Polycom VVX 400 Series Business Media Phones User Guide

Polycom VVX 400 Series Business Media Phones

Specifications

• Speaker: Provides ringer and hands-free (speakerphone) audio output.
• Dialpad: This enables you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers.
• Security slot: The connector on the back of your phone enables you to attach a laptop cable lock to your phone so that you can secure it to a desktop.
• Message Waiting Indicator: Flashes red to indicate new messages.
• Home key: Press from any screen to display the Home view. From Home view, press to alternate between Home and Lines view.
• Screen: The 3.5-inch diagonal screen is backlit.
• Navigation keys/Select key : Scroll through displayed information or options. Select a field of displayed data.
• Headset key: This enables you to place and receive calls through a headset. The key glows green when an analog headset is activated.
• Speakerphone key: This enables you to place and receive calls using the speakerphone. The key glows green when activated.
• Mute key: Mutes local audio during calls and conferences. The key glows red when activated.
• Volume keys: Adjust the volume of the handset, headset, speaker, and phone ringer.
• Microphone: Transmits sound to other phones.

Product Usage Instructions

Phone Views
Your phone has three main Views: Home, Calls, and Lines view (the default). You can access the Home and Lines view at any time. If your phone has one or more calls, you can also access the Calls view. For a Home view from any menu, press the Home key. Press the Home key to alternate between Home and Lines view.

Home view

• The home view displays icons you can select to access phone functions. From the Recent Calls list, press Sort to sort and order calls, press Type to display only certain calls, or select a call record to call the person.
• Enterprise Directory: This is a searchable list of all the users within your company. You can select an entry and press the Dial key to call that number.
• If you do not wish to have your name and number listed in the Enterprise Directory, contact Rogers Business Technical Support at 1-877-742-9249 to have your privacy settings updated.
• You can use the right, left, up, and down arrow keys to display more icons.

Directories View
Directories view displays the following four options:

• Recent Calls : This is a list of recent calls. You can select an entry and press the Dial key to call that number. You can enter a name to search using the phone’s dial pad. To see the entire directory, enter * into the search box.
• Enterprise Common Directory: The Enterprise Common Directory allows the user to view the common contacts (names and phone numbers only) of the enterprise.
• Group Common Directory: This is the directory allowing the group users to view the common contacts (names and phone numbers only) within the same group. Note: Only the Group Administrator can make changes to this directory.
• Personal Directory: The Personal Directory enables users to view, add, modify, or delete details such as names and phone numbers of the contacts in the user’s directory stored on the server.

KEY FUNCTION

The information in this guide applies to the VVX® 400 Series phones. Confi gurations vary and the screen displays used in this guide may not refl ect those on your phone. For more information please contact your Rogers Business Support Representative.

Viewing your phone keys and hardware

Dialpad

| Enables you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers.

Security slot

| The connector on the back of your phone enables you to attach a laptop cable lock to your phone so that you can secure it to a desktop.
Message Waiting Indicator| ****

Flashes red to indicate new messages.

Home key| Press from any screen to display the Home view. From Home view, press
Screen| The 3.5-inch diagonal screen is backlit.
Feature| Description
---|---
Navigation keys/Select key| Scroll through displayed information or options. Select a field of displayed data.

Headset key

| Enables you to place and receive calls through a headset. The key glows green when an analog headset is activated.

Speakerphone key

| ****

Enables you to place and receive calls using the speakerphone. The key glows green when activated.

Mute key

| Mutes local audio during calls and conferences. The key glows red when activated.
Volume keys| Adjust the volume of the handset, headset, speaker, and phone’s ringer.
Microphone| Transmits sound to other phones.

Phone views
Your phone has three main Views: Home, Calls, and Lines view (the default). You can access the Home and Lines view at any time. If your phone has one or more calls, you can also access the Calls view. For a Home view from any menu, to alternate between Home and Lines view.

Home view
The home view displays icons you can select to access phone functions

You can use the right, left, up, and down arrow keys to display more icons.

Directories View
Directories view displays the following four options:

Recent Calls
This is a list of recent calls. You can select an entry and press the Dial key to call that number.

Viewing Recent Calls
From Lines view, do one of the following:

• Press , select Directories, and select Recent Calls to view your Recent Calls list.
• Press the right arrow key to view the recent Placed Calls.
• Press the left arrow key to view the recent Received Calls.
• Press the down arrow key to view the recent Missed Calls.
• Press the up arrow key to view Favorites.

From the Recent Calls list, press Sort to sort and order calls, press Type to display only certain calls, or select a call record to call the person.

Enterprise Directory^
This is a searchable list of all the users within your company. You can select an entry and press the Dial key to call that number.

You can enter a name to search using the phone’s dial pad. To see the entire directory, enter* into the search box.
Note: If you do not wish to have your name and number listed in the Enterprise Directory, contact Rogers Business Technical Support at
1-877-742-9249 to have your privacy settings updated.

Enterprise Common Directory^
The Enterprise Common Directory allows the user to view the common contacts (names and phone numbers only) of the enterprise.

Group Directory^

• The Group Directory enables users to view the contact details such as work, extension, and mobile numbers of contacts.
• Users can query by name, phone number, extension, etc.
  Note: If you do not wish to have your name and number listed in the Enterprise Directory, contact Rogers Business Technical Support at 1-877-742-9249 to have your privacy settings updated.

Group Common Directory◊
This is the directory allowing the group users to view the common contacts (names and phone numbers only) within the same group.
Note: Only the Group Administrator can make changes to this directory.

Personal Directory◊
The Personal Directory enables users to view, add, modify, or delete details such as names and phone numbers of the contacts in the user’s directory stored on the server.

Lines view
Lines view displays phone Lines, Favorites, and soft keys.

If your phone is idle, you can press the Line key to access the Dialer.

Tip: Referring to Soft Keys
In this guide, soft keys are referred to by their name only. For example, to end an active call, press End Call.

Referring to Soft Keys
In this guide, soft keys are referred to by their name only. For example, to end an active call, press End Call.

Calls view
If your phone has one or more calls, you can access the Calls view. Call color indicates status:

• Dark green— Active call
• Bright blue— Incoming call
• Dark blue— Held call

Use the up and down arrow keys to select a call (highlight it). The soft keys control the highlighted call.

Entering data

• Use the dialpad keys to enter information. To backspace, press Backspace.
• To type with the dial-pad keys, press a key repeatedly to view the character options and stop to select.
• To type other characters, press Encoding or Mode. When using the dial-pad keys, use the 1, *, 0, and # keys.

About calls
Only one call can be active at one time. You can use the handset, speakerphone, or headset for calls. During a call, you can change modes by picking upthe handset, or by pressing .
If you navigate away from your call(s), press to see Active Call or Calls view again.

Tip: Switching between Lines and Calls view

• When in the Calls view, switch to the Lines view by pressing More > Lines.
• Switch back to the Calls view by pressing More > Calls.

Placing calls
Pick up the handset, or press Enter the phone number, and press Send. Or enter the phone number first, then press Dial, pick up the handset, or press .
From Lines view: Press the phone Line key, enter the phone number, and press Send. From Home view: Select New Call using the left and right arrow keys. Enter the phone number, and press Send.

Tip: Placing calls quickly
Select a recent call or Favorite, or select a contact’s phone number in the Contact Directory.

Answering calls
To answer with the speakerphone, press or tap Answer. To answer with the handset, pick up the handset. To answer with a headset, press . To answer a new call while on an active call, press Answer. The current call will be held.

Ending calls
To end an active call, replace the handset, . Or, press End Call. To end a held call, navigate to the Calls view and highlight the held call. Press Resume, and press End Call.

Holding calls

• From the Calls view, press Hold or. Remember to highlight the call first.
• To resume a held call, press Resume or Again.

Transferring calls

• From the Calls view, press Transfer or, and call the other party. When you hear the ringback tone, or after you talk with the other party, press Transfer again. Press Blind to complete a transfer without waiting for the ringback tone.

Forwarding calls

• To enable call forwarding, press Forward from Home or Lines view. Select the forwarding type to enable, enter a forwarding number, and press Enable.
• To disable call forwarding, press Forward from Home or Lines view, select the forwarding type to disable, and press Disable.
• To enable per-call forwarding: As your phone rings, press Forward, enter the forwarding number, and press Forward.

Placing Conference Calls

• Call the first party, and after the call connects, press More, and select Confrnc. Then, dial and connect with the second party and press Confrnc again. From the Lines or Calls view, you can:
• Press Hold to hold all participants.
• Press End Call to remove yourself from the call, but keep the other participants connected.
• Press Manage (if available) to manage each participant.
• Press Split to end the conference and hold all participants.

Tip: Placing conference calls
If you have an active and held call, press Join to set up a conference.

Tip: What does the Star mean?

• A star, , indicates a favorite.

Listening to Voicemail
An envelope, , adjacent to a Line key, indicates that you have voicemail. Select Messages from Home view or press, and select Message Center. Press Connect and follow the prompts or dial *98.

Muting the microphone

• During a call, press so other parties can’t hear you. To disable Mute, press again.
• This applies to calls using the handset, headset, and speakerphone.

Using Do Not Disturb
To enable or disable ringing, press DND from Home or Lines view. When Do Not Disturb is enabled, the DND icon, , displays in the status bar and beside the appropriate Line key.

Adjusting volume
To change call volume, press during a call. To change the ringer volume, press   when the phone is idle or ringing.
VoIP phone emergency 9-1-1 features differ from traditional 9-1-1 services. Visit business.shaw.ca/smartvoice911 for more information.

FAQ

• Q: How can I adjust the volume of the phone’s ringer?
  • A: You can adjust the volume of the phone’s ringer by using the Volume keys.
• Q: How do I activate the speakerphone?
  • A: To activate the speakerphone, press the Speakerphone key. The key will glow green when activated.
• Q: How can I mute the audio during a call?
  • A: To mute the audio during a call, press the Mute key. The key will glow red when activated.

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