converged communications and the cisco voip phone

STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES

Tech BriefingTech Briefing

July 30, 2010July 30, 2010

Converged CommunicationsConverged Communicationsand the Cisco VoIP phoneand the Cisco VoIP phone


04/21/23 Converged Communications Services page 2

What is Converged Communications? Features of the Cisco VoIP desk phone

• Conference calls for no additional fee• Custom Address Book and access to StanfordWho• Mobile Connect to ring a cell phone when your desk phone

rings• Mobility to transfer calls to your cell phone mid-

conversation

Features of the Cisco VoIP soft phone• Make calls from your computer using your Stanford phone

number• Using Merge call for conference calls and transfers• Using video conference

Roadmap to the Future

AgendaAgenda


What is Converged Communication?What is Converged Communication?

Bundled voice and data services with a streamlined, consolidated billing model

Available for Schools and Administrative Units• Service costs are set annually and billed monthly • All changes plus/minus five percent a year (except adding a new

switch) are included at no additional charge

Service includes:• Phone number• Local and domestic long distance calling• Voice messaging• SoftPhone• Network port for voice and data services• 24x7 network and phone support• Installation and routine maintenance• Additional analog phone lines for fax machines and emergency

phones04/21/23 Converged Communications Services page 3


Getting to Know the Cisco VoIP Getting to Know the Cisco VoIP PhonePhone



Dialing the NumberDialing the Number

Inside Calls: Dial the 5 digit extension Outside Calls: Dial “9” + the number Bonus: Up to three calls at once on a single

line!



Managing Incoming CallsManaging Incoming Calls

Divert a call to voicemail (iDivert)• When your phone rings, two contextual Softkeys appear:

Answer or iDivert. Press iDivert to send the call to voicemail.

Using Do not Disturb (DND)• To toggle audible ringing on incoming calls on and off, press

the DND Softkey. The line button flashes and a single beep sounds.

Forward all calls (CFwdALL)• Press CFwdAll to transfer calls to voicemail or to an extension. • Enter the telephone number to which you want to forward all

your incoming calls. A flashing arrow appears next to your telephone number on the LCD to indicate that all incoming calls are being forwarded. The number calls are forwarded to appears above the softkeys.

• To Cancel, press the CFwdAll softkey.



Transferring an Incoming CallTransferring an Incoming Call

1. Answer the call.2. Press Transfer Softkey. This places the call on hold.3. Dial the number that the call will be transferred to.4. When the dialed number rings, either:

Press the Transfer Softkey again, or Wait for the party to answer

so you can announce the call, and then press the Transfer Softkey.

5. If the party refuses the call, or the call does not complete successfully, press the End Call Softkey to cancel, then the Resume Softkey to re-join the original call.

NOTE: When transferring to voicemail, dial 5-0000,then dial ** , then dial the 10-digit mailbox number.


Transfer Softkey


Making Conference CallsMaking Conference Calls

1. Place the first call and wait for it to be answered.2. Press the more Softkey, then, press the Confrn Softkey.

This selects a new line and places the first call on hold.3. Dial another telephone number.4. When the next call is answered, press

the Confrn Softkey to add this person to the conference call. You should now be able to speak to both called parties.

5. If you wish, you can add up to 3 more calls; for each, press Confrn, dial the next number, then press Confrn.• Maximum participants is 6

(5 other lines and yourself).• To manage the participants,

press the ConfList Softkey.


ConfrnSoftkey


Conference Call TipsConference Call Tips

The conference call ends when only two parties remain on the line.

If the initiator of the conference call hangs up, the other parties can continue the call as long as the call continues on at least one Cisco VoIP.

Press the Hold softkey to place a conference call on hold. Answering a second call will temporarily remove you from the conference. Press the Resume soft key to return to the conference call.

Press the Speaker button to place a call on speakerphone.

Press the Mute button to continue listening while preventing others on the call from hearing sound from your phone. Press Mute again to restore sound from your phone.



Changing the Ring TypeChanging the Ring Type

1. Press the Settings button, then

press the Scroll key to highlight Rings; press the Select Softkey

2. Press the Scroll key to highlight either a line or the default ring setting (these work the same), the press the Select Softkey.

3. Use the Scroll key to highlight a ring type.

Press the Play Softkey to hearthe highlighted ring type.

5. To select a ring type, press the Select Softkey and then press the Save Softkey.

Press the Exit Softkey until you return to the main screen.


SettingsScrollSoftkey


Call Logs and DirectoriesCall Logs and Directories

Use Directories to access a log of Missed, Received, and Placed Calls.

Each log can hold up to 100 entries

You can also access your Personalor Corporate Directory.

Use the Select Softkey when choosing your Directory option

1. Missed Calls (use EditDial toadd 9+1 for outside lines)

2. Received Calls (use EditDial toadd 9+1 for outside lines)

3. Placed Calls4. Personal Directory5. Corporate Directory


Directories SelectSoftkey


Cisco VoIP Web PortalCisco VoIP Web Portal

Go to phoneuser.stanford.edu to set up:• Personal Address Book• Fast Dials• Speed Dials• Abbreviated Dials• Mobile Connect• Mobility

NOTE: phoneuser.stanford.edu redirects to myphone.stanford.edu/ccmuser.

Both URLs work equally well, but phoneuser is shorter.




Use to set up speed dials and abbreviated dials and change line settings from the web.



Use to set up Mobile Connect and Mobility transfer to cell.


Speed, Abbreviated, Fast : what's the Speed, Abbreviated, Fast : what's the difference?difference?

Speed Dial Available only on 6 button phones Up to 4 numbers with one-touch dialing On the web, go to Device>SUNet_phone>Speed Dials

Abbreviated Dial Dial a code number you select, then press the AbbrDial soft

key to connect Up to 199 abbreviated dialing numbers Set up on the same page as Speed Dial

Fast Dial Create a phone list in the order you select based on entries in

your Personal Address Book Access Fast Dials by pressing Directories>Personal

Directory>Personal Fast Dial on your phone.




NOTE: Some fields accept 10-digit dialing. Always use 9+1+10-digit to prevent errors.


Speed Dial on the PhoneSpeed Dial on the Phone

Speed Dial numbers display with the Label name.

To dial, just press the button next to the speed dial you wish to use.



Personal Address Book & Fast DialPersonal Address Book & Fast Dial

On the Web:1. Create entries in your Personal Address Book at User

Options>Personal Address Book.2. Add entries from your Personal Address Book to your

Fast Dial list in the order you wish at User Options>Fast Dials.

On your Phone: The Personal Address Book is searchable by Last Name,

First Name, and Nickname. (It is NOT a list.)Access it at Directories>Personal Directory>Personal Address Book

The Personal Fast Dials displays your list in the order you selected.Access it at Directories>Personal Directory>Personal Fast Dials



Personal Fast Dials on Your PhonePersonal Fast Dials on Your Phone

On the phone, listingsdisplay with the type of phone as a single-letterprefix, followed by the Nickname you selected.

You can have up to 50 Fast Dials.



MobilityMobility

Mobility allows you to: Receive calls to your Stanford number on alternate

phones, and Transfer a call from your desk phone to your cell

phone. (Handy if you get an important call just when you need to leave for a meeting!)

To access Mobility setup: 1. Go to Devices. 2. Select your SUNet_mobility in the Name field. 3. Click the Remote Destinations (Mobility) button.4. Click the Add New button (or click Find to edit an

existing profile).



Set up MobilitySet up Mobility

Mobility is set up on the Remote Destination Configuration page.

Enter a destination number using 9+1+ 10-digit number.

Check Mobile Phone to be able to transfer a call to your cell.

Check Enable Mobile Connect to enable simultaneous ringing to your cell.



Mobility (Mobile Phone)Mobility (Mobile Phone)

To pass a live call from your desk phone to your mobile phone,press the More Softkey, then the Mobility Softkey, and press the Select Softkey. The call passes to your mobile phone.

To return the call from your cellto your desk phone, hang upyour cell. The caller is placedon hold on your desk phone. Press the line button to retrievethe call. NOTE: Calls must starton your desk phone to be retrieved there.


Note: Prior to using the Mobility feature, you must configure it from your Myphone Portal Page. https://phoneuser

MoreSoftkey

MobilitySoftkey

SelectSoftkey


Mobility: Mobile Connect Mobility: Mobile Connect

Allows your phone number to ring simultaneously to multiple devices:• Your mobile phone• Another desk phone• Your home phone

Always enter Mobile Connect numbers as 9+1+10-digits

Check the Mobility Settings page for settings for each cell phone provider.



Things to ExpectThings to Expect

You may need a new headset for your desk phone.• Most Plantronics headsets are compatible.

If there is a power outage, your phone will have temporary power for 15-20 minutes (via UPS backup power). After that, your Cisco VoIP phone will not be available.

When calling from the Missed Calls or Received Calls directories, use EditDial to a 9 + 1 to outside lines.

Caller ID – Caller ID is not blocked by default• Dial *67 to block for a call• To always block your number, request a number mask



Cisco Soft PhoneCisco Soft Phone

A soft phone is a software based phone installed on your computer.

It uses the same phone number as your Stanford desk phone.

You can use it on-campus or off-campus when used with the Cisco VPN.

Use a USB headset for best results

Log in using your SUNet ID and password



Important CaveatsImportant Caveats

Do NOT use your soft phone to call 911.• Soft phone technology may not provide the most timely or

accurate location data and calls may be routed to the wrong emergency response center or the emergency response center may make errors when determining your location.

• If you must use a soft phone to report an emergency, tell the dispatch operator your physical location immediately.

• Stanford University is not liable for errors or delays in emergency response.

It is not unusual to experience occasional loss of audio quality when using a soft phone due network degradation. For best sound quality, use a USB headset and a wired connection.



Getting to Know the Soft PhoneGetting to Know the Soft Phone


Status

Recent Calls

Contact List

Search Result

Missed Call Indicator

Phone Mode

Dial Pad

Search

Recent Call View


Dial a NumberDial a Number

Click the Dial Pad button to enter a phone number.

You can click the on-screen keys or use your keyboard.

Click the Dial button or press Enter to dial.



Other Ways to DialOther Ways to Dial

Search• It searches the public view of StanfordWho• Searches may be slow• Right-click to add a search result to your Contacts• Double click to dial a search result

Recent • Double-click any item in the Recent history to call that

number

Contacts• Right-click or click-and-drag to add contacts from Search

results or Recent and select Add Contact To• To create a personal contact, right-click to see Add New

Contact and click the Create Personal Contact button• Double click to dial a contact



On a CallOn a Call


End Call

Hold/Pause

Merge/Conference

Dial Pad

Call Participants


Merge CallsMerge Calls

The Merge Call function on soft phone is similar to Conference or Join on a desk phone.

To call someone else and merge them to the original call, place the first call on hold and call the second participant. Once they answer, click the Merge button.

If you already have two active calls, click the Merge button.

Select the other active call from the drop-down list.

Click the Participant Roster button to see the list of participants on the call.



Merge/Conference Call TipsMerge/Conference Call Tips

The conference call ends when only two parties remain on the line.

If the initiator of the conference call hangs up, the other parties will be able to continue the call, as long as the call continues on at least one Cisco VoIP desk or soft phone.

Click the Pause button to place a conference call on hold. Answering a second call will temporarily remove you from the conference.

Click the Mute button to continue listening while preventing others on the call from hearing sound from your phone. Press Mute again to restore sound from your phone.



Answering an Incoming CallAnswering an Incoming Call

Click the handset iconto answer an incomingcall.

The send-to-voicemailbutton is not yet implemented.

Calls will drop to voicemail normally after four or five rings.



Video PhoneVideo Phone

Video Phone is available when dialing from a Cisco soft phone to another Cisco soft phone.

Before placing a video call, take a few moments to verify your settings and preferences.• Find a near-by colleague to make a test call.• Adjust your settings in Preferences>Audio/Video.

To place or answer a call with video, click the icon.• Note: We do not recommend changing your double-click

settings to Video as it will not work with all phones and may cause unexpected behavior.



Availability StatusAvailability Status

Available — Normal status Do Not Disturb —Do Not Disturb prevents people from

instant messaging you and your phone does not ring. Idle — When there is no activity for five minutes (default),

this status appears. (You can change the Idle default time in the Preferences.)

On the Phone — When on a call, this displays with a yellow icon.

Away — Use if you’re away from your keyboard. Out of Office — You can set your status to Out of Office to

indicate your Away status more specifically. Invisible — Setting your status to Invisible prevents people

from seeing your availability when you are logged in. Custom — You can also create custom status lines for

Available and Away, such as "In a meeting.” 04/21/23 Converged Communications Services page 36


Other FeaturesOther Features

Instant Message • The IM available here is only for Cisco soft phone to Cisco

soft phone users• It is NOT encrypted• We recommend using Stanford IM instead:

im.stanford.edu

Voicemail• On the Mac, the client says "Online (Unable to connect to

voicemail)”• Dial 5-0000 to connect to voicemail

Mac Users - Install the Address Book Plugin. • Click any phone number label in Address Book and choose

Dial With Cisco UPC to initiate an outgoing call



Roadmap to the FutureRoadmap to the FutureCisco Unified Mobile Communicator App Extend your Stanford phone number to your smartphone (iPhone,

etc.) See missed calls and return calls via the Stanford network (without

using minutes on your phone!)

Next Generation of Cisco Soft Phone Search Stanford view of StanfordWho directory Click a number on a web page to dial on your desk phone or soft

phone Conduct WebEx conference using the soft phone, including

bringing others into a conference where they can view the web conference using their soft phone

Integration with other instant messaging clients

Desk phone customization Expanded ability to put text information on a Cisco Desk phone Display event reminders on the phone screen Option for university-wide announcements04/21/23 Converged Communications Services page 38


What questions do you have?What questions do you have?

converged communications and the cisco voip phone

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