POLYCOM SoundStation2 Expandable Conference Phone User Manual

POLYCOM SoundStation2 Expandable Conference Phone

IMPORTANT SAFETY INSTRUCTIONS

When using your telephone equipment, the following safety precautions should always be followed to reduce the risk of fire, electric shock, and injury to people.

• Read and understand all instructions.
• Follow all warnings and instructions marked on the equipment.
• Installation must be performed by all national wiring rules.
• The outlet to which this equipment is connected must be installed near the equipment, and must always be readily accessible.
• This equipment can be hazardous if immersed in water. To avoid the possibility of electrical shock, do not use this equipment while you are in the bathtub or shower, or when you are wet. If you accidentally drop the equipment into water, do not retrieve it until you have first unplugged all cords. Do not reconnect this equipment until it has dried thoroughly.
• Avoid using this equipment during electrical storms in your immediate area. There is a remote risk of electric shock from lightning. Urgent calls should be brief. Even though protective measures may have been installed to limit electrical surges from entering your home or business, absolute protection from lightning is impossible.
• If you suspect a natural gas leak, report it immediately, but use a telephone away from the area in question. The SoundStation2’s electrical contacts could generate a tiny spark. While unlikely, it is possible that this spark could ignite heavy concentrations of gas.
• Never push objects of any kind into the SoundStation2 through housing slots as they may touch hazardous voltage points or short out parts that could result in a risk of electric shock. Never spill liquid of any kind on the telephone. If liquid is spilled, contact service personnel.
• To reduce the risk of electric shock, do not disassemble SoundStation 2. Opening or removing covers may expose you to hazardous voltages. Using incorrectly reassembled equipment can cause electric shock. If your telephone equipment does not work properly, refer to the section describing how to connect service. The support telephone number can be found on the back cover of this booklet.
• Never install telephone wiring during a lightning storm.
• Never install telephone jacks in wet locations unless the jack is specifically designed for wet locations.
• Never touch uninsulated telephone wires or terminals unless the telephone line has been disconnected from the network interface.
• Always use caution when installing or modifying telephone lines.

SAVE THESE INSTRUCTIONS

Thank You

Thank you for choosing the Polycom SoundStation2. In this User Guide, you will find everything you need to quickly set up your new conference telephone. Be sure to verify with your System Administrator that your network is prepared for configuring your SoundStation2 telephone. Lastly, it is important that you read the Parts List, and the Safety Notices section in this guide before you begin using the SoundStation2.

Overview

SoundStation2 is a perfect entry-level conference telephone for your business, suitable for use in small to medium-sized conference rooms and offices. SoundStation2 features Acoustic Clarity Technology; Polycom’s legendary technology that automatically allows people on both sides of the call to speak at the same time.

If you have a SoundStation2 conference telephone with a display, please refer to the documentation specific to these models.

Parts List

The following items are included in your SoundStation2 package. Check this list before installation to ensure that you have received each item.
If you are missing any items, please contact your SoundStation2 reseller.

Setting up SoundStation2

Connection to telephone line.
Connection to SoundStation2 console.
Optional connection to telephone, fax machine or computer modem if you need to share a telephone line.
(Not available on all SoundStation2 models.)

Features

LED Indicators
The LEDs located on the top of your SoundStation2 indicate the current status of your conference phone.

Green – your call is in progress. Blinking green – a call is incoming. Red – your call is muted.

Buttons

Using SoundStation2

Placing a Call
SoundStation2 allows you to place a call over an analog line.

1. To obtain dial tone, press the key.
2. Dial the desired number.
   • To cancel the call, press the key.

Answering a Call

Press the key or any number key to answer an incoming call. Pressing the button will override all other telephone activity. The three LEDs will blink green when the phone rings.

Answering a Second Call
If you are on a call when another call is received, you will hear a Call Waiting tone.

• Press the Conference button to answer the incoming call.
  This first call will be automatically placed on hold.

• Switch back and forth between calls using the conference button .

The Call waiting feature may not be available on your telephone line. Check with your telephone system administrator or service provider

Ending a Call
To end a call, press the key.

Call Mute

• To mute a call, press the mute button . The LEDs on the top of your SoundStation2 will glow red when your call is muted.
• To release mute, press the mute button again.

Ringer Volume Adjustment
When the SoundStation2 is in Ready state or on hook, press the Volume but- tons to adjust the ringer volume.

Dial Tone Volume Adjustment
When the SoundStation2 is off hook, press the Volume buttons to adjust the dial tone volume.

Speaker Volume Adjustment
During an active call, press the Volume buttons to adjust the speaker volume.

Conferencing – using the button
If your telephone system supports multi-party call conferencing, then you can establish multi-party calls with your SoundStation2.

• Check with your Administrator to determine the number of parties that can be conferenced together.
• Your System Administrator may need to activate multi-party conferencing features or provide you with instructions specific to your telephone sys-tem.

Adding a call

1. While on an active call, press the Conference button . The first call is automatically placed on hold.
2. Dial the number you wish to call.
3. Press the Conference button   to join the second call. To drop the second call, press the Conf key again.

Auxiliary Audio Port
SoundStation2 offers an auxiliary audio port that allows external devices to connect to the conference phone.
A typical example is to record conference call audio by connecting an external recording device.

• Connect an external recording device, such as a cassette tape recorder, via the auxiliary jack on the interface module. The auxiliary jack is marked .

Troubleshooting

No Dial Tone
The telephone cable must be plugged into an analog telephone jack. If the dial tone is not heard, verify the following:

• Check that the console is operational.
• Check that the telephone cable from the interface module is connected to an analog telephone (POTS) line.

Keypad Input Doesn’t Register
This could happen if you enter infor-mation too quickly. Press the alphanumeric buttons slowly.
Some buttons may not be recognized if you press them too quickly.

Muffled or “in a well” Reception
This is caused by highly reverberant rooms and people speaking too far from the microphone.
Speak closer to the console so that the microphones pick up your speech more accurately.

• Add more sound absorbency to the room.

Short Silences, Echoes, or Clipped Speech

• Do not move the SoundStation2 console while it is in use.
• Keep your hands away from the console during calls.
• To avoid excessive noise around SoundStation2, keep papers, cups, and other noise-producers away from the console.
• At the beginning of each call, let someone at each location speak in turn for a few moments to enable SoundStation2 to adapt to its environment.
• The other parties may be using non-Polycom equipment which may cause audio performance issues.
• Try calling again; a different line may provide a better connection.

Physical Damage

• If physical damage is severe enough that the internal parts become visible, disconnect the SoundStation2 immediately.
• Do not reconnect to the telephone network until the SoundStation2 has been repaired

For Best Performance
Your SoundStation2 performs optimally when you follow these guidelines

• Position the SoundStation2 in the center of the conference table or desk.
• Do not move the SoundStation2 during a call.
• Do not shuffle papers near the SoundStation 2.
• Speak at a normal conversation level, and direct your voice towards the SoundStation2, or the extended microphone.
• Unplug all cords before cleaning the SoundStation 2. Do not use liquid cleaners or aerosol cleaners. Use a damp, soft cloth for cleaning.

Limited Warranty and Limitation of Liability

Limited Warranty

• Polycom warrants to the end user (“Cus-tomer”) that this product will be free from defects in workmanship and materials, under normal use and service, for one year from the date of purchase from Polycom or its authorized reseller.
• Polycom’s sole obligation under this express warranty shall be, at Polycom’s option and expense, to repair the defec-tive product or part, deliver to Customer an equivalent product or part to replace the defective item, or if neither of the two foregoing options is reasonably available, Polycom may, in its sole discretion, refund to Customer the purchase price paid for the defective product. All products that are replaced will become the property of Polycom. Replacement products or parts may be new or reconditioned.
• Polycom warrants any replaced or repaired product or part for ninety (90) days from shipment, or the remainder of the initial warranty period, whichever is longer.
• Products returned to Polycom must be sent prepaid and packaged appropriately for safe shipment, and it is recommended that they be insured or sent by a method that provides for tracking of the package. Responsibility for loss or damage does not transfer to
• Polycom until the returned item is received by Polycom. The repaired or replaced item will be shipped to Customer, at Polycom’s expense, not later than thirty (30) days after Polycom receives the
  defective product, and Polycom will retain risk of loss or damage until the item is delivered to Customer.

LIMITATION OF LIABILITY. TO THE FULL EXTENT ALLOWED BY LAW, POLYCOM EXCLUDES FOR ITSELF AND ITS SUPPLIERS ANY LIABILITY, WHETHER BASED IN CONTRACT OR TORT (INCLUDING NEGLIGENCE), FOR INCIDENTAL, CONSEQUENTIAL, INDIRECT, SPECIAL, OR PUNITIVE DAMAGES OF ANY KIND, OR FOR LOSS OF REVENUE OR PROFITS, LOSS OF BUSINESS, LOSS OF INFOR-MATION OR DATA, OR OTHER FI-NANCIAL LOSS ARISING OUT OF OR IN CONNECTION WITH THE SALE, INSTALLATION, MAINTENANCE, USE, PERFORMANCE, FAILURE, OR INTERRUPTION OF ITS PRODUCTS, EVEN IF POLYCOM OR ITS AUTHO-RIZED RESELLER HAS BEEN AD-VISED OF THE POSSIBILITY OF SUCH DAMAGES, AND LIMITS ITS LIABILITY TO REPAIR, REPLACEMENT, OR REFUND OF THE PURCHASE PRICE
PAID, AT POLYCOM’S OPTION. THIS DISCLAIMER OF LIABILITY FOR DAMAGES WILL NOT BE AFFECTED IF ANY REMEDY PROVIDED HEREIN SHALL FAIL OF ITS ESSENTIAL PURPOSE.

Exclusions
Polycom will not be liable under this limited warranty if its testing and examination disclose that the alleged defect or malfunction in the product does not exist or results from:

• Failure to follow Polycom’s installation, operation, or maintenance instructions;
• Unauthorized product modification or alteration;
• Unauthorized use of common carrier communication services accessed through the product;
• Abuse, misuse, negligent acts or omissions of Customer and persons under Customer’s control; or
• Acts of third parties, acts of God, accident, fire, lightning, power surges or outages, or other hazards.

WARRANTY EXCLUSIVE. IF
A POLYCOM PRODUCT DOES NOT OPERATE AS WARRANTED ABOVE, THE CUSTOMER’S SOLE REMEDY FOR BREACH OF THAT WARRANTY SHALL BE REPAIR, REPLACEMENT, OR REFUND OF THE PURCHASE PRICES PAID, AT POLYCOM’S OPTION. TO THE FULL EXTENT ALLOWED BY LAW, THE FOREGOING WARRANTIES AND REMEDIES ARE EXCLUSIVE AND ARE INSTEAD OF ALL OTHER WARRAN-TIES, TERMS OR CONDITIONS, EXPRESS OR IMPLIED, EITHER IN FACT OR BY OPERATION OF LAW, STATUTORY OR OTHERWISE, INCLUDING WARRAN-TIES, TERMS OR CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, SATISFACTORY QUALITY, COR-RESPONDENCE WITH DESCRIP-TION, AND NON-INFRINGEMENT, ALL OF WHICH ARE EXPRESSLY DISCLAIMED. POLYCOM NEI-THER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR IT ANY OTHER LIABILITY IN

Service Agreements
If you purchased your product from a Polycom Authorized Reseller, contact the Authorized Reseller for informa-tion about service agreements applicable to your product. For technical WITH THE SALE, INSTALLATION, MAINTENANCE OR USE OF ITS PRODUCTS.

Disclaimer
Some countries, states, or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers, or the limitation of liability for personal injury, so the above limi-tations and exclusions may be limited in their application to you. When the implied warranties are not allowed to be excluded in their entirety, they will be limited to the duration of the applicable written warranty. This warranty gives you specific legal rights which may very depending on local law.

Governing Laws
This Limited Warranty and Limitation of Liability shall be governed by the laws of the State of California, USA, and by the laws of the United States, excluding their conflicts of laws principles. The United Nations Convention
on Contracts for the International Sale of Goods is hereby excluded in its entirety from application to this Limited Warranty and Limitation of Liability.

FCC

FCC Rules
This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions:

1. This device may not cause harmful interference, and
2. This device must accept any inter-ference received, including interfer-ence that may cause undesired operation.

NOTE : This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is
no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.

In accordance with part 15 of the FCC rules, the user is cautioned that any changes or modifications not expressly approved by Polycom Inc. could void the user’s authority to operate the equipment.

Canadian Department of Communications Notice
This Class [B] digital apparatus complies with Canadian ICES-003.

US Telephone Company Requirements
This equipment complies with part 68 of the FCC Rules. Please refer to the labeling on equipment for the following information:

• Registration Number
• Ringer Equivalence
• Grantee’s Name
• Model Number
• Serial Number and/or Date of Manufacture
• Country of Origin

Notes:

• This registered equipment may not be used with party lines or coin lines.
• If trouble is experienced, the customer shall disconnect the registered equipment from the telephone line to determine if the registered equip-ment is malfunctioning, and if the registered equipment is malfunctioning, the use of such equipment shall be discontinued until the problem has been corrected.
• If, in the unlikely event that this equipment causes harm to the network, the telephone company will notify you in advance that temporary discontinuance of service may be re-quired. However, if advance notice is not practical, the telephone company will notify you as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it necessary.
• The telephone company may make changes to its facilities, equipment, operations, or procedures that could affect the operation of the equipment. If this happens, the telephone company will provide advance notice so you can make the necessary modifications to maintain uninterrupted service.

Ring Equivalency Number (REN)

The REN is used to determine the quantity of devices that may be connected to the telephone line. Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. Typically the sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line (as determined by the total RENs) contact the local telephone company.

Automatic Dialing
WHEN PROGRAMMING EMERGENCY NUMBERS AND/OR MAKING TEST CALLS TO EMERGENCY NUMBERS:

1. Remain on the line and briefly explain to the dispatcher the reason for the call.
2. Perform such activities in the off- peak hours, such as early morning or late evening.

Telephone Company Connecto r
A FCC compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack that is Part 68 complaint. See the rest of these installation instructions for details.

Canadian Telephone Company Requirements

NOTICE: The Industry Canada label identifies certified equipment. This certification means that the equipment meets telecommunications protective, operational and safety requirements as prescribed in the appropriate Terminal Equipment Technical Requirements document(s). The Department does not guarantee the equipment will operate to the user’s satisfaction.

Before installing this equipment, users should ensure that it is permissible to be connected to the facilities of the local telecommunications company. The equipment must also be installed using an acceptable method of connection. The customer should be aware that compliance with the above conditions may not prevent degradation of service in some situations. Repairs to certified equipment should be coordinated by a representative designated by the supplier. Any repairs or alterations made by the user to this equipment, or equipment malfunctions, may give the telecommunications company cause to request the user to disconnect the equipment.
Users should ensure their own protection that the electrical ground connections of the power utility, telephone lines and internal metallic water pipe system, if present, are connected together. This precaution may be particularly important in rural areas.

Caution: Users should not attempt to make such connections themselves, but should contact the appropriate electric inspection authority, or electrician, as appropriate.’’
“NOTICE: The Ringer Equivalence Number (REN) assigned to each relevant terminal device provides an indication
of the maximum number of terminals allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the Ringer Equivalence Numbers of all the devices does not exceed 5.’’
The term “IC:” before the certification/registration number dignifies only that the Industry Canada technical specifications were met.

Exhibit J – Customer Information

This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the exterior of the cabinet of this equipment is a label that contains, among other information, a product identifier in the format US: 2HWTF09BSOUNDS2. If requested, this number must be provided to the telephone company.

• FCC Registration Number:
• Ringer Equivalence Number (REN):
• Facility Interface Code (FIC):
• Service Order Code (SOC):
• USOC Jack Type:
  • US: 2HWTF09BSOUNDS2 0.9B
  • 02LS2
  • 6.0Y
  • RJ11C

An FCC-compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack that is Part 68 compliant. See Installation Instructions for details.

• The REN is used to determine the quantity of devices that may be connected to the telephone line. Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. Typically, the sum of RENs should not exceed five  (5.0). To be certain of the number of devices that may be connected to a line (as determined by the total RENs) contact the local telephone company.
• If this equipment SoundStation2 causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn’t practical, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary.
• The telephone company may make changes to its facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens, the telephone company will provide advance notice so you can make the necessary modifications to maintain uninterrupted service.
• If trouble is experienced with this equipment SoundStation2, for repair or warranty information, please contact Polycom Inc.: 1-888-248-4143; 1-408-474-2067 Option 1; 4750 Willow

Road, Pleasanton, CA 94588-2708,
USA; or http://www.polycom.com. If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect the equipment until the problem is resolved. Connection to party line service is subject to state tariffs. (Contact the state public utility commission, public service commission or corporate commission for information.)

CE Mark R & TTE Directive (EU Only)
This SoundStation2 has been marked with the CE mark. This mark indicates compliance with EEC Directives 89/336/EEC, 73/23/EEC1999/5/EC. A full copy of the
Declaration of Conformity can be obtained from Polycom Ltd., 270 Bath Road, Slough, Berkshire, SL1 4DX, UK.

Declaration of Conformity
Hereby, Polycom Ltd. declares that this SoundStation2 is in compliance with the essential requirements and other relevant provisions of Directive 1999/5/EC.

Other Important Notices

Mains Powered POTs Voice Telephony Without Emergency 000 Dialing

WARNING
This equipment will be inoperable when the main power fails.

VCCI Class B (Japan Only)

RRL Statement (Korea Only)

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Technical Support in the United States Internet http://www.polycom.com/support
Polycom WW Headquarters:
Polycom, Inc. Corporate Headquarters 4750 Willow Road
Pleasanton, CA 94588

© 2005 Polycom, Inc. All rights reserved.
Polycom, the Polycom logo design, and SoundStation are registered trademarks and SoundStation2 is a trademark of Polycom, Inc. in the U.S. and various countries. All other trademarks are the property of their respective companies. Specifications are subject to change without notice.

Frequently Asked Questions

• Q: What should I do if there is no dial tone?
  • A: Check the phone line connection and ensure it is properly plugged into the SoundStation2. If the issue persists, contact your service provider.
• Q: How do I adjust the speaker volume?
  • A: During a call, use the volume adjustment buttons on the SoundStation2 to increase or decrease the speaker volume as needed.

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