Polycom 400 User Manual

PRESSONEthe future of global communicationshosted iPBX solutionspowered byPolycom Soundpoint IP PhoneUSER GUIDEpcsp500rev1.0.012004

Polycom Telephone User Guide Your Polycom Telephone 3621-00000092The large 3-line x 19-character LCD display provides features such as date and time,

Polycom Telephone User Guide Voice Mail Features 93621-00000092Deleting a Group1. Press the button on your phone you use to access the voice mail syst

94 Voice Mail Features Polycom Telephone User Guide621-00000092• the total number of members in the group.While reviewing the list of groups, you can

Polycom Telephone User Guide Set Up Outlook for TAPI 95621-00000092Chapter 5Set Up Outlook for TAPIThis chapter explains how you can set up and use Mi

96 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000921. Start Outlook (if not already running).2. Click the Contacts icon to switch to t

Polycom Telephone User Guide Set Up Outlook for TAPI 97621-000000924. Click Call Contact on the menu (circled in the previous screen) to open the New

98 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000928. End the call by hanging up the handset, pressing the speaker button or clicking

Polycom Telephone User Guide Set Up Outlook for TAPI 99621-000000926. Choose where to save the TAPI.EXE file and click Save. This example saves it to

100 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000928. Click Next in the Welcome dialog box to install the PressOneTAPI program.9. Cli

Polycom Telephone User Guide Set Up Outlook for TAPI 101621-0000009211. When the VocalData VOISS dialog box appears while the Installing dialog box co

102 Set Up Outlook for TAPI Polycom Telephone User Guide621-0000009212. Enter your telephone number and password and click OK.13. Click OK in the Voca

4 Your Polycom Telephone Polycom Telephone User Guide621-00000092Moving Your TelephoneBefore moving your telephone, you should check with your system

Polycom Telephone User Guide Set Up Outlook for TAPI 103621-00000092Configuring Windows for TAPIFor TAPI-enabled programs to be able to dial using the

104 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000924. In the Edit Location dialog box, click the General tab (if not selected) and do

Polycom Telephone User Guide Set Up Outlook for TAPI 105621-000000925. Click Apply.

106 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000926. Click the Area Code Rules tab and do one of the following:• Click New to add an

Polycom Telephone User Guide Set Up Outlook for TAPI 107621-00000092multiple area codes that are not long distance - by filling in the necessary infor

108 Set Up Outlook for TAPI Polycom Telephone User Guide621-00000092• “Include all the prefixes within this area code” is selected.• “Dial 1” is unche

Polycom Telephone User Guide Set Up Outlook for TAPI 109621-0000009211. If you completed the VocalData VOISS setup as part of the TAPI install from We

110 Set Up Outlook for TAPI Polycom Telephone User Guide621-0000009212. If you did not complete the VocalData VOISS setup as part of the TAPI install

Polycom Telephone User Guide Set Up Outlook for TAPI 111621-0000009214. When the VocalData VOISS dialog box appears, do the following:a. Enter the IP

112 Set Up Outlook for TAPI Polycom Telephone User Guide621-0000009215. Enter your telephone number and password and click OK.

Polycom Telephone User Guide Your Polycom Telephone 5621-000000922. Take the telephone to the new location.3. Plug the telephone into the LAN connecti

Polycom Telephone User Guide Set Up Outlook for TAPI 113621-0000009216. Click OK in the VocalData VOISS dialog box to return to the Phone and Modem Op

114 Set Up Outlook for TAPI Polycom Telephone User Guide621-00000092Configuring Outlook to Use TAPITo configure Outlook or another TAPI-enabled progra

Polycom Telephone User Guide Set Up Outlook for TAPI 115621-000000924. Click Call Contact on the menu (circled in the previous screen) to open the New

116 Set Up Outlook for TAPI Polycom Telephone User Guide621-000000927. Select your telephone number and click OK to return to the New Call dialog box.

Polycom Telephone User Guide I-1621-00000092IndexNumerics911 calls, disconnecting 57AAbbreviated Dial 13Abbreviated Dial CodeCreate 14Delete 15Modify

I-2 Polycom Telephone User Guide621-00000092Phone Feature Buttons 23Disable Call Forward 24Set Forward 23Star CodesDisable 24Call Forward (Busy) 24Dis

Polycom Telephone User Guide I-3621-00000092Add Members 91Change Name 92Delete Members 91List Members 91Play Name 92Enable Call Forward (All Calls)Pho

I-4 Polycom Telephone User Guide621-00000092MicrophoneAdjusting the Volume 7Modifying Voice Mail DistributionGroup 90Add Members 91Change Name 92Delet

Polycom Telephone User Guide I-5621-00000092SSaving a Voice Mail Message 83Second Call (Answer) 8Selective Call Forward 60Add Forwarded Numbers 62Dele

I-6 Polycom Telephone User Guide621-00000092Call Block (Selective Call Rejection)19Call Forward (All Calls) 23Phone Feature Buttons 23Call Forward (Bu

6 Your Polycom Telephone Polycom Telephone User Guide621-00000092

Polycom Telephone User Guide I-7621-00000092Enable 61Enter Forward Number 62Identify Forwarding DestinationNumber 62List Forwarded Numbers 63Speaker 6

I-8 Polycom Telephone User Guide621-00000092Configuring for TAPI 103ZZero Out to Operator 82

Polycom Telephone User Guide Basic Phone Features 7621-00000092Chapter 2Basic Phone FeaturesAdjusting the VolumeThere are two keys labeled with a plus

8 Basic Phone Features Polycom Telephone User Guide621-00000092• Press the button to talk to the caller using the speakerphone.NOTE: If you answered

Polycom Telephone User Guide Basic Phone Features 9621-00000092Dial Tone and Ringer PatternsThe VOISS telephone system generates different ringer and

10 Basic Phone Features Polycom Telephone User Guide621-000000923. Dial the desired number, including “1” and the area code, if required (as supported

Polycom Telephone User Guide Basic Phone Features 11621-00000092Using the SpeakerphoneYour telephone is equipped with a speakerphone that lets you con

12 Basic Phone Features Polycom Telephone User Guide621-00000092Speakerphone TroubleshootingProblem SolutionYou can’t hear callers on the speaker.Incr

Polycom Telephone User Guide i621-00000092Table of Contents1 Your Polycom Telephone ... 1Introduction ...

Polycom Telephone User Guide VocalData Telephone Features 13621-00000092Chapter 3PressOne Telephone FeaturesThis chapter contains an alphabetical summ

14 VocalData Telephone Features Polycom Telephone User Guide621-00000092Creating an Abbreviated Dial Code1. Press 75#.NOTE: A voice prompt will lead y

Polycom Telephone User Guide VocalData Telephone Features 15621-000000924. Dial the phone number you want to assign to this Abbreviated Dial code foll

16 VocalData Telephone Features Polycom Telephone User Guide621-000000923. Press the Abbreviated Dial code you wish to verify.The phone number you ent

Polycom Telephone User Guide VocalData Telephone Features 17621-000000923. Enter the authorization code (obtained from your system administrator). Whe

18 VocalData Telephone Features Polycom Telephone User Guide621-000000922. Enter the associated billing code for the call. The other party will hear t

Polycom Telephone User Guide VocalData Telephone Features 19621-000000923. Answer the call to have the system automatically dial the external number f

20 VocalData Telephone Features Polycom Telephone User Guide621-00000092Enabling/Disabling Call BlockThe PressOne system allows you to turn the Call B

Polycom Telephone User Guide VocalData Telephone Features 21621-000000924. Press # to save the entry or * to exit without saving.5. Select a menu item

22 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Press * to return to the Call Block menu.4. Press 1 to remove a specific num

ii Polycom Telephone User Guide621-00000092Deleting an Abbreviated Dial Code ... 15Verifying an Abbreviated Di

Polycom Telephone User Guide VocalData Telephone Features 23621-00000092Call Forward (All Calls)Call Forward (All Calls) allows you to forward all cal

24 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Pickup and replace the handset.Call forward (all) is enabled and the display

Polycom Telephone User Guide VocalData Telephone Features 25621-00000092Enabling Call Forward (Busy)1. Press 76# on the telephone keypad. The speaker

26 VocalData Telephone Features Polycom Telephone User Guide621-00000092NOTE: Calls forwarded to an off-net number that are unanswered will roll over

Polycom Telephone User Guide VocalData Telephone Features 27621-000000922. Dial the ringing extension number to begin speaking with the caller.Group C

28 VocalData Telephone Features Polycom Telephone User Guide621-00000092Call TraceCall Trace allows you to record the telephone number of an offending

Polycom Telephone User Guide VocalData Telephone Features 29621-00000092Answering the Second CallTo answer a second call without ending the current ca

30 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Press 1 to send the call to voice mail.• Press 2 to send a "Please Hold

Polycom Telephone User Guide VocalData Telephone Features 31621-000000921. Make a call or be engaged in a call.2. Press the Conference button. The cal

32 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Internal Dial Tone – A continuous, higher-pitched tone• External (Outside) D

Polycom Telephone User Guide iii621-00000092Call Return... 27Call Tra

Polycom Telephone User Guide VocalData Telephone Features 33621-000000921. From the guest /new phone, dial 588 (or the code provided by your system ad

34 VocalData Telephone Features Polycom Telephone User Guide621-00000092Do Not DisturbDo Not Disturb instantly routes all your incoming calls to anoth

Polycom Telephone User Guide VocalData Telephone Features 35621-00000092Group Speed DialThis feature provides additional speed dialing capabilities be

36 VocalData Telephone Features Polycom Telephone User Guide621-00000092When you try to make an external call and all outgoing lines are unavailable,

Polycom Telephone User Guide VocalData Telephone Features 37621-00000092Meet-Me ConferenceIf supported by your system, Meet-Me Conferencing provides t

38 VocalData Telephone Features Polycom Telephone User Guide621-00000092To join a Meet-Me Conference1. If dialing internally, dial the Meet-Me Join nu

Polycom Telephone User Guide VocalData Telephone Features 39621-00000092• When you join the conference, if you are the third (or later) conferee to jo

40 VocalData Telephone Features Polycom Telephone User Guide621-00000092Roll CallDuring a conference call, the moderator may initiate a roll call of t

Polycom Telephone User Guide VocalData Telephone Features 41621-00000092lack of courtesy, among others. To drop a conference call, press *7. All calle

42 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Hang up.Canceling a Meet-Me ConferenceYou may cancel a conference reservatio

iv Polycom Telephone User Guide621-00000092Getting a List of Meet-Me Conferences... 44MultiLine Call Park...

Polycom Telephone User Guide VocalData Telephone Features 43621-000000923. Enter the Moderator ID that was received when the conference was scheduled

44 VocalData Telephone Features Polycom Telephone User Guide621-00000092Getting a List of Meet-Me Conferences1. If dialing internally, dial the Meet-M

Polycom Telephone User Guide VocalData Telephone Features 45621-000000921. Take the phone off-hook by doing one of the following:• Press the Speaker b

46 VocalData Telephone Features Polycom Telephone User Guide621-00000092• “Day” mode (or Mode 1) is defined by default as Monday - Friday, 8:00 am to

Polycom Telephone User Guide VocalData Telephone Features 47621-00000092The following table shows how to activate the various states of Night mode.On-

48 VocalData Telephone Features Polycom Telephone User Guide621-00000092• Press the button and dial the number.• Press a speed dial button. • Press t

Polycom Telephone User Guide VocalData Telephone Features 49621-000000922. Press the one-touch transfer button (J Smith VM) to transfer the call.3. Ha

50 VocalData Telephone Features Polycom Telephone User Guide621-00000092Assigning Your Phone Number to Your PhoneWhen your phone is first installed, y

Polycom Telephone User Guide VocalData Telephone Features 51621-00000092in conference rooms with analog speaker phones or at other locations with an a

52 VocalData Telephone Features Polycom Telephone User Guide621-00000092If you have a display on your telephone, the options for each menu level appea

Polycom Telephone User Guide v621-00000092Enabling/Disabling Selective Call Forward... 61Entering the Forwarding Destination

Polycom Telephone User Guide VocalData Telephone Features 53621-00000092Listing Priority Call Members1. Press *61.A voice prompt tells you whether Pri

54 VocalData Telephone Features Polycom Telephone User Guide621-00000092• You are prompted to enter the number to delete followed by the # key.4. Ente

Polycom Telephone User Guide VocalData Telephone Features 55621-00000092Queue/ACD (Automatic Call Distribution)The Automatic Call Distribution (ACD) q

56 VocalData Telephone Features Polycom Telephone User Guide621-00000092Viewing Calls-in-queue InformationIf the Display Queue Status feature has been

Polycom Telephone User Guide VocalData Telephone Features 57621-00000092Hanging up a call this way means you will not get the reminder tone in the han

58 VocalData Telephone Features Polycom Telephone User Guide621-00000092Canceling Remote Forwarding1. Dial the DID number for Remote Access to Call Fo

Polycom Telephone User Guide VocalData Telephone Features 59621-00000092phone instead. Callers will hear an announcement asking them to wait while the

60 VocalData Telephone Features Polycom Telephone User Guide621-00000092You can also press the Remote button on the PressOne IP phone to deactivate th

Polycom Telephone User Guide VocalData Telephone Features 61621-00000092To use this feature, you designate the forward destination and manage a list o

62 VocalData Telephone Features Polycom Telephone User Guide621-00000092Entering the Forwarding Destination Number1. Press *63 or *83.A voice prompt t

vi Polycom Telephone User Guide621-00000092Skipping to the Next Message ... 84Deleting a Message ..

Polycom Telephone User Guide VocalData Telephone Features 63621-000000925. Select another menu item or hang up.Listing Forwarded Phone Numbers1. Press

64 VocalData Telephone Features Polycom Telephone User Guide621-000000924. Press 1 to remove a specific number.5. Enter the number with no spaces, das

Polycom Telephone User Guide VocalData Telephone Features 65621-00000092SpeakerPress the (Speaker) button to turn on your speakerphone, to select yo

66 VocalData Telephone Features Polycom Telephone User Guide621-00000092Identifying the Number Assigned to a Speed Dial ButtonChoose one of the follow

Polycom Telephone User Guide VocalData Telephone Features 67621-00000092Star CodesThe codes used by analog DTMF users to activate features (commonly r

68 VocalData Telephone Features Polycom Telephone User Guide621-00000092TransferUse this feature to transfer a call to another number. See also“Blind

Polycom Telephone User Guide VocalData Telephone Features 69621-000000924. If the called party does not answer, you can do one of the following:• Pres

70 VocalData Telephone Features Polycom Telephone User Guide621-00000092

Polycom Telephone User Guide Voice Mail Features 71621-00000092Chapter 4Voice Mail FeaturesThe PressOne voice mail system stores messages in your pers

72 Voice Mail Features Polycom Telephone User Guide621-00000092Menus and CommandsThe following tables show the main voice mail menu along with the mes

Polycom Telephone User Guide Your Polycom Telephone 1621-00000092Chapter 1Your Polycom TelephoneIntroductionThis guide describes how to use all of the

Polycom Telephone User Guide Voice Mail Features 73621-00000092NOTE: If you are listening to the introductory message and you press *, you will exit f

74 Voice Mail Features Polycom Telephone User Guide621-00000092Your service provider may have selected an Octel-style voice mail menu for you. If so,

Polycom Telephone User Guide Voice Mail Features 75621-000000928 Hear or change custom operator number(Not supported for stand-alone mailboxes)NOTE: O

76 Voice Mail Features Polycom Telephone User Guide621-00000092Accessing Your Voice MailYou can access your voice mailbox from several different sourc

Polycom Telephone User Guide Voice Mail Features 77621-000000922. Enter your extension number. You are prompted to enter your password.3. Enter your n

78 Voice Mail Features Polycom Telephone User Guide621-00000092record new greetings, or exit the voice mail system.To select the desired option, press

Polycom Telephone User Guide Voice Mail Features 79621-00000092clarity of the message. Also remember to check the volume level on your speakers before

80 Voice Mail Features Polycom Telephone User Guide621-00000092Composing Messages before SendingThe compose feature of the voice mail system allows yo

Polycom Telephone User Guide Voice Mail Features 81621-00000092Marking a Message as UrgentTo mark a message as urgent, which places it in the recipien

82 Voice Mail Features Polycom Telephone User Guide621-00000092Returning to the Auto Attendant or OperatorWhen calling from outside of the PressOne sy

2 Your Polycom Telephone Polycom Telephone User Guide621-00000092forwarding, redialing, speed dialing, transferring calls, conference calls, and acces

Polycom Telephone User Guide Voice Mail Features 83621-000000924. Do one of the following:• Press 1 to change your custom operator number, see step 5.

84 Voice Mail Features Polycom Telephone User Guide621-00000092Skipping to the Next MessageTo skip to the next voice mail message, press 8.Deleting a

Polycom Telephone User Guide Voice Mail Features 85621-00000092• Press 2 to change the introductory message.• Press 3 to review the introductory messa

86 Voice Mail Features Polycom Telephone User Guide621-00000092Sending a Message Directly to an ExtensionYou can send a voice mail message directly to

Polycom Telephone User Guide Voice Mail Features 87621-00000092• Press 1 to record the No Answer greeting.• Press 2 to record the Do Not Disturb greet

88 Voice Mail Features Polycom Telephone User Guide621-00000092What You Receive on Your Pager/Cell PhoneNumeric - You receive the numbers you entered

Polycom Telephone User Guide Voice Mail Features 89621-00000092Corporate (customer) distribution lists are created by an administrator or a user with

90 Voice Mail Features Polycom Telephone User Guide621-000000926. Enter the extension number of one of the members of the group.7. Press # key.8. Repe

Polycom Telephone User Guide Voice Mail Features 91621-00000092• Go back to the previous menu - press *.NOTE: If the group does not exist, the user wi

92 Voice Mail Features Polycom Telephone User Guide621-000000921. After the prompt, enter the extension number of the member you wish to delete.2. Pre