Polycom 400 Series User manual

Quickstart Guide

Polycom 400 Series

amcom.com.au

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

1. Message Waiting Indicator

2. Line Indicators

3. Line/Speed Dial Key

4. Arrow Keys

5. Speaker Phone

6. Feature Keys

7. Microphone Mute

8. Hands-free Microphone

9. Volume Keys

10. Dial Pad

11. Headset

12. Hold

13. Speaker

14. Soft Keys

15. Graphic Display

16. Hook switch

Speed Dial

Adding a Speed Dial Number:

• Press Menu

• Select Features > Contact Directory

• Scroll to highlight the contact.

You can also use the * key to page up and the # key to

page down

• Press the Edit soft key

• Enter the next available speed dial index.

• Press the Save or Cancel soft keys to accept or cancel changes

• Press Menu to return to the idle screen

Assigning to Speed Dial Key:

• Press and hold an unassigned key

A new empty entry in the contact directory is automatically

opened allowing contact information to be added.

• Press the More soft key, and then press the Add soft key

• (Optional.) Enter contact information

• Change the Speed Dial Index field

The index can be any value between the next available index

value and the maximum (value of 9999).

• Press the Save soft key

• Press Menu to return to the idle screen

1 10

Polycom 400 Series | Features

16 1

13 14

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

VoiceMail

Setting up Voicemail:

• Dial *62

• Enter the default password: 0000# or 1234#

• Change the password to your personal four digit password

and then repeat it to confirm

• Record your name and follow the prompts

Customise Greetings:

• To access your mailbox, press 1

• To record your name, press 3

• To change your password, press 8

Selecting mailbox option:

• To listen to messages, press 1

• To save the message, press #

• To erase/delete the message, press 7

• To repeat the message, press 2

• To play the message again, press 5

• To listen to the next message, press 6

• To call back the caller, press 8

• To change the “busy” greeting, press 2

• To record and activate a new “unavailable” greeting, press 3

• To compose and send a new message, press 5

• To delete all messages, press 7

Basic Phone Features

Place a call:

Use any of the following approaches to place a call:

• Dial the number then lift the handset

• Using the speaker phone

• Using the headset

Answer a call:

• Lift the handset

• Using the speaker phone

• Using the headset

End a call:

To end a call, do one of the following steps:

• Press the End Call soft key

• Replace the handset

• Press the speaker and/or headset button

Redialing the last call placed:

• Press the Redial button

9 2

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Basic Phone Features

Mute a call:

During a call, press Mute. The Message Waiting Indicator

turns red and a microphone on the screen indicates that the

other party (or parties) cannot hear you.

Microphone Mute applies to all modes: Handset, Headset,

and Hands-free Speakerphone. You can still hear all other

parties while mute is enabled.

To turn off Microphone Mute, press Mute again.

View missed calls:

• Press Menu, and then select Features > Call Lists

> Missed Calls

• Press Menu to return to the idle screen

Adding a Contact:

• Press Menu

• Select Features > Contact Directory

• Press the More soft key, then press the Add soft key.

• Enter first and/or last name of the contact from the keypad

• Enter a contact number

• (Optional.) Change the Speed Dial Index.

It is automatically assigned to the next available index value

• (Optional.) Change the Ring Type and Divert Contact

• Press the Save soft key.

• Press Menu to return to the idle screen

Call Forward Options

Forward calls to another number:

• Dial *72 then enter the number of the destination

• To disable, dial *73

Forward calls, when busy, to another number:

• Dial *90 then enter the number of the destination

• To disable, dial *91

Forward unanswered calls to another number:

• Dial *92 then enter the number of the destination

• To disable, dial *93

Note: You will be notified by the voice prompt when each

function has completed successfully. If you have previously

entered a destination phone number for that call forward

type, you do not need to re-enter it each time the call forward

option is enabled.

3 8

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Volume Sound & Ringtones

Adjust the Volume:

Press the Volume Keys to adjust the receiver volume during

a call. Pressing these keys in the idle state adjusts the ringer

volume

Using Ringtones:

To change the incoming ring type:

• Press Menu

• Select Settings > Basic > Ring Type

• If multiple lines are configured on your phone, first select

the line to change from the list using the arrow keys

• Scroll to select the desired ring type

To hear the selected ring type, press the Play soft key

• Press the Select soft key to change to the selected ring type

• Press Menu to return to the idle screen

Basic Phone Features

Calling a Contact:

• In the Home screen, press the Contacts soft key

• Navigate to the contact you want to call

• Press the Call button

Managing a Contact:

• Press Menu. Select Features > Contact Directory

• Save • Edit

• Dial • Search

• Delete

Place call on hold:

• To place a call on hold, press the Hold button while on a

call or Hold soft key. The hold icon will display on the line

key label. Press Hold again or the Resume soft key to

retrieve the call

7 4

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Conference Calls

Place a conference call:

• Place the first call

• Press the Confrnc soft key to create a new call (The active

call is placed on hold)

• Call the second party

• Press the Call button

• When the second party answers, press the More soft key,

and then the Confrnc soft key again to join all parties in the

conference

• Press Confrnc soft key to add another party to the conference,

the first and second party are put on hold.

• Call the third party

• After the third party answers, press the More soft key, and

then the Confrnc soft key again to join all parties in the

conference.

To end a conference call:

• From the Active Conference page, press the EndCall soft key

or hang up.

• The other parties will continue to be connected

Transferring Calls

Transferring a call:

• You can transfer calls in two ways:

• Blind Transfer - Transfer a call to another party

without waiting for the other party to answer

• Consultative Transfer - Transfer a call to another

party after speaking to the other person

To perform a blind transfer:

• During a call, press the Trnsfer soft key.

• Press the Blind soft key

• Enter the number to which you want to transfer the call

To perform a consultative transfer:

• During a call, press the Trnsfer soft key. The active call is

placed on hold

• Enter the number to which you want to transfer the call

• 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.

5 6

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Conference Calls

Place a conference call:

• Place the first call

• Press the Confrnc soft key to create a new call (The active

call is placed on hold)

• Call the second party

• Press the Call button

• When the second party answers, press the More soft key,

and then the Confrnc soft key again to join all parties in the

conference

• Press Confrnc soft key to add another party to the conference,

the first and second party are put on hold.

• Call the third party

• After the third party answers, press the More soft key, and

then the Confrnc soft key again to join all parties in the

conference.

To end a conference call:

• From the Active Conference page, press the EndCall soft key

or hang up.

• The other parties will continue to be connected

Transferring Calls

Transferring a call:

• You can transfer calls in two ways:

• Blind Transfer - Transfer a call to another party

without waiting for the other party to answer

• Consultative Transfer - Transfer a call to another

party after speaking to the other person

To perform a blind transfer:

• During a call, press the Trnsfer soft key.

• Press the Blind soft key

• Enter the number to which you want to transfer the call

To perform a consultative transfer:

• During a call, press the Trnsfer soft key. The active call is

placed on hold

• Enter the number to which you want to transfer the call

• 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.

5 6

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Volume Sound & Ringtones

Adjust the Volume:

Press the Volume Keys to adjust the receiver volume during

a call. Pressing these keys in the idle state adjusts the ringer

volume

Using Ringtones:

To change the incoming ring type:

• Press Menu

• Select Settings > Basic > Ring Type

• If multiple lines are configured on your phone, first select

the line to change from the list using the arrow keys

• Scroll to select the desired ring type

To hear the selected ring type, press the Play soft key

• Press the Select soft key to change to the selected ring type

• Press Menu to return to the idle screen

Basic Phone Features

Calling a Contact:

• In the Home screen, press the Contacts soft key

• Navigate to the contact you want to call

• Press the Call button

Managing a Contact:

• Press Menu. Select Features > Contact Directory

• Save • Edit

• Dial • Search

• Delete

Place call on hold:

• To place a call on hold, press the Hold button while on a

call or Hold soft key. The hold icon will display on the line

key label. Press Hold again or the Resume soft key to

retrieve the call

7 4

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

Basic Phone Features

Mute a call:

During a call, press Mute. The Message Waiting Indicator

turns red and a microphone on the screen indicates that the

other party (or parties) cannot hear you.

Microphone Mute applies to all modes: Handset, Headset,

and Hands-free Speakerphone. You can still hear all other

parties while mute is enabled.

To turn off Microphone Mute, press Mute again.

View missed calls:

• Press Menu, and then select Features > Call Lists

> Missed Calls

• Press Menu to return to the idle screen

Adding a Contact:

• Press Menu

• Select Features > Contact Directory

• Press the More soft key, then press the Add soft key.

• Enter first and/or last name of the contact from the keypad

• Enter a contact number

• (Optional.) Change the Speed Dial Index.

It is automatically assigned to the next available index value

• (Optional.) Change the Ring Type and Divert Contact

• Press the Save soft key.

• Press Menu to return to the idle screen

Call Forward Options

Forward calls to another number:

• Dial *72 then enter the number of the destination

• To disable, dial *73

Forward calls, when busy, to another number:

• Dial *90 then enter the number of the destination

• To disable, dial *91

Forward unanswered calls to another number:

• Dial *92 then enter the number of the destination

• To disable, dial *93

Note: You will be notified by the voice prompt when each

function has completed successfully. If you have previously

entered a destination phone number for that call forward

type, you do not need to re-enter it each time the call forward

option is enabled.

3 8

Quickstart Guide | Polycom 400 Series Quickstart Guide | Polycom 400 Series

VoiceMail

Setting up Voicemail:

• Dial *62

• Enter the default password: 0000# or 1234#

• Change the password to your personal four digit password

and then repeat it to confirm

• Record your name and follow the prompts

Customise Greetings:

• To access your mailbox, press 1

• To record your name, press 3

• To change your password, press 8

Selecting mailbox option:

• To listen to messages, press 1

• To save the message, press #

• To erase/delete the message, press 7

• To repeat the message, press 2

• To play the message again, press 5

• To listen to the next message, press 6

• To call back the caller, press 8

• To change the “busy” greeting, press 2

• To record and activate a new “unavailable” greeting, press 3

• To compose and send a new message, press 5

• To delete all messages, press 7

Basic Phone Features

Place a call:

Use any of the following approaches to place a call:

• Dial the number then lift the handset

• Using the speaker phone

• Using the headset

Answer a call:

• Lift the handset

• Using the speaker phone

• Using the headset

End a call:

To end a call, do one of the following steps:

• Press the End Call soft key

• Replace the handset

• Press the speaker and/or headset button

Redialing the last call placed:

• Press the Redial button

9 2

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