Polycom VoIP Phone Manual

The Polycom VoIP Phone is a professional-grade Voice over IP telephone designed for business and enterprise environments. It features high-definition voice quality, a large backlit display, support for multiple lines and call appearances, Power over Ethernet (PoE), extensive programmable keys, and integration with major IP PBX and call server platforms. Below are key sections for safety, features, installation, setup, operation, and troubleshooting.

Features at a Glance

Key components: Large graphical display, Handset with HD Voice, Speakerphone, Programmable line/feature keys, Navigation cluster, Ethernet ports (LAN and PC).

Feature	Description
HD Voice Handset	Wideband audio for crystal-clear conversations
Full-Duplex Speakerphone	Hands-free communication with echo cancellation
Backlit Graphical Display	High-contrast screen for call information and menus
Programmable Keys	Configurable for lines, speed dial, call features (hold, transfer, etc.)
Power over Ethernet (PoE)	Receives power and data over a single Ethernet cable (802.3af)
Dual Ethernet Ports	LAN port connects to network; PC port connects a computer
Headset Port	3.5mm jack for connecting a wired headset
Volume Controls	Separate controls for handset, speaker, and ringer
MUTE	Mutes the microphone for privacy
Navigation & Select Keys	For scrolling through menus and selecting options

Installation

Unpack and inspect contents. Place phone on a stable, flat surface.

1. Connect to Network: Plug an Ethernet cable from your network switch/router into the phone's LAN port.
2. Connect a Computer (Optional): Plug an Ethernet cable from the phone's PC port to your computer's network port.
3. Connect Handset: Plug the coiled handset cord into the jack labeled with a handset icon.
4. Apply Power: If not using PoE, connect the included power adapter to the DC port and a wall outlet.

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

First-Time Setup

Power on the phone; it will boot and attempt to locate the provisioning server.

1. Network Configuration: The phone will typically obtain an IP address via DHCP. Check the phone's screen or use the "Settings" > "Status" > "Network" menu to verify.
2. Server Provisioning: The phone will contact the configured provisioning server (e.g., TFTP, HTTP, FTP) to download its configuration file automatically.
3. Verify Registration: Once configured, the phone will register with your IP PBX (e.g., Asterisk, Cisco CallManager). The screen will show the extension number and status (Registered).
4. Basic Settings: Use the phone's web interface (access via its IP address) or the settings menu on the device to set time, date, ring tones, and user preferences.

CAUTION! Do not unplug the phone during the boot or firmware upgrade process.

Specifications

• Display: High-resolution, backlit graphical LCD.
• Audio Codecs: G.711 (a/u), G.722, G.729, Opus (model dependent).
• Network Protocols: SIP (Session Initiation Protocol), RTP/RTCP, TCP/IP, UDP, DHCP, DNS, LLDP-MED.
• Power: IEEE 802.3af PoE or external 48V DC power adapter.
• Ethernet: Two 10/100/1000 Mbps ports with integrated switch.
• Supported Features: Call Hold, Transfer, Forward, Conference, Park, Do Not Disturb (DND), Message Waiting Indication (MWI).
• Headset Interface: Electronic Hook Switch (EHS) support for wireless headsets.
• Operating Environment: 0°C to 40°C, 20% to 80% humidity (non-condensing).

Controls and Settings

Access menus via the "Menu" or "Settings" key. Front Panel: Handset, Speakerphone key, MUTE, Volume Rocker, Navigation cluster (Up/Down/Left/Right/Select), Programmable soft keys.

Common Soft Key Functions: New Call, Hold, Transfer, Conference, Forward, Directory, Messages, Settings.

Settings Menu (via phone UI): Status (Network, SIP, System), Preferences (Ring Tones, Display Contrast, Time Format), Administrator (Network configuration, Server addresses, SIP credentials).

Web Interface: For advanced configuration, enter the phone's IP address in a web browser. Configure SIP accounts, call features, network settings, and firmware upgrades.

Connecting to Network

Primary connection is via the LAN port. The PC port allows daisy-chaining a computer.

1. Ensure network switch/router and IP PBX are properly configured.
2. Connect Ethernet cable from network to phone's LAN port.
3. If using a computer, connect cable from phone's PC port to computer's Ethernet port.
4. Power on. The phone should obtain an IP and display the home screen.

Tip: Use LLDP-MED or CDP on your network switch to automatically provide VLAN and QoS settings to the phone.

Making & Managing Calls

Basic call handling operations.

1. Make a Call: Lift handset or press Speakerphone. Dial number using the keypad, or select a contact from the directory. Press the "Dial" soft key or wait for auto-dial.
2. Answer a Call: Lift handset, press Speakerphone, or press the "Answer" soft key next to the ringing line.
3. End a Call: Press the "End Call" soft key or place the handset back on the cradle.
4. Hold/Resume: Press the "Hold" soft key. To resume, select the held line and press "Resume".
5. Transfer a Call: During a call, press "Transfer". Dial the target number. Press "Transfer" again to complete, or "Cancel" to return to the original call.
6. Conference Call: During first call, press "Conference". Dial second party. When connected, press "Conference" again to merge all parties.
7. Call Forwarding: Press the "Forward" soft key or access via menu. Set to always, busy, or no answer. Enter the target number.

WARNING! Emergency calls (e.g., 911) may have specific location reporting requirements. Consult your system administrator.

Advanced Features

Do Not Disturb (DND): Enable via soft key or menu. Calls go directly to voicemail or receive a busy signal.

Speed Dial: Program frequently dialed numbers to programmable keys or speed dial codes.

Directory: Access personal and corporate directories. Search by name or number.

Message Waiting Indicator (MWI): Visual (st icon on display) and audible (stutter dial tone) notification of new voicemails.

Firmware Upgrade: Performed automatically via provisioning server or manually via the web interface.

Care & Cleaning

Disconnect power before cleaning. Use a soft, slightly damp cloth to wipe the exterior. Do not use abrasive cleaners, solvents, or sprays directly on the phone.

CAUTION! Never allow liquid to enter any openings. Keep the handset and keypad dry.

Regulatory Information

FCC Part 15: Class A digital device. Complies with Part 68 of FCC rules. Registered for connection to the public telephone network via an FCC-approved host system. Contains FCC ID: [Insert Model-Specific FCC ID]. For regulatory compliance and warranty information, visit www.polycom.com/support. Polycom and the Polycom logo are trademarks of Polycom, Inc.

Troubleshooting

Symptom	Possible Cause	Corrective Action
Phone does not power on	Power source	Check PoE switch is enabled or power adapter is securely connected. Try a different outlet/cable.
No dial tone / Not registered	Network/PBX configuration	Check Ethernet cable and link lights. Verify IP address is obtained. Confirm SIP credentials and server address are correct.
One-way or no audio	Network/Firewall	Check router/firewall settings for SIP ALG (disable if possible). Verify RTP port ranges are open.
Cannot hear caller / caller cannot hear you	Handset/Headset connection	Ensure handset cord is fully plugged in. If using headset, check its connection and volume.
Keys or display not responding	Software glitch	Restart the phone by unplugging power for 10 seconds and reconnecting.
Poor audio quality	Network congestion, Codec mismatch	Enable QoS on your network for SIP/RTP traffic. Ensure matching high-quality codecs (e.g., G.722) are negotiated.

Factory Reset: Press and hold the "7" key on the keypad while powering on the phone (model-specific). This will erase all configuration.

Support: Contact your system administrator first. For hardware support, visit www.poly.com/support or contact your authorized Polycom reseller.