Polycom VVX 400 Series Quick Reference Manual

Computer Orange | Polycom Quick Reference Guide

Polycom VVX 300-400

Quick Reference Guide

Revision 3.11 / May 2016

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Terms and Writing Conventions

Your Phone / the phone - These terms refer to either the VVX 300 or VVX 400 phone. Unless

specifically noted in this guide, both phones operate in the same way and the information in

this guide applies to both phones.

Press - This action refers to depressing a key on the keypad, a line key, an arrow key, a hard

key—like Hold or Microphone Mute—or pressing a soft key for a second or two.

Select - Selecting an item on the screen refers to using the arrow keys—up, down, left, and

right—to highlight an item. Press the central Select key so that another screen opens.

Views - Your phone has four main views: Home, Calls, Active Call, and Lines (the default)

view. A view is a specific screen on the phone interface that provides unique information and

enables you to perform specific tasks.

Dialpad - The dialpad is the area of the keypad you use to enter numbers and characters. The

dialpad consists of all the number keys, as well as the asterisk (*) and pound (#) keys.

Key - This term refers to any button on the phone console. Phone keys include the

dialpad keys,

, , ,

, and

Option - An option is one of a series of items you can select for a phone setting, such as

Enabled and Disabled.

Icon - A picture on the screen. There are two types of icons:

An icon that you can select to access a function, feature, setting or application. For

example, when in Home view, you can select the New Call icon ( ) to place a call.

An icon that provides phone information or status only. Selecting this type of icon doesn’t

access another function. For example, your phone may have an icon to indicate you have

a voicemail message simply to notify you of the current status.

Soft key - This term describes the context-sensitive keys that display along the bottom of

the

screen that update depending on the task you’re performing. To see additional options

(if available), press More. The More soft key is always on the far-right of the soft key area,

as shown next. The additional options display as shown below.

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Soft key area - The soft key area (shown above) is the area along the bottom of the

screen

that displays context-sensitive soft keys.

Status bar - The status bar (shown next) is the top-most part of the screen. It displays

the

time and date or other messages instead of the date display.

Phone Keys and Hardware

Making Calls

Dialing a number:

Dial the number using the dialpad

When done, push the 'Dial' soft key to initiate the call, or the 'Cancel' soft key to

terminate

Tips:

Use the '<<' or 'x' keys to delete mistyped digits

You don't need to dial a '1' for long-distance calls (dialing 1 has no effect)

You don't need to dial a '9' for external calls

Dial 10-digits (area code + phone number) for all calls

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Use the headset or speaker buttons to choose whether to dial the call using the

speaker phone or headset. Lift the handset at any time to switch to using the handset

Use the '+' or '–' keys at the bottom of the phone to adjust the call volume during a call

Receiving Calls

All incoming calls display in an Incoming Call window, as shown below.

To answer the call, do one of the following:

To use the handset, pick up the handset.

To use the speakerphone, press or press Answer.

To use your headset, press

If you’re already in handset, speakerphone, or headset mode, press Answer, and the

phone will automatically use the mode you’re in.

Tips:

Use the '+' or '–' keys at the bottom of the phone to adjust the ringer volume

To mute the call, press the mute button located below the speaker and headset keys

To hang up the call replace the handset, or press the 'EndCall' key

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Features

Feature

Button/Code

Usage

Call Hold

Hold

Push 'Hold' once to place call on hold.

Pressing another line key will put a person on hold automatically.

Push 'Hold' again to retrieve call from hold or press the flashing button

next to the extension number.

Transfer

For 'Attended' transfer:

Attended transfer allows you to speak to the other person before

sending a call to them. Follow these steps to transfer using this method:

 Press 'Transfer' to initiate the transfer. The current call will

automatically be placed on hold.

 Dial the recipient's extension or an external phone number (you can

use the phone directory to locate an extension if necessary).

 Wait for the person to answer the phone.

 Once they answer and are ready to receive the call, press the

'Transfer' key again to execute the transfer.

 To cancel the transfer, press the 'Cancel' button. This will reconnect

you to the original call.

For 'Blind' transfer:

Blind transfer sends a call to the recipient without consulting them first.

Follow these steps to transfer using this method:

 Press 'Transfer' to initiate the transfer. The current call will

automatically be placed on hold.

 Press 'Blind' to enter blind transfer mode

 Dial the recipient's extension or an external phone number (you can

use the phone directory to locate an extension if necessary).

 Press 'Send' to initiate the transfer

Three-way

conference

Conference

Conferencing allows you to talk to two other people on the same call.

Setup a conference as follows:

 Dial the first call (or answer if incoming call) and place it on hold

using the 'Conference' key

 Dial the second call as normal.

 When the second call is answered, press the 'Conference' key

again to create a three-way conference

When on a conference, press 'Split' to split the conference into two

separate calls.

If two separate calls are already in progress, press 'More' and 'Join' to

create a conference.

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Feature

Button/Code

Usage

Park

Park1-2

RtrvPark1-2

When on a call, Press the “Park1” or “Park2” button below the display to

put the call on park. You may have to press “More” to see this button.

To retrieve a call from Park on any phone, press the “RtrvPark1” button

or “RtrvPark2” button on the side of the phone.

Call History

Left Arrow

Press the Left Arrow to access Call History. Follow on-screen prompts

to see and manage all calls.

To dial a number from the callers list, scroll down to highlight the

number and then press 'Dial'. Press the Left Arrow again to exit

Redial

Right Arrow

Press the Right Arrow to see dialed calls. Follow on-screen prompts to

see and manage all calls.

To dial a number from the redial list, scroll down to highlight the number

and then press 'Dial'. Press the Left Arrow again to exit

Missed

Calls

Down Arrow

Press the Down Arrow to see missed calls. Follow on-screen prompts to

see and manage all calls.

To dial a number from the missed call list, scroll down to highlight the

number and then press 'Dial'. Press the Left Arrow again to exit

Directory/

Speed Dial

Up Arrow

Press the Up arrow to access the company directory or speed dial list.

Can be used when phone is idle or when on a call.

Voice Mail

Messages

Press the 'Messages' (envelope) key to access voice mail system. See

next chapter for voice mail instructions.

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Voice Mail

Your phone may indicate new voicemail messages by the following:

A message in the status bar, as shown below. The message indicates the number

of new messages you have. The count is a total of all messages on all lines on

the phone.

A flashing Message Waiting Indicator, located at the top-right of your phone.

An audible alert (if your phone is on-hook).

To Access Voice Mail:

Press the 'Messages' key

Enter your voice mail password (default password is 4321)

Common voice mail navigation keys:

■ 1 = Skip envelope

■ 3 = Repeat envelope

■ 4 = Skip to previous message

■ 5 = Repeat message

■ 6 = Next message

■ 7 = Delete message (or undelete message if pressed again)

■ * = Skip back (rewind) while listening to a message

■ # = Skip ahead (fast forward) while listening to a message

To Record Your Greeting or Change Voice Mail Options:

Press the 'Messages' key

Enter your voice mail password

Press '0' for mailbox options and follow prompts to record greetings or mailbox name

You can also use this option to reset your voice mail password

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Greetings:

Mailbox Name is played back to callers in company directory, or if no greeting is

recorded

'Unavailable' greeting is played back to callers when there is no answer. This is the

default greeting played.

'Busy' greeting is played to callers if the phone is busy on a call and the user declines

to accept the new call.

'Temporary' greeting is used for short term announcements – out-of-office notification

for example. When recorded, this greeting overrides all other greetings. Delete this

greeting to return to normal 'Unavailable' or 'Busy' greeting.

Remote Access to Voice Mail:

Dial the main number

Enter your extension number as prompted

Press * at the voice mail prompt and enter your voice mail password

Polycom VVX 400 Series, VVX 300 Quick Reference Manual

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