Kalispell School District
Cisco IP Telephone
Quick Reference Guide
6921 Series Telephones
For Cisco Communications Manager v8.0
1 2 Handset light strip Phone screen 3 Softkey buttons 4 5 Transfer button Conference button Hold button Navigation bar and Select button 6 7 8 9 10 11 12 13 14 15 16 17 Line 1 and Line 2 buttons Headset button Speakerphone button Keypad Indicates an incoming call (flashing red) or new voice message (steady red). Shows information about your phone such as directory number, active call and line status, softkey options, speed dials, placed calls, and phone menu listings. Depending on how your system administrator sets up the phone, enable softkey options displayed on your phone screen. Transfers a call. Creates a conference call.
Places an active call on hold.
The Navigation bar allows you to scroll through menus and highlight items. When phone is on‐
hook, displays phone numbers from your Placed Call listing (up arrow) or your speed dials (down arrow). The Select button (in the middle of the Navigation bar) allows you to select a highlighted item. Selects the primary or secondary line on the telephone. May also be configured for speed dial or other functions. Toggles the headset on or off. When the headset is on, the button is lit. Toggles the speakerphone on or off. When the speakerphone is on, the button is lit.
Allows you to dial phone numbers, enter letters, and select menu items (by entering the item number). Mute button Toggles the microphone on or off. When the microphone is muted, the button is lit.
Volume button Controls the handset, headset, and speakerphone volume (off‐hook) and the ringer volume (on‐
hook). Messages button Auto‐dials your voicemail system.
Applications Opens/closes the Applications menu. Use it to access call history, user preferences, phone button settings, and phone model information. Contacts button Opens/closes the Directories menu. Use it to access personal and corporate directories.
Handset Phone handset. Basic Features Place A Call
There are several ways you can initiate a call o Pick up the Handset to begin making the call o Press the Speaker button to begin making the call (Speakerphone) o Press the New Call soft key to begin making the call (Speakerphone) o Dial phone number and press the Dial soft key (Speakerphone)
Internal call: Dial the extension number External local call: Dial 9 + the entire 7‐digit phone number External long distance call: Dial 9 + 1 + the 10‐digit phone number External international call: Dial 9 + 011 + country code + the number Answer A Call
If your phone is ringing, pick up the Handset or press the Answer automatically connected to the call soft key and you will be End A Call
There are several ways you can end a current telephone call o If you are using the handset, hang up the Handset o If you are using the speakerphone, press the Speaker o Press the End Call soft key and hang up o Press the Line Button to end the call button Switching Between Handset And Speakerphone
If you are using the handset, you can move the call to the speakerphone by pressing the Speaker button and then you can safely place the handset in it’s cradle If you are using the speakerphone, simply pick up the handset Call Hold
To place a call on hold, press the Hold button. (Note: Some models feature a button that appears like a cradle above a flat line) The line button will flash, indicating the call is on hold button To retrieve the call from hold, press the flashing Line A held call cannot be retrieved from another telephone. Please use park if you need to pick up the call elsewhere. Transfer A Call
While on the call, press the Transfer key (this places the caller on hold) Dial the number you wish to transfer the caller to o Internal call: Dial the extension number o External local call: Dial 9 + the entire 7‐digit phone number o External long distance call: Dial 9 + 1 + the 10‐digit phone number Blind Transfer: You may immediately press the Transfer key to complete the transfer
Consult Transfer: When the party answers, announce the call and press the Transfer key again Refused Transfer: If the person refuses the call or if the phone rings without an answer, press the Line button. Transfer A Call Direct To Voicemail:
To transfer a caller directly into someone’s Voicemail Box, press the Transfer key, press the asterisk (*) key, followed by the user’s extension number, then press the Transfer soft key again. Tip: You can also call someone’s voicemail directly by dialing the asterisk (*) key, followed by the user’s extension number. Mute The Call
Press the Mute button to prevent the party from hearing you although you can hear them. The mute light will turn on. To turn off Mute, press the Mute button again. The mute light will turn off. Redial the Last Number Called
Lift the handset and press the Redial soft key or Press the Redial soft key to simultaneously activate the speakerphone and redial the last number called Divert – Transfer A Ringing Call Automatically To Voicemail
When your phone is ringing, you can choose to send the call immediately to Voicemail by pressing the Divert soft key. This soft key can be pressed at any time while the call is ringing on the phone. Forward All Calls
Press the Fwd All soft key (you will hear a confirmation beep) Dial the number to which all calls will be forwarded o Internal: Dial the extension number o External local: Dial 9 + the entire 7‐digit phone number o External long distance: Dial or 9 + 1 + the 10‐digit phone number The phone display is updated to show that calls will be forwarded Tip: To forward your calls to your voicemail box (e.g. DND), press the Fwd All and then press the Messages key. soft key Cancel Forward All Calls
Press the Fwd Off
soft key The phone display is updated to show that calls will no longer be forwarded Call Park
While on the call, press the Park soft key The LCD display will show an extension number to which the call is parked. The number will be between 180 and 199. Make a note of this number. Hang up the handset To retrieve the parked call, from any IP telephone, dial the displayed Park Number.
Note: If you do not retrieve the call within 30 seconds, a reminder tone will sound on your phone. You can retrieve the parked call by dialing the Park Number. If you do not retrieve the parked call within 300 seconds, the call will be directed to your phone. If you do not answer this call, it will be routed to your voicemail. The time and behavior can be adjusted on a system level. Please contact your system administrator if you require different behavior. Conference Calls
During a call, press the Conference button. This will place the original call on hold and will open a new line. Dial the telephone number of the next party to join the conference o Internal call: Dial the extension number o External local call: Dial 9 + the entire 7‐digit phone number o External long distance call: Dial 9 + 1 + the 10‐digit phone number When the party answers, press the Conference button again and the party will be added to the conference call Conference call options
To place a conference call on hold, press the Hold button. The other parties can talk amongst themselves but they cannot hear you. To place a conference call on speakerphone, press the Speaker button and then place the handset in its cradle To Mute a conference call on speakerphone, press the Mute button to turn off the microphone Things to remember: Only one person is allowed to activate the ConFrn soft key. From that moment on they will act as the conference initiator, and only that person will be allowed to add participants. If the conference initiator drops out of the call, all parties will be dropped. Place the call on hold or mute to retain the conference without your participation. Call Pick Up & Group Pickup
These features are not currently configured, however, they permit a call to be answered that is not ringing at your phone. Call pickup is used to answer a ringing call when your phone is configured as a member of a group. Group pickup is used to answer a call when your phone is not a member of a configured group. Please contact the system administrator if you desire the use of this feature. Enabling Headset Mode
If you use a headset, press the Headset button to enable it’s function To turn off headset mode, press the Headset button to disable Phone Settings Adjusting The Ring Volume
With the handset in the cradle, press the Volume button to adjust how loud or soft you would like your phone to ring. Adjusting The Handset Volume
Hold the Handset to your ear, press the Volume button to adjust the volume. Adjusting The Speakerphone Volume
With the Handset on the cradle hit the Speaker button, press the Volume button to adjust the volume. Adjusting The Ring Tone
Press the Application button Use the Scroll button to select the Preferences option Use the Scroll button to select the Ringtone option If multiline is configured, select the line for which you want to change the ringtone Use the Scroll button to select a ring type Press the Play soft key to hear a sample of the selected ring type Press the Set soft key to select this ringtone Press the Apply soft key to confirm your selection or press the Cancel softkey to go back to the ringtone screen Press the Back softkey to return to the Preferences screen Press the Exit soft key soft key to save your selection and Exit the Settings menu. Press the Save LCD Display Contrast
Press the Application button Use the Scroll button to select the Preferences option Use the Scroll button to select the Contrast option Use the Scroll button to set the desired intensity of the LCD display and press the Save soft key to save your settings Advanced Features Directory Features
Press the Contacts button Use the Scroll button to highlight the Corporate Directory and press the Scroll Select button Use the Scroll button to select either first name or last name to search Using the dial pad, input the persons first or last name with the corresponding digits for letters. Press the same digit to access subsequent letters. (e.g. press 2 once for “a”, twice for “b” or three times for “c”. The display will update to show you which letter is selected. When finished with the name, press the Submit soft key. You do not need to put in the full name, just the first few letters. The system will return whatever results match. For example, if you type in “je” if it will return Jeff, Jennifer, Jessie, etc. Using the Scroll button, select the person you wish to reach. Once selected, press the Dial soft key to speed dial the selected number You can return to the previous menu by pressing the Cancel soft key Retrieving Call History
Press the Application button on the telephone Using the Scroll Select button, select “Call History” Using the Scroll Select button, select “All Lines” to retrieve all your phone’s history or select a specific extension You will be presented with your call history. This will show you whether it was an inbound or outbound call, who was called, the time and the date association with the call. You can use the Scroll button to review additional call history You can use the Call soft key to call the person back You can press the Missed soft key to just display missed telephone calls You can press the More soft key and the Details soft key to get more information about the particular call soft key and then the Clear soft key You can clear the history by pressing the More soft key twice and then the Del Call You can clear a specific call by pressing the More soft key. Voice View Express
Voice View Express allows you to navigate the voicemail system without logging into the voicemail. You can listen to messages, manage voicemail messages and other features using the display on the telephone. Press the Application button on the telephone Use the Scroll button to select “VoiceView Express” Enter your Mailbox ID and PIN number. The PIN number is configured when you first log in to your mailbox. (Your password) Press the Submit soft key. Use the soft keys to navigate the voicemail See the VoiceView Express instruction guide for more details Voicemail Accessing Voicemail From Your Cisco Telephone
Press the Messages button on your telephone Enter your password o Default temporary password is 2580852# First Time Mailbox Setup
The first time you access your mailbox, you will need to run through the initial enrollment to activate your mailbox. It is important to complete all of these steps, otherwise your options will not be saved and you will have to go through them again. Access your mailbox as shown above using the default password Follow the prompts to set up your mailbox o Record your name (first and/or last name) o Record a custom voicemail greeting o Change your temporary password Note: Your password must not be consecutive digits (e.g. 12345), repeating digits (e.g. 11111) or the same as your extension number. It must also be at least 4 digits long. Accessing Your Mailbox From Outside The System
Call your direct dial number or have another person transfer you to your mailbox When you get your mailbox, press the * (asterisk) key Enter your mailbox ID, typically your extension number Enter your password To Check Messages
Log into your voicemail box Press the 1 key for new messages. Follow the prompts to listen to and manage your messages To Reply To A Message
After listening to the message, press the 1 key to reply to a message Follow the prompts to record your reply, add recipients and to send it Note: Press ## to switch between number and name spelling Follow the prompts to handle the original message to which you replied To Forward A Message
After listening to the message, press the 5 key to forward the message Follow the prompts to address the message to one or more recipients, record an introduction if desired and to forward the message Follow the prompts to handle the original message which you have forwarded Sending A Voice Message
You can simply dial * (asterisk) plus the extension to access a user’s mailbox Or, from the main menu, press the 2 key to send a message Follow the prompts to record, address and send the message ">
