Cisco Cisco 7940 User manual

CISCO 7940/7960 IP PHONE USER GUIDE
Somerset I.S.D. - Documentation
Cisco Voice over
IP Phone

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Cisco 7960 IP Phone
Note: The only difference between Cisco 7940 & 7960 is the number of lines.
Cisco 7960/7940 IP Phone Overview
Handset with Indicator Light
Functions like a traditional handset. The light strip at the top of the handset blinks when
the phone rings and will be set to remain lit when you receive a voice mail message.
Line or Speed Dial Buttons
Opens a new line, speed dials the number on the LCD screen, or ends a call. Cisco IP
Phone 7960 has six lines or speed dial buttons and the 7940 has two.
Cisco IP Phone Model Type
Indicates your Cisco IP phone model.

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LCD Screen
Displays features such as time, date, your phone number, caller ID if available, line/call
status and soft key tabs.
LCD Display Contrast
1. Press the SETTINGS button
2. Use the SCROLL button to select the Contrast option on the Settings Menu
3. Press the Select soft key to display the contrast settings
4. Use the Up and Down soft keys to set the desired intensity of the LCD
display and press the OK soft key to save your settings
5. Press the Save soft key to save your selection and exit the Settings
Menu
“Soft Key” Buttons
Four interactive “soft keys” that provide available call features and functions.
Example: Handset on Cradle:
Redial NewCall CfwdAll more
Hold EndCall Resume more
Answer MeetMe Pickup more
GpickUp Trnsfer Park more
Confrn more
(note dark vs. light shading)
Example: Lift the Handset without Dialing anything:
Redial EndCall CfwdAll more
MeetMe PickUp GpickUp more
(note EndCall instead of NewCall)
Example: During a Call:
Hold EndCall Trnsfer more
Park Confrn more
Footstand Adjustment
Allows you to adjust the angle of the phone base.

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Directories Button
Provides access to Call Histories and Directories
“?” or “i” Button
Displays help on your LCD screen for a phone button or function.
Setting Button
Provide access to phone settings such as Contrast and Ring Sound, Network
Configuration and Status.
Speaker Button
Toggles the Speaker On and Off.
Mute Button
Toggles the Mute On and Off.
Press the MUTE button to prevent the party from hearing you although you can still
hear them. The Mute button changes to red. To turn off mute, press the MUTE button
again.
Headset Button
Toggles the Headset (if connected) On and Off.
Volume Button
Increases or decreases the volume for the handset, headset or speakerphone (depending
on which is being used).
Press the Down button to decrease the volume of the handset, speakerphone, or headset
Press the UP button to increase volume of the handset, speakerphone, or headset
To save the volume setting, press the # key
Messages Button
Provides access to the Voicemail Messaging System.
Navigation Button (Toggle UP/DOWN Key) or “SCROLL Key”
Enables you to scroll through text and select features displayed on the LCD Screen
Dial Pad
Works exactly like the dial pad on a traditional phone.

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Cisco 7960/7940 IP Phone Basic Features
Installing the IP Phone and Connecting to the Network
1. Connect an Ethernet cable to the Network port (middle port) on the phone.
2. Connect the handset and headset (if applicable) to their respective ports.
3. Connect the Ethernet cable from your Desktop PC to the Access Port on the IP
Phone (optional).
4. Connect the power plug to the DC48V AC Adapter port (optional).
Note: Before successfully installing the phone, the system administrator must prepare
the network for the phone.
Adjusting the Height of the Footstand
1. Push the footstand adjustment knob on the right-hand side of the phone.
2. With the button depressed, adjust the footstand to the desired height.
3. Depress the footstand adjustment knob.
Placing a Call
There are six options for placing a new call.
1. Lift the Handset and dial the number.
2. Press a Line button and dial the number.
3. Press the Speaker button and dial the number.
4. Press the Headset button and dial the number.
5. Press the NewCall soft key and dial the number.
6. Press a pre-configured Speed Dial button.
Internal Extension:
Dial the 4-digit extension
External Local Call:
Dial 9 + the entire 7-digit phone number
Long Distance:
Dial 9 + the entire 10-digit phone number (area code + number)
Note: After you press the 9 (for an outside line) you will hear a dial tone again to let
you know you are accessing an external line.

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Note: Pick up the handset. If you do not hear a dial tone, press an available line button
to begin making the call.
Note: Press the SPEAKER button. If you do not hear a dial tone, press an available
line button to begin to make the call or press the NewCall soft key. If you do not hear a
dial tone, press an available line button to begin to make the call (the call will dial with
the speakerphone on).
Answering a Call
There are four options for answering a call.
1. Lift the Handset.
2. Press the Answer soft key.
3. Press the Speaker button.
4. Press the Headset button.
Note: If “Line 1” is ringing, pick up the handset and you will be automatically
connected to the call.
Note: If any other line is ringing, lift up the handset (or press the SPEAKER button)
and press the Answer soft key, OR press the line button next to the ringing line
End a Call
There are three options for ending a call.
1. Hang up the Handset.
2. Press the SPEAKER button.
3. Press the EndCall soft key and hang up.

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Cisco 7960/7940 IP Phone Soft Features
Parking a Call
Park a call when you want to store the call and then retrieve the call from another IP
Phone. Call Park numbers are pre-configured by your system administrator. Follow the
below steps to park a call:
Step 1) During an active call, press the more soft key until you see the Park tab.
Step 2) Press the Park tab soft key. The LCD screen displays a special call park number
at which the call is stored.
Step 3) Make a note of the call park number and then hang up. The call is parked at that
number, allowing you to retrieve it from another phone.
Step 4) To retrieve the parked call from another phone, dial the call park number at
which the call is parked.
Note: You have a limited amount of time to retrieve the parked call before it reverts to
ringing at its original destination.
Transferring a Call
Follow these steps to Transfer a call to another extension.
Step 1) While on the call, press the Trnsfer soft key (this places the caller on hold).
Step 2) Dial the office extension to which you want to transfer the call.
Step 3) When it rings on the transferred to extension, press Trnsfer soft key again, or
when the party answers the call, announce the call and press the Trnsfer soft
key again.
Step 4) Hang up the phone or end the call.
Note: If the party refuses the call, press the Resume soft key to return to the original
call.
Forward All Calls
Call Forwarding allows you to redirect all incoming calls from your Cisco IP Phone to
another number.
Step 1) Press the CFwdALL soft key (you will hear two beeps).
Step 2) Dial the 4-digit extension to which all calls will be forwarded.

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Note: Be sure to enter the number exactly as you would if you were placing a call to
that number. After you enter the number, an animated phone icon with a flashing right
allow appears in the upper-right corner of the LCD screen. The LCD also displays a
message confirming the number or extension to which your calls are being forwarded.
Cancel Forward All Calls
Step 1) Press the CfwdAll soft key (you will hear two beeps).
Note: The flashing right arrow on the LCD display will disappear indicating that Call
Forwarding has been deactivated.
Transfer Directly into a Voice mail Account (Optional)
Step 1) While on the call, press the Trnsfer soft key (this places the caller on hold)
Step 2) Press the Msgs soft key or dial the Voicemail Pilot # 1601
Step 3) Press the * key
Step 4) Enter the extension of the person you are transferring to (at this point, you
may announce the call, or go directly to step 5
Step 5) Press the Trnsfer Soft key to complete the transfer
Place a Call on Hold
Step 1) While on the call, press the Hold soft key
Step 2) To return to a call, press the Resume soft key
Step 3) If multiple calls are on hold, use the SCROLL button to select the desired
call then press the Resume soft key
Placing Conference Calls
To establish a conference call for the existing call.
Step 1) Press the More soft key and then press the ConFrn soft key (this will
automatically select a new line and place the other party on hold)
Step 2) Dial the 4-digit extension or 9 + (local or long distance number)
Step 3) When the party answers, press the ConFrn soft key again and the party
will be added to the conference call
Step 4) Repeat steps 1 through 3 to add additional parties to the conference call
Conference Call Options
Notes: To place a conference call on hold, press the Hold soft key (the other parties
can talk among themselves but they cannot hear you).
Notes: To place a conference call on speakerphone, press the SPEAKER button.

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Notes: To mute a conference call on speakerphone, press the MUTE button to turn off
the microphone.
Items to Consider for Conference Calls
•Once the conference call initiator disconnects, no new conferees can be added
•When you place a call on hold, a beeping tone is generated every few seconds.
Consider using the mute instead of hold to avoid disrupting other callers.
•To abandon the addition of a conferee, press the Line button.
•
INITIATING a Meet-Me Conference Call
In a Meet-Me conference call, participants dial a pre-arranged conference number at a
specific time to meet on a call.
Step 1) Contact the network administrator and obtain a meet-me conference number.
Step 2) Lift the Handset and press the more soft key once to display the Meet-Me tab.
Step 3) Press the Meet-Me soft key.
Step 4) Dial the Meet-Me conference number obtained from the network administrator.
JOINING a Meet-Me Conference Call
Step 1) Dial the conference number provided by the Meet-Me conference initiator.
Note: You will be connected to the conference once the initiator has dialed in and
established the Meet-Me call.
Call Pickup
Call Pickup allows you to pick up incoming calls within your own group. A “group” is
defined by your system administrator and typically limited to a neighboring offices or
cubes within “ringing range” of each other. Activate call pickup so that an incoming
call delivered to another extension in your group rings on your extension.
Step 1) Pick-up the handset.
Step 2) Press the more key one time.
Step 3) Press the Pickup key. The call now rings on your phone.
Step 4) Press the answer key and you will be connected to the call.
Group Pickup (Optional)
You can answer a call to your extension outside your call group.
Step 1) As a phone rings at an extension outside of your call group, press a Line
button.

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Step 2) Press the More key one time.
Step 3) Press the GPickup key.
Step 4) Dial the desired call pickup group number.
Step 5) Answer the incoming call that is redirected to your phone.
Redial the Last Number Called
Redialing the most recently dialed number.
Step 1) Lift the handset and press the Redial soft key
.
Note: You can also press the Redial soft key to activate the speakerphone and redial
the last number called.
Cisco 7960/7940 IP Phone Information Features
Accessing Online Help
Can be used in three ways:
1) Pressing the “?” and then any other key about which you would like information.
2) Pressing the “?” button twice quickly to view information about the selected
features.
3) Pressing the “?” button twice quickly during an active call to view network statistics
about the active call.
Call History Features
Step 1) To view missed calls, Press the DIRECTORIES button.
Step 2) Use the SCROLL button to select the desired call history option: Missed Calls,
Received Calls or Placed Calls.
Step 3) Press the Select soft key to display the desired call history.
Step 4) When you are finished, press the Exit soft key twice to exit the Directory
Menu.
Note: *** To speed dial a missed call, received call, or placed call, you must edit the
number and insert a 9 before the missed call or received call number. ***
Example:
Step 1) Press the DIRECTORIES button.
Step 2) Use the SCROLL button to select the desired call history (Missed Calls) option
in the Directory Menu.

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Step 3) Use the SCROLL button to select the number you want to speed dial.
Step 4) Press the Dial soft key to speed-dial the selected number.
Note: For shared lines, missed calls show up on all phones that have the shared line
occurrence.
Note: Use the Clear soft key to clear all items in a Missed, Received or Placed
category. Entries will also eventually be deleted as new items fill up the list. Individual
Missed, Received or Placed calls entries on a telephone can not be deleted. They can
only be deleted as a group.
Making Calls from a Corporate Directory
To find a name and phone number in the IP Phone Corporate Directory:
Step 1) Press the DIRECTORIES button
Step 2) Use the SCROLL button to select the Corporate Directory option on the menu.
Step 3) Press the Select soft key to display the directory search options
Step 4) Use the scroll key to select the search option: First Name, Last Name or
Number.
Step 5) Use the numbers corresponding to the letters on the dialing pad to enter a name
or number to find it in the directory. It is not necessary to enter a complete
query to conduct a search.
Step 6) Then press the Search soft key to display all names that begin with the letters
you chose.
Step 7) Press the Dial soft key to speed dial a number from the Corporate Directory.
Note: For example: To spell Becky, press the 2 key twice for a B, press the 3 key twice
for an E, press the 2 key three times for a C, etc.
Note: Only IP Phone Users are listed in this directory.
Note: Doing an unrefined search, the maximum entries that will be returned is two
selections of 32 names. This is a protection to prevent network spikes while the
Corporate Directory is being reviewed. Refine searches as needed.

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Cisco 7960/7940 IP Phone Audio Features
Ringing Tone
Changing the Ringer Type.
Step 1) Press the SETTINGS button.
Step 2) Use the SCROLL button to select the Ring Type option on the Settings Menu.
Step 3) Press the Select soft key to display the list of available ring types.
Step 4) Use the SCROLL button to select (highlight) a ring type.
Step 5) Press the Play soft key to hear a sample of the selected ring type.
Step 6) Press the Select soft key and then press the OK soft key to save your selection.
Step 7) Press the Save soft key to save your selection and exit the Settings Menu.
Adjusting the Ringer Volume (Review)
Step 1) While the phone is not on a call, press the Up or Down Volume keys to hear a
sample ring.
Step 2) As the ring plays, press the Up or Down Volume keys to adjust the volume to
the desired level.
Step 3) To save the ring volume, press the Settings button and then press the Save soft
key.
Adjusting the Handset, Speakerphone or Headset Volume (Review)
Step 1) During a call, press the Up or Down Volume keys to increase or decrease the
volume of your Headset, Speakerphone or Headset.
Step 2) To save the ring volume, press the Settings button and then press the Save soft
key.
Note: The volume settings will only be changed for the option being used.
Muting a Call (Review)
Step 1) During a call, press the Mute button.
Step 2) To disengage mute, press the Mute again.
Note: If you are using mute along with the speakerphone, lifting the handset will
disengage the mute:

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Cisco 7960/7940 IP Phone VoiceMail
Setting up Voice Mail For the First Time
Note: The default password for voicemail is “12349”. You will be asked to
change this password during setup. Set up your personal voicemail
using your primary telephone while using line 1.
Step 1) Press the Messages button
Step 2) Enter your passcode when requested.
Step 3) Follow the voice instructions.
Setting up Your Personal Greeting
Note: Remember to think about your personal greeting (greeting callers hear prior to
leaving you a voicemail) and write out if needed.
Step 1) Press the Messages button
Step 2) Enter your passcode when requested.
Step 3) Press Option 4.
Step 4) Select Option 1 for Greeting Setup
Setting up Voice Mail For Existing Phones
Note: If the default password of “12349” doesn’t work pleases contact the
Technology Department to get it reset.
Step 1) Press the Messages button
Step 2) Enter your passcode when requested.
Step 3) Press Option 4.
Step 3) Press Option 3.
•To change password Option 1 and follow the voice instructions
•To change the Initial name Option 2 and follow the voice instructions
•Or if a personal greeting is selected reference back to Setting up your Personal
Greeting
Accessing Voicemail
The red light on your Handset lights up when you have a voicemail message and the
LCD displays the number of messages you have received.
Step 1) Press the Messages button
Step 2) Enter your passcode when requested.

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Step 3) Press 1 key to hear your messages.
Checking Voicemail from an Outside Line
Step 1) Dial the main numbers (Operators) and asked to be transferred to
voicemail or just enter your extension.
Step 2) Press the * key.
Step 3) At the “Enter Your ID Number” prompt, enter your 4-digit phone
extension number.
Step 4) Enter your passcode when prompted.
Step 5) Press 1 to hear your messages.
If you forget your password, please contact the Technology Department.