Knowledgebase
Phone information (users)
Posted by Nicholas Peebles on 10 July 2017 11:15 AM
Before using these instructions, if you are not yet familiar with the available buttons and options on your phone, please see the following appropriate Hardware Overview documents.

Setting up voice mail preferences

Your first step in using Cisco Voice Mail System is to set up your voice mail preferences. When you first access the voice mail system, you will hear the first-time enrollment conversation. The first-time enrollment conversation is a set of prerecorded prompts that guide you as you do the following
tasks:
• Record your name.
• Record a greeting that outside callers hear when you do not answer your phone.
• Change your Passcode (aka PIN).

Setting up your Voice Mail Preferences

  • Press the Voice Mail button on the phone    or dial 2900 to access the voice mail system.
  • Enter in your PIN followed by #.  Your initial PIN is 1111. Later you will be instructed to change this PIN to one of your own choosing.

Establishing a Recorded Name

  • Say your first and last names at the tone, then press #
  • To keep the recorded name, press #
  • To re-record your name, say your first and last names at the tone, then press #
  • To keep the recorded name, press #

Establishing a Personal Greeting

  • The system already has a standard pre-recorded message. To personalize your greeting, press 1
  • To re-record your greeting, press 1
  • When prompted, record your greeting and then press #
  • To keep your greeting and continue press #

The Cisco phone system also allows you to record a secondary message.

To set up an alternate greeting

  • Pick up the headset and press the messages button
  • Enter your pin
  • Press 4
  • To change the greeting press 1
  • To edit other greetings (alternate) press 3
  • To turn on the alternate greeting press 2

Establishing your PIN

Your initial PIN is 1111.  It is important that you change this PIN to one of your own choosing.

  • Your PIN must be at least 4 digits long
  • To change your PIN, when prompted enter new pin followed by #
  • Enter the new PIN again to confirm, and then press #
  • If you need assistance with your PIN, contact the Help Desk at (574) 535-7700, or send an email to helpdesk@goshen.edu

Directory listing

  • By default all users are listed in the phone directory listing which allows others on campus to call them even if they don't know their extension number. If you wish to not be listed in the phone directory, contact the Phone Administrator at (574) 535-7700.

 

Set a ringtone

You can customize how your phone indicates an incoming call.
You can also adjust the ringer volume for your phone.

Procedure:

Step 1 Press Applications 

Step 2 Select Preferences.

Step 3 Select Ringtone.

Step 4 Select the required ringtone.

Step 5 Press Play to play the ringtone.

Step 6 Press Set to select the ringtone.

Step 7 Press Apply to confirm your selection, or press Cancel to go back to the Ringtone screen.

Step 8 Press Return to the Preferences screen.

 

Listening to voice mail

When you have new voice mail, you will see the status light on the hand set glow Red. You may also see the Message icon appear on the phone's display screen, or you will see "New Voicemail on line..." appear on the phone's display screen.  When you have cleared off all new voice mail messages, these indicators will disappear from your phone's display screen.

You can access your waiting messages one of three ways:

  1. press the soft key for "VoiceMail"
  2. or press the Voice Mail button on the phone   
  3. or dial 2900 to access the voice mail system.

To listen to your voice mail messages

  • Press the Voice Mail button on the phone    or dial 2900 to access the voice mail system.
  • Enter in your PIN followed by #
  • Your new messages will play automatically
  • to repeat playing a message, press 1
  • to save the message, press 2
  • to delete the message, press 3
  • to reply to the message, press 4
    • [this information still needs to be documented]
  • to forward the message, press 5
    • record your introduction at the tone. When you are finished, press #
    • spell the name of the person or distribution list by using the keys on your phone, then press #
    • press # to choose the person announced
    • press * to cancel
    • to forward, press #
    • to mark it urgent, press 1
    • for a return receipt, press 2
    • to mark the message as private, press 3
    • to mark for future delivery, press 4
    • to view your recording, press 5
    • to re-record your message, press 6
    • to add to the message, press 7
    • to add a name, press 91
    • to hear all names and delete names in the distribution, press 92
    • to copy yourself on the message, press 95
    • to cancel, press *
    • for help, press 0
  • mark as a new message, press 6
  • to skip back to the beginning of the message, press 7
  • for message properties, press 9
  • to cancel playing the message, press *
  • for help, press 0

Click here for other messaging options

 

Sending a voice mail

You can record a message and send it to someone else in the form of a voice mail message.

  • Press the Voice Mail button on the phone    or dial 2900 to access the voice mail system.
  • Enter in your PIN followed by #
  • to send a message, press 2
  • record your message and then press #
  • spell the name of the person or distribution list by using the keys on your phone, then press #
  • press # to choose the person announced
  • to send the message, press #
  • to add name, press 91
  • to mark as urgent, press 1
  • for a return receipt, press 2
  • to mark as private, press 3
  • to mark for future delivery, press 4
    • enter the time to the minute, then press #
      • to send the message, press #
  • to review your recording, press 5
  • to re-record the message, press 6
  • to add to the message, press 7
  • to add a name, press  91
  • to copy yourslef, press 95
  • to cancel the message, press *
  • for help, press 0

 

Making Phone Calls

Predial a Number

You can dial a number while your phone is on-hook (without hearing dial tone); this dialing action is called
predial.
Procedure:
Step 1 Enter a number using the keypad.
Step 2 Go off-hook using one of the following actions:

  • Lift the handset
  • Press Dial
  • Press Handset
  • Press Speakerphone

Place a Call Using Speakerphone

Procedure:
Step 1 Press Speakerphone
Step 2 Enter a number

Place a Call Using the Headset

Procedure:
Step 1 Press New Call.
Step 2 Ensure the headset button is lit. If the headset button is not lit, press Headset .
Step 3 Enter a number.

 

Search for Campus Directory listing

The Campus Directory menu contains campus contacts that you can access on your phone.
Your system administrator sets up and maintains the directory. 
If the phone is connected to the service using HTTPS, a Lock icon displays on the right side of the service header.

Dial Contact from Search

Procedure:

Step 1 Press Contacts 

Step 2 Select Campus Directory.

Step 3 Select one of the following options:

  • First Name
  • Last Name
  • Number

Step 4 Enter the search criteria information, press Submit, and select a contact.

Step 5 Perform one of the following actions:

  • Press Dial.
  • Press Details to check the user details.
  • Press the contact label number.
  • Press a line button.
  • Press Speakerphone 
  • Press Headset 
  • Pick up the handset.

 

Search and Dial While on Call

Procedure:

Step 1 Press Contacts 

Step 2 Select Campus Directory.

Step 3 Select one of the following options:

  • First Name
  • Last Name

Step 4 Enter the search criteria information, press Submit, and select a contact.

Step 5 Perform one of the following actions:

  • Press Dial.
  • Press Details to check the user details.
  • Press the number that is displayed in the upper right corner of the contact label.
  • Press Speakerphone 
  • Press Headset 
  • Pick up the handset.

 

View call history

Call History allows you to view information about the last 50 calls on your phone, listed under the following categories:

  • Missed: lists the last 50 missed calls
  • Received: lists the last 50 received calls
  • Placed: lists the last 50 placed calls
  • All: lists the last 150 calls, including Missed, Received, and Placed

A call icon displays to indicate the type of call. The caller ID displays with the call icon.

If the caller ID is unavailable, then the phone number displays. If the phone number is unavailable, then “Unknown” displays. 

All Call History items display in order by time (latest to oldest). 

You can also dial a number directly from the Call History list.

Procedure:

Step 1 Press Applications  

Step 2 Select Call History.

Step 3 Scroll and select a call record or call group.  If you wish to call this person back, press the Call soft button.

Step 4 Press Exit to return to the Applications screen.

 

If you wish to clear the call history:

  • Press Applications  
  • Select Call History
  • Press the More soft button
  • Press the Clear soft button
  • Press the Delete soft button to delete the call history, press the Cancel soft button to cancel
  • Press the Exit soft button repeatedly until you are back to the main display screen

 

Viewing missed calls

If you missed a call, you may see "missed call" displayed on the phone. You can view information about the missed call, or ignore it.

  • To view the information about the missed call, press the Missed soft button
  • You can press the Details soft button to see more details
  • You can press the More soft button to either delete or clear the call from call history. To delete, press the Delete soft button. To clear, press the Clear soft button
  • Press the Exit soft button to return to the main display screen
  • To ignore any missed calls, press the Ignore soft button

If you don't see the "missed call" displayed on the phone, an alternate way to view missed calls is to

  • Press Applications   and select Call History.
  • Select the required phone line and view the individual calls or call groups for that line and press Missed Calls.
  • Press Exit to return to the Applications screen.

 

Switching between speaker and headset

Speakerphone button: Toggles the speakerphone on or off  

When the speakerphone is on, the button is lit.

 

Headset button: Toggles the headset on or off  

When the headset is on, the button is lit.

 

Making and receiving intercom calls

Intercom allows you to place and receive one-way calls using a dedicated or dialable intercom line.

When you place an intercom call, the recipient’s phone autoanswers with mute activated (whisper mode) and broadcasts your message through the recipient’s speakerphone or headset if one of these devices is active.

After receiving the intercom call, the recipient can initiate two-way audio (connected mode), by pressing the line button, to allow for further conversation.

Place a Dedicated Intercom Call

Procedure:
Step 1 Press Intercom.

Note: Your phone enters whisper mode until the recipient accepts the intercom call. If you are on an active call, that call is placed on hold.

Step 2 Listen for the intercom alert tone, then begin speaking.

Step 3 Press Intercom to end the call.

Place a Dialable Intercom Call

Procedure:
Step 1 Press Intercom.

Step 2 Enter the intercom code.

Note: Your phone enters whisper mode until the recipient accepts the intercom call. If you are on an active call, that call is placed on hold.

Step 3 Listen for the intercom alert tone, then begin speaking.

Step 4 Press Intercom to end the call.

Receiving an Intercom Call

When you receive an intercom call, you hear an intercom-alert tone and your phone autoanswers the call.
Any current call activity that you are engaged in continues simultaneously, but the intercom caller cannot hear you.

To speak to the intercom caller, press the active Intercom button.

 

Answer a call

Answer allows you to answer the oldest call that is available on all line appearances on your phone, including Hold Reversion and Park Reversion calls that are in an alerting state.

Incoming calls always have priority over Held or Park Reversion calls. When you get a call, you see a notification window on the phone screen, called a call toast. The call toast remains visible for a preset amount of time. If an incoming call has been call forwarded from another phone, you may see additional information in the call toast to identify that the call has been forwarded.
For more information, contact your system administrator.

Answer Oldest Call First

To answer the oldest incoming call first, press Answer.
If there are multiple incoming calls, press Answer and then choose the required call.

 

Answer call using PickUp

Procedure

Step 1 Perform one of the following actions:

  • Press PickUp to transfer a ringing call within your pickup group to your phone.
  • If you have multiple lines and want to pick up the call on a nonprimary line, first press the desired line button, then press PickUp.

Step 2 If the call rings, press Answer to connect to the call

 

Call back

Procedure:

Step 1 Press Callback while listening to the busy tone or ring sound.

Step 2 Press Cancel to deactivate the call back.

Step 3 Press Exit to activate the call back.

 

Call park

Call Park allows you to use your phone to park (temporarily store) a call, which you can then retrieve from another phone (such as a phone at a coworker’s desk or in a conference room).

There are two ways you can park a call:

  • Park: Allows you to park an active call that you answered on your phone, and retrieve it from another phone in the Cisco Unified Communications Manager system.
  • Directed Call Park: Allows you to park and retrieve an active call in two different ways:
    • Assisted Directed Call Park: Allows you to park an active call using a feature button.
    • Manual Directed Call Park:Allows you to park an active call by transferring it to a Directed Call number.

 

Mute a call

Mute allows you to block audio input for your handset, headset, and speakerphone, so that you can hear other parties on the call but they cannot hear you.

Procedure:

Step 1 Press Mute to turn Mute on

Step 2 Press Mute again to turn Mute off.  

 

Hold call

Hold allows you to put an active call into a held state.
Your phone allows one active call at a time; other calls are put on hold.

Hold works with your phone handset as well as with USB headsets.

Procedure: 

  • You can put a call on hold by pressing Hold 

 

Disconnect a call

When you are on an active call or dialing, and want to release the call, the following actions occur:

  • The active call ends
  • The phone provides dial tone
  • The New Call displays

Procedure:

Step 1 When you are on an active call or while dialing, press Cancel.
Step 2 Enter the required number and press Dial.

 

Redial

Redial allows you to call the most recently dialed phone number.

Procedure:

Step 1 To place a call from any phone line, press Redial.

Step 2 To place the call on a specific phone line, select the line to obtain dial tone and press Redial.

 

Divert a call

Divert allows you to send an active or ringing call to your voicemail system or to a predetermined phone number. For more information, contact your system administrator. 
You can silence the incoming (ringing) call. Press Volume down once, then let the incoming call go to the target number (voicemail or predetermined number set up the system administrator).

Procedure:

Step 1 To redirect an incoming (ringing) call while on another call, use the Navigation pad to highlight the incoming call, then press Divert. Otherwise, press Divert to redirect the current, active call

Step 2 To redirect an incoming call while not on a call, press Divert

Step 3 To redirect a held call, first resume the call and then press Divert

 

Transfer

Transfer   allows you to redirect a connected call from your phone to another number.

  • You can redirect a single call to another number that you specify.
  • You can connect two calls to each other (without remaining on the line yourself).

Procedure

Step 1 Verify that you are on an active call (not on hold)

Step 2 Press Transfer 

Step 3 Enter the transfer recipient’s phone number or press a speed-dial button

Step 4 Wait for the recipient to answer or skip to Step 5 while the call is ringing

Step 5 Press Transfer  again

 

Forward a call to voice mail

To forward a call directly to someone's voice mail:

  • with the caller on the line, press the Transfer button  
  • enter in  *  and the person's extension number
  • hang up. The caller will hear their voice mail recording and then be allowed to leave a voice mail message. 

 

Swap

Transfer allows you to redirect a connected call from your phone to another number:

  • You can redirect a single call to another number that you specify.
  • You can also connect two calls on one line or two different lines to each other (without remaining on the line yourself).

Before completing a transfer procedure, you can press Cancel to cancel the transfer or you can press Swap to toggle between calls, which allows you to speak privately with each party.

Procedure

Step 1 While on a call, connect to the transfer recipient.

Step 2 To return to the original call, press Swap.
You can consult privately with each person before you complete the transfer

 

Swap Between Active and Held Calls

Use the line buttons to swap between holding and connected calls.

Procedure

If you have a held call and an active call, press the line button for the held call to resume that call and place the other call on hold automatically.

 

Making a Long Distance Call

The Cisco Phone System does not require the use of a long distance access code when making long distance calls. Simply press 9 to get an outside line, then press 1 and then the area code and number.

 

Group Pickup

Procedure:

Step 1 Perform one of the following actions:

  • Press Group PickUp to answer a call on a phone outside your pickup group.
  • If you have multiple lines and want to pick up the call on another line, first press the desired line button, then press Group PickUp.

Step 2 Enter the group pickup number.

Step 3 If the call rings, press Answer to connect to the call.

Answer Call Using Group PickUp and Phone Number

Procedure:

Step 1 Perform one of the following actions:

  • Press Group PickUp to answer a call on a phone outside your pickup group.
  • If you have multiple lines and want to pick up the call on another line, first press the desired line button, then press Group PickUp.

Step 2 Enter the number of the phone line with the required call.

Step 3 If the call rings, press Answer to connect to the call.

 

Other PickUp

Procedure:

Step 1 Press OPickUp to answer a call in your pickup group or in an associated group to your phone. If your phone supports autopickup, you are now connected to the call.

Step 2 If the call rings, press Answer to connect to the call.

 

MeetMe conference call

Meet Me allows you to call a predetermined number at a scheduled time to host or join a Meet Me conference. 
The Meet Me conference begins when the host connects.
Participants who call the conference before the host has joined hear a busy tone and must dial again. 
The conference ends when all participants hang up; the conference does not automatically end when the host disconnects.

 

Host Meet Me Conference

Procedure

Step 1 Obtain a Meet Me phone number from your system administrator.

Step 2 Distribute the Meet Me phone number to participants.

Step 3 When you are ready to start the meeting, lift the handset to get a dial tone and then press Meet Me.

Step 4 Dial the Meet Me phone number.

 

Join Meet Me Conference

Procedure

Step 1 Dial the Meet Me phone number that the conference host provided.

Step 2 If you hear a busy tone, the host has not yet joined the conference. In this case, hang up and try your call again.

 

 

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