Polycom VVX 201 User manual

Version 1
Polycom VVX201
Owner’s Manual

User Guide for Polycom VVX201 2
TABLE OF CONTENTS
Before You Begin ............................................................................................................................... 6
Who Should Read this Guide?.............................................................................................................6
Typographic Conventions ....................................................................................................................6
Get Started ........................................................................................................................................ 7
View Your Phone Keys and Hardware .................................................................................................7
VVX 201 Phones Hardware ...........................................................................................................8
Secure Your Phone with the Security Slot.................................................................................. 10
Navigating Your Phone Interface ......................................................................................................10
Understanding Phone Screens .................................................................................................. 10
Understanding Phone Icons and Status Indicators ...................................................................12
Entering Information in Data Fields ................................................................................................. 13
Enter Information Using the Dial Pad........................................................................................14
Audio Calls....................................................................................................................................... 16
Placing and Answering Audio Calls..................................................................................................16
Placing Audio Calls.....................................................................................................................16
Redial a Number ........................................................................................................................19
Answer Audio Calls .................................................................................................................... 20
Switch among the Handset, Headset, and Speakerphone ........................................................21
Mute and Unmute Audio.............................................................................................................21
End Audio Calls ..........................................................................................................................22
Holding and Resuming Calls ............................................................................................................22
Hold Calls ...................................................................................................................................22
Resume Calls ............................................................................................................................. 22
Transferring Calls .............................................................................................................................23
Choose a Default Transfer Type .................................................................................................23
Transfer a Call ............................................................................................................................23
Parking and Retrieving Calls ............................................................................................................24
Parking and Retrieving Calls .....................................................................................................24
Ignoring or Rejecting Incoming Calls ............................................................................................... 25
Ignore Incoming Calls ................................................................................................................25

User Guide for Polycom VVX201 3
Reject Incoming Calls.................................................................................................................25
Reject Calls from a Contact .......................................................................................................25
Rejecting Calls with Do Not Disturb ..........................................................................................26
Redirecting Incoming Calls...............................................................................................................26
Forwarding Incoming Calls to a Contact.................................................................................... 26
Divert Calls to a Contact.............................................................................................................27
Initiating and Managing Audio Conference Calls .............................................................................28
Tips for Conference Calls........................................................................................................... 28
Initiate Conference Calls............................................................................................................28
Join Calls to Create a Conference Call ......................................................................................28
End Conference Calls ................................................................................................................. 29
Hold Conference Calls................................................................................................................29
Resume Conference Calls..........................................................................................................29
Split Conference Calls................................................................................................................ 29
Recording Calls on VVX 201 Phones .................................................................................................30
Record a Call ..............................................................................................................................30
Stop Recording ...........................................................................................................................30
Record Conference Calls............................................................................................................ 30
Browse Recorded Calls ..............................................................................................................30
Play Recorded Calls ................................................................................................................... 31
Manage Call Lists and Directories ................................................................................................... 32
View Recent Calls.............................................................................................................................. 32
View Call Details......................................................................................................................... 32
Save a Recent Contact................................................................................................................ 33
Edit Recent Contact Entries .......................................................................................................33
Sort Recent Call Entries.............................................................................................................33
Managing the Contact Directory .......................................................................................................34
Search for Contacts.................................................................................................................... 34
Add a Contact to the Contact Directory......................................................................................34
View Contact Information ...........................................................................................................35
Update a Contact’s Information .................................................................................................35
Delete a Contact .........................................................................................................................35
Manage Buddy Lists, Favorites, and Contact Lists ........................................................................... 37
Managing Favorites...........................................................................................................................37
Add Favorites..............................................................................................................................37
View Favorites.............................................................................................................................37
Reorder Favorites.......................................................................................................................38

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Access Voicemail ............................................................................................................................. 39
Access Voicemail and Video Messages............................................................................................. 39
Remove Message Alert...............................................................................................................41
Customize Your Phone..................................................................................................................... 42
Set the Language ..............................................................................................................................42
Set the Time and Date Display.......................................................................................................... 42
Disable the Time and Date Display ............................................................................................ 43
Setting the Backlight Intensity and Timeout ....................................................................................43
Change the Backlight Intensity .................................................................................................. 43
Change the Backlight Timeout...................................................................................................44
Using Power-Saving Mode................................................................................................................ 44
Change Your Office Hours ..........................................................................................................44
Change Timeouts........................................................................................................................45
Changing Audio Settings...................................................................................................................46
Change Incoming Call Notifications...........................................................................................46
Set a Ringtone for Incoming Calls..............................................................................................46
Set a Ringtone for Individual Contacts....................................................................................... 46
Change the Volume ....................................................................................................................47
Use Accessibility Features on Your Phone ....................................................................................... 48
Features for Hearing-Impaired Users ..............................................................................................48
Features for Vision-Impaired and Blind Users.................................................................................49
Features for Mobility-Impaired Users ..............................................................................................50
Extend Your Phone’s Capabilities with Accessories......................................................................... 51
Using a Headset with Your Phone.....................................................................................................51
Connecting a Headset ................................................................................................................ 51
Use Your Headset for All Calls ...................................................................................................51
Using Electronic Hookswitch .....................................................................................................52
Disconnect Your Headset ........................................................................................................... 53
Troubleshoot Audio and Echo Issues .........................................................................................54
Connecting a Wireless Adapter to Your Phone.................................................................................54
Connect the Wireless Adapter....................................................................................................54
Maintenance Tasks .......................................................................................................................... 55
Investigate Phone Warnings ............................................................................................................. 55
Remove Warnings.......................................................................................................................55
Restart the Phone .............................................................................................................................56
Update the Phone Configuration ......................................................................................................56

User Guide for Polycom VVX201 5
Test Phone Hardware........................................................................................................................ 56
Safety, Compliance, and Disposal Information................................................................................. 57
Part 15 FCC Rules ...................................................................................................................... 57
Class B Digital Device or Peripheral..........................................................................................57
Modifications ..............................................................................................................................58
Installation Instructions ............................................................................................................. 58
Plug Acts as Disconnect Device ................................................................................................. 58
WARNING Electrical Safety ........................................................................................................ 58
Hearing Aid Compatibility (HAC) ................................................................................................ 58

User Guide for Polycom VVX201 6
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.
Who Should Read this Guide?
This user guide contains overview information for the Polycom® VVX® 201. This guide is intended for
beginning users, as well as intermediate and advanced users who want to learn more about their phone
features.
Typographic Conventions
A few typographic conventions, listed next, are used in Polycom guides to distinguish types of in-text
information.
Typographic Conventions
Convention Description
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 or typed.
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.

User Guide for Polycom VVX201 7
Get Started
Before you use your phone, take a few moments to familiarize yourself with its features and user
interface. This chapter details your phone’s components, the screen layout of your phone, and how to
navigate your phone’s interface.
Note: Accessing features and options
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.
View Your Phone Keys and Hardware
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.

User Guide for Polycom VVX201 8
VVX 201 Phones Hardware
The following figure displays the hardware features on the VVX 201 business media phones. The table
lists each numbered feature shown in this figure.
VVX 201 hardware features
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 Dial pad keys Enable you to enter numbers, letters, and special
characters. You can also use the dial pad 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.

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VVX 201 Hardware Feature Descriptions
Reference
Number
Feature Feature Description
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 diagonal screen that enables
you to view menus and data.
15 Message Waiting Indicator Flashes red to indicate when you have new
messages.

User Guide for Polycom VVX201 10
Secure 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 in the View Your Phone Keys and Hardware section for
the location of the security slot on your phone.
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. Contact the universal security cable manufacturer directly for
more information on securing your phone.
Navigating Your Phone Interface
Your VVX phone has phone icons, status indicators, and phone screens to help you navigate your
phone interface and understand important information on the state of your phone. The following topics
describe how to navigate your phone’s interface:
• Understanding Phone Screens
• Understanding Phone Icons and Status Indicators
Understanding Phone 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.
Home Screen
On VVX 201 phones, the phone line and icons you can select to access phone features, settings, and
information display on the Home screen.
On VVX 201, a Page Indicator shows the page you are currently viewing.
Home screen and Page Indicator on VVX phones

User Guide for Polycom VVX201 11
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 automati-
cally displayed when you have an active call and one or more held calls on your phone.
To display the Calls screen:
• During a call, do one of the following:
ªPress the Home key .
ªPress the L–>C soft key.
All of your active and held calls display on the Calls screen. Use the arrow keys 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.
Lines Screen
The Lines screen is supported on VVX 201 phones and is the default screen when your phone is not in
use. You can view your phone lines, favorites, and soft keys on the Lines screen.
To display the Lines screen:
• From the Home screen, press the Home key .
When you have multiple calls on your phone, the number of calls you have is displayed next to the line
number.

User Guide for Polycom VVX201 12
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 the all screens.
• If your phone has one active call only, you can access the Home, Lines, and Active Call
screens.
• If your phone has multiple calls, or one held call, you can access the Home, Lines, and Calls
screen.
To switch among screens:
• Do one of the following:
ªFrom the Home screen, press the Home key to display either the Lines, Calls, or Active
Call screen.
ªThe Calls and Active Call screen display only when an active or held call is in progress on
your phone.
ªPress the Home key to display the Home screen from the Lines, Calls, or Active Call
screen.
ªPress the C–>L soft key to display the Lines screen from the Calls screen.
ªPress the L–>C soft key to display the Calls screen from the Lines screen.
Understanding Phone Icons and Status Indicators
The following tables display phone icons and status indicators that display on the VVX business media
phones. For information on video icons, see the section Status Indicators and Messages for the VVX
Camera.
Phone Icons on VVX 201 Phones
Missed call Phone warning
Unregistered line Login credentials invalid
Placing a call Shared line
Active call using Polycom HD Voice Shared line with a held call

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Held call Call forwarding is enabled
Incoming call New message
Active conference Presence status (Available)
Placed call Presence status (Busy or In a Call)
Received call Presence status (Away)
Missed call Presence status (Do Not Disturb)
Favorite Presence status (Offline)
Do Not Disturb enabled Presence status (No information)
Entering Information in Data Fields
You can enter information and edit fields using the dial pad keys on the phone console.
Before you enter information into fields, you can choose how to enter the information using the following
soft keys:
• Mode Enables you to enter just numbers or text in title case, lowercase, or uppercase
characters.
• Encoding Enables you to enter alphanumeric and special characters as well as characters
in special languages.
The following table lists the Mode and Encoding options for the dial pad and the onscreen keyboard.
Mode and Encoding Options
Mode Options Encoding Options
Abc (to capitalize the first letter only, and
use lowercase for the remaining letters)
Abc
ABC (to enter uppercase only) ABC
abc (to enter lowercase only) abc

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Mode Options Encoding Options
123 (to enter numbers only) 123
ASCII (for regular text)
Latin (to enter accented characters)
Katakana (for Japanese characters)
Unicode (to store characters as double bytes)
Cyrillic (for Russian characters)
Enter Information Using the Dial Pad
You can use the dial pad keys on your phone console to edit or update field information. The following
table describes how to enter different types of data on your phone using the dial pad.
Using the Dial pad Keys to Enter Information
Data Type Action
Enter numbers, or characters in
uppercase, lowercase, or title case
mode
Select Encoding or Mode, and select ABC, , or
Abc.
Enter only numbers Select Encoding or Mode, and select 123.
Enter text in another language Select Encoding, and select one of the language
options.
Enter a character Press a dial pad key repeatedly to view the character
options and stop when the character you want to
enter is displayed in the field. Wait one second, and
enter the next character.
Enter a number Select Encoding or Mode, and select 123, or press
a dial pad key repeatedly to enter the number that
displays on that key.

User Guide for Polycom VVX201 15
Using the Dial pad Keys to Enter Information
Data Type Action
Enter a special character Select Encoding, and select Abc, ABC, or abc. Press the 1, 0,
asterisk (*), or pound (#) key one or more times to enter one of
the following special characters:
1 key: ! | ‘ ^ \ @ : 1
* key: . * - & % + ; ( )
0 key: / , _ $ ~ = ? 0
# key: # > < { } [ ] “ ‘
You cannot access special characters when you are in numerical
(123) mode.
Enter a space Select Encoding, and select one of the alphabetic Abc, ABC,
or abc. Press the 0 key.
You cannot enter a space when you are in numerical (123)
mode.
Delete one or more characters Use the arrow keys to position the cursor to the right of the
character, or drag your finger across the characters until
the cursor is positioned to the right of the character(s) you
want to delete. Press the Delete key, press the Backspace
<< soft key, or tap the delete soft key
.

User Guide for Polycom VVX201 16
Audio Calls
VVX phones enable you to place and answer SIP calls, ignore incoming calls from all or individual
contacts, place and manage conference calls, and perform server-dependent tasks.
This section includes the following topics:
• Placing and Answering Audio Calls
• Holding and Resuming Calls
• Parking and Retrieving Calls
• Managing Multiple Calls
• Managing Calls Remotely
• Ignoring or Rejecting Incoming Calls
• Redirecting Incoming Calls
• Initiating and Managing Audio Conference Calls
Placing and Answering Audio Calls
VVX 201 phones can manage a maximum of 2 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.
This section includes the following topics:
• Placing Audio Calls
• Redial a Number
• Answer Audio Calls
• Switch among the Handset, Headset, and Speakerphone
• Mute and Unmute Audio
• End Audio Calls
Placing Audio Calls
You can place audio calls on your phone, and you have the option to use the handset, the speakerphone,
or a headset.

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You can place calls in numerous ways. This section includes the following topics on placing calls:
• Place Calls from the Dialer
• Place an International Call
• Place Calls from Recent Call Lists
• Place Calls to Favorites
• Place Calls from Directories
• Place Calls from a Locked or Logged Out Phone
• Place a Call from a VVX Expansion Module
Place Calls 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.
To place a call from the Dialer:
1. Do one of the following:
ªStart typing a phone number.
ªPress a line key.
ªPick up the handset, or press the Speakerphone key or Headset key .
ªSelect New Call.
2. Enter a number or select a recent contact.
3. Select Dial.
Note: Handling automatically placed calls
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. See the section Place Calls from Directories.
Place an International Call
You can place calls to international phone numbers from the Dialer.
To place an international call, enter it in 011[country code][number] format.
Place Calls from Recent Call Lists
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.

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To place calls from the Recent Calls list:
1. Navigate to Directories > Recent Calls.
2. From the Calls List screen, select a contact and select Dial.
Place Calls to Favorites
You can place a call to your favorites from the Favorites list, from the New Call screen, or by selecting
a favorite on your Home or Lines screen.
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.
To place a call from your Favorites list:
1. Select New Call.
2. From the Dialer, select Favorites.
3. Select a favorite, and select Dial.
Call a Favorite from the Home or Lines Screen
Contacts you add as favorites display on the Home screen, and you can quickly call favorites from the
Home screen.
To place a call to a favorite from the Home or Lines screen:
• Press a line key associated with a favorite.
A call is placed to the favorite automatically.
Place Calls from Directories
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.
To call a contact from your directory:
1. Select Directories.
2. Choose a directory.
3. From your directory, select a contact.
4. From the Contact Information screen, select the contact’s phone number.
5. Select Dial.

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Place a Call from the Directory Search Screen
You can also call contacts from the Search screen in your directory.
To call contacts from the directory Search screen:
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.
Place a Page
Paging 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 or in Do Not Disturb mode.
To place a page:
1. Pick up a Handset or press the Speaker Phone button. Enter a number or select a contact.
2. Dial a valid Page Group number (default is 9100), and wait for the phones to be ready.*
3. Speak your announcement to be heard on all phones (except phones that are in use, or in DND).
4. Hang up when finished
* When all the phones are ready to receive the page, you will see a timer start counting up on the screen
of your phone, indicating that the call is now active.
Place a page during a call
You can place a page to another call to another contact during an active call.
To use the intercom during a call:
1. Select Hold, and select the Call soft key.
2. Dial a valid Page Group number (default is 9100), and wait for the phones to be ready.*
3. Speak your announcement to be heard on all phones (except phones that are in use, or in DND).
4. Hang up when finished
* When all the phones are ready to receive the page, you will see a timer start counting up on the screen
of your phone, indicating that the call is now active.
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.

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To redial a number:
• Do one of the following:
ªSelect the Redial icon on the Home screen.
ªPress the Redial soft key.
Answer Audio Calls
When you receive an incoming call on your phone, you can choose to answer the call in various ways.
This section includes the following topics on answering calls:
• Answer Calls in the Incoming Call Screen
• Answer Calls from the Calls Screen
• Answer a Call When in a Call
• Answer Calls Automatically
Answer Calls in the Incoming Call Screen
When you receive an incoming call, your phone rings and an Incoming Call screen is displayed. In the
Incoming Call screen, you can choose to answer or reject the incoming call.
To answer an incoming call:
• Do one of the following:
ªPick up the handset.
ªPress the Speakerphone key or select Answer.
ªPress the Headset key .
ªAfter you answer the incoming call, the call becomes active.
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.
To answer an incoming call during a call:
• Select Answer.
The active call is placed on hold, and the incoming call becomes active.
If you don’t answer the call within 10 seconds, the Incoming Call screen disappears, and either the Calls
screen is displayed.