Cisco Cisco 7940 User manual

Cisco 7940 - Handset User Guide

user guide

Contents

1. Cable Connections 2

2. Services 4

3. Directories 5

4. Programmable Keys 6

5. Using the Speakerphone 7

6. Using the Headset 7

7. Adjusting the Handset, Speaker-Phone, and Headset Volume 7

8. Placing a Call 7

9. Answering a Call 7

10. Ending a Call 8

11. Muting a Call 8

12. Putting a Call on Hold 8

13. Transferring a Call 8

14. Redialling a Number 8

15. Call Waiting 9

16. Using Call Pickup 9

17. How to make yourself available for Hunt Group calls 9

18. Placing a Conference Call 10

19. Exploring your call history 10

20. Enabling Do Not Disturb 10

21. Voicemail 11

22. Shortcuts 12

page 1 of 13

For more information and to talk direct to your support team please contact us on:

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Cisco 7940 - Handset User Guide

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For more information and to talk direct to your support team please contact us on:

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1. Cable Connections

Before being able to use the handset it will need to be connected correctly. Please follow the guide.

1 AC adapter port (DC48V)

2 Power supply with AC adapter port plug

3 Power cable with wall socket plug

4 Network port (10/100 SW)

5 Access port (10/100 PC)

6 Handset port 7 Headset port

Cisco 7940 - Handset User Guide

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1 Handset

Functions like a traditional handset. The light strip at

the top of the handset blinks when the phone rings and

remains lit to indicate a new voice mail message.

2 LCD screen

Displays features such as the time, date, your phone

extension, caller ID, line/call status, programmable

button status and soft key tabs.

3 Cisco IP Phone model type

Indicates your Cisco IP Phone model.

4 Programmable buttons

Buttons that can be programmed through SMT.

5 Foot stand adjustment

Allows you to adjust the angle of the phone base.

6 Directories button

User access to the directory.

7 ? or i button

Allows the user to get help on each key.

8 Settings button

Provides access to phone settings such as contrast

and ring sound network conﬁguration, and status

information.

9 Speaker button

Toggles the speaker on or off.

10 Mute button

Toggles the mute on or off.

11 Headset button

Toggles the headset on or off.

12 Volume button

Increases or decreases volume for the handset,

headset, or speaker phone (depending upon which is

currently active). Also controls the ringer volume (if on-

hook), and the LCD.

13 Services button

Provides service information.

14 Messages button

Provides direct dial access to voicemail.

15 Navigation button

Used for scrolling through menus and feeds.

16 Dial pad

Works exactly like the dial pad on a traditional telephone.

17 Soft keys

Enables you to engage any of the functions displayed

on corresponding LCD tabs. Soft keys point to feature

options displayed along the bottom of your LCD screen.

Soft keys change depending on the status of your

phone. For example, you can see one set of soft key

options when you pick up the handset, and another set

when the phone is not in use.

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2. Services

The Services button enables access to a number of features;

Settings Call Forward

The user can view the current status of their call forward settings as conﬁgured in the

Phone Manager.

Speed Dials

The user can view the current speed dials conﬁgured from the Phone Manager and by scrolling

through the list and can initiate a call by selecting the Call button.

Show My Number

The user can choose whether to show or hide their number on outgoing calls.

Call Speed Dials The user can view the current speed dials conﬁgured from the Phone Manager and by scrolling

through the list, initiate a call by selecting the Call button.

News The user can access a number of news feeds and scroll through each story using the scrolling

keys. The Next and Previous keys enable the user to change the displayed story.

Weather The user can access weather reports for a relevant World city by using the keypad to enter the

city name and selecting Find (note that the exact search string must be entered). For example,

to ﬁnd London, you press 555, 666, 66, 3, 666, 66. Pressing the Next key shows the next day’s

report. The phone will keep a list of the cities you have searched previously for easy retrieval.

Technical The user can view details about the handset such as Extension number, DDI number, MAC

address and IP address.

Note: Pressing the Back key from any Services menu delivers the user to the Main Phone Screen.

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3. Directories

The user has access to a T9 search of the phone directory (minimum 3 characters must be entered). The directory shows

contacts in the internal, shared and personal contact lists, as conﬁgured in the users Phone Manager.

You can use the scroll keys to move between contacts in the list and the Next and Previous keys to move to the next screen.

When viewing the list, there will be a letter in front of each entry identifying whether the contact is in the internal directory

(I), or in the contact list (C). Where the contact has more than one entry a + is also shown.

The user can scroll to the contact they wish to contact and then press Select to display the contact details.

The screen will display all of the information associated with the contact:

Bu - Business Line telephone number

Mo - Mobile telephone number

Ho - Home telephone number

Int - Internal telephone number

Other - Other telephone number

- Contact name

- Contact company

The user can either scroll to the number they wish to call and select Call or simply press the corresponding number on

the dial pad.

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4. Programmable Keys

The Cisco 7940 has 2 programmable keys which can be user deﬁned through the SMT.

Note: When conﬁguring any of the programmable keys, you need to lift the handset for the new settings to appear.

Pressing either of the buttons before they are conﬁgured you will see the message “Conﬁgure me now!”

You can contact your administrator or Concert Support Desk to conﬁgure the buttons to your requirement.

Commonly used functions are;

• LineSupervision

• HuntGroupMonitoring

• SpeedDialsorQuickDials

Line Supervision

Users can view the real time status of any subscriber within their company, including remote users. The extension of the

line being monitored will be displayed along with the following indications.

Users can intercept a call whilst it is ringing or can dial directly to

the supervised line by pressing the related button.

Hunt Group Monitoring

Users can view the status of the Hunt groups of which they are members. The name of the Hunt Group will be displayed

with the following indications.

Note: Users cannot intercept or dial the Hunt Group from this key.

SpeedDialsorQuickDials

You can program the buttons to be able to quickly dial commonly used numbers.

If the button is programmed as a speed dial, the number will be shown with #.

If the button is programmed as a quick dial it may be allocated a name of up to 4 characters.

This will be displayed next to the button.

Users can then dial by pressing the corresponding button.

On Hook

Off Hook

Ringing (call in progress)

On Hook

In Use

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5. Using the Speakerphone

To place and answer calls using the speakerphone, press the Speaker button.

To switch from speakerphone to handset during a call, simply lift the handset.

6. Using the Headset

To place and answer calls using a headset, plug an approved headset into the back of the phone base and press the

Headset button on the front of your phone.

7. Adjusting the Handset, Speaker-Phone, and Headset Volume

Follow these steps to adjust the volume on the handset, speakerphone, or headset.

Simply press the up or down Volume button when the handset, speaker-phone, or headset is in use.

Note: if you press the Volume button when none of these are in use, you are adjusting the ringer volume.

8. Placing a Call

You can place a call with your phone in any of the following ways:

• Dialthenumberwiththehandsetinplace(predial).Thecallwillautomaticallybeplaced.

• Liftthehandsetanddialthenumber.

• Ifyouareusingaheadset,presstheHeadsetbuttonanddialthenumber.

• Ifyouareusingthespeakerphone,presstheSpeakerbuttonanddialthenumber.

• IfyouhaveconguredspeeddialnumbersthroughPhoneManager,liftthereceiverenterthespeeddialnumber

followed by #

• Ifyouhaveprogrammedauserdenedbuttonasaspeeddialorsupervisedline,youcanpressthiskeytoplacea

call to the number.

• PresstheRedialkeytoautomaticallyplaceacalltothemostrecentlydiallednumber(displayedonthescreen).

• ByselectingtheDirectoriesbutton,youarepresentedwithaT9searchfacility,whereyoucansearchforacontact.

• Oncethecontactisidentied,youcanpressCalltoinitiateacalltothenumberchosen.

9. Answering a Call

To answer an incoming call:

• Liftthehandset.

• Ifyouareusingaheadset,presstheHeadsetbutton.

• Tousethespeakerphone,presstheSpeakerbutton.

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10. Ending a Call

To end a call:

• Hangupthehandset.

• Ifyouareusingaheadset,presstheHeadsetbutton.

• Ifyouareusingthespeakerphone,presstheSpeakerbutton.

11. Muting a Call

You can mute the handset, headset, or speakerphone during a call. The mute feature temporarily disables your phone’s

microphone. Mute prevents the party or parties on the other end of the line from hearing you, but does not interfere with

your ability to hear them.

To mute a call, press the Mute button. To disengage mute, press Mute again.

12. Putting a Call on Hold

When you put a call on hold, the call remains active even though you and the other party cannot hear one another.

• Toputacallonhold,presstheHold key.

• Toreturntothecall,presstheResume key.

• Ifmultiplecallsareonhold,usetheNavigationbuttontoselectthedesiredcallbeforeyoupressResume.

13. Transferring a Call

Follow these steps to transfer a call to another phone;

• Duringacall,presstheHold key.

• Dialthenumberorofceextensiontowhichyouwanttotransferthecall.

• Whenitringsontheotherend,pressTransf again. Or, wait until the person answers and then press Transf.

• Ifyouareusingahandset,hangup.

• Ifthenumbertowhichyouaretransferringisnotavailable,youcanretrievethecallbypressingResume.

14. Redialling a Number

To redial the most recently dialled number, press the Redial key. Doing so without lifting the handset activates the

speakerphone or headset.

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15. Call Waiting

If you receive an incoming call while on another call, you will hear a beep indicating another incoming call. An incoming

call indicator will also automatically appear on your phone’s screen.

• Topickupthewaitingcall,selecttheWaitingkey.

• Tosendthewaitingcalltovoicemail,selecttheClearkey.

• TotogglebacktotheoriginalcallselecttheResumekey.

16. Using Call Pickup

You can answer an incoming call that is ringing on a telephone extension other than your own by using the call pickup

feature.

How to Pick Up Calls within Your Group

Call pickup allows you to pick up incoming calls within your own group as deﬁned by your system administrator in the

SMT. For example; your group might contain co-workers in a team.

Press the gPick key. The call will now be presented on your phone.

How to Pick Up Calls Outside of Your Group

Ringing extensions can be picked up from any handset on the site. Follow the procedure below.

• Whenaringingextensionisheard,pressthe‘…’ key on your phone.

• PressthedPick key.

• Dialtheextensionnumberoftheringinghandset.

• AnswertheincomingcallthatisredirectedtoyourphonebypressingPick.

17. How to make yourself available for Hunt Group calls

To receive calls to a hunt group, you must be available to take those calls. This can be achieved by using the RDY key.

By default your phone is READY, but you can toggle this setting easily:

• TomakeyourselfNOTREADYforthegroupcallspressthe‘…’ key, then select the nRDY key. nRDY state will be

shown on the display.

• TomakeyourselfREADYtoacceptcallspressthe‘…’ key, then select the RDY key.

• IfyouhaveprogrammedabuttontobeHuntGroupReady/NotReadyyoucanthesettingbyselectingthisbutton.

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18. Placing a Conference Call

Follow these steps to turn any call into a 3-way conference call;

• Duringacall,presstheHold key and then dial the second party.

• Whenthecallconnectsselectthe Conf key. The three parties will be connected together.

• TospeaktothecalledpartyindividuallythecallingpartycanselectSplit. To enter back into the conference select

the Conf key again.

• Duringtheconferencethecallingpartyhastheoptiontotransferthecalledpartiestogether.SelecttheTransf key.

• Thecalledpartiescanhangupatanytime.Ifthecallingpartyhangsupallcallsareterminated.

19. Exploring your call history

Each extension has the ability to view a history of all missed, received and placed calls.

Follow these steps to search the call history;

• ToaccessthecallhistorymenuselecttheCallskey.

Note: Option 4 will Erase all call lists.

• UsetheNavigationbuttontoselectthetypeofcallyouwishtosearchandpressSelect.

Note: You can delete individual lists at this point.

• UsetheNavigationbuttontoselectthecallyouwhichtosee.PressDetailtoseethecallrecord.

• IfyouwishtocallthenumberbackpresstheCallkey.

Note: At any point the Back key can be used to return to the previous menu.

20. Enabling Do Not Disturb

The Do Not Disturb feature enables you to direct all calls to your voicemail without ringing at your extension ﬁrst. This

feature will override any Follow Me options that you have selected, ensuring that all calls are directed to your voicemail,

even if the Follow Me function is on.

• ToenableDoNotDisturbselecttheDNDkey.DNDstatewillbeshownonthedisplay.

• TodisableDoNotDisturbselectthenDNDkey.

• IfyouhaveprogrammedabuttontobeDND,youcantoggleyourstatusbyselectingthisbutton.

Note: The opposite state to that selected will appear next to the programmed button.

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