Cisco Phones

All faculty and staff assigned phone extensions have voice mail accounts.  No phone service is provided for students.  However, all publicly available phones (classrooms, halls, etc.) are able to make local calls, and long distance calls via a calling card. 

Below is a list of resources to help you set up and navigate your phone.  The guide, Voice Mail Essentials [pdf], provides quick instructions for setting up your voice mail, accessing your account on or off-campus, and shortcuts for navigating the voice mail menus.  All voice mails can also be accessed via email.  You will get an email notification whenever someone leaves you a voice mail message.  In addition the guides below, here is a link to commonly asked questions about voice mail http://www.swarthmore.edu/its/voice-mail.

Cisco Phone Upgrade

Over the next two years, all the Cisco phones across campus are getting upgraded.  The current model of desktop phone is either the 2-line Cisco 7941/7942/7945 or the 6-line Cisco 7961.  Both models are getting upgraded to the 5-line Cisco 8841/8861.  The current classroom phone is the 1-line Cisco 7911, which is getting upgraded to the 2-line Cisco 7821.  All Cisco 7911s will be replaced by the end of Summer 2015.

Below are answers to some of the common phone related questions we get at the Help Desk.  Directions may vary, based on the model of phone you are using.  Use the above linked PDFs for your specific model:

How do I ...?

Make a phone call?

Simply pick up the receiver and listen for the dial tone.  For off-campus calls, dial # + 10-digit phone number (includes "1" + area code).  For on-campus calls, just dial the 4-digit extension.  For international calls, dial #, the US country exit code (011) + country code + city code + number of the telephone you are calling.  Calls to Canada, and many Caribbean Islands, are dialed the same many as US long distance calls.

Put a caller on hold?

While the call is active, press the Hold soft key.  To bring the call back, press the Resume soft key or the line button.

Transfer a call?

During a phone call, press the Transfer soft key, dial the extension you would like to transfer to, and then press the Transfer soft key button again.

Create Conference Calls?

  • Dial or answer the incoming call from the first number.
  • Press the More soft key.
  • Press the Confrn soft key.  
  • Dial the next number.
  • Using the Navigation Keys to select the previous call (should have a blinking pause icon next to it).
  • Press the JOIN soft key

Check Messages?

A red light on the phone's handset indicates a new message.

To retrieve message(s):

  1. Press the Messages button
  2. Follow audio prompts

Activate call forwarding?

Press the soft key button CFwdALL and dial the following:

  • On campus, enter four digit extension
  • Off campus, press # followed by 1+area code+7-digit phone number
  • Voice mail, press * followed by 4-digit extension 

To deactivate, press the CFwdALL button again.

Answer a second call while on the phone?

Press the Answer soft key. This will place the first call on hold while you answer the second call.  When you are finished with the call, press the  Resume soft key to bring back the first call.  To switch between calls, use the navigation keys to select the call you want, and then press the Resume soft key (which will place the other call on hold).

Get a list of missed calls, received calls and calls that I've placed?

Press the directories button on your phone.  Once you do so, you will see Missed Calls, Received Calls, Placed Calls, Personal Directory, and Corporate Directory.  The phone keeps a list of the last 99 calls in whichever category you're interested in.  The Corporate Directory is a directory of all faculty and staff who currently work on campus.  You can search the directory by either first name, last name or telephone extension.

Redial last number called?

  • On campus extension, press the Redial soft key
  • Automatically turns on speaker for hands-free calling, or you can lift the handset
  • Off campus phone number, use Directories to browse for phone number
  • Press EditDial to add # or (#1) to the begining of the phone number - use the right-side navigation arrow to move any spaces to the end of the phone number

Set Speed Dial and Abbreviated Dial Numbers?

Associated with your Cisco IP phone are a total of 100 speed dial and abbreviated dial numbers.

Speed dials are phone numbers associated with physical buttons to the right of the screen on a Cisco IP phone, and must be available (not have an extension assigned to it) in order to be used as a speed dial.  You can pick up the handset and press the speed dial button to dial the associated party.  Contact the Help Desk if you'd like to configure one of these buttons.  

Abbreviated Dial numbers are associated with the number buttons, and are used in conjunction with the AbbrDial softkey on the Cisco phone.

Your phone can be configured through your Cisco Unified CM Options web page.  Note: the first time you connect you may get a certificate warning. Click accept certificate.

  1. In a web browser, goto phone.swarthmore.edu/ccmuser
  2. Login with your Swarthmore network credentials
  3. Choose User Options > Device (top left of web page)
  4. Choose a phone from the Name drop-down menu
  5. Click Speed Dials
  6. Enter a number and label for an Abbreviated Dialing code
  7. Click Save

To use abbreviated dial on your phone, enter the abbreviated dial number you wish to call BEFORE picking up the handset.  Then press the AbbrDial button and lift the receiver.  The phone call will be underway.

For Individuals with more than one telephone

If you have more than one phone associated with your account, at step 4 above, you need to select which phone you want to modify.  Each phone has a separate Abbreviated Dial list that must be configured.  The phones are identified by a unique MAC address that begins with SEP followed by numbers.  You can determine which number is associated with each of your phones by using the Settings button on each phone.  Follow these steps:

  1. Press the Settings button on your phone.
  2. Scroll down and select Model Information.
  3. Press the Select soft key button
  4. Prepend "SEP" to the number displayed under MAC Address to create the identifier you will need to select in step 4 above.

Find the MAC address?

The phones are identified by a unique MAC address.  You can determine which number is associated with each of your phones by using the Settings button.  Follow these steps:

  1. Press the Settings button on your phone.
  2. Scroll down and select Model Information.
  3. Press the Select soft key button
  4. Scroll down to view the MAC Address.