Polycom SoundStation IP 4000 User manual

User Guide
SoundStation® IP 4000 SIP
SoundStation® IP 4000 for SIP USER GUIDE
SoundStation® IP 4000 SIP

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 ................................................................................5
Microphone Mute ...................................................................5
General Key Use ...................................................................5
Local Conferencing ................................................................5
Transferring a Call .................................................................6
Call Timer ...............................................................................6
Ending a Call .........................................................................6
Redial .....................................................................................6
Call Forwarding ......................................................................6
Volume Adjustment ................................................................7
Do Not Disturb .......................................................................7
Time and Date .......................................................................7
Display Contrast ....................................................................7
Ring Type ...............................................................................7
Call Lists ................................................................................8
Contact List ............................................................................8
Speed Dial .............................................................................9
Multiple Call Appearances .....................................................9
Shared Lines ........................................................................10
Voicemail and Voice and Text Messaging ............................10
Distinctive Ringing / Call Treatment ..................................... 11
Presence / Status / Buddy Lists ........................................... 11
Instant Messaging ................................................................12
Phone Restart ......................................................................13
Troubleshooting ........................................ 14

Safety and Compliance ............................... 16
Part 15 Rules .......................................................................16
Class B Digital Device or Peripheral ....................................16
Modifications ........................................................................16
Installation Instructions ........................................................16
Plug Acts as Disconnect Device ..........................................16
Industry Canada (IC) ...........................................................17
CE and VCCI Mark ..............................................................17
Polycom Limited Warranty
and Limitation Liability .............................. 18
Exclusions ................................................ 19
Warranty Exclusive .................................... 19
Service Agreements ................................... 19
Limitations of Liability ............................... 19
Disclaimer ................................................ 20
Governing Law ......................................... 20
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 everything you need to quickly
set up your new phone. Be sure to verify
with your System Administrator that your
network is prepared for configuring your
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 GuideExtension Microphones
(optional)
Power Interface Module
Power Cord
Power Adapter

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 System Status and
General. The IP address is listed together with
other network information.
Press the key or the Answer soft
key. The three LEDs will blink green
when the phone rings.
When a second call comes in, the soft
keys don’t change. Press the up and
down arrow keys to access the soft
keys for the second incoming call.
Incoming calls may be ignored
by pressing the Reject soft key.
If there is an active call when a new incoming
call is received, pressing the Answer soft key
places the active call on hold to answer the
new call.
Using SoundStation® IP 4000 SIP

5
Call Hold
During a call, press the Hold soft key. The
call will be placed on hold and this will be
indicated on the display. Press the Resume
soft key to retrieve the call.
If multiple calls are on hold, use the arrow
keys to select a call then press the Resume
soft key to retrieve the call.
Microphone Mute
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 micro-
phones.
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 accessed
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
You can still hear all other parties while
Mute is enabled.
To turn off Microphone Mute, press
again.
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 generate numbers
(1), upper-case (A) or lower-case (a)
characters and the 1/A/a soft key
can change this.
The three LEDs will blink red to indicate
that the call is on hold.
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 obtain a
new line (the active call is placed on
hold).
3. Dial the phone number of the second
party.
Ending the call on the conference
originator’s phone will terminate the
conference.
4. When the second party answers,
press the Confrnc soft key again to
join all parties in the conference.

6
Transferring a Call
1. During a call, press the Trnsfer soft
key (the active call is placed on
hold).
2. (Optional) If an immediate, non-con-
sultative transfer is required, press
the Blind soft key.
3. Dial the number to which you want
to transfer the call. The Blind trans-
fer will be completed automatically.
4. The call may be transferred without
consultation by immediately press-
ing the Trnsfer soft key again,
OR
Press the Trnsfer soft key again after
consulting with the new party (“Con-
sultative Transfer”).
Transfer may be cancelled during
progress by pressing the Cancel soft
key. Press Resume to return to the
active call.
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.
Ending a Call
Press the key or the End Call soft key.
Redial
Press to place a call to the last dialed
number.
To redial another previously dialed
number, press the key, scroll down
using the key, and select Directories,
then Placed Calls. You will see a list of
previously placed calls. Choose the num-
ber you wish to redial and press Dial.
Call Forwarding
Calls may be Forwarded (Diverted) to
another extension as follows:
1. Press the Forward soft key from the
phone’s idle display.
2. Select Contact: and press the Edit
soft key to enter a number or URL to
forward all future calls to.
3. Press the Forward soft key to confirm
Call Forwarding.
Idle display returns with a moving arrow on
the line label to confirm Call Forwarding
enabled.
To turn call forwarding off:
1. Press the Forward soft key from the
telephone’s idle display.
2. Press the Disable soft key.
Idle display returns and the line indicator
now displays the regular icon.
Call Forwarding is not available on
Shared Lines.

7
Do Not Disturb
To prevent the phone from ringing on
incoming calls, activate the Do Not Disturb
feature by pressing the key, Features,
and use the Select key to toggle Do Not Dis-
turb 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.
Time and Date
Time and Date is clearly displayed on the
SoundStation® IP 4000 SIP telephone. Ac-
curacy is maintained through server control.
Contact your System Administrator if either
time or date is incorrect. Users have control
over the format of the display. Select a
format which is right for you as follows:
Volume Adjustment
Press the volume keys to adjust speaker
volume during a call. Pressing these keys in
the idle state adjusts the ringer volume.
1. Press .
2. Select Settings followed by Clock.
3. Select from Clock Date, Clock Time,
or Clock Order.
4. Scroll through the options via the up
and down arrow keys.
5. Press Select to confirm and to
return to the idle display.
Display Contrast
To adjust the contrast on the display to a
comfortable level:
1. Press . Select Settings fol-
lowed by 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.
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 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 Select 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.

8
To add or edit a contact:
1. Press , select Directories and
Contact Directory.
2. Press 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 directory).
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 Dis-
abled 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.
Call Lists
A local list of calls missed, received, and
placed is maintained by the phone.
Press . Select Directories followed
by Missed, Received, or Placed Calls as
desired. Call information will be displayed.
1. Choose Edit to amend the dial string
if necessary.
2. Choose Dial to return the call.
3. Choose Info to view information
Contact Directory
In addition to a directory of missed, placed, or received calls, the
phone can store a local directory of contacts. Users can add, delete,
edit, dial, search, or instant-message any contact in this list through
just a few key strokes.
about the call.
4. Choose Save to store the contact to
the Contact Directory.
5. Choose Clear to delete the call from
list.
Press the Exit soft key to return to the
idle display.
To search for a particular contact:
1. Press Search from the Contact List
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 send a text message to a contact
from the Contact List menu:
1. Press the InstMsg soft key.
2. See Voicemail and Voice
and Text Messaging for
further details.
To delete all calls from a particular
list, press the Clear soft key from the
Directories menu.
To quickly view the Missed Calls list
from the idle display press .

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 Directories and
Contact List.
2. Press the Add soft key to enter John’s
contact details (see Contact Direc-
tory) or highlight John’s existing
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.
4. Press Save and to return to the
idle display.
To remove a Speed Dial entry:
1. Press , select Directories and
Contact Directory.
2. Scroll to the desired entry and press
Edit.
3. Delete the Speed Dial Index number
using the and then the Delete
soft keys.
Multiple Call Appearances
The phone can have two call appearances. This
is useful if there is an active call and an incoming
call arrives.
To answer the second call, press the down arrow
key, and then you have the option to:
1. Answer this incoming call, the first call is
automatically placed on Hold.
2. Reject the second incoming call.
3. Forward the incoming call to another
extension.
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.
Place the second call on Hold in
order to be able to use the up and
down arrow keys to switch between
calls.
9

10
Shared Lines
The phone supports shared lines*. 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.
Voicemail and Voice and Text Messaging
*Shared lines are an optional feature configured on the
server and may not be supported on your particular sys-
tem. Contact your System Administrator to find out.
Users can send and receive both Voice*
and Text messages on the phone. Re-
ceived messages 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.
SIP Instant (Text) Messaging is supported
in real-time. Users can send and receive
text messages using the phone.
To read text messages:
1. Press and select Instant Mes-
sages
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.
To send a text message:
1. Press and select Instant Mes-
sages.
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 mes-
sages.
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 charac-
ters.
5. Press Send when finished.

11
Distinctive Ringing / Call Treatment
To set a distinctive ring for a local contact:
1. Press , select Directories 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.
To listen to voice messages:
1. Press and select Features and
Messages.
2. Select Message Center*,†.
3. Display indicates number of mes-
sages 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 messages.
4. Follow voice prompts to listen to
messages.
Users can set distinctive incoming ringing tones for
contacts in their local directory. This allows identifica-
tion of a contact by a specific ring tone.
*Voice Mail is an optional feature
configured on the server and may not
be supported on your particular system.
Contact your System Administrator to
find out.
†Screen options may vary with server-
based application.
Incoming calls from this contact will
now have the distinctive ringing pat-
tern applied.
See Ring Type in this guide for
further details.
This feature is local to the phone, and
may be over-ridden by Server settings.
Contact your System Administrator for
more details.
Presence / Status / Buddy Lists
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.

12
To add or delete a contact from your
buddy list, or block a contact:
1. Press , select Directories, 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 the Watch Buddy or
Block Buddy fields.
4. Use the arrow keys or the Change soft
key to switch between Enabled or
Disabled status.
5. Press the Save soft key or to
abandon the change.
To view and change Presence settings:
1. Press and select Presence.
2. Choose My Status to change your
own status (online, busy, etc.). This
affects information sent to watch-
ing 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.
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 moni-
toring your status. Press the Unblock
soft key to unblock a contact.
The diagrams show a typical Buddy Status
screen display of monitored phones and a My
Status display.
Instant Messaging
See Voicemail and Voice and Text Messaging.

13
Phone Restart
Periodically, the phone may require a user
restart. Reasons for this include accepting a
new configuration or new software.
To restart the phone:
► Press Menu, Settings, Restart Phone,
Yes.
The reboot process will begin and is com-
plete when the idle display is shown.
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.

14
No Dial-Tone
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).
Troubleshooting
No Display, Incorrect Display or Bad Contrast
Verify power is correctly applied to the
SoundStation® IP 4000 SIP phone:
• 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 instruc-
tions in this User Guide).
No Ringing
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
investigation. Check that the
display indicates incoming call
information.
• Press the “phone” key. Ensure
dial tone is present and place a call
to another extension or number.
Check that the display changes in
response.

15
Display shows “Network Link is Down”
Verify LAN cable is properly connected:
• Check termination at the switch or
hub (furthest end of the cable from
the telephone).
• Check that the switch or hub is op-
erational (flashing link/status lights)
or contact your System Administra-
tor.
• Press followed by System
Status and Network Statistics. Scroll
down to verify LAN port is Active.
• Reboot the phone to attempt re-regis-
tration with the server.
• Reboot the phone to attempt re-regis-
tration to the server.
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 System Sta-
tus and Server Status to confirm line
is actively registered to the server.
No Response from Feature Key Presses

16
Modifications
In accordance with Part 15 of the FCC
Rules, the user is cautioned that any chang-
es or modifications not expressly approved
Part 15 Rules
This device is compliant with Part 15 of the
FCC Rules. Operation is subject to the fol-
lowing two conditions:
1. This device may not cause harmful
interference, and
Class B Digital Device or Peripheral
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 provide
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 interference
to radio or television reception, which can
be determined by turning the equipment off
2. This device must accept any
interferences received, including
interference that may cause unde-
sired operation.
by Polycom, Inc. could void the user’s
authority to operate the equipment.
Installation Instructions
Installation must be performed in accor-
dance with all relevant national wiring rules.
L’Installation doit être exécutée confor-
mément à tous les règlements nationaux
applicable au filage électrique.
Safety and Compliance
and on, the user is encouraged 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
outlet on a circuit different from
that to which the receiver is con-
nected.
4. Consult the dealer or an experi-
ence radio/TV technician for help.
Plugs Acts as Disconnect Device
The socket outlet to which this apparatus is
connected must be installed near the equip-
ment 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.

17
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 and VCCI 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.