Polycom VVX 400 Series User manual

QUICKSTART GUIDE
POLYCOM
VVX 400/410
VOCUS.COM.AU

2
VVX 400/410 | FEATURES
Speaker
Soft Keys
Line Keys
Dialpad
Transfer
Messages
Hold

QUICKSTART GUIDE | POLYCOM VVX 400/410
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Message Indicator
Home/Lines key
Line Keys
Navigation keys /
Select key
Headset key
Speakerphone key
Mute key
Volume keys
Microphone

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UNDERSTANDING THE ICONS
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 is
enabled
Incoming call You have messages
Active conference Presence status
(Available)
Placed call Presence status
(Busy or In a Call)
Received call Presence status
(Away)
Missed call Presence status
(Do Not Disturb)
Favourite Presence status
(Ofine)
Do Not Disturb enabled Presence status
(No Information)

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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,
Favourites, 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 off.
When DND is enabled, your phone won’t ring and
incoming calls will go to voicemail.
Settings Select Settings to access phone features and settings to
customise your phone.
Additional icons may include:
Applications Select Applications to access a menu of custom
applications. See your administrator for information
about any specic applications listed in this menu.
BASIC PHONE FEATURES

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PHONE VIEWS
Your phone has three main views: Home, Calls, and Lines view (the default
view).
To change views:
• For Home view, press
• From Home view, press to display either Lines or Call view.
Lines View
• Lines view is your phones default display. Lines view displays your
phone lines, your favourites, and soft keys on the soft key area.
• If your phone is idle, you can press a line key to access the Dialer.
Home View
You can display Home view by pressing . Home view displays your
phone line, and messages, settings, and information.
• To change the highlighted icon, press the up, down, right, or left arrow
key. Press Select to access the desired menu.
Calls View
• Shows once on an active call. Use the up and down arrow keys to
manage your calls.
BASIC PHONE FEATURES

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PLACE A CALL
Use any of the following approaches to place a call:
• Press the New Call soft key. Select one of the previously-called entries
shown in the display or start entering a number. As you enter numbers
the Dialer displays a list of similar numbers. Use the up and down
arrow keys to select a match and automatically enter it.
• Dial the number then press the Speaker button
• Dial the number then press the Headset button, if you are using
a headset.
To call from your Directory:
• From Home view, select Directories, and select Contact Directory.
• From your Directory, use the up and down arrow key to select the
contact you want to call.
• Place the call by doing one of the following:
• From the contact’s information screen—press Info, and press Dial.
• Use the up and down arrow key to select the contact, and press Dial.
PLACING AND RECEIVING CALLS

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ANSWERING CALLS
All incoming calls display in an Incoming Call window.
To answer the call, do one of the following:
• To use the handset, pick up the handset.
• To use the speakerphone, press or press Answer.
• To use your headset, press .
RESPONDING TO INCOMING CALLS
While your phone rings, you can do the following:
• Temporarily ignore the call before answering it.
• Reject the call so it goes directly to voicemail (If enabled).
• Forward the call to another person.
Ignoring Incoming Calls
Ignore or silence a call to stop your phone from ringing. Even though the
call is ignored, your phone will still display the incoming call notication
so you can still answer the call.

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To ignore or silence a call:
• From the Incoming Call window, press Ignore (for private lines) or
Silence (for shared lines).
• The Incoming Call window disappears, your phone stops ringing, and
either Home or Calls view displays.
Rejecting Incoming Calls
Reject a call to stop your phone from ringing and send the call directly to
voice mail. Calls you reject display in your Recent Calls list. Rejecting calls
is not available for shared lines.
To reject an incoming call:
• From the Incoming Call window, press Reject. You can also reject an
incoming call from Lines and Calls view.
• The call goes directly to voice mail.
Forwarding Incoming Calls to Another Person
While your phone rings, you can forward the call to another person.
To forward an incoming call to another person:
• While your phone rings, press Forward.
• From the Call Forwarding screen, enter the forwarding number, and
press Forward.
During Calls
When you’re in a call, you can do the following:
• Hold the call.
• Transfer the call to another person.
• Set up a conference call with the person you’re talking with and
another person.

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Answering Calls
Call colour indicates status:
• Dark green—Active call
• Bright blue—Incoming call
• Dark blue—Held call
Use the up and down arrow keys to highlight a call. The soft keys apply to
the highlighted call.
Holding Calls
You can place any active call on hold. A held call displays in Calls and
Lines view as follows:
To hold a call:
• From Lines or Calls view, press Hold. If you’re in Calls view, be sure to
highlight the call rst.

QUICKSTART GUIDE | POLYCOM VVX 400/410
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To resume a held call:
• Do one of the following:
• From Lines view, press Resume. If there’s more than one held call
on the line, the last call that you held will be resumed. If you have
multiple lines and you press Resume, the last call that you held—on
either line—will be resumed.
or
• From Calls view, use the up and down arrow keys to highlight the
call, and press Resume.
Call Waiting
• If you’re on a call and a new incoming call arrives, a call
waiting tone beeps, and the Incoming Call window displays.
• To answer the call, press Answer. This will place your active call on
Hold.
• To send the incoming call to Voicemail/Reception (depending on your
setup), press Reject.
• If you don’t answer the call within 10 seconds, the Incoming Call
window disappears. Press to see active call/s again.

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When you transfer a call to another person, you have the option to talk to
the person before the transfer completes.
If your phone supports a blind transfer, you can automatically transfer a
call without talking to the other person. The call is automatically transferred
after you dial the number you’re transferring the call to.
To transfer a call:
• From Lines or Calls view, press Transfer. The active call is held.
• From the Dialer, place a call to the person you want to transfer the call
to.
• When you hear the ring-back sound, press Transfer to complete the
transfer. Or, if you want to talk with the person before the transfer
completes, connect and talk with the person, and then press Transfer. To
cancel the transfer before the call connects, tap Cancel.
To perform a blind transfer:
• From Lines or Calls view, press Transfer. The active call is held.
• From the Dialer, press Blind, and place a call to the person you want to
transfer the call to. If you don’t see Blind, press More, and then Blind.
• The call automatically transfers to the person you specied.
TRANSFERRING CALLS

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SETTING UP CONFERENCE CALLS
There are two ways to set up a conference: the conventional way—by
calling two people and using the Confrnc soft key—or joining two existing
calls using the Join soft key.
To set up a conference call:
• Call the rst person.
• From Lines or Calls view, press More and then Confrnc. The active call
is held.
• Using the Dialer, call the second person.
• When the second person answers, press More and then Confrnc to join
everyone in a conference. The Active: Conference screen displays.
CONFERENCE CALLS

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LISTENING TO VOICEMAIL
Your phone may indicate new voicemail messages by the following:
• A message in the status bar, as shown next. The message indicates the
number of new messages you have. The count is a total of all messages
on all lines on the phone.
• A ashing Message Waiting Indicator, located at the top-right of your phone.
• An audible alert (if your phone is on-hook).
To listen to voicemail messages:
• Press , and select Message Center. Or, from Home view, select
Messages, and select Message Center.
• If multiple lines are congured on your phone, the Line Select screen displays.
Use the up and down arrow keys to select the line that has the message.
• From the Messages screen, press Connect and follow the prompts.
CUSTOMISE GREETINGS
• Access the voice portal by pressing .
• Enter your four digit password.
• Access your mailbox by pressing 1.
• Then press 2 to change your Busy greeting.
• Or press 3 to change your No Answer greeting.
REMOTE ACCESS TO YOUR VOICEMAIL
• Dial your direct number (pre-x plus extension number).
• When you hear your mailbox greeting being played press *.
• Enter your four digit password.
• Press 1 to access your Voicemail Box.
• Then press 1 to listen to your messages.
• Press # to save the message, 7 to delete or 2 to repeat.
VOICEMAIL

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VIEWING RECENT CALLS
Your phone maintains a Recent Calls list—a list of missed, received, and
placed. Each list can hold up to 100 entries.
From the Recent Calls list (shown next), you can:
• Sort, order, and lter calls (press Type). By default, the list displays all
call types (missed, placed, and received), with the most recent call
displaying rst, as shown next.
• Remove certain calls from the list.
• Select a call record to view call details and manage the call.
• Use the up and down arrow keys to highlight an entry and press Dial to
automatically call the person.
Icons display next to a call to indicate the call type:
• Placed calls display
• Received calls display
• Missed calls display
To view your Recent Calls list:
From Home view:
• Select Directories from Home view,
• Select Recent Calls.
To manage a call record:
• From your Recent Calls list, use the up and down arrow keys to highlight
an entry, and press the right arrow key.
• From the call details screen, shown next, you can:
• Press Dial or the right arrow key to call the person.
• Press Save to add the person to your Contact Directory. If the person
RECENT CALLS

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is already in your Contact Directory, but isn’t a Favourite, Add to
Favourites displays instead. Press Add to Favourites to automatically
make the person a Favourite.
• Press Delete to delete the call from the list.
• Press Edit to edit the phone number before you dial
the person.
CUSTOMISING RECENT CALLS LIST
• From Home view, select Directories from Home view, and
select Recent Calls.
• Press Type to lter calls for specic lines or types of calls.
When you lter calls, you can choose to display only missed, received, or
placed calls. Or, you can choose to display all call types (the default). You
can choose to display only calls from a certain line.
• Press Sort to sort the calls.
When you sort calls by the time of the call, you can to order calls in
ascending (oldest call rst) or descending (most recent call rst) order.
When you sort calls by call name, you can order calls in ascending
(alphabetical) or descending (reverse-alphabetical) order.

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CALL FORWARD OPTIONS
Forward all calls to another number:
• Press the Forward soft key on the bottom of your Home screen.
• Press 1 (Always).
• Enter the number you wish to forward all calls to.
• Press the Enable soft key.
Note: To disable press the Forward soft key again and disable the Always
option.
• You can also use feature codes by dialling *72 to enable this function
and *73 to disable.
Forward unanswered calls to another number:
• Press the Forward soft key on the bottom of your Home screen.
• Press 2 (No Answer).
• Enter the number you wish to forward unanswered calls to.
• Press the Enable soft key.
Note: To disable press the Forward soft key again and disable the No
Answer option.
• You can also use feature codes by dialling *92 to enable this function
and *93 to disable.

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Forward calls, when busy, to another number:
• Press the Forward soft key on the bottom of your Home screen.
• Press 3 (Busy).
• Enter the number you wish to forward all calls to.
• Press the Enable soft key.
Note: To disable press the Forward soft key again and disable the Busy
option. You can also use feature codes by dialling *90 to enable and
*91 to disable.
Note: If you have previously entered a destination phone number for that
call forward type, you do not need to re-enter it each time the call forward
option is enabled.

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RINGER VOLUME
ADJUST THE RINGER VOLUME:
• Press the + or – Volume buttons while the handset is in
its cradle.
Adjust the Handset, Speaker or Headset Volume:
• During the call press the + or – Volume buttons.

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