Polycom VVX 400 User manual

Eective July 10, 2019.
wowforbusiness.com
Polycom
VVX 400 Series
Phone User Guide

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Polycom VVX 400 Series Table of Contents
Placing a Call .................................................................................................... 2
Ending a Call..................................................................................................... 3
Local Directory ............................................................................................... 3
Hold and Resume ........................................................................................... 4
Answering an Incoming Call ....................................................................... 4
Adjusting Volume............................................................................................ 4
Do Not Disturb (DND) .................................................................................... 5
Blind (Unattended) Transfer........................................................................ 5
Warm (Attended) Transfer........................................................................... 6
3 Way Conferencing....................................................................................... 7
Split a 3 Way Conference Call .................................................................... 7
Call Waiting ....................................................................................................... 8
Accessing Voicemail ...................................................................................... 9
Intercom............................................................................................................. 9
Call List............................................................................................................... 10
Enhanced Call Park........................................................................................ 10
USB Call Recording ........................................................................................ 11
USB Background Images............................................................................. 13

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Polycom VVX 400 Series
Basic Phone Functions
1. Pick up the handset and dial the number
on the keypad.
Placing a Call
2. Use the headset or speakerphone
buttons.
3. Scroll down the list of recently called
numbers using the up/down arrows, and
press the Dial soft key.
4. Making a call from the home screen –
Press the Home hard button. You will
see the display as shown above.
5. Press the center button (Select) on the
navigation dial and use the directional
arrows to highlight the directory you want.
Press the Select button again to select
that option.

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Polycom VVX 400 Series
Basic Phone Functions continued
End the call by putting the hand set in its cradle or by pressing the End Call soft key.
1. From the home screen, select the
“Home” key.
Ending a Call
Local Directory
2. Now select the “Directory” menu.
NOTE: You will need to navigate
via the d-pad on the right of the
phone.
3. Now select “Contact Directory”.
NOTE: You can navigate via the
d-pad or use the number pad to
select.
4. From within the “Contact
Directory” search for your entry
and select it by pressing the
d-pad or by selecting “dial” key.
5. Now with the entry on your screen
you will need to press the “dial”
key to start your call.

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Polycom VVX 400 Series
Basic Phone Functions continued
1. With an active call on your phone you will see a green
light on your line key and also the caller information
in the center of the screen. To place this call on “Hold”
press the “Hold” key.
When you see that there is an incoming call, you have multiple options for answering the call.
Adjust the ringer volume, speaker volume and handset volume in the following ways:
• Ringer volume – adjust volume up or down when the phone is on hook
• Speaker volume – adjust volume after speaker button has been activated
• Handset volume – adjust volume with the handset o hook
2. Now with your active call on “hold” you will notice
that your line key light is now red and your center
screen should also show the call on Hold. To take the
caller from “Hold” press the “Resume” key.
1. Lift up the handset.
2. Press the Answer soft key.
You also have the option to:
A. Reject a call, which will send the
caller to your voicemail
B. Forward the call to another
person.
Hold and Resume
Answering an Incoming Call
Adjusting Volume
3. Press the Headset button. 4. Press the Speaker Phone button.
Volume control
–Softer, +Louder
To mute your phone (whether on
the handset, speakerphone or
headset) press the Mute button.
Volume guide: More bars equal
louder volume.

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Polycom VVX 400 Series
Basic Phone Functions continued
Press the DND soft key.
1. When on a live call that needs to
be transferred, press the Transfer
soft key.
A blind transfer allows you to transfer a call from your phone to someone else without checking to see if that
person is available to answer.
Do Not Disturb (DND)
Blind (Unattended) Transfer
Once you have enabled DND on that line, you will see an ICON at the top
right of the screen.
NOTE: When DND is enabled any caller will be given a recording “we’re
sorry the person you are calling is currently not accepting calls.“And
then the caller will be disconnected.
Once the transfer takes place, your
screen will return to the on-hook
mode, ready for the next call.
To remove DND from the line, press
the DND all soft key a 2nd time.
2. In the Blind Transfer screen, type
in the extension, or the full 10
digit number and then select the
“Send” soft key or wait 5 seconds
and the phone will automatically
“send/dial” the number entered.
3. If the “transfer to” party does not answer, the user can
select Cancel to get the call back to them.

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Polycom VVX 400 Series
Basic Phone Functions continued
1. When on a live call that needs to
be transferred, press and hold the
Transfer soft key.
Allows you to confirm that the person you want the call to transfer to is available and willing to take the call.
2. Now select the “Consultative”
from the transfer selection
Warm (Attended) Transfer
3. Now enter the extension, or full 10
digit number or use the directory of
the person you are transferring the
call to.
4. Once the person is confirmed
available to take the call, then press
the Transfer soft key to complete
the transfer.
5. If the “transfer to” party does not
answer or is unwilling to take the
call, the user can select Cancel to
get the call back to them.

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Polycom VVX 400 Series
Basic Phone Functions continued
1. When on a call: press the More
soft key.
2. Press the Confrnc soft key.
3 Way Conferencing
3. Type in the extension, or full 10
digit number or scroll down to the
# of the person you are adding to
the call and press the Send key to
connect.
4. To get all callers in the conference,
press the Confrnc key a 2nd time.
5. The screen will show you have an
active conference.
2. Both lines are now on hold.
Choose which line you want to talk
to by highlighting the number on
the screen. Press the Resume soft
key to talk.
The other line will be on hold until the
caller hangs up or you highlight that
number and bring them back as a
single caller.
Once you have a single caller back you
have the usual Soft Key options for
that line.
Split a 3 Way Conference Call
You can “split” the call to end the conference which allows you to talk to each line separately.
1. Press the Split soft key.

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Polycom VVX 400 Series
Basic Phone Functions continued
Answer the new call by pressing the
Answer soft key which places your
first call on hold.
You can then place the new caller on
Hold, if desired, by pressing the Hold
soft key.
Return to the original call by scrolling
to that # on the list and pressing the
Resume soft key.
Call Waiting
When you are on a call and a second call comes in that you need to answer, let your current caller know that you
will be putting them on hold.
When done with the 1st call press the
End Call soft key.
The 2nd caller’s number now remains
on the screen. Press the Resume soft
key to reconnect to that caller.
When ending this call, wait for the
caller to hang up or press the End Call
soft key.

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Polycom VVX 400 Series
Basic Phone Functions continued
1. Press the Messaging hard key on
the phone.
2. Select Message Center.
Accessing Voicemail
Intercom
Allows you to call a person in your account using their speaker phone.
1. After pressing the home button,
scroll to the Intercom icon using
the directional arrows pad.
2. Choose the number you wish to
connect to or enter it on the key
pad and press the Send soft key.
3. There will be a quick beep. You
can then speak to the person and
they will hear you on their speaker
phone.
3. Press the Connect soft key.
4. You will be connected to the
messaging center.
While in the voicemail system you will be led through several prompts
including the following options:
• Record name, Press #to save
• Record personal greeting - press 1
– System generated name - press 2
– System generated name and phone # - press 3
– System generated no name - press 4
• Send message - press 2
• Go to greetings - press 3
• Settings - press 4
• Get deleted messages - press 6
• Leave voicemail - press 7
• Helpful hints - press “0”
• Exit - press *
For detailed instructions on using Voicemail go to
https://www.wowforbusiness.com/support/product-guides and select
Voicemail instructions.

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Polycom VVX 400 Series
Basic Phone Functions continued
1. Press the “Call List” Key. 2. Select the desired option.
While in the “Call List’ you will have multiple choices including the options:
• Dial – once a entry is selected pressing the key will dial the number
• Info – will provide additional information on the entry
• Type – shows entries in 3 categories
– Missed Calls, Received Calls, Placed Calls
• More –
– Clear – this will clear all “call list” entries
– Sort – can sort all entries by Acceding, Descending
Call List
Enhanced Call Park
First identify what orbit & where
your Call Park key has been set. (See
example below).
While connected to a call, to place
the call on Park press the “Park” soft
key.
Note: when the Park orbit available
the key will not display any light and
the user icon will be displayed.
With the call on “Park” each phone
subscribed to the same Park orbit
will then be updated with a o hook
icon & the key will also have a
flashing green light.
To retrieve the Parked call simply
select the Park soft key to return the
caller to the desired phone.

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Polycom VVX 400 Series
Basic Phone Functions continued
USB Call Recording (VVX 401, VVX 411 only)
Note: USB flash drives with 32GB < and less are compatible with the Polycom Phone.
(This is due to the FAT32 partition format requirement)
• Recordings are saved in the .wav file extension
• Recordings Bit rate is 256 kbps
• Recordings file size is 1.8MB per min
• USB memory sticks MUST be formatted FAT32 (see below for formatting instructions)
How to format a USB memory stick to FAT32
• Navigate to the USB Drive in Windows
(via My Computer)
– Right click and select “Format”
• Confirm File system is “FAT32”
• Click “Start”

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Polycom VVX 400 Series
Basic Phone Functions continued
USB Call Recording (VVX 401, VVX 411 only)
Install the USB memory stick in USB
port on the rear of the phone.
Once the call is answered select the “More” soft key” then the “Record” soft key option is displayed.
Note: USB flash drives with
32GB < and less are compatible
with the Polycom Phone. (This is
due to the FAT32 partition format
requirement)
Once the USB stick has been
detected you will see a USB ICON
on your phone, which also scrolls
showing how much storage is left.
You can also view the storage by
navigating to HOME-SETTINGS-
FEATURES-STORAGE MEDIA
PROPERTIES (as seen below)
Press Start to begin the recording. During the recording a Stop or Pause
Soft key is being displayed.
Note: If Paused the recording can
be Resumed.
Use of Call Recording is subject to your compliance with applicable law and the WOW! Business Customer Agreement General Terms and
Conditions located at wowforbusiness.com.
To activate call recording login to your Business Comm Portal, click on Settings, select “Device Settings,” change
“Local USB Call Recording” from “No” to “Yes.”

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Polycom VVX 400 Series
Basic Phone Functions continued
USB Background images (VVX 401, VVX 411 only)
Note: USB flash drives with 32GB < and less are compatible with the Polycom Phone.
(This is due to the FAT32 partition format requirement). See page 11 on how to format USB stick.
Phone Model Optimal background image size (in pixels)
VVX401, 411 320 x 240 pixels
• Compatible file extensions JPEG, BMP, PNG
• Images larger than the listed optimal size will be cropped to fit the background display. (If you want to use an image larger
than 600 KB, you need to use the Picture Frame method)
• Images smaller than the listed optimal size will be centered and surrounded by black space
• It is recommended to use resize your image to the correct pixel size so they appear correct on the screen
You can use any image you want, such as a logo, but if you
would like to resize your image (using Windows) see the
steps below.
• Click “resize” within MS Paint
• Uncheck “Maintain aspect ratio”
• Under Resize select “Pixels”
• Resize the image to “320x240”
Once edited save your file to your USB stick.
Install the USB memory stick in USB
port on the rear of the phone.
To locate the “Background image” select
Home-Settings-Basic-Preferences-Background

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Polycom VVX 400 Series
Basic Phone Functions continued
USB Background images (VVX 401, VVX 411 only)
USB Background images (Picture Frame)
© 2016 Polycom, Inc. All rights reserved. All Polycom® names and marks associated with Polycom products are trademarks or service marks of Polycom, Inc. and
are registered or common law marks in the United States and other countries. All other trademarks are property of their respective owners. No portion hereof
may be reproduced or transmitted in any form or by any means, for any purpose other than the recipient’s personal use, without the express written permission
of Polycom.
From the “Background” menu you can select the “Local File” from the USB stick. If you want to remove the new
“Background” image simply select “Default”.
To locate the “Background image” select
Home-Settings-Features-Removable Storage Media-Picture Frame
This view will provide a
“Picture Gallery” to view
from.
These buttons “Play/
Pause” a slideshow of
images from the USB stick.
This closes the “Picture
Frame” menu.
This option sets the
current image as the
“Background” image.