Polycom Office Phone Manual

The Polycom Office Phone is a professional-grade VoIP desk phone designed for business environments, featuring high-definition voice quality, multiple line support, a large color display, integrated Ethernet switch, support for various call features (hold, transfer, conference), programmable keys, headset compatibility, and network configuration options. Below are key sections for safety, features, installation, setup, operation, and troubleshooting.

1. Features at a Glance 2. Installation 3. First-Time Setup 4. Specifications 5. Controls and Settings 6. Connecting Devices 7. Advanced Call Features 8. Accessibility Features 9. Care & Cleaning 10. Regulatory Information 11. Troubleshooting

Features at a Glance

Key components: Large color LCD display, Handset with HD voice, Programmable line/feature keys, Navigation pad, Integrated Gigabit Ethernet switch, Headset port, Power over Ethernet (PoE) support.

Feature	Description
HD Voice	Wideband audio for crystal-clear calls
Color Display	High-resolution screen for call information and menus
Programmable Keys	Customizable for lines, speed dials, or features
Gigabit Ethernet	Built-in switch for connecting to network and PC
Power over Ethernet (PoE)	Receives power via Ethernet cable (IEEE 802.3af)
Headset Port	3.5mm jack for wired headset connectivity
Speakerphone	Full-duplex for hands-free conversations
Conference Calling	Support for multi-party audio conferences
Call Hold/Transfer	Standard telephony features
Network Protocols	SIP, RTP, TCP/IP, DHCP, VLAN support

Installation

Unpack and inspect contents. Place on stable desk surface.

Connect to network: Use Ethernet cable from router/switch to PHONE port.
Connect PC (optional): Use second Ethernet cable from PC port to computer.
Connect handset: Plug coiled handset cord into HANDSET jack.
Connect headset (optional): Plug into HEADSET jack.
Apply power: Use power adapter or PoE from switch.

WARNING! Use only approved power adapter. Ensure cables are not pinched or damaged.

First-Time Setup

Power on phone; follow on-screen prompts.

Network configuration: Phone will attempt DHCP. Check IP address via menu.
Provisioning: Enter SIP server address, username, password provided by IT.
Set language: In SETTINGS menu, select preferred language.
Set time/date: Configure manually or via NTP server.
Program keys: Assign lines or speed dials to programmable keys.

CAUTION! Handle handset cord gently to avoid internal wire damage.

Specifications

Display: 4.3-inch color LCD, 480 x 272 pixels.
Audio: HD Voice (wideband), G.722, G.711 codecs.
Network: Dual 10/100/1000 Mbps Ethernet ports, PoE (802.3af).
Protocols: SIP 2.0, RTP/RTCP, DNS, DHCP, VLAN (802.1Q).
Call Features: Hold, transfer, conference, forward, do not disturb.
Programmable Keys: Up to 12 configurable keys.
Power Supply: 48V DC via adapter or PoE.
Operating Temp: 32°F to 104°F (0°C to 40°C).
Compliance: FCC Part 15, CE, RCM.

Controls and Settings

Access menu via MENU button. Front Panel: LCD, Soft keys, Navigation pad, Volume keys, Mute, Headset, Speakerphone.

Programmable Keys: Can be set as line keys, speed dial, BLF, or feature keys.

Settings: Network (IP, DHCP, VLAN), Audio (ringer volume, tone, headset gain), Time (time zone, NTP), Features (call forward, DND, ring pattern). Admin: Web interface access (default IP), firmware upgrade, factory reset.

Connecting Devices

Network: Ethernet to PHONE port. PC: Ethernet from PC port to computer. Headset: 3.5mm plug to HEADSET jack.

Turn off phone before connecting cables if not using hot-plug.
Match Ethernet cables to correct ports (PHONE vs PC).
For PoE, ensure switch supports 802.3af.

Tip: Use quality Cat5e or better cables for Gigabit performance.

Advanced Call Features

Supports standard business telephony features.

Make call: Lift handset or press Speaker, dial number.
Answer call: Lift handset, press Speaker, or press Answer soft key.
Hold: Press HOLD button during call.
Transfer: Press TRANSFER, dial target, press TRANSFER again.
Conference: During call, press CONFERENCE, dial second party, press CONFERENCE again.
Forward: Menu > Features > Call Forward > enable and set number.
Do Not Disturb: Press DND key or enable via menu.
Speed Dial: Press programmed speed dial key.

WARNING! Emergency calls may require configuration; verify with service provider.

Accessibility Features

Visual: Adjustable screen contrast, large font option. Audio: Adjustable ringer volume and tone, hearing aid compatible handset. Physical: Tactile key feedback, headset mode for hands-free.

Care & Cleaning

Unplug power before cleaning. Use slightly damp cloth for exterior; do not use liquids directly on phone.

CAUTION! Do not use abrasive cleaners or solvents. Keep liquids away from openings.

Regulatory Information

FCC Part 15: Class A digital device; complies with limits for business use. CE marked for European market. Contains FCC ID: [Insert FCC ID]. For support, visit www.polycom.com/support or contact your authorized Polycom reseller.

Troubleshooting

Symptom	Possible Cause	Corrective Action
No power	Power adapter/PoE	Check power adapter connection; verify PoE switch is enabled.
No network	Cable/DHCP	Check Ethernet cable; verify DHCP server is reachable.
No dial tone	Provisioning	Check SIP credentials; verify registration with server.
Poor audio quality	Network/configuration	Check network for packet loss; verify audio codec settings.
Display blank	Power/backlight	Check power; adjust display brightness in settings.
Keys not responding	Software lock	Reboot phone; check for key lock setting.

Reset: Menu > Settings > Admin > Factory Reset (use caution).

Service: Contact Polycom support or authorized service center.