Polycom Integra VVX 500 User manual

Owner’s Manual
1
Polycom VVX 500
Touch Screen Phone
Owner’s Manual V.1

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Table of Contents
1!Introduction........................................................................ 5!
Using this Document ............................................................ 5!
Basic Requirements ............................................................. 6!
2!Using Your Hosted PBX phone system ........................... 7!
System Description............................................................... 7!
Getting Started...................................................................... 7!
Polycom VVX500 Touch Screen Phones............................ 7!
Introduction to your Polycom Desk Phone ................... 7!
Before You Use Your Phone................................................ 7!
Interacting with your Polycom VVX500 Touch
Screen Phone ................................................................... 9!
Information Screen ............................................................. 10!
Main Menu Screen: ..................................................... 11!
Adjusting the Volume ......................................................... 11!
Cleaning your Touch Screen Display ................................ 11!
3!Desk Phone– Basic Call Features ................................. 12!
Placing Calls ........................Error! Bookmark not defined.!
To place a call using the handset: .............................. 12!
To place a call using Hands-Free
Speakerphone mode: .............................................. 13!
To place a call using the headset: .............................. 13!
Placing a second call................................................... 14!
Answering Calls.................................................................. 14!
To answer a call using the handset: ........................... 15!
To answer a call using Hands-Free
Speakerphone mode: .............................................. 15!
To answer a call using the headset: ........................... 15!
Using Automatic Answer: ............................................ 15!
Inbound Caller ID................................................................ 16!
Ending Calls........................................................................ 16!
Forwarding Calls................................................................. 16!
Call Management Features................................................ 19!
Call Hold....................................................................... 19!
Conferencing Calls ...................................................... 20!

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Transferring Calls ........................................................ 22!
Call Park....................................................................... 24!
Paging (Intercom) ........................................................ 24!
Redial ........................................................................... 25!
Mute ............................................................................. 25!
4!Managing Incoming Calls ............................................... 26!
Rejecting Calls.................................................................... 26!
Diverting Calls..................................................................... 26!
5!Using Voicemail .............................................................. 27!
Setting up the voicemail box for the first time............. 27!
Retrieving messages from your Desk Phone............. 27!
Retrieving messages when you are away from
the office ................................................................... 28!
Returning a Call........................................................... 28!
Change your Voicemail PIN........................................ 28!
Record a Personal Greeting via the Phone................ 28!
Forward Voicemail Messages via the Phone ............. 29!
Logging into your Voicemail Box via the Web............ 29!
Retrieving messages via the Web .............................. 29!
Forward Voicemail Messages via the Web ................ 30!
To Create a Voicemail Group ..................................... 33!
Change the Number of Rings Before
Voicemail Picks Up .................................................. 34!
6!Call Lists and Directories ................................................ 34!
Managing Call Lists ............................................................ 34!
Managing Contacts ............................................................ 35!
Adding Contacts ................................................................. 35!
Editing Contacts.................................................................. 37!
Deleting Contacts ............................................................... 37!
Placing Calls to Contacts ................................................... 38!
Searching for Contacts....................................................... 38!
7!Customizing your Phone ................................................ 39!
Configuring Basic Settings ................................................. 39!
Changing the Appearance of Time and Date............. 39!
Changing the Backlight Intensity................................. 40!
Enabling the Headset Memory Mode ......................... 42!

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Selecting the Correct Headset for Electronic
Hookswitch ............................................................... 42!
Selecting the Ring Type .............................................. 43!
Changing the Language.............................................. 43!
8!Installation Overview ....................................................... 44!
Before you Begin Your Installation..................................... 44!
Assigning Extension Numbers and Phone
Numbers to Phones ........................................................ 46!
Understanding Extensions and Lines ................................ 46!
9Installing your Hosted PBX Phone ................................. 46!
Installing the Desk Phone Wirelessly.......................... 49!
Activating the Service ......................................................... 50!
Conformance ...................................................................... 51!
Important Safety instructions.............................................. 51!
FCC Information ................................................................. 53!

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1 Introduction
Congratulations on purchasing the AccessLine Hosted PBX phone
system and service. You will now be able to share your phone
connection between fixed & wireless handsets and across multiple
locations using the latest in ‘Voice over IP’ services.
This User Guide will show you how to setup and use your new PBX
phone system and service.
Using this Document
Notational conventions
Acronyms are defined the first time they appear in the text.
The term LAN refers to a group of Ethernet-connected computers at
one site.
Typographical conventions
Italic text is used for items you select from menus and drop-down
lists and the names of displayed web pages.
Bold text is used for text strings that you type when prompted by the
program, and to emphasize important points.
Special messages
This document uses the following icons to draw your attention to
specific instructions or explanations.
Note
Provides clarifying or non-essential information on the current
topic.
Definition
Explains terms or acronyms that may be unfamiliar to many
readers.
WARNING
Provides messages of high importance, including messages
relating to personal safety or system integrity.

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Basic Requirements
The Hosted PBX phone system is designed to use your existing
broadband data connection as well as the existing data wiring in
your office. Where you don’t have data wiring, you may use the
optional Wireless Transmitter and Wireless Adapters to connect
Desk Phones wirelessly.
In order to use all the features of the DPS FLEX phone system and
service, you must have the following:
•Broadband Internet access
•At least one free port on your router or modem/router
•Your router must be set to DHCP
Note
Installation Instructions are located on page 43 of this guide.

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2 Using Your Hosted PBX phone system
System Description
The Hosted phone system supports up to 100 phones
•You can have as few as one phone at an address
•Cordless phones can be used in conjunction with Desk Phones or
can be installed stand alone
•Through your Admin Portal, you can view information and make
changes to phone system
Getting Started
This section of your Owner’s Manual is your guide to using the PBX phone
system and its features. It also explains how to program system settings for
your Desk Phones.
Polycom VVX500 Touch Screen Phones
Introduction to your Polycom Desk Phone
The Polycom VVX500 Touch Screen Desk Phone provides a powerful, yet
flexible IP communications solution, delivering excellent voice quality. The
high-resolution graphic display supplies content for call information, directory
access, and system status. The phones support advanced functionality,
including multiple call appearances, HTTPS security and a suite of business
phone features.
Some system settings are programmed through your Admin Portal website
while others are programmed through the phone.
Before You Use Your Phone
The image below and table describe the various feature buttons of your
phone.

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Button
Description
1
Voicemail
Indicator
Flashing red light indicates there is a
voicemail on the phone.
2
The home key returns you to the Home
Screen of the phone. Pressing it twice
returns you to the idle screen.
3
Full Color
Touch Screen
Color Touch Screen. Touch sensitive,
full color screen that allows you to tap
to highlight and select, or scroll using
up down left and right movements.
4
Headset Key-Light is green with the
use of an analog headset and Blue when
using a USB headset.
5
Speakerphone Key – Glows green
when in use.
6
Mute Key- Glows red when in use.
7
Volume up and down key
8
Microphone
Transmits sound without using the
handset, this is an audio input device.
9
Speaker
Transmits sound without using the
handset, this is for audio output.
10
Dial Pad
Allows entery of numbers, letters and
other characters, also allows for
selection of numbered menu items.

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Interacting with your Polycom VVX500 Touch Screen Phone
This section contains information on the terms used when interacting
with your new Polycom VVX500 Touch Screen Desk Phone.
Tap- Touch that portion of the screen with your finger tip and let go.
Select- Tap that portion of the screen so that a submenu or additional
options appear.
Press- Tap and hold your finger in place, or you can Press a button on
the phone.
Highlight- Tap the screen which causes one portion to stand out from the
rest with its color, intensity, or tone.
11
Security Slot
Allows for physically locking the
phone down with the use of a laptop
cable lock.

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Menu Navigation- Tap Menu > submenu > submenu
Swipe- Touch and hold the screen while moving it up, down or side to
side.
Scrolling- Similar to Swipe, this just refers to swiping up and down
through a list.
Dial Pad- Are the alpha/numeric buttons on the face of the telephone.
(See Before you use your phone for details.)
Buttons- Physical buttons located on the phone.
Information Screen
The display screen of your phone provides you with a host of important
information elements. This screen is also referred to as the idle screen.
The top line of the screen displays:
•Popup text
•Do Not Disturb text
•Missed call text or second incoming caller display
•Prompt text (for example, “Enter number”)
•Time and date text
•Voicemail and missed call indicators
•New Call Option
•Forward Option
The main content area of the screen displays the phone number
assigned to the phone as well as your company name. As a call comes
in, this area displays caller information.

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Note
You can press and again at any time to return to the Idle Screen.
Main Menu Screen:
This screen is the first point for more menu selections. You can reach this
menu at any time by pressing .
Note
The Applications Option is not available at this time. It remains on
your screen to allow room for future upgrades and expansions.
Adjusting the Volume
Press to adjust receiver volume during a call. Pressing these
keys in the idle state adjusts the ringer volume.
Note
To conform to regulatory requirements, handset and headset
volume will return to a preset level after each call.
Cleaning your Touch Screen Display
To clean your touch screen phone you will want to first disable the phone so
that you do not perform functions during the cleaning process. You can
reactivate your phone by pressing any button.
To Disable the phone for cleaning:
Press
Tap Settings
Tap Basic

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Tap Screen Clean
You can then wipe the screen with any clean dry microfiber cloth.
3 Desk Phone–Basic Call Features
Placing Calls
You can place a call in many ways using your Desk Phone:
•using the handset
•using the speakerphone
•using the headset
You can also dial the number first—called “hot dialing”— and then choose
the method you will use to speak to the other party.
You can search the call lists, the local contact directory or the corporate
directory and dial from the search results page.
During a call, you can alternate between Speakerphone Hands-Free,
Headset, or Handset modes by pressing the or keys, or picking up
the handset.
The call duration of active calls is visible within the active call window on the
graphic display.
To place a call using the handset:
Do the following steps in any order:
Pick up the handset.

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Dial the number using the dial pad.
Note
The phone starts suggesting a number you can select from the recent call
list as you dial.
To place a call using Hands-Free Speakerphone mode:
Do one of the following:
With the handset on-hook
1. Press!!!!!!!!and!Tap!!!!!!!!!!!!!!!!or!press! !!to!obtain!dial!tone.!
2. Dial!the!number!using!the!dial!pad!and!tap!!!!!!!!!!!!.!
With the handset on-hook
1. Dial!the!number!using!the!dial!pad.!
2. Press! ,!or!the!!!!!!!!!!!!.!
To place a call using the headset:
Do one of the following:
With the optional headset connected
!
1. Press!!!!!!!!and!!!!!!!!!!!!!!!!!to!obtain!dial!tone.!
2. Press! !
3. Dial!the!desired!number!using!the!dial!pad.!
With the optional headset connected:

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1. Dial!the!desired!number!using!the!dial!pad.!
2. Press! .!
Note
Additional information on headsets can be found on page 41 of this guide.
Placing a second call
While on a call, you may place that call on hold and make a second
call. There are two ways to place another call:
Method 1
1. Place the first call on hold AND at the same time get dial tone to
make the second call by tapping
2. Dial the 10-digit phone number or 3-digit extension number
3. Press
Method 2
1. Press the Hold button or Hold option on the display. This will
place your caller on hold
2. Tap .
3. Dial the phone number or 3-digit extension number and tap
. You will be connected to that party
4. You may switch between calls by using the display and resume
options.
Note
You do NOT need to dial 9 to make a phone call.
Answering Calls
There are a few methods to answer a call, similar to those of placing a call.
•using the handset

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•using the speakerphone
•using the headset
To answer a call using the handset:
Pick up the handset.
To answer a call using Hands-Free Speakerphone mode:
Press and speak into the phone.
OR
Tap on the incoming call display.
To answer a call using the headset:
Press or follow the instructions for your optional headset.
Note
Additional information on headsets can be found on page 41 of this
guide.
Using Automatic Answer:
Automatic Answer allows a call to be answered without touching the phone.
The incoming call still shows on the display and does provide the
and options on the display.
Enabling Automatic Answer:
1. Press > Settings> Basic> Preferences> Auto
Answer
2. Highlight and Select Auto Answer SIP Calls
3. Tap Yes
4. Tap Save

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Disabling Automatic Answer:
1. Press > Settings> Basic> Preferences> Auto
Answer
2. Highlight and Select Auto Answer SIP Calls
3. Tap No
4. Tap Save
Inbound Caller ID
Caller ID Name and Number are presented on the screen of your phone
with each inbound call. If you are using a Simultaneous hunt group the
name of that hunt group will also be passed through to the display of your
phone.
Note
Changes to your Outbound Caller ID Name need to be made through
customer service.
Ending Calls
To end a call:
Do one of the following:
•If you are using the handset, Tap or replace the handset.
•If you are using a headset, press .
•If you are using the speakerphone, press.
•Tap in the display.
Forwarding Calls
You can configure your phone so that all incoming calls are forwarded to
another party (refer to Static Forwarding). You can also forward calls while
your phone rings (refer to Dynamic Forwarding).
All incoming calls can be forwarded to voicemail while Do Not Disturb is
enabled on your phone.
Static Forwarding
Static Forwarding allows you to send ALL incoming call to another phone
number or extension. When Static Forwarding is enabled, your phone will
not ring.

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To forward all incoming calls to another party:
1. From the idle display, Tap on the main display.
2. Tap the option that you would like to change. The options are:
oAlways—To!forward!all!incoming!calls!
oNo!Answer—To!forward!unanswered!incoming!call!
oBusy—To!forward!calls!that!arrive!when!you!are!already!in!a!call!
3. Depending on your selection:
a If you selected Always, enter a number, or extension number, to
forward all future incoming calls to.
b If you selected No Answer, you will see that your phone number is
entered in the Contact field by default. By entering your own phone
number in this field, the phone will send callers to your voicemail box if
you do not answer. You may enter a number to forward all
unanswered incoming calls to and how many rings to wait before
forwarding (one ring is approximately four seconds). A value of 5 is
recommended.

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c If you selected Busy, you will see that your phone number is
entered in the Contact field by default. By entering your own phone
number in this field, the phone will send callers to your voicemail box
if your phone is busy. You may enter a number to forward all future
incoming calls to when all of your incoming lines are busy.
4. Tap to confirm call forwarding.
Appears on the display under the date and time to confirm
call forwarding is enabled.
To Disable Call Forwarding:
1. From the idle display, tap on the display.
2. Tap and select the option to change.
3. Tap .
The idle display returns and the regular icon appears below the date and
time.
Dynamic Forwarding
Dynamic Forwarding allows you to forward an INCOMING call to another
phone number or extension while your phone is ringing. You may only use
Dynamic Forwarding while your phone is ringing.
To forward an incoming call to another party:
1. When the phone rings, tap .
2. Enter a number to forward the incoming call to.
3. Tap .

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The incoming call is forwarded to the other party. If call forwarding is
disabled, all future calls will not be forwarded and forwarding will remain
disabled.
Enabling Do Not Disturb
Do Not Disturb prevents the phone from ringing and sends callers
directly to your voicemail box.
To enable Do Not Disturb:
Press
1. Tap Settings
2. Tap Features
3. Tap Do Not Disturb
4. Tap Enable
To disable Do Not Disturb:
Press
1. Tap Settings
2. Tap Features
3. Tap Do Not Disturb
4. Tap Disable
Call Management Features
Call Hold
To place a call on hold
During a call, Tap . The hold icon will display. The caller will hear the
standard hold music or your custom hold music/message.
Tap to return to the caller.
Multiple Calls on Hold
If calls are on hold, you can view the details of the calls on your phone by
swiping the screen to see the active call list.

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Conferencing Calls
You can create a conference with other parties using the phone’s local
conference feature. There are two ways to do this.
•Joining two calls
•Adding calls
Joining Calls
You can create a conference at any time between an active call and a call
on hold by pressing on the display. The function is only
available if you have only two calls on your phone.
To join two calls with yourself:
1. Have one call on hold while talking to another
2. Press on the display and then press . You will then be
connected to both callers.
.
Splitting Joined Calls
After you have joined two calls, you may split those calls back to their
individual calls.
To split a Joined call:
Press to split the joined calls.
Note
The Hold feature typically generates music . Therefore, avoid putting a
conference call on hold.