Polycom SoundStation 5000 User Manual
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Polycom SoundStation 5000 User Manual

Polycom SoundStation 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 Items ....... 7 Configuring Your Phone Using the Polycom Web Configuration Utility .
  • Page 4 Polycom ® SoundStation ® IP 5000 Phone User Guide Temporarily Refusing All Calls (Do Not 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 Software...
  • Page 6 Polycom ® SoundStation ® IP 5000 Phone User Guide...

  • Page 7: Changes To This Guide

    IP 5000 Phone This guide includes overview information that you may find helpful when you’re just starting to learn about your Polycom® SoundStation® IP 5000 phone or when you have experience, but you need a quick refresher. Changes to This Guide This user guide has been updated to include new information and features.

  • 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 idle screen displays the phone’s directory number and the current date and time. The icon that displays to the left of the directory number indicates the line or call status.

  • Page 10: Phone Status Indicators

    Polycom ® SoundStation ® IP 5000 Phone User Guide Phone Status Indicators Phone status is indicated by three bi-color LEDs located above the phone’s microphones, and by a line and call icon located on the display screen next to the directory number.

  • 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 menus and calls, use the following tips. 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 data and enable fields or menu items, use the following tips. If you want to... Then do this... Enter numbers Press the dial pad key with the corresponding number.

  • Page 14: Utility

    Enable or disable menu Press items Configuring Your Phone Using the Polycom Web Configuration Utility This user guide explains how to update phone settings from your phone, using your phone’s menu system. If you want, you can update these settings remotely with the Polycom Web Configuration Utility.

  • Page 15: Calling And Answering

    Polycom ® SoundStation ® IP 5000 Phone User Guide Calling and Answering Your phone can handle a maximum of eight calls on hold, or one active call and seven calls on hold. Only one call can be active at any time.

  • Page 16: Placing Calls

    Polycom ® SoundStation ® IP 5000 Phone User Guide To answer a call when you’re in an active call: >> Scroll to the incoming call, and then press the Answer soft key. The original call is held, and the new call becomes the active call.

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

    Polycom ® SoundStation ® IP 5000 Phone User Guide To dial a phone number without a dial tone: >> Enter the phone number of the party you want to call, and then press the Dial soft key. Calling by Entering an IP Address or URL Placing calls using an IP address or URL may not be enabled for your phone.

  • Page 18: Calling From A Directory

    Polycom ® SoundStation ® IP 5000 Phone User Guide Calling from a Directory You can place a call from the Contact Directory or Corporate Directory. To call from the Contact Directory: 1. Press , and then select Features > Contact Directory.

  • Page 19: Redialing

    Polycom ® SoundStation ® IP 5000 Phone User Guide Redialing You can redial the last call you placed, or search a list of placed calls to find a previously-dialed number. To dial the last number dialed: >> Press To dial a previously dialed number: 1.

  • 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 administrator determines how rejected calls are handled (for example, rejected calls may go directly to your voice mail system).

  • Page 21: During Calls

    Polycom ® SoundStation ® IP 5000 Phone User Guide During Calls During a call, you can do the following: • Place the call on hold. • Transfer the call to another party. • Set up a conference with the party you’re talking with and another party.

  • Page 22: Hosting Conference Calls

    Polycom ® SoundStation ® IP 5000 Phone User Guide To transfer a call: 1. During a call, press the Trnsfer soft key. The active call is placed on hold. 2. Place a call to the party to whom you want to transfer the call.

  • Page 23: Holding And Resuming Conferences

    Polycom ® SoundStation ® IP 5000 Phone User Guide To 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. A conference is created with the active call, the held call, and yourself.

  • 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 participants. The other parties remain connected. To end a conference: >> From the Active:Conference screen, press the End Call soft key.

  • Page 25: Rejecting Calls From A Contact

    Polycom ® SoundStation ® IP 5000 Phone User Guide 3. Do one of the following: — If you selected Always, the Call Forward Always screen displays. Enter a number to forward all incoming calls to. — If you selected No Answer, the Call Forward No Answer screen displays.

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

    Polycom ® SoundStation ® IP 5000 Phone User Guide 3. From the Edit Contact screen, scroll to the Auto Reject field, and then change the Auto Reject setting to Enabled. (To enable the setting, press 4. Press the Save soft key.

  • 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, delete, or create instant messages. Messages display in the order they are received. The first message received displays first. To manage instant messages: 1.

  • Page 29: Working With Call Lists

    Polycom ® SoundStation ® IP 5000 Phone User Guide 3. Do one of the following: — To choose from various pre-scripted short messages, press the Select soft key. From the Message Select screen, scroll to the message you want. — To compose a custom message, press the Edit soft key. Then, enter your message.

  • Page 30: Clearing Call List Entries

    Polycom ® SoundStation ® IP 5000 Phone User Guide To view a call list: >> Do one of the following: — Press , and then select Features > Call Lists > Missed Calls, Received Calls, or Placed Calls. — From the idle screen, use the arrow keys to access a call list: To view this call list...

  • Page 31: Editing Call List Entries

    Polycom ® SoundStation ® IP 5000 Phone User Guide Editing Call List Entries Edit a call list entry if you want to update the contact name or number before you dial the number 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 add a contact to the Contact Directory, or update or delete an existing contact. Adding Contact Directory Entries You can add contacts to your Contact Directory in the following ways: •...
  • Page 33 Polycom ® SoundStation ® IP 5000 Phone User Guide 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). For example, in the following figure, Ann Brown has been assigned the label Sales.

  • Page 34: Updating Contact Directory Entries

    Polycom ® SoundStation ® IP 5000 Phone User Guide To add a Contact Directory entry from a call list: 1. To select a call list, press , and then select Features > Call Lists > Missed 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 delete an entry in the Contact Directory. To delete a contact from the Contact Directory: 1. Press , and then select Features > Contact Directory.

  • Page 36: Saving Corporate Directory Search Results

    Polycom ® SoundStation ® IP 5000 Phone User Guide A quick search allows you to search using the contact’s last name (if the directory is alphabetized by last name) or first name (if the directory is alphabetized by first name). An advanced search uses any combination of the contact’s first and last names, phone numbers, address, and title.

  • 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 buddy list is a list of users/devices whose status—or presence—you can monitor.

  • Page 38: Selecting Contacts To Monitor

    Polycom ® SoundStation ® IP 5000 Phone User Guide Selecting Contacts to Monitor Select the contacts whose presence you want to monitor by updating the contacts in your buddy list. You add contacts to your buddy list from your local Contact Directory. To view the status of contacts in your buddy list, see Monitoring the Status of Contacts in Your Buddy List on page 34.

  • 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 idle screen. The contact can now watch your phone and will display in your Watcher List. To view your Watcher List, press , and then select Features > Presence >...

  • Page 41: Accessing Personal Phone Settings With User Profiles

    Polycom ® SoundStation ® IP 5000 Phone User Guide Accessing Personal Phone Settings with User Profiles If your system administrator has set up the User Login feature, you can view your personal phone settings from any phone in the organization. This means you can access your contact directory and speed dials, as well as other phone settings, even as you temporarily change work 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 Features > User Login > Log in. 2. From the User Login screen, enter your user ID and password, and then press the Log in soft key.

  • Page 43: Changing Your Login Password

    You can change your password 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 password so you can answer calls from your locked phone and unlock the phone. By default, your user password is 123. You can change your user password at any time.

  • 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: Broadcasting Messages Using Push-To-Talk And Group Paging

    Polycom ® SoundStation ® IP 5000 Phone User Guide Broadcasting Messages Using Push-to-Talk and Group Paging The Group Paging feature enables you to make pages—one-way audio announcements—to users subscribed to a page group. The Push-to-Talk (PTT) feature is a collaborative tool that enables you to exchange broadcasts to users subscribed to a PTT channel, much like a walkie-talkie.
  • Page 47 Polycom ® SoundStation ® IP 5000 Phone User Guide Sending PTT Broadcasts Before you can send a PTT broadcast, you need to choose a channel to broadcast on. Or, you can press and hold the Talk soft key to immediately begin broadcasting on Channel 1, the default channel.

  • Page 48: Replying To Ptt Broadcasts

    Polycom ® SoundStation ® IP 5000 Phone User Guide Receiving PTT Broadcasts To receive a broadcast sent on a particular channel, you need to be subscribed to that channel. To subscribe to a channel, see Updating Channel Subscriptions on page 44.

  • Page 49: Ending Ptt Broadcasts

    Polycom ® SoundStation ® IP 5000 Phone User Guide During a waiting period, you can press and hold the Talk soft key and talk to all the people listening on the channel. When you finish talking, release the Talk soft key. The broadcast will enter another waiting period until someone broadcasts again.

  • Page 50: Updating Channel Subscriptions

    Polycom ® SoundStation ® IP 5000 Phone User Guide To update the default channel: 1. Press , and then select Settings > Basic > Preferences > Paging/PTT Configuration > PTT Push to Talk. 2. From the PTT Channel Configuration screen, select the Default Channel field, and then enter the default channel you want to use.

  • Page 51: Group Paging Mode

    Polycom ® SoundStation ® IP 5000 Phone User Guide 2. From the PTT Channel Configuration screen, select Accept While Busy, and enable or disable the setting. The default setting is Disabled. When enabled, your phone will accept and play broadcasts while you’re in an active call. When disabled, your phone won’t play broadcasts while you’re in a call, but will hold them instead.
  • Page 52 Polycom ® SoundStation ® IP 5000 Phone User Guide 3. To begin a page, press the Page soft key. Just 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 End Page soft key.

  • Page 53: Adjusting The Volume Of Pages

    Polycom ® SoundStation ® IP 5000 Phone User Guide Adjusting the Volume of Pages You can adjust the volume of pages while they play. During a page, press to adjust the page volume. If you adjust the volume of a non-emergency page, your phone will use the adjusted volume for subsequent non-emergency pages.

  • Page 54: Integrating With Microsoft Lync Server

    From your phone, you can invite, join, control, and monitor local multipoint audio conferences. For more information on integrating with Microsoft Lync Server, see your system administrator, 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 To re-submit or enter your login credentials: 1. Press , and then select Settings > Basic > Login Credentials. 2. From the Login Credentials screen, enter a domain, user name, and password, then press the Submit soft key.

  • Page 56: Setting Unique Ring Tones For Contacts

    Polycom ® SoundStation ® IP 5000 Phone User Guide Setting Unique Ring Tones for Contacts Your company’s settings may override this feature. For more information, contact your system administrator. Note You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers.

  • Page 57: Muting The Microphone

    Polycom ® SoundStation ® IP 5000 Phone User Guide Muting the Microphone You can mute the microphone if you do not want other parties to hear you. When you mute the microphone, the three console LEDs glow red to indicate 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 time and date appear on the idle screen of your phone. If the phone can’t obtain a time and date, the display will flash. If this happens, or if the time or date is incorrect, see your system administrator.

  • Page 59: Turning The Time And Date Display Off And On

    Polycom ® SoundStation ® IP 5000 Phone User Guide Turning the Time and Date Display Off and On You can turn the time and date display off so the time and date don’t display on the idle screen. To turn the time and date display off: 1.
  • Page 60 Polycom ® SoundStation ® IP 5000 Phone User Guide • Backlight Timeout—The number of seconds the phone is inactive before the backlight dims to its Backlight Idle intensity. The backlight timeout period begins after your last key press or the last phone event, such as an incoming call.

  • Page 61: Troubleshooting

    Polycom ® SoundStation ® IP 5000 Phone User Guide Troubleshooting The following tables contain general troubleshooting information to help you solve any problems you might encounter when you use the SoundStation IP 5000 conference phone. The tables list possible trouble symptoms, the likely causes of these problems, and recommended 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 Systems

    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: Testing Phone Hardware

    Polycom ® SoundStation ® IP 5000 Phone User Guide Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware. From the diagnostics menu, you can test your phone’s microphones, keypad mappings, display, and LEDs. See your system administrator for instructions on how to perform these tests.
  • 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

    Agreement. 1. GRANT OF LICENSE. Subject to the terms of this Agreement, Polycom grants to you a nonexclusive license to install and use the Software Product included with the Polycom product that incorporates or uses the Software Product (the “Product”).
  • Page 74 If the Software Product is labeled as an upgrade, you must be properly licensed to use the software identified by Polycom as being eligible for the upgrade in order to use the Software Product. A Software Product labeled as an upgrade replaces and/or supplements the software that formed the basis for your eligibility for the upgrade.
  • Page 75 Polycom with a copy of your receipt, or to replace any defective media with software which substantially conforms to applicable Polycom published specifications. Any replacement Software Product will be warranted for the remainder of the original warranty period or thirty (30) days, whichever is longer.
  • Page 76 10.3 Contact. If you have any questions concerning this Agreement, or if you desire to contact Polycom for any reason, please contact the Polycom office serving your country.

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