Using Your Cisco 7940/7960 IP Telephone

1. Using Your Cisco 7940/7960 IP Telephone Nancy James njames@ohio.net P: 330.658.2442

2. Cisco 7940G IP Phone Overview 3 1.Handset 2.Message Waiting Light 3.Speaker 4.Display 5.Line/Feature Buttons 6.Foot Stand Adjustment 7.Soft Keys 8.Messages Button 9.Directories Button 10.Info Button 11.Settings Button 12.Services Button 13.Volume Up/Down Buttons 14.Speaker Button 15.Mute Button 16.Headset Button 17.Scroll Up/Down Buttons 18.Dial Pad 5 2 4 6 1 7 8 9 10 11 12 13 18 17 16 15 14

3. Cisco 7960G IP Phone Overview 3 1.Handset 2.Message Waiting Light 3.Speaker 4.Display 5.Line/Feature Buttons 6.Foot Stand Adjustment 7.Soft Keys 8.Messages Button 9.Directories Button 10.Info Button 11.Settings Button 12.Services Button 13.Volume Up/Down Buttons 14.Speaker Button 15.Mute Button 16.Headset Button 17.Scroll Up/Down Buttons 18.Dial Pad 5 2 4 6 1 7 8 9 10 11 12 13 18 17 16 15 14 **Similar to the 7940

4. The Cisco 7940G/7960G IP Phone features a large pixel-based display including:This display configuration will vary based on the services available. Your Telephone Number Date & Time One or More Line Appearances Useful Information Call Center Queue Appearances A Soft Menu Speed Dial Assignments (optional)

5. Cisco 7940G/7960G Soft Menu • The Soft Menu works in conjunction with the four (4) soft keys that • appear directly below the menu. • The Soft Menu buttons change their functions depending upon the • current state of the phone (i.e., inactive, active etc.) • In some cases, you may need to press the More soft key to access • additional features • The specific soft key menu options and their position may differ depending • upon the features assigned to your phone and how they are provisioned. • Display will vary based on services available Phone Inactive Phone Active

6. Adjusting the Phone • To Adjust the Display Contrast: – Press the Settingsbutton – Highlight Contrast using the up/down arrow scroll keys – Press the Selectsoft key – Use the Up/Down soft keys to change the display contrast – Press the OKsoft key • To Adjust the Ring Volume – While the handset is in the cradle and the speakerphone is off, use the Volume Up/Down buttons to change the Ring Volume. • To Adjust the Handset Volume – Remove the handset from the cradle and use the Volume Up/Down buttons to change the Handset Volume. • To Adjust the Speakerphone Volume – Press the Speakerbutton to activate the speakerphone and use the Volume Up/Down buttons to change the Speakerphone Volume. • To Change the Ring Type – Press the Settings button – Highlight Ring Type using the Scroll Up/Down buttons or by pressing 2 on the keypad – Press the Selectsoft key – Use the Up/Down soft keys or the Volume Up/Down buttons to highlight the desired ring type. Press the Playsoft key to hear the highlighted ring type. – Press the Selectsoft key to select the ring type – Press the OKsoft key to exit the menu

7. Dialing • Manual Dialing – To dial an internal extension: Dial the Extension Number Note: You can use internal extension dialing even if the other extension resides in another location. – To dial a local call: Select a line, select new call soft key, Dial Telephone Number – To dial a long distance call: Select a line, select new call soft key, Dial 1 + Telephone Number (unless you have universal dial then it is: Dial the Telephone Number) – To dial an international call: Select a line, select new call soft key, Dial 011 + Country Code + City Code + Telephone Number • Redial –To redial the last number called: Press the Redial soft key • Return Call –To call back the last person who called you •Dial *69 •Verify the number and press 1 to return the call •Wait for the called party to answer – Note: Return Call is only available if the previous caller’s Caller ID information is available.

8. Setting Up Voicemail (Default Menu) • To Change Your Voicemail Password – Access your voice mailbox by pressing the Messages button – Select option 3 to change your voicemail password – Enter your new voicemail password followed by the # key – Enter your new voicemail password again followed by the # key to confirm • To Record Your Personal Greetings – Access your voice mailbox by pressing the Messages button – Select option 5 to record your personal greetings. – Select which greeting you’d like to record: • Press 1 to record your No Answer greeting. This greeting is played for your callers when you don’t answer your phone. • Press 2 to record your Do Not Disturb greeting. This greeting is played for your callers when you have the Do Not Disturb feature active. • Press 3 to record your Busy greeting. This greeting is played for your callers when you’re talking on the phone. • Press 4 to record your Name • Press * to return to the main menu. – After the tone, record your greeting. Press the # key when finished.

9. Call Forward (All Calls) • Call Forward (All Calls) allows you to forward all incoming calls to another extension or number. Calls forwarded to internal extensions that are not answered will roll back to your own voicemail. Calls forwarded to external numbers that are not answered will roll to the voicemail box associated with the forwarding destination, if available. Note: Your account must be configured by the Service Provider to allow you to forward calls to externally. • To enable or modify Call Forwarding –Using the Menu: • Press the line button for the line you wish to forward • Press the Forward soft key • Enter the extension or telephone number for the forwarding destination. For external numbers, be sure to include the Outside Access Digit. • Press the End Call soft key –Using Star Codes: • Lift the handset and dial 72* • Enter the extension or telephone number for the forwarding destination followed by the # key. For external numbers, be sure to include the Outside Access Digit. • Press # to confirm followed by 2 to exit • Hang up • When your phone is forwarded, your display will indicate Fwd in the display. • To Cancel Call Forward (All Calls) – Using the Menu: • Press the line button for the line you wish to cancel forwarding • Press the Forward soft key • Press the End Call soft key – Using Star Codes: • Lift the handset and dial 73* • Hang up

10. Call Waiting • Call Waiting enables you to answer an incoming call without disconnecting an existing call. • To Answer an Incoming Call While Already on a Call: – Press the Answer soft key. The original caller will be placed on hold. • To Return to the Original Caller: – Use the Scroll Up/Down Buttons to highlight the original caller – Press the Resume soft key • If your phone is configured with Caller ID, you will also see Caller ID for call waiting calls.

11. Conferencing (N-Way) • Conferencing enables you to join multiple parties together into a single call. The maximum number of parties that you can join together depends upon your service provider. • To add a party to an existing call: – Press the More soft key repeatedly until the Confrn soft key is visible. – Press the Confrn soft key to place the existing call on hold and provide dial tone – Dial the extension or number of the person that you’d like to add to the call. Be sure to include the Outside Access Digit for external calls. – After the party answers, press the Confrn soft key to join the parties together. If you reach voicemail or the party doesn’t wish to join the conference, press the End Call soft key followed by the Resume soft key to return to the original call/conference without adding the party to the call. – Repeat these steps to add additional parties to the call. • If you initiate a conference call and then hang up, the other parties will be able to continue the call after you disconnect.

12. Directed Call Pickup • Directed Call Pickup allows you to answer a specific phone within your pre-defined Directed Call Pickup Group. Directed Call Pickup Groups are managed by your Service Provider. • To Pickup a Call from a specific phone: – Using a Directed Call Pickup feature button •Press the More soft key repeatedly until the Direct soft key is visible. •Press the Direct soft key •Enter the extension number you wish to answer. Note: The extension must be within your own Directed Call Pickup Group. – Using Star Codes • Lift the handset and dial *12 • At the dialtone, dial the extension number of the extension you wish to answer .Note: The extension must be within your own Directed Call Pickup Group.

13. Do Not Disturb • Do Not Disturb makes your phone unavailable for incoming calls. Incoming calls will automatically get routed to your voicemail. Alternately, your Service Provider can configure your Do Not Disturb destination to be any other extension or telephone number. •To enable Do Not Disturb: – Press the DnD soft key -or-Lift the handset, dial *04 and hang up. – The display will show “Do not disturb is active”. •To disable Do Not Disturb: – Press the DnD soft key-or-Lift the handset, dial *04 and hang up. – The “Do not disturb is active” message will disappear. • You can record a special voicemail greeting that callers will hear when you have Do Not Disturb active and they get routed to your voicemail.

14. Hold • Hold enables you to place a call on hold for rapid retrieval from the same phone. Calls placed on hold can not be retrieved from other extensions (see Multi-Line Call Park). • To place the current call on hold: – Press the Hold soft key. Depending upon your configuration, the held party will either hear silence, music on hold or an announcement. • To retrieve the held call: – Press the Resume soft key • When a call is placed on hold, your phone will ring once every minute to remind you that you have a held call.

15. Intercom • Intercom allows you to make an announcement through another person’s phone and have them be able to respond instantly in hands-free mode using their speakerphone. Intercom is not supported on analog phones and some IP telephones. • To initiate an Intercom call: – Press the More soft key repeatedly until the Intcom soft key is visible. – Press the Intcom soft key–Dial the extension of the other party – If the other party has Do Not Disturb enabled or they are already on the phone, you will get a busy signal when you try to Intercom them. •Receiving an Intercom call: – When someone initiates an Intercom call to your phone and your phone is idle, your phone will beep and your speakerphone will be enabled.

16. Multi-Line Call Park • Multi-Line Call Park allows you to park one or more calls and then pick up these calls from any phone. • To Park a Call: – Tell the caller that you will be placing them on hold. – Press the More soft key repeatedly until the MCPark soft key is visible. – Press the MCPark soft key–The system will select a Call Park extension and park the call at that extension. The system will announce the Call Park Extension to you and display it on the telephone display. – Hang up • To Retrieve a Parked Call: – Lift the handset – Dial the Call Park Extension of the call you wish to retrieve

17. Mute • Mute disables the microphone of the handset, speakerphone or headset so you can have a private conversation. • To enable Mute: – Press the Mute button. The Mute button will glow red and the display will briefly indicate “Microphone Mute On ”to indicate that Mute is active. • To disable Mute: – Press the Mute button again. The Mute button will go dark and the display will briefly indicate “Microphone Mute Off” to indicate that Mute is cancelled.

18. Transfer • Transfer enables you to transfer an active call to another extension or telephone number. • To transfer an active call: – Press the More soft key repeatedly until the Trnsfer soft key is visible. – Press the Trnsfer soft key – Dial the extension or telephone number to which you want to transfer the call – If the called party answers, you may consult with them. To finish the transfer, hang up-or-press the Resume soft key to cancel the transfer and return to the holding party. – If the called party doesn’t answer, hang up to transfer the call into the called party’s voice mailbox or press the Resume soft key to cancel the transfer and return to the holding party. – To transfer directly to Voicemail you will Press the More soft key, then the Trnsfer soft key, then dial a 3 digit code + the extension and hang up • Note: Pressing the End Call soft key will disconnect both parties (i.e., calling party and called party).