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City University VoIP Quick Reference
Your phone number
'3442' + 4-digit extension number shown on the LCD screen, e.g., 34426123
An IP phone may associate with multiple lines or extension numbers, e.g., extension
6123.
Place an internal call
Uplift the handset and dial a 4-digit internal extension number.
Press a button to open a line and dial a 4-digit internal extension number for
hands free conversation.
Applicable to IP phones and PABX phones in the campus, and 'Student
Residence'. i.e. those telephone number starts with ‘3442’, ‘21942’, ‘27844’, and
‘27887-9’.
Place an outside call
Uplift the handset and dial '0' and a telephone number.
Press a button to open a line and dial '0' and a telephone number for hands
free conversation.
Forward all calls to
another telephone
number when you
are not in your office
To forward all calls to an internal extension, press the CFwdAll soft key as
displayed along the bottom of the LCD screen. After hearing two beeps, press a
4-digit internal extension number. (Note that unanswered calls are sent to voice
mailbox of the original number)
To forward all calls to an external telephone number, press the CFwdAll soft key.
After hearing two beeps, press '0' and telephone number. (Note that unanswered
calls are transferred to the external phone number and voice messages are
recorded in voice mailbox of the external phone number, if any)
To cancel the forwarding feature, press the CFwdAll soft key.
Access voice mail
The red light on the handset lights up when you have voice mail messages and
the LCD displays the number of message you have received.
Press the button to access the message system and follow the voice
instructions.
Press a button to open a line and dial '6000' to access the message system
and follow the voice instructions.
When you are out of office, dial '34426000', enter your extension number and
password followed by ‘#’ to access the message system.
Press '' to skip the voice instructions given and move ahead.
When recording voice message, press '#' to skip the voice instructions.
Redial a number
Uplift the handset and press the Redial soft key.
Press a button to open a line and press the Redial soft key.
Adjust volume for
your handset
Press the button to increase or decrease volume for the handset,
headset, or speakerphone depending upon which is currently active and press the
Save soft key to save the setting.
The button controls the ringer volume if the handset is in its cradle.
This setting is automatically saved.
Cisco IP Phone 7945, 7971 - 7975 Staff Office
For enquiries and service appointment, please call
CSC Help Desk at 3442 7658
Warning: Do not unplug, remove or change the
location of IP phone yourself. Otherwise, network
interruption may be resulted. Please call our CSC
Help Desk to arrange a service appointment.
Computing Services Centre, CityU Aug 2008
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City University VoIP Quick Reference
Mute the microphone
during a call
Press the button (dimmed) to toggle Mute on.
Press the button (Red) to toggle Mute off
Pick a call up from
any extension within
your pick-up group
To pickup a call from an extension within your pick-up group:
1. Uplift the handset of your phone or press a button to open a line.
2. Press the more soft key until the Pickup soft key is shown.
3. Press the Pickup soft key to transfer the call to your extension.
Transfer a call
To transfer a call:
1. Press the more soft key if necessary until the Transfer soft key is shown.
2. Press the Transfer soft key. This places the call on hold (Press the EndCall
soft key and then the Resume soft key to return to the original call).
3. Press a 4-digit internal extension number to transfer the call to this internal
extension.
4. When it rings on the other end, press the Transfer again.
5. Hang up if handset is used.
Transfer a call to
boss line
(Applicable to the 7960
series)
To transfer a call to the boss line:
1. Press the more soft key if necessary until the Trnsfer soft key is shown.
2. Press the Transfer soft key. This places the call on hold (Press the EndCall
soft key and then the Resume soft key to return to the original call).
3. Dial '' and the 4-digit internal extension number of the boss.
4. When it rings on the other end, press the Transfer again.
5. Hang up if handset is used.
Place a conference
call
During a call, to place a conference call:
1. Press the more soft key until the Confrn soft key is shown.
2. Press the Confrn soft key. This will put the other party(ies) on hold and
open a new line.
3. Dial to another party you invite to the conference.
4. When the call connects, press the Confrn soft key again to add this party
to the conference.
5. Repeat the first 4 steps to add more party(ies).
Once the conference initiator disconnects, no new conferees can be added.
To abandon the addition of a conferee, press the button of the line being used.
When the maximum number of conferees is hit and the Confrn soft key is
pressed, a message 'Exceeds maximum parties' will be shown on the LCD.
Press the button of the line being used to return to the conference.
Answer a call using
call waiting
(Applicable to the IP
phone with call waiting
feature enabled)
Ask your department to submit a CSC Work Request to set up the Call Waiting
feature for your IP 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 the Answer soft key.
The line with the held call displays the call-on-hold icon .
To return to the original call, you must put this call on hold by pressing the Hold
soft key or end this call followed by the Resume soft key.
Use the button to scroll through the calls on hold and press the Resume soft key.
Change ring type
You may apply different ring type to different phone line or apply the default ring
setting to a selected phone line by pressing Default soft key.
1. Press the button, choose ‘User Preferences’ and then ‘Rings’ option.
2. Select a phone line for the default ring setting.
3. Use the button to scroll through the ring types. Press Play to hear the
selected ring type. Press the Select soft key at the ring type of your choice
and then press OK soft key.
Cisco IP Phone 7945, 7971 - 7975 Staff Office
Computing Services Centre, CityU Aug 2008
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City University VoIP Quick Reference
View your call logs
To view missed calls, placed calls or received calls:
1. Press the button.
2. Choose Missed Calls, Placed Calls or Received Calls with the button
and the Select soft key. Alternatively, press the number in front of each
option.
3. Use the button to scroll through the calls log and press the Dial soft
key to dial the number in focus.
A maximum of 32 records is stored in each of these logs.
Access the corporate
directory
To access the directory:
1. Press the button.
2. Use the button to select the Corporate Directory.
3. Press the Select soft key to display the directory search options.
4. Use the button to choose search options: First Name, Last Name and
Number.
5. Use number buttons in the dialing pad to enter a name or a number to find it
in the directory.
6. Press the Search soft key.
7. Use the button to select a number from the directory.
8. Press the Dial soft key to dial the number in focus.
To enter any letter on your LCD screen, use a corresponding number key. Press
the key one or more times to display a particular letter. For example, press the 2
key one time for 'A', twice quickly for 'B' and three times quickly for 'C'. After you
pause, the cursor automatically advances to allow you to enter the next letter.
Press the << soft key if you make a mistake. Press the 1 key one time for a
space character.
Access your
personal directory
(Personal Address
Book and Fast Dials)
Your IP phone has a Personal Address Book. To open it:
1. Press the button to list service(s) available for your IP phone.
2. Use the button to highlight ' Personal Directory ' and press the Select
soft key. Alternatively, press the number in front of ' Personal Directory '.
3. Enter your UserID and press to move downward to enter PIN. Then,
press the Submit soft key. (The initial PIN is sent to you by email after the
installation of your IP phone)
4. Use the button to highlight ' Personal Address Book ' and press the
Select soft key. Alternatively, press the number in front of the option.
Cisco IP Phone 7945, 7971 - 7975 Staff Office
Computing Services Centre, CityU Aug 2008
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City University VoIP Quick Reference
Edit your personal
address book
To access your Personal Address Book:
1. Perform Step 1 - 4 in the procedure of ' To access to your personal
directory.
2. Use the button to highlight 'Personal Address Book' and press the
Select soft key. Alternatively, press the number in front of the option.
To create an entry in the personal address book:
1. Open your personal address book.
2. Press the Submit soft key, more soft key, and the New soft key.
3. Using the button and your phone keypad to enter last name (optional),
first name (optional), nickname (required), email (optional) and press the
Phone soft key.
4. Enter telephone number of home, office or mobile and press the Submit soft
key. The phone displays a message that the entry has been successfully
created.
1. Press the Exit soft key.
To find and edit an entry in the personal address book:
1. Open your personal address book.
2. Press the Submit soft key to display all your address book entries. Or, use
the button to choose search options: First Name, Last Name, and
Nickname, enter a specific name using your phone keypad and press the
Search soft key to display names matching your search criteria.
3. Use the button, Previo, Next and the Select soft key to scroll through
pages and select an entry.
4. Press more and then Edit soft key.
5. To edit the first name, last name, or nickname for this entry, press the Name
soft key. To edit the home, work, or mobile numbers, press the Phone soft
key.
6. Make your changes and press the Submit soft key. The phone displays a
message that your change is successful.
7. Press the OK soft key.
Add '0' in front of an external phone number.
Create a fast dial
entry for a phone
number in your
personal address
book
To create a fast-dial entry for a phone number:
1. Perform Step 1 - 3 in the procedure of 'To find and edit an entry in the
personal address book' to find an address book entry for which you want to
create a fast dial.
2. Press the FastDial soft key.
3. Use the button to highlight a phone number (home, work, or mobile)
and press the Select soft key. The phone displays a list of fast-dial entries.
4. Use the button, Previo and Next soft key to scroll through pages and
to highlight an Unassigned fast dial entry and press the Select soft key. The
phone displays a message that your change is successful.
5. Press the OK soft key.
Add '0' in front of an external phone number.
Cisco IP Phone 7945, 7971 - 7975 Staff Office
Computing Services Centre, CityU Aug 2008
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City University VoIP Quick Reference
Place a call using
fast dial feature
To make call with your personal fast dial list:
1. Perform Step 1 - 4 in the procedure of ' To access to your personal
directory.
2. Use the button to highlight 'Personal Fast Dials' and press the Select
soft key. Alternatively, press the number in front of option.
3. Use the button, Previo, Next and Select soft key to scroll through
pages and choose a fast dial entry.
4. Press the Dial soft key.
Create a fast dial
entry for a phone
number not in your
personal address
book
You can assign a fast dial number for a phone number not in your personal
address book:
1. Perform Step 1 - 4 in the procedure of ' To access to your personal
directory.
2. Use the button to highlight 'Personal Fast Dials' and press the Select
soft key. Alternatively, press the number in front of option.
3. Use the button, Previo and Next and Select soft key to scroll through
pages and to choose an Unassigned fast dial entry.
4. Press the Assign soft key.
5. Enter the phone number and press the Update soft key.
6. Press the Exit soft key.
Add '0' in front of an external phone number.
Remove a fast dial
entry
To remove a fast dial entry:
1. Perform Step 1 - 4 in the procedure of ' To access to your personal
directory.
2. Use the button to highlight 'Personal Fast Dials' and press the Select
soft key. Alternatively, press the number in front of option.
3. Use the button, the Previo, Next and Select soft key to scroll through
pages and to choose an assigned fast dial entry. Press the Remove soft key.
4. Press the Exit soft key.
Change your
greeting
Press the button to access the message system and follow the voice
instructions to setup mailbox options.
Press a button to open a line and dial '6000' and follow the voice instructions
to setup mailbox options.
When you are out of office, dial '34426000', enter your extension number and
password followed by ‘#’ to setup mailbox options.
Cisco IP Phone 7945, 7971 - 7975 Staff Office
Computing Services Centre, CityU Aug 2008
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