Polycom Sound station IP 5000 User Manual
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Polycom Sound station IP 5000 User Manual

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USER GUIDE
Software 4.0.1 | July 2013 | 1725-30965-001 Rev C
Software 4.0.1
|
July 2013
|
1725-30965-001 Rev C

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  • Page 1 USER GUIDE Software 4.0.1 | July 2013 | 1725-30965-001 Rev C Software 4.0.1 July 2013 1725-30965-001 Rev C...
  • Page 2 Information is provided “as is” without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its respective...

  • Page 3: Table Of Contents

    Entering Data and Enabling Item s ....... 7 Configu ring You r Phone Using the Polycom Web Configu ration Utility .
  • Page 4 ® ® Polycom SoundStation IP 5000 Phone User Guide Tem porarily Refu sing All Calls (Do N ot Disturb) ....20 Using Voice Mail ..........21 Using Instant Messaging .
  • Page 5 Investigating Phone Warnings ....... . . 59 Safety Notices ......Safety Notices–1 End-User License Agreement for Polycom ®...
  • Page 6 ® ® Polycom SoundStation IP 5000 Phone User Guide...

  • Page 7: Changes To This Guide

    This gu id e inclu d es overview inform ation that you m ay find helpful w hen you ’re ju st starting to learn abou t you r Polycom ® Sou nd Station® IP 5000 p hone or w hen you have exp erience, bu t you need a qu ick refresher.

  • Page 8: Using The Keypad

    Before you use your phone, you or your system administrator will have to register it. For detailed information on how to register your phone after you install it, see Registering Standalone SoundPoint IP, SoundStation IP, and Polycom VVX 1500 44011), available from the Technical Notifications & Feature...

  • Page 9: Display Screen

    ® ® Polycom SoundStation IP 5000 Phone User Guide Display Screen The id le screen d isplays the phone’s d irectory num ber and the cu rrent d ate and tim e. The icon that d isp lays to the left of the d irectory nu m ber ind icates the line or call statu s.

  • Page 10: Phone Status Indicators

    ® ® Polycom SoundStation IP 5000 Phone User Guide Phone Status Indicators Phone statu s is ind icated by three bi-color LEDs located above the p hone’s m icrop hones, and by a line and call icon located on the d isplay screen next to the d irectory num ber.

  • Page 11: Line And Call Icons

    ). Icon Line or Call State Description Active call using A call is in progress using Polycom HD Voice. The active call icons merge into one icon on the phone Polycom ® screen. For example: Voice™...

  • Page 12: Navigating Menus And Calls

    ® ® Polycom SoundStation IP 5000 Phone User Guide Navigating Menus and Calls To navigate m enu s and calls, u se the follow ing tip s. After 20 seconds of inactivity, the menu system automatically exits to the idle screen unless an edit session is in progress.

  • Page 13: Entering Data And Enabling Items

    ® ® Polycom SoundStation IP 5000 Phone User Guide Entering Data and Enabling Items To enter d ata and enable field s or m enu item s, use the follow ing tips. If you want to... Then do this... Enter numbers Press the dial pad key with the corresponding number.

  • Page 14: Configuring Your Phone Using The Polycom Web Configuration Utility

    . If you w ant, you can u p d ate these settings rem otely w ith the Polycom Web Configu ration Utility. The p hone’s Web Configu ration Utility enables you to view and configure phone behavior from a com puter u sing any com patible Web brow ser.

  • Page 15: Calling And Answering

    ® ® Polycom SoundStation IP 5000 Phone User Guide Calling and Answering You r p hone can hand le a m axim um of eight calls on hold , or one active call and seven calls on hold . Only one call can be active at any tim e.

  • Page 16: Placing Calls

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o answer a call when you’re in an active call: >> Scroll to the incom ing call, and then p ress the An sw er soft key. The original call is held , and the new call becom es the active call.

  • Page 17: Calling By Entering An Ip Address Or Url

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o dial a phone number without a dial tone: >> Enter the phone num ber of the party you w ant to call, and then press the D ial soft key.

  • Page 18: Calling From A Directory

    ® ® Polycom SoundStation IP 5000 Phone User Guide Calling from a Directory You can p lace a call from the Contact Directory or Corp orate Directory. T o call from the Contact Directory: 1. Press , and then select Features > Con tact D irectory.

  • Page 19: Redialing

    ® ® Polycom SoundStation IP 5000 Phone User Guide Redialing You can red ial the last call you p laced , or search a list of placed calls to find a previou sly-d ialed nu m ber. T o dial the last number dialed: >>...

  • Page 20: Rejecting Calls While Your Phone Rings

    ® ® Polycom SoundStation IP 5000 Phone User Guide Rejecting Calls While Your Phone Rings When you reject a call, you end the call before the call can connect. Your system ad m inistrator d eterm ines how rejected calls are hand led (for exam p le, rejected calls m ay go d irectly to you r voice m ail system ).

  • Page 21: During Calls

    ® ® Polycom SoundStation IP 5000 Phone User Guide During Calls Du ring a call, you can d o the follow ing: Place the call on hold . Transfer the call to another party. Set u p a conference w ith the party you’re talking w ith and another party.

  • Page 22: Hosting Conference Calls

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o transfer a call: 1. During a call, press the Trn sfer soft key. The active call is placed on hold . 2. Place a call to the party to w hom you w ant to transfer the call.

  • Page 23: Holding And Resuming Conferences

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o set up a conference call with an active call and a held call: >> If you have an active call and a held call, press the Join soft key.

  • Page 24: Ending Conferences

    ® ® Polycom SoundStation IP 5000 Phone User Guide Ending Conferences When you end a conference, you end your connection to the other conference particip ants. The other parties rem ain connected . T o end a conference: >> From the Active:Conference screen, press the En d Call soft key.

  • Page 25: Rejecting Calls From A Contact

    ® ® Polycom SoundStation IP 5000 Phone User Guide 3. Do one of the follow ing: — If you selected Alw ays, the Call Forw ard Alw ays screen d isplays. Enter a nu m ber to forw ard all incom ing calls to.

  • Page 26: Diverting Calls From A Contact To Another Party

    ® ® Polycom SoundStation IP 5000 Phone User Guide 3. From the Ed it Contact screen, scroll to the Au to Reject field, and then change the Au to Reject setting to En ab led. (To enable the setting, press 4.

  • Page 27: Using Voice Mail

    ® ® Polycom SoundStation IP 5000 Phone User Guide Using Voice Mail Voice mail is an optional feature that your system administrator sets up. Your system may not support it. For more information, contact your system administrator. Screen options may vary with your application. Voice mail may be accessible with a single key press.

  • Page 28: Managing Instant Messages

    ® ® Polycom SoundStation IP 5000 Phone User Guide Managing Instant Messages From the Instant Messages screen, you can view , d elete, or create instant m essages. Messages d isplay in the ord er they are received . The first m essage received d isp lays first.

  • Page 29: Working With Call Lists

    ® ® Polycom SoundStation IP 5000 Phone User Guide 3. Do one of the follow ing: — To choose from various pre-scripted short m essages, press the Select soft key. From the Message Select screen, scroll to the m essage you w ant.

  • Page 30: Clearing Call List Entries

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o view a call list: >> Do one of the follow ing: — Press , and then select Featu res > Call Lists > M issed Calls, Received Calls, or Placed Calls.

  • Page 31: Editing Call List Entries

    ® ® Polycom SoundStation IP 5000 Phone User Guide Editing Call List Entries Ed it a call list entry if you w ant to u p d ate the contact nam e or nu m ber before you d ial the num ber or save the contact to the Contact Directory.

  • Page 32: Updating Contact Directory

    ® ® Polycom SoundStation IP 5000 Phone User Guide Updating Contact Directory You can ad d a contact to the Contact Directory, or upd ate or d elete an existing contact. Adding Contact Directory Entries You can ad d contacts to your Contact Directory in the follow ing w ays: Manu ally (if you have perm ission to upd ate you r Contact Directory).
  • Page 33 ® ® Polycom SoundStation IP 5000 Phone User Guide If you specify a label, the label w ill be the first item that d isplays for the contact in the Contact Directory and on the Speed Dial Info screen (before the contact’s first and last nam es, if specified ). For exam ple, in the follow ing figu re, Ann Brow n has been assigned the label Sales.

  • Page 34: Updating Contact Directory Entries

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o add a Contact Directory entry from a call list: 1. To select a call list, press , and then select Featu res > Call Lists > M issed Calls, Received Calls, or Placed Calls.

  • Page 35: Deleting Contact Directory Entries

    ® ® Polycom SoundStation IP 5000 Phone User Guide Deleting Contact Directory Entries You can d elete an entry in the Contact Directory. T o delete a contact from the Contact Directory: 1. Press , and then select Featu res > Con tact D irectory.

  • Page 36: Saving Corporate Directory Search Results

    ® ® Polycom SoundStation IP 5000 Phone User Guide A quick search allow s you to search using the contact’s last nam e (if the d irectory is alphabetized by last nam e) or first nam e (if the d irectory is alphabetized by first nam e).

  • Page 37: Using Buddy Lists

    ® ® Polycom SoundStation IP 5000 Phone User Guide Using Buddy Lists Monitoring the status of contacts in a buddy list is an optional feature that your Note system administrator enables, and your system may not support it. A bu d d y list is a list of u sers/ d evices w hose status—or presence—you can m onitor.

  • Page 38: Selecting Contacts To Monitor

    ® ® Polycom SoundStation IP 5000 Phone User Guide Selecting Contacts to Monitor Select the contacts w hose presence you w ant to m onitor by up d ating the contacts in you r bud d y list. You ad d contacts to you r bu d d y list from you r local Contact Directory.

  • Page 39: Using Your Blocked List To Unblock Contacts

    ® ® Polycom SoundStation IP 5000 Phone User Guide To view a list of contacts that can and cannot monitor your status, do the following: Note To view contacts that cannot view your status, press the Menu key, and then •...

  • Page 40: Monitoring The Status Of Contacts In Your Buddy List

    ® ® Polycom SoundStation IP 5000 Phone User Guide 4. Press to return to the id le screen. The contact can now w atch your p hone and w ill d isp lay in your Watcher List. To view you r Watcher List, press , and then select Featu res >...

  • Page 41: Accessing Personal Phone Settings With User Profiles

    ® ® Polycom SoundStation IP 5000 Phone User Guide Accessing Personal Phone Settings with User Profiles If you r system adm inistrator has set up the User Login featu re, you can view you r personal phone settings from any phone in the organization. This m eans you can access your contact d irectory and speed d ials, as w ell as other p hone settings, even as you tem p orarily change w ork areas.

  • Page 42: Placing Calls From Phones That Are In The Logged Out State

    ® ® Polycom SoundStation IP 5000 Phone User Guide — Press the Log in soft key. — Press , and then select Featu res > User Login > Log in . 2. From the User Login screen, enter you r u ser ID and passw ord , and then p ress the Log in soft key.

  • Page 43: Changing Your Login Password

    You can change your passw ord from any phone that you ’re logged in to. By default, login passwords are factory preset to the numerals 123. Your administrator can change this default password if needed. Polycom recommends that you change your password when you first log in to a phone. Your user ID is managed only by your administrator, meaning you cannot change it yourself.

  • Page 44: About Your User Password

    ® ® Polycom SoundStation IP 5000 Phone User Guide About Your User Password You are assigned a user passw ord so you can answ er calls from your locked phone and unlock the phone. By d efault, your u ser p assw ord is 123. You can change you r u ser passw ord at any tim e.

  • Page 45: Calling And Answering From A Locked Phone

    ® ® Polycom SoundStation IP 5000 Phone User Guide Your phone may be set up so that you can quickly lock it by pressing the Lock soft key from the idle screen. If you do this, however, you can’t choose how to handle incoming calls.

  • Page 46: Broad Casting Messages Using Push-To-Talk And Group Paging

    ® ® Polycom SoundStation IP 5000 Phone User Guide Broadcasting Messages Using Push-to-T alk and Group Paging The Grou p Paging featu re enables you to m ake p ages—one-w ay aud io annou ncem ents—to u sers su bscribed to a p age grou p . The Pu sh-to-Talk (PTT) featu re is a collaborative tool that enables you to exchange broad casts to u sers su bscribed to a PTT channel, m u ch like a w alkie-talkie.
  • Page 47 ® ® Polycom SoundStation IP 5000 Phone User Guide Sending PTT Broadcasts Before you can send a PTT broad cast, you need to choose a channel to broad cast on. Or, you can p ress and hold the Talk soft key to im m ediately begin broad casting on Channel 1, the d efault channel.

  • Page 48: Replying To Ptt Broad Casts

    ® ® Polycom SoundStation IP 5000 Phone User Guide Receiving PTT Broadcasts To receive a broad cast sent on a particular channel, you need to be subscribed to that channel. To su bscribe to a channel, see Upd ating Channel Su bscrip tions on p age 44.

  • Page 49: Ending Ptt Broadcasts

    ® ® Polycom SoundStation IP 5000 Phone User Guide Du ring a w aiting period , you can press and hold the Talk soft key and talk to all the p eop le listening on the channel. When you finish talking, release the Talk soft key.

  • Page 50: Updating Channel Subscriptions

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o update the default channel: 1. Press , and then select Settin gs > Basic > Preferen ces > Pagin g/PTT Con figu ration > PTT Pu sh to Talk .

  • Page 51: Group Paging Mode

    ® ® Polycom SoundStation IP 5000 Phone User Guide 2. From the PTT Channel Configuration screen, select Accep t Wh ile Bu sy, and enable or d isable the setting. The d efau lt setting is Disabled . When enabled , your phone w ill accept and p lay broad casts w hile you’re in an active call.
  • Page 52 ® ® Polycom SoundStation IP 5000 Phone User Guide 3. To begin a page, press the Page soft key. Ju st before the page starts, you ’ll hear an alert tone, and then the page begins. 4. Begin speaking. 5. To end the page, press the En d Page soft key.

  • Page 53: Adjusting The Volume Of Pages

    ® ® Polycom SoundStation IP 5000 Phone User Guide Adjusting the Volume of Pages You can ad just the volum e of p ages w hile they p lay. During a p age, p ress to ad ju st the page volum e.

  • Page 54: Integrating With Microsoft Lync Server

    For m ore inform ation on integrating w ith Microsoft Lync Server, see your system ad m inistrator, or refer to Using Polycom Phones in a Microsoft Lync 2010 Environment, available by navigating to your phone’s...

  • Page 55: Customizing What Is Heard

    ® ® Polycom SoundStation IP 5000 Phone User Guide T o re-submit or enter your login credentials: 1. Press , and then select Settin gs > Basic > Login Cred en tials. 2. From the Login Cred entials screen, enter a d om ain, u ser nam e, and p assw ord , then press the Su b m it soft key.

  • Page 56: Setting Unique Ring Tones For Contacts

    ® ® Polycom SoundStation IP 5000 Phone User Guide Setting Unique Ring T ones for Contacts Your company’s settings may override this feature. For more information, contact your system administrator. Note You can set a d istinctive ring tone for each contact in your Contact Directory so you can d istinguish callers.

  • Page 57: Muting The Microphone

    ® ® Polycom SoundStation IP 5000 Phone User Guide Muting the Microphone You can m u te the m icrop hone if you d o not w ant other p arties to hear you . When you m ute the m icrophone, the three console LEDs glow red to ind icate that the other party (or parties) can’t hear you.

  • Page 58: Changing The Time And Date Display

    ® ® Polycom SoundStation IP 5000 Phone User Guide Changing the Time and Date Display The tim e and d ate ap p ear on the id le screen of you r phone. If the phone can’t obtain a tim e and d ate, the d isp lay w ill flash. If this hap pens, or if the tim e or d ate is incorrect, see your system ad m inistrator.

  • Page 59: T Urning The Time And Date Display Off And On

    ® ® Polycom SoundStation IP 5000 Phone User Guide T urning the Time and Date Display Off and On You can tu rn the tim e and d ate d isplay off so the tim e and d ate d on’t d isp lay on the id le screen.
  • Page 60 ® ® Polycom SoundStation IP 5000 Phone User Guide Back ligh t Tim eou t—The num ber of second s the phone is inactive before the backlight d im s to its Backlight Id le intensity. The backlight tim eou t p eriod begins after you r last key press or the last phone event, su ch as an incom ing call.

  • Page 61: Trou Bleshooting

    ® ® Polycom SoundStation IP 5000 Phone User Guide T roubleshooting The follow ing tables contain general troubleshooting inform ation to help you solve any p roblem s you m ight encounter w hen you u se the Sou nd Station IP 5000 conference phone. The tables list p ossible trou ble sym p tom s, the likely causes of these problem s, and recom m end ed corrective actions to take.

  • Page 62: Controls

    ® ® Polycom SoundStation IP 5000 Phone User Guide Controls Symptom Problem Corrective Action The dial pad doesn’t work. The dial pad on the phone Try the following: doesn’t respond. Check for a response from other • feature keys or from the dial pad.

  • Page 63: Access To Screens And System S

    ® ® Polycom SoundStation IP 5000 Phone User Guide Access to Screens and Systems Symptom Problem Corrective Action There is no response when you The phone isn’t in an active Try the following: press a feature key. state. Press the keys more slowly.

  • Page 64: Displays

    ® ® Polycom SoundStation IP 5000 Phone User Guide Displays Symptom Problem Corrective Action There is no display. Power isn’t correctly applied to Verify that power is correctly applied to the the phone. phone: The display is incorrect. Check that the display is illuminated.

  • Page 65: T Esting Phone Hardware

    ® ® Polycom SoundStation IP 5000 Phone User Guide T esting Phone Hardware You r system ad m inistrator m ay ask you to access a d iagnostics m enu on your phone to test you r phone hard w are. From the d iagnostics m enu, you can test your p hone’s m icrop hones, keypad m appings, d isplay, and LEDs.
  • Page 66 ® ® Polycom SoundStation IP 5000 Phone User Guide...

  • Page 67: Safety Notices

    Polycom, Inc. Do not remove (or allow anybody else to remove) any product identification, copyright or other notices.
  • Page 68 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 69 CE and VCCI Mark Hereby, Polycom, Inc. declares that the products in this manual are CE marked and in compliance with all EU directives and regulations that apply to them including: R&TTE Directive 1999/5/EC. A full copy of the Declaration of Conformity can be obtained from Polycom Ltd., 270 Bath Road, Slough, Berkshire,SL1 4DX, UK.
  • Page 70 Con la presente Polycom (UK) Ltd dichiara che questo SoundStation IP 5000 è conforme ai requisiti essenziali ed alle altre disposizioni pertinenti stabilite dalla direttiva 1999/5/CE. Hér með lýsir Polycom (UK) Ltd yfir því að SoundStation IP 5000 er í samræmi við grunnkröfur og aðrar kröfur, sem gerðar eru í tilskipun 1999/5/EC Ar šo Polycom (UK) Ltd deklare, ka SoundStation IP 5000 atbilst Direktivas 1999/5/EK butiskajam prasibam un...
  • Page 71 This equipment will not operate when mains power fails. Restriction of Hazardous Substances (RoHS) All Polycom products comply with the requirements of the EU Directive Restriction of Hazardous Substances (RoHS) 2002/95/EC. Statements of compliance can be obtained from TypeApproval@polycom.com. Safety Notices - 5...
  • Page 72 Polycom Take Back In addition to any mandated take back requirement, Polycom offers free recycling of its branded products to business users. Details can be found at http://www.polycom.com/company/about-us/recycle-program.html.

  • Page 73: End-User License Agreement For Polycom ® Software

    Su bject to the term s of this Agreem ent, Polycom grants to you a nonexclu sive license to install and u se the Softw are Prod u ct inclu d ed w ith the Polycom p rod u ct that incorp orates or u ses the Softw are Prod u ct (the “Prod uct”).
  • Page 74 Su p p ort Services is governed by the Polycom p olicies and p rogram s d escribed in the Polycom -p rovid ed m aterials. Any su p p lem ental softw are cod e p rovid ed to you as p art of the Su p p ort Services is consid ered p art of the Softw are Prod uct and is su bject to the term s and cond itions of this Agreem ent.
  • Page 75 Polycom w ith a copy of you r receip t, or to rep lace any d efective m ed ia w ith softw are w hich substantially conform s to ap plicable Polycom p u blished sp ecifications.
  • Page 76 Polycom office serving your cou ntry. 10.4 U.S. G overn m en t Restricted Righ ts. The softw are and d ocu m entation p rovid ed by Polycom p u rsu ant to this Agreem ent are “Com m ercial Item s,” as the term is d efined at 48 C.F.R. §2.101, consisting of “Com m ercial Com p u ter Softw are”...

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