Polycom VVX 400 User manual

Quick Start Guide

Polycom VVX 400 & 410

12-Line Desktop Phone with HD

Voice

Quick Start Guide

1. Getting to know your VVX400/410

Quick Start Guide

2. Understanding the icons:

Registered line

Phone warning

Unregistered line

Placing a call

Shared line

Activate call using Polycom HD

voice

Shared line with a held call

Held call

Call forwarding enabled

Incoming call

You have messages

Active conference

Presence Status: Available

Placed call

Presence Status: Busy

Received call

Presence Status: Away

Missed call

Presence Status: DND

Favourite

Presence Status: Offline

Do Not Disturb enabled

Presence Status: No information

3. Basic phone features

New call

Select new call to display the dialler so you

can place a call.

Messages

Select messages to access your voicemail.

Directories

Select directories to access your Contact Directory, Favourites, and

Recent Calls list.

You may also be able to access a Corporate

Directory

and Buddy Status List if they’re setup on your phone.

Forward

Select forward to set up forwarding options for incoming calls.

DND

Select DND to toggle DND (Do Not Disturb)

on or off. When DND is

enabled, your phone

won’t ring and incoming calls will go to

voicemail.

Settings

Select settings to access phone features

and settings to customise

your phone.

Additional icons may include:

Applications

Select applications to access a menu of

custom applications. See your

administrator

for information about any specific

applications listed in

this menu.

Calendar

Select Calendar to show a calendar with

your meeting details. Using

the Calendar feature, you can join meeting directly from yourphone.

Quick Start Guide

4. Phone Views

Your phone has three main views:

Home

Calls

Lines (default view)

To change views:

For home view, press

From home view, press to display either lines or calls view

At the top of each view is a status bar. The status bar shows the date and time. If

your phone has information you should be aware of, messages will display along

with the time.

Home view

You can display home view by pressing

Home view displays your phone and messages, settings and information. At the

bottom of home view is a page indicator that shows how many pages of icons home

view displays.

To highlight and choose different icons,

use the navigation key to move left,

right, up and down and then select.

Calls view

You can access calls view if your phone has multiple calls in progress or you have one

held call.

Use the up and down navigation keys to see all your calls. If your phone has multiple

lines, calls display under the associated line.

Call colour indicates status:

Dark green –active call

Bright blue –incoming call

Dark blue –held call

Use the navigation key to highlight a call.

The soft keys apply to the highlighted

call.

Lines view

Lines view is your phone’s default display. Lines view displays your phone line(s),

favourites and soft keys in the soft key area.

If your phone is idle, you can press a line key to

access the dialler.

If your phone has calls, the phone line indicates

the number of calls you have and if they are active

or held.

The call colour will indicate the status of each call

(e.g. dark green for an active call).

The total number of calls is shown above the calls.

To switch between calls, use the navigation key

and select.

Quick Start Guide

5. Placing and receiving calls

Placing a call

Use any of the following methods to place a call:

Press the new call soft key. Select one of the previously called entries shown in

the display or start entering a number.

As you enter numbers the dialler displays a list of similar numbers. Use the

navigation key to select a match and automatically enter it.

Dial the number then press the speaker button .

Dial the number then press the headset button if you are using a headset.

To call from your directory:

From home view, select directories and then select contact directory.o

From the directory, use the navigation key to select the contact youo

want to call.

Place the call by doing one of the following:o

From the contact’s information screen, press info then press

dial.

Use the navigation key to select the contact, then press dial.

Answering calls

All incoming calls display an incoming call window

To answer a call, do one of the following:

To use the handset, simply pick up the handset.

To use the speakerphone, press or the answer soft

key.

To use your headset, press .

Responding to incoming calls

While your phone is ringing, you can do any of the following:

Temporarily ignore the call before answering

Reject the call so it goes to voicemail

Forward the call to another person

Ignoring incoming calls

Ignore or silence a call to stop your phone from ringing. Even though the call is

ignored, your phone will still display the incoming call notification so you can still

choose to answer the call.

To ignore or silence a call:

From the incoming call window, press ignore (for private lines) or Silence (for

shared lines)

The incoming call window disappears, your phone stops ringing and either home

or call view displays

Rejecting incoming calls

Reject a call to stop your phone from ringing and send the call directly to voicemail.

Call you reject will display in your recent calls list.

Rejecting calls is not available on shared lines.

To reject a call:

From the incoming call window, press reject (for private lines).

You can also reject an incoming call from line and call view.

The call immediately diverts to voicemail.

Quick Start Guide

Forwarding incoming calls to another person

While your phone is ringing, you can forward the call to another person.

To forward an incoming call to another person:

While your phone rings, press forward.

From the call forwarding screen, enter the forwarding number and press

forward.

During Calls

When you’re in a call, you can do any of the following:

Hold the call

Transfer the call to another person

Set up a conference call with the person you’re talking with another person.

Holding Calls

You can place any active all on hold. A held calls display in call and line views as

follows:

To hold a call

From line or call view, press hold. If you’re in call view be sure to highlight the

call first.

To resume a held call, do one of the following:

From line view, press resume. If there is more than one held call on a line, the

last call that you held will be resumed. If you have multiple lines and press

resume, the last call that you held –on either line –will be resumed.

From call view, use the navigation key to highlight the call and press resume.

Quick Start Guide

6. Transferring calls

When you transfer a call to another person, you have the option to talk to the

person before the transfer completes.

If your phone supports blind transfer, you can automatically transfer a call without

talking to the other person. The call is automatically transferred after you dial the

number you’re transferring the call to.

To transfer a call:

From line or call view, press transfer. The active call is held

From the dialler, place a call to the person you want to transfer the call to

When you hear the ring-back sound, press transfer to complete the transfer. Or,

if you want to talk with the person before the transfer completed, connect and

talk with the person, and then press transfer.

To cancel the transfer before the call connects, tap cancel.

To perform a blind transfer:

From line or call view, press transfer. The active call is held

From the dialler, press blind, and place a call to the person you want to transfer

the call to.

The call automatically transfers to the person you specified.

7. Setting up conference calls

There are two ways to set up a conference: the conventional way –by calling two

people and using the confrnc soft key –or joining two existing calls using the join

soft key.

To set up a conference call:

Call the first person

From line or call view, press more and then confrnc. The active call is held.

Using the dialler, call the second person

When the second person answers, press more and then confrnc to join the two

calls in a conference. The Active: Conference screen displays.

Quick Start Guide

8. Voicemail

Listening to Voicemail

Your phone may indicate new voicemail messages by the following:

An icon next to the line that has a messageo

A message in the status bar advising total number of messages on all lineso

A flashing message waiting located at the top right of your phoneo

An audible alert (if your phone is on-hook)o

To listen to voicemail messages:

Press and select message centre. Or, from home view, select messages and

select message centre

If multiple lines are configured on your phone, the line select screen displays.

Use the navigation key to select the line that has the message

From the messages screen, press select and follow the prompts to access your

voicemail

9. Recent calls

Viewing Recent Calls

Your phone maintains a recent call list –A list of missed, received and placed calls. Each

list can hold up to 100 records.

To view the recent call lists from home view:

Select the directories icon

Select recent calls

To view the recent call lists from line view use the navigation key

Received Calls

Placed Calls

Missed Calls

From the recent calls list, you can:

Sort, order and filter calls by pressing type and selecting the call list.

By default, the list displays all call types (missed, placed, received) with the most

recent call displaying first

Remove certain calls from the list

Select a call record to view call details and manage the call

Use the navigation key to highlight an entry and press dial to automatically call the

person.

Icons displayed next to a call indicate the call type

Quick Start Guide

To manage a call record

From the recent calls list:

Use the navigation key to highlight an entry, and press the right arrow.

From the call details screen:

Press dial or the right arrow key to call the person

Press save to add the person to your contact directory. If the person is already in

your contact directory, but isn’t a favourite, Add to Favourites will display

instead.

Press add to favourites to make the person a favourite

Press delete to delete the call from the list

Press edit to edit the phone number before you dial the person

Customising recent calls list

From home view, select directories from home view and select recent calls

Press type to filter calls for specific lines or types of calls

When you filter calls, you can choose to display only missed, received, or placed

calls. Or, you can choose to display all call types (default). You can also choose to

display only calls from a certain line.

Press sort to sort the calls

When you sort calls by time, you can order calls ascending (oldest call first) or

descending (most recent call first) order.

When you sort calls by name, you can order calls in ascending (a-z) or

descending (z-a) order.

This guide is intended for users of Polycom VVX400/410 series handsets.

Not all features listed in this guide may be available at time of installation and

may be licence dependant

If you have any questions, we are here to help.

Please call 1300 00 6398 or email team@nexttelecom.com.au

Next Telecom Pty Ltd

Level 12, 100 Miller Street

North Sydney NSW 2060

p: 1300 00 6398

f: 1300 66 4447

e: team@nexttelecom.com.au

abn: 77 074 728 724

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