Polycom SoundStation IP 4000 SIP 1.6 User manual

User Guide
SoundStation®IP 4000 SIP 1.6
SoundStation®IP 4000 for SIP USER GUIDE
SoundStation®IP 4000 SIP
January25, 2006
®

Contents
Introduction ............................................... 1
Parts List ................................................... 1
Installing SoundStation® IP 4000 SIP ............. 2
Connecting Network and Power Source ................................2
Features .................................................... 3
Using SoundStation® IP 4000 SIP .................. 4
Placing a Call ........................................................................4
Answering a Call ....................................................................4
Call Hold and Resume ...........................................................5
Multiple Calls on Hold ............................................................5
Microphone Mute ...................................................................5
General Key Use ...................................................................5
Local Conferencing ................................................................6
Splitting a Conference ...........................................................6
Transferring a Call .................................................................6
Call Timer ...............................................................................6
Ending a Call .........................................................................7
Redial .....................................................................................7
Call Forwarding ......................................................................7
Volume Adjustment ................................................................7
Do Not Disturb .......................................................................7
Time and Date .......................................................................8
Display Contrast ....................................................................8
Ring Type ...............................................................................8
Call Lists ................................................................................9
Contact Directory ...................................................................9
Speed Dial ...........................................................................10
Multiple Call Appearances ...................................................10
Shared Lines ........................................................................ 11
Voice Mail ............................................................................ 11
Distinctive Ringing / Call Treatment ..................................... 11
Multilingual Support (Localization) .......................................12
Phone Reboot ......................................................................12

Optional Features ..................................... 12
Text Messaging ....................................................................12
Presence / Status / Buddy Lists ...........................................13
Troubleshooting ........................................ 15
Safety and Compliance ............................... 16
Part 15 Rules .......................................................................16
Class B Digital Device or Peripheral ....................................16
Modifications ........................................................................17
Installation Instructions ........................................................17
Plug Acts as Disconnect Device ..........................................17
Industry Canada (IC) ...........................................................17
CE Mark ...............................................................................17
VCCI ....................................................................................17
RRL ......................................................................................17
Polycom Limited Warranty
and Limitation Liability .............................. 18
Exclusions ................................................ 18
Warranty Exclusive .................................... 18
Service Agreements ................................... 19
Limitations of Liability ............................... 19
Disclaimer ................................................ 19
Governing Law ......................................... 19
Copyright Notice ....................................... 20

1
Thank you for choosing the SoundStation®
IP 4000 SIP. This conference phone
provides multi-person audio conferencing
capabilities for small to medium confer-
ence rooms within a SIP internet protocol
telephony system. In this User Guide you
will find verything you need to quickly
use your new phone. Be sure to verify
with your system administrator that your
network is prepared for connecting the
SoundStation®IP 4000 SIP phone or con-
sult the Administrator Guide SoundPoint®/
SoundStation®IP SIP for more informa-
tion. As well, be sure to read the Parts List
and the Safety and Compliance section in
this guide before you set up and use the
SoundStation®IP 4000 SIP phone.
Introduction
Parts List
The following items are included in your
SoundStation®IP 4000 SIP package.
Check this list before installation to ensure
that you have received each item. If you
are missing any items, please contact your
SoundStation®IP 4000 SIP reseller.
Polycom SoundStation
®IP 4000 SIP Network Cable
Quick Start GuideExternal Microphones
(optional)
Power Interface Module
Power Cord
Power Adapter
Console Cable

2
Installing SoundStation® IP 4000 SIP
This section provides basic installa-
tion instructions and information for
obtaining the best performance with the
SoundStation® IP 4000 SIP phone. If you
require additional information or assis-
tance with your new phone, please contact
your system administrator.
The SoundStation® IP 4000 SIP User
Guide includes regulatory compliance
information that your system administra-
tor should review and can also be found at
www.polycom.com.
Connecting Network and Power Source
AC Power Option
Power interface module
Power adapter
Network cable
Power cable
Console cable
External
microphones
(optional)

3
Features
LED Indicators
The LEDs located on the top of your SoundStation®
IP 4000 indicate the current status of the phone.
Green - your call is in progress.
Flashing green - a call is incoming.
Blinking green - your call is held by the far end.
Red - your call is muted.
Blinking red - you have placed the call on hold.
Keys
Menu
Displays a menu of settings and options.
Exit
Exits from current screen
to previous menu.
Soft Keys
The screen will display labels
for these keys to identify their
context-sensitive functions.
Phone
Originates and ends calls, answers
incoming calls.
Scroll
Navigate up or down
through displayed lists.
Select
Choose a menu item.
Volume
Use these to adjust ringer
and audio volume.
Mute
Toggle microphone on or
off during a conversation.
Dial Pad
These 12 keys provide the 10 digits, the 26
alphabetical characters and special characters avail-
able in context-sensitive applications.
Redial
Dials last dialed party.

4
Placing a Call
1. To obtain dial tone, press the
key or the New Call soft key.
2. Dial the desired number,
OR
Dial by SIP URL or IP† address:
• After obtaining dial tone press Name
• Enter URL or IP (press * for “.” and # for “@”)
• Press Send to complete the call.
Users also have the option to dial directly
from the dial pad without first getting dial
tone. Simply enter the number then press the
key or press the Dial soft key.
In all cases, the active call will appear on the
display showing call duration and destination.
Answering a Call
†Examples: 10.3.0.42
[email protected]
sip: [email protected]
To obtain the IP address of your phone, press
followed by Status, Platform and
Phone. The IP address is listed together with
other phone information.
Press the key or the Answer soft key.
The three LEDs will blink green when the
phone rings.
Incoming calls may be ignored
by pressing the Reject soft key.
Using SoundStation® IP 4000 SIP

5
Call Hold and Resume
During a call, press the Hold soft key. The
call will be placed on hold and this will be
indicated on the display. The three LEDs
will blink red to indicate that a call is on
hold. Press the Resume soft key to retrieve
the call.
Multiple Calls on Hold
If multiple calls are on hold, use the arrow
keys to switch between the calls then press
the Resume soft key to retrieve the desired
call. If more than one call is on hold, an
indication will appear on the display, for
example “2/3” shows that this is the second
call out of three calls.
During a call, press . The three LEDs
on the phone glow red to indicate that the
other party (parties) cannot hear you.
If you are using external microphones,
press the key on the phone or the
microphones.
You can still hear all other parties while
Mute is enabled.
To turn off Microphone Mute, press
again.
Microphone Mute
General Key Use
To navigate through menus and to enter data,
these are useful tips:
1. Use or the Next and Prev soft
keys to scroll through lists. In some
lists the and keys can
be used as “Page Up” and “Page
Down”.
2. Many soft keys can only be ac-
cessed by pressing the More soft key.
3. The key can be pressed to
quickly exit from any menu.
4. To enter text using the dial pad,
press the number keys one or more
times. For example, for ‘A’ press
‘2’ and for ‘C’ press ‘222’. When
in text entry mode the display title
will show whether keys will gener-
ate numbers (1), upper-case (A) or
lower-case (a) characters and the
1/A/a soft key can change this.

6
Local Conferencing
A conference may be created with two other
parties using the phone’s local conferencing
feature.
1. Place a call to the first party.
2. Press the Confrnc soft key to create
a new call (the active call is placed
on hold).
3. Dial the phone number of the
second party or use the arrow keys
to access speed dial numbers or the
missed call list, or use the Features
menu to access placed and received
call lists. From one of these lists
press the Dial soft key.
4. When the second party answers,
press the Confrnc soft key again to
join all parties in the conference,
or press the Split soft key to put
the first call on hold and keep the
second call as the active call.
A conference may be created at any time
between an active call and a call which is
on hold by pressing the Join soft key.
Ending the call on the conference
originator’s phone will terminate the
conference.
Splitting a Conference
When a conference has been estab-
lished, a Split soft key is available.
Pressing this key will split the confer-
ence into two calls on hold.
Transferring a Call
1. During a call, press the Trnsfer soft
key (the active call is placed on
hold).
2. Dial the number to which you want
to transfer the call or use the arrow
keys to access speed dial numbers
or the missed call list, or use the
Features menu to access placed and
received call lists. From one of
these lists press the Dial soft key.
3. Press the Trnsfer soft key again to
complete the transfer. This can
be done as soon as the ringback
sound is heard or you can wait
until the third party answers and
talk to them before completing the
transfer. Press the Split soft key to
put the first call on hold and keep
the second call as the active call.
Transfer may be cancelled during estab-
lishment by pressing the Cancel soft key.
The original call is resumed.
Call Timer
Call progress on an active call is monitored
through a local call timer. This is visible
within the active call window on the display.
A blind transfer (without consultation)
can also be supported by pressing the
Blind soft key.

7
Redial
Press to place a call to the last
dialed number.
Call Forwarding
Calls may be Forwarded (Diverted) to
another extension as follows:
1. Press the Forward soft key from the
phone’s idle display or press
and select Features and Forward...
at any time.
2. Enter a number or URL to forward
all future calls to.
3. Press the Enable soft key to confirm
Call Forwarding.
Idle display returns with a moving arrow
on the line label to confirm Call Forward-
ing enabled.
To turn call forwarding off:
1. Press the Forward soft key from the
phone’s idle display or press
and select Features and Forward...
at any time.
2. Press the Disable soft key.
Idle display returns and the line indicator
now displays the regular icon.
Ending a Call
Press the key or the End Call soft key.
Volume Adjustment
Press the volume keys to adjust speaker
volume during a call. Pressing these keys in
the idle state adjusts the ringer volume.
Do Not Disturb
Call Forwarding is not available on
Shared Lines.
To prevent the phone from ringing on
incoming calls, activate the Do Not
Disturb feature by pressing the key,
Features, and use the key to toggle
Do Not Disturb on and off.
A flashing icon and text on the display
indicates that Do Not Disturb is on.
Calls received while Do Not Disturb is
enabled are logged in the Missed Call list.
To redial another previously dialed
number, press the key, and select
Features, Call Lists, Placed Calls. You
will see a list of previously placed calls.
Choose the number you wish to redial and
press Dial.

8
1. Press . Select Settings fol-
lowed by Basic, Contrast.
2. Press the Up or Down soft keys
(or volume keys) to increase or
decrease the display contrast.
3. Press the Ok soft key to accept
changes.
4. Press the key to return to the
idle display.
Time and Date
Time and Date is clearly displayed on the
SoundStation® IP 4000 SIP phone. If the
phone cannot obtain a time and date from
the server, the display will flash. Contact
your system administrator if either time or
date is incorrect. Users have control over
the format of the display. Select options
which are right for you as follows:
Display Contrast
To adjust the contrast on the display to a comfortable level:
1. Press .
2. Select Settings followed by Basic,
Preferences, Time & Date.
3. Select from Clock Date, Clock Time,
Clock Order, or Enable/Disable.
4. Scroll through the options via the up
and down arrow keys.
5. Press the key to confirm and
to return to the idle display.
Ring Type
Many ring types are available for users to choose
from. To change the incoming ring to a desired
sound:
1. Press . Select Settings fol-
lowed by Basic, Ring Type.
2. Using the arrow keys, highlight the
desired ring type. Press the Play
soft key to hear the selected ring
type.
3. Press the key to change to
the selected ring type.
4. Press or the Exit soft key to
return to the idle display.
See also Distinctive Ringing / Call
Treatment.

Call Lists
A local list of calls missed, received, and placed
is maintained by the phone.
Press . Select Features followed by Call
Lists, and Missed, Received, or Placed Calls as
desired. Call information will be displayed.
Choose:
1. Edit to amend the dial string if
necessary.
2. Dial to return the call.
3. Info to view information about
the call.
4. Save to store the contact to the
Contact Directory.
5. Clear to delete the call from list.
Press the key to return to
the idle display.
Contact Directory
In addition to a directory of missed, placed, or
received calls, the phone can store a local direc-
tory of contacts. Users can add, delete, edit, dial,
or search for any contact in this list through just a
few key strokes.
To add or edit a contact:
1. Press , select Features and
Contact Directory.
2. Press More and then Add to enter
another contact into the phone’s
database, or press Edit to edit an
existing entry.
3. To move between fields when edit-
ing, use the Next or Prev soft keys.
Enter first and/or last name from
the keypad. Press the 1/A/a soft
key to select between numeric and
upper/lower case alphanumeric
modes.
4. Enter the Contact number. This
is a required field and it must be
unique (not already in the direc-
tory).
5. Speed Dial Index, Ring Type and
Divert Contact may be left blank.
6. Use or the Change soft key
to switch between Enabled and
Disabled settings for the last four
fields.
7. Press Save to confirm or Cancel to
abandon the changes then press
the key to return to the idle
display.
9
To search for a particular contact:
1. Press Search from the Contact
Directory menu.
2. Using the dial pad, enter the first
few characters for First or Last
names.
3. Press Search to search for contacts.
4. Successful matches can be dialed
from the resulting screen.
To quickly view the Missed Calls list
from the idle display, press .
Contacts can be easily added from Call Lists.
See Call Lists for more information.

10
Speed Dial
Pre-assigned numbers can be associated
with speed dial entries for rapid automated
dialing. Speed dial entries can be viewed
from the idle display by pressing .
To assign John to a Speed Dial entry:
1. Press , select Features, Con-
tact Directory.
2. Press the Add soft key to enter
John’s contact details (see Contact
Directory) or highlight John’s ex-
isting directory entry and press Edit.
3. Enter Speed Dial Index as “1”.
This assigns John to the first speed
dial entry.
4. Press Save to confirm or to
abandon the change then press
to return to the idle display.
To remove a Speed Dial entry:
1. Press , select Features, Con-
tact Directory.
2. Scroll to the desired entry and press
Edit.
3. Delete the Speed Dial Index num-
ber using the and then the
Delete soft keys.
4. Press Save and to return to
the idle display.
Multiple Call Appearances
The phone can be configured to have one
or more call appearances. More than one
call appearance is useful if there is an ac-
tive call and an incoming call arrives.
To answer the second call, put the active
call on hold or press the down arrow key,
and then you have the option to:
1. Answer this incoming call.
2. Reject the second incoming call.
3. Forward the incoming call to an-
other extension.
Answering the incoming call places the
original call on Hold.
If more than one call appearance is in
use, the total number will be indicated
by a counter at the top right corner of the
display. For example, “2/3” indicates that
the displayed call is the second one out of
a total of three.
A user can also place another call on the
same line. Press Hold during the first call
and press NewCall to obtain dial tone for a
second call.

11
The phone supports shared lines*. A
shared line is indicated by a different line
icon which is half black and half grey. If
two phones share a line, an incoming call
to that number will cause both phones to
ring. The call can be answered on either
phone but not both.
The shared line icon changes to a moving
icon when the line is in use remotely.
Calls on shared lines can be transferred,
put on hold, or can be used to originate a
conference.
Shared Lines
Voice Mail
Voice mail may be indicated by visual
notification on the display and the three
LEDs flashing red.
A stutter dial tone in place of normal dial
tone is used to indicate that one or more
voice messages are waiting at the message
center.
To listen to voice messages:
*Shared lines are an optional feature con-
figured on the server and may not be sup-
ported on your particular system. Contact
your system administrator to find out.
1. Press and select Features
and Messages*,†.
2. Display indicates number of
messages and their importance.
Press Connect to initiate Voice Mail
retrieval from the Message Center,
OR
Press Clear to turn off the flashing
LEDs without listening to mes-
sages.
3. Follow voice prompts to listen to
messages.
Distinctive Ringing / Call Treatment
Users can set distinctive incoming ringing tones
for contacts in their local directory. This allows
identification of a contact by a specific ring tone.
To set a distinctive ring for a local contact:
*Voice Mail is an optional feature configured
on the server and may not be supported on your
particular system. Contact your system adminis-
trator to find out.
†Screen options may vary with server-based
application.
This feature is local to the
phone, and may be over-rid-
den by server settings. Con-
tact your system administra-
tor for more details.
1. Press , select Features and
Contact Directory.
2. Using the arrow keys, scroll
through the directory to choose a
contact.
3. Press Edit and scroll down using the
Next soft key to Ring Type.
4. Enter a number corresponding
to one of the ring types available
(press then the Delete soft key
to remove an existing value).
5. Press the Save soft key or to
abandon the change.
Incoming calls from this contact will now
have the distinctive ringing pattern ap-
plied. See Ring Type in this guide for
further details.

12
1. Press and select Settings,
Basic, Preferences, Language.
2. Scroll through the list of available
languages and press the
key when the desired language is
highlighted.
3. The display will change to the
language of your choice.
4. Exit to the idle display by pressing
.
Phone Reboot
Periodically, the phone may require a user
restart. Reasons for this include accepting a
new configuration or new software.
To restart the phone:
► Press , Settings, Advanced, Re-
start Phone, Yes (the user password
is required to access this menu).
The reboot process will begin and is com-
plete when the idle display is shown.
Text Messaging
Multilingual Support (Localization)
Many languages are supported by the phone. To
change language:
Users can send and receive text messages on
the phone. SIP Instant (Text) Messaging is
supported in real-time. Received messages
may be indicated by visual notification on
the display and the three LEDs flashing red.
To read text messages:
Optional Features
1. Press and select Instant
Messages
OR
Press the InstMsg soft key to read a
message just received.
2. Messages appear first to last in sent
order.
3. Press the Next or Prev soft keys to
cycle through messages in order.
4. Press the More soft key to access
the Delete, Reply, and New options.
In the case of problems, it may be
possible to restore normal operation
of your phone without rebooting.
Contact your system administra-
tor before attempting to reboot the
phone.

13
The phone combines interactive message
services and status monitoring to comple-
ment a traditional messaging application
such as email.
Live interaction within a pool of phones is
possible by monitoring the “presence” of
the parties involved.
Each phone can “watch” the status of up
to eight other phones. These other phones
form the “Buddy List”. The status of bud-
dies is displayed and updated in real time.
Each phone can also be “watched” by up
to eight other phones.
To send a text message:
1. Press and select Features,
Messages, Instant Messages.
2. Press the New soft key.
3. Enter the desired extension or SIP
URL. Press the 1/A/a soft key
to alternate between numeric and
upper/lower case alphanumeric
modes.
4. Press the Select soft key to choose
from various pre-scripted short
messages.
OR
Press Edit to compose a custom
message. Use dial pad keys to
cycle through the character set.
Use keys 1, *, 0, and # to select
special characters.
5. Press Send when finished.
Presence / Status / Buddy Lists
To add or delete a contact from your buddy list, or block a contact:
1. Press , select Features, Con-
tact Directory.
2. Using the arrow keys, scroll through
the directory to choose a contact.
3. Press Edit and scroll down using the
Next soft key to the Watch Buddy or
Block Buddy fields.
4. Use the arrow keys to switch be-
tween Enabled or Disabled status.
5. Press the Save soft key or to
abandon the change.
The diagrams show a typical Buddy Sta-
tus screen display of monitored phones
and a My Status display.
To view and change Presence settings:
1. Press and select Features,
Presence.
2. Choose My Status to change your
own status (online, busy, etc.).
This affects information sent
to watching phones. Presence
information will also be sent to
watching phones when the user
goes off-hook or invokes Do Not
Disturb. The My Status display
can also be accessed by pressing
the MyStat soft key from the idle
display.
3. Choose Buddy Status to monitor
the status of the contacts within
your buddy list. This can also be
accessed by pressing the Buddies
soft key from the idle display.

14
4. Choose Watcher List to see which
phones are currently monitoring
your status. Press the Block soft key
to block a watcher.
5. Choose Blocked List to see which
phones you have blocked from
monitoring your status. Press the
Unblock soft key to unblock a con-
tact.
The software running on the phone is compatible with
Windows™ and MSN Messenger™ for peer-to-peer
presence and instant messaging.

15
• As “No Dial-Tone” above.
Verify contrast adjustment:
• Follow the instructions in this User
Guide to adjust the contrast to a
darker level.
• Reboot the phone to obtain a
default level of contrast (follow the
instructions in this User Guide).
No Ringing
No Display, Incorrect Display or Bad Contrast
Verify power is correctly applied to the SoundStation® IP 4000 SIP phone:
• Check that the display is illuminated.
• Make sure that the network cable is
inserted properly on the bottom of
the phone (try unplugging and re-
inserting the cable).
No Dial-Tone
Verify power is correctly applied to the SoundStation® IP 4000 SIP phone:
Troubleshooting
Verify incoming ring setting and volume
level:
• Adjust the ringing level from the
front panel using the volume up/
down keys.
• Check that the Ring Type selected
in the Settings menu is not the
Silent Ring.
Verify successful outbound or inbound
calling:
• As “No Display” above.
Verify successful outbound or inbound
calling:
• Place a call to the phone under in-
vestigation. Check that the display
indicates incoming call informa-
tion.
• Press the key. Ensure dial
tone is present and place a call
to another extension or number.
Check that the display changes in
response.

16
• Check termination at the switch or
hub (furthest end of the cable from
the phone).
• Check that the switch or hub is
operational (flashing link/status
lights) or contact your system
administrator.
• Press followed by Status,
Network, and Ethernet. Scroll
down to verify LAN port is Active.
• Reboot the phone to attempt re-
registration with the server.
No Response from Feature Key Presses
Verify phone is in active state:
• Make a call to the phone to check
for inbound call display and ring-
ing as normal. If successful, try to
press feature keys within the call to
access Directory or Buddy Status
for example.
• Press followed by Status
and Lines to confirm line is actively
registered to the server.
• Reboot the phone to attempt re-
registration to the server.
Part 15 Rules
This device is compliant with Part 15 of
the FCC Rules. Operation is subject to the
following two conditions:
1. This device may not cause harmful
interference, and
2. This device must accept any inter-
ferences received, including inter-
ference that may cause undesired
operation.
Class B Digital Device or Peripheral
Safety and Compliance
Display shows “Network Link is Down”
Verify LAN cable is properly connected:
Note: This equipment is tested and com-
plies with the limits for a Class B digital
device, pursuant to Part 15 of the FCC
Rules. These limits are designed to pro-
vide reasonable protection against harmful
interference in a residential installation.
This equipment generates, uses, and can
radiate radio frequency energy and, if not
installed and used in accordance with the
instructions, may cause harmful interfer-
ence to radio communications. However,
there is no guarantee that interference will
not occur in a particular installation. If
this equipment does cause harmful inter-
ference to radio or television reception,
which can be determined by turning the
equipment off and on, the user is encour-
aged to try to correct the interference by
one or more of the following measures:
1. Reorient or relocate the receiving
antenna.
2. Increase the separation between the
equipment and receiver.
3. Connect the equipment into an out-
let on a circuit different from that
to which the receiver is connected.
4. Consult the dealer or an experience
radio/TV technician for help.

17
Modifications
In accordance with Part 15 of the FCC
Rules, the user is cautioned that any
changes or modifications not expressly
approved by Polycom, Inc. could void the
user’s authority to operate the equipment.
Installation Instructions
Installation must be performed in ac-
cordance with all relevant national wiring
rules.
L’Installation doit être exécutée confor-
mément à tous les règlements nationaux
applicable au filage électrique.
Plugs Acts as Disconnect Device
The socket outlet to which this apparatus
is connected must be installed near the
equipment and must always be readily
accessible.
La prise électrique à laquelle l’appareil
est branché doit être installée près de
l’équipement et doit toujours être facile-
ment accessible.
Industry Canada (IC)
This Class [B] digital apparatus complies
with Canadian ICES-003.
Cet appareil numérique de la classe [B]
est conforme à la norme NMB-003 du
Canada.
CE Mark
This SoundStation® IP 4000 SIP is marked
with the CE mark. This mark indicates
compliance with EEC directories 89/336/
EEC and 73/23/EEC.
A full copy of the Declaration of Confor-
mity can be obtained from Polycom Ltd.,
270 Bath Road, Slough, Berkshire, SL1
4DX, UK.
VCCI
RRL