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Reference guide for Voice-over-IP Phone users.

Place a Call

  1. Dial a number and then lift the handset.

  2. Lift handset and dial a number.

Local Campus calls (5-digit extensions)

  • Dial XXXXX + # (# optional)

Local and Long-distance calls

  • Example: dial (XXX)-XXX-XXXX

International Calls

  • 011 + Country Code + Phone Number

Emergency (911) Calls

  • Dial 911

Answering and ending a call

  • Lift handset or press the Answer softkey to answer a call.

  • Hang-up handset or press the EndCall softkey to end a call.

Ignore a call (Divert)

  • When the phone is ringing, but you want to send the caller directly to your voicemail, press the Decline softkey.

Redial a number

  • Press Redial softkey (redials last call placed/received/missed), OR

  • Lift the handset and press the bottom dot on the navigation panel to select a number from your call history.

Corporate Directory

  1. Press Contacts.

    Image of a rectangular button with a symbol of an open book.

  2. Select Corporate Directory.

  3. Select either First Name, Last Name or Number.

  4. Enter the search criteria, press Submit, and select a contact.

  5. Press Dial to place a call to the contact.

Hold and resume a call

  1. To place a call on hold, press Hold button.

    Image of a rectangular button with a pause symbol.

  2. To retrieve call, either press the Resume softkey or Hold button.

Transfer a call

  1. Verify that you are in an active call (not on hold).

  2. Press Transfer

    Image of a rectangular button with a symbol of an arrow directed at a symbol of a person.

  3. Enter the transfer recipient’s phone number.

  4. Wait for the recipient to answer or skip to Step 5.

  5. Press Transfer again.

View call history/place calls via call history

  1. Press the top dot on the navigation panel

    Image of a circular button that can be pressed in 5 different locations. The center of the circular button is blank. Press this for the select function. The outer rim of the circular button is marked by four dots located at the top, bottom, left, and right of the circle. Press these for the navigation function.

  2. Scroll and select the number you would like to call back.

Conference Calls

Start a conference call

  1. Establish the first call, press Conference button.

    Image of a rectangular button with a symbol of a group of three persons.

  2. Enter the participant’s phone number.

  3. Press Conference softkey to add participant to your call.

  4. Repeat to add additional participants.

Remove participants

  1. While in a conference, press Show Details.

  2. Highlight the participant’s name and press the Remove softkey.

NOTE: You can only remove participants if you initiated the conference.

3. Hang up or press EndCall softkey to end your own participation.

Change ringtone

  1. Press Applications

    Image of a rectangular button with a symbol of a gear.

  2. Select Settings.

  3. Select Ringtone.

  4. Press Play to play the ringtone or push Set to select the ringtone.

VOICEMAIL

Personalizing your voicemail

Initial Setup

  1. Press the Messages button.

    Image of a rectangular button with two circles connected by one horizontal line inside of a white square.

  2. Enter the default PIN (147258)

  3. Follow the prompts to record your name, greeting, and a personal PIN.

Message Waiting Indicators (MWI)

  • Solid red light on your handset.

  • Message Icon on a line.

    Image of an icon of two circles connected by a horizontal line.

Retrieving your voice messages

  • Press the Messages button.

Tips and Shortcuts

How do I transfer a voicemail?

You can simply forward the email with the attached voicemail.

To Forward via the Phone Prompts:

  1. Listen to the new message

  2. Hit 5 to forward

  3. Provide an introduction

  4. Hit ##, enter the extension and then #.

How do I Forward all?

  • To forward calls, press the Forward all softkey.

    1. Either enter the phone number, e.g. 1+(555)-555-1234 OR

    2. to forward all calls to voicemail, press Messages

  • To cancel call forwarding, press Forward off.

Voicemail Shortcuts

Main Menu

1 - Hear new Messages

3 1 - Review Saved Messages

3 2 - Review Deleted Messages

4 1 - Change Greetings

4 1 2 - Switch to Alternate Greeting

Listening to Voicemail

#- Next message

1 - Restart a message

2 - Save

3 - Delete

8 - Pause

Cisco 8841 Phone Schematic

Image of a VoIP phone with numbers 1-19 pointing to the different buttons and hardware on the phone. A guide to the numbers is listed below.

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

Programmable feature buttons and Session buttons

Image of a rectangular button with a white horizontal line running through the middleImage of a panel of 5 rectangular buttons vertically lined up on the left side of the phone screen.Image of a panel of 5 rectangular buttons vertically lined up on the right side of the phone screen.

Your phone provides quick access to your phone lines, features, and call sessions:

  • Programmable feature buttons (left side): Use to view calls on a line or access features such as Speed Dial or All Calls. These buttons are also called feature buttons.

  • Session buttons (right side): Use to perform tasks such as answering a call, resuming a held call, or (when not being used for an active call) initiating phone functions such as displaying missed calls. Each call on your phone is associated with a session button.

Depending on how your system administrator sets up the phone, the buttons provide access to:

  • Phone lines and intercom lines

  • Speed-dial numbers (speed-dial buttons, including the Line Status speed-dial features)

  • Web-based services (for example, a Personal Address Book button)

  • Call features (for example, a Privacy button)

Buttons illuminate to indicate status:

  • Green, steady: Active call or two-way intercom call

  • Green, flashing: Held call

  • Amber, steady: Privacy in use, one-way intercom call, DND (Do not disturb) active, or logged into Hunt Group

  • Amber, flashing: Incoming call or reverting call

  • Red, steady: Remote line in use (shared line or Line Status)

  • Red, flashing: Remote line on hold

4

Softkey buttons

Image of a blank rectangular button.

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

5

Navigation panel and Select button

Image of a circular button that can be pressed in 5 different locations. The center of the circular button is blank. Press this for the select function. The outer rim of the circular button is marked by four dots located at the top, bottom, left, and right of the circle. Press these for the navigation function.

The Navigation panel and Select button allows you to scroll through menus, highlight items, and select the highlighted item.

6

Release Button

Image of a rectangular button with a symbol of a red telephone facing down in the inactive position.

Ends a connected call or session.

7

Hold/Resume button

Image of a rectangular button with a pause symbol.

Places an active call on hold and resumes the held call.

8

Conference button

Image of a rectangular button with a symbol of a group of three persons.

Creates a conference call.

9

Transfer button

Image of a rectangular button with a symbol of an arrow directed at a symbol of a person.

Transfers a call.

10

Speakerphone button

Image of a rectangular button with a symbol of a megaphone.

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

11

Mute button

Image of a rectangular button with a symbol of a microphone with a cross through it, indicating that no sound will be recorded.

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

12

Headset button

Image of a rectangular button with a symbol of a microphone under a symbol of headphones

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

13

Keypad

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

14

Volume button

Image of a long rectangular button with a subtraction symbol located on its left end and an addition symbol located on its right end.

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

15

Contacts button

Image of a rectangular button with a symbol of an open book.

Opens or closes the Directories menu. Use the Contacts button to access personal and corporate directories.

16

Applications button

Image of a rectangular button with a symbol of a gear.

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

17

Messages button

Image of a rectangular button with two circles connected by one horizontal line inside of a white square.

Autodials your voice messaging system (varies by system).

18

Back button

Image of a rectangular button with a symbol of an arrow turning backwards, indicating to undo action.

Returns to the previous screen or menu.

19

Handset

Phone handset.

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