Desk Phone Guide: Cisco 6921


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Cisco 6921: Quick Guide

Softkeys and Navigation button

Softkeys can change depending on how you are using your phone. When a softkey is available for use, a label appears above it on the display. If the More softkey appears, press it to view additional commands

The Navigation button  allows you to scroll through menu items and highlight items. To choose an item, use the Select button in the middle of the Navigation bar. When the phone is in idle mode, the Navigation button displays your Placed Calls.

Two line keys are located next to the keypad. Your phone might support both lines or just Line 1.

Basic call handling

Place a call

  1. Place a call using the handset:
    1. Pick up the handset and dial the number.
  2. Dial on-hook (without lifting the handset)
    1. Press New Call softkey and dial the number.
  3. Place a call using the speaker
    1. Press the Speaker button  and dial the number.
  4. Place a call using a headset
    1. Press the Headset button  and dial the number.
    2. If the Headset button is lit, press New Call softkey and dial the number.
 

Place a call USING A SEPARATE LINE while another call is active

  NOTE: THIS FEATURE IS AVAILABLE ONLY IF YOUR PHONE HAS MORE THAN ONE LINE.

  1. Press a line button for the new line. The first call is automatically placed on hold.
  2. Dial the number.

 

Dial from a call log  

  1. Press the Applications button .
  2. Select Call History, using the Select button in the middle of the Navigation bar.
  3. Use the Navigation bar  to scroll to a line to view.
  4. Go off-hook or press Call to call the number.

Redial a number 

  1. Press Redial softkey to dial the most recently dialed number.

 

CallBack: receive notification when a busy or ringing extension is available

  1. Press CallBack softkey while listening to ringing or busy tone.
  2. A confirmation screen displays on the phone.
  3. Hang up and press the Exit softkey to return to the main screen.
  4. When your phone alerts you that the line is free, press the Dial softkey to place the call again.

 

Answering a call

  1. You can answer a call by lifting the handset, or you can use other options if they are available on your phone.  

Answer with a headset

  1. Press Headset button  if unlit.
  2. If Headset button is already lit, press Answer softkey or flashing line button.

Answer with the speaker

  1. Press Speaker button , Answer softkey, or flashing line button.

Switch from a connected call to answer a new call on the other line (If you phone has two lines)

  1. Press flashing amber line button. The first call is automatically placed on hold.

Answer a Call Using Pickup

  1. Lift handset and press the PickUp softkey to transfer a ringing call within your pickup group to your phone. If you have multiple lines and want to pick up the call on a non-primary line, first press the desired line button, then press PickUp.
  2. Press the Answer softkey to connect to the call.

Divert

  1. Press Divert softkey to send an incoming call directly to voice mail.

 End a Call

  1. Hang up while using the handset.
    1. Return the handset to its cradle or press EndCall softkey.           
  2. Hang up while using the headset. 
    1. Press EndCall softkey. 
  3. Hang up while using the speaker. 
    1. Press Speaker button or EndCall softkey. 

Hold Call

  1. To put a call on hold, press the Hold button .
    1. The Hold icon displays next to the caller ID and the line button flashes green.
    2. To resume the call, press the Resume softkey or the flashing green line button. 

Using Mute

  1. With the Mute button enabled, you can hear other parties on a call, but they cannot hear you. You can use Mute with the handset, speaker, or a headset.
    1. If you want to toggle Microphone on Press the Mute button . The Mute button lights.
    2. If you want to toggle Microphone off Press the Mute button . The Mute light goes out. 

Transferring calls

Transfer a call without talking to the transfer recipient.

  1. Press Transfer button .
  2. Dial third party's extension. 
  3. Press Transfer button or Transfer softkey to connect the call.

To cancel the transfer and resume the original call,

  1. Press Cancel and press flashing line key or Resume.

Talk to the transfer recipient before transferring a call (consult transfer)  

  1. Press Transfer button .
  2. Dial third party's extension and announce call. 
  3. Press Transfer button or Transfer softkey to connect the call.

To cancel the transfer and resume the original call,

  1. Press Cancel and press flashing line key or Resume. 

 

Forwarding all calls to another number  
You can use the Call Forward All feature to redirect incoming calls from your phone to another number.  

 NOTE: YOU CAN ONLY FORWARD CALLS FROM YOUR PRIMARY LINE.  IF YOU HAVE AN ADDITIONAL LINE, CALLS WILL RING AS USUAL. 

Set up call forwarding 

  1. Press Fwd All softkey and enter target phone number.  
  2. Cancel call forwarding  
  3. Press Fwd OFF softkey.   
  4. Verify that call forwarding is enabled. 
  5. Look for:  The call forwarding target number on the display.

Conference calls  
A standard conference allows up to six people to participate in a single call.

Create a conference by calling participants  

  1. From a connected call, press Conference button .
  2. Enter the participant's phone number.
  3. Wait for the call to connect.
  4. Press Conference button or Conf. softkey to add the participant to your call.
  5. Repeat these steps to add more participants, if desired.

Using a Shared Line   

  1. Your line button turns red when another phone that shares your line has a connected call.
  2. The line cannot be used to barge in on the call or used to make another call.  

Using a headset 

  1. To connect a headset to the Cisco Unified IP Phone, plug it into the Headset port on the back of the phone.  
  2. Press the Headset button  on the phone to place and answer calls using the headset.
  3. Depending on headset manufacturer's recommendations, an external amplifier may be required. Refer to the headset manufacturer's product documentation for more information.

Using Call logs and directories
Call logs contain records of your missed, placed, and received calls.  The Call Log stores up to 150 records.  

View your call logs  

  1. Press the Applications button .
  2. Select Call History, using the Select button in the middle of the Navigation bar .
  3. If you phone has two lines, select All Lines or the line that you want to view.
  4. To view all calls in the Call History list, press the Missed Calls softkey
  5. To view missed calls in the Call History list, press the All Calls softkey
  6. Press the   softkey to return to the Call History screen.
  7. Display details for a single call record
  8. Follow the above steps, then:  
  9. Use the Navigation bar  to scroll to a line to view.
  10. Press Details softkey (you may need to press the more softkey first).  Doing so displays information such as called number, calling number, date, and time of day. 
  11. Press the  softkey to return to the Call History screen. 

Erase call records 

  1. Press the Applications button.
  2. Select Call History, using the Select button in the middle of the Navigation bar.  
  3. If you phone has two lines, select All Lines or the line that you want to view.
  4. Press the Clear softkey (you may need to press the more softkey first). 
  5. Press the Delete softkey to delete the Call History list or press the Cancel softkey to go back to the Call History screen.

Erase a single call record   

  1. Press the Applications button.
  2. Select Call History, using the Select button in the middle of the Navigation bar.  
  3. If you phone has two lines, select All Lines or the line that you want to view.
  4. Select the call you want to delete.
  5. Press the Del Call softkey (you may need to press the more softkey first).
  6. Press the Delete softkey to delete the call or press the Cancel softkey to go back to the Call History screen.  

Dial from a call log (while not on another call)  

  1. Press the Applications button. 
  2. Select Call History, using the Select button in the middle of the Navigation bar.
  3. If you phone has two lines, select All Lines or the line that you want to view.
  4. Highlight a call record.
  5. If you need to edit the displayed number, press the more softkey and EditDial followed by

<< or >>.  

  1. Select the call you want to dial and do one of the following:
  2. Press the Call softkey.
  3. Press the line key.
  4. Pick up the handset.
  5. Press the speakerphone or headset button.

Changing phone settings

  1. The Volume bar is located to the left of the keypad.

 Adjust the volume level for a call  

  1. Press the volume bar up or down during a call or after invoking a dial tone.
    This action adjusts the volume for the handset, speakerphone, or headset, depending on which device is in use.  

Adjust the volume level for the phone ringer

  1. Press the Volume bar up or down while the handset is in the cradle. 
    The new ringer volume is saved automatically.

To silence the phone when ringing 

  1. Press the Volume bar down one time (pressing multiple times lowers the ringer volume). 

Change the ring tone   

  1. Press Applications button       
  2. Select Preferences (Use the Navigation bar and round Select button to scroll and select.)
  3. Select Ringtone.
  4. If necessary, select a line.
  5. Scroll through the list of ringtones and press Play to hear a sample
  6. Press Set and Apply to save a selection.

 Customizing the phone screen 

  1. Press Applications button.
  2. Select Preferences (Use the Navigation bar and round Select button to scroll and select.)
  3. Select Contrast
  4. If necessary, select a line.
  5. Press the Navigation bar up or down.
  6. Press the Save softkey.

Accessing voice messages to access voice messages from your telephone   

  1. Press the Messages button.
  2. From an off campus location, dial 203-436-4477 enter your mailbox number, then press * and enter your passcode.  
  3. If calling from a Yale telephone (other than your own) that has a voice mail box, while hearing "Hello" and the name of the mailbox owner, press *, enter your mailbox number, then press * again. After hearing "Hello, (Your Name)," enter your passcode.

Set up and personalize your voice message service  

  1. Press the Messages button and follow the voice instructions.
  2. If a menu appears on your screen, choose an appropriate menu item.

Voice Mail Message Indication 

  1. The light strip at the top of the handset stays lit if there is a new voice mail message.
  2. Note: For detailed information, refer to the Yale Voice Mail User Guide.