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.  However, this email notification with attached voice message is separate from the voicemail server.  Deleting messages in email will not remove them from the server.  In addition to the guides below, answers to commonly asked questions about voice mail are available.

Cisco Phone Upgrade

All the phones on campus have been upgraded to either a Cisco 8841/8851 or Cisco 7821 - the upgrades should be completed by Fall of 2016.  The Cisco 8841/8851 is a 5-line phone capable of supporting five separate phone extensions and/or speed dials.  Most faculty and staff now have a Cisco 8841.  Offices that need more than five lines have a Cisco 8851 with an attached expansion module, which allows for an additional 18 lines.  All classroom and wall phones have been upgraded to a 2-line Cisco 7821.

Below are answers to some of the common phone related questions we get at the Help Desk:

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.

Change my Ringtone?

If you hear static when the phone rings, choosing a different ringtone should solve that problem.

  1. Press the Settings (gear icon) button on your phone.
  2. Use dots on blue ring around big silver circle to navigate over to Settings.
  3. Press the big silver circle to enter the Settings menu.
  4. Scroll down to select Ringtone.
  5. Press the Play softkey to test the various ringtones.
  6. Press the Select softkey to choose and confirm the new ringtone.
  7. Press the Exit softkey to finish.

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 an incoming call.
  • Once connected, press the More soft key (series of 2-3 dots).
  • Press the Conference soft key.
  • Dial the next number.
  • Use the Navigation button (blue ring around big silver circle) to select the previous call and highlight it.
  • Press the Conference soft key again to have all callers online for the conference call.

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
To check messages from off-campus, or another phone:
  1. Dial 610-328-8004 (or x8004 from on-campus phone), and follow the prompts
  2. Enter your Extension (User ID) + "#" key
  3. Enter your PIN + "#" key

Activate call forwarding?

From your Cisco phone, you can activate Call Forwarding for your primary extension (top button). For other extensions on your phone, you'll need to log into your Self Care Portal. While your phone is hung up, press the soft key button CFwdALL or Forward All (may need to press More first, which is a series of dots on the new phones). Then 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 or Forward All button again.

To Forward Calls from off-campus or another phone, and for additional extensions on your phone, log into your Cisco Self Care Portal:

From off-campus, you'll need to connect to VPN, before going to the Self Care Portal web page.

Note: the first time you connect you may get a certificate warning. Click accept certificate.

  1. In a web browser (do NOT use Chrome), go to phone.swarthmore.edu/ccmuser
  2. Login with your Swarthmore network credentials
  3. Click the Phones tab
  4. In the left navigation pane, click Call Forwarding
  5. Click the phone number on which you want to set up call forwarding
  6. Click Advanced calling rules
  7. Use the drop-down list boxes to configure call forwarding options for both internal and external calls. Remember to include "#" + "1" for off campus calls, including cell phone numbers. On campus numbers only need the 4-digit ext
  8. Click Save

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?

List of All Calls:

  • On right-hand side of the LCD screen, press key next to the Clock icon.
  • No Clock icon?  Press key next to Handset with Arrow above it and number below it icon.  This is the number of missed calls you received.
  • Press the softkey.

List of Missed Calls:

  • On right-hand side of the LCD screen, press key next to Handset with Arrow above it and number below it icon.  This is the number of missed calls you received.
  • No matching icon?  You do not have any recently missed calls, but can still see the list.
  • Press key next to the Clock icon.
  • Press the Missed Calls softkey.

The phone keeps a list of the last 99 calls in whichever category you're interested in.

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, browse to the phone number
  • Press the More soft key (series of 2-3 dots).
  • Press EditDial to add # or (#1) to the beginning of the phone number
  • Press Call, then pick up the handset

Use the Corporate Directory to look up a phone extension?

  • Press the Directories button on your phone (button with Book icon).
  • Use the Navigation button (blue ring around big silver circle) to choose Corporate Directory.  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.
  • The Personal Directory function is not enabled at this time.

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 (do NOT use Chrome), go to 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 (gear icon) button on your phone.
  2. Use arrow keys around big silver circle to navigate over to Phone Information.
  3. Press the big silver circle to enter the Phone Information menu.
  4. Scroll down to view the Host Name.
  5. The MAC address is the Host Name minus "SEP"

Log into my Cisco Self Care Portal?

The Self Care Portal allows you to manage the following phone features through a web browser: Call Forwarding (for any extension on your phone), Speed and Abbreviated Dials, Call History, update the phone's location (description). From off-campus, you'll need to connect to VPN, before going to the Self Care Portal web page.

Note: the first time you connect you may get a certificate warning. Click accept certificate.

  1. In a web browser (do NOT use Chrome), go to phone.swarthmore.edu/ccmuser
    • If you get an error, try typing the web address into the browser bar, or using copy and paste
  2. Login with your Swarthmore network credentials
  3. From off-campus, make sure you are first connected to VPN

Find an on-campus phone prefix - is it 328, 690, or 957?

On-campus phone prefixes
NPA Prefix Exchanges Extension Range
610 328 7320-8699
610 690 1120-5799
610 690 6800-6899
610 957 6000-6499