Polycom SoundPoint IP 450 User manual

UNIVERSITY INTEGRATED TELEPHONE SERVICE
july 2010
Polycom IP 450 Pho e 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 ...................................................................................................................... 5
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 ........................................................................................................................ 11
CALL PICKUP GROUP ..................................................................................................................... 11
LINE MONITORING ......................................................................................................................... 11
MEET ME ...................................................................................................................................... 11
Go to Table of Co te t
2 / 11

SCHEMA
rif. ELEMENT DESCRIPTION
1 LED “ ew messages” i dicates o e or more ew voice mail messages
2 i dividual multi-colour LEDs display •solid gree : active call i progress
•fast flashi g gree : i comi g (outgoi g) call
•flashi g red: call o hold
•red: li e busy (shared li es)
3 li e/speed dial key to activate the li es or speed dial that ca be assig ed to your pho e
4 arrow keys
scroll through displayed i formatio or optio
select a field of displayed data
5 speaker-pho e allow for ha ds-free commu icatio duri g calls
6 feature keys
access features of your pho e
access voice messages
dials most rece tly dialled party
7 micropho e mute mutes audio tra smissio duri g calls a d co fere ce
8 ha ds-free micropho e picks up audio duri g ha ds-free calls
9 volume keys adjust the volume of the ha dset, headset, speaker, a d ri ger
10 dial pad provides the 10 digits, star key, the alphabetic characters, a d special
characters available i co text-se sitive applicatio s
11 headset allow you to place a d receive calls through a headset (optio ally)
12 hold holds a active call or resumes a held call
13 speakers for ri ger a d ha ds-free audio output
14 software keys automatically labeled to ide tify their co text-se sitive fu ctio s
15 graphic display shows i formatio about calls/messages/soft-keys/time/services
16 hook-switch
Go to Table of Co te t
3 / 11

BASIC PHONE FEATURES
PLACING CALLS
Using the handset:
•e ter the umber, pick up the ha dset (if your pho e has more tha o e li e, pick up the
ha dset, dial the umber a d select the desired li e).
Using the speaker phone, with the handset on hook:
•press New Call, dial the umber the press Dial (if your pho e has more tha o e li e,
press New Call, dial the umber the press o e of the assig ed li e keys)
or
•dial the umber, press Dial (if your pho e has more tha o e li e, dial the umber the
press o e of the assig ed li e keys)
or
•dial the umber, press (the call will be automatically placed from the mai li e)
Using the optional headset, with the headset replaced :
•dial the umber, press (the call will be automatically placed from the mai li e)
or
•press New Call the press , dial the umber the press Dial (if your pho e has
more tha o e li e, press New Call the press , select o e of the assig ed li e keys
the dial the umber a d fi ally press Dial
or
•select o e of the assig ed li e keys the press , dial the umber a d fi ally press
Dial
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 o e of the followi g: , the flashi g li e key or the soft key Answer
Using the handset:
•pick up the ha dset
Using optional headset:
•press
Go to Table of Co te t
4 / 11

You can ignore a call by pressing Reject, the calling party receives a busy signal and the call
will be forwarded to the voice mail (if enabled .
ENDING CALLS
•replace the ha dset
or
•Press End Call
or
•press , if you are usi g the ha ds-free speaker
or
•press , if you are usi g the headset
MUTING THE MICROPHONE
•duri g a call, press
The exclusion of the microphone is indicated by a little red light and an icon in the upper left side
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 tur off Mute, press agai
HOLDING AND RESUMING CALLS
•duri g a call, press
or
•duri g a call, press Hold
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 flashi g li e key
The line key glows green again
REDIALLING NUMBERS
To call the last umber you dialled, press .
Go to Table of Co te t
5 / 11

TRANSFERRING CALLS
To transfer an ongoing call:
1. duri g a call, press the Trnsfer. The active call is placed o hold
2. place a call to the party to whom you wa t to tra sfer the call, the press Dial
3. hold u til your call is a swered by the seco d party, the press the Trnsfer agai
4. you ca ow replace the ha dset
blind tra sfer (the tra sfer is u a ou ced):
1. duri g a call, press Trnsfer. The active call is placed o hold
2. press Blind
3. e ter the umber of the party to whom you wa t to tra sfer the call
4. press Dial
5. you ca ow replace the ha dset
FORWARDING CALLS
You ca redirect ALL i comi g calls to a other pho e umber
To enable call forwardi g, select the forwardi g type you wa t to e able – type A:
1. from the idle scree , press Forward
2. e ter a umber to forward calls to
3. press the OK
or - type B (if more tha o e li e is co figured):
1. select the li e you wish to forward the call to
2. dial 999, followed by the umber you wish to forward the call to (e.g.: 9991234 to e able
call forwardi g to umber 1234)
3. press Dial
A voice message confirms that call forwarding is enabled
To disable call forwardi g - type A:
1. from the idle scree , press Forward
2. dial “0”
3. press OK
or - type B (if more tha o e li e is co figured):
1. select the key correspo di g to the li e you wish selezio are to disable call forwardi g
2. dial 999 followed by 0 (e.g.: 9990 to disable call forwardi g o the selected li e)
3. press OK
A voice message confirms that call forwarding is disabled
If multiple lines are configured on your phone, you will select type A if you wish to forward calls
addressed to the main line only; you should select type B if you wish to redirect phone calls
addressed to the second line.
Go to Table of Co te t
6 / 11

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
SPEED DIALLING
To quickly dial a co tact, use the co tact’s speed dial i dex umber, or press the co tact’s speed
dial key
Usi g a speed dial i dex umber:
•Press the Up arrow , a d the e ter the co tact’s speed dial i dex umber
To add or edit a speed dial i dex umber for a co tact see the sectio Updati g Co tact Directory
Usi g a speed dial key:
•press the co tact’s speed dial key (li e key) o the top-right of the pho e
To assign a speed dial key, press a d hold a u assig ed li e key. The e ter the co tact
i formatio a d press the soft key Save
USING DO NOT DISTURB (DND)
To e able/disable Do Not Disturb (DND)
•press the soft key DND
or
•press → 1. Features... → 1. Do Not Disturb...
If multiple li es are co figured o your pho e, DND ca be e abled just o selected li es or o all
li es:
•press DND (to e able or disable DND o all li es)
•to e able o a si gle li e, select the li e (usi g the arrow keys), press the Select soft key
the press Activate or Deactivate
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.
By using the first mode, DND will be enabled on all lines. The second mode must by used if you
wish to enable on just one or more selected lines.
VOICEMAIL
A voicemail ico o the pho e scree , a flashi g red li e key, a d a stutter dial to e i place of
the ormal dial to e i dicate o e or more ew voice mail messages
e.g.: (1/3)  you have 3 messages, o e is a ew message
Go to Table of Co te t
7 / 11

To listen to voice messages:
1. press (if multiple li es are co figured o your pho e, select the li e to retrieve
messages from)
2. follow the voice prompts
The number of messages on your display is updated with up to 30 seconds delay, the tone and the
flashing light are immediate.
VIEWING CALL LISTS
Shortcuts:
•missed calls: dow arrow
•received calls: left arrow
•placed calls: right arrow
Select a call from a y list a d do the followi g:
•to place a call press Dial
•to change the pho e umber before dialli g, press Edit
•to remove the call from the list, press More → Clear
•to store the co tact i your Co tact Directory, press More → Save
•to view i formatio about the call (date/time), press More → Info
or:
•press → 1. Features... → 5. Call Lists... → 1. Missed Calls... [2. Received
calls... / 3. Placed calls...]
•use the soft keys listed above
THREE-PARTY CALLS
You ca add a third party to a co versatio . Duri g a call:
1. select the Confrnc soft key (the call is placed o hold);
2. call the seco d party (the commu icatio is ow with the seco d participa t o ly)
3. press the Confrnc soft key agai . You are curre tly i a co fere ce call. The message
Active: Conference is displayed o your pho e scree .
To add a other party, repeat this procedure.
Usi g the Manage soft key you ca add a ew party as well as mute, hold, or remove o e of the
participa ts. You ca also view i formatio about a selected party.
UNIVERSITY DIRECTORY
1. press Directory
2. select the voice 2. University Directory...
Go to Table of Co te t
8 / 11

Simple search:
3. type the search stri g (e.g.: first or last ame)
4. press Submit
5. select the co tact from the list a d press or Dial to call
Adva ced search:
3. press AdvFind → use fields First Name / Last Name / Pho e to search by
ame/Sur ame/pho e umber
4. press Submit
5. select the desired co tact from the list a d press or Dial to call
CUSTOMIZING YOUR PHONE
CONTACT DIRECTORY
To add or edit a contact:
1. press , the select 1. Features... → 3. Contact Directory...
2. to add a co tact, press More a d the Add.To edit a co tact, scroll to the co tact, a d the
press Edit. Addi g or editi g i formatio about a co tact require the Co tact field as the
o ly field required (the co tact's pho e umber)
3. press Save.
To search for a contact in the local contact directory:
1. press , the select 1. Features... → 3. Contact Directory...
2. press More a d the Search, complete the fields a d press Search agai .
ADJUSTING SPEAKER AND RINGER VOLUME
To change the incoming ring tone:
Duri g a call press, + or –
To change the ringer volume:
Whe the pho e is i 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 , a d the select 3. Settings... → 1. Basic...→ 4. Ring Type...
2. if the pho e has multiple li es, select the li e you wish to modify, the scroll to the ri g
type you wa t; to hear the ri g type before you select it, press Play
Go to Table of Co te t
9 / 11

3. press Select
To set a ring tone for a contact:
1. press Directory → 1. Contact Directory...
2. search for the co tact (see the updati g co tact directory sectio )
3. press the soft key Edit a d the scroll to Ring Type
4. e ter a umber that correspo ds to the ri g type you wa t
5. press the soft key Save
or
1. press , the select 1. Features... → 3. Contact Directory...
2. search for the co tact (see the To add or edit contact section)
3. press Edit a d the scroll to Ring Type:
4. e ter a umber that correspo ds to the ri g type you wa t
5. press Save
Go to Table of Co te t
10 / 11

ON DEMAND SERVICES
CALL PICKUP GROUP
To activate the call pickup group the head of the office must send each extension number
of the call pickup group to the Phone office.
You can answer a call intended for a number in the same call pickup group.
To answer a call (for a other user of the team):
1. pick up the pho e
2. press Group
The call is still registered in the list of missed calls of the phone to which it was intended.
LINE MONITORING
The feature must be requested to Phone office specifying which telephone has to monitor
which extension.
This feature allows to monitor other extensions status from your telephone.
A key line is associated with controlled line and a multicoloured L D indicate the
state:
•flashing green for an incoming call which can be answered by pressing the line key
•red if the line is busy
MEET ME
You have to book the conference room at the Phone office. Phone office will provide the
number of the conference with its access code.
Multiple users can participate in the conference call by calling the assigned number and
entering the access code.
To join the conference:
1. call the co fere ce umber
2. whe requested e ter the access code followed by the pou d key (#)
Go to Table of Co te t
11 / 11