Harbor Communications Polycom VVX 400 User manual

Harbor Communicaons (Revision 4/20/2018) Page 1 of 6
Reference Guide
Polycom V V X 400/401/410/411
Common Features and Funcons
Send a Call to
Voicemail
Press the Transfer sokey and dial *55 plus the
extension number.
As a call is incoming, you can press Ignore to
send to your own voicemail.
Do Not
Disturb
(Oponal Feature*) Press the DND sokey. The LCD
screen indicates that Do Not Disturb is acve on the
phone. This sends calls to voicemail and will cause
your phone to not ring. To deacvate, press the DND
sokey again.
Transfer a Call
During an acve call, press the Transfer sokey.
Dial the number, announce the call, and press
the Transfer sokey again to complete the
transfer.
Favorites
Press the Setup/Sengs buon. Scroll to
Directories, Select and go to Contact Directory
select and you can add at the boom or the Edit
sokey to change the speed dial.
To use hit the directory buon and go to Contact
Directory.
Call Forwarding
Press the Forward sokey and enter the access
code and the number to which to forward calls.
If you are forwarding calls to an external
number, use the access and area code as
required. Press Dial. The LCD displays Calls
Forwarded.
To cancel Call Forwarding, press the Clr Fwd
sokey again.
Set Up a
Conference
Call
Dial the rst party you want to conference. When the
person answers, press Conf to place the person on
hold. Dial the next number you want to include in
the call and press Conf again.
Repeat these steps to add more people to the
conference. The total number allowed depends on
individual phone setups. For larger calls, you may
wish to call Harbor to have a call in number set up for
your team.
Intercom
(Push to Talk)
Pre-dial *50 on your keypad to iniate the
Intercom (Push to Talk) feature and pickup the
handset. You will see Enter Page Target on the
screen. Dial the extension number, and press #.
(Oponal Feature*) To page all extensions, use
Intercom in conjuncon with a group dial code
feature that can be set up by Harbor
Communicaons.
Park /
Retrieve
a Call
(Oponal Feature*) While on an acve call, press the
Transfer key, and press *96 and #. A message will
give a code to use to pickup the call. Press Transfer
and this will park the call.
To retrieve a parked call, dial *97 and #. Then Enter
More Digits will display on the screen. Enter the
code provided when placing on park and press #.
(Oponal Feature*) For convenience, Harbor
Communicaons can set up a limited number of
parks as a one buon push feature.

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Figure 1 Model vvx410
Core Calling Acons
Acon How to?
Place / Answer
Call
To place or answer a call, pick
up the handset or press the
Speaker or Headset buon,
press a line buon and dial
from the keypad.
If the call arrives on your
primary line, pick up the
handset, press the Speaker or
Headset buon. If the call
arrives on another line buon,
press that buon.
End a
Call
Hang up the handset or press
the EndCall sokey. If you are
using the speaker phone, press
the Speaker buon.
Adjust
Volume
Li the handset or press the
Speaker buon. Press + or - on
the volume buon to increase
or decrease the volume. Press
Save to maintain the new level.
Mute
Press the Mute buon on the
phone to mute and un-mute
the speaker phone or handset.
#Phone Feature Descripon
1Handset Pick up to answer or place calls.
2Speaker Speaker for phone.
3Message Waing
Indicator
When indicator is:
Flashing Red: You have a new voice mail.
4LCD Screen
Your phone may vary, but commonly displays:
•Date and me
•Phone staon name
•Line extensions
•Sokey opons
5Line Keys
Indicates phone line status:
Green (steady): Line is acve or in use.
Green slow blinking): Line is ringing.
Red (Slow blinking): Line on hold.
6Sokey buons
Located below the LCD Screen. Performs the
acon stated on the tabs that display on the
LCD screen. (See Fig 1, #6)
7Scroll Navigaon
Buon
Press in any direcon to scroll through the
opons on the LCD screen. Used to navigate
menus and change sokey opons.
8Center Select Press to select the highlighted opon.
9Messages
Buon Press to access voice mail.
10 Hold Buon Press to place a call on hold.
11 Setup/Sengs
Buon
Press to access a menu to congure features
and preferences for this phone, access call
history, and provide phone status.
12 Mute buon
Press to mute and un-mute your phone.
Flashing red means no network connecon
exists.
13 Volume Buon Use to adjust volume of ringer on speaker
(when on hook) and headset (when o hook).
14 Speaker Buon Press to turn on speaker phone.
15 Headset Buon Press to acvate the headset.
16 Keypad Press to dial numbers.
17 Transfer
During an acve call, press the Transfer
sokey. Dial the number, announce the call,
and press the Transfer sokey again to
complete the transfer

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Figure 2 VVX 410 Buon Illustraon
While on a Call
Sokey Funcon
Hold Places the call on hold.
End Call Ends the call.
Conf
Links two or more calls. To conference a call:
1. Dial the rst party.
2. Press the Confrnc sokey.
3. Listen for dial tone.
4. Dial the second party.
5. Press the Confrnc sokey again.
If you hang up, the conference call disconnects.
Transfer
Places the call on hold while you dial the number to
which you want to send the call.
1. While on an acve call, press the Transfer
sokey and dial the receiver’s phone number.
2. When the receiver answers the phone,
introduce the call by leng them know who is
calling.
3. Press Transfer key and hang up.
If the caller doesn’t want to accept the call, you may
use the arrow keys to navigate to the old call and
press the Resume sokey.
BlindTrans
See Transfer sokey funcon for steps. Blind Trans
means you do not introduce the call before hanging
up.
PrivHold For lines with Shared Call Appearance, PrivHold
holds the call privately for this extension only.
Alternate Sokeys While on a Call or on Hook
Resume Rejoins the call on hold.
Answer
Answers currently ringing call. Appears both while
on hook and while on a call. Pressing while on a call
puts rst call on hold immediately.
Ignore Sends caller directly to voicemail.
Advanced Funcons — Sokeys
While on Hook
Sokey Funcon
Redial Calls last number dialed.
Directory Accesses your personal or group directory.
Forward
Forwards all incoming calls to another
number that you dene. (Will only forward
calls to your direct dial number.)
(Oponal Feature*) While on Hook
Intercom
Allows speakerphone to be used as an
intercom. Pressing this buon and dialing
the extension will cause the caller’s voice to
broadcast over the receiving phones
speaker.
DND
Do Not Disturb. Prevents incoming calls from
ringing to your phone. Calls forward to
voicemail or to next rollover automacally.
VM
Access can be given to alternate voicemail
boxes. Typically, this buon is added to give
access to the Main number’s voicemail box.
Park
Park allows you to set a call on hold and pick
the call up on any other phone that has the
same park buon.

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Advanced Funcons — Sokeys (Connued)
While on Hold
Resume Restarts a call on hold.
End Call Ends the call.
New Call Places a new call.
Redial Calls the last number dialed.
Directory Opens a pre-congured address book.
Forward Re-routes all incoming calls to another telephone
number.
While on a Second Call with Another Call on Hold
Hold Put current call on hold immediately.
End Call Ends the current call.
Conf Allows creaon of a conference call with the
current caller.
Transfer Sends a call to another extension or line
(funcons the same as single call).
BlindXfer Transfer a call without introducing the caller
(funcons the same as single call).
Conf Line
Conference a held call with an acve call.
Merges second call with rst call to form a 3-
way call with you.
Xfer Line
Merges second call with the rst call. Unlike
Conf Line, you will not be a parcipant and
the second call is handed o to the rst call.
PrivHold
For lines with Shared Call Appearance,
PrivHold holds the call privately for this
extension only.
While in a Conference
Hold Places highlighted line on hold. Calls will split and
no longer be a conference.
End Call
Ends the highlighted call only. When in calls
larger than 3 people, the End Call feature can be
used to kick people out of the conference
individually.
Join Merges the calls in conference so that you are
removed but the other callers can sll talk.
Descripon Code Descripon Code
Call Forward Always - Acvate *72 Call Return *69
Call Forward Always - Deacvate *73 Do Not Disturb - Acvate *78
Call Forward No Answer - Acvate *90 Do Not Disturb - Deacvate *79
Call Forward No Answer - Deacvate *90 Direct Voice Mail Transfer *55[Ext number]#
Call Park *96 Intercom (Push to Talk)
(Oponal Feature*) *50[Ext number]#
Call Park Retrieve *97 Voice Mail Retrieval *98
Group Call Pickup
(Oponal Feature*)
*11 picks up any ringing extension (in
your group) or
*12[Ext number]# will pick up a
specic extension.
Caller ID-O *67 (Must be done per call)
Commonly Used Feature Access Codes
Pro Tip: Pressing the # symbol will complete any dialing for faster connecon.

Harbor Communicaons (Revision 4/20/2018) Page 5 of 6
Changing Your Ringtone
Press the Setup/Sengs buon.
Scroll to and select the Sengs.
Scroll to and select Ring Type.
Press the Right Arrow key.
Scroll through ringtones and press Play to hear.
FAQs
Why doesn't my main line forward when I forward my phone?
When you forward your phone, you forward calls that are called directly to your phone. While your main line may currently be
directed to your phone, it (for most companies) remains a virtual number that we are able to move around as needed. This means
that while you may have forwarded your phone number of xxx-xxxx, the main line of yyy-yyyy sll needs to be told where to go
separately. If you need your main line forwarded, the best thing to do is call Harbor Communicaons and we can forward the line
for you, go over opons custom to your business for you to forward the main line, and program any consistent forwarding you
may need (such as going to an answering service at night.
I don’t see all the sokeys listed in this guide…. How do I see them?
The navigaon buons (See Fig. 1 #7) will allow you to scroll le and right to see the current available sokeys.
How do I set up or change line appearances?
Some business choose to opt-in to Harbor Communicaons’ phone administrator portal and change these themselves. However,
Harbor Communicaons will gladly set these up for your convenience. Call us with the phone number of the phone you need
changed and what you need added and we will handle the rest.
What steps should I take when I hire an employee?
When you hire new sta, they will need new training. Harbor Communicaons provides video resources online to help your new
hire as well as the resources you already have with your sta that have already received training or have been using the phones.
Addionally, there may be some new needs for the new hire. Here are some things to look for in order to report to Harbor:
 Does this person have a phone or do you need to add new phones to your account?
 If a phone is being reassigned, report the number and name of the person to change the name to?
 Does the new hire’s phone have appearances or speed dials that need to be changed on other phones?
 Does the new hire’s phone and name need to be added in my auto aendant?
 Have I wiped the old phone owner’s voicemail and had my new hire record greengs?
What steps should I take when I re/lose an employee?
Basically, do the opposite of a new hire (as seen below). Please report any needed changes to Harbor customer service.
 Are you keeping the phone or are you removing phones from your account?
 If a phone is being reassigned, report the number and name of the person to change the name to?
 Does the person’s phone have appearances or speed dials that need to be changed on other phones?
 Does the person’s phone and name need to be removed from my auto aendant?
 Have I wiped the old phone owner’s voicemail?

Harbor Communicaons (Revision 4/20/2018) Page 6 of 6
How do I set up a new auto aendant to direct calls for me?
Harbor Communicaons’ VoIP team will set up the call roung for you the way you need it. We do assist some by doing inial
recordings from a provided script. However, we do ask that your team learns how to change recordings so that your team can
customize it for your business. For example, you may wish to add holiday greengs specically for your business. More complex
aendants may incur fees.
How do I change my exisng auto aendant?
Harbor’s VoIP team will have to give individualized instrucons to your team. These recordings are able to be changed through
your phones but each business has an individualized setup to meet their needs. While the recording can be changed freely, it is
important to note that the roung (ex. “Press 1 to go to Name”) cannot change without the assistance of Harbor Communicaons’
sta.
How do I conference with more than 3 people?
While the conference buon on your phone does have the potenal to add more than a 3-way call, the number allowed varies per
the individual business and the setup of each phone. The best thing to do is to call Harbor to set up a conference bridge for your
business. Every business can have 1 free conference bridge that gives your team dial codes to hand out to manage a conference.
Why can’t I put a call on hold and pick it up on another phone?
This feature is just a change in terminology. On older systems where the lines ed to all phones, placing a call on hold stayed on
the same line (“There’s a call on line 1.”). Today’s phones are far more advanced. Each phone has its own lines and several of
them. These lines are independent of each other. This means when you put someone on hold on line 1, they will stay on line 1.
However, each phone has its own line 1. So when they are on hold on line 1, this is line 1 for you and you only.
To accomplish the same goal, we have an oponal feature* called Call Park that allows you to set the person on a virtual line that
you can then call into and pick the call back up from any other phone. This can even be simplied to be a 1 buon push process,
but we recommend using transfer whenever possible as it is much simpler and will help your team not pick up someone else’s
parked call.
What is the USB for?
Most commonly, people use this to charge their cell phones. However, there are more advanced features (such as loading your
own ringtones) that are available. Harbor Communicaons does not provide support for these features and making them funcon.
They will be up to your team’s internal IT to assist with any addional needs you may want.
What are the items notated as Oponal Feature*?
Items notated as Oponal Feature* in this handout are items that Harbor may need to set up for your phones individually.
However, it is important to know that some features may require addional fees. Please call Harbor Communicaons’ customer
service to invesgate the feature for your team that you may be needing.
How can I contact Customer Service?
Call Toll-free at 866-414-9090.
Mobile County - 251-662-1532
Baldwin County - 251-923-1532
New Orleans - 504-300-1532
Email - [e-mail]
FAQs (Connued)