Polycom VVX410 User manual

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Polycom VVX410
Full user guide

Contents
Contents ....................................................................................................................................2
Introduction................................................................................................................................4
How to set up the Polycom VVX410..........................................................................................5
Phone Keys and Hardware........................................................................................................6
Using your phone.......................................................................................................................7
Home view.............................................................................................................................................7
Lines View..............................................................................................................................................7
Calls View..............................................................................................................................................9
Understanding Phone Icons and Status Indicators..................................................................10
Navigating Your Phone Interface.............................................................................................11
Answering Calls.......................................................................................................................12
Answering Another Call........................................................................................................................13
Answering Calls Automatically .............................................................................................................13
Managing Multiple Calls...........................................................................................................14
Placing Calls............................................................................................................................15
Calling from the Dialler.........................................................................................................................15
Placing Calls from Favourites, Recent Calls, and Directories..................................................17
Redialling Numbers..................................................................................................................18
Ending Calls.............................................................................................................................19
Setting up and handling three way calls...................................................................................20
Setting up a three way call...................................................................................................................20
Holding and resuming three way calls..................................................................................................20
Ending three way calls .........................................................................................................................21
Changing the Way Calls are Answered ...................................................................................22
Forwarding all calls to another person..................................................................................................22
Rejecting calls from a contact...............................................................................................................23
Using Do Not Disturb ...........................................................................................................................24
Listening to Voicemail..............................................................................................................26
Viewing Recent Calls...............................................................................................................27

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Controlling What is Heard........................................................................................................29
Updating the Incoming Call Ringtone...................................................................................................29
Updating a Contact’s Ringtone.............................................................................................................29
Changing the Speaker Volume.............................................................................................................30
Changing the Ringer Volume ...............................................................................................................30
Muting the Microphone.........................................................................................................................30
Choosing Where You Hear Sound Effects............................................................................................30

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Introduction
Polycom VVX410 Guide
This user guide will help you to navigate and use
your VVX410 phone. It will give you an overview
of your phone, and walk you through tasks so
you can successfully use your phone to perform
basic and advanced phone functions.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
How to set up the Polycom VVX410
The phone will arrive pre-configured and simply needs to be connected to the internet and powered up.
Your Administrator or installer should know how to do this for you. There are some network/router level
settings that must be applied, or the Horizon service will not work - for further details on these please
refer to the Horizon user guide.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Phone Keys and Hardware
The figure below shows the main phone keys and features.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Using your phone
Home view
Home view displays your phone line 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 change the highlighted icon, press the up, down, right, or left arrow key. Press Select to access the
desired menu.
Home view displays the following icons:
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 can access your company directory from here
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 voice mail.
Settings—Select Settings to access phone features and settings to customize your phone.
Lines View
Lines view (shown next) is your phone’s default display. Lines view displays your phone line(s), your
favourites, and soft keys in the soft key area.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
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’re active or
held. If the phone line has an active call, the call colour is dark green, as shown next. If the phone line
has one or more held calls, the call colour is dark blue, as shown next. The number of total calls is shown
above the calls. To select a call, use the up and down arrow keys
.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Calls View
You can access Calls view (shown next) if your phone has multiple calls in progress, or you have one
held call. Use the up and down arrow 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 up and down arrow keys to highlight a call.
The soft keys apply to the highlighted call.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Understanding Phone Icons and Status Indicators
The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate that a
feature is enabled.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Navigating Your Phone Interface
The following table shows you how to navigate your phone’s screens, as well as select and highlight
options.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Answering Calls
All incoming calls display in an Incoming Call window, as shown next.
To answer calls, do one of the following:
To use the handset, pick up the handset
To use speakerphone press or press answer
To use your headset press
If you’re already in handset, speakerphone, or headset mode, press Answer, and the phone will
automatically use the mode you’re in.
If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and Calls view
displays, as shown next
To answer the call, pick up the handset or from Calls view,
press Answer to use the speakerphone.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Answering Another Call
If you have a call and an incoming call arrives on the same line, a call waiting tone beeps, and the
Incoming Call window displays. To answer the call, press Answer. The call you were in is held.
If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and Calls view
displays.
Answering Calls Automatically
You may find it convenient if your phone to auto-answer calls, so you don’t have to press a key to answer
a call. If you enable this feature, your phone will automatically answer incoming calls using the
speakerphone. Your system administrator sets how many times your phone will ring before the call is
auto-answered.
If Auto Answer is enabled and a call arrives while you’re already in a call, the incoming call will be
automatically answered if you end or hold the current call.
To enable your phone to automatically answer calls:
1. Select Settings from Home view, and select Basic > Preferences > Auto Answer.
2. From the Auto Answer screen, do the following:
a. To enable your phone to automatically answer SIP calls, select Auto Answer SIP Calls,
and select Yes. The default setting is No.
b. To mute the microphone for all auto-answered calls so the incoming caller can’t hear you,
select Microphone Mute, and select Yes. The default setting is Yes.
3. Press Save

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Managing Multiple Calls
You can easily manage multiple calls from Lines and Calls view. Calls view displays all the calls for each
phone line, as shown next. All the calls for a phone line display under the associated phone line. Scroll
up or down to see all your lines and calls. To switch to Lines view, press More, and then Lines or press
Lines view shows you each line on your phone, and how many calls each line has, as shown next. In the
example below, line 2340 has one active call, and line 2333 has one held call.
If you press a line key that doesn’t have an active call, the most recent call on that line will become active.
The current call will be held. To manage a call, use the up and down keys to highlight it. Then, press one
of the soft keys to hold, resume, end, or transfer the highlighted call, or set up a conference with the
highlighted call.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Placing Calls
You can place a call using the handset, speakerphone, or headset. You can dial the number first, and
then choose the method —by picking up the handset, pressing , or pressing —or choose the
method first, and then dial the number. You can place calls in these ways:
Manually, from the Dialer
Automatically, by tapping a favorite in Home or Lines view
Automatically, from your Favorites list, Recent Calls list, or Contact Directory
Calling from the Dialler
The Dialler displays a list of previously-placed calls. Select one of the entries to automatically enter it.
Or, start entering a number. As you enter numbers, the Dialler displays a list of similar numbers, as
shown next. Use the up and down arrow keys to select a match and automatically enter it.
To display the Dialler, do one of the following:
From Home view, select New Call.
From Lines or Calls view, press New Call. (The New Call soft key won’t display if you have an
active call.)
If your phone is idle, start entering a phone number.
Pick up the handset, or press or . This method only works if you don’t have an active call.
In Lines view, press a line key that doesn’t have any calls.
When you access the Dialer, an active call is held.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
To call from the Dialer:
Enter the number, and then pick up the handset, press a line key, press , or press
Or
If you’re already in handset, speakerphone, or headset mode, enter the number, and press Dial.
.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Placing Calls from Favourites, Recent Calls, and
Directories
In addition to the Dialler, you can place calls from the Recent Calls list, Favourites list, or your Directory.
Or, you can quickly call a favourite from Home or Lines view.
To call from the Recent Calls list:
1. Access your Recent Calls list by doing one of the following:
a. From Home view, select Directories, and select Recent Calls.
Or
b. From Lines view, press the right arrow key for the Placed Calls list, the down arrow key
for the Missed Calls list, or the left arrow key for the Received Calls list..
2. From the Recent Calls list, use the up and down arrow key to select the person you want to call
and press Dial.
To call from your Favourites list:
1. From Home view, select Directories, and select Favourites.
You can also press the up arrow key to access the Favourite list.
2. From your Favourites list, use the up and down arrow key to select the favourite you want to call,
and press Dial.
To call from your Directory:
1. From Home view, select Directories, and select Contact Directory.
2. From your Directory, use the up and down arrow key to select the contact you want to call.
3. Place the call by doing one of the following:
a. From the contact’s information screen — press Info, use the up and down arrow key to
select the contact, and press Dial.
b. Use the up and down arrow key to select the contact, and press Dial

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Redialling Numbers
To dial the last number you called, press the right arrow key for the Placed Calls list. The first number in
the list is the last call you placed.
To redial a number:
From the Placed Calls list (shown next), press Dial.
Use the up and down arrow key to select the other previously
placed calls.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Ending Calls
To quickly end an active call, replace the handset. Or from Lines or Calls view, press End Call. If you’re
in Calls view, be sure to highlight the call first.

Service: 020 7503 3033 - email: horizon @ corporategroup.co.uk
Setting up and handling three way calls
You can set up a three way call with two other parties.
Just as with other calls, you can hold and resume these calls. In addition, you’ll have the option to split a
three way call, end the call and place the people you were talking with on hold.
Setting up a three way call
There are two ways to set up a three way call: 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 three way call:
1. Call the first person
2. From Lines or Calls view, press More and then Confrnc. The
active call is held.
3. Using the Dialler, call the second person
4. When the second person answers, press More and then
Confrnc to join everyone in a conference. The Active:
Conference screen displays, as shown next
Holding and resuming three way calls
When you place a three way call on hold, you place the other two people in the call on hold. No one in a
held three way call can hear each other.
To place a three way call on hold:
From Lines or Calls view, press Hold. If you’re in Calls view, be sure
to highlight the conference first. The other two people in the call are
held. The following example shows a held three way call in Calls
view.