Polycom SoundStation IP 5000 User Guide - Packet8
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1. J POLYCOM QQ axa inc gt User Guide for the Polycom SoundStation IP 5000 Phone for 8x8 Virtual Office SIP 3 2 3 March 2011 1725 15645 001 Rev C Trademark Information POLYCOMS 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 Patent Information The accompanying product is protected by one or more U S and foreign patents and or pending patent applications held by Polycom Inc Disclaimer Some countries states or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers or the limitation of liability for personal injury so the above limitations and exclusions may be limited in their application to you When the implied warranties are not allowed to be excluded in their entirety they will be limited to the duration of the applicable written warranty This warranty gives you specific legal rights which may vary depending on local law Copyright Notice Portions2. 2 Scroll to Enabled and then press Q 3 Press the Back soft key 4 Press fee to return to the idle screen Adding Contacts to Your Local Contact Directory You can add contacts to your local Contact Directory in the following ways e Manually if you have permission to update your local Contact Directory e From a call list e From a Corporate Directory if this is set up on your phone Note You cannot update a Corporate Directory from your phone Adding Contacts Manually You can update your local Contact Directory manually instead of importing contact information from a call list or a Corporate Directory To add a contact manually 1 Press SS and then select Features gt Contact Directory The Directory screen displays 2 To add a contact to your phone s database press the Add soft key The Add To Directory screen displays 3 Enter the contact information To move between fields use the Next and Prev soft keys Enter the following information Note Your phone may not display all the following fields For more information see your system administrator Optional Enter the First Name and Last Name of the contact To enter the contact s name see Navigating Menus and Entering Data on page 1 8 You can enter a maximum of 32 characters Required Enter the Contact phone number You can enter a maximum of 32 characters The phone number must be unique and must not already exist in the director
3. Enter the phone number of the party you want to call and then press the Dial soft key Note Instead of entering a phone number from memory you can access call lists directories and speed dial lists to display and dial the number for you e To access a call list press the Menu key and then select Features gt Call Lists gt Missed Calls Received Calls or Placed Calls Scroll to the call you want to dial and then press the Dial soft key For more information see Using Call Lists on page 2 9 e To access your Contact Directory or Corporate Directory if enabled for your phone press the Menu key and then select Features gt Contact Directory or Corporate Directory Scroll to or search for the contact you want to dial and then press the Dial soft key For more information see Managing Contacts on page 2 11 e To place a call using a speed dial index number press the Up scroll key scroll to the party you want to call and then press the Dial soft key For more information on other ways to use speed dial see Placing Calls Using Speed Dials on page 3 3 Placing Calls Using Speed Dials Use a speed dial index number for quick dialing Speed dial index numbers are associated with entries in your Contact Directory For information on managing speed dial entries from your Contact Directory see Managing Speed Dial Entries on page 3 15 To place a call using a speed dial index number 1 Press The Speed Dial Info screen displa
4. If the phone cannot obtain a time and date the display will flash If this happens or if the time or date is incorrect see your system administrator You can select from various formats for the time and date display including whether the time or date displays first clock order You can also turn the time and date display off so the time and date does not display on the idle screen Select and set options that are right for you The following figure shows the default format for the date and time display on the phone screen Monday November 19 17 09 PH Hew Call Forward To update the time and date display 1 Press and then select Settings gt Basic gt Preferences gt Time and Date The Time and Date screen displays Time and Date 1 Clock Date 2 Clock Time 3 Clock Order 2 Do one of the following To change the date format press the Select soft key or To change the time format scroll to Clock Time and then press the Select soft key The Clock Date screen or the Clock Time screen displays Clock Date 7 91 January blonday 3 0 Jan 1 Mon or Clock Time 1 024 2 12 Ab PH 3 Scroll to the date or time format you want and then press the Select soft key 4 Press fen to return to the idle screen To change the order of the time and date display 1 Press feo and then select Settings gt Basic gt Preferen
5. Your phone maintains lists of missed received and placed calls Each list can hold up to 100 entries If you miss a call the idle screen will display a message indicating the number of missed calls you have To view information about the missed call view your Missed Calls list see Viewing Call Lists on page 2 9 After you view the Missed Calls list the message on the idle screen is removed The following figure shows what the idle screen looks like when you miss a call mm 1955 1 new missed call Tuesday April 12 11 PH Hew Call Forward Viewing Call Lists You can access any call list from the Call Lists menu or you can quickly access missed calls from the idle screen To view a call list gt gt Do one of the following Press and then select Features gt Call Lists gt Missed Calls Received Calls or Placed Calls or To quickly view the placed calls list press from the idle screen To quickly view the missed calls list press from the idle screen To quickly view the received calls list press from the idle screen Managing Call Lists You can clear all the records in a call list or just one record You can also choose a record in a list and return the call store the call details in your local Contact Directory or view detailed information about the particular call To manage a call list 1 Press and then select Features gt Call Lists The Call Lists screen di
6. gt Line Information From the Line Information screen verify that your phone line is registered To attempt re registration with the call server reboot the phone For more information see your system administrator The display shows Network Link is Down The network cable is not properly connected See Power and Startup on page 4 2 Calling Symptom There is no dial tone Problem Power is not correctly applied to the phone Corrective Action Verify that power is correctly applied to the phone Check that the display is illuminated Ensure the network cable is inserted properly on the underside of the phone Try unplugging and re inserting the cable Symptom Problem Corrective Action There is no audible ring tone Ringer volume is low or the Ring Type is set to Silent Ring Verify ringer volume and Ring Type e To adjust the ringer volume press either of the volume keys when the phone is in the idle state e Check that the Ring Type is not set to Silent Ring See Updating the Ring Tone on page 2 7 Outbound or inbound calling is unsuccessful Place a call to the phone under investigation Check that the display indicates incoming call information A hollow phone icon m displays at the top of the screen The phone is not registered to a server Ask your system administrator to register the phone t
7. 11 Online Call Forwarding 0 6 cece een nes 3 11 Phone based Call Forwarding 6 6 c cece eee anes 3 12 Forwarding Calls Statically 6 6 cee 3 12 Forwarding Calls Dynamically 6 6 cece 3 13 Using Do Not Disturb 0666 3 14 Returning the Last Call 2 6 060 nee eee 3 14 Using the Auto Attendant 0 06 cece eee 3 14 Using the Corporate Directory 00 cece eee eee 3 15 Managing Speed Dial Entries 0 66 3 15 Using Voics Mail ct cities tee cece EE ed gong ast a Pees ame 3 16 Call Recording wa 0 ctor reaeeeehe tae eena ea E s 3 17 4 Troubleshooting Your Phone 0ceeeeeeee ee Fl Installation Configuration 0 0 6 ccc cee eens 4 1 Power and Startup 2 nee nee es 4 2 Controls caus ccwi is deed eae ea e heed oes 4 2 Access to Screens and Systems 6 66 4 3 Calling 1 42 tcseeiee eke sees a kE EENE EEE PRESSE EREE EE eee ERES 4 3 Displays eeure nae e i a e ERE E E E ine Mo E 4 4 PUNO ce cairn E E a E a T 4 5 Testing Phone Hardware ssssssonesrareisit ant een eens 4 5 vi Getting Started with Your Phone This chapter provides basic installation instructions and information for obtaining the best performance from your SoundStation IP 5000 conference phone The phone is a next generation phone with a modern industrial design and the latest advancements in Polycom voice technology Some of the key features of the phone in
8. 4 2 e Access to Screens and Systems on page 4 3 e Calling on page 4 3 e Displays on page 4 4 e Audio on page 4 5 To obtain more detailed troubleshooting information you can access certain menus on your phone that test your phone hardware For more information see Testing Phone Hardware on page 4 5 If you require more information or assistance contact your system administrator Installation Configuration Symptom Problem Corrective Action The display shows The phone installation Verify that you have installed the phone General configuration error configuration is not supported and any components correctly Unsupported configuration e See Installing the Phone on page 1 2 Undo last configuration change Check that no more than two microphones are installed e Contact your system administrator Power and Startup Symptom Problem Corrective Action The display shows Network Link is Down The network cable is not properly connected Verify that the network cable is properly connected e Check the cable termination at the switch or hub furthest end of the cable from the phone e Check that the switch or hub is operational flashing link status lights e Check if the LAN port is active or inactive Press the Menu key and then select Status gt Network gt Ethernet From the Ethernet screen scroll to LAN port and verify that it is Active Control
9. EEE p e RE 2 20 Divertitig Calls srteretedeirereepa wed eure oS uaa Rtas 2 21 3 Using the Features of Your Phone 22 6 3 1 Placing Calls c2cc82 crebant nitis Dodie bitis sisipin ade aides ates 3 2 Placing Calls Using Speed Dials 6 00 c eee cee eee 3 3 Answering Cals socken eeen n aa eR qe plees a 3 3 Ending Active Ca llSeirreitneriennen ewe ae e ee E a a 3 4 Muting the Microphone 0 c cece eee eeeeee 3 4 Redialing Numbers 0 22 ioaicii tie at E eats 3 4 Holding and Resuming Calls 1 0 0 occ cee 3 5 Hosting Local Conference Calls 0 0 0 0 3 6 Setting Up Conferences orisa p renia a i neces 3 6 Setting Up a Conference Using the Conference Soft Key 3 6 Setting Up a Conference with an Active Call and a Call on Hold 3 7 Holding and Resuming Conferences 0 2 2 6000 c eee e eee 3 7 Splitting Conferences seri score Peis iewenn tnie Poki EME 3 8 Ending Conferences occ os cavern eee kana cee nen ce anes mamiss 3 8 Using Conference Bridges 0 c cece eee 3 9 To call into a conference bridge 00 000000 3 9 Conference Menu Options 00 00000 3 9 Transferring Calls lt cccciwacaning 6355 esas tend teniti eniti tei eani 3 10 Performing a Consultative Transfer 000 3 10 Performing a Blind Transfer 0 666 e cece eens 3 11 Forwarding Calls sei sddvnwdioe eRd i sation aad eV teu vate Gawd d 3
10. Page Down 3 To save the contact to your Contact Directory press the Save soft key If the contact already exists in your Contact Directory Contact already exists displays 4 Press fen to return to the idle screen You may want to go to the Contact Directory to see if the contact was saved correctly and to add any missing contact information To view your Contact Directory see Managing Contacts on page 2 11 To update missing contact information see Adding Contacts Manually step 3 on page 2 13 Adding Contacts to Your Contact Directory from a Corporate Directory You can save any contact listed in your Corporate Directory if it is set up on your phone to your local Contact Directory To add a contact to your Contact Directory from a Corporate Directory 1 Press So and then select Features gt Corporate Directory The Corporate Directory search screen displays If you have enabled your phone to save the results of your last search or remember the last contact you selected your previous search results or the contact will display instead of a blank search screen To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 Note Searching for Contacts Search for the contact or scroll to the contact s entry For information on how to search for a contact see Searching for Contacts in Your Corporate Directory on page 2 17 Press the View soft key The Con
11. Please record first and last name then press Create a Conference Option 2 1 Enter your extension then press 2 Enter your password then press Voicemail Password e Create a conference that expires in 2 weeks press 1 e Create a non expiring conference press 2 e Create a conference with a custom expiration date press 3 Delete Existing Conference Option 3 1 Enter your extension then press 2 Enter your password then press Voicemail Password 3 Transferring Calls Enter the conference ID you want to delete then press A call can be transferred in one of three ways Consultative transfer You have the option of either talking to the party to whom you are transferring the call or you can choose not to talk to the party and complete the transfer when you hear the party s ring back sound Performing a Consultative Transfer on page 3 10 Blind transfer The call is automatically transferred after you dial the number of the party to whom you want to transfer the call You do not have the option of talking to the party Performing a Blind Transfer on page 3 11 Attended transfer The parties are automatically connected to each other after you exit a conference Set up a conference call and then end your participation For more information see Setting Up Conferences on page 3 6 and Ending Conferences on page 3 8 Performing a Consultative Transfer Perform a consultative
12. Polycom Inc All rights reserved Polycom Inc 4750 Willow Road Pleasanton CA 94588 2708 USA No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Polycom Inc Under the law reproducing includes translating into another language or format As between the parties Polycom Inc retains title to and ownership of all proprietary rights with respect to the software contained within its products The software is protected by United States copyright laws and international treaty provision Therefore you must treat the software like any other copyrighted material e g a book or sound recording Every effort has been made to ensure that the information in this manual is accurate Polycom Inc is not responsible for printing or clerical errors Information in this document is subject to change without notice About This Guide Thank you for choosing the Polycom SoundStation IP 5000 conference phone This phone provides multi person audio conferencing capabilities for small conference rooms and executive offices within a Session Initiation Protocol SIP internet telephony system This guide provides everything you need to quickly use your new phone Verify with your system administrator that the network is prepared for configuring the phone Also read the Parts List and the Safety and Compliance section in this guide
13. Ring Tone oi epice 6 6 ee ee 2 7 Setting Distinctive Ring Tones for Contacts 2 8 Adjusting the Speaker and Ringer Volume 00 00020005 2 8 Usine Call Lists secre a Bates tote aaa eee tcc eee E EET 2 9 Viewing Call Lists esre eesti ertht ee Vane ae SNe enue 2 9 Managing Call Lists 20 neces 2 9 Managing ContactS 6 666 c ccc eee eee ii a 2 11 Viewing Your Local Contact Directory 00 2 e eee 2 11 Accessing Your Corporate Directory 0 0 0000 e eee 2 11 Enabling Your Phone to Save Corporate Directory Search Results 2 12 Adding Contacts to Your Local Contact Directory 2 12 Adding Contacts Manually 000 c eee e een eee 2 13 Adding Contacts from Call Lists 008 2 15 Adding Contacts to Your Contact Directory from a Corporate Directory dis edid a spie ead s BAM aaa aoa Hah dit Bea nae odes 2 15 Searching for Contacts 6 cece eens 2 16 Searching for Contacts in Your Local Contact Directory 2 16 Searching for Contacts in Your Corporate Directory 2 17 Updating Contacts in Your Local Contact Directory 2 18 Deleting Contacts from Your Local Contact Directory 2 18 Placing Calls to Contacts 2 0 0 6 een eee 2 19 Managing Incoming Calls 0 00 cece eee eee eee 2 19 Distinguishing Calls 0 6 cece eens 2 20 Rejecting Calls penea tessa n debi dle eae hone acy lon
14. Setting Distinctive Ring Tones for Contacts Note Your company s settings may override this feature For more information contact your system administrator You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers To set a distinctive ring tone for a local contact 1 Press and then select Features gt Contact Directory The Directory screen displays 2 Scroll to the contact for whom you want to assign a distinctive ring tone 3 Press the Edit soft key The Edit Contact screen displays 4 From the Edit Contact screen scroll to Ring Type and then enter a number corresponding to one of the ring types available If a ring type is already assigned to the contact but you want to change it press the lt lt soft key to delete the existing ring type Then enter a number corresponding to one of the ring types available Note To exit this screen and determine the number associated with a ring type press the Menu key twice and then select Settings gt Basic gt Ring Type Each ring type has a number associated with it 5 Press the Save soft key 6 Press fen to return to the idle screen Adjusting the Speaker and Ringer Volume To adjust the speaker volume gt gt During a call press to adjust the volume up or down To adjust the ringer volume gt gt When the phone is in the idle state press to adjust the ringer volume up or down Using Call Lists
15. Virtual Office online dashboard settings is set to Record Calls On Demand e To turn on Call Recording during a call press 0 e To turn Call Recording off press 0 To enable call recording 1 Log on to your Virtual Office Online dashboard at http virtualoffice 8x8 com 2 Select the Settings button and then select the My Services tab 3 Update your Call Recording settings and press Save You can return to Virtual Office Online at any time to update your Call Recording settings Settings Caller ID Profile Caller ID 14086540939 x2839 gt Call Waiting ON 5 First Name 6 Last Name Smith Voicemail Settings Password L Show password Time Zone Pacfic Standard T Notification by email Enabled with Audio Emei besmithiiidicom Call Recording Recording mode Record On Demand Play Announcement when calls are recorded v To Other Party v To Me Please be sure you have read the Terms and Conditions for Call Recording Troubleshooting Your Phone This chapter contains general troubleshooting information to help you solve any problems you might encounter when you use the SoundStation IP 5000 conference phone The tables in this chapter list possible trouble symptoms the likely causes of these problems and recommended corrective actions to take Problems are grouped as follows e Installation Configuration on page 4 1 e Power and Startup on page 4 2 e Controls on page
16. and the Backlight Idle intensity separately You can select high medium low and off levels for both When you modify the Maximum Intensity you modify the entire backlight intensity scale For example if you decrease the Maximum Intensity the low medium and high levels for both Backlight On and Backlight Idle intensities decrease The Backlight On intensity applies to the following events e Any key press e Incoming calls e Ending a call holding a call resuming a call by the other party e A voice message received If you do not press any keys on the phone after 20 seconds of the backlight turning on the backlight dims or changes to medium in the following cases e Acallis in progress e Acallis on hold e There is an incoming call ringing e There is an outgoing call ringing back e Any menu shows on the display In all other cases the Backlight Idle intensity applies To change the backlight intensity 1 Press feo and then select Settings gt Basic gt Backlight Intensity The Backlight Intensity screen displays Backlight Intensity 2 Select Backlight On Intensity The Backlight On Intensity screen displays 2 O Hedium 3 OLow 3 Scroll to the intensity you want and then press the Select soft key The default Backlight On Intensity is High 4 Ifyou selected a new intensity press the Save soft key If you did not select a new intensity press the Back soft key 5 Select
17. before you set up and use the phone This guide includes regulatory compliance information that your system administrator should review You can also view this guide at http www 8x8 com Support aspx iii Contents About This Guide 0 cc cece eee cee cece cece cece Il 1 Getting Started with Your Phone 2 1 I Parts List 1 iiciacntadinsd bette taeda ad babe eedas 1 2 Installing the Phone 0 666 eee eens 12 Connecting Network and Power Sources 0 0000 1 2 Power Over Ethernet 0 0 d svs 05 voted saan ve ka eewek os 1 3 AC TONGI er sean rE EAEE EEEE RTENE a ee eae eee aes 1 3 Registering the Phone nerriirerirereii teete y Bada aiei eee 1 4 Before You Use Your Phone 0 0 00 cece eee 1 5 Features of the Phone 0 cece cece ee eee E eens 1 5 Understanding Line and Call Icons 6 ce eee eee 1 7 Navigating Menus and Entering Data 005 1 8 2 Customizing Your Phone cece cece wees esse ede Configuring Basic Settings 6c ccc eee ee 2 1 Updating Preferences 0 s 2 sda attired eee a ee has 2 2 Updating the Language 0 c cece eee eee 2 2 Updating the Time and Date Display 2 2 Updating the Display Contrast 0 0 0 e eee eee 2 5 Updating the Backlight Intensity 0 0 0 eee eee eee 2 5 Updating the Ring Tone cece eens 2 7 Selecting a
18. hear all other parties while Mute is enabled To turn off the Mute feature press e again Redialing Numbers You can redial the last number you dialed or search a list of placed calls to find a previously dialed number To redial the last number dialed gt gt Press amp To redial a previously dialed number 1 Press or press o and then select Features gt Call Lists gt Placed Calls The Placed Calls screen displays 2 Scroll to the number you want to redial and then press the Dial soft key Holding and Resuming Calls You can place up to eight calls on hold on your phone For information on placing conference calls on hold see Holding and Resuming Conferences on page 3 7 To place a call on hold gt gt During a call press the Hold soft key The console LEDs flash red to indicate that a call is on hold The following screen shows Jane Smith on hold The Resume soft key now displays on the screen m 1950 Fri Oct 3 439PM DA Hold Jane Smith 1951 2 26 mE To resume a call on hold gt gt While a call is on hold press the Resume soft key Note To end a call on hold you must resume the call first Hosting Local Conference Calls You can create a conference with up to two other parties using the phone s local conference feature To quickly set up a conference you can use the Join soft key to create a conference between an active call and a call on hold After you set up a conferen
19. hold To split a conference gt gt From the Active Conference screen press the Split soft key The conference ends and all calls are split into individual calls and put on hold You can end a conference and your connection to the other parties by pressing the End Call soft key When you use the End Call soft key the other parties remain connected To end a conference gt gt From the Active Conference screen press the End Call soft key The two other parties remain connected Using Conference Bridges A key business tool the conference bridge allows users with an extension and voicemail passwords to schedule and manage conference calls Basic functionality includes the ability to create and log into conference bridges There are also administrator modes that allow calling out and dropping parties from the bridge Conference bridge supports up to 20 connected callers An unlimited number of conference bridges can be in session at the same time To call into a conference bridge Internal 1 Dial 556 2 Follow the Conference Bridge voice prompts External 1 Call direct DID to Conference Bridge only if a DID is assigned to Conference Bridge 2 Callin Auto Attendant and select Menu Option that is assigned to Conference Bridge e g Option 4 gt Conference Bridge Conference Menu Options Enter a Conference Option 1 1 Enter your extension then press 2 Enter conference ID then press 3
20. select Applications then select 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 Managing Speed Dial Entries Note Use the speed dial feature for fast automated dialing To use speed dial you enter a speed dial index number instead of entering a complete phone number When you create a Contact Directory entry the phone automatically assigns a Speed Dial Index number to the entry You can change the index number or delete it Only entries in your Contact Directory can be set up as speed dial entries To create a new Contact Directory entry with a speed dial index number see Adding Contacts to Your Local Contact Directory on page 2 12 The following steps describe how to update a speed dial entry for a user For information on how to place a call using a speed dial number see Placing Calls Using Speed Dials on page 3 3 To update a speed dial entry in your contact directory 1 Press A and then select Features gt Contact Directory The Directory screen displays 2 Scroll to the user s entry and then press the Edit soft key The Edit Contact screen displays Using Voice Mail Note Use and to scroll to the Speed Dial Index field and then update the diaPrttlex number Use the lt lt soft key to delete an existing entry You can assi
21. transfer if you want to talk to the party to whom you are transferring the call Or you can choose not to talk to the party In this case you wait for the party s ring back sound and then transfer the call To transfer a call 1 2 During a call press the Trnsfer soft key The active call is placed on hold Place a call to the party to whom you want to transfer the call See Placing Calls on page 3 2 When you hear the ring back sound press the Trnsfer soft key The transfer is complete If you want to talk privately to the person to whom you are transferring the call before the transfer is complete wait until the person answers the call talk to the person and then press the Trnsfer soft key To cancel the transfer before the call connects press the Cancel soft key Performing a Blind Transfer When you use a blind transfer you transfer a call without speaking to the party to whom you are transferring the call The call is automatically transferred as soon as you dial the party s number To perform a blind transfer 1 During a call press the Trnsfer soft key 2 Press the Blind soft key and then place a call to the party to whom you want to transfer the call See Placing Calls on page 3 2 If you want to cancel the transfer before the call is placed and return to the original call press the Cancel soft key The call automatically transfers to the party you specified Forwarding Calls Note The P
22. Backlight Idle Intensity The Backlight Idle Intensity screen displays a Backlight Idle Intensity 2 O Hedium 3 Low 6 Scroll to the intensity you want and then press the Select soft key The default Backlight Idle Intensity is Low 7 Ifyou selected a new intensity press the Save soft key If you did not select a new intensity press the Back soft key 8 Select Maximum Intensity The Maximum Intensity screen displays 9 Press the Up or Down soft keys to increase or decrease the maximum intensity the screen can display 10 If you selected a new intensity press the Ok soft key If you did not select a new intensity press the Cancel soft key 11 Press fen to return to the idle screen Updating the Ring Tone You can select from many different ring tones to distinguish your phone from your neighbor s You can also set distinctive ring tones for contacts in your local directory so you can identify callers when your phone rings Selecting a Ring Tone You can choose a unique ring tone for your phone to identify it when it rings To select a different ring tone 1 Press A and then select Settings gt Basic gt Ring Type The Ring Type screen displays 2 Scroll to the ring type you want To hear the ring type before you select it press the Play soft key The default ring type is Low Trill 3 To select the ring type press the Select soft key 4 Press fen to return to the idle screen
23. Contact Directory You can delete contacts from your local Contact Directory but not from your Corporate Directory To delete a contact from the local Contact Directory 1 Press feo and then select Features gt Contact Directory The Directory screen displays Scroll to the contact you want to delete Or search for the contact see Searching for Contacts in Your Local Contact Directory on page 2 16 To scroll through a list of contacts use the key to Page Up and the key to Page Down Press the Delete soft key The contact is deleted from the directory 4 Press fen to return to the idle screen Placing Calls to Contacts You can place calls to contacts from your local Contact Directory or from your Corporate Directory if this is set up on your phone To place a call to a contact in the local Contact Directory 1 Press o and then select Features gt Contact Directory The Directory screen displays 2 Scroll to the contact you want to call Or search for the contact see Searching for Contacts in Your Local Contact Directory on page 2 16 To scroll through a list of contacts use the key to Page Up and the key to Page Down 3 Press the Dial soft key To place a call to a contact in the Corporate Directory 1 Press feo and then select Features gt Corporate Directory The Corporate Directory search screen displays Note If you have enabled your phone to save the results of your last searc
24. alls Statically You can set up your phone to forward calls to another number To forward calls to another extension 1 From the idle screen press the Forward soft key The Forwarding Type Select screen displays 2 Scroll to the forwarding type you want and then press the Select soft key The options are Always To forward all incoming calls No Answer To forward all unanswered incoming calls Busy To forward calls that arrive when you are already in a call 3 Doone of the following Ifyou selected Always the Call Forward Always screen displays Enter a number to forward all incoming calls to Ifyou selected No Answer the Call Forward No Answer screen displays Do the following use and to move between fields a Inthe Contact field enter a number to forward all unanswered incoming calls to b Inthe Forward After Rings field enter how many rings to wait before forwarding the call one ring is approximately six seconds Two rings is the recommended value 4 Ifyou selected Busy the Call Forward Busy screen displays Enter a number to forward all future incoming calls to when you are already in another call Press the Enable soft key If you selected the forwarding type Always a moving arrow displays on the idle screen next to the directory number To disable call forwarding 1 3 From the idle screen press the Forward soft key The Forwarding Type Select screen displa
25. another call on hold you can create a conference call between the active call the call on hold and yourself by pressing the Join soft key To set up a conference call with an active call and a call on hold gt gt If you have an active call and a call on hold scroll to either call and then press the Join soft key The Active Conference screen displays 1950 Wed Nov 4 1 70 PH Active Conterence A conference is created with the active call the call on hold and yourself Holding and Resuming Conferences When you place a conference call on hold you place all other conference participants on hold To place a conference call on hold gt gt From the Active Conference screen press the Hold soft key The Hold Conference screen displays The other parties in the conference call are put on hold Hold Conference From the Hold Conference screen you can do the following e To resume the conference call press the Resume soft key The Active Conference screen will display again e To place a call to a new party press the New Call soft key The conference remains on hold and the new call becomes the active call e To end the conference call and split the conference into two separate calls on hold press the Split soft key Splitting Conferences Ending Conferences When a conference has been established a Split soft key is available When you split a conference you end the conference and put all parties on
26. call off hook with a dial tone or on hook without a dial tone If you place a call off hook you have the option of dialing a contact using a URL or IP address if this feature is enabled for your phone You can also place calls on hook and off hook using speed dial numbers see Placing Calls Using Speed Dials on page 3 3 The phone displays the duration of active calls on the phone screen The following figure shows an active call to Jane Smith at directory number 1951 that has lasted for twelve seconds Ho 2077 Kon Mar 1 11 PH To Jane Smith 1951 0 12 p Hold End Call Trnsfer Confrne To place a call off hook to dial a phone number IP address or URL Note Placing calls using an IP address or URL may not be enabled for your phone For more information see your system administrator 1 To obtain a dial tone press or the New Call soft key 2 Doone of the following Todial a phone number enter the phone number of the party you want to call To dial an IP address or URL press the URL soft key and then enter the IP address or URL of the party you want to call To enter the number and letters displayed on a key press the key one or more times quickly wu To enter press the key To enter press the key Note When you dial a URL the maximum number of characters you can enter is 32 3 Press the Send soft key To place a call on hook to dial a phone number gt gt
27. can dial and search for contacts in this directory You may be able to add edit and delete contacts Contact your system administrator to see if you have read only access to your local Contact Directory or if you can update it If your system administrator sets up Corporate Directory on your phone you may also have read access to portions of your Corporate Directory Your system administrator determines which contacts you can see You can search for contacts in the Corporate Directory and add contacts from the Corporate Directory to your local Contact Directory For more information see Searching for Contacts in Your Corporate Directory on page 2 17 and Adding Contacts to Your Contact Directory from a Corporate Directory on page 2 15 Note You cannot update the contacts in your Corporate Directory You can only search for and dial contacts and add contacts from your Corporate Directory to your local Contact Directory Viewing Your Local Contact Directory To view your local Contact Directory gt gt Press feo and then select Features gt Contact Directory The Directory screen displays listing all the contacts in your directory Scroll to view all your contacts You can use the key to Page Down and the key to Page Up Accessing Your Corporate Directory When you access Corporate Directory a search screen displays so you can search for a specific contact You can perform a quick search or an advanced search Note Each time
28. ce you can hold the conference call split the conference call into individual calls on hold or end the conference call and your connection to the conference call participants This section includes the following topics e Setting Up Conferences on page 3 6 e Holding and Resuming Conferences on page 3 7 e Splitting Conferences on page 3 8 e Ending Conferences on page 3 8 Setting Up Conferences Note You can set up a conference in one of two ways e Using the Confrnc soft key e Using the Join soft key if you have an active call and a call on hold Setting Up a Conference Using the Conference Soft Key To set up a conference using the Conference soft key 1 Call the first party See Placing Calls on page 3 2 2 Press the Confrnc soft key The active call is placed on hold If configured for single key press conferences the conference participant hears the dial tone and ringback when the conference host places the call to the new party 3 Enter the number of the second party and then press the Send soft key 4 When the second party answers press the Confrnc soft key to join all parties in the conference Note If configured for single key press conferences you do not have to press the Confrnc soft key again The Active Conference screen displays 1950 Wed Nov 4 1 20 PH Active Conterence Setting Up a Conference with an Active Call and a Call on Hold If you are currently in an active call and you have
29. ces gt Time and Date gt Clock Order The Clock Order screen displays m Clock Order 1 o Time before date 2 Date before time Scroll to the clock order you want and then press the Select soft key The default setting is date before time Press fee to return to the idle screen To enable or disable the time and date display 1 Press feo and then select Settings gt Basic gt Preferences gt Time and Date The Time and Date screen displays Time and Date 1 Clock Date Clock Time 3 Clock Order Do one of the following To disable the time and date display scroll to Disable or Toenable the time and date display you do not have to highlight an item Enable is already highlighted Go to step 3 an Time and Date 3 Press the Select soft key 4 Press fen to return to the idle screen Updating the Display Contrast You can set how light or dark the screen appears To adjust the contrast on the phone screen 1 Press So and then select Settings gt Basic gt Contrast The Contrast screen displays 2 Press the Up or Down soft keys to increase or decrease the display contrast 3 Press the Ok soft key 4 Press fen to return to the idle screen Updating the Backlight Intensity Backlight intensity on the phone has three components e Backlight On e Backlight Idle e Maximum Intensity You can modify the Backlight On intensity
30. clude e Excellent wideband audio performance e Aconsole microphone with a range of up to seven feet e International language support e Corporate Directory support This chapter includes the following topics e Parts List on page 1 2 e Installing the Phone on page 1 2 e Registering the Phone on page 1 4 e Features of the Phone on page 1 5 e Understanding Line and Call Icons on page 1 7 e Navigating Menus and Entering Data on page 1 8 To read about how to change the settings on your phone see Chapter 2 Customizing Your Phone To read about the phone s features see Chapter 3 Using the Features of Your Phone If you require additional information or assistance with your new phone see your system administrator Parts List The following items are included in your basic SoundStation IP 5000 package SoundStation IP 5000 Conference Phone 25 foot Network Cable Quick Start Guide AC Power Kit with Power Adapter Regional Power Cord Power Insertion Cable Make sure your phone package contains each item If any item is missing see your system administrator SoundStation IP 5000 Conference Phone 25 foot Network Cable Quick Start Guide ae Installing the Phone This section describes how to install your phone It includes the following topics Connecting Network and Power Sources on page 1 2 Connecting Network and Power Sources There are two ways to connect your phone to the network and a po
31. d Press the Save soft key Press fen to return to the idle screen Using the Features of Your Phone Your SoundStation IP 5000 conference phone is designed to be used like a regular conference phone on a public switched telephone network PSTN You can place calls transfer a call to someone else conduct a multi party conference call or perform other basic and more advanced functions At any time only one active call may be in progress on your phone The active call is the one that has audio associated with it In addition to an active call your phone can handle up to seven other calls including conference calls on hold Your phone can handle a total of eight calls at one time This chapter provides introductory information and basic operating instructions for the phone It includes the following topics e Placing Calls on page 3 2 e Answering Calls on page 3 3 e Ending Active Calls on page 3 4 e Muting the Microphone on page 3 4 e Redialing Numbers on page 3 4 e Holding and Resuming Calls on page 3 5 e Hosting Local Conference Calls on page 3 6 e Using Conference Bridges on page 3 9 e Transferring Calls on page 3 10 e Forwarding Calls on page 3 11 e Using Do Not Disturb on page 3 14 e Returning the Last Call on page 3 14 e Using the Auto Attendant on page 3 14 e Using the Corporate Directory on page 3 15 e Managing Speed Dial Entries on page 3 15 e Using Voice Mail on page 3 16 Placing Calls You can place a
32. d calls down arrow key and placed calls right arrow key Select menu items Enable or disable menu items Increase or decrease the sound of the speaker and ringer Enter numbers letters spaces and special characters Select menu items Enter special characters Press once or twice quickly if in numerical mode for Understanding Line and Call Icons Icon Line or Call State Description 4 4 Hp Active call using Polycom HD Voice technology A call is in progress using Polycom HD Voice The active call icons merge into one icon on the phone screen The following figure shows what displays on the screen during an active call 4 4 Active call not using Polycom HD Voice A call is in progress that does not use Polycom HD Voice dill Conference A conference is in progress See Hosting Local a Conference Calls on page 3 6 Dialing The phone is dialing a number Do Not Disturb You have enabled the Do Not Disturb feature on your phone Your phone will not ring See x Using Do Not Disturb on page 3 14 Forwarding You have enabled the forwarding feature on E your phone See Forwarding Calls on page 3 11 Hold A call or conference is on hold See Holding and Resuming Calls on page 3 5 and Holding and Resuming Conferences on page 3 7 Registered line The phone can place and receive calls Registered shared line The phone which shares a di
33. d then press the Submit soft key The screen displays a list of contacts starting with any successful matches or To perform an advanced search press the AdvFind soft key The Advanced Find screen displays Enter your search criteria and then press the Submit soft key The screen displays any successful matches Note If you want to erase all your search criteria and enter new criteria before you submit your search press the Clear soft key 3 Press fen to return to the idle screen Updating Contacts in Your Local Contact Directory You can update contact information for contacts in your local Contact Directory You cannot update information for contacts in your Corporate Directory To update a contact in your local Contact Directory 1 Press So and then select Features gt Contact Directory The Directory screen displays Scroll to the contact whose information you want to update or search for the contact see Searching for Contacts in Your Local Contact Directory on page 2 16 To scroll through a list of contacts use the key to Page Up and the key to Page Down Press the Edit soft key The Edit Contact screen displays Update the contact information Use the and buttons to scroll between fields For information on the fields you can update see Adding Contacts Manually step 3 on page 2 13 Press the Save soft key Press fee to return to the idle screen Deleting Contacts from Your Local
34. e Power Adapter with the attached Regional Power Cord to the wall outlet Registering the Phone Generally your phone will be deployed with multiple other phones In this case your system administrator will configure the phone parameters beforehand so that after you set up your phone the phone will be registered and ready to use If your phone is not part of a large phone deployment your phone may not be registered after you set it up Before you use your phone you or your system administrator will have to register it For detailed information on how to register your phone after you install it see Quick Tip 44011 Register Standalone SoundPoint IP SoundStation IP and Polycom VVX 1500 Phones available at http www polycom com usa en support voice soundpoint_ip VoIP_Technical_Bulletins_pub html Before You Use Your Phone Note Since you can customize your phone in many different ways and your system administrator can enable and disable certain features the user interface that displays on your phone may differ from the figures that appear in this guide Before you use your phone familiarize yourself with the phone s features the icons that display on the screen and how to navigate menus and enter data Features of the Phone The following figure shows the primary hardware features of your phone console Feature Description Speaker Allows for ringer and hands free audio output Microphones Pr
35. for a contact by entering specific search criteria Note You can enable your phone to save Corporate Directory search results and to remember the last person you viewed in the directory Whenever you re display Corporate Directory the last search you performed will display or the last person you selected will display To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 To search for a contact in the Corporate Directory 1 Press SS and then select Features gt Corporate Directory The Corporate Directory search screen displays Note If you have enabled your phone to save the results of your last search or remember the last contact you selected your previous search results or the contact will display instead of a blank search screen To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 2 Perform a quick search or an advanced search A quick search allows you to search using the contact s last name if the directory is alphabetized by last name or first name if the directory is alphabetized by first name An advanced search uses any combination of the contact s first and last names phone numbers address and title Do one of the following To perform a quick search next to Search Filtered enter the first few characters of the contact s first or last name depending on how the directory is organized an
36. gn any unused speed dial index number from 1 to 99 If you assign a speed dial index number that is already taken the message Speed dial index already exists displays If you enter an invalid speed dial index number for example 0 or 00 the message Speed dial index is invalid displays Press the Save soft key Press fen to return to the idle screen Voice mail is an optional feature that your system administrator sets up Your system may not support it For more information contact your system administrator Screen options may vary with your application Voice mail may be accessible with a single key press Contact your system administrator about this option Your voice mail is saved in a centralized location and may be accessed from your phone Your phone may indicate voice mail by the following An icon f on the phone screen A stutter dial tone instead of a normal dial tone To listen to voice mail messages 1 Press feo and then select Features gt Messages gt Message Center The Messages screen displays indicating the number of urgent new and old messages you have To listen to your voice mail press the Connect soft key and then follow the voice or visual prompts on the screen Press fen to return to the idle screen Call Recording Call Recording On Off Virtual Office Pro users only Call Recording On Off is available to Virtual Office Pro users when the Call Recording feature on your
37. h or remember the last contact you selected your previous search results or the contact will display instead of a blank search screen To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 2 Scroll to the contact you want to call Or search for the contact see Searching for Contacts in Your Corporate Directory on page 2 17 To scroll through a list of contacts use the key to Page Up and the key to Page Down 3 Press the Dial soft key Managing Incoming Calls You can manage incoming calls from the contacts in your Contact Directory by doing the following e Setting up a distinctive ring tone for a contact Distinguishing Calls Rejecting Calls e Rejecting calls from a particular contact by sending the call to your voice mail system If you do not have a voice mail system set up the call will still ring on your phone e Diverting calls from a particular contact to another party You can customize your phone so that you can distinguish callers by certain ring tones For information on setting a distinctive ring tone for a particular contact see Setting Distinctive Ring Tones for Contacts on page 2 8 You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail system If you do not have a voice mail system set up the call will still ring on your phone To send incoming calls from a particular contact di
38. if Do Not Disturb is enabled To enable and disable Do Not Disturb 1 Press So and then select Features The Features screen displays If Do Not Disturb is not highlighted scroll to it 2 To toggle Do Not Disturb on or off press the Select soft key When you enable Do Not Disturb a flashing icon x displays at the top left of the screen When you disable Do Not Disturb the registered line icon im displays instead 3 Press een to return to the idle screen If you enabled Do Not Disturb the idle screen displays a flashing icon next to the directory number Returning the Last Call Last Call Return LCR enables you to automatically call back the last incoming call without having to dial the number To call back the last incoming call e Press the New Call soft key then the LCR soft key e You can also press then select Features gt Last Call Return Using the Auto Attendant To access the Auto Attendant 1 Dial 444 2 Follow Auto Attendant voice prompts Using the Corporate Directory To use the Corporate Directory to make a call 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 For long directories you can search for a user in the directory and then select their name to speed dial them To search an extensive Corporate Directory 1 Press fee and
39. n about your phone s features see Chapter 3 Using the Features of Your Phone For more information or assistance with your new phone see your system administrator Configuring Basic Settings To configure basic phone settings press o and then select Settings gt Basic to view the basic phone settings you can customize This section includes the following topics e Updating Preferences e Updating the Display Contrast e Updating the Backlight Intensity e Updating the Ring Tone Updating Preferences The Preferences menu allows you to customize the language that displays on your phone and to specify how the time and date display on the idle screen You can also enable your phone to save Corporate Directory search results if Corporate Directory is set up on your phone see Searching for Contacts in Your Corporate Directory on page 2 17 Updating the Language The phone supports many languages English Internal is the default language that displays To change the language 1 Press So and then select Settings gt Basic gt Preferences gt Language The Language screen displays Language 2 o aji zh en 3 o Dansk da dk 2 Scroll to the language you want and then press the Select soft key The text on the screen changes to the language that you selected 3 Press fee to return to the idle screen Updating the Time and Date Display The time and date appear on the idle screen of your phone
40. o Divert settings If you set the Auto Reject field to enabled each time the contact calls the call will be directed to your voice mail system if a voice mail system is set up If you set the Auto Divert field to enabled each time the contact calls the call will be directed to a third party you specify in the Divert Contact field To toggle between the Enabled and Disabled settings for the Auto Reject and Auto Divert fields press gt If you do not have a voice mail system set up enabling the Auto Reject field will have no effect Each time the contact calls your phone will ring unless you choose to divert the contact s calls or enable call forwarding or Do Not Disturb on your phone 4 Press the Save soft key 5 Press fee to return to the idle screen Note Note Adding Contacts from Call Lists You can save call information from a call list to your local Contact Directory To add a contact to the local Contact Directory from a call list 1 Doone of the following or To select a call list press o and then select Features gt Call Lists gt Missed Calls Received Calls or Placed Calls To quickly view the placed calls list press from the idle screen To quickly view the missed calls list press from the idle screen To quickly view the received calls list press from the idle screen 2 Scroll to the contact s call To scroll through a list of contacts use the key to Page Up and the key to
41. o a server Displays Symptom Problem Corrective Action There is no display The display is incorrect The display has bad contrast Power is not correctly applied to the phone Verify that power is correctly applied to the phone e Check that the display is illuminated e Ensure the network cable is inserted properly on the underside of the phone Try unplugging and re inserting the cable e If your phone uses Power over Ethernet PoE have your system administrator check that the switch is supplying power to the phone The contrast needs adjustment Adjust the screen contrast See Updating the Display Contrast on page 2 5 The display is flickering Certain types of older fluorescent lighting cause the display to appear to flicker Try the following Move the phone away from the lights e Replace the lights Audio Symptom Problem Corrective Action The speaker has no audible Speaker volume is low Adjust the speaker volume During a call sound press the volume keys to adjust the volume Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware From the diagnostics menu you can test your phone s microphones keypad mappings and display See your system administrator for instructions on how to perform these tests To access the diagnostics menus gt gt P
42. of the software contained in this product are Copyright 1998 1999 2000 Thai Open Source Software Center Ltd and Clark Cooper Copyright 1998 by the Massachusetts Institute of Technology Copyright 1998 2003 The OpenSSL Project Copyright 1995 1998 Eric Young eay cryptsoft com All rights reserved Copyright 1995 2002 Jean Loup Gailly and Mark Adler Copyright 1996 2004 Daniel Stenberg lt daniel haxx se gt Permission is hereby granted free of charge to any person obtaining a copy of this software and associated documentation files the Software to deal in the Software without restriction including without limitation the rights to use copy modify merge publish distribute sublicense and or sell copies of the Software and to permit persons to whom the Software is furnished to do so subject to the following conditions The above copyright notice and this permission notice shall be included in all copies or substantial portions of the Software THE SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM DAMAGES OR OTHER LIABILITY WHETHER IN AN ACTION OF CONTRACT TORT OR OTHERWISE ARISING FROM OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE 2009
43. olycom IP 5000 phone offers two methods of call forwarding e Online Call Forwarding e Phone based Call Forwarding 8x8 recommends using online call forwarding instead of phone based call forwarding so that 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 Online Call Forwarding To enable online call forwarding 1 Log on to your Virtual Office Online dashboard at http virtualoffice 8x8 com 2 Select the Settings button and 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 Phone based Call Forwarding You can set up your phone to forward incoming calls to another party static forwarding or you can forward a call as your phone rings dynamic forwarding Your phone will forward calls even if you enable the Do Not Disturb Feature You can also reject calls from a particular contact by sending the call to your voice mail system or divert calls from a particular contact to another party For more information see Managing Incoming Calls on page 2 19 To access forwarding options gt gt Do one of the following Press and then select Features gt Forward or From the idle screen press the Forward soft key Forwarding C
44. ovide 360 coverage by three internal microphones LED Indicators Indicate phone and call status through three bi color LEDs The LEDs illuminate to indicate the following normal operational states Solid red A muted call Flashing red A call is on hold Solid green A dial tone is available dialing is in progress or a Call is in progress Flashing green An incoming call The following figure shows the primary key buttons controls and indicators on your phone console Select specific context sensitive functions that display on the screen above each soft key Enter special characters when in uppercase or lowercase mode Place answer or end calls Redial the last call you placed Mute the microphone audio from being heard at the far end of the call Toggle the key to turn the microphone on or off Enter special characters Press once or twice quickly if in numerical mode for a dot Enter special characters and spaces Press three times quickly when in uppercase or lowercase mode for a blank space Access features settings and configuration information Exit the current screen and return to the idle screen Scroll through menus and fields up or down arrow key Select menu items right arrow key Return to the previous menu left arrow key Enable features right arrow key View speed dial information up arrow key received calls left arrow key misse
45. rectly to voice mail 1 Press feo and then select Features gt Contact Directory The Directory screen displays 2 Scroll to the contact Or search for the contact see Searching for Contacts in Your Local Contact Directory on page 2 16 To scroll through a list of contacts use the key to Page Up and the key to Page Down 3 Press the Edit soft key The Edit Contact screen displays 4 Scroll down to the Auto Reject field and then change the Auto Reject setting to Enabled Use the gt button to select Enabled 5 Press the Save soft key 6 Press fen to return to the idle screen Diverting Calls You can customize your phone so that incoming calls from a particular party are transferred directly to a third party To divert incoming calls from a contact to a third party 1 Press So and then select Features gt Contact Directory The Directory screen displays Scroll to the contact for whom you want to transfer calls Or search for the contact see Searching for Contacts on page 2 16 To scroll through a list of contacts use the key to Page Up and the key to Page Down Press the Edit soft key The Edit Contact screen displays Scroll to the Divert Contact field and then enter the number of the party to whom you want to divert the call You can enter a maximum of 32 characters Scroll to the Auto Divert field and then change the Auto Divert setting to Enabled Use the button to select Enable
46. rectory number with another phone can place and receive calls Icon Line or Call State Description Ringing d d The phone is ringing Unregistered Line D The phone is unable to place and receive calls Voice mail message You have a new voice mail message See Using Voice Mail on page 3 16 Navigating Menus and Entering Data Note To navigate menus and enter data follow these tips After 20 seconds of inactivity the menu system automatically exits to the idle screen unless an edit session is in progress If you want to Then do this Enter the main menu Press Exit the main menu and return to the idle screen Press Return to the previous menu Press or the Back soft key Scroll through lists Press A or vi Scroll through lists that display on more than one page Press Ea to page up Press ED to page down Select a menu item Do one of the following Scroll tothe menu item and then press 0 gt or e Press the dial pad key that corresponds to the item in the numbered menu list For example to select the second item ina menu press 2 Enter text Press the dial pad keys one or more times For example to enter A press 2 To enter C press 222 If you want to Then do this Enter numbers uppercase characters or lowercase characters Press the 1 A a soft ke
47. ress fee and then select Status gt Diagnostics gt Test Hardware gt Audio Diagnostics Keypad Diagnostics or Display Diagnostics
48. s Symptom The dial pad does not work Problem The dial pad on the phone does not respond Corrective Action Try the following e Check for a response from other feature keys or from the dial pad e Place acall to the phone from a known working telephone Check for display updates e Check if the LAN port is active or inactive Press the Menu key and then select Status gt Network gt Ethernet From the Ethernet screen scroll to LAN port and verify that it is Active e Check the termination at the switch or hub end of the network LAN cable Ensure that the switch hub port is operational if it is not accessible contact your system administrator e Before restarting your phone contact your system administrator Your system administrator may want to troubleshoot the phone in more detail before restarting the phone and losing current status information Access to Screens and Systems Symptom Problem Corrective Action There is no response when you press a feature key The phone is not in an active state Try the following Press the keys more slowly Call the phone to confirm that inbound call display and ringing is normal If successful try to press feature keys within the call to access the Directory or Buddy Status screens for example To confirm the line is actively registered to the call server press the Menu key and then select Status gt Lines
49. splays 1 Missed Calls 2 Received Calls 3 Placed Calls Call Lists 2 Doone of the following Toclear the records in a call list select Clear and then scroll to either Missed Calls Received Calls or Placed Calls Then press Select The following figure shows the message that displays when you clear a Missed Calls list Note To manually clear all calls in all call lists you can restart the phone by pressing Q then selecting Settings gt Basic gt Restart Phone or To view and manage a call list scroll to either Missed Calls Received Calls or Placed Calls and then press Select The call list information displays To manage your call list press the More soft key to view all these options To return the call press the Dial soft key To edit the phone number if necessary before you dial the number or store the call details in your Contact Directory press the Edit soft key To remove the call from the list press the Clear soft key To store the contact in your Contact Directory press the Save soft key Toview information about the call such as the phone number the time and duration of the call and the name of the caller press the Info soft key 3 Press een to return to the idle screen Managing Contacts You can store a large number of contacts in your phone s local Contact Directory Contact your system administrator for the exact number You
50. tact screen displays To save the contact to the local Contact Directory press the Save soft key Saved displays on the screen Only the first name last name and phone number are saved If the contact already exists in your local Contact Directory Contact already exists displays Press fee to return to the idle screen You may want to go to the Contact Directory to see if the contact was saved correctly and to add additional contact information To view your Contact Directory see Managing Contacts on page 2 11 To update contact information see Adding Contacts Manually step 3 on page 2 13 You can search for contacts in your local Contact Directory or ina Corporate Directory if this is set up on your phone Searching for Contacts in Your Local Contact Directory Search for a contact by scrolling through the directory or entering specific search criteria To search for a contact in the local Contact Directory 1 Press feo and then select Features gt Contact Directory The Directory screen displays Press the Search soft key Then enter the first few characters of the contact s first or last name and then press the Search soft key again The Directory Search screen displays a list of successful matches Scroll to the contact you are searching for You can dial edit or delete the contact Press een to return to the idle screen Searching for Contacts in Your Corporate Directory Search
51. wer source Your system administrator can tell you which of the following methods best suits your teleconferencing needs Power over Ethernet PoE Note e AC Power Power over Ethernet Power over Ethernet is the default connection for your phone AC power adapters are not included in the PoE package If you require one see your system administrator The following figure shows how to connect your phone to the network using a PoE source To connect the phone using a PoE source 1 Connect one end of the 25 foot Network Cable to the LAN jack on the phone 2 Connect the other end of the 25 foot Network Cable to an available LAN port on the wall or hub switch device port AC Power To connect your phone to the network using AC power make sure you have the optional AC Power Kit The AC Power Kit contains a Power Adapter Regional Power Cord and a Power Insertion Cable The following figure shows how to connect your phone to the network using optional AC power Power Insertion Cable 25 foot Network Cable Va Power Adapter To connect the phone using AC power 1 Connect one end of the 25 foot Network Cable to the LAN jack on the phone Connect the other end of the 25 foot Network Cable to the Power Insertion Cable Connect the Power Insertion Cable to an available LAN port on the wall or hub switch device port Connect the Power Adapter to the Power Insertion Cable Connect th
52. y If you save an entry with a non unique phone number the entry will not be saved Optional Update the Speed Dial Index number The speed dial index number is automatically assigned to the next available index value up to a maximum value of 99 You can assign any unused speed dial index number from 1 to 99 If you assign a speed dial index number that is already taken the message Speed dial index already exists displays If you enter an invalid speed dial index number for example 0 or 00 the message Speed dial index is invalid displays For more information on speed dial index numbers see Managing Speed Dial Entries on page 3 15 Note Optional Enter a Label for the contact You can enter a maximum of 32 symbols letters or numbers If you specify a label the label will be the first item that displays for the contact in the Contact Directory and on the Speed Dial Info screen before the contact s first and last names if specified For example in the following figures Ann Brown has been assigned the label Sales Directory Sales Ann Brown 1955 Optional Set the Ring Type For information on setting the ring type see Updating the Ring Tone on page 2 7 Optional Assign a Divert Contact The Divert Contact identifies the third party to which you want this contact s calls sent You can enter a maximum of 32 characters Optional Change the Auto Reject and Aut
53. y one or more times to select numerical uppercase or lowercase mode and then press the dial pad keys one or more times Enter special characters Do the following e Press the and keys one or more times Press the 1 A a soft key to select uppercase or lowercase mode and then press the 1 or 0 keys one or more times Enter text in a specific language Enter a space Press the Encoding soft key When in text entry mode the language the text will display in appears at the top of the screen Press the 0 key three times quickly Delete text you entered Press the lt lt soft key View additional soft keys Press the More soft key Enable or disable fields Enable or disable menu items Customizing Your Phone You can customize your SoundStation IP 5000 conference phone by adjusting certain settings including language volume time and date display contrast backlight intensity and ring type You can also add contacts to the phone s local Contact Directory This chapter shows you how to customize your phone It includes the following topics e Configuring Basic Settings on page 2 1 e Adjusting the Speaker and Ringer Volume on page 2 8 e Using Call Lists on page 2 9 e Managing Contacts on page 2 11 e Managing Incoming Calls on page 2 19 Some customizations including shared lines and viewing a Corporate Directory must be set up by your system administrator To lear
54. you access Corporate Directory the search screen displays unless you enable your phone to remember the last search you performed or the last person you selected To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 To access your Corporate Directory 1 Press So and then select Features gt Corporate Directory The Corporate Directory search screen displays Note If you have enabled your phone to save the results of your last search or remember the last contact you selected your previous search results or the contact will display instead of a blank search screen To enable this feature see Enabling Your Phone to Save Corporate Directory Search Results on page 2 12 2 Search for the contact See Searching for Contacts in Your Corporate Directory on page 2 17 Enabling Your Phone to Save Corporate Directory Search Results You can enable your phone to save Corporate Directory search results and to remember the last person you viewed in the directory Whenever you re display Corporate Directory the results of your last search or the last person you selected will display If you don t enable your phone to save search results each time you access Corporate Directory a blank search screen will display To enable your phone to save Corporate Directory search results 1 Press So and then select Settings gt Basic gt Preferences gt Corporate Directory gt View Persistency
55. ys 2 Do one of the following Ifyou know the contact s speed dial index number enter the number or Ifyou donot know the contact s speed dial index number scroll to the contact and then press the Dial soft key The call is placed Answering Calls To answer a call gt gt Press the Answer soft key The three LEDs flash green when the phone rings Note To ignore Incoming calls press the Reject soft key for private lines or the Silence soft key for shared lines To prevent your phone from ringing enable the Do Not Disturb feature see Using Do Not Disturb on page 3 14 You can forward incoming calls by pressing the Forward soft key see Forwarding Calls Dynamically on page 3 13 If you set up your phone with a silent ring press the Answer soft key to answer the call To answer a call on a shared line 1 Answer the incoming call 2 Press the Hold soft key Anyone on another phone configured to use the same shared line can take the call by selecting the call on their phone screen Ending Active Calls To end a call gt gt Press or the End Call soft key Note You cannot end a call that is on hold until you resume the call To end a call on hold press the Resume soft key and then end the call Muting the Microphone To mute the microphone gt gt During a call press l The three console LEDs glow red to indicate that the other party or parties cannot hear you You can still
56. ys showing the forwarding type that is enabled The following screen shows the forwarding type Always enabled Forwarding Type Select 1 Always Ho Answer Disabled 3 Busy Disabled Scroll to the forwarding type you want to change and then press the Select soft key A screen displays showing the details of the forwarding type you want to disable To turn off call forwarding press the Disable soft key Forwarding Calls Dynamically You can manually forward a call to another number while your phone rings To forward an incoming call to another extension 1 3 While your phone rings press the Forward soft key The Call Forwarding screen displays Enter the number to forward the incoming call to Your phone displays the last number you forwarded calls to either statically or dynamically If you previously set a forwarding number and want to enter a new one use the lt lt soft key to delete the number Press the Forward soft key The incoming call is forwarded to the other party If call forwarding is disabled future calls will not be forwarded and forwarding remains disabled Using Do Not Disturb To prevent your phone from ringing activate the Do Not Disturb feature Calls you receive while Do Not Disturb is enabled will display in your Missed Calls Call List see Using Call Lists on page 2 9 If you have chosen to forward your calls to another number calls will be sent to that number
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