Polycom Integra VVX 500 User manual

Flip Connect
Polycom VVX500
User Guide
_-
Flip Solutions Ltd t/a Flip Connect
Unit 5/6, 29 Mill Lane, Welwyn
Hertfordshire, AL6 9EU
020 3056 5060
0870 421 5411
[email protected]
www.flipconnect.co.uk

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User Guide | Polycom VVX500 | 30/06/2014
Contents
How to set up the Polycom VVX500............................................................................................................................................................................................................2
Phone Keys and Hardware............................................................................................................................................................................................................................2
Using your phone............................................................................................................................................................................................................................................3
Home View ..............................................................................................................................................................................................................................................................3
Lines View................................................................................................................................................................................................................................................................3
Calls View .................................................................................................................................................................................................................................................................4
Understanding Phone Icons and Status Indicators.......................................................................................................................................................................................4
Answering Calls............................................................................................................................................................................................................................................................5
Answering on a Shared Line................................................................................................................................................................................................................................5
Answering Calls Automatically ............................................................................................................................................................................................................................5
Managing Multiple Calls.............................................................................................................................................................................................................................................6
Placing Calls..................................................................................................................................................................................................................................................................6
Calling from the Dialler .........................................................................................................................................................................................................................................6
Placing Calls from Favourites, Recent Calls, and Directories ............................................................................................................................................................................7
Redialling Numbers ....................................................................................................................................................................................................................................................7
Ending Calls ..................................................................................................................................................................................................................................................................7
Setting up and handling three way calls................................................................................................................................................................................................................8
Setting up a three way call...................................................................................................................................................................................................................................8
Holding and resuming three way calls..............................................................................................................................................................................................................8
Ending three way calls ..........................................................................................................................................................................................................................................8
Listening to Voicemail ................................................................................................................................................................................................................................................9
Recent Calls ..................................................................................................................................................................................................................................................................9
Working with Your Contact Directory............................................................................................................................................................................................................. 10
To view your Contact Directory: ...................................................................................................................................................................................................................... 10
To view contact information:............................................................................................................................................................................................................................ 11
To search for a contact:..................................................................................................................................................................................................................................... 11
To dial a contact: ................................................................................................................................................................................................................................................. 11
To add a contact: ................................................................................................................................................................................................................................................ 11
To update a contact's information:................................................................................................................................................................................................................. 12
To delete a contact:............................................................................................................................................................................................................................................ 12
Working with a Corporate Directory............................................................................................................................................................................................................... 12
To view the Corporate Directory:.................................................................................................................................................................................................................... 12
To search the Corporate Directory:................................................................................................................................................................................................................ 12
To dial a Corporate Directory contact:........................................................................................................................................................................................................... 12
Controlling What is Heard...................................................................................................................................................................................................................................... 13
Updating the Incoming Call Ring Tone........................................................................................................................................................................................................... 13
Updating a Contact's Ring Tone ...................................................................................................................................................................................................................... 13
Changing the Speaker Volume ........................................................................................................................................................................................................................ 13
Muting the Microphone..................................................................................................................................................................................................................................... 13
Who do I contact? .................................................................................................................................................................................................................................................... 14

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User Guide | Polycom VVX500 | 30/06/2014
How to set up the Polycom VVX500
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
service will not work - for further details on these please refer to the Flip Hosted Business Administrators Guide.
Phone Keys and Hardware
The figure below shows the main phone keys and features

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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 displayed page, press the down or up arrow key. To change the highlighted entry, press the 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 may also be
able to access a Corporate Directory and Buddy Status List if they’re set up on your phone.
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.
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

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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.
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.

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Answering Calls
All incoming calls display in an Incoming Call window, as shown below.
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.
Answering another call
If you have a call and an incoming call arrives on the same or a different 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 on a Shared Line
If you share a line with another phone, you can answer calls as described above. Or, someone who shares the line can
choose to answer the call from their phone. If you answer the call and hold it, anyone who shares your line can answer the
held call.
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:
Select Settings from Home view, and select Basic > Preferences > Auto Answer.
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.
Press Save
Home View:
Call View:

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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
2326 has one active call, and line 2327 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.
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. 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 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

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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 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.
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.
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.

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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.
To resume a held call:
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.

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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
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

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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:
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.

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To view contact information:
From your Contact Directory, tap the contact. The contact’s information screen,
including the contact’s name and phone number, displays (as shown next).
Additional information—such as a job title, label, or email address—may also
display.
To search for a contact:
From your Contact Directory, tap Search.
From the Search screen, enter search criteria and tap Search. If you’re using
the onscreen keyboard, tap before you tap Search.
A list of search results is displayed. Tap Return to display your Contact Directory again.
To dial a contact:
From your Contact Directory, tap the contact you want to call.
From the contact’s information screen, tap the contact’s phone number.
To add a contact:
From your Contact Directory, tap .
From the Add Contact screen, enter contact information
For First Name, enter the contact’s first name.
Tap Last Name, and enter the contact’s last name.
Tap Contact, and enter the contact’s phone number.
oThe phone number must be unique, and must not already exist in the directory. If you save an entry
with a non-unique phone number, the entry won’t be saved.
Tap Job Title, and enter the contact’s job title, such as Manager.
Tap Email, and enter the contact’s email address.
Tap Favourite Index, and enter a favourite index number.
oThe number can be any unused value, up to a maximum value of 9999. A contact that has a favourite
index number will automatically display in your Favourites list. For more information about favourites,
see Managing Favourites.
Tap Label, and enter a label for the contact such as, Marketing.
oIf you specify a label, the label will be the first item that displays for the contact on the Directory screen,
and in your Favourites list if the contact is a favourite.
Tap Ring Type, and select the ringtone you want to use for the contact.
Tap Divert Contact, and enter the phone number of the third party you want this contact’s calls sent to.
Tap Auto Reject, and enable or disable the setting. The default setting is Disabled.
oIf enabled, each time the contact calls, the call will be directed to your mail system.
Tap Auto Divert, and enable or disable the setting. The default setting is Disabled.
oIf enabled, each time the contact calls, the call will be directed to the third party you specified in the
Divert Contact field.
Tap Save

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To update a contact's information:
From your Contact Directory, tap the contact you want to update.
From the contact's information screen tap
From the Edit Contact screen, update the contact's information
Tap Save
To delete a contact:
From your Contact Directory, tap the contact you want to delete.
From the contact’s information screen, tap . A confirmation message displays, confirming that you want to
delete the contact. Tap Yes or No.
Working with a Corporate Directory
You may have access to portions of a Corporate Directory. The Corporate Directory is non-editable; your administrator
determines which contacts you can see.
From the Corporate Directory you can do the following:
Search for contacts.
Dial contacts.
Add contacts to your local Contact Directory.
To view the Corporate Directory:
From your Home screen tap Directories
From the Directories screen, tap Corporate Directory. By default, a blank search screen displays. To view entries,
search for a person
To search the Corporate Directory:
From the Corporate Directory, perform a quick search or an advance search:
To perform a quick search, enter the first few characters of the contact's first or last name (depending on
how the directory is organised) and tap Submit
Or
To perform an advanced search, tap AdvFind. From the Advanced Find screen enter your search criteria
and tap Submit
The screen displays a list of contacts, starting with the most successful matches. To view information for the contact, tap
View. To erase all your search criteria and enter new criteria before you submit your search, tap Clear.
To dial a Corporate Directory contact:
From the Corporate Directory, search for the contact you want to dial
From the search results, tap the contact and tap Dial

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Controlling What is Heard
You can change what you hear by doing the following:
Updating the incoming call ringtone
Updating a contact's ringtone
Changing the speakers volume
Changing the ringer volume
Muting the microphone
Change where you hear sound effects
Updating the Incoming Call Ring Tone
You can choose a distinctive ring tone for your phone to identify it when it rings. Or, you can choose distinctive ring tones
for different lines.
To select an incoming call ringtone for your phone or a line:
Tap Settings from Home view, and tap Basic > Ring Type.
If multiple lines are configured on your phone, tap the line you want to apply a new ringtone to.
From the Ring Type screen, tap the ringtone you want. To hear the ringtone before you change it, tap Play. The
default ringtone is Low Trill.
Updating a Contact's Ring Tone
You can set distinctive ring tones for contacts in your Contact Directory so you can identify callers when your phone rings.
To select a ringtone for a contact:
From your directory, tap the contact to assign a distinctive ring tone to.
From the contact’s information screen, tap .
From the Edit Contact screen, tap Ring Type, tap the ringtone you want, and then tap .
From the Edit Contact screen, tap Save.
Changing the Speaker Volume
To change the volume of what you hear during a call, press one of the Volume keys, , to lower or raise the speaker
volume.
Muting the Microphone
Mute the microphone so other parties can’t hear you. Microphone Mute applies to all modes (handset, headset, and
speakerphone). You can still hear all other parties while Mute is enabled.
To mute the microphone during a call (including conference call), press .
The mute key glows red this means the other parties can't hear you. To disable Mute, press again.

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Who do I contact?
If you have any questions about the service, or want to report a fault after performing one of the checks in the
Troubleshooting Guide, please contact:
Telephone support is offered on 020 3056 5060 - normal hours of operation are Monday to Friday, 9am to 5:30pm.
Outside of these hours there is a Voicemail facility, you will be able to leave a message and a Support Engineer will
respond to your request at the earliest convenience.
Email support - If your preferred method of contacting us is email, please send all requests to
[e-mail]
Online support –We offer all customers to be able to create their own support ticket, this is accessed online via the
following URL - http://flipconnect.co.uk/support/ticket/ - please select Support from the Department dropdown.