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Kalispell Public Schools
Kalispell, Montana

CISCO Phone System 6921

 
 

1

Handset light strip

Indicates an incoming call (flashing red) or new voice message (steady red).

2

Phone screen

Shows information about your phone such as directory number, active call and line status, softkey options, speed dials, placed calls, and phone menu listings.

3

Softkey buttons

Depending on how your system administrator sets up the phone, enable softkey options displayed on your phone screen.

4

Transfer button

Transfers a call.

5

Conference button

Creates a conference call.

6

Hold button

Places an active call on hold.

7

Navigation bar and Select button

The Navigation bar allows you to scroll through menus and highlight items. When phone is on-hook, displays phone numbers from your Placed Call listing (up arrow) or your speed dials (down arrow). The Select button (in the middle of the Navigation bar) allows you to select a highlighted item.

8

Line 1 and Line 2 buttons

Selects the primary or secondary line on the telephone. May also be configured for speed dial or other functions.

9

Headset button

Toggles the headset on or off. When the headset is on, the button is lit.

10

Speakerphone button

Toggles the speakerphone on or off. When the speakerphone is on, the button is lit.

11

Keypad

Allows you to dial phone numbers, enter letters, and select menu items (by entering the item number).

12

Mute button

Toggles the microphone on or off. When the microphone is muted, the button is lit.

13

Volume button

Controls the handset, headset, and speakerphone volume (off-hook) and the ringer volume (on-hook).

14

Messages button

Auto-dials your voicemail system.

15

Applications button

Opens/closes the Applications menu. Use it to access call history, user preferences, phone settings, and phone model information.

16

Contacts button

Opens/closes the Directories menu. Use it to access personal and corporate directories.

17

Handset

Phone handset.

 


Basic Features


 

 Place A Call

  • There are several ways you can initiate a call
    • Pick up the Handset to begin making the call
    • Press the Speaker speaker  button to begin making the call (Speakerphone)
    • Press the New Call softkey  soft key to begin making the call (Speakerphone)
    • Dial phone number and press the Dial softkey soft key (Speakerphone)

 

  • Internal call: Dial the extension number
  • External local call: Dial 9 + the entire 7-digit phone number
  • External long distance call: Dial 9 + 1 + the 10-digit phone number
  • External international call: Dial 9 + 011 + country code + the number

 

Answer A Call

  • If your phone is ringing, pick up the Handset or press the Answer softkey  soft key and you will be automatically connected to the call

 

End A Call

  • There are several ways you can end a current telephone call
    • If you are using the handset, hang up the Handset
    • If you are using the speakerphone, press the Speaker speaker  button
    • Press the End Call softkey  soft key and hang up
    • Press the Line Button line  to end the call

 

Switching Between Handset And Speakerphone

  • If you are using the handset, you can move the call to the speakerphone by pressing the Speaker speaker  button and then you can safely place the handset in it’s cradle
  • If you are using the speakerphone, simply pick up the handset

 

Call Hold

  • To place a call on hold, press the Hold hold  button. (Note: Some models feature a button that appears like a cradle above a flat line)
  • The line button will flash, indicating the call is on hold
  • To retrieve the call from hold, press the flashing Line line  button
  • A held call cannot be retrieved from another telephone. Please use park if you need to pick up the call elsewhere.

 

Transfer A Call

  • While on the call, press the Transfer transfer  key (this places the caller on hold)
  • Dial the number you wish to transfer the caller to
    • Internal call: Dial the extension number
    • External local call: Dial 9 + the entire 7-digit phone number
    • External long distance call: Dial 9 + 1 + the 10-digit phone number
  • Blind Transfer: You may immediately press the Transfer transfer  key to complete the transfer
  • Consult Transfer: When the party answers, announce the call and press the Transfer transfer  key again
  • Refused Transfer: If the person refuses the call or if the phone rings without an answer, press the Line line  button.

 

Transfer A Call Direct To Voicemail:

  • To transfer a caller directly into someone’s Voicemail Box, press the Transfer transfer  key, press the asterisk (*) keyfollowed by the user’s extension number, then press the Transfer transfer  soft key again.
  • Tip: You can also call someone’s voicemail directly by dialing the asterisk (*) key, followed by the user’s extension number.

 

Mute The Call

  • Press the Mute mute  button to prevent the party from hearing you although you can hear them. The mute light will turn on.
  • To turn off Mute, press the Mute mute  button again. The mute light will turn off.

 

Redial the Last Number Called

  • Lift the handset and press the Redial softkey  soft key or
  • Press the Redial softkey  soft key to simultaneously activate the speakerphone and redial the last number called

 

Divert – Transfer A Ringing Call Automatically To Voicemail

  • When your phone is ringing, you can choose to send the call immediately to Voicemail by pressing the Divert softkey  soft key. This soft key can be pressed at any time while the call is ringing on the phone.

 

Forward All Calls

  • Press the Fwd All softkey  soft key (you will hear a confirmation beep)
  • Dial the number to which all calls will be forwarded
    • Internal: Dial the extension number
    • External local: Dial 9 + the entire 7-digit phone number
    • External long distance: Dial or 9 + 1 + the 10-digit phone number
  • The phone display is updated to show that calls will be forwarded
  • Tip: To forward your calls to your voicemail box (e.g. DND), press the Fwd All softkey  soft key and then press the Messages message  key.

 

Cancel Forward All Calls

  • Press the Fwd Offsoftkey  soft key
  • The phone display is updated to show that calls will no longer be forwarded

 

Call Park

  • While on the call, press the Park softkey  soft key
  • The LCD display will show an extension number to which the call is parked. The number will be between 180 and 199Make a note of this number.
  • Hang up the handset
  • To retrieve the parked call, from any IP telephone, dial the displayed Park Number.
  • Note: If you do not retrieve the call within 30 seconds, a reminder tone will sound on your phone. You can retrieve the parked call by dialing the Park Number. If you do not retrieve the parked call within 300 seconds, the call will be directed to your phone. If you do not answer this call, it will be routed to your voicemail. The time and behavior can be adjusted on a system level. Please contact your system administrator if you require different behavior.

 

Conference Calls

  • During a call, press the Conference conference  button. This will place the original call on hold and will open a new line.
  • Dial the telephone number of the next party to join the conference
    • Internal call: Dial the extension number
    • External local call: Dial 9 + the entire 7-digit phone number
    • External long distance call: Dial 9 + 1 + the 10-digit phone number
  • When the party answers, press the Conference conference  button again and the party will be added to the conference call

 

Conference call options

  • To place a conference call on hold, press the Hold hold  button. The other parties can talk amongst themselves but they cannot hear you.
  • To place a conference call on speakerphone, press the Speaker speaker  button and then place the handset in its cradle
  • To Mute a conference call on speakerphone, press the Mute mute  button to turn off the microphone
  • Things to remember: Only one person is allowed to activate the ConFrn softkey  soft key. From that moment on they will act as the conference initiator, and only that person will be allowed to add participants. If the conference initiator drops out of the call, all parties will be dropped. Place the call on hold or mute to retain the conference without your participation.

 

Call Pick Up & Group Pickup

  • These features are not currently configured, however, they permit a call to be answered that is not ringing at your phone. Call pickup is used to answer a ringing call when your phone is configured as a member of a group. Group pickup is used to answer a call when your phone is not a member of a configured group. Please contact the system administrator if you desire the use of this feature.

 

Enabling Headset Mode

  • If you use a headset, press the Headset headset  button to enable it’s function
  • To turn off headset mode, press the Headset headset  button to disable

 


Phone Settings


 

 Adjusting The Ring Volume

  • With the handset in the cradle, press the Volume button to adjust how loud or soft you would like your phone to ring.

 

Adjusting The Handset Volume

  • Hold the Handset to your ear, press the Volume button to adjust the volume.

 

Adjusting The Speakerphone Volume

  • With the Handset on the cradle hit the Speaker button, press the Volume button to adjust the volume.

 

Adjusting The Ring Tone

  • Press the Application application  button
  • Use the Scroll button to select the Preferences option
  • Use the Scroll button to select the Ringtone option
  • If multiline is configured, select the line for which you want to change the ringtone
  • Use the Scroll button to select a ring type
  • Press the Play softkey  soft key to hear a sample of the selected ring type
  • Press the Set softkey soft key to select this ringtone
  • Press the Apply softkey  soft key to confirm your selection or press the Cancel softkey  softkey to go back to the ringtone screen
  • Press the Back softkey  softkey to return to the Preferences screen
  • Press the Exit softkey  soft key
  • Press the Save softkey  soft key to save your selection and Exit the Settings menu.

 

LCD Display Contrast

  • Press the Application application  button
  • Use the Scroll button to select the Preferences option
  • Use the Scroll button to select the Contrast option
  • Use the Scroll button to set the desired intensity of the LCD display and press the Save softkey  soft key to save your settings

 


Advanced Features


 

 Directory Features

  • Press the Contacts contacts  button
  • Use the Scroll button to highlight the Corporate Directory and press the Scroll Select softkey  button
  • Use the Scroll button to select either first name or last name to search
  • Using the dial pad, input the persons first or last name with the corresponding digits for letters. Press the same digit to access subsequent letters. (e.g. press 2 once for “a”, twice for “b” or three times for “c”. The display will update to show you which letter is selected. 
  • When finished with the name, press the Submit softkey  soft key. You do not need to put in the full name, just the first few letters. The system will return whatever results match. For example, if you type in “je” if it will return Jeff, Jennifer, Jessie, etc.
  • Using the Scroll button, select the person you wish to reach.
  • Once selected, press the Dial softkey  soft key to speed dial the selected number
  • You can return to the previous menu by pressing the Cancel softkey  soft key

 

Retrieving Call History

  • Press the Application application button on the telephone
  • Using the Scroll Select button, select “Call History”
  • Using the Scroll Select button, select “All Lines” to retrieve all your phone’s history or select a specific extension
  • You will be presented with your call history. This will show you whether it was an inbound or outbound call, who was called, the time and the date association with the call.
  • You can use the Scroll button to review additional call history
  • You can use the Call softkey  soft key to call the person back
  • You can press the Missed softkey  soft key to just display missed telephone calls
  • You can press the More softkey  soft key and the Details softkey  soft key to get more information about the particular call
  • You can clear the history by pressing the More softkey  soft key and then the Clear softkey  soft key
  • You can clear a specific call by pressing the More softkey  soft key twice and then the Del Call softkey  soft key.

 

Voice View Express

  • Voice View Express allows you to navigate the voicemail system without logging into the voicemail. You can listen to messages, manage voicemail messages and other features using the display on the telephone.
  • Press the Application application  button on the telephone
  • Use the Scroll button to select “VoiceView Express”
  • Enter your Mailbox ID and PIN number. The PIN number is configured when you first log in to your mailbox. (Your password) Press the Submit softkey  soft key.
  • Use the soft keys to navigate the voicemail
  • See the VoiceView Express instruction guide for more details

 


Voicemail


 

 Accessing Voicemail From Your Cisco Telephone

  • Press the Messages message  button on your telephone
  • Enter your password
    • Default temporary password is 2580852#

 

First Time Mailbox Setup

  • The first time you access your mailbox, you will need to run through the initial enrollment to activate your mailbox. It is important to complete all of these steps, otherwise your options will not be saved and you will have to go through them again.
  • Access your mailbox as shown above using the default password
  • Follow the prompts to set up your mailbox
    • Record your name (first and/or last name)
    • Record a custom voicemail greeting
    • Change your temporary password
  • Note: Your password must not be consecutive digits (e.g. 12345), repeating digits (e.g. 11111) or the same as your extension number. It must also be at least 4 digits long.

 

Accessing Your Mailbox From Outside The System

  • Call your direct dial number or have another person transfer you to your mailbox
  • When you get your mailbox, press the * (asterisk) key
  • Enter your mailbox ID, typically your extension number
  • Enter your password

 

To Check Messages

  • Log into your voicemail box
  • Press the 1 key for new messages.
  • Follow the prompts to listen to and manage your messages

 

To Reply To A Message

  • After listening to the message, press the 1 key to reply to a message
  • Follow the prompts to record your reply, add recipients and to send it
  • Note: Press ## to switch between number and name spelling
  • Follow the prompts to handle the original message to which you replied

 

To Forward A Message

  • After listening to the message, press the 5 key to forward the message
  • Follow the prompts to address the message to one or more recipients, record an introduction if desired and to forward the message
  • Follow the prompts to handle the original message which you have forwarded

 

Sending A Voice Message

  • You can simply dial * (asterisk) plus the extension to access a user’s mailbox
  • Or, from the main menu, press the 2 key to send a message
  • Follow the prompts to record, address and send the message