Polycom VVX410 User manual

Polycom VVX® 410 Business Media Phone
QUICK START GUIDE
Hosted PBX

COGECO BUSINESS | POLYCOM VVX®410 BUSINESS MEDIA PHONE
Table of
Contents Getting Started With Hosted PBX 3
Setting up Voice Mail Greetings From Your Phone 3
Phone Views 4
Home View 4
Lines View 4
Calls View 5
Entering Data 6
About Calls 6
Placing Calls 6
Answering Calls 6
Ending Calls 7
Holding Calls 7
Transferring Calls 7
Forwarding Calls 7
Placing Conference Calls 7
Viewing Recent Calls 7
Contact Directory 8
Listening to Voicemail 8
Muting the Microphone 8
Using Do Not Disturb 9
Adjusting Volume 9
Updating Ringtones 9
Auto Attendant Greetings 9
Transfer
Directories
Messages
Headset
Hold
Speaker phone
Mute
Volume phone

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Introduction
Seing up Voice
Mail Greetings
From Your Phone
Geing Started With Hosted PBX
Welcome to Cogeco's Hosted PBX Polycom VVX®410 Business Media Phone.
It's designed to streamline your business communications with easy-to-use
functions and a touchscreen that's simple to navigate. Below, we'll walk you
through all its features including setting up your voicemail, how to use the display
screen and making conference calls. We've also add helpful, time-saving tips
throughout this guide. Let's get started.
1. Dial feature code *98 or press
2. Enter a PIN of your choice (at least 6 digits)
3. Re-enter PIN to confirm
4. Upon hearing the system voice prompt, record your name
5. Press #to confirm
6. Setting up the Greetings
Choose one of the following options:
Press 1
to record a personal greeting. Follow
the voice prompts to complete the
recording.
Press 2
to select system generated greetings
that include your name. Greeting is
automatically created.
Press 3
to select system generated greetings
that include your phone number
Greeting is automatically created.
Press 4
to select system generated greetings
that include both your name and
telephone number. Greeting is
automatically created.
Press the pound key (#) to confirm
After 3 unsuccessful attempts to log in, you will be locked out. Please contact
technical support at 1-855-440-5602. Accessing the Voice Portal from a remote
location is not offered.
VoIP 9-1-1 Service features may differ from traditional wireline 9-1-1
services. Visit cogeco.ca/911 for more information.

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For use with Polycom®UC Software 4.1.4 or later. For detailed information on how to use your phone,
see the Polycom VVX 400 and 410 Business Media Phone User Guide, available by navigating to your
phone’s Support page from Polycom Voice Support.
Phone Views
Your phone has three main Views: Home, Calls, and Lines view (the default).
You can access Home and Lines view at any time. If your phone has one or
more calls, you can also access Calls view.
For Home view from any menu, press . Press to alternate between
Home and Lines view.
Home View
Lines View
Home view displays icons you can select to access phone functions.
Lines view displays phone Lines, Favorites and soft keys.
You can use the right, left, up, and down arrow keys to display more icons.
Page Indicator

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Phone Line
Favorites
Soft Keys
If your phone is idle, you can press the Line key to access the Dialer.
TIP: In this guide,
soft keys are referred
to by their name only.
For example, to end
an active call, press
End Call.
Calls View
If your phone has one or more calls, you can access Calls view.
No. of Calls
Active
Held
Call color indicates status:
• Dark green—Active call
• Bright blue—Incoming call
• Dark blue—Held call
Use the up and down arrow keys to select a call (highlight it). The soft keys
control the highlighted call.

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Entering Data
About Calls
Placing Calls
Answering Calls
Use the dialpad keys to enter information. To backspace, press Backspace .
To type with the dialpad keys, press a key repeatedly to view the character
options and stop to select.
To type other characters, press Encoding or Mode. When using the dialpad
keys, use the 1, *, 0, and #keys.
Only one call can be active at one time. You can use the handset, speakerphone,
or headset for calls. During a call, you can change modes by picking up the
handset, or by pressing or . If you navigate away from your call(s), press
to see Active Call or Calls view again.
Pick up the handset, or press or . Enter the phone number, and press
Send. Or enter the phone number first, then press Dial, pick up the handset,
or press or .
From Lines view
Press the phone Line key, enter
the phone number, and press Send.
From Home view
Select New Call using the left and
right arrow keys. Enter the phone
number, and press Send.
• To answer with the speakerphone,
press or tap Answer.
• To answer with the handset,
pick up the handset.
• To answer with a headset,
press .
• To answer a new call while on
an active call, press Answer.
The current call will be held.
TIP - Switching Between Lines and Calls View
When in Calls view, switch to Lines view by pressing More > Lines.
Switch back to Calls view by pressing More > Calls.
TIPS - Placing
Calls Quickly
Select a recent
call or Favorite, or
select a contact’s
phone number in the
Contact Directory.

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Ending Calls
Holding Calls
Transferring Calls
Forwarding Calls
Placing
Conference Calls
Viewing Recent
Calls
To end an active call, replace the
handset, press , or press .
Or, press End Call.
To end a held call, navigate to Calls
view and highlight the held call.
Press Resume, and press End Call.
From Calls view, press Hold or . Remember to highlight the call first.
To resume a held call, press Resume or again.
From Calls view, press Transfer or and call the other party. When you hear
the ringback tone, or after you talk with the other party, press Transfer or
again. Press Blind to complete a transfer without waiting for the ringback tone.
To enable call forwarding, dial feature code *72 followed by the number you
want to forward your number to. To disable call forwarding, dial feature code *73.
Call the first party, and after the call connects, press More, and select Confrnc.
Then, dial and connect with the second party and press Confrnc again.
From Lines or Calls view, you can:
• Press Hold to hold all participants.
• Press End Call to remove yourself from the call, but keep the other
participants connected.
• Press Split to end the conference and hold all participants.
From Lines view, do one of the following:
• Press , select Directories, and select Recent Calls to view your Recent
Calls list.
• Press the right arrow key to view the recent Placed Calls.
• Press the left arrow key to view the recent Received Calls.
TIMESAVER - Placing
Conference Calls
If you have an active
and held call, press
Join to set up a
conference.

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• Press the down arrow key to view the recent Missed Calls.
• Press the up arrow key to view Favorites.
From the Recent Calls list, press Sort to sort and order calls, press Type
to display only certain calls, or select a call record to call the person.
Contact Directory
Listening to
Voicemail
Muting the
Microphone
To select a contact from the
Contact Directory
press .
To view your Directory
Select Directories from Home
view. Press Contact Directory
on the Directory screen.
To add a contact
Navigate to your Contact Directory
and press Add. Enter the contact’s
information, and press Save. To
make a contact a Favorite, enter
a Favorite Index number.
To update contact information
Navigate to your Contact Directory
and select the contact. Press Info,
press Edit, update the contact’s
information, and press Save.
To delete a contact
Navigate to your Contact Directory
and select the contact. Press Info,
press Delete, and press Yes to confirm.
To search for a contact
Navigate to your Contact Directory
and press Search. Enter search and
press Search.
To dial a contact from your Directory
Navigate to your Contact Directory
and select the contact. From the
contact’s information screen, select
the contact’s phone number.
An envelope, , adjacent to a Line key, indicates that you have voicemail.
Select Messages from Home view or press , and select Message Center.
Press Connect and follow the prompts.
During a call, press so other parties can’t hear you. To disable Mute, press
again. This applies to calls using the handset, headset, and speakerphone.
TIP - What Does
the Star Mean?
A star, , indicates
a Favorite.

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Using Do Not
Disturb
Adjusting Volume
Updating
Ringtones
Auto Aendant
Greetings
To enable or disable ringing, press DND from Home or Lines view. When Do
Not Disturb is enabled, the DND icon, , displays in the status bar and beside
the appropriate Line key.
To change call volume, press during a call. To change the ringer volume,
press when the phone is idle or ringing.
To change the incoming call ringtone
select Settings from Home view, and
press Basic > Ring Type. Select the
ringtone you want.
To set a ringtone for a contact
navigate to your Contact Directory
and select the contact. Press Edit,
update the contact’s ring type, and
press Save.
Dial the Auto Attendant (AA) phone number
(E.g. 51#, 52#, 53# provided by Cogeco)
Upon hearing the IVR Prompt, press/key-in *6 Enter PIN followed by #
(E.g. 1234#)
If entering the system for the first time, it will give you the option of choosing
your PIN (a minimum of 4 digits is recommended). Re-enter the new PIN to
confirm, followed by #.
To Record & Edit recordings for Business and Non-Business hours
Press 1
To change the configuration of your automated attendant
Press 1
To turn on/off your automated attendant
Press 2
To record or edit announcements used for your business-hours menu
• Press #to record your initial greeting
• When finished recording press #
• Press 1 to save the recording
• Press 2 to re-record/override
• Press 3 to exit
• Press 4 to continue recording

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Press 3
To record or edit announcements used for your non-business-hours menu
(Note: this option will be only available if you have your attendant configured
by Cogeco to provide your callers with options during Non-Business hours)
• Press #to record your initial greeting
• When finished recording press #
• Press 1 to save the recording
• Press 2 to re-record/override
• Press 3 to exit
• Press 4 to continue recording
• Follow the voice prompts to complete the recording.
• Press the (*) button to return to the previous menu.

Questions?
Please visit our HPBX FAQ page at cogeco.ca
or call us at 1-855-440-5602.