Polycom SoundPoint IP 331 Quick Reference Manual

SoundPoint IP 331
Polycom
Brand
Polycom
Model
SoundPoint IP 331
Category
Mobile phones
Type
Quick Reference Manual

This manual is also suitable for

www.fibernetics.ca
Polycom Soundpoint IP 330/331 Phone
Quick Reference Guide
Page 2
Table of Contents
Phone Overview............................................................................................................................................
Soft Key Features..........................................................................................................................................
How to Place a Call......................................................................................................................................
Placing a Call from a Call List .....................................................................................................................
Ending a Call ...............................................................................................................................................
How to Put a Call on Hold ...........................................................................................................................
Transferring Calls.........................................................................................................................................
Call Waiting .....................................................................................................................................................
Moving Between Active Calls .....................................................................................................................
Set Up a Conference in an Active Call .........................................................................................................
3 Way Conference Call on Outbound Calls ..................................................................................................
Conference Bridge ......................................................................................................................................
How to Park a Call.......................................................................................................................................
Pick Up a Parked Call ..................................................................................................................................
Find Me Follow Me ......................................................................................................................................
Answer Any Ringing Extension ...................................................................................................................
Voicemail ....................................................................................................................................................
Contact Directory ........................................................................................................................................
How to Use Buddy Lists ..............................................................................................................................
Dial Sequences ...........................................................................................................................................
3
4
5
6
6
7
8
9
9
10
10
10
11
11
11
12
13
14
15
16
Page 3
Polycom SoundPoint IP 331 Phone - Overview
ABC
21
DEF
3
54
MNO
JKL
GHI
6
TUV
8
WXYZ
9
OPER
PQRS
0
7
Hold
Line 2
Line 1Dial
Menu
1
4
GHI
PQRS
ABC
2
5
JKL
TUV
8
OPER
0
DEF
3
MNO
6
WXYZ
9
7
Hold
Line 1
Dial
Menu
Messges
Iluminated Display
Display Changes for Options
Soft Key Controls
Message Light
Default Display Screen Shows Date, Time & Extension
Line 1 Key
Messages Key
Enter Selection Key
Scroll Buttons
Menu Key
Hold Key
Speaker Phone
Dial Key
Volume Control
Mute
Handset
Headset Key
Headset Plug In Side of Phone
NewCall
Mon, Jul 6
641
1
10:12
A
Callers
Dir
Page 4
Soft Key Features
Features from the Main Display
New Call Press this to place a new call
PickUp Press this to pick up another ringing phone
Page Press this to page all phones and overhead
Dir Press this to access the Contact Directory
ConfBr Press this to access the Conference Bridge
Alt DS Press this to manage your Alternate Dial Sequence
Features While On a Call
Park Press this to park a call on a line to be picked up from another phone
Bld Xfr Press this to perform a Blind transfer when transferring to an extension number
Att Xfr Press this to perform an Attended transfer when transferring to an extension number
VM Xfr Press this to transfer a call directly to an extension’s Voicemail Box
Trans Press this to transfer a call to a telephone number
Conf Press this when creating a 3 way call
Features when a call is on Hold
Resume Press this to resume the call you placed on hold
Join Press this to join a call on hold to an active call
Page 5
How to Place a Call
You can place a call using the handset, headset, or
speakerphone by pressing one of the following buttons:
• Dial
• Line 1
• New Call Soft Key
• Headset
• Speaker
You can also dial the number first, and then choose the
method you will use to speak to the other party.
During a call, you can alternate between Handset,
Headset, or Hands-Free Speakerphone modes by
pressing the Speaker or Headset buttons, or picking up
the Handset.
Phone with Default Screen
Display changes to this screen once
phone receiver is picked up and you
startdialing your number.
How to Place a Call
1
Enter number:
519888997
>>
Page 6
Placing Calls from a Call List
To Place a Call From a Call List
Use the Up, Right, and Down Arrow keys to scroll through the list to
find the contact.
• Up shows your speed dial list
• Right shows your placed calls
• Down shows your received calls
When the party you wish to contact is highlighted in black press Dial or
pick up the handset.
Ending a Call
Do one of the following steps:
• Press the End Call soft key
• Replace the handset to the cradle
• Press the Speaker key if in speakerphone mode
• Press the Headset key if in headset mode
Received Calls
5195891234
1
FRANK SMITH
2
Note: When scrolling through your Received Calls using the up and down
arrows, calls that were picked up show a phone receiver icon next
to the phone number. Calls that were not picked up show an icon of
an entire phone beside the number.
Speed Dial
Placed Calls
Received Calls
EndCall
To:5195891234
Park More
1
0.15
Page 7
How to Put a Call on Hold
Call Hold and Resume
During a call, press the Hold button
1. Press Hold button or Resume soft key to resume the call
When a call has been on hold for an extended period of time, both visual and
audible alerts appear. Contact your system administrator to determine if this
feature is enabled/disabled, what the time period is, and what sound effects
are available. When active on a call, the sound effects are played at a volume
that is typically lower than the normal ringer volume.
Note As using the Hold feature typically generates music or a beeping tone,
avoid putting a conference call on hold.
Multiple Calls on Hold
If multiple calls are on hold, use the Up and Down Arrow keys to switch
between the calls, then press the Resume soft key to retrieve the desired call.
If two or more calls are on hold, an indication appears on the graphic display,
for example “3/4”, indicating that this is the third call out of four calls.
How to Put a Call on Hold and Multiple Calls on Hold
Dial Line 1
Messages
Menu
NewCall
Mon, Jul 6
641
10:12
A
Callers Dir
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUVW XYZ
OPER
JKL
MNO
-
+
Hold
NewCall
3:18p
To:5195891234
Resume
0.15
Press Hold key to put
call on hold. Press
Resume soft key or
Hold key again to
resume call.
When call is on hold
this icon flashes and
the receiver points
upward.
6:18p
Hold: Jack White 5196751
Resume
New Call Join
3.27
3
4
Page 8
Transferring Calls
How to Transfer a Call
Attended Transfer - Allows you to speak with the end party first, prior to completing the
call transfer. The end party will see the caller ID of the person transferring the call.
Blind Transfer - The call is transferred directly to the end party. The end party will see
the caller ID of the original caller.
To Perform an Attended Transfer (“Att Xfr”)
1. During a call, press the More soft key
2. Press the Att Xfr soft key
3. Enter the extension number of the end party and press the Enter soft key
4. When your party answers the phone you may now talk to him/her without the
original caller hearing your conversation (the original caller will be put on hold)
5. Disconnect yourself from the call by pressing the End Call soft key or placing the
handset back on the cradle.
6. Your parties will now be connected and you will have left the call
Note: if your party does not want to take the call, they can hang up and you will be able
to talk to the original caller again to let them know the other party is unavailable. If the
caller wishes to leave a voicemail for the party they wished to speak to you may transfer
the call directly to a voicemail box by using the “VM Xtr” feature.
To Perform a Blind Transfer (“Bld Xfr”)
1. During a call, press the More soft key
2. Press the Bld Xfr soft key
3. Enter the extension number of the end party and press the Enter soft key
4. Once the display returns to the main screen, your call has been transferred and you
can place the handset back on the cradle.
Note: If you need to correct the extension number you started to enter use the << soft
key to erase the number. You can cancel the transfer by pressing the Cancel soft key and
the original call will be resumed.
Transferring a call to a Voicemail Box (“VM Xfr”)
1. During a call, press the More soft key until you find VM Xfr
2. Press the VM Xfr soft key
3. Enter the extension number of the end party and press the Enter soft key
Transferring calls to a Telephone Number (“Trans”)
The “Trans” function allows you to transfer calls to an external telephone number by fol-
lowing these steps:
1. During a call, press the More soft key
2. Press the Trans soft key
3. Choose Normal or Blind
4. Enter the 10 digit telephone number of the end party. Once the display returns to the
main screen your call has been transferred and you can place the handset back on
the cradle.
Dial Line 1
Messages
Menu
NewCall
Mon, Jul 6
641
1
10:12
A
Callers Dir
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUV WXYZ
OPER
JKL
MNO
-
+
Hold
Bld Xfr
3:18p
To:5195891234
Att Xfr More
1
0.15
Dial Line 1
Messages
Menu
NewCall
Mon, Jul 6
641
1
10:12
A
Callers Dir
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUV WXYZ
OPER
JKL
MNO
-
+
Hold
VM Xfr
3:18p
To:5195891234
Trans More
1
0.15
Dial Line 1
Messages
Menu
NewCall
Mon, Jul 6
641
1
10:12
A
Callers Dir
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUV WXYZ
OPER
JKL
MNO
-
+
Hold
EndCall
3:18p
To:5195891234
Park M ore
1
0.15
Page 9
Call Waiting
Call Waiting
Fibernetics Digital PBX provides both an audible and
visual indicator when you receive an inbound call while you
are already on a call*
* When call waiting is enabled for your extension
Moving Between Active Calls
The screen currently shows 2 active calls as indicated
in the top left box in the display.
Using the Down Arrow key will show call on hold.
Call on Hold
Press Resume, other call is placed on hold.
Press Join and Conference this call in with
your first active call.
New Call
When you receive a call when already on a call you
have 3 options:
Ignore
Ignores the incoming call. The display screen will
clear and the ring will be muted. The call is routed
according to your extension configuration. ie Call goes
to voicemail after 4 rings
Answer
Places your active call on hold to answer the new
incoming call
Reject
Sends the incoming call to voicemail immediately
Active Call Screen
Incoming Call Screen when user is on an Active Call
Moving Between Active Calls
EndCall
From:Caller Name
Park More
1
1.21
Ingore
Call From
John Smith
Answer More
EndCall
4:04p
From:John Smith 5198972
Park More
2.29
1
2
New Call
4:05p
From:Betty Ryan 5196751
Resume Join
2.29
2
2
Page 10
Set Up Conference in an Active Call | 3 Way Conference Call on Outbound Calls | Conference Bridge
To Set Up a Conference in an Active Call Using the Join Soft Key:
When you are in an active call:
1. If you have one call on hold and answer a new call, use the down arrow to go to the call on hold, then press the Join soft key. A conference is
created with the active call, the call on hold, and yourself.
2. If you have more than one call on hold, use the up and down arrow keys to switch to the desired call on hold, press the Join soft key. A
conference is created with active call, the call on hold and yourself.
3. As above if you are on an active call and receive a new call, you can use join from call waiting.
How to do a 3 way Conference Call on Outbound Calls
You can create a conference with other parties using the phone’s local conference feature.
To set up a conference:
1. Call the first party.
2. Press the More soft key to find the Conf soft key.
3. Press the Conf soft key to create a new call. The active call is placed on hold.
4. Call the second party.
5. When the second party answers, press the Conf soft key again to join all parties in the conference.
To split a conference call:
Press the Split soft key to split the conference. Both parties will be on hold.
To end a conference call:
Press the End Call soft key or hang up. The other parties will continue to be connected.
Conference Bridge
Conference Bridge
Your system administrator may give you a telephone number that is local to your city
and/or a password to be connected to a specific conference.
It is important to have these numbers ready before initiating your conference bridge.
FROM INSIDE THE OFFICE:
1. Choose your method for the call (handset or speakerphone)
2. Using the More soft key locate the ConfBr soft key
3. Press the ConfBr soft key to access your conference bridge
FROM OUTSIDE THE OFFICE:
1. Dial the Conference Bridge Access #
2. Follow the attendants voice prompts
Page 11
Find me, follow me, is more than simply call forwarding.
Calls can be routed to multiple numbers simultaneously by setting virtual extensions. Your office
extension, home number, cell phone … wherever you are, the call will find you. When you are in the
office, you can use your cell phone as notification of a call, and you can pick up the call from any phone.
1. Pick up the handset or press the speakerphone key.
2. Dial 4 followed by your own extension – 4XXX. For example if your extension number
is 600 you will dial 4600 to answer calls specific to extension 600.
Parking a call allows a person to put a call on hold at one telephone set and
continue the conversation from any other telephone set or let any other user
pick up the call from any other set.
Parking a Call:
1. While the call is in progress press the Park soft key. The auto attendant
will give you a “park position” number to where the call will be parked
followed by a busy signal.
Picking up a Parked Call:
2. A parked call can be picked up by any other telephone set by picking up
the handset and dialing the same number that the auto attendant gave
you. You may also need to press the Dial button to connect to the parked
call.
How to Park a Call and Pick Up a Parked Call
How to Pick Up a Call on Any System Phone When Call is Ringing On Your Cell Via Find Me Follow Me
Dial Line 1
Messages
Menu
NewCall
Mon, Jul 6
641
1
10:12
A
Callers Dir
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUVW XYZ
OPER
JKL
MNO
-
+
Hold
EndCall
3:18p
To:5195891234
Park More
1
0.15
Page 12
Answer Any Ringing Extension
Whether the handset is on or off of the cradle the PickUp soft key
will appear. Press this to answer any ringing extension.
How to Use Paging and Intercom Features
To Page All Phones and Overhead (“Page”)
1. Pick up the handset
2. Use the More soft key to locate the Page soft key
3. Press Page soft key
4. Speak into the handset
5. When finished speaking press the End Call soft key
6. (or dial 7008, then press Dial)
To Page All Phones (7007)
1. Pick up the handset
2. Dial 7007
3. Press Dial
4. Speak into the handset
5. When finished speaking press the End Call soft key
To Page Overhead Only (7009)
1. Pick up the handset
2. Dial 7009
3. Press Dial
4. Speak into the handset
5. When finished speaking press the End Call soft key
To Page an Extension (6XXX)
1. Pick up the handset
2. Dial 6 and then the extension number you want to page (6XXX)
3. Press Dial
4. Press the End Call soft key when finished paging
Intercom for an Extension (5XXX)
1. Pick up the handset
2. Dial 5 and then the extension number
3. Press Dial
4. Press the End Call soft key when finished
Page 13
How to Use Voicemail
VOICE MAIL
The presence of new Voice Mail messages is indicated by a flashing Message
Waiting Indicator LED on the front of the phone and a visual notification on the
graphic display. The stutter dial tone in place of normal dial tone will also sound
to indicate that message(s) are waiting at the message center.
To Listen to Voice Messages:
1. Press the Messages button directly on your phone
2. Lift handset if desired
To Listen to Voice Messages using a different phone:
1. Dial 21 and then the extension number (21XXX)
2. Press Dial button
3. You may be required to enter a password for your mailbox
This feature is design to retrieve your messages from any phone within your
office, or to retrieve messages from Virtual Extensions
To Leave a Message on Someone Else’s Voicemail:
1. Dial 31 followed by the person’s extension number (31XXX)
2. Press Dial button
3. The auto attendant will play the person’s unavailable message followed by
a brief beeping sound at which time you can leave your message
4. When your message is complete, return the handset to the cradle or press
the End Call soft key.
Dial Line 1
Messages
Menu
Ms
g
s
Wed, Jul 8 10:39a
1
1 new message
PickUp More
1
2 3
4 5 6
7 8 9
*
0
#
ABC DEF
GHI
PQRS TUVW XYZ
OPER
JKL
MNO
-
+
Hold
Select Message key
or Msgs soft key to
listen to messages
Phone flashes red when
you have messages.
Mail icon also appears
on screen.
Screen will tell you
how many messages
you have waiting for
you.
2
Page 14
Contact Directory
Managing Contacts
You can enter 99 contacts in your phone’s Contact Directory.
You can add, edit, delete, dial, or search for a contact in this directory.
You can add a contact manually or from a call list.
New entries to the Contact Directory are added to the top of the list.
To View your Contact Directory
1. Press the More soft key to locate the Dir soft key.
2. Press the Dir soft key to view your current list.
To Add a Contact Manually
1. Press the More soft key to locate the Dir soft key.
2. Press the Dir soft key to view your current list or to add a new contact.
3. When you see <New Entry> press the check mark in the middle of the arrow keys.
4. Entry to this field is alphabetic as denoted by Abc.
5. Enter the first name of the contact from the dial pad.
6. Press the Ok or Cancel soft keys to accept or cancel changes.
7. Press the Down Arrow to display the next field in the contact’s entry.
8. Repeat steps 3 to 6 to enter the last name of the contact.
9. Repeat steps 3 to 6 to enter a contact number. Contact number can be either an
extension number or a telephone number. This is a required field and it must be
unique (not already in the directory). Entry to this field is number as denoted by 123.
10. Repeat steps 3 to 6 to change the Speed Dial Index if desired. It is automatically
assigned to the next available index value. For more information, refer to Assigning
Speed Dial Indexes.
11. Repeat steps 3 to 6 to change the Ring Type and Divert Contact if desired. These
fields may be left blank. For more information on setting the Ring Type field, refer to
Distinguishing Calls.
12. Repeat steps 3 to 6 to change the Auto Reject. For more information on setting the
Auto Reject field, refer to Rejecting Calls.
13. Press the Left Arrow key to end contact’s data entry.
14. Press the Yes or Cancel soft keys to accept or cancel changes.
15. Press the Left Arrow key repeatedly to return to the idle display. You may add another
entry by repeating steps 3 to 13.
How to Setup Speed Dial Lists
To assign a speed dial index, first follow the CONTACT DIRECTORY above.
To dial a contact associated with a speed dial index:
1. Using the dial pad, enter the speed dial index followed by #. (ie. if Bill is 4th on your
speed dial list, press 4#)
2. Press Dial or pick up the handset to complete the call
Directory
>New Entry<
Add T o Directory
First Name:
Firs t Name:
John
Ok
Cancel
>>
Abc
Add T o Directory
Last Name:
Las t Name:
Smith
Cancel
Abc
Contact:
637
Ok
Cancel
>>
123
Add to Directory
Speed Dial Index:
Cancel
>>
1
Directory
1 John Smith (637)
New Entry Directory Screen
First Name Entry Screen
Add First Name
Last Name Entry Screen
Enter Last Name
Enter Contact Name
Add Speed Dial Index
Directory Entry showing Speed Dial Index, Name, Contact #
Page 15
How to Use the Buddy Lists
Your phone combines interactive message services and status monitoring to complement a traditional messaging application such as e-mail. Live
interaction within a pool of phones is possible by monitoring the “presence” of the parties involved. Your phone can “watch” the status of up to
8 other phones or 8 buddies. These other phones form your “buddy list”. The status of your buddies is displayed and updated in real time. Your
phone can be “watched” by up to 8 other phones.
Presence
To view and change your presence settings:
1. Press the Menu button.
2. Select Features > Presence > My Status.
3. Use the up and down arrows to scroll through the list, and then press the check mark to select your new status.
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.
To Add or Delete a Contact from your Buddy List:
1. Press the Dir soft key.
2. Use the up and down arrows to scroll through the list to find the contact.
3. Press the check mark to select the entry.
4. Press Edit.
5. Press the down arrow repeatedly until the Watch Buddy field appears.
6. Press the check mark to select the Watch Buddy field.
7. Use the left and right arrows to switch between Enabled and Disabled settings. When Watch Buddy is enabled, the contact is added to your
buddy list. When Watch Buddy is disabled, the contact is removed from your buddy list. The default for Watch Buddy is Disabled.
8. Press the Ok or Cancel soft keys to accept or cancel changes.
9. Press the left arrow repeatedly to return to the idle display.
To Block or Unblock a Contact from Your Buddy List
1. Press the Dir soft key.
2. Use the up and down arrows to scroll through the list to find the contact
3. Press the check mark to select the entry.
4. Press the down arrow repeatedly until the Block Buddy fields.
5. Press the check mark to select the Block Buddy field.
6. Use the left and right arrows to switch between Enabled and Disabled settings. When Block Buddy is enabled, the contact cannot watch your
phone. When Block Buddy is disabled, the contact can watch your phone. The default for Block Buddy is Disabled.
7. Press the Ok or Cancel soft keys to accept or cancel changes.
8. Press the left arrow repeatedly to return to the idle display.
Page 16
Dial Sequences
A dial sequence is the chain of events that occur whenever your extension is dialed. Dial sequences are arranged into two
categories:
Default Dial Sequence: This is a simple two-step configuration that is suitable for most generic extensions. Normally an
extension rings four times, and then goes to voicemail.
Alternate Dial Sequence: This is a more advanced configuration that can be extended to six steps. It enables complex
find-me / follow-me rules to be defined in which the extension dials around to various locations.
Attribute Description
Always Enabled This enables the Alternate Dial Sequence and disables the Default Dial Sequence on a permanent basis
Enabled on . . . This enables the Alternate Dial Sequence and disables the Default Dial Sequence on a scheduled basis
Disabled on . . . This disables the Alternate Dial Sequence and enables the Default Dial Sequence on a scheduled basis
Always Disabled This disables the Alternate Dial Sequence and enables the Default Dial Sequence on a permanent basis
Note: For more information on Scheduling and Configuring Dial Sequences please refer to your Fibernetics Digital PBX
Training Manual
To change your Alternate Dial Sequence settings:
1. Press the More soft key to locate the Alt DS soft key
2. Press the Alt DS soft key
3. Follow the voice prompts
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Polycom SoundPoint IP 331 Quick Reference Manual

SoundPoint IP 331
Polycom
Brand
Polycom
Model
SoundPoint IP 331
Category
Mobile phones
Type
Quick Reference Manual
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