Polycom IP 4000 User Guide

Polycom IP4000 User Guide

 Polycom IP 4000 User Guide

Table of Contents
Table of Contents ......................................................................................................................2
Introduction...............................................................................................................................3
The Polycom IP4000 IP Phone............................................................................................................................................ 3
Web Portal .................................................................................................................................3
Telephony Toolbar....................................................................................................................3
Document Format.....................................................................................................................4
Feature Functionality ................................................................................................................4
Feature Functionality ................................................................................................................5
Account Codes - Verified ....................................................................................................................................................... 5
Account Codes - Unverified................................................................................................................................................... 5
Ad-Hoc Conference Calling ................................................................................................................................................... 5
Call Forward Always................................................................................................................................................................ 6
Call Forward Busy.................................................................................................................................................................... 6
Call Forward No Answer........................................................................................................................................................ 7
Call Park .................................................................................................................................................................................... 7
Call Park Retrieve..................................................................................................................................................................... 7
Call Pickup ................................................................................................................................................................................ 7
Directed Call Pickup................................................................................................................................................................ 8
Call Return ................................................................................................................................................................................ 8
Call Transfer – Blind ............................................................................................................................................................... 8
Call Transfer – Consult ........................................................................................................................................................... 8
Call Transfer – To Voicemail................................................................................................................................................. 9
Call Waiting............................................................................................................................................................................... 9
Cancel Call Waiting Per Call................................................................................................................................................... 9
Caller ID Blocking Per Call .................................................................................................................................................. 10
Caller ID Delivery Per Call................................................................................................................................................... 10
Dialing...................................................................................................................................................................................... 10
Do Not Disturb...................................................................................................................................................................... 10
Hold ......................................................................................................................................................................................... 11
Last Number Redial............................................................................................................................................................... 11
Speed Dial 100........................................................................................................................................................................ 11
Speed Dial 8............................................................................................................................................................................ 12
Voicemail................................................................................................................................................................................. 12

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 Polycom IP 4000 User Guide

Introduction
The purpose of this document is to inform Zayo Managed Services users on how use the Polycom IP 4000 Phone
with their Hosted PBX Service. Each feature available with the Professional Seat will be described along with
instructions on how to use the feature. Some users may not have all of the functionality described in this
document. Seat type purchased determines which features are available.

The Polycom IP4000 IP Phone

Web Portal
The Zayo Managed Services Web Portal is a robust online tool used to configure calling features such as do-not-
disturb and selective call forward. While most features can be activated using the phone, you may want to explore
the Web Portal to fully enjoy all of the powerful call management tools available. Please see your company’s
Administrator for access to the Web Portal.

Telephony Toolbar
The Telephony Toolbar is a software application for Microsoft Outlook, Microsoft Internet Explorer, or Mozilla
Firefox and can be used to configure calling features such as do-not-disturb and call forward, and can also be used
for a wide variety of click to call features. The Telephony Toolbar complements the Web Portal and allows users
easy access to often used calling features. Please see your company’s Administrator for more information on the
Telephony Toolbar.

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 Polycom IP 4000 User Guide

Document Format
Below is an example of how each feature will be presented and examined in this document.

FEATURE NAME
AND
DESCRIPTION

STEP BY STEP
INSTRUCTIONS
FOR USING THE
FEATURE

STEP BY STEP
INSTRUCTIONS
FOR EXTENDED
FEATURE
FUNCTIONALITY

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 Polycom IP 4000 User Guide

Feature Functionality
Account Codes - Verified
Requires a user to enter a unique number that identifies to which account an outbound call should be assigned.

Using the Feature

1. GO OFF HOOK.
2. Dial the NUMBER of the party you wish to call.
3. An IVR will instruct you to enter your Account Code.
4. Once your code is entered the call will connect.

Extended Functionality
A user can turn a particular account code on for a sustained amount of time by using a star code.

Sustained Account Code Activation

1. GO OFF HOOK.
2. Press *47.
3. An IVR will instruct you to enter your Account Code.

Sustained Account Code Deactivation

1. GO OFF HOOK.
2. Press *37.

Account Codes - Unverified

Allows a user to enter a unique number to identify to which account an outbound call should be assigned.

Using the Feature

1. GO OFF HOOK.
2. Press *02.
3. An IVR will instruct you to enter your Account Code. You will hear a stutter dial tone then a normal
dial tone.
4. Dial the NUMBER of the party you wish to call.

Ad-Hoc Conference Calling

Allow a user to make a three-way conference call.

Using the Feature

1. During an active call, press the MORE soft key, then press the CONF soft key. This will place the
current caller on hold.
2. Dial the NUMBER of the party you wish to add to the call and press the SEND soft key.
3. When the party answers, press the MORE soft key, then press the CONF soft key to add the caller to
the existing call.

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 Polycom IP 4000 User Guide

Extended Functionality
1. To split the existing conference call, press the SPLIT soft key. This places both calls on hold on
separate lines.
2. Press the LINE button of the call you would like to disconnect, and then press the ENDCALL soft
key.
3. Press the LINE button of the call you would like to continue.

Call Forward Always

Enable a user to redirect all incoming calls to another phone number. Users have the option to activate and
deactivate the service by using the soft keys, or by dialing a feature code.

Using the Feature

Activate: Using the Soft Keys
1. Press the FORWARD soft key.
2. Enter the forwarding NUMBER with the KEYPAD.
3. Press the ENABLE soft key.

Deactivate: Using the Soft Keys

1. Press FORWARD soft key.
2. Press the DISABLE soft key.

Activate: Using the Feature Code

1. GO OFF HOOK
2. Press *72
3. Follow the IVR instructions.

Deactivate: Using the Feature Code

1. GO OFF HOOK
2. Press *73

Call Forward Busy

Enable a user to redirect calls to another destination when the user’s line is busy. Normally, a call would be directed
to a user’s voicemail.

Using the Feature

Activate:
1. GO OFF HOOK
2. Press *90
3. Follow the IVR instructions.

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 Polycom IP 4000 User Guide

Deactivate
1. GO OFF HOOK
2. Press *91

Call Forward No Answer

Enable a user to redirect calls to another destination when an incoming call is not answered within a specified
number of rings. Normally, a call would be directed to a user’s voicemail.

Using the Feature

Activate: Using the Feature Code
1. GO OFF HOOK
2. Press *92
3. Follow the IVR instructions.

Deactivate: Using the Feature Code

1. GO OFF HOOK
2. Press *93

Call Park
Enables a user to place a call on hold and allow a user to pick up the call at another phone.

Using the Feature

1. During an active call, press the HOLD soft key. This will place the caller on hold.
2. Press the NEWCALL soft key.
3. Press *68.
4. Follow the IVR instructions.

Call Park Retrieve

This feature enables a user to pickup a call that has been placed on hold using the Call Park feature.

Using the Feature

1. GO OFF HOOK
2. Press *88.
3. Follow the IVR instructions.

Call Pickup
This feature enables a user to pickup a call that is coming in on another user’s line. The other user’s line must be in
the same ‘pickup group’ with the user activating the feature. Pickup groups are pre-configured by the System
Administrator.

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 Polycom IP 4000 User Guide

Using the Feature

1. GO OFF HOOK
2. Press *98.

Directed Call Pickup

This feature enables a user to pickup a call that is coming in on another user’s line without being specifically
assigned to a common group. The other user’s line must also have the Directed Call Pickup feature assigned to it.

Using the Feature

1. GO OFF HOOK
2. Press *12 plus the extension that you wish to pickup.

Call Return
Allows a user to call back the last number that called their line, regardless of whether or not the phone was
answered.

Using the Feature

1. GO OFF HOOK
2. Press *69

Call Transfer – Blind

Allow incoming calls to be transferred to another line without consultation with the receiving party.

Using the Feature

Activate: Using the Soft Keys
1. During the call, Press the MORE soft key, Then press the TRNSFR soft key. This will place the caller
on hold and provide dial tone.
2. Press the BLIND soft key.
3. Enter the transfer NUMBER with the KEYPAD.
4. Press the SEND soft key.
5. HANG UP.

Call Transfer – Consult

Allow incoming calls to be transferred to another line with consultation with the receiving party.

Using the Feature

Activate: Using the Soft Keys
1. During the call, Press the MORE soft key, then press the TRNSFR soft key. This will place the caller
on hold and provide dial tone.
2. Enter the transfer NUMBER with the KEYPAD.

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 Polycom IP 4000 User Guide

3. Press the SEND soft key.

4. When the second party picks up you may consult with them.
5. Press the TRNSFR soft key to transfer the call.
6. Press the ENDCALL soft key and then the RESUME soft key to return to the first caller without
transferring the call.

Call Transfer – To Voicemail

Allow incoming calls to be transferred to any user’s voicemail.

Using the Feature

To Transfer a call directly to voicemail
1. During the call, Press the MORE soft key, then press the TRNSFR soft key. This will place the caller
on hold and provide dial tone.
2. Dial *55
3. Follow the IVR instructions.

Call Waiting
This feature enables a user to answer a call when engaged in another call. When a second call is received while a user
is engaged in a call, the user is informed via a call waiting tone.

Using the Feature

Retrieving the Second Call
1. While the first call is active, and the second arrives, use the DISPLAY CONTROL ARROW KEYS to
select the incoming call.
2. Press the ANSWER soft key to answer the call and to put the first caller on-hold.

Getting Back to the First Call

1. To reactivate the first call, use the DISPLAY CONTROL ARROW KEYS to select the first call and
press the RESUME soft key. This places the active call (second) on hold and reconnects the first call.

Cancel Call Waiting Per Call

Allow users to turn off call waiting on a call-by-call basis.

Using the Feature

1. GO OFF HOOK.
2. Press *70. You will hear a stutter dial tone then a normal dial tone.
3. Dial the NUMBER of the party you wish to call.

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Caller ID Blocking Per Call

Allow users to block their caller ID on a call-by-call basis.

Using the Feature

1. GO OFF HOOK.
2. Press *67. You will hear a stutter dial tone then a normal dial tone.
3. Dial the NUMBER of the party you wish to call.

Caller ID Delivery Per Call

Allow users to deliver their caller ID on a call-by-call basis when they have turned on the Caller ID Blocking feature
within the Web Portal.

Using the Feature

1. GO OFF HOOK.
2. Press *65. You will hear a stutter dial tone then a normal dial tone.
3. Dial the NUMBER of the party you wish to call.

Dialing
Enable a user to make a call to another party.

Using the Feature

Placing a Call
1. Press the NEWCALL soft key.
2. Enter the number you wish to call.
3. Press the SEND soft key, or wait to connect.

Extended Functionality
Placing a Call
1. Dial the NUMBER you wish to call using the KEYPAD.
2. Press the DIAL soft key.

Do Not Disturb
Allow users to set their station as unavailable so that incoming calls are given a busy treatment. Depending on how
the user has set up their busy treatment, the callers will be directed to voicemail or forwarded to another line.

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Using the Feature

Activate: Using the Feature Code
1. GO OFF HOOK
2. Press *78

Deactivate: Using the Feature Code

1. GO OFF HOOK
2. Press *79

Hold
Allows user to place a call on hold and retrieve it.

Using the Feature

Activate: Using the Soft Keys
1. Press the HOLD soft key.

Deactivate: Using the Soft Keys

1. Press the RESUME soft key.

Last Number Redial

Allow the user to redial the last number dialed with a feature code or a button.

Using the Feature

1. Press the REDIAL button.

Extended Functionality
1. GO OFF HOOK
2. Press *66.

Speed Dial 100

Allow a user to use a feature code and 2 digits to complete a call.

Using the Feature

Configure
1. GO OFF HOOK.
2. Press *75. You will hear a stuttered dial tone then a normal dial tone.
3. Using the KEYPAD Enter the Speed Dial 100 Code 00-99 plus the NUMBER you want to associate
with it and then press the # key.
4. The IVR will notify you whether or not the programming was successful.

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 Polycom IP 4000 User Guide

Use
1. GO OFF HOOK.
2. Press #
3. Press the Speed Dial 100 Codes 00-99.

Speed Dial 8
Allow a user to hit only one button to complete a call.

Using the Feature

Configure
1. GO OFF HOOK.
2. Press *74. You will hear a stuttered dial tone then a normal dial tone.
3. Using the KEYPAD Enter the Speed Dial 8 Code 2-9 plus the NUMBER you want to associate with it
and then press the # key.
4. The IVR will notify you whether or not the programming was successful.

Use
1. GO OFF HOOK
2. Press the Speed Dial 8 Code 2-9 using the KEYPAD.

Voicemail
Allow a user to hear messages left in their voicemail box.

Using the Feature

From your desk phone
1. GO OFF HOOK
2. Dial your EXTENSION.
3. Enter your PASSWORD.
4. To navigate, follow the IVR choices.

From Outside the Office:

1. Dial your phone NUMBER.
2. When the voice mail system answers, press the * key.
3. Enter your PASSWORD.
4. To navigate, follow the IVR choices.

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 Polycom IP 4000 User Guide

Menu
Key
Save #
Delete 7
Replay Message / Skip Envelope 2
Fast Forward 3
Rewind 4
Play Message Envelope 5
Call Back Sender 8
Go to Menu 2 9

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