Instruction/ maintenance manual of the product 560 Polycom
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December, 2007 Edition 1725-12567-001 Rev. B SIP 3.0 User Guide for the SoundPoint IP ® 560 Phone SIP 3.0.
Polycom Inc. 4750 Willow Road Pleasanton, CA 94588-2708 USA No part of this document may be reproduce d or transmitted in any form or by any means, el ectronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reprod ucing includ es translating into another language or format.
iii About This Guide Thank you for choosing the SoundPoint IP 560 SIP, a full-duplex, hands-free phone. This unit provides business te le phony features and functions such as multiple call appearances, call hold, transfer, and conference over an IP network.
User Guide SoundPoint IP 560 Phone iv.
v Contents About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii 1 Getting Started with Your Soun dPoint IP® 560 Phone . . . . 1–1 Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
User Guide SoundPoint IP 560 Phone vi Managing Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–18 Distinguishing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–18 Rejecting Calls .
Conte nts vii Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–6 Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
User Guide SoundPoint IP 560 Phone viii.
1 - 1 1 Getting Star ted with Y our SoundPoint IP ® 560 Phone This chapter provides basi c installation ins tructions and informati on for obtaining the best performance with the SoundPoint IP 560 phone. The SoundPoint IP 560 provides a powe rful, yet flexible IP communications solution, delivering excellent v oice quality.
User Guide SoundPoint IP 560 Phone 1 - 2 Par ts List The following components are included in your SoundPoint IP 560 package: • Polycom SoundPoint IP 560 phone • handset & handset cord • Pho.
Getting Star ted with Y our SoundPoint IP® 560 Phone 1 - 3 • Network / Power Cable • Quick Start Guide and registration card Check this list be fore installat ion to en sure that you have received each item. If you are missing any items, c ontact your system administrator.
User Guide SoundPoint IP 560 Phone 1 - 4 AC Power T o 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.
Getting Star ted with Y our SoundPoint IP® 560 Phone 1 - 5 T o connect the PoE: • Plug the supplied network cable betw een 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 T o connect the handset and optional headset: 1.
User Guide SoundPoint IP 560 Phone 1 - 6 Attaching the Base The phone base can be attached to the SoundPoint IP 560 in one of two ways: • As a desk mount • As a wall mount T o attach the base as a desk mount: 1. Place all cords in the recessed area above the modular jacks.
Getting Star ted with Y our SoundPoint IP® 560 Phone 1 - 7 3. Snap them together to lock the base to the phone. T o attach the base as a wall mount: 1.
User Guide SoundPoint IP 560 Phone 1 - 8 3. With mounting tab of the bas e unit fa cing up, fasten the base unit to the wall mount using wall anchors (not included) . Features of Y our SoundPoint IP ® 560 Phone The features of your SoundPoint IP 560 phone are: 1.
Getting Star ted with Y our SoundPoint IP® 560 Phone 1 - 9 2. Display Control Keys —Use , , , and (arrow keys) to scroll through the displayed in formation. Use to select a fie ld of displayed data. Use to delete displ ayed data. 3. Feature Keys —Access important features using these keys.
U s e r G u i d e S o u n d P o i n t I P 560 P h o n e 1 - 10 10. Soft Keys —These keys are automaticall y labeled to identify their context-sensitive functions. 11. Hold —Holds an active call or resumes a held call. 12. Speaker —For ringer and hands-fre e audio output.
Getting Star ted with Y our SoundPoint IP® 560 Phone 1 - 11 — Conference — Presence/BLF 17. Graphic Display —Shows information about call s, mess ages, soft keys, time, date, and other relevant data.
User Guide SoundPoint IP 560 Phone 1 - 12.
2 - 1 2 Customizing Y our SoundPoint IP ® 560 Phone You can customize your SoundPoint IP 560 phone by adjusting the setting for time and date, display contr ast, and ring type, for example. You can add contacts to the phone’s directory manually or from call lists.
User Guide SoundPoint IP 560 Phone 2 - 2 Configuring Basic Settings You can configure the following ba sic settings through use of : • The appearance of the time and date • Display contrast • Ba.
Customizing Y our SoundPoint IP® 560 Phone 2 - 3 4. Scroll through the options under each of these selections using the and . 5. Press the Select soft key to confirm your choice. 6. Press or the Exit soft key repeatedly to return to the idle display.
User Guide SoundPoint IP 560 Phone 2 - 4 5. Press or the Exit soft key repeatedly to return to the idle display. Backlight Intensity Backlight intensity on the SoundPoi nt IP 560 phone has three modes: • Backlight On • Backlight Idle • Dim You can modify the Backlight On intens ity and the Backligh t Idle intensity separately.
Customizing Y our SoundPoint IP® 560 Phone 2 - 5 • There is an incoming call (ringing) • There is an outgoing call (ringing back) • Any menu shows on the display In all other cases, the mode changes to Backlight Idle. T o modify the backlight intensity: 1.
User Guide SoundPoint IP 560 Phone 2 - 6 7. Select Maximum I ntensity . 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. 10. Press or the Exit soft key repeatedly to return to the idle display.
Customizing Y our SoundPoint IP® 560 Phone 2 - 7 T o activate Headset Memor y Mode: >> Press twice. The flashing headset icon on the graphi c display or a flashing headset key indicates that the headset mode is activated. Pressing or Answer soft key to receive a call will now connect to the your headset automatically.
User Guide SoundPoint IP 560 Phone 2 - 8 T o change the incoming ring to a desired sound: 1. Press . 2. Select Settings > Basic > Ri ng Type . 3. (Optional) If mul tiple li nes are configured on your phone, first select the line to change fr om the list using the and .
Customizing Y our SoundPoint IP® 560 Phone 2 - 9 3. Scroll through the list of available languages. 4. Press the Select soft key when the desired languag e is highlighted. Text that appears on the graphic displa y will change to the language of your choice.
User Guide SoundPoint IP 560 Phone 2 - 10 5. Press or the Exit soft key repeatedly to return to the idle display. Muting the Microphone During a call, press . The Message Waiting Indicator turns red and a microphone on the graphic display indicates that the other party (or parties) cannot hear you.
Customizing Y our SoundPoint IP® 560 Phone 2 - 11 • Select the Edit soft key to edit the dial string if necessary. • Select the Dial soft key to return the call. • Select the Exit soft key to return to the previous menu. For additional choices, press the More soft key followe d by: • The Info soft key to view information about the call.
User Guide SoundPoint IP 560 Phone 2 - 12 Adding Contacts You can add a contact manually or from a call list or from your corporate directory. Adding Contacts Manually T o add a contact to the local contact director y manually: 1. Press . 2. Select Contact Directory .
Customizing Y our SoundPoint IP® 560 Phone 2 - 13 7. Change the Speed Dial Index if desir ed. It is automatically assigned to the next available inde x value. For more information, refer to Assigning Sp eed Dial Keys on page 3-23 . 8. Change the Ring Type and Divert Contact if desire d.
User Guide SoundPoint IP 560 Phone 2 - 14 2. Use the and to scroll through the list to find th e 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.
Customizing Y our SoundPoint IP® 560 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 displ ay.
User Guide SoundPoint IP 560 Phone 2 - 16 5. Make the desired changes. 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press or the Exit soft key repeatedly to return to the idle display. Deleting Contacts T o delete a contact from the local contact director y: 1.
Customizing Y our SoundPoint IP® 560 Phone 2 - 17 2. Select Contact Directory . 3. Use and to scroll t hrough the list t o find the contact. You can also use the * key to Page Up and the # key to Page Down. 4. Press the Dial soft key. Searching For a Contact T o search for a par ticular contact in the local contact director y: 1.
User Guide SoundPoint IP 560 Phone 2 - 18 b Press the Sear ch soft key, then enter the first few letters or nu mbers of the first name, last name, or any ot her parameter displayed in the list. Press the Submit soft key. c Using the dial pad, ente r the first fe w characters of the contacts’s last name.
Customizing Y our SoundPoint IP® 560 Phone 2 - 19 T o set a distinctive ring ty pe for a par ticular contact: 1. Press . 2. Select Contact Directory . 3. Use and to scroll t hrough the list t o find the contact. You can also use the * key to Page Up and the # key to Page Down.
User Guide SoundPoint IP 560 Phone 2 - 20 3. Use and to scroll t hrough the list t o find the contact. You can also use the * key to Page Up and the # key to Page Down. 4. Press the Edit soft key and scroll d own to the Auto Reject field. 5. Use the and to select Enabled .
Customizing Y our SoundPoint IP® 560 Phone 2 - 21 4. Press the Edit soft key and scroll d own to the Divert Contact field. 5. Enter the number of the party t o w hom you want to divert the call. 6. Scroll down to the Auto Divert field. 7. Use the and to select Enabled.
User Guide SoundPoint IP 560 Phone 2 - 22 Depending on how your phone is configured, the display could resemble one of the following figures: Suppor ting Multiple Line Keys Per Line Each line on the phone can be configured to have mor e than one Line Key associated with it.
Customizing Y our SoundPoint IP® 560 Phone 2 - 23 Suppor ting Shared Lines Your SoundPoint IP 560 supports shared li nes. A shared line is indicated by a different line icon. In the following figure, the line 6721 is private and the line 6723 is shared.
User Guide SoundPoint IP 560 Phone 2 - 24.
3 - 1 3 Using the Basic Features of Y our SoundPoint IP ® 560 Phone Your SoundPoint IP 560 phone is design ed to be used like a regular phone on a public switched telephone network (PST N). You call place calls, transfer a call to someone else, or conduct a conference call.
User Guide SoundPoint IP 560 Phone 3 - 2 If you require additional information or assistance with your new phone, contact your system administrator. Placing a Call You can place a call in many ways us.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 3 T o place a call using the handset: 1. Do the f ollowing steps in an y order: — Pick up the handset. — Dial the desired number using the dial pad. T o place a call using Hands-Free Speakerphone mode: 1.
User Guide SoundPoint IP 560 Phone 3 - 4 a With the optional headset connected, press or the NewCall soft key to obtain dial tone. Press . Dial the desired number using the dial pad. b With the optional headset connected , dial the desired number using the dial pad.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 5 • Multiple Line Keys per line If your phone is configured with mu ltiple call appearances, refer to Using Multiple Call Appearances on page 4-1 for instructions on how to answer a call.
User Guide SoundPoint IP 560 Phone 3 - 6 — With the handset on-hook, press opposite the incoming call (where the line stat us indicator is flashing green). — Press the Answer soft key. T o answer a call using the headset: >> Press to answer the call through an optionally connected headset.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 7 • If your phone is configured for shared lines: — The second call will cause a call wait ing tone to be played, the second Line Key indicator to fast flash green, and an incoming call icon appears on the second Line Key.
User Guide SoundPoint IP 560 Phone 3 - 8 — Press or the Hold soft key to put the original call on hold. Soft key labels are updated on the display showing Answer , Reject , and Forward . Answer the incoming call. This places the original call on hol d an d refreshes th e soft key labels .
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 9 Redialing a Number T o redial the last call placed from your phone: >> Press . A call to your last placed call is attempted.
User Guide SoundPoint IP 560 Phone 3 - 10 Putting a Call on Hold During a call, press or the Hold soft key. This will be i ndicated on the graphic display by the hold icon as the line indicator. Press again or the Resume soft key to retrieve the call.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 11 Setting Up a Conference You can create a conference with other parties using the phone’s local conference feature. A conference may be creat ed at any time between an active call and a call on hold (on the same or another line) by pressing the More and Join soft keys.
User Guide SoundPoint IP 560 Phone 3 - 12 T o split a conference call: >> Press the Split soft key to split the conference. Both parties will be on hold.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 13 T o transfer a call: 1. During a call, press or the Trnsfer soft key . The active call is placed on hold. 2. Do one of the following steps: — Enter the number to which you want to transfer the call.
User Guide SoundPoint IP 560 Phone 3 - 14 3. As soon as the ring-back sound is heard or after the party answers, press or the Trnsfer soft key to complete the transfer. You can talk privately to the party to whic h you are transferring the c all before the transfer is completed.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 15 — Press , select Call List s , select t he appropriate li st, use and to access the number, and then select the Dial soft key. At this point, the call is connected to the number to which you are transferring them.
User Guide SoundPoint IP 560 Phone 3 - 16 3. Using and , select the forwarding type you want to change and then press the Select soft key. The options are: — Always —For all incoming calls —N o A n s w e r —Once all options to accept calls have been taken —B u s y —When you are already in a call 4.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 17 5. Select the Enable soft key to confirm call forwarding. Select the Exit sof t key to cancel a ny changes. The idle display returns with a moving arrow as the line l abel to confirm call forwarding is enabled.
User Guide SoundPoint IP 560 Phone 3 - 18 Enabling Do Not Disturb Press to prevent the phone from r inging on incoming calls. A flashing icon and text on the graphic disp lay indicates that Do Not Disturb is on.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 19 For exam ple in the figure below, press the fou rth Line Ke y to dial the shippin g department. Assigning New Speed Dial Keys T o add or edit a speed dial index for an existing contact: 1.
User Guide SoundPoint IP 560 Phone 3 - 20 5. Press the Save or Cancel soft keys to accept or cancel changes. 6. Press or the Exit soft key repeatedly to return to the idle display.
Using the Basic Features of Y our SoundPoint IP® 560 Phone 3 - 21 A stutter dial tone in place of normal dial tone is used to indicate that one or more voice messages are wait ing at the message center. T o listen to voice messa ges: 1. Press . 2. Follow voice or visual prompts on the graphic display to retrieve your messages.
User Guide SoundPoint IP 560 Phone 3 - 22.
4 - 1 4 Using the Advanced Features of Y our SoundPoint IP ® 560 Phone This chapter provides operating instruct ions for the advanced features of the SoundPoint IP 560 phone.
User Guide SoundPoint IP 560 Phone 4 - 2 For example, the first figure show s exte nsion 6721 in an outbound call with 6722. The second figure shows an inco ming call from 1-800-765-9266.
Using the Advanced Features of Y our SoundPoint IP® 560 Phone 4 - 3 This places the original call on hold and refreshes the soft key labels as indicated in t he foll owing fig ure.
User Guide SoundPoint IP 560 Phone 4 - 4 — Press . Select Features > Messages > Inst ant Messages. — Press the InstMsg soft key to read a message just received . 2. (Optional) If multiple lines are conf igured on your phone, select from which line messages are to be re trieved from the list using and .
Using the Advanced Features of Y our SoundPoint IP® 560 Phone 4 - 5 5. Press the Ok soft key. 6. Do one of the following steps: — Press the Select soft key to choose from various pre-scripted short messages. — Press the Edit soft k ey to compose a custom message.
User Guide SoundPoint IP 560 Phone 4 - 6 b Press the MyStat soft key. 2. Use or to scroll through the list, and then press the Select soft key to select your new status . This affects information sent to phones watching you. Presence information will also be sent to watching phones when you go off-hook or enable Do Not Disturb.
Using the Advanced Features of Y our SoundPoint IP® 560 Phone 4 - 7 T o block or unblock a contact from your buddy list: 1. Press . 2. Select Contact Directory . 3. Use and to scroll t hrough the list t o find the contact. You can also use the * key to Page Up and the # key to Page Down.
User Guide SoundPoint IP 560 Phone 4 - 8 T o view and change your privacy list: 1. Press . 2. Select Features > Presence > Buddy Status > Privacy List. 3. Use and to scroll t hrough the list t o find the contact. 4. Press the Edit soft key. 5.
Using the Advanced Features of Y our SoundPoint IP® 560 Phone 4 - 9 T o restar t the phone: >> Do one of the following steps: — Simultaneously press and hold , , and for more than 3 seconds or until a beep is he ard. — Press , then select Settings > Advanced > Restart Phone .
User Guide SoundPoint IP 560 Phone 4 - 10.
5 - 1 5 T roubleshooting Y our SoundPoint IP ® 560 Phone This chapter presents issues, likely ca uses, and corrective actions. Problems are grouped as follows: • Power and Startup • Controls • Access to Screens and Systems • Calling • Displays • Audio If you still need as sistance, c ontact your system administrator.
User Guide SoundPoint IP 560 Phone 5 - 2 Power and Star tup Symptom Problem Corrective Action There are power issues. The SoundPoint IP 560 phone has no power . Do one of the following steps: • V erify that no lights appear on the unit when it is turned on.
T roubleshooting Y our SoundPoint IP® 560 Phone 5 - 3 Controls Symptom Problem Corrective Action The dial pad does not work. The dial pad on the SoundPoint IP 560 phone does not respond. Do one of the following steps: • Check for a response from other feature keys or from the dialpad.
User Guide SoundPoint IP 560 Phone 5 - 4 Access to Screens and Systems Symptom Problem Corrective Action There is no response from feature key presses. The SoundPoint IP 560 phone is not in active state. Do one of the following steps: • Press the keys more slowly .
T roubleshooting Y our SoundPoint IP® 560 Phone 5 - 5 Calling Symptom Problem Corrective Action There is no dial tone. Power is not correctly applied to the SoundPoint IP 560 phone. Do one of the following steps: • Check that the displ ay is illuminated.
User Guide SoundPoint IP 560 Phone 5 - 6 Displays Audio 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. Do one of the following steps: • Check that the displ ay is illuminated.
Regulator y Notices - 1 Regulator y Notices Service Agreements Please contact your Polycom Authorized Resell er fo r in formation about service agreements appl icable to your product. Governing Law This Limited Warranty and Limitation of Liability shall be govern ed by the laws of the Sta t e of California, U.
User Guide SoundPoint IP 560 Phone Regulator y Notices - 2 Polycom Limited W arranty and Limitation Liability LIMITED W ARRANTY . Polycom warrants to the end user (“Custo mer”) that this product i.
Regulator y Notices Regulator y Notices - 3 Safety and Compliance Part 15 FCC Rules This device is compliant with Part 15 of the FCC Rule s. Operatio n is subject to the follo wing two conditions: 1. This device may not cause h armful interference, and 2.
User Guide SoundPoint IP 560 Phone Regulator y Notices - 4 Safety and Complia nce (Continued) CE and VCCI Mark This SoundPoint IP 560 SIP is marked with the CE ma rk. This mark indicates compliance with EC Directives 2006/95/EC and 2004/1 08/EC. A full copy of the Declaration of Conformity can be obtained from Polycom Ltd.
Index – 1 Index Symbols # key, page down shortcut 1–11 * key, page up shortcut 1–11 A AC power 1–4 answering calls 3–4 , 3–5 assembling your phone 1–3 assigning speed dial keys 3–19 B .
User Guide SoundPoint IP 560 Phone Index – 2 Microsoft Office Li ve Communications Server 2005 4–5 , 4–7 missed call lis ts 2–10 multiple call appearances 4–1 multiple calls, hold 3–10 mul.
Index Index – 3 troubleshooting audio problems 5–6 calling problems 5–5 controls problems 5–3 display problems 5–6 power and startup problems 5–2 screen and system problems 5–4 U up arro.
User Guide SoundPoint IP 560 Phone Index – 4.
An important point after buying a device Polycom 560 (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Polycom 560 yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Polycom 560 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Polycom 560 you will learn all the available features of the product, as well as information on its operation. The information that you get Polycom 560 will certainly help you make a decision on the purchase.
If you already are a holder of Polycom 560, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Polycom 560.
However, one of the most important roles played by the user manual is to help in solving problems with Polycom 560. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Polycom 560 along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
