Cisco IP 7940 User manual

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Cisco Systems, Inc.
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USA
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Tel: [phone]
800 553-NETS (6387)
Fax: [phone]
Cisco Unified IP Phone 7960G and
7940G Phone Guide for Cisco Unified
Communications Manager 7.0 (SCCP)

Cisco, Cisco Systems, the Cisco logo, and the Cisco Systems logo are
registered trademarks or trademarks of Cisco Systems, Inc. and/or its affiliates
in the United States and certain other countries. All other trademarks
mentioned in this document or Website are the property of their respective
owners. The use of the word partner does not imply a partnership relationship
between Cisco and any other company. (0705R)
© 2008 Cisco Systems, Inc. All rights reserved.
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QUICK REFERENCE
Cisco Unified IP Phone
7960G and 7940G for
Cisco Unified
Communications
Manager 7.0 (SCCP)
Softkey Definitions
Phone Screen Icons
Phone Screen Icons
Common Phone Tasks
Softkey Definitions
AbbrDial Dial using a speed dial index
number
Answer Answer a call
Barge Add yourself to a call on a shared
line
CallBack Receive notification when a busy
extension becomes available
Cancel Cancel an action or exit a screen
without applying changes
cBarge Add yourself to a call on a shared
line and establish a conference
CFwdALL Setup/cancel call forwarding
Clear Delete records or settings
ConfList View conference participants
Confrn Create a conference call
Delete Remove characters at the cursor
when using EditDial
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
Exit Return to the previous screen
GPickUp Answer a call ringing in another
group
iDivert Send a call to your voice
messaging system
Join Join several calls already on a
single line to create a conference
MeetMe Host a Meet-Me conference call
more Display additional softkeys
NewCall Make a new call
Common Phone Tasks
View online help
on the phone
Press or twice
quickly.
Place a call Go off-hook before or after
dialing a number.
Redial a number Press Redial.
Switch to the
speaker or
headset during a
call
Press or , then hang
up the handset.
Mute your
phone
Press .
Use your call
logs
Choose 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, enter a target
number, then press Transfer
again.
Start a standard
conference call
Press more > Confrn. Dial a
number, then press Confrn
again. Repeat for each party
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OPickUp Answer a call ringing in another
group that is associated with
your group
Park Store a call using Call Park
PickUp Answer a call in your group
QRT Submit call problems to the
system administrator
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 an item on the screen
Transfer Transfer a call
Update Refresh content
VidMode Choose a video display mode
<< Delete characters to left of cursor
>> Move through entered characters
Phone Screen Icons
Call State
Call Forwarding enabled
Call on hold
Connected call
Incoming call
Off-hook line
Outgoing call
Shared line in use
Secure Calls
Authenticated call
Encrypted call
Critical Calls
Priority call
Medium priority call
High priority call
Highest priority call
Selected Device
Handset in use
Headset in use
Speakerphone in use
Button Icons
Other Features
Busy speed-dial line
Idle in speed-dial line
Speed Dial (line status
unknown)
Message waiting
Video enabled
Option selected
Feature enabled
Messages
Services
or Help
Directories
Settings
Speaker
Mute
Headset
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Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 5
Contents
Softkey Definitions 3
Common Phone Tasks 3
Phone Screen Icons 4
Button Icons 4
Getting Started 1
Using this Guide 1
Finding Additional Information 2
Safety and Performance Information 2
Cisco Product Security Overview 3
Accessibility Features 3
Connecting Your Phone 4
An Overview of Your Phone 7
Understanding Buttons and Hardware 7
Understanding Phone Screen Features 10
Cleaning the Phone Screen 10
Understanding Feature Buttons and Menus 11
Understanding the Help System on Your Phone 11
Understanding Lines vs. Calls 12
Understanding Line and Call Icons 12
Understanding Feature Availability 12
Basic Call Handling 13
Placing a Call—Basic Options 13
Placing a Call—Additional Options 14
Answering a Call 15

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Ending a Call 16
Using Hold and Resume 16
Using Mute 16
Switching Between Multiple Calls 17
Viewing Multiple Calls 17
Transferring Calls 18
Forwarding Calls to Another Number 19
Making Conference Calls 20
Understanding Types of Conference Calls 20
Starting and Joining a Standard Conference 21
Starting or Joining a Meet-Me Conference Call 23
Advanced Call Handling 24
Speed Dialing 24
Picking Up Redirected Calls on Your Phone 25
Using a Shared Line 26
Understanding Shared Lines 26
Adding Yourself to a Shared-Line Call 27
Preventing Others from Viewing or Barging a Shared-Line Call 28
Storing and Retrieving Parked Calls 28
Making and Receiving Secure Calls 29
Tracing Suspicious Calls 29
Prioritizing Critical Calls 30
Using Cisco Extension Mobility 31
Using BLF to Determine a Line State 31
Using a Handset, Headset, and Speakerphone 32
Using a Handset 32
Using a Headset 32
Using a Speakerphone 33
Using AutoAnswer with a Headset or Speakerphone 33

Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 7
Using Phone Settings 34
Customizing Rings and Message Indicators 34
Customizing the Phone Screen 35
Using Call Logs and Directories 36
Using Call Logs 36
Directory Dialing 37
Using Corporate Directory on Your Phone 37
Using Personal Directory on Your Phone 38
Accessing Voice Messages 40
Customizing Your Phone on the Web 41
Accessing Your User Options Web Pages 41
Configuring Features and Services on the Web 42
Using Personal Directory on the Web 42
Using Your Personal Address Book on the Web 42
Configuring Fast Dials on the Web 43
Using the Address Book Synchronization Tool 44
Setting Up Speed Dials on the Web 44
Setting Up Phone Services on the Web 45
Controlling User Settings on the Web 46
Controlling Line Settings on the Web 47
Using Cisco WebDialer 49
Understanding Additional Configuration Options 51
Troubleshooting Your Phone 53
General Troubleshooting 53
Viewing Phone Administration Data 54
Using the Quality Reporting Tool 54
Cisco One-Year Limited Hardware Warranty Terms 55
Index 57

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Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 1
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 or on the phone when you need assistance.
Review safety information See the “Safety and Performance Information” section on
page 2.
Connect your phone See the “Connecting Your Phone” section on page 4.
Use your phone after it is installed Start with the “An Overview of Your Phone” section on page 7.
Learn about the phone buttons See the “Understanding Buttons and Hardware” section on
page 7.
Learn about the phone screen See the “Understanding Phone Screen Features” section on
page 10.
Make calls See the “Placing a Call—Basic Options” section on page 13.
Put calls on hold See the “Using Hold and Resume” section on page 16.
Mute calls See the “Using Mute” section on page 16.
Transfer calls See the “Transferring Calls” section on page 18.
Make conference calls See the “Making Conference Calls” section on page 20.
Set up speed dialing See the “Speed Dialing” section on page 24.
Share a phone number See the “Using a Shared Line” section on page 26.
Use your phone as a speakerphone See the “Using a Handset, Headset, and Speakerphone” section
on page 32.
Change the ring volume or tone See the “Using Phone Settings” section on page 34.
View your missed calls See the “Using Call Logs” section on page 36.
Listen to your voice messages See the “Accessing Voice Messages” section on page 40.
See softkey and icon definitions Refer to the Quick Reference Card in the front of this guide.
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Finding Additional Information
You can access the most current Cisco Unified IP Phone documentation on the World Wide Web at this
URL:
http://www.cisco.com/en/US/products/hw/phones/ps379/tsd_products_support_series_home.html
You can access the Cisco website at this URL:
http://www.cisco.com/
You can access International Cisco websites from this URL:
http://www.cisco.com/public/countries_languages.shtml
You can access the most current Licensing Information at this URL:
http://www.cisco.com/en/US/docs/voice_ip_comm/cuipph/all_models/openssl_license/7900_ssllic.html
Safety and Performance Information
Refer to these sections for information about the impact of power outages and other devices on your
Cisco Unified IP Phone.
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.
Using External Devices
The following information applies when you use external devices with the Cisco Unified IP Phone:
Cisco recommends the use of good quality external devices (such as headsets) that are shielded against
unwanted radio frequency (RF) and audio frequency (AF) signals.
Depending on the quality of these devices and their proximity to other devices such as mobile phones
or two-way radios, some audio noise may still occur. In these cases, Cisco recommends that you take
one or more of the following actions:
• Move the external device away from the source of the RF or AF signals.
• Route the external device cables away from the source of the RF or AF signals.
• Use shielded cables for the external device, or use cables with a better shield and connector.
• Shorten the length of the external device cable.
• Apply ferrites or other such devices on the cables for the external device.

Getting Started
Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 3
Cisco cannot guarantee the performance of the system because Cisco has no control over the quality
of external devices, cables, and connectors. The system will perform adequately when suitable devices
are attached using good quality cables and connectors.
Caution In European Union countries, use only external speakers, microphones, and headsets that
are fully compliant with the EMC Directive [89/336/EC].
Cisco Product Security Overview
This product contains cryptographic features and is subject to United States and local country laws
governing import, export, transfer and use. Delivery of Cisco cryptographic products does not imply
third-party authority to import, export, distribute or use encryption. Importers, exporters, distributors
and users are responsible for compliance with U.S. and local country laws. By using this product you
agree to comply with applicable laws and regulations. If you are unable to comply with U.S. and local
laws, return this product immediately.
A summary of U.S. laws governing Cisco cryptographic products may be found at:
http://www.cisco.com/wwl/export/crypto/tool/stqrg.html. If you require further assistance please
contact us by sending email to [email protected].
Accessibility Features
A list of accessibility features is available upon request. You can find more information about Cisco
accessibility features at this URL:
www.cisco.com/go/accessibility

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Connecting Your Phone
Your system administrator will likely connect your new Cisco Unified IP Phone to the corporate IP
telephony network. If that is not the case, refer to the graphic and table below to connect your phone.
Adjusting the Footstand
To change the angle of the phone base, adjust the footstand while pressing the footstand button.
1DC adaptor port (DC48V) 5Access port (10/100 PC)
2AC-to-DC power supply 6Handset port
3AC power cord 7Headset port
4Network port (10/100 SW) 8Footstand button
AUX
DC48V
10/100 SW 10/100 PC
+
113656
2
8
3
45
6
7
1

Connecting Your Phone
Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 5
Adjusting the Handset Rest
Cisco recommends adjusting the handset rest, particularly when wall-mounting the phone, as this will
ensure that the receiver will not readily slip out of the cradle. See the table below for instructions.
Registering with TAPS
After your phone is connected to the network, your system administrator might ask you to
auto-register your phone using TAPS (Tool for Auto-Registered Phones Support). TAPS might be used
for a new phone or to replace an existing phone.
To register with TAPS, pick up the handset, enter the TAPS extension provided by your system
administrator, and follow the voice prompts. You might need to enter your entire extension, including
the area code. After your phone displays a confirmation message, hang up. The phone will re-start.
Headset Support
Although Cisco Systems performs limited internal testing of third-party headsets for use with the
Cisco Unified IP Phones, Cisco does not certify or support products from headset (or handset) vendors.
Cisco recommends the use of good quality external devices, for example, headsets that are screened
against unwanted radio frequency (RF) and audio frequency (AF) signals. Depending on the quality of
these devices and their proximity to other devices such as mobile phones and two-way radios, some
audio noise or echo may still occur. An audible hum or buzz may be heard by either the remote party
or by both the remote party and the Cisco Unified IP Phone user. Humming or buzzing sounds can be
caused by a range of outside sources: for example, electric lights, electric motors, or large PC monitors.
See the “Using External Devices” section on page 2 for more information.
1Set the handset aside and pull the square plastic tab from the handset rest.
2Rotate the tab 180 degrees.
3Slide the tab back into the handset rest. An extension protrudes from the top of the rotated tab.
Return the handset to the handset rest.
1 2 3
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6OL-15496-01
Note In some cases, hum may be reduced or eliminated by using a local power cube or power
injector.
These environmental and hardware inconsistencies in the locations where Cisco Unified IP Phones are
deployed means that there is not a single headset solution that is optimal for all environments.
Cisco recommends that customers test headsets in their intended environment to determine
performance before making a purchasing decision and deploying en masse.
Audio Quality Subjective to the User
Beyond the physical, mechanical and technical performance, the audio portion of a headset must
sound good to you (the user) and to the party on the far end. Sound quality is subjective and Cisco
cannot guarantee the performance of any headsets. However, a variety of headsets from leading
headset manufacturers have been reported to perform well with Cisco Unified IP Phones. See
manufacturer’s sites for details.

An Overview of Your Phone
Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 7
An Overview of Your Phone
Your Cisco Unified IP Phone 7960G or 7940G is a full-feature telephone that provides 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
so on.
In addition to basic call-handling features, your phone can provide enhanced productivity features that
extend your call-handling capabilities. Depending on configuration, your phone supports:
• Access to network data, XML applications, and web-based services.
• Online customizing of phone features and services from your User Options web pages.
• An online help system that displays information on your phone screen.
Understanding Buttons and Hardware
You can use the graphics and the table below to identify buttons and hardware on your phone.
Cisco Unified IP Phone 7960G
1
4
5
1617 15
68561
3
9
7
6
2
1011
121314
8

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Cisco Unified IP Phone 7940G
Item Description For more information, see...
1Handset light strip Indicates an incoming call or new voice
message.
Accessing Voice Messages,
page 40
2Phone screen Shows phone features. Understanding Phone Screen
Features, page 10
3Model type Indicates your Cisco Unified IP Phone
model.
Understanding Lines vs. Calls,
page 12
4Programmable
buttons
Depending on configuration,
programmable buttons provide access to:
• Phone lines (line buttons)
• Speed-dial numbers (speed-dial
buttons, including the BLF speed-dial
feature)
• Web-based services (for example, a
Personal Address Book button)
• Phone features (for example, a Privacy
button)
Understanding Phone Screen
Features, page 10
5Footstand button Allows you to adjust the angle of the
phone base.
Adjusting the Footstand, page 4
68562
1
4
10111617 12131415
5
9
7
8
2
6
3

An Overview of Your Phone
Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 9
6Directories button Opens/closes the Directories menu. Use it
to access call logs and directories.
Using Call Logs, page 36
7Help button
or
Activates the Help menu. Understanding the Help System
on Your Phone, page 11
8Settings button Opens/closes the Settings menu. Use it to
change phone screen and ring settings.
Using Phone Settings, page 34
9Speaker button Toggles the speakerphone on or off. When
the speakerphone is on, the button is lit.
Using a Handset, Headset, and
Speakerphone, page 32
10 Mute button Toggles the Mute feature on or off. When
Mute is on, the button is lit.
Using Mute, page 16
11 Headset button Toggles the headset on or off. Using a Handset, Headset, and
Speakerphone, page 32
12 Volume button Controls the volume and other settings. Using Phone Settings, page 34
13 Services button Opens/closes the Services menu. Customizing Your Phone on the
Web, page 41
14 Messages button Auto-dials your voice message service
(varies by service).
Accessing Voice Messages,
page 40
15 Navigation button Allows you to scroll through menus. Using Call Logs, page 36
16 Keypad Allows you to dial phone numbers, enter
letters, and choose menu items.
Basic Call Handling, page 13
17 Softkey buttons Each activates a softkey option (displayed
on your phone screen).
Understanding Phone Screen
Features, page 10
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Understanding Phone Screen Features
This is what your main phone screen might look like with an active call and several feature menus
open.
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.
1Primary phone
line
Displays the phone number (extension number) for your primary phone line.
2Programmable
button
indicators
Programmable buttons can serve as phone line buttons, speed dial buttons,
phone service buttons or phone feature buttons. Icons and labels indicate how
these buttons are configured. For an icon reference, see the “Phone Screen
Icons” section in the quick reference card at the front of this guide.
3Softkey labels Each displays a softkey function. To activate a softkey, press the softkey button
4Status line Displays audio mode icons, status information, and prompts.
5Call activity
area
Displays calls per line, including caller ID, call duration and call state for the
highlighted line (standard view). See the “Understanding Lines vs. Calls”
section on page 12 and the “Viewing Multiple Calls” section on page 17.

An Overview of Your Phone
Cisco Unified IP Phone 7960G and 7940G Phone Guide for Cisco Unified Communications Manager 7.0 (SCCP) 11
Understanding Feature Buttons and Menus
Press a feature button to open or close a feature menu.
Understanding the Help System on Your Phone
Your phone provides an online help system. Help topics appear on the phone screen.
If you want to... Then...
Open or close a feature
menu
Press a feature button:
Messages
Services
or Help
Directories
Settings
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.
If you want to... Then...
View the main menu Press or on your phone and wait a few seconds for the menu
to display.
Learn about a button or
softkey
Press or , then quickly press a button or softkey.
Learn about a menu item Press or then quickly select the menu item on the phone
screen. Or, press or twice quickly with the menu item
highlighted.
Get help using Help Press or twice quickly (without first selecting a menu item).
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Understanding Lines vs. Calls
To avoid confusion about lines and calls, refer to these descriptions:
• Lines—Each corresponds to a directory number that others can use to call you. The
Cisco Unified IP Phone 7960G supports up to six lines and the Cisco Unified IP Phone 7940G
supports up to two lines. To see how many lines you have, look at the line area 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, but your system administrator can adjust this number according to your needs. 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 line and call state.
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 your support desk or system
administrator for information about feature operation or availability.
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.
Connected call You are connected to the other party.
Ringing call A call is ringing on one of your lines.
Call on hold You have put this call on hold. See the “Using Hold and Resume”
section on page 16.
Remote-in-use Another phone that shares your line has a connected call. See the
“Using a Shared Line” section on page 26.
Authenticated
call
See the “Making and Receiving Secure Calls” section on page 29.
Encrypted call See the “Making and Receiving Secure Calls” section on page 29.
Idle line (BLF) See the “Using BLF to Determine a Line State” section on page 31.
Busy line (BLF) See the “Using BLF to Determine a Line State” section on page 31.