Polycom VVX 400 User manual

POLYCOM VVX 300 & 400.
USER GUIDE.

Set up.
Got everything? 3
Getting started.
Turn it over 4
Set the position of your phone 4
Get everything connected 4
Check that the automatic set up
for the Cloud Voice Service has worked 5
Connect your headset 5
Getting to know your phone.
Phone Display showing ‘Lines’ view 6
Soft Keys 6
Time 6
New Call 6
DND 6
Pickup 6
Date 6
Retrieve 6
Soft Keys 6
Phone Display (Views) 7
Page Indicator 7
Using your phone.
Time and Date 9
Making Calls 9
Answering Calls 9
Transferring Calls 9
Ending Calls 9
Conference Calls 9
Favourites 10
Contact Directory 10
Changing Ring Tone 10
Update Configuration 10
Listening to Voicemail 10
General information. 11
WHAT’S IN THIS GUIDE.
999 or 112 emergency calls.
Your BT Cloud Voice phone number is
registered to a specific address, so when
you make a 999 or 112 call from your
phone number, that’s the address the
emergency services will see. If you use
your BT Cloud Voice service at a different
address, the registered address does not
automatically change. So if your work
location changes let your BT Cloud Voice
service administrator know as they might
also need to change your registered
address.
You might not be able to make 999 or
112 calls when there’s a power or
network failure or if using the service
through an app on a mobile device.
NEED
HELP?
EMERGENCY
CALLS.
If you have any problems setting
up or using your Polycom IP
Phone, contact the IP Comms
Service Hub on 0800 389 0537

3
This booklet is here to help you get the very best from your new phone. We know you
will be keen to get started, but before we go into detail on all the things it can do for
you, you will need to set it up. It won’t take long, just follow the simple instructions
below or have a look at the quick start guide instead.
• IP telephone
• Handset
• Handset cord
• Mains power adapter (if ordered)
• Ethernet cable
• Phone stand
• Quick start user guide
VVX 300
Phone stand
VVX 400
Mains power
adapter
Handset
Handset cord Ethernet cable Quick start
user guide
SET UP.
Got everything?

4
Unpack the phone and turn it upside down to see the ports underneath.
Get everything connected.
Turn it over.
Set the position of your phone. Insert the phone stand into one of the slots on the back of the phone.
The slot you choose determines the angle of the phone.
GETTING STARTED.

5
Your handset will be pre-loaded with all the information it needs to set up the Cloud
Voice Service without you doing anything.
1. Once the phone is connected to the network, the phone will do a series of
firmware updates. It will need a little bit of time to do this, so please be patient.
• Everything is complete and correct once this symbol is showing on the screen
Connect your headset.
Please note:
During any future upgrades or
changes the same sequence may
take place.
Your cloud voice number
Check that the automatic set
up for the Cloud Voice Service
has worked.
If this happens, call us on 0800 389 0537
2. When everything is updated and ready to go, your Cloud Voice number will show
on the screen.
or
or
• If things haven’t worked properly, this symbol will be showing.
If you need to add a headset to your phone, follow the instructions that come with
the headset. Your phone works with wired headsets, usually through the RJ-9 port
shown below, and electronic hookswitch (EHS) headsets, which tend to use the RJ-9
and serial port.
GETTING STARTED.

6
Now that you’ve sorted out the wires, it’s time to have a look at what the phone can do.
Time
New Call DND Pickup Retrieve
Soft Keys
Date
The four buttons below the LCD screen are called the Soft Keys and their function
changes depending on what you are doing with the phone. All you need to do is check
the screen directly above each button to see what the options are.
Phone Display showing
‘Lines’ view.
Soft Keys.
GETTING TO KNOW YOUR PHONE.

7
Your phone has three main views: Home, Calls, and Lines (the default display). You can
access the Home and Lines views at any time.
•To get to the Home view from any menu, press the Home key.
•Press the Home key again to change to the Lines view, and again to get
back to Home.
•When you are making or receiving a call you will also see the Calls view. You can
toggle between all three screens using
the Home key.
On the VVX 300 the display icons are across three separate pages – use the Navigation
key to scroll left and right across the pages.
•Page 1 – New Call, Messages & Directories
•Page 2 – Forward, DND & Settings
•Page 3 – Applications
Phone Display (Views).
VVX 400 VVX 300
New Call Starts a new call and shows your
recent call history.
Messages
Lets you into your messaging
centre to see Urgent, New and
Old messages.
Directories Contains your contact directory,
recent calls list and favourites.
Settings Takes you to the basic and
advanced phone settings.
Applications Gives you access to web
applications, such as Google.
Page Indicator
Home View
The Home view has a range of icons that you can use to access the most popular phone
functions. Use the Navigation key to move through them, then press the Select key
when you reach the one you want.
GETTING TO KNOW YOUR PHONE.

8
Lines View (VVX 400)
The Lines view is your phone’s default display. It shows your phone line(s), any
favourites you have highlighted from your contacts, and the different options for the
soft key functions.
Call View
This is what you will see when you make or receive a call. It will show you the number
called/ received, the length of the conversation and how many calls you’ve got in
progress.
The soft keys below the screen will let you:
VVX 400
VVX 300
GETTING TO KNOW YOUR PHONE
Hold Place a call on hold (the system will supply default music for
this)
End Call Finish the current call using the soft key
Transfer Pass the call to another extension
More Choose from further soft key options, Confrnc & Lines
Confrnc – Include your call in a conference
Lines – Return the display to the main Lines view.

9
When you’re ready to dial, pick up the handset, press the Speakerphone key or the
Headset key if appropriate, and enter the phone number. Press the Send soft key.
If you are in the Home view, tap New Call, enter the phone number and press the
Send soft key.
To transfer a call, first press the Transfer soft key.
Then dial the number the call is being transferred to and press the Send soft key.
Either press the Transfer soft key immediately to forward the call straight away, or
wait until the the receiver is picked up so you can announce the call before you press
Transfer to connect it.
There are four ways to end an active call. You can either replace the handset, press
Speakerphone, press the Headset key if you’re using one or use the End Call soft key.
To end a held call, navigate to Calls view and highlight the held call. Press Resume
then press End Call.
Time and Date.
Making Calls.
Transferring Calls.
Ending Calls.
To pick up an incoming call, press the Answer soft key and pick up the handset or
press the Speakerphone key. If you are using a headset press the Headset key.
If you’re already on a call when another one comes in, press the Answer soft key and
the current call will be put on hold. Both calls will appear on your display, showing
which one is on hold. You can return to the first call by selecting that call and pressing
the Resume soft key.
Answering Calls.
The time and date is set by the Cloud Voice Service, but you can change the format
by going to Settings and updating your phone preferences there.
Conference Calls. If you want to set up a conference call, dial the first participant then press the More
soft key and select Confrnc
Dial and connect with the second party and press Confrnc again.
Note:
Whilst on a conference call from the Lines or Calls view, you can:
• Press Hold soft key to place everyone on hold.
• Press End Call soft key to remove yourself from the call, but keep the others
connected.
• Press Split soft key to end the conference and place all participants on hold.
USING YOUR PHONE.

10
Your favourites are the people that you call most often. Their number will show in
your Favourites list and in the Lines View.
To view your Favourites list – Press Home, select Directories and press Favourites.
To make a contact a Favourite – Go to your Contact Directory and use the Select key
to make your choice. Press More and then Add… and press Yes to confirm.
To dial a Favourite – Call directly from the Lines view or from the Favourites list.
To reorder your Favourites – Update the contact’s Favourite Index number in the
Contact Directory to move them up or down the list.
Your contact directory is managed via the Cloud Voice – please refer to the User
Feature Guide for details.
You can also manage your contacts from your handset. To do this, select Directories
from Home view, highlight Contact Directory and press Select.
•You can add a contact by pressing the Add soft key. Type in the details
and press Save.
•To include them in your Favourites list, enter a Favourite index number.
•If you need to update any information, select the contact you need, press
the Edit soft key, then Save when you are finished.
•To delete a contact from the Contact Directory, select them, press the More soft
key followed by Delete. Hit Yes to confirm.
•To search within the Contact Directory, press the Search soft key.
Enter your criteria, and press Search.
•To call a contact from the directory, highlight their details using the Select key and
press Dial.
Favourites.
Contact Directory.
Changing Ring Tone.
Update Configuration.
Listening to Voicemail.
If you would like to change your incoming call ringtone, select Settings from Home
view, and go to Basic > Ring Type. Choose the ringtone you want and press Back.
To set a ringtone for a particular contact, choose them from your Contact Directory,
press the Edit soft key, update the ringtone, and press Save.
Sometimes you might be asked to update your phone configuration. To do this:
• Tap Settings from Home view, and choose Basic > Update Configuration.
• The message Are you sure? will come up.
• To go ahead, choose Yes.
Be aware that your phone may restart, depending on the phone settings that have
been changed.
Go to Messages from Home view, and select Message Center. The display will show
the number of messages in your mail box. To listen to your messages tap Connect and
follow the prompts.
USING YOUR PHONE