Polycom SoundPoint IP 560 User manual

Polycom IP 550/560
User Guide

Phone overview
Basic telephony features
•How to place a call
•How to answer a call
•How to terminate a call
•How to redial a number
•How to mute a call
•How to set a call on hold
•How to transfer a call
•How to make conference calls
Phone preferences
•How to change the ring tone
•How to set the language
•How to adjust the volume
Voicemail & Call history
•How to listen to your voicemail
•How to consult the call history
•How to clear call history
Contacts management
•How to add a contact
•How to search a contact
•How to search a contact in
corporate directory
Various
•Idle display
•How to reboot your phone
•How to reset your phone
Content

Slide
3
Polycom IP 550/560 : phone overview
1 : Message waiting indicator
2 : Arrow keys
3 : Feature keys
4 : Microphone mute
5 : Headset
6 : Speaker phone
7 : Handsfree microphone
8 : Volume keys
9 : Dial pad
10 : Hold
11 : Speaker
12 : Soft Keys
13 : Graphic display
14 : Line/Speed dial key
15 : Line indicators
16 : Hook switch

Basic telephony features
•How to place a call ?
•Using the handset:
1. Type the number on keypad
2. Press the Dial button
3. Pick-up the handset
•Using the speaker:
1. Type the number on keypad
2. Press the Speaker button
3. Press the Dial button
•Using the soft key New Call
1. Pick-up the handset
2. Type the number
3. Press the Send soft key
1. Press the Speaker button
2. Type the number
3. Press the Send soft key
OR
OR
Note :
You must add a « 0 » before any external number
Emergency numbers can be dialed without any preceeding « 0 » (100, 110,…)

Basic telephony features (2)
•How to answer a call?
•Using the handset:
1. Pick-up the handset
•Using the speaker:
1. Press the Speaker button
2. Press the Answer sof tkey
OR
Note :
These steps apply when the called party
is NOT in another call
OR
OR
•How to redial a call?
•Press the Redial button (3)
•How to end a call?
•Press the End call soft key
•Replace the handset
•Press the Speaker button
(6) if in handsfree
speakerphone mode
*A soft key is a phone “button” which has a different function depending on the phone’s state

Basic telephony features (3)
•How to mute a call?
•Press the Mute button. (4)
The microphone is muted (with
the handset and in handsfree
state)
•How to set a call on hold?
•Press the Hold button.
Music is played to the caller.
•To retrieve call press Hold
again

•How to transfer a call?
Basic telephony features (4)
Blind transfer (1)
You transfer the call without
speaking to the third person
and you forget the call
Warm / Attended
transfer (2)
You first speak to the third person
before transferring the call.
2 options

•How to do a warm transfer?
Basic telephony features (5)
Press Trnsfer soft key during call
OR Transfer button
The active call is set on hold
Enter extension to transfer to
What the 3rd party sees :
•when you talk to 3rd party: 3rd party sees your extension
•when the call is transferred: 3rd party sees initial caller ID *
When 3rd party answers :
Press Trnsfer soft key
OR Transfer button
* Feature dependent of configuration

•How to do a blind transfer?
Basic telephony features (6)
Press Trnsfer soft key during call
OR Transfer button
The active call is set on hold
Press the blind soft key
3rd party sees : initial caller ID
Enter extension to transfer to
Call is connected to the 3rd party

•How to make conference calls with 3 people?
Basic telephony features (7)
•Initiate a 3-party conference call directly via your
phone.
1. Call the first person
2. During the call, Press the soft key CONFRNC or
the button (the actual call is on
hold)
3. Enter the number of the third person
4. Press the SEND soft key
5. When 3rd person answers press again on
button softbutton CONFRNC or
6. You see “Active:Conference” on the screen
•To end the conference, press the End Call soft key.
The other participants remain connected

•Press Menu
•By using the arrows, go to Settings
•Select “settings” by pressing on the v
(in the middle of the arrows)
•Select Basic by pressing the vbutton
•Go to Ring Type by using the arrow
•Select “Ring Type” by pressing the v
button
•With the arrows, navigate through
the different ring types and
play/select the ringtones
Phone preferences
•How to change the ringtone?

•Press Menu
•By using the arrows, go to Settings
•Select “settings” by pressing the v
button (in the middle of the arrows)
•Select “Basic” by pressing the v
button
•Go to Language by using the arrows
•Press vto confirm your choice
•The text that appears on the graphic
display will change to the language
of your choice
Phone preferences (2)
•How to change the language?

•Press the volume keys (10)
•Ring tone : press « +» or « -» when ringing
•Voice: press « +» or « -» when speaking
Phone preferences (3)
•How to adjust the volume?

•Everyone has his own voicemail service *
•Works like GSM voicemail
•Red (LED) light flashing on top right corner? New voicemail is in !
•Little envelope on screen? New voicemail is in !
•If configured, voice mail also sent via email
•You can listen your voicemail via the Message Button
•Choose Message Center via the softbutton Select
•You see the status of messages (New & Old)
•Press Connect to go directly to your Voicemail
* Feature availability dependent of configuration
Voicemail & Call history
•How to listen to your VoiceMails?

Voicemails & Call history (2)
•How to consult your Call history?
Received calls
•Press Menu (13) > Features > Call Lists > Received Calls
•Press the Callers soft key (you may need to navigate using the More
soft key) *
Placed calls
•Press Menu (13) > Features > Call Lists > Placed Calls
•Press the Dial button
* May not be available depending on the phone configuration

03/10/2013
Voicemails & Call history (3)
•Other way to consult the Call history
Missed Calls
Placed CallsReceived Calls

Voicemails & Call history (2)
•How to clear your Call history?
•Press Menu (13) > Features > Call Lists > Clear
•Select Received calls or Placed Calls
•Confirm by Yes

•The phone has a local Contact Directory
•It can be that your phone is configured to always replace contacts from Contact Directory by
the extensions on the PBX. On latest implementations (Fusion v.2+, Belgacom Unify v.2+,..) local
contacts are kept by default
•Add a contact
•Search
•Corporate directory: lookup on PBX *
* Feature availability dependent of configuration.
Contact management

Contacts management
•How to add a contact?
Manual Add-on
•Press Directories
•Select Contact Directory
•Press the More soft key
•Press the Add soft key
•Enter first and/or last name of the contact from the keypad
Use the 1/A/a soft key to select between numeric and upper/lower case
alphanumeric modes
•Enter a contact number

Contacts management (2)
•How to search a contact?
•Press Directories
•Select Contact Directory
•Press the More sof tkey
•Press the Search soft key
•Using the dialpad, enter the first few characters
of the contact’s first or last name
•Press the Search soft key again
•You can dial any successful matches from the
results on the graphic display