Polycom SoundStation IP 4000 User manual

Polycom IP 4000 User Guide
Polycom IP4000 User Guide

Polycom IP 4000 User Guide
Zayo Managed Services Polycom IP4000 User Guide Page 2 of 13
Table of Contents
Table of Contents ......................................................................................................................2
Introduction...............................................................................................................................3
The Polycom IP4000 IP Phone 3
Web Portal .................................................................................................................................3
Telephony Toolbar....................................................................................................................3
Document Format.....................................................................................................................4
Feature Functionality................................................................................................................4
Feature Functionality................................................................................................................5
Account Codes - Verified 5
Account Codes - Unverified 5
Ad-Hoc Conference Calling 5
Call Forward Always 6
Call Forward Busy 6
Call Forward No Answer 7
Call Park 7
Call Park Retrieve 7
Call Pickup 7
Directed Call Pickup 8
Call Return 8
Call Transfer – Blind 8
Call Transfer – Consult 8
Call Transfer – To Voicemail 9
Call Waiting 9
Cancel Call Waiting Per Call 9
Caller ID Blocking Per Call 10
Caller ID Delivery Per Call 10
Dialing 10
Do Not Disturb 10
Hold 11
Last Number Redial 11
Speed Dial 100 11
Speed Dial 8 12
Voicemail 12

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Introduction
The purpose of this document is to inform Zayo Managed Services users on how use the Polycom IP 4000 Phone
with their Hosted PBX Service Each feature available with the Professional Seat will be described along with
instructions on how to use the feature Some users may not have all of the functionality described in this
document Seat type purchased determines which features are available
The Polycom IP4000 IP Phone
Web Portal
The Zayo Managed Services Web Portal is a robust online tool used to configure calling features such as do-not-
disturb and selective call forward While most features can be activated using the phone, you may want to explore
the Web Portal to fully enjoy all of the powerful call management tools available Please see your company’s
Administrator for access to the Web Portal
Telephony Toolbar
The Telephony Toolbar is a software application for Microsoft Outlook, Microsoft Internet Explorer, or Mozilla
Firefox and can be used to configure calling features such as do-not-disturb and call forward, and can also be used
for a wide variety of click to call features The Telephony Toolbar complements the Web Portal and allows users
easy access to often used calling features Please see your company’s Administrator for more information on the
Telephony Toolbar

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Document Format
Below is an example of how each feature will be presented and examined in this document
F ATUR NAM
AND
D SCRIPTION
ST P BY ST P
INSTRUCTIONS
FOR XT ND D
F ATUR
FUNCTIONALITY
ST P BY ST P
INSTRUCTIONS
FOR USING TH
F ATUR

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Feature Functionality
Account Codes - Verified
Requires a user to enter a unique number that identifies to which account an outbound call should be assigned
Using the Feature
1 GO OFF HOOK
2 Dial the NUMB R of the party you wish to call
3 An IVR will instruct you to enter your Account Code
4 Once your code is entered the call will connect
Extended Functionality
A user can turn a particular account code on for a sustained amount of time by using a star code
Sustained Account Code Activation
1 GO OFF HOOK
2 Press *47
3 An IVR will instruct you to enter your Account Code
Sustained Account Code Deactivation
1 GO OFF HOOK
2 Press *37
Account Codes - Unverified
Allows a user to enter a unique number to identify to which account an outbound call should be assigned
Using the Feature
1 GO OFF HOOK
2 Press *02
3 An IVR will instruct you to enter your Account Code You will hear a stutter dial tone then a normal
dial tone
4 Dial the NUMB R of the party you wish to call
Ad-Hoc Conference Calling
Allow a user to make a three-way conference call
Using the Feature
1 During an active call, press the MOR soft key, then press the CONF soft key This will place the
current caller on hold
2 Dial the NUMB R of the party you wish to add to the call and press the S ND soft key
3 When the party answers, press the MOR soft key, then press the CONF soft key to add the caller to
the existing call

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Extended Functionality
1 To split the existing conference call, press the SPLIT soft key This places both calls on hold on
separate lines
2 Press the LIN button of the call you would like to disconnect, and then press the NDCALL soft
key
3 Press the LIN button of the call you would like to continue
Call For ard Al ays
Enable a user to redirect all incoming calls to another phone number Users have the option to activate and
deactivate the service by using the soft keys, or by dialing a feature code
Using the Feature
Activate: Using the Soft Keys
1 Press the FORWARD soft key
2 Enter the forwarding NUMB R with the K YPAD
3 Press the NABL soft key
Deactivate: Using the Soft Keys
1 Press FORWARD soft key
2 Press the DISABL soft key
Activate: Using the Feature Code
1 GO OFF HOOK
2 Press *72
3 Follow the IVR instructions
Deactivate: Using the Feature Code
1 GO OFF HOOK
2 Press *73
Call For ard Busy
Enable a user to redirect calls to another destination when the user’s line is busy Normally, a call would be directed
to a user’s voicemail
Using the Feature
Activate:
1 GO OFF HOOK
2 Press *90
3 Follow the IVR instructions

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Deactivate
1 GO OFF HOOK
2 Press *91
Call For ard No Ans er
Enable a user to redirect calls to another destination when an incoming call is not answered within a specified
number of rings Normally, a call would be directed to a user’s voicemail
Using the Feature
Activate: Using the Feature Code
1 GO OFF HOOK
2 Press *92
3 Follow the IVR instructions
Deactivate: Using the Feature Code
1 GO OFF HOOK
2 Press *93
Call Park
Enables a user to place a call on hold and allow a user to pick up the call at another phone
Using the Feature
1 During an active call, press the HOLD soft key This will place the caller on hold
2 Press the N WCALL soft key
3 Press *68
4 Follow the IVR instructions
Call Park Retrieve
This feature enables a user to pickup a call that has been placed on hold using the Call Park feature
Using the Feature
1 GO OFF HOOK
2 Press *88
3 Follow the IVR instructions
Call Pickup
This feature enables a user to pickup a call that is coming in on another user’s line The other user’s line must be in
the same ‘pickup group’ with the user activating the feature Pickup groups are pre-configured by the System
Administrator

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Using the Feature
1 GO OFF HOOK
2 Press *98
Directed Call Pickup
This feature enables a user to pickup a call that is coming in on another user’s line without being specifically
assigned to a common group The other user’s line must also have the Directed Call Pickup feature assigned to it
Using the Feature
1 GO OFF HOOK
2 Press *12 plus the extension that you wish to pickup
Call Return
Allows a user to call back the last number that called their line, regardless of whether or not the phone was
answered
Using the Feature
1 GO OFF HOOK
2 Press *69
Call Transfer – Blind
Allow incoming calls to be transferred to another line without consultation with the receiving party
Using the Feature
Activate: Using the Soft Keys
1 During the call, Press the MOR soft key, Then press the TRNSFR soft key This will place the caller
on hold and provide dial tone
2 Press the BLIND soft key
3 Enter the transfer NUMB R with the K YPAD
4 Press the S ND soft key
5 HANG UP
Call Transfer – Consult
Allow incoming calls to be transferred to another line with consultation with the receiving party
Using the Feature
Activate: Using the Soft Keys
1 During the call, Press the MOR soft key, then press the TRNSFR soft key This will place the caller
on hold and provide dial tone
2 Enter the transfer NUMB R with the K YPAD

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3 Press the S ND soft key
4 When the second party picks up you may consult with them
5 Press the TRNSFR soft key to transfer the call
6 Press the NDCALL soft key and then the R SUM soft key to return to the first caller without
transferring the call
Call Transfer – To Voicemail
Allow incoming calls to be transferred to any user’s voicemail
Using the Feature
To Transfer a call directly to voicemail
1 During the call, Press the MOR soft key, then press the TRNSFR soft key This will place the caller
on hold and provide dial tone
2 Dial *55
3 Follow the IVR instructions
Call Waiting
This feature enables a user to answer a call when engaged in another call When a second call is received while a user
is engaged in a call, the user is informed via a call waiting tone
Using the Feature
Retrieving the Second Call
1 While the first call is active, and the second arrives, use the DISPLAY CONTROL ARROW K YS to
select the incoming call
2 Press the ANSW R soft key to answer the call and to put the first caller on-hold
Getting Bac to the First Call
1 To reactivate the first call, use the DISPLAY CONTROL ARROW K YS to select the first call and
press the R SUM soft key This places the active call (second) on hold and reconnects the first call
Cancel Call Waiting Per Call
Allow users to turn off call waiting on a call-by-call basis
Using the Feature
1 GO OFF HOOK
2 Press *70 You will hear a stutter dial tone then a normal dial tone
3 Dial the NUMB R of the party you wish to call

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Caller ID Blocking Per Call
Allow users to block their caller ID on a call-by-call basis
Using the Feature
1 GO OFF HOOK
2 Press *67 You will hear a stutter dial tone then a normal dial tone
3 Dial the NUMB R of the party you wish to call
Caller ID Delivery Per Call
Allow users to deliver their caller ID on a call-by-call basis when they have turned on the Caller ID Blocking feature
within the Web Portal
Using the Feature
1 GO OFF HOOK
2 Press *65 You will hear a stutter dial tone then a normal dial tone
3 Dial the NUMB R of the party you wish to call
Dialing
Enable a user to make a call to another party
Using the Feature
Placing a Call
1 Press the N WCALL soft key
2 Enter the number you wish to call
3 Press the S ND soft key, or wait to connect
Extended Functionality
Placing a Call
1 Dial the NUMB R you wish to call using the K YPAD
2 Press the DIAL soft key
Do Not Disturb
Allow users to set their station as unavailable so that incoming calls are given a busy treatment Depending on how
the user has set up their busy treatment, the callers will be directed to voicemail or forwarded to another line

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Using the Feature
Activate: Using the Feature Code
1 GO OFF HOOK
2 Press *78
Deactivate: Using the Feature Code
1 GO OFF HOOK
2 Press *79
Hold
Allows user to place a call on hold and retrieve it
Using the Feature
Activate: Using the Soft Keys
1 Press the HOLD soft key
Deactivate: Using the Soft Keys
1 Press the R SUM soft key
Last Number Redial
Allow the user to redial the last number dialed with a feature code or a button
Using the Feature
1 Press the R DIAL button
Extended Functionality
1 GO OFF HOOK
2 Press *66
Speed Dial 100
Allow a user to use a feature code and 2 digits to complete a call
Using the Feature
Configure
1 GO OFF HOOK
2 Press *75 You will hear a stuttered dial tone then a normal dial tone
3 Using the K YPAD Enter the Speed Dial 100 Code 00-99 plus the NUMB R you want to associate
with it and then press the # key
4 The IVR will notify you whether or not the programming was successful

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Use
1 GO OFF HOOK
2 Press #
3 Press the Speed Dial 100 Codes 00-99
Speed Dial 8
Allow a user to hit only one button to complete a call
Using the Feature
Configure
1. GO OFF HOOK
2 Press *74 You will hear a stuttered dial tone then a normal dial tone
3 Using the K YPAD Enter the Speed Dial 8 Code 2-9 plus the NUMB R you want to associate with it
and then press the # key
4 The IVR will notify you whether or not the programming was successful
Use
1 GO OFF HOOK
2 Press the Speed Dial 8 Code 2-9 using the K YPAD
Voicemail
Allow a user to hear messages left in their voicemail box
Using the Feature
From your des phone
1. GO OFF HOOK
2 Dial your XT NSION
3 Enter your PASSWORD
4 To navigate, follow the IVR choices
From Outside the Office:
1 Dial your phone NUMB R
2 When the voice mail system answers, press the * key
3 Enter your PASSWORD
4 To navigate, follow the IVR choices

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Menu
Key
Save #
Delete 7
Replay Message / Skip Envelope 2
Fast Forward 3
Rewind 4
Play Message Envelope 5
Call Back Sender 8
Go to Menu 2 9