Cisco IP Phone 7961G/7961G-GE and 7941G/7941G-GE for Cisco CallManager 4.2

Transcription

1 Phone Guide Cisco IP Phone 7961G/7961G-GE and 7941G/7941G-GE for Cisco CallManager 4.2 INCLUDING LICENSE AND WARRANTY Corporate Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA USA Tel: NETS (6387) Fax:

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3 Common Phone Tasks Softkey Definitions View online help on the phone Press. AbbrDial Dial using a speed dial index number Place a call Go-off hook before or after dialing a number. Redial a number Press Redial. Or press the Navigation button while on-hook to see your Placed Calls log. Switch to the Pick up the handset. handset during a call Switch to the speaker or headset during a call Press or, then hang up the handset. Quick Reference Answer Back Barge CallBack Cancel cbarge Answer a call Return to the previous Help topic Add yourself to a call on a shared line Receive notification when a busy extension becomes available Cancel an action or exit a screen without applying changes Add yourself to a call on a shared line and establish a conference Mute your phone Press. CFwdALL Set up/cancel call forwarding Use your call logs Press to choose a call log. To dial, highlight a listing and go off-hook. Edit a number Press EditDial, << or >>. Hold/resume a call Press Hold or Resume. Transfer a call to a new number Start a standard conference call Press Transfer and enter a target number, then press Transfer again. Press more > Confrn, dial the participant, then press Confrn again Cisco IP Phone 7961G/7961G-GE and 7941G/7941G-GE for Cisco CallManager 4.2 Softkey Definitions Phone Screen Icons Button Icons Clear Close ConfList Confrn Delete Details Dial DirTrfr EditDial Delete records or settings Close the current window View conference participants Create a conference call Remove characters to the right of the cursor when using EditDial Open the Details call record for a multiparty call in the Missed Calls and Received Calls logs Dial a phone number Transfer two calls to each other Edit a number in a call log Common Phone Tasks EndCall Disconnect the current call Copyright 2006 Cisco Systems, Inc. All rights reserved. Cisco, Cisco IOS, Cisco Systems, and the Cisco Systems logo are registered trademarks of Cisco Systems, Inc. or its affiliates in the United States and certain other countries. All other brands, names, or trademarks mentioned in this document or Website are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (0501R) Erase Exit GPickUp Reset settings to their defaults Return to the previous screen Answer a call ringing in another group OL

4 HLog idivert Join MeetMe more NewCall OPickUp Park PickUp QRT Redial Remove Resume RmLstC Prevent hunt group calls from ringing your phone by logging out of hunt groups Send a call to your voice messaging system Join several calls already on a single line to create a conference Host a Meet-Me conference call Display additional softkeys Make a new call Answer a call ringing in an associated group Store a call using Call Park Answer a call in your group Submit call problems to the system administrator Redial the most recently dialed number Remove a conference participant Resume a call on hold Drop the last party added to a conference call Save Save the chosen settings Search Search for a directory listing Select Select a menu item or call Transfer Transfer a call Update Refresh content VidMode Choose a video display mode << Delete entered characters >> Move through entered characters Phone Screen Icons Line and Call State Call Forwarding enabled Call on hold Connected call Off-hook On-hook Incoming call Shared line in use Secure Calls Authenticated call Secure call Selected Device Handset in use Headset in use Speakerphone in use Critical Calls Priority call Medium priority call High priority call Highest priority call Other Features Speed Dial button configured Message waiting Video enabled Option selected Feature enabled Button Icons Messages Services Help Directories Settings Volume Speaker Mute Headset

5 Contents Softkey Definitions 1 Common Phone Tasks 1 Phone Screen Icons 2 Button Icons 2 Getting Started 1 Using this Guide 1 Finding Additional Information 2 More Information about Customizing Your Phone on the Web 2 Safety and Performance Information 2 Accessibility Features 13 Connecting Your Phone 14 An Overview of Your Phone 17 Understanding Buttons and Hardware 17 Understanding Phone Screen Features 21 Cleaning the Phone Screen 21 Understanding Feature Buttons and Menus 22 Understanding the Help System on Your Phone 22 Understanding Lines vs. Calls 23 Understanding Line and Call Icons 23 Understanding Feature Availability 24 Basic Call Handling 25 Placing a Call Basic Options 25 Placing a Call Additional Options 26 Answering a Call 27 iii

6 Ending a Call 28 Using Hold and Resume 28 Using Mute 29 Switching Between Multiple Calls 29 Viewing Multiple Calls 29 Transferring Calls 30 Forwarding All Calls to Another Number 31 Making Conference Calls 32 Understanding Types of Conference Calls 32 Starting and Joining a Standard Conference 33 Starting or Joining a Meet-Me Conference Call 35 Advanced Call Handling 36 Speed Dialing 36 Picking Up a Redirected Call on Your Phone 37 Using a Shared Line 38 Understanding Shared Lines 38 Adding Yourself to a Shared-Line Call 39 Preventing Others from Viewing or Barging a Shared-Line Call 40 Storing and Retrieving Parked Calls 40 Making and Receiving Secure Calls 41 Tracing Suspicious Calls 42 Prioritizing Critical Calls 43 Using Cisco Extension Mobility 44 Logging Out of Hunt Groups 45 Using a Handset, Headset, and Speakerphone 46 Obtaining a Headset 46 Using AutoAnswer 47 Using Phone Settings 48 Customizing Rings and Message Indicators 48 Customizing the Phone Screen 49 iv OL

7 Using Call Logs and Directories 51 Using Call Logs 51 Using Corporate Directory on Your Phone 53 Accessing Voice Messages 54 Accessing Your User Options Web Pages 55 Logging In to the User Options Web Pages 55 Subscribing to Phone Services 56 Understanding Additional Configuration Options 57 Troubleshooting Your Phone 59 General Troubleshooting 59 Viewing Phone Administration Data 60 Using the Quality Reporting Tool 60 Cisco One-Year Limited Hardware Warranty Terms 61 Index 63 v

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9 Getting Started Using this Guide This guide provides you with an overview of the features available on your phone. You can read it completely for a solid understanding of your phone s capabilities, or refer to the table below for pointers to commonly used sections. If you want to... Then... Explore your phone on your own Press on the phone when you need assistance. Review safety information See the Safety and Performance Information section on page 2. Connect your phone See the Connecting Your Phone section on page 14. Use your phone after it is installed Start with the An Overview of Your Phone section on page 17. Learn what the button lights mean See the Understanding Buttons and Hardware section on page 17. Learn about the display See the Understanding Phone Screen Features section on page 21. Make calls See the Placing a Call Basic Options section on page 25. Put calls on hold See the Using Hold and Resume section on page 28. Mute calls See the Using Mute section on page 29. Transfer calls See the Transferring Calls section on page 30. Make conference calls See the Making Conference Calls section on page 32. Set up speed dialing See the Speed Dialing section on page 36. Share a phone number See the Using a Shared Line section on page 38. Use your phone as a speakerphone See the Using a Handset, Headset, and Speakerphone section on page 46. Change the ring volume or tone See the Using Phone Settings section on page 48. View your missed calls See the Using Call Logs and Directories section on page 51. 1

10 If you want to... Then... Listen to your voice messages See the Accessing Voice Messages section on page 54. See softkey and icon definitions Refer to the Quick Reference Card in the front of this guide. Finding Additional Information You can access the most current Cisco IP Phone documentation on the World Wide Web at this URL: You can access the Cisco website at this URL: International Cisco websites can be accessed from this URL: More Information about Customizing Your Phone on the Web Your Cisco IP Phone is a network device that can share information with other network devices in your company, including your computer. You can use your Cisco CallManager User Options web pages to establish and customize phone services and to control phone features and settings from your computer. This guide provides a brief overview of these capabilities. For complete instructions, refer to Customizing Your Cisco IP Phone on the Web at the following URL: Safety and Performance Information Read the following safety notices before installing or using your Cisco IP Phone: 2 OL

11 Warning IMPORTANT SAFETY INSTRUCTIONS This warning symbol means danger. You are in a situation that could cause bodily injury. Before you work on any equipment, be aware of the hazards involved with electrical circuitry and be familiar with standard practices for preventing accidents. Use the statement number provided at the end of each warning to locate its translation in the translated safety warnings that accompanied this device. Statement 1071 SAVE THESE INSTRUCTIONS Waarschuwing BELANGRIJKE VEILIGHEIDSINSTRUCTIES Dit waarschuwingssymbool betekent gevaar. U verkeert in een situatie die lichamelijk letsel kan veroorzaken. Voordat u aan enige apparatuur gaat werken, dient u zich bewust te zijn van de bij elektrische schakelingen betrokken risico's en dient u op de hoogte te zijn van de standaard praktijken om ongelukken te voorkomen. Gebruik het nummer van de verklaring onderaan de waarschuwing als u een vertaling van de waarschuwing die bij het apparaat wordt geleverd, wilt raadplegen. BEWAAR DEZE INSTRUCTIES Varoitus TÄRKEITÄ TURVALLISUUSOHJEITA Tämä varoitusmerkki merkitsee vaaraa. Tilanne voi aiheuttaa ruumiillisia vammoja. Ennen kuin käsittelet laitteistoa, huomioi sähköpiirien käsittelemiseen liittyvät riskit ja tutustu onnettomuuksien yleisiin ehkäisytapoihin. Turvallisuusvaroitusten käännökset löytyvät laitteen mukana toimitettujen käännettyjen turvallisuusvaroitusten joukosta varoitusten lopussa näkyvien lausuntonumeroiden avulla. SÄILYTÄ NÄMÄ OHJEET 3

12 Attention IMPORTANTES INFORMATIONS DE SÉCURITÉ Ce symbole d'avertissement indique un danger. Vous vous trouvez dans une situation pouvant entraîner des blessures ou des dommages corporels. Avant de travailler sur un équipement, soyez conscient des dangers liés aux circuits électriques et familiarisez-vous avec les procédures couramment utilisées pour éviter les accidents. Pour prendre connaissance des traductions des avertissements figurant dans les consignes de sécurité traduites qui accompagnent cet appareil, référez-vous au numéro de l'instruction situé à la fin de chaque avertissement. CONSERVEZ CES INFORMATIONS Warnung WICHTIGE SICHERHEITSHINWEISE Dieses Warnsymbol bedeutet Gefahr. Sie befinden sich in einer Situation, die zu Verletzungen führen kann. Machen Sie sich vor der Arbeit mit Geräten mit den Gefahren elektrischer Schaltungen und den üblichen Verfahren zur Vorbeugung vor Unfällen vertraut. Suchen Sie mit der am Ende jeder Warnung angegebenen Anweisungsnummer nach der jeweiligen Übersetzung in den übersetzten Sicherheitshinweisen, die zusammen mit diesem Gerät ausgeliefert wurden. BEWAHREN SIE DIESE HINWEISE GUT AUF. Avvertenza IMPORTANTI ISTRUZIONI SULLA SICUREZZA Questo simbolo di avvertenza indica un pericolo. La situazione potrebbe causare infortuni alle persone. Prima di intervenire su qualsiasi apparecchiatura, occorre essere al corrente dei pericoli relativi ai circuiti elettrici e conoscere le procedure standard per la prevenzione di incidenti. Utilizzare il numero di istruzione presente alla fine di ciascuna avvertenza per individuare le traduzioni delle avvertenze riportate in questo documento. CONSERVARE QUESTE ISTRUZIONI 4 OL

13 Advarsel VIKTIGE SIKKERHETSINSTRUKSJONER Dette advarselssymbolet betyr fare. Du er i en situasjon som kan føre til skade på person. Før du begynner å arbeide med noe av utstyret, må du være oppmerksom på farene forbundet med elektriske kretser, og kjenne til standardprosedyrer for å forhindre ulykker. Bruk nummeret i slutten av hver advarsel for å finne oversettelsen i de oversatte sikkerhetsadvarslene som fulgte med denne enheten. TA VARE PÅ DISSE INSTRUKSJONENE Aviso INSTRUÇÕES IMPORTANTES DE SEGURANÇA Este símbolo de aviso significa perigo. Você está em uma situação que poderá ser causadora de lesões corporais. Antes de iniciar a utilização de qualquer equipamento, tenha conhecimento dos perigos envolvidos no manuseio de circuitos elétricos e familiarize-se com as práticas habituais de prevenção de acidentes. Utilize o número da instrução fornecido ao final de cada aviso para localizar sua tradução nos avisos de segurança traduzidos que acompanham este dispositivo. GUARDE ESTAS INSTRUÇÕES Advertencia! INSTRUCCIONES IMPORTANTES DE SEGURIDAD Este símbolo de aviso indica peligro. Existe riesgo para su integridad física. Antes de manipular cualquier equipo, considere los riesgos de la corriente eléctrica y familiarícese con los procedimientos estándar de prevención de accidentes. Al final de cada advertencia encontrará el número que le ayudará a encontrar el texto traducido en el apartado de traducciones que acompaña a este dispositivo. GUARDE ESTAS INSTRUCCIONES Varning! VIKTIGA SÄKERHETSANVISNINGAR Denna varningssignal signalerar fara. Du befinner dig i en situation som kan leda till personskada. Innan du utför arbete på någon utrustning måste du vara medveten om farorna med elkretsar och känna till vanliga förfaranden för att förebygga olyckor. Använd det nummer som finns i slutet av varje varning för att hitta dess översättning i de översatta säkerhetsvarningar som medföljer denna anordning. SPARA DESSA ANVISNINGAR 5

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15 Aviso INSTRUÇÕES IMPORTANTES DE SEGURANÇA Este símbolo de aviso significa perigo. Você se encontra em uma situação em que há risco de lesões corporais. Antes de trabalhar com qualquer equipamento, esteja ciente dos riscos que envolvem os circuitos elétricos e familiarize-se com as práticas padrão de prevenção de acidentes. Use o número da declaração fornecido ao final de cada aviso para localizar sua tradução nos avisos de segurança traduzidos que acompanham o dispositivo. GUARDE ESTAS INSTRUÇÕES Advarsel VIGTIGE SIKKERHEDSANVISNINGER Dette advarselssymbol betyder fare. Du befinder dig i en situation med risiko for legemesbeskadigelse. Før du begynder arbejde på udstyr, skal du være opmærksom på de involverede risici, der er ved elektriske kredsløb, og du skal sætte dig ind i standardprocedurer til undgåelse af ulykker. Brug erklæringsnummeret efter hver advarsel for at finde oversættelsen i de oversatte advarsler, der fulgte med denne enhed. GEM DISSE ANVISNINGER 7

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18 Warning Read the installation instructions before you connect the system to its power source. Warning Ultimate disposal of this product should be handled according to all national laws and regulations. Warning Do not work on the system or connect or disconnect cables during periods of lightning activity. 10 OL

19 Warning To avoid electric shock, do not connect safety extra low voltage (SELV) circuits to telephone network voltage (TNV) circuits. LAN ports contain SELV circuits, and WAN ports contain TNV circuits. Some LAN and WAN ports use RJ-45 connectors. Use caution when connecting cables. Caution Inline power circuits provide current through the communication cable. Use the Cisco provided cable or a minimum 24 AWG communication cable. 11

20 Using an External Power Supply The following warnings apply when you use the external power supply with the Cisco IP Phone: Warning This product relies on the building's installation for short-circuit (over current) protection. Ensure that a fuse or circuit breaker no larger than 120 VAC, 15A U.S. (240 VAC, 10A international) is used on the phase conductors (all current-carrying conductors). Warning The device is designed to work with TN power systems. Warning The plug-socket combination must be accessible at all times because it serves as the main disconnecting device. Warning The power supply must be placed indoors. Caution Only use the Cisco specified power supply with this product. Power Outage Your accessibility to emergency service through the phone is dependent on the phone being powered. If there is an interruption in the power supply, Service and Emergency Calling Service dialing will not function until power is restored. In the case of a power failure or disruption, you may need to reset or reconfigure equipment before using the Service or Emergency Calling Service dialing. Using External Devices The following information applies when you use external devices with the Cisco IP Phone: Cisco recommends the use of good quality external devices (speakers, microphones, and headsets) that are shielded against unwanted radio frequency (RF) and audio frequency (AF) signals. Depending on the quality of these devices and their proximity to other devices such as mobile phones or two-way radios, some audio noise may still occur. In these cases, Cisco recommends that you take one or more of the following actions: Move the external device away from the source of the RF or AF signals. Route the external device cables away from the source of the RF or AF signals. Use shielded cables for the external device, or use cables with a better shield and connector. Shorten the length of the external device cable. 12 OL

21 Apply ferrites or other such devices on the cables for the external device. Cisco cannot guarantee the performance of the system because Cisco has no control over the quality of external devices, cables, and connectors. The system will perform adequately when suitable devices are attached using good quality cables and connectors. Caution In European Union countries, use only external speakers, microphones, and headsets that are fully compliant with the EMC Directive [89/336/EC]. Accessibility Features A list of accessibility features is available upon request. 13

22 + Connecting Your Phone Your system administrator will likely connect your new Cisco IP Phone to the corporate IP telephony network. If that is not the case, refer to the figure and table below to connect your phone. 8 1 AUX 10/100 SW 10/100 PC DC48V DC adaptor port (DC48V) 5 Access port (10/100 (/ ) PC) 2 AC-to-DC power supply 6 Handset port 3 AC power cord 7 Headset port 4 Network port (10/100 (/ ) SW) 8 Footstand button 1. Available on gigabit Ethernet phones only. 14 OL

23 Adjusting the Footstand To change the angle that your phone sits on your desktop, adjust the footstand while pressing the footstand button. Adjusting the Handset Rest When you connect your phone, you might want to adjust the handset rest to ensure that the receiver will not slip out of the cradle. See the table below for instructions Set the handset aside and pull the square plastic tab from the handset rest. 2 Rotate the tab 180 degrees. 3 Slide the tab back into the handset rest. An extension protrudes from the top of the rotated tab. Return the handset to the handset rest. Registering with TAPS After your phone is connected to the network, your system administrator might ask you to auto-register your phone using TAPS (Tool for Auto-Registered Phones Support). TAPS might be used for a new phone or to replace an existing phone. To register with TAPS, pick up the handset, enter the TAPS extension provided by your system administrator, and follow the voice prompts. You might need to enter your entire extension, including the area code. After your phone displays a confirmation message, hang up. The phone will re-start. Headset Information To use a headset, connect it to the headset port on the back of your phone. Although Cisco Systems performs some internal testing of third-party headsets for use with the Cisco IP Phones, Cisco does not certify or support products from headset or handset vendors. Because of the inherent environmental and hardware inconsistencies in the locations where Cisco IP Phones are 15

24 deployed, there is not a single best solution that is optimal for all environments. Cisco recommends that customers test the headsets that work best in their environment before deploying a large number of units in their network. In some instances, the mechanics or electronics of various headsets can cause remote parties to hear an echo of their own voice when they speak to Cisco IP Phone users. Cisco Systems recommends the use of good quality external devices, like headsets that are screened against unwanted radio frequency (RF) and audio frequency (AF) signals. Depending on the quality of these devices and their proximity to other devices such as cell phones and two-way radios, some audio noise may still occur. See the Using External Devices section on page 12 for more information. The primary reason that a particular headset would be inappropriate for the Cisco IP Phone is the potential for an audible hum. This hum can be heard by either the remote party or by both the remote party and you, the Cisco IP Phone user. Some potential humming or buzzing sounds can be caused by a range of outside sources, for example, electric lights, being near electric motors, large PC monitors. In some cases, a hum experienced by a user may be reduced or eliminated by using a local power cube. See the Using an External Power Supply section on page 12 for more information. Audio Quality Subjective to the User Beyond the physical, mechanical and technical performance, the audio portion of a headset must sound good to you (the user) and to the party on the far end. Sound is subjective and Cisco cannot guarantee the performance of any headsets or handsets, but some of the headsets and handsets on the sites listed below have been reported to perform well on Cisco IP Phones. Nevertheless, it is ultimately still the customer's responsibility to test this equipment in their own environment to determine suitable performance. For information about headsets, see: OL

25 An Overview of Your Phone The Cisco IP Phone 7961G and 7961G-GE (gigabit Ethernet version) and the 7941G and 7941G-GE (gigabit Ethernet version) are full-feature telephones that provide voice communication over the same data network that your personal computer uses, allowing you to place and receive phone calls, put calls on hold, speed dial numbers, transfer calls, make conference calls, and so on. The gigabit Ethernet Cisco IP Phone 7961G-GE and 7941G-GE deliver the latest technology and advancements in Gigabit Ethernet VoIP telephony. The Cisco IP Phone 7961G and 7961G-GE provide six programmable buttons for phone lines, features, speed-dial numbers and services, while the Cisco IP Phone 7941G and 7941G-GE provide two programmable buttons (see the Understanding Buttons and Hardware section on page 17 for more details). In addition to basic call-handling features, your phone can provide enhanced productivity features that extend your call-handling capabilities. Depending on configuration, your phone supports: Access to network data, XML applications, and web-based services. Online customizing of phone features and services from your User Options web pages. A comprehensive online help system that displays information on the phone screen. Understanding Buttons and Hardware You can use Figure 1 and Figure 2 to identify buttons and hardware on your phone. 17

26 Figure 1 16 Cisco IP Phone 7961G and 7961G-GE Figure 2 Cisco IP Phone 7941G and 7941G-GE OL

27 Item Description For more information, see... 1 Programmable buttons Depending on configuration, programmable buttons provide access to: Phone lines (line buttons) Speed-dial numbers (speed-dial buttons) Web-based services (for example, a Personal Address Book button) Phone features (for example, a Privacy button) The buttons illuminate to indicate status: Green, steady Active call Green, flashing Held call Amber, steady Privacy in use Amber, flashing Incoming call Red, steady Remote line in use Understanding Phone Screen Features, page 21 Basic Call Handling, page 25 Speed Dialing, page 36 Using a Shared Line, page 38 Storing and Retrieving Parked Calls, page 40 Red, flashing Directed Call Park line unavailable 2 Phone screen Shows phone features. Understanding Phone Screen Features, page 21 3 Footstand button Allows you to adjust the angle of the phone base. 4 Messages button Auto-dials your voice message service (varies by service). Adjusting the Footstand, page 15 Using Call Logs, page Directories Opens/closes the Directories menu. Use it to access call logs and directories. Using Call Logs, page 51 button 6 Help button Activates the Help menu. Understanding the Help System on Your Phone, page 22 7 Settings button Opens/closes the Settings menu. Use it to control phone screen contrast and ring sounds. Using Phone Settings, page 48 19

28 Item Description For more information, see... 8 Services button Opens/closes the Services menu. Accessing Your User Options Web Pages, page 55 9 Volume button Controls the handset, headset, and speakerphone volume (off-hook) and the ringer volume (on-hook). 10 Speaker button Toggles the speakerphone on or off. When the speakerphone is on, the button is lit. 11 Mute button Toggles the Mute feature on or off. When Mute is on, the button is lit. 12 Headset button Toggles the headset on or off. When the headset is on, the button is lit. Using a Handset, Headset, and Speakerphone, page 46 Using a Handset, Headset, and Speakerphone, page 46 Using Mute, page 29 Using a Handset, Headset, and Speakerphone, page Navigation button Allows you to scroll through menus and highlight items. When the phone is on-hook, displays phone numbers from your Placed Calls log. Using Call Logs, page Keypad Allows you to dial phone numbers, enter letters, and choose menu items. 15 Softkey buttons Each button activates a softkey option (displayed on your phone screen). Basic Call Handling, page 25 Understanding Phone Screen Features, page Handset light strip Indicates an incoming call or new voice message. Accessing Voice Messages, page OL

29 Understanding Phone Screen Features This is what your main phone screen might look like with active calls and several feature menus open: Primary phone line 2 Icons for programmable buttons Displays the phone number (extension number) for your primary phone line. When several feature tabs are open, the phone number and the time and date alternate display in this area. Programmable buttons can serve as phone line buttons, speed-dial buttons, phone service buttons or phone feature buttons. Icons and labels indicate how these buttons are configured. For an icon reference, see the Phone Screen Icons section in the Quick Reference Card at the front of this guide. 3 Softkey labels Each displays a softkey function. To activate a softkey press the softkey button. 4 Status line Displays audio mode icons, status information, and prompts. 5 Call activity area Displays current calls per line, including caller ID, call duration, and call state for the highlighted line (standard view). See the Understanding Line and Call Icons section on page 23 and the Viewing Multiple Calls section on page Phone tab Indicates call activity. 7 Feature tabs Each feature tab indicates an open feature menu. See the Understanding Feature Buttons and Menus section on page 22. Cleaning the Phone Screen Gently wipe the phone screen with a soft, dry cloth. Do not use any liquids or powders on the phone. Using anything other than a soft, dry cloth can contaminate phone components and cause failures. 21

30 Understanding Feature Buttons and Menus Press a feature button to open or close a feature menu. If you want to... Open or close a feature menu Then... Press a feature button: Messages Services Directories Settings Scroll through a list or menu Go back one level in a feature menu Switch among open feature menus Help Press the Navigation button. Press Exit. Pressing Exit from the top level of a menu, closes the menu. Press a feature tab. Each feature menu has a corresponding tab. The tab is visible when the feature menu is open. Understanding the Help System on Your Phone Your Cisco IP Phone provides a comprehensive online help system. Help topics appear on the phone screen. See the following table for details. If you want to... Then... View the main menu Press on your phone and wait a few seconds for the menu to display. Main menu topics include: About Your Cisco IP Phone Details about your phone How do I...? Procedures for common phone tasks Calling Features Descriptions and procedures for calling features Help Tips on using and accessing Help Learn about a button or softkey Press, then quickly press a button or softkey. 22 OL

31 If you want to... Learn about a menu item Then... Press,, or to display a feature menu. Highlight a menu item, then press twice quickly. Get help using Help Press. Choose Help from the main menu. Understanding Lines vs. Calls To avoid confusion about lines and calls, refer to these descriptions: Lines Each line corresponds to a phone number (or extension) that others can use to call you. The Cisco IP Phone 7961G/7961G-GE supports one to six lines and the Cisco IP Phone 7941G/7941G-GE supports one to two lines, depending on configuration. To see how many lines you have, look at the right side of your phone screen. You have as many lines as you have directory numbers and phone line icons:. Calls Each line can support multiple calls. By default, your phone supports four connected calls per line, but your system administrator can adjust this number according to your needs. Only one call can be active at any time; other calls are automatically placed on hold. Understanding Line and Call Icons Your phone displays icons to help you determine the call and line state. Icon Call State Description On-hook line No call activity on this line. Off-hook line Connected call Ringing call Call on hold You are dialing a number or an outgoing call is ringing. See the Placing a Call Basic Options section on page 25 for dialing options. You are currently connected to the other party. An incoming call is ringing on one of your lines. See the Answering a Call section on page 27 for details. You have put this call on hold. Remote-in-use Another phone that shares your line has a connected call. See the Using a Shared Line section on page 38 for details. Authenticated See the Making and Receiving Secure Calls section on page 41. call Encrypted call See the Making and Receiving Secure Calls section on page

32 Understanding Feature Availability Depending on your phone system configuration, features included in this Phone Guide might not be available to you or might work differently on your phone. Contact your support desk or system administrator if you have questions about feature operation or availability. 24 OL

33 Basic Call Handling You can perform basic call-handling tasks using a range of features and services. Feature availability can vary; see your system administrator for more information. Placing a Call Basic Options Here are some easy ways to place a call on your Cisco IP Phone. If you want to... Then... For more information, see... Place a call using the handset Place a call using the speakerphone Pick up the handset and enter a number. An Overview of Your Phone, page 17 Press and enter a number. Using a Handset, Headset, and Speakerphone, page 46 Place a call using a headset Press and enter a number. Or if is lit, press New Call and enter a number. Redial a number Press Redial to dial the last number, or press the Navigation button (with the phone idle) to see your Placed Calls. Place a call when another call is active (using the same line) 1. Press Hold. 2. Press New Call. 3. Enter a number. Dial from a call log 1. Choose > Missed Calls, Received Calls, or Placed Calls. 2. Select the listing or scroll to it and go off-hook. Using a Handset, Headset, and Speakerphone, page 46 Using Call Logs, page 51 Using Hold and Resume, page 28 Using Call Logs, page 51 Tips You can dial on-hook without a dial tone (predial). To predial, enter a number, then go off-hook by lifting the handset or pressing Dial,, or. When you pre-dial, your phone tries to anticipate the number you are dialing by displaying matching numbers (if available) from your Placed Calls log. This is called Auto Dial. To call a number displayed with Auto Dial, press the number, or scroll to it and go off-hook. If you make a mistake while dialing, press << to erase digits. 25

34 Placing a Call Additional Options You can place calls using special features and services that might be available on your phone. See your system administrator for more information about these additional options If you want to... Then... For more information, see... Place a call while another call is active (using a different line) Speed dial a number Dial from a corporate directory on the phone Dial from a corporate directory using Cisco WebDialer Use Cisco CallBack to receive notification when a busy or ringing extension is available Make a priority (precedence) call Dial from a Personal Address Book (PAB) entry 1. Press for the new line. The call on the first line will be placed on hold automatically. 2. Enter a number. Do one of the following: Press (a speed-dial button). Use the Abbreviated Dial feature. Use the Fast Dial feature. 1. Choose > Corporate Directory (exact name can vary). 2. Enter a name and press Search. 3. Highlight a listing and go off-hook. 1. Open a web browser and go to a WebDialer-enabled your company directory. 2. Click a number that you want to dial. 1. Press CallBack while listening to the busy tone or ring sound. 2. Hang up. Your phone alerts you when the line is free. 3. Place the call again. Enter the MLPP access number, then enter the phone number. 1. Choose > PAB service (exact names might vary). 2. Highlight the listing and go off-hook. Or press the listing on your touchscreen. Using Hold and Resume, page 28 Speed Dialing, page 36 Using Call Logs, page 51 Customizing Your Cisco IP Phone on the Web: ercd/cc/td/doc/product/voic e/c_ipphon/index.htm Your system administrator Prioritizing Critical Calls, page 43 Logging In to the User Options Web Pages, page OL

35 If you want to... Then... For more information, see... Place a call using a billing or tracking code Place a call using your Cisco Extension Mobility profile 1. Dial a number. 2. After the tone, enter a client matter code (CMC) or a forced authorization code (FAC). Log in to the Extension Mobility service on a phone. Your system administrator Using Cisco Extension Mobility, page 44 Answering a Call You can answer a call by lifting the handset, or you can use other options if they are available on your phone. If you want to... Then... For more information, see... Answer with a headset Press, if unlit. Using a Handset, Headset, Or, if is already lit, press Answer and Speakerphone, page 46 or (the flashing line button). Answer with the speakerphone Switch from a connected call to answer a new call Press, Answer, or (flashing). Using a Handset, Headset, and Speakerphone, page 46 Press Answer, or if the call is ringing on a different line, press (flashing). Using Hold and Resume, page 28 Answer using call waiting Press Answer. Using Hold and Resume, page 28 Send a call to your voice messaging system Press idivert. Accessing Voice Messages, page 54 Auto-connect calls Use AutoAnswer. Using AutoAnswer, page 47 Retrieve a parked call on another phone Use your phone to answer a call ringing elsewhere Answer a priority call Use Call Park or Directed Call Park. Use Call Pickup. Hang up the current call and press Answer. Storing and Retrieving Parked Calls, page 40 Picking Up a Redirected Call on Your Phone, page 37 Prioritizing Critical Calls, page 43 27

36 Ending a Call To end a call, hang up. See the following table for details. If you want to... Then... Hang up while using the handset Return the handset to its cradle. Or press EndCall. Hang up while using the headset Press. If you want to keep headset mode activate, press EndCall. Hang up while using the speakerphone Press or EndCall. Hang up one call but preserve another Press EndCall. If necessary, remove the call from hold first. call on the same line Using Hold and Resume Only one call can be active at any given time; all other calls will be placed on hold. If you want to... Then... Put a call on hold 1. Make sure the call you want to put on hold is highlighted. 2. Press Hold. Remove a call from 1. Make sure that the appropriate call is highlighted. hold on the current line 2. Press Resume. Remove a call from hold on a different line Press for the appropriate line. If a single call holding on this line, the call automatically resumes. If multiple calls are holding, scroll to the appropriate call and press Resume. Tips Engaging the Hold feature typically generates music or a beeping tone. A held call is indicated by the call-on-hold icon:. 28 OL

37 Using Mute With Mute enabled, you can hear other parties on a call but they cannot hear you. You can use mute in conjunction with the handset, speakerphone, or a headset. If you want to... Then... Toggle Mute on Press. Toggle Mute off Press. Switching Between Multiple Calls You can switch between multiple calls on one or more lines. If the call you want to switch to is not automatically highlighted, use the Navigation button to scroll to it. If you want to... Switch between calls on one line Switch between calls on different lines Switch from a connected call to answer a ringing call Then Make sure the call that you want to switch to is highlighted. 2. Press Resume. Any active call is placed on hold and the selected call is resumed. Press for the line that you are switching to. If a single call is holding on the line, the call automatically resumes. If multiple calls are holding, highlight the appropriate call and press Resume. Press Answer, or if the call is ringing on a different line, press active call is placed on hold and the selected call is resumed.. Any Viewing Multiple Calls Understanding how multiple calls are displayed on your phone can help you organize your call-handling efforts. In standard viewing mode, your phone displays calls as follows for the highlighted line: Calls with the highest precedence and longest duration display at the top of the list. Calls of a similar type are grouped together. For example, calls that you have interacted with are grouped near the top, and calls on hold are grouped last. 29

38 You can use these additional methods to view multiple calls on multiple lines: If you want to... View calls on another line See an overview of line activity (one call per line) Then Press. 2. Immediately press the line button. Press for the highlighted line. The phone to switches to call overview mode, displaying only one call per line. The displayed call is either the active call or the held call with the longest duration. To return to the standard view, press, then immediately press the line button. Transferring Calls Transfer redirects a connected call. The target is the number to which you want to transfer the call. If you want to... Transfer a call without talking to the transfer recipient Talk to the transfer recipient before transferring a call (consult transfer) Then From an active call, press Transfer. 2. Enter the target number. 3. Press Transfer again to complete the transfer or EndCall to cancel. Note If your phone supports on-hook transfer, you can alternately complete the transfer by hanging up. 1. From an active call, press Transfer. 2. Enter the target number. 3. Wait for the transfer recipient to answer. 4. Press Transfer again to complete the transfer or EndCall to cancel. Note If your phone supports on-hook transfer, you can alternately complete the transfer by hanging up. 30 OL

39 If you want to... Transfer two current calls to each other without staying on the line (direct transfer) Redirect a call to your voice messaging system Then Scroll to highlight any call on the line. 2. Press Select. 3. Repeat this process for the second call. 4. With one of the selected calls highlighted, press DirTrfr. (To display DirTrfr, you might need to press more.) The two calls connect to each other and drop you from the call. Note If you want to stay on the line with the callers, use Join instead. Press idivert. The call is automatically transferred to your voice message greeting. You can use idivert with a call that is active, ringing, or on hold. Tips If on-hook transfer is enabled on your phone, you can either hang up to complete the call, or press Transfer and then hang up. If on-hook transfer is not enabled on your phone, hanging up without pressing Transfer again places the call on hold. You cannot use Transfer to redirect a call on hold. Press Resume to remove the call from hold before transferring it. Forwarding All Calls to Another Number You can use Call Forward All to redirect incoming calls from your phone to another number. If you want to... Set up call forwarding on your primary line Cancel call forwarding on your primary line Verify that call forwarding is enabled on your primary line Then... Press CFwdALL and enter a target phone number. Press CFwdALL. Look for: The call forward icon above the primary phone number:. The call forwarding target number in the status line. 31

40 If you want to... Set up or cancel call forwarding remotely, or for a non-primary line Then Log in to your User Options web pages and select a device. 2. Choose Forward all calls Choose your primary line or any secondary line. 4. Choose to redirect calls to voice messaging or to another number. Note When call forwarding is enabled for any line other than the primary line, your phone does not provide you with any confirmation that calls are being forwarded. Instead, you must confirm your settings in the User Options pages. See the Logging In to the User Options Web Pages section on page 55. Tips You must enter the call forward target number exactly as you would dial it from your phone. For example, enter an access code or the area code, if necessary. You can forward your calls to a traditional analog phone or to another IP phone, although your system administrator might restrict the call forwarding feature to numbers within your company. You must configure this feature per line; if a call reaches you on a line where call forwarding is not enabled, the call will ring as usual. Making Conference Calls Your Cisco IP Phone allows you to join three or more people into one telephone conversation, creating a conference call. Understanding Types of Conference Calls There are two types of conference calls: Standard and Meet-Me. Standard Conference Calls you can create a standard conference in different ways, depending on your needs and the softkeys available on your phone: Confrn Use this softkey to establish a standard conference by calling each participant. Standard conference calling is a default feature available on most phones. 32 OL

41 Join Use this softkey to establish a standard conference by joining several calls already on one line. cbarge Use this softkey to add yourself to an existing call on a shared line and to turn the call into a standard conference call. This feature is available only on phones that use shared lines. See the Starting and Joining a Standard Conference section on page 33 for additional instructions. Meet-Me Conference Calls You can create a Meet-Me conference by calling the Meet-Me phone number at a specified time. See the Starting or Joining a Meet-Me Conference Call section on page 35 for additional instructions. Starting and Joining a Standard Conference A standard conference allows at least three people to participate in a single call. If you want to... Create a conference by calling participants Add new participants to an existing conference Create a conference by joining two or more existing calls Participate in a conference Create a conference by barging a call on shared line Then From a connected call, press Confrn. (You may need to press the more softkey to see Confrn.) 2. Enter the participant s phone number. 3. Wait for the call to connect. 4. Press Confrn again to add the participant to your call. 5. Repeat to add additional participants. 1. Make sure that you have two or more calls on a single line. 2. Highlight a call that you want to add to the conference. 3. Press Select. The selected call displays this icon. 4. Repeat this process for each call that you want to add. 5. From one of the selected calls, press Join. (You may need to press the more softkey to see Join.) Note The active call is automatically selected. Answer the phone when it rings. Highlight a call on a shared line and press cbarge. (You may need to press the more softkey to display cbarge.) See the Using a Shared Line section on page

42 If you want to... View a list of conference participants Get an updated list of conference participants See who started the conference Drop the last party added to the conference Remove any conference participant End your participation in a standard conference Then Highlight an active conference. 2. Press ConfList. Participants are listed in the order in which they join the conference with the most recent additions at the top. While viewing the conference list, press Update. While viewing the conference list, locate the person listed at the bottom of the list with an asterisk (*) next to the name. Press RmLstC. You can remove participants only if you initiated the conference call. 1. Highlight the participant s name. 2. Press Remove. You can remove participants only if you initiated the conference. Hang up or press EndCall. Tips Calls must be on the same line before you can add them to a conference. If calls are on different lines, transfer them to a single line before using Confrn or Join. Depending on how your phone is configured, if you leave a conference after creating it, the conference might end. To avoid this, transfer the conference before hanging up. 34 OL

43 Starting or Joining a Meet-Me Conference Call Meet-Me conferencing allows you to start or join a conference by calling the conference number. If you want to... Then... Start a Meet-Me conference 1. Obtain a Meet-Me phone number from your system administrator. 2. Distribute the number to participants. 3. When you are ready to start the meeting, go off-hook to invoke a dial tone, then press MeetMe. 4. Dial the Meet-Me conference number. Participants can now join the conference by dialing in. Note Participants hear a busy tone if they call the conference before the initiator has joined. In this case, participants must call back. Join a Meet-Me conference End a Meet-Me conference Dial the Meet-Me conference number (provided by the conference initiator). Note You will hear a busy tone if you call the conference before the initiator has joined. In this case, try your call again. All participants must hang up. The conference does not automatically end when the conference initiator disconnects. 35

44 Advanced Call Handling Advanced call-handling tasks involve special features that your system administrator might configure for your phone depending on your call-handling needs and work environment. Speed Dialing Speed dialing allows you to enter an index number, press a button, or select a phone screen item to place a call. Depending on configuration, your phone can support several speed-dial features: Speed-dial buttons Abbreviated Dialing Fast Dials Note To set up speed-dial buttons and Abbreviated Dial, you must access your User Options web pages. See Logging In to the User Options Web Pages section on page 55. Alternately, your system administrator can configure speed-dial features for you. If you want to... Use speed-dial buttons Use Abbreviated Dial Then Set up speed-dial buttons from your User Options web pages. 2. To place a call, press (a speed-dial button). 1. Set up Abbreviated Dialing codes from your User Options web pages. 2. To place a call, enter the Abbreviated Dialing code and press AbbrDial. Use Fast Dial 1. Subscribe to the Fast Dial service and set up Fast Dial codes from your User Options web pages. See the Subscribing to Phone Services section on page To place a call, choose > Fast Dial service on your phone (exact name might vary), then highlight a listing and go off-hook. Or press the listing on your phone screen. 36 OL

45 Picking Up a Redirected Call on Your Phone Call PickUp allows you to answer a call that is ringing on a co-worker s phone by redirecting the call to your phone. You might use Call PickUp if you share call-handling with coworkers. If you want to... Answer a call that is ringing on another extension within your call pickup group Answer a call that is ringing on another extension outside of your group Answer a call that is ringing on another extension in your group or in an associated group Then Do one of the following: If the PickUp softkey is available, press it. If the PickUp softkey is not available, go off-hook to display it, then press PickUp. If your phone supports auto-pickup, you are now connected to the call. 2. If the call rings, press Answer to connect to the call. 1. Do one of the following: If the GPickUp softkey is available, press it. If the GPickUp softkey is not available, go off-hook to display it, then press GPickUp. 2. Enter the group pickup code. If your phone supports auto-pickup, you are now connected to the call. 3. If the call rings, press Answer to connect to the call. 1. Do one of the following: If the OPickUp softkey is available, press it. If the OPickUp softkey is not available, go off-hook to display it, then press OPickUp. If your phone supports auto-pickup, you are now connected to the call. 2. If the call rings, press Answer to connect to the call. Tips Depending on how your phone is configured, you might receive an audio and/or visual alert about a call to your pickup group. Pressing PickUp and GPickUp connects you to the call that has been ringing for the longest time. Pressing OPickUp connects you to the call in the pickup group with the highest priority. If you have multiple lines and want to pick up the call on a non-primary line, first press for the desired line, then press a Call PickUp softkey. 37

46 Using a Shared Line Your system administrator might ask you to use a shared line if you: Have multiple phones and want one phone number Share call-handling tasks with co-workers Handle calls on behalf of a manager Understanding Shared Lines Remote-in-Use The Remote-in-Use icon appears when another phone that shares your line has a connected call. You can place and receive calls as usual on the shared line, even when the Remote-in-Use icon appears. Sharing Call Information and Barging Phones that share a line each display information about calls that are placed and received on the shared line. This information might include caller ID and call duration. (See the Privacy section for exceptions.) When call information is visible in this way, you and coworkers who share a line can add yourselves to calls using either Barge or cbarge. See the Adding Yourself to a Shared-Line Call section on page 39. Privacy If you do not want co-workers who share your line to see information about your calls, enable the Privacy feature. Doing so also prevents co-workers from barging your calls. See the Preventing Others from Viewing or Barging a Shared-Line Call section on page 40. Note The maximum number of calls that a shared line supports can vary by phone. 38 OL

47 Adding Yourself to a Shared-Line Call Depending on how your phone is configured, you can add yourself to a call on a shared line using Barge or cbarge. If you want to... See the shared line is in use View details about current calls on the shared line Add yourself to a call on a shared line using the Barge softkey Add yourself to a call on a shared line using the cbarge softkey Add new conference participants to a call that you have barged Leave a barged call Then... Look for the Remote-in-Use icon appears: next to a red line button. Press the red line button for the remote-in-use line. All non-private calls appear in the call activity area of the phone screen. 1. Highlight a remote-in-use call. 2. Press Barge. (You may need to press the more softkey to display Barge.) Other parties hear a beep tone announcing your presence. Unlike Barge, cbarge converts the call into a standard conference call, allowing you to add new participants. See the Making Conference Calls section on page 32. Barge the call using cbarge, if available. Unlike Barge, cbarge converts the call into a standard conference call, allowing you to add new conference participants to the call. See the Making Conference Calls section on page 32. Hang up. If you hang up after using Barge, the remaining parties hear a disconnect tone and the original call continues. If you hang up after using cbarge, the call remains a conference call (provided at least three participants remain on the line). Tips If a phone that is using the shared line has Privacy enabled, call information and barge softkeys will not appear on the other phones that share the line. You will be disconnected from a call that you have joined using Barge if the call is put on hold, transferred, or turned into a conference call. 39

48 Preventing Others from Viewing or Barging a Shared-Line Call If you share a phone line, you can use the Privacy feature to prevent others who share the line from viewing or barging (adding themselves to) your calls. If you want to... Prevent others from viewing or barging any calls on a shared line Allow others to view or barge calls on a shared line Then Press Private. 2. To verify that Privacy is on, look for the Privacy-enabled icon next to an amber line button. 1. Press Private. 2. To verify that Privacy is off, look for the Privacy-disabled icon next to an unlit line button. Tips If the phone that shares your line has Privacy enabled, you can make and receive calls using the shared line as usual. The Privacy feature applies to all shared lines on your phone. Consequently, if you have multiple shared lines and Privacy is enabled, coworkers will not be able to view or barge calls on any of your shared lines. When you place a call on hold, caller ID information (calling name and number) is displayed on the shared line appearance even when Privacy is enabled. Your system administrator can restrict the display of caller ID information for held calls when Privacy is enabled. However, in this case, you can only retrieve the call from the phone used to place the call on hold. Storing and Retrieving Parked Calls You can park a call when you want to store the call so that you or someone else can retrieve it from another phone in the Cisco CallManager system (for example, a phone at a co-worker s desk or in a conference room). You can park a call by using these methods: Call Park Use the Park softkey to store the call. Your phone displays the call park number where the system stored your call. You must record this number and then use the same number to retrieve the call. Directed Call Park Use the Transfer softkey to direct the call to a specific directed call park number that you dial or speed dial. To retrieve the call from a directed call park number, you must dial the park retrieval prefix and then dial or speed dial the same directed call park number. You can use a Directed Call Park button to speed-dial the directed call park number and to monitor whether a directed call park number is occupied or available 40 OL

49 If you want to... Store an active call using Call Park Retrieve a parked call Direct and store an active call at a directed call park number Retrieve a parked call from a directed call park number Then During a call, press Park. (You may need to press the more softkey to see Park.) 2. Note the call park number displayed on your phone screen. 3. Hang up. Enter the call park number from any Cisco IP Phone in your network to connect to the call. 1. During a call, press Transfer. 2. Press (Directed Call Park button) with the park-unoccupied icon to speed dial the directed call park number. A blinking Directed Call Park button and the park-occupied icon indicate that the directed call park number is not available. 3. Press Transfer again to finish storing the call. From any phone in the network, enter the park retrieval prefix and dial the directed call park number. Or you can press the (Directed Call Park button) with the park-occupied icon to connect to the call. Tips You have a limited amount of time to retrieve a parked call before it reverts to ringing at the original number. See your system administrator for details. Your system administrator can assign Directed Call Park buttons to available line buttons on your phone or on your Cisco IP Phone Expansion Module You can dial directed call park numbers if you do not have Directed Call Park buttons on your phone. However, you will not be able to see the status of the directed call park number. Making and Receiving Secure Calls Depending on how your system administrator has configured your phone system, your phone might support making and receiving secure calls. Your phone is capable of supporting these types of calls: Authenticated call The identities of all phones participating in the call have been verified. Encrypted call The phone is receiving and transmitting encrypted audio (your conversation) within the Cisco IP network. Encrypted calls are also authenticated. Non-secure call At least one of the participating phones or the connection does not support these security features, or the phones cannot be verified. 41

50 If you want to... Check the security level of a call Then... Look for a security icon in the top right corner of the call activity area, next to the call duration timer: Authenticated call Encrypted call Determine if secure calls can be made in your company Neither security icon appears if the call is non-secure. Contact your system administrator. Note There are interactions, restrictions, and limitations that affect how security features work on your phone. For more information, ask your system administrator. Tracing Suspicious Calls If you are receiving suspicious or malicious calls, your system administrator can add the Malicious Call Identification (MCID) feature to your phone. This feature enables you to identify an active call as suspicious, which initiates a series of automated tracking and notification messages. If you want to... Notify your system administrator about a suspicious or harassing call Then... Press MCID. Your phone plays a tone and displays the message, MCID successful. 42 OL

51 Prioritizing Critical Calls In some specialized environments, such as military or government offices, you might need to make and receive urgent or critical calls. If you have the need for this specialized call handling, your system administrator can add Multilevel Precedence and Preemption (MLPP) to your phone. Keep these terms in mind: Precedence indicates the priority associated with a call. Preemption is the process of ending an existing, lower priority call while accepting a higher priority call that is sent to your phone. If you... Want to choose a priority (precedence) level for an outgoing call Want to make a priority (precedence) call Hear a special ring (faster than usual) or special call waiting tone Want to view priority level of a call Then... Contact your system administrator for a list of corresponding precedence numbers for calls. Enter the MLPP access number (provided by your system administrator) followed by the phone number. You are receiving a priority (precedence) call. An MLPP icon on your phone screen indicates the priority level of the call. Look for an MLPP icon on your phone screen: Priority call Medium priority (immediate) call High priority (flash) call Want to accept a higher-priority call Hear a continuous tone interrupting your call Highest priority (flash override) or Executive Override call Higher priority calls are displayed at the top of your call list. If you do not see an MLPP icon, the priority level of the call is normal (routine). Answer the call as usual. If necessary, end an active call first. You or the other party are receiving a call that must preempt the current call. Hang up immediately to allow the higher priority call to ring through. Tips When you make or receive an MLPP-enabled call, you will hear special ring tones and call waiting tones that differ from the standard tones. If you enter an invalid MLPP access number, a verbal announcement will alert you of the error. 43

52 Using Cisco Extension Mobility Cisco Extension Mobility (EM) allows you to temporarily configure a Cisco IP Phone as your own. Once you log in to EM, the phone adopts your user profile, including your phone lines, features, established services, and web-based settings. Your system administrator must configure EM for you. If you want to... Then... Log in to EM 1. Choose > EM Service (name can vary). 2. Enter your user ID and PIN (provided by your system administrator). 3. If prompted, select a device profile. Log out of EM 1. Choose > EM Service (name can vary). 2. When prompted to log out, press Yes. Tips EM automatically logs you out after a certain amount of time. This time limit is established by your system administrator. Changes that you make to your EM profile (from the User Options web pages) take effect the next time that you log in to EM on a phone. Settings that are controlled on the phone only are not maintained in your EM profile. 44 OL

53 Logging Out of Hunt Groups If your organization receives a large number of incoming calls, you might be a member of a hunt group. A hunt group includes a series of directory numbers that share the incoming call load. When the first directory number in the hunt group is busy, the system hunts for the next available directory number in the group and directs the call to that phone. When you are away from your phone, you can prevent hunt group calls from ringing your phone by logging out of hunt groups. If you want to... Log out of hunt groups to temporarily block hunt group calls Log in to receive hunt group calls Then... Press HLog. Your phone screen displays, Logged out of Hunt Group. Press HLog. Tip Logging out of hunt groups does not prevent non-hunt group calls from ringing your phone. 45

54 Using a Handset, Headset, and Speakerphone You can use your phone with a handset, headset, or speakerphone. If you want to... Then... Use the handset Lift it to go off-hook; replace it to go on-hook. Use a headset Press to toggle headset mode on and off. If you use AutoAnswer, see the Using AutoAnswer section on page 47 for exceptions. You can use the headset in conjunction with all of the controls on your phone, including and. Use the speakerphone Press to toggle speakerphone mode on or off. Many of the actions you can take to dial a number or answer a call will automatically trigger speakerphone mode, assuming that the handset is in its cradle and is not lit. Switch to the headset or speakerphone (from the handset) during a call Press or, then hang up the handset. Switch to the handset (from the speakerphone or headset) during a call Adjust the volume level for a call Lift the handset (without pushing any buttons). Press during a call or after invoking a dial tone. This action adjusts the volume for the handset, speakerphone, or headset, depending on which device is in use. Press Save to preserve the volume level for future calls. Obtaining a Headset Your phone supports four- or six-wire headset jacks. For information about purchasing headsets, see the Headset Information section on page OL

55 Using AutoAnswer When AutoAnswer is enabled, your phone answers incoming calls automatically after a few rings. Your system administrator configures AutoAnswer to use either the speakerphone or a headset. You might use AutoAnswer if you receive a high volume of incoming calls. If you... Use AutoAnswer with a headset Use AutoAnswer with the speakerphone Then... Keep headset mode active (in other words, keep illuminated) even when you are not on a call. To keep headset mode active, do one of the following: Press EndCall to hang up Press New Call or Dial to place new calls. If your phone is set up to use AutoAnswer in headset mode, calls will be answered automatically only if is illuminated. Otherwise, calls will ring normally and you will need to manually answer them. Keep the handset in the cradle and headset mode inactive ( unlit). Otherwise, calls will ring normally and you will need to manually answer them. 47

56 Using Phone Settings You can customize your Cisco IP Phone by adjusting the ring tone, background image, and other settings. Customizing Rings and Message Indicators You can customize the way your phone indicates an incoming call and a new voice mail message. You can also adjust the ringer volume for your phone. If you want to... Then... Change the ring sound 1. Choose > User Preferences > Rings. 2. Choose a phone line or the default ring setting. 3. Choose a ring tone to play a sample of it. 4. Press Select and Save to set the ring tone, or press Cancel. (Press Default to apply the default ring setting to a selected phone line.) Change the ring pattern (flash-only, ring once, beep-only, etc.) Adjust the volume level for the phone ringer Change the way that the voice message light on your handset works 1. Log in to your User Options web pages. (See the Logging In to the User Options Web Pages section on page 55.) 2. Choose Change the Ring Settings for your phone. Note Before you can access the Change the Ring Settings... item from the User Options web pages, your system administrator might need to enable this option for your phone. Press while the handset is in the cradle and the headset and speakerphone buttons are off. The new ringer volume is saved automatically. 1. Log in to your User Options web pages. (See the Logging In to the User Options Web Pages section on page 55.) 2. Choose Change the Message Waiting Lamp policy... Note Typically, the default system policy for the voice message light on your handset tells your phone to always light to indicate a new voice message. 48 OL

57 Customizing the Phone Screen You can adjust some settings on your phone screen to fit your needs. If you want to... Change the phone screen contrast Then Choose > User Preferences > Contrast. 2. To make adjustments, press Up, Down or. 3. Press Save. Or press Cancel. Note If you accidentally save a very light or very dark contrast and cannot see the phone screen display: Press and then press 1, 3 on the keypad. Change the background image Next, press to change the contrast until you can see the phone screen display, and then press Save. 1. Choose > User Preferences > Background Images. 2. Scroll to view available images and press Select to choose an image. 3. Press Preview to see a larger view of the background image. 4. Press Exit to return to the selection menu. 5. Press Save to accept the image or press Cancel. Note If you do not see a selection of images, then this option has not been enabled on your system. Change the language 1. Log in to your User Options web pages. (See the Logging In to the User Options Web Pages section on page 55.) 2. Choose Change the Locale... Change the text label 1. Log in to your User Options web pages. (See the Logging In to the User Options Web Pages section on page 55.) 2. Choose Change the Line Text Label... Note Your system administrator must enable access to this feature for you. 49

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59 Using Call Logs and Directories This section describes how you can use call logs and directories. To access both features, use the Directories button. Using Call Logs Your phone maintains records of your missed, placed, and received calls. If you want to... Then... View your call logs Choose > Missed Calls, Placed Calls, or Received Calls. Each stores up to 100 records. To view a truncated listing, highlight it and press EditDial. Erase your call logs Press, then press Clear. Doing so erases all call records in all logs. Dial from a call log (while not on another call) 1. Choose > Missed Calls, Placed Calls, or Received Calls. 2. Highlight a call record from the log. Note If the Details softkey displays, then that call is the primary entry of a multiparty call. See the Tips section below. 3. If you need to edit the displayed number, press EditDial followed by << or >>. To delete the number, press EditDial followed by Delete. (You may need to press the more softkey to display Delete.) 4. Go off-hook to place the call. 51

60 If you want to... Dial from a call log (while connected to another call) Then Choose > Missed Calls, Placed Calls, or Received Calls. 2. Highlight a call record from the log. Note If the Details softkey displays, then that call is the primary entry of a multiparty call. See the Tips section below. 3. If you need to edit the displayed number, press EditDial followed by << or >>. To delete the number, press EditDial followed by Delete. (You may need to press the more softkey to display Delete.) 4. Press Dial. 5. Choose a menu item to handle the original call: Hold Puts the first call on hold and dials the second. Transfer Transfers the first party to the second and drops you from the call. (Press Transfer again after dialing to complete the action.) Conference Creates a conference call with all parties, including you. (Press Confrn again after dialing to complete the action.) EndCall Disconnects the first call and dials the second. Tips To view the complete call record of a multiparty call, press Details. The Details record shows two entries for each missed or received multiparty call. The entries are listed in reverse chronological order: The first logged entry is the name/number of the last completed call of a multiparty call received on your phone. The second logged entry is the name/number of the first completed call of a multiparty call received on your phone. 52 OL

61 Using Corporate Directory on Your Phone Depending on configuration, your phone can provide access to a corporate directory which you can use to place calls to coworkers. Corporate Directory is set up and maintained by your system administrator. If you want to... Dial from a corporate directory (while not on another call) Dial from a corporate directory (while connected to another call) Then Choose > Corporate Directory (exact name can vary). 2. Use your keypad to enter a full or partial name and press Search. 3. To dial, select the listing that you want to dial, or scroll to the listing and go off-hook. 1. Choose > Corporate Directory (exact name can vary). 2. Use your keypad to enter a full or partial name and press Search. 3. Scroll to a listing and press Dial. 4. Choose a menu item to handle the original call: Hold Puts the first call on hold and dials the second. Transfer Transfers the first party to the second and drops you from the call. (Press Transfer again after dialing to complete the action.) Conference Creates a conference call with all parties, including you. (Press Confrn again after dialing to complete the action.) EndCall Disconnects the first call and dials the second. Tip Use the numbers on your keypad to enter characters on your phone screen. Use the Navigation button on your phone to move between input fields. 53

62 Accessing Voice Messages To access voice messages, use the Messages button. Note Your company determines the voice message service that your phone system uses. For the most accurate and detailed information, refer to the documentation that came with your voice message service. If you want to... Set up and personalize your voice message service See if you have a new voice message Listen to your voice messages or access the voice messages menu Send a call to your voice message system Then... Press and follow the voice instructions. If a menu appears on your touchscreen, choose an appropriate menu item. Look for: A steady red light on your handset. (This indicator can vary. See the Customizing Rings and Message Indicators section on page 48.) A flashing message waiting icon and text message on your screen. Press. Depending on your voice message service, doing so either auto-dials the message service or provides a menu on your screen. Press idivert. The idivert feature automatically transfers a call (including a ringing or held call) to your voice message system. Callers will hear your voice message greeting and can leave you a message. 54 OL

63 Accessing Your User Options Web Pages Because your Cisco IP Phone is a network device, it can share information with other network devices in your company, including your computer and web-based services accessible using a web browser on your computer. You can establish phone services, and control settings and features from your computer using the Cisco CallManager User Options web pages. Once you configure features and services on the web pages, you can access them on your phone. For example, you can set up speed dial buttons from your web pages, then access them on your phone. This section describes how to access your User Options web pages and how to subscribe to phone services. For more details about the features you can configure and the phone services to which you can subscribe, refer to Customizing Your Cisco IP Phone on the Web at the following URL: Logging In to the User Options Web Pages Procedure Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Obtain a User Options URL, user ID, and default password from your system administrator. Open a web browser on your computer and enter the URL (provided by your system administrator) and log on. From the general menu, select your device type (phone model) in the Select a device drop-down list. After you make your selection, a context-sensitive menu appears with options appropriate for your device type. Choose a feature option to display the configuration page, and then make appropriate selections or changes. Click Update to apply and save your changes. Click Return to the Menu to go back to the context-sensitive menu, or click Log Off to exit the User pages. 55

64 Subscribing to Phone Services Before you can access subscription phone services on your phone, you need to subscribe to them by using your computer to access the User Options web pages. (See the Logging In to the User Options Web Pages section on page 55 for help logging in.) Phone services can include: Web-based information, such as stock quotes, movie listings, and weather reports Network data, such as corporate calendars and searchable directories Phone features, such as My Fast Dials and a Personal Address Book Refer to the following table for more information. If you want to... Subscribe to a service Change or end subscriptions Add a service to a programmable button Access a service on your phone Learn how to use phone services Then do this after you log in and select your device type... From the main menu, choose Configure your Cisco IP Phone Services. Select a service from the Available Services drop-down list and click Continue. Enter more information upon request (such as a zip code or PIN), then click Subscribe. From the main menu, choose Configure your Cisco IP Phone Services. Click a service in the Your Subscribed Services panel. Click Update after making changes, or click Unsubscribe. After subscribing to a service, choose Add/Update your Service URL Buttons from the main menu. For each available button, select a service from the drop-down list and enter a text description. Click Update after making changes. Your system administrator determines how many programmable buttons are available for services and might assign service buttons to your phone. Press on your phone. Or, if you have added a service to a programmable button, press the button. See Customizing Your Cisco IP Phone on the Web: 56 OL

65 Understanding Additional Configuration Options Your system administrator can configure your phone to use specific button and softkey templates along with special services and features, if appropriate. The table below provides an overview of some configuration options that you might want to discuss with your phone system administrator based on your calling needs or work environment. Note You can locate Phone Guides and other documents listed in this table on the web: If you... Then... For more information... Need to handle more calls on your phone line Need more than one phone line Need more speed dial buttons Work with (or work as) an administrative assistant Want to use one extension for several phones Ask your system administrator to configure your line to support more calls. Ask your system administrator to configure one or more additional directory numbers for you. First make sure that you are using all of your currently available speed dial buttons. If you need additional speed dial buttons, try using Abbreviated Dialing or subscribing to the Fast Dial service. Another option is to attach the Cisco IP Phone Expansion Module 7914 to your phone. Consider using: The Cisco IP Manager Assistant service A shared line Request a shared line. This allows you to use one extension for your desk phone and lab phone, for example. Talk to your system administrator or phone support team. Talk to your system administrator or phone support team. See the: Speed Dialing section on page 36 Subscribing to Phone Services section on page 56 Cisco IP Phone Expansion Module 7914 Phone Guide See the: Using a Shared Line section on page 38 Cisco IP Manager Assistant User Guide See the Using a Shared Line section on page

66 If you... Then... For more information... Share phones or office space with co-workers Answer calls frequently or handle calls on someone s behalf Need to make video calls Want to temporarily apply your phone number and settings to a shared Cisco IP Phone Consider using: Call Park to store and retrieve calls without using the transfer feature Call Pickup to answer calls ringing on another phone a shared line to view or join co-workers calls Cisco Extension Mobility to apply your phone number and user profile to a shared Cisco IP Phone Ask your system administrator to set up the AutoAnswer feature for your phone. Consider using Cisco VT Advantage, which enables you to make video calls using your Cisco IP Phone, your personal computer, and an external video camera. Ask your system administrator about the Cisco Extension Mobility Service. Ask your system administrator about these features and see the: Advanced Call Handling section on page 36 Using a Shared Line section on page 38 Using Cisco Extension Mobility section on page 44 See the Using AutoAnswer section on page 47. Contact your system administrator for additional assistance and see the Cisco VT Advantage Quick Start Guide and User Guide. See the Using Cisco Extension Mobility section on page OL

67 Troubleshooting Your Phone This section provides troubleshooting information for your Cisco IP Phone. General Troubleshooting This section provides information to help you troubleshoot problems with your phone. For more information, see your system administrator. Symptom You cannot hear a dial tone or complete a call The Settings button is unresponsive The softkey that you want to use does not appear Join fails Barge fails and results in a fast busy tone You are disconnected from a call that you joined using Barge Cisco CallBack fails Explanation One or more of the following factors might apply: You must log into the Extension Mobility service. You must enter a client matter code or forced authorization code after dialing a number. Your phone has time-of-day restrictions that prevent you from using some features during certain hours of the day. Your system administrator might have disabled on your phone. One or more of the following factors might apply: You must press more to reveal additional softkeys. You must change the line state (for example, go off-hook or have a connected call). Your phone is not configured to support the feature associated with that softkey. Join requires multiple selected calls. Be sure that you have selected at least one call in addition to the active call, which is selected automatically. Join also requires the selected calls to be on the same line. If necessary, transfer calls to one line before joining them. You cannot barge an encrypted call if the phone you are using is not configured for encryption. When your barge attempt fails for this reason, your phone plays a fast busy tone. You will be disconnected from a call that you have joined using Barge if the call is put on hold, transferred, or turned into a conference call. The other party might have call forwarding enabled. 59

68 Viewing Phone Administration Data Your system administrator might ask you to access administration data on your phone for troubleshooting purposes. If you are asked to... Then... Access network Choose > Network Configuration and select the network configuration data configuration item that you want to view. Access status data Choose > Status and select the status item that you want to view. Access phone model Choose > Model Information. information Access phone call and voice quality information Choose > Status > Call Statistics. Using the Quality Reporting Tool Your system administrator may temporarily configure your phone with the Quality Reporting Tool (QRT) to troubleshoot performance problems. You can press QRT to submit information to your system administrator. Depending on configuration, use the QRT to: Immediately report an audio problem on a current call Select a general problem from a list of categories and choose reason codes 60 OL

69 Cisco One-Year Limited Hardware Warranty Terms There are special terms applicable to your hardware warranty and various services that you can use during the warranty period. Your formal Warranty Statement, including the warranty applicable to Cisco software, is included on the Cisco Documentation CD and on Cisco.com. Follow these steps to access and download the Cisco Information Packet and your warranty document from the CD or Cisco.com. 1. Launch your browser, and go to this URL: The Warranties and License Agreements page appears. 2. To read the Cisco Information Packet, follow these steps: a. Click the Information Packet Number field, and make sure that the part number F0 is highlighted. b. Select the language in which you would like to read the document. c. Click Go. d. The Cisco Limited Warranty and Software License page from the Information Packet appears. e. Read the document online, or click the PDF icon to download and print the document in Adobe Portable Document Format (PDF). Note You must have Adobe Acrobat Reader to view and print PDF files. You can download the reader from Adobe s website: 3. To read translated and localized warranty information about your product, follow these steps: a. Enter this part number in the Warranty Document Number field: C0 b. Select the language in which you would like to view the document. c. Click Go. The Cisco warranty page appears. d. Read the document online, or click the PDF icon to download and print the document in Adobe Portable Document Format (PDF). You can also contact the Cisco service and support website for assistance: 61

70 Duration of Hardware Warranty One (1) Year Replacement, Repair, or Refund Policy for Hardware Cisco or its service center will use commercially reasonable efforts to ship a replacement part within ten (10) working days after receipt of a Return Materials Authorization (RMA) request. Actual delivery times can vary, depending on the customer location. Cisco reserves the right to refund the purchase price as its exclusive warranty remedy. To Receive a Return Materials Authorization (RMA) Number Contact the company from whom you purchased the product. If you purchased the product directly from Cisco, contact your Cisco Sales and Service Representative. Complete the information below, and keep it for reference. Company product purchased from Company telephone number Product model number Product serial number Maintenance contract number 62 OL

71 Index A accessibility, features 13 answering calls, options for 27 audio problems 60 authenticated calls 41 Auto Dial 25 AutoAnswer 47 B barge and privacy 40 and shared lines 38 using 39 C call activity area, viewing 21 call forwarding 31 call logs erasing 51 viewing and dialing from 51 call park 40 call pickup 37 call waiting 27 call-handling advanced 36 basic 25 calls answering 27 compared to lines 23 conference features for 32 ending 28 forwarding 31 handling multiple 29 holding and resuming 28 icons for 23 maximum per line 23 multiple parties on 32 muting 29 parking 40 placing 25 prioritizing 43 redirecting while ringing 27, 37 reporting problems with 60 secure 41 storing and retrieving 40 transferring 30 viewing 21, 29 viewing multiple 29 cbarge, See barge 63

72 Cisco IP Phone adjusting height of 15 connecting 14 description of 17 feature configuration for 24, 57 illustration of 18 online help for 22 registering 15 securing handset rest 15 web-based services for 55 conference calls Meet-Me 33, 35 standard 32, 33 corporate directory dialing from web page with 26 using on phone 26 D dialing, options for 25 Directed Call Park 40 directories button, description of 19 directory dialing from web page with 26 using on phone 26, 51 E encrypted calls 41 ending a call, options for 28 Extension Mobility log in 44 log out 44 extension numbers, viewing 21 F Fast Dial service dialing with 26 subscribing to 56 feature buttons directories 19 help 19 messages 19 services 20 settings 19 feature menus, using 24 features, availability of 24, 57 footstand adjusting 15 button, identifying 19 forwarding calls, options for 31 G group call pickup 37 H handset light strip 20 securing in cradle 15 using 46 hanging up, options for OL

73 headset answering calls with 27 button, identifying 20 hanging up with 28 mode 46 headset performance, general 15 help button, description of 19 help, using 22 hold and switching calls 29 and transferring 30 using 28 hunt group 45 I icons for call states 23 installing, Cisco IP Phone 14 K keypad description of 20 M Malicious Call Identification (MCID), using 42 Meet-Me conferences 33, 35 menus, using 24 messages indicator for 48, 54 listening to 54 messages button, description of 19 missed calls, records of 51 MLPP, using 43 multiple calls, handling 29 mute button, description of 20 mute, using 29 N navigation button, description of 20 network configuration data, locating 59 O on-hook dialing 25 online help, using 22 L line buttons, identifying 19 lines description of 23 viewing 21 log out of hunt group 45 P Personal Address Book (PAB) dialing from 26 subscribing to 56 phone lines buttons for 19 description of 23 viewing 21 65

74 phone screen adjusting contrast of 49 changing language of 49 cleaning 21 features of 21 placed calls, records of 51 placing calls, options for 25 pre-dial 25 prioritizing calls 43 privacy and shared lines 38 using 40 programmable buttons description of 19 labels for 21 Q QRT, using 60 R received calls, records of 51 redial 25 remote-in-use icon for shared lines 38 resume, using 28 ringer customizing 48 indicator for 20 S safety, warnings 2 secure calls 41 services button, description of 20 services, subscribing to 56 settings button, description of 19 shared lines and remote-in-use icon 38 description of 38 with barge 39 with privacy 40 softkey buttons description of 20 labels for 21 speakerphone answering calls with 27 button, identifying 20 hanging up with 28 mode 46 speed dial 36 buttons, identifying 19 labels 21 using 26 status data, locating 59 status line, viewing 21 suspicious calls, tracing 42 switching calls 29 T TAPS, using 15 text, entering on phone 24 Tool for Auto-Registered Phones Support 15 transferring, options for 30 troubleshooting OL

75 U User Options web pages accessing 55 and phone services 56 V voice message indicator 54 voice message service 54 volume button, description of 20 W warnings, safety 2 WebDialer 26 67

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78 Corporate Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA USA Tel: NETS (6387) Fax: European Headquarters Cisco Systems International BV Haarlerbergpark Haarlerbergweg CH Amsterdam The Netherlands www-europe.cisco.com Tel: Fax: Americas Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA USA Tel: Fax: Asia Pacific Headquarters Cisco Systems, Inc. 168 Robinson Road #28-01 Capital Tower Singapore Tel: Fax: Cisco Systems has more than 200 offices in the following countries. Addresses, phone numbers, and fax numbers are listed on the Cisco Web site at Argentina Australia Austria Belgium Brazil Bulgaria Canada Chile China PRC Colombia Costa Rica Croatia Cyprus Czech Republic Denmark Dubai, UAE Finland France Germany Greece Hong Kong SAR Hungary India Indonesia Ireland Israel Italy Japan Korea Luxembourg Malaysia Mexico The Netherlands New Zealand Norway Peru Philippines Poland Portugal Puerto Rico Romania Russia Saudi Arabia Scotland Singapore Slovakia Slovenia South Africa Spain Sweden Switzerland Taiwan Thailand Turkey Ukraine United Kingdom United States Venezuela Vietnam Zimbabwe CCSP, CCVP, the Cisco Square Bridge logo, Follow Me Browsing, and StackWise are trademarks of Cisco Systems, Inc.; Changing the Way We Work, Live, Play, and Learn, and iquick Study are service marks of Cisco Systems, Inc.; and Access Registrar, Aironet, ASIST, BPX, Catalyst, CCDA, CCDP, CCIE, CCIP, CCNA, CCNP, Cisco, the Cisco Certified Internetwork Expert logo, Cisco IOS, Cisco Press, Cisco Systems, Cisco Systems Capital, the Cisco Systems logo, Cisco Unity, Empowering the Internet Generation, Enterprise/Solver, EtherChannel, EtherFast, EtherSwitch, Fast Step, FormShare, GigaDrive, GigaStack, HomeLink, Internet Quotient, IOS, IP/TV, iq Expertise, the iq logo, iq Net Readiness Scorecard, LightStream, Linksys, MeetingPlace, MGX, the Networkers logo, Networking Academy, Network Registrar, Packet, PIX, Post-Routing, Pre-Routing, ProConnect, RateMUX, ScriptShare, SlideCast, SMARTnet, StrataView Plus, TeleRouter, The Fastest Way to Increase Your Internet Quotient, and TransPath are registered trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries. All other trademarks mentioned in this document or Website are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (0502R) 2006 Cisco Systems, Inc. All rights reserved. The Java logo is a trademark or registered trademark of Sun Microsystems, Inc. in the U.S. or other countries. OL