Manual Polycom soundpoint ip 550 (page 95 of 96) (English)

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August, 2008 Edition

1725-12500-001 Rev. D

SIP 3.1

User Guide for the

Polycom

SoundPoint IP

550 Phone

SIP 3.1

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.

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™, V

IU™, 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 specific legal rights which may vary depending on local law.

Portions of the software contained in this product are:

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 IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER

DEALINGS IN THE SOFTWARE.

iii

About This Guide

Thank you for choosing the SoundPoint IP 550 , 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 your SoundPoint IP 550 phone. As well, be sure to read the

Parts List and Regulatory Notices sections in this guide before you set up and

use the SoundPoint IP 550 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 550 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 550 Phone

Contents

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Changes to This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . –iii

1 Getting Started with Your SoundPoint

IP 550 Desktop

Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1

Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2

Assembling Your SoundPoint

IP 550 Desktop Phone . . . . . . . . . . . . . . . 1–3

Connecting the Handset and Optional Headset . . . . . . . . . . . . . . . . . 1–5

Attaching the Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–6

Registering Your SoundPoint

IP 550 Desktop Phone . . . . . . . . . . . . . . . . 1–8

Features of Your SoundPoint

IP 550 Desktop Phone . . . . . . . . . . . . . . . . 1–9

Before You Use Your SoundPoint

IP 550 Desktop Phone . . . . . . . . . . . 1–13

Using the Navigation Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–13

2 Customizing Your SoundPoint

IP 550 Desktop Phone . . . . 2–1

Configuring Basic Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–2

Changing the Appearance of Time and Date . . . . . . . . . . . . . . . . . . . . 2–2

Changing the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–3

Changing the Backlight Intensity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–4

Enabling the Headset Memory Mode . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6

Selecting the Correct Headset for Electronic Hookswitch . . . . . . . . . 2–7

Selecting the Ring Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–7

Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8

Chaning the Graphic Display Background . . . . . . . . . . . . . . . . . . . . . . 2–9

Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10

Adjusting the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10

Managing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10

Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11

Adding Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12

Editing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–15

Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–16

User Guide SoundPoint IP 550 Phone

Placing Calls to Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–16

Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–17

Managing Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–19

Distinguishing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–19

Rejecting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–20

Diverting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–20

System Customizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–21

Supporting Multiple Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–21

Supporting Multiple Line Keys Per Line . . . . . . . . . . . . . . . . . . . . . . 2–22

Supporting Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–23

3 Using the Basic Features of Your SoundPoint

IP 550 Desktop

Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–1

Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–2

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–4

Ending Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–7

Redialing Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–8

Placing Calls on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–8

Hosting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–9

Setting Up Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–10

Managing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–12

Adding Parties to Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–14

Joining Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–15

Splitting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–16

Ending Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–16

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–16

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–18

Enabling Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–21

Assigning Speed Dial Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–22

Using Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–24

4 Using the Advanced Features of Your SoundPoint

IP 550

Desktop Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1

Using Multiple Call Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1

Using Text Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–3

Using Buddy Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–5

Presence Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–5

Managing Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–6

Integrating With Microsoft Live Communications Server 2005 . . . . 4–7

Contents

vii

Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–8

5 Troubleshooting Your SoundPoint

IP 550 Desktop Phone . 5–1

Power and Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–2

Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–3

Access to Screens and Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–4

Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5

Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–7

Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–8

Testing Phone Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–8

Regulatory Notices . . . . . . . . . . . . . . . . . Regulatory Notices–1

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Index–1

User Guide SoundPoint IP 550 Phone

viii

1 - 1

Getting Started with Your

SoundPoint

IP 550 Desktop Phone

This chapter provides basic installation instructions and information for

obtaining the best performance with the SoundPoint IP 550 desktop phone.

The SoundPoint IP 550 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 550 supports advanced

functionality, including multiple call and flexible line appearances, HTTPS

secure provisioning, presence, custom ring tones, local conferencing,

applications, and Polycom

HD™ Voice technology.

This chapter contains:

• Parts List

• Assembling Your SoundPoint

IP 550 Desktop Phone

• Registering Your SoundPoint

IP 550 Desktop Phone

• Features of Your SoundPoint

IP 550 Desktop Phone

• Before You Use Your SoundPoint

IP 550 Desktop Phone

To customize your phone, refer to Customizing Your SoundPoint

IP 550

Desktop Phone on page 1-1. To read about the phone’s basic features, refer to

Using the Basic Features of Your SoundPoint

IP 550 Desktop Phone on page

3-1. To read the phone’s advanced features, refer to Using the Advanced

Features of Your SoundPoint

IP 550 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 550 Phone

1 - 2

Parts List

The following components are included in your SoundPoint IP 550 package:

• Polycom SoundPoint IP 550 phone

• handset and handset cord

• Phone Base

Directories

Applications

Conference

Transfer

Redial

Messages

Do Not Disturb

Hold

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 3

• 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 550 Desktop Phone

This section describes how to assemble your SoundPoint IP 550 phone:

• Connect network and power source

• Connect handset and headset (optional)

• Attach phone base

If your phone is already assembled, go directly to Features of Your

SoundPoint

IP 550 Desktop Phone on page 1-9.

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:

• AC power

• Power over Ethernet (PoE)

User Guide SoundPoint IP 550 Phone

1 - 4

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 24V jack marked on

the phone.

3. Connect the country-specific AC cord to the power adapter.

Power over Ethernet

Using a regular CAT5 cable (optional accessory from Polycom), the phone can

be powered from a PoE (IEEE 802.3af) compliant switch or hub.

Network

Port

Power

Adapter

(24V DC)

PC Connection

(optional)

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 5

To connect the PoE:

• Plug the supplied network cable between the LAN jack on the phone and

an available power and data port on the in-line power switch.

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.

IEEE 802.3af compliant

PoE Hub/Switch

(terminal or middpan)

PC Connection

(optional)

Handset

Headset

(optional)

User Guide SoundPoint IP 550 Phone

1 - 6

Attaching the Base

The phone base can be attached to the SoundPoint IP 550 in one of two ways:

• As a desk mount

• As a wall mount

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.

For information on supported headsets, go to www.polycom.com/support/voice and

enter “Headset Compatibility List” in the Knowledge Base text box.

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 7

3. Snap them together to lock the base to the phone.

To attach the base as a wall mount:

1. Place 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.

User Guide SoundPoint IP 550 Phone

1 - 8

3. With mounting tab of the base unit facing up, fasten the base unit to the

wall mount using wall anchors (not included).

Registering Your SoundPoint

IP 550 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

Standalone SoundPoint IP and SoundStation IP Phones” at

http://www.polycom.com/usa/en/support/voice/soundpoint_ip/VoIP_T

echnical_Bulletins_pub.html .

Note

The wall mount is not included in SoundPoint IP 550 package. Contact your system

administrator if you require one.

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 9

Features of Your SoundPoint

IP 550 Desktop Phone

The features of your SoundPoint IP 550 phone are:

Item Description

1 Message Waiting

Indicator

Alert for voice and text (instant)

messages.

2 Arrow Keys

Scroll through displayed information.

Select a field of displayed data.

Delete displayed data.

User Guide SoundPoint IP 550 Phone

1 - 10

3 Feature Keys Access important features using

these keys.

Access to local directories and call

lists.

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.

Cancels ringing and directs incoming

calls to your voice mail (if supported).

4 Microphone Mute Mutes audio transmission locally

during calls and conferences.

Headset

Allows you to place and receive calls

through an optionally connected

headset.

Speakerphone

Allows for hands-free communication

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,

headset, speaker, and ringer.

9 Dial Pad Provides the 10 digits, the alphabetic

characters, and special characters

available in context-sensitive

applications.

Hold

Holds an active call or resumes a

held call.

Item Description

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 11

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.

• 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.

14 Line/Speed Dial Key Use these keys to activate up to four

lines or speed dials that can be

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

Item Description

User Guide SoundPoint IP 550 Phone

1 - 12

Icons associated with the line keys appear on the graphic display and

represent:

Icon Description

Registered line (solid)

Registered shared line

Unregistered line (outline)

Voice mail/Text messages

Speed dial

Ringing

Call in progress with HD Voice

Call in progress

Call Forward

Do Not Disturb

Conference

Presence/Busy Lamp Field (BLF)

Getting Started with Your SoundPoint

IP 550 Desktop Phone

1 - 13

Before You Use Your SoundPoint

IP 550 Desktop Phone

Using the Navigation Keys

To help you navigate menus and enter data, use these tips:

• To scroll through lists, use and or hold down and .

• 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 and .

• 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 will 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.

Note

The background and key colors that appear on your SoundPoint IP 550 phone may

differ from the screenshots that appear in this user guide.

User Guide SoundPoint IP 550 Phone

1 - 14

2 - 1

Customizing Your SoundPoint

550 Desktop Phone

You can customize your SoundPoint IP 550 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

SoundPoint IP 550 phone. This chapter contains:

• Configuring Basic Settings

• Managing Call Lists

• Managing Contacts

• Managing Incoming Calls

Some customizations of your SoundPoint IP 550 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 550 Desktop Phone on page 3-1. To read about the

phone’s advanced features, refer to Using the Advanced Features of Your

SoundPoint

IP 550 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 550 Phone

2 - 2

Configuring Basic Settings

You can configure the following basic settings through use of :

• Appearance of the time and date

• Display contrast

• Backlight intensity

• Headset Memory Mode

• Headset hookswitch selection

• Ring type

• Language support (localization)

• 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 550

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.

To configure the time and date formats:

1. Press .

2. Select Settings > Basic > Preferences > Time & Date.

3. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 3

4. Using and , 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.

6. Press to return to the idle display.

Changing the Display Contrast

To adjust the contrast on the display to a comfortable level:

1. Press .

2. Select Settings > Basic > Contrast.

3. Press the Up or Down soft keys to increase or decrease the display

contrast.

4. Press the Ok or Cancel soft keys to accept or cancel changes.

5. Press to return to the idle display.

Note

You can also use the volume keys to increase or decrease the diplay contrast.

User Guide SoundPoint IP 550 Phone

2 - 4

Changing the Backlight Intensity

Backlight intensity on the SoundPoint IP 550 phone has three components:

• Backlight On

• 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:

• Any key press

• Hookswitch release

• Incoming calls

• Ending a call, holding a call, resuming a call by the other party

• A voice or instant message received

If you do not press any keys on the phone after 20 seconds of the backlight

turning on, the backlight dims (or changes) to medium in the following cases:

• A call is in progress

• A call is on hold

• There is an incoming call (ringing)

• 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:

1. Press .

2. Select Settings > Basic > Backlight Intensity.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 5

3. Select Backlight On Intensity.

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.

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.

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.

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2 - 6

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:

1. Press .

2. Select Settings > Basic > Preferences > Headset... > Headset Memory...

3. Use or to select Enabled, and then press the Select soft key.

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:

Press twice.

The flashing headset icon on the graphic display or a flashing headset key

indicates that the headset mode is activated. Pressing or the

Answer soft key to receive a call will now connect to your headset

automatically.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 7

Selecting the Correct Headset for Electronic Hookswitch

This feature allows you to answer your phone when you are using a headset.

To select a headset that supports electronic hookswitch:

1. Press .

2. Select Settings > Basic > Preferences > Headset > Analog Headset

Mode.

3. Use or to select your headset, and then press the Select soft

key.

4. 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:

1. Press .

2. Select Settings > Basic > Ring Type.

3. (Optional.) If multiple lines are configured on your phone, first select the

line to change from the list using the and .

For information on supported headsets to provide electronic hookswitch features for

placing, answering, and ending calls, go to www.polycom.com/support/voice and

enter “Headset Compatibility List” in the Knowledge Base text box or contact your

system administrator.

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2 - 8

4. Use and to select the desired ring type.

To hear the selected ring type, press the Play soft key.

5. Press the Select soft key to change to the selected ring type.

6. Press to return to the idle display.

Changing the Language

Many languages are supported by the SoundPoint IP 550 phone.

To change the language:

1. Press .

2. Select Settings > Basic > Preferences > Language.

3. Use and to highlight the language you want.

Note

If you configure your SoundPoint IP 550 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.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 9

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.

Chaning 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.

To change the graphic display background:

1. Press .

2. Select Settings > Basic > Preferences > Backgrounds.

3. Use and to highlight the background you want.

4. Press the Select soft key.

5. Press to return to the idle display.

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2 - 10

Muting the Microphone

During a call, press . 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.

To turn off Microphone Mute, press again.

Adjusting the Volume

Press to adjust receiver volume during a call. Pressing

these keys in the idle state adjusts the ringer volume.

Managing Call Lists

Your phone maintains local lists of missed, received, and placed calls. Each list

contains 100 entries.

Press followed by Call Lists > Missed Calls, Received Calls, or

Placed Calls. The following shows a Placed Calls list.

Manage the call list by doing the following:

• To edit the phone number, press the Edit soft key.

• To return the call, press the Dial soft key.

• To view information about the call, press the More soft key followed by

the Info soft key.

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.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 11

• To store the contact in the Contact Directory, press the More soft key

followed by the Save soft key.

• 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.

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 dial or search for a contact in this directory. You may be able to add,

edit, and delete contacts.

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.

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 manually clear all call lists. They are automatically cleared when you

restart the phone.

User Guide SoundPoint IP 550 Phone

2 - 12

Adding Contacts

You can add contacts to your contact directory:

• Manually

• From a call list

• From your corporate directory

Adding Contacts Manually

To add a contact to the local contact directory manually:

1. Press .

2. Select Contact Directory.

3. Press the More soft key.

4. Press the Add soft key.

5. 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.

6. Enter a contact number.

This is a required field and it must be unique (not already in the directory).

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 13

7. (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.

8. (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.

9. (Optional.) Change the Auto Reject, Auto Divert, Watch Buddy, and

Block Buddy.

Use and 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 Contacts From Call Lists

To add a contact to the local contact directory from a call list:

1. Do one of the following:

— Press .

Select Call Lists >Missed Calls, Received Calls, or Placed Calls as

desired.

User Guide SoundPoint IP 550 Phone

2 - 14

— Press , , or to access the desired call list.

2. Use and 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.

4. Press or the Exit soft key repeatedly to return to the idle

display.

Adding Contacts From the Corporate Directory

To add a contact to your local contact directory from the corporate directory:

1. Press .

2. Select Corporate Directory.

3. Search for the contact.

Refer to Searching for Contacts in the corporate directory on page 2-17.

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.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 15

4. Press the View soft key.

The contact’s information appears on the graphic display.

5. Press the Save soft key to save the contact in the local contact directory.

“Entry saved” appears on the graphic display. Only the first 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.

Editing Contacts

To edit a contact in the local directory:

1. Press .

2. Select Contact Directory.

3. Use 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

5. Edit the contact information.

User Guide SoundPoint IP 550 Phone

2 - 16

6. Press the Save or Cancel soft keys to accept or cancel changes.

7. Press to return to the idle display.

Deleting Contacts

To delete a contact from the local contact directory:

1. Press .

2. Select Contact Directory.

3. Use 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 or the Exit soft key repeatedly to return to the idle

display.

Placing Calls to Contacts

To place a call to a contact in the local contact directory:

1. Press .

2. Select Contact Directory.

3. Use and 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:

1. Press .

2. Select Corporate Directory.

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.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 17

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.

5. Press the Dial soft key.

Searching for Contacts

To search for a contact in the local contact directory:

1. Press .

2. Select Contact Directory.

3. Press the More soft key, and then the Search soft key.

4. Using the dial pad, enter the first few characters of the contacts’s first or

last name.

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 550 Phone

2 - 18

To search for a contact in the corporate directory:

1. Press .

2. Select Corporate Directory.

3. Search for the contact in one of the following ways:

— Use and 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.

— 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.

You can dial any successful matches from the resulting information on the

graphic display.

Note

When you first access the corporate directory, the message “Directory update in

progress” appears momentarily. Then the corporate directory entries appear. If no

corporate directory entries appear, review your search criteria. Your criteria may be

set to exclude all corporate directory entries.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 19

Managing Incoming Calls

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.

Distinguishing Calls

You can customize your phone so that you can distinguish different parties by

ring type.

To set a distinctive ring type for a contact:

1. Press .

2. Select Contact Directory.

3. Use 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.

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.

6. (Optional.) To remove an existing value, press .

7. Press the Save or Cancel soft keys to accept or cancel changes.

8. Press to return to the idle display.

Note

This feature is local to the phone, and may be overridden by your organization’s

settings. For more information, contact your system administrator.

User Guide SoundPoint IP 550 Phone

2 - 20

Rejecting Calls

You can customize your phone so that incoming calls from a particular party

are immediately sent to your voice mail.

To send incoming calls from a contact directly to voice mail:

1. Press .

2. Select Contact Directory.

3. Use 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.

5. Use the and to select Enabled.

6. Press the Save or Cancel soft keys to accept or cancel changes.

7. Press to return to the idle display.

Diverting Calls

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:

1. Press .

2. Select Contact Directory.

Note

Rejecting calls is not available on shared lines.

Customizing Your SoundPoint

IP 550 Desktop Phone

2 - 21

3. Use 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 Divert Contact field.

5. Enter the number of the party to whom you want to divert the call.

6. Scroll down to the Auto Divert field.

7. Use the and to select Enabled.

8. Press the Save or Cancel soft keys to accept or cancel changes.

9. Press to return to the idle display.

System Customizations

The following section details customizations of your SoundPoint IP 550 phone

that are performed by your system administrator.

Supporting Multiple Lines

Your SoundPoint IP 550 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 of the following figures:

User Guide SoundPoint IP 550 Phone

2 - 22

• One line, 3163

• Two lines, 3161 and 3163

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:

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 550 Desktop Phone

2 - 23

Supporting Shared Lines

Your SoundPoint IP 550 supports shared lines.

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.

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 shared lines can be transferred, put on hold, or added to a conference.

Note

Shared lines are an optional feature and may not be supported on your particular

system. For more information, contact your system administrator.

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.

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3 - 1

Using the Basic Features of Your

SoundPoint

IP 550 Desktop Phone

Your SoundPoint IP 550 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

• In an “Incoming call” or “Ringing” state

This chapter provides basic operating instructions for the SoundPoint IP 550

phone. The topics include:

• Placing Calls

• Answering Calls

• Ending Calls

• Redialing Numbers

• Placing Calls on Hold

• Hosting Conference Calls

• Transferring Calls

• Forwarding Calls

• Enabling Do Not Disturb

• Assigning Speed Dial Keys

• Using Voice Mail

User Guide SoundPoint IP 550 Phone

3 - 2

To customize your phone, refer to Customizing Your SoundPoint

IP 550

Desktop Phone on page 2-1. To read about the phone’s advanced features,

refer to Using the Advanced Features of Your SoundPoint

IP 550 Desktop

Phone on page 4-1.

If you require additional information or assistance with your new phone,

contact your system administrator.

Placing Calls

You can place a call in many ways using your SoundPoint IP 550 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 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.

Using the Basic Features of Your SoundPoint

IP 550 Desktop Phone

3 - 3

To place a call using the handset:

Do the following steps in any order:

— Pick up the handset.

— Dial the number using the dial pad.

To place a call using Hands-Free Speakerphone mode:

Do one of the following:

— With the handset on-hook, press , , 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 , , or the Dial soft key.

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 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.

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.

User Guide SoundPoint IP 550 Phone

3 - 4

To place a call using the headset:

Do one of the following:

— With the optional headset connected, press or the

NewCall soft key to obtain dial tone.

Press .

Dial the desired number using the dial pad.

— With the optional headset connected, dial the desired number using

the dial pad.

Press .

Answering Calls

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

• Using the handset

• Using the speakerphone

• Using the headset

The steps for answering an incoming call when you are in another call are

different if your phone is configured for:

• A single Line Key per line

Note

To permanently enable your headset, refer to Enabling the Headset Memory Mode

on page 2-6.

Index

Index – 3

text messaging 4–3

time and date 2–2

transferring calls 3–16

troubleshooting

audio problems 5–8

calling problems 5–5

controls problems 5–3

diagnostics 5–8

display problems 5–7

power and startup problems 5–2

screen and system problems 5–4

up arrow key, Speed Dial Index shortcut 3–22

using SIP URL for calling 3–3

voice mail 3–24

volume 2–10

watch buddies 4–7

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