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.

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Chapter 1 : Getting Started
Before you use your Polycom® VVX® 400 phone, you may wish to take a few moments to
become familiar with its features and user interface. In this chapter, you learn about your
phone’s components and the screen layout. You’ll also learn how to configure your phone
remotely using the Polycom Web Configuration Utility.
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 dierently on your phone. The examples and figures in
this guide may not directly reflect what displays on your phone screen.
Phone Keys and Hardware
The following figure shows the important phone features, which are described next.

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Provides ringer and hands-free (speakerphone) audio output.Speaker
Enables you to enter numbers, letters, and special characters. You can
also use the dialpad keys to select menu items that have index numbers.
Dialpad
The connector on the back of your phone that enables you to attach
a laptop cable lock to your phone so you can secure it to a desktop.
For more information on locking your phone to the desktop, see
Security Slots on Polycom Phones (Technical Bulletin 64654).
Security slot
Flashes red to indicate new messages.
Message Waiting
Indicator
Home / Lines key Press from any screen to display Home view. From Home
view, press to display other phone views.
Enables you to place and receive calls using the speakerphone.
The key glows green when activated.
Speakerphone key
Mutes local audio during calls and conferences. The key glows red
when activated.
Mute key
Adjust the volume of the handset, headset, speaker, and phone’s ringer.Volume keys
Transmits sound to other phones.Microphone
Feature Description
The 3.5-inch diagonal screen is backlit.Screen
Scroll through displayed information or options. Select a field of
displayed data.
Navigation keys/
Select key
Enables you to place and receive calls through a headset. The key
glows green when an analog headset is activated.
Headset key

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?Web Info: Attaching Phone Hardware
For information on attaching phone hardware, including how to connect your phone to
the network, see the Quick Start Guide for your phone, available by navigating to your
phone from the Polycom Business Media Phones Web page.
Your phone has three main views: Home, Calls, and Lines view (the default).
Phone Views
To change views :
For Home view, press .
From Home view, press to display either Lines or Call view.
TroubleShooting : Why Can’t I Access a Certain View ?
The views you can access depend on the number of calls your phone has, and if your phone
has an active call. If your phone is idle, you can access Home and Lines view. If your phone
has one call only—and it’s active—you can access Home and Lines view. If your phone has
multiple calls, or one held call, you can access Home, Lines, and Calls view by pressing
At the top of each view is a status bar, shown next. The status bar shows the date and time. If your
phone has information you should know about, messages will display, together with the time.

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You can display Home view (shown next) by pressing . Home view displays your phone
line, and messages, settings, and information. At the bottom of Home view is a Page Indicator
that shows how many pages of icons Home view displays.
Home View
To change the highlighted icon, press the up,
down, right, or left arrow key. Press Select to
access the desired menu.
Page Indicator
Home view displays the following icons :
New Call—Select New Call to display the Dialer so you can place a call.
Messages—Select Messages to access your voicemail.
Directories—Select Directories to access your Contact Directory, Favorites, and Recent
Calls list. You may also be able to access a Corporate Directory and Buddy Status List if
they’re set up on your phone.
Forward—Select Forward to set up forwarding options for incoming calls.
DND—Select DND to toggle DND (Do Not Disturb) on or o. When DND is enabled,
your phone won’t ring and incoming calls will go to voice mail.
DND—Select DND to toggle DND (Do Not Disturb) on or o. When DND is enabled,
your phone won’t ring and incoming calls will go to voice mail.
Settings—Select Settings to access phone features and settings to customize your phone.

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Additional icons may include :
Applications—Select Applications to access a menu of custom applications. See your
administrator for information about any specific applications listed in this menu.
Calendar—Select Calendar to show a calendar with your meeting details. Using the
Calendar feature, you can join meetings directly from your phone.
Lines view (shown next) is your phone’s default display. Lines view displays your phone line(s),
your favorites, and soft keys in the soft key area.
Lines View
Phone Line
Favorites
Soft Keys
If your phone is idle, you can press a line key to access the Dialer.
If your phone has calls, the phone line indicates the number of calls you have, and if they’re
active or held. If the phone line has an active call, the call color is dark green, as shown next. If
the phone line has one or more held calls, the call color is dark blue, as shown next. The number
of total calls is shown above the calls. To select a call, use the up and down arrow keys.
Held
Active
Note : Why Can’t I Access the Idle Browser ?
If your phone has calls, you can’t access the Idle Browser. To access the Main Browser, select
Applications from Home view. For information about the Browser, see Using the Browser

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You can access Calls view (shown next) if your phone has multiple calls in progress, or you
have one held call. Use the up and down arrow keys to see all your calls. If your phone has
multiple lines, calls display under the associated line.
Calls View
Use the up and down arrow keys to highlight a call. The soft keys apply to the highlighted call.
Dark green — Active call.
Dark blue — Held call.
Bright blue — Incoming call.
Call color indicates status :
No. of Calls
Active
Held
The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate
that a feature is enabled.
Understanding Phone Icons and Status Indicators
Registered line
Icon Description Icon Description
Phone warning

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Icon Description Icon Description
Unregistered line
Placing a call
Active call using Polycom
HD voice
Login credentials invalid
Shared line
Held call
Shared line with a held call
Incoming call
1
1
1
1
1
Call forwarding is enabled
You have messages
Do Not Disturb enabled
Presence status ( Available)
Presence status
(Busy or In a Call)
Presence status (Away)
Presence status
(Do Not Disturb)
Placed call
Presence status
(Oine)
Received call
Presence status
(No information)
Missed call
Active conference
Favorite

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The following table shows you how to navigate your phone’s screens, as well as select and
highlight options.
Navigating Your Phone Interface
Press .Return to Home view from any screen
Press Back, as shown next.
Or press the left arrow key
Return to the previous screen
If you want to... Do this...
Press to display a dierent view
(from Home view to Lines view to Calls
view, if there is an active call)
Switch phone views
Press Dial or use the right arrow key
from a call list.
Place a call
Use the up and down arrow keys to
select a call. The soft keys, like Hold or
Resume, apply to the highlighted call.
Highlight calls in Calls view

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If you want to... Do this...
Press the left arrow key.Close an option box without selecting
anything
Use the up and down arrow keys to
highlight the menu item or option.
Press the appropriate soft key.
If an item in a list has a number next to
it, you can press the corresponding
number on the dialpad to select the item.
Select a soft key, menu item, or option
If a More soft key displays in the far-right
of the soft key area (as shown next),
there are additional soft keys available,
but you can’t see them. Press More
to view the additional soft keys.
Select a soft key that’s not in view
Use the up and down arrow keys to
highlight the menu item or option, and
press Select.
If the menu is numbered, press the dialpad
key to enter the corresponding menu. For
example, press 4 to enter the Backlight
Timeout menu as shown above.
Use *to page up and #to page down
in the menu
Select a menu item or option

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You can enter information and edit fields using the dialpad keys on the phone console.
Entering Data and Updating Fields
Before you use the dialpad keys to enter information in fields, you can select Encoding or
Mode to specify how you want to enter information :
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—including all
the options available when you select Mode—as well as characters in special languages.
AbcAbc
Options Available
When You Select Mode
Options Available
When You Select Encoding
ABCABC
abcabc
123123
ASCII (for regular text)
Latin (to enter accented characters)
Katakana (for Japanese characters)
Unicode (to store characters as double bytes)
Cyrillic (for Russian characters)
You can use the dialpad keys on your phone console to update field information. If a field
requires data input, select Encoding or Mode to specify how you want to enter data.
Using the Dialpad Keys on the Phone Console
Use the tips in the following table to enter information using the dialpad.