Poly SoundStation Duo User Guide

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USER GUIDE

Software 4.0.1 | August 2013 | 1725-19066-001 Rev C

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Software 4.0.1 | August 2013 | 1725-19066-001 Rev C

Polycom® SoundStation® Duo Conference Phone User Guide

San Jose, CA 95002 USA

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format.

As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound recording).

Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

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POLYCOM®, the Polycom logo and the names and marks associated with Polycom products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any form or by any means, for any purpose other than the recipient's personal use, without the express written permission of Polycom.

Disclaimer

While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any typographical or other errors or omissions in the content of this document.

Limitation of Liability

Polycom and/or its respective suppliers make no representations about the suitability of the information contained in this document for any purpose. Information is provided “as is” without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or other damages whatsoever (including without limitation, damages for loss of business profits, business interruption, or loss of business information), even if Polycom has been advised of the possibility of such damages.

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Contents

Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

Who this Guide is Written For . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

How To Use this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

What’s New in This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

Conventions Used in this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Introducing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Before You Use Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Configuring Your Phone for SIP Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Configuring Your Phone for PSTN Mode . . . . . . . . . . . . . . . . . . . . . . . . . 2

About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Your Phone’s Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Locating Functions on the Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

What Displays on the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

SIP Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

PSTN Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Phone Status Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Indicator Lights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Line and Call Icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Navigating Menus, Calls, and Information . . . . . . . . . . . . . . . . . . . . . . 17

Entering Data and Enabling Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Web Configuration Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2 Using Your Conference Phone in PSTN Mode . . . . . . . . . . . 23

Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Answering When Your Phone is Idle . . . . . . . . . . . . . . . . . . . . . . . . 24

Answering When You Have an Active or Held Call . . . . . . . . . . . 25

Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

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User Guide for the Polycom® SoundStation Duo™ Conference Phone

Calling by Entering a Phone Number . . . . . . . . . . . . . . . . . . . . . . . 26

Calling from a Call List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Calling from a Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Calling from the Speed Dial List . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Calling by Redialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Ending Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

During Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Holding and Resuming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Hosting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Setting Up Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Holding and Resuming Conferences . . . . . . . . . . . . . . . . . . . . . . . . 31

Ending Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Working with Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Viewing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Clearing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Editing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Working with the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Searching the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Updating the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Adding Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Updating Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . 37

Deleting Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Working with a Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Connecting Mobile Phone and Computer Audio . . . . . . . . . . . . . . . . . . . . . 38

Setting the Audio Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Listening to Mobile Phone or Computer Audio . . . . . . . . . . . . . . . . . . 39

Listening to Mobile Phone or Computer Audio When Your

Conference Phone is Idle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Listening to Mobile Phone or Computer Audio When Your

Conference Phone Has an Active Call . . . . . . . . . . . . . . . . . . . . . . . 40

Listening to Mobile Phone or Computer Audio When Your

Conference Phone Has a Held Call . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Ending Mobile Phone or Computer Audio Calls . . . . . . . . . . . . . . . . . 41

Holding Mobile Phone or Computer Audio Calls . . . . . . . . . . . . . . . . . 41

Creating Conference Calls with Mobile Phone or Computer Audio . 41

Locking and Unlocking the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

About Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Changing Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Locking and Unlocking Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Calling and Answering from a Locked Phone . . . . . . . . . . . . . . . . . . . . 43

Logging in to Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Logging In and Out of a Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Placing Calls from Phones that are in the Logged Out State . . . . . . . . 47

iv Polycom, Inc.

Contents

Changing Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Controlling What is Heard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Changing the Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Setting Unique Ring Tones for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . 49

Changing the Speaker Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Changing the Ringer Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Muting the Microphones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Changing the Display Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . 50

Changing the Time and Date Order . . . . . . . . . . . . . . . . . . . . . . . . . 51

Turning the Time and Date Display Off and On . . . . . . . . . . . . . . 51

Changing the Screen Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Changing the Backlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Updating Your Phone’s Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Troubleshooting Phone Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

3 Using Your Conference Phone in SIP Mode . . . . . . . . . . . . . 55

Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Handling Multiple Calls at a Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Answering When Your Phone is Idle . . . . . . . . . . . . . . . . . . . . . . . . 58

Answering When You Have Held Calls . . . . . . . . . . . . . . . . . . . . . 58

Answering When You’re in an Active Call . . . . . . . . . . . . . . . . . . . 59

Answering on Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Calling by Entering a Phone Number . . . . . . . . . . . . . . . . . . . . . . . 60

Calling by Entering an IP Address or URL . . . . . . . . . . . . . . . . . . . 61

Calling from a Call List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Calling from a Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Calling from the Speed Dial List . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Calling by Redialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Ending Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

While Your Phone Rings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Ignoring Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Rejecting Calls While Your Phone Rings . . . . . . . . . . . . . . . . . . . . . . . . 64

Forwarding Calls While Your Phone Rings . . . . . . . . . . . . . . . . . . . . . . 65

During Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Holding and Resuming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Polycom, Inc. v

User Guide for the Polycom® SoundStation Duo™ Conference Phone

Hosting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting Up Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Holding and Resuming Conferences . . . . . . . . . . . . . . . . . . . . . . . . 68

Splitting Conferences into Two Calls on Hold . . . . . . . . . . . . . . . . 69

Ending Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Managing Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Changing the Way Calls are Answered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Forwarding Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Rejecting Calls from a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Diverting All Calls from a Contact to Another Party . . . . . . . . . . . . . . 74

Stopping All Calls (Do Not Disturb) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Working with Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Viewing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Clearing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Editing Call List Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Working with the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Searching the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Updating the Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Adding Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Updating Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . 80

Deleting Contact Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Working with a Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Searching the Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Saving Your Corporate Directory Search Results . . . . . . . . . . . . . . . . . 82

Using Buddy Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Updating Presence Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Selecting Contacts to Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Blocking Contacts from Viewing Your Status . . . . . . . . . . . . . . . . . . . . 84

Using Your Blocked List to Unblock Contacts . . . . . . . . . . . . . . . . 85

Monitoring the Status of Contacts in Your Buddy List . . . . . . . . . . . . . 86

Using Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Using Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Reading and Managing Instant Messages . . . . . . . . . . . . . . . . . . . . . . . 87

Sending Instant Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Connecting Mobile Phone and Computer Audio . . . . . . . . . . . . . . . . . . . . . 89

Setting the Audio Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Listening to Mobile Phone or Computer Audio . . . . . . . . . . . . . . . . . . 90

Listening to Mobile Phone or Computer Audio When Your

Conference Phone is Idle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Listening to Mobile Phone or Computer Audio When Your

Conference Phone Has an Active Call . . . . . . . . . . . . . . . . . . . . . . . 91

vi Polycom, Inc.

Contents

Listening to Mobile Phone or Computer Audio When Your

Conference Phone Has Held Calls . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Ending Mobile Phone or Computer Audio Calls . . . . . . . . . . . . . . . . . 92

Holding Mobile Phone or Computer Audio Calls . . . . . . . . . . . . . . . . . 92

Creating Conference Calls with Mobile Phone or Computer Audio . 92

Broadcasting Messages Using Push-to-Talk and Group Paging . . . . . . . . 93

Push-to-Talk Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Sending and Receiving PTT Broadcasts . . . . . . . . . . . . . . . . . . . . . . 94

Replying to PTT Broadcasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Ending PTT Broadcasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Adjusting the Volume of PTT Broadcasts . . . . . . . . . . . . . . . . . . . . 98

Configuring PTT Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Group Paging Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Sending and Receiving Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Adjusting the Volume of Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Configuring Group Paging Mode . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Locking and Unlocking the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

About Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Changing Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Locking and Unlocking Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Calling and Answering from a Locked Phone . . . . . . . . . . . . . . . . . . . 107

Logging in to Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Logging In and Out of a Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Placing Calls from Phones that are in the Logged Out State . . . . . . . 110

Changing Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Sharing Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Integrating with Microsoft Lync Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Controlling What is Heard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Changing the Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Setting Unique Ring Tones for Contacts . . . . . . . . . . . . . . . . . . . . . . . . 113

Changing the Speaker Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Changing the Ringer Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Muting the Microphones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Changing the Display Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . 115

Changing the Time and Date Order . . . . . . . . . . . . . . . . . . . . . . . . 115

Turning the Time and Date Display Off and On . . . . . . . . . . . . . 115

Changing the Screen Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Changing the Backlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Updating Your Phone’s Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Polycom, Inc. vii

User Guide for the Polycom® SoundStation Duo™ Conference Phone

Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Troubleshooting Phone Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Safety Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Appendix: Menu Structure . . . . . . . . . . . . . . . . . . . . . . . . . 129

PSTN Menu Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

SIP Menu Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

SIP Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

SIP Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

End-User License Agreement for Polycom® Software

viii Polycom, Inc.

Introduction

Who this Guide is Written For

This guide contains overview information for people who are just starting to learn about the Polycom experience, but need a quick refresher. It is intended for beginning users, as well as intermediate and advanced users who want to learn about the phone’s features.

How To Use this Guide

Since the SoundStation Duo can operate in two different modes, this guide contains separate chapters for operating your phone in Public Switched Telephone Network (PSTN) mode and Session Initiation Protocol (SIP) mode. Make sure you read the chapter that applies to your particular phone setup. If you don’t know which mode your phone uses, ask your system administrator.

General information about the phone, such as how to operate the phone, navigate menus, and enter information, is described in a common chapter,

Getting Started.

This guide includes these sections:

• Chapter 1, Getting Started This chapter contains general information

about the phone, such as how to operate the phone, navigate menus, and enter information. This chapter applies to both PSTN and SIP modes.

SoundStation® Duo Conference Phone, or who have

• Chapter 2, Using Your Conference Phone in PSTN Mode This chapter

contains specific information about operating your phone in PSTN mode.

• Chapter 3, Using Your Conference Phone in SIP Mode This chapter

contains specific information about operating your phone in SIP mode.

• Safety Notices This section contains important safety and compliance

information.

• Appendix: Menu Structure This appendix provides a list of all the

menus and submenus that display in both PSTN and SIP mode.

• End-User License Agreement for Polycom® Software

Polycom® SoundStation® Duo Conference Phone User Guide

Before you read this guide, it is important to understand that certain phone features are configurable by your system administrator or determined by your phone environment. As a result, some features may not be available or may operate differently on your phone. The examples and figures in this guide may not directly reflect what displays on your phone screen.

What’s New in This Guide

This user guide has been updated to include new information and features. The following section has been added to this edition:

• ”Using Buddy Lists” on page 82

• ”Integrating with Microsoft Lync Server” on page 112

Conventions Used in this Guide

Specific terms are used throughout this guide to explain a phone state or feature, or how to navigate phone menus, use phone features, and configure phone settings. You’ll need to know what these terms mean, and how to perform any associated actions on the phone. These terms include:

•KeyThis term refers to any button on the phone console.

•KeypadThis terms refers to all the keys (the ‘buttons’) on the phone

console.

•DialpadThis term refers to the area of the keypad you use to enter numbers and characters. The dialpad consists of all the number keys, as well as the and keys, as shown next.

•PressThis action refers to depressing a key on the keypad.

• Select This action refers to selecting any menu item to d isplay submenus

or options, or to activate a phone setting. To select an item, scroll to the item or setting, and then press the Select soft key or press the Select key,

•Scroll This term describes two actions:

Introduction

— Pressing either the Up Arrow key, , or the Down Arrow key, ,

to move up or down a list. When the instructions say to ‘scroll to’ an item, press or until you reach the item. When you reach an item, the item will either be highlighted, or an insertion point (a blinking line) will display next to the item. The Up and Down Arrow keys are also referred to as the ‘Scroll keys.’

— The scrolling behavior in the phone’s status bar (the top-most area of

the screen). When your phone has multiple notifications, the information continuously scrolls one after the other in the status bar.

• Toggle This action describes pressing the same key twice to alternate back and forth between two states. It’s often used to describe how to turn on or off a phone feature, or how to enable or disable phone settings.

•Idle This term refers to the phone when it doesn’t have any active or held calls.

• Idle screen This term refers to the phone’s ‘Home’ screen. The idle screen displays when your phone doesn’t have any active or held calls, and you haven’t accessed any features or the Main Menu.

• Call This term refers to any call (including a conference call) that is active or held.

• Active call This term refers to a call (including a conference call) you’re currently in. An active call has audio associated with it.

•Held callThis term describes any call (including a conference call) that is on hold. Held calls do not have audio associated with them.

•Soft keyThis term describes the context-sensitive functions that display along the bottom of the screen. The soft keys update depending on the task you are performing. When the instructions say to press a soft key, press the key on the phone console that is directly below the function you want to invoke. For example, to press the New Call soft key, press the key ( )on the phone console directly below ‘New Call.’

• Press , and then select Submenu > Submenu > Submenu This annotation describes how to access a menu and submenus. The first entry describes the key you have to press to access the Main Menu, and subsequent entries describe submenus you have to select. Each submenu name is separated by a ‘greater than’ symbol.

•SettingThe name of a field for which you can define information or choose an option.

•FieldThis term describes the area of the screen next to a setting in which you can enter information or select an option.

•OptionOne of a series of items you can select for a phone setting. For example, the Auto Reject field has two options: Enabled and Disabled.

Polycom® SoundStation® Duo Conference Phone User Guide

• View/Choose an option Certain settings have a series of options. To view all the options in a field, scroll to the field, and then press repeatedly. To cycle back through the options, press repeatedly. To choose an option, press repeatedly until the option displays.

• Enable/Disable To enable or disable a setting, scroll to the setting, and then toggle the Right Arrow key, , to alternate between Enabled or Disabled.

Getting Started

Introducing Your Phone

The SoundStation Duo conference phone is a dual-mode conference phone that can operate in one of the following standard telephony modes:

• PSTN mode—In this mode, the phone is connected to a standard (analog) phone jack so calls can be made using the Public Switched Telephone Network (PSTN).

• SIP mode—In this mode, the phone is connected to a Session Initiation Protocol (SIP) server so calls can be made over Internet Protocol (IP) networks. In SIP mode, phones can use advanced features such as messaging, forwarding, and transferring.

Your phone can be set up to operate in either mode. The mode your phone operates in determines what features your phone will have.

Before You Use Your Phone

Generally, your phone will be deployed with multiple other phones. In this case, your system administrator will configure the phone parameters beforehand, so that after your phone is set up, the phone will be registered (for SIP mode) or connected (for PSTN mode) and ready to use.

Your phone may be set up so that if it is unable to operate in SIP mode, it will automatically switch—or ‘fail over’—to PSTN mode. When it fails over to PSTN mode, SIP features (such as forwarding, transferring, and messaging) will be unavailable.

During failover, all SIP calls will end. However, you will be able to place PSTN calls immediately, without having to restart the phone. When SIP connectivity is re-established, ongoing PSTN calls will continue. Subsequent calls you place will use SIP mode.

Polycom® SoundStation® Duo Conference Phone User Guide

Your phone will only fail over from SIP to PSTN mode. It cannot fail over from PSTN to SIP mode.

Configuring Your Phone for SIP Mode

If your phone is set up to operate in SIP mode, and isn’t part of a large phone deployment, your phone may not be registered after it’s set up. Before you use your phone, you or your system administrator will need to register it. For detailed information on how to register your phone after it’s set up, see Quick

Tip 44011: Register Standalone SoundPoint IP, SoundStation IP, and Polycom VVX 1500 Phones.

Configuring Your Phone for PSTN Mode

If your phone is set up to operate in PSTN mode, and no initial configuration has been set, the first time the phone starts, you’ll be prompted to enter certain information. Your phone requires this information to operate properly.

To configure your phone for PSTN use:

1 After your phone starts for the first time, the Select Country screen

automatically displays, as shown next. Use the Down Arrow key to select the country your phone operates in, and then press the Select soft key.

2 After you select the country, the Select Language screen displays, as

shown next. Use the Down Arrow key to select the language you want your phone to display, and then press the Select soft key.

After you enter the country and language, your phone updates its settings and

Connected icon

displays the idle screen, as shown next. If your phone line is connected, the Connected icon, , displays, and you can place and answer calls. If your phone line is unconnected, the Unconnected icon, , displays.

About Your Phone

Getting Started

This section describes the phone’s features, the icons that display on the screen, and how to navigate menus and enter data. It also provides a link to helpful tips to use when you’re in a conference call.

Polycom® SoundStation® Duo Conference Phone User Guide

2.5 mm jack to connect mobile phone or computer audio

Security slot to connect

a laptop cable lock

Microphone

Indicator Light

Indicator

Light

Indicator Light

Microphone

Speaker

Your Phone’s Hardware

External Microphone Jacks

Getting Started

Name Description

Speaker Provides ringer and hands-free audio output.

Microphones Provide 360-degree coverage to transmit sound to other phones. Your phone has

Indicator Lights The lights illuminate to indicate the following:

2.5mm Jack A connector on the left-side of the phone that allows you to attach an optional Mobile

Security Slot A connector on the right-side of your phone that allows you to attach a laptop cable

External Microphone Jacks Connectors on the back of your phone that allow you to attach two external

three internal microphones.

• Solid red You’ve muted a call. Or, a phone you share a line with has an active

or held call (SIP mode only).

• Flashing red You’ve placed a call on hold.

• Solid green A dial-tone is available, dialing is in-progress, or a call is active.

• Flashing green The party you’re talking with has placed the call on hold.

• Fast-flashing green Your phone’s ringing.

Phone Cable (to attach a mobile phone) or an optional Computer Calling Cable (to attach a computer) to your phone. The cables let you carry on conversations from a mobile phone or computer calling application using your conference phone.

lock to your phone so you can secure it to a desktop. The lock connects to the slot, and then you can secure the cable to the desktop. You can use any laptop cable lock that fits into the slot.

microphones. The microphones are available with the optional External Microphone Kit.

Polycom® SoundStation® Duo Conference Phone User Guide

Keys to access soft keys

Access context-sensitive features

Menu key

Opens the Main Menu or returns you to the idle screen

Navigation keys

Scroll menus and lists, view call and speed dial lists, and enable phone settings

Volume U p k ey

Increases the sound of the ringer and speaker

Dialpad

Enters characters and selects menu items

Volume D ow n k ey

Decreases the sound of the ringer and speaker

Mute key

Mutes microphone audio from being heard at the far-end

Call key

Places, answers, and ends calls

Conference key

Creates conferences or answers calls

Redial key

Redials numbers

Select key

Selects and enables/disables items

Locating Functions on the Keypad

You use the keypad on the phone to access features, handle calls, adjust the volume, navigate screens, enter data, and select options.

Key Press the key to do this ...

Getting Started

Keys that access soft keys on the phone screen

Call Key Place, answer, or end calls. Conference Key • Create a conference call with the person you’re talking with and another party, or add

Redial Key Redial the last call you placed.

Dialpad Keys Enter numbers, letters, spaces, and special characters, and to select menu items.

Activate a soft key on the screen. These four keys access the soft keys that display on the phone screen. Depending on the

screen you view, different soft keys display on the screen. To select a soft key, press the key under the soft key you want. If there are more than four functions available on a screen, press the More soft key to view additional functions.

another party to an existing conference call.

• Answer an incoming call if you already have a call, and switch between a held call and an

active call (PSTN mode only).

Tips:

• Press the 1 key to enter special characters (when in uppercase or lowercase mode).

• Press the * key to enter special characters. Tip: Press once (or twice quickly if in numerical

mode) to enter a dot. Or, press once to ‘Page Up’ when lists display on more than one screen.

• Press the 0 key to enter special characters and spaces. Tip: Press three times quickly

(when in uppercase or lowercase mode) to enter a blank space.

• Press the # key to enter special characters. Tip: Press once (or twice quickly if in numerical mode) to enter @. Or, press once to ‘Page Down’ when lists display on more than one screen.

Menu Key • Access phone features, settings, and configuration information.

• Exit the current screen and return to the idle screen.

Select Key Select and enable/disable menu items.

Polycom® SoundStation® Duo Conference Phone User Guide

Key Press the key to do this ...

Arrow/Scroll Keys

Volume Down Key

Volume Up Key • Increase the sound of the speaker during a call.

Navigate menus and lists, view call and speed dial lists, and enable and disable phone settings.

Press the Up Arrow key/Scroll key to:

• Scroll up through lists that display on one or more screens.

• Scroll through calls.

• View the Speed Dial Information screen from the idle screen.

Press the Left Arrow key to:

• Return to the previous menu.

• View the Received Calls list from the idle screen.

• Toggle between the Enabled and Disabled options for a phone setting.

Press the Down Arrow key/Scroll key to:

• Scroll down through lists that display on one or more screens.

• Scroll through calls.

• View the Missed Calls list from the idle screen.

Press the Right Arrow key to:

• Select menu items.

• View the Placed Calls list from the idle screen.

• Toggle between the Enabled and Disabled options for a phone setting.

• Decrease the sound of the speaker during a call.

• Decrease the sound of the ringer when your phone is idle.

• Increase the sound of the ringer when your phone is idle.

Mute Key Toggle the microphone on or off to:

• Mute the microphone audio from being heard at the far end of the call.

• Unmute the microphone so you can be heard at the far end of the call.

Getting Started

What Displays on the Screen

What displays on your phone screen depends if your phone is in SIP or PSTN mode. To determine what mode your phone is in, see your system administrator.

SIP Mode

The following items display on your phone screen when it operates in SIP mode.

SIP Screen Item Description

Status bar The top-most line on the screen that can display the following: call and line information,

your phone number, name of the screen you’re viewing, scrolling notifications, the date and time, and incoming call information.

Line and Call icon Shows line status when the phone is idle, and call status when the phone has a call.

Phone number (if enabled)

Notifications Indicate that you have messages, missed calls, or have enabled a certain feature, such

Your phone number.

as call forwarding or Do Not Disturb. Notifications scroll one after another, together with the date and time.

Polycom® SoundStation® Duo Conference Phone User Guide

SIP Screen Item Description

Position indicator An arrow to indicate your position in a list:

—You are at the top of the list. You can only scroll down. —You can scroll up or down.

—You are at the end of the list. You can only scroll up.

Call counter If you have more than one call, a call counter indicates which call you’re viewing and the

total number of calls you have. For example, in the figure below, ‘1’ indicates that you’re viewing the first call in the list (the most recent call) and ‘2’ indicates that you have a total of two calls.

Date and time When your phone is idle, the date and time display in the center of the screen. During a

call, the date and time display in the status bar.

Getting Started

SIP Screen Item Description

Call information Information about the person you’re talking with. If you called someone, To: displays. If

someone calls you, From: displays. If you’re in a conference call, Active:Conference displays.

Call timer A timer to indicate how long the call has taken place. When a conference call starts, the

timer re-starts at 0 seconds.

Soft keys The functions you can access by pressing the key on the keypad directly below the

function. Soft keys update depending on the screen that displays. For example, for the screen shown next, to save information, press the key () directly

below the Save soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

PSTN Mode

The following items display on your phone screen when it operates in PSTN mode.

PSTN Screen Item Description

Status bar The top-most line on the screen that can display the following: call and line information,

name of the screen you’re viewing, scrolling notifications, the date and time, and incoming call information.

Line and Call icon Shows line status when the phone is idle (for example, it indicates if the PSTN line is

connected or DND is enabled), and call status (for example, it indicates if dialing is in progress or if the phone has an active call).

Notifications Indicate that you have missed calls or have enabled a certain feature. If you have more

than one notification, they scroll one after another.

Position indicator An arrow to indicate your position in a list of information or menu items:

—You’re at the top of the list. You can only scroll down. —You can scroll up or down.

—You’re at the end of the list. You can only scroll up.

Getting Started

PSTN Screen Item Description

Call counter If you have more than one call, a call counter indicates which call you’re viewing and the

Date and time When your phone is idle, the date and time may display in the center of the screen, or, if

you are in a call, in the status bar.

Note

: Your phone may not display the date and time. For information about displaying

the date and time, see Changing the Time and Date Display on page 50.

Polycom® SoundStation® Duo Conference Phone User Guide

PSTN Screen Item Description

Call information Information about the person you’re talking with. If you called someone, To: displays. If

someone calls you, From: displays. If you’re in a conference call, Active:Conference displays.

Note: For incoming calls, the name and number of the party you’re talking with only displays if your phone is configured to support Caller ID, and the Caller ID feature is available in your area. Caller ID is not supported in Japan.

Call timer A timer to indicate how long the call has taken place. When a conference call starts, the

timer re-starts at 0 seconds.

Soft keys The functions you can access by pressing the key on the keypad directly below the

function. Soft keys update depending on the screen that displays. For example, for the screen shown next, to save information, press the key () directly

below the Save soft key.

Phone Status Indicators

Indicator Light

Line and Call icon

Phone status is indicated by three indicator lights located above the phone’s microphones, and by a Line and Call icon located on the top-left of the screen.

Getting Started

Indicator Lights

Three indicator lights indicate phone or call status. They illuminate to indicate the following:

•Solid redYou’ve muted a call, or a phone you share a line with has an active or held call (SIP mode only).

• Flashing red You’ve placed a call on hold, you have messages, or a phone you share a line with has a held call (SIP mode only).

• Solid green A dial-tone is available, dialing is in progress, or a call is active.

• Flashing green The party you’re talking with has placed the call on hold.

• Fast-flashing green Your phone’s ringing.

Polycom® SoundStation® Duo Conference Phone User Guide

Line and Call Icon

The Line and Call icon changes depending if the phone is idle or has a call. When the phone is idle, the icon displays line status, such as Forwarding enabled. During a call, the icon displays call status. For example, the call status could indicate that dialing is in progress or an active call is taking place.

Certain Line and Call icons do not apply to PSTN mode. Therefore, not all icons listed in the table below will display in PSTN mode.

Icon Line or Call State Description

Active call that uses Polycom HD Voice™ technology

Active call that doesn’t use Polycom HD Voice

Conference A conference call is in progress.

Dialing The phone is dialing a number.

Do Not Disturb (SIP mode only)

Forwarding (SIP mode only)

A call is in progress using Polycom HD Voice. The

active call icons merge into one icon on the phone screen. For example:

A call is in progress that doesn’t use Polycom HD Voice.

The Do Not Disturb (DND) feature is enabled on your phone. Your phone will not ring. All calls will display in the Missed Calls list.

The call forwarding feature has been enabled on your phone. All incoming calls will be forwarded to a number you have specified.

Held call A call or conference is on hold.

Held call on a shared line

(SIP mode only)

A call or conference is on hold on your phone, which shares a number with another phone or phones.

Icon Line or Call State Description

Getting Started

Registered line (for SIP mode)

or Connected line

(for PSTN mode)

Registered, shared line

(SIP mode only)

Ringing The phone is ringing.

Unregistered line (for SIP mode)

or Unconnected line

(for PSTN mode)

Message (SIP mode only)

Navigating Menus, Calls, and Information

The phone can place and receive calls.

The phone, which shares a number with another phone or phones, can place and receive calls.

The phone is unable to place and receive calls.

You have a new voicemail or instant message.

Note

To navigate menus a nd calls, as well as information that displays on more than one screen, use the tips in the following table.

After 20 seconds of inactivity, the idle screen automatically displays, unless you’ve selected a field to update.

If you want to... Then do this...

Enter the main menu

Exit the main menu and return to the idle screen

Return to the previous menu

Press .

Press or the Back soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

If you want to... Then do this...

Scroll (move up or down) through lists that display on more than one screen

Scroll page-by-page through lists that display on more than one screen

Select a soft key

Select a menu item Do one of the following:

Press one of the Scroll keys: (to scroll up) or (to scroll down). You can tell if a list continues on another screen

because the status bar displays an arrow at the top-right of the screen to indicate where you are:

• If more information is above and below,

displays to indicate that you can either scroll up or down.

• If you are at the end of the list, displays

to indicate that you can only scroll up.

• If you are at the start of the list, displays

to indicate that you can only scroll down.

• Press to Page Up.

• Press to Page Down.

Press directly below the soft key you want to access.

• Scroll to the menu item using one of the

Scroll keys ( or ), and then press

, , or the Select soft key.

• Press the dial pad key that corresponds to

the item in the numbered menu list. For example, to select the second menu item, press .

View a list of field options

View additional soft keys Press the More soft key.

Scroll through active/held calls

Scroll to the field, and then press or .

Press or .

Entering Data and Enabling Items

To enter data and enable fields or menu items, use the tips in the following table.

After 20 seconds of inactivity, the idle screen automatically displays, unless you’ve selected a field to edit.

If you want to... Then do this...

Enter numbers Press the dial pad key with the corresponding

Enter letters Press the dial pad key with the corresponding

Getting Started

number.

letter one or more times quickly. By quickly pressing a dial pad key, you cycle through the letters on the key.

For example:

Enter the next character without deleting the previous character

Enter numbers, uppercase letters, or lowercase letters

• To enter ‘A,’ press once.

• To enter ‘B,’ press two times quickly.

• To enter ‘C,’ press three times quickly.

To enter multiple letters that appear on the same key, enter a letter, and then wait for about three seconds before you enter the next letter. For example:

• To enter ‘BB,’ press two times, wait for

three seconds, and then press two times again.

Enter a character, wait for three seconds, and then enter the next character.

For example, if you want to enter the same letter twice, enter the letter, wait for three seconds, and then enter the letter again.

Press the 1/A/a soft key one or more times to select numerical, uppercase, or lowercase mode (the mode you select will display in the status bar). Then, press the dial pad key with the number or letter you want one or more times quickly.

Note: The phone may automatically choose numerical, uppercase, or lowercase mode for you, depending on the function you’re performing.

Polycom® SoundStation® Duo Conference Phone User Guide

If you want to... Then do this...

Enter special characters • Press or one or more times

quickly.

• To enter other special characters, press

or one or more times quickly

(when in uppercase or lowercase mode).

• To enter a dot, press once (or twice

quickly if in numerical mode).

• To enter @, press once (or twice

quickly if in numerical mode).

Note: Sometimes the mode (numbers, or uppercase or lowercase letters) you choose determines the special characters you can access. For example, if you press in numerical mode, you can access the # and @ characters. If you press in lowercase or uppercase mode, you can access the @, :, /, ~, _, ?, and = characters.

Enter an IP address or URL when you’re placing a call

Enter letters using a different character set

Enter a blank space

Delete characters you entered Press the << soft key. (You may have to press

Enable or disable fields

• To enter numbers or letters, press the

corresponding dial pad keys one or more times. For example:

-To enter ‘2,’ press once.

-To enter ‘a,’ press two times quickly.

-To enter ‘b,’ press three times quickly.

-To enter ‘c,’ press four times quickly.

• To enter a dot, press once.

• To enter a *, press two times quickly.

• To enter a /, press once.

• To enter @, press seven times quickly.

Press the Encoding soft key one or more times. When in text entry mode, the character set you

select displays in the title bar.

Press three times quickly (in uppercase or lowercase mode).

the More soft key to see the << soft key.)

Toggle .

Enable or disable menu items

Press .

Using the Web Configuration Utility

This user guide explains how to update phone settings from your phone, using your phone’s menu system. If you want, you can update these settings remotely with the Polycom Web Configuration Utility.

The phone’s Web Configuration Utility enables you to view and configure phone behavior from a computer using any compatible Web browser. The Utility provides a browser-friendly view of your phone’s current settings. Using the utility, you can perform many of the same updates from your computer that you can perform using your phone’s menu system.

You can access the Utility using any compatible Web browser installed on a computer that resides on the same network as your phone. Before you begin, you’ll need to know the IP address of your phone, and the Password login credentials of the phone user.

For detailed information on accessing, navigating, and using the Utility, see the Polycom Web Configuration Utility User Guide, available from the SoundStation

Duo Support Web page.

Getting Started

To access the Web Configuration Utility for your phone:

1 Launch a Web browser from a computer on the same network as your

phone.

2 In the Address Bar of your Web browser, enter the IP address of your

phone.

The IP address is comprised of four sets of numbers separated by periods. For example, if your phone’s IP address is 123.22.3.4, enter 123.22.3.4 in the address bar.

3 Press the Enter key. 4 From the Web Configuration Utility login screen, select User, and then

enter the User password.

The factory default password for a User is 123.

5 Click Submit.

The Web Configuration Utility Home screen is displayed.

Polycom® SoundStation® Duo Conference Phone User Guide

Using Your Conference Phone in PSTN Mode

In this chapter, you’ll learn how to use your phone when it operates in PSTN mode. When your phone uses PSTN mode, it has all the features of a basic ‘landline’ phone, such as the ability to hold a call, speed dial contacts, set up conferences, and access a contact directory. If your phone is connected to a regular phone jack, it can operate in PSTN mode.

This chapter includes these topics:

• Calling and Answering on page 24

• During Calls on page 29

• Working with Call Lists on page 32

• Working with the Contact Directory on page 34

• Working with a Corporate Directory on page 37

• Connecting Mobile Phone and Computer Audio on page 38

• Locking and Unlocking the Phone on page 42

• Logging in to Phones on page 44

• Controlling What is Heard on page 48

• Controlling What You See on page 50

• Updating Your Phone’s Configuration on page 53

• Restarting Your Phone on page 54

• Troubleshooting Phone Issues on page 54

Polycom® SoundStation® Duo Conference Phone User Guide

Context-sensitive soft keys that display during a call

Name and number of person you’re talking with

Call duration

Line and Call icon

Calling and Answering

Your phone can handle one active call or conference call at any one time. If call waiting is enabled, your phone can handle two separate calls at one time: one active call and one held call.

During a call, the phone displays the duration of the call, and the Line and Call icon to indicate call status, as shown next. If your phone supports Caller ID, and it’s correctly configured, then the name and number of the party you’re talking with also displays.

For incoming calls, the name and number of the party you’re talking with only displays if your phone is configured to support Caller ID, and the Caller ID feature is available in your area. Caller ID is not supported in Japan.

During a call, the soft keys update so you can perform specific tasks.

Answering Calls

Note

For information on what the Line and Call icon indicates, see .

You can answer a call when your phone is idle. If call waiting is enabled on your phone, you can answer an incoming call when you have an active or held call.

If your phone is enabled with the lock feature, or you want to use your phone with computer or mobile phone audio, see the following:

• Locking and Unlocking Your Phone on page 43.

• Connecting Mobile Phone and Computer Audio on page 38.

Answering When Your Phone is Idle

If your phone is idle and you have an incoming call:

• Your phone rings and the indicator lights flash green.

Ringing icon

Incoming call information

Using Your Conference Phone in PSTN Mode

• The Ringing icon displays in the status bar.

• Caller information displays in the center of the screen (if your phone

supports Caller ID and it’s correctly configured).

To answer the call, press the Answer soft key or . If your phone has a silent ring (see Changing the Ring Tone on page 48), you have to press the Answer soft key to answer the call.

Answering When You Have an Active or Held Call

If call waiting is enabled on your phone, you can answer a call when you’re already in a call. When you answer the incoming call, the existing call will be held. The incoming call cannot be joined into the existing call; only outgoing calls can be joined into a conference call.

You can switch between the active call and the held call at any time. If you end the active call, the held call automatically becomes the active call.

When a call arrives when you’re in a call, you’ll hear a call waiting beep. The call won’t display on the phone screen. To answer the call, you need to activate a hook flash—a quick off-hook/on-hook/off-hook cycle (just like picking up a handset, putting it back in its cradle, and then picking it up again)—to signal your phone to perform a special task. A special task includes placing an active call on hold so another call can be placed, or connecting three parties in a conference.

When you activate a hook flash, ‘Flash’ displays on the screen for about one second, as shown next.

You won’t hear a call waiting beep if you have a held call. After you resume the held call, you’ll hear the beep, and can answer the call.

Polycom® SoundStation® Duo Conference Phone User Guide

To answer a call when you’re in a call:

>> When you hear the call waiting beep, press or the Confrnc soft key to

activate a hook flash. The original call is placed on hold, and the incoming call becomes the active call.

To switch between an active call and a held call:

>> Press or the Confrnc soft key to activate a hook flash. The active call

is held, and the held call becomes the active call.

Calling

You can place a call by:

• Entering a phone number.

• Choosing an entry in a call list, directory, or speed dial list.

• Redialing the previously placed call.

Note

If your phone is locked, see Locking and Unlocking Your Phone on page 43 for information on placing calls when your phone is locked.

Calling by Entering a Phone Number

You can place a call with a dial tone (off-hook dialing) or without a dial tone (on-hook dialing).

To call off-hook:

1 Press or the New Call soft key to obtain a dial tone. 2 Enter the number you want to call.

To call on-hook:

>> Enter the number you want to call, and then press the Dial soft key.

Calling from a Call List

You can choose a record in a missed, placed, or received call list and dial the associated party.

Using Your Conference Phone in PSTN Mode

To call from a call list:

1 From the idle screen, press one of the arrow keys to access a call list.

To view this call list... Press this arrow key...

Missed calls

Received calls

Placed calls

2 From the call list screen, scroll to the entry you want to dial, and then

press the Dial soft key.

Calling from a Directory

Note

You can call a contact from your Contact Directory.

To call from the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, scroll to the contact you want to call, and then

press the Dial soft key.

Calling from the Speed Dial List

You can assign a speed dial number to any contact in your Contact Directory so you can dial the contact automatically.

• To create a contact with a speed dial number, see Updating the Contact

Directory on page 34.

• To locate a contact’s speed dial number, search for the contact in the Contact

Directory, and then scroll to the contact’s Speed Dial Index field. To search for a contact, see Searching the Contact Directory on page 34.

To call using speed dial:

1 From the idle screen, press . If you have held calls, press the

New Call soft key, and then press .

2 From the Speed Dial Info screen, do one of the following:

— Enter the contact’s speed dial number.

Polycom® SoundStation® Duo Conference Phone User Guide

— Scroll to the contact you want to call, and then press the Dial soft key.

The call is placed.

Calling by Redialing

You can redial the last call you placed, or search a list of placed calls to find a previously-dialed number.

To dial the last placed call:

>> Press .

To dial a previously dialed number:

1 From the idle screen, press .

Ending Calls

2 From the Placed Calls list, scroll to the number you want to dial, and then

press the Dial soft key.

How you end a call depends if you have an active or held call.

To end an active call:

>> Press or the End Call soft key. If you have a held call, it will

automatically become the active call.

To end a held call:

>> Press the Resume soft key, and then press .

To end a call from your computer or mobile phone, see Ending Mobile Phone or

Computer Audio Calls on page 41.

During Calls

Hold icon

During a call, you can:

• Place the call on hold.

• Set up a conference call between yourself, the party you’re talking to, and

another party.

If call waiting is enabled on your phone, you can also answer an incoming call (see Answering When You Have an Active or Held Call on page 25).

Holding and Resuming Calls

For information on placing computer or mobile phone audio on hold, see

Connecting Mobile Phone and Computer Audio on page 38.

Note

Using Your Conference Phone in PSTN Mode

You can place a call on hold. When a call is on hold, the indicator lights flash red, and the Hold icon displays in the status bar, as shown next. If a call is held, you can’t hear the far-site, and the far-site can’t hear you.

To hold an active call:

>> During the call, press the Hold soft key.

To hold an active call when you have a held call:

>> Press or the Cnfrnc soft key to activate a hook flash.

The call you were in is held, and the held call becomes the active call.

To resume a held call:

>> While a call is on hold, press the Resume soft key.

To resume a held call when you’re in a call:

>> Press or the Cnfrnc soft key to activate a hook flash.

The held call becomes the active call, and the call you were in is held.

Polycom® SoundStation® Duo Conference Phone User Guide

Hosting Conference Calls

The number of parties you can add to a conference call depends on how your phone system is set up. Check with your system administrator for the exact number.

After you set up a conference, you can place the conference call on hold or end your connection to the conference call participants. You may be able to add additional parties to the conference.

One of the parties in a conference call can be a mobile phone or computer audio source. For information on setting up and managing conferences with computer or mobile phone audio, see Connecting Mobile Phone and Computer Audio on page 38.

For tips on hosting a conference call and conference call etiquette, see Polycom

Conference Call Etiquette.

Setting Up Conferences

If you’re in a call, you can add another party to the call by pressing the Confrnc soft key or .

To set up a conference, you need to activate a hook flash. A hook flash is a quick off-hook/on-hook/off-hook cycle (just like picking up a handset, putting it back in its cradle, and then picking it up again). This action signals your phone to perform a special task, such as placing an active call on hold so another call can be placed, or connecting three parties in a conference.

When you activate a hook flash, ‘Flash’ displays on the screen for about one second, as shown next.

To set up a conference:

1 Call the first party. 2 After the first party answers, press or the Confrnc soft key to

activate a hook flash. The active call is placed on hold.

3 Wait for a dial tone, and then place a call to the party you want to add to

the call.

Using Your Conference Phone in PSTN Mode

4 After the party answers, press or the Confrnc soft key to activate

another hook flash. All parties join the conference, and the Active:Conference screen displays, as shown next.

5 To add additional parties to the conference, press or the

Confrnc soft key, and then repeat steps 3 and 4.

Holding and Resuming Conferences

When you place a conference call on hold, you place the other conference participants on hold.

To place a conference call on hold:

>> From the Active:Conference screen, press the Hold soft key.

The Hold:Conference screen displays. The other conference participants are placed on hold. The indicator lights flash red to indicate that a call is on hold.

To resume the conference call, press the Resume soft key. The To: Active:Conference screen will display again.

Ending Conferences

When you end a conference, you end your connection to the other conference participants. By default, the other parties remain connected.

To end a conference:

>> From the Active:Conference screen, press the End Call soft key.

By default, the conference ends and the other conference participants remain connected.

Polycom® SoundStation® Duo Conference Phone User Guide

Missed call notification

Working with Call Lists

Your phone maintains lists of missed, received, and placed calls. Each list can hold up to 100 entries.

If you miss a call, a message indicating the number of missed calls you have displays in the status bar, as shown next. To view information about the missed call, view your Missed Calls list (see Viewing Call Lists on page 32). After you view the Missed Calls list, the message on the idle screen is removed.

You can save call list entries to your Contact Directory. For information on updating the Contact Directory with a call list entry, see Adding Contact

Directory Entries on page 34.

Viewing Call Lists

You can access any call list from the Call Lists menu, or you can quickly access a call list from the idle screen. After you access a call list, you can view detailed information about a specific entry (such as the phone number, the time and duration of the call, and the name of the caller).

To view a call list:

>> Do one of the following:

— Press , and then select Features > Call Lists > Missed Calls,

Received Calls, or Placed Calls.

— From the idle screen, use the arrow keys to access a call list:

To view this call list... Press this arrow key...

Missed Calls

Received Calls

Placed Calls

To view details for a call list entry:

1 Press , and then select Features > Call Lists > Missed Calls,

2 From the call list, scroll to the call list entry, and then press the

Clearing Call List Entries

You can clear all the records in a call list, or just one record.

To manually clear all call list entries, restart the phone. See Restarting Your Phone on page 54.

Note

To clear one or all records in a call list:

Using Your Conference Phone in PSTN Mode

Received Calls, or Placed Calls.

Info soft key.

1 Press , and then select Features > Call Lists. 2 From the Call Lists screen, do one of the following:

Editing Call List Entries

Edit a call list entry if you want to update the contact name or number before you dial the number or save the contact to the Contact Directory.

To edit a call list entry:

1 Press , and then select Features > Call Lists > Missed Calls,

— To clear all the records in a call list, select Clear. From the Clear screen,

scroll to either Missed Calls, Received Calls, or Placed Calls, and then press .

A ‘Cleared!’ message displays when you clear a call list.

— To clear a single record in a call list, scroll to either Missed Calls,

Received Calls, or Placed Calls, and then press . From the call list,

scroll to the call you want to remove, and then press the

Clear soft key.

Received Calls, or Placed Calls.

2 From the call list, scroll to the entry you want to edit, and then press the

Edit soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

Working with the Contact Directory

You can store a large number of contacts in your phone’s Contact Directory. Contact your system administrator for the exact number.

You can dial and search for contacts in this directory. You may be able to add, edit, and delete contacts. Contact your system administrator to see if you have read-only access to your Contact Directory, or if you can update it.

Searching the Contact Directory

Search for a contact by scrolling through the directory, or entering specific search criteria.

To search for a contact in the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen:

a Press the Search soft key. b Enter the first few characters of the contact’s first or last name. c Press the Search soft key again.

3 From the Directory Search screen, scroll to the contact you’re searching

for.

Updating the Contact Directory

You can add a contact to the Contact Directory, or update or delete an existing contact.

Adding Contact Directory Entries

You can add contacts to your Contact Directory in the following ways:

• Manually, by entering the contact information yourself.

• From a call list.

Using Your Conference Phone in PSTN Mode

To add a Contact Directory entry manually:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, press the Add soft key.

The Add To Directory screen displays.

3 Enter the contact information:

— (Optional.) In the First Name field, enter the contact’s first name.

You can enter a maximum of 32 characters.

— (Optional.) In the Last Name field, enter the contact’s last name.

You can enter a maximum of 32 characters.

— (Required.) In the Contact field, enter the contact’s phone number.

You can enter a maximum of 128 characters. The phone number must be unique, and must not already exist in the directory. If you try to save an entry with a non-unique phone number, the entry won’t be saved.

— (Optional.) In the Speed Dial Index field, update the contact’s speed

dial index number.

The speed dial index number is automatically assigned to the next available index value. If you want, you can change the speed dial index value. The speed dial index value can be any value between the next available number and a maximum value of 9999.

If you assign a speed dial index number that is already taken, the message ‘Speed dial index already exists’ displays. If you enter an invalid speed dial index number (for example, 0 or 00), the message ‘Speed dial index is invalid’ displays.

— (Optional.) In the Label field, enter a label for the contact.

You can enter a maximum of 32 characters.

A label can be anything that uniquely identifies the contact, such as the contact’s job title or department. For example, the label could be ‘Manager’ or ‘Sales.’

Polycom® SoundStation® Duo Conference Phone User Guide

If you specify a label, the label will precede the contact’s name in the Contact Directory and on the Speed Dial Info screen, as shown next.

— (Optional.) In the Ring Type fi eld, select the ring type you want to us e

Note

for the contact. To display the ring types, press

or .

For information on setting the ring type, see Setting Unique Ring

Tones for Contacts on page 49.

You can enter a maximum of 32 characters.

4 Press the Save soft key.

To add a Contact Directory entry from a call list:

1 To select a call list, press , and then select Features > Call Lists >

Missed Calls, Received Calls, or Placed Calls.

2 Scroll to the entry you want to save to your Contact Directory, and then

press the Save soft key.

Only the first name, last name, and phone number are saved.

If the contact doesn’t exist in the directory, ‘Saved’ displays on the phone screen. If the contact already exists, ‘Contact already exists’ displays.

Since only the contact’s name and number are saved, you may want to go to the Contact Directory and add additional contact information. To update contact information, see Updating Contact Directory Entries on page 37.

Using Your Conference Phone in PSTN Mode

Updating Contact Directory Entries

You can add or change information for an entry in the Contact Directory.

To update a contact in the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, find the contact whose information you want

to update, and then press the Edit soft key.

3 From the Edit Contact screen, update the contact information. For

information on the fields you can update, see Updating the Contact

Directory on page 34

4 Press the Save soft key.

Deleting Contact Directory Entries

You can remove an entry from your Contact Directory.

To delete a contact from the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, find the contact you want to delete, and then

press the Delete soft key.

The contact is deleted from the directory.

Working with a Corporate Directory

Your phone may be set up to interface with a corporate directory. Any SoundStation Duo phone that operates in PSTN mode—and is connected to the network—can interface with a corporate directory.

For information on using a corporate directory, see Working with a Corporate

Directory on page 81.

Polycom® SoundStation® Duo Conference Phone User Guide

Connecting Mobile Phone and Computer Audio

To connect a mobile phone or computer audio source to your conference phone, you require optional cables that are not included with your conference phone. For information about how to obtain the optional accessories, see your phone reseller.

For information on how to connect the cables to the 2.5mm port on your conference phone, see the Quick Start Guide for the Polycom SoundStation Duo Conference Phone available from the SoundStation Duo Support web site.

If you want to connect a mobile phone to the SoundStation Duo, be aware of the following:

• The optional Mobile Phone Cable connects to the headset connector on your

mobile phone. If your mobile phone does not support this type of connection, you will need an adapter (not included).

• Full duplex audio quality may not be supported when the SoundStation Duo is

connected for conferencing through a mobile phone, and diminished audio quality may occur. This can be the result of poor signal quality on the mobile phone network, as well as incompatibilities between the mobile phone and the SoundStation Duo.

This feature allows you to use your conference phone to carry on conversations from your mobile phone or computer’s calling and web conferencing application (for example, Skype SameTime®, Cisco® WebEx®, or Citrix® GoToMeeting®).

For example, if you’re in a call on your mobile phone, you can connect your mobile phone to the conference phone using Polycom’s Mobile Phone Cable. Or, if you’re in a call using Skype, you could connect your computer to your conference phone using Polycom’s Computer Calling Cable. Your conference phone’s speaker and microphones can then be used to include everyone in the conference room or office in the conversation.

Before you use a mobile phone or computer audio source with your phone, you need to set the audio type so your phone will know what kind of audio is connected.

Setting the Audio Type

You need to assign an audio type (mobile phone or computer) so your phone knows what kind of audio is attached. When you select the appropriate audio type, the SoundStation Duo will deliver optimal audio levels.

™

, Microsoft® Lync™, IBM®

To set an audio type:

1 Press , and then select Features > 2.5mm Mode. 2 From the 2.5mm Mode screen, select one of the following:

— Mobile Phone Audio Choose this option if you want your

conference phone to automatically assume a mobile phone is attached when a cable is connected to your conference phone’s 2.5mm audio connector.

— Computer Audio Choose this option if you want your conference

phone to automatically assume a computer is attached when a cable is connected to your conference phone’s 2.5mm audio connector.

Listening to Mobile Phone or Computer Audio

Before you can listen to mobile phone or computer audio on your conference phone, you have to answer a mobile phone or computer call using your mobile phone or computer calling application interface. As well, you have to make sure one of the optional cables connects your mobile phone or computer to your conference phone. How you listen to mobile phone or computer audio on your conference phone depends on if your conference phone is idle, has an active call, or has held calls.

Using Your Conference Phone in PSTN Mode

You mute and adjust the volume of mobile phone and computer calls the same way you control regular calls (see Changing the Speaker Volume on page 49 and

Muting the Microphones on page 49).

Many computer calling applications automatically adjust the sound settings on your computer when you launch the application. If the volume from the SoundStation Duo is too high or too low, you may need to adjust your computer’s volume settings.

Listening to Mobile Phone or Computer Audio When Your Conference Phone is Idle

If your conference phone is idle, ‘From: PC-Mobile audio’ displays in the center of the screen, as shown next. The mobile phone or computer audio automatically becomes the active call, and you can hear any audio associated with the mobile phone or computer calling application. If there isn’t any audio, you can wait for a call, answer it from your mobile phone or computer calling application, and then listen to the audio on your conference phone.

Polycom® SoundStation® Duo Conference Phone User Guide

Listening to Mobile Phone or Computer Audio When Your Conference Phone Has an Active Call

If your conference phone has an active call, ‘From:PC-Mobile audio’ displays in the status bar, as shown next.

To listen to mobile phone or computer audio when your conference phone has an active call:

>> Scroll to ‘From:PC-Mobile audio,’ and then press the Accept soft key.

The active call is placed on hold, and the mobile phone or computer audio becomes the active call, as shown next.

Listening to Mobile Phone or Computer Audio When Your Conference Phone Has a Held Call

If your conference phone has a held call, ‘From: PC-Mobile audio’ displays in the center of the screen, as shown next. To answer the mobile phone or computer call, press the Accept soft key.

Ending Mobile Phone or Computer Audio Calls

If you don’t want to hear mobile phone or computer audio through your conference phone’s speakers, or you don’t want to see ‘From:PC-Mobile audio’ on your conference phone screen, disconnect the cable from the conference phone.

To terminate a mobile phone or computer call, you have to end it from the mobile phone or computer calling application. Even though you end a call, if the cable is still attached to your conference phone, ‘From:PC-Mobile audio’ will still display on your conference phone.

To remove the mobile phone or computer audio source, disconnect the Mobile Phone Cable or Computer Calling Cable from the conference phone.

If you want to keep the connection for future mobile phone or computer calls, end the call from your mobile phone or computer, but do not remove the Mobile Phone Cable or Computer Calling Cable. The conference phone screen will still display ‘From:PC-Mobile audio,’ and the mobile phone or computer audio will continue to be the active call.

Using Your Conference Phone in PSTN Mode

Holding Mobile Phone or Computer Audio Calls

To place a mobile phone or computer call on hold, scroll to From:PC-Mobile audio, and then press the Hold soft key. To make the mobile phone or

computer audio active again, scroll to From:PC-Mobile audio, and then press the Resume soft key.

Creating Conference Calls with Mobile Phone or Computer Audio

You can create a conference call with multiple parties, including a mobile phone or computer audio source. Check with your system administrator for the maximum number of parties you can add to a conference call.

To create a conference call with a mobile phone or computer audio source:

>> Do one of the following:

— If you have an active mobile phone or computer audio source, press

the Cnfrnc soft key, place a call to the party to include in the conference, and then press the Cnfrnc soft key again.

— If you have an active mobile phone or computer audio source and a

held call, press the Join soft key.

— If you have an active call and an incoming or held mobile phone or

computer audio source, scroll to PC-Mobile audio, and then press the Join soft key.

A conference call is created between you, the mobile phone or computer audio source, and another party.

Polycom® SoundStation® Duo Conference Phone User Guide

Locking and Unlocking the Phone

Lock your phone to do the following:

• Prevent unauthorized outgoing calls.

• Allow only authorized people to answer calls.

• Prevent people from viewing or modifying phone displays or information

(for example, menus, directory lists, and call records).

When your phone is locked:

• You can only make an outgoing call to a number from a list of authorized numbers.

• You have to enter a password to answer incoming calls.

• All keys and soft keys are disabled, except those that allow you to unlock

the phone, make an authorized call, redial a number, or view the browser (if enabled).

You unlock the phone by entering your user password. If your phone restarts for any reason while it is locked, it will be locked when the phone starts up again (unless your phone is configured to start up unlocked).

When your phone is locked, the messages ‘The phone is locked’ and ‘Authorized calls only’ scroll on the status bar. Messages that displayed before the phone was locked don’t display.

About Your User Password

You are assigned a user password so you can answer calls from your locked phone and unlock the phone. By default, your user password is 123. You can change your user password at any time.

Changing Your User Password

By default, your user password is 123. Change your user password so it’s unique to your phone.

To change your user password:

1 Press , and then select Settings > Advanced. 2 From the Password screen, enter the user password, and then press the

Enter soft key.

3 From the Advanced screen, select Change User Password. 4 From the Change User Password screen, enter your password

information, and then press the Enter soft key.

Locking and Unlocking Your Phone

You can choose how you want your phone to handle incoming calls when it’s locked. If you allow incoming calls when your phone’s locked (the default setting), incoming calls will ring on your phone, and you can answer calls by entering your user password.

To lock your phone:

1 Press , and then select Settings > Basic > Lock Phone. 2 From the Lock Phone screen, select if you want your phone to ring when

you have an incoming call. If you choose this option, you can answer a call by entering your password.

The default setting is Allow ringing when locked.

3 Press the Lock soft key.

Your phone is locked.

Using Your Conference Phone in PSTN Mode

Your phone may be set up so that you can quickly lock it by pressing the Lock soft key from the idle screen. If you do this, however, you cannot choose how to handle

Note

incoming calls. Your phone will use the default setting (Allow ringing when locked), or the last setting you selected.

To unlock your phone:

1 From the idle screen, press the Unlock soft key. 2 From the Unlock the Phone screen, enter your password, and then press

the Enter soft key.

(For information on your user password, including what to do if you forget your user password, see About Your User Password on page 42.)

The phone unlocks.

Calling and Answering from a Locked Phone

From a locked phone, anyone can dial the standard emergency number (for example, 911), and up to five authorized numbers that an administrator can set up. You cannot call any other numbers from a locked phone.

If you set up your phone so you can answer incoming calls when your phone is locked, you can answer calls by entering your user password.

Polycom® SoundStation® Duo Conference Phone User Guide

To call an authorized number from a locked phone:

>> Do one of the following:

— Press the New Call soft key. From the Place an Authorized Call screen,

select the number you want to call, and then press the Dial soft key.

The following figure shows an example of the Place an Authorized Call screen.

— Place a call to an authorized number. For information on placing a call,

see Calling on page 26.

The call is placed.

To answer a call on a locked phone:

1 While the phone rings, press the Answer soft key. 2 From the Answer the Call screen, enter your password, and then press

the Enter soft key.

(If you press the Cancel soft key instead, the Answer the Call screen disappears and the incoming call window displays again.)

For information on your user password, including what to do if you forget your user password, see About Your User Password on page 42.

The call connects.

Logging in to Phones

If you try to place a call to an unauthorized number, the message ‘Unauthorized number’ displays. (To view a list of authorized numbers that you can call, press the New Call soft key from the idle screen when your phone is locked.)

If your system administrator has set up the User Login feature, you can view your personal phone settings from any phone in the organization. This means you can access your contact directory and speed dials, as well as other phone settings, even as you temporarily change work areas.

Using Your Conference Phone in PSTN Mode

If you change any settings while you’re logged in to a phone, the settings are saved and displayed the next time you log in to a phone. When you log out, your personal phone settings no longer display.

You can log in to a phone by entering your user ID and password. Default passwords are preset at the factory to the numerals 123.

If a phone is in the logged out state and requires a user login, you may be able to use the phone to place emergency calls to standard emergency numbers (such as

911) and other pre-configured phone numbers. These numbers are configured by your administrator. For information on how to place authorized calls, see Placing

Calls from Phones that are in the Logged Out State on page 47.

If the User Login feature is set up on your company’s phones, you’ll need to know how to:

• Log in to a phone to access your personal phone settings.

• Log out of a phone after you finish using it.

• Place a call to an authorized number from a phone that is in the logged out

state and requires a user login.

• Change your user password.

Logging In and Out of a Phone

Depending if the User Login feature is enabled and required, you may or may not have to log in to the phone to use it. However, if you want to see your personal phone settings from the phone, you’ll have to log in. If you don’t log in, you’ll see the phone’s default phone profile.

While logged in, you’ll have full access to your personal phone settings and your contact directory. After you log out of the phone, you’ll no longer be able to view this information on the phone.

After you use a phone, be certain to log out of the phone to prevent access to your personal settings.

To log in to a phone:

1 If the User Login screen is in view, go to step 2. If the User Login screen

isn’t in view, do one of the following:

— Press the Log in soft key.

— Press , and then select Features > User Login > Log in.

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The User Login screen displays, as shown next.

2 Enter your user ID and password, and then press the Log in soft key.

If you don’t know what your user ID and password are, ask your system administrator. Default passwords are preset at the factory to the numerals

123. However, your system administrator may have changed this for security reasons.

If your login credentials are accepted, the phone updates to display your personal phone profile, and the idle screen is displayed.

If your credentials are not accepted, the message ‘User login failed’ is displayed, and the User Login screen displays again. If you need to confirm your credentials, ask your system administrator.

To log out of a phone:

1 From the idle screen, do one of the following:

— Press the Log out soft key.

— Press , and then select Features > User Login > Log out.

The Logout screen displays with a confirmation message, as shown next.

2 Press the Yes soft key.

Your personal profile is no longer accessible, and the phone displays either the User Login screen for the next user login, or the default phone profile for anonymous users.

Using Your Conference Phone in PSTN Mode

Placing Calls from Phones that are in the Logged Out State

If a phone doesn’t require a user login, you can use the phone to place calls to any number, even though the phone may be in the logged out state.

If a phone requires a user login, you may be able to place calls to authorized numbers when the phone is in the logged out state. If your system administrator has set up emergency numbers on the phone, you can place calls to the standard emergency number (for example, 911) and up to five other authorized numbers. You won’t be able to call any other numbers until you log in to the phone.

To place a call to an authorized number from a phone in the logged out state:

1 Press the New Call soft key.

The Place an Authorized Call screen displays, as shown next.

2 Select the number you want to call, and then press the Dial soft key.

The call is placed.

Changing Your User Password

You can change your password from any phone that you’re logged in to.

By default, user passwords are factory preset to the numerals 123. Your administrator can change this default password if needed. Polycom recommends that you change your password when you first log in to a phone. Your user ID is managed only by your administrator, meaning you cannot change it yourself.

To change your user password:

1 Log in to any phone on your network. 2 From the idle screen, press , and then select Features > User Login >

Change User Login Password.

Polycom® SoundStation® Duo Conference Phone User Guide

The Change User Login Password screen displays, as shown next.

3 Enter your old password, enter a new password and confirm it, and then

press the Enter soft key.

Your password is changed. The next time you log in to a phone, you’ll need to enter this password.

Controlling What is Heard

You can change what is heard by doing the following:

• Changing the ring tone.

• Selecting unique ring tones for contacts.

• Adjusting the volume of the speaker.

• Adjusting the volume of the ring tone.

• Muting the microphones so the far site(s) can’t hear you.

Changing the Ring Tone

You can select from many different ring tones to distinguish your phone from your neighbor’s.

To select a different ring tone:

1 Press , and then select Settings > Basic > Ring Type. 2 From the Line Select screen, select the line to which you want to apply the

3 From the Ring Type screen, select the ring type you want. To hear the

ring tone.

ring type before you select it, press the Play soft key. The default ring type is Low Trill.

Setting Unique Ring Tones for Contacts

You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers.

To set a distinctive ring tone for a contact:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, scroll to the contact for whom you want to

assign a distinctive ring tone, and then press the Edit soft key.

3 From the Edit Contact screen, scroll to Ring Type and choose a ring type. 4 Press the Save soft key.

Changing the Speaker Volume

You can increase or decrease the volume of the sound you hear.

Using Your Conference Phone in PSTN Mode

To adjust the speaker volume:

>> During a call, press to adjust the volume up or press to adjust the

volume down.

Changing the Ringer Volume

You can increase or decrease the ringer volume.

To adjust the ringer volume:

>> When the phone is idle or ringing, press to adjust the ringer volume

up or press to adjust the ringer volume down.

Muting the Microphones

You can mute the microphones if you don’t want other parties to hear you during a call. When you mute the microphones, the indicator lights glow red to indicate that the other party (or parties) can’t hear you. You can still hear all other parties while Mute is enabled.

To mute or unmute the microphones:

>> During a call, press .

To mute or unmute the microphones if you use external microphones:

>> Press on the phone or the Mute button on the top of the external

microphones.

Polycom® SoundStation® Duo Conference Phone User Guide

Controlling What You See

You can change the phone screen appearance by doing the following:

• Changing the Display Language on page 50.

• Changing the Time and Date Display on page 50

• Changing the Screen Contrast on page 52

• Changing the Backlight on page 52

Changing the Display Language

The phone supports many languages. English (Internal) is the default language.

To change the display language:

1 Press , and then select Settings > Basic > Preferences > Language. 2 From the Language screen, select the language you want.

The text on the screen changes to the language that you selected.

Changing the Time and Date Display

The time and date may appear on your phone’s idle screen. You can select from various time and date formats, including whether the time or date displays first (clock order). You can also disable the time and date display to prevent it from being displayed on the idle screen. Select and set options that are right for you.

By default, phones that operate in PSTN-only mode do not display the date and time unless:

• The date and time is set by an incoming call with a supported Caller ID standard.

• The phone is connected to the Ethernet and you turn on the date and time

display (see Turning the Time and Date Display Off and On on page 51).

Changing the Time and Date Display

You can change the way the date and time display on the idle screen. For example, for the date, you can display the month before the day, choose the abbreviated forms for the month and day, or choose the DD/MM/YY format. For the time, you can choose either the 12-hour clock (for example, 4:35 PM) or 24-hour clock (for example, 16:35) notation.

Using Your Conference Phone in PSTN Mode

To change the time and date display format:

1 Press , and then select Settings > Basic > Preferences >

Time and Date.

2 From the Time and Date screen, do one of the following:

— To change the date format, select Clock Date.

— To change the time format, select Clock Time.

3 From the Clock Date screen or the Clock Time screen, select the date or

time format you want. The default settings use the formats ‘Monday, January 1’ and ‘12 AM/PM.’

Changing the Time and Date Order

You can change the order of the time and date on the idle screen. For example, you can display the date before the time, or the time before the date.

To change the order of the time and date display:

1 Press , and then select Settings > Basic > Preferences >

Time and Date > Clock Order.

2 From the Clock Order screen, select the clock order you want. The default

setting is date before time.

Turning the Time and Date Display Off and On

You can turn the time and date display off so the time and date don’t display on the idle screen.

To turn the time and date display off:

>> Press , and then select Settings > Basic > Preferences > Time and Date

> Disable.

To turn the time and date display back on:

>> Press , and then select Settings > Basic > Preferences >

Time and Date > Enable.

Polycom® SoundStation® Duo Conference Phone User Guide

Changing the Screen Contrast

You can set how light or dark the screen appears.

To adjust the contrast on the phone screen:

1 Press , and then select Settings > Basic > Contrast. 2 From the Contrast screen, press the Up or Down soft keys to increase or

decrease the display contrast.

3 Press the Ok soft key.

Changing the Backlight

Your phone’s backlight has two components:

• Backlight Intensity The brightness of the screen during phone activity and inactivity. Backlight intensity has three settings:

— Backlight On The brightness of the screen when there is phone

activity.

— Backlight Idle The brightness of the screen when there is no phone

activity.

— Maximum Intensity The brightness scale that applies to both

Backlight On and Backlight Idle intensities.

• Backlight Timeout The number of seconds the phone is inactive before the backlight dims to its Backlight Idle intensity. The backlight timeout period begins after your last key press or the last phone event, such as an incoming call.

You can change the Backlight On intensity and the Backlight Idle intensity separately. You can choose a high, medium, or low intensity, or turn the backlight off entirely.

When you change the Maximum Intensity, you modify the entire backlight intensity scale. For example, if you decrease the Maximum Intensity, the low, medium, and high levels for both Backlight On and Backlight Idle intensities decrease.

The backlight automatically turns on with any phone activity. By setting the Backlight Timeout, you can determine how long the phone should be idle before the backlight dims to its Backlight Idle intensity. By default, after the phone is idle for 40 seconds, the backlight dims.

Using Your Conference Phone in PSTN Mode

To change the backlight intensity:

1 Press , and then select Settings > Basic > Backlight Intensity. 2 From the Backlight Intensity screen, select Backlight On Intensity. 3 From the Backlight On Intensity screen, select the intensity you want.

(The default is High.)

4 If you selected a new intensity, press the Save soft key. If you did not

select a new intensity, press the Back soft key.

5 From the Backlight Intensity screen, select Backlight Idle Intensity. 6 From the Backlight Idle Intensity screen, select the intensity you want.

(The default is Low.)

7 If you selected a new intensity, press the Save soft key. If you did not

select a new intensity, press the Back soft key.

8 From the Backlight Intensity screen, select Maximum Intensity. 9 From the Maximum Intensity screen, press the Up or Down soft keys to

increase or decrease the maximum intensity the screen can display, and then press the Ok soft key.

To change the Backlight Timeout:

1 Press , and then select Settings > Basic > Backlight Timeout. 2 From the Backlight Timeout screen, choose the number of seconds the

phone will be idle before the backlight dims. (The default is 40 seconds.)

3 Press the Save soft key.

Updating Your Phone’s Configuration

If your phone is connected to the network, your system administrator may remotely update your phone settings, and then ask you to update your phone configuration using your phone’s menu.

To update your phone’s configuration:

1 Press , and then select Settings > Basic > Update Configuration.

The message ‘Are you sure?’ displays.

2 If you still want to update the configuration, press the Yes soft key.

The configuration is updated. Your phone may restart, depending on the configuration parameters that have changed. If the phone doesn’t restart, press to return to the idle screen.

Polycom® SoundStation® Duo Conference Phone User Guide

Restarting Your Phone

Your system administrator may ask you to restart your phone if your phone malfunctions or to assist in troubleshooting.

Before you restart your phone, contact your system administrator. If your phone is malfunctioning, you may be able to restore normal operation without restarting the phone. In addition, your administrator may want to troubleshoot your phone before you restart it.

Before you restart your phone, note the following:

• If you need to update your phone’s configuration, don’t restart your phone. To

update the phone’s configuration, see Updating Your Phone’s Configuration on page 53.

• Call lists are automatically cleared when you restart the phone.

To restart the phone:

1 Press , and then select Settings > Basic > Restart Phone.

The message ‘Are you sure?’ displays.

2 If you still want to restart the phone, press the Yes soft key.

The restart process begins. The process ends when the idle screen displays.

Troubleshooting Phone Issues

If your phone is unable to operate properly or perform certain tasks, a warning icon will display in the status bar, as shown next.

To view warning messages, press , and then selecting Status > Diagnostics > Warnings. From the Warnings screen, you can:

• Press the Clear Icon soft key to remove the warning icon from the status bar.

• Press the Details soft key to view a detailed explanation of the warning.

Using Your Conference Phone in SIP Mode

In this chapter, you’ll learn how to use your phone when it operates in SIP mode. When your phone uses SIP mode, it has all the features of a basic phone, as well as more advanced features, such as the ability to forward and transfer calls, instant message, and access a corporate directory and the conference management feature.

This chapter includes these topics:

• Calling and Answering on page 56

• While Your Phone Rings on page 64

• During Calls on page 65

• Changing the Way Calls are Answered on page 71

• Working with Call Lists on page 75

• Working with the Contact Directory on page 77

• Working with a Corporate Directory on page 81

• Using Buddy Lists on page 82

• Using Voice Mail on page 86

• Using Instant Messaging on page 87

• Connecting Mobile Phone and Computer Audio on page 89

• Broadcasting Messages Using Push-to-Talk and Group Paging on page 93

• Locking and Unlocking the Phone on page 105

• Logging in to Phones on page 108

• Sharing Lines on page 111

• Integrating with Microsoft Lync Server on page 112

• Controlling What is Heard on page 112

• Controlling What You See on page 114

• Updating Your Phone’s Configuration on page 117

Polycom® SoundStation® Duo Conference Phone User Guide

Context-sensitive soft keys that display during a call

Name and number of person you’re talking with

Call duration

Line and Call icon

• Restarting Your Phone on page 118

• Troubleshooting Phone Issues on page 118

Calling and Answering

During a call, the phone displays the name and number of the party you’re talking with, the duration of the call, and the Line and Call icon to indicate call status (as shown next). The soft keys update so you can perform specific tasks.

Handling Multiple Calls at a Time

For information on what the Line and Call icon indicates, see .

Your phone can handle multiple calls at any given time. For example, if you have an active call, you can answer an incoming call, as well as scroll to see held calls. Since the phone screen can only display one call at a time, you have to use the Scroll keys to see any additional calls.

By default, your phone can handle a maximum of eights calls at any given time, but only one of the calls can be active. In total, your phone can handle one active call and seven held calls, or eight held calls, at one time. A conference call counts as one call.

Held call

Active call

Call counter

Total number of calls on phone

How recent the displayed call is (1= most recent)

Using Your Conference Phone in SIP Mode

In the following example, the call from Francois Clement is the active call. If you press , you can scroll down and view a held call with Jack Jones.

If you have more than o ne call, a counter disp lays in the status bar. The counter indicates which call you’re viewing, and how many calls you have. The counter has the format: x/y, where x indicates how recent the call you’re viewing is, and y indicates the total number of calls your phone has. When x has a value of 1, the call is the most recent call.

For example:

• If the counter shows ‘1/3,’ you’re viewing the first call in the list (the most recent call) and you have a total of three calls. You can scroll down to view older calls.

• If the counter shows ‘3/4,’ you’re viewing the third call in the list (the second call you placed/received) and you have a total of four calls. You can scroll up to view more recent calls or scroll down to view an older call.

• If the counter shows ‘4/4,’ you’re viewing the last call in the list (the first call you placed/received) and you have a total of four calls. You can scroll up to view more recent calls.

For information on how to handle multiple calls, see Answering Calls on page 58, Calling on page 60, and Ending Calls on page 63.

Polycom® SoundStation® Duo Conference Phone User Guide

Ringing icon

Incoming call information

Answering Calls

You can answer a call when your phone is idle, when you have held calls, or if you’re currently in a call.

This section explains:

• Answering When Your Phone is Idle on page 58

• Answering When You Have Held Calls on page 58

• Answering When You’re in an Active Call on page 59

• Answering on Shared Lines on page 60

If your phone is locked, see Locking and Unlocking Your Phone on page 106 for information on answering calls when your phone is locked.

Note

For information on using your phone with computer or mobile phone audio, see

Connecting Mobile Phone and Computer Audio on page 89.

Answering When Your Phone is Idle

If your phone is idle and you have an incoming call:

• Your phone rings and the indicator lights flash green.

• The Ringing icon, , displays in the status bar.

• Caller information displays in the center of the screen.

To answer the call, press or the Answer soft key. If your phone has a silent ring (see Changing the Ring Tone on page 112), you have to press the Answer soft key to answer the call.

Answering When You Have Held Calls

If you have one or more held calls and an incoming call arrives:

• The phone rings and the indicator lights flash green.

• The Ringing icon, , displays in the status bar.

• Caller information displays in the center of the screen.

Ringing icon

Call counter

Incoming call information

Ringing icon

Call counter

Incoming call information

Active call information

Using Your Conference Phone in SIP Mode

• A call counter (for example, ), displays in the status bar to indicate that you have more than one call.

To answer the call, press or the Answer soft key. If your phone has a silent ring (see Changing the Ring Tone on page 112), you have to press the Answer soft key to answer the call.

Answering When You’re in an Active Call

Your phone can have only one active call at one time. If you answer a call when you’re already in a call, the call you were in is automatically placed on hold.

If you’re in a call and an incoming call arrives:

• A call waiting tone beeps. (Your system administrator can change the tone to another sound, or make it silent.)

• The Ringing icon, , displays in the status bar.

• Incoming call information displays in the status bar. The active call

information remains in the center of the screen.

• A call counter (for example, 1/2), displays in the status bar to indicate that you have more than one call.

To answer the call, scroll down to the incoming call and press or the Answer soft key. If your phone has a silent ring (see Changing the Ring Tone on page 112), you have to press the Answer soft key to answer the call. The call you were in is automatically held.

Polycom® SoundStation® Duo Conference Phone User Guide

Answering on Shared Lines

You answer a call on a shared line the same way you answer a call on a private line. To answer a call, press or the Answer soft key. If your phone has multiple calls, you have to scroll to the call first.

If you want someone else with the same shared line to answer the call, you can do any of the following:

• Let your phone continue to ring and wait until someone else answers the call.

• Press the Silence soft key to stop your phone from ringing, and then wait until someone else answers the call. The call will still ring on the phones that share your line.

Even though you press the Silence soft key, the call will still display on your phone and you can still choose to answer it.

• Answer the call, and then press the Hold soft key. Any phone with the same shared line can resume the call.

For more information about shared lines, see Sharing Lines on page 111.

Calling

You can place a call by:

• Entering a phone number.

• Entering an IP address or a URL.

• Choosing an entry in a call list, directory, or speed dial list.

• Redialing the previously placed call.

You can have only one active call at one time. Therefore, if you have an active call and want to place a call, place the active call on hold first.

If your phone is locked, see Locking and Unlocking Your Phone on page 106 for information on answering calls when your phone is locked.

Note

Calling by Entering a Phone Number

You can place a call with a dial tone (off-hook dialing) or without a dial tone (on-hook dialing).

Using Your Conference Phone in SIP Mode

To call off-hook:

1 Press or the New Call soft key to obtain a dial tone. 2 Enter the number you want to call. 3 Press the Send soft key.

Your administrator sets up your phone to automatically place a call after you enter a certain number of digits. You may not have to press the Send soft key.

If your call is placed before you enter all the digits, you have to place the call on-hook, as described next.

To call on-hook:

>> Enter the number you want to call, and then press the Dial soft key.

Calling by Entering an IP Address or URL

To dial an IP address or a URL, you have to dial the call off-hook.

This feature may not be available on your phone.

To dial an IP address or URL:

1 Press or the New Call soft key to obtain a dial tone. 2 From the Enter number screen, press the URL soft key. 3 From the Enter URL screen, enter the address you want to call. The

maximum number of characters you can enter is 252.

For information on how to enter an IP address or URL, see Entering Data

and Enabling Items on page 19.

4 Press the Send soft key.

Calling from a Call List

You can choose a record in a missed, placed, or received call list and dial the associated party.

Polycom® SoundStation® Duo Conference Phone User Guide

To call from a call list:

1 From the idle screen, use one of the arrow keys to access a call list. If you

have held calls, press the New Call soft key first.

To view this call list... Press this arrow key...

Missed calls

Received calls

Placed calls

2 From the call list screen, scroll to the entry you want to dial, and then

press the Dial soft key.

Calling from a Directory

You can place calls from the Contact and Corporate Directories.

To call from the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, scroll to the contact you want to call, and then

press the Dial soft key.

To call from the Corporate Directory:

1 Press , and then select Features > Corporate Directory. 2 From the Corporate Directory search screen, search for the contact you

want to call (see Searching the Corporate Directory on page 81).

3 Scroll to the contact, and then press the Dial soft key.

Calling from the Speed Dial List

You can assign a speed dial number to any contact in your Contact Directory so you can automatically dial the contact.

Note

• To create a contact with a speed dial number, see Updating the Contact

Directory on page 77.

• To locate a contact’s speed dial number, search for the contact in the Contact

Directory, and then scroll to the contact’s Speed Dial Index field. To search for a contact, see Searching the Contact Directory on page 77.

Using Your Conference Phone in SIP Mode

To call using speed dial:

1 From the idle screen, press . If you have held calls, press the

New Call soft key first.

2 From the Speed Dial Info screen, do one of the following:

— Enter the contact’s speed dial number.

— Scroll to the contact you want to call, and then press the Dial soft key.

The call is placed.

Calling by Redialing

You can redial the last call you placed, or search a list of placed calls to find a previously-dialed number.

To dial the last placed call:

Ending Calls

>> Press .

To dial a previously called number:

1 From the idle screen, press . If you have held calls, press the New Call

soft key first.

2 From the Placed Calls list, scroll to the number you want to dial, and then

press the Dial soft key.

How you end a call depends if you have an active or held call.

To end a call from your computer or mobile phone, see Ending Mobile Phone or

Computer Audio Calls on page 92.

To end an active call:

>> Press or the End Call soft key. If you have multiple calls, scroll to the

active call first, and then end it.

To end a held call:

>> Press the Resume soft key, and then press . If you have multiple calls,

scroll to the held call first, and then end it.

Polycom® SoundStation® Duo Conference Phone User Guide

While Your Phone Rings

While your phone rings, you can:

• Ignore the call by stopping your phone from ringing.

• Reject the call by terminating it without answering it.

• Forward the call to another party.

Ignoring Incoming Calls

Ignoring an incoming call is a handy feature if you’re busy or in the middle of a conversation and want to stop your phone from ringing. Even though your phone will stop ringing, you’ll still have the option to answer the call.

To ignore a call:

>> While your phone rings, press the Ignore soft key (for private lines) or the

Silence soft key (for shared lines).

Your phone stops ringing, but the call still displays on your phone screen. To answer the call before it disconnects, press the Answer soft key.

• Instead of silencing the ringer each time you have a call, you can set up your

phone so that all incoming calls have a silent ring. For more information, see

Changing the Ring Tone on page 112.

• If you want to stop all incoming calls before your phone has the chance to ring,

enable the Do Not Disturb (DND) feature. If you enable DND, you can’t answer calls. For information on enabling DND, see Stopping All Calls (Do Not Disturb) on page 74.

Rejecting Calls While Your Phone Rings

When you reject an incoming call, you end the call before the call connects. The call will be displayed in your Received Calls list.

Your system administrator determines how rejected calls are handled. For example, rejected calls may go directly to your voice mail system or be forwarded to another party.

Rejecting calls isn’t available on shared lines. To silence a call on a shared line, see

Ignoring Incoming Calls on page 64.

Note

To reject a call:

>> While your phone rings, press the Reject soft key.

The call is disconnected.

Forwarding Calls While Your Phone Rings

You can manually forward a call to another number while your phone rings.

You can also set up your phone to automatically forward incoming calls to a another party (see Forwarding Calls Automatically on page 72), or forward calls from a specific contact to another party (see Diverting All Calls from a

Contact to Another Party on page 74).

Call forwarding isn’t available on shared lines.

Note

To forward an incoming call as your phone rings:

1 While your phone rings, press the Forward soft key. 2 From the Call Forwarding screen, enter the number to forward the

incoming call to.

Using Your Conference Phone in SIP Mode

Note

During Calls

Your phone displays the last number you forwarded calls to. To delete the number, press the << soft key.

3 Press the Forward soft key.

The incoming call is forwarded to the number you entered.

During an active call, you can:

• Answer an incoming call (see Answering When You’re in an Active Call on page 59).

• Place the call on hold.

• Transfer the call to another party.

• Set up a conference call between yourself, the party you’re talking to, and

another party.

Polycom® SoundStation® Duo Conference Phone User Guide

Call counter

Holding and Resuming Calls

You can place up to eight calls on hold at any given time. When a call is on hold, the indictor lights flash red.

When you have more than one call, a counter displays at the top-right of the screen (as shown next) indicating the total number of calls you have, and which call is currently being displayed. The most recent call displays first.

The following figure shows that your phone has two calls, and you’re currently viewing the first call in the list, or the most recent call. You can scroll down to see older calls.

Note

Transferring Calls

For more information about handling multiple calls at the same time, see

Handling Multiple Calls at a Time on page 56.

For information on placing computer or mobile phone audio on hold, see

Connecting Mobile Phone and Computer Audio on page 89.

To place a call on hold:

>> During a call, press the Hold soft key. If you have multiple calls, scroll to

the active call first, and then hold it.

The indicator lights flash red to indicate that a call is on hold.

To resume a held call:

>> While a call is on hold, press the Resume soft key. If you have multiple

calls, scroll to the held call first, and then resume it.

While you’re in a call, you can transfer the call to another party.

When you transfer a call, you have the option to talk to the party to whom you’re transferring the call, or you can automatically transfer the call without speaking to the other party.

To transfer a call:

1 During a call, press the Trnsfer soft key.

2 Place a call to the party to whom you want to transfer the call. 3 When you hear the ring-back sound, or after you speak with the other

You can automatically transfer the call without speaking to the second party: During a call, press the Trnsfer soft key, and then press the Blind soft key. Then,

Note

place a call to the party to whom you want to transfer the call. The transfer automatically completes.

Hosting Conference Calls

Using Your Conference Phone in SIP Mode

The active call is placed on hold.

party, press the Trnsfer soft key to transfer the call.

To cancel the transfer before the call connects, and return to the original call, press the Cancel soft key.

You can create a conference with up to two other parties.

After you set up a conference, you can place the conference call on hold, split the conference call into two held calls, or end your connection to the conference call participants.

If the conference management feature is enabled on your phone, you can mute, hold, and remove individual conference participants.

This section includes the following topics:

• Setting Up Conferences on page 67

• Holding and Resuming Conferences on page 68

• Splitting Conferences into Two Calls on Hold on page 69

• Ending Conferences on page 69

• Managing Conferences on page 69

• One of the parties in a conference call can be a mobile phone or computer audio

source. For information on setting up and managing conferences with computer or mobile phone audio, see Connecting Mobile Phone and Computer Audio on page 89

• For tips on hosting conference calls and conference call etiquette, see Polycom

Conference Call Etiquette.

Setting Up Conferences

You can set up a conference in one of two ways:

• Using the Confrnc soft key or .

• Using the Join soft key, if you have an active call and a held call.

Polycom® SoundStation® Duo Conference Phone User Guide

To set up a conference using the Conference key:

1 Call the first party. 2 Press or the Confrnc soft key. The active call is placed on hold. 3 Enter the number of the second party, and then press the Send soft key. 4 When the second party answers, press or the Confrnc soft key to

join all parties in the conference.

The Active:Conference screen displays.

To set up a conference call with an active call and a held call:

Note

>> If you have an active call and a held call, press the Join soft key.

A conference is created with the active call, the held call, and yourself.

If you have an active call and multiple held calls, the Join soft key isn’t available from the active call. Scroll to the held call that you want to add to the conference, and then press the Join soft key.

Holding and Resuming Conferences

When you place a conference call on hold, you place the other two conference participants on hold. Your phone treats a held conference call as one held call. Your phone can have a total of eight held conferences at one time.

To place a conference call participant on hold, see Placing Conference Call

Participants on Hold on page 70.

To place a conference call on hold:

>> From the Active:Conference screen, press the Hold soft key.

(If you’re in the Manage Conference screen, press the Back soft key to display the Active:Conference screen.)

Using Your Conference Phone in SIP Mode

The Hold:Conference screen displays. The other two conference participants are placed on hold. The indicator lights flash red to indicate a held call.

To resume the conference call, press the Resume soft key. The Active:Conference screen will display again.

Splitting Conferences into Two Calls on Hold

When you split a conference, you end the conference and place the other two conference participants on hold.

To split a conference:

>> From the Active:Conference or Hold:Conference screen, press the

Split soft key.

The conference ends, and all calls are split into individual calls and placed on hold.

Ending Conferences

When you end a conference, you end your connection to the other conference participants. By default, the other parties remain connected.

To end a conference:

>> From the Active:Conference screen, press the End Call soft key.

By default, the conference ends and the other two conference participants remain connected.

Managing Conferences

If you’re in an active conference call, you can press the Manage soft key to manage each conference call participant.

From the Manage Conference screen, you can scroll to a conference participant and do the following:

• Place the participant on hold.

• Remove the participant from the conference.

• Obtain additional information about the participant.

• Mute the participant.

Polycom® SoundStation® Duo Conference Phone User Guide

The following figure shows the Manage Conference screen. To return to the Active:Conference screen, press the Exit soft key.

Placing Conference Call Participants on Hold

You can select a conference call participant and place the participant on hold. You can return the participant to the conference at any time by pressing the Resume soft key.

If you want to place the conference call on hold, see Holding and Resuming

Conferences on page 68.

To place a conference call participant on hold:

>> From the Manage Conference screen, scroll to the participant you want to

place on hold, and then press the Hold soft key.

The held participant can’t hear anyone, and noone can hear the held participant.

To return the participant to the conference, scroll to the participant, and then press the Resume soft key.

If the held participant presses the Hold soft key on their phone, they will still be on hold even if you press the Resume soft key.

Removing a Conference Call Participant

When you remove a conference call participant, the conference call ends. An active call remains between you and the other party.

To remove a conference call participant:

>> From the Manage Conference screen, scroll to the participant you want to

remove, and then press the Remove soft key.

The participant is removed from the conference, the conference call ends, and the other party becomes the active call.

Obtaining Information About a Conference Call Participant

You can display information about a conference call participant, such as their name and phone number, or if they are on hold or muted.

Using Your Conference Phone in SIP Mode

To display information about a conference call participant:

1 From the Manage Conference screen, scroll to the participant whose

information you want to obtain.

2 Press the More soft key, and then press the Info soft key.

The Participant Info screen displays. Scroll to view additional information about the conference participant, such as if they’re currently on hold or muted.

3 Press the Back soft key to return to the Manage Conference screen.

Muting Conference Call Participants

When you mute a conference call participant, the muted participant can hear everyone, but noone can hear the muted participant.

To mute a conference call participant:

1 From the Manage Conference screen, scroll to the participant you want to

mute.

2 Press the More soft key, and then press the Far Mute soft key.

The muted participant can hear everyone, but noone can hear the muted participant.

If you press instead of the Far Mute soft key, all conference participants can hear each other, but they cannot hear you.

To un-mute the participant, press the More soft key, and then press the UnMute soft key.

Changing the Way Calls are Answered

You can set up your phone to automatically do the following:

• Forward incoming calls to another party.

• Reject all the calls from a specific contact.

• Divert all incoming calls from a contact to another party.

• Stop all incoming calls and prevent your phone from ringing (the Do Not

Disturb feature).

Polycom® SoundStation® Duo Conference Phone User Guide

Forwarding Calls Automatically

You can set up your phone to automatically forward incoming calls to another party. You can choose to forward all incoming calls, or just those calls that arrive when you’re already in a call, or when you don’t answer. Your phone will forward calls even if you enable the Do Not Disturb feature.

You can also forward calls on a call-by-call basis. For more information, see

Forwarding Calls While Your Phone Rings on page 65.

Call forwarding isn’t available on shared lines.

Note

To forward calls to another number:

1 From the idle screen, press the Forward soft key. 2 From the Forwarding Type Select screen, select the forwarding type you

want. The options are:

— Always—To forward all incoming calls.

—No Answer—To forward all unanswered incoming calls.

—Busy—To forward calls that arrive when you’re already in a call.

3 Do one of the following:

— If you selected Always, the Call Forward Always screen displays.

Enter a number to forward all incoming calls to.

— If you selected No Answer, the Call Forward No Answer screen

displays. Do the following:

» In the Contact field, enter a number to forward all unanswered

incoming calls to.

» In the Forward After Rings field, enter how many rings to wait

before forwarding the call (one ring is approximately six seconds). Two rings is the recommended value.

— If you selected Busy, the Call Forward Busy screen displays. Enter a

number to forward all incoming calls to when you’re already in another call.

4 Press the Enable soft key.

Using Your Conference Phone in SIP Mode

If you selected the forwarding type Always, a moving arrow, , and the text ‘Call Forward Enabled’ display on the phone screen, as shown next.

To disable call forwarding:

1 From the idle screen, press the Forward soft key. 2 From the Forwarding Type Select screen, select the forwarding type to

disable.

3 To turn off call forwarding, press the Disable soft key.

Rejecting Calls from a Contact

You can customize your phone so that incoming calls from a specific party don’t ring on your phone. Your system administrator determines how rejected calls are handled. For example, rejected calls may go to your voice mail system. Calls that are rejected from a specific contact will be displayed in the Missed Calls list.

Rejecting calls isn’t available on shared lines.

Note

To reject an incoming call from a specific contact:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, scroll to the contact whose calls you want to

reject, and then press the Edit soft key.

3 From the Edit Contact screen, scroll to Auto Reject and enable the setting. 4 Press the Save soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

Diverting All Calls from a Contact to Another Party

You can customize your phone so that incoming calls from a contact are transferred directly to another party.

To transfer incoming calls from a contact to another party:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, find the contact for whom you want to

transfer calls, and then press the Edit soft key.

3 From the Edit Contact screen, do the following:

— Scroll to Divert Contact, and then enter the number of the party to

whom you want to divert the call.

You can enter a maximum of 32 characters.

— Scroll to Auto Divert and enable the setting.

4 Press the Save soft key.

Stopping All Calls (Do Not Disturb)

You can refuse all incoming calls and prevent your phone from ringing. This is the Do Not Disturb (DND) feature. When DND is enabled, you don’t have the option to answer calls.

Calls you receive while Do Not Disturb is enabled will be displayed in your Missed Calls list. If you have chosen to forward incoming calls to another number, calls will still be sent to that number.

When you enable Do Not Disturb, a flashing icon, , and ‘Do Not Disturb’ display in the status bar, as shown next.

Enabling Do Not Disturb on shared lines disables ringing only. The call will still display on your screen and you can still choose to answer the call.

To enable and disable Do Not Disturb:

Missed call notification

1 Press , and then select Features.

The Features screen displays. If Do Not Disturb isn’t highlighted, scroll to it.

2 To toggle Do Not Disturb on or off, press .

Working with Call Lists

Your phone maintains lists of missed, received, and placed calls. Each list can hold up to 100 entries.

If you miss a call, a message indicating the number of missed calls you have displays in the status bar, as shown next. To view information about the missed call, view your Missed Calls list (see Viewing Call Lists on page 75). After you view the Missed Calls list, the message on the idle screen is removed.

Using Your Conference Phone in SIP Mode

Viewing Call Lists

You can save call list entries to your Contact Directory. For information on how to update the Contact Directory with an entry from a call list, see Adding

Contact Directory Entries on page 78.

You can access any call list from the Call Lists menu, or you can quickly access a call list from the idle screen. After you access a call list, you can view detailed information about a specific entry. For example, you can see the name and phone number of the party that you called or that called you, as well as the time and duration of the call.

Polycom® SoundStation® Duo Conference Phone User Guide

To view a call list:

>> Do one of the following:

— Press , and then select Features > Call Lists > Missed Calls,

Received Calls, or Placed Calls.

— From the idle screen, press one of the Arrow keys to access a call list:

To view this call list... Press this Arrow key...

Missed Calls

Received Calls

Placed Calls

To view details for a call list entry:

1 Press , and then select Features > Call Lists > Missed Calls,

2 From the call list, scroll to the call list entry, and then press the

Clearing Call List Entries

You can clear all the records in a call list, or just one record.

If you restart your phone, you’ll automatically clear all call list entries.

Note

To clear one or all records in a call list:

1 Press , and then select Features > Call Lists. 2 From the Call Lists screen, do one of the following:

Received Calls, or Placed Calls.

Info soft key.

— To clear all the records in a call list, select Clear. From the Clear screen,

select the call list you want to clear.

A ‘Cleared!’ message displays when you clear a call list.

— To clear a single record in a call list, select the call list that has the

record you want to remove. From the call list’s screen, scroll to the call you want to remove, and then press the Clear soft key.

Editing Call List Entries

Edit a call list entry if you want to update the contact name or number before you dial the number or save the contact to the Contact Directory.

To edit a call list entry:

1 Press , and then select Features > Call Lists > Missed Calls,

Received Calls, or Placed Calls.

2 From the call list, scroll to the entry you want to edit, and then press the

Edit soft key.

Working with the Contact Directory

Your Contact Directory is a list of names and numbers that you contact frequently. If you have permission to update your Contact Directory, you can add, edit and delete contacts. To find out how many contacts you can store in the directory, contact your system administrator.

Using Your Conference Phone in SIP Mode

Searching the Contact Directory

Search for a contact by scrolling through the directory, or entering specific search criteria.

To search for a contact in the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen:

a Press the Search soft key. b Enter the first few characters of the contact’s first or last name. c Press the Search soft key again.

3 From the Directory Search screen, scroll to the contact you’re searching

for.

Updating the Contact Directory

You can add a contact to the Contact Directory, or update or delete an existing contact.

Polycom® SoundStation® Duo Conference Phone User Guide

Adding Contact Directory Entries

You can add contacts to your Contact Directory in the following ways:

• Manually, by entering the contact information yourself.

• From a call list.

• From a Corporate Directory.

To add a Contact Directory entry manually:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, press the Add soft key.

The Add To Directory screen displays.

3 Enter the contact information:

— (Optional.) In the First Name field, enter the contact’s first name.

You can enter a maximum of 32 characters.

— (Optional.) In the Last Name field, enter the contact’s last name.

You can enter a maximum of 32 characters.

— (Required.) In the Contact field, enter the contact’s phone number.

— (Optional.) In the Speed Dial Index field, update the contact’s speed

dial index number.

Using Your Conference Phone in SIP Mode

— (Optional.) In the Label field, enter a word or words to identify the

contact.

You can enter a maximum of 32 characters.

A label can be anything that uniquely identifies the contact, such as the contact’s job title or department. For example, the label could be ‘Manager’ or ‘Sales.’

If you specify a label, the label will precede the contact’s name in the Contact Directory and on the Speed Dial Info screen, as shown next.

— (Optional.) In the Ring Type fi eld, select the ring type you want to us e

for the contact. To display the ring types, press

or .

For information on setting the ring type, see Setting Unique Ring

Tones for Contacts on page 113.

— (Optional.) For Divert Contact, enter the phone number of the third

party to which you want this contact’s calls sent.

You can enter a maximum of 32 characters.

— (Optional.) For Auto Reject, enable or disable the option.

If you enable the Auto Reject option, the calls from this contact won’t ring on your phone. Rejected calls will be displayed in your Missed Calls list.

Your system administrator determines how rejected calls are handled. For example, rejected calls may go to your voice mail system or be forwarded to another party.

— (Optional.) For the Auto Divert setting, enable or disable the option.

If you enable the Auto Divert option, each time the contact calls, the call will be directed to the third party you specified in the Divert Contact field.

4 Press the Save soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

To add a Contact Directory entry from a call list:

1 To select a call list, press , and then select Features > Call Lists >

Missed Calls, Received Calls, or Placed Calls.

2 Scroll to the entry you want to save to your Contact Directory, and then

press the Save soft key.

Only the first name, last name, and phone number are saved.

If the contact doesn’t exist in the directory, ‘Saved’ displays on the phone screen. If the contact already exists, ‘Contact already exists’ displays.

Note

To add a Contact Directory entry from the Corporate Directory:

1 Press , and then select Features > Corporate Directory.

Note

2 From the Corporate Directory search screen, search for the contact (see

Searching the Corporate Directory on page 81).

3 Scroll to the contact, and then press the View soft key. 4 From the Contact screen, press the Save soft key to save the entry to your

Contact Directory.

Only the first name, last name, and phone number are saved. If the contact doesn’t exist in the directory, ‘Saved’ displays on the phone screen. If the contact already exists, ‘Contact already exists’ displays.

Updating Contact Directory Entries

You can add or change information for an entry in the Contact Directory.

To update a contact in the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, find the contact whose information you want

to update, and then press the Edit soft key.

3 From the Edit Contact screen, update the contact information. For

information on the fields you can update, see Updating the Contact

Directory on page 77

4 Press the Save soft key.

Deleting Contact Directory Entries

You can remove an entry from your Contact Directory.

To delete a contact from the Contact Directory:

1 Press , and then select Features > Contact Directory. 2 From the Directory screen, find the contact you want to delete, and then

press the Delete soft key.

The contact is deleted from the directory.

Working with a Corporate Directory

If your system administrator sets up a Corporate Directory on your phone, you may be able to see contacts in your Corporate Directory. Your system administrator determines which contacts you can see. You can search for contacts in the Corporate Directory, and add selected contacts to your Contact Directory.

Using Your Conference Phone in SIP Mode

You can’t edit contacts in your Corporate Directory. You can only search for and dial contacts, and add contacts from your Corporate Directory to your Contact Directory.

Note

For information on adding Corporate Directory entries to your Contact Directory, see Adding Contact Directory Entries on page 78.

Searching the Corporate Directory

Search for a contact by entering specific search criteria.

You can save your Corporate Directory search results so that whenever you re-display Corporate Directory, the last search you performed will be displayed. To

Note

enable this feature, see Saving Your Corporate Directory Search Results on page 82.

To search for a contact in the Corporate Directory:

1 Press , and then select Features > Corporate Directory. 2 From the Corporate Directory search screen, perform a quick search or an

advanced search.

A quick search allows you to search using the contact’s last name (if the directory is alphabetized by last name) or first name (if the directory is alphabetized by first name). An advanced search uses any combination of the contact’s first and last names, phone numbers, address, and title.

Polycom® SoundStation® Duo Conference Phone User Guide

Do one of the following:

— To perform a quick search, enter the first few characters of the

contact’s name, and then press the Submit soft key. The screen displays a list of contacts, starting with any successful matches.

— To perform an advanced search, press the AdvFind soft key. From the

Advanced Find screen, enter your search criteria, and then press the Submit soft key. The screen displays any successful matches.

(To erase your search criteria before you press the Submit soft key, press the Clear soft key.)

Saving Your Corporate Directory Search Results

You can enable your phone to save your last Corporate Directory search results. Whenever you re-display the Corporate Directory, the results of your last search, or the last person you selected, will display. If you don’t enable your phone to save search results, each time you access the Corporate Directory, a blank search screen will display.

To enable your phone to save your Corporate Directory search results:

1 Press , and then select Settings > Basic > Preferences >

2 From the View Persistency screen, select Enabled. 3 Press the Back soft key.

Using Buddy Lists

Note

A buddy list is a list of users/devices whose status—or presence—you can monitor. Your contacts update their presence setting, such as Be right back, Out to lunch, or Busy, and you can view their status in real time from your phone’s Buddy Status screen. If you like, you can block others from monitoring your status.

Corporate Directory > View Persistency.

Monitoring the status of contacts in a buddy list is an optional feature that your system administrator enables, and your system may not support it.

Updating Presence Settings

Your presence setting indicates your status (either online, busy, be right back, away, out to lunch, offline, or do not disturb). Update your presence setting so that other users can monitor your status from their phones.

To change your presence setting:

1 Do one of the following:

— Press , and then select Features > Presence >My Status.

— From the idle screen, press the MyStat soft key.

The My Status screen displays.

Using Your Conference Phone in SIP Mode

2 Scroll to the status you want, and then press . The default status is

Online.

3 Press to return to the idle screen.

The following figure shows what the idle screen looks like when you set your status as Busy. If you set your status as Online (the default status), the presence status does not display on the screen.

Polycom® SoundStation® Duo Conference Phone User Guide

Selecting Contacts to Monitor

Select the contacts whose presence you want to monitor by updating the contacts in your buddy list. You add contacts to your buddy list from your local Contact Directory. To view the status of contacts in your buddy list, see

Monitoring the Status of Contacts in Your Buddy List on page 86.

Note

Integrating with Microsoft Lync Server

Your system administrator can configure your phone to work with Microsoft Lync Server and communicate with others using Microsoft Lync.

Any contacts added through your buddy status list will appear as a contact in Microsoft Lync. Any contacts added as a contact in Microsoft Lync will appear in your buddy status list.

To view and change your presence, see Updating Presence Settings. For more information on integrating with Microsoft Lync Server, contact your system administrator.

To update your buddy list:

1 Press , and then select Features > Contact Directory. 2 From the Directory, scroll to the contact. 3 Press the Edit soft key. 4 From the Edit Contact screen, scroll to the Watch Buddy field, and choose

Enabled or Disabled.

When Watch Buddy is enabled, the contact is added to your buddy list and you can monitor the contact’s status. When Watch Buddy is disabled, the contact is removed from your buddy list and you cannot monitor the contact’s status.

The default for Watch Buddy is Disabled.

5 Press the Save soft key. 6 Press to return to the idle screen.

Blocking Contacts from Viewing Your Status

Block a contact in your Contact Directory if you don’t want the contact to view your status. If you unblock a contact, the contact can add you to their buddy list and view your status. You can also use your Blocked List to unblock contacts (see Using Your Blocked List to Unblock Contacts on page 85).

Note

To view a list of contacts that can and cannot monitor your status, do the following:

• To view contacts that cannot view your status, press the Menu key, and then select Features > Presence > Blocked List.

• To view contacts that can view your status, press the Menu key, and then select Features > Presence > Watcher List.

Using Your Conference Phone in SIP Mode

To block or unblock a contact:

1 Press , and then select Features > Contact Directory. 2 From the Directory, scroll to the contact.

To scroll through a list of contacts, use the * key to Page Up and the # key to Page Down.

3 Press the Edit soft key. 4 From the Edit Contact screen, scroll to the Block Buddy field, and then

choose Enabled or Disabled.

When Block Buddy is enabled, the contact cannot watch your phone. The contact will display in your Blocked List. When Block Buddy is disabled, the contact can watch your phone. The contact will display in your Watcher List.

The default for Block Buddy is Disabled.

5 Press the Save soft key. 6 Press to return to the idle screen.

Using Your Blocked List to Unblock Contacts

Use the Blocked List to quickly unblock a contact, rather than updating the Block Buddy setting for the contact in your Contact Directory.

To use your Blocked List to unblock a contact:

1 Press , and then select Features > Presence > Blocked List.

The Blocked List screen displays.

2 Scroll to the contact. 3 Press the Unblock soft key. 4 Press to return to the idle screen.

The contact can now watch your phone and will display in your Watcher List. To view your Watcher List, press , and then select Features > Presence > Watcher List.

Polycom® SoundStation® Duo Conference Phone User Guide

Monitoring the Status of Contacts in Your Buddy List

You can monitor the status of all the contacts in your buddy list, except those contacts that have blocked you from viewing their status. To add contacts to your buddy list, see Selecting Contacts to Monitor on page 84.

When you view your Buddy Status list, your buddy displays, together with the buddy’s presence icon and status. The following table shows the presence icons that can display, and the status they indicate.

Presence Icon Buddy Status

Online

Busy or On the phone

Be right back, Away, or Out to lunch

Offline

Using Voice Mail

To monitor a contact in your buddy list:

>> Do one of the following:

— From the idle screen, press the Buddies soft key.

— Press , and then select Features > Presence > Buddy Status.

The Buddy Status screen displays, listing the status of all your buddies. From this screen, you can scroll to and dial the contact.

Your voice mail is saved in a centralized location and may be accessed from your phone. Your phone may indicate voice mail by the following:

• An icon, , on the phone screen.

• A stutter dial tone instead of a normal dial tone.

Using Your Conference Phone in SIP Mode

• Flashing indicator lights.

To listen to voice mail messages:

1 Press , and then select Features > Messages > Message Center.

The Messages screen displays, indicating the number of urgent, new, and old messages you have.

2 To listen to your voice mail, press the Connect soft key, and then follow

the voice or visual prompts on the screen.

3 Press to return to the idle screen.

You can temporarily remove your voice mail indicators without listening to your messages. To remove the indicators, follow the above steps, but instead of pressing the Connect soft key, press the Clear soft key. The indicators will reappear after about an hour.

Using Instant Messaging

You can send and receive instant messages using your phone. Your phone may indicate instant messages by the following:

• An icon, , on the phone screen.

• A stutter dial tone instead of a normal dial tone.

• Fast-flashing indicator lights.

Reading and Managing Instant Messages

From the Instant Messages screen, you can view, delete messages, or write instant messages.

Polycom® SoundStation® Duo Conference Phone User Guide

To manage instant messages:

1 Press , and then select Features > Messages > Instant Messages. 2 From the Instant Messages screen, do one of the following:

— To view instant messages, press the Next or Prev soft keys to cycle

through the messages in order. Messages display in the order they are received. The first message you received displays first.

— To delete messages, press the Next or Prev soft keys to scroll to the

message, and then press the Delete soft key.

— To create a new message, press the New soft key, and then compose a

message or choose a pre-scripted one (see Sending Instant Messages, below.)

Sending Instant Messages

You can send a new message or reply to one you already have. You can write your own message, or choose from a variety of pre-scripted ones.

To send an instant message:

1 Press , and then select Features > Messages > Instant Messages. 2 From the Instant Messages screen, do one of the following:

— To send a new message, press the New soft key. Then, enter the phone

number or address, and then press the Ok soft key.

— To reply to a message, press the Next or Prev soft keys to select a

message. Then, press the Reply soft key.

The Instant Messages screen displays, with the phone number or address you entered.

3 Write the message. Do one of the following:

— To choose from various pre-scripted short messages, press the

Select soft key. From the Message Select screen, scroll to the message

you want.

— To compose a custom message, press the Edit soft key, and then enter

your message.

4 Press the Send soft key. 5 Press to return to the idle screen.

Poly SoundStation Duo User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Introduction

Who this Guide is Written For

How To Use this Guide

What’s New in This Guide

Conventions Used in this Guide

Related Documents

Getting Started

Introducing Your Phone

Before You Use Your Phone

Configuring Your Phone for SIP Mode

Configuring Your Phone for PSTN Mode

About Your Phone

Your Phone’s Hardware

Locating Functions on the Keypad

What Displays on the Screen

Phone Status Indicators

Navigating Menus, Calls, and Information

Entering Data and Enabling Items

Using the Web Configuration Utility

Using Your Conference Phone in PSTN Mode

Calling and Answering

Answering Calls

Calling

Ending Calls

During Calls

Holding and Resuming Calls

Hosting Conference Calls

Working with Call Lists

Viewing Call Lists

Clearing Call List Entries

Editing Call List Entries

Working with the Contact Directory

Searching the Contact Directory

Updating the Contact Directory

Working with a Corporate Directory

Connecting Mobile Phone and Computer Audio

Setting the Audio Type

Listening to Mobile Phone or Computer Audio

Ending Mobile Phone or Computer Audio Calls

Holding Mobile Phone or Computer Audio Calls

Creating Conference Calls with Mobile Phone or Computer Audio

Locking and Unlocking the Phone

About Your User Password

Locking and Unlocking Your Phone

Calling and Answering from a Locked Phone

Logging in to Phones

Logging In and Out of a Phone

Placing Calls from Phones that are in the Logged Out State

Changing Your User Password

Controlling What is Heard

Changing the Ring Tone

Setting Unique Ring Tones for Contacts

Changing the Speaker Volume

Changing the Ringer Volume

Muting the Microphones

Controlling What You See

Changing the Display Language

Changing the Time and Date Display

Changing the Screen Contrast

Changing the Backlight

Updating Your Phone’s Configuration

Restarting Your Phone

Troubleshooting Phone Issues

Using Your Conference Phone in SIP Mode

Calling and Answering

Handling Multiple Calls at a Time

Answering Calls

Calling

Ending Calls

While Your Phone Rings

Ignoring Incoming Calls

Rejecting Calls While Your Phone Rings

Forwarding Calls While Your Phone Rings

During Calls

Holding and Resuming Calls