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Cisco – VOIP ( V oice O ver IP )- Phone System

7940 (or 7941). Cisco – VOIP ( V oice O ver IP )- Phone System. 7905 (or 7906). TRAINING. 7960 (or 7961). The Pennsylvania State University - College of Engineering Electronic & Computer Services (ECS) formerly Center for Electronic Design, Communications & Computing

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Cisco – VOIP ( V oice O ver IP )- Phone System

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  1. 7940 (or 7941) Cisco – VOIP (Voice Over IP)- Phone System 7905 (or 7906) TRAINING 7960 (or 7961) The Pennsylvania State University - College of Engineering Electronic & Computer Services (ECS) formerly Center for Electronic Design, Communications & Computing (ECS Training – 2006-2007) L:\trgdocs\Phones-VOIP-Cisco\VOIP-Phone-BasicTrg-2005.ppt (orig. 02/21/03 – sbp – rev. 03/05, 08/05, 07/06), 08/15/07

  2. VOIP – Training Outline • VOIP Phone – General Information • What is VOIP & Advantages of VOIP Phones • Pre-Installation, Installation, & Post-Installation of Phones • VOIP Phone Models & their capabilities • Key people involved with the VOIP Phone System setup • Who to Call for HELP? • Features that may be different or unavailable • Becoming Familiar with the Phone and its buttons/keys • BASIC Features of the Phone • Step through basic functions (transfer, conference call, etc.) • Phone Settings (Audio—ring type/volume, set greeting msg) • VOICE Mail Capabilities [Unified Messaging via Email] • New voice mail capabilities through your Email program • Access VoiceMail while your away from the office (using phone or browser) • UNIVERSITY-RELATED Capabilities (TNS, aka OTC) • ‘Call Pickup’ Groups • ‘Meet Me’ Conferences • Directory Services • Information Services [Fast dials, etc.] • Web Services – set up your phone speed dials, call forwarding, etc. via your Web browser – https://voip.psu.edu • Must login with your CAC ID and password

  3. Call Manager Server Verizon Public Telephone Network AT&T What is VOIP? • Voice Over Internet Protocol • A telephone system which takes advantage of the existing data network combining elements of current telephone and data technologies VoIP System Structure

  4. Advantages of VOIP (Voice Over Internet Protocol) • $$ Savings • Should save $$ in the long run with lower monthly bills from TNS • VoiceMail messages can be ported to your email client (must be an Exchange client) • You can receive your VoiceMail messages anywhere by simply logging into your email either at the office or from a remote location (home, hotel, etc.) • *OR* by calling the College’s phone number (814-865-2700) and entering your 5-digit office phone # & security ID # to gain access to your Voicemail, as well as your email messages • Use Directory Services through your phone to search for PSU phone numbers (as of March 2006) • University will make info available from PSU LDAP server • You can search for phone numbers directly from your VOIP phone • Configure your phonevia the Web (became available June 2004) • You can configure your own speed dials and also set call forwarding , etc. via your Web Browser from any location - https://voip.psu.edu • Note: Web functionality may be limited for some models

  5. PRE-Installation- What Happens BEFORE the phone is installed? ‘Informational’ meeting – TNS General information about new VOIP phone system Capabilities Phone Models available Timeframe Plan to meet with Individual Areas TNS personnel will contact and meet with people within an area Determine phone configurations – work group issues, etc., phone model requested Forms are completed – official request made 6-8 weeks prior to implementation to obtain phones Installation– Phones installed by TNS – new phones activated Pre-Installation, Installation, & Post-Installation • Post-Installation – What Happens AFTER the phone is installed • Setup by User of: • Ring Type, Volume – under [Settings] • VoiceMail Password & Greeting • Configure Speeddials, if necessary • https://voip.psu.edu [CAC ID login] • <any other settings> • Download/Install ViewMail Setup for Email client (Outlook--optional) • Information at www.engr.psu.edu/unity/ • Check phone numbers & test out phone

  6. Cisco Phone Models Let’s take a look at the various VOIP phone models that are available and their features [Available Models – 7905 (new 7906), 7940 (new 7941) & 7960 (new 7961)]

  7. Cisco IP Phone 7905 * (new 7906)(one-line) Provides a Single line set capable of two (2) simultaneous calls and four (4) interactive keys that guide a user through call features and functions. • LCD screen (1) • IP Phone "desktop" displays the time, date, your phone number, caller ID, call status and the softkey tabs. • Phone Model (2) • Indicates model of your phone. • Soft keys (3) • Softkeys display functions along bottom of LCD screen—functions change depending on status of your phone (for example, if phone is active or idle). • Navigation Button (4) • Enables you to scroll through text, highlight menu items, & select calls displayed on LCD screen. Also provides access to speed dial numbers. • Menu Button (5) • Displays menu that provides access to voice mail, phone logs and directories, settings, and services. • Hold Button (6) • Places a call on hold and resumes a call on hold. • Keypad (7) • These buttons work exactly like those on any telephone. • Volume Button (8) • Increases/decreases handset/speaker volume; controls ringer volume (if on-hook). • Handset (9) • Light at top of handset blinks when phone rings; remains lit to indicate new voice messages. • Foot stand (10) • Allows the phone to stand at a convenient angle. *The 7905 model will be replaced by a model 7906 when it becomes available. Model 7911 is being substituted until released (07/2006) Single line, non-speaker phone with Message Waiting Indicator

  8. 7905 (new 7906)- TNS Design: Lines/Speed Dials, Options • The Cisco IP Phone 7905 is configured with 1 Directory number and 4 speed dials**. • Standard phone template for TNS deployment • 1 Primary Directory number • 4 Speed Dials (user configured)** • OPTIONS – Cisco IP Phone 7905 features include: • multiple user-adjustable ring tones • A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) • G.711 audio algorithm for 64K audio • The phone also includes the following settings: • Display contrast • Call status **Speed dials on this 7905 model are no longer programmed on the phone by TNS. Users can configure speed dials via the Web.

  9. Cisco IP Phone 7940 (or 7941)(2-line) Provides two (2) programmable line/feature buttons capable of four (4) simultaneous calls and four interactive ‘soft keys’ that guide a user through call features and functions LCD screen • The IP Phone "desktop" which displays the time, date, your phone number, caller ID, line/call status and the soft key tabs. Line or speed dial buttons • Opens a new line, speed dials the number on the LCD screen, or ends a call. Footstand adjustment • Adjusts the angle of the phone base. Soft keys • Soft key functions change depending on the status of the phone (for example, whether you are on a call or the phone is not in use). The key's current function is shown on the LCD screen. i button (this could be represented by a [?] buttoninstead) • Displays online HELP for a phone key or function. On-screen Mode buttons • Provide access to the voice mail system (when available), call histories, directories (when available), phone settings such as contrast and ring type, and network configuration and status information. Volume buttons • Increases or decreases the volume for the currently active voice receiver: handset, headset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD. Function toggles • Toggles the headset, mute, and speaker functions on and off. Scroll key • Enables you to move among different soft key options displayed on the LCD screen. Dialing pad • Press the dial pad buttons to dial a phone number. Dial pad buttons work exactly like those on your existing telephone. Handset • Lift the handset and press the dial pad numbers to place a call, review voice mail messages, answer a call, and so forth.

  10. 7940 (or 7941) - TNS Design: Lines/Speed Dials, Options The Cisco IP Phone 7940 can be configured with 2-Directory numbers or two speed dials*. • Standard phone template for TNS deployment 1 Primary Directory number 1 Speed Dial (user configured)** • Template 2 Option 1 Primary Directory number 2nd Directory Number (same as PDN or other) No speed dials • OPTIONS - Cisco IP Phone 7940 features include: • 24 user-adjustable ring tones • A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) • G.711 and G.729a audio compression • Comfort noise generation and voice activity detection (VAD) programming on a system basis • The phone also includes the following settings: • Display contrast • Ring type • Network configuration and network status • Call status Soft Key Options: Redial New Call Call Forward All Hold End Call Resume Answer Meet-Me Conference Pick-up Group Pick-up Transfer Park Conference (Ad-hoc) *You can mix & match phone lines & speed dials to total the number of lines you have available on your phone model (2 lines total for 7940) **Speed dials & call forwarding can now be configured via the Web

  11. Cisco IP Phone 7960 (or 7961)(6-line) Provides six (6) programmable line/feature buttons capable of (12) twelve simultaneous calls and four interactive ‘soft keys’ that guide a user through call features and functions LCD screen • The IP Phone "desktop" which displays the time, date, your phone number, caller ID, line/call status and the soft key tabs. Line or speed dial buttons • Opens a new line, speed dials the number on the LCD screen, or ends a call. Footstand adjustment • Adjusts the angle of the phone base. Soft keys • Soft key functions change depending on the status of the phone (for example, whether you are on a call or the phone is not in use). The key's current function is shown on the LCD screen. i button (this could be represented by a [?] buttoninstead) • Displays online help for a phone key or function. On-screen Mode buttons • Provide access to the voice mail system (when available), call histories, directories (when available), phone settings such as contrast and ring type, and network configuration and status information. Volume buttons • Increases or decreases the volume for the currently active voice receiver: handset, headset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD. Function toggles • Toggles the headset, mute, and speaker functions on and off. Scroll key • Enables you to move among different soft key options displayed on the LCD screen. Dialing pad • Press the dial pad buttons to dial a phone number. Dial pad buttons work exactly like those on your existing telephone. Handset • Lift the handset and press the dial pad numbers to place a call, review voice mail messages, answer a call, and so forth.

  12. 7960 (or 7961)-TNS Design: Lines/Speed Dials, Options *You can mix & match phone lines & speed dials to total the number of lines you have available on your phone model (6 lines total for 7960) **Speed dials and call forwarding can now be configured via the web The Cisco IP Phone 7960 can be configured with multiple combinations of directory numbers and speed dials*. • Standard phone template for TNS deployment (most phones) 1 Primary Directory number 5 Speed Dial (user configured) • Template 2 option 1 Primary directory number 1 Secondary directory number 4 Speed Dial (user configured)** • Template 3 Option 3 (or 4 or 5 or 6) Appearances of the same Primary directory number 3 (or 2 or 1 or none) Speed Dial (user configured) This arrangement used for primary answering points with call forward busy from line 1 to 2, line 2 to 3, and line 3 to another endpoint. OPTIONS - Cisco IP Phone 7960 features include: • 24 user-adjustable ring tones • A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) • G.711 and G.729a audio compression • Comfort noise generation and voice activity detection (VAD) programming on a system basis The phone also includes the following settings: • Display contrast • Ring type • Network configuration and network status • Call status • Soft Key Options: • Redial • New Call • Call Forward All • Hold • End Call • Resume • Answer • Meet-Me Conference • Pick-up • Group Pick-up • Transfer • Park • Conference (Ad-hoc) • Cisco IP Phone 7914 Add-on Module: • 14 additional line buttons or speed dial buttons may be configured via a model 7914 add-on module. • Up to two (2) 14-button add-on modules may be used in conjunction with the model 7960 Cisco IP phone.

  13. NEW Enhanced Models Released – 7941 and 7961 Lighted Line Buttons & Higher Resolution Screen New models (available 2006) NEW - Lighted line buttons Green– local call active Red – In use on another phone Amber– incoming call NEW – higher resolution screen – easier to see line numbers NOTE: Pricing for 7941 (2-line) and 7961 (6-line) will be slightly increased from 7940 or 7960 models (approx. 10-20% increase)

  14. What You Need to Determine for Your New Phone Set… • YOU (or your area) need to decide: • What phone line(s) are needed • What lines should appear on your phone set? • Call waiting? • Speed dial • What line(s) do you want to speed dial on your phone? • Pick-Up Groups • Call Forwarding Paths • Unified Messaging • Voicemail to College mail server – you must have an ENGR email account

  15. Recap of Your New Phone’s Features Line buttons – the # of lines will depend on your phone model – this is a 7960 6-line phone (the buttons can be set up as your main phone line, other line appearances, or speed dials) ‘Soft’ keys – options will change depending on what you’re doing at the time [DIRECTORIES] button – View ‘Missed Calls,’ ‘Received Calls,’ ‘Placed Calls,’ and access Penn State Directory to search for PSU phone numbers [SETTINGS] button – Set your ‘ring’ type, change contrast of LCD screen, etc. Navigation button – use ▲▼ arrows to scroll through options on screen to select items [SERVICES] button – Access other phone services (Fast Dials (address-book feature-can be set up via web) [MESSAGES] button – access your voicemail messages using your phone, set up your password and record or change your voicemail greeting, etc. [Headset] button, [Mute] button, [Speakerphone] buttons – Use a headset, set phone to mute, use speakerphone [Volume] buttons – touch right/left to increase or decrease volume of ring

  16. College of Engineering Tom Long, ECS (formerly CEDCC) 3-6104 tlong@engr.psu.edu Tom is System Administrator for the College’s Unity ‘Unified Messaging’ Server that will port the voicemails to our email server Website URL’s – www.engr.psu.edu/unity This website provides information, online tutorials from Cisco, download/install instructions for ViewMail for your email program, etc. College documentation on VoIP www.ecs.psu.edu/training/networkmanual.htm - look under ‘VOIP’ College’s Remote Phone # To access your voice mail remotely – Call 814-865-2700 (enter your 5-digit office phone #, then your phone’s password) If you don’ University – TNS (This group is part of ITS-Information Technology Services) Jerry Stimely, ITS (or ITS staff) 863-2815 jerrys@psu.edu Jerry is the Telecommunications Analyst who has been involved with our College’s VOIP implementations TNS has online procedures VOIP – Help Line – 5-4662 Call concerning phone problems URL for users to configure their own speed dials, fast dials, & call forwarding remotely, etc. https://voip.psu.edu [enter your CAC ID & password] Key People Involved with VOIP Phones (College & University Contacts)

  17. Who to call or Where to go for HELP!!!

  18. Phone Capabilities Implemented by TNS or Future Features (What’s Coming Down the Road with VOIP) • ‘Speed Dial’ Issues • In the past, 7905 & 7910 phone models needed to have speed dials set up by TNS, not YOU – As of June 2004, most models enable you to now configure your own speed dials via the Web https://voip.psu.edu (contact TNS if questions or problems) • 7940 & 7960 phone models - As of June 2004, users are now able to configure or change their own speed dials and perform other configuration settings via their web browser – go to https://voip.psu.edu, and enter your Univ Access Acct ID and password to login – Web Services documentation in .pdf format is available at www.ecs.psu.edu/training/networkmanual.htm • ‘Meet Me’ Conferencing • This is the capability of being given a ‘meet-me’ number which is assigned by TNS and an originator of a call can conference call parties at a given time • LDAP Directory Search (as of March 2006) • You will have the capability at some point to search for phone numbers of all people within the Penn State community using your phone • Information Services • In the future, there will be additional services provided by TNS related to your VOIP phone • ‘Fast Dials’ were added (as of 2004) – via web, users can configure up to 99 numbers on phone • Forward ALL Calls from the Web • As ofJune 2004, users are able to set the option to forward all your calls by using your Web Browser (see above) • ‘Call Pickup’ and ‘Group Pickup’ • Call Pickup and Group Pickup are features that are now available where group pickups can be set up so that someone hearing a phone ring in an area can ‘pick up’ for someone within the group, etc. – this would be configured by TNS

  19. Becoming Familiar with the Phone and its buttons/keys • Let’s take a look at the phone and its buttons/keys you’ll need to know about • Depends on the model of phone you have installed • 7905 (replaced the original 7910 – new 7906 model will replace 7905) • One-line phone • 7940 (new 7941) • 2-line phone • 7960 (new 7961) • 6-line phone (with capability to add on) • Refer to the graphic pertaining to each model with each button/key noted 7905 (new 7906) 7940 (new 7941) 7960 (new 7961)

  20. Unified Messaging - College ‘Unity’ server[SendingVoice Mail to Email] • Tom Long (ECS, formerly CEDCC) • System Administrator for the Unity server in College • College of Engineering - Unity ‘Unified Messaging’ Server • Set up to portvoice mail to the email server in College • Users must have a Collegeof Engineeringmail account to use the unified messaging capability • Future? FAX Server • If FAX capabilities at some point wouldbe available • FAX’s received could be ported to College email server as attachments (just as the Voicemails would be available as attachments)

  21. How Does My VOIP Phone Work with My Email??? How do my VoiceMail messages get into my Email InBox? L:\trgdocs\Phones-VOIP-Cisco\VOIP-Phone-WorkswithEmail.ppt (sbp 12/02)

  22. University TNS (formerly OTC)‘VOIP’ (Voice Over IP) Servers CollegeServers College FAX Server (handles incoming FAX’s and sends to mail server) ‘Unity’ – Unified Messaging Services(handles VOIP voice mail and ties to our mail server) Exchange MAIL Server (College’s Email Server) ‘Call Manager’ Voice Mail Message sent to Email server Received FAX sent to Email server Incoming Call Received FAX sent to FAX server Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment Incoming Call HOME or Remote Location I can’t answer that-I’ll let voice mail pickup Voice Mail message Unity server OFFICE (w/ VOIP phone) University Centrex System Incoming Call No answer – Voice Mail left Incoming FAX • To check your voice mail, you can: • ON PHONE--Use the [Messages] button • ** OR ** • USING EMAIL - Check your email (if an Exchange client) • At home or a remote location, to check your mail (email, voice mail, fax) , you can: • Call 814-865-2700 to connect to your voice mail remotely (you’re prompted to enter ID (5-digit office phone #) & security password # (4-digit number) • ** OR ** • Log into your Exchange mail (WebMail, etc.), and check your email (if an Exchange client) • ENGR: https://mail.engr.psu.edu/exchange/

  23. VOICE Mail Capabilities [Unified Messaging via Email](Email feature is a College-specific capability) • New voice mail capabilities (related to Email) • Setting upyourvoice mail • When you first set up your new phone, when you touch the [MESSAGES] button, you’ll be stepped through setting a password and recording a voicemail greeting • Security number (password) to use for initial voicemail setup - 1234 • Retrieving your voice mail • From your officeVoIP phone • Press [MESSAGES] button, enter your password • OR use your email program if you have unified messaging (simply open the .wav voicemail attachment as you would any other email attachment) • Remotelyaccessing from home or location other than office • Call in using a remote phone (home phone, cell phone, remote telephone): • 865-2700 (if you have unified messaging (email capability)) • 865-4090 (if you have University’s voicemail and no email capability) • Use your email program (Outlook/Exchange email client if you have unified messaging) • Voicemail message will appear as email message with attachment • Using WebMail – https://mail.engr.psu.edu/exchange/ • Use College’s webmail – enter network username and password NOTE: Accessing your voicemail via Email is recommended because of limited licenses accessing voicemail from your phone

  24. ViewMail Utility (Optionalfor Outlook) &WEB Services(Using Browser to Configure Your Phone) • Optional Installation for setup of email client -’ViewMail’ Utility (for Outlook) • You can install an ‘optional’ Outlook ‘ViewMail’ utility where a voice can announce incoming voicemail messages, and other settings can be configured. • This is not necessary for Voicemail to work with your email program • Go to www.engr.psu.edu/unity/ for download/install information • Important: ViewMail software will not work for POP email clients orMAC users • Using the WEB to configure your phone and perform phone functions • As of June 2004, you will be able to configure your phone via your Web browser – for example, you can login to https://voip.psu.edu and login with your CAC (Access Account) ID and password, then set up or change your own speed dials, fast dials, set call forwarding, and other personal options.

  25. Setting Up Your VoiceMail for the First Time on Your Phone • Setting up voice mail (Quick Reference) • Once your phone is installed, you’ll need to initially setup your voicemail and record a greeting • IMPORTANT: The Security number (password) to use for initial voicemail setup – 1234 • You’ll change this number to something that you will only know, such as a PIN number for an ATM card or some other number • Note: If you’re asked to change your PIN, you can use the same PIN # again • Most of the time there is a [Messages] button on your phone • The first time you use your phone using the [MESSAGES] button, a voice recording will step you through setting a different security password number and setting other options such as your voicemail greeting

  26. Retrieving your Voice mail – ‘How to’ Steps • Retrieving your voice mail (Quick Reference available) • From your office phone • [Messages] button • From your email program (Outlook/Exchange email client) - Recommended • The voicemail message looks like a regular email message with an attachment (the voicemail message is simply converted into a .wav file) • The email message ‘Subject’ will say ‘Message from…..(either the person’s name if in the College of Engineering or the phone number) • From home, cell phone, or remote location, you can: • Use your Web Browser, and access your WebMail • https://mail.engr.psu.edu/exchange/ • Enter your network username/password • Check your email messages – the voicemail messages will be included and will look like an email message with a .wav file attachment • Call 814-865-2700 * – this will get you to the Unity Server here in the College, you’d then enter your ID [5-digit office phone number] & the security [4-digit password] number you identified • Note: You can also submit your home or cell phone numbers, and Tom Long can configure the server to identify you if you use those phone numbers to access your voicemail – no need to enter your office phone ID (your 5-digit phone number) – you would still need to enter your 4-digit password *If you use the University’s voicemail, you would call 814-865-4090

  27. ViewMail and WEB Services - Information • Installation of ‘ViewMail’ utility (Outlook) is not required for setup of email client • ViewMail installation from www.engr.psu.edu/unity/ is optional • Added features like a voice alerting you that you have voicemail, etc. • Important - ViewMail software will not work for POP clients and those using MACs – Outlook users can take advantage of this utility • From the WEB Call Manager (TNS) – (first web services were released 6/2004) • On-going web capabilities will be available like retrieving voicemail, setting options, etc. using your browser • As of June 2004 – users can use their web browser to configure their phone from any location: • Go to https://voip.psu.edu • Login using CAC (Access Account) ID and password • Select from the list of options that appear • Set or change speed dials, fast dials, set call forwarding, etc. • Documentation (.pdf file) for this is available at: • http://www.ecs.psu.edu/training/voip/WEB-Services-FastDialsSpeedDialsEtc.pdf • Future web capabilities will be added by TNS and users will be notified

  28. University-Related Capabilities (managed by TNS, formerly OTC) • ‘Call Pickup’ Groups • A request would need to be made to TNS for ‘call groups’ to be set up • Just as you would request speed dial, phone number configurations, etc. • ‘Call pickup groups’ can be set up for people within an area to pick up phone calls within that group (people within that group must be able to hear a phone ringing – office environment) • This is set up by the University (TNS) system administrator • ‘Meet Me’ Conferences • This is NOT available at this time • The University (TNS) system administrator sets up a ‘meet me’ conference • You would request a ‘conference-call-type’ meeting where people would call an assigned number at a specified time • Rather than you initiating a ‘conference call’ by dialing and connecting people together • Directory Services (as of March 2006) • TNS – capability to access PSU phone directory information through the phone • If you need to find the phone number for an individual, you can search using your phone • The University provides LDAP (Light Directory Access Protocol) directory information where you can search for someone’s phone number across campus • This is set up by the TNS system administrator • Information Services • Additional services will become available through TNS in the future – users will be notified • How to access Web Services – https://voip.psu.edu – login in with CAC (Access Account) ID and password

  29. 7905 7940 7960 BASIC Features of the Phone • Using the ‘Quick Reference’ handout: • We’re going to step through: • Some important basic functions of the VOIP phones • Transfer, conference call, call forwarding, etc. • Phone Settings (ringer, volume, etc.) • Changing Audio (ring type/volume) • Set Up Greeting • NOTE: Speed Dial setup (if necessary) • As of June 2004, can be done via web – https://voip.psu.edu • Must login with CAC ID and password <option screen appears> • The ‘Quick Reference’ handout can then be used as a guide when you return to your office

  30. Any Questions ? ? VOIP VOIP • REMEMBER: • If you have problems when you go back to your office • Please don’t hesitate to call the College/University contacts for HELP, or access the Web • Checklist • Use the checklist & quick reference to set up and check your phone and its capabilities when you get back to your office • Documentation can be found at www.ecs.psu.edu/training/networkmanual.htm - look under ‘VOIP’ section for presentations, .pdf files, etc. • Can’t find anyone to solve your problem?? • If you can’t find someone to help you, you can always call us here in the Training Lab at 863-4666 or email us at spysher@engr.psu.eduor mruth@engr.psu.edu

  31. Cisco VOIP Phones * * Quick Reference * * ECS – VOIP Training

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