Polycom 4-Line Phone User manual

Polycom 4 and 6-Line

Desk Phone Quick Reference

Guide

ACC-1143 PUG

Table of Contents

INTRODUCTION TO YOUR POLYCOM 4 OR 6-LINE DESK PHONE.........................................................2

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

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

HOW TO USE YOUR VERTICAL 4-LINE DESK PHONE.............................................................................3

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

Placing a Call on Hold.............................................................................................................................3

Answering a Second through Sixth Call..................................................................................................4

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

Call Transfer............................................................................................................................................4

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.................................................................................................................................................8

Introduction to your Polycom 4 or 6-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 Polycom 4 and 6-Line

Desk Phone. For a complete list of features and capabilities, please

refer to the Polycom 4 and 6-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

Applications

4 or 6 Call Keys

Softkeys

Navigation keys

Voicemail

Transfer

Conference

Redial

Directory

Hold

DND

Messages Waiting

How to use your Vertical 4-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 or, the Answer softkey or the press the Call

Key (next to the flashing green status indicator).

Place a Call

Method 1

1. Pick up the handset, use the speakerphone key or the press an unused

Call Key

2. Dial the 10-digit number or 3-digit extension

Method 2

1. Dial the 10-digit number or 3-digit extension

2. Press the Dial soft key

Redialing a call

Pick up the handset or use the speakerphone key

Press the redial button

Placing a Call on Hold

Note: The following instructions assume you are on a call

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 through Sixth Call

Depending on your phone model and the number of lines you have purchased, you

can take up to 4 or 6 calls on your phone. If you are on a call and another call

comes in to your phone you will hear a tone from the phone and the next available

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

Method 1

1. Place the first call on hold AND at simultaneously answer the second call

by pressing the Call Key associated with the incoming

call.

Method 2

1. Place the first call on hold by using the hold key or use the hold soft

key below the display

2. Press the Answer soft key

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. Place the first call on hold AND simultaneously receive dial tone to make

the second call by pressing the next available Call Key .

2. Dial the 10-digit phone number or 3-digit extension number

3. Press the Send softkey

4. Once you have done this, the Call Key will display your call.

Method 2

1. Press the Hold button or Hold softkey. This will place your caller on hold

2. Press the next available Call Key

3. Dial the phone number or 3-digit extension number. You will be connected

to that party

4. You may switch between calls by using the Call Keys and using the resume

soft key to connect to that call

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 button or 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 or 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 button or 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 AccessLine 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 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. Have one caller on hold while talking to another caller

2. Press the More soft key

3. Press the Join soft key. You will then be connected to both callers.

To Setup a Conference Call (with two other parties)

1. Call the first party.

2. Press or the Confrnc soft key (this will give you dial tone and the

first caller will also hear the dial tone).

3. Dial the phone number or extension number of the new party

4. The new party will be automatically joined to your call.

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.

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

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

7. WAIT UNTIL YOU HEAR THE TONE

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

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

9. Hang up the phone when finished

Answering a Page

1. Either pick up 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

Any call to your phone will be forwarded to the phone number or

extension number you choose.

1. From the idle display, press the Forward soft key.

2. “Always” will be highlighted so press the Select soft key

3. Enter a number to forward all future incoming calls to.

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

A moving arrow appears on the Call Key to confirm call forwarding is enabled.

Cancel Forward All Calls

1. From the idle display, press the Forward soft key.

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

press the Select soft key.

3. Press the Disable soft key.

4. The idle display returns and the regular icon appears within the Call Key.

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. A flashing icon and text on the graphic display indicate that Do Not Disturb is

enabled

Cancel DND

1. Press again

2. DND will be disabled

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 messages key

2. Press the Connect soft key

3. Enter your PIN when prompted (it is 0000 by default)

4. You will be alerted to the number of new and listened to messages

5. After each voice message, options for saving, deleting or forwarding the

message will be offered. Follow the voice prompts

Retrieving messages from any phone

1. Dial your Desk Phone number (shown on your display)

2. Allow the phone to ring then forward to your voicemail box

3. Enter your PIN over the greeting

Retrieving messages via the Web

1. Go to www.accessline.com/login

2. Enter your Desk Phone number

3. Enter your PIN

4. Click LOG IN

5. You will be presented with a list of new and listened to voicemail messages

6. Click the play button associated with the desired message and it will play

through your computer speakers

Change Your Voicemail PIN via the Phone

1. Press the messages key,

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