How To Use Cisco Phone System – Complete Guide

Cisco phone systems for small businesses are perfect for their features, durability, reliability, security, and expandability. These IP phones with advanced phone features are almost like a smartphone. Or we can say that it is more than a smartphone in some aspects.

How To Use Cisco Phone System

Here, we’ll discuss the steps for the Cisco phone system setup. After that, we’ll discuss how to use Cisco phone system.

How to use Cisco phone system

Cisco phone system setup

The IP PBX phones from Cisco are easy to set up. Follow the steps described here and you’ll be making calls over Internet Protocol in no time.

  • The first thing you need to do is to determine the IP address of your phone. To do that, you need to press the paper button located on the side of the number button 9. Pressing the button will show you the phone’s current IP address.
  • Then, you have to use a PC connected to the same network. Open a browser and enter an address like this, “”. But don’t put that exact IP address. Instead, put the IP address that you got from your phone’s display.
  • Next, you’ll see an “Admin Login” panel on the right-top side of the webpage. Log in with the required information and click on Ext.1 for further setup.
  • After that, you’ll see that the parameters are already set by factory defaults. So, you’ll only need to edit a few parameters.
  • With the information you got from your phone service provider company, you need to edit the SIP port, Proxy, Register Expires, User ID, Password, and Preferred Codec fields.
  • Finally, repeat the last step if there are more extensions needed to add. When everything’s done, you’ll be ready to place calls.

How to use Cisco phone systems

Before we begin, we should know the common buttons that you’ll find on most of the Cisco phone systems for small businesses. Knowing the buttons, you’ll be able to configure reading the instructions for enabling or disabling features.

How to use Cisco phone systems
  • The Line or Speed Dial button is for opening new lines or performing speed dialing.
  • The Display button awakens the display from sleep mode.
  • The Messages button gives access to the voice mail system.
  • The Directories button is necessary to access the phone’s directories.
  • The Help button is required to access the help menu.
  • The Settings button shows the setting options for contrast, ring type, and more.
  • The Services button is for accessing the phone services.
  • The Volume button helps to adjust the volume of the handset, headset, ringer, and speakerphone.
  • The Speaker button makes the speaker on or off.
  • The Mute button makes the mute option on or off.
  • The Headset button makes the headset on or off.
  • The 4-way navigation pad with a select button at its center is for navigating the menus.
  • The 9 button keypad is for number dialing.
  • The Softkey buttons are required to act on the functions visible on the display.

So, that’s all about the button introduction. Now, it’s time for the main attraction. If you feel confused about any of the described points below, you can watch some instructional videos.

  1. To adjust the volume, press the ‘+’ or ‘-‘ button to adjust the volume while you’re talking with someone or the handset is on the cradle.
  2. To call forward, go to the menu and select the CFwdALL with the respective soft key. Then, put the number that you want the calls to forward or you can press a speed dial key to set that programmed number. Finally, press the ‘#’ key or the EndCall soft key.
  3. To pick up the calls of your coworker, press the PickUp soft key and then press the called extension.
  4. To hold a call, simply press the Hold soft key and press the Resume soft key to undo the hold. Also, you can use the navigation buttons if there are multiple calls that are on hold and you want to resume selective calls.
  5. To retrieve voice messages, lift the handset, press the speakerphone button, press the desired line button, wait for the dial tone, press the Messages button, and follow the voice instructions.
  6. To select the ring type, press the settings button, navigate, and select the ring type with the respective soft key. Then, use the navigator to navigate through the list and press the Play button to hear samples from the ring-type list. Finally, highlight the chosen one, press the Select soft key, select Ok soft key, and press the Save soft key.
  7. To adjust the display contrast, you need to press the settings button, select the contrast option with the respective soft key, and use the up or down soft key to adjust the contrast. Then, press saves and ok to finalize the setting.
  8. To blind transfer, a call, press the Transfer soft key during a call and the call will be placed on hold. Then, use the number pad to dial the number or the speed dial. It’lltransfer the call to the recipient without his or her permission.
  9. To consultative transfer, press the Transfer soft key which will place the call on hold. Then, dial the chosen number, wait and speak with the transfer recipient, and press the Transfer button again to successfully transfer the call. Otherwise, press Resume if the transfer fails.
  10. To place a conference call, get a MeetMe conference number from the administrator, and make sure that all participants get the MeetMe conference number. Then, press the MeetMe soft key, dial the MeetMe conference number, instruct all other participants to join the conversation by dialing the MeetMe conference number, and start the conversation. Finally, press the EndCall soft key or hang up the handset to finish the conference.
  11. To live-record call, press the LiveRcd soft key from the menu which will put the other party on hold for a few moments to start the live recording. Then, you can press the LiveRcd soft key which will stop the recording instantly. Also, you may find some error sometimes if the recording capability gets full and you keep recording.
  12. To search a name from your local directory, press the directories button, navigate to select the local directory, and navigate again to select the last, first, or number field for searching. Then, use the number pad to type letters or numbers on the search bar and press search to get your desired contact information.
  13. To program personal speed dial buttons, start by pressing a line button or selecting an available phone line by lifting up the handset. Then, press the ‘#’ key and the speed dial button that you want to configure. After a short beep sound, enter your desired number for quick dialing. You can use the backspace soft key if you’ve entered any wrong entry. Finally, repeat the process by pressing new speed dial buttons and entering new numbers. Hang up the handset to end the process.
  14. To view call history, press the directories button, navigate to scroll the call history list, and select the desired history. Otherwise, you can press 1 from the keypad for missed call history, 2 for the received call history, and 3 for the dialed call history after the call history has been displayed.
  15. To use the intercom, press the speaker button, wait for the dial tone, and press the speed dial number or dial a number from the directory to start the intercom number.
  16. To answer an intercom call, just talk without needing to do anything and you’ll hear the voice through the speakerphone. If the mute button is active, lift the handset or press the mute button for hands-free talking.
  17. To active the Do-Not-Disturb feature, begin with pressing the more soft key on the menu for locating the DnD soft key. Then, press the DnD soft key and you’ll see that the display is showing an activated Do-Not-Disturb mode.
  18. To block caller ID, press the settings button, navigate and select the call preference option, navigate again to select the CallerID Blocking option, select the yes option to enable and no to disable the feature, and press saves soft key to finish configuring.
  19. To configure the auto-complete number, select the call preferences option from navigating the settings menu. Then, select and press the Auto-Complete Number, press yes to enable or no to disable the feature, and select and press the save button to finish configuring this feature.

That’s all about knowing how to use the Cisco phone system. If you think you’re stuck with something that isn’t covered in this article, you can contact Cisco or try to find forums for some answers and comment below your opinion.