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Polycom SoundPoint IP 560 User Guide
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1. Item Description 1 Message Waiting Alert for voice and text instant Indicator messages 2 Arrow Keys A Scroll through displayed information Select a field of displayed data Delete displayed data 3 Feature Keys Access important features using these keys Access to local directories and call lists a Access to special applications contact system administrator Allows connection with multiple other parties for a conference Transfer of current call to third party Dials most recently dialed party Access local your phone and global your organization features Access and manage text and voice Messages messages Cancels ringing and directs incoming Do Not Disturb calls to your voice mail if supported 4 Microphone Mute Mutes audio transmission locally _ during calls and conferences Oo ae 5 Allows you to place and receive calls Headset Q through an optionally connected headset User Guide SoundPoint IP 560 Phone 1 10 Item Description 6 Allows for hands free communication Speakerphone gt during calls 7 Hands free Microphone Picks up audio during hands free calls Place your phone on a hard flat surface for best results 8 Volume Keys Adjusts the volume of the handset ECOD headset speaker and ringer 9 Dial Pad Provides the 10 digits the alphabetic characters and special characters available in context sensiti
2. O98960 CLEE 000G handset and handset cord TS SD Imi SS SS cr S itti ttt Phone Base Getting Started with Your SoundPoint IP 560 Desktop Phone e Network Power Cable Quick Start Guide and registration card Check this list before installation to ensure that you have received each item If you are missing any items contact your system administrator Assembling Your SoundPoint IP 560 Desktop Phone This section describes how to assemble your SoundPoint IP 560 phone e Connect network and power source Connect handset and headset optional e Attach phone base If your phone is already assembled go directly to Features of Your SoundPoint IP 560 Desktop Phone on page 1 8 You have two options for network and power source connections Your system administrator will advise you on which one to use You can use one of the following methods e AC power e Power over Ethernet PoE User Guide SoundPoint IP 560 Phone AC Power To connect the AC power 1 Connect the supplied network cable between the LAN jack on the phone and the LAN port on the wall or hub switch device port 2 Connect the DC plug on the power adapter to the DC 48V jack marked on the phone 3 Connect the country specific AC cord to the power adapter Power Adapter 48V DC Network Port Power over Ethernet Using a regular CAT5 cable optional accessory
3. Warranty Exclusive IF A POLYCOM PRODUCT DOES NOT OPERATE AS WARRANTED ABOVE CUSTOMER S SOLE REMEDY FOR BREACH OF THAT WARRANTY SHALL BE REPAIR REPLACEMENT OR REFUND OF THE PURCHASE PRICE PAID AT POLYCOM S OPTION TO THE FULL EXTENT ALLOWED BY LAW THE FOREGOING WARRANTIES AND REMEDIES ARE EXCLUSIVE AND ARE IN LIEU OF ALL OTHER WARRANTIES TERMS OR CONDITIONS EXPRESS OR IMPLIED EITHER IN FACT OR BY OPERATION OF LAW STATUTORY OR OTHERWISE INCLUDING WARRANTIES TERMS OR CONDITIONS OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE SATISFACTORY QUALITY CORRESPONDENCE WITH DESCRIPTION AND NON INFRINGEMENT ALL OF WHICH ARE EXPRESSLY DISCLAIMED POLYCOM NEITHER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR IT ANY OTHER LIABILITY IN CONNECTION WITH THE SALE INSTALLATION MAINTENANCE OR USE OF ITS PRODUCTS Regulatory Notices 2 Regulatory Notices Safety and Compliance Part 15 FCC Rules This device is compliant with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 This device may not cause harmful interference and 2 This device must accept any interferences received including interference that may cause undesired operation Class B Digital Device or Peripheral Note This equipment is tested and complies with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against
4. 0 0 00 00 00000 2 23 3 Using the Basic Features of Your SoundPoint IP 560 Desktop PNGNE cio oa epRATORARqEASSIEKS ERE EE TRAE P PEE IER Placing Calls esc IR eR eR to iad ERERE RATE HB E RRPR RARE 3 2 Answering Calls 522 x wey e tC sine eae RR M a uei rs 3 4 Ending Calls 11 rekRes eR PERRA ERR EE sake ec we ERR ERE TEE 3 7 Redialing Numbers eeekber rr enttberhEeRR SR IRE T e ERR Rad 3 8 Placing Calls on Hold 0 6 3 8 Hosting Conference Calls llle 3 9 Setting Up Conference Calls 00 00 eee eee 3 10 Managing Conference Calls 00 20000008 3 12 Adding Parties to Conference Calls 0000008 3 14 Joining Conferences 0 eee 3 15 Splitting Conference Calls 0 eee 3 16 Ending Conference Calls 2 0 0 0 0 nananana rneer 3 16 Transferring Calls 4 sites keeteebhee rese see que d tees ont 3 16 Forwarding Calls ore eR we GN He Rete m beetle 3 18 Enabling Do Not Disturb sssssssseeesesee esee 3 21 Assigning Speed Dial Keys 0 000 e eee eee eee 3 22 Using Voice Mail uc inc cee p t Ree HER ow eee 3 24 4 Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone 000 cc cee ee ccc ce cece 42 Using Multiple Call Appearances 000 e eee eee ee 4 1 Using Text Messaging sss 4 3 Using Buddy Lists 2 550 606 280k et abe ese eae ele baer e a 4 5 Presence Seting S cx
5. User Guide SoundPoint IP 560 Phone Icons associated with the line keys appear on the graphic display and represent Icon Description Registered line solid uin Registered shared line a Unregistered line outline C Voice mail Text messages Speed dial v Ringing Call in progress with HD Voice Call in progress Call Forward K Do Not Disturb Conference Ox Presence Busy Lamp Field BLF be Do G 0 Getting Started with Your SoundPoint IP 560 Desktop Phone Before You Use Your SoundPoint IP 560 Desktop Phone Note The background and key colors that appear on your SoundPoint IP 560 phone may differ from the screenshots that appear in this user guide Using the Navigation Keys To help you navigate menus and enter data use these tips To scroll through lists use 4 and 2 or hold down A and v Press the key to page up Press the key to page down Use these shortcuts when lists appear on more than one page To move one level down and one level up when menus have submenus use 2 and P To exit from any menu press To exit from any directory press Use the dial pad keys to navigate through and make selections in numbered menu lists To enter text using the dial pad press the number keys one or more times For example for A press 2 and for C press 222 When in text entry mode the title wi
6. 2 Select Settings gt Basic gt Preferences gt Headset gt Headset Memory 3 Use A or v to select Enabled and then press the Select soft key El Headset Memory Mode 1 O Disabled 2 4 Enabled Back Select 4 Press to return to the idle display Repeat steps 1 to 4 to select Disabled and turn Headset Memory Mode off To activate Headset Memory Mode gt gt Press Q twice The flashing headset icon on the graphic display or a flashing headset key indicates that the headset mode is activated Pressing gt gt or the Answer soft key to receive a call will now connect to your headset automatically Customizing Your SoundPoint IP 560 Desktop Phone Selecting the Correct Headset for Electronic Hookswitch This feature allows you to answer your phone when you are using a headset For information on supported headsets to provide electronic hookswitch features for placing answering and ending calls go to www polycom com support voice and POLYCOM enter Headset Compatibility List in the Knowledge Base text box or contact your system administrator To select a headset that supports electronic hookswitch l Press wm 2 Select Settings gt Basic gt Preferences gt Headset gt Analog Headset Mode 3 Use A or v to select your headset and then press the Select soft key finalog Headset Mode 1 4 Regular Mode 2 0 Jabra DHSG 3 0 Plantronics Mode Back Select 4
7. Note 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 Hands free Speakerphone volume settings will be maintained across calls Managing Call Lists Your phone maintains local lists of missed received and placed calls Each list contains 100 entries Press followed by Call Lists gt Missed Calls Received Calls or Placed Calls The following shows a Placed Calls list Ell Placed Calls 1 Greg Slowski 3164 Dial Edit Exit More Manage the call list by doing the following e To edit the phone number press the Edit soft key e To return the call press the Dial soft key e To view information about the call press the More soft key followed by the Info soft key Customizing Your SoundPoint IP 560 Desktop Phone e To store the contact in the Contact Directory press the More soft key followed by the Save soft key e To delete the call from the list press the More soft key followed by the Clear soft key Press to return to the idle display Note Press the Right arrow key from the idle display to access the Placed Calls list Press the Left arrow key from the idle display to access the Received Calls list Press the Down arrow from the idle display to access the Missed Calls list You can use these shortcuts while placing calls or performing transferring and conferencing functions Note You can ma
8. Note To quickly access a list of speed dial index numbers press the Up Arrow key from the idle display To add or edit a speed dial index for an existing contact l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key Edit Contact A Ascii First Name TET RN Last Name Scott Contact 5552211 Speed Dial Index 5 E Save 1 A a Cancel Encoding 5 Do one of the following Enter the next available speed dial index Delete the existing speed dial index by using P followed by 69 and then enter a new speed dial index Valid speed dial index values are from 1 to 9999 If you enter a speed dial index that already Speed dial index already exists appears If you enter an invalid value Speed dial index invalid appears User Guide SoundPoint IP 560 Phone 6 Press the Save or Cancel soft keys to accept or cancel changes 7 Press to return to the idle display To assign a new speed dial key l Press and hold an unassigned C A new empty entry in the contact directory is automatically opened allowing contact information to be added Press the More soft key and then press the Add soft key Optional Enter contact information Use the 1 A a soft key to select between numeric and upper lower case alphanumeric modes Use the Encoding
9. Do one of the following Place a call to the phone under investigation Check that the screen indicates incoming call information Liftthe handset Ensure the dial tone is present and place a call to another extension or number Check that the Screen changes in response The display flickers A certain type of older fluorescent lighting causes the display to appear to flicker Do one of the following e Move the SoundPoint IP 560 SIP phone away from the lights e Replace the lights User Guide SoundPoint IP 560 Phone Audio Symptom Problem Corrective Action There is no audio on the headset The connections are not correct Do one of the following Ensure the headset is plugged into the jack marked Headset at the rear of the phone Ensure the headset amplifier if present is turned on and or the volume is correctly adjusted If the amplifier uses batteries check that they are fully charged Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware From the diagnostics menu you can test your phone s microphones speaker handset third party headset if present keypad mappings and LCD display See your system administrator for instructions on how to perform these tests To test your phone hardware gt gt Press and then select Status gt Diagnostics gt Test Hardware
10. User Guide for the Polycom SoundPoint IP9 560 Phone SIP 3 1 August 2008 Edition 1725 12567 001 pec SE POLYCOM Trademark Information Polycom the Polycom logo design SoundPoint IP SoundStation SoundStation VTX 1000 ViaVideo ViewStation and Vortex are registered trademarks of Polycom Inc Conference Composer Global Management System ImageShare Instructor RP iPower MGC PathNavigator People Content PowerCam Pro Motion QSX ReadiManager Siren StereoSurround V2IU Visual Concert VS4000 VSX and the industrial design of SoundStation are trademarks of Polycom Inc in the United States and various other countries All other trademarks are the property of their respective owners Patent Information The accompanying product is protected by one or more U S and foreign patents and or pending patent applications held by Polycom Inc Disclaimer Some countries states or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers or the limitation of liability for personal injury so the above limitations and exclusions may be limited in their application to you When the implied warranties are not allowed to be excluded in their entirety they will be limited to the duration of the applicable written warranty This warranty gives you specifi
11. gt Audio Diagnostics Keypad Diagnostics or Display Diagnostics Regulatory Notices Service Agreements Please contact your Polycom Authorized Reseller for information about service agreements applicable to your product Governing Law This Limited Warranty and Limitation of Liability shall be governed by the laws of the State of California U S A and by the laws of the United States excluding their conflicts of laws principles The United Nations Convention on Contracts for the International Sale of Goods is hereby excluded in its entirety from application to this Limited Warranty and Limitation of Liability All rights reserved under International and Pan American Copyright Conventions No part of the contents of this manual may be copied reproduced or transmitted in any form or by any means or translated into another language or format in whole or part without written consent from Polycom Inc Do not remove or allow anybody else to remove any product identification copyright or other notices Limitations of Liability LIMITATION OF LIABILITY TO THE FULL EXTENT ALLOWED BY LAW POLYCOM EXCLUDES FOR ITSELF AND ITS SUPPLIERS ANY LIABILITY WHETHER BASED IN CONTRACT OR TORT INCLUDING NEGLIGENCE FOR INCIDENTAL CONSEQUENTIAL INDIRECT SPECIAL OR PUNITIVE DAMAGES OF ANY KIND OR FOR LOSS OF REVENUE OR PROFITS LOSS OF BUSINESS LOSS OF INFORMATION OR DATA OR OTHER FINANCIAL LOSS ARISING OUT OF O
12. Enable Ext 1 A a Exit ETT R a Note You can also enter the SIP URL or IP address For more information on using a SIP URL or IP address refer to Placing Calls on page 3 2 5 Select the Enable soft key to confirm call forwarding A moving arrow appears on the line label to confirm call forwarding is enabled Using the Basic Features of Your SoundPoint IP 560 Desktop Phone To disable call forwarding 1 From the idle display press the Forward soft key 2 Optional If multiple lines are configured on your phone select the line to forward from the list using A and 2 3 Using A and 2 select the forwarding type you want to change and then press the Select soft key 4 Press the Disable soft key The idle display returns and the regular icon appears as the line indicator Dynamic Forwarding To forward an incoming call to another party 1 When the phone rings press the Forward soft key 2 Entera number to forward the incoming call to 3 Press the Enable soft key The incoming call is forwarded to the other party If call forwarding is disabled all future calls will not be forwarded and forwarding will remain disabled Enabling Do Not Disturb To prevent the phone ringing from incoming calls you can select Do Not Disturb Note This feature is local to the phone and may be overridden by call server settings For more information contact your system administrator User Guide SoundPoint IP 560 P
13. Wed Apr 2 159PM If more than two calls are on hold on a single Line Key an indication appears on the graphic display for example 2 3 indicating that this is the second call out of three calls If calls are on hold on more than one Line Key you can view the details of the calls on any Line Key by pressing and holding the Line Key for more than two seconds If a Line Key is depressed for less than one second the first call on hold on that Line Key will be retrieved Hosting Conference Calls Note You can create a conference with other parties using the phone s local conference feature You can create a conference at any time between an active call and a call on hold on the same or another line by pressing the Join soft key The conference management feature allows you to view all parties ina conference call From the Manage Conference page you can add hold remove and mute specific conference parties The conference management feature is an optional feature and may not be supported on your particular system For more information contact your system administrator This section provides the following step by step instructions Setting Up Conference Calls Managing Conference Calls e Adding Parties to Conference Calls joining Conferences User Guide SoundPoint IP 560 Phone Splitting Conference Calls e Ending Conference Calls Setting Up Conference Calls To set up a conference call l Call the first p
14. Encoding 6 Enter a contact number This is a required field and it must be unique not already in the directory 7 Customizing Your SoundPoint IP 560 Desktop Phone Optional Change the Speed Dial Index It is automatically assigned to the next available index value Valid speed dial index values are from 1 to 9999 If you enter a speed dial index that already Speed dial index already exists appears If you enter an invalid value Speed dial index invalid appears For more information refer to Assigning Speed Dial Keys on page 3 22 Add To Directory 1 Rscii Speed Dial Index 4 Ring Type Divert Contact Auto Reject MEIRE F Save 1 A a Cancel Optional Change the Ring Type and Divert Contact These fields may be left blank For more information on setting the Ring Type field refer to Distinguishing Calls on page 2 19 For more information on diverting contacts refer to Diverting Calls on page 2 21 Optional Change the Auto Reject Auto Divert Watch Buddy and Block Buddy Use 2 and P to switch between Enabled and Disabled settings For more information on setting the Auto Reject field refer to Rejecting Calls on page 2 20 For more information on setting the Watch Buddy and Block Buddy fields refer to Managing Buddies on page 4 6 10 Press the Save or Cancel soft keys to accept or cancel changes 11 Press to return to the idle display Adding Cont
15. SoundPoint IP 560 Desktop Phone 4 Press the Select soft key Text that appears on the graphic display will change to the language of your choice 5 Press to return to the idle display Changing the Graphic Display Background You can change the picture or design design that appears on the graphic display A default background displays when the phone starts up shown below For more information on selections contact your system administrator Friday March 28 4 03 PM New Call Forward To change the graphic display background 1 Press Mem 2 Select Settings gt Basic gt Preferences gt Backgrounds 3 Use 4 and 2 to highlight the background you want F Backgrounds 2 4 White 3 0 Light Gray 4 O Leaf jpg 5 0 Sailboat jpg Back Select 4 Press the Select soft key 5 Press to return to the idle display User Guide SoundPoint IP 560 Phone Muting the Microphone p During a call press a The Message Waiting Indicator turns red and a microphone on the screen indicates that the other party or parties cannot hear you Microphone Mute applies to all modes Handset Headset and Hands free Speakerphone You can still hear all other parties while mute is enabled ar To turn off Microphone Mute press 7 again Adjusting the Volume Press CCo gt to adjust receiver volume during a call Pressing these keys in the idle state adjusts the ringer volume
16. Split Trnsfer You can talk privately to the party to which you are transferring the call before the transfer is completed If you are using a handset the transfer can be completed by putting the handset on the cradle You can cancel the transfer before the call connects by pressing the Cancel soft key Performing a Blind Transfer To perform a blind transfer 1 During a call press ms or the Trnsfer soft key 2 Press the Blind soft key Blind transfer to Wed Apr 2 2 35 PM Cancel URL 3 Do one of the following steps 3 18 Enter the number to which you want to transfer the call Refer to Placing Calls on page 3 2 At this point the call is connected to the number to which you are transferring them Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Forwarding Calls Note You can configure your phone so that all incoming calls are forwarded to another party refer to Static Forwarding You can also forward calls while your phone rings refer to Dynamic Forwarding All incoming calls can be forwarded to another party while Do Not Disturb is enabled on your phone For more information contact your system administrator Call Forwarding is not available on shared lines This feature is local to the phone and may be overridden by call server settings For more information contact your system administrator Static Forwarding To forward all incoming calls to ano
17. User Guide SoundPoint IP 560 Phone Configuring Basic Settings You can configure the following basic settings through use of Appearance of the time and date Display contrast e Backlight intensity Headset Memory Mode Headset hookswitch selection e Ring type Language support localization e Background pattern You can mute the microphone and adjust the volume using separate keys Changing the Appearance of Time and Date The time and date appears on the graphic display of the SoundPoint IP 560 phone If the phone cannot obtain a time and date from the call server the display will flash Contact your system administrator if either the time or date is incorrect You can select from various formats for the time and date display Select and set options that are right for you You can also disable the time and date display so the time and date do not display on the phone screen Friday March 28 4 03 PM New Call Forward To configure the time and date formats 1 Press Mem 2 Select Settings gt Basic gt Preferences gt Time amp Date 3 Select from Clock Date Clock Time Clock Order or Enable Disable Customizing Your SoundPoint IP 560 Desktop Phone 4 Using 4 and v scroll through the options under each of these selections 5 Press the Select soft key to confirm your choice The following figure shows the Clock Time menu El Clock Time 2 4 12 RM PM Exit Sele
18. When multiple call appearances is set up you can see information for more than one call at one time For example if you have an active call you can see information for an incoming call as well User Guide SoundPoint IP 560 Phone For example the following figure shows an active call with Greg Slowski on line 6721 i Lauren G Fri Aug8 856 RM Hold End Call Trnsfer Confrnc The following figure shows an incoming call from 1 800 765 9266 on the same line Fri Aug8 857 RM Hold End Call Trnsfer Confrne To answer an incoming call when configured for multiple call appearances gt gt Do one of the following Press Wt or the Hold soft key to place the original call on hold Press v to access the new call Answer the incoming call This original call is placed on hold and the incoming call becomes the active call 3161 From Jack Jones 3161 Is164 3166 Hold Lauren Gates ii Lauren 2163 2 19 Fri Aug8 858 RM Hold End Call Trnsfer More Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone Your phone can display two call appearances at one time If more than two calls are taking place on the same line a counter displays on the display Use the down arrow to access additional calls or appearances To place an additional call on the same line place the active call on hold and then press the New Call soft key Usi
19. from Polycom the phone can be powered from a PoE IEEE 802 3af compliant switch or hub To connect the PoE Plugthesupplied network cable between the LAN jack on the phone and an available power and data port on the in line power switch C Connection optional PoE Hub Switel terminal or mid Getting Started with Your SoundPoint IP 560 Desktop Phone Connecting the Handset and Optional Headset To connect the handset and optional headset 1 Connect the short straight end of the phone cord to the handset and the corresponding longer straight end of the cord to the handset jack on the back of the phone 2 Connect the headset optional to the headset jack on the back of the phone Headset optional Handset LES DC 48V LAN HEADSET HANDSE For information on supported headsets go to www polycom com support voice and enter Headset Compatibility List in the Knowledge Base text box POLYCOM Attaching the Base The phone base can be attached to the SoundPoint IP 560 in one of two ways e Asadesk mount Asa wall mount User Guide SoundPoint IP 560 Phone To attach the base as a desk mount 1 Place all cords in the recessed area above the modular jacks 2 Align the two protrusions on the bracket with their corresponding holes in the phone Getting Started with Your SoundPoint IP 560 Desktop Phone To attach the base as a wall mount 1 P
20. of the following figures User Guide SoundPoint IP 560 Phone One line 3163 Friday March 28 4 03 PM New Call Forward Two lines 3161 and 3163 Friday May 16 9 36 AM i Lauren G New Call Forward Supporting Multiple Line Keys Per Line Each line on the phone can be configured to have more than one Line Key associated with it This enhances call visualization and simplifies call handling If this is the case the display could resemble the following figure Friday May 16 9 36 AM New Call Forward Incoming calls to this line will be distributed evenly among the available Line Keys Similarly outgoing calls will be distributed Your phone can be configured to have a combination of lines with a single Line Key and lines with multiple Line Keys Customizing Your SoundPoint IP 560 Desktop Phone Supporting Shared Lines Your SoundPoint IP 560 supports shared lines Note Shared lines are an optional feature and may not be supported on your particular system For more information contact your system administrator A shared line is indicated by a different line icon In the following figure the lines 3161 and 3163 are private and the line 3166 is shared Friday May 16 9 36 AM i Lauren G New Call Forward If two phones share a line an incoming call to that number will cause both phones to ring The call can be answered on either phone but not both Calls on sha
21. the 2 and gt to select Enabled 6 Press the Save or Cancel soft keys to accept or cancel changes 7 Press to return to the idle display You can customize your phone so that incoming calls from a particular contact are transferred directly to a third party To divert incoming calls from a particular contact l Press Directories 2 Select Contact Directory Customizing Your SoundPoint IP 560 Desktop Phone 3 Use 4 and 2 to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key and then scroll down to the Divert Contact field Add To Directory 1 Rscii Speed Dial Index 4 Ha Ring Type Divert Contact Auto Reject MERE F Save 1 A a Cancel Enter the number of the party to whom you want to divert the call Scroll down to the Auto Divert field Use the 2 and P to select Enabled Press the Save or Cancel soft keys to accept or cancel changes 9 Press to return to the idle display o Nee c E System Customizations The following section details customizations of your SoundPoint IP 560 phone that are performed by your system administrator Supporting Multiple Lines Your SoundPoint IP 560 phone can support up to 8 lines Typically the top most Line Key is reserved for the principal directory number DN of the phone Depending on how your administrator sets up your phone the display could resemble one
22. 5 3 diagnostics 5 8 display problems 5 7 power and startup problems 5 2 screen and system problems 5 4 U up arrow key Speed Dial Index shortcut 3 22 using SIP URL for calling 3 3 V voice mail 3 24 volume 2 10 W watch buddies 4 7 Index Index 3 User Guide SoundPoint IP 560 Phone Index 4
23. N CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE 2008 Polycom Inc All rights reserved Polycom Inc 4750 Willow Road Pleasanton CA 94588 2708 USA No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Polycom Inc Under the law reproducing includes translating into another language or format As between the parties Polycom Inc retains title to and ownership of all proprietary rights with respect to the software contained within its products The software is protected by United States copyright laws and international treaty provision Therefore you must treat the software like any other copyrighted material e g a book or sound recording Every effort has been made to ensure that the information in this manual is accurate Polycom Inc is not responsible for printing or clerical errors Information in this document is subject to change without notice About This Guide Thank you for choosing the for the SoundPoint IP 560 a full duplex hands free SIP desktop phone This unit provides business telephony features and functions such as multiple call appearances call hold transfer and conference over an IP network This guide provides everything you need to quickly use your new phone Be sure to verify with your system administrator that your network is prepared for configuring yo
24. Press to return to the idle display Selecting the Ring Type You can select different ring types to distinguish lines or to distinguish your phone from your neighbor s phone To change the incoming ring type l Press Mem 2 Select Settings gt Basic gt Ring Type 3 Optional If multiple lines are configured on your phone first select the line to change from the list using the 4 and 2 User Guide SoundPoint IP 560 Phone 4 Use 4 and to select the desired ring type To hear the selected ring type press the Play soft key El Ring Type 1 0 Silent Ring 2 4 Low Trill 3 O Low Double Trill 4 0 Medium Trill Play Back Select 5 Press the Select soft key to change to the selected ring type 6 Press to return to the idle display Note If you configure your SoundPoint IP 560 phone with a silent ring press the flashing Line key or the Answer soft key to answer the call If your handset is off hook the call is routed to the handset If your handset is on hook the call is routed to the speaker Changing the Language Many languages are supported by the SoundPoint IP 560 phone To change the language l Press Mew 2 Select Settings gt Basic gt Preferences gt Language 3 Use A and 2 to highlight the language you want Ei Language 1 4 English Internal 2 0 Chinese China 3 0 Danish Denmark 4 0 Dutch Netherlands Back Select Customizing Your
25. R IN CONNECTION WITH THE SALE INSTALLATION MAINTENANCE USE PERFORMANCE FAILURE OR INTERRUPTION OF ITS PRODUCTS EVEN IF POLYCOM OR ITS AUTHORIZED RESELLER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND LIMITS ITS LIABILITY TO REPAIR REPLACEMENT OR REFUND OF THE PURCHASE PRICE PAID AT POLYCOM S OPTION THIS DISCLAIMER OF LIABILITY FOR DAMAGES WILL NOT BE AFFECTED IF ANY REMEDY PROVIDED HEREIN SHALL FAIL OF ITS ESSENTIAL PURPOSE Regulatory Notices 1 User Guide SoundPoint IP 560 Phone Polycom Limited Warranty and Limitation Liability LIMITED WARRANTY Polycom warrants to the end user Customer that this product is expected to be free from defects in workmanship and materials under normal use and service for one year from the date of purchase from Polycom or its authorized reseller Polycom s sole obligation under this express warranty is at Polycom s option and expense to repair the defective product or part deliver to Customer an equivalent product or part to replace the defective item or if neither of the two foregoing options are reasonably available Polycom may on its sole discretion refund to Customer the purchase price paid for the defective product All products that are replaced will become the property of Polycom Replacement products or parts may be new or reconditioned Polycom is expected to warrant any replaced or repaired product or part for ninety 90 days from shipment or the rem
26. acts From Call Lists To add a contact to the local contact directory from a call list l Do one of the following a Press Directories User Guide SoundPoint IP 560 Phone Select Call Lists gt Missed Calls Received Calls or Placed Calls as desired b Press Q P Or v to access the desired call list 2 Use 4 and v to highlight the contact You can also use the key to Page Up and the key to Page Down 3 Press the More soft key and then the Save soft key to save the contact in the phone s directory Placed Calls 1 Greg Slowski 3164 Dial Edit Exit More 4 Press Directories to return to the idle display Note You may want to go to the local contact directory to check if the contact was saved correctly and to add any missing fields Adding Contacts From the Corporate Directory To add a contact to your local contact directory from the corporate directory 1 Press Directories 2 Select Corporate Directory Search for the contact Refer to Searching for Contacts on page 2 17 Editing Contacts Customizing Your SoundPoint IP 560 Desktop Phone 4 Press the View soft key The contact s information appears on the graphic display 1 Last Name Slowski 2 First Name Grace 3 Phone Number 6045559660 i Save i Dial i Back 5 Press the Save soft key to save the contact in the local contact directory Entry saved appears on the graphic display Only the fi
27. ainder of the initial warranty period whichever is longer Products returned to Polycom must be sent prepaid and packaged appropriately for safe shipment and it is recommended that they be insured or sent by a method that provides for tracking of the package Responsibility for loss or damage does not transfer to Polycom until the returned item is received by Polycom The repaired or replaced item will be shipped to Customer at Polycom s expense not later than thirty 30 days after Polycom receives the defective product and Polycom will retain risk of loss or damage until the item is delivered to Customer The product software comes with 90 day software warranty providing for software updates minor releases bug fixes To continue to receive support purchasing a maintenance contract is the most economical solution Exclusions Polycom will not be liable under this limited warranty if its testing and examination disclose that the alleged defect or malfunction in the product does not exist or results from Failure to follow Polycom s installation operation or maintenance instructions Unauthorized product modification or alteration Unauthorized use of common carrier communication services accessed through the product Abuse misuse negligent acts or omissions of Customer and persons under Customer s control or Acts of third parties acts of God accident fire lightening power surges or outages or other hazards
28. an access voice mail messages from your phone Your voice mail is saved in a centralized location Your phone indicates the presence of new voice mail messages by a flashing Message Waiting Indicator LED on the front of the phone and a visual notification on the screen If your phone has multiple lines an individual line indicator icon indicates voice mail messages on that line A stutter dial tone in place of normal dial tone indicates that one or more voice messages are waiting at the message center To listen to voice messages 1 Press Messages If multiple lines are configured on your phone select the line to retrieve messages from 2 Follow voice or visual prompts on the screen to retrieve your messages User Guide SoundPoint IP 560 Phone Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone This chapter provides operating instructions for the advanced features of the SoundPoint IP 560 phone This chapter contains instructions on Using Multiple Call Appearances e Using Text Messaging Using Buddy Lists e Restarting Your Phone To customize your phone refer to Customizing Your SoundPoint IP 560 Desktop Phone on page 2 1 To read about the phone s basic features refer to Using the Basic Features of Your SoundPoint IP 560 Desktop Phone on page 3 1 If you require additional information or assistance with your new phone contact your system administrator Using Multiple Call Appearances
29. arty Note You can either dial the phone number directly or search for the number in the Contact Directory or Call Lists For more information refer to Placing Calls on page 3 2 Searching for Contacts on page 2 17 or Managing Call Lists on page 2 11 2 Press or the Confrnc soft key to create a new call The active call is placed on hold 43163 Conference with i Andrew Wed Apr 2 2 04 PM Cancel URL Note If configured for single key press conferences all conference participants hear the dial tone and ringback when the conference host places a call to a new party 3 Call the second party Using the Basic Features of Your SoundPoint IP 560 Desktop Phone 4 When the second party answers press or the Confrnc soft key again to join all parties in the conference 3163 Active Conference i Byron Smi Lauren G Wed Apr 2 2 05 PM Hold End Call Manage More Note If configured for single key press conferences you do not need to press the Confrnc soft key again 5 Press or the Confrnc soft key to add another party to the conference The first and second party are put on hold Note If configured for single key press conferences all conference participants hear the dial tone and ringback when the conference host places a call to a new party 6 Call the third party 7 After the third party answers press or the Confrnc soft key again to join all parties in the confe
30. asic Settings 0 eee eee 2 2 Changing the Appearance of Time and Date 2 2 Changing the Display Contrast sse 2 3 Changing the Backlight Intensity 000002 2 4 Enabling the Headset Memory Mode 000 2 6 Selecting the Correct Headset for Electronic Hookswitch 2 7 Selecting the Ring Type 0 eee eee eee eee 2 7 Changing the Language 00 e eee eee eee 2 8 Changing the Graphic Display Background 2 9 Muting the Microphone 2 10 Adjusting the Volume sssssssssse ee 2 10 Managing Call Lists 0000 ee eee eee eee 2 10 Managing Contacts 0 6 cee eee eens 2 11 Adding Contacts si zzi x ee RR RE REOR AGE ODER S wade 2 12 Editing Contacts iocos prre eter se oles pines cg ale 2 15 Deleting Contacts zieht eR imik e ERR HE Rr RES 2 16 User Guide SoundPoint IP 560 Phone Placing Calls to Contacts i032 0s4c8 ee RE eae 2 16 Searching for Contacts 0000s 2 17 Managing Incoming Calls sssssseeeeeeeee 2 19 Distinguishing Calls oes cette et Ro eem ette en 2 19 Rejecting Calls e 22s esr n ERR eR ERES FEET 2 20 Diverting Calls 2e thesia LER E ia eens tee ERA ER RE 2 20 System Customizations isis 2 21 Supporting Multiple Lines sse 2 21 Supporting Multiple Line Keys Per Line 2 22 Supporting Shared Lines
31. atch Buddy is enabled the contact is added to your buddy list When Watch Buddy is disabled the contact is removed from your buddy list The default for Watch Buddy is Disabled 7 Press the Save or Cancel soft keys to accept or cancel changes 8 Press to return to the idle display To block or unblock a contact from your buddy list l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key Scroll down to the Block Buddy field Use 4 and D to select Enabled When Block Buddy is enabled the contact cannot watch your phone When Block Buddy is disabled the contact can watch your phone The default for Block Buddy is Disabled 7 Press the Save or Cancel soft keys to accept or cancel changes Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone 8 Press to return to the idle display Integrating With Microsoft Live Communications Server 2005 Your phone can be configured 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 contacts added through your buddy list will appear as a contact in Microsoft Office Communicator and Windows Messenger Any contacts added as a con
32. ble with a single key press Contact your system administrator about this option Press Select Features gt Messages gt Instant Messages 2 Optional If multiple lines are configured on your phone first select from which line to send the message from the list using 4 and 2 3 Press the New soft key Enter the number Use the 1 A a soft key to alternate between numeric and upper lower case alphanumeric modes Note You can also enter the SIP URL or IP address For more information on dialing with SIP URL or IP address refer to Placing Calls on page 3 2 5 Press the Ok soft key Do one of the following Press the Select soft key to choose from various pre scripted short messages Press the Edit soft key to compose a custom message Use dial pad keys to cycle through the character set Use keys 1 0 and to select special characters 7 Press the Send soft key when finished 8 Press to return to the idle display Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone Using Buddy Lists Presence Settings A buddy list is a list of users devices whose status or presence you can monitor Users update their presence setting for example Be right back Busy or Out to lunch and you can view their status in real time from your phone Your phone can watch the status of up to eight other phones or 48 buddies These other phones form your buddy list Your pho
33. c legal rights which may vary depending on local law Copyright Notice Portions of the software contained in this product are Copyright 1998 1999 2000 Thai Open Source Software Center Ltd and Clark Cooper Copyright 1998 by the Massachusetts Institute of Technology Copyright 1998 2003 The OpenSSL Project Copyright 1995 1998 Eric Young eay cryptsoft com All rights reserved Copyright 1995 2002 Jean Loup Gailly and Mark Adler Copyright 1996 2004 Daniel Stenberg lt daniel haxx se gt Permission is hereby granted free of charge to any person obtaining a copy of this software and associated documentation files the Software to deal in the Software without restriction including without limitation the rights to use copy modify merge publish distribute sublicense and or sell copies of the Software and to permit persons to whom the Software is furnished to do so subject to the following conditions The above copyright notice and this permission notice shall be included in all copies or substantial portions of the Software THE SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM DAMAGES OR OTHER LIABILITY WHETHER IN AN ACTION OF CONTRACT TORT OR OTHERWISE ARISING FROM OUT OF OR I
34. connect safety extra low voltage SELV circuits to teleconference station network TNV circuits LAN ports contain SELV circuit and WAN ports contain TNV circuits Some LAN and WAN ports both use RJ 45 connectors Use caution when connecting cables This product is rated 48Vdc 0 375A When used with the optional external power supply the power supply shall be a Listed power supply with a LPS output rated 48V min 0 375A Russian Compliance Ministry of Information Technologies amp Communication of the Russian Federation Declaration of Conformity DoC 3 CNA 1831 Expiry 20 02 201 1 Regulatory Notices 4 Regulatory Notices Safety and Compliance continued New Zealand Telepermit Polycom SoundPoint IP560 VoIP Telephone PTC 220 08 009 PTC General Warning 1 The grant of a Telepermit for any item of terminal equipment indicates only that Telecom has accepted that the item complies with minimum conditions for connection to its network It indicates no endorsement of the product by Telecom nor does it provide any sort of warranty Above all it provides no assurance that any item will work correctly in all respects with another item of Telepermitted equipment of a different make or model nor does it imply that any product is compatible with all of Telecom s network services Echo Cancellation 2 Echo cancellers are not normally required in the Telecom PSTN because geographic delays are acceptable where CPE
35. csseo Xe RR ER ahd ad eee et deu 4 5 Managing Buddies 0 02 4 6 Integrating With Microsoft Live Communications Server 2005 4 7 vi Contents Restarting Your Phone cine ss cies RET RER ERRAT ERA CER 4 8 5 Troubleshooting Your SoundPoint IP 560 Desktop Phone 5 1 Power and Startup ccce scris ersse turnesi otesi cence 5 2 Controls N OE E tek eel E T 5 3 Access to Screens and Systems 0 000 e eee eee eee eee 5 4 Calling eieiei eee e etre a i sse e epp ee Ren 5 5 Displays oaceckeetrR ern eens soa th epURC ES Rr PUE EPHUNEFEREME 5 7 PPM nS 5 8 Testing Phone Hardware ssssssssseeeeee eene 5 8 Regulatory Notices Regulatory Notices 1 Index ccc cece cece cece cece ee cceeeees Index User Guide SoundPoint IP 560 Phone viii Getting Started with Your SoundPoint IP 560 Desktop Phone This chapter provides basic installation instructions and information for obtaining the best performance with the SoundPoint IP 560 desktop phone The SoundPoint IP 560 provides a powerful yet flexible IP communications solution delivering excellent voice quality The high resolution graphic display supplies content for call information multiple languages directory access and system status The SoundPoint IP 560 supports advanced functionality including multiple call and flexible line appearances HTTPS secure provisioning presence custom ring tones local confer
36. ct 6 Press to return to the idle display Changing the Display Contrast To adjust the contrast on the display to a comfortable level l Press wm 2 Select Settings gt Basic gt Contrast E tontrast S Bm iam eee CPPCPP B MEIN Doun Up Cancel Ok 3 Press the Up or Down soft keys to increase or decrease the display contrast Note You can also use the volume keys to increase or decrease the diplay contrast 4 Press the Ok or Cancel soft keys to accept or cancel changes 5 Press to return to the idle display User Guide SoundPoint IP 560 Phone Changing the Backlight Intensity Backlight intensity on the SoundPoint IP 560 phone has three components e Backlight On e Backlight Idle Maximum Intensity You can modify the Backlight On intensity and the Backlight Idle intensity separately You can select high medium low and off levels for both When you modify the Maximum Intensity you are modifying the entire backlight intensity scale For example if you decrease the Maximum Intensity the low medium and high values for both Backlight On intensity and the Backlight Idle intensity decrease The Backlight On intensity applies for the following events e Any key press e Hookswitch release Incoming calls e Ending a call holding a call resuming a call by the other party e A voice or instant message received If you do not press any keys on the phone after 20 seconds
37. ctory Use 4 and 2 to highlight the contact You can also use the key to page up and the key to page down 4 Press the Dial soft key To place a call to a contact in the corporate directory l Press Directories 2 Select Corporate Directory Customizing Your SoundPoint IP 560 Desktop Phone 3 Search for the contact Refer to Searching for Contacts in the corporate directory on page 2 17 4 Press the View soft key The contact s information appears on the graphic display 1 Last Name Slowski 2 First Name Grace 3 Phone Number 6045559660 Save j Dial j Back 5 Press the Dial soft key Searching for Contacts To search for a contact in the local contact directory Press Select Contact Directory Press the More soft key and then the Search soft key Bom Using the dial pad enter the first few characters of the contacts s first or last name Directory Search a Ascii First Name Carol Last Name ETT Search 1 A a Cancel Encoding 5 Press the Search soft key again You can dial any successful matches from the resulting information on the graphic display User Guide SoundPoint IP 560 Phone To search for a contact in the corporate directory 1 Press Directories 2 Select Corporate Directory Note When you first access the corporate directory the message Directory update in progress appears momentarily Then the corporate directory ent
38. e normal operation without restarting it Before you restart your phone contact your system administrator Call lists are automatically cleared when you restart the phone To restart the phone l Press 2 Select Settings gt Basic gt Restart Phone Are you sure appears on the graphic display 3 Ifyou still want to restart your phone press the Yes soft key The restart process begins The process ends when the idle display appears Troubleshooting Your SoundPoint IP 560 Desktop Phone This chapter contains general troubleshooting information to help you solve any problems you might encounter when you use your SoundPoint IP 560 phone The tables in this chapter list possible trouble symptoms the likely causes of these problems and the recommended corrective actions to take e Power and Startup Controls Access to Screens and Systems Calling Displays e Audio To obtain more detailed troubleshooting information you can access certain menus on your phone that test your phone hardware For more information see Testing Phone Hardware on page 5 8 If you require additional assistance contact your system administrator User Guide SoundPoint IP 560 Phone Power and Startup Symptom Problem Corrective Action There are power issues The SoundPoint IP 560 phone Do one of the following has no power e Verify that no lights appear on the phone when it is powered up e Check if the phone is pro
39. encing applications and Polycom HD Voice technology Powered by state of the art Gigabit Ethernet IP telephony technology the SoundPoint IP 560 features a future proof dual port Gigabit Ethernet switch for seamless integration with a computer or desktop server For organizations with existing GigE deployment the SoundPoint IP 560 delivers unobstructed high speed access to data and productivity boosting data and applications For organizations with plans to migrate to GigE the SoundPoint IP 560 protects investment in desktop networking This chapter contains e Parts List e Assembling Your SoundPoint IP 560 Desktop Phone Registering Your SoundPoint IP 560 Desktop Phone Features of Your SoundPoint IP 560 Desktop Phone e Before You Use Your SoundPoint IP 560 Desktop Phone To customize your phone refer to Customizing Your SoundPoint IP 560 Desktop Phone on page 1 1 To read about the phone s basic features refer to Using the Basic Features of Your SoundPoint IP 560 Desktop Phone on page 3 1 To read the phone s advanced features refer to Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone on page 4 1 If you require additional information or assistance with your new phone contact your system administrator User Guide SoundPoint IP 560 Phone Parts List The following components are included in your SoundPoint IP 560 package e Polycom SoundPoint IP 560 phone Ws PoLycom
40. ey Note If your phone is configured for shared lines the Reject soft key is replaced by a Silence soft key and there is no the Forward soft key To stop the incoming call from ringing press the Silence soft key To answer an incoming call on a line configured for a single Line Key gt gt Do one of the following Press a or the Hold soft key to put the original call on hold The incoming call is answered Press v to access the new call Press the Answer soft key The original call is placed on hold Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Note Incoming calls may be forwarded by pressing the Forward soft key For more information refer to To forward an incoming call to another party on page 3 21 To answer an incoming call on a line configured for multiple Line Keys gt gt Do one of the following Press C 5 next the flashing green indicator The first call is placed on hold and the second call become the active call Press e or the Hold soft key to place the original call on hold Press the Answer soft key Note Incoming calls may be forwarded by pressing the Forward soft key For more information refer to To forward an incoming call to another party on page 3 21 To answer an incoming call on a shared line l Answer the incoming call 2 Press c or the Hold soft key Anyone on another phone configured to use the same shared line may take the call by selecti
41. gt Pick up the handset To answer a call using Hands Free Speakerphone mode If Handsfree mode disabled appears on the graphic display after you press the speakerphone key your system administrator has disabled the speakerphone on your phone gt gt Do one of the following Press gt D With the handset on hook press lt next to the flashing green status indicator User Guide SoundPoint IP 560 Phone Press the Answer soft key To answer a call using the headset gt gt Press Q If Headset Memory Mode is activated press amp gt or the Answer soft key Answering When in Another Call If you have an active call and an incoming call arrives on the same line do one of the following e If your phone is configured for a single Line Key per line You may hear a call waiting tone and you will see the second call appearance Caller information for the incoming call appears on the graphic display e If your phone is configured for multiple Line Keys per line You may hear a call waiting tone the second Line Key indicator fast flashes green and an incoming call icon appears Caller information for the second Line Key appears on the bottom line of the graphic display e If your phone is configured for shared lines You may hear a call waiting tone the second Line Key indicator will fast flash green and an incoming call icon appears on the second Line K
42. harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures 1 Reorient or relocate the receiving antenna 2 Increase the separation between the equipment and receiver 3 Connect the equipment into an outlet on a circuit different from that to which the receiver is connected 4 Consult the dealer or an experience radio TV technician for help Modifications In accordance with Part 15 of the FCC Rules the user is cautioned that any changes or modifications not expressly approved by Polycom Inc could void the user s authority to operate the equipment This equipment may not be used on a coin service or party line Installation Instructions Installation must be performed in accordance with all relevant national wiring rules L Installation doit tre ex cut e conform ment tous les r glements nationaux applicable au filage lectrique When using PoE Power over Ethernet the equipment is to be connected only to PoE netwo
43. hone To enable Do Not Disturb gt gt Press Do Not Disturb A flashing icon and text on the graphic display indicate that Do Not Disturb is enabled Wednesday April 2 2 44PM A DoNot Disturb New Call Forward Calls received while Do Not Disturb is enabled are logged in the Missed Calls list unless configured to be forwarded to another party by your system administrator To disable Do Not Disturb gt gt Press DoNotDisub again Multiple Lines and Do Not Disturb If multiple lines are configured on your phone Do Not Disturb can be set on a line by line basis from the menu using 4 and For more information contact your system administrator When Do Not Disturb is enabled for a particular line a flashing X displays beside the line indicator Assigning Speed Dial Keys You can associate contacts with Line Keys for single touch dialing of frequently used numbers Speed Dial entries are consecutively placed next to assigned Line Keys on the phone When a new entry is added to the Contact Directory it is automatically assigned the next available speed dial index and the next available line key Using the Basic Features of Your SoundPoint IP 560 Desktop Phone In the figure below the phone has one line key and three available speed dial keys assigned to Byron Lauren and Andrew To dial Byron Lauren or Andrew press the associated line key Wednesday April 2 2 45 PM New Call Forward
44. hree Party Conference Using the Basic Features of Your SoundPoint IP 560 Desktop Phone To add a party to a conference call using the Join soft key qi l From the Manage Conference page press 4 or the Hold soft key The other parties in the conference call are placed on hold Note If configured for local conference hold the other parties in the conference call can continue to speak with each other while you place the new call Press the New Call soft key Place a call to a new party After the new party answers press the Join soft key All parties in the conference call can now hear each other Conference Four Party Conference User Guide SoundPoint IP 560 Phone Joining Conferences To join two conferences Previously you set up two separate conference calls between a number of parties Only one conference can be active at a time Host of Both A Conferences A Conference A ConferenceB EN Usu c 4X OOO 1 From the idle display press the Join soft key Both conferences are joined into a single five way conference Splitting Conference Calls To split a conference call gt gt From the Active Conference page press the More soft key and then the Split soft key to split the conference All calls are split into individual calls and put on hold Ending Conference Calls To end a conference call gt gt From the Active Conference page press the EndCall sof
45. ing Troubleshooting Your SoundPoint IP 560 Desktop Phone Symptom Problem Corrective Action There is no dial tone Power is not correctly applied to Do one of the following the SoundPoint IP 560 phone Check that the screen is illuminated Make sure the LAN cable is inserted properly at the back of the phone try unplugging and re inserting the cable If using Power over Ethernet PoE have your system administrator check that the switch is supplying power to the phone Dial tone is not present on one of Do one of the following the audio modes e Switch between Handset Headset if present or Hands Free Speakerphone to see if the dial tone is present for one of audio modes Ifthe dial tone exists on another audio mode connect a different handset or headset to isolate the problem User Guide SoundPoint IP 560 Phone Symptom Problem Corrective Action The phone does not ring Ring setting or volume is low Do one of the following Adjust the ringing level from the front panel using the volume up down keys Check status of Handset Headset if connected and Hands Free Speakerphone Outbound or inbound calling is unsuccessful Do one of the following Place a call to the phone under investigation Check that the screen indicates incoming call information Lift the handset Ensure the dial tone is present and place a call to another extension or n
46. is three For more information contact your system administrator To mute a party select the party then press the Far Mute soft key Manage Conference 1 Larry Brin 3162 t 2 Jerry Schmidt 3161 3 Lauren Gates 3164 wp 4 Larry Brin 36049 t UnMute Hold Remove More The muted party can hear all parties but no party can hear the muted party 8 v Can Hear Cannot be P Heard If you press O instead of the Far Mute soft key all other parties can hear each other but they cannot hear you Press the UnMute soft key to un mute the party User Guide SoundPoint IP 560 Phone Toplacea party on hold select the party and then press the Hold soft key The held party cannot hear any parties and no party can hear the held party Conference Host Cannot Hear Cannot Be Heard Press the Resume soft key to return the party to the conference Ifthe held party presses on their phone the party will remain on hold within the conference even if you press the Resume soft key To remove a party from the conference press the Remove soft key The party is removed from the conference To return the party to the conference press the Add soft key refer to the first optional step above Adding Parties to Conference Calls To add a party to a conference call using the Join soft key You are currently hosting a conference call between a number of parties Conference Host T
47. lace all cords in the recessed area above the modular jacks 2 On the back of the phone remove the key located behind the hookswitch and reposition it so that the end tab at a 45 angle is facing up 3 With mounting tab of the base unit facing up fasten the base unit to the wall mount using wall anchors not included Note The wall mount is not included in SoundPoint IP 560 package Contact your system administrator if you require one User Guide SoundPoint IP 560 Phone Registering Your SoundPoint IP 560 Desktop 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 For detailed information on how to register your phone after you install it refer to Quick Tip 44011 Registering Standalone SoundPoint IP and SoundStation IP Phones at http www polycom com usa en support voice soundpoint ip VoIP T echnical Bulletins pub html Features of Your SoundPoint IP 560 Desktop Phone Getting Started with Your SoundPoint IP 560 Desktop Phone The features of your SoundPoint IP 560 phone are
48. ll show whether keys will generate digits 1 upper case A or lower case a characters use the 1 A a soft key to change and whether keys will generate ASCII Latin Cyrillic Katakana or Unicode characters use the Encoding soft key to change User Guide SoundPoint IP 560 Phone 1 14 Customizing Your SoundPoint IP 560 Desktop Phone You can customize your SoundPoint IP 560 desktop phone by adjusting the setting for time and date display contrast and ring type for example You can add contacts to the phone s directory manually or from call lists You can handle incoming calls from different contacts in different ways This chapter provides basic operating instructions for customizing your Sound Point IP 560 phone This chapter contains Configuring Basic Settings Managing Call Lists Managing Contacts Managing Incoming Calls Some customizations of your SoundPoint IP 560 phone are performed by your system administrator These include Supporting Multiple Lines Supporting Multiple Line Keys Per Line Supporting Shared Lines To read about the phone s basic features refer to Using the Basic Features of Your SoundPoint IP 560 Desktop Phone on page 3 1 To read about the phone s advanced features refer to Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone on page 4 1 If you require additional information or assistance with your new phone contact your system administrator
49. mation or assistance with your new phone contact your system administrator You can place a call in many ways using your SoundPoint IP 560 phone using the handset using the speakerphone using the headset You can also dial the number first and then choose the method you will use to speak to the other party You can search the call lists the local contact directory or the corporate directory and dial from the search results page For more information refer to Managing Call Lists on page 2 10 and Managing Contacts on page 2 11 During a call you can alternate between Speakerphone Hands Free Headset or Handset modes by pressing the or Q keys or picking up the handset The call duration of active calls is visible within the active call window on the graphic display In the figure below the call to Greg Slowski has lasted 34 seconds so far H 3163 To Greg Slowski ii 3164 1 04 Wed Apr 2 1 37PM Hold End Call Trnsfer Confrne Using the Basic Features of Your SoundPoint IP 560 Desktop Phone To place a call using the handset gt gt Do the following steps in any order Pick up the handset Dial the number using the dial pad ii Andrew Enter number End Call URL Note You can also dial using the SIP URL or IP address To obtain the IP address of your phone press the Menu key and then select Status Platform Phone The IP address is listed together with other
50. ne displays the status of your buddies in real time Your phone can be watched by up to eight other phones If your SoundPoint IP 560 phone is configured to work with Microsoft Live Communications Server 2005 the behavior of the presence setting and buddy lists is different For more information contact your system administrator To view and change your presence settings l Doone of the following Pres Select Features gt Presence gt My Status Press the MyStat soft key a My Status 1 Online 2 0 Busy 3 0 Be right back 4 0 Away 2 Use 4 or to scroll through the list and then press the Select soft key to select your new status The phones watching your status will now display your new status Presence information will also be sent to watching phones when you go off hook or enable Do Not Disturb User Guide SoundPoint IP 560 Phone Managing Buddies Note The instructions in this section do not apply if your call server is Microsoft Live Communications Server 2005 In that case refer to the following section Integrating With Microsoft Live Communications Server 2005 To add or delete a contact from your buddy list l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key Scroll to the Watch Buddy field Use 4 and b to select Enabled When W
51. ng Text Messaging Note You can send and receive text messages using your phone SIP Instant Text Messaging is supported in real time Received messages will be indicated by a flashing Message Waiting Indicator LED on the front of the phone and optionally a visual notification on the graphic display The text messaging feature is an optional feature and may not be supported on your particular system If it is supported screen options may vary with your application Text messaging may be accessible with a single key press For more information contact your system administrator To read text messages l Do one of the following steps Press Messages Select Instant Messages Press Select Features gt Messages gt Instant Messages Press the InstMsg soft key 2 Optional If multiple lines are configured on your phone select from which line messages are to be retrieved from the list using 4 and 2 Messages appear first to last in sent order 3 Optional Do one of the following Press the Next or Prev soft keys to cycle through messages in order Press the More soft key to access the Delete Reply and New soft keys 4 Press to return to the idle display User Guide SoundPoint IP 560 Phone To send a text message 1 Do one of the following Press Messages Select Instant Messages Note Screen options may vary with your application Voice Mail may be accessi
52. ng the Line Key associated with the call on hold represented by a flashing red LED Ending Calls To end a call Doone ofthe following Ifyou are using the handset press the EndCall soft key or replace the handset Ifyou are using a headset press C Ifyour are using the speakerphone press gt User Guide SoundPoint IP 560 Phone Redialing Numbers To redial the last call placed from your phone gt gt Press A call to your last placed call is attempted To Greg Slowski 3164 i Andrew Wed Apr 2 1 46PM To redial a previously placed call refer to Managing Call Lists on page 2 10 Placing Calls on Hold During a call press Wit or the Hold soft key The hold icon will display on the line key label Hold Greg Slowski 3164 Wed Apr 2 157 PM Resume New Call Trnsfer Confrne fiar Press Hold again or the Resume soft key to retrieve the call The registered line icon appears as the line indicator Note The Hold feature typically generates music or a beeping tone Therefore avoid putting a conference call on hold Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Multiple Calls on Hold If multiple calls are on hold ona single Line Key use 4 and 2 to switch between the calls and then press the Resume soft key to retrieve the desired call 43163 To Karen Jones iii Byron Smi 113161 i Hold Byron Smith 3164 2 55
53. ns and Systems Symptom Problem Corrective Action There is no response when you press a feature key The SoundPoint IP 560 phone is not in an active state Do one of the following Press the keys more slowly Check with your system administrator to see if the key has been mapped to a different function or is disabled Place a call to the phone to check that inbound call display and ringing is normal If successful try to press feature keys within the call to access the Main Menu for example To confirm that the line is active press the Menu key and then select Status gt Lines gt Line Information From the Line Information page verify that your phone line is registered To attempt re registration to the call server reboot your phone Contact your system administrator The screen shows Network Link is Down The LAN cable is not properly connected Do one of the following Check termination at the switch or hub furthest end of the cable from the phone Check that the switch or hub is operational flashing link status lights or contact your system administrator Check if the LAN port is active or inactive Press the Menu key and then select Status gt Network gt Ethernet From the Ethernet page scroll to the LAN port field and verify that it is active To attempt re registration to the call server reboot your phone Contact your system administrator Call
54. nually clear all call lists They are automatically cleared when you restart the phone Managing Contacts You can store a large number of contacts in your phone s directory Contact your system administrator for the exact number You can add edit delete dial or search for a contact in this directory You can dial or search for a contact in this directory You may be able to add edit and delete contacts Scott Carol 5552211 i Smith Byron 3604 Dial Edit Back More You may have read access to portions of your corporate directory through your phone The contacts that you can see are determined by your system administrator You can add contacts from the corporate directory to your local contact directory User Guide SoundPoint IP 560 Phone Adding Contacts 2 12 You can add contacts to your contact directory Manually e From a call list e From your corporate directory Adding Contacts Manually To add a contact to the local contact directory manually Pres Select Contact Directory Press the More soft key Press the Add soft key mod S amp P Enter first and or last name of the contact from the keypad Use the 1 A a soft key to select between numeric and upper lower case alphanumeric modes Use the Encoding soft key to access special characters in other languages Add To Directory A Ascii First Nome in Last Name Contact Speed Dial Index 4 Save 1 R a Cancel
55. of the backlight turning on the backlight dims or changes to medium in the following cases e A call is in progress e Acallis on hold e There is an incoming call ringing e There is an outgoing call ringing back Any menu shows on the display In all other cases the Backlight Idle intensity applies To modify the backlight intensity l Press Mm 2 Select Settings gt Basic gt Backlight Intensity Customizing Your SoundPoint IP 560 Desktop Phone 3 Select Backlight On Intensity l Backlight On Intensity 2 4 Medium 3 0 Low 4 0 Off Back Select 4 Use or to select high medium low or off and then press the Select soft key The default level is medium 5 Select Backlight Idle Intensity l Backlight Idle Intensity 2 0 Medium 3 4 Low 4 0 Off Back Select 6 Use or to select high medium low or off and then press the Select soft key The default level is low 7 Select Maximum Intensity Maximum Intensity NAHE U U U OOOO Down Up Cancel Ok 8 Press the Up or Down soft keys to increase or decrease the backlight intensity 9 Press the Ok or Cancel soft keys to accept or cancel changes User Guide SoundPoint IP 560 Phone 10 Press to return to the idle display Enabling the Headset Memory Mode This feature is especially useful for permanent or full time headset users To permanently enable the Headset Memory Mode l Press Mem
56. perly plugged into a functional AC outlet Make sure that the phone isn t plugged into a plug controlled by a light switch that is off Ifthe phone is plugged into a power strip try plugging it directly into a wall outlet instead Try the phone in another room where the electricity is known to be working on a particular outlet Troubleshooting Your SoundPoint IP 560 Desktop Phone Controls Symptom Problem Corrective Action The dial pad does not work The dial pad on the SoundPoint Do one of the following IP 560 phone does not respond Check for a response from other feature keys or from the dial pad Placeacalltothe phone from a known working telephone Check for display updates e Check if the LAN port is active or inactive Press the Menu key and then select Status gt Network gt Ethernet From the Ethernet page scroll to the LAN port field and verify that it is active e Check the termination at the switch or hub end of the network LAN cable Ensure that the switch hub port connected to the telephone is operational if not accessible contact your system administrator Before restarting your phone refer to on page contact your system administrator Your system administrator may want to troubleshoot your phone in more detail before restarting the phone and losing current status information User Guide SoundPoint IP 560 Phone Access to Scree
57. phone information The maximum URL or IP address length is 32 characters For example 10 3 0 42 sip jane polycom com Press the URL soft key and enter the URL or IP address Use for and for Then press the Send soft key to complete the call Your phone may not support SIP URL or IP address dialing Contact your system administrator To place a call using Hands Free Speakerphone mode Note If Handsfree mode disabled appears on the graphic display after you press the speakerphone key your system administrator has disabled the speakerphone on your phone gt gt Do one ofthe following With the handset on hook press C gt or the NewCall soft key to obtain dial tone Dial the number using the dial pad With the handset on hook dial the number using the dial pad Press gt gt or the Dial soft key User Guide SoundPoint IP 560 Phone To place a call using the headset gt gt Do one of the following With the optional headset connected press amp gt gt or the NewCall soft key to obtain dial tone Press Q Dial the desired number using the dial pad With the optional headset connected dial the desired number using the dial pad Press Q Note To permanently enable your headset refer to Enabling the Headset Memory Mode on page 2 6 Answering Calls When you are not in another call you can answer a call in three ways e Using the handset Using
58. r system administrator To set a distinctive ring type for a contact l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key and then scroll down to the Ring Type field Edit Contact 1 Rscii Last Name Smith Ba Contact 3604 Speed Dial Index 1 Ring Type E Save 1 A a Cancel 5 Enter the number corresponding to one of the ring types available For more information refer to Selecting the Correct Headset for Electronic Hookswitch on page 2 7 Optional To remove an existing value press 69 Press the Save or Cancel soft keys to accept or cancel changes 8 Press to return to the idle display User Guide SoundPoint IP 560 Phone Rejecting Calls Note Diverting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail Rejecting calls is not available on shared lines To send incoming calls from a contact directly to voice mail l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the Edit soft key and then scroll down to the Auto Reject field Add To Directory 1 Rscii Speed Dial Index 4 Ring Type Divert Contact Auto Reject MEIE F Save 1 A a Cancel 5 Use
59. red lines can be transferred put on hold or added to a conference Note Call Forwarding is not available on shared lines Do Not Disturb DND on shared lines disables the ringing option only the visual indication is still in place User Guide SoundPoint IP 560 Phone Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Your SoundPoint IP 560 desktop phone is designed to be used like a regular phone on a public switched telephone network PSTN You call place calls transfer a call to someone else or conduct a conference call At most one active call may be in progress on your phone at any time The active call is the one that has audio associated with it There may be multiple other calls On hold e Inan Incoming call or Ringing state This chapter provides basic operating instructions for the SoundPoint IP 560 phone The topics include e Placing Calls e Answering Calls Ending Calls Redialing Numbers e Placing Calls on Hold Hosting Conference Calls e Transferring Calls e Forwarding Calls Enabling Do Not Disturb e Assigning Speed Dial Keys Using Voice Mail User Guide SoundPoint IP 560 Phone Placing Calls To customize your phone refer to Customizing Your SoundPoint IP 560 Desktop Phone on page 2 1 To read about the phone s advanced features refer to Using the Advanced Features of Your SoundPoint IP 560 Desktop Phone on page 4 1 If you require additional infor
60. rence Note If configured for single key press conferences you do not need to press the Confrnc key again A conference similar to this one will now exist Conference Host N Four Party Conference User Guide SoundPoint IP 560 Phone 8 Repeat steps 5 to 7 until you have added all intended parties Managing Conference Calls To manage a conference call You are currently in a conference call Active Conference 1 12 Wed Apr 2 2 05 PM Hold End Call Manage More 1 Press the Manage soft key The Manage Conference page appears 1 Greg Slowski 1145 2 Grace Bourne 1078 Add Far Mute Hold More Press the More soft key to see the Remove Info and Back soft keys Press the Info soft key to view more information about the selected party Press the Back soft key to exit the conference management feature Using the Basic Features of Your SoundPoint IP 560 Desktop Phone 2 Do one of the following Toaddanew party press the Add soft key Call another party as you would using Conference or the Confrnc soft key outside the conference management feature The other parties are put on hold After the new party answers press again to join all parties in the conference Note The Add soft key appears only if you can add more parties to the conference call Your system administrator determines the maximum number of conference participants The default number
61. return loss is maintained within Telepermit limits However those private networks making use of Voice over IP technology are required to provide echo cancellation for all voice calls The combined effect of audio VoIP conversion delay and IP routing delay can cause an echo cancellation time of 64 mS to be required PTC220 Paragraph 8 3 1 Digital Telephone Loudness Rating 3 This Polycom SoundPoint IP560 VoIP Telephone was made to comply with PTC220 paragraph 8 2 1 by installing a New Zealand specific version of software known as Rev 2 2 2 0084 All samples of this telephone connected to the Telecom network must have this software version installed to be fully compliant with this Telepermit Regulatory Notices 5 User Guide SoundPoint IP 560 Phone Regulatory Notices 6 Index Symbols key page down shortcut 1 13 key page up shortcut 1 13 A AC power 1 4 answering calls 3 4 3 5 assembling your phone 1 3 assigning speed dial keys 3 22 B backlight intensity 2 4 base attaching 1 5 block buddies 4 7 buddy lists 4 5 buddy status 4 8 C call lists missed calls 2 10 placed calls 2 10 received calls 2 10 types of 2 10 calls ending 3 7 on hold 3 8 conference calls adding parties 3 13 3 14 ending 3 16 holding parties 3 14 managing 3 12 muting parties 3 13 removing parties 3 14 setting up 3 10 splitting 3 16 contact directory 2 11 contact lists See buddy lists corporate directory 2 14 2 18 customi
62. ries appear If no corporate directory entries appear review your search criteria Your criteria may be set to exclude all corporate directory entries 3 Search for the contact in one of the following ways Use 4 and 2 to highlight the contact You can also use the key to Page Up and the key to Page Down Press the Search soft key and then enter the first few letters or numbers of the first name last name or any other parameter displayed in the list Press the Submit soft key Search A Ascii Last Name First Name Phone Number 604 URL Submit 1 R a Back Encoding Using the dial pad enter the first few characters of the contacts s last name The characters that you enter appear on the second line of the graphic display i Bourne Grace 6045553233 i Back j Search You can dial any successful matches from the resulting information on the graphic display Customizing Your SoundPoint IP 560 Desktop Phone Managing Incoming Calls Distinguishing Calls Note You can distinguish incoming calls by setting distinctive rings for contacts in your contact directory sending particular calls directly to your voice mail or transferring particular calls to another party You can customize your phone so that you can distinguish different parties by ring type This feature is local to the phone and may be overridden by your organization s settings For more information contact you
63. rks without connections to the outside plant Plugs Acts as Disconnect Device The socket outlet to which this apparatus is connected must be installed near the equipment and must always be readily accessible La prise lectrique laquelle l appareil est branch doit tre install e pr s de l quipement et doit toujours tre facilement accessible Industry Canada IC This Class B digital apparatus complies with Canadian ICES 003 Cet appareil num rique de la classe B est conforme la norme NMB 003 du Canada Regulatory Notices 3 User Guide SoundPoint IP 560 Phone Safety and Compliance continued CE and VCCI Mark This SoundPoint IP 560 SIP is marked with the CE mark This mark indicates compliance with EC Directives 2006 95 EC and 2004 108 EC A full copy of the Declaration of Conformity can be obtained from Polycom Ltd 270 Bath Road Slough Berkshire SL1 4DX UK OMS ALE EAA ERMA VCC 1 D CIXEOQZ7ABISIaXIE C ORB Ae CHATSOL KANE LTWETAS CDORBBIVACT EV ay RARER vc ASNAL SMBS S SRIF IO LRH ET Huth ae A SRC HE gt TIE LVR URW ae LT FAV Supplying Power This product is intended to be supplied by a Listed Direct Plug In Power Unit marked Class 2 or LPS and rated 48 V dc 400 mA or May be supplied by a Listed ITE Power over Ethernet PoE source that is not routed or exposed to the outside the building WARNING Electrical Safety To avoid electric shock do not
64. rst name last name and phone number are saved If the contact already exists in the contact directory Entry already exists appears 6 Press to return to the idle display To edit a contact in the local contact directory 1 Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down Press the Edit soft key Edit the contact information Edit Contact AZ Ascii First Nome TET RN Last Name Scott Contact 5552211 Speed Dial Index F Save 1 R a Cancel Encoding User Guide SoundPoint IP 560 Phone 6 Press the Save or Cancel soft keys to accept or cancel changes 7 Press Directories to return to the idle display Note You can quickly edit a contact associated with a speed dial key by pressing and holding the contact s speed dial key and then complete steps 5 to 7 Deleting Contacts To delete a contact from the local contact directory l Press Directories 2 Select Contact Directory Use 4 and to highlight the contact You can also use the key to page up and the key to page down 4 Press the More soft key twice and then press the Delete soft key The contact is deleted from the directory 5 Press to return to the idle display Placing Calls to Contacts To place a call to a contact in the local contact directory 1 Press Directories 2 Select Contact Dire
65. soft key to access special characters in other languages 4 Dooneofthe following Entera contact number The number must be unique not already in the directory Entera contact string where The number must be unique Hu ur p indicates 1 second delay un indicates a 2 second delay For example your organization voice mail system is accessible through 7700 and your voice mail password is 2154 If you enter 7700 2154 as the contact string you could use the speed dial key to access your voice mail 5 Change the Speed Dial Index field The index can be any value between the next available index value and the maximum value of 9999 5 Polycom recommends that you assign speed dial index values consecutively For example if you assign the third Line Key to the speed dial index value 2 POLYCOM assign the fourth Line Key to the speed dial index value 3 6 Press the Save or Cancel soft keys to accept or cancel changes 7 Press to return to the idle display 3 24 Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Using Voice Mail Note Voice mail is an optional feature configured on the call server and may not be supported on your particular system For more information contact your system administrator Screen options may vary with your application Voice mail may be accessible with a single key press Contact your system administrator about this option You c
66. t key or hang up The other parties will continue to be connected Transferring Calls A call can be transferred in one of three ways Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Consultative transfer 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 Refer to Performing a Consulative Transfer on page 3 17 Blind transfer The call is automatically transferred after you dial the number of the party to whom you want to transfer the call Refer to Performing a Blind Transfer on page 3 18 Attended transfer The parties are automatically connected to each other after you exit the conference Setupa conference call and then end your participation For more information refer to Hosting Conference Calls on page 3 9 Performing a Consulative Transfer To transfer a call 1 During a call press the or the Trnsfer soft key The active call is placed on hold 43163 Wed Apr 2 229 PM Cancel URL Blind 2 Do one of the following Enter the number to which you want to transfer the call Refer to Placing Calls on page 3 2 User Guide SoundPoint IP 560 Phone 3 As soon as you hear the ring back sound or after the party answers and you speak to the party press Ras 7 or the Trnsfer soft key Wed Apr 2 2 31 PM Cancel
67. tact in Microsoft Office Communicator and Windows Messenger will appear in your buddy list To view and change your presence refer to To view and change your presence settings on page 4 5 For more information contact your system administrator To add a contact to your buddy list Pres Select Features gt Presence gt Buddy Status Press the More soft key Press the Add soft key Enter the number of the contact So ow ge Press the Submit soft key 7 Press to return to the idle display To view and change your privacy list l Press 2 Select Features gt Presence gt Buddy Status gt Privacy List 3 Use 4 and to scroll through the list to find the contact Press the Edit soft key moe Scroll down to the Access field User Guide SoundPoint IP 560 Phone 6 For Access use 4 and b to select Enabled When Access is enabled you are allowing the contact to see your presence When Access is disabled you are disallowing the contact from seeing your presence The default for access is Disabled 7 Press to return to the idle display For more information on contacting buddies refer to Placing Calls on page 3 2 or the Microsoft Office Communicator and Windows Messenger documentation Restarting Your Phone Note Note Periodically you may need to restart your phone so your phone can accept a new configuration If your phone malfunctions you may be able to restor
68. tcut 2 11 ring type 2 7 RJ 9 1 5 S setting up conferences 3 9 shared lines 2 23 Index 2 silent ring answering calls 3 5 SoundPoint IP 560 adjusting backlight intensity 2 4 adjusting display constrast 2 3 adjusting volume 2 10 advanced features 4 1 answering calls 3 4 3 5 assembling 1 3 assigning speed dial keys 3 22 attaching base 1 5 basic features 3 1 buddy lists 4 5 call lists types of 2 10 calls on hold 3 8 contact directory 2 11 customizing 2 1 Do Not Disturb 3 21 electronic hookswitch 2 6 ending calls 3 7 ending conferences 3 16 features list of 1 8 figure features 1 8 first time use 1 12 forwarding calls 3 18 getting started 1 1 handset 1 5 headset 1 5 headset memory mode 2 6 illustration 1 2 instant messaging 4 3 language support 2 8 managing conferences 3 12 multiple call appearances 4 1 multiple keys per line 2 22 muting microphone 2 10 navigation key usage 1 13 parts list 1 2 placing calls 3 2 presence 4 5 redialing numbers 3 8 restarting phone 4 8 ring type 2 7 setting time and date 2 2 setting up conferences 3 9 3 10 shared lines 2 23 splitting conferences 3 16 text messaging 4 3 transferring calls 3 16 troubleshooting 5 1 using multiple lines 2 21 voice mail 3 24 speakerphone See hands free mode speed dialing 3 22 T text messaging 4 3 time and date 2 2 transferring calls 3 16 troubleshooting audio problems 5 8 calling problems 5 5 controls problems
69. the speakerphone e Using the headset The steps for answering an incoming call when you are in another call are different if your phone is configured for e Asingle Line Key per line Friday March 28 4 03 PM New Call Forward Note Note Using the Basic Features of Your SoundPoint IP 560 Desktop Phone Multiple Line Keys per line 3161 m 3161 Friday May 16 3166 9 36 AM 3166 New Call Forward If your phone is configured with multiple call appearances refer to Using Multiple Call Appearances on page 4 1 for instructions on how to answer a call You can ignore incoming calls by pressing the Reject soft key for private lines or the Silence soft key for shared lines or the Do Not Disturb key The Do Not Disturb mode stays active when the call ends and remains active until you press the Do Not Disturb key again You can forward incoming calls by pressing the Forward soft key For more information refer to To forward an incoming call to another party on page 3 21 When your phone is configured with a silent ring press the ringing Line key or the Answer soft key to answer the call If your handset is off hook the call is routed to the handset If your handset is on hook the call is routed to the speaker Answering When Not in Another Call In all cases the active call will appear on the graphic display showing call duration and destination To answer a call using the handset gt
70. ther party l From the idle display press the Forward soft key Forwarding Type Select 1 Always Disabled 2 No Answer Disabled 3 Busy Disabled Exit Select 2 Optional If multiple lines are configured on your phone select the line to forward from the list using 4 and 2 3 Using 4 and 2 select the forwarding type you want to change and then press the Select soft key The options are Always To forward all incoming calls No Answer To forward unanswered incoming calls Busy To forward calls that arrive when you are already in a call 4 Depending on your selection User Guide SoundPoint IP 560 Phone a Ifyou selected Always enter a number to forward all future incoming calls to Call Forward Call Forward Always 1 Asci Call Forward Always 1 Asci Ascii Contacte Enable Ext 17 Enable Exit 1 A a a b If you selected No Answer enter a number to forward all unanswered incoming calls to and how many rings to wait before forwarding one ring is approximately six seconds A value of 2 is recommended Call Forward No Answer 1 Ascii Contact i Forward After Rings 2 Enable Exit 1 A a c Ifyou selected Busy enter a number to forward all future incoming calls to when you are already in another call Call Forward Call Forward Busy 1 Asci Call Forward Busy 1 Asci Ascii Contacte
71. umber Check that the screen changes in response You turned off the ringer Do one of the following During an incoming call lift the handset press the Speakerphone key or press the Headset key to obtain a dial tone Press the ringing Line Key or the Answer soft key to answer the call Service Unavailable appears on the screen The user pressed the New Call soft key dialed a number with the handset on hook or attempted to make a Call from the contact directory when the phone was not registered Check with your system administrator to see when your phone will be registered Displays Troubleshooting Your SoundPoint IP 560 Desktop Phone Symptom Problem Corrective Action There is no display The display is incorrect The display has bad contrast Power is not correctly applied to the SoundPoint IP 560 phone The contrast needs adjustment Do one of the following e Check that the screen is illuminated Make sure the LAN cable is inserted properly at the back of the phone try unplugging and re inserting the cable If using Power over Ethernet PoE have your system administrator check that the switch is supplying power to the phone Do one of the following Refer to Changing the Display Contrast on page 2 3 e To obtain a default level of contrast restart the phone Refer to on page Outbound or inbound calling is unsuccessful
72. ur for the SoundPoint IP 560 phone As well be sure to read the Parts List and Regulatory Notices sections in this guide before you set up and use the for the SoundPoint IP 560 phone You can also find this information at http www polycom com support voip Changes to This Guide The following section is new for this edition Registering Your SoundPoint IP 560 Desktop Phone on page 1 8 Major updates have occurred to the following sections since the previous edition Selecting the Correct Headset for Electronic Hookswitch on page 2 6 Assigning Speed Dial Keys on page 3 22 Restarting Your Phone on page 4 8 User Guide SoundPoint IP 560 Phone Contents About This Guide iss ya ves y x AG RENI CP PEPe S Ill Changes to This Guide 0 0 0 eee eee eee ee iii 1 Getting Started with Your SoundPoint IP 560 Desktop qi d m ut Parts List acies ue eR RR kades HESS RETE RE S 1 2 Assembling Your SoundPoint IP 560 Desktop Phone 1 3 Connecting the Handset and Optional Headset 1 5 Attaching the Base iiis 1 5 Registering Your SoundPoint IP 560 Desktop Phone 1 8 Features of Your SoundPoint IP 560 Desktop Phone 1 8 Before You Use Your SoundPoint IP 560 Desktop Phone 1 13 Using the Navigation Keys 0 000 e eee eee 1 13 2 Customizing Your SoundPoint IP 560 Desktop Phone 2 1 Configuring B
73. ve applications 10 ae a Holds an active call or resumes a Hold ae held call 11 Speaker For ringer and hands free audio output 12 Soft Keys These keys are automatically labeled to identify their context sensitive functions 13 Graphic Display Shows information about calls messages soft keys time date and other relevant data e Caller display information first party second party number of calls Information display line in order of precedence highest to lowest Popup text for example network errors Do Not Disturb text Missed call text or second incoming caller display Prompt text for example Enter number Time and date text if idle display is not used for time date display Associated line icons are described in the following table Getting Started with Your SoundPoint IP 560 Desktop Phone Item Description 14 Line Speed Dial Key Use these keys to activate up to four lines or speed dials that can be pae assigned to your phone 15 Line Indicators Individual multi color LEDs display the dynamic call state and remote user status busy lamp field BLF and presence The mapping is Solid green An active call is in progress Fast flashing green There is an incoming ringing call Flashing green The call is held by the other party Flashing red The call is on hold Solid red The line is busy remotely shared lines 16 Hookswitch
74. zing your phone 2 1 D display contrast 2 3 Do Not Disturb 3 21 down arrow key Missed Calls shortcut 2 11 E electronic hookswitch 2 6 ending calls 3 7 F features advanced 4 1 basic 3 1 list of 1 8 SoundPoint 1 8 forwarding calls 3 18 G getting started with your phone 1 1 graphic display backgrounds 2 9 H handset answering a call 3 5 connecting 1 5 illustration 1 2 placing a call 3 3 hands free mode answering a call 3 5 disabled 3 3 placing a call 3 3 headset answering a call 3 6 connecting 1 5 electronic hookswitch 2 6 memory mode 2 6 placing a call 3 4 headset memory mode 2 6 holding calls 3 8 Index 1 User Guide SoundPoint IP 560 Phone I instant messaging 4 3 L language support 2 8 left arrow key Received Calls shortcut 2 11 M managing buddies 4 6 Microsoft Office Live Communications Server 2005 4 5 4 7 missed call lists 2 10 multiple call appearances 4 1 multiple calls hold 3 9 multiple keys per line 2 22 multiple lines call forwarding 3 19 Do Not Disturb 3 22 ring type 2 7 support for 2 21 text messaging 4 4 Voice Mail 3 25 muting microphone 2 10 MyStat 4 6 N navigation key usage 1 13 P parts list 1 2 placed call lists 2 10 placing calls 3 2 PoE See Power over Ethernet power adapter connecting 1 4 Power over Ethernet PoE 1 4 presence 4 5 R received call lists 2 10 redialing numbers 3 8 restarting phone 4 8 right arrow key Placed Calls shor
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