User Guide for the Polycom® SoundStation® IP 5000 Phone SIP 3.2.3 | March 2010 | 1725-30965-001 Rev.
Trademark Information POLYCOM®, the Polycom “Triangles” logo and the names and marks associated with Polycom’s products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners.
Contents Registering the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Before You Use Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Using the Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Display Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Phone Status Indicators . . . . . . . . . . . . . . . . . .
User Guide for the Polycom® SoundStation® IP 5000 Phone Working with Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Clearing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with Contact Directory .
User Guide for the Polycom® SoundStation® IP 5000 Phone This guide includes overview information that you may find helpful when you’re just starting to learn about your phone or when you have experience, but you need a quick refresher. Note The Polycom® SoundStation® IP 5000 phone can be customized to show only those options used in your organization. Therefore, there may be options covered in this guide that you can’t access on your phone.
User Guide for the Polycom® SoundStation® IP 5000 Phone Using the Keypad You use the keypad on the phone to handle calls, adjust the volume, redial numbers, navigate screens, enter data, and select options. Select specific context-sensitive functions that display on the screen above each soft key Enter special characters (when in uppercase or lowercase mode) Place, answer, or end calls Redial the last call you placed Mute the microphone audio from being heard at the far end of the call.
User Guide for the Polycom® SoundStation® IP 5000 Phone In the following figure, the scrolling notification indicates you have one missed call and that Do Not Disturb is enabled. Phone Status Indicators Phone status is indicated by three bi-color LEDs (located above the phone’s microphones) and by a line and call icon (located on the display screen next to the directory number).
User Guide for the Polycom® SoundStation® IP 5000 Phone Line and Call Icons The line and call icon changes depending on the line status (for example, registered line or unregistered line) or call status (for example, dialing in progress or a call on hold). Icon 4 Line or Call State Description Active call using Polycom® HD Voice™ technology A call is in progress using Polycom HD Voice. The active call icons merge into one icon on the phone screen.
User Guide for the Polycom® SoundStation® IP 5000 Phone Navigating Menus and Calls To navigate menus and calls, use the following tips. After 20 seconds of inactivity, the menu system automatically exits to the idle screen unless an edit session is in progress. Note If you want to... Then do this... Enter the main menu Exit the main menu and return to the idle screen Press . Press . Press or the Back soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone Entering Data and Enabling Items To enter data and enable fields or menu items, use the following tips. Note After 20 seconds of inactivity, the menu system automatically exits to the idle screen unless an edit session is in progress. If you want to... Then do this... Enter numbers Press the dial pad key with the corresponding number. Enter text Press the dial pad keys one or more times. For example: • To enter ‘A,’ press once.
User Guide for the Polycom® SoundStation® IP 5000 Phone If you want to... Then do this... Enter an IP address or URL Press the dial pad keys one or more times. For example: • To enter ‘2,’ press once. • To enter ‘a,’ press two times quickly. • To enter ‘b,’ press three times quickly. • Enter text using a different character set To enter ‘c,’ press quickly. four times Press the Encoding soft key one or more times.
User Guide for the Polycom® SoundStation® IP 5000 Phone Calling and Answering During a call, the phone displays the name and directory number of the party you’re talking with and the duration of the call. During a call, the soft keys update so you can perform specific tasks. The phone LEDs, as well as the line and call icon, indicate call status (see Phone Status Indicators on page 3).
User Guide for the Polycom® SoundStation® IP 5000 Phone Calling by Entering a Phone Number You can dial a phone number with a dial tone or without a dial tone. To dial a phone number with a dial tone: 1. Press or the New Call soft key. 2. Enter the phone number of the party you want to call. 3. Press the Send soft key. To dial a phone number without a dial tone: >> Enter the phone number of the party you want to call, and then press the Dial soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone Calling from a Call List You can choose a record in a call list and dial the associated party. To call from a call list: 1. From the idle screen, use one of the arrow keys to access a call list: To view this call list... Press this arrow key... Missed calls Received calls Placed calls 2. From the call list screen, scroll to the entry you want to dial, and then press the Dial soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone Calling from the Speed Dial List Use the speed dial feature for fast, automated dialing. Note Only entries in your Contact Directory can be set up as speed dial entries. When you create a Contact Directory entry, the phone automatically assigns a Speed Dial Index number to the entry. You can change the index number or delete it. To create a new Contact Directory entry with a speed dial index number, see Updating Contact Directory on page 23.
User Guide for the Polycom® SoundStation® IP 5000 Phone Ending Calls You can’t end a call that’s on hold. To end a call on hold, press the Resume soft key, and then end the call. Note To end a call: >> Press or the End Call soft key. While Your Phone Rings While your phone rings, you can choose not to answer the call and do the following: • Reject the call and stop your phone from ringing. • Forward the call to another party.
User Guide for the Polycom® SoundStation® IP 5000 Phone Forwarding Calls While Your Phone Rings Your company’s settings may override this feature. For more information, contact your system administrator. Call forwarding isn’t available on shared lines. Note While your phone rings, you can choose not to answer the call and forward the call to another party. To forward an incoming call as your phone rings: 1. While your phone rings, press the Forward soft key. 2.
User Guide for the Polycom® SoundStation® IP 5000 Phone The following figure shows that your phone has two calls, and you’re currently viewing the first (most recent) call. To scroll through calls, press or . To place a call on hold: >> During a call, press the Hold soft key. The console LEDs flash red to indicate that a call is on hold. To resume a call on hold: >> While a call is on hold, press the Resume soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone Hosting Conference Calls You can create a conference with up to two other parties. After you set up a conference, you can place the conference call on hold, split the conference call into two calls on hold, or end the conference call (and your connection to the conference call participants). Setting Up Conferences You can set up a conference in one of two ways: • Using the Confrnc soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone To set up a conference call with an active call and a call on hold: >> If you have an active call and a call on hold, press the Join soft key. A conference is created with the active call, the call on hold, and yourself. If you have an active call and multiple calls on hold, the Join soft key isn’t available from the active call. Scroll to the call on hold that you want to join to the conference, and then press the Join soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone Ending Conferences When you end a conference, you end your connection to the other conference participants. The other parties remain connected. To end a conference: >> From the Active:Conference screen, press the End Call soft key. The two other conference participants remain connected. Changing the Way Calls are Answered You can set up your phone to do the following: • Forward certain incoming calls to another party.
User Guide for the Polycom® SoundStation® IP 5000 Phone 3. Do one of the following: — If you selected Always, the Call Forward Always screen displays. Enter a number to forward all incoming calls to. — If you selected No Answer, the Call Forward No Answer screen displays. Do the following: a In the Contact field, enter a number to forward all unanswered incoming calls to. b In the Forward After Rings field, enter how many rings to wait before forwarding the call (one ring is approximately six seconds).
User Guide for the Polycom® SoundStation® IP 5000 Phone To reject an incoming call from a particular contact: 1. Press , and then select Features > Contact Directory. 2. From the Directory screen, find the contact for whom you want to reject calls, and then press the Edit soft key. 3. From the Edit Contact screen, scroll to the Auto Reject field, and then change the Auto Reject setting to Enabled. (To enable the setting, press .) 4. Press the Save soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone The following figure shows what the idle screen looks like when Do Not Disturb is enabled. To enable and disable Do Not Disturb: 1. Press , and then select Features. The Features screen displays. If Do Not Disturb isn’t highlighted, scroll to it. 2. To toggle Do Not Disturb on or off, press . Working with Call Lists Your phone maintains lists of missed, received, and placed calls. Each list can hold up to 100 entries.
User Guide for the Polycom® SoundStation® IP 5000 Phone Viewing Call Lists You can access any call list from the Call Lists menu, or you can quickly access a call list from the idle screen. After you access a call list, you can view detailed information about a specific entry (such as the phone number, the time and duration of the call, and the name of the caller).
User Guide for the Polycom® SoundStation® IP 5000 Phone Clearing Call List Entries You can clear all the records in a call list, or just one record. To manually clear all call list entries, restart the phone. See Overall Functioning on page 39. Note To clear one or all records in a call list: 1. Press , and then select Features > Call Lists. 2. From the Call Lists screen, do one of the following: — To clear all the records in a call list, select Clear.
User Guide for the Polycom® SoundStation® IP 5000 Phone Working with Contact Directory You can store a large number of contacts in your phone’s Contact Directory. Contact your system administrator for the exact number. You can dial and search for contacts in this directory. You may be able to add, edit, and delete contacts. Contact your system administrator to see if you have read-only access to your Contact Directory, or if you can update it.
User Guide for the Polycom® SoundStation® IP 5000 Phone To add a Contact Directory entry manually: 1. Press , and then select Features > Contact Directory. 2. From the Directory screen, press the Add soft key. 3. From the Add To Directory screen, enter the contact information: Your phone may not display all the following fields. For more information, see your system administrator. Note — (Optional.) Enter the First Name and Last Name of the contact. You can enter a maximum of 32 characters. — (Required.
User Guide for the Polycom® SoundStation® IP 5000 Phone — (Optional.) Change the Auto Reject and Auto Divert settings. If you set the Auto Reject field to enabled, the calls from this contact won’t ring on your phone. Your system administrator determines how rejected calls are handled (for example, rejected calls may go to your voice mail system). Calls that are rejected from a contact display in the Missed Calls list.
User Guide for the Polycom® SoundStation® IP 5000 Phone 4. From the Contact screen, press the Save soft key to save the entry to your Contact Directory. Only the first name, last name, and phone number are saved. If the contact doesn’t exist in the directory, “Saved” displays on the phone screen. If the contact already exists, “Contact already exists” displays. You may want to go to the Contact Directory to see if the contact was saved correctly and to add additional contact information.
User Guide for the Polycom® SoundStation® IP 5000 Phone Working with Corporate Directory If your system administrator sets up Corporate Directory on your phone, you may have read access to portions of your Corporate Directory. Your system administrator determines which contacts you can see. You can search for contacts in the Corporate Directory, and add contacts from the Corporate Directory to your Contact Directory.
User Guide for the Polycom® SoundStation® IP 5000 Phone Saving Corporate Directory Search Results You can enable your phone to save Corporate Directory search results, and to remember the last person you viewed in the directory. Whenever you re-display Corporate Directory, the results of your last search, or the last person you selected, will display. If you don’t enable your phone to save search results, each time you access Corporate Directory, a blank search screen will display.
User Guide for the Polycom® SoundStation® IP 5000 Phone Setting Unique Ring Tones for Contacts Your company’s settings may override this feature. For more information, contact your system administrator. Note You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers. To set a distinctive ring tone for a contact: 1. Press , and then select Features > Contact Directory. 2.
User Guide for the Polycom® SoundStation® IP 5000 Phone Muting the Microphone You can mute the microphone if you do not want other parties to hear you. When you mute the microphone, the three console LEDs glow red to indicate that the other party (or parties) can’t hear you. You can still hear all other parties while Mute is enabled. To mute or unmute the microphone: >> During a call, press .
User Guide for the Polycom® SoundStation® IP 5000 Phone Changing the Time and Date Display The time and date appear on the idle screen of your phone. If the phone can’t obtain a time and date, the display will flash. If this happens, or if the time or date is incorrect, see your system administrator. You can select from various formats for the time and date display, including whether the time or date displays first (clock order).
User Guide for the Polycom® SoundStation® IP 5000 Phone Changing the Time and Date Order You can change the order of the time and date on the idle screen. For example, you can display the date before the time, or the time before the date. To change the order of the time and date display: 1. Press , and then select Settings > Basic > Preferences > Time and Date > Clock Order. 2. From the Clock Order screen, scroll to the clock order you want, and then press . The default setting is date before time.
User Guide for the Polycom® SoundStation® IP 5000 Phone Changing the Screen Contrast You can set how light or dark the screen appears. To adjust the contrast on the phone screen: 1. Press , and then select Settings > Basic > Contrast. 2. From the Contrast screen, press the Up or Down soft keys to increase or decrease the display contrast. 3. Press the Ok soft key.
User Guide for the Polycom® SoundStation® IP 5000 Phone To change the backlight intensity: 1. Press , and then select Settings > Basic > Backlight Intensity. 2. From the Backlight Intensity screen, select Backlight On Intensity. 3. From the Backlight On Intensity screen, scroll to the intensity you want, and then press . The default Backlight On Intensity is High. 4. If you selected a new intensity, press the Save soft key. If you did not select a new intensity, press the Back soft key. 5.
User Guide for the Polycom® SoundStation® IP 5000 Phone Troubleshooting The following tables contain general troubleshooting information to help you solve any problems you might encounter when you use the SoundStation IP 5000 conference phone. The tables list possible trouble symptoms, the likely causes of these problems, and recommended corrective actions to take.
User Guide for the Polycom® SoundStation® IP 5000 Phone Controls Symptom Problem Corrective Action The dial pad doesn’t work. The dial pad on the phone doesn’t respond. Try the following: • Check for a response from other feature keys or from the dial pad. • Place a call to the phone from a known working telephone. Check for display updates. • Check if the LAN port is active. Press , and then select Status > Network > Ethernet.
User Guide for the Polycom® SoundStation® IP 5000 Phone Access to Screens and Systems Symptom Problem Corrective Action There is no response when you press a feature key. The phone isn’t in an active state. Try the following: • Press the keys more slowly. • Call the phone to confirm that inbound call display and ringing is normal. If successful, try to press feature keys within the call to access certain screens (for example, the Directory screens).
User Guide for the Polycom® SoundStation® IP 5000 Phone Symptom Problem Corrective Action There is no audible ring tone. Ringer volume is low, or the Ring Type is set to Silent Ring. Verify ringer volume and Ring Type: • To adjust the ringer volume, press when the phone is in the idle state. • Check that the Ring Type isn’t set to Silent Ring. (See Changing the Ring Tone on page 28.) Outbound or inbound calling is unsuccessful. Place a call to the phone under investigation.
User Guide for the Polycom® SoundStation® IP 5000 Phone Audio Symptom Problem Corrective Action The speaker has no audible sound. Speaker volume is low. Adjust the speaker volume. During a call, press to adjust the volume. Overall Functioning Symptom Problem Corrective Action The phone is malfunctioning. The phone may need to be restarted. Restart the phone: Note: If your phone malfunctions, you may be able to restore normal operation without restarting it.
User Guide for the Polycom® SoundStation® IP 5000 Phone Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware. From the diagnostics menu, you can test your phone’s microphones, keypad mappings, and display. See your system administrator for instructions on how to perform these tests.
Safety Notices Service Agreements Please contact your Polycom Authorized Reseller for information about service agreements applicable to your product. Governing Law This Limited Warranty and Limitation of Liability shall be governed by the laws of the State of California, U.S.A., and by the laws of the United States, excluding their conflicts of laws principles.
User Guide for the Polycom® SoundStation® IP 5000 Phone Polycom Limited Warranty and Limitation Liability LIMITED WARRANTY. Polycom warrants to the end user (“Customer”) that this product is expected to be free from defects in workmanship and materials, under normal use and service, for one year from the date of purchase from Polycom or its authorized reseller.
User Guide for the Polycom® SoundStation® IP 5000 Phone Safety and Compliance Part 15 FCC Rules This device is compliant 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 interferences received, including interference that may cause undesired operation.
User Guide for the Polycom® SoundStation® IP 5000 Phone Safety and Compliance (continued) WARNING Electrical Safety To avoid electric shock, do not connect safety extra low voltage (SELV) circuits to teleconference station network (TNV) circuits. LAN ports contain SELV circuit, and WAN ports contain TNV circuits. Some LAN and WAN ports both use RJ-45 connectors. Use caution when connecting cables. This product is rated 48Vdc, 0.375A.
Polycom® SoundStation® IP 5000 Menu Structure Menu Structure 1 Features 1 2 3 4 5 Do Not Disturb Forward If enabled 1 2 3 Contact Directory Corporate Directory 2 If enabled and license available If enabled Call Lists 1 2 3 4 6 Always No Answer Busy Missed Calls Received Calls Place Calls Clear Messages Organization dependent 1 Message Center 1 2 Phone Application Status 1 2 Platform 3 Configuration 1 TCP/IP Parameters Ethernet Network Statistics Main Components 1 Audio Diagnostic
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