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Summary of Contents for Intermedia Polycom VVX 400
- Page 1 Polycom VVX 400/410 Desk Phone Owner’s Manual V.3...
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Page 2: Table Of Contents
INTRODUCTION ............................. 4 Using this Document Notational conventions ..................4 Typographical conventions ..........................4 Special messages............................4 Definition ................................ 4 Basic Requirements ............................5 USING YOUR HOSTED PBX PHONE SYSTEM ..................... 7 System Description ............................7 Getting Started ............................... 7 Polycom VVX400/410 Desk Phones Introduction to your Polycom Desk Phone ........... - Page 3 Change the Number of Rings Before Voicemail Picks Up ................39 CALL LISTS AND DIRECTORIES ......................40 Managing Call Lists............................40 Managing Contacts ............................41 Adding Contacts Manually ........................... 41 Adding Contacts From Call Lists ........................42 Editing Contacts ............................42 Deleting Contacts ............................
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Page 4: Introduction
Introduction Congratulations on purchasing the Intermedia Hosted PBX phone system and service. You will now be able to share your phone connection between fixed & wireless handsets and across multiple locations using the latest in ‘Voice over IP’ services. This User Guide will show you how to setup and use your new PBX phone system and service. -
Page 5: Basic Requirements
Basic Requirements The Hosted PBX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly. -
Page 6: Using Your Hosted Pbx Phone System
Using Your Hosted PBX phone system System Description The Hosted phone system supports up to 100 phones • You can have as few as one phone at an address • Cordless phones can be used in conjunction with Desk Phones or can be installed stand alone •... -
Page 7: Before You Use Your Phone
Before You Use Your Phone The image below and table describe the various feature buttons of your phone. Button Description Voicemail Flashing red light indicates there is a Indicator voicemail on the phone. The home key returns you to the Home Screen of the phone. -
Page 8: Interacting With Your Polycom Vvx400/410 Desk Phones
Volume up and down key Microphone Transmits sound without using the handset, this is an audio input device. Speaker Transmits sound without using the handset, this is for audio output. Allows entery of numbers, letters and other characters, also allows for selec- Dial Pad tion of numbered menu items. -
Page 9: Screen Saver
Screen Saver The Screen Saver automatically displays when the phone has been idle for 60 seconds. The Screen Saver displays: • Your Extension Number • The Company/Enterprise name we have on file Your phone is still fully functional. To disable the lock screen simply start dialing a number, press the home button, or pick up the handset. -
Page 10: Main Menu Screen
Main Menu Screen: This screen is the first point for more menu selections. You can reach this menu at any time by pressing... -
Page 11: Adjusting The Volume
Adjusting the Volume Press to adjust receiver volume during a call. Pressing these keys in the idle state adjusts the ringer volume. -
Page 12: Desk Phone- Basic Call Features
Desk Phone– Basic Call Features Placing Calls You can place a call in many ways using your Desk Phone: • using the handset • using the speakerphone • using the headset You can also dial the number first—called “hot dialing”— and then choose the method you will use to speak to the other party. -
Page 13: To Place A Call Using Hands-Free Speakerphone Mode
To place a call using Hands-Free Speakerphone mode: Do one of the following: With the handset on-hook 1. From the idle screen, press the New Call key or press to obtain dial tone. 2. Dial the number using the dial pad and press the Send key or wait for the call to automatically connect. -
Page 14: Placing A Second Call
From the idle screen, press the “New Call” key or p r e s s to obtain dial tone. Dial the desired number using the dial pad. With the optional headset connected: Dial the desired number using the dial pad. Press Additional information on headsets can be found on page 48 of this guide. -
Page 15: Answering Calls
Transfer: Transfers the highlighted call to specified phone number or extension. After pressing transfer, dial the desired number or extension and then press Transfer again to connect the call. See the Call Management Features section for further information. More: Cycles through additional soft-key actions. Conference: allows you to add a party to that call. -
Page 16: To Answer A Call Using The Headset
To answer a call using the headset: Press or follow the instructions for your optional headset. Additional information on headsets can be found on page 48 of this guide. Using Automatic Answer: Automatic Answer allows a call to be answered without touching the phone. The incoming call still shows on the display and does provide the Answer and Reject keys. -
Page 17: Inbound Caller Id
Auto Answer 2. Select Auto Answer SIP Calls 3. Select Yes 4. Press the Save key. Disabling Automatic Answer: Press > Settings> Basic> Preferences> Auto Answer Select Auto Answer SIP Calls Select No Press the Save key. Inbound Caller ID Caller ID Name and Number are presented on the screen of your phone with each inbound call. - Page 18 Forwarding). All incoming calls can be forwarded to voicemail while Do Not Disturb is enabled on your phone. Static Forwarding Static Forwarding allows you to automatically send all incomingcalls to anotherphone number or extension. You can forward all calls immediately, after a specified number of rings, or if the line is busy. To forward all incoming calls to another party immediately: From the idle display, press the Forward key.
- Page 19 b If you selected No Answer, you will see that your phone number is entered in the Contact field by default. By entering your own phone number in this field, the phone will send callers to your voicemail box if you do not answer.
- Page 20 Press the Enable key to confirm call forwarding. Fwd: [destination number] appears alternating with the date/time and voice message indicator to confirm call forwarding is enabled. To Disable Call Forwarding: From the idle display, press the Forward keyon the display. Select the option to change.
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Page 21: Call Management Features Call Hold
Enabling Do Not Disturb Do Not Disturb prevents the phone from ringing and sends callers directly to your voicemail box. To enable Do Not Disturb: From the Idle Screen, press the DND key Press 1. Select Settings 2. Select Features 3. -
Page 22: Conferencing Calls
Conferencing Calls You can create a conference with other parties using the phone’s local conference feature. There are two ways to do this. • Joining two calls • Adding calls Joining Calls You can create a conference at any time between an active call and a call on hold by pressing the Join key. - Page 23 Splitting Joined Calls After you have joined two calls, you may split those calls back to their individual calls. To split a Joined call: Press Split key to split the joined calls. All calls are split into individual calls and put on hold Setting Up Conference Calls You may conference up to two calls plus yourself (a 3-way call).
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Page 24: Transferring Calls
Splitting Conference Calls After you have created a conference call, you may split those calls back to their individual calls. To split a conference call: Press the Split key to split the conference. All calls are split into individual calls and put on hold. Ending Conference Calls To end a conference call: Press the End key or hang up. - Page 25 Performing a Consultative (Warm) Transfer To transfer a call: During a call, press the Transfer Key. The active call is placed on hold. Enter the number to which you want to transfer the call. As soon as you hear the ring-back sound or after the party answers (and you speak to the party), press the Transfer key again.
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Page 26: Note
Using Network-based Call Transfer This call transfer method is used when you want to transfer a call without tying up two lines on your phone system. It uses the Intermedia network to transfer the call instead of the phone system. -
Page 27: Paging (Intercom)
Paging (Intercom) To page to all phones Paging allows you to speak to all phones at the same time through their speaker phone. If you pick up the handset during a page, you will hear the message in the handset. Paging is used to make announcements such as “Jim, you have a visitor in the lobby”... -
Page 28: Mute
Mute The mute feature allows you to hear the other party, but they cannot hear you. During a call, press . The button turns red and a microphone on the screen indicates that the other party (or parties) cannot hear you. Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. -
Page 29: Call Recording
Call Recording The Call Recording feature allows you to record calls whenever you wish via the *80 command. Intermedia Call Recording comes in two flavors; Automatic and On Demand. Only On Demand recording may be initiated from the desk phone. - Page 30 Once created, the recorded phone conversation will be stored within your desk phone’s voicemail web interface. To access your recordings: 1. Navigate to https://www.intermedia.net/login/voice/ 2. Log in with your phone number and voicemail PIN 3. Click on the Call Recordings tab to listen to and manage your...
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Page 31: Managing Incoming Calls
Managing Incoming Calls You can distinguish incoming calls by setting distinctive rings for contacts in your contact directory, sending particular calls directly to your voice mail, or transferring particular calls to another party. Rejecting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail. -
Page 32: Using Voicemail
Messages can be retrieved from the Desk Phone, any other phone or through a personal website at https://www.intermedia.net/accesslinelogin/index.asp Your phone indicates the presence of new voicemail messages by a flashing Message Waiting Indicator LED on the front of the phone and a visual notification on the screen as well as a listing the number of voicemails in the top right corner of the idle screen. -
Page 33: Retrieving Messages When You Are Away From The Office
Retrieving messages when you are away from the office Dial your Desk Phone and allow it to ring When your voicemail greeting begins to play, enter your PIN over your greeting. Returning a Call While listening to a message or after listening to a message, press 9* to call that person back You may return to your voicemail box WITHOUT calling back in by pressing ## after talking to the person you called back... -
Page 34: Forward Voicemail Messages Via The Phone
Record an introduction to the message. Touch * to send the message Logging into your Voicemail Box via the Web Go to https://www.intermedia.net/accesslinelogin/index.asp Enter your Desk Phone Number and PIN Click Login Retrieving messages via the Web Once logged in, click the Play button associated with the voice-... -
Page 35: Forward Voicemail Messages Via The Web
(providing they are in your company and have an Intermedia phone) Once logged in click the Forward button associated with the voicemail message you wish to forward Enter one or more email address or one or more Intermedia phone numbers Click the Continue button... - Page 36 If you have entered email address, fill in your email address, the subject line and any message you wish to include Select the delivery method: Send a link to the voicemail message or sent the voicemail message as an attachment Click the Send button when finished...
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Page 38: Voicemail Notification Via Email
You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. Go to https://www.intermedia.net/accesslinelogin/index.asp Enter your Desk Phone Number and PIN Click Login Select the Personal Info Tab at the top of the web page... -
Page 39: To Create A Voicemail Group
To Create a Voicemail Group A Voicemail Group allows you to quickly forward a voicemail message to multiple other people without entering each person individually. Voicemail groups are created through your personal website. Once logged in, select the Personal Info Tab Select the Group Manager button Click the Create Group button Assign a Group Number- used when forwarding to a group... -
Page 40: Change The Number Of Rings Before Voicemail Picks Up
Change the Number of Rings Before Voicemail Picks Up Your Voicemail box is programmed to take messages when you can’t answer your phone. If you want the phone to ring more or less times, you may change this setting: From the Idle screen, press the Forward key. Select No Answer Highlight Forward After Rings Change the number of rings... -
Page 41: Call Lists And Directories
Call Lists and Directories Managing Call Lists Your phone maintains local lists of missed, received, and placed calls. Each list contains 100 entries. To view call lists: Press the button Select Directories Select Recent Calls Filter the list by pressing the Type key and selecting a filter. From the Idle screen, the directional pad has the following as default shortcuts: Up: Favorites list... -
Page 42: Managing Contacts
Press again to return to the idle screen. Managing Contacts You can store 9999 contacts in your phone’s directory. You can add, edit, delete, dial, or search for a contact in this directory. You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts. -
Page 43: Adding Contacts From Call Lists
6. Enter the last name of the contact from the keypad. Enter a contact number. This is a required field and it must be unique (not already in the directory). (Optional.) Change the Speed Dial Index (listed as Favorites in the Contact Directory). -
Page 44: Deleting Contacts
3. Select Contact Directory 4. Select the contact you wish to edit 5. Press the Edit key. 6. Edit the contact information. 7. Select Save to accept changes. 8. Press again to return to the idle screen. Deleting Contacts To delete a contact from the local contact directory: 1. -
Page 45: Customizing Your Phone
Customizing your Phone You can customize your Polycom VVX 400/410 Desk Phone by adjusting the setting for time and date, and ring type, for example. You can add contacts to the phone’s directory manually or from call lists. You can handle incoming calls from different contacts in different ways. -
Page 46: Changing The Backlight Intensity
The following figure shows the Clock Time menu. Press to return to the idle display. Changing the Backlight Intensity Backlight intensity on the Desk Phone has three components: • Backlight On • Backlight Idle • Maximum Intensity • Backlight Timeout You can modify the Backlight On intensity and the Backlight Idle intensity separately. -
Page 47: To Modify The Backlight Intensity
• A call is in progress • A call is on hold • There is an incoming call (ringing) • There is an outgoing call (ringing back) • Any menu shows on the display In all other cases, the Backlight Idle intensity applies. To modify the backlight intensity: Press Select Settings >... -
Page 48: Selecting The Correct Headset For Electronic Hookswitch
Selecting the Correct Headset for Electronic Hookswitch This feature allows you to answer your phone when you are using a headset. For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to www.polycom.com/support/voice enter “Headset Compatibility List”... - Page 49 To change the language: Press Select Settings > Basic > Preferences > Language. Select the language you want. Press to return to the idle display...
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Page 50: Installation Overview
Make sure you have received all of your phones and optional equipment Go to https://exchange.intermedia.net. Enter your login name and password to the Admin Portal Activate your phone lines Install your phones and optional equipment You have several options regarding how to setup your new phone system. - Page 51 This diagram depicts your setup options. By purchasing the optional Wireless Transmitter and Wireless Adapters you may also connect Desk Phones wirelessly. The following setup options ARE NOT supported: 1. Connecting one phone to another 2. Connecting a phone to the base unit then connecting a PC 3.
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Page 52: Assigning Extension Numbers And Phone Numbers To Phones
Each phone is assigned an extension and a phone number. Packing list includes a list of your phones and their associated phone numbers and extension. You should have also received and email from Intermedia with the phone numbers and extensions associated with each enhanced services such as an Auto Attendant or WebFax. -
Page 53: Installing Your Hosted Pbx
Installing your Hosted PBX Phone Installing Desk Phones Desk Phones can be installed in the following ways • You may connect Desk Phones Wirelessly to the Optional Wireless Transmitter and the Optional Wireless Adapters • You may connect Desk Phones to your existing router •... -
Page 54: Option 2: Connect Desk Phones Using Your Existing Data Network Then Connect The Phones To Your Computer
Option 2: Connect Desk phones using your existing data network then connect the phones to your computer If you already have a computer using a wall data jack or router/switch port, unplug the computer from the network, then connect the phone using the steps in Option 1. -
Page 55: Installing The Desk Phone Wirelessly
b. Stick the base into the desired slot until it clicks in place. Installing the Desk Phone Wirelessly The wireless adapter allows a desk phone to be used without a cord connecting it to the Wireless Transmitter. The range of the Wireless Adapter is 40 feet from the base unit. -
Page 56: Activating The Service
Before you can make or receive calls, you need to activate your phone line(s). This also activates the billing for your phone line(s). To activate your phone line(s): 1. Go to https://exchange.intermedia.net and enter your Administrator Portal login name and password 2. Click on the Activation tab. -
Page 58: Conformance
IMPORTANT SAFETY CONFORMANCE INFORMATION FOR IP PBX BASE UNIT AND DESKPHONES Conformance This equipment is designed for use in the United States. This equipment complies with the following standards: FCC Part 15, Subparts B, C, D FCC Part 68 UL60950 Analog extension ports: TNV3 CO port: TNV3 ADSL port: TNV3... -
Page 59: Fcc Information
but take it to a qualified serviceman when some service or repair work is required. Opening or removing covers can expose you to danger- ous voltages or other risks. Incorrect re-assembly can cause electric shock when the product is subsequently used. •... -
Page 60: Data Equipment
tification prior to connection. In some states, the state public utility com- mission, public service commission or corporation commission must give prior approval of connection. Data Equipment The table below shows which jacks are associated with which modes of operation: Mode of Operation USOC Jack Permissive... -
Page 61: Rf Radiation Exposure
This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications.
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