Polycom 400 User Manual
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Polycom 400 User Manual

Polycom phone user guide 400, 500
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i P B X
h o s t e d
s o l u t i o n s
PRESSONE
powered by
the future of global communications
Polycom Soundpoint IP Phone
USER GUIDE
pcsp500rev1.0.012004

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  • Page 1 P B X h o s t e d s o l u t i o n s PRESSONE powered by the future of global communications Polycom Soundpoint IP Phone USER GUIDE pcsp500rev1.0.012004...

  • Page 2: Table Of Contents

    Your Polycom Telephone ... 1 Introduction ... 1 Accessing Phone Features... 1 In This Manual ... 1 Telephone Description... 1 Polycom Telephone Features Table ... 3 Moving Your Telephone... 4 Basic Phone Features ... 7 Adjusting the Volume ... 7 Answering a Call... 7 …using the Phone ...
  • Page 3 Disabling Call Forward (No Answer) ... 26 Call Pickup ... 26 Directed Call Pickup ... 26 …using the Phone... 26 …using Star Codes ... 26 Group Call Pickup... 27 …using the Phone... 27 …using Star Codes ... 27 Polycom Telephone User Guide 621-00000092...
  • Page 4 Roll Call ... 40 Adding More Ports to an Active Meet-Me Conference ... 40 Dropping a Conference Call ... 40 Scheduling a Meet-Me Conference ... 41 Canceling a Meet-Me Conference... 42 Modifying a Meet-Me Conference ... 42 Polycom Telephone User Guide 621-00000092...
  • Page 5 Remote Phone... 58 Dial-in Setup of Remote Phone ... 59 Deactivating Dial-up Remote Phone ... 59 Web Portal Setup of Remote Phone ... 60 Deactivating Remote Phone via Web Portal ... 60 Selective Call Forward ... 60 Polycom Telephone User Guide 621-00000092...
  • Page 6 Skipping the Mail Menu to Hear Messages ... 81 Returning to the Auto Attendant or Operator ... 82 Zeroing Out to a Custom Operator ... 82 Replaying a Message ... 83 Saving a Message ... 83 Polycom Telephone User Guide 621-00000092...
  • Page 7 Exiting the Voice Mail System ... 94 Set Up Outlook for TAPI... 95 Using TAPI to Call from Outlook ... 95 Installing the TAPI Support Software ... 98 Configuring Windows for TAPI... 103 Configuring Outlook to Use TAPI... 114 Polycom Telephone User Guide 621-00000092...

  • Page 8: Chapter 1 Your Polycom Telephone

    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.
  • Page 9 Handset Feature Buttons Figure 1: 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.

  • Page 10: Polycom Telephone Features Table

    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...

  • Page 11: Moving Your Telephone

    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. You need a power adapter for your phone at the new location as well.
  • Page 12 Take the telephone to the new location. Plug the telephone into the LAN connection jack and the power adapter into a wall outlet. Watch to ensure that the phone registers and boots up properly. If it does not, contact your system administrator.
  • Page 13 Your Polycom Telephone Polycom Telephone User Guide 621-00000092...

  • Page 14: Chapter 2 Basic Phone Features

    When you hear your phone ring, you can answer in any of the following ways: …using the Phone • Lift the handset. • Press the line button that has a blinking bell symbol next to it to turn on the speakerphone. Polycom Telephone User Guide 621-00000092 Basic Phone Features...

  • Page 15: Answering A Second Call (Call Waiting)

    Press the line button. • Press the Release soft key. • Press the Basic Phone Features button to talk to the caller using the button (if using the speakerphone). button (if using a headset). button and Polycom Telephone User Guide 621-00000092...

  • Page 16: Dial Tone And Ringer Patterns

    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. •...

  • Page 17: Using The Speakerphone

    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. Basic Phone Features button and then Polycom Telephone User Guide 621-00000092...

  • Page 18: Using The Speakerphone

    Using the Speakerphone Your telephone is equipped with a speakerphone that lets you converse “hands 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...

  • Page 19: Speakerphone Troubleshooting

    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. Decrease the speaker volume. Polycom Telephone User Guide 621-00000092...

  • Page 20: Chapter 3 Pressone Telephone Features

    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.

  • Page 21: Creating An Abbreviated Dial Code

    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. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 22: Polycom Telephone User Guide I

    A confirmation message tells you: “No number was entered.” Program or verify another Abbreviated Dial code or hang up to exit. Verifying an Abbreviated Dial Number Press 75#. Press 2 to verify (check) an Abbreviated Dial code (00-99). Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...

  • Page 23: Anonymous Call Rejection

    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: Access an outside line.

  • Page 24: Billing Codes

    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 …...

  • Page 25: Blind Transfer

    During a call where you hear that all lines are unavailable, press the Call Back soft key. Hang up. When the line becomes available, the system calls your station with a system ring (two short rings). VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 26: Call Block (Selective Call Rejection)

    • 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”.

  • Page 27: Enabling/Disabling Call Block

    Adding Numbers to Call Block List Press *60 or *80. Press 3 to add telephone numbers to the list of numbers that will be blocked. Enter the number with no spaces, dashes or special characters followed by the # key.

  • Page 28: Listing Blocked Numbers

    A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices. Press 5 to delete telephone numbers from the list of numbers which will be blocked. The voice prompt provides options for deleting members including: •...
  • Page 29 14. 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 the Call Block menu. 15. Select a menu item or hang up. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 30: Call Forward (All Calls)

    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.

  • Page 31: Using Star Codes

    Call forward (all) is enabled and the display shows “Fwd number”. …using Star Codes Press 72# on the telephone keypad. The speaker phone turns on ( Speaker lamp lights) and the display shows “Enter Forwarding Number:”. Enter the number to which you want to forward all your calls.

  • Page 32: Enabling Call Forward (Busy)

    Include the area code, if necessary. The display shows the number as it is entered. Press # on the telephone keypad. Call forward (no answer) is enabled and the phone hangs up. Polycom Telephone User Guide...

  • Page 33: Disabling Call Forward (No Answer)

    (if available). Disabling Call Forward (No Answer) • 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.

  • Page 34: Group Call Pickup

    Press *06 on the telephone keypad. 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. Press *69 on the telephone keypad.

  • Page 35: Call Trace

    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 you are receiving the offending call.

  • Page 36: Answering The Second Call

    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.

  • Page 37: Caller Id Block

    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: VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 38: Conference Call Tips

    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.

  • Page 39: Direct Extension Assignment

    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”...

  • Page 40: Re-Establishing The Guest Phone

    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.

  • Page 41: Do Not Disturb

    (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.

  • Page 42: Group Speed Dial

    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.) Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...

  • Page 43: Hunt Groups

    NOTE: If 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. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 44: 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 dialing in too early or entering an incorrect ID. Only Moderators may extend a meet-me conference call. Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...

  • Page 45: To Join A Meet-Me Conference

    “You are now being connected to the conference”. • If you are within 5 minutes before the start of the conference call: “Your conference will start in a few minutes, please wait or call back later.” VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 46: Dialing In Too Early

    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 621-00000092 VocalData Telephone Features...

  • Page 47: Roll Call

    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 VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 48: Scheduling A Meet-Me Conference

    Write down this information. It should also be displayed across your display telephone. Do one of the following: • Press 1 to hear the information again, or • Press * to return to the Meet-Me Conference setup menu, Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...

  • Page 49: Canceling A Meet-Me Conference

    If dialing internally, dial the Meet-Me Join number (default is 522). Otherwise, dial the ten-digit conference access number. Press 3 to modify a conference call. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...
  • Page 50 Write down this information. It should also be displayed by your display telephone. Press 1 to hear the information, press * to return to the Meet- Me Conference setup menu or hang up. Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...

  • Page 51: Getting A List Of Meet-Me Conferences

    NOTE: Write down the Park Number because you will need to know it to retrieve this parked call. Hang up. Retrieving a Parked Call NOTE: You can retrieve the call using any phone in the system. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 52: Music On Hold

    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.
  • Page 53 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. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 54: On-Hook Dialing

    You can dial a number while the handset is on-hook by doing one of the following: • Dial the phone number on the keypad • Press the desired line button and dial the number. Polycom Telephone User Guide 621-00000092 Definition Routes calls appropriately based on the time-of-day and day-of-week.

  • Page 55: One-Touch Transfer

    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.

  • Page 56: Permanent Caller Id Block Release

    (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.

  • Page 57: Assigning Your Phone Number To Your Phone

    Enter your password and press #. Hang up the phone. Wait for the phone to reboot. When your telephone indicates that it is back online, you can use the phone. NOTE: If 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.

  • Page 58: Changing The Extension Number

    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.

  • Page 59: Enabling/Disabling Priority Call

    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).

  • Page 60: Listing Priority Call Members

    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.
  • Page 61 • The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Priority Call menu. 14. Select a menu item or hang up. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 62: Queue/Acd (Automatic Call Distribution)

    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.

  • Page 63: Viewing Calls-In-Queue Information

    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. VocalData Telephone Features Polycom Telephone User Guide...

  • Page 64: Remote Access To Call Forwarding

    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.

  • Page 65: Canceling Remote Forwarding

    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 VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 66: Dial-In Setup Of Remote Phone

    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 621-00000092 VocalData Telephone Features...

  • Page 67: Web Portal Setup Of Remote 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.

  • Page 68: Enabling/Disabling Selective Call Forward

    • 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”.

  • Page 69: Entering The Forwarding Destination Number

    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.

  • Page 70: Listing Forwarded Phone Numbers

    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.
  • Page 71 The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Selective Call Forward menu. 15. Select another menu item or hang up. VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 72: Speaker

    74# on the keypad. NOTE: A voice prompt leads you through the remaining steps. Press keypad digit 1. Press the speed dial button on the telephone you wish to program. Enter the internal or external telephone number on the keypad followed by the pound # key.

  • Page 73: Identifying The Number Assigned To A Speed Dial Button

    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.)

  • Page 74: 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.

  • Page 75: Transfer

    Press the line button which has the held call to cancel the transfer and return to the holding party. VocalData Telephone Features Table 1: Feature Matrix Enable *67 (suspend for current call) *12+your extension *61+menu *63+menu *60+menu 74#+program Disable *82+number *61+menu *83+menu *80+menu 74#+program Polycom Telephone User Guide 621-00000092...
  • Page 76 Press the line button which has the held call to cancel the transfer and return to the holding party, or • Hang up and let the call transfer to the called party’s voice mail. Polycom Telephone User Guide 621-00000092 VocalData Telephone Features...
  • Page 77 VocalData Telephone Features Polycom Telephone User Guide 621-00000092...

  • Page 78: Chapter 4 Voice Mail Features

    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 the Voice Mail button, if your phone is equipped with one.

  • Page 79: Menus And Commands

    Manage custom operator number (Not supported for stand-alone mailboxes.) NOTE: On the phone LCD display, this menu option is displayed as “ZO=8”. Exit the voice mail system Before Mail Message After Mail During Mail Message Message Polycom Telephone User Guide 621-00000092...
  • Page 80 Pause/Unpause Play Skip to the End Skip to Previous Menu Options NOTE: If you are listening to the introductory message and you press *, you will exit from voice mail. Polycom Telephone User Guide 621-00000092 Before Mail After Mail Message...
  • Page 81 Create a distribution group Delete a distribution group Return to main voice mail menu Function Play inbox messages Compose a message Play saved messages Playback personal greetings Record personal greetings Access personal distribution groups Change password Polycom Telephone User Guide 621-00000092...
  • Page 82 Table 5: Alternate Voice Mail Menu Keys Access Code (star) Play Control Keys * (star) Message Handling Message Control Menu * (star) Polycom Telephone User Guide 621-00000092 Function 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”.

  • Page 83: Accessing Your Voice Mail

    …from any other internal phone Dial 555 (or the code provided by your system administrator). You hear a welcome greeting and are prompted to enter your extension number. Voice Mail Features Function Delete Reply Save Call originator Polycom Telephone User Guide 621-00000092...

  • Page 84: From Any Outside Touchtone Phone

    NOTE: If 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.

  • Page 85: From The Email Program On Your Pc

    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 Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 86: Using Controls While Playing Messages

    If you want to forward to the end of a message: • Press 99. Pause Play of a Message To pause play of a message or to resume play of a paused message: • Press 8. Polycom Telephone User Guide 621-00000092 Voice Mail Features...

  • Page 87: Composing Messages Before Sending

    • If you pressed 9, your message is marked as urgent and sent. The voice mail system hangs up when the message is sent. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 88: Marking A Message As Urgent

    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 621-00000092 Voice Mail Features...

  • Page 89: Returning To The Auto Attendant Or Operator

    You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection. NOTE: If a custom operator is not available, you will hear a message to that effect. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 90: Replaying 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 621-00000092 Voice Mail Features...

  • Page 91: Skipping To The Next Message

    NOTE: To forward the voice mail immediately without an introductory message, press # immediately after the prompt. b. Press # to accept the message. Choose one of the following options to finish forwarding: • Press 1 to forward the message. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 92: Replying To A Message

    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 621-00000092 Voice Mail Features...

  • Page 93: Sending A Message Directly To An Extension

    “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. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 94: Listening To Your Greetings

    • E-mail pagers can accept text-only e-mail messages. You may choose to be alerted: • Each time you receive any voice message. • Only when you receive a message marked as urgent. Polycom Telephone User Guide 621-00000092 Voice Mail Features...

  • Page 95: What You Receive On Your Pager/Cell Phone

    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. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 96: Available Options

    If the voicemail account is corporate, then allowed range is 10-79. • If the voicemail account is personal, then the allowed range is 80-99. Press # to confirm or * to cancel. Polycom Telephone User Guide 621-00000092 Voice Mail Features...

  • Page 97: Editing Or Modifying A Group

    List all members - press 1 • Add a member - press 2 • Delete a member - press 3 • Play the group name - press 4 • Change the name - press 5 Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 98: List All Members

    “The member already exists in this group, please try again.” • If you 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 621-00000092 Voice Mail Features...

  • Page 99: Play The Name Of The Group

    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. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 100: Deleting A Group

    • the group name • If there is no recording for the group name, you will hear “Unknown”. • The corporate group 10 will always be named as “Everyone”. Polycom Telephone User Guide 621-00000092 Voice Mail Features...

  • Page 101: Exiting The Voice Mail System

    NOTE: To 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. Voice Mail Features Polycom Telephone User Guide 621-00000092...

  • Page 102: Chapter 5 Set Up Outlook For Tapi

    Chapter 5 Set Up Outlook for TAPI 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: • Using TAPI to call from Outlook •...
  • Page 103 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. Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 104 Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. 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.

  • Page 105: Installing The Tapi Support Software

    NOTE: The IP address shown in the location notice will be the IP address of the web server the Web Portal is connected to. Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 106 Find the TAPI.EXE file (shown here on the PC desktop) and double click it to run the install program. Polycom Telephone User Guide 621-00000092 Set Up Outlook for TAPI...
  • Page 107 10. The Installing dialog box shows the progress of the installation. NOTE: Do VocalData VOISS dialog box appears. You will be returning to this dialog box after completing two steps. Set Up Outlook for TAPI click Cancel or the close icon when the Polycom Telephone User Guide 621-00000092...
  • Page 108 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]).
  • Page 109 12. Enter your telephone number and password and click OK. 13. Click OK in the VocalData VOISS dialog box. 14. To finish the installation, click Resume in the Install dialog box that appears. 15. Click Finish in the Installation Complete dialog box to complete the TAPI program installation.

  • Page 110: Configuring Windows For Tapi

    TAPI-enabled programs. • The program must be set to use PressOne Telephone Service Provider that must be installed on your PC. •...
  • Page 111 (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). Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 112 Click Apply. Polycom Telephone User Guide Set Up Outlook for TAPI 621-00000092...
  • Page 113 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 Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 114 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 621-00000092 Set Up Outlook for TAPI...
  • Page 115 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. 10. Click the Advanced tab to see the list of available telephone providers. Set Up Outlook for TAPI...
  • Page 116 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...
  • Page 117 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. 13. Select VocalData VOISS Telephony Service Provider and click Add. Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 118 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]).
  • Page 119 15. Enter your telephone number and password and click OK. Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 120 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...

  • Page 121: Configuring Outlook To Use Tapi

    If not already running, start Outlook (or the TAPI-enabled application). Click the Contacts icon to switch to the Contacts listing. Right click any contact to bring up the Actions pop-up menu. Set Up Outlook for TAPI Polycom Telephone User Guide 621-00000092...
  • Page 122 New Call dialog box. 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...
  • Page 123 Select your telephone number and click OK to return to the New Call dialog box. 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.
  • Page 124 Find Out Queues Log In Log Out View Calls-In-Queue Info Basic Phone Features Adjusting the Volume Speakerphone Answer Phone Polycom Telephone User Guide 621-00000092 Answer Second Call Dial Tones Ending Call External Calls Using the Handset Using the Phone Keypad...
  • Page 125 Creating Delete Members Deleting Editing List Members Listing Groups Modifying Play Name Do Not Disturb Enabling/Disabling Phone Feature Buttons Star Codes Tips Editing Voice Mail Distribution Group 9, 31 Desktop Portal Cancel Forward 9, 32 Polycom Telephone User Guide 621-00000092...
  • Page 126 How to Answer a Second Call Answer the Phone Hang up Mark a Message as Urgent Reply to a Message Controls While Messages Polycom Telephone User Guide 621-00000092 Hunt Groups Installing TAPI Intercom Internal Calls Internal Dial Tone Internal Ring Introduction...
  • Page 127 Replaying a Voice Mail Message Replying to Voice Mail Messages Ringer Patterns Distinctive Ring External Ring Internal Ring Priority Ring Ringer Patters Number Distinctive Ring External Ring Internal Ring Priority Ring 9, 32 Changing Remote 9, 31 Polycom Telephone User Guide 621-00000092...
  • Page 128 Call Block (Selective Call Rejection) Call Forward (All Calls) Call Forward (Busy) Call Forward (No Answer) Call Return Call Trace Polycom Telephone User Guide 621-00000092 Caller ID Block Delete Priority Call Members Enable/Disable Priority Call List Priority Call Members Permanent Caller ID Block Release...
  • Page 129 Enable List Members Answer Calls Find Out Queues Log In Log Out View Calls-In-Queue Info Phone Feature Buttons Redial Star Codes Canceling Remote Forwarding Setting Changing Forwarding Add Forwarded Numbers Delete Forwarded Numbers Disable Polycom Telephone User Guide 621-00000092 Remote...
  • Page 130 Information Received Pause Play of a Message Replying to a Message Rewind/Fast Forward Skip to the Beginning of a Message Polycom Telephone User Guide 621-00000092 Skip to the End of a Voice Mail Voice Mail Features Accessing Your Mailbox Changing Your Password...
  • Page 131 Configuring for TAPI Zero Out to Operator Polycom Telephone User Guide 621-00000092...

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