Polycom Office Phone Basics

How to use your Polycom office phone for calls, voicemails, and transfers.

 

  

  

Handset – Just like your phone back home, you can answer a call just by picking up. Softkeys – These keys will correspond to the display up top.  These change for various menus.  

Lines – Incoming / Outgoing phone calls. Dial – Press this to place a call.  The speakerphone will be enabled automatically.   

Menu – Press this to change various settings.  

Hold – Place a call on hold.  

Headset – Use this key if you have a headset connected to your phone. Speakerphone – Use this key to place the caller on the built in speaker on the phone. Volume – Use these to adjust volume of caller and ringtone.  

Mute – Use this key to mute your voice.  You can hear the caller, but they can’t hear you!  

 

Placing / Ending a Call  

• Handset  

• Pick up receiver and dial number  

• To end call, hang up receiver  

• Speaker Phone    

• Press speaker phone key to answer  

• Press speaker phone key again to end call  

• Headset  

• Press headset key to answer  

• Press headset key again to end call  

• Tip – When dialing off campus press 9, then 1, then the person’s phone number.  

  

 

Transferring a Phone Call   

• Types of transfers

• Blind  

• A transfer without speaking to the receiving party.  

• While you are on a call press the Transfer softkey. Then press the Blind softkey and dial the number or extension you wish to transfer the call to. Your call will automatically transfer! (If you are on speakerphone, you will need to hit the Transfer key again.)  

• Warm  

•  While you are on a call, press the Transfer softkey and dial the number or extension you wish to transfer the call to. Stay on the line and speak with the second party before pressing the Transfer key again to connect the two parties.   

  

• Voicemail  

• A transfer that goes directly to receiving party’s voicemail.   

• During the call, press the More button twice and select the xferVM softkey.   

  • Enter the extension of the person you want to transfer the call to. • The caller will be transferred directly to the voicemail box at that extension.  

  

• Call on Hold  

• A transfer that allows you to transfer a caller on hold.  

• Placing a caller on Hold.  

• While speaking with someone press the hold key to place them on hold.  This will temporally pause the conversation, and both parties will not be able to hear each other until the hold key is pressed again.  

• To transfer a call on hold, press the line button to access the call you wish to transfer. Then press the Transfer softkey and dial the number or extension you wish to transfer the call to. Once it starts ringing, press the transfer key again to connect the two parties, either before or after speaking to the person you are transferring the call to.  

  

 

Redialing a Call  

• Redial someone you have called  

• Press the Dial button to view the Placed Calls list.  

• Use the arrow keys to find the person you want to call and press the Dial button again to start the call.  

• Redial someone who has called you.  

• Press the Callers softkey to view the received calls list.  

• Use the arrow keys to find the contact, then press the Dial button to start the call.  

  

  

Accessing Your Voicemail  

• Dial 1101  

• If off campus follow these next few steps  

• Dial 412-365-1101  

• Press 1 for Shadyside Extensions  

• Press 2 for Eastside Extensions  

• Press 3 for Eden Hall Extensions  

• Dial your extension  

• Enter your password (your extension, if you did not change it)  

• Press 1 – Listen to new messages  

• Press 7 – Delete message  

• Press 6 – Next message  

• Press 2 – Change folders  

• Press 3 – Advanced Options  

• Press 5 – Leave message  

• Press * – Main Menu  

  

Mailbox Options  

• Press 0 – Mailbox options  

• Press 1 – Record unavailable message  

• Press 2 – Record busy message  

• Press 3 – Record your name  

• Press 4 – Record temporary message  

  • Press 1 – Accept recorded message  

  • Press 2 – Listen to recorded message  

  • Press 3 – Rerecord message  

  • After temp message is recorded, press 4 again  
     

• Press 1 - Record another message  

• Press 2 – Erase message  

• Press 5 – Change your password  

• Press * – Return to the main menu  

• Press * – Help  

• Press # – Exit  

  

  

Adjusting Volume  

• Adjusting the volume of the ringtone on your phone.  

• Press the left (lower) and right (higher) arrow keys to make your adjustment.  Doing so will prompt a preview of how low or high the ring will be.  

• Adjusting the volume while making a call.  

• Pressing the same arrow keys while speaking to someone will make their voice higher or lower.  This works while on the handset, speakerphone, or headset.  

  

Changing Ringtone  

• You can select different rings to match your preferences and distinguish between calls on lines.   

• To change the incoming ring:   

• 1. Press menu, and then select Settings > Basic > Ring Type.   

• 2. Scroll to highlight the desired ring type. Press the Play soft key to hear it.   

• 3. Press the Select soft key to accept the highlighted ring type, and then press menu to return to the idle screen.