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IP (fixed-line) desk phones and extensions

IP (fixed-line) desk phones and extensions

All fixed-line phones used within the University are known as ‘IP Phones’, because they are essentially digital devices, connecting via the University’s cable data network using the same Internet Protocol as personal computing devices. There are several models of IP phone available, depending on what features the user requires. An important point to consider is that an extension number (or telephone account) is no longer inextricably tied to a specific phone: to tie an extension to a specific phone, the extension owner must first login to that phone. Only then will the phone ring if someone calls that extension.

What IP Phones & User Guides are available?

Cisco 7911/7912 IP Phones       Cisco 7911/7912 Guides       Cisco Online Video Guides      
   7911/12 Phone

Note: This is the standard Cisco IP Phone        

Telephone System Quick Start Guide - 7911/7912/7960

Telephone Handset Guide - 7911/12

Cisco 7911 Phone Video Guide

Cisco 7912 Phone Video Guide

Cisco 7841 IP Phone       Cisco 7841 Guides       Cisco Online Video Guides      
7841 Phone 

Note: This is the new standard Cisco IP Phone        

Telephone System Quick Start Guide - 7841/8851

Telephone Handset Guide - 7841

Cisco 7800 Phone Video Guide

Cisco 8851 IP Phone       Cisco 8851 Guides       Cisco Online Video Guides      
8851 Phone 

Telephone System Quick Start Guide - 7841/8851

Telephone Handset Guide - 8851

Cisco 8800 Phone Video Guide

Cisco 7965 IP Phone       Cisco 7965 Guide       Cisco Online Video Guides      
7965 Phone 

Note: This is the standard MCUK IP Phone        

Telephone Handset Guide - 7965

Cisco 7960 Phone Video Guide

Cisco 7940/7960 IP Phone       Cisco 7940/7960 Guides       Cisco Online Video Guides      
7960 Phone

Note: This is the manager/secretary/conference phone        

Cisco 7940/7960 in Manager/Secretary Setup

Conference calling guide

Cisco 7960 Phone Video Guide

Cisco 7940 Phone Video Guide

All Cisco IP Phones Voicemail Guides      

All users of Cisco IP phones as standard are configured with a Cisco Unity voicemail account.

Please see the guides below:  

Voicemail Quick Start Guide

Voicemail Cisco Full User Guide

Cisco Unity Online User Guide

Cisco Online IP Phone Guides and Video Tutorials      

If you know the model number of your Cisco IP phone, there are also Cisco IP phone online guides and downloadable video tutorials available via the following Cisco web site links:        

Online Video Tutorials:

Online guides:

Note: Our current version of Cisco Call Manager is 10.6 so it is worth looking at the newest version of the online guide(s).        

If you require any further information or support please contact Digital IT.

It is important to understand that with the University’s current phone system, IP phones and extension numbers are not inextricably tied together, and are therefore requested separately. To get a telephone extension number, you must first request a telephone account. Then, to tie that account (extension number) to a physical IP phone, you must login to that phone. See below Extension mobility - logging in to an IP phone.

  • If you need to request an IP phone, you need to fill out a Telephony Request Form and submit it via the Digital IT Service Desk. As part of this requesting process, you will need to specify whether you will use an existing data socket to connect the phone, or you will need a completely new socket*.  
  • If you need an extension number, you must first request a telephone account via the Digital IT Service Desk. When that has been created, you will be advised of your extension number.  

*Note that only one data socket is required for connecting an IP phone and a Personal Computer (as a co-located pair) to the University’s data network.

Depending on your requirements, there may be a charge for the supply of an IP Phone setup; also note that external call charges apply. Refer to the Charges and Billing section for details.

Special phone configurations – Hunt Groups, Pickup Groups

If you need any special phone configurations to be set up, such as hunt groups, pickup groups or manager-assistant arrangements, see Special Phone Configurations.

Call Centre Setup

Call Centre telephone configurations are normally set up by way of small projects. See the Call Centre section.

The University’s telephone system is based around ‘extension mobility’. 

With this type of system, every person or business function requiring an extension number must have a telephone account. 

A specific extension number is directly associated with each telephone account; however, the telephone account/extension number is not inextricably tied to any physical phone. Instead, when an accountholder wishes to tie their account/extension number to a specific, physical phone, they need to login to that phone using their general login username (e.g., UIS999) and a PIN code (which is 12345 by default). 

To break the tie between an account/extension and a physical phone, it is necessary to logout of the relevant phone.

For details of how to login and logout, see the Telephone System Quick Start Guide for your model of IP phone.

If you forget your phone login PIN code, see help and support

By request via the Digital IT Service Desk, traditional hunt-group, pickup-group and Manager-Assistant features can be enabled for groups of extensions. Note that these features are based on groups of extensions, rather than physical phones or locations (see above Extension Mobility/Logging In to an IP Phone). So, for example, if your extension is in a pickup group within a school office and you relocate to a different school, even though you retain your original extension, you will remain in your former school office’s pickup group until you request removal.

  • For detailed information about using Manager-Assistant features, see the ‘Manager/Secretary setup’ guide in the Telephony User Guide Library.  

Pickup Groups

When certain extensions are placed in a specific pickup group and someone calls one of those extensions, the call can be picked up from any phone that is tied to any of the extensions in the group.

Hunt Groups

Every hunt group has a ‘virtual’ extension number. If an internal or external call is routed to that number, the call is presented to one or more of the extensions in the hunt group, based on a specific distribution method. The available distribution methods are as follows:

  • Top-down: With this method, the extensions in the group are effectively placed in a fixed, ordered ‘list’ within the telephone system. When a call is routed to the group, it is always presented to the first available extension in the list.  
  • Circular: Again, extensions are effectively placed in a fixed, ordered list. The first call that is routed to the group is presented to the first available extension on the list; the next call to the second (even if the first on the list has become free meanwhile), etc. When all extensions have had a call presented, the sequence continues once again with the first extension on the list.  
  • Longest Idle: Each call routed to the group is presented to the extension within the group, which has been idle the longest.  
  • Broadcast: Each call routed to the group is presented, simultaneously, to all available extensions within the group (the call is connected only to the first extension that is answered).  

Manager-Assistant configuration

This configuration allows managers and their assistants (or groups of managers and assistants) to handle calls in ways that work best in terms of overall productivity—for example, incoming calls to managers’ extensions can be routed to assistants in the first instance, who can then decide whether or not the call should be put through to the relevant manager. 

With the manager-assistant configuration, there are too many options to describe here: when a possible new manager-assistant requirement is identified within the University, a telephony specialist will normally work with the requester to identify the most effective configuration for their personal preferences.

Please contact the Digital IT Service Desk if you have any questions regarding the above Telephony Service features.

Please notify the Digital IT Service Desk if you need to:

  • Return any unwanted IP phone hardware for reuse;
  • Delete an extension number/account that is no longer used;
  • Transfer an extension number/account between users (e.g., if the user leaves their department and is replaced by someone else).

IP phones do not come with international dialling capability as standard. 

If you regularly need to place international calls, contact the Digital IT Service Desk who will arrange for international dialling to be enabled on your chosen extension. As with all calls, international calls are charged to the relevant department, therefore any request for international dialling will need authorization from the budget approver.

If you need to place international calls only rarely, then on each occasion you can call the operator (dial ‘0’), who will take some details before placing the call on your behalf. The cost of the call will then be charged to your department.