Polycom IP 450 User Manual

Polycom® SoundPoint® IP 450 Phone User Guide

UC Software 4.0.1 | November 2011 | 1725-12495-001 Rev. C

Trademark Information

POLYCOM®, the Polycom “Triangles” logo and the names and marks associated with Polycom’s 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.

Patent Information

The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.

Disclaimer

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Portions of the software contained in this product are: Copyright © 1998, 1999, 2000 Thai Open Source Software Center Ltd. and Clark Cooper Copyright © 1998 by the Massachusetts Institute of Technology Copyright © 1998-2003 The OpenSSL Project Copyright © 1995-1998 Eric Young (eay@cryptsoft.com). All rights reserved Copyright © 1995-2002 Jean-Loup Gailly and Mark Adler Copyright © 1996-2004, Daniel Stenberg, <daniel@haxx.se>

Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the “Software”), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to the following conditions:

The above copyright notice and this permission notice shall be include d in all copies or substantial portions of the Software.

THE SOFTWARE IS PROVIDED “AS IS”, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.

4750 Willow Road Pleasanton, CA 94588-2708 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.

Introduction

About This Guide

The Polycom® SoundPoint® IP 450 User Guide provides instructions for using your SoundPoint IP 450 phone. It will help you understand the phone’s features and help you perform the following tasks:

• Perform basic tasks like placing and answering calls.

• Perform advanced tasks like using paging and locking your phone.

• Troubleshoot common phone issues.

Who Should Read This Guide?

Phone users should read this guide to learn how to use their SoundPoint IP 450 phone. System administrators should read this guide to learn about the SoundPoint IP 450 phone-specific features.

This guide describes user-level tasks.

How This Guide is Organized

This guide is organized into five chapters as follows:

Chapter 1, “Getting Started with Your Phone”, introduces the SoundPoint IP 450 phone, running the Polycom UC 4.0.0 Software.

In Chapter 2, “Using the Basic Features of Your Phone”, you learn how to place and answer calls, hold and resume active calls, set up conference calls, transfer calls, and work with call lists, the contact directory, and the corporate directory. You also learn to manage speed dials and access voicemail.

In Chapter 3, “Using the Advanced Features of Your Phone”, you learn how to use buddy lists and broadcast messages, and how to update your phone’s configuration.

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Polycom SoundPoint IP 450 User Guide

Chapter 4, “Customizing the Phone Display”, provides instructions on how to make basic changes to the phone’s display.

Chapter 5, “Troubleshooting Your Phone”, explains error messages and what to do if you have issues with your phone.

What’s New in This Guide?

The content in this guide has been reworked to make it more accessible and to provide more information to end users who are new to using the SoundPoint IP 450 phone.

Conventions Used in This Guide

Theses icons are used in the guide:

Note This alert points to tips that may provide additional

information about a concept or procedure.

Warning This alert highlights information that you need to

know to keep the phone running correctly.

Caution This alert warns you of instances where an

instruction or procedure, if not followed exactly , could result in significant problems with your phone.

These typographic conventions are used in this guide:

Bold This convention highlights interface items like menus,

soft keys, filenames, and directories.

Italics This convention is used for documents that are

available from the Polycom Support Web site.

Blue This convention is used for URLs.

Fixed-width font

This convention is used for code fragments and parameter names.

These writing conventions are used in this guide:

<installed-dir> This convention indicates that you must enter

> This convention indicates that you must select an item

Recommended References

You can find all referenced Technical Notifications on the Polycom Support Web site at

http://support.polycom.com/PolycomService/support/us/support/voice/ soundpoint_ip/VoIP_Technical_Bulletins_pub.html .

You can find all Polycom phone documentation on the Polycom Support Web site at

http://support.polycom.com/PolycomService/support/us/support/voice/ index.html .

Introduction

information specific to your installation. For example, when <installed-dir> appears, enter the path to your installation directory.

from a menu. For example, Settings > Basic > Preferences.

Getting Help and Support

The following related documents for SoundPoint IP 450 are available:

• Quick Start Guides, which describe how to assemble phones

• Quick User Guides, which describe the basic phone features

• User Guides, which describe both basic and advanced phone features

• Technical Notifications, which describe workarounds to existing issues

and provide expanded descriptions and examples

For support or service, please contact your Polycom reseller or go to Polycom Technical Support at http://support.polycom.com/.

Polycom recommends that you record the phone model numbers, software, and partner platform for future reference.

Phone models: ____________________________________________________

UC Software version: ______________________________________________

Partner Platform: _________________________________________________

Polycom SoundPoint IP 450 User Guide

Customer Feedback

We value your opinion. Help focus our documentation quality improvements by sending your comments and feedback to

VoiceDocumentationFeedback@polycom.com

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

1 Getting Started with Your Phone . . . . . . . . . . . . . . . . . . . . . .1

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Who Should Read This Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

How This Guide is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

What’s New in This Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

Conventions Used in This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

Recommended References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Getting Help and Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Customer Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

Introducing Phone Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

What Displays on the Screen? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Phone Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Navigating Menus and Entering Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Registering Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Troubleshooting Phone Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Using the Polycom Web Configuration Utility . . . . . . . . . . . . . . . . . . . . . . . . 8

2 Using the Basic Features of Your Phone . . . . . . . . . . . . . . . . .9

Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Ending Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Enabling Headset Memory Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Using Electronic Hookswitch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Redialing Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Placing Calls on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Multiple Calls on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Hosting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting Up Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

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Polycom SoundPoint IP 450 User Guide

Managing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Adding Parties to Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Joining Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Splitting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Ending Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Performing a Consultative Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using Static Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Using Dynamic Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Enabling Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Multiple Lines and Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Managing Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Distinguishing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Rejecting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Diverting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Using Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Using Your Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Adding Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Editing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Placing Calls to Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Using Your Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Searching the Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Adding Contacts From the Corporate Directory . . . . . . . . . . . . . . . . . . 39

Placing Calls From the Corporate Directory . . . . . . . . . . . . . . . . . . . . . 39

Managing Speed Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Using Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using Multiple and Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Supporting Multiple Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Supporting Multiple Line Keys Per Line . . . . . . . . . . . . . . . . . . . . . . . . 43

Supporting Multiple Call Appearances . . . . . . . . . . . . . . . . . . . . . . . . . 43

Supporting Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Locking and Unlocking the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

About Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Locking and Unlocking Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Calling and Answering from a Locked Phone . . . . . . . . . . . . . . . . . . . . 48

viii

Contents

Logging Into Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Logging In and Out of a Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Placing Calls from Phones that are in the Logged Out State . . . . . . . . 51

3 Using the Advanced Features of Your Phone . . . . . . . . . . . .53

Using Text Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Using Buddy Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Updating Your Presence Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Managing Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Integrating With Microsoft Live Communications Server 2005 . . . . . 57

Integrating With Microsoft Lync Server 2010 . . . . . . . . . . . . . . . . . . . . 58

Broadcasting Messages Using Push-to-Talk and Group Paging . . . . . . . . 60

Push-to-Talk Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Group Paging Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Accessing Features with Your Login Credentials . . . . . . . . . . . . . . . . . . . . . 70

Updating Your Phone’s Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

4 Customizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Changing the Backlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Changing the Backlight Brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Changing the Backlight Timeout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Changing the Ring Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Changing the Audible Ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Changing the Background Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Changing the Soft Key Label Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Adjusting the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

5 Troubleshooting Your Phone . . . . . . . . . . . . . . . . . . . . . . . .83

Power and Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Access to Screens and Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Polycom SoundPoint IP 450 User Guide

6 Polycom UC Software Menu System . . . . . . . . . . . . . . . . . . .93

Safety Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

End User License Agreement for Polycom® Software

Productivity Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Testing Phone Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Getting Started with Your Phone

This chapter includes overview information that you may find helpful when you’re just starting to learn about your Polycom ® SoundPoint® IP 450 desktop phone or when you have experience, but need a quick refresher.

Certain phone settings are configurable by your system administrator and may not be available on your phone.

The SoundPoint IP 450 provides a powerful, yet flexible IP communications solution, delivering excellent voice quality. The high-resolution colorgraphic display supplies content for call information, multiple languages, directory access, and system status. The SoundPoint IP 450 supports advanced functionality, including multiple call and flexible line appearances, HTTPS secure provisioning, simplified configuration, presence, custom ring tones, local conferencing, applications, and Polycom

HD™ Voice technology.

For the package parts list and instructions on how to assemble your phone, refer to the SoundPoint IP 450 Quick Start Guide.

Topics in this chapter include:

• Introducing Phone Components

• What Displays on the Screen?

• Navigating Menus and Entering Data

• Registering Your Phone

• Troubleshooting Phone Issues

• Using the Polycom Web Configuration Utility

To customize your phone, refer to Customizing Your Phone on page 1. To read about the phone’s basic features, refer to Using the Basic Features of Your

Phone on page 9. To read the phone’s advanced features, refer to Using the Advanced Features of Your Phone on page 53.

If you require additional information or assistance with your new phone, contact your system administrator.

Polycom SoundPoint IP 450 User Guide

For information on supported headsets, go to

http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical_Bulletins_pu b.html and look for “Technical Bulleti n 374 77: Headset Compatibility List”.

Introducing Phone Components

The following figure shows the phone’s primary hardware features.

Item Description

1 Message Waiting Indicator Alert for voice and text (instant) messages. 2 Line Indicators Individual multi-color LEDs display the

dynamic call state and remote user status (busy lamp field (BLF) and presence). The mapping is:

• Solid green—Indicating an active call is in progress.

• Fast flashing green—Indicating that there is an incoming (ringing) call.

• Flashing green—Indicating that the call is held by the other party.

• Flashing red—Indicating th at the cal l is on hold.

• Solid red—Indicating that the line is busy remotely (shared lines)

Getting Started with Your Phone

Item Description

3 Line/Speed Dial Key Use these keys to activate up to three lines or

speed dials that can be assigned to your phone.

4 Arrow Keys Scroll through displayed information or

options.

Select a field of displayed data.

Speakerphone

Allows for handsfree communication during calls.

6 Feature Keys Access important features using these keys.

Access local and global features.

Access and manage text and voice messages.

Dials most recently dialed party.

7 Microphone Mute Mutes audio transmission locally during calls

and conferences.

8 Handsfree Microphone Picks up audio during handsfree calls. Place

your phone on a hard, flat surface for best results.

9 Volume Keys Adjusts the volume of the handset, headset,

speaker, and ringer.

10 Dial Pad Provides the 10 digits, the alphabetic

characters, and special characters available in context-sensitive applications.

Headset

Allows you to place and receive calls through an optionally connected headset.

Holds an active call or resumes a held call.

Hold

13 Speaker For ringer and hands-free audio output. 14 Soft Keys These keys are automatically labeled to

identify their context-sensitive functions.

Polycom SoundPoint IP 450 User Guide

Item Description

15 Screen Shows information about calls, messages, soft

keys, time, date, and other relevant data.

• Caller display information—first party, second party, number of calls

• Information status line

• Popup text (for example, network errors)

• Do Not Disturb text

• Missed call text or second incoming caller display

• Prompt text (for example, “Enter number”)

• Time and date text (if home screen is not used for time/date display)

Associated line icons are described in the following table.

16 Hookswitch

What Displays on the Screen?

Your phone displays information about calls, messages, soft keys, time, date, and other relevant data.

Important messages appear on the home screen through an animated scrolling list, which has precedence over the home screen. The following figure shows one such messages. The messages continuously scroll on the screen’s top line.

The background and key colors that appear on your SoundPoint IP 450 phone may differ from what appears in this user guide.

Note

Phone Icons

Getting Started with Your Phone

The following list describes the icons that display on the screen.

Icon Description

Registered line (solid)

Registered shared line

Unregistered line (outline)

Voice mail/Text messages

Speed dial

Ringing

Call in progress with HD Voice

Call in progress

Call Forward

Do Not Disturb

Conference

Presence/Busy Lamp Field (BLF)

Polycom SoundPoint IP 450 User Guide

Navigating Menus and Entering Data

To navigate menus and enter data, use these useful tips.

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

Enter the main menu Press Exit a menu to the home

screen Return to the previous menu Press or the Back soft key Scroll through lists and

menus Scroll through pages Press * to Page Up and # to Page Down. Select a menu Item

View additional soft keys Press the More soft key Enter numbers Press the dial pad key with the corresponding

Enter text Press the dialpad keys one or more times.

Enter lower or upper case characters, or numbers.

Press

Press/Hold or

Highlight the item and press or

Press the dial pad key that corresponds to the number menu list (Press 2 for the second menu item)

number.

To enter ‘A’, press <1> once. To enter ‘C’, press <1> twice quickly.

Press the 1/A/a soft key one or more times to select upper/lower case alphanumeric mode or numeric mode (visible in the status bar). Then use the dial pad to enter numbers or text as you normally would.

Enter special characters Press *, #, <1>, <0> one or more times quickly in

alphanumeric mode. Press * or # once or twice quickly in numeric

mode. T o enter a space, press <0> three times quickly in

alpha mode.

Enter an IP address or URL Press a dial pad key once for numbers and one to

four more times quickly for letters.

Change the character set Press the Encoding soft key to select the

character set (shown in the title bar) for the text being entered.

Delete characters you entered

Press the << soft key

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

Enable or disable fields Toggle Enable or disable menu items Press

After 40seconds of inactivity, the menu system automatically exits to the home screen unless an edit session is in progress.

Note

Registering 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 you set up your phone, it will be registered and ready to use.

If your phone is not part of a large deployment, it may not be registered after you set it up. Before you use your phone, you or your system administrator will have to register it. For detailed information on how to register your phone after you install it, refer to Quick Tip 44011: Registering Standalone Polycom Phones at

http://www.polycom.com/usa/en/support/voice/soundpoint_ip/VoIP_T echnical_Bulletins_pub.html .

Getting Started with Your Phone

Troubleshooting Phone Issues

If your phone is unable to operate or perform certain tasks, a warning icon will display.

Press the Menu Key, then select Status > Diagnostics > Warnings. You can press the Details soft key to obtain detailed information about the phone issue.

Press the ClrIcon soft key to remove the Warnings icon. If you clear the icon, you can still access the warnings from the list.

See Troubleshooting Your Phone on page 83.

Polycom SoundPoint IP 450 User Guide

Using the Polycom 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 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. Before you begin, you’ll need to know the IP address of your phone, and the user name and password login credentials of the phone user or the phone administrator.

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

Bulletins Support page.

To access the Web Configuration Utility for your phone:

1 Launch the compatible Web browser from a computer on the same

network as your phone. The supported browsers are:

— Microsoft Internet Explorer (version 7.0 and higher)

— Mozilla Firefox (version 3.0.X and higher)

— Apple Safari (version 5 and higher)

— Google Chrome

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

phone.

The IP address is 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.

Using the Basic Features of Your Phone

Your Polycom® SoundPoint® IP 450 phone is designed to be used like a regular phone on a public switched telephone network (PSTN). You call place a call, transfer a call to someone else, or conduct a conference call.

At any time, at most one active call may be in progress on your phone. The active call is the one that has audio associated with it. There may be multiple other calls on hold in an ‘Incoming call’ or ‘Ringing’ state.

This chapter shows you how to use the basic features on your SoundPoint IP 450 phone. The topics include:

• Placing Calls

• Answering Calls

• Ending Calls

• Using a Headset

• Redialing Numbers

• Placing Calls on Hold

• Transferring Calls

• Hosting Conference Calls

• Forwarding Calls

• Enabling Do Not Disturb

• Managing Incoming Calls

• Using Call Lists

• Using Your Contact Directory

• Using Your Corporate Directory

• Managing Speed Dials

• Using Voice Mail

• Using Multiple and Shared Lines

Polycom SoundPoint IP 450 User Guide

Placing Calls

• Locking and Unlocking the Phone

• Logging Into Phones

To read about the phone’s advanced features, see Using the Advanced

Features of Your Phone on page 53. To customize your phone, see Customizing Your Phone on page 73.

If you require additional information or assistance with your new phone, contact your system administrator.

You can place a call using your SoundPoint IP 450 phone over the handset, speakerphone, or headset.

You can dial the number first, and then choose the method you will use to speak to the other party.

You can also search the call lists, the local contact directory or the corporate directory and dial from the search results page. For more information, see

Using Call Lists on page 32 and Using Your Contact Directory on page 33.

You can place a call from your buddy list or privacy list if enabled. For more information on buddy and privacy lists, see Calling Your Buddies on page 59.

During a call, you can alternate between Speakerphone Hands-Free, Headset, or Handset modes by pressing the or keys, or picking up the handset.

The name of the called party is displayed in the active window on the call screen. If it is too long to fit on the screen, you can press horizontally to view the full name.

The call duration of active calls is also visible on the call screen. In the figure below, the call to Don Blue has currently lasted 19 seconds.

and to scroll

Note

Using the Basic Features of Your Phone

To place a call using the handset:

>> Do the following steps in any order:

— Pick up the handset.

— Dial the number using the dial pad.

Y ou can also dial using the SIP URL or IP address. To obtain the IP address of your phone, press the Menu key, and then select Status > Platform > Phone. The IP address is listed together with other phone information. The maximum URL or IP address length is 32 characters. For example, 10.3.0.42, sip:jane@polycom.com.

Press the URL soft key and enter the URL or IP address. Use * for “.” and # for “@”. Then press the Send soft key to complete the call.

Your phone may not support SIP URL or IP address dialing. Contact your system administrator.

Note

To place a call using Handsfree Speakerphone mode:

If the Handsfree mode disabled message displays on the screen after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone.

>> Do one of the following:

— With the handset on-hook, press , , or the

New Call soft key to obtain a dial tone.

Dial the number using the dial pad.

— With the handset on-hook, dial the number using the dial pad.

Press , , or the Dial soft key.

To place a call using the headset:

>> Do one of the following:

— With the optional headset connected, press or the

New Call soft key to obtain dial tone.

Press .

Dial the desired number using the dial pad.

Polycom SoundPoint IP 450 User Guide

Note

Answering Calls

— With the optional headset connected, dial the desired number using

the dial pad.

Press .

To permanently enable your headset, see Changing the Ring Type on page 77.

When you receive an incoming call, the phone rings (if enabled) and shows the identification of the caller on the display. If the caller’s name is too long to fit on the screen, it will automatically scroll horizontally across the display. In the figure below, Alexander Smithson-Reid’s full name will scroll across the display.

When you are not in another call, you can answer a call using the handset, the speakerphone, or the headset(if enabled).

The steps for answering an incoming call when you are in another call are different if your phone is configured for:

• A single Line Key per line

Note

Using the Basic Features of Your Phone

• Multiple Line Keys per line

If your phone is configured with multiple call appearances, see Supporting

Multiple Call Appearances on page 43 for instructions on how to answer a call.

You can ignore incoming calls by pressing the Reject soft key (for private lines) or the Silence soft key (for shared lines) or the Do Not Disturb key. The Do Not Disturb mode stays active when the call ends and remains active until you press the Do Not Disturb key again.

You can forward incoming calls by pressing the Forward soft key. For more information, see Using Dynamic Forwarding on page 28.

When your phone is configured with a silent ring, press the ringing Line key or the Answer soft key to answer the call. By default, if your handset is off-hook, the call is routed to it. If your handset is on-hook, the call is routed to the speaker.

Note

Answering When Not in Another Call

In all cases, the active call will appear on the screen showing call duration and destination.

To answer a call using the handset:

>> Pick up the handset.

To answer a call using Hands-Free Speakerphone mode:

If ‘Handsfree mode disabled’ displays on the screen after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone.

>> Do one of the following:

— Press .

— With the handset on-hook, press (next to the

flashing green status indicator).

— Press the Answer soft key.

Polycom SoundPoint IP 450 User Guide

To answer a call using the headset:

>> Press .

If Headset Memory Mode is activated, press or the Answer soft key.

Answering When in Another Call

If you have an active call, and an incoming call arrives on the same line, do one of the following:

• If your phone is configured for a single Line Key per line:

— You may hear a call waiting tone, and you will see the second call

appearance. Caller information for the incoming call displays on the screen.

• If your phone is configured for multiple Line Keys per line:

— You may hear a call waiting tone, the second Line Key indicator fast

flashes green, and an incoming call icon displays. Caller information for the second Line Key displays on the bottom line of the screen.

• If your phone is configured for shared lines:

Note

— You may hear a call waiting tone, the second Line Key indicator will

fast flash green, and an incoming call icon displays on the second Line Key.

If your phone is configured for shared lines, the Reject soft-key is replaced by a Silence soft key and there is no Forward soft-key. To stop the incoming call from ringing, press the Silence soft key.

To answer an incoming call on a line configured for a single Line Key:

>> Do one of the following:

— Press or the Hold soft key to place the original call on hold.

The incoming call is highlighted. Press the Answer soft key to answer it.

— Scroll down to access the new call.

Press the Answer soft key.

The original call is placed on hold.

You can forward incoming calls by pressing the Forward soft key. For more information, see Using Dynamic Forwarding on page 28.

Note

Using the Basic Features of Your Phone

To answer an incoming call on a line configured for multiple Line Keys:

>> Do one of the following:

— Press next the flashing green indicator.

The first call is placed on hold and the second call become the active call.

— Press or the Hold soft key to place the original call on hold.

Press the Answer soft key.

You can forward incoming calls by pressing the Forward soft key. For more information, see Using Dynamic Forwarding on page 28.

To answer an incoming call on a shared line:

1. Answer the incoming call.

2. Press or the Hold soft key.

Ending Calls

Anyone on another phone configured to use the same shared line may take the call by selecting the Line Key associated with the call on hold (represented by a flashing red LED).

To end a call:

>> Do one of the following:

— If you are using the handset, press the EndCall soft key or replace the

handset.

— If you are using a headset, press .

— If your are using the speakerphone, press .

— Press the line key associated with the call (if this behaviour has been

configured by your system administrator)

— Press the of the active call (if enabled by your

system administrator).

Polycom SoundPoint IP 450 User Guide

Using a Headset

If you use a headset, you can set up your phone so that all calls use your headset. You can also use the hookswitch button on your headset to place, answer, and end calls.

If headsets are deployed in high static environments where users frequently disconnect and re-connect the headset to the phone, it is possible that the phone

Note

Enabling Headset Memory Mode

can be damaged by electrostatic discharge (ESD). You should take precautions to avoid excessive static buildup in your environment.

This can include humidity control and removal of synthetic materials near the phone location. Antistatic spray applied to carpets in the workplace can reduce the level of static buildup.

This feature is especially useful for permanent or full-time headset users.

To enable Headset Memory Mode:

1 Press . 2 Select Settings > Basic > Preferences > Headset > Headset Memory

3 Scroll to select Enabled, and then press the Select soft key.

Repeat steps 1 to 4 to select Disabled and turn Headset Memory Mode off.

To activate Headset Memory Mode:

>> Press twice.

The flashing headset icon on the screen or a flashing headset key indicates that

the headset mode is activated. Pressing or the Answer soft key to receive a call will now connect to your headset automatically.

Using Electronic Hookswitch

This feature allows you to answer your phone from your headset if you are using one.

For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to www.polycom.com/support/voice and enter “Headset Compatibility List” in the Knowledge Base text box or contact your system administrator.

To select a headset that supports electronic hookswitch:

1 Press . 2 Select Settings > Basic > Preferences > Headset > Analog Headset

Mode.

3 Scroll to select your headset, and then press the Select soft key.

Using the Basic Features of Your Phone

Redialing Numbers

To redial the last call placed from your phone:

>> Press .

To redial a previously placed call, see Using Call Lists on page 32.

A call to your last placed call is attempted.

Polycom SoundPoint IP 450 User Guide

Placing Calls on Hold

During a call, press or the Hold soft key. The hold icon will display on the line key label.

Press again or the Resume soft key to retrieve the call. The registered

line icon displays as the line indicator.

The Hold feature typically generates music or a beeping tone. Therefore, avoid putting a conference call on hold. Use the mute button instead.

Note

Multiple Calls on Hold

If multiple calls are on hold on a single Line Key, use and to switch between the calls, and then press the Resume soft key to retrieve the desired call.

If more than two calls are on hold on a single Line Key, an indication displays on the screen, for example “2/3”, indicating that this is the second call out of three calls.

If calls are on hold on more than one Line Key, you can view the details of the calls on any Line Key by pressing and holding the Line Key for more than two seconds. If a Line Key is depressed for less than one second, the first call on hold on that Line Key will be retrieved.

Hosting Conference Calls

You can create a conference with other parties using the phone’s local conference feature. You can create a conference at any time between an active call and a call on hold (on the same or another line) by pressing the Join soft key. The conference management feature allows you to view all parties in a conference call. From the Manage Conference page, you can add, hold, remove, and mute specific conference participants.

The conference management feature is an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

Note

This section provides the following step-by-step instructions:

• Setting Up Conference Calls

• Managing Conference Calls

• Adding Parties to Conference Calls

• Joining Conferences

Using the Basic Features of Your Phone

• Splitting Conference Calls

• Ending Conference Calls

Setting Up Conference Calls

To set up a conference call:

1 Call the first party.

You can either dial the phone number directly or search for the number in the Contact Directory or Call Lists. For more information, see Placing Calls on page 10,

Note

Searching for Contacts on page 37, or Using Call Lists on page 32.

2 Press the Confrnc soft key to create a new call.

The active call is placed on hold.

Polycom SoundPoint IP 450 User Guide

Note

If configured for single key-press conferences, all conference participants hear the dial tone and ringback when the conference host places a call to a new party.

3 Call the second party. 4 When the second party answers, press the More soft key, and then the

Confrnc soft key again to join all parties in the conference.

If configured for single key-press conferences, you do not need to press the Confrnc soft key again.

Note

5 Press Confrnc soft key to add another party to the conference.

The first and second party are put on hold.

6 Call the third party. 7 After the third party answers, press the More soft key, and then the

Confrnc soft key again to join all parties in the conference.

A conference similar to this one will now exist.

Managing Conference Calls

You are currently in a conference call. The screen, like the one shown below, is displayed on your phone.

To manage a conference call:

1 Press the Manage soft key.

The Manage Conference page displays.

Using the Basic Features of Your Phone

Note

2 Do one of the following:

— To add a new party, press the Add soft key.

Call another party as you would using the Confrnc soft key (outside the conference management feature). The other parties are put on hold.

After the new party answers, press the More soft key, and then the Confrnc soft key again to join all parties in the conference.

The Add soft key displays only if you can add more parties to the conference call. Your system administrator determines the maximum number of conference participants. The default number is three. For more information, contact your system administrator.

Polycom SoundPoint IP 450 User Guide

— To mute a party, select the party, then press the Far Mute soft key.

The muted party can hear all parties, but no party can hear the muted party.

If you press instead of the Far Mute soft key, all other parties can hear each other, but they cannot hear you.

Press the UnMute soft key to un-mute the party.

— To place a party on hold, select the party, and then press the Hold soft

key.

The held party cannot hear any parties and no party can hear the held party.

Press the Resume soft key to return the party to the conference.

If the held party presses on their phone, the party will remain on hold within the conference even if you press the Resume soft key.

— To remove a party from the conference, press the Remove soft key.

The party is removed from the conference. To return the party to the conference, press the Add soft key (see the first optional step above).

— To perform other actions, press the More soft key.

Press the Info soft key to view more information about the selected party.

Press the Back soft key to exit the conference management feature.

Adding Parties to Conference Calls

You are currently hosting a conference call between a number of parties.

To add a party to a conference call using the Join soft key:

1 From the Manage Conference page, press or the Hold soft key.

Using the Basic Features of Your Phone

Note

The other parties in the conference call are placed on hold.

If configured for local conference hold, the other parties in the conference call can continue to speak with each other while you place the new call.

2 Press the New Call soft key. 3 Place a call to a new party. 4 After the new party answers, press the Join soft key.

All parties in the conference call can now hear each other.

Polycom SoundPoint IP 450 User Guide

Joining Conferences

To join two conferences:

Previously you set up two separate calls. Only one conference can be active at a time.

>> From the either call (the one on hold or the active one), press the Join soft

key.

Both calls are joined into a single three-way conference.

Splitting Conference Calls

To split a conference call:

>> From the Active Conference page, press the More soft key, and then the

Split soft key to split the conference.

All calls are split into individual calls and put on hold.

Ending Conference Calls

To end a conference call:

>> From the Active Conference page, press the End Call soft key or hang up.

Transferring Calls

A call can be transferred in one of three ways:

• Consultative transfer—The party to whom you want to transfer the call

• Blind transfer—The call is automatically transferred after you dial the

The other parties my or may not continue to be connected. The behavior after the conference host hangs up is configurable by your system administrator.

answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer.

— See Performing a Consultative Transfer on page 25.

number of the party to whom you want to transfer the call.

— See Performing a Blind Transfer on page 26.

• Attended transfer—The parties are automatically connected to each other after you exit the conference.

— Set up a conference call and then end your participation. For more

information, see Hosting Conference Calls on page 19.

Performing a Consultative Transfer

To transfer a call:

1 During a call, press the Trnsfer soft key.

The active call is placed on hold.

Using the Basic Features of Your Phone

2 Do one of the following:

— Enter the number to which you want to transfer the call.

— See Placing Calls on page 10.

3 As soon as you hear the ring-back sound or after the party answers (and

you speak to the party), press the Trnsfer soft key.

You can talk privately to the party to which you are transferring the call before the transfer is completed.

If you are using a handset, the transfer can be completed by putting the handset on the cradle.

You can cancel the transfer before the call connects by pressing the Cancel soft key.

Polycom SoundPoint IP 450 User Guide

Performing a Blind Transfer

To perform a blind transfer:

1 During a call, press the Trnsfer soft key. 2 Press the Blind soft key.

3 Do one of the following steps:

— Enter the number to which you want to transfer the call.

— See Placing Calls on page 10.

At this point, the call is connected to the number to which you are transferring them.

Forwarding Calls

Note

You can configure your phone so that all incoming calls are forwarded to another party (see Using Static Forwarding). You can also forward calls while your phone rings (see Using Dynamic Forwarding).

You can forward all incoming calls to another party while Do Not Disturb is enabled on your phone. For more information, contact your system administrator.

Call Forwarding is not available on shared lines. This feature is local to the phone, and may be overridden by call server settings.

For more information, contact your system administrator.

Using Static Forwarding

To forward all incoming calls to another party:

1 From the home screen, press the Forward soft key.

2 If multiple lines are configured on your phone, select the line to forward

3 Scroll to select the forwarding type you want to change, and then press

Using the Basic Features of Your Phone

from the list using the arrow keys.

the Select soft key. The options are:

— Always—To forward all incoming calls

—No Answer—To forward unanswered incoming calls

—Busy—To forward calls that arrive when you are already in a call

4 Depending on your selection:

a If you selected Always, enter a number to forward all future incoming

calls to.

b If you selected No Answer, enter a number to forward all unanswered

incoming calls to and how many rings to wait before forwarding (one ring is approximately six seconds). A value of 2 is recommended.

Polycom SoundPoint IP 450 User Guide

Note

c If you selected Busy, enter a number to forward all future incoming

calls to when you are already in another call.

Y ou can also enter the SIP URL or IP address. For more information on using a SIP URL or IP address, see Placing Calls on page 10

5 Select the Enable soft key to confirm call forwarding.

A moving arrow displays on the line label to confirm call forwarding is enabled.

To disable call forwarding:

1 From the home screen, press the Forward soft key. 2 If multiple lines are configured on your phone, select the line to forward

from the list using the arrow keys.

3 Scroll to select the forwarding type you want to change and then press

the Select soft key.

4 Press the Disable soft key.

When the home screen return, the regular icon displays as the line indicator.

Using Dynamic Forwarding

To forward an incoming call to another party:

1 When the phone rings, press the Forward soft key. 2 Enter a number to forward the incoming call to. 3 Press the Enable soft key.

The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled.

Enabling Do Not Disturb

To prevent the phone ringing (from incoming calls), you can select Do Not Disturb.

This feature is local to the phone, and may be overridden by call server settings. For more information, contact your system administrator.

Note

To enable Do Not Disturb:

>> Press , then select Features > Do Not Disturb.

A flashing icon and text on the screen indicate that Do Not Disturb is enabled.

Using the Basic Features of Your Phone

Calls received while Do Not Disturb is enabled are logged in the Missed Calls list unless configured to be forwarded to another party by your system administrator.

To disable Do Not Disturb:

>> Press , then select Features > Do Not Disturb.

Multiple Lines and Do Not Disturb

If multiple lines are configured on your phone, Do Not Disturb can be set on a line-by-line basis from the menu using the arrow keys. For more information, contact your system administrator. When Do Not Disturb is enabled for a particular line, a flashing “X” displays beside the line indicator.

Managing Incoming Calls

You can distinguish incoming calls by setting distinctive rings for contacts in your contact directory, sending particular calls directly to your voice mail, or transferring particular calls to another party.

Polycom SoundPoint IP 450 User Guide

Distinguishing Calls

Note

You can customize your phone so that you can distinguish different parties by ring type.

This feature is local to the phone, and may be overridden by your organization’s settings. For more information, contact your system administrator.

To set a distinctive ring type for a contact:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key, and then scroll down to the Ring Type field.

Rejecting Calls

5 Press the Left and Right arrows to select the Ring Type.

For more information, refer to Changing the Ring Type on page 77.

6 (Optional.) To remove an existing value, scroll to the blank entry. 7 Press the Save soft key.

You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail.

Calls on shared lines can only be silenced, they cannot be rejected.

Note

Using the Basic Features of Your Phone

To send incoming calls from a contact directly to voice mail:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key, and then scroll down to the Auto Reject field.

5 Scroll to select Enabled. 6 Press the Save soft key.

Diverting Calls

You can customize your phone so that incoming calls from a particular contact are transferred directly to a third party.

To divert incoming calls from a particular contact:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key, and then scroll down to the Divert Contact field.

5 Enter the number of the party to whom you want to divert the call. 6 Scroll down to the Auto Divert field. 7 Scroll to select Enabled.

Polycom SoundPoint IP 450 User Guide

Using Call Lists

8 Press the Save soft key.

Your phone maintains local lists of missed, received, and placed calls. Each list contains 100 entries.

Press , and then select Features > Call Lists > Missed Calls, Received Calls, or Placed Calls. The following shows a Placed Calls list.

Manage the call list by doing the following:

Note

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

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

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

• To store the contact in the Contact Directory, press the More soft key followed by the Save soft key.

• To delete the call from list, press the More soft key followed by the Clear

soft key.

Press to return to the home screen.

Press the Right arrow key from the home screen to access the Placed Calls list. Press the Left arrow key from the home s cree n to access the Received Calls list. Press the Down arrow from the home screen to access the Missed Calls list. You can use these shortcuts while placing calls or performing transferring and conferencing functions.

You can manually clear all call lists by pressing the Menu key and then selecting Features > Call Lists > Clear. They are also automatically cleared when you restart the phone.

Using Your Contact Directory

You can store a large number of contacts in your phone's local contact directory, accessible by pressing and selecting Features > Contact Directory.

Contact your system administrator for the exact number.

You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts.

You may have access to portions of your corporate directory through your phone. The contacts that you can see are determined by your system administrator. You can place calls to contacts in your corporate directory. You may be able to add contacts from the corporate directory to your local contact directory. For more information, see Using Your Corporate Directory on page

37.

Using the Basic Features of Your Phone

Adding Contacts

You can add contacts to your contact directory manually, from a call list, or from your corporate directory (see Adding Contacts From the Corporate

Directory on page 39).

Adding Contacts Manually

To add a contact to the local contact directory manually:

1 Press . 2 Select Features > Contact Directory.

3 Press the More soft key. 4 Press the Add soft key.

Polycom SoundPoint IP 450 User Guide

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

Use the 1/A/a soft key to select between numeric and upper/lower case alphanumeric modes.

Use the Encoding soft key to access special characters in other languages.

6 Enter a contact number.

This is a required field and it must be unique (not already in the directory).

7 (Optional.) Change the Speed Dial Index.

It is automatically assigned to the next available index value. You may instead enter any unused speed dial number from 1 to 9999.

For more information, see Managing Speed Dials on page 40.

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

These fields may be left blank.

For more information on setting the Ring Type field, see Distinguishing

Calls on page 30.

For more information on diverting contacts, see Diverting Calls on page

31.

9 (Optional.) Change the Auto Reject, Auto Divert, Watch Buddy, and

Block Buddy.

Scroll to switch between Enabled and Disabled settings.

For more information on setting the Auto Reject field, see Rejecting Calls on page 30. For more information on setting the Watch Buddy and Block Buddy fields, see Managing Buddies on page 56.

10 Press the Save soft key.

Using the Basic Features of Your Phone

Adding Contacts From Call Lists

To add a contact to the local contact directory from a call list:

1 Do one of the following:

— Press .

Select Features > Call Lists >Missed Calls, Received Calls, or Placed

Calls as desired.

— Press , , or to access the desired call list.

2 Scroll to highlight the contact.

You can also use the * key to Page Up and the # key to Page Down.

3 Press the More soft key, and then the Save soft key to save the contact in

the phone’s directory.

Editing Contacts

To edit a contact in the local contact directory:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key.

Polycom SoundPoint IP 450 User Guide

Note

Deleting Contacts

5 Edit the contact information.

6 Press the Save soft key.

You can quickly edit a contact associated with a speed dial key by pressing and holding the contact’s speed dial key, and then performing steps 5 to 7.

To delete a contact from the local contact directory:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

4 Press the More soft key and then press the Delete soft key.

Placing Calls to Contacts

To place a call to a contact in the local contact directory:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

4 Press the Dial soft key.

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

The contact is deleted from the directory.

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

Searching for Contacts

To search for a contact in the local contact directory:

1 Press . 2 Select Features > Contact Directory.

3 Press the More soft key, and then the Search soft key. 4 Using the dial pad, enter the first few characters of the contacts’s first or

5 Press the Search soft key again.

Using the Basic Features of Your Phone

last name.

You can dial any successful matches from the resulting information on the screen.

Using Your Corporate Directory

If your system administrator sets up your corporate directory on your phone, you may have read-only access to portions of your organization’s Corporate Directory. You cannot update the contacts in your organization’s Corporate Directory. Your system administrator determines which contacts you can see.

Searching the Corporate Directory

To search for a contact in the corporate directory (if enabled):

1 Press . 2 Select Features > Corporate Directory.

Polycom SoundPoint IP 450 User Guide

Note

You can enable your phone to save Corporate Dire ctory search results, and to remember the last person you viewed in the directory. When you display the Corporate Directory again, the last person you viewed will display. If you searched for a person, the results of the last search you submitted will display. To enable this feature, press the Menu key, and then select Settings > Basic > Preferences > Corporate Directory > View Persistency. Select Enabled, press the Select soft key, and then press the Menu key to exit the menu.

3 Search for the contact in one of the following ways:

— In the search line, enter the first few characters of the contacts’s last

name using the dial pad. For example, to search for Tom Woller, enter wo in the search line.

Press the Submit soft key. In this example, Tom Woller appears in the search results.

If no entries in the corporate directory match the search parameters, “No entries found.” appears.

— Press the AdvFind soft key, enter search values in the displayed fields.

For example, enter Woll as the last name.

Press the Submit soft key. In this example, Tom Woller appears in the search results.

You can dial any successful matches from the resulting information on the graphic display.

Adding Contacts From the Corporate Directory

To add a contact to your local contact directory from the corporate directory:

1 Press .

Using the Basic Features of Your Phone

2 Select Features > Corporate Directory. 3 Search for the contact.

See Searching the Corporate Directory on page 37.

4 Press the View soft key.

The contact’s information displays on the screen.

5 Press the Save soft key to save the contact in the local contact directory.

The ‘Entry saved’ message appears on the screen. Only the first name, last name, and phone number are saved.

Placing Calls From the Corporate Directory

To place a call to a contact in the corporate directory:

1 Press .

Polycom SoundPoint IP 450 User Guide

2 Select Features > Corporate Directory. 3 Search for the contact.

See Searching the Corporate Directory on page 37.

4 Press the View soft key.

The contact’s information appears on the screen.

5 Press the Dial soft key.

Managing Speed Dials

Note

You can associate contacts with Line Keys for single touch dialing of frequently used numbers. Speed Dial entries are consecutively placed next to assigned Line Keys on the phone. When a new entry is added to the Contact Directory, it is automatically assigned the next available speed dial index and the next available line key.

In the figure below, the phone has one line key, and two available speed dial keys (assigned to Adam and Tom). To dial Adam or Tom, press the associated line key.

To quickly access a list of speed dial index numbers, press the Up Arrow key from the idle screen. To speed dial a contact, press the Up Arrow key followed by the contact’s speed dial index. For example, if Joan’s speed dial index is 55, pressing the Up Arrow key followed by 55 will place a call to Joan.

To add or edit a speed dial index for an existing contact:

1 Press .

Using the Basic Features of Your Phone

2 Select Features > Contact Directory. 3 Scroll to highlight the contact.

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

4 Press the Edit soft key.

5 Do one of the following:

— Enter the next available speed dial index.

— Delete the existing speed dial index by using the << soft key, and then

enter a new speed dial index.

Valid speed dial index values are from 1 to 9999. If you enter an index that is invalid or already inuse, you will recieve an error message.

6 Press the Save soft key to save changes.

To assign a new speed dial key:

1 Press and hold an unassigned .

A new empty entry in the contact directory is automatically opened allowing contact information to be added.

2 (Optional.) Enter contact information.

Use the 1/A/a soft key to select between numeric and upper/lower case alphanumeric modes.

Use the Encoding soft key to access special characters in other languages.

3 Enter a contact number.

The number must be unique (not already in the directory).

4 Change the Speed Dial Index field.

The index can be any value between the next available index value and the maximum (value of 9999).

Polycom recommends that you assign speed dial index values consecutively. For example, if you assign the third Line Key to the speed dial index value “2”,

assign the fourth Line Key to the speed dial index value “3”.

5 Press the Save soft key.

Polycom SoundPoint IP 450 User Guide

Using Voice Mail

Note

Voice mail is an optional feature configured on the call server and may not be supported on your particular system. For more information, contact your system administrator.

Screen options may vary with your application. Voice mail may be accessible with a single key press. Contact your system administrator about this option.

You can access voice mail messages from your phone. Your voice mail is saved in a centralized location.

Your phone indicates the presence of new voice mail messages by a flashing Message Waiting Indicator LED on the front of the phone and a visual notification on the screen. If your phone has multiple lines, an individual line indicator icon indicates voice mail messages on that line.

A stutter dial tone in place of normal dial tone indicates that one or more voice messages are waiting at the message center.

To listen to voice messages:

1 Press .

If multiple lines are configured on your phone, select the line to retrieve messages from.

2 Follow voice or visual prompts on the screen to retrieve your messages.

Using Multiple and Shared Lines

Your system administrator can customize your phone so that you have more than one Line Key or that your one line appears on two Line Keys. Your phone can also share a line with another phone.

Supporting Multiple Lines

Your SoundPoint IP 450 phone can support up to 3 lines.

Typically, the top-most Line Key is reserved for the principal directory number (DN) of the phone.

Depending on how your phone is configured, the display could resemble one of the following figures:

Supporting Multiple Line Keys Per Line

Using the Basic Features of Your Phone

Each line on the phone can be configured to have more than one Line Key associated with it. This enhances call visualization and simplifies call handling. If this is the case, the display could resemble the following figure:

Incoming calls to this line will be distributed evenly among the available Line Keys. Similarly, outgoing calls will be distributed.

The SoundPoint IP 450 combines the call appearances for multiple line keys into a single call list.

The line key that a call belongs to is indicated by the reverse colored icon.

Supporting Multiple Call Appearances

When multiple call appearances is set up, you can see information for more than one call at one time. For example, if you have an active call, you can see information for an incoming call as well.

Polycom SoundPoint IP 450 User Guide

For example, the following figure shows an active call with Tom Davis on line

3163.

The following figure shows an incoming call from Adam Kirk on the same line.

To answer an incoming call when configured for multiple call appearances:

>> Do one of the following:

— Press or the Hold soft key to place the original call on hold.

— Press to access the new call.

Answer the incoming call.

This original call is placed on hold and the incoming call becomes the active call.

Your phone can display two call appearances at one time. If more than two calls are taking place on the same line, a counter displays on the display. Use the down arrow to access additional calls, or ‘call appearances’.

To place an additional call on the same line, place the active call on hold, and then press the New Call soft key.

Supporting Shared Lines

Your SoundPoint IP 450 phone supports shared lines. A shared line is indicated by a different line icon. In the following figure, the line 3163 is private and the line 3166 is shared.

If two phones share a line, an incoming call to that number will cause both phones to ring. The call can be answered on either phone but not both.

Calls on shared lines can be transferred, placed on hold, or added to a conference.

Shared lines are an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

Using the Basic Features of Your Phone

Note

Call Forwarding is not available on shared lines. Do Not Disturb (DND) on shared lines disables the ringing option only, the visual

Note

indication is still in place.

Locking and Unlocking the Phone

Locking your phone is a feature that your system may not support. For more information, see your system administrator.

Note

Your system administrator can set up your phone to automatically lock if it has remained idle for a certain period of time.

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, call records, and speed dial keys).

Polycom SoundPoint IP 450 User Guide

When your phone is locked:

• You can only make an outgoing call to a number from a list of configurable 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 and authorized call, or redial a number.

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 ‘This phone is locked’ and ‘Authorized calls only’ messages scroll on the status bar. Messages that were displayed before the phone was locked do not 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.

To change your user password, you need administrator privileges. For more information, or if you forget your user password, see your system administrator.

Note

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

To change your user password:

1 Press , then select Settings > Advanced.

2 From the Password screen, enter the administrator password and 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 press the Enter key.

Locking and Unlocking Your Phone

You can choose how you want your phone to handle incoming calls when it is locked. If you set up your phone to allow incoming calls when it is locked (the default setting), incoming calls will ring on your phone, and you can answer

Using the Basic Features of Your Phone

them by entering your user password. If you set up your phone to ignore incoming calls, Do Not Disturb will be applied to all lines on your phone, and your phone will not ring.

To Lock your Phone:

1 Press , then select Settings > Basic > Lock Phone.

2 From the Lock Phone screen, select how you want incoming calls handled

when your phone is locked.

— Allow ringing when locked - Select this option 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 user password.

— DND when locked - Select this option if you do not want your phone

to ring. You will not have the option to answer incoming calls. All incoming calls will go to voice mail (if enabled) and display in your Missed Calls list.

The default setting is Allow ringing when unlocked.

Note

Enabling DND when locked on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer it.

3 Press the Lock soft key.

Your phone is locked.

Your phone may be set up so that you can quickly lock your phone by pressing the Lock soft key from the idle screen. If you do this, however, you cannot choose how to handle incoming calls. Y our 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 user password, and then

press the Enter soft key.

For information on your user password, including what to do if you forget it, see About Your User Password on page 46.

The phone unlocks.

Polycom SoundPoint IP 450 User Guide

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 it is locked, you can answer calls by entering your user password.

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 screen shows an example of the Place an Authorized Call screen.

— Place a call to an authorized number by using the handset, headset or

speakerphone. For information on using the handset, headset or speakerphone to place a call, see Placing Calls on page 10.

The call is placed.

To answer a call on a locked phone:

1 While the phone rings, press the Answer 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 your forget it, see About Your User Password on page 46).

The call connects.

Logging Into Phones

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.

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 40.

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

Using the Basic Features of Your Phone

• 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.

Polycom SoundPoint IP 450 User Guide

— Press the Menu key, then select Features > User Login > Log in.

The User Login screen displays, as shown next.

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

If your login credentials are accepted, the phone updates to display your personal phone profile, and the home screen displays, as shown next.

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 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 home screen, do one of the following:

— Press the Log out soft key.

— Press the Menu key, then select Features > User Login > Log out.

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

2 Press the Yes soft key.

Using the Basic Features of Your Phone

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.

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, then press the Select soft key or the

Dial 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. Yo ur 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.

Polycom SoundPoint IP 450 User Guide

2 From the home screen, press the Menu key, then select Features > User

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

3 Enter your old password and your new password twice, and then press

the Enter soft key.

The ‘User password changed’ message displays. Your password is changed.

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

Using the Advanced Features of Your Phone

This chapter provides operating instructions for the advanced features of the Polycom® SoundPoint® IP 450 phone. The topics include:

• Using Text Messaging

• Using Buddy Lists

• Broadcasting Messages Using Push-to-Talk and Group Paging

• Accessing Features with Your Login Credentials

• Updating Your Phone’s Configuration

• Restarting Your Phone

To customize your phone, refer to Customizing Your Phone on page 73. To read about the phone’s basic features, refer to Using the Basic Features of Your

Phone on page 9.

If you require additional information or assistance with your new phone, contact your system administrator.

Using Text Messaging

You can send and receive text messages using your phone. Text messaging is supported in real-time. Your phone indicates text messages by a flashing Message Waiting Indicator LED on the front of the phone and, optionally, a visual notification on the screen.

The text messaging feature is an optional feature and may not be supported on your particular system. If it is supported, screen options may vary with your

Note

application. Text messaging may be accessible with a single key press. For more information, contact your system administrator.

Polycom SoundPoint IP 450 User Guide

To read text messages:

1 Do one of the following steps:

— Press .

Select Instant Messages.

— Press .

Select Features > Messages > Instant Messages.

— Press the InstMsg soft key.

2 If multiple lines are configured on your phone, scroll to select the line to

retrieve messages from.

The first message received displays last.

3 (Optional.) Do one of the following:

— Press the Next or Prev soft keys to cycle through messages in order.

— Press the More soft key to access the Delete, Reply, and New soft

keys.

Note

To send a text message:

1 Do one of the following:

— Press .

Select Instant Messages.

— Press .

Select Features > Messages > Instant Messages.

Screen options may vary with your application. Text messaging may be accessible with a single key press. Contact your system administrator about this option.

2 If multiple lines are configured on your phone, scroll to select the line to

retrieve messages from.

3 Press the New soft key. 4 Enter the number.

Use the 1/A/a soft key to alternate between numeric and upper/lower case alphanumeric modes.

Note

5 Press the Ok soft key. 6 Do one of the following:

7 Press the Send soft key.

Using Buddy Lists

Using the Advanced Features of Your Phone

Y ou can also enter the SIP URL or IP address. For more information on using a SIP URL or IP address, refer to the instructions for using the handset in Placing Calls on page 10.

— To choose from various pre-scripted short messages, press the Select

soft key.

— To compose a custom message, press the Edit soft key.

Use dial pad keys to cycle through the character set. Use keys 1, *, 0, and # to select special characters.

A buddy list is a list of users/devices whose status or presence you can monitor. Users update their presence setting (for example, ‘Be right back’, ‘Busy’, or ‘Out to lunch’), and you can view their status in real-time from your phone.

Your phone can watch the status of up to eight other phones or 48 buddies. These other phones form your buddy list. Your phone displays the status of your buddies in real time. Your phone can be watched by up to eight other phones.

If your phone is configured to work with Microsoft Live Communications Server 2005, the behavior of the presence setting and buddy lists is different. For more information, see Integrating With Microsoft Live Communications

Server 2005 on page 57.

If your phone is configured to work with Microsoft Lync Server 2010, the behavior of the presence setting and buddy lists is different. For more information, see Integrating With Microsoft Lync Server 2010 on page 58.

Updating Your Presence Settings

To view and change your presence settings:

1 Do one of the following:

— Press .

Select Features > Presence > My Status.

Polycom SoundPoint IP 450 User Guide

Managing Buddies

— Press the MyStat soft key.

2 Scroll through the list, and then press the Select soft key to select your

new status.

The phones watching your status will now display your new status.

Presence information will also be sent to watching phones when you go off-hook or enable Do Not Disturb.

Manage your buddies by selecting the contacts whose presence you want to monitor. These contacts form your buddy status list. You add contacts to your buddy status list from your contact directory.

Note

If your call server is Microsoft Live Communications Server 2005, see Integrating

With Microsoft Live Communications Server 2005 on page 57.

If your call server is Microsoft Lync Server 2010, see Integrating With Microsoft

Lync Server 2010 on page 58.

Updating Your Buddy List

Update your buddy status list by updating the contacts in your contact directory.

To add or delete a contact from your buddy list:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key. 5 Scroll to the Watch Buddy field.

Using the Advanced Features of Your Phone

6 Scroll to select Enabled.

When Watch Buddy is enabled, the contact is added to your buddy list. When Watch Buddy is disabled, the contact is removed from your buddy list.

The default for Watch Buddy is Disabled.

7 Press the Save soft key.

Blocking and Unblocking Your Buddies

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 status list and view your status.

To block or unblock a contact from your buddy list:

1 Press . 2 Select Features > Contact Directory.

3 Scroll to highlight the contact.

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

4 Press the Edit soft key. 5 Scroll down to the Block Buddy field. 6 Scroll to select Enabled.

When Block Buddy is enabled, the contact cannot watch your phone. When Block Buddy is disabled, the contact can watch your phone.

The default for Block Buddy is Disabled.

7 Press the Save soft key.

Integrating With Microsoft Live Communications Server 2005

Your system administrator can configure your phone to work with Microsoft Live Communications Server 2005 and communicate with others using Microsoft Office Communicator and Windows Messenger. From your phone, you can invite, join, control, and monitor integrated multipoint audio and video conferences.

Any contact you add through your buddy list will appear as a contact in Microsoft Office Communicator and Windows Messenger. Any contact you add as a contact in Microsoft Office Communicator and Windows Messenger will appear in your buddy list.

To view and change your presence, refer to Updating Your Presence Settings on page 55.

Polycom SoundPoint IP 450 User Guide

For more information, contact your system administrator.

To add a contact to your buddy list:

1 Press . 2 Select Features > Presence > Buddy Status.

3 Press the More soft key. 4 Press the Add soft key. 5 Enter the number of the contact. 6 Press the Submit soft key.

You can also delete a contact or dial a contact from your buddy list.

To view and change your privacy list:

1 Press . 2 Select Features > Presence > Buddy Status > Privacy List.

3 Scroll through the list to find the contact. 4 Press the Edit soft key. 5 Scroll down to the Access field. 6 Scroll to enable or disable the Access field.

When Access is enabled, you allow the contact to see your presence. When Access is disabled, you prevent the contact from seeing your presence.

The default for Access is Disabled.

7 Press the Save soft key.

You can also delete a contact or dial a contact from your privacy list.

For more information on contacting buddies, refer to Placing Calls on page 10 or the Microsoft Office Communicator and Windows Messenger documentation.

Integrating With Microsoft Lync Server 2010

Your system administrator can configure your phone to work with Microsoft Lync Server 2010 and communicate with others using Microsoft Lync. From your phone, you can invite, join, control, and monitor integrated multipoint audio and video conferences.

Using the Advanced Features of Your Phone

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 Your Presence Settings on page 55. For more information on integrating with Microsoft Lync Server 2010, contact your system administrator.

Your login credentials will be set up by your system administrator so your phone is authorized to communicate with Microsoft Lync Server 2010. If you have any issues with your login credentials, see Accessing Features with Your Login Credentials on page 70.

Adding Buddies

To add a contact to your buddy list:

1 Do one of the following:

a Press , and select Features > Presence > Buddy Status. b Press the Buddies soft key.

2 Do one of the following:

— If the buddy list is empty, press the Add key.

— If the buddy list is not empty, press the More soft key, and then the

Add soft key.

3 Enter the desired contact name and press the Submit soft key.

You can also delete a contact from your buddy list.

To place a call to a buddy, see the next section, Calling Your Buddies or the Microsoft Lync documentation.

Calling Your Buddies

To place a call from your buddy list:

1 Do one of the following:

a Press , and select Features > Presence > Buddy Status. b Select the Buddies soft key.

2 Scroll to desired buddy in the list. 3 Press the Dial soft key or lift the handset.

Polycom SoundPoint IP 450 User Guide

Broadcasting Messages Using Push-to-Talk and Group Paging

The Group Paging and Push-to-Talk (PTT) features enable you to broadcast a message to as many people as have subscribed to a channel or have been placed in a group. Your system administrator can set up both features on your phone.

Group Paging mode enables you to broadcast a one-way announcement to people subscribed to a paging group. The people receiving the announcement can’t respond to the message.

PTT mode enables you to broadcast a message to people subscribed to a channel. The people receiving the message can respond to the message by broadcasting a message over the same channel. In this way, PTT is a collaborative broadcast mode.

Your system administrator can define up to 25 Paging Groups (for Group Paging mode) or Channels (for PTT mode). Your system administrator may assign a label to each group or channel that easily identifies the phones in the group or channel (for example, All, HR Dept, Shipping Staff, or Executives). Each group or channel will have one of the following priorities:

Push-to-Talk Mode

Normal (for Groups/Channels 1-23)—Broadcasts sent to Groups/Channels 1 to 23 are considered Normal broadcasts. When a phone receives more than one Normal broadcast, the first broadcast received is accepted, and all others are ignored (not played and not stored). By default, all phones receive broadcasts sent to Group/Channel 1.

Priority (for Group/Channel 24)—Broadcasts sent to Group/Channel 24 are considered Priority broadcasts. All phones receive Priority broadcasts unless Do Not Disturb is enabled. If a phone receives a Priority broadcast while an Emergency broadcast is already playing, the Priority broadcast is placed on hold. Phones play Priority broadcasts at the phone’s current audio level.

Emergency (for Group/Channel 25)—Broadcasts sent to Group/Channel 25 are considered Emergency broadcasts. All phones receive Emergency broadcasts (even if Do Not Disturb is enabled), and play them immediately. By default, phones play Emergency broadcasts at the highest audio level. The audio level will return to normal for subsequent non-Emergency broadcasts.

Your phone may be enabled to operate in a broadcast mode called Push-to-Talk (PTT). In PTT mode, you broadcast messages on a specific channel. In order to send and receive PTT broadcasts on certain channels, you have to subscribe to those channels.

PTT broadcasts are collaborative: you can transmit messages and listen to replies.

Using the Advanced Features of Your Phone

Sending and Receiving PTT Broadcasts

To send and receive PTT broadcasts, you need to subscribe to certain channels. By default, you’re subscribed to Channels 1, 24 (the Priority channel), and 25 (the Emergency channel). This means that:

• You can send PTT broadcasts on Channels 1, 24, and 25.

• You’ll receive PTT broadcasts sent on Channels 1, 24, and 25.

When you end a PTT broadcast, the channel remains open and enters a waiting period. This waiting period gives people who received the broadcast a chance to respond. If no one responds within the waiting period, the channel closes.

Sending PTT Broadcasts

If you send a PTT broadcast without specifying a channel, it’s automatically transmitted on the default channel. Channel 1 is the default channel that all broadcasts transmit on, if no channel is specified for a broadcast.

You can change your default channel to any channel you want (see Updating

the Default Channel on page 64). If you change your default channel, you’ll

become subscribed to that channel automatically. To subscribe to a channel, see Updating Channel Subscriptions on page 65).

To send a PTT broadcast:

1 Press the Talk soft key to select a channel to broadcast on.

To automatically send a PTT broadcast on the default channel, press and hold the Talk soft key , and then go to step 4.

Polycom SoundPoint IP 450 User Guide

2 From the PTT Channels List screen, select the channel to send the

broadcast on (as shown next).

The list displays the default channel, the most recent channel you sent a broadcast on, and other channels you can broadcast on.

In the above example, the default channel is 1, the recent channel is 1, and the Emergency channel is 25.

3 To start the broadcast, press and hold the Talk soft key. (You need to

press the Talk soft key throughout the entire broadcast.)

You’ll hear a ‘transmitting’ beep, and then the phone displays the channel you are using (‘To:Teachers (Channel 18)’, as shown next).

4 Start talking.

If you release the Talk soft key while you’re sending the broadcast, the broadcast temporarily stops and enters a 10 second ‘Waiting’ period. During this period, the channel remains open to give people a chance to reply. At any time during the waiting period, you can resume your broadcast by pressing and holding the Talk soft key . If no one broadcasts during the waiting period, the channel closes and the broadcast ends.

5 When you finish your broadcast, do one of the following:

— Release the Talk soft key. The broadcast temporarily stops and enters

a 10-second waiting period to allow others to reply, or you to resume the broadcast. If no one responds during a waiting period, the channel closes and the broadcast ends.

— Press the End PTT soft key. The broadcast temporarily stops and

enters a 10-second waiting period to allow others to reply. If there are no replies, the channel closes and the braodcast ends. After you tap the End PTT soft key, you can immediately initiate another broadcast on another channel, even if the previous broadcast is still in its waiting period.

Using the Advanced Features of Your Phone

Receiving PTT Broadcasts

To receive a broadcast sent on a particular channel, you need to be subscribed to that channel. To subscribe to a channel, see Updating Channel Subscriptions on page 65.

How you receive a PTT broadcast depends on the broadcast priority, whether you’re in an active call, or if you’re allowed to receive broad casts during active calls.

You’ll receive broadcasts on the channels you’re subscribed to as well as Channel 24 (the Priority channel) and Channel 25 (the Emergency channel). If you’ve enabled Do Not Disturb on your phone, you’ll only receive Emergency broadcasts. Non-emergency broadcasts won’t display or play on your phone.

When a broadcast ends, your phone emits an ‘end of transmission’ beep and enters a 10 second waiting period. During this period, you can respond to the broadcast (see Replying to PTT Broadcasts on page 63).

Receiving PTT Broadcasts When You’re Not in an Active Call

If you receive a broadcast and you’re not in an active call, the broadcast displays in the center of your screen and immediately plays, regardless of the broadcast priority.

Receiving PTT Broadcasts During Active Calls

How you handle a broadcast when you’re in an active call depends on the broadcast priority and if you’re allowed to receive a broadcast when you’re in an active call.

If the broadcast isn’t a Priority or Emergency page:

• If your phone is allowed to receive broadcasts during active calls, the broadcast displays in the inactive call group as an active broadcast (as shown next) and immediately plays. You’ll hear both the original call and the broadcast. To listen to only the broadcast, hold or end the call.

• If your phone isn’t allowed to receive broadcasts during active calls, the broadcast displays in the inactive call group as a held broadcast, as shown next. To listen to the broadcast, hold or end the call or press the Accept soft key.

If it’s a Priority or Emergency broadcast, the broadcast displays in the inactive call group as an active broadcast and immediately plays. You’ll hear both the original call and the broadcast. To listen to only the broadcast, hold or end the call.

Replying to PTT Broadcasts

When a broadcast ends, you have a chance to respond to it before the channel closes.

When a broadcast ends, the broadcast enters a 10 second waiting period (as shown next). During this period, the channel remains open to receive or send additional broadcasts.

Polycom SoundPoint IP 450 User Guide

During a waiting period, you can press and hold the Talk soft key and talk to all the people listening on the channel. When you finish talking, release the Talk soft key. The broadcast will enter another waiting period until someone broadcasts again. If no activity occurs within the waiting period, the channel closes and no more broadcasts can take place.

Ending PTT Broadcasts

You can end a PTT broadcast by releasing the Talk soft key, or by tapping the End PTT soft key. After you end a broadcast, the channel remains open so

others can respond.

If you release the Talk soft key without pressing the End PTT soft key:

• You can resume the broadcast by pressing and holding the Talk soft key (if the broadcast is in a wait period).

• You can’t initiate another broadcast on another channel until the waiting period ends.

If you press the End PTT soft key:

• You can’t resume the broadcast by pressing and holding the Talk soft key.

• You can immediately initiate another broadcast on another channel.

Adjusting the Volume of PTT Broadcasts

You can adjust the volume of PTT broadcasts while they play. During a broadcast, press either Volume Up or Volume Down to raise or lower the volume of the broadcast.

If you adjust the volume of a non-emergency broadcast, your phone retains the adjusted volume for all subsequent non-emergency broadcasts. However, even though you can adjust the volume of an Emergency broadcast, the adjusted volume won’t be retained for subsequent Emergency broadcasts. All Emergency broadcasts play at the same volume, until you adjust it.

Changing Where Broadcasts are Played

While you send a broadcast, you can pick up the handset or press the Speakerphone or the Headset key and continue speaking. You can also press the Microphone Mute key to mute your audio so that the people receiving your broadcast won’t hear anything. This behavior is similar to a phone call.

When you listen to a broadcast, you can pick up the handset or press Speakerphone or the Headset key and continue listening to the broadcast.

Updating the Default Channel

If you don’t select a channel to broadcast on, your broadcast will automatically transmit on the default channel, Channel 1. If you want, you can change the default channel.

Using the Advanced Features of Your Phone

The default channel is automatically used when you initiate a broadcast by pressing and holding the Talk soft key.

To update the default channel:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > PTT Push to Talk.

2 Press the Edit soft key. 3 Enter the new default channel. 4 Press the Ok soft key.

Updating Channel Subscriptions

You can subscribe to any channel that has been enabled by the system administrator and appears in your channels list. When you subscribe to a channel, you can send and receive PTT broadcasts on that channel.

To subscribe to additional PTT channels:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > PTT Push to Talk.

2 From the PTT Channel Configuration screen, use the down arrow key to

locate Channels Subscriptions, then press the Select soft key.

3 From the Channels Subscriptions screen, use the down arrow key to

select a channel to subscribe to, then press the Edit soft key.

4 Use the left or right arrow keys to select Yes, then press the Ok soft key.

By default, you’re subscribed to Channels 1, 24, and 25.

Allowing PTT Broadcasts to Play During Active Calls

The Accept While Busy option allows PTT broadcasts to come in as active calls (if enabled) or held calls (if disabled).

If enabled, a PTT broadcast will interrupt telephone calls and you’ll hear the audio of both the telephone call and the PTT broadcast. The party on the other end of the telephone call cannot hear the PTT broadcast unless that party has also enabled Accept While Busy.

If disabled, PTT broadcasts are held during an active call. To hear the broadcast, you have to resume the broadcast.

Polycom SoundPoint IP 450 User Guide

Group Paging Mode

To allow or disallow PTT broadcasts to play during an active call:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > PTT Push to Talk.

2 From the PTT Channel Configuration screen, use the down arrow key to

locate Accept While Busy, then press the Select soft key.

3 From the Accept While Busy screen, use the left or right arrow key to

select Enabled or Disabled, then press the Ok soft key.

The default setting is Disabled. When enabled, your phone will accept and play broadcasts while you’re in an active call. When disabled, your phone won’t play broadcasts while you’re in a call, but will hold them instead.

Your phone may be enabled to operate in a broadcast mode called Group Paging mode. In this mode, you broadcast one-way announcements to a specified group of phones, called a Paging Group. In Group Paging mode, users must subscribe to Paging Groups to send and receive pages.

Sending and Receiving Pages

To send and receive pages, you need to subscribe to certain Paging Groups. By default, you’re subscribed to Paging Groups 1, 24, and 25. This means that:

• You can send pages to Paging Groups 1, 24, and 25.

• You’ll receive pages sent to Paging Groups 1, 24, and 25.

Sending Pages

By default, when you send a group page, it’s automatically sent to Paging Group 1. This is your default paging group.

You can change your default paging group to any group you want (see

Updating the Default Paging Group on page 69). If you change your default

paging group, you’ll become subscribed to that paging group automatically. To subscribe to a paging group, see Updating Paging Group Subscriptions on page 69.

Using the Advanced Features of Your Phone

To send a page:

1 To send a page, press the Paging soft key.

To automatically send a page to the default paging group, press the Paging soft key.

2 From the Paging Groups List screen, select the paging group to send the

page to (as shown next).

The list displays the default paging group, the most recent group you paged, and other paging group that you can page.

In the above example, the default paging group is Group 1, the recent paging group is Group 1, and the Emergency channel is 25.

3 To start the page, press the Page soft key.

Just before the page starts, you’ll hear an alert tone, and then the page starts (as shown next).

4 Start talking. 5 To end the page, press the End Page soft key.

Receiving Pages

Polycom SoundPoint IP 450 User Guide

To receive a page sent to a particular paging group, you need to be subscribed to that group. To subscribe to a paging group, see Updating Paging Group

Subscriptions on page 69.

How you receive a page depends on the priority of the page, whether you’re in an active call, or if you’re allowed to receive a page during an active call.

You’ll receive pages on the paging groups you’re subscribed to as well as Group 24 (Priority pages) and Group 25 (Emergency pages). If you enabled Do Not Disturb, you’ll only receive Emergency pages. Non-emergency pages won’t display or play on your phone.

Receiving Pages When You’re Not in an Active Call

If you receive a page and you’re not in an active call, the page displays in the center of your screen and immediately plays, regardless of the paging priority.

While a page plays, you can:

• Hold the page.

• End the page. This ends the page at your phone only.

• Place a new call.

Receiving Pages During Active Calls

How you handle a page when you’re in an active call depends on the page priority and if you’re allowed to receive a page when you’re in an active call.

If the page isn’t a Priority or Emergency page:

• If your phone is allowed to receive pages during active calls, the page displays in the inactive call group as an active page and immediately plays. You’ll hear both the original call and the page. To hear only the page, hold or end the call.

• If your phone isn’t allowed to receive pages during active calls, the page displays in the inactive call group as a held page.

To listen to the page, select the page appearance and press Accept soft key. The active call will be held.

If it’s a Priority or Emergency page, the page displays in the inactive call group as an active page and immediately plays. You’ll hear both the original call and the page. To hear just the page, hold or end the call.

Adjusting the Volume of Pages

You can adjust the volume of pages while they play. During a page, press either Volume Up or Volume Down to raise or lower the page volume.

If you adjust the volume of a non-emergency page, your phone will use the adjusted volume for subsequent non-emergency pages. However, if you adjust the volume of an Emergency page, your phone won’t use the adjusted volume for subsequent Emergency pages. All Emergency pages play at the same volume, until you adjust it.

Using the Advanced Features of Your Phone

Changing Where Pages are Played

While you send a page, you can pick up the handset or press Speakerphone or the Headset key and continue speaking. You can also press the Microphone Mute key to mute your audio so that the people receiving your page won’t hear anything. This behavior is similar to a phone call.

An incoming page plays from the speakerphone by default. If you lift the handset or press the Headset key, you’ll hear a dial tone.

Your system administrator can change your phone’s configuration so that you can change where the page plays: the speakerphone, headset, or handset.

Updating the Default Paging Group

If you don’t select a group to send your pages to, your page will automatically go to the default paging group, Group 1. If you want, you can change the default paging group.

To update the default Paging Group:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > Group Paging.

2 From the Group Paging Configuration screen, press the Edit soft key.

The default paging group is 1.

3 Enter the number of the new default paging group, then press the Ok soft

key.

Updating Paging Group Subscriptions

By default, you’re subscribed to Paging Groups 1, 24, and 25. This means that you can send pages to and receive pages sent to these groups. You can change which groups you are subscribed to. However, you can’t disable your subscriptions to Paging Groups 24 and 25.

To update your Paging Group subscriptions:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > Group Paging.

2 From the Group Paging Configuration screen, use the down arrow key to

locate Groups Subscriptions, then press the Select soft key.

Polycom SoundPoint IP 450 User Guide

3 From the Group Subscription screen, use the down arrow key to select a

group to subscribe to, then press the Edit soft key.

For example, you may want to enable subscriptions to Paging Group 6, so you’ll be able to send pages to, and receive pages sent to, this group.

4 Use the left or right arrow keys to select Yes, then press the Ok soft key.

By default, you’re subscribed to Channels 1, 24, and 25.

Allowing Pages to Play During Active Calls

The Accept While Busy option allows pages to come in as active calls (if enabled) or held calls (if disabled).

If enabled, a page will interrupt telephone calls and you’ll be able to hear the audio of both the telephone call and the page. The party on the other end of the telephone call cannot hear the page unless that party has also enabled Accept While Busy.

If disabled, pages are placed on hold during an active call. To hear the page, select the page, and then resume it.

To allow or disallow pages to play during an active call:

1 Press , then select Settings > Basic > Preferences >

Paging/PTT Configuration > Group Paging.

2 From the Group Paging Configuration screen, use the down arrow key to

locate Accept While Busy, then press the Edit soft key.

3 From the Accept While Busy screen, use the left or right arrow key to

select Enabled or Disabled, then press the Ok soft key.

The default setting is Disabled. When enabled, your phone will accept and play pages while you’re in an active call. When disabled, your phone won’t play pages while you’re in a call, but will hold them instead.

Accessing Features with Your Login Credentials

If your phone is set up to integrate with Microsoft Lync, your system administrator has assigned you login credentials-a domain, user name, and password-that your phone requires to access the feature.

If there is a problem with your login credentials, you won't be able to access the feature on your phone. When your phone has incorrect login credentials, the message ‘Login Credentials failed.’ displays on the screen. You must re-submit your login credentials.

To re-submit or enter your login credentials:

1 Press , then select Settings > Basic> Login Credentials.

The Login Credentials Domain screen displays.

2 Enter the domain, user name, and password, then press the Submit soft

key.

Updating Your Phone’s Configuration

Your phone can often accept a new configuration without requiring a restart.

Using the Advanced Features of Your Phone

To update the phone’s configuration:

1 Press . 2 Select Settings > Basic > Update Configuration.

The ‘Are you sure?’ messages displays on the screen.

3 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.

4 If the phone doesn’t restart, press to return to the home

screen.

Restarting Your Phone

In rare cases, your system administrator may ask you to restart your phone to assist in troubleshooting. It is sometimes possible to restore normal operation to a malfunctioning phone without restarting it. Your system administrator may want to perform diagnostics on the phone before restarting it, contact them before restarting the phone and losing current status information.

Polycom SoundPoint IP 450 User Guide

Note

Contact your system administrator before attempting to restart your phone. 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.

If you want to update your phone’s configuration, don’t restart the phone. See

Updating Your Phone’s Configuration on page 71.

The call lists are automatically cleared when you restart the phone.

To restart the phone:

1 Press . 2 Select Settings > Basic > Restart Phone.

The ‘Are you sure?’ messages displays on the screen.

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

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

Customizing Your Phone

This chapter shows you how to customizing your Polycom® SoundPoint® IP 450 phone display by adjusting certain settings, such as time and date display, backlight intensity, and language.

The topics include:

• Changing the Time and Date Display

• Changing the Backlight

• Changing the Ring Type

• Changing the Audible Ringer

• Changing the Language

• Changing the Background Picture

• Changing the Soft Key Label Color

• Muting the Microphone

• Adjusting the Volume

Changing the Time and Date Display

The time and date appears on the screen of the SoundPoint IP 450 phone. If the phone cannot obtain a time and date from the call server, the display will flash. Contact your system administrator if either the time or date is incorrect.

Polycom SoundPoint IP 450 User Guide

You can select from various formats for the time and date display. Select and set options that are right for you. You can also disable the time and date display, so the time and date do not display on the phone screen.

To configure the time and date formats:

1 Press . 2 Select Settings > Basic > Preferences > Time & Date.

3 Select from Clock Date, Clock Time, Clock Order, or Enable/Disable. 4 Scroll through the options under each of these selections. 5 Press the Select soft key to confirm your choice.

The following figure shows the Clock Time menu.

Changing the Backlight

You can adjust your phone’s backlight by doing the following:

• Changing the brightness of the backlight.

• Changing the backlight timeout.

Changing the Backlight Brightness

Backlight intensity has three components:

Customizing Your Phone

• Backlight On Intensity—the brightness of the screen when you press a key, have an incoming call, end or hold a call, or a call is resumed by the another party. You can set a high, medium, or low level.

• Backlight Idle Intensity—the brightness of the screen after the phone has been idle for a certain number of seconds (as defined by the backlight timeout). You can set a high, medium, or low level.

• Maximum Intensity—the entire backlight intensity scale. For example, if you decrease the Maximum Intensity, the Low, Medium, and High values for the Backlight On Intensity and the Backlight Idle Intensity will decrease proportionally.

If you do not press any keys on the phone, after 20 seconds of the backlight turning on (the default backlight timeout), the backlight changes to the Backlight Idle Intensity. If one of the following phone events is taking place, the backlight changes to medium:

• A call is in progress

• A call is on hold

• There is an incoming call (ringing)

• There is an outgoing call (ringing back)

• Any menu shows on the display

To modify the backlight intensity:

1 Press . 2 Select Settings > Basic > Backlight Intensity.

3 Select Backlight On Intensity.

Polycom SoundPoint IP 450 User Guide

4 Scroll to select high, medium, low, or off, and then press the Select soft

key.

The default level is High.

5 Press the Save soft key to accept your changes. 6 Select Backlight Idle Intensity.

7 Scroll to select high, medium, low, or off, and then press the Select soft

key.

The default level is Low.

8 Press the Save soft key to accept your changes. 9 Select Maximum Intensity.

10 Press the Up or Down soft keys to increase or decrease the maximum

backlight intensity. The other backlight intensities are shown relative to this value.

11 Press the Ok soft key.

Changing the Backlight Timeout

You can change the length of time your phone is idle before the backlight changes to the Backlight Idle Intensity.

To change the backlight timeout:

1 Press .

2 Select Settings > Basic > Backlight Timeout.

3 From the Backlight Timeout screen, scroll to the timeout you want, then

press the Select soft key.

The default timeout is 40 seconds.

Changing the Ring Type

You can select different ring types to distinguish different lines or phones from each other.

Customizing Your Phone

Note

To change the incoming ring type:

1 Press . 2 Select Settings > Basic > Ring Type.

3 If multiple lines are configured on your phone, first select the line to

change from the list using the arrow keys.

4 Scroll to select the desired ring type.

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

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

If you configure your SoundPoint IP 450 phone with a silent ring, press the flashing Line key or the Answer soft key to answer the call. If your handset is off hook, the call is routed to the handset. If your handset is on hook, the call is routed to the speaker.

Polycom SoundPoint IP 450 User Guide

Changing the Audible Ringer

The SoundPoint IP 450 phone can play the audible ringer of an incoming call through any of its alerting destinations: the speaker, the handset, the headset (if enabled), or the active destination.

If the Active destination is selected, the audible ringer is played through:

• The speaker, by default.

Note

• The handset, if it is off-hook and the phone is idle.

• The headset, if it is connected and Headset Memory Mode is enabled (refer to

Changing the Ring Type on page 77).

To change the audible ringer:

1 Press . 2 Select Settings > Basic > Preferences > Audible Ringer.

3 Scroll to select the desired ring destination.

Choose Speaker, Handset, Headset, or Active as the alerting destination for the audible ringer.

4 Press the Select soft key to change to the selected audible ringer.

Changing the Language

The SoundPoint IP 450 phone supports many languages.

To change the language:

1 Press .

2 Select Settings > Basic > Preferences > Language.

3 Scroll to highlight the language you want.

4 Press the Select soft key.

Text that appears on the screen will change to the language of your choice.

Changing the Background Picture

You can change the picture or design that appears on the screen. A default background displays when the phone starts up (shown below). For more information on selections, contact your system administrator.

Customizing Your Phone

Note

Updating the background picture is an optional feature and may not be supported on your particular system.

To change the graphic background:

1 Press . 2 Select Settings > Basic > Preferences > Backgrounds.

Under certain circumstances, you may need make an additional menu selection, Select Background, to actually select the background.

If your system administrator has configured the phone’s idle browser and you want to view the background and not the idle browser, you can turn off the idle browser by doing the following:

• Select Background > Prioritize Background.

• Select Enable and press the Select soft key.

Polycom SoundPoint IP 450 User Guide

3 Scroll to highlight the background you want.

4 Press the Select soft key.

One of the background selections is shown below.

Changing the Soft Key Label Color

You can change the soft key label color that appears on the graphic display. A default soft key label color displays when the phone starts up (shown below). For more information on selections, contact your system administrator.

To change the soft key label color:

1 Press . 2 Select Settings > Basic > Preferences > Label Color.

Using the dialpad keys 1, 3, 7, and 9 change the soft key color to your desired color. The Label soft key on the right reflects your changes.

When the color of the label reaches a certain level of whiteness, “Cannot save this color. Text might be unreadable.” appears and you are unable to save your changes. This warning appears only the first time the color reaches that level.

Note

1 Press the Reset soft key if you want to reset the color to the default color.

Press the Undo soft key if you want to undo your last change.

Press the Save soft key if you want to accept your changes.

Muting the Microphone

During a call, press . The Message Waiting Indicator turns red and a microphone on the screen indicates that the other party (or parties) cannot hear you.

Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. You can still hear all other parties while mute is enabled.

Customizing Your Phone

To turn off Microphone Mute, press again.

Adjusting the Volume

Press to adjust receiver volume during a call. Pressing these keys in the idle state adjusts the ringer volume.

To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, unless your system administrator changes this.

Note

Hands-free Speakerphone volume settings will be maintained across calls.

Polycom SoundPoint IP 450 User Guide

Troubleshooting Your Phone

This chapter contains general troubleshooting information to help you solve any problems you might encounter when you use your Polycom ® SoundPoint® IP 450 phone. The tables in this chapter list possible trouble symptoms, the likely causes of these problems, and the recommended corrective actions to take.

• Power and Startup

• Controls

• Access to Screens and Systems

• Calling

• Displays

• Audio

• Productivity Suite

To obtain more detailed troubleshooting information, you can access certain menus on your phone that test your phone hardware. For more information, see Testing Phone Hardware on page 90.

If you require additional assistance, contact your system administrator.

Polycom SoundPoint IP 450 User Guide

Power and Startup

Symptom Problem Corrective Action

There are power issues. The SoundPoint IP 450 phone

has no power.

Do one of the following:

• Verify that no lights appear on the phone when it is powered up.

• Check if the phone is properly plugged into a functional AC outlet.

• If using PoE, check that the ethernet cable is properly plugged into the phone and the outlet port. Contact your system administrator to ensure that you are using a powered port, enabled for PoE.

• Make sure that the phone isn't plugged into a plug controlled by a light switch that is off.

• If the phone is plugged into a power strip, try plugging it directly into a wall outlet instead.

• Try the phone in another room where the electricity is known to be working on a particular outlet.

• If you are using POE, make sure the network switch is supplying power.

Controls

Symptom Problem Corrective Action

Troubleshooting Your Phone

The dial pad does not work. The dial pad on the SoundPoint

IP 450 phone does not respond.

Do one of the following:

• Check for a response from other feature keys or from the dial pad.

• Place a call to the phone from a known working telephone. Check for display updates.

• Check if the LAN port is active or inactive. Press the Menu key, and then select Status > Network > Ethernet. From the Ethernet page, scroll to the LAN port field and verify that it is active.

• Check the termination at the switch or hub end of the network LAN cable. Ensure that the switch/hub port connected to the telephone is operational (if not accessible, contact your system administrator).

Polycom SoundPoint IP 450 User Guide

Access to Screens and Systems

Symptom Problem Corrective Action

There is no response when you press a feature key.

The screen shows “Network Link is Down”.

The SoundPoint IP 450 phone is not in an active state.

The LAN cable is not properly connected.

Do one of the following:

• Press the keys more slowly.

• Check with your system administrator

to see if the key has been mapped to a different function or is disabled.

• Place a call to the phone to check that inbound call display and ringing is normal. If successful, try to press feature keys within the call to access the Main Menu, for example.

• T o confirm that the line is active, press the Menu key , and then select Status > Lines > Line Information. From the Line Information page, verify that your phone line is registered.

• Contact your system administrator about restarting the phone to attempt re-registration to the call server.

Do one of the following:

• Check termination at the switch or hub (furthest end of the cable from the phone).

• Check that the switch or hub is operational (flashing link/status lights) or contact your system administrator.

• Check if the LAN port is active or inactive. Press the Menu key, and then select Status > Network > Ethernet. From the Ethernet page, scroll to the LAN port field and verify that it is active.

• Contact your system administrator about restarting the phone to attempt re-registration to the call server.

Calling

Symptom Problem Corrective Action

Troubleshooting Your Phone

There is no dial tone. Power is not correctly applied to

the SoundPoint IP 450 phone.

Dial tone is not present on one of the audio modes.

The phone is not registered. Contact your system administrator.

The phone does not ring. Ring setting or volume is low. Do one of the following:

Do one of the following:

• Check that the screen is illuminated.

• Make sure the LAN cable is inserted

properly at the back of the phone (try unplugging and re-inserting the cable).

• If using in-line powering, have your system administrator check that the switch is supplying power to the phone.

Do one of the following:

• Switch between Handset, Headset (if present) or Hands-Free Speakerphone to see if the dial tone is present for one of audio modes.

• If the dial tone exists on another audio mode, connect a different handset or headset to isolate the problem.

• Adjust the ringing level from the front panel using the volume up/down keys

• Check status of Handset, Headset (if connected), and Hands-Free Speakerphone.

Outbound or inbound calling is unsuccessful.

Do one of the following:

• Place a call to the phone under investigation. Check that the screen indicates incoming call information.

• Lift the handset. Ensure the dial tone is present and place a call to another extension or number. Check that the screen changes in response.

Polycom SoundPoint IP 450 User Guide

Symptom Problem Corrective Action

The phone does not ring (cont.) You turned off the ringer. Do one of the following:

• During an incoming call, lift the handset, press the Speakerphone key, or press the Headset key to obtain a dial tone.

• Press the ringing Line Key or the Answer soft key to answer the call.

The ‘Service Unavailable’ displays on the screen.

The line icon shows an unregistered line icon.

The user pressed the New Call soft key , dialed a number with the

Check with your system administrator to

see when your phone will be registered. handset on-hook, or attempted to make a call from the contact directory when the phone was not registered, or all available lines are in use.

The phone line is unregistered. Contact your system administrator.

Displays

Symptom Problem Corrective Action

Troubleshooting Your Phone

There is no display. The display is incorrect. The display has bad contrast.

Power is not correctly applied to the SoundPoint IP 450 phone.

The contrast needs adjustment. Do one of the following:

Outbound or inbound calling is unsuccessful.

Do one of the following:

• Check that the screen is illuminated.

• Make sure the LAN cable is inserted

properly at the back of the phone (try unplugging and re-inserting the cable).

• If using Power over Ethernet (PoE), have your system administrator check that the switch is supplying power to the phone.

• Use the screen capture feature. Contact your system administrator to determine if it is enabled.

• Refer to Changing the Backlight

Brightness on page 74.

• Reboot the phone to obtain a default level of contrast.

• Use the screen capture feature. Contact your system administrator to determine if it is enabled.

Do one of the following:

• Place a call to the phone under investigation. Check that the screen indicates incoming call information.

• Lift the handset. Ensure the dial tone is present and place a call to another extension or number. Check that the screen changes in response.

• Use the screen capture feature. Contact your system administrator to determine if it is enabled.

The display flickers. A certain type of older

fluorescent lighting causes the display to appear to flicker.

Do one of the following:

• Move the Polycom SoundPoint IP 450 User Guide 450 SIP phone away from the lights.

• Replace the lights in your work environment.

• Use the screen capture feature. Contact your system administrator to determine if it is enabled.

Polycom SoundPoint IP 450 User Guide

Audio

Symptom Problem Corrective Action

There is no audio on the headset.

You are using a headset and the people you call hear echo.

The connections are not correct. Do one of the following:

• Ensure the headset is plugged into the jack marked Headset at the rear of the phone.

• Ensure the headset amplifier (if present) is turned on and/or the volume is correctly adjusted. If the amplifier uses batteries, check that they are fully charged.

There may be an issue with the echo cancellation feature of your headset.

Do the following:

• Press the Menu key, then select Settings > Basic > Preferences > Headset > Echo Cancellation.

• Using the arrow keys, select Enabled, and then press the Select soft key.

• Contact your system administrator.

Productivity Suite

Symptom Problem Corrective Action

You are trying to access one of the following features, but it is not available on your phone:

• Corporate Directory

• Recording and Playback of

Audio Calls

• Managing Conferences

The license is not installed on your phone or it has expired.

Testing Phone Hardware

Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware. From the diagnostics menu, you can test your phone’s microphones, speaker, handset, third-party headset (if present), keypad mappings, and LCD display. See your system administrator for instructions on how to perform these tests.

Do the following:

• Press the Menu key, then select Status > Licenses.

• Using the arrow keys, verify that the

features that you want to use has a valid license.

• Contact your system administrator.

Polycom IP 450 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Polycom® SoundPoint® IP 450 Phone User Guide

Introduction

About This Guide

Who Should Read This Guide?

How This Guide is Organized

What’s New in This Guide?

Conventions Used in This Guide

Recommended References

Getting Help and Support

Customer Feedback

Contents

Getting Started with Your Phone

Introducing Phone Components

What Displays on the Screen?

Phone Icons

Navigating Menus and Entering Data

Registering Your Phone

Troubleshooting Phone Issues

Using the Polycom Web Configuration Utility

Using the Basic Features of Your Phone

Placing Calls

Answering Calls

Ending Calls

Using a Headset

Enabling Headset Memory Mode

Using Electronic Hookswitch

Redialing Numbers

Placing Calls on Hold

Multiple Calls on Hold

Hosting Conference Calls

Setting Up Conference Calls

Managing Conference Calls

Adding Parties to Conference Calls

Joining Conferences

Splitting Conference Calls

Ending Conference Calls

Transferring Calls

Performing a Consultative Transfer

Forwarding Calls

Using Static Forwarding

Using Dynamic Forwarding

Enabling Do Not Disturb

Multiple Lines and Do Not Disturb

Managing Incoming Calls

Distinguishing Calls

Rejecting Calls

Diverting Calls

Using Call Lists

Using Your Contact Directory

Adding Contacts

Editing Contacts

Deleting Contacts

Placing Calls to Contacts

Searching for Contacts

Using Your Corporate Directory

Searching the Corporate Directory

Adding Contacts From the Corporate Directory

Placing Calls From the Corporate Directory

Managing Speed Dials

Using Voice Mail

Using Multiple and Shared Lines

Supporting Multiple Lines

Supporting Multiple Line Keys Per Line

Supporting Multiple Call Appearances

Supporting Shared Lines

Locking and Unlocking the Phone

About Your User Password

Locking and Unlocking Your Phone

Calling and Answering from a Locked Phone

Logging Into Phones

Logging In and Out of a Phone

Placing Calls from Phones that are in the Logged Out State

Using the Advanced Features of Your Phone

Using Text Messaging

Using Buddy Lists

Updating Your Presence Settings