Polycom 331 Owner's Manual
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Polycom 331 Owner's Manual

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Owner's Manual
Polycom 2-Line Phone V.1
ACC 1136- PUG
1

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Summary of Contents for Polycom 331

  • Page 1 Owner’s Manual Polycom 2-Line Phone V.1 ACC 1136- PUG...

  • Page 2: Table Of Contents

    Activating the Service ............... 26 Using Your Hosted phone system ..........28 System Description ................28 Getting Started ................. 28 Polycom 2-Line Desk Phone ............28 Introduction to your Polycom 2-Line Desk Phone ....................28 Desk Phone– Basic Call Features ............ 31 Answering Calls ................
  • Page 3 Call Park ..................40 Paging (Intercom) ................41 Forwarding Incoming Calls ............. 42 Conference Calls ................43 Using Voicemail ................44 Setting up the voicemail box for the first time ........ 44 Retrieving messages from your Desk Phone ......... 44 Retrieving messages when you are away from the office ....
  • Page 4 Changing the Display Name of a Phone ........72 Changing the Time Zone of a Phone ..........72 Changing the Outbound Caller ID of a Phone ......73 Changing the Failover Routing of a Phone ........74 Viewing Call History for a Phone ..........74 Control Panel Additional Features: ..........75...

  • Page 5: Introduction

    Introduction Congratulations on purchasing the Hosted PBX phone system and service. You will now be able to share your phone connection between fixed & wireless handsets across multiple locations using the latest in ‘Voice over IP’ services. This User Guide will show you how to setup and use your new Hosted PBX phone system and service.
  • Page 6 • Slots and openings in the cabinet and the back or bottom are provided for ventilation, to protect it from overheating; these 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.

  • Page 7: Fcc Information

    FCC Information This equipment complies with Part 68 of the FCC rules and the requirements adopted by ACTA. A FCC compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack that is Part 68 compliant.
  • Page 8 Facility Interface Codes (FIC), Service Order Codes (SOC), USOC Jack Codes and Ringer Equivalence Numbers (REN) are shown in the table below for each port where applicable: Port USOC Line 1 02LS2 9.0Y RJ11C 0.1B Line 2 02LS2 9.0Y RJ11C 0.1B Line 3 02LS2...
  • Page 9 guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures: •...
  • Page 10 subject to State Tariffs. If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. If such advance notice is not practicable, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe this is necessary.
  • Page 11 Additional FCC Information 1. If this equipment causes harm to the telephone network, the tele- phone company will notify you in advance that temporary discon- tinuance of service may be required. But if advance notice isn’t practical, the telephone company will notify the customer as soon as possible.
  • Page 12 This product uses rechargeable Lithium-ion batteries 3.7V, 650mAh. Only use batteries that come with the handset or dedicated spare batteries marked with “Battery Pack 3.7V 650mAh Li-ion”. Do not use any other type, since this may present a risk of leakage, fire, explo- sion or other hazardous situation.
  • Page 13 radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:...
  • Page 14 FCC Identifier: ELIRTX3080 Name of Grantee: RTX America Inc. Date Granted: 9/23/05 Grant Number: R0508295-4 Equipment Class: Part 15 Unlicensed PCS portable Tx held to ear Notes: RTX3080.32 FCC Rule Parts: Frequency Range: 1921.54-1928.45MHz UL Identifier: E253011-A4-UL-1 Date Granted: 11/15/05...

  • Page 15: Using This Document

    Using this Document Notational conventions Acronyms are defined the first time they appear in the text. The term LAN refers to a group of Ethernet-connected computers at one site. Typographical conventions Italic text is used for items you select from menus and drop-down lists and the names of displayed web pages.

  • Page 17: 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 Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly.
  • Page 18 Standard Setup Options: This diagram depicts your setup options. By purchasing the optional Wireless Transmitter and Wireless Adapters you may also connect Desk Phones wirelessly. Cordless Phones: This diagram depicts the setup options for Cordless Phones. Cordless phones can be used in conjunction with Desk Phones or they can be installed stand-alone.
  • Page 19 Fax Adapter: This diagram depicts the setup options for the Fax Adapter. The Fax Adapter allows you to use your existing fax machine with the Hosted PBX service. Setup Options that are not supported...

  • Page 20: Assigning Extension Numbers And Phone Numbers To Phones

    The following setup options ARE NOT supported: 1. Connecting a phone through multiple routers 2. Connecting one phone to another 3. Connecting a phone wirelessly and then connecting a PC Assigning Extension Numbers and Phone Numbers to Phones Each phone is assigned an extension and a phone number. Packing list includes a list of your phones and their associated phone numbers and extension.

  • Page 21: Installing Your Hosted Phone System

    Installing your Hosted PBX Phone System Installing Desk Phones Desk Phones can be installed in the following ways • You may connect Desk Phones Wirelessly to the Optional Wireless Transmitter and Optional Wireless Adapters • You may connect Desk Phones to your existing router •...
  • Page 22 Use the included phone cord and connect one end into the port on the back of the phone labeled and connect the other end into any data port on your network (router,switch or wall jack). To your router or wall jack Option 2: Connect Desk phones using your existing data network then connect the phones to your computer If you already have a computer using a wall data jack or...
  • Page 23 Option 3: Connect phones wirelessly within 40’ using the Wireless Adapter Installing Wireless Transmitter The wireless adapter allows a desk phone to be used without a cord connecting it to the Wireless Transmitter. The range of the wireless adapter is 40 feet from the Wireless Transmitter. The wireless adaptor has its own power supply.

  • Page 24: Setting Up The Base

    Setting up the Base Before using the Desk Phone, you must attach the base. The base has two pins: one that retracts and one that is stationary. These pins attach the base to the phone. Attaching the Base Attach the phone base to the phone in one of the following ways: •...
  • Page 25 2. Align the protrusions on the bracket with their corresponding holes in the phone. 3. Snap them together to lock the bracket to the phone. To attach the base as a wall mount: 1. Place all cords in the recessed area below the modular jacks.

  • Page 26: Activating The Service

    2. On the back of the phone, remove the key located behind the hook switch and reposition it so that the end tab (at a 450 angle) is fac- ing up 3. Using wall anchors (not included), fasten the base stand with the mounting tab facing up.
  • Page 27 1. Go to https://cp.serverdata.net and enter your Control Panel login name and password 2. On the 1st screen, click “Activate Phone Lines” button NOTE- You will activate all of your lines at once, so if there is no “Activate Lines” button, then you have already activated the lines.

  • Page 28: Using Your Hosted Phone System

    PBX phone system and its features. It also explains how to program system settings for your Desk Phones. Polycom 2-Line Desk Phone Introduction to your Polycom 2-Line Desk Phone The 2- Line Desk Phone is a fully-featured business phone with a host of useful features designed to make your business communications more efficient.
  • Page 29 Part Name Description of function Message Waiting This will alert you to voice and text (instant) mes- Indicator sages. Line Icons Use these keys to activate up to lines that can be assigned to your phone. The associated icons represent: -Registered line -Registered shared line -Unregistered line...
  • Page 30 Line Indicators The LED’s indicate the following: - Solid green-An active call is in progress. -Fast flashing green-There is an Incoming (ringing) call. -Flashing red-The call is on hold. Line Keys Activate up to two lines that can be assigned to your phone.

  • Page 31: Desk Phone- Basic Call Features

    Use (the Select key) to select a field of displayed data or enter edit mode for some settings. Speaker For ringer and hands-free audio output. Hookswitch Graphic Display Shows information about calls, messages, soft keys, time, date, and other relevant data. Desk Phone–...

  • Page 32: Handling Multiple Calls

    To answer a call using the headset: Press to answer the call through an optionally connected headset. If Headset Memory Mode is activated, press or the Answer soft key. Handling Multiple Calls You can make or receive two simultaneous phone calls on your Desk Phone.
  • Page 33 Rejecting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail. To send incoming calls from a particular contact directly to voice mail: 1. Press the Dir soft key. 2.

  • Page 34: Placing A Call

    6. PressPress 7. Enter the number of the party to whom you want to divert the call. 8. Press the Ok or Cancel soft keys to accept or cancel changes. 9. Scroll down to the Auto Divert field. 10. Press , and then to change between Disabled and En- abled.
  • Page 35 • Using • Using During a call, you can alternate between Handset, Headset, or Hands-Free Speakerphone modes by pressing the keys, or picking up the handset. Call duration on an active call is monitored through a local call timer. This is visible within the active call window on the graphic display.
  • Page 36 1. With the optional headset connected, press , or the NewCall soft key to obtain dial tone. 2. Press 3. Dial the desired number using the dial pad. 4. With the optional headset connected, dial the desired number using the dial pad. 1.
  • Page 37 outgoing (also known as placed) calls is maintained by the phone (up to 99 for each list). The initial view of both lists shows the list title and the first two calls in the list, where the first call is displayed in reverse video to indicate that it is currently selected.

  • Page 38: Call Hold

    You can manually clear the call lists. They are automatically cleared when you restart the phone. Note Call Hold To place a call on hold When you place a call on hold, the caller will hear the standard phone system hold music or a custom hold music uploaded by you through the “Control Panel.
  • Page 39 2. Do one of the following steps:Do one of the following steps: a) Enter the number to which you want to transfer the call. A nor- mal (or consultative) transfer is assumed. b) Press the Normal soft key to access the local contact directory, corporate directory, or received callers list.

  • Page 40: Call Park

    Call Transfer to Voicemail You may transfer any caller to a specific voicemail box belonging to any other user on the system. 1. During a call, press the Trans soft key. 2. Press the Blind soft key. 3. When you hear the dial tone, dial *99 plus the desired extension number 4.

  • Page 41: Paging (Intercom)

    To create a Call Park Group which allows specific phone to park calls for each other, login to the Control Panel and click the Groups Tab then select Call Park Groups. To Park a Call: 1. While on a call, press the More soft key 2.

  • Page 42: Forwarding Incoming Calls

    1. To ignore a page, press the “Reject” button NOTE- If you have a call parked or on hold, either use the down arrow, pick up the handset or press the speaker phone key before dialing the paging group number.. Note Forwarding Incoming Calls You can configure your phone so that all incoming calls are...

  • Page 43: Conference Calls

    To disable call forwarding: 1. Press and select Features > Forward. 2. (Optional) If multiple lines are configured on your phone, select the line to forward from the list using 3. Using , select the forwarding type you want to change and then press the Select soft key.

  • Page 44: Using Voicemail

    To end a conference call: Press the EndCall soft key or hang up. The other parties will continue to be connected. 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.

  • Page 45: Retrieving Messages When You Are Away From The Office

    Retrieving messages when you are away from the office 1. Dial your Desk Phone and allow it to ring 2. When your voicemail greeting begins to play, enter your PIN over your greeting. Returning a Call 1. While listening to a message or after listening to a message, press 9* to call that person back 2.

  • Page 46: Forward Voicemail Messages Via The Phone

    2. Press the CONNCT soft key or dial the phone’s phone number. 3. Enter your PIN when prompted or enter your PIN over the greeting. 4. Select 8 for User Options 5. Select 1 to record your Unavailable Greeting. Follow the instructions.

  • Page 47: Retrieving Messages Via The Web

    Retrieving messages via the Web 1. Once logged in, click the Play button associated with the voicemail message you wish to listen to 2. 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 48 4. If you have entered email address, fill in your email address, the subject line and any message you wish to include 5. Select the delivery method: Send a link to the voicemail message or sent the voicemail message as an attachment 6.

  • Page 49: To Create A Voicemail Group

    Voicemail Notification via Email You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. 1. Go to https://cp.serverdata.net/voice 2. Enter your Desk Phone Number and PIN 3. Click Login 4. Select the Personal Info Tab at the top of the web page 5.

  • Page 50: Change The Amount Of Time Before Voicemail Picks Up

    1. Once logged in, select the Personal Info Tab 2. Select the Group Manager button 3. Click the Create Group button 4. Assign a Group Number- used when forwarding to a group through the phone 5. Assign a Group Name 6.

  • Page 51: Additional Call Features

    1. Press and select Features > Forward. 2. Using , select the forwarding type you want to change and then press . The options are: • Always-For all incoming calls • No Answer-Once all options to accept calls have been taken •...

  • Page 52: Managing Contacts

    1. Enter the speed dial index followed by the # key using the dial pad 2. Press or pick up the handset 3. The Speed Dial list can be accessed by: 1. Pressing 2. Selecting Features > Speed Dial... or by pressing the Up arrow key from the idle screen.
  • Page 53 You can dial or search for a contact in this directory. You may be You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts. Adding Contacts You can add a contact manually or from a call list or from your corporate directory.
  • Page 54 7. Press the Ok or Cancel soft keys to accept or cancel changes. 8. Press to display the next field in the contact’s entry. 9. Repeat steps 4 to 8 to enter the last name of the contact. 10. Repeat steps 4 to 8 to enter a contact number. This is a required field and it must be unique (not already in the directory).
  • Page 55 Adding Contacts From Call Lists To add a contact to the local contact directory from a call list: 1. Do one of the following steps: a Press the Callers soft key to view the Received Calls list. b Press to view the Placed Calls list. 2.
  • Page 56 Editing Contacts To edit a contact in the local contact directory: 1. Press the Dir soft key. 2. Select the local contact directory if it does not appear automatically by pressing 3. Use to scroll through the list to find the contact. 4.
  • Page 57 4. Press to select the entry. 5. Press the Delete soft key. The contact is deleted from the directory. The next entry in the directory appears. 6. Press repeatedly to return to the idle display. Placing a Call to a Contact Placing Calls From the Contact Directory To place a call to a contact in the local contact directory: 1.

  • Page 58: Inbound Caller Id

    For example, to find the first directory entry whose last name starts with J, press the 5 key once. To find the first entry whose last name starts with R, press the 7 key three times. Inbound Caller ID Your phone will display the phone number and name of the caller (if available).

  • Page 59: Extension Set-Up Options

    Extension Set-Up options Forward Incoming Calls Your Desk Phone supports three types of call forwarding: Forward all calls - Forwards all calls to the phone number of ex- tension of your choice. Forward when busy - Forwards all calls to voicemail when your phone is busy and cannot be changed.

  • Page 60: Do Not Disturb

    Missed Calls list.. Disable DND To disable Do Not Disturb, press and then select Features > Do not disturb again Appearance of Time and Date The time and date appears on the graphic display of the Polycom 2-Line Desk Phone.
  • Page 61 You have control over the format of the time and date display and can turn the display of time and date off. The default time and date format appears in the following figure. To configure the time and date: 1. Press 2.
  • Page 62 4. Press the Save soft key to accept changes or to cancel changes. 5. Press repeatedly to return to the idle display. Headset Memory Mode This feature is especially useful for permanent or full-time headset us- ers. To permanently enable the Headset Memory Mode: 1.
  • Page 63 For information on supported headsets to provide electronic hook- switch features for placing, answering, and ending calls, go to www. polycom.com/support/voice and enter “Headset Compatibility List” in the Knowledge Base text box or contact your system administrator. To select a headset that supports electronic hookswitch: 1.
  • Page 64 If you configure your phone for silent ring, press the ringing Line key or the Answer soft key to answer the call. If your handset is off hook, the call is routed to the handset. If your handset is on Note hook, the call is routed to the speaker.
  • Page 65 Using , select the directory search parameter. Last name is the default directory search parameter. Press to select your choice. Press the Yes or Cancel soft keys to accept or cancel changes. Depending on the size of your local contact directory, the reconfiguration may take a few minutes.

  • Page 66: 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 Control Panel. Making Changes through the Web-based Control Panel The Control Panel allows you to manage virtually all aspects of your phone system and phone service.

  • Page 67: Logging In

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

  • Page 68: 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 Control Panel. You will be presented with a sortable table displaying all phone numbers, extensions, equipments and services.

  • Page 69: 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 our coverage area. Before moving the phone: 1.

  • Page 70: 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 71: 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 72: 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 73: 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 74: 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: •...

  • Page 75: Control Panel Additional Features

    Control Panel Additional Features: For the following features, please refer to the Control Panel 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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