Cisco Systems 7940G, 7960G User Manual

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

directory

speakerphone

hold automatically.

Place a call

while another

call is active

Cisco Systems, and the Cisco Systems logo are registered trademarks of Cisco

Systems, Inc. or its affiliates in the United States and certain other countries.

All other brands, names, or 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. (0401R)

If you want to... Then...

Using Call Forward

Messages

Button Definitions

Press CFwdALL and

enter a target phone

number.

Options web page and

choose Forward all

calls... from the main

menu.

During a connected call,

press more > Confrn to add

another party to the call.

Dial the participant’s

number. After connecting,

press Confrn again. Repeat

to add each participant.

Scroll to each target call on

the line and press Select.

From a selected call, press

more > Join.

Choose an active conference

and press ConfList. An *

indicates the initiator.

If you are the conference

initiator, you can press

RmLstC or scroll to a name

in the conference list and

press Remove.

If you want to... Then...

Start a standard

conference call

by calling

Set up call

forwarding for your

primary line

Set up or cancel call

forwarding from

your computer (for

any line)

Services

or Help

Directories

Cancel forwarding Press CFwdALL.

Settings

Making Conference Calls

Speaker

Mute

Headset

participants

Transferring a Call

Invite current

callers to join a

standard

conference

View a list of

participants

Remove a

participant

from the

conference

press Transf er and enter

the target number. To

transfer the call, press

Trnsfe r again.

Scroll to each target call on

the line and press Select.

From one of the selected

calls, press more > DirTrfr.

To stay on the line with

callers, use Join to create a

conference instead.

If you want to... Then...

Transfer a call During a connected call,

Transfer tw o

current calls to

each other

(“direct

transfer”)

extension in your group

viewing or barging calls on a

shared line

system administrator

number

More Display additional softkeys

NewCall Make a new call

Park Store a call using Call Park

PickUp Answer a call on another

Private Allow/disallow others from

QRT Submit call problems to the

Redial Redial the most recently dialed

volume) to previously saved

values

Remove Remove a conference participant

Restore Restore settings (including

conference call

Resume Resume a call on hold

RmLstC Drop the last party added to

Save Save the chosen settings

Search Search for a directory listing

Select Select an item on the screen

Trn sfer Transfer a call

information

Update Refresh content and get the latest

<< Delete entered characters

>> Move through entered characters

Contents

Getting Started 1

How to Use this Guide 1 Safety and Performance Information 2

Cleaning the Phone Screen 4 Where to Find Additional Information 4

More Information about Customizing Your Phone on the Web 4

Connecting Your Phone 5

An Overview of Your Phone 8

Buttons and Hardware 8 Phone Screen Features 11 Understanding Feature Functionality and Availability 12

Call-Handling and Navigation Tips 12

Going On-Hook and Off-Hook 12 Understanding Lines vs. Calls 12 Understanding Call Icons 13 Selecting Calls 13 Viewing Calls and Switching Between Calls 14 Choosing Phone Screen Items 15 Using Feature Menus 15

Entering and Editing Text 15 Getting Help on Your Phone 16

Understanding Button Icons 16

Cisco IP Phone 7960G and 7940G iii

Basic Call Handling 17

Placing a Call 17

Answering a Call 20 Ending a Call 21 Using Hold and Resume 21

Using Mute 21 Transferring a Connected Call 22 Forwarding Your Calls to Another Number 23

Making Conference Calls 24

Types of Supported Conference Calls 24 Starting and Joining a Standard Conference 25 Starting or Joining a Meet-Me Conference Call 26

Advanced Call Handling 27

Storing and Retrieving Parked Calls 27

Redirecting a Ringing Call to Your Phone 27 Using a Shared Line 28

Understanding Shared Lines 28 Adding Yourself to a Shared-Line Call 29

Preventing Others from Viewing or Barging a Shared-Line Call 30 Tracing Suspicious Calls 30

Making and Receiving Secure Calls 31 Prioritizing Critical Calls 32

Using a Handset, Headset, and Speakerphone 33

Obtaining a Headset 33 Using AutoAnswer with a Headset or the Speakerphone 34

Customizing Phone Settings 35

Adjusting the Volume 35 Customizing Rings and Message Indicators 36

Customizing the Phone Screen 36 Setting Up Speed Dial Features 37

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Using Voice Messaging, Call Logs, and Directories 38

Accessing Voice Messages 38

Using Call Logs and Directories 39

Accessing Your User Options Web Pages 40

Logging In to the User Options Web Pages 40

Subscribing to Phone Services 41

Understanding Additional Configuration Options 42

Troubleshooting Your Phone 44

Using the Quality Reporting Tool 44

Cisco One-Year Limited Hardware Warranty Terms 45

Index 47

Cisco IP Phone 7960G and 7940G v

vi OL-4637-02

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

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