6

Chapter 3: Using Your Phone

Using the Handset, Speakerphone or Headset
SPA IP Phone
Chapter 3: Using Your Phone
The phone can be used as soon as it is operational (see Chapter 2, Installing). To customize the phone options,
see Setup later in this chapter.
Using the Handset, Speakerphone or Headset
Calls can be made or received using the handset, speakerphone or headset and you can switch audio devices
during a call. Adjust the volume for the device you are using with the volume adjustment bar.
Using the Handset
To place and answer calls using the handset, simply lift the handset.
Using the Speaker
To place and answer calls using the speaker, press the speaker button. The green light behind the button will
illuminate.
Using the Headset
Plug an approved headset with a 2.5mm connector into the headset port on the right side of the phone.
Press the headset button and the green light behind the button will illuminate.
For information on the exact models of headsets that are supported, see the IP phone information on http://
www.linksys.com
Switching Between the Handset/Headset/Speakerphone During a Call
Any of the audio devices can be used during a call. Only one device at a time can be used.
The handset can be on the hook when using the speakerphone or headset function. If switching from the
handset, make sure the speakerphone or headset light is illuminated before placing the handset back on the
hook.

Figure 3-2: Speaker button
Figure 3-1: Volume adjustment bar
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Chapter 3: Using Your Phone
Linksys SPA921, SPA922, SPA941 and SPA942 Basic buttons
SPA IP Phone
Linksys SPA921, SPA922, SPA941 and SPA942 Basic buttons
Table 1: Basic Feature Buttons
Feature Description
Navigation button
Allows you to navigate (left, right, up, down)
through the soft button features.
Dial pad
Use to enter numbers, letters or characters (not
shown).
LCD Screen
The phone display screen. It shows the date,
time, the phone number, incoming caller s ID (if
available), line/call status, extension numbers
and the soft button features .
Lines
(SPA941 and SPA942
models only)
Shows extension number and status
Soft buttons
Press to select an feature shown in the soft
button features .
Soft button features
Shows available choices based on current phone
function. Displayed on the last line of LCD
screen.
Figure 3-3: Button locations
IP Phone SPA942
Navigation button
(left, right, up, down)
Soft buttons
Soft button
features
Lines
LCD screen
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Chapter 3: Using Your Phone
Basic Soft button features
SPA IP Phone
Basic Soft button features
The soft buttons below the LCD screen allow you to easily select phone functions. For basic soft button feature
definitions, see the table below. Other buttons are explained in the Setup section of this chapter.
Table 2: Soft button features (alphabetical, not as they appear on the phone)
Label Description
cfwd
Forwards calls, with 4 options: All, When the line is busy, When there is no answer, or
When there is no answer after a time delay
dir Access the phones directory (see item 2 in Setup for details)
dnd
Do not disturb. Sends incoming calls to voice mail, or gives a busy signal if
voice mail is not available (see item 5 in Setup for details)
grPick Allows you to pickup a call from an extension outside your group
lcr last call return: dials the last call received
park
park a call at a designated park number. The call is active until you unpark it,
or the caller disconnects (Must be configured by your Phone Administrator.)
pickup pickup a call from another phone in your group
redial displays a list of recently called numbers
unpark use to pick up a call from the number where it was parked
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Chapter 3: Using Your Phone
Making Telephone Calls
SPA IP Phone
Making Telephone Calls
NOTE: You may need to dial an access code to reach an outside line. Talk to your Phone Administrator about your
companys specific dialing rules/plan.
Using a Telephone Number
You can place a call by:
Lifting the handset and dialing immediately, or
Connect the headset, press the headset button and dial, or
Press the speaker button and dial.
(for SPA941 & SPA942, you can also select a different line)
You will see Called person Ringing and Connected in sequence as the call is being connected.
At the end of the call, hang up the phone to disconnect. For headset or speaker, you must also push the button to
end the call.
Dialing From the Redial List
To redial the last number called, press the soft button below redial twice, or
Press the soft button under dir to see the phones directory choices. Use the navigation button to highlight
your choice. Lift the handset and the number will automatically be dialed.
To set up a personal directory see item 2 in Setup.
Speed Dialing
Speed dial numbers must already be programmed into the phone (see item 3 in Setup)
Dial the speed dial number and then lift the handset, or
Lift the handset (or enable the headset or speaker) and dial the speed dial number, followed by the #
button on the phone.
The entry in the speed dial memory will be dialed automatically.
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Chapter 3: Using Your Phone
Receiving Calls
SPA IP Phone
Receiving Calls
Multiple Calls on a Single Line (SPA921 and SPA922)
Multiple calls can be received on a single line.
To access more than one simultaneous call, use the hold and/or conference features.
Multiple Calls on a Multiple Lines (SPA941 and SPA942)
Calls will come into the phone on the first available line.
When a call is incoming, the associated line button will flash and the phone will ring.
If there are multiple lines ringing, caller information for each call will display on the LCD screen.
Special Features
Accessing the Voice Mailbox
Access the voice mailbox by pressing the mailbox button, or by dialing the voicemail extension. To enter the
voice mailbox number, see item 8 in Setup. Voice mail service must be available on your voice network.
Muting a Call
Mute the handset, headset or speakerphone by pressing the Mute button. This prevents the person on the
active call from hearing what you or someone else in the room is saying.
To cancel the Mute function, press the Mute button again.
Placing a Call on Hold
Press the hold button to put the active call on hold.
If there is another incoming call, you can now answer the 2
nd
call or line.
For multiple lines (SPA941 and SPA942), the line button of the call on hold will, by default, flash red.

Figure 3-4: Mailbox button
Figure 3-5: Mute button
Figure 3-6: Hold button
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Chapter 3: Using Your Phone
Three Way Conference Calls
SPA IP Phone
Resume the 1
st
call by pressing the line button associated with the 1
st
call.
If the 2
nd
call is still in progress it will automatically go into a hold state when the 1
st
call goes active.
Three Way Conference Calls
To initiate a conference call, press the soft button under conf during an active call.
The first call is placed on hold, and you will hear a dial tone.
Dial the second persons telephone number.
To start the conference call, press the soft button under conf again; all three parties will be participating in a
conference call.
When you hang up, the other two parties will be disconnected.
Attended Transfer
To initiate a transfer, press the soft button under xfer during an active call.
This places the first call on hold and you will hear a dial tone.
Dial the second persons telephone number. When the second person answers, you can have a private
conversation with the second person without the first person hearing it.
To connect the call to the second person, press the soft button under xfer again to complete the transfer.
You will be disconnected from the call.
If you hang up during the call with the second person before pressing xfer, the transfer is not completed, this only
ends the call with the second person.
Unattended Transfer
To initiate an unattended (blind) transfer, press the soft button under xfer during an active call.
The first call is placed on hold and you will hear a dial tone. You can now dial the second persons telephone
number.
After the second persons phone is ringing, press the soft button under xfer again to complete the transfer.
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Chapter 3: Using Your Phone
Ending a Call
SPA IP Phone
You will be disconnected from the call.
If you hang up before the second call is ringing, the blind transfer will fail and the first person will be
disconnected.
NOTE: For SPA941 and SPA942, if you misdial when calling the second number, press the line button again and
you will receive a dial tone. You can dial the number.
Ending a Call
To end a handset call, hang up the handset.
To end a speakerphone call, press the speaker button.
To end a headset call, press the headset button.
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Chapter 3: Using Your Phone
Setup
SPA IP Phone
Setup
Customize the phone using the Setup options, at any time. Access this menu by pressing the Setup button on the
phone. The table below describes all of the possible soft button features. Not all choices are available for every
setup option.
Table 3: Soft button features for Setup
Label Description
< < or > > move left or right through entry without deleting characters
add allows you to add an entry
alpha, IP, num
Use with Directory and Speed dial to enter a URL, IP address or number.
Press the soft button repeatedly to change selection
cancel cancels any changes you have made, if pressed before ok or save
change change ring tone feature
clear clears the entire entry
copy
in a directory, use the navigation button to highlight an entry, then press to
copy an entry
delChr deletes the last character you entered
delete delete an entry
dial place a call to the number highlighted on the LCD screen
edit edit part of an entry
ok confirms your choice
paste
using the navigation button, highlight the entry in you personal directory
and press paste to place the entry you copied
play allows you to hear ringtones before saving
save saves your choice
select choose the item you want to change or review
y/n toggle between yes or no
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
Figure 3-7: Setup button
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Chapter 3: Using Your Phone
1. Directory (Setup button, 1)
SPA IP Phone
1. Directory (Setup button, 1)
To view your phones directory options, press the Setup button, then 1, then the soft button under select.
Using the navigation button, move up or down to highlight a New Entry, Corporate Directory (if available) or
Personal Directory.
Adding a New Entry to Your Personal Directory (Setup button, 1,1)
For numbers that you call often, you may want to set up a personal directory.
Press the soft button under add.
The last soft button feature allows you to choose num, IP or URL.
Use the dial pad to enter a phone number, IP address or URL, then press the soft button under ok,
Use the navigation button to move up and down between entries.
If you enter the wrong information, press delChr to delete one character at a time or clear to erase the entry.
To copy an existing entry, use the navigation button to select an entry from your personal or corporate
directory and press copy. Then go to your personal directory and press paste to enter the information.
To select a specific ring tone, move the navigation button to Ring:Default, then select feature and choose a
tone
Press save and the entry will be added to your personal directory.
Using a Corporate Directory (Setup button, 1,2)
A corporate directory is available only if the phone is hosted by a Linksys IP PBX system.
To view the corporate directory, press the Setup button, then 1, 2, then the soft button under select.
Use the navigation button to highlight a name, and you will see a list of choices.
You can dial, cancel, copy or paste an entry by pressing the soft button beneath your choice.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
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Chapter 3: Using Your Phone
2. Speed Dial (Setup button, 2)
SPA IP Phone
Using a Personal Directory (Setup button, 1,3)
If you entered at least one name in New Entry, you have a personal directory.
To view the directory, press the Setup button, then 1.
Entries will be listed next to number 3. Use the navigation button to highlight your choice.
You can dial, delete, edit, cancel, copy or paste an entry by pressing the soft button beneath your choice.
2. Speed Dial (Setup button, 2)
Enter up to 8 speed dial numbers. Each one can be a phone number, IP address or URL.
To setup or edit Speed Dial, press the Setup button, then 2.
To enter a new Speed Dial number, use the navigation button to move to a <Not Assigned> slot.
To edit a previously entered choice, highlight the entry with the navigation button.
Press the soft button under edit.
The last soft button feature allows you to choose num, IP or URL.
Use the number buttons to enter a phone number, IP address or URL, then press the soft button under ok, or
enter a name from a directory. As you start to enter the name, you will see a list of choices.
Highlight the number and press ok to save.
If you enter the wrong information, before you press ok, press delChr to delete one character at a time or clear
to erase the entry.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
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Chapter 3: Using Your Phone
3. Call History (Setup button, 3)
SPA IP Phone
3. Call History (Setup button, 3)
You can view lists of recently received (up to 60) incoming calls in Call History. Choose from Redial List,
Answered Calls or Missed Calls.
To view the phones Call History lists, press the Setup button, then 3.
To review a list, use the navigation button to highlight it and press select.
To redial a number from the list, press dial. You can also choose to delete, edit or cancel entries from these
lists.
4. Ring Tone (Setup button, 4)
Each extension of your phone can have a different ring tone. You can download up to 10 ring tones at Linksys.com
To change a ring tone, press the Setup button, then 4.
Use the navigation button to highlight the extension you want to change the ring tone for and press change.
You will see several choices. Press play to hear the tone, press select to choose it.
5. Preferences (Setup button, 5)
You can set six different preferences for your phone.
To select a preference, press the Setup button, then 5.
Use the navigation button to highlight the preference to change, then press the soft button under edit.
1 Block Caller ID - Your phone number will not appear to the person you call.
Choose yes or no (y/n). After making your choice, press ok.
2 Block Anonymous Call - Calls that do not show Caller ID are not received by your phone (this blocks ALL calls
without Caller ID).
Choose yes or no (y/n). After making your choice, press ok.
3 Do Not Disturb - Sends incoming calls to voice mail, or gives a busy signal, if voice mail is not available.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
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Chapter 3: Using Your Phone
6. Call Forward (Setup button, 6)
SPA IP Phone
Choose yes or no (y/n). After making your choice, press ok.
4 Secure Call - The active call is encrypted so that others cannot eavesdrop. Before trying to enable, ask your
service provider if Secure Call is available, as the phone must have a mini certificate installed by your service
provider.
Choose yes or no (y/n). After making your choice, press ok. When you dial you will hear a tone before the call.
5 Dial Assistance - If you choose yes, when you place calls the LCD will display phone numbers based on the
best matched entries in the Directory and Call History lists.
To enable this choice select yes (y/n), then press ok. To disable this feature select no (y/n), then press ok.
If enabled, when placing calls, use the navigation button to highlight a phone number on the LCD screen and
press dial to complete the call.
6 Preferred Audio Device - Designates the headset or speaker phone as the preferred audio device when the
handset is not used.
Press feature once or twice to select headset or speaker phone. After making your choice, press ok.
6. Call Forward (Setup button, 6)
You can forward all calls, calls when the phone is busy or calls when there is no answer:
To change a ring tone, press the Setup button, then 6.
Use the navigation button to highlight the call forwarding feature that you want to use.
1. CFWD All Number Forwards all calls to a single number.
Select edit and then enter a number to forward all calls to. Choose your voice mail box, another extension or
an outside line. If an outside phone, be sure to enter 10 digits (1+area code + seven digit number).
Press ok to confirm.
To stop forwarding all calls, press the Setup button, then 6. Use the navigation button to highlight 1 CFWD All
Number. Select edit and clear.
2 CFWD Busy Number Forwards calls to another number when the phone is busy.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
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Chapter 3: Using Your Phone
7. Time/Date (Setup button, 7)
SPA IP Phone
Select edit and then enter a number to forward calls to when your phone is busy. Choose your voice mail
box, another extension or an outside phone. If an outside line, be sure to enter 10 digits (1+area code +
seven digit number).
Press ok to confirm.
To stop forwarding calls, press the Setup button, then 6. Use the navigation button to highlight 2 CFWD Busy
Number. Select edit and clear.
3 CFWD No Ans Number Forwards calls to another number if there's no answer at your phone.
Select edit and then enter a number to forward calls to when there is no answer at your phone. Choose your
voice mail box, another extension or an outside phone. If an outside line, be sure to enter 10 digits (1+area
code + seven digit number).
Press ok to confirm.
To stop forwarding calls, select Call Forward from Setup then highlight 3 CFWD No Ans Number. Select edit
and clear.
4 CFWD No Ans Delay Forwards calls to the number you selected in 3 (CFWD No Ans Number) after a time
delay, if there is no answer at your phone.
To enable this option, enter the number of seconds that will elapse before the call will be forwarded.
Select edit, enter the number of seconds for the delay (up to 999) and then press ok.
Press ok to confirm. To stop forwarding calls, select Call Forward from Setup then highlight 4 CFWD No Ans
Delay. Select edit and clear.
7. Time/Date (Setup button, 7)
Use this feature to enter the correct time, date and am or pm.
To change the time or date, press the Setup button, then 7.
Enter the date in the following format: mm*dd*yy (this will display as m/d)
Enter the time in the following format: hh*mm*ss (this will display as (h:mm)
If the time does not display am (a) or pm (p) correctly, you can adjust with Offset. To change from a.m. to p.m.,
enter *12*00*00, to change from p.m. to a.m., enter #12*00*00.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.
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Chapter 3: Using Your Phone
8. Voice Mail (Setup button, 8)
SPA IP Phone
Press the soft button under save to confirm your choice.
You can set just one of these choices, if necessary.
8. Voice Mail (Setup button, 8)
Voice mail service must be available on your network, to use this feature.
To access your voice mail box, press the Setup button, then 8.
Enter the extension number for the phones voice mail box, then select save.
Your Phone Administrator can provide this number to you.
9. Network
This setting is to configure and troubleshoot the network. You should not change this settings unless directed to
by your Administrator as this can seriously alter your phones functions.
10. Product Info
This setting displays the product name, serial number, software version, hardware version, MAC address and
Client Certificate.
11. Status
This setting displays the status of the phone, extension and line buttons.
12. Reboot
This setting is to configure and troubleshoot the network. You should not change this settings unless directed to
by your Administrator as this can negatively affect your phones function.
13. Restart
This setting is to configure and troubleshoot the network. You should not change this settings unless directed to
by your Administrator as this can negatively affect your phones function.
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Chapter 3: Using Your Phone
14. Factory Reset
SPA IP Phone
14. Factory Reset
This setting is to configure and troubleshoot the network. You should not change this settings unless directed to
by your Administrator as this can negatively affect your phones function.
IMPORTANT: If you choose factory reset, you will return the phone to the original factory settings and will erase
ALL current settings, including the directory and call logs. It is also possible that your phone extension will
change.
15. Phone Password (Setup, 15)
This setting allows you to set or change the password for your phone, to prevent unauthorized use.
To access this option, press the Setup button and 15.
Press select to set or change your password, then press save.
Enter up to a 12 character password. You will be required to enter the same password twice.
16. LCD Contrast (Setup, 16)
This setting allows you adjust the contrast of the LCD screen.
To access this option, press the Setup button and 15.
Press select, then use the navigation button to adjust the screen contrast.
Press save to confirm your choice.
Moving the navigation button to the left will increase the contrast and to the right will decrease the contrast,
17. Call Park Status (Setup, 17)
See the status of a call that has been parked.
18. Login (Setup, 18)
If you set up a password using Setup, 15, use this feature to log in to the phone.
Setup button
Helpful Hints for Setup:
instead of using the navigation button to
highlight a selection, you can also use the dial
pad to enter the number that is next to an
entry to select it.
Press cancel to return to the previous menu
without saving changes.
For most choices, you must press save or ok to
confirm your choice.