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.