Cisco IP 508 Phone for ADP Network Phone Xpress. Quick Reference Guide

Dialing Plan Fill in these important numbers for your dialing plan. Cisco IP 508 Phone for ADP Network Phone Xpress Quick Reference Guide Number Description My Direct Dial or Extension 310 Operator/Attendant Off-Site Voice Mail Number Overhead Sales Service Parts Office Department Name 304 320 330 340 350 Department Group Extension Zone= Zone= Zone= Zone= Zone Overhead Paging (if Multi-zone) Over-phone Zone Paging Making Calls During a call, you can alternate between handset, headset, and hands-free mode by pressing the Speakerphone or Headset buttons, or by picking up the handset. Dialing a Number Do one of the following to initiate a call, then dial the number: Lift the handset. Press an unlit line button. Press the (unlit) Headset button or the Speakerphone button. Enter the number, and then press the Dial Redialing Calls Press the Redial softkey to call the last number you dialed. Speed Dial Do one of the following to call a speed dial entry: Press the line button associated with the speed dial entry you want to dial. Press the speed dial entry number (2-9), and then press the AbbrDial Answering Calls There are several different ways of answering calls on your phone. Answering Calls To answer an incoming call, do one of the following: Pick up the handset. Press the flashing amber line button. Press the Answer Press the Headset or the Speakerphone button. Managing Multiple Incoming Calls If you are on an active call and receive an incoming call, a second session label displays. To answer the incoming call and put the active call on hold, press the Answer To end, park, or transfer (to another extension or voice mail) the active call before answering the incoming call, press the up button on the navigation pad to select the active call, then press the softkey for the action you want to perform. Ending Calls There are several ways to end a call on your phone. Muting Calls Mute applies to all modes: handset, headset, and hands-free. Placing Calls on Hold Perform one of the following options to end a call: Replace the handset in its cradle. Press the EndCall Press the Headset button or the Speakerphone button. 1. You can mute your phone by pressing the Mute button so that it glows red. This allows you to listen to all parties on a call but prevents them from hearing any noise coming from your line. 2. Press the Mute button again to unmute your phone. 1. Press the Hold button or the Hold The hold icon displays and the line button flashes green. If you place a call on hold for more than 45 seconds (default), you will see and hear both visual and audible alerts. 2. To resume the call, press the Resume softkey or the flashing green line button. *360073* 2011 ADP, Inc. PRELIMINARY 1

Single Number Reach You can set up you mobile phone to ring simultaneously every time your Cisco phone receives an incoming call. You can also transfer calls from your mobile phone to your Cisco phone, if the call was originally placed to your Cisco phone. Your dealership administrator must activate this feature for your phone before you can begin using it. Shared Lines Some dealerships require employees to share lines with another coworker. Forwarding Calls You can forward all calls to your phone to ring to another extension or phone number. Using Do Not Disturb When Do Not Disturb (DND) is turned on, incoming calls on all lines will not ring on your phone and will go immediately to voice mail. Diverting Calls to Voice Mail Transferring Calls You can transfer incoming calls to other extensions at your dealership. You can perform a blind transfer where you don t announce the call or a warm transfer, where you announce the call to the transfer recipient. You can also transfer a call directly to another user s voice mailbox. Turning On/Off Single Number Reach 1. Press the Mobility The current mobility status of your single number displays at the top of the screen. 2. Press the Select softkey to enable or disable the feature. Entering Your Mobile Number for Single Number Reach 1. Press the Setup button then select CME Services. 2. Select My Phone Apps and then Single Number Reach. 3. Enter your mobile phone number, and then press the Submit Transferring Calls from Your Mobile Phone to Your Cisco Phone When you have answered a call on your mobile phone that was originally destined for your Cisco phone, the line on your Cisco phone shows as on hold. If you want to transfer the call from your mobile phone to your Cisco phone, take the call off hold on your Cisco phone, which then disconnects the call on your mobile phone. If you share a line with your co-workers: Either you or your co-worker can answer a ringing call on the shared line. When your co-worker has an active call on the shared line, your shared line button is solid red. When your co-worker puts a call on hold, the line button on your phone pulses green. Either you or your co-worker can resume the call. When a shared line has an active call on hold, the caller information displays on both phones. Turning on Call Forwarding 1. Press the line button for the extension you want to forward calls. 2. Press the CFwdAll 3. Enter a phone number to forward all calls to, and then press the EndCall The Forwarded to [phone number] message displays on the phone s screen. Disabling Call Forwarding 1. Press the line button for the extension that is currently forwarding calls. 2. Press the CFwdAll softkey to disable call forwarding. Turning On/Off Do Not Disturb (DND) 1. To activate the DND feature, press the more softkey twice and then the DnD The DnD message displays on the screen. 2. To deactivate the DND feature, press the more softkey twice and then the DnD To divert an incoming call to voice mail, press the DnD This feature is also available when your line is busy and you receive a second incoming call. Transferring Calls to Other Extensions 1. While on an active call, press the Trnsfer softkey, which places the call on hold. 2. Enter the extension to transfer the caller to. 3. Complete the transfer: Blind: Once you hear the call ringing, press the Trnsfer Warm: After the other party picks up the call and you announce it, press the Trnsfer softkey to complete the transfer. Transferring Calls to Other Voice Mailboxes 1. While on an active call, press the more and then the TrnsfV softkeys. 2. Enter the extension of the user whose voice mailbox you want to transfer the caller to, and then press the TrnsfV OR While on an active call, press the Trnfer softkey, press 6, and then enter the extension. 2011 ADP, Inc. PRELIMINARY 2

Parking Calls You can temporarily park a call at a pre-defined extension where another user can pick up the call at any other phone at the dealership. Conference Calls You can create a conference call with up to eight callers. You can also hold MeetMe conferences for up to 32 different, internal-only extensions at the dedicated extensions of 771 and 772. Call Pickup Use the group call pickup and call pickup features to answer calls that are ringing on other phones at your dealership. Group Name Group # Office 1 Reception/Sales 2 Service 3 Parts 4 Body Shop 5 Accounting 6 Executive 7 Paging The following are the default extensions for paging groups of phones: Group Extension Office 101 Sales 102 Service 103 Parts 104 Body Shop 105 Accounting 106 Executive 107 All phones 110 Parking Calls/Retrieving Parked Calls 1. While on an active call, press the more and then the Park softkeys. The extension where the call is parked displays on the phone s screen. 2. Access the paging system and announce where the call is parked. 3. To retrieve the parked call, initiate a new call and then enter the extension where the call is parked. The call is now active on your extension. Holding Conference Calls 1. While on an active call, press the more and then Confrn softkeys. 2. Dial the number of the contact you want to add to the conference call. 3. Press the more and then Confrn softkeys before or after the party answers. The conference begins and the phone displays Conference instead of caller ID. 4. Repeat Steps 1 through 3 to add more participants. The conference ends when all participants hang up. Holding MeetMe Conferences To initiate a MeetMe conference: 1. Initiate a new call, then press the more and then the MeetMe softkeys. 2. Enter the MeetMe extension (771 or 772) that you want to use. To join a MeetMe conference: Dial the MeetMe conference extension (771 or 772). Group Call Pickup You can pick up calls that are ringing on other phones in your dealership, including those phones that are not in your group. If multiple phones in the group are ringing with incoming calls, your phone will pick up the call that arrived first. When an incoming call rings on another phone in your group, press the GPickUp softkey and then *. The call is then answered on your phone. When an incoming call rings on a phone in a different group, press the GPickUp softkey and then the group s pickup number (see table at left). The call is then answered on your phone. Call Pickup You can pick up calls ringing on any other phone at your dealership. 1. Press the more and then the Pickup softkeys. 2. Enter the extension of the phone that is ringing. The call is then answered on your phone. Overhead paging Your dealership may have installed an overhead paging system that you can access from your phone. 1. Initiate a new call, and then enter the extension for the overhead paging system. 2. Announce the page, and then hang up to end the page session. Phone paging You can page all phones or a specific group of phones at your dealership. The page plays over the speakerphone for all idle phones. 1. Initiate a new call, and then enter the extension for the group of phones you want to page (see table at left). 2. Announce the page, and then hang up to end the page session. 2011 ADP, Inc. PRELIMINARY 3

Call History You can view the last 60 missed, placed, and received calls. Speed Dials There are multiple ways that you can set up and call speed dials on your phone: Abbreviated Dials: You can set up several different abbreviated dial entries. If you have unused line buttons, these entries are also automatically mapped to the unused line buttons. Line Buttons: If you have unused line buttons, you can set these up as speed dials. Personal: You can set up personal speed dial entries on your phone. Local (dealership-wide): Your dealership s administrator can set up global speed dial entries, which are available from all phones. Contact Directory With the Local Directory, you can search for and call any contact at your dealership. See the Speed Dials section for how to add contacts to your personal directory. Setting Ring Type You can select different rings to match your preferences and distinguish between calls on lines. Viewing the Call History Press the Setup button and then select Call History. Select the list you want to view. Note that the Redial List shows the calls you recently placed. Dialing a Call from the Call History To dial a number from a call history list, scroll to the entry and press the Dial If you are dialing an external number, press the EditDial softkey, enter the leading 9, and then press the Dial Setting Up Abbreviated Dial Entries 1. Press the Setup button, then select CME Services. 2. Select My Phone Apps. 3. Select Speed Dial Buttons. 4. Press the Add 5. Enter the person s name in the Label field, then enter the person s phone number (be sure to enter a leading 9) or extension in the Number field. 6. Press the Submit softkey to save the abbreviated dial entry. 7. If you have unused line buttons and you want these abbreviated dial entries to be configured to these line buttons, reset the phone: a. Press the Exit softkey and then select CME Services. b. Select My Phone Apps, and then Reset Phone. Calling Abbreviated Dial Entries Enter the entry number of the abbreviated dial entry, then press the AbbrDial Setting Up Personal Speed Dial Entries 1. Press the Setup button. 2. Select CME Services. 3. Select MyPhoneApps. 4. Select Personal Speed Dial. 5. Press the Add 6. Enter the person s name in the Label field, then enter the person s phone number (be sure to enter a leading 9) or extension in the Number field. 7. Press the Submit softkey to save the speed dial entry. Calling Personal Speed Dial Entries 1. Press the Setup button, then select Directory. 2. Select Personal Speed Dial. 3. Select the entry to call, then press the Dial Calling Local Speed Dials (Dealership-wide Entries) 1. Press the Setup button, then select Directory. 2. Select Local Speed Dial. 3. Select the entry to call, then press the Dial Viewing and Calling Entries in Your Local Directory 1. Press the Setup button then select Directory. 2. Select Local Directory. 3. Enter the person s first or last name, and then press the Submit 4. To call a contact, select his/her entry, and then press the Dial 1. Press the Setup button, and then select Settings. 2. Select Ring Type. 3. Select a line and press the Select 4. Select a ringtone and press Play. 5. Press the Select softkey to apply the ring type to the selected line. 2011 ADP, Inc. PRELIMINARY 4

Accessing Voice Mail The first time you access your voice mailbox, the system will prompt you to record a name greeting and change your password. Voice Mail Extension: Default Passcode: Recording Messages When leaving a message on another user s mailbox, you can skip their greeting and begin recording your message immediately by pressing #. Calling Other Users Voice Mailboxes You can call another user s mailbox to leave a voice message by pressing 6 and then entering the user s extension. Voice Mail Indicators When you have a new voice mail message, the following indicators are active: Solid red light above the phone s screen (only for personal mailboxes) Stutter dial tone Voicemail icon next to the line label and the session button Listening to Messages 1. To access your voice mailbox, press the Messages button. 2. At the main voice mail prompt: Press 1 to listen to new messages. Press 3 to listen to old, saved messages. 3. If you want to skip the message properties and go immediately to the message, press #. 4. While listening to a message, you can: Press 1 to restart the message Press 2 to save the message Press 3 to delete the message Press 7 to rewind the message Press 8 to pause/resume the message playback Press 9 to fast-forward the message Press # to skip to the end of the message 5. After listening to a message, you can: Press 1 to replay the message Press 2 to save the message Press 3 to delete the message Press 4 to reply to the message (if an internal user) Press 5 to forward the message to another user Press 6 to mark the message as new Press 7 to rewind the message Press 9 to listen the message properties General Delivery Mailboxes General delivery mailboxes are usually set up for shared lines used for specific departments, such as Sales, Service, and Parts. Only one person needs to set up a general delivery mailbox for the group, but any phone with the shared line can access and listen to messages in the mailbox. Setting Up a General Delivery Mailbox You can set up a general delivery mailbox only after setting up your personal mailbox. 1. Press the Messages button. 2. Enter your password (for your personal voice mailbox), and then press #. 3. At the prompt, press 9 to select general delivery mailbox. 4. Follow the prompts to record a group name and greeting. Accessing Messages from a General Delivery Mailbox 1. Press the Messages button. 2. Enter your password, and then press #. 3. At the prompt, press 9 to select general delivery mailbox. 4. When prompted select the extension for the group mailbox to listen to. 5. Follow the prompts to listen to and manage messages in the group mailbox. 2011 ADP, Inc. PRELIMINARY 5

Line buttons Ringing call/voice mail indicator Line buttons Handset Speaker Softkeys Navigation pad Messages Hold Setup Mute Volume Headset Dial pad Speakerphone 2011 ADP, Inc. PRELIMINARY 6