Polycom IP5000 Owner's Manual
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Polycom IP5000 Owner's Manual

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Polycom IP 5000
Conference Phone
Owner's Manual V.3

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  • Page 1 Polycom IP 5000 Conference Phone Owner’s Manual V.3...

  • Page 2: Table Of Contents

    USING YOUR HOSTED PBX PHONE SYSTEM ..................13 System Description ..............................13 Getting Started ..............................13 Conference Phone Introduction to your Polycom Conference Phone ............13 Conference Phone– Basic Call Features ....................... 22 Handling Multiple Calls ............................22 Answering When in another Call ........................... 22 Managing Incoming Calls............................
  • Page 3 Forwarding Calls Dynamically ..........................35 To forward an incoming call to another extension: ....................35 Directed Call Pickup ............................... 35 Call Recording ................................ 35 Conference Calls ..............................36 Setting Up Conferences ............................37 Setting Up a Conference Using the Conference Soft Key ..................37 Setting Up a Conference with an Active Call and a Call on Hold ................
  • Page 4 Updating the Language ............................58 To change the language: ............................58 Language................................58 Updating the Time and Date Display ........................59 To update the time and date display: ........................59 Time and Date................................ 59 To change the order of the time and date display: ....................60 To enable or disable the time and date display: ....................

  • Page 5: Introduction

    Introduction Congratulations on purchasing the Intermedia Hosted PBX phone system and service. Hosted PBX was designed specifically for the small to mid-size business and combines a business-class phone system with Voice over IP phone service. This User Guide will show you how to setup and use your new Hosted PBX phone system and service.

  • Page 6: Basic Requirements

    Basic Requirements The Hosted PBX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Wireless Adapters to connect Conference Phones to the optional Base Unit wirelessly.

  • Page 7: Getting To Know Your Hosted Pbx System

    Getting to know your Hosted PBX system Before you Begin Your Installation The Hosted PBX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Base Unit and Wireless Adapters to connect Conference Phones to the Base Unit wirelessly.

  • Page 8: Assigning Extension Numbers And Phone Numbers To Phones

    Assigning Extension Numbers and Phone Numbers to Phones Each phone is assigned an extension and a phone number. The Packing list includes a list of your phones and their associated phone numbers and extension. You should have also received and email from Intermedia with the phone numbers and extensions associated with each enhanced services such as an Auto Attendant or WebFax.

  • Page 9: Installing Your Polycom Conference Phone

    Installing your Polycom Conference Phone Installing your Conference Phone The Conference Phone can be installed in one of 2 ways: • You may connect Conference Phones to your existing router or data wall jack • You may connect Conference Phones Wirelessly to the optional Wireless Transmitter.

  • Page 10: Option 2: Connect The Conference Phone Wirelessly Within 40' Using The Wireless Adapter

    Power Insertion Cable 25-foot Network Cable Power Adapter Option 2: Connect the Conference Phone wirelessly within 40’ using the Wireless Adapter The wireless adapter allows a Conference Phone to be used without a cord connecting it to the local network but requires the use of the optional Wireless Transmitter.
  • Page 11 To connect the phone using the Wireless Adapter Connect one end of the 25-foot Network Cable to the LAN jack on the phone. Connect the other end of the 25-foot Network Cable to the Power Insertion Cable. Connect the Power Insertion Cable to the LAN port on the Wireless Adapter Connect the Power Adapter to the Power Insertion Cable Connect the Power Adapter (with the attached Regional...

  • Page 12: Activating The Service

    Activating the Service Before you can make or receive calls, you need to activate your phone line(s). This also activates the billing for your phone line(s). To activate your phone line(s): 1. Go to https://exchange.intermedia.net and enter your Administrator Portal login name and password 2.

  • Page 13: Using Your Hosted Pbx Phone System

    Getting Started This section of your Owner’s Manual is your guide to using the Polycom Conference Phone. It also explains how to program system settings for your Conference Phone Conference Phone Introduction to your Polycom Conference Phone This phone provides multi-person audio conferencing capabilities for medium to large conference rooms.
  • Page 14 LCD Indicators Line and call Icon Icon Line or Call State Description Active call using A call is in progress using Polycom ® Polycom HD Voice™ HD Voice. The active call icons technology merge into one icon on the phone screen.
  • Page 15 Icon Line or Call State Description Do Not Disturb The Do Not Disturb feature is enabled on your phone. Your phone will not ring. All calls will display in the Missed Calls list. Forwarding A specific forwarding feature has been enabled on your phone.

  • Page 16: Conference Phone- Basic Call Features

    Conference Phone– Basic Call Features Answering Calls Your Conference Phone does not have a handset or headset. All calls are placed through the speaker phone. To answer a call: Press or the Answer soft key. The three LEDs flash green when the phone rings. Handling Multiple Calls You can make or receive up to 6simultaneous phone calls on your Conference Phone.

  • Page 17: Managing Incoming Calls

    Do one of the following steps: Press the down arrow Press the Answer Soft Key The first call is put on hold and the second call is answered. Managing Incoming Calls You can manage incoming calls from the contacts in your Contact Directory by doing the following: •...

  • Page 18: Diverting Calls

    Use the Next soft key to scroll to the Auto Reject field, and then change the Auto Reject setting to Enabled. Use the scroll keys or the Change soft key to select Enabled. Press the Save soft key. Press to return to the idle screen. Diverting Calls You can customize your phone so that incoming calls from a particular party are transferred directly to a third party.

  • Page 19: Ending Active Calls

    Press the Save soft key. Press to return to the idle screen. Ending Active Calls To end a call: Press or the End Call soft key. Placing Calls You can place a call off-hook with a dial tone), or on hook (without a dial tone).

  • Page 20: Placing A Second Call

    Placing a Second Call While on a call, you may place that call on hold and make a second call. There are two ways to place another call: Press the Hold soft key to place the original call on hold. Press the New Call soft key Dial the phone number or extension Placing Calls Using Speed Dials...

  • Page 21: Muting The Microphone

    Muting the Microphone To mute the microphone: During a call, press The three console LEDs glow red to indicate that the other party (or parties) cannot hear you. You can still hear all other parties while Mute is enabled. To turn off the Mute feature, press again.

  • Page 22: Call Hold

    Call Hold To place a call on hold Holding and Resuming Calls You can place up to eight calls on hold on your phone. (For information on placing conference calls on hold, see Holding and Resuming Conferences on page Holding and Resuming Conferences.) To place a call on hold: During a call, press the Hold soft key.

  • Page 23: Performing A Consultative Transfer

    Performing a Consultative Transfer Perform a consultative transfer if you want to talk to the party to whom you are transferring the call. Or, you can choose not to talk to the party. In this case, you wait for the party’s ring-back sound, and then transfer the call.
  • Page 24 Call Transfer to Voicemail You may transfer any caller to a specific voicemail box belonging to any other user on the system. During a call, press the Trans soft key. Press the Blind soft key. When you hear the dial tone, dial *99 plus the desired extension number Your line will hang up and the extension you transferred to the desired voicemail box.

  • Page 25: Call Park

    Call Park To Park a call Parking a call is very similar to putting a call on hold. The key difference is, when you put a call on hold you can only retrieve the held call from the phone that put the call on hold. With Call Park, you can put a call on hold and pick it up from ANY phone within the same Call Park Group.

  • Page 26: Forwarding Incoming Calls

    Answering a Page Use the speaker phone Press the “Answer” soft key on the phone display Talk directly back to the person who initiated the page Rejecting a Page To ignore a page, press the “Reject” button Forwarding Incoming Calls You can set up your phone to forward incoming calls to another party (static forwarding), or you can forward a call as your phone rings (dynamic forwarding).
  • Page 27 2. Scroll to the forwarding type you want, and then press . The options are: Always— to forward all incoming calls. No Answer—to forward all unanswered incoming calls. Busy—to forward calls that arrive when you are already in a call. 3.

  • Page 28: To Disable Call Forwarding

    Enter a number to forward all future incoming calls to when you are already in another call. 4. Press the Enable soft key. If you selected the forwarding type Always, a moving arrow displays on the idle screen next to the directory number. To disable call forwarding: 1.

  • Page 29: Forwarding Calls Dynamically

    Forwarding Calls Dynamically You can manually forward a call to another number while your phone rings. To forward an incoming call to another extension: 1. While your phone rings, press the Forward soft key. The Call Forwarding screen displays. 2. Enter the number to forward the incoming call to. Your phone displays the last number you forwarded calls to (either statically or dynamically).

  • Page 30: Call Recording

    within your organization, even at other physical addresses. To use Any Call Pickup: Pick up your HPBX phone Dial *96. Press the Dial soft key to speed up the process Your phone will answer the phone call that has been ringing the longest within your organization Group Pickup Group Pickup allows you to answer a call ringing a phone within a...

  • Page 31: Conference Calls

    Once created, the recorded phone conversation will be stored within your desk phone’s voicemail web interface. To access your recordings: 1. Navigate to https://www.intermedia.net/login/voice/ 2. Log in with your phone number and voicemail PIN 3. Click on the Call Recordings tab to listen to and manage your recorded calls Conference Calls You can create a conference with up to two other parties using...

  • Page 32: Setting Up Conferences

    Setting Up Conferences You can set up a conference in one of two ways: • Using the Confrnc soft key. • Using the Join soft key, if you have an active call and a call on hold. Setting Up a Conference Using the Conference Soft Key To set up a conference using the Conference soft key: Call the first party.

  • Page 33: Holding And Resuming Conferences

    Holding and Resuming Conferences When you place a conference call on hold, you place all other conference participants on hold. To place a conference call on hold: From the Active: Conference screen, press the Hold soft key. The Hold: Conference screen displays. The other parties in the conference call are put on hold.

  • Page 34: Using Voicemail

    Using Voicemail Each phone receives a Voicemail box which can record up to 90 minutes of messaging with a maximum of 5 minutes per message. Each user can record his or her personal greeting for the voicemail box. Voicemail is automatically saved for 90 days. Messages can be retrieved from the Conference Phone, any other phone or through a personal website at http://www.intermedia.net/accesslinelogin/index.asp.

  • Page 35: Retrieving Messages When You Are Away From The Office

    Retrieving messages when you are away from the office Dial your Conference Phone and allow it to ring When your voicemail greeting begins to play, enter your PIN over your greeting. Returning a Call While listening to a message or after listening to a message, press 9* to call that person back You may return to your voicemail box WITHOUT calling back in by pressing ## after talking to the person you...

  • Page 36: Record A Personal Greeting Via The Phone

    Press 8 for User Options Press 7 to change your PIN Enter the new 6 to 10-digit PIN when prompted. Record a Personal Greeting via the Phone Press the Menu button. Features will be highlighted. Press the Select Use the down arrow and scroll to Messages. Press the Select Press the Connect soft key Enter your PIN when prompted or enter your PIN over the...

  • Page 37: Retrieving Messages Via The Web

    Retrieving messages via the Web Once logged in, click the Play button associated with the voicemail message you wish to listen to The voicemail message will play through your speakers Forward Voicemail Messages via the Web A user can forward a voicemail message from his or her v oic em ai l box to another voicemail once logged into the personal website.
  • Page 38 Enter one or more email address or one or more Intermedia phone numbers Click the Continue button If you have entered email address, fill in your email address, the subject line and any message you wish to include Select the delivery method: Send a link to the voicemail message or sent the voicemail message as an attachment Click the Send button when finished...

  • Page 39: Voicemail Notification Via Email

    Voicemail Notification via Email You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. Go to https://www.intermedia.net/accesslinelogin/index.asp Enter your Conference Phone Number and PIN Click Login Select the Personal Info Tab at the top of the web page Select the Notification button Enter your email address in the space provided (you may enter multiple email addresses)

  • Page 40: To Create A Voicemail Group

    To Create a Voicemail Group A Voicemail Group allows you to quickly forward a voicemail message to multiple other people without entering each person individually. Voicemail groups are created through your personal website. Once logged in, select the Personal Info Tab Select the Group Manager button Click the Create Group button Assign a Group Number- used when forwarding...

  • Page 41: Change The Amount Of Time Before Voicemail Picks Up

    Add members to the group one at a time by entering their name or phone number For each member you add, determine if that person should be: • Administrator- Able to make changes to the group Sender- Able to send to this group, or •...

  • Page 42: Viewing Call Lists

    Scroll to the No Answer Forwarding. Press Press the Next soft key to go to the Forward After Rings field. Use the << soft key to remove the existing number of rings Enter how many rings to wait before forwarding the call (one ring is approximately 4 seconds).

  • Page 43: To View A Call List

    To view a call list: Do one of the following: Press , and then select Features > Call Lists > Missed Calls, Received Calls, or Placed Calls. To quickly view the speed dial list, press from the idle screen. Managing Call Lists You can clear all the records in a call list, or just one record.

  • Page 44: Speed Dial List

    To manage your call list (press the More soft key to view all these options): To return the call, press the Dial soft key. To edit the phone number (if necessary) before you dial the number or store the call details in your Contact Directory, press the Edit soft key.

  • Page 45: Managing Contacts

    Use the Next and Prev soft keys to scroll to the Speed Dial Index field, and then update the speed dial index number. Use the << soft key to delete an existing entry. You can assign any unused speed dial index number from 1 to 99.

  • Page 46: Adding Contacts Manually

    Adding Contacts Manually You can update your local Contact Directory manually, instead of importing contact information from a call list or a Corporate Directory. To add a contact manually: 1. Press , and then select Features > Contact Directory. The Directory screen displays. 2.
  • Page 47 If you assign a speed dial index number that is already taken, the message “Speed dial index already exists” displays. If you enter an invalid speed dial index number (for example, 0 or 00), the message “Speed dial index is invalid” will be displayed. (Optional) Enter a Label for the contact.

  • Page 48: Adding Contacts From Call Lists

    Adding Contacts from Call Lists You can save call information from a call list to your Contact Directory. To add a contact to the Contact Directory from a call list: Do one of the following: To select a call list, press and then select Features >...

  • Page 49: Searching For Contacts

    Searching for Contacts You can search for contacts in your local Contact Directory, Searching for Contacts in Your Contact Directory Search for a contact by scrolling through the directory, or entering specific search criteria. To search for a contact in the Contact Directory: 1.

  • Page 50: To Update A Contact In Your Contact Directory

    To update a contact in your Contact Directory: 1. Press , and then select Features > Contact Directory. The Directory screen displays. 2. Scroll to the contact whose information you want to update, or search for the contact To scroll through a list of contacts, use the * key to Page Up and the # key to Page Down.

  • Page 51: Placing Calls To Contacts

    2. Scroll to the contact you want to delete. Or, search for the contact To scroll through a list of contacts, use the * key to Page Up and the # key to Page Down. 3. Press the Delete soft key. The contact is deleted from the directory.

  • Page 52: Extension Set-Up Options

    Extension Set-Up options Do Not Disturb A Conference Phone can be set to Do Not Disturb (DND). When a phone is set to DND, any internal or external call will immediately route to that phone’s voicemail box without ringing the phone. Using Do Not Disturb To prevent your phone from ringing, activate the Do Not Disturb feature Calls you receive while Do Not Disturb is enabled will...

  • Page 53: Configuring Basic Setting

    3. Press to return to the idle screen. If you enabled Do Not Disturb, the idle screen displays a flashing icon, , next to the directory number. Configuring Basic Setting To configure basic phone settings, press , and then select Settings >...

  • Page 54: Updating The Time And Date Display

    Updating the Time and Date Display The time and date appear on the idle screen of your phone. You can select from various formats for the time and date display, including whether the time or date displays first (clock order). You can also turn the time and date display off, so the time and date does not display on the idle screen.

  • Page 55: To Change The Order Of The Time And Date Display

    3. Scroll to the date or time format you want, and then press 4. Press to return to the idle screen. To change the order of the time and date display: 1. Press , and then select Settings > Basic > Preferences > Time and Date >...

  • Page 56: Updating The Display Contrast

    3. Press 4. Press to return to the idle screen. Updating the Display Contrast You can set how light or dark the screen appears. To adjust the contrast on the phone screen: 1. Press , and then select Settings > Basic > Contrast. The Contrast screen displays.

  • Page 57: To Change The Backlight Intensity

    • A call is in progress • A call is on hold • There is an incoming call (ringing) • There is an outgoing call (ringing back) • Any menu shows on the display In all other cases, the Backlight Idle intensity applies. To change the backlight intensity: 1.

  • Page 58: Updating The Ring Tone

    The Backlight Idle Intensity screen displays. 6. Scroll to the intensity you want, and then press . The default Backlight Idle Intensity is Low. 7. If you selected a new intensity, press the Save soft key. If you did not select a new intensity, press 8.

  • Page 59: To Adjust The Speaker Volume

    2. Scroll to the ring type you want. To hear the ring type before you select it, press the Play soft key. The default ring type is Low Trill. 3. To select the ring type, press 4. Press to return to the idle screen. Adjusting the Speaker and Ringer Volume To adjust the speaker volume: During a call, press either...

  • Page 60: Safety Information

    Safety Information Congratulations on purchasing the Intermedia Hosted PBX phone system and service. Hosted PBX was designed specifically for the small to mid-size business and combines a business-class phone system with Voice over IP phone service. This User Guide will show you how to setup and use your new Hosted PBX phone system and service.
  • Page 61 openings must not be blocked or covered. This product should never be placed near or over a radiator or heat register. This product should not be placed in a built-in installation unless proper ventilation is provided. This product should be operated only from the type of power source indicated in the manual.

  • Page 62: Fcc Information

    FCC Information Customer Owned Coin/Credit Card Phones To comply with state tariffs, the Telephone Company must be given notification prior to connection. In some states, the state public utility commission, public service commission or corporation commission must give prior approval of connection. Data Equipment The table below shows which jacks are associated with which modes of operation:...

  • Page 63: Electrical Safety Advisory

    dialing codes is a violation of the Telephone Operator Consumers Act of 1990. Electrical Safety Advisory It is strongly suggested that an AC surge arrestor be installed in the AC outlet to which this equipment is connected. Radio Interference This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause...

  • Page 64: Part 15 Fcc Rules

    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 65: Industry Canada (Ic)

    This SoundStation IP 6000 phone is marked with the CE mark. This mark indicates compliance with EC Directives 2006/95/ED and 2004/108/EC. A full copy of the Declaration of Conformity be obtained from Polycom Ltd., 270 Bath Road, Slough, Berkshire, SL1 4DX, UK.

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