UTSC– VoIP 7821 Phone
Training
Provided by:
FlexITy Solutions Inc.
Agenda
• What is VoIP?
• Using your Cisco 7821 IP Phone
• Your Phone Number and Dialing
• Phone Screen Features
• General Dialing Information
• Phone Features
• Voicemail Features
• Additional Information
What is VoIP?
• Voice over IP (Internet Protocol) telephony is an updated method for
delivering voice communications over the local (computer) network.
• Provides all traditional calling features, plus an extended range of
easy-to-access features not available on most traditional systems.
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Phone customization (settings, speed dials, services)
Personal and corporate directories
Call history
Multiple-language support (English, French)
Speakerphone
Call waiting
Voicemail to email notification
General Dialing Information
You will still keep your old telephone number and internal extension.
• Internal calling between
VoIP users:
• Calling staff
still on Centrex platform:
• Local Calls:
• Long Distance Calls:
• International Calls:
• Emergency Calls:
4-digit short extension
4-digit short extension
9 + 10-digit number
9 + 1 + 10-digit number
9 + 011 + Country Code + Number
9-911 and 911
• If the 4 digit dialing to Centrex does not work, please report the issue to the Telecom.
Why the Move to VoIP?
• Introduction of scalable and modern technology that is the bases for
a variety of new collaboration and communication tools. E.g. Unified
messaging that puts your voicemail messages in your email box.
• UTSC will be able to do most move, add, of changes on their own
without relying on Bell to come on site. This will reduce cost and wait
times for changes.
Using you Cisco 7821 IP Phone
#1: Handset Light Strip
#2: Programmable Feature Buttons
#3: Phone Screen
#4: Softkey Buttons
#5: Navigation and Select Button
#6: Hold and Resume Button
#7: Conference Button
#8: Transfer Button
#9: Speakerphone Button
#10: Headset Button
#11: Mute Button
#12: Keypad
#13: Volume Button
#14: Contact Button
#15: Applications Button
#16: Messages Button
#17: Handset
Phone Screen Features
Basic Phone Features
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Placing a call
Answering a call
Call waiting
Hold
Redial
Transferring a call
Transferring a call to voicemail
Divert
Conference Call
Call Forward
Speed Dials
Corporate and Directories
Missed, Received and Placed Calls Directories
Placing a Call – Multiple Ways
• Lift handset and dial number.
• Dial number and then lift the handset.
• Press the line button for your extension, dial the number and then lift
the handset.
• Press the New Call softkey, dial the number and then lift the handset.
• Press a speed dial button, SpeedDial softkey and then lift the
handset.
• If you have selected a number from one of your directories, press the
Dial softkey.
Answering a Call
1. Lift the handset. 
2. If you are using a headset, press the Headset button
.
3. If you are using the speakerphone, press the Speaker button.
or Answer softkey.
Redial a Number
• Lift the handset or use the Speaker
press the Redial softkey.
phone functionality and
Call Waiting
All staff have the ability to have 3 calls active on your prime line by
using Call Waiting.
While you are on a call, if a second call comes in, you will hear a beep
and see the number of the incoming call.
• To answer the second call, press the flashing amber line button. Your
phone puts the original call on hold automatically and connects to the
new incoming call.
Putting a Call on Hold
• Hold
- Press the Hold key.
• Retrieve
- Press the Resume softkey or the Hold key.
- To retrieve when you have multiple calls on hold, use the
Navigation button
to select your call and then press the
Answer or Select softkey.
Transferring a Call
1.
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4.
While on an active call, press the Transfer key.
Dial the “transfer to” number.
Wait for the phone to be answered and announce the caller.
Press the Transfer key again.
to transfer the call or press the
EndCall softkey to hang up (if you got their voicemail for example).
5. Press the Resume softkey to reconnect to the first caller.
Place a Conference Call – up to 6 parties
1. During a call, press the Conference key.
2. Enter the phone number for the party that you want to add.
3. When the call is answered, press the
again to add the new
party to existing call with the first party.
4. Repeat to add additional participants (up to 5 additional).
If you need to drop the call, press the End Call softkey.
Call Forwarding
1. Press the Fwd All softkey.
2. Dial the “forward to” number. To forward directly to voicemail,
press the Voicemail button instead.
To cancel the call forwarding:
1. Press the Fwd Off softkey.
Divert Call
Divert allows you to send an active or ringing all to your voicemail.
• To redirect an incoming (ringing) call while on another call, use the
Navigation button
to highlight the incoming call, then press
Divert. Otherwise, press Divert to redirect the current, active call.
• To redirect an incoming call while not on a call, press Divert.
• To redirect a held call, first resume the call and then press Divert.
Do not Disturb - DND
DND allow you to silence a ringing call so as not to disturb you while
you are in a meeting for example.
• To silence an incoming call, press DND.
Speed Dial
1. Press the number of the speed dial key you wish to call. i.e. 2.
2. Then press the SpeedDial softkey.
Call from Local Directories
1. Press the Directories button.
2. Select either 1. Personal Directory (configured in the your personal
web page) or 2. Corporate Directory.
3. Enter the search criteria (first name, last name, or number).
4. And press the Search softkey.
5. When you find the correct contact, press the Dial softkey.
To set up Personal Directory, please contact the Telecom for your PIN.
View Call History
Call History allows you to view information about the last 50 calls on
your phone listed under the following categories: Missed, Received and
Placed and All Calls (last 150).
1. Press the Applications button.
2. Press 1 to select Recents.
3. Scroll
and select a call record.
4. Press the Call softkey OR
Press the Exit softkey to return to the Applications screen.
Settings - Volume
The Volume bar
is located to the right of the keypad.
• To adjust the handset, headset or speakerphone volume, press the
Volume bar when the phone is in use.
• To adjust the ringer volume, please the Volume bar right or left
with the handset down.
Settings - Ringtone
1.
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Press the Applications button.
Press 2 for Preferences.
Press 1 for Ringtone.
Select the required ringtone.
Press the Play softkey.
Press the Set softkey to select the ringtone.
Press the Apply softkey to confirm your selections or press Cancel
to go back to the Ringtone screen.
Personalizing your Phone
To personalize certain phones settings please access
https://telecom.utsc.utoronto.ca/ucmuser provided with your phone
to configure additional features for your IP phone profile via Cisco User
Options, including:
• Configure Speed Dials/Abbreviated Dials
• Configure Personal Directory contact lists
• Change Phone PIN and web password
Web Browser Features – End User Options
To log on to your phone to make changes, browse to:
https://telecom.utsc.utoronto.ca/ucmuser
Logging in
Log in using your user ID and your password.
Your user ID is your UTORid.
The default password is xxxxxx
Unified Messaging - Voicemail
With the new VoIP deployment one of the significant changes you will
experience is the ability to receive voicemail messages on both your
telephone and in your email mailbox.
You will receive a copy of your voicemail as a .wav file that you can
treat exactly like a regular email – forward, delete mark as private etc…
Voicemail
Please note that the first time you log onto your voicemail box you will
be required to personalize you mailbox by:
1. Record your name.
2. Record a personal greeting.
3. And change your default password. New passwords must be at
least 5 digits.
4. Select a Directory Listing option. (whether or not you chose to show
up in the Staff Directory).
Checking your Voice Mail
When you have a new voice mail, your phone’s message waiting
indicator light will be lit red.
1. Press the Messages
button.
2. Enter your PIN followed by #.
3. If calling from another phone, you can login to voice mail with your
extension by pressing *. You will then be asked for your ID, which is
your 4 digit extension, followed by #. Enter your PIN followed by #.
4. Press 1 to retrieve messages.
You will receive your default voicemail password in an email.
Changing your Voicemail Password (PIN)
If you need to change your password, follow these steps:
1. Press the Messages
button.
2. Enter your PIN followed by #.
3. Press 4 3 1 and follow the prompts to change your PIN.
Changing your Standard Greeting
The Standard greeting plays at all times unless overridden by another
greeting. You cannot disable the Standard greeting.
1. Press the Messages
button.
2. Enter your PIN followed by #.
3. Press 4 1 1 1 and follow the prompts to edit your Standard greeting.
4. Follow the remaining prompts to edit and save the greeting.
Recording your Alternate Greeting
The Alternate Greeting is optional. It can be used for a variety of special
situations, such as vacations or a leave of absence. (For example, "I will be
out of the office until....") An alternate greeting overrides all other greetings.
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Press the Messages
button.
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Enter your PIN followed by #.
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Press 4 1 1 2 and follow the prompts to edit the Alternate greeting.
Note: Setting your Alternate greeting will automatically enable the greeting.
Voicemail Shortcut Keys
Key
1
2
3
4
411
412
421
423
431
432
5
Main Menu and Shortcuts
Task
Hear new messages
Send a message
Review old messages
Change setup options
Change greetings
Turn on/off alternate greeting
Change message notification
Choose full or brief menus
Change phone password
Change recorded name
Find messages
After Message Menu
Key Task
1
Skip back
4
Reply
5
Play message properties
6
Forward message
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Delete message
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Reply to message
9
Save message
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Next message
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Save as new
Any Questions?