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.

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