Transcript Training on Cisco Telephones and AVST Voice Messaging

Cisco Telephones and CallXpress
Voice Messaging
Marilyn Christian
VISION PROJECT
How is the conversion being
accomplished?

Phased-in approach
– See our Vision web page for the installation schedule
for DCC.
– Access the web page at
http://web.monroecc.edu/vision/, on the Employee
Web page under Technical Services or in the A-Z
index under “T” for Telephone and Voicemail System
or “V” for the Vision Update.
– Goal – all phone and messaging services off the Rolm
PBX and the Octel 200 by end of 2008
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What you should know?
Your extension number remains the same
 Your voice mailbox on the Octel will be
deleted within 5 business days
 Your Rolm phone will be removed
 You will be able to call between systems

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What will my phone look like?
Majority of users receive a
Cisco 7941G device
Secretaries and other
staff as needed receive
a 7961G device
Only difference –number
of lines and
programmable keys
2 vs. 6
What is on the phone?
Soft keys
Change depending
on the state of
you call
What is on the phone?
Speakerphone
and headset
buttons
Press to enable
- will light up
green
What is on the phone?
Message button
Used to retrieve
voicemail
messages
What is on the phone?
Directories button
Used to access
1. Missed calls
2. Received calls
3. Placed calls
4. Corporate
Directory
What is on the phone?
User Settings
Used to set up
your personal
preferences
What is on the phone?
Volume button
Used to adjust call
volume and ring
volume
What is on the phone?
Help Button?
To access the
Help Feature
What is on the phone?
Navigation
Button
To scroll up and
down on the
screen
What is on the phone?
Line buttons or
programmable keys light up dependent on
status
steady light - active call
blinking light - held call
blinking light – incoming
call
steady light – shared line
currently in use
no color – line not in use
What is on the phone?
Mute Button
Used when you are on
speaker and do not
want to talk in the
conversation,
however, you can still
listen.
When on, button is red
To return to the
conversation, press
mute again.
Would probably use
most often while in a
conference call
How do I change the LCD Contrast ?

Press Settings button

Press 1 for User
Preferences
Select Contrast
Press the Down and Up
soft keys until you get
desired contrast
Press Save soft key
Press Exit” soft key
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How do I change the Ring Tone ?

Press Settings button

Press 1 for User Preferences
Press 1 for Rings
Press 1 for Default Ring
Press the Down and Up soft
keys to scroll through rings
Press Play to hear
When you hear desired ring
tone, press Select soft key
Press Save soft key
Press Exit” soft key
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How do I change ring volume?
With handset in place:
 Press the Volume key
 Phone will ring
 Pressing it on the left
lowers ring volume
 Pressing it on the
right raises the
volume
 New setting saved
automatically
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How do I change call volume level?
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While on a call using
the handset or
speaker:
 Press the Volume key
 Pressing it on the left
lowers ring volume
 Pressing it on the
right raises the
volume
 Press SAVE when
ETS VISION PROJECT prompted to keep
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How do I place a call?
3 Ways:
1. Lift handset
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How do I place a call?
3 Ways:
1. Lift handset
2. Press Speaker
button
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How do I place a call?
3 Ways:
1. Lift handset
2. Press Speaker
button
3. Press New Call soft
key
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How do I place a call?
3 Ways:
1. Lift handset
2. Press Speaker
button
3. Press New Call soft
key
Key in desired phone
number
NOTE: You can also key in
the number first
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How do I place multiple calls from my
line?
– Make first call
– Ask caller to hold
 Press HOLD softkey
 Press New Call softkey
 Dial next number (can be internal or external)
- If second call is busy, unanswered, or refused:
- Press EndCall softkey
- Press Resume softkey
– To alternate between two calls
• Highlight the held call by using the Navigation Button
• Press Resume softkey
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How do I place multiple calls on my
line?

If you wish to join the two parties:
Highlight the Held call by using the
Navigation Button
• Press more softkey
• Press Join softkey
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REDIAL
Redial allows you to redial the last number
you called.
 This can be done for internal or external
numbers.
 Press the

– Redial softkey
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How do I make an internal call?
Dial the 4 digit
extension
No changes in internal
dialing at Brighton or
to DCC or ATC
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How do I make a local or long distance
call ?
Dial ‘9’ for an outside
line and then key in
the phone number
NOTE: You will no
longer hear a
return dial tone after
pressing the ‘9’
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How do I answer a call?
Light on handset will be
flashing red and line
button will be
flashing amber
4 ways to answer
1. lift handset
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How do I answer a call?
Light on handset will be
flashing red and line
button will be
flashing amber
4 ways to answer
1. lift handset
2. Press Speaker button
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How do I answer a call?
Light on handset will be
flashing red and line
button will be
flashing amber
4 ways to answer
1. lift handset
2. Press Speaker button
3. Press line button –
automatically puts you
on speaker phone
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How do I answer a call?
Light on handset will be
flashing red and line
button will be
flashing amber
4 ways to answer
1. lift handset
2. Press Speaker button
3. Press line button –
automatically puts you
on speaker phone
4. Press Answer soft key
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How do I answer multiple calls?
While active on the first call and:
 You hear a call waiting tone on the same
line
– Press Answer soft key
– First caller automatically placed on hold

You have a call on another line – note
flashing amber light
– Press the flashing line button
– First caller automatically placed on hold
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How do I navigate between multiple
calls?

Multiple calls on one line
– Use your navigation button to highlight caller
– Press Resume soft key
– Active call automatically put on hold

Multiple calls on multiple lines
– Press desired line button
– Active call automatically put on hold
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How do I Join multiple calls?
Remember – commands on the soft keys change
dependent on the function
One call on hold and one call is active
1.
2.
3.
4.
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Press Navigation button to highlight the held call
Press More soft key
Press Join soft key
All calls now connected
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What if I get a busy signal on an
internal call?

Softkey display will be:
– End Call or Call Back

If you use Call Back feature: (formerly Camp)
– Screen displays that you have activated Call Back to
the specific extension
– When extension becomes available, you will hear a
“chime” tone on your phone
– Have the option of Dial the number or Cancel the
Call Back
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Call Back con’t.


Call Back can also be used on a RNA (ring no answer)
when you need to speak to the person and don’t want to
leave a voice message.
Softkey display will be:
– End Call or Call Back


If you use Call Back feature:
Screen displays that you have activated Call Back to the
specific extension
– Next time the phone is used, and therefore,
extension becomes available your phone will “chime” to alert
you.
– Have the option to Dial the number or Cancel the Call Back
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How do I place a call on hold and
retrieve the held call?
1.
Press the Hold soft
key
2.
To return to the call
press the Resume soft
key
Note: If you have multiple
calls on hold, navigate
to the call you want to
retrieve
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How do I Transfer a call to another
phone - Announced?
1.
Press the Transfer
soft key
2.
4.
Dial the number to
transfer to
When 3rd party answers,
announce the call
Press Transfer soft key
5.
Hang up
3.
again
To return to the original caller if 3rd party not
available or line is busy – Press End soft key Press
Resume soft key
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How do I Transfer a call to a Call
Express Voice Mailbox?
While on Active Call
 Press Transfer
 Press * Extension Number
 Press Transfer

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How do I initiate a Conference call?
1.
2.
3.
4.
5.
6.
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While on a call, press
the More soft key
Press Confrn soft key
You will hear dial tone
Dial 3rd number
Press Confrn soft key
again to connect all
Repeat as needed up to
a total of 8 parties
Numbers can be internal
or external phones
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How do I know who is on a Conference
Call?
When you are on a conference call you
can press the more softkey and then the
Conflist softkey.
 It will display a list of parties on the
conference call.
 The person who initiated the call (*) can
remove anyone from the call by pressing
the more softkey and then remove.

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How do I forward my calls?
Press CFwdALL soft key
You will hear 2 beeps
2. Enter an extension
number OR
3. To forward all your calls
directly to your voice
mail box dial 8300 or
press the Messages
button
The number you are
forwarded to will be
displayed on screen
1.
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How do I cancel the Call Forward?
1.
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Press CFwdALL soft
key again
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How do I pick a call in my group?

To answer a call in your pickup group
WITH HANDSET ON HOOK
1. Press PickUp soft key
2. Display will show the number/person who is
calling and the number/person you are
picking up
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Pick Up

Once you have activated the pick up
feature you have the option to:
– Answer Call or
– Choose NOT to answer the call
 Caller goes to the called person’s mailbox

Your screen will show Missed Call
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How do I pick a call not in my group?

To answer a call not in your pickup group
1. Lift handset
2. Press More softkey
3. Press Gpickup softkey + pickup group
number
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How do I Park a call?
This feature allows you to Park a call at an available
Park number and then use any other phone to
pick the call up again.
While on an active call:
1. Press more soft key
2. Press Park soft key
3. Note number where call is Parked
4. To retrieve the call – go to any other Cisco
phone and dial the Park number
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Parked Calls

The park number will remain on your
display 30 second.
– Jot the number down (7260-7269)
Your parked call will remain parked for 5
minutes
 If not accessed will ring your extension
back
 If unanswered will cancel park
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SPEED DIAL
For you frequently dialed numbers

To Set Up Speed Dial Numbers:
–
–
–
–
–
–

Launch Internet Explorer
http://mcc-b083/ccmuser
Enter user ID
Enter Network Password
Log On
Select Add/Update your Speed Dials
You are ready to enter up to 99 speed dial
numbers:
– available speed dial buttons and/or
– remainder as one or two digit speed dial
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SPEED DIAL
For you frequently dialed numbers
– For on campus numbers enter the persons 4 digit
extension ie: 1234
– For off campus numbers enter 9 plus the 7 or 10 digit
phone number ie: 92922000
– When finished – you MUST scroll to bottom of page
and click UPDATE
– You can scroll to top of page to confirm update
– Scroll to bottom of page to Log Off

To Use Speed Dial:
– Press speed button OR
– With your handset on hook, press one/two digit
number, then AbbrDial
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FORWARD – SHARED LINES
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FORWARDING SHARED LINES
(other lines on your phone)
To forward shared lines on your phone:
Launch Internet Explorer
Type in URL:http/mcc-b083/ccmuser
Enter user ID
Enter Network Password
Log On
Select Forward all calls to a different
number
You can now forward the shared lines on your
phone to either the voice mailbox or to another
extension number.
Check either voice mailbox or
enter extension number
When finished press Update (bottom of page)
NOTE: There will NOT be any visual indicator on the
phone set that a shared lines has been forwarded
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What is the Directories Button?
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Missed Calls
Received Calls
Placed Calls
Corporate Directory
To place a call from this
directory, highlight the
desired number and
press the Dial soft key
(or simply lift the
handset)
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Where to find more help
Press the ? mark on
the phone – slight
pause for full help
menu or press ? and
button or soft key
for specific help
2. Cisco 7941G &
7961G IP Phone
Quick Reference
Guide
1.
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AVST CallXpress –
What you need to know

CallXpress access number
– From Rolm or Cisco phone – 8300
– From off campus – 292-8300

While the TUI (telephony user interface) is
similar to Octel – some are not – listen to
all prompts completely until familiar.
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How do I get into Voice Mail?
2 ways from your
phone
Press the
Message button
or dial 8300
 Enter your
security code

How do I access VM from another
person’s phone?
1.
2.
3.
4.
5.
Press the
Messages button
or 8300
Press * key
Press # key
Enter your mbx
number
Enter your
security code
How do I access VM from a non-user
phone, ie: classrooms?
Press the
Messages button
2. Press # key
3. Enter your mbx
number
4. Enter your
security code
1.
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How do I get into Voice Mail?
From off campus
1. Dial 292-8300
2. Press # key
3. Enter your mbx number
4. Enter your security code
How do I initialize my voice mailbox?
Press the
Messages button
from your phone
2. When prompted,
enter security code
of 1111
3. Follow prompts to
change security
code, record your
name and personal
greeting
1.
Setting Up CallXpress Voice Mail
Note: You can set up your CallXpress
voice mailbox BEFORE you receive
your new Cisco Phone:
 Enter 8300
 Press #
 Enter your mailbox number
 Enter “default security code 1111

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Important

Be sure to initialize your new voice
mailbox as soon as you receive your
phone.
– Callers will NOT be able to leave a message
until you initialize your mailbox.
– Your callers will also hear “ that number has
not be activated”
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Important - changes


To by-pass a greeting
 Press #
To send a quick message
 Access voicemail
 Press * *
 Enter recipient’s mailbox number
followed by the # sign
 You will hear the recipient’s greeting
– Press # to by-pass greeting
 Record message
 Hang up or Press * for more options such as
reviewing/changing/delete or marking your message urgent.
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Standard Greeting
When you initialize your mailbox you are
setting up your Standard Greeting
 If you want to change that greeting:

– Access your voice mailbox
– Press 4
– Press 6
– Follow Prompts
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Out of Office Greeting

If you want to record your Out of Office
Greeting:
–
–
–
–
Access your voice mailbox
Press 4
Press 7
Follow Prompts
NOTE: This type of greeting does NOT allow
callers to leave a message.
 Be sure to use this greeting during semester
breaks.
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New Feature on Voice Mail
Time and Date Stamp
You can change your mailbox to play time
and date before each message, after each
message or upon request:
 User Options/Managing
 Press 1-6-2
 Press 6 change message envelope

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How to forward a message from your
mailbox to another person’s mailbox
You will no longer need to enter
an access number.
 While listening to message you want to
forward, press 1 – 3
 System will prompt you to record a
message, and press #
 When prompted for address, enter the
extension number then #
 Press # to send

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Other Functions

Visual and/or Audio Information – can be
delivered to groups of phones
– Buildings, classrooms, offices

Video Conferencing –
– Now - Internal/between campus’
– Beginning November 1 to include off campus
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Video Conferencing

ETS/Communications and Network
Services personnel will install video
software on your PC

Call the Help Line 4357 option “2” to
schedule
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Setting Up Your Video Software
Double Click Icon – Cisco Unified Video
Advantage
 Select Video Tab – Video Check

– Right Click on Preferences
– Select half-screen (select your comfort level)
– Select Always on Top

Select Settings Tab –
– Select Mute Video on Audio Mute
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Setting Up Your Video Software

Be aware of the placement of your camera
– Aim camera so you don’t have too much head
room
– Be aware of background images – What the
person you are speaking with can view
 Window behind you – double image/silhouette
image
 Inappropriate items behind you – confidential
information
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If you have problems……

Refer to your Cisco or CallXpress Quick
Reference Guides provided

Call the Help Line, ext. 4357, option “3”