Polycom VVX 400 User manual

Phone Training
VVX 400 and 300 series phones

Phone models
VVX 411 –screen with 12 buttons
VVX 311 –black & screen with 6buttons
Both phones are functionally the same
If you can use one, you can easily use the other

VVX 400 / 410 / 411
Color screen
Not touch-screen
Favorite keys
Soft keys
Transfer
Voice Mail
Hold
Home
Arrow keys
Headset
Speaker
Mute
Volume

VVX 300 / 310 / 311
Black & white
screen
Not touch-screen
Favorite keys
Soft keys
Transfer
Voice Mail
Hold
Home
Arrow keys
Headset
Speaker
Mute
Volume

Press the Envelope button, next to 7
Enter Passcode 3724 press #
Enter new passcode, hit #, do this twice
4to 8digits
At beep, record Name, hit #
NOTE: Name is just Name, not greeting
Voice Mail

Greetings
Press 2to record your Busy greeting
DND, in a meeting, on vacation, out of office
Press 3to record your No Answer greeting
Daily greeting, call waiting greeting
Or use the default greetings

Greetings
Busy greeting
Do Not Disturb, out of office greeting, in a meeting
DND - Do Not Disturb - key turns this on and off
Phone does NOT ring
Straight to voice mail, caller hears Busy greeting

Greetings
No Answer greeting
Daily greeting, call waiting greeting
Phone rings 4times
If not answered, call goes to Voice Mail
Caller hears No Answer greeting
If you’re on the phone and don’t answer a
second call, they hear the No Answer greeting

Do Not Disturb
DND soft key under More
DND icon next to extension
DND icon at top right
DND off
Receiving calls
DND on
Calls go straight
to voice mail

Voice mail indicators
Red flashing light on top of phone
X new messages at top of screen
Envelope icon next to number
Stutter dial-tone –hmm, hmmm, hmmmmm
Possible email copy too

Checking voice mail
At your phone
Press Envelope button
At a different phone
press Envelope
then *
then your extension, then press #
then passcode, then #
From an outside phone
call your phone number or Voice Portal
when you hear your greeting press *

Voice mail to email
Carbon copy of voice mail to email as a WAV sound file
Sound file is separate from voice mail
You still need to maintain the voice mail box
Additional options available

Display and soft keys
Soft Keys change based on usage
Only shows keys you can use
More keys shows more keys
Top right shows phone status

Dialing 9 and 1
No need to dial 9or even 1anymore
10 digit external

Placing calls
Dial on keypad first, hit Dial –talking on speaker
Lift handset, hit Send –talking on handset
Send and Dial are the same

RING RING!!
Lift handset
Tap Answer –talking on speaker
4 rings then vmail

Answer multiple calls
Beep and Incoming Call
Tell first person “Please hold”
Tap Answer on second call
1st call is automagically held

Resume is the ONLY way to get back to a Held call
Arrow to select the call
Resume

Resume is the ONLY way to get back to a Held call
Arrow to select the call
Hit Resume
Resume

If you have only one call on Hold
If you put handset back in cradle
Must hit Resume before you pick up the handset
Resume