Polycom Integra VVX 500 User manual

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Polycom VVX500 & VVX600
Full user guide

Contents
Contents ....................................................................................................................................2
Introduction................................................................................................................................4
How to set up the Polycom VVX500..........................................................................................5
Phone Keys and Hardware........................................................................................................6
Using your phone.......................................................................................................................7
Home view.............................................................................................................................................7
Lines view..............................................................................................................................................7
Calls View..............................................................................................................................................8
Understanding Phone Icons and Status Indicators..................................................................10
Answering Calls.......................................................................................................................11
Answering another Call........................................................................................................................11
Answering Calls Automatically .............................................................................................................12
Placing Calls............................................................................................................................13
Calling from the Dialler.........................................................................................................................13
Placing Calls from Favourites, Lists and Directories................................................................14
To call from the Recent Calls list:.........................................................................................................14
To call from your Favourites list:...........................................................................................................14
To call from your Directory: ..................................................................................................................14
Redialling Numbers..............................................................................................................................15
Ending Calls.............................................................................................................................16
Setting up and handling three way calls...................................................................................17
Ending three way calls .........................................................................................................................17
Listening to Voicemail..............................................................................................................18
Recent Calls ............................................................................................................................19
Working with Your Contact Directory....................................................................................................20
To view your Contact Directory: ...........................................................................................................20
To view contact information:.................................................................................................................21
To search for a contact:........................................................................................................................21
To dial a contact:..................................................................................................................................21
To add a contact: .................................................................................................................................21
To update a contact's information:........................................................................................................22
To delete a contact:..............................................................................................................................22

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Working with a Corporate Directory......................................................................................................23
To view the Corporate Directory:..........................................................................................................23
To search the Corporate Directory:......................................................................................................23
To dial a Corporate Directory contact:..................................................................................................23
Controlling What is Heard........................................................................................................24
Updating the Incoming Call Ring Tone.................................................................................................24
Updating a Contact's Ring Tone...........................................................................................................24
Changing the Speaker Volume.............................................................................................................24
Changing the Speaker Volume.............................................................................................................25
Muting the Microphone.........................................................................................................................25

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Introduction
Polycom VVX500/VVX 600 Guide
This user guide will help you to navigate and use your
VVX500 or VVX600 phone, as the guide can be used
for both handsets. 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.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
How to set up the Polycom VVX500/VVX600
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.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Phone Keys and Hardware

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Using your phone
Home view
Home view displays your phone line, messages settings and information. At the bottom of Home view is
the Page Indicator which shows how many pages of icons Home view displays
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 below) is your phone’s default display. Lines view displays your phone line(s), your
favourites, and soft keys in the soft key area.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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 below. If the phone line
has one or more held calls, the call colour is dark blue, as shown below. The number of total calls is
shown above the calls. To select a call, use the up and down arrow keys
Calls View
You can access Calls view (shown below) 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 then the calls display under
the associated line. Call colour indicates status:
Dark green —Active call
Bright blue —Incoming call
Dark blue —Held call

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Use the up and down arrow keys to highlight a call. The soft keys apply to the highlighted call.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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 either Home
or Calls view displays, as shown next. The view that displays depends if your phone last displayed Home
or Lines view.
Home view: Calls view:
Answering another Call
If you have a call and another 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 then placed on
hold.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either Home
or Calls view displays, as shown above. The view that displays depends if your phone last displayed
Home or Lines view.
Answering Calls Automatically
You may find it convenient if your phone is set 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 on 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 select SIP calls then 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

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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 Dialler
Automatically, by tapping a favourite in Home or Lines view
Automatically, from your Favourites list, Recent Calls list, or Contact Directory
Calling from the Dialler
The Dialler displays a list of previously-placed calls. Tap 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. Tap a match to automatically enter it.
To display the Dialler, do one of the following:
From the Home screen, 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 Dialler, an active call is held. To call from the Dialler:
Enter the number, and then pick up the handset, press a line key, press , tap or press
Or
If you’re already in handset, speakerphone, or headset mode, enter the number, and tap

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Placing Calls from Favourites, Lists and Directories
In addition to the Dialler, you can place calls from the Recent Calls list, Favourites list or your Directory.
Alternatively 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 the Home screen, tap Directories, and tap Recent Calls.
b. From the Dialler, tap Recent.
c. From Lines, Calls, or Active Call view, tap
2. From the Recent Calls list, tap the person you want to call. The call is automatically placed.
To call from your Favourites list:
1. From the Home screen tap New Call.
2. From the Dialler, tap Favourites.
3. From your Favourites list, tap the favourite you want to call. The call is automatically placed.
To call from your Directory:
1. Access your directory by doing the following:
a. From the Home screen, tap Directories, and tap Contact Directory.
or b. From the Home screen, tap New Call, and tap Directory.
2. From your Directory, tap the contact you want to call.
3. From the contact’s information screen, tap the contact’s phone number. The call is automatically
placed.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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:
1. From the Dialler (shown right), tap the first number in
the list.
2. Place the call.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Ending Calls
To quickly end an active call, replace the handset, or press or . Or, from Active Call, Lines, or Calls
view, tap End Call. If you’re in Calls view, be sure to highlight the call first.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
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.
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 then placed on hold.
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
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.
To resume a call that is on hold:
From Lines or Calls view, press Resume
Ending three way calls
To end a three way call, and your connection to the other people, press End Call. By default, when you
press End Call, the other two people remain connected.
To end a conference call:
From Lines or Calls view, press End Call.

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Listening to Voicemail
Your phone may indicate new voicemail messages by the following:
A message count on the Home screen, as show below. The counter indicates the number of
new messages you have
A Messages icon, , on the status bar. If you have more than one new message then the
icon has a counter indicating the number of new messages you have. A Messages icon also
scrolls under the time display and also displays next to the phone line (Lines view only), as
shown below.
A flashing Message Waiting indicator
An audible alert (if your phone is on-hook)
To listen to voicemail messages:
On the status bar tap and tap Message Centre. Or from the Home screen tap Messages
and then tap Message Centre
If multiple lines are configured on your phone, the Line Select screen displays. Tap the line
that has the message.
From the Messages screen, tap Connect and follow the prompts

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
Recent Calls
Your phone maintains a list of missed, receive and placed calls. Each list can hold up to 100 entries.
The Recent Calls list displays calls in one of the following ways:
Missed Calls only
Placed Calls only
Received Calls only
All Calls (missed, placed and received)
You can choose the type of list to display and sort the order of calls in various ways. By default the list
displays all calls, as shown below:
Icons displayed next to a call are:
Places calls display
Received calls display
Missed calls display
To view Recent calls:
From Home view, tap New Call, and tap Recent. You may also be able to access Recent Calls
by tapping Directories from Home view, and tapping Recent Calls.
To customise the list:
From your Recent Calls list, tap to sort and order calls and then tap to display certain
calls for specific lines
To clear certain calls from the list:

Gamma, Kings House, Kings Road West, Newbury, Berkshire RG14 5BY
0333 240 3000 0333 240 3001 [e-mail] www.gamma.co.uk
Registered in England Number 2998021; Registered Office: 5 Fleet Place, London, EC4M 7RD
From your Recent Calls list, tap to clear all the calls in the list, or just a specific time. You
can also choose to clear only those calls that currently display on the screen.
Working with Your Contact Directory
You can store a large number of contacts in your phone’s local Contact Directory (shown below). Contact
your administrator for the exact number.
From your local Contact Directory, you can:
View contact information.
Search for contacts.
Dial contacts.
If you can update your Contact Directory, you can also do the following:
Add contacts.
Update contact information.
Delete contacts.
To view your Contact Directory:
From Home view, tap Directories. If a Corporate Directory is on your phone, tap Contact
Directory on the Directory screen.
or
Tap New Call from Home view, and tap Directory.
From your Contact Directory, scroll to view contacts or enter search criteria to find a contact.