press the sign e The extension number you entered is played back to you for confirmation 3 Press the key to add the user or key to cancel e If you press and the member does no
55. PA 941 942 Telephone User Guide Set Up Outlook for TAPI 129 Configuring Windows for TAPI Phone and Modem Options 2 The list below displays the locations you have specified Select the location from which you are dialing Locations Location Area Code O My Location 972 4 In the Edit Location dialog box click the General tab if not selected and do the following a Enter a Location name if desired boxed b Make sure the Country Region and Area Code information match your location and area code see arrows c Set the outside access digits in the Dialing Rules section to the digit that must be dialed to make an outside call circled 130 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 Edit Location General Area Code Rules I Calling Card Specify the location from which you will be dialing Country region lt gt Area code United States v 972 Dialing rules When dialing from this location use the following rules To access an outside line for local calls dial 9 To access an outside line for long distance calls dial 9 Use this carrier code to make long distance calls Use this carrier code to make international calls C To disable call waiting dial Dial using Tone Pulse 5 Click Apply 6 Click the Area Code Rules tab and do one of the following e Click New to add an area code to the
56. Press the dial soft key or pick up the handset A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices Press 5 to hear the numbers in the Selective Call List The first number in the Selective Call List is played Press to hear the next number Continue pressing until you have heard all the numbers When you reach the end of the list the system will take you back to the beginning of the list 48 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Managing the Selective Caller List 6 When you are done listening to numbers press to return to the main menu 7 Select a menu item or hang up Deleting from the List 1 Press 88 on the telephone keypad 2 Press the dial soft key or pick up the handset A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices 3 Press 6 to delete the numbers in the Selective Call List 4 Select from the available options e If you know the phone number you wish to delete press 1 e To hear a list of numbers to delete press 2 e To delete all numbers press 3 e To return to the main menu press the key 5 Ifyou pressed 1 do the following a Enter the number to remove b Press to remove or press to cancel return to the main menu c If you pressed the system repeats the number you entered d Press to delete the entry or to exit without saving e Select
57. Sending a Message Directly to an Extension Default Menu 73 Option A Menu 94 Option B Menu 112 Skipping the Mail Menu Default Menu 70 Option A Menu 91 Option B Menu 109 Skipping to the Next Message Default Menu 71 Option A Menu 92 Option B Menu 111 Voice Mail Distribution Group Listing Default Menu 79 Option A Menu 100 Option B Menu 119 Zero Out to Operator Default Menu 70 Option A Menu 91 Option B Menu 110 Voice Mailbox Greetings Listening to Personalized Default Menu 74 Option A Menu 95 Option B Menu 114 Recording Personalized Default Menu 74 Option A Menu 95 Option B Menu 113 Volume Adjusting the Volume 5 Ringer 5 WwW Windows Configuring for TAPI 128 Setting Up TAPI 128 Z Zero Out to Operator Default Menu 70 Option A Menu 91 Option B Menu 110 I 10
58. TAPI 620 05600390 New Area Code Rule This area code rule will only apply to calls made to the area code and prefix combination you specify below Area code you are calling Area code Prefix Area code O O O X XXX XXK KXKX Prefixes Specify the prefixes to be used for this area code rule Include all the prefixes within this area code Include only the prefixes in the list below Rules When dialing phone numbers that contain the prefixes above C Dial C Include the area code Example Residents in the Dallas area have three area codes shown in the Edit Locations must dial the entire 10 digit number for all calls and do not need to dial 1 before making calls to any of those three area codes As a result the information in the Edit Area Code Rule box for 214 is set as fol lows e Include all the prefixes within this area code is selected e Dial 1 is unchecked e Include the area code is checked 8 Click Apply when the information is correctly set and do one of the following e Click New to add another area code to the list e Highlight another existing entry and click Edit to make changes e Click Calling Card if you use a calling card for calls select the type of calling card you use and fill in the appropriate fields NOTE If you need additional information about using Calling Card please consult the Windows on line help from the Start menu Linksys SPA 941 942 Telephone U
59. The other line will automatically be put on hold Suspending Call Waiting You can suspend Call Waiting just for the next call by entering 70 and then entering the number you wish to call Any subsequent call coming in will go directly to your voice mail or other specified no answer destination Call Waiting will be enabled again when you disconnect from the call Call Waiting with Caller ID If you have both the call waiting and caller ID capabilities you can see the caller ID of a call waiting call on your telephone s display Call Waiting with ID Manager While already on a phone call this feature allows the user to view the Caller ID of a second incoming phone call and decide how the second call should be handled The user has four options e Answer the new call and put the current on hold e Press 1 to send the call to voice mail e Press 2 to send a Please Hold announcement to the incoming caller e Press 3 to send a Call Me Back announcement to the incoming caller After the announcement is played the call is disconnected This feature must be turned on by your system administrator for you to have access to its functions NOTE If you have a line appearance of another phone on your phone and a call comes in for the other line you can only use the 2 Please Hold feature to put the call on hold 28 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Conference Call Tips Press
60. Using Controls While Playing Messages The system provides you with message control options as described in the following sections Rewind Fast Forward While listening to a message follow these steps e Press 1 to skip back in 5 second increments e Press 3 to skip forward in 5 second increments e Repeat the process to further rewind or fast forward Rewind to the Beginning of a Message If you want to return to the beginning of the message e Press 11 88 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Fast Forward to the End of a Message Fast Forward to the End of a Message If you want to forward to the end of a message e Press 33 Pause Play of a Message To pause play of a message or to resume play of a paused message e Press 2 Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups You first enter the extensions and distribution group numbers of the recipients and then record and send your message Compose and Send a Message 1 Access the voice mail system Press 2 to select compose a message Enter the phone numbers or group numbers of those persons you want to receive the message followed by the key When you are finished press again to complete your mailing list Record your message after the tone and press w
61. Viewing 7 Missed Calls Main Display Softkeys 7 Missed Calls Display Softkeys 7 Modifying Voice Mail Distribution Group Add Members Default Menu 77 Option A Menu 98 Option B Menu 117 Change Name Default Menu 78 Option A Menu 99 Option B Menu 118 Default Menu 76 Delete Members Default Menu 77 Option A Menu 99 Option B Menu 117 List Members Default Menu 77 Option A Menu 98 Option B Menu 117 Option A Menu 98 Option B Menu 116 Play Name Default Menu 78 Option A Menu 99 Option B Menu 118 Moving Your Telephone 3 Multi Call Park 40 41 Music on Hold 40 Mute 40 N Number URL Mode Line Button Indicators 6 O On hook Dialing 41 Operator Returning to Default Menu 70 Option A Menu 91 Option B Menu 109 Zero Out to Default Menu 70 Option A Menu 91 Option B Menu 110 Outlook Configuring to use TAPI 136 Installing TAPI 123 Set up for TAPI 121 Using TAPI to Make Calls 121 P Pager Notification Information Received Default Menu 75 Option A Menu 96 Option B Menu 115 Park MultiCall 40 Password Voice Mail Changing Default Menu 69 Option A Menu 90 Option B Menu 109 Permanent Caller ID Block Release 41 Personal Greetings Default Menu 73 Option A Menu 94 Option B Menu 113 Phone Components Descriptions 1 Play Voice Mail Distribution Group Name Default Menu 78 Option A Menu 99 Option B Menu 118 Priority Call 42 Add Members 42 Delete Members 43 Disable 42 Enable 42 List Members 43 Priority Ring 30 Privacy Guard 4
62. a group 4 Enter the number of the group to be created and record the name of the group e The group number must be from the allowed range and cannot already exist as a group e If the voicemail account is corporate then allowed range is 10 79 e If the voicemail account is personal then the allowed range is 80 99 Press to confirm or to cancel Enter the extension number of one of the members of the group Press key Repeat steps the previous two steps until all members are added iN Oe Press the key again TIP A group can be created without any members in it Members can be added later by using the edit menu to add members To create a group with no members follow the previous steps with one exception When prompted to enter members just press the key NOTE To create group corporate or company distribution lists you must be in the mailbox for your company s main number Editing or Modifying a Group 1 Access the voice mail system 2 Press 6 for distribution groups 3 Press 2 to edit a group 4 Enter the number of the group to be edited 5 Press a number to select an option from the edit menu 76 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Editing or Modifying a Group e List all members press 1 e Add a member press 2 e Delete a member press 3 e Play the group name press 4 e Change the name press 5 e Go back to the previous menu
63. a message Press 108 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Marking a Message as Urgent 3 Press 6 to mark as urgent and send NOTE If your system administrator has turned on message notification messages marked as urgent will automatically notify of the recipient that they have an urgent voice message Changing Your Password The system default for your voice mail password is your extension number To keep others from listening to your voice mail messages you should change your password to something only you know Access the voice mail system Press 16 to access the Mailbox Options menu Press 2 to change your password Enter your new password by pressing numbers on the keypad followed by OTa es N A Enter your new password again A prompt will tell you if you have successfully changed your password NOTE If you have messages in your voice mail box but you want to skip them and change your password press to get the main menu then follow the above steps Otherwise listen to your messages and then follow the above steps Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail press 5 during the voice mail menu announcement Returning to the Auto Attendant or Operator When calling from outside of the VoIP system you can escape from voice mail to the auto attendant or operator using the star key Press or as directed by the promp
64. a new voice mail message it will not be stored You must delete some old voice mail messages to receive any more Menus and Commands The following commands allow you to access your voice mail system Table 17 Voice Mail Main Menu Access Code Function 4 Record and listen to personal greetings for options see Voice Mail Personal Greeting List on page 102 5 Play new messages 192 Play saved messages 6 Compose a message for options see Voice Mail Compose List on page 103 16 Mailbox Options for options see Voice Mail Malbox Options List on page 104 9 Exit the voice mail system Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 101 620 05600390 Menus and Commands Table 18 Voicemail Message Controls Feature Before Mail After Mail During Mail Message Message Message Rewind NA NA 2 Rewind to beginning NA NA 22 Delete 3 3 3 Fast Forward NA NA 4 Fast Forward to end NA NA 44 Next 5 5 5 Save 7 7 7 Pause Unpause Play NA NA i Replay 8 8 NA Forward 13 13 13 Call Back Originator 14 14 14 Reply 17 17 17 Main Menu j K NA Table 19 Voice Mail Personal Greeting List Access Code Record Play 1 No Answer greeting No Answer greeting 2 Do Not Disturb greeting Do Not Disturb greeting 3 Busy greeting Busy greeting 4 Replace with default greeting
65. ack to you for confirmation Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 77 620 05600390 Managing Distribution Groups 3 Press the key to delete the user or key to cancel e lf you press and the member exists you will hear The member has been successfully deleted from this group e If you press and the member does not exist you will hear The member does not exist in this group please try again e Ifyou press you will be asked to reenter the extension number to delete Playing the Group Name After accessing the voice mail system if you pressed 4 to play the name of the distribution group the voice mail system plays the previously recorded name of this group If there is no recording for this group you will hear Unknown Changing the Group Name If you pressed 5 to change the name of the distribution group do the following 1 The voicemail system plays the prompt Please record the name for this group after the tone when your recording is complete press the key Record the new name for the group Press the sign NOTE To change the group name of a corporate or company distribution list you must be in the mailbox for your company s main number Deleting a Group Access the voice mail system Press 6 for distribution groups Press 4 to delete a group Enter the number of the group to be deleted Se Se Press to confirm this is the c
66. ail During Mail Message Message Message Rewind NA NA 1 Rewind to beginning NA NA 11 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Table 10 Voicemail Message Handling Controls Feature Before Mail After Mail During Mail Message Message Message Fast Forward NA NA Fast Forward to end NA NA Next NA Pause Unpause Play NA NA Main Menu NA Return to message header NA NA id Message Handling Menu NA NA Table 11 Voice Mail Message Controls Beatie Before Mail After Mail During Mail Message Message Message Return to Envelope NA NA star Return to Previous Menu star star NA Skip Envelope NA NA Go to Next Message NA NA Rewind NA NA 1 Rewind to the beginning NA NA 11 Pause Resume NA NA 2 Fast Forward NA NA 3 Fast Forward to the end NA NA 33 or Replay message NA 4 4 Forward NA 6 6 Delete NA 7 7 Reply NA 8 8 Save NA 9 9 Call originator NA 88 88 Linksys SPA 941 942 Telephone User Guide 620 05600390 Voice Mail Features Option A Menu 83 Menus and Commands 84 Table 12 Voice Mail Personal Greeting List Access Code Function No Answer greeting Do Not Disturb greeting Busy greeting Name greeting oa B amp B wy N Replace personal greetings with default greetings star Return to main voi
67. al access number is 522 but your system may be different Check with your system administrator for the internal access number you should use If you need to join a Meet Me Conference from outside the system check with either the conference moderator the person who set up the conference or your system administrator to get the external access number for the Meet Me Conference Joining a Meet Me Conference Joining a conference call is done by dialing the correct number and entering the Moderator or Guest ID The system provides helpful prompts when dialing in too early or entering an incorrect ID Only Moderators may extend a meet me conference call To Join a Meet Me Conference 1 Ifdialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number 2 Either press the dial soft key or pick up the handset System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Joining a Meet Me Conference NOTE If you press Dial you will be connected to the conference in a listen only mode To be able to partitipate fully in the conference call you must pick up the handset and press the Hold button 3 Enter the ID of the conference you wish to join e If you are the moderator of the conference enter the Moderator ID e Ifyou are a guest enter the Guest ID provided by the moderator of the conference 4 Press the key e You will be prompted by the system P
68. alog box NOTE Outlook or your TAPI enabled application is now configured to place calls using your telephone number 138 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 Index A Abbreviated Dial 13 Abbreviated Dial Code Create 13 Delete 14 Modify 14 Use 14 Verify 15 Accessing Voice Mail From any other internal phone Default Menu 65 Option A Menu 86 Option B Menu 105 From any Outside Touchtone Phone Dialing Main Number Default Menu 65 Dialing Main Number Option A Menu 86 Dialing Main Number Option B Menu 105 Dialing Your Telephone Default Menu 66 Dialing Your Telephone Option A Menu 87 Dialing Your Telephone Option B Menu 106 From any outside touchtone phone Default Menu 65 Option A Menu 86 Option B Menu 105 From the Email Program on your PC Default Menu 66 Option A Menu 87 Option B Menu 106 From your phone Default Menu 64 Option A Menu 85 Option B Menu 104 Add Voice Mail Distribution Group Members Default Menu 77 Option A Menu 98 Option B Menu 117 Adjust Ringer Volume 5 Adjusting the Volume 5 Anonymous Call Rejection 15 Disable 15 Enable 15 Answering a Call 5 Answering Second Call 5 Authorization Code Calling 15 Auto Attendant Returning to Default Menu 70 Option A Menu 91 Option B Menu 109 B Basic Features Adjusting the Volume 5 Line Button Indicators 6 Basic Phone Features 5 Adjust Ringer Volume 5 Answer Phone 5 Answering Second Call 5 Dial Tones 30 Dire
69. and X ports 10 Press the key if the information is correct otherwise press 1 to re enter the conference call parameters NOTE If you pressed to accept the settings the system speaks your conference call meeting IDs including the Moderator ID Guest ID and the dial in number Write down this information It should also be displayed across your display telephone 11 Do one of the following e Press 1 to hear the information again or e Press to return to the Meet Me Conference setup menu or e Hang up Canceling a Meet Me Conference You may cancel a conference reservation at any time however conference reservations are frozen 30 minutes before the start time and cannot be cancelled after that time 1 If dialing internally dial the Meet Me Schedule number default is 523 Otherwise dial the ten digit conference access number Either press the dial soft key or pick up the handset Press 2 to cancel a conference call Enter the Moderator ID of the conference you wish to cancel followed by the key The system confirms your decision to cancel the conference call including speaking the scheduled day and date time duration and ports 5 Press the key to confirm the cancellation or press the key to return to the Meet Me Conference setup menu e Ifyou pressed the system announces that your conference reservation has been cancelled e If you pressed the Meet Me Conference setup menu is played 38 S
70. arding 1 Dial the DID number for Remote Access to Call Forwarding If calling from an internal business phone dial 9 first A voice prompt leads you through the remaining steps 2 Enter the complete phone number of your IP phone followed by the key EXAMPLE 9723353421 or 9723352100 2001 for Non D D numbers 3 Enter the phone s password followed by the key If you have your phone forwarded to another phone your current forwarding number is announced 4 Enter the new forwarding number followed by the key Enter the number as if you were dialing it including the area code if necessary You hear an announcement that the forwarding number has been changed and the call is idled Canceling Remote Forwarding 1 Dial the DID number for Remote Access to Call Forwarding If calling from an internal business phone dial 9 first 50 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Canceling Remote Forwarding A voice prompt leads you through the remaining steps 2 Enter the complete phone number you want to access followed by the key EXAMPLE 9723353421 or 9723352100 2001 for Non DID numbers 3 Enter the phone s password followed by the key If you have your phone forwarded to another phone your current forwarding number is announced 4 Doone of the following e Press to cancel remote forwarding You hear an announcement that the forwarding number has been changed an
71. assword playback your greet ings record new greetings or exit the voice mail system 4 Press the corresponding digit on your phone to select the desired voice mail function From any outside touchtone phone Dialing Main Number 1 Dial your main telephone number for the Auto Attendant feature and press 555 or the code provided by your system administrator You hear a welcome greeting and are prompted to enter your extension number NOTE If your system is set up for direct voice mail access dial the telephone number you have been given for voice mail system access by your system administrator 2 Enter your extension number Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 65 620 05600390 Accessing Your Voice Mail 66 You will be prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the a
72. ber the system will scroll through the list of member numbers starting over with the first number after the last number is spoken Repeat the previous two steps until you have heard as many of the numbers as you want Press to return to the Priority Call menu when you are finished listening to member numbers Deleting Priority Call Members 1 2 4 Press 61 Press the dial soft key or pickup the handset A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 4 to delete telephone numbers from the list of members who will trigger the priority ring The voice prompt provides options for deleting members including e Press 1 if you know the number to delete see Step 3 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 13 e Press to return to the Priority Call menu Press 1 to remove a specific number Linksys SPA 941 Telephone User Guide System Telephone Features 43 620 05600390 Privacy Guard 10 11 You are prompted to enter the number to delete followed by the key Enter the number with no spaces dashes or special characters Press the key The voice prompt speaks the number you just entered and you are prompted to press to save the entry delete it from your list or press to cancel the entry Press or You are returned to the Priority Call menu Select a menu item or hang up Pr
73. ber to which you want to transfer the call Press the dial soft key Ee No lt r Before the called party answers do one of the following e Press xfer to complete the transfer of the call e To cancel the transfer hang up the handset or press the speaker button Press the blinking red line button to return to the holding party 6 Ifthe called party does not answer do the following e Hang up the handset or press the speaker button to cancel the transfer e Press the blinking red line button to return to the holding party Billing Codes This feature lets you assign a project or client code up to 30 characters to any call The code entered is recorded in the Call Data Record CDR file for the call Contact your system administrator to retrieve the billing records from the CDR file While in an active call follow these steps 1 Notify the other party that you need to put them on hold for a moment Press the Transfer button Enter 02 Enter the desired billing code followed by the pound sign You will hear a fast busy signal 4 Press the blinking line button to resume the call 16 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Enabling Disabling Call Block Call Block Selective Call Rejection Call Block also known as Selective Call Rejection allows you to program your phone to reject calls from a list of telephone numbers All calls from phones on the list receive a message wh
74. call from the list e cancel exits the Missed Calls display e More central round navigation key displays the following softkeys e save allows you to save the call information in the phone s directory See Directory Services on page 9 Linksys SPA 941 942 Telephone User Guide Basic Phone Features 7 620 05600390 Preferences Preferences There are many Preference settings that can be configured on your Linksys telephone The possible configuration items are e Block Caller ID e Block Anonymous Call e Do Not Disturb unsupported e Secure Call e Dial Assistance e Preferred Audio Device e Auto Answer Page e Send Audio to Speaker e Time Format e Date Format To configure your phone preferences 1 Press the Settings 4 key and press 5 or use the scroll down key to select Preferences from the list Press the select softkey Use the scroll down key to highlight the desired configuration item from the list If the item is configurable you will see the edit softkey appear on the right Press the edit softkey to change the configuration item Press the save softkey to save your changes or press the More key to display the cancel softkey if you want to exit without saving Redialing Calls from Call History 8 The Linksys phone keeps a history of all calls you make receive or have missed including the caller ID time and date of the call You can redial a party from the Call History lists
75. ce mail menu Table 13 Voice Mail Distribution List Access Code Function Hear a list of all distribution groups Edit a distribution group 1 list of members 2 add a member 3 delete a member 4 hear the group name 5 change the name return to the previous menu AJ Create a distribution group Delete a distribution group star Return to main voice mail menu Table 14 Voice Mail Compose List Access Code Function 1 Send message 2 Change message re record 3 Review message listen to recorded message 4 Set message options for options see Voice Mail Message Options List on page 85 star Return to main voice mail menu Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 From your phone Table 15 Voice Mail Message Options List Access Code Function 1 Marks message as Urgent 2 Marks message as Private it cannot be forwarded 3 Requests Return Receipt you are notified recipient as accessed the message 9 Clears all options star Return to main voice mail menu NOTE Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the message NOTE Selecting any of the numbered options immedia
76. ck 5 Program or verify another Abbreviated Dial code or hang up to exit Anonymous Call Rejection When enabled this feature rejects calls from callers who block the display of their caller ID information Enabling Anonymous Call Rejection 1 Press 77 on the telephone keypad 2 Press the dial soft key or pickup the handset 3 Hang up On any subsequent incoming call that provides no caller ID the calling party gets a message that the party they are calling does not accept anonymous calls Disabling Anonymous Call Rejection 1 Press 87 on the telephone keypad 2 Press the dial soft key or pickup the handset 3 Hang up Authorization Code Calling This feature is available system wide to allow deny long distance and other types of dialing and does not appear as a button on your telephone Linksys SPA 941 Telephone User Guide System Telephone Features 15 620 05600390 Blind Transfer If you are required to enter an authorization code for a call follow these steps 1 Access an outside line Press the sign Enter the authorization code obtained from your system administrator When the correct code is entered you hear dial tone 4 Enter the desired number you want to call Blind Transfer Use this feature to transfer a call to another number without having to announce it See also Transfer on page 59 Tell the calling party that you will transfer the call Press the xfer soft key Dial the num
77. ctory Accessing 9 Directory Adding Entries 9 Directory Using 9 Ending Call 6 Feature Activation Digit 13 Hanging Up 6 Listening to Music on Hold 40 Making External Calls 6 Making Internal Calls 6 Missed Calls 7 Redial 8 Ringer Patterns 30 Speakerphone Using 10 Troubleshooting Speakerphone 11 Billing Codes 16 Blind Transfer 16 C Call Answering 5 Second Call Answer 5 Call Block Add Members 18 Add Number of Last Call 17 Delete Members 18 Disable 17 Enable 17 List Members 18 Call Block Selective Call Rejection 17 Call Forward All Calls 20 Phone Feature Buttons Disable Call Forward 21 Set Forward 20 Call Forward Busy 21 Disable 23 Enable 22 Call Forward No Answer 23 Disable 24 Enable 23 Call Forward Out of Service 24 Disable 26 Enable 25 Call Forward Selective 53 Add Forwarded Numbers 55 Delete Forwarded Numbers 56 Enable 54 Enter Forward Number 54 Identify Forwarding Destination Number 55 List Forwarded Numbers 55 Call Pickup 26 Directed 26 Group 26 Call Return 27 Call Trace 27 Call Waiting 27 Answering the Second Call 28 Suspending 28 Switch Between Calls 28 Caller ID Block 29 Calling External 6 Internal 6 Change Voice Mail Distribution Group Name Default Menu 78 Option A Menu 99 Option B Menu 118 Changing Your Voice Mail Password Default Menu 69 Option A Menu 90 Option B Menu 109 Cisco Telephone Features Table 2 Components Descriptions 1 Composing Messages before Sending Default Menu
78. d calls When parked a call is assigned an ID number by the system Using the parked call ID you can pick up the parked call from anywhere in the system NOTE This telephone does not allow calls to be parked The phone can only be used to retrieve parked calls Retrieveing the Parked Call 1 Pick up the handset or press the speaker button if available Linksys SPA 941 Telephone User Guide System Telephone Features 41 620 05600390 Priority Call Priority Call 2 Dial the call ID number of the parked call you wish to retrieve and press the Dial button 3 Speak with the parked caller The Priority Call feature allows you to define numbers that will ring at your telephone with a special ring that tells you this is an important call To use this feature you manage a list of telephone numbers internal or external that cause the priority ring to sound when a call with that caller ID appears at your telephone Priority Call is managed through a menu of commands activated by pressing digits on the keypad The commands are e 1 Enable disable feature e 2 Add members e 3 List members e 4 Delete members The display area on your telephone will show the options for each menu level For example if you press 4 to delete a number the display will show 1 Del Num 2 List 3 Del All Menu Enabling Disabling Priority Call The T6000 system allows you to turn the Priority Call feature on and off i e set the featu
79. d followed by 4 Enter your new password again A prompt will tell you if you have successfully changed your password NOTE If you have messages in your voice mail box but you want to skip them and change your password press to get the main menu then follow the above steps Otherwise listen to your messages and then follow the above steps Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 69 620 05600390 Skipping the Mail Menu to Hear Messages Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail press during the voice mail menu announcement Returning to the Auto Attendant or Operator When calling from outside of the VoIP system you can escape from voice mail to the auto attendant or operator using the star key Press to move from the selected option to the previous menu When you reach the main voice mail menu press to transfer to the main number or operator depending on your system configuration Zeroing Out to a Custom Operator When callers reach your voice mail you can give them the option to leave a message or dial zero 0 and reach your custom operator which may be the auto attendant or another phone number By default the system will route callers to the auto attendant when they press zero You can change the destination from the voice mail main menu TIP When you record your greetings be sure to tell callers than they can press zero 0
80. d the call is idled or e Hang up without pressing any keys to quit the canceling operation Remote Phone The Remote Phone feature provides the capability to set up a remote phone to act as if it were your VoIP phone Instead of placing and receiving calls from your VoIP phone calls are made and answered from the Remote Phone For example if you configure your cell phone to be your remote phone all calls coming into your VoIP phone would ring at your desk and on your cell phone simultaneously For this feature to be available a Remote button must be provided on your VoIP phone by your service provider However the VoIP phone does not have to be in service for the Remote Phone feature to be operational g WARNING If you dial an emergency number such as 911 from the remote phone while it is in remote mode the phone will be playing on hold music an announcement tells you that number is not allowed from Remote Phone and advises you to hang up the phone and try again Until you hang up the phone and disconnect from the Remote Phone feature you will receive the announcement There are two ways to enable the Remote Phone feature e by dialing a special DID number or e through the Web Portal under Options gt Remote Linksys SPA 941 Telephone User Guide System Telephone Features 51 620 05600390 Remote Phone Dial in Setup of Remote Phone To set up a remote phone by dialing in you must call using the remote phone wh
81. displays on the phone to indicate the volume level 3 Press the Scroll key up or down to adjust the volume as desired The setting is automatically saved Adjusting the Ringer Volume 1 While the phone is ringing press the Volume key once A horizontal scale displays on the phone to indicate the volume level 2 Press the Scroll key up or down to adjust the volume as desired The setting is automatically saved Answering a Call When you hear your phone ring answer in any of the following ways e Lift the handset e Press the line key that is blinking to activate the speakerphone e Press the Speaker key to turn on the speakerphone e Press the Headset Q key to use the headset Answering a Second Call Call Waiting When a second call comes in while you are already on a call you will hear a tone every few seconds indicating there is a call waiting To answer the second call press the blinking line key to pick up the waiting call The first call will be placed on hold automatically When you disconnect the second call the line key for the call on hold will be blinking red Press the blinking line key to resume the call Linksys SPA 941 942 Telephone User Guide Basic Phone Features 5 620 05600390 Hanging Up Hanging Up To hang up the phone use one of these options e Replace the handset in its cradle e Press the line key and replace the handset e Press the Headset Q key if using a headse
82. dministrator The number could be a code that means something to you Voice when you answer the page voice mail plays a welcome announcement followed by a request for the account password Enter the password and listen to the normal voice mail menu options If the voice message is marked as Urgent the first voice message you receive is the urgent message When someone leaves a voice mail message on your phone the system immediately dials your pager or cellular phone The system tries to reach you every five minutes up to three times if you don t answer If you take the call but you don t enter digits at the prompt the system acts like you never answered the call and continues trying to reach you as stated above If you have caller id your office phone number name is displayed as the caller E Mail The message you receive reads as follows Subject Voice Mail from calling party Body the text entered by the system administrator i e Please call me need to talk to you NOTE If the system administrator left the body text empty you get as the body calling party called you on date at time Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created Corporate customer distribution lists are created by an administrator or a
83. ds Both guest participants and the moderator can raise lower their hands using these coeds Scheduling a Meet Me Conference Scheduling a conference call is done by dialing the correct number and entering the date time and length of the conference and number of conference members 1 If dialing internally dial the Meet Me Schedule number default is 523 Otherwise dial the ten digit conference access number Either press the dial soft key or pick up the handset Press 1 to schedule a conference call Enter the two digit year of the conference followed by the key Enter the two digit month of the conference followed by the key oS eek Enter the two digit day of the conference followed by the key The date must be within 365 days of the current date 7 Enter the 4 digit start time of the conference call in 24 hour format HHMM All start times must be in quarter hour increments e g 0800 0815 0830 0845 Linksys SPA 941 Telephone User Guide System Telephone Features 37 620 05600390 Meet Me Conference 8 Enter the length of the conference call in 5 minute increments but with a minimum of 15 minutes e g 15 20 25 etc followed by the key 9 Enter the number of participants conference ports to reserve followed by the key The system repeats your conference call settings to you as You have requested to reserve a conference call for day of week date at time with a duration of X minutes
84. e if necessary with the external number Up to 20 digits may be entered Enabling Call Forward Out of Service NOTE The display will show the available options as the prompts are played Depending on available space on the display the final entry usually for re enter or exit may not appear completely Press 70 on the telephone keypad and press the dial soft key e If you do not have a previously configured forward number you will be instructed to enter a forwarding number and press e If you previously configured a forwarding number you will be instructed to do one of the following e Press 1 to enable forwarding Go to step 8 e Press 2 to change the current forwarding number Go to step 2 Enter the number to which you want to forward your calls when your phone is out of service Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary Press A prompt asks you to confirm the forwarding number e Press to confirm e Press to re enter the forwarding number If you entered an external number but are not allowed to forward calls to external numbers a prompt states the number is invalid and requests you enter a number If you pressed return to step 2 or hang up If you pressed you are offered the option to verify the forwarding number e Press 1 to verify the number you entered e Press 2 to enable the number Go to step 8 If you pressed
85. e mail system if you pressed 4 to play the name of the distribution group the voice mail system plays the previously recorded name of this group If there is no recording for this group you will hear Unknown Changing the Group Name If you pressed 5 to change the name of the distribution group do the following 1 The voicemail system plays the prompt Please record the name for this group after the tone when your recording is complete press the key Record the new name for the group Press the sign NOTE To change the group name of a corporate or company distribution list you must be in the mailbox for your company s main number Deleting a Group Access the voice mail system Press 16 for Mailbox Options Press 6 for distribution groups Press 4 to delete a group Enter the number of the group to be deleted Se ok ek Ne Press to confirm this is the correct group or to reject the group If you entered the wrong group number and pressed you will be prompted for the number of the group to delete Enter a different group number or press again to return to the distribution group menu 7 Press to finish the delete or press to cancel the delete process and return to the distribution group menu NOTE To delete group corporate or company distribution lists you must be in the mailbox for your company s main number 118 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone U
86. e scens Seasaneeedevnanayeteenncs tee vecepesiene tee eecvuealiecdec 35 Extending the Conference Duration cccccccceeceeecceeeeeeseeeenneeeeneeeeeseneeee 35 PRONG data ha E aet bs sittin na afta sadagh N E naan etna EAS 35 Adding More Ports to an Active Meet Me Conference ccccceeeseeeeees 35 Dropping a Conference Call c cceeeeeseeceeeneeeeeeeeaeeesaeaaaeaaaeaaeeaaeeaaeeaeenas 36 Muting a Conference Call fis cuciens tao tars sd cetent Ma pelttiah wan cet aeu betta nh Na Reha tsats 36 Locking a Conference Call scicicisussdiey seven suanee sac ne catseetney ie eatenceeiheeeevuex vanes 36 Raising Lowering Hands in a Conference Call ccceeeeceeeeeeeeeeeeeeeeeneaaes 37 Scheduling a Meet Me Conference ccccccceeeeeeeeeeceeeeeeeeeeeeesneeeeeeeeeeeeseeeaaeees 37 Canceling a Meet Me Conference cc ccceccecreeceeseeeeeeeeeeeeeeeeeeesneeeneeneseeeneeeees 38 Modifying a Meet Me Conference cccecceeeeecceneeeeeeeeeeeseeeeeneeeenedseneceensteeneees 39 Getting a List of Meet Me Conferences cccceseeeeccceeeeeeeeeeeeeeeeeeeeeeeeeeeneeeees 39 Multi all Pathe a sdcscdececeeveccncasstacsuscdassaaaveasscecdesedseusaansctasacessustavsasunceessaceanteat 40 MUSIC ON FIOIG METE E AEAEE EA A T 40 M fe RnR ne one ae See enn an wee nee Monee ar ee 40 On hook Dialing ccs ee ee eee ae ee eas 41 Permanent Caller ID Block Release 0 ccccccceceeeeeeeeeeeeeseeeeeeeeeeeeeeeeee
87. eactivating Remote Phone via Web Portal To completely deactivate the Remote Phone mode you must uncheck the Enable Remote User checkbox on the Web Portal or press the Remote button on your VoIP phone If you just hang up the remote phone it will disconnect the call but Remote Phone mode will still be enabled The next call coming in to your VoIP phone will ring the remote phone Feature Interaction Remote Phone with Find Me The Remote Phone mode works in conjunction with the Find Me function that will transfer the call to each phone you have listed in your Find Me list When your VoIP phone is in Remote Phone mode and you have Find Me set up first the call will try ringing the remote phone If it is not answered the Find Me function takes over and will try the next numbers in your Find Me list If you set up Remote Phone from the Web Portal and you do not answer so Find Me takes over then Remote Phone mode will remain enabled and the next call coming in will also ring the remote phone Selective Call Forward Selective Call Forward allows you to program your phone to send calls from a list of telephone numbers to another telephone number All calls from phones on the list go to the same destination which can be changed at any time Linksys SPA 941 Telephone User Guide System Telephone Features 53 620 05600390 Selective Call Forward To use this feature you designate the forward destination and manage a list of telephone nu
88. ear a prompt to record your reply Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 93 620 05600390 Dialing Back a Caller Record your reply message Press to accept your message Your voice mail system gives you the following options e Press 1 to send reply e Press 2 to change reply e Press 3 to review reply e Press 9 to mark urgent and reply e Press to cancel the reply and re record You hear the message options again Dialing Back a Caller To dial a caller who left a message if Caller ID information is available Press 88 Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system To go directly to someone s voice mailbox 1 Dial 577 or the code provided by your system administrator on the keypad You hear a voice prompt to enter the extension number of the person you want to send a message to 2 Dial the extension number You hear a greeting and voice prompt to enter a message 3 Record your message and hang up NOTE You can press on your phone at any time during the greeting to skip to the end of it Personal Greetings 94 You can record a different voice mail greeting for each of the conditions that transfers a caller to your voice mailbox e when your phone rings and you don t answer it the No Answer gr
89. ect ID 35 Extending the Conference Duration 35 Join 32 List of 39 Locking 36 Lowering Hands 37 Modify Edit 39 Muting 36 Raising Hands 37 Roll Call 35 Schedule Create 37 Multi Call Park 40 41 Mute 40 On hook Dialing 41 Permanent Caller ID Block Release 41 Priority Call 42 Add Members 42 Delete Members 43 Disable 42 Enable 42 List Members 43 Privacy Guard 44 Access Codes 45 Answering Call 46 Caller Actions 45 Caller Actions Access Codes 45 Caller Actions Record Name 46 Disabling 47 Enabling 47 Managing Access 47 Managing Access Codes Changing 47 Managing Access Codes Listening 47 Selective Call List 48 Selective Call List Adding Numbers 48 Selective Call List Deleting Numbers 49 Selective Call List Listening to Numbers 48 Redial Phone Feature Buttons 50 Redial 50 Star Codes 50 Remote Access to Call Forwarding 50 Canceling Remote Forwarding 50 Setting or Changing Remote Forwarding 50 Selective Call Forward 53 Add Forwarded Numbers 55 Delete Forwarded Numbers 56 Disable 54 Enable 54 Enter Forward Number 54 Identify Forwarding Destination Number 55 List Forwarded Numbers 55 Speed Dial 57 Deleting a Number 58 Identify Assigned Number 58 Program Speed Dial Number 57 Use 57 Speed Dial Buttons Modify 57 Transfer 59 Telephone Features Table 2 Telephones Answering Second Call 5 Call Answering 5 Ending Call 6 Hanging Up 6 Making External Calls 6 Making Internal Calls 6 Moving Your Telephone 3 Transfe
90. ed party answers you can inform them of the transfer and do one of the following e Press xfer to complete the transfer of the call e To cancel the transfer hang up the handset or press the speaker button Press the blinking red line button to return to the holding party 4 Ifthe called party does not answer do the following e Hang up the handset or press the speaker button to cancel the transfer e Press the blinking red line button to return to the holding party Linksys SPA 941 Telephone User Guide System Telephone Features 59 620 05600390 Transfer 60 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Voice Mail Features Default Menu You can access the voice mail system on your phone by dialing 09 or by pressing the Voice Mail button System settings determine the number and length of voice mail messages that are stored in your voice mailbox If supported by your system callers can press O while they are in your mailbox to transfer to your main number or operator The voice mail system also provides both personal and group distribution lists which let you send a voice mail to a defined group of people as easily as sending a voice mail to a single user Combining the ability to compose a voice mail message before sending it with a distribution list you can easily create and senda voice mail message to multiple users or lists NOTE The voice mail system can only save a certain number m
91. eeeeeeeeeeeeeeeeeenees 75 Creating a New Groups f1s 20i2s2 c2 2cacccataeceisacitncetancnincscuaieateleastotedeber EA AERES Sa 76 Editing or Modifying a Group x cateciei ceeds ve cesaceueten ces daeeatseeteesbceteeceiap caste ieee vues tvacdes 76 Listing All Group Members scons tc dest nyeescatec he iacestioeanwead Apoiaesieens 77 Adding a Member to the Group ccceeeceeseeceeeeceeeeeeseseeeeeeeeeeeeeneneeseeeee 77 Deleting a Group Member oo iscccteciestoits daccedececweneapnes ese sertaceernsuadatcheteeeeeeedadles 77 Playing the Group Name ieccisccces acts esd wtapeec ten Haden tedaeadtansd evereteatindencceeneeeniies 78 Changing the Group Name c 2 0 et cttscreketsd ice theta elsbeteatt deat tei stivat dees 78 Deleting Group E E 78 Listening to a List of Distribution GroUpS cece ceeeeeeeeeeeeeeeneeeeeeeeeeeeeneeeeeeeeeeees 79 Exiting the Voice Mail System cece eee eeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeees 79 5 Voice Mail Features Option A Menu Menus and CommandS 1 ccceeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeseeeeeeaes 81 Accessing Your Voice Mail ccccccceeeeeeeeeeeeeeeeeeneeeeeeeeneeeeeeeeeeeeeeeeeenees 85 FLOM YOUF PNONG ss cccicisd enn N a A SdecsSenceuvivcss Socdunecbieteonesseey nies 85 From any other internal phone ccccccecceeccecceeeeeeeceeeeeeeeeeeeeeeneeeeeeeeeeeeeeneeenes 86 From any outside touchtone Phone ccccccccecceeeeeeeeeeeeeeeeeeeeeee
92. eeeeeeeeeeeeeteeeeeeeeeneeees 7 Missed Calls Display Softkeys 2 sccecisiecstcosctaueestvonsshos thoneie sien aeete aeeetcee ae 7 Preferences sxcsncchirceteccateeta a a eee enacts eeeoeeees 8 Redialing Calls from Call History cccccccetteeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneeeeeeees 8 Directory Services 21252 2cissnuseceeses cece oe caec dee cd es ia des aeaa arapa aranera aean 9 ACCESSING ANE Dieto y ainan anase oeiee ec ondaels a a Ee R Ea 9 Adding Entries to the Directory cccccccccecceccceecceceeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeteess 9 Dialing from the Directory ssseseseeseeesnessssserrrrsttettrrrrtttetttkrrttnnessstrnnnnnnssnseeeenna 10 Using the Speakerphone siscc cess sissacasacdedcaceedecpnsentacsaccescesapsacsncceetcesestaes 10 Speakerphone Troubleshooting ccccccccceecccecceeceeeceeecceeceeeeeeeceeeeeeeeeeeeeeeeeess 11 Table of Contents i 3 System Telephone Features Feature Activation Digit icccciciccc is icces Renee eee pees ee eee ee ee 13 Abpreviated Dial Fasiccio3 wp sos e e acai E aa a tae Se ies eee 13 Creating an Abbreviated Dial Code eccccecceeeeeeeeesecneeeeeeeeeeeseeeeeeeeeeeeeneenaaeees 13 Using an Abbreviated Dial Code 2 cccceeccceececeeensesenteneeeeeeesedensbeeeeeeereeeenenes 14 Modifying an Abbreviated Dial Code seeecctecceeeeeeeeeeseeeeeeneeeeeeesneneneneneeeees 14 Deleting an Abbreviated Dial Code cceceeeeceecceeeeeeeeeeeseeceeeeeeeeteseecee
93. eeeeeeeeeeteeeeeeeeees 86 Dialing Main NUMDeEr cree ofc ettese teat elses adel eastieaaatl tua teenuindieca bath Maren teste dss 86 Dialing Your Telephone se c28 thes at es idle ea ace Ae endoeetadaad evleceermeeentake 87 From the email program on your PC 0 ccccccccsecteccceeeeeeeesenneceeeeeeeeeseeeneeeeteeetenes 87 Using Controls While Playing Messages cccccceeeeeeeeeeeeeeeeeeeeneeeeeeeeees 88 Rewind Fast Forward eiiaoe a babu a ea EREA AAA BE E eased 88 Rewind to the Beginning of a MeSSaGEC ecceeeeeeeeeeeeeeenneeeeeeeeeeennaeeeeeeeeeeenaes 88 Fast Forward to the End of a Message cccceeeessseeneeeeeeeeseessneneeeeneeteeneens 89 Pause Play of a M sSsa gessien r anaia K AA AAEE SEEE 89 Composing Messages before Sending sceceeeeeeeeeeeeeeeeeeesneeeeeeeees 89 Compose and Send a Message ssesccccccceeceereeseseeceeneeeeseneeeeancesneeseeeeseenseeenes 89 Marking a Message as Urgent sciscc scoc sc scorauecsiers dite ccocnsaueyiidtemaeone heneedeeraweaeeee 90 Changing Your Password ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeesenees 90 Skipping the Mail Menu to Hear Messages ccccccceeeeeeeeeeeeeeeeeeeeeeees 91 vi Table of Contents Returning to the Auto Attendant or Operator cccceeeeeeeeeeeeeeeeenees 91 Zeroing Out to a CUSTOM Operator ccccccceeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeees 91 Replaying a Message iiiiiecisccocec cscs ccc ce
94. eeeeeeneeeeeees 107 Rewind Fast Forward oj cisccsciececciesiasseystcny ote thaes wed salcnaebiay du ay ccd eatcdend Mestoeee nance 107 Rewind to the Beginning of a MeSSaGEC ccceeeeeeeeeeeeeetteeeeeeeeeeeentaeeeeeeeeeteees 107 Fast Forward to the End of a Message c cceceeeeeeeeenneteeeeeeeeeeeenteeeeeeeenenee 107 Pause Play of a Message viiisc cale ceceng sae dened caeeee ds ietdieetiee a cteledeaenvnedeeeeas 107 Composing Messages before Sending cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeees 108 Compose and Send a Message sesa fess gseetes ne ngaenetay iat ge ian avanle medeeae le ereedtigrin 108 Marking a Message as Urgent cccceccccceneeeeeseeneeeeeeeeedeeeeceeneceeeseeseneeeeneeeens 108 Changing Your Password cccccceceeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeees 109 Skipping the Mail Menu to Hear Messages ccccceceeeeeeeeeeeeeeeeeeeees 109 Returning to the Auto Attendant or Operator cssseeeeeeeeeeeeeeees 109 Zeroing Out to a CUSTOM Operator cceccccccceeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeees 110 Replaying a Message sssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseesesesseseeeeeees 111 Saving a Message cccc c ceee ei ieeectecs eae eel actin ta ceeaseregeecees 111 Skipping to the Next Message ccccccseeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeneeeeneenees 111 Deleting a Message iaae costes seacoast ene Eeuna Eeee 111 Forwarding a Message to Another Mailbox
95. eees 41 Table of Contents iii Picking Up a Parked Call cscsctcescecee eres 41 Retrieveing the Parked Call cccc sccicccetseseeessecceeeeeeneeeeeeceteeeeeeeesesseceenseeeeeedecees 41 Priority GC UD a a a aa a A e aapa i Aaii 42 Enabling Disabling Priority Galll s sesseis ondeccPrmacaeaaborncadiuedetyiherbidedad Reeermeacereanectan 42 Adding Members to the Priority Call List eeeeeeeeeeeeeeeeeeeeeesereeerrresssrreernee 42 Listing Priority Call M MmDGISi stoictncheccGAcieaenseecs Ait eee es 43 Deleting Priority Call Members edecacuact ccrsntia ae luvaheatsn hauuetdatiadeavlansat ta tegeireadee or anamlatde 43 Privacy GUAR aar anrr raaa a aa nese A a aa E snpnteeastantecnsemacnaeeesssseeca tence 44 ACCESS Eolo 1 EE E E Baie sestal id Aes dia dicots siiis hagedniveciededd 45 GallG rACtlons E EEEE Ries cot transla dn E teri GAN tt E S 45 Entering an Access Code or ccctsdegc Axecetatvaiost codecatcnenaetataetiteatetead agasetpegetieariaieae 45 Rec rding a Namek erita ieni erena rei a A AA EE AE A Aa E ea EE a aS 46 Answering Privacy Guard Gal lreciseeeeasucs at tess bantiaraiutieeus rater dtueebesuannn ada dandy wake 46 Enabling Disabling Privacy Guard cece eeeeeeeee eee eeeeeeeeeeeeeeeeeeeeeeetnaaaeeeeeeeeeees 47 Managing the Access Code c ssecsecceececeeaeeeaaeeaaeeaeeaaeeaaeeaeseaaeeaaeeaeeeaeeeeeeess 47 Changing the Access Code 2 fixie ba sek ce arteeuete a heehee hen 1 Kana K Enni lobe ee aaah 47 Listening to Access CO
96. eeting e when you have activated the Do Not Disturb feature if this feature is provided on your telephone Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Recording Personalized Mailbox Greetings when you are talking on the phone the Busy greeting Additional features include the ability to Record your name so that when you leave messages for other users they will hear your name instead of your extension Replace your personal greetings with the default greetings TIP When you create your greeting be sure to tell the caller they can dial zero 0 to reach either the automated attendant or the person you have pro grammed to answer zero out calls Recording Personalized Mailbox Greetings To record a personalized greeting 1 Access the voice mail system 2 Press 5 from the main voice mail menu and choose the greeting you want to record by pressing the corresponding digit key Press 1 to record the No Answer greeting Press 2 to record the Do Not Disturb greeting Press 3 to record the Busy greeting Press 4 to record your name Press 5 to replace your personal greetings with the default greetings Press to return to the main menu Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate 1 Access the voice mail system 2 Press 4 from the main voice mail menu and choose the greeting y
97. elephone keypad 2 Press the dial soft key or pick up the handset Linksys SPA 941 Telephone User Guide System Telephone Features 47 620 05600390 Privacy Guard A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices 3 Press 3 to hear the 3 digit Access Code Listen to the Access Code Select a menu item or hang up Managing the Selective Caller List Your 10 digit Selective Call List access codes are managed using the keypad on your telephone You can change the codes at any time and can listen to the numbers you have programmed You can delete numbers from the list which will end their ability to call you change the numbers or to remove an old or no longer used number so you can add new numbers Adding to the List 1 Press 88 on the telephone keypad 2 Press the dial soft key or pick up the handset A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices Press 4 to add numbers to the Selective Call List Enter the number by pressing the desired digit keys on the telephone keypad Press to save the entry or to exit without saving Le Select a menu item or hang up NOTE If you try to add a number when you already have 10 numbers a prompt tells you the list is full no more numbers can be added and that a number must be deleted to add a new number Listening to the List 1 Press 88 on the telephone keypad 2
98. emain connected to each other while you add additional parties They may carry on a conversation with each other while you finish adding parties to the conference e Even if the call initiator disconnects any of the other parties who have the conference feature can use it to add new parties e To place a conference call on hold press the Hold button The other parties can talk among themselves but they can t hear you Linksys SPA 941 Telephone User Guide System Telephone Features 29 620 05600390 Dial Tone and Ringer Patterns e When you put the call on hold a beeping tone automatically sounds every few seconds To avoid disrupting the other callers consider muting the call instead To mute the call press the Mute button e To transfer a conference call to another telephone press the xfer soft key Dial the number to which you want to transfer the call and then press xfer key again Dial Tone and Ringer Patterns The FrameMaker telephone system generates different ringer and dial tones depending on call conditions There are two types of dial tone e Internal Dial Tone A continuous higher pitched tone e External Outside Dial Tone A continuous lower pitched tone There are several types of ringers all are answered the same way e One Ring Internal Extension to Extension Calls and when the system has called your extension to remind you or to notify you about something e Two Rings External Calls
99. en enter the name of the label for the speed dial key Use the number pad to enter letters and use 0 for a space Linksys SPA 941 Telephone User Guide System Telephone Features 57 620 05600390 Speed Dial 7 When you begin typing a letter you will see a list of possible names from your directory that can be added to the speed dial button Use the scroll key to highlight the desired caller and press ok to select 8 After you have made the desired edits press the cancel softkey twice to save the changes and revert to the main display To program a speed dial using the star code follow these steps 1 Press 74 on the telephone keypad A voice prompt leads you through the remaining steps Press keypad digit 1 Press the number 1 9 that you wish to program Enter the telephone number on the keypad followed by the pound key If the speed dial number is an external number be sure to enter the area code if required 5 Doone of the following e Press to save the speed dial number and hang up or e Press to cancel and return to the main menu 6 Make another selection from the main menu or hang up Using a Speed Dial Button To use the speed dials programmed on the phone simply type the number of the speed dial 2 for example and press the dial softkey or lift the handset Identifying the Number Assigned to a Speed Dial key To view the currently assigned speed dials on your phone do the following Press the S
100. ere your VoIP phone calls will be forwarded 1 From the remote phone example your cell phone or a hotel phone dial the Remote Phone access DID number Your service provider should have provided this number to you 2 Enter the phone number of your VoIP phone followed by the pound sign EXAMPLE 9723353421 or 9723352100 2001 for Non D D numbers Enter the password for your VoIP phone followed by DO NOT hang up the destination phone Leave it off hook If a call comes in press star to answer the call Sw ES o Disconnect from a call by pressing which will leave the Remote Phone active you will hear hold music playing NOTE Be aware that if you are using a cell phone the phone is still in an active call Deactivating Dial up Remote Phone If you hang up the remote phone it will disconnect the call and deactivate the Remote Phone mode Web Portal Setup of Remote Phone The remote phone feature can be activated via the Web Portal by selecting Options gt Remote You must check the box labeled Enable Remote User then enter the phone number of the remote phone for example a cell phone or hotel phone number From the Web Portal you can check a box to Enable Remote Caller ID When checked the caller s Caller ID will display on your remote phone display if it has one When unchecked your IP phone number will be displayed This way when you see your own VoIP phone number on the Caller ID you will kn
101. eric pages accept only keypad phone digits 1 0 and e Cell phones support voice streaming e Some cell phone models can receive text only e mails 74 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 What You Receive on Your Pager Cell Phone e E mail pagers can accept text only e mail messages You may choose to be alerted e Each time you receive any voice message e Only when you receive a message marked as urgent What You Receive on Your Pager Cell Phone Numeric You receive the numbers you entered in the Pager Info box when you set up the pager option with the system administrator The number could be a code that means something to you Voice when you answer the page voice mail plays a welcome announcement followed by a request for the account password Enter the password and listen to the normal voice mail menu options If the voice message is marked as Urgent the first voice message you receive is the urgent message When someone leaves a voice mail message on your phone the system immediately dials your pager or cellular phone The system tries to reach you every five minutes up to three times if you don t answer If you take the call but you don t enter digits at the prompt the system acts like you never answered the call and continues trying to reach you as stated above If you have caller id your office phone number name is displayed as the caller E Mail
102. erphone handset microphone back on 40 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Retrieveing the Parked Call On hook Dialing You can dial a number while the handset is on hook by doing one of the following e Dial the phone number on the keypad and press the dial softkey e Press the dir softkey use the scroll keys to select a person to call then press the dial softkey e Press the redial softkey use the scroll keys to select a person to call then press the dial softkey NOTE You can pick the handset up at any time to conduct a private conversation Permanent Caller ID Block Release If you chose to have your caller ID information blocked on all calls this feature allows your caller ID information to be sent for this call only Your caller ID may be required for some calls to be completed If your call will not be accepted without caller ID information you may get a message that the number you called will not accept anonymous no caller ID calls You may use this feature to send caller ID information for that call only To allow your caller ID to be displayed on the phone you are calling 1 Press 82 Press the dial soft key or pickup the handset Dial the desired phone number The called number should either ring or be busy You should not get the anonymous Call rejection message Picking Up a Parked Call This feature lets you pick up a specific parked call from a group of parke
103. ers can be added later by using the edit menu to add members To create a group with no members follow the previous steps with one exception When prompted to enter members just press the key NOTE To create group corporate or company distribution lists you must be in the mailbox for your company s main number Editing or Modifying a Group 1 Access the voice mail system Press 16 for Mailbox Options Press 6 for distribution groups Press 2 to edit a group Enter the number of the group to be edited SE uN Press a number to select an option from the edit menu e List all members press 1 e Add a member press 2 e Delete a member press 3 116 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Editing or Modifying a Group e Play the group name press 4 e Change the name press 5 e Go back to the previous menu press NOTE To edit group corporate or company distribution lists you must be in the mailbox for your company s main number If the group does not exist the user will hear The group number xx does not exist Please try again Listing Members of a Group If you pressed 1 for a list of all distribution group members the following happens 1 The total number of members in the group is announced The extension of each member is announced Press to skip to the next entry in the list before the number being announced is finished Adding a Member to a Group I
104. esenteccaleniteticciadea mieedeteninttes 28 Call Waiting with Caller ID cccsccssesseeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeneneees 28 Call Waiting with ID Manager eeeeeeeeeeeeee eee eeeeeeeeeeenneeeeeeenees 28 Caller ID BIOCK v n aa a tea aiaia paaa an Aae aa e e eed ece cheat meee 29 Oe ai K T K TaN el E E AA A A ce pegeanyeesamilsans 29 Conference Call TipS c cccssecesecesensncecaeeeaeeaaeeaaeeeaeaeeceeecseceeeceeeeceeeeeeeeeeeeness 29 Dial Tone and Ringer Patterns ssssssssnnnnnnnnnnennnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnna 30 Group Speed Dial sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn 30 PON EAEn e a EEE AAS AEAEE AE EE SEEE EE E E E 30 Hold n Queuing ciccactsthcacecpece net Sa ceecc cts rede Poca anea Deien Aa noia a naaie u aitain 31 PRUNE GROUPS acs cess Secacdevecstecstecezssecactecsveazesacesenceeuectecasssdheteusatvs sans cateactnietene 31 Intercom Calls Receive Only c eeeeeneeeeeee seen eeeeeeeeeeeneaeeeeeeeeenenee 32 Meet Me Conference i ei ee ie ee nnn nne 32 Joining a Meet Me Conference ccccccccccieececteeneaeeeseeeseedaeceteneeseeessterseemeeeenenencias 32 To Join a Meet Me Conference cccecccceeeeeceecceneeeeeeeseeecneneeteeneeeeeeeneteee 32 Silencing Announcements cicccie e a cin cede nr ieacevendyilaavceieams bee eerie vee 34 Dialing In TOO Barly einen nna a r aai 35 Entering an Incorrect ID vvaseescelescgenc
105. ess 2 to hear the list of numbers and have the option to delete them as you go through the list The voice prompt announces the list speaks the first number and prompts you to press 1 to delete it to hear the next number or to return to the Pri ority Call menu Press until you find the number you wish to delete Press 1 to delete the number You are prompted to press 1 to delete it to hear the next number or to return to the Priority Call menu NOTE If you press 1 to delete the number it is deleted immediately and the next number 12 13 14 15 Privacy Guard in the list is announced Repeat the previous two steps until you have found and deleted as many of the numbers as you want Press to return to the Priority Call menu or hang up Press 3 to immediately delete all member numbers The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Priority Call menu Select a menu item or hang up Privacy Guard is a call screening service that works with Caller ID to identify all incoming calls that have no Caller ID such as calls that are Anonymous Unavailable Out of Area or Private It forces callers to identify themselves by entering an access code or recording their name in order to complete the call You will know who is calling and have four options for handling the call 44 System Telephone Features Linksys SPA 941 Telephone User Guide 620 056
106. essage to increase the clarity of the message DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources including the voice mail you are trying to play Also remember to check the volume level on your speakers before playing any voice mail messages 6 Close the media player when you are finished listening to voice mails Using Controls While Playing Messages The system provides you with message control options as described in the following sections Rewind Fast Forward While listening to a message follow these steps e Press 2 to skip back in 5 second increments e Press 4 to skip forward in 5 second increments e Repeat the process to further rewind or fast forward Rewind to the Beginning of a Message If you want to return to the beginning of the message e Press 22 Fast Forward to the End of a Message If you want to forward to the end of a message e Press 44 Pause Play of a Message To pause play of a message or to resume play of a paused message e Press Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 107 620 05600390 Composing Messages before Sending Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups You first enter the extensions and distribution group number
107. essages as configured by your service provider If the maxium number of messages is reached and you receive a new voice mail message it will not be stored You must delete some old voice mail messages to receive any more Menus and Commands The following commands allow you to access your voice mail system Table 2 Voice Mail Main Menu Access Code Function 1 Play inbox messages 2 Play saved messages 3 Change password 4 Playback personal greetings for options see Voice Mail Personal Greeting List on page 63 5 Record personal greetings for options see Voice Mail Personal Greeting List on page 63 6 Access personal distribution groups for options see Voice Mail Distribution List on page 63 Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 61 620 05600390 Menus and Commands 62 Table 2 Voice Mail Main Menu Access Code Function 7 Compose a message for options see Voice Mail Compose List on page 63 8 Manage custom operator number Not supported for stand alone mailboxes for options see Voice Mail Custom Operator Zero Out List on page 64 star Exit the voice mail system e When pressed while message header is playing goes to directly to the message e When pressed while message is playing skips to the next message Table 3 Voicemail Message Co
108. ettings 4 key Use the scroll down arrow key to highlight option number 2 Speed Dial Press the select softkey below the phone display Use the scroll key to highlight or view the assigned speed dials Se ae Press the cancel softkey twice to revert to the main display Deleting a Speed Dial Number To delete one of your speed dials through the phone menu do the following 1 Press the Settings 4 key 2 Use the scroll key to highlight option number 2 Speed Dial 58 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 So eS Deleting a Speed Dial Number Press the select softkey below the phone display Use the up and down scroll key to highlight speed dial to be assigned Press one of the following softkeys e edit to add or edit the selected speed dial information e cancel to exit the speed dial list If you selected edit then press the More key once Press the clear softkey to clear the speed dial Press the More key until you see the ok softkey Press the ok softkey to save the changes After you have made the desired edits press the cancel softkey twice to revert to the main display Transfer Use this feature to transfer a call to another number 1 Tell the calling party you will transfer the call then press the xfer soft key The call is placed on hold and you hear a dial tone 2 Dial the number to which you want to transfer the call and press the dial soft key 3 Ifthe call
109. f you pressed 2 to add a distribution group member do the following After the prompt enter the extension number of the member you wish to add 2 Press the sign e The extension number you entered is played back to you for confirmation 3 Press the key to add the user or key to cancel e If you press and the member does not exist you will hear The member has been successfully added to this group e If you press and the member already exists you will hear The member already exists in this group please try again e Ifyou press you will be asked to reenter the extension number to add Deleting a Group Member If you pressed 3 to delete a distribution group member do the following 1 After the prompt enter the extension number of the member you wish to delete 2 Press the sign e The extension number you entered is played back to you for confirmation 3 Press the key to delete the user or key to cancel e If you press and the member exists you will hear The member has been successfully deleted from this group Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 117 620 05600390 Managing Distribution Groups e If you press and the member does not exist you will hear The member does not exist in this group please try again e Ifyou press you will be asked to reenter the extension number to delete Playing the Group Name After accessing the voic
110. for the next number the system will scroll through the list of member numbers starting over with the first number after the last number is spoken Repeat the previous two steps until you have heard as many of the numbers as you want Press to return to the Call Block menu when you are finished listening to member numbers Deleting Numbers from Call Block 1 Press 60 or 80 on the telephone keypad 2 Press the dial soft key or pickup the handset 18 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 10 11 12 13 14 15 16 Deleting Numbers from Call Block A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices Press 5 to delete telephone numbers from the list of numbers which will be blocked The voice prompt provides options for deleting members including e Press 1 if you know the number to delete see Step 4 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 14 e Press to return to the Call Block menu Press 1 to remove a specific number Enter the number to delete with no spaces dashes or special characters followed by the key The voice prompt repeats the number you just entered Press to save the entry delete it from your list or press to cancel the entry Select a menu item or hang up Press 2 to hear the list of numbers and have the option to delete them as yo
111. ge if you enter an invalid number or are not allowed to enter a long distance number as your custom operator TIP If you cannot make long distance calls from your phone and attempt to enter a long distance number as the custom operator without the access codes the system will accept the digits but when the caller presses zero 0 the call will be disconnected Replaying a Message To replay a voice mail message press 7 Saving a Message To save a voice mail message press 5 NOTE When you save a voice mail message the message is moved to the saved messages and is unavailable until you exit and re enter voice mail Skipping to the Next Message To skip to the next voice mail message press 8 while listening to the message header or message handling options During the message press to skip to the next message Deleting a Message To delete a voice mail message press 4 NOTE When you delete a voice mail message the message is deleted but the caller ID and message received information date time etc remains in the inbox listing until you exit voice mail Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 71 620 05600390 Forwarding a Message to Another Mailbox Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox follow these steps 1 Press 6 You hear a prompt to enter the number of the person s to whom you want to forward the message
112. hapter 1 discusses the telephone hardware e Chapter 2 contains an alphabetical summary of each telephone feature e Chapter 3 contains an alphabetical summary of the T6000 telephone features e Chapter 4 discusses voice mail features default menu e Chapter 5 discusses voice mail features Option A menu e Chapter 6 discusses voice mail features Option B menu e Chapter 7 discusses setting up Outlook for TAPI Telephone Description The Linksys IP phone is a full featured telephone that provides voice communication over an IP network The phone functions much like a traditional analog phone allowing you to place and receive telephone calls The phones also supports features such as call forwarding redialing speed dialing transferring calls conference calls and accessing voice mail The Linksys telephone has several key components which are shown in the following figure Linksys SPA 941 942 Telephone User Guide Your Linksys SPA 941 or SPA 942 Telephone 1 620 05600390 Linksys SPA 941 942 Features Table Ringer Four Display Indicator Softkeys Four Line Buttons Scroll Key and More key Voice Mail Hold Numeric Keypad Speakerphone Figure 1 Linksys SPA 941 942 IP Telephone Linksys SPA 941 942 Features Table Features Descriptions Display The LCD display shows call status dialing and directory information as well as menu items Ringer Indicator This indicator flashes red when there is an incoming call
113. have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant Dialing Your Telephone 1 Call your telephone number NOTE You must be able to dial your number directly from outside the system to use this oe ON method Wait for your phone to forward to your voice mail mailbox Press the key You will be prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach in
114. hen finished You are prompted to perform one of the following e Press 1 to send e Press 2 to change e Press 3 to review your message is played back to you e Press 4 to set message options 7 Press a number to act on your message e If you pressed 1 your message is sent and voice mail disconnects e Ifyou pressed 2 your are returned to the prompt to record your message Record again and follow the prompts e If you pressed 3 your message is played back to you and you are then prompted to perform an action from the previous list e If you pressed 4 go to step 8 8 Press a number to set any message delivery options e Press 1 to mark the message as urgent Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 89 620 05600390 Changing Your Password e Press 2 to mark the message as private e Press 3 to mark the message as return receipt requested you want to be notified when the recipient access the message e Press 4 to clear message options e Press to return to the voice mail main menu 9 Ifyou pressed any key from 1 4 you are returned to the Compose Message menu step 6 10 Repeat steps 6 8 until you press 1 to send or to return to the voice mail main menu or hang up Marking a Message as Urgent To mark a message as urgent which places it in the recipient s voice mailbox before any regular messages follow these steps 1 Record a message 2 Press 3 Press 1 t
115. ich says you are not accepting calls To use this feature 60 you create a list of telephone numbers internal or external that receive the message when a call with that caller ID appears at your telephone Call Block is managed through a menu of commands activated by pressing digits on the keypad The menu commands are e 1 Enable disable feature e 2 Add last caller to blocked list e 3 Add numbers to blocked list e 4 List numbers to blocked list e 5 Delete numbers from blocked list The display on your telephone will show the options for each menu level For example if you press 5 to delete a number the display will show 1 Num 2 List 3 Del All Main Menu Enabling Disabling Call Block The T6000 system allows you to turn the Call Block feature on and off i e decide when calls from your list will be forwarded and when they will ring at your telephone as usual Disabling turning off the feature does not delete the list of callers who are blocked and receive the message 1 Press 60 or 80 on the telephone keypad 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices 3 Press 1 to enable Call Block if it is disabled or to disable the feature if it is enabled Blocking Number of Last Call Received Press 60 or 80 on the telephone keypad 2 Press the dial soft key or pickup the handset A voice prompt tell
116. ing 1 or 3 for an incoming call for the other line appearance will disconnect the caller from your phone but the call will continue to ring on the other phone The send to voice mail and Call Me Back features are not available because the call may still be picked up on the phone that the line is assigned to as a prime line Caller ID Block Conference This feature blocks the display of your phone number to the called party for this call only Be aware that if the person you are calling does not accept anonymous calls your Call will be rejected since no Caller ID information is provided 1 Press 67 on the telephone keypad 2 Press the dial soft key or lift the handset 3 Dial the phone number that you do not want to show your Caller ID to If supported by your system you can conference several internal and or external parties together Check with your system administrator for the availability of this feature on your system To create a conference call follow these steps 1 Make a call or be engaged in a call Press the conf soft key Dial the number of the person that you want to include in the conference and press the dial soft key 4 When the person answers inform the party about the conference and then press the conf button to add that party into the conference call 5 Repeat steps 1 3 to add additional parties to the conference Conference Call Tips e The parties connected to the conference call r
117. ing for all calls is enabled 22 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Disabling Call Forward Busy Disabling Call Forward Busy 1 Press 77 on the telephone keypad 2 Press the dial soft key 3 Call forwarding all is disabled and the phone hangs up Call Forward No Answer Call Forward No Answer allows you to forward calls that are unanswered at your phone when the phone is not being used to the number you enter NOTE If you are on a call and another call comes to your phone the phone is considered busy If the second call is not answered it will follow the Call Forward Busy treatment Calls forwarded to an external number 7 or more digits that are unanswered will roll over to voice mail if available at that number Calls forwarded to an internal number less than 7 digit extension that are unanswered will roll over to voice mail if available for the called party or the forwarding destination depending on the system configuration External forwarding must be supported by your system for external numbers to be accepted Be sure to include the access code for an outside line and the area code if necessary with the external number Up to 20 digits may be entered Enabling Call Forward No Answer NOTE The display will show the available options as the prompts are played Depending on available space on the display the final entry usually for re enter or exit ma
118. iseserioneteetea Gude tartyr tenes eedtniunramealalcn ardent 118 Deleting a Group sixties letasig aah alee ua ore antennas dais ahaa Mt Geet 118 Listening to a List of Distribution GroUpS cee ceceeeeeeeeeeeeeenneeeeeeeeeeeeeneeneeeeeees 119 Exiting the Voice Mail System ccceccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeees 119 viii Table of Contents 7 Set Up Outlook for TAPI Using TAPI to Call from Outlook 1 0 0 0 cece cece ee eeeeeeeeeeeeeeeeesneneeeeeenes 121 Installing the TAPI Support Software ccseeeeeeeeeeeeeeeeeeeeeeeeeeees 123 Configuring Windows for TAPI eeeeeeeeeeeeeeeee eee eeeeeeeeeeeeneeeeeeeeene 128 Configuring Outlook to Use TAPI cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeenees 136 Index 1 Table of Contents ix xX Table of Contents Your Linksys SPA 941 or SPA 942 Telephone Introduction This guide describes how to use all of the features that are provided by the Tekelec 6000 telephone system on your Linksys SPA 941 or Linksys SPA 942 telephone Accessing Phone Features Some features require you to dial an activating digit followed by a numeric code The default value for this activating digit is 5 and it is used throughout this guide However your system administrator may choose to use another digit for this function In that case substitute your activating digit for the default All feature operation will be exactly the same In This Manual e C
119. lease record your name after the tone press the key when you are done 5 Record your name and press the key within 5 seconds If you do not complete this step within 5 seconds you will be connected to the conference without being identified Within the 5 seconds you may press the key to cancel the current recording and start the recording over e Under normal operations when you successfully enter the Guest or Moderator ID and are not too early the system will play the following greetings to you e If you are the first to join the conference Your conference Call is active You are the first caller to join this conference Please wait for the next participant e f participants have already joined the conference You are now being connected to the conference e If you are within 5 minutes before the start of the conference call Your conference will start in a few minutes please wait or call back later e When you join the conference if you are the third or later conferee to join the system will play your recorded name and the join tone to the moderator and the other conference participants NOTE As participants leave the conference call a ding sound will alert the moderator and all remaining participants that someone has left the conference call Linksys SPA 941 Telephone User Guide System Telephone Features 33 620 05600390 Meet Me Conference Silencing Announcements You may no
120. listen to the voice mail file type 4 Your default media player will open e If you get an error message the voice mail has not been recorded in a compatible file format and cannot be played 5 Select open the file on the dialog box that appears to play the message The voice mail message plays concurrently with any audio such as music CDs or streaming music coming from your speakers Stop or mute other features before playing the voice mail message to increase the clarity of the message DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources including the voice mail you are trying to play Also remember to check the volume level on your speakers before playing any voice mail messages 6 Close the media player when you are finished listening to voice mails Using Controls While Playing Messages The system provides you with message control options as described in the following sections Rewind Fast Forward While listening to a message follow these steps e Press 7 to skip back in 5 second increments e Press 9 to skip forward in 5 second increments e Repeat the process to further rewind or fast forward Rewind to the Beginning of a Message If you want to return to the beginning of the message e Press 77 Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 67 620 05600390 Composing Messages before Sending
121. ll Forward BUSY raerce aeee ree eee eee 21 Enabling Call Forward BuSy cat cise cceee ec aceucessseecee cessyeney sheet saved eh cvaeseceeenecueesvecond 22 Disabling Call Forward BUSY 22csineri enced Mii eee nabh ec bees 23 Call Forward NO Answer cccccceeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeneennnneees 23 Enabling Call Forward No Answer ceeeeeeeeeeeee este ee eeeeeaaeeeeeeeeeeenaaeeeeeeeeeeenaae 23 Disabling Call Forward No Answer cccceeeeeeeeneeeeeeeeeeeeenaeeeeeeeeeeeeeeeneeeeeeeees 24 Call Forward Out of Service cssesseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeneneeees 24 Enabling Call Forward Out of ServiCe ccecceeeeeeeeeeeeeeneeeeeeeeeeeeennaeeeeeeeeeeeneea 25 Disabling Call Forward Out of Service ceeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeneeneeeeeeeees 26 Call PICK Up ioiii aa aana aiana aa aape aaa a aa Aaaa fana aA aa AAE E aE aaa CRSA 26 Directed Gall PickUPrissrosesi ian aa a ea 26 Group Call PICKUP E EE E S A A E T 26 Gall EESTI a a EET 27 Call PACS sce es a aa th a ce a ee a eee ak 27 ii Table of Contents Call Waiting ssccctcccecs ascites tce scent raat aceasta ce ce beers 27 Answering the Second Call cc ccc ccceteeseseeceeeneeeeeneeeeseceteeeeeeeseeeseeeeeeeeenensecten 28 switching Between Held Calls j sesccs0ccien donee sence scrsenaccbecesnceinty doce inden dando deatedeees 28 Suspending Call Waiting sc ctesiasacccte apokests ai iencelazeene
122. ller to your voice mailbox e when your phone rings and you don t answer it the No Answer greeting e when you have activated the Do Not Disturb feature if this feature is provided on your telephone e when you are talking on the phone the Busy greeting Additional features include the ability to e Record your name so that when you leave messages for other users they will hear your name instead of your extension e Replace your personal greetings with the default greetings TIP When you create your greeting be sure to tell the caller they can dial zero 0 to reach either the automated attendant or the person you have pro grammed to answer zero out calls Recording Personalized Mailbox Greetings To record a personalized greeting 1 Access the voice mail system 2 Press 4 from the main voice mail menu and choose the greeting you want to record by pressing the corresponding digit key e Press 1 to record the No Answer greeting e Press 2 to record the Do Not Disturb greeting e Press 3 to record the Busy greeting e Press 4 to replace your personal greetings with the default greetings e Press 5 to play your personal greetings Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 113 620 05600390 Receiving Pager Notification Press to return to the main menu To record your name 1 Access the voice mail system 2 Press 16 for Mailbox Options 3 Press 8 to rec
123. mbers internal or external that are forwarded to that number when a call with that caller ID appears at your telephone Selective Call Forward is managed through a menu of commands activated by pressing digits on the phone keypad The commands are e 1 Enable disable feature e 2 Enter the forward destination number e 3 1D forward destination number e 4 Add members to list to be forwarded e 5 List members of list to be forwarded e 6 Delete members from list to be forwarded The display on your telephone will show the options for each menu level For example if you press 6 to delete a number the display will show 1 Num 2 List 3 Del All Main Menu Enabling Disabling Selective Call Forward The FrameMaker system allows you to turn the Selective Call Forward feature on and off i e decide when calls from your list will be forwarded and when they will ring at your telephone as usual Disabling turning off the feature does not delete the list of callers assigned for forwarding 1 2 4 Press 63 or 83 Press the dial soft key or pickup the handset A voice prompt tells you whether Selective Call Forward is enabled or dis abled and then gives the menu choices Press 1 to enable Selective Call Forward if it is disabled or to disable the feature if it is enabled Hang up Entering the Forwarding Destination Number ote Press 63 or 83 Press the dial soft key or pickup the handset A
124. n Replying to a Message To reply to a message you receive 1 Press 17 to reply to the message You hear a prompt to record your reply Record your reply message Press to accept your message Your voice mail system gives you the following options e Press 1 to send reply e Press 2 to change reply e Press 3 to review reply e Press 9 to mark urgent and reply e Press to cancel the reply and re record You hear the message options again Dialing Back a Caller To dial a caller who left a message if Caller ID information is available Press 14 Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system 112 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Recording Personalized Mailbox Greetings To go directly to someone s voice mailbox 1 Dial 577 or the code provided by your system administrator on the keypad You hear a voice prompt to enter the extension number of the person you want to send a message to 2 Dial the extension number You hear a greeting and voice prompt to enter a message 3 Record your message and hang up NOTE You can press on your phone at any time during the greeting to skip to the end of it Personal Greetings You can record a different voice mail greeting for each of the conditions that transfers a ca
125. nabled programs e The program must be set to use Tekelec T6000 Telephone Service Provider that must be installed on your PC e The access codes required for outside calls usually 9 or 8 must be configured e Instructions for handling area codes and if necessary 10 digit dialing must be configured Setting Up TAPI Use the following steps to set up TAPI 2 1 compliant Service Provider in Windows These steps are from Windows XP Other Windows versions should be similar 1 Click Start and Control Panel to open the Control panel window 2 Double click Phone and Modem Options circled 128 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 amp Control Panel File Edit View Favorites Tools Help pog gt S P Search Folders Tis Address gt Control Panel Vg Control Panel RS SPrinters and Faxes 43 Administrative Tools o Regional and Language Options Automatic Updates Sy Scanners and Cameras Date and Time E Scheduled Tasks See Also sl i ty Security Center F Sounds and Audio Devices QB Windows Update speech Help and Support T Game Controllers T symantec LiveUpdate internet Options WD System ED Iomega Active Disk bi Taskbar and Start Menu Java Plug in 82 User Accounts ea Windows Firewall sk Wireless Network Setup Wizard Network Connections GANVIDIA nview Desktop Manager 3 Click Edit circled in the Phone and Modem Options dialog box Linksys S
126. ncel to exit the Call History Using the Speakerphone Your telephone contains a speakerphone that lets you converse hands free without having to use the handset A speakerphone also allows others in the room to listen and participate in a telephone conversation When your phone rings to use speakerphone do one of the following e Press the Speaker 1 key e Press the red blinking line key To activate or deactivate the speakerphone anytime during a call press the Speaker 1 key on your phone and lift the handset to continue the conversation When the speaker is active the handset becomes inactive and vice versa 10 Basic Phone Features Linksys SPA 941 942 Telephone User Guide 620 05600390 Speakerphone Troubleshooting Speakerphone Troubleshooting Problem Solution You can t hear callers on the speaker Increase the speaker volume by pressing the Volume key once Press the Scroll key to adjust the volume as desired Callers can t hear you when you use the speakerphone Make sure nothing is blocking the microphone which is located on the left side of the telephone under the handset cradle Move closer to the microphone and face the microphone when speaking The caller s voice echoes Decrease the speaker volume by pressing the Volume key once Press the Scroll key to adjust the volume as desired Linksys SPA 941 942 Telephone User Guide 620 05600390 Basic Phone
127. ne User Guide 620 05600390 Open amp Print Forward New Message to Contact New Appointment with Contact A New Meeting Request to Contact New Task for Contact New Journal Entry for Contact Link gt 2 Call Contact 9 NetMeeting Y Flag for Follow Up Categories x Delete 4 Click Call Contact on the menu circled in the previous screen to open the New Call dialog box Number to dial Contact Michaels Gene Open Contact Number a69 555 2156 7 Dialing Properties J Create new Journal Entry when starting new call Call status On hook Start Call End Gall Dialing Options Close 5 Click Dialing Options to open the Dialing Options dialog box 6 Click on the drop down menu in the Connect using line field and scroll down any entries until you find your telephone number circled Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 137 Configuring Outlook to Use TAPI Dialing Options a 2 x m Settings For speed dialing Name Phone number v Add a E etete Settings For phone number Formatting and dialing Automatically add country code to local phone numbers Dialing Properties Connect using line iPconF LINE Line Properties a i 19723542118 Cancel 7 Select your telephone number and click OK to return to the New Call dialog box 8 You may call this contact or close the New Call di
128. neeenennees 14 Verifying an Abbreviated Dial Number c cceeceeeeeeeeeeeeteeeeeeeeeeenaeeeeeeeeeeenaea 15 Anonymous Call Rejection ccceceeeeneceeeeeeeeeeeeeeeneeeeeeeseeeeeeeeeeeeeeeeeenees 15 Enabling Anonymous Call Rejection 0 cece ceeeceeeeeee eee eeeneeeeeeeeeeeenaaaeeeeeeeeeeeaea 15 Disabling Anonymous Call Rejection ceececceeeeeeeeeeeeeeeeeeneeeeeeeeeeeseneneeneeeeees 15 Authorization Code Calling cccceeeeeneeeeeeeeeeeeeeeeeeseeeeeeeseeneeeeeeeeeeeeeaees 15 Blind Transfer a2 cesar oe eres ee ce coe le rece eee 16 BG GODS ae re rea E a a te eee eens 16 Call Block Selective Call Rejection sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 17 Enabling Disabling Call BlOCK vescssvscessesere teenie tardecusadnnipteee wa deerestacestelescs 17 Blocking Number of Last Call Received 2 c c ccccceeeeeseseeeeeneeeeeeseeeeneeeneneenens 17 Adding Numbers to Call Block List 0 2 cece ceeeeeeeeee eect eeeeeee eter eeeeeeaaeeeeeeeeeeenaea 18 Listing Blocked Numbers sinirine nene ia ended Gate a Eee iA n as 18 Deleting Numbers from Call Block 2 ccccccccececeesetecceeeeeteedeeeeeceeneeetesseeeeceeeemenetes 18 Call Forward All Calls ccscccscoencescvessaxsc soces rca cece teen ccecivencecsnanaxaciepeeaceenneehs 20 Enabling Gall Forward AI socccsc sctassgcectetesial eetadicitccasaeuntes oieliente raasagascbetelantielaess 20 Disabling Call Forward All xicsest3 menirii a a aia 21 Ca
129. nes may require a after the dialed digits in order to dial the number If you do not hear the greeting immediately after dialing the last digit Press to complete dialing You hear a welcome greeting and are prompted to enter your extension number 2 Enter your extension number You are prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system 4 Press the corresponding digit on your phone to select the desired voice mail function From any outside touchtone phone Dialing Main Number 1 Dial your main telephone number for the Auto Attendant feature and press 555 or the code provided by your system administrator You hear a welcome greeting and are prompted to enter your extension number NOTE If your system is set up for direct voice mail access dial the telephone number you have been given for voice mail system access by your system administrator 2 Enter your extension number 86 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 From the email program on your PC You will be prompted to enter your password Enter your numeric password followed by the key If you
130. nt to run or saye this file Name TAPILEXE Type Application 347 KB From 172 30 7 16 While files from the Internet can be useful this file type can Y potentially harm your computer If you do not trust the source do not tun or save this software What s the risk Click Next in the Welcome dialog box to install the TAPI program Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 125 Installing the TAPI Support Software J2 Welcome Welcome to Tekelec T6000 TAPI provider Setup program This program will install Tekelec T6000 TAPI provider on your computer 5 It is strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law 10 Click Next to start the i Jd Start Installation nstallation You are now ready to install Tekelec T6000 TAPI provider Press the Next button to begin the installation or the Back button to reenter the installation information 11 126 Set Up Outlook for TAPI Cancel The Installing dialog box shows the progress of the installa
131. ntrols Before Mail After Mail During Mail Feature Message Message Message Rewind NA NA 7 Rewind to beginning NA NA 77 Next message 8 8 Forward message 6 6 Reply message 2 2 2 Dial Back Originator 3 3 3 Replay message 7 7 NA Delete 4 4 4 Save 5 5 5 Pause Unpause Play NA NA 8 Fast Forward NA NA 9 Fast Forward to the End NA NA 99 Skip to Previous Menu j i id Options NOTE If you are listening to the introductory message and you press you will exit from voice mail Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Linksys SPA 941 942 Telephone User Guide 620 05600390 Table 4 Voice Mail Personal Greeting List Access Code Function 1 No Answer greeting 2 Do Not Disturb greeting 3 Busy greeting 4 Name greeting 5 Replace personal greetings with default greetings star Return to main voice mail menu Table 5 Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 2 Edit a distribution group 1 list of members 2 add a member 3 delete a member 4 hear the group name 5 change the name return to the previous menu 3 Create a distribution group 4 Delete a distribution group star Return to main voice mail menu Table 6 Voice Mail Compose List Access Code Function 1 Send message 2 Change message re record
132. o mark as urgent and send NOTE If your system administrator has turned on message notification messages marked as urgent will automatically notify of the recipient that they have an urgent voice message Changing Your Password The system default for your voice mail password is your extension number To keep others from listening to your voice mail messages you should change your password to something only you know 1 Access the voice mail system 2 Press 7 to change your password 3 Enter your new password by pressing numbers on the keypad followed by 4 Enter your new password again A prompt will tell you if you have successfully changed your password NOTE If you have messages in your voice mail box but you want to skip them and change your password press to get the main menu then follow the above steps Otherwise listen to your messages and then follow the above steps 90 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Marking a Message as Urgent Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail press during the voice mail menu announcement Returning to the Auto Attendant or Operator When calling from outside of the VoIP system you can escape from voice mail to the auto attendant or operator using the star key Press to move from the selected option to the previous menu When you reach the main voice mail menu press
133. onference call Roll Call During a conference call the moderator may initiate a roll call of the participants that have signed in by pressing 2 All conference call participants will hear There are n people in the conference The following people have joined the conference System plays the name of each participant as recorded Roll call complete Adding More Ports to an Active Meet Me Conference During an active conference call the moderator may add more ports if needed To add more ports do the following 1 Press 3 The moderator will hear Please enter the number of ports you wish to add followed by the key 2 Enter the number of ports to be added then press the key The system will check the availability of the ports and report results to the moderator For example the moderator wants to add six ports Linksys SPA 941 Telephone User Guide System Telephone Features 35 620 05600390 Meet Me Conference e Ifall six ports are available the moderator will hear Six additional ports have been reserved for this conference e If only 5 of 6 ports are available the moderator will hear Five of six additional ports have been reserved for this conference e f no ports are available the moderator will hear We are sorry additional ports are not available at this time Dropping a Conference Call Should it be necessary a moderator may be drop end a conference call while in progre
134. ord your name Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate 1 Access the voice mail system Press 4 on the main voice mail menu to reach the Greetings menu Press 5 from the greetings menu and choose the greeting you want to play by pressing the corresponding digit key Press 1 to play the No Answer greeting Press 2 to play the Do Not Disturb greeting Press 3 to play the Busy greeting Press 4 to play your name Press to return to the main menu Receiving Pager Notification The T6000 system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message You must set this service up with your system administrator or via Web Portal Mobile devices support different types of alerts Basic numeric pages accept only keypad phone digits 1 0 and Cell phones support voice streaming Some cell phone models can receive text only e mails E mail pagers can accept text only e mail messages You may choose to be alerted Each time you receive any voice message Only when you receive a message marked as urgent 114 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide What You Receive on Your Pager Cell Phone What You Receive on Your Pager Cell Phone Numeric You receive the numbers you entered in the Pager Info box when you set up the pager option with the system a
135. orrect group or to reject the group If you entered the wrong group number and pressed you will be prompted for the number of the group to delete Enter a different group number or press again to return to the distribution group menu 6 Press to finish the delete or press to cancel the delete process and return to the distribution group menu 78 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Listening to a List of Distribution Groups NOTE To delete group corporate or company distribution lists you must be in the mailbox for your company s main number Listening to a List of Distribution Groups 1 2 3 4 Access the voice mail system Press 6 for distribution groups Press 1 to list all your groups Listen to the playback of your groups as follows e the number of groups e the group number e the group name e If there is no recording for the group name you will hear Unknown e The corporate group 10 will always be named as Everyone e the total number of members in the group While reviewing the list of groups you can skip to the next group by pressing or clicking the button NOTE To list all group corporate or company distribution lists you must be in the mailbox for your company s main number Exiting the Voice Mail System Linksys SPA 941 942 Telephone User Guide 620 05600390 To exit the voice mail system simply hang up Voice
136. ou pressed 4 go to step 8 8 Press a number to set any message delivery options 68 Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Compose and Send a Message e Press 1 to mark the message as urgent e Press 2 to mark the message as private e Press 3 to mark the message as return receipt requested you want to be notified when the recipient access the message e Press 4 to clear message options e Press to return to the voice mail main menu 9 Ifyou pressed any key from 1 4 you are returned to the Compose Message menu step 6 10 Repeat steps 6 8 until you press 1 to send or to return to the voice mail main menu or hang up Marking a Message as Urgent To mark a message as urgent which places it in the recipient s voice mailbox before any regular messages follow these steps 1 Record a message 2 Press 3 Press 9 to mark as urgent and send NOTE If your system administrator has turned on message notification messages marked as urgent will automatically notify of the recipient that they have an urgent voice message Changing Your Password The system default for your voice mail password is your extension number To keep others from listening to your voice mail messages you should change your password to something only you know 1 Access the voice mail system 2 Press 3 to change your password 3 Enter your new password by pressing numbers on the keypa
137. ou want to play by pressing the corresponding digit key Press 1 to play the No Answer greeting Press 2 to play the Do Not Disturb greeting Press 3 to play the Busy greeting Press 4 to play your name Press to return to the main menu Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 95 620 05600390 Receiving Pager Notification Receiving Pager Notification The T6000 system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message You must set this service up with your system administrator or via Web Portal Mobile devices support different types of alerts e Basic numeric pages accept only keypad phone digits 1 0 and e Cell phones support voice streaming e Some cell phone models can receive text only e mails e E mail pagers can accept text only e mail messages You may choose to be alerted e Each time you receive any voice message e Only when you receive a message marked as urgent What You Receive on Your Pager Cell Phone Numeric You receive the numbers you entered in the Pager Info box when you set up the pager option with the system administrator The number could be a code that means something to you Voice when you answer the page voice mail plays a welcome announcement followed by a request for the account password Enter the password and listen to the normal voice mail menu options If the voice message is ma
138. ow that it is an incoming remote call You can also set the number of seconds the phone will ring unanswered before the call is redirected to voice mail or other destination VZ L CAUTION If you are engaged in a remote phone call and you change the Remote 52 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Deactivating Remote Phone via Web Portal Phone number through the Web Portal when you click Save it will disconnect your current remote phone call In the Web Portal when the Auto Enable When Phone OOS checkbox is checked the system will automatically enable Remote Phone and route calls to the Remote Phone number when the phone is out of service The Remote Phone feature will not be auto enabled until a call arrives after the phone has been declared out of service If a call arrives at the phone before the Call Agent has determined the phone is out of service the Call Agent will send the call to the No Answer destination As soon as the Call Agent determines the phone is out of service the Remote Phone feature will be automatically enabled and all further calls will be sent to the Remote Phone number When the phone with Auto Enable When Phone OOS checked returns to service after the outage Remote Phone is not disabled Both the phone and Remote Phone will ring for each incoming call The user must disable remote mode using the Web Portal or by pressing the Remote button on the phone D
139. p senc dca cd ceed sapesncedsea debe uh lac inceceetetinns 92 Saving a Message sisisi pete te hence etal 92 Skipping to the Next Message seeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeenenes 92 Deleting a Message cississesxcapecstece ccc sce aeee ceeding neenante nde eater ened 93 Forwarding a Message to Another Mailbox cccecceeeeeeeeeeeeeeeeeenees 93 Replying to a Message sseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeesseeseeeeeeeeees 93 Dialing Back a Caller sx cceccss ces coco d ete cence ceh cera cece ee 94 Sending a Message Directly to an Extension ccceceeeeeeeeeeeeeeeeeeeeeeees 94 Personal Greetings aeree etek eee ee 94 Recording Personalized Mailbox Greetings cccceeeceeeeeeeeeeeeeeeeennneeeeeeeeeees 95 Listening to Your Greetings soul ols ford sf araleirauten tical tuhansis cated salt wtaaetaaas danku useaan 95 Receiving Pager Notification ccccceeeccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeees 96 What You Receive on Your Pager Cell Phone eeceeeeeeeeeeeeeeeeeeenneeeeeeeeeeeneee 96 Managing Distribution Groups ccceeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeees 97 Creatingiad New Grou Bass tesic ates cn traced tet no aE eni na EAEE AAA EAE a wal arid eea eG as 97 Editing or Modifying a Groupe s 2 lt Aes cer Caeser eat 98 Listing All Group Members ccna siostsceetse cases sotteccenedensc sastecwanteenad enrameetieonaate 98 Adding a Member to the G
140. p to the next voice mail message press 5 at any time Deleting a Message To delete a voice mail message press 3 NOTE When you delete a voice mail message the message is deleted but the caller ID and message received information date time etc remains in the inbox listing until you exit voice mail Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox follow these steps 1 Press 13 You hear a prompt to enter the number of the person s to whom you want to forward the message 2 Enter the phone number and then either e press to enter another number or e press if this is the only or last person to receive the forwarded message 3 You get a prompt to leave an introduction to the forwarded message Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 111 620 05600390 Replying to a Message a Record your introductory message To forward the voice mail immediately without an introductory message press immediately after the prompt b Press to accept the message 4 Choose one of the following options to finish forwarding e Press 1 to forward the message e Press 2 to change the introductory message e Press 3 to review the introductory message e Press 9 to mark urgent and forward e Press to cancel the forward Press at anytime to cancel the forward If you press you must reenter the extension s and any desired introductio
141. perator cccceeeeeeeeeeeeeeeeeeeeees 70 Zeroing Out to a CUSTOM Operator ccecccceceeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeneees 70 Replaying a Message sssssssssnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nanna 71 SAVING a Message ara sis nian rea raana a aea Tea Daaa aeaaea rA apaadi aeai 71 Skipping to the Next Message ssssssssssnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnne 71 Deleting a Message ssssssssssssnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 71 Forwarding a Message to Another Mailbox ccccceeeeeeeeeeeeeeeeeeeeneeeeeeees 72 Replying to a Message ssssssssnssnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 72 Dialing Backa Caller nsina none soimaan naeia teenth ee cee 73 Table of Contents v Sending a Message Directly to an Extension cccccceeeeeeeeeeeeeeeeeeeeeees 73 Personal Greetings ccsjeccccccedevecacecsesececctacated sucadccvecsdedensindenaeeaecaietedecseesices 73 Recording Personalized Mailbox Greetings cccceeecceeeeeeeeeeeeeeeeennnneeeeeeeeeees 74 Listening to Your Greetings sions tte 0bs cus satenuaveeens turncead bokeeaeatbanka atAbtautscnatraneaumetas 74 Receiving Pager Notification c cseceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesneeeeeeeeees 74 What You Receive on Your Pager Cell Phone ceeeeeeeeeeeeeeeeeeeennteeeeeeeeeeeneas 75 Managing Distribution Groups cccceeeeeee eee e eee eeeeeeee
142. prompted with choices to play your inbox messages play your saved messages change your password playback your greetings record new greetings or exit the voice mail system 104 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide From any other internal phone 4 Press the corresponding digit on your phone to select the desired voice mail function From any other internal phone 1 Dial 555 or the code provided by your system administrator NOTE Some phones may require a after the dialed digits in order to dial the number If you do not hear the greeting immediately after dialing the last digit Press to complete dialing You hear a welcome greeting and are prompted to enter your extension number Enter your extension number You are prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system 4 Press the corresponding digit on your phone to select the desired voice mail function From any outside touchtone phone Dialing Main Number 1 Dial your main telephone number for the Auto Attendant feature and press 555 or the code provided by your system administrator You hear a welcome gree
143. r 59 Blind 16 Troubleshooting Speakerphone 11 U Urgent Pager Notification Default Menu 74 75 Option A Menu 96 Option B Menu 114 115 Using TAPI to Call from Outlook 121 Using the Speakerphone 10 V Voice Mail Controls Default Menu 67 Option A Menu 88 Option B Menu 107 Fast Forward to the End of a Voice Mail Default Menu 68 Option A Menu 89 Option B Menu 107 Marking a Message as Urgent Default Menu 69 Option A Menu 90 Option B Menu 108 Pause Play of a Message Default Menu 68 Option A Menu 89 Option B Menu 107 Replying to a Message Default Menu 72 Option A Menu 93 Option B Menu 112 Rewind to the Beginning of a Message Default Menu 67 Option A Menu 88 Option B Menu 107 Rewind Fast Forward Default Menu 67 Option A Menu 88 Option B Menu 107 Voice Mail Features Accessing Your Mailbox Default Menu 64 Option A Menu 85 Option B Menu 104 Changing Your Password Default Menu 69 Option A Menu 90 Option B Menu 109 Composing Messages before Sending Default Menu 68 Option A Menu 89 Option B Menu 108 Steps Default Menu 68 Steps Option A Menu 89 Steps Option B Menu 108 Creating New Voice Mail Distribution Group Default Menu 76 Option A Menu 97 Option B Menu 116 Deleting a Message Default Menu 71 Option A Menu 93 Option B Menu 111 Deleting Voice Mail Distribution Group Default Menu 78 Option A Menu 99 Option B Menu 118 Dialing Back a Caller Default Menu 73 Option A
144. r ID information is available Press 3 Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system To go directly to someone s voice mailbox 1 Dial 577 or the code provided by your system administrator on the keypad You hear a voice prompt to enter the extension number of the person you want to send a message to 2 Dial the extension number You hear a greeting and voice prompt to enter a message 3 Record your message and hang up NOTE You can press on your phone at any time during the greeting to skip to the end of it Personal Greetings You can record a different voice mail greeting for each of the conditions that transfers a caller to your voice mailbox e when your phone rings and you don t answer it the No Answer greeting e when you have activated the Do Not Disturb feature if this feature is provided on your telephone e when you are talking on the phone the Busy greeting Additional features include the ability to e Record your name so that when you leave messages for other users they will hear your name instead of your extension e Replace your personal greetings with the default greetings Linksys SPA 941 942 Telephone User Guide Voice Mail Features Default Menu 73 620 05600390 Receiving Pager Notification TIP When you create you
145. r greeting be sure to tell the caller they can dial zero 0 to reach either the automated attendant or the person you have pro grammed to answer zero out calls Recording Personalized Mailbox Greetings To record a personalized greeting 1 Access the voice mail system 2 Press 5 from the main voice mail menu and choose the greeting you want to record by pressing the corresponding digit key e Press 1 to record the No Answer greeting e Press 2 to record the Do Not Disturb greeting e Press 3 to record the Busy greeting e Press 4 to record your name e Press 5 to replace your personal greetings with the default greetings e Press to return to the main menu Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate 1 Access the voice mail system 2 Press 4 from the main voice mail menu and choose the greeting you want to play by pressing the corresponding digit key e Press 1 to play the No Answer greeting e Press 2 to play the Do Not Disturb greeting e Press 3 to play the Busy greeting e Press 4 to play your name e Press to return to the main menu Receiving Pager Notification The T6000 system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message You must set this service up with your system administrator or via Web Portal Mobile devices support different types of alerts e Basic num
146. re not to use the priority ring Disabling turning off the feature does not delete your list of callers assigned to receive the priority ring 1 Press 61 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices 3 Press 1 to enable Priority Call if it is disabled or to disable the feature if it is enabled 4 Hang up Adding Members to the Priority Call List 1 Press 61 2 Press the dial soft key or pickup the handset A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices 42 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Listing Priority Call Members Press 2 to add telephone numbers to the list of members who will trigger the priority ring Enter the number with no spaces dashes or special characters followed by the key Press to save the entry add it to your list or press to cancel the entry Select a menu item or hang up Listing Priority Call Members 1 2 Press 61 Press the dial soft key or pickup the handset A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 3 to hear the list of telephone numbers which will trigger the priority ring Press to hear the next number or press to return to the Priority Call menu As long as you press for the next num
147. receive caller ID information you will see From Privacy Guard on the display If the caller entered an access code the access code digits will be displayed also If the caller entered an access code your telephone rings normally and you are connected to the caller when you answer the call If the caller recorded their name your telephone rings with a priority ring When you answer the call a prompt is played that announces the call and offers the following options e Press 1 to answer the call e Press 2 to play an announcement to the caller that you are unavailable e Press 3 to transfer the caller to voice mail NOTE Option 3 will be available if you have a voice mail button on your telephone for your voice mail mailbox or for another voice mail mailbox such as the main number attendant phone or another person s mailbox executive assistant phone However if you do not have your own mailbox and choose this option you will get reorder fast busy If you do not have a voice mail button on your phone this option is not available e Press 4 to deliver a message that you do not accept sales or soliciation calls and you are not to be called again 46 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Enabling Disabling Privacy Guard If you enter anything other than the available menu options you will be prompted two more times to enter a valid menu option If you do not select a valid option in
148. rked as Urgent the first voice message you receive is the urgent message When someone leaves a voice mail message on your phone the system immediately dials your pager or cellular phone The system tries to reach you every five minutes up to three times if you don t answer If you take the call but you don t enter digits at the prompt the system acts like you never answered the call and continues trying to reach you as stated above If you have caller id your office phone number name is displayed as the caller E Mail The message you receive reads as follows Subject Voice Mail from calling party Body the text entered by the system administrator i e Please call me need to talk to you NOTE If the system administrator left the body text empty you get as the body calling party called you on date at time 96 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Creating a New Group Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created Corporate customer distribution lists are created by an administrator or a user with access to a customer s main number voice mail box and are available for use by all of a customer s users By default corporate group number 10 in each cu
149. roup iocscicesada cesuntedaqushacaaseatsatanpbesa ty ieteenedunerreneerias 98 Deleting Group Member fc i 2 2 2 ccccseeccutsde cedegeteecnetdealey data sdetiddadascatee depen alec 99 Playing the Group Name sens xeerect een neste sees stonceaseestantigenuennannedetentelaslee 99 Changing the Group Nannie xc ihces ss ece a cee ect seat en Napeit Deng dnin uunai denai ea oeingad nates 99 Deleting a Groupes Ara iceAG eee eee setae TAT 99 Listening to a List of Distribution GroUpS eee eeeeeeeeeeeeeeeeeneeeeeeeeeeetenenneeeeeees 100 Exiting the Voice Mail System cscs ee eeeeeeeeeeeeeeeeeeeeeeeneneneees 100 Voice Mail Features Option B Menu Menus and Commands sssseeeeeeeeceeeeeeeeeeeeeeeeeeeeseneeeesenecseeeeeeeeeeees 101 Accessing Your Voice Mail cccccccceeeeeeeeeeeeeeeeeeneeeeeeeeenaeeeeeeeeeeeeeeeees 104 From yoti PHON Sieci eaa a ea Mi Med wees 104 From any other internal phone ccccccccccccecceecceeceeeceeeeeeeceeeeeeeeeeeseneeeeeteess 105 From any outside touchtone Phone cccccccccceccceecceeceeeeeeeeeeeeeeeeeeteeeeneeeeeess 105 Dialing Main Num beP naisasia a eeka 105 Dialing Your Telephone x ocecsdusacurascrnardeve siete hectae sausetdanalntne Adel aausandohadee Feanedes 106 From the email program On your PC 00 0 eeeeeeeeeeeeee etter eeeeeeeeaeeeeeeeeeeenaaeeeeeeeenenea 106 Table of Contents vii Using Controls While Playing Messages cccccseeeeeeeeeeeeeee
150. s Name 5 Play personal greetings NA Return to main voice mail NA menu star NA Return to main voice mail menu Table 20 Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 102 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Table 20 Voice Mail Distribution List Access Code Function Edit a distribution group 1 list of members 2 add a member 3 delete a member 4 hear the group name 5 change the name return to the previous menu 3 Create a distribution group 4 Delete a distribution group star Return to main voice mail menu Table 21 Voice Mail Compose List Access Code Function Send message Change message re record Review message listen to recorded message oO N Set message options for options see Voice Mail Message Options List on page 103 Table 22 Voice Mail Message Options List Access Code Function Requests Return Receipt you are notified recipient as accessed the message and sends the message Marks message as Private it cannot be forwarded and then sends the message Marks message as Urgent and sends the message Sends the message without any options NOTE Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new
151. s defined by Tekelec 620 05600390 Table of Contents Your Linksys SPA 941 or SPA 942 Telephone IntroduUCtiOM ssion sect sec daz aaa e aa a aa a aaa Eaa aaa aaia 1 Accessing Phone Features isessineiesessessiersisauinsertiinnniuukn band cal Nunia NENEN d dawane 1 I AS MMU r a ae aE Ea A hra aE 1 Telephone Description sc cicissccsccccccceeccauschesicacaiesaeseiviceccscctenectutaaesexiescasaceaves 1 Linksys SPA 941 942 Features Table ccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeneeneneeeees 2 Moving Your Telephone 2i sc i eee ee eel eee 3 Basic Phone Features Adjusting the Volume scsicco see eee ee 5 Adjusting the Ringer Volume ccccececccccccceceeeeeeeeeeeeeeeeeseeneeeeeeneeneeeeeeeeeees 5 Answering a Os sere rene eee a ser enn Peres ease eer eer eae en ener ener Pere te 5 Answering a Second Call Call Waiting cssesseeeeeeneeeeeeeeeeeeeeeeeeneees 5 PRAPVQUIAG UY i E a ceuteemacenenct 6 PG IMIG ALORS ices accssctcceta cts cecip aaraa aa aE nace Caa a Ra 6 Making an External Call ccceeesseeeeeeeeeeeeeeeeeeeeeeseneeeeneeeecseeeeseneeeeeeeeees 6 Making an Internal Call ccceeeeeeeeeeeeeeeeeeeeeeeeeesesseessneenseeeeeeeneneeeeeeees 6 Managing Missed Calls x ic cc fcc ek oe cece teceeteat cease eee 7 Using the Main Display softkeys cccccccessceeeenceeeeeeeeesseeeeeeeeeeeeeseeeseeesenensenes 7 Viewing the Missed Calls LiSt ccccccecccecccceeeeeeeeeeeeeeeeeeeee
152. s of the recipients and then record and send your message Compose and Send a Message 1 Access the voice mail system Press 6 to select compose a message Enter the phone numbers or group numbers of those persons you want to receive the message followed by the key When you are finished press again to complete your mailing list Record your message after the tone and press when finished You are prompted to perform one of the following e Press 1 to send e Press 2 to change e Press 3 to review your message is played back to you e Press to set message options Press a number to act on your message e If you pressed 1 your message is sent and voice mail disconnects e If you pressed 2 your are returned to the prompt to record your message Record again and follow the prompts e If you pressed 3 your message is played back to you and you are then prompted to perform an action from the previous list e If you pressed go to step 8 Press a number to set any message delivery options e Press 1 to mark the message as return receipt requested you want to be notified when the recipient access the message e Press 4 to mark the message as private e Press 6 to mark the message as urgent e Press to send the message without any options Marking a Message as Urgent To mark a message as urgent which places it in the recipient s voice mailbox before any regular messages follow these steps 1 2 Record
153. s you whether Call Block is enabled or disabled and then gives the menu choices 3 Press 2 to add the number of the last call you received to the blocked list Linksys SPA 941 Telephone User Guide System Telephone Features 17 620 05600390 Call Block Selective Call Rejection 4 You are returned to the Selective Call Forward menu Select a menu item or hang up NOTE Adding a number this way does not affect any numbers already on your list but simply adds the most recent caller to your blocked list Adding Numbers to Call Block List 1 2 Press 60 or 80 on the telephone keypad Press the dial soft key or pickup the handset A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices Press 3 to add telephone numbers to the list of numbers that will be blocked Enter the number with no spaces dashes or special characters followed by the key Press to save the entry or to exit without saving Select a menu item or hang up Listing Blocked Numbers 1 2 Press 60 or 80 on the telephone keypad Press the dial soft key or pickup the handset A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices Press 4 to hear the list of numbers which will be blocked The voice prompt announces the list and the first number Press to hear the next number or press to return to the Call Block menu As long as you press
154. sages 4 Playback personal greetings 5 Record personal greetings for options see Voice Mail Personal Greeting List on page 84 6 Access personal distribution groups for options see Voice Mail Distribution List on page 84 7 Change password Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 81 620 05600390 Menus and Commands 82 Table 9 Voice Mail Menu Keys Access Code Function 8 Hear or change custom operator number Not supported for stand alone mailboxes for options see Voice Mail Custom Operator Zero Out List on page 85 star Exit the voice mail system Play Control Keys star e When pressed while sender date and time information message header is playing returns to Alternate Voice Mail Top Menu e When pressed while message is playing returns to message header e When pressed while message header is playing goes to directly to the message e When pressed while message is playing goes to Message Handling Control Menu 1 Rewind 11 Rewind to the beginning 2 Pause Resume 3 Fast Forward 33 Fast Forward to the end Message Handling Message Control Menu star Return to Alternate Voice Mail Top Menu Next message 4 Replay message 6 Forward 7 Delete 8 Reply 9 Save 88 Call originator Table 10 Voicemail Message Handling Controls Feature Before Mail After M
155. ser Guide Listening to a List of Distribution Groups Listening to a List of Distribution Groups Access the voice mail system Press 16 for Mailbox Options Press 6 for distribution groups Press 1 to list all your groups Oe a Listen to the playback of your groups as follows e the number of groups e the group number e the group name e If there is no recording for the group name you will hear Unknown e The corporate group 10 will always be named as Everyone e the total number of members in the group While reviewing the list of groups you can skip to the next group by pressing or clicking the button NOTE To list all group corporate or company distribution lists you must be in the mailbox for your company s main number Exiting the Voice Mail System To exit the voice mail system simply hang up Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 119 620 05600390 Exiting the Voice Mail System 120 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI This chapter explains how you can set up and use Microsoft Outlook to use TAPI to dial phone numbers using your telephone Information includes the following e Using TAPI to call from Outlook e Installing the TAPI 2 1 compliant support software e Configuring Windows so that Outlook can use TAPI e Configuring Outlook to use the VocalData telephone number NOTE Although Ou
156. ser Guide Set Up Outlook for TAPI 133 Configuring Windows for TAPI 9 When you are finished entering information in the New Location or Edit Location dialog box click OK to accept the dialing properties and close the dialog box and return to the Phone and Modem Options dialog box 10 Click the Advanced tab to see the list of available telephone providers Phone and Modem Options Dialing Rules Modems Advanced 3 The following telephony providers are installed on this computer Providers Microsoft H 323 Telephony Service Provider Microsoft HID Phone TSP Microsoft Multicast Conference TAPI Service Provider NDIS Proxy TAPI Service Provider LSP Kernel a 11 If you completed the T6000 setup as part of the TAPI install from Web Portal you should see the Tekelec T6000 Telephony Service Provider circled and can skip to Configuring Outlook to Use TAPP 12 If you did not complete the T6000 setup as part of the TAPI install from Web Portal click Add to open the Add Provider dialog box 134 Set Up Outlook for TAPI Linksys SPA 941 942 Telephone User Guide 620 05600390 Add Provider Select the provider you wish to install from the list below and click Add Telephony providers Tekelec T6000 Telephony Service Provider Cancel 13 Select Tekelec T6000 Telephony Service Provider and click Add 14 When the Tekelec dialog box appears do the following a Enter the IP addres
157. ses provided by your system administrator in the Server IP Address 1 and 2 fields b Click Add to add your telephone number the one that will be used with the TAPI enabled program such as Outlook TEKELEC Telephony Server IP Address 1 fi 72 30 7 179 Telephony Server IP Address 2 fo 0 0 0 Available Lines Remove l Configure OK Parcel 15 Enter your telephone number and password and click OK Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 135 Configuring Outlook to Use TAPI Ci x SR Ze TEKELE o aN Phone Number 9721 114002 Phone Password pe Confirm Password Cancel 16 Click OK to return to the Phone and Modem Options dialog box 17 Click Close in the Phone and Modem Options dialog box Windows is now configured to allow users to make calls from their contacts but the TAPI enabled program must be configured to use the line for dialing For information on configuring the program to use the telephone line for dialing go to Configuring Outlook to Use TAPP Configuring Outlook to Use TAPI To configure Outlook or another TAPI enabled program to dial using the system use the following steps 1 If not already running start Outlook or the TAPI enabled application 2 Click the Contacts icon to switch to the Contacts listing 3 Right click any contact to bring up the Actions shortcut menu 136 Set Up Outlook for TAPI Linksys SPA 941 942 Telepho
158. ss Reasons for dropping a conference call may include participants becoming loud not allowing others to talk and lack of courtesy among others To drop a conference call press 7 All callers will be disconnected from the conference call and the call terminated However the meet me conference reservation remains in effect and partitipants can be invited to re join the conference by dialing the meet me conference number and entering the appropriate guest ID Muting a Conference Call Only the moderator of the meet me conference call can mute disable the ability to speak in the conference all parties in the meet me conference call The moderator also has the ability to un mute restore conversation The Mute function is toggled from the keypad by pressing 5 to enable or disable the mute function When Mute is in effect the moderator can still speak to all members of the conference but members of the conference cannot heard Also the moderator may leave and re join the muted conference but will not be muted i e the moderator can still talk to conference members When a meet me conference is muted all parties in the conference hear an announcement that the conference has been muted Once Mute is enabled before or during the conference call anyone joining the active conference will be muted as soon as they are connected to the conference call Callers joining the conference when mute is in effect hear an announcement that the
159. ssed Calls The Linksys phone will display the number of missed calls You can view the caller ID and return the call if desired Using the Main Display softkeys When you have missed calls the softkeys on the main display will show ler last call redial on the left and miss on the right e If you press the Icr softkey the phone will redial the first missed call e lf you press the miss softkey you can view the missed calls and choose which one to redial Viewing the Missed Calls List If you press the miss softkey to view the missed calls and then press cancel to exit the Missed Calls display the display will be cleared of the missed calls To view the missed calls after clearing the display use the following procedure Press the the Settings 4 key Press 3 or use the scroll key to highlight the Call History entry in the list Press the select softkey Use the scroll key to highlight the Missed Calls entry in the list Si 2 Sy Press the select softkey Missed Calls Display Softkeys The Missed Calls display lists the Caller ID of the call the phone number of the caller and the date and time of the call The following keys can be used on the Missed Calls display e Scroll key allows selection of a missed call from the list e dial allows you to dial the phone number of the selected call e edit allows you to edit the number shown for the selected call e delete allows deletion of the selected
160. stomer partition is named Everyone includes all mailboxes within a company and is available to all users The Everyone group is updated whenever a mailbox assigned to the customer partition is added or deleted The following options are available when you access the distribution groups menu item e List all distribution groups e Create a group e Edit a group e Delete a group e Return to the main menu Creating a New Group 1 Access the voice mail system 2 Press 6 for distribution groups 3 Press 3 to create a group 4 Enter the number of the group to be created and record the name of the group e The group number must be from the allowed range and cannot already exist as a group e If the voicemail account is corporate then allowed range is 10 79 e If the voicemail account is personal then the allowed range is 80 99 Press to confirm or to cancel Enter the extension number of one of the members of the group Press key Repeat steps the previous two steps until all members are added Pe o SOM 8 Press the key again TIP A group can be created without any members in it Members can be added later by using the edit menu to add members To create a group with no members follow the previous steps with one exception When prompted to enter members just press the key Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 97 620 05600390 Managing Distribution Groups N
161. t e Press the Speaker 1 key if using the speakerphone Line Indicators The numbers assigned to each of the line keys on the Linksys phone appear on the LCD display Each line key has a light indicator that indicates the state of the call on the line e Solid green the line is free with no active calls e Solid red there is an active call on the line Blinking red a call is incoming or there is a call on hold Press the blinking line key to pick up the call Making an External Call Several options exist for you to make an external call from your telephone You may use any of the following options the handset traditional a headset attached to the phone the speakerphone or the keypad direct dialing 1 Optionally lift the handset press the Speaker 1 key or if using a headset press the Headset Q key 2 Enter the desired number that you wish to call Press 9 or the digit that is required to access an outside line plus the desired number NOTE If you make a mistake in typing the number you can press the delChr softkey to re enter the digits 3 Press the dial softkey Making an Internal Call 1 Optionally lift the handset press the Speaker 1 key or if using a headset press the Headset Q key Enter the desired extension e g 1105 Press the dial softkey 6 Basic Phone Features Linksys SPA 941 942 Telephone User Guide 620 05600390 Using the Main Display softkeys Managing Mi
162. t exist you will hear The member has been successfully added to this group 98 Voice Mail Features Option A Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Deleting a Group e If you press and the member already exists you will hear The member already exists in this group please try again e Ifyou press you will be asked to reenter the extension number to add Deleting Group Member If you pressed 3 to delete a distribution group member do the following 1 After the prompt enter the extension number of the member you wish to delete 2 Press the sign e The extension number you entered is played back to you for confirmation 3 Press the key to delete the user or key to cancel e If you press and the member exists you will hear The member has been successfully deleted from this group e If you press and the member does not exist you will hear The member does not exist in this group please try again e Ifyou press you will be asked to reenter the extension number to delete Playing the Group Name After accessing the voice mail system if you pressed 4 to play the name of the distribution group the voice mail system plays the previously recorded name of this group If there is no recording for this group you will hear Unknown Changing the Group Name If you pressed 5 to change the name of the distribution group do the following 1 The voicemail system pla
163. t saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system 6 Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant From the email program on your PC 1 Open your email reader 2 Open the email message containing the voice mail 3 Open the attachment in the email message e If this is the first time you have opened a voice mail in your email application you will be asked to associate the file type to the media player you wish to use to listen to the voice mail file type 4 Your default media player will open 106 Voice Mail Features Option B Menu Linksys SPA 941 942 Telephone User Guide Rewind Fast Forward e If you get an error message the voice mail has not been recorded in a compatible file format and cannot be played 5 Select open the file on the dialog box that appears to play the message The voice mail message plays concurrently with any audio such as music CDs or streaming music coming from your speakers Stop or mute other features before playing the voice mail m
164. t wish to hear the repeating announcements that you are the first caller or the conference will start soon Dialing 2 will toggle the current announcement with silence To disable the announcement or revert to the announcement press 2 Silence will end under the following conditions When And if Then You dial 2 N A You hear the announcement that was playing at time silence was started The conference reservation state changes from Starts Soon to Active You are the only caller connected to the conference You hear the First Caller announcement The conference reservation state changes from Starts Soon to Active There are additional callers connected to the conference You are connected to the conference The conference reservation state changes from Active to Ends Soon You are the moderator and only caller connected to the conference You hear the Ends Soon announcement Another participant joins the conference You were listening to the First Caller announcement when silence was started You will be connected to the conference You are the moderator You perform any floor control operation You will be prompted with the appropriate announcement and connected to the appropriate announcement based on the conference state The Start Soon announcement was playing when silence was started The moderator mutes or unmutes
165. talling the TAPI Support Software To install and set up the TAPI 2 1 compliant software use the following steps 1 2 3 4 Start Web Portal Click the Options tab Click the PC Integration tab Click Install TAPI Service Provider to begin the installation process Password Profile PC Integration N eH PC Integration Click the Install oiss TAPI Service Provider Install TAPI Service Provider button to begin the installation process You will be given the choice to Open a file or Save it to your harddrive Select Open Follow the installation instructions NOTE You will need the Call Agent s IP Address to complete the installation process Please contact your System Administrator for this information Depending on the PC s operating system and security settings a security warning window may be displayed as part of the install Select a method for the installation and click OK This procedure uses the Save this program to disk option so that the install is available if needed again Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 123 Installing the TAPI Support Software 6 File Download Security Warning Do you want to run or save this file Name TAPILEXE Type Application 307 KB From 69 26 241 166 While files from the Internet can be usefull this file type can potentially harm your computer If you do not trust the source do not tun or save this software What s the risk
166. tely returns to the Voice Mail Compose List This is also true for callers leaving voice mail who select options after leaving their voice mail Table 16 Voice Mail Custom Operator Zero Out List Access Code Function 1 Change number of custom operator zero out target 2 Restore default number of custom operator zero out target star Return to main voice mail menu Accessing Your Voice Mail You can access your voice mailbox from several different sources e Your phone e Any other internal phone e Any touchtone phone outside your office e The email program on your PC password required From your phone 1 Press the messages button or dial 09 to access your voice mail system Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 85 620 05600390 Accessing Your Voice Mail 2 If you dialed 09 press the Dial soft key or line or speaker button or pickup the handset 3 Enter your password if required If you have new voice mail the messages are identified and played Other wise you will be prompted with choices to play your inbox messages play your saved messages change your password playback your greetings record new greetings or exit the voice mail system 4 Press the corresponding digit on your phone to select the desired voice mail function From any other internal phone 1 Dial 555 or the code provided by your system administrator NOTE Some pho
167. ternal parties or access any other feature available from the auto attendant From the email program on your PC Linksys SPA 941 942 Telephone User Guide 620 05600390 1 Open your email reader Voice Mail Features Option A Menu 87 Using Controls While Playing Messages 2 Open the email message containing the voice mail elele Fom Subject Received 8 Mir 3 Open the attachment in the email message e If this is the first time you have opened a voice mail in your email application you will be asked to associate the file type to the media player you wish to use to listen to the voice mail file type 4 Your default media player will open e If you get an error message the voice mail has not been recorded in a compatible file format and cannot be played 5 Select open the file on the dialog box that appears to play the message The voice mail message plays concurrently with any audio such as music CDs or streaming music coming from your speakers Stop or mute other features before playing the voice mail message to increase the clarity of the message DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources including the voice mail you are trying to play Also remember to check the volume level on your speakers before playing any voice mail messages 6 Close the media player when you are finished listening to voice mails
168. ting and are prompted to enter your extension number NOTE If your system is set up for direct voice mail access dial the telephone number you have been given for voice mail system access by your system administrator Enter your extension number You will be prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 105 620 05600390 Accessing Your Voice Mail 5 Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant Dialing Your Telephone 1 Call your telephone number NOTE You must be able to dial your number directly from outside the system to use this method Wait for your phone to forward to your voice mail mailbox Press the key You will be prompted to enter your password a S SM Enter your numeric password followed by the key If you have new or previously heard but no
169. tion Linksys SPA 941 942 Telephone User Guide 620 05600390 NOTE A dialog box may appear while the Installation dialog is still running Do NOT click Cancel or the close icon when the dialog box appears You will be returning to this dialog box after completing two steps 12 When the dialog box appears while the Installing dialog box continues to run do the following a Enter the IP addresses provided by your system administrator in the Server IP Address 1 and 2 fields b Click Add to add your telephone number the one that will be used with the TAPI enabled program such as Outlook Be TEKELEC 7N Telephony Server IP Address 1 fi 72 30 7 179 Telephony Server IP Address 2 fo 0 0 0 Available Lines Remove Configure OK Cancel 13 Enter your telephone number and password and click OK Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 127 Configuring Windows for TAPI TEKELEC Phone Number 9721 114002 Phone Password im Confirm Password z Cancel 14 Click OK in the dialog box 15 Click Finish in the Installation Complete dialog box to complete the TAPI program installation Configuring Windows for TAPI For TAPI enabled programs to be able to dial using the TAPI Service Provider Windows must be configured correctly to be able to use the proper line get an outside line and dial correctly General Information The following notes apply to all TAPl e
170. tlook is used as the example this information can also be applied to other TAPI enabled applications Using TAPI to Call from Outlook Once you have configured Outlook or another TAPI enabled program to dial using the system you can place calls through your telephone from the application You must be connected to the same network that your phone is connected to for TAPI enabled dialing to work with your phone This example uses Outlook but other TAPI enabled programs will be similar The application documentation or online help should have information on making calls using the TAPI functionality To place a call from Outlook use the following steps 1 Start Outlook if not already running Click the Contacts icon to switch to the Contacts listing Right click on the contact you wish to call to bring up the Actions pop up menu Linksys SPA 941 942 Telephone User Guide Set Up Outlook for TAPI 121 620 05600390 Using TAPI to Call from Outlook Open EB Print S Forward New Message to Contact New Appointment with Contact New Meeting Request to Contact Ea New Task for Contact New Journal Entry for Contact Link gt Y Flag for Follow Up Categories x Delete 4 Click Call Contact on the menu circled in the previous screen to open the New Call dialog box m Number to dial Contact Michaels Gene Open Contact Number 469 555 2186 x Dialing Properties Create new
171. to transfer to the main number or operator depending on your system configuration Zeroing Out to a Custom Operator When callers reach your voice mail you can give them the option to leave a message or dial zero 0 and reach your custom operator which may be the auto attendant or another phone number By default the system will route callers to the auto attendant when they press zero You can change the destination from the voice mail main menu TIP When you record your greetings be sure to tell callers than they can press zero 0 to be transferred to the auto attendant or to your designated alternate phone number NOTE This feature is not supported for stand alone mailboxes To hear or change where pressing zero 0 goes follow these steps 1 Access the voice mail system Press 8 to hear or change your custom operator selection You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection NOTE If a custom operator is not available you will hear a message to that effect 4 Doone of the following e Press 1 to change your custom operator number see step 5 e Press 2 to restore the default custom operator see step 6 e Press to return to the voice mail main menu see step 7 5 Ifyou pressed 1 enter your custom operator number press and listen to the confirmation announcement Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option
172. ts to move from the selected option to the previous menu When you reach the main voice mail menu press 9 to transfer to the main number or operator Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option B Menu 109 620 05600390 Zeroing Out to a Custom Operator Zeroing Out to a Custom Operator When callers reach your voice mail you can give them the option to leave a message or dial zero 0 and reach your custom operator which may be the auto attendant or another phone number By default the system will route callers to the auto attendant when they press zero You can change the destination from the voice mail main menu TIP When you record your greetings be sure to tell callers than they can press zero 0 to be transferred to the auto attendant or to your designated alternate phone number NOTE This feature is not supported for stand alone mailboxes To hear or change where pressing zero 0 goes follow these steps 1 Access the voice mail system 2 Press 16 to access the Mailbox Options menu 3 Press 5 to hear or change your custom operator selection 4 You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection NOTE If a custom operator is not available you will hear a message to that effect 5 Doone of the following e Press 1 to change your custom operator number see step 6 e Press 2 to restore the default custom operator
173. u go through the list The voice prompt announces the list and the first number Press until you find the number you wish to delete Press 1 to delete the number to hear the next number or to return to the Call Block menu The number is deleted immediately and the next number in the list is announced You can press 1 to delete it to hear the next number or to return to the Call Block menu Repeat the previous three steps until you have found and deleted as many of the numbers as you want Press to return to the Call Block menu or hang up Press 3 to immediately delete all member numbers The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Call Block menu Select a menu item or hang up Linksys SPA 941 Telephone User Guide System Telephone Features 19 620 05600390 Call Forward All Calls Call Forward All Calls Call Forward All Calls allows you to forward all calls for your phone to the number you enter Calls will not ring at your phone and will be sent to the number you entered as the forward destination If your telephone has a display it will show that your telephone is forwarded You can forward calls to an IP or non IP phone If your phone does not have an indicator showing that the phone is forwarded then it will emit one short ring or ping ring when a call comes in to the phone The ping ring is provided to remind you that your
174. uction 1 Accessing Phone Features 1 In This Manual 1 IP Telephones Components Descriptions 1 L Line Button Indicators 6 List Voice Mail Distribution Group Members Default Menu 77 Option A Menu 98 Option B Menu 117 Listening to Music on Hold 40 Listening to Your Voice Mailbox Greetings Default Menu 74 Option A Menu 95 Option B Menu 114 Listing of Voice Mail Distribution Groups Default Menu 79 Option A Menu 100 Option B Menu 119 Managing Distribution Groups Available Options Default Menu 75 Option A Menu 97 Option B Menu 115 Default Menu 75 Option A Menu 97 Option B Menu 115 Meet Me Conference 32 Adding More Ports to an Active Conference 35 Cancel Delete 38 Dialing in to Join 32 Dialing in Too Early 35 Dropping 36 Entering an Incorrect ID 35 Extending the Conference Duration 35 Join 32 List of 39 Locking 36 Lowering Hands 37 Modify Edit 39 Muting 36 Raising Hands 37 Roll Call 35 Schedule Create 37 Menus and Commands Default Menu 61 Option A Menu 81 Option B Menu 101 Message Controls for Voice Mail Default Menu 67 Fast Forward to the End of a Message Default Menu 68 Option A Menu 89 Option B Menu 107 Option A Menu 88 Option B Menu 107 Pause Play of a Message Default Menu 68 Option A Menu 89 Option B Menu 107 Rewind to the Beginning of a Message Default Menu 67 Option A Menu 88 Option B Menu 107 Rewind Fast Forward Default Menu 67 Option A Menu 88 Option B Menu 107 Mlssed Calls Managing 7
175. ult Menu 73 Option A Menu 94 Option B Menu 112 Set Up Oulook for TAPI Configuring Windows for TAPI Setting Up TAPI 128 Installing TAPI 123 Using TAPI to Call from Outlook 121 Set Up Outlook for TAPI 121 Configuring Windows for TAPI 128 Skipping the Voice Mail Menu Default Menu 70 Option A Menu 91 Option B Menu 109 Skipping to the Next Voice Mail Message Default Menu 71 Option A Menu 92 Option B Menu 111 Speakerphone Troubleshooting 11 Using 10 Speed Dial 57 Deleting a Number 58 Identify Assigned Number 58 Program Speed Dial Number 57 Use 57 Identify Assigned Number 58 Speed Dial Buttons Modify 57 Star Codes Abbreviated Dial 13 Add Members to Priority Call 42 Anonymous Call Rejection 15 Billing Codes 16 Call Block Selective Call Rejection 17 Call Forward All Calls 20 Call Forward Busy 21 Call Forward No Answer 23 Call Forward Out of Service 24 Call Return 27 Call Trace 27 Caller ID Block 29 Delete Priority Call Members 43 Enable Disable Priority Call 42 List Priority Call Members 43 Permanent Caller ID Block Release 41 Privacy Guard 44 Access Codes 45 Answering Call 46 Caller Actions 45 Entering Access Codes 45 Recording Name 46 Disabling 47 Enabling 47 Managing Access 47 Managing Access Codes Changing the Code 47 Listening to Codes 47 Selective Call List 48 Adding Numbers 48 Deleting Numbers 49 Listening to Numbers 48 Selective Call Forward 53 System Features Remote Phone 51 Dial in Deactivation 5
176. uto attendant Dialing Your Telephone 1 Call your telephone number NOTE You must be able to dial your number directly from outside the system to use this oe ON method Wait for your phone to forward to your voice mail mailbox Press the key You will be prompted to enter your password Enter your numeric password followed by the key If you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greet ings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant From the email program on your PC 1 Open your email reader Voice Mail Features Default Menu Linksys SPA 941 942 Telephone User Guide 620 05600390 Rewind Fast Forward 2 Open the email message containing the voice mail fete le Fom Subject Received 8 Mir 3 Open the attachment in the email message e If this is the first time you have opened a voice mail in your email application you will be asked to associate the file type to the media player you wish to use to
177. will light red when the call is muted Allows the user to adjust the ringer handset headset and speaker volume This button toggles the headset function on and off and takes the phone offhook or hangs up the phone The button turns green when the headset is being used Turns on and off the speakerphone and takes the phone offhook or hangs up the phone The button turns green when the speakerphone is being used Press the keypad buttons to dial a phone number Before moving your telephone you should check with your system administrator to make sure that there is power for the telephone at the new location You need a power adapter for your phone at the new location as well To move your phone follow these steps 1 Unplug the telephone from the LAN connection jack and the power adapter from the wall Take the telephone to the new location Plug the telephone into the LAN connection jack and the power adapter into a wall outlet 4 Watch to ensure that the phone registers and boots up properly If it does not contact your system administrator Linksys SPA 941 942 Telephone User Guide 620 05600390 Your Linksys SPA 941 or SPA 942 Telephone 3 Moving Your Telephone 4 Your Linksys SPA 941 or SPA 942 Telephone Linksys SPA 941 942 Telephone User Guide 620 05600390 Basic Phone Features Adjusting the Volume 1 Activate the handset headset or speakerphone 2 Press the Volume key once A horizontal scale
178. y not appear completely 1 Press 78 on the telephone keypad and press the dial soft key e If you do not have a previously configured forward number you will be instructed to enter a forwarding number and press e If you previously configured a forwarding number you will be instructed to do one of the following e Press 1 to enable forwarding Go to step 8 e Press 2 to change the current forwarding number Go to step 2 2 Enter the number to which you want to forward your calls when the phone is unanswered Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary 3 Press Linksys SPA 941 Telephone User Guide System Telephone Features 23 620 05600390 Call Forward Out of Service 4 A prompt asks you to confirm the forwarding number e Press to confirm e Press to re enter the forwarding number NOTE If you entered an external number but are not allowed to forward calls to external numbers a prompt states the number is invalid and requests you enter a number If you pressed return to step 2 or hang up If you pressed you are offered the option to verify the forwarding number e Press 1 to verify the number you entered e Press 2 to enable the number Go to step 8 7 Ifyou pressed 1 the forwarding number is dialed e Call is answered by a person Explain your call have them hang up and then press to enable the forwarding number or
179. you You will hear the Starts Soon announcement The conference bridge state changes for some reason N A You will hear the Starts Soon First Caller or Ends Soon announcement depending on the conference reservation state 34 System Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Joining a Meet Me Conference Dialing In Too Early If you dial the Meet Me Conferencing number more than five minutes prior to the scheduled conference call time you will hear the following message and the system will then disconnect Your conference is not scheduled to start until time on day date Please call back at that time Entering an Incorrect ID If you enter the wrong Guest or Moderator ID the system informs you the conference you wish to join could not be found and prompts you to press 1 to re enter the conference ID or press the key to end the call If you pressed 1 do the following 1 Enter the ID of the conference you wish to join 2 Press the key Extending the Conference Duration Five minutes prior to the end of the call the system plays a message to the moderator that the conference will end in five minutes Instructions are provided to the moderator on how to extend the conference call if desired The moderator can extend the conference in increments of 5 minutes at any time during the call by pressing 6 for as long as needed or until the next scheduled c
180. your phone siarscts tain Ab stetta alta ene Cae pests aa tara Marea a Fata A R 64 From any other internal phone 220 cccceseesscsecceeeeeeeeeseneeseneeeeeeessseeeeseeeeeeneesees 65 From any outside touchtone phone 2 2ccccseccceeeceeeeseeeseneneeeneeeeseeeeeeneneeeesenees 65 Dialing Metin aN UNDG ineeie i aii aii hte tae i a ei 65 Dialing Your Telephone se ssssssessesosrsrssrrrnrrrrrrrnnnnnnnnnninnnnennnninauuneadeeereeeseeee 66 From the email program on your PC 0 ccccceessssceccceeeeeeeeseeeseeeeeeeeseneeeeseeeeeeeneeee 66 Using Controls While Playing Messages cccccseeeeeeeeeeeeeeeeeeeeneeeeeeeeees 67 Rewind Fast Forwal daire a a A E A been aS 67 Rewind to the Beginning of a MeSSaGE cccceeeeeeeeeeeeneteeeeeeeeeeennaeeeeeeeeeeeenae 67 Fast Forward to the End of a Message ccccceseeseseeceeeeeeeeenessneeeeteneenteneees 68 Pause Play of a Messages iisiresrio ied aune eoa anae Ea AA aaia 68 Composing Messages before Sending ccceeeeeeeeeeeeeeeeeeeesneeeeeeeees 68 Compose and Send a Message ccccececcceeeeeeeeeeeecceeeeeeeetesedeneceneeseenesseneeeenee 68 Marking a Message as Urgent ssssssssssnnnnnnnnnennnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnn 69 Changing Your Password ssassssssssssssnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnn 69 Skipping the Mail Menu to Hear Messages naannnnnnnsnnnnnnsesnnsnnnnnnnnnnnnnnnnne 70 Returning to the Auto Attendant or O
181. your service provider If you have any preset speed dials you will see them in the speed dial list The preset speed dials can be modifed and new ones can be added by dialing 74 on your phone The way the speed dials are used depends on whether they are programmed from the phone or preset Table 1 Speed Dial Operation If programmed from Then to use the speed dial The Linksys phone menu Dial the speed dial number and press the dial softkey Service provider or by dialing Dial the speed dial number followed by then press 74 the dial softkey NOTE If you set a speed dial number to the same digit as your outside access number 9 for example then to dial an external number you will need to dial the outside line access number followed immediately by the phone number before pressing the dial softkey Programming a Speed Dial Key You can add speed dials using the directory entries in the phone s menu or you can add them by dialing 74 To add one of your directory entries to a speed dial do the following Press the Settings 4 key Use the scroll down arrow key to highlight option number 2 Speed Dial Press the select softkey below the phone display Use the up and down scroll key to highlight speed dial to be assigned oh eee INE Press one of the following softkeys e edit to add or edit the selected speed dial information e cancel to exit the speed dial list 6 If you selected edit th
182. ys the prompt Please record the name for this group after the tone when your recording is complete press the key Record the new name for the group Press the sign NOTE To change the group name of a corporate or company distribution list you must be in the mailbox for your company s main number Deleting a Group 1 Access the voice mail system 2 Press 6 for distribution groups Linksys SPA 941 942 Telephone User Guide Voice Mail Features Option A Menu 99 620 05600390 Exiting the Voice Mail System Press 4 to delete a group Enter the number of the group to be deleted Press to confirm this is the correct group or to reject the group If you entered the wrong group number and pressed you will be prompted for the number of the group to delete Enter a different group number or press again to return to the distribution group menu Press to finish the delete or press to cancel the delete process and return to the distribution group menu NOTE To delete group corporate or company distribution lists you must be in the mailbox for your company s main number Listening to a List of Distribution Groups 1 2 3 4 Access the voice mail system Press 6 for distribution groups Press 1 to list all your groups Listen to the playback of your groups as follows e the number of groups e the group number e the group name e If there is no recording for the group name you will hear
183. ystem Telephone Features Linksys SPA 941 Telephone User Guide 620 05600390 Modifying a Meet Me Conference Modifying a Meet Me Conference You may modify a conference reservation at any time up to 5 minutes before the start time The moderator may however modify the conference while it is in progress add ports add participants etc 1 10 11 12 If dialing internally dial the Meet Me Schedule number default is 523 Otherwise dial the ten digit conference access number Either press the dial soft key or pick up the handset Press 3 to modify a conference call Enter the Moderator ID that was received when the conference was scheduled followed by the key The system announces the selected conference call settings to you as You have selected to modify a conference call scheduled for day date at time with a duration of X minutes and X ports Press the key to confirm you want to modify this reservation or press if this is the wrong reservation and return to the conference menu Enter the two digit year of the conference followed by the key Enter the two digit month of the conference followed by the key Enter the two digit day of the conference followed by the key The date must be within 365 days of the current date Enter the 4 digit start time of the conference call in 24 hour format HHMM All start times must be in quarter hour increments e g 0800 0815 0830 0845 Enter

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