Converged Communications
and the Cisco VoIP phone
Tech Briefing
July 30, 2010
STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Agenda
 What is Converged Communications?
 Features of the Cisco VoIP desk phone
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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
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What is Converged Communication?
 Bundled voice and data services with a streamlined,
consolidated billing model
 Available for Schools and Administrative Units
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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:
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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 phones
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Getting to Know the Cisco VoIP Phone
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Dialing 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!
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Managing 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)
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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)
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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.
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Transferring an Incoming Call
1.
2.
3.
4.
Answer the call.
Press Transfer Softkey. This places the call on hold.
Dial the number that the call will be transferred to.
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.
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Transfer
Softkey
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Making 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,
Confrn
Softkey
press the ConfList Softkey.
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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
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.
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Changing the Ring Type
1.
2.
3.
4.
5.
6.
Press the Settings button, then
press the Scroll key to highlight
Rings; press the Select Softkey
Press the Scroll key to highlight
either a line or the default ring
setting (these work the same),
the press the Select Softkey.
Use the Scroll key to highlight
a ring type.
Press the Play Softkey to hear
the highlighted ring type.
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.
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Softkey
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Scroll
Settings
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Call 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 Personal
or Corporate Directory.
Use the Select Softkey when
choosing your Directory option
1. Missed Calls (use EditDial to
add 9+1 for outside lines)
2. Received Calls (use EditDial to
add 9+1 for outside lines)
3. Placed Calls
4. Personal Directory
5. Corporate Directory
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Select
Softkey
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Directories
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Cisco 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.
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Use to set up speed
dials and abbreviated
dials and change line
settings from the web.
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Use to set up Mobile
Connect and Mobility
transfer to cell.
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Speed, Abbreviated, Fast : what's the difference?
Speed Dial
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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
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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
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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.
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NOTE: Some
fields accept
10-digit dialing.
Always use
9+1+10-digit to
prevent errors.
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Speed 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.
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Personal 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
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Personal Fast Dials on Your Phone
 On the phone, listings
display with the type of
phone as a single-letter
prefix, followed by the
Nickname you selected.
 You can have up to
50 Fast Dials.
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Mobility
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).
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Set 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.
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Mobility (Mobile Phone)


To pass a live call from your desk phone to your mobile phone,
press the More Softkey,
Select
then the Mobility Softkey,
Softkey
and press the Select Softkey.
The call passes to your mobile
phone.
To return the call from your cell
to your desk phone, hang up
your cell. The caller is placed
on hold on your desk phone.
Press the line button to retrieve
the call. NOTE: Calls must start
on 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
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Mobility
Softkey
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More
Softkey
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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.
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Things 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
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Cisco 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 offcampus when used with the Cisco
VPN.
 Use a USB headset for best results
 Log in using your SUNet ID and
password
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Important 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.
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Getting to Know the Soft Phone
Status
Phone Mode
Contact List
Missed Call
Indicator
Recent Calls
Recent Call View
Search
Search Result
Dial Pad
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Dial a Number
 Click the Dial Pad
button to enter a
phone number.
 You can click the onscreen keys or use
your keyboard.
 Click the
Dial button or press
Enter to dial.
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Other Ways to Dial
 Search
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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
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On a Call
Call Participants
End Call
Hold/Pause
Dial Pad
Merge/Conference
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Merge 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.
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Merge/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.
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Answering an Incoming Call
 Click the handset icon
to answer an incoming
call.
 The send-to-voicemail
button is not yet
implemented.
 Calls will drop to voicemail normally after four or five
rings.
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Video 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.
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Availability 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.”
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Other 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
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Roadmap to the Future
Cisco Unified Mobile Communicator App
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
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
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


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
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
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Expanded ability to put text information on a Cisco Desk phone
Display event reminders on the phone screen
Option for university-wide announcements
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What questions do you have?
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