Cisco 6961 - Unified IP Phone Standard VoIP Guide

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 1 of 6Produced by Karen Vincent
Cisco IP Phone 6961 Cisco IP 6961 Phone Screen
Amber, flashing –Incoming call
Red, steady –Shared line in use
Red, flashing –Shared line on hold
9. Headset button –Toggles the headset on or
off. When headset is on, the button is lit.
10. Speakerphone button –Toggles the two way
speakerphone on or off. When speakerphone is
on, button is lit.
11. Keypad –Allows you to dial numbers, enter
letters and select menu items (by entering the
item number).
12. Mute button –Toggles the microphone on or
off. When microphone is muted, button is lit.
13. Volume button –Controls the handset,
headset, and speakerphone volume (off hook)
and ringer volume (on hook)
14. Messages button –Auto-dials your voice
messaging system
15. Applications button –Opens/ closes the
Application menu. Use it to access call history,
user preferences, phone settings and phone
model information.
16. Contacts button –Open/ closes the Directories
menu. Uses it to access personal and corporate
directories.
17. Handset/ Receiver –Phone handset/ receiver
1. Handset light strip –Indicates incoming call
(flashing red) or new voice mail message
(steady red).
2. Phone Screen –Shows information about your
phone
3. Softkey buttons –Enables softkey options on
your phone
4. Transfer button –Transfers a call
5. Conference button –Creates a conference
call
6. Hold button –Places an active call on hold
7. Navigation bar and Select button –
Navigation bar allows you to scroll through
menus and highlight items. When phone is on
hook, displays calls from your Placed Call
listing (up arrow) or speed dials (down arrow).
The Select button (button with square) allows
you to select a highlighted item.
8. Programmable feature buttons –Depending
on how your system administrator sets up the
phone, programmable feature buttons provide
access to:
Phone lines
Speed-dial numbers
Call features
Buttons illuminate to indicate status:
Green, steady –Active call
Green, flashing –Held call
1. Header –Displays date, time and extension
number
2. Extension details and other phone
information - During a call, displays details for
the active line. If not on a call, displays the
extension text label and other information such as
placed calls, missed calls and phone menu
listings
3. Softkey labels –Displays softkeys for available
features or actions.

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 2 of 6Produced by Karen Vincent
To make an External business call Dial 9 followed by the full telephone number you require including the
dialling code
To make a personal call Dial 7followed by the full telephone number you require including the
dialling code
Please note: Extensions within the college have different classes of service (CoS) which restricts the type of call you can
make. To find out what the class of service is on an extension, please log a query via
www.imperial.ac.uk/ict/services/securitynetworkdatacentreandtelephonyservices/telephonyservices/classofservicequery
A list of the different CoS can be found on the same web link above. To change the CoS please contact your telecoms rep.
To make an internal call Dial the 5 digit extension you require.
To make cross-campus internal Dial the relevant campus prefix followed by the 5 digit extension you
calls / Global Short Codes require.
See the Internal Call Matrix at
www.imperial.ac.uk/ict/services/telephones/telephoneuserguides
To make a call to a College Mobile/
BlackBerry via its Mobex number Dial the 5 digit mobex number you require.
To transfer a call Announce to the caller you are going to transfer their call
1. Press the Transfer button . The call will go on hold.
2. Dial the extension you wish to transfer to
3. Announce the call. (To return to the caller, if there is no answer, or
the extension you require is busy. Press the End Call softkey and
then press Resume softkey).
4. Press the Transfer button or the Transfer softkey
5. Replace the receiver
To make an inquiry call Whilst you are having a telephone conversation
1. Press the Transfer button . The person you were talking to
will be put on hold.
2. Dial the required extension number and speak to your colleague
3. To toggle between the calls press the Swap softkey. Your
colleague will go on hold and vice versa each time you press Swap.
4. To return to the caller once your colleague has answered your
inquiry, or if there is no answer, or the extension you require is
busy. If your colleague does not hang up, press the End Call
softkey and then press the Resume softkey.
To put a call on hold Announce to the caller you are going to them on hold
1. Press Hold button
2. To retrieve the call press the Resume softkey
To Pick Up a call for a colleagues
extension 1. Lift the receiver
2. Press the PickUp softkey
Please note: Your extensions must be in a Pick Up Group to use this feature - To create a Pick Up Group or to change the
member extensions, please contact your telecoms rep.

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 3 of 6Produced by Karen Vincent
To Divert a call Press the Divert softkey to send an active, ringing or held call to your
voicemail or to a predetermined extension (set up by your system
administrator.
Redial [Redial] Press the Redial softkey to redial the last telephone number you dialed.
Call Forward All [Fwd All] To Activate a temporary Call Forward
1. Press Fwd All softkey
2. Dial the extension number or full external number (including the ‘9’
as a prefix).
To Deactivate a temporary Call Forward
1. Press Fwd OFF softkey
2. Replace receiver
Please note:
The destination to which you can Call Forward to is limited by the class of service the extension has.
External Call Forwarding is only available if this feature has been activated on the extension. To request external
call forwarding please contact your Telecoms Rep. who will need to place an order for a software change.
You cannot Call Forward to a College Mobex. You must Call Forward to the full mobile number. If you Call Forward
to your College Mobex, any external caller/ internal caller who are still on the Aastra/ Ericsson Telephone Exchange
who ring your fixed extension will not be directed to your mobex.
How to use/ pick up a Monitor/ Pick On a Cisco IP 6941 Phone you can have the spare Programmable
Up button feature buttons (see 3 on the diagram above) programmed up as a
Monitor/ Pick Up button which illuminates (and rings if requested).
To request a Monitor/ Pick Up button please contact your Telecoms
Rep. who will need to place an order for a software change.
To answer a Monitor/ Pick Up call
When the Programmable feature button is flashing amber (and ringing if
set up to ring)
1. Lift the receiver
2. Press the feature button which represents your colleague
To transfer a Monitor/ Pick Up call
Announce to the caller you are going to transfer their call
1. Press the Transfer button . The call will go on hold.
2. Press the feature button which represents your colleague. If
the button is lit up red it means your colleague is on the phone, so if
you transfer the call it will go to their voicemail if they have
voicemail.
3. Announce the call. (To return to the caller, if there is no answer, or
the extension you require is busy. Press End Call softkey and then
press Resume softkey).
4. Press the Transfer button
5. Replace the receiver
Directories Service currently not available

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 4 of 6Produced by Karen Vincent
Call History Call History allows you to view information about the last 150 calls on
your phone. A call icon is displayed to indicate the type of call:
Received
Placed
Missed
View Call History
1. Press the Applications button
2. Select Call History. (Use the Navigation bar and button to scroll and
select.)
3. Press the Exit softkey to exit
Filter Call History
1. Press the Applications button
2. Select Call History. (Use the Navigation bar and button to scroll and
select.)
3. To sort by missed calls, press the Missed softkey
4. To view all calls in the Call History List, press the All Calls softkey
5. Press the Exit softkey to exit
Dial From Call History
1. Press the Applications button
2. Select Call History. (Use the Navigation bar and button to scroll and
select.)
3. Navigate to relevant call using Navigation bar
4. Press the Select button (centre of Navigation bar with square on it)
or press the softkey Call
Please note: For Missed Calls and Received Calls you must prefix the external
call entry you chose to dial (by pressing EditDial) with a 9 or 7 otherwise the
first digit the system will dial is 0 which will take you to Voice Activated
Assistant (VAA) and then the Imperial College operator. Also, it is not possible
to ring telephone numbers which start 44/ 54 as these are incoming calls across
campuses.
Clear Call History
1. Press the Applications button
2. Select Call History. (Use the Navigation bar and button to scroll and
select.)
3. Press the More softkey
4. Press the Clear softkey
Delete Call Record From Call History
1. Press the Applications button
2. Select Call History. (Use the Navigation bar and button to scroll and
select.)
3. Press the More softkey twice
4. Press the Del Call softkey

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 5 of 6Produced by Karen Vincent
To Make a Conference Call
1. Lift receiver/ press the Speaker button if you want the call
to be on two way loud speaker.
2. Dial the first conference delegate. If it is an external call remember
to prefix your call with a ‘9’.
3. Press Conference button and the first call will go on hold.
4. Dial the second delegate and let them answer.
5. Press or the Conf softkey and all calls will be connected
6. Repeat steps 3 to 6 until you have all the delegates in the call
Please note:
The destination to which you can conference in is limited by the class
of service the extension has.
The max number is 8
Messages If you do not have Unified Messaging when you press , nothing
will happen. To request Unified Messaging please contact your
Telecoms Rep.
To access Unified Messenger
1. Press
2. The system will then say “You are connected to Microsoft
Exchange, “Name” (if you have already set up your voicemail box )
please enter your pin then press the # key”
3. Enter your pin and press the # key
4. The system will then say “You have X new voice message and X
new email message. Main menu to listen to your voicemail
messages say voicemail ...” you just then follow the prompts.
See the Unified Messaging Guides on the following web link for more detailed instructions
www.imperial.ac.uk/ict/services/telephones/telephoneuserguides
See the guide called How to reset your voicemail pin if using Microsoft Unified Messaging if you want to
reset your voicemail pin, which is available on the following webpage:
www.imperial.ac.uk/ict/services/telephones/telephoneuserguides
How to change your ring tone
1. Press Applications button
2. Select Preferences. (Use the Navigation bar and button to scroll
and select.)
3. Select Ringtone
4. Select a ringtone
5. Press the Play softkey to hear a sample of the ringer tune
6. Press the Set softkey to select the ringtone
7. Press the Apply softkey to confirm your selection or press the
Cancel softkey to go back to the ringtone screen
8. Press the softkey to return to the Preferences screen

Guide to using your CISCO IP 6961 phone at Imperial College
Issued on 11.02.2013 Page 6 of 6Produced by Karen Vincent
How to change you the volume of
the handset, headset or ringer To adjust the handset/ headset volume
1. Lift the receiver/ press the so the button is lit up
2. Use the Volume + and - button until the volume is at an
acceptable level
3. Hang up receiver/ / press the so the button is not lit up
To adjust the ringer volume
Use the black up and down buttons nearest to where you put the
handset receiver until the volume is at an acceptable level
How to change the contrast of the
screen
1. Press Applications button
2. Select Preferences. (Use the Navigation bar and button to scroll
and select.)
3. Select Contrast
4. Set the contrast to the level you prefer. (Use the Navigation bar’s
up and down buttons to adjust the contrast.)
5. Press the Save softkey
Do Not Disturb [DND] To Activate the Do Not Disturb (i.e. stop the phone ringing)
1. Press DND
Screen will change and display DND is on
To Deactivate the Do Not Disturb (i.e. allow the phone to ring)
1. Press DND
Screen will change and display DND is off briefly before returning to the
default screen
For the Imperial College Dial 0 (Externally (020)7 589 5111)
Switchboard All internal calls for the Imperial College switchboard (by dialing 0) will be
answered by the Interactive Voice Response (IVR) system. To get to the
operator when the IVR answers, press 0 again or say OPERATOR
To log a fault Dial 49049 (Externally (020)7 59 49049)
Please have the following details ready:
Extension which has fault
Socket Reference
Location of the faulty Extension (i.e. room number, building
and campus )
Alternative Contact number
Alternatively, you can log a fault by completing a fault form on:
www.imperial.ac.uk/ict/services/telephones/reportingtelephonefaults
To place a telecom works/ mobile/ Please contact your telecom rep. Your tel. rep can be found on
Blackberry/ Billing change order www.imperial.ac.uk/ict/services/telephones/reportingtelephonefaults