Cisco IP Phone Functions

Summary of functions on Cisco phones

 

Campus users are provided with Cisco IP Phones for their telephone service needs. 

Any telephone installed across campus must remain operational - anyone looking for a phone to dial 911 should never find a non-working phone in a time of need.

Only CIT moves telephones - we must keep Livingston County 911 updated with the location of every phone on campus. It would be a disaster if emergency services were to respond to the wrong location because emergency responders were not updated.

Our telephones bring our Giant Voice emergency notification into our buildings. They must be functional to be an effective part of our emergency communications plan.

The presence of a telephone, even today, gives some comfort to our students as they move around our campus.

Table of Contents

🚨 CRITICAL SAFETY & COMPLIANCE POLICY

911 Reliability: Any telephone installed across campus must remain operational. Anyone looking for a phone to dial 911 should never find a non-working phone in a time of need.

Do Not Move Phones: Only CIT moves telephones. We must keep Livingston County 911 updated with the exact location of every phone on campus. Emergency responders must have accurate data to prevent responding to the wrong location.

Emergency Notifications: Our telephones bring our Giant Voice emergency notification into buildings. They must be functional to remain an effective part of our emergency communications plan.

Student Comfort: The presence of a telephone provides essential comfort and security to our students as they move around campus.

πŸ“ž Handling Calls & Voicemail

Answering a Call

  • Option 1: Pick up the handset.
  • Option 2: Press the Speaker button.
  • Option 3 (If already on a call): Press the Answer soft-key. (Note: This will automatically place your first call on hold.)

Making a Call

  • Option 1: Pick up the handset, listen for the dial tone, and dial 9 followed by the phone number.
  • Option 2 (Best for lengthy numbers): Dial 9 followed by the phone number first, press the button below Dial, then pick up the handset or remain on speaker.

Accessing Voicemail

  1. Press the Messages button on the lower right of the phone.
  2. Enter your PIN (Phone Identification Number / mailbox security code).
  3. Press 5 to listen to new messages.

πŸ” Call Forwarding

Always use the buttons located directly beneath the screen display for these options.

Forwarding Destination How to Activate How to Cancel
To another campus extension Press CFwdALL β†’ Enter the 4-digit extension Press CFwdALL
To an off-campus number Press CFwdALL β†’ Enter 9 + 1 + 10-digit number Press CFwdALL
Directly to your voicemail Press CFwdALL β†’ Press the Messages button Press CFwdALL

β†ͺ️ Transferring Calls

1. Direct Transfer to an Extension

  • While on the call, press the button below Transfer.
  • Enter the 4-digit extension.
  • Press Transfer again and hang up. (Note: Simply hanging up also works, but pressing Transfer again is recommended).

 

2. Announced Transfer

  • While on the call, press the button below Transfer.
  • Enter the 4-digit extension and stay on the line until the party answers.
  • Inform them that you are transferring a call.
  • Press Transfer again and hang up.

3. Transfer Directly to a User's Voicemail

  • While on the call, press the button below Transfer.
  • Press the star key (*).
  • Enter the mailbox number (typically the 4-digit extension).
  • Press Transfer again and hang up.

 

4. Transfer to Voicemail After Announcing

  • While on the call, press the button below Transfer.
  • Enter the 4-digit extension and wait for the party to answer.
  • If the party declines the call and wants it sent to voicemail, press the button below END CALL.
  • Press the star key (*), then enter the mailbox number.
  • Press Transfer again and hang up.

 

πŸ‘₯ Conference Calling

Connect with up to 5 other callers (6 lines total) from your office phone.

Placing a Conference Call

  1. Dial the initial participant.
  2. Press the button below more, then press Confrn. (The current caller is placed on hold and you will hear a dial tone).
  3. Dial the next participant.
  4. After they answer, press Confrn again to join everyone together.
  5. Repeat steps 2–4 to add up to 4 additional participants.

⚠️ Note: If the initiator of the conference call hangs up, the entire call is terminated.

Viewing the Participant List

  • Press the more button until the ConfList option is displayed.
  • Press the button below ConfList to view all active participants.

πŸ—‚οΈ "Directories" Menu Options

Press the Directories button to access call logs and contact searches:

  • Missed Calls: Press Select to view missed calls. Use the up/down arrows to scroll.
  • Received Calls: Press Select to view incoming calls. Use the up/down arrows to scroll.
  • Placed Calls: Press Select to view outgoing calls. Use the up/down arrows to scroll.
  • Personal Directory: Not currently available.
  • Corporate Directory: Press Select and enter at least one search criterion (First Name, Last Name, or 10-digit Phone Number). Press Search to display campus employee contact info.

πŸ”Š Using the Speaker & Mute

  • Switch to Speaker: Press the SPEAKER button (bottom right) and hang up the handset.
  • Initiate a Speaker Call: Press the SPEAKER button and dial the number.
  • Mute/Unmute: Press the MUTE button (bottom right).
    • πŸ”΄ Solid Red Light: Mute is ON. You can hear the caller, but they cannot hear you.
    • βšͺ Unlighted: Mute is OFF. Both parties can hear each other.

 

Still Need Help?

Ask CIT! πŸ“ž (585) 245-5588 | πŸ“§ Email | πŸ’¬ Chat | πŸ“ Submit a Request and we'll be happy to assist you.

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