Setting up & using your
IP Telephone
Version:
2.2
Last Edited: 17/01/2017
Welcome to your new IP Telephone!
In order to help you get acquainted with your new phone this help
sheet provides a basic description of the telephone’s features and
a “how to” guide for logging on to the IP phone and using some of
the more common functions. Details of how to obtain further
training materials are listed in this document.
Calls to the Emergency Services
If you make a 999 call directly to the Emergency Services,
you should then also dial 3333 and advise the Security
Lodge, stating your name, your exact location and the
nature of the emergency. This will ensure that security
staff can direct the emergency services and minimise
unnecessary delays.
Telephone Numbers
Your new number will be of the form 01752 5 (8xxxx), your internal number
being a 5-digit number.
This telephone number is permanently allocated to you not to a department.
This means that you log into any internal IP telephone handset using your
‘extension mobility’ user ID and PIN to pick up Voice Mail and/or make and
receive telephone calls as if you were sat at your own desk.
Phone socket
Your handset will be plugged into the wall socket used for your computer, the
computer then connects into the back of your IP phone.
Navigating Your CISCO 7941 & 7961 IP Phones
Programmable
1 buttons
Depending on configuration, programmable buttons provide
access to:
• Phone lines (line buttons)
• Speed-dial numbers (speed-dial buttons, including the
BLF speed-dial feature)
Green, steady – Active call
Green, blinking – Held call
Amber, steady – Privacy in use
Amber, blinking – Incoming call
Red—Remote line in use (shared line or BLF status)
Technology & Information Services – IP Telephony User Guide
2
Phone screen
Displays features such as the time, date, your phone number,
caller ID, line/call status and softkey tabs.
3
Foot stand
button
Allows you to adjust the angle of the phone base.
4
Messages
button
Provides access to Voice Mail if subscribed by auto-dialling your
Voice Mail service)
5
Directories
Button
Opens/closes the Directories menu. Use it to access call
histories (missed calls, received calls, placed calls) and
directories. You can use each of these directories to locate
phone numbers and you can dial those numbers by selecting
them from the list.
6
Help button
Activates the Help menu on your LCD screen for a phone button
or function.
7
Settings button Opens/closes the Settings menu. Use it to access to phone
settings such as contrast and ring tones, network configuration,
and status information.
8
Services button Opens/closes the Services menu. Provides access to available
phone services. Use this button to access the Extension Mobility
service.
9
Volume button Increases or decreases volume for the handset, headset, and
speakerphone volume (off-hook) and the ringer volume (onhook). Also used to adjust the LCD screen contrast.
10 Speaker button Toggles the speakerphone on or off. When the speakerphone is
on, the button is lit. Pressing the speaker button allows “on hook
dialling” the same way pressing the primary line button does.
11 Mute button
Toggles the Mute feature on or off. When Mute is on, the button
is lit.
12 Headset button Toggles the headset on or off.
13 Navigation
button
Enables you to scroll through menus or call logs and highlight
(select) items displayed on the LCD screen. When the phone is
on-hook, displays phone numbers from your Placed Calls log.
Technology & Information Services – IP Telephony User Guide
14 Keypad
Works exactly like the telephone key pad on a traditional
telephone. Enables you to dial phone numbers, enter letters,
and choose menu items.
15 Softkey buttons Enables you to select any of the functions displayed on the
corresponding LCD screen tabs. Soft keys access feature
options displayed along the bottom of your LCD screen and
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.
16 Handset with Functions like a traditional handset. The light strip at the top of
light strip
the handset flashes when the phone rings and remains lit when
you receive a voice mail.
CISCO Interactive Tutorial
CISCO has developed an online interactive tutorial that takes you through the
features available on your IP phone.
You will find it at:
http://www.cisco.com/warp/public/779/largeent/avvid/products/7940/router_pa
ge.htm
Technology & Information Services – IP Telephony User Guide
Getting Started
1. Setting up Extension Mobility
This is the first thing you need to do when you receive your new handset.
You only have to set this up once. The phone will then remain allocated to
your extension number unless you log out, log in to a different phone or until
someone else logs in to the handset you are logged in to.

Press Services button.

The first option – ‘Extension mobility’ is automatically selected.

Choose the Select button.

You will be prompted for a user ID and PIN. Your user ID is your new
telephone extension number and the default PIN is 12345. (You are advised
to change your 5-digit PIN on the user options web page immediately to
something you will remember, but not the telephone extension number! See
further down this page for how to do this).
The configuration for the handset is indicated on the phone LCD display & will
now show your internal telephone extension.
When you go to another location and want to log in to the phone, the same
instructions apply. You will be logged out of your original phone and it will
revert back to the university default internal number of 6xxxx rather than your
extension. Use the same menu if you wish to log out of your phone without
logging in elsewhere.
Note: You can only login to one phone at a time and must log back in when
you return to your usual phone. If you are not logged in to a phone and you
and you receive a call, one of three things will happen.
1. The call will go directly to voicemail box if configured.
2. The call will forward to a colleague if you set a CFwdAll before you
logged out.
3. If neither of the above, calling parties will hear a fast beep (similar to
the engaged tone.
Please remember that if you leave your phone logged in then people can use
your telephone privileges, for example, if you have international dialling
capability.
Technology & Information Services – IP Telephony User Guide
2. Changing your Extension Mobility (Phone) PIN
You can set and change settings for your phone by logging into the user
options web pages.
 Press the “Services” button on you IP telephone handset. Enter your
Current PIN followed by New PIN and Confirm New PIN
 Using I.E or Chrome, (other browsers may give unpredictable results),
browse to http://cent-2-007.uopnet.plymouth.ac.uk and click on the second
option, “Cisco Unified Communications Self Care Portal”
 Login with your user ID (personal extension number) and your university
computer account password.
 Select General Settings followed by Phone Services PIN. Enter your
New Phone PIN and Confirm New Phone PIN.
 Click Save
 The web page will display “New PIN has been saved successfully.
3. Setting the Ring Tone and Volume on your Handset






Press the Settings button.
Choose ‘Ring Type’ and press Select Soft Key
Press Select soft key again to see the full list of available ring tones
Ring tones can be previewed by using the cursor key and Play soft key
With the preferred ring tone highlighted, press the Select soft key,
followed by OK followed by Exit twice.
Adjust ring tone volume by pressing the +- on the volume key.
Placing & Answering Calls
Placing a call
 Lift the handset and dial the number, or press NewCall soft key and dial,
or press the Speaker key and dial.
Note: You can dial hands free by dialling the number with the receiver on the
hook and then press the Dial soft key.
Ending a Call
 Return the receiver to the cradle or press the EndCall soft key.
Answering a Call
Your phone now features Caller ID. When you receive a call, the caller’s
telephone number or internal extension is displayed, if known. (There is a
single ring tone for internal and external calls).


Lift the handset
To use the speakerphone, press the Answer soft key or the Speaker
button.
Technology & Information Services – IP Telephony User Guide
Putting a Call on Hold
 Press the Hold soft key.
 Press Resume to continue the call.
Call Pickup, Transfer & Forwarding
You should be in the correct pickup group & hunt group when your IP phone is
deployed. This is necessary in order to use the Call Pickup facility.
If you find that you are not, or that a new group needs to be created please
contact the Support Desk on 88588.
Call Pickup



Pick up the receiver or press any Line soft key on your phone (hands free)
Press the Pickup soft key (call will start ringing on your phone)
Press the Answer key to receive the incoming call.
Call Transfer

During a call, press the Trnsfer soft key. This automatically places the first
call on hold.
 Dial the number you wish to transfer to.
 Once the third party answers press the Trnsfer soft key again to connect
the parties.
 If there is no answer from the third party, press the End Call soft key and
then the Resume soft key.
Call Forwarding (Call Forward All or Diverting)
The following describes how to set an “Unconditional” call forward or divert
where one rule is applied to all incoming calls which are diverted to an
extension that you specify.
Note: It can only be used to call forward or divert the primary number, i.e. the
first number listed on your telephone.
To forward all your calls to another number:
 Press the CFwdAll soft key (you will hear a confirmation beep).
 Dial the number you want to forward your calls to when prompted.
 Note: You cannot forward calls to a mobile telephone number unless you
specifically ask for the ability to do so.
To cancel Call Forwarding:
 Press the CFwdAll soft key.
Technology & Information Services – IP Telephony User Guide
Call Forwarding (Conditional)
The following describes how to set a “conditional” call forward or divert where
incoming calls are diverted to an extension that you specify under certain
conditions i.e. if you are already busy on a call or if the call goes unanswered.
You can also specify that internal calls are treated differently from external
calls.
Note: Use this option to call forward or divert both the primary and any
additional lines presented on your phone.



Using I.E or Chrome, (other browsers may give unpredictable results),
browse to http://cent-2-007.uopnet.plymouth.ac.uk and click on the second
option, “Cisco Unified Communications Self Care Portal”
Login with your user ID (personal extension number) and your university
computer account password.
From the left hand menu choose Phones, then Call Forwarding and
expand Advanced calling rules. Use the drop down dialogue to select
either Voicemail or specify another internal number. Fig 1 refers.
Figure 1
If you have more than one extension number configured on your phone, the
other line numbers are listed below the primary line.
Note that there are options for specify how internal calls are handles and
options for how external calls are handled.
Once all of the configuration changes are complete. Click Save.
Technology & Information Services – IP Telephony User Guide
Using Call Logs and Directories
Your phone holds logs of missed calls, placed and received calls. Each of
these listings can store up to 32 records.
A searchable university corporate directory will be built as staff are added to
the directory during the deployment.
There is also a Personal Directory on the phone. This allows you to add
personal contacts (Personal Address Book) and Personal Fast Dials. These
are created on the phone when you are logged in and will follow your profile.
View Call Logs




Press the Directories button.
Use the navigation button to select 1 of the 5 categories listed and press
the Select button.
As you navigate through the logs, call details are displayed.
Press the Exit soft key to return to the previous screen.
Dial from a Call Log or Corporate Directory



With the listing displayed, press the Dial soft key.
To edit a number (e.g. you may want to prefix an external number with 9)
press the EditDial soft key and edit the number before dialling.
Enter search criteria (e.g. first few letters of first and/or last name) in the
search fields and press the Search soft key. Select the record and dial in
the normal way.
Erase Call Logs

Press the Directories button and then press Clear.
NOTE: The Erase button permanently erases all your Missed, Placed and
Received call logs.
Using Speed Dials, Abbreviated Dials, and Fast Dials.
Speed dials can be assigned to line buttons down the right side of the phone.
The number of speed dials available depends on both the type of phone and
how the phone has been configured by the telephony administration team.
Setting Up and Using Speed Dials
 Using I.E or Chrome, (other browsers may give unpredictable results),
browse to http://cent-2-007.uopnet.plymouth.ac.uk and click on the second
option, “Cisco Unified Communications Self Care Portal”
 Login with your user ID (personal extension number) and your university
computer account password.
 Choose Phones – Phone Settings and expand Speed Dial Number. You
can either edit existing speed dials or click on Add New Speed Dial.
 Click in the first box and enter your chosen telephone number. Remember
to include the 9 for an outside line if it is an external contact.
Technology & Information Services – IP Telephony User Guide

Click in the adjacent box to enter a label. This is how the speed dial will be
displayed on your phone.
 Click Save.
Your phone will appear to reset and the speed dial will appear against a line
button. To use the speed dial, simply press the line button adjacent to the
speed dial.
Setting Up and Using Abbreviated Dials
 Using I.E or Chrome, (other browsers may give unpredictable results),
browse to http://cent-2-007.uopnet.plymouth.ac.uk and click on the second
option, “Cisco Unified Communications Self Care Portal”
 Login with your user ID (personal extension number) and your university
computer account password.
 Choose Phones – Phone Settings and expand Phone Contacts.
 You can either edit existing phone contacts or Create New Contact.
 Click in the first box and enter your chosen telephone number. Remember
to include the 9 for an outside line if it is an external contact.
 Click in the adjacent box to enter a label. This is how the speed dial will be
displayed on your phone.
 Click Save.

To use a configured Abbreviated Dial
 On the telephone keypad, enter the row number of the abbreviated dial.
 Press the AbbrDial soft key
 Lift the telephone handset
Technology & Information Services – IP Telephony User Guide
Further Help

If you have problems with your phone, contact the Support Desk
(telephone (01752) 588588 or email servicedesk@plymouth.ac.uk

University’s PlymTEL project home page:
http://intranet.plymouth.ac.uk/itinfref/plymtel

Online tutorial:
http://www.cisco.com/warp/public/779/largeent/avvid/products/7940/router
_page.htm

TIS Self Help:
http://tisselfhelp.plymouth.ac.uk/novo/admin/virtual/imgs/IP%20Telephony
%20Help%20Sheet.pdf
Technology & Information Services – IP Telephony User Guide
Download PDF
Similar pages