Polycom SoundPoint 560 User Manual
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Polycom SoundPoint 560 User Manual

Polycom SoundPoint 560 User Manual

Sip 3.0
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User Guide
®
for the SoundPoint IP
560 Phone
SIP 3.0
December, 2007 Edition
1725-12567-001 Rev. B
SIP 3.0

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Summary of Contents for Polycom SoundPoint 560

  • Page 1 User Guide ® for the SoundPoint IP 560 Phone SIP 3.0 December, 2007 Edition 1725-12567-001 Rev. B SIP 3.0...
  • Page 2 As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision.

  • Page 3: About This Guide

    SoundPoint IP 560 SIP phone. As well, be sure to read the Parts List Regulatory Notices sections in this guide before you set up and use the SoundPoint IP 560 SIP phone. This information can also be found at http://www.polycom.com/support/voip/.
  • Page 4 User Guide SoundPoint IP 560 Phone...

  • Page 5: Table Of Contents

    Assembling Your SoundPoint IP® 560 Phone ..... . . 1–3 Features of Your SoundPoint IP® 560 Phone ..... . . 1–8 Before You Use Your SoundPoint IP®...
  • Page 6 Restarting Your Phone ......... . 4–8 5 Troubleshooting Your SoundPoint IP® 560 Phone ..5–1 Power and Startup .
  • Page 7 Displays ............5–6 Audio .
  • Page 8 User Guide SoundPoint IP 560 Phone viii...

  • Page 9: Getting Started With Your Soundpoint Ip® 560 Phone

    For organizations with existing GigE deployment, the SoundPoint IP 560 delivers unobstructed, high-speed access to data and productivity-boosting data and applications. For organizations with plans to migrate to GigE, the SoundPoint IP 560 protects investment in desktop networking. This chapter contains: •...
  • Page 10 User Guide SoundPoint IP 560 Phone Parts List The following components are included in your SoundPoint IP 560 package: • • • 1 - 2 Polycom SoundPoint IP 560 phone Directories Applications Conference Transfer Redial Hold handset & handset cord...

  • Page 11: Connecting Network And Power Source

    Check this list before installation to ensure that you have received each item. If you are missing any items, contact your system administrator. Assembling Your SoundPoint IP This section describes how to assemble your SoundPoint IP 560 phone: • •...
  • Page 12 2. Connect the DC plug on the power adapter to the DC 48V jack marked on 3. Connect the country-specific AC cord to the power adapter. Power over Ethernet Using a regular CAT5 cable (optional accessory from Polycom), the phone can be powered from a PoE (IEEE 802.3af) compliant switch or hub. 1 - 4 and the LAN port on the wall or hub/switch device port.

  • Page 13: Connecting The Handset And Optional Headset

    PoE Hub/Switch (terminal or middpan) corresponding longer straight end of the cord to the handset jack on the back of the phone. phone. Headset (optional) Getting Started with Your SoundPoint IP® 560 Phone PC Connection (optional) Handset 1 - 5...

  • Page 14: Attaching The Base

    For information on supported headsets, go to enter the string “Headset Compatibility List” in the Knowledge Base text box. Attaching the Base The phone base can be attached to the SoundPoint IP 560 in one of two ways: • •...
  • Page 15 Getting Started with Your SoundPoint IP® 560 Phone 3. Snap them together to lock the base to the phone. To attach the base as a wall mount: 1. Place all cords in the recessed area above the modular jacks. 2. On the back of the phone, remove the key located behind the hookswitch and reposition it so that the end tab (at a 45 angle) is facing up.

  • Page 16: Features Of Your Soundpoint Ip® 560 Phone

    User Guide SoundPoint IP 560 Phone 3. With mounting tab of the base unit facing up, fasten the base unit to the The wall mount is not included in SoundPoint IP 560 package. Contact your system Note administrator if you require one.
  • Page 17 9. Dial Pad—These 12 keys provide the 10 digits, the alphabetic characters, and special characters available in context-sensitive applications. Getting Started with Your SoundPoint IP® 560 Phone , and (arrow keys) —Use these to adjust the volume of...
  • Page 18 U ser Guide SoundP oint IP 560 P hone 10. Soft Keys—These keys are automatically labeled to identify their 11. Hold 12. Speaker—For ringer and hands-free audio output. 13. Hookswitch 14. Line/Speed Dial Key—Use these keys to activate up to four lines or 15.

  • Page 19: Before You Use Your Soundpoint Ip® 560 Phone

    17. Graphic Display—Shows information about calls, messages, soft keys, Before You Use Your SoundPoint IP Note The user interface that appears on your SoundPoint IP 560 phone may differ from the screenshots that appear in this user guide. Using the Navigation Keys To navigate through menus and to enter data, these are useful tips: •...
  • Page 20 User Guide SoundPoint IP 560 Phone 1 - 12...

  • Page 21: Customizing Your Soundpoint Ip® 560 Phone

    Customizing Your SoundPoint IP 560 Phone You can customize your SoundPoint IP 560 phone by adjusting the setting for time and date, display contrast, and ring type, for example. You can add contacts to the phone’s directory manually or from call lists. You can handle incoming calls from different contacts in different ways.

  • Page 22: Configuring Basic Settings

    You can mute the microphone and adjust the volume using separate keys. Appearance of Time and Date The time and date appears on the graphic display of the SoundPoint IP 560 phone. If the phone cannot obtain a time and date from the call server, the display will flash.

  • Page 23: Display Contrast

    You can also use the volume keys to increase or decrease the diplay contrast. 4. Press the Ok or Cancel soft keys to accept or cancel changes. or the Exit soft key repeatedly to return to the idle display. contrast. Customizing Your SoundPoint IP® 560 Phone 2 - 3...

  • Page 24: Backlight Intensity

    User Guide SoundPoint IP 560 Phone 5. Press Backlight Intensity Backlight intensity on the SoundPoint IP 560 phone has three modes: • • • You can modify the Backlight On intensity and the Backlight Idle intensity separately. You can select high, medium, low, and off levels for both.
  • Page 25 5. Select Backlight Idle Intensity. 6. Use the to select high, medium, low, or off and press the Select soft key to modify the Backlight On Intensity. The default level is low. Customizing Your SoundPoint IP® 560 Phone 2 - 5...

  • Page 26: Headset Memory Mode

    User Guide SoundPoint IP 560 Phone 7. Select Maximum Intensity. 8. Press the Up or Down soft keys to increase or decrease the backlight 9. Press the Ok or Cancel soft keys to accept or cancel changes. 10. Press Headset Memory Mode This feature is especially useful for permanent or full-time headset users.

  • Page 27: Headset Hookswitch

    Press twice. to select your headset and press the Select soft key. or the Exit soft key repeatedly to return to the idle. Customizing Your SoundPoint IP® 560 Phone www.polycom.com/support/voice 2 - 7...

  • Page 28: Language Support

    5. Press the Select soft key to change to the selected ring type. 6. Press If you configure your SoundPoint IP 560 phone for silent ring, press the ringing Line Note key or the Answer soft key to answer the call. If your handset is off hook, the call is routed to the handset.

  • Page 29: Graphic Display Backgrounds

    Text that appears on the graphic display will change to the language of your choice. or the Exit soft key repeatedly to return to the idle display. , select the desired background. Press the Preview soft key to see the selected background. Customizing Your SoundPoint IP® 560 Phone 2 - 9...

  • Page 30: Muting The Microphone

    User Guide SoundPoint IP 560 Phone 5. Press Muting the Microphone During a call, press microphone on the graphic display indicates that the other party (or parties) cannot hear you. Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone.

  • Page 31: Managing Contacts

    The Info soft key to view information about the call. The Save soft key to store the contact to the Contact Directory. The Clear soft key to delete the call from list. Customizing Your SoundPoint IP® 560 Phone 2 - 11...

  • Page 32: Adding Contacts

    User Guide SoundPoint IP 560 Phone Adding Contacts You can add a contact manually or from a call list or from your corporate directory. Adding Contacts Manually To add a contact to the local contact directory manually: 1. Press 2. Select Contact Directory.

  • Page 33: Index

    1. Do one of the following steps: Press Select Call Lists >Missed Calls, Received Calls, or Placed Calls as desired. Press , or Customizing Your SoundPoint IP® 560 Phone Assigning Speed Dial Keys on page 3-23. Diverting Calls to access the desired call list. Rejecting...
  • Page 34 User Guide SoundPoint IP 560 Phone 2. Use the 3. Press the More soft key, and then the Save soft key to save the contact in 4. Press At this point, you may want to go to the local contact directory, check whether the Note contact was saved correctly, and add missing fields.

  • Page 35: Editing Contacts

    Exit soft key repeatedly to return to the idle display. to scroll through the list to find the contact. You can also use the * key to Page Up and the # key to Page Down. Customizing Your SoundPoint IP® 560 Phone 2 - 15...

  • Page 36: Deleting Contacts

    User Guide SoundPoint IP 560 Phone 5. Make the desired changes. 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press Note You can also edit a contact associated with a speed dial key by pressing and holding that speed dial key and then following the steps 5 to 7 above.

  • Page 37: Searching For A Contact

    You can dial any successful matches from the resulting information on the graphic display. to scroll through the list to find the contact. You can also use the * key to Page Up and the # key to Page Down. Customizing Your SoundPoint IP® 560 Phone 2 - 17...

  • Page 38: Managing Incoming Calls

    User Guide SoundPoint IP 560 Phone Managing Incoming Calls You can distinguish incoming calls from contacts in your directory by setting up distinctive rings, sending them directly to your voice mail, or by transferring them directly to another party. Distinguishing Calls You can customize your phone so that you can distinguish different parties by ring type.

  • Page 39: Rejecting Calls

    You can also use the * key to Page Up and the # key to Page Down. For more information, refer to Headset Hookswitch or the Exit soft key repeatedly to return to the idle display. Customizing Your SoundPoint IP® 560 Phone on page 2-7. followed by 2 - 19...

  • Page 40: Diverting Calls

    User Guide SoundPoint IP 560 Phone 3. Use 4. Press the Edit soft key and scroll down to the Auto Reject field. 5. Use the 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press...

  • Page 41: System Customizations

    8. Press the Save or Cancel soft keys to accept or cancel changes. 9. Press System Customizations The following section details customizations of your SoundPoint IP 560 phone that are performed by your system administrator. Supporting Multiple Lines Your SoundPoint IP 560 phone can support up to 8 lines.

  • Page 42: Supporting Multiple Line Keys Per Line

    User Guide SoundPoint IP 560 Phone Depending on how your phone is configured, the display could resemble one of the following figures: Supporting Multiple Line Keys Per Line Each line on the phone can be configured to have more than one Line Key associated with it.

  • Page 43: Supporting Shared Lines

    Supporting Shared Lines Your SoundPoint IP 560 supports shared lines. A shared line is indicated by a different line icon. In the following figure, the line 6721 is private and the line 6723 is shared. If two phones share a line, an incoming call to that number will cause both phones to ring.
  • Page 44 User Guide SoundPoint IP 560 Phone 2 - 24...

  • Page 45: Using The Basic Features Of Your Soundpoint Ip® 560 Phone

    Using the Basic Features of Your SoundPoint IP Your SoundPoint IP 560 phone is designed to be used like a regular phone on a public switched telephone network (PSTN). You call place calls, transfer a call to someone else, or conduct a conference call.

  • Page 46: Placing A Call

    User Guide SoundPoint IP 560 Phone If you require additional information or assistance with your new phone, contact your system administrator. Placing a Call You can place a call in many ways using your SoundPoint IP 560 phone: • • •...
  • Page 47 With the handset on-hook, dial the desired number using the dial pad. Press To place a call using the headset: 1. Do one of the following steps: Using the Basic Features of Your SoundPoint IP® 560 Phone , or the Dial soft key. , or the 3 - 3...

  • Page 48: Answering A Call

    User Guide SoundPoint IP 560 Phone To permanently enable your headset, refer to Note Answering a Call When you are not in another call, you can answer a call in three basic ways using your SoundPoint IP 560 phone: •...
  • Page 49 Dynamic Forwarding When your SoundPoint IP 560 phone is configured for silent ring, press the ringing Line key or the Answer soft key and you will answer the call. If your handset is off-hook, the call is routed to the handset. If your handset is on-hook, the call is routed to the speaker.
  • Page 50 User Guide SoundPoint IP 560 Phone To answer a call using the headset: >> Answering When in Another Call You are busy on an active call and a second incoming call arrives on the same phone number. • • 3 - 6 —...
  • Page 51 The first call is put on hold and the second call is answered. Using the Basic Features of Your SoundPoint IP® 560 Phone or the Hold soft key to put the original call on hold. on page 3-17.

  • Page 52: Ending A Call

    User Guide SoundPoint IP 560 Phone Incoming calls may be forwarded by pressing the Forward soft key. For more Note information, refer to To answer an incoming call on a shared line: 1. Answer the incoming call. 2. Press Ending a Call To end a call: >>...

  • Page 53: Redialing A Number

    2. Press the Dial soft key. Note These steps also apply to the Missed Call and Received Call lists. Using the Basic Features of Your SoundPoint IP® 560 Phone Press A call to your last placed call is attempted. — Press from the idle display to access the Placed Calls list, scroll through the list to find the specific call.

  • Page 54: Putting A Call On Hold

    User Guide SoundPoint IP 560 Phone Putting a Call on Hold During a call, press graphic display by the hold icon as the line indicator. Press line icon appears as the line indicator. As using the Hold feature typically generates music or a beeping tone, avoid putting Note a conference call on hold.

  • Page 55: Setting Up A Conference

    1. Press 2. Call the second party. 3. When the second party answers, press Using the Basic Features of Your SoundPoint IP® 560 Phone Searching For a Contact on page 2-17, or or the Confrnc soft key to create a new call.

  • Page 56: Transferring A Call

    User Guide SoundPoint IP 560 Phone To split a conference call: >> To set up a conference call using the Join soft key: >> To end a conference call: >> Transferring a Call A call can be transferred in one of three ways: •...
  • Page 57 — Press , or to access the number, and then select the Dial soft key. Using the Basic Features of Your SoundPoint IP® 560 Phone or the Trnsfer soft key. to access the desired call list, use 3 - 13...
  • Page 58 User Guide SoundPoint IP 560 Phone 3. As soon as the ring-back sound is heard or after the party answers, press To perform a blind transfer: 1. During a call, press 2. Press the Blind soft key. 3. Do one of the following steps: 3 - 14 or the Trnsfer soft key to complete the transfer.

  • Page 59: Forwarding Calls

    1. Do one of the following steps: 2. (Optional) If multiple lines are configured on your phone, select the line Using the Basic Features of Your SoundPoint IP® 560 Phone — Press , select Call Lists, select the appropriate list, use to access the number, and then select the Dial soft key.
  • Page 60 User Guide SoundPoint IP 560 Phone 3. Using 4. Depending on your selection: 3 - 16 , select the forwarding type you want to change and then press the Select soft key. The options are: — Always—For all incoming calls —...
  • Page 61 The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled. Using the Basic Features of Your SoundPoint IP® 560 Phone To place a call using the handset: and select Features > Forward...

  • Page 62: Enabling Do Not Disturb

    User Guide SoundPoint IP 560 Phone Enabling Do Not Disturb Press flashing icon and text on the graphic display indicates that Do Not Disturb is Calls received while Do Not Disturb is enabled are logged in the Missed Calls list unless configured to be forwarded to another party by your system administrator.
  • Page 63 — Press and hold an unassigned The next available speed dial index will be assigned automatically. Using the Basic Features of Your SoundPoint IP® 560 Phone to scroll through the list to find the contact. followed by...

  • Page 64: Using Voice Mail

    5. Enter a contact number. 6. Change the Speed Dial Index. Polycom recommends that you assign speed dial index values consecutively. For example, if the third Line Key is assigned to the speed dial index value “2”, assign the fourth Line Key the speed dial index value “3”.
  • Page 65 2. Follow voice or visual prompts on the graphic display to retrieve your messages. If multiple lines are configured on your phone, select from which line messages are to be retrieved. Using the Basic Features of Your SoundPoint IP® 560 Phone 3 - 21...
  • Page 66 User Guide SoundPoint IP 560 Phone 3 - 22...

  • Page 67: Using The Advanced Features Of Your Soundpoint Ip® 560 Phone

    Using the Advanced Features of Your SoundPoint IP This chapter provides operating instructions for the advanced features of the SoundPoint IP 560 phone. This chapter contains instructions on: • • • • To customize your phone, refer to Phone Basic Features of Your SoundPoint IP® 560 Phone If you require additional information or assistance with your new phone, contact your system administrator.
  • Page 68 User Guide SoundPoint IP 560 Phone For example, the first figure shows extension 6721 in an outbound call with 6722. The second figure shows an incoming call from 1-800-765-9266. To answer an incoming call when configured for multiple call appearances: >>...

  • Page 69: Using Text Messaging

    Screen options may vary with your application. Voice Mail may be accessible with a single key press. Contact your system administrator about this option. Using the Advanced Features of Your SoundPoint IP® 560 Phone This places the original call on hold and refreshes the soft key labels as indicated in the following figure.
  • Page 70 User Guide SoundPoint IP 560 Phone 2. (Optional) If multiple lines are configured on your phone, select from 3. Press the Next or Prev soft keys to cycle through messages in order. 4. Press the More soft key to access the Delete, Reply, and New soft keys.

  • Page 71: Using Buddy Lists

    Your phone can be “watched” by up to 8 other phones. If your SoundPoint IP 560 phone is configured to work with Microsoft Live Communications Server 2005, the behavior of the presence setting and buddy lists is different.

  • Page 72: Managing Buddies

    User Guide SoundPoint IP 560 Phone 2. Use Managing Buddies Note The instructions in this section do not apply if your call server is Microsoft Live Communications Server 2005. In that case, refer to the following section, Integrating With Microsoft Live Communications Server To add or delete a contact from your buddy list: 1.

  • Page 73: Integrating With Microsoft Live Communications Server 2005

    5. Press the Submit soft key. 6. Press the Exit soft key repeatedly to return to the idle display. Using the Advanced Features of Your SoundPoint IP® 560 Phone to scroll through the list to find the contact. You can also use the * key to Page Up and the # key to Page Down.

  • Page 74: Restarting Your Phone

    User Guide SoundPoint IP 560 Phone To view and change your privacy list: 1. Press 2. Select Features > Presence > Buddy Status > Privacy List. 3. Use 4. Press the Edit soft key. 5. For Access, use 6. Press...
  • Page 75 Using the Advanced Features of Your SoundPoint IP® 560 Phone To restart the phone: Do one of the following steps: >> — Simultaneously press and hold for more than 3 seconds or until a beep is heard. Directories Applications Conference...
  • Page 76 User Guide SoundPoint IP 560 Phone 4 - 10...

  • Page 77: Troubleshooting Your Soundpoint Ip® 560 Phone

    This chapter presents issues, likely causes, and corrective actions. Problems are grouped as follows: • • • • • • If you still need assistance, contact your system administrator. ® 560 Phone Power and Startup Controls Access to Screens and Systems Calling Displays Audio 5 - 1...

  • Page 78: Power And Startup

    User Guide SoundPoint IP 560 Phone Power and Startup Symptom There are power issues. 5 - 2 Problem The SoundPoint IP 560 phone has no power. Corrective Action Do one of the following steps: • Verify that no lights appear on the unit when it is turned on.

  • Page 79: Controls

    Controls Symptom The dial pad does not work. Problem The dial pad on the SoundPoint IP 560 phone does not respond. Troubleshooting Your SoundPoint IP® 560 Phone Corrective Action Do one of the following steps: • Check for a response from other feature keys or from the dialpad.

  • Page 80: Access To Screens And Systems

    User Guide SoundPoint IP 560 Phone Access to Screens and Systems Symptom There is no response from feature key presses. The display shows “Network Link is Down”. 5 - 4 Problem The SoundPoint IP 560 phone is not in active state.

  • Page 81: Calling

    Dial tone is not present on one of audio paths. Ring setting or volume is low. Outbound or inbound calling is unsuccessful. Troubleshooting Your SoundPoint IP® 560 Phone Corrective Action Do one of the following steps: • Check that the display is illuminated.
  • Page 82 User Guide SoundPoint IP 560 Phone Displays Symptom There is no display. The display is incorrect. The display has bad contrast. The display is flickering. Audio Symptom There is no audio on the headset. 5 - 6 Problem Power is not correctly applied to the SoundPoint IP 560 phone.

  • Page 83: Regulatory Notices

    Polycom, Inc. Do not remove (or allow anybody else to remove) any product identification, copyright or other notices.
  • Page 84 Replacement products or parts may be new or reconditioned. Polycom is expected to warrant any replaced or repaired product or part for ninety (90) days from shipment, or the remainder of the initial warranty period, whichever is longer. Products returned to Polycom must be sent prepaid and packaged appropriately for safe shipment, and it is recommended that they be insured or sent by a method that provides for tracking of the package.
  • Page 85 In accordance with Part 15 of the FCC Rules, the user is cautioned that any changes or modifications not expressly approved by Polycom, Inc. could void the user’s authority to operate the equipment. This equipment may not be used on a coin service or party line.
  • Page 86 CE and VCCI Mark This SoundPoint IP 560 SIP is marked with the CE mark. This mark indicates compliance with EC Directives 2006/95/EC and 2004/108/EC. A full copy of the Declaration of Conformity can be obtained from Polycom Ltd., 270 Bath Road, Slough, Berkshire, SL1 4DX, UK.
  • Page 87 Index Symbols # key, page down shortcut 1–11 * key, page up shortcut 1–11 AC power 1–4 answering calls 3–4, 3–5 assembling your phone 1–3 assigning speed dial keys 3–19 backlight intensity 2–4 base, attaching 1–6 block buddies 4–7 buddy lists 4–5 buddy status 4–8 call lists missed calls 2–10...
  • Page 88 User Guide SoundPoint IP 560 Phone Microsoft Office Live Communications Server 2005 4–5, 4–7 missed call lists 2–10 multiple call appearances 4–1 multiple calls, hold 3–10 multiple keys per line 2–22 multiple lines call forwarding 3–16 Do Not Disturb 3–19 ring type 2–8...
  • Page 89 troubleshooting audio problems 5–6 calling problems 5–5 controls problems 5–3 display problems 5–6 power and startup problems 5–2 screen and system problems 5–4 up arrow key, Speed Dial Index shortcut 3–19 using SIP URL for calling 3–3 voice mail 3–21 volume 2–10 watch buddies 4–6 Index...
  • Page 90 User Guide SoundPoint IP 560 Phone Index – 4...

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