How do I use my Cisco 7841 IP Phone?

In This Article:


This article aims to help with using the Cisco 7841 IP Phone. Instructions for using other Cisco phone models can be found in the following articles:

Main Screen:

The phone screen displays the following:


Date and time


Your phone number


Link status with caller ID


Soft key options

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The 7841 has two main groups of buttons.  

Line Buttons:

On each side of the display are two line buttons. Each connected phone line can have a button associated with it. On the 7841, you can connect up to four lines to one phone. If there is only one connected line on the phone, the rest of the line buttons do nothing.   

Function Buttons:

The function buttons perform the following functions. 




Dial your voice mail box.



Launch applications that perform specific tasks.



Access directory numbers.



Place a call on hold.



Send the current caller to another number.



Connect two or more calls together into a single conference.


Volume Up/Down

Increase or lower the call volume.


Speaker Phone

Switch to the speaker to hear the call.



Transfer the call from the handset to a connected headset.



Silence all audio.


Navigation pad

Scroll up or down through menu options.


Select button

Press to make a selection.


Number pad

Use to dial a number.

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Soft Keys:

Beneath the main screen are a series of “soft keys,” whose function changes depending on what you’re currently doing.

The four default key settings are:



Automatically dial the last number called.


New Call

Press to make a new call. (The same as picking up the handset.)


Fwd All

Forward all calls to another number.



Shows more functions.

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Back of the Phone:

You can find the following on the back of the phone.


DC power input

Connect additional DC power if required.


Ethernet in port

Connects the phone to an Ethernet network.


Ethernet out port

Connect to a client to provide network access.


AUX port

For connecting an external headset.


Headset connection

 For connecting an external headset.


Handset connection

Connects the handset.

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Call Basics:

Answering a Call:

You can answer a call in four ways:

  1. Pick up handset.
  2. If you have a headset connected, press the Headset button to transfer the call to it.
  3. Press the line button next to the line in use.  
  4. Press the “Answer” soft key.

If you do not pick up the handset, the call is placed on speaker by default. (You can still use the handset after answering.)

Ending a Call:

You can end a call in four ways:

  1. Put down handset.
  2. Hang up the headset.
  3. Press the line button next to the line in use.
  4. Press “End Call” soft key.

Switching Between Calls:

If you receive a second call while on the line, that caller’s ID will display briefly.

The top bar on the display will show call count (call # of #).

To switch between calls:

  1. Press the line button. The current call will be placed on hold.
  2. Press the “More” soft key until “Swap” is shown.

Placing a Second Call while Connected:

To place another call while another call is active:

  1. Press the Hold button.
  2. Press the “New Call” soft key. The current call will be placed on hold.

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To automatically dial the last called number, press the “Redial” soft key.

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Call Forwarding:

This function allows you to forward your phone to another number.

For your primary line, you can set up Call Forwarding on your phone. For all other lines, or to access Call Forwarding remotely, log into the Self Care portal at

To begin forwarding calls from the phone:

  1. Press the “Fwd All” soft key.
  2. Enter the forwarding number (where calls will go to), as you would dial it on your phone. Include 8 to dial an outside line.

  1. On the main screen, the display will show “To <forwarding number>”.
  2. To cancel the forward, press the “Fwd Off” soft key. The phone will display “Forwarding Off”.

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If you try to reach someone and receive a busy signal, voicemail, or the call is not answered, the Callback feature can alert you when that person is available to talk. If enabled, Callback appears on your phone as a feature button or a soft key.

To use callback:

  1. While listening to the busy tone or a ring sound, press Callback. A confirmation screen displays on the phone.

  1. Press Exit to exit the confirmation screen.
  2. When the line becomes available, you will receive an audio and a visual notification on your phone when the line is free.
  3. Press Dial to place the call again.

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Conference Call:

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

Please note that if you place a conference call on hold, all members of the conference call may hear hold music. Use the “Mute” button instead.

To begin a new conference:

  1. While on a call, press the “Conference” key.
  2. Enter a participant’s phone number.
  3. 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.
  4. When the conference call has begun, the phone display will show “Conference” instead of caller ID.
  5. To add more participants to the conference call, repeat steps 1-3.

To combine multiple calls already in progress.

  1. While on an active call, verify that you have at least two connected calls.
  2. Press the “Conference” hard key or soft key, and the line button for the calls on hold.
  3. 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” soft key.
  4. The conference will set up immediately with the active call.
  5. 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 selects the “Conference” soft key or hard key to establish the conference with the active call.

To view and remove conference participants during a conference, press the “Details” soft key. To remove a participant from the call, highlight a name and press “Remove”. The conference ends when all participants hang up.

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You can view and search for contacts using the Personal and Corporate directories.

To view these directories:

  1. Press the Contacts button.
  2. 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.
  3. 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.

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Call History:

View All Calls:

To view all calls made from a line:

  1. Press the “Applications” button and select “Recents”.
  2. Depending on how your phone is configured, you can select “All Lines” to show the last 150 calls received on all configured lines; or select an individual line to view its history.
  3. To view only missed calls, press the “Missed” soft key.

Clear Call History:

To clear your entire call history, either for all lines or for a specific line,

  1. Press the “More” soft key, then “Clear
  2. Confirm you wish to delete the list by pressing the “Delete” soft key again
  3. Removing individual calls from history

Clear an Individual Call from History:

To remove an individual call:

  1. Highlight the call to be removed. Select the “More” soft key, then “Details
  2. To remove the call, press the “Delete” soft key
  3. Confirm that you wish to delete the call by pressing “Delete” again.

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Other Tasks:

Edit Call Details:

You may need to edit an existing number to add an outside line number or long distance access code.

  1. Press the “Edit|Dial” soft key.
  2. To view details for a call, highlight the call and press the “Details” soft key.

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. Either you or your co-worker can resume the call.
  • The second person can also “barge” a call that you are handling on the shared line. “Barging” 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 call barging, use the “Private” feature button:

  1. 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.
  2. Press the “Private” feature button again to disable.

Group Pickup:

To answer a call that is ringing on another extension within your group:

  1. Press an available line button.
  2. Press the “More” soft key and the “PickUp” soft key. The call now rings on your phone. 

To answer a call that is ringing on another extension outside of your group:

  1. Press an available line button and the “Group PickUp” soft key.
  2. Enter the call group pickup code number provided by your system administrator. The call now rings on your phone.

Change Ringtone:

You can select from several ringtones for your phone. To change the ringtone:

  1. Press the Applications Button.
  2. Select “Preferences,” then select “Ringtone.”

  1. If there is more than one line on the phone, select the line you want to change the ringtone for. Otherwise, scroll through the list and select the desired ringtone.
  2. A clip of each tone will play when selected. To apply the changes, click the “Set” soft key.

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Article ID: 884
Mon 6/18/18 4:33 PM
Thu 6/4/20 12:47 PM