Polycom VVX 400 User manual

Quick Start Guide
Polycom VVX 400 & 410
12-Line Desktop Phone with HD
Voice

Quick Start Guide
1. Getting to know your VVX400/410

Quick Start Guide
2. Understanding the icons:
Registered line
Phone warning
Unregistered line
Login credentials invalid
Placing a call
Shared line
Activate call using Polycom HD
voice
Shared line with a held call
Held call
Call forwarding enabled
Incoming call
You have messages
Active conference
Presence Status: Available
Placed call
Presence Status: Busy
Received call
Presence Status: Away
Missed call
Presence Status: DND
Favourite
Presence Status: Offline
Do Not Disturb enabled
Presence Status: No information
3. Basic phone features
New call
Select new call to display the dialler so you can place a call.
Messages
Select messages to access your voicemail.
Directories
Select directories to access your Contact Directory, Favourites, and
Recent Calls list. You may also be able to access a Corporate Directory
and Buddy Status List if they’re setup on your phone.
Forward
Select forward to set up forwarding options for incoming calls.
DND
Select DND to toggle DND (Do Not Disturb) on or off. When DND is
enabled, your phone won’t ring and incoming calls will go to
voicemail.
Settings
Select settings to access phone features and settings to customise
your phone.
Additional icons may include:
Applications
Select applications to access a menu of custom applications. See your
administrator for information about any specific applications listed in
this menu.
Calendar
Select Calendar to show a calendar with your meeting details. Using
the Calendar feature, you can join meeting directly from yourphone.

Quick Start Guide
4. Phone Views
Your phone has three main views:
Home
Calls
Lines (default view)
To change views:
For home view, press
From home view, press to display either lines or calls view
At the top of each view is a status bar. The status bar shows the date and time. If
your phone has information you should be aware of, messages will display along
with the time.
Home view
You can display home view by pressing
Home view displays your phone and messages, settings and information. At the
bottom of home view is a page indicator that shows how many pages of icons home
view displays.
To highlight and choose different icons,
use the navigation key to move left,
right, up and down and then select.
Calls view
You can access calls view if your phone has multiple calls in progress or you have one
held call.
Use the up and down navigation keys to see all your calls. If your phone has multiple
lines, calls display under the associated line.
Call colour indicates status:
Dark green –active call
Bright blue –incoming call
Dark blue –held call
Use the navigation key to highlight a call.
The soft keys apply to the highlighted
call.
Lines view
Lines view is your phone’s default display. Lines view displays your phone line(s),
favourites and soft keys in the soft key area.
If your phone is idle, you can press a line key to
access the dialler.
If your phone has calls, the phone line indicates
the number of calls you have and if they are active
or held.
The call colour will indicate the status of each call
(e.g. dark green for an active call).
The total number of calls is shown above the calls.
To switch between calls, use the navigation key
and select.

Quick Start Guide
5. Placing and receiving calls
Placing a call
Use any of the following methods to place a call:
Press the new call soft key. Select one of the previously called entries shown in
the display or start entering a number.
As you enter numbers the dialler displays a list of similar numbers. Use the
navigation key to select a match and automatically enter it.
Dial the number then press the speaker button .
Dial the number then press the headset button if you are using a headset.
To call from your directory:
From home view, select directories and then select contact directory.o
From the directory, use the navigation key to select the contact youo
want to call.
Place the call by doing one of the following:o
From the contact’s information screen, press info then press
dial.
Use the navigation key to select the contact, then press dial.
Answering calls
All incoming calls display an incoming call window
To answer a call, do one of the following:
To use the handset, simply pick up the handset.
To use the speakerphone, press or the answer soft
key.
To use your headset, press .
Responding to incoming calls
While your phone is ringing, you can do any of the following:
Temporarily ignore the call before answering
Reject the call so it goes to voicemail
Forward the call to another person
Ignoring incoming calls
Ignore or silence a call to stop your phone from ringing. Even though the call is
ignored, your phone will still display the incoming call notification so you can still
choose to answer the call.
To ignore or silence a call:
From the incoming call window, press ignore (for private lines) or Silence (for
shared lines)
The incoming call window disappears, your phone stops ringing and either home
or call view displays
Rejecting incoming calls
Reject a call to stop your phone from ringing and send the call directly to voicemail.
Call you reject will display in your recent calls list.
Rejecting calls is not available on shared lines.
To reject a call:
From the incoming call window, press reject (for private lines).
You can also reject an incoming call from line and call view.
The call immediately diverts to voicemail.

Quick Start Guide
Forwarding incoming calls to another person
While your phone is ringing, you can forward the call to another person.
To forward an incoming call to another person:
While your phone rings, press forward.
From the call forwarding screen, enter the forwarding number and press
forward.
During Calls
When you’re in a call, you can do any of the following:
Hold the call
Transfer the call to another person
Set up a conference call with the person you’re talking with another person.
Holding Calls
You can place any active all on hold. A held calls display in call and line views as
follows:
To hold a call
From line or call view, press hold. If you’re in call view be sure to highlight the
call first.
To resume a held call, do one of the following:
From line view, press resume. If there is more than one held call on a line, the
last call that you held will be resumed. If you have multiple lines and press
resume, the last call that you held –on either line –will be resumed.
Or
From call view, use the navigation key to highlight the call and press resume.

Quick Start Guide
6. Transferring calls
When you transfer a call to another person, you have the option to talk to the
person before the transfer completes.
If your phone supports blind transfer, you can automatically transfer a call without
talking to the other person. The call is automatically transferred after you dial the
number you’re transferring the call to.
To transfer a call:
From line or call view, press transfer. The active call is held
From the dialler, place a call to the person you want to transfer the call to
When you hear the ring-back sound, press transfer to complete the transfer. Or,
if you want to talk with the person before the transfer completed, connect and
talk with the person, and then press transfer.
To cancel the transfer before the call connects, tap cancel.
To perform a blind transfer:
From line or call view, press transfer. The active call is held
From the dialler, press blind, and place a call to the person you want to transfer
the call to.
The call automatically transfers to the person you specified.
7. Setting up conference calls
There are two ways to set up a conference: the conventional way –by calling two
people and using the confrnc soft key –or joining two existing calls using the join
soft key.
To set up a conference call:
Call the first person
From line or call view, press more and then confrnc. The active call is held.
Using the dialler, call the second person
When the second person answers, press more and then confrnc to join the two
calls in a conference. The Active: Conference screen displays.

Quick Start Guide
8. Voicemail
Listening to Voicemail
Your phone may indicate new voicemail messages by the following:
An icon next to the line that has a messageo
A message in the status bar advising total number of messages on all lineso
A flashing message waiting located at the top right of your phoneo
An audible alert (if your phone is on-hook)o
To listen to voicemail messages:
Press and select message centre. Or, from home view, select messages and
select message centre
If multiple lines are configured on your phone, the line select screen displays.
Use the navigation key to select the line that has the message
From the messages screen, press select and follow the prompts to access your
voicemail
9. Recent calls
Viewing Recent Calls
Your phone maintains a recent call list –A list of missed, received and placed calls. Each
list can hold up to 100 records.
To view the recent call lists from home view:
Select the directories icon
Select recent calls
To view the recent call lists from line view use the navigation key
Received Calls
Placed Calls
Missed Calls
From the recent calls list, you can:
Sort, order and filter calls by pressing type and selecting the call list.
By default, the list displays all call types (missed, placed, received) with the most
recent call displaying first
Remove certain calls from the list
Select a call record to view call details and manage the call
Use the navigation key to highlight an entry and press dial to automatically call the
person.
Icons displayed next to a call indicate the call type

Quick Start Guide
To manage a call record
From the recent calls list:
Use the navigation key to highlight an entry, and press the right arrow.
From the call details screen:
Press dial or the right arrow key to call the person
Press save to add the person to your contact directory. If the person is already in
your contact directory, but isn’t a favourite, Add to Favourites will display
instead.
Press add to favourites to make the person a favourite
Press delete to delete the call from the list
Press edit to edit the phone number before you dial the person
Customising recent calls list
From home view, select directories from home view and select recent calls
Press type to filter calls for specific lines or types of calls
When you filter calls, you can choose to display only missed, received, or placed
calls. Or, you can choose to display all call types (default). You can also choose to
display only calls from a certain line.
Press sort to sort the calls
When you sort calls by time, you can order calls ascending (oldest call first) or
descending (most recent call first) order.
When you sort calls by name, you can order calls in ascending (a-z) or
descending (z-a) order.
This guide is intended for users of Polycom VVX400/410 series handsets.
Not all features listed in this guide may be available at time of installation and
may be licence dependant
If you have any questions, we are here to help.
Please call 1300 00 6398 or email [e-mail]
Next Telecom Pty Ltd
Level 12, 100 Miller Street
North Sydney NSW 2060
p: 1300 00 6398
f: 1300 66 4447
e: [e-mail]
abn: 77 074 728 724