Polycom SoundPoint IP 331 User manual

Polycom IP331 Phone
Owner’s Manual V.3
1

1INTRODUCTION ...................................................................................................................................5
IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR IP PBX BASE UNIT AND DESKPHONES.......... 5
Conformance ............................................................................................................................................. 5
Important Safety instructions.................................................................................................................... 5
FCC Information......................................................................................................................................... 7
Customer Owned Coin/Credit Card Phones ............................................................................................... 7
Data Equipment......................................................................................................................................... 7
Systems...................................................................................................................................................... 8
Automatic Dialers ...................................................................................................................................... 8
Equal Access Requirements ....................................................................................................................... 8
Electrical Safety Advisory........................................................................................................................... 8
Radio Interference ..................................................................................................................................... 8
RF Radiation Exposure............................................................................................................................... 9
Modifications............................................................................................................................................. 9
IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR VERTICAL CORDLESS TRANSMITTER AND
CORDLESS PHONES ........................................................................................................................................ 9
FCC Information......................................................................................................................................... 9
Additional FCC Information ..................................................................................................................... 11
Using this Document................................................................................................................................ 15
Typographical conventions...................................................................................................................... 15
Special messages..................................................................................................................................... 15
WARNING ................................................................................................................................................. 15
Basic Requirements ................................................................................................................................. 16
2GETTING TO KNOW YOUR HOSTED PBX SYSTEM...............................................................................17
Before you Begin Your Installation .......................................................................................................... 17
Assigning Extension Numbers and Phone Numbers toPhones................................................................ 19
3INSTALLING YOUR HOSTED PBX PHONE SYSTEM............................................................................... 20
Installing Desk Phones ............................................................................................................................. 20
Option 1: Connect Desk Phones using your existing data network.......................................................... 21
Option 2: Connect Desk phones using your existing data network then connect the phones to your
computer ................................................................................................................................................. 21
Option 3: Connect phones wirelessly within 40’ using the Wireless Adapter .......................................... 21
Note ......................................................................................................................................................... 22
Setting up the Base.................................................................................................................................. 23
To attach the base as a desk mount:....................................................................................................... 23
To attach the base as a wall mount: ....................................................................................................... 24
Activating the Service .............................................................................................................................. 25
4USING YOUR HOSTED PBX PHONE SYSTEM .......................................................................................26
System Description .................................................................................................................................. 26
Getting Started ........................................................................................................................................ 26
Polycom 2-Line Desk Phone ..................................................................................................................... 26
Desk Phone– Basic Call Features ............................................................................................................. 29
Answering Calls ....................................................................................................................................... 29
Answering When Not in Another Call ...................................................................................................... 29
To answer a call using the handset ......................................................................................................... 29
To answer a call using Hands-Free Speakerphone mode: ....................................................................... 29
To answer a call using the headset:......................................................................................................... 29
Handling Multiple Calls............................................................................................................................ 30
Answering When in Another Call ............................................................................................................. 30
Managing Incoming Calls ........................................................................................................................ 30
2

Rejecting Calls.......................................................................................................................................... 30
Diverting Calls.......................................................................................................................................... 31
Ending a Call ............................................................................................................................................ 32
Placing a call............................................................................................................................................ 32
To place a call using the handset:............................................................................................................ 32
To place a call using Hands-Free Speakerphone mode:........................................................................... 32
To place a call using the headset............................................................................................................. 33
To place a call using the Dial key: ............................................................................................................ 33
Managing Call Lists ................................................................................................................................. 34
Call Hold .................................................................................................................................................. 35
Call Transfer............................................................................................................................................. 35
Note ......................................................................................................................................................... 37
Call Park................................................................................................................................................... 38
Paging (Intercom).................................................................................................................................... 38
Forwarding Incoming Calls ...................................................................................................................... 39
To disable call forwarding: ...................................................................................................................... 41
Conference Calls ...................................................................................................................................... 41
To split a conference call: ........................................................................................................................ 41
To set up a conference call using the Join soft key: ................................................................................. 41
To end a conference call: ......................................................................................................................... 41
Using Voicemail ....................................................................................................................................... 42
Setting up the voicemail box for the first time......................................................................................... 42
Retrieving messages from your Desk Phone............................................................................................ 42
Retrieving messages when you are away from the office ....................................................................... 43
Returning a Call ....................................................................................................................................... 43
Change your Voicemail PIN ..................................................................................................................... 43
Record a Personal Greeting via the Phone............................................................................................... 43
Forward Voicemail Messages via the Phone ........................................................................................... 43
Logging into your Voicemail Box via the Web ......................................................................................... 43
Retrieving messages via the Web............................................................................................................ 44
Forward Voicemail Messages via the Web.............................................................................................. 44
Voicemail Notification via Email.............................................................................................................. 44
To Create a Voicemail Group ................................................................................................................... 44
Additional Call Features........................................................................................................................... 45
Redial....................................................................................................................................................... 46
Speed Dial list .......................................................................................................................................... 46
Assigning New Speed Dial Indexes........................................................................................................... 46
Managing Contacts ................................................................................................................................. 47
To add a contact to the local contact directory from a call list: .............................................................. 49
To edit a contact in the local contact directory: ...................................................................................... 50
To delete a contact from the local contact directory:.............................................................................. 50
To search for a particular contact in the local contact directory: ............................................................ 51
Inbound Caller ID ..................................................................................................................................... 52
Directed Call Pickup................................................................................................................................. 52
Extension Set-Up options......................................................................................................................... 53
Enable All Call Forwarding....................................................................................................................... 53
Disable Call Forwarding........................................................................................................................... 53
Do Not Disturb ......................................................................................................................................... 55
Features > Do not disturb again .............................................................................................................. 55
To configure the time and date: .............................................................................................................. 56
Display Contrast....................................................................................................................................... 56
Headset Memory Mode........................................................................................................................... 57
To permanently enable the Headset Memory Mode:.............................................................................. 57
3
Call Recording.......................................................................................................................................... 52

Electronic Hookswitch.............................................................................................................................. 57
To select a headset that supports electronic hookswitch: ....................................................................... 56
Ring Type ................................................................................................................................................. 56
Language Support.................................................................................................................................... 57
To change the language: ......................................................................................................................... 57
Directory Search ...................................................................................................................................... 57
To change the directory search parameter: ............................................................................................ 57
Muting the Microphone........................................................................................................................... 58
Adjusting the Volume .............................................................................................................................. 58
5ADMINISTRATOR FUNCTIONS ........................................................................................................... 59
Making Changes through the Web-based Control Panel......................................................................... 59
Logging In ................................................................................................................................................ 59
Viewing a List of your Phone Numbers and Extensions ........................................................................... 60
Moving a Stand Alone Phone................................................................................................................... 60
Note......................................................................................................................................................... 60
Moving a Shared Line Phone ................................................................................................................... 60
Changing the Extension Number of a Phone ........................................................................................... 61
Changing the Display Name of a Phone .................................................................................................. 61
Changing the Time Zone of a Phone ........................................................................................................ 61
Changing the Outbound Caller ID of a Phone .......................................................................................... 61
Changing the Failover Routing of a Phone .............................................................................................. 62
Viewing Call History for a Phone ............................................................................................................. 62
Control Panel Additional Features: .......................................................................................................... 62
4
To activate Headset Memory Mode: ....................................................................................................... 57

1Introduction
Congratulations on purchasing the Hosted PBX phone system and
service. You will now be able to share your phone connection
between fixed & wireless handsets and across multiplelocations
using the latest in ‘Voice over IP’services.
This User Guide will show you how to setup and use your newHosted
PBX phone system and service.
IMPORTANT SAFETY AND CONFORMANCE
INFORMATION FOR IP PBX BASE UNIT AND
DESKPHONES
Conformance
This equipment is designed for use in the United States.
This equipment complies with the following standards:
FCC Part 15, Subparts B, C, D
FCC Part 68
UL60950
Analog extension ports: TNV3
CO port: TNV3
ADSL port: TNV3
Power fail port TNV3
LAN/WAN ports SELV
Important Safety instructions
The following safety information is reprinted from IEC60950.
• When using your telephone equipment, basic safety precautions
should always be followed to reduce the risk of fire, electric shock,
and injury to persons, including the following:
• Read and understand all instructions.
• Follow all warnings and instructions marked on the product.
• Unplug this product from the wall outlet before cleaning. Donot
use liquid cleaners or aerosol cleaners. Use a damp cloth for
cleaning.
• Do not use this product near water (for example, in awet
basement).
• Do not place this product on an unstable cart, stand, or table.The
product can fall, causing serious damage to the product.
• Slots and openings in the cabinet and the back or bottom are
provided for ventilation, to protect it from overheating; these
5

openings must not be blocked or covered. This product should
never be placed near or over a radiator or heat register. This
product should not be placed in a built-in installation unlessproper
ventilation is provided.
• This product should be operated only from the type of power
source indicated in the manual. If you are not sure of the typeof
power source to your building, consult your dealer or localPower
Company.
• The power socket outlet must be located near the productand
must be easily accessible to allow plugging/unplugging.
• Do not allow anything to rest on the power cord. Do not locatethis
product where persons walking on it will abuse the cord.
• Do not use an extension cord with this product’s AC powercord.
The AC outlet for this product should not be used for anyother
electrical equipment.
• Never push objects of any kind into this product through
cabinetslots as they can touch dangerous voltage points orshort
out parts that could result in a risk of fire or electric shock.Never
spill liquid of any kind on the product.
• To reduce the risk of electric shock, do not disassemblethis
product, but take it to a qualified serviceman when someservice
or repair work is required. Opening or removing covers can
expose you to dangerous voltages or other risks. Incorrect re-
assembly can cause electric shock when the product is
subsequently used.
• Unplug this product from the wall outlet and refer servicingto
qualified service personnel under the followingconditions:
- When the power supply cord or plug is damaged or frayed.
- If liquid has been spilled into the product.
- If the product has been exposed to rain or water. - If theproduct
does not operate normally by following the operating
instructions.
- Adjust only those controls that are covered by the operating
instructions because improper adjustment of other controlscan
result in damage and will often require extensive work by a
qualified technician to restore the product to normal operation. -
If the product has been dropped or the cabinet has been
damaged.
- If the product exhibits a distinct change in performance.
• Avoid using a telephone during an electrical storm. There canbe
a remote risk of electric shock from lightning.
• Do not use the telephone to report a gas leak in the vicinity ofthe
leak.
CAUTION
Use only 26 AWG line cord or larger for
Central Office line connections.
6

FCC Information
This equipment complies with Part 68 of the FCC rules andthe
requirements adopted by ACTA.
A FCC compliant telephone cord and modular plug is provided with
this equipment. This equipment is designed to be connected tothe
telephone network or premises wiring using a compatible modular
jack that is Part 68 compliant. See Installation Instructions for
details.
The REN is used to determine the quantity of devices that maybe
connected to the telephone line. Excessive RENs on thetelephone
line may result in the devices not ringing in response to an
incoming call. Typically, the sum of RENs should not exceedfive
(5.0). To be certain of the number of devices that may be
connected to a line (as determined by the total RENs) contactthe
local Telephone Company.
If this system causes harm to the telephone network, the
telephone company will notify you in advance that temporary
discontinuance of service may be required. But if advancenotice
isn’t practical, the Telephone Company will notify the customeras
soon as possible. Also, you will be advised of your right to file a
complaint with the FCC if you believe it is necessary.
The Telephone Company may make changes to it’s facilities,
equipment, operations or procedures that could affect the
operation of the equipment. If this happens the Telephone
Company will provide advance notice so you can make the
necessary modifications to maintain uninterrupted service. Ifthe
equipment is causing harm to the telephone network, the
Telephone Company may request that you disconnect the
equipment until the problem is resolved.
Connection to party line service is subject to state tariffs.(Contact
the state public utility commission, public service commissionor
corporation commission for information.)
This equipment is hearing aid compatible.
Customer Owned Coin/Credit Card Phones
To comply with state tariffs, the Telephone Company must begiven
notification prior to connection. In some states, the state publicutility
commission, public service commission or corporation commission
must give prior approval of connection.
Data Equipment
The table below shows which jacks are associated withwhich
modes of operation:
Mode of Operation USOC Jack
Permissive RJ11C
7

Systems
Facility Interface Codes (FIC), Service Order Codes (SOC),USOC
Jack Codes and Ringer Equivalence Numbers (REN) are shownin
the table below for each port where applicable:
Port FIC SOC USOC REN
Line 1 02LS2 9.0Y RJ11C 0.1B
Line 2 02LS2 9.0Y RJ11C 0.1B
Line 3 02LS2 9.0Y RJ11C 0.1B
Phone 02LS2 9.0Y RJ11C 0.1B
Automatic Dialers
WHEN PROGRAMMING EMERGENCY NUMBERS AND (OR)
MAKING TEST CALLS TO EMERGENCYNUMBERS:
1. Remain on the line and briefly explain to the dispatcherthe
reason for the call.
2. Perform such activities in the off-peak hours, such asearly
morning or late evenings.
Toll Restriction and Least Cost Routing Equipment The
software contained in Hosted PBX phone system to allow user
access to the network must be upgraded to recognize newly
established network area codes and exchange codes as theyare
placed into service.
Failure to upgrade the premises systems or peripheral equipmentto
recognize the new codes as they are established will restrict the
customer and the customer’s employees from gaining access tothe
network and to these codes.
Equal Access Requirements
This equipment is capable of providing users access tointerstate
providers of operator services through the use of access codes.
Modification of this equipment by call aggregators to blockaccess
dialing codes is a violation of the Telephone Operator Consumers
Act of 1990.
Electrical Safety Advisory
It is strongly suggested that an AC surge arrestor be installed inthe
AC outlet to which this equipment isconnected.
Radio Interference
This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) this device may notcause
harmful interference, and (2) this device must accept anyinterference
received, including interference that may cause undesiredoperation.
This equipment has been tested and found to comply with thelimits
for a Class B digital device, pursuant to Part 15 of the FCC Rules.
These limits are designed to provide reasonable protectionagainst
harmful interference in a residential installation. This equipment
8

generates uses and can radiate radio frequency energy and, if not
installed and used in accordance with the instructions, maycause
harmful interference to radio communications. However, there isno
guarantee that interference will not occur in a particular installation.If
this equipment does cause harmful interference to radio ortelevision
reception, which can be determined by turning the equipment offand
on, the user is encouraged to try to correct the interference by oneor
more of the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit differentfrom
that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician forhelp.
RF Radiation Exposure
This equipment complies with FCC radiation exposure limits set
forth for an uncontrolled environment. This equipment shouldbe
installed and operated with a minimum distance of 8 inches(20
centimeters) between the radiator and yourbody.
This transmitter must not be co-located or operated in conjunction
with any other antenna or transmitter.
Modifications
Changes or modifications not expressly approved by the party
responsible for compliance could void the user’s authority tooperate
the equipment. There are no user-serviceable parts or adjustments
inside this equipment - please do not open the equipmentcase.
IMPORTANT SAFETY AND CONFORMANCE
INFORMATION FOR VERTICAL CORDLESS
TRANSMITTER AND CORDLESS PHONES
FCC Information
This equipment complies with Part 15 of the FCC rules and Part
68 of the FCC rules, and the requirements adopted by the
Administrative Council for Terminal Attachments(ACTA).
Located on the equipment is a label that contains, amongother
information, the FCC registration number, and the ringer
equivalence number (REN). If requested, this information must
be provided to the telephone company. The REN is used to
determine the number of devices which may be connected to
the telephone line. Excessive RENs on the telephone line may
result in devices not ringing in response to an incoming call.In
most, but not all areas, the sum of the RENs should notexceed
five (5.0). To ascertain the number of devices that may be
connected to the line, as determined by the total RENs, contact
the telephone company to determine the maximum REN forthe
calling area.
9

This equipment cannot be used on the telephonecompanyprovided
coin service. Connection to Party Line Service is
subject to State Tariffs. If this equipment causes harm tothe
telephone network, the telephone company will notify youin
advance that temporary discontinuance of service may be
required. If such advance notice is not practicable, the
telephone company will notify the customer as soonas
possible. Also, you will be advised of your right to file a
complaint with the FCC if you believe this is necessary.
The telephone company may make changes in its facilities,
equipment, operations, or procedures that could affect the
operation of the equipment. If this happens, the telephone
company will provide advance notice to enable you to makethe
necessary modifications in order to maintain uninterrupted
service. If the trouble is causing harm to the telephone network,
the telephone company may request you to disconnect the
equipment from the network until the problem isresolved.
This equipment uses the following USOC jacks: RJ11C.
It is recommended that the customer install an AC surge
arrester in the AC outlet to which this device is connected.This
is to avoid damage to the equipment caused by local strikes of
lightening and other electricalsurges.
This product is manufactured for Vertical Communications,Inc.
Copyright© 2009. All rights reserved. Any copying or
reproduction of the product or its associated user manual is
strictly prohibited. The content of this document is subject to
change without prior notice.
Consumer Information
1. This equipment complies with Part 68 of the FCC rules and the
requirements adopted by the ACTA. On the back of this equipment
is a label that contains, among other information, a product
identifier in the format US:T7HCT8010. If requested, this number
must be provided to the telephone company.
2. An applicable certification jacks Universal Service Order Codes
(USOC) for the equipment is provided (i.e., RJ11C) in the
packaging with each piece of approved terminal equipment.
3. A plug and jack used to connect this equipment to the premises
wiring andtelephone network must comply with the applicable FCC
Part 68 rules and requirements adopted by the ACTA.
4. The REN is used to determine the number of devices that may be
connected to a telephone line. Excessive RENs on a telephone line
may result in the devices not ringing in response to an incoming
call. In most but not all areas, the sum of RENs should not exceed
five (5.0). To be certain of the number of devices that may be
connected to a line, as determined by the total RENs, contact the
local telephone company.
10

Additional FCC Information
1. If this equipment causes harm to the telephone network, the
telephone company will notify you in advance that temporary
discontinuance of service may be required. But if advance notice
isn’t practical, the telephone company will notify the customer as
soon as possible. Also, you will be advised of your right to file a
complaint with the FCC if you believe it is necessary.
2. The telephone company may make changes in its facilities,
equipment, operations or procedures that could affect the operation
of the equipment. If this happens the telephone company will
provide advance notice in order for you to make necessary
modifications to maintain uninterrupted service.
3. Should you experience trouble with this equipment, please contact
your Service Provider for repair or warranty information. If the
equipment is causing harm to the telephone network, the telephone
company may request that you disconnect the equipment until the
problem is resolved.
4. Please follow instructions for repairing if any (e.g. battery
replacement section); otherwise do not alternate or repair anyparts
of device except specified.
5. Connection to party line service is subject to state tariffs. Contact
the state public utility commission, public service commission or
corporation commission for information.
6. NOTICE: If your home has specially wired alarm equipment
connected to the telephone line, ensure the installation of this
1.9GHz DECT Product for VoIP and PSTN does not disable your
alarm equipment. If you have questions about what will disable
alarm equipment, consult your telephone company or a qualified
installer.
7. This equipment is hearing aid compatible.
NOTICE: According to telephone company reports, ACelectrical
surges, typically resulting from lightning strikes, are very
destructive to telephone equipment connected to AC power
sources. To minimize damage from these types of surges, a
surge arrestor is recommended.
Applicable for Coin or Pay Phone Only
To comply with state tariffs, the telephone company mustbe
given notification prior to connection for customer-owned coinor
credit card phone. In some states, the state public utility
commission, public service commission or corporation
commission must give prior approval ofconnection.
Important Safety Information
Charge the battery or handset only in combination with CP2002
Charger and the SALOM SSW-1444US adapter that comes with
the product. Plug the SALOM SSW-1444US AC/DC adaptor in a
wall outlet socket near the equipment for easy access/removalof
the AC/DC adaptor.
11

Important Battery Information
This product uses rechargeable Lithium-ion batteries 3.7V, 650mAh.
Only use batteries that come with the handset or dedicated spare
batteries marked with “Battery Pack 3.7V 650mAh Li-ion”. Do not use
any other type, since this may present a risk of leakage, fire, explosion
or other hazardous situation. For batteryreplacement or removal please
removethe batterycover of the handset. Never disassemble, customize
or short-circuit batteries. Do not place battery in fire or heat the battery.
Charge the battery or handset only in combination with CP2002
Charger and the SALOM SSW-1444US adapter that comes with the
product.
Sensitive Electronic Environment
Any radio-based equipment can potentially cause interference with
other equipment and can be interfered from other equipment. Thisalso
applies for DECT equipment. However due to the very low transmission
power level the chances for interference are very small. Research
proves that operational DECT phones normally don’t influence
electronic equipment however some precautions must be taken into
account for sensitive electronic equipment e.g. sensitive laboratory
equipment. When DECT phones operate in straight nearness of
sensitive electronic equipment incidental influence can appear. You are
advised not to place the DECT phone on or close (less than 10cm) to
this kind of equipment, even in standbymode. Please also use the other
documentation supplied with the various parts of your telephone
system.
Product Disposal Information
Disposal of electrical and electronic products in countriesoutside
the European Union should be done in line with the local
regulations. If no arrangement has been made with Vertical
Communications or your supplier, please contact the local
authorities for further information.
Battery Disposal Information
Defect or exhausted batteries should never be disposed of as
municipal waste. Return old batteries to the battery supplier, a
licensed battery dealer or a designated collection facility. Donot
incinerate batteries.
Regulatory Information
Interference Information:
This device complies with Part 15 of the FCC Rules. Operationis
subject to the following two conditions: (1) this device maynot
cause harmful interference, and (2) this device must accept any
interference received, including interference that may cause
undesired operation.
NOTE: This equipment has been tested and found to comply
with the limits for a Class B digital device, pursuant to Part15
of the FCC Rules. These limits are designed to provide
reasonable protection against harmful interference ina
12

residential installation. This equipment generates uses andcan
radiate radio frequency energy and, if not installed and usedin
accordance with the instructions, may cause harmful
interference to radio communications. However, there is no
guarantee that interference will not occur in a particular
installation. If this equipment does cause harmfulinterference
to radio or television reception, which can be determined by
turning the equipment off and on, the user is encouraged to try
to correct the interference by one or more of the following
measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit differentfrom
that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician forhelp.
WARNING: Changes or modifications to this equipment not
expressly approved by the party responsible for compliancecould
void the user’s authority to operate the equipment. Privacyof
communications may not be ensured when using this phone.
Exposure to Radio Frequency (RF)Signals:
This wireless phone is a radio transmitter and receiver. It is
designed and manufactured not to exceed the emission limits for
exposure to radio frequency (RF) energy set by theFederal
Communications Commission (FCC) of the U.S. Government.
These limits are part of comprehensive guidelines and establish
permitted levels of RF energy for the general population. The
guidelines are based on the safety standards previously set by
both U.S. and international standards bodies. These standards
include a substantial safety margin designed to assure the safety
of all persons, regardless of age and health. This device andits
antenna must not be co-located or operating in conjunction with
any other antenna or transmitter.
This product has been shown to be capable of compliance for
localized specific absorption rate (SAR) for uncontrolled
environment/general population exposure limits specified in
ANSI/IEEE Std. C95.1-1992 and had been tested in accordance
with the measurement procedures specified in FCC/OET Bulletin
65 Supplement C (2001) and IEEE 1528-2003” .
CAUTION: To maintain the compliance with the FCC’s RF
exposure guideline, place the base unit at least 20 cm from
nearby persons. For body worn operation, this handset has also
been tested and meets the FCC RF exposure guideline when
used with the Vertical belt clip supplied for this product. Use of
other accessories may not ensure compliance with FCC RF
exposure guidelines.
Hearing Aid Compatibility (HAC/VC):
13

This handset meets the FCC standard for Hearing Aid
Compatibility.
FCC Identifier:
ELIRTX3080
Name of Grantee:
RTX America Inc.
Date Granted:
9/23/05
Grant Number: R0508295-4
Equipment Class: Part 15 Unlicensed PCS portable
Tx held to ear
Notes: RTX3080.32
FCC Rule Parts: 15D
Frequency Range: 1921.54-1928.45MHz
UL Identifier:
E253011-A4-UL-1
Date Granted:
11/15/05
14

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
one site.
Typographical conventions
Italic text is used for items you select from menus anddrop-down
lists and the names of displayed webpages.
Bold text is used for text strings that you type when prompted bythe
program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attentionto
specific instructions or explanations.
Provides clarifying or non-essential information on thecurrent
Note topic.
Explains terms or acronyms that may be unfamiliar tomany
Definition readers. These terms are also included in the Glossary.
WARNING
Provides messages of high importance, includingmessages
relating to personal safety or systemintegrity.
15

Basic Requirements
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiringin
your office. Where you don’t have data wiring, you may usethe
optional Wireless Transmitter and Wireless Adapters toconnect
Desk Phones wirelessly.
In order to use all the features of the Hosted PBX phone system and
service, you must have the following:
• Broadband Internet access
• At least one free port on your router or modem/router
• Your router must be set to DHCP
16

2 Getting to know your Hosted PBX system
Before you Begin Your Installation
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiringin
your office. Where you don’t have data wiring, you may usethe
optional Wireless Transmitter and Wireless Adapters toconnect
Desk Phones wirelessly. In order to begin using your newphone
system and service, you need to perform the following steps:
1. Make sure you have received all of your phones andoptional
equipment
2. Go to https://cp.serverdata.net. Enter your login name and
password to the Control Panel
3. Activate your phone lines
4. Install your phones and optional equipment
You have several options regarding how to setup your newphone
system. How you choose to install your phone system willdepend
on your existing data network and the phones and optional
equipment you have purchased. The diagrams belowdescribes
options for setting up the phone system.
Standard Setup Options:
This diagram depicts your setup options. By purchasing the
optional Wireless Transmitter and Wireless Adapters youmay
also connect Desk Phones wirelessly.
17

Cordless Phones:
This diagram depicts the setup options for Cordless Phones.
Cordless phones can be used in conjunction with Desk Phones or
they can be installed stand-alone.
Fax Adapter:
This diagram depicts the setup options for the Fax Adapter. The
Fax Adapter allows you to use your existing fax machine withthe
Hosted PBX service.
18

Setup Options that are not supported
The following setup options ARE NOT supported:
1.
Connecting a phone through multiplerouters
2.
Connecting one phone to another
3.
Connecting a phone wirelesslyand then connecting a PC
Assigning Extension Numbers and Phone Numbers toPhones
Each phone is assigned an extension and a phone number.
Packing list includes a list of your phones and their associated
phone numbers and extension. You should have also receivedand
19

l
a
email from us with the phone numbers and extensionsassociated
with each enhanced services such as an Auto Attendant or
WebFax. You may also log into your Control Panel at
https://cp.serverdata.net to view a list of your phone numbersand
extensions.
3Installing your Hosted PBX Phone System
Installing Desk Phones
Desk Phones can be installed in the followingways
• You may connect Desk Phones Wirelessly to the Optional
Wireless Transmitter and Optional Wireless Adapters
• You may connect Desk Phones to your existing router
• You may connect Desk Phones to any data wall jack on your
existing network
• You may connect a Desk Phone to a wall jack or router then
connect a PC to the Desk Phone.
1. Assemble the Desk Phones
Use the included coiled handset cord and connect one endinto
the base of the handset and the other end into the handsetport
on the side of the phone
beled (there is a handset port and a
headset port)
2. Connect the Desk Phone
For your convenience, you have four options to connect yourDesk
Phones. You may use any or all of them
20