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Table of Contents 1 Your Polycom Telephone .......................................... 1 Introduction ..................................................................................... 1 Accessing Phone Features.......................................................... 1 In This Manual ............................................................................. 1 Telephone Description.................................................................... 1 Polycom Telephone Features Table .................
Deleting an Abbreviated Dial Code ........................................... 15 Verifying an Abbreviated Dial Number ...................................... 15 Anonymous Call Rejection............................................................ 16 Enabling Anonymous Call Rejection ......................................... 16 Disabling Anonymous Call Rejection......................................... 16 Authorization Code Calling ........................................................... 16 Billing Codes...
Call Return .................................................................................... 27 Call Trace ..................................................................................... 28 Call Waiting................................................................................... 28 Answering the Second Call ....................................................... 29 Switching Between Held Calls................................................... 29 Call Waiting with Caller ID .................
Getting a List of Meet-Me Conferences..................................... 44 MultiLine Call Park........................................................................ 44 Parking a Call ............................................................................ 44 Retrieving a Parked Call............................................................ 44 Music on Hold ............................................................................... 45 Mute.......................................................
Enabling/Disabling Selective Call Forward............................. 61 Entering the Forwarding Destination Number ........................ 62 Identifying the Forwarding Destination Number ..................... 62 Adding Forwarded Phone Numbers ....................................... 62 Listing Forwarded Phone Numbers........................................ 63 Deleting Forwarded Phone Numbers ..................................... 63 Speaker .................................................................
Skipping to the Next Message ...................................................... 84 Deleting a Message ...................................................................... 84 Forwarding a Message to Another Mailbox .................................. 84 Replying to a Message ................................................................. 85 Dialing Back a Caller .................................................................... 85 Sending a Message Directly to an Extension ..........................
Chapter 1 Your Polycom Telephone Introduction This guide describes how to use all of the features that are provided by your PressOne telephone system on your Polycom Soundpoint 400 and 500 telephones. Accessing Phone Features Some features require you to dial an activating digit followed by a numeric code. The default value for this activating digit is 5 and it is used throughout this guide. However, your system administrator may choose to use another digit for this function.
forwarding, redialing, speed dialing, transferring calls, conference calls, and accessing voice mail. The Polycom telephone has several key components, which are shown in the following figure.
The large 3-line x 19-character LCD display provides features such as date and time, calling party name, calling party number, and digit dialed as well as feature and line status. The SoundPoint IP telephone also provides a speakerphone for hands-free operation, headset support, buttons for selecting the speaker and headset, and a mute button, which controls microphone in any mode (speaker, handset or headset).
Features Descriptions Dial Pad These 12 keys provide the 10 digits, the 26 alphabetic characters, #, and *. In alphanumeric entry mode, press the same key repeatedly to cycle through the number and letters associated with that key. Volume buttons Increase or decrease the volume for the currently active voice receiver – handset, headset, or speakerphone. The volume buttons also control the ringer volume (if onhook), and the contrast of the LCD via the settings button.
2. Take the telephone to the new location. 3. Plug the telephone into the LAN connection jack and the power adapter into a wall outlet. 4. Watch to ensure that the phone registers and boots up properly. If it does not, contact your system administrator.
6 Your Polycom Telephone Polycom Telephone User Guide 621-00000092
Chapter 2 Basic Phone Features Adjusting the Volume There are two keys labeled with a plus (+) and minus (–) below the Dial Pad that will adjust the volume of the phone speakers. By default, these keys control the handset volume. If you wish to adjust the volume of the speakerphone, microphone or headset, follow these steps: 1. Either pick up the handset, or press the appropriate button for the device whose volume you want to adjust: - Speakerphone - Microphone - Headset 2.
• Press the button to talk to the caller using the speakerphone. NOTE: If you answered using the handset, you can switch to using the speakerphone by pressing the button and then hanging up the handset. • If you have a headset connected to the phone, press the button to use the headset. Answering a Second Call (Call Waiting) To answer a second call, press the Hold button to put the first call on hold. Then press the indicated line button to answer the second call.
Dial Tone and Ringer Patterns The VOISS telephone system generates different ringer and dial tones, depending on call conditions. There are four types of ringers – all are answered the same way: • One Ring -- Internal (Extension-to-Extension) Calls and when the VOISS system has called your extension to remind you or to notify you about something.
3. Dial the desired number, including “1” and the area code, if required (as supported by your configured class of service). NOTE: If you placed a call using the handset, you can switch to using the speakerphone by pressing the button and then hanging up the handset. …using the Speakerphone 1. Press the button. 2. Press 9 (or the digit that is required to access an outside line). An outside line is automatically selected. 3. Dial the desired number, including “1” and the area code, if required.
Using the Speakerphone Your telephone is equipped with a speakerphone that lets you converse “hands free” without having to use the handset. The speakerphone also allows others in the room to listen and participate in a telephone conversation. To Switch from the Handset to Speakerphone If you answered or initiated a call using the handset, you can switch to using the speakerphone by pressing the button. This deactivates the handset. You can leave the handset offhook, or hang it up.
Speakerphone Troubleshooting Problem Solution You can’t hear callers on the speaker. Increase the speaker volume. Callers can’t hear you when you use the speakerphone. Make sure nothing is blocking the mic., which is located on the left side of the telephone under the handset cradle. Move closer to the microphone and face the microphone when speaking. The caller’s voice echoes. 12 Basic Phone Features Decrease the speaker volume.
Chapter 3 PressOne Telephone Features This chapter contains an alphabetical summary of all features that may be provided on your telephone. You will only be able to use those features that have been configured on to your telephone by the system administrator. NOTE: Each user’s phone features are configured by the phone service provider. It is possible that some system features are not configured on your phone.
Creating an Abbreviated Dial Code 1. Press 75#. NOTE: A voice prompt will lead you through the remaining steps. 2. Press 1 to program (set) the Abbreviated Dial code. 3. Press the digits (00-99) you wish to use as the Abbreviated Dial code or enter * to exit. 4. Dial the phone number you want to assign to this Abbreviated Dial code, followed by #. The phone number you entered for this Abbreviated Dial number is repeated back. NOTE: Be sure to enter all the numbers normally required to dial the call.
4. Dial the phone number you want to assign to this Abbreviated Dial code followed by the # sign, or press * to cancel. The phone number you entered for this Abbreviated Dial number is repeated back. NOTE: Be sure to enter all the numbers normally required to dial the call. This includes the area code for long distance calls and may include the area code for local calls in some areas. 5. Press # to save the changes or * to exit without saving. 6.
3. Press the Abbreviated Dial code you wish to verify. The phone number you entered for this Abbreviated Dial number is repeated back. 4. Program or verify another Abbreviated Dial code or hang up to exit. Anonymous Call Rejection When enabled, this feature rejects calls from callers who block the display of their caller ID information. Enabling Anonymous Call Rejection 1. Press *77 on the telephone keypad. 2. Hang up.
3. Enter the authorization code (obtained from your system administrator). When the correct code is entered, you hear dial tone. 4. Enter the desired number you want to call. Billing Codes This feature, if enabled by your service provider, lets you assign a project or client code to any call. The code is recorded in the Call Data Record (CDR) file. Contact your system administrator to retrieve the billing records from the CDR file.
2. Enter the associated billing code for the call. The other party will hear the billing code tones. NOTE: This can affect the performance of interactive voice response (IVR) applications, since the IVR will respond to tones it recognizes. An example would be a voice mail menu if you are leaving a message. 3. Press the # key. NOTE: You can perform this function as many times as desired, but only the last code entered is recorded for billing purposes.
3. Answer the call to have the system automatically dial the external number for you. NOTE: You can access the line at any time by pressing the line button, the speaker button or by picking up the handset. You hear a message that all trunks are busy and you are queued for the next available trunk. Press the Call Back soft key and hang up to remain queued. If you hang up without pressing Call Back, you are removed from the queue. While you are queued, the line is unavailable for use.
Enabling/Disabling Call Block The PressOne system allows you to turn the Call Block feature on and off (i.e., decide when calls from your list will be forwarded and when they will ring at your telephone as usual). Disabling (turning off) the feature does not delete the list of callers who are blocked and receive the message. 1. Press *60 or *80 on the telephone keypad. • 2. A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices.
4. Press # to save the entry or * to exit without saving. 5. Select a menu item or hang up. Listing Blocked Numbers 1. Press *60 or *80 on the telephone keypad. 2. Press 4 to hear the list of numbers which will be blocked. The voice prompt announces the list and the first number. 3. Press # to hear the next number or press * to return to the Call Block menu.
• Press * to return to the Call Block menu. 4. Press 1 to remove a specific number. 5. Enter the number to delete with no spaces, dashes or special characters followed by the # key. The voice prompt repeats the number you just entered. 6. Press # to save the entry (delete it from your list) or press * to cancel the entry. 7. Select a menu item or hang up. 8. Press 2 to hear the list of numbers and have the option to delete them as you go through the list.
Call Forward (All Calls) Call Forward (All Calls) allows you to forward all calls for your phone to the number you enter. Calls will not ring at your phone and will be sent to the number to entered as the forward destination. If your telephone has a display, it will show that your telephone is forwarded. You can forward calls to an IP or non-IP phone. Calls forwarded to an external number (7- or 10-digits) that are unanswered will roll over to voice mail (if available) at that number.
• Pickup and replace the handset. Call forward (all) is enabled and the display shows “Fwd number”. …using Star Codes 1. Press 72# on the telephone keypad. The speaker phone turns on ( Speaker lamp lights) and the display shows “Enter Forwarding Number:”. 2. Enter the number to which you want to forward all your calls. Be sure to enter the number exactly as you would if you were to call that number. Include the area code, if necessary. The display shows the number as it is entered. 3. Press #.
Enabling Call Forward (Busy) 1. Press 76# on the telephone keypad. The speaker phone turns on ( Speaker lamp lights) and the display shows “Dial:”. 2. Enter the number to which you want to forward all your calls when busy. Be sure to enter the number exactly as you would if you were to call that number. Include the area code, if necessary. The display shows the number as it is entered. 3. Press # on the telephone keypad. Call forward (busy) is enabled and the phone hangs up.
NOTE: Calls forwarded to an off-net number that are unanswered will roll over to voice mail (if available) at the forwarded to destination. Calls that stay on-net and are unanswered will roll over to your voice mail (if available). Disabling Call Forward (No Answer) • Press 79# or 78## on the telephone keypad. Call forward (no answer) is disabled and the phone hangs up. Call Pickup This feature lets you use one phone to answer another phone that is ringing.
2. Dial the ringing extension number to begin speaking with the caller. Group Call Pickup Group Call Pickup lets you answer another phone that is in your Call Pickup Group. Both phones must be members of the same Call Pickup Group. Your system administrator should tell you if you are in a pickup group and who the members are. …using the Phone 1. Pickup up the handset. 2. Press the button to which group pickup has been assigned. (Check with your system administrator for the location on your phone.
Call Trace Call Trace allows you to record the telephone number of an offending call, but must be performed immediately after the offending call is ended. NOTE: The feature won't work if Call Waiting is triggered while you are receiving the offending call. 1. Hang up. 2. Wait 10 seconds. 3. Press *57 on the telephone keypad. The last number that called you is traced.
Answering the Second Call To answer a second call without ending the current call, press line button for the incoming call (the display shows a slow flashing bell symbol for the ringing line). Your current caller is placed on hold (the line indicator for this call displays a slow-blinking “H”) and you are connected to the second caller. NOTE: The phone display shows a slow-blinking bell icon to indicate a line with an incoming call.
• • Press 1 to send the call to voice mail. • Press 3 to send a "Call Me Back" announcement to the incoming caller. After the announcement is played, the call is disconnected. Press 2 to send a "Please Hold" announcement to the incoming caller. This feature must be turned on by your system administrator for you to have access to its functions.
1. Make a call or be engaged in a call. 2. Press the Conference button. The call is placed on hold and you hear dial tone. 3. Dial the number of the person that you want to include in the conference. 4. When the person answers, inform the party about the conference and then press the Conference button to add that party into the conference call. 5. Repeat steps 1-4 to add additional parties to the conference.
• • Internal Dial Tone – A continuous, higher-pitched tone External (Outside) Dial Tone – A continuous, lowerpitched tone There are four types of ringers – all are answered the same way: • One Ring – Internal (Extension-to-Extension) Calls and when the VocalData system has called your extension to remind you or to notify you about something.
1. From the guest /new phone, dial 588 (or the code provided by your system administrator). You are prompted to enter the telephone number which you want that phone to be (Presumably, your “original/old” phone number). 2. Enter your complete 10-digit telephone number, followed by the # key. You are prompted to enter a password. The password default is the last four digits of the phone number entered in this step. 3. Enter your password, followed by the # key.
Do Not Disturb Do Not Disturb instantly routes all your incoming calls to another destination (your voice mailbox, the main operator, your secretary, a co-worker, etc.), but still lets you make calls and use other telephone features. With Do Not Disturb enabled, the phone will not ring when a call comes in. The LCD display on the phone shows “*Dnd” when the phone is in Do Not Disturb mode.
Group Speed Dial This feature provides additional speed dialing capabilities beyond those provided by speed dial buttons and the Abbreviated Dial feature. With Group Speed Dialing, you have access to a common speed dial list of up to 1,000 entries managed by your system administrator. Group Speed Dial numbers are extension numbers that have been programmed to dial another number, usually an external number.
When you try to make an external call and all outgoing lines are unavailable, you will hear a recorded announcement. • • Hold for a line to become available. When a line becomes available, the system automatically dials the external number for you. Hunt Groups The Hunt Group feature allows the PressOne system to distribute calls made to a specific "pilot" number or to any member of a defined group based on the specified hunting order.
Meet-Me Conference If supported by your system, Meet-Me Conferencing provides the ability to schedule conference calls where the moderator (who has control of the conference) and other members (internal or external) call into the conference and are connected at the appropriate time to carry on the conference call.
To join a Meet-Me Conference 1. If dialing internally, dial the Meet-Me Join number (default is 522). Otherwise, dial the ten-digit conference access number. 2. Enter the ID of the conference you wish to join. 3. • If you are the moderator of the conference, enter the Moderator ID. • If you are a guest, enter the Guest ID (provided by the moderator of the conference). Press the # key. • You will be prompted by the system: “Please record your name after the tone, press the # key when you are done.
• When you join the conference, if you are the third (or later) conferee to join, the system will play your recorded name and the join tone to the moderator and the other conference participants. NOTE: As participants leave the conference call, a “ding” sound will alert the moderator and all remaining participants that someone has left the conference call.
Roll Call During a conference call, the moderator may initiate a roll call of the participants that have signed in by pressing *2. All conference call participants will hear: “There are (n) people in the conference. The following people have joined the conference. (System plays the name of each participant as recorded.) Roll call complete.” Adding More Ports to an Active Meet-Me Conference During an active conference call, the moderator may add more ports if needed. To add more ports, do the following: 1.
lack of courtesy, among others. To drop a conference call, press *7. All callers will be disconnected from the conference call and the call terminated. Scheduling a Meet-Me Conference 1. If dialing internally, dial the Meet-Me Join number (default is 522). Otherwise, dial the ten-digit conference access number. 2. Press 1 to schedule a conference call. 3. Enter the date of the conference call in mm/dd/yy format. 4. Enter the 4-digit start time of the conference call in 24-hour format (HHMM).
• Hang up. Canceling a Meet-Me Conference You may cancel a conference reservation at any time; however, conference reservations are frozen 30 minutes before the start time and cannot be cancelled after that time. 1. If dialing internally, dial the Meet-Me Join number (default is 522). Otherwise, dial the ten-digit conference access number. 2. Press 2 to cancel a conference call. 3. Enter the Moderator ID of the conference you wish to cancel followed by the # key.
3. Enter the Moderator ID that was received when the conference was scheduled followed by the # key. The system announces the selected conference call settings to you as “You have selected to modify a conference call scheduled for (day), (date), at (time) with a duration of (X) minutes and (X) ports.” 4. Press the # key to confirm you want to modify this reservation or press * if this is the wrong reservation and return to the conference menu.
Getting a List of Meet-Me Conferences 1. If dialing internally, dial the Meet-Me Join number (default is 522). Otherwise, dial the ten-digit conference access number. 2. Press 4 to list all conference call reservations. The system announces the number of conference reservations you currently have and then announces each conference providing the day of week and date, time, duration, ports, moderator ID and guest ID.
1. Take the phone off-hook by doing one of the following: • • • Press the Speaker button Press the linebutton Pickup the handset. 2. Dial the call ID number of the parked call you wish to retrieve. 3. Speak with the parked caller. Music on Hold Your telephone provides crystal clear voice conversations. However, if you listen to music on hold, you may notice that some types of music sound slightly distorted. This is normal.
• “Day” mode (or Mode 1) is defined by default as Monday Friday, 8:00 am to 5:00 pm. • “Night” mode (Mode 2) is defined by default as Monday Friday, 5:01 pm - 7:59 am and all day Saturday and Sunday. These modes are defined by the service provider and can be configured for different time periods. When the system is in Day mode and has not been manuall switched, there is no label on the phone display.
The following table shows how to activate the various states of Night mode. State Activation Definition Example Normal Default state, no activation required Routes calls appropriately based on the time-of-day and day-of-week. Monday-Friday 8-5, calls go to attendant’s phone. All other times, calls are answered by auto-attendant. Temporary (*Night) Press the Night soft key once.
• • • • Press the button and dial the number. Press a speed dial button. Press the Redial soft key. Press the Intercom (Intcom) soft key. TIP: You can pick the handset up at any time to conduct a private conversation. One-Touch Transfer One-Touch Transfer allows you to transfer a call using predefined one-touch transfer buttons. You can make instant, “unsupervised” transfers with this feature, which is typically assigned to the receptionist’s telephone.
2. Press the one-touch transfer button (J Smith VM) to transfer the call. 3. Hang up. Permanent Caller ID Block Release If you chose to always have your caller ID information blocked on all calls, this feature allows your caller ID information to be sent for this call only. Your caller ID may be required for some calls to be completed. If your call will not be accepted without caller ID information you may get a message that the number you called will not accept anonymous (no caller ID) calls.
Assigning Your Phone Number to Your Phone When your phone is first installed, you may need to assign your phone number to your phone. Your administrator should provide both your phone number and a password to allow you to do this. NOTE: Once you have assigned your phone number to your phone, you may be required to change your password. If not, it is recommended that you change it for security. To assign your phone number: 1. Take the phone off-hook. 2. Enter your complete telephone number and press #.
in conference rooms with analog speaker phones or at other locations with an analog phone where the phone number is unknown. • • To hear the phone number, dial 587. To hear the IP address assigned to a phone, dial 589. NOTE: These access codes are the default access codes for the system and your access codes may be different. Check with the system administrator for the correct access codes if the default codes do not work.
If you have a display on your telephone, the options for each menu level appear on your display. For example, if you press 4 to delete a number, the display will show: “1=Del Num, 2=List, 3=Del All, *=Menu”. Enabling/Disabling Priority Call The PressOne system allows you to turn the Priority Call feature on and off (i.e., set the feature not to use the priority ring). Disabling (turning off) the feature does not delete your list of callers assigned to receive the priority ring. 1. Press *61. 2.
Listing Priority Call Members 1. Press *61. A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices. 2. Press 3 to hear the list of telephone numbers which will trigger the priority ring. 3. Press # to hear the next number or press * to return to the Priority Call menu. NOTE: As long as you press # for the next number, the system will scroll through the list of member numbers, starting over with the first number after the last number is spoken. 4.
• You are prompted to enter the number to delete followed by the # key. 4. Enter the number with no spaces, dashes or special characters. 5. Press the # key. • 6. The voice prompt speaks the number you just entered and you are prompted to press # to save the entry (delete it from your list) or press * to cancel the entry, Press # or *. • You are returned to the Priority Call menu. 7. Select a menu item or hang up. 8.
Queue/ACD (Automatic Call Distribution) The Automatic Call Distribution (ACD) queuing feature allows the PressOne system to distribute incoming calls arriving at the pilot number to a defined group of phones. You will have one or more feature buttons on your telephone assigned as queue lines, depending on how many ACD groups you belong to. Finding Your Queues The queue name is visible on the phone when you are logged out of the queue. It is not visible when you are logged into the queue.
Viewing Calls-in-queue Information If the Display Queue Status feature has been activated for your phone, you will be able to see the number of unanswered calls currently in queue for the displayed queue. The information display format is = For example, “Pubs=2” would mean there are two calls waiting in the queue named Pubs.
Hanging up a call this way means you will not get the reminder tone in the handset that the phone is off-hook. It also allows incoming calls to ring through to the telephone. NOTE: If a call is made to 911, it cannot be disconnected by the caller. Only the 911 Operator can disconnect the call.
Canceling Remote Forwarding 1. Dial the DID number for Remote Access to Call Forwarding. (If calling from an internal business phone, dial 9 first.) NOTE: A voice prompt leads you through the remaining steps. 2. Enter the complete phone number you want to access, followed by the # key. 3. Enter the phone’s password, followed by the # key If you have your phone forwarded to another phone, your current forwarding number is announced. 4.
phone instead. Callers will hear an announcement asking them to wait while the called party is located and giving them the option to leave a voice mail. NOTE: If you dial 911 from the remote phone while it is in remote mode (it will be playing on-hold music), an announcement tells you that 911 is not allowed from Remote Phone and advises you to hang up the phone and try again. Until you hang up the phone and disconnect from the Remote Phone feature, you will receive the announcement.
You can also press the Remote button on the PressOne IP phone to deactivate the remote phone connection. Web Portal Setup of Remote Phone The remote phone feature can be activated via the Web Portal by selecting Options > Remote. You must check the box labeled “Enable Remote User”, then enter the phone number of the remote phone (for example, a cell phone or hotel phone number).
To use this feature, you designate the forward destination and manage a list of telephone numbers (internal or external) that are forwarded to that number when a call with that caller ID appears at your telephone. Selective Call Forward is managed through a menu of commands activated by pressing digits on the phone keypad.
Entering the Forwarding Destination Number 1. Press *63 or *83. A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices. 2. Press 2 to enter the forwarding number (destination for forwarded calls). 3. Enter the forwarding number followed by the # key 4. Press # to save the entry (add it to your list), or press * to cancel the entry, 5. Select another menu item or hang up. Identifying the Forwarding Destination Number 1. Press *63 or *83.
5. Select another menu item or hang up. Listing Forwarded Phone Numbers 1. Press *63 or *83. A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices. 2. Press 5 to list telephone numbers of members who will be forwarded. 3. Press # to hear the next number or press * to return to the Selective Call Forward menu.
4. Press 1 to remove a specific number. 5. Enter the number with no spaces, dashes or special characters, followed by the # key. 6. Press # to save the entry (delete it from your list), or press * to cancel the entry, 7. Select another menu item or hang up. 8. Press 2 to hear the list of number and have the option to delete them as you go through the list.
Speaker Press the (Speaker) button to turn on your speakerphone, to select your default prime line, or to hang up the phone during a speakerphone conversation. Speed Dial This feature allows you have a favorite phone number associated with a button and then dial the number by pressing the button. Programming a Speed Dial Button Follow these steps: 1. Press 544 (or the code provided by your system administrator) or 74# on the keypad. 2. NOTE: A voice prompt leads you through the remaining steps.
Identifying the Number Assigned to a Speed Dial Button Choose one of the following bulleted methods: • Press the speed dial number. This identifies the number by dialing it. • Follow these steps on the phone: a. Press 544 (or the code provided by your system administrator) on the keypad. b. Press keypad digit 2. c. Press the speed dial button on the telephone you want to know the number for. (The system speaks the number assigned to the button and returns you to the main menu.) d.
Star Codes The codes used by analog DTMF users to activate features (commonly referred to as "star codes") are also supported for IP phones. By pressing the pound or star button on the telephone and entering the proper code, you can make use of these codes for feature use.
Table 1: Feature Matrix Feature Name Enable Disable Caller ID Block *67 (suspend for current call) N/A Directed Call Pickup (Bus only) *12+your extension Do Not Disturb *04 Group Pickup (Bus only) *06 Permanent Per Call Block N/A *82+number Priority Call *61+menu *61+menu Redial *07 N/A Selective Call Forward *63+menu *83+menu Selective Call Rejection (Call Block) *60+menu *80+menu Speed Dial 74#+program 74#+program Voice Mail *09 *09 *04 Transfer Use this feature to transf
4. If the called party does not answer, you can do one of the following: • Press the line button which has the held call to cancel the transfer and return to the holding party, or • Hang up and let the call transfer to the called party’s voice mail.
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Chapter 4 Voice Mail Features The PressOne voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you, and provides an indication that voice mail has arrived. The red on the Polycom telephone lights when new or unsaved voice messages are stored in your mailbox. You can access the voice mail system on your phone by pressing *09 or by pressing the Voice Mail button, if your phone is equipped with one.
Menus and Commands The following tables show the main voice mail menu along with the message control commands and the distribution group menu. Table 2: Voice Mail Main Menu Access Code Function 1 Play inbox messages 2 Play saved messages 3 Change password 4 Playback personal greetings 5 Record personal greetings 6 Access personal distribution groups 7 Compose a message 8 Manage custom operator number (Not supported for stand-alone mailboxes.
Table 3: Voicemail Message Controls Feature Before Mail Message After Mail Message During Mail Message Save 5 5 5 Fast Forward NA NA 9 Rewind NA NA 7 Pause/Unpause Play NA NA 8 Skip to the End NA NA 99 Skip to Previous Menu Options * * * NOTE: If you are listening to the introductory message and you press *, you will exit from voice mail.
Table 4: Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 2 Edit a distribution group 1 - list of members 2 - add a member 3 - delete a member 4 - hear the group name 5 - change the name * - return to the previous menu 3 Create a distribution group 4 Delete a distribution group * (star) Return to main voice mail menu Your service provider may have selected an Octel-style voice mail menu for you.
Table 5: Alternate Voice Mail Menu Keys Access Code Function 8 Hear or change custom operator number (Not supported for stand-alone mailboxes) NOTE: On the phone LCD display, this menu option is displayed as “ZO=8”. * (star) Exit the voice mail system Play Control Keys * (star) # • When pressed while sender, date, and time information (message header) is playing, returns to Alternate Voice Mail Top Menu • When pressed while message is playing, returns to message header.
Table 5: Alternate Voice Mail Menu Keys Access Code Function 7 Delete 8 Reply 9 Save 88 Call originator Accessing Your Voice Mail You can access your voice mailbox from several different sources: • • • • Your phone Any other internal phone Any touchtone phone outside your office. The email program on your PC (password required) …from your phone 1. Press the Voice Mail button or dial *09 to access your voice mail system. 2. Enter your password (if required). 3.
2. Enter your extension number. You are prompted to enter your password. 3. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system. 4. Press the corresponding digit on your phone to select the desired voice mail function.
record new greetings, or exit the voice mail system.To select the desired option, press the corresponding digit on your phone. NOTE: Pressing the * key from the main voice mail menu will send you to the main auto-attendant menu. You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant. …from the email program on your PC 1. Open your email reader. 2. Open the email message containing the voice mail. 3.
clarity of the message. Also remember to check the volume level on your speakers before playing any voice mail messages. Using Controls While Playing Messages The system provides you with the following message control options: Rewind/Fast Forward While listening to a message follow these steps: • • • Press 7 to skip back in 5 second increments. Press 9 to skip forward in 5 second increments. Repeat the process to further rewind or fast forward.
Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups. You first enter the extensions and distribution group numbers of the recipients and then record and send your message. Compose and Send a Message 1. Press the Voice Mail button. 2. Press 7 to select compose a message. 3.
Marking a Message as Urgent To mark a message as urgent, which places it in the recipient(s) mailbox before any regular messages, follow these steps: 1. Record a message. 2. Press #. 3. Press 9 to mark as urgent and send. NOTE: Marking a Message as urgent automatically allows you the option to page the recipient with a notice that they have an urgent voice message. Changing Your Password The system default for your voice mail password is your extension number.
Returning to the Auto Attendant or Operator When calling from outside of the PressOne system, you can escape from voice mail to the auto attendant or operator using the star (*) key. Press * to move from the selected option to the previous menu. When you reach the main voice mail menu, press * to transfer to the main number or operator, depending on your system configuration.
4. Do one of the following: • Press 1 to change your custom operator number, see step 5. • • Press 2 to restore the default custom operator, see step 6. Press * to return to the voice mail main menu, see step 7. 5. If you pressed 1, enter your custom operator number, press # and listen to the confirmation announcement. 6. If you pressed 2, listen to the announcement that your default custom operator has been restored. 7. If you pressed 3, listen to the voice mail main menu.
Skipping to the Next Message To skip to the next voice mail message, press 8. Deleting a Message To delete a voice mail message, press 4. NOTE: When you delete a voice mail message, the message is deleted, but the caller ID and message received information (date, time, etc.) remains in the inbox listing until you exit voice mail. Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox, follow these steps: 1. Press 6.
• • • • Press 2 to change the introductory message. Press 3 to review the introductory message. Press 9 to mark urgent and forward. Press * to cancel the forward. NOTE: Press * at anytime to cancel the forward. If you press *, you must reenter the extension(s) and any desired introduction. Replying to a Message To reply to a message you receive: 1. Press 2 to reply to the message. You hear a prompt to record your reply. 2. Record your reply message. 3. Press # to accept your message.
Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system. To go directly to someone’s voice mail box: 1. Dial 577 (or the code provided by your system administrator) on the keypad. You hear a voice prompt to enter the extension number of the person you want to send a message to. 2. Dial the extension number. You hear a greeting and voice prompt to enter a message.
• • • • Press 1 to record the No Answer greeting. Press 2 to record the Do Not Disturb greeting. Press 3 to record the Busy greeting. Press * to return to the main menu. Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate. Press 4 from the main voice mail menu and then use the same digit selections used for recording greetings to listen to your greetings.
What You Receive on Your Pager/Cell Phone Numeric - You receive the numbers you entered in the Pager Info box; when you set up the pager option with the system administrator. The number could be a code that means something to you. Voice - when you answer the page, voice mail plays a welcome announcement followed by a request for the account password. Enter the password and listen to the normal voice mail menu options.
Corporate (customer) distribution lists are created by an administrator or a user with access to a customer’s main number voice mail box and are available for use by all of a customer’s users. By default, corporate group number 10 in each customer partition is named “Everyone”, includes all mailboxes within a company and is available to all users. The “Everyone” group is updated whenever a mailbox assigned to the customer partition is added or deleted.
6. Enter the extension number of one of the members of the group. 7. Press # key. 8. Repeat steps the previous two steps until all members are added. 9. Press the # key again. TIP: A group can be created without any members in it. Members can be added later by using the edit menu to add members. To create a group with no members, follow the previous steps with one exception. When prompted to enter members, just press or click the # key.
• Go back to the previous menu - press *. NOTE: If the group does not exist, the user will hear “The group number xx does not exist, Please try again.” NOTE: To edit group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. List all members: If you pressed 1 for a list of all members the following happens: 1. The total number of members in the group is announced. 2. The extension of each member is announced. 3.
1. After the prompt, enter the extension number of the member you wish to delete. 2. Press or click the # sign. • 3. The extension number you entered is played back to you for confirmation. Press the # key to delete the user or * key to cancel. • If you press # and the member exists, you will hear “The member has been successfully deleted from this group.” • If you press # and the member does not exist, you will hear “The member does not exist in this group, please try again.
Deleting a Group 1. Press the button on your phone you use to access the voice mail system. 2. Press or click 6 for distribution groups. 3. Press or click 4 to delete a group. 4. Enter the number of the group to be deleted. 5. Press # to confirm this is the correct group or * to reject the group. If you entered the wrong group number and pressed *, you will be prompted for the number of the group to delete. Enter a different group number or press * again to return to the distribution group menu.
• the total number of members in the group. While reviewing the list of groups, you can skip to the next group by pressing or clicking the # button. NOTE: To list all group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Exiting the Voice Mail System To exit the voice mail system, simply hang up.
Chapter 5 Set Up Outlook for TAPI This chapter explains how you can set up and use Microsoft Outlook to use TAPI to dial phone numbers using your telephone. Information includes the following: • • • • Using TAPI to call from Outlook Installing the TAPI 2.1-compliant support software Configuring Windows so that Outlook can use TAPI Configuring Outlook to use the PressOne telephone number NOTE: Although Outlook is used as the example, this information can also be applied to other TAPI-enabled applications.
1. Start Outlook (if not already running). 2. Click the Contacts icon to switch to the Contacts listing. 3. Right click on the contact you wish to call to bring up the Actions pop-up menu.
4. Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. 5. Click Start Call to dial the telephone number displayed in the Number field. NOTE: You cannot call four-digit extensions from Outlook. A complete 7- or 10-digit phone number must be used. TIP: Always check to be sure you have the correct number selected before starting a call.
8. End the call by hanging up the handset, pressing the speaker button or clicking the Close button or icon in the New Call dialog box. Installing the TAPI Support Software To install and set up the VocalData TAPI 2.1-compliant software, use the following steps: 1. Start Web Portal. 2. Click the Options tab. 3. Click the PC Integration tab. 4. Click Install VOISS TAPI Service Provider to begin the installation process. 5. Select a method for the installation and click OK.
6. Choose where to save the TAPI.EXE file and click Save. This example saves it to the desktop to be easy to find. 7. Find the TAPI.EXE file (shown here on the PC desktop) and double click it to run the install program.
8. Click Next in the Welcome dialog box to install the PressOne TAPI program. 9. Click Next to start the installation. 10. The Installing dialog box shows the progress of the installation. NOTE: Do NOT click Cancel or the close icon when the VocalData VOISS dialog box appears. You will be returning to this dialog box after completing two steps.
11. When the VocalData VOISS dialog box appears while the Installing dialog box continues to run, do the following: a. Enter the IP addresses of the VocalData servers as provided by your system administrator in the VocalData Server IP Address 1 and 2 fields. b. Click Add to add your telephone number (the one that will be used with the TAPI-enabled program [such as Outlook]).
12. Enter your telephone number and password and click OK. 13. Click OK in the VocalData VOISS dialog box. 14. To finish the installation, click Resume in the Install dialog box that appears. 15. Click Finish in the Installation Complete dialog box to complete the TAPI program installation. NOTE: Before you can dial from the TAPI-enabled program, you must and to use the VocalData telephone line.
Configuring Windows for TAPI For TAPI-enabled programs to be able to dial using the TAPI Service Provider, Windows must be configured correctly to be able to use the proper line, get an outside line, and dial correctly. he following notes apply to all TAPI-enabled programs. • The program must be set to use PressOne Telephone Service Provider that must be installed on your PC. • The access codes required for outside calls (usually 9 or 8) must be configured.
4. In the Edit Location dialog box, click the General tab (if not selected) and do the following: a. Enter a Location name, if desired (boxed). b. Make sure the Country/Region and Area Code information match your location and area code (see arrows). c. Set the outside access digits in the Dialing Rules section to the digit that must be dialed to make an outside call (circled).
5. Click Apply.
6. Click the Area Code Rules tab and do one of the following: • • Click New to add an area code to the list. Highlight an existing entry and click Edit to make changes. NOTE: If you have never configured Phone and Modem Options for your Windows computer, the Area Code Rules field will be empty. If you have setup Phone and Modem Options before for any device or application, the previously entered information will be displayed. 7.
multiple area codes that are not long distance - by filling in the necessary information in the New/Edit Area Code Rule dialog box. NOTE: Depending on whether you clicked New or Edit, the dialog box will say either New Area Code Rule or Edit Area Code Rule. If you clicked Edit, the area code you highlighted will be displayed in the Area Code field.
• • • 8. “Include all the prefixes within this area code” is selected. “Dial 1” is unchecked. “Include the area code” is checked. Click Apply when the information is correctly set and do one of the following: • • Click New to add another area code to the list. • Click Calling Card if you use a calling card for calls, select the type of calling card you use and fill in the appropriate fields. Highlight another existing entry and click Edit to make changes.
11. If you completed the VocalData VOISS setup as part of the TAPI install from Web Portal you should see the VocalData VOISS Telephone Service Provider (circled) and can skip to “Application Configuration for Using TAPI” on page 160.
12. If you did not complete the VocalData VOISS setup as part of the TAPI install from Web Portal, click Add to open the Add Provider dialog box. 13. Select VocalData VOISS Telephony Service Provider and click Add.
14. When the VocalData VOISS dialog box appears, do the following: a. Enter the IP addresses of the PressOne servers as provided by your system administrator in the PressOne Server IP Address 1 and 2 fields. b. Click Add to add your telephone number (the one that will be used with the TAPI-enabled program [such as Outlook]).
15. Enter your telephone number and password and click OK.
16. Click OK in the VocalData VOISS dialog box to return to the Phone and Modem Options dialog box. 17. Check to be sure that the Providers field now includes the VocalData VOISS Telephony Service Provider (circled). 18. Click Close in the Phone and Modem Options dialog box. Windows is now configured to allow users to make calls from their contacts, but the TAPI-enabled program must be configured to use the VocalData line for dialing.
Configuring Outlook to Use TAPI To configure Outlook or another TAPI-enabled program to dial using the PressOne system, use the following steps: 1. If not already running, start Outlook (or the TAPI-enabled application). 2. Click the Contacts icon to switch to the Contacts listing. 3. Right click any contact to bring up the Actions pop-up menu.
4. Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. 5. Click Dialing Options to open the Dialing Options dialog box. 6. Click on the drop-down menu in the Connect using line field and scroll down any entries until you find your telephone number (circled).
7. Select your telephone number and click OK to return to the New Call dialog box. 8. You may call this contact or close the New Call dialog box. Outlook (or your TAPI-enabled application) is now configured to place calls using your PressOne telephone number.
Index Numerics 911 calls, disconnecting 57 A Abbreviated Dial 13 Abbreviated Dial Code Create 14 Delete 15 Modify 14 Use 14 Verify 15 Accessing Voice Mail From any other internal phone 76 From any outside touchtone phone 77 From your phone 76 Add Voice Mail Distribution Group Members 91 Adjusting the Volume 7 Handset 7 Headset 7 Microphone 7 Speakerphone 7, 11 Anonymous Call Rejection 16 Disable 16 Enable 16 Answer Phone 7 Answering Second Call 8 Authorization Code Calling 16 Auto Attendant Returning to
Phone Feature Buttons 23 Disable Call Forward 24 Set Forward 23 Star Codes Disable 24 Call Forward (Busy) 24 Disable 25 Enable 25 Call Forward (No Answer) 25 Disable 26 Enable 25 Call Forward, Selective 60 Add Forwarded Numbers 62 Delete Forwarded Numbers 63 Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Call Pickup 26 Directed 26 Group 27 Phone Feature Buttons 26 Star Codes 27 Call Return 27 Call Trace 28 Call Waiting 28 Answering the Second Call 29 Sw
Add Members 91 Change Name 92 Delete Members 91 List Members 91 Play Name 92 Enable Call Forward (All Calls) Phone Feature Buttons 23 Star Codes 24 Ending Call 8 Exiting the Voice Mail System 94 External Calls 9 Using the Handset 9 Using the Phone Keypad 10 Using the Speakerphone 10 External Dial Tone 32 External Ring 9, 32 Hunt Groups 36 I Installing TAPI 98 Intercom 36 Internal Calls 10 Internal Dial Tone 32 Internal Ring 9, 32 Introduction 1 Accessing Phone Features 1 In This Manual 1 IP Telephones Com
Microphone Adjusting the Volume 7 Modifying Voice Mail Distribution Group 90 Add Members 91 Change Name 92 Delete Members 91 List Members 91 Play Name 92 Moving Your Telephone 4 Multi Call Park 44 Parking a call 44 Phone Feature Buttons 44 Music on Hold 45 Mute 45 Add Members 52 Delete Members 53 Disable 52 Enable 52 List Members 53 Priority Ring 9, 32 N Receiving Pager Notification 87 Recording Personalized Voice Mailbox Greetings 86 Redial Phone Feature Buttons 56 Star Codes 56 Release 56 911 call 57 C
Caller ID Block 30 Delete Priority Call Members 53 Enable/Disable Priority Call 52 List Priority Call Members 53 Permanent Caller ID Block Release S Saving a Voice Mail Message 83 Second Call (Answer) 8 Selective Call Forward 60 Add Forwarded Numbers 62 Delete Forwarded Numbers 63 Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Selective Call Forward, Selective Disable 61 Sending a Voice Mail Message Directly to an Extension 86 Set Up Oulook for TAPI In
Call Block (Selective Call Rejection) 19 Call Forward (All Calls) 23 Phone Feature Buttons 23 Call Forward (Busy) 24 Disable 25 Enable 25 Call Forward (No Answer) 25 Disable 26 Enable 25 Call Pickup 26 Phone Feature Buttons 26 Star Codes 27 Call Return 27 Call Trace 28 Call Waiting 28 Answering the Second Call 29 Switch Between Calls 29 Caller ID Block 30 Conference 30 Tips 31 Direct Extension Assignment 32 Programming a Phone 32 Re-establishing Guest Phone 33 Re-establishing Old Phone 33 Directed Call Pi
Enable 61 Enter Forward Number 62 Identify Forwarding Destination Number 62 List Forwarded Numbers 63 Speaker 65 Speed Dial 65 Deleting a Number 66 Identify Assigned Number 66 Program Speed Dial Number 65 Use 65 Speed Dial Buttons Modify 66 Star Codes 67 Transfer 68 Telephones Moving Your Telephone 4 Transfer 68 Blind 18 One-Touch 48 Troubleshooting Speakerphone 12 U Urgent Pager Notification 87, 88 Use Phone Without Putting Down the Handset 10 Using TAPI to Call from Outlook 95 Using the Speakerphone Adju
Configuring for TAPI 103 Z Zero Out to Operator 82 I-8 Polycom Telephone User Guide 621-00000092
