Cisco Phone User Manual

INFORMATION TECHNOLOGY
Cisco Phone Setup: Getting Started
An introduction to The Claremont Colleges VoIP telephone system.
WHAT IS VoIP?
VoIP stands for “Voice over Internet Protocol.” VoIP phones use an Ethernet connection and service is now delivered via the Internet.
SETTING UP VOICEMAIL FOR THE FIRST TIME
To set up your voicemail box and greetings, press the Messages button (see icon: right).
Messages button
Enter your temporary PIN: 1234, followed by the “#” key.
Follow the recorded instructions to complete the setup of: Recorded Name, PIN, Personal Greeting, and Directory Listing. To start over,
press the * key, or hang up. Press Messages to restart the tutorial. Tutorial must be completed to save changes.
CHANGING VOICE TITLE
A voice title is a brief recording of your name that identifies you to callers.
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Pick up the phone and press the Messages button.
Log in to your account by entering <your PIN>, #.
Press 4, 3, 2 to manage your voice title.
When you hear the tone, say your name and then press #.
CHANGING PIN CODE
Your initial PIN is 1234 (see “Setting up your voicemail for the first time”). Your PIN should be complex enough to protect privacy.
1. Pick up the phone and press Messages.
2. Log in to your account by entering <your PIN>, #.
3. Press 4, 3, 1 then follow the prompts to change your PIN.
UPDATING VOICEMAIL GREETING
A voicemail greeting is the message callers hear when they reach your voicemail. To change your voicemail greeting:
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Pick up the phone and press Messages.
Log in to your account by entering <your PIN>, #.
Press 4, 1 to manage your greetings. Your current active (default) greeting plays.
Press 1 to record over the default greeting.
Say your greeting, and then press #. The greeting you just recorded is played back.
Follow the prompts to accept or rerecord the greeting.
CHECKING VOICEMAIL
New voicemails are indicated by: a red light on the telephone, and a flashing envelope icon on the view screen. To check
your voicemail messages when in the office:
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2.
Press Messages, <your PIN>, #.
Follow the prompts. (To check new messages, press 1.)
Checking voicemail box with a number different from your extension follow these steps:
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Dial 9-621-8555.
When you hear the recorded greeting, press the * key.
You’ll be prompted to enter your ID (which is your extension), then #.
To check your voicemail when out of the office, follow these steps:
1.
2.
3.
Dial (909) 621-8555.
When you hear the recorded greeting, press the * key.
You’ll be prompted to enter your ID (which is your extension), then #.
www.cuc.claremont.edu/it
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[email protected]
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909.607.9191
INFORMATION TECHNOLOGY
Cisco Phone: Basic Functions
An introduction to The Claremont Colleges VoIP telephone system.
PLACING AND RECEIVING CALLS
Placing a call (choose one that best suits your needs)
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Lift handset and dial number –or– dial number and then lift the handset.
Number selected via the directory, press Dial soft key, and lift the handset.
Dial a number then press Speaker Phone –or– press Speaker Phone then dial a number.
Press New Call soft key, dial number, and then lift handset.
Press a speed dial button and then lift handset.
*Note: dial 9 before dialing an external (outside of The Claremont Colleges) phone number.
Answering a call
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Divert/forward an incoming call to voicemail:
Normal use: lift the handset.
Headset users: press Headset.
Speakerphone: press Speaker Phone.
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Muting a calll
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Ending a call
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Normal use: hang up the handset.
Headset users: press Headset or EndCall.
Speakerphone calls: press Speaker or EndCall.
Press the Hold soft key.
To return to the caller, press Resume soft key.
Place first call on hold & make a second call
Press Mute button to activate.
Press Mute again to deactivate.
Call Pick Up
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Placing a call on hold
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Press the iDivert soft key.
Pick up a call ringing on another extension
within your group: lift handset, press more
twice, then press the PickUp soft key.
Call Park
Place a call on hold and retrieve it at another extension:
1. While on the call, press Park soft key.
1. Press Hold (first caller is put on hold).
2. Press New Call.
3. When you hear the dial tone, dial the number.
4. To switch between calls, highlight the a call and
press Resume (other call is automatically placed
on hold).
Do Not Disturb/DND
2. LCD screen will display a four-digit Park Code,
which you will want to memorize or write down,
as you’ll need it toretrieve the call.
3. Hang up the call at current location.
4. To retrieve the Parked Call, lift handset and dial
the ParkCode.
To use this feature, press more twice then select DND.
HELPFUL TIPS &TRICKS
Skip directly to the end of a person’s voice mail greeting: press #
Dial directly to voicemail: press * before the extension (ex: *1234)
Other options for listening to voice mails:
Slow message playback: Press 4
Speed-up message playback: Press 6
Fast-forward message playback: Press 9
Skip to the end of message: Press #
www.cuc.claremont.edu/it
•
[email protected]
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909.607.9191
INFORMATION TECHNOLOGY
TRANSFERRING CALLS
Blind transfer
Transfers call directly to proper recipient
1. Press Transfer soft key.
2. Enter the extension to which you want to transfer the call.
3. Press Transfer again to complete the transfer.
Supervised transfer
Puts caller on hold and lets you speak to the recipient prior to transferring the call.
1. Press the Transfer soft key, enter the extension to transfer the call.
2. Wait for an answer. If the recipient answers, introduce the call (caller remains on hold).
3. To complete the transfer when the recipient agrees to accept the call, hang up. The call is transferred to the recipient.
4. To cancel the transfer, press End Call and Resume. You are disconnected from the recipient and reconnected to the caller.
To transfer a call directly into a person’s voicemail
The recipient’s phone will not ring.
1. Press Transfer soft key.
2. Enter * then the extension to transfer the call.
3. Press Transfer again or hang up.
CONFERENCE CALLS
Note: party who initiates conference call ends call for all parties when they hang up
Connecting up to TWO other parties
1. Place the first call (can be internal or external number).
2. Press the Confrn soft key (first call is placed on hold).
3. Dial the second number (remember to dial 9 if the number is external).
4. After you have spoken to the second person, press the Confrn soft key again to connect the calls.
www.cuc.claremont.edu/it
•
[email protected]
•
909.607.9191
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