Phone & Features Guide. Edition Eleven

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1 Phone & Features Guide Edition Eleven

2 Contents Introduction To The Guide Star2Star Supported Phones Polycom Phones a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Missed Call Display j). Do Not Disturb k). Changing Ringtones l). Voic Access m). Speed Dials n). Polycom Buddy Watch / Presence Feature o). Call Park p). Expansion Modules q). Phone Options Polycom IP 4000 and IP 6000 Conference Phones a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference h). Volume controls i). Do Not Disturb j). Missed call display k). Voic Access l). LED Indicators m). Call Park n). Phone Options Polycom IP 5000 Conference Phone a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Edition Eleven Page 2 of 289

3 h). Volume controls i). Do Not Disturb j). Missed call display k). Voic Access l). LED Indicators m). Call Park n). Phone Options Polycom Productivity Suite Software Grandstream Phones a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Do Not Disturb j). Missed Call Display k). Changing Ringtones l). Voic Access m). Phone Options n). Speed Dials o). Call Park Polycom VVX500 Business Media Phone a). Phone Views b). Answering calls c). Placing calls d). Ending calls e). Headsets f). Responding to Incoming calls g). Holding calls h). Transferring Calls i). Conference Calls j). Forwarding Calls k). Do Not Disturb l). Voic m). Recent Calls n). Contact Directory o). Recording Calls p). Playing Recorded Calls q). Using the Browser r). Push-to-Talk (PTT) s). Calendar t). Using a Mouse and Keyboard with your phone u). Logging into Phones Edition Eleven Page 3 of 289

4 v). Locking/Unlocking the Phone w). Customizing your Phone x). Administrative Tasks S2S 3000 Softphone a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Do Not Disturb j). Missed Call Display k). Changing Ringtones l). Voic Access m). Speed Dials n). Call Park S2S 3000 Softphone Guide S2S 3000 Softphone Download / Transfer license to another PC S2S 3000 Softphone - Audio Device Setup Panasonic KX-TGP500 Phones a). Supplied accessories b). Setting up the base unit c). Setting up the handset d). Handset features e). Answering a Call f). Making a Call g). Microphone Mute h). Call Waiting i). Transferring a Call j). Conference Calls k). Call Share l). Phonebook m). Call Forwarding n). Changing the ring count o). Do not disturb p). Block anonymous calls q). Changing the handset name r). Setting Date and Time s). Updating the base unit software t). Registering a handset to the base unit u). Using Caller ID v). Voic w). Intercom x). Belt Clip Edition Eleven Page 4 of 289

5 y). Wall mounting charger z). Base unit mounting Spectralink 8400 Series Wireless Telephone a). Home Screen b). Session Manager c). Answering a Call d). Making a Call e). Managing active calls f). Holding a call g). Resuming a call h). Muting a call i). Speakerphone j). Transferring a call k). Conference calls l). Forwarding calls m). Do Not Disturb (DND) n). Speed Dial o). Voic p). Battery Charging q). User Settings snom Phones a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Do Not Disturb j). Missed Call Display k). Changing Ringtones l). Voic Access m). Speed Dials n). Call Park ( Key System Mode ) o). Expansion Modules p). Phone Options q). PA1 Paging Device snom m3 IP DECT Wireless Phone a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Edition Eleven Page 5 of 289

6 h). Volume controls i). Missed call display j). Voic Access k). How to Lock / Unlock the keypad l). Call Park Cisco Phones (SPA525G2) a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Missed Call Display j). Do Not Disturb k). Changing Ringtones l). Voic Access m). Directory n). Call Park o). Speed Dials p). Attendant Console (Expansion Modules) q). Advanced Features (Bluetooth) q). Advanced Features (Bluetooth Mobile Phone) (contd) q). Advanced Features (Bluetooth - Headset) (contd) q). Advanced Features (Charging Your Mobile Phone) n). Advanced Features (Playing MP3 Files on Your Phone) Cisco Phones (SPA50xG Series and SPA303G) a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Missed Call Display j). Do Not Disturb k). Changing Ringtones l). Voic Access m). Directory n). Call Park o). Speed Dials p). Attendant Console (Expansion Modules) Cisco Phones Configuring the SPA500S Attendant Console(s) Cisco Phones (7940 / 7960 Series) Edition Eleven Page 6 of 289

7 a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Missed Call Display j). Do Not Disturb k). Changing Ringtones l). Voic Access m). Directory n). Call Park Yealink SIP-T20P Telephone a). Making a Call b). Answering a Call c). Placing a call on Hold d). Do Not Disturb e). Forwarding Calls f). Transfer Calls g). Conference Calls h). Parking Calls i). Directed Call Pickup j). Anonymous Call k). Voic l). Contact Directory Yealink SIP-T22P Telephone a). Making a Call b). Answering a Call c). Placing a call on Hold d). Do Not Disturb e). Forwarding Calls f). Transfer Calls g). Conference Calls h). Parking Calls i). Directed Call Pickup j). Anonymous Call k). Voic l). Contact Directory Yealink SIP-T26P Telephone a). Making a Call b). Answering a Call c). Placing a call on Hold d). Do Not Disturb e). Forwarding Calls Edition Eleven Page 7 of 289

8 f). Transfer Calls g). Conference Calls h). Parking Calls i). Directed Call Pickup j). Anonymous Call k). Voic l). Contact Directory Yealink SIP-T28P Telephone a). Making a Call b). Answering a Call c). Placing a call on Hold d). Do Not Disturb e). Forwarding Calls f). Transfer Calls g). Conference Calls h). Speed Dial i). Directed Call Pickup j). Anonymous Call k). Voic l). Text Messages m). Contact Directory Yealink SIP-T32G Telephone a). Making a Call b). Answering a Call c). Do Not Disturb d). Muting a call e). Putting a call on Hold f). Call Waiting g). DSS Keys h). Anonymous Call i). Auto Redial j). Intercom k). Directory l). Voic m). Transfer a call n). Forwarding a call o). Conference Calls Yealink SIP-T38G Telephone a). Making a Call b). Answering a Call c). Do Not Disturb d). Muting a call e). Putting a call on Hold f). Call Waiting g). DSS Keys h). Anonymous Call Edition Eleven Page 8 of 289

9 i). Auto Redial j). Intercom k). Directory l). Voic m). SMS n). Transfer a call o). Forwarding a call p). Conference Calls Yealink EXP38 Expansion Module a). Connect to the phone b). Connect to the next module c). Connect cords d). Configuration e). Programming Keys Yealink EXP39 Expansion Module a). Connect to the phone b). Connect to the next module c). Connect cords d). Configuration e). Programming Keys Analog Phones a). Answering a Call b). Making a Call c). Microphone Mute d). Holding a Call e). Transferring a Call f). Ending a Call g). Creating a 3 Party Conference Call h). Volume Controls i). Missed Call Display j). Do Not Disturb k). Changing Ringtones l). Voic Access m). Speed Dials n). Call Park ***Star2Star System Features*** Call Pickup Intercom Paging Direct Dial to Voic Setting up your Voic Voic Guide Voic to Mobile Service Providers to SMS Gateways (Cell Phone Text Message Alerts) Find-Me / Follow-Me CallerID Blocking Edition Eleven Page 9 of 289

10 36. Inter-Location Dialing StarDialer for Outlook CAC (Call Accounting Codes) PAC (Personal Authorization Codes) Edition Eleven Page 10 of 289

11 Introduction To The Guide This guide is designed to help you get the most out of your Star2Star experience. It provides a detailed explanation for using your phone and the features on your Star2Star system. Please identify your phone type from the guide in section 1. Star2Star Supported Phones. There are subtle differences in operation for each phone model and manufacturer. Star2Star currently supports phones from five different manufacturers, Polycom, Grandstream, snom, Cisco, Yealink. The Softphone (S2S 3000) available for PCs and Macs is also supported. Analog phones can be supported via an adapter. All are referenced throughout this guide. Many of the phones listed use soft keys. A soft key is a button, located alongside a display device which changes during the operation of the phone. Phone features are grouped together by manufacturer type. There is also a section that covers Star2Star System Features i.e. those features that are not specific to a phone type. To easily navigate this document on-line, use the links provided in the Contents pages or click your phone (image) in section 1. Star2Star Supported Phones. Click on the phone model (highlighted link below image) to show a video presentation of the phone e.g. IP 650 Edition Eleven Page 11 of 289

12 1. Star2Star Supported Phones Use the following guide to identify your phone type. Your Star2Star system supports the following devices. This document will reference Polycom, Grandstream, Softphone, snom or Cisco. The Polycom phone model number can be found on the underside of the phone. The snom model number is to the top right side of the phone. The Cisco phone model number is located at top right side of the phone. Polycom Phone See (Note) IP 430 IP 501 IP 601 * IP 32x/33x IP 450 IP 550 IP 560 (GigE) IP 650 * IP 670 * (Color/GigE) * IP Key Expansion Module (Max 3) * IP Key Backlit Expansion Module (Max 3) * IP Key Color Backlit Expansion Module (Max 3) IP 4000 Conference Phone IP 6000 Conference Phone IP 5000 Conference Phone (Note) IP 32x / 33x includes IP 320, IP 321, IP 330, IP 331 and IP 335 Edition Eleven Page 12 of 289

13 1. Star2Star Supported Phones (contd) Grandstream Phone Softphone GXP2000 S2S 3000 (User provided PC Handset/Headset) snom Phone ** 42 Key Expansion Module (Max 3) snom 300 snom 320 ** snom 360 ** snom 370 ** snom m3 IP DECT (wireless) Cisco Phone Cisco SPA303 Cisco SPA501G *** Cisco SPA504G *** Cisco SPA508G *** Cisco SPA509G *** Cisco SPA525G2 *** Cisco SPA500S *** 32 Key Attendant Console (Max 2) Cisco IP Phone 7960 (SIP firmware 8.9) (Note) Phones not supplied by Star2Star Cisco IP Phone 7940 (SIP firmware 8.9) (Note) Phones not supplied by Star2Star Edition Eleven Page 13 of 289

14 Analog Phone Panasonic Phone (Note) Phones not supplied by Star2Star Panasonic KX-TGP500 Yealink Phone Yealink T20P Yealink T22P Yealink T26P Yealink T28P Yealink T32G Yealink T38G Expansion Module EXP38 Expansion Module EXP39 Edition Eleven Page 14 of 289

15 a). Answering a Call Using the Handset: 1. Pick up the handset. Using Hands-Free Speakerphone Mode: 2. Polycom Phones 1. Press, or with the handset on hook press the line key with the active indicator, or the soft key. Using the (optional) Headset: 1. Press to answer the call through an optionally connected headset. In all cases the active call will appear on the display showing call duration and destination. Handling multiple calls: 1. With a call in progress any subsequent calls are displayed by a change in the phones display screen. The user will also hear a short tone to indicate another call is present. Select the down arrow button then select the soft key as shown on the phones display. 2. Your original caller is automatically placed on hold. (Note) the Polycom phone can handle multiple calls per line appearance. 3. Alternatively you may press the hold key. The line key will flash and the phone will ring. Press the line key to answer the new call. 4. Once the phone reaches its multiple call limit the next caller will either hear Voic or follow the phones Find-Me / Follow-Me settings if configured. b). Making a Call Using the handset: 1. Pick up the handset and dial the desired number. If the number is less than 10 digits please press Send or Dial to complete the call. Using Hands Free Speaker Phone Mode: 1. With the handset on-hook, press any assigned line key,, or to obtain dial tone. Dial the desired number. 2. If the number is less than 10 digits please press Send or Dial to complete the call. Using the (optional) Headset: 1. With the headset connected, press any assigned line key,, or to obtain dial tone. Dial the desired number. 2. If the number is less than 10 digits please press Send or Dial to complete the call. 3. (Note) You also have the option to dial directly from the dial pad without first getting dial tone. Simply enter the number then lift the handset or use a headset, press the soft key, or press the or keys. In all cases, the active call will appear on the display showing call duration and destination. 2. Polycom Phones-Making a Call (contd) Edition Eleven Page 15 of 289

16 Redial Last Number: 1. To redial the last number dialed press the redial key. On models IP 32x/33x press the key to display the Placed Call List. Use the press again to dial the number. Up/Down arrow keys to search for the desired number. Then Call Lists: 1. To access a list of calls you have placed, received or missed press 2. Select Features followed by Call Lists. Information on respective calls will be displayed. Alternatively you may select the following arrow keys for fast access: Press for Speed Dials Press for Received Calls Press for Placed Calls Press for Missed Calls Outgoing CallerID: 1. Your phone can be configured to display the Outgoing CallerID of your main number (default setting) or any other number that is configured on your system. 2. The CallerID can also be set to Blocked. 3. System Administration access is required to change these settings. 4. A typical setup could be to display the main company CallerID on the first line appearance and another ID or Blocked for subsequent line appearances. 5. To use this feature, once configured, select the relevant line button to make your call (Note) The number of available line appearances is phone type dependant. 6. Your Outgoing CallerID will reflect what s set in the Star2Star Web Portal. c). Microphone Mute 1. During a call press the red indicator LED on the phone lights and a flashing microphone on the display indicates that the other party cannot hear you. 2. Press again to resume audio. Edition Eleven Page 16 of 289

17 2. Polycom Phones (contd) d). Holding a Call 1. During a call press or the soft key. The call will be placed on hold, the line key will flash red, Hold will be indicated on the display. The caller on hold will hear Music or Message on hold if enabled. 2. Press Hold again, the soft key, or the flashing line key to retrieve the call. If multiple calls are on hold on a single line key, use the and keys to select the desired call, then press the soft key to return to this call. If calls are on hold on more than one line key, the call details can be viewed by pressing and holding the desired line key. If a line key is pressed briefly, the first call on hold on that line key will be retrieved. e). Transferring a Call Blind Transfer (Transfer the call to another party without any announcement): 1. During a call, press the soft key. The caller on hold will hear Music or Message on hold if enabled on your system. 2. Press the soft key. Dial the number you want to transfer the call to then press the Send soft key to complete the transfer. Alternatively you may use the arrow keys to access speed dial numbers, missed, placed, and received call lists. Select a number from one of these lists then press the soft key to complete the transfer. Transfer may be cancelled during establishment by pressing the soft key. The original call is resumed. Transfer (Announced): 1. During a call, press the soft key. The caller on hold will hear Music or Message on hold if enabled on your system. Dial the number you want to transfer the call to then press the Send soft key to complete the transfer. Alternatively you may use the arrow keys to access speed dial numbers, missed, placed, and received call lists. Select a number from one of these lists then press the soft key. 2. When the called party answers, announce the call and press the soft key again or hang-up to transfer the call. f). Ending a Call 1. Press the soft key OR replace the handset, or press if in Hands-free Mode, or in Headset Mode. Edition Eleven Page 17 of 289

18 2. Polycom Phones (contd) g). Creating a 3 Party Conference Call 1. You can create a conference with two other parties using the phones local conferencing feature. 2. Place a call to the first party. 3. Press the Conf soft key to create a new call (the active call is placed on hold). 4. Dial the phone number of the second party or use the display control keys to access your contact directory, missed, received or placed call list. From one of these lists press the soft key. 5. When the second party answers, press the Conf soft key again to join all parties in the Conference or press the call. soft key to put the first call on hold and keep the second call as the active (Note) A conference can be created at any time between an active call either incoming or outgoing and a call which is on hold (on the same line or another line) by pressing the More soft key followed by the soft key. h). Volume Controls 1. Press the volume keys to adjust handset, headset and hands-free speaker volume during a call. 2. Pressing these keys in an idle state will adjust the ringer volume. 3. Your settings will be retained unless the phone is powered off. i). Missed Call Display 1. To view missed calls and clear the missed call display on your phone press the down arrow key. (Polycom IP 32x/33x users see note below) Press for Missed Calls 2. Press this key at any time to view missed calls. 3. Use the Up/Down arrow keys to navigate through the list of calls. 4. You may dial missed calls by pressing the Dial soft key in your phone display. 5. Pressing the Edit soft key in your phone display provides the ability to edit the missed number before dialing. 6. Pressing the More soft key in your phone display will provide further options i.e. Clear, Save, Info, More. 7. Pressing Clear will remove the missed call entry. 8. Pressing Save will temporarily save the missed call as a speed dial which may be retrieved (dialed) by pressing the Up arrow key. (Note) this will be lost if the phone is powered off. 9. Pressing Info will provide details of the missed call i.e. Date/Time. 10. (Note) When using a Polycom IP 32x/33x press the Callers soft key to view Received calls. Missed calls are stored as a Received Call. You may also access this list by pressing, Features and then selecting Call Lists. Use the Up/Down arrow keys to navigate through the list of calls. Edition Eleven Page 18 of 289

19 2. Polycom Phones (contd) j). Do Not Disturb 1. For Polycom IP 430/450/32x/33x press and select Features, and then select Do not disturb. Your phone will be prevented from ringing on incoming calls. Callers will be directed to your voic or Find-Me / Follow-Me if invoked. When the feature is enabled a Do not disturb icon will appear in the phone display. 2. To remove the Do not disturb feature press and select Features, and then select Do not disturb. 3. For Polycom IP 501/601/550/560/650/670 phones press the key to enable/disable the Do not disturb feature. 4. To remove the Do not disturb feature press again. k). Changing Ringtones 1. Press the key to enter the Main Menu. 2. Use the down arrow to select 3. Settings and press the Select soft key as indicated in the phone display. 3. Alternatively just press 3 to shortcut. 4. Select option 1. Basic. 5. Use the down arrow to select 3. Ring Type and press the Select soft key as indicated in the phone display. 6. Alternatively just press 3 to shortcut. 7. The Line Select menu is displayed. Depending on the type of phone in use a number of lines will be displayed. 8. All general calls to your phone will appear on Line1, unless your system administrator or Dealer has configured the system to use an alternative line number. 9. To change the ring tone for Line1 press the Select soft key as indicated in the phone display. 10. The Ring Type menu will be displayed. 11. Use the up/down arrows to browse through the available ring tones for your phone. 12. You will note a checkmark against the current ring tone in use. 13. Use the phone soft keys as indicated in the phone display to Play Exit Select 14. Pressing Play will play the ring tone. 15. Pressing Select will select that ring tone for use as indicated by the checkmark. 16. To access the Ring Tone menu rapidly by shortcuts press the key, followed by 313. Edition Eleven Page 19 of 289

20 2. Polycom Phones (contd) l). Voic Access 1. The red message waiting light indicator will flash to indicate that a new message is waiting. When you lift the handset Stuttering Dial Tone is played. The phone will also periodically send a discreet audible tone indicating that a new message is waiting. 2. To listen to voice messages press the key, dial 1000 or on an IP 320/330 phone press the Msgs soft key as indicated on the phone display if messages are present. 3. Press the Connect soft key indicated in the phones display to connect your phones mailbox. 4. The system will prompt for your password. (Note) as a new user accessing your mailbox for the first time, your password will be the same as your extension number. You will be guided through a short setup process including a password change. Set a password that is different to the extension number. See section Setting up your Voic . m). Speed Dials Description This option allows the user to add / manage individual speed dial numbers for their phone. Items that appear in the Destinations list can be selected. This option also provides the ability to add custom numbers and labels for easy identification i.e. those not in Applications as Dial External Numbers. The number of available speed dials will change if a user has an expansion key module associated with the phone. The number of modules can be set in Basic Settings under the P H O N E S Y S T E M C O N F I G U R A T I O N Menu. Select the Extensions link. The following phones sold by Star2Star Communications can be fitted with an Expansion Module/Attendant Console, sometimes also referred to as a Sidecar : Polycom IP 601, IP 650, IP 670 Snom 320, 360, 370 Grandstream GXP2000 Cisco SPA502G, SPA504G, SPA508G, SPA509G and the SPA525G2 Edition Eleven Page 20 of 289

21 Setup 2. Polycom Phones Speed Dials (contd) 1. Select the Speed Dials option under I N D I V I D U A L P H O N E S E T T I N G S to change the settings associated with the Speed Dial feature. (Note) not available on the snom 300 or m3. 2. Remember to Save Changes to PBX and reboot the phone. To reboot the phone unplug the internet cable momentarily. The phone will restart. (Note) if the phone has a separate power cable connected, momentarily unplug that cable to reboot the phone. Edition Eleven Page 21 of 289

22 2. Polycom Phones Speed Dials (contd) 3. The following examples show configuration of the Speed Dial feature for a Polycom phone. You may add multiple speed dial entries on a Polycom phone. Check this option if you wish to use the Polycom Buddy Watch / Presence feature. Select the up arrow on a Polycom phone for fast access to speed dial numbers. (Note) press the Dir soft key on a Polycom 32x / 33x. You may append the Company Directory to your speed dial list, including any other locations. Select the speed dial # using the drop down bar. Make your selection from the available options. As you complete an entry another available entry will appear on screen. 4. The following example shows configuration of the Speed Dial feature for a Polycom IP 601 or IP 650 with 1 Expansion module added. You can also add additional Speed Dials to the phone. A Polycom expansion module has 14 physical keys available. Up to 3 modules can be fitted to the IP 601/650/670 phones. All 42 keys can be programmed via the Speed Dials option if all 3 modules are fitted. You may add additional Speed Dials as required. These will appear on the phone and can be accessed via the Up arrow key (Note) press the Dir soft key on a Polycom 32x / 33x. Edition Eleven Page 22 of 289

23 2. Polycom Phones Speed Dials (contd) 5. To add a Custom Number and label for easy identification, select the Add Custom Number toward the bottom of the selection list. Add the number and associated label. (Note) this feature is available for the following phones; Polycom, Grandstream and snom (not 300 or m3). Select the Add Custom Number option. Enter the Custom number and Label. Edition Eleven Page 23 of 289

24 2. Polycom Phones (contd) n). Polycom Buddy Watch / Presence Feature Users can also set the Polycom Buddy Watch feature in the Speed Dial screen. Buddy Watch provides users with the ability to monitor the Presence of a number of local users. By setting this feature for a particular extension you can quickly determine the status i.e. busy or available. This feature works in conjunction with the Speed Dial / Directory list set on your phone i.e. use the Polycom Phones Speed Dial configuration examples to create your list. Check this option if you wish to use the Polycom Buddy Watch / Presence feature. o). Call Park 1. To park a call and retrieve from a different phone perform an attended (Announced) transfer to a. See section Transferring a Call 2. The system will play back a retrieval code ( ). a. The system provides up to 99 park positions 3. When the caller is Parked they will hear Message / Music on hold if enabled on your system. 4. To retrieve the call, dial the retrieval code to reconnect to the call. 5. If the call remains parked for longer than the system timeout (see On-Hold Options in the Portal Advanced Settings) the call will ring back on the originating extension. Edition Eleven Page 24 of 289

25 2. Polycom Phones (contd) p). Expansion Modules The following Star2Star Polycom phones can be fitted with an Expansion Module also sometimes known as a sidecar. Compatible Phones Expansion Module Unit Description Features Polycom IP 601 Polycom IP 650 Polycom IP 670 The unit is self powered and has 14 programmable buttons, LED s and display. Up to 3 units can be fitted to a single phone. Use the Star2Star web portal Speed Dial option to configure your expansion module. Commonly used numbers can be added either from the system Application-Dial External Numbers or custom numbers and labels. You can also add extensions and monitor the presence of a local extension. Generally you would monitor an extension on its Line 1 appearance. This is where all calls arrive by default. (Note) When monitoring extensions the lamp will only light when the extension is actually connected to a call or ringing with a new call. Edition Eleven Page 25 of 289

26 2. Polycom Phones (contd) q). Phone Options Polycom users can set additional phone options using the Star2Star web portal. 1. Select Phone Options under I N D I V I D U A L P H O N E S E T T I N G S to configure the following options: a. Enable Acoustic Echo Cancellation. See (Note) below. b. Disable Call Waiting Tone. The tone that is played to indicate the arrival of a new call when busy. c. Disable Message Waiting Tone. The periodic alert tone that plays to indicate that new voic messages are waiting. d. Disable Message Waiting Stutter Tone. The interrupted dial tone that is heard when new voic messages are waiting. e. Set the phone to auto answer. f. Holding Reminder Tone. The tone that is heard when you have calls held on your phone. (Note) Acoustic Echo Cancellation should only be used under instruction from the Star2Star Technical Support organization. Click here to change Phone Options Edition Eleven Page 26 of 289

27 3. Polycom IP 4000 and IP 6000 Conference Phones a). Answering a Call 1. Press or the Answer soft key. b). Making a Call 1. Press and dial the number or dial the number first, and then press. c). Microphone Mute 1. During a call press. 2. If you are using external microphones, you can also press on the microphones. You can hear all other parties while Mute is enabled. 3. To turn off Mute, press again. d). Holding a Call 1. During a call, press the Hold soft key. 2. Press the Resume soft key to resume the call. e). Transferring a Call Blind Transfer (Transfer the call to another party without any announcement): 1. During a call, press soft keys More then Trnsfer (the active call is placed on hold). The caller on hold will hear Music or Message on hold if enabled on your system. 2. Press the Blind soft key. 3. Place a call to the party you wish to transfer the call to, press the Send soft key to complete the call. Edition Eleven Page 27 of 289

28 3. Polycom IP 4000 and IP 6000 Conference Phones-Transferring a Call (contd) Transfer (Announced): 1. During a call, press soft keys More then Trnsfer (the active call is placed on hold). The caller on hold will hear Music or Message on hold if enabled on your system. 2. Place a call to the party you wish to transfer the call to, press the Send soft key. 3. After speaking with the second party, press soft keys More then Trnsfer to complete the transfer. (Note) Transfer can be cancelled by pressing the Cancel soft key. The original call is resumed. f). Ending a Call 1. Press or the EndCall soft key. g). Creating a 3 Party Conference 1. With a call in progress, press soft keys More then Confrnc to create a new call (the active call is placed on hold). 2. Place a call to the second party. 3. When the second party answers, press soft keys More then Confrnc again to join all parties in the conference. (Note) When a conference call has been established, pressing the Split soft key will split the conference into two calls on hold. Placing the call on hold on the conference originator s phone will place the other parties in the conference on hold. (Note) A conference can be created at any time between an active call either incoming or outgoing and a call which is on hold (on the same line or another line) by pressing the More soft key twice followed by the soft key. Ending the call on the conference originator s phone will allow the other parties to continue the conference. h). Volume controls 1. Press the volume keys to adjust the speaker volume during a call. 2. Pressing these keys in idle state adjust the ringer volume. i). Do Not Disturb 1. Press, Features, and then press to toggle Do Not Disturb on and off. A flashing icon and text on the display confirm that the feature is enabled. Edition Eleven Page 28 of 289

29 3. Polycom IP 4000 and IP 6000 Conference Phones (contd) j). Missed call display 1. To quickly view missed calls and clear the missed call display on your phone press the down arrow key. 2. Press this key at any time to view missed calls. 3. Use the Up/Down arrow keys to navigate through the list of calls. 4. You may dial missed calls by pressing the Dial soft key in your phone display. 5. Pressing the Edit soft key in your phone display provides the ability to edit the missed number before dialing. 6. Pressing the Info soft key to view detailed call information. 7. Pressing Clear will remove the missed call entry. 8. Pressing Save will temporarily save the missed call as a speed dial which may be retrieved (dialed) by pressing the Up arrow key. (Note) this will be lost if the phone is powered off. 9. Press to return to the idle display. 10. You may also access Missed, Received, or Placed calls by pressing followed by Features then Call Lists. k). Voic Access 1. The LED indicators on the front of the phone will flash red and stutter dial tone will sound to indicate that message(s) are in the phones mailbox. 2. To access Voic dial The system will prompt for your password. (Note) as a new user accessing your mailbox for the first time, your password will be the same as your extension number. You will be guided through a short setup process including a password change. Set a password that is different to the extension number. See section Setting up your Voic . See also Voic Guide. l). LED Indicators 1. The LEDs located on the top of the phone indicate the current status. a. Green Your call is in progress. b. Flashing green - There is an incoming call. c. Blinking green Your call is held by the other party. d. Red Your call is muted. e. Flashing red You have voice mail. f. Blinking red You have placed the call on hold. Edition Eleven Page 29 of 289

30 3. Polycom IP 4000 and IP 6000 Conference Phones (contd) m). Call Park 1. To park a call and retrieve from a different phone perform an attended (Announced) transfer to a. See section Transferring a Call 2. The system will play back a retrieval code ( ). a. The system provides up to 99 park positions 3. When the caller is Parked they will hear Message / Music on hold if enabled on your system. 4. To retrieve the call, dial the retrieval code to reconnect to the call. 5. If the call remains parked for longer than the system timeout (see On-Hold Options in the Portal Advanced Settings) the call will ring back on the originating extension. n). Phone Options See Section 2. Polycom Phones - q). Phone Options Edition Eleven Page 30 of 289

31 4. Polycom IP 5000 Conference Phone a). Answering a Call 1. Press or the Answer soft key. b). Making a Call 1. Press and dial the number or dial the number first, and then press. c). Microphone Mute 1. During a call press. 2. The console LEDs will glow red. 3. You can hear all other parties while Mute is enabled. The other parties cannot hear you. 4. To turn off Mute, press again. d). Holding a Call 1. During a call, press the Hold soft key. 2. The console LEDs will blink red. 3. Press the Resume soft key to resume the call. e). Transferring a Call Blind Transfer (Transfer the call to another party without any announcement): 1. During a call, press the Trnsfer soft key. 2. The active call is placed on hold. (The caller on hold will hear Music or Message on hold if enabled on your system.) 3. Press the Blind soft key. 4. Place a call to the party you wish to transfer the call to, press the Send soft key to complete the call. Edition Eleven Page 31 of 289

32 4. Polycom IP 5000 Conference Phone - (contd) Transfer (Announced): 1. During a call, press the Trnsfer soft key. 2. The active call is placed on hold. (The caller on hold will hear Music or Message on hold if enabled on your system). 3. Place a call to the party you wish to transfer the call to, press the Send soft key. 4. After speaking with the second party, press the Trnsfer soft key to complete the transfer. (Note) Transfer can be cancelled by pressing the Cancel soft key. The original call is resumed. f). Ending a Call 1. Press or the EndCall soft key. g). Creating a 3 Party Conference To create a three-way local conference call: 1. Call the first party. 2. After the first party answers, press the Confrnc soft key. The active call is placed on hold. 3. Enter the number of the second party, and then press the Send soft key. 4. When the second party answers, press the Confrnc soft key. All parties are now joined in the conference. You can do the following: To put the conference on hold, press the Hold soft key. To resume the conference, press the Resume soft key. To end the conference, press the End Call soft key. (The other parties will remain connected.) To end the conference and split the conference into two separate calls on hold, press the Split soft key. (Note) A conference can be created at any time between an active call either incoming or outgoing and a call which is on hold by pressing the More soft key followed by the Join soft key. h). Volume controls 1. Press the volume keys to adjust the speaker volume during a call. 2. Pressing these keys in an idle state adjust the ringer volume. i). Do Not Disturb 1. Press, Features, and then press the Select soft key to toggle Do Not Disturb on and off. A flashing icon and text on the display confirm that the feature is enabled. Edition Eleven Page 32 of 289

33 4. Polycom IP 5000 Conference Phone - (contd) j). Missed call display 1. To quickly view missed calls and clear the missed call display on your phone press the down arrow key. 2. Press this key at any time to view missed calls. 3. Use the Up/Down arrow keys to navigate through the list of calls. 4. You may dial missed calls by pressing the Dial soft key in your phone display. 5. Pressing the Edit soft key in your phone display provides the ability to edit the missed number before dialing. 6. Press the More soft key followed by the Info soft key to view detailed call information. 7. Press the More soft key followed by the Clear soft key will remove the missed call entry. 8. Pressing the More soft key followed by the Save soft key will temporarily save the missed call as a speed dial which may be retrieved (dialed) by pressing the Up arrow key. (Note) this will be lost if the phone is powered off. Use the Star2Star web portal Individual Phone Setting Speed Dials option to permanently store numbers for your phone. 9. Press to return to the idle display. 10. You may also access Missed, Received, or Placed calls by pressing followed by Features then Call Lists. k). Voic Access 1. A message envelope will appear in the top left portion of the phone display and stutter dial tone will sound to indicate that message(s) are in the phones mailbox. 2. Periodically a message waiting indicator tone will sound. 3. To access Voic dial The system will prompt for your password. (Note) as a new user accessing your mailbox for the first time, your password will be the same as your extension number. You will be guided through a short setup process including a password change. Set a password that is different to the extension number. See section Setting up your Voic . See also Voic Guide. l). LED Indicators 2. The LEDs located on the top of the phone indicate the current status. a. Green Your call is in progress. b. Flashing green - There is an incoming call. c. Blinking red You have placed the call on hold. d. Red Your call is muted. Edition Eleven Page 33 of 289

34 4. Polycom IP 5000 Conference Phone - (contd) m). Call Park 1. To park a call and retrieve from a different phone perform an attended (Announced) transfer to b. See section Transferring a Call 2. The system will play back a retrieval code ( ). b. The system provides up to 99 park positions 3. When the caller is Parked they will hear Message / Music on hold if enabled on your system. 4. To retrieve the call, dial the retrieval code to reconnect to the call. 5. If the call remains parked for longer than the system timeout (see On-Hold Options in the Portal Advanced Settings) the call will ring back on the originating extension. n). Phone Options See Section 2. Polycom Phones - q). Phone Options 5. Polycom Productivity Suite Software This software provides users with enhanced features on the Polycom Phone models listed below. For more details: 1. Access the Star2Star portal and select the CONFIGURATION option at the top of the page. 2. (Note) If you do not have a login please contact your System Administrator or Dealer. 3. Select the User Guides option under I N D I V I D U A L P H O N E S E T T I N G S 4. Click the Polycom Productivity Suite User Guide link to view / download. Recording Calls on the SoundPoint IP 650, 670 Playing Back Recorded Calls on the SoundPoint IP 650, 670 Managing Conference Calls on the SoundPoint IP 450, 550, 560, 650, 670 Edition Eleven Page 34 of 289

35 a). Answering a Call 6. Grandstream Phones Using the Handset: 1. Pick up the handset. Using Hands-Free Speakerphone Mode: 1. Press the SPEAKER key or LINE key. Using the (optional) Headset: 1. Press the SPEAKER key or LINE key to answer a call. Handling multiple calls: 1. Select a flashing red LINE key to answer an incoming call. 2. Subsequent calls (Flashing red LINE keys) can be answered by pressing the associated LINE key. 3. Your original caller is automatically placed on hold. (Note) the Grandstream phone can handle a total of 11 calls. 4. When all 4 LINE keys are in use subsequent incoming calls will appear on the 7 Speed dial keys. 5. Once all 11 are in progress caller #12 will either hear Voic or follow the phones Find-Me / Follow- Me settings if configured. b). Making a Call Using the handset: 1. Pick up the handset, LINE1 will light; dial the desired number and press SEND to complete the call. 2. Alternatively you may press any one of the four LINE keys to dial. Using Hands Free Speaker Phone Mode: 1. With the handset on-hook, press the SPEAKER key to obtain dial tone. Dial the desired number and then press SEND. 2. Alternatively you may press any one of the four LINE keys to dial. Using the (optional) Headset: 1. Press the SPEAKER key or LINE key, dial the desired number and press SEND to complete the call. Redial Last Number: 1. To redial the last number you dialed, pick up the handset, press the SPEAKER key or LINE key and then press Send. Edition Eleven Page 35 of 289

36 6. Grandstream Phones - (contd) Call Lists: 1. Press the OK button to display the Main Menu (See picture below). 2. Select Call History and then Received Calls/Missed Calls/Dialed Calls and select phone number. 3. Press OK to select and press OK again to dial. Press the OK / Menu button to display the Main Menu Outgoing CallerID: 1. Your phone can be configured to display the Outgoing CallerID of your main number (default setting) or any other number that is configured on your system. 2. The CallerID can also be set to Blocked. 3. System Administration access is required to change these settings. 4. A typical setup could be to display the main company CallerID on the first line appearance and another ID or Blocked for subsequent line appearances. 5. To use this feature, once configured, select the relevant line button (1 4) to make your call. 6. Your Outgoing CallerID will reflect what s set in the Star2Star Web Portal. c). Microphone Mute 1. During a call press the MUTE/DEL key. The word MUTE will appear in the phone display indicating that the other party cannot hear you. 2. Press the MUTE/DEL key again to resume audio. d). Holding a Call 1. During a call press the HOLD button. The call will be placed on hold, the LINE key will flash green, HOLD will be indicated on the display. The caller on hold will hear Music or Message on hold if enabled. 2. Press the flashing LINE key to resume. Edition Eleven Page 36 of 289

37 6. Grandstream Phones (contd) e). Transferring a Call Blind Transfer (Transfer the call to another party without any announcement): 1. During a call, press the TRNF key. The caller on hold will hear Music or Message on hold if enabled on your system. 2. The display will change displaying TRANSFER for the respective LINE#. The display will also show DIAL NUMBER (BLIND) OR SELECT LINE (ATTENDED). 3. Dial the number required and press SEND. Transfer (Announced): 1. During a call, press a different LINE key. The caller on hold will hear Music or Message on hold if enabled on your system and the LINE key will flash green. 2. Dial the number required and press SEND. 3. When the called party answers, announce the call and press the TRNF key (The display will change displaying TRANSFER for the respective LINE#. The display will also show DIAL NUMBER (BLIND) OR SELECT LINE (ATTENDED). 4. Press the flashing LINE key to complete the transfer. f). Ending a Call 1. Replace the handset or press SPEAKER if in handsfree mode or using a headset. g). Creating a 3 Party Conference Call 1. This is currently NOT a supported feature on this phone. h). Volume Controls Use the left / right arrow keys to change the volume setting Use the up / down arrow keys to browse 1. To set the ringer volume. 2. Press the OK / Menu button 3. Use the down arrow key to select Preference. 4. Press the OK / Menu button to select. 5. Use the down arrow key to select Ring Volume. 6. Press the OK / Menu button to select. 7. Use the left / right arrow keys to change the volume setting. 8. Press the OK / Menu button to select. 9. Press the left arrow key twice to return. 10. To adjust handset, headset and hands-free speaker volume during a call, press the up / down arrow keys during a call. Edition Eleven Page 37 of 289

38 6. Grandstream Phones (contd) i). Do Not Disturb Use the up / down arrow keys to navigate through options 1. Press the OK / Menu button. 2. Use the down arrow key to select Preference. 3. Press the OK / Menu button to select. 4. Use the down arrow key to select Do NOT Disturb. 5. Press the OK / Menu button to select. 6. Use the up / down arrow keys to Enable or Disable DND. 7. Press the OK / Menu button to select. 8. Press the left arrow key twice to return. 9. The icon will flash in the phone display when the feature is enabled. 10. Callers will be directed to your voic or Find-Me / Follow-Me if invoked. 11. Alternatively you may press the MUTE/DEL button to set the Do NOT Disturb feature. Press the MUTE/DEL button if you do not want to take a call. This will send the caller directly to voic or Find-Me / Follow-Me if invoked. j). Missed Call Display 1. To view missed calls and clear the missed call display on your phone press the Up arrow key. Press the OK / Menu button to display missed call details Press the Up arrow key to display missed calls 2. Press the OK button to display details about the missed call. 3. Use the Up/Down keys to navigate through the list of calls. 4. Use the OK button for a number to display further details. 5. Date and Time is displayed. 6. Select the Dial option to call the number. 7. Select the Remove option to delete from the missed call list. 8. (Note) the missed call feature can be disabled on this phone. Users that have been configured with Portal access can log in to the Star2Star Portal, select CONFIGURATION and change the settings associated with the Phone Options feature. If you do not have a login please contact your System Administrator or Dealer. 9. Select the Phone Options link to hide missed calls, turn on/off the backlight or print Speed Dial labels for your phone. Edition Eleven Page 38 of 289

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