Cisco IP Phone
Models 7941 and 7945
Quick Reference Guide
December 23, 2011
Emergency Calls
Dial 911 or 3 911
Place a Call
Lift handset (or press the Speaker button, the line button, or
New Call soft key) and dial number.
Dial "3" for an outside line.
To place a call directly to voice mail, dial * + extension.
Answer a Call
If you are using a headset, press Headset.
If you are using the speakerphone, press Speaker or
Answer soft key.
To End a Call
Hang up handset (or press the Speaker button, the line button or End Call soft key).
If you are using a headset, press Headset or End Call soft key.
Change Between Speaker & Handset
Speaker to handset: Lift handset.
Handset to speaker: Press the Speaker button and hang up.
Answer a 2nd Call
NOTE: Answering a 2 nd
call automatically puts the 1st caller on hold.
If call is on another line press the ringing line key to connect to second call.
If Call is on same line press the Answer soft key.
To disconnect one of the calls press End Call soft key on the call.
Redial the Last Number Called
Lift handset, press Redial soft key.
If you are using speaker phone, press Redial soft key.
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Mute a Call
Press the Mute button. Mute button lights.
To turn off mute, press the Mute button again.
Place a Call on Hold
While on a call, press HOLD soft key.
To return to a call, press RESUME soft key or press line button of the active call.
Immediate Divert to Voice Mail
While the line is ringing press iDivert soft key.
Transfer a Call
OPTION 1: Soft key transfer: While on call, press
Trnsfer soft key. First call is placed on hold. Dial number to transfer call to. Press Trnsfer a second time before called party answers (blind transfer) or after announcing the transfer.
OPTION 2: On-hook transfer: While on call, press
Trnsfer soft key. First call is placed on hold. Dial number to transfer call to. Hang up the phone before called party answers (blind transfer) or after announcing the transfer.
To cancel the transfer (before pressing the Trnsfer soft key a second time or before hanging up), press End
Call and then Resume soft keys to disconnect second call and return to original call.
Forward All Calls
Press CFwdAII soft key. After you hear 2 beeps enter number to forward all calls to. (To forward all calls to
voice mail, press the Messages button.) Flashing arrow on LCD indicates calls are forwarded.
Press CFwdAII soft key again to cancel the forwarding option. You will hear 1 beep. The flashing arrow will disappear.
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Do Not Disturb
To Activate: Press DND soft key. Your display shows
"Do Not Disturb is active". When a call is received the phone light flashes but the phone does not ring.
To Deactivate: Press DND soft key again.
Establish a Conference Call
Only the person who originated the conference can add more people to it. A user can conference in as many people as his phone device and system parameters allow.
While on call, press More and then Confrn soft keys.
This selects an available line and puts 1 st
call on hold.
Place call to another person. When call connects, press Confrn again to connect all parties. Repeat as necessary.
If you decide not to conference the called party, press
End Call and Resume to disconnect 2 nd
call and return to original call.
List Conference Participants
Users can view conference participants and initiator can remove participants.
Press Conference list soft key to display list of participants.
Press Update soft key to update participant list.
To remove participant, select name from list and press
Remove soft key.
Press Exit soft key to return to conference call.
Establish a Meet-Me Conference.
Meet-Me conferences allow people to have virtual group meetings over the phone. A Meet-Me conference has to be established from an IP phone.
Lift handset and press More and Meet-Me soft keys.
Enter a Meet-Me conference number. Numbers range from 6200 - 6204.
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Join a Meet-Me Conference
Lift handset and dial the Meet-Me conference number.
Join Multiple Active Calls
Users can join up to 16 active calls (on the same line) on an ad-hoc conference.
Select active calls to join to a conference. Press Join soft key.
Directories
Use Online Directories
The directories allow users to view and dial calls missed, received, and placed by the user as well as find and dial users in the system.
Press the Directories button. Scroll to highlight the directory to use and press Select soft key.
In the Corporate Directory enter the first few letters of either the first or last name or extension number of user and press Search soft key.
Scroll to select directory entry and press Dial soft key to dial the entry number.
Press Exit or Cancel soft keys to exit directories.
Use EditDial soft key to add or delete dialing digits as necessary and then press Dial to place a call.
View Call History
Press the Directories button.
Scroll to history list.
Press 1 for Missed Calls.
Press 2 for Received Calls.
Press 3 for Placed Calls.
Call from Call History
Press the Directories button.
Navigate to number from history list.
Press DIAL soft key if the number is correct including the 3 for an outside line.
Press EDITDIAL soft key if additional numbers are needed prior to dialing.
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Additional Features
Online Help
Press? key and then any other key.
Press? twice quickly for feature information.
Set Notification When Busy Line is Available
For internal extensions only.
When receiving a busy signal (or ring on rollover line) after calling an internal extension, press Call Back soft key.
Press Exit soft key to close confirmation screen.
When notified (visual and audible alert on phone) that internal extension is available, press Dial soft key to dial the number.
Park a Call
Call Park allows users to put a call on hold in the system and pick it up at another phone.
While on call, press more and then Park soft keys.
Display shows extension number call is parked at. Normally
the extension is between 6130 to 6139 or 6140 to 6149.
Note the number then Hang up.
To retrieve call from any IP phone, dial the appropriate Park number.
If a parked call is not picked up in 90 seconds it will ring back at the phone that originally parked it.
Call Pickup
Note: Pick Up groups allow users to answer other users' phones without having to actually go to the phone that is ringing.
Lift handset, press More and PickUp and the Answer soft keys to answer call in own pickup group.
Lift handset and press More and GpickUp soft keys and then the call pickup group number to answer call in another call pickup group. Press the Answer soft key.
Paging Over Telephone
Paging zones are setup for some departments to use paging over the telephone.
Dial the 4 digit number of the paging zone you want to access and broadcast your message.
Phones that have DND active and users that are on calls will not hear the page.
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Cisco Unity Voice Mail Shortcuts
Main Menu
From the main menu, press:
During Message Menu
While listening to
Key Task
1 Hear New Message a message, press:
Key(s) Task
2
3 Review Messages
4
Send a Message
Change Setup Options
2 Save
3 Delete
Shortcuts
While listening to the
7 Rewind
Main menu, press:
Keys Task
8 Pause / resume
9 Fast-forward
# Fast-forward to end
412 Turn on/off alternate greeting ## Save as is
421 Change message notification
423 Choose full or brief menus
431 Change phone password
432 Change recorded name
After Message Menu
44 Change call transfer
After listening to a message, press:
Key(s) Task
Shortcuts
While listening to
## Skip + save as is
2 Save a message, press:
Keys Task
#3 Skip + delete message
#4 Skip + reply
#42 Skip + reply to all
3 Delete
4 Reply
42 Reply to all
44
Return the call
(internal extension only)
#5 Skip + forward message 6 Save as new
7 Rewind #6 Skip + save as new
#9
Skip + play message properties 9 Play message properties
# Save as is
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Cisco Unity Voice Mail
Activating Your Voice Mailbox
The first time you access your voice mail box you will be prompted through a voice tutorial to record your name, record your standard greeting, and set your personal password. The default password is 12345
You must complete this tutorial to activate your voice mailbox.
Accessing Your Voice Mailbox
FROM YOUR OWN PHONE: Press the Messages button and then enter your password when prompted.
FROM ANY OTHER IP PHONE: Press the Messages button and then the asterisk (*) key. Enter your voice mail ID (usually the same as your 4 digit extension) and password when prompted.
FROM OUTSIDE THE COUNTY OFFICES: Call 815-895-1600.
You will be asked to enter your voice mail ID (usually your 4 digit extension) followed by the (#) key. Then you will be asked to enter your password followed by the (#) key.
Express Messaging
FROM AN INTERNAL EXTENSION: Press the asterisk (*) key prior to the extension you want to call and you will be connected to the voicemail box for that extension.
Transfer Directly to Voicemail
Answer the incoming call.
Press the TRANSFER soft key.
Dial * followed by the 4 digit extension.
Press the TRANSFER soft key and hang up.
Voicemail Greetings
Users typically use only their standard (default) and alternate voice mail greetings.
The alternate greeting is often referred to as an “extended absence” greeting and is used when the user does not want their standard greeting to play.
If the alternate greeting is not activated, the system will default to play the user’s standard greeting.
If the alternate greeting is active it will supercede all other greetings.
There are 6 greeting options, Standard, Closed, Alternate,
Busy, Internal and Holiday.
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Sending Messages (Compose) from Unity
Login to your mailbox.
At the Main Menu, press 2 to send a message
Record your message and press #
Enter the recipients 4 digit extension followed by #
Hint - Pressing ## will bypass the mailbox user info.
Add additional recipients if desired.
Press # when finished adding recipients to the list.
Press # to send the message.
Voicemail Distribution Lists
When sending messages (composing) from Unity users can send messages to individual internal extensions or distribution lists.
Enter distribution list number followed by #.
Using Cisco Unity Personal Communications Assistant
(Ciscopca)
Note: This configuration tool is for advanced users. Please contact
IMO for additional assistance using the Cisco Unity Personal
Communications Assistance.
Access Online Tool
Open web browser on PC.
Click in the address field and enter
http://10.200.1.12/ciscopca
Enter your user ID and password. Your user ID is typically the last 4 digits of your phone number. The default password is 12345.
Change Password
A password is needed when accessing your online configuration tool. The default password is 12345.
Select User Options>User Settings, enter password information, and press Save.
Change PIN
A PIN is needed when accessing certain services on Web page and phone: i.e. Personal Address Book. The default
PIN is 12345, Select User Options>User Settings, enter PIN information, and press Save.
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Customizing Ring Type,
Background Image, and Display Brightness
Adjust Ringer Volume for All Calls
Use the volume key to adjust the ringer volume.
Adjust Handset Volume for All Calls
Lift the handset. Use volume key to adjust volume.
Press the SAVE soft key.
Adjust Speaker Volume for All Calls
Press the speaker button. Use volume key to adjust volume. Press the SAVE soft key.
Change Ring Sound
Press the Settings button. Select User Preferences.
Select Rings. Select Default Ring. Scroll through ring types and press Play to hear sample rings. To choose a ring tone, Press SELECT, SAVE, and then the EXIT soft keys.
Change Background Image
Press the Settings button. Select User Preferences. soft keys. To save an image Press SELECT, SAVE and then EXIT soft keys.
Adjust Brightness on 7945 Phone
(Or Contrast on 7941 Phone)
Press the Settings button. Select User Preferences.
Press Select soft key to select Brightness. Adjust brightness using UP and DOWN soft keys or the + and
– on the volume key. Press the SAVE soft key
Scroll to Background Image and press Select. Use 4 way navigation pad to move through images. To
Preview an image press SELECT and then PREVIEW
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Customizing Your Phone via a Web Configuration Tool
Every phone user has the ability to access an online customization tool to allow the user to enable and configure certain features on his/her phone.
Many of these options can also be performed on the phone itself.
Access Online Tool
Open web browser on PC.
Click in the address field and enter
http://10.200.1.10/ccmuser
Enter your user ID and password. Your user ID is typically the last
4 digits of your phone number. The default password is 12345.
Speed Dial / Abbreviated Dials (maximum of. 99)
From main menu select User Option>Device and select
phone to add speed dial to.
Press Speed Dials, enter number and text in Speed Dial area, and press Save.
Using Abbreviated Dial / Speed Dial
While on-hook, dial the 1 or 2-digit speed dial code previously defined.
Press AbbrDial softkey to dial the number associated with the Speed Dial code set up by user.
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List of Soft Keys
Note: Soft keys change as users place and proceed through calls.
Soft Key Description
<< or >>
Accept
Add
Alpha
Answer
Callback
Cancel
CFwdALL
Clear
Confirm
DelAll
Delete
Dial
Directories
DND
Down
Edit
EditDial
EndCall
Exit
GPickUp
Hold
Navigates to edit characters. Use the backspace soft key to erase digits that were entered incorrectly.
Accepts the current edits. For instance, adding an entry to your personal directory.
Adds an entry to the personal directory.
Toggles character input mode from numeric to alphanumeric.
Answers and incoming call.
Notifies callers that the called line is free.
Cancels the last selection.
Forwards all calls.
Clears directory history.
Connects callers to a conference call.
Deletes all entries in the personal directory.
Deletes selected item.
Dials the displayed number.
Provides access to phone directories.
Enables and disables the Do-Not-Disturb feature.
Decreases the LCD screen contrast.
Selects a number and activates the cursor for editing.
Selects a number and activates the cursor for editing.
Ends the current call.
Exits from the current selection or screen.
Selectively picks up calls to a phone number that is member
Places an active call on hold. Resumes a held call.
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Soft Key
Message
Monitor
Monoff
More
Mute
NewCall
Number
Ok
Park
PickUp
Play
Redial
Reorder
Resume
Save
Search
Select
Settings
Trnsfer
Up
Description
Dials the local voice-mail system.
Enables the user to switch from the handset to the speaker to listen to a call hands-free.
Enables the user to switch from the speaker to the handset and continue talking on the call.
Scrolls through additional soft key options (for example, use the more soft key to locate the Number soft key).
Toggles muting on and off.
Opens a new line on the speakerphone to place a call.
Toggles character input mode from alphanumeric to numeric.
Confirms the selection.
Forwards calls to a location from which the call can be retrieved by anyone in the system.
Selectively picks up calls to another extension.
Plays the ring sound sample.
Redials the last number dialed.
Reorder the entries in the Personal
Directory.
Returns to an active call.
Saves the last change.
Initiates a search in the local directory.
Selects the highlighted option.
Provides access to phone settings such as display contrast, ring volume and ring type.
Transfers selected calls to an alternate number.
Increases the LCD screen contrast.
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