Polycom VVX Series User manual

Polycom VVX300 - VVX400
HV.SELECT
Cloud Hosted Telephone System

Get to know your phone
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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.

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.
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.
New Call
Messages
Directories
Settings
Applications
Starts a new call and shows your
recent call history.
Lets you into your messaging
centre to see Urgent, New and
Old messages.
Contains your contact directory,
recent calls list and favourites.
Takes you to the basic and
advanced phone settings.
Gives you access to web
applications, such as Google.
Phone Display (Views)
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.

On the VVX 300 the display icons are
across two pages – use the Navigation
key to scroll left and right across the
pages.
Page 1 – New Call, Messages &
Directories
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 conver-
sation and how many calls you’ve got in
progress.
The soft keys below the screen will let you:
Hold
End Call
Transfer
More
Place a call on hold (the system will
supply default music for this)
Choose from further soft key options:
Confrnc & Lines
Confrnc – Include your call in a 3
way conference
Lines – Return the display to the
main Lines view.
Pass the call to another extension
Finish the current call using the soft key

Call Pickup
To pick up a call ringing on another phone in your group, press the
Pickup softkey or dial *98.
Dialling
It’s best to dial like you do on a mobile phone – i.e key in the number
first (NB no ‘9’ is needed for an outside line), and only then pick up the
handset or press the Send Softkey.
If you key in the number after getting dialtone it will still work, but you
may notice a delay after you finish keying in the number unless you
press Send to confirm you have finished dialling.
For on-hook dialling press the speakerphone key instead of picking up
the handset. Similarly if using a heaset press the the headset key.
Hold
Press the Hold button or Hold softkey, and press the same button or
the Resume softkey to get the call back.
Transfer
Whilst on a call press the Transfer softkey; enter the number you wish to
transfer to (caller gets music on hold, if active) then press Send. After
speaking to the other party (or before if you wish) press Transfer again
to complete the transfer.
Call Park
To park a call press “transfer” and dial *68 then enter the extension
number you wish to park the call at then press #
To park at own extension dial *68 the #

Three Party Conference
Whilst on a call then press the More soft key and select Confrnc; enter
the number you wish to include (caller gets music on hold) then press
Send. After speaking to the other party press Confrnc again.
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.
Retreive park call
press retrieve then the extension number the call is parked at then
Enter. If the call is parked at your own extension press retreive then
enter followed by a #
Call Fowarding
Press the foward softkey then select the forwarding type
All = All calls are fowarded
Busy = only when the user is busy
No Answer = when the is no one to take the call
This is indicated on the home screen of the handset
Hunt group fowarding will need to be activated via the portal
Main number fowarding is also done from the online portal
Cancel Forwarding
Press the foward softkey then select the type then press disable
The line status on the home screen returns to idle

Favourites
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.
Voice Mail
When you login for the very first time you will have to change your
voicemail passcode for security reasons.You will also have to choose a
new password every 60 days after that. NB passcodes must be at least 4
digits long and cannot be trivial (eg 1111, 1234).
To access your voicemail from your phone, key *86 (with most setups,
dialling your own extension number achieves the same thing).
To access your voicemail when outside of the office: dial the voice
portal number and follow the prompts. (NB Not all users may have a
voicemail service).

Contact directory
Your contact directory is probably managed via the VoIP platform.
However 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.
Changing Ring Tone
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.

*72
Call Forwarding Always Activation
Allows Users to redirect incoming phone calls to another number, such
as a mobile phone or PA. After dialling the assigned FAC, Users dial the
destination phone number to which calls will be redirected followed by
the hash key (#).
*73
Call Forwarding Always Deactivation
Allows Users to turn Call Forwarding Always off. After deactivation, calls
ring to the User’s phone unless the user has set up another feature such
as Call Forwarding Busy, Call Forwarding No Answer, or Do Not Disturb.
*21*
Call Forwarding Always Interrogation
Informs the user whether the Call Forwarding Always service is
activated or deactivated. If the service is activated, the user also hears
the forwarding destination, which can be a phone number or voice
mail. Call Forwarding Always Interrogation is available only when one
or more of the following services are authorized (for a service provider
or group) or assigned (for a user): Call Forwarding Always,Voice
Messaging User.
Feature Access Codes
Many of the features on your phone can be accessed via star codes, as
with conventional phone systems. Some of the most commonly used
feature codes are listed below:

*41
Call Forwarding No Answer to Voice Mail Activation
Allows Users to send calls to voice mail when calls are presented to
their phone but are not answered.
#41
Call Forwarding No Answer to Voice Mail Deactivation
Allows Users to deactivate Call Forwarding No Answer To Voice Mail.
*94
Call Forwarding Not Reachable Activation
Allows Users to have their incoming calls forwarded to a different
destination number when their device is not registered on the platform.
After dialling the assigned FAC, Users dial the destination phone
number where they want their calls to be redirected.
*95
Call Forwarding Not Reachable Deactivation
Allows Users to disable Call Forwarding Not Reachable. After
deactivation, if the user's phone becomes unregistered, calls are no
longer routed to the alternate destination phone number by the Call
Forwarding Not Reachable feature.
*63*
Call Forwarding Not Reachable Interrogation
Informs the user whether their Call Forwarding Not Reachable service is
activated or deactivated. If the service is activated, the user also hears
the forwarding destination. Call Forwarding Not Reachable
Interrogation is available only when the user has the Call Forwarding
Not Reachable service assigned.

*21
Call Forwarding Always to Voice Mail Activation
Allows Users to send all calls directly to voice mail.
#21
Call Forwarding Always to Voice Mail Deactivation
Allows Users to deactivate Call Forwarding Always To Voice Mail.
*90
Call Forwarding Busy Activation
Allows Users to redirect their incoming phone calls to another number
when they are on the phone, such as a mobile phone or PA. After
dialling the assigned FAC, Users dial the destination phone number
where they want their calls to be redirected.
*91
Call Forwarding Busy Deactivation
Allows Users to turn Call Forwarding Busy off. After deactivation, calls
ring on the User’s phone unless the User has set up another feature
such as Call Forwarding Always, Call Forwarding No Answer, or Do Not
Disturb.
*67*
Call Forwarding Busy Interrogation
Tells the user whether their Call Forwarding Busy service is activated or
deactivated. If the service is activated, the user also hears the
forwarding destination, which can be a phone number or voice mail.
Call Forwarding Busy Interrogation is available only when one or more
of the following services are authorized (for a service provider or group)
or assigned (for a user): Call Forwarding Busy, Voice Messaging User.

*40
Call Forwarding Busy To Voice Mail Activation
Allows Users to send calls to voice mail when they are busy on an active
call.
#40
Call Forwarding Busy To Voice Mail Deactivation
Allows Users to deactivate Call Forwarding Busy To Voice Mail.
*92
Call Forwarding No Answer Activation
Allows Users to redirect their incoming phone calls to another
destination number when they do not answer their phone, such as a
mobile phone or PA. After dialling the assigned FAC, the Users dial the
destination phone number where they want their calls to be redirected.
*93
Call Forwarding No Answer Deactivation
Allows Users to turn Call Forwarding No Answer off. After deactivation,
calls ring on the User’s phone unless the user has set up another feature
such as Call Forwarding Busy, Call Forwarding Always, or Do Not Disturb.
*61*
Call Forwarding No Answer Interrogation
Informs the user whether their Call Forwarding No Answer service is
activated or deactivated. If the service is activated, the user also hears
the forwarding destination, which can be a phone number or voice
mail. Call Forwarding No Answer Interrogation is available only when
one or more of the following services are authorized (for a service
provider or group) or assigned (for a user): Call Forwarding No Answer,
Voice Messaging User.
.

*78
Do Not Disturb Activation
Allows Users to activate the Do Not Disturb feature by dialling the
assigned FAC.When Do Not Disturb is active, a User’s phone will not
ring and all incoming calls will receive ‘busy’. If the User has Voice Mail,
by default the call will be forwarded to Voice Mail. If a User has set Call
Forwarding Busy, calls will be forwarded to the destination number
configured.
*79
Do Not Disturb Deactivation
Allows Users to deactivate Do Not Disturb.
*66
Last Number Redial
Allows Users to redial the last number dialled. Users can only redial calls
where the call type is allowed in the Outgoing Calling Plan
*74
Speed Dial 8
Allows Users to program an assigned one-digit (2 through 9) speed dial
code to commonly called numbers.
*75
Speed Dial 100
Allows Users to program an assigned two-digit (00 through 99) speed
dial code to commonly called numbers

*98
Call Pickup
Allows Users that are a member of a Call Pickup Group to pick up calls
ringing for other Users belonging to the same Call Pickup Group. The
Call Pickup Group is created by a Company or Site Administrator and
may or may not contain all Users belonging to the Site.
When Users dial the Call Pickup FAC, the longest ringing phone in the
Call Pickup Group is answered.
*69
Call Return
Allows Users to return a call to the phone number of the last call
answered. Users will be allowed to return calls only to call types
allowed in the Outgoing Calling Plan.
*55
Direct Voice Mail Transfer
Allows Users to transfer a held call directly to a User’s voice mail, if the
destination User is on the same Site.The Voice Messaging feature must
be assigned and configured on the User’s Site.
*33
Directed Call Pickup with Barge-In
Allows Users to ‘Barge In’ on calls to or from another User in the same
group, by entering the assigned FAC followed by the extension of the
User whose call is to be ‘Barged-In’ on.
Barge-In is successful only when the destination User has only a single
call, (that is, no calls on hold or call waiting).When a User ‘barges in’ on
an answered call, the call becomes a three-way call and the User who
‘barged in’ becomes the controller of the three- way call.

*99
Clear Voice Message Waiting Indicator
Allows Users to clear the audible (and visible for some devices)
Message Waiting Indicator on their phone.
*86
Voice Mail Retrieval
Allows the user to retrieve their voice mail. Upon dialling this feature
access code, the user is automatically connected to their voice mail
retrieval menu.
*62
Voice Portal Access
Allows Users to access the Voice Portal