Cisco 7940 Series User manual

Brand: Cisco

Model: 7940 Series

Category: IP phones

Type: User manual

This manual is also suitable for

7960 Series

Cisco 7960/7940

Telephone User Guide

621-00000116

VocalData, Inc.

3001 E. President George Bush Highway, Suite 150

Richardson, TX 75082

VocalData has used its best efforts in preparing this manual and the procedures contained in it.

However, this manual may include technical or typographical errors despite the publisher's best

efforts. Information in this manual is subject to change with these changes to be incorporated in new

editions of the manual. VocalData may add features or enhancements to the product described in this

manual at any time.

VocalData welcomes comments about this manual. Comments may be sent as email or regular mail.

Email should be sent to [email protected]

Regular mail should be sent to:

VocalData, Inc., Technical Publications Manager

3001 E. President George Bush Highway, Suite 150

Richardson, TX 75082

VocalData may use or distribute any information you supply in any way it believes appropriate without

incurring any obligation to you.

Trademarks and Acknowledgments

The VocalData logo, Voice Over IP Softswitch, VOISS and We Talk Data are trademarks of

VocalData.

All products, names and services are trademarks and registered trademarks of their respective

companies.

Music: [BG_EASY.WAV, BG_LIGHT.WAV, BG_JAZZ.WAV, IRELAND.WAV, JAPAN.WAV,

LITLLITE.WAV, TRANCE.WAV]

Romeo Music International

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To order a PDF version of this document use 620-00000116

Table of Contents

1 Your Cisco Telephone

Introduction ...................................................................................... 1

Accessing Phone Features........................................................................ 1

In This Manual ........................................................................................... 1

Telephone Descriptions .................................................................. 1

Cisco 7940/7960 Features Table ..................................................... 2

Identifying Your 7960 Telephone Type .......................................... 4

Moving Your Telephone .................................................................. 5

2 Basic Phone Features

Adjusting the Display Contrast....................................................... 7

Adjusting the Volume ...................................................................... 8

Adjusting the Ringer Volume.......................................................... 8

Answering a Call .............................................................................. 8

…using the Phone ..................................................................................... 8

Answering a Second Call (Call Waiting) ........................................ 8

Using the Answer soft key ......................................................................... 9

Reconnecting to the First Call ................................................................... 9

Hanging Up ....................................................................................... 9

Line Button Indicators ..................................................................... 9

Making an External Call................................................................. 10

…using the Handset ................................................................................ 10

…using the Speakerphone ...................................................................... 10

…using the Keypad ................................................................................. 10

Making an Internal Call .................................................................. 11

Using the 7960 MGCP............................................................................. 11

Using the 7960 SCCP ............................................................................. 11

Selecting a Ringer Sound.............................................................. 11

Services Feature ............................................................................ 12

Directory Services ................................................................................... 12

Personal Directory ............................................................................. 12

Company Directory Listing ................................................................ 13

Company Directory Lookup ............................................................... 13

Voice Mail ................................................................................................ 13

Incoming voice mail ........................................................................... 14

Saved voice mail ............................................................................... 14

Call Management .................................................................................... 15

Call Screening ................................................................................... 15

Call Forwarding ................................................................................. 15

Web Services .......................................................................................... 15

Stock quote........................................................................................ 16

Weather ............................................................................................. 16

Using the Call Directory ................................................................ 17

Viewing or Dialing Missed Calls .............................................................. 17

Viewing or Dialing Received and Placed Calls........................................ 17

Using Features Without Replacing the Handset ......................... 18

…during a Call......................................................................................... 18

…after a Call............................................................................................ 18

Using the Speakerphone ............................................................... 18

Speakerphone Troubleshooting .............................................................. 19

3 System Telephone Features

Feature Activation Digit................................................................. 21

Abbreviated Dial............................................................................. 21

Creating an Abbreviated Dial Code ......................................................... 21

Using an Abbreviated Dial Code ............................................................. 22

Modifying an Abbreviated Dial Code ....................................................... 22

Deleting an Abbreviated Dial Code ......................................................... 23

Verifying an Abbreviated Dial Number .................................................... 23

Anonymous Call Rejection............................................................ 23

Enabling Anonymous Call Rejection ....................................................... 24

Disabling Anonymous Call Rejection....................................................... 24

Authorization Code Calling ........................................................... 24

Billing Codes .................................................................................. 24

Blind Transfer................................................................................. 25

Call Back Queuing ......................................................................... 25

iii

Call Block (Selective Call Rejection) ............................................ 26

Enabling/Disabling Call Block.................................................................. 26

Blocking Number of Last Call Received .................................................. 26

Adding Numbers to Call Block List .......................................................... 27

Listing Blocked Numbers......................................................................... 27

Deleting Numbers from Call Block........................................................... 28

Call Forward (All Calls).................................................................. 29

Enabling Call Forward (All)...................................................................... 29

…using the Phone ............................................................................. 29

…using Star Codes ........................................................................... 30

Disabling Call Forward (All) ..................................................................... 31

…using the Phone ............................................................................. 31

…using Star Codes ........................................................................... 31

Call Forward (Busy) ....................................................................... 31

Enabling Call Forward (Busy).................................................................. 32

Disabling Call Forward (Busy) ................................................................. 33

Call Forward (No Answer) ............................................................. 33

Enabling Call Forward (No Answer) ........................................................ 33

Disabling Call Forward (No Answer) ....................................................... 35

Call Forward (Out of Service)........................................................ 35

Enabling Call Forward (Out of Service)................................................... 35

Disabling Call Forward (Out of Service) .................................................. 36

Call Pickup...................................................................................... 36

Directed Call Pickup ................................................................................ 37

…using the Phone ............................................................................. 37

…using Star Codes ........................................................................... 37

Group Call Pickup.................................................................................... 37

…using the Phone ............................................................................. 37

…using Star Codes ........................................................................... 37

Call Return ...................................................................................... 38

Call Trace ........................................................................................ 38

Call Waiting..................................................................................... 38

Answering the Second Call ..................................................................... 39

Switching Between Held Calls................................................................. 39

Call Waiting with Caller ID............................................................. 39

Call Waiting with ID Manager ........................................................ 39

Caller ID Block................................................................................ 40

Conference Call Tips ............................................................................... 41

Dial Tone and Ringer Patterns...................................................... 41

Direct Extension Assignment ....................................................... 42

Programming a Guest Phone .................................................................. 42

Re-establishing the Guest Phone............................................................ 42

Re-establishing Your Old Phone ............................................................. 42

Do Not Disturb................................................................................ 43

Tips for using Do Not Disturb .................................................................. 43

Enabling/Disabling Do Not Disturb .......................................................... 43

…using the Phone ............................................................................. 43

…using Star Codes ........................................................................... 43

End Call........................................................................................... 43

Group Speed Dial ........................................................................... 44

Hold ................................................................................................. 44

Hold-on Queuing ............................................................................ 45

Hunt Groups ................................................................................... 45

Intercom .......................................................................................... 45

Making an Intercom Call.......................................................................... 45

Receiving an Intercom Call...................................................................... 45

Notes on Intercom Calls .......................................................................... 45

Meet-Me Conference ...................................................................... 46

Joining a Meet-Me Conference ............................................................... 46

To join a Meet-Me Conference .......................................................... 46

Dialing In Too Early ........................................................................... 47

Entering an Incorrect ID..................................................................... 48

Extending the Conference Duration .................................................. 48

Roll Call ............................................................................................. 48

Adding More Ports to an Active Meet-Me Conference ...................... 48

Dropping a Conference Call .............................................................. 49

Muting a Conference Call .................................................................. 49

Locking a Conference Call ................................................................ 49

Raising/Lowering Hands in a Conference Call .................................. 50

Scheduling a Meet-Me Conference......................................................... 50

Canceling a Meet-Me Conference........................................................... 51

Modifying a Meet-Me Conference ........................................................... 51

Getting a List of Meet-Me Conferences................................................... 52

MultiCall Park ................................................................................. 52

Parking a Call .......................................................................................... 53

Retrieving a Parked Call.......................................................................... 53

Music on Hold................................................................................. 53

Mute................................................................................................. 53

Night ................................................................................................ 53

On-hook Dialing ............................................................................. 55

One-Touch Transfer....................................................................... 55

Permanent Caller ID Block Release.............................................. 56

Phone Configurator ....................................................................... 56

Assigning Your Phone Number to Your Phone ....................................... 57

IP Address/Phone Number Announcement............................................. 57

Changing the Extension Number............................................................. 58

Unassigning the Extension Number ........................................................ 58

Priority Call ..................................................................................... 58

Enabling/Disabling Priority Call ............................................................... 58

Adding Members to the Priority Call List ................................................. 59

Listing Priority Call Members................................................................... 59

Deleting Priority Call Members ................................................................ 60

Queue/ACD (Automatic Call Distribution) ................................... 61

Finding Your Queues............................................................................... 61

Logging Into/Out of Queues .................................................................... 61

Answering Calls from Queues ................................................................. 61

Viewing Calls-in-queue Information......................................................... 62

Privacy Guard................................................................................. 62

Access Codes.......................................................................................... 62

Caller Actions .......................................................................................... 63

Entering an Access Code .................................................................. 63

Recording a Name............................................................................. 63

Answering Privacy Guard Call................................................................. 63

Enabling/Disabling Privacy Guard ........................................................... 64

Changing the Access Code ............................................................... 65

Listening to Access Code .................................................................. 65

Managing the Selective Caller List .......................................................... 65

Adding to the List............................................................................... 65

Deleting from the List......................................................................... 66

Redial .............................................................................................. 67

…using the Phone ................................................................................... 67

…using Star Codes ................................................................................. 67

Remote Access to Call Forwarding.............................................. 68

Setting or Changing Remote Forwarding ................................................ 68

Canceling Remote Forwarding ................................................................ 68

Remote Phone ................................................................................ 69

Dial-in Setup of Remote Phone ............................................................... 69

Deactivating Dial-up Remote Phone ....................................................... 69

Web Portal Setup of Remote Phone ....................................................... 70

Deactivating Remote Phone via Web Portal ........................................... 70

Selective Call Forward................................................................... 71

Enabling/Disabling Selective Call Forward.............................................. 71

Entering the Forwarding Destination Number ......................................... 71

Identifying the Forwarding Destination Number ...................................... 72

Adding Forwarded Phone Numbers ........................................................ 72

Listing Forwarded Phone Numbers ......................................................... 72

Deleting Forwarded Phone Numbers ...................................................... 73

Speaker ........................................................................................... 74

Speed Dial....................................................................................... 74

Programming a Speed Dial Button .......................................................... 74

Using a Speed Dial Button ...................................................................... 75

Identifying the Number Assigned to a Speed Dial Button........................ 75

Modifying a Speed Dial Number.............................................................. 75

Deleting a Speed Dial Number ................................................................ 75

Star Codes ...................................................................................... 75

Transfer........................................................................................... 77

4 Voice Mail Features (Default Menu)

Menus and Commands.................................................................. 79

Accessing Your Voice Mail ........................................................... 82

…from your phone................................................................................... 82

…from any other internal phone.............................................................. 83

…from any outside touchtone phone....................................................... 83

Dialing Main Number ......................................................................... 83

Dialing Your Telephone ..................................................................... 84

…from the email program on your PC..................................................... 84

Using Controls While Playing Messages..................................... 85

Rewind/Fast Forward .............................................................................. 85

Rewind to the Beginning of a Message................................................... 85

Fast Forward to the End of a Message ................................................... 85

Pause Play of a Message........................................................................ 85

Composing Messages before Sending ........................................ 86

vii

Compose and Send a Message .............................................................. 86

Marking a Message as Urgent....................................................... 87

Changing Your Password ............................................................. 87

Skipping the Mail Menu to Hear Messages ............................................. 87

Returning to the Auto Attendant or Operator.............................. 87

Zeroing Out to a Custom Operator............................................... 88

Saving a Message .......................................................................... 89

Skipping to the Next Message ...................................................... 89

Deleting a Message........................................................................ 89

Forwarding a Message to Another Mailbox................................. 89

Replying to a Message .................................................................. 90

Dialing Back a Caller...................................................................... 90

Sending a Message Directly to an Extension.............................. 90

Personal Greetings ........................................................................ 91

Recording Personalized Mailbox Greetings ............................................ 91

Listening to Your Greetings ..................................................................... 91

Receiving Pager Notification ........................................................ 92

What You Receive on Your Pager/Cell Phone ........................................ 92

Managing Distribution Groups ..................................................... 93

Creating a New Group............................................................................. 93

Editing or Modifying a Group................................................................... 94

Listing All Group Members ................................................................ 94

Adding a Member to the Group ......................................................... 94

Deleting a Group Member ................................................................. 95

Playing the Group Name ................................................................... 95

Changing the Group Name................................................................ 95

Deleting a Group ..................................................................................... 96

Listening to a List of Distribution Groups................................................. 96

Exiting the Voice Mail System ...................................................... 96

5 Voice Mail Features (Option A Menu)

Menus and Commands.................................................................. 97

Accessing Your Voice Mail ......................................................... 100

…from your phone................................................................................. 100

…from any other internal phone............................................................ 101

…from any outside touchtone phone..................................................... 101

viii

Dialing Main Number ....................................................................... 101

Dialing Your Telephone ................................................................... 102

…from the email program on your PC................................................... 102

Using Controls While Playing Messages................................... 103

Rewind/Fast Forward ............................................................................ 103

Rewind to the Beginning of a Message................................................. 103

Fast Forward to the End of a Message ................................................. 103

Pause Play of a Message...................................................................... 103

Composing Messages before Sending ...................................... 103

Compose and Send a Message ............................................................ 103

Marking a Message as Urgent..................................................... 104

Changing Your Password ........................................................... 105

Skipping the Mail Menu to Hear Messages................................ 105

Returning to the Auto Attendant or Operator............................ 105

Zeroing Out to a Custom Operator............................................. 105

Replaying a Message................................................................... 106

Saving a Message ........................................................................ 106

Skipping to the Next Message .................................................... 106

Deleting a Message...................................................................... 107

Forwarding a Message to Another Mailbox............................... 107

Replying to a Message ................................................................ 107

Dialing Back a Caller.................................................................... 108

Sending a Message Directly to an Extension............................ 108

Personal Greetings ...................................................................... 108

Recording Personalized Mailbox Greetings .......................................... 109

Listening to Your Greetings ................................................................... 109

Receiving Pager Notification ...................................................... 110

What You Receive on Your Pager/Cell Phone ...................................... 110

Managing Distribution Groups ................................................... 111

Creating a New Group........................................................................... 111

Editing or Modifying a Group................................................................. 112

List All Group Members ................................................................... 112

Add a Member to the Group ............................................................ 112

Delete Group Member ..................................................................... 113

Play the Group Name ...................................................................... 113

Change the Group Name ................................................................ 113

Deleting a Group ................................................................................... 114

Listening to a List of Distribution Groups:.............................................. 114

Exiting the Voice Mail System .................................................... 114

6 Voice Mail Features (Option B Menu)

Menus and Commands................................................................ 115

Accessing Your Voice Mail ......................................................... 118

…from your phone................................................................................. 118

…from any other internal phone............................................................ 118

…from any outside touchtone phone..................................................... 119

Dialing Main Number ....................................................................... 119

Dialing Your Telephone ................................................................... 119

…from the email program on your PC................................................... 120

Using Controls While Playing Messages................................... 120

Rewind/Fast Forward ............................................................................ 120

Rewind to the Beginning of a Message................................................. 121

Fast Forward to the End of a Message ................................................. 121

Pause Play of a Message...................................................................... 121

Composing Messages before Sending ...................................... 121

Compose and Send a Message ............................................................ 121

Marking a Message as Urgent..................................................... 122

Changing Your Password ........................................................... 122

Skipping the Mail Menu to Hear Messages................................ 123

Returning to the Auto Attendant or Operator............................ 123

Zeroing Out to a Custom Operator............................................. 123

Replaying a Message................................................................... 124

Saving a Message ........................................................................ 124

Skipping to the Next Message .................................................... 124

Deleting a Message...................................................................... 124

Forwarding a Message to Another Mailbox............................... 124

Replying to a Message ................................................................ 125

Dialing Back a Caller.................................................................... 125

Sending a Message Directly to an Extension............................ 126

Personal Greetings ...................................................................... 126

Recording Personalized Mailbox Greetings .......................................... 126

Listening to Your Greetings ................................................................... 127

Receiving Pager Notification ...................................................... 127

What You Receive on Your Pager/Cell Phone ...................................... 128

Managing Distribution Groups ................................................... 128

Creating a New Group........................................................................... 129

Editing or Modifying a Group................................................................. 129

Listing Members of a Group ............................................................ 130

Adding a Member to a Group .......................................................... 130

Deleting a Group Member ............................................................... 130

Play the Group Name ...................................................................... 131

Change the Group Name ................................................................ 131

Deleting a Group ................................................................................... 131

Listening to a List of Distribution Groups:.............................................. 131

Exiting the Voice Mail System .................................................... 132

7 Set Up Outlook for TAPI

Using TAPI to Call from Outlook ................................................ 133

Installing the TAPI Support Software......................................... 135

Configuring Windows for TAPI ................................................... 141

Configuring Outlook to Use TAPI ............................................... 149

Index ................................................................................ I-1

Cisco 7960/7940 Telephone User Guide Your Cisco Telephone 1

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Chapter 1

Your Cisco Telephone

Introduction

This guide describes how to use all of the features that are provided by your

VocalData telephone system on your Cisco 7960 or 7940 telephone.

NOTE:

This chapter may cover more than one model of phone. Although the

chapter applies to all models, some text may apply only to a certain phone

model. The user is alerted to these text differences by an icon which is shown

at left. The icon appears in the left margin next to where the text occurs. For

how to identify your phone model, see “Identifying Your 7960 Telephone Type”

on page 4.

Accessing Phone Features

Some features require you to dial an activating digit followed by a numeric code.

The default value for this activating digit is 5 and it is used throughout this guide.

However, your system administrator may choose to use another digit for this

function. In that case, substitute your activating digit for the default. All feature

operation will be exactly the same.

In This Manual

• Chapter 1 discusses the telephone hardware

• Chapter 2 contains an alphabetical summary of each telephone feature

• Chapter 3 contains an alphabetical summary of the VocalData telephone

features

• Chapter 4 discusses voice mail features (default menu).

• Chapter 5 discusses voice mail features (Option A menu).

• Chapter 6 discusses voice mail features (Option B menu).

• Chapter 7 discusses setting up Outlook for TAPI.

Telephone Descriptions

The Cisco IP phones are full-featured telephones that provide voice

communication over an IP network. The phones function much like a traditional

analog phone, allowing you to place and receive telephone calls. The phones also

2 Your Cisco Telephone Cisco 7960/7940 Telephone User Guide

621-00000116

support features such as call forwarding, redialing, speed dialing, transferring calls,

conference calls, and accessing voice mail. The Cisco IP 7960 or 7940 telephones

have several key components, which are shown in the following figure.

Figure 1: Cisco 7960 Telephone

NOTE:

The Cisco 7960 and 7940 phones are exactly alike except that the

7940 has only two line buttons.

Cisco 7940/7960 Features Table

Dial Pad

Footstand

Adjustment

Handset

Indicator

LCD Speed Dial or

Line Buttons

SPEAKER

Soft

Keys

MUTE

HEADSET

Scroll

Key

VOLUME

On-screen mode

buttons and “i” button

Handset

Features Descriptions

LCD screen The IP Phone "desktop" which

displays the time, date, your phone

number, caller ID, line/call status

and the soft key tabs.

Line or speed dial buttons Enable you to reach an open line or

to use the speed dial feature. The

7960 phone features 6 line buttons

and the 7940 has two line buttons.

Footstand adjustment Adjusts the angle of the foot base.

Cisco 7960/7940 Telephone User Guide Your Cisco Telephone 3

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Soft keys Soft key functions change

depending on the status of the

phone (for example, whether you

are on a call or the phone is not in

use). The key's current function is

shown on the LCD screen.

messages button Accesses the voice mail main menu

for managing voice mail messages.

directories button Accesses the Missed Calls,

Received Calls and Placed Calls

information. Does not work on the

7960 MGCP phone.

services button Provides access to VOISS system

company and personal directories,

voice mail, call screening and

forwarding and web services (such

as weather or stock quotes) through

a menu tree.

settings button Accesses the LCD screen contrast,

ringer type, network configuration

and status controls.

i button Displays online help for a phone key

or function.

On-screen Mode buttons Provide access to the voice mail

system (when available), call

histories, phone settings such as

contrast and ring type, plus network

configuration and status

information.

VOLUME buttons Increase or decrease the volume for

the currently active voice receiver –

handset, headset, or

speakerphone. The volume buttons

also control the ringer volume (if on-

hook), and the contrast of the LCD

via the settings button.

SPEAKER button This button toggles the

speakerphone function on and off.

MUTE button This button toggles the microphone

function on and off. Works with the

speakerphone, handset, or headset

microphone.

HEADSET button This button toggles the headset

function on and off.

Features Descriptions

4 Your Cisco Telephone Cisco 7960/7940 Telephone User Guide

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Identifying Your 7960 Telephone Type

There are three different protocols available on a Cisco 7960 telephone: MGCP,

SCCP, and SIP. The telephone features and how to use them can vary depending

on the telephone’s configured protocol. You can tell which version of 7960 you have

by looking at what is displayed on the LCD screen and comparing what you see to

the following figures.

Figure 2: Cisco 7960 MGCP Telephone LCD Screen

Scroll key Enables you to move among

different soft key options displayed

on the LCD.

Dialing pad Press the dial pad buttons to dial a

phone number. Dial pad buttons

work exactly like those on a

standard telephone.

Handset Lift the handset and press the dial

pad numbers to place a call, review

voice mail messages, answer a call,

etc.

Handset Indicator Red LEDs in handset cradle that

are visible through a window in the

handset. They flash when the

phone rings and light solid red when

you have voice mail messages.

Features Descriptions

Cisco 7960/7940 Telephone User Guide Your Cisco Telephone 5

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Figure 3: Cisco 7960 SCCP Telephone LCD Screen

Moving Your Telephone

Before moving your telephone, you should check with your system administrator to

make sure that there is power for the telephone at the new location. You need a

power adapter for your phone at the new location as well.

To move your phone, follow these steps:

1. Unplug the telephone from the LAN connection jack and the power adapter

from the wall.

2. Take the telephone to the new location.

3. Plug the telephone into the LAN connection jack and the power adapter into a

wall outlet.

4. Watch to ensure that the phone registers and boots up properly. If it does not,

contact your system administrator.

6 Your Cisco Telephone Cisco 7960/7940 Telephone User Guide

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Cisco 7960/7940 Telephone User Guide Basic Phone Features 7

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Chapter 2

Basic Phone Features

NOTE:

This chapter may cover more than one version of Cisco 7960 phone

(SCCP or MGCP). Although the chapter applies to all types, some information

may apply only to a certain phone configuration. The user is alerted to these

differences by an icon which is shown at left. The icon appears in the left

margin next to where the information differs. For how to identify your phone

configuration, see “Identifying Your 7960 Telephone Type” on page 4.

Adjusting the Display Contrast

Depending on your ambient lighting and viewing angle, you may need to adjust the

display contrast to achieve optimum visibility of your LCD display. To adjust the

display contrast, follow these steps:

1. Press the settings button.

2. Select the Contrast option.

a. On the 7960 MGCP and 7960 SCCP without an expansion module, use

the up and down arrow scroll keys to highlight Contrast, or press 1 on

your keypad.

b. On the 7960 SCCP with an expansion module, do one of the following:

• Use the up and down arrow scroll keys to highlight Base Phone, or

press 1 on your keypad.

• Use the up and down arrow scroll keys to highlight Expansion

Module(s), or press 2 on your keypad.

NOTE:

If you press a number key in step two, go to step four.

3. Press the Select soft key.

4. Press and release the Up and Down soft keys to reach the desired contrast

level.

NOTE:

On the 7960 SCCP, the VOLUME up and down arrows may also be

used.

5. Press the Ok soft key to approve the changes.

6. Return to the standard call screen.

• On the 7960 MGCP, press the Back soft key.

• On the 7960 SCCP, press the Exit soft key.

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Cisco 7940 Series User manual

Brand: Cisco

Model: 7940 Series

Category: IP phones

Type: User manual

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7960 Series

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