Poly VVX 4 Series User manual

Poly VVX 4xx Series
Quick Reference Guide
page 1 of 2
Services not available everywhere. Business customers only. Lumen may change, cancel or substitute products and services,
or vary them by service area at its sole discretion without notice. ©2020 Lumen Technologies. All Rights Reserved.
Getting started
Setting up your voicemail
Making calls to
From your office phone:
1. Press the Voicemail button.
2. When prompted, enter the temporary passcode + #(provided in
your welcome email).
3. Follow the automated prompts to record your name, set your
schedule, and record an “open” and “closed” greeting.
From outside of the office:
1. Dial the voicemail retrieval number (provided in your welcome
email).
2. When prompted, enter your 10-digit phone number + #.
3. Reenter your 10-digit phone number + #.
4. Follow automated prompts to record your name, set your
Schedule, and record an “Open” and “Closed” greeting.
Phones in your office*
Extension Dialing (2-7 digits+#)
Phones in other offices
10-digit phone number
Local
10-digit phone number
Long Distance
10-digit phone number
Toll-Free
10-digit phone number
International
011 + country code + city code + number
Operator*
0
Information**
411
TTY
711
Emergency Services***
911
Voicemail PIN guidelines
* When dialing extensions or numbers less than 10 digits, add a #
after the number to make the call go through faster.
** Information may be restricted on some phones, charges may
apply.
*** Emergency services are tied to the service address of your phone.
PINs are required (can no longer be skipped)
PINs must be 6-15 numeric digits in length
The PIN cannot solely consist of your telephone number or any part of
your telephone number
The same digit cannot be repeated more than twice:
Allowed examples: 11xxxx, xxx88xxx, xxxxxx99
Not allowed examples: 222xxx, xx444xx, 77777
The entire PIN cannot be sequential, either ascending or descending:
Allowed examples: 012347, 98761, 01234560
Not allowed examples: 123456, 0123456789, 9876543210
Phone features
Consultative transfer
Blind transfer
Consultative transfer allows you to announce the call prior to
completing the transfer process:
1. While on a call, press the Transfer soft key or Transfer button.
The person you’re talking to is placed on hold and you receive dial
tone.
2. Dial the extension+# or 10-digit number for the individual you
wish to transfer to.
3. After announcing the call, press the Transfer soft key, button, or
hang up to complete the transfer.
4. If the party does not answer or chooses not to accept the transfer,
press the Cancel soft key to stop the transfer process and return
to the caller.
Note: When transferring in this manner, the caller ID appearing to the
recipient of the transfer, after the transfer is complete, is the caller ID of
the calling party.
Blind transfer does not allow you to announce the caller:
1. While on a call, press the Transfer soft key or Transfer button.
The person you’re talking to is placed on hold and you hear dial
tone.
2. Press the Blind soft key.
3. Enter the extension+# or 10-digit number for the individual you
wish to transfer to.
4. The blind transfer is complete.
5. If you make a mistake or change your mind, press the Cancel
soft key, to return to the caller. This must be done before the #or
10th digit of a 10-digit number is entered.
Note: When transferring in this manner, the caller ID that appears to
the recipient of the transfer is the caller ID of the incoming caller.
Transferring a call to voicemail
Making a conference call
To transfer callers directly to voicemail:
1. While on a call, press the To Vmail soft key. Note that the caller
will still be on your line and will be able to hear should you speak.
2. Dial the recipient’s extension and press the Enter soft key.
3. The call leaves your phone and goes directly to that individual’s
voicemail.
4. To cancel the transfer process, press the Cancel soft key to return
to the caller.
Note: When transferring in this manner, the caller ID that registers in
the recipient’s voicemail is the caller ID of the incoming caller.
Conference up to 15 callers, including yourself:
1. While on a call, press the Conference soft key or Conference
button. The person you’re talking to is placed on hold and you
receive dial tone.
2. Dial the number of the person you want to add to your call.
3. After announcing the conference, press the Conference soft key
or button to complete the conference.
4. If they don’t answer or don’t wish to join the call, press the Cancel
soft key to release that party and return to your original caller(s).

Poly VVX 4xx Series
Quick Reference Guide
page 2 of 2
Services not available everywhere. Business customers only. Lumen may change, cancel or substitute products and services,
or vary them by service area at its sole discretion without notice. ©2020 Lumen Technologies. All Rights Reserved.
Phone features, continued
Forwarding calls
Call park
Forward your calls to another extension or outside number:
To enable forwarding:
1. Press the Forward soft key.
2. Navigate down to the option you want to enable: Always, No
Answer, or Busy, then press the Select soft key.
3. On the keypad, enter the number or extension you want to forward
to, then press the Enable soft key.
4. An arrow icon appears next to your extension confirming
activation of forwarding.
To disable forwarding:
1. To disable, press the Forward soft key, and navigate to the
forwarding option you wish to disable.
2. Press the Select soft key.
3. Press the Disable soft key to remove forwarding.
4. The icon no longer displays confirming deactivation of forwarding.
Call park allows you to place calls on hold, then retrieve from another
phone within your office:
To park a call:
1. Press the Park soft key.
2. To park the call against your extension, simply press the #key, or
enter any extension+#.
3. The call is parked on that extension.
To retrieve a parked call:
1. At dial tone, press the Retrieve soft key.
2. When prompted, enter the extension+# the call was parked on.
Do not disturb (DND)
Using call logs
Do Not Disturb (DND) sends callers directly to voicemail.
To activate DND:
1. Press the DND soft key.
2. An icon appears next to your extension confirming activation of
DND.
To deactivate DND:
1. Press the DND soft key again.
2. The icon no longer displays confirming deactivation of DND.
Your phone retains a list of call logs that you can access by pressing
the Callers soft key. You can also access call logs by pressing the
Home button, navigate to Directories, then press the Select soft key.
All call logs retain records for 100 days.
You can also access more detailed call logs from your Outlook toolbar
and using the VoIP portal: https://voip.centurylink.com/
Speed dial 8
Speed dial 100
Speed dial 8 allows you to program up to 8 contacts using 1-digit
codes 2 through 9.
1. With dial tone, dial *74. When prompted, enter the 1-digit code
you’d like to program, followed by a 10-digit phone number.
2. To use speed dial 8, while the phone is on-hook (no dial tone), dial
a 1-digit code on the keypad, then lift the handset or press the
handsfree button. Example: Do not establish dial tone, dial “x”,
then lift the handset; x = the 1-digit code you want to dial.
Speed dial 100 allows you to program up to 100 contacts using 2-digit
codes 00 through 99.
1. With dial tone, dial *75. When prompted, enter the 2-digit code
you’d like to program, followed by the 10-digit phone number.
2. To use speed dial 100, while the phone is on-hook (no dial tone),
enter # + 2-digit code, then lift the handset or press the
handsfree button. Example: Do not establish dial tone, dial #+xx
and lift the handset; xx = the 2-digit code you want to dial.
Voicemail
Retrieving voicemail (3 ways to access)
Voicemail shortcuts
From your office phone:
1. Press the Voicemail key.
2. When prompted, enter your passcode + #.
From outside the office*:
1. Dial the voicemail retrieval number.
2. When prompted, enter your 10-digit phone number + #.
3. When prompted, enter your passcode + #.
By calling your direct-dial number:
1. During your greeting, press 7.
2. When prompted, enter your passcode + #.
Note: *You can save a contact in your mobile phone to automatically
log you in by adding a contact with the voicemail retrieval phone
number <pause> [10-digit number] # <pause> [password] #.
To get your messages
While a message is playing
1,1 To listen to your messages
4To repeat menu
5To hear message details
again
6To send copy of message
7To delete message
8To reply to message
8,8 To place a call to this
person
9To save this message
3,3,7 Delete message without
listening to it
1Rewind message (10 sec)
1,1 Restart message from
body
2Pause/resume
3Fast forward (10 sec)
3,3 End of message
4Slow message down
VoIP portal
Login information
New VoIP portal password
URL: https://voip.centurylink.com (make this link a favorite)
Username: included in the welcome email from your administrator.
Password: included in the welcome email from your administrator.
Record your password here: