IP Phone 2004 with KEM User Guide Document Release: C4 2007_052007 Copyright 2007 Cypress Communications. All rights reserved.
Contents Overview 5 Functional components 5 Hardware features 6 IP Phone display 8 Connecting the IP Phone 2004 components Before you begin 9 9 Logging on 11 Logging off 12 Displaying the menu 13 Changing your audio profile 14 Adjusting the display contrast 15 Using the Feature menu 16 Using the Assign menu 16 Defining the key type 16 Assigning a directory entry to a feature key 17 Enabling or disabling autoscroll 18 Enabling or disabling the Inbox 18 Labeling a feature key 19 Using the Op
4 Contents Setting the time format 24 Setting the date format 25 Resetting the default time 26 Using the User menu 27 Viewing your user name 27 Viewing your login type 27 Viewing, disabling, or enabling the auto login feature 28 Changing your password 29 Testing the local mode 29 Making a call 30 Use off-hook dialing 30 Using handsfree dialing 30 Using Predial 31 Answering and terminating calls 32 Answering a call 32 Terminating a call 32 While on an active call 33 Placing a call on hold 33 Us
Contents 5 Additional features and controls 45 Using the dialpad to enter text 45 Use the Symbol key to enter special characters 45 Procedure job aid 46 Using the directory 46 Adding or editing a directory entry 46 Deleting an entry from the directory 47 Making a call using the directory 48 Volume Control Bar 48 Selecting a ring tone 48 LCD Indicator 48 Message Waiting Lamp 48 IP Phone Key Expansion Module IP Phone Key Expansion Module Overview Key Expansion Module features Key Expansion Module configur
Overview Functional components The IP Phone 2004 supports the following functional components: • a handset • a speaker and headset connector for handsfree operation • a standard telephone keypad • call service keys: Release, Hold, volume control, and Mute • a liquid crystal display (LCD) area • navigation keys for scrolling through menu items, the Inbox, the Outbox, and directory lists To use the IP Phone 2004, log on by entering a user name and password.
Overview IP Phone 2004 Hardware features The IP Phone 2004 with KEM supports the following features: • supports the use of two Key Expansion Modules (KEMs) for maximum of 44 programmable keys (plus any additional lines available on the 2004).
IP Phone display — Directory — Message (Inbox) — Outbox — Services • four call-processing fixed keys: — Hold — Goodbye — Handsfree — Mute • shared LAN access with a PC through the use of the Internet Switch Module; splits the LAN drop into separate feeds for the phone and a PC • adjustable angle stand • headset jack with On/Off key • handsfree microphone • automatic network configuration 7
Overview IP Phone display The IP Phone 2004 display is organized into 4 areas. "IP Phone Display" describes each area. IP Phone 2004 display • Six user-defined feature keys provide additional call features for the IP Phone. • One soft key allows you to select menu items, and to interact with the menu system.
Connecting the IP Phone 2004 components Before you begin CAUTION Damage to Equipment Do not plug the IP Phone into a regular telephone jack. This results in severe damage to the IP Phone 2004. Consult your system administrator to ensure that you plug your telephone into a 10/100BaseT Ethernet jack. See "IP Phone 2004" (page 6) for the location of the connectors. Step Action 1 Connect one end of the handset cord to the handset jack (identified with a handset icon) on the back of the telephone.
14 Connecting the IP Phone 2004 components 3 For a secure power connection, thread the excess cord around the strain relief retaining hook and channel provided. 4 Secure the IP Phone footstand to the base. Use the angle grip on the top back of the phone to adjust the angle of the phone.
15 Logging on Follow this procedure to log on to the network. If the Centrex IP Client Manager (CICM) is set up as part of a group of CICMs, you can choose which CICM to connect to. After you select a gateway, the terminal directs itself at that CICM and the Username screen appears. Step Action 1 If the Selective Gateway Login feature is configured on your system, navigate through the list to select the gateway. 2 When the gateway you want appears, press Ok, or start entering your username.
16 Logging off 19 Logging off Follow this procedure to log off from the network. Step Action 1 From the main menu, select Logoff. 2 Press Ok. A confirmation screen appears. 3 Press Yes. You are logged off from the system.
17 Displaying the menu Follow this procedure to access the main menu. You must be logged on to access the main menu system. Step Action 1 On the IP Phone, perform one of these actions: • press the Menu soft key • press the Services key The main menu opens. 2 Perform one of these actions: • Select Logoff • Select Audio • Select Display .
21 Changing your audio profile Follow this procedure to view and edit your audio profile. Local Area Network is an example of a profile datafilled by your administrator. Use this menu to select the profile you wish to use. Contact your administrator for recommended profiles. Step Action 1 From the main menu, select and open Audio Profile. The Audio Profile screen appears. 2 Press Ok. The Audio Profile screen appears.
23 Adjusting the display contrast Follow this procedure to adjust the contrast level of the display. Step Action 1 From the main menu, select and open Display. The Display menu opens. 2 Press Ok. 3 Perform one of these actions: • To decrease the contrast level, press the soft key on the far left. • To increase the contrast level, press the soft key second from the left. The percentage figure shows the change in the contrast.
Using the Feature menu Follow this procedure to use the Feature menu. You can add or edit feature key associations on your IP Phone 2004. Features are assigned by your system administrator, so the features you have available may differ from those described in this user guide. Changing the keys to which a feature is associated does not create new functionality. Using the Assign menu Follow these procedures to use the Assign menu.
26 Using the Feature menu 4 Press Key Type. The Key Type screen appears. A check mark appears beside the type currently assigned to the key. 5 6 Perform one of these actions: • To change Central to Local, select Local. • To change Local to Central, select Central. Press Ok. The key type is changed and a check mark appears beside the selection. 7 To assign a directory entry to a Local key, see "Assigning a directory entry to a feature key" (page 26).
Using the Assign menu 27 Enabling or disabling autoscroll If autoscroll is enabled, the IP Phone automatically directs you to the screen for the active feature. For example, if your secondary Directory Number (DN) is configured on screen two, and you receive a call to that number, the feature screens scroll to page two. You can answer the call immediately without searching for the screen. Follow this procedure to enable or disable the AutoScroll feature.
28 Using the Feature menu 3 From the Assign menu, select and open Inbox. The Inbox screen appears. 4 5 Perform one of these actions: • To enable the Inbox, select Enable. • To disable the Inbox, select Disable. Press Ok. A check mark appears beside the option to indicate your choice. You return to the Assign menu. —End— Labeling a feature key Follow this procedure to change the label associated with a feature.
Using the Options menu 29 Using the Options menu Follow this procedure to open the Options menu. Step Action 1 From the main menu, open the Feature menu. 2 From the Feature menu, select and open Options. 3 Press Ok. The Options menu opens. —End— Enabling or disabling auto hide Follow this procedure to enable or disable auto hide. When you enable the auto hide feature, only those features that are available appear in the display.
30 Using the Feature menu Step Action 1 From the main menu, open the Feature menu. 2 From the Feature menu, select and open Options. The Options menu opens. 3 From the Options menu, select and open Default Feature. The Default Feature screen appears, showing a list of DN keys. 4 Scroll through the list to select the key that you want to assign as your default line key. 5 Press Ok. The selected key is now your default line key. You return to the Options menu.
Resetting the feature key to the default settings 31 Resetting the feature key to the default settings Follow this procedure to reset the feature keys to the default settings. Step Action 1 From the main menu, open the Feature menu. 2 From the Feature menu, select and open Reset. The Reset screen appears. 3 Press Yes. The keys are reset to the default settings. You return to the Feature menu. —End— 33 Selecting a language Follow this procedure to select your language preference.
35 Using the Time menu Follow procedures in this section to configure time and date formats. Setting the time zone Follow this procedure to select the time zone. Step Action 1 From the main menu, open the Time menu. 2 From the Time menu, select and open Hours from GMT. The Hours from GMT screen appears. 3 Scroll through the list and select the time zone. 4 Press Ok. The time displayed changes to that of the selected zone. 5 Press Cancel twice to return to the main menu.
36 Using the Time menu 3 Select On. 4 Press Ok. Daylight Saving Time is enabled. The word On appears with a check mark beside it to indicate the feature is enabled. You return to the previous screen. —End— Disabling Daylight Saving Time Follow this procedure to disable Daylight Saving Time. Step Action 1 From the main menu, open the Time menu. 2 From the Time menu, select and open Daylight Saving. The Daylight Saving screen appears.
Setting the date format 37 Step Action 1 From the main menu, open the Time menu. 2 From the Time menu, select and open Time Format. The Time Format screen appears. 3 Scroll through the Time Format options to select the format you want. A check mark appears beside the format currently in use. 4 To enable a format, select it, and press Ok. A check mark appears beside the option to indicate that it is enabled. The time is displayed in the selected format. You return to the previous screen.
38 Using the Time menu Resetting the default time Follow this procedure to reset the terminal to the default time. Step Action 1 From the main menu, open the Time menu. 2 Form the Time menu, select and open Reset. A confirmation screen appears. 3 Confirm the action. The terminal reverts to the default time settings. You return to the previous screen.
Using the User menu Follow procedures in this section to view and edit your User profile. Viewing your user name Follow this procedure to view your user name. Step Action 1 From the main menu, open the User menu. 2 From the User menu, select and open Username. The Username screen appears, showing your user name. —End— Viewing your login type Follow this procedure to view your login type.
40 Using the User menu Viewing, disabling, or enabling the auto login feature Follow this procedure to view, enable, or disable the Auto Login feature. Any maintenance activity, for example a firmware upgrade, forces a log off from the network. If you enable auto login, you are automatically logged on to the PC Client when the terminal is available again. Prerequisites You must have permission to edit the auto login feature.
Changing your password 41 Changing your password Follow this procedure to change your password. If you are unfamiliar with how to use the dialpad to enter text, see "Using the dialpad to enter text" (page 45) before you perform this procedure. Step Action 1 From the main menu, open the User menu. 2 From the User menu, select and open Password. The Old Password screen appears. The system prompts you to enter your old password. 3 Use the dialpad to enter the old password.
Making a call There are several ways to make a call from an IP Phone 2004. Use off-hook dialing Follow this procedure to make a call using off-hook dialing. 1 Your primary extension is assigned to the lower right-hand feature key. 2 Pick up the handset and your primary extension is automatically activated and ready for you to make a call. 3 Dial the number. Using handsfree dialing Follow this procedure to make a call using handsfree dialing.
4 For privacy, lift the handset. 5 To return to Handsfree, press the Handsfree key (the small green circular button on the bottom left corner of your telephone) and put the handset down in its cradle. Using Predial Follow this procedure to use the predial feature to make a call. To use Predial: 1 Without selecting the Line (DN) key, enter the number to be dialed. 2 Press the OK option on soft key 1 to dial the number. 3 Lift the handset when the called party answers.
Answering and terminating calls Answering a call Each incoming call causes the telephone to sound, the an arrow beside the Line (DN) key to flash, and the Message Indicator lamp to flash. Follow this procedure to answer a call. Choose one of the following to answer a call: • Lift the handset. • Press the Handsfree button located on the left side of the handset. • Press the line (DN) key beside the LCD indicator as it flashes.
While on an active call This section describes features available during an active call. Placing a call on hold The Hold feature allows you to suspend a call without terminating it. Follow this procedure to use the hold feature. To place a call on hold, press the Hold key. The LCD indicator flashes beside the line on hold. To retrieve a call on hold, press the line (DN) key beside the flashing LCD indicator. Using the mute feature Muting prevents the transmission of sounds through the microphone.
52 While on an active call Transferring a call Follow this procedure to transfer a call to another extension. 1 Press the Transfer key in the upper display area. The other party is on hold and a dial tone sounds. The LCD indicator light flashes steadily. 2 Dial the DN to which the call is to be transferred. 3 When that number rings or a person answers, announce the call and then press the Transfer key to connect the calling party.
While away from your desk This section describes features to use when you are away from your desk. Forwarding calls Follow this procedure to forward calls to another IP Phone when you are away from your desk. 1 To activate Call Forward, without lifting the handset, press the Forward key in the upper display area. 2 Dial the Extension to which you want your calls to be answered. 3 Press the Forward key. An icon next to the label on the feature key will appear on your display.
Conference calls This section describes features that enable conversations between more than two people. Setting up a conference call The conference feature enables you to add up to five people (30 for Multimedia seat) to an established call. Follow this procedure to set up a conference call. 1 While on a call, press the Conference key in the upper display area to place the party on hold. You receive a dial tone. 2 Dial the number of the person you want to add to the conference call.
56 Conference calls Using the call join feature If you are talking with a person and have another person on hold (on another line), you can join both parties into a conference call. 1 While on a call, press the Conference key in the upper display area. 2 Press the extension key that has the number of the person you want to connect to your current call. 3 Press the Conference key to join the person on hold to your conversation.
57 Using the Inbox After you assign a feature key to the Inbox, the IP Phone 2004 logs all incoming calls to that key. The system logs the incoming key number, time and date, as well as the display shown on the IP Phone 2004 at the time of the incoming call. The information from the display can be captured only if the call lasts for more than two seconds.
58 Using the Inbox Accessing the Inbox Follow this procedure to access and use the Inbox. Step Action 1 Press the Inbox key. The Inbox screen appears, showing a list of the 10 most recent incoming calls. 2 Select an item from the list, and press Ok . 3 Perform one of these actions: • Select Dial to call the number. • Select Display to view call information. • Select Store to store the number in the directory.
Resetting the Inbox 59 Step Action 1 Press Inbox key. The Inbox screen appears, showing a list of the 10 most recent incoming calls. 2 Select a number from the list. 3 Press Ok. The Dial screen appears. 4 Press the down navigation key to select Store. The directory submenu opens. 5 See "Adding or editing a directory entry" (page 46). —End— Using the Inbox to make a call Follow this procedure to make a call from within the Inbox. Step Action 1 Press the Inbox key.
60 Using the Inbox Resetting the Inbox Follow this procedure to delete the contents of the Inbox. Step Action 1 From the main menu, select and open History. 2 From the History menu, select Reset Inbox. A confirmation screen appears. 3 Press Yes. The calls in the Inbox are deleted. You return to the previous screen.
Using the Outbox After you assign a feature key to the Outbox, the IP Phone 2004 logs all outgoing calls to that DN. The system logs the outgoing key number, time, and date. If the duration of the call is longer than two seconds, the system captures the display as it appeared when the call was made. You can assign only one feature key to the Outbox. The Outbox can store a maximum of 10 calls. When the maximum is reached, the oldest call is dropped.
62 Using the Outbox 3 Perform one of these actions: • Select Dial to call the number. • Select Display to view call information. • Select Store to store the number in the directory. —End— Viewing Outbox call information Step Action 1 Press the Outbox key. The Outbox screen appears, showing a list of the 10 most recent outgoing calls. 2 Select a number from the list. 3 Press Ok. A list of options appears. 4 Select and open Display. The caller information appears.
Resetting the Outbox 63 3 Press Ok. The Dial screen appears. 4 Press the down navigation key to select Store. The directory submenu appears. 5 See "Adding or editing a directory entry" (page 46). —End— Using the Outbox to make a call Follow this procedure to make a call from within the Outbox. Step Action 1 Press the Outbox key. The Outbox screen appears, showing a list of the 10 most recent outgoing calls. 2 Select the number you want to dial. 3 Press Ok. 4 Select Dial.
Additional features and controls Using the dialpad to enter text Follow this procedure to use the dialpad to enter text. Use the Symbol key to enter special characters A flashing cursor appears in the display when you can enter text on the screen. Step Action 1 To enter text, find the number key associated with the letter you want to enter, and perform one of these actions: • To enter the first letter, press the key once. • To enter the second letter, press the key twice.
66 Additional features and controls Procedure job aid Special characters Using the directory Follow the procedures in this section to use the directory feature. Adding or editing a directory entry Step Action 1 Press the directory key to access the directory. The directory opens. 2 Perform one of these actions: • If this is a new entry, press Ok. • If you are editing an existing entry, navigate through the list to select the entry, then press Ok. The Directory menu opens.
Using the directory 6 67 To add or edit the first name, perform these steps: a. From the New Entry menu, select and open First Name. b. Use the dialpad to enter the first name. c. Press Ok. The first name is entered in the directory, and you return to the New Entry menu. 7 When you finish entering or editing the information, select Save. You are asked to confirm the action. 8 Perform one of these actions: • To save, press Yes. • To edit the information, press No.
68 Additional features and controls Making a call using the directory Follow this procedure to make a call from within the directory. Step Action 1 Press the directory key to access the directory menu. The directory opens. 2 From the Directory list, select the name or number that you want to call. 3 Press Ok. The Dial screen appears. 4 Press Ok The number is dialed. —End— Volume Control Bar Use the Volume Control Bar to adjust the volume of the handset, speaker or ringer while active.
IP Phone Key Expansion Module Overview This document describes the IP Phone Key Expansion Module (KEM) and how to use it with the 2004 IP Phone. IP Phone Key Expansion Module description KEM is a hardware component that connects to an IP Phone to expand the number of keys available to the phone. When KEM is used with the Centrex IP Client Manager (CICM), only 22 keys are available, despite there being 24 physical keys on the KEM.
Overview IP Phone Key Expansion Module Each KEM has a desk-mount bracket and structural base plate to connect the KEM to an IP Phone 2004 or to another KEM. You can connect a maximum of two KEMs to the IP phone 2004. A standalone IP Phone 2004 has 11 feature keys. Adding one KEM increases the number of feature keys to 33. Adding two KEMs increases this number to 44.
Key Expansion Module display Key Expansion Module configuration The IP Phone Key Expansion Module (KEM) does not have an option menu of its own. When a KEM is installed on an IP Phone, the IP Phone controls the keys of the KEM just as it does its native keys.
Setup and assembly The IP Phone Key Expansion Module (KEM) mounts on the right side of the IP Phone. A desk-mount bracket and a structural baseplate are provided, to secure the KEM to the IP Phone. KEM attaches to the IP Phone or another KEM through the accessory expansion module (AEM) interface. Extending from the left side of the KEM is a 10-pin female header on a ribbon cable that is connected to inside of the module.
Setup and assembly 4 After the cable is attached to the phone, reconnect the ribbon cable to the KEM. The KEM starts when it is attached to a power source. The KEM does not have its own power source, and it draws its power from the IP Phone to which it is connected. 5 Wrap the clamp around the cable and screw the clamp into the back of the IP Phone using a 3 mm and an 8 mm screw. 6 Thread the cable through the opening in the side of the IP Phone.
Key Expansion Module initialization The IP Phone Key Expansion Module (KEM) starts and begins initialization after it is connected to an IP Phone. In some circumstances on the Centrex IP Client Manager platform, it may be necessary for the user to log off and log on again after attaching the KEM to the IP Phone, before the KEM becomes operational.
