How To Use A Polycom Phone

Mobile Phone

Are you new to using a Polycom phone? If so, you’ve come to the right place! Polycom is a well-known brand in the telecommunication industry, and their phones are known for their exceptional audio quality and advanced features.

In this article, we will guide you on how to use a Polycom phone efficiently. Whether you’re using it for business purposes or personal use, understanding the functionality of your Polycom phone is essential to maximize its capabilities and make the most out of your communication experience.

From making and receiving calls to accessing voicemail, setting up conference calls, and using additional features like call forwarding and call waiting, we will cover all the basics you need to know. So let’s dive in and explore the world of Polycom phones!

Inside This Article

  1. Overview of Polycom Phones
  2. Setting up the Polycom Phone
  3. Making and Receiving Calls
  4. Using Additional Features of the Polycom Phone
  5. Troubleshooting Common Issues
  6. Conclusion
  7. FAQs

Overview of Polycom Phones

Polycom phones are a popular choice for businesses and individuals looking for reliable communication solutions. They are known for their high-quality audio and video capabilities, making them ideal for conference calls and long-distance communication. With a range of models to choose from, Polycom phones offer a wide range of features and functionalities to meet the diverse communication needs of users.

One of the standout features of Polycom phones is their superior audio quality. Equipped with advanced technologies such as HD Voice and Acoustic Clarity, these phones ensure crystal-clear conversations, free from any distortion or background noise. Whether you’re in a noisy office environment or conducting a conference call with multiple participants, Polycom phones deliver exceptional sound clarity, making every word audible and enhancing communication efficiency.

Another great feature of Polycom phones is their video conferencing capabilities. With built-in cameras and high-definition displays, these phones enable users to participate in face-to-face conversations without the need for separate video conferencing equipment. This not only saves costs but also ensures a seamless and immersive communication experience. Whether you’re collaborating with remote team members or conducting virtual meetings with clients, Polycom phones facilitate effective visual communication.

Polycom phones also offer a range of features to enhance productivity and streamline communication. They are equipped with intuitive user interfaces, making it easy to navigate through menus and access various functions. Additionally, features such as call forwarding, voicemail, and call recording provide flexibility and convenience, allowing users to customize their communication experience to suit their needs.

Moreover, Polycom phones support integration with other collaboration tools and platforms, such as Microsoft Teams and Zoom. This means you can seamlessly connect your Polycom phone with your preferred communication software, enabling easy access to features like screen sharing, instant messaging, and file sharing.

In terms of design, Polycom phones are sleek and modern, adding a touch of elegance to any office or home environment. They are also ergonomically designed, with adjustable screens and customizable settings, ensuring user comfort during long hours of usage.

When it comes to connectivity, Polycom phones support various connection methods, including Ethernet and Wi-Fi, allowing users to stay connected regardless of their network setup.

Setting up the Polycom Phone

Setting up your Polycom phone is a straightforward process that ensures you can start making and receiving calls in no time. Follow these steps to get your Polycom phone up and running:

1. Unpack and inspect: Start by unpacking your Polycom phone and inspecting it for any physical damage. Ensure that all the necessary components, such as the handset, power adapter, and Ethernet cable, are present and in good condition.

2. Connect to power: Connect one end of the power adapter to the back of the Polycom phone and the other end to a power outlet. Make sure to use the appropriate voltage and ensure a stable power supply.

3. Connect to the network: Take the Ethernet cable provided and connect one end to the LAN port on the Polycom phone and the other end to your network switch or router. This step ensures that your phone can connect to your organization’s network.

4. Power on the phone: Press the power button, usually located on the front or side of the Polycom phone, to turn it on. The phone will go through a boot-up process, which may take a few moments.

5. Configure network settings: Once the phone is powered on, you will need to configure the network settings. Use the phone’s keypad to enter the IP address, subnet mask, default gateway, and DNS server information provided by your network administrator.

6. Setting up your SIP account: To use your Polycom phone for making and receiving calls, you need to set up your SIP (Session Initiation Protocol) account. This requires entering the SIP server address, username, password, and other relevant information provided by your VoIP service provider or organization’s IT department.

7. Test your setup: Once you have completed the configuration, it’s essential to test your setup. Make a test call to ensure that you can both hear and be heard clearly. Check for any issues with the display, audio quality, or call functionality.

8. Customize your preferences: Lastly, take some time to customize the preferences and settings of your Polycom phone to suit your needs. Adjust the ringtone, call forwarding options, volume levels, and any other features provided by the phone.

With these steps, you can easily set up your Polycom phone and start enjoying its features and capabilities. If you encounter any difficulties during the setup process, refer to the user manual provided with your phone or reach out to your IT support for assistance.

Making and Receiving Calls

One of the primary functions of a Polycom phone is to make and receive calls. With its user-friendly interface and advanced features, using a Polycom phone for communication is a breeze. Whether you’re making a call to a colleague, a client, or a friend, or receiving an incoming call, the Polycom phone provides a seamless experience.

To make a call on a Polycom phone, you can either dial the number directly using the keypad or use the phone’s directory or speed dial options. Simply enter the desired phone number, including the area code if necessary, and press the call button. The Polycom phone will establish a connection and initiate the call.

If you prefer to use the phone’s directory, you can store frequently dialed numbers in the phone’s memory. This allows you to access important contacts with just a few button presses. Additionally, many Polycom phones offer speed dial functionality, enabling you to assign specific numbers to individual keys on the phone. This makes dialing even quicker and more convenient.

When receiving a call on a Polycom phone, you will be alerted by a ringing tone or a notification on the phone’s display. To answer the call, simply press the answer button or lift the handset. If you are using a hands-free speakerphone feature, pressing the answer button will activate the speakerphone, allowing you to have a conversation without lifting the handset. Polycom phones are equipped with high-quality audio technology, ensuring clear and crisp sound during calls.

During a call, Polycom phones offer a range of useful features to enhance your communication experience. You can adjust the volume, mute the call, put the call on hold, or transfer it to another phone or extension. Polycom phones also support conference calls, allowing you to add multiple participants to the conversation. With these features, you can effectively collaborate and communicate with colleagues and clients, regardless of your location.

In addition to traditional phone calls, many Polycom phones support VoIP (Voice over Internet Protocol) technology, enabling you to make and receive calls over the internet. VoIP calls often offer cost savings and flexible communication options, making it an attractive choice for businesses and individuals alike.

Overall, the Polycom phone provides a seamless and efficient experience for making and receiving calls. With its user-friendly features and advanced technologies, this device ensures clear and effective communication, whether you’re connecting with colleagues, clients, or loved ones.

Using Additional Features of the Polycom Phone

Once you have set up your Polycom phone and are comfortable making and receiving calls, it’s time to explore the additional features that this versatile device has to offer. These features can enhance your productivity and make your communication experience even more seamless. In this section, we will walk you through some of the key additional features of the Polycom phone.

1. Conference Calling: With a Polycom phone, you can easily set up conference calls with multiple participants. Simply initiate a call with the first participant, then use the conference feature to add more participants to the call. This feature is ideal for team meetings or collaborative discussions.

2. Call Forwarding: The call forwarding feature allows you to redirect your incoming calls to another phone number or extension. This is useful when you are away from your desk or need calls to be forwarded to a colleague or voicemail. Set up call forwarding by accessing the settings menu on your Polycom phone.

3. Call Transfer: If you receive a call that is meant for another colleague or department, you can easily transfer the call using the call transfer feature. Simply press the transfer button on your Polycom phone, enter the extension or phone number of the recipient, and complete the transfer.

4. Voicemail: The Polycom phone comes with a built-in voicemail feature that allows callers to leave you messages when you are unavailable. To access your voicemail, simply press the voicemail button on your phone or dial the voicemail extension. Follow the instructions to listen to your messages and manage your voicemail settings.

5. Speed Dial: Save time by setting up speed dial options on your Polycom phone. This feature allows you to assign frequently dialed numbers to specific keys on your phone, making it quick and easy to connect with your most frequently contacted colleagues or clients.

6. Call History: The call history feature on the Polycom phone allows you to view a log of your incoming, outgoing, and missed calls. This can be helpful for keeping track of your call activity and quickly returning missed calls.

7. Do Not Disturb: When you need uninterrupted focus or privacy, activate the “Do Not Disturb” feature on your Polycom phone. This will temporarily prevent incoming calls from ringing on your phone, ensuring that you can work without disruptions.

8. Headset Compatibility: Many Polycom phones are compatible with headsets, allowing you to have hands-free conversations. This is particularly useful if you are multitasking or need to take notes during a call. Simply plug in your headset to the designated port on the phone.

These are just a few examples of the additional features available on Polycom phones. Explore the user manual or consult with your IT department to discover more advanced features or customization options specific to your Polycom phone model. By harnessing these features, you can maximize the functionality of your Polycom phone and streamline your communication processes.

Troubleshooting Common Issues

While Polycom phones are known for their reliability, there may be times when you encounter some common issues. Here are some troubleshooting tips to help you resolve these problems:

1. No Power: If your Polycom phone is not turning on, make sure it is securely plugged into a power outlet. Check the power cable and adapter for any damages. Try plugging the phone into a different outlet to rule out power supply issues.

2. No Dial Tone: If you are unable to hear a dial tone, ensure that the phone line is connected properly to the Polycom phone. Verify that the phone line is active and functioning correctly by testing it with another device. If the issue persists, contact your service provider.

3. Poor Call Quality: If you are experiencing low call quality or static noise during calls, check if the phone’s microphone and speaker are clean and not obstructed. Move the phone away from any electronic devices that may cause interference. If the problem continues, consider contacting your network administrator or service provider.

4. Registration Issues: If your Polycom phone is not registering or connecting to the network, ensure that it is connected to a stable internet connection. Check the network settings on the phone and make sure they are configured correctly. Reboot the phone and try registering it again. If the problem persists, contact your IT department for assistance.

5. Display Issues: If the screen on your Polycom phone is not functioning correctly or showing distorted images, try adjusting the brightness and contrast settings. If the problem persists, try performing a factory reset, but be aware that this will reset all the settings on the phone. If the issue continues, reach out to Polycom support for further assistance.

6. Firmware Update Problems: If you encounter issues while updating the firmware on your Polycom phone, ensure that you are using the correct firmware file for your specific model. Follow the instructions provided by Polycom carefully and make sure the phone is connected to a stable internet connection during the update process. If you are still experiencing issues, seek help from Polycom support or consult with your IT department.

7. Call Forwarding Issues: If you are having trouble with call forwarding, double-check the call forwarding settings on your Polycom phone. Verify that the forwarding number is correct and that the feature is enabled. If you are still unable to forward calls, contact your system administrator for assistance.

8. Echo during Calls: If you or the person you are speaking to experiences echo during calls, it may be due to speaker or microphone placement. Ensure that the phone’s microphone is not too close to the speaker. Adjust the volume settings and microphone sensitivity if possible. If the problem persists, contact your network administrator for further guidance.

By following these troubleshooting tips, you can effectively resolve common issues with your Polycom phone and enjoy seamless communication. Remember, if you are unable to resolve the problem on your own, do not hesitate to reach out to the appropriate support channels for assistance.


Using a Polycom phone can greatly enhance your communication experience, whether you’re in a professional setting or simply staying connected with loved ones. The range of features and functionalities offered by Polycom phones ensures crystal-clear call quality, seamless conferencing, and easy navigation through the user-friendly interface.

By following the guidelines outlined in this article, you can efficiently and effectively use your Polycom phone to make and receive calls, manage contacts, set up voicemail, and utilize other advanced features.

Remember to keep your phone updated with the latest firmware and explore additional resources available from Polycom to maximize the potential of your device.

With its reliability, versatility, and user-friendly design, a Polycom phone is an essential tool for modern communication. Embrace the power of technology and take your phone usage to the next level with Polycom.


1. How do I set up my Polycom phone?

Setting up your Polycom phone is a relatively straightforward process. First, connect the phone to a power source using the provided power adapter. Next, connect the phone to your network using an Ethernet cable. Once connected, the phone should automatically start up and display a setup wizard. Simply follow the on-screen instructions to configure your phone with the necessary network settings.

2. How do I make a call on my Polycom phone?

To make a call on your Polycom phone, start by lifting the handset or pressing the speakerphone button. You will then be presented with a dial tone. Enter the desired phone number using the keypad, and then either press the dial button or the pound key to initiate the call. If you’re using a Polycom model with a touch screen, you can also use the on-screen dial pad to enter the number.

3. Can I connect my Polycom phone to a wireless network?

Yes, certain models of Polycom phones support Wi-Fi connectivity. To connect your Polycom phone to a wireless network, access the phone’s settings menu and navigate to the wireless network settings. From there, you can scan for available networks, select your desired network, and enter the necessary credentials. Once connected, your Polycom phone will be able to make and receive calls over Wi-Fi.

4. How do I access voicemail on my Polycom phone?

To access voicemail on your Polycom phone, press the voicemail button or the messages key, usually indicated by an envelope icon. Follow the prompts to enter your voicemail password or PIN, and then you will have access to your voicemail inbox. Depending on your Polycom model, you may have additional options such as listening to voicemail messages, deleting messages, or changing your voicemail settings.

5. How can I transfer a call on my Polycom phone?

Transferring a call on your Polycom phone can be done in a few different ways depending on the model. The most common method is to initiate a call transfer by pressing the transfer button or the dedicated transfer soft key during an active call. You will then be prompted to enter the desired extension or phone number to transfer the call to. Some models also offer the option to perform a consultative transfer, where you can speak with the recipient before completing the transfer.