Using your desk phone

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Using your desk phone

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Using your desk phone

Get started navigating the features of your desk phone with these handy resources and tips. If you're having trouble with your desk phone, go to desk phone troubleshooting.

Set up voicemail

Find out how to set up, change and use voicemail on a desk phone.
Order a headset

Find and order a headset using our managed device catalogue.
Change your contact listing

Submit a request to change your contact details.
Create or update your speed dial

Submit a request to change your speed dial list.

Handy tips

View Close

Moving office View

Take your phone with you when you move office, here’s how:

Unplug your desk phone from the data network point along with the PC.
Plug it in at your new location.
Update your details in MIDS and our billing system by submitting a Change My Phone Details request through MyServices.

If you move to another campus permanently, you might need to request a new service.

Speed dial and abbreviated dialling View

Speed dial

To create or change your speed dial list, submit a Change Speed Dial request through myServices.

Once speed dial is set up on your phone, it's easy to use. Just press the speed dial button for the number you want to call, then pick up the receiver.

The instructions for creating speed dial shortcuts will depend on which model of desk phone you have.

Desk phone model	Description
Cisco IP Phone 7945	The Cisco IP Phone 7945 has two round buttons on the right of the screen. One of these is used by your incoming line and the other can be allocated to a speed dial or second line.
Cisco IP Phone 7965	The Cisco IP Phone 7965 has six round buttons on the right of the screen. Five of these buttons can be programmed as speed dial numbers, additional lines, intercoms, etc.
Cisco 7965 + 7916 IP module	The 7965 can be ordered with the 7916 expansion module, which is a unit attached to the right side of the phone. The expansion module allows another 24 entries to be stored as speed dials, additional lines, intercoms, etc.

Abbreviated dialling

Monash IP phones allow you to create shortcuts for calling your frequently dialled numbers. This feature is known as 'abbreviated dialling', and can hold up to 199 contacts.

Your contact list won't be visually displayed on your handset but it's stored as internal memory.

To set up abbreviated dialling, log into Cisco Unified CM User Options with your IP phone username (your five-digit extension number) and the same PIN that you use for extension mobility. Then follow the instructions in abbreviated dialling (pdf).

Access the Monash directory from your phone View

Press the directories button on your phone.
Press 4 (or use the down arrow to select Monash Telephone Directory).
Use the number pad to type in the name of the person you want to search for.
Press Search.
Use the arrow keys to select the person you want to call.
Press Dial or pick up the handset to call the person.

Extension mobility (use your desk phone anywhere on campus) View

With Monash's 'extension mobility' feature, you can log in to any Cisco desk phone on campus and use it as if it were your own. This means you can make and receive calls with your personal extension number and access your personal settings, no matter where you are on campus.

First, you'll need to make sure you have your extension mobility PIN set up.

Setting your desk phone PIN

Your desk phone has two PINs, one for your voicemail, and one for extension mobility.

You can choose to make both of these numbers the same, but you'll need to set them up individually following the steps in our setting or resetting your PIN guide (pdf).

Using extension mobility on a desk phone

Press the Services button.
Arrow down to Extension Mobility and press Select.
Enter your UserID (your own extension number) and PIN (this is your extension mobility PIN, not your voicemail PIN).
Press Submit.
The message Login Successful will appear on the screen, and after a brief delay you'll be logged in.

You can only be logged onto one additional phone at a time. When you're logged into two phones, both will ring when you receive a call. After 8–10 hours you'll be automatically logged out of extension mobility on the additional phone.

Logging out of extension mobility

Press the Services button.
Arrow down to Extension Mobility and press Select.
Confirm your logout by pressing Yes.
The message Logout Successful will appear on the screen, and after a brief delay the original owner’s details will be displayed.

Call pick-up and hunt groups View

A group call is a call that rings on all extensions within a group, allowing anyone who is free to answer the call. If your team requires this functionality, you can create a pick-up group or a hunt group by submitting a Create Hunt Group or a Create Call Pick-Up Group request to myServices.

Pick-up groups

All the members of the same group can pick up the calls from other group members’ extensions.

If you’re part of a pick-up group, follow the instructions in our picking up group calls guide (pdf) to use this functionality.

Hunt groups

Hunt group members cannot pick up calls from their colleagues' extensions.

Each hunt group has:

a multiple distribution algorithm such as Broadcast, Top Down, Circular and Longest Idle Time.
a virtual pilot number (virtual hotline number such as 51777).

Forward your desk phone to a mobile number View

We don't recommend forwarding your desk phone to a mobile number, because forwarded calls are charged at a higher rate. A better option is to record your mobile contact number as part of the voicemail message on your Monash extension.

To forward all calls to your phone to a mobile number:

Press the CFwdALL softkey.
Key in your mobile number with an additional zero (0) at the start.
Your phone screen will now show Forwarded to followed by your mobile number (plus the additional 0), and a flashing arrow will appear above your phone number at the top right of the screen.

To cancel forwarding all calls:

Press the CFwdALL softkey.
The Forwarded to message and flashing arrow will disappear, and call forwarding will turn off.

If you only want calls to be forwarded in certain scenarios (for example, only internal calls are forwarded to your mobile), you can set up selective call forwarding (pdf).

Reference guides

Getting started (pdf)
Cisco 9971 desk phone quick guide (pdf)
Phone personalisation and call management (pdf)
Communicating with multiple callers and phone mobility (pdf)
Resetting your PIN (pdf)

Help and support

Request to migrate to a Zoom phone
Order a Zoom phone or desk phone
General telephony assistance

Desk phone support (staff)

Tips and instructions for fixing common desk phone problems.
Voicemail on a desk phone

Find out how to set up, use, and troubleshoot voicemail on your desk phone.
Ordering a phone (staff)

Find out which phones are available to Monash staff, and how to order one.

Using your desk phone

Using your desk phone

Set up voicemail

Order a headset

Change your contact listing

Create or update your speed dial

Handy tips

Moving office View

Speed dial and abbreviated dialling View

Speed dial

Abbreviated dialling

Access the Monash directory from your phone View

Extension mobility (use your desk phone anywhere on campus) View

Setting your desk phone PIN

Using extension mobility on a desk phone

Logging out of extension mobility

Call pick-up and hunt groups View

Pick-up groups

Hunt groups

Forward your desk phone to a mobile number View

Reference guides

Help and support

Request to migrate to a Zoom phone

Order a Zoom phone or desk phone

General telephony assistance

Related articles

Desk phone support (staff)

Voicemail on a desk phone

Ordering a phone (staff)

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