Cisco 7961 User manual

Phone and Voicemail
User’s Guide For
Cisco 7961 Phones
Martinez Unified School District
Technology Department

Table of Contents
General Information ........................................................................................... 1
Understanding Lines vs. Calls .......................................................................... 2
Selecting Calls .................................................................................................... 3
Viewing Calls and Switching Between Calls ................................................... 4
How to Use the Handset and Speakerphone……………….............................. 5
Transfer a Call .................................................................................................... 7
Transfer a Call Directly to Voicemail ................................................................ 7
Placing a Conference Call ................................................................................. 7
Remove Conference Participants ..................................................................... 8
View Conference List ......................................................................................... 8
Join....................................................................................................................... 8
Using the Mute Button ....................................................................................... 9
Customizing the Phone Settings ...................................................................... 9
Changing the LCD Contrast ............................................................................ 11
Using the Call History ...................................................................................... 12
Expansion Module............................................................................................. 13
Voicemail…………….......................................................................................... 14
Help/Support...................................................................................................... 15

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General Information
Your Cisco phone is a smart phone with context-sensitive buttons. This means that the
functions a button performs change depending on what you’re currently doing. For
instance, if you haven’t picked up the telephone handset (it is onhook) your buttons will
have different labels then if you have picked up the handset to answer or place a call
(offhook.) As you learn to operate your phone, it is important to understand the phone
behaves differently when it is onhook and offhook.
On-Hook —The phone handset is resting in the cradle, no calls are
active, and you do not have an active dial tone. Your phone provides onhook
dialing, which enables you to enter or choose phone numbers before
activating the call.
Off-Hook —The phone handset is lifted from the cradle, the
speakerphone is active, or any of several other methods are used to get a
dial tone or to answer an incoming call.

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Understanding Lines vs. Calls
Another key concept is differentiating lines and calls. It is sometimes easy to confuse
lines and calls on your phone. Your phone has a limited number of phone lines
programmed on it. Each phone line can handle multiple calls.
Lines
The Cisco IP Phone 7961 supports up to six lines. The number of lines available
on your phone depends on how your system administrator has configured your
phone’s programmable buttons. To see how many lines you have, look at the line
area of your phone screen. You have as many lines as you have phone
numbers.
Calls
Each line can support multiple calls. Therefore, you might find yourself handling
several calls on one phone line. The default configuration is four calls per line
with a busy trigger of two calls. This means that if you have two active calls,
the next incoming call will trigger the Call Forward – Busy setting and forward the
call to the programmed destination, normally to voicemail.

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Selecting Calls
If you’re handling multiple calls at the same time, you may have to select the call you
want to use with a particular feature. For example, if you have four held calls, but only
want to join two of them to a conference call, you can select the calls that you want to
add to the conference before activating the feature.
Highlighting a call: Use the Navigation button to scroll through the call list.
Highlighted calls appear slightly darker than other calls.
Selecting a call:
Highlight a connected or held call and press Select.
Note: You may need to push the More softkey to find the Select softkey.
Verifying selected calls:
Use the Navigation button to scroll through the list of calls. Selected calls are
grouped together in the call list.

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Viewing Calls and Switching Between Calls
These tips can help you switch between 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.
Tips
•Only one call can be active; other calls will be placed on hold automatically.
•When you have multiple calls on one line, calls with the longest duration display
at the top of the call list.
•Calls of a similar type are grouped together in the call list. For example, calls that
you have interacted with are grouped near the top, selected calls are grouped
next, and calls that you have not yet answered are grouped last.
If you want to:
Switch between calls on one line:
Highlight the call you are switching to and press Resume. The other call is placed on
hold automatically.
Switch from a connected call to answer a ringing call…
Press Answer or press the corresponding button for the line with the incoming call.
Doing so automatically places the first call on hold.
Switch between calls on different lines:
Press the corresponding button for a line that has a call on hold. (The line displays the
call-on-hold icon.) If there is a single call holding on the line, it will resume automatically.
If there are multiple calls holding on the line, scroll to the specific call (if necessary) and
press Resume.
See all calls on a specific line:
Press the Information Button (designated with an I or a?), then immediately
press the line button. Doing so shows call details but will not impact the call state; it is
therefore useful if you are talking on one line and want to view held calls on another
line.
See an overview of line activity (one call per line):
Press the corresponding button for the highlighted line. (A line appears highlighted
when the calls associated with it are displayed on the phone screen.) Doing so prompts
the phone to switch to call overview mode and display one call per line. This call is
either the active call or, if all calls are on hold, the held call with the longest duration. To
return to the standard view, press the Information Button (designated with an I or a?),
then immediately press the line button.

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How to Use the Handset and Speakerphone
Using the Handset
To place or answer calls using the handset
1. Lift handset from cradle to place or answer a call.
To switch from handset to speakerphone
1. Press the Speaker button in the lower right corner of the phone.
2. Replace Handset in the cradle.
To place or answer calls using the speakerphone
1. To place a call using the speakerphone, press the Speaker button on the lower
right corner of the phone base and dial the number
2. To hang up, press the Speaker button again.
OR
1. Press the Softkey located directly below the words New Call on the LCD screen.
2. To hang-up, press the Speaker button.
To Place a call using speed dial
1. Press the button located on the right hand side of the LCD screen that is directly
across from the desired entry. The speed dial entries are indicated by a grid of 12
dots along with an associated name.
(NOTE: to have specific numbers set on speed dial, contact the Technology
Department Help Desk and they will program your phone.)
Re-dialing the most recently called number
1. Lift the Handset.
2. Press the Softkey for Redial.
To place a caller on hold:
1. When a call is active, the word Hold will appear along the bottom of the LCD
screen. Press the Hold Softkey located directly below the word Hold on the LCD
screen to place the caller on hold.
2. To return to that call, press the Softkey located directly below the word Resume
on the LCD screen.
To place a caller on hold and then call another person on a second
line:
1. Press the Softkey located directly below the word Hold on the LCD screen to
place the caller on hold.
2. Press the Softkey located directly below the words New Call on the LCD screen
to get a dial tone.
3. Dial the desired number.

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4. To return to the first caller, press the Softkey located directly below the word
Hold on the LCD screen which will place the second caller on hold.
5. Press the Up or Down scroll arrows, located below the LCD screen to highlight
the original caller’s ID.
6. Press the Softkey located directly below the words Resume on the LCD screen
to return to the original caller.
7. To end the call, press the Softkey located directly below the words End Call on
the LCD screen to drop the active caller.
8. Press the Up or Down scroll arrows, located below the LCD screen to highlight
the remaining caller’s ID.
9. Press the Softkey located directly below the word Resume on the LCD screen to
return to the selected caller.
Using multiple lines
On some phones, multiple lines may be available. Callers are automatically put on hold
when a user moves from one line to another. The buttons for the different available lines
are located on the right hand side of the LCD screen. A telephone icon is displayed on
the screen for each line.

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Transfer a Call
1. To transfer an active call, press the Softkey located directly below Transf. on the
LCD screen.
2. Dial the number to which the call is to be transferred.
3. Once the line begins to ring, push the Transf. key again or wait until the party
answers, announce the call, and then press the Transf. key.
4. Hang up to end involvement in the call.
•Note: If you need to cancel your transfer (such as the person you are transferring
the call to does not answer), press the End Call softkey to end that call and then
press Resume to return to your original call.
Transfer a Call Directly to Voicemail
1. Press the Transfer Softkey.
2. Dial ** and then the 5 digit phone number. Ex: **33333
3. Press the Transfer Softkey again to complete the transfer.
Placing a Conference Call
1. Place the initial call.
2. Press the Softkey located directly below the word more until Confrn is visible.
The caller is automatically on hold and a new line is opened.
3. Dial the new party.
4. After the call is answered, press the Confrn Softkey again. This will add the
second party to the call.
5. Repeat steps 2-4 to access more participants to the conference call. (NOTE:
when the initiator of the conference call disconnects, the call is terminated. If the
hold button is
1. used by the initiator, the other parties cannot talk to each other. Use the Mute
button in order to avoid disrupting other callers.
Note: You may add up to 7 to your conference call for a total of 8 conferees.
Dropping the last caller from a conference call
While on a conference call the user can drop the last person who had been
added to the conference call.
1. Press the More Softkey.
2. Choose RmLstC (remove last caller) Softkey. The last person is dropped from
the call.

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Remove Conference Participants
Allows the conference initiator to drop participants from the conference call by using
Remove or Remove Last Conference Participant:
•Remove drops the selected participant
•Remove Last Conference Participant drops the most recently added
participant.
To find the Remove Softkey, the user will need to first hit the More Softkey located at
the bottom right hand corner of the LCD screen.
Associated Softkeys: Remove and RmLstC
View Conference List
This feature allows you to view current participants in a conference call.
Associated Softkey: ConfList
To find the Conference List Softkey, press the More softkey. This will then bring up
another set of Softkeys at the bottom of the LCD screen. Press the ConfList softkey to
see the conference participants. When a participant is added or removed, the existing
participants will hear a tone through the handset. They can then press the Update
softkey to see the changes in the participant list.
The ConfList is a “snapshot” of the conference call. To clear the screen, the user should
hit the Exit Softkey twice to return to the normal phone screen.
Join
Allows you to join two or more calls that are on one line to create a conference call. You
remain on the call.
Associated Softkey: Join

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Using the Mute Button
The mute button will allow the user to prevent the caller from hearing what the user or
someone in the user’s room is saying.
To Mute the Handset, Speakerphone, or Headset
The mute functions the same way regardless of which voice receiver is being used.
1. Press the Mute button on the lower right corner of the phone base to mute the
user’s end of the conversation.
2. Press the Mute button again to allow the caller to hear the user’s end of the
conversation.
Customizing the Phone Settings
Adjusting the Volume Level
The volume level can be adjusted for whichever voice receiver (handset, speakerphone,
or headset) is currently active.
Adjusting the Handset Volume
1. Lift the Handset from the cradle.
2. Press the Up or Down Volume Arrows located on the lower right side of the
phone base.
3. Press the Softkey located directly below the word Save on the LCD screen to
save the changes.
4. Hang up the Handset to hang-up.
Adjusting the Speakerphone Volume
1. Press the Speaker button. Press the Up or Down Volume Arrows located on
the lower right side of the phone base.
2. Press the Softkey located directly below the word Save on the LCD screen to
save the changes.
3. Press the Speaker button to hang up.
Adjusting the ringer volume
1. Press the Up and Down Volume Arrows located on the lower right side of the
phone base.
2. The ringer will automatically play. Continue pressing the Up or Down Volume
Arrows until the desired ringer level is reached.

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Changing the ringer sound
There are 25 different ringer sounds to choose from.
1. Press the Settings mode button located on the lower right side of the phone
base.
2. Press the number 2 on the number pad to select the Ring Type option. For the
primary line on the set, remain on the DEFAULT ring line of the phone, otherwise
you will change the ring for other lines on the set.
3. The Ring Type menu list is displayed. To select a ring type, press the Up and
Down Scroll Arrows, located below the LCD screen to highlight the desired ring.
–OR- Using the number pad, press the number that corresponds to the desired
sound to select that ring type.
4. Press the Softkey located directly below the word Play on the LCD screen to
hear the selected ring type.
5. Repeat steps 3-4 until the desired ring type is found.
6. Press the Softkey located directly below the world Select on the LCD screen, in
order to choose the highlighted ring type.
7. Press the Softkey located directly below the word OK on the LCD screen.
8. Press the Softkey located directly below the word Save on the LCD screen to
save the changes.

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Changing the LCD Contrast
The color contrast can be adjusted on the LCD screen to improve the readability
of the display.
1. Press the Settings mode button located on the lower right side of the phone base.
2. Press the number 1 on the number pad to select the Contrast option. If the phone
does not have an expansion mode, continue to step 4.
3. If the phone has an Expansion Mode, the contrast can also be changed on it. Press
1 on the number pad to change the contrast on the Base Phone or press 2 on the
number pad and select Expansion Module option.
4. Press the Softkey located directly below the words Down or Up on the LCD screen
to change the contrast. (NOTE: the volume up or down buttons may also be used to
5. change the contrast in this step)
6. Once the desired level of contrast is achieved, press the Softkey located directly
below the word OK on the LCD screen.
7. Press the Softkey located directly below the word Save on the LCD screen, to save
the changes.

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Using the Call History
Through the directory services users can see a list of missed, received, or
recently played calls.
Viewing a List of Missed Calls
1. Press the Directories mode button.
2. Press the number 1 on the number pad to select the Missed Calls option.
3. A list of recently missed calls displays. The date and time of the missed call is
displayed along the bottom of the LCD screen.
4. To select a different missed call, use the Scroll Down Button to highlight the
desired listing.
5. Press the Dial Softkey to dial the highlighted record.
6. If the user does not wish to dial the number, press the directories mode button
again to exit the directory.
Viewing a List of Received Calls
1. Press the Directories mode button.
2. Press the number 2 on the number pad to select the Received Call option.
3. A list of recently received calls displays. The date and time the call was received is
displayed along the bottom of the LCD screen.
4. To select a different received call, use the Scroll Down Button to highlight the
desired listing.
5. Press the Dial Softkey to dial the highlighted record.
6. If the user does not wish to dial the number, press the directories button to exit the
directory.
Viewing a list of Recently Placed Calls
1. Press the Directories mode button.
2. Press the number 3 on the number pad to select the Recently Placed Calls option.
3. A list of recently played calls displays. The date and time the call was placed is
displayed along the bottom of the LCD screen,
4. To select a different placed call, use the Scroll Down Button to highlight the
desired listing.
5. Press the Dial Softkey to dial the highlighted record.
6. If the user does not wish to dial the number, press the Directories button to exit the
directory.

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Expansion Module
An expansion module will be added to certain phones. It allows for up to 14 additional
lines. This will be most helpful to the administrative assistants. The display allows the
user to see if other users are on the phone and if they have voice mail. If the line is in
use the line button will glow red. A flashing yellow light indicates an incoming call to that
line. The Expansion Module must be plugged into an electrical wall jack.

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Voicemail
First Time Voicemail Setup
1. Press the Messages button located on the lower right corner of the phone base.
2. Enter the password (if you haven’t setup a password before, your password will be
1234.)
3. Continue following the voice instructions. See your main section for a list of voice
mail options. (NOTE: after recording the name and/or a new greeting, press the
pound key #) to stop recording.
Forwarding calls to voice mail
If a call is not answered after 4 rings, the call will automatically be forwarded to voice
mail. Follow the directions below to forward all calls to the voice mail system.
1. Press the CFwdALL Softkey.
2. Press the Messages mode button. After a brief pause the phone line will
automatically turn on the voicemail system. A notice will appear at the bottom of the
LCD screen stating that calls have been forwarded to voicemail.
Canceling voice mail
1. Press CFwdAll Softkey.
Accessing Voice Mail Messages
The red light on the phone’s handset lights up when there is a voice mail message. The
LCD screen displays the number of messages that have been received.
1. Press the Messages button and follow the voice instructions. Refer to the table at
the end of this section.
In the list of names on the Expansion Module, an envelope appears next to the name of
the person when there is a voice mail message. A notice stating that “you have voice
mail” will also appear at the bottom of the LCD screen. First, select the appropriate line,
before pressing the Messages mode button.
1. Press the line button that corresponds to the person whose voice mail is to be
retrieved.
2. Press the Messages mode button.
3. Enter the appropriate security code and follow the voice instructions. Refer to the
table at the end of this section.
Accessing Voice Mail Messages from Home
1. Dial the voicemail number (925 335-5999)
2. Press *
3. Enter your 4-digit telephone extension and press #
4. Enter your password and press #
Forwarding calls to another number
1. Press the CFwdAll Softkey.
2. Dial the number to which calls should be forwarded.

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3. After a brief pause, a notice will appear on the bottom of the LCD screen stating that
calls have been forwarded to that number.
Turning Off Forwarding to Voicemail
1. Press the CFwdAll Softkey.

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Help/Support
If you require assistance, please contact the Help Desk by calling 313-0414 x2114
You can also visit the Technology Department VOIP help page at
http://martinez.k12.ca.us
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