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ConvComm Cisco VOIP Tech Briefingfinal.ppt - Stanford University

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ConvComm Cisco VOIP Tech Briefingfinal.ppt - Stanford University Powered By Docstoc
					Converged Communications
 and the Cisco VoIP phone

                Tech Briefing
                July 30, 2010



   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Agenda
 What is Converged Communications?
 Features of the Cisco VoIP desk phone
      •     Conference calls for no additional fee
      •     Custom Address Book and access to StanfordWho
      •     Mobile Connect to ring a cell phone when your desk phone rings
      •     Mobility to transfer calls to your cell phone mid-conversation
 Features of the Cisco VoIP soft phone
      • Make calls from your computer using your Stanford phone number
      • Using Merge call for conference calls and transfers
      • Using video conference
 Roadmap to the Future


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                       STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
What is Converged Communication?
 Bundled voice and data services with a streamlined,
  consolidated billing model
 Available for Schools and Administrative Units
      •     Service costs are set annually and billed monthly
      •     All changes plus/minus five percent a year (except adding a new switch) are
            included at no additional charge
 Service includes:
      •     Phone number
      •     Local and domestic long distance calling
      •     Voice messaging
      •     SoftPhone
      •     Network port for voice and data services
      •     24x7 network and phone support
      •     Installation and routine maintenance
      •     Additional analog phone lines for fax machines and emergency phones

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                        STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Getting to Know the Cisco VoIP Phone




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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Dialing the Number
 Inside Calls: Dial the 5 digit extension
 Outside Calls: Dial ―9‖ + the number
 Bonus: Up to three calls at once on a single line!




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              STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Managing Incoming Calls
Divert a call to voicemail (iDivert)
       •    When your phone rings, two contextual Softkeys appear: Answer
            or iDivert. Press iDivert to send the call to voicemail.
Using Do not Disturb (DND)
       •    To toggle audible ringing on incoming calls on and off, press the
            DND Softkey. The line button flashes and a single beep sounds.
Forward all calls (CFwdALL)
       •    Press CFwdAll to transfer calls to voicemail or to an extension.
       •    Enter the telephone number to which you want to forward all
            your incoming calls. A flashing arrow appears next to your
            telephone number on the LCD to indicate that all incoming calls
            are being forwarded. The number calls are forwarded to appears
            above the softkeys.
       •    To Cancel, press the CFwdAll softkey.
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                      STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Transferring an Incoming Call
1.   Answer the call.
2.   Press Transfer Softkey. This places the call on hold.
3.   Dial the number that the call will be transferred to.
4.   When the dialed number rings, either:
       Press the Transfer Softkey again, or
       Wait for the party to answer
        so you can announce the call,
        and then press the Transfer Softkey.
5. If the party refuses the call, or the
   call does not complete successfully,
   press the End Call Softkey to cancel,
   then the Resume Softkey to re-join
   the original call.                                                  Transfer
NOTE: When transferring to voicemail, dial 5-0000,                     Softkey
then dial ** , then dial the 10-digit mailbox number.
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                     STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Making Conference Calls
1. Place the first call and wait for it to be answered.
2. Press the more Softkey, then, press the Confrn Softkey.
   This selects a new line and places the first call on hold.
3. Dial another telephone number.
4. When the next call is answered, press
   the Confrn Softkey to add this person to
   the conference call. You should now be
   able to speak to both called parties.
5. If you wish, you can add up to 3 more calls;
   for each, press Confrn, dial the next
    number, then press Confrn.
     • Maximum participants is 6
        (5 other lines and yourself).
     • To manage the participants,                            Confrn
        press the ConfList Softkey.                           Softkey


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                     STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Conference Call Tips
 The conference call ends when only two parties remain on the
  line.
 If the initiator of the conference call hangs up, the other parties
  can continue the call as long as the call continues on at least one
  Cisco VoIP.
 Press the Hold softkey to place a conference call on hold.
  Answering a second call will temporarily remove you from the
  conference. Press the Resume soft key to return to the
  conference call.
 Press the Speaker button to place a call on speakerphone.
 Press the Mute button to continue listening while preventing
  others on the call from hearing sound from your phone. Press
  Mute again to restore sound from your phone.


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                 STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Changing the Ring Type
1.    Press the Settings button, then
       press the Scroll key to highlight
       Rings; press the Select Softkey
2.    Press the Scroll key to highlight
      either a line or the default ring
      setting (these work the same),
      the press the Select Softkey.
3.    Use the Scroll key to highlight
      a ring type.
4.    Press the Play Softkey to hear
      the highlighted ring type.
5.    To select a ring type, press the
      Select Softkey and then press the
      Save Softkey.
6.    Press the Exit Softkey until you                            Softkey
      return to the main screen.                                              Scroll   Settings



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                      STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Call Logs and Directories
Use Directories to access a log of Missed, Received, and Placed Calls.
 Each log can hold up to 100 entries

You can also access your Personal
   or Corporate Directory.

Use the Select Softkey when
choosing your Directory option
      1. Missed Calls (use EditDial to
         add 9+1 for outside lines)
      2. Received Calls (use EditDial to
         add 9+1 for outside lines)
      3. Placed Calls
      4. Personal Directory
      5. Corporate Directory                                       Select     Directories
                                                                   Softkey
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                      STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Cisco VoIP Web Portal
Go to phoneuser.stanford.edu to set up:
   • Personal Address Book
   • Fast Dials
   • Speed Dials
   • Abbreviated Dials
   • Mobile Connect
   • Mobility

      NOTE: phoneuser.stanford.edu redirects to
        myphone.stanford.edu/ccmuser.
      Both URLs work equally well, but phoneuser is
        shorter.
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                STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
                                             Use to set up speed
                                             dials and abbreviated
                                             dials and change line
                                             settings from the web.




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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
                                             Use to set up Mobile
                                             Connect and Mobility
                                             transfer to cell.




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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Speed, Abbreviated, Fast : what's the difference?

Speed Dial
    Available only on 6 button phones
    Up to 4 numbers with one-touch dialing
    On the web, go to Device>SUNet_phone>Speed Dials
Abbreviated Dial
    Dial a code number you select, then press the AbbrDial soft key to
     connect
    Up to 199 abbreviated dialing numbers
    Set up on the same page as Speed Dial
Fast Dial
    Create a phone list in the order you select based on entries in your
     Personal Address Book
    Access Fast Dials by pressing Directories>Personal
     Directory>Personal Fast Dial on your phone.
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                    STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
                                                                NOTE: Some
                                                                fields accept
                                                                10-digit dialing.
                                                                Always use
                                                                9+1+10-digit to
                                                                prevent errors.


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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Speed Dial on the Phone
                                              Speed Dial numbers
                                               display with the Label
                                               name.
                                              To dial, just press the
                                               button next to the
                                               speed dial you wish to
                                               use.




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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Personal Address Book & Fast Dial
On the Web:
1. Create entries in your Personal Address Book at User
   Options>Personal Address Book.
2. Add entries from your Personal Address Book to your Fast Dial
   list in the order you wish at User Options>Fast Dials.
On your Phone:
     The Personal Address Book is searchable by Last Name, First
      Name, and Nickname. (It is NOT a list.)
      Access it at Directories>Personal Directory>Personal Address
      Book
     The Personal Fast Dials displays your list in the order you
      selected.
      Access it at Directories>Personal Directory>Personal Fast
      Dials
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                   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Personal Fast Dials on Your Phone
 On the phone, listings
  display with the type of
  phone as a single-letter
  prefix, followed by the
  Nickname you selected.
 You can have up to
  50 Fast Dials.




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              STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Mobility
Mobility allows you to:
 Receive calls to your Stanford number on alternate phones, and
 Transfer a call from your desk phone to your cell phone. (Handy
   if you get an important call just when you need to leave for a
   meeting!)
To access Mobility setup:
1. Go to Devices.
2. Select your SUNet_mobility in the Name field.
3. Click the Remote Destinations (Mobility) button.
4. Click the Add New button (or click Find to edit an existing
    profile).



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                STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
   Set up Mobility
Mobility is set up on
the Remote
Destination
Configuration page.



Enter a destination
number using 9+1+
10-digit number.

Check Mobile Phone
to be able to transfer
a call to your cell.



Check Enable Mobile
Connect to enable
simultaneous ringing
to your cell.


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                         STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Mobility (Mobile Phone)
    To pass a live call from your desk phone to your mobile phone,
     press the More Softkey,
                                                            Select
     then the Mobility Softkey,                             Softkey
     and press the Select Softkey.
     The call passes to your mobile
     phone.
    To return the call from your cell
     to your desk phone, hang up
     your cell. The caller is placed
     on hold on your desk phone.
     Press the line button to retrieve
     the call. NOTE: Calls must start
     on your desk phone to be
     retrieved there.
Note: Prior to using the Mobility feature, you
must configure it from your Myphone Portal                                  Mobility    More
Page. https://phoneuser                                                     Softkey    Softkey

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                         STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Mobility: Mobile Connect
 Allows your phone number to ring simultaneously to multiple
  devices:
      • Your mobile phone
      • Another desk phone
      • Your home phone
 Always enter Mobile Connect numbers as 9+1+10-digits
 Check the Mobility Settings page for settings for each cell phone
  provider.




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                  STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Things to Expect
 You may need a new headset for your desk phone.
      • Most Plantronics headsets are compatible.
 If there is a power outage, your phone will have
  temporary power for 15-20 minutes (via UPS backup
  power). After that, your Cisco VoIP phone will not be
  available.
 When calling from the Missed Calls or Received Calls
  directories, use EditDial to a 9 + 1 to outside lines.
 Caller ID – Caller ID is not blocked by default
      • Dial *67 to block for a call
      • To always block your number, request a number mask


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                   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Cisco Soft Phone
 A soft phone is a software based
  phone installed on your computer.
 It uses the same phone number as
  your Stanford desk phone.
 You can use it on-campus or off-
  campus when used with the Cisco
  VPN.
 Use a USB headset for best results
 Log in using your SUNet ID and
  password



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               STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Important Caveats
 Do NOT use your soft phone to call 911.
      • Soft phone technology may not provide the most timely or accurate
        location data and calls may be routed to the wrong emergency
        response center or the emergency response center may make errors
        when determining your location.
      • If you must use a soft phone to report an emergency, tell the
        dispatch operator your physical location immediately.
      • Stanford University is not liable for errors or delays in emergency
        response.
 It is not unusual to experience occasional loss of
  audio quality when using a soft phone due network
  degradation. For best sound quality, use a USB
  headset and a wired connection.

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                    STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Getting to Know the Soft Phone

    Status
                                                                  Phone Mode

Contact List
                                                                   Missed Call
                                                                   Indicator
Recent Calls                                                       Recent Call View



                                                                  Search
Search Result


                                                                  Dial Pad
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                STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Dial a Number
                                                 Click the Dial Pad
                                                  button to enter a
                                                  phone number.
                                                 You can click the on-
                                                  screen keys or use
                                                  your keyboard.
                                                 Click the
                                                  Dial button or press
                                                  Enter to dial.




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            STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Other Ways to Dial
 Search
      •     It searches the public view of StanfordWho
      •     Searches may be slow
      •     Right-click to add a search result to your Contacts
      •     Double click to dial a search result
 Recent
      • Double-click any item in the Recent history to call that number
 Contacts
      • Right-click or click-and-drag to add contacts from Search results or
        Recent and select Add Contact To
      • To create a personal contact, right-click to see Add New Contact
        and click the Create Personal Contact button
      • Double click to dial a contact

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                       STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
On a Call




                  End Call                                     Call Participants

                 Hold/Pause                            Dial Pad

            Merge/Conference


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             STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Merge Calls
 The Merge Call function on soft phone is similar to
  Conference or Join on a desk phone.
 To call someone else and merge them to the original
  call, place the first call on hold and call the second
  participant. Once they answer, click the Merge
  button.
 If you already have two active calls, click the Merge
  button.
 Select the other active call from the drop-down list.
 Click the Participant Roster button to see the list
  of participants on the call.

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              STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Merge/Conference Call Tips
 The conference call ends when only two parties remain on the
  line.
 If the initiator of the conference call hangs up, the other parties
  will be able to continue the call, as long as the call continues on
  at least one Cisco VoIP desk or soft phone.
 Click the Pause button to place a conference call on hold.
  Answering a second call will temporarily remove you from the
  conference.
 Click the Mute button to continue listening while preventing
  others on the call from hearing sound from your phone. Press
  Mute again to restore sound from your phone.




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                 STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Answering an Incoming Call
 Click the handset icon
  to answer an incoming
  call.
 The send-to-voicemail
  button is not yet
  implemented.
 Calls will drop to voicemail normally after four or five
  rings.




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              STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Video Phone
 Video Phone is available when dialing from a Cisco
  soft phone to another Cisco soft phone.
 Before placing a video call, take a few moments to
  verify your settings and preferences.
      • Find a near-by colleague to make a test call.
      • Adjust your settings in Preferences>Audio/Video.
 To place or answer a call with video, click the
  icon.
      • Note: We do not recommend changing your double-click settings to
        Video as it will not work with all phones and may cause unexpected
        behavior.



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                   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Availability Status
 Available — Normal status
 Do Not Disturb —Do Not Disturb prevents people from
  instant messaging you and your phone does not ring.
 Idle — When there is no activity for five minutes (default), this
  status appears. (You can change the Idle default time in the Preferences.)
 On the Phone — When on a call, this displays with a yellow
  icon.
 Away — Use if you’re away from your keyboard.
 Out of Office — You can set your status to Out of Office to
  indicate your Away status more specifically.
 Invisible — Setting your status to Invisible prevents people
  from seeing your availability when you are logged in.
 Custom — You can also create custom status lines for Available
  and Away, such as "In a meeting.‖
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                   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Other Features
 Instant Message
      • The IM available here is only for Cisco soft phone to Cisco soft
        phone users
      • It is NOT encrypted
      • We recommend using Stanford IM instead: im.stanford.edu
 Voicemail
      • On the Mac, the client says "Online (Unable to connect to
        voicemail)‖
      • Dial 5-0000 to connect to voicemail
 Mac Users - Install the Address Book Plugin.
      • Click any phone number label in Address Book and choose Dial
        With Cisco UPC to initiate an outgoing call



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                    STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Roadmap to the Future
Cisco Unified Mobile Communicator App
    Extend your Stanford phone number to your smartphone (iPhone, etc.)
    See missed calls and return calls via the Stanford network (without
     using minutes on your phone!)
Next Generation of Cisco Soft Phone
    Search Stanford view of StanfordWho directory
    Click a number on a web page to dial on your desk phone or soft phone
    Conduct WebEx conference using the soft phone, including bringing
     others into a conference where they can view the web conference using
     their soft phone
    Integration with other instant messaging clients
Desk phone customization
    Expanded ability to put text information on a Cisco Desk phone
    Display event reminders on the phone screen
    Option for university-wide announcements
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                    STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
What questions do you have?




   STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES

				
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