Polycom Conference Phone Owner's Manual
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Polycom Conference Phone Owner's Manual

Conference phone v.1
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Owner's Manual
Polycom Conference Phone V.1
ACC 1038- PUG

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  • Page 1 Owner’s Manual Polycom Conference Phone V.1 ACC 1038- PUG...

  • Page 2: Table Of Contents

    Before you Begin Your Installation ........12 Assigning Extension Numbers and Phone   Numbers to Phones ............13     Installing your Polycom Conference Phone ....14   3 ......................14   Installing your Conference Phone ........14   Activating the Service ............17  ...
  • Page 3   Paging (Intercom) ............31   Forwarding Incoming Calls .......... 32   Conference Calls ............35   Using Voicemail ..............38   Setting up the voicemail box for the first time ..... 38 Retrieving messages from your Conference   Phone ............... 38 Retrieving messages when you are away from  ...
  • Page 4   Changing the Extension Number of a Phone ..... 69   Changing the Display Name of a Phone ....70   Changing the Time Zone of a Phone ......70   Changing the Outbound Caller ID of a Phone .... 71  ...

  • Page 5: Introduction

    Introduction Congratulations on purchasing the AccessLine Hosted PBX phone system and service. DPS FLEX twas 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 DPS FLEX phone system and service.
  • Page 6 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 •...

  • Page 7: 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 8 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 9: Fcc Information

    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 10: Using This Document

    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 can be obtained from Polycom Ltd., 270 Bath Road, Slough, Berkshire, SL1 4DX, UK. Using this Document Notational conventions Acronyms are defined the first time they appear in the text.
  • Page 11 optional Wireless Adapters to connect Conference Phones to the optional Base Unit wirelessly. In order to use all the features of the DPS FLEX phone system and service, you must have the following: Broadband Internet access • At least one free port on your router or modem/router •...

  • Page 12: Getting To Know Your Hosted Pbx System

    Getting to know your Hosted PBX system Before you Begin Your Installation The DPS FLEX 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 13: 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 AccessLine with the phone numbers and extensions associated with each enhanced services such as an Auto Attendant or WebFax.

  • Page 14: 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 •...
  • Page 15 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. The range of the Wireless...
  • Page 16 To connect the phone using the Wireless Adapter 1. Connect one end of the 25-foot Network Cable to the LAN jack on the phone. 2. Connect the other end of the 25-foot Network Cable to the Power Insertion Cable. 3. Connect the Power Insertion Cable to the LAN port on the Wireless Adapter 4.

  • Page 17: 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 www.accessline.com/login and enter your Administrator Portal login name and password 2.

  • Page 18: Getting Started

    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 19 Feature Description Speaker Allows for ringer and hands-free audio output. Microphones Provide 360 coverage by three internal microphones. LED Indicators Indicate phone and call status through three bi- color LEDs. The LEDs illuminate to indicate the following normal operational states: Solid red—A muted call •...
  • Page 20 Item Description Allows you to: Select key • Select a field of displayed data • Toggle features on or off Allow you to: Scroll keys • Scroll through displayed information • Enable or disable fields From the idle screen, the scroll keys also allow you to: View speed dial information (Up scroll key) •...
  • Page 21 Dial pad keys Contain 10 digits, 26 alphabetic characters, and other special characters available in context- sensitive applications. Automatically dials the last number you called. Redial key Initiates or ends a call. Call key Select specific context-sensitive functions that Soft keys display on the screen above each soft key.

  • Page 22: Conference Phone- Basic Call Features

    Handling Multiple Calls You can make or receive up to 6simultaneous phone calls on your Conference Phone. If you are on a call and have another call on hold, or you are on a conference with two callers, the third call will be sent to your voicemail box.
  • Page 23 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: Rejecting calls from a particular contact by sending the call to •...
  • Page 24 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 25: Placing Calls

    Press to return to the idle screen. Ending Active Calls To end a call: Press or the End Call soft key. You cannot end a call that is on hold until you resume the call. To end a call on hold, press the Resume soft key, and then end the Note call.

  • Page 26: Placing A Second Call

    • To access your Contact Directory, press the Menu key, and then select Features > Contact Directory. Scroll to or search for the contact you want to dial, and then press the Dial soft key. To place a call using a speed dial index number, press the Up scroll key, scroll to the party you want to call, and then press the Dial soft key.
  • Page 27 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 28: Call Hold

    Resume soft key to retrieve the desired call. Call Transfer You can transfer calls from your Conference Phone to another phone in your office or to any other phone number outside your office. For example, if you receive a call from a coworker in the office, you can transfer that call to another coworker in the office or on his cellular phone outside the office.
  • Page 29 • Attended transfer—The parties are automatically connected to each other after you exit a conference. 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.
  • Page 30 It uses the AccessLine network to transfer the call instead of the phone system. Receive a call on your Conference Phone Touch #5 to start the transfer (this will place your caller on hold)

  • Page 31: 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 32: Forwarding Incoming Calls

    Dial the Paging Group (9100 is the Standard Paging Group for all phones). WAIT FOR THE TONE before speaking Make your announcement which will be heard on all phones (except phones set to DND or phones in use). Hang up the phone when finished Answering a Page Use the speaker phone Press the “Answer”...
  • Page 33 The Forwarding Type Select screen displays. 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.
  • Page 34 Enter a number to forward all future incoming calls to when you are already in another call. 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: From the idle screen, press the Forward soft key.

  • Page 35: Conference Calls

    Forwarding Calls Dynamically You can manually forward a call to another number while your phone rings. To forward an incoming call to another extension: While your phone rings, press the Forward soft key. The Call Forwarding screen displays. Enter the number to forward the incoming call to. Your phone displays the last number you forwarded calls to (either statically or dynamically).
  • Page 36 • 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 37 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 38: Using Voicemail

    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 www.accessline.com/login . When a message left in your voicemail box, your Conference Phone message waiting indicator will flash.

  • Page 39: 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...

  • Page 40: Record A Personal Greeting Via The Phone

    Enter the phone number, extension number or group number to receive the message Record an introduction to the message. Touch * to send the message Logging into your Voicemail Box via the Web Go to www.accessline.com/login Enter your Conference Phone Number and PIN Click Login...

  • Page 41: 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 voicemail box to another voicemail once logged into the personal website.
  • Page 42 forwarded directly into another person’s voicemail box (providing they are in your company and have an AccessLine phone) Once logged in click the Forward button associated with the voicemail message you wish to forward Enter one or more email address or one or more AccessLine phone numbers Click the Continue button If you have entered email address, fill in your email...
  • Page 43 You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. Go to www.accessline.com/login Enter your Conference Phone Number and PIN Click Login Select the Personal Info Tab at the top of the web page...

  • Page 44: 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 to a group...

  • Page 45: Change The Amount Of Time Before Voicemail Picks Up

    Recipient- Able to receive messages sent to this group Click the Add button Repeat step 7 through 9 as necessary to add all of the members Click the Save button Change the Amount of Time Before Voicemail Picks Up Your Voicemail box is programmed to take messages when you can’t answer your phone.

  • Page 46: Additional Call Features

    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 47: Managing Call Lists

    Managing Call Lists You can clear all the records in a call list, or just one record. You can also choose a record in a list and return the call, store the call details in your local Contact Directory, or view detailed information about the particular call.

  • Page 48: 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 49: 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 50 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: Press , and then select Features > Contact Directory. The Directory screen displays. To add a contact to your phone’s database, press the Add soft key.
  • Page 51 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” displays. (Optional.) Enter a Label for the contact.
  • Page 52 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 53 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: Press , and then select Features >...
  • Page 54 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 55: Inbound Caller Id

    3. Press the Dial soft key. Inbound Caller ID The name of the caller and phone number will scroll across the second line of the Conference Phone’s LCD screen. The information will continue to scroll until the phone has been answered.

  • Page 56: 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.

  • Page 57: 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 58 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 59 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 60 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 61 • Incoming calls • Ending a call, holding a call, resuming a call by the other party • A voice message received If you do not press any keys on the phone, after 20 seconds of the backlight turning on, the backlight dims (or changes) to medium in the following cases: •...
  • Page 62 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 63 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 64: Administrator Functions

    Administrator Functions The Administrator has the ability to make configuration changes to phones and other pieces of equipment. All changes for this phone are made through the Admin Portal. Making Changes through the Web-based Admin Portal The Admin Portal allows you to manage virtually all aspects of your AccessLine phone system and phone service.

  • Page 65: Logging In

    Logging In In order to use the features of the Admin Portal, first you must log in to the website. You should have received an email from AccessLine with a link to a web page that helps you create your User Name and Password.

  • Page 66: Viewing A List Of Your Phone Numbers And Extensions

    Viewing a List of your Phone Numbers and Extensions To view a list of all phone numbers and extensions, click the Numbers & Extensions tab within the Admin Portal. You will be presented with a sortable table displaying all phone numbers, extensions, equipment and services.

  • Page 67: Moving A Stand Alone Phone

    Moving a Stand Alone Phone A Stand Alone Phone is a phone that is not associated with an optional Base Unit. You may move any Stand Alone Phone to a new address providing the address is within the AccessLine coverage area. Before moving the phone: Click the Edit button associated with the phone you wish to move Select the 911 Address tab...

  • Page 68: Moving A Shared Line Phone

    Moving a Shared Line Phone A Shared Line Phone is a phone that is associated with an optional Base Unit. You may move any Shared Line Phone to a new address providing the address is on the same local area network as the Base Unit (for example to a different floor or suite).

  • Page 69: Changing The Extension Number Of A Phone

    Changing the Extension Number of a Phone Each phone automatically receives an extension number. You may change the extension number of any phone or swap the extension numbers of two phones. To change an extension number: 1. Enter the new number in the required field 2.

  • Page 70: Changing The Display Name Of A Phone

    Changing the Display Name of a Phone By default, phones do not have display names. When you call from one phone to another phone within the phone system, the display name is shown on the screen of the called phone so that person knows who is calling.

  • Page 71: Changing The Outbound Caller Id Of A Phone

    Changing the Outbound Caller ID of a Phone The Outbound Caller ID is the phone number that is presented to other phones when you place a call from a phone. Each phone can have a unique Outbound Caller ID, all phones can have the same Outbound Caller ID or you can choose any Outbound Caller ID for any phone.

  • Page 73: Changing The Failover Routing Of A Phone

    Changing the Failover Routing of a Phone Failover Routing allows the phone to be automatically forwarded to another phone number in the event of a phone network, power or local network outage. To change the Failover Routing: 1. Select between: Sending calls to the phone’s voicemail box •...

  • Page 74: Admin Portal Additional Features

    Admin Portal Additional Features: For the following features, please refer to the Admin Portal Reference Guide: Viewing a list of your phone lines • Viewing a list of all your phone equipment • Using your own Hold Music • Creating Call Park Groups •...

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