How do I use my Cisco IP Phone model 7800?

In This Article:

Overview:

Cisco 78xx IP Phone Training Video

  • Supports four lines
  • Ergonomic design
  • Compatible with wired or DECT wireless headset
  • High-fidelity voice with graphical display and backlit indicator
  • Access to a comprehensive suite of unified communications features

Instructions for using other Cisco phone models can be found in the following articles:

Request phone assistance

Buttons and Hardware:

Handset

Your Cisco 7800 Series phones include a (1) handset, with (2) light strip that flashes for an incoming call, or remains lit when you have new voicemail.

Your Cisco 7800 Series phones include a (1) handset, with (2) light strip.
Image showing (1) handset, with (2) light strip.

Phone Screen

The phone screen shows: 

  1. Information about your phone
  2. Displays the date/time
  3. Your phone number
  4. Line status with caller ID
  5. The softkey options

Phone screen — shows information about your phone.
Phone screen image indicating the features.

Line Buttons

Line or Speed Dial Buttons — Initiates a call, speed dials a number or ends a call. The 7821 model has two buttons, the 7841 has four, and the 7861 has 16 buttons. Because the 7841 model has two additional buttons on the right side, the phone has a split screen. Any buttons not being used as line buttons may be used for speed dials or feature buttons.

Line or Speed Dial Buttons.Image of the Line or Speed Dial Buttons highlighted.

Buttons

Buttons illuminate to indicate status:

  • A steady green indicates an active call
  • Flashing green is a call on hold
  • Flashing amber indicates an Incoming call 
  • A steady red light shows a shared line in use remotely
  • And a flashing red indicates a shared line call put on hold remotely

Buttons illuminate to indicate status.
Image of the buttons illuminated to indicate status.

Soft Keys

Buttons illuminate to indicate status:

  1. A steady green indicates an active call
  2. Flashing green is a call on hold
  3. Flashing amber indicates an Incoming call 
  4. A steady red light shows a shared line in use remotely
  5. And a flashing red indicates a shared line call put on hold remotely

Soft Keys — Perform a variety of function and calling options and change depending on the state of the phone.
Image indicating which soft keys are which.

Navigation

(1) Navigation Key and (2) “Select” Button - Allows the user to scroll through menus. Use the “Select” button to select a highlighted option.

Navigation Key and “Select” Button — Allows the user to scroll through menus. Use the “Select” button to select a highlighted option.An image showing the phones navigation button.

Feature Buttons

The dedicated buttons on the left provide access to:

  1. Voicemail
  2. Applications
  3. Directories

The Feature Buttons on the right are used to:

  1. Hold
  2. Transfer
  3. Conference

The dedicated buttons on the left provide access to Voicemail, Applications and Directories. The Feature Buttons on the right are used to Hold, Transfer and Conference.Image indicating the feature buttons on the phone.

Dialing Pad

Use the dial pad buttons to dial a phone number.

Dialing Pad — Use the dial pad buttons to dial a phone number.
Image of the phone indicating the dialing pad.

Volume Button

Used in coordination with the sound control buttons to control the speaker, headset and mute.

Volume Button — Used in coordination with the sound control buttons to control the speaker, headset and mute.Image of the phone with the volume buttons indicated.

Back of the Phone

The back of the phone includes:

  1. DC adaptor power port
  2. Network port
  3. Access port connection for a PC
  4. Auxiliary port where you can connect an EHS cable
  5. A headset
  6. A handset port

The back of the phone includes a DC adaptor power port, a network port, an access port connection for a PC, an auxiliary port where you can connect an EHS cable, a headset and a handset port.
Image of the back of the phone indicating ports, buttons, etc.

Back to Overview

Sound Control:

Volume

Press plus or minus on the Volume button to adjust the volume. For example, to adjust the volume on the handset, lift it and then press plus or minus until the desired volume is achieved. The same process can be repeated to adjust the volume for the ringer, headset or speaker. 

Press plus or minus on the Volume button to adjust the volume.
Image showing the plus and minus on the Volume button.

Mute

Press “Mute” to mute a call in progress. When the microphone is muted, the button illuminates red. To take a call off mute, press “Mute” again.

Press “Mute” to mute a call in progress.Image indicating the mute button, highlighted red, on the phone.

Speaker

Press “Speaker” to use the speakerphone. To take a call off speakerphone, press the speakerphone button again or lift the handset.

Press “Speaker” to use the speakerphone.Image highlighting the speaker button, green, on the phone.

Headset

This key is used to answer and end calls using the headset connected to the phone. The button is lit and the headset icon appears in the top bar when the headset is activated.

The button is lit and the headset icon appears in the top bar when the headset is activated.Image highlighting a green headset button, between the mute and speaker buttons, on the phone.

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Ringtone:

Change Ringtone

To change the Ringtone, press the “Applications” key. Use the Navigation Key to scroll and select Preferences, and then Ringtone. Note the current selected ringtone name will be highlighted and checked.

Press the Applications key, then use the Navigation key to scroll and select ringtone.Image indicating the the Applications key and Navigation key.

Set Tone

Use the Navigation key again to scroll through the list of ring types, and press the “Play” soft key to hear a sample of the selected ring type. 

When you find the desired ring, press the “Set” softkey. Then press the “Apply” softkey to confirm your selection. Your selection will be checked.  

Press the back arrow to return to the Preferences Screen and then press “Exit.”

Use the "Set" softkey and then press Apply to confirm your new tone.
Image indicating the correct soft key.

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Contrast:

Adjust Contrast

To adjust the Contrast, press the “Applications” key. On the Navigation Key, use the Buttons to scroll and select Preferences. Select Contrast. Press the Navigation buttons up to increase or down to decrease contrast.

Adjust contrast through applications under preferences.Image showing the contrast changed with the navigation button through applications under preferences.

Set Contrast

Press the “Save” softkey to set the level or “Cancel” to exit.

Save or Cancel your changes.Image of a soft key selection to save or cancel.

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Making and Answering Calls:

Indicators

When a new call rings on your phone, you will see a few indicators. A flashing light on the handset, a flashing light on the line button, and a ringing call icon displays with caller ID Information.

When a new call rings on your phone, you will see a few indicators.

Answer

You can answer a call by lifting the handset.

You can answer a call by lifting the handset.

Other Ways to Answer

Or, if you have a headset connected, press the blinking line button, or press the “Answer” softkey to connect to the call with the headset. Otherwise, pressing the blinking line button or pressing the “Answer” softkey will trigger the speakerphone automatically. The call now shows the connected call icon, and the call timer is displayed.

Second Call

If a second call comes in while you are already on a connected call, the second caller’s ID information will briefly display. 

If a second call comes in while you are already on a connected call, the second caller’s ID information will briefly display.

Connect

You must press the blinking line button to connect the second call and the first call will automatically be placed on hold.

You must press the blinking line button to connect the second call, and the first call will automatically be placed on hold.

Switch Between Calls

Notice the top bar now displays a call count, and lets you know which call is displayed. To switch between connected calls, press the “More” softkey until you see the “Swap” softkey.  You can also press the blinking line button of the held call to swap between calls, and the other call will automatically be placed on hold.

Notice the top bar now displays a call count, and lets you know which call is displayed.

End Call

To end a call, press the “End Call” softkey. To end a call on hold, you must resume the call first.

To end a call, press the “End Call” soft-key.

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Hold and Transfer:

Press Call

When you are finished, press the “Call” softkey.

To place a call while another call is active, put the active call on hold and press the “New Call” softkey.New Call

Outside Call

To make an outside call, hold down the star key for two seconds to get the plus sign for “plus dialing.” Then enter the full local or long distance number and press the “Call” softkey.

Hold down the star key for two seconds to get the plus sign for “plus dialing” then enter the full local or long distance number and press the “Call” softkey.Outside Call

Redial

Use the “Redial” softkey to dial the last number placed from the phone.

To dial the last number placed from the phone use the softkey.
Redial

Speed Dial

If you have set up speed dials, enter a speed dial code, and use the “Speed Dial” softkey.

Enter a speed dial code, and use the “Speed Dial” softkey.
Speed Dial

Idle Speed Dials

For quick access when the phone is idle, press the down button for Speed Dials.

Press the down button for Speed Dials.
Idle Speed Dials

Idle Placed Calls

For quick access when the phone is idle, press the up button for Placed Calls.

Press the up button for Placed Calls.
Idle Placed Calls

Busy

If you try to reach someone and you get a busy signal, voicemail or the call is not answered, you may use the Callback feature to let you know when that person is available to talk. If enabled, Callback appears on your phone as a feature button or a soft key. While listening to the busy tone or a ring sound, press Callback. A confirmation screen displays on the phone. Press Exit to exit the confirmation screen. 

You may use the Callback feature to let you know when that person is available to talk.
Busy

Available

When the person you are trying to reach becomes available, you will receive an audio and a visual notification on your phone when the line is free. Press Dial to place the call again. For more information about the Callback feature, contact your system administrator.

You will receive an audio and a visual notification on your phone when the line is free.Available

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Forward Calls:

Forward All Soft Key

Call Forward” allows you to forward calls on your phone to another number. For your primary line, you can set up “Call Forward All” directly on your phone. For all other lines or to access call Forward All remotely, go to your User Options webpages.

To forward all calls, press the “Forward All” soft key.  

To forward all calls, press the “Forward All” softkey.

Enter Number

Then you enter the call forward target phone number exactly as you would dial it from your phone.  

Then you enter the call forward target phone number exactly as you would dial it from your phone.

Forward All Icon

Look for the “Forward All” icon on your screen. 

Look for the “Forward All” icon on your screen.

Forward Off

To cancel call forwarding, press the “Forward Off” softkey.

To cancel call forwarding, press the “Forward Off” softkey.

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Conference:

Conference Feature

Use the Conference feature when you want to connect multiple callers.

  • While on a call, press the “Conference” key. 
  • Enter a participant’s phone number.
  • After the phone begins to ring, press the “Conference” key again to begin the conference call. You can also use the soft keys to initiate and connect a conference call.

While on a call, press the “Conference” key.

Conference Begins

The conference begins and the phone displays “Conference” instead of caller ID. Repeat the steps to add more participants.

The conference begins and the phone displays “Conference” instead of caller ID.

Combine Existing Calls

When you want to combine existing calls that are already on your phone (connected or holding), use the “Conference” hard key or softkey.

  • While on an active call, verify that you have at least two connected calls. 
  • Press the “Conference” hard key or softkey, and the line button for the calls on hold.
  • If there is only one call on hold on the target line, a screen will appear asking the user to confirm that you want to join the call by clicking the “Yes” softkey, and the conference will set up immediately with the active call.
  • If there is more than one call on hold on the target line, a screen with the held calls list will show up for the user to choose. The user selects the call and clicks “Conference” softkey or hard key to establish the conference with the active call.

When you want to combine existing calls that are already on your phone (connected or holding), use the “Conference” hard key or softkey.

Use the Mute Button

Remember, if you place a conference call on hold, all members of the conference call may hear hold music. Use the Mute button instead.

If you place a conference call on hold, all members of the conference call may hear hold music.

View and Remove

To view and remove conference participants during a conference, press the “Details” softkey. To remove a participant from the call, highlight a name and press “Remove.”

The conference ends when all participants hang up.

To view and remove conference participants during a conference, press the “Details” softkey.

Conference Now

See our Conference Now page for more details.

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Additional Features:

Contacts

The Cisco IP 7800 series phones provide you with access to contacts using the Personal and Corporate directories. To view these directories, press the Contacts button.

The Personal Directory will allow you to access your Personal Address Book and Fast Dials. You can set up and maintain your Personal Directory using your phone, or by using your User Options webpages.

The Corporate Directory will allow you to access employee names and phone numbers. You can search for a co-worker’s name and number, and then dial that number from the Corporate Directory.

The Cisco IP 7800 Series Phones provide you with access to contacts using the Personal and Corporate directories.

Call History

To view missed, placed or received calls, press the “Applications” button and select Call History. The last 150 calls display. To sort to view only missed calls, press the “Missed” Calls softkey.

To sort to view only missed calls, press the “Missed” Calls softkey.

Dial from Call History

To dial from Call History, scroll to a call press the “Select” button in the Navigation pad, or the “Call” softkey.

To dial from Call History, scroll to a call press the “Select” button in the Navigation pad, or the “Call” softkey.

Call History Options

Press “Edit|Dial” if you need to edit the number to add an outside line number or long distance access code.

To view details for a call, highlight the call and press the “Details” softkey.

From the Call History screen, you can clear the history by selecting “All Calls,” or just the call you would like to delete. Press “Clear” (you may need to press the “More” softkey first). Press “Delete” to delete the Call History list, or press “Cancel” to go back to the Call History screen.

Press “Details” to see call details, "EditDial" to edit a number before dialing it, or "Clear" to clear a call from your history.

Shared Lines

If you share a line with a co-worker or an Administrative Assistant, you share a phone number. Either you or your co-worker can answer a ringing call on the shared line.

When your co-worker has a call on the shared line, your shared line button is solid red. When your co-worker puts a call on hold, the session button on your phone pulses red. You or your co-worker can resume the call.

When your co-worker puts a call on hold, the session button on your phone pulses red.

Barging Shared Line Calls

They can also “barge” a call that you are handling on the shared line. Barging a call means joining your call by turning the call in to a conference. You will typically hear a beep and your phone screen will change to display conference details.

To prevent this from happening, use the “Private” feature button. To verify that Privacy is enabled, look for the “Private” enabled icon next to an amber line button. This will block others who share a line from you from being able to barge in on your shared line call. Press the “Private” feature button again to disable.

To prevent barging, use the “Private” feature button.

Group Pickup

To answer a call that is ringing another extension within your group, press an available line button, you may need to press the “More” softkey and the PickUp softkey. The call now rings on your phone.  

To answer a call that is ringing on another extension outside of your group, press an available line button and the Group PickUp soft key. Enter the call group pickup code number provided by your system administrator. The call now rings on your phone.

To answer a call that is ringing another extension within your group, press an available line button. You may need to press the “More” softkey and the PickUp softkey.

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