Polycom VVX 501 Series User manual

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Polycom VVX 501 & VVX 601

Long Format Guide

The Long Format Guide has detailed information on the most popular features. There are also

videos and quick tips available at impulse.net/begin.

Table of Contents

Phone Layout........................................................................................................................................... 2

Reading the Guide................................................................................................................................... 2

Compare the VVX Media Phone Models................................................................................................. 3

Onscreen Navigation ............................................................................................................................... 4

SAVING NUMBERS FROM RECENT CALLS AS FAVORITES........................................................................ 6

How to Use Your ClearStar Phone........................................................................................................... 7

Placing a Call............................................................................................................................................ 7

Answering the Phone .............................................................................................................................. 7

Call Hold................................................................................................................................................... 8

Voicemail................................................................................................................................................. 8

Call Transfer............................................................................................................................................. 9

Three-Way Calling/Conference Call ...................................................................................................... 11

Call Forward........................................................................................................................................... 13

Call Park................................................................................................................................................. 15

Adjusting the Volume on the Phone ..................................................................................................... 17

Changing the Ring Type......................................................................................................................... 17

Missed Calls - Clearing Alert.................................................................................................................. 17

Clean Screen.......................................................................................................................................... 18

Phone Reboot........................................................................................................................................ 18

Video Calling.......................................................................................................................................... 19

[5.4.3] 09-06-17

Phone Layout

Reading the Guide

The guide is dense with instruction. We’ve tried to make it clear for you. Here’s a hint. We will

refer to three kinds of buttons:

Onscreen Buttons & Icons: You will touch the screen to engage these buttons.

Onscreen buttons are in Bold and labeled Onscreen Buttons or Icons.

Softkeys: are context sensitive and lined up along the bottom of the display. Softkeys

will be italicized and labeled softkeys.

Pre-programmed buttons: are hard keys on the phone, like speakerphone. We will

refer to these simply as buttons.

Keypad: These are the numbers 1-9 plus * 0 #.

In the instructions, we are direct in whether you should tap an onscreen button or press a

hard key.

Messages & Recent

(

Onscreen Buttons

)

Your Extension

Softkeys

(Along bottom

of display)

Volume

Buttons

Home Button

Headset Button

Speakerphone Button

Mute Button

Message

Waiting Light

Speakerphone Microphone

Speakerphone/Microphone

Compare the VVX Media Phone Models

The first onscreen button is programmed to be your extension. The other onscreen buttons

can be used for speed dials, including park and important numbers, or Busy Lamp Field. Every

phone has a headset jack and remote answering capabilities for wireless headsets. Answering

away from your desk on a wireless headset can be essential in a busy office environment. All

phones feature Polycom HD Voice Technology with more than twice the clarity of ordinary

phone calls, full-duplex speakerphone, message-waiting light, redial, call history, and mute.

All phones are powered via an Ethernet connection, although an optional power supply may

be purchased in the event a Power-over-Ethernet network switch is unavailable.

VVX 301: Six Onscreen Buttons, B&W Screen, Four Softkeys, Two-port 10/100 Megabit

Ethernet switch.

VVX 311: Six Onscreen Buttons, B&W Screen, Four Softkeys, Two-port Gigabit Ethernet

switch.

VVX 401: Twelve Onscreen Buttons, Color Screen, Four Softkeys, Two-port 10/100 Megabit

Ethernet switch. USB for headset and call recording.

VVX 411: Twelve Onscreen Buttons, Color Screen, Four Softkeys, Two-port Gigabit Ethernet

switch. USB for headset and call recording.

VVX 501: Twelve Onscreen Buttons, Color Touch Screen, Five Softkeys, Two-port Gigabit

Ethernet switch, available video calling, USB for headset and call recording.

VVX 601: Sixteen Onscreen Buttons, Color Touch Screen, Five Softkeys, Two-port Gigabit

Ethernet switch, available video calling, USB for headset and call recording.

Polycom Camera: Compatible with VVX 500 & VVX 600.

Onscreen Navigation

There are several ways to access these options and we’ll show you short cuts to each.

If you tap the Clock icon at the top left, the softkeys change to:

Dialpad

Directory

Recent

Favorites

Dialpad

The dialpad menu will appear when you start dialing a phone number or lift the handset.

From here you can dial a number.

As you begin entering digits, the phone will display a scrollable list of recently dialed calls

in the same way a browser would auto complete a URL. You may tap one of those phone

numbers instead of entering digits.

If you mistype a digit, simply tap the onscreen button labeled “X” to backspace.

Tap the Green Handset onscreen button to call the dialed number.

Tap the Red Handset onscreen button to cancel your entry and return to the Main Menu.

Recent

To review missed, received, and placed calls, tap the Clock icon at the top left of the Main

Menu (or the Recent softkey when in the Dialpad menu).

Tap the onscreen Squiggly Arrow icon at the top right to view/change sorting options.

(Tap the onscreen Xto return.)

Tap the onscreen Funnel icon to filter the type of recent calls you wish to view. (Tap the

onscreen Xto return.)

Tap the onscreen Trash icon to clear lists. (Tap the onscreen Xto return.)

Directory

There are two separate directories the phone can access. The first directory is the phone’s

native directory labeled Contact Directory. You can save numbers yourself by directly

entering them or saving them from Recent calls. See below for details. The second directory is

the ClearStar Directory. This can be searched in real time.

The Directory softkey will get you to the menu, or

Press the Home button to the right of the display

Tap the Phone Book icon labeled Directories

To view your personal directory entries,

Tap 1 Contact Directory or

For quick results, tap Search to find a specific name or number Tap the number, then

tap it again to dial

To get to a live searchable system directory

Press the Home button to the right of the display

Tap the Phone Book icon labeled Directories

Tap “3 ClearStar Directory”

Type the name using the keypad or tap the Show Keyboard icon and type the name

Tap Submit

Tap the name, then tap the number to dial

Favorites

Favorites are useful if you have a small group of numbers you call regularly. You can save a

phone number or a Feature Access Code to the phone and add it to a Favorites list.

SAVING NUMBERS FROM RECENT CALLS AS FAVORITES

Tap the Clock icon

Scroll to the number you want to save

Tap the “i” (to the right of the number)

Tap Save

Tap Add to Favorites

Tap Yes

SAVING NUMBERS FROM DIRECTORIES TO FAVORITES

Tap the Clock icon

Tap the Directory softkey

Tap the onscreen “+” icon (Plus Sign) at the top right

Enter the first and last names using either the keypad or on-screen keyboard

Enter the phone number (or feature access code) under “Contact”

Enter a number into the Favorite Index (If this is your first one, enter 1)

Tap the Save softkey

CALLING FAVORITES

If you have room on your screen’s desktop, you’ll see your Favorites. Tap the desired

contact to dial

Tap the onscreen Clock icon

Tap the Favorites softkey

Tap the name to call

How to Use Your ClearStar Phone

The phone has a touch screen and takes a little getting used to. If you find yourself at an odd

screen, tap the Red Handset icon to hang up and/or press the Home button once or twice to

return to the main menu.

Placing a Call

Lift the handset, dial a phone number or extension, press Pound (#) to send the digits

immediately or simply wait.

While the phone is idle, dial a phone number or extension. Lift the handset or push the

Speakerphone button to place the call.

Answering the Phone

When you are receiving a call, the phone will ring and the display will identify the incoming

caller by name and number when available. To answer:

Pick up the handset or

Press the Speakerphone button or

Press the Headset button or

Tap the Answer softkey

To mute a call, press the Mute button. The Mute button will turn red and the display will

show a small microphone with a slash through it at the top right of the screen.

TO ANSWER A SECOND CALL/CALL WAITING

A second incoming call will be indicated by both an audible beep and an onscreen display of

Incoming Call. To answer the second call:

Let your first caller know you want to pick up another call, then

Tap the Answer onscreen button or Answer softkey

The active call will be displayed on the screen above the held call.

To resume the original call, tap the held call, and then tap the Resume softkey

Tap the End Call softkey on an active call to disconnect that call

Your second call will remain on hold and you must tap the Resume softkey to return to

Call Hold

To put an active call on hold, tap the Hold softkey.

To pick up the call from hold, tap the Resume softkey, then pick up the handset.

Voicemail

The first time you call your voicemail, you will need to set up a new passcode and record your

name (not a greeting, just your name). Simply follow the prompts. You should have received a

Welcome Letter with your temporary passcode. Ask your administrator for the voicemail

portal phone number to check messages from home.

FROM YOUR VOIP PHONE

Tap the Envelope icon (top left of screen) 

Enter your passcode and press Pound (#)

FROM ANY PHONE

Dial your extension or personal direct telephone number and wait for the voicemail to

pick up

Press Star (*)

Enter your passcode and press Pound (#)

Dial the voicemail portal telephone number

Enter your extension

Enter your passcode and press Pound (#)

TO CHECK A GENERAL VOICEMAIL BOX

Tap the Envelope icon (top left)

Press Star (*)

Dial the general voicemail box extension, then the passcode followed by Pound (#)

Note: To clear the Message Waiting indicator

While the phone is idle, dial *99

Press the Speakerphone button

Listen for “Voice Message Waiting Indicator has been cleared”

The call will automatically disconnect

Call Transfer

Call Transfer is used to move an active call to another phone or into voicemail. There are

three types of Call Transfer:

Consulted/Regular Transfer

Blind Transfer

Direct Transfer to Voicemail

You decide which one is best for the business scenario at hand. The default transfer type is

consulted.

CONSULTED TRANSFER

This will allow you to let the person receiving the call know who is on the line before

completing the transfer. YOUR Caller ID information will be presented to the receiving party.

While on a call, tap the Transfer softkey

Dial extension (or phone number) you want to send the held call to

Remain on the line until the person answers

Announce the name of the person who would like to be transferred

If accepted, tap the Transfer softkey to complete transfer

You may hang up the handset at this time

If the call is not accepted, tap the Cancel softkey to talk to the caller and ask if they

wish to be transferred directly into voicemail

BLIND TRANSFER

This will allow you to send a call directly without any introduction. If unanswered, the call will

go into voicemail (or forward if that is programmed). This transfer will pass through the Caller

ID information of the caller (NOT yours).

While on a call, press and hold the Transfer softkey

Tap Blind to check the box

Dial the extension

Press Pound (#) to send the digits immediately

You may now hang up the handset

DIRECT TRANSFER TO VOICE MAIL

If a coworker is out of the office or does not want to be interrupted, you may send a call

directly into voicemail. The receiving extension will not ring and will not show a missed call. If

the caller leaves a message, the message will be delivered in the usual way.

While on a call, tap the Transfer softkey

Dial *55

Dial the extension number

Press Pound (#)

You may now hang up the handset

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