Cisco IP Communications Solutions End User Training 1

Cisco IP Communications Solutions End User Training 1

Cisco IP Communications Vision To help people use the power of IP to connect with each other any time, anywhere 2

Course Overview • The Cisco IP Communications Training Course explains how to use the basic features of The Hunter Douglas IP Communications System. 3

Course Outline • Welcome to Cisco IPC • Using Common IPC Features • Using Advanced Features & Applications • Ongoing Support 4

Section 1 – Welcome to Cisco IPC • This section explains the following: – Why your company invested in IPC – Power IP Communications – Improve Productivity 5

Why your company invested in IPC … It’s More than Voice Telephony Rich Media Enriching Communication Through Integration of Voice, Video and Data Collaboration • Wide band audio • Data collaboration • Video • Instant messaging • Conferencing 6

Improved Productivity • More quickly opened new offices • Easy-to-change work places • Reduced amount of telephone tag • Improved remote worker productivity • Reduced travel for staff • Flexibility in adapting to changing business conditions • Robust features & functions 7

Section 2 – Using Common IPC Features • By the end of this section you will be able to complete the following: – Place, transfer, forward, park and pick up a call – Place a conference call – Set up speed dials – Set voice mail passwords – Retrieve, forward, save, and delete voice mail 8

Getting to Know Your Phone 9

Using the Softkeys: Point to feature options displayed. Example: Softkeys when handse along the bottom of the LCD screen. is lifted • Press the button beneath any softkey to select that function. • Softkeys change depending on the feature Softkeys: first in use. screen • Select the more softkey to see more softkeys. Softkeys: when more button is pressed 10

Using the Information Key – Press ? ? – Press any key. – Explanation appears on the screen. – To end, either: • Press ? • Press the Exit softkey Softkeys 11

Changing the Ring Type 1) Press the Settings button, then press the Scroll key to highlight Ring Type; press the Select softkey. 2) Press the Scroll key to highlight either a line or the default ring setting (these work the same), the press the Select softkey. 3) Use the Scroll key to highlight a ring type. 4) Press the Play softkey to hear the highlighted ring type. 5) To select a ring type, press the Select softkey and then press the OK softkey. 6) Press the Exit softkey twice to exit. Softkeys Scroll Settings 12

Placing a Call Line Buttons There are many ways to place a phone call. You can simply: • Lift the handset • Dial the phone number Other ways include the following: 1. Dial the phone number 2. Do one of the following: • Lift the handset • Press the line button for the line you wish to call on (Speaker button lights) • Press the Speaker button • Press the Headset button Handset Speaker Headset 13

Dialing the Number Inside Calls: Dial the 6 -digit extension number Outside Local Calls: Dial “ 9” + the number Long Distance Calls: Dial 91 + the number International Calls: Dial 9011 + the number Intersite Calls: Dial the 6 -digit extension number 14

Ending a Call • Depending on how the call was placed (or accepted), do one of the following: – Hang up the handset – Press the Speaker button – Press the Headset button – Press the End. Call softkey Handset Softkeys Speaker Headset 15

Answering an Incoming Call • Lift the handset • Or, answer with the speakerphone; either: Line Buttons – Press the Speaker button – Press the Answer softkey – Press the line button for the incoming call • Or, answer with a headset; either: – Press the Headset button (If not lighted) – If lighted, either: • Press the Answer softkey • Press the line button for the incoming call • Press the Mute button to mute a call or to disengage mute. Mute Handset Softkeys Speaker Headset 16

Putting a Call on Hold • Press the Hold softkey. • To return to the call, press the Resume softkey. • If you have multiple calls on hold: – Use the Scroll key to select the call to resume – Press the Resume softkey Softkeys Scroll 17

Answering a Second Call • While on the first call: – If necessary, press the Scroll key to highlight the second call – Then, press the Answer softkey. This places the first call on hold. • To resume either call: – Press the Scroll key to select the desired call – Then, press the Resume softkey. • To end either call: – Press the Scroll key to select the call – Then, press the End. Call softkey. • After ending either call, press the Resume softkey to resume the other call. Softkeys Scroll 18

Transferring an Incoming Call • Answer the call. • Press Trnsfer softkey. This places the call on hold. • Dial the number that the call will be transferred to. • When the dialed number rings, either: – Press the Trnsfer softkey again, or – Wait for the party to answer so you can announce the call, and then press the Trnsfer softkey. • If the party refuses the call, or the call does not complete successfully, press the Resume softkey to re-join the original call. Softkeys 19

Forwarding all Calls • To forward all incoming calls to another extension: 1. Press the CFwd. All softkey. 2. Enter the telephone number to which you want to forward all your incoming calls. A flashing right arrow appears next to your telephone number on the LCD to indicate that all incoming calls are being forwarded. The number calls are forwarded to appears near the bottom of the display. • To Cancel, press the CFwd. All softkey. Softkeys 20

Parking and Retrieving a Call Park an active call on one phone and retrieve the call on another phone. • During a call, press the more softkey, then the Park softkey. • Note the Call Park number displayed on the screen (displays for ~10 seconds). • Hang up. • From any IP phone, press # and dial the Call Park number. • You have two minutes to answer the call, then it starts ringing at the original phone. Softkeys 21

Making Conference Calls Place a call between 2 -to-5 other phones and yourself. 1. Place the first call and wait for it to be answered. 2. Press the more softkey, then, press the Confrn softkey. This selects a new line and places the first call on hold. 3. Dial another telephone number. 4. When the next call is answered, press the Confrn softkey to add this person to the conference call. You should now be able to speak to both called parties. 5. If you wish, you can add up to 3 more calls; for each, press Confrn, dial the next number, then press Confrn. • Maximum participants is 6 (5 other lines and yourself). • To drop the line that was added last, press the Rm. Lst. C softkey. Softkeys 22

Conference Call Tips • The conference call ends when only two parties remain on the line. • If the initiator of the conference call hangs up, the other parties might be able to continue the call, depending on how your phone is configured. • Press the Hold soft key to place a conference call on hold. Answering a second call will temporarily remove you from the conference. Press the Resume soft key to return to the conference call. • Press the Speaker button to place a call on speakerphone. • Press the Mute button to continue listening while preventing others on the call from hearing sound from your phone. Press Mute again to restore sound from your phone. 23

Speed Dials Line Buttons • Program any unused line button to automatically dial a specific number. • Press the line button to dial the configured number. • Configured using your web browser. • The user or administrator can configure speed dials. 24

Configuring WEB Speed Dials 1. Open your web browser and go to http: //slcccmpub 01/ccmuser 2. Enter your User ID and Password. Note: By default, your User ID is first initial of first name + full last name. By default, the initial password is “ 12345”. 3. Click the Log On button. To change your password, select Change Your Password at the next screen. 25

Configuring WEB Speed Dials (Cont. ) 4. Select your phone. 5. Select Add/Update your Speed Dials. 26

Configuring WEB Speed Dials (Cont. ) 6. 7. 8. Type a phone number for any available speed dial button. Type it as you would dial it (for example: 92025551212). For each speed dial number, type a label to be displayed next to the speed dial button. Select Update Note: You or your administrator can configure speed dials. 27

Becoming a Voicemail Subscriber 1. Press the Messages button. 2. Enter your password (if you already have a password). 3. Listen carefully to the prompts and respond as prompted: – If prompted, enter the user name and password provided to you. – Record your name – Record a greeting that outside callers will hear when you do not answer your phone – Change your phone password – Choose whether to be listed in the directory (so outside users can find your name in directory assistance) (Later, you can change any of these settings) 4. The system will tell you when you have finished; you are then a Unity subscriber. – If you hang up before finishing, you will be prompted the next time you press Messages. 28

Accessing Voicemail by Phone Red Light: Message Waiting 1. Press the Messages button. 2. Enter your password and press #. 3. Press 1 to hear new messages, or 3, 1 to hear saved messages. 4. Follow the voice instructions. Note: When you listen to a new voice message it is automatically saved until you delete it. Messages 29

Accessing Voicemail from Another Phone 1. Dial your phone number. * 3. If prompted, enter your extension number and 2. When Voicemail answers, press #. 4. Enter your password and press #. 5. Follow the voice instructions. 30

Setting the Phone Password by Phone 1. Press the Messages button. 2. Enter your password (if you already have a password). 3. Press 4, then 3, then 1. 4. Enter your new password, then press #. Enter digits 0 through 9. 5. Re-enter your password followed by #. Messages 31

Forwarding Voicemail by Phone 1. Press the Messages button. 2. Enter your password. Follow these prompted steps: 3. After listening to the message, press 5. 4. Follow the voice instructions to address the forwarded message. To address the message to a private list, press ## to switch to number entry. 5. Do one of the following: – Press 2 to record an introductory message. Follow the voice instructions. – Press 3 to set message options. Follow the voice instructions. – Press # to forward the message as is. Messages 32

Saving Voice Messages by Phone • Press the Messages button. • Enter your password. • Press 1 to hear new messages • During or after playback, press 2 to save the message. Messages 33

Deleting Voice Messages by Phone • Press the Messages button. • Enter your password. • Press 1 to hear new messages, or, press 3 to hear old messages. • During or after playback, press 3 to delete the message. Messages 34

Permanently Deleting Messages by Phone • Press the Messages button. • Enter your password. • Press 3 to hear old messages. • Press 2 to access deleted messages. • Follow the voice prompts to either: – Delete messages one at a time Messages – Delete multiple messages 35

Summary: Basic Message Manipulation • [1] New Messages • [3], [1] Saved Messages • [3], [2] Deleted Messages * – During Message Summary or Review Use these keys anytime: [0] Help [*] Cancel or back up – After Message • [1] Restart Summary • [1] Replay Message • [2] Save/Restore as saved* • [3] Delete • [4] Slow playback • [4] Reply • [5] Change volume* – [1] Reply to all • [6] Fast playback – [2] Call the subscriber* • [7] Rewind message • [5] Forward message • [8] Pause/resume • [6] Save as new/Restore as new* • [9] Fast forward • [7] Rewind message • [#] Fast-forward to end • [8] Deliver e-mail or fax to fax machine* • [#] Skip message, save as is • [9] Play message properties • [#] Save as is 36

Summary: Sending a Message Use these keys anytime: [0] Help [*] Cancel or back up • [2] Send a message-Address and Record, then: – [1] Message options • [1] Change addressing • [3] Set Special Delivery – [1] Add name – [1] Urgent – [2] Hear all names – [2] Return receipt – [3] Remove name – [3] Private – [4] Review message • [2] Change Recording – [1] Hear recording • [#] Send message – [2] Save recording – [3] Record – [3] Add to recording 37

Summary: Setting Some Useful Preferences • [4] Setup Options – [1] Greetings • [1] Record greeting – [8] Pause or resume recording – [3] Personal Settings • [1] Change password • [2] Change recorded name – [#] end recording • [2] Turn alternate greeting on/off • [3] Edit other greetings – [1] Edit standard greeting – [2] Edit alternate greeting • [4] Hear all greetings 38

Section 3 – Using Advanced Features & Applications • By the end of this Section you will be able to: • Use Extension Mobility • Use Unified Messaging 39

Extension Mobility • From another Cisco IP Phone configured to support Extension Mobility, you can access your configured phone capabilities, such as: – Line appearances – Services – Speed dials 40

Using the Extension Mobility Feature • At any designated phone that supports Extension Mobility: – Press the Services button. – Press the Scroll key to highlight the Login service, then press the Select softkey. – Enter the user name and PIN assigned to you by your system administrator. • Phone resets with your profile. • To log out: – Press the Services button. – Use the Scroll button to scroll to logout, then press the Select softkey. Scroll Services 41

Section 4 – Ongoing Support • By the end of this Section you will be able to locate the following: – For your Cisco IP Phone: • Quick Reference Guide • Online tutorials – For Cisco Unity • Quick Reference Guide – Where to get support 42

Quick Reference Guide Sample IP Phone training worksheet • Provided with your phone What is the 7960? Basic Phone Features The Cisco IP Phone 7960 is a full - feature telephone that provides voice communication over an IP (Internet Protocol) network. The phone functions much like traditional phones, allowing you place and receive telephone calls. It also supp orts such features as speed dialing, redial, call transfer, conference calling, and voice mail access. To place a call: 2. Lift the handset and dial the number line button for your extension, then dial 3. Press the • Includes: Speaker New. Call 4. 5. Press the button , then dial. softkey, then dial 6. 7. 8. Headset If you are using a headset, press the button If you have established speed dial numbers, press a Speed dial button If you have selected a number from a directory, press the Dial softkey , then dial. To answer a call: 1. Lift the handset 2. 3. – Tips Headset If you are using a headset, press the button line button of the incoming call. necessary, press Answer softkey or the To use the speakerphone , press the button . If Speaker . To end a call: 4. Hang up the handset. – Reference Material 1 2 Handset with indicator light LCD screen 10 11 3 Cisco IP Phone model type 12 Headset 5. If you are using a headset, press the End. Call softkey. 6. If you are using the speakerphone, press the End. Call softkey. button Speaker or the button or Mute button T o redial a number: To redial the most recently dialed number, press the Headset button Volume button Redial softkey. To view missed calls: – FAQs 4 Line or speed dial button 5 6 Footstand adjustment Directories button 13 Services button 14 15 Messages button Navigation button 16 Dial pad 17 softkeys 1. 2. 8 9 Help button Settings button 3. . Directories Press the button. Find the directory that you want, then press the corresponding item 3 for Placed Calls. number. For example, press Dial softkey to speed dial a selected number. Press the Edit. Dial to add or remove digits before dialing. 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. 2 once for “a, ” twice for “b, ” and three times for “c, ”. To For example, press back up, press the << softkey. Speaker button Instant Help To display instant help about button s and features: 3. Press the ? button 1. Highlight a feature in the Directories Services button To speed dial from a directory menu: 1. 2. 7 Directories Press the Press 1 for Missed Calls. once, then press a button or softkey menu, then press the ? button , Settings , or twice quickly. To put a call on hold: Hold softkey. 1. Press the 2. To return to the call, press the Resume softkey. 43

Cisco Unity References • The following Cisco Unity reference materials are available: – Cisco Unity at a Glance (quick-reference guide) • http: //www. cisco. com/application/pdf/en/us/guest/products/p s 4608/c 1626/ccmigration_09186 a 00803 fac 7 d. pdf – Cisco Unity User Guide (complete manual) • http: //www. cisco. com/application/pdf/en/us/guest/products/p s 4608/c 1626/ccmigration_09186 a 008044 b 3 de. pdf 44

Cisco IP Phone References • The following Cisco IP Phone reference materials are available online: – Quick Reference Guide • 7961 G and 7941 G – http: //www. cisco. com/application/pdf/en/us/guest/products/ps 1854/c 1626/ccmigration_ 09186 a 00802931 b 9. pdf • 7905 and 7911 – http: //www. cisco. com/application/pdf/en/us/guest/products/ps 379/c 1614/ccmigration_0 9186 a 0080409 cd 7. pdf – Cisco IP Phone Guide (complete manual) • 7961 G-GE and 7941 G-GE – http: //www. cisco. com/application/pdf/en/us/guest/products/ps 5945/c 1626/ccmigration_ 09186 a 008041 b 131. pdf • 7961 G and 7941 G – http: //www. cisco. com/en/US/products/hw/phones/ps 379/products_user_guide_book 09 186 a 0080400873. html • 7905 and 7911 – http: //www. cisco. com/en/US/products/hw/phones/ps 379/products_user_guide_book 09 186 a 0080400 da 8. html 45

Online Tutorials • The following Cisco online tutorials are available for Cisco IP Phones: – Cisco 7961 G: http: //www. cisco. com/warp/pu blic/779/largeent/avvid/product s/7960_2005/index. html – Cisco 7941 G: http: //www. cisco. com/warp/pu blic/779/largeent/avvid/product s/7940_2005/index. html – Cisco 7911 G: http: //www. cisco. com/warp/pu blic/779/largeent/avvid/product s/7912 G/index. html – Cisco 7905 G: http: //www. cisco. com/warp/pu blic/779/largeent/avvid/product s/7905 G/index. html 46

Where to Get Support • For assistance, call: – Name: Help Desk – Department: ITGROUP – Number: 303 -876 -3000 – In an emergency, dial: 911 or 9911 47