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Snom IP Phone SetQuick User Guide
Last Updated (23 Oct 2019)
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Table of Content
0 Request for new office extension and/or update IP Phone Display Name
1 Get to know your phone (Snom D315 / Snom D375)
2 How to change your assigned Password and PIN?
3 What to do if you have forgotten the assigned Password/PIN? How to reset them?
4 How to listen to voice mails?
5 How to enter personal contacts to your phone?
6 How to transfer a call to another extension?
7 How to forward all calls to another extension or phone number?
8 How to pick up someone’s incoming calls when he/she is away from office?
9 How to make a three-way audio conference call?
10 How to use Virtual Meeting to conduct an audio conference with multiple parties?
11 How to install and use soft phone on iOS, Android, Windows OS and MAC OS devices?
12 How to fax a document via eFax service?
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Request for new Office extension and/or Update IP Phone Display Name
0
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Request for new Office Extension and/or Update IP Phone Display Name
To make the above request, you can either:
1. Submit request via the Service Request Form at:
https://polyu.hk/DhNmD
2. Send the request to the following email address:
OTHER USEFUL PHONE NUMBERS
IP Phone Support Hotline: 3400 2228
IPT Voice Mail Center: 3400 2222
Access Virtual Conference Room: 3400 2999
Access Virtual Meeting Room: 3400 2888
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Get to know your phone
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01
Voice Mail LED
(Snom D315)
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Special Notes:
DND – means “Do Not Disturb”• when the button (or “Mute” button) is
pressed/enabled, all incoming calls will be rejected and directed to voicemail box, if available.
• Only use this function on need basis
Voice Mail LED
(Snom D315)
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(Snom D315)
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(Snom D375)
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Special Notes:
DND – means “Do Not Disturb”• when the button (or “Mute” button) is
pressed/enabled, all incoming calls will be rejected and directed to voicemail box, if available.
• Only use this function on need basis
(Snom D375)
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(Snom D375)
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How to change your assigned Password and PIN?
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02
How to change your assigned Password and PIN?
“Password” is used to access the IP Phone Client portal
page (https://polyuipt.polyu.edu.hk) and login to Deltapath
Mobile installed on mobile devices. (Login User ID is your
extension number)
“PIN” is used to access your voice mailbox.
An initial “Password” and “PIN” have been sent to you via
your departmental coordinator. If you haven’t received it,
please contact the IT HelpCenter or follow the steps in
section 3 to reset them.
Login to the IP Client portal page then click on
the left and click the following buttons
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What to do if you have forgotten the assigned Password / PIN? How to
reset them?
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03
What to do if you have forgotten the
assigned Password / PIN? How to re-set
them? (1 of 4)
If you are new to this service and you do not have or have forgotten the
assigned Password/PIN, you can follow the steps below to reset them yourself.
• Visit the IP Phone Client Portal at https://polyuipt.polyu.edu.hk
• Click “Reset Password”
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What to do if you have forgotten the
assigned Password / PIN? How to reset
them? (2 of 4)
• On the Reset Login Password pop up screen, enter your <4-digit extension number> (e.g. 7940) next to ‘User ID’ and your ‘PolyU Email Address’ (e.g. [email protected]) next to ‘Email address of this user’
• Click ‘Submit’
• An email will be sent to your office email with an URL link to allow reset of the password
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What to do if you have forgotten the
assigned Password / PIN? How to reset
them? (3 of 4)
• Click the URL link provided in the email to generate a new password. Please record down this password for logging in to the portal page again and for password reset in next step.
• Return to the IP Phone Client Portal and login with your ‘User ID’ and the new system generated password
• Click the ‘frSIP’ icon at the top left hand corner
• Select ‘Change PIN’ and enter a new PIN of your choiceIPT Support 3400 2228
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What to do if you have forgotten the
assigned Password / PIN? How to reset
them? (4 of 4)
• You are also advised to change the system generated password for accessing the IP Phone Client Portal to an easy-to-remember password by selecting ‘Change Password’.
NotesThe above procedures are applicable to Snom IPPhone users who have linked up their office extensionnumber with the staff email address during phoneinstallation. For those who have not linked up theiremail address or who are using Cisco IP phones,please contact ITS if you need to reset your PIN.
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How to listen to voice mails?
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04
How to listen to voice mails?
Method 1: Via your own physical phone set
1. Press the button which will turn red if there is
voice mail.
2. Enter your PIN to listen to the message
Method 2: Via other physical phone set
1. Dial “2222” (using other PolyU office phone set) or
“3400 2222” (using non-PolyU office phone set or
mobile phone)
2. Enter your extension number and your PIN to listen to
the message
Method 3: Via your Staff Email mailbox
1. By default, a copy of received voice mail will be
automatically forwarded to your Staff Email account as
attachment in MP3 format. You can listen to the
message by opening the attachment.
(Please note that this method is only applicable to Snom Phone users who
have linked up their office extension number with the staff email address
during phone installation.)
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How to enter personal contacts to the phone?
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05
How to enter personal contacts to the phone?
Since all IP phones are centrally managed, any contacts entered directly via the phone set will be automatically erased when the phone is re-booted. Users should therefore update personal contacts via the IP Phone Client Portal:
1. Login to the IP Phone Client Portal page at https://polyuipt.polyu.edu.hk (please refer to section 3 if you don’t know or have forgotten the login password)
2. Click on the left and click
3. Click “Display User Speed Dial details” icon
4. Click “Add Speed Dial”, then select “From new Contact” (if the
contact is a non-PolyU user) or select “From exist Contact” (if the contact is a PolyU user)
5. Enter the required information for each contact.
6. Click “Save” when finish. It is necessary to reboot the phone to take effect. Please click “Yes” to reboot the phone.
7. After reboot, the new entries can be found under the “Directory” button. The first entry in the Speed Dial list will be updated to the default Speed Dial key.
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How to transfer a call to another extension?
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06
How to transfer a call to another extension?
There are 2 kinds of call transfer.
“Blind transfer” is to transfer the call to other extension without checking the
transferee's availability. Once the call is transferred to the target extension, it
will automatically be disconnected. You will no longer be able to retrieve the call
even the transferee does not answer it.
“Attended transfer” is to transfer the call to other extension after consulting the
transferee. If the transferee is not available or unwilling to answer the call, you
can retrieve the call and talk to the caller again.
Blind Transfer:
1. Pick the incoming call
2. Press the ‘Transfer’ button
3. Input the extension you wish to transfer the call to
4. Press ‘Tick’ to confirm the transfer
5. The call is transferred and will be disconnected on your side
Attended Transfer:
1. Pick the incoming call
2. Press the ‘Hold’ button to hold the line first
3. Input the extension (press also) you wish to transfer the call to and
see whether the transferee is available or willing to answer the call
4. If yes, press ‘Transfer’ and press ‘Tick’ to confirm the
transfer. The call is transferred and will be disconnected on your side
5. If no, press ‘Hold’ again to get back to the caller
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How to forward all calls to another extension or phone number?
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07
How to forward all calls to another extension or phone number?
Method 1: via physical phone set
• Click ‘Settings’ , then press ‘Call Features’ > ‘Call Forwarding’ > ‘Forward All’ > ‘Activate’ or ‘Enable Forwarding’
• Press ‘Target Extension’ then enter your target extension or phone number (remember to add “9” as prefix for non-PolyU phone number)
Method 2: via IP Phone Client Portal page
• Login to https://polyuipt.polyu.edu.hk
• Click and click
• Click
• Select your own extension in the “Number” field and enter your target extension or phone number in the “Forward to” field ( remember to add “9” as prefix for non-PolyU phone number)
• To cancel call forwarding, click
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How to pick up someone’s incoming calls when he/she is away from
office?
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08
How to pick up someone’s incoming calls when he/she is away from office?
To “Pick up” calls of another extension, it is necessary to set up a “pick-up group” first. Please fill-in the service request here.
Once the pick-up group has been setup, any group members can pick up incoming calls of any
extensions within the group by pressing “*8” and from his/her phone set.
Please note that the call pick up function is not available when using Deltapath frSIP Mobile soft phone on mobile device.
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How to make a three-way audio conference call?
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How to make a three-way audio conference call?
You can make a simple audio conference call with 3 parties (including yourself).
• Call the first party and wait for him/her to answer. Once answered, put his/her extension on hold by pressing the On Hold key
• Call the second party and wait for him/her to answer.
• Press the Conference key to start the conversation.
For a conversation/conference with more than 3 parties, please use the Virtual Meeting function (please refer to
Section 10).
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How to use Virtual Meeting to conduct an audio conference with
multiple parties?
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How to use Virtual Meeting to conduct an audio conference with multiple parties?(1 of 5)
If you have to conduct an audio conference with more than 3 parties, you have to use the “Virtual Meeting” function. (Please refer to section 9 for audio conference call of 3 parties.)
There are 2 ways to use Virtual Meeting:
1. USING PRE-DEFINED AUDIO CONFERENCE ROOM
2. USING VIRTUAL MEETING INVITATION
To use the “Virtual Meeting” function, you need to contact the ITS IPT Support (ext. 3400 2228) to enable the function first.
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How to use Virtual Meeting to conduct an audio conference with multiple parties?(2 of 5)
USING PRE-DEFINED AUDIO CONFERENCE ROOM
ITS will create a dedicated virtual conference room using your office extension.
To change the access PIN code:
• Login to IP Phone Client Portal https://polyuipt.polyu.edu.hk(Note: If you do not have or have forgotten the assigned Password for login, please
refer to section 3 of this guide to reset the password or seek help from ITS.)
Click here to update the access PIN code of your Conference Room
Please ask all the conference attendees to do the followings to join the conference:• Call the “PolyU Central Conference Number”
-- 3400 2999• Enter your assigned “Conference Room Number”
--- <your office extension>; and• Enter “access PIN Code” provided by you
--- <defined by you for this conference>
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How to use Virtual Meeting to conduct an audio conference with multiple parties? (3 of 5)
USING PRE-DEFINED AUDIO CONFERENCE ROOM (CONT’D)
******* *******
Click to edit
*******
Always update this PIN Code every time when you have finished the conference session
You can define the available time for the virtual conference room here.
Call recording is only available if the backend recording function has been enabled for you by ITS.
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*******
How to use Virtual Meeting to conduct an audio conference with multiple parties? (4 of 5)
USING VIRTUAL MEETING INVITATION
To do so:
• Login to IP Phone Client Portal https://polyuipt.polyu.edu.hk
(Note: If you do not have or have forgotten the assigned Password for login, please refer to section 3 of this guide to reset the password or seek help from ITS.)
This method is like sending a meeting invitation to all the attendees. Theattendees will receive the related information and procedures to join theconference in the meeting invitation.
Click here to create your meeting invitation using
the Virtual Meeting function
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to start creating the meeting invitation
How to use Virtual Meeting to conduct an audio conference with multiple parties?(5 of 5)
USING VIRTUAL MEETING INVITATION (CONT’D)Select your own extension as the
Organizer
Enter the Subject and Agenda of this Virtual Meeting
Select start and end time
of the meeting
Select “Enable” so that the phone system will call
your extension at the start time
Select “Audio Conference”. Other choices do not work.
Enter the Name, Email Address and Phone Number of all attendees.
(Note: Remember to add “9” as prefix if it is a non-PolyU
phone number.)
Indicate whether you want the system to auto-dial to the
attendees at meeting start time.
To Add/ Remove
Attendees
The meeting invitation will be sent out after clicking “OK”. It will contain:(1) Meeting details (date, time, organizer, agenda); (2) Phone number to be dialed to join the meeting (i.e. 3400 2888); and(3) Unique Access Code for attendees to join the meeting
*If you have selected “Auto-dial out”, attendees do not need to make the call and enter the access code. The system will automatically call the attendees at the start time of the meeting.
Remember to select your
assigned virtual Conference Room here.
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How to install and use soft phone on iOS, Android, Windows OS and MAC
OS devices?
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11
WHAT IS SOFT PHONE FOR YOUR OFFICE EXTENSION?
• It is a software or mobile application that can be installed on
mobile devices and notebook computers.
• With soft phone, you can make and receive calls with your
Internet connected mobile device/ notebook computer as if you
are using your office physical phone.
Introduction of soft phone
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• Launch App Store on your iOS
device
• Search for “Deltapath Mobile”
or use the link below
https://itunes.apple.com/us/app
/frsip-
mobile/id1193951504?mt=8
• Install “Deltapath Mobile” App
and launch it
• Sign-in with the following
credentials:
• Server:
polyuipt.polyu.edu.hk
• Login User:<Your extension>
• Password:<as assigned to you>
(Note: If you do not have or have forgotten
the assigned Password, please refer to
section 3 of this guide to reset the
password or seek help from ITS.)
INSTALL SOFT PHONE IN IOS DEVICE
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• Launch the Google Play Store
on your Android device
Search for “Deltapath Mobile” or use the link below:
https://play.google.com/store/apps/details?id=com.deltapath.frsipMobile&pageId=none
• Install “Deltapath Mobile” App
and launch it
• Sign-in with the following
credentials:
• Server:
polyuipt.polyu.edu.hk
• Login User:<Your extension>
• Password:<as assigned to you>
(Note: If you do not have or have forgotten
the assigned Password, please refer
to section 3 of this guide to reset the
password or seek help from ITS.)
INSTALL SOFT PHONE IN ANDROID DEVICE
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Note: The content and images shown below are based on iPhone. Depending on the iOS version you are running, there may be some minor differences.
THE CALL MENU / MAIN SCREEN
USING SOFT PHONE IN IOS/ANDROID DEVICE (1 OF 4)
View Call History
View Contacts
Call Function Main Screen
Modify Settings
App About Page(You can “Sign Out” from the App here)
Phone Connection Status(make sure it is “Connected”
before making calls)
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THE ‘CALL HISTORY’ SCREEN
THE ‘CONTACTS’ SCREEN
USING SOFT PHONE IN IOS/ANDROID DEVICE (2 OF 4)
“Edit” History(You can delete individual
or all call history)
Listing of all Incoming, Outgoing and Missed calls.(Click the entry to re-dial / call
back)
Listing of Missed calls Only(Click the entry to re-dial / call back)
Call Detail Info(click to view details of
individual calls or add to phone contacts)
View all phone extensions in PolyU using Deltapath platform(excluding
extensions using Cisco phone system)
We do not use this
phone bookView all
Contacts in your Phone
Add contacts to Deltapath or your Phone(if add contacts to
Deltapath, it can only be viewed via IP Phone
Client Portal)
Search contacts by name or by
extension number
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Note: The content and images shown below are based on iPhone. Depending on the iOS version you are running, there may be some minor differences.
THE SETTINGS
USING SOFT PHONE IN IOS/ANDROID DEVICE (3 OF 4)
Enable Video in Call
(Default is ON, disable it if not
using Video Call)
Enable/Disable Call Forwarding
(Remember to add “9” as suffix if you want to
forward all your calls to non-PolyU phone numbers)
Set the maximum number of call
history you want to keep (Maximum
value is 200)
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THE ABOUT PAGE
USING SOFT PHONE IN IOS/ANDROID DEVICE (4 OF 4)
Tap “Sign Out” if you do not want to receive calls to your office phone.
(Remember to tap “Sign In Manually” if you want to receive or make calls later)
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• Visit the IP Phone Client portal: https://polyuipt.polyu.edu.hk
• Click “Install frSIPSwitchboard” in the Login screen to download and install the switchboard App.
• Launch the app and click the “Information” icon
• Tick “Enable Switchboard softphone”
• You can then click the “Phonebook” icon to make call
INSTALL SOFT PHONE IN WINDOWS PC / MAC
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How to fax a document via eFax service?
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How to fax a document via eFax service?
(1 OF 2)
WHAT IS EFAX SERVICE?
eFax service allows you to fax a document to any fax machine via the IP Phone Client Portal without the need of a physical fax machine.
PROCEDURES TO USE EFAX SERVICE
• Login to IP Phone Client Portal https://polyuipt.polyu.edu.hk
(Note: If you do not have or have forgotten the assigned Password, please refer to section 3 of this guide to reset the password or seek help from ITS.)
To use “eFax” function, please contact ITS IPT Support (ext. 3400 2228) to enable the function.
Click “Fax Panel” to use the eFax service
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How to fax a document via eFax service?
(2 OF 2)
Fax log
Click “Send Fax” to fax the document
Enter the destination fax number here
(remember to add “9” as the prefix of the fax destination number)
Click “Browse” to select the document to be faxed.
(Supported file format: PDF, JPG, JPEG, PNG, TIF and TIFF only)
Limitation:
To review the send out status, press the refresh
button after several minutes
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