cogeco Polycom VVX 501 User manual

Polycom VVX® 501 Business Media Phone
QUICK START GUIDE
Hosted PBX

Table of
Contents
Getting Started With Hosted PBX 3
Setting Up Voice Mail Greetings from Your Phone 3
About The Touchscreen 4
Phone Views 4
Home View 4
Lines View 5
Active Call View 6
Calls View 6
Entering Data 7
About Calls 7
Placing Calls 7
Answering Calls 7
Ending Calls 8
Holding Calls 8
Transferring Calls 8
Placing Conference Calls 8
Viewing Recent Calls 8
Listening To Voicemail 9

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE
Headset
Speakerphone
Mute
Message
Volume
Muting the Microphone 9
Using Do Not Disturb 9
Adjusting Volume 9
Updating Ringtones 9
Auto Attendant Greetings 9
Directories

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 3
Introduction
Geing Started With Hosted PBX
Welcome to Cogeco's Hosted PBX phone service. We designed the Polycom
VVX®501 Business Media Phone to streamline your communications with
easy-to-use features and a touchscreen that's simple to navigate. Below,
we'll walk you through all its features including setting up your voicemail,
display screen and making conference calls. We've also included useful,
time-saving tips throughout this guide. Let's get started.
Seing up Voice
Mail Greetings
From Your Phone
The Hosted PBX Customer Portal Home page is the main screen for the portal
where you can view your Call Manager settings and access a range of other services.
1. Dial feature code *98 or Tap from Lines, Calls, or Active Call view
(see below).
2. Enter a PIN of your choice (at least 6 digits)
3. Re-enter PIN to confirm
4. Upon hearing the system voice prompt, record your name
5. Press #to confirm
6. Setting up the Greetings
Choose one of the following options:
Press 1
to record a personal greeting. Follow
the voice prompts to complete the
recording.
Press 2
to select system generated greetings
that include your name. Greeting is
automatically created.
Press 3
to select system generated greetings
that include your phone number.
Greeting is automatically created.
Press 4
to select system generated greetings
that include both your name and
telephone number. Greeting is
automatically created.

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 4
Press the pound key (#) to confirm.
After 3 unsuccessful attempts to log in, you will be locked out. Please contact
technical support at 1-855-440-5602. Accessing the Voice Portal from a remote
location is not offered.
VoIP 9-1-1 Service features may differ from traditional wireline 9-1-1 services.
Visit cogeco.ca/911 for more information.
Note: For use
with Polycom®UC
Software 4.1.3 Note
that configurations
vary and the screen
displays used in this
guide may not reflect
those on your phone.
See your system
administrator for
more information. For
detailed information
on how to use your
phone, navigate to
your phone Support
page from the
Business Media
Phones Support page.
About the
Touchscreen
Tap to select and highlight screen items. To scroll, touch the screen, and swipe
your finger up, down, right, or left. To go back to a previous screen, tap Back.
Home View
Home view displays icons you can tap to access phone functions. Touch and hold
the Page Indicator (shown next) to display more or fewer icons. You can also swipe
the screen to display more icons.
Phone Views
Your phone has four main Views: Home, Calls, Active Call, and Lines view (the
default). You can access Home and Lines view at any time. If your phone has one
or more calls, you can also access Calls or Active Call view.
To change Views:
• For Home view press .
• From Home view, press to alternate between Home and Lines view, or, if
you have one or more calls, between Home and either Calls or Active Call view.
• To switch between Lines and either Calls or Active Call view, swipe the screen.

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 5
From Home view, tap the phone Line to display your phone Lines and Favorites
(shown next). To go back, tap Close (shown next).
Lines View
Lines view displays phone Lines, Favorites, and soft keys.
Example of Home
view display icons
Example of phone
lines and favorites
Example of Lines view
displays phone Lines,
Favorites, and soft keys.

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 6
Active Call View
Calls View
If your phone only has one call—and it’s active—you can access Active Call view.
If your phone has multiple calls, or one held call, you can access Calls view.
If your phone is idle, you can:
• Tap the phone Line to access the Dialer.
• Swipe to switch between Lines view and the Browser (if enabled on your phone).
Call color indicates status:
Dark green
Active call
Dark blue
Incoming and held calls
Bright green
Active call is highlighted
Bright blue
Incoming or held call is highlighted
Active and highlighted
Incoming
Held
Held
Tap a call to highlight it. The soft keys control the highlighted call.
Example of Active Call view
Example of multiple
calls, or calls on hold

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 7
Entering Data
About Calls
Placing Calls
Use the onscreen keyboard or the dial pad keys to enter information.
To backspace, tap .
To use the onscreen keyboard, tap .
To type with the dial pad keys, press a dial pad key repeatedly to view the
character options and stop to select. To type other characters, tap Encoding
or Mode. When using the dial pad keys, use the 1, *, 0, and #keys.
Only one call can be active at one time. You can use the handset, speakerphone,
or headset for calls. During a call, you can change modes by picking up the
handset, or by pressing or .
Pick up the handset, or press or . 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 .
Tip - Returning
to Your Calls
If you navigate
away from your
call(s), tap
to see Active Call
or Calls view again.
Timesaver - Placing
Calls Quickly
Tap a recent call,
or tap a contact’s
phone number in
the Contact Directory.
calls
Answering Calls
To answer with the speakerphone, press or tap Answer.
To answer with the handset, pick up the handset. To answer with a headset,
press .
To answer a new call while on an active call, tap Answer. The current call will
be held.

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 8
Ending Calls
Holding Calls
Transferring Calls
Placing
Conference
Calls
To end an active call, replace the handset, press , or press . Or, tap
End Call.
To end a held call, navigate to Calls view and highlight the held call. Tap Resume,
and tap End Call.
From Lines, Calls, or Active Call view, tap Hold. If you’re in Calls view,
remember to highlight the call first.
To resume a held call, tap Resume from either Lines or Calls view.
From Lines, Calls, or Active Call view, tap Transfer, and call the other party. When
you hear the ringback sound, or after you talk with the other party, tap Transfer.
Call the first party, and after the call connects, tap Confrnc.Then, dial and
connect with the second party and tap Confrnc again.
From Lines or Calls view, you can:
• Tap Hold to hold all participants.
• Tap End Call to remove yourself from the call, but keep the other
participants connected.
• Tap Split to end the conference and hold all participants.
Timesaver - Placing
Conference Calls
If you have an active
and held call, tap
Join to set up a
conference.
Viewing Recent
Calls
To view your Recent Calls list, tap Directories from Home view, and tap Recent
Calls. From the Recent Calls list, tap to sort and order calls, tap to
display only certain calls, or tap a call record to call the person.
Timesaver - Viewing
Recent Calls
Tap from
Lines, Calls, or
Active Call view.

COGECO BUSINESS | POLYCOM VVX®501 BUSINESS MEDIA PHONE 9
Listening to
Voicemail
Muting the
Microphone
Using Do
Not Disturb
Adjusting Volume
Tap Messages from Home view, and tap Message Center. Tap Connect and
follow the prompts.
During a call, press so other parties can’t hear you. To disable Mute,
press again.
If you have a service that supports Do Not Disturb, you can enable or disable
ringing. To enable or disable ringing, tap DND from Home or Lines view.
When Do Not Disturb is enabled, the DND icon, , displays in the status bar.
To change call volume, press during a call. To change the ringer
volume, press when the phone is idle or ringing.
Tip - Saving Recent
Callers to Your Directory
From your Recent Calls
list, tap next to the
call, and tap Save. Enter
additional information
and tap Save.
Timesaver - Accessing
Your Message Center
Tap from Lines, Calls,
or Active Call view.
Updating
Ringtones
To change the incoming call ringtone, tap Settings from Home view, and tap
Basic >Ring Type. Tap the ringtone you want.
To set a ringtone for a contact, navigate to your Contact Directory and tap the
contact. Tap , update the contact’s Ring Type, and tap Save.

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Auto Aendant
Greetings
Dial the Auto Attendant (AA) phone number
(E.g. 51#, 52#, 53# provided by Cogeco)
Upon hearing the IVR Prompt, press/key-in *6 Enter PIN followed by #
(E.g. 1234#)
If entering the for system the first time, it will give you the option of choosing
your PIN (a minimum of 4 digits is recommended). Re-enter the new PIN to
confirm, followed by #.
To Record & Edit recordings for Business and Non-Business hours
Press 1
To change the configuration of your automated attendant
Press 1
To turn on/off your automated attendant
Press 2
To record or edit announcements used for your business-hours menu
• Press #to record your initial greeting
• When finished recording press #
• Press 1 to save the recording
• Press 2 to re-record/override
• Press 3 to exit
• Press 4 to continue recording
Press 3 - To record or edit announcements used for your non-business-hours
menu (Note: this option will be only available if you have your attendant configured
by Cogeco to provide your callers with options during Non-Business hours)
• Press #to record your initial greeting
• When finished recording press #
• Press 1 to save the recording
• Press 2 to re-record/override
• Press 3 to exit
• Press 4 to continue recording
Follow the voice prompts to complete the recording.
Press the (*) button to return to the previous menu.

Questions?
Please visit our HPBX FAQ page at cogeco.ca
or call us at 1-855-440-5602.