Polycom IP 331 User manual

UNIVERSITY INTEGRATED TELEPHONE SERVICE
september 2010
Poly om IP 331 Phone User Guide

Table of Content
SCHEMA ................................................................................................................................................. 3
BASIC PHONE FEATURES ......................................................................................................................... 4
PLACING CALLS ................................................................................................................................. 4
ANSWERING CALLS ............................................................................................................................ 4
ENDING CALLS .................................................................................................................................. 5
MUTING THE MICROPHONE .............................................................................................................. 5
HOLDING AND RESUMING CALLS ...................................................................................................... 5
REDIALLING NUMBERS ...................................................................................................................... 6
TRANSFERRING CALLS ...................................................................................................................... 6
FORWARDING CALLS ........................................................................................................................ 6
SPEED DIALLING ............................................................................................................................... 7
USING DO NOT DISTURB (DND) .................................................................................................... 7
VOICEMAIL ...................................................................................................................................... 7
VIEWING CALL LISTS ....................................................................................................................... 8
THREE PARTY CALLS ........................................................................................................................ 8
UNIVERSITY DIRECTORY ................................................................................................................... 8
CUSTOMIZING YOUR PHONE ................................................................................................................... 9
CONTACT DIRECTORY ....................................................................................................................... 9
ADJUSTING SPEAKER AND RINGER VOLUME ..................................................................................... 9
CUSTOMIZING RING TONES .............................................................................................................. 9
ON DEMAND SERVICES ........................................................................................................................ 10
CALL PICKUP GROUP ..................................................................................................................... 10
MEET ME ...................................................................................................................................... 10
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SCHEMA
rif. ELEMENT DESCRIPTION
1 led “new messages” indi ates one or more new voi e mail messages
2 lines i ons • registered line
• unregistered line
• voi e-mail/mesages
• ringing
• all forward
• do not disturb
3software keys automati ally labeled to identify their ontext-sensitive fun tions
4 individual multi- olour LEDs display •solid green: a tive all in progress
•fast flashing green: in oming (outgoing) all
•flashing red: all on hold
•red: line busy (shared lines)
5 line keys to a tivate up to two lines that an be assigned to phone
6 hold holds an a tive all or resumes an held all
11 headset allow you to pla e and re eive alls through an headset (optionally)
8 speaker-phone allow for hands-free ommuni ation during alls
9 hands-free mi rophone pi ks up audio during hands-free alls
10 volume keys adjust the volume of the handset, headset, speaker, and ringer
11 mi rophone mute mutes audio transmission during alls and onferen e
12 dial pad provides the 10 digits, star key, the alphabeti hara ters, and spe ial
hara ters available in ontext-sensitive appli ations
13 feature keys
dials phone numbers or allows you to view the pla ed all list
a ess features of your phone
14 arrow keys
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s roll through displayed information or option
sele t a field of displayed data
15 speakers for ringer and hands-free audio output
16 hook-swit h
17 graphi display shows information about alls/messages/soft-keys/time/servi es
BASIC PHONE FEATURES
PLACING CALLS
Using the handset:
•enter the number, pi k up the handset
Using the speaker phone, with the handset on hook:
•press New Call, dial the number then press
or
•dial the number then press
or
•dial the number, press
Using the optional headset, with the headset replaced :
•dial the number, press
or
•press New Call then press , dial the number then press
The engaged line key glows green.
During a call, you can alternate between modes by pressing the Headset or Speakerphone soft keys
or picking up the handset .
ANSWERING CALLS
Using the speakerphone:
•press one of the following: , the flashing line key or the soft key Answer
Using the handset:
•pi k up the handset
Using optional headset:
•press
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You can ignore a call by pressing Ignore then if you press Reject, the calling party receives a
busy signal and the call will be forwarded to the voice mail (if enabled .
ENDING CALLS
•repla e the handset
or
•press End Call
or
•press , if you are using the hands-free speaker
or
•press , if you are using the headset.
MUTING THE MICROPHONE
•during a all, press
The exclusion of the microphone is indicated by a little red light and an icon in the centre of the
display. Mute applies to all modes. You can hear all the other parties while Mute is enabled, but the
other parties cannot hear you.
To turn off Mute, press again
HOLDING AND RESUMING CALLS
•during a all, press
The line key flashes red. While the call is on hold, you can place another call and then answer the
first call
To resume the call on hold:
•press
or
•press Resume
or
•press the flashing line key
The line key glows green again
REDIALLING NUMBERS
Press sele t the number with the arrow keys then do one of the method to pla ing alls.
To all the last number you dialled, press twi e.
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TRANSFERRING CALLS
To transfer an ongoing all:
1. during a all, press Trans, the a tive all is pla ed on hold
2. pla e a all to the party to whom you want to transfer the all
3. press
4. hold until your all is answered by the se ond party, then press the Trans again
5. you an now repla e the handset
blind transfer (the transfer is unannoun ed):
1. during a all, press Trans. the a tive all is pla ed on hold
2. press Blind
3. enter the number of the party to whom you want to transfer the all
4. press
5. you an now repla e the handset
FORWARDING CALLS
You an redire t ALL in oming alls to another phone number
To enable all forwarding:
1. from the idle s reen, press Forward
2. enter a number to forward alls to
3. press Enter
A voice message confirms that call forwarding is enabled
To disable all forwarding:
1. from the idle s reen, press Forward
2. dial “0”
3. press Enter
A voice message confirms that call forwarding is disabled
When call forwarding has been completed successfully, a call forward icon → , followed by the
number to whom the call has been forwarded to, will appear on your phone display (the icon may
appear with up to 30 seconds delay
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SPEED DIALLING
To qui kly ompose a number, you an use the abbreviated index numbering or the speed dial key
for a single tou h dialing.
Using a speed dial index number:
•press the Up arrow , and then enter the onta t’s speed dial index number
or
•enter the speed dial index followed by the # key, then press or pi k up the handset
Using the speed dial key:
•press the key to all the number asso iated with
Press and hold the unassigned key from the idle display to associate a speed dial index for
single touch dialing.
To add or edit a speed dial index number for a onta t see the se tion Updating Conta t Dire tory
USING DO NOT DISTURB (DND)
To enable/disable Do Not Disturb (DND)
•press the soft key DND
or
•press → 1. Features... → 2. Do Not Disturb...→ 1. Enable
When DND is enabled, flashes on the screen and the line appears engaged. If enabled, calls are
forwarded to the Voicemail, or to the number set as “Call Forwarding on Busy” (this setting is
accessible from the WEB only .
Note: if the phone is reset, all DND settings are disabled.
VOICEMAIL
A voi email i on on the phone s reen , a flashing red line key, and a stutter dial tone in pla e of
the normal dial tone indi ate one or more new voi e mail messages
e.g.: (1/3)  you have 3 messages, one is a new message
To listen to voi e messages:
1. press → 1. Features... → 1. Messages...→ 1. Messages Center
2. follow the voi e prompts
The number of messages on your display is updated with up to 30 seconds delay, the tone and the
flashing light are immediate.
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VIEWING CALL LISTS
Short uts:
•missed alls: are y li ally displayed on the top of the display
•received alls: down arrow
•placed alls: right arrow
Sele t a all from any list, and do the following:
•to place a all press
•to remove the all from the list, press → Delete
•to store the onta t in your Conta t Dire tory, press → Save
•to view information about the all (date/time), press → Info
or:
•press → 1. Features... → 6. Call Lists... → 1. Received calls... [2. Placed
calls...]
THREE-PARTY CALLS
You an add a third party to a onversation. During a all:
1. sele t the Confrnc soft key (the all is pla ed on hold);
2. all the se ond party (the ommuni ation is now with the se ond parti ipant only)
3. press the Confrnc soft key again. You are urrently in a onferen e all. The message
Active: Conference is displayed on your phone s reen.
Press Split to split the onferen e, both parties will be on hold. Press EndCall or hang up to
end a onferen e all (the other parties will ontinue to be onne ted).
UNIVERSITY DIRECTORY
1. press Direct...
2. sele t the voi e 2. Corporate Directory...
3. type the sear h string (e.g.: first or last name)
Simple sear h:
4. press Submit
5. sele t the onta t from the list and press or pi k up the phone to all
Advan ed sear h:
4. press AdvFind → Modify use fields First Name / Last Name / Phone to sear h by
name/Surname/phone number
5. press Submit
6. sele t the desired onta t from the list and press or pi k up the phone to all
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CUSTOMIZING YOUR PHONE
CONTACT DIRECTORY
To add or edit a contact:
1. press , then sele t 1. Features... → 4. Contact Directory...
2. to add a onta t, move through the fields with the arrows and press to sele t
3. press Ok or Cancel to a ept or an el hanges
4. press to end onta t’s data entry
5. press the Yes or Cancel to a ept or an el hanges.
To assign a new speed dial index:
1. press , then sele t 1. Features... → 4. Contact Directory...
2. use the arrows to s roll through the list to find the onta t, the press to sele t
3. press Edit and then repeatedly until the speed dial index appears and press to
sele t
4. enter the speed dial index then Ok or Cancel to a ept or an el hanges
To search for contacts in the local directory:
1. press , then sele t 1. Features... → 4. Contact Directory...
2. in the sear h line, enter the first few hara ters of the onta ts’s last name using the dial pad
3. press or pi k up the phone to pla e the all.
ADJUSTING SPEAKER AND RINGER VOLUME
To change the incoming ring tone:
During a all press, + or –
To change the ringer volume:
When the phone is in the idle state, press + or –
You can also prevent your phone from ringing (see the Using Do Not Disturb (DND section or
you can choose a silent ring for your phone (see the Customizing ring tones section .
CUSTOMIZING RING TONES
To change the incoming ring tone:
1. press , and then sele t 3. Settings... → 1. Basic...→ 3. Ring Type...
2. s roll to the ring type you want; to hear the ring type before you sele t it, press Play
3. press Select
4. press or
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ON DEMAND SERVICES
CALL PICKUP GROUP
To a tivate the all pi kup group the head of the offi e must send ea h extension number of the all
pi kup group to the Phone offi e.
You an answer a all intended for a number in the same all pi kup group.
To answer a call (for another user of the team):
1. pi k up the phone
2. press Group
The all is still registered in the list of missed alls of the phone to whi h it was intended.
MEET ME
You have to book the onferen e room at the Phone offi e. Phone offi e will provide the number of
the onferen e with its a ess ode.
Multiple users an parti ipate in the onferen e all by alling the assigned number and entering the
a ess ode.
To join the conference:
1. all the onferen e number
2. when requested enter the a ess ode followed by the pound key (#)
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