Cisco 7841 IP phone User Guide

Cisco IP Phone 7841

User Guide

The Cisco Telephone System-

The Cisco Unified Communications System is widely known in the Information Technology (IT) industry as a

Voice-over-IP (VoIP) Telephone System. Combined with the Cisco Unity Voice Mail System it provides a seamless integration into ISU’s computer network. In other words, our voice and data communications networks are converged. This is also true of the University’s video distance learning network; voice, video and data are all transported over the IP network making our network a truly converged network.

To request installation, repair or service to a Cisco Telephone and/or Cisco Unity Voice Mail, call the NetCom

Business Office at extension 4541 or enter an on-line Work Order at

http://www.isu.edu/netel/workorder.html

The instructions contained in this document are intended as a Basic User Guide of the most commonly used telephone features.

To View This Guide On Line:

http://www.isu.edu/netel/resources/cisco7841SeriesTelephoneUserGuide.pdf

Your Cisco Unified IP Phone 7941

Phone Connections

1

2

3

4

DC adaptor port (DC48V)

(optional).

AC-to-DC power supply

(optional).

AC power wall plug

(optional).

Connection to Campus Network

(Phone is powered with PoE)*

5

6

7

8

Network connection to your PC. (if configured and turned on by

NetCom).

Auxiliary port

(NA).

Handset connection.

Analog headset connection

(NA).

*Connect your Cisco IP phone to your LAN using an Ethernet cable to enable full functionality of your

Cisco IP phone. If your Ethernet port is equipped with Power over Ethernet (PoE), you can power the Cisco

IP phone through the LAN port. Do not extend the LAN Ethernet cable outside the building. For your phone to work, it must be connected to the IP telephony network.

Buttons and Hardware

1

2

3

Handset light strip

Phone screen

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, call duration, softkey options, speed dials, placed calls, and phone menu listings.

Programmable feature buttons

Depending on how your system administrator sets up the phone, programmable feature buttons (on each side of the phone screen) provide access to:

•

Phone lines and intercom lines

Buttons illuminate to indicate status:

•

Green, steady: Active call or two-way intercom call

•

Green, flashing: Held call

•

Amber, steady: One-way intercom call or DND active

•

Amber, flashing: Incoming call or reverting call

•

Red, steady: Remote line in use (shared line or Line Status)

•

Red, flashing: Remote line on hold

4

5

Softkey buttons

Navigation and Select

Depending on how your system administrator sets up the phone, enable softkey options displayed on your phone screen.

The Navigation and Select button allows you to scroll through menus, highlight items, and select the highlighted item.

6

Hold/Resume button

Places an active call on hold and resumes the held call.

7 Conference button Creates a conference call.

8 Transfer button Transfers a call.

9 Speakerphone button

Toggles the speakerphone on or off. When the speakerphone is on, the button is lit.

10 Headset button Toggles the headset on or off. When the headset is on, the button is lit.

11 Mute button

12 Keypad

13 Volume button

Toggles the microphone on or off. When the microphone is muted, the button is lit.

Allows you to dial phone numbers, enter letters, and select menu items

(by entering the item number).

Controls the handset, headset, and speakerphone volume (off hook) and the ringer volume (on hook).

14

Contacts button

15

Applications button

Opens or closes the Directories menu. Use the Contacts button to access personal and corporate directories. (NA)

Opens or closes the Applications menu. Use the Applications button to access call history, user preferences, phone settings, and phone model information.

16 Messages button

17 Handset

Autodials the Cisco Unity voice mail system.

Phone handset.

Phone Screen

1

2

3

4

5

Header

Third line details and other phone information

Displays date, time, and directory number.

Displays text label and icon for phone or intercom line, speed-dial numbers, or services, depending on your configuration.

Primary line details and other phone information Displays line label and call details for the primary line, and other phone information such as placed calls, speed dials, and phone menu listings.

Secondary line details and other phone information

Softkey labels

Displays line label and call details for the secondary line, and other phone information such as placed calls, speed dials, and phone menu listings.

Display softkeys for available features or actions.

Connect Footstand

If your phone is placed on a table or desk, connect the footstand to the back of the phone.

Procedure

Step 1

Insert the curved connectors into the lower slots.

Step 2

Lift the footstand until the connectors snap into the upper slots.

Note

Connecting and disconnecting the footstand may require a little more force than you expect.

Step 3

Adjust the angle of the phone.

Note

You cannot adjust the Cisco IP Phone 7811 footstand.

Adjust the Handset Rest

If your phone is wall-mounted, you may need to adjust the handset rest to ensure that the receiver does not slip out of the cradle.

Procedure

Step 1

Remove the handset from the cradle and pull the plastic tab from the handset rest.

Step 2

Rotate the tab 180 degrees.

Step 3

Hold the tab between two fingers, with the corner notches facing you.

Step 4

Line up the tab with the slot in the cradle and press the tab evenly into the slot. An extension protrudes from the top of the rotated tab.

Step 5

Return the handset to the handset rest.

Clean the Phone Display

Procedure

Wipe the screen with a soft, dry cloth.

Caution

Use only a soft, dry cloth to wipe the phone display. Do not use any liquids or powders on the phone because they can contaminate phone components and cause failures.

Making Calls

Place a Call

Use one of the following methods to place a call:

• Lift the handset and dial the number.

•

Dial the number, and then lift the handset.

•

Dial the number, and then press the Dial soft key.

•

Press the Line button for your extension, and then dial.

•

Press the Speaker button , and then dial.

•

Press the New Call soft key, and then dial.

•

If you are using a headset, press the Headset button, and then dial. (only available when using an integrated headset) Dial the number, and then press the Headset button. (only available when using an integrated headset)

Note

Use the backspace (<<) soft key to erase digits that you enter incorrectly.

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 Call.

•

Press Handset .

•

Press Speakerphone

.

Place a Call Using the Speakerphone

Procedure

Step 1

Press Speakerphone .

Step 2

Enter a number.

Place a Call Using a 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.

ISU Phone System Specific Dialing Instructions

Dialing Instructions:

Dialing On-Campus Numbers From On-Campus.

Simply dial the four digit extension number of the person you are calling.

(Nxxx) ISU extension numbers fall between 1000 and 7999.

• For Pocatello Campus: extension numbers fall between 1000 thru 1099 and 2000 thru 7699.

• For Idaho Falls University Place Campus: extension numbers fall between 7700 and 7999.

• For Idaho Falls Heath Science Education Bldg: extension numbers fall between 1100 and 1125.

• For Twin Falls Campus: extension numbers fall between 1200 and 1220.

• For Meridian Campus: extension numbers fall between 1700 and 1999.

Dialing On-Campus Numbers From Off-Campus.

Dialing Pocatello Campus Numbers from the Pocatello Calling Area.

• Dial 282 + the extension number.

Dialing Idaho Falls Campus Numbers from the Pocatello or Idaho Falls Calling Area.

• Dial 282 + the extension number.

Dialing Meridian Campus Numbers from the Pocatello Calling Area.

• Dial 282 + the extension number.

Dialing Meridian Campus Numbers from the Boise Calling Area.

• Dial 373 + the extension number.

Dialing Off-Campus Numbers From On-Campus

Local Calls

• Dial 8 + number (Nxx-Nxxx)

Toll Free Calls

• Emergency Calls

• Local Calls

• 800, 855, 866, 877, 888

• Idaho Road Report

• Idaho Relay Service

• Idaho Dig Line

• Idaho Care Line

911

8 + Number.

8 + 1 + 8xx + Number

8 + 511

8 + 711

8 + 811

8 + 211

Long Distance Toll Calls

• University FAC/BENGALNET Continental U.S., Alaska and Hawaii.

9 + 1 + Area Code + Number + FAC + #

• University FAC/BENGALNET International.

9 + 011 + County Code + Number + # + FAC + #

Directory Assistance

• Directory Assistance 9 + 411 + FAC + #

Answer a Call

Use one of the following methods to answer a call:

Lift the handset.

Press the flashing line button.

If you are using the speakerphone, press the Answer soft key or the Speaker button.

End a Call

Use one of the following methods to end a call:

Hang up the handset or the EndCall soft key.

If you are using a speakerphone, press the Speaker button or the EndCall soft key.

Hold a Call

To place a call on hold while on a call:

Press the Hold soft key To retrieve a held call:

Press the Resume soft key

– If multiple calls are on hold, on the same line, use the Navigation button to select the desired call before you press

Resume.

– If multiple calls on multiple lines are on hold, press the line button for the line that you want to pick up. The active call on the other line is automatically put on hol d.

Note

Because the hold feature can generate music or tones, avoid using hold when dialed into a remote conference system.

Conferences that are created locally on your phone can safely be placed on hold without introducing music or tones into the conference.

To Park a Call

Allows you to put a call on hold at a predefined location for later retrieval by anyone in the system.

While on an active call, press the More soft key then Press Park.

Watch your display; “Call Park At 15xx” (1500-1519) will show momentarily on your display.

To Retrieve a Parked Call

To retrieve a Parked Call, pick up any phone and dial the 15xx number that was displayed on your phone when you parked the call.

Note: If you, or someone else, does not pick up the parked call it will return to the phone that Parked the call in (2) minutes.

Mute a Call

To mute a call:

While on a call, press the Mute button. The Mute button lights, indicating that the other party cannot hear you.

To deactivate the mute function , do one of the following:

Press the Mute button again.

Lift the handset if you are using mute with your speakerphone.

Note

The Mute feature does not generate music or a tone.

Manage Call Waiting

If you are on a call when a second call comes in, to answer the new call on the same line:

1. Use the Navigation button to select the call

2. Press the Answer soft key to answer the call. The call on the other line is automatically put on hold.

To return to the original cal l:

1. Use the Navigation button to reselect the call.

2. Press the Resume soft key to reconnect to the call.

For calls on a separate line:

Press the Line button for the incoming call. The call on the other line is automatically put on hold.

To return to the original call:

Press the Line button associated with the original call.

Call Pick Up

Call Pick Up is used when a group of users are all in the same Pickup Group. You hear a phone ringing in your group and you press PickUp to retrieve the call.

To pick up a call that is ringing at another phone line in your group:

1. Pick up the handset

2. Press PickUp.

3. The call will be re-directed to your phone and will start ringing.

4. Press Answer to retrieve the call.

Group Pickup

Group Pickup is used when you know the phone number OR the Pickup Group number (1520-1599) of another Pickup

Group, and you want to retrieve the call.

1. Pick up the handset.

2. Press the GPickUp soft key and the phone number or Pickup Group number of the phone that you want to retrieve.

3. The call will be re-directed to your phone and will start ringing. Press Answer to retrieve the call.

Note

Unless you are a member of a Group, you cannot use the PickUp or GPickUp keys on your phone.

Forward Inbound Calls Destined To Your Prime Line

To forward incoming calls to your prime line to another number:

1. Press the FwdALL soft key. You hear a confirmation beep.

2. Dial the number to which you want to forward your calls. Dial the number exactly as if you w ere placing a call to that number. Remember to include locally required prefix numbers. The phone display is updated to show that calls will be forwarded.

3. Press the EndCall soft key.

Note To forw ard calls to voice mail, press the FwdALL soft key plus the Messages button followed by the EndCall soft key.

When Call Forward is set, the display shows the Call Forward Icon.

To Cancel Call Forwarding:

1.

Press the FwdOff soft key.

Using the Do Not Disturb (DND) Soft Key to forward calls:

Depending on how your phone is configured, pressing the DND soft key will either silence your phone or immediatly forward all calls to a pre-determined destination configured in the Cisco Call Manager.

Forward Inbound Calls Destined To Your Secondary Line(s)

To forward incoming calls to your other line(s) to another number:

1. Press the Application Button.

2.

Using the Navigation Button Ring scroll down to Set Call Forward All. Press the center of the Navigation Button.

Select the line you want to forward. Enter the number you want to forward your calls to. Press Submit. Press the

Application Button.

3. Press the FwdOff soft key to cancel Call Forwarding.

Transfer a Call

To transfer a selected cal l to another number, you can use blind transfer or consultative transfer:

Blind Transfer

Immediately redirects the call wi thout speaking to the transfer recipient (the person to whom you are transferring the call). To make a blind transfer call :

1. During a call, press the Transfer soft key. The call is placed on hol d.

2. Dial the number to which you want to transfer the call , press the Tarnsfer soft key to release the call to the recipient.

Consultative Transfer

Redirects the call after first allowing you to speak to the transfer recipient.

To make a consultative transfer:

1. During a call, press the Transfer soft key. The call is placed on hold.

2. Dial the number to which you want to transfer the call.

3. Wait for the call to be answered. Speak to the transfer recipient. Then press the Transfer button or hang up the handset.

4. If the transfer fails, (if no one answers, or call goes to voice mail, press the Resume soft key to return to the original call.

Cancel Transfer

1. To cancel your consultative call-transfer attempt:

– Press the EndCall soft key.

2. To reconnect to the original caller:

– Press the Resume soft key.

To Transfer a Caller to Another Persons Voice Mail Greeting

1. Press the Transfer soft key.

2. Dial 6991 + the Extension Number of the Voice Mail Greeting you want the call to go to.

3. As soon as the Greeting begins, press Transfer, or hang up.

To Send a Ringing Call to your Voice Mail Greeting

While your phone is ringing, press the iDivert soft key.

To Forward All Calls to your Voice Mail Greeting

1. With your phone on-hook, press the CFwdALL soft key, then press the Messages feature key.

–

To cancel forwarding of calls to Voice Mail, with phone on-hook, press the CFwdALL soft key

Place and Establish a Conference Call

To create a conference call: (the system supports up to eight participants, including yourself, in an ad hoc conference call)

1. During a call, press the more soft key and then the Conf soft key to open a new line and put the first party on hold.

2. Plac e a call to another number.

3. When the call connects, press Conf again to add the new party to the call.

To add more parties to the conference call, repeat the above steps until you have everyone in the conference.

End a Conference Call

To exit the conference call:

Hang up the handset, or press the EndCall soft key.

Note

When the conference call initiator hangs up, the remaining conference call participants remain connected.

To drop individual participants from the conference, press the more soft key until ConfList is displayed, press ConfList. Use the Navigation button to highlight which particiapant(s) you want to drop from the call. Press the Remove soft key.

Retrieve Voice Messages

To retrieve voice messages:

1.

Select an available line by lifting the handset, pressing the speakerphone button, or pressing a line button. Listen for dial tone. Press the Messages button, and follow the voice prompts.

OR

2. Press the Messages button, and follow the voice instructions.

Note

When you have one or more new messages, the message-waiting indicator (MWI) on your handset will be lit.

It will turn off when you have listened to new messages.

You can turn the MSGWT lamp on or off manually. To turn on your MSGWT lamp:

1. Pick up the handset.

2. Dial 6998

To turn off your MSGWT lamp:

1. Pick up the handset.

2. Dial 6999

Applications

Phone Applications

Phone applications allow you to access the following:

- Services

- Call History

- Preferences

Services

Phone services can include special phone features, network data, and web-based information (such as stock quotes and movie listings). The services available for your phone depend on the phone system configuration and the services you are subscribed to. For more information, see your system administrator.

Access Services

1.

Press the Applications

button

.

2.

Select the service you want to access. (Use the Navigation button to scroll and select.)

3.

Press the Select softkey, or press the Exit softkey to return to the Applications screen.

Call History

Call History allows you to view information about the last 150 calls on your phone. A call icon is displayed to indicate the type of call:

- Received

- Placed

- Missed

The caller ID is displayed with the call icon. If the caller ID is unavailable, then the phone number is displayed. If the phone number is unavailable, then “Unknown” is displayed. All Call History items are integrated into one list and are ordered by time (latest to oldest). There is 150 call limit per phone and not per line. For example, if a phone has multiple lines, the 150 call limit is for all lines combined.

You can sort the Call History list by all lines, each line, or by missed calls. You can also dial a number directly from the Call History list.

View Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. Press the softkey to return to the Call History screen.

View Call Record Details

1. Press the Applications

button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. Select a call record and press the Details softkey (you may need to press the more softkey first).

5. Press the softkey to return to the Call History list.

Filter Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. The Call History list displays only the missed calls on the selected line.

5. To view all calls in the Call History list, press the All Calls softkey.

6. Press the softkey to return to the Call History screen.

Dial From Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. From the Call History list, select the call you want to dial and do one of the following:

–

–

Press the Call softkey.

Press the line key.

–

–

Pick up the handset.

Press the speakerphone

or headset button.

Edit Number From Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. Select the call you want to edit.

5. Press the EditDial softkey (you may need to press the more softkey first).

6. Press the >> softkey to move the cursor to the right and press the << softkey to move the cursor to the left.

7. Press the softkey to delete numbers.

8. Press the Dial softkey to dial the edited number (you may need to press the more softkey first).

9. Press the softkey to return to the Call History list.

Clear Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. Press the Clear softkey (you may need to press the more softkey first).

5. Press the Delete softkey to delete the Call History list, or press the Cancel softkey to go back to the

Call History screen.

Delete Call Record From Call History

1. Press the Applications button

.

2. Select Call History. (Use the Navigation bar and button to scroll and select.)

3. Select All Lines or the line that you want to view.

4. Select the call you want to delete.

5. Press the Clear softkey (you may need to press the more softkey first).

6. Press the Delete softkey to delete the call, or press the Cancel softkey to go back to the Call History screen.

Preferences

Preferences allows you to set these user preferences:

Ring Tone

Contrast

Ring Tones

You can customize how your phone indicates an incoming call and a new voice mail message. You can also adjust the ringer volume for your phone.

Change Ringtone for a Line

1. Press the Applications button

.

2. Select Preferences. (Use the Navigation button to scroll and select.)

3. Select the Line you want to set a ringtone for.

4. Select a ringtone.

5. Press the Play softkey to play a sample.

6. Press the Set softkey to select the ringtone.

7. Press the Apply softkey to confirm your selection, or press the Cancel softkey to go back to the

Ringtone screen.

8. Press the softkey to return to the Preferences screen.

Contrast

You can adjust your phone screen contrast level. The default contrast level setting is 50%.

Adjust the Contrast

1. Press the Applications button

.

2. Select Preferences. (Use the Navigation bar and button to scroll and select.)

3. Select Contrast.

4. To increase contrast, press the up arrow on the Navigation button. To decrease contrast, press the down arrow.

5. Press the Save softkey to set the contrast level, or press the Cancel softkey to exit.

Voice Messages

Voice messages are stored on your voicemail system. Your company determines the voicemail system your phone uses.

You can:

- Personalize your voicemail

- Check for voice messages

- Listen to voice messages

Personalize Your Voicemail

Press the Messages button , then follow the voice prompts.

Check for Voice Messages

Check for voice messages in any of these ways:

- Look at the visual message indicator lamp on your handset.

- Look at a visual indicator next to you line on the display

- Listen for a stutter tone from your handset, headset, or speakerphone when you place a call. The stutter tone is line-specific. You hear it only when using the line that has a waiting message.

Listen to Voice Messages

There are two ways you can listen to voice messages:

- Press the Messages button

to listen to voice messages left on any line.

- Press a line button, then press Messages to hear only the voice messages for that line.

Common Phone Tasks

Answer a call

Place a call

Redial a number

Switch to handset during a call

Switch to speaker or headset during a call

Mute and un-mute a call

Pickup the handset or press the speaker button

Go off-hook before or after dialing a number.

Press Redial.

Pick up the handset.

hang up the handset.

Press .

View call history Press

History.

> Call

Hold and resume a call Press , to hold a call and press it again to resume the held call.

Transfer a call to new number

Press , enter the number, then press it again.

Start a standard conference call

Press , dial the participant, then press it again.

Silence the ring for an incoming call

Press the Volume button down once.

Cisco IP Phone 78

41

Quick Reference Guide

Dialing Instructions

Emergency:

Dial 911

Public Safety:

Dial 2515

Campus Calls:

Dial the 4-digit extension

Local Calls:

8 + the 7-digit number

Long Distance:

9 + 1 + Number + FAC + #

International:

9 + 011 + Country Code +

Number + # FAC + #

Toll Free:

8 + 1 + the 10-digit Number

Directory Assistance:

9 + 411 + FAC + #

State of Idaho Services:

8 + 511 Road Report

8 + 711 Relay Service

8 + 811 Dig Line

8 + 211 Care Line

For a complete User Guide:

isu.edu/netel/resources/cisco7841SeriesTelephoneUserGuide.pdf

Note: Softkeys change depending on the state of your phone or phone call in progress.

Softkeys

All Calls

Answer

Apply

Call

Callback

Cancel

Clear

Delete

Del Call

Details

Dial

Divert

Edit

EditDial

Exit

Fwd

All/Fwd

OFF

GPickup

Lists all missed, placed, and received calls.

Answer a call.

Confirm a ringtone selection.

Initiate a call.

Receive notification when a busy extension becomes available.

Cancel an action or exit a screen without applying changes.

Clear all values.

Delete an entry from Call History.

Delete a call from Call History.

Opens the Details for a multiparty call in the Missed, Placed, and

Received Call records.

Dial a selected number.

Send or redirect a call to voicemail or to a predetermined phone number.

Modify a name or email address.

Modify a number.

Return to the previous screen.

Setup/cancel call forwarding.

Log Out

Meet Me

Missed

More

Answer a call that is ringing in another group or on another line.

Sign out of Personal Directory.

Host a Meet Me conference call.

Open the record of missed calls.

Display additional softkeys.

Save

Search

Select

Set

Submit

Swap

Update

New Call

OK

OPickup

Park

Play

PickUp

Redial

Remove

>>

Softkeys

Make a new call.

Confirm a selection.

Answer a call that is ringing in an associated group.

Store a call.

Play ringtone.

Answer a call that is ringing on another phone in your group.

Redial the most recently dialed number.

Remove a conference participant or an entry.

Save the chosen settings.

Search for a directory listing.

Select the highlighted option.

Set a ringtone.

Enter user information.

Toggle between two existing calls.

Update an entry in Personal

Directory.

Move through entered characters.

Backspace to delete characters.

Back.

Phone Screen Icons

Off-hook

On-hook

Connected call

Incoming call

Missed call

Received call

Placed call

Call on hold/resume call

Feature Icons

(If available on your phone)

Message waiting

Shared line in use

Speed dial line

Line Status indicator–monitored line is in-use

Line Status indicator–monitored line is idle

Line Status indicator–monitored line is ringing

Line Status indicator-monitored line is in do not disturb (DND)

For a complete User Guide:

isu.edu/netel/resources/cisco7841SeriesTelephoneUserGuide.pdf

Buttons

Applications

Contacts

Messages

Transfer

Hold/Resume

Conference

Volume

Speakerphone

Mute

Headset

Select button