Polycom VVX 201 User manual

Polycom®VVX 201
Business Media Phone
User Guide
Version 1

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i
Table of Contents
Before You Begin ........................................................................................................1
Who Should Read this Guide? ......................................................................................................... 1
Typographic Conventions................................................................................................................. 1
Related Documentation.................................................................................................................... 2
Overview of Polycom VVX Business Media Phones .....................................................3
Overview of Phone Hardware and Keys .......................................................................................... 3
VVX201 Hardware .....................................................................................................................3
Securing Your Phone with the Security Slot ..............................................................................5
Overview of the Phone Interface ...................................................................................................... 5
User Screens .............................................................................................................................5
Icons and Status Indicators........................................................................................................7
Audio Calls.................................................................................................................. 8
Placing and Answering Audio Calls.................................................................................................. 8
Placing Audio Calls ....................................................................................................................8
Redial a Number ......................................................................................................................12
Answering Audio Calls.............................................................................................................12
Switch among the Handset, Headset, and Speakerphone ............................................................ 14
Mute and Unmute Audio................................................................................................................. 14
Holding and Resuming Calls .......................................................................................................... 14
Hold a Call................................................................................................................................14
Resume a Call..........................................................................................................................14
Resume a Call on a VVX Expansion Module ..........................................................................15
End an Active Audio Call................................................................................................................ 15
End a Held Call ........................................................................................................................15
Transferring Calls ........................................................................................................................... 15
Choose a Default Transfer Type..............................................................................................15
Transfer a Call..........................................................................................................................16
Cancel a Transfer ....................................................................................................................16
Managing Calls on VVX 201 Series Phones ................................................................................... 17
Display Calls from the Lines Screen........................................................................................17
Display Calls from the Calls Screen.........................................................................................17
Manage a Call from the Calls Screen ......................................................................................18

ii
Ignoring or Rejecting Incoming Calls.............................................................................................. 18
Ignore or Silence an Incoming Call..........................................................................................18
Reject Incoming Calls ..............................................................................................................18
Reject Calls from a Contact .....................................................................................................19
Rejecting Calls with Do Not Disturb.........................................................................................19
Redirecting Incoming Calls............................................................................................................. 20
Forwarding Incoming Calls to a Contact..................................................................................20
Divert Calls to a Contact ..........................................................................................................21
Conference Calls ...................................................................................................... 22
Tips for Conference Calls............................................................................................................... 22
Audio Conference Calls.................................................................................................................. 22
Initiate a Conference Call.........................................................................................................23
Join Calls to Create a Conference Call....................................................................................23
End a Conference Call.............................................................................................................23
Hold a Conference Call............................................................................................................24
Resume a Conference Call......................................................................................................24
Split a Conference Call ............................................................................................................24
Manage Conference Call Participants .....................................................................................24
Call Lists and Directories ......................................................................................... 25
Recent Calls ................................................................................................................................... 25
View Recent Calls....................................................................................................................25
Sort Recent Call Entries...........................................................................................................25
Sort Entries by Call Type .........................................................................................................25
Edit Recent Contact Entries.....................................................................................................26
Delete a Recent Contact..........................................................................................................26
Save a Recent Contact ............................................................................................................26
View Call Details ......................................................................................................................26
Managing the Contact Directory..................................................................................................... 26
Search for a Contact in the Contact Directory .........................................................................27
Add a Contact to the Contact Directory ...................................................................................28
View Contact Information.........................................................................................................28
Update a Contact's Information ...............................................................................................29
Delete a Contact ......................................................................................................................29
Add Contacts from the Corporate Directory to the Contact Directory......................................29
Favorites and Contact Lists ...................................................................................... 30
Managing Favorites ........................................................................................................................ 30

iii
Add Favorites...........................................................................................................................30
Viewing Favorites.....................................................................................................................30
Reorder Favorites ....................................................................................................................31
Delete Favorites.......................................................................................................................31
Accessing and Sending Messages............................................................................. 32
Accessing Voice Messages............................................................................................................ 32
Access Voicemail and Video Messages ..................................................................................32
Remove the Message Alert......................................................................................................32
Customizing Your Phone........................................................................................... 33
Set the Language ........................................................................................................................... 33
Change the Time and Date Format................................................................................................ 33
Disable the Time and Date Display..........................................................................................33
Backlight Intensity and Timeout ..................................................................................................... 33
Set the Backlight Intensity........................................................................................................34
Set the Backlight Timeout........................................................................................................34
Changing Audio Settings................................................................................................................ 35
Change Incoming Call Notifications.........................................................................................35
Set a Ringtone for Incoming Calls ...........................................................................................35
Set a Ringtone for Individual Contacts ....................................................................................36
Change the Volume .................................................................................................................36
Phone Accessories and Computer Applications........................................................ 37
Using a Headset with Your Phone ................................................................................................. 37
Connecting a Headset .............................................................................................................37
Use Your Headset for All Calls ................................................................................................37
Reactivate Headset Memory Mode..........................................................................................38
Using Electronic Hookswitch....................................................................................................38
Disconnect Your Headset ........................................................................................................40
Accessibility Features on Your Phone ...................................................................... 41
Features for Hearing-Impaired Users............................................................................................. 41
Features for Vision-Impaired and Blind Users................................................................................ 43
Features for Mobility-Impaired Users ............................................................................................. 44
Maintaining Your Phone............................................................................................ 45
Investigate Phone Warnings .......................................................................................................... 45
Remove Warnings .......................................................................................................................... 45

iv
Restart the Phone........................................................................................................................... 45
Update the Phone Configuration .................................................................................................... 46
Test Phone Hardware..................................................................................................................... 46
View Software Details..................................................................................................................... 46
Updating the Phone Software ........................................................................................................ 46
Update the Phone Software.....................................................................................................47
Update Software Later .............................................................................................................47
Postpone Software Updates ....................................................................................................47
Exit the Software Update Notification ......................................................................................47
Troubleshooting ....................................................................................................... 48
Speakerphone ................................................................................................................................ 48
Troubleshoot the Calendar............................................................................................................. 48
Login Credentials............................................................................................................................ 48
Troubleshoot Audio and Echo Issues............................................................................................. 48

1
Before You Begin
This Polycom VVX Business Media Phones User Guide uses a number of conventions that help you to
understand information and perform tasks.
See the
Polycom VVX Business Media Phones Regulatory Notices guide for all regulatory and safety
guidance.
Who Should Read this Guide?
This guide is intended for beginning users, as well as intermediate and advanced users who want to learn
more about their phone features.
This user guide contains information for the following Polycom® VVX® products:
● VVX 201 business media phones
Typographic Conventions
A few typographic conventions, listed next, are used in Polycom guides to distinguish types of in-text
information.
Typographic Conventions
Bold Highlights interface items such as menus, menu selections, window and dialog box
names, soft keys, filenames, and directory names when they are involved in a
procedure or user action. Also used to highlight text to be entered ortyped.
Italics Used to emphasize text, to show example values or inputs (in this form:
<
example >), and to show titles of reference documents available from the Polycom
Support Web site and other reference sites.
Blue Text Used for cross references to other sections within this document and for hyperlinks to
external sites and documents.
Courier Used for code fragments and parameter names.
Convention Description

2
Related Documentation
For additional information about the Polycom VVX Business Media Phones, the VVX Camera, and the VVX
Expansion Modules, view the following support pages:
● Polycom VVX 201
You can view the following types of documents on each product page:
● Quick Tips A quick reference on how to use the phone’s most basic features.
● Quick Start Guide This guide describes the contents of your package, how to assemble
the phone or accessory, and how to connect the phone to the network. The quick start guide
is included in your phone package.
● Wallmount Instructions This document provides detailed instructions for mounting yourphone
on the wall. To install your phone on the wall, you need the optional wallmount package,
which includes the wallmount instructions.
● Administrator’s Guide This guide provides detailed information about setting up yournetwork
and configuring phone features.
● Regulatory Notice This guide provides information for all regulatory and safety guidance.
You can also view Feature Descriptions and Technical Notifications on the Polycom Voice Support page. These
documents describe workarounds to existing issues and provide expanded descriptions and examples for
phone settings and features. You can find these documents on the Polycom Profiled UC Software Features
and Polycom Engineering Advisories and Technical Notifications support pages.

3
Overview of Polycom VVX Business Media Phones
Before you use your phone, take a few moments to familiarize yourself with its features and user interface. This
section details your phone's components, the screen layout of your phone, and how to navigate your phone's
interface.
The terms “the phone” and “your phone” refer to any of the business media phones. Unless specifically noted
in this guide, especially with regard to phone graphics, all VVX business media phones operate in similar
ways.
Note: As you read this guide, keep in mind that certain phone features are configurable by your system
administrator or determined by your phone environment. As a result, some features may not be enabled or may
operate differently on your phone. Additionally, the examples and graphics in this guide may not directly reflect
what is displayed or is available on your phone screen.
Overview of Phone Hardware and Keys
Use the following figures and tables to understand your VVX phone's hardware features. For more
information about attaching phone hardware, including how to connect your phone to the network, see the
Quick Start Guide for your phone available on your phone's support page on Polycom Voice Support.
VVX201 Hardware
The following figure displays the hardware features on the VVX 201 business media phone. The table lists
each numbered feature shown in this figure.
Figure 1: VVX 201 hardware features

4
VVX 201 Hardware Feature Descriptions
Reference
Number
Feature
Feature Description
1 Hookswitch Cradles the handset and end calls.
2 Line keys Enable you to select a phone line, view calls on a line,
or quickly call a favorite contact.
3 Speaker Provides ringer and speakerphone audio output.
4 Dialpad keys Enable you to enter numbers, letters, and special
characters. You can also use the dialpad keys to
select menu items that have index numbers.
5 Microphone Transmits audio to other phones.
6 Volume keys Adjust the volume of the handset, headset, speaker,
and ringer.
7 Mute key Mutes local audio during calls and conferences.
8 Speakerphone key Enables you to place and receive calls using the
speakerphone.
9 Headset key Enables you to place and receive calls through a
headset.
10 Security slot (on side) Enables you to attach a universal security cable lock
to your phone so you can secure it to a desktop.
11 Navigation keys / Select key Scrolls through information or options displayed on the
phone's screen. Selects a field of displayed data.
12 Soft keys Enable you to select context sensitive keys that
display along the bottom of the screen.
13 Home key Displays the Home screen from other screens, and
displays the Lines and Calls screen from the Home
screen.
14 Screen Shows a 2.5-inch (6.35 cm) diagonal screen with a
backlight that enables you to view menus and data.
VVX 101 phones do not have a backlight.
15 Message Waiting Indicator Flashes red to indicate when you have new
messages.
Reference Feature Feature Description
Number

5
Securing Your Phone with the Security Slot
The security slot is located on the top, left, or right side of the phone and is indicated by a padlock symbol. See
the hardware figure for your phone for the location of the security slot.
By fastening one end of a universal security cable to a stationary object such as a desk or table, and the other
end to the security slot available on Polycom VVX phones, you can prevent your phone from being stolen or
otherwise removed. Refer to the universal security documentation for more information on securing your
phone.
Overview of the Phone Interface
Your VVX phone has icons, status indicators, and user screens help you navigate the interface and
understand important information on the state of your phone.
User Screens
VVX phones have four screens that display on the phones:
● Home Screen —Displays your messages, settings, and information
● Calls Screen —Displays all active and held calls on your line
● Lines Screen —Displays your phone lines, your favorites, and conditional soft keys
● Active Call Screen —Displays the active call currently in progress
Home Screen
On VVX phones, the phone line and icons you can select to access phone features, settings, and information
display on the Home screen.
Calls Screen
The Calls screen is supported on VVX 201 phones. You can access the Calls screen when you have one held
call or an active and held call in progress on your phone. The Calls screen is automatically displayed when you
have an active call and one or more held calls on your phone.
All of your active and held calls display on the Calls screen. You can use the arrow keys or swipe the screen from
the bottom to the top to view all calls on your phone. The total number of calls is displayed on your line, and if
you have multiple lines on your phone, calls display under the associated line.

6
Display the Calls Screen
When you have more than one call on your phone, you can display the Calls screen from any other screen on
your phone.
» During a call, do one of the following:
 Press the Home key .
 On VVX 201 phones, press the L- > C soft key.
Lines Screen
The Lines screen is supported on VVX 201 phones and is the default screen when your phone is not in use.
When you have multiple calls on your phone, the number of calls you have is displayed next to the line
number.
You can view your phone lines, favorites, and soft keys on the Lines screen.
Display the Lines Screen
You can view the Lines screen at any time on your phone from any other screen.
» Press the Home key .
Switch among Phone Screens
You can see any phone screen on your phone from other screens by pressing the Home key . Although
you can access any phone screen from other screens, you can access certain screens only if your phone is idle
or has one or more calls in progress.
You can access certain screens in the following scenarios:
● If your phone is not in use, you can access the Home and Lines screen.
● If your phone has an active call, you can access all screens.
● If your phone has one active call only, you can access the Home or Lines screens
● If your phone has multiple calls, or one held call, you can access the Home, Lines, and Calls screen.
» Do one of the following:
 From the Home screen, press to display either the Lines or Calls screen.
 The Call screen displays only when an active or held call is in progress on your phone.
 Press the Home key to display the Home screen from the Lines or Calls screen.
 On VVX 201 phones, press the C- > L soft key to display the Lines screen from the Calls screen.
 On VVX 201 phones, press the L- > C soft key to display the Calls screen from the Lines screen.

7
Icons on VVX 101 and 201 Phones
Registered line
Phone warning
Unregistered line
Login credentials invalid
Placing a call
Shared line
Active call using Polycom HD
Vi
Shared line with a held call
Held call
Call forwarding is enabled
Incoming call
New message
Active conference
Presence status (Available)
Placed call
Presence status (Busy or In a Call)
Icon Description Icon Description
Received call
Presence status (Away)
Missed call
Presence status (Do Not Disturb)
Favorite
Presence status (Offline)
Do Not Disturb enabled
Presence status (Unknown)
Icons and Status Indicators
The following tables display phone icons and status indicators that display on the VVX business media
phones.

8
Audio Calls
VVX business media phones enable you to place and answer SIP and H.323 calls, ignore incoming calls from
all or individual contacts, place and manage conference calls, manage calls on shared lines, and perform
server-dependent tasks.
Note: Some of the features described in this section require access to the Basic settings menu on the phone.
If your phone requires a password to access the Basic settings menu, contact your system administrator for
assistance customizing your phone.
Placing and Answering Audio Calls
VVX 201 phones can manage a maximum of 8 active, incoming, and held audio calls at a time. However, you
can have only one active call in progress with numerous other incoming calls or calls on hold on all phones.
Additionally, your system administrator can set up your phone to have up to six lines with unique extension
numbers, or the same extension number as other lines on your network.
Placing Audio Calls
You can place calls in numerous ways, including placing international calls, placing calls from Recent Calls or
directories, placing calls to contacts or favorites, calling authorized numbers on a locked phone, or calling a
contact from a VVX Expansion Module. If enabled, you can also place an intercom call to a specified contact
or hide your number before placing a call.

9
Place a Call from the Dialer
The Dialer enables you to enter a number to place a call and displays a list of previously placed calls. As you
enter numbers, the Dialer displays a list of similar numbers in your directory. Select a match to automatically
enter the number.
TASK
1 Do one of the following:
2 Start typing a phone number.
3 Select New Call.
4 Press a line key.
5 Pick up the handset, press , or press .
6 Enter a number or select a recent contact.
7 Select Dial or tap .
Note: Your administrator can set up your phone to automatically place the call after you enter a certain
number of digits. If a call is placed before you enter all the digits, add the number to your Contact Directory
and dial the number from the Contact Information screen.
Place an International Call
You can place calls to international phone numbers from the Dialer.
TASK
1 In the Dialer, dial 001
2 Then enter the rest of the number and press Dial or tap .
Place a Call from Recent Calls
In addition to the Dialer, you can place calls from the Recent Calls list, which has calls that were recently
placed, answered, or missed on your phone.
TASK
1 Do one of the following:
 On VVX 201, navigate to Directories > Recent Calls.
2 From the Calls List screen, select a contact and select Dial.
Calling Favorites
You can call your favorites from the Favorites list or by selecting a favorite on your Home or Lines screen.
Call Favorites from the Favorites List

10
When you add a contact as a favorite, the contact is added to your Favorites list, and you can call contacts
directly from the Favorites list.
TASK
1 Select New Call.
2 From the Dialer, select Favorites.
3 Select a favorite, and select Dial.
Call Favorites from the Home or Lines Screen
Contacts you add as favorites display on the Home screen or on line keys on the Lines screen, and you can
quickly call favorites from the Home or Lines screen.
» Do one of the following:
 On VVX 201 series phones, press a line key associated with a favorite on the Lines screen.
A call is placed to the favorite automatically.
Calling Contacts from the Directory
You can search for and call contacts in your Contact Directory.
Call a Contact from a Directory
You can place a call to a contact directly from your directory or you can select contacts in your directory to call
from the New Call screen.
TASK
1 Do one of the following:
2 Select Directories.
3 Navigate to New Call > Directory.
4 Choose a directory.
5 From your directory, select a contact.
6 From the Contact Information screen, select the contact's phone number.
7 On VVX 201, select Dial.

11
Call a Contact from the Directory Search Screen
You can search for and call contacts from the Search screen in your directory. TASK
1 Select Directories.
2 Select Search, enter your contact's first or last name, and select Search.
3 Select your contact.
4 In the Contact Information screen, select the contact's number, and select Dial.
Placing Intercom Calls
The intercom on your phone enables you to place a call to a contact that is answered automatically on the
contact's phone as long as the contact is not in an active call. If the contact is in an active call, the contact can
choose to answer the intercom call, or the intercom call is answered automatically after the active call ends.
Check with your system administrator to find out if this feature is available on your phone.
Place an Intercom Call
You can place an intercom call to a contact to quickly relay a message. TASK
1 From the Home screen, select the Intercom icon or select the Intercom soft key. The New Call screen
is displayed.
2 Enter a number or select a contact.
3 Select Dial.
The phone plays a tone and the call is answered automatically on the contact's phone.
4 Speak your message and wait for a response.
5 If you do not need to wait for a response, select End Call.
Tip: Your system administrator can set up your phone to automatically call a specific contact when you press
the Intercom soft key. If your phone is set up this way, press the Intercom soft key and wait for your contact to
answer before speaking your message.
Place a Call from a VVX Expansion Module
You can place a call using the line keys on your VVX Expansion Modules. Line keys on expansion modules
activate available lines and place calls to contacts assigned to those lines.
» Do one of the following:
 Press a line key corresponding to an available line and dial the number.
 Press the line key of the assigned favorite you want to call. The call is placed and is displayed on your
phone's screen.

12
Redial a Number
Your phone automatically keeps a record of all the calls placed on your phone. You can recall the last contact you
call using the Redial icon or soft key.
» Do one of the following:
 Select Redial on the Home screen.
 Press the Redial soft key.
Answering Audio Calls
When you receive an incoming call on your phone, you can choose to answer the call in various ways,
including answering calls in the Incoming Calls screen, in the Calls screen, during a call, automatically, and
using a headset or the speakerphone.
Answer an Incoming Call
When you receive an incoming call, your phone rings and an Incoming Call screen is displayed, as shown
next. In the Incoming Call screen, you can choose to answer or reject the incoming call.
Note: Your system administrator can enable the screen to flash bright orange when you have an incoming call.
The screen continues to flash until the incoming call is displayed in the Home or Calls screen. For more
information about this feature, contact your system administrator.
» Do one of the following:
 Pick up the handset.
 Press or select Answer.
 Press .
After you answer the incoming call, the call becomes active.
Answer a Call from the Calls Screen
When you don't answer an incoming call within 10 seconds, the Incoming Call screen disappears, and the
Calls screen is displayed.
» Select the incoming call, and select Answer.

13
Answer a Call When in a Call
When you are in an active call and an incoming call arrives on the same or a different line, a call waiting tone
beeps, and the Incoming Call screen is displayed.
If you don't answer the call within 10 seconds, the Incoming Call screen disappears, and the Calls screen is
displayed.
» Select Answer.
The active call is placed on hold, and the incoming call becomes active.
Answer Calls Automatically
You can set up your phone to automatically answer calls using the Auto Answer feature. When this feature is
enabled, your phone automatically answers all incoming calls using the speakerphone. Your system
administrator sets how many times your phone rings before the call is automatically answered.
When Auto Answer is enabled and you receive an incoming call while in a call, the incoming call is not
answered until you end or hold the current call.
TASK
1 Navigate to Settings > Basic > Preferences > Auto Answer.
2 From the Auto Answer screen, select Auto Answer SIP Calls, and selectYes.
3 Select Microphone Mute, and choose Yes (the default setting) to mute the microphone for auto-
answered calls.
4 Select Save.
These settings are applied to all incoming calls on your phone.
Answer Intercom Calls
When you receive an intercom call on your phone, the call is answered automatically using the
speakerphone. You can switch to the handset or headset after the call is answered.
If your phone is set up to answer intercom calls with your microphone muted, you need to unmute your
microphone before responding to the call.
» After the call is answered, press the Mute key and reply.
Answer a Call from a VVX Expansion Module
You can answer calls using the line keys on your VVX phone or from your VVX Expansion Module.
» Press the expansion module line key with a flashing green LED indicator.