Polycom VVX 300 User manual

Polycom VVX
300/310
Desk Phone
Owner’s Manual V.1
1

Table of Contents
Contents
TableofContents ..................................................................................2
1Introduction.........................................................................5
UsingthisDocument .......................................................5
Typographicalconventions .............................................5
Specialmessages ...........................................................5
Definition..........................................................................5
BasicRequirements ........................................................6
2UsingYour Hosted PBXphonesystem.................................7
SystemDescription .........................................................7
GettingStarted ................................................................7
PolycomVVX300/310 Desk Phones .............................7
IntroductiontoyourPolycom Desk Phone .....................7
BeforeYou Use Your Phone ...........................................8
Interactingwith your Polycom VVX300/310 Desk
Phones
............................................................................9
InformationScreen .......................................................10
MainMenu Screen: ......................................................11
Adjusting theVolume ....................................................11
3Desk Phone– Basic Call Features .....................................12
PlacingCalls .................................................................12
To place a call using the handset: ................................12
Toplace a call using Hands-Free Speakerphone mode:
.......................................................................................13
To place a call using the headset: ................................13
Placing a second call ....................................................14
AnsweringCalls ............................................................15
To answer a call using the handset: .............................15
Toanswer acall using Hands-Free Speakerphone
mode:
............................................................................15
Toanswer a call using the headset: .............................15
UsingAutomaticAnswer: ..............................................15
InboundCaller ID ..........................................................16
EndingCalls ..................................................................16
ForwardingCalls ...........................................................17
CallManagementFeatures Call Hold ..........................20
ConferencingCalls ........................................................20
TransferringCalls ..........................................................22
Note...............................................................................24
2

Call Park ........................................................................24
Paging(Intercom) .........................................................25
Redial ............................................................................25
Mute ..............................................................................26
4ManagingIncomingCalls...................................................27
RejectingCalls ..............................................................27
DivertingCalls ...............................................................27
5UsingVoicemail .................................................................28
Setting up the voicemail box for the first time ..............28
Retrievingmessages from yourDesk Phone ...............28
Retrievingmessages when you are away from the
office
.............................................................................29
Returning a Call ............................................................29
Changeyour VoicemailPIN ..........................................29
Record a Personal Greeting via the Phone .................29
Forward VoicemailMessagesvia the Phone ...............30
Logging into your Voicemail Box via the Web ..............30
Retrieving messages via the Web ................................30
Forward Voicemail Messages via theWeb ..................31
Voicemail Notificationvia Email ....................................34
To Create a Voicemail Group .......................................35
Changethe Number of Rings Before Voicemail Picks Up
.......................................................................................36
6Call Lists and Directories ...................................................37
ManagingCall Lists ......................................................37
ManagingContacts .......................................................38
AddingContactsManually ............................................38
Adding Contacts From Call Lists ..................................39
EditingContacts ............................................................40
DeletingContacts ..........................................................40
PlacingCalls toContacts ..............................................41
SearchingforContacts .................................................41
7CustomizingyourPhone....................................................42
ConfiguringBasicSettings ...........................................42
ChangingtheAppearance of Time and Date ...............42
To configure the time and date formats: ......................43
ChangingtheBacklight Intensity ..................................43
Tomodify the backlightintensity: .................................44
Enablingthe Headset Memory Mode ...........................44
SelectingtheCorrect Headset for Electronic Hookswitch
.......................................................................................45
To select a headset that supports electronic
hookswitch:
...................................................................45
3

.......................................................................................45
Selectingthe Ring Type ................................................45
Tochange the incoming ring type: ...............................45
ChangingtheLanguage ...............................................46
8InstallationOverview .........................................................47
Beforeyou BeginYour Installation ...............................47
Assigning ExtensionNumbersand Phone Numbersto
Phones
..........................................................................49
UnderstandingExtensionsandLines ...........................49
9InstallingyourHostedPBXPhone.....................................50
InstallingDeskPhones .................................................50
InstallingtheDesk PhoneWirelessly ...........................52
ActivatingtheService ...................................................53
Conformance ................................................................55
ImportantSafetyinstructions ........................................55
FCCInformation ...........................................................56
CustomerOwned Coin/CreditCard Phones ................56
DataEquipment ............................................................57
Systems ........................................................................57
AutomaticDialers ..........................................................57
Toll Restriction and Least Cost RoutingEquipment ....57
EqualAccessRequirements .........................................57
ElectricalSafetyAdvisory .............................................57
RadioInterference ........................................................57
RFRadiationExposure ................................................58
Modifications ................................................................58
4

1 Introduction
Congratulations onpurchasingHostedPBXphone system and
service. You will now be able to share your phone connection
betweenfixed & wireless handsets and acrossmultiple locations
using the latest in ‘Voice over IP’ services.
This User Guide will show you how to setup and use your new
PBX phone system and service.
Using thisDocument
Notational conventions
Acronyms are defined the first time they appear in the text. The
term LAN refers to a group of Ethernet-connected computers at
one site.
Typographicalconventions
Italic text is used for items you selectfrom menus and drop-down
lists and the names of displayed web pages.
Bold text is used for text strings that you type when prompted by
the program andto emphasize important points.
Specialmessages
This document uses the following icons to draw your attention to
specificinstructionsorexplanations.
Providesclarifying or non-essentialinformation onthecurrent
topic.
Definition
WARNING
Explains terms or acronyms that may be unfamiliar to many
readers.
Providesmessagesof highimportance,including messages
relating to personal safety or system integrity.
5

BasicRequirements
The Hosted PBX phone system is designedto use your existing
broadband data connection as well as the existing data wiring in
your office. Where you don’t have data wiring, you may use the
optionalWirelessTransmitter and WirelessAdapterstoconnect
Desk Phones wirelessly.
In order to use all the features of the Hosted PBX phone system
and service, you must have the following:
• BroadbandInternetaccess
• At least one free port on your router or modem/router
• Your router must be set to DHCP
6

2 Using Your Hosted PBX phone system
SystemDescription
The Hosted phone system supports up to 100 phones
• You can have as few as one phone at an address
• Cordless phones can be used in conjunction with Desk
Phones or can be installed stand alone
• Through yourAdmin Portal, youcan view information and
make changes to phonesystem
GettingStarted
This section of your Owner’s Manual is your guide to using the PBX
phone system and its features. It also explains how to program system
settings for your Desk Phones.
Polycom VVX300/310 Desk Phones
Introductionto your Polycom Desk
Phone
The Polycom VVX300/310 Desk Phone provides a powerful, yet
flexibleIP communications solution, delivering excellentvoice quality.
The high-resolution graphic display supplies content for call
information, directory access, and system status. The phones support
advancedfunctionality includingmultiple call appearances, HTTPS
security, anda suite of business phonefeatures.
Some system settings areprogrammedthrough yourAdmin Portal
website while others are programmedthrough the phone.
7

Before You Use Your Phone
The image below and table describe the various feature buttons of
your phone.
Button
Description
1 Voicemail
Indicator
Flashing red light indicates there is a
voicemail on the phone.
2
The home key returns you to the
Home
Screen of the phone. Pressing it twice
returns you to the idle screen.
3
FullColor
Touch Screen
ColorTouch Screen. Touch sensitive,
full colorscreen that allows you to
Select to highlight and select, or scroll
using up down left and right
mo ements
4
Headset Key- Light is green with the
use of an analog headset and Blue
when using a USB headset.
5 Speakerphone Key – Glows green
when in use.
6 Mute Key- Glows red when in use.
7 Volume up and down key
8

8 Microphone
Transmits sound without using the
handset, this is an audio input device.
9 Speaker
Transmits sound without using the
handset, this is for audio output.
10 Dial Pad
Allows entery of numbers, letters and
other characters, also allows for selec-
tion of numbered menu items.
11 SecuritySlot
Allows for physically locking the
phone down with the use of a laptop
cablelock.
Interactingwith your Polycom VVX300/310 Desk Phones
This section contains information on the terms used when interacting with
your new Polycom VVX300/310 Desk Phone.
Press: Depress and release a button on the phone.
Highlight: Use the directional pad to choose which item in a given screen you
wish to modify. An item that is “highlighted” will stand out from the rest with its
color, intensity, or tone.
Select: Press the button in the center of the directional pad to perform an action on
the current highlighted item.
Menu Navigation: Selecting menus and submenus to access settings and
information.
Scrolling: Using the directional pad to navigate a list.
Dial Pad: The alpha/numeric buttons on the face of the telephone. (See
Before you use your phone for details.)
Buttons: Physical buttons located onthe phone.
Soft-keys: The four buttons located immediately underneath the screen. Their
current function is displayed in the corresponding box at the bottom of the
screen. Not all soft-keys will have a function in every screen.
In this document, references to those keys will have the format “[Function] key.”
For example, on the idle screen, the far left soft-key says “New Call” above it.
To generate a dial tone from the idle screen, press the New Call key.
Screen Saver
The Screen Saver automatically displays when the phone has been idle for 60
seconds.
The Screen Saver displays:
•Your Extension Number
•The Company/Enterprise name we have on file
9

Your phone is still fully functional. To disable the lock screen simply start dialing a
number, press the home button, or pick up the handset.
InformationScreen
The display screen of your phone provides you with a host of important
information elements. This screen is also referred to as the
idle screen .
The top line of the screen displays:
• Popuptext
• Do Not Disturb symbol
• Missed call text or second incoming callerdisplay
• Prompt text (for example, “Enter number”)
• Time and date text
• Voicemail and missed call indicators
• New Call Option
• ForwardOption
• DND/Do Not Disturb Option
The main content area of the screen displays the phone number as-
signed to the phone as well as your company name. As a call comes in,
this area displays callerinformation.
and
10

Main Menu Screen:
This screen is the first point for more menu selections. You can reach this
menu at any time by pressing .
Adjusting the Volume
Press
to adjust receiver volume during a call. Pressing these
keysin the idle state adjusts the ringer volume.
11

3 Desk Phone– Basic Call Features
PlacingCalls
You can place a call in many ways using your Desk Phone:
• using thehandset
• usingthespeakerphone
• using theheadset
You can also dial the number first—called “hot dialing”— and then choose
the method you will use to speak to the other party.
You can search the call lists or the local contact directory and dial from
the search results page.
During a call, youcan alternate between Speakerphone Hands-Free,
Headset, or Handset modes by pressing the
or keys,or picking
up the handset.
The call duration of active calls is visible within the active call window on
the graphic display.
To place a call using the handset:
Do the following steps in any order:
Pick up the handset.
Dial the number using the dial pad.
Press the ”<<” key to backspace
12

To place a call using Hands-Free Speakerphone mode:
Do one of the following:
With thehandseton-hook
1. From the idle screen, press the New Call key or press to obtain
dial tone.
2. Dial the number using the dial pad and press the Send key or wait for
the call to automatically connect.
With thehandseton-hook
1. Dial the number using the dial pad.
2. Press or the Dial key
To place a call using the headset:
Do one of the following:
With theoptional headsetconnected
1. From the idle screen, press the “New Call” key or press to obtain
dial tone.
2. Dial the desired number using the dial pad.
Withthe optionalheadset connected:
1. Dial the desired number using the dial pad.
2. Press
The phone starts suggesting a number you can select from
the recent call list as you dial.
Additional information on headsets can be found on page 48
of this guide.
13

Placing a second call
While on a call, you may place that call on hold and make
a second call.
1.
Press the “Hold” key This will place your caller on hold
2. Press the “New Call” key for a dial tone
3. Dial the10-digit phone number or 3-digit extension number
4. Press the “Send” key or wait for a few seconds to automatically
connect
-The display will now show information about both calls including
the recipient’s number and the length of that call.
-Press Up/Down on the directional pad to highlight a call that
you would like to perform an action to
-You can press a line button to switch to the call on that line,
placing the current call on hold.
-On the left side of the screen you will see two phone
symbols. The active call will have the “play” symbol, the call
on hold will have the “pause” symbol.
Soft-Key functions during a second call:
Hold: Places the highlighted call on hold.
Resume: Resumes the highlighted call. If there is an active
call, this will place the currently active call on hold.
End: terminates the current active call. Does not affect calls
on hold.
Transfer: Transfers the highlighted call to specified phone
number or extension. After pressing transfer, dial the desired
number or extension and then press Transfer again to
connect the call. See the Call Management Features section
for further information.
More: Cycles through additional soft-key actions.
Conference: allows you to add a party to that call. While on a
call, press the Conference key, dial your second party, and
when the second party has answered, press the More key
and then Conference to join the calls.
Join:conferences your current active call with the call on hold
Lines/Calls- toggles displaying current calls and the status of
your phone’s lines
14

AnsweringCalls
There are a few methods to answer a call, similar to those of placing a call.
• usingthe handset
• usingthespeakerphone
• using theheadset
To answer a call using the handset:
Pick up the handset.
To answer a call using Hands-Free Speakerphone mode:
Press
and speak into the phone.
OR
Press the Answer key.
To answer a call using the headset:
Press
or follow the instructions for your optional headset.
UsingAutomaticAnswer:
Additional information on headsets can be found on
page 48 of this guide.
15

AutomaticAnswer allows a call to be answered without touchingthe phone.
The incoming call still shows on the display and does provide the Answer
and Reject keys.
EnablingAutomaticAnswer:
1. Press >Settings>Basic>Preferences>
AutoAnswer
2. SelectAutoAnswer SIPCalls
3. Select Yes
4. Press the Save key.
DisablingAutomaticAnswer:
1. Press
>Settings>Basic>Preferences>
AutoAnswer
2. SelectAutoAnswer SIPCalls
3. Select No
4. Press the Save key.
InboundCaller ID
Caller ID Name and Number are presented onthe screen of your phone
with each inbound call. If you are using a Simultaneous hunt group the
name of that hunt group will also be passed through to the display of your
phone.
EndingCalls
To end a call:
Do one of the following:
• Press the End Call key.
• If you are using a headset, press .
• If you are using the speakerphone, press.
• If you are using the handset, replacethe handset on the receiver.
16

ForwardingCalls
You can configure your phone so that incoming calls are forwarded to
another party based on certain conditions (refer to StaticForwarding).
You can also forward calls while your phone rings (refer to Dynamic
Forwarding).
All incoming calls can be forwarded to voicemail while Do Not Disturb is
enabledonyour phone.
StaticForwarding
Static Forwarding allows youto automatically send allincomingcalls to
anotherphone number or extension. You can forward all calls
immediately, after a specified number of rings, or if the line is busy.
To forward all incoming calls to another party immediately:
1. From the idle display, press the Forward key .
2. Select the option that you would like to change. The options are:
o Always—To forward all incoming calls
o No Answer—To forward unanswered incoming call
o Busy—To forward calls that arrive when you are already in a call
3. Dependingonyour selection:
a If you selected Always, enter the 10-digit phone number that you
would like to forward calls to. If transferring calls to another phone
within your system, use the 10-digit direct phone number for that
phone. You can view a complete list of extensions and their
corresponding phone numbers in the Numbers and Extensions tab
of the Admin Portal.
17

b If you selected No Answer, you will see that your phone number is
entered in the Contact field by default. By entering your own phone
number in this field, the phone will send callers to your voicemail box if
you do not answer. You may enter a number to forward all
unanswered incoming calls to and how many rings to wait be-
fore forwarding (one ring is approximately 4.5 seconds).Avalue of 5
is recommended.
c If you selected Busy, you will see that your phone number is
entered in the Contact field by default. By entering your own phone
number in this field, the phone will send callers to your voicemail box if
your phone is busy. You may enter a number to forward all future
incoming calls to when all of your incoming lines are busy.
4. Press the Enable key
toconfirmcall forwarding.
18

Fwd: [destination number] appears alternating with the date/time and
voice message indicator to confirm call forwarding is enabled.
ToDisable Call Forwarding:
1. From the idle display, press the Forward key on the display.
2. Select the option to change.
3. Press the Disable key.
The idle display returns and the regular icon appears below the date and
time.
DynamicForwarding
Dynamic Forwarding allows you toforward anINCOMING call to another
phone number or extension while your phone is ringing. You may only use
Dynamic Forwarding while your phoneis ringing.
To forward anincoming call to another party:
1. When the phone rings, press the Forward key.
2. Enter a number to forward the incoming call to.
3. Press the Forward key again.
The incoming call is forwarded to the other party. If call forwarding is
disabled, all future calls will not be forwarded and forwarding will remain
disabled.
Enabling Do Not Disturb
Do Not Disturb prevents the phone from ringing and sends callers
directly toyour voicemail box.
To enable Do Not Disturb:
Press
1. Select Settings
2. SelectFeatures
3. Select Do Not Disturb
4. Press the Enable key
To disable Do Not Disturb:
Press
1. Select Settings
2. SelectFeatures
3. Select Do Not Disturb
4. Press the Disable key
19

CallManagementFeatures
CallHold
To place a call on hold
During a call, Press the Hold key or the Hold button. The hold icon will
display. The caller will hear the standardhold music or your custom hold
music/message.
Press the Resume key or the Hold button again
to return to the caller.
Multiple Calls onHold
If calls are on hold, you can view the details of the calls on your phone by
using the directional pad to scroll through the active call list.
ConferencingCalls
You can create a conference with other parties using the phone’s local
conference feature. There are two ways to do this.
• Joiningtwo calls
• Addingcalls
JoiningCalls
You can create a conference at any time between an active call and a
call on hold by pressing the Join key. The
functionis only available if
you have only two calls on your phone.
20