User Guide. Version 2.0 (Spring 2008)

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1 User Guide Version 2.0 (Spring 2008)

2 Contents Welcome to Versature... 3 Getting Help... 3 Calling Features... 4 Understanding Button Types... 4 Making a Call... 5 Redialing... 6 Parking a Call... 7 Conference Calling... 8 Transferring Calls: Attended Transfer... 9 Transferring Calls: Blind Transfer Transferring to Voic Adjusting the Volume Enabling Do Not Disturb Enabling Headset Memory Mode Adjusting the Display Contrast Setting the Ring Type Using Call Lists Working with the Contact Directory Taking Advantage of Speed Dial Lists Using Distinctive Ringing / Call Treatment Voic Features Accessing Voic From Your Own Phone Accessing Voic from Another Phone Changing the Default Voic Greeting Retrieving a Voic Message... 23

3 Welcome to Versature Achieving the benefits of using your Small Business Communications system is quick and easy. Refer to the Quick Start Guide for instructions to unpack and install the Polycom Soundpoint IP phone. After that, you are set to make your first call ( Making a Call on page 5) or any of the other supported features detailed in this guide. Getting Help To contact Versature for support: Send an to While using a Versature phone, dial 611 and lift the handset. If you are not using a Versature phone, call or toll-free at VERSA. Hours of support: M-F 8 a.m. to 6 p.m. (EST) Versature User Guide - 3

4 Calling Features Understanding Button Types This guide refers to three types of buttons on the Polycom phone: Key Type Description Examples Dial pad Number buttons used for dialing. Phone number, such as Extension, such as 101 Fixed buttons Buttons that always have the same function and are always present. Soft keys Keys that are seen on the lower portion of your phone s display area and that change to match your current activity. New Call Forward Send Press the button below the soft key to make the selection. - 4 Versature User Guide

5 Making a Call When making a call, you can use 7, 10 or 11 digit phone numbers as well as 3 or 4-digit extensions. Note: When dialing a 7 digit number, the system assumes that you are calling someone in your area code, and adds the corresponding prefix to the number for you. To make a call: 1 Enter the number you wish to reach by using the dial pad. (Use the arrow and Del keys to edit the number, if required.) Note: Do not enter 9 at the beginning of the phone number. 2 Once the correct number is displayed, pick up the handset. The number is called. Use 7, 10, or 11 digit phone numbers and 3-digit extensions Dialing 9 is not required It s recommended to dial your number first, then pick up the handset Versature User Guide - 5

6 Redialing You can redial any previously-dialed number. To redial a phone number: 1 Do one of the following: Press the Redial button to automatically dial the last call dialed from your phone. or Press the right arrow key to display previously-placed calls, use the up and down arrows to select the phone number, and then press the right arrow key again to dial that number. or Press the Directories button select Call Lists, and then select Placed Calls to scroll through the previously-placed calls and select one. or Press the Call Lists button and then select Placed Calls to scroll through the previously-placed calls and select one. 2 Once the phone number is selected and the dialing starts, pick up the handset. Many ways to search and select previouslyplaced calls Store up to 100 Placed Calls - 6 Versature User Guide

7 Parking a Call You may want to park a call temporarily when moving from one phone to another during a call. To park a call: 1 During a call, press the Transfer button to place the current caller on hold. 2 Press the Blind soft key. 3 Dial 77 and then the number of the parking slot you wish to use (for example, 772 to transfer to parking slot 2). Press the Send soft key. 4 Press the Transfer button again to park the call. Blind 77x Send To retrieve a parked call: Ensure that you know the extension (parking slot) number to which the call was transferred during the Park process. The parked call can be retrieved from any other office phone. 1 To retrieve the caller from any other phone in the office, dial 78 and then the number of the parking slot to which the call was transferred (for example, 782 for extension 2). 2 When you pick up the handset, you are automatically connected to the parked caller. Park a call while moving to another office or if you re not sure where the recipient will take the call. Versature User Guide - 7

8 Conference Calling You can connect with two other callers in a conference call (three-way calling). To create a conference call: 1 Place a call to the first party. 2 Press the Conference button or press the Confrnc soft key. The first party is placed on hold. 3 Dial the number for the second party and press the Send soft key. Note: To cancel the conference and return to the first party, press the Cancel soft key. 4 When the second party answers, press the Conference button again to connect all three callers. Note: To separate the calls during or after the conference call, press the Split soft key. Second party s # Send Connect with two other parties Simple to use - 8 Versature User Guide

9 Transferring Calls: Attended Transfer An attended transfer allows you to speak to the destination (introduce) before transferring a caller. Prior to accepting the call, the destination phone shows the CallerID for the person doing the transfer. If you do not want to introduce the transferred call, see Setting Up a Blind Transfer on page 10. To create an attended transfer: 1 During a call, press the Transfer button to place the current caller on hold. 2 Dial the extension (or external phone number) of the person you want to transfer the call to. 3 Press the Send soft key. 4 When the destination person answers, introduce the call. 5 Press the Transfer button again to complete the transfer. Enter extension/number Send Introduce the call Introduce a caller prior to transferring Person receiving the transferred call sees details of person doing the transfer Versature User Guide - 9

10 Transferring Calls: Blind Transfer A blind transfer allows you to transfer a call to the destination directly (without an introduction). The destination phone shows the details for the caller (not the person doing the transfer). To introduce a transfer first, see Setting Up an Attended Transfer on page 9. To create a blind transfer: 1 During a call, press the Transfer button to place the current caller on hold. 2 Press the Blind soft key. (This means that you will not introduce the caller to the destination person.) 3 Dial the extension (or external phone number) of the person you want to transfer the call to. 4 Press the Send soft key to complete the transfer. Blind Enter extension/number Send Transfer a caller without introducing them Person receiving the transferred call sees details of original caller - 10 Versature User Guide

11 Transferring to Voic You can transfer directly to the voic of the destination". You may want to do this if you know that the destination person is at their desk but unavailable for calls. To transfer a call directly to the voic of another person: 1 During a call, press the Transfer button to place the current caller on hold. 2 Press the Blind soft key. (This means that you will not introduce the caller to the destination person.) 3 Dial the extension of the person you want to transfer the call to and ADD a 7 (for example, 1017 for extension 101). 4 Press the Send soft key to complete the transfer. Blind Enter extension AND 7 Send Transfer a caller directly to the voic of another person Simple to use just add a 7 Versature User Guide - 11

12 Adjusting the Volume You can adjust the ringer and receiver volume. To adjust the receiver volume: 1 After answering a call, use the volume keys at the bottom of the phone to decrease or increase the volume through the receiver. To adjust the ringer volume: 1 While the phone is not being used, use the volume keys at the bottom of the phone to decrease or increase the ringer volume. Adjust receiver volume during a call Adjust ringer volume when phone is idle - 12 Versature User Guide

13 Enabling Do Not Disturb You can prevent your phone from ringing on incoming calls. Calls received while Do Not Disturb is enabled are sent immediately to your voic and logged in the Missed Calls list. Note: To view the missed calls list, use the Call Lists button. To activate the Do Not Disturb option: 1 Press the Do Not Disturb button The phone s display shows Do Not Disturb. Note: To turn off the Do Not Disturb option, press the Do Not Disturb button again. Stop your phone from ringing Direct calls to voic automatically Versature User Guide - 13

14 Enabling Headset Memory Mode If you use your headset regularly, you can permanently enable it, letting you receive calls through your headset with the press of a single button. To activate the headset memory mode: 1 Press the Menu button. 2 Select Settings => Basic => Preferences => Headset Memory Mode. 3 Highlight Enabled on the Headset Memory Mode display. 4 Press the Select soft key to accept this setting. 5 Press the Menu button to return to the main menu. 6 To accept a call and automatically connect it to your headset, just press the phone line key or Answer soft key. In this mode, calls to or from your phone activate a flashing headset icon on the display beside the date and time. Note: To deactivate the headset memory mode, repeat steps 1 to 3 above and select Disable on the Headset Memory Mode display. Route calls to your headset automatically Easy to disable when not required Recommended headsets are available for purchase from Versature - 14 Versature User Guide

15 Adjusting the Display Contrast You can lighten and darken the display screen of your phone. To adjust the display contrast: 1 Press the Menu button. 2 Select Settings => Basic => Contrast. 3 Press the Up soft key to increase the contrast and the Down soft key to decrease the contrast. 4 To accept the changes, press the Ok soft key. (Press Cancel to exit without saving the contrast changes.) 5 Press the Menu button (or Exit soft key) to return to the Versature main screen. Lighten or darken the display screen Simple to adjust to your comfort level Versature User Guide - 15

16 Setting the Ring Type You can select different phone rings to distinguish between lines or to have a different ring from your neighbour s phone. Note: Also refer to Distinctive Ringing / Call Treatment on page 20 to see how to set a distinctive ring for a specific incoming caller. To change the incoming ring to a desired sound: 1 Press the Menu button. 2 Select Settings => Basic => Ring Type. 3 Optional If multiple lines are available, select the line to be affected. 4 Press the up and down arrows to highlight the desired ring type. Press the Play soft key to hear the selected ring type. Note: If Silent Ring is selected, incoming calls can only be answered by pressing the Answer soft key. 5 Press the Select soft key to change to the selected ring type. 6 Press the Menu button (or Exit soft key) to return to the Versature main screen. Set up a distinctive ring for each phone line Pick up Silent Ring calls by pressing Answer - 16 Versature User Guide

17 Using Call Lists You can save a list of missed, received, and placed calls on your phone. By default, a maximum of 100 calls of each type can be saved. You can also store up to 200 frequently-called numbers in your Contact Directory (refer to Contact Directory on page 18). To view and modify your call lists: 1 Do one of the following: Press the right arrow to display Placed Calls. Press the left arrow to display Received Calls. Press the down arrow to display Missed Calls or Press the Directories button, select Call Lists, and then select Missed, Received, or Placed Calls. or Press the Call Lists button and then select Missed, Received, or Placed Calls. 2 You can now do one of the following: Press the Edit soft key to modify the displayed number. Press the Dial soft key to call the number. Press the Exit soft key to return to the previous menu. Press the More soft key and then: Press Info to view information about the call. Press Save to store the contact in the Contact Directory (frequently-called numbers). Press Clear to delete the number from the list. Press Exit to return to the Versature main screen. Versature User Guide - 17

18 Working with the Contact Directory In addition to missed, placed, and received call lists, your phone can store up to 200 frequently-called numbers in your Contact Directory. Note: You can also add a number easily from a Call List to the Contact Directory. Refer to Call Lists on page 17. To add or modify a number to the Contact Directory: 1 Press the Directories button and select Contact Directory. 2 If there are no previous entries in the Directory, enter a new number by pressing the Add soft key. 3 Use the key pad to enter the contact s first and/or last name. Press the 1/A/a soft key to select between numeric, upper-case, and lower-case modes. Press the Encoding soft key to access other languages. 4 Enter the contact number (extension or phone number). This is a required field and must be unique (not already in the directory). 5 If applicable, enter selections for Speed Dial Index, Ring Type, and Divert Contact. (See Speed Dial on page 19 and Ring Type on page 16.) 6 When entries are complete, press Save to confirm the changes and then press Exit to return to the Versature main screen. To search for a specific contact number: 1 Press the Directories button and select Contact Directory. 2 Press the More soft key and then Search. 3 Using the key pad, enter the first few characters for the First or Last name of the contact. 4 Press the Search soft key again. Successful matches are displayed and can be dialed directly from the list Versature User Guide

19 Taking Advantage of Speed Dial Lists You can pre-assign frequently-called phone numbers to specific lines for quicker dialing. To add an existing contact to a speed dial key: 1 Press the Directories button and select Contact Directory. 2 Highlight the applicable number and press the Edit soft key. 3 Scroll down to the Speed Dial Index field and enter a number for the speed dial (starting at 1). Index #1 is linked to the first line key, #2 to second line key, and so on. (You can reorder by modifying this number later). 4 Press the Save soft key. To add a new number to a speed dial key: 1 Press and hold an empty line key. The Add to Directory display appears and you can now enter the information for the contact. 2 When complete, press the Save soft key. The contact number is also listed on the Speed Dial Info page, with the applicable (index) number beside it. Note: To access speed dial numbers, press the up arrow from the Versature screen. If you know the 2 digit speeddial number, you can enter it and the phone will immediately dial; or, you can scroll through to find the speed dial you want. Versature User Guide - 19

20 Using Distinctive Ringing / Call Treatment You can set distinctive incoming ringing tones for contacts, to allow for caller identification by a specific ring tone. To set up a distinctive ring for a contact: 1 Press the Directories button and select Contact Directory. 2 Select a contact from the list. 3 Press the Edit soft key. 4 Select Ring Type. 5 Enter a number corresponding to one of the ring types available. Refer to Ring Type on page 16 for information on viewing ring types. 6 Press the Save soft key to confirm the setting. 7 Press the Directories button to return to the Versature main screen. Set up a distinctive ring for specific contacts Simple to set up - 20 Versature User Guide

21 Voic Features Accessing Voic From Your Own Phone You can retrieve your voic s and change greeting messages easily from your local phone. Note: You do not have to enter your personal identification number (PIN) to retrieve messages using your own phone. Also refer to Retrieving a Voic Message on page 23. To access voic from your own phone: 1 Dial your own extension number. 2 Pick up the handset. Accessing Voic from Another Phone You can retrieve your voic s and change greeting messages easily from any other phone by dialing your extension. Note:You DO have to enter your personal identification number (PIN) to retrieve your messages from another phone. To access voic from another phone: 1 Dial your own extension number (or full phone number and extension). 2 When the voic greeting is played, press **. 3 When prompted, enter your PIN number and #. Extension # ** PIN # Versature User Guide - 21

22 Changing the Default Voic Greeting You can set up your voic box with a custom greeting. The default message indicates to the caller that the user is unavailable to answer the call. To change the default voic greeting. 1 Access your voic box. See Accessing Voic From Your Own Phone or Accessing Voic from Another Phone on page Press 2 to select the Record Greeting option. If you have an existing greeting, it will be played. 3 Press 1 to start recording a new greeting. 4 Press 0 to stop the recording. 5 Press 5 to save your greeting (or press 1 to re-record). Your new greeting is played for you. Customize your voic message Easy to set up and change - 22 Versature User Guide

23 Retrieving a Voic Message You can check your new (and old) voic messages, including the date and time that the message was left. To retrieve a voic message: 1 Access your voic box. See Accessing Voic From Your Own Phone or Accessing Voic from Another Phone on page Press 1 to select the Listen to messages option. 3 Press 1 to play the first new message. or Press 8 to play older, saved messages. 4 After listening to a message, you can: Press 1 to play the next message. Press 2 to save the message. Press 3 to delete the message. Press 5 for message detail (date/time) Press *1 to repeat the message. Play voice messages easily Customize you voic box Versature User Guide - 23

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