Polycom SoundPoint 320/321 Quick Guide
Contents
1. cccccccccsssssssseeeeeeens 10 Voice Mail Caller ID 10 Logging into PPS ccsssssssesssssssrsssreenees 10 Soft RE DOOt oeiee aai 10 Getting HeD arr e ai EE EEEE 10 2 Features Graphical LCD display _ Hookswitch Microphone mute 7 Volume up down PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Context sensitive softkeys _ Navigation arrows _ Line indicators Dial if Line keys Menu Dial pad Hold Headset Speakerphone Graphical LCD Display View standard phone information such as time date total number of missed calls and select various softkeys Dial Press to dial a phone number or view the placed call lists Menu Activate features for basic phone settings such as ringtone and backlit display Microphone Mute Toggle the microphone on and off during a conversation When on callers can t hear you Volume Adjust the volume of the handset speaker or ringer Softkeys Activate various features and functions Softkeys change depending on the calling feature or option selected Navigation arrows Scroll through menu options Use the checkmark button to select an item Line indicator Solid green An active call is in progress Fast flashing green There is an incoming ringing call Flashing red The call is on hold Solid red The line is busy remotely shared lines Lines Speed Dial keys Use these k2. or after reaching a wrong number or voice mail instead of the intended person If call waiting is turned off you cannot split a conference call Press the Split softkey to split the conference both parties will be on hold Press the Resume softkey to return to both parties Speed Dial Numbers For frequently used numbers you can associate them with a speed dial index This feature is local to the phone and may be lost during a software upgrade It will be lost if the phone needs to be replaced Note When a new entry is added to the Contact Directory it is automatically assigned the next available speed dial index and the new entry appears at the bottom of the Speed Dial list Assigning a New Speed Dial Key 1 Press and hold Line 2 if unassigned A new empty entry in the Contact Directory is automatically opened allowing contact information to be added 2 Press the checkmark button to enter a first name 3 Enter the first name of the contact from the dial pad 4 Press the Ok or Cancel softkeys to accept or cancel changes 5 Press the down navigation arrow to display the next field in the contact s entry ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide 6 Repeat steps 2 to 5 to enter the last name of the contact 7 Repeat steps 2 to 5 to enter a contact number 8 Repeat steps 2 to 5 to change the Speed Dial Index if desired The index can be any value between
3. Call to a Contact in the Local Contact Directory 1 2 3 Press the Dir softkey Use the navigation arrows to scroll through the list to find the contact Press Dial button or lift the handset Searching the Contact Directory 1 Press the Dir softkey 2 Search for a contact using the dial pad by entering the contact s last name The first time a dial pad key is pressed the first entry whose last name starts with the character that matches the first letter on the key label will be shown The second key press repeats the process and so on until you find the entry you desire Volume Adjusting the Volume To adjust the receiver volume during a call press the volume control buttons or e Pressing the volume control buttons while the phone is idle adjusts the ringer volume for the set e Pressing the volume control buttons while using the speaker phone adjusts the speaker phone volume Call Hold Transfer amp Conference Placing a Call on Hold 1 Ask the caller to stay on the line 2 Press the Hold button 3 To return to the caller press the Hold button again or the Resume softkey Placing a Call on Hold to Dial another Number You can speak to another person and then return to the original caller 1 Ask the caller to stay on the line 2 Press the Hold button The top of the display screen will show Hold and list the phone number Press the New Call softkey 4 Dial another pho
4. the next available index value and the maximum 99 9 Press the Yes or Cancel softkeys to accept or cancel changes 10 Press the left navigation arrow repeatedly to return to the idle display Adding or Editing a Speed Dial Index for an Existing Contact 1 Press the Dir softkey 2 Use the up and down navigation arrows to scroll through the list to find the contact 3 Press the checkmark button to select the entry 4 Press the Edit softkey 5 Press the down navigation arrow repeatedly until the speed dial index field appears 6 Press the checkmark button to select the speed dial index for edit 7 Doone of the following steps e FEnter the next available speed dial index e Delete the existing speed dial index by using the left navigation arrow and then enter a new speed dial index 8 Press the Ok or Cancel softkeys to accept or cancel changes and then press the Yes softkey to confirm your changes 9 Press the left navigation arrow repeatedly to return to the idle display Using Speed Dial To dial a contact via the Speed dial index 1 Using the dial pad enter the speed dial index followed by the key 2 Press the Dial button or pick up the handset To access the Speed Dial Index directory 1 Press the Menu button 2 Select Features gt Speed Dial Phone Settings Distinguishing Calls via Ring Type Settings You can set distinctive incoming ringing tones for contacts in your local directory 1 Pres
5. the speakerphone press the Speakerphone key Rejecting Silencing a Ringing Call You can ignore an incoming call and stop it from ringing Silencing the current call does not affect future calls future calls will ring as usual Press the Ignore softkey to silence the ring of an incoming call If voice mail is configured for the line the unanswered call will default to voice mail and will show up in your Received Calls List ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Note This feature does not work on lines that appear on multiple sets Redialing Last Outgoing Number To call the last number dialed from your phone use the Placed Call list Press the Menu button Select Features 1 on the dial pad Select Call Lists 4 on the dial pad Select Placed 2 on the dial pad Highlight the call and then press the Dial button See E Muting a Call During a call press the Mute key Red button with microphone icon The Message Waiting Indicator turns red and a microphone on the graphic display indicates that the other party or parties cannot hear you Activating Do Not Disturb If voice mail is configured for the line all calls will default to voice mail when Do Not Disturb DND is enabled To turn on Do Not Disturb 1 Press the Menu button 2 Select Features using the checkmark button and then select Do Not Disturb A flashing icon x and the te
6. Editing Contacts 1 2 3 Press the Dir softkey Use the navigation arrows to scroll through the list to find the contact Press the checkmark button to select the contact Press the Edit softkey Use the navigation arrows to scroll through the fields and then press the checkmark button to select the field Do the following e Use the left or right navigation arrows to place the cursor either at the beginning or end of the item respectively e Use the lt lt lt softkey to erase a letter or number to the left of the cursor e Use the down navigation arrow to move to the next field Or press the left navigation arrow to exit edit mode and save your changes Press the Ok or Cancel softkeys to accept or cancel changes Note The Ok softkey is not displayed until a change has been made The Cancel softkey will cancel the edit session for the entry and return you to the screen before the Edit softkey was selected Press the left navigation arrow repeatedly to return to the idle display Deleting Contacts To delete a contact from the directory 1 2 3 4 Press the Dir softkey Use the navigation arrows to scroll through the list to find the contact Press the checkmark button to select the entry Press the Delete softkey and then press the Yes softkey to confirm the deletion and the next entry in the directory appears Press the left navigation arrow repeatedly to return to the idle display Placing a
7. Polycom SoundPoint 320 321 Quick Guide amp PennNet ISC Networking amp Telecommunications University of Pennsylvania October 2009 v2 Contents RO ALUNES aieiaeo ensa nan aeea a e let oete Phone BasiCsniieniserininar ea Making Calls c cccccccsssssssceeecessesssseeeeeeeesees Answering Calls cccssssccceecsssssssseceeeeseneees Ending Callsisiisetes iether heed eee ns Rejecting Silencing a Ringing Call Redialing Last Outgoing Number Muting a Call nari rhai Activating Do Not Disturb ccccccceeeeeees Navigation Arrows ccccccceceeseeeeceeseseeeeeeeseeeeeees Voice Mail Message Retrieval cccecseeeees Calli Lists ccs cis RA iets ae A a hae Accessing the Call Lists ccccsessseceeseeeees Making a Call from the Received Call List Making a Call from the Placed Calls List Clearing Call Lists ccccccccssssssseceeecessesseeees CONTACTS iae ena nai rti ea aia i R s Adding Contacts ccccscsccccceesssesssseceeeeseeeees Adding Contacts from a Call List 000000000000 Editing Contacts ccccssscccceceseessetseeeeeeeesees Deleting Contacts noinen eo i Placing a Call to a Contact in the Local Contact Directory cccccececeeeeeeeeeeeeeeeeeeeeees Adjusting the Volume ccecceesssseceeeeeeeeees Call Hold Transfer amp Conference n e Placing a Call On HOId ccccccsessssss
8. all between you and two other persons 1 Place a call or answer an incoming call Ask the first caller to stay on the line 3 Press Conf softkey to create a new call The active call is placed on hold and the message Conference with will appear at the top of the display 4 Dial the second party then press the Dial button 5 When the second party answers press the Conf softkey again to create the conference call 6 When finished talking hang up or press the End Call softkey to disconnect from the call If the second party does not answer e g you reach their voice mail misdial the number or get a busy signal press the Cancel softkey to reconnect to the first caller Tip To put both parties on hold Placing a call on hold on the phone that originated the conference call will place all other parties on hold Creating a Conference call using the Join Softkey You can create a conference call at anytime between an active call and a call that is on hold When you are in an active call e Ifyou have one call on hold on the same line or other line use the down navigation arrow to go to the call on hold and then press the Join softkey e Ifyou have more than one call on hold use the up and down arrows to switch to the desired call on hold press the Join softkey Splitting a Three way Conference Call You can split or drop one leg of a conference call when you need to drop a bad connection cell phone
9. ame press the Ok or Cancel softkeys to accept or cancel changes Press the down navigation arrow to display the next field Press the checkmark button to display the Contact screen The Contact screen is used to enter the telephone number Enter the telephone number for the contact then press Ok or Cancel to accept or cancel changes Press the down arrow to access and complete all the remaining options pressing Ok to confirm your entries After completing all options press the left navigation arrow to end the data entry for the contact The Confirmation Save to Directory Screen displays Confirmation Save Directory Cancel Press the Yes or Cancel softkeys to save the contact to your directory or to cancel Press the left arrow repeatedly to return to the idle display 10 11 12 13 14 Resume 15 16 Adding Contacts from a Call List To add a new entry 1 Do one of the following steps e Press the Callers softkey to view the Received Calls list e Press the Dial button to view the Placed Calls list ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide 2 Use the up and down navigation arrows to scroll through the list to find the contact Press the checkmark button to select the entry Press the Save softkey to save the contact to the local contact directory Press the left navigation arrow repeatedly to return to the idle display
10. eeeeeeeeeees Placing a Call on Hold to Dial another Number ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Transferring a Call without consultation Blind Transfer cccccccccccsssseceessseeeeessseeees 7 Initiating a Three Way Conference Call 7 Creating a Conference call using the Join SOPK CV 2226 a ar ee Sis A E E a 8 Splitting a Three way Conference Call 8 Speed Dial Numbers cssccececsseesssteeeeeeens 8 Assigning a New Speed Dial Key 00 8 Adding or Editing a Speed Dial Index for an Existing CONTACT sessesesssesesesssesesesesesssssssssre 8 Using Speed Dial ccccsssccccecesessssseceeeeeens 8 Phone Settings conien 8 Distinguishing Calls via Ring Type Settings 9 Adjusting the Contrast on the Display 9 Changing the Date and Time Format 9 Line Icons amp SYMDOIS ccececeseessssaeeeeeeeeeesees 9 PPS aaee O e a a ea a a iTia 9 Advance One ssssssssssssssssssrrssrrssrsssrrsserssersses 9 Anonymous Call Block cccccsesseeeeeeeeeeees 9 Block Caller IDnrn iaeei iia 9 Call Forward All 9 Call Forward on BUSY cceseesssteceeeeeseesees 10 Call Forward on Ring No Answet 05 10 Call Waiting osiris reires aneus aiiin 10 PaSSWONA Siene i a iaa 10 PrOXY moa a a a e a cee 10 Voice Mail Delivery Method ccccceees 10 Voice Mail Envelope
11. es 1 Press the Menu button 2 Select Features gt Messages gt Message Center 3 Follow the prompts to enter your password Call Lists When the phone is idle the display will show the number of missed calls below the date and time display e g 3 new missed calls Local lists of incoming both missed and received calls and outgoing also known as placed calls is maintained by the phone up to 99 for each list A symbol to indicate whether the call was answered handset or missed telephone set is shown for each entry in the incoming list ISC Networking amp Telecommunications Accessing the Call Lists You can view and track calls you missed received or placed If the call was from another PennNet Phone subscriber the person s name and the last 5 digits of phone number are displayed For calls from non PennNet Phone callers only the phone number is displayed Making a Call from the Received Call List 1 Press the Callers softkey 2 Use the navigation arrows to scroll through the list and find the contact you want to call 3 Highlight the entry and then press the Dial button to place the call Making a Call from the Placed Calls List See Redialing Last Outgoing Number Clearing Call Lists You can clear all entries from a call list or a single entry When erasing any entry from a call list the system does not ask for confirmation the list is immediately cleared when the Clear softk
12. ey is pressed To clear a single entry from a call list 1 Press the Menu button 2 Select Features gt Call Lists gt Clear 3 Select either Received or Placed Call List 4 Press the Yes softkey to confirm deleting the contact To save a contact to the local contact directory 1 While viewing the call list entry press the checkmark button 2 Press the Save softkey to add the call list entry into the phone s contact directory Contacts Adding Contacts You can manually add a new entry to your Contact Directory For the directory to register the contact you must enter the phone number You can correct an entry by pressing the lt lt softkey 1 Press the Dir softkey The Directory screen displays and Press up navigation arrow lt New Entry gt displays at the top of the list 2 Press the checkmark button to display the Add To Directory screen 3 Press the checkmark button to display the First Name screen as shown below OGDB First Marne Cancel 4 Enter the first name of the contact using the dial pad If you need to correct an entry press the lt lt softkey 5 When finished entering the first name press the Ok or Cancel softkeys to accept or cancel changes 6 Press the down navigation arrow to access the Add to Directory screen 7 Press the checkmark button to display the Last Name screen 8 Enter the last name of the contact using the dial pad 9 When finished entering the last n
13. eys to get dial tone or activate one speed dial Dial pad Use the 12 keys for dialing and entering contact information such as names and telephone numbers Hold Place a caller on hold or resume a held call Headset Listen hands free by inserting the plug of the headset into the headset jack and toggling the Headset button on or off Speakerphone Toggle the speakerphone off and on ISC Networking amp Telecommunications 3 Phone Basics Making Calls Using the handset e Pick up the handset dial the number then press the Dial button or e Dial the number and then press the Dial button Using the hands free speakerphone With the handset on hook 1 Press the Speaker Phone button or press the NewCall softkey 2 Dial the number and then press the Dial button Using speed dial e Use the dial pad to enter the speed dial index followed by the key e Press the Dial button or pick up the handset to place a call Tip During a call you can alternate between handset and hands free speakerphone modes by pressing the speaker phone button or picking up the handset Answering Calls When you are not in another call you can answer the phone by e Picking up the handset or e Pressing the Speakerphone button or e Pressing the Line key or e Pressing the Answer softkey Ending Calls To end a call do one of the following e Hang up the handset or e Press the EndCall softkey or e fusing
14. ne number press the Dial button consult privately then press the End Call softkey to end the call 5 Press the Resume softkey to return to the original caller Ww ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Transferring a Call with Consultation You can speak with the party to whom you want to transfer the call before transferring the call 1 Ask the caller to stay on the line while you transfer the call 2 Press the Trans softkey The caller is placed on hold 3 Enter the number to which you want to transfer the call then press the Dial button 4 When the third party answers the caller remains on hold so you can talk privately with the third party 5 To transfer the call press the Trans softkey and then hang up the phone Note To cancel the transfer before the call connects and return to the caller press the Cancel softkey Transferring a Call without consultation Blind Transfer You can transfer a call without speaking to the person who is to receive the transferred call 1 Ask the caller to stay on the line while you transfer the call 2 Press the Trans softkey 3 Press the Blind softkey 4 Dial the number to which you want to transfer the call and hang up The call is automatically transferred after you dial the number of the party to whom you want to transfer the call Initiating a Three Way Conference Call You can set up a conference c
15. nn or any off campus or cellular phone In order for Call Forward on Busy to work Call Waiting must be turned off Call Forward on Ring No Answer When you are unable to answer the phone redirect calls to another number instead of voice mail The forward to number can be a PennNet Phone a traditional phone at Penn or any off campus telephone or cell phone Call Waiting Call Waiting is turned on by default When you are on an active call a short beep sound announces the new call and the display shows the telephone number of the inbound call In order for Call Forward on Busy to work Call Waiting must be turned off Disabling Call Waiting removes the ability to split conference calls and to receive and place more than one call when you re already on the line Note Anytime you turn on or off Call Waiting you will need to restart your phone for the update to take effect To restart your phone via PPS click the Remotely restart handset button in the pop up window To restart via your handset select Menu gt Settings gt Basic gt Restart Phone The handset will not restart if there is an active call One the active call is disconnected the handset will restart Passwords Manage your voice mail passwords in real time Proxy Designate a proxy to make adjustments or changes to your PennNet Phone account A proxy can be any member of the Penn community who has a valid PennKey and password Voice Mail Deli
16. red shared line Unregistered line Voicemail messages Ringing Call in progress Do not disturb xX Sr ips pd PPS PPS is a web tool that allows subscribers and proxies to manage certain telephone and voice mail features Use PPS to turn on or select the following features Advance One When an incoming call is not answered the destination number is rung next If the destination number is not answered the call is then sent to the voice mail of the original PennNet phone number Advance One is only available between PennNet phone extensions Anonymous Call Block Reject incoming calls from anonymous callers Note that the call will not appear in the handset s Missed Call Lists Block Caller ID Prevent your caller ID information from displaying on outgoing calls When calling other PennNet Phone subscribers your name is blocked but your 5 digit phone number will display When calling a traditional telephone on campus both your name and your 5 digit phone number are blocked Call Forward All Forward all incoming calls to another PennNet phone a traditional phone at Penn or any off campus or cellular phone Call Forward All overrides all call forwarding options Advance One Call Forward Busy and Call Froward on Ring No Answer Call Forward on Busy Eliminate busy signals when you re on the phone by redirecting calls to another number The forward to number can be a PennNet phone a traditional phone at Pe
17. s the Menu button 2 Select Settings gt Basic gt Ring Type 3 Optional If multiple lines are configured on your phone first select the line to change 4 Using the navigation arrow buttons navigate through the list of available rings 5 Press the Play softkey to hear the selected ring type 6 Press the Select softkey to change to the selected ring type 7 Press the back arrow repeatedly to return to the idle display Adjusting the Contrast on the Display To adjust the contrast on the display screen 1 Press the Menu button 2 Select Settings gt Basic gt Contrast 3 Use the Up and Down softkeys to decrease or increase the display contrast 4 Press the Save softkey to save your changes 5 Press the left navigation arrow repeatedly to return to the idle display Changing the Date and Time Format You can choose how the date and time are formatted on the display 1 Press the Menu button 2 Select Settings gt Basic gt Preferences gt Time amp Date 3 Use the navigation arrows to scroll through the various options and choose a format for the time the date or the order in which they are to appear on the display Press the checkmark button to change and save the new settings 4 To return to the idle display press the left navigation arrow repeatedly ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Line Icons amp Symbols Registered line Registe
18. very Method Change your voice mail delivery method in real time You can choose to manage voice mail messages by phone by computer or both Voice Mail Envelope Hear the date and time before each voice mail message is played ISC Networking amp Telecommunications PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide Voice Mail Caller ID Unless the caller ID information is blocked hear the caller ID before each voice mail message is played Logging into PPS To access PPS log in at http pps voice isc upenn edu PennKey authentication required PPS is also available from the Penn Voice Services home page at www upenn edu computing voice Soft Reboot To restart the phone Press Menu button Press Settings or 3 on the dial pad Press Basic or 1 on the dial pad Press Restart Phone or 4 on the dial pad Press the Yes softkey to confirm restarting your phone Sie a BD inporant If your phone loses local power the information in the Call Lists is lost Numbers saved in the contact directory are not affected by the loss of power Getting Help Requesting repairs To report problems with telephone equipment lines or voice mail visit www upenn edu computing voice help repair ht ml
19. xt Do Not Disturb is displayed on the screen indicating the feature has been turned on To disable Do Not Disturb 1 Press the Menu button 2 Select Features and then select Do Not Disturb again Navigation Arrows When the phone is in use press the appropriate navigation arrows to scroll through menu options or to select an item from the menu e Checkmark button Use the checkmark button to select a field a menu option or to enter into edit mode for some options e Up down left right keys Use these navigation arrow keys to scroll through lists PennNet Phone Polycom SoundPoint IP 320 321 Quick Guide up A A left D right yv checkmark down button Voice Mail Message Retrieval Reminder If you have elected to receive voice mail as email only you cannot listen to messages using a telephone You must log into email to listen to your messages When messages are waiting the Msgs softkey the envelope icon and the number of messages will appear on the display You will also hear a stutter dial tone in place of the normal dial tone when picking up the handset e From your Polycom 320 phone 1 Press the Msgs softkey 2 Wait for the prompt 3 Enter your password e From someone else s Polycom 320 phone 1 Press the Msgs softkey 2 At the prompt press the key on the dial pad 3 Enter your mailbox number 4 Enter your password e To access voice mail when there are no new messag
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