Polycom Integra VVX 500 User manual

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
I
Table of Contents
Overview to your ENA SmartVoice System................................................................................................... 1
What is the ENA SmartVoice System? ...................................................................................................... 1
Is ENA SmartVoice difficult to learn? ........................................................................................................ 1
Why is it important to not move a phone to a different room in my building or a different building?... 1
What is a feature package and how does it affect how my phone works?.............................................. 2
Overview to your Polycom VVX 500 or 600 Series ....................................................................................... 3
What’s the difference between how I use a Polycom VVX 500 series phones and the Polycom VVX 600
series phones? .......................................................................................................................................... 3
What is the basic layout of my phone?..................................................................................................... 3
How do I use the touch screen? ............................................................................................................... 4
What is a soft key?.................................................................................................................................... 4
Making Calls .................................................................................................................................................. 6
How do I make a call using the handset?.................................................................................................. 6
How do I make a call using the speakerphone? ....................................................................................... 6
Answering Calls ............................................................................................................................................. 7
How do I answer a call using the speakerphone?..................................................................................... 7
If I am on a call, how do I answer a second call? ...................................................................................... 7
Holding Calls.................................................................................................................................................. 8
How do I place a caller on hold? ............................................................................................................... 8
How do I take a caller off hold? ................................................................................................................ 8
Transferring Calls .......................................................................................................................................... 9
How do I transfer a call if I want to talk to the recipient before I send the caller through (Consultative
transfer)?................................................................................................................................................... 9
How do I cancel the transfer if the recipient doesn’t want to or can’t take a call? ............................... 10
How do I transfer a call if I don’t need to talk to the recipient before I send the caller through (Blind
transfer)?.................................................................................................................................................11
How do I transfer a caller directly to someone’s voicemail?.................................................................. 12
Voicemail..................................................................................................................................................... 13
How do I set up my voicemail? ...............................................................................................................13
How do I check my voicemail from my phone?...................................................................................... 14
How do I check my voicemail from another ENA SmartVoice phone?................................................... 15
How do I check my voicemail remotely? ................................................................................................ 15

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
II
I have a direct dial number I can call from outside the system:......................................................... 15
I have an extension-only number I cannot call from outside the system: ......................................... 15
What are the voicemail menu options?..................................................................................................16
Recent Calls List .......................................................................................................................................... 17
How do I use my phone’s Recent Calls lists? .......................................................................................... 17
How do I clear the onscreen Missed Calls message?.............................................................................. 17
Conference Calls ......................................................................................................................................... 18
How do I make a 3-party Conference Call?............................................................................................. 18
If I’m already on two calls, how do I join them into a conference call? ................................................. 19
Call Park ...................................................................................................................................................... 19
How do I park a call?............................................................................................................................... 19
How do I pick up a parked call? ..............................................................................................................20
Recording Calls............................................................................................................................................21
How do I record a call? ........................................................................................................................... 21
Paging.......................................................................................................................................................... 22
How do I make a zone page that is broadcast through the phone speakers?........................................ 22
If my building intercom system is integrated with my ENA SmartVoice system, how do I make an
announcement?......................................................................................................................................22
Forwarding Calls from Your Phone ............................................................................................................. 23
How do I forward calls immediately to another phone?........................................................................ 23
How do I turn off immediate call forwarding? ....................................................................................... 23
How do I forward calls to another phone if I don’t answer my phone?................................................. 23
How do I off forwarding calls if no answer? ........................................................................................... 23

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
1
Overview to your ENA SmartVoice System
Notes
What is the ENA SmartVoice System?
ENA SmartVoice is a Voice-over Internet Protocol (VoIP) system. Characteristics of
the system include:
•The ability to direct dial any phone in your ENA SmartVoice System,
including other locations, using just the person’s 4 or 5 digit extension.
•Not being limited by a specific number of analog lines coming into your
building. You no longer have to wait for a line to become available to make
a call.
•Once you transfer a call, it no longer ties a line up on your phone
Is ENA SmartVoice difficult to learn?
The ENA SmartVoice system and the Polycom phones are very intuitive and easy to
use. The hardest thing about the new system is it is different than your old system,
and those key sequences are committed to your muscle memory. Once you have
had the opportunity to use the different features of your ENA SmartVoice system a
few times, they will be as familiar to you as your former phone system.
Why is it important to not move a phone to a different room in my
building or a different building?
Each phone's IP address is mapped to its room location. Moving the phone to
another location may cause confusion if that phone is used to dial 911 in the event
of an emergency. If you have a need to move your phone to a different room or
building, contact your system administrator and they will help you.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
2
What is a feature package and how does it affect how my phone works?
Each phone extension is assigned a feature package as specified by your system
administrator. Available features vary by package. In this guide, if a feature is only
available in specific feature packages, we will note that. Here is a chart showing
which features are available with each feature package.
Notes

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
3
Overview to your Polycom VVX 500 or 600 Series Phone
What’s the difference between how I use a Polycom VVX 500 series
phones and the Polycom VVX 600 series phones?
The Polycom VVX 500 series phones and the Polycom VVX 600 series phones work
exactly the same way. Both have color touchscreens, and the key sequences for
performing each task (e.g., transferring calls) are identical. In terms of the physical
phone themselves, the screen on the 600 series phones is slightly larger than the
screen on the 500 series phones.
What is the basic layout of my phone?
Notes

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
4
How do I use the touch screen?
Notes
What is a soft key?
Soft keys appear at the bottom of your screen and change depending on where you
are in a call sequence. You select a soft key by tapping it.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
5
What is my extension?
Your extension appears in the upper left corner of the screen.
Your extension may appear twice.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
6
Making Calls
You do not have to dial 9 or any other prefix to make an outbound call.
You can dial any other ENA SmartVoice phone in your system using just
the phone’s 4 or 5 digit extension.
How do I make a call using the handset?
1. Dial the number on the keypad.
2. Pick up the handset to start the call.
Be aware if you pick up the handset before starting to dial, the system
attempts to complete the call after an approximately 2 second pause.
You will get an error if you have not entered all the digits.
Notes:
How do I make a call using the speakerphone?
1. Dial the number on the keypad.
2. Tap the Dial icon or press the Speaker button.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
7
Answering Calls
How do I answer a call using the speakerphone?
Tap Answer or press the Speaker button.
Notes
If I am on a call, how do I answer a second call?
Tap Answer.
When you answer a second call, the first caller is automatically placed on
hold.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
8
Holding Calls
How do I place a caller on hold?
When you are on an active call, tap the Hold soft key.
Notes
How do I take a caller off hold?
When a caller is on hold, you see a Resume soft key. Tap it to return to the caller
on hold.
If you have two callers on hold, or are on an active call and have a caller on
hold, tap the onscreen caller ID for the call to which you would like to
return, then tap Resume.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
9
Transferring Calls
How do I transfer a call if I want to talk to the recipient before I send
the caller through (Consultative transfer)?
Sometimes, you want to talk to the transfer recipient before sending the caller
through. For example, you may want to let the recipient know who the caller is,
give the recipient some background information, check and see if the recipient is
available to take the call, etc.
In these cases, you use a Consultative transfer.
1. Tap More.
2. Tap Transfer.
When you tap Transfer, the original caller is automatically placed on hold.
You do not have to manually place the caller in hold.
Notes
3. Dial the recipient.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
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4. After you have spoken with the recipient and are ready to complete the
transfer, tap More.
5. Tap Transfer.
Notes
How do I cancel the transfer if the recipient doesn’t want to or can’t
take a call?
Tap the Cancel soft key at any point prior to completing a transfer to return to
the original call.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
11
How do I transfer a call if I don’t need to talk to the recipient before I
send the caller through (Blind transfer)?
To transfer a call to a recipient without talking with the recipient first, you use
the BlindXfer soft key.
1. Tap BlindXfer.
Notes
2. Dial the recipient’s extension or number.
3. Tap Enter.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
12
How do I transfer a caller directly to someone’s voicemail?
To transfer a caller directly to someone’s voicemail, you use the VMxfer soft key.
1. Tap VMxfer.
Notes
2. Dial the recipient’s extension or number.
3. Tap Enter.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
13
Voicemail
How do I set up my voicemail?
The first time you access the Message Center on your phone, the system will
walk you through your voicemail setup. To access the Message Center:
1. Tap the envelope icon at the top left of your screen.
Notes
2. Tap Message Center.
3. Tap the line for which you would like to set up voicemail. If have more
than one line with voicemail on your phone (for example, your extension
and the main number), you see them here.
4. Follow the prompts.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
14
How do I check my voicemail from my phone?
To check your voicemail:
1. Tap the envelope icon at the top left of your screen.
Notes
2. Tap Message Center.
3. Tap the line for which you would like to check voicemail. If have more
than one line with voicemail on your phone (for example, your extension
and the main number), you see them here.
4. Follow the prompts.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
15
How do I check my voicemail from another ENA SmartVoice phone?
1. Press the Messages button or icon of the phone you are using.
2. When you hear the voicemail greeting, press the star key (*).
3. Enter your full 10-digit number when prompted.
If you have an extension-only number, your full 10-digit number will be a
customer prefix followed by your extension. If you do not know your customer
prefix, check with your system administrator.
Notes
How do I check my voicemail remotely?
I have a direct dial number I can call from outside the system:
1. Call your number.
2. When you hear your voicemail greeting, press the star key (*).
3. Follow the prompts.
I have an extension-only number I cannot call from outside the system:
1. Dial 877-675-1152.
2. When prompted, enter your full 10-digit number. This will be a customer
prefix followed by your extension. If you do not know your customer prefix,
check with your system administrator.
3. Follow the prompts.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
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What are the voicemail menu options?
Notes
Depending on the feature package assigned to the extension, sub-menus may
vary from the above chart.

End User Training Participant Guide
Polycom VVX 500 and 600 Series Phones
17
Recent Calls List
How do I use my phone’s Recent Calls lists?
Tap the icon that looks like a clock to see your phone’s most recent received,
placed, and missed calls.
You can tap a number in your Recent Calls list to dial it.
Notes
How do I clear the onscreen Missed Calls message?
To clear the onscreen Missed Calls message, open your Recent Calls list by
tapping the icon that looks like a clock.