Polycom VVX 500 User manual

Q U I C K R E F E R E N C E
G U I DE
Cloud
Communications
Quick Guide for
Polycom VVX 500
Business Media Phone

2
Contents
Polycom VVX 500 Business Media Phone Button Diagram
Polycom VVX 500 Telephone Feature Overview
Features
3
4
4
Polycom VVX 500
Reading the Display 4
How to Use your Polycom VVX 500 5
General Help 5
Answering the Phone 5
To Put a Call on Hold 5
Video Calls 6
Conference Call (Three-Way Calling) 6
Voicemail 6
Transfer a Call 7
Call Park 8
Park Pickup 8
Phone Top Features 9
Adjusting the Volume on the Phone 9
Changing the Ring Type 9
Additional Softkeys 9
Dialpad 9
Recent 9
Directory 9
Favorites 10
Missed Calls Clearing Alert 10
Phone Reboot 10

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Polycom VVX 500 Button Diagram
1. Reversible tab (for wallmount installation)
2.
Speaker
3.
Dialpad
4. Security slot (on side)
5. Microphone
6. Volume keys
7. Mute key
8. Speakerphone key
9. Headset key
10.
Touchscreen
11. Home key
12. Message Waiting Indicator
13.
USB port
Polycom VVX 500

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Features
•Improve knowledge-worker productivity and gain access to business information at a glance.
•Reduce training time through superior calling features in a sleek design and simple-to-use phone.
•Reduce costs through simple deployment and easy administration, upgrades and maintenance.
•Provides expandability and investment protection with USB ports for optional accessories and hardware
upgrades.
•Offers easy integration with PDC Polycom Desktop Connector.
•Expandable to Video capability with the optional Polycom VVX Camera.
Reading the Display
Looking at your phone your extension appears at the top right of the display. Also on the display is an icon of a
phone with a checkmark. This phone icon will change depending on the status of the phone.
Status
Display Indications
Idle and ready
Phone icon with a check mark, extension box is blue
Incoming call
Extension box is green
Making an outgoing call, not yet connected
Arrow pointing right, extension box is green
Call Active (HD)
1 HD
Call Active (not HD)
1 Play/Triangle
Call on hold
Extension box is green with red blinking on the right side, 1
pause
New Voicemail
Envelope voice mail, left icon with envelope and number of new
messages
Missed call alert
Left icon with arrow down, phone and x with number of missed
calls
Call forwarding enabled
Arrow like a V, near the extension, box is blue
Three way call
Three person icon, extension is green
Mute enabled
Red mic with X above extension icon
Do Not Disturb enabled
Near extension, DND box is blue
Unregistered Phone
Phone with an X, extension box is blue
Polycom VVX 500 Telephone Feature Overview
A performance business media phone with the world’s best high definition audio and
business application
integration, the Polycom® VVX® phone delivers best
-in-class desktop productivity and unified communications (UC)
for the knowledge worker and busy professional.
Polycom VVX 500

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Answering the Phone
To Answer a call:
•Pick up the handset.
•
If you have a headset, press the headset button.
•If you prefer speakerphone, press the screen in the middle to answer the call or press the speaker button.
To Answer a second call:
•While on a call, a second call is seen on the screen and you hear one call waiting beep. Press the center of the
screen to answer.
or
•If the call has minimized, Press on the screen (bottom left) to highlight that incoming call
•Then press the softkey labeled answer
•This will put the first call on hold automatically.
To go back to the first call
•Press on the screen (bottom left) to highlight that call,
•Then press the softkey labeled RESUME
To put a call on Speaker Phone:
• Press SP Phone
To mute a call, press the mute button
•The display will show a microphone with an X through it and the indicator light will turn red.
To put a Call on Hold
•Press the soft key on your screen that is labeled HOLD that you see when you are on a call.
How to Use your Polycom VVX 500
General Help
This is a touch screen and takes a little getting used to. If you find
yourself on an odd screen, press the Red
handset to hang up. Press the Home button once or twice to restore your screen.
Polycom VVX 500

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To Pick up from hold, do not pick up the handset
• Press RESUME
•Use Speakerphone or pick up the handset
Video Calls
If you call a video enabled phone or video bridge you will automatically begin sending video. The top right icon will
be a video image or a video camera with a slash line indicating no video (VVX camera shutter is closed)
•Be sure your privacy shutter is open or closed based on your preference.
•Use Speakerphone, headset, or pick up the handset for the voice call.
If you call a voice only phone then no video will be sent. The top left icon will simply show your image and in the
upper right center screen image will be displayed a camera with a slash line indicating no camera.
Conference Call (Three-Way Calling)
To Make a 3-Way Call
•Dial the first Number or receive first call
•Press the soft key labeled Conference
•The 1st call is automatically put on hold. You get a dial tone
•Dial the second number
•
Press the soft key labeled SEND
•Once the second caller has answered, Press the soft key labeled Conference
Everyone is together on a Three Way audio Call. Your display will show both calls.
•You have the option to press Far Mute each line
•If you are on a video call, you can choose one call at a time to send and receive video
•Simply press the call to the right
•Press the soft key labeled Select Video
To separate a 3-Way Call
• Press a call on the screen
•Press the soft key labeled Remove
Voicemail
Ask your system administrator to be sure the voicemail is enabled, to get the voice mail portal # and default
password.
For more information, see masergy.com Support page for more information. The first time you call your voicemail,
you need to set up a new passcode and record your spoken name.
Simply follow the prompts.
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From your Masergy phone
•Press MSG (Top Right)
•
Enter your passcode and press #.
From any phone
•Dial your extension or DID# and wait for the voice mail to pick up.
•
Enter your passcode and press #.
or
•Dial the voice mail portal telephone number.
•Enter your extension.
•
Enter your passcode plus #.
From someone else’s Masergy phone
•Dial the voice portal telephone number, press *.
•Dial your extension, then your passcode and then #.
Note: To clear the message waiting indicator
•
Press *99.
•
Press Dial.
Transfer a Call
With the new Polycom firmware 5.5 for the
VVX Series telephones, call transferring can now be set up with either Blind or Consultative transfer capabilities.
The default setting is a Consultative transfer type.
Each user can change their default Transfer setting:
1. From Home screen select Settings
2.
Select 1 Basic
3.
Select 1 Preferences
4. Scroll down to Default Transfer Type and select it. (varies on each VVX Series set)
5. You will see two choices
a. 1 Consultative (Initially set as default)
b.
2 Blind
Note: Please choose what you would like your default setting to be.
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When you need to transfer a call, if you hold the soft key labeled Transfer down for a few seconds, a window will be
displayed, allowing you to choose between Consultative and Blind for each call. If you simply touch Transfer soft key
then your default setting would be automatically used.
Blind versus Consultative Transfer
Polycom VVX 500
Blind transfer – will simply forward the Calling ID of the transferred party to the extension entered.
Consultative transfer – or warm transfer allows the transferred call to be introduced to the extension and the
person doing the transfer Caller ID is displayed. If the call goes to voice mail, then you have the option to cancel the
transfer by hitting the soft key labeled transfer. Or hitting Transfer soft key again will transfer the call to the desired
extension.
Call Park
Call Park is a “non-exclusive Hold” It puts a call on hold that can be picked up anywhere at the company. A call can
be parked by anyone at any extension and then the call picked up from any extension. Once a call has been parked
your phone is free for other calls.
You should have IM or overhead paging to utilize Call Park most efficiently. Only one call can be parked at an
extension. If the parked call has not been picked up after 50 seconds, the call will ring back to the phone where the
call was answered and parked from. This 50 second timer is customizable.
Call Park
•While on the call you want to park
•Press the soft key labeled More
•Press the soft key labeled PARK
•Dial the extension
•Press the soft key labeled Enter
•Page the person on overhead paging to let them know there is call parked at their extension
Park Pickup
•Press the soft key labeled ParkPck.
•Enter the extension (where the call was parked to).
•Press the soft key labeled Enter.

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Phone Top Features
•Press the soft key labeled ParkPck
•Enter your extension (where the call was parked to)
•Press the soft key labeled Enter
Adjusting the Volume on the phone
Note: These buttons are located at the bottom of the phone.
•While the phone is idle the volume keys adjust the ringer.
•While on the handset, headset or speakerphone the volume
keys adjust the volume.
Changing the Ring Type
To change the ring type
•Press the home hard key, shaped like a house.
•
Press Settings.
•
Press 1 for Basic or press Basic on the screen.
•
Press 5 for Ring Type.
•Use the screen scroll to each Ring Type.
•Tap the ring type.
•Press the soft key labeled Play, the one you listen to last is one you’ll use.
Additional Softkeys
There is an additional set of softkeys. There are several ways to access these options. We’ll show you short cuts to
each, but as soon as you see one, the others are right there.
The soft keys change to Dialpad, Directory, Recent, Favorites
Dialpad
When you start dialing a phone number, you get to this menu. From here to can dial a number, the phone has a
memory of calls you’ve been dialing. To reset what you are working on, press the Red handset to hang up.
Recent
•To review Missed Calls and other recent calls, press the clock at the top left.
•Click the up/down arrow to view/change sorting options. (Click the X to return)
•Click The funnel to view/change all calls, missed, received or placed calls.(Click the X to return)
•Click the trash to clear lists. (Click the X to return)
Polycom VVX 500

Directory
This is a view of the numbers saved into the phone using the Polycom phone services with your personal phone list,
group custom directory, and/or group common phone list.
You can easily arrive here by tapping home, then Directories. For quick results, tap search to find a specific name or
number.
Favorites
You can save numbers in the directory and they will appear on you home screen.
•To add favorites. Find the entry or create the entry under Directory. Under Favorite Index enter a number. Starting
with 1 to see them on the display of the phone. Tap Save.
To remove them again, find them in the directory, edit (pencil) scroll to favorite index and delete the number. Tap
Save.
Missed Calls Clearing Alert
To clear the number and scrolling of the time, you must review your missed calls. The easiest way is to tap the clock
with number of missed calls. Notice the Recent tab has a number. When that number disappears your missed calls
alert will also be gone.
•
Missed calls have an x in a red circle
•Received calls have a downward/left arrow in a green circle
•Placed calls have an upward/right arrow in a blue circle
In the event you are not viewing missed or all calls
•Click the funnel to select all or missed
•Click the X to return
•The alerts are now cleared for certain
Phone Reboot
Periodically, the phone may require a user reboot. Reasons for this include accepting a new configuration or new
software upgrade.
There are two ways to reboot the phone:
•Unplug the power supply, wait two seconds and then plug in the power supply.
or
•
Press Home.
•
Press Settings.
www.masergy.com US +1 (866) MASERGY (627-3749)
EMEA [phone]
© Masergy Communications, Inc.
Polycom VVX 500