Phone Features

Those features marked with an asterisk (*) may require system programming. Please have your Departmental Administrator contact the MACdesk using our on-line request application  to have these features enabled for you.

Abbreviated Dialling*

Abbreviated dialling allows you to access your speed dials from your phone when you enter the speed dial index number.  The AbbrDial softkey is available whether the handset is in the cradle (on-hook), or off the cradle (off-hook).

  1. Add speed dials to your phone using the Cisco Unified CM User Options.
  2. For On-Hook Abbreviated Dialling:

                 With the handset in the cradle, dial the index number (1 - 99) of

                  the desired speed dial and press the AbbrDial softkey.

       For Off-Hook Abbreviated Dialling (while placing a call, while transferring

       a call, or while a call is on hold):

  • Placing a Call - get dial tone, press more twice, then AbbrDial (you will hear "beep beep"), press your speed dial index number, then AbbrDial.
  • Conference Call - press more, then Conf (you will hear dial tone), then AbbrDial, press your speed dial index number, AbbrDial, then Conf.
  • Transfer Call - press xfer, then AbbrDial, your speed dial index number, then AbbrDial. Once the caller answers you can press xfer.
  •  On Hold - press New Call, press more twice, AbbrDial, your speed dial index number, AbbrDial.

Note: To access the Cisco Unified CM User Options, you will require a userID and password. See the Telephony Self-Administration service for more information.

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Always Use Prime Line*

When this feature is enabled, calls that ring to a secondary extension cannot be answered by lifting the handset or pressing the speaker button. The ringing secondary extension can only be answered by pressing the corresponding extension button.

This feature would be helpful in a busy administrative environment if you are responsible for monitoring several lines, and at the same time require the ability to make numerous outgoing calls.

By default, the outgoing line selected will be the primary extension, regardless of incoming calls on secondary lines.

Please contact the MACDesk using our on-line request application to activate this feature.

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Audible Message Waiting Indicator*

Audible MWI, an accessibility feature, notifies visually impaired users of voice messages with a stutter dial tone. Every time the handset is lifted the dial tone interrupts three times until the voice mail message is either deleted or saved.

Note: This feature is only available on 7942/7962 models. Please have your Departmental Administrator contact the MAC desk using our on-line request application if you require this feature.

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Call Back

The call back feature allows you to receive call back notification when a called party extension becomes available.

To use the call back feature:

  1. Press the CallBack softkey after dialling an extension that is busy.

When you receive an audio and visual alert on your phone notifying you that the extension is available:

  1. Press the Dial softkey to call the extension back. -OR-
  2. Press the Exit softkey to quit the notification screen. -OR-
  3. Press the Cancel softkey to deactivate call back.

To review your call back settings and/or cancel call back:

  1. Press the More softkey.
  2. Press the CallBack softkey.
  3. Press the Exit softkey to quit the notification screen. -OR-
  4. Press the Cancel softkey to deactivate call back.

Note: You cannot activate call back if the called party has forwarded all calls to another extension. Once you exit the notification screen, you will not receive another notification alert.

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Call Forward*

There are two types of Call Forwarding.

The first type of call forwarding is Call Forward All which allows you to forward all incoming calls to another extension, voicemail or an off-campus local number.

To forward all calls:

  1. Press the CFwdALL softkey.
  2. Press the Messages button, enter another extension or an off-campus number.

To cancel call forward, press the CFwdAll softkey again.

Note: If the phone displays a message "CFwdALL Loop Detected", the extension you are trying to forward to has already forwarded to you. This creates a loop and the system will not allow you to forward to them.

The second type of call forwarding is automatic system forwarding. This type of forward will direct "ring no answer" and "busy" conditions to either another extension, voicemail or an off-campus local number.

Please contact the MACDesk using our on-line request application to activate this feature.

If you have subscribed to voicemail, your call forward "ring no answer" and "busy" targets will be voicemail.

Note: Call Forward All is only available from the primary line. To forward secondary lines, please use the Telephony Self-Administration service.

Note: "Off-campus" local call forwarding is a chargeable item and is included with "off-campus" voice mail  referral extension. Please contact the MACdesk using our on-line request application to activate this feature.

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Call Forward All Override

This feature overrides a CFwdAll setting. The user to whom calls are being forwarded (the target) calls the user whose calls are being forwarded (the initiator). Dialling the extension temporarily overrides, but does not disable, the CFwdAll setting.

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Call Forwarding Enhancements*

This feature affects the forwarding target for an unregistered (unplugged or switch down) phone. In the past, calls to unregistered phones with voice mail would forward to the voice mail account, however, calls to registered phones without voice mail would ring a fast busy.

The Call Forwarding Enhancement allows users that do not have voice mail the opportunity to request a forwarding target (another phone) when their phone is unregistered.

Please contact the MACdesk using our on-line request application to have an "unregistered" forwarding target activated for you.

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Call Hold

The call hold feature allows you to place an active call on hold. To place a call on hold, press the Hold softkey. To reconnect with the call, press the Resume softkey.

Answering an incoming call or initiating a new call automatically puts the active call on hold. To return to the held call, use the navigation bar to scroll to the call and press the Resume softkey.

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Call Join

The call join feature allows you to join multiple calls on your phone (from either one extension or multiple extensions) into a conference call, up to a maximum of sixteen participants. To join callers into a conference call:

  1. Place the 1st call on hold.
  2. Press More, Join. The screen will display "use line or join to complete".
  3. Press the button corresponding to the 2nd extension.

Both extensions are now in the conference call.

Please note: This feature is not available to Call Centre clients.

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Call Park

The call park feature allows you to place a call on hold, so it can be retrieved from another phone. For example, if you are on an active call on your phone, you can park the call to a call park extension by pressing the Park softkey. Someone on another phone can then dial the call park extension to retrieve the call. To park a call:

  1. Press the More softkey during an active call.
  2. Press the Park softkey.
  3. Take note of the five digit park number in the display, hang up.
  4. Retrieve the call from any phone by dialling the five digit park number.

Note: The call park number will be displayed on your phone for approximately 30 seconds. Parked calls that are not answered within 2 minutes will ring back to the line from which they were parked.

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Call Pickup*

The call pickup feature allows you to answer incoming calls to phones which are part of your pick group. The group call pickup other group call pickup feature extends this feature to phones that are not part of your pick group.

To pick up a ringing phone in your pick group:

  1. Press the More softkey.
  2. Press the Pickup softkey
  3. Press the Answer softkey. 

You can associate other pick groups with your own and use the other pick group feature for easier call handling.

To pick up a phone in another group which has been associated to your pick group:

  1. Press the More softkey.
  2. Press the OPickup softkey
  3. Press the Answer softkey.

To pick up a phone in another group not associated to your pick group:

  1. Press the More softkey.
  2. Press the GPickup softkey and enter the pick group number.
  3. Press the Answer softkey.

Please contact the MACdesk using our on-line request application for any pick group changes.

Note: You cannot pick a call which someone has put on hold. You will need to use the Call Park feature.

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Call Pickup Notification*

This feature allows users to receive an audio and/or visual alert when a call rings on a phone in a pickup group in which they are a member. The handset flickers and the phone will chime once every time there is an incoming call to a user's pickup group.

This feature is only available on 7942/7962 phone models.

Please contact the MACdesk using our on-line request application to activate the Call Pickup Notification for your phone.

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Call Processing*

Call processing solutions allow you to present callers with a menu (or menus) of choices and direct them to the appropriate resource based on their selection(s). CCS will work with departments to design and test an appropriate call processing solution to meet your needs.

Note: Call processing solutions are subject to an initial setup fee as well as a monthly fee. Please contact the MACdesk using our on-line request application for more information.

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Call Transfer

You can transfer a call without having to press the Transf... softkey twice. A call transfer cannot be completed using this method if the handset is in the cradle i.e. hands free call or while you are using a headset.

The call transfer feature allows you to transfer an active call to another line.

To transfer an active call while using the handset:

  1. Press the Transf... softkey.
  2. Dial the extension where you want to transfer the call to.
  3. Hang up.

 To transfer an active call while using a headset or speakerphone:

  1. Press the Transf... softkey.
  2. Dial the extension where you want to transfer the call to.
  3. Press the Transf... softkey again. 

To transfer a call directly to someone's voice mail box, follow the instructions above, but dial *77 before the extension. The greeting will begin playing again from the beginning when the caller is transferred.

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Call Waiting*

The Call Waiting feature allows you to receive a second incoming call on the same line without disconnecting the first call. When the second call arrives, you will hear a brief call waiting tone and see caller ID information on the phone's LCD screen. To answer the new call:

  1. Press the Answer softkey.
  2. The original call will be put on hold.

Use the navigation bar  and the Resume softkey to cycle between calls.

Please contact the MACdesk using our on-line request application to have call waiting disabled on your line.

Note: Call waiting is controlled by the number of inbound calls available on your extension. See the multiple calls per extension feature for more information.

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Caller ID

Business phones support caller ID for both on-campus and off-campus calls. Calls placed to an on-campus phone will display your name and extension, while calls placed to an off-campus phone will display the University's auto-attendant number, 519-824-4120.

Calls received from off-campus will display the name and number of the caller if available, otherwise, they may appear as 'private' or 'unknown'.

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Campus Directory

A directory listing of University of Guelph staff members is available on each phone. The phone contains a web XML browser, a piece of software similar to the web browser on your computer. When a search is requested, the directory pulls information from the existing LDAP server. Note: This is not a student directory, student entries are not available at this time.

  1. Press the directories button on your phone.
  2. Either scroll down to the Campus Directory or press 4.
  3. Enter part of the name to begin your search and press the Search softkey.
  4. Use the backspace softkey '<<' to erase the last character.
  5. There will be a maximum of ten entries displayed per page. Scroll through the results and use the NextPg softkey to advance to the next page.
  6. Press the Dial softkey to dial the selected number.
  7. The dialling prefix (9) or the long-distance code is automatically added where appropriate. Please, note that the extensions of the external numbers may not be dialled automatically.
  8. Press the Back softkey to return to the search page or the Exit softkey to exit the Campus Directory

Two search forms are available:

Simple form - if the search string is three characters or longer, the directory returns the records which contain that search string anywhere in the common name. If the search string is two characters, the search is performed on both the first and last name. In this case only records matching the search string from the beginning of the names are returned.

Note:If the search string is less than two characters long the search is not performed and an error page is returned.

Detailed form - the search can be performed on the first name, last name, or the phone extension. At least one of the three fields must be two characters or longer. In the case of the first or the last name, matching attributes must start with the submitted search string. In the case of the phone number, only University of Guelph phone extensions are searched.

Note: Only public entries within the Campus Directory are searched and displayed.

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Conference Calling

You may selectively remove participants from a conference call. In addition, you can have up to sixteen participants (including the conference call initiator) in a conference call.

The conference calling feature allows you to initiate a call of up to sixteen parties (including the conference call initiator). To initiate a conference call:

  1. Call the first extension or off campus party.
  2. Press the More softkey.
  3. Press the Confrn softkey.
  4. At the dial tone, dial another extension or off campus party.
  5. Announce the conference call and press the Confrn softkey to join all parties.
  6. Continue steps 2 through 5 until all parties are connected.

If you don't want to add the extension into a conference call, i.e. the party doesn't answer, voicemail picks up, etc.:

  1. Press the EndCall softkey.
  2. Press the Resume softkey.

Using the ConfList softkey, the conference originator can selectively remove participants from a conference call.

  1. Press the More softkey twice.
  2. Press the ConfLi softkey. The Conferee List is displayed.
  3. Use the navigation bar to scroll to the party you wish to drop.
  4. Press the Remove softkey.

To remove the last party called press the RmLstC softkey.

You may temporarily remove yourself from the conference by pressing the Hold softkey.

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Custom Ring No Answer Duration*

The custom ring no answer duration feature allows you to select the amount of time (in seconds) your phone will ring before the call is re-directed to your forwarding target, e.g. voicemail. The standard ring no answer duration on campus is 15 seconds. At 15 seconds you will hear your phone ring 4 times and the person calling you should hear 3 rings. Each extension on your phone can have it's own custom ring no answer duration. Please contact the MACdesk using our on-line request application to customize your phone's settings.

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Dialling Off-Campus Numbers from the Directory

All numbers in the Directory will be displayed as long distance, even if the number is a local call. The phone system will dial the number as local, if applicable.

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Direct to Voicemail Dialling

The direct to voicemail feature allows you to leave a voicemail message for someone without ringing their phone. To use the direct to voicemail dialling feature, dial *77 + <extension>.

Note: This feature is not available for HiCom/Spectralink voicemail boxes.

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Direct Transfer

The direct transfer feature allows you to transfer two separate callers from one of your extensions to each other.

  1. While on the line with one caller, press the more softkey twice.
  2. Press the DirTrfr softkey.
  3. Use the navigation bar  to select to the other call.
  4. Press the DirTrfr softkey.

Note: You cannot direct transfer two calls on hold, one call must be active. You cannot direct transfer two calls on different extension on your phone, both calls must be on the same extension.

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Directories

You will be able to access four different directories by pressing the directories button.

  1. Missed Calls
  2. Received Calls
  3. Placed Calls
  4. Campus Directory

The first three are a log of all the calls that have passed through your phone.

The Campus Directory displays the same information which you access from your computer.

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Extended Local Calling Area

The local calling area of each campus (Guelph and Ridgetown) has been extended to the other campuses.  This means long distance charges will no longer apply for calls between the Guelph campus and Ridgetown area business and residential numbers, nor between the Ridgetown campus and Guelph area business and residential numbers. You can continue to place these calls as you have in the past, but long distance charges will no longer apply. If you dial the number as a long distance call and it is serviced by a local calling area, the "1" will be dropped and the system will dial the number as a local call for you. If the "1" is not dropped, the call is considered long distance and you will be responsible for any long distance charges incurred.

For an idea of which area codes and exchanges are covered by the extended local calling service, see the following listings:

 

Guelph local calling area
Ridgetown local calling area
 

Please Note: Not all of the area codes and exchanges listed above may be included as the telephone system is only updated periodically. If you dial the number as a long distance call and the "1" is not dropped from the display, the call is considered long distance and you will be responsible for any long distance charges incurred. If you do not have a display, dial the call as a local call to see if the call proceeds or you are asked to add a "1" or "0" to the number.

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Help

Displays help on your LCD screen for a phone button or function. To access help about a specific button or softkey:

  1. Press the "?" button once.
  2. Then press a softkey or button and information will be displayed about that feature.

Or, to learn about a feature, select the feature from Directories, Settings or Services and press the "?" button twice quickly displays help on your LCD screen

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Hold Reversion

The Hold Reversion feature sends a single ring alert when a held call exceeds five minutes, and every minute thereafter. The ring is based on the selected ring type for that extension.

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Immediate Divert

The immediate divert feature allows you to send a caller immediately to your voicemail, or the voice mail of the party that has forwarded their calls to you.

To send an incoming call to your voicemail press the iDivert softkey.

For a call that was forwarded to you:

  • press the iDivert softkey. The screen displays two options:

                 Extension and Name Display of original called party

                 Extension and Name Display of the ringing phone     

  • press the toggle key to select either the extension of the original called party or select your extension.

To send a call on hold to voicemail:

  1. Press the More softkey.
  2. Press the iDivert softkey.

To send an active call to voicemail:

  1. Press the More softkey three times.
  2. Press the iDivert softkey.

 

Note: The immediate divert feature is not available to HiCom voicemail users, i.e. if you dial 70000 to access voicemail.

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Inter-Campus Calling (Guelph and Ridgetown)

Calls between the Guelph and Ridgetown campus are 5-digit extension to extension calls. There is no need to call the main campus number to reach an extension at the other campus. This affects both business and residence phones at each campus. For help finding an extension, please see the Guelph online directory. Other available resources are Ridgetown's staff directory listing. Switchboard services are also available for your assistance.

In the event the network link between the Ridgetown campus and Guelph campus is unavailable, the Ridgetown campus telephone system will begin to operate with limited functionality and inter-campus calling will not be available. During this time calls to and from each campus can be placed by dialling the appropriate main campus number and entering the 5 digit extension.  Long distance charges will not apply.

NOTE: The following behaviour can be expected when the Ridgetown telephone system is operating with limited functionality:

  • Calls placed to 5-digit Ridgetown extensions from the Guelph campus will be answered by voicemail.
  • Calls placed to 5-digit Guelph extensions from the Ridgetown campus will result in an error tone.
  • Phones at the Ridgetown campus will display "UofG Link Down. Ltd Service".
  • Message waiting indicators (red light & prompt) will not be available at the Ridgetown campus.
  • All non-local off-campus calls placed from the Ridgetown campus will need to be preceded by a "1"

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Messages

If you have voicemail, callers are transferred to voice mail when your line is busy or is not answered after 15 seconds. To check voice mail:

  1. Press the messages button.
  2. On campus but not your phone: press the messages button or dial x40000.
    Off campus: dial (519)824-4120 x40000
  3. Intercept the "welcome greeting" by pressing the "*" key.
  4. You will be asked to enter your ID number (which is your extension #) then follow the voice instructions.
  5. By default, your password will be 12345. You will be required to change your password the first time you access voice mail. Note: The password you choose must be at least a length of five characters.

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Multiple Calls Per Extension*

The multiple calls per extension feature allows you to select the number of inbound calls you can receive and the number of outbound calls you can place from your phone. This increased functionality allows you to transfer calls from your extension when you have two active calls. The default phone setting allows four outgoing calls (allowing transfer) and two incoming calls.

Please contact the MACdesk using our on-line request application to customize your phone's settings.

Note: A setting of 2 or more inbound calls effectively enables call waiting on that extension.

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Mute

Mute prevents the caller from hearing you or any background sounds. To mute the handset, press the mute button. To disengage mute, press mute again. (The mute button will glow red when active).

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Navigation Bar

The navigation bar  is found directly under the softkeys. It is used to scroll up or down through the options within the display window.

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Privacy on Hold*

This feature enhances the Privacy feature.

Users can enable or disable the Privacy feature which also extends to viewing and retrieving held calls on shared extensions.

For more information see Shared Line Privacy.

Please contact the MACdesk using our on-line request application to have an available line programmed for Privacy.

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Redial

To dial the last number you called press the Redial softkey. Note: If the last call you placed was a call transfer, the extension you transferred the call to will be the number redialled.

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Ring/Voice Volume

To adjust the handset, speakerphone or headset volume:

  1. Press the up or down volume button while the phone is in use.
  2. To save your new volume setting, just press the save softkey on the display.

To adjust the ringer volume:

  1. Press the up or down volume button while the handle is in the cradle.
  2. You will hear a sample ring and can continue to press the volume button until you reach the desired level.
  3. To save your ringer volume, press the Settings button and press the Save softkey.

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Ring Down Phones*

Ring down phones are phones that immediately dial an extension when you pickup the handset. These are useful in areas where a department would like to provide access to services over the phone but limit telephone access for other purposes. A ring down phone is also useful to connect a caller immediately to a destination number without the caller dialling the extension.

Please contact the MACdesk using our on-line request application to have a ring down phone installed. Regular installation and monthly fees apply.

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Ring Type

There are a variety of ring types to choose from for each extension on your phone. To select a ring type:

  1. Press the settings button.
  2. Select ring type.
  3. Scroll down to select the extension.
  4. Press play to hear each ring type, then select to choose a ring type, then ok to activate that ring type.
  5. Press exit.

The full range of ring types are available to secondary extensions on the phone.

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 Services (Phone)

Provides access to available phone services. These will change as additional functions are made available.

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Settings

Displays settings on the phone LCD screen, plus options for adjusting your phone's ring type and screen contrast.

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Shared Line Privacy*

The shared line privacy feature allows you to prevent other phones with your shared extension from the ability to view your call details on the shared extension, or to 'barge' in on a call. If you have an available button on your phone, it can be programmed to activate privacy. A 7940 has two buttons and a 7960 has six buttons which can be a combination of extensions and a privacy button.

To activate and deactivate privacy, press the line button labelled "Private". When privacy is activated, a dot is visible inside this button. The box will be empty when privacy is deactivated.

Please contact the MACdesk using our on-line request application to have an available line on your phone programmed for privacy.

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Softkeys

There are four softkeys which are found directly under the LCD screen. The function of these keys will be displayed on the screen and will change dynamically, depending on the status of your call.

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Speaker

Each phone comes standard with speaker phone capability. The speaker button toggles the speaker on or off.

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Speed Dials*

If you have an available line button on your phone, it can be programmed to dial a number in your speed dial list. A 7940 has two buttons and a 7960 has six buttons which can be a combination of extensions and/or speed dial buttons.

Please contact the MACdesk using our on-line request application to have an available line on your phone programmed for one-touch dialling. The speed dials will be assigned to your phone from the top down. For example, if you only have one line button available for one-touch dialling, the first speed dial in your list will be assigned to it. If you have two, the first two will be assigned, and so on.

  1. Add speed dials to your phone using the the Cisco Unified CM  User Options.
  2. Press the button beside speed dial label to dial the number.

Note: To access the Cisco Unified CM User Options, you will require a telephone userID and password. See the Telephony Self-Administration service for more information.

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Vacant Extension Intercept

When you dial an extension that does not exist you will hear the following recording:

"Your call cannot be completed as dialled. Please consult your directory and call again, or, ask your operator for assistance. This is a recording."

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Viewing Held Calls on Shared Lines

The extension button on the phone that held the call flashed green, while the shared extension on all of the other phones flashes red.

Note: This feature is only available on 7942/7962models at the Ridgetown Campus.

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