Using the Cisco IP Phone System

Transcription

1 Using the Cisco IP Phone System Chapter 0 The Cisco IP Phones 7970 and 7960G are full-feature telephones that provide voice communication over the same data network that your computer uses, allowing you to place and receive phone calls, put calls on hold, speed dial numbers, transfer calls, make conference calls and much more. Figure 1. Cisco Model 7970 Figure 2. Cisco Model 7960G Buttons and Features, See Buttons and Features on page 5. Basic Call Handling, See Basic Call Handling on page 7. Voic Setup The following table lists some of the options available to you as you set up your voic . Receiving a Voic , See Receiving a Voic Message on page 2. Remote voic access, See Remote Voic Access on page 4. Voic options, See Voic Options on page 5. Use the following steps to set up your voice mail. 1. Press to access voic setup. 2. Enter 1818# when asked to enter your password. You will hear Welcome to Cisco Unity. IBSA Documentation Page 1

2 Interstate Batteries 3. Select one of the following options to continue. To record a greeting, To record your name only, Press 1. Press #. Note: The default greeting says extension not available or sorry (person s name) is unavailable. 4. Enter a new password followed by the # key. You will be asked to reenter this same password, followed by the # key. Note: Your password should be at least 3 digits in length and be unique to you. Do not use 123 or 111 or any of the other common type passwords. Receiving a Voic Message Receiving a Voic Through Outlook When you have a new voic message, the following indicators display. A steady red light displays on your handset. A flashing envelope icon and text message displays on the phone screen. You have the option to listen to your voic via your telephone or via . To listen to voice mail via your telephone, To listen to voic via , A. Lift the handset and press the Message button. B. Enter your password followed by the # key when prompted. A. Select the message indicating a voic message. B. Double-click the message to open and listen. You have the ability to receive voic messages through Outlook. To set up this feature open Outlook. 1. Click Tools>Options>Other to display the Outlook Options window. Page 2 Using the Cisco IP Phone System Job Aid

3 Using the Cisco IP Phone System Figure 2. Outlook Options Window 2. Click to display the Reading Pane window. Figure 3. Reading Pane Window 3. Uncheck the Mark items as read when viewed in the Reading Pane check box. IBSA Documentation Page 3

4 Interstate Batteries 4. Click to accept the changes. Note: This will ensure messages won t be inadvertently deleted from your phone. Remote Voic Access You have the ability to check your messages from any remote location, either onsite or offsite. Onsite Access (from another Cisco IP Phone) 1. Dial 5000 to access the Voice Message system. 2. Press * and the system will ask for your Login ID (this is your extension followed by the # key). 3. Enter your extension number followed by the # key. The system will ask for your password followed by the # key. 4. Enter your password followed by the # key. Note: If you are onsite, but are not using a Cisco IP phone, you may use the steps outlined in Offsite Access to retrieve your voic messages. Offsite Access 1. Dial your telephone number. 2. Press * when your voic message begins, then follow the voice instructions. 3. Enter your extension number followed by the # key. The system will ask for your password followed by the # key. 4. Enter your password followed by the # key Page 4 Using the Cisco IP Phone System Job Aid

5 Using the Cisco IP Phone System Voic Options After you listen to your voic , you have the following options. Table 1. Voic Options Repeat message, Press 1. Save message Press 2. Delete message Press 3. Forward message Press 5. Mark as new Press 6. Skip back Press 7. Message Properties Press 9. Buttons and Features Some of the features on your Cisco IP phone include: Buttons for speakerphone mode and headset mode Buttons to access messages, directories, services and settings Programmable buttons for phone lines, speed-dial numbers and services The features you have access to depends on the model phone you are using Figure 4. Cisco Model 7970 Figure 2. Cisco Model 7960G IBSA Documentation Page 5

6 Interstate Batteries The following table outlines different features available on both Cisco IP phone models. Table 2. Cisco IP Phone Features Feature Description 1 Handset light Indicates an incoming call or new voice message. 2 Phone screen Displays phone features. 3 Model type Indicates your Cisco IP Phone model. 4 Programmable buttons Depending on configuration, programmable buttons provide access to: Phone lines Address Book 5 Footstand button Allows you to adjust the angle of the phone base. 6 Directories button Opens/closes the Directories menu. Use it to access call logs and corporate directories. 7 Help button Activates the Help menu. 8 Settings button Opens/closes the Settings menu. Use it to control phone screen contrast and ring sounds. 9 Speaker button Toggles the speakerphone on or off. 10 Mute button Toggles the mute feature on or off. 11 Headset button Toggles the headset on or off. 12 Volume button Controls ringer and speakerphone volume. 13 Services button Opens/closes the services menu. Page 6 Using the Cisco IP Phone System Job Aid

7 Using the Cisco IP Phone System Table 2. Cisco IP Phone Features (Continued) Feature Description 14 Messages button Auto-dials your voic service. 15 Navigation button Allows you to scroll through menus and highlight items. 16 Keypad Allows you to dial phone numbers, enter letters and choose menu options. 17 Softkey buttons Activates a softkey option. 18 Display button Awakens the touchscreen from sleep mode or disables it for cleaning. Basic Call Handling Basic call handling tasks include placing, answering and transferring calls. The features you use to perform these tasks are standard and available on most phone systems. Answering a call options, Transfering a call options, See Answering a Call on page 8. See Transferring Calls on page 9. Ending a call options See Ending a Call on page 9. Using Hold and Resume, See Using Hold and Resume on page 9. Using Mute, See Using Mute on page 10. Forwarding calls, Conference calling, Parked calls, See Forwarding Calls to Another Number on page 10. See Starting and Joining a Conference on page 10. See Storing and Retrieving Parked Calls on page 11. IBSA Documentation Page 7

8 Interstate Batteries Placing a Call To place a call, pick up the handset and dial. Or you can use one of the following options. Table 3. Placing a Call Options Dial with handset on hook. Enter a phone number and do one of the following actions: Lift the handset OR Press Dial using speakerphone. Press New Call and enter a phone number. OR Press before or after dialing a phone number. Redial the most recently dialed number. Place a call when another line is active. Press Redial. Press for the new line. This automatically puts the first call on hold. Answering a Call To answer a call, lift the handset. Or you can use one of the following options.. Table 4. Answering a Call Options Answer with the headset. Press OR if unlit. Press Answer if is already lit. Answer with the speakerphone. Press. OR Press Answer. Switch from a connected call to answer a ringing call. Send an incoming call directly to the voice messaging system. Press Answer to automatically place the first call on hold. Press idivert to automatically transfer the call to your voic . Page 8 Using the Cisco IP Phone System Job Aid

9 Using the Cisco IP Phone System Transferring Calls Transfer redirects a connected call. The target is the number to which you want to transfer the call. Table 5. Transferring Calls Options Transfer a call without talking to the transfer recipient. Talk to the transfer recipient before transferring a call. A. Press Transfer. B. Enter the target number. C. Hang up when you hear the call ringing. A. Press Transfer. B. Enter the target number. C. Wait for the transfer recipient to answer. D. If the recipient accepts the call, press Transfer. OR E. If the recipient declines the call, press Resume to return to the original call. Ending a Call To end a call, hang up, or select one of the following options.. Table 6. Ending a Call Options Hang up while using the headset. Press. If you want to keep the headset mode activated, press End Call. Hang up while using speakerphone. Press or End Call. Using Hold and Resume Only one call can be active at any given time; all other calls must be placed on hold. Table 7. Using Hold and Resume Options Put a call on hold A. Verify the call you want to put on hold is highlighted. B. Press Hold. Resume a call on hold on the current line. A. Scroll to the call you want (if necessary). B. Press Resume. Note: Activating the Hold feature typically generates music or a beeping tone. For this reason, avoid putting a conference call on hold. IBSA Documentation Page 9

10 Interstate Batteries Using Mute Mute disables the audio input for your handset, headset, speakerphone and external microphone. With Mute enabled, you can hear others on a call but they cannot hear you. Table 8. Using Mute Options Toggle Mute on. Toggle Mute off. Press. Press. Forwarding Calls to Another Number You can use the Call Forward All function to redirect incoming calls from your phone to another number. Note: Make sure to enter the Call Forward All target number exactly as you would dial it from your desk phone. For example, enter an access code, such as 9 or the area code, if necessary. Table 9. Forward Call Options Set up call forwarding on your primary line. Cancel call forwarding on your primary. Verify that call forwarding is enabled on your primary line. A. Press CFwdALL B. Enter a target phone number. Press CFwdALL. Look for this icon. Also, check the status line near the bottom of the phone screen; it should display the call forwarding target number. Starting and Joining a Conference A conference call allows at least three people, but no more than ten people to participate in a single call. Note: You may need to press the More softkey to see Confrn. Page 10 Using the Cisco IP Phone System Job Aid

11 Using the Cisco IP Phone System Table 10. Starting and Joining a Conference Options Start a standard conference call by calling participants. View a list of conference participants. See who started a conference. End your participation in a conference. During a connected call: A. Press Confrn to add another party to the call. B. Enter the participant s phone number. C. Press Confrn after the call has connected and you have spoken with the participant. D. Repeat steps A through C to add additional participants. A. Highlight an active conference. B. Press ConfList. Participants are listed in the order in which they joined the conference. While viewing the conference list, locate the person listed at the bottom of the list with an (*) by their name. Hang up or press EndCall. If you did not initiate the conference, hanging up will not disrupt the connection for the remaining participants. OR If you initiated the conference, hanging up may end the conference (depending on how your phone is configured). To avoid this, you can transfer the call to another participant before hanging up. Storing and Retrieving Parked Calls You can park a call so that you or someone else can retrieve it from another phone, for example a phone at a co-worker s desk or conference room. Note: You may need to press the More softkey to see Park. Table 11. Storing and Retrieving Parked Calls Store an active call using Call Park. Retrieve a parked call. A. Press Park during a call. B. Note the call park number displayed on your phone screen and hang up. Enter the call park number from any Cisco IP phone in your network. Note: You only have a limited amount of time to retrieve the parked call before it reverts to ringing at its original destination. IBSA Documentation Page 11

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