Polycom SoundPoint IP 650 User manual

Business Voice Systems • Metro Connection Services • Commercial DirecTV • Managed Services • Data

Center

End User Guide

Hosted IP-PBX Phone System

Polycom Model 650 - Handset

Business Voice Systems • Metro Broadband Services • Data Center • Managed IT Services • Commercial DirecTV

Table of contents

Table of contents 3

1Introduction –SoundPoint IP 650 Phone 7

1.1 Basic Phone Handset Settings 8

1.2 Soft Keys and Hard Keys9

2Making Calls 10

2.1 Internally 10

2.2 Externally 10

2.3 Redialing Numbers 10

3Answering Calls 11

3.1 Call Waiting (Answering a call when on you are on another call) 11

3.2 Putting an existing call on hold 11

4Forwarding Calls 12

4.1 Introduction 12

4.2 Immediate, Busy and No Answer Call Forwarding using the Handset 13

4.2.1 Enabling 13

4.2.2 Disabling 13

4.2.3 Access Codes 13

4.3 Selective Call Forwarding using the Handset 13

4.4 Remote Access to Call Forwarding 13

5Advanced Call Handling 15

5.1 Transferring Calls15

5.2 Three Way Conference Call 15

5.3 Parking a call (optional feature) 16

5.4 Retrieving a parked call (optional feature) 16

5.5 Enabling Do Not Disturb 17

5.6 Group Pickup 17

5.7 Using Buddy Lists17

5.8 Restarting Your Phone 17

6Voicemail 18

6.1 Setting up Voicemail the first time 18

6.2 Accessing Voicemail 18

6.3 Using the Voicemail system 19

7Using ITS CommPortal (website interface) 20

7.1 Accessing ITS CommPortal 20

7.2 Logging In20

7.3 Using ITS CommPortal 21

7.4 Getting Help 22

7.5 Refreshing a Page 22

7.6 Logging Out 23

8Using ITS CommPortal Dashboard 24

8.1 Messages 24

8.2 Missed Calls 25

8.2.1 Call Back 25

8.3 Contacts 26

8.3.1 Calling a Contact 26

8.4 Settings 27

9Messages & Calls 28

9.1 Messages 28

9.1.1 Listen To a Message 29

9.1.2 Deleting a Message 30

9.1.3 Marking a Message as Heard 30

9.1.4 Marking a Message as New 31

9.1.5 Call Back 32

9.1.6 Add Caller to Contacts 32

9.2 Faxes (optional feature) 32

9.3 Missed Calls 33

9.3.1 Add Caller to Contacts 34

9.4 Dialed 34

9.4.1 Add Dialed Number to Contacts 34

9.5 Received 35

9.5.1 Add Number to Contacts 35

10 Contacts 36

10.1 Contact List 37

10.1.1 Searching 37

10.1.2 Add a New Contact 38

10.1.3 Editing a Contact 40

10.1.4 Deleting a Contact 40

10.1.5 Calling a Contact 40

10.1.6 Groups 41

10.2 Speed Dials 43

10.2.1 Adding a Speed Dial 44

10.2.2 Deleting a Speed Dial 45

10.3 Extensions 45

10.4 Short Codes 47

11 Call Manager 48

11.1 Easy Call Manager 49

11.2 Premium Call Manager 50

11.3 Premium Call Manager - Rules Based Routing50

11.4 Premium Call Manager Schedule Based Routing 55

11.5 Premium Call Manager - Special Days (Holidays) 56

12 Additional CommPortal Features 57

12.1 Reminders 57

12.2 Adding Reminders 58

12.3 Deleting Reminders 59

12.4 Comportal Assistant App 59

12.5 Call Me App 60

12.6 Click To Dial 60

12.7 Click to Dial - Calling from your Regular Phone 61

12.8 Click To Dial - Calling from Another Number 61

13 Other Hosted IP PBX Features 63

13.1 Business Conference Bridge 63

13.2 How to Use Business Conference Bridge 63

13.3 Moderator Instructions 64

13.4 Participant Instructions 65

13.5 Moderator Commands (telephone key pad) 66

13.6 Moderator Commands - Web Access 67

13.7 Mass Announcement Service 71

13.8 Basic Setup of an Announcement 71

1 Introduction –

SoundPoint IP 650 Phone

Welcome to your new Polycom Soundpoint IP 650 phone!

This guide will help you get up and running with your new phone as soon as possible.

It tells you how to use your phone handset, the commonly used features and

information on the online web management tool, the ITS Telecom ComPortal.

We’ve also included some of our Hosted IP-PBX system’s optional or advanced

features in this manual of which your company may or may not have included as part

of their service.

If you have any problems or need a more detailed description of the operation of your

phone handset or features, please contact your internal company phone administrator

or your ITS Telecom Business Account Manager.

1.1 Basic Phone Handset Settings

Selecting the Ring Type

You can select different ring types to distinguish lines or to distinguish your phone from

your neighbor’s phone.

To change the incoming ring type:

1. Press Menu button.

2. Select Settings > Basic > Ring Type.

3. Use the Up and Down arrows to select the desired ring type.

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

4. Press the Select soft key to change to the selected ring type.

5. Press to return to the idle display.

Muting the Microphone

During a call, press . 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 Speakerphone. You

can still hear all other parties while mute is enabled.

To turn off Microphone Mute, press again.

Adjusting the Volume

Press to adjust receiver volume during a call. And pressing these

keys in the idle state also adjusts the ringer volume.

Managing Call Lists

Your Polycom 55/560 phone maintains local lists of missed, received, and placed calls.

Each list can contain 100 entries.

Press the following to access missed, received, and placed call lists.

Down Arrow = Missed Calls

Left Arrow = Received Calls

Right Arrow = Placed Calls

Manage each call list by doing the following:

• To edit the phone number, press the Edit soft key.

• To return the call, press the Dial soft key.

• To view information about the call, press the More soft key followed by the Info soft

key.

Note: If you are in a Business Group, you will need to edit the number and enter a 9

before the phone number.

1.2 Soft Keys and Hard Keys

Your Polycom 650 Phone has two main type of “keys” that are used to control the

basic and advance functions of your handset. These are defined below.

Soft Key

Keys that control the commands of your LED display on your Polycom phone handset

Hard Key/Button

The numbered buttons or word labeled buttons on your Polycom phone handset

2 Making Calls

2.1 Internally

To call another person in your business lift the handset and dial the other person’s

extension. This is typically a 3, 4 or 5 digit number, and may begin with #.

See “Quick Reference Information” in the front of this manual for your

company’s phone numbers and employee extension list.

2.2 Externally

You can place a call outside of your business in many ways using your SoundPoint IP

650 phone:

Lift the handset and dial the phone number. (Depending on your phone system you

may need to dial 9 or other code at the beginning of the phone number to place an

external call.)

Use the speakerphone. Press the “speak icon”button, then dial the number.

Use the headset (must have headset plugged into phone). Press “headset icon”

button, and then dial the number.

“Hot Dialing” Dial the number, then choose a method you will use to speak to the

calling party. (See above)

2.3 Redialing Numbers

To redial the last call placed from your phone:

1. Press

A call is attempted to your last placed call is attempted.

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