Polycom WX 1500 User Manual

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USER GUIDE

Polycom® VVX® 1500 Business Media Phone

Software 5.0.0 | August 2013 | 1725-16843-001 Rev E

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Polycom VVX 1500 Business Media Phone User Guide Version 5.0.0

Copyright ©2013, Polycom, Inc. All rights reserved. No part of this document may be reproduced, translated into another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc.

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

End User License Agreement

By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to be bound by the terms and conditions of the End User License Agreement for this product.

Patent Information

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

Open Source Software Used in this Product

This product may contain open source software. You may receive the open source software from Polycom up to three (3) years after the distribution date of the applicable product or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To receive software information, as well as the open source software code used in this product, contact Polycom by email at OpenSourceVideo@polycom.com.

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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Visit the Polycom Support Center for End User License Agreements, software downloads, product documents, product licenses, troubleshooting tips, service requests, and more.

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Contents

About This Guide ...................................................................................................... 6

Conventions Used in this Guide ..................................................................................................... 6

Terms and Writing Conventions ..................................................................................................... 6

Information Elements ....................................................................................................................... 8

Typographic Conventions ............................................................................................................... 9

What’s in This Guide? ...................................................................................................................... 9

Getting Started .................................................................................................... 10 1:

Phone Hardware ............................................................................................................................. 10

Phone Keys ..................................................................................................................................... 12

What Displays on the Touch Screen ............................................................................................ 14

Understanding Phone Icons and Status Indicators .................................................................... 18

Navigating Your Phone Interface .................................................................................................. 20

Entering Data and Updating Fields ............................................................................................... 22

Using the Touch Screen Keyboard ................................................................................................ 22

Using the Dialpad Keys on the Phone Console ............................................................................. 24

Tips for When You’re in Video Calls ............................................................................................. 26

Cleaning the Touch Screen ........................................................................................................... 27

Registering the Phone .................................................................................................................... 27

Configuring Your Phone Using the Web Configuration Utility .................................................. 28

Using Basic Features ......................................................................................... 29 2:

Calling and Answering ................................................................................................................... 29

Answering Calls ............................................................................................................................. 30

Placing Calls .................................................................................................................................. 34

Ending Calls ................................................................................................................................... 41

Using a Headset ............................................................................................................................. 42

While Your Phone Rings ................................................................................................................ 43

Ignoring or Silencing Incoming Calls .............................................................................................. 43

Rejecting Incoming Calls................................................................................................................ 44

Forwarding Calls While Your Phone Rings .................................................................................... 44

During Calls ..................................................................................................................................... 44

Holding and Resuming Calls .......................................................................................................... 45

Transferring Calls ........................................................................................................................... 47

Setting Up Conference Calls .......................................................................................................... 48

Customizing Video During Calls .................................................................................................... 53

Changing the Way Calls are Answered ........................................................................................ 55

Forwarding All Calls to Another Party ............................................................................................ 55

Rejecting Calls from a Contact ...................................................................................................... 57

Diverting Calls from a Contact to Another Party ............................................................................ 57

Temporarily Refusing All Calls (Do Not Disturb) ............................................................................ 58

Working with Call Lists .................................................................................................................. 60

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Viewing Call Lists ........................................................................................................................... 61

Managing Call Lists ........................................................................................................................ 62

Working with Contact Directory .................................................................................................... 62

Searching Your Local Contact Directory ........................................................................................ 63

Adding Contacts to Your Local Contact Directory ......................................................................... 63

Updating Your Local Contact Directory .......................................................................................... 67

Deleting Contacts from Your Local Contact Directory ................................................................... 67

Working with Corporate Directory ................................................................................................ 67

Searching Corporate Directory ...................................................................................................... 67

Adding Corporate Directory Contacts to Your Local Contact Directory ......................................... 69

Saving Corporate Directory Search Results .................................................................................. 69

Controlling What is Heard.............................................................................................................. 70

Changing the Ring Tone ................................................................................................................ 70

Changing the Speaker Volume ...................................................................................................... 71

Changing the Ringer Volume ......................................................................................................... 72

Muting the Microphone................................................................................................................... 72

Choosing Where You Hear Sound Effects..................................................................................... 72

Managing Speed Dials.................................................................................................................... 73

Adding Speed Dial Keys ................................................................................................................ 73

Updating Speed Dial Keys ............................................................................................................. 74

Accessing Voice and Video Mail ................................................................................................... 74

Working with Multiple and Shared Lines ..................................................................................... 75

Supporting Multiple Lines ............................................................................................................... 76

Supporting Multiple Line Keys Per Line ......................................................................................... 77

Supporting Shared Lines................................................................................................................ 77

Locking and Unlocking the Phone ................................................................................................ 78

About Your User Password ............................................................................................................ 79

Changing Your User Password ...................................................................................................... 79

Locking and Unlocking Your Phone ............................................................................................... 79

Calling and Answering from a Locked Phone ................................................................................ 80

Using the Advanced Features of Your Phone .................................................. 82 3:

Placing Calls Using the H.323 Protocol ........................................................................................ 82

Using Instant Messaging ............................................................................................................... 83

Reading and Managing Instant Messages..................................................................................... 83

Sending Instant Messages ............................................................................................................. 84

Using Buddy Status Lists .............................................................................................................. 85

Updating Your Presence Settings .................................................................................................. 86

Managing Buddies ......................................................................................................................... 87

Integrating with Microsoft Live Communications Server 2005 ....................................................... 91

To view and change your presence, see Updating Your Presence Settings ................................. 91

Working with a Polycom CMA System ......................................................................................... 92

Searching and Dialing from the CMA Directory ............................................................................. 92

Using Buddy Status Lists with a CMA System .............................................................................. 93

About Your Login Credentials ...................................................................................................... 102

Integrating with Microsoft Lync Server 2010 ............................................................................. 104

Recording Calls and Conferences .............................................................................................. 105

Recording Calls ............................................................................................................................ 107

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Recording Conferences ............................................................................................................... 108

Pausing and Resuming Recording .............................................................................................. 108

Playing Back Recorded Calls ...................................................................................................... 110

Browsing Recorded Calls ............................................................................................................. 110

Playing Back Recorded Calls ....................................................................................................... 111

Answering a Call While Playing Back Recorded Calls ................................................................ 111

Using the Browser ........................................................................................................................ 112

Using Navigation Soft Keys ......................................................................................................... 113

Using Editing Soft Keys................................................................................................................ 114

Using the Launch Pad .................................................................................................................. 114

Accessing Launch Pad................................................................................................................. 115

Enabling My Info Portal ................................................................................................................ 116

Updating Your Phone’s Configuration ....................................................................................... 118

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

Customizing the Phone Display ................................................................ ...... 119 4:

Changing the Language ............................................................................................................... 119

Changing the Time and Date Display ......................................................................................... 119

Changing the Brightness of the Touch Screen ......................................................................... 120

Changing the Background Picture ............................................................................................. 122

Using One of Your Own Pictures as the Background Picture...................................................... 123

Displaying Screen Savers ............................................................................................................ 124

Setting Up Screen Savers ............................................................................................................ 124

Stopping and Disabling Screen Savers ....................................................................................... 125

Using Your Phone as a Picture Frame ....................................................................................... 126

Changing When and How Video Displays.................................................................................. 127

Enabling or Disabling Video ......................................................................................................... 128

Changing the Clarity of Near-Site Video ...................................................................................... 131

Changing How You View All Video Calls ..................................................................................... 132

Setting the Call Rate for Video Calls ............................................................................................ 138

Changing Power Saving Settings ............................................................................................... 138

Changing Your Office Hours ........................................................................................................ 139

Changing Timeouts ...................................................................................................................... 139

Changing User Detection Settings ............................................................................................... 140

Getting Help ...................................................................................................... 142 5:

Related Documents ...................................................................................................................... 142

The Polycom Community............................................................................................................. 142

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Note: Unless Noted, the information in this Guide Applies to Both Phones

As you read this guide, the terms the phone and your phone refer to either the VVX 1500 or the VVX 1500 C phone. Unless specifically noted in this guide—especially with regard to phone graphics— both phones operate in the same way and the information in this guide applies to both phones.

About This Guide

This guide applies to two phones: the Polycom® VVX® 1500 business media phone and the Polycom VVX 1500 C Business Media Phone for Cisco United Communications Manager (SIP). You can use this guide if you have either phone.

This user guide will help you to navigate and use your VVX 1500 or VVX 1550 C phone. It will give you an overview of your phone, and walk you through tasks so you can successfully use your phone to perform basic and advanced phone functions.

This guide contains overview information for people who are just starting to learn about their VVX 1500 or VVX 1500 C phone, or who have experience, but need a quick refresher. It is intended for beginner users, as well as intermediate and advanced users who want to learn about their phone’s features.

Conventions Used in this Guide

This user guide contains terms, graphical elements, and a few typographic conventions. Familiarizing yourself with these terms, elements, and conventions will help you successfully perform tasks.

Terms and Writing Conventions

 The Phone/your phone These terms refer to either the VVX 1500 or VVX 1500 C phone. Unless

specifically noted in this guide, both phones operate in the same way and the information in this guide applies to both phones.

 Press This action refers to pressing a key on the keypad, a line key, an arrow key, a hard key—

like Hold or Microphone Mute—or pressing a soft key for a second or two.

 Select Submenu > Submenu > Submenu This convention describes how to access submenus.

Each submenu name is in boldface and separated by a ‘greater than’ symbol. If the instructions indicate to select Basic > Preferences > Language, select the Basic submenu, select the Preferences submenu, and select the Language submenu.

 Highlight This action refers to selecting an item on the screen so that its appearance brightens.

Soft keys apply to highlighted items.

 Select Selecting an item on the screen refers to using the arrow keys—up, down, left, and right—

to highlight an item. Press the central Select key so that another screen opens.

 Views Your phone has four main views: Home, Calls, Active Call, and Lines (the default). A view

is a specific screen on the phone interface that provides unique information and enables you to perform specific tasks.

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 Dialpad The dialpad is the area of the keypad you use to enter numbers and characters. The

dialpad consists of all the number keys, as well as the asterisk (*) and pound (#) keys.

 Key This term refers to any button on the phone console.  Option An option is one of a series of items you can select for a phone setting, such as Enabled

and Disabled.

 Held call This term describes any call (including a conference call) that is on hold. Audio for held

calls cannot be heard.

 Active call This term refers to a call (including a conference call) you’re currently in. An active call

has audio associated with it.

 Setting The name of a field for which you can define information or choose an option.  Field This term describes the area of the screen next to a setting in which you can enter

information or select an option.

 Icon A picture on the screen. There are two types of icons:

 An icon that you can select to access a function, feature, setting, or application. For example,

when you’re in Home view, you can select the New Call icon to place a call.

 An icon that provides phone information or status only. Selecting this type of icon doesn’t

access another function. For example, your phone may have an icon to indicate you have a voicemail message simply to notify you of the current status.

 Soft key This term describes the context-sensitive keys that display along the bottom of the

screen that update depending on the task you’re performing. To see additional options (if available), press More. The More soft key is always on the far-right of the soft key area, as shown next. The additional options display as shown next.

 Soft key area The soft key area (shown above) is the area along the bottom of the screen that

displays context-sensitive soft keys.

 Status bar The status bar (shown next) is the top-most part of the screen. It displays the time and

date or other messages instead of the date display.

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Name

Icon

Description

Note

The Note icon highlights information of interest or important information needed to be successful in accomplishing a procedure or to understand a concept.

Administrator Tip

The Administrator Tip icon highlights techniques, shortcuts, or productivity related tips.

Caution

The Caution icon highlights information you need to know to avoid a hazard that could potentially impact device performance, application functionality, or successful feature configuration.

Warning

The Warning icon highlights an action you must perform (or avoid) to prevent issues that may cause you to lose information or your configuration setup, and/or affect phone or network performance.

Web Info

The Web Info icon highlights supplementary information available online such as documents or downloads on support.polycom.com or other locations.

Timesaver

The Timesaver icon highlights a faster or alternative method for accomplishing a method or operation.

Power Tip

The Power Tip icon highlights faster, alternative procedures for advanced administrators already familiar with the techniques being discussed.

Troubleshooting

The Troubleshooting icon highlights information that may help you solve a relevant problem or to refer you to other relevant troubleshooting resources.

Settings

The Settings icon highlights settings you may need to choose for a specific behavior, to enable a specific feature, or to access customization options.

Information Elements

This guide may include any of the following icons to alert you to important information.

Icons Used in this Guide

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Convention

Description

Bold

Highlights interface items such as menus, soft keys, file names, and directories. Also used to represent menu selections and text entry to the phone.

Italics

Used to emphasize text, to show example values or inputs, and to show titles of reference documents available from the Polycom Support Web site and other reference sites.

Blue Text

Used for cross references to other sections within this document and for hyperlinks to external sites and documents.

Courier

Used for code fragments and parameter names.

Typographic Conventions

A few typographic conventions, listed next, are used in this guide to distinguish types of in-text information.

Typographic Conventions

What’s in This Guide?

This guide is organized into five chapters. The beginning chapters introduce the phone and explain how to use the phone’s basic features. Later chapters describe advanced features, and how to customize your phone to suit your needs. The guide also includes safety information.

Chapter 1: Getting Started This chapter contains general information about your phone that you’ll find helpful before you start using it, including phone hardware and phone views, and how to navigate menus and enter data. It also describes how to use all the basic features that your phone offers.

Chapter 2: Using Basic Features All the basic features that your phone offers—such as how to add contacts and favorites, or transfer or forward calls—are described in this chapter.

Chapter 3: Using Advanced Features Advanced features that may not be available on the phone, or that you may not use on a day-to-day basis, are described in this chapter. Advanced features include recording calls, locking your phone, monitoring buddies, and accessing a Browser.

Chapter 4: Customizing Your Phone You can customize your phone in many ways, including setting up a screen saver, or changing the backlight, background picture, or time and date format. Read this chapter to personalize your phone.

Chapter 5: Getting Help In this chapter, you’ll find links to Polycom or partner documents and Web

sites. In particular, you’ll find links to the Polycom Community, a number of discussion forums you can

use to share ideas with your colleagues.

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Note: Accessing Features and Options

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

Getting Started 1:

Before you use your Polycom® VVX® 1500 phone, you may wish to take a few moments to become familiar with its features and user interface. In this chapter, you learn about your phone’s components and the screen layout. You’ll also learn how to configure your phone remotely using the Polycom Web Configuration Utility.

Phone Hardware

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

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Feature

Description

Handset and Cord

Provides audio output for calls that use the handset.

Speakerphone

Provides ringer and hands-free (speakerphone) audio output.

Headset Connector

Allows you to connect a headset to the phone

USB Connector

Allows you to connect a USB flash drive to display pictures on your phone, and to record and play back calls.

LED Indicator

The LED flashes red to indicate the following:

 The software is booting  A message is waiting

 The phone is in power-saving mode (slow-

flashing red)

Privacy Shutter Adjuster

Opens and closes the privacy shutter.

Camera

Provides near-site video Note: The camera barrel is located directly behind

the camera lens. It adjusts the camera angle.

Web Info: Attaching Phone Hardware

For information on attaching phone hardware, including how to connect your phone to the network, see the Quick Start Guide for your phone, available by navigating to your phone’s Support page from the Business Media Phones Support page.

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Key

Description

Arrow Keys

Allow you to:

 Scroll through lists  Highlight items before you select them

 Scroll through active and inactive calls

Left and Right Arrow Keys

Allow you to:

 Enable and disable fields  Scroll through values for a field  Position the cursor within text you’re updating

Left Arrow Key

Returns to the previous menu.

Right Arrow Key

Selects a highlighted item.

Select Key

Selects a highlighted item.

Delete Key

Deletes displayed data.

Phone Keys

The following figure shows the keys on the phone console.

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Key

Description

Volume Keys

Adjusts the volume of the handset, headset, speaker, and ringer.

Mute Key

Mutes audio transmission locally during calls and conferences. The key glows red when activated.

Video Key

Controls the size, position, and transmission of video images.

Redial Key

Dials the most recently dialed party.

Transfer Key

Transfers the current call to another party.

Conference Key

Allows connection with another party for a conference.

Hold Key

Holds an active call or resumes a held call.

Do Not Disturb Key

Cancels ringing and directs incoming calls to your mailbox. The key glows red when activated.

Headset Key

Allows you to place and receive calls through an optionally connected headset. The key glows green when headset mode is selected.

Speakerphone Key

Allows for hands-free communication during calls. The key glows green when speakerphone mode is selected.

Applications Key

Allows you to access the Web browser.

Menu Key

Allows you to access local (your phone) and global (your organization) features.

Directories Key

Allows you to access directories (Contact, Corporate, and CMA) and call lists.

Messages Key

Allows you to access and manage instant, voice, and video messages.

Dialpad Keys

Provide the 10 digits, alphabetic characters, and special characters available in context-sensitive applications.

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Key

Description

Status bar

Displays the time and date, the phone’s number, messages, and icons.

The time and date and phone’s number display on

the far-right of the status bar, next to the PIP. If there are messages to display (for example, recording, flash drive, or status information), the messages scroll under the time, along with the phone number.

What Displays on the Touch Screen

Your phone displays video in two windows: a small picture-in-picture (PIP) window located on the topright of the touch screen, and a larger window centered in the middle of the touch screen. By default, the near site displays in the PIP, and the far site displays in the window in the center of the touch screen.

Information about the call, such as the phone number of the party with whom you’re talking and the

duration of the call, appears next to the far site when it is displayed in the window in the center of the touch screen.

The following figure is an example of what displays on the touch screen during a call.

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Key

Description

Status bar (continued)

Icons display along the far-left of the status bar. The following icons can display:

—Messages waiting

—Missed calls

—Do Not Disturb enabled

—USB flash drive attached and idle

—USB flash drive attached and playing back

—USB flash drive attached and recording

paused

—Headset attached

—Login credentials locked

Active call window

Displays the active call. During a video call, the active call window can display the near site or the far site.

Inactive call group

Displays calls on hold, as well as incoming calls that are not immediately answered.

Soft keys

Keys on the touch screen that you can tap to access phone functions. The keys are automatically labeled to identify their context-sensitive functions.

Menu key

Opens the Main Menu.

Line Keys and Speed Dial Keys

See Line Key in this table. See Speed Dial Keys in this table.

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Key

Description

Speed Dial Keys

Use these keys to activate up to five speed dials that can be assigned to your phone. Use a Speed Dial Key to quickly dial a contact.

Speed Dial Keys display .

Line Key status indicator

A Line Key can have one of the following status indicators:

 Solid green—A dial tone is available, dialing is

in progress, or a call is active.

 Flashing green—An incoming call. Or, the far

site has placed a call on hold.

 Solid red—A remote shared line is active., or

the buddy associated with the Speed Dial Key has a status that is either Busy, Offline, or Do Not Disturb.

 Flashing red—You have placed a call (one or

more) on hold (on a private or shared line)., or the buddy associated with the Speed Dial Key has a status that is Be Right Back, Away, or Out to Lunch

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Key

Description

Line Key

Use these keys to activate up to six lines that can be assigned to your phone.

When the phone is idle, Line Keys display one of the following:

—Registered, private lines

—Registered, shared lines

—Unregistered lines

—Lines that have the Always call forwarding

type enabled

—Lines that have Do Not Disturb enabled

Line keys are either blue or green:

 Green—Indicates that the Line Key has an

active call or an incoming call. A green Line Key is associated with the calls that currently display on the touch screen (active or inactive).

 Blue—Indicates that the Line Key doesn’t

have an active call, or has an incoming call that has been minimized and placed in the inactive call group. The calls associated with a blue Line Key don’t currently display on the touchscreen.

Picture-in-Picture window (PIP)

The small window in the corner of the touch screen that displays video. By default, the PIP displays the near site. During a call, you can tap the PIP to toggle it to display the near site or the far site.

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Note: When Call Counters Display

Call counters only display when the icon appears next to the Line Key.

Icon

Description

Icon

Description

Buddy Status (Online) Busy Lamp Field (BLF)

indicator (line is idle)

Call (audio-only)

Buddy Status (Busy, Do Not Disturb)

Call with Polycom HD Voice

Buddy Status (Be Right Back, Away, Out to Lunch)

Call (video)

Buddy Status (Offline) Busy Lamp Field (BLF)

indicator (line is busy)

Call (video) with Polycom HD Voice

Buddy Status when provisioned by a Polycom Converged Management Application™ (CMA™) system (Available for a call)

Call on hold (private line)

Buddy Status when provisioned by a Polycom CMA system (On the phone, but available for a call)

Call on hold (shared line)

Buddy Status when provisioned by a Polycom CMA system (In a call or not accepting calls)

Call without Polycom HD Voice (private line)

Understanding Phone Icons and Status Indicators

The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate that a feature is enabled.

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Icon

Description

Icon

Description

Buddy Status when provisioned by a Polycom CMA system (Available for a call, but currently idle or away)

Call (shared line)

Buddy Status when provisioned by a Polycom CMA system (Not available for a call)

Conference call

Buddy Status when provisioned by a Polycom CMA system (Invited to join your Buddy Status list. No status information is yet available.)

Do Not Disturb enabled

Message waiting indicators

Forward (Always)

Missed calls indicator

Headset attached

Mute applied

Line (registered, private)

Speed Dial Key

Line (registered, shared)

USB device attached and idle

Line (unregistered)

USB device attached and playing back

USB device attached and recording

Video stopped

USB device attached and recording paused

Video stopped

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If you want to…

Do this…

Enter the Main Menu Tap or press .

Return to the idle screen Tap or press .

Return to the previous menu Tap the Back soft key or press

Scroll through items

Do one of the following:

 Press the area of the touch screen where the list displays, and

then drag your finger up (to move down the list) or down (to move up the list).

 Press the area of the touch screen above the blue scrolling

indicator bar, and then drag your finger up (to move up the list). Or, press the area of the touch screen below the blue scrolling indicator bar, and then drag your finger down (to move down the list). (The location of the scrolling indicator bar is

shown in the figure below.)

 Tap (to scroll one-by-one) or press (to scroll continuously)

or .

As you scroll, a scrolling indicator bar to the right of the list shows your position in the list:

Scroll through items page-bypage

Press to Page Up, or to Page Down.

Navigating Your Phone Interface

The following table shows you how to navigate your phone’s screens, as well as select and highlight

options.

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If you want to…

Do this…

Go to the top or bottom of a list

Press the area of the touch screen above or below the scrolling indicator bar.

Highlight items

Scroll to the item by tapping (to scroll one-by-one) or pressing (to

scroll continuously) or .

Scroll through values for a field

Tap the field’s highlighted grey box. From the drop-down list, tap (to scroll one-by-one) or press (to scroll continuously) one of the scroll arrows.

Select a value for a field

From the drop-down list, tap the value.

Select an item

Do one of the following:

 Tap the item.

 Scroll to the item using or (so the item is

highlighted), and then tap the item, tap the Select soft key, or

press .

 Press the dialpad key that corresponds to the item in the

numbered list.

 For example, if an item has a number next to it, press the

corresponding number on the dialpad.

Select a soft key

Tap the soft key.

View additional soft keys

Tap the More soft key.

Enable or disable fields

Do one of the following:

 Tap the field name, and then tap the field’s highlighted box.

From the drop-down list, tap Enabled or Disabled.

 Scroll to the field using or , and then

press or to toggle between Enabled or Disabled.

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Entering Data and Updating Fields

You can enter data and edit fields in these two ways:

 Using a “keyboard” that displays on the touch screen.  Using the dialpad keys on the phone console.

Using the Touch Screen Keyboard

You can use the touch screen keyboard to quickly update field information.

To use the touch screen keyboard to update data:

1 To update a field, tap the field you want to update.

The keyboard icon, , displays next to the screen title. The following figure shows the keyboard icon next to the screen title.

2 Tap

The keyboard displays on the touch screen.

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If you want to…

Do this…

Enter uppercase (A) characters, lowercase (a) characters, or a combination of uppercase and lowercase characters

1 If a keyboard with characters does not display, tap (on the keyboard).

2 Tap the abc, ABC, 123, or Abc soft keys to toggle between

lowercase, uppercase, numeric, and titlecase modes. You can also tap or to toggle between

entering characters in uppercase mode or lowercase mode.

3 Using the keyboard on the touch screen, tap the letter(s) you

want.

Enter numbers

1 If a keyboard with numbers does not display, tap . 2 Using the keyboard on the touch screen, tap the number(s)

you want. You can also tap the abc, ABC, 123, or Abc soft keys to

toggle between lowercase, uppercase, numeric, and titlecase modes.

The following figure shows the keyboard that displays on the touch screen when you update a directory entry.

3 Enter the information. Do the following:

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If you want to…

Do this…

Enter special characters

1 If a keyboard with special characters does not display, tap

2 Using the keyboard on the touch screen, tap the special

character(s) you want.

Enter text in a particular character encoding

1 Tap the Latin, Katakana, Unicode, Cyrillic or ASCII soft key

to select the encoding you want. The touch screen’s keyboard

changes to display the encoding you chose. 2 Using the keyboard on the touch screen, tap the character(s)

you want.

Enter a URL

1 Tap the URL soft key. 2 Using the keyboard on the touch screen, tap the character(s)

you want. To access numbers and more special characters, tap .

Delete data you entered

Tap .

Delete an entire field of data

Double-tap the field of data, so that the data is highlighted. Then, tap .

To confirm the updates, tap,. .

Using the Dialpad Keys on the Phone Console

You can use the keys on your phone console to update field information.

To use the dialpad keys to enter or edit data:

1 Tap a field to select it. 2 Enter the information. Do the following:

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If you want to…

Do this…

Enter only numbers (1), uppercase (A) characters, lowercase (a) characters, or titlecase (Abc) characters

Do one of the following:

 Press a dialpad key one or more times to enter the characters

(in either lowercase or uppercase mode) or number that display on the dialpad key.

1 Tap the abc soft key one or more times to toggle between and select uppercase (ABC soft key), numeric (123 soft key), titlecase (Abc soft key), and lowercase (abc soft key) modes. The mode you select displays in the screen title.

2 Press a dialpad key one or more times to enter the characters

or number that display on the key. For example: If you’re in ABC mode:

 To enter “A,” press once.  To enter “B,” press two times quickly.  To enter “C,” press three times quickly.  To enter “2,” press four times quickly.

If you’re in 123 mode:

 To enter “2,” press .

Enter special characters

Do one of the following:

 Press the , , or key on the dialpad one or more

times. (Each key provides a different set of special characters.)

1 Tap the ABC, Abc, or 123 soft key so that you’re in either ABC, Abc, or abc mode. (You can’t access special characters

when you’re in 123 mode.) The mode you select displays in the screen title.

2 Press the , , or key on the dialpad one or more

times quickly. (Each key provides a different set of special characters.)

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If you want to…

Do this…

Enter text in a a particular character encoding

1 Tap the Latin, Katakana, Unicode, Cyrillic, or ASCII soft key to select the encoding you want.

2 Press a dialpad key one or more times to enter the character

you want.

Enter a URL

1 Tap the URL soft key. 2 Press a dialpad key one or more times to enter the number or

character you want. To enter special characters, press the

, , or key on the dialpad one or more times quickly. (Each key provides a different set of special characters.)

Delete text you entered

Press or to position the cursor to the right of the text you

want to delete, and then press .

3 Tap the Save soft key.

Tips for When You’re in Video Calls

Use these tips when you’re in a video call or conference:

 Check the near-site video to make sure it’s clear, bright, and sharp. For information on adjusting

camera settings, see Changing the Clarity of Near-Site Video.

 Use the handset or a headset if you’re in an open environment.  Be aware of latency when speaking.  Avoid bright lights or windows behind you (backlight). If the camera faces a window or bright lights,

you may have to adjust the camera settings. To adjust camera settings, see Changing the Clarity of

Near-Site Video.

 Avoid wearing bright colors, all-light or all-dark clothing, or “busy” patterns (such as small checks or

narrow stripes). Light pastels and muted colors look the best on the screen.

 In a conference call, mute your microphone when you’re not speaking, especially in noisy

environments.

 Avoid tapping the microphone or rustling papers near the microphone.

 Make sure that you can see and hear the far-site participants.  Speak in your normal voice without shouting.

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Web Info: Top Ten Video Conference Do’s and Don’ts

For the top ten do’s and don’ts for when you’re in a conference call, see Polycom Conference Call

Etiquette.

 Use natural gestures when you speak

Cleaning the Touch Screen

Periodically, you may need to clean the touch screen. Fingerprints tend to show up more on a color display.

Before you clean the touch screen, disable the screen so you don’t activate phone features while you

wipe the glass. While the touch screen is disabled, all soft keys are disabled. You can enable the touch screen again by pressing any key on the phone console.

To answer a call while the touch screen is disabled, pick up the handset. Or, to use the speakerphone, press , and then tap the Answer soft key.

To clean the touch screen:

1 Tap > Settings > Basic > Screen Clean.

The touch screen is disabled. The message “Touch screen is disabled. Press any key to exit” displays.

2 Wipe the glass with a clean, lint-free cloth. 3 To enable the touch screen again, press any key on the phone console.

Registering the 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, the phone will be registered and ready to use.

If your phone is not part of a large phone deployment, your phone may not be registered after you set it up. Before you use your phone, you or your system administrator will have to register it.

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Web Info: Using the Web Configuration Utility

For detailed information on accessing, navigating, and using the utility, see the Polycom Web

Configuration Utility User Guide.

Configuring Your Phone Using the Web Configuration Utility

This section explains how to update phone settings from your phone, using the phone’s menu commands. If you wish, you can also update these settings remotely with the Polycom Web Configuration Utility.

The phone’s Web Configuration Utility enables you to view and configure phone behavior from a

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

You can access the utility using any compatible Web browser installed on a computer that resides on the

same network as your phone. Before you begin, you’ll need to know the IP address of your phone, and

the user password to log in to the utility.

To access the Web Configuration Utility for your phone:

1 Launch a Web browser from a computer on the same network as your phone. 2 In the Address Bar of your Web Browser, enter the IP address of your phone. For example, if your

phone’s IP address is 123.22.3.4, enter this information in the address bar.

3 Press the Enter key. 4 From the Web Configuration Utility login screen, select User, and enter the user password. The

default user password is 123.

5 Click Submit.

The Web Configuration Utility Home screen is displayed.

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Note: Connecting to Different Types of Video Endpoints

Your phone can exchange video with a video endpoint other than a Polycom VVX 1500 business media phone. For a list of compatible endpoints, see your system administrator.

Using Basic Features 2:

Calling and Answering

At any time, only one active call can be in progress on your phone. The active call is the call that has audio or video associated with it. There may be multiple other calls on hold, or in an “Incoming call” or “Ringing” state.

Your phone can handle a maximum of 24 concurrent calls. At most, your phone can handle one active call with 23 calls on hold, or 24 calls on hold.

Your phone displays all active incoming and outgoing calls in a large window in the center of the touch

screen. Inactive calls (calls on hold, or incoming calls that you don’t immediately answer) for a particular

Line Key display in a row above the soft keys called the inactive call group. The following figure shows one active call and two calls on hold for Line Key 2076.

Your phone distributes incoming calls for lines that have multiple Line Keys evenly across all Line Keys. The touch screen only displays calls for one Line Key at one time. The calls that currently display on the

touch screen are associated with the Line Key that is green. To display and access the calls on another Line Key, tap that Line Key. When you tap a Line Key, the first

call on hold in the inactive call group for that Line Key will automatically resume.

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User Tip: Answering Calls on a Locked Phone

If your phone is locked, see Locking and Unlocking Your Phonefor information on answering calls when your phone is locked.

Note: Configuring Call Indicators

In addition to the usual incoming call indicators (the incoming call window, green Line Key, and flashing green status indicator), your system administrator can enable your touch screen to flash bright orange when you have an incoming call. The touch screen will continue to flash until the incoming call window is minimized.

The number of calls associated with a Line Key is indicated by a counter (for example, ), on the Line Key.

A Line Key will either be green or blue:

 A green line key indicates that the Line Key has an active call or an incoming call. A green Line

Key is associated with the calls that currently display on the touch screen (active or inactive).

 A blue line key indicates that the Line Key doesn’t have an active call, or has an incoming call that

has been minimized and placed in the inactive call group. The calls associated with a blue Line Key don’t currently display on the touch screen.

Line Keys also have a status indicator (a vertical bar on the far-right of the Line Key), . The status indicator displays in different ways depending on the status of the call. The following is a list of the ways the status indicator displays and the corresponding call status:

 Solid green—A dial tone is available, dialing is in progress, or a call is active.  Flashing green—An incoming call.  Solid red—A remote shared line is active.  Flashing red—A call (one or more) is on hold.

Answering Calls

By default, all incoming calls display in a window in the center of the touch screen. The Line Key associated with the call glows green, and the Line Key status indicator flashes green. After 10 seconds, the incoming call window is minimized and placed at the bottom of the touch screen, above the soft keys.

Answering When Not in Another Call

When you’re not in another call, you can answer a call in three ways:

 Using the handset  Using the speakerphone

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Note: Your Speakerphone May be Disabled

If your speakerphone doesn’t work, your system administrator may have disabled the speakerphone on your phone. Handle calls using a handset or headset instead.

If your system administrator disables the speakerphone on your phone, “Handsfree mode disabled”

appears on the touch screen after you press .

 Using the headset

In all cases, the active call displays on the touch screen, together with the call duration and who the call is from.

The following figure shows an active video call.

To answer a call using the handset:

» Pick up the handset.

To answer a call using the speakerphone:

With the handset on-hook, do one of the following:

 Tap the incoming call window that displays in the middle of the touch screen.

After 10 seconds, the incoming call window is minimized and placed in the inactive call group at the bottom of the touch screen, and you have to tap the Answer soft key to answer it.

 Tap the Answer soft key.  Tap the green Line Key with the status indicator that is flashing green.

 Press .

To answer a call using the headset:

Do one of the following:

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Note: Changing the Call Waiting Tone

A “beep” is the default call waiting tone. Your system administrator can change the tone to another

sound, or make it silent.

Note: After Ten Seconds the Incoming Call is Inactive

If you wait more than ten seconds, the incoming call window is minimized and placed in the inactive call group (along the bottom of the touch screen), and the active call reappears in the window in the center of the touch screen. To answer the incoming call, tap the Line Key with the status indicator that is flashing green, or tap the Hold soft key to place the active call on hold, and then tap the Answer soft key.

 Press .  If Headset Memory Mode is activated, tap the Line Key with the status indicator that is flashing

green, or tap the Answer soft key.

Answering When in Another Call

If you have an active call and an incoming call arrives (on the same or a different Line Key), the following happens:

 A call waiting tone beeps.

 The status indicator on the Line Key associated with the incoming call flashes green.  The call counter for the Line Key associated with the incoming call increments by one (showing the

number of calls associated with the Line Key, including the incoming call).

 Caller information for the incoming call displays in a window in the center of the touch screen, and

the Line Key associated with the incoming call glows green. After ten seconds, the window is minimized and placed in the inactive call group, and the Line Key associated with the call glows blue (if there is an active call on another Line Key).

To answer an incoming call when you’re in another call:

» Tap the Line Key with the status indicator that is flashing green, or tap the Answer soft key. The

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

Answering on a Shared Line

To answer an incoming call on a shared line:

» Tap the Line Key with the status indicator that is flashing green, or tap the Answer soft key.

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Note: After Ten Seconds the Incoming Call is Inactive

After ten seconds, the incoming call window is minimized and placed in the inactive call group (along the bottom of the touch screen). To answer the incoming call, tap the Line Key with the status indicator that is flashing green, or tap the Hold soft key to place an active call on hold, and then tap the Answer soft key.

If you place the call on hold, anyone on another phone configured to use the same shared line can take the call by tapping the Line Key associated with the held call (represented by a flashing red status indicator).

For more information about shared lines, including what you can and cannot do with shared lines, see Supporting Shared Lines.

Answering Calls Automatically

You can enable the phone to automatically answer a call, so you don’t have to tap a soft key, Line Key, or other key to answer the call. If you enable this feature, the call automatically directs to your speakerphone after a certain number of rings. Your system administrator sets how many times your phone rings before the call is auto-answered.

You can choose to mute the phone’s microphone (so the caller cannot hear you), as well as mute video

(so the caller cannot see you), when your phone automatically answers calls. To unmute the call, press

. To transmit video, see Customizing Video During Calls.

If you enable auto answer and an incoming call arrives while you’re already in a call, the incoming call will be automatically answered if you end the current call or place it on hold. An incoming call is indicated by a flashing green status indicator on the Line Key.

To enable your phone to automatically answer SIP calls:

1 Tap > Settings > Basic > Preferences > Auto Answer. 2 From the Auto Answer screen, tap Auto Answer SIP Calls. 3 Tap the field’s highlighted grey box. 4 From the drop-down list, tap Yes. (The default setting is No). 5 Tap the Save soft key.

6 Tap to return to the idle screen.

To enable your phone to automatically answer all H.323 calls:

1 Tap > Settings > Basic > Preferences > Auto Answer. 2 From the Auto Answer screen, tap Auto Answer H.323 Calls. 3 Tap the field’s highlighted grey box. 4 From the drop-down list, tap Yes. (The default setting is No). 5 Tap the Save soft key.

6 Tap to return to the idle screen.

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Note: Answering Calls on a Locked Phone

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

Note: Your Phone May Support Both SIP and H.323 Protocols

Your phone may be set up to handle both SIP and H.323 calls. For more information, see Calling

Using the H.323 Protocol

You can only enable your phone to automatically answer all H.323 calls if your phone supports the H.323 protocol. For more information, see Calling Using the H.323 Protocol.

To mute the microphone for all auto-answered calls

1 Tap Microphone Mute. 2 Tap the field’s highlighted grey box. 3 From the drop-down list, tap Yes. (The default setting is Yes). 4 Tap the Save soft key.

5 Tap to return to the idle screen.

To mute the video when video calls are auto-answered:

1 Tap Video Mute. 2 Tap the field’s highlighted grey box. 3 From the drop-down list, tap Yes. (The default setting is No.) 4 Tap the Save soft key.

5 Tap to return to the idle screen.

Placing Calls

You can place a call in various ways using your phone:

 Using the handset  Using the speakerphone  Using the headset

You can dial the number first, and then choose the method to speak to the other party (handset, speakerphone, or headset), or choose the method first, and then dial the number. You can also place a call by entering a URL or IP address, by dialing from a list or directory, or using the Speed Dial Key or Redial key.

During a call, you can alternate between handset, headset, or speakerphone modes by picking up the

handset, or pressing or . For example, if you’re using the handset, you can switch to

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Note: Automatically Place a Call

Your system administrator sets up your phone to automatically place the call after you enter a certain number of digits. If your phone does not automatically place the call after you enter a phone number, tap the Send soft key. If the call is placed before you enter all the digits, you have to place the call as follows: enter the phone number, tap the Dial soft key, and then pick up the handset.

headset mode by pressing , or switch to speakerphone mode by pressing . Your phone monitors the duration of all calls through a local call timer. You can view the call time for the

active call and for calls on hold.

In the following figure, the active call to Jack Jones has lasted for 21 minutes, 19 seconds. The calls to Francois and Catherine have lasted for 8 minutes, 33 seconds and 7 minutes, 1 second respectively.

Calling by Dialing Numbers, URLs, or IP Addresses

You can dial numbers, URLs, or IP addresses using your handset, speakerphone, or headset.

Calling Using the Handset

You can use the handset to dial a number, URL, or IP address.

To dial a number using the handset:

Do one of the following:

 Pick up the handset, and then enter the phone number.

 Enter the phone number, tap the Dial soft key, and then pick up the handset.

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Note: Your Speakerphone May Be Disabled

If your speakerphone does not work, your system administrator may have disabled the speakerphone on your phone. You must handle calls using the handset or a headset.

If your system administrator disables the speakerphone on your phone, “Handsfree mode disabled”

appears on the touch screen after you press .

Note: Automatically Place a Call

phone number, and then tap the Dial soft key, the Line Key, or press .

To dial a URL or IP address using the handset:

1 Pick up the handset. 2 Tap the URL soft key. 3 Enter the URL or IP address. (See Entering Data and Editing Fields.) 4 Tap the Send soft key.

Calling Using the Speakerphone

You can use the speakerphone to dial a number, URL, or IP address.

To dial a number using the speakerphone:

With the handset on-hook, do one of the following:

 Tap the New Call soft key or the Line Key, or press to obtain a dial tone. Then, enter the

phone number.

 Enter the phone number, and then tap the Dial soft key, the Line Key, or press .

To dial a URL or IP address using the speakerphone:

1 Tap the New Call soft key or the Line Key, or press . 2 Tap the URL soft key. 3 Enter the URL or IP address. 4 Tap the Send soft key.

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Note: Automatically Place a Call with Your Headset

If you frequently use a headset and want to make it the default call path, see Enabling Headset

Memory Mode.

Note: Automatically Place a Call

phone number, tap the Dial soft key, and then press .

Calling Using a Headset

You can use the headset to dial a number, URL, or IP address.

To dial a number using the headset:

With the optional headset connected, do one of the following:

 Tap the New Call soft key or the Line Key to obtain a dial tone. Then, press , and then

enter the phone number.

 Enter the phone number, tap the Dial soft key, and then press .

To dial a URL or IP address using the headset:

1 Tap the New Call soft key or the Line Key to obtain a dial tone.

2 Press . 3 Tap the URL soft key. 4 Enter the URL or IP address. 5 Tap the Send soft key.

Calling from Lists, Directories, and Keys

You can place calls from a call list (missed, placed, or received), directory (local Contact Directory or Corporate Directory), or from a Speed Dial Key or list using your handset, speakerphone, or headset.

Calling from Call Lists

You can place calls from your missed, placed, and received call lists.

To place a call from a call list:

1 Display a call list. (See Viewing Call Lists.)

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Note: Display Your Most Recent Search

If you have enabled your phone to save the results of your last search (or remember the last contact you selected), your previous search results (or the contact), will display instead of a blank search screen. To enable this feature, see Saving Corporate Directory Search Results.

Note: Not All Contacts Have Speed Dial Numbers

A contact may not have a speed dial number. To find out what a contact’s speed dial index number

is, or to assign or update a speed dial index number, see Updating Your Local Contact Directory

From the Received Calls, Missed Calls, or Placed Calls screen, press or to scroll to

the person you want to call, and then tap the Dial soft key, pick up the handset, or press .

Calling from Directories

You can place calls from your local Contact Directory or Corporate Directory.

To place a call from the local Contact Directory:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to call. Or, search for the contact (see

Searching Your Local Contact Directory).

3 To place the call, tap the Dial soft key, pick up the handset, or press .

To place a call from the Corporate Directory:

1 Tap > Features > Corporate Directory.

The Corporate Directory search screen displays.

2 Search for the contact you want to call (see Searching Corporate Directory).

3 Press or to scroll to the contact, and then tap the Dial soft key, pick up the

handset, or press .

Calling by Speed Dialing

You can quickly speed dial a contact by doing one of the following:

 Tapping the contact’s Speed Dial Key.

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Not all contacts have a Speed Dial Key. For information on Speed Dial Keys, see Managing Speed DialsManaging Speed Dials.

 Placing a call from the Speed Dial Information screen.

To place a call using speed dial:

Do one of the following:

 Tap the contact’s Speed Dial Key.

In the following figure, Speed Dial Keys are assigned to Lauren Gates, Jack Jones, Milton Stone, Teresa Swift, and Z Wong.

 From the idle screen, press . From the Speed Dial Information screen, scroll to the

contact. Then, tap the contact, pick up the handset, or press .

(During a call, you cannot access the Speed Dial Information screen by pressing .)

 If the contact has a speed dial index number that is equal to or less than 99, enter the speed dial

index number from the idle screen, and then press (on the phone console). From the Speed

Dial Information screen, tap the Dial soft key, pick up the handset, or press .

The call is placed.

Calling by Redialing

To redial a number, press . A call to your last placed call is attempted.

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Note: Calling Using H.323 Protocol is an Optional Feature

Handling calls that use the H.323 protocol is an optional feature that your system administrator enables. Your system may not support it or have an H.323 license. For more information, contact your system administrator. If your phone supports the H.323 protocol, be aware of the following limitations:

» You cannot forward or transfer H.323 calls. » You cannot set up forwarding for lines that just use the H.323 protocol. » You cannot set up shared lines for lines that use the H.323 protocol. » You cannot place a call by just entering an H.323 name. To place a call using an H.323 name,

use URL-dialing mode and enter the following format for the URL: <H.323 name>@<server name>

For example: VVX101@100.100.100.100

Calling Using the H.323 Protocol

Your system administrator can set up your phone so that it can handle calls that use either the SIP or H.323 protocol, or both protocols. Your phone may be set up so that a line can handle one or both protocols.

If your phone can handle calls using both protocols, you may be able to choose the protocol to use before you tap the Dial or Send soft key, or before a call is automatically placed. You may also be able to choose to allow your phone to automatically select the protocol to use.

If your phone is set up to handle both protocols, you may be able to choose a protocol before you place a call using one of the following methods:

 The soft key method

Soft keys display to allow you to choose the protocol. Tap the Use SIP, Use H.323, or Use Auto soft key one or more times to toggle between Use SIP (to place a SIP call), Use H.323 (to place an H.323 call), or Use Auto (to allow your phone to automatically select the protocol to use). The protocol you select displays in the title bar. Your phone will use the selected protocol for all subsequent calls, unless you select a different protocol.

 Dialog box method

A dialog box displays to allow you to choose the protocol. Tap Use SIP (to place a SIP call) or Use H.323 (to place an H.323 call).

For dual-protocol phones, the protocol displays next to all call IDs, including the call IDs for conference call participants and calls on hold. The following figure shows a SIP call placed to Jack Jones.

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Note: End a Call by Tapping a Line Key

Your system administrator may have set up your phone so that you can end calls by tapping the Line Key. If your phone is set up to do this, you can end an active call by tapping the Line Key associated with the call.

When you place calls from call lists or directories, your phone automatically chooses the protocol to use based on the information in the call list or directory. When you set up a contact in your Local Contact Directory, you can specify the protocol the contact uses to handle calls. This allows your phone to automatically use the correct protocol when you dial the contact.

Ending Calls

To end a call:

Do one of the following:

 Tap the End Call soft key.  If you’re in handset mode, replace the handset.

 If you’re in speakerphone mode, press .

 If you’re in headset mode, press .

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Web Info: Supported Headsets

For a list of supported headsets, see Technical Bulletin 37477, SoundPoint IP and Polycom VVX

1500 Headset Compatibility List.

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.

Enabling Headset Memory Mode

This feature is useful for permanent or full-time headset users. You can set up your phone so that all incoming and outgoing calls use your headset. At any time, you can switch to handset or speakerphone mode.

To use Headset Memory Mode, you must enable, and then activate, Headset Memory Mode. If you switch to handset or speakerphone mode, you deactivate Headset Memory Mode. To switch back to Headset Memory Mode, you must activate it again.

To enable Headset Memory Mode:

1 Tap > Settings > Basic > Preferences > Headset > Headset Memory. 2 From the Headset Memory Mode screen, tap Enabled, and then tap the Select soft key.

3 To activate Headset Memory Mode, press twice.

All calls will now go to your headset. If you tap the Line Key with the flashing green status indicator or the Answer soft key to receive a call, the call will connect to your headset automatically.

If you switch to the speakerphone or the handset, you deactivate Headset Memory Mode (calls no longer automatically go to your headset, unless you choose this mode). To have calls go to your headset again,

activate Headset Memory Mode by pressing twice.

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Web Info: Electronic Hookswitch Supported Headsets

For information on supported headsets to provide electronic hookswitch features to place, answer, and end calls, see Technical Bulletin 37477, SoundPoint IP and Polycom VVX 1500

Headset Compatibility List.

Using Electronic Hookswitch

If you use a headset that supports electronic hookswitch, you can place, answer, and end calls by pressing the hookswitch button on your headset.

While Your Phone Rings

While your phone rings, you can do the following:

 Temporarily ignore the call before answering it. See Ignoring or Silencing Incoming Calls.  Terminate the call so you can’t answer it. See Rejecting Incoming Calls.  Forward the call to another party. See Forwarding Calls While Your Phone Rings.

Ignoring or Silencing Incoming Calls

Ignore or silence a call to do the following:

 Minimize the incoming call window so it doesn’t display in the large window in the center of the

touch screen.

 Stop your phone from ringing.

When you ignore or silence a call, you stop your phone from ringing, but you can still answer the call (the call’s visual notification will still display).

To ignore or silence a call:

» While your phone rings, tap the Ignore soft key (for private lines) or the Silence soft key (for

shared lines). The incoming call window is minimized and your phone stops ringing. To answer an ignored or silenced call, tap the Answer soft key, or tap the Line key with the flashing

green status indicator. To end an ignored call, tap the Reject soft key.

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Note: Call Forwarding is an Optional Feature

Your company’s settings may override this feature. For more information, contact your system administrator. Call forwarding is not available on shared lines. You cannot forward calls from endpoints that use the H.323 protocol. In addition, you cannot set up forwarding for lines that only use the H.323 protocol.

Rejecting Incoming Calls

Reject a call to stop your phone from ringing and end the call so you can’t answer it. Calls you reject

display in your Received Calls list. Rejecting calls is not available for shared lines.

To reject a call:

» While your phone rings, tap the Reject soft key.

The call ends.

Forwarding Calls While Your Phone Rings

You can manually forward a call to another number while your phone rings. You can also set up your phone to forward all incoming calls to a third party (see Forwarding All Calls to

Another Party), or forward calls from a certain contact to another party (see Diverting Calls from a Contact to Another Party).

To forward an incoming call to another party:

1 While your phone rings, tap the Forward soft key. 2 Enter the phone number to forward the incoming call to.

(Your phone displays the last number you forwarded calls to.)

3 Tap the Forward 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.

During Calls

When you’re in a call, you can do the following:

 Place the call on hold. See Holding and Resuming Calls.  Transfer the call to another party. See Transferring Calls.  Set up a conference call with the call you’re in and another party. See Setting Up Conference Calls.  Change the way you view video for the call. See Customizing Video During Calls.

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Note: Press Mute Instead of Hold While in a Conference Call

The Hold feature typically generates music or a beeping tone. Therefore, avoid placing a conference call on hold.

If you’re in a conference and don’t want anyone to hear you, press instead of placing the conference on hold.

Holding and Resuming Calls

To place a call on hold, tap the Hold soft key or press during an active call. When you place a call on hold, the following happens:

 The hold icon, , will display on the Line Key.  The Line Key status indicator will flash red.  The call’s window is minimized and placed in the inactive call group (above the soft keys). The

inactive call window displays “Hold.” The following figure shows a call on hold. The hold icon and the flashing red status indicator display on

the Line Key.

Tap the Resume soft key, press again, or tap the Line Key, to retrieve the call. If you have more than one call on hold, tap the call you want to resume, and then tap the Resume soft

key. If you tap the Line Key, the first call in the inactive call group for the Line Key will automatically resume.

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Handling Multiple Calls on Hold

Your phone displays all calls for a Line Key by displaying multiple windows on the screen. The phone only displays the calls for one Line Key at a time.

The active call (if any) displays in a window in the center of the touch screen. Held calls or incoming calls

display in minimized windows above the phone’s soft keys (the “inactive call group”). The Line Key

associated with the displayed calls is green. The Line Key displays a counter showing the number of calls for the Line Key. If all the calls for a Line Key are inactive, the status indicator for the Line Key glows red. If the Line Key has an active call, the status indicator glows green.

The following figure shows four calls on hold for Line Key 2076.

To select a call on hold, tap the call on hold. New soft keys will display that apply to the selected call. To

resume the call, tap the Resume soft key or press .

If there are more than three calls on hold, tap or to display additional calls on hold. You can

also press or to select a call on hold. To access the calls on another Line Key, tap that Line Key. When you tap a Line Key, the first call on hold

in the inactive call group for that Line Key will automatically resume.

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Note: You Cannot Transfer H.323 Calls

Transferring Calls in not supported with H.323 Protocol

Note: Ending a Conference Call

By default, when you end a conference, the other conference call participants remain connected. However, your system administrator may set up your phone so that when you end a conference, all connections end.

Transferring Calls

A call can be transferred in one of three ways:

 Consultative—The party to whom you want to transfer the call answers their phone before you

transfer the call or hang up. You can consult with them before completing the transfer. You also

have the option of transferring the call before the party answers.

See Performing a Consultative Transfer.

 Blind—The call is automatically transferred after you dial the number of the party to whom you want

to transfer the call. You don’t have the option of talking to the party.

See Performing a Blind Transfer.

 Attended—Conference call parties are automatically connected to each other after you exit a

conference.

Set up a conference call and then end your participation. For more information, see Ending

Conference Calls.

Performing a Consultative Transfer

Perform a consultative transfer if you want to talk to the party to whom you’re transferring the call. Or, you

can choose not to talk to the party. In this case, you wait for the party’s ring-back sound, and then transfer the call.

To perform a consultative transfer:

1 During a call, tap the Transfer soft key or press . The active call is placed on hold. 2 From the Transfer to: screen, place a call to the party to whom you want to transfer the call. See

Placing Calls.

3 When you hear the ring-back sound, tap the Transfer soft key or press . If you want to talk

privately to the person to whom you’re transferring the call before the transfer is complete, wait until

the person answers the call, talk to the person, and then tap the Transfer soft key or press

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Note: Your Video Conference Can Include Two or More Parties

By default, you can create a conference with two other parties. Depending on your phone system, you may be able to host a conference with more than two parties. For more information, see your system administrator.

.After the party answers, tap the Transfer soft key or press . If you’re 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 tapping the Cancel soft key.

Performing a Blind Transfer

When you use a blind transfer, you transfer a call without speaking to the party to whom you’re

transferring the call. The call is automatically transferred as soon as you dial the party’s number.

To perform a blind transfer:

1 During a call, tap the Transfer soft key or press . 2 From the Transfer to: screen, tap the Blind soft key. 3 From the Blind transfer to: screen, place a call to the party to whom you want to transfer the call.

See Placing Calls. If you want to cancel the transfer (before the call is placed), and return to the original call, tap the

Cancel soft key.

The call automatically transfers to the party you specified.

Setting Up Conference Calls

You can create a conference with two other parties using the phone’s local conference feature. During a

conference call, your phone can exchange video with only one conference participant (even if more than one participant can send video). The participant with whom you exchange video depends on how you set up the conference. You also have the option of choosing the participant with whom to exchange video.

During a conference, you have access to the conference management feature. This feature allows you to manage each participant in the conference call. You can mute, hold, and remove individual participants, as well as choose the conference participant with whom to exchange video. For more information, see

Managing Conference Call Part.

Hosting Conference Calls

You can set up a conference in one of two ways:

 Using the Conference soft key or . The participant with whom you will exchange video is

the participant you most recently added to the conference (if the party can exchange video).

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Note: Your Video May Change to a Different Site

If the site for which you view video changes to a different site after you set up a conference, the message “Video can only be active with one party at a time” displays. To choose the participant with whom to exchange video, see Managing Conference Call Part.

Note: Single Key Press Conferences

If configured for single key-press conferences, you don’t need to tap the Conference soft key again.

 Using the Join soft key, if you have an active call and one call on hold (on the same or another

Line Key). The participant with whom you will exchange video is the party who was previously on hold (if the party can exchange video).

To set up a conference call using the Conference soft key or dialpad key:

1 Call the first party. See Error! Reference source not found..

2 Tap the Conference soft key or press to create a new call. The active call is placed on

hold. The Conference with: screen displays.

3 Call the second party. See Error! Reference source not found..

4 When the second party answers, tap the Conference soft key or press again to join all

parties in the conference.

If the second participant can exchange video, you will exchange video with the second participant. If the second participant cannot exchange video, but the first participant can, you will exchange video with the first participant.

The Conference window displays.

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Note: You Can Only Have One Call on Hold

You can only set up a conference with an active call and a call on hold if you only have one call on hold. If you have more than one call on hold, you have to set up a conference using the Conference key or soft key.

To set up a conference call with an active call and a call on hold:

» If you have an active call and a call on hold (either on the same Line Key or a different Line Key),

tap the Join soft key. The Conference screen displays. A conference is created with the active call, the call on hold, and yourself. The conference call

takes place on the Line Key from which you handled the last active call. If the participant who was previously on hold can exchange video, you will exchange video with that

participant. If the participant who was on hold cannot exchange video, you will exchange video with the other participant.

Holding and Resuming Conference Calls

When you place a conference call on hold, you place all other conference participants on hold. To place a specific participant on hold, see Managing Conference Call Participants.

To place a conference call on hold:

» During a conference call, tap the Hold soft key.

The other participants in the conference call are placed on hold. The Conference window is minimized and placed in the inactive call group.

To resume the conference call, tap the Conference window to make sure it is selected, and then tap the Resume soft key. To end the conference call and place all other conference call participants on hold, tap the Split soft key.

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Note: There are Different Ways to End Conference Calls

Your system administrator may have set up your phone so that you can end active calls by tapping the Line Key. If your phone is set up to do this, you can end an active conference call by tapping the Line Key associated with the conference call. Your system administrator may have set up your phone so that when you tap the End Call soft key, all connections end.

Conference call participants won’t remain connected if they can’t handle calls using the same

protocol.

Ending Conference Calls

You can end a conference, and your connection to the other participants, by tapping the End Call soft key. By default, when you tap the End Call soft key, the other participants remain connected.

To end a conference call:

» During a conference call, tap the End Call soft key.

By default, the other parties remain connected.

Splitting Conference Calls into Two Calls on Hold

When a conference is established, a Split soft key is available. When you split a conference, you end the conference and place all parties on hold. The Split soft key is available during conference calls, and when a conference call is on hold.

To split a conference call:

» During a conference call, tap the Split soft key. (If a conference call is on hold, tap the conference

call window, and then tap the Split soft key.)

The conference ends, and all calls are split into individual calls and placed on hold.

Managing Conference Call Participants

When you manage conference call participants, you can do the following:

 Mute a participant.  Place a participant on hold.  Remove a participant from the conference.  Obtain information about a participant.  Choose the participant with whom to exchange video.

To manage a participant, tap the window of the participant you want to manage. The participant’s window will be highlighted, and the soft keys will update to show Far Mute, Hold, Remove, Information, and Back.

The following figure shows the soft keys that display when you manage a conference call participant (in this case, Jack Jones). If the participant you tapped is not the participant with whom you’re exchanging video, the Select Video soft key also displays.

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To manage a conference call:

1 During a conference call, tap the window of the conference call participant you want to manage.

The soft keys update so you can manage the participant. You can access the following soft keys:

 Far Mute—Mutes the selected participant. The muted participant can hear all participants, but

no participant can hear the muted participant.

 Select Video—Selects the conference call participant as the “active” conference participant.

This is the participant with whom you will exchange video.

 (The Select Video soft key does not display if you’re currently exchanging video with the

selected participant, or if the participant is not calling from a video endpoint.)

 Hold—Places a selected conference participant on hold. The held party cannot hear any

participant, and no participant can hear the held party.

 Remove—Removes the selected conference participant from the conference, ends the

conference call, and creates an active call between you and the other participant.

 Information—Provides additional information about the selected conference participant.  Back—Displays the conference call soft keys again (Hold, End Call, Manage, Split, Video).

2 Do one of the following:

 To mute the conference participant, tap the Far Mute soft key.

The muted party can hear all participants, but no participant can hear the muted party. The far

mute icon, , displays in the muted party’s window.

(If you press instead of tapping the Far Mute soft key, all other participants

can hear each other, but they cannot hear you. The red mute icon, , displays next to nearsite video.)

To un-mute the muted party, tap the UnMute soft key.

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Note: Customize Your Phone’s Settings for all Video Calls

In addition to customizing video during a call, you can set up your phone to handle video for all calls in specific ways (for example, how to display all incoming video calls, or how to stop the transmission of near-site video for all calls).. For more information, see Changing When and How

Video Displays.

 To select the conference participant as the “active” participant (the participant with whom you

will exchange video), tap the Select Video soft key.

 To place the conference participant on hold, tap the Hold soft key.

The held party cannot hear any participant, and no participant can hear the held party. To return the participant to the conference, tap the Resume soft key.

(If the held party taps the Hold soft key or presses on their phone, the participant will still be held within the conference even if you tap the Resume soft key.)

To place a conference call on hold, see Holding and Resuming Conference Calls.

 To remove the conference participant from the conference, tap the Remove soft key.

Handling Video During Conference Calls

During a conference call that includes a video endpoint, you can tap the Video soft key (if you aren’t

managing a conference participant) or press to display soft keys that allow you to start and stop near-site video, display video on the full screen, or swap the windows that near-site and far-site video display in. For more information, see Customizing Video During Calls.

Customizing Video During Calls

During a video call, you can:

 Start and stop the transmission of near-site video  Swap the windows video displays in  View video on the full screen

To handle video during a call:

» During a video call, tap the Video soft key or press to display the soft keys that allow you

to access video features. (The Video soft key is only available when a video call is active. If you

press during an audio-only call, the video soft keys will not display.) The following video soft keys display:

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Note: Disable Video for all Calls

If you want, you can disable video across all calls, not just for the current call. For information on disabling video for all calls, see Enabling or Disabling Video. You cannot start and stop far-site video. If your phone receives far-site video, it will always display it.

Note: Display Video on the Full Screen

You don’t have to access the video soft keys to display video on the full screen. During a video call, tap the window in the center of the touch screen to display the site on the full screen. To display the site in the center of the touch screen again, tap the touch screen outside of the PIP.

 Stop Video/Start Video—Starts and stops the transmission of near-site video. When you tap

the Stop Video soft key, the far-site will no longer see you, and the stop video icon, , displays next to the near site, in either the PIP or in the larger window in the center of the touch screen.

 Full Screen—Displays the video that is in the center of the screen on the full screen. The PIP

still displays in the corner, but the soft keys are hidden. (Depending on the video endpoint, you may or may not see the black bars.)

To display the site in the center of the touch screen and to access soft keys again, tap the touch screen outside of the PIP. (If you tap the PIP, you will just swap the windows the sites display in.)

 Swap—Switches the windows the sites display in. For example, the site in the PIP will display in

the window in the center of the touch screen, and the site in the window in the center of the touch screen will display in the PIP. When the near site displays in the window in the center of the touch screen, “Local camera” displays next to it.

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Note: Swap Your Video Screen

During a video call, you can tap the PIP to swap the site windows. To swap windows again, tap the PIP again. You can also set up your phone to automatically display the far site on the full screen. For more information, see Changing How You View All Video Calls

Note: Call Forwarding is an Optional Feature

Your company’s settings may override this feature. For more information, contact your system

administrator. Call forwarding is not available on shared lines. You cannot forward calls from endpoints that use the H.323 protocol. In addition, you cannot set up forwarding for lines that only use the H.323 protocol.

 Back—Displays the call soft keys again.

For more information on using video and updating video settings, see Changing When and How Video Displays.

Changing the Way Calls are Answered

Forwarding All Calls to Another Party

You can set up your phone to forward all calls to another number. Your phone will forward calls even if you enable the Do Not Disturb feature. (You can also forward calls on a call-by-call basis. For more information, see Forwarding Calls While Your Phone Rings.)

To forward all calls to another party:

1 Do one of the following:

 Tap > Features > Forward.  From the idle screen, tap the Forward soft key.

If your phone is set up with a single line, the Forwarding Type Select screen displays. If your phone is set up with multiple lines, the Line Select screen displays. Tap the line for which

you want to forward calls. The Forwarding Type Select screen displays.

2 From the Forwarding Type Select screen, tap the forwarding type you want. The options are:

 Always—To forward all incoming calls.  No Answer—To forward all unanswered incoming calls.  Busy—To forward calls that arrive when you’re already in a call.

3 Do one of the following:

 If you selected Always, enter a number to forward all future incoming calls to.  If you selected No Answer, do the following:

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Note: Enter a URL or IP Address

You can also enter a URL or an IP address. For more information on using a URL or an IP address, see Placing Calls.

i. In the Contact field, enter a number to forward all unanswered incoming calls to. ii. Tap the Forward After Rings field, and then enter how many rings to wait before

forwarding the call (one ring is approximately six seconds). A value of 2 is recommended.

 If you selected Busy, enter a number to forward all future incoming calls to when you’re already

in another call.

4 Tap the Enable soft key to confirm call forwarding.

If you chose to always forward calls, the Line Key displays the forwarding icon, , to indicate that the Always forwarding type is enabled. If you enabled the Busy or No Answer forwarding type, the Line Key icon does not change.

The following figure shows Line 2076 with the Always forwarding type enabled.

To disable call forwarding:

1 Do one of the following:

 Tap > Features > Forward.  From the idle screen, tap the Forward soft key.  If your phone is set up with a single line, the Forwarding Type Select screen displays.  If your phone is set up with multiple lines, the Line Select screen displays. Tap the line for which

you want to disable call forwarding. The Forwarding Type Select screen displays.

2 From the Forwarding Type Select screen, tap the forwarding type you want to change, and then tap

the Disable soft key.

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Note: You Cannot Reject Calls on Shared Lines

You can’t reject calls on shared lines. You can only silence them. For more information, see

Supporting Shared Lines.

Note: You Cannot Transfer Calls Using H.323 Protocol

You cannot transfer calls from endpoints that use the H.323 protocol.

Rejecting Calls from a Contact

You can send all incoming calls from a particular contact to your voice and video mail system. (If you don’t have one set up, the call will still ring on your phone.)

To send incoming calls from a contact to your mail system:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose information you want to update, and then tap the

Edit soft key.

3 From the Edit Contact screen, tap the Auto Reject field, and then tap the field’s highlighted grey

box. From the drop-down list, tap Enabled.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

Diverting Calls from a Contact to Another Party

You can transfer all incoming calls from a particular contact to a third party.

To divert incoming calls from a contact to a third party:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact for whom you want to transfer calls. 3 From the Edit Contact screen, do the following:

 Tap the Divert Contact field, and then enter the number of the party to whom you want to divert

the call.

 Tap the Auto Divert field, and then tap the field’s highlighted grey box. From the drop-down list,

tap Enabled.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

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Note: Do Not Disturb is an Optional Feature

Do Not Disturb is an optional feature that your system administrator sets up. Your system may not support it. For more information, contact your system administrator.

Note: Do Not Disturb on Shared Lines

Enabling Do Not Disturb on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer the call.

Temporarily Refusing All Calls (Do Not Disturb)

You can prevent your phone from ringing and displaying an incoming call window. When you enable Do Not Disturb:

 The Do Not Disturb icon, , displays on the status bar and on each Line Key.  The Do Not Disturb message scrolls under the time.

 The Do Not Disturb key, , glows red.  All calls you receive while Do Not Disturb is enabled will be logged in your Missed Calls list (see

Viewing Call Lists). Missed calls will be identified by the missed call icon, , on the status bar.

(If you have chosen to forward your calls to another number, calls will be sent to that number if you enable the Do Not Disturb feature.)

The following figure shows the Do Not Disturb icon on the status bar and Line Key, and the “Do Not Disturb” message that scrolls under the time.

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Note: Do Not Disturb Applies to All Phone Lines

By default, the Do Not Disturb feature applies to all lines on your phone. For more information, contact your system administrator.

Note: You Can Enable or Disable Do Not Disturb for All Phone Lines

Clear All soft key. After you tap the Set All or Clear All soft key, the idle screen displays.

To enable Do Not Disturb:

» Press .

To disable Do Not Disturb:

» Tap or press .

Multiple Lines and Do Not Disturb

Your system administrator can enable your phone so that you can enable Do Not Disturb on a line-by-line

basis. The Do Not Disturb icon, , will display on each Line Key for which Do Not Disturb is enabled.

To enable Do Not Disturb for a particular line:

1 Press .

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Note: You Can Enable or Disable Do Not Disturb for All Phone Lines

You can automatically enable or disable Do Not Disturb for all lines. To automatically enable Do Not Disturb for all lines, tap the Set All soft key. To automatically disable the feature for all lines, tap the Clear All soft key. After you tap the Set All or Clear All soft key, the idle screen displays.

2 From the Line Select screen, tap the line for which you want to apply Do Not Disturb. 3 From the Do Not Disturb screen, tap the Enable soft key.

The Do Not Disturb icon, , displays on each Line Key for the line you selected. The following figure shows Do Not Disturb enabled for one line only.

To disable Do Not Disturb for a particular line:

1 Tap or press .

2 From the Line Select screen, tap the line for which you want to disable Do Not Disturb. 3 From the Do Not Disturb screen, tap the Disable soft key.

Working with Call Lists

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

If you miss one or more calls, the status bar will display an icon, , with a counter indicating the number of new missed calls you have. To view information about the missed call(s), tap the icon on the touch screen, or navigate (see Viewing Call Lists), to your Missed Calls list. After you view the missed calls, the icon on the touch screen disappears.

The following figure shows the missed calls icon on the touch screen.

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To View this Call List…

Do this…

Received Calls

Press .

Missed Calls

 Press .

 If you haven’t viewed the missed call yet,

tap the missed call icon, , that displays on the status bar on the touch screen.

Placed Calls

Press .

Viewing Call Lists

You can access any call list from the Call Lists menu, or you can quickly access missed calls from the idle screen.

To view a call list:

» Do one of the following:

 Tap > Features > Call Lists > Missed Calls, Received Calls, or Placed Calls.  From the idle screen, use these shortcuts:

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Note: Automatically Clear All Calls

To automatically clear all calls in all call lists, you can restart the phone. See Restarting Your Phone.

Managing Call Lists

You can clear all the records in a call list, or just one record. You can also choose a record in a list and return the call, store the call details in your local Contact Directory, or view detailed information about the particular call.

To manage a call list:

1 Tap > Features > Call Lists. 2 From the Call Lists screen, do one of the following:

 To clear the records in a call list, tap Clear, and then tap either Missed Calls, Received Calls

or Placed Calls. A message displays indicating that the call list is cleared. For example, “Missed Calls Cleared!”

 To view and manage the calls in a call list, tap either Missed Calls, Received Calls or Placed

Calls. Your call list information displays.

 Press or to scroll to a call. You can do the following:  To place the call, tap the Dial soft key.  To edit the phone number (if necessary) before you place the call or store the call details in your

Contact Directory, tap the Edit soft key.

 To return to the Call Lists menu, tap the Back soft key.  To remove the call from the list, tap the Clear soft key.  To store the contact in your local Contact Directory, tap the Save soft key.  To view information about the call, such as the phone number, the time and duration of the call,

and the name of the caller, tap the Information soft key.

3 Tap to return to the idle screen.

Working with Contact Directory

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

With Contact Directory, you can do the following:

 Dial contacts. See Calling from Directories.  Search for contacts. See Searching Your Local Contact Directory.

If you can update Contact Directory, you can also do the following:

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Note: Protocols Display in the Directory

If a protocol is specified for a contact, the protocol type will display in the directory. For example, if Lauren Gates uses the SIP or H.323 protocol, the directory entry will look like this: Lauren Gates (1951 SIP) or Lauren Gates (1951 H323).

 Add contacts manually, from call lists, or from a Corporate Directory. See Adding Contacts to Your

Local Contact Directory.

 Update contact information. See Updating Your Local Contact Directory.  Delete contacts. See Deleting Contacts from Your Local Contact Directory.

Searching Your Local Contact Directory

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

To search for a contact:

1 Do one of the following:

 Tap > Features > Contact Directory.

 Press , and then tap Contact Directory.

2 From the Directory screen, tap the Search soft key. Then, enter the first few characters of the

contact’s first or last name, and then tap the Search soft key again. The screen displays a list of successful matches.

3 Tap to return to the idle screen.

Adding Contacts to Your Local Contact Directory

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

 Manually (if you have permission to update your local Contact Directory). See Adding Contacts

Manually.

 From a call list. Adding Contacts from Call Lists.  From a Corporate Directory (if this is set up on your phone). See Adding Corporate Directory

Contacts to Your Local Contact Directory.

Adding Contacts Manually

You can update your local Contact Directory manually, instead of importing contact information from a call list or a Corporate Directory.

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Note: Your Phone May Not Display All the Following Fields

Your phone may not display all the following fields. For more information, see your system administrator.

To add a contact manually:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the Add soft key. 3 From the Add To Directory screen, enter the contact information:

 (Optional.) In the First Name field, enter the first name of the contact (see Entering Data and

Updating Fields).

You can enter a maximum of 32 characters.

 (Optional.) Tap the Last Name field, and then enter the last name of the contact (see Entering

Data and Updating Fields).

You can enter a maximum of 32 characters.

 (Required.) Tap the Contact field, and then enter the contact’s phone number.

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

 (Optional.) Tap the Speed Dial Index field, and then update the speed dial index number.

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

If you assign a speed dial index number that is already taken, the message “Speed dial index

already exists” displays.

Contacts with a speed dial index number can be automatically assigned to a Speed Dial Key for one-touch dialing. For more information, see Managing Speed Dials.

 (Optional.) Tap the Label field, and then enter a label for the contact. You can enter a maximum

of 32 symbols, letters, or numbers. If you specify a label, the label will be the first item that displays for the contact in the Contact

Directory and on the Speed Dial Information screen (before the contact’s first and last names, if specified). The label will also display on the contact’s Speed Dial Key.

In the following figure, the label “Manager” has been assigned to Lauren Gates. As a result,

Lauren Gates’ Speed Dial Key displays “Manager” instead of “Lauren Gates.”

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Note: A Mail System is Required for Auto Reject

If you don’t have a mail system set up, enabling the Auto Reject field will have no effect. Each time the contact calls, your phone will ring (unless you choose to divert the contact’s calls, or enable call

forwarding or Do Not Disturb on your phone).

 (Optional. This field only displays if your phone supports the H.323 protocol. For more

information, see Placing Calls Using the H.323 Protocol.) Tap the Protocol Type field, and then tap the field’s highlighted grey box. From the drop-down list, tap SIP, H.323, or Unspecified. (The default setting is Unspecified.)

If you select SIP, the phone will attempt to use the SIP protocol to place calls to this contact. “SIP” will display next to the contact on the Directory screen and Speed Dial Information screens.

If you select H.323, the phone will attempt to use the H.323 protocol to place calls to this

contact. “H323” will display next to the contact on the Directory screen and Speed Dial

Information screens. If you select Unspecified, the phone will automatically choose the protocol to use to place calls

to this contact.

 (Optional.) Tap the Ring Type field, and then tap the field’s highlighted grey box. From the

drop-down list, tap the ring type you want to use for the contact.

 (Optional.) Tap the Divert Contact field, and then enter the phone number of the third party to

which you want this contact’s calls sent. You can enter a maximum of 32 characters.

 (Optional.) Tap the Auto Reject field, and then tap the field’s highlighted grey box. From the

drop-down list, tap Enabled or Disabled. (The default setting is Disabled.) If you set the Auto Reject field to enabled, each time the contact calls, the call will be directed to

your mail system (if one is set up).

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Note: Check the Contact Directory After You Save a Contact

You may want to go to the Contact Directory to see if the contact was saved correctly and to add any missing contact information. To find a contact in your Contact Directory, see Searching Your

Local Contact Directory. To update missing contact information, see Adding Contacts Manually

(step 3).

 (Optional.) Tap the Auto Divert field, and then tap the field’s highlighted grey box. From the

drop-down list, tap Enabled or Disabled. (The default setting is Disabled.) If you set the Auto Divert field to enabled, each time the contact calls, the call will be directed to

the third party you specified in the Divert Contact field.

 (Optional.) Tap the Watch Buddy field, and then tap the field’s highlighted grey box. From the

drop-down list, tap Enabled or Disabled. (The default setting is Disabled.)

If you set the Watch Buddy field to enabled, you can monitor the contact’s status. For more

information on monitoring status, see

Using Buddy Status Lists.

 (Optional.) Tap the Block Buddy field, and then tap the field’s highlighted grey box. From the

drop-down list, tap Enabled or Disabled. (The default setting is Disabled.) If you set the Block Buddy field to enabled, the contact cannot monitor your status. For more

information on monitoring status, see

Using Buddy Status Lists.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

Adding Contacts from Call Lists

You can save call information from a call list to your local Contact Directory. The contact’s first and last names (if available) and contact number are saved.

To add a contact from a call list:

1 Display a call list. (See Viewing Call Lists.)

2 Press or to scroll to the call you want to save to your local Contact Directory,

and then tap the Save soft key.

The message “Saved” displays. If the contact already exists in your local Contact Directory, “Contact already exists” displays.

3 Tap to return to the idle screen.

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Updating Your Local Contact Directory

You can update information for contacts in your local Contact Directory.

To update a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose information you want to update. Or, search for the

contact (see Searching Your Local Contact Directory).

3 Tap the Edit soft key. 4 From the Edit Contact screen, update the contact information.

For information on the fields you can update, see Adding Contacts Manually (step 3).

5 Tap the Save soft key.

6 Tap to return to the idle screen.

Deleting Contacts from Your Local Contact Directory

You can delete contacts from your local Contact Directory.

To delete a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to delete. Or, search for the contact (see

Searching Your Local Contact Directory).

3 Tap the Delete soft key.

The contact is deleted from the directory.

4 Tap to return to the idle screen.

Working with Corporate Directory

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

From Corporate Directory, you can do the following:

 Dial contacts. See Calling from Directories.  Search for contacts. See Searching Corporate Directory.  Add contacts to your local Contact Directory. See Adding Corporate Directory Contacts to Your

Local Contact Directory.

Searching Corporate Directory

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Note: Your Phone Can Save Searches

Each time you access Corporate Directory, the search screen displays, unless you enable your phone to remember the last search you performed or the last person you selected. To enable this feature, see Saving Corporate Directory Search Results.

Note: Your Most Recent Saved Search Displays

Note: Clear Your Previous Search

If you want to erase all your search criteria and enter new criteria before you submit your search, tap the Clear soft key.

When you access Corporate Directory, a search screen displays so you can search for a specific contact. You can perform a quick search or an advanced search.

To search for a contact in the Corporate Directory:

1 Do one of the following:

 Tap > Features > Corporate Directory.

 Press , and then tap Corporate Directory.

The Corporate Directory search screen displays.

2 From the Corporate Directory search screen, perform a quick search or an advanced search.

A quick search allows you to search using the contact’s last name (if the directory is alphabetized

by last name) or first name (if the directory is alphabetized by first name). An advanced search uses any combination of the contact’s first and last names, phone numbers, address, and title.

Do one of the following:

 To perform a quick search, in the Search box, enter the first few characters of the contact’s first

or last name (depending on how the directory is organized), and then tap the Submit soft key. The screen displays a list of contacts, starting with any successful matches.

 To perform an advanced search, tap the AdvFind soft key. From the Advanced Find screen,

enter your search criteria, and then tap the Submit soft key. The screen displays any successful matches.

3 Tap to return to the idle screen.

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Note: Your Most Recent Saved Search Displays

Note: Check the Contact Directory After You Save a Contact

You may want to go to the Contact Directory to see if the contact was saved correctly and to add any missing contact information. To find a contact in your Contact Directory, see Searching Your

Local Contact Directory. To update missing contact information, see Adding Contacts Manually (step

3).

Adding Corporate Directory Contacts to Your Local Contact Directory

You can save any contact listed in your Corporate Directory to your local Contact Directory. The contact’s

first and last names (if available) and contact number are saved.

To add a contact to your local Contact Directory:

1 Tap > Features > Corporate Directory.

The Corporate Directory search screen displays.

2 Search for the contact. (See Searching Corporate Directory.) 3 Tap the contact’s entry. 4 From the Contact screen, tap the Save soft key to save the contact to the local Contact Directory.

“Saved” displays on the screen. Only the first name, last name, and phone number are saved. If the contact already exists in your local Contact Directory, “Contact already exists” displays.

5 Tap to return to the idle screen.

Saving Corporate Directory Search Results

You can enable your phone to save Corporate Directory search results, and to remember the last person you viewed in the directory. Whenever you re-display Corporate Directory, the results of your last search, or the last person you selected, will display. If you don’t enable your phone to save search results, each time you access Corporate Directory, a blank search screen will display.

To save Corporate Directory search results:

1 Tap > Settings > Basic > Preferences >

Corporate Directory > View Persistency.

2 Tap Enabled, and then tap the Select soft key.

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3 To save the new setting, tap the Back soft key.

To view a blank search screen again:

1 Tap > Settings > Basic > Preferences >

Corporate Directory > View Persistency.

2 Tap Disabled, and then tap the Select soft key. 3 To save the new setting, tap the Back soft key.

Controlling What is Heard

You can change what you hear by doing the following:

 Changing the Ring Tone  Changing the Speaker Volume  Changing the Ringer Volume  Muting the Microphone  Choosing Where You Hear Sound Effects

Changing the Ring Tone

You can select from many different ring types to distinguish lines or to distinguish your phone from your

neighbor’s phone. You can also set distinctive incoming ring tones for contacts in your local directory so

you can identify callers when your phone rings.

Changing the Ring Tone for Your Phone

You can choose a distinctive ring tone for your phone to identify it when it rings. Or, you can choose distinctive ring tones for different lines on your phone.

To select a ring tone for your phone or a specific line:

1 Tap > Settings > Basic > Ring Type.

The Ring Type screen displays. (If multiple lines are configured on your phone, the Line Select screen displays instead, and you

have to select the line to which to apply the ring type. Then, the Ring Type screen displays.)

2 From the Ring Type screen, tap the ring type you want, and then tap the Select soft key. To hear

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

3 Tap to return to the idle screen.

Setting Ring Tones for Contacts

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Note: Setting Ring Tones is an Optional Feature

Your company’s settings may override this feature. For more information, contact your system

administrator.

Note: Headset and Handset Volume Returns to Preset Levels After Your Call Ends

To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, but your system administrator can change this. Speakerphone volume settings will be maintained across calls.

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

To set a distinctive ring tone for a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact for whom you want to assign a distinctive ring tone, and

then tap the Edit soft key.

3 From the Edit Contact screen, tap the Ring Type field, and then tap the field’s highlighted grey box.

From the drop-down list, tap the ring type you want to assign to the contact.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

Changing the Speaker Volume

You can change the volume of what you hear during a call.

To adjust the speaker volume:

» During a call, press either or to lower or raise the speaker volume.

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Changing the Ringer Volume

You can change the volume of your phone’s ring tone.

To adjust the ringer volume:

» When your phone is idle, press either or to lower or raise the ringer volume.

Muting the Microphone

Mute the microphone so that the other party (or parties) cannot hear you. Microphone Mute applies to all modes (handset, headset, and speakerphone). You can still hear all other parties while mute is enabled.

To mute the microphone:

» During a call (including a conference call), press .

The Mute key, , glows red, and displays next to near-site video. The other party (or parties) cannot hear you.

To turn off Microphone Mute:

» Press again.

The red light behind the Mute key, , turns off, and no longer displays next to nearsite video. The other party (or parties) can hear you.

Choosing Where You Hear Sound Effects

You can choose whether you hear sound effects (all phone sounds except call audio) from the handset, headset, or speaker. For example, you can configure your phone to ring on your headset, instead of the speaker. By default, all sound effects are heard from the speaker.

To choose where you hear sound effects:

1 Tap > Settings > Basic > Preferences > Audible Ringer. 2 From the Audible Ringer screen, select where you want to hear sound effects:

 To hear sound effects only from the phone’s loudspeaker, select Speaker.  To hear sound effects only from the handset, select Handset.  To hear sound effects only from the headset, select Headset.  To hear sound effects only from the device you’re currently using to hear call audio, select Active.

The default destination is Speaker.

3 Tap to return to the idle screen.

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Managing Speed Dials

You can associate contacts with Speed Dial Keys for single touch dialing of frequently used numbers.

Speed Dial Keys display . The following figure shows a phone with two Line Keys (2076 and 1948), and four Speed Dial Keys

(assigned to Lauren Gates, Jack Jones, Milton Stone, and Teresa Swift).

When a new entry is added to the Contact Directory, it is automatically assigned a speed dial index number, as well as the next available position under the Line Key(s). The phone populates all available positions with the contacts that have the lowest speed dial index numbers.

Speed Dial Keys display consecutively according to the speed dial index number (the lowest speed dial index number displays first). To re-order Speed Dial Keys, see Updating Speed Dial Keys.

For information on assigning or updating speed dial index numbers, see Updating Your Local Contact

Directory. For information on placing calls using speed dials, see Calling by Speed Dialing.

Adding Speed Dial Keys

Each time you add a contact to your Contact Directory, a speed dial index number is automatically assigned to the contact. If a position is available under the Line Key(s), the contact is automatically assigned to it, and you can place a call to the contact by tapping the Speed Dial Key.

To assign a new Speed Dial Key:

1 Tap > Features > Contact Directory. 2 Tap the Add soft key. 3 Add contact information for the new contact (see Adding Contacts to Your Local Contact Directory).

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Note: Assign Speed Dial Values Consecutively

Polycom recommends that you assign speed dial index values consecutively.

For example, if you assign the third position to the speed dial index value “2,” assign the fourth

position to the speed dial index value “3.”

Note: Voice and Video Mail is an Optional Feature

Voice and video mail is an optional feature that your system administrator sets up. Your system may not support it. Screen options may vary with your application. Voice/video mail may be accessible with a single key press.

The speed dial index can be any unused value between the next available number and a maximum

value of 9999. If you assign a speed dial index number that is already taken, the message “Speed

dial index already exists” displays.

Tap the Save soft key.

4 Tap to return to the idle screen.

Updating Speed Dial Keys

Update a Speed Dial Key to remove or re-order the Speed Dial Keys on your phone. You update a Speed

Dial Key by updating a contact’s speed dial index number. If you delete a speed dial index number for a

contact, the contact’s Speed Dial Key is replaced by the contact who has the closest speed dial index

number.

To update a speed dial index for an existing contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose speed dial index you want to update, and then

tap the Edit soft key.

3 From the Edit Contact screen, tap the Speed Dial Index field, and then enter or update the speed

dial index number. The speed dial index can be any value between the next available index value and a maximum

value of 9999.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

Accessing Voice and Video Mail

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

Your phone may indicate mail by the following:

 An icon, , on the status bar. The icon has a counter indicating the number of messages you

haven’t heard yet.

 An icon, , next to the Line Key.  A fast flashing LED indicator.  An audible alert (if your phone is on-hook).

You can temporarily remove all message indicators by accessing the Messages screen and tapping the

Clear soft key. After a period of time (about two hours), the message indicators will display again. To access voice or video messages:

1 Do one of the following:

 To review new messages, tap > Message Center.

 To review old messages, tap > Features > Messages > Message Center. Or,

press , and then tap Message Center. The Messages screen displays. (If multiple lines are set up on your phone, the Line Select screen displays instead, and you have to

tap the line for which to listen to messages. Then, the Messages screen displays.)

2 From the Messages screen, tap the Connect soft key, and then follow the voice or visual prompts

on the screen. (If you want to temporarily clear all message indicators without listening to your mail, tap the Clear

soft key.)

3 Tap to return to the idle screen.

To access voice or video messages:

» Press , and then follow the prompts to access your message(s).

Working with Multiple and Shared Lines

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

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Line Key Icon

Displays for…

Registered, private lines.

Registered, shared lines.

Unregistered lines.

Lines that have the Always call forwarding type enabled.

Lines that have Do Not Disturb enabled.

Supporting Multiple Lines

Your phone can support up to six different lines. Lines are assigned to the Line Keys on your phone. Typically, the top-most Line Key is reserved for the principal directory number (DN) of the phone.

When the phone is idle, Line Keys can display the following icons. (For information on icons that display when the phone has a call, see Understanding Phone Icons and Status Indicators.)

Your phone can handle a maximum of 24 calls, distributed across all lines. If your phone has two lines, and one line has 24 calls, your phone cannot accept any other calls.

You can set up any available key (that is, one that is not assigned to a line) as a Speed Dial Key. Speed

Dial Keys display . The following figure shows a phone set up with one phone line (2076). Since one Line Key is taken, there

are five keys available that you can assign as Speed Dial Keys. In this example, five Speed Dial Keys are set up.

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Note: Shared Lines is an Optional Feature

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

Note: Call Forwarding and Do Not Disturb on Shared Lines

Call Forwarding is not available on shared lines. In addition, you cannot set up shared lines for lines that use the H.323 protocol. Enabling Do Not Disturb on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer the call.

Supporting Multiple Line Keys Per Line

Your system administrator can assign each phone line to a single Line Key, or to multiple Line Keys. Incoming and outgoing calls for a phone line will be distributed evenly across all Line Keys that are

assigned to the phone line. For example, if you have two Line Keys set up as 1952, and you have an active call for 1952 on the first Line Key, an incoming call for 1952 will go to the second Line Key.

Your phone can be set up to have a combination of lines with a single Line Key and lines with multiple Line Keys.

Supporting Shared Lines

Your system administrator can set up your phone to support shared lines. 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 on both. Calls on shared lines can be transferred, placed on hold, or added to a conference.

If you have an incoming call on a shared line, you can tap the Silence soft key to stop your phone from ringing. The call’s visual notification will still display.

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Line Key Icon

Shared line Status

Line Key Status Indicator

Idle

(No indicator)

Active call

Solid red

Call or calls on hold

Flashing red

Note: Looking Your Phone is an Optional Feature

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

Your system administrator can set up your phone to automatically lock if the phone hasn’t been

used for a certain period of time, as well as block the phone’s browser while the phone is locked.

The following table shows the Line Key icons and status indicators that display for shared lines.

If you have an incoming call on a shared line and none of the phones are answered, the call displays in the missed calls log on all the phones. If you have an incoming call on a shared line and you or any of the other phones answer the call, the call is not logged as missed on any phone. Your Administrator can configure the phones so that if you have an incoming call on a shared line and one phone answers, the other phones log the call as a received call.

Locking and Unlocking the Phone

Lock your phone to do the following:

 Prevent unauthorized outgoing calls.  Allow only authorized people to answer calls.  Prevent people from viewing or modifying phone displays or information (for example, menus,

directory lists, call records, and Speed Dial Keys).

When your phone is locked:

 You can only make an outgoing call to a number from a list of authorized numbers.  You have to enter a password to answer incoming calls.  All keys and soft keys are disabled, except those that allow you to unlock the phone, make an

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

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

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Note: You Need the Administrative Password to Change Your Password

To change your user password, you need to enter the administrator password. For more information, see your system administrator.

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

About Your User Password

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

Changing Your User Password

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

To change your user password:

1 Tap > Settings > Advanced. 2 From the Password screen, enter the administrator password, and then tap the Enter soft key. 3 From the Advanced screen, select Change User Password. 4 From the Change User Password screen, enter your password information, and then tap the Enter

soft 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 calls 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 Tap > 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 password.

 DND when locked—Select this option if you don’t want your phone to ring. You won’t have the

option to answer incoming calls. All incoming calls will go to your mail system (if enabled) and

display in your Missed Calls list. The default setting is Allow ringing when locked.

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Note: Do Not Disturb on Locked Shared Lines

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.

Note: Using the Lock Soft Key

Your phone may be set up so that you can quickly lock it by tapping the Lock soft key from the idle screen. If you do this, however, you cannot choose how to handle incoming calls. Your phone will use the default setting (Allow ringing when locked), or the last setting you selected.

3 Tap the Lock soft key.

Your phone is locked.

To unlock your phone:

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

(For information on your user password, including what to do if you forget your user password, see

About Your User Password.)

The phone unlocks.

Calling and Answering from a Locked Phone

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

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

To call an authorized number from a locked phone:

» Do one of the following:

 Tap the New Call soft key. From the Place an Authorized Call screen, select the number you want

to call, and then tap the Dial soft key.

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

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 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. If you try to place a call to an unauthorized number, the message “Unauthorized number” displays.

(To view a list of authorized numbers that you can call, tap the New Call soft key from the idle screen when your phone is locked.)

The call is placed.

To answer a call on a locked phone:

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

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

(For information on your user password, including what to do if you forget your user password, see

About Your User Password.)

The call connects.

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Note: H.323 Protocol is an Optional Feature

Using the Advanced Features of Your 3:

Phone

This chapter shows you how to use the advanced features of your Polycom VVX 1500 C Business Media Phone for Cisco Unified Communications Manager (SIP) Polycom VVX 1500 business media phone.

Placing Calls Using the H.323 Protocol

If your phone is set up to handle both protocols, you may be able to choose a protocol before you place a call using one of the following methods:

 Soft key method

 Dialog box method

A dialog box displays to allow you to choose the protocol. Tap Use SIP (to place a SIP call) or Use H.323 (to place an H.323 call).

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Note: Instant Messaging is and Optional Feature

Instant messaging is an optional feature that your system administrator enables. Your system may not support it. Screen options may vary with your application.

When you place calls from call lists or directories, your phone will automatically choose the protocol to use based on the information in the call list or directory. When you set up a contact in your Local Contact Directory, you can specify the protocol the contact uses to handle calls. This allows your phone to automatically use the correct protocol when you dial the contact.

Using Instant Messaging

You can send and receive instant messages using your phone. Instant messaging is supported in realtime.

Your phone may indicate instant messages by the following:

 An icon, , on the status bar. The icon has a counter indicating the number of unviewed

messages you have.

 An icon, , next to the Line Key.  A fast flashing LED indicator.  An audible alert (if your phone is on-hook).

Reading and Managing Instant Messages

Messages display in the order they are received (the first message received displays first).

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Note: Instant Message Screen Options May Vary

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

To read instant messages:

1 Do one of the following :

 Tap > Instant Messages.

 Tap > Features > Messages > Instant Messages.

 Press , and then tap Instant Messages.

The Instant Messages screen displays. (If multiple lines are configured on your phone, the Line Select screen displays instead, and you

have to select the line to retrieve messages from. Then, the Instant Messages screen displays.)

2 From the Instant Messages screen, you can do the following:

 To view a specific message, tap the Next or Previous soft key. The first message received

displays first.

 To create a new message, tap the New soft key (see Sending Instant Messages).  To reply to the message, tap the Reply soft key (see Sending Instant Messages, step 3).  To delete the message, tap the Delete soft key.

3 Tap to return to the idle screen.

Sending Instant Messages

When you send a message, you can either select a message from a preset list of short messages (for example, “Call me“ and “Can’t chat now”), or you can use the dialpad to enter a custom message.

To send an instant message:

1 Do one of the following:

 Tap > Instant Messages.

 Tap > Features > Messages > Instant Messages.

 Press , and then tap Instant Messages.

The Instant Messages screen displays.

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Note: Monitoring Contacts’ Status’ is an Optional Feature

Monitoring the status (presence) of contacts is an optional feature that your system administrator enables. Your system may not support it. For more information, contact your system administrator. If your phone is provisioned by a Polycom® Converged Management Application™ (CMA™) system, your phone handles presence and Buddy Status lists differently than what is described in this section. For information on monitoring the status of CMA contacts, see Using Buddy Status Lists

with a CMA System.

(If multiple lines are configured on your phone, the Line Select screen displays instead, and you have to select the line to send the message from. Then, the Instant Messages screen displays.)

2 From the Instant Messages screen, tap the New soft key, enter the phone number, URL, or IP

address to send the message to, and then tap the Ok soft key. The phone number, URL, or IP address you entered displays on the screen.

3 Do one of the following:

 To choose a pre-scripted message, tap the Select soft key. From the Message Select screen,

tap the message you want.

 To compose a custom message, tap the Edit soft key, and then enter your message. (For

information on entering data, see Entering Data and Updating Fields.)

4 Tap the Send soft key.

5 Tap to return to the idle screen.

Using Buddy Status Lists

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Note: You May be Able to Monitor Up to 48 Buddies

Depending on the types of phones you monitor, and how they are configured, you may be able to monitor up to 48 buddies.

A Buddy Status list is a list of users/devices whose status, or “presence,” is shown. Users update their

presence setting (for example, “Be right back,” “Out to lunch,” or “Busy”), and you can view their status in real time from your phone’s Buddy Status screen, or from the idle screen (if your buddy has a Speed Dial

Key on your phone). If you like, you can block others from monitoring your status. You can watch the status of up to eight other phones. These phones form your Buddy Status list. Your

phone can be monitored by up to eight other phones.

If your phone is configured to work with Microsoft Office Live Communications Server 2005, the behavior of presence settings and Buddy Status lists is different. For more information, see Integrating with

Microsoft Live Communications Server 2005, or contact your system administrator.

Updating Your Presence Settings

Your presence setting indicates your status (either online, busy, be right back, away, out to lunch, offline, or do not disturb). Update your presence setting so that other users can monitor your status from their phones.

When you select a presence setting other than Online, the setting scrolls under the time display on the status bar on your phone.

To update your presence settings:

1 Do one of the following:

 From the idle screen, tap the My Status soft key.

 Tap > Features > Presence > My Status.

2 From the My Status screen, tap the status you want, and then tap the Select soft key.

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

3 Tap to return to the idle screen. The status you selected displays on the status bar (unless you selected Online). The following figure shows what the touch screen looks like when you assign a presence status (in this

case, “Busy”). If you assign the status “Online” (the default status), the presence status doesn’t display on

the screen.

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Note: Managing Buddies with Microsoft Live Communications Server 2005

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

Communications Server 2005

Managing Buddies

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 local Contact Directory.

When you select a buddy, a Speed Dial Key is automatically assigned to the buddy (if one is available),

and the Speed Dial Key will display the buddy’s status. If the contact you choose as a buddy already has

a Speed Dial Key, the contact’s Speed Dial Key will display the buddy’s status.

Updating Your Buddy Status List

Update your Buddy Status list by updating the contacts in your local Contact Directory.

To update your Buddy Status list:

1 Tap > Features > Contact Directory.

2 From the Directory screen, tap the contact you want to start or stop monitoring, and then tap the

Edit soft key.

3 From the Edit Contact screen, tap the Watch Buddy field, and then tap the field’s highlighted grey

box. From the drop-down list, tap Enabled or Disabled. When Watch Buddy is enabled, the contact is added to your Buddy Status list and you can monitor

the contact’s status.

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Note: Who Can Monitor Your Status

To view a list of contacts that can and cannot monitor your status, do the following: To view contacts that cannot view your status, tap > Features > Presence > Blocked

List. To view contacts that can view your status, tap > Features> Presence> Watcher List.

When Watch Buddy is disabled, the contact is removed from your Buddy Status list and you cannot monitor the contact’s status.

The default for Watch Buddy is Disabled.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

If you enable the Watch Buddy setting for a contact, the contact will display in your Buddy Status list, and on the idle screen (if your buddy has a Speed Dial Key). To view your Buddy Status list, tap the Buddies soft key from the idle screen.

Blocking and Unblocking Contacts from Viewing Your Status

Block a contact in your Contact Directory if you don’t want the contact to view your status. If you unblock

a contact, the contact can add you to their Buddy Status list and view your status.

To block or unblock a contact from viewing your status:

1 Tap > Features > Contact Directory.

2 From the Directory screen, tap the contact you want to block or unblock.

3 From the Edit Contact screen, tap Block Buddy, and then tap the field’s highlighted grey box. From

the drop-down list, tap Enabled or Disabled. When Block Buddy is enabled, the contact cannot watch your status. The contact will display in

your Blocked List. When Block Buddy is disabled, the contact can watch your status. The contact will display in your

Watcher List. The default for Block Buddy is Disabled.

4 Tap the Save soft key.

5 Tap to return to the idle screen.

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Note: Use Your Blocked List to Unblock a Contact

You can use your Blocked List to unblock a contact, rather than updating the Contact Directory. Tap

> Features > Presence > Blocked List. From the Blocked List screen, tap the contact you want to unblock, and then tap the Unblock soft key. The contact can now watch your phone, and will display in your Watcher List.

Buddy Status

Speed Dial Key Icon

Status Indicator

Online

(No indicator)

Busy/Do Not Disturb

Solid red

Away/Be Right Back Out to Lunch

Flashing red

Offline

Solid red

6 Monitoring Buddies.

You can monitor the status of all the contacts in your Buddy Status list from the idle screen (if your buddy has a Speed Dial Key), or from the Buddy Status list.

Monitoring Buddies from the Idle Screen

Your phone automatically assigns a buddy to a Speed Dial Key (if one is available). The Speed Dial Key displays an icon and status indicator (a vertical bar on the far-right of the key) that indicate the buddy’s status.

The following table shows the presence icons and status indicators that display on the Speed Dial Key to indicate a buddy’s status.

The following figure shows a phone that is monitoring two buddies: Lauren Gates and Jack Jones. Lauren Gates is Online, and Jack Jones is either Away, Out to Lunch, or Be Right Back.

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Monitoring Buddies from the Buddy Status List

If you can’t monitor all your buddies from the idle screen (because you have more buddies than available

Speed Dial Keys), use the Buddy Status list.

To monitor a buddy from your Buddy Status list:

» Do one of the following:

 From the idle screen, tap the Buddies soft key.

 Tap > Features > Presence > Buddy Status.

The Buddy Status screen displays, listing the status of all your buddies.

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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 Status 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 Status list. You can access your Privacy List on the phone to allow or disallow your contacts from monitoring your presence.

To view and change your presence, see Updating Your Presence Settings

For more information on integrating with Microsoft Live Communications Server 2005, contact your system administrator.

To add a contact to your Buddy Status list:

1 Tap > Features > Presence > Buddy Status. 2 Tap the Add soft key. 3 Enter the phone number of the contact. 4 Tap the Submit soft key.

5 Tap to return to the idle screen.

To view and change your privacy list:

1 Tap > Features > Presence > Buddy Status > Privacy List. 2 Tap the contact whose access you want to update. 3 Tap the Edit soft key. 4 Tap the Access field, and then tap the field’s highlighted grey box. From the drop-down list, tap

Enabled or Disabled. 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.

5 Tap to return to the idle screen.

For more information, see the Microsoft Office Communicator and Windows Messenger documentation.

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Note: Polycom® Converged Management Application™ (CMA™) is an Optional Feature

system

A Polycom® Converged Management Application™ (CMA™) system is an optional scheduling and endpoint management system that your system administrator may set up. Your system may not support it.

Note: Resubmit Your Login Credentials

If you’re unable to access the CMA features on your phone, you may have to re-submit your login credentials. For more information, see About Your Login Credentials.

Working with a Polycom CMA System

Your phone may be provisioned by a Polycom CMA system so that you can:

 Search for and dial people in a CMA Directory. For more information, see Searching and Dialing

from the CMA Directory.

 Monitor the status of people in a CMA Directory. For more information, see Using Buddy Status

Lists with a CMA System.

Searching and Dialing from the CMA Directory

If your phone is provisioned by a CMA system, you have access to a CMA Directory that lists people and groups in your organization. You can search for and dial people from this directory.

To search and dial from the CMA Directory:

1 Do one of the following:

 Tap > Features > CMA Directory.

 Press , and then tap CMA Directory.

2 From the Search CMA screen, perform a quick search or group search to find a person.

A quick search allows you to search using the person’s first or last name (depending on how the

directory is organized). A group search allows you to search for all the groups in an organization (for example, HR, Administration, Payroll, etc.), and then view the people that belong to each group.

 To perform a quick search, start typing a name, and then tap the Submit soft key. The screen

displays a list of people, starting with any successful matches.

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Note: If Your Phone is Not Provisioned by a CMA System

If your phone isn’t provisioned by a CMA system, your phone handles presence and Buddy Status

lists differently than what is described in this section. For information on monitoring the status of contacts when your phone isn’t provisioned by a CMA system, see Using Buddy Status Lists.

Note: Buddy Status Lists Use All Available Speed Dial Keys

Buddy Status list entries are assigned all available Speed Dial Keys, even if a Speed Dial Key is being used for a non-CMA contact. Buddy Status list entries don’t display in your Speed Dial Information list.

If your search returns too many results to display, the message “Too many results received. Enter more characters” displays. To limit your search results, enter more characters in the Search box, and then tap the Submit soft key.

 To perform a group search, tap the Groups soft key. From the Groups screen, tap the group

you want to view. All the people in the group will display.

To find a specific person in a group, enter specific characters in the Search box, and then tap the Submit soft key.

(If you tap the Submit soft key and the message “Directory Server not responding” displays,

access to the CMA Directory is temporarily unavailable and you won’t be able to complete your

search.)

3 If the person you want to dial is not already highlighted, scroll to the person using or

, and then tap the Dial soft key.

(If you tap the Dial soft key and the message “Resource unavailable” displays, the endpoint you’re trying to dial is currently offline and unavailable for a call.)

(If you tap the Dial soft key and the message “Directory Server not responding” displays and “CMA

Directory not registered” scrolls on the status bar, access to the CMA Directory is unavailable and

the call won’t be placed.)

Using Buddy Status Lists with a CMA System

The CMA system provides a presence service that allows you to view the status (for example, “available”

or “busy”) of contacts in a Buddy Status list that you set up. Your Buddy Status list is your personal space

for storing information about the people and systems you communicate with most frequently. You invite

people in the CMA Directory to join your Buddy Status list. If the person’s system supports sharing

presence, the person receives an invitation to be in your Buddy Status list.

Entries in your Buddy Status list are automatically assigned a Speed Dial Key (if your phone has Speed Dial Keys available), which also displays an icon to indicate the buddy’s status.

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Inviting People in the CMA Directory to Your Buddy Status List

When you invite a person or system from the CMA Directory to your Buddy Status list, the person (if their system supports sharing presence) automatically displays in your Buddy Status List and on a Speed Dial Key (if available).

Depending how the person’s system is configured, the following happens:

 If the person’s system is configured to accept invitations automatically, the person’s status displays

(one of , , , , or ). As well, you’re automatically added to the person’s status list.

(For information about the icons that display to indicate buddy status, see Seeing Who’s Available.)

 If the person’s system isn’t configured to accept invitations automatically, the name in your Buddy

Status list is identified with the Invited icon, . Then, one of the following will happen:

 If the person accepts your invitation, your Buddy Status list and Speed Dial Keys update to show

the person’s status. As well, you’re automatically added to the person’s status list.

 If the person rejects your invitation, the person’s name is removed from your Buddy Status list and

any Speed Dial Keys, and you aren’t added to the person’s status list.

When you invite a person to your Buddy Status list, all the person’s endpoints (for example, “VVX,”

“HDX,” “CMA Desktop,” etc.) are added to your list. Each endpoint displays as a separate entry in your list

and occupies a different Speed Dial Key. You can add up to 64 people to your Buddy Status list. Your Buddy Status list displays contacts

alphabetically (using the first letter that displays for the buddy’s name). Each entry displays the buddy’s

name, device type, and presence icon.

To invite a person or system in the CMA Directory to your Buddy Status list:

1 Do one of the following:

 Tap > Features > CMA Directory.

 Press , and then tap CMA Directory.  From the idle screen, tap the Buddies soft key. From the Buddy Status screen, tap the Add soft

key.

2 From the Search CMA screen, perform a quick search or group search to find the person you want

to add to your Buddy Status list.

A quick search allows you to search using the person’s first or last name (depending on how the

directory is organized). A group search allows you to search for all the groups in an organization (for example, HR, Administration, or Payroll), and then view the people that belong to each group.

 To perform a quick search, start typing a name, and then tap the Submit soft key. The screen

displays a list of people, starting with any successful matches. If the contact you want to add

isn’t already highlighted, scroll to the person using or .

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Note: Buddies Must Be Removed Separately from Your Local Contact Directory

Any entries for the buddy that appear in your local Contact Directory must be removed separately.

If your search returns too many results to display, the message “Too many results received. Enter more characters” displays. To limit your search results, enter more characters in the Search box,

and then tap the Submit soft key.

 To perform a group search, tap the Groups soft key. From the Groups screen, tap the group

you want to view. All the people in the group will display. If the contact you want to add isn’t

already highlighted, scroll to the contact using or .

To find a specific person in a group, enter specific characters in the Search box, and then tap the Submit soft key.

(If you tap the Submit soft key and the message “Directory Server not responding” displays, access to the CMA Directory is temporarily unavailable.)

3 Tap the Add Contact soft key. An invitation is sent to the person. If the message “Contact does not support presence. Save to local Contact Directory?” displays after you

press the Add Contact soft key, you can’t add the person to your Buddy Status list, but you can add the person to your local Contact Directory. To add the person to your local Contact Directory, tap the Yes soft

key. The message “Saved” displays.

If the person already exists in your local Contact Directory, “Contact already exists” displays. (If your local

Contact Directory is read-only, you can’t add the contact, and the message “Local contact directory is read-only” displays.)

You cannot add yourself to your Buddy Status list. If you try to add yourself, the message “You cannot add yourself to your buddies list” displays.

Removing Buddies from Your Buddy Status List

When you remove a buddy from your Buddy Status list, you remove all the buddy’s endpoints from the list and all the buddy’s Speed Dial Keys. As well, you remove yourself from your buddy’s status list.

To remove a buddy from your Buddy Status list:

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

 Tap the Buddies soft key.

 Tap > Features > Presence > Buddy Status.

5 From the Buddy Status screen, press or to select the buddy you want to

remove from the list, and then tap the Delete soft key.

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Note: Buddies with Multiple Endpoints

If a buddy you’re monitoring has more than one endpoint, and one endpoint changes to “Offline,”

then that buddy’s endpoint will be removed from your Buddy Status list. When the status changes, the buddy’s endpoint will display in your Buddy Status list again.

Buddy’s Icon

Buddy Status

Available for a call.

On the phone, but available for a call.

In a call or not accepting calls (Do Not Disturb).

Available for a call, but currently idle or away.

Invited to join your Buddy Status list. No status information is yet available.

Offline and not available for a call.

The buddy’s name is removed from your Buddy Status list, and you’re removed from the buddy’s status

list.

Seeing Who’s Available

You can view the status of your buddies from the idle screen (if your buddy has a Speed Dial Key), or from your Buddy Status list. Buddies have an icon beside their Speed Dial Key and beside their name in the Buddy Status list that indicates their availability for a call.

The following table shows the icons that indicate a buddy’s status.

Viewing Buddies from the Idle Screen

Your phone automatically assigns a buddy to a Speed Dial Key (if one is available). The Speed Dial Key

displays an icon that indicates the buddy’s status. Buddies are assigned Speed Dial Keys in the order in

which they appear in your Buddy Status list. For example, the first contact in your Buddy Status list is assigned the first available Speed Dial Key.

The following figure shows a phone that is monitoring five buddies from their Speed Dial Keys. The buddies have the following status:

 Catherine is on the phone, but can accept another call.

 Jack Jones is available for a call, but is currently idle or away.

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 Milton Stone is offline and unavailable for a call.

 Teresa Swift is available for a call.

 Z Wong is busy and not accepting calls.

Viewing Buddies from the Buddy Status List

If you can’t monitor all your buddies from the idle screen (because you have more buddies than available Speed Dial Keys), use the Buddy Status list.

To view a buddy from your Buddy Status list:

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

 Tap the Buddies soft key.

 Tap and then select Features > Presence > Buddy Status.

The Buddy Status screen displays, listing all your buddies and their status. The following figure shows a Buddy Status list.

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Note: Accepting an Invitation

When you accept an invitation (either automatically or through a prompt), the person who sent the invitation automatically populates your Buddy Status list and an available Speed Dial Key. If the person who sent the invitation has multiple devices, all devices will display in your Buddy Status list, and each device will display on a separate Speed Dial Key (if available).

Choosing How You Accept Invitations

Each time a person adds you to their status list, your phone receives an invitation. You can set up your phone to automatically accept all invitations, or prompt you to accept or reject each invitation.

If you set up your phone to automatically accept all invitations, anyone who wants to monitor your status can do so, without your permission. If you set up your phone to prompt you when an invitation arrives, you can accept or reject each invitation that arrives.

By default, your phone prompts you to accept or reject each invitation. For information on how to handle invitations, see Accepting and Rejecting Invitations.

To choose a method to accept invitations:

1 Tap > Settings > Basic > Preferences > Presence.

2 From the Presence screen, select one of the following options:

 Prompt—Choose this option if you want to view each invitation and accept or reject each one. If

you choose this option, each time a person adds you to their status list, you’ll receive an invitation that you can accept or reject. If you accept, your status will update on the person’s

status list, and the person will join your Buddy Status list. If you reject, you’ll be removed from the person’s status list.

 Automatic—Choose this option if you want to automatically accept all invitations. If you choose

this option, you’ll automatically join the status list of any person who wants to monitor you, and

the person who sent the invitation will automatically join your Buddy Status list.

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Note: When the Invitations Menu Item and Soft Key Displays

The “Invitations” menu item and soft key only display when you have one or more invitations.

Accepting and Rejecting Invitations

If your phone is set up to prompt you each time an invitation arrives (see Choosing How You Accept

Invitations), you can either accept or reject invitations from people who have added you to their status

lists.

You can access a list of invitations from the “Invitations” menu item or from an “Invitations” soft key that

displays on the idle screen. When you tap the soft key or access the menu item, a list of invitations displays that you can either accept or reject.

To accept or reject an invitation:

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

 Tap the Invitations soft key (you may have to tap the More soft key to see it).

 Tap > Features > Presence > Invitations.

The Invitations screen displays. In the following figure, two people, Cath Gates and Milton Stone, have invited you to join their

status lists.

3 Press or to select the person whose invitation you want to accept or reject,

and then tap the Accept or Reject soft key.

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Note: Certain Status Information is Automatically Sent to Buddies

Your phone also sends certain status information to your buddies automatically (such as if you’re in

a call, enabled Do Not Disturb on your phone, or your phone is offline because you restarted it). For

example, if you enable Do Not Disturb on your phone, your availability automatically updates to “Do

Not Disturb.” If you select the option “Do Not Disturb,” and then enable and disable Do Not Disturb on your phone,

your status will change to Online.

Status you choose

What the status means

What displays on your buddy’s phone

Online

You’re available for a call.

Busy

You’re not accepting calls.

(Your phone will still ring,

unless you’ve enabled

forwarding or Do Not Disturb.)

Be right back

You’re available for a call, but you’re currently idle or away

from your phone.

Away

You’re available for a call, but you’re currently idle or away

from your phone.

If you accept the invitation, the person can monitor your status, and the person populates your Buddy Status list and a Speed Dial Key (if available).

If you reject the invitation, you’re removed from the person’s status list. The person doesn’t join

your Buddy Status list.

Updating Your Status

Update your status so that your buddies can monitor your status from their phones. You can choose one of the following status options: online, busy, be right back, away, out to lunch, or do not disturb. Your phone sends status to your buddies based on the option you choose.

When you select a status setting other than Online, the setting scrolls under the time display on the status bar.

The following table shows the status you can set, what the status means, and what displays on your buddies’ phones.

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Specifications and Main Features

Frequently Asked Questions

User Manual