XClose

Information Services Division

Home
Menu

How to use a VOIP (Voice Over Internet Protocol) desk phone

This guide will explain how to use all the features and services on a VOIP (Voice Over Internet Protocol) desk phones at UCL.

This guide is aimed at...

  • Staff

Before you start...

  • You will need a standard VOIP desk phone (Cisco 6921, 6961, 6945 or 7841)

Instructions

Phone model layouts

Handset 6921
handset-6921…
  1. Handset light strip
  2. Phone screen
  3. SOFT-KEY BUTTONS (see below)
  4. Transfer button
  5. Conference button
  6. Hold button
  7. Navigation bar and Select button
  8. Line 1 & Line 2 buttons
  9. Headset button
  10. Speakerphone button
  11. Keypad
  12. Mute button
  13. Volume button
  14. Messages button
  15. Applications button
  16. Contacts button
  17. Handset

SOFT-KEY BUTTONS are used to select context sensitive functions displayed along the bottom edge of the Phone Screen, They are used to control many of the major features of the phone.

Handset 6961

handset-6961…
  1. Handset light strip
  2. Phone screen
  3. SOFT-KEY BUTTONS (see below)
  4. Transfer button
  5. Conference button
  6. Hold button
  7. Navigation bar and Select button
  8. Line buttons
  9. Headset button
  10. Speakerphone button
  11. Keypad
  12. Mute button
  13. Volume button
  14. Messages button
  15. Applications button
  16. Contacts button
  17. Handset

SOFT-KEY BUTTONS are used to select context sensitive functions displayed along the bottom edge of the Phone Screen, They are used to control many of the major features of the phone.

Handset 6945

image-6945…
  1. Handset light strip
  2. Phone screen
  3. Line buttons
  4. SOFT-KEY BUTTONS (see below)
  5. Transfer button
  6. Conference button
  7. Hold button
  8. Navigation bar and Select button
  9. Headset button
  10. Speakerphone button
  11. Keypad
  12. Mute button
  13. Volume button
  14. Messages button
  15. Applications button
  16. Contacts button
  17. Handset

SOFT-KEY BUTTONS are used to select context sensitive functions displayed along the bottom edge of the Phone Screen, They are used to control many of the major features of the phone.

Handset 7841

Handset 7841…
  1. Handset light strip
  2. Line buttons
  3. Phone screen
  4. SOFT-KEY BUTTONS (see below)
  5. Navigation and select buttons
  6. Hold/Resume button.
  7. Conference button
  8. Transfer button
  9. Speakerphone button
  10. Headset button
  11. Mute button
  12. Keypad
  13. Volume button
  14. Contacts button
  15. Applications button
  16. Messages button
  17. Handset

SOFT-KEY BUTTONS are used to select context sensitive functions displayed along the bottom edge of the Phone Screen, They are used to control many of the major features of the phone.

Features

Login

Use Extension Mobility to log in to your phone by entering your UserID and PIN.

1) Press the Applications button.

2) Using the Navigation Bar to scroll down, use the button in the centre of the bar to select Extension Mobility.

3) Enter your UserID (Your UCL User Name e.g. ccaaano)

4) Scroll down and enter your PIN (12345)

5) Press the Submit soft-key*.

Do Not Hit the submit button immediately after entering the UserID. Please enter the user id and navigate down (using the Green down Navigate Button) to the PIN then enter PIN and then click submit.

At first login you will be asked to change your PIN.

Make a call

To dial, lift the handset and enter a number. Or:

a) Press the Line 1 button (your extension).

b) Press the New Call soft-key*.

c) Press the Speaker button.

d) Press the Headset button.

Internal Call: 5 digit extensions

External Call: Please prefix ‘9’ followed by 10 digit Number. Example- ‘9020XXXXXXX’

Transfer a call

To transfer a call to another extension:

  1. Press the Transfer button.
  2. Enter the extension number required.
  3. Speak privately with the dialled party.
  4. Press the Transfer button again to connect the third party.

If there is no reply or the number is busy.

  1. Press the Cancel soft-key.*
  2. Press the Resume soft-key* to return to the caller.
Voicemail

New message indicators:

  • A solid red light on your handset.
  • A stutter dial tone on the line (if enabled).
  • A message waiting icon.

To listen to messages, press the Messages button and follow the voice prompts. Alternatively press the Line button next to the voicemail icon, followed by the Messages button.

Call hold

To place a call on hold:

  1. Press the Hold button.
  2. Press the Resume soft-key* or the flashing green Line button to return to the caller.
Forwarding calls

To forward incoming calls to an alternate extension:

  1. Press the Fwd All soft-key*.
  2. Enter the phone number to which calls are to be forwarded. For calls to go directly to Voice Mail, press the Messages button.
  3. To cancel call forwarding, press the Fwd Off soft-key*.
Group pick-up

If your extension is part of a group (if enabled), a call ‘pick-up’ can be performed by:

When Your Phone displays the incoming call to the Group / Other Person

Lift the handset and Press the More or Pick-Up soft-key*,

Then Press the Answer soft-key* to accept the call.

Call history

To view your Call History.

  1. Press the Applications button.
  2. Select Call History.
  3. Select All Lines or the line that you want to view.
  4. To filter the call history, press the Missed soft-key*.

To dial, scroll to a call and press the Select button in the Navigation pad, or the Call soft-key*.

To view details for a call, highlight the call and press these soft-keys*: More > Details.

Park call

Parking a call allows the call to paused (parked) at one phone and retrieved at another. During a call:

  1. Press the Park soft-key*.
  2. Note the ‘Park Number’ displayed on the screen, and hang up.
  3. To retrieve at any other phone, lift the handset and enter the ‘park number’. You will be reconnected to the call.

Note: If the call is not retrieved within a specified time it will revert to the phone that parked it.

Directories

1.  Press the Contacts button and select a Personal/Corporate Directory.

2.  Enter search criteria and press the Search soft-key*.

3.  Select the listing and press the Call soft-key*.

Conference calls

To create ad-hoc conference calls on the phone. The conference is initialized whilst on a call as follows:

  1. Press the Conference button.
  2. Dial the extension of the 3rd party you would like join the conference.
  3. Press the Conference button to introduce the 3rd party into Conference.
  4. To bring in additional parties repeat steps 1 – 3.
Call waiting

An incoming call can be answered whilst another call is already underway, putting the first call on hold automatically:

  1. Call waiting tone or indicator light on the handset rest.
  2. Press the Swap soft-key*.
  3. Press the Answer soft-key*.
  4. Press Swap then Resume to return to the original call.
Web access

You can manage your phone via a web page including the configuration of call forwarding and the programming of speed dials.

To access your personal User Web Page from an internet Browser:

  1. Go to https://10.112.5.10/ccmuser
  2. Log on using your UserID and Password
  3. Use the drop down User Options list to manage your handset features.

CCM User Drop Down Menu…

Related guides & other info

Help & Support

For further help and assistance you will need to contact the IT Services.

 

Feedback

We are continually improving our site, so please provide us any feedback on this web page using the form below. It would also be really useful if we could discuss your feedback with you, so if you are happy to be contacted please include your UCL email address in 'Email' field below.

Please note: We can only respond to UCL email addresses

Help us improve this page