Polycom SoundStation User Manual

USER GUIDE

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

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

Polycom® SoundStation® Duo Conference Phone User Guide

San Jose, CA 95002 USA

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

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

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

Trademarks

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

Disclaimer

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

Limitation of Liability

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

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Contents

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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User Guide for the Polycom® SoundStation Duo™ Conference Phone

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Listening to Mobile Phone or Computer Audio When Your

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

Listening to Mobile Phone or Computer Audio When Your

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

Listening to Mobile Phone or Computer Audio When Your

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

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

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

Creating Conference Calls with Mobile Phone or Computer Audio . 41

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

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

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

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

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

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

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

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

iv Polycom, Inc.

Contents

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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User Guide for the Polycom® SoundStation Duo™ Conference Phone

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Listening to Mobile Phone or Computer Audio When Your

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

Listening to Mobile Phone or Computer Audio When Your

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

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Contents

Listening to Mobile Phone or Computer Audio When Your

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

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

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

Creating Conference Calls with Mobile Phone or Computer Audio . 92

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Polycom, Inc. vii

User Guide for the Polycom® SoundStation Duo™ Conference Phone

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

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

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

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

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

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

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

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

End-User License Agreement for Polycom® Software

viii Polycom, Inc.

Introduction

Who this Guide is Written For

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

How To Use this Guide

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

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

Getting Started.

This guide includes these sections:

• Chapter 1, Getting Started This chapter contains general information

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

SoundStation® Duo Conference Phone, or who have

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

contains specific information about operating your phone in PSTN mode.

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

contains specific information about operating your phone in SIP mode.

• Safety Notices This section contains important safety and compliance

information.

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

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

• End-User License Agreement for Polycom® Software

Polycom® SoundStation® Duo Conference Phone User Guide

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

What’s New in This Guide

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

• ”Using Buddy Lists” on page 82

• ”Integrating with Microsoft Lync Server” on page 112

Conventions Used in this Guide

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

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

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

console.

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

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

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

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

•Scroll This term describes two actions:

Introduction

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Polycom® SoundStation® Duo Conference Phone User Guide

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

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

Getting Started

Introducing Your Phone

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

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

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

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

Before You Use Your Phone

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

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

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

Polycom® SoundStation® Duo Conference Phone User Guide

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

Configuring Your Phone for SIP Mode

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

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

Configuring Your Phone for PSTN Mode

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

To configure your phone for PSTN use:

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

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

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

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

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

Connected icon

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

About Your Phone

Getting Started

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

Polycom® SoundStation® Duo Conference Phone User Guide

2.5 mm jack to connect mobile phone or computer audio

Security slot to connect

a laptop cable lock

Microphone

Indicator Light

Indicator

Light

Indicator Light

Microphone

Speaker

Your Phone’s Hardware

External Microphone Jacks

Getting Started

Name Description

Speaker Provides ringer and hands-free audio output.

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

Indicator Lights The lights illuminate to indicate the following:

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

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

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

three internal microphones.

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

or held call (SIP mode only).

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

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

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

• Fast-flashing green Your phone’s ringing.

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

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

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

Polycom® SoundStation® Duo Conference Phone User Guide

Keys to access soft keys

Access context-sensitive features

Menu key

Opens the Main Menu or returns you to the idle screen

Navigation keys

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

Volume U p k ey

Increases the sound of the ringer and speaker

Dialpad

Enters characters and selects menu items

Volume D ow n k ey

Decreases the sound of the ringer and speaker

Mute key

Mutes microphone audio from being heard at the far-end

Call key

Places, answers, and ends calls

Conference key

Creates conferences or answers calls

Redial key

Redials numbers

Select key

Selects and enables/disables items

Locating Functions on the Keypad

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

Key Press the key to do this ...

Getting Started

Keys that access soft keys on the phone screen

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

Redial Key Redial the last call you placed.

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

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

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

another party to an existing conference call.

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

active call (PSTN mode only).

Tips:

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

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

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

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

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

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

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

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

Select Key Select and enable/disable menu items.

Polycom® SoundStation® Duo Conference Phone User Guide

Key Press the key to do this ...

Arrow/Scroll Keys

Volume Down Key

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

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

Press the Up Arrow key/Scroll key to:

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

• Scroll through calls.

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

Press the Left Arrow key to:

• Return to the previous menu.

• View the Received Calls list from the idle screen.

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

Press the Down Arrow key/Scroll key to:

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

• Scroll through calls.

• View the Missed Calls list from the idle screen.

Press the Right Arrow key to:

• Select menu items.

• View the Placed Calls list from the idle screen.

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

• Decrease the sound of the speaker during a call.

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

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

Mute Key Toggle the microphone on or off to:

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

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

Getting Started

What Displays on the Screen

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

SIP Mode

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

SIP Screen Item Description

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

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

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

Phone number (if enabled)

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

Your phone number.

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

Polycom® SoundStation® Duo Conference Phone User Guide

SIP Screen Item Description

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

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

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

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

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

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

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

Getting Started

SIP Screen Item Description

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

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

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

timer re-starts at 0 seconds.

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

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

below the Save soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

PSTN Mode

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

PSTN Screen Item Description

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

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

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

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

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

than one notification, they scroll one after another.

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

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

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

Getting Started

PSTN Screen Item Description

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

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

you are in a call, in the status bar.

Note

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

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

Polycom® SoundStation® Duo Conference Phone User Guide

PSTN Screen Item Description

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

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

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

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

timer re-starts at 0 seconds.

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

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

below the Save soft key.

Phone Status Indicators

Indicator Light

Line and Call icon

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

Getting Started

Indicator Lights

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

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

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

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

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

• Fast-flashing green Your phone’s ringing.

Polycom® SoundStation® Duo Conference Phone User Guide

Line and Call Icon

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

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

Icon Line or Call State Description

Active call that uses Polycom HD Voice™ technology

Active call that doesn’t use Polycom HD Voice

Conference A conference call is in progress.

Dialing The phone is dialing a number.

Do Not Disturb (SIP mode only)

Forwarding (SIP mode only)

A call is in progress using Polycom HD Voice. The

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

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

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

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

Held call A call or conference is on hold.

Held call on a shared line

(SIP mode only)

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

Icon Line or Call State Description

Getting Started

Registered line (for SIP mode)

or Connected line

(for PSTN mode)

Registered, shared line

(SIP mode only)

Ringing The phone is ringing.

Unregistered line (for SIP mode)

or Unconnected line

(for PSTN mode)

Message (SIP mode only)

Navigating Menus, Calls, and Information

The phone can place and receive calls.

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

The phone is unable to place and receive calls.

You have a new voicemail or instant message.

Note

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

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

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

Enter the main menu

Exit the main menu and return to the idle screen

Return to the previous menu

Press .

Press or the Back soft key.

Polycom® SoundStation® Duo Conference Phone User Guide

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

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

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

Select a soft key

Select a menu item Do one of the following:

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

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

• If more information is above and below,

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

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

to indicate that you can only scroll up.

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

to indicate that you can only scroll down.

• Press to Page Up.

• Press to Page Down.

Press directly below the soft key you want to access.

• Scroll to the menu item using one of the

Scroll keys ( or ), and then press

, , or the Select soft key.

• Press the dial pad key that corresponds to

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

View a list of field options

View additional soft keys Press the More soft key.

Scroll through active/held calls

Scroll to the field, and then press or .

Press or .

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