Polycom VVX 501 Series User manual

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Polycom VVX 501 & VVX 601
Long Format Guide
The Long Format Guide has detailed information on the most popular features. There are also
videos and quick tips available at impulse.net/begin.
Table of Contents
Phone Layout........................................................................................................................................... 2
Reading the Guide................................................................................................................................... 2
Compare the VVX Media Phone Models................................................................................................. 3
Onscreen Navigation ............................................................................................................................... 4
SAVING NUMBERS FROM RECENT CALLS AS FAVORITES........................................................................ 6
How to Use Your ClearStar Phone........................................................................................................... 7
Placing a Call............................................................................................................................................ 7
Answering the Phone .............................................................................................................................. 7
Call Hold................................................................................................................................................... 8
Voicemail................................................................................................................................................. 8
Call Transfer............................................................................................................................................. 9
Three-Way Calling/Conference Call ...................................................................................................... 11
Call Forward........................................................................................................................................... 13
Call Park................................................................................................................................................. 15
Adjusting the Volume on the Phone ..................................................................................................... 17
Changing the Ring Type......................................................................................................................... 17
Missed Calls - Clearing Alert.................................................................................................................. 17
Clean Screen.......................................................................................................................................... 18
Phone Reboot........................................................................................................................................ 18
Video Calling.......................................................................................................................................... 19
[5.4.3] 09-06-17

2
Phone Layout
Reading the Guide
The guide is dense with instruction. We’ve tried to make it clear for you. Here’s a hint. We will
refer to three kinds of buttons:
Onscreen Buttons & Icons: You will touch the screen to engage these buttons.
Onscreen buttons are in Bold and labeled Onscreen Buttons or Icons.
Softkeys: are context sensitive and lined up along the bottom of the display. Softkeys
will be italicized and labeled softkeys.
Pre-programmed buttons: are hard keys on the phone, like speakerphone. We will
refer to these simply as buttons.
Keypad: These are the numbers 1-9 plus * 0 #.
In the instructions, we are direct in whether you should tap an onscreen button or press a
hard key.
Messages & Recent
(
Onscreen Buttons
)
Your Extension
Softkeys
(Along bottom
of display)
Volume
Buttons
Home Button
Headset Button
Speakerphone Button
Mute Button
Message
Waiting Light
Speakerphone Microphone
Speakerphone/Microphone

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Compare the VVX Media Phone Models
The first onscreen button is programmed to be your extension. The other onscreen buttons
can be used for speed dials, including park and important numbers, or Busy Lamp Field. Every
phone has a headset jack and remote answering capabilities for wireless headsets. Answering
away from your desk on a wireless headset can be essential in a busy office environment. All
phones feature Polycom HD Voice Technology with more than twice the clarity of ordinary
phone calls, full-duplex speakerphone, message-waiting light, redial, call history, and mute.
All phones are powered via an Ethernet connection, although an optional power supply may
be purchased in the event a Power-over-Ethernet network switch is unavailable.
VVX 301: Six Onscreen Buttons, B&W Screen, Four Softkeys, Two-port 10/100 Megabit
Ethernet switch.
VVX 311: Six Onscreen Buttons, B&W Screen, Four Softkeys, Two-port Gigabit Ethernet
switch.
VVX 401: Twelve Onscreen Buttons, Color Screen, Four Softkeys, Two-port 10/100 Megabit
Ethernet switch. USB for headset and call recording.
VVX 411: Twelve Onscreen Buttons, Color Screen, Four Softkeys, Two-port Gigabit Ethernet
switch. USB for headset and call recording.
VVX 501: Twelve Onscreen Buttons, Color Touch Screen, Five Softkeys, Two-port Gigabit
Ethernet switch, available video calling, USB for headset and call recording.
VVX 601: Sixteen Onscreen Buttons, Color Touch Screen, Five Softkeys, Two-port Gigabit
Ethernet switch, available video calling, USB for headset and call recording.
Polycom Camera: Compatible with VVX 500 & VVX 600.

4
Onscreen Navigation
There are several ways to access these options and we’ll show you short cuts to each.
If you tap the Clock icon at the top left, the softkeys change to:
Dialpad
Directory
Recent
Favorites
Dialpad
The dialpad menu will appear when you start dialing a phone number or lift the handset.
From here you can dial a number.
As you begin entering digits, the phone will display a scrollable list of recently dialed calls
in the same way a browser would auto complete a URL. You may tap one of those phone
numbers instead of entering digits.
If you mistype a digit, simply tap the onscreen button labeled “X” to backspace.
Tap the Green Handset onscreen button to call the dialed number.
Tap the Red Handset onscreen button to cancel your entry and return to the Main Menu.
Recent
To review missed, received, and placed calls, tap the Clock icon at the top left of the Main
Menu (or the Recent softkey when in the Dialpad menu).
Tap the onscreen Squiggly Arrow icon at the top right to view/change sorting options.
(Tap the onscreen Xto return.)
Tap the onscreen Funnel icon to filter the type of recent calls you wish to view. (Tap the
onscreen Xto return.)
Tap the onscreen Trash icon to clear lists. (Tap the onscreen Xto return.)

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Directory
There are two separate directories the phone can access. The first directory is the phone’s
native directory labeled Contact Directory. You can save numbers yourself by directly
entering them or saving them from Recent calls. See below for details. The second directory is
the ClearStar Directory. This can be searched in real time.
The Directory softkey will get you to the menu, or
Press the Home button to the right of the display
Tap the Phone Book icon labeled Directories
To view your personal directory entries,
Tap 1 Contact Directory or
For quick results, tap Search to find a specific name or number Tap the number, then
tap it again to dial
To get to a live searchable system directory
Press the Home button to the right of the display
Tap the Phone Book icon labeled Directories
Tap “3 ClearStar Directory”
Type the name using the keypad or tap the Show Keyboard icon and type the name
Tap Submit
Tap the name, then tap the number to dial

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Favorites
Favorites are useful if you have a small group of numbers you call regularly. You can save a
phone number or a Feature Access Code to the phone and add it to a Favorites list.
SAVING NUMBERS FROM RECENT CALLS AS FAVORITES
Tap the Clock icon
Scroll to the number you want to save
Tap the “i” (to the right of the number)
Tap Save
Tap Add to Favorites
Tap Yes
SAVING NUMBERS FROM DIRECTORIES TO FAVORITES
Tap the Clock icon
Tap the Directory softkey
Tap the onscreen “+” icon (Plus Sign) at the top right
Enter the first and last names using either the keypad or on-screen keyboard
Enter the phone number (or feature access code) under “Contact”
Enter a number into the Favorite Index (If this is your first one, enter 1)
Tap the Save softkey
CALLING FAVORITES
If you have room on your screen’s desktop, you’ll see your Favorites. Tap the desired
contact to dial
Or
Tap the onscreen Clock icon
Tap the Favorites softkey
Tap the name to call

7
How to Use Your ClearStar Phone
The phone has a touch screen and takes a little getting used to. If you find yourself at an odd
screen, tap the Red Handset icon to hang up and/or press the Home button once or twice to
return to the main menu.
Placing a Call
Lift the handset, dial a phone number or extension, press Pound (#) to send the digits
immediately or simply wait.
OR
While the phone is idle, dial a phone number or extension. Lift the handset or push the
Speakerphone button to place the call.
Answering the Phone
When you are receiving a call, the phone will ring and the display will identify the incoming
caller by name and number when available. To answer:
Pick up the handset or
Press the Speakerphone button or
Press the Headset button or
Tap the Answer softkey
To mute a call, press the Mute button. The Mute button will turn red and the display will
show a small microphone with a slash through it at the top right of the screen.

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TO ANSWER A SECOND CALL/CALL WAITING
A second incoming call will be indicated by both an audible beep and an onscreen display of
Incoming Call. To answer the second call:
Let your first caller know you want to pick up another call, then
Tap the Answer onscreen button or Answer softkey
The active call will be displayed on the screen above the held call.
To resume the original call, tap the held call, and then tap the Resume softkey
Tap the End Call softkey on an active call to disconnect that call
Your second call will remain on hold and you must tap the Resume softkey to return to
it
Call Hold
To put an active call on hold, tap the Hold softkey.
To pick up the call from hold, tap the Resume softkey, then pick up the handset.
Voicemail
The first time you call your voicemail, you will need to set up a new passcode and record your
name (not a greeting, just your name). Simply follow the prompts. You should have received a
Welcome Letter with your temporary passcode. Ask your administrator for the voicemail
portal phone number to check messages from home.
FROM YOUR VOIP PHONE
Tap the Envelope icon (top left of screen) 
Enter your passcode and press Pound (#)
FROM ANY PHONE
Dial your extension or personal direct telephone number and wait for the voicemail to
pick up
Press Star (*)
Enter your passcode and press Pound (#)

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OR
Dial the voicemail portal telephone number
Enter your extension
Enter your passcode and press Pound (#)
TO CHECK A GENERAL VOICEMAIL BOX
Tap the Envelope icon (top left)
Press Star (*)
Dial the general voicemail box extension, then the passcode followed by Pound (#)
Note: To clear the Message Waiting indicator
While the phone is idle, dial *99
Press the Speakerphone button
Listen for “Voice Message Waiting Indicator has been cleared”
The call will automatically disconnect
Call Transfer
Call Transfer is used to move an active call to another phone or into voicemail. There are
three types of Call Transfer:
Consulted/Regular Transfer
Blind Transfer
Direct Transfer to Voicemail
You decide which one is best for the business scenario at hand. The default transfer type is
consulted.

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CONSULTED TRANSFER
This will allow you to let the person receiving the call know who is on the line before
completing the transfer. YOUR Caller ID information will be presented to the receiving party.
While on a call, tap the Transfer softkey
Dial extension (or phone number) you want to send the held call to
Remain on the line until the person answers
Announce the name of the person who would like to be transferred
If accepted, tap the Transfer softkey to complete transfer
You may hang up the handset at this time
If the call is not accepted, tap the Cancel softkey to talk to the caller and ask if they
wish to be transferred directly into voicemail
BLIND TRANSFER
This will allow you to send a call directly without any introduction. If unanswered, the call will
go into voicemail (or forward if that is programmed). This transfer will pass through the Caller
ID information of the caller (NOT yours).
While on a call, press and hold the Transfer softkey
Tap Blind to check the box
Dial the extension
Press Pound (#) to send the digits immediately
You may now hang up the handset
DIRECT TRANSFER TO VOICE MAIL
If a coworker is out of the office or does not want to be interrupted, you may send a call
directly into voicemail. The receiving extension will not ring and will not show a missed call. If
the caller leaves a message, the message will be delivered in the usual way.
While on a call, tap the Transfer softkey
Dial *55
Dial the extension number
Press Pound (#)
You may now hang up the handset

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CHANGING TRANSFER DEFAULT
If you do many more blind transfers than consulted transfers, you can change the default
transfer type to blind.
Press the Home button
Tap Settings (the Gear icon)
Press 1 on keypad or tap onscreen Basic
Press 1 on keypad, or scroll to and select onscreen Preferences
Press 12 on keypad, or scroll to and select onscreen Default Transfer Type
Tap onscreen Blind to check the box
Press Home button twice to exit menus
Now you can swap the above instructions for blind and consulted transfer
Three-Way Calling/Conference Call
This is a standard function that allows you to talk to two parties at the same time. If your
account is configured as an Executive User, you may speak to up to five parties at once.
While on an active call, let Caller A know you’ll be right back with Caller B
Tap the Confrnc softkey (this puts Caller A on hold)
Dial Caller B’s number, press Pound (#) to send the digits immediately
After Caller B answers, let him know you will be conferencing in Caller A
Tap the Confrnc softkey
Now everyone is together
Your display will show Conference
When you finish speaking with everyone, tap the End Call softkey to be certain everyone is
disconnected.
You can also join an incoming call with an active call
While on a call with Caller A, you get a call from Caller B
To include Caller B, let A know you'll be right back with B
Press Answer softkey (This puts A on hold and answers B)
Press More softkey then Join softkey
Now everyone is together
Your display will show Conference

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When you finish speaking with everyone, tap the End Call softkey to be certain everyone is
disconnected.
SIX-WAY CALLING
If you have the executive seat, you have six-way calling. To create a six-way call:
Place your first call
Press Conference
Place your second call
Once answered, press Conference
Press Hold
Press New Call
Dial third call
When answered, press Join
Press Hold
Press New Call
Place fourth call
When answered, press Join
Press Hold
Press New Call
Dial fifth call
When answered, press Join
When you are finished with the call and would like to disconnect everyone, press End Call.

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Call Forward
If you will be out of the office, you may send your calls to another extension or a number
outside of the office system, including your mobile number. Any new voicemail messages will
be left on the forwarding destination voicemail, not your office line. There are three types of
Call Forward:
Call Forward Always —Forwards all calls immediately
Call Forward No Answer —Forwards all calls after ringing the desk phone
If you have multiple phones programmed with your extension, you will not have a Forward
softkey. You will need to use Feature Access Codes (see below under Multi-Phone Users).
CALL FORWARD FOR SINGLE PHONE USERS
To Enable/Disable Call Forwarding
Tap the Forward softkey to view this menu:
1. Call Forward “Always”
2. Call Forward “No Answer”
3. Call Forward “Busy”
Tap one of the options
Enter the Call Forward destination
Tap the Enable or Disable softkey
There will be a Forward message displayed near the clock at the top right
CALL FORWARDING FOR MULTI-PHONE USERS
Call Forward Always
To enable
While the phone is idle, dial *72
Enter the number you want to forward to
Press the Speakerphone button
Listen for the prompt, “Call Forwarding Always Service has been activated
successfully. Thank you.”
The call will automatically disconnect

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To disable
While the phone is idle, dial *73
Press the Speakerphone button
Listen for the prompt, “Call Forwarding Always Service has been deactivated
successfully. Thank you.”
The call will automatically disconnect
To confirm the Call Forward Always setting
While the phone is idle, dial *21*
Press the Speakerphone button
Listen for the information.
Call Forward Always is off by default
The call will automatically disconnect
Call Forward No Answer
To enable
While the phone is idle, dial *92
Enter the number you want to forward to
Press the Speakerphone button
Listen for the prompt, “Call Forwarding No Answer Service has been activated
successfully. Thank you.”
The call will automatically disconnect
To disable
While the phone is idle, Dial *93
Press the Speakerphone button
Listen for the prompt, “Call Forwarding No Answer Service has been deactivated
successfully. Thank you.”
The call will automatically disconnect
To confirm the Call Forward No Answer setting
While the phone is idle, dial *61*

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Press the Speakerphone button
Listen for the information.
Call Forward No Answer is activated to voicemail by default
The call will automatically disconnect
Call Park
Call Park can be a confusing concept, but it is actually very simple to use. Call Park places a call
on a special type of hold that allows it to be picked up from any phone throughout your
office, rather than only from YOUR phone. This feature allows you to “park” a call, walk to any
other phone, then retrieve that call from your new location.
There are two types of Call Park: System Park and Park Zones. If you have Park buttons on
your phone, you’ll use Park Zone. Otherwise use System Park.
System Park
When parking a call, you must assign an extension to that call so you can retrieve it after you
move to another phone. ANY extension may be used, as this is just a placeholder to retrieve
the call later. For simplicity, park the call at the extension of the person the call is for.
PARKING A CALL
While on a call, tap the Transfer softkey
Dial *68
Enter the extension (of whom the call is for) followed by the Pound (#)
The parked caller will now be placed on hold
Hang up
PARK PICKUP
To retrieve a parked call
While the phone is idle, dial *88
Enter the extension where the call was parked or pick up the handset and continue
your call

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Park Zone
When using Park Zones, the Park Zone button(s) will appear below your extension. The
benefit of this feature is the buttons appear on all phones across the office, and a parked call
will light up red on each of them.
PARK ZONE - PARK
While engaged in one call:
Press Transfer softkey
Press any of the Park Zones that are unlit
Hang up the handset
PARK ZONE - UNPARK
From any phone
Lift telephone handset
Press the lit Park Zone to be connected
Blocking Caller ID
If you want to place a call and block your caller ID name and number
Dial *67
Dial the number you want to call
Note: Some numbers do not accept calls from blocked numbers.
Mute Music on Hold
If you are calling into a bridge and you expect you will want to pick up your call waiting, use
this feature to mute your music on hold for this call.
Dial *60
Dial the number you want to call.

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Phone-Top Features
Adjusting the Volume on the Phone
Note: These buttons are located at the bottom of the phone.
While the phone is idle, the Volume buttons adjust the ringer
While on the Handset, Headset or Speakerphone, the Volume buttons adjust the volume
for that mode
Changing the Ring Type
To change the ring type
Press the Home button
Tap Settings (the Gear icon)
Press 1 on keypad or tap onscreen Basic
Press 5 on keypad or tap onscreen Ring Type
Press 1 on keypad or tap onscreen Default
Swipe the screen up or down using your finger to scroll through the list of ring types
Tap any ringtone
Tap the Play softkey to hear the ring tones
The active ring tone will have a check mark in the box in front of it
Missed Calls - Clearing Alert
When you have missed calls, the date will scroll and display the number of missed calls (see
top right of screen). You will also see the Clock icon (Recent Calls) will have a red circle with
the number of missed calls.
To clear, you must review your list of missed calls. The easiest way is to tap the Clock icon.
After tapping the Clock icon, the number of recently missed calls disappears, along with your
missed calls alert.
When reviewing your call list, note that:
Missed calls are marked with an X in a red circle
Received calls have a downward and left-pointing arrow in a green circle
Placed calls have an upward and right-pointing arrow in a blue circle

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To ensure your call list includes your missed calls, while viewing the call
list:
Tap the Funnel icon
Select All Calls or Missed Calls to return to the Recent Calls List
Clean Screen
To clean your touch screen without accidentally calling someone or activating features on the
phone
Press the Home button
Tap Settings (the Gear icon)
Press 1 on keypad or tap onscreen Basic
Scroll down using your finger to swipe from bottom to top of screen
Press 8 on keypad or tap onscreen Screen Clean
Wipe the touch screen with a dry cloth; do NOT use paper products like facial tissues
or paper towels
When finished, press any button or keypad button on the phone
Phone Reboot
Periodically, the phone may need to be rebooted. Reasons for this include accepting a new
configuration, new software upgrade, or restoring Busy Lamp Field appearances after Impulse
maintenance.
There are two ways to reboot the phone:
Unplug the power supply
Wait two seconds
Plug in the power supply
OR
Press the Home button
Press Settings (the Gear icon)
Press 1 on keypad or tap onscreen Basic
Press 11 on keypad or tap onscreen Restart Phone
Tap the Yes softkey

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Note: The reboot process is complete when the idle display and current time are on the
screen.
Video Calling
For Video Calling, you’ll need the Polycom Camera. There is a black tab in the top of the
phone. Removing that tab will reveal a USB outlet for the Polycom Camera.
Setup
Video Calling has many facets. One is your atmosphere. You never had to worry about your
appearance or the décor behind you before Video Calling. Now, people will be able to see if
you are looking at them or looking at your computer. Lighting can also be a factor to consider
when Video Calling. Home Video Calling users have been known to show a nice shirt and well-
groomed hair, while wearing pajama bottoms and slippers. You may develop your own
strategy.
The camera has a shutter that may be engaged by twisting the outer ring. This not only puts a
barrier in front of the camera, it also stops the video stream from sending.
Additionally, it may be tilted up or down to adjust to your height or distance from it by using
the sliding lever located just above the camera. To view your appearance and surroundings,
place a Video Call and tap the box at the top right-hand corner of the screen. This is what
others see on Video Calls. Tap the small box in the top right again to swap back to normal
view.
While on a call
When you call other people with a similar phone and camera, you’ll see them right away.
And more importantly, they’ll see you. You may tap the screen to view them in Full Screen
mode. This can be set automatically if you prefer, but if you want access to your softkeys,
you’ll need to be in a mode other than Full Screen. Please note that if someone has their
shutter closed and you cannot see them, they can still see you. Your screen will show a white
camera with an X through it on a blue background.
The camera itself has a small indicator light to the right of the lens.
Orange light indicates:

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you are not transmitting video
you are on a call with a non-video phone
you have placed a caller on hold
the opposite end has placed you on hold
No light indicates:
the shutter is closed
you will not transmit video
Green light indicates:
you are on an active video call