ACC 1137- PUG Polycom 4 and 6-Line Phones Owner’s Manual V.
Table of Contents 1 Introduction ........................................................................ 5 Using this Document ............................................................ 5 Basic Requirements ............................................................. 6 2 Getting to know your Hosted PBX system ....................... 7 Before you Begin Your Installation....................................... 7 Assigning Extension Numbers and Phone Numbers to Phones ........
6 Managing Incoming Calls ............................................... 32 Rejecting Calls .................................................................... 33 Diverting Calls ..................................................................... 34 7 Desk Phone– Basic Call Features ................................. 35 Answering a call.................................................................. 35 To answer a call using Hands-Free Speakerphone mode: .................
Change the Number of Rings Before Voicemail Picks Up .................................................. 58 9 Call Lists and Directories ................................................ 58 Managing Call Lists ............................................................ 58 Managing Contacts ............................................................ 59 Adding Contacts ................................................................. 60 Editing Contacts................................
1 Introduction Congratulations on purchasing the AccessLine DPS FLEX phone system and service. You will now be able to share your phone connection between fixed & wireless handsets and across multiple locations using the latest in ‘Voice over IP’ services. This User Guide will show you how to setup and use your new DPS FLEX phone system and service. Using this Document Notational conventions Acronyms are defined the first time they appear in the text.
Basic Requirements The 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.
2 Getting to know your Hosted PBX 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 Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly. In order to begin using your new phone system and service, you need to perform the following steps: 1. 2. 3. 4.
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 Shared Line Phones and the optional Base Unit or they can be installed as Stand Alone Phones.
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 AccessLine DPS service.
1. 2. 3. 4. 5. Connecting one phone to another Connecting a phone to the base unit then connecting a PC Connecting a phone to the base unit wirelessly and then connecting a PC Connecting a PC to the base unit Connecting a phone to a router that is connected to another router 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.
3 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 the Optional Wireless Adapters You may connect Desk Phones to your existing router You may connect Desk Phones to any data wall jack on your existing network You may connect a Desk Phone to a wall jack or router then connect a PC to the Desk Phone. 1.
Option 1: Connect Desk Phones using your existing data network To your router or wall jack 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).
Option 3: Connect phones wirelessly within 40’ using the Wireless Adapter 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 base unit. The wireless adaptor has its own power supply. Plug the phone’s power cord into the short “power in” cord on the wireless adapter and then into the wall outlet. Then, Note 1. 2.
Attaching the Base To attach the Base to the phone: 1. Place all cords in the recessed area above the modular jacks. 2. Align the two protrusions on the bracket with their corresponding holes in the phone.
3. Snap them together to lock the base to the phone.
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. 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.
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4 Using Your DPS FLEX phone system System Description The DPS FLEX phone system supports up to 100 phones • You can have as few as one phone at an address • Cordless phones can be used in conjunction with Desk Phones or can be installed stand alone • Through your Admin Portal, you can view information and make changes to phone system Getting Started This section of your Owner’s Manual is your guide to using the DPS FLEX phone system and its features.
Item Description 1 Message Waiting Indicator Alert for voice messages 2 Arrow Keys Scroll through displayed information. Select a field of displayed data. Delete displayed data. 3 Feature Keys Access important features using these keys. Access to local directories and call lists.
Microphone Mute 5 Headset 6 Speakerphone Hands-‐free Microphone 7 Dials most recently dialed party. Access various features of your phone Access to voicemail messages 4 Transfer of current call to third party. Cancels ringing and directs incoming calls to your voice mail .
14 Call Key Use these keys to activate the 4 or 6 call appearance lines on your phone. The buttons on the screen display your extension numbed. 15 Line Indicators Individual multi-‐color LEDs display the dynamic call state mapping is: •Solid green—An active call is in progress.
Information Screen The display screen of your phone provides you with a host of important information elements. The top line of the screen displays: • Popup text (for example, network errors) • Do Not Disturb text • Missed call text or second incoming caller display • Prompt text (for example, “Enter number”) • Time and date text The main content area of the screen displays the phone number assigned to the phone as well as you company name. As call come in, this area displays caller information.
5 Customizing Your Phone You can customize your Polycom 4 or 6-Line Desk Phone by adjusting the setting for time and date, display contrast, and ring type, for example. You can add contacts to the phone’s directory manually or from call lists. You can handle incoming calls from different contacts in different ways.
To configure the time and date formats: 1. Press . 2. Select Settings > Basic > Preferences > Time & Date. 3. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable. 4. Using 5. selections. Press the Select soft key to confirm your choice. and , scroll through the options under each of these The following figure shows the Clock Time menu. 6. Press to return to the idle display. Changing the Display Contrast To adjust the contrast on the display to a comfortable level: 1.
3. Press the Up or Down soft keys to increase or decrease the display contrast. You can also use the volume keys to increase or decrease the display contrast. Note 4. Press the Ok or Cancel soft keys to accept or cancel changes. 5. Press to return to the idle display.
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 • 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 modify the backlight intensity: 1. Press 2. 3. Select Settings > Basic > Backlight Intensity. Select Backlight On Intensity.
8. 9. 10. Press the Up or Down soft keys to increase or decrease the backlight intensity. Press the Ok or Cancel soft keys to accept or cancel changes. Press to return to the idle display. Enabling the Headset Memory Mode This feature is especially useful for permanent or full-time headset users. To permanently enable the Headset Memory Mode: 1. Press . 2. Select Settings > Basic > Preferences > Headset... > Headset Memory... 3. Use 4.
indicates that the headset mode is activated. Pressing Answer soft key to receive a call will now connect to your headset automatically. or the Selecting the Correct Headset for Electronic Hookswitch This feature allows you to answer your phone when you are using a headset. For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to www.polycom.
3. (Optional.) If multiple lines are configured on your phone, first select the line to change from the list using the and . 4. Use and to select the desired ring type. To hear the selected ring type, press the Play soft key. 5. Press the Select soft key to change to the selected ring type. 6. Press to return to the idle display. If you configure your Desk Phone with a silent ring, press the flashing Call Key or the Answer soft key to answer the call.
4. Press the Select soft key. Text that appears on the graphic display will change to the language of your choice. 5. Press to return to the idle display Changing the Graphic Display Background You can change the picture or design that appears on the graphic display. A default background displays when the phone starts up (shown below). To change the graphic display background: 1. Press . 2. Select Settings > Basic > Preferences > Backgrounds. 3. Use and to highlight the background you want.
4. Press the Select softkey. 5. Press to return to the idle display. Changing the Soft Key Label Color You can change the soft key label color that appears on the graphic display. A default soft key label color displays when the phone starts up (shown below). To change the soft key label color: 1. Press . 2. Select Settings > Basic > Preferences > Label Color.
Using the dialpad keys 1, 3, 7, and 9 change the soft key color to your desired color. The Label soft key on the right reflects your changes. When the color of the label reaches a certain level of whiteness, “Cannot save this color. Text might be unreadable.” appears. This popup appears only the first time the color reaches that level. Note 3. Press the Save soft key. Press the Reset soft key to reset the color to the default color. Press the Undo soft key to undo your last change. 4.
Rejecting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail. 1. Press . 2. Select Contact Directory. 3. Use and to highlight the contact. You can also use the * key to page up and the # key to page down Rejecting calls is not available on shared lines.
4. Press the Edit soft key, and then scroll down to the Auto Reject field. 5. Use the 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press and to select Enabled. to return to the idle display. Diverting Calls You can customize your phone so that incoming calls from a particular contact are transferred directly to a third party. To divert incoming calls from a particular contact: 1. Press . 2. Select Contact Directory. 3. Use and to highlight the contact.
7 5. Enter the number of the party to whom you want to divert the call. 6. Scroll down to the Auto Divert field. 7. Use the 8. Press the Save or Cancel soft keys to accept or cancel changes. 9. Press and to select Enabled. to return to the idle display. Desk Phone– Basic Call Features Answering a call Each phone has been assigned a phone number from AccessLine. When that phone number is dialed, the phone associated with that phone number will ring.
To answer a call using the headset: Press If Headset Memory Mode is activated, press Answering When on Another Call Depending on your phone model you can take up to 4 or 6 calls on your phone. If you are on a call and another call comes in to your phone you will hear a tone from the phone and the next available Call Key will flash green. There are two ways to answer the second call: To answer an incoming call Do one of the following: Press next the flashing green indicator.
You can also dial the number first—called “hot dialing”— and then choose the method you will use to speak to the other party. You can search the call lists, the local contact directory or the corporate directory and dial from the search results page. During a call, you can alternate between Speakerphone Hands-Free, Headset, or Handset modes by pressing the the handset. or keys, or picking up The call duration of active calls is visible within the active call window on the graphic display.
To place a call using the headset: Do one of the following: With the optional headset connected 1. Press tone. or the NewCall soft key to obtain dial 2. Press 3. Dial the desired number using the dial pad. With the optional headset connected: 1. dial the desired number using the dial pad. 2. Press .
Note You do NOT need to dial 9 to make a phone call. Ending Calls To end a call: Do one of the following: • If you are using the handset, press the EndCall soft key or replace the handset. • If you are using a headset, press • If you are using the speakerphone, press. . Forwarding Calls You can configure your phone so that all incoming calls are forwarded to another party (refer to Static Forwarding). You can also forward calls while your phone rings (refer to Dynamic Forwarding).
2. Using and , select the forwarding type you want to change, and then press the Select soft key. The options are: o Always—To forward all incoming calls o No Answer—To forward unanswered incoming call o Busy—To forward calls that arrive when you are already in a call 3. Depending on your selection: a If you selected Always, enter a number to forward all future incoming calls to.
c 4. If you selected Busy, you will see that your phone number is entered in the Contact field by default. By entering your own phone number in this field, the phone will send callers to your voicemail box if your phone is busy. You may enter a number to forward all future incoming calls to when all of your incoming lines are busy Select the Enable soft key to confirm call forwarding. A moving arrow appears on the Call Key to confirm call forwarding is enabled. To Disable Call Forwarding: 1.
2. Enter a number to forward the incoming call to. 3. Press the Forward soft key again. The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled. Enabling Do Not Disturb Do Not Disturb prevents the phone from ringing and sends callers directly to your voicemail box. To enable Do Not Disturb: Press A flashing icon and text on the graphic display indicate that Do Not Disturb is enabled.
Call Hold To place a call on hold During a call, press or the Hold soft key. The hold icon will display on the Call Key label. The caller will hear the standard hold music or your custom hold music/message. Press again or the Resume soft key to retrieve the call. Multiple Calls on Hold If calls are on hold, you can view the details of the calls on any Call Key by pressing and holding the Call Key for more than two seconds.
You can create a conference at any time between an active call and a call on hold by pressing the Join soft key. The Join function is only available if you have only two calls on your phone. To Join two calls with yourself: 1. Have one call on hold while talking to another 2. Press the More soft key then press the Join soft key. You will then be connected to both callers. . Splitting Joined Calls After you have joined two calls, you may split those calls back to their individual calls.
Note All conference participants hear the dial tone and ringback when the conference host places a call to a new party. 3. Call the second party. The new party will be automatically joined to your call. Splitting Conference Calls After you have created a conference call, you may split those calls back to their individual calls. To split a conference call: Press the Split soft key to split the conference. All calls are split into individual calls and put on hold.
• Consultative transfer—The party to whom you want to transfer the call answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer. • Blind transfer—The call is automatically transferred after you dial the number of the party to whom you want to transfer the call. Performing a Consultative Transfer To transfer a call: 1. During a call, press the or the Trnsfer soft key. The active call is placed on hold. 2.
handset on the cradle. You can cancel the transfer before the call connects by pressing the Cancel soft key. Performing a Blind Transfer Blind transfer allows you to transfer a call to another number or extension without talking to that person first To perform a blind transfer: 1. During a call, press or the Trnsfer soft key. 2. Press the Blind soft key. 3. Enter the number to which you want to transfer the call At this point, the call is connected to the number to which you are transferring them.
5. Once the call has transferred to the desired voicemail box, your line will hang up. Do not hang up the phone until the line has disconnected. Using Network-based Call Transfer This call transfer method is used when you want to transfer a call without tying up two lines on your phone system. It uses the AccessLine network to transfer the call instead of the phone system. Note 1. Receive a call on your Desk Phone 2. Touch #5 to start the transfer (this will place your caller on hold) 3.
4. Note To pickup the parked call, anyone on any phone may dial the park number (9001 in this example) to be connected with the caller. When a call is parked on a phone, one of the lines on that phone is used until the call is picked up by another phone. Paging (Intercom) To page to all phones Paging allows you to speak to all phones at the same time through their speaker phone. If you pick up the handset during a page, you will hear the message in the handset.
Note If a number on an incoming call matches a number in the system speed dial list, the name in the list will be displayed. Mute The mute feature allows you to hear the other party, but they cannot hear you. During a call, press . The Message Waiting Indicator turns red and a microphone on the screen indicates that the other party (or parties) cannot hear you. Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. You can still hear all other parties while mute is enabled.
Messages can be retrieved from the Desk Phone, any other phone or through a personal website at www.accessline.com/login . Your phone indicates the presence of new voicemail messages by a flashing Message Waiting Indicator LED on the front of the phone and a visual notification on the screen as well as a presenting a voicemail icon within the line indicator. Additionally, your voicemail box can send an email to alert you of the new message. Setting up the voicemail box for the first time 1.
1. 2. Dial your Desk Phone and allow it to ring When your voicemail greeting begins to play, enter your PIN over your greeting. Returning a Call 1. 2. 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 called back Change your Voicemail PIN 1. 2. 3. 4. 5.
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Retrieving messages via the Web 1. 2. 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.
4. 5. 6.
Voicemail Notification via Email You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. 1. 2. 3. 4. 5. 6. 7. 8. Go to www.accessline.
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. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Change the Number of Rings Before Voicemail Picks Up Your Voicemail box is programmed to take messages when you can’t answer your phone. If you want the phone to ring more or less times, you may change this setting: 9 1. Press the Forward Softkey 2. 3. 4. 5. Using , select No Answer Press the Disable Soft Key You will be returned to the main screen Repeat steps 1-3 6. 7. 8. 9. 10.
Manage the call list by doing the following: To edit the phone number, press the Edit soft key. To return the call, press the Dial soft key. To view information about the call, press the More soft key followed by the Info soft key. To store the contact in the Contact Directory, press the More soft key followed by the Save soft key. To delete the call from the list, press the More soft key followed by the Clear soft key. Press to return to the idle display.
Adding Contacts You can add contacts to your contact directory: • • Manually From a call list Adding Contacts Manually To add a contact to the local contact directory manually: 1. Press . 2. Select Contact Directory. 3. Press the More soft key. 4. Press the Add soft key. 5. Enter first and/or last name of the contact from the keypad. Use the 1/A/a soft key to select between numeric and upper/lower case alphanumeric modes.
6. Enter a contact number. This is a required field and it must be unique (not already in the directory). 7. (Optional.) Change the Speed Dial Index. It is automatically assigned to the next available index value. Valid speed dial index values are from 1 to 9999. If you enter a speed dial index that already, “Speed dial index already exists” appears. If you enter an invalid value, “Speed dial index invalid” appears. 8. (Optional.) Change the Ring Type and Divert Contact. These fields may be left blank.
To add a contact to the local contact directory from a call list: 1. Do one of the following: A Press and then select Call Lists >Missed Calls, Received Calls, or Placed Calls as desired. b Press 2. Use , , or and to access the desired call list. to highlight the contact. You can also use the * key to Page Up and the # key to Page Down. 3. Press the More soft key, and then the Save soft key to save the contact in the phone’s directory. 4. Press to return to the idle display.
3. Use and to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key 5. Edit the contact information. 6. 7. Press the Save or Cancel soft keys to accept or cancel changes. Press to return to the idle display. You can quickly edit a contact associated with a speed dial key by pressing and holding the contact’s speed dial key, and then complete steps 5 to 7.
Placing Calls to Contacts To place a call to a contact in the local contact directory: 1. Press 2. Select Contact Directory. 3. Use and to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the Dial soft key. Searching for Contacts To search for a contact in the local contact directory: 1. Press . 2. Select Contact Directory. 3. Press the More soft key, and then the Search soft key. 4.
IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR IP PBX BASE UNIT AND DESKPHONES Conformance This equipment is designed for use in the United States. This equipment complies with the following standards: FCC Part 15, Subparts B, C, D FCC Part 68 UL60950 Analog extension ports: TNV3 CO port: TNV3 ADSL port: TNV3 Power fail port TNV3 LAN/WAN ports SELV Important Safety instructions The following safety information is reprinted from IEC60950.
• • • • result in a risk of fire or electric shock. Never spill liquid of any kind on the product. To reduce the risk of electric shock, do not disassemble this product, but take it to a qualified serviceman when some service or repair work is required. Opening or removing covers can expose you to dangerous voltages or other risks. Incorrect re-assembly can cause electric shock when the product is subsequently used.
Connection to party line service is subject to state tariffs. (Contact the state public utility commission, public service commission or corporation commission for information.) This equipment is hearing aid compatible. 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.
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 undesired operation.
