Polycom SoundPoint IP 331 Quick Reference Manual

Polycom Soundpoint IP 330/331 Phone

Quick Reference Guide

www.fibernetics.ca

Table of Contents

Phone Overview............................................................................................................................................

3

Soft Key Features..........................................................................................................................................

4

How to Place a Call......................................................................................................................................

Placing a Call from a Call List .....................................................................................................................

5

6

Ending a Call ...............................................................................................................................................

How to Put a Call on Hold ...........................................................................................................................

Transferring Calls.........................................................................................................................................

8

Call Waiting .....................................................................................................................................................

9

Moving Between Active Calls .....................................................................................................................

9

6

7

Set Up a Conference in an Active Call .........................................................................................................

10

3 Way Conference Call on Outbound Calls ..................................................................................................

Conference Bridge ......................................................................................................................................

10

10

How to Park a Call.......................................................................................................................................

11

Pick Up a Parked Call ..................................................................................................................................

11

Find Me Follow Me ......................................................................................................................................

11

Answer Any Ringing Extension ...................................................................................................................

Voicemail ....................................................................................................................................................

12

13

Contact Directory ........................................................................................................................................

How to Use Buddy Lists ..............................................................................................................................

14

15

Dial Sequences ...........................................................................................................................................

16

Page 2

Polycom SoundPoint IP 331 Phone - Overview

Dial

Menu

Line 1

Line 2

1 ABC 2 DEF 3

Hold

Default Display Screen Shows Date, Time & Extension

Mon, Jul 6

10:12 A

NewCall

641 1

Callers Dir

Line 1

Mess ges

Dial

Menu

1

GHI 4

PQRS 7

ABC 2

DEF 3

JKL 5

TUV 8

MNO 6

WXYZ 9

Hold

OPER 0

Message Light

Iluminated Display

Display Changes for Options

Soft Key Controls

Line 1 Key

Messages Key

Enter Selection Key

Scroll Buttons

Menu Key

Hold Key

Headset Plug In Side of Phone

Headset Key

Speaker Phone

Volume Control

Dial Key

Mute

Handset

Page 3

Soft Key Features

Features from the Main Display

New Call

PickUp

Page

Dir

ConfBr

Alt DS

Press this to place a new call

Press this to pick up another ringing phone

Press this to page all phones and overhead

Press this to access the Contact Directory

Press this to access the Conference Bridge

Press this to manage your Alternate Dial Sequence

Features While On a Call

Park

Bld Xfr

Att Xfr

VM Xfr

Trans

Conf

Press this to park a call on a line to be picked up from another phone

Press this to perform a Blind transfer when transferring to an extension number

Press this to perform an Attended transfer when transferring to an extension number

Press this to transfer a call directly to an extension’s Voicemail Box

Press this to transfer a call to a telephone number

Press this when creating a 3 way call

Features when a call is on Hold

Resume

Join

Press this to resume the call you placed on hold

Press this to join a call on hold to an active call

Page 4

Phone with Default Screen

How to Place a Call

How to Place a Call

You can place a call using the handset, headset, or speakerphone by pressing one of the following buttons:

• Dial

• Line 1

• New Call Soft Key

• Headset

• Speaker

You can also dial the number first, and then choose the method you will use to speak to the other party.

During a call, you can alternate between Handset,

Headset, or Hands-Free Speakerphone modes by pressing the Speaker or Headset buttons, or picking up the Handset.

Enter number:

519888997

>>

1

Display changes to this screen once phone receiver is picked up and you startdialing your number.

Page 5

Placing Calls from a Call List

Speed Dial

Received Calls

To Place a Call From a Call List

Use the Up, Right, and Down Arrow keys to scroll through the list to find the contact.

Placed Calls

• Up shows your speed dial list

• Right shows your placed calls

• Down shows your received calls

When the party you wish to contact is highlighted in black press Dial or pick up the handset.

Ending a Call

Do one of the following steps:

• Press the End Call soft key

• Replace the handset to the cradle

• Press the Speaker key if in speakerphone mode

• Press the Headset key if in headset mode

1

2

Received Calls

5195891234

FRANK SMITH

Note: When scrolling through your Received Calls using the up and down arrows, calls that were picked up show a phone receiver icon next to the phone number. Calls that were not picked up show an icon of an entire phone beside the number.

0.15

To:5195891234

EndCall Park

1

More

Page 6

How to Put a Call on Hold and Multiple Calls on Hold

When call is on hold this icon flashes and the receiver points upward.

Mon, Jul 6 3:18p

10:12 A

0.15

641

Callers Dir

How to Put a Call on Hold

Call Hold and Resume

During a call, press the Hold button

1. Press Hold button or Resume soft key to resume the call

Dial

Menu

1 call on hold. Press

GHI 4

Hold key again to

ABC 2

JKL 5

7 TUVW 8

* OPER 0

+

DEF 3

MNO 6

9 XYZ

#

Line 1

Messages

Hold

When a call has been on hold for an extended period of time, both visual and audible alerts appear. Contact your system administrator to determine if this feature is enabled/disabled, what the time period is, and what sound effects are available. When active on a call, the sound effects are played at a volume that is typically lower than the normal ringer volume.

Note As using the Hold feature typically generates music or a beeping tone, avoid putting a conference call on hold.

3 4

6:18p

3.27

Hold: Jack White 5196751

New Call Resume Join

Multiple Calls on Hold

If multiple calls are on hold, use the Up and Down Arrow keys to switch between the calls, then press the Resume soft key to retrieve the desired call.

If two or more calls are on hold, an indication appears on the graphic display, for example “3/4” , indicating that this is the third call out of four calls.

Page 7

Mon, Jul 6

10:12 A

3:18p 0.15

641

Callers Dir

1

1

Dial

Menu

Line 1

Messages

1

GHI 4

PQRS 7

*

-

ABC 2

JKL 5

TUV 8

OPER 0

+

DEF 3

MNO 6

WXYZ 9

#

Hold

Mon, Jul 6

10:12 A

3:18p 0.15

641 1

1

Callers Dir

Dial

Menu

Line 1

Messages

1

GHI 4

PQRS 7

*

-

ABC 2

JKL 5

TUV 8

OPER 0

+

DEF 3

MNO 6

WXYZ 9

#

Hold

Mon, Jul 6

10:12 A

3:18p

Callers

0.15

641

Dir

1

1

Dial

Menu

Line 1

Messages

PQRS 7

*

1

GHI 4

-

ABC 2

JKL 5

TUV 8

OPER 0

+

DEF 3

MNO 6

WXYZ 9

#

Hold

Transferring Calls

How to Transfer a Call

Attended Transfer - Allows you to speak with the end party first, prior to completing the call transfer. The end party will see the caller ID of the person transferring the call.

Blind Transfer - The call is transferred directly to the end party. The end party will see the caller ID of the original caller.

To Perform an Attended Transfer (“Att Xfr”)

1. During a call, press the More soft key

2. Press the Att Xfr soft key

3. Enter the extension number of the end party and press the Enter soft key

4. When your party answers the phone you may now talk to him/her without the original caller hearing your conversation (the original caller will be put on hold)

5. Disconnect yourself from the call by pressing the End Call soft key or placing the handset back on the cradle.

6. Your parties will now be connected and you will have left the call

Note: if your party does not want to take the call, they can hang up and you will be able to talk to the original caller again to let them know the other party is unavailable. If the caller wishes to leave a voicemail for the party they wished to speak to you may transfer the call directly to a voicemail box by using the “VM Xtr” feature.

To Perform a Blind Transfer (“Bld Xfr”)


2. Press the Bld Xfr soft key


4. Once the display returns to the main screen, your call has been transferred and you can place the handset back on the cradle.

Note: If you need to correct the extension number you started to enter use the << soft key to erase the number. You can cancel the transfer by pressing the Cancel soft key and the original call will be resumed.

Transferring a call to a Voicemail Box (“VM Xfr”)

1. During a call, press the More soft key until you find VM Xfr

2. Press the VM Xfr soft key


Transferring calls to a Telephone Number (“Trans”)

The “Trans” function allows you to transfer calls to an external telephone number by following these steps:


2. Press the Trans soft key

3. Choose Normal or Blind

4. Enter the 10 digit telephone number of the end party. Once the display returns to the main screen your call has been transferred and you can place the handset back on the cradle.

Page 8

Call Waiting

Call Waiting

1.21

From:Caller Name

EndCall Park

1

More

Active Call Screen

Fibernetics Digital PBX provides both an audible and visual indicator when you receive an inbound call while you are already on a call*

* When call waiting is enabled for your extension

Call From

Ingore

John Smith

Answer More

Incoming Call Screen when user is on an Active Call

New Call

When you receive a call when already on a call you have 3 options:

Ignore

Ignores the incoming call. The display screen will clear and the ring will be muted. The call is routed according to your extension configuration. ie Call goes to voicemail after 4 rings

Answer

Places your active call on hold to answer the new incoming call

Reject

Sends the incoming call to voicemail immediately

Moving Between Active Calls

1 2

4:04p

2.29

From:John Smith 5198972

EndCall Park More

Moving Between Active Calls

The screen currently shows 2 active calls as indicated in the top left box in the display.

Using the Down Arrow key will show call on hold.

2 2

4:05p

2.29

From:Betty Ryan 5196751

New Call Resume Join

Call on Hold

Press Resume , other call is placed on hold.

Press Join and Conference this call in with your first active call.

Page 9

Set Up Conference in an Active Call | 3 Way Conference Call on Outbound Calls | Conference Bridge

To Set Up a Conference in an Active Call Using the Join Soft Key:

When you are in an active call:

1. If you have one call on hold and answer a new call, use the down arrow to go to the call on hold, then press the Join soft key. A conference is created with the active call, the call on hold, and yourself.

2. If you have more than one call on hold, use the up and down arrow keys to switch to the desired call on hold, press the Join soft key. A conference is created with active call, the call on hold and yourself.

3. As above if you are on an active call and receive a new call, you can use join from call waiting.

How to do a 3 way Conference Call on Outbound Calls

You can create a conference with other parties using the phone’s local conference feature.

To set up a conference:

1. Call the first party.

2. Press the More soft key to find the Conf soft key.

3. Press the Conf soft key to create a new call. The active call is placed on hold.

4. Call the second party.

5. When the second party answers, press the Conf soft key again to join all parties in the conference.

To split a conference call:

Press the Split soft key to split the conference. Both parties will be on hold.

To end a conference call:

Press the End Call soft key or hang up. The other parties will continue to be connected.

Conference Bridge

Conference Bridge

Your system administrator may give you a telephone number that is local to your city and/or a password to be connected to a specific conference.

It is important to have these numbers ready before initiating your conference bridge.

FROM INSIDE THE OFFICE:

1. Choose your method for the call (handset or speakerphone)

2. Using the More soft key locate the ConfBr soft key

3. Press the ConfBr soft key to access your conference bridge

FROM OUTSIDE THE OFFICE:

1. Dial the Conference Bridge Access #

2. Follow the attendants voice prompts

Page 10

Mon, Jul 6

10:12

A

How to Park a Call and Pick Up a Parked Call

3:18p 0.15

641

Callers Dir

1

1

Dial

Menu

Line 1

Messages

1

GHI 4

PQRS 7

*

-

ABC 2

JKL 5

TUVW 8

OPER 0

+

DEF 3

MNO 6

XYZ 9

#

Hold

Parking a call allows a person to put a call on hold at one telephone set and continue the conversation from any other telephone set or let any other user pick up the call from any other set.

Parking a Call:

1. While the call is in progress press the Park soft key. The auto attendant will give you a “park position” number to where the call will be parked followed by a busy signal.

Picking up a Parked Call:

2. A parked call can be picked up by any other telephone set by picking up the handset and dialing the same number that the auto attendant gave you. You may also need to press the Dial button to connect to the parked call.

How to Pick Up a Call on Any System Phone When Call is Ringing On Your Cell Via Find Me Follow Me

Find me, follow me, is more than simply call forwarding.

Calls can be routed to multiple numbers simultaneously by setting virtual extensions. Your office extension, home number, cell phone … wherever you are, the call will find you. When you are in the office, you can use your cell phone as notification of a call, and you can pick up the call from any phone.

1. Pick up the handset or press the speakerphone key.

2. Dial 4 followed by your own extension – 4XXX. For example if your extension number is 600 you will dial 4600 to answer calls specific to extension 600.

Page 11

Answer Any Ringing Extension

Whether the handset is on or off of the cradle the PickUp soft key will appear. Press this to answer any ringing extension.

How to Use Paging and Intercom Features

To Page All Phones and Overhead (“Page”)

1. Pick up the handset

2. Use the More soft key to locate the Page soft key

3. Press Page soft key

4. Speak into the handset

5. When finished speaking press the End Call soft key

6. (or dial 7008 , then press Dial )

To Page All Phones (7007)


2. Dial 7007

3. Press Dial



To Page Overhead Only (7009)


2. Dial 7009

3. Press Dial



To Page an Extension (6XXX)


2. Dial 6 and then the extension number you want to page (6XXX)

3. Press Dial

4. Press the End Call soft key when finished paging

Intercom for an Extension (5XXX)


2. Dial 5 and then the extension number

3. Press Dial

4. Press the End Call soft key when finished

Page 12

How to Use Voicemail

Phone flashes red when you have messages.

Mail icon also appears on screen.

2

Wed, Jul 8 10:39a

1 new message

Msgs

1

PickUp More

Screen will tell you how many messages you have waiting for you.

1

GHI 4

PQRS 7

*

-

Line 1

Messages

ABC 2

JKL 5

TUVW 8 or Msgs

DEF 3

Select Message key

6 soft key to listen to messages

XYZ 9

OPER 0 #

+

VOICE MAIL

The presence of new Voice Mail messages is indicated by a flashing Message

Waiting Indicator LED on the front of the phone and a visual notification on the graphic display. The stutter dial tone in place of normal dial tone will also sound to indicate that message(s) are waiting at the message center.

To Listen to Voice Messages:

1. Press the Messages button directly on your phone

2. Lift handset if desired

To Listen to Voice Messages using a different phone:

1. Dial 21 and then the extension number (21XXX)

2. Press Dial button

3. You may be required to enter a password for your mailbox

This feature is design to retrieve your messages from any phone within your office, or to retrieve messages from Virtual Extensions

To Leave a Message on Someone Else’s Voicemail:

1. Dial 31 followed by the person’s extension number (31XXX)

2. Press Dial button

3. The auto attendant will play the person’s unavailable message followed by a brief beeping sound at which time you can leave your message

4. When your message is complete, return the handset to the cradle or press the End Call soft key.

Page 13

Directory

>New Entry<

New Entry Directory Screen

Add T o Directory

First Name:

First Name Entry Screen

Abc

Firs t Name:

John

Ok Cancel

Add First Name

Add T o Directory

Last Name:

>>

Last Name Entry Screen

Abc

Las t Name:

Smith

Cancel

Enter Last Name

123

Contact:

637

Ok Cancel

Enter Contact Name

Add to Directory

Speed Dial Index:

1 Cancel

Add Speed Dial Index

Directory

1 John Smith (637)

>>

>>

Directory Entry showing Speed Dial Index, Name, Contact #

Contact Directory

Managing Contacts

You can enter 99 contacts in your phone’s Contact Directory.

You can add, edit, delete, dial, or search for a contact in this directory.

You can add a contact manually or from a call list.

New entries to the Contact Directory are added to the top of the list.

To View your Contact Directory

1. Press the More soft key to locate the Dir soft key.

2. Press the Dir soft key to view your current list.

To Add a Contact Manually

1. Press the More soft key to locate the Dir soft key.

2. Press the Dir soft key to view your current list or to add a new contact.

3. When you see <New Entry> press the check mark in the middle of the arrow keys.

4. Entry to this field is alphabetic as denoted by Abc .

5. Enter the first name of the contact from the dial pad.

6. Press the Ok or Cancel soft keys to accept or cancel changes.

7. Press the Down Arrow to display the next field in the contact’s entry.

8. Repeat steps 3 to 6 to enter the last name of the contact.

9. Repeat steps 3 to 6 to enter a contact number. Contact number can be either an extension number or a telephone number. This is a required field and it must be unique (not already in the directory). Entry to this field is number as denoted by 123 .

10. Repeat steps 3 to 6 to change the Speed Dial Index if desired. It is automatically assigned to the next available index value. For more information, refer to Assigning

Speed Dial Indexes.

11. Repeat steps 3 to 6 to change the Ring Type and Divert Contact if desired. These fields may be left blank. For more information on setting the Ring Type field, refer to

Distinguishing Calls.

12. Repeat steps 3 to 6 to change the Auto Reject. For more information on setting the

Auto Reject field, refer to Rejecting Calls.

13. Press the Left Arrow key to end contact’s data entry.

14. Press the Yes or Cancel soft keys to accept or cancel changes.

15. Press the Left Arrow key repeatedly to return to the idle display. You may add another entry by repeating steps 3 to 13.

How to Setup Speed Dial Lists

To assign a speed dial index, first follow the CONTACT DIRECTORY above.

To dial a contact associated with a speed dial index:

1. Using the dial pad, enter the speed dial index followed by #. (ie. if Bill is 4th on your speed dial list, press 4#)

2. Press Dial or pick up the handset to complete the call

Page 14

How to Use the Buddy Lists

Your phone combines interactive message services and status monitoring to complement a traditional messaging application such as e-mail. Live interaction within a pool of phones is possible by monitoring the “presence” of the parties involved. Your phone can “watch” the status of up to

8 other phones or 8 buddies. These other phones form your “buddy list” . The status of your buddies is displayed and updated in real time. Your phone can be “watched” by up to 8 other phones.

Presence

To view and change your presence settings:

1. Press the Menu button.

2. Select Features > Presence > My Status.

3. Use the up and down arrows to scroll through the list, and then press the check mark to select your new status.

This affects information sent to phones watching you.

Presence information will also be sent to watching phones when you go off-hook or enable Do Not Disturb.

To Add or Delete a Contact from your Buddy List:

1. Press the Dir soft key.

2. Use the up and down arrows to scroll through the list to find the contact.

3. Press the check mark to select the entry.

4. Press Edit .

5. Press the down arrow repeatedly until the Watch Buddy field appears.

6. Press the check mark to select the Watch Buddy field.

7. Use the left and right arrows to switch between Enabled and Disabled settings. When Watch Buddy is enabled, the contact is added to your buddy list. When Watch Buddy is disabled, the contact is removed from your buddy list. The default for Watch Buddy is Disabled.


9. Press the left arrow repeatedly to return to the idle display.

To Block or Unblock a Contact from Your Buddy List

1. Press the Dir soft key.

2. Use the up and down arrows to scroll through the list to find the contact

3. Press the check mark to select the entry.

4. Press the down arrow repeatedly until the Block Buddy fields.

5. Press the check mark to select the Block Buddy field.

6. Use the left and right arrows to switch between Enabled and Disabled settings. When Block Buddy is enabled, the contact cannot watch your phone. When Block Buddy is disabled, the contact can watch your phone. The default for Block Buddy is Disabled.


8. Press the left arrow repeatedly to return to the idle display.

Page 15

Dial Sequences

A dial sequence is the chain of events that occur whenever your extension is dialed. Dial sequences are arranged into two categories:

Default Dial Sequence: This is a simple two-step configuration that is suitable for most generic extensions. Normally an extension rings four times, and then goes to voicemail.

Alternate Dial Sequence: This is a more advanced configuration that can be extended to six steps. It enables complex find-me / follow-me rules to be defined in which the extension dials around to various locations.

Attribute Description

Always Enabled This enables the Alternate Dial Sequence and disables the Default Dial Sequence on a permanent basis

Enabled on . . . This enables the Alternate Dial Sequence and disables the Default Dial Sequence on a scheduled basis

Disabled on . . .

This disables the Alternate Dial Sequence and enables the Default Dial Sequence on a scheduled basis

Always Disabled This disables the Alternate Dial Sequence and enables the Default Dial Sequence on a permanent basis

Note: For more information on Scheduling and Configuring Dial Sequences please refer to your Fibernetics Digital PBX

Training Manual

To change your Alternate Dial Sequence settings:

1. Press the More soft key to locate the Alt DS soft key

2. Press the Alt DS soft key

3. Follow the voice prompts

Page 16

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