Tech Briefing

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Converged Communicationsand the Cisco VoIP
phone

• Tech Briefing
• July 30, 2010

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Agenda

• 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

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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
• 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 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)
• 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.

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Transferring an Incoming Call

• 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.

Transfer Softkey
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Making Conference Calls

• Place the first call and wait for it to be
  answered.
• 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.
• 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.

Confrn 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. 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.
• 3. Use the Scroll key to highlight
• a ring type.
• Press the Play Softkey to hear
• the 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.

Softkey
Settings
Scroll
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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 Personalor Corporate
  Directory.
• Use the Select Softkey when
• choosing your Directory option
• Missed Calls (use EditDial toadd 91 for outside
  lines)
• Received Calls (use EditDial toadd 91 for
  outside lines)
• Placed Calls
• Personal Directory
• Corporate Directory

Directories
Select Softkey
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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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(No Transcript)
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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
• Available only on 6 button phones
• Up to 4 numbers with one-touch dialing
• On the web, go to DevicegtSUNet_phonegtSpeed 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 DirectoriesgtPersonal
  DirectorygtPersonal Fast Dial on your phone.

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NOTE Some fields accept 10-digit dialing. Always
use 9110-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
• Create entries in your Personal Address Book at
  User OptionsgtPersonal Address Book.
• Add entries from your Personal Address Book to
  your Fast Dial list in the order you wish at User
  OptionsgtFast 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 DirectoriesgtPersonal
  DirectorygtPersonal Address Book
• The Personal Fast Dials displays your list in the
  order you selected.Access it at
  DirectoriesgtPersonal DirectorygtPersonal Fast Dials

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Personal 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.

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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
• Go to Devices.
• Select your SUNet_mobility in the Name field.
• Click the Remote Destinations (Mobility) button.
• 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 91 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, 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.

Select Softkey
Note Prior to using the Mobility feature, you
must configure it from your Myphone Portal Page.
https//phoneuser
More Softkey
Mobility 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
  9110-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 off-campus 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 on-screen keys or use your
  keyboard.
• Click the Dial button or press Enter to dial.

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Other 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

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On a Call
Call Participants
End Call
Dial Pad
Hold/Pause
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 iconto answer an
  incomingcall.
• The send-to-voicemailbutton 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 PreferencesgtAudio/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 youre 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
• 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 announcements

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What questions do you have?