Polycom Executive IP Phone FAQs

How do I place a call?
Placing a call as outlined in the user reference guides under basic phone usage can be done one of three ways;

1. Press the speakerphone key, and dial the desired number or extension.
2. Press the new call soft key, and dial the desired number or extension.
3. Press the Headset key, and dial the desired number or extension.
4. Press the phone key or the new call soft key with the IP 4000.

Do I need to press a key on the phone before calling an external phone number?
As outlined in the user reference guides under basic phone usage, most phone systems require pressing 9 before the desired outside number.

How do I answer a call?
As outlined in the user reference guides under basic phone usage there are several ways of ending a call.

1. By picking up the handset.
2. By pressing the speakerphone button or answer soft key.
3. By pressing the headset key, or by pressing the answer soft key when your headset is attached to the phone.
4. Press the phone key or the answer soft key with the IP 4000.

What is a soft key and how are they used?
Soft keys are buttons located directly around the perimeter of the display screen and are used to access the displayed option on the screen next to the corresponding key.

Is there a way that I can reject a call and send it directly to voice mail?
Yes, you are able to reject a call by sending the caller directly into your voice mail by pressing the reject button.

How do I end a call?
As outlined in the user reference guides under basic phone usage, you can end a call one of the following ways:

1. By replacing the handset or pressing the end call soft key.
2. By pressing the speakerphone button or by pressing the end call soft key.
3. By pressing either the headset or end call soft keys.
4. By pressing the phone key or end call soft key with the IP 4000.

How do I place a call on hold?
You are able to place a call on hold by pressing the hold key during a call, or by pressing the hold soft key.

How will I know my call is on hold after I have pressed the hold button?
As outlined in the user reference guides under basic phone usage, the phone icon on the phone display will blink to indicate a call on hold.

How do I retrieve a call on hold?
As outlined in the user reference guides under basic phone usage, you can you can retrieve a call on hold by pressing the hold key or the resume soft key.

How do I select which call I want to retrieve when I have multiple calls on hold?
To select the call you want to resume, you utilize the display control keys to select the call you want to resume, before pressing the hold key or resume soft key to resume. The display control keys are located on the phone and are comprised of keys marked with arrows pointing up, down, left and right, with a button in the center marked with a check. Use the keys that correspond with the direction you want the highlighted option on the display screen to move, selecting the highlighted option with the center key marked with a check when you find it.

How do I know when I have voicemail waiting?
There are four indicators that you have a voicemail message waiting; a flashing voicemail indicator on your phone display screen, a voicemail icon on your display screen, a stuttered dial tone and email notification.

Will I be able to retrieve my voicemail from an outside phone?
Yes, you can call your extension and press #, then follow the prompts. If the auto attendant is active on your system you can also call the main number and press # and follow the prompts.

Am I able to speak with the person to whom I am transferring the call to before the call is transferred?
Yes, you are able consult with the party to whom you are transferring the call to by pressing the transfer key or the transfer soft key during a call, and then dialing the destination number and waiting for the recipient to answer. After speaking with the recipient of the transferred call press the transfer key to finish transferring the call.

Can I transfer a call directly to voicemail?
Yes, first press the transfer key or the transfer soft key, during a call. Then dial 8 and the recipient’s destination number, then hang up and the call will go directly to the recipient’s voicemail.

What are some of the internal shortcut dialing features?
To send a call directly to a recipient’s voicemail dial 8 before an extension, dial 880 to dial by name directory, and dialing 882 will bring you to directly voicemail.

What is call screening?
When an outside caller uses the auto attendant to select an extension, the phone system screens the call. First, the auto attendant answers the phone and asks the caller to record their name, then forwards the call. When you answer, the auto attendant plays the recorded name. You then have two options; Press 2 to accept the call, Press 8 to send the call to voicemail.

1. Press the speakerphone key, and dial the desired number or extension.
2. Press the new call soft key, and dial the desired number or extension.
3. Press the Headset key, and dial the desired number or extension.
4. Press the phone key or the new call soft key with the IP 4000.

Do I need to press a key on the phone before calling an external phone number?
As outlined in the user reference guides under basic phone usage, most phone systems require pressing 9 before the desired outside number.

How do I answer a call?
As outlined in the user reference guides under basic phone usage there are several ways of ending a call.

1. By picking up the handset.
2. By pressing the speakerphone button or answer soft key.
3. By pressing the headset key, or by pressing the answer soft key when your headset is attached to the phone.
4. Press the phone key or the answer soft key with the IP 4000.

What is a soft key and how are they used?
Soft keys are buttons located directly around the perimeter of the display screen and are used to access the displayed option on the screen next to the corresponding key.

Is there a way that I can reject a call and send it directly to voice mail?
Yes, you are able to reject a call by sending the caller directly into your voice mail by pressing the reject button.

How do I end a call?
As outlined in the user reference guides under basic phone usage, you can end a call one of the following ways:By replacing the handset or pressing the end call soft key.

1. By pressing the speakerphone button or by pressing the end call soft key.
2. By pressing either the headset or end call soft keys.
3. By pressing the phone key or end call soft key with the IP 4000.

How do I place a call on hold?
You are able to place a call on hold by pressing the hold key during a call, or by pressing the hold soft key.

How will I know my call is on hold after I have pressed the hold button?
As outlined in the user reference guides under basic phone usage, the phone icon on the phone display will blink to indicate a call on hold.

How do I retrieve a call on hold?
As outlined in the user reference guides under basic phone usage, you can you can retrieve a call on hold by pressing the hold key or the resume soft key.

How do I select which call I want to retrieve when I have multiple calls on hold?
To select the call you want to resume, you utilize the display control keys to select the call you want to resume, before pressing the hold key or resume soft key to resume. The display control keys are located on the phone and are comprised of keys marked with arrows pointing up, down, left and right, with a button in the center marked with a check. Use the keys that correspond with the direction you want the highlighted option on the display screen to move, selecting the highlighted option with the center key marked with a check when you find it.

How do I know when I have voicemail waiting?
There are four indicators that you have a voicemail message waiting; a flashing voicemail indicator on your phone display screen, a voicemail icon on your display screen, a stuttered dial tone and email notification.

Will I be able to retrieve my voicemail from an outside phone?
Yes, you can call your extension and press #, then follow the prompts. If the auto attendant is active on your system you can also call the main number and press # and follow the prompts.

Am I able to speak with the person to whom I am transferring the call to before the call is transferred?
Yes, you are able consult with the party to whom you are transferring the call to by pressing the transfer key or the transfer soft key during a call, and then dialing the destination number and waiting for the recipient to answer. After speaking with the recipient of the transferred call press the transfer key to finish transferring the call.

Can I transfer a call directly to voicemail?
Yes, first press the transfer key or the transfer soft key, during a call. Then dial 8 and the recipient’s destination number, hang up and the call will go directly to the recipient’s voicemail.

What are some of the internal shortcut dialing features?
To send a call directly to a recipient’s voicemail dial 8 before an extension, dial 880 to dial by name directory, and dialing 882 will bring you to directly voicemail.

What is call screening?
When an outside caller uses the auto attendant to select an extension, the phone system screens the call. First, the auto attendant answers the phone and asks the caller to record their name, then forwards the call. When you answer, the auto attendant plays the recorded name. You then have two options; Press 2 to accept the call, Press 8 to send the call to voicemail.

Have more questions? We've got the answers. Read our other FAQs or download a PDF of all FAQs, and if you have any questions that we haven't answered than contact Whaleback and we'll answer them for you.