Cisco 7961G - IP Phone VoIP User manual

User Guide for
Cisco Unified IP Phones
7961G and 7941G

Common Phone Tasks
View online help on
the phone Press .
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
handset during a call Pick up the handset.
Switch to the
speaker or headset
during a call Press or , then
hang up the handset.
Mute your phone Press .
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
Press Transfer and
enter a target number,
then press Transfer
again.
Start a standard (ad
hoc) conference call
With 1s
t
party on the line
press more > Confrn,
dial the participant,
then press Confrn
again.
Quick Reference Guide for
Cisco Unified IP Phones
7961G and 7941G
Softkey Definitions
Phone Screen Icons
Button Icons
Common Phone Tasks
Softkey Definitions
Answer Answer a call
Back Return to the previous Help
topic
Cancel Cancel an action or exit a
screen without applying
changes
CFwdALL Set up/cancel call forwarding
Clear Delete records or settings
Close Close the current window
ConfList View conference participants
Confrn Create a conference call
Delete Remove characters to the
right of the cursor when
using EditDial
Details
Open the Details call record
for a multiparty call in the
Missed Calls and Received
Calls logs
Dial Dial a phone number
DirTrfr Transfer two calls to each
other
EditDial Edit a number in a call log
EndCall Disconnect the current call
Erase Reset settings to their
defaults
Exit Return to the previous
screen

iDivert Send a call to your voice
messaging system
Join Join several calls already on
a single line to create a
conference
more Display additional softkeys
New Call Make a new call
Redial Redial the most recently
dialed number
Remove Remove a conference
participant
Resume Resume a call on hold
RmLstC 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
<< 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
Selected Device
Handset in use
Headset in use
Speakerphone in use
Other Features
Message waiting
Option selected
Feature enabled
Button Icons
Messages
Services (Disabled)
Help
Directories
Settings
Volume
Speaker
Mute
Headset

Contents
Getting Started 1
Using this Guide 1
Safety and Performance Information 2
Connecting Your Phone 3
An Overview of Your Phone 5
Understanding Buttons and Hardware 5
Understanding Phone Screen Features 7
Cleaning the Phone Screen 7
Understanding Feature Buttons and Menus 7
Understanding the Help System on Your Phone 8
Understanding Lines vs. Calls 8
Understanding Line and Call Icons 8
Understanding Feature Availability 9
Basic Call Handling 10
Placing a Call—Basic Options 10
Placing a Call—Additional Options 10
Answering a Call 11
Ending a Call 11
Using Hold and Resume 12
Using Mute 12
Switching Between Multiple Calls 12
Viewing Multiple Calls 13
Transferring Calls 13
Forwarding All Calls to Another Number 14
Making Conference Calls 14
iv

Understanding Standard Conference Calls 14
Starting and Joining a Standard Conference 14
Using a Shared Line 16
Using a Handset, Headset, and Speakerphone 17
Using Phone Settings 18
Customizing Rings and Volume 18
Customizing the Phone Screen 18
Using Call Logs and Directories 19
Using Call Logs 19
Using Corporate Directory on Your Phone 20
Accessing the Voicemail System 21
Troubleshooting Your Phone 22
Index 23
v

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 Safety and Performance Information, page 2.
Connect your phone See Connecting Your Phone, page 3.
Use your phone after it is
installed Start with An Overview of Your Phone, page 5.
Learn what the button lights
mean See Understanding Buttons and Hardware, page 5.
Learn about the display See Understanding Phone Screen Features, page 7.
Make calls See Placing a Call—Basic Options, page 10.
Put calls on hold See Using Hold and Resume, page 12.
Mute calls See Using Mute, page 12.
Transfer calls See Transferring Calls, page 13.
Make conference calls See Making Conference Calls, page 14.
Share a line See Using a Shared Line, page 16.
Use your phone as a
speakerphone See Using a Handset, Headset, and Speakerphone, page 17.
Change the ring volume or tone See Using Phone Settings, page 18.
View your missed calls See Using Call Logs and Directories, page 19.
Listen to your voice messages See Accessing the Voicemail System, page 21.
See softkey and icon definitions Refer to the Quick Reference Card in the front of this guide.
1

Safety and Performance Information
Read the following safety notices before installing or using your Cisco Unified IP Phone:
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.
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.
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.
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.
2

Connecting Your Phone
IMT will likely initially connect your new Cisco Unified IP Phone to the APU IP telephony network. If
your phone needs to be moved for any reason, refer to the figure and table below to connect your
phone.
1 DC adaptor port (DC48V) – Not used 5 Access port (10/100 PC) – Plug into
computer data port
2 AC-to-DC power supply – Not used 6 Handset port
3 AC power cord – Not used 7 Headset port
4 Network port (10/100 SW) – Plug into data jack 8 Footstand button
Connecting Your Phone
Your Cisco phone is powered by and runs off of a data connection. Your phone should be plugged
into a data jack (see 4 above), NOT a phone jack. Your computer can then run off of the data
connection through the phone by plugging your computer into the phone (see 5 above).
Adjusting the Footstand
To change the angle that your phone sits on your desk, adjust the footstand while pressing the
footstand button.
3

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.
1 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.
Headset Information
To use a headset, connect it to the headset port on the back of your phone. For headset models that
are compatible with your phone and supported by IMT, please see this site:
www.apu.edu/imt/telecommunications/headsets. Requests to purchase headsets can be emailed to
the IMT Support Desk at [email protected].
4

An Overview of Your Phone
The Cisco Unified IP Phone 7961G and the 7941G 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, transfer calls, make conference calls, and so on. The Cisco
Unified IP Phone 7961G provides six line buttons for phone lines, while the Cisco Unified IP Phone
7941G provides two line buttons (see Understanding Buttons and Hardware, page 5 for more details).
In addition to basic call-handling features, your phone can provide enhanced productivity features that
extend your call-handling capabilities. Your phone supports a comprehensive online help system that
displays information on the phone screen.
Understanding Buttons and Hardware
You can use Figure 1 to identify buttons and hardware on your phone.
Figure 1 Cisco Unified IP Phone 7961G (the 7941G is identical but with only 2 line buttons)
Item Description For more information,
see...
1 Programmable
line buttons
Programmable buttons provide access to
different phone lines or extensions (line
buttons).
The buttons illuminate to indicate status:
Green, steady—Active call
Green, flashing—Held call
Amber, flashing—Incoming call
Red, steady—Remote line in use
•
Understanding Phone
Screen Features, page 7
•Basic Call Handling, page
10
•Using a Shared Line,
page 16
5

Item Description For more information,
see...
2 Phone screen Shows phone features. Understanding Phone
Screen Features, page 7
3 Footstand
button Allows you to adjust the angle of the phone. Adjusting the Footstand,
page 3
4 Messages
button
Auto-dials the voicemail system. Accessing the Voicemail
System, page 21
5 Directories
button
Opens/closes the Directories menu, which
provides call logs (Missed, Received, and
Placed) and the corporate directory.
Using Call Logs, page 19
6 Help button
Activates the help menu. Understanding the Help
System on Your Phone,
page 8
7 Settings button
Opens/closes the Settings menu. Use it to
control phone screen contrast and ring
sounds.
Using Phone Settings, page
18
8 Services
button
This button has been disabled.
9 Volume button
Controls the handset, headset, and
speakerphone volume (off-hook) and the
ringer volume (on-hook).
Using a Handset, Headset,
and Speakerphone, page 17
10 Speaker button
Toggles the speakerphone on or off. Using a Handset, Headset,
and Speakerphone, page 17
11 Mute button
Toggles the Mute feature on or off. Using Mute, page 12
12 Headset button
Toggles the headset on or off. Using a Handset, Headset,
and Speakerphone, page 17
13 Navigation
button
Allows you to scroll through menus and
highlight items. When on-hook, displays
phone numbers from your placed calls log.
Using Call Logs, page 19
14 Keypad Allows you to dial phone numbers, enter
letters, and choose menu items. Basic Call Handling, page 10
15 Softkey
buttons
Each button activates a softkey option
(displayed on your phone screen). Softkeys
change depending on the status of the
phone.
Understanding Phone
Screen Features, page 7
16 Handset
indicator light Blinks when the phone rings and remains lit to indicate a new voice message. Accessing the Voicemail System, page 21
6

Understanding Phone Screen Features
This is what your main phone screen might look like with active calls and several feature menus open:
1 Primary phone
line
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.
2 Icons for line
buttons
Programmable buttons serve as phone line buttons. Icons and labels
indicate how these buttons are configured. For an icon reference, see Phone
Screen Icons in the Quick Reference Card at the front of this guide.
3 Softkey labels Each displays a softkey function. To activate a softkey function, press the
softkey button directly below the softkey label.
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 Understanding Line and Call
Icons, page 8 and Viewing Multiple Calls, page 13.
6 Phone tab Indicates call activity.
7 Feature tabs Each feature tab indicates an open feature menu. See Understanding
Feature Buttons and Menus, page 7.
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.
Understanding Feature Buttons and Menus
Press a feature button to open or close a feature menu.
7

If you want to... Then...
Open or close a feature
menu Press a feature button: Messages, Directories, Settings, Help
Scroll through a list or
menu Press the Navigation button.
Go back one level in a
feature menu Press Exit. Pressing Exit from the top level of a menu closes the menu.
Switch among open
feature menus Press a feature button. 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 Unified 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 Unified 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.
Learn about a menu
item Press Settings or Directories 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 Unified IP Phone 7961G supports one to six lines and the Cisco Unified IP Phone 7941G
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. 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.
8

Icon Call State Description
On-hook line No call activity on this line.
Off-hook line You are dialing a number or an outgoing call is ringing. See Placing a
Call—Basic Options, page 10 for dialing options.
Connected
call You are currently connected to the other party.
Ringing call An incoming call is ringing on one of your lines. See Answering a Call,
page 11 for details.
Call on hold A call has been placed on hold. See Using Hold and Resume, page 12
for details.
Remote-in-
use Another phone that shares a line on your phone has a connected call. See Using a Shared Line, page 16 for details.
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 the IMT Support Desk if you have
questions about feature operation or availability.
9

Basic Call Handling
You can perform basic call-handling tasks using a range of features and services. Feature availability
may vary.
Placing a Call—Basic Options
Here are some easy ways to place a call on your Cisco Unified IP Phone.
If you want to... Then... For more information,
see...
Place a call using the
handset Pick up the handset and enter a number. An Overview of Your Phone, page 5
Place a call using the
speakerphone Press and enter a number. Using a Handset,
Headset, and
Speakerphone, page 17
Place a call using a headset Press and enter a number. Or if it is
lit, press New Call and enter a number.
Using a Handset,
Headset, and
Speakerphone, page 17
Redial a number
Press Redial to dial the last number, or
press the Navigation button (with the
phone on-hook) to see your Placed
Calls.
Using Call Logs, page 19
Place a call when another
call is active (using the same
line)
1. Press Hold.
2. Press New Call.
3. Enter a number.
Using Hold and Resume,
page 12
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 Call Logs, page 19
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.
Placing a Call—Additional Options
You can place calls using special features and services available on your phone.
10

If you want to... Then... For more information,
see...
Place a call while another
call is active (using a
different extension)
1. Press for the new line. The
call on the first line will be placed
on hold automatically.
2. Enter a number.
Using a Shared Line, page
16
Dial from a corporate
directory on the phone
1. Choose > Corporate
Directory.
2. Enter a name and press Search.
3. Highlight a listing and go off-
hook.
Using Call Logs, page 19
Note: Speed dialing is not available at this time.
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. Or, if is already
lit, press Answer or the flashing line
button.
Using a Handset, Headset,
and Speakerphone, page
17
Answer with the
speakerphone Press , Answer, or the flashing
line button.
Using a Handset, Headset,
and Speakerphone, page
17
Switch from a connected call
to answer a new call
Press Answer, or if the call is ringing
on a different line, press the flashing
line button.
Switching Between
Multiple Calls, page 12
Answer using call waiting Press Answer. Switching Between
Multiple Calls, page 12
Send a call to your voice
messaging system Press iDivert. Accessing the Voicemail System, page 21
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 speakerphone Press or EndCall.
Hang up while using the headset Press . If you want to keep headset mode activated,
press EndCall.
Hang up one call but preserve another
call on the same line Press EndCall. If necessary, remove the call from hold first.
11

Using Hold and Resume
You can hold and resume calls. When you put a call on hold, the Hold icon appears next to the
caller ID and the corresponding line button flashes green .
If you want to... Then...
Put a call on hold 1. Make sure the appropriate call is highlighted.
2. Press Hold.
Remove a call from
hold on the current line 1. Make sure the appropriate call is highlighted.
2. Press Resume.
Remove a call from
hold on a different line 1. Press the appropriate line button.
2. If necessary, scroll to the appropriate call and press Resume.
Tip
Engaging the Hold feature typically generates music or APU announcement.
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... Then...
Switch between calls
on one line
1. 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.
Switch between calls
on different lines 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.
Switch from a
connected call to
answer a ringing call Press Answer, or if the call is ringing on a different line, press . Any
active call is placed on hold and the selected call is resumed.
12

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 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.
You can use these additional methods to view multiple calls on multiple lines:
If you want to... Then...
View calls on another
line 1. Press .
2. Immediately press the line button .
See an overview of
line activity (one call
per line)
Press for the highlighted line. The phone 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... Then...
Transfer a call without
talking to the transfer
recipient
1. From an active call, press Transfer.
2. Enter the target number.
3. Press Transfer again to complete the transfer or EndCall to
cancel.
Talk to the transfer
recipient before
transferring a call (consult
transfer)
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.
Redirect an incoming call
to your voice messaging
system
Press iDivert. The call is automatically transferred to your voice
message greeting.
Transfer two current calls
to each other without
staying on the line (direct
transfer)
1. 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.
13

Tip
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... Then...
Set up call forwarding on
your primary line Press CFwdALL and enter a target phone number.
Cancel call forwarding on
your primary line Press CFwdALL.
Verify that call forwarding is
enabled on your primary line
Look for:
• The call forward icon above the primary phone number: .
• The call forwarding target number in the status line.
Forward all calls directly to
voicemail Press CFwdALL and enter extension 3620, the ext for voicemail for Cisco phones.
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.
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 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 Unified IP Phone allows you to join up to four parties into one telephone conversation,
creating a conference call.
Understanding Standard (ad hoc) 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.
•Join—Use this softkey to establish a standard conference by joining several calls already on
one line.
Starting and Joining a Standard Conference
A standard (ad hoc) conference allows up to four people to participate in a single call.
14

If you want to... Then...
•Create a conference by
calling participants
•Add new participants to
an existing conference
1. 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.
Note Non-initiators of a conference cannot add or remove
participants.
Create a conference by
joining two or more existing
calls
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.
Participate in a conference Answer the phone when it rings.
View a list of conference
participants
1. Highlight an active conference.
2. Press ConfList.
Participants are listed by name or number (or unknown if the caller
was in incoming call from off campus) in the order in which they
join the conference with the most recent additions at the top.
Get an updated list of
conference participants While viewing the conference list, press Update.
See who started the
conference While viewing the conference list, locate the person listed at the bottom of the list with an asterisk (*) next to the name.
Remove any conference
participant (conference
initiators only)
1. While viewing the conference list, highlight a participant’s
name or phone number.
2. Press Remove.
Drop the last party added to
the conference (conference
initiators only) Press RmLstC.
End your participation in a
standard 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.
•If you exit a conference after creating it, the call will continue unless you remove each
participant before hanging up.
15