Polycom VVX 411 User manual

Jefferson City School District, Admin Polycom VVX411

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What you will learn today …..
2
Getting Started
Dial Plan
Phone and Calling Features
Unified Communications

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Phone Navigation
3
Message Waiting Indicator
Volume
Headset
Speaker
Mute
Home Key
Navigation Key
Line Keys
Transfer
Voicemail
Hold
Color Display

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and certain CenturyLink product names are the property of CenturyLink. All other
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Dial Plan
When Calling… Dial…
JCSD Phones* 7-Digit Extension
Local 7-Digit Phone Number
Long Distance 10-Digit Phone Number
Toll-Free 10-Digit Phone Number
International 011 + Country Code + City Code + Number
Operator*659-3000
Information** 411
TTY 711
Emergency Services*** 911
4
*When dialing extensions or numbers
less than 10-digits, press # after the
number to make the call process faster
**Information may be restricted on
some phones, charges may apply
***Emergency Services are tied to the
service address of your phone

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and certain CenturyLink product names are the property of CenturyLink. All other
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Soft Key Default Layout
5
•Callers
•Directory
•Retrieve
•More
On-Hook
•Callers
•End Call
•Retrieve
Off-Hook
•Hold
•End Call
•Transfer
•More
During a Call
Note: This is an example of available features.
Softkey options will vary based on features
selected by your administrator, and may not be
positioned exactly as seen in this training module.

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and certain CenturyLink product names are the property of CenturyLink. All other
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Home Page
6
•Press the Home button to access
advanced features and settings
Home Page
•Missed Call Log
•Outbound Call Log
•Inbound Call Log
Directories
•Change ring tones
•Set ringing to silent
•Enable/Disable Call Forwarding
•Enable/Disable DND
Settings

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and certain CenturyLink product names are the property of CenturyLink. All other
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Caller ID
7
•7-digit extension and Name on the phone
Internal Users
• Caller ID will be your office’s main
number and ‘the Directory listing
associated with that office’
External Calls
•Enter *67 followed by the phone number
you wish to dial
Blocking Caller ID
•Dial *66 to dial the last number dialed
Redial

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and certain CenturyLink product names are the property of CenturyLink. All other
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Placing a Call on Hold
8
•To place a call on hold, press the Hold soft key or
hard key
•To retrieve the held call, press the Resume soft
key
Hold
•While on a call, if a second line is ringing, press
the Answer soft key
•This will automatically place your existing call on
hold
•You can toggle between active calls by pressing
Up/Down navigation key to make your selection,
then press the Resume soft key
Auto-Hold

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and certain CenturyLink product names are the property of CenturyLink. All other
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Consultative Transfer
9
Note: You may need to press the More soft
key to find the Cancel soft key.
Caller ID: The party receiving the transfer
WILL see the caller ID of the person
transferring the call –NOT the Caller ID of the
calling party.
•While on a call, press the Transfer soft or hard
key
•If you want to transfer to an extension that you
have a Busy Lamp Field, or a Favorite built,
press the Lines Softkey, then press the button
corresponding to the destination, OR
•When you hear dial tone, enter the extension +#
or the 10-digit number +# that you wish to
Transfer to
•When the party answers, announce the call
•Press the Transfer soft key or hang up to
complete the transfer
Consultative Transfer
• If the party does not answer or doesn’t wish to
take the call, press the Cancel soft key.
•You will be returned to your caller
Cancel Transfer

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and certain CenturyLink product names are the property of CenturyLink. All other
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Blind Transfer
10
•While on a call, hold down the Transfer soft
key or hard key
•While on he Transfer Type screen, press 2 on
your keypad to perform a Blind Transfer.
•Press the Select soft key.
•If you want to transfer to an extension that you
have a Busy Lamp Field, or Favorite built for,
press the Lines Softkey, then press the button
corresponding to the destination, OR
•When you hear dial tone, enter the
extension+# or the 10-digit number+# that you
wish to Transfer to
•The call will be transferred
Blind Transfer
•If you realize there is an error in your dialing,
before entering the last digit, you can press the
Cancel soft key
•You will return to the original caller
Cancel Transfer Note: To use Busy Lamp Fields or
Favorites, when transferring: Transfer,
Lines, then press the BLF or Favorite
to complete the transfer.
Also: You may have to press More to access some
keys such as Cancel.
Caller ID: The party receiving the transfer will see
the caller ID of the calling party.

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and certain CenturyLink product names are the property of CenturyLink. All other
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Transferring a Call to Voicemail
11
Note: You may have to press More to access
some keys such as Cancel.
Caller ID: The caller ID in the recipients voicemail
will show as the outside caller.
•While on a call, press the ToVmail soft key
•Enter the extension for the mailbox and press
the Enter soft key
•The call is released from your phone and goes
directly to voicemail. It does not ring the
phone.
To Voicemail
•If you make a mistake or change your mind
•Press the Cancel soft key
•This will return you to the original caller
Cancel Transfer
Confrnc To Vmail Park Retrieve
Note that the caller WILL still be on
your line, and will be able to hear
you!!

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and certain CenturyLink product names are the property of CenturyLink. All other
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Making a Conference Call
12
•You can Conference up to 15 callers
•With a call in progress, press the Conference soft
key
•When you hear dial tone, enter the number for the
party you wish to add to your call
•After you announce the call, press the Conference
soft key
Conference
•If the party does not wish to join your call or you
receive their voicemail
•Press the Cancel soft key
•This will return you to your original caller(s)
Cancel Conference
Note: You may have to press More to
access some keys such as Cancel.
Confrnc To Vmail Park Retrieve

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and certain CenturyLink product names are the property of CenturyLink. All other
marks are the property of their respective owners.
Forwarding Your Calls
13
•Press the Forward soft key
•Press the Up/Down navigation key to select
the desired forwarding option: Always, No
Answer, Busy
•On the keypad, enter the number or
extension you wish to forward to
•Press the Enable soft key
•All incoming calls will ring to that destination
Enable
•Press the Forward soft key
•Press the option you wish to disable
•Press the Disable soft key
•Calls will again ring to your phone
Disable
Note: You may have to press More to
access some keys such as Cancel.

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Do Not Disturb (DND)
•Press the DND soft key
•The icon next to your primary line keys will change
providing you with a visual that your phone is in
DND mode
•Callers will now go directly to voicemail
•If you monitor other individuals on your phone, use
the Up/Down navigation key to select the line(s) you
want to place in DND mode, then press Enable
Enable
•Press the DND soft key
•Callers will resume ringing to your phone
•If you enabled DND on lines you monitor on your
phone, use the Up/Down navigation key to select
the lines you want to disable, then press Disable
Disable
Note: You may have to press More to
access some keys such as Cancel.

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and certain CenturyLink product names are the property of CenturyLink. All other
marks are the property of their respective owners.
Call Park
15
•With a call in progress, press the Park
soft key
•To park against your extension, simply
press the # key
•To park against another extension, enter
the 7-digit extension followed by #
•The call is parked on that extension until
it is retrieved
Park
•From any IP handset, establish dial tone
•Enter *88 or press the Retrieve soft key
•Enter the 4-digit extension followed by #
that the call was parked on
Retrieve
Note: If a parked call is not retrieved, it will
recall to the device that it was parked from.
Confrnc To Vmail Park Retrieve
Callers Pull DND Retrieve

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and certain CenturyLink product names are the property of CenturyLink. All other
marks are the property of their respective owners.
Using Call Logs
16
•Incoming calls to your phone that you did not
answer
•Press the Callers soft key or press the Home
button to access Directories
Missed Calls
•Incoming calls to your phone that you did answer
•Callers soft key or press the Home button to
access Directories
Received Calls
•Outbound calls that you made
•Internal or external
•Callers soft key or press the Home button to
access Directories
Placed Calls
•Access call logs from your phone, toolbar or
Hosted VoIP End User Portal
•Access from Home Directories
Additional Detail
Note: If your phone reboots or loses
power, it will clear the local call logs.
Callers Pull DND Retrieve

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and certain CenturyLink product names are the property of CenturyLink. All other
marks are the property of their respective owners.
Using Directories
17
• Press the ‘Directory’ Soft Key or ‘Home’ and
scroll/highlight the ‘Directories’ icon
•Scroll down, or click the 4 key, to Enterprise
Directory.
•Using the number pad, type in first few letters of
the name and click the ‘Submit’ Soft Key.
•A District-wide list will show. Scroll to find the
name you are searching for, and click the scroll
wheel. This will bring up the info for that user.
Click on the ‘Dial’ Soft Key to dial.
District (Enterprise) Directory
•Same procedures as above, except click on
Group Directory, or the 6 key.
•This will only show numbers in your building.
Building (Group) Directory
Note: Only those buildings that are on the
VOIP system will be available to be
searched. Non-VOIP phone numbers will
not show up.

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and certain CenturyLink product names are the property of CenturyLink. All other
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Setting up Your Unified Communication Voicemail
18
Setup UC Voicemail
You will be instructed to
do the following
•Dial your Voicemail Retrieval number
(855-540-6245))
•Instructions are provided on the
Technology Services website:
https://www.jcschools.us/Page/17
039
•Note: If you do not setup your voicemail
greeting, your callers will not be able to
leave you a message.
•Record your name
•Set your open and closed schedule
• Record your “Open” greeting and
“Closed” greeting

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and certain CenturyLink product names are the property of CenturyLink. All other
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Voicemail Initialization User Guide
Press the Messages button on your VoIP phone, then press Connect, or dial your Remote Voicemail Access number 855-540-6245.
If calling from a phone other than your VoIP phone, enter in your 10 digit direct phone number, followed by #. You will be asked to
enter a password you wish to use.
Record your name:
When prompted, record your first and last name, followed by #.
Select schedule and greetings callers will hear:
Choose Option 2 to define your schedule and have your Open Greeting play 24/7
• At the prompt “Saturday and Sunday are defined as Weekend” Press 1
• At the prompt “Weekday Schedule Open Greeting” Enter 24#
• At the prompt “Weekend Schedule Open Greeting” Enter 24#
•To save selections after schedule summary Press 1
(Note: You can also Choose Option 1 to use the Standard Schedule. If selected this will play your Open Greeting 8:00 a.m. –5:00 p.m.,
Monday –Friday, and your Closed Greeting on Nights and Weekends)
Record Greetings:
Once you have defined your schedule, you will be prompted to record your greetings
Record Personal “Open Greeting”:
When prompted choose Option 2 to record your Personal Open Greeting
Record Personal “Closed Greeting”:
The system will prompt you to record a Closed Greeting, though this greeting will not be heard if you defined your Open Greeting to play
24/7 in Step 5.
When prompted choose Option 2 to record your Personal Closed Greeting
(Note: You can also select Option 1 for Open & Closed to use the Standard Greeting. This is a canned voice and will include your 10-
digit phone number as part of the greeting)
19

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and certain CenturyLink product names are the property of CenturyLink. All other
marks are the property of their respective owners.
Voicemail Initialization User Guide (Continued)
The system will state a few useful tips for navigating the voicemail menu, and will then state that your
voicemail service is “now ready to use and accept messages”. Voicemail setup is complete!
You can now hang up the phone.
Notes:
Your default password is 2580. To change your voicemail password, log into your
mailbox and press 4 –2 –1 –1
To change your Greeting(s), log into your mailbox and press 4 –3 –1, then select
greeting you’d like to re-record
Once your mailbox is initialized, you can login remotely by dialing your telephone
number. When the greeting answers press 7, followed by your password + #.
If you selected the Standard Schedule and would like to now have your Open Greeting
play 24/7, log into your mailbox and press 4 –3 –1 –3 –2, and then follow steps
a) through d) in Item 5 above.
To access your voicemail remotely, dial your personal number. When you hear
your own greeting, press 7. The system will prompt you for your password.
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