Polycom VVX 350 User manual

Polycom® VVX® 350 and 450 Quick Guide
Business Media Phones

Overview of Phone Hardware and Keys –VVX 350 ........................................................... 8
Navigating VVX Business Media Phones.......................................................................... 11
Accessing Screens on VVX Phone .........................................................................11
Access the Home Screen.........................................................................................12
Access the Calls Screen..........................................................................................12
Access the Lines Screen..........................................................................................12
Access the Active Call Screen ................................................................................. 13
Switch Among Phone Screens.................................................................................13
Icons and Status Indicators......................................................................................14
Audio Calls ..................................................................................................................... 15
Placing and Answering Audio Calls..........................................................................15
Placing Audio Calls..................................................................................................15
Place a Call from the Dialler.....................................................................................15
Place an International Call ....................................................................................... 15
Place a Call from Recent Calls.................................................................................16
Calling Favourites.................................................................................................... 16
Calling Contacts from the Directory.......................................................................... 16
Call a Contact from a Directory................................................................................16
Call a Contact from the Directory Search Screen.....................................................16
Redial a Number...................................................................................................... 17
Answering Audio Calls.............................................................................................17
Answer an Incoming Call .........................................................................................17
Answer a Call from the Calls Screen if Voicemail Disabled......................................18
Answer a Call When in a Call................................................................................... 18
Switch Among the Handset, Headset, and Speakerphone.......................................18
Mute and Unmute Audio ..........................................................................................18
Holding and Resuming Calls....................................................................................18
Hold a Call...............................................................................................................19
Resume a Call .........................................................................................................19
Ending Calls.............................................................................................................19
End an Active Audio Call..........................................................................................19
End a Held Call........................................................................................................19
Transferring Calls.....................................................................................................19
Choose a Default Transfer Type..............................................................................19
Transfer a Call .........................................................................................................20
Cancel a Transfer ....................................................................................................20

Managing Calls........................................................................................................20
Display Calls from the Lines Screen.........................................................................21
Display Calls from the Calls Screen.........................................................................21
Manage a Call from the Calls Screen.......................................................................21
Ignoring or Rejecting Incoming Calls........................................................................ 21
Ignore or Silence an Incoming Call...........................................................................22
Reject Incoming Calls ..............................................................................................22
Reject Calls from a Contact......................................................................................22
Rejecting Calls with Do Not Disturb..........................................................................22
Enable Do Not Disturb .............................................................................................23
Reject Calls with Do Not Disturb on Multiple Lines...................................................23
Reject Calls with Do Not Disturb on One Line..........................................................23
Disable Do Not Disturb.............................................................................................23
Redirecting Incoming Calls ......................................................................................24
Forwarding Incoming Calls to a Contact...................................................................24
Forward an Incoming Call to a Contact....................................................................24
Forward All Incoming Calls to a Contact...................................................................24
Disable Call Forwarding...........................................................................................25
Divert Calls to a Contact ..........................................................................................25
Conference Calls ............................................................................................................ 26
Tips for Conference Calls.........................................................................................26
Audio Conference Calls ...........................................................................................26
Initiate a Conference Call......................................................................................... 26
Join Calls to Create a Conference Call ....................................................................27
End a Conference Call.............................................................................................27
Hold a Conference Call............................................................................................27
Resume a Conference Call......................................................................................27
Split a Conference Call ............................................................................................27
Call Lists and Directories ................................................................................................ 28
Recent Calls ............................................................................................................28
View Recent Calls....................................................................................................28
Sort Recent Call Entries...........................................................................................28
Sort Entries by Call Type .........................................................................................28
Edit a Recent Call Entry...........................................................................................28
Delete a Recent Call Entry.......................................................................................29
Save a Recent Call Entry......................................................................................... 29

View Call Details...................................................................................................... 29
Contact Directory.....................................................................................................29
Favourites...................................................................................................................... 29
Phone Accessories and Computer Applications .............................................................. 30
Using a Headset with Your Phone............................................................................30
Connecting a Headset..............................................................................................30
Use Your Headset for All Calls.................................................................................30
Reactivate Headset Memory Mode..........................................................................30
Using Electronic Hookswitch....................................................................................31
Setting the Headset Base Unit Options.................................................................... 31
Enable Electronic Hookswitch.................................................................................. 31
Change the Headset Mode ......................................................................................31
Controlling Calls with Electronic Hookswitch............................................................ 32
Disconnect Your Headset ........................................................................................32
Accessibility Features ..................................................................................................... 33
Features for Hearing-Impaired Users.......................................................................33
Accessibility Features for Hearing-Impaired Users................................................... 33
Features for Mobility-Impaired Users ....................................................................... 34
Accessibility Features for Mobility-Impaired Users...................................................34
Features for Vision-Impaired and Blind Users.......................................................... 34
Accessibility Features for Vision-Impaired and Blind Users...................................... 35

Overview of Phone Hardware and Keys –VVX 350

VVX 450 hardware features

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 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 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 350 and VVX 450
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 350 and VVX 450
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.
Lines screen on VVX 350 and VVX 450
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 350 and VVX 450
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.
• When off-hook, press the New Call soft key to access the Lines screen.

Icons and Status Indicators
VVX phones have various icons and status indicators that display the status of the phone whether you are in a c all or
the phone is idle and not in use.
The following table displays the phone icons and status indicators that display on VVX phones.

Audio Calls
Placing and Answering Audio Calls
VVX 350 and VVX 450 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 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 Dialler
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 phone.
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:
• 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.
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 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