ABACUS Polycom IP550 User manual

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Abacus Hosted PBX Solution
Polycom IP550/560 Phone Training
Revised:
June 15, 2012

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Getting to know your Polycom IP 550/560
Soft Keys
Shortcut to call logs
Menu navigation arrows
9= select
X = backspace, delete
Feature & Function
Buttons
3 Line Buttons
Mute Button
Speakerphone
Button
Headset Button
Hold Button
Programmable
Speed Dial Buttons

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Buttons versus Soft Keys
Throughout this training and in the user guides, we
will refer to both Buttons and Soft Keys
Buttons:
Refers to the physical buttons on the phone. These vary
depending on the phone model, but are labeled with the
name of the function or feature they perform. They always
perform the same function/feature.
Soft Keys:
Refers to the keys that appear below the LCD screen on
your IP Phone. These are called “soft” because the
function they perform changes depending on the state of the
phone. You will notice different options appearing on the
soft keys when you are on-hook versus on a call, as well as
when you are using the soft keys to perform certain tasks.

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Placing a Call
Preferred Method
Enter number, with handset still in cradle, and
Pick up handset (you will be in handset mode),
or
Press “Dial” soft key or button (you will be in
speakerphone mode)
Option 2:
Pick up handset and dial the number
•NOTE: A digit error while dialing off-hook can be corrected by using the
“X” key under the Navigation Arrow keys.

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Placing a Call (continued)
Do Not dial “9” to get an outside line
If you do dial “9” to get an outside line and then dial the phone
number the system will consider this a “Misdial”
Do Not dial “1” before making a local or long distance call
Like using a cell phone a “1” is not needed when dialing. If you do
dial a “1”, don’t worry, the call will still go through
Always dial the full 10 digit number when placing any call
for North America including your own state
International Calling is optional as a company wide feature.
Cost of International phone calls is posted on the Abacus Group
website www.abacusgroup.com
In order to place International calls your Administrator must
request that this feature be enabled.

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Answering a Call
Pick up the Handset
Press the Speaker button
Press the Headset button
Press the Line key for the line that is ringing
(this
will activate the speakerphone)
Answer or Reject soft key
Answer soft key will answer the ringing line and put your
phone in speakerphone mode
Reject soft key will stop the call from ringing at your phone
and either send it to Voicemail or the next number in your
call forwarding sequence, if you have one set up

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Answering multiple Calls
If you are on line 1 and another call comes in, it will ring
on line 2
You will hear a beep and the LED next to line 2 will flash
Press the Line 2 button to answer that call. This will
automatically put the party on line 1 on hold
If you are done with the party on Line 1, you can press the
“End Call” soft key before answering the second call
Use the Line Buttons to toggle back and forth between the
active calls you have. The LCD screen will update to show
you who is on each line
When you are done with a call, press the “End Call” soft
key to disconnect that call.

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Directories Polycom IP 550/560
Press Directories button
Contact Directory
Call list
Can also access call lists
from navigation arrows
Bottom = Missed Calls
Left = Received Calls
Right = Placed Calls
Top = phone directory speed
dial list. These are contacts
you have added to your
contact directory

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Calling from your Directory/Call Lists
Press the “Directories” button, then select “Call Lists”
then select the list you want to review (Missed Calls,
Received Calls, Placed Calls or Clear)
Scroll to find the caller you want to call
Press the “Dial” Soft Key, which will activate your speaker
phone or pickup the handset
Note: The arrows on the silver disk act as short cuts to
your Call Lists.
Down Arrow: Missed Calls
Left Arrow: Received Calls
Right Arrow: Placed Calls
Up Arrow: Speed Dial (these are the people you entered in your
contact directory).
You can auto dial a Contact by Pressing the Up Arrow and Dialing the
single or multi digit number assigned to each Contact.

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Adding a Contact to your Directory
Press the Directories button, choose Contact Directory
Press the More Soft Key, then the Add Soft Key
Enter the Contact’s name and phone number
Enter the characters like you would when using text messaging on a
cell phone without a QWERTY (full) keyboard, i.e. press the 7 key
four times for the letter “S”, etc
Users who have been entered in your contact directory
will be accessible using the “up” arrow on the silver
disk on your phone
To call a contact in your directory, highlight their name and
press the Dial soft key
Or dial the “Index” number associated to the speed dial
Contact number

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Setting Up Your Voicemail
The first time you call into your voicemail, you will be asked to:
1. Change Your Password (this is mandatory before you can continue)
• The default Password for all new users is your extension #
• Your new Password can be between 3 or 4 digits and not be your
extension #
2. Record Your Name Announcement (this is required to be listed in the
company dial by name directory)
3. Record Your Unavailable Greeting
4. Record Your Busy Greeting (this is not necessary but does no harm)
Note: Please do the FIRST THREE!
If you don’t record your name announcement, then callers will not be able to access
you in the Dial By Name directory of the Auto Attendant
If you already accessed your mailbox for the first time and didn’t record your name
announcement and/or greeting, you can do it now, by logging into your mailbox,
Chose “0” for Mailbox options, “1” for Unavailable Message, “2” Busy Message,
“3” Name, “4” Temporary Message, “5” Change Password, “*” Main Menu

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Checking Voicemail
How to know you have new Messages:
Red Indicator light will blink
An Envelope icon will appear next to your
extension # on the LCD screen
When you pick up the handset
will hear stutter dial tone
To check messages
From your Polycom phone, press Messages
button, the system will ask for your password
From another Abacus phone in your organization,
dial *and your Mailbox #, the system will ask for
your password, or dial *5000 you will be asked
for your Mailbox # then your Password
From a phone outside your Abacus PBX system,
dial your Auto Attendant or pre-assigned phone
number (backdoor access) when you hear the
Auto Attendant dial the pre-assigned “Check
Voicemail” access assigned by your
Administrator. You will be asked for your
mailbox # and then your password.

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Do Not Disturb
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When the “Do Not Disturb” button
is pushed:
A Blinking “X” will show in the
display to the left of your Extension
numbers.
All calls when “Do Not Disturb” is
activated will go directly to your
Voicemail instead of ringing your
phone
To turn off “Do Not Disturb”:
Press the “Do Not Disturb” button
again
The icons to the left of your
Extension numbers will return to
normal
Your phone will ring when you get a
call instead of going directly to
Voicemail

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Using Voicemail
When listening to your Messages during Playback
Option 1 = Replay all messages w/Time and Date Stamp
Option 2 = Replay current message only w/o Time and Date Stamp
Option 4 = Play previous message
Option 6 = Play next message
Option 7 = Delete current message
Option 8 = Forward message to another mailbox on the system
• Press 1 to enter an extension
• Press 2 to use the Directory
Option 9 = Save message in folders
Option 0 = Pause and Resume
Option * = Back-up
Option # = Forward
Note: if you don’t want to hear the Envelope information before your messages is played, you can
Press 1 again to Skip during playback.

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3 Way Conference
You can Conference 3 people (including yourself)
During an active call, press Conference button or the
Confrnc soft key
Enter number of the person you want to bridge in
Note: the first person is on hold during this time
When that person answers, press the Conference button or
Confrnc soft key to join all parties together
If you would like to “split” the conference into two
separate calls, you can press the split soft key.

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Transferring a Call
Transfer
Blind
Answer call
Press Transfer Button (or Soft key)
Blind soft key
Dial extension you want to transfer to
Press Send soft key
Consultative
Answer call
Press Transfer Button (or Soft key)
Dial the extension you want to transfer to
Announce caller (the caller is on hold during this
time)
Press Transfer again to complete the transfer
Directly to VM (w/o ringing the extension)
Answer call
Press Transfer Button (or Soft key)
Press Blind soft key
Dial the extension followed by the * key
Press Send soft key

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Call Forwarding – From the Phone
3 Types of Call Forwarding
While the phone is in an idle state
Press the Forward “Soft” key
Choices are Forward:
•Always (Enter Phone #)
•No Answer (After “X” rings)
•Busy (Enter Phone #)

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Redial & Hold Buttons
Press “Redial” Button
Redials the last number dialed
(if your phone has one)
Press “Hold” Button
Press to put call on Hold
To Rejoin the call, press Hold
again or the flashing line key
(if your phone has one)

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2 Way Intercom
Allowed users can initiate
All users can respond
Press *1, dial extension #, then press send
or dial
The user on the receiving end will hear a
short ring, then their speakerphone
/microphone will be activated and they can
speak with you hands free
This is a one to one intercom
Note: These features are only available in certain feature
packages with the Polycom phone and need to be enabled
in your profile (if available), by your administrator.

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Call Park & Un-Park
Transfer a call to a “Parking Spot” to be retrieved at
another phone on the Abacus PBX
To Park a Call: *70
Transfer + *70 + Send or Dial and wait for the system to give a
“Parking Spot Number”, remember it and then hang-up
Un-Park a Call: *71 (From any phone on the Abacus PBX)
Dial *71 + the “Parking Spot Number” + Send or Dial to pick-
up the call parked in the assigned “Parking Spot”
Note: These features are only available in certain feature packages with the Polycom phone
and need to be enabled in your profile (if available), by your administrator.