Cisco Systems 7940G, 7960G User Manual

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Phone Guide

Cisco IP Phone 7960G and 7940G for Cisco CallManager

Including License and Warranty

Corporate Headquarters

Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 USA http://www.cisco.com Tel: 408 526-4000

800 553-NETS (6387)

Fax: 408 526-4100

SoftKey Definitions

number

AbbrDial Dial using a speed dial index

Answer Answer a call

line

extension becomes available

without applying changes

line and establish a conference

call

Barge Add yourself to a call on a shared

CallBack Receive notification when a busy

Cancel Cancel an action or exit a screen

cBarge Add yourself to a call on a shared

CFwdALL Setup/cancel call forwarding

Clear Delete records or settings

ConfList View conference participants

volume) to original factory

values

the cursor when using EditDial

Confrn Create a conference call

Default Restore settings (including

Delete Remove characters to the right of

Dial Dial an entered phone number

DirTrfr Transfer two calls to each other

EditDial Edit a number in a call log

EndCall Disconnect current call

Exit Return to the previous screen

extension outside your group

create a conference call

GPickUp Answer a call on another

Join Join several calls on one line to

Meet-Me Host a Meet-Me conference call

Quick Reference

Cisco IP Phone

7960G and 7940G

SoftKey Definitions

Button Definitions

Transferring a Call

Using Call Forward

Making Conference Calls

Viewing and Dialing Calls

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Press Redial.

If you want to... Then...

Viewing and Dialing Calls

Redial the last

Calls, Received Calls, or

Choose > Missed

Placed Calls.

Scroll to a listing from the

call log, edit the number (if

needed), and go off-hook.

Press EditDial followed by

<< or >> to reposition the

number

View your call

logs

Dial from a call

log

Edit a number

in a call log

Corporate Directory. Enter

the first few letters and

press Search. Then scroll to

a listing and go off-hook.

Press New Call and enter a

number. Or, press

before or after dialing,

re-dialing or speed dialing a

number.

Press New Call. The

original call is placed on

cursor or erase digits.

Choose >

Dial using the

Dial from a

corporate

Getting Started

How to Use this Guide

This guide provides you with an overview of the features available on your phone. You can read it completely for a solid understanding of your phone’s capabilities, or refer to the table below for pointers to commonly used sections.

If you want to... Then

Explore your phone on your own Press or on the phone when you need assistance.

Review safety information See the “Safety and Performance Information” section on

Connect your phone See the “Connecting Your Phone” section on page 5.

Use your phone after it is installed Start with the “An Overview of Your Phone” section on page 8.

Learn about the display See the “Phone Screen Features” section on page 11.

Select calls or switch between calls See the “Call-Handling and Navigation Tips” section on

Make calls See the “Placing a Call” section on page 17.

Put calls on hold See the “Using Hold and Resume” section on page 21.

Mute calls See the “Using Mute” section on page 21.

Transfer calls See the “Transferring a Connected Call” section on page 22.

Make conference calls See the “Making Conference Calls” section on page 24.

Share a phone number See the “Using a Shared Line” section on page 28.

Use your phone as a speakerphone or switch between audio devices

Change volume levels or the ringer sound

Set up speed dialing See the “Setting Up Speed Dial Features” section on page 37.

View your Missed Calls See the “Using Voice Messaging, Call Logs, and Directories”

page 2.

page 12.

See the “Using a Handset, Headset, and Speakerphone” section on page 33.

See the “Customizing Phone Settings” section on page 35.

section on page 38.

Cisco IP Phone 7960G and 7940G 1

Safety and Performance Information

Installing and Using Your Phone

Read the following safety notices before installing or using your Cisco IP Phone:

Warning

IMPORTANT SAFETY INSTRUCTIONS

This warning symbol means danger. You are in a situation that could cause bodily injury. Before you work on any equipment, be aware of the hazards involved with electrical circuitry and be familiar with standard practices for preventing accidents. Use the statement number provided at the end of each warning to locate its translation in the translated safety warnings that accompanied this device.

SAVE THESE INSTRUCTIONS

Read the installation instructions before you connect the system to its power source.

Ultimate disposal of this product should be handled according to all national laws and regulations.

Do not work on the system or connect or disconnect cables during periods of lightning activity.

To avoid electric shock, do not connect safety extra low voltage (SELV) circuits to telephone network voltage (TNV) circuits. LAN ports contain SELV circuits, and WAN ports contain TNV circuits. Some LAN and WAN ports use RJ-45 connectors. Use caution when connecting cables.

Caution Inline power circuits provide current through the communication cable. Use the Cisco

provided cable or a minimum 24 AWG communication cable.

Warning

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The power supply must be placed indoors.

Getting Started

Using an External Power Supply

The following warnings apply when you use the external power supply with the Cisco IP Phone:

Warning

Caution Only use the Cisco specified power supply with this product.

This product relies on the building's installation for short-circuit (over current) protection. Ensure that a fuse or circuit breaker no larger than 120 VAC, 15A U.S. (240 VAC, 10A international) is used on the phase conductors (all current-carrying conductors).

The device is designed to work with TN power systems.

The plug-socket combination must be accessible at all times because it serves as the main disconnecting device.

Using External Devices with Your Cisco IP Phone

The following information applies when you use external devices with the Cisco IP Phone:

Cisco recommends the use of good quality external devices (speakers, microphones, and headsets) that are shielded against unwanted radio frequency (RF) and audio frequency (AF) signals.

Depending on the quality of these devices and their proximity to other devices such as mobile phones or two-way radios, some audio noise may still occur. In these cases, Cisco recommends that you take one or more of the following actions:

• Move the external device away from the source of the RF or AF signals.

• Route the external device cables away from the source of the RF or AF signals.

• Use shielded cables for the external device, or use cables with a better shield and connector.

• Shorten the length of the external device cable.

• Apply ferrites or other such devices on the cables for the external device.

Cisco cannot guarantee the performance of the system because Cisco has no control over the quality of external devices, cables, and connectors. The system will perform adequately when suitable devices are attached using good quality cables and connectors.

Caution In European Union countries, use only external speakers, microphones, and headsets that

are fully compliant with the EMC Directive [89/336/EC].

Cisco IP Phone 7960G and 7940G 3

Cleaning the Phone Screen

Gently wipe the phone screen with a soft, dry cloth. Do not use any liquids or powders on the phone. Using anything other than a soft, dry cloth can contaminate phone components and cause failures.

Where to Find Additional Information

You can access the most current Cisco documentation on the World Wide Web at this URL:

http://www.cisco.com/univercd/home/home.htm

You can access the Cisco website at this URL:

http://www.cisco.com/

International Cisco websites can be accessed from this URL:

http://www.cisco.com/public/countries_languages.shtml

More Information about Customizing Your Phone on the Web

Your Cisco IP Phone is a network device that can share information with other network devices in your company, including your computer. You can use your Cisco CallManager User Options web pages to establish and customize phone services and to control phone features and settings from your computer. This guide provides a brief overview of these capabilities. For complete instructions, refer to Customizing Your Cisco IP Phone on the Web at the following URL:

http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

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Connecting Your Phone

Your system administrator will likely connect your new Cisco IP Phone to the corporate IP telephony network. If that is not the case, refer to the graphic and table below to connect your phone.

AUX

10/100 SW 10/100 PC

DC48V

DC adaptor port (DC48V) for phones not

provided with inline power

AC-to-DC power supply

AC power cord

Network port (10/100 SW) for connecting to the

113656

Access port (10/100 PC) for connecting your phone to your computer

Handset port

Headset port

Footstand button

network

Cisco IP Phone 7960G and 7940G 5

Adjusting the Footstand

To change the angle that your phone sits on your desktop, adjust the footstand while pressing the footstand button.

Adjusting the Handset Rest

When you connect your phone, you might want to adjust the handset rest to ensure that the receiver will not slip out of the cradle. See the table below for instructions.

1 2 3

77354

Set the handset aside and pull the square plastic tab from the handset rest.

Rotate the tab 180 degrees.

Slide the tab back into the handset rest. An extension protrudes from the top of the rotated tab.

Return the handset to the handset rest.

Registering with TAPS

After your phone is connected to the network, your system administrator might ask you to auto-register your phone using TAPS (Tool for Auto-Registered Phones Support). TAPS might be used for a new phone or to replace an existing phone.

To register with TAPS, pick up the handset, enter the TAPS extension provided by your system administrator, and follow the voice prompts. You might need to enter your entire extension, including the area code. After your phone displays a confirmation message, hang up. The phone will re-start.

Headset Information

To use a headset, connect it to the headset port on the back of your phone.

Although Cisco Systems performs some internal testing of third-party headsets for use with the Cisco IP Phones, Cisco does not certify or support products from headset or handset vendors. Because of the inherent environmental and hardware inconsistencies in the locations where Cisco IP Phones are

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Connecting Your Phone

deployed, there is not a single “best” solution that is optimal for all environments. Cisco recommends that customers test the headsets that work best in their environment before deploying a large number of units in their network.

In some instances, the mechanics or electronics of various headsets can cause remote parties to hear an echo of their own voice when they speak to Cisco IP Phone users.

Cisco Systems recommends the use of good quality external devices, like headsets that are screened against unwanted radio frequency (RF) and audio frequency (AF) signals. Depending on the quality of these devices and their proximity to other devices such as cell phones and two-way radios, some audio noise may still occur. See the “Using External Devices with Your Cisco IP Phone” section on page 3 for more information.

The primary reason that a particular headset would be inappropriate for the Cisco IP Phone is the potential for an audible hum. This hum can be heard by either the remote party or by both the remote party and you, the Cisco IP Phone user. Some potential humming or buzzing sounds can be caused by a range of outside sources, for example, electric lights, being near electric motors, large PC monitors. In some cases, a hum experienced by a user may be reduced or eliminated by using a local power cube (CP-PWR-CUBE-2). See the “Using an External Power Supply” section on page 3 for more information.

Subjective to the User

Beyond the physical, mechanical and technical performance, the audio portion of a headset must sound good to you (the user) and to the party on the far end. Sound is subjective and Cisco cannot guarantee the performance of any headsets or handsets, but some of the headsets and handsets on the sites listed below have been reported to perform well on Cisco IP Phones.

Nevertheless, it is ultimately still the customer's responsibility to test this equipment in their own environment to determine suitable performance.

For information about headsets, see:

http://vxicorp.com/cisco

http://plantronics.com

Cisco IP Phone 7960G and 7940G 7

An Overview of Your Phone

The Cisco IP Phone 7960G or 7940G is a full-feature telephone that provides voice communication over the same data network that your computer uses, allowing you to place and receive phone calls, put calls on hold, speed dial numbers, transfer calls, make conference calls, and so on.

In addition to basic call-handling features, your phone supports specialized or advanced telephony features that can extend and customize your call-handling capabilities.

Your Cisco IP Phone also provides you with:

• Access to network data and services—You can access specialized web-based services from your phone

• Online control from your User Options web pages—You can customize your phone’s features using a web browser on your computer

• An online help system—You can obtain information about features, buttons, softkeys, and menu items directly from your phone

Buttons and Hardware

Some of the hardware features on your Cisco IP Phone include:

• Buttons for speakerphone mode and headset mode

• Four softkey buttons for access to telephony features

• Four feature buttons for access to messages, directories, services, and settings

• Programmable buttons for phone lines, features, speed-dial numbers, and services

• A help button for on-the-spot information

Refer to the following illustrations and table for details.

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Figure 1 Cisco IP Phone 7960

1617

Figure 2 Cisco IP Phone 7940

An Overview of Your Phone

121314

1011

68561

10111617 12131415

Handset light strip Indicates an incoming call or new voice message.

Phone screen Shows phone features. See the “Phone Screen Features” section on page 11.

Cisco IP Phone 7960G and 7940G 9

68562

Model type Indicates your Cisco IP Phone model.

Programmable

buttons

Footstand button Allows you to adjust the angle of the phone base.

Directories button Opens/closes the Directories menu. Use it to access call logs and corporate

Depending on configuration, programmable buttons provide access to:

• Phone lines (line buttons)

• Speed-dial numbers (speed-dial buttons)

• Web-based services (for example, a Personal Address Book button)

• Phone features (for example, a Privacy button)

directories. See the “Using Call Logs and Directories” section on page 39.

Help button

Settings button Opens/closes the Settings menu. Use it to control phone screen contrast and

Speaker button Toggles the speakerphone on or off.

Mute button Toggles the Mute feature on or off.

Headset button Toggles the headset on or off.

Volume button Controls the volume and other settings. See the “Customizing Phone

Services button Opens/closes the Services menu. See the “Accessing Your User Options Web

Messages button Typically auto-dials your voice message service (varies by service). See the

Navigation button Allows you to scroll through menus and highlight items. Use in conjunction

Activates the Help menu. See the “Getting Help on Your Phone” section on page 16.

ring sounds. See the “Customizing Phone Settings” section on page 35.

Settings” section on page 35.

Pages” section on page 40.

“Accessing Voice Messages” section on page 38.

with softkeys to activate highlighted items.

Keypad Allows you to dial phone numbers, enter letters, and choose menu items.

Softkey buttons Each activates a softkey option (displayed on your phone screen).

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An Overview of Your Phone

Phone Screen Features

This is what your main phone screen might look like with an active call. The table below provides a basic overview of phone screen features.

Primary phone

line

Programmable

button labels

Softkey labels Each displays a softkey function. Activate a softkey by pressing (the

Status line Displays audio mode icons, status information, and prompts.

Call activity

area

Displays the phone number (extension number) for your primary phone line.

Indicate the configuration for programmable buttons on your phone:

Phone lines—Each corresponds to a line button. You might have one line or multiple lines assigned to your phone.

Speed-dial numbers—Each corresponds to a speed-dial button. See “Setting Up Speed Dial Features” section on page 37 for details.

Phone services—Each corresponds to a web-based phone service. (For example, a Personal Address Book button).

Phone feature—Each corresponds to a specific feature. (For example, a Privacy button.)

corresponding softkey button).

Displays current calls for the highlighted line and includes detailed information such as caller ID, call duration, and call state. (In the illustration above, line “6060” is highlighted.) See the “Viewing Calls and Switching Between Calls” section on page 14 for related information.

Cisco IP Phone 7960G and 7940G 11

Understanding Feature Functionality and Availability

The operation of your Cisco IP Phone and the features available to you may vary, depending on the call processing agent used by your company and also on how your company’s phone support team has configured your phone system. Therefore, some of the features included in this Phone Guide might not be available to you or might work differently on your phone system. Contact your support desk or system administrator if you have questions about feature operation or availability.

Call-Handling and Navigation Tips

These guidelines can help you handle calls and navigate menus on your Cisco IP Phone.

Going On-Hook and Off-Hook

Some phone tasks and instructions differ depending on whether the phone is on-hook or off-hook.

• On-Hook—The phone handset is resting in the cradle, no calls are active, and you do not have an active dial tone. Your phone provides on-hook dialing, which enables you to enter or choose phone numbers before activating the call. When your phone is on-hook, this icon appears next to each phone line:

• Off-Hook—The phone handset is lifted from the cradle, the speakerphone is active, or any of several other methods are used to get a dial tone or to answer an incoming call. When your phone is off-hook, this icon appears next to the appropriate phone line:

Understanding Lines vs. Calls

It is sometimes easy to confuse lines and calls on your phone. Use these tips to avoid confusion:

Lines

The Cisco IP Phone 7960G supports up to six lines and the Cisco IP Phone 7940G supports up to two lines. The number of lines available on your phone depends on how your system administrator has configured your phone’s programmable buttons. To see how many lines you have, look at the line area of your phone screen. You have as many lines as you have phone numbers.

Calls

Each line can support multiple calls. Therefore, you might find yourself handling several calls on one phone line. The default configuration is four calls per line, but your system administrator can adjust this number according to your needs. Regardless of the number of lines, your phone supports a maximum of 200 calls at a time.

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An Overview of Your Phone

Understanding Call Icons

Your phone displays icons to help you determine the call state (whether the call is on hold, ringing, connected, and so on). Call state icons appear in the call activity area next to specific calls.

Icon Call State Description

Connected call You are currently connected to the other party. Many phone features

require that you have a connected call.

Incoming call, ringing

Outgoing call, ringing

Call on hold You have put this call on hold. (When displayed next to a phone line, this

Outgoing call, busy line

Remote-in-use Another phone that shares your line has a connected call. See the “Using

Authenticated call

Encrypted call See the “Making and Receiving Secure Calls” section on page 31 for a

An incoming call is ringing on one of your lines. See the “Answering a Call” section on page 20 for details.

An outgoing call is ringing on the other party’s line. See the “Placing a Call” section on page 17 for details.

icon indicates that all calls on the line are on hold.)

The outgoing call that you placed has reached a busy line.

a Shared Line” section on page 28 for details.

See the “Making and Receiving Secure Calls” section on page 31 for a description of this icon.

description of this icon.

Selecting Calls

Many phone features require that you select the calls you want to use with a particular feature. For example, if you have four held calls, but only want to join two of them to a conference call, you can select the calls that you want to add to the conference before activating the feature.

If you want to... Then...

Highlight a call Use the Navigation button to scroll through the call list. Highlighted calls

appear slightly darker than other calls.

Select a call Highlight a connected or held call and press Select. Selected calls are

indicated with a next to them.

Verify selected calls Use the Navigation button to scroll through the list of calls. Selected calls are

indicated with a and are grouped together in the call list.

Cisco IP Phone 7960G and 7940G 13

Viewing Calls and Switching Between Calls

These tips can help you switch between calls on one or more lines. If the call you want to switch to is not automatically highlighted, use the Navigation button to scroll to it.

If you want to... Then...

Switch between calls on one line

Switch from a connected call to answer a ringing call

Switch between calls on different lines

See a all calls on a specific line

See an overview of line activity (one call per line)

Highlight the call you are switching to and press Resume. The other call is placed on hold automatically.

Press Answer or press for the line with the incoming call. Doing so automatically places the first call on hold.

Press for a line that has a call on hold. (The line displays the call-on-hold icon resume automatically. If there are multiple calls holding on the line, scroll to the specific call (if necessary) and press Resume.

Press or , then immediately press the line button. Doing so shows

call details but will not impact the call state; it is therefore useful if you are talking on one line and want to view held calls on another line.

Press for the highlighted line. (A line appears highlighted when the calls associated with it are displayed on the phone screen.)

Doing so prompts the phone to switch to call overview mode and display one call per line. This call is either the active call or, if all calls are on hold, the held call with the longest duration.

To return to the standard view, press or , then immediately press the line button.

.) If there is a single call holding on the line, it will

Tips

• Only one call can be active; other calls will be placed on hold automatically.

• When you have multiple calls on one line, calls with the highest precedence and longest duration

display at the top of the call list. See the “Prioritizing Critical Calls” section on page 32.

• Calls of a similar type are grouped together in the call list. For example, calls that you have interacted with are grouped near the top, selected calls are grouped next, and calls that you have not yet answered are grouped last.

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An Overview of Your Phone

Choosing Phone Screen Items

To choose an item on the phone screen... Do this...

By scrolling Press the Navigation button to highlight an item in a list. Press a relevant

softkey such as Select or Dial to finish the action.

By item number Press the corresponding number on your keypad. For example, press 4 to

choose the fourth item in a menu.

Using Feature Menus

If you want to... Then...

Open or close a feature menu

Press a feature button:

Messages

Services

Directories

Settings

or Help

Scroll through a list or menu

Go back one level in a feature menu

Press the Navigation button.

Press Exit. (Note that if you press Exit from the top-level of a menu, the menu will close.)

Entering and Editing Text

If you want to... Then...

Enter a letter on your phone screen

Delete within an entry or move your cursor

Cisco IP Phone 7960G and 7940G 15

Press the appropriate keypad number one or more times to select a letter (with or without capitalization) from the pop-up menu. When you pause, the cursor automatically advances to allow you to enter the next letter.

Press << or Delete to remove a letter or digit. Press >> to move the cursor to the right.

Getting Help on Your Phone

Your Cisco IP Phone provides on-the-spot help with specific buttons and features. Help topics appear on the phone screen. See the table below for details.

If you want to... Then...

Learn about a button or softkey

Learn about a menu item

Get help using Help Press or twice quickly (without first selecting a menu item).

View network statistics for an active call

Press or once then immediately press a button or softkey.

Press , , or to display a feature menu. Highlight a menu item, then press or twice quickly.

Press or twice quickly during an active call.

Understanding Button Icons

Your phone might have words printed on some buttons instead of icons. However, this Phone Guide uses images of buttons with icons. For a description of button icons used in this book, see the “Buttons and Hardware” section on page 8, or refer to the “Button Definitions” section of the Quick Reference tear-out card at the front of this book.

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Basic Call Handling

This section covers basic call-handling tasks such as placing, answering, and transferring calls. The features you use to perform these tasks are standard and available on most phone systems.

Placing a Call

To place a call, pick up the handset and dial. Or use one of the other options outlined in the table below.

If you want to... Then...

Dial on-hook (no dial tone)

Dial using the speakerphone

Redial the most recently dialed number

Speed dial a number Do one of the following:

Place a call when another call is active (using a new line)

Place a call when another call is active (using the same line)

Enter a phone number and do one of the following actions to go off-hook:

• Lift the handset

• Press or

• Press Dial

• Press (a line button)

Press New Call and enter a phone number. Or, you can press before or after dialing, re-dialing or speed dialing a number.

Many of the actions that you can take to dial will automatically trigger speakerphone mode, if the handset is in its cradle and is not lit. These actions include pressing Redial or a speed dial button.

Press Redial. By default, Redial uses your primary line. However, you can open a secondary line and then press Redial. To open a line, press .

• Press (a speed-dial button) before or after going off-hook.

• Enter a speed dial index number (1-99 on the keypad) while on-hook and

press AbbrDial.

For details, see the “Setting Up Speed Dial Features” section on page 37.

Press for the new line. Doing so automatically places the first call on hold.

Press Hold, next press New Call, then dial, re-dial, or speed dial a number. Or, continue to talk on the active call while preparing to dial from a call log or corporate directory. (See the next two rows in this table for details.)

Cisco IP Phone 7960G and 7940G 17

If you want to... Then...

Dial from a call log Choose > Missed Calls, Received Calls, or Placed Calls, then scroll

to a listing and go off-hook. To add a prefix or other digits, press EditDial.

If you want to dial from a call log while on an active call, scroll to a listing and press Dial. Then choose a softkey to handle the original call:

• Hold—Puts the first call on hold and dials the second.

• EndCall—Disconnects the first call and dials the second.

• Tra n sf—Transfers the first party to the second. (Press Trans f twice.)

• Confrn—Creates a conference call with all parties. (Press Confrn twice.)

Dial from a corporate directory on the phone

Dial from a corporate directory web page

Dial using a headset Do one of the following:

Receive notification when a busy or ringing extension becomes available

Make a priority (precedence) call

Choose > Corporate Directory (name can vary). Use your keypad to enter letters, then press Search. To dial, scroll to a listing and go off-hook.

If you want to dial from a directory while on an active call, scroll to a listing and press Dial. Then choose a softkey to handle the original call:

• Hold—Puts the first call on hold and dials the second.

• EndCall—Disconnects the first call and dials the second.

• Tra n sf—Transfers the first party to the second. (Press Trans f twice.)

• Confrn—Creates a conference call with all parties. (Press Confrn twice.)

Use the Cisco WebDialer feature. Open a web browser and go to your company directory. Click on a phone number in the directory. Click Dial to place the call. Click Hangup to end the call. See the Customizing Your Cisco IP Phone on the Web guide for more details: http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

• If is unlit, press it before or after dialing, re-dialing, or speed-dialing a number.

• If is lit, press New Call, Redial, or (a line button or speed dial button). Or, enter a phone number and press Dial.

Call the number and press CallBack while listening to the busy tone or ring sound. Hang up. When the extension becomes available, your phone will provide you with an audio and visual alert. (The callback to this number is not automatic; you must place the call.) CallBack is a special feature that your system administrator might configure for your phone. Note that CallBack will fail if the other party has call forwarding enabled.

Enter the MLPP access number (provided by your system administrator) followed by the phone number. For more details, see the “Prioritizing Critical Calls” section on page 32.

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If you want to... Then...

Dial from a Personal Address Book (PAB) entry or Fast Dial code

Place a call using a billing or tracking code

Choose > PAB service or Fast Dial service (exact names might vary). To dial from a listing, scroll to it and go off-hook. For help subscribing to the PAB or Fast Dial service, see the “Accessing Your User Options Web Pages” section on page 40.

Dial a number and enter a client matter code (CMC) or a forced authorization code (FAC) when prompted by a distinctive tone. Your system administrator will tell you if you need to enter CMC or FAC codes and can provide you with detailed instructions.

Place a call using your Cisco Extension Mobility profile

Make sure that you are logged in to Extension Mobility (EM) on the phone that you are trying to use. Choose > EM Service (exact name might vary). Then use your keypad to enter login information. If you are using a phone in a shared workspace, you might need to log in to EM before you can access certain features or complete a call.

EM is a special feature that your system administrator can assign to phones and phone users. Refer to Customizing Your Cisco IP Phone on the Web: http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

Make a video call Check the phone screen display for this icon:

If the icon is present, your phone is video-enabled and can support Cisco VT Advantage. This enables you to make video calls using your Cisco IP Phone, your personal computer, and an external video camera. Contact your system administrator for assistance and refer to Cisco VT Advantage Quick Start Guide and Cisco VT Advantage User Guide: http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

Basic Call Handling

Tips

• If you make a mistake while entering a phone number, press << to erase one or more digits. Press Cancel to exit the dialing attempt.

• If you are dialing with the phone on-hook, you cannot use * or # as the leading digit. If you need to use these keys, dial with the phone off-hook.

• If you cannot hear a dial tone or complete a phone call, one or more of the following factors might apply. If necessary, ask your system administration for more information.

–

You need to log into the Extension Mobility service from the button on your phone.

–

You need to enter a client matter code or forced authorization code after dialing a number.

–

Your phone has time-of-day restrictions that prevent you from using some features during certain hours of the day.

Cisco IP Phone 7960G and 7940G 19

Answering a Call

To answer a call, go-off hook by picking up the handset. Or see the table below for more options.

If you want to... Then...

Answer with a headset Press , if unlit.

Or, if is already lit, press Answer or (the line button for the incoming call).

Answer with the speakerphone Press , Answer, or (the line button for the incoming call).

Switch from a connected call to answer a ringing call

Answer a call using call waiting Ask your system administrator to set up the Call Waiting feature

Automatically connect an incoming call after a ring or two

Retrieve, or allow someone else to retrieve, a held call on another phone (such as a phone in a conference room)

Use your phone to answer a call that is ringing on another phone

Answer a priority call Hang up the current call and press Answer. See the “Prioritizing

Send an incoming call directly to the voice messaging system

Press Answer or (the line button for the incoming call). Doing so answers the new call and automatically places the first call on hold. See the “Using Hold and Resume” section on page 21 for more information.

for your phone.

When this feature is enabled, you will hear a call waiting tone and see caller ID information if a new call comes in while you are on another call. To answer the call, press Answer. To return to the original call, you must put this call on hold. See the “Using Hold and Resume” section on page 21.

Ask your system administrator to set up the AutoAnswer feature. For more information, see the “Using AutoAnswer with a Headset or the Speakerphone” section on page 34.

Use Call Park. See the “Storing and Retrieving Parked Calls” section on page 27.

Use Call Pickup. See the “Redirecting a Ringing Call to Your Phone” section on page 27.

Critical Calls” section on page 32.

Press iDivert. The call is automatically transferred to your voice message greeting.

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Basic Call Handling

Ending a Call

To end a call, hang up. See the table below for details.

If you want to... Then...

Hang up while using the handset Return the handset to its cradle or press EndCall.

Hang up while using the headset Press . If you want to keep headset mode activated (keep

the button lit after hanging up), press EndCall.

Hang up while using the speakerphone Press or EndCall.

Hang up one call but preserve another call on the same line

Press EndCall. If necessary, remove the call from hold first.

Using Hold and Resume

Only one call can be active at any given time; all other calls must be placed on hold.

If you... Then...

Want to put a call on hold Make sure the call you want to put on hold is highlighted and press

Hold.

Want to remove a call from hold on the current line

Want to remove a call from hold on a different line

Scroll to the specific call (if necessary) and press Resume.

Press for the line that has the held call. (The line displays the call-on-hold icon call will resume automatically. If there are multiple calls holding on the line, scroll to the specific call (if necessary) and press Resume.

.) If there is a single call holding on this line, the

Tip

Engaging the Hold feature typically generates music or a beeping tone. For this reason, avoid putting a conference call on hold.

Using Mute

Mute disables the audio input for your handset, headset, speakerphone, and external microphone. With Mute enabled, you can hear other parties on a call but they cannot hear you.

If you want to... Then...

Toggle Mute on Press .

Toggle Mute off Press .

Cisco IP Phone 7960G and 7940G 21

Transferring a Connected Call

Transfer redirects a connected call. The target is the number to which you want to transfer the call.

If you want to... Then...

Transfer a call without talking to the transfer recipient

Talk to the transfer recipient before transferring a call (“consult transfer”)

Transfer two current calls to each other (“direct transfer”)

Press Tra n sfer and enter the target number. When you hear the call ringing, press Trans f e r again.

Press Tra n sfer and enter the target number. Wait for the transfer recipient to answer. If the recipient accepts the transferred call, press Transf e r again. If the recipient refuses the call, press Resume to return to the original call.

Scroll to highlight any call on the line and press Select. Repeat this process for the second call. With one of the selected calls highlighted, press DirTrfr. (You may need to press the more softkey to see DirTrfr.) The two calls connect to each other and drop you from the call.

If you want to stay on the line with the callers, use Join to create a conference instead. For details, see the “Making Conference Calls” section on page 24.

Tips

• You cannot use the Tra nsf er softkey to redirect a call on hold. Remove the call from hold before transferring it.

• If you want to connect two calls to each other using direct transfer, the calls must be on the same line. If the calls are not on the same line, transfer one call to the other line, then use DirTrfr.

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Basic Call Handling

Forwarding Your Calls to Another Number

You can use Call Forward All to redirect your incoming calls from your Cisco IP Phone to another number.

Note Enter the Call Forward All target number exactly as you would dial it from your desk phone.

For example, enter an access code such as 9 or the area code, if necessary.

If you want to... Then...

Set up call forwarding on your primary line

Cancel call forwarding on your primary line

Verify that call forwarding is enabled on your primary line

Set up or cancel call forwarding for any line

Press CFwdALL and enter a target phone number.

Press CFwdALL.

Look for this icon above the primary line: . Also, check the status line near the bottom of the phone screen; it displays the call forwarding target number.

Log in to your User Options web pages, choose your device, then choose Forward all calls... from the main menu. You can set up or cancel call forwarding for each line on your phone. See the “Logging In to the User Options Web Pages” section on page 40 for login instructions.

When call forwarding is enabled for any line other than the primary line, your phone does not provide you with any confirmation that calls are being forwarded. Instead, you must confirm your settings in the User Options pages.

Tips

• You can forward your calls to a traditional analog phone or to another IP phone (although your system administrator might restrict the call forwarding feature to numbers within your company).

• You must configure this feature per line; if a call reaches you on a line where call forwarding is not enabled, the call will ring as usual.

Cisco IP Phone 7960G and 7940G 23

Making Conference Calls

Your Cisco IP Phone allows you to join three or more people into one telephone conversation, creating a conference call.

Types of Supported Conference Calls

There are two types of conference calls: Standard and Meet-Me.

Standard Conference Calls

In standard (or “ad hoc”) conference calls, the conference organizer must call participants to add them to the conference. Using your Cisco IP Phone, you can create standard conference calls in different ways, depending on your needs and your phone’s configuration:

• Confrn—Use this softkey to establish a standard conference by calling each participant. Standard conference calling is a default feature available on most phones.

• Join—Use this softkey to establish a standard conference among several calls already on one line.

• cBarge—Use this softkey to add yourself to an existing call on a shared line and to turn the call

into a standard conference call. This is an optional feature available only for shared lines, and your system administrator must configure it for you. See the “Using a Shared Line” section on page 28 for details.

See the “Starting and Joining a Standard Conference” section on page 25 for additional instructions.

Meet-Me Conference Calls

Unlike a standard conference, where the conference organizer must call participants, Meet-Me conferencing allows participants to join a conference by dialing a Meet-Me conference number and entering a participant passcode. The Meet-Me organizer joins the conference by entering a unique chairperson passcode.

You can establish a Meet-Me conference using the Meet-Me softkey on your phone. See the “Starting or Joining a Meet-Me Conference Call” section on page 26 for additional instructions. Note that Meet-Me conferencing is a special feature that your system administrator must configure for you.

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Basic Call Handling

Starting and Joining a Standard Conference

A standard conference allows at least three people to participate in a single call. See the table below for details.

If you want to... Then...

Start a standard conference call by calling participants

Invite current callers to join a standard conference

Participate in a standard conference

Barge (add yourself to) a call on a shared line and turn the call into a standard conference call

View a list of conference participants

Get an updated list of conference participants

See who started the conference

Drop the last party added to the conference

During a connected call, press Confrn to add another party to the call. (You may need to press the more softkey to see Confrn.) Enter the conference participant’s phone number. After the call connects and you have spoken to the conference participant, press Confrn again to add this party to your call. Repeat to add additional participants.

With two or more calls on a single line, scroll to highlight any call on the line and press Select. Repeat this process for each call you want to add to the conference. From one of the selected calls, press Join. (You may need to press the more softkey to see Join.) Note that the active call is selected and added to the conference automatically.

Answer the phone when it rings. You do not need to do anything special to participate in a standard conference call.

Highlight a remote-in-use call on a shared line and press cBarge. (You may need to press the more softkey to display cBarge.) Other parties on the call will hear a barge tone. See the “Using a Shared Line” section on page 28 for details.

Highlight an active conference, and press ConfList. Participants are listed in the order in which they join the conference with the most recent additions at the top.

While viewing the conference list, press Update.

While viewing the conference list, locate the person listed at the bottom of the list with an asterisk (*) next to the name.

Highlight the participant’s name at the top of the conference list and press Remove. (The last participant is always listed at the top of the list.) Or, when not viewing the conference list, press RmLstC. You can remove participants only if you initiated the conference call.

Cisco IP Phone 7960G and 7940G 25

If you want to... Then...

Remove any conference participant

End your participation in a standard conference

Highlight the participant’s name and press Remove. You can remove participants only if you initiated the conference call.

Hang up or press EndCall. If you did not initiate the conference call, hanging up will not disrupt the connection for the remaining parties.

If you initiated the conference call, hanging up might end the conference (depending on how your system administrator configured your phone). To avoid this, you can transfer the conference to another caller before hanging up. That caller then acts as the “virtual controller” for the conference. A virtual controller cannot add or remove parties; however, the conference continues with the established participants.

Tips

• Calls must be on the same line before you can add them to a standard conference call. If calls are on different lines, transfer them to a single line before using Confrn or Join.

• If you get an error stating, “No Participant Info” when attempting to use Join, be sure that you have selected at least one call in addition to the active call, which is selected automatically.

• Depending on how your phone is configured, if you leave a conference after creating it, the conference might end. See the last row of the above table for more information.

Starting or Joining a Meet-Me Conference Call

Use Meet-Me conferences to start a conference (up to 100 parties, depending on configuration) that requires participants to call an established number at a specific time. This is an optional feature that your system administrator must configure for you.

If you want to... Then...

Establish a Meet-Me conference

Participate in a Meet-Me conference

End a Meet-Me conference Hang up or press EndCall.

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Press Meet-Me. (You may need to press the more softkey to see Meet-Me.) Dial the Meet-Me conference number provided by your

system administrator, then follow the voice instructions.

Dial the Meet-Me conference number provided by the conference initiator. You can join after the initiator has established the conference. (The Meet-Me softkey is not used to join the conference.)

Advanced Call Handling

Advanced call-handling tasks involve special (non-standard) features that your system administrator might configure for your phone depending on your call-handling needs and work environment. You will not have access to these features unless your system administrator enables them for you.

Storing and Retrieving Parked Calls

You can “park” a call when you want to store the call so that you or someone else can retrieve it from another phone in the Cisco CallManager system (for example, a phone at a co-worker’s desk or in a conference room). Call Park is a feature that your system administrator must enable for you.

If you want to... Then...

Store an active call using Call Park

Retrieve a parked call Enter the call park number from any Cisco IP Phone in your network to

During a call, press Park. (You may need to press the more softkey to see Park.) This prompts your phone to store the call. Note the call park number displayed on your phone screen and hang up.

connect to the call.

You have a limited amount of time to retrieve the parked call before it reverts to ringing at its original destination. See your system administrator for this time limit.

Redirecting a Ringing Call to Your Phone

Call PickUp allows you to redirect a call that is ringing on a co-worker’s phone to your own phone so that you can answer the call. Call PickUp is a special feature that your system administrator might enable for you, depending on your call-handling needs and work environment. For example, you might use this feature if you share call-handling responsibilities with co-workers. You can handle calls for co-workers who are in your “call pickup group,” which is defined by your system administrator.

If you want to... Then...

Answer a call that is ringing on another extension within your group

Answer a call that is ringing on another extension outside of your group

Cisco IP Phone 7960G and 7940G 27

Press (an available line button) and PickUp. The call now rings on your phone.

Press (an available line button) and GPickUp. Enter the call group pickup code provided by your system administrator. The call now rings on your phone.

Using a Shared Line

Your system administrator might assign a “shared” phone line to you. Typically, a shared line has two main uses:

• One person uses multiple phones—For example, your shared line is assigned to both your desk phone and a lab phone. An incoming call to the shared line rings on both phones and you can use either phone to answer the call.

• Multiple people share a line—For example, you are one of many people who can handle incoming calls on the shared line, or you are a manager who shares an extension number with your assistant.

Understanding Shared Lines

Remote-in-Use

If you have a shared line, you might see the remote-in-use icon on your phone screen: . This icon indicates that a co-worker is currently using the shared line. You can place and receive calls as usual on a shared line, even when the remote-in-use icon appears.

Sharing Call Information and Barging

Unless a co-worker who shares your line has the Privacy feature enabled, you can see information on your phone screen about calls that your co-worker places and receives on the shared line. This information might include caller ID and call duration. Conversely, when you are using a shared line, information about your call is displayed on the co-worker’s phone screen.

When call information is visible in this way, you and co-workers can add yourselves to calls on the shared line using either the Barge or cBarge feature. Adding yourself to a call on a shared line is called barging. For more information about barging, see the “Adding Yourself to a Shared-Line Call” section on page 29.

Privacy

If you do not want co-workers who share your line to see information about your calls, enable the Privacy feature. Doing so also prevents co-workers from barging your calls. See the “Preventing Others from Viewing or Barging a Shared-Line Call” section on page 30.

Maximum Supported Calls on a Shared Line

The maximum number of calls that a shared line supports can vary by phone. Thus, at times you might not be able to make a new call on the shared line even if your co-worker can. For example, your phone supports a maximum of four calls on a shared line and your co-worker’s phone supports five calls on the same line. If there are four calls on the line, the NewCall softkey is unavailable to you but available to your co-worker.

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Advanced Call Handling

Adding Yourself to a Shared-Line Call

If you share a phone line, your system administrator might provide you with Barge or cBarge. You can use either feature to add yourself to an active call on your shared line. Typically, only one of these features will be configured for you.

If you want to... Then...

See if a co-worker has an active call on the shared line

View current calls on the shared line

Add yourself to a call on a shared line using the Barge softkey

Add yourself to a call on a shared line using the cBarge softkey

Look at the shared line number. When the line is in use from another phone, the remote-in-use icon appears: .

If your co-worker has Privacy enabled, the Barge and cBarge softkeys are not available and you cannot barge the call. In this case, you cannot view information for the private call on your phone screen; however, you can still use the shared line to place and receive new calls.

Press for the shared line in use. All non-private calls appear on the call activity area.

Highlight a remote-in-use call on your phone screen and press Barge. (You may need to press the more softkey to display Barge.) Other parties hear a beep tone announcing your presence.

When you hang up, the remaining parties hear a disconnect tone and the original call continues.

Highlight a remote-in-use call on your phone screen and press cBarge. (You may need to press the more softkey to display cBarge.) Other parties hear a tone and brief audio interruption, and call information changes on the phone screen.

Note that, unlike Barge, cBarge converts the call into a standard conference call, allowing you to add new conference participants to the call. (To learn more about conference features that you can use with cBarge, see the “Making Conference Calls” section on page 24.)

When you hang up, the call remains a conference call (provided at least three participants remain on the line).

Tips

• Barge and cBarge softkeys are not available for private calls.

• You cannot barge an encrypted call if the phone you are using is not configured for encryption.

When your barge attempt fails for this reason, your phone plays a fast busy tone. See the “Making and Receiving Secure Calls” section on page 31.

• You will be disconnected from a call that you have joined using Barge if the call is put on hold, transferred, or turned into a conference call.

Cisco IP Phone 7960G and 7940G 29

Preventing Others from Viewing or Barging a Shared-Line Call

If you share a phone line, you can use the Privacy feature to prevent others who share the line from viewing your calls or barging your calls (adding themselves to calls on the shared line using the Barge or cBarge feature).

If you want to... Then...

Prevent others from viewing or barging any calls on a shared line

Enable Privacy by pressing Private. When Privacy is on, this icon appears next to the Privacy feature button:

Allow others to view or barge any calls on a shared line

Tips

• If a phone that shares your line has Privacy enabled, you can make and receive calls using the shared line as usual. However, you cannot add yourself to existing calls on the shared line, and the barge softkeys will not be available to you.

• The Privacy feature applies to all shared lines on your phone. Consequently, if you have multiple shared lines on your phone and Privacy is enabled, coworkers will not be able to view or barge calls on any of your shared lines.

Disable Privacy by pressing Private. When Privacy is off, this icon appears next to the Privacy feature button:

Tracing Suspicious Calls

If you are receiving suspicious or malicious calls, your system administrator can add the Malicious Call Identification (MCID) feature to your phone. This feature enables you to identify an active call as suspicious, which initiates a series of automated tracking and notification messages.

If you want to... Then...

Identify a suspicious call Press MCID. You will hear a special tone and see the message, “MCID

successful” on your phone. The call remains active until you end the call.

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Advanced Call Handling

Making and Receiving Secure Calls

Depending on how your system administrator has configured your phone system, your phone might support making and receiving secure calls.

Your phone is capable of supporting these types of calls:

• Authenticated call—The identities of all phones participating in the call have been verified.

• Encrypted call—The phone is receiving and transmitting encrypted audio (your conversation)

within the Cisco IP network. Encrypted calls are also authenticated.

• Non-secure call—At least one of the participating phones or the connection does not support these

security features, or the phones cannot be verified.

If you want to... Then...

Check the security level of a call Look for one of these security icons to the right of the call duration

timer for a connected call:

Authenticated call

Encrypted call

Neither security icon appears if the call is non-secure.

Determine if secure calls can be made in your company

Contact your system administrator.

Note There are interactions, restrictions, and limitations that affect how security features work on

your phone. For more information, ask your system administrator.

Cisco IP Phone 7960G and 7940G 31

Prioritizing Critical Calls

In some specialized environments, such as military or government offices, you might need to make and receive urgent or critical calls. These critical calls might require higher priority handling, such as being able to bypass other calls. If you have the need for this specialized call handling, your system administrator can add Multilevel Precedence and Preemption (MLPP) to your phone.

Keep these terms in mind:

• Precedence indicates the priority associated with a call.

• Preemption is the process of ending an existing, lower priority call while accepting a higher

priority call that is sent to your phone.

If you... Then...

Want to choose a priority (precedence) level for an outgoing call

Want to make a priority (precedence) call

Hear a special ring (faster than usual) or a special call waiting tone

Want to view the priority level of a call Look for an MLPP icon on your phone screen:

Contact your system administrator for a list of corresponding precedence numbers for calls.

Enter the MLPP access number (provided by your system administrator) followed by the phone number.

You are receiving a priority (precedence) call. An MLPP icon on your phone screen indicates the priority level of the call.

Low priority (priority) call

Medium priority (immediate) call

High priority (flash) call

Highest priority (flash override) or Executive Override call

Higher priority calls are displayed at the top of your call list. If you do not see an MLPP icon, the priority level of the call is normal (routine).

Want to accept a higher-priority call Answer the call as usual. If necessary, end an active call first.

Hear a continuous tone interrupting your call

You or the other party are receiving a call that must preempt the current call. Hang up immediately to allow the higher priority call to ring through.

Tips

• When you make or receive an MLPP-enabled call, you will hear special ring tones and call waiting tones that differ from the standard tones.

• If you enter an invalid MLPP access number, a verbal announcement will alert you of the error.

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Using a Handset, Headset, and Speakerphone

The table below describes how to use these devices.

If you want to... Then...

Use the handset Lift it to go off-hook; replace it to go on-hook.

Use a headset Press to toggle headset mode on and off. (AutoAnswer users

should see the “Using AutoAnswer with a Headset or the Speakerphone” section on page 34 for exceptions.)

You can use the headset in conjunction with all of the controls on your phone, including and .

See the “Obtaining a Headset” section on page 33 for headset purchasing information.

Use the speakerphone Press to toggle speakerphone mode on or off.

Many of the actions you can take to dial a number or answer a call will automatically trigger speakerphone mode, assuming that the handset is in its cradle and is not lit.

Switch to the speakerphone or headset (from the handset) during a call

Switch to the handset (from the speakerphone or headset) during a call

Press or , then hang up the handset.

Lift the handset. There is no need to push any buttons.

Tips

• See the “Connecting Your Phone” section on page 5 to locate the headset port.

• See the “Basic Call Handling” section on page 17 for detailed instructions about how to use the

handset, headset, and speakerphone to place, answer, end, and otherwise handle calls.

Obtaining a Headset

Your phone supports four- or six-wire headset jacks. For information about purchasing headsets, see the “Headset Information” section on page 6 and go to the following URL: http://vxicorp.com/cisco

Cisco IP Phone 7960G and 7940G 33

Using AutoAnswer with a Headset or the Speakerphone

You might use AutoAnswer if you receive a high volume of incoming calls or handle calls on behalf of others. Your system administrator configures AutoAnswer to work with either your speakerphone or headset. See the table below for details.

If you... Then...

Use AutoAnswer with a headset

Use AutoAnswer with the speakerphone

Keep headset mode active (in other words, keep illuminated) even when you are not on a call. To keep headset mode active, press EndCall to hang up (rather than pressing to end the call), then press NewCall or Dial when placing new calls.

If your phone is set up to use AutoAnswer in headset mode, calls will be answered automatically only if is lit. Otherwise, calls will ring normally and you will need to manually answer them.

Keep the handset in the cradle and headset mode inactive (in other words, keep unlit).

If your phone is set up to use AutoAnswer in speakerphone mode, calls will be answered automatically using the speakerphone only if the above criteria are met. Otherwise, calls will ring normally and you will need to manually answer them.

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Customizing Phone Settings

You can personalize your Cisco IP Phone by adjusting settings, as described in the tables below. Keep these tips in mind:

• Most settings are accessible on your phone, but a few are accessed online from your User Options web pages. See the “Logging In to the User Options Web Pages” section on page 40 for more information.

• If you want to revert to setting values that were originally coded into the phone at the factory, choose > Default. (You may need to press the more softkey to see Default.) Volume levels and values in the Contrast and Ring Type menus will be affected.

• If is not responsive, your system administrator might have disabled this button on your phone. Ask your system administrator for more information.

Adjusting the Volume

The table below describes how to adjust and save volume levels on your phone.

If you want to... Then...

Adjust the volume level for a call

Adjust the volume level for the ringer

Cisco IP Phone 7960G and 7940G 35

Press during a call or after invoking a dial tone.

You can press Save to save this volume setting for future calls.

Note that volume settings for the handset, speakerphone, and headset must be adjusted separately.

Press while the handset is in the cradle and the headset and speakerphone buttons are off. Continue pressing the button to increase or decrease the volume. The new ringer volume is saved automatically.

Customizing Rings and Message Indicators

You can customize the way that your phone indicates an incoming call or a new voice mail message for each of your lines. Customized ring sounds and other indicators can help you quickly differentiate between multiple lines. For example, you can choose a chirping sound to indicate an incoming call on Line 1 and a drumbeat to indicate an incoming call on Line 2.

If you want to... Then...

Change the ring sound Choose > Ring Type.

Select a phone line or the default ring setting. Use the Navigation button to scroll through the ring types. Press Play to hear the selected ring type. When you find a ring sound that you want, press Select, then press OK.

You can apply the default ring setting to a selected phone line by pressing Default.

Change the ring pattern (flash-only, ring once, beep-only, etc.)

Change the way that the voice message light on your handset works

Log in to your User Options web pages, select your device, then choose Change the Ring Settings for your phone from the main menu.

Log in to your User Options web pages, select your device, then choose Change the Message Waiting Lamp policy... from the main menu. Typically, the default system policy tells your phone to “always light” when you receive a new voice message.

Customizing the Phone Screen

You can adjust the contrast and the language for your phone screen.

If you want to... Then...

Change the phone screen contrast

Change the language on your phone screen

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Choose > Contrast. Press Up, Down or , then press OK. Or press Cancel to revert to the previously saved setting.

Log in to your User Options web pages, select your device, then choose Change the Locale... from the main menu. See the “Logging In to the User Options Web Pages” section on page 40 for more information.

Customizing Phone Settings

Setting Up Speed Dial Features

Speed dial features allow you to press a button or enter an index code to place a call.

You can set up speed dialing for your phone in two ways:

• Speed dialing with a button—You can assign a speed dial number to any available programmable button on your phone that has not already been configured as a line, feature, or service button.

• Speed dialing with an index code—Using the Abbreviated Dialing feature, you can enter an assigned index number (1 to 99) rather than dialing the entire phone number.

Set up both types of speed dial features from your User Options web pages, as described in the table below. (See the “Logging In to the User Options Web Pages” section on page 40 for more information about your User Options pages.)

If you want to... Then...

Add speed dial numbers to phone buttons

Add speed dial numbers to use with Abbreviated Dialing

Remove a speed dial number

In the Speed Dial Settings on Phone section, enter a phone number and label for each available speed dial button. Enter the number exactly as you would dial it from your desk phone. For example, enter an access code such as 9 or the area code, if necessary.

The label you enter appears next to the speed dial button on your phone screen.

In the Speed Dial Settings not associated with a phone button section, enter a phone number and label for each available speed dial button. Enter the number exactly as you would dial it from your desk phone. For example, enter an access code such as 9 or the area code, if necessary.

Delete the phone number and label from either of the speed dial web pages.

Tips

• For details on making calls using either speed dial feature, see the “Placing a Call” section on page 17.

• Your system administrator can assign speed dial buttons to your phone and restrict the number of speed dial buttons that you can configure.

Cisco IP Phone 7960G and 7940G 37

Using Voice Messaging, Call Logs, and Directories

This section describes how you can use feature buttons to access voice messages, call logs, and directories.

Accessing Voice Messages

Your company determines the voice message service that your phone system uses. For the most accurate and detailed information about this service, refer to the documentation that came with it. For a general overview of voice message service features, refer to the table below.

If you want to... Then...

Set up and personalize your voice message service

See if you have a new voice message

Listen to your voice messages or access the voice messages menu

Send a call to your voice message system

Press and follow the voice instructions. If a pop-up messages menu appears on your phone screen, choose an appropriate menu item.

Look at your phone for the following indicators:

• A steady red light on your handset. (This indicator can vary. See the “Customizing Rings and Message Indicators” section on page 36.)

• A flashing envelope icon and text message on your phone screen.

Press . Depending on your service, doing so either auto-dials your voice message service or provides a pop-up menu on your phone screen.

Press iDivert. The iDivert feature automatically transfers a call (including a ringing or held call) to your voice message system. Callers will hear your voice message greeting and can leave you a message.

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Using Voice Messaging, Call Logs, and Directories

Using Call Logs and Directories

Your phone maintains logs of your missed, placed, and received calls. You can use the Directories button to view and dial from call logs. You can also access a corporate directory (if applicable).

If you want to... Then...

View your call logs Choose > Missed Calls, Placed Calls, or Received Calls. A maximum

of 32 records is stored in each of these logs.

Dial from a call log Choose a listing and go off-hook. If you need to edit the number displayed in

the log, press EditDial followed by << or >> to move the cursor or erase digits. Use the keypad to enter digits.

If you want to dial from a call log while on an active call, scroll to a listing and press Dial. Then choose a softkey to handle the original call:

• Hold—Puts the first call on hold and dials the second.

• EndCall—Disconnects the first call and dials the second.

• Tra n sf—Transfers the first party to the second. (Press Tra nsf twice.)

• Confrn—Creates a conference call with all parties. (Press Confrn twice).

Erase your call logs Press , then press Clear. Doing so erases your Missed, Placed, and

Received call logs.

Dial from a corporate directory

Choose > Corporate Directory (exact name can vary). Search for a listing by entering letters with your keypad. (You can search using a partial name.) To dial from a listing, scroll to it and go off-hook.

If you want to dial from a directory while on an active call, scroll to a listing and press Dial. Then choose a softkey to handle the original call:

• Hold—Puts the first call on hold and dials the second.

• EndCall—Disconnects the first call and dials the second.

• Tra n sf—Transfers the first party to the second. (Press Tra nsf twice.)

• Confrn—Creates a conference call with all parties. (Press Confrn twice).

Note If the network shuts down or is reset, you might lose information in your call logs.

Cisco IP Phone 7960G and 7940G 39

Accessing Your User Options Web Pages

Because your Cisco IP Phone is a network device, it can share information with other network devices in your company, including your computer and web-based services accessible using a web browser on your computer.

You can establish phone services, and control settings and features from your computer using the Cisco CallManager User Options web pages. Once you configure features and services on the web pages, you can access them on your phone.

For example, you can set up speed dial buttons from your web pages, then access them on your phone.

This section describes how to access your User Option web pages and how to subscribe to phone services. For more details about the features you can configure and the phone services to which you can subscribe, refer to Customizing Your Cisco IP Phone on the Web at the following URL: http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

Logging In to the User Options Web Pages

Procedure

Step 1 Obtain a User Options URL, user ID, and default password from your system administrator.

Step 2 Open a web browser on your computer and enter the URL (provided by your system

administrator) and log on.

Step 3 From the general menu, select your device type (phone model) in the “Select a device”

drop-down list.

After you make your selection, a context-sensitive menu appears with options appropriate for your device type.

Tips for Navigating the User Options Pages

• Select your device from the menu page to see all of your options.

• Click Update to apply and save your changes.

• Click Return to the Menu to get back to the context-sensitive menu.

• Click Log Off to exit the User pages.

40 OL-4637-02

Accessing Your User Options Web Pages

Subscribing to Phone Services

Before you can access subscription phone services on your phone, you need to subscribe to them by using your computer to access the User Options web pages. (See the “Logging In to the User Options Web Pages” section on page 40 for help logging in.)

Phone services can include:

• Web-based information, such as stock quotes, movie listings, and weather reports

• Network data, such as corporate calendars and searchable directories

• Phone features, such as My Fast Dials and a Personal Address Book

Refer to the table below for more information.

If you want to... Then do this after you log in and select your device type...

Subscribe to a service From the main menu, choose Configure your Cisco IP Phone Services.

Select a service from the “Available Services” drop-down list and click Continue. Enter more information upon request (such as a zip code or PIN), then click Subscribe.

Change or end subscriptions

Add a service to a programmable button

Access a service on your phone

Learn how to use phone services

From the main menu, choose Configure your Cisco IP Phone Services. Click a service in the “Your Subscribed Services” panel. Click Update after making changes, or click Unsubscribe.

After subscribing to a service, choose Add/Update your Service URL Buttons from the main menu. For each available button, select a service from the drop-down list and enter a text description. Click Update after making changes. Your system administrator determines how many programmable buttons are available for services and might assign service buttons to your phone.

Press on your phone. Or, if you have added a service to a programmable button, press (the programmable button) that corresponds to the service.

Refer to Customizing Your Cisco IP Phone on the Web: http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/ index.htm

Cisco IP Phone 7960G and 7940G 41

Understanding Additional Configuration Options

Your system administrator can configure your phone to use specific button and softkey templates along with special services and features, if appropriate. The table below provides an overview of some configuration options that you might want to discuss with your phone system administrator based on your calling needs or work environment.

Note You can locate User Guides and other documents listed in this table from the following URL:

http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm

If you... Then... For more information...

Need to handle more calls on your phone line

Need more than one phone line

Need more speed dial buttons

Work with (or work as) an administrative assistant

Want to use one extension for several phones

Ask your system administrator to configure your line to support more calls.

Ask your system administrator to configure one or more additional directory numbers for you.

First make sure that you are using all of your currently available speed dial buttons.

If you need additional speed dial buttons, try using Abbreviated Dialing or subscribing to the Fast Dial service.

Ask your system administrator about the option of attaching a Cisco IP Phone 7914 Expansion Module to your phone.

Consider using:

• The Cisco IP Manager Assistant service

• a shared line

Request a shared line. This allows you to use one extension number for your desk phone and lab phone, for example.

Talk to your system administrator or phone support team.

See the:

• “Setting Up Speed Dial Features” section on page 37

• “Subscribing to Phone Services” section on page 41

• Cisco IP Phone 7914 Expansion Module Phone Guide

See the:

• Cisco IP Manager Assistant User Guide

• “Using a Shared Line” section on page 28

See the “Using a Shared Line” section on page 28.

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Understanding Additional Configuration Options

If you... Then... For more information...

Share phones or office space with co-workers

Answer calls frequently or handle calls on someone’s behalf

Need to make video calls

Want t o temporarily apply your phone number and settings to a shared Cisco IP Phone

Consider using:

• Call Park to store and retrieve calls without using the transfer feature

• Call Pickup to answer calls ringing on another phone using your own phone

• a shared line to view and add yourself to calls in progress

• Cisco Extension Mobility to apply your phone number and user profile to a shared phone

Ask your system administrator to set up the AutoAnswer feature for your phone.

Consider using Cisco VT Advantage, which enables you to make video calls using your Cisco IP Phone, your personal computer, and an external video camera.

Ask your system administrator about the Cisco Extension Mobility service.

Ask your system administrator about these features and see the:

• “Advanced Call Handling” section on page 27

• “Using a Shared Line” section on page 28

• “Using the Extension Mobility Service” section in the document called

Customizing Your Cisco IP Phone on the Web

See the “Using AutoAnswer with a Headset or the Speakerphone” section on page 34.

Contact your system administrator for assistance and see the Cisco VT Advantage User

Guide and Cisco VT Advantage Quick Start Guide.

See the “Using the Extension Mobility Service” section in

Customizing Your Cisco IP Phone on the Web.

Cisco IP Phone 7960G and 7940G 43

Troubleshooting Your Phone

This section tells you how to access information about your Cisco IP Phone and phone calls to help your system administrator or technician diagnose problems with your phone.

If you are asked to... Then...

Access network configuration data

Access status data Choose > Status and select the status item that you want to view.

Access phone model information

Note If is not responsive, your system administrator might have disabled this button on

your phone. Ask your system administrator for more information.

Choose > Network Configuration and select the network configuration item that you want to view.

Choose > Model Information.

Using the Quality Reporting Tool

Your system administrator may temporarily configure your Cisco IP Phone with the Quality Reporting Tool to help troubleshoot performance problems. You can use the QRT softkey to submit information about problem phone calls to your system administrator.

Depending on how your system administrator configured the Quality Reporting Tool for your phone, you can use the QRT softkey in one of two ways:

If you want to... Then...

Quickly report an audio problem for a current call

Report a problem with your phone calls

44 OL-4637-02

While on the call, press QRT. (You might need to press more first.)

Your phone system will collect and log audio data for the current call and route this information to your system administrator.

Press QRT. (You might need to press more first.) Select the problem you want to report from the list of problem categories. Some problem categories include a reason code that you can select to provide more details about the problem.

Your phone will route this information to your system administrator.

Cisco One-Year Limited Hardware Warranty Terms

There are special terms applicable to your hardware warranty and various services that you can use during the warranty period. Your formal Warranty Statement, including the warranty applicable to Cisco software, is included on the Cisco Documentation CD and on Cisco.com. Follow these steps to access and download the Cisco Information Packet and your warranty document from the CD or Cisco.com.

1. Launch your browser, and go to this URL:

http://www.cisco.com/univercd/cc/td/doc/es_inpck/cetrans.htm

The Warranties and License Agreements page appears.

2. To re a d th e Cisco Information Packet, follow these steps:

a. Click the Information Packet Number field, and make sure that the part number

78-5235-02F0 is highlighted.

b. Select the language in which you would like to read the document.

c. Click Go.

d. The Cisco Limited Warranty and Software License page from the Information Packet appears.

e. Read the document online, or click the PDF icon to download and print the document in

Adobe Portable Document Format (PDF).

Note You must have Adobe Acrobat Reader to view and print PDF files. You can download

the reader from Adobe’s website: http://www.adobe.com

3. To read translated and localized warranty information about your product, follow these steps:

a. Enter this part number in the Warranty Document Number field:

78-10747-01C0

b. Select the language in which you would like to view the document.

c. Click Go.

The Cisco warranty page appears.

d. Read the document online, or click the PDF icon to download and print the document in

Adobe Portable Document Format (PDF).

You can also contact the Cisco service and support website for assistance:

http://www.cisco.com/public/Support_root.shtml.

Cisco IP Phone 7960G and 7940G 45

Duration of Hardware Warranty

One (1) Year

Replacement, Repair, or Refund Policy for Hardware

Cisco or its service center will use commercially reasonable efforts to ship a replacement part within ten (10) working days after receipt of a Return Materials Authorization (RMA) request. Actual delivery times can vary, depending on the customer location.

Cisco reserves the right to refund the purchase price as its exclusive warranty remedy.

To Receive a Return Materials Authorization (RMA) Number

Contact the company from whom you purchased the product. If you purchased the product directly from Cisco, contact your Cisco Sales and Service Representative.

Complete the information below, and keep it for reference.

Company product purchased from

Company telephone number

Product model number

Product serial number

Maintenance contract number

46 OL-4637-02

Index

answering calls, options for 20 audio problems, reporting 44 authenticated calls, icon for 31 AutoAnswer, using 34

barge

and privacy and shared lines 28 using 29

buttons, identifying 16

call activity area, viewing 11 call forwarding, using 23 call logs

dialing from erasing 39

viewing and dialing from 39 call park, using 27 call pickup, using 27 call waiting, using 20 CallBack, using 18 call-handling, advanced 27

call-handling, basic 17 calls

answering compared to lines 12 conference features for 24 ending 21 forwarding 23 handling multiple 14 holding and resuming 21 icons for 13 maximum per line 12, 28 multiple parties on 24 muting 21 parking 27 placing 17 prioritizing 32 redirecting while ringing 20, 27 reporting problems with 44 secure 31 selecting 13 storing and retrieving 27 transferring 22 viewing 11, 14

cBarge, See barge Cisco IP Phone

adjusting height of connecting 5

Cisco IP Phone 7960G and 7940G 47

description of documentation for 4 feature configuration for 12, 42 illustration of 9 online help for 16 registering 6 securing handset rest 6 web-based services for 40

conference calls

Meet-Me standard 24, 25 types of 24

corporate directory

dialing from web page with using on phone 18

24, 26

dialing, options for 17 directories button, description of 10 directory

dialing from web page with using on phone 18, 39

documentation, accessing 4

encrypted calls, icon for 31 ending a call, options for 21 extension numbers, viewing 11

Fast Dial service

dialing with subscribing to 41

feature buttons

directories help 10 messages 10 services 10

settings 10 feature menus, using 15 features, availability of 12 footstand

adjusting

button, identifying 10 forwarding calls, options for 23

group call pickup, using 27

handset

light strip

securing in cradle 6

using 33

volume 35 hanging up, options for 21 headset

answering calls with

button, identifying 10

hanging up with 21

48 OL-4637-02

mode, using placing calls with 18

volume 35 headset performance, general 6 help button, description of 10 help, using 16 hold

and switching calls

and transferring 22

using 21

icons

for call states

on buttons 16 installing, Cisco IP Phone 5

Malicious Call Identification (MCID), using 30 Meet-Me conferences 24, 26 menus, using 15 messages

indicator for

listening to 38 messages button, description of 10 missed calls, records of 39 MLPP, using 32 multiple calls, handling 14 mute button, description of 10 mute, using 21

36, 38

navigation button, description of 10 network configuration data, locating 44 new calls, options for placing 17

keypad

description of entering text with 15

line buttons, identifying 10 lines

description of viewing 11

Cisco IP Phone 7960G and 7940G 49

off-hook

description of

dialing 17 on-hook

description of

dialing 17 online help, using 16

Personal Address Book (PAB)

dialing from subscribing to 41

phone lines

buttons for description of 12 viewing 11

phone screen

adjusting contrast of changing language of 36 choosing items 15 cleaning 4

features of 11 placed calls, records of 39 placing calls, options for 17 prioritizing calls 32 privacy

and shared lines

using 30 programmable buttons

description of

labels for 11

QRT, using 44

received calls, records of 39 redial, using 17 remote-in-use icon for shared lines 28

resume, using 21 ringer

customizing indicator for 9 volume 35

safety, warnings 2 secure calls, description of 31 selecting calls 13 services button, description of 10 services, subscribing to 41 settings

customizing using default 35

settings button, description of 10 shared lines

and remote-in-use icon description of 28 maximum calls on 28 with barge 29 with privacy 30

softkey buttons

description of labels for 11

speakerphone

answering calls with button, identifying 10 hanging up with 21 mode, using 33 placing calls with 17 volume 35

50 OL-4637-02

speed dial

buttons, configuring buttons, identifying 10 labels 11

using 17 status data, locating 44 status line, viewing 11 suspicious calls, tracing 30 switching calls 14

TAPS, using 6 text, entering on phone 15 Tool for Auto-Registered Phones Support 6 transferring, options for 22 troubleshooting, data for 44

warnings, safety 2 WebDialer, using 18

User Options web pages

accessing

and phone services 41

voice message indicator, identifying 38 voice message service, using 38 volume

adjusting

using default 35 volume button, description of 10

Cisco IP Phone 7960G and 7940G 51

52 OL-4637-02

Corporate Headquarters

Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 USA www.cisco.com Tel: 408 526-4000

800 553-NETS (6387)

Fax: 408 526-4100

European Headquarters

Cisco Systems International BV Haarlerbergpark Haarlerbergweg 13-19 1101 CH Amsterdam The Netherlands www-europe.cisco.com Tel: 31 0 20 357 1000 Fax: 31 0 20 357 1100

Americas Headquarters

Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 USA www.cisco.com Tel: 408 526-7660 Fax: 408 527-0883

Asia Pacific Headquarters

Cisco Systems, Inc. 168 Robinson Road #28-01 Capital Tower Singapore 068912 www.cisco.com Tel: +65 6317 7777 Fax: +65 6317 7799

Cisco Systems has more than 200 offices in the following countries. Addresses, phone numbers, and fax numbers are listed on the

Cisco Web site at www.cisco.com/go/offices

Argentina • Australia • Austria • Belgium • Brazil • Bulgaria • Canada • Chile • China PRC • Colombia • Costa Rica • Croatia • Cyprus • Czech Republic • Denmark Dubai, UAE • Finland • France • Germany • Greece • Hong Kong SAR • Hungary • India • Indonesia • Ireland • Israel • Italy • Japan • Korea • Luxembourg • Malaysia Mexico • The Netherlands • N ew Zealand • Norway • Peru • Philippines • Poland • Portugal • Puerto Rico • Romania • Russia • Saudi Arabia • Scotland • Singapore • Slovakia Slovenia • South Africa • Spain • Sweden • Switzerland • Tai wa n • Thailand • Turke y • Ukraine • United Kingdom • United States • Vene zu el a • Vie tna m • Zimbabwe

Copyright © 2004 Cisco Systems, Inc. All rights reserved. CCSP, the Cisco Square Bridge logo, Cisco Unity, Follow Me Browsing, FormShare, and StackWise are trademarks of Cisco Systems, Inc.; Changing the Way We Work, Live, Play, and Learn, and iQuick Study are service marks of Cisco Systems, Inc.; and Aironet, ASIST, BPX, Catalyst, CCDA, CCDP, CCIE, CCIP, CCNA, CCNP, Cisco, the Cisco Certified Internetwork Expert logo, Cisco IOS, Cisco Press, Cisco Systems, Cisco Systems Capital, the Cisco Systems logo, Empowering the Internet Generation, Enterprise/Solver, EtherChannel, EtherFast, EtherSwitch, Fast Step, GigaDrive, GigaStack, HomeLink, Internet Quotient, IOS, IP/TV, iQ Expertise, the iQ logo, iQ Net Readiness Scorecard, LightStream, Linksys, MeetingPlace, MGX, the Networkers logo, Networking Academy, Network Registrar, Packet, PIX, Post-Routing, Pre-Routing, ProConnect, RateMUX, Registrar, ScriptShare, SlideCast, SMARTnet, StrataView Plus, SwitchProbe, TeleRouter, The Fas test Way to Increase Your Internet Quotient, TransPath, and VCO are registered trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries.

All other trademarks mentioned in this document or Website are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (0406R)

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Cisco Systems 7940G, 7960G User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Getting Started

How to Use this Guide

Safety and Performance Information

Cleaning the Phone Screen

Where to Find Additional Information

More Information about Customizing Your Phone on the Web

Connecting Your Phone

An Overview of Your Phone

Buttons and Hardware

Phone Screen Features

Understanding Feature Functionality and Availability

Call-Handling and Navigation Tips

Going On-Hook and Off-Hook

Understanding Lines vs. Calls

Understanding Call Icons

Selecting Calls

Viewing Calls and Switching Between Calls

Choosing Phone Screen Items

Using Feature Menus

Entering and Editing Text

Getting Help on Your Phone

Understanding Button Icons

Basic Call Handling

Placing a Call

Answering a Call

Ending a Call

Using Hold and Resume

Using Mute

Transferring a Connected Call

Forwarding Your Calls to Another Number

Making Conference Calls

Types of Supported Conference Calls

Starting and Joining a Standard Conference

Starting or Joining a Meet-Me Conference Call

Advanced Call Handling

Storing and Retrieving Parked Calls

Redirecting a Ringing Call to Your Phone

Using a Shared Line

Understanding Shared Lines

Adding Yourself to a Shared-Line Call

Preventing Others from Viewing or Barging a Shared-Line Call

Tracing Suspicious Calls

Making and Receiving Secure Calls

Prioritizing Critical Calls

Using a Handset, Headset, and Speakerphone

Obtaining a Headset

Using AutoAnswer with a Headset or the Speakerphone

Customizing Phone Settings

Adjusting the Volume

Customizing Rings and Message Indicators

Customizing the Phone Screen

Setting Up Speed Dial Features

Using Voice Messaging, Call Logs, and Directories

Accessing Voice Messages

Using Call Logs and Directories

Accessing Your User Options Web Pages

Logging In to the User Options Web Pages

Subscribing to Phone Services

Understanding Additional Configuration Options

Troubleshooting Your Phone

Using the Quality Reporting Tool

Cisco One-Year Limited Hardware Warranty Terms

Index