Polycom Integra VVX 500 End User Manual

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2012

C

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Contents Page

Contents .......................................................................................................................................................................... 2

Polycom VVX500 Model

...................................................................................................................................................... 4

Phone Labels / Description ............................................................................................................................................. 4

Understanding Phone Icons and Status Indicators

..................................................................................................................... 6

Phone Views ................................................................................................................................................................... 7

Home View .................................................................................................................................................................. 7

Lines View ................................................................................................................................................................... 8

Active Call View .......................................................................................................................................................... 9

Calls View

...................................................................................................................................................................... 9

Navigating your Phone Interface

...................................................................................................................................... 10

Placing/receiving calls ................................................................................................................................................... 11

Placing a Call ............................................................................................................................................................ 11

Answering Calls ........................................................................................................................................................ 11

Answering Another Call ............................................................................................................................................ 12

Ending Calls .............................................................................................................................................................. 12

Using Headsets ......................................................................................................................................................... 13

Enabling Headset Memory Mode .............................................................................................................................. 13

Holding Calls ............................................................................................................................................................. 14

Transferring Calls ...................................................................................................................................................... 14

Conference Calls....................................................................................................................................................... 15

Forwarding Calls ....................................................................................................................................................... 15

Park a

Ca

ll ................................................................................................................................................................... 16

Push to

Ta

l

k

................................................................................................................................................................. 16

Emerge

Voicemail ........................................................................................................................................................... 17

Accessing the Voicemail ........................................................................................................................................... 18

Record Your Personalized Greetings. ...................................................................................................................... 19

Busy Greeting. .......................................................................................................................................................... 19

Voice Mail Overview ................................................................................................................................................. 20

Distribution List Options ............................................................................................................................................ 22

Personalizing your IP

Phone ............................................................................................................................................ 24

Accessing your Call History ...................................................................................................................................... 24

Dialing from your Call History ................................................................................................................................... 24

Changing the Speak Volume .................................................................................................................................... 24

Changing the Ringer Volume .................................................................................................................................... 24

Muting the Microphone ............................................................................................................................................. 25

Change the Ring Tone .............................................................................................................................................. 25

[Type a quote from the document or the summary of an interesting point. You can position the text box anywhere in the

document. Use the Drawing Tools tab to change the formatting of the pull quote text box.]

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Changing the LCD Screen Contrast ......................................................................................................................... 25

Recording Calls ......................................................................................................................................................... 25

Playing Recorded Calls ............................................................................................................................................. 27

Other Feature Codes ................................................................................................................................................ 29

Rebooting your IP Phone .......................................................................................................................................... 29

Codes ............................................................................................................................................................................ 30

Direct Voicemail Transfer .......................................................................................................................................... 30

Call Pick-up from a Different Extension .................................................................................................................... 30

Parking a Call ............................................................................................................................................................ 30

Push to Talk .............................................................................................................................................................. 30

Cleaning the Touchscreen ............................................................................................................................................ 31

Customer Service and S

uppo

r

t

.............................................................................................................................................. 32

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Polycom VVX500 Model

Phone Labels / Description

Page | 5

Page | 6

Understanding Phone Icons and Status Indicators

The following icons and indicators may display on the screen to indicate phone, call, or contact status, or to indicate

that a feature is enabled. You can tap certain icons to access information or features.

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Phone Views

Your phone has four main views: Home, Calls, Active Call, and Lines view (the default). To change views:

Note: 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 Line views. 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 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:

1. New Call- Tap New Call to display the Dialer. From the Dialer, you can enter a number and place a call.

From the Dialer, you can quickly access the Directory, Recent Calls and Favorites.

2. Messages- Tap Messages to access your voicemail messages.

3. Directories- Tap Directories to view all 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.

If you press the hold and page indicator, (shown above), Home view expands to display additional icons (shown

next). To hide the additional icons, press and hold

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Additional icons include:

Settings- Tap Settings to access features and settings to customize your phone

Applications- Not applicable at this time

Calendar- Not applicable at this time

From Home view, tap the phone line to display your phone lines and favorites. 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.

Lines View

Lines view is your phone’s default display. Lines view displays all your phone lines, your favorites, and soft keys.

If your phone is idle, you can:

Tap a phone line to access the Dialer

Swipe to switch between Lines view and the Idle Browser (if available)

If your phone has calls, the phone line indicates the number of calls you have, and if they’re active or held. If the

phone line has an active call, a green bar displays. If the phone line has one or more held calls, a flashing red bar

displays.

Note: If your phone has calls, you can’t access the Idle Browser. To access the Main Browser, tap Applications

from Home View. For information about the Browser, see Using the Browser.

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Active Call View

If you have only one call in progress- and its active- you can access Active Call view

This view displays the name and number of the person you’re talking with, and the duration of the call. From the

Active Call view, you can manage the call: hold, end, or transfer it, or set up a conference call with the person you’re

talking with and another party.

Calls View

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. If you phone has multiple lines, calls display under the associated line.

Call color indicates status:

Dark green – Active Call

Dark Blue – Incoming and held calls

Bright Green – Active call is highlighted

Bright Blue- Incoming call or held call is highlighted

Tap a call to highlight it. The soft keys apply to the highlighted call

Note: If you navigate away from your call(s), tap to see Active Calls or Calls view again.

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Navigating your Phone Interface

The following table shows you how to navigate your phone’s screens, as well as select and highlight options.

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Placing/receiving calls

Placing a Call

You can call using the handset, speakerphone, or headset. You can dial the number first, or choose the method first,

and then dial the number. You can place a call in the following ways:

Manually, from the Dialer

Automatically, by tapping a favorite in Home or Line views

Automatically, by tapping a favorite in your Favorites list, tapping a call in the Recent Calls list or selecting a

contact in your directory

Pick up the handset, or press Enter the phone number, and tap

From Lines view: Tap the phone Line, enter the phone number, and tap

From Home view: Tap New Call, enter the phone number, and tap

Answering Calls

All incoming calls display an Incoming Call window.

To answer the call, pick up the handset, press or tap Answer to use the speakerphone, or press If you’re

already in handset, speakerphone or headset mode, tap Answer.

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Answering Another Call

If you are on a call and an incoming call arrives on the same or different line, a call waiting tone beeps, and the

Incoming Call window displays. To answer the call, tap Answer.

To answer the call from Home view, tap the incoming call to highlight it if you’re on an active call, and tap

Answer.

To answer a call from the Calls view, tap the call to highlight it if you’re on an active call, and tap Answer.

Note: When you answer another incoming call your original call will be put on hold

Swipe the screen to display Calls view. Calls view displays all the calls for each phone line. All the calls for a phone

line display under the associated phone line. Scroll up and down to see all your lines and calls.

Ending Calls

To quickly end an active call, replace the handset, or press Or from Active Call, Lines, or Calls view tap

End Call. If you’re in Calls view, be sure to highlight the call first.

Note: You can’t end a held call. From Calls view, tap the call to highlight it, tap Resume, and then tap End Call

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Using Headsets

You can connect an analog and/or USB headset to your phone. If an analog headset is connected, glows

green. If a USB headset is connected, glows blue. If both an analog and USB headset are connected, the USB

headset will be used. If two USB headsets are connected, the headset you connected first will be used.

If you use a headset, you can set up your phone so that all calls use your headset. IF you use a headset that

supports electronic hookswitch (EHS), you can press the hookswitch button to place, answer and end calls. In

addition, you may be able to mute calls and control volume from your headset.

Enabling Headset Memory Mode

This feature is useful for permanent or full-time headset users. You can set up your phone so that all incoming and

outgoing calls use your headset. At any time, you can switch to handset or speakerphone mode.

To use Headset Memory Mode, you must enable, and then activate, Headset Memory Mode.

To enable Headset Memory Mode:

1. Tap Settings from Home view, and tap Basic> Preferences> Headset> Headset Memory

2. From the Headset Memory Mode screen, tap Enabled.

3. Press

4. To activate Headset Memory Mode, press twice.

Now, whenever you answer a call, the call will connect to your headset automatically. If you switch to speakerphone

or the headset, you deactivate Headset Memory Mode. Calls will no longer automatically go to your headset, unless

you choose this mode. To have calls go to your headset again, activate Headset Memory Mode by pressing

twice.

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Holding Calls

You can place any active call on hold. A held call displays in Home, Lines, and Calls view as follows:

To hold a call:

From Active Call, Lines, or Call view, tap Hold. If you’re in Calls view, and the active call isn’t highlighted, be sure to

tap it to select it.

To resume a held call:

Do one of the following:

1. From Lines view, tap Resume. If there’s more than one held call on the line, the last call that you held will be

resumed. If you have multiple lines and you tap, Resume, the last call that you held – on either line – will be

resumed.

2. From Calls view, tap the call to highlight it, and tap Resume.

Transferring Calls

When you transfer a call to another party, you have the option to talk to the party before the transfer completes.

Attended Transfer

1. From Active Call, Lines, or Calls view, tap Transfer. The active caller is put on hold.

2. From the Dialer, place a call to the party you want to transfer the call to.

3. When you hear the ring-back sound, tap Transfer to complete the transfer. Or, if you want to talk with the

person before the transfer completes, you can connect with the person, and then tap Transfer. To cancel the

transfer before the call connected, tap Cancel.

Blind Transfer

1. From Active Call, Lines, or Calls view, tap Transfer. The active call is held.

2. From the Dialer, tap Blind, and place a call to the party you want to transfer the call to.

3. The call automatically transfers to the party you specified.

Note: The Blind soft key is located on the top right hand side

Page | 15

Conference Calls

To set up a conference call:

1. Call the first party.

2. From Active Call, Lines, or Calls view, tap Confrnc. The active call is held.

3. Using the Dialer, call the second party.

4. When the second party answers, tap Confrnc to join all parties in the conference.

Note: If your phone has an active call and one held call, either on the same or different line, tap Join from either

Lines or Calls view to automatically create a conference call. The conference call takes place on the line from which

you handled the last active call.

Forwarding Calls

To forward calls to another party:

1. Tap Settings from Home view, and tap Features > Forward, Or, from Lines view, tap Forward.

2. From the Forwarding Type Select screen, tap the forwarding type you want:

a. Always- To forward all incoming calls

b. No Answer – To forward al unanswered incoming calls

c. Busy- To forward calls that arrive when you’re already in a call

3. Enter the forwarding number, and tap Enable. If you selected the No Answer option, you can enter the

number of rings before your phone forwards the call.

4. If you choose the Always forwarding option, the forwarding number scrolls in the status bar. If a phone line is

idle, Lines view displays the forwarding icon, on the phone line.

Page | 16

To disable Call Forwarding:

1. Tap Settings from Home view, and tap Features > Forward. Or, form Lines view, tap Forward.

2. If your phone is set up with multiple lines, tap the line to disable forwarding for.

3. From the Forwarding Type Select screen, tap the forwarding type to disable, and tap Disable.

Park a

Ca

ll

You can Park a call on any extension, including your own.

1. Press the Transfer Soft Key

2. Press *68 and follow the

prompts.

3. Dial the desired extension number followed by the (#) Key. To park to your extension dial the (#) Key.

To Retrieve a Parked

Call

1. Press *88 and follow the

prompts

2. Press the extension number the call was parked against followed by the (#) Key.

Push to

Ta

l

k

This feature code allows for immediate communication useful for quick conversations between callers. The call will be

answered automatically, if the party is available.

1. Press *50, then press Dial Soft Key (you will hear a stutter dial tone after pressing *50)

2. Enter the

extension.

Note: Push to Talk is a premium seat feature

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While Playing Msgs

1 – Skip Back

2 – Pause

3 – Fast Forward

4 – Skip to beginning

6 – Skip to END

8 – Call Sender

Voice

Mail

Flow

Chart

1 – Play Messages

2 – Busy Greeting Menu

3 – No Answer Greeting Menu

5 – Compose Message Menu

7 – Delete All Messages

* - Return to Previous

Play Message Menu

2 – Play/Repeat:Skip Envelope

4 – Play Previous

5 – Play Envelope

6 – Play Next

7 – Delete

8 – Call Sender

9 – Additional Opts

# - Save Messages

“ – Return to Previous

# - Repeat Menu

Additional Options

1 – Reply to MSG

2 – Forward message

“ – Return to Previous

# - repeat Menu

Reply to Message

1 – Change

2 – Listen

3 – Send

6 – Set/Clear Urgent

7 – Set/Clear Private

* – Return to Previous

# - Repeat Menu

Greeting Menu

1 – Record

2 – Listen

3 – Revert to Default

* – Return to Previous

# - Repeat Menu

Compose Message

1 – Change

2 – Listen

3 – Send

4 – Send to Group

5 – Send to Dist

6 – Set/Clear Urgent

7 – Set/Clear Private

* – Return to Previous

# - Repeat Menu

Select Dist List

1 – Select List 1 ---

15 – Select List 15

* – Return to Previous

# - Repeat Menu

Distribution List

1 – Select Another List

2 - Review List

* – Return to Previous

# - Repeat Menu

While Playing Msgs

1 – Change

2 – Listen

3 – Send

4 – Send to Group

5 – Send to Dist

6 – Set/Clear Urgent

7 – Set/Clear Private

* – Return to Previous

# - Repeat Menu

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Emerge

Voicemail

Accessing the Voicemail Message Main Menu

Setting up your Voicemail B

ox

Step

Action

1

Press the Message Key

2

Press Message Center and select Connect

3

Enter your Default Passcode ___________________

4

Enter a new passcode at the Voice Portal prompt

Re-enter your new passcode at the prompt

Follow the prompts to record your Personalized Name Greeting by recording

your First and Last name. The voicemail box has now been initialized

Subsequent Use

Step

Action

1

On the status bar tap

2

Press Message Center and select Connect

3

Enter your new passcode

4

Press 1 to access your voice mail box

5

Follow the menu table to record personalized greetings and play messages.

Voice Messaging Main Menu

Key

Option

1

Play message (enabled with new or saved)

2

Record/Change Busy Greeting

3

Change No Answer Greeting

5

Compose and Send Menu

7

Delete ALL Messages

*

Voice portal Admin Menu

#

Repeat this menu

Page | 19

Record Your Personalized Greetings

The System has two greetings; Busy and No Answer. The default greetings will play until a personal greeting has

been recorded.

Busy Greeting Menu

Busy greeting will play when Do not Disturb is on or the Ignore soft key is pressed on incoming call.

To Record a Busy Greeting

Step

Action

1

Access the Voice Message Main Menu. Press 2 and follow the voice prompts.

2

Key

Option

1

Record new Busy Greeting

2

Listen to current Busy Greeting

3

Revert to System Default Busy Greeting

*

Voice Messaging Main Menu

#

Repeat this menu

No Answer Greeting Menu

The No Answer greeting plays when a call is not answered

.

To Record a No Answer Greeting

Step

Action

1

Access the Voice Message Main Menu. Press 3 and follow voice

prompts.

2

Key

Option

1

Record New No Answer Greeting

2

Listen to current No Answer Greeting

3

Revert to System default No Answer Greeting

*

Voice Messaging Main Menu

#

Repeat this menu

To listen to your

m

e

ss

a

g

e

s

Step

Action

1

Access the Voice Message Main Menu

2

Press 1 to listen to messages. You are now in the *Play Messages Menu. (See

voicemail overview for more options)

Note: if there are no new or saved messages you will hear the voice announcement

indicating the status

Page | 20

Voice Mail Overview

Key

Option

1

Play messages

#

Save a Message

7

Delete a Message

2

**Play or repeat message: skip envelope

Key

Option

1

Skip Backward 3

seconds

2

Pause

Playback

3

Skip forward 3

seconds

4

Skip to beginning of

message

6

Skip to end of

message

4

Return to previous message

5

Play message envelope (date & time info)

6

Move to next message

8

**Initiate Call to Sender. This will dial out to the Caller ID of the caller. After

the caller hangs up you will still be in the system at this menu.

**Additional Options Menu ( See Menu below)

Key

Option

1

Reply to Message Menu

2

Forward Message Menu (more below)

*

Return to Play Messages

Menu

#

Repeat this

menu

Key

Option

1

Change Current

introduction

2

Listen to current

introduction

3

Send Message to specific group member(s)

4

Send Message to entire

group

5

Send message to distribution list- (See Select

Distribution List Menu)

6

Set or clear urgent

indicator

7

Set or clear confidential

indicator

*

Return to Play Messages

Menu

#

Repeat this

Menu

Note: Messages marked Confidential cannot be

forwarded.

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Polycom Integra VVX 500 End User Manual

Polycom Integra VVX 500 End User Manual

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