Polycom VVX 400 Series Training
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Polycom VVX 400 Series Training

Polycom VVX 400 Series Training

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See also: Reference Manual , User Manual
Polycom VVX 400 Series Training
Fuze Training Department
Copyright 2018 Fuze, Inc. All rights reserved. Information in this document is subject
to change without notice. The software described in this document is furnished
under a license agreement or nondisclosure agreement. The software may be used or
copied only in accordance with the terms of those agreements. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted in any
form or any means electronic or mechanical, including photocopying and recording
for any purpose other than the purchaser's personal use without the written
permission of Fuze, Inc. Fuze, Inc. 2 Copley Place, Suite 7000 Boston, MA 02116,
800.890.1553
1

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Summary of Contents for Polycom VVX 400 Series

  • Page 1 Polycom VVX 400 Series Training Fuze Training Department Copyright 2018 Fuze, Inc. All rights reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements.
  • Page 2 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout, and available views of the Polycom VVX400 Series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...

  • Page 3: Phone Overview

    Phone Overview Overview The Polycom VVX 400 Series phones have a color, graphical LCD screen. This desk phone supports twelve line appearances and high- definition (HD) voice on all audio paths (speaker, handset, headset). The device also has user- friendly navigation options and a number of specific function keys.
  • Page 4 • Message Waiting Indicator: Flashes red to indicate new messages • Line keys: Gives access to phone lines, parking lots, and favorites in Lines view • Home key: Press the key from any screen to display the Home view (from Home view, press once more to display other phone views) •...
  • Page 5 • Messages key: Press key to access the message center • Transfer key: Press key to initiate call transfer • Speaker: Provides ringer and hands-free (speakerphone) audio output • Dial pad: Enables the entering of numbers, letters, and special characters •...
  • Page 7 • In Lines view, a line key can be pressed to access the Dialer and view the number of active or held calls on the phone, as shown in the graphic above • In Lines view, the order of appearance on the display would be, line appearance, parking lots, buddy lists and speed dial •...

  • Page 8: Calls View

    Calls View • Default view while a call is active or on hold • Call status is indicated by color ‐ Dark green = Active call Held Call ‐ Gray = Incoming call Active Call ‐ Bright blue = Held call Copyright 2019, Fuze Calls view can be accessed if the phone has an active and held call in progress, or if one call is on hold.
  • Page 9 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout and available views of the Polycom VVX400 series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...

  • Page 10: Placing Calls

    Placing Calls From either the Home view or Lines view, dial the number to call, followed by: • Picking up the handset • Pressing the Headset • Pressing the Speakerphone Copyright 2019, Fuze Calls can be placed in these ways: •...

  • Page 11: Answering Incoming Calls

    Answering Incoming Calls Answer incoming calls by: • Picking up the handset • Pressing the Answer soft key • Pressing the Headset key • Pressing the Speakerphone key Copyright 2019, Fuze If the phone is already in handset, speakerphone, or headset mode, press Answer and the phone will automatically use the mode that is currently being used.

  • Page 12: Rejecting Incoming Calls

    Rejecting Incoming Calls • Press the Reject soft key to stop the phone from ringing Rejected calls will be directed straight to voicemail Rejected calls display in the Recent Calls list Copyright 2019, Fuze...

  • Page 13: Forwarding Incoming Calls

    Forwarding Incoming Calls Forward allows an incoming call to be passed along to another number or extension without answering the call • Press the Forward soft key, enter the number to forward the call to, and then press the Forward soft key again There is a limited amount of time to enter the forwarding number...

  • Page 14: Ignoring Incoming Calls

    Ignoring Incoming Calls Ignore allows an incoming call to be silenced • Press the More soft key and then the Ignore soft key to silence the ringer during an incoming call Device will still display the incoming call, allowing the call to be answered If the call is not answered, it will be sent to voicemail at the end of the ring cycle Copyright 2019, Fuze...
  • Page 15 Transferring Calls Attended • Press the Transfer soft key to begin the process ‐ While performing a transfer the caller will be placed on hold • Enter a number • Press the Transfer soft key as soon as a ring-back tone is heard or wait until after speaking to the recipient Press the Cancel...
  • Page 16 Transferring Calls Blind Blind transfer allows for the transfer of a call without talking to the recipient first • Press the Transfer soft key and then press Blind soft key • Enter a number to complete the transfer • The recipient will see the original caller’s Caller ID Copyright 2019, Fuze...

  • Page 17: Conferencing Calls

    Conferencing Calls A conference call can be created with up to two other people • Press the More soft key, and then press Confrnc soft key from an active call ‐ The caller will be placed on hold • Enter a number and once the recipient answers, press the Confrnc soft key to...

  • Page 18: Holding Conference Calls

    Holding Conference Calls When a conference call is placed on hold, all participants are on hold No one in a held conference call can hear other participants • Press the Hold soft key to place participants on hold • Press the Resume soft key to resume a held call...

  • Page 19: Ending Conference Calls

    Ending Conference Calls • Press the End Call soft key to terminate participation in the conference call When End Call is pressed, call participants remain connected to each other Have callers hang up to fully terminate the conference call Copyright 2019, Fuze...
  • Page 20 Splitting Conferencing Calls • Press the Split soft key o terminate the conference and place the callers on hold Participants will not be able to speak to each other It is possible to toggle between each call privately Copyright 2019, Fuze From Lines or Calls view, press Split •...

  • Page 21: Forwarding All Calls

    Forwarding All Calls • Press the Forward soft key There are three distinct types of call forwarding ‐ Always forwards all incoming calls ‐ No Answer forwards all unanswered calls ‐ Busy forwards calls that arrive when already in a call •...
  • Page 22 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout and available views of the Polycom VVX 400 Series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...

  • Page 23: Setting Up And Accessing Voicemail

    Setting Up and Accessing Voicemail • Press Messages to access the Voicemail Message Center ‐ This is where voicemail is initially set up and can be configured at any time The phone will indicate when there is new voicemail by: ‐...
  • Page 24 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout and available views of the Polycom VVX 400 Series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...

  • Page 25: Searching For A Contact

    Searching for a Contact • Select Directories from the Home View • Press the Search soft key and enter criteria in fields by triple-tapping text • Press the Search soft key when done • Select the name and then press the Dial soft key to call contact Contact is the phone number/extension...

  • Page 26: Editing A Contact

    Editing a Contact • Press the Info soft key after locating the contact • Press the Edit soft key, amend relevant fields, then press the Save soft key • Press the Info soft key, then the More soft key, and then the Delete soft key to delete a contact from the directory...

  • Page 27: Adding A Contact

    Adding a Contact • Press the soft key from Contact directory • Add relevant information to fields • Press the Save soft key to save contact Remove Index number to keep contact from appearing as a Favorite/Speed Dial Copyright 2019, Fuze Favorite Index is automatically added when entering a new contact.
  • Page 28 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout and available views of the Polycom VVX 400 Series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...
  • Page 29 Utilizing Do Not Disturb Do Not Disturb (DND) mutes the ring tone and sends all incoming calls to voicemail • Press the soft key to enable Do Not Disturb icon will display in the status bar and to the left of extension in lines view Calls received while is active are logged in the Recent Calls list...
  • Page 30 Utilizing a Buddy List A Buddy List is a list of speed dial users whose status can be monitored from the phone Buddy List options will allow a user to: ‐ Update presence status ‐ Set up and manage a buddy list ‐...
  • Page 31 Utilizing a Buddy List Monitor other people’s status by adding contacts to the Buddy list • Select a contact and press the Edit soft key from the Contact Directory • Navigate to Watch Buddy and select Enable • Press the Save soft key Quick dial a buddy from the lines view...
  • Page 32 Setting Buddy List Status My Status displays the current status for other users to see The phone will automatically update status information when on a call Copyright 2019, Fuze When the status is updated on the phone, that new status is visible to others. Available statuses include: •...
  • Page 33 • From the Idle Timeout screen, enable an office hours or off hours timeout period, and enter the number of minutes the phone can be idle before the status changes to Away...
  • Page 34 Utilizing Parking Call parking is the ability to put calls on hold on one phone and then be able to pick up that call from another phone • Press one of the available park line keys on the phone The call will go into the selected parking lot •...
  • Page 35 Utilizing Hoteling Hoteling allows users to move from phone to phone while maintaining the same configurations • Press the Log in soft key • Enter User ID and Password • Press the Log in soft key - User’s extension and settings will appear on the screen It is possible to sign out of a phone manually or automatically...
  • Page 36 Utilizing A Shared Extension A shared extension allows a user to have a secondary phone line displayed that would be shared with another user. Shared extension capabilities include park and pick- up calls on that line, answer and place calls from that line, as well as view call status.
  • Page 37 Up to 3 Expansion Modules can be attached to Polycom VVX 400 Series phone While sidecars are plug-and-play devices that are powered by the host Polycom VVX phone, Fuze must first enable the device for the customer in 40 multifunctional...

  • Page 38: Managing Queues

    Managing Queues Queue calls will be presented with caller ID Agents can use Custom Extensions (star codes) to login, pause, and logout out of the queue Custom Extensions are unique to each tenant. Fuze reserves some numbers for general use (voicemail, call monitoring, etc.) Copyright 2019, Fuze...
  • Page 39 Training Objectives After attending this training, users should have a basic understanding of: • Overview, layout and available views of the Polycom VVX 400 Series • Call features, including placing, receiving, and managing calls • Setting up and accessing voicemail •...
  • Page 40 The Message Center can only be accessed by dialing *123. False In Contact Directory, “Contact” field is the phone number. True While on DND mode, all calls will be directed to voicemail. True All Polycom VVX 400 models can use the Parking and Hotel features. True Copyright 2019, Fuze...
  • Page 41 Thank You!

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