Polycom SoundStation IP 5000 User Manual
Phone for 8x8 virtual office
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Summary of Contents for Polycom SoundStation IP 5000
- Page 1 User Guide for the ® ® Polycom SoundStation IP 5000 Phone for 8x8 Virtual Office SIP 3.2.3 March, 2011 1725-15645-001 Rev. C...
- 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.
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Page 3: About This Guide
About This Guide ® ® Thank you for choosing the Polycom SoundStation IP 5000 conference phone. This phone provides multi-person audio conferencing capabilities for small conference rooms and executive offices within a Session Initiation Protocol (SIP) internet telephony system. This guide provides everything you need to quickly use your new phone. -
Page 4: Table Of Contents
Contents About This Guide........iii 1 Getting Started with Your Phone . - Page 5 Adding Contacts to Your Local Contact Directory ....2–12 Adding Contacts Manually ......2–13 Adding Contacts from Call Lists .
- Page 6 Forwarding Calls ..........3–11 Online Call Forwarding .
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Page 7: Getting Started With Your Phone
Getting Started with Your Phone This chapter provides basic installation instructions and information for obtaining the best performance from your SoundStation IP 5000 conference phone. The phone is a next-generation phone with a modern industrial design, and the latest advancements in Polycom voice technology. -
Page 8: Parts List
Parts List The following items are included in your basic SoundStation IP 5000 package: • SoundStation IP 5000 Conference Phone • 25-foot Network Cable • Quick Start Guide • AC Power Kit with: — Power Adapter — Regional Power Cord •... -
Page 9: Power Over Ethernet
• AC Power Power over Ethernet Power over Ethernet is the default connection for your phone. Note AC power adapters are not included in the PoE package. If you require one, see your system administrator. The following figure shows how to connect your phone to the network using a PoE source. -
Page 10: Registering The Phone
The following figure shows how to connect your phone to the network using optional AC power. Power Insertion Cable 25-foot Network Cable Power Adapter To connect the phone using AC power: Connect one end of the 25-foot Network Cable to the LAN jack on the phone. -
Page 11: Before You Use Your Phone
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 Quick Tip 44011: Register Standalone SoundPoint IP, SoundStation IP, and Polycom VVX 1500 Phones, available at http://www.polycom.com/usa/en/support/ voice/soundpoint_ip/VoIP_Technical_Bulletins_pub.html... - Page 12 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 •...
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Page 13: Understanding Line And Call Icons
Understanding 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 ® Polycom HD Voice™ the phone screen. The following figure shows... -
Page 14: Navigating Menus And Entering Data
Icon Line or Call State Description Ringing The phone is ringing. Unregistered Line The phone is unable to place and receive calls. Voice mail message You have a new voice mail message. See Using Voice Mail on page 3-16. Navigating Menus and Entering Data To navigate menus and enter data, follow these tips: After 20 seconds of inactivity, the menu system automatically exits to the idle Note... - Page 15 If you want to... Then do this... Enter numbers, uppercase 1/A/a Press the soft key one or more times to characters, or lowercase select numerical, uppercase, or lowercase characters mode, and then press the dial pad keys one or more times. Enter special characters Do the following: •...
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Page 16: Customizing Your Phone
Customizing Your Phone You can customize your SoundStation IP 5000 conference phone by adjusting certain settings, including language, volume, time and date, display contrast, backlight intensity, and ring type. You can also add contacts to the phone’s local Contact Directory. -
Page 17: Updating Preferences
• Updating the Ring Tone Updating Preferences The Preferences menu allows you to customize the language that displays on your phone and to specify how the time and date display on the idle screen. You can also enable your phone to save Corporate Directory search results, if Corporate Directory is set up on your phone (see Searching for Contacts in Your Corporate Directory... - Page 18 The following figure shows the default format for the date and time display on the phone screen. To update the time and date display: Press , and then select Settings > Basic > Preferences > Time and Date. The Time and Date screen displays. Do one of the following: —...
- Page 19 Press to return to the idle screen. To change the order of the time and date display: Press , and then select Settings > Basic > Preferences > Time and Date > Clock Order. The Clock Order screen displays. Scroll to the clock order you want, and then press the Select soft key. The default setting is date before time.
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Page 20: Updating The Display Contrast
Press the Select soft key. 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: Press , and then select Settings > Basic > Contrast. The Contrast screen displays. - Page 21 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: • A call is in progress A call is on hold •...
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Page 22: Updating The Ring Tone
Select Backlight Idle Intensity. The Backlight Idle Intensity screen displays. Scroll to the intensity you want, and then press the Select soft key. The default Backlight Idle Intensity is Low. If you selected a new intensity, press the Save soft key. If you did not select a new intensity, press the Back soft key. -
Page 23: Setting Distinctive Ring Tones For Contacts
Setting Distinctive Ring Tones for Contacts Your company’s settings may override this feature. For more information, contact Note your system administrator. You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers. To set a distinctive ring tone for a local contact: Press , and then select Features >... -
Page 24: Using Call Lists
Using Call Lists Your phone maintains lists of missed, received and placed calls. Each list can hold up to 100 entries. If you miss a call, the idle screen will display a message indicating the number of missed calls you have. To view information about the missed call, view your Missed Calls list (see Viewing Call Lists on page 2-9). - Page 25 To manage a call list: Press , and then select Features > Call Lists. The Call Lists screen displays. Do one of the following: — To clear the records in a call list, select Clear, and then scroll to either Missed Calls, Received Calls or Placed Calls.
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Page 26: Managing Contacts
— To view information about the call, such as the phone number, the time and duration of the call, and the name of the caller, press the Info soft key. Press to return to the idle screen. Managing Contacts You can store a large number of contacts in your phone’s local Contact Directory. -
Page 27: Enabling Your Phone To Save Corporate Directory Search Results
Note Each time you access Corporate Directory, the search screen displays, unless you enable your phone to remember the last search you performed or the last person you selected. To enable this feature, see Enabling Your Phone to Save Corporate Directory Search Results on page 2-12. -
Page 28: Adding Contacts Manually
• From a Corporate Directory (if this is set up on your phone) You cannot update a Corporate Directory from your phone. Note 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 >... - Page 29 — (Optional.) Enter a Label for the contact. You can enter a maximum of 32 symbols, letters, or numbers. If you specify a label, the label will be the first item that displays for the contact in the Contact Directory and on the Speed Dial Info screen (before the contact’s first and last names, if specified).
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Page 30: Adding Contacts From Call Lists
Adding Contacts from Call Lists You can save call information from a call list to your local Contact Directory. To add a contact to the local Contact Directory from a call list: Do one of the following: — To select a call list, press , and then select Features >... -
Page 31: Searching For Contacts
Search for the contact, or scroll to the contact’s entry. For information on how to search for a contact, see Searching for Contacts in Your Corporate Directory on page 2-17. Press the View soft key. The Contact screen displays. To save the contact to the local Contact Directory, press the Save soft key. “Saved”... -
Page 32: Searching For Contacts In Your Corporate Directory
Searching for Contacts in Your Corporate Directory Search for a contact by entering specific search criteria. You can enable your phone to save Corporate Directory search results, and to Note remember the last person you viewed in the directory. Whenever you re-display Corporate Directory, the last search you performed will display, or the last person you selected will display. -
Page 33: Updating Contacts In Your Local Contact Directory
Updating Contacts in Your Local Contact Directory You can update contact information for contacts in your local Contact Directory. You cannot update information for contacts in your Corporate Directory. To update a contact in your local Contact Directory: Press , and then select Features > Contact Directory. The Directory screen displays. -
Page 34: Placing Calls To Contacts
Press to return to the idle screen. Placing Calls to Contacts You can place calls to contacts from your local Contact Directory or from your Corporate Directory (if this is set up on your phone). To place a call to a contact in the local Contact Directory: Press , and then select Features >... -
Page 35: Distinguishing Calls
• Rejecting calls from a particular contact by sending the call to your voice mail system. (If you do not have a voice mail system set up, the call will still ring on your phone.) • Diverting calls from a particular contact to another party. Distinguishing Calls You can customize your phone so that you can distinguish callers by certain ring tones. -
Page 36: Diverting Calls
Diverting Calls You can customize your phone so that incoming calls from a particular party are transferred directly to a third party. To divert incoming calls from a contact to a third party: Press , and then select Features > Contact Directory. The Directory screen displays. -
Page 37: Using The Features Of Your Phone
Using the Features of Your Phone Your SoundStation IP 5000 conference phone is designed to be used like a regular conference phone on a public switched telephone network (PSTN). You can place calls, transfer a call to someone else, conduct a multi-party conference call, or perform other basic and more advanced functions. -
Page 38: Placing Calls
Placing Calls You can place a call off-hook (with a dial tone), or on-hook (without a dial tone). If you place a call off-hook, you have the option of dialing a contact using a URL or IP address, if this feature is enabled for your phone. You can also place calls (on-hook and off-hook) using speed dial numbers (see Placing Calls Using Speed Dials... -
Page 39: Placing Calls Using Speed Dials
Note Instead of entering a phone number from memory, you can access call lists, directories, and speed dial lists to display and dial the number for you. • To access a call list, press the Menu key, and then select Features > Call Lists >... -
Page 40: Ending Active Calls
Note To ignore Incoming calls, press the Reject soft key (for private lines) or the Silence soft key (for shared lines). To prevent your phone from ringing, enable the Do Not Disturb feature (see Using Do Not Disturb on page 3-14). You can forward incoming calls by pressing the Forward soft key (see Forwarding Calls Dynamically on page 3-13). -
Page 41: Holding And Resuming Calls
To redial the last number dialed: >> Press To redial a previously dialed number: Press or press , and then select Features > Call Lists > Placed Calls. The Placed Calls screen displays. Scroll to the number you want to redial, and then press the Dial soft key. Holding and Resuming Calls You can place up to eight calls on hold on your phone. -
Page 42: Hosting Local Conference Calls
Hosting Local Conference Calls You can create a conference with up to two other parties using the phone’s local conference feature. To quickly set up a conference, you can use the Join soft key to create a conference between an active call and a call on hold. After you set up a conference, you can hold the conference call, split the conference call into individual calls on hold, or end the conference call (and your connection to the conference call participants). -
Page 43: Holding And Resuming Conferences
Note If configured for single key-press conferences, you do not have to press the Confrnc soft key again. The Active:Conference screen displays. Setting Up a Conference with an Active Call and a Call on Hold If you are currently in an active call, and you have another call on hold, you can create a conference call between the active call, the call on hold, and yourself, by pressing the Join soft key. -
Page 44: Splitting Conferences
The Hold:Conference screen displays. The other parties in the conference call are put on hold. From the Hold:Conference screen, you can do the following: To resume the conference call, press the Resume soft key. The • Active:Conference screen will display again. •... -
Page 45: Using Conference Bridges
Using Conference Bridges A key business tool, the conference bridge allows users with an extension and voicemail passwords to schedule and manage conference calls. Basic functionality includes the ability to create and log into conference bridges. There are also administrator modes that allow calling out and dropping parties from the bridge. -
Page 46: Transferring Calls
Delete Existing Conference - (Option 3): Enter your extension then press # . Enter your password then press # . (Voicemail Password) Enter the conference ID you want to delete then press # . Transferring Calls A call can be transferred in one of three ways: •... -
Page 47: Performing A Blind Transfer
(If you want to cancel the transfer before the call is placed, and return to the original call, press the Cancel soft key.) The call automatically transfers to the party you specified. Forwarding Calls Polycom IP 5000 phone offers two methods of call forwarding: • Online Call Forwarding •... -
Page 48: Phone-Based Call Forwarding
Phone-based Call Forwarding 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). Your phone will forward calls even if you enable the Do Not Disturb Feature. -
Page 49: Forwarding Calls Dynamically
— If you selected Busy, the Call Forward Busy screen displays. 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. -
Page 50: Using Do Not Disturb
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 display in your Missed Calls Call List (see Using Call Lists on page 2-9). If you have chosen to forward your calls to another number, calls will be sent to that number if Do Not Disturb is enabled. -
Page 51: Using The Corporate Directory
Using the Corporate Directory To use the Corporate Directory to make a call: Press and select Applications, then select Apps Home, then Corporate Directory Listing. Browse up and down the directory list and select the person you wish to call (speed dial). For long directories, you can search for a user in the directory and then select their name to speed dial them. -
Page 52: Using Voice Mail
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. If you assign a speed dial index number that is already taken, the message “Speed dial index already exists”... -
Page 53: Call Recording
Call Recording Call Recording On/Off (Virtual Office Pro users only) Call Recording On/Off is available to Virtual Office Pro users when the Call Recording feature on your Virtual Office online dashboard settings is set to Record Calls On Demand. • To turn on Call Recording during a call, press *0 •... -
Page 54: Troubleshooting Your Phone
Troubleshooting Your Phone This chapter contains general troubleshooting information to help you solve any problems you might encounter when you use the SoundStation IP 5000 conference phone. The tables in this chapter list possible trouble symptoms, the likely causes of these problems, and recommended corrective actions to take. -
Page 55: Power And Startup
Power and Startup Symptom Problem Corrective Action The display shows “Network Link The network cable is not properly Verify that the network cable is properly is Down.” connected. connected: • Check the cable termination at the switch or hub (furthest end of the cable from the phone). -
Page 56: Access To Screens And Systems
Access to Screens and Systems Symptom Problem Corrective Action There is no response when you The phone is not in an active Try the following: press a feature key. state. • Press the keys more slowly. • Call the phone to confirm that inbound call display and ringing is normal. -
Page 57: Displays
Symptom Problem Corrective Action There is no audible ring tone. Ringer volume is low, or the Verify ringer volume and Ring Type: Ring Type is set to Silent Ring. • To adjust the ringer volume, press either of the volume keys when the phone is in the idle state. -
Page 58: Audio
Audio Symptom Problem Corrective Action The speaker has no audible Speaker volume is low. Adjust the speaker volume. During a call, sound. press the volume keys to adjust the volume. Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware.