Polycom VVX 300 User manual

Quick Start Guide
Polycom VVX 300 & 310
6-Line Desktop Phone with HD Voice

Quick Start Guide
1. Getting to know your VVX300/310

Quick Start Guide
2. Understanding the Icons
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 Enabled
Incoming Call
You have Messages
Active Conference
Presence Status
(Available)
Placed Call
Presence Status
(Busy/In Call)
Received Call
Presence Status
(Away)
Missed Call
Presence status
(DND)
Favourite
Presence status
(Offline)
Do Not Disturb Enabled
Presence status
(No information)
3. Basic Phone Features
New Call
Select new call to display the dialler.
Messages
Select messages to access your voicemail.
Directories
Select directories to access your contact directory, favourites
and recent calls list. You may also be able to access a corporate
directory and buddy status list if they have been set up on your
phone.
Forward
Select forward to set up forwarding options for incoming calls.
DND
Select DND to toggle (Do Not Disturb) on or off. When DND is
enabled, your phone will not ring and incoming calls will go to
voicemail.
Settings
Select settings to access phone features and settings to
customise your phone.
Additional icons may include:
Applications
Select applications to access a menu of custom applications. See
your administrator for information about any specific
applications listed in this menu.
Calendar
Select calendar to show a calendar with your meeting details.
Using the calendar feature, you can join a meeting directly from
your phone.

Quick Start Guide
4. Phone Views
Your phone has three main views:

Home

Calls

Lines (Default View)
To Change Views

From home view, press

From home view, press to display either lines or call view

At the top of each view is a status bar. The status bar shows the date and time.
If your phone has information you should know about, messages will display along
with the time.
Home View

Home view displays your phone line, messages, settings and information. At the
bottom of the home view is a page indicator that shows how many pages of
icons home view displays.

To change the displayed page, press the down or up arrow key. To change the
highlighted entry, press the right or left arrow key. Press select to access the
desired menu.
Calls View

Calls view allows you to see multiple calls in progress on the same line, or if 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.
Lines View

Lines view is your phone’s default display. Lines view displays your phone lines,
favourites and soft keys on the soft keys area.

If your phone is idle, you can press a line key to access the dialler.
If your phone has calls, the phone line indicates the number of calls you have
and if they’re active or held. If the phone line has an active call, the call colour is
medium grey. If the phone line has one or more held calls, the call colour is light
grey. The number of total calls is shown above the calls. To select a call, use the
up or down arrow keys.

Quick Start Guide
5. Place a call
Use any of the following methods to place a call:
Dial a number

Press the new call soft key. Select one of the previously called entries shown in
the display or start entering a number. As you enter numbers the dialler displays
a list of similar numbers. Use the up and down arrow keys to select a match and
automatically enter it.

Dial the number then press the speaker button

Dial the number then press the headset button if you are using a headset.
Dial a contact from your directory

From home view, select directories, and select contact directory.

From your directory, use the up and down arrow keys to select the contact you
want to call.

Place the call by doing one of the following:
•
From the contact’s information screen – press info, then press dial
•
Use the up and down arrow key to select the contact, and press dial.
6. Responding to incoming calls
While your phone is ringing, you can do any of the following:

Temporarily ignore the call before answering it.

Reject the call so it goes directly to voicemail.

Forward the call to another person.
Ignoring Incoming Calls
Ignore or silence a call to stop your phone from ringing. Even though the call is
ignored, your phone will still display the incoming call notification so you can still
answer the call.
To ignore or silence a call:

From the incoming call window, press ignore (for private lines) or silence (for
shared lines).

The incoming call window disappears, your phone stops ringing and
either home or calls view displays

Quick Start Guide
Rejecting Incoming Calls
Reject a call to stop your phone from ringing and send the call directly to
voicemail. Calls you reject display in your recent calls list. Rejecting calls is not
available for shared lines.
To reject an incoming call:

From the incoming call window, press reject. You can also reject an
incoming call from lines and calls view.

The call goes directly to voicemail.
Forwarding incoming calls to another person
While the phone is ringing, you can forward the call to another person
To forward an incoming call to another person:

While the phone is ringing, press forward.

From the call forwarding window, enter the forwarding number, and press
forward.
7. Handling Active Calls
When you’re in a call, you can do any of the following:

Hold the call

Transfer the call to another person

Set up a conference call with the person you’re talking with and another person.
Holding Calls
You can place an active call on hold. A held call is displayed in both calls view and
lines view as follows:
To hold a call:

From lines view or calls view, press hold. If you’re in calls view be sure to
highlight the call first.
To resume a held call:

From lines view, press resume.If there’s more than one held call on the line, the
last call that you held will be resumed. If you have multiple lines and you press
resume, the last call that you held – on either line – will be resumed.
Or

From calls view, use the up and down arrow keys to highlight the call and press
resume

Quick Start Guide
8. Transferring Calls
When you transfer a call to another person, you have the option to talk to the
person before the transfer completes.
If your phone supports a blind transfer, you can automatically transfer a call without
talking to the other person. The call is automatically transferred after you dial the
number you’re transferring the call to.
To transfer a call:

From lines or calls view, press transfer. The active call is held.

From the dialler, place a call to the person you want to transfer the call to.

When you hear the ring-back sound, press transfer to complete the transfer.
Or

If you want to talk with the person before the transfer completes, connect and
talk with the person, and then press transfer. To cancel the transfer before the
call connects, press cancel.
To perform a blind transfer:

From lines or calls view, press transfer. The active call is held.

From the dialler, press blind, and place a call to the person you want to transfer
the call to. If you don’t see blind, press more then blind.

The call automatically transfers to the person you specified.
9. Conference Calls
Setting up Conference Calls
There are two ways to set up a conference: The conventional way – by calling to
people and using the confrnc soft key – or joining two existing calls using the join
soft key.
To set up a conference call:
1. Call the first person
2. From lines or calls view, press more and then confrnc.
The active call is held.
3. Using the dialler, call the second person
4. When the second person answers, press more and then confrnc to join
everyone in a conference.
The ‘Active: Conference’ screen appears

Quick Start Guide
10. Listening to Voicemail
Your phone may indicate new voicemail messages by the following:

A message in the status bar, the status bar indicates how many new messages
you have. The count is a total of all messages on all lines on the phone.

A flashing message waiting indicator (MWI), located at the top-right of your
phone.

An audible alert (if your phone is idle)
To listen to voicemail messages:
1. Press and select message centre. Or from home view, select messages and
select message centre.
2. If multiple lines are configured on your phone, the line select screen displays.
Use the up and down arrow keys to select the line that has the message.
3. From the messages screen, press connect and follow the prompts.
If your voicemail messages are delivered to an email account, the message will be
sent as a .wav file.
You must have sound on the device where the message is delivered in order to hear
the message.
11. Viewing Recent Calls
Your phone maintains a recent calls list – a list of missed, received and placed calls.
Each list can hold up to 100 entries.
From the recent calls list, you can:

Sort, order and filter calls (press type). By default, the list for all call types
displays with the most call displaying first.

Remove certain calls from the list.

Select a call record to view call details and manage the call.

Use the up and down arrow keys to highlight an entry and press dial to call the
person from the list.

Quick Start Guide
To view your recent calls list:

From home view, select directories from home view and select recent calls.
To manage a call record:
1. From your recent calls list, use the up and down arrow keys to highlight an entry
and press the right arrow key.
2. From the call details screen, you can:

Press dial or the or the right arrow to call the person

Press save to add the person to your contact directory. If the person is already in
your contact directory but isn’t in a favourite, add to Favourites displays instead.
Press add to favourites to automatically make the person a favourite.

Press delete to delete the call from the list.

Press edit to edit the phone number before you dial the person.
Customising recent calls list:
1. From home view, select directories from home view, and select recent calls.
2. Press type to filter calls for specific lines or types of calls.

When you filter calls, you can choose to display only missed, received or
placed calls. Or you can choose to display all call types (the default). You can
choose to display only calls from a certain line.
3. Press sort to sort the calls

When you sort calls in time order, you can sort by ascending (oldest call
first) or descending (most recent call first) order.

When you sort calls by call name, you can order calls in ascending
(alphabetical) or descending (reverse-alphabetical) order.

Quick Start Guide
12. Working with your contact directory
You can store a large number of contacts in your phone’s local contact directory.
To view contact information:

From your contact directory, use the up and down arrow keys to select the
contact, and press info.

The contact’s information screen, including the contact name and phone
number displays. Additional information such as job title, label or email address
may also display.
To search for a contact:
1. From your contact directory, press search.
2. From the search screen, enter search criteria and press search.

A list of search results is displayed. Press back to display your contact directory
again.
To dial a contact:
1. From your contact directory, use the up and down arrowkeys to select the
contact you want to call and press the info.
2. From the contacts information screen, press dial.
To add a contact:
1. Select directories from home view, and select contact directory.
2. Press add.
3. From the add contact screen, enter contact information.

Quick Start Guide
13. Calendar
Opening and Closing the Calendar
To open the calendar, select calendar from home view. The calendar’s day view
displays showing your meetings for the day. From day view you can access additional
calendar views: month view and meeting view.
To see month view, press month. To see meeting view, select a meeting.
To close a calendar, press
Working with meeting reminders
By default, your phone displays a meeting reminder 15 minutes before a meeting
starts. Every minute before the meeting starts, the phone will emit an alert tone and
update the meeting timer. If a meeting starts and you haven’t joined in, the
reminder will let you know that the meeting is overdue.
From the reminder, you can:

Press the meeting number (on the far-left of the reminder) to join the meeting.

Press detail to view specific information about the meeting.

Press snooze to temporarily remove the reminder from the screen, until the
next scheduled reminder.

Press dismiss to permanently remove the reminder from the screen and stop all
future reminders for the meeting.
To enable or disable meeting reminders:
1. Select settings from home view and select basic > preferences > calendar
settings.
2. From the calendar settings screen, select reminder and enable or disable the
setting.

The default setting is enabled. When enabled, your phone will display reminders
for all meetings. When disabled the phone will not display reminders for any
meetings.
Joining meetings from the calendar
You can join meetings from the calendar in two ways:

From a meeting reminder.

From meeting view.

Quick Start Guide
To join a meeting from a reminder:
•
From the reminder, press the meeting number that displays at the far-left of the
reminder
•
If you want to use another number to join the meeting, and your meeting
organiser has specified alternate meeting numbers you can call, press detail
from the reminder. The calendar displays meeting view which may list alternate
numbers you can call. To dial these numbers, press more actions and select one
of the numbers.
To join a meeting from meeting view:
1. From day view, select the meeting you want to join.
2. From meeting view, press the meeting number.
•
If you want to use another number to join the meeting and the meeting
organiser has specified alternate numbers you can call, press more actions. A list
of numbers that you can dial is displayed. To join the meeting, select one of the
numbers.
•
This guide is intended for users of Polycom VVX300/310 series handsets.
•
Not all features listed in this guide may be available at time of installation and
may be licence dependant
•
If you have any questions, we are here to help. Please call 1300 00 6398 or email
[e-mail]
Next Telecom Pty Ltd
Level 12, 100 Miller Street
North Sydney NSW 2060
p: 1300 00 6398
f: 1300 66 4447
e: [email protected].au
abn: 77 074 728 724