Polycom SoundPoint IP 321 Phone User Guide

: June 4, 2024
: Polycom

Polycom SoundPoint IP 321 Phone

Basic Phone Features Customizing Your Phone
Applies to phones running Polycom UC Software 3.3.0 or later.
The content in this guide may vary depending on phone configuration. Particulars and menu options may vary. For detailed information please consult the comprehensive Sound Point IP 32x/33x User Guide available at: www.polycom.com/support/voicedocumentation/

Scrolling: up or down
Step in/out of menus, toggle enabled/disabled: left or right
Enter/Select:
Back/Delete:

BASIC PHONE FEATURES

PLACING A CALL

Using the Handset:
Pick up the handset, and then dial the number. Or, dial the number first, and then pick up the handset.
Using the hands-free Speakerphone:

With the handset on-hook, press , any assigned line key, or the NewCall soft key. Then, enter the number.
or
Dial the number, and then press or dial button .

Using the optional Headset:

With the headset connected, press , any assigned line key, or the New Call soft key.
or
Dial the number, and then press headset.

During a call, you can alternate between modes by pressing or picking up the handset.

ANSWERING A CALL

Handset: Pick up the handset.
Speakerphone: Press: speaker phone , the line key, or the Answer soft key.
Headset (optional): Press headset
Incoming calls may be denied by pressing the Reject soft key during ringing.

ENDING A CALL

Press the End Call soft key or the line key corresponding to the line. Or,
depending on the call mode, press speaker phone , press, headset or hang up the handset.

REDIAL

Press dial button to display the Placed Call list. Scroll to select the desired recipient and press dial button again.

MICROPHONE MUTE

During a call, press . Mute applies to all modes. You can hear all other parties while Mute is enabled, but other parties cannot hear you.
To un-Mute, press again.

CALL HOLD AND RESUME

During a call, press
Press again, the Resume soft key, or the line key to resume the call.

LOCAL CONFERENCE CALLS

To create a three-way local conference call:

Connect to the first party.
Press the Conf soft key to create a new call (the active call is placed on hold).
Place a call to the second party.
When the second party answers, press the Conf soft key again to join all parties in the conference.

Conference Behavior:

Placing the conference call on hold will place the other conference parties on hold.
Pressing the Split soft key will split the conference into two separate calls on hold.
A conference may be created between an active call and a call on hold by pressing the Join soft key.

DO NOT DISTURB (DND)

Press the menu button and select Features > Do Not Disturb > Enable to prevent the phone from ringing for incoming calls. An icon appears for all lines to confirm that DND is enabled.
Press the menu button and select Features > Do Not Disturb > Disable to turn Do Not Disturb off.

CALL TRANSFER

During a call, press the Trans soft key (the active call is placed on hold).
Place a call to the party to which you want to transfer the call.
After speaking with the second party, press the Trans soft key to complete the transfer.

Press the Blind soft key to transfer the call without speaking to the second party.
Transfer can be cancelled during establishment by pressing the Cancel soft key. The original call is resumed.

CALL FORWARDING

To enable call forwarding:

Press menu and select Features> Forward.
Select a Forwarding Type. Forward Always, on No Answer, or on Busy.
For all types, enter a number to forward all future calls to.
For No Answer, enter the number of rings before forwarding.
Press the Enable soft key to confirm Call Forwarding. A moving arrow icon appears for that line.

To disable call forwarding:
Perform steps 1 and 2, but select Disable.
Call forwarding is not available on shared lines.

CALL LISTS

From the idle screen, press up for Speed Dial, down for Received Calls, or right for Placed Calls. Or, press menu then select Features > Call Lists > Missed Calls, Received Calls, or Placed Calls.
Call information will be displayed.
Select a call and press dial button to dial the number. You can also Delete the entry, Save the contact information, or see Info about the call.

VOICE MAIL

A voice mail icon on the screen, a flashing line key, and a stutter dial tone indicate one or more new voice mail messages.
To listen to voice messages:

Press the Mgs soft key or press menu and select Features > Messages.
Press the connect soft key, and then follow voice prompts.

PHONE LOCK
Lock your phone with a user password to prevent unauthorized access.
To lock the phone:

Press menu , and then select Settings > Basic > Lock Phone.
Chose to Allow ringing when l… (locked) or enable DND when locked for incoming calls.
Press the Lock soft key to confirm.

To unlock the phone:

Press the Unlock soft key
Enter the user password and press enter.

SPEED DIALING

To assign a speed dial index, see the CONTACT DIRECTORY section.
To dial a contact assigned to a line key, press the corresponding line key.
You can also enter <X X #>, where XX is a valid speed dial index from 1 to 99, and then press the Dial soft key to call the corresponding speed dial contact. _____

CUSTOMIZING YOUR PHONE

CONTACT DIRECTORY
To add a contact in your local phone directory:

Press the Dir soft key, and then select .
Press to enter a contact into the phone’s database.
Enter first name from the dial pad.
Press the Ok or Cancel soft keys to accept or cancel changes.
Press to display the next field in the contact’s entry.
Repeat steps 2 through 5 to enter last name and a unique contact phone number (not already in the directory).
Change the other fields as desired.
Press to end data entry.
Press the Yes or Cancel soft keys to accept or cancel changes, then press menu twice to return to the idle screen.

Contacts can be easily added from Call Lists. For more information, see the CALL LISTS section.
To search for a contact:

Press the Dir soft key.
Using the dial pad, enter the first characters for the Last name.

For example, to find the first directory entry with the last name starting with J, press the 5 key once. Searches are not case sensitive. Dial the successful match from the resulting search screen.
To edit a contact:

Search for contact (see above).
Press the Edit soft key and make the necessary changes.
Press left to end data entry
Press the Yes soft key to accept your changes, then press menu twice to return to the idle screen.

VOLUME ADJUSTMENT

Press the volume keys to adjust the call volume of the active mode. Pressing these keys in idle state adjusts the ringer volume.
To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, but the configuration can be changed by your system administrator. Hands-free volume settings will be maintained across calls.

RING TYPE
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. Scroll to highlight the desired ring type.
Press the Play soft key to hear it.
Press or the Select soft key to accept the highlighted ring type, and then press to return to the idle screen.

If you select Silent ring, press the Line key or Answer soft key to answer incoming calls.

AUDIBLE RINGER

You can select the default alerting destination for incoming calls.
To change the audible ringer:

Press menu , and then select Settings > Basic > Preferences > Audible Ringer.
Scroll to highlight the desired alerting destination for incoming calls.
Select the desired destination, and then press to return to the idle screen.

DISTINCTIVE RINGING / CALL TREATMENT

You can set distinctive incoming ringing tones for different contacts in your local directory.
To set a distinctive ring for a local contact:

Press the Dir soft key.
Search for the contact (see the CONTACT DIRECTORY section).
Press the Edit soft key, then scroll down to Ring Type and press edit it.
Using or , select the desired ring tone.
Press the Ok soft key to accept the change, and then press menu twice to return to the idle screen.

HEADSET MEMORY MODE

For frequent or full-time headset users, there is an option to default all calls to the headset.
To enable Headset Memory Mode:

Press menu and select Settings followed by Basic, Preferences, Headset, and Headset Memory.
Scroll down to Enable and press to select it, and then press menu to return to the idle screen.