Polycom VVX 411 User manual

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
CALNET 3: AT&T Voice DNA: Quick reference guide –Polycom® VVX® 411
CALNET 3: AT&T Voice DNA®:
Quick reference guide
Polycom® VVX® 411
Version 1.0

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 2
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 3
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
AT&T Voice DNA®: Quick reference guide
What is the Polycom® VVX® 411?
The Polycom VVX 411 phone is a full-featured IP phone with a hands-free speakerphone and
handset designed for hi-fidelity wideband audio utilizing the Polycom® HD VoiceTM
technology for lifelike voice quality, a built-in headset connection and an integrated
Ethernet switch. The phone can have up to twelve unique phone numbers, has additional
buttons (such as Messages, Hold, and Transfer), and four soft keys, located below the
display window, that provide additional functions based upon the status of the phone. The
Polycom VVX 411 is equipped with a color LCD display.
Polycom VVX 411 at a glance
1. Graphic Display: Provides information about calls, messages, soft keys, time, date,
etc.
2. Soft keys: Performs various functions visible in the graphic display depending on
the state of the phone. Select the MORE key to view additional options.
3. LED indicator: Flashes when there is a new voicemail.
4. Feature buttons: Access available features or tasks.
5. Home button: Accesses phone settings and features.
6. Display Control button: Navigates through the displayed information in the graphic
display window. The center button selects the displayed data.
7. Headset button: Allows for hands-free communication through a headset.
8. Speakerphone button: Enables hands-free communication.
9. Mute button: Temporarily cancels outbound audio transmission.
10. Microphone: Allows for hands-free audio transmission.
11. Volume keys: Controls the incoming audio for handset, headset, speaker and
ringer.
12. Dial pad: Enters digits to be dialed and entries in the Contact Directory.
13. Hold button: Places an active call on hold and resumes a held call.
14. Messages button: Accesses voicemail messages.
15. Transfer button: Initiates either a blind or consultative transfer of an active call.
16. Speaker: Provides audio output for the ringer and hands- free communication.
17. Hook switch: Toggles the state of the phone from active to idle state.
18. Line keys: Activates selected line.
19. Line indicators: Displays the state of an active call or line status.

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 4
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
Placing a call
•Dial the number first using:
•Dial pad.
•Directory soft key to access the Recent
Calls, Favorites, or Contact Directory.
•Home button to access Directories.
•Then choose your calling method (handset,
headset, or speakerphone).
Notes:
•You do NOT need to dial 9 for an outside
line or 1 for long distance.
•Internal calls can be completed by dialing
the extension.
•Call duration is monitored through a call
timer on the graphic display.
Answering a call
You can answer a call using:
•Handset
•Headset
•Speakerphone
•Soft keys
•Answer: answers the call, defaults to
speakerphone.
•Reject: sends call directly to voicemail.
•Ignore: silences the ringer volume.
Call Waiting
Each line appearance can handle one call at a time.
To answer an additional call, select the associated
line key.
Move between calls on different line appearances:
•While on a call, press the line key associated
with another line. The call on the first line is
automatically put on hold.
•To return to the first caller, press the line
key associated with the first call. The
second call is automatically put on hold.
Note: Additional calls accessing a line appearance
will be forwarded to voicemail.
Placing a call on hold
During an active call:
•Press the Hold button or Hold soft key.
To remove from hold:
•Press the Hold button again or Resume soft
key.
Notes:
•Music on hold will play if a conference call is
put on hold.
•If multiple calls are held, use the up/down
arrows to switch between calls and press the
Hold button or Resume soft key to select the
desired call.
Line appearances and line keys
A phone number assigned to a line key on an IP phone
is called a line appearance. Your direct line usually
appears twice, then you will see additional lines or
shared extensions that you may answer. Any blank or
unassigned line keys will become speed dial buttons.
When a call comes in, all phones with that number as
a line appearance will ring at the same time.
Shared call presence:
•When a call is answered and put on hold, any
other phone with that line appearance can
take the call off hold.
Not shared call presence:
•When a call is answered, it becomes exclusive
to the phone that answered it.
Line indicators
The line indicators will change color depending on the
event:
•Fast flashing green: Incoming (ringing) call
•Solid green: Active call is in progress
•Flashing red: Call is on hold
•Solid red: Shared line busy (if applicable)

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 5
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
Line icons
The following list describes the icons visible on the
graphic display:
•Registered line: white telephone handset
with green checkmark.
•Registered shared line: white telephone
handset with shadow and a with green
checkmark.
•Ringing/incoming call: caller ID displayed on
screen.
•Call on hold: hold symbol displayed and a
small yellow number indicating which line
has a call on hold. Held call highlighted in
blue.
•Outgoing call: white telephone handset with
arrow.
•Active call: active call highlighted in green.
•Voice mail messages: envelope beside
applicable line key.
•Do Not Disturb: white telephone handset
with white line inside a red circle.
Conference calling
You can conference up to 12 participants on one
call.
To add another person to an existing call:
•Select the More soft key.
•Press the Conference (Confrnc) soft key.
•Enter the number of the second person.
•Select the Send soft key.
•Press the Conference (Confrnc) soft key to
complete.
To merge an active call with one on hold:
•Use the down arrow to switch to the held
call and press the Join soft key.
Transferring a call
Transferring a call releases the call from your phone.
Call transfer consultative:
Allows you to speak privately to the receiving party
before completing the transfer.
•During an active call, press the Transfer
button.
•Enter the phone number of the receiving
party.
•Select the Send soft key.
•Wait for the receiving party to answer and
discuss the issue.
•Press the Transfer button to complete the
transfer.
Call transfer blind:
Also known as cold transfer, transfers a call without
announcing the call to the receiving party.
•During an active call, press the Transfer
button.
•Select the Blind soft key.
•Enter the phone number of the receiving
party.
•Select the Send soft key.
Note: If the recipient does not answer, the call will
transfer to their voicemail, if voicemail has been setup.
Cancel call transfer:
•Press the Cancel soft key before the transfer
completes.
Note: You do not need to place the call on hold before
transferring. During the transferring process, the
caller will automatically be put on hold and hear
music.
Transferring a call directly to voicemail
•During an active call, press the Transfer
button.
•Select the Blind soft key.
•Enter *90 and the extension number.
•Press the Send soft key.

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 6
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
Call forwarding
Enable call forwarding
•When your phone is idle, enter:
*72 Call Forwarding Always
*92 Call Forwarding No Answer
•Enter the forward-to number.
•Press the Dial soft key.
•Listen for the voice prompt that confirms
Call Forwarding is turned on.
Note: The forward-to number can be an extension
or any 10-digit phone number.
Disable call forwarding
•When your phone is idle, enter:
*73 Call Forwarding Always
*93 Call Forwarding No Answer
•Press the Dial soft key.
•Listen for the voice prompt that confirms
Call Forwarding is turned off.
Do not disturb
The do not disturb option prevents incoming calls
from ringing. The line indicator will not flash. Calls
will go directly to voicemail, if no other forwarding
has been configured. A received call while do not
disturb is active will display as a missed call.
When activated, a red circle with a white line is
visible next to each line key and in the upper right
corner of the graphic display.
Enable / Disable:
•Select the Do Not Disturb (DND) soft key.
Enable / Disable with shared lines individually:
•Select the Do Not Disturb (DND) soft key.
•Select the desired line.
•Select Enable / Disable soft key.
Enable / Disable with shared lines whole phone:
•Select the Do Not Disturb (DND) soft key.
•Select the Set All / Clear All soft key.
Note: You can still make outgoing calls as normal.
On a shared line, your phone will not ring, but the
line will blink and you can still answer the call.
Recent Calls list
By default, when selecting the Recent Calls, the phone
displays the entire call history but can be filtered by
call type. Each call type will maintain up to 100
instances of each of the following call types:
•Missed calls
•Received calls
•Placed calls
Retrieve call list:
•Select the Directory soft key.
•Select Recent Calls.
•Select the Type soft key.
•Select the desired call list.
•Select the Dial soft key to place the call.
Delete an individual log entry:
•Select the Directory soft key.
•Select Recent Calls.
•Select the Type soft key.
•Select the desired call list.
•Select the individual call to be deleted.
•Select the Info soft key.
•Select the Delete soft key.
Delete entire call list:
•Select the Directory soft key.
•Select Recent Calls.
•Select the More soft key.
•Select the Clear soft key.
•Select the call list to be deleted.
•Select the Yes soft key.
Save an individual call log entry:
•Select the Directory soft key.
•Select Recent Calls.
•Select the Type soft key.
•Select the desired call list.
•Select the individual call to be saved.
•Select the Info soft key.
•Select the Save soft key.
•Select the Save soft key again.

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 7
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
Contact Directory
The phone maintains up to 100 contacts, entered by
the user.
Add new contact manually:
•Select the Directory soft key.
•Select Contact Directory.
•Select Add soft key.
•Enter information using the dial pad.
•Select the Save soft key.
Modify current contact:
•Select the contact you wish to change.
•Select the Info soft key.
•Select appropriate soft key (Edit or Delete).
•Select the Save soft key when complete.
Parking a call
Parking a call allows you to pick-up a call from a
different extension.
Park an active call:
•Press Park soft key.
•Enter your extension.
•Select the Enter soft key.
Retrieve a parked call:
•Press Retrieve (Retrve) soft key.
•Enter your extension.
•Select the Enter soft key.
•Pick up the handset.
Selecting a ringtone
The phone can support 24 selectable ringtones, but
only 19 are available at this time.
Change the ringtone:
•Select the Home button.
•Select Settings.
•Select Basic.
•Select Ring Type.
•Select the Play soft key to hear the ringtone.
•Choose the Select soft key to set the
ringtone.
Intercom
You can initiate an intercom call to other AT&T Voice
DNA users in your organization.
To make an intercom call:
•Enter *96.
•Enter an extension number.
•Press the Dial soft key.
•Wait to hear a beep, and then speak.
Note: The phone of the person you are calling
automatically answers in speakerphone mode.
They can choose to pick up the handset or switch to
headset mode, once the intercom call is connected.
Feature (star) codes
These are some of the commonly used feature (star)
codes:
*00 Last number redial
*60 Turn off music on hold
*67 Caller ID Selective Blocking
*69 Call return
*70 Call waiting off
*72 Forward all calls on
*73 Forward all calls off
*82 Caller ID Selective Unblocking
*90 Transfer caller directly to voicemail
*96 Intercom
*98 Call park
*99 Call park retrieve
E911 process and procedures
If you call 911 from your office / cubicle, the address
displayed for emergency responders is the building
address.
•Please notify the guard and or have someone
wait at the entrance to direct emergency
services.
If a network outage or loss of power occurs:
•Use your cell phone to call emergency
services.

© 2018 AT&T Intellectual Property. All rights reserved. AT&T and the Globe logo are registered trademarks of AT&T Intellectual Property.
Page 8
CALNET 3: AT&T Voice DNA
Quick reference guide –Polycom VVX 411
Block and unblock Caller ID
Your administrator controls the Caller ID settings for
your organization. When Caller ID is turned on, your
number appears on the phone you call. If permitted
by your organization, you can block your line’s Caller
ID on a per call basis.
Temporarily block Caller ID:
•Enter *67 and the number you want to call.
•Press the Dial soft key.
Your administrator can also block your line’s Caller
ID for all calls. You can unblock your line’s Caller ID
on a per call basis.
Temporarily unblock Caller ID:
•Enter *82 and the number you want to call.
•Press the Dial soft key.
Register or reboot your phone
There will be times when you must reset your phone
so that it can retrieve crucial software updates and
configurations from the AT&T Voice DNA service.
•Select the Home button.
•Select Settings.
•Select Basic.
•Select Restart Phone.
Note: The Polycom logo will appear in the display
window for a short time. Once the logo disappears,
the phone is operational.
AT&T Voice DNA Voicemail
You can listen to your AT&T Voice DNA Voicemail
messages using any touchtone phone (IP, wireline or
wireless).
New voicemail message
•Flashing red indicator light
•Envelope in graphic display
•Number of new voicemails in graphic display
To retrieve messages:
•Press the Messages button.
•Select the Connect soft key to dial voicemail.
•Enter your voicemail PIN to access messages.