Cisco Systems IP Phone DOC 7813565= User Manual

Cisco IP Phone Productivity Services

User Guide

Corporate Headquarters

Cisco Systems, Inc.

170 West Tasman Drive

San Jose, CA 95134-1706

USA

http://www.cisco.com

Tel: 408 526-4000

800 553-NETS (6387)

Fax: 408 526-4100

Customer Order Number: DOC-7813565=

Text Part Number: 78-13565-01

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C O N T E N T S

Audience vii

Organization viii

Related Topics:

•

Subscribing to Cisco IP

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C H A P T E R

Subscribing to CiscoIPPhone

ProductivityServices

Before you can use Cisco IP Phone Productivity Services, you must first

subscribe to Cisco IP Phone Productivity Services in Cisco CallManager.

Tips

If you do not know the URL for the Cisco IP Phone User Options web page or

your user ID, password and PIN, contact your system administrator before you

proceed.

To subscribe to Cisco IP Phone Productivity Services, perform the following

steps:

Procedure

Step 1

Step 2

Go to your Cisco IP Phone User Options page and enter your userID and

password.

The Configure the Options for your Phone page displays.

At the Configure the Options for your Phone page, select a device to configure,

such as your primary phone.

A new Configure the Options for your Phone page displays.

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Chapter 2 Subscribing to Cisco IP Phone Productivity Services

Step 3

Step 4

Click Configure your Cisco IP Phone Services.

The Cisco IP Phone services page displays.

From the Your Subscribed Services pane on the left side of the page, select

Productivity Svcs.

A new Cisco IP Phone Services page displays (see Figure 2-1).

Figure 2-1 Subscribing to Cisco IP Phone Productivity Services

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Chapter 2 Subscribing to Cisco IP Phone Productivity Services

Step 5

Step 6

Click Continue.

A new page displays.

Enter your service information for Cisco IP Phone Productivity Services.

Figure 2-2 shows the service fields completed. Use Table 2-1 to help you enter the

service information.

In the example shown in Figure 2-2, the user, Frank Moore, left the mode at secure

(the default). He will be prompted to enter his PIN when he logs in to

Cisco IP Phone Productivity Services. Driftwood is his optional e-mail account

with an address of Cisco.com. Frank has an e-page account where he can be

notified of meeting reminders.

Figure 2-2 Entering Service Information

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Chapter 2 Subscribing to Cisco IP Phone Productivity Services

Table 2-1 Entering Service Information

Service Field Description

Required

Mode

Enter secure (default value) to prevent others from

Yes

accessing your Cisco IP Phone Productivity Services;

you are prompted to enter your UserPin each time you

access Cisco IP Phone Productivity Services.

Enter non-secure if you do not want to be prompted

for your UserPin each time.

Name 1

Name 2

Url 1

Enter the name for e-mail account 1

Enter the name for e-mail account 2

Enter the IMAP-compliant MailView e-mail account No

URL for IP: Port #1

For example:172.17.146.123:143

Url 2

Enter the IMAP-compliantMailView e-mail account No

URL for IP:Port #2:

For example:172.17.146.123:143

UserEpage

Enter your pager number or your e-mail number for No

meeting reminders.

UserID

Enter your Cisco CallManager UserID.

Enter your Cisco CallManager UserPin.

Yes

UserPIN

Note

MailView uses URL1 and URL2. For URL1 and URL2, use :0 for the default

port number or use :xxx for the custom port number. Contact your mail server

administrator for a port number if the default does not work.

Step 7

Click Subscribe.

You are now subscribed to Cisco IP Phone Productivity Services.

Related Topics:

•

Understanding Cisco IP Phone Productivity Services, page 1-1

Using Cisco IP Phone Productivity Services, page 3-1

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C H A P T E R

Using Cisc o I P P hone

Productivit y S ervices

These sections help you use Cisco IP Phone Productivity Services:

•

Navigating Cisco IP Phone Services, page 3-2

Accessing Cisco IP Phone Productivity Services, page 3-4

Logging in to Cisco IP Phone Productivity Services, page 3-5

Ending a Session, page 3-8

Using CalendarView, page 3-9

Using MailView, page 3-24

Using Contacts Synchronization, page 3-37

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Chapter 3 Using Cisco IP Phone Productivity Services

Navigating Cisco IP Phone Services

Navigating CiscoIPPhoneServices

You access Cisco IP Phone Services through the Services button on the

Cisco IP Phone Models 7960 and 7940 (see Figure 3-1). The Services button on

your Cisco IP Phone works in tandem with the Cisco IP Phone User Options web

page. When you press the Services button, the phone displays a menu of services

that has been configured for that telephone.

You navigate around the services options and provide input using:

•

soft keys to perform various tasks, such as select and submit

a Navigation button to scroll up and down menu lists

the dialing pad to enter a selection directly

Figure 3-1 Navigating Cisco IP Phone Services

Productivity Svcs

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Chapter 3 Using Cisco IP Phone Productivity Services

Navigating Cisco IP Phone Services

Tips for Using the LCD Display

Here are some tips for using the LCD screen on your Cisco IP Phone. These tips

can help you navigate menus and soft key options that display on your phone’s

LCD screen when you press the Services button.

•

There are two ways to select menu items:

–

Using the Navigation button—Press the Navigation button (this is the

button with the up and down arrows) to select (or highlight) a menu item.

Then press the Select soft key.

–

Using an Item Number—You can press the number key on your phone’s

key pad that corresponds to the item number displayed on the LCD

screen. For example, to choose Productivity Svcs in Figure 3-1, press 1.

Use this method to select any menu item that has an item number to the

left of it.

•

Press the Exit soft key to return to the previous menu.

Soft keys correspond to the option tabs displayed along the bottom of your

LCD screen. Soft keys change depending on the status of your phone. For

example, you can see one set of soft key options when you pick up the

handset, and another set when the phone is not in use.

•

The >> soft key allows you to re-position your cursor. The << soft key allows

you to delete a character or digit in an entry. Press the << soft key or the

Delete soft key if you make a mistake or need to edit an entry.

Related Topics:

•

Using Cisco IP Phone Productivity Services, page 3-1

Accessing Cisco IP Phone Productivity Services, page 3-4

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Chapter 3 Using Cisco IP Phone Productivity Services

Accessing Cisco IP Phone Productivity Services

To access Cisco IP Phone Productivity Services, perform these steps:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Svcs varies depending on the number of

services you have configured on your phone.

The screen displays the services available with Cisco IP Phone

Productivity Services (see Figure 3-2).

Figure 3-2 Main Menu for Cisco IP Phone Productivity Services

Note

To check the version of Cisco IP Phone Productivity Services:

use the Navigation button to scroll to item 6 About Productivity Svcs and press

the Select soft key or enter 6 on the dialing pad.

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Chapter 3 Using Cisco IP Phone Productivity Services

Logging in to Cisco IP Phone Productivity Services

Step 3

Proceed to the“Logging in to Cisco IP Phone Productivity Services” section on

page 3-5.

Related Topics:

•

Navigating Cisco IP Phone Services, page 3-2

Accessing Cisco IP Phone Productivity

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Chapter 3 Using Cisco IP Phone Productivity Services

Logging in to Cisco IP Phone Productivity Services

To log in to Cisco IP Phone Productivity Services, perform these steps:

Procedure

Step 1

From the Cisco IP Phone Productivity Services main menu (see Figure 3-2),

select 1 Login in one of two ways:

•

Use the Navigation button to scroll to 1 Login and press the Select soft key.

Press the number key 1 on your phone’s dialing pad.

The UserID screen displays (see Figure 3-3).

Note

If you have not already logged in to Cisco IP Phone Productivity Services, the

2 CalendarView, 3 MailView or 4 Contacts Synchronization.

Figure 3-3 Login Screen

09:44 06/08/01

1004

...

Your User ID:thomasj

Your PIN:

...

Please sign on

Submit

Cancel

Step 2

At the UserID screen:

a. If you are using your own Cisco IP Phone:

Enter your PIN (if prompted) and press the Submit soft key.

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Chapter 3 Using Cisco IP Phone Productivity Services

Logging in to Cisco IP Phone Productivity Services

b. If you are using someone else’s Cisco IP Phone:

–

Use the << soft key to backspace and delete the displayed UserID.

Enter your UserID.

To enter your UserID, enter the letters of the alphabet using your dialing

pad. Press the phone key associated with a letter. To scroll through the

letters associated with each key, press the key rapidly. For example, press

2 to display the letter “a.” To enter the letter “b,” press 2 again without

pausing. Press the << soft key to back up.

–

Enter your PIN using the dialing pad.

Press the Submit soft key.

•

If you logged in correctly, the phone displays:

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Chapter 3 Using Cisco IP Phone Productivity Services

Ending a Session

To end a session of Cisco IP Phone Productivity Services, perform the following

steps:

Step 1

To end a session of Cisco IP Phone Productivity Services, select 5 Logout.

You can select 5 Logout in one of two ways:

•

Use the Navigation button to scroll to 5 Logout and press the Select soft key.

Press the number key 5 on your phone’s dialing pad.

Step 2

Note

When prompted, press the Services button to exit.

After 20 minutes, you are automatically logged out of Cisco IP Phone

Productivity Services. If you would like this time extended, contact your

system administrator.

Related Topics:

•

Logging in to Cisco IP Phone Productivity Services, page 3-5

Using CalendarView, page 3-9

Using MailView, page 3-24

Using Contacts Synchronization, page 3-37

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

With CalendarView, you can keep track of your appointments on your

Cisco IP Phone. You can be notified of new meetings, and you can view your

meetings for today, for a week, for any day of the current week, or for a specific

date.

You can define which of your meetings display and accept. tentatively accept or

decline meetings. If the meeting notice has a phone number included with it, you

can click a soft key to dial the number to join the meeting. If you are the originator

of the meeting notice, you can cancel the meeting from your phone.

CalendarView also allows you to set up reminders for meetings and choose how

to be notified of an upcoming event, by pager/e-mail or by the phone display.

To use CalendarView, perform these steps:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Services will vary depending on the

number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone

Productivity Services (see Figure 3-2).

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Step 3

Select 2 CalendarView in one of two ways:

•

Use the Navigation button to scroll to 2 CalendarView and press the Select

soft key.

•

Press the number key 2 on your phone’s dialing pad.

Note

If you have not already logged in to Cisco IP Phone Productivity Services,

you may be prompted to enter your PIN now. See the “Logging in to

Cisco IP Phone Productivity Services” section on page 3-5.

The phone displays the CalendarView Main Menu (see Figure 3-4).

Figure 3-4 Calendar View Main Menu

09:44 06/08/01

Calendar Menu

1New Meetings

2Today's Schedule

3Weekly Schedule

4Select a Date

5Meeting Reminder Setting

Select

Exit

See Table 3-1 to help you determine which CalendarView service you want to use.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Table 3-1 Using CalendarView

CalendarView

Service

To Use the

CalendarView Service

From Your Cisco IP Phone You Can

Check new meetings and accept or decline them.

1 New Meetings

See Checking New

Meetings, page 3-12

2 Today’s Schedule View your meetings for today and accept or decline

them.

See Checking Your

Schedule for Today,

page 3-14

3 Weekly Schedule Check your schedule for the current week displayed on See Checking Your

one screen, and view your schedule for the previous

week, and the following week.

Weekly Schedule,

page 3-17

4 Select a Date

Check your schedule quickly for a specific date.

See Viewing Your

Schedule for a Specific

Date, page 3-20

5 Meeting

Set which meetings display, based on their importance, See Setting Your

Reminder Setting

and choose how you are notified of meetings: by

pager/e-mail or by phone display.

Meeting Reminder,

page 3-21

Related Topics:

•

Logging in to Cisco IP Phone Productivity Services, page 3-5

Checking New Meetings, page 3-12

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Checking New Meetings

With the New Meetings service, you can quickly view your new meeting notices.

You can accept, tentatively decline or decline them from your Cisco IP Phone. If

the meeting notice includes a phone number for the meeting, you can call into the

meeting with the click of the DialNum soft key.

To use this service, perform the following steps:

Procedure

Step 1

From the CalendarView Menu (see Figure 3-4), select 1 New Meetings in one of

two ways:

•

Use the Navigation button to scroll to 1 New Meetings and press the Select

soft key.

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Using CalendarView

Step 2

On the New Meetings screen:

•

Press the AcptAll soft key to respond that you will attend all the listed

meetings.

•

Use the Navigation button to scroll to a meeting and press the Select soft key

or enter the item number of the meeting to see details for that meeting (see

Figure 3-6).

•

Press the Exit soft key to return to the CalendarView main menu.

Figure 3-6 Meeting Detail Screen

09:44 06/08/01

Meeting Details

Sub:

Loc:

Time:

Safety Training

Training Room C

8/12/2001 4:00:00PM

...

- 8/12/2001 5:00:00PM

Sent by: J Smith

...

Scroll down for more details

Accept Unsure

Exit

Decline

Step 3

On the Meeting Details screen, you can:

•

Press the Accept soft key to accept the meeting. The phone displays:

You have accepted the meeting.

•

Press the Unsure soft key to respond that you may not be able to attend the

meeting. The phone displays:

You have tentatively accepted the meeting.

•

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

Step 4

Press Exit to return to the New Meetings menu (see Figure 3-5).

Related Topics:

•

Checking Your Schedule for Today, page 3-14

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Using CalendarView

Checking Your Schedule for Today

To view your appointments for today, perform the following steps:

Procedure

Step 1

From the CalendarView Menu (see Figure 3-4), select 2 Today’s Schedule in one

of two ways:

•

Use the Navigation button to scroll to 2 Today’s Schedule and press the Select

soft key.

•

Press the number key 2 on your phone’s dialing pad.

Your scheduled meetings display on your phone (see Figure 3-7).

If you have no meetings scheduled, the phone displays:

No appointments scheduled.

Figure 3-7 Today’s Schedule Menu

09:44 06/08/01

Today's Schedule

1. Luncheon meeting @ 11:30 am

2. Staff meeting @ 3:30 pm

...

Select a meeting to see details

Select

Exit

Step 2

Select the meeting for which you want to view information in one of two ways:

•

Use the Navigation button to scroll to the meeting and press the Select soft

key.

•

Press the number key on the dialing pad that corresponds to the meeting.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

The Meeting Details screen displays the meeting subject, location, time, and

sender (see Figure 3-8).

Step 3

Use the Navigation button to scroll to view the complete message text.

Figure 3-8 Meeting Detail Screen

09:44 06/08/01

Meeting Details

Sub:

Loc:

Time:

Safety Training

Training Room C

8/12/2001 4:00:00PM

...

- 8/12/2001 5:00:00PM

Sent by: J Smith

...

Scroll down for more details

Accept Decline

Exit

DialNum

In the Meeting Details screen, the first soft key may display a soft key of Accept

or Unsure, depending on how you have responded to the meeting notice. This

allows you to change your response to a meeting notice:

•

If you have tentatively accepted the meeting, the screen displays an Accept

soft key (as shown in Figure 3-6).

•

If you have already accepted the meeting, the screen displays an Unsure soft

key.

Step 4

To manage your meetings you can:

•

Press the Accept soft key to accept a meeting that you tentatively accepted

before. The phone displays:

You have accepted the meeting.

•

Press the Unsure soft key to respond that you may not be able to attend the

meeting. The phone displays:

You have tentatively accepted the meeting.

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

•

If the sender included a phone number in the meeting text, press the DialNum

soft key to call the meeting.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Step 5

On the Meeting Detail screen (see Figure 3-9):

•

If you are the originator of the meeting, you can press the CnclMtg soft key

to cancel the meeting.

•

Press the Exit soft key to return to the Today’s Schedule menu (Figure 3-7).

Figure 3-9 Meeting Detail Screen

09:44 06/08/01

Meeting Details

Sub:

Loc:

Time:

Safety Training

Training Room C

8/12/2001 4:00:00PM

...

- 8/12/2001 5:00:00PM

Sent by: J Smith

...

Scroll down for more details

CnclMtg

Exit

DialNum

Related Topics:

•

Checking New Meetings, page 3-12

Checking Your Weekly Schedule, page 3-17

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Checking Your Weekly Schedule

With the Weekly Schedule service, you can view your schedule for this week, next

week or last week on one screen. You can also choose to view your schedule for

a specific day of the week, from Monday to Friday. To check your weekly

schedule, perform the following steps:

Procedure

Step 1

From the CalendarView Menu (see Figure 3-4), select 3 Weekly Schedule in one

of two ways:

•

Use the Navigation button to scroll to 3 Weekly Schedule and press the Select

soft key.

•

Press 3 on the dialing pad.

You can select 1Current Week or any day from Monday to Friday. Use the

Navigation button to scroll to 6 Friday (Figure 3-10). “Today” displays next to the

current day, if it falls Monday through Friday. In Figure 3-10, the current day is

Thursday.

Figure 3-10 Weekly Schedule Menu

09:44 06/08/01

Calendar Menu

1 Current Week

2 Monday

3 Tuesday

...

4 Wednesday

5 Thursday - Today

...

Make your selection

Select

Exit

Step 2

Choose a menu item in one of two ways:

•

Use the Navigation button to scroll to any of the days of the week (2 through

6), and press the Select soft key.

•

Enter the number on the dialing pad.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Step 3

On the Calendar Menu screen:

•

Select one of the days of the week, you view your schedule for that day.

Select 1 CurrentWeek to view an entire week of appointments in one screen

(see Figure 3-11).

Figure 3-11 Current Week Menu

15270

09:44 06/18/01

8:00

5:00

Press key 1-5 (M-F) for details

Prev Next Exit

Step 4

Step 5

Keys 1 through 5 correspond to the days of the week.

Enter a number from 1 through 5 on the dialing pad to see details of your schedule

on that specific day. For example, enter 3 to see Wednesday’s schedule.

The screen displays the details of your meeting (see Figure 3-12).

Use the Navigation button to scroll down and view meeting information.

Figure 3-12 Viewing Meeting Details

09:44 06/08/01

Meeting Details

Sub:

Loc:

Time:

Benefits Overview

HR Conference Room

8/13/2001 9:00:00AM

...

- 8/13/2001 10:00:00 AM

Sent by: P Scott

...

Scroll down for more details

Accept Decline

Exit

DialNum

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

In the Meeting Details screen, the first soft key may display Accept or Unsure,

depending on how you have responded to the meeting notice. This allows you to

change your previous response to a meeting notice:

•

If you have tentatively accepted the meeting, the screen displays an Accept

soft key (as shown in Figure 3-6).

•

If you have already accepted the meeting, the screen displays an Unsure soft

key.

Step 6

To manage your meetings you can:

•

Press the Accept soft key to accept a meeting that you tentatively accepted

before. The phone displays:

You have accepted the meeting.

Press the Unsure soft key to respond that you may not be able to attend the

meeting. The phone displays:

You have tentatively accepted the meeting.

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

•

If the sender included a phone number in the meeting text, you can Press the

DialNum soft key to call the sender.

Press the Exit soft key to return to the Current Week menu (see Figure 3-11).

Step 7

From the Current Week screen:

•

Press the Prev soft key to view your calendar for the previous week.

Press the Next soft key to view your calendar for the following week.

Press the Exit soft key to return to the Weekly Schedule menu (see

Figure 3-10).

Related Topics:

•

Checking Your Schedule for Today, page 3-14

Viewing Your Schedule for a Specific Date, page 3-20

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Viewing Your Schedule for a Specific Date

With CalendarView’s Select a Date service, you can specify a date and view your

appointments for that date. To do this, perform the following steps:

Procedure

Step 1

From the CalendarView menu (see Figure 3-4), choose 3 Select a Date in one of

two ways:

•

Use the Navigation button to scroll to 3 Select a Date and press the Select soft

key.

•

Press 3 on your phone’s dialing pad.

The phone displays today’s date (see Figure 3-13).

Figure 3-13 Viewing Select a Date

09:44 06/08/01

Calendar Option

Date:

Month:

Year:

...

2001

...

Please enter a date

Submit << Cancel

Step 2

Change the date to the calendar date you want to see:

Press the << soft key to backspace and delete the displayed date.

Use the dialing pad to enter the new date.

Use the Navigation button to scroll to the month and year and change them, if

necessary.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

Step 3

Step 4

Press the Submit soft key.

Changing the date results in a phone display of:

Schedule for <xx/xx/xx>

and a list of your appointments for that date.

Press the Exit soft key to return to the Select a Date menu.

Related Topics:

•

Checking Your Weekly Schedule, page 3-17

Setting Your Meeting Reminder, page 3-21

Setting Your Meeting Reminder

Use your Meeting Reminder Setting to choose:

•

which meeting reminders you want displayed, based on the importance of the

meeting

•

how you are reminded of meetings, by e-paging or by phone display

Set up your Meeting Reminder Setting service when you first start using

Cisco IP Phone Productivity Services. You must re-enter your setting choices any

time you change your PIN.

Tips

If you are planning to change your PIN, change it before you set up your

Meeting Reminder Setting service.

To use this application, you must first define your meetings as High importance

and High and Normal importance in Microsoft Exchange.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using CalendarView

To use the Meeting Reminder Setting service, perform the following steps:

Procedure

Step 1

From the CalendarView menu (see Figure 3-4), select 5 Meeting Reminder

Setting in one of two ways:

•

Use the Navigation button to scroll to 5 Meeting Reminder Setting and press

the Select soft key.

•

Press 5 on your phone’s dialing pad.

The Meeting Reminder Setting screen displays (see Figure 3-14).

Figure 3-14 Setting Meeting Display Criteria

09:44 06/08/01

Meeting Reminder Setting

1High

2High and Normal

3All

...

4None

...

Select the meeting importance

Submit

Exit

Step 2

On the Meeting Reminder Setting screen:

•

Select 1 High to be reminded of meetings of high importance only.

Select 2 High and Normal to be reminded of meetings of high and normal

importance.

•

Select 3 All to be reminded of all of your meetings.

Select 4 None to cancel your previous Meeting Reminder Setting.

Step 3

Press the Submit soft key to set your choice of Meeting Reminder Setting.

The screen displays your choices meeting notification (see Figure 3-15).

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Using CalendarView

Figure 3-15 Setting Meeting Reminders

09:44 06/18/01

Meeting Reminder Setting

1By Pager/Email

2By Phone display

...

Select the reminder option

Select

Exit

Step 4

Step 5

Select either 1 By Pager/Email or 2 By Phone display.

If you choose Reminder by Pager/Email, the service uses the e-mail account you

entered when you subscribed to Cisco IP Phone Productivity Services (see

Chapter 2, “Subscribing to Cisco IP Phone Productivity Services”).

Once you make your selection, a message displays notifying you that your

meeting reminder is set.

Press the Exit soft key to return to the CalendarView menu (see Figure 3-4).

Related Topics:

•

Viewing Your Schedule for a Specific Date, page 3-20

Using MailView, page 3-24

Using Cisco IP Phone Productivity Services, page 3-1

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

These topics help you use MailView from your Cisco IP Phone to access your

Cisco Unity voice mail, your Cisco Unity e-mail and up to two additional e-mail

accounts.

•

Logging in to MailView, page 3-24

Changing your MailView Login, page 3-26

Checking your Cisco Unity Voice Mail, page 3-28

Checking your E-mail, page 3-34

Logging in to MailView

When you access each of your MailView accounts the first time, you must enter

your MailView name and password for that account. The Login screen does not

display if you have already entered this information.

Contact your system administrator if you do not have your MailView name and

password.

To log in to MailView, perform the following steps:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Svcs will vary depending on the number

of services you have configured on your phone.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Step 3

Step 4

Select 3 MailView in one of two ways:

•

Use the Navigation button to scroll to 3 MailView and press the Select soft

key.

•

Press the number key 3 on your phone’s dialing pad.

If you have not already logged in to Cisco IP Phone Productivity Services, enter

your PIN, when prompted. See the “Logging in to Cisco IP Phone

Productivity Services” section on page 3-5 for details.

The phone displays the MailView main menu (see Figure 3-16).

Figure 3-16 MailView Main Menu

09:44 06/08/01

1004

MailView

...

1 Check Unity Voice Mail

2 Check Unity Email

3 Driftwood Email Server

...

Make Your Selection

Select

Reset

Exit

Step 5

Step 6

Select one of your accounts in one of two ways:

•

Use the Navigation button to scroll to the item and press the Select soft key.

Press the corresponding number key on your phone’s dialing pad.

At the Login screen (see Figure 3-17), enter your username and password:

–

To enter your username, enter the letters of the alphabet using your

dialing pad. Press the phone key associated with a letter. To scroll

through the letters associated with each key, press the key rapidly. For

example, press 2 to display the letter “a.” To enter the letter “b,” press 2

again without pausing. Press the << soft key to back up.

–

For numeric entries, use the dialing pad.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Figure 3-17 MailView Login Screen

09:44 07/12/01

MailView

1004

...

Password:

...

Enter Mail Server Pass/Pin

Step 7

You are now logged in to MailView.

•

To use MailView with your Cisco Unity voice mail, proceed to the“Checking

your E-mail” section on page 3-34.

•

To use MailView with your e-mail accounts, proceed to the “Checking your

E-mail” section on page 3-34.

Related Topics:

•

Changing your MailView Login, page 3-26

Checking your Cisco Unity Voice Mail, page 3-28

Checking your E-mail, page 3-34

Changing your MailView Login

If you change your MailView accounts or change your user name and password

for any of your MailView accounts, you must change them within MailView also.

To change your MailView login, perform the following steps:

Procedure

Step 1

From the MailView menu, press the Reset soft key to change or clear your login

information for a mail account (see Figure 3-18).

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Using MailView

Figure 3-18 Meeting Reminder Setting Completed

09:44 06/08/01

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MailView

...

1 Check Unity Voice Mail

2 Check Unity Email

3 Driftwood Email Server

...

Make Your Selection

Select

Reset

Exit

Step 2

Select the account to reset your Login information.

The Reset UserName and Pin screen displays (see Figure 3-19).

Figure 3-19 MailView Login Reset Display

09:44 07/12/01

1004

Reset UserName and Pin

1 Enter Unity Voice Mail Pass/

2 Enter Unity Email Pass/Pin

3 Enter Driftwood Pass/Pin

...

Choose the server

Select

Exit

Step 3

Enter your new user name and new password. Press the Submit soft key.

Related Topics:

•

Logging in to MailView, page 3-24

Changing your MailView Login, page 3-26

Checking your Cisco Unity Voice Mail, page 3-28

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Checking your Cisco Unity Voice Mail

With MailView, you can view, listen to, record a reply, forward, and delete your

Cisco Unity voice mail, all from your Cisco IP Phone. Any operation you perform

on your messages using MailView is reflected in your PC-based traditional

voicemail interface automatically.

To review your Cisco Unity voice mail, perform these tasks:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Svcs will vary depending on the number

of services you have configured on your phone.

Step 3

Select 3 MailView in one of two ways:

•

Use the Navigation button to scroll to 3 MailView and press the Select soft

key.

•

Press the number key 3 on your phone’s dialing pad.

Step 4

If you have not already logged in to Cisco IP Phone Productivity Services, enter

your PIN, when prompted. See the “Logging in to Cisco IP Phone

Productivity Services” section on page 3-5 for details.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

The phone displays the MailView main menu (see Figure 3-20).

Figure 3-20 MailView Main Menu

09:44 06/08/01

1004

MailView

...

1 Check Unity Voice Mail

2 Check Unity Email

3 Driftwood Email Server

...

Make Your Selection

Select

Reset

Exit

Step 5

Step 6

Select 1 Check Unity Voice Mail in one of two ways:

•

Use the Navigation button to scroll to 1 Check Unity Voice Mail and press the

Select soft key.

Press the number key 1 on your phone’s dialing pad.

If this is the first time you are accessing this MailView account, you are prompted

to log in. For details, see the “Logging in to MailView” section on page 3-24.

After successful login, the phone displays a list of your Cisco Unity voice mail

(see Figure 3-21). By default, your voice mail first displays unheard messages.

Figure 3-21 Viewing Cisco Unity VoiceMail

09:39 06/08/01

1004

<userID> Inbox (Page 1)

...

Michael Jones

Reply to your mail

Thu, 7 Jun 2001

Michael Jones

Message from Michael Jones

Thu, 31 May 2001

...

Make Your Selection

Select

Exit

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Step 7

Press the more soft key to change the sort order or to select a message to review.

The screen displays your voicemail inbox (see Figure 3-22).

Figure 3-22 Date Sort/Read Sort Display

09:44 07/12/01

1004

<userID> Inbox (Page 1)

...

Chad Parr

Message from Chad Parr

Thu 12 Jul 2001

Chad Hawes

Message from Chad parr

...

Make Your Selection

DateSrt ReadSrt

Step 8

Step 9

From the DateSort/ReadSort screen:

a. Press the DateSrt soft key to view your voice mail in the order in which it

was received.

b. Press the ReadSrt soft key to view your voice mail in the order in which you

read it.

If you do not want to change the sort order, select a voice mail from your voice

mail inbox (see Figure 3-21). Use one of two ways:

•

Use the Navigation button to scroll to the voice mail and press the Select soft

key.

•

On your phone’s dialing pad, press the number that is displayed to the left of

the voice mail.

Step 10 Proceed to the “Using MailView’s Options for Cisco Unity Voice Mail” section

on page 3-31.

Related Topics:

•

Using MailView, page 3-24

Using MailView’s Options for Cisco Unity Voice Mail, page 3-31

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Using MailView’s Options for Cisco Unity Voice Mail

After you have selected a voice mail message, the MailView inbox screen displays

the following options for handling your Cisco Unity voice mail (see Figure 3-23):

Figure 3-23 MailView’s Cisco Unity VoiceMail Options

10:22 06/15/01

1004

...

From: Michael Jiang

Inbox

1. play voice mail 2. reply to sender 3. forward to a third party

4. fast rewind

7. delete

5. pause

8. stop

6. fast forward

9. review next message

Use Table 3-2 to help you manage your Cisco Unity voice mail in MailView.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Table 3-2 Using MailView to Manage Cisco Unity Voice Mail

Voice Mail Options

Instructions

Play Voice Mail

1. Press 1

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Using MailView

Table 3-2 Using MailView to Manage Cisco Unity Voice Mail (continued)

Voice Mail Options

Instructions

Forward Voice Mail

1. Press 3 on the dialing pad to forward a voice mail to someone other than

the originator.

2. Enter the recipient’s user name and e-mail address:

a. Enter the letters of the alphabet using your dialing pad.

b. Press the phone key associated with a letter.

Tips

To scroll through the letters associated with each key, press the key

rapidly. For example, press 2 to display the letter “a.” To enter the

letter “b”, press 2 again without pausing. Press the << soft key to

back up and make corrections.

The phone displays a forwarded message screen.

3. Press the Exit soft key to return to the voice mail inbox.

1. Press 7 to delete a voice mail.

Delete Voice Mail

Play All Voice Mail

Your phone displays:

Mail deleted.

This message was successfully deleted.

2. Press the Exit soft key to return to the voice mail inbox.

1. Press 9.

The screen displays the next voice mail message header and then automatically

plays the voice mail.

You can easily review all your voice mail without going back to the inbox.

2. Press the Exit soft key to stop playing the voice mail and to return to the

voice mail inbox.

Related Topics:

•

Using MailView’s Options for Cisco Unity Voice Mail, page 3-31

Checking your E-mail, page 3-34

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Checking your E-mail

With MailView, you can scroll through your e-mail messages and read them right

on the phone display. You can also forward and delete e-mails from your phone.

Any operation you perform on your messages using MailView is reflected in your

PC-based e-mail client automatically.

MailView provides you with a list of your Cisco Unity e-mail and up to two

additional IMAP-compliant e-mail accounts.

To check your e-mail using MailView, perform these steps:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Svcs will vary depending on the number

of services you have configured on your phone.

Step 3

Select 3 MailView in one of two ways:

•

Use the Navigation button to scroll to 3 MailView and press the Select soft

key.

•

Press the number key 3 on your phone’s dialing pad.

Step 4

If you have not already logged in to Cisco IP Phone Productivity Services, enter

your PIN, when prompted. See the “Logging in to Cisco IP Phone

Productivity Services” section on page 3-5 for details.

The phone displays the MailView main menu (see Figure 3-24). Item 2 will

always be your Cisco Unity e-mail. Items 3 and 4 are your optional

(IMAP-compliant) e-mail accounts. In Figure 3-24, Driftwood is the optional

e-mail account.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Figure 3-24 MailView Main Menu

09:44 06/08/01

1004

MailView

...

1 Check Unity Voice Mail

2 Check Unity Email

3 Driftwood Email Server

...

Make Your Selection

Select

Reset

Exit

Step 5

Select an e-mail service in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

For example, in Figure 3-24, select 2 Check Unity Email or 3 Driftwood.

Step 6

If this is the first time you are accessing this MailView account, you are prompted

to login. For details, see the “Logging in to MailView” section on page 3-24.

After successful login, the phone displays your e-mail inbox with a list of your

e-mail (see Figure 3-25).

Figure 3-25 E-Mail Inbox

09:44 06/08/01

1004

tbaxter Inbox (Page 1)

...

Jeff C

...

New Mail # 3

Thu, 31 May 20013

Jeff C

New Mail # 3

Thu, 31 May 2001

...

Make Your Selection

Select

Exit

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Chapter 3 Using Cisco IP Phone Productivity Services

Using MailView

Step 7

Select the e-mail that you want to read in one of two ways:

•

Use the Navigation button to scroll to the e-mail and press the Select soft key.

Use the dialing pad to enter the number corresponding to the e-mail.

The screen displays the e-mail body screen (Figure 3-26).

Use the Navigation button to scroll down the screen to read the text of the

complete message below the dotted line.

Figure 3-26 E-mail Body

09:44 06/08/01

Email Body (Page 1)

From: Chad

<cparr@ccmlab-unity.abc>

Subject: Email with a LA

Fri, 8 Jun 2001 09:37:08

-------------------------------------------

1004

...

Make Your Selection

Inbox

Delete

Forward

Step 8

On the E-mail body screen:

•

Press the Delete soft key to delete the e-mail.

Your phone displays:

Mail deleted.

This message was successfully deleted.

•

Press the Forward soft key to forward the e-mail to a third party.

Press the Inbox soft key to return to E-Mail inbox,

Related Topics:

•

Checking your Cisco Unity Voice Mail, page 3-28

Using Cisco IP Phone Productivity Services, page 3-1

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Chapter 3 Using Cisco IP Phone Productivity Services

Using Contacts Synchronization

With Contacts Synchronization, you can synchronize the entries in the Personal

Address Book in Cisco CallManager with your Outlook Contacts.

To set up synchronization of your directory entries, perform the following steps:

Procedure

Step 1

Step 2

From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Select Productivity Svcs in one of two ways:

•

Use the Navigation button to scroll to Productivity Svcs and press the Select

soft key.

•

Press the number key on your phone’s dialing pad that corresponds to the item

number displayed on the LCD screen.

Tips

The item number next to Productivity Services will vary depending on the

number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone

Productivity Services (see Figure 3-2).

Step 3

Select 4 Contacts Synchronization in one of two ways:

•

Use the Navigation button to scroll to 4 Contacts Synchronization and press

the Select soft key.

•

Press the number key 4 on your phone’s dialing pad.

Note

If you have not already logged in to Cisco IP Phone Productivity Services,

you may be prompted to enter your PIN now. See the “Logging in to

Cisco IP Phone Productivity Services” section on page 3-5.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using Contacts Synchronization

The phone displays the Contacts Synchronization main menu with the choice of

three conflict resolution modes (see Figure 3-27).

Step 4

In the Contacts Synchronization main menu (see Figure 3-27), choose a conflict

resolution mode:

•

Select 1Exchange overrides CCM PAB to write the Microsoft Exchange

entry to the Cisco CallManager (Personal Address Book) directory, in the

case of conflicting entries.

Select 2CCM PAB overrides Exchange to write the entry from the

Cisco CallManager (Personal Address Book) directory to the Microsoft

Exchange directory, in the case of conflicting entries.

Select 3 Ignore conflicts to leave the Exchange entry and the

Cisco CallManager directory entry as they are.

Note

If the entries have the same first name, last name, e-mail, and work phone

number but have different mobile and home phone numbers, they are

considered conflicting entries.

Figure 3-27 Setting Options for Contacts Synchronization

09:44 06/08/01

Contacts Synchronization

1Exchange overrides CCM PAB

2CCM PAB overrides Exchange

3Ignore conflicts

...

Select conflict resolution mode

Select

Exit

Step 5

Step 6

Step 7

When the synchronization is complete, a message displays to notify you that the

synchronization is done a nd the number of entries added to each directory.

Press the Report soft key for details of the entries that have been added to the

directory.

Press the Exit soft key to return to the Contacts Synchronization main menu.

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Chapter 3 Using Cisco IP Phone Productivity Services

Using Contacts Synchronization

Related Topics:

•

Using Cisco IP Phone Productivity Services, page 3-1

Common Questions about Cisco IP Phone Productivity Services, page 4-1

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Using Contacts Synchronization

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C H A P T E R

Common Questions about

CiscoI P P hon e P roductivit y S ervices

The following sections answer questions you may have about using

Cisco IP Phone Productivity Services:

•

Do I Have to Enter My Login PIN Every Time?, page 4-1

Why Can’t I Access Cisco IP Phone Productivity Services?, page 4-2

Why Can’t I Connect to MailView?, page 4-4

Do I Have to Enter My Login PIN Every Time?

Q.) How can I bypass typing in my login PIN?

A.) If the phone is assigned to you, you can set your login mode to non-secure.

This gives you access to all your subscribed services without logging in every

time. Keep in mind that anyone can access your information if your login mode is

set to non-secure.

To bypass Login, set the mode to non-secure on the Cisco IP Phone Services page

in Cisco CallManager (see Chapter 2, “Subscribing to Cisco IP Phone

Productivity Services”).

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Chapter 4 Common Questions about Cisco IP Phone Productivity Services

Why Can’t I Access Cisco IP Phone Productivity Services?

Why Can’t I Access Cisc o I P P hone

ProductivityServices?

Use the following topics to clear errors in accessing Cisco IP Phone

Productivity Services:

•

Service Subscription Parameters Error, page 4-2

Meeting Reminder Not Displaying, page 4-2

Host Not Found Error, page 4-3

Service Subscription Parameters Error

Q.) I changed my PIN using the Cisco IP Phone User Options page. Now when I

try to access Cisco IP Phone Productivity Services, I receive the message:

Service subscription parameters are wrong. Please update subscription.

What does this mean?

A.)You may have entered an incorrect UserID or PIN while subscribing to

Cisco IP Phone Productivity Services or your Cisco CallManager PIN may have

been changed.

Log on to your Cisco IP Phone User Menu Options page and update the

subscription with the correct parameters (see the “Subscribing to Cisco IP

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Chapter 4 Common Questions about Cisco IP Phone Productivity Services

Why Can’t I Access Cisco IP Phone Productivity Services?

Authentication Error

Q.) I received a message:

Authentication error.

A.) The Virtual Directories may have the wrong permissions.

Contact your administration to check the permissions.

Host Not Found Error

Q.) I received a message:

Host is not found.

A.) The host name is used in the services URL. The DNS is not set up to resolve

the host name address to an IP address.

Contact your administrator to have the DNS set up.

Phone Hangs On “Requesting...”

Q.) My phone displays:

Requesting...

for a long time.

A.)The server for the Cisco IP Phone Productivity Services is busy servicing other

requests. Press the Cancel soft key and retry.

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Chapter 4 Common Questions about Cisco IP Phone Productivity Services

Why Can’t I Connect to MailView?

Use the following topics to clear errors you may encounter using MailView:

Validation Error, page 4-4

Sending Error, page 4-4

•

Can’t Connect To Mail Server, page 4-5

UserName or Password Error, page 4-5

Can’t Play Voice Mail, page 4-6

Reply Mail Not Delivered as Voice Mail, page 4-6

Deleting Error, page 4-6

Validation Error

Q.) When accessing MailView, I receive the following error message:

Validation Error.

A.) Contact your system administrator to restart the UMClient Service.

Sending Error

Q.) I received the error message:

Sending error. Filename: filename IP:ip Port: port.

A.) The cache directory may not have the correct permissions. Contact your

system administrator to correct the problem.

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Chapter 4 Common Questions about Cisco IP Phone Productivity Services

Why Can’t I Connect to MailView?

Can’t Connect To Mail Server

Q.) I received the error message:

Can’t connect to the Mail Server (ip Port: port). Change your setting

in the Call Manager User pages.

A.) You may have specified incorrect URLs in the service parameters.

1. Go to your Cisco IP Phone Options Menu page and check that you entered

the correct service parameters for URL1 or URL2 for access to the external

mail server (see the “Subscribing to Cisco IP Phone Productivity Services”

section on page 2-1).

2. Check with your system administrator that the URLs that you entered contain

the proper IMAP port number.

Note

MailView uses URL1 and URL2 in the service description in

Figure 2-2. For URL1 and URL2, use :0 for the default port number

or use :xxx for the custom port number.

3. Make any required corrections to the URLs in the Cisco IP Phone

Options Menu page and click Subscribe.

UserName or Password Error

Q.) I know that my UserId and password are correct. Why does MailView give me

this error?

Error UserName (user) and/or Password (pin) are incorrect.

A.)You are connected to the ip port but the mail server has rejected the password

or PIN.

1. Verify that your current password is correct.

2. If you are still having problems, contact your system administrator.

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Chapter 4 Common Questions about Cisco IP Phone Productivity Services

Why Can’t I Connect to MailView?

Can’t Play Voice Mail

Q.) I can’t play my voice mail? What do I do?

A.) Contact your system administrator.

Reply Mail Not Delivered as Voice Mail

Q.) I used the reply command to reply to a voice mail. It was not delivered as

voice mail.

A.) Contact your system administrator.

Deleting Error

Q.) I received this error message:

Error deleting the message.

A.)The IMAP server would not allow MailView to delete the mail.

Ask your system administrator to verify that you have access rights to the mail

server.

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I N D E X

Contacts Synchronization

overview 1-4

CalendarView

setting 3-37

main menu 3-10

overview 1-2

using 3-10, 3-11

checking your schedule

for a specific date 3-20

for today 3-14

e-mail

accessing accounts 3-34

forwarding 3-36

viewing inbox 3-35

viewing message 3-36

new meetings 3-12

weekly 3-17

Cisco IP Phone Productivity Services

accessing 3-4

applications 1-1

checking version 3-4

common questions 4-1

logging in 3-5

LCD display

using 3-3

logging out 3-8

main menu 3-4

navigating 3-2

MailView

navigating tips 3-3

overview 1-1

changing login 3-26

logging in 3-24

overview 1-3

subscribing to 2-1

Cisco Unity Voice Mail

MailView options 3-31

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Index

meeting reminders

choosing e-page or phone 3-23

setting meetings to display 3-21

Navigation button

using 3-3

Services button

using 3-2

voice mail

deleting 3-33

forwarding 3-33

pausing 3-32

playing 3-32

playing all 3-33

replying to 3-32

stopping 3-32

Cisco IP Phone Productivity Services User Guide

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