Setting up & using your IP Telephone Version: 1.8 Last Edited: 09/02/15 Welcome to your new IP Telephone! In order to help you get acquainted with your new phone this helpsheet provides a basic description of the telephone s features and a how to guide for logging on to the IP phone and using some of the more common functions. Details of how to obtain further training materials are listed in this document.
Telephone Numbers Your new number will be of the form 01752 5 (8xxxx), your internal number being a 5-digit number. This telephone number is permanently allocated to you not to a department. This means that you log into any internal IP telephone handset using your extension mobility user ID and PIN to pick up Voice Mail and/or make and receive telephone calls as if you were sat at your own desk. Phone socket Your handset will be plugged into the wall socket used for your computer, the computer then connects into the back of your IP phone. Navigating Your CISCO 7941 & 7961 IP Phones 1 Programmable buttons Depending on configuration, programmable buttons provide access to: Phone lines (line buttons) Speed-dial numbers (speed-dial buttons, including the BLF speed-dial feature) Green, steady Active call Green, blinking Held call Amber, steady Privacy in use Amber, blinking Incoming call Red Remote line in use (shared line or BLF status) IT Training Helpsheet 1
2 Phone screen Displays features such as the time, date, your phone number, caller ID, line/call status and softkey tabs. 3 Footstand button 4 Messages button Allows you to adjust the angle of the phone base. Provides access to Voice Mail if subscribed by auto-dialling your Voice Mail service) 5 Directories Button Opens/closes the Directories menu. Use it to access call histories (missed calls, received calls, placed calls) and directories. You can use each of these directories to locate phone numbers and you can dial those numbers by selecting them from the list. 6 Help button Activates the Help menu on your LCD screen for a phone button or function. 7 Settings button Opens/closes the Settings menu. Use it to access to phone settings such as contrast and ring tones, network configuration, and status information. 8 Services button Opens/closes the Services menu. Provides access to available phone services. Use this button to access the Extension Mobility service. 9 Volume button Increases or decreases volume for the handset, headset, and speakerphone volume (off-hook) and the ringer volume (onhook). Also used to adjust the LCD screen contrast. 10 Speaker button Toggles the speakerphone on or off. When the speakerphone is on, the button is lit. Pressing the speaker button allows on hook dialling the same way pressing the primary line button does. 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. 13 Navigation button Enables you to scroll through menus or call logs and highlight (select) items displayed on the LCD screen. When the phone is on-hook, displays phone numbers from your Placed Calls log. IT Training Helpsheet 2
14 Keypad Works exactly like the telephone key pad on a traditional telephone. Enables you to dial phone numbers, enter letters, and choose menu items. 15 Softkey buttons Enables you to select any of the functions displayed on the corresponding LCD screen tabs. Soft keys access feature options displayed along the bottom of your LCD screen and change depending on the status of your phone. For example, you can see one set of soft key options when you pick up the handset, and another set when the phone is not in use. 16 Handset with lightstrip Functions like a traditional handset. The light strip at the top of the handset flashes when the phone rings and remains lit when you receive a voice mail. CISCO Interactive Tutorial CISCO has developed an online interactive tutorial that takes you through the features available on your IP phone. You will find it at: http://www.cisco.com/warp/public/779/largeent/avvid/products/7940/router_pa ge.htm IT Training Helpsheet 3
Getting Started 1. Setting up Extension Mobility This is the first thing you need to do when you receive your new handset. You only have to set this up once. The phone will then remain allocated to your extension number unless you log out, log in to a different phone or until someone else logs in to the handset you are logged in to. Press Services button. The first option Extension mobility is automatically selected. Choose the Select button. You will be prompted for a user ID and PIN. Your user ID is your new telephone extension number and the default PIN is 12345. (You are advised to change your 5-digit PIN on the user options web page immediately to something you will remember, but not the telephone extension number! See further down this page for how to do this). The configuration for the handset is indicated on the phone LCD display & will now show your internal telephone extension. When you go to another location and want to log in to the phone, the same instructions apply. You will be logged out of your original phone and it will revert back to the university default internal number of 6xxxx rather than your extension. Use the same menu if you wish to log out of your phone without logging in elsewhere. Note: You can only login to one phone at a time and must log back in when you return to your usual phone. If you are not logged in to a phone and you receive a call, this call will go directly to voicemail. Please remember that if you leave your phone logged in then people can use your telephone privileges, for example, if you have international dialling capability. 2. Changing your Extension Mobility (Phone) PIN You can set and change settings for your phone by logging into the user options web pages. Using your web browser, go to https://ipphones/ccmuser When the security warning dialogue is displayed, choose the option to Continue to Web site (not recommended) Login with your user ID (personal extension number) and your university computer password. Select User Options followed by User settings Enter your current PIN (the default is 12345) followed by your new PIN. Re-enter your new PIN to confirm the change. Click Save The status will indicate Update Successful IT Training Helpsheet 4
3. Setting the Ring Tone and Volume on your Handset Press the Settings button. Choose Ring Type and press Select Soft Key Press Select soft key again to see the full list of available ring tones Ring tones can be previewed by using the cursor key and Play soft key With the preferred ring tone highlighted, press the Select soft key, followed by OK followed by Exit twice. Adjust ring tone volume by pressing the +- on the volume key. Placing & Answering Calls Placing a call Lift the handset and dial the number, or press NewCall soft key and dial, or press the Speaker key and dial. Note: You can dial hands free by dialling the number with the receiver on the hook and then press the Dial soft key. Ending a Call Return the receiver to the cradle or press the EndCall soft key. Answering a Call Your phone now features Caller ID. When you receive a call, the caller s telephone number or internal extension is displayed, if known. (There is a single ring tone for internal and external calls). Lift the handset To use the speakerphone, press the Answer soft key or the Speaker button. Putting a Call on Hold Press the Hold soft key. Press Resume to continue the call. Call Pickup, Transfer & Forwarding You should be in the correct pickup group & hunt group when your IP phone is deployed. This is necessary in order to use the Call Pickup facility. If you find that you are not, or that a new group needs to be created please contact the Support Desk on 88588. Call Pickup Pick up the receiver or press any Line soft key on your phone (hands free) Press the More soft key Press the Pickup soft key (call will start ringing on your phone) Press the Answer key to receive the incoming call. IT Training Helpsheet 5
Call Transfer During a call, press the Trnsfer soft key. This automatically places the first call on hold. Dial the number you wish to transfer to. Once the third party answers press the Trnsfer soft key again to connect the parties. If there is no answer from the third party, press the End Call soft key and then the Resume soft key. Call Forwarding (Call Forward All or Diverting) The following describes how to set an Unconditional call forward or divert where one rule is applied to all incoming calls which are diverted to an extension that you specify. Note: It can only be used to call forward or divert the primary number, i.e. the first number listed on your telephone. To forward all your calls to another number: Press the CFwdAll soft key (you will hear a confirmation beep). Dial the number you want to forward your calls to when prompted. Note: You cannot forward calls to a mobile telephone number unless you specifically ask for the ability to do so. To cancel Call Forwarding: Press the CFwdAll soft key. Call Forwarding (Conditional) The following describes how to set a conditional call forward or divert where incoming calls are diverted to an extension that you specify under certain conditions i.e. if you are already busy on a call or if the call goes unanswered. You can also specify that internal calls are treated differently from external calls. Note: Use this option to call forward or divert both the primary and any additional lines presented on your phone. Using your web browser, go to or http://10.100.0.1/ccmuser or http://ipphones/ccmuser When the security warning dialogue is displayed, choose the option to Continue to Web site (not recommended) Login with your user ID (personal extension number) and your university computer password. Choose User Options, then Device and then Line Settings to display the Line Settings Configuration screen shown in figure 1. IT Training Helpsheet 6
Figure 1 If you have more than one extension number shown on your phone as in the example above, ensure that telephone number you wish to change the call forwarding options for is shown in the Line Information dialogue box. Under the section of the screen labelled Incoming Call Forwarding, is where you can specify how incoming calls are handled. By placing a tick against the appropriate rule and then choosing one of two radio buttons, you specify whether the incoming call is to be forwarded to Voice Mail or forwarded to another extension. In the example above, when the called party is busy on another call, both internal and external calls are forwarded to a colleagues extension. If the called party is away from their desk, calls will be forwarded on to Voice Mail. Once all of the configuration changes are complete. Click Save. Using Call Logs and Directories Your phone holds logs of missed calls, placed and received calls. Each of these listings can store up to 32 records. A searchable university corporate directory will be built as staff are added to the directory during the deployment. There is also a Personal Directory on the phone. This allows you to add personal contacts (Personal Address Book) and Personal Fast Dials. These are created on the phone when you are logged in and will follow your profile. IT Training Helpsheet 7
View Call Logs Press the Directories button. Use the navigation button to select 1 of the 5 categories listed and press the Select button. As you navigate through the logs, call details are displayed. Press the Exit soft key to return to the previous screen. Dial from a Call Log or Corporate Directory With the listing displayed, press the Dial soft key. To edit a number (e.g. you may want to prefix an external number with 9) press the EditDial soft key and edit the number before dialling. Enter search criteria (e.g. first few letters of first and/or last name) in the search fields and press the Search soft key. Select the record and dial in the normal way. Erase Call Logs Press the Directories button and then press Clear. NOTE: The Erase button permanently erases all your Missed, Placed and Received call logs. Using Speed Dials, Abbreviated Dials, and Fast Dials. Speed dials can be assigned to line buttons down the right side of the phone. The number of speed dials available depends on both the type of phone and how the phone has been configured by the telephony administration team. Setting Up and Using Speed Dials Login to the CCM User web page as described under Changing Your Extension Mobility (Phone) PIN Choose User Options - Device - Speed Dials. The number of speed dials available to you will be listed at the top of the screen as a number of rows under Speed Dial Settings. Click in the first box and enter your chosen telephone number. Remember to include the 9 for an outside line if it is an external contact. Click in the adjacent box to enter a label. This is how the speed dial will be displayed on your phone. Click Save. Your phone will appear to reset and the speed dial will appear against a line button. To use the speed dial, simply press the line button adjacent to the speed dial. Setting Up and Using Abbreviated Dials Login to the CCM User web page as described under Changing Your Extension Mobility (Phone) PIN Choose User Options - Device - Speed Dials. Abbreviated Dial Settings are listed below Speed Dial Settings. Note that the sequence of row numbers follows on from the speed dial row numbers above. IT Training Helpsheet 8
Click in the first box and enter your chosen telephone number. Remember to include the 9 for an outside line if it is an external contact. Click in the adjacent box to enter a label. Click Save - your phone will appear to reset but the display will remain unchanged. To use a configured Abbreviated Dial On the telephone keypad, enter the row number of the abbreviated dial. Press the AbbrDial soft key Lift the telephone handset Setting up and Using Fast Dials Choose User Options and then Personal Address Book. Add New. Add details. It is compulsory to use the Nick Name field the First Name and Last Name fields are optional. Remember to include the 9 for an outside line in any telephone number if it is an external contact. Save details a message at the top of the page should advise that it has been added successfully. Once you have completed all you need to in CCM User, you can log out. The remaining steps are carried out on the phone: Choose Directories and then Personal Directory. Log in if necessary (user ID is your extension and your PIN to login). Select Personal Address Book and Search for Entry. The entry will come up on screen select it to display the details you added in CCM User. In the bottom screen sort by pressing Fast Dial. Select the phone number to fast dial and choose an unassigned fast dial. Press Select and you should see a confirmation message. Exit and cancel out. Go to Personal Fast Dials. The Fast dial you added will appear in the list To set IT Training Helpsheet 9
Further Help If you have problems with your phone, contact the Support Desk (telephone (01752) 588588 or email support@plymouth.ac.uk) University s PlymTEL project home page: http://intranet.plymouth.ac.uk/itinfref/plymtel Online tutorial: http://www.cisco.com/warp/public/779/largeent/avvid/products/7940/router _page.htm ILS Self Help: http://ilsselfhelp.plymouth.ac.uk/novo/ IT Training Helpsheet 10