Polycom Integra VVX 500 User manual

USER GUIDE 5.9.0 | December 2018 | 3725-49077-006A

Polycom

®

VVX

®

Business Media

Phones with Skype for Business

Copyright

©

translated into another language or format, or transmitted in any form or by any means, electronic or

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License Agreement for this product. The EULA for this product is available on the Polycom Support page

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Contents

Before You Begin............................................................................................. 11

Audience, Purpose, and Required Skills...........................................................................11

Related Documentation.....................................................................................................11

Getting Help...................................................................................................................... 12

Polycom Partner and Solution Resources..............................................................12

The Polycom Community....................................................................................... 12

Getting Started with VVX Business Media Phones.......................................13

Overview of Phone Hardware and Keys........................................................................... 13

VVX 201 Hardware.................................................................................................13

VVX 300 Series Hardware..................................................................................... 15

VVX 400 Series Hardware..................................................................................... 17

VVX 500 Series and VVX 600 Series Hardware.................................................... 18

Securing Your Phone with the Security Slot...........................................................20

Navigating VVX Business Media Phones......................................................................... 20

Accessing Screens on VVX Business Media Phones............................................ 20

Icons and Status Indicators.................................................................................... 23

Using a VVX Phone as a Common Area Phone............................................................... 27

Entering Information in Data Fields...................................................................................27

Entering Information Using the Dial Pad................................................................ 28

Enter Information Using the Onscreen Keyboard...................................................28

Entering Chinese Characters with PinYin.............................................................. 29

Logging in to and Locking Your Phone......................................................... 31

Signing in to Skype for Business on VVX business media phones...................................31

Sign In Using Your Skype for Business User Credentials......................................31

Sign in to Skype for Business on Your Computer Using BToE.............................. 32

Sign In Using Your Skype for Business PIN Authentication...................................32

Sign in to Skype for Business Using Web Sign In..................................................32

Set the Time and Date Format............................................................................... 33

Sign Out of Skype for Business..............................................................................33

Signing into a VVX Phone as a Guest User......................................................................33

Sign In as a Guest User Using User Credentials................................................... 34

Sign In as a Guest User Using PIN Authentication................................................ 34

Sign In as a Guest Using Web Sign In................................................................... 34

Sign Into Skype for Business as a Guest Using BTOE on Your Computer............35

Locking Your Phone..........................................................................................................35

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Set a Lock Code.....................................................................................................36

Lock Your Phone....................................................................................................36

Unlock the Phone................................................................................................... 37

Change Your Lock Code........................................................................................ 37

Reset Your Lock Code........................................................................................... 37

Disable Device Lock...............................................................................................37

Audio Calls........................................................................................................38

Placing and Answering Audio Calls.................................................................................. 38

Placing Audio Calls................................................................................................ 39

Redial a Number.................................................................................................... 43

Answering Audio Calls........................................................................................... 43

Switch Among the Handset, Headset, and Speakerphone............................................... 45

Mute and Unmute Audio................................................................................................... 45

Holding and Resuming Calls.............................................................................................46

Hold a Call..............................................................................................................46

Resume a Call........................................................................................................46

Resume a Call on an Expansion Module............................................................... 46

End an Active Audio Call...................................................................................................46

End a Held Call...................................................................................................... 47

Transferring Calls..............................................................................................................47

Choose a Default Transfer Type............................................................................ 47

Transfer a Call........................................................................................................47

Cancel a Transfer...................................................................................................48

Parking and Retrieving Calls on the Skype for Business Server...................................... 48

Park Skype for Business Calls............................................................................... 48

Retrieving Parked Skype for Business Calls.......................................................... 49

Managing Calls................................................................................................................. 49

Display Calls from the Lines Screen...................................................................... 50

Display Calls from the Calls Screen....................................................................... 50

Manage a Call from the Calls Screen.....................................................................50

Ignoring or Rejecting Incoming Calls................................................................................ 51

Ignore or Silence an Incoming Call........................................................................ 51

Reject Incoming Calls.............................................................................................51

Reject Calls from a Contact....................................................................................51

Rejecting Calls with Do Not Disturb....................................................................... 51

Redirecting Incoming Calls............................................................................................... 53

Forwarding Incoming Skype for Business Calls..................................................... 53

Divert Calls to a Contact.........................................................................................54

Video Calls on VVX Business Media Phones................................................ 55

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Tips for Video Calls........................................................................................................... 55

Using a USB Camera with VVX Phones........................................................................... 56

Use the Privacy Shutter on the Camera to Stop Sending Video............................ 56

USB Camera Status Indicators and Messages...................................................... 56

Video Call Settings............................................................................................................58

Set the Call Rate for Video Calls............................................................................58

Stop Video for All Calls...........................................................................................58

Change Video Clarity............................................................................................. 59

Changing the Video Call and Picture-In-Picture (PIP) Displays............................. 59

Place a Video Call.............................................................................................................61

Start Video During an Audio Call...................................................................................... 62

Swap Video....................................................................................................................... 62

Display Video Calls in Full Screen.................................................................................... 62

Exit Full Screen View........................................................................................................ 63

Stop Sending Video.......................................................................................................... 63

No Video from the Far Side...............................................................................................63

Handling Video and Audio Calls........................................................................................64

Handle Conference Calls with Video......................................................................64

Managing Video Calls without a USB Camera..................................................................64

Handling Video and Audio-Only Calls.................................................................... 64

Place Audio-Only Calls..................................................................................................... 65

Conference Calls.............................................................................................. 66

Tips for Conference Calls..................................................................................................66

Initiating a Skype for Business Conference Call............................................................... 66

Initiate a Skype for Business Conference.............................................................. 66

Initiate a Conference Call during a Skype for Business Call.................................. 67

Initiating a Group Conference Call.................................................................................... 67

Initiate a Group Conference Call............................................................................ 67

Initiate a Group Conference Call with a Distribution List........................................ 67

Add Contacts to a Skype for Business Conference Call................................................... 68

Send Contacts Active Conference Information................................................................. 68

Set Skype for Business Conference View.........................................................................68

Viewing a List of Skype for Business Conference Participants.........................................69

Exit the Roster........................................................................................................69

Return to the Roster............................................................................................... 69

Managing Skype for Business Conference Participants................................................... 69

Muting Conference Participants............................................................................. 70

Demote or Promote Conference Participants.........................................................70

Enable and Disable Conference Announcements..................................................71

Remove Conference Participants...........................................................................71

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Lock and Unlock a Conference Call....................................................................... 71

Admit or Deny Participants to a Locked Conference Call...................................... 71

Shared Lines.....................................................................................................73

Shared Line Limitations.....................................................................................................73

Missed and Received Calls on Shared Lines....................................................................73

Hold a Call Privately on a Shared Line............................................................................. 73

Shared Line Appearance for Skype for Business............................................................. 74

Shared Line Appearance Limitations..................................................................... 74

Answering SLA Calls..............................................................................................74

Resume Held SLA Calls.........................................................................................75

Boss-Admin for Skype for Business..................................................................................75

Assign Delegates................................................................................................... 75

View the Delegates Group..................................................................................... 76

View the Boss Group..............................................................................................76

Set a Ringtone for Boss Calls................................................................................ 77

Edit the Delegates Group....................................................................................... 77

Managing Calls on the Boss's Line........................................................................ 77

Join Conference Calls for a Boss........................................................................... 80

Enable Enhanced Boss-Admin...............................................................................80

Add Delegates from Phone User Interface.............................................................80

Delete Delegates from Phone User Interface.........................................................80

Recording Audio Calls.....................................................................................82

Guidelines when Recording Calls..................................................................................... 82

Record a Call.................................................................................................................... 83

Manage a Call while Recording........................................................................................ 83

Pause a Recording............................................................................................................83

Resume a Recording........................................................................................................ 83

Stop Recording................................................................................................................. 84

Record a Conference Call.................................................................................................84

Browse Recorded Calls.....................................................................................................84

Play a Recorded Call........................................................................................................ 85

Pause and Resume Played Recordings........................................................................... 85

Stop Playing a Recording..................................................................................................85

Rename a Recording........................................................................................................ 86

Delete a Recording........................................................................................................... 86

Call Lists, Distribution Lists, and Directories................................................87

Recent Calls......................................................................................................................87

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View Recent Calls.................................................................................................. 87

Sort Recent Call Entries......................................................................................... 88

Sort Entries by Call Type........................................................................................88

Edit a Recent Call Entry......................................................................................... 88

Delete a Recent Call Entry..................................................................................... 88

Save a Recent Call Entry....................................................................................... 89

View Call Details.................................................................................................... 89

Contact Directory.............................................................................................................. 89

Search for a Contact in the Contact Directory........................................................89

Add a Contact to the Contact Directory..................................................................90

View Contact Information....................................................................................... 90

Update a Contact's Information..............................................................................90

Delete a Contact from the Contact Directory..........................................................91

Corporate Directory...........................................................................................................91

Searching the Corporate Directory.........................................................................91

Add Corporate Directory Contacts to the Contact Directory...................................92

Searching the Skype for Business and Outlook Directories..............................................93

Search the Skype for Business Directory...............................................................93

Saving Contacts from the Skype for Business Directory........................................93

Search the Outlook Directory................................................................................. 94

Save Outlook Contacts to the Contact Directory....................................................94

Managing Skype for Business Distribution Lists............................................................... 94

Maximum Number of Distribution List Members.................................................... 94

Search for Skype for Business Distribution Lists....................................................95

Save a Distribution List to the Contacts List...........................................................95

View Contact Information for a Distribution List .................................................... 96

View Contact Information for a Member of a Distribution List ............................... 96

Delete a Distribution List ....................................................................................... 96

Favorites and Contact Lists............................................................................ 97

Managing Favorites...........................................................................................................97

Add Favorites......................................................................................................... 97

Viewing Favorites................................................................................................... 97

Reorder Favorites...................................................................................................98

Delete Favorites..................................................................................................... 98

Skype for Business Contacts............................................................................................ 99

Unified Contact Store............................................................................................. 99

Add a Contact to Your Microsoft Skype for Business Contact List.........................99

View Skype for Business Favorites and Groups.................................................. 100

Assign Skype for Business Contacts to Line Keys...............................................100

Skype for Business Contacts' Presence Information............................................101

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View a Skype for Business Contacts' Information................................................103

Change the Privacy Relationship for a Contact....................................................104

Accessing, Sending, and Broadcasting Messages.....................................105

Access Skype for Business Voicemail Messages...........................................................105

Managing Skype for Business Voicemail Messages.......................................................105

Call a Contact from Voicemail.............................................................................. 105

Delete Voicemail Messages................................................................................. 105

Mark Message as Read....................................................................................... 106

Instant Messaging........................................................................................................... 106

Send Instant Messages........................................................................................106

Read Instant Messages........................................................................................106

Reply to Instant Messages................................................................................... 107

Delete Instant Messages......................................................................................107

Broadcasting Messages with Group Paging................................................................... 107

Send a Group Page..............................................................................................108

Receiving Pages.................................................................................................. 108

Group Paging Settings......................................................................................... 109

Broadcasting Messages with Push to Talk..................................................................... 110

Send a PTT Broadcast......................................................................................... 110

Receiving PTT Broadcasts...................................................................................111

Reply to PTT Broadcasts..................................................................................... 112

End PTT Broadcasts............................................................................................ 112

Push To Talk Settings.......................................................................................... 112

Phone Applications........................................................................................114

Using the Calendar......................................................................................................... 114

Open the Calendar............................................................................................... 114

Navigate Day View............................................................................................... 114

Navigate to Other Views.......................................................................................115

Navigate Month View........................................................................................... 115

Display Meeting View on the Calendar................................................................ 115

Return to Day View.............................................................................................. 116

Meeting Reminders.............................................................................................. 116

Joining Calendar Meetings...................................................................................117

Navigating the Web and Idle Browsers........................................................................... 118

View the Idle Browser...........................................................................................118

Open the Web Browser........................................................................................ 119

VVX Business Media Phones Settings.........................................................120

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Password Required to Access Basic Settings................................................................ 120

Set the Language............................................................................................................120

Time and Date Display....................................................................................................121

Change the Time and Date Format......................................................................121

Disable the Time and Date Display...................................................................... 121

Backlight Intensity and Timeout...................................................................................... 121

Set the Backlight Intensity.................................................................................... 122

Set the Backlight Timeout.................................................................................... 122

Changing Your Background............................................................................................ 122

Change the Background Picture.......................................................................... 123

Adding Personal Photos as Your Background..................................................... 123

Reset Your Background....................................................................................... 124

Customizing Line Keys....................................................................................................125

Customize the Columns on the Lines Screen...................................................... 125

Enable Transparent Line Keys............................................................................. 125

Show Only Your Line Registration....................................................................... 126

Enable Line Key Customization........................................................................... 126

Insert an Empty Line Key..................................................................................... 126

Clear a Line Key...................................................................................................127

Delete a Line Key................................................................................................. 127

Reset Customized Line Keys............................................................................... 127

Screen Savers.................................................................................................................128

Enable Screen Savers..........................................................................................128

Use Personal Photos as Screen Savers.............................................................. 128

Disable the Screen Saver.....................................................................................129

Use Your Phone as a Digital Picture Frame................................................................... 130

Picture Frame Icons............................................................................................. 130

Power-Saving Mode........................................................................................................131

Change Your Office Hours for Power-Saving Mode.............................................131

Change Idle Timeouts for Power-Saving Mode....................................................132

Changing Audio Settings.................................................................................................132

Change Incoming Call Notifications..................................................................... 132

Set a Ringtone for Incoming Calls........................................................................133

Set a Ringtone for Individual Contacts................................................................. 133

Change the Volume..............................................................................................133

Enable Acoustic Fence.........................................................................................133

Update Your Skype for Business Presence.................................................................... 134

Adding a Profile Photo to Display on the Lock Screen....................................................134

Disable Hot Desking........................................................................................................134

Clear Call Logs and Contacts......................................................................................... 135

Restrict Call Log and Contact Uploads........................................................................... 135

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Using Bluetooth Devices with VVX 600 Series Phones..............................136

Using Bluetooth Headsets with VVX 600 Phones...........................................................136

Enable Bluetooth and Connect a Headset........................................................... 136

Managing Calls with Your Bluetooth Headset...................................................... 137

Using a Smartphone with VVX 600 Phones....................................................................137

Enable Bluetooth and Connect a Smartphone..................................................... 137

Managing Calls with Your Smartphone................................................................ 138

Disconnect and Remove Your Bluetooth Device............................................................ 139

Edit Your Phone's Bluetooth Device Name.....................................................................139

Disable Bluetooth Device Discovery............................................................................... 139

DTMF Dialing.................................................................................................................. 140

Connecting Polycom VVX Expansion Modules to Your Phone................. 141

VVX Color Expansion Module Hardware Features......................................................... 141

Connect VVX Expansion Modules.................................................................................. 143

Connect Additional VVX Expansion Modules................................................................. 143

Assigning Contacts and Favorites to VVX Expansion Modules...................................... 143

Assign Favorites to Expansion Modules.............................................................. 144

Assign Skype for Business Contacts to VVX Expansion Modules....................... 144

Identify Line Key Assignments............................................................................. 145

Navigate Expansion Module Paging............................................................................... 145

Smart Paging on VVX Color Expansion Modules................................................ 145

Alternate Paging...................................................................................................147

Changing the Backlight Intensity on the Expansion Module........................................... 147

Phone Accessories and Computer Applications........................................ 148

Using a Headset with Your Phone.................................................................................. 148

Connecting a Headset..........................................................................................148

Use Your Headset for All Calls.............................................................................149

Reactivate Headset Memory Mode...................................................................... 149

Using Electronic Hookswitch................................................................................ 149

Disconnect Your Headset.....................................................................................151

Controlling Your Phone with Polycom Desktop Connector............................................. 151

Setting Up and Enabling the Polycom Desktop Connector.................................. 151

Using the Polycom Desktop Connector................................................................154

Connecting to Skype for Business on Your Phone using Better Together over

Ethernet......................................................................................................................157

Installing the Polycom Better Together over Ethernet Connector........................ 157

Pairing Your Phone with Your Computer............................................................. 159

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Set Your Phone as Your Primary Audio Device................................................... 161

Use BToE to Open the Web Configuration Utility.................................................162

Using BToE to Lock and Unlock Your Phone.......................................................162

Using BToE to Manage Calls on Your Phone and Skype for Business Client..... 162

Disable BToE on Your Phone.............................................................................. 164

Stop BToE on Your Computer..............................................................................164

Uninstall the Polycom BToE Connector............................................................... 164

Accessibility Features .................................................................................. 165

Features for Hearing-Impaired Users..............................................................................165

Features for Mobility-Impaired Users.............................................................................. 166

Features for Vision-Impaired and Blind Users................................................................ 167

Maintaining VVX Business Media Phones................................................... 168

Investigate Warnings.......................................................................................................168

Remove Warnings...........................................................................................................168

Restart Your Phone.........................................................................................................169

Update the Phone's Configuration ................................................................................. 169

Test the Hardware...........................................................................................................169

Clean the Touchscreen................................................................................................... 170

View Software Details..................................................................................................... 170

Updating Your Skype for Business Phone Software.......................................................170

View Software Update Information.......................................................................170

Update Your Skype for Business Phone Software...............................................171

Update Skype for Business Software Later..........................................................171

Troubleshooting............................................................................................. 172

Speakerphone.................................................................................................................172

USB Port......................................................................................................................... 172

Check the Status of the Calendar................................................................................... 173

Polycom Desktop Connector...........................................................................................173

Troubleshoot Audio and Echo Issues............................................................................. 174

Bluetooth Headset Issues............................................................................................... 174

Recording Issues and Solutions......................................................................................174

Better Together over Ethernet.........................................................................................175

Troubleshoot Polycom BToE Connector Installation............................................175

Troubleshoot Polycom BToE Connector Start Issues.......................................... 175

Troubleshoot Pairing Your Phone with Your Computer....................................... 176

Regenerate a Pairing Code for Manual BToE Pairing..........................................176

Login Credentials............................................................................................................ 177

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Set Log Levels................................................................................................................ 177

Send Log Files to the Skype for Business Server Using the Web Configuration Utility.. 177

Send Log Files to the Skype for Business Server...........................................................178

Reset the Phone to Factory Defaults.............................................................................. 178

Using an Approved Power Source.................................................................................. 178

Contents

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Before You Begin

Topics:

• Audience, Purpose, and Required Skills

• Related Documentation

▪ Getting Help

This Polycom VVX Business Media Phones for Skype for Business User Guide contains overview

information for navigating and performing tasks on VVX Business Media Phones.

This user guide contains information for the following Polycom

®

VVX

®

products and accessories:

• VVX 201 business media phones

• VVX 300, 301, 310, and 311 business media phones

• VVX 400, 401, 410, and 411 business media phones

• VVX 500 and 501 business media phones

• VVX 600 and 601 business media phones

• VVX Expansion Modules

• Polycom

®

EagleEye

™

Mini USB camera

Audience, Purpose, and Required Skills

This guide is intended for beginning users, as well as intermediate and advanced users, who want to

learn more about the features available with VVX business media phones.

Polycom Integra VVX 500 User manual

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