Polycom SoundPoint IP 550 User manual

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Polycom IP550 &
IP650 Owner’s Manual
V.3

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Contents
1Introduction ........................................................................................................................................5
Using this Document Notational conventions ................................................................................................. 5
Typographicalconventions ................................................................................................................................ 5
Special messages.............................................................................................................................................. 5
Definition .......................................................................................................................................................... 5
Basic Requirements.......................................................................................................................................... 6
2Getting to know your Hosted PBX .......................................................................................................7
Before you Begin Your Installation................................................................................................................... 7
Assigning Extension Numbers and Phone Numbers to Phones.................................................................... 10
3Installing your Hosted PBX Phone System .........................................................................................11
Installing Desk Phones ................................................................................................................................... 11
Option 1: Connect Desk Phones using your existing datanetwork............................................................... 12
Option 2: Connect Desk phones using your existing data net-work then connect the phones to your
computer......................................................................................................................................................... 12
Option 3: Connect phones wirelessly within 40’ using theWireless Adapter .............................................. 13
Attaching the Base.......................................................................................................................................... 14
Activating the Service..................................................................................................................................... 16
4.Using Your Hosted PBX phone system......................................................................................................17
System Description ........................................................................................................................................ 17
Getting Started............................................................................................................................................... 17
Polycom 4 and 6-Line Desk Phones ............................................................................................................... 17
Introduction to your Polycom Desk Phone ................................................................................................... 17
Before You Use Your Phone ........................................................................................................................... 17
Using the Navigation Keys.............................................................................................................................. 20
Information Screen ........................................................................................................................................ 21
4Customizing YourPhone.....................................................................................................................22
Configuring BasicSettings.............................................................................................................................. 22
Changing the Appearance of Time and Date................................................................................................. 22
To configure the time and date formats: ...................................................................................................... 23
Changing the Display Contrast ....................................................................................................................... 23
Changing the Backlight Intensity ................................................................................................................... 24
To modify the backlight intensity: ................................................................................................................. 25
Enabling the Headset Memory Mode ........................................................................................................... 26
Selecting the Correct Headset for Electronic Hookswitch ............................................................................ 27
To select a headset that supports electronic hookswitch:.......................................................................... 27
Selecting the Ring Type .................................................................................................................................. 27
To change the incoming ring type:................................................................................................................. 27
Changing the Language.................................................................................................................................. 28
Changing the Graphic Display Background.................................................................................................... 29
To change the graphic display background: ................................................................................................ 29
Changing the Soft Key Label Color................................................................................................................. 30
To change the soft key label color: ................................................................................................................ 30
Adjusting the Volume ..................................................................................................................................... 31
5Managing Incoming Calls...................................................................................................................31
Rejecting Calls................................................................................................................................................. 32
Diverting Calls................................................................................................................................................. 33
6Desk Phone–Basic Call Features........................................................................................................34
Answering acall.............................................................................................................................................. 34
To answer a call using the handset:............................................................................................................... 34
To answer a call using Hands-Free Speakerphone mode:............................................................................. 34

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To answer a call using the headset: ............................................................................................................... 35
Answering When on Another Call.................................................................................................................. 35
Inbound Caller ID............................................................................................................................................ 35
Placing acall.................................................................................................................................................... 35
To place a call using the handset: .................................................................................................................. 36
To place a call using Hands-Free Speakerphone mode:................................................................................ 36
2.Press , or the Dial Softkey ................................................................................................................................ 37
To place a call using the headset: .................................................................................................................. 37
1. Press ............................................................................................................................................................... 37
1. Press ............................................................................................................................................................... 37
Placing a second call...................................................................................................................................... 37
Method 1 ........................................................................................................................................................ 37
Method 2 ........................................................................................................................................................ 37
Ending Calls .................................................................................................................................................... 38
Forwarding Calls............................................................................................................................................. 38
o No Answer—To forward unanswered incoming call .................................................................................... 39
Call ManagementFeatures ............................................................................................................................ 41
Call Hold.......................................................................................................................................................... 42
Conferencing Calls.......................................................................................................................................... 42
Transferring Calls............................................................................................................................................ 44
Call Park .......................................................................................................................................................... 47
Paging (Intercom)........................................................................................................................................... 48
Redial .............................................................................................................................................................. 48
Mute................................................................................................................................................................ 49
Directed Call Pickup......................................................................................................................................... 49
Call Recording ................................................................................................................................................. 50
7Using Voicemail..................................................................................................................................51
Setting up the voicemail box for the first time.............................................................................................. 51
Retrieving messages from your Desk Phone ................................................................................................. 51
Retrieving messages when you are away from the office............................................................................ 52
Returning aCall............................................................................................................................................... 53
Change your Voicemail PIN............................................................................................................................ 53
Record a Personal Greeting via the Phone.................................................................................................... 53
Forward Voicemail Messages via the Phone................................................................................................. 53
Logging into your Voicemail Box via the Web ............................................................................................... 53
Retrieving messages via the Web .................................................................................................................. 54
Forward Voicemail Messages via the Web.................................................................................................... 54
Voicemail Notification via Email .................................................................................................................... 56
To Create a Voicemail Group.......................................................................................................................... 57
Change the Number of Rings Before Voicemail Picks Up.............................................................................. 58
8Call Lists and Directories....................................................................................................................58
Managing Call Lists......................................................................................................................................... 58
Managing Contacts ........................................................................................................................................ 59
Adding Contacts ............................................................................................................................................. 60
Adding Contacts Manually ............................................................................................................................. 60
Adding Contacts From Call Lists..................................................................................................................... 61
Editing Contacts ............................................................................................................................................. 62
Deleting Contacts ........................................................................................................................................... 63
Placing Calls to Contacts................................................................................................................................. 64
Searching for Contacts ................................................................................................................................... 64
Conformance................................................................................................................................................... 65
Important Safety instructions ........................................................................................................................ 65
FCC Information ............................................................................................................................................. 66
Customer Owned Coin/Credit Card Phones.................................................................................................. 67
Data Equipment ............................................................................................................................................. 67
Systems ........................................................................................................................................................... 67

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Automatic Dialers........................................................................................................................................... 67
Toll Restriction and Least Cost Routing Equipment ...................................................................................... 67
Equal Access Requirements ........................................................................................................................... 67
Electrical Safety Advisory ............................................................................................................................... 68
Radio Interference ......................................................................................................................................... 68
RF Radiation Exposure ................................................................................................................................... 68
Modifications .................................................................................................................................................. 68

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1 Introduction
Congratulations onpurchasing the Intermedia Hosted PBX phone
system and service. Youwill now be able to share your phone
connection between fixed & wireless handsets and across multiple
locations using the latest in‘Voice overIP’ services.
This User Guide will show you how to setup and use your new
Hosted PBXphonesystem andservice.
Using this Document
Notational conventions
Acronyms are defined the first time they appear in the text. The
term LAN refers to a group of Ethernet-connected computers at
onesite.
Typographicalconventions
Italic text is used for items you select from menus and drop-down
lists andthe names of displayed web pages.
Bold text is used for text strings that you type when prompted by
the program, and to emphasize importantpoints.
Special messages
This document uses the following icons to draw your attention to
specificinstructionsorexplanations.
Provides clarifying ornon-essential information onthecurrent
topic.
Definition
WARNING
Explains terms oracronyms that may be unfamiliar to many
read ers. These terms are alsoincluded inthe Glossary.
Provides messages of highimportance, including messages
relatingtopersonalsafety orsystemintegrity.
Note

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Basic Requirements
The PBX phone system isdesigned to useyourexisting broadband
data connection as well as the existing data wiring in your office.
Where you don’t have data wiring, you may use the optional Wire-
less Transmitter and WirelessAdapters to connect Desk Phones
wirelessly.
In order to use all the features of the Hosted PBX phone system
and service, you must have thefollowing:
•
Broadband Internet access
• At least one free port on your router or modem/router
• Your router must be set to DHCP

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2 Getting to know your Hosted PBX
Before you Begin Your Installation
The Hosted PBX phone system is designed to use yourexisting
broadband data connection as well as the existing data wiring in
your office. Where you don’t have data wiring, you may use the op-
tional Wireless Transmitter and WirelessAdapters toconnect Desk
Phones wirelessly.In order to begin using your new phone system
andservice, you need to perform the following steps:
1.
Make sure you have received all of your phones and optional
equipment
2.
Go to https://exchange.intermedia.net. Enter your loginname
and password to the Admin Portal
3.
Activate your phone lines
4.
Install your phones and optional equipment
Youhave several options regarding how to setup your new phone
system. How you choose to install your phone systemwilldepend
onyour existing data network and the phones and optional equip-
ment you have purchased. The diagrams below describesoptions
for setting up the phone system.

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Standard SetupOptions:
This diagram depicts your setup options. By purchasing the op-
tional Wireless Transmitter and Wireless Adapters you may also
connectDeskPhoneswirelessly.
CordlessPhones:
This diagram depicts the setup options for Cordless Phones.
Cordless phones can beusedinconjunction with Shared Line
Phones andthe optional Base Unit or they can beinstalled as
Stand Alone Phones.

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FaxAdapter:
This diagram depicts the setup options for the Fax Adapter. The
Fax Adapter allows youto use your existing fax machine with the
IntermediaHostedPBXservice.
Setup Options that are notsupported
The following setup options ARE NOT supported:

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1. Connecting one phone to another
2. Connecting a phone to the base unit then connecting a PC
3. Connecting a phone tothe base unit wirelessly andthen
connecting aPC
4. Connecting a PC to the base unit
5. Connecting a phone to a router that is connected to another
router
Assigning Extension Numbers and Phone Numbers to Phones
Each phoneis assigned anextension and a phone number. Packing
list includes a list of your phones and their associated phone
numbers and extension. You should have also received and email
from Intermediawith the phone numbers and extensions associated
with each enhanced services such as anAutoAttendant orWebFax.
Youmay also log into yourAdmin Portal at https://exchange.interme-
dia.net toview a list of your phone numbers and extensions.