C H A P T E R
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Using the Cisco IP Phone 7940/7960
Your Cisco IP Phone 7940/7960 provides features you might not have had before on an office phone.
You can learn how to use these features by exploring the available options.
Read the following sections to learn about the Cisco SIP IP Phone features and related tasks:
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Getting Started
The Cisco IP Phone 7940/7960 includes several features to help you become familiar with it. Use the
following sections to help you:
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Accessing Online Help
The Cisco IP Phone 7940/7960 includes online help for the Cisco IP Phone 7940/7960 phone keys and
functions. Network statistics for an active call can be provided by:
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Pressing the ? button twice quickly during an active call to view network statistics about the active
call.
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Customizing Phone Settings
The Cisco IP Phone 7940/7960 supports a four- or six-wire headset jack (Plantronics H series
compatible is required). For information on the headset models supported, see the IP phone information
Adjusting the Handset, Speakerphone, or Headset Volume
Adjust the volume on the handset, speakerphone, or headset by performing the following steps.
Step 1
Step 2
Increase the volume of your handset, headset, or speakerphone by pressing the + on the VOLUME
button.
Decrease the volume of your handset, headset, or speakerphone by pressing the - on the VOLUME
button.
The VOLUME button adjusts the volume for the currently active voice receiver.
Customizing Phone Settings
You can change various settings on your Cisco IP Phone 7940/7960 to ensure that the ringer volume,
ring sound, and LCD contrast are set appropriately for you. These sections describe the changes you can
make:
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Changing the LCD Contrast
Perform the following steps to improve the readability of the LCD screen by changing the display
contrast.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Press the settings button.
Press the Scroll button to highlight Contrast from the Settings menu.
Press the Down or Up softkeys to set the desired contrast on the LCD screen.
Press the OK softkey to accept your changes.
Press the Back softkey to exit the Settings menu.
Press the Back softkey to display the main LCD screen.
Adjusting the Ringer Volume
Change the ringer volume by performing the following steps.
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Making Telephone Calls
Step 1
Step 2
Press the VOLUME key to hear a current ringer volume.
While the ring plays, press the + or - on the VOLUME button to respectively increase or decrease the
ringer volume to the desired level.
Changing the Ringer Sound
Change the sound used by the ringer by performing the following steps.
Step 1
Step 2
Step 3
Step 4
Press the settings button.
Press the Scroll key to select Ring Type from the Settings menu.
Press the Select softkey to display the ring types list.
Press the Scroll key to highlight an available ring type.
Press the Play softkey to hear the highlighted ring type.
Step 5
Step 6
Step 7
When you find the ring type you want, press the Select softkey and then press the OK softkey.
Press the Back softkey to exit the Settings menu.
Press the Back softkey again to display the main LCD screen.
Making Telephone Calls
These sections describe how you can place, answer, or manage a telephone call:
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Placing a Call Using a Telephone Number
You can place a call with the Cisco IP Phone 7940/7960 in any of the following ways:
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Making Telephone Calls
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Lift the handset from the earpiece rest and enter the number using the dial pad to enter the digits.
Press a line button and dial the number using the dial pad to enter the digits.
Press the NewCall softkey and dial the number using the dial pad to enter the digits.
Press the Redial softkey to dial the last called number.
If using a headset, press the HEADSET button and dial the number using the dial pad to enter the
digits.
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To use the speakerphone, press the SPEAKER button and dial the number using the dial pad to enter
the digits.
You can also place calls using the following techniques:.
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You can press the pound (#) key or press the Dial softkey to place the call immediately. Depending
on how your system administrator has implemented this feature, you might not need to press these
keys to place a call immediately. Contact your system administrator for additional information.
Placing a Call Using an E-mail Address
If the network administrator configures the Cisco IP Phone 7940/7960 to use an e-mail address instead
of a phone number, you can call the phone using an e-mail address.
Perform the following steps to place a call using an e-mail address:
Step 1
Lift the handset from the earpiece rest, press a line button, press the SPEAKER button, or press the
NewCall softkey.
Step 2
Step 3
Press the URL softkey.
Spell the e-mail address by pressing the numbers that represent the letters in the e-mail address.
Depending on the letter, you might need to press the number button on the dialing pad one or more times
to scroll through the list of displayed characters until you highlight the correct character.
Continue selecting characters until the entire e-mail address is spelled correctly.
Step 4
Press the pound (#) key or the Dial softkey to place the call immediately. (If you do not press a key, the
call eventually dials automatically.)
Answering a Call
You can answer a call using the handset, headset, or speakerphone.
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To use the handset, lift the handset from the earpiece rest.
To use a headset, press the HEADSET button, and press the line button of the incoming call.
To use the speakerphone, press the Answer softkey or the SPEAKER button.
Ending a Call
To end a call:
If using the handset, put the handset on the earpiece rest.
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Making Telephone Calls
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If using the headset, press the EndCall softkey. This method also works for all speaker modes.
If using the speakerphone, press the SPEAKER button.
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Muting a Call
While on a call, you can mute the handset, headset, or speakerphone to prevent the party you are
speaking to from hearing what you or someone else in the room is saying.
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To mute a call, press the MUTE button.
To disengage mute, press the MUTE button again.
Placing a Call on Hold
While on a call, you can place the call on hold, so that the caller cannot hear you and you cannot hear
the caller. You can answer other calls while a call is on hold.
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To place a call on hold, press the Hold softkey.
To return to the call, press the Resume softkey. If multiple calls are on hold, press the Scroll key to
select the desired call before you press the Resume softkey.
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If multiple calls on multiple lines are on hold, press the line button for the line to which you want
to switch and use the Scroll key to select the desired call before you press the Resume softkey.
Transferring a Call
Perform the following steps to transfer a call to another phone:
Step 1
Step 2
Step 3
Press the more softkey and then press the Trnsfer softkey. This places the call on hold.
Dial the number to which you want to transfer the call.
When the dialed number rings on the other end, press the Trnsfer softkey again, or when the party
answers, announce the call and then press the Trnsfer softkey.
Step 4
Hang up if the party accepts the call.
If the party refuses the call, return to the original call by pressing the Resume softkey.
Transferring a Call Without Talking to the Receiver
In an unattended transfer, you transfer the caller to another number without talking to the party who is
to receive the call. The caller is transferred to the new party without verifying that the new party is there
or willing to receive the call.
Step 1
Step 2
During a call, press the more softkey, then press the BlndXfr softkey. This places the call on hold.
Dial the number to which you want to transfer the call.
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Chapter 3 Using the Cisco IP Phone 7940/7960
Making Calls from the Directory
Step 3
Put the handset on the earpiece rest.
Redialing the Last Number Dialed
YOu can redial the most recently dialed number, by lifting the handset from the earpiece rest and
pressing the Redial softkey. Or, without lifting the handset from the earpiece rest, you can press the
Redial softkey to activate the speakerphone or headset.
Placing a Speed Dial Call
After you have configured your phone preferences for speed dial capability, you can press the desired
speed dial button to place a call to the associated number. Refer to Configuring Speed Dial Lines,
page 3-14 for the steps to configure speed dialing.
Perform the following steps to place a call using speed dial.
Step 1
Step 2
Press the speed dial button associated with the number to be dialed.
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Lift the handset from the earpiece rest and press the speed dial button associated with the number to be
dialed.
Making Calls from the Directory
The Cisco IP Phone 7940/7960 maintains a directory of calls you missed, received, and placed. You can
use these directories to locate numbers you want to dial. You can also use a corporate directory to quickly
locate and call co-workers in your company.
The following sections describe what you can do with the directory:
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Viewing or Dialing Missed Calls
If your phone display indicates you have missed one or more calls, you can use the Missed Calls option
on the directories menu to view the call history and call back the missed call.
Step 1
Step 2
Press the directories button.
Press the Select softkey to select Missed Calls from the Directory menu.
The call history for missed calls is displayed on the LCD screen.
Press the Dial softkey to speed dial the highlighted number, as displayed, from the missed call list.
Step 3
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Using Call Forwarding
You might need to use the Edit softkey to add digits to the front of the number. For example, if the call
was from an outside, long-distance caller, you might need to add the digits “91” to the front of the
number displayed.
Step 4
Press the Exit softkey twice to exit the Missed Calls directory and the directories menus.
Viewing or Dialing Received and Placed Calls
The Cisco IP Phone 7940/7960 keeps a history of all calls you make and receive, including the caller ID,
date, and time of the call. You can use this information to redial a party.
Step 1
Step 2
Press the directories button.
Press the Scroll key to select the desired call history option: Missed Calls, Received Calls, Placed Calls,
or Personal Directory.
Step 3
Step 4
Step 5
Press the Select softkey to display the selected call history list.
Press the Scroll key to scroll through the numbers listed in the selected call history list.
If desired, press the Dial softkey to speed dial the highlighted number from the call history list.
You might need to use the Edit softkey to add digits to the front of the number. For example, if the call
was from an outside, long-distance caller, you might need to add the digits “91” to the front of the
number.
Step 6
When you are finished, press the Exit softkey twice to exit the selected directory menu and exit the
directories menu.
Using Call Forwarding
Call Forwarding for the Cisco IP Phone 7940/7960 might be handled from a network configuration by
the system administrator; or call forwarding can be set up by performing the following steps.
Step 1
Step 2
Press the CFwdAll softkey.
When the dial tone is heard, enter the digits for the number (to which the phone will be forwarded) using
the dial pad.
Step 3
When finished dialing, verify Forwarded to xxxxxxxxx (which is the number the phone is forwarded
to) is displayed above the softkeys on the LCD screen.
Disabling Call Forwarding
Call Forwarding for the Cisco IP Phone 7940/7960 can be disabled by performing the following steps.
Step 1
Press the CFwdAll softkey.
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Making Conference Calls
Step 2
Verify the message Forwarded to xxxxxxxxx is no longer displayed on the LCD screen.
Making Conference Calls
The Cisco IP Phone 7940/7960 supports conference calls, enabling you to talk with two other calling
parties.
These sections describe how to make conference calls with the phone:
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Placing a Conference Call
Turn a call into a conference call by performing the following steps.
Step 1
Step 2
Step 3
During a call, press the Confrn softkey. This selects a new line and places the other party to whom you
were speaking on hold.
Place a call to another number by using the dial pad to enter the digits of the other party to include on
the conference call.
When the call connects, press Join to add the other party to the conference call.
Conference Call Tips
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When the conference call initiator disconnects, the conference call is terminated (if the
cdnf_join_enable parameter is set to disabled).
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To place a conference call on hold, press the Hold softkey. The other parties can not talk among
themselves. To avoid disrupting the other callers, consider muting the call instead. To mute the call,
press the MUTE button.
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To place a conference call on speakerphone, press the SPEAKER button. Press the MUTE button
to mute the speakerphone. The conference parties cannot hear you but you can hear them.
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The Cisco IP Phone 7940/7960 only allows three parties in a conference call.
Call waiting calls cannot be conferenced in, the conferencing node must establish both legs of the
3-Way conference.
Using Voice Mail
Voice mail allows you to access messages left by callers when you are unavailable to take their call.
Voice mail is an optional feature configured by your system administrator. Your particular phone setup
might not support accessing voice mail in this way.
These sections describe how to use voice mail with the Cisco IP Phone 7940/7960:
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Configuring Call Preferences
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Setting Up Voice Mail
To set up voice mail, press the messages button and follow the voice instructions.
Refer to the documentation for your voice mail system for information about setting it up.
Accessing Voice Mail
To access voice mail, press the messages button and follow the voice instructions.
The LCD displays a text message indicating the number of voice mail messages in your mailbox. The
red light on your handset also lights when you have a voice mail message.
Configuring Call Preferences
You can configure your phone preferences to prevent unwanted incoming calls.
These sections provide details about configuring privacy services:
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Configuring Do Not Disturb
You can block incoming calls by configuring the Do Not Disturb feature. Blocked calls are logged in the
Perform the following steps to configure the Do Not Disturb feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Do Not Disturb from the Call Preferences menu.
To enable the Do Not Disturb feature, press the Yes softkey. To disable this feature, press the No softkey.
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Configuring Call Preferences
Step 6
Step 7
Press the Save softkey to save your selection of this feature and displays the Settings menu.
Press the Back softkey to display the main LCD screen. A Do not disturb message is displayed on the
LCD screen.
Note
When Do not disturb is enabled, a Do not disturb message is displayed on the LCD screen You can
disable Do not disturb by pressing the DND softkey or by performing the preceding steps and press the
No softkey.
Configuring Caller ID Blocking
You can configure your phone to have your phone number or e-mail address blocked from phones with
caller identification capabilities by using the Caller ID Blocking feature.
Perform the following steps to configure the Caller ID Blocking feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight CallerID Blocking from the Call Preferences menu.
To enable the CallerID Blocking feature, press the Yes softkey. To disable the feature, press the No
softkey.
Step 6
Step 7
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
Blocking Anonymous Calls
You can block all anonymous calls using the Anonymous Call Block feature.
Perform the following steps to configure the Anonymous Call Block feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Anonymous Call Block from the Call Preferences menu.
To enable the Anonymous Call Block feature, press the Yes softkey. To disable this feature, press the No
softkey.
Step 6
Step 7
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
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Configuring Call Preferences
Configuring Auto Complete Number
You can configure your phone to automatically complete the phone number being dialed by using the
Auto Complete Number feature.
Perform the following steps to configure the Auto Complete Number feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Auto Complete Number from the Call Preferences menu.
To enable the Auto Complete Number feature, press the Yes softkey. To disable the feature, press the No
softkey.
Step 6
Step 7
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
Configuring Call Waiting
You can configure your phone to provide a tone indicating an incoming call is waiting while on another
call by using the Call Waiting feature.
Perform the following steps to configure the Call Waiting feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Call Waiting from the Call Preferences menu.
To enable the Call Waiting feature, press the Yes softkey. To disable the feature, press the No softkey.
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
Configuring Call Hold Ringback
You can configure your phone to provide a ringback tone indicating a call is waiting on hold when you
hang up the active call by using the Call Hold Ringback feature.
Perform the following steps to configure the Call Hold Ringback feature.
Step 1
Step 2
Step 3
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
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Configuring Call Preferences
Step 4
Step 5
Press the Scroll key to highlight Call Hold Ringback from the Call Preferences menu.
To enable the Call Hold Ringback feature, press the Yes softkey. To disable the feature, press the No
softkey.
Step 6
Step 7
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
Configuring Stutter Message Waiting
You can configure your phone to provide a stutter dial tone when there is a message waiting when you
receive dial tone for making a call by using the Stutter Msg. Waiting feature.
Perform the following steps to configure the Stutter Msg. Waiting feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Stutter Msg. Waiting from the Call Preferences menu.
To enable the Stutter Msg. Waiting feature, press the Yes softkey. To disable the feature, press the No
softkey.
Step 6
Step 7
Press the Save softkey to save your selection of this feature and display the Settings menu.
Press the Back softkey to display the main LCD screen.
Configuring Auto Answer (Intercom)
You can configure your phone to automatically answer an incoming call to the speaker by using the Auto
Answer (Intercom) feature.
Perform the following steps to configure the Auto Answer (Intercom) feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Auto Answer (Intercom) from the Call Preferences menu.
Press the Scroll key to highlight the line (Line 1 or Line 2) you want to configure for auto answer.
To enable the Auto Answer (Intercom) feature for the selected line, press the Yes softkey. To disable the
feature for the selected line, press the No softkey.
Step 7
Step 8
Press the Save softkey to save your selection of this feature and display the Settings menu.
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Configuring Call Preferences
Step 9
Press the Back softkey to display the main LCD screen.
Configuring Speed Dial Lines
You can configure your phone to automatically dial a number when you press a button by using the Speed
Dial Lines feature.
Perform the following steps to configure the Speed Dial Lines feature.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Press the settings button.
Press the Scroll key to highlight Call Preferences.
Press the Select softkey.
Press the Scroll key to highlight Speed Dial Lines from the Call Preferences menu.
Press the Select softkey.
Press the Scroll key to highlight Line 3, Line 4, Line 5, or Line 6.
Note
There are four possible speed dial numbers that can be configured on the Cisco IP 7960G and
one possible speed dial number on the Cisco IP 7940G.
Step 7
Step 8
Press the Edit softkey.
Enter a brief description for the selected speed dial line for New Label.
Depending on the letter, you might need to press the number button on the dialing pad one or more times
to scroll through the list of displayed characters until you highlight the correct character. You can press
the <-- softkey to move the cursor one character to the left deleting the last character each time the
softkey is pressed. Pressing the 1, *, or 0 keypad keys allows you to enter some special characters.
Step 9
Press the Scroll key down arrow to select the New Number line.
Step 10 Press the Number softkey and enter a number for the selected speed dial line.
Step 11 When the New Label and New Number are correct, press the Accept softkey.
Note
The message: Input too long may be displayed if you entered too many characters for a label or
for a number.
Step 13 Press the Back softkey to display the Call Preferences menu.
Step 14 Press the Back softkey repeatedly to display another menu or until the main LCD screen is displayed.
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