Telephone: IP Phone Reference Guide

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cisco 7940

cisco 7960/7962

Quick Start Guide

The following is a guide to basic set up and use of an IP Telephone. 

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Phone Basics

Beyond picking up and putting down the handset, IP phones allow alternative ways to place, answer, end, and manage calls.

Placing a Call

Users have multiple options in making a call from their IP phone:

  • Press the [LINE], [SPEAKER], or [HEADSET] button and dial.
  • Press the [NEWCALL] soft key and dial.
  • Press a speed dial button.
  • Select a number from a directory and press the [DIAL] soft key or lift the handset. 

Answering a Call

When using a headset, press the [LINE] button of the incoming call.

When using speakerphone, press the [ANSWER] soft key or the [SPEAKER] button.

Ending a Call

When using a headset, press the [HEADSET] button or the [END CALL] soft key.

When using speakerphone, press the [SPEAKER] button or the [END CALL] soft key.

Redialing a Number

Press the [REDIAL] soft key.

Answering a Call - Pickup

  1. Lift the handset and press the [PICKUP] soft key.
  2. Press the [ANSWER] soft key.

 Speed Dial

  1. With the handset down, dial the abbreviated number.
  2. Press the [ABBRDIAL] soft key.

Placing on Hold

Put a Call on Hold

To put a call on hold, press the [HOLD] soft key.

Return to a Call on Hold

To return to a call on hold, press the [RESUME] soft key.

When there are multiple calls on hold, use the [NAVIGATION] button to select the desired call and press [RESUME].
NOTE: Calls on hold stay on hold indefinitely.
navigation button

Transferring a Call

  1. Press the [TRNSFER] soft key to put a call on hold.
  2. Dial the number you want to transfer to.
    NOTE: To transfer to someone's voicemail, dial #8 plus their number.
  3. (Optional) Announce the call.
  4. Press the [TRNSFER] soft key to complete.
    NOTE: If the transfer fails, press the [RESUME] soft key to return to the original call.

Transferring a Call Directly to Voicemail

To transfer a call to your voicemail, press the [IDIVERT] soft key while the phone is ringing.

Parking a Call

  1. Press the [MORE] soft key.
  2. Press the [PARK] soft key.
  3. Make a note of the park number.

After 3 minutes, the call will ring back to the phone that placed it in park. If the call is not answered, it will go to voicemail.

Answering a Parked Call

Press [#] plus the park number.

Forwarding Your Calls

  1. Pick up the handset
  2. To forward all calls to another number, press the [CFWDALL] soft key.
  3. Dial the number to forward all calls to.
    NOTE: Enter the number exactly as you would if you were placing a call to that number.

To Forward All Calls to Voicemail

  1. Press the [CFWDALL] soft key.
  2. Press the [MESSAGES] button.
    messages button

To Cancel Call Forward

Press the [CFWDALL] soft key.

Directories Button

The directory buttons allow you to access a list of missed, received, or placed calls, as well as the corporate directory.

Dialing from a Directory Menu

  1. Press the [DIRECTORIES] button.
  2. Select the directory.
  3. Select the number you wish to call.
  4. Press the [DIAL] soft key.
    NOTE: To enter any letter on your LCD screen, use a corresponding number key. Press the key one or more times to display a particular letter. For example, press [2] once for "a", twice for "b", and three times for "c". To back up, press the [<<] soft key.

Conference Calling

  1. During a call, press the [MORE] soft key.
  2. Press the [CONFRN] soft key quickly.
    NOTE: This opens a new line and puts the first party on hold.
  3. Dial the number.
  4. When the call connects, press [CONFRN] again to add the new party to the call.
    NOTE: You can add up to a total of six lines using this method. 

Adjusting the Volume

Adjust the Ringer Volume

The handset must be in the cradle. Press the volume button [+] up or [-] down. The setting is automatically saved.
volume button

Adjust the Handset, Speakerphone, or Headset Volume

During a call, press the volume button [+] up or [-] down. To apply the new volume level to all future calls, press the [SAVE] soft key.
volume button

Changing the Ringer

  1. Press the [SETTINGS] button.
    settings button
  2. Press [2] for ring type.
  3. Press the [SELECT] soft key to choose "default ring".
  4. Use the [NAVIGATION] button to scroll through the list of ring types.
  5. To hear samples, press the [PLAY] soft key.
  6. To set your selection, press [SELECT].
  7. Press the [OK] button.
  8. Press the [EXIT] button.

Voicemail System

Setting up Voicemail

  1. Press the [MESSAGES] button or dial the access number.
  2. Enter your PIN number (112233 is the default for 1st time setup) and press the [#] key.
  3. You will hear: "Welcome to Cisco Unity Connection"
  4. Follow the simple instructions to record your name and greeting. After listening to a playback of your recording, you may re-record your message.

Checking Voicemail

  1. Press the [MESSAGES] button.
  2. Enter your PIN number and press the [#] key.
  3. You will be provided your current status related to voice messages, new e-mail messages, and your calendar.
  4. The Main Menu choices will then be given.

Press [0] to use the touch tone system, or say one of the commands below:

  • [2] To send a message
  • [3] To Review Old Messages
  • [4] Setup Options
  • [5] Compose a voice message
  • [6] To List meetings
  • [*] Exit
  • [0] Help

Checking Voicemail From Off-Campus

There are a number of options for checking your voicemail when off-campus. Directions for these two processes are listed below:


This option is available both on- and off-campus. Check your email for voicemail messages. You can listen to these messages using your computer speakers.

Dial your Extension Directly

  1. Dial 715-836-XXXX.
  2. When instructed to enter your ID, enter your six-digit extension (36-xxxx) followed by "X"
  3. You will be instructed to enter your PIN, followed by "#"
  4. You will then be able to access your messages as normal

For technical assistance, contact the LTS Help Desk via email at, or call extension 36-5711.