Polycom IP Phone Model 301
Contents
1. DD Network Phone ASP Polycom 301 Phone Quick Reference Guide Dialing Plan Fill in these important numbers for your dialing plan Making Calls When making calls outside your dealership dial 9 and then the 10 digit number You do not need to press 1 for long distance calls Number Description My Direct Dial or Extension Operator Attendant Off Site Voice Mail Number Sales Service Parts Office Department Name Department Extension Zone Overhead Paging 5 6 7 8 In phone Zone Paging 1 Pick up the handset press the line button or press the Headset button 2 Dial the number according to your dial plan 3 If authorization codes are configured on your system and you are making a long distance call you will hear a voice prompt Enter your account code to place the call Note If you hear a reorder tone enter your authorization code and the call still does not go through contact your administrator for assistance Answering Calls There are several different ways of answering calls on your phone Pick up the handset or Press the Headset button if headset is connected and being used or Press the Answer softkey to answer in listen only mode or Press the line button to answer in listen only mode or Multiple Inbound Calls 1 Use the arrow keys to select the call to answer 2 Press the Answer softkey The first call is a2. age 2 Listen to current message 3 Send to one or more destinations 5 Send to distribution list 6 Mark message Urgent 7 Mark message Confidential Previous menu Repeat this menu 1 Confirm to delete all messages Cancel 1 Access you voice mailbox 3 Record your name Voice Portal 4 Change your call forwarding options 6 Make a call 8 Change your passcode 9 Exit voice portal Previous menu Repeat this menu Press 3 to 1 Record your name 2 Play your current name recording Previous menu Repeat this menu 2007 ADP Inc 66934 00
3. ce Phone 1 Press the Menu button 2 Select Features and then select Messages 3 Press the Connect softkey 4 Follow the voice prompts to access your messages Accessing Voice Mail from Another Phone or Outside the Office 1 Dial your extension inside the office or direct dial number outside the office 2 Let the call ring to voice mail and then press 3 Enter your passcode and then to access your voice mailbox Voice Mail Prompts Repeat Menu 1 Listen 2 Change Mailbox Busy Greeting 3 Change Mailbox No Answer Greeting 5 Compose amp Send New Message 7 Delete All Messages After listening to a message While listening to a message Save Message 7 Delete Message 2 Repeat 5 Playback Msg Envelope 8 Call back Caller 9 Addt l Options Previous menu 1 Reply to message 2 Forward message Previous menu Repeat this menu Press 9 to 1 Skip Back 2 Pause 3 Skip Forward 4 Jump to Beginning 5 Jump to End 1 Record new busy greeting 2 Play current busy greeting 3 Default system busy greeting Previous menu Repeat this menu 1 Record new no answer greeting 2 Play current no answer greeting 3 Default system no answer greeting Previous menu Repeat this menu End recording Go back to Messages 1 Change current mess
4. eference Guide Transferring Calls You can transfer incoming calls to other extensions at your dealership Note Blind transfers display the original party s caller ID while warm transfers display the caller ID for the person who transfers the call Blind Unsupervised Transfer This is the preferred method for transferring calls as it is faster and passes the original calling party s caller ID 1 While on a call press the More sofkey and then the Trnsfr softkey 2 Press the Blind softkey 3 Dial the extension you want to transfer the call to Warm Supervised Transfer 1 While on a call press the More sofkey and then the Trnsfr softkey 2 Dial the extension you want to transfer the call to 3 Announce the call and then hang up Note If you accidentally push the Split softkey in Step 3 press the EndCall softkey and begin at Step 1 again Transferring Calls to Voice Mail 1 While on a call press the Trnsfr softkey 2 Press 55 and then the user s extension 3 Press the Trnsfr softkey again to transfer the caller to the extension s voice mail Call Park Your dealership s operator generally parks calls to a dedicated range of extensions 6001 6005 while all other employees park calls to their own extension Parked calls revert back to you if no one picks up the call within 45 seconds Park a Call 1 While on a call press the Trnsfr softkey 2 Press 2 or the Park speed d
5. ial button if configured 3 Park the call to an appropriate extension e To park the call on your extension press and hang up e To park the call to another extension dial the extension press and then hang up Retrieve a Parked Call To retrieve a parked call go off hook press 3 or the Park Retrieval speed dial button if configured and then dial the extension where the call is parked Paging Groups for paging over the phone can consist of up to five different phone extensions To use the overhead all page feature use extension 3000 or press 4 Paging Overhead Speakers if configured Go off hook press 4 and then announce your message Paging Over the Phone 1 Go off hook and then press the paging group key for the group you want to page e 5 Sales e 6 Service e 7 Parts e 8 Administrative Office 2 Announce your message and then hang up when finished Call Pickup With call pickup you can answer a call ringing on another phone from your phone For group call pickup you can only answer incoming calls on other phones that have been specifically configured in the same group as your phone Holding 3 Way Conference Calls You can hold conference calls with two additional callers Group Call Pickup To answer an incoming call on another phone in your call pickup group Press 98 If multiple calls are ringing in your pickup group your phone will answer the call that arr
6. ived first Directed Call Pickup To answer any incoming call on your system Press 97 and then the extension of the phone line to answer Make a call to the first party Press the More softkey then the Conf softkey places the first party on hold Dial the number for the second party After the second party picks up the call announce the conference and press the Conf softkey to join all parties on the call Note Even if you hang up the other two parties can continue the conference BONS 2007 ADP Inc 2 66934 00 Quick Reference Guide Call Lists You can view lists of missed received and placed calls 1 Press the Menu button Use the Up and Down arrow keys to select Features and then press the Select softkey 3 Use the Up and Down arrow keys to select Call Lists and then press the Select softkey 4 Use the Up and Down arrow keys to select the appropriate list and then press the Select button 5 To view the details of the call select the call and then press the Select button To dial a number on a list select the number and then press the Dial softkey Contact Directory You can save frequently called numbers to the Contact Directory Depending on the configuration of the phone you can associate entries as speed dials on a line button Adding Entries Press the Menu button Select Features and then Contact List Press the More softkey and then press the Add softkey Use the dia
7. lpad to enter the first and or last name of the contact Press the Next softkey after each entry Enter the 10 digit phone number no leading 1 or 9 required for the contact Configure any other settings as wanted Press the Save softkey to save the new contact earching Entries Press the Menu button Select Features and then Contact List Press the More softkey twice and then the Search softkey Use the dialpad to enter the first few characters of the person s first or last name Press the Search softkey All matching entries display Pon OP CONS DOO Using Speed Dials You can assign speed dials to unused line buttons which you can then press to call the number associated with the speed dial You can also set up eight one digit speed dial entries Speed Dial 8 Adding Speed Dials When adding a new entry in your Contact Directory be sure to specify a valid number in the Speed Dial Index field for it to be associated with an available line button e g if you have two line buttons available enter either 1 or 2 Calling Speed Dials Use one of the following to call a speed dial entry Press the line button associated with the speed dial entry to call the contact Press the up scroll button to view the speed dial entries select an entry to dial and then press the Dial softkey to dial the contact Feature Access Codes You can dial feature access codes to access a variety of features and services f
8. or your phone To speed up the activation or deactivation of a feature press immediately after entering the feature access code Code Feature Code Feature 8 Automatic Callback Deactivate 98 Call Pickup 72 Call Fwd All Activate 70 Cancel Call Waiting 73 Call Fwd All Deactivate 99 Clear Voice Message Waiting Indicator MWI 90 Call Fwd Busy Activate 97 Directed Call Pickup 91 Call Fwd Busy Deactivate 55 Direct Voice Mail Transfer 92 Call Fwd No Answer Activate 78 Do Not Disturb Activate 93 Call Fwd No Answer Deactivate 79 Do Not Disturb Deactivate 68 Call Park 66 Last Number Redial 88 Call Park Retrieve 50 Paging 2007 ADP Inc 3 66934 00 Quick Reference Guide Accessing Voice Mail The first time you access your voice mailbox the system will prompt you to record a name greeting and change your password Voice Mail Extension Default Passcode Setting Up Your Voice Mailbox When you access your voice mailbox for the first time be sure to change or set up the following options Change your passcode PIN Record your first and last name Record a no answer greeting and a busy greeting Voice Mail Indicators When you have a new voice mail message the following indicators are active Flashing red LED Text message on phone screen Envelope icon next to extension on LCD Accessing Voice Mail from Your Offi
9. utomatically placed on hold and the second call is answered Ending Calls There are several ways to end a call on your phone Perform any one of the following options to end a call Replace the handset in its cradle Press the EndCall softkey Press the Headset button if using the headset Forwarding All Calls Note You cannot set up a shared line to forward calls Note When activating Call Forwarding using the Feature Access Code the phone s graphical display does not indicate that the line is activated to forward all calls Turning on Call Forwarding 1 Press Fwd softkey 2 If your phone has multiple lines select the line to forward 3 Dial the number to forward the calls to 4 Press the Enable softkey to activate the call forwarding Turning off Call Forwarding 1 Press the Fwd softkey 2 If your phone has multiple lines select the line to disable forwarding on 3 Press the Disable softkey Using Do Not Disturb When Do Not Disturb is turned on incoming calls will not ring on your phone and go immediately to voice mail Turning on Do Not Disturb Press the Do Not Disturb button Turning off Do Not Disturb Press the Do Not Disturb button again Placing Calls on Hold 1 While on a call press the Hold button or Hold softkey 2 Toresume the call press the Hold button or Resume softkey 280975 2007 ADP Inc 1 66934 00 Quick R
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