Polycom VVX101 User manual

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Polycom VVX101, 201, 3xx, 4xx, 50x, 60x
manual
A. General information
1. Introduction
Welcome!
This manual helps you to optimize the usage of the IP telephone in combination with the PBX. Please
use this manual at initial operation. Some features differ from the features described in the
manufacturer's documentation.
The following pages describe the Polycom VVX models.
VVX101 VVX201 VVX311
VVX411 VVX501 VVX601
Expansion module (max. 3)
available for VVX 300-600

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We hope you enjoy using the telephones!
2. Used symbols
Type Icon Description
Notice Important information and notices that you
have to pay attention to.
Hint Useful hints that provide additional
information.
Action – is marked with a dash
Result of an
action ⇒ is marked with an arrow
List • is marked with a bullet point
B. Security
1. Notes
Please note that the video functionality is not supported.
Please note that uaCSTA (CTI) is available from formware 6.0.0.
The device was produced in accordance with the most common security standards. Nevertheless,
note the safety guidelines in order to use the device securely. Please note the following safety
guidelines to lower risk of burning, electric shocks, and similar risks.
General guidelines
1. Keep the device dry and clean at transport, storage, and usage.
2. Avoid collisions and drops of the device at transport, storage, and usage.
3. Do not open the device case and do not try to repair the device on your own.
Guidelines for usage and operation

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1. Check whether the power supply voltage is in accordance with the device's voltage.
2. Pay attention to dry hands before using a cable.
3. Do not spill liquids on the device.
Guidelines for cleaning
1. Disconnect and unplug the device from the power supply before cleaning.
2. Use a soft, dry, antistatic cloth to clean the device.
Please find instructions on operation in the manufacturer's manual.
2. Encryption
You have the option of voice encrypting (SRTP) your telephone calls. You can activate this function
for your customer account via the administration portal at any time.
Activation of this function is subject to fees.
- Activate the function on the administration portal.
- Restart all telephones. Restarting may take a few minutes. During a conversation a lock icon on
the telephone display indicates encryption is activated.
⇒ The active call is now encrypted.

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You can activate the function Voice Traffic encryption (SRTP) on the administration
portal under ADMINISTRATION / Profile.
C. Initial Operation
1. Requirements & Information
In order to use this IP telephone with your telephone system you will need a sound
broadband connection.
If you only have a single circuit plug available (e. g. in home offices) but would like to
access the Internet with your laptop while using the phone, connect the laptop to the
circuit plug on the phone.
This feature is not available on Polycom VVX 101 models.
2. Adding an extension
All telephones you receive are preconfigured and connected to the telephone system.
Find further information on how to install an extension in the administration portal
manual.
D. Operation
1. Basic Functions
1.1 Overview of Keys
Below you will see an overview over all keys of the respective models.
Polycom VVX 101 / 201

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Polycom VVX 311 / 411
Pos. Description
1 USB port
2 Message Waiting Indicator
3 Line keys
4 Home key
5 Soft key
6 Navigation keys/ select key
7 Headset key
8 Speakerphone key
9 Speakerphone key
10 Volume key
11 Microphone
12 Hold
13 Message
14 Transfer
15 Dialpad
16 Speaker
17 Reversible tab (for wallmount installation)
18 Hookswitch
19 Security slot

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Polycom VVX 501 / 601
Pos. Description
1 USB port
2 Message Waiting Indicator
3 Home/line key
4 Home/line key
5 Headset key
6 Speakerphone key
7 Mute key
8 Volume keys
9 Microphone
10 Dialpad
11 Speaker
12 Reversible tab
1.2. Keys in Detail
Key Description
You can use the navigation keys to steer
through the menu. On the initial page:
Down: Menu
Up: History
Left: Telephone settings
Right: Directory search
Adjusts the speaker's and telephone's volume
Mutes the microphone
Headset
Speaker

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Transfer*
Hold conversation*
* not available for
Polycom VVX 501 & 601
1.3. Outgoing Call
Entering the extension number is sufficient when performing an internal call. If you
choose to perform an external call, you have dial the exchange identification code (e.g.
"9" for UK) prior to the external number.
You have the following options to perform an outgoing call:
Receiver
- Pick up the receiver.
- Enter the telephone number.
- Confirm your call by pressing the Send soft key.
- End the conversation by pressing the soft key End Call or hanging up.
Alternative:
- Enter the telephone number.
- Pick up the receiver.
- End the conversation by pressing the End Call soft key or hanging up.
Speaker
- Press the speaker key to activate the speaker.
- Dial the telephone number.
- Confirm your call by pressing the Send soft key.
- End the conversation by pressing the soft key End Call.
Headset
- Activate the headset by pressing the headset key .
- Dial the telephone number.
- Confirm your call by pressing the Send soft key.

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- End the conversation by pressing the soft key End Call.
1.4. Incoming Call
To answer an incoming call, you have the following options:
- Pick up the receiver or press the speaker key to answer an incoming call. Press the headset
key in order to answer with your headset.
- End the conversation by hanging up or by pressing the End Call soft key.
1.5. Call Waiting, Toggle & Hold a Call
Call Waiting
The display of the telephone sends out a double knocking sound as soon as a second call comes in
during an active conversation.
You have the following options:
- You can take the incoming call by pressing the Answer soft key and set the active conversation on
hold.
- You can reject the incoming call by pressing the soft key Reject.
- You can transfer the incoming call without taking it directly. Press the Transfer soft key or the
transfer key *.
Incoming calls can only knock, if the the Call waiting indication (CWI) for the extension is
activated. To enable CWI for your phone, select Call Waiting Indication in the menu
under Call Settings.
Hold a Call
- In order to hold an active call, press the Hold key or push the Hold button *.
- To take an incoming call during an active conversation, press the Answer soft key. To reject an
incoming call, press the Reject soft key. You can transfer incoming calls directly by pressing the
transfer button * or the Transfer soft key.
⇒ The active conversation is now on hold.
Currently, it is not possible to access the central directory during a call on hold.

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Toggle
- To toggle between two callers, press the soft key Swap. You can further toggle between the
conversations using the navigation keys and confirm your choice by pressing the Resume soft key.
⇒ The active conversation is put on hold and the caller hears a waiting music.
1.6. Call Transfer
To transfer an incoming call, you have the following options:
Attended Transfer
- After taking the call, press the Transfer soft key.
- Now enter the extension number.
- Press Transfer.
- Announce the incoming call.
- To transfer the call, press the Transfer soft key, then you can hang up.
Unattended transfer
- Press the Transfer soft key during an active call.
- Enter the destination extension number and press the Transfer key.
- Hang up.
If you want to perform a transfer during an active conversation follow the next steps:
Answer the call by pressing the Answer soft key.
Press the Transfer soft key.
Choose the line you want to transfer to.
Confirm with the Transfer soft key for an unattended transfer.

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Blind Transfer
- Do not take the incoming call.
- Press the soft key Transfer.
- Enter the number.
- Press the Transfer soft key.
- Hang up to finalise the transfer.
- When transferring a call that is on hold, you have the option to perform an unattended
transfer by pressing the soft key Transfer, entering the number and press Transfer
again.
1.7. Call Forwarding
You can configure various call forwarding scenarios. For this purpose you can use the call
forwarding profiles.
Under the telephone menu you can only edit the default profle (catch all / always) to be found under
the call forwarding profiles. You can edit the remaining call forwarding profiles via Ncontrol or via
the administration portal. For more information, refer to the administration portal manual and the
Ncontrol manual.
The following call forwarding options are available. You can activate or deactivate call forwardings
via the telephone menu's call settings.
Permanent call forwarding (always)
All incoming calls will be forwarded directly to the predefined telephone number.
Forward if busy (busy)
New calls will be forwarded immediately, when coming in during an active call. This call forwarding
option functions only, if the Call Waiting function is deactivated.
Delayed call forwarding (no answer)
Call forwarding condition: You do not answer the incoming call within a defined time period
(timeout). The timeout can be set to 5, 10, 15 or 20 seconds. Where should the incoming call be
forwarded after the specified time has elapsed? The caller receives a call waiting signal and is then
forwarded to the defined destination.
If unavailable (not registered)