Polycom VVX 500 series Quick start guide

VVX 500 series
Polycom
Brand
Polycom
Model
VVX 500 series
Category
IP phones
Type
Quick start guide

Polycom VVX 500 series is an advanced business media phone that enhances communication and productivity. With its user-friendly touchscreen interface, you can easily make calls, access directories, check voicemail, and customize settings. The VVX 500 series supports multiple lines, allowing you to handle several calls simultaneously. It also offers high-quality audio, ensuring crystal-clear conversations. Additionally, the phone's built-in applications and compatibility with various platforms enable seamless integration with your existing business tools.

Polycom VVX 500 series is an advanced business media phone that enhances communication and productivity. With its user-friendly touchscreen interface, you can easily make calls, access directories, check voicemail, and customize settings. The VVX 500 series supports multiple lines, allowing you to handle several calls simultaneously. It also offers high-quality audio, ensuring crystal-clear conversations. Additionally, the phone's built-in applications and compatibility with various platforms enable seamless integration with your existing business tools.

Quickstart Guide
Polycom VVX 500 Series
amcom.com.au
All contents are copyright © 2012, Amcom, All rights reserved.
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series1 2
1
Chapter 1: Getting Started
Before you use your phone, you may wish to take a few moments to become familiar with its features
and user interface. In this chapter, you learn about your phone’s components, the screen layout, and
how to use the touchscreen. You’ll also learn how to clean the touchscreen and configure your phone
remotely using the Polycom Web Configuration Utility.
Note: Accessing Features and Options
Before you read this guide, keep in mind that certain phone features are configurable by your
system administrator or determined by your phone environment. As a result, some features may
not be enabled or may operate differently on your phone. The examples and figures in this guide
may not directly reflect the layout of your specific phone screen.
Phone Keys and Hardware
Feature
Description
Speaker
Provides ringer and hands-free (speakerphone) audio output.
Dialpad
Enables you to enter numbers, letters, and special characters. You can also use the
dialpad keys to select menu items that have index numbers.
Icon
Description
Icon
Description
Registered line
Press to view more or fewer icons
in Home view.
Unregistered line
Status indicators in Lines view. A
flashing red bar indicates held calls.
A green bar indicates an active call.
Phone warning
Tap to see more information
Placing a call
Tap to edit
Active call using Polycom HD Voice
Shared line
Held call
Shared line with a held call
Incoming call (in Home view)
Call forwarding (Always) enabled
Incoming call (in Lines view and the
Incoming Call window)
Tap to access Recent Calls
Active conference
Tap to access your Message Center
USB flash drive attached
Presence status (Available)
Recording in progress or paused
Presence status (Busy)
Placed call (in Recent Calls view)
Presence status (Away)
Received call (in Recent Calls view)
Presence status (Do Not Disturb)
Missed call (in Recent Calls view)
Presence status (Offline)
Do Not Disturb enabled
Presence status (No information)
Login credentials locked
Backspace
Polycom VVX 500 Series | Features Understanding the Icons
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series1 2
1
Chapter 1: Getting Started
Before you use your phone, you may wish to take a few moments to become familiar with its features
and user interface. In this chapter, you learn about your phone’s components, the screen layout, and
how to use the touchscreen. You’ll also learn how to clean the touchscreen and configure your phone
remotely using the Polycom Web Configuration Utility.
Note: Accessing Features and Options
Before you read this guide, keep in mind that certain phone features are configurable by your
system administrator or determined by your phone environment. As a result, some features may
not be enabled or may operate differently on your phone. The examples and figures in this guide
may not directly reflect the layout of your specific phone screen.
Phone Keys and Hardware
Feature
Description
Speaker
Provides ringer and hands-free (speakerphone) audio output.
Dialpad
Enables you to enter numbers, letters, and special characters. You can also use the
dialpad keys to select menu items that have index numbers.
Chapter 1: Getting Started
7
Understanding Phone Icons and Status Indicators
The following icons and indicators may display on the screen to indicate phone, call, or buddy/contact
status, or to indicate that a feature is enabled. You can tap certain icons to access information or
features.
Icon
Description
Icon
Description
Registered line
Press to view more or fewer icons
in Home view.
Unregistered line
Status indicators in Lines view. A
flashing red bar indicates held calls.
A green bar indicates an active call.
Phone warning
Tap to see more information
Placing a call
Tap to edit
Active call using Polycom HD Voice
Shared line
Held call
Shared line with a held call
Incoming call (in Home view)
Call forwarding (Always) enabled
Incoming call (in Lines view and the
Incoming Call window)
Tap to access Recent Calls
Active conference
Tap to access your Message Center
USB flash drive attached
Presence status (Available)
Recording in progress or paused
Presence status (Busy)
Placed call (in Recent Calls view)
Presence status (Away)
Received call (in Recent Calls view)
Presence status (Do Not Disturb)
Missed call (in Recent Calls view)
Presence status (Offline)
Do Not Disturb enabled
Presence status (No information)
Login credentials locked
Backspace
Polycom VVX 500 Series | Features Understanding the Icons
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series3
Using the Touchscreen
• The keys shown on the touchscreen are referred to as Soft
Keys. Different soft key options will appear depending on
what features you are accessing.
• Press to select and highlight screen items. To scroll, touch
the screen and swipe your finger up, down, right, or left. To
go back to previous screen, press Back.
• Pressing the Home
button at any time will take you to
the Home View menu. To select an option, simply press the
relevant icon on the touchscreen. This screen will also
display your phone extension number, together with the
time and date.
• If you press and hold the page indicator (highlighted above),
Home View expands to display additional icons.
Chapter 1: Getting Started
3
Troubleshooting: Why Can’t I Access a Certain View?
The views you can access depend on the number of calls your phone has, and if your phone has an
active call. If your phone is idle, you can access Home and Lines view. If your phone has one call
only—and it’s active—you can access Home, Lines, and Active Call view. If your phone has
multiple calls, or one held call, you can access Home, Lines, and Calls view.
Home View
You can display Home view (shown next) by pressing . At the top, the status bar displays your
phone’s extension number and the time and date. If your phone has information you should know
about, icons and/or messages will scroll, together with the date, under the time display.
Home view shows three main icons:
New Call—Tap New Call to display the Dialer. From the Dialer, you can enter a number or URL
and place a call. From the Dialer, you can quickly access the Directory, Recent Calls, and Favorites.
Messages—Tap Messages to access your voicemail messages.
Directories—Tap Directories to view all the contacts in your local Contact Directory. From your
directory, you can add and search for contacts, as well as quickly access the Dialer, Recent Calls,
and Favorites.
Note: Accessing the Corporate Directory
If your phone has a Corporate Directory, tap Directories to access the Corporate Directory and
Recent Calls.
Polycom VVX 500 Business Media Phone User Guide
4
If you press and hold the page indicator, , (shown above), Home view expands to display additional
icons (shown next). To hide the additional icons, press and hold .
Additional icons include:
Settings—Tap Settings to access features and settings to customize your phone.
Applications—Tap Applications to access a menu of custom applications. See your administrator
for information about any specific applications listed in this menu.
Calendar—If the Calendar feature is available on your phone, you can tap Calendar to view and
join meetings.
User Tip: Displaying Home View Icons
Instead of pressing the page indicator to view additional Home view icons, swipe the screen.
From Home view, tap the phone line to display your phone lines and favorites (shown next). From this
screen, tap a phone line to open the Dialer, or tap a favorite to dial the favorite. To go back to the
Home view icons, tap Close.
Extension Number
Page indicator
Basic Phone Features
Place a call
Use any of the following approaches to place a call:
• Dial the number and lift the handset
• Dial the number then press the Speaker button
• Dial the number then press the Dial soft key
• If you are using a headset, dial the number then press the
Headset button
• If you have selected a number from a directory, press the
Dial soft key
Answer a call:
• Lift the handset
• If you are using a headset, press the Headset button
• To use the speakerphone, press the Speaker button
• Press the Answer soft key
Call Waiting:
• If you’re on a call and a new incoming call arrives, a call
waiting tone beeps, and the Incoming Call window displays
• To answer the call, press Answer. This will place your active
call on Hold
• To send the incoming call to Voicemail/Reception (depending
on your setup), press Reject
• If you don’t answer the call within 10secs, the Incoming Call
window disappears. Press
to see active call/s again
4
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series3
Using the Touchscreen
• The keys shown on the touchscreen are referred to as Soft
Keys. Different soft key options will appear depending on
what features you are accessing.
• Press to select and highlight screen items. To scroll, touch
the screen and swipe your finger up, down, right, or left. To
go back to previous screen, press Back.
• Pressing the Home
button at any time will take you to
the Home View menu. To select an option, simply press the
relevant icon on the touchscreen. This screen will also
display your phone extension number, together with the
time and date.
• If you press and hold the page indicator (highlighted above),
Home View expands to display additional icons.
Chapter 1: Getting Started
3
Troubleshooting: Why Can’t I Access a Certain View?
The views you can access depend on the number of calls your phone has, and if your phone has an
active call. If your phone is idle, you can access Home and Lines view. If your phone has one call
only—and it’s active—you can access Home, Lines, and Active Call view. If your phone has
multiple calls, or one held call, you can access Home, Lines, and Calls view.
Home View
You can display Home view (shown next) by pressing . At the top, the status bar displays your
phone’s extension number and the time and date. If your phone has information you should know
about, icons and/or messages will scroll, together with the date, under the time display.
Home view shows three main icons:
New Call—Tap New Call to display the Dialer. From the Dialer, you can enter a number or URL
and place a call. From the Dialer, you can quickly access the Directory, Recent Calls, and Favorites.
Messages—Tap Messages to access your voicemail messages.
Directories—Tap Directories to view all the contacts in your local Contact Directory. From your
directory, you can add and search for contacts, as well as quickly access the Dialer, Recent Calls,
and Favorites.
Note: Accessing the Corporate Directory
If your phone has a Corporate Directory, tap Directories to access the Corporate Directory and
Recent Calls.
Polycom VVX 500 Business Media Phone User Guide
4
If you press and hold the page indicator, , (shown above), Home view expands to display additional
icons (shown next). To hide the additional icons, press and hold .
Additional icons include:
Settings—Tap Settings to access features and settings to customize your phone.
Applications—Tap Applications to access a menu of custom applications. See your administrator
for information about any specific applications listed in this menu.
Calendar—If the Calendar feature is available on your phone, you can tap Calendar to view and
join meetings.
User Tip: Displaying Home View Icons
Instead of pressing the page indicator to view additional Home view icons, swipe the screen.
From Home view, tap the phone line to display your phone lines and favorites (shown next). From this
screen, tap a phone line to open the Dialer, or tap a favorite to dial the favorite. To go back to the
Home view icons, tap Close.
Extension Number
Page indicator
Basic Phone Features
Place a call
Use any of the following approaches to place a call:
• Dial the number and lift the handset
• Dial the number then press the Speaker button
• Dial the number then press the Dial soft key
• If you are using a headset, dial the number then press the
Headset button
• If you have selected a number from a directory, press the
Dial soft key
Answer a call:
• Lift the handset
• If you are using a headset, press the Headset button
• To use the speakerphone, press the Speaker button
• Press the Answer soft key
Call Waiting:
• If you’re on a call and a new incoming call arrives, a call
waiting tone beeps, and the Incoming Call window displays
• To answer the call, press Answer. This will place your active
call on Hold
• To send the incoming call to Voicemail/Reception (depending
on your setup), press Reject
• If you don’t answer the call within 10secs, the Incoming Call
window disappears. Press
to see active call/s again
4
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
View your current calls:
You can access Calls View if your phone has multiple calls
in progress, or you have one held call. Scroll to see all your
calls.
Call colour indicates status:
• Dark green Active call
• Dark blue Incoming and held calls
Press a call to highlight it. Soft keys will apply to the
highlighted call.
End a call:
• Hang up the handset
• If you are using a headset, press the Headset button or the
EndCall soft key
• If you are using the speakerphone, press the Speaker
button or the EndCall soft key
5
6
Basic Phone FeaturesBasic Phone Features
Place call on hold:
To place a call on hold, press the Hold soft key. The hold icon
will display on the line key label. Press Hold again or the
Resume soft key to retrieve the call
Mute a call:
Press the Mute button. To disengage mute, press it again.
Note: The Mute symbol will show on the display screen when
it is engaged.
Redial a number:
To view the most recently dialed numbers press the Call
History button
then press Dial soft key to initiate
the call.
Note: You can scroll up and down through the list of recently
dialed numbers, then press Dial to initiate the call.
View missed calls:
If your phone display says New Missed Call press the
soft key to see the list of missed calls marked with
next to
the contact.
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
View your current calls:
You can access Calls View if your phone has multiple calls
in progress, or you have one held call. Scroll to see all your
calls.
Call colour indicates status:
• Dark green Active call
• Dark blue Incoming and held calls
Press a call to highlight it. Soft keys will apply to the
highlighted call.
End a call:
• Hang up the handset
• If you are using a headset, press the Headset button or the
EndCall soft key
• If you are using the speakerphone, press the Speaker
button or the EndCall soft key
5
6
Basic Phone FeaturesBasic Phone Features
Place call on hold:
To place a call on hold, press the Hold soft key. The hold icon
will display on the line key label. Press Hold again or the
Resume soft key to retrieve the call
Mute a call:
Press the Mute button. To disengage mute, press it again.
Note: The Mute symbol will show on the display screen when
it is engaged.
Redial a number:
To view the most recently dialed numbers press the Call
History button
then press Dial soft key to initiate
the call.
Note: You can scroll up and down through the list of recently
dialed numbers, then press Dial to initiate the call.
View missed calls:
If your phone display says New Missed Call press the
soft key to see the list of missed calls marked with
next to
the contact.
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
7
Transferring a call:
• You can transfer calls in two ways:
• Blind Transfer - Transfer a call to another party without
waiting for the other party to answer
• Consultative Transfer - Transfer a call to another party
after speaking to the other person
To perform a blind transfer:
• During a call, press the Transfer soft key. This puts the call
on hold
• Press the Blind soft key located on top of the screen
• Dial the number you want to transfer the call
To perform an consultative transfer:
• During a call, press the Transfer soft key. This puts the call
on hold
• Dial the number to which you want to transfer the call.
• When the party answers press Transfer to send the original
call.
• If the transfer fails or you need to get the caller back, press
the Resume soft key to return to the original call
8
Using the Contact Directory
Dial from a directory menu:
• Press Home button
to open the main menu
• Press Directories
• Press on the contact you wish to dial
• Then press on the contact number you wish to dial
Adding a Favourite Contact:
• Press Home button
to open the main menu
• Press Directories
• Press the + soft key and enter the details of your contact.
• Swipe your finger up the screen to scroll to Favourite Index
• Add the number you want your contact to appear under, on
your Home view.
Adding a contact from Call History:
• In your Call History navigate to relevant contact and
press
.
• Press Save and enter details as per steps in
Adding a
Favourite Contact
.
Update contact information:
• Navigate to your Contact Directory and press the contact.
• Press
to update the contact’s information, then press
Save
Basic Phone Features
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
7
Transferring a call:
• You can transfer calls in two ways:
• Blind Transfer - Transfer a call to another party without
waiting for the other party to answer
• Consultative Transfer - Transfer a call to another party
after speaking to the other person
To perform a blind transfer:
• During a call, press the Transfer soft key. This puts the call
on hold
• Press the Blind soft key located on top of the screen
• Dial the number you want to transfer the call
To perform an consultative transfer:
• During a call, press the Transfer soft key. This puts the call
on hold
• Dial the number to which you want to transfer the call.
• When the party answers press Transfer to send the original
call.
• If the transfer fails or you need to get the caller back, press
the Resume soft key to return to the original call
8
Using the Contact Directory
Dial from a directory menu:
• Press Home button
to open the main menu
• Press Directories
• Press on the contact you wish to dial
• Then press on the contact number you wish to dial
Adding a Favourite Contact:
• Press Home button
to open the main menu
• Press Directories
• Press the + soft key and enter the details of your contact.
• Swipe your finger up the screen to scroll to Favourite Index
• Add the number you want your contact to appear under, on
your Home view.
Adding a contact from Call History:
• In your Call History navigate to relevant contact and
press
.
• Press Save and enter details as per steps in
Adding a
Favourite Contact
.
Update contact information:
• Navigate to your Contact Directory and press the contact.
• Press
to update the contact’s information, then press
Save
Basic Phone Features
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
9
Voicemail
Setting up Voicemail:
• Access the voice portal by pressing on the top right
corner of your home screen
• Enter the default password: 0000# or 1234#
• Change the password to your personal four digit password
and then confirm
• Record your name
Customise Greetings:
• Access the voice portal by pressing
• Enter your four digit password
• Access your mailbox by pressing 1
• Then press 2 to change your Busy greeting
• Or press 3 to change your No Answer greeting
Remote Access to your Voicemail:
• Dial your direct number (pre-fix plus extension number)
• When you hear your mailbox greeting being played press *
• Enter your four digit password
• Press 1 to access your Voicemail Box
• Then press 1 to listen to your messages
• Press # to save the message, 7 to delete or 2 to repeat.
10
Call Forward options
Forward all calls to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 1 (Always)
• Enter the number you wish to forward all calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the Always option.
You can also use feature codes by dialling *72 to enable this
function and *73 to disable
Forward unanswered calls to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 2 (No Answer)
• Enter the number you wish to forward unanswered calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the No Answer option.
You can also use feature codes by dialling *92 to enable this
function and *93 to disable
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
9
Voicemail
Setting up Voicemail:
• Access the voice portal by pressing on the top right
corner of your home screen
• Enter the default password: 0000# or 1234#
• Change the password to your personal four digit password
and then confirm
• Record your name
Customise Greetings:
• Access the voice portal by pressing
• Enter your four digit password
• Access your mailbox by pressing 1
• Then press 2 to change your Busy greeting
• Or press 3 to change your No Answer greeting
Remote Access to your Voicemail:
• Dial your direct number (pre-fix plus extension number)
• When you hear your mailbox greeting being played press *
• Enter your four digit password
• Press 1 to access your Voicemail Box
• Then press 1 to listen to your messages
• Press # to save the message, 7 to delete or 2 to repeat.
10
Call Forward options
Forward all calls to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 1 (Always)
• Enter the number you wish to forward all calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the Always option.
You can also use feature codes by dialling *72 to enable this
function and *73 to disable
Forward unanswered calls to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 2 (No Answer)
• Enter the number you wish to forward unanswered calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the No Answer option.
You can also use feature codes by dialling *92 to enable this
function and *93 to disable
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
11
Forward calls, when busy, to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 3 (Busy)
• Enter the number you wish to forward all calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the Busy option. You can also use feature codes by dialling
*90 to enable and *91 to disable
Note: If you have previously entered a destination phone
number for that call forward type, you do not need to re-enter
it each time the call forward option is enabled.
12
Conference Call
Place a conference call:
• During a call press the Confrnc soft key to open a new line
and put the first party on hold
• Enter the number of the next party
• When the call connects, press Confrnc to join the new party
to the call
Note: The system standard Conference call is limited between
you and two other parties making it a 3-way conference call.
Call Forward options
Quickstart Guide | Polycom VVX 500 Series Quickstart Guide | Polycom VVX 500 Series
11
Forward calls, when busy, to another number:
• Press the Forward soft key on the bottom of your Home
screen.
• Press 3 (Busy)
• Enter the number you wish to forward all calls to
• Press the Enable soft key
Note: To disable press the Forward soft key again and disable
the Busy option. You can also use feature codes by dialling
*90 to enable and *91 to disable
Note: If you have previously entered a destination phone
number for that call forward type, you do not need to re-enter
it each time the call forward option is enabled.
12
Conference Call
Place a conference call:
• During a call press the Confrnc soft key to open a new line
and put the first party on hold
• Enter the number of the next party
• When the call connects, press Confrnc to join the new party
to the call
Note: The system standard Conference call is limited between
you and two other parties making it a 3-way conference call.
Call Forward options
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Polycom VVX 500 series Quick start guide

VVX 500 series
Polycom
Brand
Polycom
Model
VVX 500 series
Category
IP phones
Type
Quick start guide

Polycom VVX 500 series is an advanced business media phone that enhances communication and productivity. With its user-friendly touchscreen interface, you can easily make calls, access directories, check voicemail, and customize settings. The VVX 500 series supports multiple lines, allowing you to handle several calls simultaneously. It also offers high-quality audio, ensuring crystal-clear conversations. Additionally, the phone's built-in applications and compatibility with various platforms enable seamless integration with your existing business tools.

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