Polycom VVX 400 Series User manual

Polycom® VVX® 400 Series Business Media Phones user guide
The information in this guide applies to the VVX® 400 Series phones. Configurations vary and the screen displays used in this guide may not
reflect those on your phone. For more information please contact your Shaw Business Support Representative.
Viewing your phone keys and hardware
Feature Description
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.
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.
Message
Waiting
Indicator
Flashes red to indicate new messages.
Home key Press from any screen to display Home
view. From Home view, press
Screen The 3.5-inch diagonal screen is backlit.

Polycom® VVX® 400 Series Business Media Phones user guide
Group Directory^
The Group Directory enables users to
view the contact details such as work,
extension, and mobile numbers of
contacts.
Users can query by name, phone
number, extension etc.
Note: If you do not wish to have
your name and number listed in the
Enterprise Directory, contact Shaw
Business Technical Support at
1-877-742-9249 to have your privacy
setting updated.
Group Common Directory◊
This is the directory allowing the group
users to view the common contacts
(names and phone numbers only) within
the same group.
Note: Only the Group Administrator can
make changes to this directory.
Personal Directory◊
The Personal Directory enables users to
view, add, modify or delete details such
as names and phone numbers of the
contacts in the user’s personal directory
stored on the server.
• Press the right arrow key to view the
recent Placed Calls.
• Press the left arrow key to view the
recent Received Calls.
• Press the down arrow key to view the
recent Missed Calls.
• Press the up arrow key to view
Favorites.
From the Recent Calls list, press Sort
to sort and order calls, press Type to
display only certain calls, or select a call
record to call the person.
Enterprise Directory^
This is a searchable list of all the users
within your company. You can select an
entry and press the Dial key to call that
number.
You can enter a name to search using
the phone’s dial pad. To see the entire
directory, enter*into the search box.
Note: If you do not wish to have
your name and number listed in the
Enterprise Directory, contact Shaw
Business Technical Support at
1-877-742-9249 to have your privacy
setting updated.
Enterprise Common Directory^
The Enterprise Common Directory
allows the user to view the common
contact (names and phone numbers
only) of the enterprise.
Phone views
Your phone has three main Views:
Home, Calls, and Lines view (the default).
You can access Home and Lines view at
any time. If your phone has one or more
calls, you can also access Calls view. For
Home view from any menu, press
Press to alternate between Home
and Lines view.
Home view
Home view displays icons you can select
to access phone functions
You can use the right, left, up , and down
arrow keys to display more icons.
Directories View
Directories view displays the following
four options:
Contact Directory
This contains any user and group
personal contact lists. Typically, this
would be contacts outside your
company.
Recent Calls
This is a list of recent calls. You can
select an entry and press the Dial key to
call that number.
Viewing Recent Calls
From Lines view, do one of the
following:
• Press , select Directories, and select
Recent Calls to view your Recent Calls
list.
*VoIP phone emergency 9-1-1 features differ from traditional 9-1-1 services. Visit business.shaw.ca/smartvoice911 for more information.
^Customers are unable to add/modify/delete the contents Enterprise.
◊Customer Group Administrators have the ability to add/modify/delete the contents of the common contacts via the End User Portal.

Polycom® VVX® 400 Series Business Media Phones user guide
Lines view
Lines view displays phone Lines,
Favorites and soft keys.
If your phone is idle, you can press the
Line key to access the Dialer.
Referring to Soft Keys
In this guide, soft keys are referred to
by theirname only. For example, to
end an active call, press End Call.
Tip:
Referring to Soft Keys
In this guide, soft keys are referred to
by theirname only. For example, to
end an active call, press End Call.
Calls view
If your phone has one or more calls, you
can access Calls view. Call color indicates
status:
• Dark green—Active call
• Bright blue—Incoming call
• Dark blue—Held call
Use the up and down arrow keys to
select a call (highlight it). The soft keys
control the highlighted call.
Entering data
Use the dialpad keys to enter
information. To backspace, press
Backspace .
To type with the dialpad keys, press a
key repeatedly to view the character
options and stop to select.
To type other characters, press
Encoding or Mode. When using the
dialpad keys, use the 1, *, 0, and #keys.
About calls
Only one call can be active at one time.
You can use the handset, speakerphone,
or headset for calls. During a call, you
can change modes by picking up
the handset, or by pressing or .
If you navigate away from your call(s),
press to see Active Call or Calls view
again.
Switching between Lines
and Calls view
When in Calls view, switch to Lines
view by pressing More > Lines.
Switch back to Calls view by pressing
More > Calls.
Tip:
Placing calls*
Pick up the handset, or press or
Enter the phone number, and press
Send.
Or enter the phone number first, then
press Dial, pick up the handset, or press
or .
From Lines view: Press the phone Line
key, enter the phone number, and press
Send. From Home view: Select New Call
using the left and right arrow keys. Enter
the phone number, and press Send.
Placing calls quickly
Select a recent call or Favorite, or
select a contact’s phone number in the
Contact Directory.
Tip:
Answering calls
To answer with the speakerphone, press
or tap Answer. To answer with the
handset, pick up the handset. To answer
with a headset, press . To answer a
new call while on an active call, press
Answer. The current call will be held.
Ending calls
To end an active call, replace the
handset, press , or press
To end an active call, replace the
. Or, press
End Call. To end a held call, navigate to
Calls view and highlight the held call.
Press Resume, and press End Call.
Holding calls
From Calls view, press Hold or .
Remember to highlight the call first.
To resume a held call, press Resume
or again.
Transferring calls
From Calls view, press Transfer or ,
and call the other party. When you hear
the ringback tone, or after you talk with
the other party, press Transfer or
again. Press Blind to complete a transfer
without waiting for the ringback tone.
Forwarding calls
To enable call forwarding, press Forward
from Home or Lines view. Select the
forwarding type to enable, enter a
forwarding number, and press Enable.
To disable call forwarding, press
Forward from Home or Lines view,
select the forwarding type to disable,
and press Disable.
To enable per-call forwarding: As your
phone rings, press Forward, enter the
forwarding number, and press Forward.
*VoIP phone emergency 9-1-1 features differ from traditional 9-1-1 services. Visit business.shaw.ca/smartvoice911 for more information.

Polycom® VVX® 400 Series Business Media Phones user guide
Placing Conference Calls
Call the first party, and after the call
connects, press More, and select
Confrnc. Then, dial and connect with the
second party and press Confrnc again.
From Lines or Calls view, you can:
• Press Hold to hold all participants.
• Press End Call to remove yourself
from the call, but keep the other par-
ticipants connected.
• Press Manage (if available) to manage
each participant.
• Press Split to end the conference and
hold all participants.
Placing conference calls
If you have an active and held call,
press Join to set up a conference.
Tip:
What does the Star mean?
A star, ,indicates a favourite.
Tip:
Listening to Voicemail
An envelope, , adjacent to a Line
key, indicates that you have voicemail.
Select Messages from Home view or
press
Messages
, and select Message Center.
Press Connect and follow the prompts
or dial *98.
Muting the microphone
During a call, press
Muting the microphone
so other parties
can’t hear you. To disable Mute, press
again.
This applies to calls using the handset,
headset, and speakerphone.
Using Do Not Disturb
To enable or disable ringing, press DND
from Home or Lines view. When Do Not
Disturb is enabled, the DND icon, ,
displays in the status bar and beside the
appropriate Line key.
Adjusting volume
To change call volume, press
during a call. To change the ringer
volume, press when the phone
is idle or ringing.
SHW_BIZ_HPBX_400SERIES_GUIDE_SEPT18