Polycom VVX 400 Series Manual
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Polycom VVX 400 Series Manual

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Phone Training
VVX 400 and 300 series phones

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Summary of Contents for Polycom VVX 400 Series

  • Page 1 Phone Training VVX 400 and 300 series phones...

  • Page 2: Phone Models

    Phone models VVX 411 – screen with buttons  VVX 311 – black & screen with buttons  Both phones are functionally the same  If you can use one, you can easily use the other ...
  • Page 3 VVX 400 / 410 / 411 Color screen Home Not touch-screen Arrow keys Favorite keys Soft keys Headset Transfer Speaker Voice Mail Mute Hold Volume...
  • Page 4 VVX 300 / 310 / 311 Black & white Home screen Not touch-screen Arrow keys Favorite keys Soft keys Headset Speaker Transfer Mute Voice Mail Volume Hold...
  • Page 5 Voice Mail Press the Envelope button, next to  Enter Passcode 3724 press  Enter new passcode, hit #, do this twice  digits  At beep, record Name, hit  NOTE: Name is just Name, not greeting ...
  • Page 6 Greetings Press to record your Busy greeting  DND, in a meeting, on vacation, out of office  Press to record your No Answer greeting  Daily greeting, call waiting greeting  Or use the default greetings ...
  • Page 7 Greetings Busy greeting  Do Not Disturb, out of office greeting, in a meeting  - Do Not Disturb - key turns this on and off  Phone does ring  Straight to voice mail, caller hears Busy greeting ...
  • Page 8 Greetings No Answer greeting  Daily greeting, call waiting greeting  Phone rings times  If not answered, call goes to Voice Mail  Caller hears No Answer greeting  If you’re on the phone and don’t answer a  second call, they hear the No Answer...

  • Page 9: Do Not Disturb

    Do Not Disturb soft key under More  DND icon next to extension  DND icon at top right  DND off DND on Calls go straight Receiving calls to voice mail...

  • Page 10: Voice Mail Indicators

    Voice mail indicators flashing light on top of phone  X new messages at top of screen  Envelope icon next to number  Stutter dial-tone – hmm, hmmm, hmmmmm  Possible email copy too ...

  • Page 11: Checking Voicemail

    Checking voice mail your phone  Press Envelope button  At a different phone  press Envelope  then  then your extension, then press  then passcode, then  From an outside phone  call your phone number Voice Portal ...

  • Page 12: Voice Mail To Email

    Voice mail to email Carbon copy of voice mail to email as a WAV sound file  Sound file is separate from voice mail  You still need to maintain the voice mail box  Additional options available ...
  • Page 13 Display and soft keys Soft Keys change based on usage  Only shows keys you can  More keys shows more keys  Top right shows phone status ...
  • Page 14 Dialing 9 and 1 No need to dial or even anymore  digit external ...

  • Page 15: Placing Calls

    Placing calls Dial on keypad first, hit Dial – talking on speaker  Lift handset, hit Send – talking on handset  Send Dial are the same ...
  • Page 16 RING RING!! Lift handset  Answer – talking on speaker  4 rings then vmail ...
  • Page 17 Answer multiple calls Beep Incoming Call  Tell first person “Please hold”  Answer on second call  1st call is automagically held ...
  • Page 18 Resume Resume is the ONLY way to get back to a Held call  Arrow to select the call ...
  • Page 19 Resume Resume is the ONLY way to get back to a Held call  Arrow to select the call  Resume ...
  • Page 20 Resume If you have only one call on Hold  If you put handset back in cradle  Must hit Resume before you pick up the handset ...
  • Page 21 Ending a call Replace the handset  End Call  Ending an active call does  connect you back to a held call – you must Resume...
  • Page 22 Transferring a call Transfer  Dial the other party  Press Send ...
  • Page 23 Transferring a call Tap Transfer  Dial the other party  Press Send  RING RING!!  Person receiving transfer  sees YOUR Caller ID Be sure to talk!! ...
  • Page 24 Transferring a call Transfer again to finish  Transfer  Send&TALK  Transfer ...

  • Page 25: Blind Transfer

    Blind transfer Press Transfer for a few seconds ...
  • Page 26 Blind transfer Blind Transfer window appears  Dial other party, press Send  You are given a chance to talk  Call goes out  Call has ORIGINAL Caller ID  Long press TransferBlindSend ...
  • Page 27 Transfer to voice mail Press Transfer, then  Enter the extension, then  *55 xxx # ...
  • Page 28 Park and Retrieve While on a call press Park  Enter an extension  Must Park call to an  extension affect on extension  Press enter  “The call has been parked”  Find the person ...
  • Page 29 Park and Retrieve To retrieve a call, press  Retrieve Enter the extension  Press Enter  The call is retrieved  If not retrieved, call  comes back to you as “Recall”...
  • Page 30 Paging 2 ways to page - you may  have one or both Through the phone  Select Paging  Select 1 or 3  Page  Wait for the beep, then talk  ALWAYS hang up at the end of a page!! ...
  • Page 31 Conference calls More then Confrnc  Call the other person and talk  More then Confrnc again to start conference  End Call to end the conference or hang up ...
  • Page 32 Call lists Temporary list of last Calls  Access lists with the arrows  Left – incoming  Right – outgoing  Down – missed  Missed calls message ...
  • Page 33 Call lists Home to exit list  Home twice exit  Home...

  • Page 34: Home Button

    Home button Home button once  Home Icons repeat of some controls  DND, voice mail, New Call  Settings  Ring type  Screen brightness  Additional settings  Directories  Your directory  Company directory ...
  • Page 35 Favorites Add Contact  Press Save  Name Phone number...
  • Page 36 Forwarding Press Forward  Press Always ...
  • Page 37 Forwarding Enter the number to  forward to Press Enable or  Disable Number is displayed  and saved for next time...
  • Page 38 Forwarding Bouncing arrow icon  Fwd: at top right ...

  • Page 39: Call Center Agents

    Call center agents To sign in press Asignin  To sign out press Asignout ...
  • Page 40 Call center agents To go on break press Unavailable  Select code and press Enter  To go back in after break press Available ...

This manual is also suitable for:

Vvx 400Vvx 300Vvx 311Vvx 411Vvx 310Vvx410

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