Using Cisco IP Phone Productivity Services

You access Cisco IP Phone Services through the Services button on the Cisco IP Phone Models 7960 and 7940 (see Figure 3-1). The Services button on your Cisco IP Phone works in tandem with the Cisco IP Phone User Options web page. When you press the Services button, the phone displays a menu of services that has been configured for that telephone.

You navigate around the services options and provide input using:

soft keys to perform various tasks, such as select and submit
a Navigation button to scroll up and down menu lists
the dialing pad to enter a selection directly

Figure 3-1 Navigating Cisco IP Phone Services

1	LCD display
2	Soft keys
3	Services button
4	Navigation button
5	Dialing pad

Tips for Using the LCD Display

Here are some tips for using the LCD screen on your Cisco IP Phone. These tips can help you navigate menus and soft key options that display on your phone's LCD screen when you press the Services button.

There are two ways to select menu items:

Using the Navigation button—Press the Navigation button (this is the button with the up and down arrows) to select (or highlight) a menu item. Then press the Select soft key.
Using an Item Number—You can press the number key on your phone's key pad that corresponds to the item number displayed on the LCD screen. For example, to choose Productivity Svcs in Figure 3-1, press 1. Use this method to select any menu item that has an item number to the left of it.

Press the Exit soft key to return to the previous menu.
Soft keys correspond to the option tabs displayed along the bottom of your LCD screen. Soft keys change depending on the status of your phone. For example, you can see one set of soft key options when you pick up the handset, and another set when the phone is not in use.
The >> soft key allows you to re-position your cursor. The << soft key allows you to delete a character or digit in an entry. Press the << soft key or the Delete soft key if you make a mistake or need to edit an entry.

Accessing Cisco IP Phone Productivity Services

To access Cisco IP Phone Productivity Services, perform these steps:

Procedure

Step 1 From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Svcs varies depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services (see Figure 3-2).

Figure 3-2 Main Menu for Cisco IP Phone Productivity Services

You can use the Navigation button to scroll to item 6 Logout and item 7 About Productivity Svcs.

Step 3 To check the version of Cisco IP Phone Productivity Services,
use the Navigation button to scroll to item 7 About Productivity Svcs and press the Select soft key or enter 7 on the dialing pad.

Step 4 Proceed to the"Logging in to Cisco IP Phone Productivity Services" section.

Logging in to Cisco IP Phone Productivity Services

Cisco IP Phone Productivity Services Login allows you to access these services from your own Cisco IP Phone Model 7960 or 7940 or any Cisco IP Phone Model 7960 or 7940 that is configured for Cisco IP Phone Productivity Services.

How Login Works

Cisco Phone Productivity Services Login from your Cisco IP Phone:

If you set your service mode to secure when you subscribe to Cisco IP Phone Productivity Services, you are prompted to enter your PIN each time you access Cisco IP Phone Productivity Services.
If you set your service information to non-secure when you subscribe to Cisco IP Phone Productivity Services, you are not prompted to enter your PIN number.

Cisco IP Phone Productivity Services Login from another Cisco IP Phone:

You can access your Cisco IP Phone Productivity Services by changing the displayed UserID to your UserID and entering your PIN.

To log in to Cisco IP Phone Productivity Services, perform these steps:

Procedure

Step 1 From the Cisco IP Phone Productivity Services main menu (see Figure 3-2), select 1 Login in one of two ways:

Use the Navigation button to scroll to 1 Login and press the Select soft key.
Press the number key 1 on your phone's dialing pad.

The UserID screen displays (see Figure 3-3).

Note If you have not already logged in to Cisco IP Phone Productivity Services, the Login screen displays when you first select one of its applications: 2 CalendarView, 3 MailView,4 Contacts Synchronization or 5 PA Rule-Set Activation.

Figure 3-3 Login Screen

Step 2 At the UserID screen:

a. If you are using your own Cisco IP Phone:
Enter your PIN (if prompted) and press the Submit soft key.

b. If you are using someone else's Cisco IP Phone:

Use the << soft key to backspace and delete the displayed UserID.
Enter your UserID.

To enter your UserID, enter the letters of the alphabet using your dialing pad. Press the phone key associated with a letter. To scroll through the letters associated with each key, press the key rapidly. For example, press 2 to display the letter "a." To enter the letter "b," press 2 again without pausing. Press the << soft key to back up.

Enter your PIN using the dialing pad.
Press the Submit soft key.

If you logged in correctly, the phone displays:

Login successful for user <your user name> Please wait Redirecting.....

If you have made an error entering your information, the phone displays:

Login failed for user <userID>. Please make sure the UserID and PIN are correct.

Re-enter your information. Contact your system administrator if you continue to have password problems.

After you log in successfully, the Cisco IP Phone Productivity Services main menu displays (see Figure 3-2).

You are now ready to use your Cisco IP Phone Productivity Services.

Proceed to:

Or, to log out of Cisco IP Phone Productivity Services, go to the "Ending a Session" section.

Ending a Session

To end a session of Cisco IP Phone Productivity Services, perform the following steps:

Step 1 To end a session of Cisco IP Phone Productivity Services, select 5 Logout.

You can select 5 Logout in one of two ways:

Use the Navigation button to scroll to 5 Logout and press the Select soft key.
Press the number key 5 on your phone's dialing pad.

Step 2 When prompted, press the Services button to exit.

Note After 20 minutes, you are automatically logged out of Cisco IP Phone Productivity Services. If you would like this time extended, contact your system administrator.

Using CalendarView

With CalendarView, you can keep track of your appointments on your Cisco IP Phone. You can be notified of new meetings, and you can view your meetings for today, for a week, for any day of the current week, or for a specific date.

You can define which of your meetings display and accept. tentatively accept or decline meetings. If the meeting notice has a phone number included with it, you can click a soft key to dial the number to join the meeting. If you are the originator of the meeting notice, you can cancel the meeting from your phone.

CalendarView also allows you to set up reminders for meetings and choose how to be notified of an upcoming event, by pager/e-mail or by the phone display.

To use CalendarView, perform these steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Services will vary depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services (see Figure 3-2).

Step 3 Select 2 CalendarView in one of two ways:

Use the Navigation button to scroll to 2 CalendarView and press the Select soft key.
Press the number key 2 on your phone's dialing pad.

Note If you have not already logged in to Cisco IP Phone Productivity Services, you may be prompted to enter your PIN now. See the "Logging in to Cisco IP Phone Productivity Services" section.

The phone displays the CalendarView Main Menu (see Figure 3-4).

Figure 3-4 Calendar View Main Menu

See Table 3-1 to help you determine which CalendarView service you want to use.

Table 3-1 Using CalendarView

CalendarView Service	From Your Cisco IP Phone You Can	To Use the CalendarView Service
1 New Meetings	Check new meetings and accept or decline them.	See Checking New Meetings
2 Today's Schedule	View your meetings for today and accept or decline them.	See Checking Your Schedule for Today
3 Weekly Schedule	Check your schedule for the current week displayed on one screen, and view your schedule for the previous week, and the following week.	See Checking Your Weekly Schedule
4 Select a Date	Check your schedule quickly for a specific date.	See Viewing Your Schedule for a Specific Date
5 Meeting Reminder Setting	Set which meetings display, based on their importance, and choose how you are notified of meetings: by pager/e-mail or by phone display.	See Setting Your Meeting Reminder

Checking New Meetings

With the New Meetings service, you can quickly view your new meeting notices. You can accept, tentatively decline or decline them from your Cisco IP Phone. If the meeting notice includes a phone number for the meeting, you can call into the meeting with the click of the DialNum soft key.

To use this service, perform the following steps:

Procedure

Step 1 From the CalendarView Menu (see Figure 3-4), select 1 New Meetings in one of two ways:

Use the Navigation button to scroll to 1 New Meetings and press the Select soft key.
Press the number key 1 on your phone's dialing pad.

The phone displays your new meetings (see Figure 3-5).

Figure 3-5 New Meetings Menu

Step 2 On the New Meetings screen:

Press the AcptAll soft key to respond that you will attend all the listed meetings.
Use the Navigation button to scroll to a meeting and press the Select soft key or enter the item number of the meeting to see details for that meeting (see Figure 3-6).
Press the Exit soft key to return to the previous screen.

Figure 3-6 Meeting Detail Screen

Step 3 On the Meeting Details screen, you can:

Press the Accept soft key to accept the meeting. The phone displays:

You have accepted the meeting. 

Press the Unsure soft key to respond that you may not be able to attend the meeting. The phone displays:

You have tentatively accepted the meeting.

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

Step 4 Press Exit to return to the New Meetings menu (see Figure 3-5).

Checking Your Schedule for Today

To view your appointments for today, perform the following steps:

Procedure

Step 1 From the CalendarView Menu (see Figure 3-4), select 2 Today's Schedule in one of two ways:

Use the Navigation button to scroll to 2 Today's Schedule and press the Select soft key.
Press the number key 2 on your phone's dialing pad.

Your scheduled meetings display on your phone (see Figure 3-7).

If you have no meetings scheduled, the phone displays:

No appointments scheduled.

Figure 3-7 Today's Schedule Menu

Step 2 Select the meeting for which you want to view information in one of two ways:

Use the Navigation button to scroll to the meeting and press the Select soft key.
Press the number key on the dialing pad that corresponds to the meeting.

The Meeting Details screen displays the meeting subject, location, time, and sender (see Figure 3-8).

Step 3 Use the Navigation button to scroll to view the complete message text.

Figure 3-8 Meeting Detail Screen

In the Meeting Details screen, the first soft key may display a soft key of Accept or Unsure, depending on how you have responded to the meeting notice. This allows you to change your response to a meeting notice:

If you have tentatively accepted the meeting, the screen displays an Accept soft key (as shown in Figure 3-6).
If you have already accepted the meeting, the screen displays an Unsure soft key.

Step 4 To manage your meetings you can:

Press the Accept soft key to accept a meeting that you tentatively accepted before. The phone displays:

You have accepted the meeting.

Press the Unsure soft key to respond that you may not be able to attend the meeting. The phone displays:

You have tentatively accepted the meeting.

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

If the sender included a phone number in the meeting text, press the DialNum soft key to call the meeting.

Step 5 On the Meeting Detail screen (see Figure 3-9):

If you are the originator of the meeting, you can press the CnclMtg soft key to cancel the meeting.
Press the Exit soft key to return to the previous screen.

Figure 3-9 Meeting Detail Screen

Checking Your Weekly Schedule

With the Weekly Schedule service, you can view your schedule for this week, next week or last week on one screen. You can also choose to view your schedule for a specific day of the week, from Monday to Friday. To check your weekly schedule, perform the following steps:

Procedure

Step 1 From the CalendarView Menu (see Figure 3-4), select 3 Weekly Schedule in one of two ways:

Use the Navigation button to scroll to 3 Weekly Schedule and press the Select soft key.
Press 3 on the dialing pad.

You can select 1Current Week or any day from Monday to Friday. Use the Navigation button to scroll to 6 Friday (Figure 3-10). "Today" displays next to the current day, if it falls Monday through Friday. In Figure 3-10, the current day is Thursday.

Figure 3-10 Weekly Schedule Menu

Step 2 Choose a menu item in one of two ways:

Use the Navigation button to scroll to any of the days of the week (2 through 6), and press the Select soft key.
Enter the number on the dialing pad.

Step 3 On the Calendar Menu screen:

Select one of the days of the week, you view your schedule for that day.
Select 1 CurrentWeek to view an entire week of appointments in one screen (see Figure 3-11).

Figure 3-11 Current Week Menu

Step 4 Keys 1 through 5 correspond to the days of the week.

Enter a number from 1 through 5 on the dialing pad to see details of your schedule on that specific day. For example, enter 3 to see Wednesday's schedule.

The screen displays the details of your meeting (see Figure 3-12).

Step 5 Use the Navigation button to scroll down and view meeting information.

Figure 3-12 Viewing Meeting Details

In the Meeting Details screen, the first soft key may display Accept or Unsure, depending on how you have responded to the meeting notice. This allows you to change your previous response to a meeting notice:

If you have tentatively accepted the meeting, the screen displays an Accept soft key (as shown in Figure 3-6).
If you have already accepted the meeting, the screen displays an Unsure soft key.

Step 6 To manage your meetings you can:

Press the Accept soft key to accept a meeting that you tentatively accepted before. The phone displays:

You have accepted the meeting. 

Press the Unsure soft key to respond that you may not be able to attend the meeting. The phone displays:

You have tentatively accepted the meeting.

Press the Decline soft key to decline a meeting. The phone displays:

You have declined the meeting.

If the sender included a phone number in the meeting text, you can Press the DialNum soft key to call the sender.
Press the Exit soft key to return to the previous screen.

Step 7 From the Current Week screen:

Press the Prev soft key to view your calendar for the previous week.
Press the Next soft key to view your calendar for the following week.
Press the Exit soft key to return to the previous screen.

Viewing Your Schedule for a Specific Date

With CalendarView's Select a Date service, you can specify a date and view your appointments for that date. To do this, perform the following steps:

Procedure

Step 1 From the CalendarView menu (see Figure 3-4), choose 3 Select a Date in one of two ways:

Use the Navigation button to scroll to 3 Select a Date and press the Select soft key.
Press 3 on your phone's dialing pad.

The phone displays today's date (see Figure 3-13).

Figure 3-13 Viewing Select a Date

Step 2 Change the date to the calendar date you want to see:

Press the << soft key to backspace and delete the displayed date.
Use the dialing pad to enter the new date.
Use the Navigation button to scroll to the month and year and change them, if necessary.

Step 3 Press the Submit soft key.

Changing the date results in a phone display of:

Schedule for <xx/xx/xx>

and a list of your appointments for that date.

Step 4 Press the Exit soft key to return to the previous screen.

Setting Your Meeting Reminder

Use your Meeting Reminder Setting to choose:

which meeting reminders you want displayed, based on the importance of the meeting
how you are reminded of meetings, by e-paging or by phone display

Set up your Meeting Reminder Setting service when you first start using Cisco IP Phone Productivity Services. You must re-enter your setting choices any time you change your PIN.

Tip If you are planning to change your PIN, change it before you set up your Meeting Reminder Setting service.

To use this application, you must first define your meetings as High importance and High and Normal importance in Microsoft Exchange.

To use the Meeting Reminder Setting service, perform the following steps:

Procedure

Step 1 From the CalendarView menu (see Figure 3-4), select 5 Meeting Reminder Setting in one of two ways:

Use the Navigation button to scroll to 5 Meeting Reminder Setting and press the Select soft key.
Press 5 on your phone's dialing pad.

The Meeting Reminder Setting screen displays (see Figure 3-14).

Figure 3-14 Setting Meeting Display Criteria

Step 2 On the Meeting Reminder Setting screen:

Select 1 High to be reminded of meetings of high importance only.
Select 2 High and Normal to be reminded of meetings of high and normal importance.
Select 3 All to be reminded of all of your meetings.
Select 4 None to cancel your previous Meeting Reminder Setting.

Step 3 Press the Submit soft key to set your choice of Meeting Reminder Setting.

The screen displays your choices meeting notification (see Figure 3-15).

Figure 3-15 Setting Meeting Reminders

Step 4 Select either 1 By Pager/Email or 2 By Phone display.

If you choose Reminder by Pager/Email, the service uses the e-mail account you entered when you subscribed to Cisco IP Phone Productivity Services (see "Subscribing to Cisco IP Phone Productivity Services").

Once you make your selection, a message displays notifying you that your meeting reminder is set.

Step 5 Press the Exit soft key to return to the previous screen.

Using MailView

These topics help you use MailView from your Cisco IP Phone to access your Cisco Unity voice mail, your Cisco Unity e-mail and up to two additional e-mail accounts.

Logging in to MailView

When you access each of your MailView accounts the first time, you must enter your MailView name and password for that account. The Login screen does not display if you have already entered this information.

Contact your system administrator if you do not have your MailView name and password.

To log in to MailView, perform the following steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Svcs will vary depending on the number of services you have configured on your phone.

Step 3 Select 3 MailView in one of two ways:

Use the Navigation button to scroll to 3 MailView and press the Select soft key.
Press the number key 3 on your phone's dialing pad.

Step 4 If you have not already logged in to Cisco IP Phone Productivity Services, enter your PIN, when prompted. See the "Logging in to Cisco IP Phone Productivity Services" section for details.

The phone displays the MailView main menu (see Figure 3-16).

Figure 3-16 MailView Main Menu

Step 5 Select one of your accounts in one of two ways:

Use the Navigation button to scroll to the item and press the Select soft key.
Press the corresponding number key on your phone's dialing pad.

Step 6 At the Login screen (see Figure 3-17), enter your username and password:

To enter your username, enter the letters of the alphabet using your dialing pad. Press the phone key associated with a letter. To scroll through the letters associated with each key, press the key rapidly. For example, press 2 to display the letter "a." To enter the letter "b," press 2 again without pausing. Press the << soft key to back up.
For numeric entries, use the dialing pad.

Figure 3-17 MailView Login Screen

Step 7 You are now logged in to MailView.

To use MailView with your Cisco Unity voice mail, proceed to the"Checking your E-mail" section.
To use MailView with your e-mail accounts, proceed to the "Checking your E-mail" section.

Changing your MailView Login

If you change your MailView accounts or change your user name and password for any of your MailView accounts, you must change them within MailView also.

To change your MailView login, perform the following steps:

Procedure

Step 1 From the MailView menu, press the Reset soft key to change or clear your login information for a mail account (see Figure 3-18).

Figure 3-18 Meeting Reminder Setting Completed

Step 2 Select the account to reset your Login information.

The Reset UserName and Pin screen displays (see Figure 3-19).

Figure 3-19 MailView Login Reset Display

Step 3 Enter your new user name and new password. Press the Submit soft key.

Checking your Cisco Unity Voice Mail

With MailView, you can view, listen to, record a reply, forward, and delete your Cisco Unity voice mail, all from your Cisco IP Phone. Any operation you perform on your messages using MailView is reflected in your PC-based traditional voicemail interface automatically.

To review your Cisco Unity voice mail, perform these tasks:

Procedure

Step 1 From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Svcs will vary depending on the number of services you have configured on your phone.

Step 3 Select 3 MailView in one of two ways:

Use the Navigation button to scroll to 3 MailView and press the Select soft key.
Press the number key 3 on your phone's dialing pad.

Step 4 If you have not already logged in to Cisco IP Phone Productivity Services, enter your PIN, when prompted. See the "Logging in to Cisco IP Phone Productivity Services" section for details.

The phone displays the MailView main menu (see Figure 3-20).

Figure 3-20 MailView Main Menu

Step 5 Select 1 Check Unity Voice Mail in one of two ways:

Use the Navigation button to scroll to 1 Check Unity Voice Mail and press the Select soft key.
Press the number key 1 on your phone's dialing pad.

Step 6 If this is the first time you are accessing this MailView account, you are prompted to log in. For details, see the "Logging in to MailView" section.

After successful login, the phone displays a list of your Cisco Unity voice mail (see Figure 3-21). By default, your voice mail first displays unheard messages.

Figure 3-21 Viewing Cisco Unity VoiceMail

Step 7 Press the more soft key to change the sort order or to select a message to review.

The screen displays your voicemail inbox (see Figure 3-22).

Figure 3-22 Date Sort/Read Sort Display

Step 8 From the DateSort/ReadSort screen:

a. Press the DateSrt soft key to view your voice mail in the order in which it was received.

b. Press the ReadSrt soft key to view your voice mail in the order in which you read it.

Step 9 If you do not want to change the sort order, select a voice mail from your voice mail inbox (see Figure 3-21). Use one of two ways:

Use the Navigation button to scroll to the voice mail and press the Select soft key.
On your phone's dialing pad, press the number that is displayed to the left of the voice mail.

Step 10 Proceed to the "Using MailView's Options for Cisco Unity Voice Mail" section.

Using MailView's Options for Cisco Unity Voice Mail

After you have selected a voice mail message, the MailView inbox screen displays the following options for handling your Cisco Unity voice mail (see Figure 3-23):

Figure 3-23 MailView's Cisco Unity VoiceMail Options

1. play voice mail	2. reply to sender	3. forward to a third party
4. fast rewind	5. pause	6. fast forward
7. delete	8. stop	9. review next message

Use Table 3-2 to help you manage your Cisco Unity voice mail in MailView.

Table 3-2 Using MailView to Manage Cisco Unity Voice Mail

Voice Mail Options	Instructions
Play Voice Mail	1. Press 1 on the dialing pad to play your voice mail. 2. Press 4 on the dialing pad to fast rewind the message. 3. Press 6 on the dialing pad to fast forward the message. 4. Press the Exit soft key to return to the voice mail inbox.
Pause Voice Mail	1. Press 5 on the dialing pad to pause a voice mail. 2. Press 1 on the dialing pad to resume playing the voice mail. 3. Press 8 to stop the voice mail. 4. Press the Exit soft key to return to the voice mail inbox.
Stop Voice Mail	1. Press 8 on the dialing pad to stop playing your voice mail. 2. Press the Exit soft key to return to the voice mail inbox.
Reply to Voice Mail	1. Press 2 on the dialing pad to record a reply to the voice mail sender. 2. Press the Send soft key to send the reply. The phone displays a sent reply screen. 3. Press the Redo soft key record the reply then press the Send soft key to change your reply. 4. Press the Cancel soft key to cancel your reply. 5. Press the Exit soft key to return to the voice mail inbox.
Forward Voice Mail	1. Press 3 on the dialing pad to forward a voice mail to someone other than the originator. 2. Enter the recipient's user name and e-mail address: a. Enter the letters of the alphabet using your dialing pad. b. Press the phone key associated with a letter. Tips To scroll through the letters associated with each key, press the key rapidly. For example, press 2 to display the letter "a." To enter the letter "b", press 2 again without pausing. Press the << soft key to back up and make corrections. The phone displays a forwarded message screen. 3. Press the Exit soft key to return to the voice mail inbox.
Delete Voice Mail	1. Press 7 to delete a voice mail. Your phone displays: Mail deleted. This message was successfully deleted. 2. Press the Exit soft key to return to the voice mail inbox.
Play All Voice Mail	1. Press 9. The screen displays the next voice mail message header and then automatically plays the voice mail. You can easily review all your voice mail without going back to the inbox. 2. Press the Exit soft key to stop playing the voice mail and to return to the voice mail inbox.

Checking your E-mail

With MailView, you can scroll through your e-mail messages and read them right on the phone display. You can also forward and delete e-mails from your phone. Any operation you perform on your messages using MailView is reflected in your PC-based e-mail client automatically.

MailView provides you with a list of your Cisco Unity e-mail and up to two additional IMAP-compliant e-mail accounts.

To check your e-mail using MailView, perform these steps:

Procedure

Step 1 From your Cisco IP Phone, press the Services button.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Svcs will vary depending on the number of services you have configured on your phone.

Step 3 Select 3 MailView in one of two ways:

Use the Navigation button to scroll to 3 MailView and press the Select soft key.
Press the number key 3 on your phone's dialing pad.

Step 4 If you have not already logged in to Cisco IP Phone Productivity Services, enter your PIN, when prompted. See the "Logging in to Cisco IP Phone Productivity Services" section for details.

The phone displays the MailView main menu (see Figure 3-24). Item 2 will always be your Cisco Unity e-mail. Items 3 and 4 are your optional (IMAP-compliant) e-mail accounts. In Figure 3-24, Driftwood is the optional e-mail account.

Figure 3-24 MailView Main Menu

Step 5 Select an e-mail service in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

For example, in Figure 3-24, select 2 Check Unity Email or 3 Driftwood.

Step 6 If this is the first time you are accessing this MailView account, you are prompted to login. For details, see the "Logging in to MailView" section.

After successful login, the phone displays your e-mail inbox with a list of your e-mail (see Figure 3-25).

Figure 3-25 E-Mail Inbox

Step 7 Select the e-mail that you want to read in one of two ways:

Use the Navigation button to scroll to the e-mail and press the Select soft key.
Use the dialing pad to enter the number corresponding to the e-mail.

The screen displays the e-mail body screen (Figure 3-26).

Use the Navigation button to scroll down the screen to read the text of the complete message below the dotted line.

Figure 3-26 E-mail Body

Step 8 On the E-mail body screen:

Press the Delete soft key to delete the e-mail.

Your phone displays:

Mail deleted. 

This message was successfully deleted.

Press the Forward soft key to forward the e-mail to a third party.
Press the Inbox soft key to return to E-Mail inbox,

Using Contacts Synchronization

With Contacts Synchronization, you can synchronize the entries in the Personal Address Book in Cisco CallManager with your Outlook Contacts.

To set up synchronization of your directory entries, perform the following steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Services will vary depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services (see Figure 3-2).

Step 3 Select 4 Contacts Synchronization in one of two ways:

Use the Navigation button to scroll to 4 Contacts Synchronization and press the Select soft key.
Press the number key 4 on your phone's dialing pad.

Note If you have not already logged in to Cisco IP Phone Productivity Services, you may be prompted to enter your PIN now. See the "Logging in to Cisco IP Phone Productivity Services" section.

The phone displays the Contacts Synchronization main menu with the choice of three conflict resolution modes (see Figure 3-27).

Step 4 In the Contacts Synchronization main menu (see Figure 3-27), choose a conflict resolution mode:

Select 1Exchange overrides CCM PAB to write the Microsoft Exchange entry to the Cisco CallManager (Personal Address Book) directory, in the case of conflicting entries.
Select 2CCM PAB overrides Exchange to write the entry from the Cisco CallManager (Personal Address Book) directory to the Microsoft Exchange directory, in the case of conflicting entries.
Select 3 Ignore conflicts to leave the Exchange entry and the Cisco CallManager directory entry as they are.

Note If the entries have the same first name, last name, e-mail, and work phone number but have different mobile and home phone numbers, they are considered conflicting entries.

Figure 3-27 Setting Options for Contacts Synchronization

Step 5 When the synchronization is complete, a message displays to notify you that the synchronization is done and the number of entries added to each directory.

Step 6 Press the Report soft key for details of the entries that have been added to the directory.

Step 7 Press the Exit soft key to return to the previous screen.

Using Personal Assistant Rule-Set Activation

Cisco Personal Assistant allows you to create rule-sets and activate them using voice commands or by using the Personal Assistant user web interface. Activating a rule-set tells Personal Assistant when to apply rules for handling your incoming phone calls.

With Personal Assistant Rule-Set Activation, you can activate your Personal Assistant rule-sets, view your currently active rule-sets and de-activate your Personal Assistant rule-sets using your Cisco IP Phone.

Note You must create your Personal Assistant rule-sets and rules before you use PA Rule-Set Activation. For information about using Personal Assistant and creating your rule-sets and rules, refer to the Cisco Personal Assistant User Guide.

These topics help you use Personal Assistant Rule-Set Activation:

Activating a Rule-Set

To activate a rule-set, perform the following steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Services will vary depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services.

Step 3 Select 5 PA Rule-Set Activation in one of two ways:

Use the Navigation button to scroll to 5 PA Rule-Set Activation and press the Select soft key.
Press the number key 5 on your phone's dialing pad.

The Personal Assistant Rule-Set Activation main menu displays a list of the rule-sets that you have created in Personal Assistant (see Figure 3-28).

Figure 3-28 Personal Assistant Rule-Set Activation Main Menu

Step 4 Select the rule-set that you want to activate in one of two ways:

Use the Navigation button to scroll to the rule-set (for example, 1 Vacation) and press the Select soft key.
Press the number key corresponding to the rule-set on your phone's dialing pad. For example, for Vacation rule-set, enter 1.

If the rule-set has been activated for some time, the screen displays:

PA Rule-Set Vacation

1 Activate

2 Deactivate

If the rule-set has not been activated for some time, the service skips the Activate/Deactivate screen and takes you automatically to the Personal Assistant Rule-Set Activations options screen (see Figure 3-29). In this case, skip to Step 6.

Step 5 From the Activate/De-activate screen, activate the rule-set in one of two ways:

Use the Navigation button to scroll to 1 Activate and press the Select soft key.
Press 1 on your phone's dialing pad.

The screen displays the Personal Assistant Rule-Set Activation options screen (see Figure 3-29).

Figure 3-29 Personal Assistant Rule-Set Activation Options

Use the Navigation button to scroll down to see more options:

6 Thursday

7 Friday

8 Saturday

9 Sunday

10 Days

11 Weeks

12 Months

Step 6 From the Personal Assistant Rule-Set Activation options screen, you can choose the following tasks:

Activating a Rule-Set by a Range of Days

Use this procedure to apply a rule-set during a range of calendar dates. This range of calendar dates can start from today or from a future date.

Step 1 From the Personal Assistant Rule-Set Activation options screen (see Figure 3-29), activate the rule-set by a range of days in one of the two following ways:

Use the Navigation button to scroll to 1 Date and press the Select soft key.
Press the number key 1 on your phone's dialing pad.

The screen displays the current date in the range of days fields:

PA Rule-Set Activation

From day: 1

From month: 10

To day: 1

To month: 10

To year: 2001

Step 2 To start the rule-set range on the current day, leave the From day field and From month field as it displays. Skip to Step 3.

To change the rule-set start date, perform the following steps:

a. At the From day field, use the << soft key to backspace and delete the day displayed. Press the appropriate number keys on your phone's dialing pad to enter the start day for the rule-set.

b. Use the navigation button to scroll to the From month field.
Use the << soft key to backspace and delete the month displayed.
Press the number keys on your phone's dialing pad to enter the month you want the rule-set to start.

Step 3 Use the navigation button to scroll to the To day field, the << soft key to backspace and delete the day displayed. and use the dialing pad to enter the end day

Step 4 Repeat this step to change the To month field and the To year field.

For example, to set December 9, 2001 as the end date, enter 9 in the To day field, 12 in the To month field, and 2001 in the To year field. The screen displays as shown below:

To day: 9

To month: 12

To year: 2001

The screen displays that the rule-set has been activated:

PA Rule-Set Activation

Rule-set activation done

Rule-set activated: Vacation

Step 5 Press the Exit soft key to return to the previous screen.

Activating a Rule-Set by Days of the Week

Use this procedure to apply a rule-set to every day (daily) or to one day of the week, for example, every Thursday.

Step 1 From the Personal Assistant Rule-Set Activation options screen (see Figure 3-29), activate the rule-set 2 Daily or by days of the week (from 3 Monday to 9 Sunday) in one of the two following ways:

Use the Navigation button to scroll to the day you want (for example, 6 Thursday) and press the Select soft key.
Press the number key corresponding to the day you want on your phone's dialing pad. For example, for Thursday, enter 6.

The screen displays a message that the rule-set has been activated:

PA Rule-Set Activation

Rule-set activation done

Rule-set activated: Vacation

Period activated: Thursday

Step 2 Press the Exit soft key to return to the previous screen.

Activating a Rule-Set by a Number of Days, Weeks, or Months

Use this procedure to apply a rule-set for a specific number of days, weeks or months, starting immediately.

Step 1 From the Personal Assistant Rule-Set Activation options screen (see Figure 3-29), activate the rule-set by a number of days, weeks, or months in one of the two following ways:

Use the Navigation button to scroll to 10 Days, 11 Weeks or 12 Months, and press the Select soft key.
Press the corresponding number key (10 for Days, 11 for Weeks, or 12 for Months) on your phone's dialing pad.

The screen displays the rule-set name and your selection of days, weeks or months with a default value of 1. Depending on your selection, the display shows one of the following:

No. of days: 1

No. of weeks: 1

or No. of months: 1

For example, if you chose the rule-set Off-site and 10 Days, the screen displays:

Off-site for Days

No.of days: 1

Step 2 Use the << soft key to backspace and delete the number in the number of days field. Enter the number on your phone's dialing pad to specify the duration of the rule-set.

For example, if you enter 5, the off-site rule-set gets activated for 5 days starting immediately. If today is October 3, the activation period is October 3 - October 7.

Step 3 Press the Exit soft key to return to the previous screen.

Viewing a Currently Active Rule-Set

To view rule-sets that you have already activated, perform the following steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Services will vary depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services.

Step 3 Select 5 PA Rule-Set Activation in one of two ways:

Use the Navigation button to scroll to 5 PA Rule-Set Activation and press the Select soft key.
Press the number key 5 on your phone's dialing pad.

The Personal Assistant Rule-sets menu displays the rule-sets that you created in Personal Assistant (see Figure 3-28).

Figure 3-30 Personal Assistant Rule-Set Activation Main Menu

Step 4 From the Personal Assistant Rule-Set Activation main menu (see Figure 3-28), press the Active soft key.

The screen displays your active rule-sets and the time the rule-set applies.

For example, if the rule-set is Vacation and the time the rule-set applies is Monday and Tuesday, the screen displays:

Current active rule-set

1 Active rule-set: Vacation

2 Active period: Monday, Tuesday

Step 5 Press the Exit soft key to return to the previous screen.

De-activating a Rule-Set

When you de-activate a rule-set using the Personal Assistant Rule-Set Activation service, you de-activate the rule-set for all its activated periods.

To de-activate a rule-set, perform the following steps:

Procedure

Step 1 If you are already logged into Cisco IP Phone Productivity Services, skip to Step 3.

If you are not logged into Cisco IP Phone Productivity Services, press the Services button on your Cisco IP Phone.

The screen displays your list of services.

Step 2 Select Productivity Svcs in one of two ways:

Use the Navigation button to scroll to Productivity Svcs and press the Select soft key.
Press the number key on your phone's dialing pad that corresponds to the item number displayed on the LCD screen.

Tip The item number next to Productivity Services will vary depending on the number of services you have configured on your phone.

The screen displays the services available with Cisco IP Phone Productivity Services.

Step 3 Select 5 PA Rule-Set Activation in one of two ways:

Use the Navigation button to scroll to 5 PA Rule-Set Activation and press the Select soft key.
Press the number key 5 on your phone's dialing pad.

The Personal Assistant Rule-Set Activation menu displays the rule-sets that you created in Personal Assistant (see Figure 3-28).

Figure 3-31 Personal Assistant Rule-Set Activation Main Menu

Step 4 Select the rule-set that you want to activate in one of two ways:

Use the Navigation button to scroll to the rule-set (for example, 1 Vacation) and press the Select soft key.
Press the number key corresponding to the rule-set on your phone's dialing pad. For example, for Vacation rule-set, enter 1.

The screen displays:

PA Rule-sets

1. Activate

2. Deactivate

Step 5 De-activate the rule-set in one of two ways:

Use the Navigation button to scroll to 2 Deactivate and press the Select soft key.
Press 2 on your phone's dialing pad.

The screen displays that the rule-set has been de-activated:

PA Rule-set Deactivation

Rule-set deactivation done

Rule-set deactivated: Vacation

Step 6 Press the Exit soft key to return to the previous screen.

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