10 Easy Steps to Call Using a Cisco Phone • hornetsecurity.com

Featured Image: [Image of a Cisco phone on a desk]

In today’s fast-paced business environment, communication is paramount. Cisco phones have become an integral part of many organizations’ communication systems, offering a wide range of features and functionalities. However, many users encounter difficulties when it comes to making calls from their Cisco phones. Whether you’re setting up a new phone or troubleshooting an existing one, understanding how to call from a Cisco phone is essential for effective communication and productivity.

To initiate a call from your Cisco phone, begin by lifting the handset or pressing the “Speaker” button for hands-free calling. Next, enter the desired phone number using the numeric keypad on the phone. As you type, the phone will automatically dial the number and display it on the screen. If you make a mistake, you can use the “Back” or “Delete” button to correct the number.

Understanding the Cisco Phone Interface

The Cisco Phone interface is designed to be user-friendly and intuitive, allowing you to easily navigate its features and functions. It typically consists of four main components:

1. Display Screen

The display screen is the primary visual interface, providing you with real-time information about your calls, contacts, and other settings. It typically displays:

Call status: Inbound, outbound, missed, or on hold
Contact information: Name, number, and extension
Caller ID: Name and number of the person calling
Menu options: Navigation buttons and icons for features
Status indicators: Icons or text that indicate phone status (e.g., mute, speakerphone)
Soft keys: Programmable keys that change function depending on the context

Name	Function
Line Keys	Indicate active lines and allow you to quickly toggle between them
Feature Keys	Provide one-touch access to common features like voicemail, mute, or call forwarding
Navigation Pad	Allows you to enter numbers, navigate menus, and control the volume
Headset Jack	Connects a headset for hands-free communication

Connecting to the Cisco Phone Server

In order to connect to the Cisco phone server, you will need to have a valid username and password. You will also need to know the IP address of the phone server. Once you have all of this information, you can follow these steps to connect to the phone server:

Open a web browser and enter the IP address of the Cisco phone server into the address bar.
Enter your username and password into the login page that appears.
Click on the “Login” button.

Once you are logged in, you will be able to see all of the phones that are connected to the server. You can also make and receive calls from the web interface.

Using the Cisco Phone Server Web Interface

The Cisco phone server web interface provides a number of features that allow you to manage your phone system. These features include:

The ability to view all of the phones that are connected to the server
The ability to make and receive calls from the web interface
The ability to manage your voicemail
The ability to configure your phone settings

The Cisco phone server web interface is a powerful tool that can help you to manage your phone system more efficiently.

Feature	Description
View Phones	This feature allows you to see all of the phones that are connected to the server. You can also view the status of each phone, such as whether it is online or offline.
Make and Receive Calls	This feature allows you to make and receive calls from the web interface. You can use your computer’s microphone and speakers to make and receive calls, or you can use a headset.
Manage Voicemail	This feature allows you to manage your voicemail. You can listen to your voicemail messages, delete messages, and set up voicemail forwarding.
Configure Phone Settings	This feature allows you to configure your phone settings. You can change your phone’s ring tone, set up call forwarding, and change other settings.

Making a Call with the Cisco Phone

1. Dialing a Number

To dial a number, enter the digits on the keypad. The phone’s display will show the number you are dialing. If you make a mistake, press the backspace key to clear the number.

2. Making a Call

Once you have dialed a number, press the green dial button to initiate the call. The phone will ring and, if the person you are calling answers, you will be connected.

3. Using Features During a Call

During a call, you can access a variety of features using the buttons on the phone.

Here is a table summarizing the most common features and their corresponding buttons:

Feature	Button
Mute	Microphone icon
Hold	Hold icon
Transfer	Transfer icon
Redial	Redial icon
Volume up	Volume up icon
Volume down	Volume down icon

To use one of these features, simply press the corresponding button during a call. For example, to mute the microphone, press the Microphone icon button.

Receiving a Call on the Cisco Phone

When a call arrives, the phone’s display will show the caller’s name and number (if available). The phone will also play a ringtone or beep to alert you to the incoming call.

Answering a Call

To answer the call, simply pick up the handset or press the “Answer” button on the phone.

Answering a Call with a Headset

If you are wearing a headset, you can answer the call by pressing the “Answer” button on the headset.

Answering a Call with a Speakerphone

To answer the call using the speakerphone, press the “Speaker” button on the phone. This will route the audio through the phone’s speaker, allowing you to speak and listen hands-free.

Transferring a Call

If you need to transfer a call to another person, follow these steps:

Press the “Transfer” button on the phone.
Dial the extension or number of the person you want to transfer the call to.
Press the “Transfer” button again to complete the transfer.

Rejecting a Call

To reject a call, simply press the “Reject” button on the phone.

Managing Multiple Calls on the Cisco Phone

The Cisco Phone includes several features to help you manage multiple calls efficiently. These features allow you to easily switch between calls, put calls on hold, and conference calls together.

Call Handling Features

Flash Key: When pressed while on a call, the Flash key puts the active call on hold and dials the next number.
Hold Key: This key puts the active call on hold, allowing you to answer a new call or dial a different number.
Retrieve Key: If you have a call on hold, pressing the Retrieve key brings it back to the foreground.
Swap Key: This key allows you to switch between two active calls.
Conference Key: Used to combine multiple calls into a conference.

Call Park and Unpark

Call Park allows you to park a call on hold and retrieve it from another phone on the same network. To park a call, dial * followed by the extension number you want to park to. To retrieve a parked call, dial *0 followed by the park extension number.

Call Transfer

To transfer a call to another phone, press the Transfer key and then dial the extension number. You can also transfer a call to the attendant by pressing the Attendant key.

Call Waiting

When you receive a new call while on a call, the Cisco Phone will play a call waiting tone. You can answer the new call by pressing the Flash key or the Answer key. You can also put the current call on hold and answer the new call by pressing the Hold key and then the Answer key.

Caller ID

The Cisco Phone displays caller ID information for incoming calls. This information includes the caller’s name, number, and location. You can also use the caller ID feature to search for a contact in your directory.

Using the Cisco Phone Directory

The Cisco Phone Directory is a centralized online directory that allows you to search for and call contacts within your organization or external contacts if you have the appropriate permissions.

To use the Cisco Phone Directory:

Press the Directory softkey.
Enter the name, email address, or extension of the person you want to call.
Select the contact from the list of search results.
Press the Call softkey to initiate the call.

Searching for Contacts in the Cisco Phone Directory

When searching for contacts in the Cisco Phone Directory, you can use the following search criteria:

Name: Enter all or part of the contact’s name.
Email Address: Enter the contact’s email address.
Extension: Enter the contact’s extension number.

If you are not sure of the exact spelling of a contact’s name, you can use wildcard characters (* and ?) to broaden your search. For example, searching for “joh*” will return all contacts that start with the letters “joh”.

Calling External Contacts

If you have the appropriate permissions, you can also use the Cisco Phone Directory to call external contacts. To call an external contact:

Press the Directory softkey.
Select the External Contacts tab.
Enter the phone number of the external contact.
Press the Call softkey to initiate the call.

Note that you may need to enter a prefix or suffix to dial external numbers, such as “9” for an outside line or “1” for long distance.

Prefix	Suffix	Description
9	None	Dial an outside line
1	None	Dial a long distance number
011	None	Dial an international number

Transferring a Call with the Cisco Phone

Transferring a call on a Cisco phone is a simple process that can be completed in a few steps. Here’s a detailed guide on how to do it:

Press the Transfer Soft Key

Locate the “Transfer” soft key on your Cisco phone and press it.
Dial the Extension or Number

Enter the extension or external number of the person you want to transfer the call to.
Wait for the Call to Connect

Wait for the call to connect to the recipient’s phone.
Announce the Transfer (Optional)

If desired, you can announce the transfer to the recipient before completing it.
Press the Transfer Soft Key Again

Once the recipient answers, press the “Transfer” soft key again to complete the transfer.
Retrieve the Call (Optional)

To retrieve the call, press the “Retrieve” soft key.
Advanced Transfer Options

The Cisco phone offers several advanced transfer options that can be accessed by pressing the “Options” soft key during the transfer process. These options include:
- Blind Transfer: Transfers the call immediately without waiting for the recipient to answer.
- Supervised Transfer: Allows you to speak to the recipient before completing the transfer.
- Conditional Transfer: Transfers the call to a different destination if the recipient does not answer within a specified time.

Configuring Call Settings on the Cisco Phone

To configure the call settings on your Cisco phone, follow these steps:

1. Access the Settings Menu:

Press the “Settings” button on the phone’s touchscreen or use the navigation keys to navigate to the “Settings” menu.

2. Select “Call Settings”:

From the Settings menu, select the “Call Settings” option.

3. Adjust Call Volume:

Use the slider or navigation keys to adjust the volume for incoming and outgoing calls.

4. Set Ringtone and Notifications:

Select the “Ringtones and Notifications” option to customize the ringtone and notification sounds.

5. Configure Call Forwarding:

In the “Call Forwarding” section, enable or disable call forwarding and set up the forwarding destination.

6. Adjust Call Waiting:

Enable or disable call waiting and choose how to handle incoming calls while on another call.

7. Set Do Not Disturb Mode:

Configure the Do Not Disturb mode to silence incoming calls during specified time periods.

8. Advanced Call Settings:

Setting	Description
Auto Answer	Automatically answer incoming calls after a specified number of rings.
Call Logging	Enable or disable logging of incoming and outgoing calls.
SIP Options	Configure advanced SIP settings related to call signaling and security.
Codec Preferences	Set the preferred audio and video codecs for voice and video calls.
Network Settings	Configure the network settings used by the phone, including IP address and DNS settings.

Troubleshooting Common Cisco Phone Issues

1. Unable to Make Calls

* Ensure the phone is connected to a network and has a dial tone.
* Check if the phone’s line button is lit up, indicating an available line.
* Verify that the correct line is selected on the phone’s screen.
* Test the phone’s headset or handset to rule out any hardware issues.

2. Poor Audio Quality

* Adjust the phone’s volume settings to an optimal level.
* Clean the phone’s microphone and speaker to remove any dust or debris.
* Check if the phone is placed on a stable surface to minimize vibrations or noise.
* Consider using a headset to reduce background noise in the environment.

3. Inability to Transfer Calls

* Ensure you have the correct access level to perform transfers.
* Verify that the target extension is available and not busy.
* Check if the phone’s call waiting feature is enabled, which may block transfers.
* Try initiating the transfer using the phone’s feature buttons or dialing the target extension during an active call.

4. No Dial Tone

* Check if the phone is properly connected to the telephone line.
* Ensure the line cord is not damaged or loose.
* Test the phone on a different telephone line to rule out any line issues.
* If the issue persists, contact your network administrator or phone vendor for support.

5. Phone Display Malfunctions

* Check if the power cord is securely plugged in and the phone is receiving power.
* Clean the phone’s display screen with a soft cloth to remove any smudges or debris.
* If the display remains blank or distorted, it may require maintenance or replacement.

6. Inability to Adjust Volume

* Use the phone’s volume buttons to increase or decrease the sound.
* Check if the phone’s volume settings are not muted or at minimum.
* Test the phone’s speaker or headset to rule out any hardware issues.
* Reset the phone’s settings to default to address any software glitches.

7. Phone Not Responding

* Unplug the phone from the power source and plug it back in to reset it.
* Check if the phone’s software is up to date and if there are any available updates.
* Reset the phone to factory defaults to remove any corrupted settings or software.
* If the issue persists, contact your phone vendor for technical assistance.

8. Phone Buttons Not Working

* Clean the phone’s buttons with a soft brush or cloth to remove any dirt or debris.
* Check if the buttons are damaged or stuck, and replace them if necessary.
* Reset the phone’s settings to default to address any software glitches.
* Contact your phone vendor for repair or replacement options if hardware issues are suspected.

9. Error Messages on Phone Display

Cisco phone error messages can vary depending on the specific model and issue. Here are some common error messages and their possible causes:

Error Message	Possible Cause
Registration Failed	Incorrect account credentials or network connectivity issues.
Line Unavailable	No active line or line configuration issues.
Feature Not Supported	The requested feature is unavailable or disabled on the phone.
Invalid Syntax	Incorrect input or command syntax.
Hardware Error	Internal phone malfunction or hardware component failure.

Refer to the phone’s user manual or contact your phone vendor for specific error code troubleshooting instructions.

Best Practices for Using the Cisco Phone

To ensure efficient and effective use of your Cisco phone, it is essential to adhere to certain best practices. By following these guidelines, you can optimize your communication experience and maximize the productivity of your device.

10. Headset Etiquette

When using a headset, it is crucial to practice proper etiquette to maintain a professional and respectful work environment. Consider the following guidelines:

Unmute before speaking: Unmute your microphone before speaking to ensure that your colleagues can hear you clearly.
Mute when not speaking: Mute your microphone when you are not actively participating in a conversation to minimize background noise and distractions for others.
Handle interruptions politely: If you are interrupted while using a headset, politely acknowledge the interruption and excuse yourself from the call.

li>Avoid excessive or distracting movements: Minimize unnecessary movements that may create noise or distractions for others.

Pay attention to your surroundings: Be mindful of your surroundings and avoid engaging in conversations that may not be appropriate for others to hear.
Clean your headset regularly: Maintain hygiene by cleaning your headset regularly to prevent the spread of germs.
Use headsets with clear audio: Ensure that your headset provides clear audio quality to minimize misunderstandings and communication problems.
Adjust volume appropriately: Adjust the volume of your headset to an appropriate level to prevent discomfort or hearing damage.
Use headsets in designated areas: Use headsets in designated areas or zones to minimize noise and distractions for colleagues.
Follow company policies: Refer to your company’s policies and guidelines on headset usage for specific instructions and regulations.

By adhering to these best practices, you can enhance the effectiveness of your communication and create a positive and productive work environment.

How to Call Cisco Phone

To call a Cisco phone, you will need to have a Cisco IP phone and a valid phone number. Once you have these, you can follow these steps to make a call:

Pick up the handset.
Dial the phone number you want to call.
Press the “Send” button.

You can also use the Cisco IP Phone interface to make a call. To do this, follow these steps:

Open the Cisco IP Phone interface.
Click on the “Contacts” tab.
Select the contact you want to call.
Click on the “Call” button.