Polycom IP550 & IP650 Phone Owner's Manual V - IT Support

Polycom IP550 & IP650 PhoneOwner’s Manual V.31

1INTRODUCTION .4Using this Document . 4Notational conventions . 4Typographical conventions . 4Special messages . 4Note . 4WARNING . 4Basic Requirements . 42GETTING TO KNOW YOUR HOSTED PBX .6Assigning Extension Numbers and Phone Numbers to Phones. 103INSTALLING YOUR HOSTED PBX PHONE SYSTEM . 10Installing Desk Phones. 10Option 1: Connect Desk Phones using your existing data network . 11Option 2: Connect Desk phones using your existing data network then connect the phones to your computer . 11Option 3: Connect phones wirelessly within 40’ using the Wireless Adapter . 12Note . 12Attaching the Base . 13Activating the Service . 144USING YOUR HOSTED PBX PHONE SYSTEM . 16System Description. 16Getting Started . 16Polycom 4 and 6-Line Desk Phones . 16Introduction to your Polycom Desk Phone . 16Before You Use Your Phone . 16Using the Navigation Keys . 19Information Screen . 205CUSTOMIZING YOUR PHONE . 21Configuring Basic Settings . 21Changing the Appearance of Time and Date . 21Changing the Display Contrast . 22Changing the Backlight Intensity . 23To modify the backlight intensity: . 24Enabling the Headset Memory Mode . 25Selecting the Correct Headset for Electronic Hookswitch . 26To select a headset that supports electronic hookswitch: . 26Selecting the Ring Type . 26To change the incoming ring type: . 26Changing the Language . 27Changing the Graphic Display Background . 28To change the graphic display background: . 28Changing the Soft Key Label Color. 29To change the soft key label color:. 29Adjusting the Volume . 306MANAGING INCOMING CALLS. 30Rejecting Calls . 30Diverting Calls. 317DESK PHONE– BASIC CALL FEATURES . 32Answering a call . 32To answer a call using the handset: . 32To answer a call using Hands-Free Speakerphone mode: . 33To answer a call using the headset: . 332

Answering When on Another Call . 33Inbound Caller ID. 33Placing a call . 34To place a call using the handset: . 34To place a call using Hands-Free Speakerphone mode: . 34To place a call using the headset:. 35Placing a second call . 35Method 1. 35Method 2. 36Ending Calls . 36Forwarding Calls . 36Call Management Features . 39Call Hold . 39Conferencing Calls . 40Transferring Calls. 43Call Park. 45Paging (Intercom) . 46Redial . 46Mute. 47Directed Call Pickup . 47Call Recording . 478USING VOICEMAIL . 49Setting up the voicemail box for the first time . 50Retrieving messages from your Desk Phone . 50Retrieving messages when you are away from the office . 51Returning a Call . 51Change your Voicemail PIN . 51Record a Personal Greeting via the Phone . 51Forward Voicemail Messages via the Phone . 51Logging into your Voicemail Box via the Web . 52Retrieving messages via the Web . 53Forward Voicemail Messages via the Web . 54Voicemail Notification via Email . 55To Create a Voicemail Group . 56Change the Number of Rings Before Voicemail Picks Up . 579CALL LISTS AND DIRECTORIES . 57Managing Call Lists . 57Managing Contacts. 58Adding Contacts . 58Adding Contacts Manually . 59Adding Contacts From Call Lists . 60Editing Contacts . 61Deleting Contacts . 62Placing Calls to Contacts. 62Searching for Contacts . 63Conformance. 63Important Safety instructions . 64FCC Information . 65Customer Owned Coin/Credit Card Phones . 66Data Equipment . 66Systems . 66Automatic Dialers . 66Toll Restriction and Least Cost Routing Equipment . 66Equal Access Requirements . 67Radio Interference . 67RF Radiation Exposure. 67Modifications . 673

1IntroductionCongratulations on purchasing our Hosted PBX phone system andservice. You will now be able to share your phone connectionbetween fixed & wireless handsets and across multiple locationsusing the latest in ‘Voice over IP’ services.This User Guide will show you how to setup and use your newHosted PBX phone system and service.Using this DocumentNotational conventionsAcronyms are defined the first time they appear in the text. Theterm LAN refers to a group of Ethernet-connected computers atone site.Typographical conventionsItalic text is used for items you select from menus and drop-downlists and the names of displayed web pages.Bold text is used for text strings that you type when prompted bythe program, and to emphasize important points.Special messagesThis document uses the following icons to draw your attention tospecific instructions or explanations.Provides clarifying or non-essential information on the current topic.NoteExplains terms or acronyms that may be unfamiliar to many Definitionread ers. These terms are also included in the Glossary.Provides messages of high importance, including messages relating topersonal safety or system integrity.WARNINGBasic Requirements4

The PBX phone system is designed to use your existing broadbanddata connection as well as the existing data wiring in your office.Where you don’t have data wiring, you may use the optional WirelessTransmitter and Wireless Adapters to connect Desk Phoneswirelessly.In order to use all the features of the Hosted PBX phone systemand service, you must have the following: Broadband Internet accessAt least one free port on your router or modem/routerYour router must be set to DHCP5

2Getting to know your Hosted PBXBefore you Begin Your InstallationThe Hosted PBX phone system is designed to use your existingbroadband data connection as well as the existing data wiring inyour office. Where you don’t have data wiring, you may use theoptional Wireless Transmitter and Wireless Adapters to connectDesk Phones wirelessly. In order to begin using your new phonesystem and service, you need to perform the following steps:1. Make sure you have received all of your phones and optionalequipment2. Go to https://cp.serverdata.net/asp/User/Login.asp. Enter yourlogin name and password to the Admin Portal3. Activate your phone lines4. Install your phones and optional equipmentYou have several options regarding how to setup your new phonesystem. How you choose to install your phone system will dependon your existing data network and the phones and optionalequipment you have purchased. The diagrams below describesoptions for setting up the phone system.Standard Setup Options:This diagram depicts your setup options. By purchasing theoptional Wireless Transmitter and Wireless Adapters you may alsoconnect Desk Phones wirelessly.6

Cordless Phones:This diagram depicts the setup options for Cordless Phones.Cordless phones can be used in conjunction with Shared LinePhones and the optional Base Unit or they can be installed asStand Alone Phones.Fax Adapter:7

This diagram depicts the setup options for the Fax Adapter. TheFax Adapter allows you to use your existing fax machine with theyour Hosted PBX service with us.Setup Options that are not supportedThe following setup options ARE NOT supported:1. Connecting one phone to another2. Connecting a phone to the base unit then connecting a PC3. Connecting a phone to the base unit wirelessly and thenconnecting a PC4. Connecting a PC to the base unit8

5. Connecting a phone to a router that is connected to anotherrouterAssigning Extension Numbers and Phone Numbers to PhonesEach phone is assigned an extension and a phone number. Packinglist includes a list of your phones and their associated phonenumbers and extension. You should have also received and emailfrom us with the phone numbers and extensions associated witheach enhanced services such as an Auto Attendant or WebFax.You may also log into your Admin Portal athttps://cp.serverdata.net/asp/User/Login.asp to view a list of yourphone numbers and extensions.3Installing your Hosted PBX Phone SystemInstalling Desk PhonesDesk Phones can be installed in the following ways You may connect Desk Phones Wirelessly to the OptionalWireless Transmitter and the Optional Wireless AdaptersYou may connect Desk Phones to your existing routerYou may connect Desk Phones to any data wall jack onyour existing networkYou may connect a Desk Phone to a wall jack or routerthen connect a PC to the Desk Phone.1. Assemble the Desk PhonesUse the included coiled handset cord and connect one end into thebase of the handset and the other end into the handset port onthe side of the phone labeled HANDSET(there is a handsetport and a headset port)9

2. Connect the Desk PhoneFor your convenience, you have four options to connect yourDesk Phones. You may use any or all of themOption 1: Connect Desk Phones using your existing datanetworkTo your router or wall jackUse the included phone cord and connect one end into the port onthe back of the phone labeledand connect the other end intoany data port on your network (router, switch or wall jack).Option 2: Connect Desk phones using your existing datanetwork then connect the phones to your computerIf you already have a computer using a wall data jack or router/switch port, unplug the computer from the network, then connectthe phone using the steps in Option 1. Plug your computerinto the port on the back of the phone labeledTo your PCTo your router or datawall jack10

Option 3: Connect phones wirelessly within 40’ using theWireless AdapterThe wireless adapter allows a desk phone to be used without acord connecting it to the Wireless Transmitter. The range of theWireless Adapter is 40 feet from the base unit.The wireless adaptor has its own power supply. Plug the phone’spower cord into the short “power in” cord on the wireless adapterand then into the wall outlet. Then,1. Plug the included LAN cable into the Wireless Adapter2. Plug the other end of the LAN cable into the back of thephone using theport.3. Plug the Wireless Adapter long power cord into an outletTo avoid interference or static on the phone, place the WirelessAdapter away from the phone as shown.Note3. Connect Power to the Desk PhoneUse the included power cord and plug one end into the back of thephone and the other end into the wall outlet. The phone willindicate that it is configuring itself. Once the phone has finished itsconfiguration, it is ready to make and receive phone calls.11

Attaching the BaseTo attach the Base to the phone:1.Place all cords in the recessed area above the modular jacks.2.Align the two protrusions on the bracket with their correspondingholes in the phone.12

3.Snap them together to lock the base to the phone.Activating the Service13

Before you can make or receive calls, you need to activate yourphone line(s). This also activates the billing for your phoneline(s). To activate your phone line(s):1. Go to https://cp.serverdata.net/asp/User/Login.asp and enter yourAdministrator Portal login name and password2. On the 1st screen, click “Activate Phone Lines” buttonNOTE- You will activate all of your lines at once, so if there is no“Activate Lines” button, then you have already activated thelines.14