PennNet Polycom SoundPoint 550 Quick Manual

Polycom SoundPoint 550
Quick Guide

ISC Networking & Telecommunications

University of Pennsylvania

March 2009, v1

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Contents

Phone Basics ............................................................................ 4

Making Calls .................................................................... 4

Answering Calls ............................................................... 4

Ending Calls ..................................................................... 4

Rejecting/Silencing a Ringing Call .................................. 4

Redialing Last Outgoing Number .................................... 4

Muting a Call ................................................................... 4

Activating Do Not Disturb ............................................... 4

Navigation Arrows ................................................................... 4

Voice Mail Message Retrieval ................................................. 4

Call Lists .................................................................................. 4

Accessing the Call Lists ................................................... 5

Making a Call from the Call List ..................................... 5

Clearing Call Lists ........................................................... 5

Contacts ................................................................................... 5

Adding Contacts............................................................... 5

Adding Contacts from a Call List .................................... 5

Editing Contacts ............................................................... 6

Deleting Contacts ............................................................. 6

Searching the Contact Directory ...................................... 6

Call Hold, Transfer, & Conference .......................................... 6

Placing a Call on Hold ..................................................... 6

Placing a Call on Hold to Dial another Number .............. 6

Transferring a Call without Consultation (Blind Transfer)

......................................................................................... 6

Transferring a Call with Consultation .............................. 6

Initiating a Three-Way Conference Call .......................... 7

Creating a Conference Call Using the Join Softkey ......... 7

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

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Phone Settings ......................................................................... 8

Changing your Handset Ring Type ................................. 8

Distinguishing Calls via Ring Type Settings ................... 8

Listening to Ring Types ................................................... 9

Changing the Date and Time Format ............................... 9

Text .......................................................................................... 9

Entering text using the 1/A/a key .................................... 9

Correcting Entry Mistakes ............................................... 9

Phone Features & Symbols ...................................................... 9

Indicator Light ................................................................. 9

Telephone Icon ................................................................ 9

Messages Waiting Indicator Icon .................................... 9

Softkeys ........................................................................... 9

Multiple Lines ......................................................................... 9

PPS .......................................................................................... 9 

Advance One ................................................................. 10

Anonymous Call Block .................................................. 10

Block Caller ID .............................................................. 10

Call Forward All ............................................................ 10

Call Forward on Busy .................................................... 10

Call Forward on Ring No Answer ................................. 10

Call Waiting ................................................................... 10

Passwords ...................................................................... 10

Proxy .............................................................................. 10

Voice Mail Delivery Method ......................................... 10

Voice Mail Envelope ..................................................... 10 

Voice Mail Caller ID ..................................................... 10

Logging into PPS ........................................................... 10

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Splitting a Three-Way Conference Call ........................... 7

Speed Dial Numbers ................................................................ 7

Assigning a Speed Dial Key ............................................ 7

Adding or Editing Speed Dial Keys ................................. 8

Using Speed Dial ............................................................. 8

Penn Online Directory ............................................................. 8

Local Weather .......................................................................... 8

ISC Networking & Telecommunications 2

Shared Number Features ....................................................... 10

Bridged Line Appearance .............................................. 10

Ring Group .................................................................... 11

Getting Help .......................................................................... 11

Usage Guidelines ................................................................... 11

Images in this guide are taken from the Polycom website at www.polycom.com.

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

Graphical LCD Display View standard phone information such as time, date, total number of missed calls, and select various softkeys.

Call/Message Indicator Shows thin red light when you have a message waiting.

Lines/Speed Dial Keys Use for additional telephone lines or one-touch dialing to frequently called numbers.

Softkeys Activate various features and functions. Softkeys change depending on the calling feature or option selected.

Navigation Arrows Scroll through menu options, and when the phone is idle, use to view call lists and to access the Speed Dial Information List.

Menu Activate features for basic phone settings, such as ring tone and backlit display.

Messages One-touch access to Penn voice mail.

Do Not Disturb Prevent the telephone phone from ringing. Calls divert to voice mail, if activated.

Directories Access Contact Directory and Calling Lists (Missed, Received, Placed calls).

Applications Access the Penn Online Directory, Yahoo weather, and Yahoo news.

Conferences Create a three-way conference call.

Transfer Transfer a call with (consult) or without (blind transfer) speaking to the person to receive the call.

Redial Redial the last phone number dialed.

Hold Place a caller on hold.

Microphone Mute Toggle the microphone on and off during a conversation. When on, callers can’t hear you.

Headset Listen hands-free by inserting the plug of the headset into the headset jack and then toggling the Headset key on or off.

Speakerphone Toggle the speakerphone off and on.

Volume Adjust the volume during a conversation.

Dial Pad Use the 12 keys for dialing and to enter both alphabetic and special characters in the Contact Directory.

ISC Networking & Telecommunications 3

Phone Basics

Making Calls

• Lift handset, then dial number

or

• Dial number, then lift handset

or

• Use the hands-free speakerphone:

o With the handset on hook, press any Line

key or the New Call softkey, then dial the

number
or

o Dial number, and then press the Dial

softkey.

Answering Calls

• Lift handset

or

• Press the Answer softkey

or

• Press the Line key

or

• Press the Speaker key.

Ending Calls

• Hang up

or

• Press the End Call softkey.

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

party (or parties) cannot hear you.

Activating Do Not Disturb

If voice mail is configured for the line, all calls will
default to voice mail when Do Not Disturb (DND) is
activated.

1. Press the Do Not Disturb key to prevent the

phone from ringing. A Do Not Disturb icon will
appear to confirm that DND is enabled.

2. To cancel DND, press the Do Not Disturb key.

Navigation Arrows

When the phone is idle, you can press the appropriate
navigation arrow to access the Missed, Placed, and
Received Call Lists or the Speed Dial Info List.

When the phone is in use, press the appropriate
navigation arrows to scroll through lists or to
highlight options within a menu or list.

Voice Mail Message Retrieval

Rejecting/Silencing a Ringing Call

You can ignore an incoming call and stop it from
ringing.

Press the Reject softkey to silence the ring of an
incoming call. If voice mail is configured for the line,
the unanswered call will default to voice mail and
will show up in your Received Calls List. Silencing
the current call does not affect future calls (future
calls will ring as usual).

Note: This feature does not work on lines that appear
on multiple sets.

Redialing Last Outgoing Number

To call the last number dialed from your phone, press
the Redial key.

Reminder: If you have elected to receive voice mail
as email only, you cannot listen to messages using a
telephone. You must log into email to listen to your
messages.

• From your Polycom phone:

1. Press the Messages key

2. Wait for the prompt

3. Enter your password.

• From someone else’s Polycom phone:

1. Press the Messages key

2. At the prompt, press the # key on the dial

pad

3. Enter your mailbox number

4. Enter your password.

Call Lists

Muting a Call

During a call, press the Mute
key lights up and a flashing microphone
on the display indicate that the other

ISC Networking & Telecommunications 4

key. The

When the phone is idle, the display will show how
many new entries are in your Missed Calls List: “5
new missed calls” (showing the actual number of

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

missed calls). The count is reset once you access
your Missed Calls List.

Accessing the Call Lists

You can view and track calls you missed, received, or
placed. If the call was from another PennNet Phone
subscriber, the person’s name and the last 5 digits of
phone number are displayed. For calls from non­PennNet Phone callers, only the phone number is
displayed.

1. Press the Directories key

2. Press 2 for Call Lists

3. Select the appropriate key to correspond to the

calling list you want to view:

• 1 - Missed Calls: Shows incoming calls

that you did not answer (even if the caller
did not leave a voice mail message )

• 2 - Received Calls: Shows incoming calls

that you did answer.

• 3 - Placed Calls: Shows calls recently

placed from your telephone.

Tip: Accessing Call Lists

 From the display, press the navigation arrows on

the dial pad as follows:
Down – Missed Calles
Left – Received Calls
Right – Placed Calls

 Within the Call Lists

menu, press the corresponding number on the
dial pad. For example, press 3 to access Placed
Calls.

Making a Call from the Call List

1. Press the Directories key

2. Press 2 for Call Lists

3. Press the appropriate key on the dial pad for the

calling list:

• 1 - Missed Calls

• 2 - Received Calls

• 3 - Placed Calls

4. Use the navigation arrows to scroll through the

list and select the number you want to call

5. If needed, press the

Edit softkey and then the

<< softkey to modify the number before dialing

6. Press the Dial softkey to place the call.

Clearing Call Lists

You can clear all entries from a call list or a single
entry. When erasing any entry from a call list, the
system does not ask for confirmation: the list is
immediately cleared when the Clear softkey is
pressed.

To clear all entries in a call list:

1. Navigate to the call list you want to clear

2. Select the More softkey

3. Select Clear softkey

4. Select the list you want to clear.

To clear a single entry from a call list:

1. Navigate to the call list and highlight the call you

want to erase

2. Press the More softkey

3. Press the Clear softkeys

4. To return to the display, press More > Exit

softkeys.

Contacts

Adding Contacts

To manually add a new entry to your Contact
Directory:

1. Press the Directories key

2. Press 1 for Contact Directory

3. Press the More > Add softkeys

4. Enter first and last name using the dial pad. Press

the 1/A/a softkey to move between numeric and
upper and lowercase alphanumeric modes

5. Enter the phone number in the Contact field

6. The entry is automatically assigned the next

available Speed Index number. If desired, you
can change or delete the assigned Speed Dial
Index number

7. If desired, modify other features for this entry:

Ring Type, Divert Contact, Auto Reject, and
Auto Divert).

8. Press the Save or Cancel softkeys to confirm or

reject the changes

9. To return to the display, press the Exit softkey.

Adding Contacts from a Call List

To add a new entry:

1. Press the Directories key

2. Select Call Lists

3. Select Missed Calls, Received Calls, or Placed

Calls

4. Use the navigation arrows and scroll through

the list to find the contact

5. Press the More softkey

6. Press the Save or Cancel softkeys to confirm or

reject the changes

7. To return to the display, press the Exit softkey.

ISC Networking & Telecommunications 5

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

Editing Contacts

To edit an existing entry:

1. Press the Directories key

2. Select Contact Directory or Call Lists

3. To locate an entry, use the navigation arrows or

the Search softkey (More > Search)

4. Press the Edit softkey, and update the listing

using the dial pad

5. Press the Save or Cancel softkeys to confirm or

reject the changes

6. To return to the display, press the Exit softkey.

Deleting Contacts

To delete an existing entry:

1. Press the Directories key

2. Press 1 for Contact Directory

3. Highlight the contact

4. Press the More > Delete softkeys

5. To return to the display, press the Exit softkey.

Searching the Contact Directory

To find contacts by name:

1. Press the Directories key

2. Press 1 for Contact Directory

3. Press the More >

4. Using the dial pad, enter the first few characters

for the first or last name

5. Press the Search softkey

6. Select the appropriate softkey:

• Dial – to place a call

• Edit – to change contact information

• More > Delete – to remove the contact from

the directory.

Tip: Improving Search Results

 Last name - Enter at least 2 letters. The more

letters entered narrows the search results.

 First name - Use First Name with Last Name to

narrow results. If the person has a unique name ,
search on first name only.

 Corrections - Use the Erase key to

delete data in the fields.

Search softkeys

Call Hold, Transfer, &
Conference

Placing a Call on Hold

1. Ask the caller to stay on the line

2. Press the Hold key

3. To return to the caller, press the Hold key again

or the Resume softkey.

Placing a Call on Hold to Dial another
Number

You can speak to another person and then return to
the original caller.

1. Ask the caller to stay on the line

2. Press the Hold key. The top of the display

screen will show “Hold” and list the phone
number

3. Press the New Call softkey

4. Dial another phone number, press the Send

softkey, consult privately, then press the End
Call softkey to end the call

5. Press the Resume softkey to return to the

original caller.

Transferring a Call without
Consultation (Blind Transfer)

You can transfer a call without speaking to the person
who is to receive the transferred call.

1. Ask the caller to stay on the line while you

transfer the call

2. Press the Transfer key

3. Press the Blind softkey

4. Dial the number to transfer the call to, press the

Send softkey, and hang up the phone. The call
is automatically transferred after you dial the
number of the party to whom you want to
transfer the call.

Note: To cancel the transfer and return to the caller,
press the Cancel softkey.

Transferring a Call with Consultation

You can speak with the party to whom you want to
transfer the call before transferring the call.

1. Ask the caller to stay on the line while you

transfer the call

2. Press the Transfer key or the Transfr softkey.

The caller is placed on hold

3. Dial the number of the party to whom you want

to transfer the call

4. When the third party answers, the caller remains

on hold so you can talk privately with the third
party

ISC Networking & Telecommunications 6

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

5. To transfer the call, press the Transfer key or

the Transfr softkey, and then hang up the
phone.

Note: To cancel the transfer and return to the caller,
press the Cancel softkey.

Initiating a Three-Way Conference Call

You can set up a conference call between you and
two other persons.

1. Place a call or answer an incoming call

2. Ask the first caller to stay on the line

3. Press the Conference key or the Confrnc

softkey. Any active calls will be placed on hold
and the message “Conference with” will appear
at the top of the display

4. Dial the second party, then press the Send

softkey

5. After the second party answers, press the

Conference key or the Confrnc softkey

6. When finished talking, hang up or press the End

Call softkey to disconnect from the call.

If the second party does not answer (e.g., you
reach their voice mail, misdial the number, or get
a busy signal), press the Cancel softkey to
reconnect to the first caller.

Tips: Putting both parties on hold

 Placing a call on hold on the phone that

originated the conference call will place all
other parties on hold.

2. Use the navigation arrows to select the

party to whom you want to consult with
privately, then press the Resume softkey to
speak

3. To return to both parties, select the More

softkey, then the Join softkey

4. To disconnect from both parties, press the

End Call key.

• To disconnect from one leg of the conference

call and continue speaking with the remaining
party:

1. Press the Split softkey to split the

conference into two separate parties on hold

2. Use the navigation arrows to select the

party that you want to disconnect from the
conference, press the Resume softkey to
announce goodbye, and then hang up by
pressing the EndCall softkey

3. To return to the remaining party, press the

Resume softkey.

• To dial another number while both conference

parties are on hold:

1. Ask both callers to stay on the line

2. Press the Split softkey to split the

conference into two separate parties on hold

3. Press the New Call softkey, enter the

telephone number, then press the Send
softkey, talk privately

4. Press the EndCall softkey to return to both

conference parties on hold.

Creating a Conference Call Using the
Join Softkey

You can create a conference call at anytime between
an active call and a call that is on hold.

1. During an active call, press the More softkey

Speed Dial Numbers

You can assign speed dial numbers to persons that
you call frequently. When a new entry is added to the
Contact Directory, it is automatically assigned to the
next available Speed Dial Index number.

2. Press the Join softkey. A conference is created

with the active call, the call on hold, and yourself

3. Press the EndCall softkey to disconnect from

the conference.

Assigning a Speed Dial Key

1. Press and hold an unassigned Speed Dial Key on

the left side of dial pad. A
new empty entry in the

Splitting a Three-Way Conference Call

You can split a conference call into two separate calls
on hold, allowing you to speak to one party privately
while the other party is on hold, to disconnect from
one leg of the conference and continue speaking with
the other party, or to dial another party while both
conference parties are on hold.

• To speak privately with one of the parties in the

conference:

1. Press the Split softkey to split the

conference into two separate calls on hold

contact directory is automatically opened
allowing contact information to be added.

2. Add the new contact:

• Enter the first and/or last name of the

contact: use the 1/A/a softkey to select
between numeric and upper/lower case
alphanumeric modes.

• Enter the phone number in the Contact field

3. Select the Save or Cancel softkeys to accept or

cancel changes

4. To return to the display, press the Exit softkey.

ISC Networking & Telecommunications 7

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ISC Netw

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8

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

5. Enter a number corresponding to the one of the

available ring types

6. Press the Save softkey to update the contact

information. When receiving a call from the
contact, you will hear the distinctive ring

7. To return to the display, press the Exit softkey.

Listening to Ring Types

1. Press the Menu key

2. Select Settings > Basic > Ring Type

3. To hear a sample of a ring tone, use the

navigation arrows to highlight the ring tone,
and then press the Play softkey

4. When you hear the ring tone you want, write

down its number

5. To return to the display, press the Exit softkey.

Note: This menu is used to set the default ring tone
for your phone (or the selected line), not to choose a
distinctive ring tone for a particular contact. To set a
ring tone for a contact in your Contact Directory, see
“Distinguishing Calls via Ring Type Settings.”

Changing the Date and Time Format

You can choose how the date and time are formatted
on the display:

1. Press the Menu key

2. Select Settings > Basic > Preferences > Time

& Date

3. Use the navigation arrows to scroll through the

various options and choose a format for the time,
the date, or the order in which they are to appear
on the display, then press the Select softkey to
confirm your choice

4. To return to the display, press the Exit softkey.

Text

cursor. When displayed, you can also use the
<< softkey to erase characters.

Phone Features & Symbols

Below are some of the common features or symbols
you’ll see when using your Polycom IP phone:

Indicator Light

Blinks or glows red when you have an incoming call
or a voice mail message waiting and green when the
call has been answered. If you have elected to receive
voice mail as email only, your handset will not
indicate that you have messages waiting.

Telephone Icon

The telephone icon appears to the right of the line
key and to the left of the phone number on the
display. When you have new voice mail me ssages
the telephone icon is replaced by an envelope icon. If
you have elected to receive voice mail messages as e­mail only, your handset will not display the envelope
icon when you have new messages.

Messages Waiting Indicator Icon

An envelope icon will appear in the display window
when you have messages waiting and a vertical red
light will flash above the upper-right corner of the
display screen.

Softkeys

Appear at the bottom of the phone’s display screen
and change depending on the calling feature or option
selected, or the calling state of your phone. Select the
softkey by pressing the key directly under the
corresponding key.

Entering text using the 1/A/a key

Add or edit entries in the Contact Directory or the
Call Lists using the 1/A/a
softkey to go between
numbers and upper and
lower case letters. For example, press the 1/A/a
softkey, then press 1 on the dial pad to activate
numeric mode, or press A on the dial pad to toggle
between lower case and upper case mode. The
banner at top of the display shows the mode selected.

Correcting Entry Mistakes

The Erase key (marked with an x)
deletes character to the left of the

ISC Networking & Telecommunications 9

Multiple Lines

The Polycom 550 is a multi-line phone providing
access to up to four telephone lines. To request the
addition of a new line to your existing handset,
contact your Local Support Provider (LSP). Check
the Primary Support Services page at

www.upenn.edu/computing/view/support

how to reach your LSP.

to find out

PPS

PPS is a web tool that allows subscribers and proxies
to manage certain telephone and voice mail features.
Use PPS to turn on or select the following features.

PennNet Phone: Polycom SoundPoint IP 550 Quick Guide

Advance One

When an incoming call is not answered, the
destination number is rung next. If the destination
number is not answered, the call is then sent to the
voice mail of the original PennNet phone number.
Advance One is only available between PennNet
phone extensions.

Anonymous Call Block

Reject incoming calls from anonymous callers. Note
that the call will not appear in the handset's Missed
Call Lists.

Block Caller ID

Prevent your caller ID information from displaying
on outgoing calls.

Call Forward All

Forward all incoming calls to another PennNet
phone, a traditional phone at Penn, or any off-campus
or cellular phone. Call Forward All overrides all call
forwarding options (Advance One, Call Forward
Busy, and Call Froward on Ring No Answer).

Call Forward on Busy

Eliminate busy signals when you’re on the phone by
redirecting calls to another number. The forward-to
number can be a PennNet phone, a traditional phone
at Penn, or any off-campus or cellular phone.

In order for Call Forward on Busy to work, Call
Waiting must be turned off.

Note: Anytime you turn on or off Call Waiting, you
will need to restart your phone. To restart your
phone, see “Usage Guidelines: Power Cycling” in
this guide.

Passwords

Manage your voice mail passwords in real time.

Proxy

Designate a proxy to make adjustments or changes to
your PennNet Phone account. A proxy can be any
member of the Penn community who has a valid
PennKey and password.

Voice Mail Delivery Method

Change your voice mail delivery method in real time.
You can choose to manage voice mail messages by
phone, by computer, or both.

Voice Mail Envelope

Hear the date and time before each voice mail
message is played.

Voice Mail Caller ID

Unless the caller ID information is blocked, hear the
caller ID before each voice mail message is played.

Logging into PPS

To access PPS, log in at
http://pps.voice.isc.upenn .ed u/ . (Pe nn Key
authentication required.) PPS is also available from
the Penn Voice Services home page at

www.upenn.edu/computing/voice/

.

Call Forward on Ring No Answer

When you are unable to answer the phone, redirect

Shared Number Features

calls to another number instead of voice mail. The
forward-to number can be a PennNet Phone, a
traditional phone at Penn, or any off-campus
telephone or cell phone.

Bridged Line Appearance

Configure a single number to appear on multiple
handsets and each handset can answer and view the
status of the Bridge Line Appearance number. An

Call Waiting

Call Waiting is turned on by default. When you are
on an active call, a short beep sound announces the
new call and the display shows the telephone number
of the inbound call.

In order for Call Forward on Busy to work, Call
Waiting must be turned off.

Disabling Call Waiting removes the ability to split
conference calls and to receive and place more than
one call when you’re already on the line.

incoming call will simultaneously ring on all sets
until answered on one of the sets in the group. Once
the call is answered, the lamp indicator for the
number remains lit on all of the phones. If the call is
placed on hold, it can be picked up on any other
phone in the group eliminating the need to transfer
the call. Unanswered calls are sent to voice mail, if a
voice mail account has been established.

To use BLA:

• To answer a call, lift the handset, press the Answer

softkey, or press the speaker button.

ISC Networking & Telecommunications 10

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