Your Cisco IP phone is a full-featured, multi-line telephone replacing the traditional analog phone. In this user guide you will find detailed information on using your Cisco IP phone.

For help with your Cisco IP phone please contact the IT Help Desk by dialing extension 7444, emailing, or submitting a support request.


  1. IP Phone Roadmap: A guide to the buttons on your IP phone.
  2. Adjusting Usability: Update contrast, ring settings, and volumes.
  3. Using Voice Mail: Basic voice mail functionality explained.
  4. Calling Features
  5. Conference Calls

IP Phone Roadmap: A guide to the buttons on your IP phone

IP Phone button layout

1 Handset with indicator light Functions like a traditional handset. The light strip at the top of the handset blinks when the phone rings and remains lit to indicate a new voice mail message.
2 LCD screen Displays features such as the time, date, phone number, caller ID, line/call status and soft key tabs.
3 Cisco IP Phone model type Indicates Cisco IP Phone model.
4 Line or speed dial button Opens a new line, speed dials the number on the LCD screen, or ends a call. The Cisco IP Phone 7960 has six line or speed dial buttons and the 7940 has two. 
5 Footstand adjustment Allows you to adjust the angle of the phone base.
6 Directories button Provides access to call histories and directories.
7 i button Displays help on LCD screen for a phone button or function.
8 Settings button Provides access to phone settings such as contrast and ring sound, network configuration, and status information. 
9 Speaker button Toggles the speaker on or off.
10 Mute button Toggles the mute on or off.
11 Headset button Toggles the headset on or off.
12 Volume button Increases or decreases volume for the handset, headset, or speakerphone (depending upon which is currently active). Also controls the ringer volume (if on-hook), and the LCD contrast.
13 Services button Provides access to phone services (if available).
14 Messages button Provides access to a message system (if available).
15 Navigation button Enables you to scroll through text and select features displayed on the LCD screen. 
16 Dial pad Works exactly like the dial pad on a traditional telephone.
17 Soft keys Enable you to engage any of the functions displayed on the corresponding LCD tabs. Soft keys point to feature options displayed along the bottom of the LCD screen. Soft keys change depending on the status of the phone. 

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Adjusting Usability: Update contrast, ring settings, and volumes

Many of the instructions in this section reference keys defined in the "IP Phone Roadmap: A guide to the buttons on your IP phone" section. Please reference this section if you are unsure what key the instructions are referring to.

  1. Change the LCD Contrast
    1. Press the settings button.
    2. Use the scroll buttons to highlight contrast.
    3. Press the select soft key to choose the contrast.
    4. Press the Up or Down soft key to adjust your display's contrast to the desired level.
    5. Press the OK soft key to save changes.
  2. Change the Ring Type
    1. Press the Setting button.
    2. Use the scroll keys to highlight Ring Type.
    3. Press the Select soft key to display a list of ring types.
      You will be able to update the ring type for each line on the phone or simply change the default to update the ring for all lines on your phone.
    4. Highlight a ring type using the scroll keys and press the Select soft key to change the ring type.
    5. Choose the ring type you would like using the scroll soft keys. You may push the Play soft key to listen to the ring. Once you decide on a ring, press the select soft key.
    6. Press the OK soft key followed by the Save soft key in order to make the changes permanent.
    7. Press the Exit soft key to return to the Settings menu.
  3. Adjusting the handset, speakerphone, and headset volumes
    1. During a call using the handset, speakerphone, or headset function, press the volume button to increase or decrease the call volume.

      Note: Since the volume levels for each function are set independently, you can have a different volume level for speakerphone, headset, and handset.
    2. To save the volume changes, press the Save soft key.

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Using Voice Mail: Basic voice mail functionality explained

This section provides basic usage instructions for the Unity voice mail system. More detailed instructions can be found on the IP Phone Training page under Cisco Unity Guide.

Setting Up Voice Mail
Voice mail setup instructions are e-mailed to new faculty and staff for whom voice mail has been setup. If you have not received the voice mail setup instructions or have noticed that the caller ID on your phone reads "UNASSIGNED" or your predecessors name, please contact the IT Call Center (x7444 or and request that voice mail be setup for you.

Accessing Voice Messages from Your Phone
If you have received a voice mail message, the red indicator light on your phone's handset will light up. To play your voice mails on your phone, press the messages button and enter your voice mail password.

Accessing Voice Messages from Off Campus or Another IP Phone
To access voice mail messages from any phone other than your IP phone, follow the steps below:

  1. Dial your phone number.
  2. When your voice mail greeting begins to play press the asterisk (*) key.
  3. Enter your ID (four digit extension) followed by the pound key (#).
  4. Enter your voice mail password followed by the pound key (#).

Listen to or Change Your Voice Mail Greeting
To listen to or change your voice mail greeting, follow the steps below.

  1. Press the messages button on your IP phone.
  2. Enter your voice mail password followed by the pound key (#).
  3. Press 4 followed by 1 and follow the operator's instructions.

Setup an Alternate Voice Mail Greeting
To setup an alternate voice mail greeting for use while you're out of the office for an extended period of time or on vacation, follow the steps below:

  1. Press the messages button on your IP phone.
  2. Enter your voice mail password followed by the pound key (#).
  3. Press 4 to enter setup options.
  4. Press 1 for greetings.
  5. Press 3 to edit other greetings.
  6. Press 3 to edit your alternate greeting.
  7. Press 1 to record alternate greeting.
  8. Press 3 to turn on the alternate greeting.

Forward a Voice Message

  1. Press 5 at the end of a voice message.
  2. You will be asked to spell the person's name. You can use this option or press ## if you would rather enter an extension.
  3. If the recipient is sharing a line, you will need to know their mailbox number to forward them a message or use the search by name option.

    Note: Messages can also be forward through outlook just like an e-mail.

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Calling Features

Calling from Call History

  1. Press the Directories button.
  2. Use the scroll key to highlight the desired call history options (missed calls, received calls, or placed calls).
  3. Press the select soft key to display the desired call history.
  4. Select the call you would like to return using the scroll keys and press the Dial soft key to place the call.

Make Calls from the Corporate Directory

  1. Press the Directories button.
  2. Use the scroll key to select Corporate Directory.
  3. Press the Select soft key to display search options.
  4. Use the scroll button to choose the search option you would like to use. Use the number keys to spell the name of the person you would like to search. Each key has a set of letters associated with it; press the key more than once to reach the next letter option.

    Note: You do not need to spell the individual's full name. You can search on the first couple letters.
  5. Once you have entered your search text, press the Search soft key.
  6. Use the scroll keys to select the individual you would like to call and press the Dial soft key to place the call.

    Note: If your name/extension does not appear correctly in the directory, please e-mail and request that this be updated.

Make a Long Distance Call

In order to place a long distance call you will need to request a long distance authorization code.

  1. Dial 9 - 1
  2. Dial the area code and the phone number
  3. Enter your long distance authorization code
  4. Press the pound key (#)

    Note: Long distance calls are recorded in the IT Billing system. You will receive a monthly e-mail requesting that you review your long distance charges.

Muting/Un-muting a Call

  • Press the Mute button on/off to mute the call. While the call is muted the Mute button will be red and the caller will not be able to hear you.
  • If you are using the Mute feature while on speaker phone, you may also un-mute the call by picking up the handset.

Parking Calls/Retrieving Parked Calls

Parked calls allow you to resume a call from another campus phone without transferring the call. Note: Parked calls will remain parked for ten minutes before ringing back to the extension from which the park was enabled. To park a call:

  1. During a call press the More soft key until you see a soft key labeled Park.
  2. Press the Park soft key.
  3. The screen will display the number where the call is parked. Record this number and hang up.
  4. Go to any Cisco IP phone on campus and dial the call park number you recorded in the previous step to resume the call.

Call Forward

The call forward feature will allow you to forward a call to any local telephone number. To forward a call press the CFwdAll soft key and enter the target number. To forward directly to voice mail, press the messages button on your phone.

On the upper right hand corner of your phone's screen you will notice a flashing icon switching between an arrow and a phone. This indicated that the phone has been forwarded. To un-forward the phone, press the CFwdAll soft key.

Transfer a Call

You can transfer a call to any campus extension using the Transfer feature. Both unannounced and announced transfers are possible from an IP phone. To transfer a call:

  1. Press the Transf soft key while on a call.
  2. Enter the extension you would like to transfer to.
  3. When you hear ringing, press the Transf soft key again to perform an unannounced transfer or remain on the line to announce the transfer. If you are announcing the transfer, press the Transf soft key once you are ready to release the call. Once you have pressed the Transf soft key the second time you can hang up.

Send a Call to Voice Mail

If you would prefer not to take a call and would like to send them to voice mail without waiting for the phone to finish ringing, press the iDivert soft key.

Place a Call on Hold

While on a call, press the Hold soft key to place the call on hold. Press the Resume soft key to return to the call. If you have multiple active calls, use the scroll buttons to select a call and then press the Resume soft key.

Using Speed Dials

Speed dials are setup by Network and Telecommunication Services in the IT Department. If you would like to setup speed dials, please e-mail with the speed dials you would like setup and we will set them up for you.

To use a speed dial:

  1. Without picking up the handset, dial the number of the speed dial on your telephone keypad.
  2. Once you enter a number you will notice the AbbrDial soft key appear on the screen. Press this soft key and the speed dial will be dialed.

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Conference Calls

You can initiate your own conference call from your IP phone with a maximum of 32 participants. You may create a conference call from calls you have already made or make calls and add them to a conference.

To Conference Existing Calls

Two or more existing calls can be conference using the Join soft key. To join the calls, press the Join soft key while on an active call. Use the scroll keys to select another active call and press the Join soft key again.

Standard Conference Call

The conference organizer must call each participant of the conference call and add them to the conference. To do so,

  1. Call the first person on you wish to conference with.
  2. Press the Confrn soft key and dial another phone number.
  3. After the call connects, press the Confrn key again to add the party to your call.
  4. Repeat steps 2 and 3 until all parties have been joined to your conference call.

Update the Conference List

While viewing the conference list, press Update.

See Who Started the Conference

While viewing the conference list, locate the person listed at the bottom of the list. There will be an asterisk (*) next to the name.

Drop Last Person Added to the Conference

Press the RmLstC soft key to remove the last joined caller from the conference. Only the individual that has initiated the conference call can do this.

Remove Any Conference Participant

Highlight the conference participant you would like to remove using the scroll keys. Press the Remove soft key.

End or Transfer a Conference Call

  • If the conference initiator disconnects, the conference will be ended for all parties.
  • The conference initiator can transfer the conference call to another party using the call transfer method described in the previous section. This will allow the conference participants to continue while the initiator leaves the call. Note: The individual who has been transferred the conference call will not be able to add or remove conference participants. Only the initiator can do this.
  • If you are not the conference initiator and would like to leave the call, simply hang up.

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