Cisco Systems 7960G User manual

Corporate Headquarters

Cisco Systems, Inc.

170 West Tasman Drive

San Jose, CA 95134-1706

USA

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Tel: 408 526-4000

800 553-NETS (6387)

Fax: 408 526-4100

Cisco IP Phone 7960G and 7940G

for Cisco CallManager 4.1(3)

Including License and Warranty

Phone Guide

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

Systems, Inc. or its affiliates in the U.S. and certain other countries. All other

brands, names, or trademarks mentioned in this document or Web site 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.

(0501R)

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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

SoftKey Definitions

AbbrDial Dial using a speed dial index

number

Answer Answer a call

Barge Add yourself to a call on a shared

line

CallBack Receive notification when a busy

extension becomes available

Cancel Cancel an action or exit a screen

without applying changes

cBarge Add yourself to a call on a shared

line and establish a conference

call

CFwdALL Setup/cancel call forwarding

Clear Delete records or settings

ConfList View conference participants

Confrn Create a conference call

Default Restore settings (including

volume) to original factory

values

Delete Remove characters to the right of

the cursor when using EditDial

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

GPickUp Answer a call on another

extension outside your group

Join Join several calls on one line to

create a conference call

MeetMe Host a Meet-Me conference call

Viewing and Dialing Calls

If you want to... Then...

Redial the last

number

Press Redial.

View your call

logs

Choose > Missed

Calls, Received Calls, or

Placed Calls.

Dial from a call

log

Scroll to a listing from the

call log, edit the number (if

needed), and go off-hook.

Edit a number

in a call log

Press EditDial followed by

<< or >> to reposition the

cursor or erase digits.

Dial from a

corporate

directory

Choose >

Corporate Directory. Enter

the first few letters and

press Search. Then scroll to

a listing and go off-hook.

Dial using the

speakerphone

Press New Call and enter a

number. Or, press

before or after dialing,

re-dialing or speed dialing a

number.

Place a call

while another

call is active

Press New Call. The

original call is placed on

hold automatically.

More Display additional softkeys

NewCall Make a new call

Park Store a call using Call Park

PickUp Answer a call on another

extension in your group

Private Allow/disallow others from

viewing or barging calls on a

shared line

QRT Submit call problems to the

system administrator

Redial Redial the most recently dialed

number

Remove Remove a conference participant

Restore Restore settings (including

volume) to previously saved

values

Resume Resume a call on hold

RmLstC Drop the last party added to

conference call

Save Save the chosen settings

Search Search for a directory listing

Select Select an item on the screen

Trnsfer Transfer a call

Update Refresh content and get the latest

information

<< Delete entered characters

>> Move through entered characters

Button Definitions

Transferring a Call

Messages

Services

or Help

Directories

Settings

Speaker

Mute

Headset

If you want to... Then...

Transfer a call During a connected call,

press Transfer and enter

the target number. When

you hear the call ringing,

hang up or press Transfer

and hang up.

Transfer two

current calls to

each other

(“direct

transfer”)

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.

i

Using Call Forward

Making Conference Calls

If you want to... Then...

Set up call

forwarding for your

primary line

Press CFwdALL and

enter a target phone

number.

Set up or cancel call

forwarding from

your computer (for

any line)

Log in to your User

Options web page and

choose Forward all

calls... from the main

menu.

Cancel forwarding Press CFwdALL.

If you want to... Then...

Start a standard

conference call

by calling

participants

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.

Invite current

callers to join a

standard

conference

Scroll to each target call on

the line and press Select.

From a selected call, press

more > Join.

View a list of

participants

Choose an active conference

and press ConfList. An *

indicates the initiator.

Remove a

participant

from the

conference

If you are the conference

initiator, you can press

RmLstC or scroll to a name

in the conference list and

press Remove.

Cisco IP Phone 7960G and 7940G iii

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

Basic Call Handling 17

Placing a Call 17

Answering a Call 20

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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 MeetMe Conference Call 26

Advanced Call Handling 27

Storing and Retrieving Parked Calls 27

Picking Up Redirected Calls on Your Phone 27

Using a Shared Line 29

Understanding Shared Lines 29

Adding Yourself to a Shared-Line Call 30

Preventing Others from Viewing or Barging a Shared-Line Call 31

Tracing Suspicious Calls 31

Making and Receiving Secure Calls 32

Prioritizing Critical Calls 33

Using a Handset, Headset, and Speakerphone 34

Obtaining a Headset 34

Using AutoAnswer with a Headset or the Speakerphone 35

Customizing Phone Settings 36

Adjusting the Volume 36

Customizing Rings and Message Indicators 37

Customizing the Phone Screen 37

Setting Up Speed Dial Features 38

Using Voice Messaging, Call Logs, and Directories 39

Accessing Voice Messages 39

Using Call Logs and Directories 40

Cisco IP Phone 7960G and 7940G v

Accessing Your User Options Web Pages 41

Logging In to the User Options Web Pages 41

Subscribing to Phone Services 42

Understanding Additional Configuration Options 43

Troubleshooting Your Phone 45

Using the Quality Reporting Tool 45

Cisco One-Year Limited Hardware Warranty Terms 46

Index 49

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Cisco IP Phone 7960G and 7940G 1

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

page 2.

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

page 12.

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 29.

Use your phone as a speakerphone

or switch between audio devices

See the “Using a Handset, Headset, and Speakerphone” section

on page 34.

Change volume levels or the ringer

sound

See the “Customizing Phone Settings” section on page 36.

Set up speed dialing See the “Setting Up Speed Dial Features” section on page 38.

View your missed calls See the “Using Voice Messaging, Call Logs, and Directories”

section on page 39.

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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.

SAVE THESE INSTRUCTIONS

Warning

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

Warning

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

regulations.

Warning

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

activity.

Warning

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

The power supply must be placed indoors.

Getting Started

Cisco IP Phone 7960G and 7940G 3

Using an External Power Supply

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

Warning

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).

Warning

The device is designed to work with TN power systems.

Warning

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

main disconnecting device.

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

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].

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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

Connecting Your Phone

Cisco IP Phone 7960G and 7940G 5

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.

1

DC adaptor port (DC48V) for phones not

provided with inline power

5

Access port (10/100 PC) for connecting

your phone to your computer

2

AC-to-DC power supply

6

Handset port

3

AC power cord

7

Headset port

4

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

network

8

Footstand button

AUX

DC48V

10/100 SW 10/100 PC

+

113656

2

8

3

4

5

6

7

1

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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.

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

1

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

2

Rotate the tab 180 degrees.

3

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.

1 2 3

120521

Connecting Your Phone

Cisco IP Phone 7960G and 7940G 7

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

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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.

An Overview of Your Phone

Cisco IP Phone 7960G and 7940G 9

Figure 1 Cisco IP Phone 7960

Figure 2 Cisco IP Phone 7940

1

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

2

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

1

4

5

1617

15

68561

3

9

7

6

2

1011

121314

8

68562

1

4

10111617 12131415

5

9

7

8

2

6

3

10 OL-4637-03

3

Model type Indicates your Cisco IP Phone model.

4

Programmable

buttons

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)

5

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

6

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

directories. See the “Using Call Logs and Directories” section on page 40.

7

Help button

or

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

page 16.

8

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

ring sounds. See the “Customizing Phone Settings” section on page 36.

9

Speaker button Toggles the speakerphone on or off.

10

Mute button Toggles the Mute feature on or off.

11

Headset button Toggles the headset on or off.

12

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

Settings” section on page 36.

13

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

Pages” section on page 41.

14

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

“Accessing Voice Messages” section on page 39.

15

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

with softkeys to activate highlighted items.

16

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

17

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

i

An Overview of Your Phone

Cisco IP Phone 7960G and 7940G 11

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.

1

Primary phone

line

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

2

Programmable

button labels

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 38 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.)

3

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

corresponding softkey button).

4

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

5

Call activity

area

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.

12 OL-4637-03

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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