Polycom 2-Line Phone User manual

Polycom 2-Line

Desk Phone Quick Reference

Guide

ACC-1142 PUG

Table of Contents

INTRODUCTION TO YOUR POLYCOM 2-LINE DESK PHONE ..................................................................2

WELCOME ....................................................................................................................................................2

DESK PHONE................................................................................................................................................2

HOW TO USE YOUR POLYCOM 2-LINE DESK PHONE ............................................................................3

Answering and making calls ...................................................................................................................3

Answering a Second Call........................................................................................................................4

Placing a second call ..............................................................................................................................4

Call Transfer............................................................................................................................................5

At this point, the call is connected to the number to which you are transferring them. ...........................5

Alternate Method for Transferring Calls-.................................................................................................5

Conferencing Calls..................................................................................................................................6

Call Park..................................................................................................................................................6

Paging (Intercom)....................................................................................................................................7

Forwarding All Incoming Calls ................................................................................................................7

Do Not Disturb.........................................................................................................................................8

Voicemail.................................................................................................................................................9

Introduction to your Polycom 2-Line Desk Phone

Welcome

The AccessLine Hosted PBX phone system and service is a very

powerful communication system that provides a comprehensive solution

for your small business communications needs. This guide highlights

some of the most commonly used features of the 2-Line Desk Phone.

For a complete list of features and capabilities, please refer to the

Polycom 2-Line Desk Phone Owner’s Manual.

Phones may be plugged into your existing network or connected

wirelessly if your system includes the optional Base Unit.

Desk Phone

Handset

Numeric Keys

Volume

Headset

Mute

Speaker

Message Lamp

Line Keys

Softkeys

Dial

Hold

Navigation keys

How to use your Polycom 2-Line Desk Phone

Answering and making calls

Answer a ringing call using the handset

Pick up the handset

Answer a ringing call using the speakerphone

Press the Speaker Key , the “Answer” soft key under the display or the Line

key

Place an external call

1. Pick up the handset or use the speakerphone key

2. Dial the 10-digit number

Place an internal call

1. Pick up the handset or use the speakerphone key

2. Dial the 3-digit extension number

Redialing a call

The Redial function places a call to the last number dialed. To use the Redial

function,

1. With the handset on the hook, press the Redial soft key

Placing a Call on Hold

During a call, press or the Hold soft key. The hold icon will display on the Call

Key label. The caller will hear the standard hold music or your custom hold

music/message.

Retrieving a Call on Hold

Press again or the Resume soft key to retrieve the call

Answering a Second Call

If you are on a call and another call comes in to your phone you will hear a tone

from the phone and see the word “calling” on the top line of the display. The next

available Call Key will flash green. There are two ways to answer the second call:

Method 1

1. Press to place the original call on hold.

2. Press to access the new call.

3. Soft key labels are updated on the display showing Ignore, Answer, and

Reject.

4. Press the Answer soft key to answer the incoming call.

5. This places the original call on hold and refreshes the soft key labels.

Method 2

Answer the call by pressing or associated with the

second incoming call.

The first call is put on hold and the second call is answered.

Placing a second call

While on a call, you may place that call on hold and make a second call. There are

two ways to place another call:

Method 1

1. Press to place the original call on hold.

2. Press the New Call soft key or or to access the

new call.

3. Dial the phone number or extension

Method 2

1. Press the New Call soft key or or to access the

new call AND place the original caller on hold

2. Dial the phone number or extension

Call Transfer

You can transfer calls from your Desk Phone to another Desk Phone in your office

or to any other phone number outside your office. You may perform both Blind

and Consultative Call Transfer.

To Consultative Transfer a Call-

Note: The following instructions assume you are on a call and that your

phone only has one call active.

1. During a call press the Trnsfer soft key. The active call will be placed on hold

2. Enter the number to which you want to transfer the call.

3. As soon as you hear the ring-back sound or after the party answers (and you

speak to the party), press the Trnsfer soft key.

You can talk privately to the party to which you are transferring the call

before the transfer is completed.

If you are using a handset, the transfer can be completed by putting the

handset on the cradle.

You can cancel the transfer before the call connects by pressing the Cancel

soft key.

To Blind Transfer a Call-

Note: The following instructions assume you are on a call and that your

phone only has one call active.

1. During a call press the Trnsfer soft key. The active call will be placed on hold

2. Press the Blind softkey

3. Enter the phone number or extension you wish to transfer to

At this point, the call is connected to the number to which you are transferring

them.

Alternate Method for Transferring Calls-

This call transfer method is used when you want to transfer a call without tying up

two lines on your phone system. It uses the Intermedia network to transfer the call

instead of the phone system.

1. Receive a call on your Desk Phone

2. Touch #5 to start the transfer (this will place your caller on hold)

3. At the dial tone, enter the extension or phone number you want to transfer

the caller to

4. When the transfer party picks up the phone, touch #5 again.

5. All three of you will be connected.

6. Hang up and the two parties are connected (without tying up any of your

lines)

Note- If the transfer party does not pick up the phone, touch #6 to return back to

the original caller.

Call Transfer to Voicemail

You may transfer any caller to a specific voicemail box belonging to any other user

on the system.

1. Receive or place a call on your Desk Phone

2. Press the TRANSFER soft Key

3. Press the Blind soft key

4. Dial *99 followed by the extension number of the desired person. DO NOT

HANG UP

5. Once the call has transferred to the desired voicemail box, your line will

hang up. Do not hang up the phone until the line has disconnected.

Conferencing Calls

You may join two calls already on your phone or add an additional party to an

existing call.

Joining Calls (allowed only when you have two calls on your phone)

1. When you are on an active call, use the to go to the call on hold, then

press the Join soft key.

2. A conference is created with the active call, the call on hold and yourself.

To Setup a Conference Call (with two other parties)

1. Call the first party.

2. Press Conf soft key to create a new call.

3. The active call is placed on hold.

4. You will receive a dial tone. Dial the second party.

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

parties in the conference.

Call Park

To Park a call

Parking a call is very similar to putting a call on hold. The key difference is, when

you put a call on hold you can only retrieve the held call from the phone that put

the call on hold. With Call Park, you can put a call on hold and pick it up from

ANY phone within the same Call Park Group. Through the Admin Portal, Call

Park Groups can be creates so specific groups of phones can park calls for each

other. If you do not create specific Call Park Groups, all phones are automatically

assigned to the Standard Call Park Group.

1. While on a call, press the More soft key

2. Press the Park soft key

3. The phone will respond with a voice prompt such as “Call Parked on

9001”. The caller will hear hold music.

4. To pick up the parked call, anyone on any phone may dial the park number

(9001 in this example) to be connected with the caller.

Paging (Intercom)

To page to all phones

Paging allows you to speak to a group or all phones at the same time through the

speaker phone. Paging is used to make announcements such as “Jim, you have a

visitor in the lobby” or to let people know about a parked call such as “Susan, you

have a call waiting on park 2”. Paging will only notify phones not in use or not set

to DND. The Admin Portal is used to create Paging Groups so only specific

phones can hear a page.

1. Either pick up the handset or uses the speaker phone

2. Dial the paging group number or 9100 to page all phones

3. WAIT UNTIL YOU HEAR THE TONE

4. Make your announcement which will be heard on all phones in the paging

group (except phones set to DND or phones in use)

5. Hang up the phone when finished

Answering a Page

1. Either pickup the handset or uses the speaker phone

2. Press the “Answer” soft key on the phone display

3. Talk directly back to the person who initiated the page

Rejecting a Page

1. To ignore a page, press the “Reject” button

Forwarding All Incoming Calls

You can configure your phone so that all incoming calls are forwarded to another

party (known as static forwarding). You can choose to:

•Forward all calls

•Forward calls when your phone is busy

•Forward call when you do not answer your phone

To enable call forwarding to another party:

1. Press and select Features > Forward.

2. Using and , select the forwarding type you want to change and then

press . The options are:

•Always—For all incoming calls

•No Answer—Once all options to accept calls have been taken

•Busy—When you are already in a call

3. Depending on your selection:

a. If you select Always, enter a number to forward all future incoming

calls to.

b. If you select No Answer, enter a number to forward all unanswered

incoming calls to and how many rings to wait before forwarding (one

ring is approximately six seconds). A value of 4 is recommended.

c. If you select Busy, enter a number to forward all future incoming calls

to when you are already in another call.

4. Select the Enable soft key to confirm call forwarding.

5. Select the Exit soft key to cancel any changes.

6. The idle display returns with a moving arrow as the line label to confirm

call forwarding is enabled.

Disable Call Forwarding

1. Press and select Features > Forward.

2. Using and , select the forwarding type you want to change and then

press the Select soft key.

3. Press the Disable soft key to turn off call forwarding.

4. The idle display returns and the regular icon appears as the line indicator.

Do Not Disturb

A Desk Phone can be set to Do Not Disturb (DND). When a phone is set to DND,

any internal or external call will immediately route to that phone’s voicemail box

without ringing the phone.

Set DND

1. Press

2. Features will be highlighted, press

3. Press the down arrow and highlight Do Not Disturb

4. Press

5. The word Enable will be displayed. Press the 1 key on the keypad to

enable Do Not Disturb.

An animated icon will display on your phone indicating that Do Not Disturb is

enabled.

Calls received while Do Not Disturb is enabled are logged in the Missed Calls list.

Cancel DND

1. Press

2. Features will be highlighted, press

3. Press the down arrow and highlight Do Not Disturb

4. Press

5. The word Disable will be displayed. Press the 1 key on the keypad to

disable Do Not Disturb.

Voicemail

Each phone has a built-in voicemail box. If a call to your phone is not answered or

your phone is busy, the voicemail box will take a message and alert you through

the message-waiting lamp at the top of the phone and optionally via email to your

cell phone or computer. Messages may be retrieved through your Desk Phone,

your Personal Portal or from any phone.

Retrieving Messages from Your Desk Phone

1. Press the Msgs soft key or press ,

2. Select Features > Messages, and then press .

3. Press the CONNCT soft key

4. The system will prompt you to enter your PIN (the default is 0000)

5. The system will then say, “You have x new and y old voicemail messages”

6. The following options are available through the keypad

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