Polycom VVX 400 Series Guide

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

Using Your Polycom VVX 400 Phone

Become familiar with your Polycom VVX 400 series phone features and user interface.

Layout

The following figure shows the important phone features.

Soft Keys and Buttons

Buttons are physical keys on your phone which always perform the function for which they are

labeled. Soft keys are functions you see on the LCD screen that change depending upon what

you are doing. Select a soft key function by pressing the plastic button directly underneath it.

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

Phone Views

Your phone has three main views: Lines (the default), Home, and Calls. Use the Home button

to toggle between all available views.

Lines – This view is your phone’s default display showing your phone's extension(s), and soft

keys.

Home – Access this view by pressing the Home button and use your phone's Navigation Disk to

scroll through and select icons for various functions that may be available to you

Calls – This view displays any time you have at least one active call. Use the up and down

arrow keys on the Navigation Disk to see and select calls. If your phone has multiple lines, calls

display under the associated line.

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

Common Features & Functions

Placing Calls

You can perform all the functions of your VVX 400 series phone with the handset still in the

cradle (On Hook) or with the handset out of the cradle (Off Hook).

Using the Dial Pad

On Hook

 Dial the number on the dial pad.

 Complete your call by taking one of the following steps:

o Press the Dial soft key

o Press the Line key (of the extension you want to call from)

o Press the Speakerphone button

o Lift the handset

Off Hook

 Lift the handset to hear dial tone

 Dial the number on the dial pad.

 Wait – and the number will be dialed after a few seconds

Note: If you lift the handset before dialing, the system will attempt to dial the digits already entered after a

slight pause. Leaving the handset in the cradle until you are finished dialing will provide you all the time

you need to enter the number in full. You do not have to preface numbers with a ‘1’ or a ‘9.’

Using the Dialer

The Dialer initially displays a list of previously-placed calls. As you enter digits on the dial pad,

the Dialer shows you recently called numbers which match the one you are currently dialing.

You can use the up and down navigation arrows to highlight the number you want to call. Once

the number is highlighted, press the Send soft key.

Using Recent Call Lists

When your phone is showing the Lines View, the left, right, and down arrows are a one-touch

shortcut to different Recent Calls lists. Press an arrow to access a list, then highlight the number

and press send (see ‘Using the Dialer’ section) to place the call.

Answering Calls

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

You can answer an incoming call in any of the following ways:

 Pick up the handset

 Press the Line key on which the call appears

 Press the Answer soft key

 Press the Speakerphone button

Note: Except for answering with the handset – all methods above engage the speakerphone. If you have

a headset connected to your phone you will also have that option – not covered in this document.

Answering/Managing Multiple Incoming Calls

With call waiting on, up to 4 simultaneous calls can be active on one extension. You will see the

next incoming call displayed on the screen – and you will hear a call waiting tone.

 Press the Answer soft key and the active call will automatically be placed on hold

 Use the up and down navigation arrows to toggle between calls

 The soft key functions will apply to whichever call is ‘highlighted’ on your screen

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

 To place an active call on hold, use the up and down arrow keys to highlight it and press

the Hold soft key. To pick a held call, highlight it, and press the Resume soft key.

If you have a second extension ringing on your phone it will work similarly. However, the line

keys will light based on the active and held incoming calls.

Transferring Calls

There are three methods of transferring calls: Consultative, Blind, and Direct-to-Voicemail.

Consultative – To transfer a call to some with ‘consultation’ – that is, you speak to the person

you are transferring the call to first…

 With a call in progress, press the Transfer button. The caller will automatically be placed

on hold.

 Dial the recipient – then Send

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

 When the recipient answers, announce the caller.

 Press the Transfer button again to complete the transfer. The caller and the party you

are transferring to will be immediately connected, so it is recommended that you get into

the habit of telling the party you are transferring the call then hit the button

Note: You may also use the Transfer soft key instead of the Transfer button. Also, when transferring with

consultation, the person you are transferring to will see your caller id and not the caller’s id that you are

transferring.

Blind – To perform a ‘blind’ transfer – that is, sending the call to another party directly without

any consultation…

 Hold the Transfer button or soft key down for a few seconds and you will be offered a

chance to select the ‘Blind’ transfer method.

 Once ‘Blind’ is selected, dial the number to which you want to transfer the caller and hit

Send. The held caller will immediately ring to the party you are transferring to.

Note: Blind transfer sends the calling party’s caller id.

Directly to Voicemail – To transfer a caller directly to a voicemail box of a co-worker…

Polycom VVX400

Reynwood Communications ● Tinton Falls, NJ 07701 ● (800) 747-1703 ● reynwood.com

 Follow the steps for a consultative transfer – but dial *55 after hitting the Transfer button

the first time. You will be prompted to enter the ‘mailbox id’ – that is the extension – of

whose voicemail you want to send the caller. Follow the extension by the # sign and the

caller will be transferred directly to that extension’s voice mailbox.

Note: If you press the # key without entering an extension, the caller will drop into the voice mailbox of

the extension you answered the call on. The system will not allow a transfer to an extension that does

not have voicemail turned on. However, if you try to transfer to voicemail of an invalid extension (one that

doesn’t exist in your group because you have misdialed, perhaps) the caller will be connected to your

voice portal and not be able to get anywhere and hang up,

Cancel a Transfer – at any time during the process of transferring you may hit the Cancel soft

key and you will resume your call and be directly connected to the caller again.

Voicemail

Access your voice portal by pressing the Messages button and follow prompts.

Voicemail Notes:

 If you have multiple extensions displayed on your phone, hit ‘1’ to select the ‘Message

Center…’ – and then select the extension you are checking voicemail for.

 If you want to check the voicemail of an extension that is not on your phone – press *

first – then enter the extension you want to check (followed by #)

 You can dial into your voice portal while away from the office using your group’s outside

voice portal number. Contact your administrator for your group’s number.

 There are various options with voicemail – like sending messages to email or ‘zeroing’

out to another number. Contact your administrator or Reynwood for more information.

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