Microsoft Teams: Getting Started with Your Digital Voice Polycom Phone | Information Technology | University of Pittsburgh
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Microsoft Teams: Getting Started with Your Digital Voice Polycom Phone

This page features instructions for using a Polycom phone with the University's digital voice (Microsoft Teams) service.

The Polycom VVX 501 is the legacy handset for the University's digital VoIP telephone service. The VVX 501 integrates with the University's Microsoft Teams unified communications environment, which combines voice, video, web conferencing, instant messaging, desktop sharing, real-time presence, and more into a powerful communications tool.

The VVX 501 operates like a traditional phone in that you can pick up the receiver, hear a dial tone and use the keypad to enter a five or ten-digit number in order to place a call. But the phone has many other useful features. Call transferring, speed dialing ,and conferencing that can all be accessed with a simple tap on the screen. The screen itself is touch sensitive and can be navigated in the same fashion as a smartphone.

The following instructions will help you get signed into the phone and will go over steps for some basic functions such as checking voicemail and creating your voicemail message.


 

Signing In to a Polycom Phone Using the Web

The Need: A Polycom phone running Microsoft Teams needs to be activated with a University username and password in order to make and receive calls. This is because Teams phones are tied to a University ID, not a jack in the wall. Because the phone is not tied to a physical location, it is much easier to move voice service to a new location.

A phone will need to be signed in if it displays a red X in the left corner of its screen and has no dial tone. Once a phone has been signed in with a valid account ID, it should be able to operate for about six months, depending on when the password for the account changes.

A Teams phone will also need to be signed in if it is in a building that has recently had an extended power outage.

The following steps require an internet-connected device with a web browser. This could be a PC, tablet, or smartphone.

How to Do it in Five Easy Steps

  1. Tap the Sign In button at the bottom left of the phone's screen. You may have to pick up the receiver first in order to wake the phone from hibernation.
    Tap the Sign In Button

  2. Tap the Web Sign-in icon on the screen.
    Tap Web Sign In
  3. The phone will display a code with instructions to go to the URL http://aka.ms/sphone.
    Go to aka.ms/sphone
    Open a web browser and go to the site listed on the phone screen (http://aka.ms/sphone). Enter the code from the phone display, and click Next.
    Teams Web Sign-in
    Your browser may require you to click on a tile with your University username on the Office 365 login page in order to complete the phone login process. The phone should be logged in after your credentials are accepted.

 

Restarting Your Polycom Phone

The Need: Your phone needs to be restarted in order to apply a recently-installed software update or as a first step to resolve a persistent problem.

How to Do it in Four Easy Steps

  1. Press the Home button on the right side of your phone.
    Press the Home button
  2. Tap the Settings (gear) icon. You may need to swipe right on the screen to make it visible.
    Tap Settings
  3. Tap Basic.
    Tap Basic
  4. Swipe down on the screen to make Restart Phone visible and tap it. Press Yes to confirm.
    Tap Restart Phone

 

Checking Your Voicemail

The Need: A voicemail message has been left for a digital voice phone number.

Unlike the old phone system, you do not dial 4-0003 to access voicemail. Instead, there are three easy options for accessing Teams voicemail messages.

Option 1: From Email

All Microsoft Teams phone extensions are set up for voicemail over email. For an individual, this means that any voicemail messages left at a person's phone extension will be saved as an audio file that is sent to that person's University email address. For a phone that multiple people use, voicemail messages will go to the email address of the University resource account that supports the shared number.

To listen to a voicemail message via email, open the message on a PC, tablet, or smartphone that can play audio. Click on the audio attachment in the header of the email to play the voicemail message. Click on audio attachment

Option 2: From the Phone Handset

  1. Tap the voicemail icon in the upper left corner of the phone screen. It may disappear when you pick up the receiver but will reappear if you tap the back icon (the white < character in the upper left corner).
    Tap the voicemail icon
  2. A listing of available voicemail listings will appear. Tap the listing that you wish to hear so that it is highlighted and then tap Play. Your phone will connect to the Teams message center and will play the message. Tap End Call at any time to stop listening.
    Tap listing and then tap Play

Option 3: From the Teams Application

Windows and Macintosh:

  1. Click on the Calls icon at the left of the Microsoft Teams application. The application will display a list of incoming, outgoing, missed, and voicemail messages.

    Click on the calls icon to see a list of your calls
  2. To listen to any of the messages, click the name or phone number displayed in the voicemail list. Then click on the play icon (the triangle) in the Details panel to play the message on your computer's speakers or your headset.
    click on a name or number in the list then click the Play icon to hear the voicemail

 

Forwarding Your Calls to Another Extension or to Voicemail

The Need: You need to forward your incoming calls to another University extension or to a personal number such as a mobile phone. Calls to your University extension will ring at the forwarded number, not on your Teams phone or Teams application.

Microsoft provides detailed instructions for setting up Call Forwarding, Call Groups, and Simultaneous Ring in Teams on their support Web site. 


 

Recording or Changing Your Voicemail Greeting

The Need: You would like to record a personalized greeting for voicemail. That way, callers that go to your voicemail will hear your voice instead of a generic greeting that identifies you as last name - first name. You can also follow these steps to record a new greeting.

Recording a message requires logging into trhe Teams application running on a Windows or Macintosh PC with a headset or a microphone and speakers. At this time, you cannot record a personalized voicemail greeting directly from your Teams phone.

Make sure you are wearing your headset or know the location of your computer's microphone before starting.

How to Do it (on a Windows System) in Five Easy Steps

  1. Click the […] icon at the top of the Teams app. 

  2. Click Settings. 

  3. Click Calls 

  4. Click Configure voicemail 

  5. Click Record a greeting 


 

Using an Alternate Voicemail Greeting

The Need: You would like an alternate voicemail greeting to be presented to callers. The alternate greeting can be used to inform callers that they have attempted to contact you outside of your regular working hours. It can also let them know that you will be away for a period of time.

Setting up an alternate voicemail greeting requires managing your calendar using the Outlook application on a PC or using the Office 365 calendar functions (Outlook Online).

How to Do it in Four Easy Steps

  1. Follow the steps in the previous section that document how to record a voicemail greeting. Make sure to select 2 for the "greeting for when you are away" option before recording.
  2. Once you have saved your alternate greeting, scroll to the bottom of the voicemail window. 
  3. The "Out of Office greeting" section will appear. You have three options on this page:
    • Click the box next to "All the time" to switch your voicemail greeting to the alternate greeting. This setting will put the alternate message into effect immediately and at all times of the day.
    • Click the box next to "When I have an Outlook auto reply" if you want your alternate voicemail greeting to play only when you have activated an auto-reply message for incoming emails.
    • Click the box next to "When I have an Out of Office calendar appointment" if you want your alternate greeting to play when you have an appointment or meeting that is tracked on your Outlook calendar. Select out of office options
  4. Click OK at the bottom of the page to put the alternate voicemail greeting settings into effect.

Repeat steps 2 and 3 to turn off alternate voicemail greeting settings.


 

Increasing the Number of Favorites Your Phone Can Display

The Need: You want to your phone to display 11 Teams Favorites listings on the touch screen so that you have four additional single-tap dialing options.

How to Do it in Five Easy Steps:

  1. Press the Home button on the right side of your phone.
    Press the Home button
  2. Tap the Settings (gear) icon. You may need to swipe right on the screen to make it visible.
    Tap Settings
  3. Tap Basic, and then Preferences, followed by Idle Screen Settings. You will have to scroll down on the Preferences screen to make Idle Screen Settings visible.
  4. On the Idle Screen Settings screen, tap the Columns line so that the 2 appears in a field. Press the 3 on the phone keypad and tap Save.
    Enter 3 and tap Save
  5. Tap Yes to confirm. Your phone will restart.

 

Reviewing Your Call History

The Need: You want to review your digital voice calls.

How to Do It in Two Easy Steps:

  1. Tap the Conversations (clock) icon in the upper left corner of the phone display.
    Tap the Conversations icon
  2. An inventory of calls will be listed under your name. Tap the Information ("i") icon next to a call for more details on any conversation.
    Tap the information icon

 

Merging Two Calls

The Need: An incoming call registers on your phone while you are already on a call. You decide to use your phone to merge the two calls in order to create a three-way conference call.

How to Do It in Four Easy Steps (with a Call Already in Progress):

  1. Tap Answer to pick up the new call. This will place the current caller on hold.
    Tap Answer
  2. After you are done speaking to new caller, tap the Hold button to put them on hold as well.
    Tap Hold
  3. Tap the listing for the first call so that it is highlighted and then tap Resume. This will re-engage with the first caller so you can let them know you are setting up the conference call.
  4. Finally, tap the Join button at the bottom of the call status screen to merge the two calls.
    Tap Join

 

Setting up Simultaneous Ring at Another Number

The Need: You want incoming calls to your University extension to ring at another number. This could be another office extension or a personal phone number such as a mobile phone.

Simultaneous ring is different than forwarding. With forwarding, incoming calls will not ring at your Teams phone or any of your Teams applications. Simultaneous ring will have your Teams phone and applications alerting you as usual when an incoming call comes in, but the call will ring at an additional number as well.

Setting up simultaneous ring has to be done using the Microsoft Teams application. Currently, you cannot configure simultaneous ring just using your phone.

Microsoft provides detailed instructions for setting up Call Forwarding, Call Groups, and Simultaneous Ring in Teams on thier support Web site. These instructions cover how to set up simultaneous ring to a single phone number. More complex simultaneous ring options are documented in the Boss-Admin Call Coverage Procedures document.

 


 

Disable Reminders on Your Phone

The Need: You would like to disable the Exchange/Office 365 calendar reminders that appear on your Teams phone.

How to Do It in Seven Easy Steps:

  1. Press the Home button on the right side of your phone.
    Press the Home button
  2. Tap the Settings (gear) icon. You may need to swipe right on the screen to make it visible.
    Tap Settings
  3. Tap Basic, and then Preferences, followed by Calendar Settings. You will have to scroll down on the Preferences screen to make Calendar Settings visible.

  4. Tap Reminder Settings.
    Tap Reminder Settings
  5. On the Reminder Settings screen tap Reminder.
    Tap Reminder
  6. On the Reminder screen, tap Disabled.
    Tap Disabled
  7. The Reminder Settings screen will reappear with the Reminder setting listed as Disabled. Click Save and then the Home button to save this setting.