Polycom SoundPoint IP 650 Operation & User’s Manual

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. ii Trademark Information POLYCOM®, the Polycom “Triangles” logo and the names and marks associated with Polycom’s products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any form or by any means, for any purpose other than the recipient’s personal use, without the express written permission of Polycom. 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. Copyright Notice Portions of the software contained in this product are: Copyright © 1998, 1999, 2000 Thai Open Source Software Center Ltd. and Clark Cooper Copyright © 1998 by the Massachusetts Institute of Technology Copyright © 1998-2003 The OpenSSL Project Copyright © 1995-1998 Eric Young ([email protected]). All rights reserved Copyright © 1995-2002 Jean-Loup Gailly and Mark Adler Copyright © 1996-2004, Daniel Stenberg, 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.

Thank you for choosing the SoundPoint IP 650 , 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 650 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 650 phone. You can also find this information at http://www.polycom.com/support/voicedocumentation/. Changes to This Guide The following sections are new for this edition: • Information Status on page 1-14 • Changing the Soft Key Label Color on page 2-10 Major updates have occurred to the following sections since the previous edition: • Changing the Graphic Display Background on page 2-9 • Searching the Corporate Directory on page 2-19 • Enabling Do Not Disturb on page 3-21 • Recording a Call on page 4-8 • Playing Back a Recorded Call on page 4-13

Changes to This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . –iii 1 Getting Started with Your Phone . . . . . . . . . . . . . . . . . . . . 1–1 Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2 Assembling Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3 Connecting Network and Power Source . . . . . . . . . . . . . . . . . . . . . . . . 1–3 Connecting the Handset and Optional Headset . . . . . . . . . . . . . . . . . 1–5 Attaching the Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–6 Registering Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–9 Features of Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–9 Before You Use Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–14 Using the Navigation Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–14 Information Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–14 Using a USB Device to Record Calls . . . . . . . . . . . . . . . . . . . . . . . . . . 1–15 2 Customizing Your 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8 Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8 Changing the Graphic Display Background . . . . . . . . . . . . . . . . . . . . 2–9 Changing the Soft Key Label Color . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10 Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11 Adjusting the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12 Managing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12 Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–13

vi Adding Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–13 Editing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–16 Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–17 Placing Calls to Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–18 Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–19 Managing Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–21 Distinguishing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–21 Rejecting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–22 Diverting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–23 System Customizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–24 Supporting Multiple Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–24 Supporting Multiple Line Keys Per Line . . . . . . . . . . . . . . . . . . . . . . 2–25 Supporting Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–25 3 Using the Basic Features of Your 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 Phone . . . . . . . . . . . 4–1 Using Multiple Call Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1 Using Text Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–3 Using Buddy Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–5 Changing Your Presence Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–5 Managing Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–6 Integrating With Microsoft Live Communications Server 2005 . . . . 4–7

Recording Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–10 Recording Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–11 Pausing and Resuming Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–12 Playing Back a Recorded Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–13 Browsing Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–14 Playing Back Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–14 Answering a Call While Playing Back Recorded Calls . . . . . . . . . . . 4–16 Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–17 5 Using the SoundPoint IP Backlit Expansion Module . . . . . . . 5–1 Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–2 Connecting the SoundPoint IP Backlit Expansion Module . . . . . . . . . . . . 5–3 Features of the SoundPoint IP Backlit Expansion Module . . . . . . . . . . . . 5–4 Adjusting the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5 Adjusting the Backlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5 Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5 Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–6 Assigning Speed Dial Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–6 Using the Busy Lamp Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–8 6 Troubleshooting Your Phone . . . . . . . . . . . . . . . . . . . . . . . 6–1 Power and Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–2 Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–3 Access to Screens and Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–4 Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–5 Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–7 Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–8 Productivity Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–8 Testing Phone Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–9 Regulatory Notices . . . . . . . . . . . . . . . . .Regulatory Notices–1 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Index–1 End-User License Agreement for Polycom® Software

1 Getting Started with Your Phone This chapter provides basic installation instructions and information for obtaining the best performance with the SoundPoint IP 650 desktop phone. The SoundPoint IP 650 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 650 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. When equipped with up to three SoundPoint IP Backlit Expansion Modules, the SoundPoint IP 650 delivers the advanced call handling capabilities of a high-performance attendant console. This chapter contains: • Parts List • Assembling Your Phone • Registering Your Phone • Features of Your Phone • Before You Use Your Phone To customize your phone, refer to Customizing Your Phone on page 1-1. To read about the phone’s basic features, refer to Using the Basic Features of Your Phone on page 3-1. To read the phone’s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1. To add a SoundPoint IP Expansion Module to your SoundPoint IP 650 phone, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator.

1 - 2 Parts List The following components are included in your SoundPoint IP 650 package: • Polycom SoundPoint IP 650 phone • handset and handset cord • Phone Base Directories Applications Conference Transfer Redial ABC 2 1 DEF 3 5 4 MNO JKL GHI 6 TUV 8 WXYZ 9 OPER PQRS 0 7 Menu Messages Do Not Disturb Hold

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 Phone This section describes how to assemble your SoundPoint IP 650 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 Phone on page 1-9. Connecting Network and Power Source 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)

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. PC Connection (optional) LAN Port Power Adapter (24V DC)

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. PC Connection (optional) IEEE 802.3af compliant PoE Hub/Switch (terminal or middpan)

1 - 6 2. Connect the headset (optional) to the headset jack on the back of the phone. Attaching the Base The phone base can be attached to the SoundPoint IP 650 in one of two ways: • As a desk mount • As a wall mount Handset Headset (optional) For information on supported headsets, go to http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical_Bulletins_pu b.html and look for “Technical Bulletin 37477: Headset Compatibility List”.

1 - 7 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. 3. Snap them together to lock the base to the phone.

1 - 8 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 450 angle) is facing up. 3. With mounting tab of the base unit facing up, fasten the base unit to the wall mount using wall anchors (not included). Note The wall mount is not included in SoundPoint IP 650 package. Contact your system administrator if you require one.

1 - 9 Registering Your Phone Generally, your phone will be deployed with multiple other phones. In this case, your system administrator will configure the phone parameters beforehand, so that after you set up your phone, the phone will be registered and ready to use. If your phone is not part of a large phone deployment, your phone may not be registered after you set it up. Before you use your phone, you or your system administrator will have to register it. For detailed information on how to register your phone after you install it, refer to “Quick Tip 44011: Registering Standalone SoundPoint IP, SoundStation IP, and Polycom VVX Phones” at http://www.polycom.com/usa/en/support/voice/soundpoint_ip/VoIP_T echnical_Bulletins_pub.html . Features of Your Phone

1 - 10 The features of your SoundPoint IP 650 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. 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. 5 Headset Allows you to place and receive calls through an optionally connected headset.

1 - 11 6 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. 10 Hold Holds an active call or resumes a held call. 11 Speaker For ringer and hands-free audio output. 12 Soft Keys These keys are automatically labeled to identify their context-sensitive functions. 13 Graphic Display Shows information about calls, messages, soft keys, time, date, and other relevant data. • Caller display information—first party, second party, number of calls • Information status line • 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. Item Description

1 - 12 14 Line/Speed Dial Key Use these keys to activate up to six 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

1 - 13 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)

1 - 14 Before You Use Your 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. Information Status The top line of the screen (or graphic display) shows status information. It appears as a scrolling list if there is more than one message. The number of messages in the list also appears. In order of precedence from highest to lowest, the messages are: • Popup text (for example, network errors) • Do Not Disturb text • Missed call text or second incoming caller display • Prompt text (for example, “Enter number”) Note The background and key colors that appears on your SoundPoint IP 650 phone may differ from what appears in this user guide.

1 - 15 • Time and date text The following figures provide some examples: Using a USB Device to Record Calls If the Call Recording and Playback feature is available and you plug a removable USB device into the USB port on your SoundPoint IP 650, you can record active calls on your phone.

1 - 16 The USB port is on the back of your SoundPoint IP 650 as shown below: When you plug in the USB device, the USB device is supported and the message “USB device attached.” appears or the USB device is tested to determine if it is acceptable. If it is accepted, the message “USB device attached.” appears. If it is not accepted, the message “Unsupported USB device attached: Go to www.polycom.com/usb_support.” appears. Contact your system administrator about receiving another USB device. When you remove the USB device, the message “USB device removed.” appears. Note Wait until the “USB device removed.” message disappears before plugging in another USB device. If you plug in a new USB device before the message disappears, it will not be recognized. Polycom recommends that you do not remove the USB device while recording. The file being recorded at that time will be incomplete and cannot be played back later. There is a small probability that the USB device itself may be damaged by this action.

2 Customizing Your Phone You can customize your SoundPoint IP 650 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 650 phone. This chapter contains: • Configuring Basic Settings • Managing Call Lists • Managing Contacts • Managing Incoming Calls Some customizations of your SoundPoint IP 650 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 Phone on page 3-1. To read about the phone’s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1. To add a SoundPoint IP Expansion Module to your SoundPoint IP 650 phone, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator.

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 • Soft key label color 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 650 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.

2 - 3 3. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable. 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. Note If you want to change the display contrast on the SoundPoint IP Backlit Expansion Module, refer to Adjusting the Display Contrast on page 5-5.

2 - 4 4. Press the Ok or Cancel soft keys to accept or cancel changes. 5. Press to return to the idle display. Changing the Backlight Intensity Backlight intensity on the SoundPoint IP 650 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. If you have attached one or more SoundPoint IP Expansion Modules to your SoundPoint IP 650 and you find that the backlight levels between them are incompatible, you can modify the maximum backlight intensity on a unit-by-unit basis. This allows you to match all Expansion Module backlights to an overall consistent level. For more information, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. 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 • A USB device plugged in or unplugged 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) Note You can also use the volume keys to increase or decrease the diplay contrast.

2 - 5 • 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. 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.

2 - 6 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. 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.

2 - 7 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. 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. 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.

2 - 8 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 . 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 650 phone. To change the language: 1. Press . 2. Select Settings > Basic > Preferences > Language. Note If you configure your SoundPoint IP 650 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.

2 - 9 3. Use and to highlight the language you want. 4. Press the Select soft key. Text that appears on the graphic display will change to the language of your choice. 5. Press to return to the idle display. Changing the Graphic Display Background You can change the picture or design design that appears on the graphic display. A default background displays when the phone starts up (shown below). For more information on selections, contact your system administrator. To change the graphic display background: 1. Press . 2. Select Settings > Basic > Preferences > Backgrounds.

2 - 10 3. Use and to highlight the background you want. 4. Press the Select soft key. 5. Press to return to the idle display. Changing the Soft Key Label Color You can change the soft key label color that appears on the graphic display. A default soft key label color displays when the phone starts up (shown below). For more information on selections, contact your system administrator. Note Under certain circumstances, you may need make an additional menu selection, Select Background, to actually select the background. If your system administrator has configured the phone’s idle browser and you want to view the background and not the idle browser, you can turn off the idle browser by doing the following: • Select Background > Prioritize Background. • Select Enable and press the Select soft key. Note When previewing the backgrounds, only the phone’s display is updated. The Expansion Module’s display is updated only when the new background is selected.

2 - 11 To change the soft key label color: 1. Press . 2. Select Settings > Basic > Preferences > Label Color. Using the dialpad keys 1, 3, 7, and 9 change the soft key color to your desired color. The Label soft key on the right reflects your changes. 3. Press the Save soft key. Press the Reset soft key to reset the color to the default color. Press the Undo soft key to undo your last change. 4. Press to return to the idle display. 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. Note When the color of the label reaches a certain level of whiteness, “Cannot save this color. Text might be inreadable.” appears. This popup appears only the first time the color reaches that level.

2 - 12 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. • 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. 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.

2 - 13 Managing Contacts You can store a large number of contacts in your phone's local contact 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 access to portions of your corporate directory through your phone. The contacts that you can see are determined by your system administrator. You can place calls to contacts in your corporate directory. You may be able to add contacts from the corporate directory to your local contact directory. Adding Contacts You can add contacts to your contact directory: • Manually • From a call list • From your corporate 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.

2 - 14 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). 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.

2 - 15 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 2-21. For more information on diverting contacts, refer to Diverting Calls on page 2-23. 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 2-22. 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. — 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.

2 - 16 4. Press 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 the Corporate Directory on page 2-19. 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 contact directory: 1. Press . 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.

2 - 17 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. 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 to return to the idle display. Note You can quickly edit a contact associated with a speed dial key by pressing and holding the contact’s speed dial key, and then complete steps 5 to 7.

2 - 18 Placing Calls to Contacts Placing Calls From the Contact Directory 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. Placing Calls From the Corporate Directory To place a call to a contact in the corporate directory: 1. Press . 2. Select Corporate Directory. 3. Search for the contact. Refer to Searching the Corporate Directory on page 2-19. 4. Press the View soft key. The contact’s information appears on the graphic display. 5. Press the Dial soft key.

2 - 19 Searching for Contacts Searching the Contact Directory 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. Searching the Corporate Directory 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: Note You can enable your phone to save Corporate Directory search results, and to remember the last person you viewed in the directory. Whenever you redisplay Corporate Directory, the last person you viewed will display. If you searched for a person, the results of the last search you submitted will display. To enable this feature, press the Menu key, and then select Settings > Basic > Preferences > Corporate Directory > View Persistency. Select Enabled, press the Select soft key, and then press the Menu key to exit the menu.

2 - 20 — In the search line, enter the first few characters of the contacts’s last name using the dial pad. For example, to search for Carol Woller, enter wo in the search line. Press the Submit soft key. In this example, Carol Woller appears in the search results. If no entries in the corporate directory match the search parameters, “No entries found.” appears.

2 - 21 — Press the AdvFind soft key, enter search values in the displayed fields. For example, enter Byron Smith as the first name and last name. Press the Submit soft key. In this example, Bryon Smith appears in the search results. You can dial any successful matches from the resulting information on the graphic display. 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. Note This feature is local to the phone, and may be overridden by your organization’s settings. For more information, contact your system administrator.

2 - 22 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 Ring Type on page 2-8. 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. 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. Note Rejecting calls is not available on shared lines.

2 - 23 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. 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.

2 - 24 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 650 phone that are performed by your system administrator. Supporting Multiple Lines Your SoundPoint IP 650 phone can support up to 34 lines with or without a SoundPoint IP Backlit Expansion Module. For more information, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. 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: • One line, 3163 • Two lines, 3161 and 3163

2 - 25 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. Supporting Shared Lines Your SoundPoint IP 650 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.

2 - 26 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.

3 Using the Basic Features of Your Phone Your SoundPoint IP 650 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 any time, at most one active call may be in progress on your phone. 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 650 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

3 - 2 To customize your phone, refer to Customizing Your Phone on page 2-1. To read about the phone’s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1. To add a SoundPoint IP Expansion Module to your SoundPoint IP 650 phone, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. 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 650 phone: • using the handset • using the speakerphone • using the headset You can also dial the number first—called “hot dialing”— 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 2-11 and Managing Contacts on page 2-12. 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 1 minute and 4 seconds.

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 a 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:[email protected] . 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.

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.

3 - 5 • Multiple Line Keys per line If your phone is configured with multiple call appearances, refer to Using Multiple Call Appearances on page 4-1 for instructions on how to answer a call. Answering When Not in Another Call In all cases, the active call will appear on the graphic display showing call duration and destination. To answer a call using the handset: >> Pick up the handset. To answer a call using Hands-Free Speakerphone mode: >> Do one of the following: — Press . — With the handset on-hook, press (next to the flashing green status indicator). Note You can ignore incoming calls by pressing the Reject soft key (for private lines) or the Silence soft key (for shared lines) or the Do Not Disturb key. The Do Not Disturb mode stays active when the call ends and remains active until you press the Do Not Disturb key again. You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page 3-21. When your phone is configured with a silent ring, press the ringing Line key or the Answer soft key to answer the call. If your handset is off-hook, the call is routed to the handset. If your handset is on-hook, the call is routed to the speaker. 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.

3 - 6 — Press the Answer soft key. To answer a call using the headset: >> Press . If Headset Memory Mode is activated, press or the Answer soft key. Answering When in Another Call If you have an active call, and an incoming call arrives on the same line, do one of the following: • If your phone is configured for a single Line Key per line: — You may hear a call waiting tone, and you will see the second call appearance. Caller information for the incoming call appears on the graphic display. • If your phone is configured for multiple Line Keys per line: — You may hear a call waiting tone, the second Line Key indicator fast flashes green, and an incoming call icon appears. Caller information for the second Line Key appears on the bottom line of the graphic display. • If your phone is configured for shared lines: — You may hear a call waiting tone, the second Line Key indicator will fast flash green, and an incoming call icon appears on the second Line Key. To answer an incoming call on a line configured for a single Line Key: >> Do one of the following: — Press or the Hold soft key to put the original call on hold. The incoming call is answered. — Press to access the new call. Press the Answer soft key. The original call is placed on hold. Note If your phone is configured for shared lines, the Reject soft key is replaced by a Silence soft key and there is no Forward soft key. To stop the incoming call from ringing, press the Silence soft key.

3 - 7 To answer an incoming call on a line configured for multiple Line Keys: >> Do one of the following: — Press next the flashing green indicator. The first call is placed on hold and the second call become the active call. — Press or the Hold soft key to place the original call on hold. Press the Answer soft key. To answer an incoming call on a shared line: 1. Answer the incoming call. 2. Press or the Hold soft key. Anyone on another phone configured to use the same shared line may take the call by selecting the Line Key associated with the call on hold (represented by a flashing red LED). Ending Calls To end a call: >> Do one of the following: — If you are using the handset, press the EndCall soft key or replace the handset. — If you are using a headset, press . — If your are using the speakerphone, press . Note You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page 3-21. Note You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page 3-21.

3 - 8 Redialing Numbers To redial the last call placed from your phone: >> Press . A call to your last placed call is attempted. To redial a previously placed call, refer to Managing Call Lists on page 2-11. Placing Calls on Hold During a call, press or the Hold soft key. The hold icon will display on the line key label. Press again or the Resume soft key to retrieve the call. The registered line icon appears as the line indicator. Note The Hold feature typically generates music or a beeping tone. Therefore, avoid putting a conference call on hold.

3 - 9 Multiple Calls on Hold If multiple calls are on hold on a single Line Key, use and to switch between the calls, and then press the Resume soft key to retrieve the desired call. If more than two calls are on hold on a single Line Key, an indication appears on the graphic display, for example “2/3”, indicating that this is the second call out of three calls. If calls are on hold on more than one Line Key, you can view the details of the calls on any Line Key by pressing and holding the Line Key for more than two seconds. If a Line Key is depressed for less than one second, the first call on hold on that Line Key will be retrieved. Hosting Conference Calls You can create a conference with other parties using the phone’s local conference feature. You can create a conference at any time between an active call and a call on hold (on the same or another line) by pressing the Join soft key. The conference management feature allows you to view all parties in a conference call. From the Manage Conference page, you can add, hold, remove, and mute specific conference parties. This section provides the following step-by-step instructions: • Setting Up Conference Calls • Managing Conference Calls • Adding Parties to Conference Calls • Joining Conferences Note The conference management feature is an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

3 - 10 • Splitting Conference Calls • Ending Conference Calls Setting Up Conference Calls To set up a conference call: 1. Call the first party. 2. Press or the Confrnc soft key to create a new call. The active call is placed on hold. 3. Call the second party. Note You can either dial the phone number directly or search for the number in the Contact Directory or Call Lists. For more information, refer to Placing Calls on page 3-2, Searching for Contacts on page 2-19, or Managing Call Lists on page 2-12. Note If configured for single key-press conferences, all conference participants hear the dial tone and ringback when the conference host places a call to a new party.

3 - 11 4. When the second party answers, press or the Confrnc soft key again to join all parties in the conference. 5. Press or the Confrnc soft key to add another party to the conference. The first and second party are put on hold. 6. Call the third party. 7. After the third party answers, press or the Confrnc soft key again to join all parties in the conference. A conference similar to this one will now exist. Note If configured for single key-press conferences, you do not need to press the Confrnc soft key again. Note If configured for single key-press conferences, all conference participants hear the dial tone and ringback when the conference host places a call to a new party. Note If configured for single key-press conferences, you do not need to press the Confrnc key again.

3 - 12 8. Repeat steps 5 to 7 until you have added all intended parties. Managing Conference Calls To manage a conference call: You are currently in a conference call. 1. Press the Manage soft key. The Manage Conference page appears. Press the More soft key to see the Remove, Info, and Back soft keys. Press the Info soft key to view more information about the selected party. Press the Back soft key to exit the conference management feature.

3 - 13 2. Do one of the following: — To add a new party, press the Add soft key. Call another party as you would using or the Confrnc soft key (outside the conference management feature). The other parties are put on hold. After the new party answers, press again to join all parties in the conference. — To mute a party, select the party, then press the Far Mute soft key. The muted party can hear all parties, but no party can hear the muted party. If you press instead of the Far Mute soft key, all other parties can hear each other, but they cannot hear you. Press the UnMute soft key to un-mute the party. Note The Add soft key appears only if you can add more parties to the conference call. Your system administrator determines the maximum number of conference participants. The default number is three. For more information, contact your system administrator

3 - 14 — To place a party on hold, select the party, and then press the Hold soft key. The held party cannot hear any parties and no party can hear the held party. Press the Resume soft key to return the party to the conference. If the held party presses on their phone, the party will remain on hold within the conference even if you press the Resume soft key. — To remove a party from the conference, press the Remove soft key. The party is removed from the conference. To return the party to the conference, press the Add soft key (refer to the first optional step above). Adding Parties to Conference Calls You are currently hosting a conference call between a number of parties.

3 - 15 To add a party to a conference call using the Join soft key: 1. From the Manage Conference page, press or the Hold soft key. The other parties in the conference call are placed on hold. 2. Press the New Call soft key. 3. Place a call to a new party. 4. After the new party answers, press the Join soft key. All parties in the conference call can now hear each other. Joining Conferences To join two conferences: Previously you set up two separate conference calls between a number of parties. Only one conference can be active at a time. Note If configured for local conference hold, the other parties in the conference call can continue to speak with each other while you place the new call.

3 - 16 >> From the idle display, press the Join soft key. Both conferences are joined into a single five-way conference. Splitting Conference Calls To split a conference call: >> From the Active Conference page, press the More soft key, and then the Split soft key to split the conference. All calls are split into individual calls and put on hold. Ending Conference Calls To end a conference call: >> From the Active Conference page, press the EndCall soft key or hang up. The other parties will continue to be connected. Transferring Calls A call can be transferred in one of three ways: • Consultative transfer—The party to whom you want to transfer the call answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer. — Refer to Performing a Consultative Transfer on page 3-17. • Blind transfer—The call is automatically transferred after you dial the number of the party to whom you want to transfer the call. — Refer to Performing a Blind Transfer on page 3-18. • Attended transfer—The parties are automatically connected to each other after you exit the conference. — Set up a conference call and then end your participation. For more information, refer to Hosting Conference Calls on page 3-9.

3 - 17 Performing a Consultative Transfer To transfer a call: 1. During a call, press the or the Trnsfer soft key. The active call is placed on hold. 2. Do one of the following: — Enter the number to which you want to transfer the call. — Refer to Placing Calls on page 3-2. 3. As soon as you hear the ring-back sound or after the party answers (and you speak to the party), press or the Trnsfer soft key. You can talk privately to the party to which you are transferring the call before the transfer is completed. If you are using a handset, the transfer can be completed by putting the handset on the cradle. You can cancel the transfer before the call connects by pressing the Cancel soft key.

3 - 18 Performing a Blind Transfer To perform a blind transfer: 1. During a call, press or the Trnsfer soft key. 2. Press the Blind soft key. 3. Do one of the following steps: — Enter the number to which you want to transfer the call. — Refer to Placing Calls on page 3-2. At this point, the call is connected to the number to which you are transferring them. Forwarding Calls You can configure your phone so that all incoming calls are forwarded to another party (refer to Static Forwarding). You can also forward calls while your phone rings (refer to Dynamic Forwarding). You can forward all incoming calls to another party while Do Not Disturb is enabled on your phone. For more information, contact your system administrator. Note Call Forwarding is not available on shared lines. This feature is local to the phone, and may be overridden by call server settings. For more information, contact your system administrator.

3 - 19 Static Forwarding To forward all incoming calls to another party: 1. From the idle display, press the Forward soft key. 2. (Optional.) If multiple lines are configured on your phone, select the line to forward from the list using and . 3. Using and , select the forwarding type you want to change, and then press the Select soft key. The options are: — Always—To forward all incoming calls — No Answer—To forward unanswered incoming calls — Busy—To forward calls that arrive when you are already in a call 4. Depending on your selection: a If you selected Always, enter a number to forward all future incoming calls to.

3 - 20 b If you selected No Answer, enter a number to forward all unanswered incoming calls to and how many rings to wait before forwarding (one ring is approximately six seconds). A value of 2 is recommended. c If you selected Busy, enter a number to forward all future incoming calls to when you are already in another call. 5. Select the Enable soft key to confirm call forwarding. A moving arrow appears on the line label to confirm call forwarding is enabled. To disable call forwarding: 1. From the idle display, press the Forward soft key. 2. .(Optional.) If multiple lines are configured on your phone, select the line to forward from the list using and . 3. Using and , select the forwarding type you want to change and then press the Select soft key. 4. Press the Disable soft key. The idle display returns and the regular icon appears as the line indicator. Note You can also enter the SIP URL or IP address. For more information on using a SIP URL or IP address, refer to Placing Calls on page 3-2

3 - 21 Dynamic Forwarding To forward an incoming call to another party: 1. When the phone rings, press the Forward soft key. 2. Enter a number to forward the incoming call to. 3. Press the Enable soft key. The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled. Enabling Do Not Disturb To prevent the phone ringing (from incoming calls), you can select Do Not Disturb. To enable Do Not Disturb: >> Press . A flashing icon and text on the graphic display indicate that Do Not Disturb is enabled. Calls received while Do Not Disturb is enabled are logged in the Missed Calls list unless configured to be forwarded to another party by your system administrator. Note This feature is local to the phone, and may be overridden by call server settings. For more information, contact your system administrator.

3 - 22 To disable Do Not Disturb: >> Press again. Multiple Lines and Do Not Disturb If multiple lines are configured on your phone, Do Not Disturb can be set on a line-by-line basis from the menu using and . For more information, contact your system administrator. When Do Not Disturb is enabled for a particular line, a flashing “X” displays beside the line indicator. Assigning Speed Dial Keys You can associate contacts with Line Keys for single touch dialing of frequently used numbers. Speed Dial entries are consecutively placed next to assigned Line Keys on the phone. When a new entry is added to the Contact Directory, it is automatically assigned the next available speed dial index and the next available line key. In the figure below, the phone has one line key, and three available speed dial keys (assigned to Byron, Lauren, and Andrew). To dial Byron, Lauren, or Andrew, press the associated line key.

3 - 23 To add or edit a speed dial index for an existing 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. 5. Do one of the following: — Enter the next available speed dial index. — Delete the existing speed dial index by using followed by , and then enter a new speed dial index. Valid speed dial index values are from 1 to 9999. If you enter a speed dial index that already, “Speed dial index already exists” appears. If you enter an invalid value, “Speed dial index invalid” appears. 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press to return to the idle display. To assign a new speed dial key: 1. Press and hold an unassigned . A new empty entry in the contact directory is automatically opened allowing contact information to be added. 2. Press the More soft key, and then press the Add soft key. Note To quickly access a list of speed dial index numbers, press the Up Arrow key from the idle screen. To speed dial a contact, press the Up Arrow key followed by the contact’s speed dial index. For example, if Joan’s speed dial index is 55, pressing the Up Arrow key followed by 55 will place a call to Joan.

3 - 24 3. (Optional.) Enter contact information. 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. 4. Enter a contact number. The number must be unique (not already in the directory). 5. Change the Speed Dial Index field. The index can be any value between the next available index value and the maximum (value of 9999). 6. Press the Save or Cancel soft keys to accept or cancel changes. 7. Press to return to the idle display. Using Voice Mail You can access voice mail messages from your phone. Your voice mail is saved in a centralized location. Your phone indicates the presence of new voice mail messages by a flashing Message Waiting Indicator LED on the front of the phone and a visual notification on the screen. If your phone has multiple lines, an individual line indicator icon indicates voice mail messages on that line. A stutter dial tone in place of normal dial tone indicates that one or more voice messages are waiting at the message center. Polycom recommends that you assign speed dial index values consecutively. For example, if you assign the third Line Key to the speed dial index value “2”, assign the fourth Line Key to the speed dial index value “3”. Note Voice mail is an optional feature configured on the call server and may not be supported on your particular system. For more information, contact your system administrator. Screen options may vary with your application. Voice mail may be accessible with a single key press. Contact your system administrator about this option.

3 - 25 To listen to voice messages: 1. Press . If multiple lines are configured on your phone, select the line to retrieve messages from. 2. Follow voice or visual prompts on the screen to retrieve your messages.

4 Using the Advanced Features of Your Phone This chapter provides operating instructions for the advanced features of the SoundPoint IP 650 desktop phone. This chapter contains instructions on: • Using Multiple Call Appearances • Using Text Messaging • Using Buddy Lists • Recording a Call • Playing Back a Recorded Call • Restarting Your Phone To customize your phone, refer to Customizing Your Phone on page 2-1. To read about the phone’s basic features, refer to Using the Basic Features of Your Phone on page 3-1. To add a SoundPoint IP Expansion Module to your SoundPoint IP 650 phone, refer to Using the SoundPoint IP Backlit Expansion Module on page 5-1. If you require additional information or assistance with your new phone, contact your system administrator. Using Multiple Call Appearances When multiple call appearances is set up, you can see information for more than one call at one time. For example, if you have an active call, you can see information for an incoming call as well.

4 - 2 For example, the following figure shows an active call with Greg Slowski on line 6721. The following figure shows an incoming call from 1-800-765-9266 on the same line. To answer an incoming call when configured for multiple call appearances: >> Do one of the following: — Press or the Hold soft key to place the original call on hold. — Press to access the new call. Answer the incoming call. This original call is placed on hold and the incoming call becomes the active call.

4 - 3 Your phone can display two call appearances at one time. If more than two calls are taking place on the same line, a counter displays on the display. Use the down arrow to access additional calls, or “appearances”. To place an additional call on the same line, place the active call on hold, and then press the New Call soft key. Using Text Messaging You can send and receive text messages using your phone. SIP Instant (Text) Messaging is supported in real-time. Received messages will be indicated by a flashing Message Waiting Indicator LED on the front of the phone and, optionally, a visual notification on the graphic display. To read text messages: 1. Do one of the following steps: — Press . Select Instant Messages. — Press . Select Features > Messages > Instant Messages. — Press the InstMsg soft key. 2. (Optional.) If multiple lines are configured on your phone, select from which line messages are to be retrieved from the list using and . The first message received displays last. 3. (Optional.) Do one of the following: — Press the Next or Prev soft keys to cycle through messages in order. — Press the More soft key to access the Delete, Reply, and New soft keys. 4. Press to return to the idle display. Note The text messaging feature is an optional feature and may not be supported on your particular system. If it is supported, screen options may vary with your application. Text messaging may be accessible with a single key press. For more information, contact your system administrator.

4 - 4 To send a text message: 1. Do one of the following: — Press . Select Instant Messages. — Press . Select Features > Messages > Instant Messages. 2. (Optional) If multiple lines are configured on your phone, first select from which line to send the message from the list using and . 3. Press the New soft key. 4. Enter the number. Use the 1/A/a soft key to alternate between numeric and upper/lower case alphanumeric modes. 5. Press the Ok soft key. 6. Do one of the following: — Press the Select soft key to choose from various pre-scripted short messages. — Press the Edit soft key to compose a custom message. Use dial pad keys to cycle through the character set. Use keys 1, *, 0, and # to select special characters. 7. Press the Send soft key when finished. 8. Press to return to the idle display. Note Screen options may vary with your application. Voice Mail may be accessible with a single key press. Contact your system administrator about this option. Note You can also enter the SIP URL or IP address. For more information on dialing with SIP URL or IP address, refer to Placing Calls on page 3-2.

4 - 5 Using Buddy Lists A buddy list is a list of users/devices whose status or “presence” you can monitor. Users update their presence setting (for example, “Be right back”, “Busy”, or “Out to lunch”), and you can view their status in real-time from your phone. Your phone can “watch” the status of up to eight other phones or 48 buddies. These other phones form your “buddy list”. Your phone displays the status of your buddies in real time. Your phone can be “watched” by up to eight other phones. If your SoundPoint IP 650 phone is configured to work with Microsoft Live Communications Server 2005, the behavior of the presence setting and buddy lists is different. For more information, contact your system administrator. Changing Your Presence Settings To view and change your presence settings: 1. Do one of the following: — Press . Select Features > Presence > My Status. — 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. The phones watching your status will now display your new status. Presence information will also be sent to watching phones when you go off-hook or enable Do Not Disturb.

4 - 6 Managing Buddies To add or delete a contact from your buddy list: 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. Scroll to the Watch Buddy field. 6. Use and to select Enabled. When Watch Buddy is enabled, the contact is added to your buddy list. When Watch Buddy is disabled, the contact is removed from your buddy list. The default for Watch Buddy is Disabled. 7. Press the Save or Cancel soft keys to accept or cancel changes. 8. Press to return to the idle display. To block or unblock a contact from your buddy list: 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. Scroll down to the Block Buddy field. 6. Use and to select Enabled. When Block Buddy is enabled, the contact cannot watch your phone. When Block Buddy is disabled, the contact can watch your phone. The default for Block Buddy is Disabled. Note The instructions in this section do not apply if your call server is Microsoft Live Communications Server 2005. In that case, refer to the following section, Integrating With Microsoft Live Communications Server 2005.

4 - 7 7. Press the Save or Cancel soft keys to accept or cancel changes. 8. Press to return to the idle display. Integrating With Microsoft Live Communications Server 2005 Your system administrator can configure your phone to work with Microsoft Live Communications Server 2005 and communicate with others using Microsoft Office Communicator and Windows Messenger. From your phone, you can invite, join, control, and monitor integrated multipoint audio and video conferences. Any contact you add through your buddy list will appear as a contact in Microsoft Office Communicator and Windows Messenger. Any contact you add as a contact in Microsoft Office Communicator and Windows Messenger will appear in your buddy list. To view and change your presence, refer to Changing Your Presence Settings on page 4-5. For more information, contact your system administrator. To add a contact to your buddy list: 1. Press . 2. Select Features > Presence > Buddy Status. 3. Press the More soft key. 4. Press the Add soft key. 5. Enter the number of the contact. 6. Press the Submit soft key. 7. Press to return to the idle display. To view and change your privacy list: 1. Press . 2. Select Features > Presence > Buddy Status > Privacy List. 3. Use and to scroll through the list to find the contact. 4. Press the Edit soft key. 5. Scroll down to the Access field.

4 - 8 6. Use and to enable or disable the Access field. When Access is enabled, you allow the contact to see your presence. When Access is disabled, you prevent the contact from seeing your presence. The default for Access is Disabled. 7. Press to return to the idle display. For more information on contacting buddies, refer to Placing Calls on page 3-2 or the Microsoft Office Communicator and Windows Messenger documentation. Recording a Call If the Call Recording and Playback feature is available and you plug a removable USB flash drive into the USB port on your SoundPoint IP 650, you can record active calls on your phone. Recordings are stored as .wav files on the USB flash drive. You can record up to 4 hours in one file. The approximate time remaining for recording (the free space on the USB flash drive) is shown on the graphic display. The Record soft key controls recording and is available: • When there are one or more calls connected to your phone (you may need to press the More soft key to see it) • During an active call • When calls are on hold • During a consultative transfer or conference call The Record soft key is not available: Note Call Recording is an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

4 - 9 • When there are no connected calls on your phone • When you place a new call (to transfer or to conference) • When the phone prompts you to answer an incoming call If you put an active call on hold, recording pauses. Recording continues if the called party puts you on hold. Recording stops if all active calls end, no matter who ends the calls. If you press while recording, only the called parties are recorded. Tones and indications (for example, dialing of digits or ringing from another party’s phone) that occur before a call connects are not recorded. Local tones and indications (for example, DTMF tones when dialing) are not recorded. However, tones from another party’s phone may be recorded. You can start, pause, resume, and stop recording through the use of soft keys. All active calls that occur on your phone between the time you press the Start soft key and the Stop soft key are recorded, alternating in the same .wav file. For example, you place a call to party A and, after they answer, you start recording on October 4, 2007 at 11:22am. While speaking with party A, you get an incoming call. You put party A on hold and speak with party B. When you finish speaking with party B, you return to speaking with party A. While speaking with party A again, you get another incoming call. You put party A on hold and speak with party C. When you finish speaking with party C, you return to speaking with party A. You end your call with party A and recording stops. Your conversations with parties A, B, and C are all recorded in the same .wav file as follows: If there is insufficient free space on the USB flash drive when you press the Start soft key, recording does not start and the message “USB device is full. Recording cancelled.” appears. If the USB flash drive becomes full during recording, recording stops and the message “USB device is full. Recording stopped.” appears.

4 - 10 If you remove the USB flash drive during recording, recording stops and the message “USB device removed unsafely. Recording cancelled.” appears. This section includes information on: • Recording Calls • Recording Conferences • Pausing and Resuming Recording To playback recorded calls, refer to Playing Back a Recorded Call on page 4-13. Recording Calls To record a call: 1. During a call, press the More soft key. Polycom recommends that you do not remove the USB flash drive while recording. The file being recorded at that time will be incomplete and cannot be played back later. There is a small probability that the USB flash drive itself may be damaged by this action. Note You may be required by federal, state, and/or local laws to notify some or all called parties when you are recording (either one-party or all-party consent). Specific information about US state requirements can be found at http://www.rcfp.org/taping/ . Telephone call recording regulations in other countries vary widely. Polycom recommends checking with the local government's telecommunications authority and government legal agencies. Other information that may useful can be found at: • http://www.fcc.gov/cgb/consumerfacts/recordcalls.html • http://www.privacyrights.org/fs/fs9-wrtp.htm

4 - 11 2. Press the Record soft key. 3. To start recording, press the Start soft key. “*R*” appears on the graphic display while the phone records. If you press the Back soft key, you can access the top-level soft keys (for example, Hold, EndCall, Trnsfer, and Confrnc). You must navigate back (using the More and Record soft keys) to again access the Stop and Pause soft keys. 4. Stop recording in one of the following ways: — Press the Stop soft key. — Hang-up or end the active call. Recording Conferences You can record conference calls in the same way as other calls with the following exceptions: • All parties in a conference call are recorded. If one of the conference parties presses , they are not recorded. • When all parties in a conference call are put on hold together, recording is paused. You can place or answer other calls, which will be recorded in the same file. When the conference call is resumed, recording of the conference resumes.

4 - 12 Pausing and Resuming Recording You can pause recording by pressing the Pause soft key. When you press the Resume soft key, recording continues with the same .wav file. To pause a recording: >> Press the Pause soft key. “*P*” appears when you pause recording. To resume a recording: >> Press the Resume soft key. “*R*” appears when you restart recording.

4 - 13 Playing Back a Recorded Call If the Call Recording and Playback feature is available, and a removable USB flash drive is plugged into the USB port of your SoundPoint IP 650, you can play back calls that you recorded on your phone. You can browse the recorded files, stored as .wav files on the USB flash drive. You can also open, rename, and delete the recorded files. If there are no supported .wav files on the USB flash drive, the message “Unsupported wav file format.” appears on the graphic display. You can play, pause, resume, and stop recording through the use of soft keys. Playback occurs in real time. Pressing adjusts the volume of the receiver audio during playback. Playback stops if you press the Exit soft key, , , , or . If the handset is off-hook when you press the Play soft key, you will hear audio through the handset. If the handset is on-hook when you press the Play soft key, you will hear audio through the speaker. If the handset is on-hook, pressing is the same as pressing the Play soft key, and pressing again is the same as pressing the Exit soft key. If you lift the handset while you are listening through the speaker, you will now hear the audio through the handset. You cannot start playback while a call is in progress or if you have placed a call. The message “Active call. Action aborted.” appears in either case. If all calls are on hold, you can start playback. If you press on the selected call or the particular line key for the held call, playback stops and the call resumes. You cannot place a call while playback is in progress using the dial pad. However, you can place a call using a speed dial key or line key. You can answer calls while playback is in progress (refer to Answering a Call While Playing Back Recorded Calls on page 4-16). You can also playback recorded files on other devices, such as a Windows® or Apple® based computer using an application capable of playing .wav files. If an error occurs while playback is in progress, playback stops. If you remove the USB flash drive during recording, recording stops and the message “USB device removed unsafely. Playback cancelled.” appears. Note Call Playback is an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

4 - 14 This section includes information on: • Browsing Recorded Calls • Playing Back Recorded Calls • Answering a Call While Playing Back Recorded Calls Browsing Recorded Calls To browse the recorded files: 1. Press . 2. Select Features > USB Device... > Browse Recordings... You can rename, delete, or play back the selected .wav file by pressing the Rename, Delete, or Open soft keys. 3. Press to return to the idle display. Playing Back Recorded Calls To playback a call: 1. Press . 2. Select Features > USB Device... > Browse Recordings... Polycom recommends that you do not remove the USB flash drive while playing back files. There is a small probability that the USB flash drive itself may be damaged by this action.

4 - 15 3. Select the file that you want to play back using and , and then press the Open soft key. The filename you selected appears on the graphic display. The length of the file (in hours, minutes, and seconds) and the size of the file also appear. 4. Press the Play soft key. “Playing” appears on the graphic display. The position indicator (in hours, minutes, and seconds) above the progress bar changes as the file plays back in real time. (Optional.) Press the Pause soft key to pause the file playback. (Optional.) Press the Resume soft key to resume playback of the file. 5. Press the Exit soft key to stop playing back the file. To play back the file from the start, refer to step 3.

4 - 16 6. Press to return to the idle display. Answering a Call While Playing Back Recorded Calls You are playing back a file and an incoming call arrives. Playback pauses and the phone rings. To answer a call using the speakerphone: >> Do one of the following: — Press . — If you were listening to the file through the phone’s speaker, press the line key for the incoming call. — If you were listening to the file through the phone’s speaker, press , and then press the Answer soft key. When the call ends, the idle display appears. To answer a call using the handset: >> Do one of the following: — Lift the handset. If you were listening to the file through the handset, hang up the handset, and then pick it up again. — If you were listening to the file through the handset, press the line key for the incoming call. — If you were listening to the file through the handset, press , and then press the Answer soft key. When the call ends, the idle display appears. To answer a call using the headset: >> Do one of the following: — Press . — If you were listening to the file through the headdset, press the line key for the incoming call. — If you were listening to the file through the headdset, press , and then press the Answer soft key.

4 - 17 When the call ends, the idle display appears. If you decide to reject the incoming call, press the Resume soft key, and playback will resume. For more information, refer to Playing Back Recorded Calls on page 4-14. Restarting Your Phone Periodically, you may need to restart your phone so your phone can accept a new configuration. To restart the phone: 1. Press . 2. Select Settings > Basic > Restart Phone. “Are you sure?” appears on the graphic display. 3. If you still want to restart your phone, press the Yes soft key. The restart process begins. The process ends when the idle display appears. Note If you are using a digital headset with an answer button or an analog headset with a electronic switch, use those to answer the incoming call. Note If your phone malfunctions, you may be able to restore normal operation without restarting it. Before you restart your phone, contact your system administrator. Note Call lists are automatically cleared when you restart the phone.

5 Using the SoundPoint IP Backlit Expansion Module This chapter provides basic installation and operating instructions and information for obtaining the best performance with the SoundPoint IP Backlit Expansion Module. The SoundPoint IP Backlit Expansion Module enhances the user interface of the SoundPoint IP 650 phone with a high-resolution graphic display and 14 Line Keys that can be automatically configured as a line, call appearance, speed dial, or busy lamp field. Up to three SoundPoint IP Backlit Expansion Modules can be connected to the SoundPoint IP 650 phone to provide a productivity-enhancing solution for users who manage and monitor multiple simultaneous telephone calls on a daily basis. This chapter contains: • Parts List • Connecting the SoundPoint IP Backlit Expansion Module • Features of the SoundPoint IP Backlit Expansion Module This chapter contains instructions on: • Adjusting the Display Contrast • Adjusting the Backlight • Placing Calls • Answering Calls • Assigning Speed Dial Keys • Using the Busy Lamp Field To customize your phone, refer to Customizing Your Phone on page 2-1. To read about the phone’s basic features, refer to Using the Basic Features of Your Phone on page 3-1. To read about the phone’s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1.

5 - 2 If you require additional information or assistance with the Backlit Expansion Module, contact your system administrator. Parts List The following components are included in your SoundPoint IP Backlit Expansion Module package: • Polycom SoundPoint IP Backlit Expansion Module • Base stand Check this list before installation to ensure that you have received each item. If you are missing any items, contact your system administrator.

5 - 3 Connecting the SoundPoint IP Backlit Expansion Module This section describes how to attach the SoundPoint IP Backlit Expansion Module to your SoundPoint IP 650 phone. You can attach up to three SoundPoint IP Backlit Expansion Modules. To connect a SoundPoint IP Backlit Expansion Module to your phone: 1. Remove the rubber plug from the SoundPoint IP 650 or the SoundPoint IP Backlit Expansion Module. 2. Align the SoundPoint IP Backlit Expansion Module at the top of the groove lines on the SoundPoint IP 650 phone and slide it downwards until it clicks into position. 3. Connect the base stand by aligning the two protrusions on the stand to the holes on the back of the Backlit Expansion Module and snap it into place. For each SoundPoint IP Backlit Expansion Module that you want to add, repeat steps 1 to 3. ABC 2 1 DEF 3 5 4 MNO JKL GHI 6 Menu Messages Do Not Disturb s ns e ABC 2 1 DEF 3 5 4 MNO JKL GHI 6 Menu Messages Do Not Disturb

5 - 4 Features of the SoundPoint IP Backlit Expansion Module The features of the SoundPoint IP Backlit Expansion Module are: 5 1 4 2 3 2 Item Description 1 Power Contact Not visible when you connect the SoundPoint IP Backlit Expansion Module to the phone. Power automatically transfers from the host phone to the SoundPoint IP Backlit Expansion Module(s) upon connection. You can plug in and unplug the units at any time 2 Line/Speed Dial Keys Use these keys to activate up to 47 lines or speed dials that can be assigned to your phone.

5 - 5 Adjusting the Display Contrast To adjust the display contrast on a SoundPoint IP Backlit Expansion Module, refer to Changing the Display Contrast on page 2-3. Adjusting the Backlight To adjust the backlight on a SoundPoint IP Backlit Expansion Module, refer to Changing the Backlight Intensity on page 2-4. Placing Calls When you connect a SoundPoint IP Backlit Expansion Module to your phone, you can place a call using one of the Line Keys. 3 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—Another party has put you on hold. Flashing red—The call is on hold. Solid red—The line is busy remotely (shared lines). 4 Graphic Display Shows information about lines or speed dials. 5 Infrared Lens Facilitates communications to the host phone and other Expansion Modules. Item Description

5 - 6 To place a call using a SoundPoint IP Backlit Expansion Module Line Key: >> Press the assigned directly opposite the number on the graphic display. For more information on placing a call, refer to Placing Calls on page 3-2. Answering Calls When you connect a SoundPoint IP Backlit Expansion Module to your phone, you can answer a call using one of the Line Keys. To answer a call using a SoundPoint IP Backlit Expansion Module Line Key: >> Press the assigned directly opposite the line with the fast flashing green LED indicator. For more information on answering a call, refer to Answering Calls on page 3-4. Assigning Speed Dial Keys You can associate contacts with Line Keys on the SoundPoint IP Backlit Expansion Module for single touch dialing of frequently used numbers. Speed Dial entries are consecutively placed next to assigned Line Keys.