Using the Cisco IP Phone System

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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.

Voicemail Setup

The following table lists some of the options available to you as you set up your voicemail.

Use the following steps to set up your voice mail.

Buttons and Features, See “Buttons and Features” on page 5.

Basic Call Handling, See “Basic Call Handling” on page 7.

Figure 1. Cisco Model 7970 Figure 2. Cisco Model 7960G

Receiving a Voicemail, See “Receiving a Voicemail Message” on page 2.

Remote voicemail access,

See “Remote Voicemail Access” on page 4.

Voicemail options, See “Voicemail Options” on page 5.

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3. Select one of the following options to continue.

4. Enter a new password followed by the # key. You will be asked to reenter this same password, followed by the # key.

Receiving a

Voicemail

Message

When you have a new voicemail 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 voicemail via your telephone or via email.

Receiving a

Voicemail Through

Outlook

You have the ability to receive voicemail messages through Outlook. To set up this feature open Outlook.

1. Click Tools>Options>Other to display the Outlook Options window.

Ö

To record a greeting,

Press 1.

Ö

To record your name only,

Press #.

Note: The default greeting says “extension not available” or “sorry (person’s name) is unavailable”.

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.

Ö

To listen to voice mail via your telephone,

A. Lift the handset and press the Message button.

B. Enter your password followed by the # key when prompted.

Ö

To listen to

voicemail via email,

A. Select the email message indicating a voicemail message.

B. Double-click the message to open and listen.

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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.

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4. Click to accept the changes.

Remote Voicemail

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.

Offsite Access

1. Dial your telephone number.

2. Press * when your voicemail 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

Note: This will ensure messages won’t be inadvertently deleted from your phone.

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 voicemail messages.

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Voicemail Options

After you listen to your voicemail, you have the following options.

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.

Table 1. Voicemail Options

If you want to... Then...

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.

Figure 4. Cisco Model 7970 Figure 2. Cisco Model 7960G

1 2

3

5

14 6 7 8

12 13

11 10 9 16 15 17

18 4

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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.

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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.

14 Messages button Auto-dials your voicemail 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.

Table 2. Cisco IP Phone Features (Continued)

Feature Description

Answering a call options,

See “Answering a Call” on page 8.

Transfering a call options,

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, See “Forwarding Calls to Another Number” on page 10.

Conference calling, See “Starting and Joining a Conference” on page 10.

Parked calls, See “Storing and Retrieving Parked Calls” on page 11.

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Placing a Call

To place a call, pick up the handset and dial. Or you can use one of the following options.

Answering a Call

To answer a call, lift the handset. 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.

Press Redial.

Place a call when another line is active.

Press for the new line. This automatically puts the first call on hold.

Table 4. Answering a Call Options

Answer with the

headset. Press if unlit.

OR

Press Answer if is already lit.

Answer with the

speakerphone. Press .

OR

Press Answer.

Switch from a connected call to answer a ringing call.

Press Answer to automatically place the first call on hold.

Send an incoming call directly to the voice messaging system.

Press iDivert to automatically transfer the call to your voicemail.

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Transferring Calls

Transfer redirects a connected call. The target is the number to which you want to transfer the call.

Ending a Call

To end a call, hang up, or select one of the following options..

Using Hold and

Resume

Only one call can be active at any given time; all other calls must be placed on hold.

Table 5. Transferring Calls Options

Transfer a call without talking to the transfer recipient.

A. Press Transfer.

B. Enter the target number.

C. Hang up when you hear the call ringing.

Talk to the transfer recipient before transferring a call.

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.

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.

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

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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.

Forwarding Calls

to Another

Number

You can use the Call Forward All function to redirect incoming calls from your phone to another 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.

Table 8. Using Mute Options

Toggle Mute on.

Press . Toggle Mute off.

Press .

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.

A. Press CFwdALL

B. Enter a target phone number.

Cancel call forwarding on your primary.

Press CFwdALL.

Verify that call forwarding is enabled on your primary line.

Look for this icon . Also, check the status line near the bottom of the phone screen; it should display the call forwarding target number.

Note: You may need to press the More softkey to see Confrn.

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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.

Table 10. Starting and Joining a Conference Options

Start a standard conference call by calling participants.

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.

View a list of conference participants.

A. Highlight an active conference.

B. Press ConfList. Participants are listed in the order in which they joined the conference.

See who started a conference.

While viewing the conference list, locate the person listed at the bottom of the list with an (*) by their name.

End your participation in a conference.

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.

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.

A. Press Park during a call.

B. Note the call park number displayed on your phone screen and hang up.

Retrieve a parked call.

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

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