Polycom VVX 400 Series User manual

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CloudPBX
User Guide

About This Guide
This guide applies to two phones: the Polycom® VVX® 400 and 410 business media
phones. You can use this guide if you have either phone.
This user guide will help you to navigate and use your VVX 400 or VVX 410 phone. It will
give you an overview of your phone, and walk you through tasks so you can successfully
use your phone to perform basic and advanced phone functions.
As you read this guide, the terms the phone and your phone refer to either the VVX 400 or
VVX 410 phone. Unless specifically noted in this guide, both phones operate in the same
way and the information in this guide applies to both phones. Throughout the rest of this
guide, VVX 400 is used to represent both the VVX 400 and 410 phones.
Who Should Read this Guide ?
This guide contains overview information for people who are just starting to learn about
their VVX 400 or VVX 410 phone, or who have experience, but need a quick refresher. It
is intended for beginning users, as well as intermediate and advanced users who want to
learn about their phone’s features.

Chapter 3 : Using Advanced Features
Advanced features that may not be available on the phone, or that you may not use on a
day-to-day basis, are described in this chapter. Advanced features include recording calls,
locking your phone, monitoring buddies, and accessing a Browser.
Chapter 4 : Customizing Your Phone
You can customize your phone in many ways, including setting up a screen saver, or
changing the backlight, background picture, or time and date format. Read this chapter
to personalize your phone.
Chapter 5 : Administrative Tasks
This chapter describes tasks that your administrator may ask you to perform. These tasks
include investigating phone issues, restarting the phone, updating the phone’s configuration,
and testing the phone’s hardware.
Copyright, Safety, and Regulatory Notices
This section provides important safety and compliance information relating to your phone.
End-User License Agreement
The End-User License Agreement outlines the legal agreement between you and Polycom
when you agree to install and use Polycom software.
How to Use this Guide
This guide is organized into five chapters. The beginning chapters introduce the phone and
explain how to use the phone’s basic features. Later chapters describe advanced features,
and how to customize your phone to suit your needs. The guide also includes safety and
legal information.
Chapter 1 : Getting Started
This chapter contains general information about your phone that you’ll find helpful before
you start using it. It describes phone hardware and phone views, and how to navigate
menus and enter data.
Chapter 2 : Using Basic Features
All the basic features that your phone oers—such as how to add contacts and favorites,
or transfer or forward calls—are described in this chapter.

Conventions Used in this Guide
This user guide contains terms, graphical elements, and a few typographic conventions.
Familiarizing yourself with these terms, elements, and conventions will help you perform
phone tasks.
Terms and Writing Conventions
Select Submenu > Submenu > Submenu
This convention describes how to access submenus. Each submenu name is in boldface
and separated by a “greater than” symbol. If the instructions indicate to select Basic >
Preferences > Language, select the Basic submenu, select the Preferences submenu, and
select the Language submenu.
Your Phone / the phone
These terms refer to either the VVX 400 or VVX 410 phone. Unless specifically noted in
this guide, both phones operate in the same way and the information in this guide applies
to both phones.
Press
This action refers to depressing a key on the keypad, a line key, an arrow key, a hard key—like
Hold or Microphone Mute—or pressing a soft key for a second or two.
Highlight
This action refers to selecting an item on the screen so that its appearance brightens. Soft
keys apply to highlighted items.
Select
Selecting an item on the screen refers to using the arrow keys—up, down, left, and right—to
highlight an item. Press the central Select key so that another screen opens.

Dialpad
The dialpad is the area of the keypad you use to enter numbers and characters. The dialpad
consists of all the number keys, as well as the asterisk (*) and pound (#) keys.
Key
This term refers to any button on the phone console. Phone keys include the dialpad keys,
-+
Option
An option is one of a series of items you can select for a phone setting, such as Enabled
and Disabled.
Held call
This term describes any call (including a conference call) that is on hold. Audio for held
calls cannot be heard.
Active call
This term refers to a call (including a conference call) you’re currently in. An active call has
audio associated with it.
Setting
The name of a field for which you can define information or choose an option.
Field
This term describes the area of the screen next to a setting in which you can enter information
or select an option.
Views
Your phone has four main views: Home, Calls, Active Call, and Lines (the default) view.
A view is a specific screen on the phone interface that provides unique information and
enables you to perform specific tasks.

Icon
A picture on the screen. There are two types of icons :
An icon that you can select to access a function, feature, setting, or application. For example,
when you’re in Home view, you can select the New Call icon ( ) to place a call.
An icon that provides phone information or status only. Selecting this type of icon doesn’t
access another function. For example, your phone may have an icon to indicate you
have a voicemail message simply to notify you of the current status.
Soft key
This term describes the context-sensitive keys that display along the bottom of the
screen that update depending on the task you’re performing. To see additional options
(if available), press More. The More soft key is always on the far-right of the soft key area,
as shown next. The additional options display as shown next.
Press to see more options
Soft key area
The soft key area (shown above) is the area along the bottom of the screen that displays
context-sensitive soft keys.
Status bar
The status bar (shown next) is the top-most part of the screen. It displays the time and
date or other messages instead of the date display.

Information Elements
The following icons are used to alert you to various types of important information in this guide :
Note
The Note icon highlights information of interest or important
information needed to be successful in accomplishing a
procedure or to understand a concept.
The Administrator Tip icon highlights techniques, shortcuts,
or productivity related tips.
Administrator Tip
Feature Icon Description
Warning
The Warning icon highlights an action you must perform (or avoid)
to prevent issues that may cause you to lose information or your
configuration setup, and/or aect phone or network performance.
The Web Info icon highlights supplementary information
available online such as documents or downloads on :
support.polycom.com or other locations.
Web Info
Caution
The Caution icon highlights information you need to know to
avoid a hazard that could potentially impact device performance,
application functionality, or successful feature configuration.
Power Tip
The Power Tip icon faster, alternative procedures for advanced
administrators already familiar with the techniques being
discussed.
Timesaver The Timesaver icon highlights a faster or alternative method for
accomplishing a method or operation.
Icons Used in this Guide

Typographic Conventions
A few typographic conventions, listed next, are used in this guide to distinguish types of
in-text information.
Bold Highlights interface items such as menus, soft keys, file names, and directories.
Also used to represent menu selections and text entry to the phone.
Used to emphasize text, to show example values or inputs, and to show
titles of reference documents available from the Polycom Support Website
and other reference sites.
Italics
Convention Description
Blue Text Used for cross references to other sections within this document. If you
click on text in this style, you will be taken to another part of this document.
Used for code fragments and parameter names.Fixed-width-font
Underlined Blue Used for URL links to external Web pages or documents. If you click on text
in this style, you will be linked to an external document or Web page.
Typographic Conventions
Troubleshooting
The Troubleshooting icon highlights information that may help
you solve a relevant problem or to refer you to other relevant
troubleshooting resources.
The Settings icon highlights settings you may need to choose
for a specific behavior, to enable a specific feature, or to access
customization options.
Settings
Feature Icon Description

Setup and maintenance documents :
Polycom VVX 400 and 410 Business Media Phone Quick Start Guide—This guide
describes the contents of your phone package, how to assemble the phone, and
how to connect the phone to the network. The quick start guide is included in
your phone package. It is also available from the VVX 400 and 410 Business Media
Phone Support Web page.
Polycom VVX 300, 310, 400, and 410 Business Media Phone Administrators’
Guide—This guide provides detailed information about setting up and configuring
your phone, including how to configure features. It is available from the VVX 400
and 410 Business Media Phone Support Web page.
Polycom VVX 300/310/400/410/500/600 Business Media Phone Wallmount
Instructions—This document provides detailed instructions for mounting your
phone on the wall. To install your phone on the wall, you’ll need the optional wallmount
package. The wallmount instructions are included in the optional wallmount package.
They are also available from the VVX 400 and 410 Business Media Phone Support
Web page.
Feature Descriptions and Technical Notifications for Polycom phones —These documents
describe workarounds to existing issues and provide expanded descriptions and examples
for phone settings and features. You can find these documents on the Polycom Support Web
site on the Polycom®Profiled UC Software Features and Polycom®Engineering Advisories
and Technical Notifications support pages.
Related Documents
For additional information about the VVX 400 and 410 phones, see the following documents :
User Documents :
Polycom VVX 400 and 410 Business Media Phone Quick User Guide—This guide
is a quick reference on how to use the phone’s most basic features. It also briefly
describes how to navigate the phone and enter information. It is available from the
VVX 400 and 410 Business Media Phone Support Web page.