Polycom VVX 400 User manual

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Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0
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Copyright ©2013, Polycom, Inc. All rights reserved. No part of this document may be reproduced, translated into
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without the express written permission of Polycom, Inc.
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written permission of Polycom.
End User License Agreement
By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to
be bound by the terms and conditions of the End User License Agreement for this product.
Patent Information
The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent
applications held by Polycom, Inc.
Open Source Software Used in this Product
This product may contain open source software. You may receive the open source software from Polycom up to
three (3) years after the distribution date of the applicable product or software at a charge not greater than the
cost to Polycom of shipping or distributing the software to you. To receive software information, as well as the open
source software code used in this product, contact Polycom by email at [email protected].
Disclaimer
While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom
makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any
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Contents
About This Guide......................................................................................................6
Conventions Used in this Guide.....................................................................................................6
Terms and Writing Conventions.......................................................................................................6
Information Elements.......................................................................................................................7
Typographic Conventions ................................................................................................................8
What’s in This Guide?......................................................................................................................8
Getting Help and Support Resources.............................................................................................9
Getting Started........................................................................................................10
Viewing Your Phone Keys and Hardware ....................................................................................10
Understanding Phone Views.........................................................................................................11
Home View.....................................................................................................................................12
Lines View......................................................................................................................................13
Calls View ......................................................................................................................................14
Understanding Phone Icons and Status Indicators....................................................................15
Navigating Your Phone Interface..................................................................................................16
Entering and Updating Data Fields...............................................................................................17
Using the Dialpad Keys..................................................................................................................18
Registering the Phone....................................................................................................................19
Configuring Your Phone Using the Web Configuration Utility..................................................19
Using Basic Features .............................................................................................21
Managing Call Activity ...................................................................................................................21
Answering Incoming Calls.............................................................................................................22
Answering Additional Calls ............................................................................................................23
Answering Calls on Shared Lines..................................................................................................23
Answering Calls Automatically.......................................................................................................24
Managing Multiple Calls.................................................................................................................24
Placing Calls ...................................................................................................................................25
Calling from the Dialer....................................................................................................................26
Placing Calls from Favorites, Recent Calls, and Directories.........................................................27
Redialing Numbers.........................................................................................................................28
Ending Calls....................................................................................................................................28
Using Headsets...............................................................................................................................28
Enabling Headset Memory Mode...................................................................................................29
Responding to Incoming Calls......................................................................................................29
Ignoring Incoming Calls..................................................................................................................29
Rejecting Incoming Calls................................................................................................................30
Forwarding Incoming Calls ............................................................................................................30
Managing Active Calls....................................................................................................................30
Holding Calls..................................................................................................................................31
Transferring Calls...........................................................................................................................31

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Managing Conference Calls ..........................................................................................................32
Initiating Conference Calls.............................................................................................................32
Holding and Resuming Conference Calls......................................................................................33
Ending Conference Calls ...............................................................................................................33
Splitting Conference Calls..............................................................................................................33
Managing Conference Call Participants.........................................................................................34
Changing the Way Calls are Answered........................................................................................35
Forwarding All Calls to Another Person.........................................................................................35
Rejecting Calls from a Contact ......................................................................................................36
Diverting Calls from a Contact.......................................................................................................37
Using Do Not Disturb .....................................................................................................................37
Using Do Not Disturb with Multiple Lines.......................................................................................38
Listening to Voicemail....................................................................................................................39
Viewing Recent Calls......................................................................................................................40
Managing Your Contact Directory ................................................................................................41
Managing a Corporate Directory...................................................................................................44
Controlling Audio and Volume......................................................................................................45
Updating the Incoming Call Ringtone ............................................................................................45
Updating a Contact’s Ringtone ......................................................................................................46
Changing the Ringer Volume.........................................................................................................46
Muting the Microphone...................................................................................................................46
Changing the Audible Ring Setting................................................................................................46
Managing Favorites........................................................................................................................47
Managing Shared Lines .................................................................................................................48
Using Advanced Features......................................................................................50
Using Buddy Lists..........................................................................................................................50
Updating Your Status.....................................................................................................................51
Managing a Buddy List...................................................................................................................52
Blocking Contacts ..........................................................................................................................53
Monitoring Buddies ........................................................................................................................53
Integrating with Microsoft Lync Server 2010...............................................................................55
Using the Browser..........................................................................................................................55
Navigating the Main Browser.........................................................................................................56
Entering Information in the Main Browser......................................................................................57
Broadcasting Messages Using Push-to-Talk and Group Paging..............................................57
Push-to-Talk Mode.........................................................................................................................58
Using Group Paging Mode.............................................................................................................61
Using the Calendar.........................................................................................................................64
Opening and Closing the Calendar................................................................................................66
Navigating Month View..................................................................................................................66
Navigating Day View......................................................................................................................67
Navigating Meeting View ...............................................................................................................68
Managing Meeting Reminders.......................................................................................................68
Joining Meetings from the Calendar..............................................................................................69
Using a Mouse and Keyboard with Your Phone..........................................................................70
Using a Mouse and Keyboard with Your Phone............................................................................70
Logging into Your Phone...............................................................................................................74

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Logging In and Out of a Phone......................................................................................................74
Placing Calls from Phones that are in the Logged-Out State........................................................75
Changing Your Password ..............................................................................................................75
Locking Your Phone.......................................................................................................................76
About Your User Password............................................................................................................76
Locking and Unlocking Your Phone...............................................................................................77
Placing and Answering Calls on a Locked Phone.........................................................................77
Accessing Features with Your Login Credentials.......................................................................78
Customizing the Phone’s Display .........................................................................80
Changing the Language on Your Phone......................................................................................80
Changing the Time and Date Display...........................................................................................80
Changing the Backlight..................................................................................................................81
Changing the Phone’s Background Picture ................................................................................82
Changing the Background Picture.................................................................................................83
Using a Personal Photo as a Background Picture.........................................................................83
Displaying Screen Savers..............................................................................................................84
Choosing a Screen Saver..............................................................................................................84
Administrative Tasks..............................................................................................85
Understanding Phone Warnings...................................................................................................85
Restarting the Phone......................................................................................................................85
Updating Phone Configuration .....................................................................................................86
Testing Phone Hardware................................................................................................................86
Getting Help.............................................................................................................87
Related Documents........................................................................................................................87
The Polycom Community...............................................................................................................88
Copyright, Safety, and Regulatory Notices ..........................................................89

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About This Guide
This guide uses a number of conventions that help you to understand information and perform tasks.
Conventions Used in this Guide
This user guide contains terms, graphical elements, and a few typographic conventions. Familiarizing
yourself with these terms, elements, and conventions to help you successfully perform tasks.
Terms and Writing Conventions
The Phone/your phone These terms refer to either the VVX 400 or VVX 410 phone. Unless
specifically noted in this guide, both phones operate in the same way, and the information in this
guide applies to both phones. Throughout the guide, VVX 400 is used to represent both the VVX
400 and VVX 410 phones.
Press This action refers to pressing a key on the keypad, a line key, an arrow key, a hard key,
like Hold or Microphone Mute, or pressing and holding soft key.
Select Submenu >Submenu >Submenu This convention describes how to access submenus.
Each submenu name is in boldface and separated by a greater than (>) symbol. If the instructions
indicate to select Basic >Preferences >Language, select the Basic submenu, select the
Preferences submenu, and select the Language submenu.
Highlight This action refers to selecting an item on the screen so that its appearance brightens.
Soft keys apply to highlighted items.
Select Selecting an item on the screen refers to using the up, down, left, and right arrow keys to
highlight an item. Press the central Select key so that another screen opens.
Views Your phone has four views: Home, Calls, Active Call, and Lines, which is the default view.
A view is a specific screen on the phone interface that provides unique information and enables you
to perform specific tasks.
Dialpad The dialpad is the area of the keypad you use to enter numbers and characters. The
dialpad consists of all the number keys, as well as the asterisk (*) and pound (#) keys.
Key This term refers to any button on the phone console. Phone keys include the dialpad keys
, , , , , , , and .
Option An option is one of a series of items you can select for a phone setting, such as Enabled
and Disabled.
Held call This term describes any call, including a conference call, that is on hold. Audio for held
calls cannot be heard.
Active call This term refers to a call, including a conference call, you’re currently in. An active call
has audio associated with the call.
Setting The name of a field for which you can define information or choose an option.
Field This term describes the area of the screen next to a setting in which you can enter
information or select an option.

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Icon A picture on the screen. There are two types of icons:
Select to access a function, feature, setting, or application. For example, when you’re in Home
view, select the New Call icon to place a call.
Provides phone information or status only. Selecting this type of icon doesn’t access another
function. For example, your phone displays an icon to indicate that you have a voicemail
message to notify you of the current status.
Soft key This term describes the context-sensitive keys that display at the bottom of the screen
and that update depending upon the task you’re performing. To see additional options, press More,
if available. The More soft key displays on the far-right of the soft key area.
Soft key area The soft key area is the area along the bottom of the screen that displays context-
sensitive soft keys, as shown above.
Status bar The status bar is the top-most part of the screen. It displays the time, date, and other
messages, as shown next.
Information Elements
This guide includes any of the following icons to alert you to important information.
Icons Used in this Guide
Name
Icon
Description
Note
The Note icon highlights information of interest or important information you
need to accomplish a procedure or to understand a concept.
Administrator Tip
Highlights techniques, shortcuts, or productivity related tips.
Caution
Highlights information you need to know to avoid a hazard that can impact
device performance, application functionality, or successful feature
configuration.
Warning
Highlights an action you must perform (or avoid) to prevent issues that may
cause you to lose information or your configuration setup, and/or affect phone
or network performance.

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Name
Icon
Description
Web Info
Highlights supplementary information available online such as documents or
downloads on support.polycom.com or other locations.
Timesaver
Highlights a faster or alternative method for accomplishing a method or
operation.
Power Tip
Highlights faster, alternative procedures for advanced administrators already
familiar with the techniques being discussed.
Troubleshooting
Highlights information that can help you solve a relevant problem or to refer you
to other troubleshooting resources.
Settings
Highlights settings you need to choose a specific behavior, enable a specific
feature, or access customization options.
Typographic Conventions
A few typographic conventions are used in this guide to distinguish types of in-text information.
Typographic Conventions
Convention
Description
Bold
Highlights interface items such as menus, soft keys, file names, and directories.
Also represents menu selections and text entry to the phone.
Italics
Emphasizes text to show example values or inputs and to show titles of reference
documents.
Blue Text
Highlights cross references to other sections within this document and for
hyperlinks to external sites and documents.
Courier
Indicates code fragments and parameter names.
What’s in This Guide?
This guide is organized into six chapters. The beginning chapters introduce the phone and explain how to
use the phone’s basic features. The next few chapters describe advanced features, and how to customize
your phone to suit your needs. The final chapters show you where to get help and outline known issues
and workarounds. The guide also includes safety and legal information.

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Getting Started This chapter contains general information about your phone that is helpful before you
start using your phone. This chapter also describes phone hardware and phone views, and how to
navigate menus and enter data.
Using Basic Features This chapter describes all the basic features that your phone offers, such as
how to add contacts and favorites, or transfer or forward calls.
Using Advanced Features This chapter describes the advanced, optional features, available for your
phone, which includes recording calls, locking your phone, monitoring buddies, and accessing a Browser.
Customizing Your Phone This chapter describes the ways you can customize your phone, including
setting up a screen saver or changing the backlight, choosing a background picture, or setting the time
and date format.
Administrative Tasks This chapter describes tasks that your administrator can ask you to perform.
These tasks include investigating phone issues, restarting the phone, updating the phone’s configuration,
and testing the phone’s hardware.
Getting Help This chapter provides you with links to Polycom or partner documents and web sites. You
can also find links to the Polycom Community, which provides a number of discussion forums you can
use to share ideas with your colleagues.
Copyright, Safety, and Regulatory Notices This section provides important safety and compliance
information relating to your phone.
End-User License Agreement The End-User License Agreement outlines important safety and
compliance information for your phone.
Getting Help and Support Resources
This user guide includes a Getting Help section where you can find links to Polycom product and support
sites and partner sites. You can also find information about The Polycom Community, which provides
access to discussion forums you can use to discuss hardware, software, and partner solution topics with
your colleagues. To register with the Polycom Community, you need to create a Polycom online account.
The Polycom Community includes access to Polycom support personnel, as well as user-generated
hardware, software, and partner solutions topics. You can view top blog posts and participate in threads
on any number of recent topics.

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Getting Started
This user guide helps you to navigate and use your Polycom®VVX®400 and the Polycom®VVX®410
business media phones, gives you an overview of your phone and walks you through tasks so you can
successfully use your phone to perform basic and advanced functions. This guide contains overview
information for people just starting to learn about their VVX 400 or VVX 410 phone, or who have
experience, but need a quick refresher. It is intended for beginner through advanced users who want to
learn about their phone’s features.
Before you start using your VVX phone, you need to become familiar with the phone’s features and user
interface. This chapter outlines your phone’s components and the screen layout. This chapter also shows
you how to configure your phone remotely using the Polycom Web Configuration Utility.
Note: Accessing Features and Options
As you read this guide, keep in mind that certain phone features are configurable by your system
administrator or determined by your phone environment. As a result, some features are disabled or
operate differently on your phone. The examples and figures in this guide do not always reflect what
displays on your phone screen.
Viewing Your Phone Keys and Hardware
Use the following figure to understand your Polycom phone’s hardware features. For more information
about attaching phone hardware, including how to connect your phone to the network, see the Quick Start
Guide for your phone available your phones web page on Polycom Business Media Phones.
Figure 1: Understanding VVX 400 and 410 Hardware Features

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Table 1: VVX 400 and 410 Hardware Features
Feature
Description
Speaker
Provides ringer and hands-free (speakerphone) audio output.
Dialpad
Enables you to enter numbers, letters, and special characters. You can also use
the dialpad keys to select menu items that have index numbers.
Security slot
The connector on the back of your phone that enables you to attach a laptop
cable lock to your phone so that you can secure it to a desktop. For more
information on locking your phone to the desktop, see Security Slots on Polycom
Phones (Technical Bulletin 64654).
Message Waiting Indicator
Flashes red to indicate new messages.
Home key
Press from any screen to display Home view. From Home view, press
to display other phone views.
Screen
The 3.5-inch diagonal screen is backlit.
Navigation keys/Select key
Scroll through displayed information or options. Select a field of displayed data.
Headset key
Enables you to place and receive calls through a headset. The key glows green
when an analog headset is activated.
Speakerphone key
Enables you to place and receive calls using the speakerphone. The key glows
green when activated.
Mute key
Mutes local audio during calls and conferences. The key glows red when
activated.
Volume keys
Adjust the volume of the handset, headset, speaker, and phone’s ringer.
Microphone
Transmits sound to other phones.
Web Info: Attaching Phone Hardware
For information on attaching phone hardware, including how to connect your phone to the network,
see the Quick Start Guide for your phone, available by navigating to your phone from the Polycom
Business Media Phones Web page.
Understanding Phone Views
Your phone has three main views: Home, Calls, and Lines view, which is the default view. Home view
displays your messages, settings, and information. Lines view is your phone’s default phone view and
displays your phone lines, your favorites, and conditional soft keys. In Calls view, you can see all your
active and held calls.
To change views:
» For Home view, press to display either Lines or Call view.

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Troubleshooting: Why Can’t I Access a Certain View?
The views you can access depend upon the number of calls your phone has, and whether your
phone has an active call. If your phone is idle, you can access the Home and Lines view by pressing
. If your phone has only one active call you can access Home and Lines view by pressing . If
your phone has multiple calls, or one held call, you can access the Home, Lines, and Calls view by
pressing .
At the top of each view is a status bar, which shows the date and time and important phone messages, as
shown next.
Figure 2: Viewing the Status Bar
Home View
You can display Home view by pressing . At the bottom of Home view is a Page Indicator that shows
how many pages of icons Home view displays, as shown next.
Figure 3: Viewing the Page Indicator
To view more menu options in Home view:
» Press the down or up arrow key to navigate the pages in Home view.
To select a menu option:
» Press the right or left arrow key to choose a menu option, and press Select.
The following icons display in Home view on your phone:
New Call Displays the Dialer so you can place a call.
Messages Provides you with access your voicemail.

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Directories Enables you to access your Contact Directory, Favorites, Recent Calls list, Corporate
Directory and Buddy Status List.
Forward Sets up forwarding options for incoming calls on your line.
DND Enables Do Not Disturb for your phone. When DND is enabled, your phone doesn’t ring and
incoming calls go to voicemail.
Settings Provides you with access to phone features and settings you can use to customize your
phone.
The following are additional icons available on your phone:
Applications Provides you with access to a menu of custom applications. See your administrator
for information about any applications available for your phone.
Calendar Show a calendar with your meeting details. You can also join meetings from your
phone using the calendaring feature.
Lines View
Lines view is your phone’s default phone view and displays your phone lines, your favorites, and
conditional soft keys, as shown next.
Figure 4: Viewing Lines View

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In Lines view, you can press a line key to access the Dialer and view the number of active or held calls on
your phone, as shown below. In Lines view, the phone line indicates the number active and held calls on
your line. If the phone line has an active call, the call color is dark green, as shown below. If the phone
line has one or more held calls, the call color is dark blue, as shown next. The number of total calls is
shown above the calls.
Figure 5: Viewing Active and Held Calls in Lines View
Troubleshooting: Why Can’t I Access the Idle Browser?
If your phone has calls, you can’t access the Idle Browser. To access the Main Browser, select
Applications from Home view. For information about the Browser, see Using the Browser
Calls View
You can access Calls view (shown next) if your phone has multiple calls in progress, or you have one
held call. Use the up and down arrow keys to see all your calls. If your phone has multiple lines, calls
display under the associated line.
The following colors indicate the call statuses on your phone:
Dark green Active call
Bright blue Incoming call
Dark blue Held call

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You can use the up and down arrow keys to highlight a call. When you select a call, available soft keys
display for the call.
Figure 6: Viewing Calls View
Understanding Phone Icons and Status
Indicators
The VVX 400 and 410 has a number of icons that display on your phone screen. The following table
displays the icons and indicators used on the VVX 400 and 410 phone screen.
Table 2: Icons Used on the VVX 400 and 410
Icon
Description
Icon
Description
Registered line
Phone warning
Unregistered line
Login credentials invalid
Placing a call
Shared line
Active call using Polycom HD
Voice
Shared line with a held call
Held call
Call forwarding is enabled
Incoming call
You have messages
Active conference
Presence status (Available)
Placed call
Presence status (Busy or In a Call)

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Icon
Description
Icon
Description
Received call
Presence status (Away)
Missed call
Presence status (Do Not Disturb)
Favorite
Presence status (Offline)
Do Not Disturb enabled
Presence status (No information)
Navigating Your Phone Interface
Your phone has a number of keys and soft keys you can use to navigate menus and phone views on your
phone. The following table shows you how to use keys and soft keys to perform tasks and navigate your
phone.
Table 3: Navigating Your VVX 400 and 410 Phone
If you want to…
Do this…
Return to Home view from any
screen
Press .
Return to the previous screen
Press Back, as shown next. Or press the left arrow key.
Switch phone views
If you are in an active call, press to switch between the Home view,
Lines view, and Calls view. If you are not in an active call, press to
switch between Home view and Lines view.
Place a call
Press Dial or use the right arrow key from a call list.
Highlight calls in Calls view
Use the up and down arrow keys to select a call. The soft keys, like Hold or
Resume, apply to the highlighted call.

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If you want to…
Do this…
Select a menu item or option
Use the up and down arrow keys to highlight the menu item or option, and
press Select.
If the menu is numbered, press the dialpad key to enter the corresponding
menu. For example, press 4to enter the Backlight Timeout menu as shown
above.
Use *to page up and #to page down in the menus.
Close an option box without
selecting anything
Press the left arrow key or the Back soft key.
Select a soft key, menu item, or
option
Use the up and down arrow keys to highlight the menu item or option. Press
the appropriate soft key.
If an item in a list has a number next to it, press the corresponding number
on the dialpad to select the item.
Select a soft key that’s not in view
If a More soft key displays in the far-right of the soft key area (as shown
next), additional soft keys are available. Press More to view the additional
soft keys.
Entering and Updating Data Fields
You can enter information into text fields on your phone using the dialpad keys on the phone’s console.
You have two options on your phone for entering information: Mode and Encoding.
Mode Enables you to enter numerical and text characters in title case, lowercase, or uppercase.
Encoding Enables you to enter alphanumeric and special characters, including numbers, text,
and characters in special languages.
The following table lists the available Mode and Encoding options on your phone.
Table 4: Mode and Encoding Options on VVX Phones
Options Available When You Select Mode
Options Available When You Select Encoding
Abc
Abc
ABC
ABC
abc
abc
123
123
ASCII
Latin (to enter accented characters)
Katakana (for Japanese characters)

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Options Available When You Select Mode
Options Available When You Select Encoding
Unicode (to store characters as double bytes)
Cyrillic (for Russian characters)
Using the Dialpad Keys
You can use the dialpad keys on your phone console to enter field information. The following table shows
you how to enter information in text fields using the dialpad and text options on your phone.
Table 5: Entering Information on the VVX Phones
If you want to…
Do this…
Enter numbers, or characters in
uppercase, lowercase, or titlecase
mode
Select Encoding or Mode, and select one of the alphabetic (Abc, ABC, or
abc) options.
Enter only numbers
Select Encoding or Mode, and select the numeric (123) option.
Enter text in a special language
Select Encoding, and select one of the language options.
Enter a character
Press a dialpad key repeatedly to view the character options and stop to
select. When the character you want to enter displays in the field, wait one
second, and enter the next character.
Enter a number
Press a dialpad key repeatedly (depending what mode you’re in) to enter
the number that displays on that key.
Enter a special character
Select Encoding, and select one of the alphabetic (Abc, ABC, or abc)
options. Then, press the 1, *, 0, or #key one or more times to enter one of
the following special characters:
1key: ! | ‘ ^ \@ : 1
*key: . * - & % + ; ( )
0key: / , _ $ ~ = ? 0
#key: # > < { } [ ] “ ‘
Note: You can’t access special characters when you’re in numerical (123)
mode.
Enter a space
Select Encoding, and select one of the alphabetic (Abc, ABC, or abc)
options and then press the 0key.
Note: You can’t enter a space when you’re in numerical (123) mode.
Delete one or more characters
Use the arrow keys to position the cursor to the right of the character(s) that
you want to delete and then press the Backspace soft key .

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Registering the Phone
Your system administrator configures your phone with the necessary parameters so that the phone is
registered and ready to set up before you receive your phone.
If your phone is not part of a large phone deployment, your phone is registered after you set up your
phone. Make sure that you or your system administrator registers the phone before you set up and begin
using your phone.
Web Info: : How to Register Your Phone
For detailed information on how to register your phone after you install it, see Registering
Standalone Polycom Phones (Quick Tip 44011).
Configuring Your Phone Using the Web
Configuration Utility
This section explains how to update your phone’s settings using the phone’s menu commands. You can
also update these settings remotely with the Polycom Web Configuration Utility.
The Web Configuration Utility enables you to view and configure your phone’s software features from a
computer using any compatible web browser. The utility provides a browser-friendly view of the settings
you can configure on your phone. Using the utility, you can perform many of the same updates from your
computer that you can perform using your phone’s menu system.
Web Info: Using the Web Configuration Utility
For detailed information on accessing, navigating, and using the utility, see the Polycom Web
Configuration Utility User Guide.
Before you begin using the Web Configuration Utility, you need to know the IP address of your phone and
the user password to log in to the utility.
To find your phone’s IP address:
» From Home view, Select Settings >Status > Platform >Phone, and use the arrow keys to
navigate to your phone’s IP address.
To access the Web Configuration Utility for your phone:
1 Launch a Web browser from a computer on the same network as your phone.
2 In the address bar of your web browser, enter the IP address of your phone and press the Enter.
For example, if your phone’s IP address is 123.22.3.4, enter this information in the address bar.

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3 From the Web Configuration Utility login screen, select User, enter the user password, and click
Submit. The default user password is 123.
The Web Configuration Utility Home screen is displayed.
After you log into the Web Configuration Utility, you can begin setting up different features on your phone
under Preferences.