Polycom VVX 300 User manual

Polycom® VVX® 301 Series Quick Guide
Business Media Phones
Quick User Guide
For use with Polycom® UC Software 4.1.4 or later

Overview of Phone Hardware and Keys ............................................................................ 8
VVX 301 Series Hardware...............................................................................................8
Navigating VVX Business Media Phones.......................................................................... 10
Accessing Screens on VVX 301 Phone.............................................................................10
Access the Home Screen ..............................................................................................10
Access the Calls Screen ................................................................................................10
Access the Lines Screen................................................................................................11
Access the Active Call Screen ........................................................................................12
Switch Among Phone Screens .......................................................................................12
Icons and Status Indicators...........................................................................................12
Audio Calls ..................................................................................................................... 14
Placing and Answering Audio Calls ................................................................................14
Placing Audio Calls ......................................................................................................14
Place a Call from the Dialer .......................................................................................... 14
Place an International Call ...........................................................................................14
Place a Call from Recent Calls .......................................................................................15
Calling Favourites .......................................................................................................15
Calling Contacts from the Directory ...............................................................................15
Call a Contact from a Directory .....................................................................................15
Redial a Number .........................................................................................................16
Answering Audio Calls .................................................................................................16
Answer an Incoming Call..............................................................................................16
Answer a Call from the Calls Screen if Voicemail Disabled.................................................16
Answer a Call When in a Call ........................................................................................17
Switch Among the Handset, Headset, and Speakerphone .................................................17
Mute and Unmute Audio..............................................................................................17
Holding and Resuming Calls ......................................................................................... 17
Hold a Call .................................................................................................................17
Resume a Call.............................................................................................................18
Ending Calls ...............................................................................................................18
End an Active Audio Call .............................................................................................. 18
End a Held Call ...........................................................................................................18
Transferring Calls........................................................................................................18
Choose a Default Transfer Type ....................................................................................18
Transfer a Call ............................................................................................................19
Cancel a Transfer ........................................................................................................19

Managing Calls...........................................................................................................19
Display Calls from the Lines Screen................................................................................ 19
Display Calls from the Calls Screen ................................................................................20
Manage a Call from the Calls Screen..............................................................................20
Ignoring or Rejecting Incoming Calls ..............................................................................20
Ignore or Silence an Incoming Call.................................................................................20
Reject Incoming Calls...................................................................................................21
Reject Calls from a Contact ..........................................................................................21
Rejecting Calls with Do Not Disturb ............................................................................... 21
Enable Do Not Disturb .................................................................................................21
Reject Calls with Do Not Disturb on Multiple Lines ...........................................................22
Reject Calls with Do Not Disturb on One Line .................................................................. 22
Disable Do Not Disturb ................................................................................................22
Conference Calls ............................................................................................................ 23
Tips for Conference Calls.............................................................................................. 23
Audio Conference Calls ................................................................................................23
Initiate a Conference Call ............................................................................................. 23
Join Calls to Create a Conference Call.............................................................................24
End a Conference Call..................................................................................................24
Hold a Conference Call.................................................................................................24
Resume a Conference Call ............................................................................................24
Split a Conference Call ................................................................................................. 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 a Recent Call Entry................................................................................................26
Delete a Recent Call Entry ............................................................................................26
Save a Recent Call Entry............................................................................................... 26
View Call Details .........................................................................................................26
Contact Directory........................................................................................................26
Favourites...................................................................................................................... 27
Phone Accessories and Computer Applications .............................................................. 27
Using a Headset with Your Phone..................................................................................27
Connecting a Headset..................................................................................................27

Use Your Headset for All Calls .......................................................................................27
Reactivate Headset Memory Mode ............................................................................... 28
Using Electronic Hookswitch......................................................................................... 28
Setting the Headset Base Unit Options...........................................................................28
Enable Electronic Hookswitch .......................................................................................28
Change the Headset Mode ...........................................................................................29
Controlling Calls with Electronic Hookswitch...................................................................29
Disconnect Your Headset .............................................................................................29
Accessibility Features ..................................................................................................... 30
Features for Hearing-Impaired Users .............................................................................30
Accessibility Features for Hearing-Impaired Users ........................................................... 30
Features for Mobility-Impaired Users............................................................................. 31
Accessibility Features for Mobility-Impaired Users ...........................................................31
Features for Vision-Impaired and Blind Users..................................................................32
Accessibility Features for Vision-Impaired and Blind Users ................................................32

Overview of Phone Hardware and Keys
Use the following figures and tables to understand your VVX phone's hardware features.
VVX 301 Series Hardware

Reference
Number
Feature
Feature Description
1
Security slot
(on top)
Enables you to attach a universal security cable lock to your phone so you can
secure it to a desktop.
2
Reversible tab
Secures the handset in the cradle when your phone stand is positioned at a
high angle. To secure the handset, remove the tab, reverse it so the
protrusion points up, and re-insert it. Position the handset so the protrusion
on the tab fits into the slot on the handset.
3
Speaker
Provides ringer and speakerphone audio output.
4
Soft keys
Enable you to select context sensitive keys that display along the bottom of
the screen.
5
Transfer key
Transfers an active call to a contact.
6
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.
7
Messages key
Enables you to access and manage instant and voice messages.
8
Hold key
Holds an active call or resumes a held call.
9
Microphone
Transmits audio to other phones.
10
Volume keys
Adjust the volume of the handset, headset, speaker, and ringer.
11
Mute key
Mutes local audio during calls and conferences. The key glows red when
activated.
12
Speakerphone
key
Enables you to place and receive calls using the speakerphone. The key glows
green when activated.
13
Headset key
Enables you to place and receive calls through a headset. The key glows green
when an analogue headset is activated.
14
Navigation key/
Select key
Scrolls through information or options displayed on the phone's screen.
Selects a field of displayed data.
15
Home key
Displays the Home screen from other screens, and displays the Lines and Calls
screens from the Home screen.
16
Line keys
Enable you to select a phone line, view calls on a line, or quickly call a favorite
contact.

17
Screen
Shows a 3.2-inch (8.3 cm) diagonal screen with a backlight that enables you to
view menus and data.
18
Message
Waiting
Indicator
Flashes red to indicate when you have new messages.
Navigating VVX Business Media Phones
The phone has icons, status indicators, and user screens to help you navigate and understand important
information on the state of your phone.
Accessing Screens on VVX 301 Phone
You can access the following screens on the phone:
• 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, favourites, and conditional soft keys.
• Active Call Screen—Displays the active call currently in progress.
Access the Home Screen
On the VVX 301 phone, the phone lines and icons you can select to access phone features, settings, and
information display on the Home screen.
Home screen on VVX 301 phone
1. Press .
Access the Calls Screen
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.
The total number of calls is displayed on your line. If you have multiple lines on your phone, the calls display
under the associated line, as shown next.

Calls screen on VVX 301 phone
1. During a call, the following:
• Press the Home key .
• During a call, select the Lines soft key.
Access the Lines Screen
The Lines screen is the default screen when your phone is not in use.
When you have multiple calls on your phone, the number of calls is displayed next to the line number. You can
view your phone lines, and soft keys on the Lines screen, as shown next.
On VVX 301 phone, you can also view active call and incoming call information in the status bar on the Lines
screen, if enabled by your administrator, as shown next.
1. Do one of the following:
• Press the Home key .
• During a call, select the Lines soft key.

Access the Active Call Screen
The screen is displayed when you place a call and when an active call is in progress. When an active call is in progress,
the name and number of the contact you are talking with and the duration of the call is displayed. In the Active Call
screen, you can hold, end, transfer a call, or set up a conference call.
Active Call screen on VVX 301 phone
1. Do one of the following:
• Place a call.
• Press the Home key during an active call.
Switch Among Phone Screens
You can see any phone screen by pressing the Home key or swiping your finger from right to left on the
touchscreen. Although you can access any phone screen from whatever screen you are on, certain screens are only
accessible if your phone is idle or has one or more calls in progress.
You can access these screens in the following scenarios:
• If your phone is not in use, you can access the Home and Lines screens.
• 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, Lines, and Active Call screens.
• If your phone has multiple calls, or one held call, you can access the Home, Lines, and Calls screens.
• If your phone is off-hook but not in a call, you can access Home and Lines screens.
Procedure
1. Do one of the following:
• From the Home screen, press to display either the Lines, Calls, or Active Call screen.
The Calls and Active Call screen display 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, Calls, or Active Call screen.
• Press the Lines soft key to access the Lines screen from the Calls or New Call screen.
• Press the Calls soft key to access the Calls screen from the Lines screen.
• When off-hook, press the New Call soft key to access the Lines screen.
Icons and Status Indicators
VVX 301 phones have various icons and status indicators that display the status of the phone whether you are in a
call or the phone is idle and not in use.
The following table displays the phone icons and status indicators that display on VVX 301 phones.

Icon
Description
Icon
Description
Registered line
Phone warning
Unregistered line
Login credentials invalid
Placing a call
Shared line
Active call using Polycom HD
Voice
Shared line with a held
call
Held Call
Call forwarding enabled
Incoming call
New message
Active conference
Placed call
Received call
Missed call
Favourite
Do Not Disturb enabled

Audio Calls
Placing and Answering Audio Calls
VVX 301 phones can manage a maximum of 24 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 on a VVX 301 phone in numerous ways, including local and international calls, calls from Recent
Calls or directories, calls to contacts or favourites.
Place a Call from the Dialer
The Dialler enables you to enter a number to place a call and displays a list of previously placed calls. As you enter
numbers, the Dialler displays a list of similar numbers in your directory. Select a match to automatically enter the
number.
Note:
Your system 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.
1. Do one of the following:
• Start typing a phone number.
• Select New Call.
• Press a line key.
• Pick up the handset, press , or press .
2. Enter a number or select a recent contact.
3. Select Dial
Place an International Call
You can place calls to international phone numbers on a VVX 301phone.
On the dialpad, quickly press the star key * twice.

1. A plus sign + is displayed.
2. Enter the phone number with the country code and press Dial
Place a Call from Recent Calls
You can place calls to contacts from the Recent Calls list, which contains calls that were recently placed, answered,
or missed.
1. Do one of the following:
• On VVX 301 phones, navigate to Directories > Recent Calls.
2. From the Calls List screen, select a contact and select Dial.
Calling Favourites
You can call your favourites from the Favourites list that you have added on the Business Portal.
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.
1. Do one of the following:
• Select Directories.
• Navigate to New Call > Directory.
2. Choose a directory.
3. From your directory, select or search for a contact.
4. Select the contact's phone number.
5. Select Dial.
Call a Contact from the Directory Search Screen
You can search for and call contacts from the Search screen in your directory.
1. Navigate to Directories and select a directory.
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.

Redial a Number
Your phone automatically keeps a record of all calls placed. You can recall the last contact you called using
redial, if enabled by your system administrator
1. 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 a VVX business media phone, you can choose to answer the call in various
ways, including answering calls automatically, in the Incoming Calls screen, in the Calls screen, and during a call.
Answer an Incoming Call
When you receive an incoming call, the 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.
Incoming Call window
1. 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 if Voicemail Disabled
When you don't answer an incoming call within 10 seconds, the Incoming Call screen disappears and the Calls
screen is displayed.
1. Select the incoming call, and select Answer. Note: This will only work if Voicemail is disabled

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.
1. Select Answer.
The active call is placed on hold, and the incoming call becomes active.
Switch Among the Handset, Headset, and Speakerphone
You can place and answer calls on your phone using the handset, headset, or speakerphone, and you can
alternate among the three modes during calls, if available.
When using the speakerphone, the Speakerphone key glows green. When using the headset, the
Headset key glows green if an analogue headset is connected.
1. During a call, pick up the handset, press the Headset key or press the Speakerphone key .
For example, if you're using the handset, press the Headset key to switch to the headset, or press the
Speakerphone key to switch to the speakerphone.
Mute and Unmute Audio
You can mute the microphone so other parties cannot hear you. Microphone Mute applies to the handset, headset,
and speakerphone. You can still hear all other parties when you mute your microphone. When your audio is muted,
the Mute icon is displayed and the Mute key glows red, excluding VVX 101 and 201 phones.
1. During a call, including a conference call, press . The
other parties cannot hear you.
2. Press again to unmute the microphone.
Holding and Resuming Calls
When you are in a call, you can place an active audio call on hold and resume the call. You can place any active call
on hold.
Hold a Call
1. During an active call, select Hold.
If you're in the Calls screen, select the call first.
A hold icon is displayed on the line of the held call, and a red LED light flashes on the line key

Resume a Call
You can view and resume all held calls on the phone.
1. Do one of the following:
• Select Resume.
• From the Calls screen, select the call and select Resume.
Ending Calls
You can end active calls at any time, however, you must resume held calls before you can end the call.
End an Active Audio Call
You can end an active call on your phone at any time.
1. Do one of the following:
2. Place the handset on the cradle.
3. Press End Call.
4. In the Calls screen, highlight the call and press End Call.
End a Held Call
You cannot end calls that are on hold. You must resume held calls before ending them.
1. From the Calls screen, select the held call and press Resume > End Call.
Transferring Calls
You can transfer active or held calls to another person using the following transfer types:
• Blind transfer—Transfers the call directly to another line without speaking with the other party first.
• Consultative transfer—Enables you to speak with the other party before completing the transfer.
Choose a Default Transfer Type
You can choose a default transfer type to use for all calls.
When you choose a default transfer type, the phone uses the selected transfer type for all calls.
Consultative is the default transfer type.
1. Navigate to Settings > Basic > Preferences.
2. Select Default Transfer Type and choose a transfer type. The
selected transfer type is used for all calls.

Transfer a Call
You can transfer a call to another contact and choose the transfer type you want to use for the call.
1. During a call, do one of the following
• Press Transfer to use the default transfer type.
• Press and hold Transfer to use the non-default transfer type.
For example, if Blind is the default, press and hold Transfer to perform a Consultative transfer.
• Press Transfer > More, and select Blind or Consultative.
Depending on the default transfer type, either the Blind or Consultative option displays. For
example, if the default transfer type is Blind, then you can select Consultative.
2. Dial a number or choose a contact from the Recent Calls or a directory. If the
transfer type is set to Blind, the call is transferred immediately.
3. If the transfer type is set to Consultative, select Transfer after speaking with your contact.
Cancel a Transfer
If a contact does not answer the transfer or you want to remain speaking with the contact on your line, you can
cancel the transfer before it is complete.
1. Select Cancel.
The call is not transferred and becomes active.
Managing Calls
On VVX 301 phones, you can see the number of calls on the line from the Lines screen, as shown next. A green light
on the line key indicates a line with an active call, and a red light indicates a line with one or more held calls.
Multiple Calls on phone lines on the Lines screen
Display Calls from the Lines Screen
You can display the calls for each line from the Lines screen.
When you select a phone line that has a held call, the first held call on that line is automatically resumed, even if
you already have an active call on a different line.

1. Do the following:
• Press and hold the line key.
Display Calls from the Calls Screen
You can view multiple calls on your line from the Calls screen.
1. Do the following:
• From the Lines or Home screen, press .
The Calls screen is displayed with the list of active and held calls for each line on the phone.
Manage a Call from the Calls Screen
From the Calls screen, you can manage a call by holding, resuming, or transferring the call.
1. Select a call.
2. Do one of the following:
• Select Hold to place an active call on hold.
• Select Resume to make a held call active.
• Select End Call to end a call with a contact. You can end active calls only, so resume the held call
first before ending it.
• Select Transfer to send the call to another contact.
• Select Conference to initiate a conference call.
Ignoring or Rejecting Incoming Calls
When you receive an incoming call, you can choose to ignore or reject the call instead of answering. You can reject or
ignore incoming calls, reject incoming calls from a specific contact, or enable Do Not Disturb to reject all calls
for a brief time period.
Note:
You cannot reject calls on shared lines. You can only silence the ringer.
Ignore or Silence an Incoming Call
You can ignore or silence a call to stop your phone from ringing. Even if you ignore the call and silence the ringer,
an incoming call notification continues to display on your phone.
1. From the Incoming Call screen, do one of the following:
• Select Ignore for private lines.
• Select Silence for shared lines.
The Incoming Call screen disappears, your phone stops ringing, and either the Home or Calls screen is
displayed.