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Polycom 400 Telephone User Manual

1. Remove Configure Polycom Telephone User Guide Set Up Outlook for TAPI 111 621 00000092 15 Enter your telephone number and password and click OK 112 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 16 Click OK in the VocalData VOISS dialog box to return to the Phone and Modem Options dialog box 17 Check to be sure that the Providers field now includes the VocalData VOISS Telephony Service Provider circled Phone And Modem Options E 2 x Dialing Rules Modems Advanced B The following telephony providers are installed on this computer Providers Microsoft H 323 TAPI Service Provider Microsoft Multicast Conference TAPI Service Provider NDIS Proxy TAPI Service Provider TAPI Kemel Mode Service Provider VocalData VOISS Telephony Service Provider Add Remove Configure Close Cancel Apply 18 Click Close in the Phone and Modem Options dialog box Windows is now configured to allow users to make calls from their contacts but the TAPI enabled program must be configured to use the VocalData line for dialing For information on configuring the program to use the PressOne telephone line for dialing go to Application Configuration for Using TAPI on page 160 Polycom Telephone User Guide Set Up Outlook for TAPI 113 621 00000092 Configuring Outlook to Use TAPI To configure Outlook or another TAPI enabled program to dial us
2. Deleting a Message To delete a voice mail message press 4 NOTE When you delete a voice mail message the message is deleted but the caller ID and message received information date time etc remains in the inbox listing until you exit voice mail Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox follow these steps 1 Press 6 NOTE You hear a prompt to enter the extension number of the person s to whom you want to forward the message 2 Enter the extension digits and then either e press to enter another extension or e press if this is the only or last person to receive the forwarded message 3 You get a prompt to leave an introduction to the forwarded message a Record your introductory message NOTE To forward the voice mail immediately without an introductory message press immediately after the prompt b Press to accept the message 4 Choose one of the following options to finish forwarding e Press 1 to forward the message 84 Voice Mail Features Polycom Telephone User Guide 621 00000092 e Press 2 to change the introductory message e Press 3 to review the introductory message e Press 9 to mark urgent and forward e Press to cancel the forward NOTE Press at anytime to cancel the forward If you press you must reenter the extension s and any desired introduction Replying to a Message To reply to a message you receive 1
3. e The group number must be from the allowed range and cannot already exist as a group e Ifthe voicemail account is corporate then allowed range is 10 79 e If the voicemail account is personal then the allowed range is 80 99 5 Press to confirm or to cancel Polycom Telephone User Guide Voice Mail Features 89 621 00000092 Enter the extension number of one of the members of the group Press key Repeat steps the previous two steps until all members are added Press the key again TIP A group can be created without any members in it Members can be added later by using the edit menu to add members To create a group with no members follow the previous steps with one exception When prompted to enter members just press or click the key NOTE To create group corporate or company distribution lists you must be in the mailbox for your company s main number Editing or Modifying a Group 1 oo Pes Press the button on your phone you use to access the voice mail system Press or click 6 for distribution groups Press or click 2 to edit a group Enter the number of the group to be edited Press a number to select an option from the edit menu e List all members press 1 e Add a member press 2 e Delete a member press 3 e Play the group name press 4 e Change the name press 5 90 Voice Mail Features Polycom Telephone User Guide 621 00000092 e Go back to the previous menu pres
4. and some caution should be used when activating features from star codes since they may not be reflected in display messages or lamp activity on the telephone NOTE This table lists the feature codes that are the default values for your phone system at the time of installation They may be changed by your system administrator to meet the needs of your company Any list of feature codes given to you by your system administrator should be used in place of the codes listed here Table 1 Feature Matrix Feature Name Enable Disable Abbreviated Dial Program 75 75 Abbreviated Dial Enable 3 code N A Anonymous Call Rejection 77 87 Call Forward All 72 number 73 or 72 Call Forward Busy On Off 76 number 77 or 76 Call Forward No Answer 78 number 79 or 78 On Off Call Return 69 N A Call Trace 57 N A Polycom Telephone User Guide VocalData Telephone Features 67 621 00000092 Table 1 Feature Matrix Feature Name Caller ID Block Directed Call Pickup Bus only Do Not Disturb Group Pickup Bus only Permanent Per Call Block Priority Call Redial Selective Call Forward Selective Call Rejection Call Block Speed Dial Voice Mail Transfer Enable 67 suspend for current call 42 your extension 04 06 N A 61 menu 07 63 menu 60 menu 74 program 09 Disable N A 04 82 number 61 menu N A 83 menu 80 menu 74 program 09 Use this feat
5. s voice echoes Decrease the speaker volume 12 Basic Phone Features Polycom Telephone User Guide 621 00000092 Chapter 3 PressOne Telephone Features This chapter contains an alphabetical summary of all features that may be provided on your telephone You will only be able to use those features that have been configured on to your telephone by the system administrator NOTE Each user s phone features are configured by the phone service provider It is possible that some system features are not configured on your phone If you do not have a feature listed in this chapter and would like to have it on your phone contact your system administrator for help Feature Activation Digit Some features require you to dial an activating digit followed by a numeric code example 588 The default value for this activating digit is 5 and it is used throughout this help system However your system administrator may choose to use another digit for this function In that case substitute your activating digit for the default Operation of all features will be exactly the same NOTE The feature codes star codes listed in these procedures are the default values for your phone system at the time of installation They may be changed by your system administrator Any list of feature codes given to you by your system administrator should be used in place of the codes listed here Abbreviated Dial This feature lets a
6. Star Codes 67 Transfer 68 Telephones Moving Your Telephone 4 Transfer 68 Blind 18 One Touch 48 Troubleshooting Speakerphone 12 U Urgent Pager Notification 87 88 Use Phone Without Putting Down the Handset 10 Using TAPI to Call from Outlook 95 Using the Speakerphone Adjusting the Volume 11 Answering a Call 11 Ending a Call 11 Switching from Speakerphone 11 UsingSpeakerphone 11 V Voice Mail Controls 79 Marking a Message as Urgent 81 Pager Notification Information Received 88 Pause Play of a Message 79 Replying to a Message 85 Rewind Fast Forward 79 Skip to the Beginning of a Message 79 Handset to Skip to the End of a Voice Mail 79 Voice Mail Features Accessing Your Mailbox 76 Changing Your Password 81 Composing Messages Sending 80 Creating New Voice Mail Distribution Group 89 Deleting a Message 84 Deleting Voice Mail Group 93 Dialing Back a Caller 85 Editing Voice Mail Distribution Group 90 Exiting Voice Mail 94 Forwarding a Message 84 Introduction 71 Listening to Your Greetings Listening to Your Voice Mailbox Greetings 87 Managing Distribution Groups 88 Available Options 89 Menus and Commands 72 Modifying Voice Mail Distribution Group 90 Receiving Pager Notification 87 Recording a Personalized Mailbox Greeting 86 Replaying a Message 83 Returning to Auto Attendant 82 Returning to Operator 82 Saving a Message 83 Sending a Message Directly to an Extension 86 Skipping the Mail Menu 81 Skipping to the
7. you are receiving the offending call 1 Hang up 2 Wait 10 seconds 3 Press 57 on the telephone keypad The last number that called you is traced After you initiate Call Trace a recording informs you if the trace succeeded and provides you with an 800 number you can use to take legal action Your phone number and the caller ID of the offending caller is recorded in the phone system s Call Data Record CDR Check with your service provider to retrieve the phone number of the traced call from the CDR Note the time and date that you traced the call as this will help the system administrator find the call in the CDR file Call Waiting If your phone is configured with Call Waiting you can answer an incoming call without disconnecting from the current call If a call comes in while you are on the phone you will hear a single beep repeated approximately every ten seconds NOTE f your phone is configured to be part of a Hunt Group it will skip to the next phone in the hunt group before you will be able to pick up the second incoming call 28 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Answering the Second Call To answer a second call without ending the current call press line button for the incoming call the display shows a slow flashing bell symbol for the ringing line Your current caller is placed on hold the line indicator for this call displays a slow blinking H and you are
8. 63 or 83 A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices Press 4 to add telephone numbers to the list of members who will be forwarded Enter the number with no spaces dashes or special characters followed by the key Press to save the entry add it to your list or press to cancel the entry 62 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 5 Select another menu item or hang up Listing Forwarded Phone Numbers 1 6 Press 63 or 83 A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices Press 5 to list telephone numbers of members who will be forwarded Press to hear the next number or press to return to the Selective Call Forward menu NOTE As long as you press for the next number the system will scroll through the list of member numbers starting over with the first number after the last number is spoken Repeat the previous two steps until you have heard as many of the numbers as you want Press to return to the Selective Call Forward menu when you are finished listening to member numbers Select another menu item or hang up Deleting Forwarded Phone Numbers 1 Press 63 or 83 2 Press 6 to delete telephone numbers from the list of numbers which will be forwarded 3 The voice prompt provides options for deleting members
9. Music on Hold 45 Microphone Adjusting the Volume 7 Ringer Patterns 9 31 Speakerphone Adjusting the Volume 7 Troubleshooting Speakerphone 12 Use Phone Without Putting Down the Handset 10 Using Speakerphone 11 Using the Speakerphone Answering a Call 11 Ending a Call 11 Switching from Handset to Speakerphone 11 Billing Codes 17 Phone Feature Buttons 17 Star Codes 17 Blind Transfer 18 Cc Call Answering 7 8 Call Back Queuing 18 Call Block Add Members 20 Add Number of Last Call 20 Delete Members 21 Disable 20 Enable 20 List Members 21 Call Block Selective Call Rejection 19 Call Forward All Calls 23 Polycom Telephone User Guide 621 00000092 Phone Feature Buttons 23 Disable Call Forward 24 Set Forward 23 Star Codes Disable 24 Call Forward Busy 24 Disable 25 Enable 25 Call Forward No Answer 25 Disable 26 Enable 25 Call Forward Selective 60 Add Forwarded Numbers 62 Delete Forwarded Numbers 63 Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Call Pickup 26 Directed 26 Group 27 Phone Feature Buttons 26 Star Codes 27 Call Return 27 Call Trace 28 Call Waiting 28 Answering the Second Call 29 Switch Between Calls 29 Caller ID Block 30 Calling External 9 Using the Handset 9 Using the Phone Keypad 10 Using the Speakerphone 10 Internal 10 Change Voice Mail Distribution Group Name 92 Changing Your Voice Mail Password 81 Components Descriptions 1 Co
10. Playback personal greetings 5 Record personal greetings 6 Access personal distribution groups 7 Change password 74 Voice Mail Features Polycom Telephone User Guide 621 00000092 Table 5 Alternate Voice Mail Menu Keys Access Code Function 8 Hear or change custom operator number Not supported for stand alone mailboxes NOTE On the phone LCD display this menu option is displayed as ZO 8 star Exit the voice mail system Play Control Keys star e When pressed while sender date and time information message header is playing returns to Alternate Voice Mail Top Menu When pressed while message is playing returns to message header e When pressed while message header is playing goes to next message header e When pressed while message is playing goes to Message Handling Message Control Menu 1 Skip backward 2 Pause Resume 3 Skip forward 11 Skip to the beginning 33 Skip to the end Message Handling Message Control Menu star Return to Alternate Voice Mail Top Menu Next message 1 Skip ahead 4 Play again 6 Forward Polycom Telephone User Guide Voice Mail Features 75 621 00000092 Table 5 Alternate Voice Mail Menu Keys Access Code Function 7 Delete 8 Reply 9 Save 88 Call originator Accessing Your Voice Mail You can access your voice mailbox from several different
11. This chapter explains how you can set up and use Microsoft Outlook to use TAPI to dial phone numbers using your telephone Information includes the following e Using TAPI to call from Outlook e Installing the TAPI 2 1 compliant support software e Configuring Windows so that Outlook can use TAPI e Configuring Outlook to use the PressOne telephone number NOTE Although Outlook is used as the example this information can also be applied to other TAPI enabled applications Using TAPI to Call from Outlook Once you have configured Outlook or another TAPI enabled program to dial using the PressOne system you can place calls through your telephone from the application You must be connected to the same network that your phone is connected to for TAPI enabled dialing to work with your PressOne phone NOTE f you installed the TAPI 2 1 compliant software for the PressOne system as part of installing the Desktop Portal the Desktop Portal must be running for calling from Outlook to work If you installed the TAPI 2 1 compliant software using the PressOne Web Portal PC Integration tab you can use Outlook at any time to make calls This example uses Outlook but other TAPI enabled programs will be similar The application documentation or online help should have information on making calls using the TAPI functionality To place a call from Outlook use the following steps Polycom Telephone User Guide Set Up Outlook for TAPI 95 621 00
12. This feature must be turned on by your system administrator for you to have access to its functions NOTE f you have a line appearance of another phone on your phone and a call comes in for the other line you can only use the 2 Please Hold feature to put the call on hold Pressing 1 or 3 for an incoming call for the other line appearance will disconnect the caller from your phone but the call will continue to ring on the other phone The send to voice mail and Call Me Back features are not available because the call may still be picked up on the phone that the line was primarily assigned to Caller ID Block This feature blocks the display of your phone number to the called party for this call only Be aware that if the person you are calling does not accept anonymous calls your call will be rejected since no Caller ID information is provided 1 Press 67 on the telephone keypad 2 Dial the phone number that you want to block Conference If supported by your system you can conference several internal and or external parties together Check with your system administrator for the availability of this feature on your system To create a conference call follow these steps 30 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Make a call or be engaged in a call 2 Press the Conference button The call is placed on hold and you hear dial tone 3 Dial the number of the perso
13. You need a power adapter for your phone at the new location as well To move your phone follow these steps 1 Unplug the telephone from the LAN connection jack and the power adapter from the wall 4 Your Polycom Telephone Polycom Telephone User Guide 621 00000092 2 Take the telephone to the new location Plug the telephone into the LAN connection jack and the power adapter into a wall outlet 4 Watch to ensure that the phone registers and boots up properly If it does not contact your system administrator Polycom Telephone User Guide Your Polycom Telephone 5 621 00000092 6 Your Polycom Telephone Polycom Telephone User Guide 621 00000092 Chapter 2 Basic Phone Features Adjusting the Volume There are two keys labeled with a plus and minus below the Dial Pad that will adjust the volume of the phone speakers By default these keys control the handset volume If you wish to adjust the volume of the speakerphone microphone or headset follow these steps 1 Either pick up the handset or press the appropriate button for the device whose volume you want to adjust Speakerphone Microphone Headset 2 Press and hold the plus button to increase the volume or the minus button to decrease the volume You should hear the tone adjust up or down and a slider scale is displayed on the phone to indicate the volume level NOTE The handset volume change is not stored Answ
14. aaa a a ada 26 Directed Call Pickup cccecceeeeececcecceeeeeeeeeeeseesensnecaeeaeeeeees 26 susing the PHONG conira eoaid iie 26 usna Star Codes enaena aaa ated aay Ae e 26 Group Call PickUp ir eiia e aa aaa aa eraa a AE Tae Siaa 27 susing the PHONG e aa E E 27 eang Sar COGO S a E 27 ii Polycom Telephone User Guide 621 00000092 Call REtUIMN r a detest a a ara 27 Call race wiatncinie wenn inh a inh ean 28 Call Walling a aaea entai aa a aii a see Aaa 28 Answering the Second Call 0 ccecceceesteeeeeeeeeenieeeeeeteeeeenees 29 Switching Between Held Calls 0 0 00 eeececeeeeseeeeeeeeenseeeeeeeeaes 29 Call Waiting with Caller ID ec eeceeeeeeeeteeeeeeenteeeeeeenaeeeeeeeaas 29 Call Waiting with ID Manager cccceeeeeceeeeeeeeenteeeeeeenteeeeeeeeaas 29 Caller ID BlO kerena tialevacet E AT 30 Conference 2 eesiice hati betel ere Aes 30 Conference Call Tips cccccccececeeeeeeeeeencnceeceeeeeeeeeeeeeeeeeeaees 31 Dial Tone and Ringer Patterns 0 0 0 0 ceeceeeeeeeeeeneeeeeeeeeneeeeeeeeaaes 31 Direct Extension ASSIQNMEeN cc ceceeeeeeeeeeeeeteeeeeeeeneeeeeeeeaaes 32 Programming a Guest Phone 0 eceeeeeeeseeeeeeeeeeeeeneeeeeeeeeaeeees 32 Re establishing the Guest Phone ceseeeceeeeeeeeeeeeeenneeees 33 Re establishing Your Old Phone ccccececceeceeeeeeeeeeeeeeeteeneeees 33 Do Not Disturb s 0c0cc ccth ie dete dois T ee eaii 34 Tips for using Do Not Dist
15. accept anonymous no caller ID calls You may use this feature to send caller ID information for that call only To allow your caller ID to be displayed on the phone you are calling Press 82 2 Dial the desired phone number The called number should either ring or be busy You should not get the anonymous call rejection message Phone Configurator The PressOne system allows the system administrator to configure your phone in the database before it is physically installed You can then pick up the handset and enter your phone number and password provided by your system administrator and it will be assigned to your phone It also allows you to find out the telephone number and IP address assigned to any telephone Using the Configurator you can also re assign your phone number to another telephone of a similar type usually for a temporary period at another location and then re assign the number to back your regular telephone set Polycom Telephone User Guide VocalData Telephone Features 49 621 00000092 Assigning Your Phone Number to Your Phone When your phone is first installed you may need to assign your phone number to your phone Your administrator should provide both your phone number and a password to allow you to do this NOTE Once you have assigned your phone number to your phone you may be required to change your password If not it is recommended that you change it for security To assign your phon
16. connected to the second caller NOTE The phone display shows a slow blinking bell icon to indicate a line with an incoming call The phone display shows a slow blinking H to indicate a line with a call on hold Switching Between Held Calls While speaking with the new party follow these steps To switch between calls after the first time press the line button with the call currently on hold The the current call is placed on hold and you are reconnected to the waiting call NOTE The phone display shows a graphic of a depressed button to indicate the line currently being used The phone display shows a slow blinking H to indicate a line with a call on hold Call Waiting with Caller ID If you have both the call waiting and caller ID capabilities you can see the caller ID of a call waiting call on your telephone s display Call Waiting with ID Manager While already on a phone call this feature allows the user to view the Caller ID of a second incoming phone call and decide how the second call should be handled The user has four options e Answer the new call and put the current on hold Polycom Telephone User Guide VocalData Telephone Features 29 621 00000092 e Press 1 to send the call to voice mail e Press 2 to send a Please Hold announcement to the incoming caller e Press 3 to send a Call Me Back announcement to the incoming caller After the announcement is played the call is disconnected
17. dialing in too early or entering an incorrect ID Only Moderators may extend a meet me conference call Polycom Telephone User Guide VocalData Telephone Features 37 621 00000092 To join a Meet Me Conference 1 If dialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number 2 Enter the ID of the conference you wish to join e If you are the moderator of the conference enter the Moderator ID e Ifyou are a guest enter the Guest ID provided by the moderator of the conference 3 Press the key e You will be prompted by the system Please record your name after the tone press the key when you are done 4 Record your name and press the key within 5 seconds NOTE f you do not complete this step within 5 seconds you will be connected to the conference without being identified Within the 5 seconds you may press the key to cancel the current recording and start the recording over e Under normal operations when you successfully enter the Guest or Moderator ID and are not too early the system will play the following greetings to you e If you are the first to join the conference Your conference call is active You are the first caller to join this conference Please wait for the next participant e f participants have already joined the conference You are now being connected to the conference e If you are within 5 minutes before
18. location and area code see arrows c Set the outside access digits in the Dialing Rules section to the digit that must be dialed to make an outside call circled 104 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 5 General Area Code Rules Calling Card Specify the location from which you will be dialing Country region P Area code United States of America k 972 m Dialing rules en dialing from this location use the following rules To access an outside line for local calls dial 3 To access an outside line for long distance calls dial E o disable call waiting Dial using Tone C Pulse Cancel Apply Click Apply Polycom Telephone User Guide 621 00000092 Set Up Outlook for TAPI 105 6 Click the Area Code Rules tab and do one of the following e Click New to add an area code to the list e Highlight an existing entry and click Edit to make changes NOTE f you have never configured Phone and Modem Options for your Windows computer the Area Code Rules field will be empty If you have setup Phone and Modem Options before for any device or application the previously entered information will be displayed General Area Code Rules Calling Card An area code rule determines how phone numbers are dialed from your current area code to other area codes and within your area code Area code rules AreaCode
19. sent to the number entered as the forward destination 24 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Enabling Call Forward Busy 1 Press 76 on the telephone keypad The speaker phone turns on Speaker lamp lights and the display shows Dial 2 Enter the number to which you want to forward all your calls when busy Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary The display shows the number as it is entered 3 Press on the telephone keypad Call forward busy is enabled and the phone hangs up NOTE Calls forwarded to an off net number that are unanswered will roll over to voice mail if available at the forwarded to destination Calls that stay on net and are unanswered will roll over to your voice mail if available Disabling Call Forward Busy e Press 77 or 76 on the telephone keypad Call forward busy is disabled and the phone hangs up Call Forward No Answer Call Forward No Answer allows you to forward calls that are unanswered at your phone to the number you enter Calls will not ring at your phone and will be sent to the number entered as the forward destination Enabling Call Forward No Answer 1 Press 78 on the telephone keypad The speaker phone turns on Speaker lamp lights and the display shows Dial 2 Enter the number to which you want to forward all your calls when bu
20. tell which mode is active is e If Night shows during the Day mode period Night has been activated e If Night shows during the Night mode period Day has been activated The Night feature has three states normal temporary or permanent which are changed when the Night button is pressed The states are shown on the phone display as follows e Normal no stars this means the display is blank in Day mode and shows Night in Night mode e Temporary one star in front of the word Night this applies whether the mode was changed from Day to Night or Night to Day e Permanent two stars in front of the word Night this applies whether the mode was changed from Day to Night or Night to Day These modes are defined by the service provider and can be configured for different time periods 46 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 The following table shows how to activate the various states of Night mode State Activation Definition Example Normal Default state Routes calls Monday Friday 8 5 no activation appropriately based calls go to attendant s required on the time of day phone All other times and day of week calls are answered by auto attendant Temporary Press the Changes the mode Attendantleaves early Night Night softkey but will automatically Monday and activates once revert back to the Night mode The Normal state at the system automati
21. the start of the conference call Your conference will start in a few minutes please wait or call back later 38 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 e When you join the conference if you are the third or later conferee to join the system will play your recorded name and the join tone to the moderator and the other conference participants NOTE As participants leave the conference call a ding sound will alert the moderator and all remaining participants that someone has left the conference call Dialing In Too Early If you dial the Meet Me Conferencing number more than five minutes prior to the scheduled conference call time you will hear the following message and the system will then disconnect Your conference is not scheduled to start until time on day date Please call back at that time Entering an Incorrect ID If you enter the wrong Guest or Moderator ID the system informs you the conference you wish to join could not be found and prompts you to press 1 to re enter the conference ID or press the key to end the call If you pressed 1 do the following 1 Enter the ID of the conference you wish to join 2 Press the key Extending the Conference Duration Five minutes prior to the end of the call the system plays a message to the moderator that the conference will end in five minutes Instructions are provided to the moderator on how to extend th
22. 000092 Start Outlook if not already running Click the Contacts icon to switch to the Contacts listing Right click on the contact you wish to call to bring up the Actions pop up menu Open Print G Forward New Message to Contact New Appointment with Contact New Meeting Request to Contact ES New Task for Contact New Journal Entry for Contact Link gt E Call Contact Ai Trel Meeting Y Flag for Follow Up Categories X Delete 96 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 4 Click Call Contact on the menu circled in the previous screen to open the New Call dialog box m Number to dial Contact Michaels Gene Number 469 555 2186 Dialing Properties J Create new Journal Entry when starting new call Call status On hook Start Call End Call Dialing Options Close 5 Click Start Call to dial the telephone number displayed in the Number field NOTE You cannot call four digit extensions from Outlook A complete 7 or 10 digit phone number must be used TIP Always check to be sure you have the correct number selected before starting a call If you have multiple phone numbers entered for the person you are calling you must use the drop down list to select the number to call 6 The speaker on your telephone should be activated and you should hear ringing or a busy signal as the call is connected to th
23. 2 Configuring Windows for TAPI For TAPI enabled programs to be able to dial using the TAPI Service Provider Windows must be configured correctly to be able to use the proper line get an outside line and dial correctly he following notes apply to all TAPIl enabled programs e The program must be set to use PressOne Telephone Service Provider that must be installed on your PC e The access codes required for outside calls usually 9 or 8 must be configured e Instructions for handling area codes and if necessary 10 digit dialing must be configured Use the following steps to set up TAPI 2 1 compliant Service Provider in Windows These steps are from Windows 2000 Other Windows versions should be similar 1 Click Start Settings and Control Panel to open the Control panel window 2 Double click Phone and Modem Options circled Click Edit circled in the Phone and Modem Options dialog box Polycom Telephone User Guide Set Up Outlook for TAPI 103 621 00000092 Phone And Modem Options E 21 x Dialing Rules Modems Advanced B The list below displays the locations you have specified Select the location from which you are dialing Locations Location O My Location 972 Cancel Apply 4 Inthe Edit Location dialog box click the General tab if not selected and do the following a Enter a Location name if desired boxed b Make sure the Country Region and Area Code information match your
24. Guide 621 00000092 1 From the guest new phone dial 588 or the code provided by your system administrator You are prompted to enter the telephone number which you want that phone to be Presumably your original old phone number 2 Enter your complete 10 digit telephone number followed by the key You are prompted to enter a password The password default is the last four digits of the phone number entered in this step 3 Enter your password followed by the key The phone is now programmed to be your phone and your old phone is removed from service NOTE When you reassign your telephone number to the new phone the button template from your old phone is assigned to the new phone Re establishing the Guest Phone To reset the guest phone to its original number follow the steps to program a phone using the original phone number and password of the guest phone Re establishing Your Old Phone Once you have programmed another phone with your old phone s extension you must reconfigure your old phone before using it Your old phone displays the message Pickup handset to configure Pickup the handset and perform the following steps 1 Enter your old 10 digit phone number followed by the key You are prompted to enter a password 2 Enter the password followed by the key Your password is typically the last four digits of your phone number The phone is now programmed back to its origi
25. Next Message 84 Voice Mail Distribution Group Listing 93 Zero Out to Operator 82 Voice Mailbox Greetings Recording Personalized 86 Volume Adjusting Speakerphone 11 W Windows before Distribution Polycom Telephone User Guide 621 00000092 Configuring for TAPI 103 Z Zero Out to Operator 82 1 8 Polycom Telephone User Guide 621 00000092
26. Prefixes Rule 214 All Dial area code 469 All Dial area code 972 All Dial area code New Edit Delete Select a rule in the list above to view its description or click New to add a rule m Description Cancel Apply 7 Enter the three digit area code in the Area Code field for each area code where you have special rules that need to apply such as dialing all 10 digits within your area code or having 106 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 multiple area codes that are not long distance by filling in the necessary information in the New Edit Area Code Rule dialog box NOTE Depending on whether you clicked New or Edit the dialog box will say either New Area Code Rule or Edit Area Code Rule If you clicked Edit the area code you highlighted will be displayed in the Area Code field This area code rule will only apply to calls made to the area code and prefix combination you specify below Area code you are calling Areacode Prefix Area code X XXX XXX XXXX Prefixes Specify the prefixes to be used for this area code rule Include all the prefixes within this area code C Include only the prefixes in the list below Prefixes to include m Rules When dialing phone numbers that contain the prefixes above Tl Dial fi T Include the area code Cancel EXAMPLE Residents in the Dallas area have three area codes shown
27. Press 2 to reply to the message You hear a prompt to record your reply 2 Record your reply message Press to accept your message Your voice mail system gives you the following options e Press 1 to send reply e Press 2 to change reply e Press 3 to review reply e Press 9 to mark urgent and reply e Press to cancel the reply and re record You hear the message options again Dialing Back a Caller To dial a caller who left a message if Caller ID information is available Press 3 Polycom Telephone User Guide Voice Mail Features 85 621 00000092 Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system To go directly to someone s voice mail box 1 Dial 577 or the code provided by your system administrator on the keypad You hear a voice prompt to enter the extension number of the person you want to send a message to 2 Dial the extension number You hear a greeting and voice prompt to enter a message 3 Record your message and hang up NOTE You can press on your phone at any time during the greeting to skip to the end of it Recording Personalized Mailbox Greetings You can record a different voice mail greeting for each of the conditions that transfers a caller to your voice mailbox e when your phone rings and you don t answer it the No Answe
28. USER GUIDE Table of Contents 1 Your Polycom Telephone sseeceeeeeeeeeeeees 1 INthOdUCHION siai eiai eis neared dered eae 1 Accessing Phone Features eeecccceeeesseeeeeeeeseneeeeeeetneeeeeeeeaaes 1 In This Manttall cssctececets eieae aa aiaei aed stds aadi ea 1 Telephone Description ceccccccceceeceeeeeeeeeeeeeeeneeeceeeeeeeeeees 1 Polycom Telephone Features Table ecccccesseeeeeeeeteeeeeeenaees 3 Moving Your Telephone ccccceceeceeeeeeeeeeeeeeeeeeeeeeeseeeneeeeeeeeeanees 4 2 Basic Phone Features ccccccccceeeeeseesseeesseeeeeeeeeees 7 Adjusting the VoOlUIMG ccccccceeessccccceessnccceceereenccechenecedeceneneccecereses 7 Answering a Calerie ear Aa T E 7 USNI Me PRONE nire aa EEE AR 7 Answering a Second Call Call Waiting cc eeeeeeeeeeenteeeeeeees 8 Hanging Up arsina E ss edeneeeh AA 8 Dial Tone and Ringer Patterns ccececseeeeeeeeneeeeeeeenteeeeeeenaees 9 Making an External Call cc cccceseeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeaaeees 9 satsing the HandSet vectt sceicceteiad istered epee EEES 9 using the Speakerphone c cceeeeeeeeeeeeeceeeeeeeeeeeeteeeeeseees 10 USiNg the Phone Keypad eeeecccceeeeeeteeeeeeeetteeeeeeeneeeeeeeeenaaes 10 Making an Internal Call cece cceceeeeeeeeeeneeeeeeeenaaeeeeeeenaeeeeeeeaas 10 Using a Headset vi cfscc eneeee dda etet ee iene needed 10 Using
29. a Telephone Features Polycom Telephone User Guide 621 00000092 4 Dial the phone number you want to assign to this Abbreviated Dial code followed by the sign or press to cancel The phone number you entered for this Abbreviated Dial number is repeated back NOTE Be sure to enter all the numbers normally required to dial the call This includes the area code for long distance calls and may include the area code for local calls in some areas Press to save the changes or to exit without saving Program or verify another Abbreviated Dial code or hang up to exit Deleting an Abbreviated Dial Code Deleting an Abbreviated Dial code means simply removing the telephone number associated with the Abbreviated Dial code 1 Press 75 NOTE A voice prompt will lead you through the remaining steps 2 Press 1 to program set the Abbreviated Dial code 00 99 Press the digits of the Abbreviated Dial code to delete followed by the sign A confirmation message tells you No number was entered 4 Program or verify another Abbreviated Dial code or hang up to exit Verifying an Abbreviated Dial Number 1 Press 75 2 Press 2 to verify check an Abbreviated Dial code 00 99 Polycom Telephone User Guide VocalData Telephone Features 15 621 00000092 3 Press the Abbreviated Dial code you wish to verify The phone number you entered for this Abbreviated Dial number is repeated back 4 Program or verify
30. a member ccccccccccceeesssceceeeeseeceeeettececeeeeeneeceeeeeneneees 91 Play the name of the group asssssessssssseseesrrnesssnrenserennesseernnesee 92 Change the name of the group ssesessssseseresseerrrssserrrsssreen 92 Deletmg a Group aeeai E T A ATES 93 Listening to a List of Distribution Groups eeseeeseeeeeeeeereeseeee 93 Exiting the Voice Mail System esseeeeesseeerssereerrsssrerrrssrrerrsss 94 5 Set Up Outlook for TAPI ceeesseeeeeeseeeeeeeeeeeee 95 Using TAPI to Call from Outlook ee eeeeeeeeenneeeeeeetieeeeeeeeaaes 95 Installing the TAPI Support Software cccccceceeeeeeeeeeseeeeees 98 Configuring Windows for TAPI cccceeeeeeeeeeeeeseeeeeeeetsteeeeereeea 103 Configuring Outlook to Use TAPI 0 ccceeceeeeetteeeeeeeetieeeeeeeeee 114 vi Polycom Telephone User Guide 621 00000092 Chapter 1 Your Polycom Telephone Introduction This guide describes how to use all of the features that are provided by your PressOne telephone system on your Polycom Soundpoint 400 and 500 telephones Accessing Phone Features Some features require you to dial an activating digit followed by a numeric code The default value for this activating digit is 5 and it is used throughout this guide However your system administrator may choose to use another digit for this function In that case substitute your activating digit for the default All feature operation will be exactly
31. all member numbers The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Call Block menu Select a menu item or hang up 22 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Call Forward All Calls Call Forward All Calls allows you to forward all calls for your phone to the number you enter Calls will not ring at your phone and will be sent to the number to entered as the forward destination If your telephone has a display it will show that your telephone is forwarded You can forward calls to an IP or non IP phone Calls forwarded to an external number 7 or 10 digits that are unanswered will roll over to voice mail if available at that number Calls forwarded to an internal number 4 digit extension that are unanswered will roll over to voice mail if available for the called party not the forwarding destination External forwarding must be supported by your system for external numbers to be accepted Be sure to include the access code for an outside line and the area code if necessary with the external number Up to 20 digits may be entered NOTE The specified destination number is not tested for validity by the PressOne system Enabling Call Forward All using the Phone 1 Press the Forward button The speaker phone turns on Speaker lamp lights and the display Enter Forwarding Number 2 Enter the number to
32. allows you to turn the Selective Call Forward feature on and off i e decide when calls from your list will be forwarded and when they will ring at your telephone as usual Disabling turning off the feature does not delete the list of callers assigned for forwarding 1 Press 63 or 83 A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices 2 Press 1 to enable Selective Call Forward if it is disabled or to disable the feature if it is enabled 3 Hang up Polycom Telephone User Guide VocalData Telephone Features 61 621 00000092 Entering the Forwarding Destination Number 1 5 Press 63 or 83 A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices Press 2 to enter the forwarding number destination for forwarded calls Enter the forwarding number followed by the key Press to save the entry add it to your list or press to cancel the entry Select another menu item or hang up Identifying the Forwarding Destination Number 1 Press 63 or 83 A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices Press 3 to hear the forwarding number destination for forwarded calls The voice prompt tells you the forwarding number and you are returned to the Selective Call Forward menu Adding Forwarded Phone Numbers 1 Press
33. another Abbreviated Dial code or hang up to exit Anonymous Call Rejection When enabled this feature rejects calls from callers who block the display of their caller ID information Enabling Anonymous Call Rejection 1 Press 77 on the telephone keypad 2 Hang up On the next incoming call the calling party gets a message that the party they are calling does not accept anonymous calls Disabling Anonymous Call Rejection 1 Press 87 on the telephone keypad 2 Hang up Authorization Code Calling This feature is available system wide to allow deny long distance dialing and does not appear as a button on your telephone If you are required to enter an authorization code for a call follow these steps 1 Access an outside line 2 Press 16 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 3 Enter the authorization code obtained from your system administrator When the correct code is entered you hear dial tone 4 Enter the desired number you want to call Billing Codes This feature if enabled by your service provider lets you assign a project or client code to any call The code is recorded in the Call Data Record CDR file Contact your system administrator to retrieve the billing records from the CDR file You can enter the billing code from the telephone keypad or using star codes using the Phone After you dial the number or during a call follow these steps 1 Pres
34. available at this time Dropping a Conference Call Should it be necessary a conference call may be dropped deleted while in progress Reasons for dropping a conference call may include participants becoming loud not allowing others to talk and 40 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 lack of courtesy among others To drop a conference call press 7 All callers will be disconnected from the conference call and the call terminated Scheduling a Meet Me Conference 1 If dialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number Press 1 to schedule a conference call Enter the date of the conference call in mm dd yy format Enter the 4 digit start time of the conference call in 24 hour format HHMM All start times must be in quarter hour increments e g 0800 0815 0830 0845 Enter the length of the conference call in 5 minute increments but with a minimum of 15 minutes e g 15 20 25 etc followed by the key Enter the number of participants conference ports to reserve followed by the key The system repeats your conference call settings to you as You have requested to reserve a conference call for day of week date at time with a duration of X minutes and X ports Press the key if the information is correct otherwise press 1 to re enter the conference call parameters NOTE f
35. ber or to return to the Priority Call menu Press until you find the number you wish to delete Press 1 to delete the number e The number is deleted immediately and the next number in the list is announced e You are prompted to press 1 to delete it to hear the next number or to return to the Priority Call menu Repeat the previous two steps until you have found and deleted as many of the numbers as you want Press to return to the Priority Call menu or hang up Press 3 to immediately delete all member numbers e The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Priority Call menu Select a menu item or hang up 54 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Queue ACD Automatic Call Distribution The Automatic Call Distribution ACD queuing feature allows the PressOne system to distribute incoming calls arriving at the pilot number to a defined group of phones You will have one or more feature buttons on your telephone assigned as queue lines depending on how many ACD groups you belong to Finding Your Queues The queue name is visible on the phone when you are logged out of the queue It is not visible when you are logged into the queue When you are logged out of the queue the name is displayed next to the line button to which the queue is assigned and the name will be preceded by a star Logging Into Out o
36. by speed dial buttons and the Abbreviated Dial feature With Group Speed Dialing you have access to a common speed dial list of up to 1 000 entries managed by your system administrator Group Speed Dial numbers are extension numbers that have been programmed to dial another number usually an external number Your system administrator will provide you with a list of Group Speed Dial numbers and their destinations Hold This feature lets you place a call on hold While a call is holding the holding party occupies the associated line To place a call on hold and free the line see the Park feature description 1 During a conversation press the HOLD button On the phone s LCD display an H is displayed next to the held line Depending on your system configuration the party may hear music a recorded announcement or silence while holding 2 To resume the conversation press the associated line button NOTE Starting one minute after the party is on hold and occurring each minute after that one ring sounds from the phone speaker The message LEDs do not flash This occurs whether you are using the handset or the speakerphone This is to remind you that you have a call on hold NOTE For more details on handling two calls at once see Switching Between Held Calls on page 29 Hold on Queuing This feature allows you to wait for a busy outgoing line to become available See Call Back Queuing on page 18 P
37. c Phone Features 9 621 00000092 3 Dial the desired number including 1 and the area code if required as supported by your configured class of service NOTE f you placed a call using the handset you can switch to using the speakerphone by pressing the button and then hanging up the handset using the Speakerphone 1 Press the button 2 Press 9 or the digit that is required to access an outside line An outside line is automatically selected 3 Dial the desired number including 1 and the area code if required using the Phone Keypad 1 Press 9 or the digit that is required to access an outside line An outside line is automatically selected and the speakerphone is turned on 2 Dial the desired number including 1 and the area code if required Making an Internal Call The VOISS system provides several ways to make an internal call To make an internal call you can either lift the handset or press the speaker button or a line button then dial the desired extension e g 1105 See also the Intercom feature described on page 36 Using a Headset Using the phone with a headset requires leaving the handset offhook All of the same features are available using a headset that are available using the handset 10 Basic Phone Features Polycom Telephone User Guide 621 00000092 Using the Speakerphone Your telephone is equipped with a speakerphone that lets you converse hands
38. cally next change in the returns to normal at 8 time of day day of a m Tuesday week schedule morning Permanent Press the Changes the mode Attendant will be out Night Night soft key but requires manual for several days and twice intervention to return noone will answer the to the Normal state main number Attendant uses Permanent Night mode which remains in effect until the Night soft key is pressed again Return to Press the Night mode is Normal Night soft key disabled whether itis twice Temporary or Permanent On hook Dialing You can dial a number while the handset is on hook by doing one of the following e Dial the phone number on the keypad e Press the desired line button and dial the number Polycom Telephone User Guide 621 00000092 VocalData Telephone Features 47 e Press the button and dial the number e Press a speed dial button e Press the Redial soft key e Press the Intercom Intcom soft key TIP You can pick the handset up at any time to conduct a private conversation One Touch Transfer One Touch Transfer allows you to transfer a call using predefined one touch transfer buttons You can make instant unsupervised transfers with this feature which is typically assigned to the receptionist s telephone The PressOne system administrator assigns either extension numbers or voice mail destinations to the buttons used for one touch transfers S
39. ccess codes if the default codes do not work Changing the Extension Number The extension number assigned to a phone may be changed using Phone Configurator To change the extension number dial 588 and follow the instructions NOTE The 588 access code is the default for the system and your access code may be different Check with the system administrator for the correct access code if the default code does not work Priority Call The Priority Call feature allows you to define numbers that will ring at your telephone with a special ring that tells you this is an important call To use this feature you manage a list of telephone numbers internal or external that cause the priority ring to sound when a call with that caller ID appears at your telephone Priority Call is managed through a menu of commands activated by pressing digits on the keypad The commands are e 1 Enable disable feature e 2 Add members e 3 List members e 4 Delete members Polycom Telephone User Guide VocalData Telephone Features 51 621 00000092 If you have a display on your telephone the options for each menu level appear on your display For example if you press 4 to delete a number the display will show 1 Del Num 2 List 3 Del All Menu Enabling Disabling Priority Call The PressOne system allows you to turn the Priority Call feature on and off i e set the feature not to use the priority ring Disabling turning off the feat
40. crophone during a conversation This way you can converse with someone else in your office and the party on the phone will not be able to hear the conversation Press the Mute button again to turn the handset microphone back on Night The Night feature lets you determine where calls will be routed based on the time of day and day of the week Typically this feature is assigned to the receptionist s or attendant s telephone usually the company s main number and is used when the attendant leaves the office and wants the automated attendant to answer calls You can switch to the night or after hours mode during the day or to the day mode after hours Polycom Telephone User Guide VocalData Telephone Features 45 621 00000092 e Day mode or Mode 1 is defined by default as Monday Friday 8 00 am to 5 00 pm e Night mode Mode 2 is defined by default as Monday Friday 5 01 pm 7 59 am and all day Saturday and Sunday These modes are defined by the service provider and can be configured for different time periods When the system is in Day mode and has not been manuall switched there is no label on the phone display If the system is in Night mode or the Night button has been used to change the mode either from Day to Night or Night to Day the word Night appears on the phone display Pressing the Night button to change modes will briefly display a message of the selected mode The easy way to
41. dset 8 Basic Phone Features Polycom Telephone User Guide 621 00000092 Dial Tone and Ringer Patterns The VOISS telephone system generates different ringer and dial tones depending on call conditions There are four types of ringers all are answered the same way e One Ring Internal Extension to Extension Calls and when the VOISS system has called your extension to remind you or to notify you about something e Multiple Rings External Calls e Distinctive Rings A different ring tone is provided for up to two additional DID numbers assigned to your telephone by the system administrator These numbers do not appear as lines on your telephone but ring your prime line with the appropriate ring when they are dialed e Priority Ring The Personal Attendant Manager call screening feature allows users to designate specific callers as important enough to ring through to their telephone even if they have Do Not Distrub activated A different ring tone is provided for calls assigned the priority call option Making an External Call Several options exist for you to make an external call from your telephone You may use any of the following options the handset traditional the speakerphone or the keypad direct dialing using the Handset 1 Lift the handset 2 Press 9 or the digit that is required to access an outside line An outside line is automatically selected Polycom Telephone User Guide Basi
42. e Buttons 34 Star Codes 34 Tips 34 Enable Call Forward All Calls Star Codes 24 Group Call Pickup 27 Phone Feature Buttons 27 Group Speed Dial 35 Hold 35 Hold on Queuing 35 Hunt Groups 36 Intercom 36 Meet Me Conference 37 Adding More Ports to an Active Meet Me Conference 40 Cancel Delete 42 Dialing in to Join 38 Dialing in Too Early 39 Dropping a Conference Call 40 Entering an Incorrect ID 39 Extending the Conference Duration 39 Join 37 List of 44 Modify Edit 42 Roll Call 40 Schedule Create 41 Multi Call Park 44 Phone Feature Buttons 44 Mute 45 Night 45 One Touch Transfer 48 On hook Dialing 47 Park Phone Feature Buttons 44 Permanent Caller ID Block Release 49 Priority Call 51 Add Members 52 Delete Members 53 Disable 52 Enable 52 List Members 53 Queue ACD 55 Answer Calls 55 Find Out Queues 55 Log In 55 Log Out 55 View Calls In Queue Info 56 Redial Phone Feature Buttons 56 Redial 56 Star Codes 56 Release 56 Remote Access to Call Forwarding 57 Canceling Remote Forwarding 58 Setting or Changing Remote Forwarding 57 Selective Call Forward 60 Add Forwarded Numbers 62 Delete Forwarded Numbers 63 Disable 61 Polycom Telephone User Guide 621 00000092 Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Speaker 65 Speed Dial 65 Deleting a Number 66 Identify Assigned Number 66 Program Speed Dial Number 65 Use 65 Speed Dial Buttons Modify 66
43. e conference call if desired The conference call may be extended in increments of 5 minutes by pressing 6 for as long as needed or until the next scheduled conference call Polycom Telephone User Guide VocalData Telephone Features 39 621 00000092 Roll Call During a conference call the moderator may initiate a roll call of the participants that have signed in by pressing 2 All conference call participants will hear There are n people in the conference The following people have joined the conference System plays the name of each participant as recorded Roll call complete Adding More Ports to an Active Meet Me Conference During an active conference call the moderator may add more ports if needed To add more ports do the following 1 Press 3 The moderator will hear Please enter the number of ports you wish to add followed by the key 2 Enter the number of ports to be added then press the key The system will check the availability of the ports and report results to the moderator For example the moderator wants to add six ports e Ifall six ports are available the moderator will hear Six additional ports have been reserved for this conference e If only 5 of 6 ports are available the moderator will hear Five of six additional ports have been reserved for this conference e fno ports are available the moderator will hear We are sorry additional ports are not
44. e dialed number 7 Ifthe person you called answers carry on the conversation in the usual manner NOTE Do NOT click the Close button or icon in the New Call dialog box while carrying on a conversation on the speakerphone if available on your phone Closing the New Call dialog box while using the speakerphone will end the call immediately Minimize the New Call dialog box or if you need to close the dialog box pick up the handset Picking up the handset moves control of the call to the physical phone from the computer under Outlook and TAPI Polycom Telephone User Guide Set Up Outlook for TAPI 97 621 00000092 8 End the call by hanging up the handset pressing the speaker button or clicking the Close button or icon in the New Call dialog box Installing the TAPI Support Software To install and set up the VocalData TAPI 2 1 compliant software use the following steps SS YS oS Start Web Portal Click the Options tab Click the PC Integration tab Click Install VOISS TAPI Service Provider to begin the installation process Select a method for the installation and click OK This procedure uses the Save this program to disk option so that the install is available if needed again NOTE The P address shown in the location notice will be the IP address of the web server the Web Portal is connected to File Download E x You have chosen to download a file from this location TAPI EXE from 172 30 7 16 W
45. e frozen 10 minutes before the start time and cannot be modified after that time 1 If dialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number 2 Press 3 to modify a conference call 42 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 3 Enter the Moderator ID that was received when the conference was scheduled followed by the key The system announces the selected conference call settings to you as You have selected to modify a conference call scheduled for day date at time with a duration of X minutes and X ports 4 Press the key to confirm you want to modify this reservation or press if this is the wrong reservation and return to the conference menu NOTE f this is not the meet me conference you want to modify press the key to return to the Meet Me Conference setup menu 5 Enter the 4 digit start time of the conference call in 24 hour format HHMM All start times must be in quarter hour increments e g 0800 0815 0830 0845 6 Enter the length of the conference call in 15 minute increments e g 15 30 45 etc followed by the key 7 Enter the number of participants conference ports to reserve followed by the key The system repeats your conference call settings to you as You have requested to reserve a conference call for day of week date at time with a duration of X minute
46. e number Take the phone off hook Enter your complete telephone number and press Enter your password and press Hang up the phone Wait for the phone to reboot A ON gt When your telephone indicates that it is back online you can use the phone NOTE f you don t have a display or other indicator of phone functionality wait a minute or so and pick up the handset and listen for dial tone Once you hear dial tone you can make and receive calls NOTE f you accidentally press more than one line button and have the Phone Configurator active on multiple lines finish the assignment process on one of the lines Any additional active calls to the Phone Configurator are on hold When the phone becomes active disconnect the held call IP Address Phone Number Announcement The IP address and phone number announcement feature of the Phone Configurator function allows dialing an extension to hear the IP address or phone number of the phone This is especially useful 50 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 in conference rooms with analog speaker phones or at other locations with an analog phone where the phone number is unknown e To hear the phone number dial 587 e To hear the IP address assigned to a phone dial 589 NOTE These access codes are the default access codes for the system and your access codes may be different Check with the system administrator for the correct a
47. e the voice mail message NOTE While the message plays the box to the right of the green arrow turns red Click on the red box to stop the message NOTE The yellow folder icon to the left of the green arrow lets you open a saved voice mail message Click on the icon for the saved messages NOTE The voice mail message plays concurrently with music CDs or other music coming from your speakers Stop other features before playing the voice mail message to increase the 78 Voice Mail Features Polycom Telephone User Guide 621 00000092 clarity of the message Also remember to check the volume level on your speakers before playing any voice mail messages Using Controls While Playing Messages The system provides you with the following message control options Rewind Fast Forward While listening to a message follow these steps e Press 7 to skip back in 5 second increments e Press 9 to skip forward in 5 second increments e Repeat the process to further rewind or fast forward Skip to the Beginning of a Message If you want to return to the beginning of the message e Press 77 Skip to the End of a Message If you want to forward to the end of a message e Press 99 Pause Play of a Message To pause play of a message or to resume play of a paused message e Press 8 Polycom Telephone User Guide Voice Mail Features 79 621 00000092 Composing Messages before Sending The compose feature of the voice ma
48. ect the group If you entered the wrong group number and pressed you will be prompted for the number of the group to delete Enter a different group number or press again to return to the distribution group menu Press to finish the delete or press to cancel the delete process and return to the distribution group menu NOTE To delete group corporate or company distribution lists you must be in the mailbox for your company s main number Listening to a List of Distribution Groups 1 Press the button on your phone you use to access the voice mail system 2 Press or click 6 for distribution groups Press or click 1 to list all your groups 4 Listen to the playback of your groups as follows e the number of groups e the group number e the group name e If there is no recording for the group name you will hear Unknown e The corporate group 10 will always be named as Everyone Polycom Telephone User Guide Voice Mail Features 93 621 00000092 e the total number of members in the group While reviewing the list of groups you can skip to the next group by pressing or clicking the button NOTE 7o list all group corporate or company distribution lists you must be in the mailbox for your company s main number Exiting the Voice Mail System To exit the voice mail system simply hang up 94 Voice Mail Features Polycom Telephone User Guide 621 00000092 Chapter 5 Set Up Outlook for TAPI
49. ee also Blind Transfer on page 18 and Transfer on page 68 For example you might have a button for John Smith labeled J Smith that transfers a call to his telephone or you might have a button labeled J Smith VM that transfers callers directly to his voice mail NOTE A One Touch Transfer button is not the same as the Speed Dial button You cannot perform a one touch transfer using a button that has been configured to speed dial If you have a button for John Smith s line on your phone and see that the lamp associated with it is lit telling you he is on the phone or you know that he is out of the office you can ask the calling party if they want to be transferred to his voice mail so they can leave a message To transfer a call using a one touch transfer button use one of the following methods 1 After you answer the call inform the caller that you are transferring the call 48 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 2 Press the one touch transfer button J Smith VM to transfer the call 3 Hang up Permanent Caller ID Block Release If you chose to always have your caller ID information blocked on all calls this feature allows your caller ID information to be sent for this call only Your caller ID may be required for some calls to be completed If your call will not be accepted without caller ID information you may get a message that the number you called will not
50. eeeeeeeeeee 82 Zeroing Out to a Custom Operator 0 0 00 ceeceeeeeeteeeeeeetttteeeeeeeeee 82 Replaying Message serer sinurkrk rrer iranin ispire nk Er NARREA ENTRAR RKE 83 Saving MESSAGE ecceceeeeecteeeeeeeeeteeeeeeeetaeeeeeeeaaeeeeeeeaaeeeeeeeaaas 83 Polycom Telephone User Guide v 621 00000092 Skipping to the Next Message ececeeeeeeeeeeeeeeenneeeeeeeeteeeeeeeeaas 84 Deleting a Message ceeseccceceeeseseeeeceseneeeeeeseeneeeeeeeteneeeeeeneee 84 Forwarding a Message to Another Mailbox eeeeeeeeeees 84 Replying to a Message o oo eee eeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeaaeeeeeeenaeeeeeeeaas 85 Dialing Back a Caller eeccceeceeeceeeeeeeeeaeeeseeeeaeeeeeeeenaeeeeeseaaas 85 Sending a Message Directly to an Extension 0 cccceeeeeees 86 Recording Personalized Mailbox GreetingS cceeeeeeeeeeee 86 Listening to Your Greetings 0 0 0 cceeeseeeeeeneeeeeeeennneeeeeeennaeeeeeeeaas 87 Receiving Pager Notification ccccceceeseeeeeeeeetneeeeeeetaeeeeeeeaas 87 What You Receive on Your Pager Cell Phone n se 88 Managing Distribution Group ccceeeeeeeeeeeeenteteeeeeeneeeeeeeenaes 88 Available Options sii i c7 ascites eee geist 89 Creating a NEW GroUD eoe ii eroen Eer eea ERIAS A AAEREN RET E 89 Editing or Modifying a Group sssssssseesssesriisseserrrssrerrrsssrrrnsssrees 90 List all members anerer i r A EA ATREA 91 Add a MmemDber ursinii aa eiia 91 Delete
51. eeeeeeeeettteeeeeeees 66 Stor COGS itinaculnch iim ei ie ota ila petites 67 Trans oeaan stants Aieeunstara geet dda ans tiaiieeitae dee deca 68 4 Voice Mail Features ccc eeeeeeeeeeeeeeeeeeeeeees 71 Menus and Commands ccccccccceeeeeeeeeeeneeeeeeeennaeeeeeeennaeeeeeeeaaas 72 Accessing Your Voice Mail c ccceeeeeceeeeeeeeeneeeeeeeeeeeeeseeneaeees 76 satom your PHONO nesana eee Aa RR e eae a 76 from any other internal Phone eee ceeeeeeeeeeeeeeeeeeeeeeeeeeeaes 76 from any outside touchtone phone 0 ecceeeeeeeneeeeeeeeeeees 77 from the email program on your PC eeeeeeeeeeeeeeetteeeeeeenees 78 Using Controls While Playing Messages ceeeeeeeeeeeeeeeeeeneee 79 Rewind Fast Forward sesssssessssrsesserrrreennsnnesrntnnneaninnnessnenneaennan 79 Skip to the Beginning of a Message eeeeeeeerreseeersen 79 Skip to the End of a MeSSAGEC cceeeeeeeeeeeeeeeteeeeeeeetteeeeeeeaaas 79 Pause Play of a MeSSQQe eeeeeceeeeeeeeeeeeeeeeeneeeeeteneeeeeesenaeess 79 Composing Messages before Sending 80 Compose and Send a Message eeesseeceeeeeeteeeeeeeneteeeeeeenaaes 80 Marking a Message as Urgent ccccceeeeeeeeeeenteeeeeeeeneeeeeeeeaaes 81 Changing Your Password ccccccccesecseeeeeeeeeeeeeeeeeneeeeeeennaeeeeeeeaas 81 Skipping the Mail Menu to Hear Messages cceeeeeeeeeeeeees 81 Returning to the Auto Attendant or Operator eeeeee
52. ephone number for the Auto Attendant feature and press 555 or the code provided by your system administrator NOTE f your system is set up for direct voice mail access dial the telephone number you have been given for voice mail system access by your system administrator NOTE You hear a welcome greeting and are prompted to enter your extension number Enter your extension number You will be prompted to enter your password Enter your numeric password followed by the key NOTE f you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greetings Polycom Telephone User Guide Voice Mail Features 77 621 00000092 record new greetings or exit the voice mail system To select the desired option press the corresponding digit on your phone NOTE Pressing the key from the main voice mail menu will send you to the main auto attendant menu You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant from the email program on your PC 1 2 Open your email reader Open the email message containing the voice mail 3 Open the attachment in the email message The Email Player appears Click the green arrow play button to hear your voice mail message Click the red X to clos
53. ering a Call When you hear your phone ring you can answer in any of the following ways using the Phone e _ Lift the handset e Press the line button that has a blinking bell symbol next to it to turn on the speakerphone Polycom Telephone User Guide Basic Phone Features 7 621 00000092 e Press the button to talk to the caller using the speakerphone NOTE f you answered using the handset you can switch to using the speakerphone by pressing the button and then hanging up the handset e If you have a headset connected to the phone press the button to use the headset Answering a Second Call Call Waiting To answer a second call press the Hold button to put the first call on hold Then press the indicated line button to answer the second call When you have two calls on the line you can switch back and forth by putting the current call on hold and pressing the line button for the line you want to talk to You can also put either or both call on hold then pick up the other call by pressing the corresponding Line button Hanging Up To hang up or release a call use one of these options e Replace the handset in its cradle e Press the line button and replace the handset if in use e Pick up and replace the handset in its cradle if using the speakerphone e Press the button if using the speakerphone e Press the line button e Press the Release soft key e Press the button if using a hea
54. eys that can be customized using the PressOne Administrator application The three top keys on the left may be associated with corresponding indicators on the LCD screen Alert LED Flashes when messages are waiting Polycom Telephone User Guide Your Polycom Telephone 3 621 00000092 Features Dial Pad Volume buttons Speaker button Mute button Headset button Display Control keys Handset Descriptions These 12 keys provide the 10 digits the 26 alphabetic characters and In alphanumeric entry mode press the same key repeatedly to cycle through the number and letters associated with that key Increase or decrease the volume for the currently active voice receiver handset headset or speakerphone The volume buttons also control the ringer volume if on hook and the contrast of the LCD via the settings button This button toggles the speakerphone function on and off This button toggles the microphone function on and off Works with the speakerphone handset or headset microphone This button toggles the headset function on and off Controls scrolling and different soft key options displayed on the LCD Lift the handset and press the dial pad numbers to place a call review voice mail messages answer a Call etc Moving Your Telephone Before moving your telephone you should check with your system administrator to make sure that there is power for the telephone at the new location
55. f Queues You may log into multiple queues simultaneously by pressing the queue button for each queue for which you wish to be active Press the button associated with the queue you want to be logged into The name of the queue will no longer be displayed next to the line button on the LCD Answering Calls from Queues When a call from the queue is distributed to your phone the phone will ring You MUST press the queue button to answer calls from the ACD queue Otherwise you will activate your prime line and hear dial tone NOTE You must be logged into a queue before calls from the queue will ring at your telephone 1 Press the line button assigned to the queue line that is ringing 2 Speak to the calling party Polycom Telephone User Guide VocalData Telephone Features 55 621 00000092 Viewing Calls in queue Information If the Display Queue Status feature has been activated for your phone you will be able to see the number of unanswered calls currently in queue for the displayed queue The information display format is lt queue name gt lt number of unanswered calls in queue gt For example Pubs 2 would mean there are two calls waiting in the queue named Pubs If you have been provided with queue status display from multiple queues your phone will show the calls in queue status for the queue which most recently received a call Redial This feature lets you redial the last number internal or external t
56. f you have your phone forwarded to another phone your current forwarding number is announced 4 Enter the new forwarding number followed by the key Enter the number as if you were dialing it including the area code if necessary You hear an announcement that the forwarding number has been changed and the call is idled Polycom Telephone User Guide VocalData Telephone Features 57 621 00000092 Canceling Remote Forwarding 1 Dial the DID number for Remote Access to Call Forwarding If calling from an internal business phone dial 9 first NOTE A voice prompt leads you through the remaining steps 2 Enter the complete phone number you want to access followed by the key 3 Enter the phone s password followed by the key If you have your phone forwarded to another phone your current forwarding number is announced 4 Doone of the following e Press to cancel remote forwarding You hear an announcement that the forwarding number has been changed and the call is idled or e Hang up without pressing any keys to quit the canceling operation Remote Phone The Remote Phone feature provides the capability to set up a remote phone to act as if it were the PressOne phone Instead of placing and receiving calls from the PressOne desktop phone calls are made and answered from the Remote Phone A Remote button is required on your phone for this feature to be available but the phone does not have to be working f
57. free without having to use the handset The speakerphone also allows others in the room to listen and participate in a telephone conversation To Switch from the Handset to Speakerphone If you answered or initiated a call using the handset you can switch to using the speakerphone by pressing the button This deactivates the handset You can leave the handset offhook or hang it up If you lift the handset again the speakerphone is disabled automatically While the speakerphone is active the LCD screen on the phone shows a speaker icon To Answer a Call using the Speakerphone e Press the button e Press the blinking line button To End a Call on the Speakerphone e Press the button on your phone Adjusting the Speakerphone Volume When the speakerphone is on press the plus and minus buttons beneath the dial pad to adjust the speakerphone volume The speakerphone microphone is optimized for speaking within 3 feet from in front of the microphone Polycom Telephone User Guide Basic Phone Features 11 621 00000092 Speakerphone Troubleshooting Problem Solution You can t hear callers on the speaker Increase the speaker volume Callers can t hear you when you use the speakerphone Make sure nothing is blocking the mic which is located on the left side of the telephone under the handset cradle Move closer to the microphone and face the microphone when speaking The caller
58. hat you dialed using the Phone 1 Press the Redial soft key There is no need to select a line or dial the outside line access code 2 Speak to the called party using Star Codes 1 Dial 07 2 Speak to the called party Release This feature is mainly used when a headset is connected to the telephone and allows you to disconnect from a call without having to hang up the handset 56 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Hanging up a call this way means you will not get the reminder tone in the handset that the phone is off hook It also allows incoming calls to ring through to the telephone NOTE f a call is made to 911 it cannot be disconnected by the caller Only the 911 Operator can disconnect the call Remote Access to Call Forwarding This feature allows you to call a DID number from any telephone and set change or cancel the destination phone number that is the forwarding target for all incoming calls to your telephone Contact your system administrator for the DID number to call to make use of this feature Setting or Changing Remote Forwarding 1 Dial the DID number for Remote Access to Call Forwarding If calling from an internal business phone dial 9 first NOTE A voice prompt leads you through the remaining steps 2 Enter the complete phone number of your VocalData phone followed by the key 3 Enter the phone s password followed by the key I
59. hat would you like to do with this file Run this program from its current location Save this program to disk IV Always ask before opening this type of file Cancel More Info 98 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 6 Choose where to save the TAPI EXE file and click Save This example saves it to the desktop to be easy to find 7 Find the TAPI EXE file shown here on the PC desktop and double click it to run the install program Portal robopdf ADC info pdf robopdf exe JAWS info pdf marker return crash test fm a POF fel nee Pa Ys RoboPDF How _Linkit pdf TAPI EXE Polycom Telephone User Guide Set Up Outlook for TAPI 99 621 00000092 8 Click Next in the Welcome dialog box to install the PressOne TAPI program 9 Click Next to start the installation 10 The Installing dialog box shows the progress of the installation 3 Start Installation p E x You are now ready to install VocalD ata Voiss TAPI provider Press the Next button to begin the installation or the Back button to reenter the installation information Cancel NOTE Do NOT click Cancel or the close icon when the VocalData VOISS dialog box appears You will be returning to this dialog box after completing two steps 100 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 11 When the VocalData VOISS dialog box appears while the Installing dialog box cont
60. heck with your system administrator for the location on your phone 3 Dial your extension number to answer the phone and begin speaking with the caller using Star Codes 1 Press 12 on the telephone keypad 26 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 2 Dial the ringing extension number to begin speaking with the caller Group Call Pickup Group Call Pickup lets you answer another phone that is in your Call Pickup Group Both phones must be members of the same Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are using the Phone 1 Pickup up the handset 2 Press the button to which group pickup has been assigned Check with your system administrator for the location on your phone using Star Codes 1 Press 06 on the telephone keypad 2 Begin speaking with the caller Call Return Using this feature dials the telephone number of the last incoming call However if the caller is shown as Unknown then Call Return will not work 1 Press 69 on the telephone keypad 2 Wait for the called party to answer Polycom Telephone User Guide VocalData Telephone Features 27 621 00000092 Call Trace Call Trace allows you to record the telephone number of an offending call but must be performed immediately after the offending call is ended NOTE The feature won t work if Call Waiting is triggered while
61. hese steps 1 Record a message 2 Press Press 9 to mark as urgent and send NOTE Marking a Message as urgent automatically allows you the option to page the recipient with a notice that they have an urgent voice message Changing Your Password The system default for your voice mail password is your extension number To keep others from listening to your voice mail messages you should change your password to something only you know To change your password follow these steps Press your voice mail button or dial 09 2 Press 3 to change your password Enter your new password by pressing numbers on the keypad followed by 4 Enter your new password again A prompt will tell you if you have successfully changed your password NOTE f you have messages in your voice mail box but you want to skip them and change your password press to get the main menu then follow the above steps Otherwise listen to your messages and then follow the above steps Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail press during the voice mail menu announcement Polycom Telephone User Guide Voice Mail Features 81 621 00000092 Returning to the Auto Attendant or Operator When calling from outside of the PressOne system you can escape from voice mail to the auto attendant or operator using the star key Press to move from the selected option to the previous menu When you reach the
62. hoices 2 Press 5 to delete telephone numbers from the list of numbers which will be blocked 3 The voice prompt provides options for deleting members including e Press 1 if you know the number to delete see Step 4 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 14 Polycom Telephone User Guide VocalData Telephone Features 21 621 00000092 10 11 12 13 14 15 e Press to return to the Call Block menu Press 1 to remove a specific number Enter the number to delete with no spaces dashes or special characters followed by the key The voice prompt repeats the number you just entered Press to save the entry delete it from your list or press to cancel the entry Select a menu item or hang up Press 2 to hear the list of numbers and have the option to delete them as you go through the list The voice prompt announces the list and the first number Press until you find the number you wish to delete Press 1 to delete the number to hear the next number or to return to the Call Block menu The number is deleted immediately and the next number in the list is announced You can press 1 to delete it to hear the next number or to return to the Call Block menu Repeat the previous three steps until you have found and deleted as many of the numbers as you want Press to return to the Call Block menu or hang up Press 3 to immediately delete
63. ide Dial Tone A continuous lower pitched tone There are four types of ringers all are answered the same way e One Ring Internal Extension to Extension Calls and when the VocalData system has called your extension to remind you or to notify you about something e Two Rings External Calls e Distinctive Rings A different ring tone is provided for up to two additional Direct Inward Dial DID numbers assigned to your telephone by the system administrator These numbers do not appear as lines on your telephone but ring your prime line with the appropriate ring when they are dialed e Priority Ring The call screening feature allows users to designate specific callers as important enough to ring through to their telephone even if Do Not Disturb is activated A different ring tone is provided for calls assigned the Priority Call option See Priority Call on page 51 Direct Extension Assignment This feature lets you program another telephone in the same corporate system to be your telephone For example you are visiting a branch office for an extended business trip and you want to program a guest telephone to ring as your telephone while you are there This feature requires your old phone and the new guest phone to be the same type of phone Programming a Guest Phone To program a guest phone to act as your phone follow these steps 32 VocalData Telephone Features Polycom Telephone User
64. il system allows you to record a message and review or change it before sending it to any number of users or distribution groups You first enter the extensions and distribution group numbers of the recipients and then record and send your message Compose and Send a Message 1 2 Press the Voice Mail button Press 7 to select compose a message Enter the extensions and group numbers of those persons you want to receive the message followed by the key When you are finished press again to complete your mailing list Record your message after the tone and press when finished You are prompted to perform one of the following e Press 1 to send e Press 2 to change e Press 3 to review your message is played back to you e Press 9 to send as urgent Press a number to act on your message e If you pressed 1 your message is sent and voice mail disconnects e If you pressed 2 your are returned to the prompt to record your message Record again and follow the prompts e If you pressed 3 your message is played back to you and you are then prompted to perform an action from the previous list e If you pressed 9 your message is marked as urgent and sent The voice mail system hangs up when the message is sent 80 Voice Mail Features Polycom Telephone User Guide 621 00000092 Marking a Message as Urgent To mark a message as urgent which places it in the recipient s mailbox before any regular messages follow t
65. in the Edit Locations must dial the entire 10 digit number for all calls and do not need to dial 1 before making calls to any of those three area codes As a result the information in the Edit Area Code Rule box for 214 is set as follows Polycom Telephone User Guide Set Up Outlook for TAPI 107 621 00000092 10 e Include all the prefixes within this area code is selected e Dial 1 is unchecked e Include the area code is checked Click Apply when the information is correctly set and do one of the following e Click New to add another area code to the list e Highlight another existing entry and click Edit to make changes e Click Calling Card if you use a calling card for calls select the type of calling card you use and fill in the appropriate fields NOTE f you need additional information about using Calling Card please consult the Windows on line help from the Start menu When you are finished entering information in the New Location or Edit Location dialog box click OK to accept the dialing properties and close the dialog box and return to the Phone and Modem Options dialog box Click the Advanced tab to see the list of available telephone providers 108 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 Phone And Modem Options a k 21 x Dialing Rules Modems Advanced B The following telephony providers are installed on this computer Providers Microsof
66. including e Press 1 if you know the number to delete see Step 4 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 14 e Press to return to the Selective Call Forward menu Polycom Telephone User Guide VocalData Telephone Features 63 621 00000092 10 11 12 13 14 15 Press 1 to remove a specific number Enter the number with no spaces dashes or special characters followed by the key Press to save the entry delete it from your list or press to cancel the entry Select another menu item or hang up Press 2 to hear the list of number and have the option to delete them as you go through the list The voice prompt announces the list speaks the first number and prompts you to press 1 to delete it to hear the next number or to return to the Selective Call Forward menu Press until you find the number you wish to delete Press 1 to delete the number The number is deleted immediately and the next number in the list is announced Press 1 to delete it to hear the next number or to return to the Selective Call Forward menu Repeat the previous three steps until you have found and deleted as many of the numbers as you want Press to return to the Selective Call Forward menu or hang up Press 3 to immediately delete all member numbers The voice prompt announces that all phone numbers have been removed from the list and you are returned to
67. ing the PressOne system use the following steps 1 If not already running start Outlook or the TAPI enabled application 2 Click the Contacts icon to switch to the Contacts listing Right click any contact to bring up the Actions pop up menu Open E Print Forward E3 New Message to Contact New Appointment with Contact een New Meeting Request to Contact ES New Task for Contact New Journal Entry for Contact Link gt g NetMeeting Y Flag for Follow Up Categories x Delete 114 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 4 Click Call Contact on the menu circled in the previous screen to open the New Call dialog box Number to dial Contact Michaels Gene Open Contact Number 469 555 2186 x Dialing Properties 7 Create new Journal Entry when starting new call Call status On hook Start Call End Call Dialing Options Close Click Dialing Options to open the Dialing Options dialog box Click on the drop down menu in the Connect using line field and scroll down any entries until you find your telephone number circled Polycom Telephone User Guide Set Up Outlook for TAPI 115 621 00000092 Dialing Options Settings For speed dialing Name Phone number Settings For phone number Formatting and dialing T Automatically add country code to local phone numbers Dialing Properties r Connect
68. ing 32 Priority Ring 32 Ringer Patters Distinctive Ring 9 External Ring 9 Internal Ring 9 Priority Ring 9 Polycom Telephone User Guide 621 00000092 S Saving a Voice Mail Message 83 Second Call Answer 8 Selective Call Forward 60 Add Forwarded Numbers 62 Delete Forwarded Numbers 63 Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Selective Call Forward Selective Disable 61 Sending a Voice Mail Message Directly to an Extension 86 Set Up Oulook for TAPI Installing TAPI 98 Using TAPI to Call from Outlook 95 Set Up Outlook for TAPI 95 Configuring Windows for TAPI 103 Skipping the Voice Mail Menu 81 Skipping to the Next Voice Mail Message 84 Speaker 65 Speakerphone 11 Adjusting the Volume 7 Troubleshooting 12 Speed Dial 65 Deleting a Number 66 Identify Assigned Number 66 Program Speed Dial Number 65 Use 65 Identify Assigned Number 66 Speed Dial Buttons Modify 66 Star Codes 67 Abbreviated Dial 13 Add Members to Priority Call 52 Anonymous Call Rejection 16 Billing Codes 17 Call Block Selective Call Rejection 19 Call Forward All Calls 23 Call Forward Busy 24 Call Forward No Answer 25 Call Return 27 Call Trace 28 Caller ID Block 30 Delete Priority Call Members 53 Enable Disable Priority Call 52 List Priority Call Members 53 Permanent Caller ID Block Release 49 Selective Call Forward 60 System Features Phone Configurator 49 IP Address Phone Announceme
69. ing Mail Message Message Message Replay from start NA NA 77 Skip 8 8 Forward 6 6 6 Reply 2 2 2 Dial Back Originator 3 3 3 Delete 4 4 4 72 Voice Mail Features Polycom Telephone User Guide 621 00000092 Table 3 Voicemail Message Controls Feature Before Mail After Mail During Mail Message Message Message Save 5 5 5 Fast Forward NA NA 9 Rewind NA NA 7 Pause Unpause Play NA NA 8 Skip to the End NA NA 99 Skip to Previous Menu Options s i NOTE f you are listening to the introductory message and you press you will exit from voice mail Polycom Telephone User Guide 621 00000092 Voice Mail Features 73 Table 4 Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 2 Edit a distribution group 1 list of members 2 add a member 3 delete a member 4 hear the group name 5 change the name return to the previous menu 3 Create a distribution group 4 Delete a distribution group star Return to main voice mail menu Your service provider may have selected an Octel style voice mail menu for you If so the following commands will allow you to access your voice mail system Table 5 Alternate Voice Mail Menu Keys Access Code Function Top Menu 1 Play inbox messages 2 Compose a message 3 Play saved messages 4
70. inues to run do the following a Enter the IP addresses of the VocalData servers as provided by your system administrator in the VocalData Server IP Address 1 and 2 fields b Click Add to add your telephone number the one that will be used with the TAPI enabled program such as Outlook YocalData OISS E xj ee VocalData VYOISS Server IP Address 1 fiz VOISS Server IP Address 2 7 11 2 Available Lines Add Remove Configure OK Cancel Soe 1 Polycom Telephone User Guide Set Up Outlook for TAPI 101 621 00000092 12 Enter your telephone number and password and click OK Add Line x ee VocalData Phone Number 46955521 84 Phone Password i Confirm Password j 13 Click OK in the VocalData VOISS dialog box 14 To finish the installation click Resume in the Install dialog box that appears RE s 2 Setup is not complete If you quit the setup program now the program will not be installed fou may run the setup program at a later time to complete the installation To continue installing click Resume To quit the Setup program click Exit Setup Exit Setup 15 Click Finish in the Installation Complete dialog box to complete the TAPI program installation NOTE Before you can dial from the TAPI enabled program you must and to use the VocalData telephone line 102 Set Up Outlook for TAPI Polycom Telephone User Guide 621 0000009
71. l Forwarding c sccceeeeeeeeeeeeesneeeeeeeaas 57 Setting or Changing Remote Forwarding ccceseeeeeeeees 57 Canceling Remote Forwarding c ccccscceeeeseeeeeesesneeeeeeeneas 58 Remote PHONG eeror ntl digest eden denen 58 Dial in Setup of Remote Phone cccccceeeeeeeeeesecteeeeeeeeees 59 Deactivating Dial up Remote Phone s es 59 Web Portal Setup of Remote Phone ccccceseeeeeeeeeteees 60 Deactivating Remote Phone via Web Portal eeeeeeeeeees 60 Selective Call Forward sere seeroete tirana ae EE EETA EENES 60 Polycom Telephone User Guide 621 00000092 Enabling Disabling Selective Call Forward 61 Entering the Forwarding Destination Numbet 2 05 62 Identifying the Forwarding Destination Number 05 62 Adding Forwarded Phone Numbers cccceceeeteeeeeeeenaes 62 Listing Forwarded Phone Numbe s 0 cccceeeeeseeeeeeeenees 63 Deleting Forwarded Phone Numbers ccceeeeeseeeeeeeeees 63 Speaker aie a e aaa aa aE a a AN E OE 65 STO R DIE EE EEEE EE ote EEA A E 65 Programming a Speed Dial Button cc ceeeeeeeeeeeeeeeeeeeeeeee 65 Using a Speed Dial Button eect eee eeneeeeeeetteeeeeees 65 Identifying the Number Assigned to a Speed Dial Button 66 Modifying a Speed Dial NUMbEL eceeeeeeeeeeeeeeeeeeetteeeeeeeeee 66 Deleting a Speed Dial NUMDET cececeeeeee
72. l on hold except that when a call is parked you can pick up the parked call from anywhere in the system Once the call is parked the line is free again Parking a Call 1 Tell the caller that you are going to place them on hold 2 Press the MCPark soft key The display shows Park number is Xxxx and a voice prompt repeats the same information NOTE Write down the Park Number because you will need to know it to retrieve this parked call 3 Hang up Retrieving a Parked Call NOTE You can retrieve the call using any phone in the system 44 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 1 Take the phone off hook by doing one of the following e Press the Speaker button e Press the linebutton e Pickup the handset 2 Dial the call ID number of the parked call you wish to retrieve 3 Speak with the parked caller Music on Hold Your telephone provides crystal clear voice conversations However if you listen to music on hold you may notice that some types of music sound slightly distorted This is normal The PressOne system has been optimized to transmit and receive speech music contains a variety of sounds that are considerably higher and lower in pitch than the human voice so some of these musical sounds are not included in the audio signal Mute Your system administrator may configure a Mute soft key on your phone Press the Mute button to turn off the soeakerphone handset mi
73. main voice mail menu press to transfer to the main number or operator depending on your system configuration Zeroing Out to a Custom Operator When callers reach your voice mail you can give them the option to leave a message or dial zero 0 and reach your custom operator which may be the auto attendant or another phone number By default the VocalData system will route callers to the auto attendant when they press zero You can change the destination from the voice mail main menu TIP When you record your greetings be sure to tell callers than they can press zero 0 to be transferred to the auto attendant or to your designated alternate phone number NOTE This feature is not supported for stand alone mailboxes To hear or change where pressing zero 0 goes follow these steps 1 Press the Voice Mail button or dial 09 to access your voice mail system 2 Press 8 to hear or change your custom operator selection NOTE On the phone LCD display this menu option is displayed as ZO 8 3 You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection NOTE f a custom operator is not available you will hear a message to that effect 82 Voice Mail Features Polycom Telephone User Guide 621 00000092 4 Doone of the following e Press 1 to change your custom operator number see step 5 e Press 2 to restore the default custom operator see ste
74. mote Phone from the Web Portal you can hang up the remote phone and the remote feature will still be active The feature can only be disabled by unchecking the Enable Remote User field in the Web Portal or by pressing the Remote key on your PressOne phone Selective Call Forward Selective Call Forward allows you to program your phone to send calls from a list of telephone numbers to another telephone number All calls from phones on the list go to the same destination which can be changed at any time 60 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 To use this feature you designate the forward destination and manage a list of telephone numbers internal or external that are forwarded to that number when a call with that caller ID appears at your telephone Selective Call Forward is managed through a menu of commands activated by pressing digits on the phone keypad The commands are e 1 Enable disable feature e 2 Enter the forward destination number e 3 1D forward destination number e 4 Add members to list to be forwarded e 5 List members of list to be forwarded e 6 Delete members from list to be forwarded If you have a display on your telephone the options for each menu level appear on your display For example if you press 6 to delete a number the display will show 1 Num 2 List 3 Del All Main Menu Enabling Disabling Selective Call Forward The PressOne system
75. mposing Messages before Sending 80 Conference 30 Tips 31 Configuring Outlook to Use TAPI 114 Configuring Windows for TAPI 103 Connecting Your Telephone 4 Creating New Voice Mail Distribution Group 89 D Delete Voice Mail Distribution Group Members 91 Deleting a Voice Mail Message 84 Deleting Voice Mail Distribution Group 93 Dial Tones 9 31 Dialing Back a Caller 85 Direct Extension Assignment 32 Programming a Phone 32 Re establishing Guest Phone 33 Re establishing Old Phone 33 Directed Call Pickup 26 Star Codes 26 Disable Call Forward All Calls Call Forward All Calls Desktop Portal Cancel Forward 24 Phone Feature Buttons 24 Star Codes 24 Disconnect 911 call 57 Distinctive Ring 9 32 Distribution Groups Add Members 91 Change Name 92 Creating 89 Delete Members 91 Deleting 93 Editing 90 List Members 91 Listing Groups 93 Modifying 90 Play Name 92 Do Not Disturb 34 Enabling Disabling 34 Phone Feature Buttons 34 Star Codes 34 Tips 34 E Editing Voice Mail Distribution Group 90 Polycom Telephone User Guide 621 00000092 Add Members 91 Change Name 92 Delete Members 91 List Members 91 Play Name 92 Enable Call Forward All Calls Phone Feature Buttons 23 Star Codes 24 Ending Call 8 Exiting the Voice Mail System 94 External Calls 9 Using the Handset 9 Using the Phone Keypad 10 Using the Speakerphone 10 External Dial Tone 32 External Ring 9 32 F Feature Activation Digit 13 Features 13 Forwarding a V
76. n that you want to include in the conference 4 When the person answers inform the party about the conference and then press the Conference button to add that party into the conference call 5 Repeat steps 1 4 to add additional parties to the conference Conference Call Tips The parties connected to the conference call remain connected to each other while you add additional parties They may carry on a conversation with each other while you finish adding parties to the conference Even if the call initiator disconnects any of the other parties who have the conference feature can use it to add new parties To place a conference call on hold press the HOLD button The other parties can talk among themselves but they can t hear you When you put the call on hold a beeping tone automatically sounds every few seconds To avoid disrupting the other callers consider muting the call instead To mute the call press the MUTE soft key To transfer a conference call to another telephone press the Transfer soft key Dial the number to which you want to transfer the call and then press Transfer key again Dial Tone and Ringer Patterns The PressOne telephone system generates different ringer and dial tones depending on call conditions There are two types of dial tone Polycom Telephone User Guide VocalData Telephone Features 31 621 00000092 e Internal Dial Tone A continuous higher pitched tone e External Outs
77. n tosnenegaditesagesedseuscetese tones 17 USING Star CodeS vives ecenii teed heaven leet 17 Blind TranSter Terrein dosh chased E AARE E A RE Eiaa 18 Call Back Queuing orensad aa A 18 Call Block Selective Call Rejection 19 Enabling Disabling Call BIOCk sseseeseeeeeeneseeerreseeerrrsseerrrsssees 20 Blocking Number of Last Call Received cceeeeeeeeneeees 20 Adding Numbers to Call Block List 2 0 00 ecceeeceeeeeeeeeeteeeeeeees 20 Listing Blocked Numbers cccccceeeeeceeeeseeeeeeeeeseeeeeeeeteeaatens 21 Deleting Numbers from Call BIOCK cccccceeeeeeeeeeeneeeeeeeeaeees 21 Call Forward All CalllS riie e anna EE EE e 23 Enabling Call Forward All ccecceeeseeeeeseeeeeeeeeseeeeeeeeeeeaaeees 23 aang the PRONG eres ra ent eae eas 23 USING Star Codes ercis ieai ii i 24 Disabling Call Forward All ccccceeseceeeeseeeceeeeeseenteeeeeeeeenaeees 24 USING the PRONG er 24 USING Star COES iire EE ihladadecuevadaare nasadcageend ys 24 Call Forward BUSY ei aA AA 24 Enabling Call Forward BUSY ceceseeesseeeeeeeeeeeeeeeeeeeeenaeees 25 Disabling Call Forward BUSY ecceeceeeeeeeeeeeeeteeeteeeeeteeeaeeees 25 Call Forward No Answer cceeeeceeeeeeeeeeeeeeeeeeenaeeeeeeeenaeeeeeeeeaaes 25 Enabling Call Forward No Answer ccceeeeeeeeeeeteeeeeeeeeeeees 25 Disabling Call Forward No Answer secceeeeeeeeeeeeeeeeeeneeeees 26 Gall PICKUP eeii a a a Aeanett
78. nal extension Polycom Telephone User Guide VocalData Telephone Features 33 621 00000092 Do Not Disturb Do Not Disturb instantly routes all your incoming calls to another destination your voice mailbox the main operator your secretary a co worker etc but still lets you make calls and use other telephone features With Do Not Disturb enabled the phone will not ring when a call comes in The LCD display on the phone shows Dnd when the phone is in Do Not Disturb mode Tips for using Do Not Disturb You can record a special voice mail greeting for callers to hear if your calls go to voice mail when you activate the Do Not Disturb feature See Chapter 4 Voice Mail Features for more information The Do Not Disturb destination where incoming calls are sent can be changed by your system administrator Enabling Disabling Do Not Disturb using the Phone To enable Do Not Disturb press the Do Not Disturb button To disable Do Not Disturb re press the Do Not Disturb button using Star Codes The same star code is used to enable and disable Do Not Disturb since you are switching between the on and off mode for this feature 1 To enable or disable Do Not Disturb press 04 on the telephone keypad 2 Hang up the handset 34 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Group Speed Dial This feature provides additional speed dialing capabilities beyond those provided
79. ng a Parked Call essseeeeeeeerereseerrrssseerrrssrerrrsssrenns 44 Music on Hold seerne aie el ane a a teed 45 Mute E N haetce eee ears inate E O N A A ENE TE 45 NIG ices tis gise ima Teien a a a aat 45 On hoOok Dia lng r ET cetete tees 47 One Touch Transferinin eiiie a 48 Permanent Caller ID Block Release nieeeeseeeereeeeeessseeereseee 49 Phone Configuratore iessseeia nn ai aa a aa 49 Assigning Your Phone Number to Your Phone l 50 IP Address Phone Number Announcement 50 Changing the Extension NUMber seseessseererssseerrrssrerrrsssreees 51 Priority Cal riere r dated 51 Enabling Disabling Priority Call eeeeeeeeeereeeeernen 52 Adding Members to the Priority Call List 000 00 eeeeeeeeeee 52 Listing Priority Call Members 0 ecceceeeeseeeeeeeeeeteeeeeeettteeeeeeeeas 53 Deleting Priority Call Members 000 0 cceceeccceeeeeeeetteeeeeeetnteeeeees 53 Queue ACD Automatic Call Distribution i eeeeeeeeeeeee 55 Finding Your QUCUES cceeeeeeeeeeeeeeeeeeeeseeeeeeeeeteneeeeeeneenates 55 Logging Into Out Of Queues eeeeeeeeeeeeeeeeeeeteeneeeeeeteeaaeees 55 Answering Calls from Queues 0 eeeeeeeee etter ee eee teteeeeeetnaeeeeees 55 Viewing Calls in queue Information 56 Redal onnon a litines tanto ean asia ste 56 USING the PHONG west cece thes E aed 56 gt USING Star COD CS suc veces LTTE R PAEA Daten AR 56 RelOaSe cies n lan AANE A AAE AN a 56 Remote Access to Cal
80. nt 50 51 Remote VOISS Phone 58 Dial in Support for Remote Phone 59 Web Portal Support for Remote Phone 60 Number T TAPI Configuring Outlook to use 114 Set up Outlook for 95 Using to call from Outlook 95 Telephone Components Descriptions 1 Telephone Features 13 Abbreviated Dial 13 Create Abbreviated Dial Code 14 Delete Abbreviated Dial Code 15 Modify Abbreviated Dial Code 14 Use Abbreviated Dial Code 14 Verify Abbreviated Dial Code 15 Anonymous Call Rejection 16 Disable 16 Enable 16 Authorization Code Calling 16 Billing Codes 17 Phone Feature Buttons 17 Star Codes 17 Blind Transfer 18 Call Back Queuing 18 Call Block Add Members 20 Add Number of Last Call 20 Delete Members 21 Disable 20 Enable 20 List Members 21 Polycom Telephone User Guide 621 00000092 Call Block Selective Call Rejection 19 Call Forward All Calls 23 Phone Feature Buttons 23 Call Forward Busy 24 Disable 25 Enable 25 Call Forward No Answer 25 Disable 26 Enable 25 Call Pickup 26 Phone Feature Buttons 26 Star Codes 27 Call Return 27 Call Trace 28 Call Waiting 28 Answering the Second Call 29 Switch Between Calls 29 Caller ID Block 30 Conference 30 Tips 31 Direct Extension Assignment 32 Programming a Phone 32 Re establishing Guest Phone 33 Re establishing Old Phone 33 Directed Call Pickup 26 Star Codes 26 Disable Call Forward All Calls Phone Feature Buttons 24 Do Not Disturb 34 Enabling Disabling 34 Phone Featur
81. number by dialing it e Follow these steps on the phone a Press 544 or the code provided by your system administrator on the keypad b Press keypad digit 2 c Press the speed dial button on the telephone you want to know the number for The system speaks the number assigned to the button and returns you to the main menu d Make another selection from the main menu or hang up NOTE The tag can be titled anything and doesn t necessarily reflect the most recent speed dial number To double check the accuracy of the tag you may want to follow one of these other procedures Modifying a Speed Dial Number From the phone repeat the procedure for programming a speed dial number Deleting a Speed Dial Number From the phone you can remove the phone number from a Speed Dial button by repeating the procedure for programming the button When prompted to enter the number to dial press the key for the number then press the key again 66 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Star Codes The codes used by analog DTMF users to activate features commonly referred to as star codes are also supported for IP phones By pressing the pound or star button on the telephone and entering the proper code you can make use of these codes for feature use The feature must be active at your phone for it to be accessed from the star codes that is you can t use features that aren t turned on
82. oice Mail Message 84 G Group Call Pickup 27 Phone Feature Buttons 27 Group Speed Dial 35 H Handset Adjusting the Volume 7 Hands Free Calling with Speakerphone 11 Hang up 911 call 57 Hanging Up 8 Headset Adjusting the Volume 7 Hold 35 Hold on Queuing 35 How to Answer a Second Call 29 Answer the Phone 7 Hang up 8 Mark a Message as Urgent 81 Reply to a Message 85 Use Controls While Messages 79 Playing Hunt Groups 36 l Installing TAPI 98 Intercom 36 Internal Calls 10 Internal Dial Tone 32 Internal Ring 9 32 Introduction 1 Accessing Phone Features 1 In This Manual 1 IP Telephones Components Descriptions 1 L List Voice Mail Distribution Group Members 91 Listening to Music on Hold 45 Listing of Voice Mail Distribution Groups 93 M Managing Distribution Groups 88 Available Options 89 Meet Me Conference 37 Adding More Ports to an Active Meet Me Conference 40 Cancel Delete 42 Dialing in to Join 38 Dialing in Too Early 39 Dropping a Conference Call 40 Entering an Incorrect ID 39 Extending the Conference Duration 39 Join 37 List of 44 Modify Edit 42 Roll Call 40 Schedule Create 41 Menus and Commands 72 Message Controls for Voice Mail 79 Pause Play of a Message 79 Rewind Fast Forward 79 Skip to the Beginning of a Message 79 Skip to the End of a Message 79 Polycom Telephone User Guide 621 00000092 Microphone Adjusting the Volume 7 Modifying Voice Mail Group 90 Add Member
83. olycom Telephone User Guide VocalData Telephone Features 35 621 00000092 When you try to make an external call and all outgoing lines are unavailable you will hear a recorded announcement e Hold for a line to become available e When a line becomes available the system automatically dials the external number for you Hunt Groups The Hunt Group feature allows the PressOne system to distribute calls made to a specific pilot number or to any member of a defined group based on the specified hunting order Your system administrator or manager should tell you if you are a member of a hunt group and who the other members are Intercom Use this feature to make and receive extension to extension intercom calls 1 Press the Intercom Intcom soft key 2 After hearing the dial tone dial the desired 4 digit extension number The system identifies the call to the called party as an intercom call by playing a beep or playing three fast beeps and turning on the called party s speaker so that you can begin speaking with each other immediately NOTE f the called party has the Do Not Disturb feature active or if they are already off hook you get a busy tone when attempting to call them using the intercom feature 36 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Meet Me Conference If supported by your system Meet Me Conferencing provides the ability to schedule conference calls where the modera
84. or the Remote Phone feature to be operational For example you could configure your cell phone to be your remote phone and it would act as if it was your PressOne phone All calls coming into your PressOne office phone would ring your cell 58 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 phone instead Callers will hear an announcement asking them to wait while the called party is located and giving them the option to leave a voice mail NOTE f you dial 911 from the remote phone while it is in remote mode it will be playing on hold music an announcement tells you that 911 is not allowed from Remote Phone and advises you to hang up the phone and try again Until you hang up the phone and disconnect from the Remote Phone feature you will receive the announcement Dial in Setup of Remote Phone To set up a remote phone by dialing in you must call using the remote phone where your PressOne phone calls will be forwarded 1 From the remote phone example your cell phone or a hotel phone dial the Remote Phone access DID number Your system administrator should have provided this number to you EXAMPLE The user dials the Remote Phone DID 469 555 2203 from the destination phone 2 Enter the phone number of your PressOne IP phone followed by the pound sign Enter the password for your PressOne phone followed by DO NOT hang up the destination phone Leave it off hook If a call comes in p
85. ou when a previously unavailable outgoing line becomes available See also Hold on Queuing on page 35 When you try to make an external call and all outgoing lines are unavailable you will hear a recorded announcement When you hear the announcement follow these steps 1 During a call where you hear that all lines are unavailable press the Call Back soft key 2 Hang up When the line becomes available the system calls your station with a system ring two short rings 18 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 3 Answer the call to have the system automatically dial the external number for you NOTE You can access the line at any time by pressing the line button the speaker button or by picking up the handset You hear a message that all trunks are busy and you are queued for the next available trunk Press the Call Back soft key and hang up to remain queued If you hang up without pressing Call Back you are removed from the queue While you are queued the line is unavailable for use Call Block Selective Call Rejection Call Block also known as Selective Call Rejection allows you to program your phone not to accept calls from a list of telephone numbers All calls from phones on the list receive a message which says you are not accepting calls To use this feature 60 you create a list of telephone numbers internal or external that receive the message when a call with tha
86. p 6 e Press to return to the voice mail main menu see step 7 5 Ifyou pressed 1 enter your custom operator number press and listen to the confirmation announcement 6 Ifyou pressed 2 listen to the announcement that your default custom operator has been restored 7 Ifyou pressed 3 listen to the voice mail main menu NOTE Entered numbers must match a valid dial plan i e extensions must match your 4 5 or 6 digit plan or a valid outside number including all necessary access and area code numbers cannot be the same extension as your mail box and you must be able to dial the number entered from your phone You will receive an error message if you enter an invalid number or are not allowed to enter a long distance number as your custom operator TIP If you cannot make long distance calls from your phone and attempt to enter a long distance number as the custom operator without the access codes the PressOne system will accept the digits but when the caller presses zero 0 the call will be disconnected Replaying a Message To replay a voice mail message press 7 Saving a Message To save a voice mail message press 5 NOTE When you save a voice mail message the message is moved to the saved messages and is unavailable until you exit and re enter voice mail Polycom Telephone User Guide Voice Mail Features 83 621 00000092 Skipping to the Next Message To skip to the next voice mail message press 8
87. phones support voice streaming e Some cell phone models can receive text only e mails e E mail pagers can accept text only e mail messages You may choose to be alerted e Each time you receive any voice message e Only when you receive a message marked as urgent Polycom Telephone User Guide Voice Mail Features 87 621 00000092 What You Receive on Your Pager Cell Phone Numeric You receive the numbers you entered in the Pager Info box when you set up the pager option with the system administrator The number could be a code that means something to you Voice when you answer the page voice mail plays a welcome announcement followed by a request for the account password Enter the password and listen to the normal voice mail menu options If the voice message is marked as Urgent the first voice message you receive is the urgent message When someone leaves a voice mail message on your phone the system immediately dials your pager or cellular phone The system tries to reach you every five minutes up to three times if you don t answer If you take the call but you don t enter digits at the prompt the system acts like you never answered the call and continues trying to reach you as stated above If you have caller id your office phone number name is displayed as the caller E Mail The message you receive reads as follows Subject Voice Mail from calling party Body the text entered by the system adminis
88. r greeting e when you have activated the Do Not Disturb feature if this feature is provided on your telephone e when you are talking on the phone the Busy greeting TIP When you create your greeting be sure to tell the caller they can dial zero 0 to reach either the automated attendant or the person you have programmed to answer zero out calls To record a personalized greeting press 5 from the main voice mail menu Choose the greeting you want to record by pressing the corresponding digit key 86 Voice Mail Features Polycom Telephone User Guide 621 00000092 e Press 1 to record the No Answer greeting e Press 2 to record the Do Not Disturb greeting e Press 3 to record the Busy greeting e Press to return to the main menu Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate Press 4 from the main voice mail menu and then use the same digit selections used for recording greetings to listen to your greetings To change a greeting return to the main voice mail menu and press 5 to record greetings Receiving Pager Notification PressOne has provided the ability for you to be alerted on your mobile phone or pager that you have received a voice message You must set this service up with your system administrator Mobile devices support different types of alerts e Basic numeric pages accept only keypad phone digits 1 0 and e Cell
89. rd as many of the numbers as you want Press to return to the Priority Call menu when you are finished listening to member numbers Deleting Priority Call Members 1 3 Press 61 A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 4 to delete telephone numbers from the list of members who will trigger the priority ring e The voice prompt provides options for deleting members including e Press 1 if you know the number to delete see Step 3 e Press 2 for a list of numbers see Step 8 e Press 3 to delete all numbers see Step 13 e Press to return to the Priority Call menu Press 1 to remove a specific number Polycom Telephone User Guide VocalData Telephone Features 53 621 00000092 10 11 12 13 14 e You are prompted to enter the number to delete followed by the key Enter the number with no spaces dashes or special characters Press the key e The voice prompt speaks the number you just entered and you are prompted to press to save the entry delete it from your list or press to cancel the entry Press or e You are returned to the Priority Call menu Select a menu item or hang up Press 2 to hear the list of numbers and have the option to delete them as you go through the list e The voice prompt announces the list speaks the first number and prompts you to press 1 to delete it to hear the next num
90. ress star to answer the call D cal Disconnect from a call by pressing which will leave the Remote Phone active you will hear hold music playing NOTE Be aware that if you are using a cell phone the phone is still in an active call Deactivating Dial up Remote Phone If you hang up the remote phone it will deactivate the Remote Phone connection Polycom Telephone User Guide VocalData Telephone Features 59 621 00000092 You can also press the Remote button on the PressOne IP phone to deactivate the remote phone connection Web Portal Setup of Remote Phone The remote phone feature can be activated via the Web Portal by selecting Options gt Remote You must check the box labeled Enable Remote User then enter the phone number of the remote phone for example a cell phone or hotel phone number From the Web Portal you can specify whether the call receiver s Caller ID will display your remote phone number or PressOne desktop phone number You can also set the number of seconds the phone will ring unanswered before the call is redirected to voice mail or other destination The Web Portal will only show the Remote Phone enabled status if the remote phone was activated from the Web Portal If the remote phone was enabled by dialing into the PressOne system from the remote phone the active status will not be shown on the Web Portal display Deactivating Remote Phone via Web Portal If you enable Re
91. s NOTE f the group does not exist the user will hear The group number xx does not exist Please try again NOTE To edit group corporate or company distribution lists you must be in the mailbox for your company s main number List all members If you pressed 1 for a list of all members the following happens The total number of members in the group is announced 2 The extension of each member is announced Press to skip to the next entry in the list before the number being announced is finished Add a member If you pressed 2 to add a member do the following 1 After the prompt enter the extension number of the member you wish to add 2 Press or click the sign e The extension number you entered is played back to you for confirmation 3 Press the key to add the user or key to cancel e Ifyou press and the member does not exist you will hear The member has been successfully added to this group e Ifyou press and the member already exists you will hear The member already exists in this group please try again e Ifyou press you will be asked to reenter the extension number to add Delete a member If you pressed 3 to delete a member do the following Polycom Telephone User Guide Voice Mail Features 91 621 00000092 After the prompt enter the extension number of the member you wish to delete Press or click the sign e The extension number you entered i
92. s 91 Change Name 92 Delete Members 91 List Members 91 Play Name 92 Moving Your Telephone 4 Multi Call Park 44 Parking a call 44 Phone Feature Buttons 44 Music on Hold 45 Mute 45 N Night 45 O One Touch Transfer 48 On hook Dialing 47 Operator Returning to 82 Zero Out to 82 Outlook Configuring to use TAPI 114 Installing TAPI 98 Set up for TAPI 95 Using TAPI to Make Calls 95 P Pager Notification Information Received 88 Park Phone Feature Buttons 44 Password Voice Mail Changing 81 Permanent Caller ID Block Release 49 Phone Components Descriptions 1 Phone Configurator 49 IP Address Phone Announcement 50 51 Play Voice Mail Distribution Group Name 92 Priority Call 51 Distribution Number Add Members 52 Delete Members 53 Disable 52 Enable 52 List Members 53 Priority Ring 9 32 Q Queue ACD 55 Answer Calls 55 Find Out Queues 55 Log In 55 Log Out 55 View Calls In Queue Info 56 R Receiving Pager Notification 87 Recording Personalized Voice Mailbox Greetings 86 Redial Phone Feature Buttons 56 Star Codes 56 Release 56 911 call 57 Can t disconnect 57 Remote Access to Call Forwarding 57 Canceling Remote Forwarding 58 Setting or Changing Remote Forwarding 57 Remote VOISS Phone 58 Dial in Support for Remote Phone 59 Web Portal Support for Remote Phone 60 Replaying a Voice Mail Message 83 Replying to Voice Mail Messages 85 Ringer Patterns 9 31 Distinctive Ring 32 External Ring 32 Internal R
93. s and X ports 8 Press the key if the information is correct otherwise press 1 to re enter the conference call parameters NOTE f you pressed to accept the settings the system speaks your conference call meeting IDs including the Moderator ID Guest ID and the dial in number Write down this information It should also be displayed by your display telephone 9 Press 1 to hear the information press to return to the Meet Me Conference setup menu or hang up Polycom Telephone User Guide VocalData Telephone Features 43 621 00000092 Getting a List of Meet Me Conferences 1 If dialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number 2 Press 4 to list all conference call reservations The system announces the number of conference reservations you currently have and then announces each conference providing the day of week and date time duration ports moderator ID and guest ID After the last conference listing the system informs you that there are no more conferences 3 The conference menu is played and you may make a selection or hang up MultiLine Call Park This feature lets you park more than one call from your phone or pick up a specific parked call from a group of parked calls When parked a call is assigned an ID number by the system This ID number makes multi line call parking possible Parking a call is similar to placing a cal
94. s line or ACD queue appearances while the four soft keys change function depending on the feature and mode being used 2 Your Polycom Telephone Polycom Telephone User Guide 621 00000092 The large 3 line x 19 character LCD display provides features such as date and time calling party name calling party number and digit dialed as well as feature and line status The SoundPoint IP telephone also provides a speakerphone for hands free operation headset support buttons for selecting the speaker and headset and a mute button which controls microphone in any mode speaker handset or headset Dual Ethernet ports allow direct connection to a 10BaseT Ethernet network via an RJ 45 interface and connection to a co located PC for access through a single LAN connection A dedicated headset port eliminates the need for a separate amplifier when using a headset Also the handset can remain in its cradle making headset use simpler NOTE The Polycom Soundpoint IP telephones do not support multiple distinctive ring tones Polycom Telephone Features Table Features Descriptions LCD Screen The 160 x 80 pixel screen displays the time date your phone number caller ID line call status and the soft key tabs Soft keys Soft key functions change depending on the status of the phone for example whether you are on a call or the phone is not in use The key s current function is shown on the LCD screen Feature Keys Thirteen configurable k
95. s played back to you for confirmation Press the key to delete the user or key to cancel e Ifyou press and the member exists you will hear The member has been successfully deleted from this group e lf you press and the member does not exist you will hear The member does not exist in this group please try again e Ifyou press you will be asked to reenter the extension number to delete Play the name of the group If you pressed 4 to play the name of the group the voice mail system plays the name of the group already recorded for this group If there is no recording for this group you will hear Unknown Change the name of the group If you pressed 5 to change the name of the group do the following 1 The voicemail system plays the prompt Please record the name for this group after the tone when your recording is complete press the key Record the new name for the group Press or click the sign NOTE To delete group corporate or company distribution lists you must be in the mailbox for your company s main number 92 Voice Mail Features Polycom Telephone User Guide 621 00000092 Deleting a Group 1 of 2 IN Press the button on your phone you use to access the voice mail system Press or click 6 for distribution groups Press or click 4 to delete a group Enter the number of the group to be deleted Press to confirm this is the correct group or to rej
96. s the Billing key as configured by the system administrator 2 Enter the associated billing code for the call The other party will hear the billing code tones NOTE This can affect the performance of interactive voice response IVR applications since the IVR will respond to tones it recognizes An example would be a voice mail menu if you are leaving a message 3 Re press the Billing key using Star Codes After you have dialed the number or during a call follow these steps 1 Press 02 Polycom Telephone User Guide VocalData Telephone Features 17 621 00000092 2 Enter the associated billing code for the call The other party will hear the billing code tones NOTE This can affect the performance of interactive voice response IVR applications since the IVR will respond to tones it recognizes An example would be a voice mail menu if you are leaving a message 3 Press the key NOTE You can perform this function as many times as desired but only the last code entered is recorded for billing purposes Blind Transfer Use this feature to transfer a call to another number without having to announce it See also One Touch Transfer on page 48 and Transfer on page 68 Tell the calling party you will transfer the call Press the Hold key Dial the number to which you want to transfer the call aoe NS Hang up Call Back Queuing This feature instructs the PressOne system to call y
97. sources e Your phone e Any other internal phone e Any touchtone phone outside your office e The email program on your PC password required from your phone 1 Press the Voice Mail button or dial 09 to access your voice mail system Enter your password if required If you have new voice mail the messages are identified and played Otherwise you will be prompted with choices to play your inbox messages play your saved messages change your password playback your greetings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function from any other internal phone 1 Dial 555 or the code provided by your system administrator You hear a welcome greeting and are prompted to enter your extension number 76 Voice Mail Features Polycom Telephone User Guide 621 00000092 Enter your extension number You are prompted to enter your password Enter your numeric password followed by the key NOTE f you have new or previously heard but not saved or deleted voice mail the message is identified and played Otherwise you are prompted with choices to play your saved messages change your password playback your greetings record new greetings or exit the voice mail system Press the corresponding digit on your phone to select the desired voice mail function from any outside touchtone phone 1 Dial your main tel
98. st You are returned to the Selective Call Forward menu 3 Select a menu item or hang up NOTE Adding a number this way does not affect any numbers already on your list but simply adds the most recent caller to your blocked list Adding Numbers to Call Block List 1 Press 60 or 80 2 Press 3 to add telephone numbers to the list of numbers that will be blocked 3 Enter the number with no spaces dashes or special characters followed by the key 20 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 4 5 Press to save the entry or to exit without saving Select a menu item or hang up Listing Blocked Numbers 1 2 Press 60 or 80 on the telephone keypad Press 4 to hear the list of numbers which will be blocked The voice prompt announces the list and the first number Press to hear the next number or press to return to the Call Block menu NOTE As long as you press for the next number the system will scroll through the list of member numbers starting over with the first number after the last number is spoken Repeat the previous two steps until you have heard as many of the numbers as you want Press to return to the Call Block menu when you are finished listening to member numbers Deleting Numbers from Call Block 1 Press 60 or 80 on the telephone keypad e A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu c
99. sy Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary The display shows the number as it is entered 3 Press on the telephone keypad Call forward no answer is enabled and the phone hangs up Polycom Telephone User Guide VocalData Telephone Features 25 621 00000092 NOTE Calls forwarded to an off net number that are unanswered will roll over to voice mail if available at the forwarded to destination Calls that stay on net and are unanswered will roll over to your voice mail if available Disabling Call Forward No Answer e Press 79 or 78 on the telephone keypad Call forward no answer is disabled and the phone hangs up Call Pickup This feature lets you use one phone to answer another phone that is ringing There are two types of Call Pickup Directed Call Pickup and Group Call Pickup Both phones must be members of the same Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are Directed Call Pickup Directed Call Pickup lets you answer another phone from your phone when you hear the other phone ringing Both phones must be members of the same Directed Call Pickup Group Your system administrator should tell you if you are in a pickup group and who the members are using the Phone 1 Pickup up the handset 2 Press the button to which directed call pickup has been assigned C
100. t caller ID appears at your telephone Call Block is managed through a menu of commands activated by pressing digits on the keypad The menu commands are e 1 Enable disable feature e 2 Add last caller to blocked list e 3 Add numbers to blocked list e 4 List numbers to blocked list e 5 Delete numbers from blocked list If you have a display on your telephone the options for each menu level appear on your display For example if you press 5 to delete a number the display will show 1 Num 2 List 3 Del All Main Menu Polycom Telephone User Guide VocalData Telephone Features 19 621 00000092 Enabling Disabling Call Block The PressOne system allows you to turn the Call Block feature on and off i e decide when calls from your list will be forwarded and when they will ring at your telephone as usual Disabling turning off the feature does not delete the list of callers who are blocked and receive the message 1 Press 60 or 80 on the telephone keypad e A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices 2 Press 1 to enable Call Block if it is disabled or to disable the feature if it is enabled Blocking Number of Last Call Received 1 Press 60 or 80 on the telephone keypad A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices 2 Press 2 to add the number of the last call you received to the blocked li
101. t H 323 TAPI Service Provider Microsoft Multicast Conference TAPI Service Provider NDIS Proxy TAPI Service Provider TAPI Kermel Mode Service Provider VocalData VOISS Telephony Service Provider Add Configure 11 If you completed the VocalData VOISS setup as part of the TAPI install from Web Portal you should see the VocalData VOISS Telephone Service Provider circled and can skip to Application Configuration for Using TAPI on page 160 Polycom Telephone User Guide Set Up Outlook for TAPI 109 621 00000092 12 If you did not complete the VocalData VOISS setup as part of the TAPI install from Web Portal click Add to open the Add Provider dialog box Select the provider you wish to install from the list below and click Add Telephony providers VocalData VOISS Telephony Service Provider 13 Select VocalData VOISS Telephony Service Provider and click Add 110 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 14 When the VocalData VOISS dialog box appears do the following a Enter the IP addresses of the PressOne servers as provided by your system administrator in the PressOne Server IP Address 1 and 2 fields b Click Add to add your telephone number the one that will be used with the TAPI enabled program such as Outlook YocalData OISS xi ee VocalData VOISS Server IP Address 1 jiz VOISS Server IP Address 2 f 7 1 1 2 Available Lines Add
102. the Selective Call Forward menu Select another menu item or hang up 64 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Speaker Press the Speaker button to turn on your speakerphone to select your default prime line or to hang up the phone during a speakerphone conversation Speed Dial This feature allows you have a favorite phone number associated with a button and then dial the number by pressing the button Programming a Speed Dial Button Follow these steps 1 Press 544 or the code provided by your system administrator or 74 on the keypad 2 NOTE A voice prompt leads you through the remaining steps Press keypad digit 1 3 Press the speed dial button on the telephone you wish to program 4 Enter the internal or external telephone number on the keypad followed by the pound key NOTE f the speed dial number is an external number be sure to enter the area code if required 5 Do one of the following e Press to save the speed dial number and hang up or e Press to cancel and return to the main menu 6 Make another selection from the main menu or hang up Using a Speed Dial Button Press the speed dial button on the telephone Polycom Telephone User Guide VocalData Telephone Features 65 621 00000092 Identifying the Number Assigned to a Speed Dial Button Choose one of the following bulleted methods e Press the speed dial number This identifies the
103. the Speakerphone cceeeeeeeeeeeecceceeeeeeeteeeeteeenennanaeeees 11 To Answer a Call using the Speakerphone 0 11 To End a Call on the Speakerphone 0 cccccceeeeeeeeeteeeeees 11 Adjusting the Speakerphone Volume 0 ceceeeeeeeeeetteeeeeeeees 11 Speakerphone Troubleshooting cecccceeeeeeeeeeeeeeeeeeeees 12 3 PressOne Telephone Features c cccccceeeees 13 Feature Activation DiQit 0 ccccccceeceeeeeeeeceeceeeeeeeeeeeeeeeteeeseenees 13 Abbreviated Dial ccccccccecceeeeeeeeeeceneceecceeeeeeeeeeeseesennsaneeeees 13 Creating an Abbreviated Dial Code 0 ccceeeteteeeeteteeeeees 14 Using an Abbreviated Dial Code cecececeeecceecceeeeeeeeeeeeees 14 Modifying an Abbreviated Dial Code 2 cceeeeeeeeeeeeeees 14 Polycom Telephone User Guide i 621 00000092 Deleting an Abbreviated Dial Code ceeeteceeeeeeeeetteeeeeees 15 Verifying an Abbreviated Dial Number 0 cccceeeeeeeeeeeeeeenees 15 Anonymous Call Rejection ceccceccceeeceeeeeeeeeneeeeeteeeeeeeeeeenaees 16 Enabling Anonymous Call Rejection eeeeeeeeeeeeeeeeneees 16 Disabling Anonymous Call Rejection ceeeeeeeeeeeeeeneees 16 Authorization Code Calling ecccceeecceeceeeeeeseeeneeeeeeeeneeeeeeeeeneaeees 16 Biling GOD OS si sizic cans bad tected ade EE AE ARRE 17 FUSING thE PRONG orerar a fyeasece
104. the Voice Mail button if your phone is equipped with one System settings determine the number and length of voice mail messages that are stored in your voice mailbox If supported by your system callers can press 0 while they are in your mailbox to transfer to your main number or operator The PressOne voice mail system also provides both personal and group distribution lists which let you send a voice mail to a defined group of people as easily as sending a voice mail to a single user Combining the ability to compose a voice mail message before sending it with a distribution list you can easily create and send a voice mail message to multiple users or lists Polycom Telephone User Guide Voice Mail Features 71 621 00000092 Menus and Commands The following tables show the main voice mail menu along with the message control commands and the distribution group menu Table 2 Voice Mail Main Menu Access Code Function 1 Play inbox messages 2 Play saved messages 3 Change password 4 Playback personal greetings 5 Record personal greetings 6 Access personal distribution groups 7 Compose a message 8 Manage custom operator number Not supported for stand alone mailboxes NOTE On the phone LCD display this menu option is displayed as ZO 8 star Exit the voice mail system Table 3 Voicemail Message Controls Feature Before Mail After Mail Dur
105. the same In This Manual e Chapter 1 discusses the telephone hardware e Chapter 2 contains an alphabetical summary of each telephone feature e Chapter 3 contains an alphabetical summary of each VIOSS telephone feature e Chapter 4 discusses voice mail features e Chapter 5 discusses setting up Outlook for TAPI Telephone Description The Polycom phone is a full featured telephone that provides voice communication over an IP network The phone functions much like a traditional analog phone allowing you to place and receive telephone calls The phone also supports features such as call Polycom Telephone User Guide Your Polycom Telephone 1 621 00000092 forwarding redialing speed dialing transferring calls conference calls and accessing voice mail The Polycom telephone has several key components which are shown in the following figure Line Soft Alert LCD Speaker Buttons Keys LED Display Display Control Keys Feature Buttons Handset Feature Dial Volume Microphone Buttons Pad Figure 1 Polycom Soundpoint Model 400 500 NOTE The only difference between the model 400 and 500 phones is that the IP 500 has a red microphone button and a full duplex speakerphone whereas the 400 has a half duplex speakerphone The SoundPoint IP telephone provides 13 programmable line feature buttons four context sensitive soft keys and a pre defined hold button Three of the 13 programmable buttons can be configured a
106. tor who has control of the conference and other members internal or external call into the conference and are connected at the appropriate time to carry on the conference call Moderators can do any of the following e Schedule a conference e Cancel a conference e Modify a conference e List all conferences Check with your system administrator to find out if you are authorized to schedule Meet Me Conferences The default internal access number is 523 but check with your system administrator if the default does not work for your system If a DID number was created for outside access you can dial in from an external telephone to schedule Meet Me Conferences Your system administrator can provide you with the external access number Anyone can join Meet Me Conferences from both internal and external telephones by dialing the correct numbers and entering the required ID The default internal access number is 522 but your system may be different Check with your system administrator for the internal access number you should use If you need to join a Meet Me Conference from outside the system check with either the conference moderator the person who set up the conference or your system administrator to get the external access number for the Meet Me Conference Joining a Meet Me Conference Joining a conference call is done by dialing the correct number and entering the Moderator or Guest ID The system provides helpful prompts when
107. trator i e Please call me need to talk to you NOTE f the system administrator left the body text empty you get as the body calling party called you on date at time Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created 88 Voice Mail Features Polycom Telephone User Guide 621 00000092 Corporate customer distribution lists are created by an administrator or a user with access to a customer s main number voice mail box and are available for use by all of a customer s users By default corporate group number 10 in each customer partition is named Everyone includes all mailboxes within a company and is available to all users The Everyone group is updated whenever a mailbox assigned to the customer partition is added or deleted Available Options The following options are available when you press 6 to access the distribution groups menu item e List all distribution groups e Edit a group e Create a group e Delete a group e Return to the main menu Creating a New Group 1 Press the button on your phone you use to access the voice mail system 2 Press or click 6 for distribution groups Press or click 3 to create a group Enter the number of the group to be created and record the name of the group
108. urb 00 eeeceeeeeeeeceeeeeeeeeeteeeeeeeeaes 34 Enabling Disabling Do Not Disturb 0 eeeeeeeeeeteeeeeeeneees 34 using the PIONS oer ental acl RE 34 lt USING olan GOS sco auieatcats delineate A 34 Group Speed Dial cccccccccccccceceeeeeeeseeeceeceeeaeeeeeeeeeeeeseeees 35 Holden nana itty tata deities psetar nectheles tnd 35 Hold O1n QUOUING seniai e e a iaa 35 HUNEGrOUPS aiaia a a a aaae a a a aA 36 MECON ph a ET 36 Meet Me Conference cecccecceeeseeceeeeeseeneeeeeneeeeeeeeesneneeeeeeetaee 37 Joining a Meet Me Conference eeeeeeeeeeeeeteeeeeeeetneeeeeeeenaes 37 To join a Meet Me Conference ccccceeeeeceeeeeeeeeeeeeeeeneeees 38 Dialing In TOO Early aea a 39 Entering an Incorrect ID sirrien pier rere eR ANa EERE 39 Extending the Conference Duration cccceeeeeteeeeeeeees 39 Roll Galle cersen ticctanateisten den ec sets ee taint tae A 40 Adding More Ports to an Active Meet Me Conference 40 Dropping a Conference Call 2 c cceececceceeeeeeeeeeeeeeeaeees 40 Scheduling a Meet Me Conference ccceeeeeeeeenteeeeeeeenaaes 41 Canceling a Meet Me Conference cccccccesseeeeeeneeeeeeeeenaaes 42 Modifying a Meet Me Conference cceeeeeeeeeeeeneeeeeeeeenaeees 42 Polycom Telephone User Guide iii 621 00000092 Getting a List of Meet Me Conferences 44 MultiLine CalPak enen AE 44 Parking a Calloria garir i RTEA E A 44 Retrievi
109. ure does not delete your list of callers assigned to receive the priority ring 1 2 4 Press 61 Press the Dial soft key or pickup the handset A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 1 to enable Priority Call if it is disabled or to disable the feature if it is enabled Hang up Adding Members to the Priority Call List 1 Press 61 A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 2 to add telephone numbers to the list of members who will trigger the priority ring Enter the number with no spaces dashes or special characters followed by the key Press to save the entry add it to your list or press to cancel the entry Select a menu item or hang up 52 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Listing Priority Call Members 1 Press 61 A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices Press 3 to hear the list of telephone numbers which will trigger the priority ring Press to hear the next number or press to return to the Priority Call menu NOTE As long as you press for the next number the system will scroll through the list of member numbers starting over with the first number after the last number is spoken Repeat the previous two steps until you have hea
110. ure to transfer a call to another number See also Blind Transfer on page 18 and One Touch Transfer on page 48 1 Tell the calling party you will transfer the call then press the Transfer button The call is placed on hold and you hear a dial tone Dial the number to which you want to transfer the call If the called party answers you can inform them of the transfer and do one of the following e Hang up and let the call transfer e Press the line button which has the held call to cancel the transfer and return to the holding party 68 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 4 Ifthe called party does not answer you can do one of the following e Press the line button which has the held call to cancel the transfer and return to the holding party or e Hang up and let the call transfer to the called party s voice mail Polycom Telephone User Guide VocalData Telephone Features 69 621 00000092 70 VocalData Telephone Features Polycom Telephone User Guide 621 00000092 Chapter 4 Voice Mail Features The PressOne voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you and provides an indication that voice mail has arrived The red on the Polycom telephone lights when new or unsaved voice messages are stored in your mailbox You can access the voice mail system on your phone by pressing 09 or by pressing
111. using line iPconF LINE Line Properties Lit 19723542118 Cancel 7 Select your telephone number and click OK to return to the New Call dialog box 8 You may call this contact or close the New Call dialog box Outlook or your TAPI enabled application is now configured to place calls using your PressOne telephone number 116 Set Up Outlook for TAPI Polycom Telephone User Guide 621 00000092 Index Numerics 911 calls disconnecting 57 A Abbreviated Dial 13 Abbreviated Dial Code Create 14 Delete 15 Modify 14 Use 14 Verify 15 Accessing Voice Mail From any other internal phone 76 From any outside touchtone phone 77 From your phone 76 Add Voice Mail Distribution Group Members 91 Adjusting the Volume 7 Handset 7 Headset 7 Microphone 7 Speakerphone 7 11 Anonymous Call Rejection 16 Disable 16 Enable 16 Answer Phone 7 Answering Second Call 8 Authorization Code Calling 16 Auto Attendant Returning to 82 Automatic Call Distribution 55 Answer Calls 55 Find Out Queues 55 Log In 55 Log Out 55 View Calls In Queue Info 56 B Basic Phone Features 7 Adjusting the Volume 7 Speakerphone 11 Answer Phone 7 Answer Second Call 8 Dial Tones 9 31 Ending Call 8 External Calls 9 Using the Handset 9 Using the Phone Keypad 10 Using the Speakerphone 10 Feature Activation Digit 13 Handset Adjusting the Volume 7 Hanging Up 8 Headset Adjusting the Volume 7 Internal Calls 10 Listening to
112. which you want to forward all your calls Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary The display shows the number as it is entered 3 To forward your calls do one of the following to hang up the phone e Press the Forward button e Press the Speaker button e Press the line button Polycom Telephone User Guide VocalData Telephone Features 23 621 00000092 e Pickup and replace the handset Call forward all is enabled and the display shows Fwd number using Star Codes 1 Press 72 on the telephone keypad The speaker phone turns on Speaker lamp lights and the display shows Enter Forwarding Number 2 Enter the number to which you want to forward all your calls Be sure to enter the number exactly as you would if you were to call that number Include the area code if necessary The display shows the number as it is entered 3 Press Call forward all is enabled the phone hangs up and the display shows Fwd number Disabling Call Forward All using the Phone e Press the Forward button twice Call forwarding all is disabled and the phone hangs up using Star Codes e Press 73 or 72 on the telephone keypad Call Forward Busy Call Forward Busy allows you to forward calls arriving at your phone while it is busy to be forwarded to the number you enter Calls will not ring at your phone and will be
113. you create modify delete verify and use a personal list of up to 100 Abbreviated Dial codes Abbreviated Dial codes must be entered as two digits when programming and dialing Example enter 00 09 instead of 0 9 Polycom Telephone User Guide VocalData Telephone Features 13 621 00000092 Creating an Abbreviated Dial Code 1 Press 75 NOTE A voice prompt will lead you through the remaining steps Press 1 to program set the Abbreviated Dial code Press the digits 00 99 you wish to use as the Abbreviated Dial code or enter to exit Dial the phone number you want to assign to this Abbreviated Dial code followed by The phone number you entered for this Abbreviated Dial number is repeated back NOTE Be sure to enter all the numbers normally required to dial the call This includes the area code for long distance calls and may include the area code for local calls in some areas Press to save or to exit without saving Program or verify another Abbreviated Dial code or hang up to exit Using an Abbreviated Dial Code 1 2 Press 3 then the desired Abbreviated Dial code 00 99 Wait for the called party to answer Modifying an Abbreviated Dial Code 1 Press 75 NOTE A voice prompt will lead you through the remaining steps Press 1 to program set the Abbreviated Dial code 00 99 Press the digits of the Abbreviated Dial code to modify followed by or press to exit VocalDat
114. you pressed to accept the settings the system speaks your conference call meeting IDs including the Moderator ID Guest ID and the dial in number Write down this information It should also be displayed across your display telephone Do one of the following e Press 1 to hear the information again or e Press to return to the Meet Me Conference setup menu or Polycom Telephone User Guide VocalData Telephone Features 41 621 00000092 e Hang up Canceling a Meet Me Conference You may cancel a conference reservation at any time however conference reservations are frozen 30 minutes before the start time and cannot be cancelled after that time 1 If dialing internally dial the Meet Me Join number default is 522 Otherwise dial the ten digit conference access number 2 Press 2 to cancel a conference call Enter the Moderator ID of the conference you wish to cancel followed by the key The system confirms your decision to cancel the conference call including speaking the scheduled day and date time duration and ports 4 Press the key to confirm the cancellation or press the key to return to the Meet Me Conference setup menu e If you pressed the system announces that your conference reservation has been cancelled e If you pressed the Meet Me Conference setup menu is played Modifying a Meet Me Conference You may modify a conference reservation at any time however conference reservations ar

Polycom 400 Telephone User Manual

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