Polycom VVX 500 series User manual

User Guide
VVX 500 Business Media Phone

VVX 500 Phone Hardware

Phone Keys and Hardware
Feature
Description
Speaker
Provides ringer and hands
-free (speakerphone) audio output.
Dialpad
Enables you to enter numbers, letters, and special characters. You can also use the
dialpad keys to select menu items that have index numbers.
Security Slot
The connector on the left side of your phone that enables you to attach a laptop
cable lock to your phone so you can secure it to a desktop.
Message Waiting Indicator
Flashes red to indicate new messages.
Home Key
Press from any screen to display Home view. From Home view, press to display
other phone views.
Color touchscreen display
The screen is touch
-sensitive. Tap to select and highlight screen items. To scroll,
touch the screen, and swipe your finger up, down, right, or left.
Headset key
Enables you to place and receive calls using the speakerphone. The key glows green
when activated.
Spekerphone key
Enables you to place and receive calls using the speakerphone. The key glows green
when activated.
Mute key
Mutes local audio during calls and conferences. The key glows red when activated.
Volume keys
Adjust the volume of the handset, headset, speaker, and phone’s ringer.
Microphone
Transmits sound to other phones.

Navigate Your Phone Interface
Phone Views
Your phone has four main views: Home, Calls, Active Call, and
Lines view (the default). To change views:
•For Home view, press .
•From Home view, press to display Lines view.
•Depending on the status of your phone the different views
will appear.

Home View
You can display Home view by pressing . Home View displays icons you can tap to
access phone functions. Touch and hold to display fewer icons, you can swipe the
screen to display more icons in this view. Touch and Hold to go back to display more
icons. Home view shows the following options:
•New Call—Tap New Call to display the Dialer. From the Dialer, you can enter a number or URL
and place a call. From the Dialer, you can quickly access the Directory, Recent Calls, and
Favorites.
•Messages—Tap Messages to access your voicemail messages.
•Directories—Tap Directories to view all the contacts in your local Contact Directory. From your
directory, you can add and search for contacts, as well as quickly access the Dialer, Recent Calls,
and Favorites.
•Forward—Tap Forward to call forward your extension number.

•DND—Tap DND to put your phone in a do not disturb status.
•Settings—Tap Settings to access features and settings to customize your phone.
•Applications—Tap Applications to access a menu of custom applications. See your administrator for
information about any specific applications listed in this menu.
From Home view, tap the phone line to display your phone lines and favorites (shown next). From this screen,
tap a phone line to open the Dialer, or tap a favorite to dial the favorite. To go back to the Home view icons, tap
Close.

Lines View and Active Call View
Lines view is your phone’s default display. Lines view displays all your
phone lines, your favorites, and soft keys.
If your phone is idle, you can:
•Tap a phone line to access the Dialer.
•Tap a favorite to call that contact.
If you have only one call in progress—and
it’s active (has audio)—you can access
Active Call view. This view displays the
name and number of the person you’re
talking with, and the duration of the call.
From Active Call view, you can manage the
call: hold, end, transfer, or set up a conference
call with the person you’re talking with and another party.

Calls View
You can access Calls view if your phone has multiple calls in progress, or you
have one held call. Scroll to see all your calls. If your phone has multiple
lines, calls display under the associated line.
Call color indicates status:
•Dark green Active call.
•Dark blue Incoming and held calls.
•Bright green Active call is highlighted.
•Bright blue Incoming or held call is highlighted.
Tap a call to highlight it. The soft keys apply to the highlighted call.
Active Call
Incoming Call
Held Call
Held Call

Understanding Phone Icons
and Status Indicators
The following icons and indicators may display on the screen to indicate phone, call, or buddy/contact status, or
to indicate that a feature is enabled. You can tap certain icons to access information or features.
On Description On Description
Registered line
Press to view more or fewer icons in
Home view.
Unregistered line
Status indicators in Lines view. A flashing
red bar indicates held calls. A green bar
indicates an active call.
Phone warning Tap to see more information
Placing a call Tap to edit
Active call using Polycom HD Voice Shared line
Held call Shared line with a held call
Incoming call (in Home view) Call forwarding (Always) enabled
Incoming call (in Lines view and the
Incoming Call window)
Tap to access Recent Calls
Active conference Tap to access your Message Center
USB flash drive attached Presence status (Available)
Placed call (in Recent Calls view) Presence status (Busy)
Missed call (in Recent Calls view) Presence status (Away)
Received call (in Recent Calls view) Presence status (Do Not Disturb)
Do Not Disturb enabled Presence status (Offline)
Backspace Presence status (No information)

Call-Handling Capabilities
Your phone can handle multiple calls at a time. However, only one active call—the call
that has audio associated with it—can be in progress at any given time. In addition to
the active call, your phone may have multiple other calls that are either held, or in an
incoming or ringing state.
You can place and answer calls in these ways:
•Using the handset
•Using the speakerphone
•Using a headset
During a call, you can alternate between handset, headset, or speakerphone modes by
picking up the handset, or pressing or . For example, if you are using the
handset, you switch to headset mode by pressing ,or switch to speakerphone mode
by pressing . When you’re in speakerphone mode, glows green. When you’re in
headset mode, glows green if an analog headset is connected, and blue if a USB
headset is connected.

Answering Calls
All incoming calls display in an Incoming Call window, as shown next.
To answer the call, pick up the handset, press or tap
Answer to use the speakerphone, or press . If you’re
already in handset, speakerphone, or headset mode, tap
Answer. If you don’t answer the call within 10 seconds,
the Incoming Call window disappears, and either Home
or Calls view displays (depending if your phone last
displayed Home or Lines view), as shown next.
To answer the call, pick up the handset, press , or press . Or, from Calls view, tap
Answer to use the speakerphone. If you want to use the handset or headset, pick up
the handset or press .

Answering Another Call
If you have a call and an incoming call arrives on the same or a different line, a call
waiting tone beeps, and the Incoming Call window displays, as shown next. To answer
the call, tap Answer.
If you don’t answer the call within 10 seconds, the
Incoming Call window disappears, and either Home or
Calls view displays (as shown). To answer the call from
Home view, tap , tap the incoming call to highlight
it if you’re in an active call, and tap Answer. To answer
the call from Calls view, tap the call to highlight it if
you’re in an active call, and tap Answer.

Managing Multiple Calls
You can easily manage multiple calls from Lines and Calls
view. Swipe the screen to switch between the two views.
Lines view shows you each line on your phone, and how
many calls each line has. In the following example, line
2091 has two calls (one active, one held), and line 2095
has one held call. A green bar indicates a line with an
active call. A flashing red bar indicates a line with one or
more held calls. Press and hold a phone line in Lines view to
display all the calls for only that line.
If you tap a phone line that doesn’t have an active call, the
most recent call on that line will become active. The current
call will be held. Swipe the screen to display Calls view. Calls
view displays all the calls for each phone line, as shown
next. All the calls for a phone line display under the
associated phone line. Scroll up or down to see all your lines
and calls.
To manage a call, tap a call to highlight it. Then, tap one of
the soft keys to hold, resume, end, or transfer the
highlighted call, or set up a conference with the
highlighted call.

Placing Calls
You can call using the handset, speakerphone, or headset. You can dial
the number first, and then choose the method, or choose the method
first, and then dial the number. You can place a call in the following
ways:
•Manually, from the Dialer
•Automatically, by tapping a favorite in Home or Lines view
•Automatically, by tapping a favorite in your Favorites list, tapping a
call in the Recent Calls list, or selecting a contact in your directory.
•Dial 9 plus the phone number for external calls or dial the 5-digit
York extension.

Calling from the Dialer
The Dialer displays a list of previously-placed calls. Tap one of the entries to
automatically enter it. Or, start entering a number. As you enter numbers, the Dialer
displays a list of similar numbers, as shown next. Tap a match to automatically enter it.
To display the Dialer, do one of the following:
From Home view, tap New Call.
From Lines or Calls view, tap New Call. This
method only works if you don’t have an active
call. If your phone is idle, start entering a
phone number. Pick up the handset, or press or .
In Lines view, tap a phone line that doesn’t have any calls.
When you access the Dialer, an active call is held. To call from the Dialer:
Pick up the handset, press , or press . From the Dialer, enter the number and tap .
or
From the Dialer, enter the number. Then, pick up the handset, press or tap , or
press .
or
If you’re already in handset, speakerphone, or headset mode, open the Dialer, enter the
number, and tap .

Placing Calls from Favorites,
Lists, and Directories
In addition to the Dialer, you can place calls from the Recent Calls list,
Favorites list, or your Directory. Or, you can quickly call a favorite from Home
or Lines view.
To call from the Recent Calls list:
1. Access your Recent Calls list by doing one of the following:
oFrom Home view, tap New Call. From the Dialer, tap Recent. If you
only have held calls, you can also tap New Call from Lines and Calls
view.
or
oFrom Lines, Calls, or Active Call view, tap .
2. From the Recent Calls list, tap the person you want to call.

To call from your Favorites list:
1. From Home view, tap New Call.
2. From the Dialer, tap Favorites.
3. From your Favorites list, tap the favorite you want to call.
Also:
From Home view: Tap the phone line, and tap the favorite you want to call.
From Lines view: Tap the favorite you want to call.
To call from your Directory:
1. Access your directory by doing the following:
oFrom Home view, tap Directories, tap Contact Directory.
or oFrom Home view, tap New Call, and tap Directory.
2. From your Directory, tap the contact you want to call.
3. From the contact’s information screen, tap the contact’s phone
number.

Redialing Numbers and
Ending Calls
To dial the last number you called, open the Dialer. The first number in the list is the
last call you placed.
To redial a number:
1. From Home view, tap New Call.
2. From the Dialer, tap the first number in the list. Or, instead of selecting the last
call you placed, scroll through the list and select another previously-placed call.
3. Place the call.
To quickly end an active call, replace the handset, or press or . Or from Active
Call, Lines, or Calls view, tap End Call. If you’re in Calls view, be sure to highlight the
call first.
Ending Held Calls:
•You can’t end a held call. From Calls view, tap the call to highlight it, tap Resume,
and then tap End Call.
•You can end only active calls, not held calls, from Lines view.

Using Headsets
You can connect an analog and/or USB headset to your
phone. If an analog headset is connected, glows green. If
a USB headset is connected, glows blue. If both an analog
and USB headset are connected, the USB headset will be
used. If two USB headsets are connected, the headset you
connected first will be used.
If you use a headset, you can set up your phone so that all
calls use your headset. If you use a headset that supports
electronic hook-switch (EHS), you can press the hook-switch
button to place, answer, and end calls. In addition, you may
be able to mute calls and control volume from your
headset.

Responding to Incoming Calls
While your phone rings, you can do the following:
•Temporarily ignore the call before answering it.
•Reject the call so you can’t answer it.
•Forward the call to another party.
Ignoring Incoming Calls
Ignore or silence a call to do the following:
•Remove the Incoming Call window and display either Home or Calls view. Even though
the call is ignored, Home, Lines, and Calls view will still display the incoming call
notification.
•Stop your phone from ringing.
When you ignore or silence a call, you can still answer the call.
To ignore or silence a call:
•From the Incoming Call window, tap 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.