Polycom Integra VVX 500 User manual

UC Software 4.0.1 | December2011 | 1725-44535-001 Rev.A
Polycom®VVX®500
Business Media Phone
User Guide

Polycom VVX 500 Business Media Phone User Guide
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Trademark Information
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© 2011 Polycom, Inc. All rights reserved. Polycom, Inc.
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Pleasanton, CA 94588-2708
USA
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responsible for printing or clerical errors. Information in this document is subject to change without notice.
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Please send email to [email protected].
Visit support.polycom.com for software downloads, product document, product licenses, troubleshooting tips, service
requests, and more.

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Contents
Introduction ......................................................................................................................... ix
Who Should Read this Guide..........................................................................................................ix
How to Use this Guide ...................................................................................................................ix
Conventions Used in this Guide ......................................................................................................x
Related Documents ......................................................................................................................xii
Chapter 1: Getting Started..................................................................................................... 1
Phone Keys and Hardware..............................................................................................................1
Phone Views ..................................................................................................................................2
Home View............................................................................................................................................3
Lines View .............................................................................................................................................5
Active Call View.....................................................................................................................................6
Calls View.............................................................................................................................................. 6
Understanding Phone Icons and Status Indicators ...........................................................................7
Navigating Your Phone Interface.....................................................................................................8
Entering Data and Updating Fields ..................................................................................................9
Using the Onscreen Keyboard ............................................................................................................10
Using the Dialpad Keys on the Phone Console ...................................................................................11
Cleaning the Touchscreen.............................................................................................................12
Registering the Phone ..................................................................................................................13
Configuring Your Phone Using the Web Configuration Utility.........................................................13
Chapter 2: Using Basic Features ........................................................................................... 15
About Your Phone’s Call-Handling Capabilities ..............................................................................15
Answering Calls............................................................................................................................16
Answering Another Call ......................................................................................................................17
Answering on a Shared Line................................................................................................................18
Answering Calls Automatically............................................................................................................18
Managing Multiple Calls ...............................................................................................................19
Placing Calls .................................................................................................................................20
Calling from the Dialer........................................................................................................................20
Placing Calls from Favorites, Lists, and Directories.............................................................................21
Redialing Numbers..............................................................................................................................22
Ending Calls..................................................................................................................................23
Using Headsets.............................................................................................................................23
Enabling Headset Memory Mode.......................................................................................................24

Polycom VVX 500 Business Media Phone User Guide
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Responding to Incoming Calls .......................................................................................................24
Ignoring Incoming Calls.......................................................................................................................24
Rejecting Incoming Calls .....................................................................................................................25
Forwarding Incoming Calls to Another Party......................................................................................25
During Calls..................................................................................................................................25
Holding Calls........................................................................................................................................26
Transferring Calls ................................................................................................................................26
Setting Up and Managing Conference Calls ...................................................................................27
Holding and Resuming Conference Calls ............................................................................................28
Ending Conference Calls .....................................................................................................................28
Splitting Conference Calls into Two Held Calls ...................................................................................28
Managing Conference Call Participants..............................................................................................29
Changing the Way Calls are Answered ..........................................................................................29
Forwarding All Calls to Another Party.................................................................................................30
Rejecting Calls from a Contact............................................................................................................31
Diverting Calls from a Contact to Another Party ................................................................................31
Using Do Not Disturb ..........................................................................................................................31
Using Do Not Disturb with Multiple Lines ..........................................................................................32
Listening to Voicemail ..................................................................................................................33
Recent Calls..................................................................................................................................34
Working with Your Contact Directory............................................................................................36
Working with a Corporate Directory .............................................................................................39
Controlling What is Heard.............................................................................................................40
Updating the Incoming Call Ringtone .................................................................................................40
Updating a Contact’s Ringtone ...........................................................................................................41
Changing the Speaker Volume............................................................................................................41
Changing the Ringer Volume ..............................................................................................................41
Muting the Microphone......................................................................................................................41
Choosing Where You Hear Sound Effects...........................................................................................41
Managing Favorites......................................................................................................................42
Working with Shared Lines ...........................................................................................................44
Chapter 3: Using Advanced Features.................................................................................... 47
Using Buddy Lists .........................................................................................................................47
Updating Your Presence Setting .........................................................................................................48
Managing Buddies ..............................................................................................................................48
Updating Your Buddy List................................................................................................................48
Blocking Contacts from Viewing Your Status..................................................................................49
Monitoring Buddies ............................................................................................................................50

Contents
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Integrating with Microsoft Lync Server 2010 .................................................................................51
Adding Buddies to Your Buddy List.....................................................................................................52
Monitoring Buddies ............................................................................................................................52
Recording Calls.............................................................................................................................53
Playing Recorded Calls..................................................................................................................57
Using the Browser ........................................................................................................................58
Navigating the Main Browser .............................................................................................................59
Entering Information in the Main Browser.........................................................................................59
Broadcasting Messages Using Push-to-Talk and Group Paging .......................................................60
Push-to-Talk Mode..............................................................................................................................60
Sending and Receiving PTT Broadcasts...........................................................................................60
Sending PTT Broadcasts ..............................................................................................................61
Receiving PTT Broadcasts............................................................................................................62
Receiving PTT Broadcasts When You’re Not in an Active Call ....................................................62
Receiving PTT Broadcasts During Active Calls.............................................................................62
Replying to PTT Broadcasts.............................................................................................................62
Ending PTT Broadcasts....................................................................................................................63
Adjusting the Volume of PTT Broadcasts........................................................................................63
Changing Where Broadcasts are Played.........................................................................................63
Updating the Default Channel ........................................................................................................63
Updating Channel Subscriptions .....................................................................................................63
Allowing PTT Broadcasts to Play During Active Calls......................................................................64
Group Paging Mode............................................................................................................................64
Sending and Receiving Pages..........................................................................................................64
Sending Pages .............................................................................................................................64
Receiving Pages...........................................................................................................................65
Receiving Pages When You’re Not in an Active Call ...................................................................65
Receiving Pages During Active Calls............................................................................................66
Adjusting the Volume of Pages .......................................................................................................66
Changing Where Pages are Played .................................................................................................66
Updating the Default Paging Group ...............................................................................................66
Updating Paging Group Subscriptions ............................................................................................67
Allowing Pages to Play During Active Calls.....................................................................................67
Using the Calendar .......................................................................................................................67
Opening and Closing the Calendar......................................................................................................68
Navigating Month View ......................................................................................................................69
Navigating Day View ...........................................................................................................................69
Navigating Meeting View....................................................................................................................70
Working with Meeting Reminders......................................................................................................70
Joining Meetings from the Calendar...................................................................................................71

Polycom VVX 500 Business Media Phone User Guide
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Using a Mouse and Keyboard with Your Phone .............................................................................72
Using Your Computer’s Mouse and Keyboard with Your Phone........................................................72
Starting and Stopping Polycom Desktop Connector .......................................................................73
How to Use Your Computer’s Mouse and Keyboard with Your Phone............................................73
Using a USB Keyboard with Your Phone.............................................................................................75
Logging into Phones .....................................................................................................................76
Logging In and Out of a Phone............................................................................................................76
Placing Calls from Phones that are in the Logged-Out State..............................................................77
Changing Your Password.....................................................................................................................78
Locking the Phone ........................................................................................................................78
About Your User Password .................................................................................................................79
Locking and Unlocking Your Phone.....................................................................................................79
Calling and Answering from a Locked Phone......................................................................................80
Accessing Features with Your Login Credentials.............................................................................80
Chapter 4: Customizing Your Phone ..................................................................................... 83
Changing the Language on Your Phone .........................................................................................83
Changing the Time and Date Display .............................................................................................83
Changing the Backlight .................................................................................................................84
Changing the Background Picture .................................................................................................85
Using One of Your Own Pictures as the Background Picture..............................................................86
Displaying Screen Savers ..............................................................................................................87
Setting Up Screen Savers ....................................................................................................................87
Interrupting and Disabling Screen Savers...........................................................................................88
Using the Phone as a Picture Frame ..............................................................................................89
Using Power-Saving Mode ............................................................................................................90
Changing Your Office Hours................................................................................................................91
Changing Timeouts .............................................................................................................................91
Chapter 5: Administrative Tasks .......................................................................................... 93
Investigating Phone Warnings.......................................................................................................93
Restarting the Phone....................................................................................................................94
Updating Phone Configuration......................................................................................................94
Testing Phone Hardware ..............................................................................................................95
Safety Notices ..................................................................................................................... 97
Service Agreements ............................................................................................................................97
Governing Law ....................................................................................................................................97
Limitations of Liability.........................................................................................................................97
Polycom Limited Warranty and Limitation Liability............................................................................97

Contents
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Exclusions............................................................................................................................................98
Warranty Exclusive .............................................................................................................................98
Safety and Compliance .......................................................................................................................99
Part 15 FCC Rules ............................................................................................................................99
Class B Digital Device or Peripheral ................................................................................................99
Modifications ..................................................................................................................................99
Installation Instructions ..................................................................................................................99
Plugs Acts as Disconnect Device....................................................................................................100
Industry Canada (IC)......................................................................................................................100
CE and VCCI Mark .........................................................................................................................100
CE Mark R & TTE Directive (EU only).............................................................................................100
WARNING Electrical Safety ...........................................................................................................101
Russian Compliance ......................................................................................................................102
New Zealand Telepermit ...............................................................................................................102
Recommended Operating Ambient Temperatures .......................................................................102
End-User License Agreement for Polycom® Software ......................................................... 103

ix
Introduction
Who Should Read this Guide
This guide contains overview information for people who are just starting to learn about the
Polycom® VVX® 500 Business Media Phone, or who have experience, but need a quick refresher. It is
intended for beginning users, as well as intermediate and advanced users who want to learn about the
phone’s features.
How to Use this Guide
This guide is organized into five chapters. The beginning chapters introduce the phone and explain how
to use the phone’s basic features. Later chapters describe advanced features, and how to customize
your phone to suit your needs. The guide also includes safety and legal information.
Chapter 1: Getting Started This chapter contains general information about your phone that you’ll
find helpful before you start using it. It describes phone hardware and phone views, how to use the
touchscreen, navigate menus, and enter data.
Chapter 2: Using Basic Features All the basic features that your phone offers—such as how to add
contacts and favorites, or transfer or forward calls—are described in this chapter.
Chapter 3: Using Advanced Features Advanced features that may not be available on the phone, or
that you may not use on a day-to-day basis, are described in this chapter. Advanced features include
recording calls, monitoring buddies and contacts, and accessing a Browser.
Chapter 4: Customizing Your Phone You can customize your phone in many ways, including setting
up a screen saver, or changing the backlight, background picture, or time and date format. Read this
chapter to personalize your phone.
Chapter 5: Administrative Tasks This chapter describes tasks that your administrator may ask you
to perform. These tasks include investigating phone issues, restarting the phone, updating the
phone’s configuration, and testing the phone’s hardware.
Safety Notices This section provides important safety and compliance information relating to your
phone.
End-User License Agreement The End-User License Agreement outlines the legal agreement
between you and Polycom when you agree to install and use Polycom software.

Polycom VVX 500 Business Media Phone User Guide
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Conventions Used in this Guide
As you read this guide, you’ll notice that the same terms and conventions are used repeatedly. Make
sure you familiarize yourself with these terms and conventions so you understand how to perform
phone tasks.
Tap This term refers to touching an item on the screen with your finger, and then lifting your finger.
Press This action refers to depressing a key on the keypad or pressing a screen item for a second or
two.
Press and hold When you press and hold a screen item, you need to touch the screen for a second
or two before lifting your finger.
Tap 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
tap Basic > Preferences > Language, tap the Basic submenu, tap the Preferences submenu, and tap
the Language submenu.
Highlight This action refers to tapping 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 tapping the item so that another screen opens.
Views Your phone has four main views: Home, Calls, Active Call, and Lines (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.
Scroll This action describes how to view lists that appear on more than one screen. To scroll
through items or lists, touch the screen, and then drag your finger up, down, left, or right. To stop
scrolling, stop the dragging motion.
Swipe This action moves a list of items up, down, left, or right. When you want to scroll quickly,
swipe your finger across the screen, either up, down, left, or right. To stop your screen from scrolling,
press your finger anywhere on the screen. Touching the screen while it scrolls won’t select anything.
Swiping your finger to the left or right also displays other phone views.
Key This term refers to any button on the phone console. Phone keys include the dialpad keys, ,
, , , and .