Polycom VVX410 User manual

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Polycom VVX 410/411
Handset User Guide
(Horizon Guide available in Administration Tab)
Contents
PHONE KEYS & HARDWARE .................................................................................................................. 2
HOME VIEW .......................................................................................................................................... 2
LINES VIEW ............................................................................................................................................ 3
CALLS VIEW ........................................................................................................................................... 4
UNDERSTANDING PHONE ICONS AND STATUS INDICATORS ................................................................ 4
NAVIGATING YOUR PHONE INTERFACE ................................................................................................ 5
USING THE DIALPAD KEYS ON THE PHONE CONSOLE ........................................................................... 6
HOW YOUR PHONE HANDLES ............................................................................................................... 7
ANSWERING CALLS ................................................................................................................................ 7
LISTENING TO VOICEMAILS ................................................................................................................. 10
WHO DO I CONTACT? .......................................................................................................................... 11

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PHONE KEYS & HARDWARE
Your phone has three main views: Home, Calls, and Lines view (the default).
To change views:
 For Home view, press .
 From Home view, press to display either Lines or Call view.
HOME VIEW
You can display Home view (shown next) by pressing . Home view displays your phone
line, and messages, settings, and information. At the bottom of Home view is a Page
Indicator that shows how many pages of icons Home view displays.

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To change the highlighted icon, press the up, down, right, or left arrow key. Press Select to
access the desired menu.
Home view displays the following icons:
• New Call—Select New Call to display the Dialler so you can place a call.
• 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’re set up on your phone.
• Forward—Select Forward to set up forwarding options for incoming calls.
• DND—Select DND to toggle DND (Do Not Disturb) on or off. When DND is
enabled, your phone won’t ring and incoming calls will go to voice mail. You must
only enable DND when authorised by your line manager.
• Settings—Select Settings to access phone features and settings to customize 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 meetings directly from your phone
LINES VIEW
Lines view (shown next) is your phone’s default display. Lines view displays your phone
line(s), your favourites, and soft keys in the soft key area.
If your phone is idle, you can press a line key to access the Dialler.

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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 dark green, as shown next.
If the phone line has one or more held calls, the call colour is dark blue, as shown next. The
number of total calls is shown above the calls. To select a call, use the up and down arrow
keys.
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.
Call colour indicates status:
• Dark green—Active call
• Bright blue—Incoming call
• Dark blue—Held call
Use the up and down arrow keys to highlight a call. The soft keys apply to the highlighted
call.
UNDERSTANDING PHONE ICONS AND STATUS
INDICATORS
The following icons and indicators indicate phone, call, or buddy/contact status, or to
indicate that a feature is enabled.

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NAVIGATING YOUR PHONE INTERFACE
The following table shows you how to navigate your phone’s screens, as well as select and
highlight options.

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USING THE DIALPAD KEYS ON THE PHONE CONSOLE
You can use the dial pad keys on your phone console to update field information. If a field
requires data input, select Encoding or Mode to specify how you want to enter data.
Use the tips in the following table to enter information using the dial pad.

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HOW YOUR PHONE HANDLES
Your phone can handle multiple calls at a time. However, only one active call—the call that
has audio associated with it—can be in progress at any given time. In addition to the active
call, your phone may have multiple other calls that are either held, or in an incoming or
ringing state. Your phone can handle a maximum of 2 calls at one time.
Your administrator can set up your phone to have up to 2 lines. Lines can have unique
extension numbers, or they can have the same extension number as other lines. Your phone
can have supported a maximum of 24 calls.
You can place and answer calls in these ways:
• Using the handset
• Using the speakerphone
• Using a headset
During a call, you can alternate between handset, headset, or speakerphone modes by
picking up the handset, or pressing or . For example, if you’re using the handset, you
can switch to headset mode by pressing , or switch to speakerphone mode by pressing
.
When you’re in speakerphone mode, glows green. When you’re in headset mode,
glows green if an analogue headset is connected.
ANSWERING CALLS
All incoming calls display in an Incoming Call window, as shown next.
To answer the call, do one of the following:
• To use the handset, pick up the handset.
• To use the speakerphone, press or press Answer.
• To use your headset, press .

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If you’re already in handset, speakerphone, or headset mode, press Answer, and the phone
will automatically use the mode you’re in.
To answer the call, pick up the handset, press , or press . Or, from Calls view, press
Answer to use the speakerphone.
Answering Another Call
If you have a call and an incoming call arrives on the same or a different line, a call waiting
tone beeps, and the Incoming Call window displays. To answer the call, press Answer. The
call you were in is held.
Ending Calls
To quickly end an active call, replace the handset. Or from Lines or Calls view, press End Call.
If you’re in Calls view, be sure to highlight the call first.
Forwarding Incoming Calls to Another Person
While your phone rings, you can forward the call to another person. To forward an incoming
call to another person:
1 While your phone rings, press Forward.
2 From the Call Forwarding screen, enter the forwarding number, and press Forward
Initiate a Conference Call
You can initiate a conference call with up to two contacts.
Note: 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.
1. Call a contact.
2. When the contact answers, select the Conference soft key.
The call is held.
3. Enter another contact's number or select a contact from the directory or the call lists.
4. When the contact answers, select the Conference soft key.
All call participants are added to a conference call.

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Join Calls to Create a Conference Call - You can join one active call and one held call into a
conference call.
1. 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
1. During a conference call, select End Call.
Hold a Conference Call - When you place a conference call on hold, you place all
conference participants on hold.
1. Select Hold
Resume a Conference Call - Resuming a held conference call enables all participants to
hear the audio of everyone on the call.
1. 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.
1. During a call, including a conference call, press the mute key
The other parties cannot hear you.
2. Press again to unmute the microphone.

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LISTENING TO VOICEMAILS
If you are part of a main office group, your voicemail will not be available on your
telephone. These will be sent to a designated email address as a WAV file for you to
listen to.
If this is your own personal phone and not part of a main office group, your phone may
indicate new voicemail messages by the following:
• A message in the status bar, as shown next. The message indicates the number of new
messages you have. The count is a total of all messages on all lines on the phone.
• A flashing Message Waiting Indicator, located at the top-right of your phone.
• An audible alert (if your phone is on-hook).
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.