The Hong Kong University of Science and Technology

1. The Hong Kong University of Science and Technology Cisco Unified IP Phone 8945/7841 User Guide

2. Cisco 8945 Layout Lens Shutter Video Camera Line Buttons Display Message Waiting Indicator • 8945 has bluetooth feature that can add bluetooth accessories Soft Keys Contacts Settings / Applications Voicemail Volume Control Navigation Keys Headset Receiver Transfer Audio Mute Handsfree Speaker Conference Redial Video Mute Hold

3. Cisco 7841 Layout

4. Cisco 6945 Layout • Message Waiting Indicator • Display • Line Buttons • Soft Keys • Transfer • Conference • Hold • Navigation Keys • Headset • Handsfree Speaker • Dial Pad • Audio Mute • Volume Control • Voicemail • Settings / Applications • Contacts • Receiver

5. Important Notes on Relocation • Backup old Nortel phone set’s personal directory • Erase old Nortel phone set’s personal directory for security reason

6. Password and PINs • User has a password and two PINs • Portal password (alphanumeric) is for the phone settings web portal login • Phone PIN (numeric) is for accessing the personal directory on the phone • Voice mail PIN (numeric) is for accessing the voice mail on the phone

7. Password and PINs • The PINs and Password are generated randomly such that each user has different initial PINs/Password. • For simplicity, the initial PINs and Password of a user are the same. • The PINs and Password are emailed to corresponding user. • Each user is recommended to change the initial PINs/Password as soon as possible. • For voicemail PIN, the user must choose a non-trivial PIN.

8. Password and PINs • Cisco Unity Connection considers a PIN is trivial if: • The PIN matches the numeric representation of the first or last name of the user. • The PIN contains the primary extension or alternate extensions of the user. • The PIN contains the reverse of the primary extension or alternate extensions of the user. • The PIN contains groups of repeated digits, such as “408408” or “123123.” • The PIN contains only two different digits, such as “121212.” • A digit is used more than two times consecutively (for example, “28883”). • The PIN is an ascending or descending group of digits (for example, “012345” or “987654”). • The PIN contains a group of numbers that are dialed in a straight line on the keypad when the group of digits equals the minimum credential length that is allowed (for example, if 3 digits is allowed, the user could not use “123,” “456,” or “789” as a PIN).

9. Unified Messaging • Single inbox synchronizes the voice messages in Cisco Unity Connection and Exchange mailboxes. • When single inbox is enabled, the new voice messages are replicated to the user’s Exchange mailbox. (Existing voice messages are *not* replicated.) • The user can then listen to the voice messages by any computing devices (mobile phone, notebook etc.). • Status changes (for example, from unread to read) are synchronized as well. • This service is enabled by default if the user has provided his / her email address. • Note: As voice messages are replicated to Exchange mailboxes, the mapping of extension-user must be accurate. Any user change on the telephone must inform us.

10. Unified Messaging • Sample email message (the user is cc@ust.hk):

11. On-leave Staff Voicemail • When user is on vacation, he / she may not want the callers to leave voice messages as he / she cannot respond in short times. • To do so, user can make use of the “alternate greeting”. • When the user wants to disable voicemail, he dials to the voicemail system, and activates the alternate greeting by keying 412#. • When the user returns to work, he dials to the voicemail system and deactivate the alternate greeting by keying 412. • User can also choose to customize his/her own alternate greeting.

12. Internal Call & External Call Internal call Dial Ext. No. (4 digits) External call Dial 9 + Tel. No.

13. Speakerphone ( Hands-Free ) • On Press or (button green light on) • Off Press or (button light off)

14. On MicrophonePress (button red light on) Off Microphone Press (button light off) Mute

15. Redial To call the last dialed number Press (8945) Press {Redial} (7841)

16. Call Hold Put a line on hold (1st line button flashes green)Press or ReconnectPress { Resume } or

17. Call Transfer Set upPress + + / {Transfer} Reconnect (if the line is no answer / busy)Press { Cancel } + { Resume } Ext. No.

18. During an active call1. Press2. Enter / + 3. Press / {Conference} 4. {View Details} + + Select a party + {Remove} Conference Calls (8 parties) Ext. No. 9 Tel. No.

19. Group Pickup Pick up the handset Press { Pickup } to pickup group call

20. Call Park To Activate During a call, press { Park } ( Screen shows a park no.) To retrieve a parked call Enter the park no. (e.g.4050) from another phone

21. Call Forward Set upPress { Fwd All } + (Screen shows & “Call forwarded to XXX”) CancelPress { Fwd Off } Ext. No.

22. Immediate Divert To divert an incoming call to voicemail system immediately Press { Divert }

23. Call Log(Up to 150 records) To view Press + { 1.Call History } + select a call log record + Press { All Call } / { Missed Call } + { Edit Dial } to edit the displayed number if necessary + { Dial } / lift the handset to start calling Received - , Placed- , Missed-

24. Personal Directory(Personal Address Book) Press + (1. Personal Directory) + enter User ID & PIN + { Submit } To Use Search for an entry + { Dial } + Select a Phone No. + { OK } + { OK }

25. Arrow Keys( Up & Down ) 8945 pressup arrow key (7841/6945 press down arrow key) to review speed dial entries. Highlight a number to dial out 8945 press down arrow key (7841/6945 press up arrow key) to review call history. Highlight a number to dial out

26. Brightness (16 levels) (8945) Press + (2. Preferences) + + (3. Brightness) + to adjust + {Save} to confirm

27. Ring Tone Press + (2. Preferences) + { 1.Ring Tone } + to change + Select Ring Tone + { Play } to listen / { Set } + { Apply } to use

28. Volume To adjust the handset / speaker volume, press when handset / speaker is in use (off hook) To adjust the ringer volume, press when handset / speaker is not in use (on hook)

29. For 8945, to enable or disable video call Press { Preferences } { Camera Settings } { Auto Transmit Video } Select { Yes } to enable automatic video transmission Select { No } to disable automatic video transmission Video Call (8945 only)

30. Voicemail System Internal access :Press or (When having voicemail, Message Waiting Indicator is RED)

31. Access Phone Settings Web Portal (On-campus Only) Launch a web browser & log into :https://cm.uc.ust.hk/ccmuser Through the web portal: Set Speed dials Add personal address book entries Set call forward options Disable voice mail Change ring settings

32. Thank You!