Cisco Unified 8961 User manual

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 1
Phone Features
1. Phone screen
11. Speakerphone button
2. Session buttons
12. Mute button
3. Softkey buttons
13. Headset button
4. Back button
14. Volume button
5. Release button
15. Messages button
6. Navigation pad and Select button
16. Applications button
7. Conference button
17. Contacts button
8. Hold button
18. Phone display
9. Transfer button
19. Programmable feature buttons
10. Keypad
20. Handset with light strip

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 2
General Things To Know Up Front
To dial off-campus, simply dial 1 + area code + number. (You no longer need the prefix “8” or “9.”)
In an emergency you can dial:
o5911 to reach Public Safety
o911 to reach DuPage Public Safety Communications (DU-COMM)*
* IMPORTANT: The ability to reach DU-COMM by dialing 911 directly is a new feature with this phone
system and it will connect you immediately. If you accidently dial 911 DO NOT hang up. Simply wait on
the line until they answer and inform them that you misdialed. If you hang up before talking to them
they will try to call you back to confirm there is no emergency. If you don’t answer they will send a
police officer to investigate.
When you put someone on hold they now hear music rather than silence. The important thing to
remember here is that if you are on a conference call and you press the hold button, everyone else on
that conference call will hear your hold music, interfering with their conversation.
Please take a few moments to review the Quick Reference Guide you received with your phone to
familiarize yourself with the names, locations and purpose of the various buttons and icons.
Available Documentation
Please refer to the Telephone Support web page
(http://www.wheaton.edu/Academics/Services/Computing-Services/Employees/Telephone-Support) for
all relevant documentation.
The Basics
To Place a Call…
oSimply lift the handset and dial, or
oPress the speakerphone button and dial, or
oPress the session button along the right side of the screen and dial, or
oPress the New Call softkey on the bottom left of the screen and dial, or
oDial the number first and press the Call softkey or Speakerphone button, or
oDial the number first and lift the handset
To Answer a Call…
oSimply lift the handset, or
oPress the speakerphone button, or
oPress the session button along the right side of the screen, or
oPress the Answer softkey on the bottom left of the screen
To Forward Your Calls… (limited to campus and local numbers only)
oPress the Forward All softkey at the bottom of the screen and enter the desired number
To Send an Incoming Call Straight to Voicemail…
oWhile the phone is ringing, press the “Divert”softkey at the base of the screen

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 3
To Forward All Calls to Voicemail…
oPress the Forward All softkey at the bottom of the screen and enter ext. 2222
To Cancel Forwarding …
oPress the Forward Off softkey at the bottom of the screen
To Transfer a Call To Another Phone…
oPress the Transfer button on your phone, dial the number to transfer to, then…
Press the Transfer button again to release the call, or
Wait on the line until someone answers or the call goes to voicemail
Press the Swap button to move between the two calls
Press the Transfer button to release the call
To Cancel a Call Transfer…
oBefore it is answered
Press the Cancel softkey and then the Resume softkey to reconnect to the original caller
oAfter it is answered
Press the red Release button and then the Resume softkey to reconnect to the original
caller
To Transfer a Call Directly to Voicemail…
oPress the Transfer button
oPress the star/asterisk button (*)
oKey in the person’s extension
oPress the Transfer button again to complete the transfer
To Create a Conference Call…
The conferencing limit is sixteen phones. However, for group calls with five or more participants, we
recommend using the “Meet Me” style conference call (please see next page). For traditional
conference calling:
oCall the first person from your desk phone
oPress the “Conference” button. This will put the original person on hold, and will meanwhile
create a new dial tone for you.
oDial the next number that you would like to conference in
oPress the “Conference” button again
oThis will take the original person off from “Hold,” and will join all three parties together
oRepeat this process to add additional parties.
For “Meet-Me” Conference Calling…
oPlease refer to instructions under the “New Stuff” section

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 4
To Place a Call on Hold…
oPress the Hold button
oIf the call is not picked up after 5 minutes you will receive a reminder ring on your phone every
30 seconds until the call is picked up or the caller hangs up
New Stuff
Call Back - The Call Back feature allows you to receive call-back notification on your phone when a called
party line becomes available. The called party must also be on the Cisco phone system.
oWhile calling another party, whether it is ringing or you have been sent to voicemail, you can
press the Call Back softkey at the bottom of the screen and then select the Exit softkey to
activate your Call Back request
oThe next time that called party hangs up their phone (either from the call they are currently on
or the next call they make), you will be notified on your phone that they are now available
oAt that point you will have the option to call them (using the Dial softkey at the bottom of your
screen) or Cancel the Call Back request
Call Park - The Call Park feature allows you to place a call on hold, so it can be retrieved from another
phone. The retrieving phone must also be on the Cisco phone system. If you are on an active call at
your phone, you can park the call to a call park extension by pressing the Park button on the bottom of
the screen. Someone on another phone in your system can then dial the call park extension to retrieve
the call.
oWhile on a call press the Park softkey
oNote the Park Number displayed on the screen (4300 –4319)
oNotify other party of the call and give them the Park Number
oOther party simply picks up their phone and dials the Park Number to connect
oHere are some things to keep in mind
The Park Number will display on your screen for 10 seconds
If the parked call is not retrieved after 60 seconds the originating phone will ring once to
remind the “parker” that the user is still on hold
This reminder will continue every 30 seconds thereafter until the call is retrieved
If the call is not retrieved after 3 minutes the call will be returned to the “parker”
Call PickUp –The Call PickUp feature allows you to answer an incoming call within your own group or a
different group. There are different methods to pick up a call, depending on your group assignment and
the permissions you have been given. Group memberships, associations and permissions are set up by
the system administrator upon request.
oPickUp –This feature allows you to directly pick up a call within your own group by pressing the
PickUp button on your phone.
oOther Group PickUp –This feature allows you to directly pick up a call within an associated
group by pressing the OPickUp button on your phone.

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 5
oGroup Pickup –This feature allows you to pick up a call within an unassociated group by
pressing the GPickUp button and then keying in the 4-digit group number.
oDirected Call Pickup –This feature allows you to pick up a call from a specific line within your
group by pressing the GPickUp button and then keying in the 4-digit extension number.
Divert –The Divert feature allows you to send a call to Voicemail immediately rather than waiting the
normal 4 rings
oWhen a call comes in you simply press the Divert softkey at the bottom of the screen
oThis applies to that single call only
Do Not Disturb –When activated the DND feature prevents your phone from ringing when you receive
an incoming call. All you hear is one audible beep sound.
oTo activate simply press the Do Not Disturb feature button on the left side of your screen. The
button will display a red light to indicate it is active.
oThe party calling you does not experience anything different.
oYou still have the option to answer the call or press the Divert softkey
“Meet-Me” Conference Calling - In a “Meet Me” conference call, participants agree to meet at a set
time, by all calling into a special group line. This is very helpful for conference calls with many
participants.
oTo obtain and reserve this Meet-Me extension, you must contact either Joy O’Reagan (x7433)
or Dan Taylor (x5211) at least one day in advance.
oKeep in mind that participants will end up paying for the call themselves. However, we hope to
set up a toll-free option in the future.
Notify all participants of the Meet-Me extension they should call. (Do not confuse the
Meet-Me extension with the “regular phone number” of the phone used for the call!)
The Meet-Me extension will be a number like this: 630-752-XXXX.
Off-campus participants should dial the full number
On-campus should only dial the four-digit extension
oTo begin the Meet-Me call, lift your phone receiver, then follow these directions:
Press the “More” softkey that will appear at the base of your phone screen
Press “More” a second time
Select the “Meet Me” softkey that will appear
Enter the 4-digit Meet-Me extension given to you by IT Services
Your Conference Call will begin immediately, and other participants can begin dialing in
to join you.
The conference ends when you hang up
oDuring the conference, participants will hear a slight “beep” whenever someone joins or hangs
up.
oFor now, there are no privacy options available for Meet-Me calls—so be aware that,
theoretically, anyone who had the number could dial into the conversation.

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 6
Missed Calls –This feature will display a list of all the calls you missed regardless of whether or not they
left a message.
oAn icon will appear beside one of the session buttons showing the number of missed calls
oYou can press the button to display a list of missed calls
oTo call a number on the list simply use the navigation pad to scroll down to the desired number
and lift the handset or press the Speakerphone button to place the call.
User Options Web Page –Accessing this web page allows you to set up your speed dial lists and
personal address book.
oTo access go to http://phone.wheaton.edu
oLog in using your network user id and password
oSpeed Dial
These numbers are updated via the User Options Web Page
User Options > Device > Speed Dials
Single line phones will be able to configure three Speed Dial numbers
2 Line phones have 2 SD#s, 3 Line phones have 1 SD#
These numbers will appear on your phone screen directly above the Do Not Disturb
feature button
They are used by simply pressing the feature button on the phone.
oAbbreviated Dial
These numbers are updated via the User Options Web Page
User Options > Device > Speed Dials
You can have up to 199 different numbers
These are useful for your most frequently called numbers
They are used by dialing the assigned Abbreviated Dial Number on your phone keypad
and then pressing the Speed Dial softkey to dial.
oCorporate (College) Directory
This option can be quite cumbersome to use. We recommend using your CUPC or
Jabber client to look up someone’s phone number.

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 7
Phone Applications –Phone Applications are accessed by pressing the Applications button on your
phone. This button is located in the upper left corner of the main keypad area and looks like a round
sprocket or gear. Different applications are selected by using the clear blue navigation pad.
oCall History
Allows you to view a history of inbound calls (All or only Missed Calls) and outbound
calls
oPreferences
Ringtones
You can select from 29 different ringtones for each line
Wallpaper
You can select from 16 different backgrounds
Brightness
You can adjust the brightness of your phone display
oAccessories
Headset configuration
oAdministrator Settings
This is a password protected screen and only accessible by Computing Services
personnel
oPhone Information
Displays phone network configuration information

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 8
Voicemail Things To Know Up Front
The message indicator on your phone is a lit red light at the top of your handset and a red envelope icon
appearing on the screen of your phone.
The first time you connect to your message inbox you will be prompted to enter your PIN followed by
the # sign. Your initial PIN is 123456. Following that you will asked to enroll in the system which includes
changing your PIN and recording your name.
630-752-2222 is the off-campus message access number. When you hear the greeting, press the “*”
(star) key, then enter your ID (extension) and your PIN to access your mailbox.
You can now have multiple greetings.
oStandard Greeting –this greeting plays at all times unless one of the following greetings is enabled
oAlternate Greeting –when enabled this greeting overrides all other greetings and is typically used
for extended absence notices like vacation.
oBusy Greeting –when enabled this greeting plays only if both line instances of your primary
extension are busy
oClosed Greeting –when enabled this greeting plays during none business hours
Business hours are pre-defined as Monday –Friday, 8am –5pm
oInternal Greeting –when enabled this greeting plays for calls received from other co-workers on
the Cisco phone system. Outside calls still hear the Standard greeting.
oPlease Note: Recording a greeting does not automatically enable it
You can use the telephone keypad or voice commands to navigate menus
Available Documentation
Please refer to the Telephone Support web page
(http://www.wheaton.edu/Academics/Services/Computing-Services/Employees/Telephone-Support) for
all relevant documentation.
The Basics
To Change Your Greetings…
oLog in to your account by pressing the Messages button on your phone
oSelect Setup Option (option 4) and then Change Greetings (option 1)
To Check Your Messages…
oLog in to your account by pressing the Messages button on your phone or by pressing the
Messages session button that appears on the right side of the screen and when prompted type
in your PIN.
oPress 1 to play messages
oPress 3 to review old messages

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 9
Listening to a message
oWhile listening to a message you can press the following keys to change how the message is
played.
oPress 4 to slow down the message
oPress 6 to speed up the message
oPress 8 to pause the message
oPress 7 to Rewind the message 5 seconds
oPress 9 to Fast Forward the message 5 seconds
oPress # to skip the message
oPress ## to save and skip message
To Send A Message…
oLog in to your account by pressing the Messages button on your phone
oSelect Option 2
oRecord your message
oPress # to continue with addressing options
To Forward a Message To Another Mailbox
oWait for the message to finish playing
oSelect Option 5
oRecord your introduction (if desired) followed by the pound key (#)
oEnter the recipients extension number followed by the pound key
oConfirm the recipient’s name by pressing the pound key
oPress the pound key one more time to send the message

Wheaton College
Cisco 8961 Phone and Voicemail User Guide
Revised 10/5/2012 Page 10
New Stuff
Please note that the features listed below are optional and are not required for basic voicemail operations.
Cisco Personal Communications Assistant Web Tools…
oAccessed by going to http://voicemail.wheaton.edu
oLog in using your network user id and password
oUnity Connection Messaging Assistant
Preferences / Phone Menu
General behavioral options, including keypad/voice command input
Preferences / Message Playback
Preferences / Transfer and Screening
Not applicable at this time
Passwords / Change Password
Remember: Password is for web tool access
Passwords / Change PIN
Remember: PIN is for phone access
Greetings / View Greetings
Record and manage various greetings (mentioned above)
Notification Devices
Can be notified via email or telephone when new voicemail messages arrive
Contacts & Private Lists
We recommend using your CUPC/Jabber client to create contacts.
oUnity Connection Web Inbox
Listen to existing messages in your inbox via phone or computer
Create new messages using phone or computer
Delete messages