Polycom IP Phone Model 501
Contents
1. LD Network Phone ASP Polycom 501 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 In phone Zone Paging 1 Pick up the handset press the Speakerphone button 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 authorization 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 Speakerphone button or Press the line button or Press the Headset button if headset is connected and being used or Press the Answer softkey Multiple Inbound Calls 1 Use the arrow keys to select the call to answer 2 Press the Answer softkey The first call is aut2. Paging Over the Phone 1 Press the Page softkey enter the group extension to page and then press the Enter softkey 2 Announce your message and then hang up when finished Call Pickup With call pickup you can use your phone to answer a call ringing on another phone Group Call Pickup With Group Call Pickup you can answer incoming calls on other phones that have been specifically configured in the same group as your phone To answer an incoming call on another phone in your call pickup group Press the More and then GpPickup softkeys If multiple calls are ringing in your pickup group your phone will answer the call that arrived first Directed Call Pickup With Directed Call Pickup you can answer incoming calls on any other phone at your dealership To use Directed Call Pickup to answer any incoming call on your system Press the More and DirPickup softkeys enter the extension to answer and then press the Enter softkey 2009 ADP Inc 2 66936 01 Quick Reference Guide Holding 3 Way Conference Calls You can hold conference calls with two additional callers Make a call to the first party Press the More and Confrne softkeys Dial the number for the second party After the second party picks up the call announce the conference and press the More softkey three times then the Confrnc softkey to join all parties on the call Note Even if you hang up the other two parties can continue the c
3. Record your name 4 Change your call forwarding options 1 Record your name j 6 Make a call Press 3 to 2 Play your current name recording Voice Portal 8 Change your passcode Previous menu 9 Exit voice portal Repeat this menu beel Previous menu Repeat this menu 2009 ADP Inc 66936 01
4. feature access code 2009 ADP Inc This table shows the default feature codes set up for your phone system however ADP Support or your system administrator may have changed the codes to better meet your dealership s needs Code Feature Code Feature 8 Automatic Callback Deactivate 97 Directed Call Pickup 68 Call Park 55 Direct Voice Mail Transfer 88 Call Park Retrieve 78 Do Not Disturb Activate 98 Call Pickup 79 Do Not Disturb Deactivate 70 Cancel Call Waiting 66 Last Number Redial 99 Clear Voice Message Waiting 50 Paging Indicator MWI 3 66936 01 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 Office Phone 1 Press the Messages button 2 Press the Connect softkey 3 Follow the voice prompts to access your messages Accessing
5. 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 oor Save Message Repeat Menu 7 Delete Message 2 Repeat 1 Reply to message SOEN After listening to a message x Press 9 to 2 Forward message 5 Playback Msg Envelope Previous menu 8 Call back Caller Repeat this menu 9 Addt l Options 1 Previous menu Listen 1 Skip Back N 2 Pause 3 Skip Forward While listening to a message 4 Jump to Beginning 5 Jump to End 1 Record new busy greeting 2 2 Play current busy greeting Change Mailbox 3 Default system busy greeting Busy Greeting Previous menu SSS Sw efi kalaa 1 Record new no answer greeting 3 2 Play current no answer greeting Change Mailbox 3 Default system no answer greeting No Answer Greeting Previous menu SEE Repeat this menu End recording Go back to Messages 1 Change current message 5 2 Listen to current message 3 Send to one or more destinations Compose amp Send gt 5 Send to distribution list New Message 6 Mark message Urgent N 7 Mark message Confidential Previous menu Repeat this menu LA All 1 IN to delete all messages Messages A N 1 Access you voice mailbox 3
6. omatically placed on hold and the second call is answered Ending Calls There are several ways to enda 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 Speakerphone button if on speakerphone 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 the More softkey and then the Forward softkey 2 If your phone has multiple lines select the line and press the Select softkey 3 Select the option to configure and then press the Select softkey e Always Forwards all calls to specified number e No Answer Forwards calls only when you don t answer the line within the specified number of rings e Busy Forwards calls only when the line is busy 4 Dial the number to forward the calls to If you selected the No Answer option change the number of rings until the line forwards to the specified number 5 Press the Enable softkey to activate the call forwarding Turning off Call Forwarding Press the More softkey and then the Forward softkey If your phone has multiple lines select the line to disable forwarding on Select the appropriate
7. onference PON Call Lists You can view lists of missed received and placed calls You can also press the left arrow key to view the Received Calls list and the right arrow key to view the Placed Calls list 1 Press the Directories button 2 Use the Up and Down arrow keys to select Call Lists and then press the Select softkey 3 Use the Up and Down arrow keys to select the appropriate list and then press the Select button 4 To view the details of the call select the call and then press the Select button 5 To dial a number on a list select the number and then press the Dial softkey or the right arrow key Corporate Directory The Corporate Directory lists your dealership s employees and their extensions 1 Press the Services button 2 Make sure Directory is selected then press the Select button 3 Use the dialpad to enter a first or last name or partial name Use the Up and Down arrow keys to toggle between the fields 4 Use the Down arrow key to select Submit and then press the Select button 5 Use the Up and Down arrow keys to select an entry and then press the Select button to dial the entry 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 1 Press the Directories button 2 Select Contact Directory 3 Press the Add softkey press the M
8. option to disable and then press the Select softkey Press the Disable softkey Placing Calls on Hold While on a call press the Hold button or Hold softkey To resume the call press the Hold button or Resume softkey Nr PON gt 310079 2009 ADP Inc 1 66936 01 Quick Reference Guide Using Do Not Disturb When Do Not Disturb DND 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 For multi line phones select the line to set to DND press the Select softkey and then press the Enable softkey Turning off Do Not Disturb Press the Do Not Disturb button For multi line phones select the line to remove from DND press the Select softkey and then press the Disable softkey 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 Transfer button or the More and Transfer softkeys 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 Transfer button
9. or the More and Transfer softkeys 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 End Call softkey and begin at Step 1 again Transferring Calls to Voice Mail 1 While on a call press the More and XfrToVM softkeys 2 Enter the user s extension and then press the Enter softkey If transferring the call to your own mailbox press the Enter softkey without entering an extension Call Park Your dealership usually has a dedicated range of extensions 6001 6005 used for parking calls Park a Call While on a call press the Park softkey The system parks the call on the next available park extension and announces to you which extension the call is parked at Parked calls revert back to you if no one picks up the call within 45 seconds default value Retrieve a Parked Call 1 Press the Retrieve softkey 2 Enter the extension where the call is parked and then press the Enter softkey 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 4000 Paging Overhead Speakers if configured 1 Press the Page softkey enter 4000 and then press the Enter softkey For multi zone paging systems press the number corresponding to the zone to page 2 Announce your message and then hang up when finished
10. ore softkey first if entries are already added If you want to search for an existing contact press the Search softkey enter the first few characters of the contact s name and then press the Search softkey 4 Use the dialpad to enter the first and or last name of the contact 5 Enter the 10 digit phone number no leading 1 or 9 required for the contact 6 Configure any other settings as wanted 7 Press the Save softkey to save the new contact 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 for your phone To speed up the activation or deactivation of a feature press immediately after entering the
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