Polycom IP Phone 550 User Manual

UC Software 4.0.1 | November 2011 | 1725-12567-001 Rev. E Polycom® SoundPoint IP® 550/560 Phone User Guide

User Guide for the SoundPoint IP 550/560 Phone1 - 2Features of Your PhoneThe features of your SoundPoint IP 550/560 phone are:Item Description1 Messag

User Guide for the SoundPoint IP 550/560 Phone5 - 2Power and StartupControlsSymptom Problem Corrective ActionThere are power issues. The SoundPoint IP

Troubleshooting Your Phone5 - 3Access to Screens and SystemsSymptom Problem Corrective ActionThere is no response when you press a feature key.The So

User Guide for the SoundPoint IP 550/560 Phone5 - 4AudioCallingSymptom Problem Corrective ActionThere is no audio on the headset.The connections are n

Troubleshooting Your Phone5 - 5The phone does not ring. Ring volume is low. Do one of the following:• Adjust the ringing level from the front panel u

User Guide for the SoundPoint IP 550/560 Phone5 - 6DisplaysSymptom Problem Corrective ActionThere is no display.The display is incorrect.The display h

Troubleshooting Your Phone5 - 7Productivity SuiteTesting Phone HardwareYour system administrator may ask you to access a diagnostics menu on your pho

User Guide for the SoundPoint IP 550/560 Phone5 - 8

Regulatory Notices - 1Regulatory NoticesService AgreementsPlease contact your Polycom Authorized Reseller for information about service agreements app

User Guide SoundPoint IP 550/560 PhoneRegulatory Notices - 2Polycom Limited Warranty and Limitation LiabilityLIMITED WARRANTY. Polycom warrants to the

Regulatory NoticesRegulatory Notices - 3Safety and CompliancePart 15 FCC RulesThis device is compliant with Part 15 of the FCC Rules. Operation is su

Getting Started with Your Phone1 - 33 Feature Keys:Allow you to quickly access important features with a single press.4 Microphone Mute Mutes audio t

User Guide SoundPoint IP 550/560 PhoneRegulatory Notices - 4Safety and Compliance (continued)CE and VCCI MarkThis SoundPoint IP 550/560 SIP is marked

Regulatory NoticesRegulatory Notices - 5New Zealand Telepermit Polycom SoundPoint IP560 VoIP Telephone PTC 220/08/009PTC General Warning1. The grant

User Guide SoundPoint IP 550/560 PhoneRegulatory Notices - 6New Zealand Telepermit Special ConditionsPTC General Warning 1. The grant of a Telepermit

End-User License Agreement for Polycom® SoftwareThis End-User License Agreement (“Agreement”) is a legal agreement between you (either an individual o

2.6 Copyright. All title and copyrights in and to the Software Product (including, but not limited to, any images, photographs, animations, video, au

refund the purchase price paid by you for any defective software product which is returned to Polycom with a copy of your receipt, or to replace any d

not located in, under the control of, or a national or resident of any such country or on any such list. If you obtained this Software Product outside

User Guide for the SoundPoint IP 550/560 Phone1 - 413 Color Graphic Display Shows the user interface of the phone. For more infomration, refer to Info

Getting Started with Your Phone1 - 5Icons associated with the line keys appear on the graphic display and represent:Icon DescriptionRegistered line (

User Guide for the SoundPoint IP 550/560 Phone1 - 6Before You Use Your PhoneThis section includes information on how to navigate the phone’s menus, ho

Getting Started with Your Phone1 - 7Information StatusThe top line of the screen (or graphic display) shows status information. It scrolls vertically

User Guide for the SoundPoint IP 550/560 Phone1 - 8If your phone is not part of a large deployment, it may not be registered after you set it up. Befo

Getting Started with Your Phone1 - 94 From the Web Configuration Utility login screen, select User, and then enter the User password.5Click Submit.Th

User Guide for the SoundPoint IP 550/560 Phone1 - 10

2 - 12Using the Basic Features of Your PhoneYour SoundPoint IP 550/560 desktop phone is designed to be used like a regular phone on a public switched

© 2010 Polycom, Inc. All rights reserved. Polycom, Inc.4750 Willow RoadPleasanton, CA 94588-2708USANo part of this document may be reproduced or trans

User Guide for the SoundPoint IP 550/560 Phone2 - 2If you require additional information or assistance with your phone, contact your system administra

Using the Basic Features of Your Phone2 - 3To place a call using the handset:>>Do the following steps in any order:— Pick up the handset.— Dial

User Guide for the SoundPoint IP 550/560 Phone2 - 4To place a call using the headset:>>Do one of the following:— With the optional headset conne

Using the Basic Features of Your Phone2 - 5• A single Line Key per line• Multiple Line Keys per lineIf your phone is configured with multiple call ap

User Guide for the SoundPoint IP 550/560 Phone2 - 6To answer a call using the Hands-Free Speakerphone:>>Do one of the following:— Press .— With

Using the Basic Features of Your Phone2 - 7— To answer the call, press the line key. If you hold the line key, you can bring up the caller’s informat

User Guide for the SoundPoint IP 550/560 Phone2 - 8Placing Calls on HoldDuring a call, press or the Hold soft key. The hold icon will display on the

Using the Basic Features of Your Phone2 - 9Hosting Conference CallsYou can create a conference with other parties using the phone’s local conference

User Guide for the SoundPoint IP 550/560 Phone2 - 102. Press or the Confrnc soft key to create a new call.The active call is placed on hold.3. Call t

Using the Basic Features of Your Phone2 - 11A conference similar to this one will now exist.8. Repeat steps 5 to 7 until you have added all intended

iiiAbout This GuideThank you for choosing the Polycom® SoundPoint IP 550/560, a full-duplex, hands-free SIP desktop phone. This unit provides business

User Guide for the SoundPoint IP 550/560 Phone2 - 122. Do one of the following:— To add a new party, press the Add soft key.Call another party as you

Using the Basic Features of Your Phone2 - 13— To place a party on hold, select the party, and then press the Hold soft key.The held party cannot hear

User Guide for the SoundPoint IP 550/560 Phone2 - 14To add a party to a conference call using the Join soft key:1. From the Manage Conference page, pr

Using the Basic Features of Your Phone2 - 15Joining ConferencesTo join two conferences:Previously you set up two separate conference calls between a

User Guide for the SoundPoint IP 550/560 Phone2 - 16Transferring CallsA call can be transferred in one of three ways:• Consultative transfer—The party

Using the Basic Features of Your Phone2 - 172. Place a call to the desired recipient of the call. Refer to Placing Calls on page 2-2 for calling meth

User Guide for the SoundPoint IP 550/560 Phone2 - 18Forwarding CallsThere are two ways to forward incoming calls to another party:• Static Forwarding:

Using the Basic Features of Your Phone2 - 19a If you selected Always, enter a number to forward all future incoming calls to.b If you selected No Ans

User Guide for the SoundPoint IP 550/560 Phone2 - 20To disable call forwarding:1. From the idle screen, press the Forward soft key.2. If multiple line

Using the Basic Features of Your Phone2 - 21To enable Do Not Disturb:>>Press . A flashing icon and text on the graphic display indicate that

User Guide for the SoundPoint IP 550/560 Phoneiv

User Guide for the SoundPoint IP 550/560 Phone2 - 22In the figure below, the phone has one line key, and speed dial keys for Byron, Lauren, and Andrew

Using the Basic Features of Your Phone2 - 23A valid speed dial index is any unused number from 1 to 9999.6. Press the Save soft key to accept your ch

User Guide for the SoundPoint IP 550/560 Phone2 - 24Your phone indicates the presence of new voice mail messages by a flashing Message Waiting Indicat

Using the Basic Features of Your Phone2 - 25When your phone is locked, the messages “This phone is locked” and “Authorized calls only” scroll on the

User Guide for the SoundPoint IP 550/560 Phone2 - 26— DND when locked - You will not receive indication of any incoming calls. Calls will go directly

Using the Basic Features of Your Phone2 - 27— Press the New Call soft key. From the Place an Authorized Call screen, select the number you want to ca

User Guide for the SoundPoint IP 550/560 Phone2 - 28You can log in to a phone by entering your user ID and password. Default passwords are preset at t

Using the Basic Features of Your Phone2 - 29The User Login screen displays, as shown next.2 Enter your user ID and user password, then press the Log

User Guide for the SoundPoint IP 550/560 Phone2 - 30The Logout screen displays with a confirmation message, as shown next.2Press the Yes soft key.Your

Using the Basic Features of Your Phone2 - 31Changing Your User PasswordYou can change your password from any phone that you’re logged in to.To change

vContentsAbout This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iiiChanges to This Guide . . . . . . . . . . . . . . . .

User Guide for the SoundPoint IP 550/560 Phone2 - 32

3 - 13Using the Advanced Features of Your PhoneThis chapter provides operating instructions for the advanced features of the SoundPoint IP 550/560 pho

User Guide for the SoundPoint IP 550/560 Phone3 - 2For example, the following figure shows an active call with Lauren Gates on line 3161.The following

Using the Advanced Features of Your Phone3 - 3Your phone can display two call appearances at one time. If more than two calls are taking place on the

User Guide for the SoundPoint IP 550/560 Phone3 - 4To send a text message:1. Do one of the following:— Press .Select Instant Messages.— Press .Select

Using the Advanced Features of Your Phone3 - 5Using Buddy ListsA buddy list is a list of users/devices whose status, or presence, you can monitor. Us

User Guide for the SoundPoint IP 550/560 Phone3 - 6Managing BuddiesManage your buddies by selecting the contacts whose presence you want to monitor. T

Using the Advanced Features of Your Phone3 - 78. Press to return to the idle screen.Integrating With Microsoft Live Communications Server 2005Your

User Guide for the SoundPoint IP 550/560 Phone3 - 86. For Access, toggle to select Enabled.When enabled, you are allowing the contact to see your pres

Using the Advanced Features of Your Phone3 - 9Calling Your BuddiesTo place a call from your buddy list:1. Do one of the following:a Press , and sele

User Guide for the SoundPoint IP 550/560 PhoneviCalling and Answering from a Locked Phone . . . . . . . . . . . . . . . . . . 2–26Logging Into Phones

User Guide for the SoundPoint IP 550/560 Phone3 - 10placed on hold. Phones play Priority broadcasts at the phone’s current audio level.• Emergency (fo

Using the Advanced Features of Your Phone3 - 11To send a PTT broadcast:1. Press the Talk soft key to select a channel to broadcast on.2. From the PTT

User Guide for the SoundPoint IP 550/560 Phone3 - 123. To start the broadcast, press and hold the Talk soft key. (You need to press the Talk soft key

Using the Advanced Features of Your Phone3 - 13You’ll receive broadcasts on the channels you’re subscribed to as well as Channel 24 (the Priority cha

User Guide for the SoundPoint IP 550/560 Phone3 - 14Ending PTT BroadcastsYou can end a PTT broadcast by releasing the Talk soft key, or by tapping the

Using the Advanced Features of Your Phone3 - 15To update the default channel:1. Press , then select Settings > Basic > Preferences > Paging/

User Guide for the SoundPoint IP 550/560 Phone3 - 162. From the PTT Channel Configuration screen, use the down arrow key to locate Accept While Busy,

Using the Advanced Features of Your Phone3 - 172. From the Paging Groups List screen, select the paging group to send the page to (as shown next).The

User Guide for the SoundPoint IP 550/560 Phone3 - 18You’ll receive pages on the paging groups you’re subscribed to as well as Group 24 (Priority pages

Using the Advanced Features of Your Phone3 - 19An incoming page plays from the speakerphone by default. If you lift the handset or press the Headset

ContentsviiPlacing Calls to Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–18Searching for Contacts . . . . . .

User Guide for the SoundPoint IP 550/560 Phone3 - 20Allowing Pages to Play During Active CallsThe Accept While Busy option allows pages to come in as

Using the Advanced Features of Your Phone3 - 21To re-submit or enter your login credentials:1. Press , then select Settings > Basic> Login Cred

User Guide for the SoundPoint IP 550/560 Phone3 - 22To restart the phone:1. Press .2. Select Settings > Basic > Restart Phone.“Are you sure?” ap

4 - 14Customizing Your PhoneYou can customize your Polycom® SoundPoint IP 550/560 desktop phone by adjusting settings such as: time and date, display

User Guide for the SoundPoint IP 550/560 Phone4 - 2You can select from various formats for the time and date display. You can also disable the time an

Customizing Your Phone4 - 32. Select Settings > Basic > Contrast.3. Press the Up or Down soft keys, or the volume keys, to increase or decrease

User Guide for the SoundPoint IP 550/560 Phone4 - 43. Select Backlight On Intensity.4. Scroll to select high (default), medium, low, or off, and then

Customizing Your Phone4 - 59. Press the Ok soft key to accept your changes.10. Press to return to the idle screen.Changing the Backlight TimeoutYou

User Guide for the SoundPoint IP 550/560 Phone4 - 6To select a headset that supports electronic hookswitch:1. Press .2. Select Settings > Basic >

Customizing Your Phone4 - 7Selecting the Correct Headset for Electronic HookswitchThis feature allows you to answer your phone from your headset if y

User Guide for the SoundPoint IP 550/560 Phoneviii

User Guide for the SoundPoint IP 550/560 Phone4 - 84. Scroll to select the desired ring type. To hear the selected ring type, press the Play soft key.

Customizing Your Phone4 - 93. Scroll to select the desired ring destination. Choose Speaker, Handset, Headset, or Active as the alerting destination

User Guide for the SoundPoint IP 550/560 Phone4 - 104. Press the Select soft key to change to the highlighted language.Text that appears on the graphi

Customizing Your Phone4 - 113. Scroll to highlight the background you want. 4. Press the Select soft key to change to the highlighted background.5. P

User Guide for the SoundPoint IP 550/560 Phone4 - 122. Select Settings > Basic > Preferences > Label Color.Using the dialpad keys 1, 3, 7, an

Customizing Your Phone4 - 13Managing Call ListsYour phone maintains local lists of missed, received, and placed calls. Each list can contain up to 10

User Guide for the SoundPoint IP 550/560 Phone4 - 14Managing ContactsYou can store a large number of contacts in your phone's local contact direc

Customizing Your Phone4 - 155. Enter first and/or last name of the contact from the keypad. Use the 1/A/a soft key to select between numeric and uppe

User Guide for the SoundPoint IP 550/560 Phone4 - 16Block Buddy fields, refer to Managing Buddies on page 3-6.Press the Save soft key to accept your c

Customizing Your Phone4 - 174. Press the View soft key.The contact’s information appears on the graphic display.5. Press the Save soft key to save th

1 - 11Getting Started with Your PhoneThis chapter provides basic installation instructions and information for obtaining the best performance with the

User Guide for the SoundPoint IP 550/560 Phone4 - 187. Press to return to the idle screen.Deleting ContactsTo delete a contact from the local contac

Customizing Your Phone4 - 192. Select Corporate Directory.3. Search for the contact.Refer to Searching the Corporate Directory on page 4-20.4. Press

User Guide for the SoundPoint IP 550/560 Phone4 - 205. Press the Search soft key again.You can dial any successful matches from the resulting informat

Customizing Your Phone4 - 213. Search for the contact in one of the following ways:— In the search line, enter the first few characters of the contac

User Guide for the SoundPoint IP 550/560 Phone4 - 22— Press the AdvFind soft key, enter search values in the displayed fields. For example, enter Byro

Customizing Your Phone4 - 23To set a distinctive ring type for a contact:1. Press . 2. Select Contact Directory.3. Scroll to highlight the contact.Yo

User Guide for the SoundPoint IP 550/560 Phone4 - 244. Press the Edit soft key, and then scroll down to the Auto Reject field.5. Toggle to select Enab

Customizing Your Phone4 - 258. Press the Save soft key to accept your changes.9. Press to return to the idle screen.System CustomizationsSupport fo

User Guide for the SoundPoint IP 550/560 Phone4 - 26

5 - 15Troubleshooting Your PhoneThis chapter contains general troubleshooting information to help you solve any problems you might encounter when you