Columbus Polycom VVX 450 User manual
Polycom VVX 450
Handset User Guide
Produced by:
Jason George
Issue Date:
18/06/20
Service
Horizon
Type
IP Handset
“The UK’s No. 1 Hosted Phone System & UC Solution: Work
anywhere and on any device with Horizon from Columbus UK.”
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Columbus UK is 25!
Technology is developing at an astounding pace, but some things don’t change. In 1994 we helped
customers leverage the very latest telecoms and technology services and became trusted advisors
for customers up and down the country. This hasn’t changed today. We still do the same thing but
there’s one very important difference; we now have 25 years of experience in the business
communications and technology sector and a core team that has been part of the journey from the
very beginning. This offers stability, deep expertise and above all years of collective experience. If
you need help with any telecoms, mobile or IT related challenge get in touch with us, we’d be
delighted to help you.
Find out more about Columbus from our early days until now.
Find out what business tech was like in 1994 when we first started.
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Contents
1. Introduction......................................................................................................................................................................................... 4
2. How to set up the Polycom VVX450 ......................................................................................................................................... 4
3. Phone Keys and Hardware............................................................................................................................................................. 4
4. Phone Icons and Status Indicators ............................................................................................................................................. 6
5. Call Actions .......................................................................................................................................................................................... 6
Place Calls ................................................................................................................................................................................................. 6
Answer an incoming call..................................................................................................................................................................... 7
Hold a Call ................................................................................................................................................................................................ 7
Resume a Call.......................................................................................................................................................................................... 7
Ending Calls.............................................................................................................................................................................................. 7
Transferring Calls ................................................................................................................................................................................... 8
Choose a Default Transfer Type....................................................................................................................................................... 8
Transfer a Call.......................................................................................................................................................................................... 8
Cancel a Transfer.................................................................................................................................................................................... 8
6. Managing Calls................................................................................................................................................................................... 9
Display Calls from the Lines Screen................................................................................................................................................ 9
Manage a Call from the Calls Screen............................................................................................................................................. 9
Reject Incoming Calls........................................................................................................................................................................... 9
Call Forwarding.....................................................................................................................................................................................10
7. Audio Conference Calls.................................................................................................................................................................11
Initiate a Conference Call..................................................................................................................................................................11
Join Calls to Create a Conference Call.........................................................................................................................................11
End a Conference Call........................................................................................................................................................................11
Hold a Conference Call......................................................................................................................................................................12
Resume a Conference Call ...............................................................................................................................................................12
Mute and Unmute Audio..................................................................................................................................................................12
8. Phone Actions...................................................................................................................................................................................12
View the Contact Directory..............................................................................................................................................................12
Listen to Voicemail..............................................................................................................................................................................12
9. Enabling Wi-Fi Functionality .......................................................................................................................................................13
10. Contact Us....................................................................................................................................................................................16
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1. Introduction
This user guide will help you to navigate and use your VVX450 phone. It will give you an overview of
your phone, and walk you through tasks so you can successfully use your phone to perform basic
and advanced phone functions.
2. How to set up the Polycom VVX450
The phone will arrive pre-configured and needs to be connected to the internet & powered up using
Power over Ethernet (PoE) or via AC power supply.
3. Phone Keys and Hardware
The figure below shows the main phone keys and features.
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Reference
Number
Feature
Feature Description
1
Line keys
Enable you to select a phone line, view calls on a line, or
quickly call a favourite contact.
2
Reversible tab
Secures the handset in the cradle when your phone
stand is positioned at a high angle. To secure the
handset, remove the tab, reverse it so the protrusion
points up, and re-insert it. Position the handset so the
protrusion on the tab fits into the slot on the handset.
3
Speaker
Provides ringer and speakerphone audio output.
4
Back key
Enables you to return to the previous screen.
5
Transfer key
Transfers an active call to a contact.
6
Messages key
Enables you to access and manage instant and voice
messages.
7
Hold key
Holds an active call or resumes a held call.
8
Volume keys
Adjust the volume of the handset, headset, speaker, and
ringer.
9
Dial pad
Enables you to enter numbers, letters, and special
characters. You can also use the dial pad keys to select
menu items that have index numbers.
10
Mute key
Mutes local audio during calls and conferences.
11
Speakerphone key
Enables you to place and receive calls using the
speakerphone.
12
Headset key
Enables you to place and receive calls through a
headset.
13
USB Port
Enables you to attach a USB flash drive or USB headset.
14
Home key
Displays the Home screen from other screens and
displays the Lines and Calls screen from the Home
screen.
15
Navigation keys /
Select key
Scrolls through information or options displayed on the
phone's screen. Selects a field of displayed data.
16
Soft keys
Enable you to select context sensitive keys that display
along the bottom of the screen.
17
Security slot (on
back)
Enables you to attach a universal security cable lock to
your phone so you can secure it to a desktop.
18
Screen
Shows a 10.9 cm (4.3 in) colour display with a backlight
that enables you to view menu options and data.
19
Message Waiting
Indicator
Flashes red to indicate when you have new messages.
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4. Phone Icons and Status Indicators
Icon
Description
Icon
Description
Registered line
Phone warning
Unregistered line
Login credentials invalid
Outgoing call
Shared line
Active call using Polycom HD Voice
USB flash drive attached
Held call
Call forwarding enabled
Incoming call
Presence status (Available)
Active conference
Presence status (Busy or In a Call)
Do Not Disturb enabled
Presence status (Away)
Favourite
Presence status (Do Not Disturb)
Placed call
Presence status (Offline)
Received call
Presence status (Offline)
Missed call
New message
Wireless network
5. Call Actions
The VVX 450 phone can manage a maximum of three active, incoming, and held audio calls at a time.
However, you can have only one active call in progress with numerous other incoming calls or calls
on hold on all phones.
Place Calls
Do one of the following:
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•Start typing a phone number.
•Select New Call.
•Press a line key.
•Pick up the handset, press , or press .
•Enter a number or select a recent contact.
•Select Dial.
Answer an incoming call
Do one of the following:
•Pick up the handset.
•Press or select Answer.
•Press .
•After you answer the incoming call, the call becomes active.
Hold a Call
You can place any active call on hold on VVX 450 Phone
•During an active call, select Hold
•If you're in the Calls screen, select the call first.
•A hold icon is displayed on the line of the held call and a red LED light flashes on the line
key
Resume a Call
You can view and resume all held calls on the phone.
Do one of the following:
•Select Resume.
•From the Calls screen, select the call and select Resume.
Ending Calls
You can end active calls at any time; however, you must resume held calls before you can end the
call. You can end an active call on your phone at any time.
Do one of the following:
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•Place the handset on the cradle.
•Press End Call.
•In the Calls screen, highlight the call and press End Call
Transferring Calls
You can transfer active or held calls to another person using the following transfer types:
•Blind transfer—Transfers the call directly to another line without speaking with the other party
first.
•Consultative transfer—Enables you to speak with the other party before completing the
transfer.
Choose a Default Transfer Type
You can choose a default transfer type to use for all calls on VVX 450 phone. When you choose a
default transfer type, the phone uses the selected transfer type for all calls. Consultative is the default
transfer type.
•Navigate to Settings > Basic > Preferences.
•Select Default Transfer Type and choose a transfer type.
•The selected transfer type is used for all calls.
Transfer a Call
You can transfer a call to another contact and choose the transfer type you want to use for the call.
During a call, do one of the following:
•Press Transfer to use the default transfer type.
•Press and hold Transfer to use the non-default transfer type.
•For example, if Blind is the default, press and hold Transfer to perform a Consultative
•transfer.
•Press Transfer > More and select Blind or Consultative.
•Depending on the default transfer type, either the Blind or Consultative option displays. For
•example, if the default transfer type is Blind, then you can select Consultative.
•Dial a number or choose a contact from the Recent Calls or a directory.
•If the transfer type is set to Blind, the call is transferred immediately.
•If the transfer type is set to Consultative, select Transfer after speaking with your contact.
Cancel a Transfer
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If a contact does not answer the transfer or you want to remain speaking with the contact on your
line, you can cancel the transfer before it is complete.
•Select Cancel. The call is not transferred and becomes active.
6. Managing Calls
Display Calls from the Lines Screen
You can display the calls for each line from the Lines screen. When you select a phone line that has
a held call, the first held call on that line is automatically resumed, even if you already have an active
call on a different line.
•Press and hold the line key
•Display Calls from the Calls Screen
You can view multiple calls on your line from the Calls screen.
Do one of the following:
•Press the Home key
•From the Lines screen, press the Calls soft key.
The Calls screen is displayed with the list of active and held calls for each line on the phone.
Manage a Call from the Calls Screen
From the Calls screen, you can manage a call by holding, resuming, or transferring the call.
Do one of the following:
•Select Hold to place an active call on hold.
•Select Resume to make a held call active.
•Select End Call to end a call with a contact. You can end active calls only, so resume the
•held call first before ending it.
•Select Transfer to send the call to another contact.
•Select Conference to initiate a conference call.
Reject Incoming Calls
You can reject a call and send the call directly to voicemail. Rejected calls display in the Missed Calls
list in your Recent Calls list. Rejecting calls is not available for shared lines.
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•From the Incoming Call screen, select Reject.
Reject Calls from a Contact
You can send incoming calls from a particular contact directly to your voicemail.
•Navigate to Directories > Contact Directory.
•From your Contact Directory, select a contact.
•From the Contact Information screen, select Edit or tap.
•From the Edit Contact screen, select Auto Reject > Enabled and select Save.
Calls from the contact are sent directly to voicemail when the contact calls
Rejecting Calls with Do Not Disturb
Do Not Disturb (DND) enables you to set your phone to automatically reject calls when you don’t
want to be interrupted.
Enable Do Not Disturb
You can enable DND to prevent your phone from ringing and to send all incoming calls directly to
voicemail. All calls you receive while DND is enabled are logged in the Recent Calls list. Enabling DND
on shared lines disables ringing only. A visual notification of the call still displays, and you have the
option to answer or ignore the call.
Note: When you set your presence status to Do Not Disturb and enable DND on your phone, a
message stating that your status is set to Do Not Disturb scrolls under the time display, and the DND
icon does not display in the status bar.
•Select DND
Call Forwarding
You can forward an incoming call to a contact or forward all incoming calls to a contact.
To forward an incoming call:
•In the Incoming Call screen, select Forward.
•From the Call Forwarding screen, enter the forwarding number, and select Forward.
To forward all incoming calls:
•Select Forward or navigate to Settings > Features > Forward.
•If your phone has multiple lines, select a line.
•On the Forwarding Type Select screen, select a forwarding type.
•Enter a contact's number if enabled, and select Enable.
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If you selected the No Answer option, enter the number of rings before the call is forwarded. To
disable call forwarding:
•Select Forward.
•If your phone has multiple lines, select a line.
•From the Forwarding Type Select screen, select your forwarding type, and select Disable.
7. Audio Conference Calls
The VVX450 phone can manage a maximum of three active or held conference calls at a time.
However, you can have only one active conference call in progress with numerous other conference
calls on hold.
Initiate a Conference Call
You can initiate a conference call with up to two contacts. When your phone is set up for single key
press conferences, you do not need to select the Conference soft key a second time to join parties
to a conference call.
•Call a contact.
•When the contact answers, select the Conference soft key.
•The call is held.
•Enter another contact's number or select a contact from the directory or the call lists.
•When the contact answers, select the Conference soft key.
•All call participants are added to a conference call.
Join Calls to Create a Conference Call
You can join one active call and one held call into a conference call.
Do one of the following:
•When you have an active call and a held call, select the Join soft key.
•When you have an active call and more than one held call, select a held call and then select
the Join soft key.
The active call and the selected held call are joined into a conference. If you have multiple held
calls, the other held calls on the line remain held.
End a Conference Call
When you end a conference call, your connection to the call and all other participants will end
•During a conference call, select End Call.
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Hold a Conference Call
When you place a conference call on hold, you place all conference participants on hold.
•Select Hold
Resume a Conference Call
Resuming a held conference call enables all participants to hear the audio of everyone on the call.
•Select Resume.
Mute and Unmute Audio
You can mute the microphone so other parties cannot hear you. Microphone Mute applies to the
handset, headset, and speakerphone. You can still hear all other parties when you mute your
microphone.
•During a call, including a conference call, press the mute key
•The other parties cannot hear you.
•Press again to unmute the microphone.
8. Phone Actions
View the Contact Directory
You can view and add contacts to the Contact Directory. To view the Contact Directory:
•From the Home screen, Directories > Contact Directory.
Listen to Voicemail
•Navigate to Messages.
•Select Message Centre.
If you have multiple lines on your phone, select the line that has the new message.
•From the Messages screen, select Connect and follow the prompts to access your
messages.
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9. Enabling Wi-Fi Functionality
By default, the Polycom VVX450 is configured to connect via a wired connection. To enable the Wi-
Fi functionality a USB Wi-Fi dongle needs to be connected to the device and the Wi-Fi option needs
to be enabled from within the menu. Start by inserting the USB Wi-Fi dongle into the USB port on
the rear of the device. The Wi-Fi mode then needs to be enabled. This can be done by following the
below menu sequence:
Entering the Main Menu and navigating down to option 7 “Wi-Fi”
Entering the “Wi-Fi” menu option will present the current status, which as default will be “Off”
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To enable this functionality, navigate down to “On” and press the “Select” key
Once this is selected, the phone will advise you that it requires a reboot, select “Cancel” to go back
or “Yes” to continue with the reboot.
It’s important to note that when the device boots up, it will no longer be able to obtain an IP address
via the wired connection (Both Wired and Wireless cannot run in parallel).
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Once the device has started the above prompt will be displayed on screen, press “Start” to begin the
setup.
The ability to scan for a Wi-Fi network is presented. A list of available networks will populate this
page and from here you can press “Select” to attempt to join that network.
Upon pressing “Select” you will need to enter the appropriate security credentials for that particular
Wi-Fi network. Once you have finished press the “More” option and then press “Connect”.
The device will then join the chosen Wi-Fi network.
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