UniCom Enterprise Phone (Polycom CX600)

UniCom Enterprise Phone (Polycom CX600)
UniCom Enterprise Phone (Polycom CX600)
User Guide
UniCom and Lync - Summary and Benefits
1
What is UniCom Enterprise? ..............................1
What is Microsoft Lync? .....................................1
Who can use UniCom services?..........................1
Dialing with the Polycom CX600
1
Locking and Unlocking Your Phone
2
Polycom Displays and Menus
2
Contact List Display ..........................................2
Calendar Display ...............................................3
Call Log Display ................................................3
CX600 Voice Mail ..............................................4
Main Menu Display ............................................4
Settings Menu ...................................................4
Switch User Menu .............................................5
System Information Menu .................................5
6
Phone Calls
Frequently Used
Call Functions
Make a Call .......................................................6
Use Call Controls ..............................................7
Receive a Call ...................................................7
View Call Logs ...................................................7
Check Voice Mail ...............................................8
Record Your Voice Mail Greeting ........................8
Transfer a Call ..................................................9
Set Up Call Forwarding .....................................9
Forwarding Calls with Windows ......................10
Forwarding Calls with Mac .............................11
Advanced
Call Features
View Contact Card ..........................................12
Manage Multiple Calls ....................................13
Escalate a Call to a Conference Call ...............14
Join a Meeting from a Calendar.......................14
Access Phone Settings and Help .....................15
Reset Your Phone ............................................15
Delegation of Incoming Calls for Windows ......16
Simultaneous Ringing .....................................16
Redirecting a Call in Lync ...............................16
Team Calling ...................................................17
Additional Resources
18
Getting Help
18
CX600 Polycom Phone
Home returns you to the home screen
from any submenu.
Right Select performs
displayed context
sensitive action.
Up and Down arrows
cycle through options.
Okay button confirms
action or enters submenu.
Left Select performs
displayed context
sensitive action.
Return displays the
previous screen in a
submenu or backspaces
a misdialed number.
Speakerphone, Headset,
and Mute button
Menu button
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What is UniCom Enterprise?
UniCom Enterprise is IU’s term for unified communications,
a service at IU that brings voice, video, and data together in
a unified desktop communication system, providing instant
messaging (IM), telephone, email, desktop sharing, and
audio/video conferencing.
What is Microsoft Lync?
Microsoft Lync is a virtual connection between you and the
people you work with.
UniCom has integrated Microsoft Lync into IU’s communication systems to bring instant messaging (IM), PC to PC
phone calls, video calls, email, and calendar features. Many
of Microsoft Lync features work seamlessly with the UniCom
CX600 Polycom telephones.
Who can use UniCom services?
At Indiana University Southeast, faculty and staff can use
Microsoft Lync to communicate with those with UniCom accounts.
Dialing with the Polycom CX600
This section covers dialing using your CX600 phone.
Dialing Inside the IU Network:
There are several ways to dial a contact within the IU Southeast network.
• Find the contact in your Contact List.
• Dial the IU Southeast extension number for the
contact,
• e.g. 2000.
• Numerically dial the contact’s name or username.
Dialing Locally Outside the IU Southeast Network:
There is no longer a need to press “9” or “1” to dial outside
the IU Southeast network. Dial the ten-digit number, e.g.
(812) 555-5555.
To dial other IU campuses, dial the ten-digit number as
shown above.
Dialing Long Distance Phone Numbers:
Like the previous section, you no longer have to press “9”
or “1” to dial outside the IU Southeast network. Dial the
ten-digit number, e.g. (812) 555-5555. Wait for the dial tone,
then enter your long distance code.
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Locking and Unlocking Your Phone
Up and Down Arrows
Locking your phone prevents unauthorized access to your
contact list and the ability to make long distance phone calls.
After a period of inactivity, your CX600 desk phone will lock.
You can also lock your phone yourself.
OK Button
Note: You can still use the basic dialing and answering functions of your phone. However, many other features cannot be
used until you unlock your phone.
Lock the Phone:
1.Locking your desktop automatically locks the CX600
desk phone. Macs do not have this function.
2.Lock phone from Main Menu.
Unlock the Phone:
Unlocking desktop also unlocks phone (this is not the case
for Mac computers). You can also use the following steps:
1.Press Left Select to Unlock phone. The PIN entry
screen appears.
2.Enter your PIN, and press Left Select or OK.
Locked phone
displays Unlock.
Polycom Displays and Menus
This section introduces you to the CX600 display, and the actions available to you. You will learn about using the contact
list, accessing upcoming appointments from your calendar,
viewing call logs, and checking your voice mail.
Contact List Display
The contact list displays all of your current contacts in Lync
2010. Adding a contact to Lync 2010 automatically adds it to
the CX600 desk phone.
Use the Up or Down arrows
to select Contact List and
press OK button.
The default contact list view displays Contact Groups.
The contact list will remember the last view selected. For
example, if you select Frequent Contacts the next time you
open the contact list it displays Frequent Contacts.
You can change the view by pressing the Menu button and
selecting Switch to Contact Groups View.
Menu button
Use the Up or Down arrows
to cycle through Contact
List and press Left Select
to call.
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Use the Up or Down arrows
to select Calendar and
press OK button.
Calendar Display
The CX600 calendar displays Outlook appointments for the
current day.
You can join an Online Meeting using Lync directly from your
desk phone.
*Mac users will not be able to use the calendar function.
Use the Up or
Down arrows to
cycle through
appointments.
Press Left Select or OK
button join conference.
Call Log Display
The Call Log displays a history of calls made to or from your
desk phone.
Press Right Select to view
appointment details.
Use the Up or
Down arrows to
select Call Log
and press OK.
Press Menu button to change the type of calls listed, choices
are:
• View All Calls
• View Incoming Calls
• View Outgoing Calls
Use the Up or
Down arrows to
cycle through Call
Log, and press
Left Select to call.
Press Right Select
to Open contact
and view contact
card.
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Use the Up or
Down arrows
to select Voice
Mail and press
OK.
CX600 Voice Mail
Voice mail is saved in a centralized location and may be accessed from your desk phone.
The number of new voice mail messages are indicated next
to the voice mail icon on the CX600 display.
A list of voice mail messages is displayed in the list, showing who left the message, presence status, and the date and
time that the message was recorded.
Press Menu button to view additional voice mail options:
• Open Contact Card
• Add to Contact
• Delete Voice Mail
• Call Voice Mail
Press Right Select
to call person.
Use the Up or Down arrows
to cycle list and press Left
Select to play voice mail
directly on phone.
Main Menu
appears on top
of display.
Main Menu Display
The main menu displays available options for your desk
phone:
• Settings
• Lock Phone
• Call Forwarding
• Switch User
• System Information
Up and Down
arrows cycle
through menu
options.
Press the Left
Select button
enter submenu.
Press the Menu
button to view
main menu.
Settings Menu
Customize your CX600 desk phone by adjusting the settings.
Customizable settings:
• Language (if enabled by IT Pro)
• Volume
• Ring Tones
• Brightness
• Themes
• Logging (for troubleshooting)
• Desk Phone Location
• Make Test Call
• Desk Phone PIN
• Time and Data Format
• Accessibility Features (High Contrast)
• Text Telephony (TTY)
Up and Down
arrows cycle
through menu
options.
Press the Left
Select button
enter submenu.
Press the Menu
button to view
main menu.
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Switch User Menu
Switch to another user:
1.Press Menu button.
2.Use the Up and Down arrows to select Switch User
and press Left Select.
3.CX600 signs out current user.
4.Press Left Select to Sign In.
5.The Sign In screen appears on the display.
6.Complete on screen instructions, entering:
• The new user’s Office Lync sign-in name.
• The new user’s network domain and username.
• The new user’s password.
• New PIN for user.
The new user’s contact list screen appears.
System Information Menu
System Information displays hardware and network connection information, used by support organizations to help
troubleshoot connectivity issues.
System Information displays:
• Lync Phone Edition Software Version
• MAC Address
• IP Address
• Subnet Mask
• Gateway Address
• DNS Server
• VLAN ID
System
Information
Menu
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Phone Calls
Learn how to manage phone calls.
Make a Call
In addition to the standard way of making a phone call (by
picking up the handset and dialing), you can make calls as
follows:
• Calling from the Contacts screen on your phone
• Calling by searching for a contact using the keypad
• Calling from Microsoft® Lync™ 2010 on your computer (See UniCom & Lync Basic In-depth Guide)
If your phone is locked, you must unlock it before you
can make a call. To unlock it, select Unlock.
To call from the Contacts screen on your phone:
1.From your phone’s Home screen, select the Contacts icon, and then select the contact group the
user is in.
2.From the Contacts screen, use the up and down arrow buttons on the phone to select the contact, and
then select Call.
Contacts
Use the Up or
Down arrows
to select Voice
Mail and press
OK.
To call by searching for a contact using the keypad:
1.Press the numbers on the phone keypad that correspond to the contact name or the phone extension.
For example, to find ‘Tony Smith,’ begin pressing
8669*76484, where ‘*’ is the space between the
first and last name.
2.When you find the contact you want to call, select
Call.
To make a PC to PC phone call using Microsoft Lync, see
the UniCom & Lync Basic Guide for Windows or the UniCom &
Lync Basic Guide for Mac.
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Use Call Controls
Some of the buttons and features described below may not
apply to your phone.
Use the buttons on the phone console to do the following:
• To enable or disable the speakerphone during calls,
press:
• To adjust the volume of the handset, speakerphone,
headset speaker, and ringer if not in a call, press:
• To mute local audio during calls so that others cannot hear you, press:
To receive audio through the handset, headset, or speakerphone, you must have the optional USB cable that connects
your phone to your computer installed.
If you adjust the speakerphone volume during a call, the
volume setting is retained for all subsequent calls that use
the speakerphone.
To mute everyone except yourself while in a conference call:
From the In Call screen, select Menu, and then
select Mute Audience.
Receive a Call
You can either answer a call or redirect the call to your voice
mail.
To handle an incoming call:
From the Incoming call screen, do one of the following:
• To answer the call, either select Answer or pick up
the handset.
or
• To send the caller directly to your voice mail, select
To Voice Mail.
View Call Logs
The Call Logs screen displays a history of incoming, outgoing, and missed calls.
To view your call logs:
1.From your phone’s Home Screen, select the Call
Logs icon.
2.From the All Calls screen, select Menu to sort the
calls.
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Check Voice Mail
You can access your voice mail to check messages or to
change your voice mail greeting. If you have unheard messages, the Voice Mail icon displays a number indicating how
many messages you have, and a red light appears at the
upper right corner of your phone.
To check your voice mail:
1.From your phone’s Home screen, select the Voice
Mail icon.
2.Select ‘Call Voice Mail’.
3.Listen to the options and follow the prompts. If you
wish to use the touchtone menu rather than the
voice menu, press ‘0’.
The Voice Mail screen displays the phone number,
message date, and time of the call. For contacts
listed in your personal contacts or corporate directory, the name and contact card of the sender also
displays.
To check your voice mail on a campus phone (other than your
own):
1.Call 812-941-2120 to get to the voice mail menu.
2.Press the * key.
3.Enter the 10-digit number of the voice mail box you
want to reach, e.g. 555-555-5555 (even though the
prompt says to enter your extension).
4.Enter the PIN, then the # key.
To check your voice mail on an off-campus phone (including
cellphones):
1.Call 812-941-2120 to get to the voice mail menu.
2.Enter the 10-digit number of the voice mail box you
want to reach, e.g. 555-555-5555 (even though the
prompt says to enter your extension).
3.Enter the PIN, then the # key.
Record Your Voice Mail Greeting
Unicom allows users to easily customize their voice mail
greetings.
To record your voice mail greeting:
1.Call your voice mail box.
2.Press ‘0’ for touchtone menu.
3.Press ‘5’ to change your voice mail greeting.
*To record an out-of-office greeting, press ‘6’ after
step 2 from above and follow the instructions.
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Transfer a Call
You can transfer calls in these ways:
• To someone else, either directly (without speaking to
them), or by talking with them first.
• To a Parking Lot so that the call can be placed on
hold and retrieved by someone else.
• To your mobile phone.
To transfer a call directly to someone else:
1.From the In Call screen, select Menu, and then
select Transfer Directly To.
2.Enter a number or select a contact, and then select
Transfer.
To consult with someone before transferring a call:
1.From the In Call screen, select Menu, and then
select Consult then Transfer To.
2.Enter a number or select a contact. After you speak
with the person you’re transferring the call to, select
Complete Transfer.
To transfer a call to a Parking Lot:
1.From the In Call screen, select Menu, and then
select Transfer to Parking Lot. The call will be placed
on hold.
2.A notification appears, displaying a number to call to
retrieve the call.
3.Contact the team that you want to answer the call,
and give them the number from the notification.
To transfer a call to a mobile phone:
From the In Call screen, select Menu, and then
select Transfer to Mobile Phone.
Set Up Call Forwarding
You can configure your phone so that all incoming calls are
forwarded to another number or one of your contacts.
You can also forward calls while the phone is ringing see
Connect with CX600 – Forward Call.
Call forwarding options:
• Do not forward calls.
• Forward to voice mail.
• Forward to one of my numbers.
• Forward to a contact.
• Simultaneously ring one of my numbers.
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Forwarding Calls with Windows
Lync 2010 Enterprise Voice for Windows offers a range of
call forwarding options.
Options
To view call forwarding options:
1.Click on the Options button in Lync.
2.Select Call Forwarding.
Call Forwarding Options:
Turn off call forwarding; Forward my calls to; and Simultaneous Ring.
The ‘Turn off call forwarding’ option restricts all incoming
calls to your Lync phone.
Alternatively, if you have delegates, team-call group members, and alternate phone numbers configured, you can use
the Call Forwarding shortcut button which appears in the
lower left corner of the Lync window. An action menu opens
from which you may choose any of the configured options
with a click.
Call Forwarding
shortcut button
Forwarding Calls:
When a user selects Forward my calls to, Lync will send any
incoming calls immediately to the number selected. When
this option is selected, you may choose:
• Any of the phone numbers previously saved in your
account
• Voice Mail
• A new phone number
• A phone number of one of your Delegates (see section ‘Forwarding Calls to Delegates’ under ‘Delegation of Incoming Calls’).
Cancelling Call Forwarding Rules:
To cancel Call Forwarding and Simultaneous Calling:
1.Open the Call Forwarding section of the Lync Options environment.
2.Click on the ‘Turn off call forwarding’ radio button
3.Click OK.
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Forwarding Calls with Mac
Lync 2011 Enterprise Voice for Mac offers a range of call
forwarding options.
To view call forwarding options:
1.Click Lync in the top menu bar on the desktop and
choose Preferences.
2.Select the Phone Calls tab.
Call Forwarding Options:
Turn off call forwarding; Forward my calls to; and Simultaneous Ring.
The ‘Turn off call forwarding’ option restricts all incoming
calls to your Lync phone.
Forwarding Calls:
When a user selects Forward my calls to, Lync will send any
incoming calls immediately to the number selected. When
this option is selected, you may choose:
• Any of the phone numbers previously saved in your
account
• Voice Mail
• A new phone number
Cancelling Call Forwarding Rules:
To cancel Call Forwarding and Simultaneous Calling:
1.Click Lync in the top menu bar on the desktop and
choose Preferences.
2.Select the Phone Calls tab.
3.Click on the Turn off call forwarding radio button.
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View Contact Card
A contact card provides details about a contact’s availability
and presence. Depending on the access level that a contact grants you, you may see the contact’s phone numbers,
schedule information, the phone number of the most recent
call, and a personal note if the contact has written one.
To view a contact card:
1.From your phone’s Home screen, select the Contacts icon.
2.From the Contact Groups screen, select the group
your contact is in, and then select a contact name.
3.When you finish viewing the contact card, select
Close.
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Manage Multiple Calls
When you’re in a call, you’ll see several call controls that you
can use to manage multiple calls.
To place a call on hold:
From the In Call screen, select Hold.
To answer a second call when you’re in an active call:
From the Incoming call screen, select Answer. Your
active call is placed on hold and your second call is
answered.
To switch between calls:
1.Press the Home button on the phone, and then
select Active Call.
2.From the In Call screen, use the up and down arrow
buttons to select the call that you want to activate,
and then select Resume.
To make a new call and place the active call on hold:
1.From the In Call screen, select Menu, and then
select New Call. Your active call is placed on hold.
2.Enter a phone number or select a contact, and then
select Call.
To end a call:
From the In Call screen, select End.
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Escalate a Call to a Conference Call
You can start a conference call during a phone call and add
more participants.
To escalate a call to a conference call:
1.From the In Call screen, select Menu, and then
select Add Others.
2.To add a participant, enter a phone number or
select a contact, and then select Add. To add more
participants, repeat this procedure.
Join a Meeting from a Calendar
Your calendar displays Microsoft® Outlook® appointments
for the current day.
You can join a meeting by using your phone.
*Mac users do not have access to this function.
To join a meeting:
1.From your phone’s Home Screen, select the Calendar icon.
2.From the Today’s Calendar screen, choose the
meeting you want to join, and then select Join.
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Access Phone Settings and Help
You can access Help and configure the following settings on
your phone:
• Volume
• Brightness
• Logging
• Desk Phone Location
• Malicious Call Reporting
• Make Test Call
• Ringtones
• Phone-Unlock PIN
• Time Zone
• Date Format
• Time Format
• Language
• High Contrast
• Text Telephony (TTY)
Some of the above settings may not be available on your
phone.
To access the Settings menu:
1.From your phone’s Home screen, select Menu, and
then select Settings.
2.From the Settings screen, select the setting you
want to change.
To access the general Help for the phone:
From your phone’s Home screen, select Menu, and
then select Help.
To access context-sensitive Help for a specific screen:
From your current screen, select Menu and then
select Help.
Reset Your Phone
If your phone stops working, your system administrator may
ask you to reset your phone.
To reset your phone:
While you press and hold the ‘*’ and ‘#’ keys, disconnect, and then reconnect the phone’s power supply.
A message displays asking if you want to continue.
Select Yes.
The reset process can take up to four minutes. After the
phone resets, the Home screen displays.
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Delegation of Incoming Calls for Windows
Call delegation is a feature that enables faculty or staff to
delegate phone calls handling up to one or more administrative
delegates. When a delegate answers a call, Lync notifies the
owner of the account that the call has been answered, along
with the name of the delegate answering.
*This feature is not available for Mac users.
Why would you choose to use this feature?
• Your delegate can screen your calls, transferring the
calls when appropriate.
• Your delegate can create or join a voice conference
on your behalf.
• If you share an Outlook Inbox with a delegate, the
delegate can listen to your voice mail and respond.
You may direct Lync to send your calls to a Delegate immediately, or after a 5, 10, or 15 second delay.
Forwarding calls to Delegates:
Forwarding your calls to your Delegate(s) allows you to send
incoming calls to someone else. When you click on the Forward my calls to option, you can then select to forward your
calls to ‘My Delegates.’
First, you must add Delegate(s). To do so:
1.Click on the Add button. A list of your contacts opens.
2.In the Contact List, select one or more of your
contacts as your Delegate(s). You may only select
persons inside your organization.
3.Click OK.
4.Ensure any of your Delegates that you wish to receive your forwarded calls have checkmarks in the
boxes next to their names.
Note: To edit this list after you create it the first time, click
on the Edit my delegate members link in the Call Forwarding
environment of the Lync Options window.
Simultaneous Ringing
If you choose the ‘Simultaneous ring’ option, your Lync work
phone will ring as will a second number, designated when
you select this option.
Note: If you choose a long-distance phone number for simultaneous calling, the IU phone system will prompt anyone
calling from IU’s system for a long-distance access code.
When this occurs, the call bypasses your Lync work-phone
completely and goes directly to the long-distance number.
Redirecting a Call in Lync
If you have additional numbers listed in your Lync Options,
you can choose from those numbers to redirect calls.
To redirect an incoming call:
1.In the Incoming Call alert, click the Redirect button.
A pop-up list of numbers appears.
2.Click your choice. The redirected call rings on the
selected device or directs to Voice Mail.
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Team Calling
You can set up a group of people to answer your incoming
calls. This feature may be useful if you are part of a work
group in which any of you can accept incoming calls.
*These features are not available for Mac users.
You can configure team-calling to ring you and your teamcall group simultaneously, or you can set a delay so that
your calls ring you first and then the rest of the group after
a specified number of seconds. When you set up a team of
one or more people to answer your calls, you become the
‘team leader’ of your calls. As a team leader:
• If your Presence is set to Offline or Do Not Disturb,
your calls are routed to the team;
• If your designated team is unable to answer, your
missed call goes to your voice mail; and
• If contacts with the ‘Friends & Family’ privacy relationship call you, the call will not be forwarded to the
team-call group.
Note: this feature requires that you and all the members of
your team-call group are using UniCom Enterprise Voice.
Options
To configure team calling:
1.In the Lync main window, click the Lync Options
button.
2.Select Call Forwarding.
3.To set up the members of your team-call group,
click on the ‘Edit my team-call group members’ link.
The Call Forwarding – Team-Call Group dialogue box
opens.
4.Click on the Add… button. The Add Contacts dialogue box opens.
5.In the new dialogue box, select any number of your
contacts to add to your team, or search for your
team members in the search field at the top of the
Add Contacts dialogue box.
6.Then click OK. The contacts you select appear in
the Call-Forwarding – Team-Call dialogue box.
7.Click the OK button.
Once you have a team-call group established (See section ‘Configuring Your Team-Call Group’), you can set the
parameters by which Lync will forward your calls to your
colleagues. You may adjust the delay after which your calls
are forwarded to members of the group, from instantaneous
to after several seconds.
To turn on team-calling in Lync:
1.In the Lync main window, click the Lync Options
button. The Options environment opens.
2.Select Call Forwarding from the Options menu
sidebar.
3.Click on the ‘Simultaneous Calling’ radio
button.
4.Then, in the drop-down menu for Simultaneous
Calling, select the My Team- Call Group option.
Continued on next page
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To adjust the delay after which your team-call group members
receive your incoming calls:
1.In the Lync main window, click the Lync Options
button.
2.Select Call Forwarding.
3.To adjust the delay after which your team-call group
is called, click on the Edit my team-call group members link.
4.Below the list of your team-call group members,
find the Ring your team-call group after this many
seconds drop down menu and select your delay
preference.
5.Then click the OK button.
Using Presence Status to Redirect Calls:
If you designate a team-call group to answer your calls, it is
important to pay attention to your presence status. If your
status is set to Offline or Do Not Disturb, your calls automatically redirect to your team-call group. However, if an incoming call originates from a contact in your Friends & Family
Group, Lync will not forward the call to your team-call group
members.
Additional Resources
More options and controls for your phone can be utilized
through Microsoft Lync 2010. Your CX600 Polycom phone
and Microsoft Lync automatically reciprocate information. For
more information on Microsoft Lync, see the UniCom & Lync
Basic In-depth Guide.
Getting Help
If you can’t find the help you need from this guide, call Help
Desk at (812) 941-2447 and select Option 5, or visit these
websites for additional help:
Polycom CX600 User Guide:
http://support.polycom.com/PolycomService/support/us/support/voice/cx/communicator_cx600.html
For Microsoft Quick Guides visit:
http://office.microsoft.com/client/helpcategory.aspx?CategoryI
D=CL101952792&lcid=1033&NS=COMM14&Version=14
For Microsoft How-to Videos:
http://office.microsoft.com/client/helpcategory.aspx?CategoryI
D=CL101833114&lcid=1033&NS=COMM14&Version=14
CX600 Phone Tutorial Video:
https://www.sharepoint.iu.edu/sites/iuk/it/training/Shared%20
Documents/unicom/CX600-interactive-tutorial.wmv
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