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Polycom VoIP-Phones Manual


Basic functions

Phone keys

​Number ​Function ​Description
​1 Security slot Allows to physically lock down the phone with a security cable lock.
​2 Reversible tab

Secures the handset in the holder when the phone is at a steep angle. To secure the handset, remove the plastic part (push it upwards without applying pressure), turn it over so that the extension points upwards, and reinsert it. Position the handset so that the extension fits into the slot of the handset.

​3 ​Speaker audio output for ring tone and speakerphone
​4 Soft keys functions predefined by the administrator
​5 Transfer ​transfer an active call
​6 Dialpad ​Allows input of numbers, letters and special characters
​7 Messages Connects you with your voicemail if it has been enabled by the administrator
​8 Hold ​Holds an active call or resumes a held call
​9 ​Microphone ​audio input
​10 Volume keys volume adjustment for handset, headset, speaker and ring tone
​11 Mute key Mutes the microphone. Glows red when in use.
​12 Speakerphone key Allows you to place or answer calls over the speakerphone. Glows green when in use.
​13 Headset key Allows you to place or answer calls over a headset. Glows green when an analog headset is used, glows blue when an USB- or Bluetooth headset is used.
​14 Navigation keys/
Select key
​Navigates through the information or options displayed on screen (up, down, left, right). Select the highlighted section by using the middle key.
​15 ​Home key/
brings you to the main menu
​16 Line keys/
Speed dial keys
Select a phone line or speed dial a preferred number
​17 ​Screen Color screen
​18 Waiting message indicator Flashing red light when there are unheard messages
​19 ​USB Port Allows connection with a USB-headset.


Placing a call

  • Dial a number and pick up the handset or
  • Pick up the handset and dial a number or
  • Dial a number and press Dial

If multiple lines are configured on the phone, the first line is always used by default for outgoing calls.
If you want to use one of the other lines, proceed as follows:

  • Press the  line key next to the desired extension on the screen
  • Pick up the handset
  • Dial the desired number

Answering a call

  • Pick up the handset or
  • Press Answer or
  • Press  Speaker or
  • Press Headset or
  • Press Reject to decline the call and send a busy tone or to forward the call to the voicemail, if a voicemail is in use or
  • Press Ignore to silently keep the call ringing

Muting the Microphone

  • Press  Mute during a call. The person you are talking to will no longer hear you.
  • To unmute press Mute again

Switching between Handset, Speaker and Headset

  • Press  Headset or Speaker during a call to choose the preferred audio output. Place the handset in the cradle
  • Pick up the handset to change back to the handset.

Adjusting volume

  • Press - lower und + louder) at the bottom of the phone, in order to
    • raise or lower the volume of the other party during a call or
    • adjust the ring tone volume in standby mode

Review call history

  • Press Call list. All calls are listed by default (missed, received, made)
  • Press Type to filter the list.

Using the directory/phone book

  • Press Directory
  • In the 1 Contact Directory your personal contacts are saved along with local contacts. You can manage these contacts in your Phone-Portal.
  • In the 2 Corporate Directory all HZB contacts are stored
    • For a standard search enter the surname of the contact you are looking for and press Submit
    • For advanced searching press AdvFind, fill in the required fields and press Submit

Web-App "My Phone-Portal"

With the web application My Phone-Portal in the Intranet, you can configure your telephone in your browser from anywhere in the world.
The following functions are currently possible:

  • changing display name (Request is sent to Telephony-Team)
  • placing a call
  • showing call history
  • changing call authorizations (Request is sent to Telephony-Team)
  • setting call forwarding (automatic call forwarding with own schedules is possible)
  • changing PIN
  • applying for/managing/configuring a voicemail
    • listening to voice messages directly in the browser
    • creating a personal response system
  • creating and operating a private conference call room ((Request is sent to Telephony-Team)
  • configuring speed dial keys on the phone
  • creating personal phone book
  • changing phone language
  • resetting personal settings on the phone

If you do not see your telephone number in the Phone-Portal, this number has not yet been assigned to you in the Intranet. Please contact your secretary and have the number assigned to you.

Please also refer to the help provided directly in the Phone-Portal.

Standard features

Setting call forwarding

Call forwarding can be configured in the Phone-Portal as well.
For call forwarding directly on the telephone, you need your PIN, which you can also change in the Phone-Portal.

If you want or need to forward another person's telephone (e.g. because of absence due to illness), contact the Telephony-Team. However, it is also possible to define persons responsible for a phone number so that this responsible person can also manage the "foreign" phone number in their Phone-Portal. Please contact the Telephony-Team for this as well.


  • Press Forward
  • Pick up handset
  1. The voice assistant first asks for your own HZB extension, which you want to redirect to another number. This means that you can also redirect your number from any other VoIP telephone. Confirm the input with #.
  2. You will then be asked to enter your PIN. Confirm the input with #.
  3. Enter the forwarding destination, i.e. the number to which calls are to be forwarded. Confirm the input with #.
  • Call forwarding is enabled


  • Press Forward
  • Pick up handset
  1. The voice assistant first asks for your own HZB extension. Confirm the input with #.
  2. You will then be asked to enter your PIN. Confirm the input with #.
  • Call forwarding is disabled

Changing the ring tone

  • Press Home
  • Use the navigation keys to select Settings

Changing the display name

The default format is

  • for one person: "firstname surname"
  • for several people: "Titel surname/titel surname"

If you want to make changes, you can do so in your Phone-Portal. The change will be sent to the Telephony-Team for approval.
Alternatively, you can also send an e-mail to the Telephony-Team.


Changing the PIN

You can change your PIN in the Phone-Portal.


We support different models from Sennheiser.

cablebound headset:

wireless headset:

The wireless headset DW Office is also available without name suffix in which parallel operation on telephone and PC via USB is possible at the same time. The audio signal is switched via two buttons on the base station. The cheaper version DW Office PHONE can only be connected to a phone.

  • The headset itself has call control buttons (answer/hang up and volume).
  • The range of the wireless headsets is up to 180 meters with visual contact and up to 55 meters in office buildings.
  • Prices change from time to time and depend on the supplier as well. They are only supposed to give a rough idea.
  • Headsets are not provided by the IT department. They must be ordered from your cost unit. however, we will be very glad to assist you with the purchase. 
  • The Sennheiser DW Office and the suitable adapter cable are available in the e.biss standard catalogue from the supplier Insight. Search in e.biss for "0001946307-00000001" and (!) "0001946335-00000001".

Connecting a Headset

→ On the base station of the headset switches 1 and 2 must be in the down position with the remaining switches in the default position.
In order to use the headset keys (answer/reject/place/end a call), the following settings must be set on the phone:

  • Press Home
  • Navigate to Settings
  • Select 1 Basic, 1 Preferences, 3 Headset, 2 Hookswitch Mode,
    • cablebound USB Headset: 1 Regular Mode or
    • wireless Sennheiser EHS Headset: 4 Sennheiser EHS
  • Confirm by pressing Select
  • The phone will restart if required

Changing phone and/or voicemail language

You can change the language in your Phone-Portal.


Local contacts

You can create a personal phone book (contact directory) in your Phone-Portal.

To access it on the phone

  • Press Directory
  • and select 1 Contact Directory 

Turn "Do not disturb" (DND) on/off

  • Press  Home
  • Navigate to DND 
  • The status of your phone is shown by the symbol next to your number

If DND is turned on, all callers will hear a busy signal unless a voicemail or call forwarding is enabled. 
If voicemail is enabled, callers will directly be forwarded to the voicemail.

You can see all callers in the call list.


Forwarding/rejecting calls to the voicemail

  • Requirement: Voicemail is enabled for you.
  • Press Reject while the phone is ringing. The call is immediately forwarded to your voicemail. 

Holding calls/Placing calls in queue

  • Press Hold or during a call and place the handset in the cradle.
  • To resume the call press Resume or or pick up the handset, press End Call and press the flashing line key.

3-way (simple) conference on the phone

  • During a call press More and then Confrnc (call will be on hold automatically)
    • Dial the number you want to add to the conference
    • Press Send and wait for the call to be answered by the recipient
    • Press Confrnc again to join all participants in a conference

Create (large) conference

You can create your own conference room in your Phone-Portal. Your request is then checked by the Telephony-Team.

Every user is assigned their own conference room and access code (PIN). The conference room is provided by the HZB telephone service and can also be reached from the outside. There are no costs for internal participants. For external participants the normal charges to a german landline apply. The conference room is permanently assigned to you and is reusable until you delete it yourself.

To invite other participants you have to supply the complete conference room number and access code. You can find this data and a template for an e-mail invitation in the Phone-Portal as soon as the conference room has been created by the Telephony-Team.

Advanced features

Log on/off (Hot Desking/Hoteling)

If you are not at your usual workstation and still want to receive your calls, you have the option of call forwarding as well as the possibility to flexibly log on to any VoIP telephone with your own extension. In contrast to call forwarding, you can also make calls from your number on the other telephone.

Please note:

  • Always use this function on the telephone to which you wish to log on or log off.
  • You can only log off the extension numbers that were previously logged on by yourself.
  • You cannot log out assignments made by the administrator.
  • If you do not log out yourself again, you will be logged out automatically at midnight (12 a.m.).
  • The calls made via the telephone (history) remain stored there even after logging off. However, you can delete the entries in the call list individually.

   Log on:

  • Press Log on/off
  • Pick up the handset
  1. The voice assistant will first ask you whether you want to log in or log out. Press 1
  2. Enter your (to be logged in) extension. Confirm your input by pressing #
  3. Enter your (corresponding) PIN and confirm the input by pressing #
  • The assistent checks your input and logs you on to the phone being used. The phone then restarts.

To call someone with the logged in extension, proceed as follows:

  • Press the line key next to your extension on the display
  • Pick up the handset
  • Dial the desired number

Log off:

  • Press Log on/off
  • Pick up the handset
  1. The voice assistant will first ask you whether you want to log in or log out. Press 2
  2. Enter your (to be logged off) extension. Confirm your input by pressing #
  3. Enter your (corresponding) PIN and confirm the input by pressing #
  • The assistant checks your input and logs you put off the phone being used. The phone then restarts.

Transferring a call to another number

There are 2 transfer modes available.
In the standard consultation mode, you first talk to the subscriber to whom you want to transfer the call. The caller is in a queue during this time.
In consultationless mode, you transfer the caller directly to the other party without first speaking to the other party.


with consultation (standard):

  • Press Transfer or   during a call (the call will be held automatically)
    • Dial the destination number to which you wish to transfer the call
      or, if you have set the destination number as a speed dial, press Lines and the desired speed dial key
    • If you dialed the destination number manually: press Send
    • Wait until the destination has picked up and announce the waiting caller 
    • Press Transfer again and place the handset in the cradle
  • To cancel the transfer, press Cancel before pressing Transfer the second time. The caller is now reconnected with you.

without consultation:

  • Press Transfer or during a call (the call will be held automatically)
    • Press Blind and dial the destination number to which you wish to transfer the call
      or, if you have set the destination number as a speed dial, press Lines and the desired speed dial key
    • If you dialed the destination number manually: press Send
    • The destination rings and the caller is directly connected to the destination as soon as the destination answers the call.
    • Place the handset in the cradle

Transferring a call to the voicemail

  • Press Transfer or during a call (the call will be held automatically)
    • Press Blind
    • Press 8 and the extension for which the caller is to be put through to the voicemail
    • Press Send. The caller is now directly connected to the voicemail of the destination number
    • Place the handset in the cradle

Configuring speed dial keys

You can configure the speed dial keys in your Phone-Portal.


Directed call pickup

  • Dial *78 and the extension of the ringing phone.
  • Press Dial. The call is answered on your phone.

Boss-Sec Function

There are 2 types of executive sec function:

    • the secretary can see the telephone status of the boss (free, in conversation) and 
    • conversations can easily be put through to the boss and
    • the secretary can also see the calls to the boss's phone on the secretary phone and can even answer them themselve if required.


      The secretary and the boss each have their own numbers. The secretary has a speed dial key with the boss's number, so that

  1. Advanced:

    Contains all functions of the standard Boss-Sec function + the boss has a speed dial key with the secretary's number, so that the boss can see the calls to the secretary phone on the boss phone and answer them themselve if necessary.

To set up the executive sec function please contact the Telephony-Team.


Using the Boss-Sec function

Some call scenarios are described below:

  1. DND is turned off (standard):
    • The boss phone rings
    • The secretary phone shows an incoming call for the boss. The ring tone for this is silent by default on the secretary phone but can be changed in the settings. 
      • The boss can answer the call or
      • the secretary can answer the call (key Pickup) and can transfer the call to the boss by using the speed dial key if necessary.
  2. DND is turned on:
    • The boss phone doesn't ring. the call is automatically redirected to the secretary.
    • The secretary answers the call and can transfer the call to the boss (intern) by using the speed dial key if necessary.

Turning DND on/off:

  • Press DND on the Boss-Phone. The mode is changed.
  • You can recognize active DND by the red DND symbol next to your extension.


Requesting a voicemail

You can request a voicemail in your Phone-Portal.


Managing the voicemail

Please configure the voicemail via your Phone-Portal and the voice assistant (description below).


"Activating" the voicemail

The voicemail is active as soon as it has been configured for your line by the Telephony-Team. The voicemail automatically accepts the call after the number of seconds that you have configured as ring duration in the Phone-Portal (default 30 seconds), provided no call forwarding has been configured (refer to the help text in the Phone-Portal for the ring duration).
A standard greeting is already active after configuration.


Recording a personal greeting

You can also welcome callers to your voicemail with a personal greeting.
You can also follow the following steps in the "Voicemail Menu Structure" illustration:

  1. Log in to your voicemail ("Checking your voicemail from your own phone").
  2. You're now in the main menu. Press 5.

Checking your voicemail from your own phone

  • Press   message key or dial 101
    • Enter your PIN and confirm with #

Checking your voicemail from another phone

  •  Press message key or dial 101
    • Press #, when prompted to do so
    • Enter your extension
    • Enter your PIN and confirm with #

Auto answer with voicemail

By default, the voicemail only accepts the call if you do not answer the call within the configured ring duration in your Phone-Portal and after any existing call forwardings have also not been answered.

Make sure the voicemail is configured how you want it (Phone-Portal) and that you recorded and activated a personal greeting if desired (see also "Recording a personal greeting" and "Voicemail Menu Structure" down below)

If you want your activated voicemail to answer the call immediately, you have several options:

  • Activate DND directly on your phone (see also "Turn Do not disturb (DND) on/off").
  • You set a standard call forwarding with the destination number 8<Your HZB extension>. (Assuming your extension is 12345, you must set a call diversion to 812345.)
  • Set the ring duration in your Phone-Portal to one second and delete all call forwardings. This means that your telephone only rings for one second before the voicemail answers the call.

Deleting your voicemail

If you no longer need the voicemail, please contact the Telephony-Team.


Voicemail Menu Structure