Cisco IP Communications Solutions End User Training RSCCD Cisco IP Communications Solutions End User Training May 20, 2009

Course Overview The Cisco IP Communications Training Course explains how to use the basic features of the District’s IP Communications System.

Using Common IPC Features By the end of this training you will be able to complete the following: Place, transfer, forward, park and pick up a call Set voice mail passwords Retrieve, play, save, and delete voice mail

Getting to Know Your Phone The Cisco IP Phone 7962G or 7942G is a full-feature telephone that provides voice communication over the same data network that your computer uses, allowing you to place and receive phone calls, put calls on hold, speed dial numbers, transfer calls, make conference calls, and so on. In addition to basic call-handling features, your phone supports specialized or advanced telephony features that can extend and customize your call-handling capabilities. Your Cisco IP Phone also provides you with: Access to network data and services—You can access specialized web-based services from your phone Online control from your User Options web pages—You can customize your phone’s features using a web browser on your computer An online help system—You can obtain information about features, buttons, softkeys, and menu items directly from your phone Buttons and Hardware Some of the hardware features on your Cisco IP Phone include: Buttons for speakerphone mode and headset mode Four softkey buttons for access to telephony features Four feature buttons for access to messages, directories, services, and settings Programmable buttons for phone lines, features, speed-dial numbers, and services A help button for on-the-spot information Because most phones are configured for a single line, these instructions generally assume a single line for the sake of simplicity. Multiple line installations typically can follow the same instructions with an occasional additional step of selecting a line button or scrolling through a list to select a particular line. Refer to the quick reference guide or the user guide for your phone for specific instructions for phones with multiple lines.

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: Do one of the following: 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 To place a call, simply pick up the handset and dial. Or use one of the many other available options. The figure shows a few of the most commonly used ways to place a call. Also refer to the phone’s quick reference guide for more detailed instructions. Headset

Dialing the Number Inside Calls: Dial 5 digit extension number New 5 digit extension is the last number of your prefix and last 4 digits of your phone number. Example :714-564-5420 = Ext. 45420 Outside Calls: Dial “9” + the number Note: 1. Dial “9” + 10-digit number --- Dialing from New System to Old System 2. Dial “9” + ”1” + the number + Long Distance Access Code --- Dialing long distance number * ** Old system will be removed once everybody is transported to the new system. This figure shows you how to place calls from your location. Production Marker: 1. Revise this slide as necessary to reflect the customer’s dialing rules. Avoid technical terms such as “PBX”, “PSTN”, or “off-net”; instead, use familiar terms such as, “Chicago Office” or, “older phones.” 2. Delete this production marker.

Dialing Emergency 911 Emergency Calls: Dial “911” or “9911” to reach the Public Safety Answering Point A Site Administrator will also be notified that a 911 call has been placed. This will help ensure that the First Responders have access to the location of the 911 caller. 911 Calling Information. CER is utilized.

Answering an Incoming Call Lift the handset Or, answer with the speakerphone; either: 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 Mute button to mute a call or to disengage mute. * iidivert – during a call, direct an incoming call straight to voicemail Softkeys Handset To answer a call, pick up the handset. To answer with a headset, press the headset button, if unlit. Or, if the headset button is already lit, press the Answer softkey, or press the line button to select the line for the incoming call. To answer with the speakerphone, press the speakerphone button, or press the Answer softkey, or press the line button to select the line for the incoming call. See your quick reference guide for more detailed instructions and other available features. Headset Speaker

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 EndCall softkey Softkeys Handset To end a call, hang up. To hang up while using the handset, return the handset to its cradle or press the EndCall softkey To hang up while using the headset, press the headset button. If you want to keep headset mode activated (keep the button lit after hanging up), press the EndCall softkey. To hang up while using the speakerphone, press the speakerphone button, or press the EndCall softkey. To hang up one call but preserve another call on the same line, press the EndCall softkey. If necessary, remove the call from hold first. Headset Speaker

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 Only one call can be active at any given time; all other calls must be placed on hold. To put a call on hold, make sure the call you want to put on hold is highlighted and press the Hold softkey. To remove a call from hold, press the Resume softkey. If there is a single call holding, the call will resume automatically. If there are multiple calls holding, scroll to the specific call (if necessary) and press Resume.

Answering a Second Call While on the first call: (Manage 4 calls per phone line.) 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 EndCall softkey After ending either call, press the Resume softkey to resume the other call. Softkeys Scroll To answer a call, pick up the handset. To answer with a headset, press the headset button, if unlit. Or, if it is already lit, press the Answer softkey. To answer with the speakerphone, press the speakerphone, or press the Answer softkey. To switch from a connected call to answer a ringing cal, press the Answer softkey. This answers the new call and automatically places the first call on hold. See the quick reference guide for other options and more detailed instructions.

Transferring an Incoming Call Answer the call. Press Transfer 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 Transfer softkey again, or Wait for the party to answer so you can announce the call, and then press the Transfer softkey. Or direct to VM, dial *XXXXX If the party refuses the call, or the call does not complete successfully, press the Resume softkey to re-join the original call. *Default 3 rings Softkeys Transfer redirects a call to another phone. To transfer a call without talking to the transfer recipient, press Transfer and enter the target number. When you hear the call ringing, hang up. Depending on how your system administrator configured your phone, you might have to press Transfer again to complete the transfer. To cancel the transfer, press EndCall. You can also talk to the transfer recipient before transferring a call. Press Transfer, enter the target number, and wait for the transfer recipient to answer. If the recipient accepts the transferred call, press Transfer again. If the recipient refuses the call, press Resume to return to the original call. Depending on how your system administrator configured your phone is configured, you might have to press Transfer again to complete the transfer. To cancel the transfer, press EndCall. NOTE: You cannot use Transfer to redirect a call on hold. Press Transfer to remove the call from hold before transferring it.

Forwarding all Calls Softkeys To forward all incoming calls to another extension: Press the CFwdAll softkey. 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 appear near the bottom of the display. To Cancel, press the CFwdAll softkey. Softkeys

Forwarding All Calls to Voicemail To forward all incoming calls to voicemails: Press the CFwdAll softkey. Press the Messages softkey The number calls are forwarded to appears near the bottom of the display. To Cancel, press the CFwdAll softkey. Softkeys

Parking and Retrieving a Call Park an active call on one phone and retrieve the call on another phone. Use verbal examples (lab) 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 (2) minutes to answer the call, then it starts ringing at the original phone. Softkeys When you put a call on “park”, your phone displays a call park number. You or someone else can enter the call park number at another phone to answer the call from that phone. You have a limited amount of time to retrieve a parked call, usually one minute, after which the call starts ringing at the original phone. Configuration: There are only 9 call park extensions.

Making Conference Calls Place the first call and wait for it to be answered. Press the more softkey, then, press the Confrn softkey. This selects a new line and places the first call on hold. Dial another telephone number. 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 Repeat step 4 to a total of 8 including yourself. Max participants is 8 (7 other lines and yourself) Softkeys Your Cisco IP Phone allows you to join three or more people into one telephone conversation, creating a conference call. After calling the first participant, the conference organizer presses the Confrn softkey, calls the next participant, and presses the Confrn key again to add the most recent call to the conference. To add another participant, the organizer presses the Confrn softkey again, calls the next participant, and then presses the Confrn softkey to rejoin the conference. The maximum number of participants is 8, including the conference organizer.

Changing Phone Settings 1) Press the Settings button, using Softkeys select User Preference then Rings. Settings Scroll Softkeys Press the Scroll key to highlight Ring Type; press the Select Softkey. Press the Scroll key to highlight either a line or the default ring setting (these work the same), the press the Select softkey. Use the Scroll key to highlight a ring type. Press the Play softkey to hear the highlighted ring type. To select a ring type, press the Select softkey and then press the SAVE softkey. Press the Exit softkey twice to exit. You can customize the way that your phone indicates an incoming call for each of your lines. Customized ring sounds can help you quickly differentiate between multiple lines. For example, you can choose a chirping sound to indicate an incoming call on Line 1 and a drumbeat to indicate an incoming call on Line 2. To change the ring sound, choose Ring Type. Select either a line or the default ring setting and then press select. Although the display looks different depending on whether you selected a line or the default ring type, both selections are then configured as follows: Use the navigation button to scroll through the ring types. If you have multiple lines, select a phone line or the default ring setting. Press Play to hear the selected ring type. When you find a ring sound that you want, press Select, then press OK. You can apply the default ring setting to a selected phone line by pressing Default.

Voicemail Press the Messages button. Enter your password (first time access use 123987#). Listen carefully to the prompts and respond as prompted: Following directions Record your name Record a greeting that outside callers will hear when you do not answer your phone Change your phone password If you hang up before finishing, you will be prompted the next time you press Messages to repeat the above steps. Your first step in using voice mail is to enroll as a subscriber, which you do by phone the first time you press the Messages button. A set of prerecorded instructions guide you to: Record your name. Record a greeting that outside callers hear when you do not answer your phone. Change your phone password. Choose whether to be listed in the directory. (When you are listed in the directory, callers who do not know your extension can reach you by finding your name in directory assistance. You must have a recorded name to be listed in the directory.) If you hang up before finishing, you will be prompted again to complete this procedure the next time you press Messages.

Accessing Voicemail from Another Phone Dial 1-714-564-5500 outside of District, dial 45500 within District. When prompted for an ID, enter your extension number and press #. Enter your vm password and press #. Follow the voice instructions. You can listen to your voice messages from an outside phone, or from another phone within your organization. Dial your phone number, and when Voicemail answers, press *. You might be prompted to enter your extension number and press #, and will be prompted to enter your password and press #.

Saving/Deleting Voice Messages by Phone Press the Messages button. Enter your password. Press 1 to hear new messages To save during or after playback, press 2. To delete, press 3 Messages

Voicemail Retrieval – Microsoft Outlook Web Access

Voicemail Playback – Microsoft Windows Media Player Rancho Santiago District Cisco IP Phone Personal FAQ Sheet. Rancho Santiago District Cisco IP Phone Personal FAQ Sheet. Voicemail Playback – Microsoft Windows Media Player

Rancho Santiago District Cisco IP Phone Personal FAQ Sheet. Outlook E-Mail Retention Reminder All employees have 500 MB of space.  Mail Retention Guarantees:   1.     Maintain Inbox messages up to 120 days old. 2.     Maintain Sent Messages up to 90 days old. 3.     Maintain Deleted Items up to 5 days old. 4.     Calendar, Contacts, Notes, and Tasks are not affected by age limits. 5.     Old messages are cleared on a regular basis to mitigate available storage being consumed.

Remote Voicemail Retrieval via Microsoft Outlook Web Access Using internet Explorer (6.0 or better), Go to http://remote.rsccd.org Log on using the following credentials: Login ID: network username Password: network password Click Outlook Web Access Your Voice Mail Messages will have the subject: Subject:  Message from XXXXX (Either a user ID or an Extension)

Accessing The CCMUser Page This page allows you to create Speed dials and Abbreviated dials. Use your internet web browser to go to the following address: https://10.180.20.10/ccmuser Enter your WebAdvisor ID in the “Username” field. Enter your network password in the ”Password” filed (Password you use to login to your computer each morning.) Click the “Login” button A Certificate window appears. Select the RED Shield with X (not recommended). Disregard not recommended. You can check new and saved messages by phone. Depending on how your phones are set up, when you receive a new message, a message waiting indicator may light on your phone or you may hear a distinctive dial tone when you pick up the receiver. Once you have listened to a new voice message, it is saved until you delete it. To access voice messages by phone, press the Messages button. Enter your password, and press #.

Setting Speed Dials Under “User Options” select Device. Select the “Speed Dials” button. Enter your speed dial contact information in the fields Save changes using DISK icon. Then select ReSET button, then Restart button. Phone LCD screen blinks after some delay. Changes are then made. Close window, Log Off from CCMUser Page. You can check new and saved messages by phone. Depending on how your phones are set up, when you receive a new message, a message waiting indicator may light on your phone or you may hear a distinctive dial tone when you pick up the receiver. Once you have listened to a new voice message, it is saved until you delete it. To access voice messages by phone, press the Messages button. Enter your password, and press #.

Setting Abbreviated Dials Log in same as Speed Dial. Log in same as Speed dial, go to Abbreviated dials On a two in phone you begin with Code 2 Abbreviated Dial # OR Code 3 Abbreviated Dial # Code 4 Abbreviated Dial # Code 5 Abbreviated Dial # Continue adding numbers until you reach Code 99. Save changes using DISK icon. Then select ReSET button, then Restart button. Phone LCD screen blinks after some delay. Changes then made. Close window, Log Off from CCMUser Page To dial abbreviated code. Select code number on key pad then third soft key AbbrDial. You can check new and saved messages by phone. Depending on how your phones are set up, when you receive a new message, a message waiting indicator may light on your phone or you may hear a distinctive dial tone when you pick up the receiver. Once you have listened to a new voice message, it is saved until you delete it. To access voice messages by phone, press the Messages button. Enter your password, and press #.

Important Numbers To Remember 333 Campus - Safety Non-Emergency Number 911 or 9911 - Emergency Dial Number 1-714-564-5500 – To Access Unity Voicemail System Externally

Ongoing Support For your Cisco IP Phone: Quick Reference Guide – < link to the 7942 / 7962 IP phone quick reference guide> For Cisco Unity Use the ? Key between the four button keys. (messages, directories, settings, & services) Where to get support District Office IT Help Desk 714-480-7427 SAC IT Help Desk 714-564-4357 SCC IT Help Desk 714-628-4999 RSCCD Intranet web site Online Training <link to the IP phone flash training slides>