Polycom SoundPoint IP 550 Instruction manual

SoundPoint IP 550/560 Quick User Guide for 8x8 Virtual Office Service. PM354/1010 03/2011
For more details, see the Polycom SoundPoint IP 550/560 User Guide available at: http://www.8x8.com/Support/BusinessSupport/Documentation.aspx Page | 1
SoundPoint®IP
550/560
Quick User Guide
for 8x8 Virtual Office
Applies to phones running Polycom
Software 3.2.3.x.
NAVIGATION
Scrolling or
Step in/out of menus, toggle
enabled/disabled: or
Enter/Select:
Back/Delete: :
BASIC PHONE FEATURES
PLACING A CALL
Using the Handset:
Pick up the handset and dial the
number. Or dial the number first, and
then pick up the handset.
Using the hands-free Speakerphone:
With the handset on-hook, press any
assigned line key, or the NewCall
softkey. Then dial the number.
Or dial the number, then press the
Dial soft key.
Using the optional Headset:
With the headset connected, press
any assigned line key, or the
NewCall soft key.
Press and dial the number.
Or dial the number, and then
press .
During a call, you can alternate
between handset, headset, or hands-
free modes by pressing the or
keys, or picking up the handset.
ANSWERING A CALL
Handset: Pick up the handset.
Speakerphone: Press , or the line
key, or the Answer soft key.
Headset (optional): Press .
Incoming calls can be sent directly to
voicemail by pressing the Reject soft
key. The call can also be ignored by
pressing . To turn off ,
press the button again.
ENDING A CALL
Using the Handset:
Hang up or press the EndCall soft key.
Using the Speakerphone:
Press or the EndCall soft key.
Using the optional Headset:
Press or the EndCall soft key.
REDIAL
Press to redial the most recently
dialed number.
LOCAL CONFERENCE CALLS
To create a three-way local
conference call:
1. Call the first party.
2. Press or the Confrnc soft
key to create a new call (the active
call is placed on hold).
3. Place a call to the second party.
4. When the second party answers,
press or the Confrnc soft
key again to join all parties in the
conference.
Conference Behavior:
Placing the conference call on hold
will place the other conference
parties on hold.
Pressing the Split soft key will split
the conference into two separate
calls on hold.
A conference may be created between
an active call and a call on hold by
pressing the Join soft key.
CONFERENCE BRIDGE
To call into a conference:
1. Find the ConfServ soft key by
pressing the More soft key.
2. Follow the Conference Bridge
voice prompts.
CALL TRANSFER
1. During a call, press or the
Trnsfer soft key (the active call is
placed on hold).
2. Place a call to the party to whom you
want to transfer the call.
3. After speaking with the second party,
press or the Trnsfer soft
key to complete the transfer.
Press the Blind soft key to transfer the
call without speaking to the second
party.
Transfer can be cancelled by pressing
the Cancel soft key.
CALL FORWARDING
8x8 recommends using online call
forwarding instead of phone-based call
forwarding so your call forwarding
instructions are stored online instead of on
your phone. If you set your call forwarding
rules on your phone, they will not be in
effect if your phone is disconnected from
an Internet connection.
To enable online call forwarding
(Virtual Office):
1. Log on to your Virtual Office Online
dashboard at
http://virtualoffice.8x8.com
2. Select Settings then Call
Forwarding, then select the
My Rules tab.
3. Update your Call Forwarding Rules
and press Save.
You can return to Virtual Office Online
at any time to update your Call
Forwarding Rules.
To enable call forwarding
(phone-based):
1. Press the Forward soft key from the
phone’s idle display or press
and select Features > Forward.
2. Select a Forwarding Type from
Always, No Answer, and Busy.
3. For all types, enter a number to
forward all future calls to. For No
Answer, enter the number of rings
before forwarding.
4. Press the Enable soft key to confirm
Call Forwarding. A moving arrow icon
appears for that line.
5. To disable call forwarding, perform
steps 1 and 2, but select Disable.
DO NOT DISTURB
Press to prevent the phone
from ringing on incoming calls. A Do
Not Disturb icon appears for all lines
to confirm that Do Not Disturb is
enabled.
Press again to turn off Do
Not Disturb.

SoundPoint IP 550/560 Quick User Guide for 8x8 Virtual Office Service. PM354/1010 03/2011
For more details, see the Polycom SoundPoint IP 550/560 User Guide available at: http://www.8x8.com/Support/BusinessSupport/Documentation.aspx Page | 2
MICROPHONE MUTE
During a call, press . Mute applies to
all modes: handset, headset, and
hands-free. You can hear all other
parties while Mute is enabled.
To turn off Mute, press again.
CALL HOLD AND RESUME
1. During a call, press .
2. Press again, the Resume soft
key, or the line key to resume the
call.
LCR –LAST CALL RETURN
1. Press the More soft key, then the
LCR soft key.
2. You can pick up the handset first,
then press LCR to place the call on
your handset
INTERCOM
1. Press More soft key, then the
InterCom soft key.
2. Dial the number you wish to Intercom
to and then press the Enter soft key.
If you are receiving an intercom call, the
phone rings, then automatically
connects to your speakerphone.
AUTO ATTENDANT
To access the Auto Attendant:
1. Press the AA soft key. (Press the
More soft key if the AA softkey is
hidden.)
2. Follow Auto Attendant voice prompts.
CALL PARK
During a call, press the More soft
key, then the Park soft key. A
recording will tell you which
extension the call is parked on (your
other party is placed on hold until the
parked call is picked up).
To pick up a parked call, just dial the
extension the call is parked at.
CORPORATE DIRECTORY
1. Press and select
Applications then select Apps
Home, then Corporate Directory
Listing.
2. Browse up and down the directory list
and select the person you wish to call
(speed dial).
CORPORATE DIRECTORY SEARCH
For long directories, you can search for
a user in the directory and then select
their name to speed dial them.
1. Press and select
Applications, then Apps Home then
Corporate Directory Search.
2. Input name, extension, or other data
into the search field, then scroll down
and select Search.
3. Select the matching entry to speed
dial the user (or select Back to do a
new search).
CALL LISTS
Press followed by Call Lists
and Missed, Received, or Placed
Calls, as desired. Information on
respective calls will be displayed.
From this screen, choose the
appropriate soft key:
1. Edit to amend the contact number
before dialing.
2. Dial to place the call.
Or press More, then:
1. Info to view detailed call information.
2. Save to store the contact to the
Contact Directory.
3. Clear to delete the call from the list.
Press Back and Exit soft keys to return
to the idle display.
VOICE MAIL
A voice mail icon on the screen, a
flashing line key, and a stutter dial tone
indicate one or more new voice mail
messages.
To listen to voice messages:
1. Press and then the Connect
soft key.
2. Follow voice prompts to listen to
messages.
TRANSFER CALL TO VOICEMAIL
1. During a call, select the xferVM soft
key.
2. Enter the extension of the person you
want to transfer the caller to.
3. The caller is transferred directly to
the voicemail box at that extension.
CALL RECORD ON/OFF
(Virtual Office Pro users only)
Call Record On/Off is available to
Virtual Office Pro users when the Call
Recording feature is set to Record
Calls On Demand.
To turn on Call Recording during a
call, press the More soft key to find
the CallRecrd soft key.
You will see a Recording is On
confirmation message on the phone
screen.
To turn Call Recording off, press the
Exit soft key, then press the More
softkey to find the CallRecrd softkey
again.
Once you press the CallRecrd softkey,
you will see a Recording is Off
confirmation message.
CALL QUEUE IN/OUT
(Call Queue Users Only)
Phones in 8x8 Call Queues can log in
and out of Call Queues if the Call
Queue Admin has granted log in/out
permission to the user.
1. To enter or exit a Call Queue, press
and select Applications >
Apps Home (or if you just recently
used Call Queue, you can select
Apps Continue).
2. Select Call Queues > Log In All to
enter all your Call Queues (or Log
Out to exit your Call Queues).
If you are not a member of a Call
Queue set up by your administrator,
you will get a message saying you do
not belong to any Call Queues.
SPEED DIALING
To assign a speed dial index, see the
CONTACT DIRECTORY section.
To dial a contact assigned to a line key,
press the corresponding line key.

SoundPoint IP 550/560 Quick User Guide for 8x8 Virtual Office Service. PM354/1010 03/2011
For more details, see the Polycom SoundPoint IP 550/560 User Guide available at: http://www.8x8.com/Support/BusinessSupport/Documentation.aspx Page | 3
CUSTOMIZING YOUR PHONE
CONTACT DIRECTORY
To add a contact in your local phone
directory:
1. Press , and then select
Contact Directory.
2. Press the More soft key, then the
Add soft key to enter another contact
into the phone’s database.
3. Enter first and/or last name from the
dial pad. Press the 1/A/a soft key to
select between numeric and upper /
lower case alphanumeric modes.
Press the Encoding soft key to
access special characters in other
languages if necessary.
4. Enter a unique contact phone
number (not already in the directory).
5. Change the Speed Dial Index if
desired. It will automatically be
assigned to the next available index
value.
6. Modify the remainder of the fields
(Ring Type, Divert Contact, Auto
Reject, and Auto Divert) if desired.
7. Press the Save soft key to confirm or
the Cancel soft key to abandon the
changes, then press or the
Exit soft keys to return to the idle
display.
Contacts can be easily added from
Call Lists. For more information, see
CALL LISTS section above.
To search for a contact:
1. Press , and then select
Contact Directory.
2. Press the More soft key, and then
the Search soft key.
3. Using the dial pad, enter the first few
characters for First or Last names.
4. Press the Search soft key to search
for contacts. Dial successful matches
from the resulting search screen.
To edit a contact:
1. Press , and then select
Contact Directory.
2. Search for the contact (see above).
3. Press the Edit soft key and make the
necessary changes.
4. Press the Save soft key to confirm or
the Cancel soft key to abandon the
changes, then press to
return to the idle display.
VOLUME ADJUSTMENT
Press the volume keys to
adjust handset, headset, and hands-
free speaker volume during a call.
Pressing these keys in idle state adjusts
the ringer volume.
Handset volume will return to a preset
level after each call. Headset and
hands-free (speakerphone) volume will
be remembered after each call. This
configuration can be changed by 8x8
Support.
RING TYPE
You can select different rings to match
your preferences and distinguish
between calls on lines.
To change the incoming ring:
1. Press then select Settings >
Basic > Ring Type.
2. Using or , highlight the
desired ring type. Press the Play soft
key to hear the selected ring type.
3. Press the Select soft key to change
to the selected ring type.
4. Press to return to the idle
display.
AUDIBLE RINGER
You can select the default alerting
destination for incoming calls.
To change the audible ringer:
1. Press , and then select
Settings > Basic > Preferences >
Alerting Destination.
2. Scroll to highlight the desired alerting
destination for incoming calls.
3. Select the desired destination, and
then press to return to the
idle screen.
DISTINCTIVE RINGING /
CALL TREATMENT
You can set distinctive incoming ring
tones for different contacts in your local
directory.
To set a distinctive ring for a local
contact:
1. Press , and then select
Contact Directory.
2. Search for the contact (see
CONTACT DIRECTORY above).
3. Press the Edit soft key and scroll
down to Ring Type.
4. Enter a number corresponding to one
of the ring types available (see RING
TYPE section).
5. Press the Save soft key or the
Cancel soft key to abandon the
change, then press to return
to the idle display.
HEADSET MEMORY MODE
For frequent headset users, there is an
option to default all calls to the headset.
To enable Headset Memory Mode:
1. Press and select Settings >
Basic > Preferences > Headset >
Headset Memory.
2. Use the Up or Down arrow keys and
press the Select soft key to enable
Headset Memory Mode.
To disable Headset Memory Mode:
Repeat steps 1 and 2 and select
Disabled.
To activate Headset Memory Mode:
Press twice.
© 2011, Polycom, Inc. All rights reserved. POLYCOM®, the Polycom "Triangles" logo and the names and marks associated with Polycom's products are trademarks and/or service marks of Polycom, Inc. and are registered and/or
common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any form or by any means, for any purpose
other than the recipient's personal use, without the express written permission of Polycom. The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company.