Polycom SoundPoint IP 550 User manual

UNIVERSITY INTEGRATED TELEPHONE SERVICE
september 2010
Poly om IP 550 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 ...................................................................................................................... 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
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SCHEMA
rif. ELEMENT DESCRIPTION
1 led “new messages” indi ates one or more new voi e mail messages
2 arrow keys
s roll through displayed information or option
sele t a field of displayed data
delete displayed data
3 feature keys a ess features of your phone
a ess to lo al dire tories and all lists
a ess to spe ial appli ations
allows onne tion with multiple other parties for a onferen e
transfer of urrent all to third party
dials most re ently dialled party
a ess lo al (your phone) and global (unitn) features
a ess voi e messages
Can els ringing and dire ts in oming alls to your voi e mail (if
a tivated)
4 mi rophone mute mutes audio transmission during alls and onferen e
5 headset allow you to pla e and re eive alls through an headset (optionally)
6 speaker-phone allow for hands-free ommuni ation during alls
7 hands-free mi rophone pi ks up audio during hands-free alls
8 volume keys adjust the volume of the handset, headset, speaker, and ringer
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9 dial pad provides the 10 digits, star key, the alphabeti hara ters, and spe ial
hara ters available in ontext-sensitive appli ations
10 hold holds an a tive all or resumes an held all
11 speakers for ringer and hands-free audio output
12 software keys automati ally labeled to identify their ontext-sensitive fun tions
13 graphi display shows information about alls/messages/soft-keys/time/servi es
14 line/speed dial key to a tivate the lines or speed dial that an be assigned to your phone
15 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)
16 hook-swit h
BASIC PHONE FEATURES
PLACING CALLS
Using the handset:
•enter the number, pi k up the handset (if your phone has more than one line, pi k up the
handset, dial the number and sele t the desired line).
Using the speaker phone, with the handset on hook:
•press New Call, dial the number then press Dial (if your phone has more than one line,
press New Call, dial the number then press one of the assigned line keys)
or
•dial the number, press Dial (if your phone has more than one line, dial the number then
press one of the assigned line keys)
or
•dial the number, press (the all will be automati ally pla ed from the main line)
Using the optional headset, with the headset replaced :
•dial the number, press (the all will be automati ally pla ed from the main line)
or
•press New Call then press , dial the number then press Dial (if your phone has
more than one line, press New Call then press , sele t one of the assigned line keys
then dial the number and finally press Dial
or
•sele t one of the assigned line keys then press , dial the number and finally 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 .
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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
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
•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 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 turn off Mute, press again
HOLDING AND RESUMING CALLS
•during a all, press
or
•during a all, 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:
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•press
or
•press Resume
or
•press the flashing line key
The line key glows green again
REDIALLING NUMBERS
To all the last number you dialled, press .
TRANSFERRING CALLS
To transfer an ongoing call:
1. during a all, press the Trnsfer or , 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, then press Dial
3. hold until your all is answered by the se ond party, then press the Trnsfer again or
4. you an now repla e the handset
blind transfer (the transfer is unannoun ed):
1. during a all, press Trnsfer or , 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 Dial
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, sele t the forwarding type you want to enable – type A:
1. from the idle s reen, press Forward
2. enter a number to forward alls to
3. press the OK
or - type B (if more than one line is onfigured):
1. sele t the line you wish to forward the all to
2. dial 999, followed by the number you wish to forward the all to (e.g.: 9991234 to enable
all forwarding to number 1234)
3. press Dial
A voice message confirms that call forwarding is enabled
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To disable all forwarding - type A:
1. from the idle s reen, press Forward
2. dial “0”
3. press OK
or - type B (if more than one line is onfigured):
1. sele t the key orresponding to the line for wi h you to disable all forwarding
2. dial 999 followed by 0 (e.g.: 9990 to disable all forwarding on the sele ted line)
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.
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 qui kly dial a onta t, use the onta t’s speed dial index number, or press the onta t’s speed
dial key
Using a speed dial index number:
•Press the Up arrow , and then enter the onta t’s speed dial index number
To add or edit a speed dial index number for a onta t see the se tion Updating Conta t Dire tory
Using a speed dial key:
•press the desired onta t’s speed dial key (line key) on the top-left of the phone
To assign a speed dial key, press and hold an unassigned line key. Then enter the onta t
information and press the soft key Save
USING DO NOT DISTURB (DND)
To enable/disable Do Not Disturb (DND)
•press the soft key DND
or
•press
If multiple lines are onfigured on your phone, DND an be enabled just on sele ted lines or on all
lines:
•press DND or then Set All or Clear All to enable or disable DND on all
lines
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•to enable on a single line, sele t the line (using the arrow keys), press the Select soft key
then press Enable or Disable
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 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 (if multiple lines are onfigured on your phone, sele t the line to retrieve
messages from)
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.
VIEWING CALL LISTS
Short uts:
•missed alls: down arrow
•received alls: left arrow
•placed alls: right arrow
Sele t a all from any list and do the following:
•to place a all press Dial
•to change the phone number before dialling, press Edit
•to remove the all from the list, press More → Clear
•to store the onta t in your Conta t Dire tory, press More → Save
•to view information about the all (date/time), press More → Info
or:
•press → 1. Features... → 4. Call Lists... → 1. Missed Calls... [2. Received
calls... / 3. Placed calls... / 4. Clear]
•use the soft keys listed above
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THREE-PARTY CALLS
You an add a third party to a onversation. During a all:
1. sele t the Confrnc soft key or press (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 or press . You are urrently in a onferen e all.
The message Active: Conference is displayed on your phone s reen.
To add another party, repeat this pro edure.
Using the Manage soft key you an add a new party as well as mute, hold, or remove one of the
parti ipants. You an also view information about a sele ted party.
UNIVERSITY DIRECTORY
1. press Directory or
2. sele t the voi e 2. University Directory...
Simple sear h:
3. type the sear h string (e.g.: first or last name)
4. press Submit
5. sele t the onta t from the list and press or Dial to all
Advan ed sear h:
3. press AdvFind → use fields First Name / Last Name / Phone to sear h by
name/Surname/phone number
4. press Submit
5. sele t the desired onta t from the list and press or Dial to all
CUSTOMIZING YOUR PHONE
CONTACT DIRECTORY
To add or edit a contact:
1. press , then sele t 1. Features... → 2. Contact Directory...
2. to add a onta t, press More and then Add.To edit a onta t, s roll to the onta t, and then
press Edit. Adding or editing information about a onta t require the Conta t field as the
only field required (the onta t's phone number)
3. press Save.
To search for a contact in the local contact directory:
1. press , then sele t 1. Features... → 2. Contact Directory...
2. press More and then Search, omplete the fields and press Search again.
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To add or edit a speed dial index for an existing contact:
1. press , then sele t 1.Contact Directory...
2. use the arrow keys to highlight the onta t, the press the Edit soft key
3. lo ate the item “Speed Dial Index:” and assign the desired index
4. press Save or Cancel to a ept or an el hanges
5. press to return the idle display
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...→ 4. Ring Type...
2. if the phone has multiple lines, sele t the line you wish to modify, then s roll to the ring
type you want; to hear the ring type before you sele t it, press Play
3. press Select
To set a ring tone for a contact:
1. press → 1. Contact Directory...
2. sear h for the onta t (see the updating onta t dire tory se tion)
3. press the soft key Edit and then s roll to Ring Type
4. enter a number that orresponds to the ring type you want
5. press the soft key Save
or
1. press , then sele t 1. Features... → 2. Contact Directory...
2. sear h for the onta t (see the To add or edit contact section)
3. press Edit and then s roll to Ring Type:
4. enter a number that orresponds to the ring type you want
5. press Save
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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 another user of the team):
1. pi k up the phone
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. all the onferen e number
2. when requested enter the a ess ode followed by the pound key (#)
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