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Home > Archive > SSW Standards Internal > Developer Network Phone > SSW VOIP Phone System Usage

We have a telephone exchange platform, which allows us to make a call through the Internet.
Setup Eyebeam on your computer. Ask the network administrator whether you need an IP phone. Create your own extension number and add it to the phone list.

  1. Get your own extension

    To use the phone system, at first you need to have your own extension.

    Phone List
    Your new extension number should follow the pattern of the list. After you have your own extension number, please update PhoneList.xlsx.
  2. Add a new user

    • 1) If you are using a physical phone, you can skip this step.
    • 2) Go to http://cockatoo/admin or http://192.168.1.27/admin Login with username: maint and password: SSW standard simple password
    • 3) Click "Users" on the LHS menu
      • a. Create your user on the page
        • Set your User Extension
          • 1. User Extension - your own extensioin number
          • 2. User Password - "2727"
          • 3. Display Name - Name of person
          Set your User Extension
        • Extension Options
          • 4. Direct DID - Phone number
          • 5. Outbound CID - Phone number
          Extension Options
        • Voicemail & Directory
          • 6. Status - "Enabled"
          • 7. Voicemail Password - "2727"
          • 8. Email Address - users email address
          • 9. Email Attachment - "yes"
          Voicemail & Directory
          • 10. Click “submit” to save your user record
    • 4) Click "Devices"
      • a. Choose "Generic SIP Device"
      • Set your SIP Device
      • b. Click Submit
      • c. Secret - "rating"
      • d. Device ID - same as the user ID
      • e. Description - name of person
      • f. Default User - same as the userID
      • g. Submit
      • Set your SIP Device
      • g. Click on the Device you just create
      • Set your SIP Device
      • h. Nat - "no"
      • i. Default User - same as the user ID
      • j. Submit
      • Set your SIP Device
    • 5) Setup HUD password
  3. Remove a user

    • 1) Remove the Device
    • 2) Remove the User
    • 3) Remove out of any ring groups
  4. Software/Phone

    We currently use Cisco IP phone 7940G/7970 and eyebeam.
  5. How to add your account to Eyebeam

  6. Assign your extension to Cisco 7940/7970

    You will need to edit the configuration file of the IP phone on Asterisk server. This is not recommended.
    For details, you can view the setup documents of IP Phone.
  7. Install HUD on your machine

    Go here \\fileserver\setupfiles\SetupNotMS\SetupProgram\Hud and install HUD, then run it.
    Replace xx with the last two numbers of your extension, for example, if your extension is 425, xx should be 25. The password shouble be "rating".


    Installation steps
    Other tips:
    Figure 1: If you want to dial from HUD, you need to change the prepend digit to 0
    Figure 2: For proper Outlook integration make sure "Sync contacts on HUD startup" is ticked
    Figure 3: Click "Synchronize Outlook vCards" when you make changes to or add outlook contacts to sync with HUD
  8. Adding your name to Voice Mail

    • 1) Settings | Advanced Options | Select Internal | Account | Change RFC-2833 to SIP INFO
    • 2) Dial *97
    • 3) Enter in your password (2727)
    • 4) Dial 0
    • 5) Dial 3 to set your name and follow the prompts
  9. How to make a call

    As we have many outbound rules for dialling, here are some hints about how to make a call.
    • (Beijing office)
      • 1) For internal calls, dial the number directly.
      • 2) For external calls
        • a. Domestic: 9 + phone number
        • b. International: 8 + phone number
    • (Sydney office)
      • Dial number directly.
  10. How to transfer a call

    To transfer calls you need to know the SIP extension of the person you are transferring to.
    Refer to:
    \ssw\StandardsInternal\developernetworkphone\PhoneList.xlsx

    Beijing Office

    "\\giraffe\datassw\phonesystem\BeijingOfficePhoneList.xlsx" or "http://192.168.20.3/xmlservices/LocalDirectory.php"

    Make the URL a favourite or print off the xlsx file and keep it near your phone.

    EyeBeam
    1. While you are in a call, press the XFER button
    2. Dial the extension of the person you want to transfer to
    3. Press the XFER button again to complete transfer

    Cisco 7940 (Non-Colour)
    1. While in a call, click more , and then click Trnsfer .
    2. Press Dial and dial the extension of the phone you want to transfer to.
    3. When you hear ringing, press Trnsfer again, or when the party answers, announce the call and press Trnsfer .
    4. Hang up to end your participation in the call.

    Cisco 7970 (Colour)
    1. While in a call click the Transfer softkey.
    2. Press Dial and dial the extension of the phone you want to transfer to.
    3. When you hear ringing, press Transfer again; or when the party answers, announce the call and press Transfer .
    4. Note : you cannot transfer a call that is on hold, take the call off hold before transferring.
  11. How to hold a conference

    You can hold a conference by calling other parties, or join the conference created by others.

    Action 7940 7970 EyeBeam
    Hold a conference 1. From a connected call, press Confrn .
    2. Enter the participant's phone number.
    3. Wait for the call to connect.
    4. Press Join to add the other participant to your call.
    1. From a connected call, press Confrn .
    2. Enter the participant's phone number.
    3. Wait for the call to connect.
    4. Press Confrn again to add the participant to your call.
    5. Repeat to add additional participants
    1. With one active call on one of the lines, select another line and dial a third party
    2. To conference in all lines, click CONF . All lines will be part of the conference.
    3. To suspend the conference, click CONF again. The other participants can't speak to one another. To restart it, click CONF again.
    Add another party to conference Same as above Same as above 1. From a connected call, press Confrn .
    2. Enter the participant's phone number.
    3. Wait for the call to connect.
    4. Press Confrn again to add the participant to your call.
    5. Repeat to add additional participants.
    View conference list 1. Highlight an active conference.
    2. Press ConfList . Participants are listed in the order in which they join the conference with the most recent additions at the top.
    No such function Click Confrn to pause the conference. Every active line has an active party.
    Remove a party (only for the conference creator) In the conference list,
    1. Highlight the participant's name.
    2. Press Remove .
    No such function 1. Suspend the conference by clicking CONF .
    2. Select the line of the participant to remove.
    3. Hang up the call.
    4. Click CONF to re-establish the conference.

    Note : if you initiate the conference, you will close it if you hang up the call. If you want to keep the conference active after you end up the call, you should transfer the call to another party first.
  12. How to switch between calls

    You can switch between multiple calls on one or more lines.

    Cisco 7970/7940
      To switch calls on the same line:
    1. Make sure the call that you want to switch to is highlighted.
    2. Press Resume . Any active call is placed on hold and the selected call is resumed.

      To switch between connected calls on different lines:
    1. Press for the line that you are switching to. If a single call is holding on the line, the call automatically resumes. If multiple calls are holding, highlight the appropriate call and press Resume .

      To switch from a connected call to answer a ringing call
    1. Press Answer , or if the call is ringing on a different line, press the line button (flashing). Any active call is placed on hold and the selected call is resumed.

    Eyebeam
    Select another line, and then the previous one is on hold automatically.
  13. How to forward a call to another extension

    Cisco 7970/7940
    To set up call forwarding on your primary line, press CFwdALL and enter a target phone number exactly as you would dial it from your phone. To cancel call forwarding on your primary line, press CFwdALL .

    EyeBeam
    You can set the forward number in SIP account setting.
    1. Right click on the soft phone, then click "SIP account setting"
    2. Choose you current account, open the "Properties"
    3. Go to "Voicemail" tab, complete the "forwarding" section

    Note: If you set the call forward number on Cisco 7940 , all lines of the phone will be forwarded. But for Cisco 7970 , the call forward is line specific , so the line which forward is not enabled will ring still when a call is coming.
  14. How to set DND ( Do Not Disturb )

    DND is a function to block any call to your phone. The caller will receive a busy tone.

    Cisco 7970/7940, Eyebeam
    To enable/disable DND, you just need to press the "DND" soft key.

    Note: DND will apply to all the lines. If the "Call Forward" is enabled, the calls will be forwarded directly.
  15. How to get your voice message

    IP phone/soft phone:
    Press *97, then enter your password. Follow the instructions.

    Email:
    The voice message will be sent to the owner's email box and deleted immediately. So be careful of some important messages, there is no backup in the system.

  16. How to pick up any extension from any phone

    When a call comes in on an extension which is not the phone you are currently at, you can type **[extension of phone you want to take call from] and dial. This will connect you to the call which is going to the extension you typed

  17. Hot keys

    The hot keys of our phone are defined in "Feature Code" of Asterisk server.
    Here are some common keys as default:
    *43 - Echo test; *97 - Check voicemail; *98 - Dial voicemail; *99 - Check recording.