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Polycom 4000

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LED Indicators:

Green - your call is in progress
Flashing green - a call is incoming
Blinking green - your call is held by the far end
Red - your call is muted
Blinking Red - you have placed the call on hold

Button functions:

Using the phone:

Placing a call

To obtain dial tone, press the Phone key or the New Call soft key
Dial the desired number

Answering a call

Press the Phone key or the Answer soft key. The three LEDs will blink green when the phone rings

Placing a call on hold

During a call press the Hold soft key. The call will be placed on hold and this will be indicated on the display. Press the Resume soft key to retrieve the call.

If multiple calls are on hold, use the arrow keys to select a call then press the Resume soft key to retrieve the call.

The three LEDs will blink red to indicate that the call is on hold

Muting the microphone

During a call, press the Mute button. The three LEDs on the phone glow red to indicate that the other parties cannot hear you. You will still be able to hear all other parties while Mute is enabled. To turn off press the Mute button again.

Placing a conference call

Place a call to the first party
Press the Confrnc soft key to obtain a new line (the active call is placed on hold)
Dial the phone number of the second party
When the second party answers, press the Confrnc soft key again to join all parties in the conference

Transferring a call

During a call press the Trnsfer soft key (the active call is placed on hold)
Dial the number to which you want to transfer the call
Press the Trnsfer soft key again after consulting with the new party

Blind transferring a call

During a call press the Trnsfer soft key (the active call is placed on hold)
Press the Blind soft key
Dial the number to which you want to transfer the call. The blind transfer will be completed automatically.

Ending a call

Press the Phone button or the End Call soft key.

Redialing a number

Press the redial button to place a call to the last dialed number. To redial another previously dialed number, press the menu button, scroll down using the arrow keys, and select 'Directories,' then 'Placed Calls.' In the list of previously placed calls select the one you wish to redial and press the Dial button.

Forwarding all calls

Press the Forward soft key from the phone's idle display
Select 'Contact:' and press the Edit soft key to enter a number or URL to forward all future calls to
Press the Forward soft key to confirm Call Forwarding

Turning off call forwarding

Press the Forward soft key from the telephone's idle display
Press the Disable soft key

Volume adjustment

Press the volume keys to adjust speaker volume during a call. Pressing these keys in the idle state adjusts the ringer volume.

Using do not disturb

To prevent the phone from ringing on incoming calls, activate the Do Not Disturb feature by pressing the Menu key, 'Features,' and use the Select key to toggle Do Not Disturb on and off.

Adjusting display contrast

Press the Menu key. Select 'Settings' followed by 'Contrast'
Press the Up or Down soft keys (or volume keys) to increase or decrease the display contrast
Press the Ok soft key to accept changes
Press the Exit key to return to the idle display

Adjusting ring type

Press the Menu key. Select 'Settings' followed by Ring Type.
Using the arrow keys, highlight the desired ring type. Press the Play soft key to hear the selected ring type.
Press the Select key to change to selected ring type.
Press the Menu button or the Exit soft key to return to the idle display

Using call lists

A local list of calls missed, received, and placed is maintained by the phone.

Press the Menu button. Select 'Directories' followed by 'Missed,' 'Received,' or 'Placed Calls' as desired. Call information will be displayed.

Choose the Edit soft key to amend the dial string if necessary
Choose the Dial soft key to return the call
Choose the Info soft key to view information about the call
Choose the Save soft key to store the contact to the Contact Directory
Choose the Clear soft key to delete the call from the list
Choose the Exit soft key to return to the idle display

Using the contact directory

To add or edit a contact:

Press the Menu button, select 'Directories' and 'Contact Directory'
Press the Add soft key to enter another contact or press the Edit soft key to edit an existing entry
To move between fields when editing, use the Next or Prev soft keys. Enter the first and/or last name from the keypad. Press the 1/A/a soft key to select between number and upper/lower case modes
Enter the contact number. This is a required field and it must be unique.
Speed Dial Index, Ring Type, and Divert Contact may be left blank
Use the up and down arrow keys or the Change soft key to switch between enabled and disabled settings for the last four fields
Press the Save soft key to confirm or the Cancel soft key to abandon the changes then press the Exit key to return to the idle display

To search for a particular contact:

Press the Search soft key from the 'Contact List' menu
Using the dial pad, enter the first few characters for First or Last names
Press the Search soft key to search for contacts
Successful matches can be dialed from the resulting screen

Using speed dial

Preassigned numbers can be associated with speed dial entries for rapid automated dialing. Speed dial entries can be viewed from the idle display by pressing the up arrow key.

To assign a speed dial entry:

Press the Menu button, select 'Directories' and 'Contact List'
Press the Add soft key to enter the contact's details or highlight an existing entry and press the Edit soft key
Enter the Speed Dial Index as "1". This assigns John to the first speed dial entry
Press the Save soft key to confirm or the Exit button to abandon the change then press the Exit button to return to the idle display

To remove a speed dial entry:

Press the Menu button, select 'Directories' and 'Contact List'
Scroll to the desired entry and press the Edit soft key
Delete the Speed Dial Index number using the down arrow key and then the Delete soft key
Press the Save soft key then the Exit button to return to the idle display

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Polycom 4000