Polycom 2-Line Phone Owner's Manual

1
Owner’s Manual
Polycom 2-Line Phone V.1
2
Table of Contents
1! Introduction ........................................................................ 5!
Conformance ........................................................................ 5!
Important Safety instructions ................................................ 5!
FCC Information ................................................................... 7!
Using this Document .......................................................... 15!
Basic Requirements ........................................................... 15!
2! Getting to know your Hosted PBX system ..................... 17!
Before you Begin Your Installation ..................................... 17!
Assigning Extension Numbers and Phone
Numbers to Phones ........................................................ 20!
! Installing your Hosted Phone System ............................ 21!
3 ........................................................................................................ 21!
Installing Desk Phones ....................................................... 21!
Setting up the Base ............................................................ 24!
Activating the Service ......................................................... 26!
3.! Using Your Hosted phone system .................................. 28!
System Description ............................................................. 28!
Getting Started .................................................................... 28!
Polycom 2-Line Desk Phone .............................................. 28!
Introduction to your Polycom 2-Line Desk
Phone ....................................................................... 28!
Desk Phone– Basic Call Features ..................................... 31!
Answering Calls ........................................................... 31!
Answering When Not in Another Call ......................... 31!
Handling Multiple Calls ................................................ 32!
Answering When in Another Call ................................ 32!
Placing a call ................................................................ 34!
Call Hold ....................................................................... 38!
Call Transfer ................................................................ 38!
3
Call Park ....................................................................... 40!
Paging (Intercom) ........................................................ 41!
Forwarding Incoming Calls .......................................... 42!
Conference Calls ......................................................... 43!
Using Voicemail .................................................................. 44!
Setting up the voicemail box for the first time ............. 44!
Retrieving messages from your Desk Phone ............. 44!
Retrieving messages when you are away from
the office ................................................................... 45!
Returning a Call ........................................................... 45!
Change your Voicemail PIN ........................................ 45!
Record a Personal Greeting via the Phone ................ 45!
Forward Voicemail Messages via the Phone ............. 46!
Logging into your Voicemail Box via the Web ............ 46!
Retrieving messages via the Web .............................. 47!
Forward Voicemail Messages via the Web ................ 47!
To Create a Voicemail Group ..................................... 49!
Change the Amount of Time Before Voicemail
Picks Up ................................................................... 50!
Additional Call Features ..................................................... 51!
Redial ........................................................................... 51!
Mute ............................................................................. 51!
Speed Dial list .............................................................. 51!
Managing Contacts ..................................................... 52!
Inbound Caller ID ......................................................... 58!
Extension Set-Up options ................................................... 59!
Do Not Disturb ............................................................. 59!
4! Administrator Functions .................................................. 66!
Making Changes through the Web-based Admin
Portal ............................................................................... 66!
Logging In .................................................................... 67!
Viewing a List of your Phone Numbers and
Extensions ................................................................ 68!
Moving a Stand Alone Phone ..................................... 69!
Moving a Shared Line Phone ...................................... 70!
Changing the Extension Number of a Phone ............. 71!
4
Changing the Display Name of a Phone .................... 72!
Changing the Time Zone of a Phone .......................... 72!
Changing the Outbound Caller ID of a Phone ............ 73!
Changing the Failover Routing of a Phone ................ 74!
Viewing Call History for a Phone ................................ 74!
Admin Portal Additional Features: .............................. 75!
5
1 Introduction
Congratulations on purchasing the AccessLine Hosted PBX phone system and service. You will now be able to share your phone connection between fixed & wireless handsets and across multiple locations using the latest in ‘Voice over IP’ services.
This User Guide will show you how to setup and use your new DPS FLEX phone system and service.
IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR IP PBX BASE UNIT AND DESKPHONES
Conformance
This equipment is designed for use in the United States. This equipment complies with the following standards: FCC Part 15, Subparts B, C, D FCC Part 68 UL60950 Analog extension ports: TNV3 CO port: TNV3 ADSL port: TNV3 Power fail port TNV3 LAN/WAN ports SELV
Important Safety instructions
The following safety information is reprinted from IEC60950.
When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock, and injury to persons, including the following:
Read and understand all instructions.
Follow all warnings and instructions marked on the product.
Unplug this product from the wall outlet before cleaning. Do not
use liquid cleaners or aerosol cleaners. Use a damp cloth for cleaning.
Do not use this product near water (for example, in a wet basement).
Do not place this product on an unstable cart, stand, or table. The product can fall, causing serious damage to the product.
6
Slots and openings in the cabinet and the back or bottom are provided for ventilation, to protect it from overheating; these openings must not be blocked or covered. This product should never be placed near or over a radiator or heat register. This product should not be placed in a built-in installation unless proper ventilation is provided.
This product should be operated only from the type of power source indicated in the manual. If you are not sure of the type of power source to your building, consult your dealer or local Power Company.
The power socket outlet must be located near the product and must be easily accessible to allow plugging/unplugging.
Do not allow anything to rest on the power cord. Do not locate this product where persons walking on it will abuse the cord.
Do not use an extension cord with this product’s AC power cord. The AC outlet for this product should not be used for any other electrical equipment.
Never push objects of any kind into this product through cabinet slots as they can touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.
To reduce the risk of electric shock, do not disassemble this product, but take it to a qualified serviceman when some service or repair work is required. Opening or removing covers can expose you to dangerous voltages or other risks. Incorrect re-assembly can cause electric shock when the product is subsequently used.
Unplug this product from the wall outlet and refer servicing to qualified service personnel under the following conditions:
- When the power supply cord or plug is damaged or frayed.
- If liquid has been spilled into the product.
- If the product has been exposed to rain or water.
- If the product does not operate normally by following the operating instructions.
- Adjust only those controls that are covered by the operating instructions because improper adjustment of other controls can result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.
- If the product has been dropped or the cabinet has been damaged.
- If the product exhibits a distinct change in performance.
Avoid using a telephone during an electrical storm. There can be a remote risk of electric shock from lightning.
Do not use the telephone to report a gas leak in the vicinity of the leak.
CAUTION
Use only 26 AWG line cord or larger for
Central Office line connections.
7
FCC Information
This equipment complies with Part 68 of the FCC rules and the requirements adopted by ACTA. A FCC compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack that is Part 68 compliant. See Installation Instructions for details. The REN is used to determine the quantity of devices that may be connected to the telephone line. Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. Typically, the sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line (as determined by the total RENs) contact the local Telephone Company. If this system causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn't practical, the Telephone Company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary. The Telephone Company may make changes to it's facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens the Telephone Company will provide advance notice so you can make the necessary modifications to maintain uninterrupted service. If the equipment is causing harm to the telephone network, the Telephone Company may request that you disconnect the equipment until the problem is resolved. Connection to party line service is subject to state tariffs. (Contact the state public utility commission, public service commission or corporation commission for information.) This equipment is hearing aid compatible.
Customer Owned Coin/Credit Card Phones
To comply with state tariffs, the Telephone Company must be given notification prior to connection. In some states, the state public utility commission, public service commission or corporation commission must give prior approval of connection.
Data Equipment
The table below shows which jacks are associated with which modes of operation:
Mode of Operation
USOC Jack
Permissive
RJ11C
Systems
8
Facility Interface Codes (FIC), Service Order Codes (SOC), USOC Jack Codes and Ringer Equivalence Numbers (REN) are shown in the table below for each port where applicable:
Port
FIC
SOC
USOC
REN
Line 1
02LS2
9.0Y
RJ11C
0.1B
Line 2
02LS2
9.0Y
RJ11C
0.1B
Line 3
02LS2
9.0Y
RJ11C
0.1B
Phone
02LS2
9.0Y
RJ11C
0.1B
Automatic Dialers
WHEN PROGRAMMING EMERGENCY NUMBERS AND (OR) MAKING TEST CALLS TO EMERGENCY NUMBERS:
1. Remain on the line and briefly explain to the dispatcher the reason for the call.
2. Perform such activities in the off-peak hours, such as early morning or late evenings.
Toll Restriction and Least Cost Routing Equipment
The software contained in DPS FLEX phone system to allow user access to the network must be upgraded to recognize newly established network area codes and exchange codes as they are placed into service. Failure to upgrade the premises systems or peripheral equipment to recognize the new codes as they are established will restrict the customer and the customer's employees from gaining access to the network and to these codes.
Equal Access Requirements
This equipment is capable of providing users access to interstate providers of operator services through the use of access codes. Modification of this equipment by call aggregators to block access dialing codes is a violation of the Telephone Operator Consumers Act of 1990.
Electrical Safety Advisory
It is strongly suggested that an AC surge arrestor be installed in the AC outlet to which this equipment is connected.
Radio Interference
This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no
9
guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:
Reorient or relocate the receiving antenna.
Increase the separation between the equipment and receiver.
Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
Consult the dealer or an experienced radio/TV technician for help.
RF Radiation Exposure
This equipment complies with FCC radiation exposure limits set forth for an uncontrolled environment. This equipment should be installed and operated with a minimum distance of 8 inches (20 centimeters) between the radiator and your body. This transmitter must not be co-located or operated in conjunction with any other antenna or transmitter.
Modifications
Changes or modifications not expressly approved by the party responsible for compliance could void the user's authority to operate the equipment. There are no user-serviceable parts or adjustments inside this equipment - please do not open the equipment case.
IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR VERTICAL CORDLESS TRANSMITTER AND CORDLESS PHONES
FCC Information
This equipment complies with Part 15 of the FCC rules and Part 68 of the FCC rules, and the requirements adopted by the Administrative Council for Terminal Attachments (ACTA). Located on the equipment is a label that contains, among other information, the FCC registration number, and the ringer equivalence number (REN). If requested, this information must be provided to the telephone company. The REN is used to determine the number of devices which may be connected to the telephone line. Excessive RENs on the telephone line may result in devices not ringing in response to an incoming call. In most, but not all areas, the sum of the RENs should not exceed five (5.0). To ascertain the number of devices that may be connected to the line, as determined by the total RENs, contact the telephone company to determine the maximum REN for the calling area.
This equipment cannot be used on the telephone company­provided coin service. Connection to Party Line Service is
10
subject to State Tariffs. If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. If such advance notice is not practicable, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe this is necessary.
The telephone company may make changes in its facilities, equipment, operations, or procedures that could affect the operation of the equipment. If this happens, the telephone company will provide advance notice to enable you to make the necessary modifications in order to maintain uninterrupted service. If the trouble is causing harm to the telephone network, the telephone company may request you to disconnect the equipment from the network until the problem is resolved.
This equipment uses the following USOC jacks: RJ11C.
It is recommended that the customer install an AC surge arrester in the AC outlet to which this device is connected. This is to avoid damage to the equipment caused by local strikes of lightening and other electrical surges.
This product is manufactured for Vertical Communications, Inc. Copyright© 2009. All rights reserved. Any copying or reproduction of the product or its associated user manual is strictly prohibited. The content of this document is subject to change without prior notice.
Consumer Information a) This equipment complies with Part 68 of the FCC rules and
the requirements adopted by the ACTA. On the back of this equipment is a label that contains, among other information, a product identifier in the format US:T7HCT8010. If requested, this number must be provided to the telephone company.
b) An applicable certification jacks Universal Service Order
Codes (USOC) for the equipment is provided (i.e., RJ11C) in the packaging with each piece of approved terminal equipment.
c) A plug and jack used to connect this equipment to the
premises wiring and telephone network must comply with the applicable FCC Part 68 rules and requirements adopted by the ACTA.
d) The REN is used to determine the number of devices that
may be connected to a telephone line. Excessive RENs on a telephone line may result in the devices not ringing in response to an incoming call. In most but not all areas, the sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line, as determined by the total RENs, contact the local telephone company.
11
Additional FCC Information
a) If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn’t practical, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary. b) The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens the telephone company will provide advance notice in order for you to make necessary modifications to maintain uninterrupted service. c) Should you experience trouble with this equipment, please contact your Service Provider for repair or warranty information. If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect the equipment until the problem is resolved. d) Please follow instructions for repairing if any (e.g. battery replacement section); otherwise do not alternate or repair any parts of device except specified. e) Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission or corporation commission for information. f) NOTICE: If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this
1.9GHz DECT Product for VoIP and PSTN does not disable your alarm equipment. If you have questions about what will disable alarm equipment, consult your telephone company or a qualified installer. g) This equipment is hearing aid compatible. NOTICE: According to telephone company reports, AC electrical surges, typically resulting from lightning strikes, are very destructive to telephone equipment connected to AC power sources. To minimize damage from these types of surges, a surge arrestor is recommended.
Applicable for Coin or Pay Phone Only To comply with state tariffs, the telephone company must be given notification prior to connection for customer-owned coin or credit card phone. In some states, the state public utility commission, public service commission or corporation commission must give prior approval of connection.
Important Safety Information Charge the battery or handset only in combination with CP2002 Charger and the SALOM SSW-1444US adapter that comes with the product. Plug the SALOM SSW-1444US AC/DC adaptor in a wall outlet socket near the equipment for easy access/removal of the AC/DC adaptor.
Important Battery Information
12
This product uses rechargeable Lithium-ion batteries 3.7V, 650mAh. Only use batteries that come with the handset or dedicated spare batteries marked with “Battery Pack 3.7V 650mAh Li-ion”. Do not use any other type, since this may present a risk of leakage, fire, explosion or other hazardous situation. For battery replacement or removal please remove the battery cover of the handset. Never disassemble, customize or short-circuit batteries. Do not place battery in fire or heat the battery. Charge the battery or handset only in combination with CP2002 Charger and the SALOM SSW-1444US adapter that comes with the product.
Sensitive Electronic Environment Any radio-based equipment can potentially cause interference with other equipment and can be interfered from other equipment. This also applies for DECT equipment. However due to the very low transmission power level the chances for interference are very small. Research proves that operational DECT phones normally don’t influence electronic equipment however some precautions must be taken into account for sensitive electronic equipment e.g. sensitive laboratory equipment. When DECT phones operate in straight nearness of sensitive electronic equipment incidental influence can appear. You are advised not to place the DECT phone on or close (less than 10cm) to this kind of equipment, even in standby mode. Please also use the other documentation supplied with the various parts of your telephone system.
Product Disposal Information Disposal of electrical and electronic products in countries outside the European Union should be done in line with the local regulations. If no arrangement has been made with Vertical Communications or your supplier, please contact the local authorities for further information.
Battery Disposal Information Defect or exhausted batteries should never be disposed of as municipal waste. Return old batteries to the battery supplier, a licensed battery dealer or a designated collection facility. Do not incinerate batteries.
Regulatory Information Interference Information: This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. NOTE: This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates uses and can radiate
13
radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:
Reorient or relocate the receiving antenna.
Increase the separation between the equipment and receiver.
Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.
Consult the dealer or an experienced radio/TV technician for help.
WARNING: Changes or modifications to this equipment not expressly approved by the party responsible for compliance could void the user’s authority to operate the equipment.
Privacy of communications may not be ensured when using this phone.
Exposure to Radio Frequency (RF) Signals: This wireless phone is a radio transmitter and receiver. It is designed and manufactured not to exceed the emission limits for exposure to radio frequency (RF) energy set by the Federal Communications Commission (FCC) of the U.S. Government. These limits are part of comprehensive guidelines and establish permitted levels of RF energy for the general population. The guidelines are based on the safety standards previously set by both U.S. and international standards bodies. These standards include a substantial safety margin designed to assure the safety of all persons, regardless of age and health. This device and its antenna must not be co-located or operating in conjunction with any other antenna or transmitter. This product has been shown to be capable of compliance for localized specific absorption rate (SAR) for uncontrolled environment/general population exposure limits specified in ANSI/IEEE Std. C95.1-1992 and had been tested in accordance with the measurement procedures specified in FCC/OET Bulletin 65 Supplement C (2001) and IEEE 1528-2003” .
CAUTION: To maintain the compliance with the FCC’s RF exposure guideline, place the base unit at least 20 cm from nearby persons. For body worn operation, this handset has also been tested and meets the FCC RF exposure guideline when used with the Vertical belt clip supplied for this product. Use of other accessories may not ensure compliance with FCC RF exposure guidelines.
Hearing Aid Compatibility (HAC/VC): This handset meets the FCC standard for Hearing Aid Compatibility.
14
FCC Identifier: ELIRTX3080 Name of Grantee: RTX America Inc. Date Granted: 9/23/05 Grant Number: R0508295-4 Equipment Class: Part 15 Unlicensed PCS portable Tx
held to ear Notes: RTX3080.32 FCC Rule Parts: 15D Frequency Range: 1921.54-1928.45MHz
UL Identifier: E253011-A4-UL-1 Date Granted: 11/15/05
15
Using this Document
Notational conventions
Acronyms are defined the first time they appear in the text. The term LAN refers to a group of Ethernet-connected computers at one site.
Typographical conventions
Italic text is used for items you select from menus and drop-down lists and the names of displayed web pages. Bold text is used for text strings that you type when prompted by the program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attention to specific instructions or explanations.
Note
Provides clarifying or non-essential information on the current topic.
Definition
Explains terms or acronyms that may be unfamiliar to many readers. These terms are also included in the Glossary.
WARNING
Provides messages of high importance, including messages relating to personal safety or system integrity.
Basic Requirements
The DPS FLEX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly.
In order to use all the features of the DPS FLEX phone system and service, you must have the following:
Broadband Internet access
At least one free port on your router or modem/router
Your router must be set to DHCP
16
17
2 Getting to know your Hosted PBX system
Before you Begin Your Installation
The DPS FLEX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly. In order to begin using your new phone system and service, you need to perform the following steps:
1. Make sure you have received all of your phones and
optional equipment
2. Go to www.accessline.com/login. Enter your login name and password to the Admin Portal
3. Activate your phone lines
4. Install your phones and optional equipment
You have several options regarding how to setup your new phone system. How you choose to install your phone system will depend on your existing data network and the phones and optional equipment you have purchased. The diagrams below describes options for setting up the phone system.
18
Standard Setup Options:
This diagram depicts your setup options. By purchasing the optional Wireless Transmitter and Wireless Adapters you may also connect Desk Phones wirelessly.
Cordless Phones:
This diagram depicts the setup options for Cordless Phones. Cordless phones can be used in conjunction with Desk Phones or they can be installed stand-alone.
19
Fax Adapter:
This diagram depicts the setup options for the Fax Adapter. The Fax Adapter allows you to use your existing fax machine with the AccessLine DPS service.
Setup Options that are not supported
20
The following setup options ARE NOT supported:
1. Connecting a phone through multiple routers
2. Connecting one phone to another
3. Connecting a phone wirelessly and then connecting a PC
Assigning Extension Numbers and Phone Numbers to Phones
Each phone is assigned an extension and a phone number. Packing list includes a list of your phones and their associated phone numbers and extension. You should have also received and email from AccessLine with the phone numbers and extensions associated with each enhanced services such as an Auto Attendant or WebFax. You may also log into your Admin Portal at
www.accessline.com/login to view a list of your phone numbers and
extensions.
21
3 Installing your Hosted PBX Phone System
Installing Desk Phones
Desk Phones can be installed in the following ways
You may connect Desk Phones Wirelessly to the Optional Wireless Transmitter and Optional Wireless Adapters
You may connect Desk Phones to your existing router
You may connect Desk Phones to any data wall jack on your
existing network
You may connect a Desk Phone to a wall jack or router then connect a PC to the Desk Phone.
1. Assemble the Desk Phones
Use the included coiled handset cord and connect one end into the base of the handset and the other end into the handset port on the side of the phone labeled (there is a handset port and a headset port)
2. Connect the Desk Phone
For your convenience, you have four options to connect your Desk Phones. You may use any or all of them
Option 1: Connect Desk Phones using your existing data network
22
Use the included phone cord and connect one end into the port on
the back of the phone labeled and connect the other end into any data port on your network (router, switch or wall jack).
Option 2: Connect Desk phones using your existing data network then connect the phones to your computer
If you already have a computer using a wall data jack or router/switch port,unplug the computer from the network, then connect the phone using the steps in Option 1. Plug your computer into the port on the back of the phone labeled
To your router or wall jack
To your router or wall jack
To your PC
23
Option 3: Connect phones wirelessly within 40’ using the Wireless Adapter
Installing Wireless Transmitter
The wireless adapter allows a desk phone to be used without a cord connecting it to the Wireless Transmitter. The range of the wireless adapter is 40 feet from the Wireless Transmitter.
The wireless adaptor has its own power supply. Plug the phone’s power cord into the short “power in” cord on the wireless adapter and then into the wall outlet. Then,
1. Plug the included LAN cable into the Wireless Adapter
2. Plug the other end of the LAN cable into the back of the
phone using the port.
3. Plug the Wireless Adapter long power cord into an outlet
Note
To avoid interference or static on the phone, place the Wireless Adapter away from the phone as shown.
3. Connect Power to the Desk Phone Use the included power cord and plug one end into the back of the phone and the other end into the wall outlet. The phone will indicate that it is configuring itself. Once the phone has finished its configuration, it is ready to make and receive phone calls.
Loading...
+ 52 hidden pages