User Guide for the SoundPoint IP 670 Phone

Transcription

1 User Guide for the SoundPoint IP 670 Phone SIP April, 2008 Edition Rev. A SIP 3.0.2

2 Trademark Information Polycom, the Polycom logo design, SoundPoint IP, SoundStation, SoundStation VTX 1000, ViaVideo, ViewStation, and Vortex are registered trademarks of Polycom, Inc. Conference Composer, Global Management System, ImageShare, Instructor RP, ipower, MGC, PathNavigator, People+Content, PowerCam, Pro-Motion, QSX, ReadiManager, Siren, StereoSurround, V 2 IU, Visual Concert, VS4000, VSX, and the industrial design of SoundStation are trademarks of Polycom, Inc. in the United States and various other countries. All other trademarks are the property of their respective owners. Patent Information The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc. Disclaimer Some countries, states, or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers, or the limitation of liability for personal injury, so the above limitations and exclusions may be limited in their application to you. When the implied warranties are not allowed to be excluded in their entirety, they will be limited to the duration of the applicable written warranty. This warranty gives you specific legal rights which may vary depending on local law. Copyright Notice Portions of the software contained in this product are: Copyright 1998, 1999, 2000 Thai Open Source Software Center Ltd. and Clark Cooper Copyright 1998 by the Massachusetts Institute of Technology Copyright The OpenSSL Project Copyright Eric Young (eay@cryptsoft.com). All rights reserved Copyright Jean-Loup Gailly and Mark Adler Copyright , Daniel Stenberg, <daniel@haxx.se> Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the Software ), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to the following conditions: The above copyright notice and this permission notice shall be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED AS IS, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE Polycom, Inc. All rights reserved. Polycom Inc Willow Road Pleasanton, CA USA No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

3 About This Guide Thank you for choosing the SoundPoint IP 670 SIP, a full-duplex, hands-free desktop phone. This unit provides business telephony features and functions such as multiple call appearances, call hold, transfer, and conference over an IP network. This guide provides everything you need to quickly use your new phone. Be sure to verify with your system administrator that your network is prepared for configuring your SoundPoint IP 670 phone. As well, be sure to read the Parts List and Safety Notices sections in this guide before you set up and use the SoundPoint IP 670 phone. You can also find this information at iii

4 User Guide SoundPoint IP 670 Phone iv

5 Contents About This Guide iii 1 Getting Started with Your SoundPoint IP 670 Desktop Phone Parts List Assembling Your SoundPoint IP 670 Desktop Phone Connecting Network and Power Source Connecting the Handset and Optional Headset Attaching the Base Features of Your SoundPoint IP 670 Desktop Phone Before You Use Your SoundPoint IP 670 Desktop Phone Using the Navigation Keys Cleaning the LCD Glass Customizing Your SoundPoint IP 670 Desktop Phone Configuring Basic Settings Changing the Appearance of Time and Date Changing the Display Contrast Changing the Backlight Intensity Changing the Headset Memory Mode Selecting the Correct Headset for Electronic Hookswitch Selecting the Ring Type Changing the Language Changing the Graphic Display Backgrounds Muting the Microphone Adjusting the Volume Managing Call Lists Managing Contacts Adding Contacts Editing Contacts Deleting Contacts v

6 User Guide SoundPoint IP 670 Phone Placing a Call to a Contact Searching For a Contact Managing Incoming Calls Distinguishing Calls Rejecting Calls Diverting Calls System Customizations Supporting Multiple Lines Supporting Multiple Line Keys Per Line Supporting Shared Lines Using the Basic Features of Your SoundPoint IP 670 Desktop Phone Placing Calls Answering a Call Ending a Call Redialing a Number Putting a Call on Hold Setting Up a Conference Transferring a Call Forwarding Calls Enabling Do Not Disturb Assigning Speed Dial Keys Using Voice Mail Using the Advanced Features of Your SoundPoint IP 670 Desktop Phone Using Multiple Call Appearances Using Text Messaging Using Buddy Lists Presence Managing Buddies Integrating With Microsoft Live Communications Server Recording a Call Playing Back a Recorded Call Restarting Your Phone vi

7 Contents 5 Using the SoundPoint IP Color Expansion Module Parts List Connecting the SoundPoint IP Color Expansion Module Features of the SoundPoint IP Color Expansion Module Adjusting the Display Contrast Adjusting the Backlight Placing Calls Answering Calls Assigning Speed Dial Keys Using the Busy Lamp Field Troubleshooting Your SoundPoint IP 670 Desktop Phone. 6 1 Power and Startup Controls Access to Screens and Systems Calling Displays Audio Testing Phone Hardware Safety Notices Safety Notices 1 Index Index 1 vii

8 User Guide SoundPoint IP 670 Phone viii

9 Getting Started with Your SoundPoint IP 670 Desktop Phone 1 This chapter provides basic installation instructions and information for obtaining the best performance with the SoundPoint IP SIP 670 desktop phone. The SoundPoint IP 670 provides a powerful, yet flexible IP communications solution, delivering excellent voice quality. The high-resolution color graphic display supplies content for call information, multiple languages, directory access, and system status. The SoundPoint IP 670 supports advanced functionality, including multiple call and flexible line appearances, HTTPS secure provisioning, presence, custom ring tones, local conferencing, applications, and Polycom s HD Voice technology. The SoundPoint IP 670 provides a visually improved platform for applications which can leverage its color display. Powered by state of the art Gigabit Ethernet IP telephony technology, the SoundPoint IP 670 features a future-proof dual-port Gigabit Ethernet switch for seamless integration with a computer or desktop server. For organizations with existing GigE deployment, the SoundPoint IP 670 delivers unobstructed, high-speed access to data and productivity-boosting data and applications. For organizations with plans to migrate to GigE, the SoundPoint IP 670 protects investment in desktop networking. When equipped with up to three SoundPoint IP Color Expansion Modules, the SoundPoint IP 670 turns into a productivity-enhancing attendant console for attendants to increase call handling capability and to view presence information without the need for a computer. This chapter contains: Parts List Assembling Your SoundPoint IP 670 Desktop Phone Features of Your SoundPoint IP 670 Desktop Phone Before You Use Your SoundPoint IP 670 Desktop Phone 1-1

10 User Guide SoundPoint IP 670 Phone To customize your phone, refer to Customizing Your SoundPoint IP 670 Desktop Phone on page 2-1. To read about the phone s basic features, refer to Using the Basic Features of Your SoundPoint IP 670 Desktop Phone on page 3-1. To read the phone s advanced features, refer to Using the Advanced Features of Your SoundPoint IP 670 Desktop Phone on page 4-1. To add a SoundPoint IP Color Expansion Module to your SoundPoint IP 670 phone, refer to Using the SoundPoint IP Color Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator. Parts List The following components are included in your SoundPoint IP 670 phone package: Polycom SoundPoint IP 670 phone Directories Menu Applications Messages Conference 1 ABC 2 DEF 3 Do Not Disturb Transfer GHI 4 JKL 5 MNO 6 Redial PQRS 7 TUV 8 WXYZ 9 Hold OPER 0 handset and handset cord 1-2

11 Getting Started with Your SoundPoint IP 670 Desktop Phone Phone Base Network / Power Cable Quick Start Guide and registration card Check this list before installation to ensure that you have received each item. If you are missing any items, contact your system administrator. Assembling Your SoundPoint IP 670 Desktop Phone This section describes how to assemble your SoundPoint IP 670 phone. These topics include: Connecting Network and Power Source Connecting the Handset and Optional Headset Attaching the Base If your phone is already assembled, go directly to Features of Your SoundPoint IP 670 Desktop Phone on page 1-9. Connecting Network and Power Source You have two options for network and power source connections. Your system administrator will advise you on which one to use. You can use one of the following methods: AC power Power over Ethernet (PoE) 1-3

12 User Guide SoundPoint IP 670 Phone AC Power To connect the AC power: 1. Connect the supplied network cable between the LAN jack on the phone and the LAN port on the wall or hub/switch device port. 2. Connect the DC plug on the power adapter to the DC 48V jack marked on the phone. 3. Connect the country-specific AC cord to the power adapter. Power Adapter (48V DC) PC Connection (optional) LAN Port Power over Ethernet Using a regular CAT5 cable (optional accessory from Polycom), the phone can be powered from a PoE (IEEE 802.3af) compliant switch or hub. 1-4

13 Getting Started with Your SoundPoint IP 670 Desktop Phone To connect the PoE: Plug the supplied network cable between the LAN jack on the phone and an available power and data port on the in-line power switch. IEEE 802.3af compliant PoE Hub/Switch (terminal or middpan) PC Connection (optional) Connecting the Handset and Optional Headset To connect the handset and optional headset: 1. Connect the short straight end of the phone cord to the handset and the corresponding longer straight end of the cord to the handset jack on the back of the phone. 1-5

14 User Guide SoundPoint IP 670 Phone 2. Connect the headset (optional) to the headset jack on the back of the phone. Headset (optional) Handset For information on supported headsets, go to and enter the string Headset Compatibility List in the Knowledge Base text box. Attaching the Base You can attach the base to the SoundPoint IP 670 phone in one of two ways: As a desk mount As a wall mount Note The wall mount is not included in SoundPoint IP 670 package. Contact your system administrator if you require one. 1-6

15 Getting Started with Your SoundPoint IP 670 Desktop Phone To attach the base as a desk mount: 1. Place all cords in the recessed area above the modular jacks. 2. Align the two protrusions on the bracket with their corresponding holes in the phone. 3. Snap them together to lock the base to the phone. 1-7

16 User Guide SoundPoint IP 670 Phone To attach the base as a wall mount: 1. Place all cords in the recessed area above the modular jacks. 2. On the back of the phone, remove the key located behind the hookswitch and reposition it so that the end tab (at a 45 0 angle) is facing up. 3. With mounting tab of the base unit facing up, fasten the base unit to the wall mount using wall anchors (not included). 1-8

17 Getting Started with Your SoundPoint IP 670 Desktop Phone Features of Your SoundPoint IP 670 Desktop Phone The features of your SoundPoint IP 670 phone are: Item 1 Message Waiting Indicator Description Alert for voice and text (instant) messages. 2 Display Control Keys Scroll through displayed information. Select a field of displayed data. Delete displayed data. 1-9

18 User Guide SoundPoint IP 670 Phone Item Description 3 Feature Keys Access important features using these keys. Access to local directories and call lists. Access to special applications (contact system administrator). Allows connection with multiple other parties for a conference. Transfer of current call to third party. Dials most recently dialed party. Access local (your phone) and global (your organization) features. Access and manage text and voice messages. Cancels ringing and directs incoming calls to your voice mail (if supported). 4 Microphone Mute Mutes audio transmission locally during calls and conferences. 5 6 Headset Speakerphone Allows you to place and receive calls through an optionally connected headset. Allows for hands-free communication during calls. 7 Hands-free Microphone Picks up audio during hands-free calls. Place your phone on a hard, flat surface for best results. 8 Volume Keys Use these to adjust the volume of the handset, headset, speaker, and ringer. 9 Dial Pad These 12 keys provide the 10 digits, the alphabetic characters, and special characters available in context-sensitive applications. 10 Hold Holds an active call or resumes a held call. 1-10

19 Getting Started with Your SoundPoint IP 670 Desktop Phone Item Description 11 Speaker For ringer and hands-free audio output. 12 Soft Keys These keys are automatically labeled to identify their context-sensitive functions. 13 Graphic Display Shows information about calls, messages, soft keys, time, date, and other relevant data. Caller display information first party, second party, number of calls Information display line (in order of precedence highest to lowest) Popup text (for example, network errors) Do Not Disturb text Missed call text or second incoming caller display Prompt text (for example, Enter number ) Time and date text (if idle display is not used for time/date display) Associated line icons are described in the following table. 14 Line/Speed Dial Key Use these keys to activate up to six lines or speed dials that can be assigned to your phone. 15 Line Indicators Individual multi-color LEDs display the dynamic call state and remote user status (busy lamp field (BLF) and presence). The mapping is: Solid green An active call is in progress. Fast flashing green There is an Incoming (ringing) call. Flashing green The call is held by the other party. Flashing red The call is on hold. Solid red The line is busy remotely (shared lines) 16 Hookswitch 1-11

20 User Guide SoundPoint IP 670 Phone Icons associated with the line keys appear on the graphic display and represent: Icon Description Registered line (solid) Registered shared line Unregistered line (outline) Voice mail/messages Speed dial Ringing Call in progress with HD Voice Call Forward Do Not Disturb Conference Presence/Busy Lamp Field (BLF) Before You Use Your SoundPoint IP 670 Desktop Phone Note The user interface that appears on your SoundPoint IP 670 phone may differ from what appears in this user guide. You can change the background that appears on your phone. For more information, refer to Changing the Graphic Display Backgrounds on page

21 Getting Started with Your SoundPoint IP 670 Desktop Phone Using the Navigation Keys To navigate through menus and to enter data, these are useful tips: To scroll through the lists, use and. Note Press the * key to page up. Press the # key to page down. Use these shortcuts when lists appear on more than one page. To move one level down and one level up when menus have submenus, use and. To exit from any menu, press. To exit from any directory, press. To enter text using the dial pad, press the number keys one or more times. For example, for A press 2 and for C press 222. When in text entry mode, the title will show whether keys will generate digits (1), upper-case (A), or lower-case (a) characters use the 1/A/a soft key to change and whether keys will generate ASCII, Latin, Cyrillic, Katakana, or Unicode characters use the Encoding soft key to change. Cleaning the LCD Glass Clean the glass with a clean lint-free cloth. Fingerprints tend to show up more obviously on the color LCD. 1-13

22 User Guide SoundPoint IP 670 Phone 1-14

23 2 Customizing Your SoundPoint IP 670 Desktop Phone You can customize your SoundPoint IP 670 desktop phone by adjusting the setting for time and date, display contrast, and ring type, for example. You can add contacts to the phone s directory manually or from call lists. You can handle incoming calls from different contacts in different ways. This chapter provides basic operating instructions for customizing your SoundPoint IP 670 phone. This chapter contains instructions on: Configuring Basic Settings Managing Call Lists Managing Contacts Managing Incoming Calls Some customizations of your SoundPoint IP 670 phone are performed by your system administrator. These include: Supporting Multiple Lines Supporting Multiple Line Keys Per Line Supporting Shared Lines To read about the phone s basic features, refer to Using the Basic Features of Your SoundPoint IP 670 Desktop Phone on page 3-1. To read about the phone s advanced features, refer to Using the Advanced Features of Your SoundPoint IP 670 Desktop Phone on page 4-1. To add a SoundPoint IP Color Expansion Module to your SoundPoint IP 670 phone, refer to Using the SoundPoint IP Color Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator. 2-1

24 User Guide SoundPoint IP 670 Phone Configuring Basic Settings You can configure the following basic settings through use of : Appearance of the time and date Display contrast Backlight intensity Headset Memory Mode Headset hookswitch selection Ring type Language support (localization) Graphic display background pattern You can mute the microphone and adjust the volume using separate keys. Changing the Appearance of Time and Date The time and date appears on the graphic display of the SoundPoint IP 670 phone. If the phone cannot obtain a time and date from the call server, the display will flash. Contact your system administrator if either the time or date is incorrect. You have control over the format of the time and date display and can turn the display of time and date off. The default time and date format appears in the following figure. To configure the time and date: 1. Press. 2. Select Settings > Basic > Preferences > Time & Date. 3. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable. 2-2

25 Customizing Your SoundPoint IP 670 Desktop Phone 4. Using and, scroll through the options under each of these selections. 5. Press the Select soft key to confirm your choice. The following figure shows the Clock Time menu. 6. Press to return to the idle display. Changing the Display Contrast To adjust the contrast on the display to a comfortable level: 1. Press. 2. Select Settings > Basic > Contrast. 3. Press the Up or Down soft keys to increase or decrease the display contrast. Note You can also use the volume keys to increase or decrease the diplay contrast. 4. Press the Ok or Cancel soft keys to accept or cancel changes. 2-3

26 User Guide SoundPoint IP 670 Phone 5. Press to return to the idle display. Changing the Backlight Intensity Backlight intensity on the SoundPoint IP 670 phone has three modes: Backlight On Backlight Idle Dim You can modify the Backlight On intensity and the Backlight Idle intensity separately. You can select high, medium, low, and off levels for both. You can also modify the maximum backlight intensity. If you have attached one or more SoundPoint IP Expansion Modules to your SoundPoint IP 670 and you find that the backlight levels between them are incompatible, you can modify the maximum backlight intensity on a unit-by-unit basis. This allows you to match all Expansion Module backlights to an overall consistent level. For more information, refer to Using the SoundPoint IP Color Expansion Module on page 5-1. Dim mode intensity is determined by the Backlight On intensity and the Backlight Idle intensity together as follows: Backlight On Intensity Backlight Idle Intensity Dim Intensity off off off low dimmer than low low medium dimmer than medium medium high off medium high low medium high medium medium high high high The Backlight On mode turns on for following events: Any key press Hookswitch release Incoming calls Ending a call, holding a call, resuming a call by the other party A voice or instant message received 2-4

27 Customizing Your SoundPoint IP 670 Desktop Phone If you do not press any keys on the phone, after 20 seconds of the backlight turning on, the backlight dims (or changes) to medium in the following cases: A call is in progress A call is on hold There is an incoming call (ringing) There is an outgoing call (ringing back) Any menu shows on the display In all other cases, the mode changes to Backlight Idle. To modify the backlight intensity: 1. Press. 2. Select Settings > Basic > Backlight Intensity. 3. Select Backlight On Intensity. 4. Use or to select high, medium, low, or off, and then press the Select soft key. The default level is medium. 5. Select Backlight Idle Intensity. 2-5

28 User Guide SoundPoint IP 670 Phone 6. Use or to select high, medium, low, or off, and then press the Select soft key. The default level is low. 7. Select Maximum Intensity. 8. Press the Up or Down soft keys to increase or decrease the backlight intensity. 9. Press the Ok or Cancel soft keys to accept or cancel changes. 10. Press to return to the idle display. Changing the Headset Memory Mode This feature is especially useful for permanent or full-time headset users. To permanently enable the Headset Memory Mode: 1. Press. 2. Select Settings > Basic > Preferences > Headset... > Headset Memory Use or to select Enabled, and then press the Select soft key. 4. Press to return to the idle display. 2-6

29 Customizing Your SoundPoint IP 670 Desktop Phone Repeat steps 1 to 4 to select Disabled and turn Headset Memory Mode off. To activate Headset Memory Mode: >> Press twice. The flashing headset icon on the graphic display or a flashing headset key indicates that the headset mode is activated. Pressing Answer soft key to receive a call will now connect to your headset automatically. or the Selecting the Correct Headset for Electronic Hookswitch This feature allows you to answer your phone when you are using a headset. For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to and enter the string Headset Compatibility List in the Knowledge Base text box. To select a headset that supports electronic hookswitch: 1. Press. 2. Select Settings > Basic > Preferences > Headset > Analog Headset Mode. 3. Use or to select your headset, and then press the Select soft key. 4. Press to return to the idle display. 2-7

30 User Guide SoundPoint IP 670 Phone Selecting the Ring Type You can select different ring types to distinguish lines or to distinguish your phone from your neighbor s phone. You can set distinctive incoming ringing tones for contacts in your local directory. To change the incoming ring type: 1. Press. 2. Select Settings > Basic > Ring Type. 3. (Optional.) If multiple lines are configured on your phone, first select the line to change from the list using the and. 4. Use and to select the desired ring type. Press the Play soft key to hear the selected ring type. 5. Press the Select soft key to change to the selected ring type. 6. Press to return to the idle display. Note If you configure your SoundPoint IP 670 phone for silent ring, press the ringing Line key or the Answer soft key to answer the call. If your handset is off hook, the call is routed to the handset. If your handset is on hook, the call is routed to the speaker. Changing the Language Many languages are supported by the SoundPoint IP 670 phone. To change the language: 1. Press. 2. Select Settings > Basic > Preferences > Language. 2-8

31 Customizing Your SoundPoint IP 670 Desktop Phone 3. Use and to scroll through the list of available languages. 4. Press the Select soft key when the desired language is highlighted. Text that appears on the graphic display will change to the language of your choice. 5. Press to return to the idle display. Changing the Graphic Display Backgrounds You can change the picture or design displayed on the background of the graphic display. A default background displays when the phone starts up (shown below). For more information on selections, contact your system administrator. To change the graphic display background: 1. Press. 2. Select Settings > Basic > Preferences > Backgrounds. 2-9

32 User Guide SoundPoint IP 670 Phone 3. Use and to select the desired background. Press the Preview soft key to see the selected background. Note When previewing the backgrounds, only the phone s display is updated. The Expansion Module s display is updated only when the new background is selected. 4. Press the Select soft key when the desired background is highlighted. 5. Press to return to the idle display. Muting the Microphone During a call, press. The Message Waiting Indicator turns red and a microphone on the graphic display indicates that the other party (or parties) cannot hear you. Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. You can still hear all other parties while mute is enabled. To turn off Microphone Mute, press again. Adjusting the Volume Press to adjust receiver volume during a call. Pressing these keys in the idle state adjusts the ringer volume. Note To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, but your system administrator can change this. Hands-free Speakerphone volume settings will be maintained across calls. 2-10

33 Customizing Your SoundPoint IP 670 Desktop Phone Managing Call Lists Your phone maintains local lists of missed, received, and placed calls is maintained by the phone (up to 100 for each list). Press followed by Call Lists > Missed Calls, Received Calls, or Placed Calls as desired. The following shows a Placed Calls list. Manage the call list by doing the following: To edit the dial string if necessary, select the Edit soft key. To return the call, select the Dial soft key. To return to the previous menu, select the Exit soft key. For additional choices, press the More soft key followed by: To view information about the call, select the Info soft key. To store the contact to the Contact Directory, select the Save soft key. To delete the call from list, select the Clear soft key. Press to return to the idle display. Note Press the Right arrow key from the idle display to access the Placed Calls list. Press the Left arrow key from the idle display to access the Received Calls list. Press the Down arrow from the idle display to access the Missed Calls list. You can use these shortcuts while placing calls or performing transferring and conferencing functions. Note You can manually clear the call lists. They are automatically cleared when you restart the phone. For more information, refer to Restarting Your Phone on page

34 User Guide SoundPoint IP 670 Phone Managing Contacts You can store a large number of contacts in your phone's local contact directory. Contact your system administrator for the exact number. You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts. You may have access to your corporate directory through your phone. Your system administrator determines which contacts you have access to. You can place calls to contacts in your corporate directory. You may be able to add contacts from the corporate directory to your local contact directory. Adding Contacts You can add a contact manually, from a call list, or from your corporate directory. Adding Contacts Manually To add a contact to the local contact directory manually: 1. Press. 2. Select Contact Directory. 3. Press the More soft key. 4. Press the Add soft key. 2-12

35 Customizing Your SoundPoint IP 670 Desktop Phone 5. Enter first and/or last name of the contact from the keypad. Use the 1/A/a soft key to select between numeric and upper/lower case alphanumeric modes. Use the Encoding soft key to access special characters in other languages. 6. Enter a contact number. This is a required field and it must be unique (not already in the directory). 7. (Optional.) Change the Speed Dial Index field. It is automatically assigned to the next available index value. For more information, refer to Assigning Speed Dial Keys on page (Optional.) Change the Ring Type and Divert Contact fields. These fields may be left blank. For more information on setting the Ring Type field, refer to Distinguishing Calls on page For more information on diverting contacts, refer to Diverting Calls on page (Optional.) Change the Auto Reject, Auto Divert, Watch Buddy, and Block Buddy fields. Use and to switch between Enabled and Disabled settings. For more information on setting the Auto Reject field, refer to Rejecting Calls on page For more information on setting the Watch Buddy and Block Buddy fields, refer to Managing Buddies on page

36 User Guide SoundPoint IP 670 Phone 10. Press the Save or Cancel soft keys to accept or cancel changes. 11. Press to return to the idle display. Adding Contacts From Call Lists To add a contact to the local contact directory from a call list: 1. Do one of the following steps: Press. Select Call Lists >Missed Calls, Received Calls, or Placed Calls as desired. Press,, or to access the desired call list. 2. Use and to scroll through the list to find the contact. You can also use the * key to Page Up and the # key to Page Down. 3. Press the More soft key, and then the Save soft key to save the contact in the phone s directory. 4. Press to return to the idle display. Note You may want to go to the local contact directory to check whether the contact was saved correctly and to add missing fields. Adding Contacts From Corporate Directory To add a contact to the local contact directory from the corporate directory: 1. Press. 2. Select Corporate Directory. 2-14

37 Customizing Your SoundPoint IP 670 Desktop Phone 3. Search for the contact. Refer to Searching For a Contact on page Press the View soft key. The contact s information appears on the graphic display. 5. Press the Save soft key to save the contact in the local contact directory. Entry saved appears on the graphic display. Only the first name, last name, and phone number are saved. If the contact already exists in the contact directory, Entry already exists appears. 6. Press to return to the idle display. Editing Contacts To edit a contact in the local contact directory: 1. Press. 2. Select Contact Directory. 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key 2-15

38 User Guide SoundPoint IP 670 Phone 5. Make the desired changes. 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press to return to the idle display. Note You can also edit a contact associated with a speed dial key. Pressing and hold that speed dial key, and then follow steps 5 to 7 above. Deleting Contacts To delete a contact from the local contact directory: 1. Press. 2. Select Contact Directory. 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 4. Press the More soft key twice, and then the Delete soft key. The contact is deleted from the directory. 5. Press to return to the idle display. Placing a Call to a Contact To place a call to a contact in the local contact directory: 1. Press. 2. Select Contact Directory. 2-16

39 Customizing Your SoundPoint IP 670 Desktop Phone 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 4. Press the Dial soft key. Searching For a Contact To search for a particular contact in the local contact directory: 1. Press. 2. Select Contact Directory. 3. Press the More soft key, and then the Search soft key. 4. Using the dial pad, enter the first few characters of the contacts s first or last names. 5. Press the Search soft key again to search the contacts. You can dial any successful matches from the resulting information on the graphic display. To search for a particular contact in the corporate directory: 1. Press. 2. Select Corporate Directory. Note When you first access the corporate directory, the message Directory update in progress appears momentarily. Then the corporate directory entries appears. If no corporate directory entries appear, review your search criteria. Your criteria may be set to exclude all corporate directory entries. 2-17

40 User Guide SoundPoint IP 670 Phone 3. Search for the contact in one of the following ways: a Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. b Press the Search soft key, then enter the first few letters or numbers of the first name, last name, or any other parameter displayed in the list. c Press the Submit soft key. Using the dial pad, enter the first few characters of the contacts s last name. The characters that you enter appear on the second line of the graphic display. The entries whose last name begin with the characters that you entered (or are alphabetically next to the characters that you entered) appear on the graphic display. Managing Incoming Calls You can distinguish incoming calls from contacts in your directory by setting up distinctive rings, sending them directly to your voice mail, or by transferring them directly to another party. 2-18

41 Customizing Your SoundPoint IP 670 Desktop Phone Distinguishing Calls You can customize your phone so that you can distinguish different parties by ring type. Note This feature is local to the phone, and may be overridden by your organization s settings. For more information, contact your system administrator. To set a distinctive ring type for a particular contact: 1. Press. 2. Select Contact Directory. 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key, and then scroll to the Ring Type field. 5. Enter the number corresponding to one of the ring types available. For more information, refer to Selecting the Ring Type on page (Optional.) To remove an existing value, press followed by. 7. Press the Save or Cancel soft keys to accept or cancel changes. 8. Press to return to the idle display. Rejecting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail. Note Rejecting calls is not available on shared lines. 2-19

42 User Guide SoundPoint IP 670 Phone To send incoming calls from a particular contact directly to voice mail: 1. Press. 2. Select Contact Directory. 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key, and then scroll to the Auto Reject field. 5. Use and to select Enabled. 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press to return to the idle display. Diverting Calls You can customize your phone so that incoming calls from a particular party are transferred directly to a third party. To divert incoming calls from a particular contact: 1. Press. 2. Select Contact Directory. 3. Use and to scroll through the list to find the contact. You can also use the * key to page up and the # key to page down. 2-20

43 Customizing Your SoundPoint IP 670 Desktop Phone 4. Press the Edit soft key, and then scroll to the Divert Contact field. 5. Enter the number of the party to whom you want to divert the call. 6. Scroll to the Auto Divert field. 7. Use and to select Enabled. 8. Press the Save or Cancel soft keys to accept or cancel changes. 9. Press to return to the idle display. System Customizations The following section details how your system administrator can customize your SoundPoint IP 670 phone. Supporting Multiple Lines Your SoundPoint IP 670 SIP phone can support up to 34 lines with or without a SoundPoint IP Color Expansion Module. For more information, refer to Using the SoundPoint IP Color Expansion Module on page 5-1. Typically, the top-most Line Key is reserved for the principal directory number (DN) of the phone. 2-21

44 User Guide SoundPoint IP 670 Phone Depending on how your phone is configured, the display could resemble one of the following: Supporting Multiple Line Keys Per Line Each line on the phone can be configured to have more than one Line Key associated with it. This enhances call visualization and simplifies call handling. If this is the case, the display could resemble the following figure: Incoming calls to this line will be distributed evenly among the available Line Keys. Similarly, outgoing calls will be distributed. Your phone can be configured to have a combination of lines with a single Line Key and lines with multiple Line Keys. 2-22

45 Customizing Your SoundPoint IP 670 Desktop Phone Supporting Shared Lines Your SoundPoint IP 670 SIP supports shared lines. A shared line is indicated by a different line icon. In the following figure, the line 6721 is private and the line 6723 is shared. If two phones share a line, an incoming call to that number will cause both phones to ring. The call can be answered on either phone but not both. Calls on shared lines can be transferred, put on hold, or added to a conference. Note Shared lines are an optional feature and may not be supported on your particular system. For more information, contact your system administrator. Note Call Forwarding is not available on shared lines. Do Not Disturb (DND) on shared lines disables the ringing option only. The visual indication is still in place. 2-23

46 User Guide SoundPoint IP 670 Phone 2-24

47 Using the Basic Features of Your SoundPoint IP 670 Desktop Phone 3 Your SoundPoint IP 670 desktop phone is designed to be used like a regular phone on a public switched telephone network (PSTN). You can place calls, transfer a call to someone else, or conduct a conference call. At any time, at most one active call may be in progress on your phone. The active call is the one that has audio associated with it. There may be multiple other calls: On hold In an Incoming call or Ringing state This chapter provides basic operating instructions for the SoundPoint IP 670 phone. This chapter contains instructions on: Placing Calls Answering a Call Ending a Call Redialing a Number Putting a Call on Hold Setting Up a Conference Transferring a Call Forwarding Calls Enabling Do Not Disturb Assigning Speed Dial Keys Using Voice Mail To customize your phone, refer to Customizing Your SoundPoint IP 670 Desktop Phone on page 2-1. To read about the phone s advanced features, refer to Using the Advanced Features of Your SoundPoint IP 670 Desktop 3-1

48 User Guide SoundPoint IP 670 Phone Phone on page 4-1. To add a SoundPoint IP Expansion Module to your SoundPoint IP 670 phone, refer to Using the SoundPoint IP Color Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator. Placing Calls You can place a call in many ways using your SoundPoint IP 670 phone: Using the handset Using the speakerphone Using the headset You can also dial the number first, and then choose the method you will use to speak to the other party. You can search the local contact directory or the corporate directory and dial from the search results page. During a call, you can alternate between Handset, Headset, or Hands-Free Speakerphone modes by pressing the or keys, or picking up the handset. Call duration on an active call is monitored through a local call timer. This is visible within the active call window on the graphic display. In the figure below, the call to Greg Slowski has lasted 1 minute and 4 seconds. 3-2

49 Using the Basic Features of Your SoundPoint IP 670 Desktop Phone To place a call using the handset: 1. Do the following steps in any order: Pick up the handset. Dial the desired number using the dial pad. Note You can also dial using the SIP URL or IP address. To obtain the IP address of your phone, press the Menu key followed by Status > Platform > Phone. The IP address is listed together with other phone information. For example, , sip: jane@polycom.com. Press the URL soft key and enter the URL or IP address. Use * for. and # Then press the Send soft key to complete the call. Support for SIP URL or IP address calling may be disabled. Contact your system administrator. To place a call using Hands-Free Speakerphone mode: Note If Handsfree mode disabled appears on the graphic display after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone. 1. Do one of the following steps: With the handset on-hook, press,, or the New Call soft key to obtain a dial tone. Dial the desired number using the dial pad. With the handset on-hook, dial the desired number using the dial pad. Press,, or the Dial soft key. 3-3

50 User Guide SoundPoint IP 670 Phone To place a call using the headset: 1. Do one of the following steps: With the optional headset connected, press or the New Call soft key to obtain dial tone. Press. Dial the desired number using the dial pad. With the optional headset connected, dial the desired number using the dial pad. Press. Note To permanently enable your headset, refer to Changing the Headset Memory Mode on page 2-6. Answering a Call When you are not in another call, you can answer a call in three ways: Using the handset Using the speakerphone Using the headset The steps for answering an incoming call when you are in another call are different if your phone is configured for: A single Line Key per line 3-4

51 Using the Basic Features of Your SoundPoint IP 670 Desktop Phone Multiple Line Keys per line If your phone is configured with multiple call appearances, refer to Using Multiple Call Appearances on page 4-1 for instructions on how to answer a call. Note You can ignore incoming calls by pressing the Reject soft key (for private lines) or the Silence soft key (for shared lines) or Do Not Disturb during ringing. The Do Not Disturb mode stays active when the call is dropped and will remain so until toggled off. You can forward incoming calls may be forwarded by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page When your SoundPoint IP 670 phone is configured for silent ring, press the ringing Line key or the Answer soft key to answer the call. If your handset is off-hook, the call is routed to the handset. If your handset is on-hook, the call is routed to the speaker. Answering When Not in Another Call In all cases, the active call will appear on the graphic display showing call duration and destination. To answer a call using the handset: >> Pick up the handset. To answer a call using Hands-Free Speakerphone mode: Note If Handsfree mode disabled appears on the graphic display after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone. >> Do one of the following steps: Press. 3-5

52 User Guide SoundPoint IP 670 Phone With the handset on-hook, press opposite the incoming call (where the line status indicator is flashing green). Press the Answer soft key. To answer a call using the headset: >> Press to answer the call through an optionally connected headset. If Headset Memory Mode is activated, press or the Answer soft key. Answering When in Another Call You are busy on an active call and a second incoming call arrives on the same phone number. If your phone is configured for a single Line Key per line: The second call may cause a call waiting tone to be played and you see the second call appearance. Caller information for the incoming call appears on the graphic display. If your phone is configured for multiple Line Keys per line: The second call may cause a call waiting tone to be played, the second Line Key indicator to fast flash green, and an incoming call icon appears. Caller information for the second Line Key appears on the bottom line of the graphic display. 3-6

53 Using the Basic Features of Your SoundPoint IP 670 Desktop Phone If your phone is configured for shared lines: The second call may cause a call waiting tone to be played, the second Line Key indicator to fast flash green, and an incoming call icon appears on the second Line Key. Note If your phone is also configured for shared lines, the Reject soft-key is replaced by a Silence soft key and there is no Forward soft-key. Pressing the Silence soft key will stop the ringing for that call. To answer an incoming call on a line configured for a single Line Key: >> Do one of the following steps: Press or the Hold soft key to put the original call on hold. Press to access the new call. Soft key labels are updated on the display showing Answer, Reject, and Forward. Answer the incoming call. This places the original call on hold and refreshes the soft key labels. Note You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page To answer an incoming call on a line configured for multiple Line Keys: >> Do one of the following steps: Answer the call by pressing associated with the second incoming call. The first call is put on hold and the second call is answered. 3-7