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.