Polycom IP 550 - User Manual

Polycom IP 550 User Guide
Polycom IP 550 User Guide
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Summary

Introduction and Setup

The Polycom IP550 IP Phone

Overview of the physical Polycom IP550 phone and its components.

Web Portal

Description of the Zayo Managed Services Web Portal for call feature configuration.

Telephony Toolbar

Details on the Telephony Toolbar software for enhanced call management.

Document Format

Explanation of how features are presented and structured within the document.

Feature Functionality

Account Codes - Verified

Process for users to enter verified account codes for outbound call assignment.

Account Codes - Unverified

Process for users to enter unverified account codes for outbound call assignment.

Ad-Hoc Conference Calling

Instructions for initiating three-way conference calls using the phone.

Call Forward Always

How to redirect all incoming calls to another phone number using soft keys or feature codes.

Call Forward Busy

How to redirect calls when the user's line is busy to another destination.

Call Forward No Answer

How to redirect calls that are not answered within a specified number of rings.

Call Park

Method to place a call on hold for pickup at another phone.

Call Park Retrieve

How to pick up a call that was placed on hold using the Call Park feature.

Call Pickup

How to answer a call ringing on another user's line within the same pickup group.

Directed Call Pickup

How to answer a call on another user's line without being in a common pickup group.

Call Return

How to call back the last number that called the user's line.

Call Transfer - Blind

How to transfer incoming calls to another line without consulting the receiving party.

Call Transfer - Consult

How to transfer incoming calls to another line after consulting the receiving party.

Call Transfer - To Voicemail

How to transfer incoming calls directly to a user's voicemail box.

Call Waiting

How to answer a second incoming call while already on an active call.

Cancel Call Waiting Per Call

How to disable call waiting on a per-call basis.

Caller ID Blocking Per Call

How to block caller ID on a call-by-call basis.

Caller ID Delivery Per Call

How to deliver caller ID on a call-by-call basis when blocking is active.

Dialing

Basic instructions for making a call using the phone.

Do Not Disturb

How to set the station as unavailable, redirecting incoming calls.

Hold

How to place an active call on hold and retrieve it using soft keys or the HOLD button.

Last Number Redial

How to redial the last dialed number using a feature code or button.

Push-to-Talk

Functionality providing intercom-like service for direct station-to-station communication.

Speed Dial 100

How to configure and use two-digit codes for quick dialing of frequently used numbers.

Speed Dial 8

How to configure and use single-button dialing for frequently used numbers.

Voicemail

Instructions for accessing and managing voicemail messages from the desk phone or remotely.

Overview

1. Function Description
2. Usage Features
3. Call Management
4. Call Forwarding
5. Other Communication Tools
6. Maintenance Features

The Polycom IP 550 is an IP phone designed for use with Zayo Managed Services' Hosted PBX Service, offering a comprehensive suite of telephony features for professional environments. This device facilitates advanced call management and communication, integrating with various software applications for enhanced user experience.

Function Description

The Polycom IP 550 serves as a primary communication tool, enabling users to make and receive calls, manage multiple lines, and utilize a wide array of call features. Its core function is to provide reliable voice communication over an IP network, supported by a graphical display and intuitive controls. The phone is designed to work in conjunction with the Zayo Managed Services Web Portal and Telephony Toolbar, which extend its functionality beyond the physical device itself.

Usage Features

The Polycom IP 550 offers extensive usage features, categorized by call management, forwarding, and other communication tools:

Call Management:

• Ad-Hoc Conference Calling: This feature allows users to initiate a three-way conference call. During an active call, the user presses the MORE soft key, then CONF to place the current caller on hold. The user then dials the number of the third party. Once the third party answers, pressing MORE and CONF again adds them to the existing call. For extended functionality, a conference call can be split using the SPLIT soft key, placing both calls on separate lines. Users can then disconnect one call using its LINE button and ENDCALL soft key, and resume the other call with its LINE button. The CONFRNC soft key can also be used to initiate conferences, with the SEND soft key used after dialing the new party.
• Call Park: This feature enables a user to place a call on hold and retrieve it from another phone. During an active call, the user presses the HOLD soft key, then NEWCALL, and dials *68, following IVR instructions.
• Call Park Retrieve: To pick up a call that has been parked, the user goes off-hook and dials *88, following IVR instructions.
• Call Pickup: This allows a user to answer a call ringing on another user's line, provided both users are in the same pre-configured 'pickup group'. The user goes off-hook and dials *98.
• Directed Call Pickup: This feature enables a user to answer a call ringing on another user's line without being in a common pickup group, as long as the other user's line has the Directed Call Pickup feature assigned. The user goes off-hook and dials *97 followed by the extension to pick up.
• Call Return: Users can call back the last number that called their line, regardless of whether the call was answered. This is done by going off-hook and dialing *69.
• Call Transfer – Blind: This allows incoming calls to be transferred to another line without consulting the receiving party. During a call, the user presses the TRNSFER soft key, then BLIND, enters the transfer number, presses SEND, and hangs up. The TRANSFER feature key can also be used.
• Call Transfer – Consult: This enables incoming calls to be transferred to another line with consultation with the receiving party. During a call, the user presses the TRNSFER soft key, enters the transfer number, presses SEND. When the second party answers, the user can consult with them before pressing TRNSFER again to complete the transfer. To return to the first caller without transferring, the user presses CANCEL. The TRANSFER feature key can also be used.
• Call Transfer – To Voicemail: Incoming calls can be transferred directly to any user's voicemail. During a call, the user presses the HOLD soft key, then NEW CALL to get a dial tone, and dials *55. Following IVR instructions, the user can press # to send the caller to their own voicemail box, or enter another extension followed by # to send it to a different voicemail.
• Call Waiting: This feature allows a user to answer a second incoming call while already engaged in a call, indicated by a call waiting tone. To retrieve the second call, the user uses the DISPLAY CONTROL keys to select the second LINE and presses ANSWER. To return to the first call, the user selects the LINE on hold with DISPLAY CONTROL keys and presses RESUME. The second call can also be sent to voicemail by selecting its LINE and pressing REJECT.
• Cancel Call Waiting Per Call: Users can turn off call waiting on a call-by-call basis by going off-hook, dialing *70, and then dialing the desired number.
• Caller ID Blocking Per Call: Users can block their caller ID on a call-by-call basis by going off-hook, dialing *67, and then dialing the desired number.
• Caller ID Delivery Per Call: Users can deliver their caller ID on a call-by-call basis, even if they have Caller ID Blocking turned on in the Web Portal. This is done by going off-hook, dialing *65, and then dialing the desired number.
• Dialing: To make a call, the user picks up the HANDSET, presses NEWCALL or the SPEAKERPHONE KEY, enters the number, and presses SEND or waits to connect. Alternatively, the user can dial the number using the KEYPAD and press the DIAL soft key.
• Hold: Users can place a call on hold and retrieve it. During a call, pressing the HOLD soft key places the call on hold. To retrieve it, the user presses the RESUME soft key. The HOLD button on the phone can also toggle a call on and off hold. If the phone number is shared, a call on hold can be picked up from another phone sharing the number.
• Last Number Redial: This feature allows the user to redial the last number dialed. This can be done by pressing the REDIAL feature key, or by going off-hook and dialing *66.
• Push-to-Talk: This provides intercom-like functionality, allowing a user to dial another station that automatically answers via speakerphone, provided the called station supports an enhanced calling protocol and is on the calling party's Push-to-Talk allowed access list. To use, the user picks up the HANDSET, presses NEWCALL or the SPEAKERPHONE KEY, dials *50, and then dials the extension of the phone to intercom. This can also be programmed to a Speed Dial 8 number.
• Speed Dial 100: Users can configure 100 speed dial codes (00-99). To configure, the user goes off-hook, dials *75, enters the 2-digit Speed Dial 100 Code, followed by the number to associate with it, and then #. The IVR confirms programming. To use, the user goes off-hook, presses #, and then the 2-digit Speed Dial 100 Code.
• Speed Dial 8: This allows a user to complete a call by pressing a single button. To configure, the user goes off-hook, dials *74, enters a Speed Dial 8 Code (2-9) using the KEYPAD, followed by the number to associate with it, and then #. The IVR confirms programming. To use, the user goes off-hook and presses the Speed Dial 8 Code (2-9) on the KEYPAD.

Call Forwarding:

• Call Forward Always: This feature redirects all incoming calls to another phone number. To activate using soft keys, the user presses the FORWARD soft key, uses DISPLAY CONTROL keys to select the desired LINE, presses SELECT, enters the forwarding NUMBER, and presses ENABLE. This soft key is not available if the number is shared. To deactivate, the user follows the same steps but presses DISABLE. To activate using a feature code, the user goes off-hook, dials *72, and follows IVR instructions. To deactivate, the user goes off-hook and dials *73. It's crucial to use the same method for activation and deactivation.
• Call Forward Busy: This redirects calls to another destination when the user's line is busy, typically to voicemail. To activate, the user goes off-hook, dials *90, and follows IVR instructions. To deactivate, the user goes off-hook and dials *91.
• Call Forward No Answer: This redirects calls to another destination if not answered within a specified number of rings, typically to voicemail. To activate, the user goes off-hook, dials *92, and follows IVR instructions. To deactivate, the user goes off-hook and dials *93.

Other Communication Tools:

• Account Codes - Verified: This requires users to enter a unique number to identify which account an outbound call should be assigned to. The user goes off-hook, dials the number, and an IVR prompts for the Account Code. Once entered, the call connects. For sustained activation, the user goes off-hook, dials *47, and enters the Account Code. For sustained deactivation, the user goes off-hook and dials *37.
• Account Codes - Unverified: This allows users to enter a unique number for outbound call assignment without verification. The user goes off-hook, dials *02, and an IVR prompts for the Account Code, followed by a stutter dial tone and then a normal dial tone. The user then dials the desired number.
• Do Not Disturb (DND): This sets the station as unavailable, directing incoming calls to voicemail or another line based on busy treatment settings. To activate using phone keys, the user presses the DO NOT DISTURB button, uses DISPLAY CONTROL keys to select the LINE (or presses SET ALL for all lines), and presses ENABLE. If the number is shared, DND only turns on silent ring. To deactivate, the user presses DO NOT DISTURB, uses DISPLAY CONTROL keys to select the LINE (or presses CLEAR ALL for all lines), and presses DISABLE. To activate using a feature code, the user goes off-hook and dials *78. To deactivate, the user goes off-hook and dials *79. As with call forwarding, the same method must be used for activation and deactivation.
• Voicemail: Users can access and manage messages left in their voicemail box. From the desk phone, the user presses the MESSAGES feature key, enters their PASSWORD at the voice prompt, and follows IVR choices. The messages button may directly connect to the portal or display a summary. From outside the office, the user dials their phone NUMBER, presses * when the voicemail system answers, enters their phone's EXTENSION, then PASSWORD, and follows IVR choices. Voicemail navigation options include: Save (#), Delete (7), Replay Message / Skip Envelope (2), Fast Forward (3), Rewind (4), Play Message Envelope (5), Call Back Sender (8), and Go to Menu 2 (9).

Maintenance Features

The manual does not explicitly detail maintenance features for the Polycom IP 550. However, the integration with "Zayo Managed Services" implies that system updates, configurations, and troubleshooting are likely handled by the service provider or a company administrator through the Web Portal or Telephony Toolbar. Users are directed to their company's Administrator for access to these tools and for more information on the Telephony Toolbar. This suggests that end-user maintenance is minimal, focusing primarily on feature activation and deactivation through the phone's interface or associated web applications.

Polycom IP 550 Specifications