Cisco Cisco 7940 User manual

Cisco 7940 - Handset User Guide
user guide
Contents
1. Cable Connections 2
2. Services 4
3. Directories 5
4. Programmable Keys 6
5. Using the Speakerphone 7
6. Using the Headset 7
7. Adjusting the Handset, Speaker-Phone, and Headset Volume 7
8. Placing a Call 7
9. Answering a Call 7
10. Ending a Call 8
11. Muting a Call 8
12. Putting a Call on Hold 8
13. Transferring a Call 8
14. Redialling a Number 8
15. Call Waiting 9
16. Using Call Pickup 9
17. How to make yourself available for Hunt Group calls 9
18. Placing a Conference Call 10
19. Exploring your call history 10
20. Enabling Do Not Disturb 10
21. Voicemail 11
22. Shortcuts 12
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1. Cable Connections
Before being able to use the handset it will need to be connected correctly. Please follow the guide.
1 AC adapter port (DC48V)
2 Power supply with AC adapter port plug
3 Power cable with wall socket plug
4 Network port (10/100 SW)
5 Access port (10/100 PC)
6 Handset port 7 Headset port

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1 Handset
Functions like a traditional handset. The light strip at
the top of the handset blinks when the phone rings and
remains lit to indicate a new voice mail message.
2 LCD screen
Displays features such as the time, date, your phone
extension, caller ID, line/call status, programmable
button status and soft key tabs.
3 Cisco IP Phone model type
Indicates your Cisco IP Phone model.
4 Programmable buttons
Buttons that can be programmed through SMT.
5 Foot stand adjustment
Allows you to adjust the angle of the phone base.
6 Directories button
User access to the directory.
7 ? or i button
Allows the user to get help on each key.
8 Settings button
Provides access to phone settings such as contrast
and ring sound network configuration, and status
information.
9 Speaker button
Toggles the speaker on or off.
10 Mute button
Toggles the mute on or off.
11 Headset button
Toggles the headset on or off.
12 Volume button
Increases or decreases volume for the handset,
headset, or speaker phone (depending upon which is
currently active). Also controls the ringer volume (if on-
hook), and the LCD.
13 Services button
Provides service information.
14 Messages button
Provides direct dial access to voicemail.
15 Navigation button
Used for scrolling through menus and feeds.
16 Dial pad
Works exactly like the dial pad on a traditional telephone.
17 Soft keys
Enables you to engage any of the functions displayed
on corresponding LCD tabs. Soft keys point to feature
options displayed along the bottom of your LCD screen.
Soft keys change depending on the status of your
phone. For example, you can see one set of soft key
options when you pick up the handset, and another set
when the phone is not in use.

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2. Services
The Services button enables access to a number of features;
Settings Call Forward
The user can view the current status of their call forward settings as configured in the
Phone Manager.
Speed Dials
The user can view the current speed dials configured from the Phone Manager and by scrolling
through the list and can initiate a call by selecting the Call button.
Show My Number
The user can choose whether to show or hide their number on outgoing calls.
Call Speed Dials The user can view the current speed dials configured from the Phone Manager and by scrolling
through the list, initiate a call by selecting the Call button.
News The user can access a number of news feeds and scroll through each story using the scrolling
keys. The Next and Previous keys enable the user to change the displayed story.
Weather The user can access weather reports for a relevant World city by using the keypad to enter the
city name and selecting Find (note that the exact search string must be entered). For example,
to find London, you press 555, 666, 66, 3, 666, 66. Pressing the Next key shows the next day’s
report. The phone will keep a list of the cities you have searched previously for easy retrieval.
Technical The user can view details about the handset such as Extension number, DDI number, MAC
address and IP address.
Note: Pressing the Back key from any Services menu delivers the user to the Main Phone Screen.

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3. Directories
The user has access to a T9 search of the phone directory (minimum 3 characters must be entered). The directory shows
contacts in the internal, shared and personal contact lists, as configured in the users Phone Manager.
You can use the scroll keys to move between contacts in the list and the Next and Previous keys to move to the next screen.
When viewing the list, there will be a letter in front of each entry identifying whether the contact is in the internal directory
(I), or in the contact list (C). Where the contact has more than one entry a + is also shown.
The user can scroll to the contact they wish to contact and then press Select to display the contact details.
The screen will display all of the information associated with the contact:
Bu - Business Line telephone number
Mo - Mobile telephone number
Ho - Home telephone number
Int - Internal telephone number
Other - Other telephone number
- Contact name
- Contact company
The user can either scroll to the number they wish to call and select Call or simply press the corresponding number on
the dial pad.

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4. Programmable Keys
The Cisco 7940 has 2 programmable keys which can be user defined through the SMT.
Note: When configuring any of the programmable keys, you need to lift the handset for the new settings to appear.
Pressing either of the buttons before they are configured you will see the message “Configure me now!”
You can contact your administrator or Concert Support Desk to configure the buttons to your requirement.
Commonly used functions are;
• LineSupervision
• HuntGroupMonitoring
• SpeedDialsorQuickDials
Line Supervision
Users can view the real time status of any subscriber within their company, including remote users. The extension of the
line being monitored will be displayed along with the following indications.
Users can intercept a call whilst it is ringing or can dial directly to
the supervised line by pressing the related button.
Hunt Group Monitoring
Users can view the status of the Hunt groups of which they are members. The name of the Hunt Group will be displayed
with the following indications.
Note: Users cannot intercept or dial the Hunt Group from this key.
SpeedDialsorQuickDials
You can program the buttons to be able to quickly dial commonly used numbers.
If the button is programmed as a speed dial, the number will be shown with #.
If the button is programmed as a quick dial it may be allocated a name of up to 4 characters.
This will be displayed next to the button.
Users can then dial by pressing the corresponding button.
On Hook
Off Hook
Ringing (call in progress)
On Hook
In Use

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5. Using the Speakerphone
To place and answer calls using the speakerphone, press the Speaker button.
To switch from speakerphone to handset during a call, simply lift the handset.
6. Using the Headset
To place and answer calls using a headset, plug an approved headset into the back of the phone base and press the
Headset button on the front of your phone.
7. Adjusting the Handset, Speaker-Phone, and Headset Volume
Follow these steps to adjust the volume on the handset, speakerphone, or headset.
Simply press the up or down Volume button when the handset, speaker-phone, or headset is in use.
Note: if you press the Volume button when none of these are in use, you are adjusting the ringer volume.
8. Placing a Call
You can place a call with your phone in any of the following ways:
• Dialthenumberwiththehandsetinplace(predial).Thecallwillautomaticallybeplaced.
• Liftthehandsetanddialthenumber.
• Ifyouareusingaheadset,presstheHeadsetbuttonanddialthenumber.
• Ifyouareusingthespeakerphone,presstheSpeakerbuttonanddialthenumber.
• IfyouhaveconguredspeeddialnumbersthroughPhoneManager,liftthereceiverenterthespeeddialnumber
followed by #
• Ifyouhaveprogrammedauserdenedbuttonasaspeeddialorsupervisedline,youcanpressthiskeytoplacea
call to the number.
• PresstheRedialkeytoautomaticallyplaceacalltothemostrecentlydiallednumber(displayedonthescreen).
• ByselectingtheDirectoriesbutton,youarepresentedwithaT9searchfacility,whereyoucansearchforacontact.
• Oncethecontactisidentied,youcanpressCalltoinitiateacalltothenumberchosen.
9. Answering a Call
To answer an incoming call:
• Liftthehandset.
• Ifyouareusingaheadset,presstheHeadsetbutton.
• Tousethespeakerphone,presstheSpeakerbutton.

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10. Ending a Call
To end a call:
• Hangupthehandset.
• Ifyouareusingaheadset,presstheHeadsetbutton.
• Ifyouareusingthespeakerphone,presstheSpeakerbutton.
11. Muting a Call
You can mute the handset, headset, or speakerphone during a call. The mute feature temporarily disables your phone’s
microphone. Mute prevents the party or parties on the other end of the line from hearing you, but does not interfere with
your ability to hear them.
To mute a call, press the Mute button. To disengage mute, press Mute again.
12. Putting a Call on Hold
When you put a call on hold, the call remains active even though you and the other party cannot hear one another.
• Toputacallonhold,presstheHold key.
• Toreturntothecall,presstheResume key.
• Ifmultiplecallsareonhold,usetheNavigationbuttontoselectthedesiredcallbeforeyoupressResume.
13. Transferring a Call
Follow these steps to transfer a call to another phone;
• Duringacall,presstheHold key.
• Dialthenumberorofceextensiontowhichyouwanttotransferthecall.
• Whenitringsontheotherend,pressTransf again. Or, wait until the person answers and then press Transf.
• Ifyouareusingahandset,hangup.
• Ifthenumbertowhichyouaretransferringisnotavailable,youcanretrievethecallbypressingResume.
14. Redialling a Number
To redial the most recently dialled number, press the Redial key. Doing so without lifting the handset activates the
speakerphone or headset.

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15. Call Waiting
If you receive an incoming call while on another call, you will hear a beep indicating another incoming call. An incoming
call indicator will also automatically appear on your phone’s screen.
• Topickupthewaitingcall,selecttheWaitingkey.
• Tosendthewaitingcalltovoicemail,selecttheClearkey.
• TotogglebacktotheoriginalcallselecttheResumekey.
16. Using Call Pickup
You can answer an incoming call that is ringing on a telephone extension other than your own by using the call pickup
feature.
How to Pick Up Calls within Your Group
Call pickup allows you to pick up incoming calls within your own group as defined by your system administrator in the
SMT. For example; your group might contain co-workers in a team.
Press the gPick key. The call will now be presented on your phone.
How to Pick Up Calls Outside of Your Group
Ringing extensions can be picked up from any handset on the site. Follow the procedure below.
• Whenaringingextensionisheard,pressthe‘…’ key on your phone.
• PressthedPick key.
• Dialtheextensionnumberoftheringinghandset.
• AnswertheincomingcallthatisredirectedtoyourphonebypressingPick.
17. How to make yourself available for Hunt Group calls
To receive calls to a hunt group, you must be available to take those calls. This can be achieved by using the RDY key.
By default your phone is READY, but you can toggle this setting easily:
• TomakeyourselfNOTREADYforthegroupcallspressthe‘…’ key, then select the nRDY key. nRDY state will be
shown on the display.
• TomakeyourselfREADYtoacceptcallspressthe‘…’ key, then select the RDY key.
• IfyouhaveprogrammedabuttontobeHuntGroupReady/NotReadyyoucanthesettingbyselectingthisbutton.

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18. Placing a Conference Call
Follow these steps to turn any call into a 3-way conference call;
• Duringacall,presstheHold key and then dial the second party.
• Whenthecallconnectsselectthe Conf key. The three parties will be connected together.
• TospeaktothecalledpartyindividuallythecallingpartycanselectSplit. To enter back into the conference select
the Conf key again.
• Duringtheconferencethecallingpartyhastheoptiontotransferthecalledpartiestogether.SelecttheTransf key.
• Thecalledpartiescanhangupatanytime.Ifthecallingpartyhangsupallcallsareterminated.
19. Exploring your call history
Each extension has the ability to view a history of all missed, received and placed calls.
Follow these steps to search the call history;
• ToaccessthecallhistorymenuselecttheCallskey.
Note: Option 4 will Erase all call lists.
• UsetheNavigationbuttontoselectthetypeofcallyouwishtosearchandpressSelect.
Note: You can delete individual lists at this point.
• UsetheNavigationbuttontoselectthecallyouwhichtosee.PressDetailtoseethecallrecord.
• IfyouwishtocallthenumberbackpresstheCallkey.
Note: At any point the Back key can be used to return to the previous menu.
20. Enabling Do Not Disturb
The Do Not Disturb feature enables you to direct all calls to your voicemail without ringing at your extension first. This
feature will override any Follow Me options that you have selected, ensuring that all calls are directed to your voicemail,
even if the Follow Me function is on.
• ToenableDoNotDisturbselecttheDNDkey.DNDstatewillbeshownonthedisplay.
• TodisableDoNotDisturbselectthenDNDkey.
• IfyouhaveprogrammedabuttontobeDND,youcantoggleyourstatusbyselectingthisbutton.
Note: The opposite state to that selected will appear next to the programmed button.

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21. Voicemail
Concert’s Hosted voice system offers both phone-based and web-based voicemail.
A message waiting indicator will automatically appear on your phone when there is a new voice message. The message
can also be emailed across to an e-mail address of your choice.
To retrieve the message from the handset:
• PresstheMessagesKey
• FollowtheVoicemenu
You can also remotely access your voicemail:
• Dial08454530003
• Whenpromptedenteryourfullextensionnumberfollowedbythe#key
• Enteryourfourdigitpasswordfollowedbythe#key.
Record your own voicemail greeting,then follow the instructions to edit and review your personal greeting.
Please note that you will then need to activate your greeting of choice via the main menu.
More Detailed information covering the voicemail menu system is available in the document Voicemail User Guide.

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22. Shortcuts
Function Shortcut
Redial Select Redial to dial the last number
Hold / Retrieve Answer the call
Select Hold
Resume returns to the call on hold
Transfer Answer the call
Select Hold
Dial the number or extension you are transferring to
Announce the call
Select Transf
Replace the handset
Resume returns to the call on hold
Speed Dial Enter Speed Dial number followed by #
Dials frequently used numbers Select Call
(defined in the Phone Manager). Lift receiver, enter Speed dial number followed by #
Quick Dial f you have programmed a user defined button to be a
Dials frequently used numbers quick dial you can call the number by pressing this button
(defined in the System Management Tool).
Missed, Received & Placed Calls Select Calls
Redial and recent calls. Then select Missed, Received or Placed
Use up/down arrows to select call
Select Detail to view the call
Select Call to call the number
Select Back to go to previous screen
Three-way Conferencing Select Hold
Conference calls can be made with incoming calls Dial the other party
(i.e. when you initiate both calls) as well as with two When the call connects select Conf
incoming calls or an incoming and outgoing call.

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Function Shortcut
Do Not Disturb Select … key
All your incoming calls will be diverted to voicemail. Select DND
If you have programmed a user defined button to be DND
you can use this to toggle your status.
If DND is not on you can still send incoming calls to
voicemail by selecting Reject
Directories Select the Directories button
Find contacts in your lists Enter a search string, press Find
Use scroll keys to select the contact
Press Select
Use scroll keys to select the contact you wish to call
Select Call
Services Press the Services key
Provides service information including; Select the service you require
BBT Help Desk contact details with auto dial
Call forward information (view current programming)
Speed dial information (view current programming)
News feeds
Weather feeds
Handset technical information
Directed Call Pickup Select … key
Answer calls ringing on another extension. Select dPick followed by the extension number
Answer the call by pressing Pick
Group Pickup Select gPick
Answer calls within a designated group. If you have programmed a user defined button you can
pick up with this.
Hunt Groups Activation Select …
When an incoming call will sequentially ring each Select RDY to join the Hunt Group extension within the
defined group. If you are a member Select nRDY to de-activate (take yourself out of the hunt group)
of a Hunt Group, you can activate or deactivate your If you have programmed a user defined button to be RDY you
extension in accordance with your availability to answer calls. can use this to toggle your status
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