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User Guide for the Polycom® SoundStation® IP 7000 Phone for 8x8

1. 0 0 00 cece eee eee 2 6 Updating the Backlight Intensity 00008 2 6 Updating the Ring Tone s c0 6 lt s a0c2ea0 canned indcantennsanane 2 9 Selecting a Rite TONE crpireryort redni EES Genet pee ede tes 2 9 Setting Distinctive Ring Tones for Contacts 2 9 Updating Audio Quality and Capabilities 0 2 11 Updating the Sound Quality of Your Phone 2 11 Enabling Auxiliary Audio Components 2 12 Adjusting the Speaker and Ringer Volume 04 2 14 Usine Call EiSiS persmap inditan R A anne ree enn AEA 2 14 Viewme Call LISS s 407 acse sit enan d NEEE E 2 15 Managing Call LISIS sericis rirrn er ren heaond hess Sean bees 2 15 Managing CONICS a93405h04u sche sai tes tenomdsesey segeeee ese 2 17 Viewing Your Local Contact Directory 00005 2 17 Accessing Your Corporate Directory 0 000 e cece eee 2 18 Enabling Your Phone to Save Corporate Directory Search Results 2 18 Adding Contacts to Your Local Contact Directory 2 19 Adding Contacts Manually 00 0 0 00 0 e eee 2 19 Adding Contacts from Call Lists 00 0008 2 22 Adding Contacts to Your Contact Directory from a Corporate IDINCCUOLY Bic esse eat ena anee sens pp oheseeee ene saead 2 22 Deatemineg 100 CONTACIS 344 2445 64540 pE os 9583 09k ee 8a 2 23 Searching for Contacts in Your Local Contact Directory
2. a 3 4 or 3 Scroll to the date or time format you want and then press the Select soft key 4 Press to return to the idle screen To enable or disable the time and date display 1 Press i and then select Settings gt Basic gt Preferences gt Time and Date The Time and Date screen displays a Time amp Date GB Clock Date 2 Clock Time 3 Disable Back To disable the time and date display scroll to Disable 2 Do one of the following or To enable the time and date display you do not have to highlight an item Enable is already highlighted Go to step 3 Time amp Date GB Enable Back 3 Press the Select soft key 4 Press 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 i and then select Settings gt Basic gt Contrast The Contrast screen displays a Contrast oo ae oe fEE E tt Le 2 Press the Up or Down soft keys to increase or decrease the display contrast 3 Press the Ok soft key 4 Press 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 and the Backlight Idle intensity separately You ca
3. 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 gt amp displays at the top left of the screen When you disable Do Not Disturb the registered line icon A displays instead 3 Press 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 i 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 J 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 J and select Applications then select Apps Home then Corporate Directory Search 2 Input name extensio
4. 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 7000 package SoundStation IP 7000 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 7000 Conference Phone 25 foot Network Cable Optional Accessories Quick Start Guide a The following items are optional accessories for your phone External Microphone Kit with two extension microphones Installing the Phone This section describes how to install your phone It includes the following topics Connecting Network and Power Sources on page 1 3 Connecting Optional Extension Microphones on page 1 4 Connecting Network and Power Sources Note There are two ways to connect your phone to the network and a power source Your system administrator can tell you which of the following methods best suits your teleconferencing needs e Power over Ethernet PoE 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
5. 2 23 Searching for Contacts in Your Corporate Directory 2 24 Updating Contacts in Your Local Contact Directory 2 26 Deleting Contacts from Your Local Contact Directory 2 27 Placing Calls to Contacts 423 66650413004 30504 sig eehee eee 4 2 27 Managing Incoming Calls 24 ced mie dest ee seeder geass esata ees 2 29 Dishine dishing Cals sser ardea pena rede tebe yee EAA 2 29 Rejectine Calls errereen urnie ene a eee en teen sats 2 29 Divers Calls sescsrereioss cones es AIER REEE 2 30 3 Using the Features of Your Phone 222 3 1 Pacina Calle gcaces uneasy REEE 1 ous EIEE EE T oar 3 2 Placing Calls Using Speed Dials 000 000 0008 3 3 Answering Calls a5 0 0524ceo5aci daane RREA 3 4 PAd r AHVE Arege errre 3 4 Mu ting the Microphone o24 535 0i305sc500 9es043o egenn iniia 3 5 Redialinge Numbers todvs gorse ered wae eee eae tees 3 5 Holding and Resuming Calls cnvcpaetaewds tamed pees recta OA 3 6 Hosting Local Conference Calls 0 0 0 c eee eee eee 3 7 betting Up CONICICNCeS oi lt 2 5 55075 sone soaee sss s EEDE 3 7 Setting Up a Conference Using the Conference Soft Key 3 7 Setting Up a Conference with an Active Call and a Call on Hold Ma aging Conferences 5 4 63400tceuetinedanqanteegateraaiaanes 3 9 Muting Conference Call Participants 00 3 10 Placing Conference Call Participants on Hold 3 10 Removing Conference
6. The Advanced Find screen displays 4 Advanced Find A Ascii Last Name First Name Phone Number 604 URL Enter your search criteria and then press the Submit soft key The screen displays any successful matches 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 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 the Dir soft key and then select Contact Directory The Directory screen displays Directory a Mia Baille 9924 An w Jag 2 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 23 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 a gt Edit Contact A Ascii First Name Ray Last Name Dubois Contact 6894 speed Dial Index 2 C save ma lt lt tore 4 Update the contact information For information on the fields you can update see Adding Contacts Manually step 3 on page 2 19 5 Press the Save s
7. 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 to return to the idle screen Updating Audio Quality and Capabilities You can adjust the audio quality of your phone and enable auxiliary audio components such as wireless lapel microphones speakers recording devices and computers that you connect to the Multi Interface Module Updating the Sound Quality of Your Phone You can adjust the sound quality of your phone by changing the treble or bass control To adjust the sound quality of your phone 1 Press i and then select Settings gt Basic gt Audio gt Bass and Treble The Bass and Treble screen displays Bass and Treble ED Treble EQ 2 Bass EQ To adjust the treble control scroll to Treble EQ and then press Select 2 Doone of the following The Treble EQ screen displays Treble EQ REEEECOOCO Note To adjust the bass control scroll to Bass EQ and then press Select The Bass EQ screen displays A Bass EQ EERE HEL 3 Press the Up or Down soft keys to adjust the treble or bass EQ and then press Select 4 Press to return to the idle screen Enabling Auxiliary Audio Components Before you can use the auxiliary audio components that you connect to the Multi Interface Module wireless microphones speake
8. 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 il About This Guide Thank you for choosing the Polycom SoundStation IP 7000 conference phone This phone provides multi person audio conferencing capabilities for medium to large conference rooms 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 before you set up a
9. Directory if this is set up on your phone 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 the Dir soft key and then select Contact Directory The Directory screen displays Directory C 7 Baille 2 To add a contact to your phone s database press the Add soft key The Add To Directory screen displays 4 Add To Directory A Ascii First Name Last Name Contact speed Dial Index 11 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 10 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 directory 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
10. Managing Contacts on page 2 17 To update missing contact information see Adding Contacts Manually step 3 on page 2 19 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 the Dir soft key and then select 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 18 2 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 24 3 Press the View soft key The Contact screen displays A Contact z Last Name Bell 2 First Name Dan 3 Phone Number 6084549480 4 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 5 Press to return t
11. Online Call Forwarding e Phone based Call Forwarding Note 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 29 To access forwarding options gt gt Press i and then select Features gt Forward Forwarding Calls Statically You can set up your phone to forward calls to another number To forward calls to another extension 1 Press i and the
12. Silent Ring 2 Low Trill 3 Low Double Trill 4 Medium Trill 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 to return to the idle screen Setting Distinctive Ring Tones for Contacts 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 A Directory a Mia Baille 9924 A m Jag 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 a gt Edit Contact A Ascii First Name Ray Last Name Dubois Contact 6894 speed Dial Index 2 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
13. a E EE R E or 3 23 4 Troubleshooting Your Phone ssssssssssecsee e 4I l stallahon Con pura HoN 46022565 s44e5nbeeeteeresseawensesses ei 4 1 POWER ANG Oat iresi re n ea a Taa E 4 2 COMMONS oaae ae ERE wack E E A E E A E Gata AAT 4 3 Access to Screens and Systems 0 cece cece ees 4 4 COINS co oat E E EAEE E E EE sya 4 4 PL e a e ee ee eee E ee ee ee 4 5 PUNO casee E EE the eee ees ke ere aeae acai e sel anes eas 4 6 Testing Phone HardWale sc60 s doeeecadebaxieeayieeerteseetese es 4 6 vi Getting Started with Your Phone This chapter provides basic installation instructions and information for obtaining the best performance from your SoundStation IP 7000 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 include e Excellent wideband audio performance e Aconsole microphone with a range of up to twenty feet e Expansion microphones to accommodate large room sizes 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 8 e Navigating Menus and Entering Data on page 1 10 To read about how to change the settings on your phone see Chapter 2
14. 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 Note To mute the microphone gt gt During a call press The LEDs glow red and the mute icon displays on the phone screen The other person or people cannot hear you You can still hear all other people while Mute is enabled To turn off the Mute feature press again To mute the microphone if you use extension microphones gt gt Press onthe phone or the microphone To turn off the Mute feature press amp or again button on the top of an extension When you press the Mute button on the phone or on any extended microphone connected to the phone you mute the microphone on the phone and all extended microphones connected to the phone 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 Cae To redial a previously dialed number 1 Press the Dir soft key and then select Call Lists gt Placed Calls The
15. the key to Page Up and the key to Page Down 3 Press the Edit soft key The Edit Contact screen displays a gt Edit Contact A Ascii First Name Ray Last Name Dubois Contact 6894 speed Dial Index 2 4 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 5 Scroll to the Auto Divert field and then change the Auto Divert setting to Enabled Use the Right or Left scroll key to select Enabled 6 Press the Save soft key 7 Press to return to the idle screen Using the Features of Your Phone Your SoundStation IP 7000 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 4 e Ending Active Calls on page 3 4 e Muting the M
16. to either call and then press the Join soft key The Active Conference screen displays 3F 1951 Thu Apr 9 1 50 PM A conference is created with the active call the call on hold and yourself Managing Conferences To manage a conference you must currently be in an active conference call From the Active Conference screen you can press the Manage soft key to manage the individual participants in the conference or end the conference call The following figure shows the Manage soft key that displays when you are in an active conference 1951 Thu Apr 9 1 50 PM re Active Conference To manage a conference gt gt From the Active Conference screen press the Manage soft key The Manage Conference screen displays F Manage Conference GD James Smith 1954 qk 2 Henry Wong 6084 quik Cd Back J Ene ca From the Manage Conference screen you can scroll to a conference participant and manage the participant s conference participation or end the conference call You can access the following soft keys from the Manage Conference screen e Hold Puts a selected participant on hold The held participant cannot hear any other participants and no participant can hear the held participant e Back Returns you to the Active Conference screen e End Call Ends the conference call The other two participants remain connected To remove a conference call participant see Removing Conference Ca
17. 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 2 During a call press the Trnsfer soft key 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 The Polycom IP 7000 phone offers two methods of call forwarding e
18. want and then press the Select soft key The text on the screen changes to the language that you selected 3 Press to return to the idle screen Updating the Time and Date Display The time and date appear on the idle screen of your phone 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 4 1951 Thursday April 9 1 26 New Call Dir To update the time and date display 1 Press i and then select Settings gt Basic gt Preferences gt Time and Date The Time and Date screen displays Time amp Date GB Clock Date 2 Clock Time 3 Disable Select _ To change the date format press the Select soft key 2 Do one of the following 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 ED O 1 Jan Mon 1 January Monday C Jan 1 Mon C January 1 Monday
19. you require one see your system administrator 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 To connect the phone using AC power 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 the Power Insertion Cable 3 Connect the Power Insertion Cable to an available LAN port on the wall or hub switch device port 4 Connect the Power Adapter to the Power Insertion Cable 5 Connect the Power Adapter with the attached Regional Power Cord to the wall outlet Connecting Optional Extension Microphones To connect extension microphones to your phone make sure you have the optional External Microphone Kit The External Microphone Kit contains two extension microphones Connect the free end of the optional extension microphone cable to one of the microphone connectors on the phone 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 s
20. Call Participants 3 11 Obtaining Information About Conference Call Participants 3 11 Holding and Resuming Conferences 00 00 00 0 eee 3 12 Splitting CONLELCNCES 242 004 even cas a testeaaseh tetas geetaaues 3 13 Ending Conferences sarrsieritiemi trenn thea damepaneghenigs 3 13 Using Conterence Bridges csisrereisoreissi seep an datiu teeside 3 13 To call into a conference bridge ss scsrsssedsnirirarsirae ss 3 13 Conference Menu Options 00 0 c eee eee ee eee 3 14 ITronsiemng Calls an eo otes Meroe se ad aves eae eae ae ee ee 3 14 Performing a Consultative Transfer 0 0 0 0 000 005 3 15 Performing a Blind Transfer 0 0 00 cece eee eee 3 15 Forwarding Casi nak vo chtue ee eceatouadr oor A aonne ees 3 16 Online Call Forwarding sys 4 5s06w4 seiuwsvereoe 555 gt Fae 4 ones 3 16 Phone based Call Forwarding 0 0 cece eee eee 3 16 Forwarding Calls Statically 00 eee 3 16 Forwarding Calls Dynamically 0 0 0 0c eee eee 3 18 Using Do Nof DIStUTD 2145442500504 5454 680 i ETET Erau a4 3 19 Returning the bast Call cssiresrereirirasp i ranie EE EEEE 3 19 Using Me AULOATICNGANE eisu aces reas amaa e eTa p a EO 3 19 Using the Corporate Directory 0 0 eee eee eee eee 3 20 Managing Speed Dial Entries s 22 45514 94420 8054450eeetecGesa tees 3 20 Usine Voice Mail caste va nen ry nret aier EREE ENEE EE EAN 3 22 CaM INCCORING nas kisaran a ERE
21. 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 20 To place a call using a speed dial index number 1 Press the Up scoll key The Speed Dial Info screen displays Speed Dial Info GD Ann Brown 1657 2 Ray Dubois 6894 Analiese Madsen 1743 Henry Wong 6084 2 Do one of the following 3 4 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 or 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 19 You can forward incoming calls by pressing the Forward soft key see Forwarding Calls Dynamically on page 3 18 If you set up your phone with a silent ring press the Answer soft key to answer the call To answer a
22. Placed Calls screen displays Placed Calls E John Smith 1950 _2 Henry Wong 1952 2 Scroll to the number you want to redial and then press or 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 12 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 41951 Thu Apr9150PM Hold James Smith 1954 Transfer 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 conference 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 7 e Managing Conferences on page 3 9 e Holding and Resuming Conferences on p
23. aced 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 To view 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 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 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 You
24. age 3 12 e Splitting Conferences on page 3 13 e Ending Conferences on page 3 13 Setting Up Conferences Note You can set up a conference in one of two ways e Using the key or 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 or 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 or 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 3F 1951 Thu Apr 9 1 50 PM iaaii Conference Setting Up a Conference with an Active Call and a Call on Hold If you are currently in an active call and you have 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
25. aracters 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 e 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 If you want to Then do this Enter text in a specific Press the Encoding soft key language When in text entry mode the language the text will display in appears at the top of the screen Enter special characters In text entry mode press the 1 A a soft key to select A Ascii or a Ascili mode and then press 1 or 0 one or more times To enter other special characters press one or more times Press the O 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 Press the Right or Left scroll key tand Customizing Your Phone You can customize your SoundStation IP 7000 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 2 e Adjusting the Speaker and Ringer Volume on page 2 14 e Using Call Lists on page 2 14 e Managing Contacts on page 2 17 e Managing Incoming Ca
26. ay is incorrect the phone phone The display has bad contrast 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 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 6 The display is flickering Certain types of older fluorescent Try the following lighting cause the display to e Move the phone away from the lights appear to flicker e Replace the lights Audio 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 Press i and then select Status gt Diagnostics gt Test Hardware gt Audio Diagnostics Keypad Diagnostics or Display Diagnostics
27. ble recording devices or computers to record phone calls scroll to Record Out and then press Select 2 Do one of the following Toenable external speakers scroll to External Speaker and then press Select Todisable speakers and to prevent recording devices and computers from recording phone calls scroll to Off and then press Select 3 Press to return to the idle screen Adjusting the Speaker and Ringer Volume To adjust the speaker volume gt gt During a call press or to adjust the volume up or down To adjust the ringer volume gt gt When the phone is in the idle state press or to adjust the ringer volume up or down Using Call Lists 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 15 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 1951 1 new missed call Thursday April 9 1 32 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 an
28. d 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 C LCD graphic display Soft keys Scroll keys End Call key Volume keys Shows the time and date menus and soft keys as well as information about calls messages and features The information display line the line that displays the directory number also displays icons and text such as Popup text like network error messages Do Not Disturb text icon e g Do Not Disturb Call forwarding text icon e g Call Forward Enabled Missed call text like 4 new missed calls Presence text like Busy Prompt text like Enter URL Time and date text If there are multiple items to display the items will display in a scrolling fashion Select specific context sensitive functions that display on the screen above each soft key Allow you to Scroll through displayed information Enable or disable fields View the Speed Dial Info list Up scroll key View the Received Calls list Left scroll key View the Placed Calls list Right scroll key View the Missed Calls list Down scroll key Ends a call Allows you to e Select a field of displayed data e Enable or disable fields Adjust the volume of the speaker and the ringer e Call key Acti
29. d then select 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 18 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 24 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 Distinguishing Calls Rejecting 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 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 9 You can customize your phone so that incoming calls from a particular party are immediately sent to your
30. d then select Features gt Call Lists gt Missed Calls Received Calls or Placed Calls or Press the Dir soft key and then select Call Lists gt Missed Calls Received Calls or Placed Calls or To quickly view the placed calls list press the Right scroll key To quickly view the missed calls list press the Down scroll key To quickly view the received calls list press the Left scroll key 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 the Dir soft key and then select Call Lists The Call Lists screen displays Call Lists GP Missed Calls Received Calls Placed Calls Clear 2 3 4 2 Do one 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 Missed Calls Missed Calls Cleared Note To manually clear all calls in all call lists you can restart the phone by pressing then selecting Settings gt Basic gt Restart Phone or To view and manage a call list scroll to either Missed Calls Received Calls or Pl
31. e that is enabled 2 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 3 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 While your phone rings press the Forward soft key The Call Forwarding screen displays 4 Call Forwarding 1 Ascii Contact Forward Back J ta 2 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 3 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 14 If you have chosen to forward your calls to another number calls will be sent to that number if Do Not Disturb is enabled To enable and disable Do Not Disturb 1 Press i and then select Features
32. e an existing entry 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 4 Press the Save soft key 5 Press to return to the idle screen 21 Using Voice Mail Note 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 e Anicon on the phone screen e A stutter dial tone instead of a normal dial tone To listen to voice mail messages 1 Press i and then select Features gt Messages gt Message Center The Messages screen displays indicating the number of urgent new and old messages you have Messages 2 To listen to your voice mail press the Connect soft key and then follow the voice or visual prompts on the screen 3 Press to return to the idle screen Call Recording Call Recording On Off Virtual Office Pro users only Call Recordi
33. e 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 Polycom Inc
34. e phone which shares a directory number with another phone can place and receive calls The phone is ringing The phone is unable to place and receive calls You have a new voice mail message See Using Voice Mail on page 3 22 Navigating Menus and Entering Data To navigate menus and enter data follow these tips Note 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 Exit the main menu and return Press to the idle screen Exit the Main Menu or Press the Exit soft key Directories menu Return to the previous menu Press the Back soft key Cancel the current task or edit Press the Cancel soft key session or lt gt Scroll through lists Press a When lists appear on more than one page press the key to Page Up or press the key to Page Down Select a menu item Do one of the following Scroll to the menu item and then press Scroll to the menu item and then press the Select soft key 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 Enter numbers uppercase Press the 1 A a soft key one or more times to characters or lowercase select numerical uppercase or lowercase ch
35. elected a new intensity press the Save soft key If you did not select a new intensity press the Back soft key Select Backlight Idle Intensity The Backlight Idle Intensity screen displays 4 amp Backlight Idle Intensity ED C High 2 Q Medium 3 0 Low 4 0O ofi Scroll to the intensity you want and then press the Select soft key The default Backlight Idle Intensity is Low If you selected a new intensity press the Save soft key If you did not select a new intensity press the Back soft key Select Maximum Intensity The Maximum Intensity screen displays A Maximum Intensity W down up J canca Or Press the Up or Down soft keys to increase or decrease the maximum intensity the screen can display If you selected a new intensity press the Ok soft key If you did not select a new intensity press the Cancel soft key Press to return to the idle screen Updating the Ring Tone Note 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 i and then select Settings gt Basic gt Ring Type The Ring Type screen displays Ring Type ED O
36. er 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 18 Note Note To search for a contact in the Corporate Directory 1 Press the Dir soft key and then select 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 18 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 and 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
37. ference Option 2 1 2 Enter your extension then press 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 2 3 Transferring Calls Enter your extension then press Enter your password then press Voicemail Password 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 15 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 15 Attended transfer tThe 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 7 and Ending Conferences on page 3 13 Performing a Consultative Transfer Perform a consultative transfer if you want to talk to the party to whom you are
38. i POLYCOM QQ axe nc gt User Guide for the Polycom SoundStation IP 7000 Phone for 8x8 Virtual Office SIP 3 2 3 March 2011 1725 15645 001 Rev C Trademark Information POLYCOM 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 Portions of the softwar
39. icrophone on page 3 5 e Redialing Numbers on page 3 5 e Holding and Resuming Calls on page 3 6 e Hosting Local Conference Calls on page 3 7 e Using Conference Bridges on page 3 13 e Transferring Calls on page 3 14 e Forwarding Calls on page 3 16 e Using Do Not Disturb on page 3 19 e Returning the Last Call on page 3 19 e Using the Auto Attendant on page 3 19 e Using the Corporate Directory on page 3 20 e Managing Speed Dial Entries on page 3 20 e Using Voice Mail on page 3 22 Placing Calls You can place a 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 Jacklyn Smith at directory number 1951 that has lasted for 57 seconds H 1951 Thu Apr 9 1 50 PM cal Jacklyn Smith 1955 id End can Transfer 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 Do one of the following To dial a phone number enter the ph
40. ll Participants on page 3 11 e Info Provides additional information about the selected participant e FarMute Mutes the selected participant The muted participant can hear all participants but no participant can hear the muted participant Muting Conference Call Participants To mute a conference call participant gt gt From the Manage Conference screen scroll to the participant you want to mute and then press the Far Mute soft key The following figure shows the far mute feature applied to James Smith The far mute icon displays next to his name and the UnMute soft key appears k Manage Conference ED James Smith 1954 2 Henry Wong 6084 A p yf Hold Back End Call The muted participant can hear all participants but no participant can hear the muted participant If you press jr instead of the Far Mute soft key all other participants can hear each other but they cannot hear you When you press the LEDs glow red To un mute the participant press the UnMute soft key Placing Conference Call Participants on Hold You can select a conference call participant and place the participant on hold You can return the participant to the conference at any time by pressing the Resume soft key If you want to place a conference call on hold see Holding and Resuming Conferences on page 3 12 To place a conference call participant on hold gt gt From the Manage Conference sc
41. lls on page 2 29 Some customizations including shared lines and viewing a Corporate Directory must be set up by your system administrator To learn 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 i 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 e Updating Audio Quality and Capabilities 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 24 Updating the Language The phone supports many languages English Internal is the default language that displays To change the language 1 Press i and then select Settings gt Basic gt Preferences gt Language The Language screen displays Language English Internal 2 O SPX zh cn 3 O Dansk da dk 4 O Nederlands nl nl Select 2 Scroll to the language you
42. n 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 19 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 the Dir soft key and then select Contact Directory The Directory screen displays Directory a Mia Baille 9924 Dan Bell 6044 2 Scroll to the user s entry and then press the Edit soft key The Edit Contact screen displays a Edit Contact A Ascii First Name Ray Last Name Dubois Contact 6894 speed Dial Index 2 3 Scroll to the Speed Dial Index field and then update the speed dial index number Use the lt lt soft key to delet
43. n 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 18 Search Filtered 2 Search for the contact See Searching for Contacts in Your Corporate Directory on page 2 24 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 i and then select Settings gt Basic gt Preferences gt Corporate Directory gt View Persistency 2 Scroll to Enabled and then press the Select soft key 3 Press the Back soft key 4 Press to return to the idle screen Adding Contacts to Your Local Contact Directory Note 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
44. n select Features gt Forward The Forwarding Type Select screen displays 4 Forwarding Type Select Always Disabled No Answer Disabled Busy Disabled Back Select 2 Scroll to the forwarding type you want and then press the Select soft key The options are i 3 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 Do one 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 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 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 4 Press the Enable soft key If you selected the forwarding type Always the text Call Forward Enabled and a moving arrow display on the idle screen next to the directory number To disable call forwarding 1 Press i and then select Features gt Forward The Forwarding Type Select screen displays showing the forwarding typ
45. n 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 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 A call is in progress A call is on hold There is an incoming call ringing There is an outgoing call ringing back Any menu shows on the display In all other cases the Backlight Idle intensity applies To change the backlight intensity 1 Press i and then select Settings gt Basic gt Backlight Intensity The Backlight Intensity screen displays a Backlight Intensity GB Backlight On Intensity Backlight Idle Intensity Maximum Intensity 2 3 2 Select Backlight On Intensity The Backlight On Intensity screen displays Backlight On Intensity ED High 2 Medium 3 O Low 4 0O Off 3 Scroll to the intensity you want and then press the Select soft key The default Backlight On Intensity is High 10 11 If you s
46. nd 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 ill Contents About This Guide ccc ccc ccc cece cece cece cc ece Ill 1 Getting Started with Your Phone 1 l Patio WIS 22695 6504546524 55 O76 beeen e se beet saeeelaseess EE 1 2 Ophonal ACCESSOriES 55 044 55 5h roasts Gen ES aia ees 1 2 listens the TIONG aaie i pea enous tae bones AA EEE A E ER wee 1 2 Connecting Network and Power Sources 00 00000005 1 3 Power over Ethernet 0 0000 cece eee ence ees 1 3 PO TOWE tone ctosu od bo ott ose E eee eeeeue se 1 3 Connecting Optional Extension Microphones 1 4 Resisterine MET THONG fog rpri r esain EAE A EEE ESE EERE 1 4 Before You Use Your PHONE eeri reao ea a a esse EE G 1 4 Features of the PRONE sarri lt 08sasdtentevinn dad enone Pode de 1 5 Understanding Line and Call Icons 0 0 00 00005 1 8 Navigating Menus and Entering Data 008 1 10 2 Customizing Your Phone ccccccecccsccesec 2 1 Conmeuring Basic SCtUN eS seapea papa E seen eeuesgdeere peers 2 2 Updating Preferences s 24052s45 4056c0neeheee tourer ae ae todas das 2 2 Updating the Language 2 0 oie rokems eee dg t tit teinn priS 2 2 Updating the Time and Date Display 0 2 3 Updating the Display Contrast
47. ng On Off is available to Virtual Office Pro users when the Call Recording feature on your 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 All Contacts My Services r Caller ID Profile Caler ID 140866340079 x2837 2 Call Wailing OM First Namas l Last Hame Senith Voicemail Settings Password _ Show paseword Time Zone Paofic Standard T Nehfication by emailt Enabled with Audio Ermali bemthieksicom f Call Recording Recording mode Record On Demand Play Announcement when calls are recorded w To Other Party jv To Me Please be sure you have read the Temne 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 7000 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 g
48. o 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 peaker Allows for ringer and hands free audio output 2 Microphones Provide 360 coverage by three internal microphones 3 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 Soli
49. o the idle screen Note 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 17 To update contact information see Adding Contacts Manually step 3 on page 2 19 Searching for Contacts You can search for contacts in your local Contact Directory or in a 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 the Dir soft key and then select Contact Directory The Directory screen displays a Directory a Mia Baille 9924 R pan Bell 2 Press the Search soft Da A Ee 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 Directory Search A Ascii li 3 Scroll to the contact you are searching for You can dial edit or delete the contact 4 Press to return to the idle screen Searching for Contacts in Your Corporate Directory Search 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 Whenev
50. oft key 6 Press to return to the idle screen Deleting Contacts from Your Local 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 the Dir soft key and then select Contact Directory The Directory screen displays a Directory a Mia Baille 9924 mw n ag 2 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 23 To scroll through a list of contacts use the key to Page Up and the key to Page Down 3 Press the Delete soft key The contact is deleted from the directory 4 Press 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 the Dir soft key and then select Contact Directory The Directory screen displays Directory 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 23 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 the Dir soft key an
51. one 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 Msn 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 Dial soft key To place a call on hook to dial a phone number gt gt 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 Left Right or Down scroll key to access the received placed or missed calls list 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 14 e To access your Contact Directory or Corporate Directory if enabled for your phone press the Dir soft key and then select 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 17 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
52. r Corporate Directory on page 2 24 and Adding Contacts to Your Contact Directory from a Corporate Directory on page 2 22 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 i and then select Features gt Contact Directory or gt gt Press the Dir soft key and then select Contact Directory The Directory screen displays listing all the contacts in your directory Directory Wa Mia Baille Scroll to view all your contacts You can use the key to Page Down and the key to Page Up Accessing Your Corporate Directory Note Note 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 Each time 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 18 To access your Corporate Directory 1 Doone of the following Press and then select Features gt Corporate Directory or Press the Dir soft key and then select Corporate Directory The Corporate Directory search scree
53. reen scroll to the participant you want to place on hold and then press the Hold soft key 3 10 Note The following figure shows James Smith on hold The on hold icon displays next to his name and the Resume soft key appears T Manage Conference James Smith 1954 A 2 Henry Wong 6084 The held participant cannot hear any participants and no participant can hear the held participant To return the participant to the conference scroll to the participant and then press the Resume soft key If the held participant presses the Hold soft key on their phone the participant will still be on hold even if you press the Resume soft key Removing Conference Call Participants To remove a conference call participant gt gt From the Manage Conference screen scroll to the participant you want to remove and then press The participant is removed from the conference the conference call ends and the other participant becomes the active call If you press the End Call soft key instead you end the conference call The other participants remain connected Obtaining Information About Conference Call Participants You can display information about a conference call participant such as their name and number or if they are on hold To display information about a conference call participant 1 From the Manage Conference screen scroll to the participant whose information you want to obtain 2 3 Pre
54. rouped as follows e Installation Configuration on page 4 1 e Power and Startup on page 4 2 e Controls on page 4 3 e Access to Screens and Systems on page 4 4 e Calling on page 4 4 e Displays on page 4 5 e Audio on page 4 6 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 6 If you require more information or assistance contact your system administrator Installation Configuration 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 See Installing the Phone on page 1 2 Undo last configuration change Check that no more than two microphones are installed Contact your system administrator Power and Startup The display shows Network Link The network cable is not properly Verify that the network cable is properly is Down connected connected e Check the cable termination at the switch or hub furthest end of the cable from the phone Check that the switch or hub is operational flashing link status lights 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 To attempt re regi
55. rs as well as recording devices and computers to record phone calls you must enable them You enable the components from the Auxiliary Audio menu You do not have to enable audio from a mobile phone or from a computer calling application This audio is automatically enabled when you connect the Mobile Phone Cable or the Computer Calling Cable to the 2 5mm audio connector on your conference phone For information on connecting auxiliary audio components to the conference phone or Multi Interface Module see the Setup Guide for the Polycom SoundStation IP 7000 Phone available at www polycom com voicedocumentation To enable or disable wireless lapel microphones 1 Press i and then select Settings gt Basic gt Audio gt Auxiliary Audio gt Aux Audio In The Aux Audio In screen displays Aux Audio In aS M Wireless Mic O Other Input O Off Back Select Toenable a wireless lapel microphone scroll to Wireless Mic and then press Select 2 Do one of the following To disable wireless microphones scroll to Off and then press Select 3 Press to return to the idle screen To enable or disable speakers as well as recording devices and computers 1 Press i and then select Settings gt Basic gt Audio gt Auxiliary Audio gt Aux Audio Out The Aux Audio Out screen displays Aux Audio Out ED O Record Out 2 Q External Speaker 31 amp Off Select Toena
56. select Status gt Lines 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 The network cable is not properly See Power and Startup on page 4 2 is Down connected Calling There is no dial tone Power is not correctly applied to Verify that power is correctly applied to the the phone 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 There is no audible ring tone Ringer volume is low or the Verify ringer volume and Ring Type Ring Type is set to Silent Ring To adjust the ringer volume press either of the volume keys when the phone is in the idle state Check that the Ring Type is not set to Silent Ring See Updating the Ring Tone on page 2 9 Outbound or inbound calling is Place a call to the phone under unsuccessful investigation Check that the display indicates incoming call information A hollow phone icon displays at The phone is not registered to a Ask your system administrator to register the top of the screen server the phone to a server Displays There is no display Power is not correctly applied to Verify that power is correctly applied to the The displ
57. ss the Info soft key The Participant Info screen displays ss Participant Info GB Name James Smith 2 Number 1954 3 Line Audio call A MediaFlow Send Receive Press the Back soft key to return to the Manage Conference screen Holding and Resuming Conferences When you place a conference call on hold you place all other conference participants on hold To place an individual participant on hold see Placing Conference Call Participants on Hold on page 3 10 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 A 1951 Thu Apr 9 1 50 PM Hold Conference 1 37 Resume New Call From the Hold Conference screen you can do the following To resume the conference call press the Resume soft key The Active Conference screen will display again 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 Toend the conference call and split the conference into two separate calls on hold press the Split soft key Splitting 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 hold To split a conference gt gt From the Active Conference screen press the Split sof
58. stration with the call server reboot the phone For more information see your system administrator Contact your system administrator Controls The dial pad does not work The dial pad on the phone does Try the following not respond e Check for a response from other feature keys or from the dial pad Place a call to the phone from a known working telephone Check for display updates 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 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 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 There is no response when you The phone is not in an active Try the following press a feature key state e Press the keys more slowly e 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
59. t key The conference ends and all calls are split into individual calls and put on hold Ending Conferences 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 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 L Enter your extension then press 2 Enter conference ID then press 3 Please record first and last name then press Create a Con
60. 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 20 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 Note the following figure the labels Sales and Marketing have been assigned to contacts in the local Contact Directory Directory a sales Mia Baille 9924 Mrktg Dan Bell 6044 Optional Set the Ring Type For information on setting the ring type see Updating the Ring Tone on page 2 9 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 Auto 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
61. ve call using Polycom HD Voice technology Active call not using Polycom HD Voice Audio only call Conference Stops local audio from being heard at the far end of the call Contain 10 digits 26 alphabetic characters and other special characters available in context sensitive applications Places a call to the most recently dialed person Allows you to set up local audio conferences Allows you to access additional features and configuration settings Initiates a call 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 A call is in progress that does not use Polycom HD Voice An audio only call is either active or on hold or the phone is placing a call A conference is in progress See Hosting Local Conference Calls on page 3 7 a Do Not Disturb x a e a Registered line A b Registered shared line d d Unregistered Line Voice mail message The phone is dialing a number You have enabled the Do Not Disturb feature on your phone Your phone will not ring See Using Do Not Disturb on page 3 19 You have enabled the forwarding feature on your phone See Forwarding Calls on page 3 16 A call or conference is on hold See Holding and Resuming Calls on page 3 6 and Holding and Resuming Conferences on page 3 12 The phone can place and receive calls Th
62. 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 Press the Right or Left scroll key to switch between the Enabled and Disabled settings for the Auto Reject and Auto Divert fields 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 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 Press the Dir soft key and then select Call Lists gt Missed Calls Received Calls or Placed Calls 2 Scroll to the contact s call To scroll through a list of contacts use the key to Page Up and the key to 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 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
63. 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 directly to voice mail 1 Press the Dir soft key and then select Contact Directory The Directory screen displays A Directory a Mia Baille 9924 mw e ame 2 Scroll to the contact Or search for the contact see Searching for Contacts in Your Local Contact Directory on page 2 23 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 a Edit Contact A Ascii First Name Ray Last Name Dubois Contact 6894 speed Dial Index 2 4 Scroll down to the Auto Reject field and then change the Auto Reject setting to Enabled Use the Right or Left scroll key to select Enabled 5 Press the Save soft key 6 Press 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 the Dir soft key and then select Contact Directory The Directory screen displays a Directory a Mia Baille 9924 a oe 2 Scroll to the contact for whom you want to transfer calls Or search for the contact see Searching for Contacts on page 2 23 To scroll through a list of contacts use

User Guide for the Polycom® SoundStation® IP 7000 Phone for 8x8

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User Guide for the Polycom&reg; SoundStation&reg; IP 7000 Phone for 8x8

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User Guide for the Polycom® SoundStation® IP 7000 Phone for 8x8