TELEPHONE USER GUIDE
Contents
1. To place a call on hold 1 Press the Hold feature key When a call is placed on hold a flashing image of an H will appear next to that call appearance in the LCD display To return to the call Press the Call button next to its call appearance MANAGING MULTIPLE CALLS If multiple calls are on hold Scroll to see call information by using the up and down arrow display control keys A call can be placed on hold explicitly by pressing the Hold feature key or implicitly by selecting a different Call button The process of switching to a new call will place the previous call on hold When a call is placed on hold a flashing H will appear next to that call appearance in the LCD display If multiple calls are placed on hold each call icon will present the flashing H Note The maximum number of calls that an IP phone can manage is restricted to three CALL WAITING If your telephone set has been enabled for call waiting a tone will sound in your handset when another call is coming in while you are on the current call Also the display will update to indicate that a call is waiting To access a second call Press the Call button beside the flashing Bell that indicates an incoming call lf the call is ignored the user s coverage conditions will apply Accessing the second call will place the original caller on hold SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE Making Telephone C2. TELEPHONE USER GUIDE SOUNDPOINT IP PHONE FOR SPHERICALL SoundPoint IP 400 amp 500 phones for Sphericall are full featured desktop phones Figure 1 Polycom SoundPoint IP phone Alert LED Indicator Handset Speaker 150 x 80 LCD Display Call Buttons 1 2 3 Audio Path Disol Control Keys Zhai lt Keys 1 3 Call Status icons Eon Henra Freri F E deica Mil Ti ad Lies Fite Stet Pi Spend Mhai at ie Feature Softkeys Feature Keys Dial Park Pickup PIN Keys 7 9 1 6 Pad SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE Peel SoundPoint IP Phone for Sphericall Table 1 SoundPoint IP Phone Features Features Functions Basic Features Call Buttons Each Call button represents a line The IP phone is equipped with 3 lines The Call buttons manage multiple calls Dial pad These 12 keys provide the 10 digits the 26 alphabetic characters as well as the and keys In alphanumeric entry mode press the same key repeatedly to cycle through the number and letters associated with that key Feature keys Your organization s Sphericall system Administrator determines the use for each of these keys The three top left keys may be associated with indicators on the display to select call appearances The feature keys include Conference IP phone 3 party conferencing Forward Transfer Call Lists this feature is not presently supported Speed
3. or Press the Speaker Audio Path control key and dial the desired number ANSWERING A CALL You can answer calls coming to your telephone extension or to others in your group To answer a call coming to you directly lift the handset When a new call arrives a flashing image of a bell will appear next to that call appearance in the LCD display ENDING A CALL If using the handset Hang up the handset or If using the speaker Press the Speaker Audio Path control key MUTING A CALL While on a call you can mute the handset preventing the party you are speaking to from hearing what you or someone else in the room is saying When using the speaker your call is automatically muted if the handset Is in the cradle Mute Audio Path Control Key IP 400 Press the Mute Audio Path control key When the Mute feature is enabled a flashing image of a microphone will appear in the LCD display To disengage mute Press the Mute Audio Path control key again The flashing icon will disappear SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE 55500 PLACING A CALL ON HOLD While on a call you can place the call on hold so that the caller cannot hear you and you cannot hear the caller Placing a call on hold also allows you the opportunity to originate accept or conference other calls Note Pressing the Hold feature key a second time does not take the call off hold Figure 7 Hold Feature Key
4. Dial this feature is not presently supported Redial Menu Voice Mail Do Not Disturb Note Future software releases of Sphericall will include more features for the SoundPoint IP phone Feature keys that are inoperable will display Not Available Note Star code commands may be applied from the SoundPoint IP phone Refer to the Sphericall Desktop User Manual for a complete list of star code commands Hold feature key Places active calls on hold Note The Hold button places calls on hold It does not take calls off of hold Soft Features 2 SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE SoundPoint IP Phone for Sphericall Features Functions Softkeys The LCD screen displays labels Park Pickup and Pin or these keys to identify their context sensitive functions Note Softkey order may change in future Sphericall releases 7 37 a m Tue Jul 7 Shawn Fradin 271 Information Features LCD display Displays information about your calls your messages the softkeys the time and date the phone and other relevant data Call Status Icons Provide call appearance information hold ringing off hook on hook Display control keys Use the arrow keys to scroll through the displayed information Note Future software releases of Sphericall will include more features for the SoundPoint IP phone Display control keys that are inoperable will display Not Available Press Sel to select a field
5. of displayed data Press Del to delete a field of displayed data Alert LED indicator The LED indicator alerts you to incoming calls Audio Features Audio Path volume keys Adjusts the volume of the handset headset speaker and ringer SoundPoint IP Phone Integration Manual 3 TELEPHONE USER GUIDE u Using the Handset and Speaker Features Functions Audio Path control keys Use these keys to hear via the speaker or the headset and to mute the microphone Speaker The speaker will sound equally clear when the handset is on the switchhook The IP 500 phone has full duplex speaker phone capability Microphone The microphone works best when the telephone is ona hard flat surface USING THE HANDSET AND SPEAKER With the Soundpoint IP phone you can place calls with the telephone handset or speaker USING THE HANDSET Figure 2 Speaker Audio Path Control Key To place and answer calls with the telephone handset lift the handset To change from handset to speaker press the Speaker Audio Path control key and hang up the handset USING THE SPEAKER The speaker is designed for hands free dialing You can use it to place a call and then pick up the handset if the other party answers the phone The speaker allows for two way communication You can have the handset off hook with the speaker enabled enabling the caller party to hear you over the handset while you listen through the speaker 4 SoundPoint IP Phone
6. Integration Manual TELEPHONE USER GUIDE Using the Handset and Speaker To place calls using the speaker 1 Figure 3 Press the Speaker Audio Path control key Dial tone is provided and an image of a speaker appears in the LCD display Dial the desired number or extension When the party answers Pick up the handset or speak towards the telephone Note The handset does not have to be in the cradle to enable speaker functionality When finished with the call Press the Speaker key to hang up USING THE HEADSET The SoundPoint IP phone has the ability to integrate with many headsets Note For information regarding setup and functionality of a particular headset refer to the headsets documentation Headset Audio Path Control Key To place calls using the headset 1 Figure 4 Press the Headset Audio Path control key Dial tone is provided and an image of a headset appears in the LCD display Dial the desired number or extension When the party answers Speak in to the headset s microphone When finished with the call Press the Headset key to hang up ADJUSTING THE VOLUME Audio Path Volume Keys E EE Audio Path volume keys adjust the volume of the speaker handset and headset To increase or decrease the volume of your speaker or headset 1 SoundPoint IP Phone Integration Manual Take the telephone off hook TELEPHONE USER GUIDE 55500 2 Press the speaker or headset Audi
7. alls To access a third call Press the Call button beside the flashing Bell that indicates an incoming call Accessing the third call places the other two calls on hold FORWARD A CALL How do forward my calls to another extension Forwarding or the temporary follow me feature of the Sphericall system rings both your extension and the other internal extension where the call is forwarded To set forwarding conditions 1 Press the Forward feature key You do not need to have dial tone to forward calls 2 Enter the extension or outside number to which you want calls forwarded Note Calls can be forwarded to external numbers however the phone will only ring once at your extension The forwarding conditions that you applied will be confirmed with tone notification The extension or outside number to which you forwarded calls will continually flash in the LCD display To remove forwarding conditions 1 Press the Forward feature key You do not need to have dial tone to remove forwarding conditions TRANSFER A CALL Once have answered a call how do transfer it to another extension Blind Transfer Immediate transfer to other extension Attended Transfer Allows you to announce the call prior to the transfer When using attended transfer the caller being transferred does not hear you announce the call If your organization s Sphericall system has Music on Hold the caller hears music during the trans
8. erence call Once the call is answered press the Conference feature key All parties are now conferenced REDIALING THE LAST NUMBER DIALED To redial the most recently dialed number lift the handset and press the Redial Feature key DO NOT DISTURB The Do Not Disturb Feature key on the SoundPoint IP phone allows you to silence your phone the phone will not ring at your desk All calls go directly to your forwarding and coverage options SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE SoundPoint IP Softkeys When the Do Not Disturb feature is enabled a flashing icon in the form of a bell will appear If no forwarding and coverage options are set the phone will ring busy CAUTION EVEN THOUGH WHEN ACTIVATED A DO NOT DISTURB IMAGE APPEARS ON THE LCD DISPLAY IT IS EASY TO FORGET THAT YOU HAVE DO NOT DISTURB ACTIVATED REMEMBER TO DEACTIVATE IT TO RESUME NORMAL CALL ACTIVITY SOUNDPOINT IP SOFTKEYS USING THE PARK SOFTKEY Figure 8 Park Softkey a 7 37 a m Tue Jul 7 ia Shawn Fradin Park Softkey Park zones place calls in hold parking lots where user Ss can retrieve these calls from any phone on the Sphericall system To place a call into a park zone 1 2 3 Once a call is established Press the Park softkey Enter the desired extension to park the call Hang up the phone To retrieve a call from a park zone 1 2 Go off hook Press the Pickup softkey Enter the exte
9. fer To transfer a call using blind transfer While on the call 1 Press the Transfer feature key You will hear dial tone 2 Dial the number to which you want to transfer the call 3 Hang up the handset SoundPoint IP Phone Integration Manual 9 TELEPHONE USER GUIDE 55 Totransfer acall using attended transfer While on the call Press the Transfer feature key You will hear dial tone Dial the number to which you want to transfer the call Once the call is answered announce to the caller that you will be transferring a call Hang up the handset CONFERENCE A CALL Once have an active call how do conference in another party To conference in an incoming call 1 2 Press the hard key adjacent to the call appearance of the incoming call Press the Conference feature key All parties are now in conference or Press one of the available hard keys to access dial tone to dial an internal external caller to bring into the conference Once the call is answered Press the Conference feature key Note As of this release the SoundPoint IP phone supports a maximum of three parties on a conference call To Initiate a conference call 10 While on the call Press the Conference feature key This places the original call on hold A flashing image of an H will appear next to that call appearance in the LCD display Also dial tone is provided Dial the number to which you want to include in the conf
10. nsion number to which the call has been parked Note For more information on park zones refer to the Sphericall Desktop User Manual SoundPoint IP Phone Integration Manual 11 TELEPHONE USER GUIDE 00050 USING THE PICKUP SOFTKEY Figure 9 Pickup Softkey Pickup Softkey The Pickup softkey of SoundPoint IP phone allows you to answer a ringing phone at someone else s desk If you hear a ringing phone follow this procedure To pickup a call 1 Go off hook 2 Press the Pickup sofkey 3 Enter the appropriate extension number Note The Pickup softkey also allows users to retrieve calls from park zones Refer to the Using The Park Softkey section of this chapter USING THE PIN SOFTKEY Figure 10 PIN Softkey a 7 37 a m Tue Jul 7 ia Shawn Fradin PIN Softkey Authorization PINs allow you to apply permissions from your assigned user profile to initiate calls from a restricted phone 12 SoundPoint IP Phone Integration Manual TELEPHONE USER GUIDE SoundPoint IP Softkeys To use authorization PINs 1 2 3 4 To adjust the display 1 Go off hook Press the PIN softkey Enter your PIN code Dial the desired number Note For more information on Authorization PINs refer to the Sphericall Desktop User Manual ADJUSTING DISPLAY CONTRAST You can adjust the display contrast on the SoundPoint phone to the desired setting contrast Press the following keys simultaneously e and Audio Path
11. o Path control key Dial tone is provided and an image of the selected Audio Path control key appears in the LCD display 3 Press the or Audio Path volume key to adjust the volume to the desired setting Figure 5 Volume Adjustment LCD Display 7 37 a m Tue Jul 7 Adjustments Shawn Fradin 271 _ eee BEEE A graphical representation of the volume adjustments that you apply appear in the LCD display 4 Hang up the telephone To increase or decrease the phone s ringing volume 1 Press the or Audio Path volume key to adjust the volume to the desired setting To increase or decrease the volume of your handset 1 Place or answer a call 2 Press the or Audio Path volume key to adjust the volume to the desired setting A graphical representation of the volume adjustments that you apply appear in the LCD display Note In compliance with the Americans with Disabilities Act the volume for the handset returns to its default setting in the middle of the volume scale once the phone is on hook MAKING TELEPHONE CALLS This section describes how you can place answer or otherwise manage a telephone call PLACING A CALL You can place a call with the SoundPoint IP phone in either of the following ways 6 SoundPoint IP Phone Integration Manual To place a call To end a call Figure 6 To mute a call TELEPHONE USER GUIDE Making Telephone Calls Lift the handset and dial the desired number
12. volume keys e 0 key A contrast bar appears Press the or Audio Path volume key to adjust the contrast to the desired setting The contrast bar appears temporarily After a few seconds the normal display will resume SoundPoint IP Phone Integration Manual 13 TELEPHONE USER GUIDE er 14 SoundPoint IP Phone Integration Manual
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