Polycom VVX 500 Setup guide
Phone Display ……………………………………………………………………………………
Voicemail Greeting ………………………………………………………………………………
Voicemail ……………………………………………………………………………………………
Answering an Incoming Call …………………………………………..…………………………
Answering Call Waiting …………………………………………………………………….
Consultative Transfer …………………………………………………………………………
Blind Transfer ………………………………………………………………………………………
Blind Transfer to Voicemail ………………………………………….…………………………
3 Way Conference Calls ……………………………………………………………………………
Contact Directory ……………………………………………………….…………………………
Do Not Disturb …………………………………………………………………………………………
Additional Features ………………………………………………………..…………………………
Quick User Guide …………………………………………………………………………………
Support ………………………………………………………………………………………………
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Home/Menu
Message Indicator Light
Line Keys & Speed Dials
Soft Keys
Navigation Key
USB Port
Headset
Speakerphone
Mute
Volume
Hold
Transfer
Back
Dial Pad
Screen
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New Call Directory
Step 1: Touch the envelope button on the upper left hand side of the touch
screen
Step 2: You will then be asked to enter your PIN.
•The default voicemail pin is 19807
Step 3: Select option 5 to go into your voicemail options.
Step 4: To record your personal greeting:
•Select option 1 to record the standard greeting
•Select option 2 to record the out of office greeting
•Select option 3 to record the extended absence greeting
Step 5: To record your name greeting select Option 5
Step 6: To change your PIN select Option 6
Step 1: Touch the envelope button on the upper left side of
the screen
Step 2: Enter your PIN. The default PIN is 19807
Step 3: Select Option 1 to listen to your unheard messages 4
Step 1: Dial the main number
Step 2: Once a recording starts to play, press the * key
Step 3: Enter your extension number
Step 4: It will then ask for your pin followed by the # key
**You are now in your own personal voicemail
Checking Voicemail Remotely From an Auto Attendant
Recording a General or Shared Voicemail
Step 1: Dial *45 and the Extension of the general/shared
voicemail on which you would like to setup
Step 2: Enter your Pin and then press #
Step 3: Select option 5 to go into your voicemail options.
•Select Option "1" to record your personal greeting
•Select Option "2" to record your out of office greeting
•Select Option "3" to record your extended absence
greeting
Step 4: Select Option "4" to select which greeting to play
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To answer an extension from another phone on the hosted system, use the Directed Call Pickup feature. When the
extension that you want to answer is ringing Dial *78 and the desired extension to intercept the call and have it
rerouted to the phone that you are dialing from. Answer any extension from any other phone on the system when it is
ringing.
If you have speed dials with line presence subscriptions you can also answer the call by simply touching the speed dial
of the extension name to intercept the call.
When a call comes into your phone the screen will show the Caller ID Name and Number if available.
You can pick up the
handset to answer the
call or you can touch the
answer key to answer
the call on speaker
phone
The Reject button will stop
the call from ringing on the
phone and send it directly
to voicemail
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When on an active call and a second calls comes into your extension,
the available Caller ID of the new call will show on the entire screen of
the phone and you will hear a beep. You can do one of the following:
•Touch the Answer key to place your current call on hold and answer
the new call
•Touch the Reject key to send the new call directly to voicemail
After the second call waiting beep, the phone screen will
show both calls. The call that you are currently on will be
shown in green at the top. The second call that is coming in
will show below it. The touch keys at the bottom will control
the active call shown in green.
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Consultative Transfer is used when you would like to notify a user that you have a call for them before sending it over.
This is also referred to as a warm transfer.
Step 1: To initiate the Consultative Transfer, touch the Transfer
Touch Key. The caller is then placed on hold and they will hear
hold music.
If you would like to
transfer the call to a
number that you have
stored as a speed dial,
you can press the
extension Touch Key to
bring up the speed dials
after pressing the
Consultative Touch Key.
Step 3: Enter the 10 digit phone number or
extension of the person that you would like to
transfer the caller to. Then press the green
phone Touch Key
Step 4: You will then be connected with the person that you would like to transfer the call
to so that you can notify them of the call. If they would like to take the call, complete the
transfer by pressing the Transfer Touch Key. Once pressed you will be removed from the
call and the two users will be connected directly. If they do not want to take the call, press
the Cancel Touch Key to be connected back to the original caller.
Step 2: Press the Consultative Touch Key
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A blind transfer is when you transfer a caller to a phone number or extension without speaking to them first
Step 1: To initiate a Blind Transfer, press the Transfer Touch Key
If you would like to transfer the call to a number
that you have stored as a speed dial you can press
extension Touch Key to display the speed dials.
Step 3: To complete the Blind Transfer, press the green
phone Touch Key. The call will then drop from your
phone and immediately start ringing on the phone of
the end user. If no one answers, the call will go into the
user’s voicemail.
Step 2: Enter the 10 digit phone number or extension
that you would like to Blind Transfer the call to.
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Blind Transfer is also used to transfer someone into a voicemail. This allows the call to go right to
voicemail without ringing the extension first.
Step 1: To initiate the Blind Transfer, press the
Transfer Touch Key.
Step 2: Enter *41 and the Extension of the user’s voicemail
you would like to send the caller to.
Step 3: Press the green phone Touch
Key. The call will immediately drop
from your phone and connect to the
voicemail of the end user.
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