Cisco Cisco 7940 User manual

Hostcomm
Hosted Telephony
CISCO HANDSET USER GUIDE
USER GUIDE

Hostcomm Hosted Telephony User Guide
Using the Cisco IP Phone [phone]
2
Using the Cisco IP Phone
7940/7960
• Getting Started, page 3
• How to Use the Handset, Speakerphone, and Headset, page 4
• Customizing Phone Settings, page 5
• Making Telephone Calls, page 6
• Making Calls from the Directory, page 10
• Making Conference Calls, page 12
• Using Voice Mail, page 13
• Conguring Call Preferences, page 14
Your Cisco IP Phone [phone] provides features you might not have had before on an oce
phone.
You can learn how to use these features by exploring the available options.
Read the following sections to learn about the Cisco SIP IP Phone features and related tasks:

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The Cisco IP Phone [phone] includes several features to help you become familiar with it. Use
the following sections to help you:
• Using LCD Icons, page 3
• Tips, page 3
• Accessing Online Help, page 3
Getting Started
Accessing Online Help
The Cisco IP Phone [phone] includes online help for the Cisco IP Phone [phone] phone
keys and functions. Network statistics for an active call can be provided by:
• Pressing the ? button twice quickly during an active call to view network statistics about the
active call.
Using LCD Icons
The Cisco IP Phone [phone] provides information about its current status on the LCD screen.
Often, the icons on the LCD screen change depending on the task you are currently performing
with the Cisco IP phone.
Tips
These tips assist you in becoming familiar with the Cisco IP Phone [phone].
• When accessing the Cisco IP Phone [phone] options, note the number listed next to the
option. You can enter this number using the dialing pad to quickly access the associated feature.
• Explore your phone by experimenting with the dierent functions and observing their behavior.
• When displayed, the more softkey indicates that more options are available in a particular menu.
Press the more softkey to see the additional options.

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You can place and answer calls using the handset, speakerphone, or a headset. The following
sections describe their use and how to adjust the call volume.
• Using the Handset, page 4
• Using the Speakerphone, page 4
• Using the Headset, page 4
• Adjusting the Handset, Speakerphone, or Headset Volume, page 5
Using the Handset
To place or answer calls with the handset, lift the handset from the earpiece rest. To change from
handset to speakerphone, press the SPEAKER button and put the handset on the earpiece rest.
Using the Speakerphone
To place or answer calls using the speakerphone, press the SPEAKER button. You can use the
speakerphone with all the Cisco IP Phone [phone] features. To change from speakerphone to
handset, lift the handset from the earpiece rest.
Using the Headset
To place or answer calls using the headset, plug the approved headset connector into the
headset port (top) on the back of the phone base and press the HEADSET button.
You can use the headset with all Cisco IP Phone [phone] features. The VOLUME and MUTE
controls also adjust volume to the ear piece and mute the speech path of the headset.
The Cisco IP Phone [phone] supports a four- or six-wire headset jack (Plantronics H series
compatible is required). For information on the headset models supported, see the IP phone
information on http://cisco.getheadsets.com or http://vxicorp.com/cisco.
How to Use the Handset, Speakerphone, and Headset

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Adjust the volume on the handset, speakerphone, or headset by performing the following steps.
Step 1: Increase the volume of your handset, headset, or speakerphone by pressing the + on
the VOLUME button.
Step 2: Decrease the volume of your handset, headset, or speakerphone by pressing the - on
the VOLUME button.
The VOLUME button adjusts the volume for the currently active voice receiver.
Adjusting the Handset, Speakerphone, or Headset Volume
You can change various settings on your Cisco IP Phone [phone] to ensure that the ringer
volume, ring sound, and LCD contrast are set appropriately for you. These sections describe the
changes you can make:
• Changing the LCD Contrast, page 5
• Adjusting the Ringer Volume, page 6
• Changing the Ringer Sound, page 6
Changing the LCD Contrast
Perform the following steps to improve the readability of the LCD screen by changing the display
contrast.
Step 1: Press the settings button.
Step 2: Press the Scroll button to highlight Contrast from the Settings menu.
Step 3: Press the Down or Up softkeys to set the desired contrast on the LCD screen.
Step 4: Press the OK softkey to accept your changes.
Step 5: Press the Back softkey to exit the Settings menu.
Step 6: Press the Back softkey to display the main LCD screen.
Customizing Phone Settings

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Adjusting the Ringer Volume
Change the ringer volume by performing the following steps.
Step 1: Press the VOLUME key to hear a current ringer volume.
Step 2: While the ring plays, press the + or - on the VOLUME button to respectively increase or
decrease the ringer volume to the desired level.
Changing the Ringer Sound
Change the sound used by the ringer by performing the following steps.
Step 1 : Press the settings button.
Step 2: Press the Scroll key to select Ring Type from the Settings menu.
Step 3: Press the Select softkey to display the ring types list.
Step 4: Press the Scroll key to highlight an available ring type.
Press the Play softkey to hear the highlighted ring type.
Step 5: When you nd the ring type you want, press the Select softkey and then press the OK
softkey.
Step 6: Press the Back softkey to exit the Settings menu.
Step 7: Press the Back softkey again to display the main LCD screen.
Making Telephone Calls
These sections describe how you can place, answer, or manage a telephone call:
• Placing a Call Using a Telephone Number, page 7
• Placing a Call Using an E-mail Address, page 7
• Answering a Call, page 8
• Ending a Call, page 8
• Muting a Call, page 8
• Placing a Call on Hold, page 9
• Transferring a Call, page 9

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• Transferring a Call Without Talking to the Receiver, page 9
• Redialing the Last Number Dialed, page 10
• Making Calls from the Directory, page 10
• Using Call Forwarding, page 11
• Making Conference Calls, page 12
You can place a call with the Cisco IP Phone [phone] in any of the following ways:
• Lift the handset from the earpiece rest and enter the number using the dial pad to enter the digits.
• Press a line button and dial the number using the dial pad to enter the digits.
• Press the NewCall softkey and dial the number using the dial pad to enter the digits.
• Press the Redial softkey to dial the last called number.
• If using a headset, press the HEADSET button and dial the number using the dial pad to enter
the digits.
•To use the speakerphone, press the SPEAKER button and dial the number using the dial pad to
enter the digits.
You can also place calls using the following techniques:.
• You can press the pound (#) key or press the Dial softkey to place the call immediately.
Depending on how your system administrator has implemented this feature, you might not
need to press these keys to place a call immediately. Contact your system administrator for
additional information.
Placing a Call Using a Telephone Number
Placing a Call Using an E-mail Address
If the network administrator congures the Cisco IP Phone [phone] to use an e-mail address
instead of a phone number, you can call the phone using an e-mail address.
Perform the following steps to place a call using an e-mail address:
Step 1: Lift the handset from the earpiece rest, press a line button, press the SPEAKER button,
or press the NewCall softkey.
Step 2: Press the URL softkey.

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Step 3: Spell the e-mail address by pressing the numbers that represent the letters in the e-mail
address. Depending on the letter, you might need to press the number button on the
dialing pad one or more times to scroll through the list of displayed characters until you
highlight the correct character. Continue selecting characters until the entire e-mail
address is spelled correctly.
Step 4: Press the pound (#) key or the Dial softkey to place the call immediately. (If you do not
press a key, the call eventually dials automatically.)
Answering a Call
You can answer a call using the handset, headset, or speakerphone.
• To use the handset, lift the handset from the earpiece rest.
• To use a headset, press the HEADSET button, and press the line button of the incoming call.
• To use the speakerphone, press the Answer softkey or the SPEAKER button.
Ending a Call
To end a call:
• If using the handset, put the handset on the earpiece rest.
• If using the headset, press the EndCall softkey. This method also works for all speaker modes.
• If using the speakerphone, press the SPEAKER button.
Muting a Call
While on a call, you can mute the handset, headset, or speakerphone to prevent the party you
are speaking to from hearing what you or someone else in the room is saying.
• To mute a call, press the MUTE button.
• To disengage mute, press the MUTE button again.

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Placing a Call on Hold
While on a call, you can place the call on hold, so that the caller cannot hear you and you cannot
hear the caller. You can answer other calls while a call is on hold.
• To place a call on hold, press the Hold softkey.
• To return to the call, press the Resume softkey. If multiple calls are on hold, press the Scroll key
to select the desired call before you press the Resume softkey.
• If multiple calls on multiple lines are on hold, press the line button for the line to which you want
to switch and use the Scroll key to select the desired call before you press the Resume softkey.
Transferring a Call
Perform the following steps to transfer a call to another phone:
Step 1: Press the more softkey and then press the Trnsfer softkey. This places the call on hold.
Step 2: Dial the number to which you want to transfer the call.
Step 3: When the dialed number rings on the other end, press the Trnsfer softkey again, or
when the party answers, announce the call and then press the Trnsfer softkey.
Step 4: Hang up if the party accepts the call. If the party refuses the call, return to the original
call by pressing the Resume softkey.
In an unattended transfer, you transfer the caller to another number without talking to the party
who is to receive the call. The caller is transferred to the new party without verifying that the new
party is there or willing to receive the call.
Step 1: During a call, press the more softkey, then press the BlndXfr softkey. This places the call
on hold.
Step 2: Dial the number to which you want to transfer the call.
Step 3: Put the handset on the earpiece rest.
Transferring a Call Without Talking to the Receiver

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You can redial the most recently dialed number, by lifting the handset from the earpiece rest and
pressing the Redial softkey. Or, without lifting the handset from the earpiece rest, you can press
the Redial softkey to activate the speakerphone or headset.
Redialing the Last Number Dialed
After you have congured your phone preferences for speed dial capability, you can press the
desired speed dial button to place a call to the associated number. Refer to Conguring Speed
Dial Lines, page 18 for the steps to congure speed dialing.
Perform the following steps to place a call using speed dial.
Step 1: Press the speed dial button associated with the number to be dialed.
or
Step 2: Lift the handset from the earpiece rest and press the speed dial button associated with
the number to be dialed.
Placing a Speed Dial Call
The Cisco IP Phone [phone] maintains a directory of calls you missed, received, and placed.
You can use these directories to locate numbers you want to dial. You can also use a corporate
directory to quickly locate and call co-workers in your company.
The following sections describe what you can do with the directory:
• Viewing or Dialing Missed Calls, page 10
• Viewing or Dialing Received and Placed Calls, page 11
Making Calls from the Directory
If your phone display indicates you have missed one or more calls, you can use the Missed Calls
option on the directories menu to view the call history and call back the missed call.
Viewing or Dialing Missed Calls