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.