Lync TM Phone User Guide Polycom CX600 IP Phone

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1 The Polycom CX600 IP (Internet Protocol) phone is a full-featured unified communications desktop phone, optimized for use with Microsoft Lync environments. It features Polycom HD Voice technology for crystal-clear calls (you will definitely notice a difference!) and interoperability with all the features included in the Lync platform. For example, you can view call logs, join meetings, and make or receive calls from your new phone. You also don t have to worry about looking up phone numbers or extensions anymore, because all your contacts are automatically available or searchable from the phone. This guide will provide an overview of the CX600 phone after it has been set up. If you need instructions for setting up the phone or creating the required Personal Identification Numbers, please refer to the Set Up Lync Phone & PINs guide. In this guide, you will learn how to do the following: Make a Call Receive a Call Lock and Unlock the Phone View Call Logs Check Voice Mail Manage Multiple Calls Transfer a Call Set up a Conference Call Forward Calls Access Phone Settings and Help Loyola University Maryland Technology Training Center x5600 1

2 Table of Contents Overview of the Polycom CX600 Phone... 3 Home Screen... 4 Access Phone Settings and Help... 4 What s New (PC vs. MAC)... 5 Make a Call... 7 Call using the Keypad... 7 Call from Contacts Screen... 8 Call using Search... 8 Call from Microsoft Lync TM on your Computer... 9 Receive a Call Lock and Unlock the Phone View Call Logs Check Voice Mail Check Voice Mail from the Phone Check Voice Mail in Lync Check Voice Mail in Outlook Manage Multiple Calls Place a Call on Hold Answer an Incoming Call While on a Call Switch Between Two Calls Merge Calls Make a New Call While on a Call End a Call Transfer a Call Transfer a Call to Someone Else Consult with Someone Before Transferring a Call Transfer a Call to a Parking Lot Transfer a Call to a Mobile Phone Set up a Conference Call Forward Calls Forward Calls to Voice Mail Forward Calls to a Contact or Phone Number Simultaneously Ring a Phone Number Turn Call Forwarding Off Loyola University Maryland Technology Training Center x5600 2

3 Overview of the Polycom CX600 Phone The Polycom CX600 phone allows you to do everything you did on your old phone more easily (with a little practice ). This overview will focus on some of the more commonly used features, however the LCD display on the phone can also guide you through the many options available. In-Call Indicator Back Key Return to Previous Screen Up & Down Arrow Keys OK Key Left/Right Select Keys Voice Mail Indicator Home Key Go to Home Screen Menu Key Presence Indicator Speakerphone Key Mute Key Headset Key Volume Up/Down The diagram above highlights the different keys and indicators. The following section provides more detail on several of these features: Left/Right Select Keys - The function of these soft keys is displayed on the LCD screen directly above them and changes according to the screen currently displayed. For example, on the Home Screen shown above, the function of the Left Select Key is Select and the function of the Right Select Key is Redial. Menu Key From the Home Screen, the Menu options include: Lock Phone, Call Forwarding, My Status, Switch User, Settings, System Information, and Help. When the phone is in use for calls or other functions, the Menu Key will display additional call options. Presence Indicator Your availability is automatically updated according to your Outlook schedule. Green indicates Available, Red indicates Busy, Yellow indicates Away. In-Call Indicator This light (above the Home Screen) displays green when you are on a call. Voice Mail Indicator This light (upper right) displays red when you have voice mail. Loyola University Maryland Technology Training Center x5600 3

4 The Home Screen displays Date and Time, your Name, Presence Indicator, and your Phone Number. The icons displayed on the left side of the Home Screen represent the following features you can access using the Up & Down Arrow Keys and the OK or Left Select Key: Contacts Call Logs Voice Mail Search or Dial a Phone Number Today s Calendar Access Phone Settings and Help You can access Help and the following settings on your phone. Note: Some settings may not be available yet. Volume Brightness Logging - For trouble tracking, activity logs can be uploaded to Lync Server Device Web service Desk Phone Location - Helps emergency responders locate 911 callers. This will be set up for you. Make Test Call Ringtones Phone-Unlock PIN Time Zone Date Format Time Format Language High Contrast - Accessibility feature to assist those with a vision impairment Text Telephony (TTY) - Enables those who are deaf or have a speech impairment to use the phone in conjunction with a TTY device Remote Log Access - For troubleshooting issues only: This feature enables other users to access logs from your phone remotely using File Transfer Protocol (FTP) To Change Settings: From the Home Screen, press the Menu key, then use the Up & Down Arrow Keys to select Settings, then the setting you would like to change, then press the OK or Left Select Key for Select. To Access General Help: From the Home Screen, press the Menu key, select Help using the Up & Down Arrow keys, then press OK or the Left Select Key for Select. Use the Up & Down Arrow Keys to select a topic, then press OK or the Left Select Key for Select. Loyola University Maryland Technology Training Center x5600 4

5 WHAT S NEW (PC VS. MAC) Once you have successfully set up your new phone, the Microsoft Lync interface will look a little different, if you have already been using Microsoft Lync on your computer. The following are screenshot comparisons for both PC and MAC users. Note: Using Microsoft Lync 2010 in a Windows Virtual Machine setting is NOT supported. PC Users You will see the following new icons/options: Phone for dialing or searching for a contact Audio Device selection to hear audio through the handset, headset, or computer Call Forwarding to forward to Voice Mail, another number, or another contact Lync for PC with VoIP Lync for PC without VoIP Loyola University Maryland Technology Training Center x5600 5

6 MAC Users You will see the following new icons/options: Phone allows you to dial or search for a contact o Call Forwarding is available (under the Phone tab) Allows you to forward to Voice Mail, another number, or another contact Audio Device selection to hear audio through the handset, headset, or computer Lync for MAC with VoIP Lync for MAC without VoIP Loyola University Maryland Technology Training Center x5600 6

7 Make a Call There are several ways to make a call from your phone, including the traditional way: Call using the keypad Call from the Contacts screen on your phone Call by searching for a contact using the keypad Call from Microsoft Lync 2010 on your computer Note: Regardless of the method used to make a call, if your Lync phone is connected to the USB port on your computer, you may see the Lync call initiate on the computer as well. The following is an example of a call placed from the phone using the keypad: PC Users: You will see the Lync pop-up window indicating that the call is being placed MAC Users: The Lync pop-up window will not display if you initiate the call from the phone. Call using the KeyPad Use the handset or Speakerphone button and dial as you would normally, omitting 9 and 1 at the beginning. Then press the Right Select Key beneath the Call indicator. Note: If you do not press the Right Select Key, the call will still initiate. It will just take a few more seconds. No need to dial 9 or 1 first Loyola University Maryland Technology Training Center x5600 7

8 Call from Contacts Screen From your phone s Home Screen, use the Up & Down Arrow Keys, then the Left Select Key to select the Contacts icon. Then use the Up & Down Arrow Keys to select Contact Group and Contact. Press the Right Select Key to Call. Call by Searching for a Contact Press the numbers on the phone keypad that correspond to the contact name or the phone extension. For example, to find Mena Gawargi, begin pressing 6362, which corresponds to the letters, M-E-N-A. You should see a list of contacts appear. When you find the contact you want to call using the Up & Down Arrow keys, select Call by pressing the Right Select Key. Loyola University Maryland Technology Training Center x5600 8

9 Call from Microsoft Lync 2010 on your computer You can start a voice call directly from the computer, instead of the handset. For PC users, you will see the call initiate on the handset, as well as the computer. To place a call from the computer: PC Users: Open Lync 2010 on your computer. In the Microsoft Lync main window, click Groups, and then click the group the contact is in. Click the Call button next to the contact you want to call. PC Users: You will see the call initiate on the computer and the Lync phone. You have the option of sending the call to the handset or headset, by clicking on the Select Audio Device drop-down menu and selecting the preferred device. Loyola University Maryland Technology Training Center x5600 9

10 MAC Users: Open Lync 2010 on your computer. You may select the audio device by clicking on the Audio Device drop-down menu at the bottom of the window. You can select the built-in microphone on the MAC or a headset, if available. Lync TM Phone User Guide In the Microsoft Lync main window, click Contacts, double-click on contact name, then select the phone icon. MAC Users: You will see the call initiate on the computer and the Lync VoIP phone. You have the option of sending the call to the handset or headset, by clicking on the Audio Device drop-down menu and selecting the preferred device. Loyola University Maryland Technology Training Center x

11 Receive a Call There are several ways of handling an incoming call: Pick up the handset to answer Click on the Left Select Key to answer OR Lync TM Phone User Guide Send the call to Voice Mail by clicking on the Right Select Key Locking and Unlocking the Phone Locking your phone prevents unauthorized access to your contact list, Outlook schedule, voice mails, and call logs. The phone will automatically lock itself if you log off, lock your computer, or time out. To lock your phone, push the Menu key, then select Lock Phone and press the Left Select Key. To Unlock the phone, press the Left Select Key, enter your unlock PIN, then press the Left Select Key again. If you forget your Unlock PIN, please call the Help Desk to reset it. Outgoing calls can still be placed from the keypad if a phone is LOCKED. View Call Logs The View Call Logs screen displays a history of incoming, outgoing, and missed calls. From the Home Screen, select the Call Logs icon using the Up & Down Arrow Keys. From the All Calls screen, you can browse through the list of calls using the Up & Down Arrow Keys. Click on Open to view the Contact Card. Click Menu to select a specific category of calls you wish to view: Missed, Incoming or Outgoing. Loyola University Maryland Technology Training Center x

12 Check Voice Mail Before you can use Voice Mail, you will need to establish a Voice Mail PIN. Please refer to the Microsoft Lync 2010 VoIP Phone & PIN Set-Up Guide for instructions on how to set this PIN up. Once the voice mail option is enabled, you can access your voice mail to check messages or to change your voice mail greeting. Dial x4500 and follow the prompts to set up your personal name and greeting. If you have unheard messages, the Voice Mail icon displays a small number indicating how many messages you have and a red light appears at the upper right corner of your phone. You may listen to voice messages either on the Lync phone or on your computer. Check Voice Mail from the Phone You can access voice mail by dialing the Lync voice mail service or using the LCD display on the phone: Dial x4500, enter your password, and follow the voice prompts. OR From a remote location, dial and follow the voice prompts. OR From your phone s Home Screen, select the Voice Mail icon using the Up & Down Arrow and Left Select Keys. Loyola University Maryland Technology Training Center x

13 The Voice Mail screen displays the message date and/or time of the call. For contacts listed in your personal contacts, the name and contact card of the sender also displays. Press the Left Select Key to play the message. To delete Voice Mail, select Menu, then Delete Voice Mail. Check Voice Mail in Lync Select the Phone option and you will see Voice Mail messages at the bottom of the screen. Hover over the voice mail you wish to listen to and click the Play button located inside the message. To delete the Voice Mail, right-click on the Voice Mail and click on Delete Item. Loyola University Maryland Technology Training Center x

14 Check Voice Mail in Outlook You will also receive Outlook notification of the Voice Mail. It will include the voice mail transcribed into text (see Voice Mail Preview ) and the ability to play the voice mail on the computer or on the phone. PC Users: You can play the voice mail audio on the computer using either of the two Play buttons. To play the voice mail on your phone, click the Play on Phone button. When you are prompted to enter a phone number, enter your Loyola address and click on Dial. When the phone rings, press the Left Select Key to Answer. MAC Users: You can play the voice mail audio on the computer only, by clicking on Preview. Loyola University Maryland Technology Training Center x

15 Manage Multiple Calls During a call, you have several call handling options. You can place a call on hold, answer another call, or place another call. Place a Call on Hold The In call screen will display when you are on a call. To place the call on hold, click the Right Select Key (Hold). To take the call off hold, press the Right Select Key (Resume). Answer an Incoming Call While on a Call From the Incoming call screen, select Answer. Your active call is placed on hold and your second call is answered. Loyola University Maryland Technology Training Center x

16 Switch Between Two Calls Press the Home Key on the phone, select the Active Calls icon by using the Up & Down Arrow Keys, then press the Left Select Key for Select or the OK key. From the In Call screen, use the Up & Down Arrow Keys to select the call that you want to activate, and then select Resume. Merge Calls To merge two calls, press the Menu key, then using the Up & Down Arrow keys, select Merge Calls then press the Left Select Key for Select or the OK key. The two separate calls will then be merged into one conference call, along with the participants names. Loyola University Maryland Technology Training Center x

17 Make a New Call While on a Call From the In Call screen, select Menu, and then select New Call. Your active call is placed on hold. Enter a phone number or select a contact, and then select Call. End a Call From the In Call screen, select End. Loyola University Maryland Technology Training Center x

18 Transfer a Call You can transfer calls several ways: To someone else, either directly (without speaking to them), or by talking with them first. To a Parking Lot so that the call can be placed on hold and retrieved by someone else. To your mobile phone. Transfer a Call to Someone Else From the In Call screen, select Menu, and then select Transfer Directly To. Enter a number or select a contact, and then select Transfer. While the call is being transferred, the caller will hear hold music. Consult with Someone Before Transferring a Call From the In Call screen, select Menu, and then select Consult then Transfer To. Enter a number or select a contact. After you speak with the person you re transferring the call to, select Complete Transfer. Loyola University Maryland Technology Training Center x

19 Transfer a Call to a Parking Lot If you receive a call that needs to be transferred to a conference room or another department, you can park the call in a holding queue for retrieval by you or someone else. The holding queue provides a number that can be given to a person to retrieve the call. From the In Call screen, select Menu. Using the Up & Down Arrow keys, select Transfer to Parking Lot, then press the Left Select Key for Select or the OK Key. The call will be placed on hold. A notification appears, displaying a retrieval number to call to pick up the call. Contact the department that you want to answer the call, and give them the number from the notification. From the recipient s Lync phone, dial the retrieval number to pick up the call. Transfer a Call to a Mobile Phone 1. To do this, you will first need to input your mobile number into Lync. From Lync on the computer, click on Tools, then Options, then Phones. Select Mobile Phone, then enter your mobile number, preceded by +1 (i.e ), then click OK. 2. Then, when you receive an incoming call: From the In Call screen, select Menu, and then select Redirect to Mobile Phone. Loyola University Maryland Technology Training Center x

20 Set up a Conference Call You can start a conference call during a phone call and add more participants. There is no limit to the number of participants you can add. To set up a conference call From the In Call screen, select Menu. Using the Up & Down Arrow Keys, select Add Others, then press the Left Select Key for Select or the OK Key. To add a participant, enter a phone number or select a contact, and then select Add. To add more participants, repeat this procedure. Loyola University Maryland Technology Training Center x

21 Forward Calls You can configure your phone so that calls coming in are forwarded to Voice Mail, another number, or to one of your contacts. You can also ring another phone number simultaneously. Forward Calls to Voice Mail From the Home Screen, select Menu, then Call Forwarding using the Up & Down Arrow Keys. Select Forward to Voice Mail using the Up & Down Arrow Keys. Press the Left Select Key or the OK Key twice. Forward Calls to a Contact or Phone Number From the Home Screen, select Menu, then Call Forwarding, then Forward to a contact or any phone number. You may enter a phone number, select from the list of contacts, or search for a contact by pressing the keys that correspond to the contact s name. Then select OK. Loyola University Maryland Technology Training Center x

22 Simultaneously Ring a Phone Number From the Home Screen, select Menu, then Call Forwarding, then Simultaneously ring a phone number. Enter a phone number and select OK. Turn Call Forwarding Off From the Home Screen, select Menu, then Call Forwarding, then Do not forward calls. Select the Left Select Key or the OK Key twice. Loyola University Maryland Technology Training Center x

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