Polycom Cincinnati Bell 550 User manual

2012
C

Page | 1
Business Solutions
Contents Page
Polycom 550 Model
....................................................................................................................................................................................................2
Phone Labels / Description......................................................................................................................................................................................3
Placing/Receiving Calls...........................................................................................................................................................................................7
Emerge Voicemail.....................................................................................................................................................................................................9
Accessing the Voicemail Message Main Menu .................................................................................................................................................10
Record Your Personalized Greetings................................................................................................................................................................11
Voice Mail Overview.........................................................................................................................................................................................12
Distribution List Options....................................................................................................................................................................................14
Accessing Your Voice Messaging Menu...........................................................................................................................................................15
Personalizing your IP Phone.....................................................................................................................................................................................16
Accessing your Call History..............................................................................................................................................................................16
Dialing from your Call History............................................................................................................................................................................16
Adding Contacts to Your Directory....................................................................................................................................................................16
Editing a Contact..............................................................................................................................................................................................17
Deleting a Contact............................................................................................................................................................................................17
Change the Ring Tone......................................................................................................................................................................................17
Changing the LCD Screen Contrast..................................................................................................................................................................18
Using your Headset ...............................................................................................................................................................................................18
Other Feature Codes........................................................................................................................................................................................19
Rebooting your IP Phone..................................................................................................................................................................................19
Codes....................................................................................................................................................................................................................19
Direct Voicemail Transfer..................................................................................................................................................................................19
Call Pick-up from a Different Extension.............................................................................................................................................................20
Parking a Call...................................................................................................................................................................................................20
Push to Talk .....................................................................................................................................................................................................20
Customer Service and Support ......................................................................................................................................................................................21

Page | 2
Business Solutions
Polycom 550 Model

Page | 3
Business Solutions
Phone Labels / Description
Number
Feature
Function
1
Message Indicator Light
Blinks Red when a voicemail is present
2
Arrow Keys scroll through
information or options
Select a field of displayed data
Deletes & backspace key
3
Feature Keys
The Menu button displays
the Main Menu options, where you can
access features such as your contact
directory and call lists, check the status of
the phone and system for problems, and
change your settings.
The messages button
accesses your voice mail messages
Press the Do Not
Disturb button to send all incoming calls
directly to voicemail (or wherever you have
set unanswered calls to forward to) without
ringing your phone
The Directories button
opens your contact directory and call
lists
The Conference
button can be used to set up a
conference call among three callers

Page | 4
Business Solutions
3
Feature Keys
The Transfer button
sends the current caller to another
extension that you specify.
The Redial button
calls the last number dialed from
your phone
4
Mute
Button
5
Allows you to place and receive calls
through an optionally connected headset.
6
The Speakerphonebutton activates the
speakerphone.When in use, it lights up
green.
7
Hands-free Microphone
Picks up audio during hands-free calls.
Place your phone on a hard, flat surface
for best results.
8
Volume Keys
Adjusts the volume of the handset,
headset, speaker and ringer.
9
Dial
Pad
Provides the 10 digits, the alphabetic
characters, and special characters
available in context-sensitive applications
10
Hold
Holds an active call or resumes a held
call
11
Speaker
For ringer and hands-free audio output
12
Soft Keys
The soft keys are between the display
& the number keys. They change their
function to make different commands
available depending on what you’re
doing. The current function of a key will
appear on the display.

Page | 5
Business Solutions
13
Display Screen
Shows information about calls, messages,
soft keys, time, date, and other relevant
data.
• - Caller Display Information - first party,
second party, number of
Calls
-Information Status Scrolling list
in order of precedence highest to lowest
Associated line icons are described in the
following table
14
Line Keys
Individual multi-color LEDs display the
dynamic call state and remote user status
(busy lamp field (BLF) and presence) The
mapping is:
• Solid Green –An active call is in
progress
• Fast Flashing Green –There is an
incoming (ringing) call
• Flashing Green –The call is held by the
other party
• Flashing Red –The call is on hold
• Solid Red –The line is busy remotely
(shared line)
15
Hookswitch

Page | 6
Business Solutions
Icons for Line Key appearances on Polycom Phone

Page | 7
Business Solutions
Placing/Receiving Calls
Answering a Call
1. Pick up the handset, press the Answer soft Key, or press Speakerphone key
Dialing a Number or Extension
1. Pick up the handset, press the New Call soft Key, or use the Speakerphone Key.
2. Dial the number or extension and press the Send soft key
Note: You may switch to a different call mode during a call in progress by pressing the Speakerphone key or
picking up the handset.
End a Call
1. Hang up the handset, or press the End Call soft key.
Place a Call on Hold
1. While you are on a call, press the Hold Key, or select the Hold soft key. To resume the call, press the Hold Key
or press the Resume soft key.
Do Not Disturb –Activation
1. Press the Menu Key.
2. Press 1 for Features
3. Press 1 for Do Not Disturb. Do not Disturb has been activated.
Do Not Disturb- Deactivation
1. Press the Menu Key
2. Press 1 for Features
3. Press 1 again to deactivate
Transferring a Call (Consulted, Blind)
Consulted Transfer
1. During the call, press the Transfer Key or Transfer soft key.
2. Dial the number or extension you wish to transfer the call, press the Send soft key then announce the caller
3. Press the Transfer key or Transfer soft key again to connect the parties.
If the party is unavailable press the cancel soft keyto bring the caller back to you.
Note: The Caller ID will show the number of the person that is transferring the call not the Caller ID of the
incoming call
Blind Transfer
1. During the call press the Transfer key or Transfer soft key.
2. Press the Blind soft keyand enter the number or extension you want to which you want to transfer the call.
3. Press Send
4. Hang up
Note: The Caller ID will show the number of the person that is calling in not the person transferring the call

Page | 8
Business Solutions
Direct Voicemail Tr a n s f e r
Follow these steps to send a caller directly to voicemail and bypass the users greeting.
1. During the call press the Transfer Key or Transfer Soft Key.
2. Press *55, enter the extension of the desired person and press the # Key.
Note: Headset use: if you will be using a headset for full time use page 19 for setting up your headset
Placing a Conference Ca ll
Basic Conferencing/3 Way
1. Call the first party then press the Conference Key or Conference Soft Key to place the new call idle.
2. Call the second party when the second party answers press the Conference Key or Conference Soft key to join
all parties. Pressing the Split Soft Key will split the conference into two calls on hold. You may use the arrow keys to
toggle between parties. To Join parties again; Press the More Soft Key followed by the Join Soft Key and all parties
will be connected.
Placing the conference on hold from the originator’s phone will place the other parties on hold.
Ending a call on from the originator’s phone will allow the other parties to continue the conference.
Note : A conference maybe created during an active call, or a call on hold (same line or another line).
Call For w a r di ng
1. Press the Forward soft key
2. Use the Arrow Keys to Highlight Call Forward Always, Call Forward No Answer, or Call Forward Busy.
3. Press the Select soft key.
4. Enter the Contact Phone number and press the Enable soft key
Call Pick-up from a Different E x t e ns i on
Note: This is a Premium Feature Only
1. Press *97, then the extension number of the phone that is ringing.
2. Press Send Soft Key or Dial Soft Key to pick up the call.
Park a Ca ll
You can Park a call on any extension, including your own.
1. Press the Transfer Key or Transfer Soft Key.
2. Press *68 and follow the prompts.
3. Dial the desired extension number followed by the (#) Key. To park to your extension dial the (#) Key.
To Retrieve a Parked Call
1. Press *88 and follow the prompts
2. Press the extension number the call was parked against followed by the (#) Key.
Push to Ta l k
This feature code allows for immediate communication useful for quick conversations between callers. The call will be
answered automatically, if the party is available.
1. Press *50, then press Dial Soft Key (you will hear a stutter dial tone after pressing *50)
2. Enter the extension.
Note: Push to talk is a premium seat feature

Page | 9
Business Solutions
While Playing Msgs
1 –Skip Back
2 –Pause
3 –Fast Forward
4 –Skip to beginning
6 –Skip to END
8 –Call Sender
Voice Mail Flow Chart
1 –Play Messages
2 –Busy Greeting Menu
3 –No Answer Greeting Menu
5 –Compose Message Menu
7 –Delete All Messages
* -Return to Previous
Play Message Menu
2 –Play/Repeat:Skip Envelope
4 –Play Previous
5 –Play Envelope
6 –Play Next
7 –Delete
8 –Call Sender
9 –Additional Opts
# - Save Messages
“ –Return to Previous
# - Repeat Menu
Additional Options
1 –Reply to MSG
2 –Forward message
“ –Return to Previous
# - repeat Menu
Reply to Message
1 –Change
2 –Listen
3 –Send
6 –Set/Clear Urgent
7 –Set/Clear Private
* –Return to Previous
# - Repeat Menu
Greeting Menu
1 –Record
2 –Listen
3 –Revert to Default
* –Return to Previous
# - Repeat Menu
Compose Message
1 –Change
2 –Listen
3 –Send
4 –Send to Group
5 –Send to Dist
6 –Set/Clear Urgent
7 –Set/Clear Private
* –Return to Previous
# - Repeat Menu
Select Dist List
1 –Select List 1 ---
15 –Select List 15
* –Return to Previous
# - Repeat Menu
Distribution List
1 –Select Another List
2 - Review List
* –Return to Previous
# - Repeat Menu
While Playing Msgs
1 –Change
2 –Listen
3 –Send
4 –Send to Group
5 –Send to Dist
6 –Set/Clear Urgent
7 –Set/Clear Private
* –Return to Previous
# - Repeat Menu

Page | 10
Business Solutions
Emerge Voicemail
Accessing the Voicemail Message Main Menu
Setting up your Voicemail B ox
Step
Action
1
Pick up the handset and press the Messages Key
2
Press the Connect Soft Key
3
Enter the Default Passcode ___
4
Enter a new 4-6 digit passcode at the Voice Portal prompt
5
Re-enter your new passcode at the prompt
Follow the prompts to record your Personalized Name Greeting by recording
your First and Last name. The voicemail box has now been initialized
Subsequent Use
Step
Action
1
Press the Messages Key
2
Press the Connect Soft Key
3
Enter your new passcode
4
Press 1to access your voice mail box
5
Follow the menu table to record personalized greetings and play messages.
Voice Messaging Main Menu
Key
Option
1
Play message (enabled with new or saved)
2
Record/Change Busy Greeting
3
Change No Answer Greeting
5
Compose and Send Menu
7
Delete ALL Messages
*
Voice portal Admin Menu
#
Repeat this menu

Page | 11
Business Solutions
Record Your Personalized Greetings
The System has two greetings; Busy and No Answer. The default greetings will play until a personal greeting has been recorded.
Busy Greeting Menu
Busy greeting will play when Do not Disturb is on or the Ignore soft key is pressed on incoming call.
To Record a Busy Greeting
Step
Action
1
Access the Voice Message Main Menu. Press 2 and follow the voice prompts.
2
Key
Option
1
Record new Busy Greeting
2
Listen to current Busy Greeting
3
Revert to System Default Busy Greeting
*
Voice Messaging Main Menu
#
Repeat this menu
No Answer Greeting Menu
The no answer greeting plays when a call is not answered .
To Record a No Answer Greeting
Step
Action
1
Access the Voice Message Main Menu. Press 3and follow voice prompts.
2
Key
Option
1
Record New No Answer Greeting
2
Listen to current No Answer Greeting
3
Revert to System default No Answer Greeting
*
Voice Messaging Main Menu
#
Repeat this menu
To listen to your m e ss a g e s
Step
Action
1
Access the Voice Message Main Menu
2
Press 1 to listen to messages. You are now in the *Play Messages Menu. (See voicemail overview for
more options) Note: if there are no new or saved messages you will hear the voice announcement
indicating the status

Page | 12
Business Solutions
Voice Mail Overview
Key
Option
1
Play messages
#
Save a Message
7
Delete a Message
2
**Play or repeat message: skip envelope
Key
Option
1
Skip Backward 3 seconds
2
Pause Playback
3
Skip forward 3 seconds
4
Skip to beginning of message
6
Skip to end of message
4
Return to previous message
5
Play message envelope (date & time info)
6
Move to next message
8
**Initiate Call to Sender. This will dial out to the Caller ID of the caller. After
the caller hangs up you will still be in the system at this menu.
**Additional Options Menu ( See Menu below)
Key
Option
1
Reply to Message Menu
2
Forward Message Menu (more below)
*
Return to Play Messages Menu
#
Repeat this menu
Key
Option
1
Change Current introduction
2
Listen to current introduction
3
Send Messageto specific group member(s)
4
Send Messageto entire group
5
Send message to distribution list- (See Select
Distribution List Menu)
6
Set or clear urgent indicator
7
Set or clear confidential indicator
*
Return to Play Messages Menu
#
Repeat this Menu
Note: Messages marked Confidentialcannot be forwarded.

Page | 13
Business Solutions
Key
Option
2
Record/ Change Busy Greeting
3
Change No Answer Greeting
5
Compose and Send Menu
Key
Option
1
Change current message
2
Listen to current message
3
Send message to specific group member
4
Send Message to entire group
5
Send Message to distribution list (if configured)
6
Set or clear urgent indicator
7
Set or clear confidential indicator
*
Return to voice Messaging Main Menu
#
Repeat this menu
7
Delete ALL Messages
*
Voice portal Admin Menu
Key
Option
1
Access voice message Main Menu
2
Change CommPilot Express Profile
3
Record personalized name
4
Change Call forwarding Options
6
Make Calls
8
Change Passcode
9
Exit
#
Repeat this menu
#
Repeat this menu

Page | 14
Business Solutions
Distribution List Options (from the Voice Messaging Menu Options)
Distribution Lists are created in the users Profile through the eVolve Customer Dashboard. Up to 15 distribution list(s) can be created.
Select Distribution List Menu- (from Forward Message menu, Key 5)
Key
Description
0
Select distribution list 0
1
Select Distribution list 1 (Distribution lists are numbered
consecutively1 through 15.)
*
Return to previous Menu
#
Repeat this menu
Distribution List Menu(from key 0-15 in Select Distribution List Menu)
Key
Description
1
Select another distribution List
2
Review the selected distribution list
3
Send the message
*
Return to the previous Menu
#
Repeat this menu
Reply to Message Menu(from Key 1 in Additional Options Menu).
Key
Description
1
Change current reply
2
Listen to current reply
3
Send reply
6
Set or clear urgent indicator
7
Set or clear confidential indicator
*
Return to Play Messages Menu
#
Repeat this menu.
Note: If this is the first time you are accessing this voicemail box, use the default passcode then you will
be prompted to enter a new passcode.

Page | 15
Business Solutions
Accessing Your Voice Messaging Menu
From your Polycom phone
Step
Action
1
Press the Messages key
2
Press #1 or select the Soft Key
3
Press the Connect Soft Key
4
Enter your password
From Any Internal Polycom Phone
Step
Action
1
Pick up the Handset and press the Messages Key
2
Press the Select Soft Key
3
Press the Connect Soft Key
4
At the password prompt, press *
5
At the next prompt, enter the extension number of the mailbox you are checking
6
Enter the password for that mailbox
From Any External Telephone
Step
Action
1
Dial your Personal DID (Direct Dial number)
2
Press *, during your greeting
3
Enter your passcode press the (#) Key
4
Press 1to access your voicemail box
Or, dial your organizations Voice Portal Backdoor Number ________
Step
Action
1
Enter the extension number or Mailbox ID
2
Enter the passcode press #.
3
Press 1to access your voicemail box

Page | 16
Business Solutions
Personalizing your IP Phone
Accessing your Call History
To view the Call History lists:
Step
Action
1
Press the Menu Key, Press 1 (Features)
2
Press 4 for (Call Lists)
3
Select Call Lists and then the number key for the list you want to review.
Press 1 for Missed Calls
Press 2 for Received Calls
Press 3 for Placed Calls
Press 4 to Clear List(s) ( you will need to use your bottom arrow key
and scroll down to see option 4)
Note: Pressing 4 (Clear) will clear individual Lists. After selecting 4 to clear, choose the list to be cleared (missed,
received, or placed).
Dialing from your Call History
Once in your Redial, Received or Missed Call Lists, select the Dial Soft Key.
Adding Contacts to Your Directory
Note: The first contacts entered will be listed in the line keys
Step
Action
1
Press Menu Key, Press 1 (Features)
2
Press 3 for Contact Directories
3
Select the Add Soft Key. Enter the first and last name using the dial pad, press the
1/A/a soft Key to toggle between the upper and lower case text and numbers
4
Enter the Contact number and Speed Dial if desired and press Save.
5
Press Back and Exit Soft Keys to return to the idle Screen

Page | 17
Business Solutions
Editing a Contact
To edit a contact’s phone information
Deleting a Contact
Change the Ring Tone
Step
Action
1
Press the Menu Key, press 1 for Features
2
Press 3, select Contact Directory
3
Use the Arrow Keys to locate the contact to edit. Press the Edit soft key
4
Update the contact information and press the Save soft key
Step
Action
1
Once in the contact directoryuse the Arrow Keyto locate the contact to be deleted, and highlight the contact
2
Press the More Soft Key
3
Press the Delete Soft Key
4
Press Back and Exit Soft Keys to return to the idle display
Step
Action
1
Press the Menu button
2
Press 3 (Settings) or use the Arrow key to highlight and press the Select Soft Key
3
Press 1 for Basic
4
Press 4
5
Scroll through the list of ring types using the Arrow Keys.
Press the Play Soft Key to hear the ring
Press Select Soft Key to put a check in the box.
Press Back to return to Menu

Page | 18
Business Solutions
Changing the LCD Screen Contrast
To Adjust the Contrast of the LCD S creen
Using your Headset
If you plan to use a headset for permanent use, there is an optional setting to default all calls to the headset.
To enable Headset Memory Mode: Full-time use
1. Press the Menu Key, using your Soft Keys select. (3) Settings followed by (1) Basic, (1) Preferences, (3)
Headset, then (1) Headset Memory.
2. Use the Up and Down Arrow Keys and press the Select soft key to Enable Headset Memory Mode. (All Calls
will go through your headset automatically now, simply follow the directions for Placing and Receiving Calls)
To disable Headset Memory Mode:
Repeat Steps 1 & 2 select disable
To activate Headset Memory Mode:
Press the Headset Key twice.
You may change between handset, speaker or headset at any time during a call.
Temporary Use
With the headset connected
1.Press the Headset Key
2.Dial the number or dial the number and press the Headset Key
To answer a call, press the Headset Key
Note: You will need to press the headset each time prior to making or answering calls without the headset Memory
Feature enabled.
Step
Action
1
Press the Menu Key and then Press 3 (Settings)
2
Use the Arrow Keys or Press 1 (Basic)
3
Either use the Arrow Keys or Press 2 (Contrast)
4
Use the Up or Down Soft Keys to the desired contrast Level
5
Press OK Soft Key to accept change

Page | 19
Business Solutions
Other Feature Codes
Feature Codes are the key commands used on the phone to change settings. The most common have been outline
previously. The following, is a complete list of the access codes available. Note: Feature codes may vary per company
policy. See your administrator for a list of your Feature Codes.
Feature Access Code
Name
#
Feature Access Code
Name
#
Call Forwarding Always Activation
*72
Call Waiting Activation
*43
Call Forwarding Always Deactivation
*73
Clear Voice MessageWaiting
Indicator
*99
Call Forward Busy Deactivation
*91
Directed Call Pickup ( premium
feature)
*97
Call Forwarding No Answer Deactivation
*93
Direct Voice Mail Transfer
*55
Call Park
*68
Do Not Disturb Activation
*78
Call Park Retrieve
*88
Do Not Disturb Deactivation
*79
Call Pickup ( Group extension
assignment)
*98
Last Number Redial
*66
Call Return
*69
Push to Talk
*50
Cancel CallWaiting
#43
Rebooting your IP Phone
Due to upgrades, or work on your phone you may be asked to reboot your phone. If you are asked by a technician to
reboot you phone do the following.
Codes
Your Emerge service includes a variety of star feature codes which use a 2 digit number prefixed with a * (star).
Each feature code maps directly to an action on the phone system.
Below is a quick reference to our most commonlyused feature codes.
Direct Voicemail Transfer
This feature allows you to send a caller directly to a user’s voicemail box bypassing the user’s ring cycle and
instantly plays their recorded greeting.
Press the Transfer soft key
Enter *55, followed by the voicemail extension and the # key
Step
Action
1
Press the Menu Key
2
Press 3 (settings)
3
Select Basic or Press 1
4
Press 5 to restart your phone