Polycom VVX 400 User manual

Eective July 10, 2019.

wowforbusiness.com

Polycom

VVX 400 Series

Phone User Guide

Proprietary and Conﬁdential Quick Link: Table of Contents

Eective July 10, 2019.

Polycom VVX 400 Series Table of Contents

Placing a Call .................................................................................................... 2

Ending a Call..................................................................................................... 3

Local Directory ............................................................................................... 3

Hold and Resume ........................................................................................... 4

Answering an Incoming Call ....................................................................... 4

Adjusting Volume............................................................................................ 4

Do Not Disturb (DND) .................................................................................... 5

Blind (Unattended) Transfer........................................................................ 5

Warm (Attended) Transfer........................................................................... 6

3 Way Conferencing....................................................................................... 7

Split a 3 Way Conference Call .................................................................... 7

Call Waiting ....................................................................................................... 8

Accessing Voicemail ...................................................................................... 9

Intercom............................................................................................................. 9

Call List............................................................................................................... 10

Enhanced Call Park........................................................................................ 10

USB Call Recording ........................................................................................ 11

USB Background Images............................................................................. 13

Proprietary and Conﬁdential Quick Link: Table of Contents

Eective July 10, 2019.

Polycom VVX 400 Series

Basic Phone Functions

1. Pick up the handset and dial the number

on the keypad.

Placing a Call

2. Use the headset or speakerphone

buttons.

3. Scroll down the list of recently called

numbers using the up/down arrows, and

press the Dial soft key.

4. Making a call from the home screen –

Press the Home hard button. You will

see the display as shown above.

5. Press the center button (Select) on the

navigation dial and use the directional

arrows to highlight the directory you want.

Press the Select button again to select

that option.

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Polycom VVX 400 Series

Basic Phone Functions continued

End the call by putting the hand set in its cradle or by pressing the End Call soft key.

1. From the home screen, select the

“Home” key.

Ending a Call

Local Directory

2. Now select the “Directory” menu.

NOTE: You will need to navigate

via the d-pad on the right of the

phone.

3. Now select “Contact Directory”.

NOTE: You can navigate via the

d-pad or use the number pad to

select.

4. From within the “Contact

Directory” search for your entry

and select it by pressing the

d-pad or by selecting “dial” key.

5. Now with the entry on your screen

you will need to press the “dial”

key to start your call.

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Polycom VVX 400 Series

Basic Phone Functions continued

1. With an active call on your phone you will see a green

light on your line key and also the caller information

in the center of the screen. To place this call on “Hold”

press the “Hold” key.

When you see that there is an incoming call, you have multiple options for answering the call.

Adjust the ringer volume, speaker volume and handset volume in the following ways:

• Ringer volume – adjust volume up or down when the phone is on hook

• Speaker volume – adjust volume after speaker button has been activated

• Handset volume – adjust volume with the handset o hook

2. Now with your active call on “hold” you will notice

that your line key light is now red and your center

screen should also show the call on Hold. To take the

caller from “Hold” press the “Resume” key.

1. Lift up the handset.

2. Press the Answer soft key.

You also have the option to:

A. Reject a call, which will send the

caller to your voicemail

B. Forward the call to another

person.

Hold and Resume

Answering an Incoming Call

Adjusting Volume

3. Press the Headset button. 4. Press the Speaker Phone button.

Volume control

–Softer, +Louder

To mute your phone (whether on

the handset, speakerphone or

headset) press the Mute button.

Volume guide: More bars equal

louder volume.

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Polycom VVX 400 Series

Basic Phone Functions continued

Press the DND soft key.

1. When on a live call that needs to

be transferred, press the Transfer

soft key.

A blind transfer allows you to transfer a call from your phone to someone else without checking to see if that

person is available to answer.

Do Not Disturb (DND)

Blind (Unattended) Transfer

Once you have enabled DND on that line, you will see an ICON at the top

right of the screen.

NOTE: When DND is enabled any caller will be given a recording “we’re

sorry the person you are calling is currently not accepting calls.“And

then the caller will be disconnected.

Once the transfer takes place, your

screen will return to the on-hook

mode, ready for the next call.

To remove DND from the line, press

the DND all soft key a 2nd time.

2. In the Blind Transfer screen, type

in the extension, or the full 10

digit number and then select the

“Send” soft key or wait 5 seconds

and the phone will automatically

“send/dial” the number entered.

3. If the “transfer to” party does not answer, the user can

select Cancel to get the call back to them.

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Eective July 10, 2019.

Polycom VVX 400 Series

Basic Phone Functions continued

1. When on a live call that needs to

be transferred, press and hold the

Transfer soft key.

Allows you to conﬁrm that the person you want the call to transfer to is available and willing to take the call.

2. Now select the “Consultative”

from the transfer selection

Warm (Attended) Transfer

3. Now enter the extension, or full 10

digit number or use the directory of

the person you are transferring the

call to.

4. Once the person is conﬁrmed

available to take the call, then press

the Transfer soft key to complete

the transfer.

5. If the “transfer to” party does not

answer or is unwilling to take the

call, the user can select Cancel to

get the call back to them.

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Polycom VVX 400 Series

Basic Phone Functions continued

1. When on a call: press the More

soft key.

2. Press the Confrnc soft key.

3 Way Conferencing

3. Type in the extension, or full 10

digit number or scroll down to the

# of the person you are adding to

the call and press the Send key to

connect.

4. To get all callers in the conference,

press the Confrnc key a 2nd time.

5. The screen will show you have an

active conference.

2. Both lines are now on hold.

Choose which line you want to talk

to by highlighting the number on

the screen. Press the Resume soft

key to talk.

The other line will be on hold until the

caller hangs up or you highlight that

number and bring them back as a

single caller.

Once you have a single caller back you

have the usual Soft Key options for

that line.

Split a 3 Way Conference Call

You can “split” the call to end the conference which allows you to talk to each line separately.

1. Press the Split soft key.

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Polycom VVX 400 Series

Basic Phone Functions continued

Answer the new call by pressing the

Answer soft key which places your

ﬁrst call on hold.

You can then place the new caller on

Hold, if desired, by pressing the Hold

soft key.

Return to the original call by scrolling

to that # on the list and pressing the

Resume soft key.

Call Waiting

When you are on a call and a second call comes in that you need to answer, let your current caller know that you

will be putting them on hold.

When done with the 1st call press the

End Call soft key.

The 2nd caller’s number now remains

on the screen. Press the Resume soft

key to reconnect to that caller.

When ending this call, wait for the

caller to hang up or press the End Call

soft key.

Proprietary and Conﬁdential Quick Link: Table of Contents

Eective July 10, 2019.

Polycom VVX 400 Series

Basic Phone Functions continued

1. Press the Messaging hard key on

the phone.

2. Select Message Center.

Accessing Voicemail

Intercom

Allows you to call a person in your account using their speaker phone.

1. After pressing the home button,

scroll to the Intercom icon using

the directional arrows pad.

2. Choose the number you wish to

connect to or enter it on the key

pad and press the Send soft key.

3. There will be a quick beep. You

can then speak to the person and

they will hear you on their speaker

phone.

3. Press the Connect soft key.

4. You will be connected to the

messaging center.

While in the voicemail system you will be led through several prompts

including the following options:

• Record name, Press #to save

• Record personal greeting - press 1

– System generated name - press 2

– System generated name and phone # - press 3

– System generated no name - press 4

• Send message - press 2

• Go to greetings - press 3

• Settings - press 4

• Get deleted messages - press 6

• Leave voicemail - press 7

• Helpful hints - press “0”

• Exit - press *

For detailed instructions on using Voicemail go to

https://www.wowforbusiness.com/support/product-guides and select

Voicemail instructions.

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