Polycom SoundPoint IP 650 User Manual
Hosted ip-pbx phone system
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Summary of Contents for Polycom SoundPoint IP 650
- Page 1 End User Guide Hosted IP-PBX Phone System Polycom Model 650 - Handset Business Voice Systems • Metro Connection Services • Commercial DirecTV • Managed Services • Data Center Business Voice Systems • Metro Broadband Services • Data Center • Managed IT Services • Commercial DirecTV...
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Page 3: Table Of Contents
Table of contents Table of contents 3 Introduction – SoundPoint IP 650 Phone 1.1 Basic Phone Handset Settings 1.2 Soft Keys and Hard Keys 9 Making Calls 10 2.1 Internally 10 2.2 Externally 10 2.3 Redialing Numbers Answering Calls 3.1 Call Waiting (Answering a call when on you are on another call) 3.2 Putting an existing call on hold... - Page 4 8.1 Messages 24 8.2 Missed Calls 8.2.1 Call Back 8.3 Contacts 26 8.3.1 Calling a Contact 8.4 Settings Messages & Calls 9.1 Messages 28 9.1.1 Listen To a Message 29 9.1.2 Deleting a Message 30 9.1.3 Marking a Message as Heard 9.1.4 Marking a Message as New 31 9.1.5 Call Back 9.1.6 Add Caller to Contacts...
- Page 5 12.5 Call Me App 12.6 Click To Dial 12.7 Click to Dial - Calling from your Regular Phone 12.8 Click To Dial - Calling from Another Number Other Hosted IP PBX Features 13.1 Business Conference Bridge 13.2 How to Use Business Conference Bridge 13.3 Moderator Instructions 64 13.4 Participant Instructions 65 13.5 Moderator Commands (telephone key pad)
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Page 7: Introduction - Soundpoint Ip 650 Phone
Introduction – SoundPoint IP 650 Phone Welcome to your new Polycom Soundpoint IP 650 phone! This guide will help you get up and running with your new phone as soon as possible. It tells you how to use your phone handset, the commonly used features and information on the online web management tool, the ITS Telecom ComPortal. -
Page 8: Basic Phone Handset Settings
Managing Call Lists Your Polycom 55/560 phone maintains local lists of missed, received, and placed calls. Each list can contain 100 entries. Press the following to access missed, received, and placed call lists. -
Page 9: Soft Keys And Hard Keys
Soft Keys and Hard Keys Your Polycom 650 Phone has two main type of “keys” that are used to control the basic and advance functions of your handset. These are defined below. Soft Key Keys that control the commands of your LED display on your Polycom phone handset... -
Page 10: Making Calls
Making Calls Internally To call another person in your business lift the handset and dial the other person’s extension. This is typically a 3, 4 or 5 digit number, and may begin with #. See “Quick Reference Information” in the front of this manual for your company’s phone numbers and employee extension list. -
Page 11: Answering Calls
Answering Calls When you are not in another call, you can answer a call in these ways: Use the handset. Pick up the handset. Press the “speaker phone” icon button. Use the speakerphone. Press the “headset icon” button. Use the headset. Call Waiting (Answering a call when on you are on another call) (Must have this feature enabled with your phone service) -
Page 12: Forwarding Calls
The section below provides instructions on how to set up Call Forwarding using your Polycom 650 handset. Introduction Your Polycom 650 phone system supports a number of different types of Call Forwarding. Immediate (sometimes called Unconditional) Call Forwarding is where all calls are forwarded to a number of your choice. -
Page 13: Immediate, Busy And No Answer Call Forwarding Using The Handset
Immediate, Busy and No Answer Call Forwarding using the Handset 4.2.1 Enabling To use your handset to enable Immediate, Busy or No Answer Call Forwarding dial the access code for the type of call forwarding you want to enable followed by the number you wish to forward calls to. - Page 14 Enter your full 10-digit phone number followed by Enter your remote access to call forwarding PIN followed by . Note that this PIN is different from your CommPortal password. Enter the access code of the call forwarding service you wish to configure. If you are enabling call forwarding the system will then provide a broken dialtone.
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Page 15: Advanced Call Handling
Advanced Call Handling Transferring Calls A call can be transferred in one of two ways: Consultative transfer The person to whom you want to transfer the call, answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer. 1. -
Page 16: Parking A Call (Optional Feature)
If your phone doesn’t have dedicated call park keys, follow these steps: Transfer Initiate call transfer by pressing the key (snom or Polycom phones) Xfer or the key (Aastra phones). Dial the Call Park access code Listen to the park orbit number where the call will be parked. -
Page 17: Enabling Do Not Disturb
Enabling Do Not Disturb To prevent the phone from ringing (from incoming calls), you can select Do Not Disturb. Confrnc button or Confrnc soft key while Do Not Disturb is enabled are logged in the “Missed Calls” To disable Do Not Disturb: Press Do Not Disturb button again. -
Page 18: Voicemail
3. Follow the audio prompts to record your name and Voicemail greeting. 4. Your new Voicemail is now ready. Accessing Voicemail When you have one or more unheard voice messages waiting, your Polycom phone will display a flashing light. To listen to your messages from your office phone 1. -
Page 19: Using The Voicemail System
To retrieve your Voicemail from a phone other than the Polycom phone connected to your service number: Call 772-597-8642 2. Enter your ten-digit phone number followed by the # sign. 3. When prompted, enter your PIN followed by the # key. -
Page 20: Using Its Commportal (Website Interface)
Using ITS CommPortal (website interface) CommPortal provides a web interface to your phone settings and gives you access to: view recent calls or missed calls view and listen to your voicemail messges set up a contact list change your phone and phone system’s settings. Accessing ITS CommPortal To access the ITS CommPortal go to: https://myfeatures.itstelecom.net... -
Page 21: Using Its Commportal
3. Click on LOGIN button. The following shows a sample CommPortal login page. Using ITS CommPortal Once you have logged in, you will see the ITS CommPortal Dashboard. This gives you a quick at-a-glance summary of your messages, missed calls, contacts and phone settings. -
Page 22: Getting Help
Along the top of the window are a series of tabs which you can select to take you to the different pages within ITS CommPortal. Dashboard. This is the at-a-glance summary you see when you first log into CommPortal. Messages & Calls. This shows you all of your voice and fax messages, and the calls you’ve made, answered or missed. -
Page 23: Logging Out
Logging Out If you don’t use ITS CommPortal for 30 minutes you will be automatically logged out. However, if you wish to manually log out, for example because you’ve been accessing CommPortal using a shared computer, you can do this by clicking the LOGOUT icon:... -
Page 24: Using Its Commportal Dashboard
Using ITS CommPortal Dashboard The CommPortal Dashboard is shown when you log into CommPortal and gives you an at-a-glance summary of your phone settings. In this section we’ll examine the Dashboard in more detail. Here is an example Dashboard: Messages In the top left hand corner you can see if you have any new voice messages: To view and listen to new messages, click on the voicemail link. -
Page 25: Missed Calls
Missed Calls This section shows you the most recent calls which you have missed: To see other types of calls, go the Messages & Calls page, described in Section 9. 8.2.1 Call Back To call back a number whose call you missed using Click To Dial, follow these steps: Right click on the number of the caller. -
Page 26: Contacts
Contacts The Contacts section displays all of your contacts and allows you to search them: To search, enter the letters you want to search for in the text box. ITS CommPortal will narrow down the contacts displayed as you type, and the text that matches your search will be highlighted in yellow: To cancel the search and view all of your contacts, delete the search text you entered. -
Page 27: Settings
Settings Your main settings will be shown at the bottom right of ITS CommPortal. This shows you the current status of your main phone line settings: In the example above Call Forwarding Immediate, the Follow Me service and Anonymous Call Rejection are all inactive (disabled). -
Page 28: Messages & Calls
Messages & Calls From the Messages & Calls section you have a number of sections which you can select by clicking on the tabs: Messages shows you all of your new and stored voice messages. Faxes shows you any new and stored fax messages. Missed displays the recent calls you have received and not answered. -
Page 29: Listen To A Message
9.1.1 Listen To a Message To listen to a message click on the loudspeaker icon to the left of the message: This will pop up a Voicemail player which loads and plays the message. With this player you can: See when the message was received and how long it is. Pause, rewind and fast forward the message. -
Page 30: Deleting A Message
Mute the player or change the volume. Delete the message, or Save it to disk. Close the player. 9.1.2 Deleting a Message To delete a voice message, follow these steps: Select the voice message (or messages) to delete by selecting the checkbox to the left of the message: Click on Delete. -
Page 31: Marking A Message As New
Click on Mark As Heard. 9.1.4 Marking a Message as New To mark a message as new, follow these steps: Select the voice message (or messages) to mark as new by selecting the checkbox to the left of the message:... -
Page 32: Call Back
Click on Mark As New. 9.1.5 Call Back To call back a caller who left you a voice message, follow these steps: Right click on the number of the caller. Select the Dial option. 9.1.6 Add Caller to Contacts To add the number of someone who left you a voicemail to your Contacts, follow these steps: Click on the Add to Contacts icon to the right of the voicemail: This will take you to the Contacts page. -
Page 33: Missed Calls
Missed Calls The Missed section shows you the recent calls that you have received but did not answer: If a caller is in your Contacts list then their name will be shown instead of their number, and an icon indicating which of that Contact’s numbers they used to call you:... -
Page 34: Add Caller To Contacts
9.3.1 Add Caller to Contacts To add the number of someone who called you to your Contacts, follow these steps: Click on the Add to Contacts icon to the right of the call information: This will now take you to the Contacts page. Enter the details for your new contact and click on Save. -
Page 35: Received
Received This page shows you all of the recent calls you have answered: 9.5.1 Add Number to Contacts To add the number of someone who called you to your to your Contacts, follow these steps: Click on the Add to Contacts icon to the right of the call information: This will now take you to the Contacts page. -
Page 36: Contacts
Contacts From the Contacts screen you can create, import or export contacts to or from your phone. Various tabs are available to do the following: Contact List allows you to manage your personal contact list. Speed Dials is where you configure your numeric speed dials. Extensions shows you the extensions within your business. -
Page 37: Contact List
10.1 Contact List The Contact List shows you all of your contacts: 10.1.1 Searching To search, enter the letters you want to search for in the text box. ITS CommPortal will narrow down the contacts and the text that matches your search will be highlighted:... -
Page 38: Add A New Contact
To cancel the search and view all of your contacts, delete the search text you entered. 10.1.2 Add a New Contact To add a new Contact, follow these steps: Click on New Contact. Enter the details for your new contact in the text boxes provided. - Page 39 Enter any phone numbers for your contact in the text boxes provided. You can select the radio button to the right of a number to indicate that it is the preferred number for this Contact. Enter any addresses for your contact in the text boxes provided. Hit Save. You new contact will now have been added.
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Page 40: Editing A Contact
10.1.3 Editing a Contact To edit a contact, follow these steps: Select the contact you wish to edit from the list on the left hand side of the screen. Click Edit. Modify or add any details. Click Save. 10.1.4 Deleting a Contact To delete a contact, follow these steps: Select the contact you wish to delete from the list on the left hand side of the screen. -
Page 41: Groups
10.1.6 Groups You can manage your contacts by assigning them to groups. For example you might have a group for “Work” contacts and another group for “Personal” contacts. To add a new group, follow these steps: Click on New Group. - Page 42 Enter a name for the group in Group Name. Enter an ID for the group in Telephone ID. Select any contacts you want to be in the group from the list on the right hand side. Click on Save. The new group will now appear in the Contacts & Groups section:...
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Page 43: Speed Dials
By selecting a group you can search within it for the group members, by using the Search for box on the right hand side of CommPortal. To edit a group, follow these steps: Select the group on the left hand side. Click on Edit. -
Page 44: Adding A Speed Dial
You use these speed dials by dialing the one or two digit speed dial number from your phone. These are different from speed dials which are assigned to particular keys on your phone.. 10.2.1 Adding a Speed Dial To add a speed dial, follow these steps: Select the number for the speed dial you’d like to set up from the Speed Dial drop down list. -
Page 45: Deleting A Speed Dial
10.2.2 Deleting a Speed Dial To delete a Speed Dial, follow these steps: Click on the Trash Can icon to the right of the speed dial: Click on Apply. Alternatively to delete all of your speed dials, follow these steps: Click on Clear List. - Page 46 To use Click To Dial to call any of these extensions, follow these steps: Right click on the number of the extension you wish to call. Select the Dial option. Your administrator sets up these Extensions.
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Page 47: Short Codes
10.4 Short Codes The Short Codes section shows you all of the speed dials set up for all the phones in your business: You can dial these short codes from any phone in the business to reach the destination. Your administrator sets up these Short Codes. -
Page 48: Call Manager
Call Manager Call Manager is another feature/tab within the ITS CommPortal that monitors your incoming calls and handles them according to your parameters. Call Manager lets you decide who, how and when callers can reach you. It is a powerful “rules based” call routing and forwarding function which is available in two different levels. -
Page 49: Easy Call Manager
Incoming Call Manager provides end-users with a powerful rules based routing services allowing them to configure when, where and which calls are delivered to them. Subscriber’s use the advanced rules based routing to configure an advanced Sets of Rules for their incoming calls. For example, a subscriber might want to forward calls from family and friends to a home phone, while forwarding calls from the office directly to voicemail, or to screen calls from a particular number. -
Page 50: Premium Call Manager
11.2 Premium Call Manager The Premium Call Manager summary page provides you with a single view of how your calls are currently routing and is the ITS CommPortal interface for changing your settings. From this page you can quickly change your call forwarding settings by selecting one of the buttons under the "When I Receive a Call"... - Page 51 “This Set of Rules does not contain any rules for specific callers so when it is active, "all calls will ring your phone using the Standard Ringtone". To override this behavior for specific callers, click the "Add New Rule" button below.” From this page, you can select you can configure the following Ring your phone with a standard or distinctive ringtone Send the call to voicemail...
- Page 52 In order to define a new rule for Normal calls, select the click on the Normal call rule and click the “Add New Rule” button. Begin configuring your rule by selecting which caller or callers the rule will apply to. The options are: This individual contact - Apply to individual contact (in your contact directory) This group of contacts - Apply group of contacts as defined in my contact...
- Page 53 Select the individual or group of callers that this rule will apply to; click the “Next” button. Next you will select how the system will route your calls when you receive a call from selected user or group. The available routing options are: Ring your phone with a standard or distinctive ringtone Send the call to voicemail Inform the caller that I am unavailable and reject the call...
- Page 54 1. Add the first phone number to ring by entering a number in the Phone Number Field 2. Enter the start ring time and end ring time for the phone (one ring cycle is 6 seconds, however for mobile phones, you may have to allow more time depending on the mobile networks post dial delay) 3.
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Page 55: Premium Call Manager Schedule Based Routing
11.4 Premium Call Manager Schedule Based Routing The Weekly Schedule functionality of Incoming Call Manager allows you to apply different routing rules based on time of day and day of week. For instance you may want all calls to ring your desk phone during working hours and ring your mobile phone during lunch or after business hours. -
Page 56: Premium Call Manager - Special Days (Holidays)
11.5 Premium Call Manager - Special Days (Holidays) You can define special days such as Holidays or days when you are away from the office and would like special call treatments. To configure Special Days, select the Special Days tab and follow the steps below: To select individual special days: Select the month using the key and the year using the... -
Page 57: Additional Commportal Features
Additional CommPortal Features The ITS CommPortal has a few other features that your business may or may not subscribe to as part of the ITS CommPortal: Reminders CommPortal Assistant App Call Me App Click to Dial 12.1 Reminders The Reminders page lets you set up reminder calls:... -
Page 58: Adding Reminders
12.2 Adding Reminders To add a new reminder, you use the New Reminder section: To add a new reminder, follow these steps: Select when you want the reminder call to happen from the dropdown list. You can either choose for it to happen once in the next 24 hours, or for it to happen weekly on a certain day of the week: Enter the time you would like the reminder call using the Time boxes and dropdown list. -
Page 59: Deleting Reminders
12.3 Deleting Reminders To delete a reminder, you use the Reminders list: To delete a reminder, follow these steps: Click on the Trash Can icon to the right of the reminder in the list: Click on Apply. Alternatively to delete all of your reminder calls, follow these steps: Click on Clear List. -
Page 60: Call Me App
12.5 Call Me App Call Me Buttons Make it easy for people to reach you by using graphical buttons that you can add to a webpage or email signature. When someone clicks the button, they just enter a phone number and we automatically connect the call when you answer. To set up a Call Me Button: 1. -
Page 61: Click To Dial - Calling From Your Regular Phone
12.7 Click to Dial - Calling from your Regular Phone To make a call from your regular desk phone, enter the phone number you want to call in the space provided and click Dial. Your phone will now ring. When you answer it the number you entered will be called. Once the person you called has answered this will be displayed on your screen: 12.8 Click To Dial - Calling from Another Number... - Page 62 This takes you to the Preferences section of the Settings page. Under Click To Dial select Use remote telephone and enter the number of the phone you want to use to make your call. If you have a remote telephone number configured the Click To Dial icon changes to: You can now place a Click To Dial call.
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Page 63: Other Hosted Ip Pbx Features
Other Hosted IP PBX Features ITS Hosted IP-PBX offers some optional advanced features to accommodate businesses who need to communicate to or with many people at one time. Business Conference Bridge The ITS Fiber Business Conference Bridge system allows your business to host conference calls with many participants. -
Page 64: Moderator Instructions
You and your call participants can use either of the phone number listed above for the same conference call. Moderator code: _____________( assigned by ITS Fiber) Participant code: _____________ ( assigned by ITS Fiber) The moderator needs to decide the day and time of conference call, then let call participants know this information and the call in phone number(s), participant code and basic instructions. -
Page 65: Participant Instructions
Dialing out to invite a participant into the conference: 1. To invite the participant into the conference, press *1 and then dial the participant's telephone number followed by #. 2. You will hear an announcement giving instructions for linking the participant into the conference;... -
Page 66: Moderator Commands (Telephone Key Pad)
The participant will then be placed into the conference if the moderator has started it, otherwise they will be put on hold until the conference starts. (They may hear on-hold music while they are waiting.) If configured the conference may start as soon as there are 2 participants, whether or not the moderator is one of them. -
Page 67: Moderator Commands - Web Access
13.6 Moderator Commands - Web Access When moderating a conference you can use the web interface to view and control the conference. To access this, follow these steps: 1. Access the online/web interface for business conference bridge at: https://conf.itstelecom.net 2. Enter your moderator and participant code. (see How to Use Business Conference Bridge section or the Quick Reference Guide at beginning of this manual) 3. - Page 68 Current Call The Current Call window allows you to manage a conference. If this window is not already shown on the screen, click on the Current Call button to display it. If you have not yet started a conference, the screen shows the message "There is no conference at this time”...
- Page 69 screen change to show the current contents of this entry. Edit the contents as required and then click on Save Entry. • To add a new directory entry, click on New Entry to clear the edit boxes at the top of the screen if any data is shown in them.
- Page 70 • To listen to a recording or save it to your local computer, click on the Download button next to the recording. • To delete a recording when you no longer need it, click on the Delete button next to the recording.
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Page 71: Mass Announcement Service
13.7 Mass Announcement Service Our Mass Announcement Service enables you to automate calling a typically large number of contacts, and playing them a pre-recorded announcement. For example, a weather center administrator might have a Mass Announcement Service account configured with contact numbers for all local residents, so that he can easily notify them of a flood warning;... - Page 72 Record A Message To Send To record a message from the Telephone User Interface, follow the Mass Announcement phone interface: Call Mass Announcement number. Enter Account number followed by #. Enter Password number followed by #. Note: If you have more than one Contact list you can select which contact list you wish to use-Listen for prompt.
- Page 73 Create Contact List (s) Use the default settings to create a list: 1. Name: ex. ITS Telecom (A name to identify this list) 2. Contact list number: 1 (A unique 2-digit number to ID the contact list) 3. Maximum attempts per contact: 2 4.
- Page 74 Add, edit and removing contact names/numbers on your list: To add a new contact: 1. Type a Name and Number into the blank fields. 2. Select Add contact Button Select Save Contacts To edit an existing contact: 1. Type the new Name or Number as described above. 2.
- Page 75 The default is 20 seconds. Minimum successful call time: The amount of time, in seconds, that a call must be connected for, if the call is to be counted as successful. If a call is counted as unsuccessful, the Mass Announcement Service will attempt to call the contact again.
- Page 76 Permitted calling times: The days of the week and times of the day when the Mass Announcement Service is permitted to make calls to this contact list. Setting these fields allows you to avoid calling people during unsociable hours, or to reduce the number of unsuccessful calls by targeting times such as evenings or weekends when people are likely to be at home.