VWCC Cisco Phone Users Guide
New Phone setup and configuration guide
Version 1.4
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Table of Contents
1. VOICE MAIL.....................................................................................................3
Transferring a Call to Voice Mail........................................................................................... 4
Subscribe / Unsubscribe Phone Services.................................................................................... 12
3.5.2 Subscribing to the Personal Address Book Service ............................................................... 12
3.5.1 Subscribing to the Fast Dial Service........................................................................................ 14
Configuring Fast Dials................................................................................................................. 19
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1. Voice Mail
1.1.
Configuring your Voice Mail Box for the First Time
To configure your voice mail box press the messages button
shown below:
on your phone as
You will be prompted to enter your password. Call the Help Desk for help with
your password. Enter your password and follow the prompts. You will be asked
to:
• Record your name.
• Set a personal greeting, if desired.
• Change your password.
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1.2Additional Voice Mail Information
1.2.1 Voice Mail Indicator
If you have a voice mail waiting, the red light on your handset will be lit and there
will be a blinking envelope on the screen next to your phone number. Also, when
you lift your handset, you will see 2 small red lights in the cradle which indicates you
have voice mail.
1.2.2 Checking Voice Mail from Off-Campus
To check your voice mail from off-campus, you need to dial your phone number and
wait for the greeting to play, then during the greeting dial “*” followed by your “ID”,
which is your phone number, then “#”. Enter your password followed by “#”. To
access your mailbox, press “2”.
1.2.3 Sending a Call Directly to Voice Mail
To send a call directly to voice mail before answering it, press the softkey button
below iDivert.
1.2.4 Transferring a Call to Voice Mail
To transfer a call to voice mail, press the softkey button below Transfer, then press
“*”, and dial the five digit extension, then press the softkey button below Transfer or
hang up.
1.2.5 Voice Mail Specifics
Maximum length of greeting
60 seconds
Maximum length of recorded message
**Maximum number of messages
5 minutes (300 seconds)
1 hour’s worth of
messages
**Life span of voice mail messages
Size of password
60 days
3-10 digits
45 days
Password reset
** These are subject to change in order to maintain system performance.
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2. Directory Types on your Cisco Phone
There are 4 primary directory types: Missed Calls, Received Calls, Placed Calls,
and Corporate Directory. Each of these can be reached by pressing the directories
button
on the phone, scrolling to the applicable directory and then pressing
the softkey button below Select.
Tip: You can press the number key corresponding to the desired menu option,
rather than scrolling and then pressing Select.
• Missed Calls shows the calls that have come in that you did not answer. You can
use the navigation button to scroll through the missed calls and if there is one that
you want to return, you can then press the softkey button below Dial to dial that
number.
• Received Calls shows the calls that you have answered. Again you can scroll
through these calls and select one to be dialed again if you wish.
• Placed Calls shows the calls that have been made on your phone. You can scroll
through these also and redial a selected call.
Tip: If you press the Navigation Button when at the phone’s main screen, it will
automatically scroll through the numbers on your Placed Calls directory.
• Corporate Directory is a directory of every faculty/staff member on campus that
has a phone number assigned to them. This directory is a little different from the
others in that when you first select it, you will see a Directory Search screen that
allows you to enter the first part of a First Name, Last Name, or Number.
Selecting the letters to search on works similarly to a cell phone, where you press
the number key corresponding to the letter below it and if it is the second letter in
the string, you need to quickly press the number key twice, three times quickly for
the third letter, etc. You can then press the softkey button below Search to get
only those people that meet that search criteria. If you did not enter any search
criteria, you will see the first 64 people entered into the Corporate Directory. If
your search criteria is too wide, you will also be limited to the first 64 entries.
You can then scroll through the names and select the one that you wish to dial.
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3. Setting Up Services (using the web interface)
Your Cisco Phone is a computer network device that can share information with
other network devices. 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.
To log in to the User Options web pages for the first time, open Internet Explorer and
computers located on campus.)
When you first bring up the page, you must enter a User ID and Password to log in.
Your User ID should be the same as your email name, which is typically: first initial
last name (for example, jsmith for Joe Smith). Contact the Help Desk if you need to
know the default password.
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After you log in you will see the following welcome page, which gives you a menu of
options available. You may never need to access some of these options however (Service
URL Buttons, Locale for this phone, Locale for these web pages, Plugins).
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3.1 Changing Your Password
Contact the helpdesk for the default password for your CallManager User ID. This
should be changed immediately upon login! If someone else knows your password they
can control settings on your phone so please change your password as soon as you get
your new phone. Note: This password is not the same as the password used for voice
mail.
Click on the link “Change your Password” on the Cisco CallManager User Options
Menu as shown on page 7.
The Change Your Password page displays as shown below.
Enter the Current Password and then enter the New Password that you want to replace
it with and enter it again under Confirm Password.
Click
and your password is changed.
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3.2 Changing Your PIN Number
You will need a PIN to set up specific phone services. Contact the Help Desk for the
default PIN for your CallManager User ID. This should be changed immediately before
configuring any services. If someone else knows your PIN they can control settings on
your phone so please change your PIN as soon as you get your new phone. Note: Your
PIN is not the same as the password for Call Manager or the password used for voice
mail.
Click on the link “Change your PIN” on the Cisco CallManager User Options Menu as
shown on page 7.
The Change your Personal Identification Number (PIN) page displays as shown
below:
Enter the Current PIN, the New PIN and then Confirm the New PIN .
Click
to change the PIN.
Note: If you have already added services with the old PIN number, go back to those
services and enter your new PIN number so the services will work properly.
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3.3 Call Forward All
You can forward all of your calls to a different number. For example, you can forward
calls to your voice mail or to an internal extension such as a coworker that will be
covering for you while you are away from your desk. Call forwarding can be done
directly on your phone by pressing the softkey button below CFwdALL on your phone.
OR From the web interface, you can click on “Forward all calls to a different number”
on the Cisco CallManager User Options Menu as shown on page 7 to forward your calls.
Check the box next to “Forward all incoming calls on line 1 (Your number) and select
either Voice Mail or input the new number that you want the calls forwarded to. (Note:
You may have multiple lines appearances on your phone. Be careful to select the
appropriate line when forwarding calls to another number.)
Then press the
key.
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3.4 Adding or Updating Speed Dials (using the web interface)
To add or update speed dials click on the link “Add/Update your Speed Dials” on
the Cisco CallManager User Options Menu as shown on page 7. (Note: These could
be coordinated within an office to simulate the Intercom function on the old phones.)
After clicking the link you can assign speed dials from 1-99 for your phone. If you
have any spare programmable buttons
on your phone, they will get the first
speed dials, e.g. if you have 1 programmable button that has not been set to a specific
phone line, speed dial 1 will be on that button.
The remaining speed dials are used by entering the speed dial number on your phone,
then pressing the softkey button below AbbrDial on your phone display.
The following screen shot shows the page for adding and updating speed dials. Just
enter the complete phone number next to the Speed Dial #. The phone number
should be entered exactly the same as if you were dialing the number yourself (for
off-campus, enter 9 plus the 7 digit number, etc.). The Display Text field can be
used to enter who or what the phone number is for. (If the speed dial is for a
programmable button
, the Display Text will show next to the button.)
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3.5 Subscribe/Unsubscribe Phone Services (using the web
interface)
Phone services are applications that you can access on your phone. Two default services
are available: Fast Dials and My Address Book. Some clients require additional
services which will be made available by individual login as needed.
3.5.1 Subscribing to the Personal Address Book Service
Click on the link Configure your Cisco IP Phone Services on the Cisco CallManager
User Options Menu.
From the Available Services (for new subscription) menu, select My Address Book and
click
.
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The My Address Book configuration page will appear as shown
below:
Enter your User Identification (same as your CallManager User ID-the portion of your
email address to the left of the “@” that you entered on the logon screen), and your PIN
in the appropriate boxes. (Contact the Help Desk if you don’t know your PIN.) After
filling out the appropriate fields click
service.
to subscribe to the My Address Book
You can then Return to the Menu or Log Off.
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3.5.2 Subscribing to the Fast Dial Service
Click on the link Configure your Cisco IP Phone Services on the Cisco CallManager
User Options Menu.
From the Available Services (for new subscription) menu, select Fast Dials and click
. (See screenshot below.)
The Fast Dials configuration page will appear:
Enter your User Identification (same as your CallManager User ID-the portion of your
email address to the left of the “@” that you entered on the logon screen), and your PIN
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in the appropriate boxes. (Contact the Help Desk if you don’t know your PIN.) After
filling out the appropriate fields click
to subscribe to the Fast Dials service.
You can then Return to the Menu or Log Off.
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3.6 Configuring your Personal Address Book (using the web
interface)
Click on the link “Configure your Personal Address Book” on the Cisco CallManager
User Options Menu as shown on page 7.
The Find/List Address Book Entries screen will appear.
Click on Add a New Entry.
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The Add a New Address Book Entry page will appear.
Complete the required fields and then click
address book.
to insert the new entry into the
Click on Add a New Entry to add more contacts to your Personal Address Book. Click
on Return to Search to take you back to the previous screen to do a search for entries
within your Personal Address Book.
You can enter your search criteria or just press
entries:
to show a list of your Address Book
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From this page, you can select entries on the left and then Delete the selected entries.
You can also select the Fast Dials Indicator to associate a Fast Dial with the entry. If
, it means that a phone number has not been entered
there is no Fast Dials Indicator
for the entry.
You can also choose New Search to redo the search, choose Fast Dials to get a list of
your Fast Dials, or select Add a New Entry to enter more names into your Address
Book.
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Click on the Fast Dials Indicator
a Fast Dials entry for.
beside the individual’s name that you want to create
The Add a New Fast Dial Entry page will appear:
First select the Index number that you want to use for the Fast Dial entry. Then select the
Personal Address Book Entry and choose the person you want to set up a Fast Dial entry
for.
Under Choose a directory number for the selected Address Book Entry, you need to
select the phone number you want to associate with the Fast Dial entry.
Next click
to insert the number into your fast dials list.
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Option 2:
Instead of clicking on the Fast Dials Indicator
from the Find screen, click on Fast
Dials at the bottom of the screen:
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In this case the list of Fast Dials displays:
Click on the word (Unassigned) next to the Fast Dials number that you want to set and
the Add a New Fast Dial Entry screen will again open.
Option 3:
The third way of entering a Fast Dial is to press the Services button
on your phone;
then select Fast Dials; scroll to the number that you want to set a Fast Dial for and press
the softkey button below Assign. You can then enter a phone number that you want to
assign to that Fast Dial. Note that when using this method, you can just assign a phone
number to the Fast Dial and cannot tie it to the Personal Address Book.
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3.8 Accessing your Phone User Guide (from the web interface)
From the main menu page on the Cisco CallManager User Options Menu as shown on
page 7, select “View the User Guide for your phone”. The user guide for the model
phone that you have will automatically be displayed in a pdf document. Please read the
document to get familiar with your phone. The document will guide you through basic
set up options on your phone like how to change the ring volume, speaker volume, and
ring tones. The manual is also available on the Help Desk website
http://www.vw.vccs.edu/helpdesk/CiscoPhones/index.htm along with interactive
tutorials.
4. Modifying your Phone Settings
The phone settings are accessed by pressing the Settings button
on your phone.
When you press this button, there are several options on the menu, but the only one that
you want to modify is User Preferences.
If you highlight User Preferences and then press the softkey button below Select, there
will be more options to choose from. Normally the only option that you may want to
change is Rings, which is the first option. If you select Rings, it will then show a
Default Ring and the ring associated with your line. To change the default ring, select
Default Ring, then you will then see a number of different ring tones. You can try each
one out by selecting a ring, then pressing the softkey button below Play. You can repeat
this step as many times as you want until you find the ring that appeals to you. Once you
have found the ring you want to use, select it and press the softkey button below the word
Save. This will change the ring on your line to this selected ring. You can then press the
softkey button below Exit three times to get out of User Preferences.
5. Phone Help
There is help available on your phone through the Help button.
The button works
two ways. If you press another button on the phone after the
, information will pop up
on the screen specifically about the second button that you pushed. If you do not press a
second button, the main help menu will be displayed after a few seconds. There are four
main topics: About Your Cisco IP Phone, How Do I…?, Calling Features, and Help.
You can then select links to find the topic that you want help on.
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