Page 1 USER GUIDE 5.9.0 | December 2018 | 3725-49077-006A ® ® Polycom Business Media Phones with Skype for Business...
Page 2 Open Source Software Used in this Product This product may contain open source software. You may receive the open source software from Polycom up to three (3) years after the distribution date of the applicable product or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you.
Page 3: Table Of Contents
Getting Started with VVX Business Media Phones........13 Overview of Phone Hardware and Keys................13 VVX 201 Hardware....................13 VVX 300 Series Hardware..................15 VVX 400 Series Hardware..................17 VVX 500 Series and VVX 600 Series Hardware............ 18 Securing Your Phone with the Security Slot............20 Navigating VVX Business Media Phones.................
Page 4 Reject Incoming Calls.....................51 Reject Calls from a Contact..................51 Rejecting Calls with Do Not Disturb............... 51 Redirecting Incoming Calls....................53 Forwarding Incoming Skype for Business Calls............. 53 Divert Calls to a Contact..................54 Video Calls on VVX Business Media Phones..........55 Polycom, Inc.
Page 5 Viewing a List of Skype for Business Conference Participants.........69 Exit the Roster......................69 Return to the Roster....................69 Managing Skype for Business Conference Participants........... 69 Muting Conference Participants................70 Demote or Promote Conference Participants............70 Enable and Disable Conference Announcements..........71 Remove Conference Participants................71 Polycom, Inc.
Page 6 Record a Conference Call....................84 Browse Recorded Calls.....................84 Play a Recorded Call......................85 Pause and Resume Played Recordings................85 Stop Playing a Recording....................85 Rename a Recording......................86 Delete a Recording......................86 Call Lists, Distribution Lists, and Directories..........87 Recent Calls........................87 Polycom, Inc.
Page 7 Skype for Business Contacts.................... 99 Unified Contact Store..................... 99 Add a Contact to Your Microsoft Skype for Business Contact List......99 View Skype for Business Favorites and Groups..........100 Assign Skype for Business Contacts to Line Keys..........100 Skype for Business Contacts' Presence Information..........101 Polycom, Inc.
Page 8 Display Meeting View on the Calendar..............115 Return to Day View....................116 Meeting Reminders....................116 Joining Calendar Meetings...................117 Navigating the Web and Idle Browsers................118 View the Idle Browser...................118 Open the Web Browser..................119 VVX Business Media Phones Settings............120 Polycom, Inc.
Page 9 Change the Volume....................133 Enable Acoustic Fence..................133 Update Your Skype for Business Presence..............134 Adding a Profile Photo to Display on the Lock Screen............134 Disable Hot Desking......................134 Clear Call Logs and Contacts..................135 Restrict Call Log and Contact Uploads................135 Polycom, Inc.
Page 10 Edit Your Phone's Bluetooth Device Name..............139 Disable Bluetooth Device Discovery................139 DTMF Dialing........................140 Connecting Polycom VVX Expansion Modules to Your Phone....141 VVX Color Expansion Module Hardware Features............141 Connect VVX Expansion Modules.................. 143 Connect Additional VVX Expansion Modules..............143 Assigning Contacts and Favorites to VVX Expansion Modules........
Page 11 Bluetooth Headset Issues....................174 Recording Issues and Solutions..................174 Better Together over Ethernet..................175 Troubleshoot Polycom BToE Connector Installation..........175 Troubleshoot Polycom BToE Connector Start Issues.......... 175 Troubleshoot Pairing Your Phone with Your Computer........176 Regenerate a Pairing Code for Manual BToE Pairing..........176 Login Credentials......................177...
Page 12 Set Log Levels........................ 177 Send Log Files to the Skype for Business Server Using the Web Configuration Utility.. 177 Send Log Files to the Skype for Business Server............178 Reset the Phone to Factory Defaults................178 Using an Approved Power Source.................. 178 Polycom, Inc.
Page 13: Before You Begin
• Related Documentation ▪ Getting Help This Polycom VVX Business Media Phones for Skype for Business User Guide contains overview information for navigating and performing tasks on VVX Business Media Phones. ® ® This user guide contains information for the following Polycom products and accessories: •...
Page 14: Getting Help
To register with the Polycom Community, simply create a Polycom online account. When logged in, you can access Polycom support personnel and participate in developer and support forums to find the latest information on hardware, software, and partner solutions topics.
Page 15: Getting Started With Vvx Business Media Phones
Use the following figures and tables to understand hardware features available on VVX business media phones. For more information about attaching phone hardware, including how to connect your phone to the network, see the Quick Start Guide for your phone available on your phone's support page on Polycom Voice Support. Related Links...
Page 16 Enables you to attach a universal security cable lock to your phone so you can secure it to a desktop. Navigation keys / Select key Scrolls through information or options displayed on the phone's screen. Selects a field of displayed data. Polycom, Inc.
Page 17: Vvx 300 Series Hardware
The following figure displays the hardware features on the VVX 300, 301, 310, and 311 business media phones. The table lists each feature numbered in the figure. VVX 300 series hardware features VVX 300 Series Hardware Feature Descriptions Reference Feature...
Page 18 Enable you to select a phone line, view calls on a line, or quickly call a favorite contact. Screen Shows a 3.2-inch (8.3 cm) diagonal screen with a backlight that enables you to view menus and data. Message Waiting Flashes red to indicate when you have new messages. Indicator Polycom, Inc.
Page 19: Vvx 400 Series Hardware
Position the handset so the protrusion on the tab fits into the slot on the handset. Speaker Provides ringer and speakerphone audio output. Soft keys Enable you to select context sensitive keys that display along the bottom of the screen. Polycom, Inc.
Page 20: Vvx 500 Series And Vvx 600 Series Hardware
Included on VVX 401/411 only. VVX 500 Series and VVX 600 Series Hardware The following figure displays the hardware features on the VVX 500, 501, 600, and 601 business media phones. The table lists each feature numbered in the figure. Polycom, Inc.
Page 21 Microphone Transmits audio to other phones. Volume keys Adjust the volume of the handset, headset, speaker, and ringer. Mute key Mutes local audio during calls and conferences. The key glows red when activated. Polycom, Inc.
Page 22: Securing Your Phone With The Security Slot
Lines Screen—Displays your phone lines, favorites, and conditional soft keys. • Active Call Screen—Displays the active call currently in progress. Access the Home Screen On VVX phones, the phone lines and icons you can select to access phone features, settings, and information display on the Home screen. Polycom, Inc.
Page 23 The Lines screen is the default screen that displays when VVX business media phones are not in use. When you have multiple calls on your phone, the number of calls is displayed next to the line number. You can view your phone lines, favorites, and soft keys on the Lines screen, as shown next. Polycom, Inc.
Page 24 In the Active Call screen, you can hold, end, transfer a call, or set up a conference call. The Active Call screen is supported on 500/501 and 600/601 phones only. Active Call screen on VVX 500 series phones Procedure 1. Do one of the following: • Place a call. Polycom, Inc.
Page 25: Icons And Status Indicators
VVX business media phones have various icons and status indicators that display the status of the phone whether you are in a call or the phone is idle and not in use. The following table displays the phone icons and status indicators that display on the VVX 201 business media phones. Polycom, Inc.
Page 26 Presence status (Offline) Do Not Disturb enabled Presence status (Unknown) Icons and Status Indicators on VVX 300 Series Business Media Phones The following table displays the phone icons and status indicators that display on VVX 300 series business media phones. Icon Description...
Page 27 Icon Description Registered line Phone warning Unregistered line Login credentials invalid Placing a call Shared line Active call using Polycom HD Voice USB flash drive attached (VVX 401/411 only) Held Call Call forwarding enabled Incoming call New message Active conference...
Page 28 A green bar indicates an active call. Unregistered line Do Not Disturb enabled Outgoing Call Phone warning Active call using Polycom HD Voice Login credentials invalid Held call Shared line Incoming call Call forwarding enabled...
Page 29: Using A Vvx Phone As A Common Area Phone
ASCII (for regular text) Latin (to enter accented characters) Katakana (for Japanese characters) Unicode (to store characters as double bytes) Cyrillic (for Russian characters) When the onscreen keyboard is displayed, the Encoding and Mode soft keys are not available. Polycom, Inc.
Page 30: Entering Information Using The Dial Pad
The onscreen keyboard available on supported VVX phones enables you to enter information into text fields using the touchscreen. The onscreen keyboard displays automatically in the upper right portion of the screen when a text field is shown. When a text field requires only numbers, the onscreen keyboard displays only numbers. Polycom, Inc.
Page 31: Entering Chinese Characters With Pinyin
PinYin input widget is automatically displayed when Simplified or Traditional Chinese is set as the displayed language on your phone. Note: For more information on the PinYin text input method, see the Nuance’s XT9 Smart Input website. Polycom, Inc.
Page 32 PinYin is the default input mode. A list of language options display. 3. Ensure that XT9 PinYin is selected. 4. Enter the PinYin text using the onscreen keyboard. 5. Tap on the onscreen keyboard to select the character from the recommendation area. Polycom, Inc.
Page 33: Logging In To And Locking Your Phone
Signing in to Skype for Business on VVX business media phones You can use one of the following methods to sign in to a Polycom phone with your Skype for Business credentials: • User ID—Enter your user credentials.
Page 34: Sign In To Skype For Business On Your Computer Using Btoe
4. On the Skype for Business Authentication website, enter your email address then select Verify Email. 5. Enter the PIN generated on the phone into the web browser. A confirmation message is displayed when the phone successfully signs into Skype for Business. Polycom, Inc.
Page 35: Set The Time And Date Format
Address Book Service search • Do Not Disturb Status • Call Forward • Basic Settings menu • Advanced Settings menu • Sign In/ Sign Out • Web Configuration Utility • Exchange Calendar • Exchange Contacts • Exchange Applications Polycom, Inc.
Page 36: Sign In As A Guest User Using User Credentials
Skype for Business Online account using a web browser. Procedure 1. On the phone, select the Guest soft key. 2. Select Yes to sign out the host user. 3. Select Web Sign In. A web address displays. Polycom, Inc.
Page 37: Sign Into Skype For Business As A Guest Using Btoe On Your Computer
Place outgoing calls to a contact, unless your system administrator restricts your phone to placing calls to emergency and authorized numbers only. • Answer incoming calls, unless your administrator has set your phone to require a password to answer calls. Related Links Place a Call from a Locked Phone on page 41 Polycom, Inc.
Page 38: Set A Lock Code
Related Links Answer a Skype for Business Call on a Locked Phone on page 44 Adding a Profile Photo to Display on the Lock Screen on page 134 Place a Call from a Locked Phone on page 41 Polycom, Inc.
Page 39: Unlock The Phone
Device Lock is enabled by default. However, if you do not want to lock your phone, you can disable Device Lock. Procedure 1. Navigate to Settings > Advanced > Administration Settings > Device Lock. 2. Select Device Lock: Enabled, and select Disabled. Polycom, Inc.
Page 40: Audio Calls
However, you can have only one active call in progress with numerous other incoming calls or calls on hold on all phones. Additionally, your system administrator can set up your phone to have up to six lines with unique extension numbers or the same extension number as other lines on your network. Polycom, Inc.
Page 41: Placing Audio Calls
You can place calls to contacts from the Recent Calls list, which contains calls that were recently placed, answered, or missed. Procedure 1. Navigate to Directories and select Recent or Recent Calls. 2. From the Calls List screen, select a contact and select Dial. Polycom, Inc.
Page 42 2. Choose a directory. 3. From your directory, select or search for a contact. 4. Select the contact's phone number. The call is automatically placed on VVX 500/501 and 600/601 phones. 5. If the call is not placed automatically, select Dial. Polycom, Inc.
Page 43 If the contact is in an active call, the contact can choose to answer the intercom call, or the intercom call is answered automatically after the active call ends. Check with your system administrator to find out if this feature is available on your phone. Polycom, Inc.
Page 44 Press a line key corresponding to an available line and dial the number. • Press the line key of the assigned favorite you want to call. The call is placed and is displayed on your phone's screen. Related Links Connecting Polycom VVX Expansion Modules to Your Phone on page 141 Polycom, Inc.
Page 45: Redial A Number
When you are in an active call and an incoming call arrives on the same or a different line, a call waiting tone beeps, and the Incoming Call screen is displayed. If you don't answer the call within 10 seconds, the Incoming Call screen disappears, and the Calls screen is displayed. Procedure 1. Select Answer. Polycom, Inc.
Page 46 You can switch to the handset or headset after the call is answered. If the phone is set up to answer intercom calls with your microphone muted, you need to unmute your microphone before responding to the call. Procedure 1. After the call is answered, press Mute and reply. Polycom, Inc.
Page 47: Switch Among The Handset, Headset, And Speakerphone
You can answer calls using the line keys on your VVX phone or from your connected expansion module. Procedure 1. Press the expansion module line key that has the flashing green LED indicator. Related Links Connecting Polycom VVX Expansion Modules to Your Phone on page 141 Switch Among the Handset, Headset, and Speakerphone You can place and answer calls on your phone using the handset, headset, or speakerphone, and you can alternate among the three modes during calls, if available.
Page 48: Holding And Resuming Calls
1. Press the line key corresponding to the line with the held call. End an Active Audio Call You can end an active call on your phone at any time. Procedure 1. Do one of the following: • Place the handset on the cradle. • Press End Call. Polycom, Inc.
Page 49: End A Held Call
Blind, then you can select Consultative. 2. Dial a number or choose a contact from the Recent Calls or a directory. If the transfer type is set to Blind, the call is transferred immediately. Polycom, Inc.
Page 50: Cancel A Transfer
The call is placed in the call orbit and given a retrieval number, as shown next. After you park a call, you can retrieve the call or provide another contact with the call retrieval number to retrieve the call. Polycom, Inc.
Page 51: Retrieving Parked Skype For Business Calls
A green light on the line key indicates a line with an active call, and a red light indicates a line with one or more held calls. Multiple Calls on phone lines on the Lines screen Polycom, Inc.
Page 52: Display Calls From The Lines Screen
Select End Call to end a call with a contact. You can end active calls only, so resume the held call first before ending it. • Select Transfer to send the call to another contact. • Select Conference to initiate a conference call. Polycom, Inc.
Page 53: Ignoring Or Rejecting Incoming Calls
Calls from the contact are sent directly to voicemail when the contact calls. Rejecting Calls with Do Not Disturb Do Not Disturb (DND) enables you to set your phone to automatically reject calls when you don’t want to be interrupted. When you enable DND, you see the following: Polycom, Inc.
Page 54 If you have more than one line, you can choose to enable DND for a particular line and not all lines, if enabled. Procedure 1. Select DND. 2. From the Line Select screen, select a line. 3. From the Do Not Disturb screen, select Enable. Polycom, Inc.
Page 55: Redirecting Incoming Calls
4. In the Choose a Team-Call Group Member dialog box, select the contacts you want to add and click OK. The contacts you add as group members are displayed in the Call Forwarding - Team-Call Group dialog box. Polycom, Inc.
Page 56: Divert Calls To A Contact
2. From the Contact Directory, select a contact. 3. From the Contact Information screen, select Edit 4. From the Edit Contact screen, select Divert Contact, and enter a contact's number. 5. Select Auto Divert > Enabled. 6. Select Save. Polycom, Inc.
Page 57: Video Calls On Vvx Business Media Phones
You can receive and transmit video during calls on supported VVX phones with cameras, if enabled by your system administrator. You can place video calls on the following VVX phones: ® ® • VVX 500 and 600 phones with a connected Polycom Camera ® ™ • VVX 501 and 601 phones with a connected Polycom...
Page 58: Using A Usb Camera With Vvx Phones
Your USB camera has LED indicators that display on the camera and status messages that display on your connected VVX phone. Camera LED Indicators LED State Phone State No LED One of the following: • Phone has no power • Camera shutter is closed Polycom, Inc.
Page 59 Contact your system administrator to enable video calls. Camera attached. Video available Indicates that your camera is ready to use for your next video call. when next idle. Polycom, Inc.
Page 60: Video Call Settings
2. From the Video Call Settings screen, select Auto Start Video Tx > Disabled. When disabled, your phone does not automatically transmit video at the start of all calls and the No Video icon is displayed next to your video during video calls. Polycom, Inc.
Page 61: Change Video Clarity
Home screen and during video calls. When you're in a call with a person that has video enabled, your video is displayed in the PIP and the person you're talking with (the far-side) is displayed in the Active Call screen. Polycom, Inc.
Page 62 The portions of the video that are not being received display as black bars. Polycom, Inc.
Page 63: Place A Video Call
1. Tap New Call, enter a number or select a contact, and tap or Send. 2. After your contact answers, press the Video or Start Video soft key. Your camera transmits video to your contact. On phones with a USB camera, the LED light is green when video is transmitting. Polycom, Inc.
Page 64: Start Video During An Audio Call
The following figure displays full screen video on the phone. Full screen mode Procedure 1. Do one of the following: • Tap Video > Full Screen. • • Tap the video area to view video on the full screen. Polycom, Inc.
Page 65: Exit Full Screen View
No Video icon. Call window with No Video icon Note: Depending on the phone or system that has stopped sending video, you may see a different icon than the one shown above. Polycom, Inc.
Page 66: Handling Video And Audio Calls
Join soft key to set up the conference, you see the video of the person who was held just prior to joining the conference. Note: Viewing all video participants requires the use of a Polycom Video Conference Bridge. For more information, contact your Polycom reseller.
Page 67: Place Audio-Only Calls
Procedure 1. Navigate to Settings > Basic > Video. 2. Select Video Call Settings then select Default Call Mode > Audio Only. The mode you choose applies to your next call and all subsequent calls. Polycom, Inc.
Page 68: Conference Calls
Initiating a Skype for Business Conference Call When registered with Skype for Business, you can initiate Skype for Business conference calls on supported Polycom phones. Initiate a Skype for Business Conference You can initiate a Skype for Business conference call, add and invite contacts to a conference call, and manage up to 24 conference calls.
Page 69: Initiate A Conference Call During A Skype For Business Call
2. On the Groups screen, select a distribution list and select Expand > Dial All. 3. Press Yes to confirm that you want to dial all members in the list. Each member in the distribution list is called one at a time. Polycom, Inc.
Page 70: Add Contacts To A Skype For Business Conference Call
Note: The Conference Settings menu is applicable for Skype for Business video calls only. Procedure 1. Navigate to Settings > Basic Settings > Video > Conference Settings > Conference View. 2. Choose one of the following: ▪ Roster ▪ Normal Polycom, Inc.
Page 71: Viewing A List Of Skype For Business Conference Participants
When you initiate a conference call, you and all conference participants are listed as presenters. Conference participants with the Presenter icon next to their name are presenters and can manage other conference participants. As a presenter, you can manage call participants in the following ways: Polycom, Inc.
Page 72: Muting Conference Participants
Demote or Promote Conference Participants Presenters can promote conference participants from an attendee to a presenter or demote conference participants from a presenter to an attendee. Procedure 1. Select a conference participant and do one of the following: Polycom, Inc.
Page 73: Enable And Disable Conference Announcements
When you lock a conference, you can decide whether to admit or deny any new participants to the call. Any contacts that are trying to enter a locked conference call are displayed in the Roster with an alert icon on the main host’s phone, as shown next. Polycom, Inc.
Page 74 Conference Calls Procedure 1. Select the participant and do one of the following: • Select Admit. • Select Deny. Polycom, Inc.
Page 75: Shared Lines
When the Private Hold feature is enabled, the Pvt Hold soft key is displayed, and you can hold a call privately, transfer a call, or initiate a conference call without notifying others on the shared line of the call's held state. Polycom, Inc.
Page 76: Shared Line Appearance For Skype For Business
LED indicator on all phones changes to a steady red light to indicate the call was answered. Members can also view the status of a call on the shared line by pressing and holding the corresponding line key for one second. The call's status displays for five seconds. Polycom, Inc.
Page 77: Resume Held Sla Calls
Delegates can be assigned to up to 15 bosses, depending on the number of line keys available on their VVX phone. For example, for VVX 300 series series phones, a delegate can be assigned to up to three bosses.
Page 78: View The Delegates Group
You can view the contacts for which you are assigned as a delegate in the group People I Manage Calls For on your phone and in the Skype for Business client. Procedure 1. Navigate to Contacts > Groups. 2. Select People I Manage Calls For. Polycom, Inc.
Page 79: Set A Ringtone For Boss Calls
If an incoming call for a boss is answered by a delegate or the boss answers the incoming call, a notification is displayed on the boss and delegate's phones. Polycom, Inc.
Page 80 When there is an active call on the boss's line, for VVX 500/501 and 600/601 phones, a solid red bar is displayed on the boss's line key on the boss and delegates' phones. For 201, VVX 300 series, and 400 series phones, a steady red LED light on the boss's line key indicates there is an active call on the boss's line.
Page 81 As a delegate, you can make calls on behalf of your assigned boss on their lines. When a call is made on the boss's line, a solid red bar is displayed on the line key on the boss's phone. Procedure 1. Press and hold the boss's line key. Polycom, Inc.
Page 82: Join Conference Calls For A Boss
4. Search for a contact of your choice in the search box and tap Select. Delete Delegates from Phone User Interface You can delete a delegate from phone user interface. Procedure 1. From phone home screen, navigate to Forward > Forwarding Type Select. 2. Tap Edit Delegates. Polycom, Inc.
Page 83 Shared Lines 3. Select delegates you want to delete. 4. Tap Remove. Polycom, Inc.
Page 84: Recording Audio Calls
For example, on June 22, 2012, at 11:22 a.m., you answer a call from person A. During your call with person A, you answer calls from person B and person C. All three calls are recorded in the same file. Polycom, Inc.
Page 85: Record A Call
You can pause a recording during a call at any time while the call is active. Procedure 1. Select Pause. The message “Recording Paused” is displayed in the status bar. Resume a Recording When you resume a recording after pausing, the recording continues within the same file. Procedure 1. Select Resume. Polycom, Inc.
Page 86: Stop Recording
Browse Recorded Calls You can browse recorded files stored on the USB drive connected to supported VVX business media phones. Procedure 1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings. A list of recordings display. Polycom, Inc.
Page 87: Play A Recorded Call
1. While the recording plays, select Pause. 2. Select Resume to continue playing the recording. Stop Playing a Recording When you are finished listening to a recording, you can stop playing it by exiting the recording. Procedure 1. Select Exit. Polycom, Inc.
Page 88: Rename A Recording
When you have played a recording or need additional space on your USB drive, you can delete recordings from the phone. Procedure 1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings. A list of recordings display. 2. Select a recording. 3. Select Delete. Polycom, Inc.
Page 89: Call Lists, Distribution Lists, And Directories
In the Recent Calls list on VVX phones, you can view a list of up to 100 missed, received, and placed call entries. Procedure 1. Do one of the following: • Navigate to Directories > Recent Calls. • Tap Recent Calls in the status bar. Polycom, Inc.
Page 90: Sort Recent Call Entries
If you delete or move call entries on the phone, if enabled, the changes are made on the phone only. If you delete call entries in the Skype for Business client, the changes are made on the phone and in the Skype for Business client. Polycom, Inc.
Page 91: Save A Recent Call Entry
Save Skype for Business Contacts to the Contact Directory on page 93 Save Outlook Contacts to the Contact Directory on page 94 Search for a Contact in the Contact Directory You can search for your desired contact in the Contact Directory. Polycom, Inc.
Page 92: Add A Contact To The Contact Directory
You can also view additional information, such as a job title, label, or email address. Procedure 1. Navigate to Directories > Contact Directory. 2. From the Contact Directory, select a contact. Update a Contact's Information After you add a contact to your Contact Directory, you can update the contact's information. Polycom, Inc.
Page 93: Delete A Contact From The Contact Directory
You can search for contacts in the Corporate Directory using either their first name or last name. Procedure 1. Navigate to Directories > Contact Directory. 2. In the search field, enter your search criteria and select Submit. 3. Select a contact and select View to view the contact's information. Polycom, Inc.
Page 94: Add Corporate Directory Contacts To The Contact Directory
Procedure 1. In the Corporate Directory, search for a contact. 2. From the search results, select the contact and select View. 3. Select Save. 4. Enter any additional contact information and select Save. Polycom, Inc.
Page 95: Searching The Skype For Business And Outlook Directories
Contact Directory to see if the contact was saved correctly and to add additional contact information. Procedure 1. Search for your contact. 2. Select your contact and select View. 3. In the Contact Information screen, select Save. Polycom, Inc.
Page 96: Search The Outlook Directory
View information for distribution lists and members of a list Maximum Number of Distribution List Members The following table indicates the maximum number of distribution list (DL) members that display on each phone model after you expand a DL. Polycom, Inc.
Page 97: Search For Skype For Business Distribution Lists
1. Navigate to Directories > Contacts > Search, then search for your DL. 2. Select your DL and press Add to contacts. The distribution list is added to the Groups list on the phone and in the Skype for Business client. Polycom, Inc.
Page 98: View Contact Information For A Distribution List
Skype for Business client. Procedure 1. Navigate to Directories > Contacts > Groups, then select a DL. 2. Select Delete and confirm deletion. The DL is removed from the phone and in the Skype for Business client. Polycom, Inc.
Page 99: Favorites And Contact Lists
Viewing Favorites You can view favorites on your VVX phone in the Favorites list in the Directory or the New Call screen. Favorites display consecutively according to their index number. The contact with the lowest number is displayed first. Polycom, Inc.
Page 100: Reorder Favorites
You can delete favorites to make room for new favorites. Procedure 1. From the Contact Directory, select a contact. 2. From the Contact Information screen, select Edit 3. From the Edit Contact screen, select Favorite Index, and delete the favorite index number. 4. Select Save. Polycom, Inc.
Page 101: Skype For Business Contacts
Skype for Business account, including a Polycom phone, Skype for Business client, Outlook, or Outlook Web Application. When the Unified Contact Store is enabled, you can add or delete contacts and distribution lists or copy and move contacts across groups.
Page 102: View Skype For Business Favorites And Groups
Select Contacts to choose a contact from the Contacts list. 5. Select your contact and press Assign. The contact is assigned to the selected line key. Related Links Enable Line Key Customization on page 126 Assign Skype for Business Contacts to VVX Expansion Modules on page 144 Polycom, Inc.
Page 103: Skype For Business Contacts' Presence Information
Away, Be Right Back, Inactive, Off Work Do Not Disturb, Presenting, In Presentation Offline Unknown Out of Office Presence Icons on VVX 300 Series Phones Icons Description Available Busy, In a Call, In a Meeting, In a Conference Call Away, Be Right Back, Inactive, Off Work Do Not Disturb, Presenting, In Presentation Polycom, Inc.
Page 104 Busy, In a Call, In a Meeting, In a Conference Call Away, Be Right Back, Inactive, Off Work Do Not Disturb, Presenting, In Presentation Offline Unknown Blocked Related Links Update Your Skype for Business Presence on page 134 Polycom, Inc.
Page 105: View A Skype For Business Contacts' Information
View a Skype for Business Contacts' Information You can view contact information for each of your Skype for Business contacts on supported Polycom phones, and make calls directly to any of the available numbers for your contact, including directly to a contact's voicemail.
Page 106: Change The Privacy Relationship For A Contact
Note: You cannot change the privacy relationship for contacts assigned as a delegate for your line. Contacts you assign as delegates must maintain a privacy relationship of Workgroup. If you try to change the privacy relationship for a delegate, a notification is displayed in the Skype for Business client. Polycom, Inc.
Page 107: Accessing, Sending, And Broadcasting Messages
After you listen to a contact's voicemail, you can call the contact from the Voicemail screen. Procedure 1. Select a message and select Call. Delete Voicemail Messages After you listen to a message, you can delete the message. Polycom, Inc.
Page 108: Mark Message As Read
Read Instant Messages Instant messages display in the order they are received with the first message received displaying first. Procedure 1. Navigate to Messages. 2. Select Instant Messages. 3. If you have multiple lines on your phone, select a line. Polycom, Inc.
Page 109: Reply To Instant Messages
To send and receive pages, you need to subscribe to certain paging groups. By default, you are subscribed to paging groups 1, 24, and 25, and you can send and receive pages to those paging groups. Contact your system administrator to find out which paging group you are subscribed to. Polycom, Inc.
Page 110: Send A Group Page
Emergency page. Procedure 1. Do one of the following: • For pages that play automatically during a call, hold the call to hear only the page. • For Pending pages, select Accept or hold the call. Polycom, Inc.
Page 111: Group Paging Settings
When disabled, the incoming page is held in a pending state, it does not disrupt the call, and you cannot hear the page. When you enable the Accept While Busy setting, a page interrupts calls and you hear the audio of the call and the page. Polycom, Inc.
Page 112: Broadcasting Messages With Push To Talk
A list is displayed with the default channel, the most recent channel you sent a broadcast on, and other channels you can broadcast on. 3. Press and hold Talk to start the broadcast. Be sure to hold Talk throughout the entire broadcast. A transmitting beep is played and the phone displays the channel information. Polycom, Inc.
Page 113: Receiving Ptt Broadcasts
When you adjust the volume of a non-emergency broadcast, your phone retains the adjusted volume for all subsequent non-emergency broadcasts. However, only system administrators can adjust the volume level of an Emergency broadcast. Polycom, Inc.
Page 114: Reply To Ptt Broadcasts
Procedure 1. Navigate to Settings > Basic > Preferences > Paging/PTT Configuration. 2. Select PTT Push to Talk > Default Channel and select the number of the channel you want to use. Polycom, Inc.
Page 115 PTT broadcast interrupts active calls and you hear the audio of the call and the broadcast. Procedure 1. Navigate to Settings > Basic > Preferences > Paging/PTT Configuration. 2. Select PTT Push to Talk > Accept While Busy and select Enable. Polycom, Inc.
Page 116: Phone Applications
In Day view, you can see your scheduled meetings for the day, and you can navigate to a previous or upcoming day. Procedure 1. Do one of the following: • To view a meeting, use the Navigation keys to select a meeting or tap the meeting. Polycom, Inc.
Page 117: Navigate To Other Views
Procedure 1. Do one of the following: • From Day view, select a meeting. • From Month view, select a date and select a meeting. Polycom, Inc.
Page 118: Return To Day View
Silent—The meeting reminder displays without an alert tone. • Audible Once—An alert tone plays the first time a meeting reminder displays but does not play for any additional reminders. • Audible Always (default)—An alert tone plays each time a meeting reminder displays. Polycom, Inc.
Page 119: Joining Calendar Meetings
Join a Meeting from a Meeting Reminder You can join a meeting from the meeting reminder when it displays before a meeting, if enabled. Procedure 1. On the meeting reminder, select Join. The meeting details display. 2. Select Join to connect to the meeting. Polycom, Inc.
Page 120: Navigating The Web And Idle Browsers
When your phone is idle, you can view an Idle Browser when you switch between the Home and Lines screens. To see the Idle Browser, you need to enable the screen saver. Procedure 1. When your phone is not in a call, press the Home key Related Links Enable Screen Savers on page 128 Polycom, Inc.
Page 121: Open The Web Browser
Enables the toolbar to hide every three seconds. To display a hidden toolbar, you have to press the touchscreen until the toolbar displays. (VVX 500/501, and 600/601 phones) Exits the Web Browser and returns to the phone's Home screen. Polycom, Inc.
Page 122: Vvx Business Media Phones Settings
Contact your system administrator for assistance enabling or customizing features. Set the Language Polycom phones support several languages that you can choose to display on the phone. Check with your system administrator to find out exactly which languages are supported on your phone.
Page 123: Time And Date Display
• Backlight On—The brightness of the screen when there is activity. • Backlight Idle—The brightness of the screen when there is no activity. • Maximum Intensity—The brightness scale that applies to both Backlight On and Backlight Idle intensities. Polycom, Inc.
Page 124: Set The Backlight Intensity
By default, your screen displays a blue background named Default. If no background images are set up, only the Default is available. You can also add personal photos on your phone using the Web Configuration Utility or a USB flash drive. Polycom, Inc.
Page 125: Change The Background Picture
You can add one or multiple images for your phone background using the Web Configuration Utility. Note: On Polycom phones registered with Skype for Business Server, access to the Web Configuration Utility is disabled by default as a security precaution. Contact your system administrator for help enabling the Web Configuration Utility.
Page 126: Reset Your Background
Reset Your Background You can reset your background to display the default image. Procedure 1. Navigate to Settings > Basic > Preferences. 2. Select Background > Default. Polycom, Inc.
Page 127: Customizing Line Keys
Procedure 1. Navigate to Settings > Basic > Preferences > Idle Screen Settings. 2. On the Idle Screen Settings screen, select Transparent Lines and then select Enabled. The line keys are displayed without a background, as shown next. Polycom, Inc.
Page 128: Show Only Your Line Registration
When you insert an empty line, all following line keys are moved down a line and the last contact is removed from the Lines screen. Polycom, Inc.
Page 129: Clear A Line Key
Reset Customized Line Keys If you need to remove all of the customized line keys you set, you can reset the line keys on your phone and expansion module. Procedure 1. Navigate to Settings > Features > Line Key Customization. Polycom, Inc.
Page 130: Screen Savers
You can set up your phone to use a single photo to display or have all photos display in slide- show style. This is an alternative to setting up a screen saver, and it automatically starts each time your phone is idle a certain amount of time. Polycom, Inc.
Page 131: Disable The Screen Saver
USB flash drive is still attached. • Removing the USB flash drive. The screen saver does not display until you attach the USB flash drive again and your phone is idle for the period of time you specified. Polycom, Inc.
Page 132: Use Your Phone As A Digital Picture Frame
Overview of Phone Hardware and Keys on page 13 Picture Frame Icons Use the icons in the following table to perform actions in the Picture Frame. Picture Frame Icons Icon Label Action Thumbnail View thumbnails of your pictures. Back View the previous picture. Polycom, Inc.
Page 133: Power-Saving Mode
Power-Saving Mode By default, Polycom phones are set to enter power-saving mode and turn off the screen after being idle for a certain period of time to conserve energy. You can determine the period of time that the phone is idle before the screen turns off, and you can set different idle timeouts for office hours and off hours, such as evenings and weekends.
Page 134: Change Idle Timeouts For Power-Saving Mode
For example, you can configure your phone to ring on your headset instead of the speaker. By default, you hear all sound effects from the speaker. Procedure 1. Navigate to Settings > Basic > Preferences. 2. Select Audible Ringer and select a location to hear sound effects. Polycom, Inc.
Page 135: Set A Ringtone For Incoming Calls
Acoustic Fence works with handsets or headsets. However, only headsets connected to the RJ-9 port on the phone support Acoustic Fence. Acoustic Fence is enabled by default on the handset, disabled by default for a connected headset, and not supported with USB or Bluetooth headsets. Polycom, Inc.
Page 136: Update Your Skype For Business Presence
Lock screen when you lock your phone. You can add a profile photo in the Skype for Business client, and the photo will display on the phone. Profile photos do not display on VVX 201 or VVX 300 series business media phones. On VVX 300 series phones, an avatar displays as the default photo, and you cannot display your personal profile photo.
Page 137: Clear Call Logs And Contacts
By default, your call logs and contacts you save are stored on the phone and uploaded to a server. You can restrict the phone from uploading your call logs and contacts to the server. Procedure 1. On the phone, go to Settings > Basic > Preferences > Restrict Personal Data Upload. 2. Select Enable. Polycom, Inc.
Page 138: Using Bluetooth Devices With Vvx 600 Series Phones
Procedure 1. Navigate to Settings > Basic > Bluetooth Settings. 2. Select Bluetooth then select On. The Bluetooth icon is displayed in the status bar. After the icon displays, you can pair and connect your Bluetooth-enabled device. Polycom, Inc.
Page 139: Managing Calls With Your Bluetooth Headset
You can pair up to five smartphones with your VVX phone; however, you can connect only one smartphone at a time. Procedure 1. Navigate to Settings > Basic > Bluetooth Settings. Polycom, Inc.
Page 140: Managing Calls With Your Smartphone
End an active call on the smartphone or on the VVX business media phone. Note: If press the volume keys to silence your ringer while receiving an incoming call on your iPhone paired with a VVX 600/601 phone over Bluetooth, the call is rejected on the VVX phone. Polycom, Inc.
Page 141: Disconnect And Remove Your Bluetooth Device
You can change the Bluetooth device name for your VVX phone to identify your phone to other devices. Bluetooth devices use the VVX business media phone's default device name to identify the phone in the list of available devices. By default, the device name for VVX phones display as Polycom <phone model name> on Bluetooth devices.
Page 142: Dtmf Dialing
During an active call, you can use the keys on the VVX phone to enter DTMF tones to respond to computer-generated prompts during calls. For example, you can use the keys on the VVX phone to respond to prompts during calls with customer service or technical support numbers. Polycom, Inc.
Page 143: Connecting Polycom Vvx Expansion Modules To Your Phone
Changing the Backlight Intensity on the Expansion Module The Polycom VVX Expansion Modules, with a LCD color display, are consoles you can connect to VVX business media phones to add additional lines. Expansion modules enable you to handle large call volumes on a daily basis and expand the functions of your phone.
Page 144 Connecting Polycom VVX Expansion Modules to Your Phone VVX Color Expansion Module features VVX Color Expansion Module Hardware Feature Descriptions Reference Feature Feature Description Number Line keys Selects available line key contacts, functions, and assignments. Line key LED indicators Indicates a line or busy lamp field contact's status. The...
Page 145: Connect Vvx Expansion Modules
Connecting Polycom VVX Expansion Modules to Your Phone Reference Feature Feature Description Number Color Display Displays line numbers, monitored contacts, contacts' presence, and favorites. Connect VVX Expansion Modules Expansion modules are powered and signaled by the connected VVX phone and require minimal setup.
Page 146: Assign Favorites To Expansion Modules
Connecting Polycom VVX Expansion Modules to Your Phone Maximum Number of VVX Phone Display Spaces Supported Phone Model Maximum Display Spaces Supported VVX 300 series VVX 400 series VVX 500 series VVX 600 series Note: After you fill all the display spaces on your phone and assign functions to all the lines on your expansion module, you can find additional favorites and contacts in the Contact Directory.
Page 147: Identify Line Key Assignments
3. Press the line key twice to return to the previous menu or select Back. Navigate Expansion Module Paging The Polycom expansion modules with color displays support three pages of line information on the LCD screen for each module connected to a supported VVX phone. Each page of the expansion module contains line registrations, monitored contacts, contacts' presence, or favorites assigned to line keys.
Page 148 Connecting Polycom VVX Expansion Modules to Your Phone • If you only have one expansion module connected to your phone, the pages are ordered sequentially on the module, as shown next. Press the first, second, or third Page key to view the corresponding pages.
Page 149: Alternate Paging
Connecting Polycom VVX Expansion Modules to Your Phone Alternate Paging When Smart Paging is disabled, the ordering of the pages on the expansion modules is not affected by the number of expansion modules connected to your VVX phone. With Alternate Paging, the expansion modules' pages are ordered sequentially.
Page 150: Phone Accessories And Computer Applications
You can connect an analog headset to all VVX phones or a USB headset to VVX 401/411, 500/501, and 600/601 phones. You can also pair and connect a Bluetooth headset with your VVX 600/601 phone. See Feature Profile 37477: Using Headsets with Polycom Phones on Polycom Support for a list of compatible headsets.
Page 151: Use Your Headset For All Calls
For setup information on how to connect a headset to your phone, see the Quick Start Guide for your phone on the Polycom Voice Support page. Note: If your phone does not detect the USB headset when you attach it to your phone, the USB port on your phone may be disabled.
Page 152 Typically, you can work wirelessly up to 300 feet (91 meters) from your phone and still use the EHS controls. Check with your headset's user guide for the precise range restrictions. See Feature Profile 37477: Using Headsets with Polycom Phones on Polycom Support for a list of compatible headsets.
Page 153: Disconnect Your Headset
Controlling Your Phone with Polycom Desktop Connector The Polycom Desktop Connector (PDC) enables you to use your computer mouse and keyboard to navigate and enter information on your phone. The PDC is compatible with any language your phone and computer supports. Contact your system administrator to find out if your phone supports the PDC.
Page 154 PDC. Using this method, your phone automatically detects your computer's access credentials. Procedure 1. On your computer, click Start > Polycom > Polycom Desktop Connector. The PDC icon is displayed as an active program on your taskbar as shown next.
Page 155 Procedure 1. On your computer, click Start > Polycom > Polycom Desktop Connector. The PDC icon is displayed as an active program on your taskbar as shown next. 2. On your phone, navigate to Settings > Basic > PDC Configuration.
Page 156: Using The Polycom Desktop Connector
Using Keyboard Shortcuts to Perform Tasks on Your Phone The Polycom Desktop Connector application extends your keyboard and mouse functionality from your computer onto your phone. You can perform the following tasks using the application: •...
Page 157 Messages menu Alt + F8 New Call soft key Talk soft key (if PTT is enabled) Alt + F9 End Call soft key ACD Sign In (if enabled) Alt + F10 Settings. Applications Alt + F11 Speakerphone key Polycom, Inc.
Page 158 3. Move your cursor onto your phone's display screen. The PDC program changes your keyboard language when you move your cursor onto your phone's screen. 4. On the phone, enter text in your chosen language. The following graphic shows Russian characters entered on a VVX phone. Polycom, Inc.
Page 159: Connecting To Skype For Business On Your Phone Using Better Together Over Ethernet
However, users can choose to enable video from the paired Skype for Business client. In order to use BToE, you need to download and install the Polycom BToE Connector application. Related Links Sign in to Skype for Business on Your Computer Using BToE...
Page 160 Procedure 1. On your computer, press the keys Ctrl + Alt + Delete and select Task Manager. 2. In the Task Manager dialog, click the Startup tab and find Polycom BToE Connector, as shown next. Polycom, Inc.
Page 161: Pairing Your Phone With Your Computer
BToE feature settings and pair your phone from the menu. Before you can begin using BToE, you must pair your Polycom phone with your computer. By default, your phone is set to pair with your computer automatically when Better Together over Ethernet is enabled and you connect your phone to your computer over Ethernet.
Page 162 Polycom VVX Phone is displayed in your list of audio devices in your Skype for Business client. When the same user account is signed in to the phone and the Skype for Business client, your computer and phone are paired and BToE is activated.
Page 163: Set Your Phone As Your Primary Audio Device
Set Your Phone as Your Primary Audio Device Before you begin using the BToE feature, you need to ensure that your Polycom VVX phone is set as your primary audio device in your Skype for Business client on your computer.
Page 164: Use Btoe To Open The Web Configuration Utility
Use BToE to Open the Web Configuration Utility When your phone is paired with your computer, you can launch the Web Configuration Utility from the Polycom BToE Connector application. You can use the Web Configuration Utility to update or change user features for your phone.
Page 165 2. Click Devices and do one of the following: • Click Handset to move the call audio from your computer to your phone. • Click PC Mic and Speakers to move the call audio from your phone to your computer. Polycom, Inc.
Page 166: Disable Btoe On Your Phone
Navigate to Settings > Advanced > Administration Settings > BToE PC Pairing and press Disabled. BToE is disabled on your phone. Stop BToE on Your Computer When you stop the application, you can no longer use the BToE functions on your Polycom phone and computer. Procedure 1. Right-click BToE Connector icon in the system tray and select Exit.
Page 167: Accessibility Features
Polycom products include a number of features to accommodate hearing, vision, or mobility-impaired users. Features for Hearing-Impaired Users Polycom phones include many features that enable users with hearing impairments to use various features on the phone. The following table lists the accessibility features for hearing-impaired users.
Page 168: Features For Mobility-Impaired Users
Icons and Status Indicators on page 23 Features for Mobility-Impaired Users Polycom phones include features that enable users with mobility impairments to perform various functions on the phone. The following table lists the accessibility features for mobility-impaired users. Accessibility Features for Mobility-Impaired Users...
Page 169: Features For Vision-Impaired And Blind Users
151 Features for Vision-Impaired and Blind Users Polycom phones include various features that enable users with visual impairments to use many of the features on the phone. The following table lists the accessibility features for visually-impaired and blind users.
Page 170: Maintaining Vvx Business Media Phones
However, the warning still displays in the Warnings list until the issue is fixed. The Warning icon is displayed each time your phone has a warning that you haven't viewed. Procedure 1. In the Warnings screen, select Clear Icon to remove the Warning icon from the status bar. Polycom, Inc.
Page 171: Restart Your Phone
You can test the display, microphones, and speaker. Contact your system administrator for instructions on how to perform these tests. Procedure 1. Navigate to Settings > Status > Diagnostics. 2. Select Test Hardware and select one of the following: • Audio Diagnostics Polycom, Inc.
Page 172: Clean The Touchscreen
When you are signed into Skype for Business on your phone, you can update your phone with the latest UC Software from the Skype for Business server and view information for the software update. View Software Update Information You can view information about the software update before you update your phone. Polycom, Inc.
Page 173: Update Your Skype For Business Phone Software
If your phone is inactive for a long period of time, the phone automatically reboots and updates the phone software. Procedure 1. When prompted to update software, press Cancel. The Dev Updt soft key is displayed. 2. Press the Dev Updt soft key when you're ready to update your phone's software. Polycom, Inc.
Page 174: Troubleshooting
Reset the Phone to Factory Defaults ▪ Using an Approved Power Source If you are having issues with your Polycom phone, you can try the troubleshooting options and solutions in the following topics to resolve certain issues. Speakerphone If your speakerphone doesn't work, your system administrator may have disabled it. If this is the case, a message displays after you press the speakerphone key informing you that Handsfree mode is disabled.
Page 175: Check The Status Of The Calendar
114 Open the Calendar on page 114 Polycom Desktop Connector If you encounter any issues using the Polycom Desktop Connector (PDC), see the following table for possible solutions to common problems. Common PDC Problems and Solutions Issue Corrective Action...
Page 176: Troubleshoot Audio And Echo Issues
Refer to your headset documentation for more information. Related Links Enable Bluetooth and Connect a Headset on page 136 Recording Issues and Solutions If you encounter any issues recording calls, see the following table for possible solutions to common problems. Polycom, Inc.
Page 177: Better Together Over Ethernet
2. Select the folders AppData > Local > Temp > MSI*.LOG. Troubleshoot Polycom BToE Connector Start Issues If the Polycom BToE Connector successfully installs, but the application fails to start or you experience other application-related failures, uninstall the Polycom BToE Connector and reinstall the application.
Page 178: Troubleshoot Pairing Your Phone With Your Computer
1. Navigate to Start > Control Panel > System and Security > Windows Firewall > Allow a program through Windows Firewall. 2. Click Change Settings. 3. Search for Polycom BToE Connector in the list of applications and click the check boxes for Domain, Home/Work, and Public networks. 4. Click OK.
Page 179: Login Credentials
The default user password is 123. 3. In the Web Configuration Utility, navigate to Diagnostics > Upload Logs. The log files are uploaded to the server and your system administrator can access the logs to determine any issues with your phone. Polycom, Inc.
Page 180 If you connect the wrong power supply to your phone, such as the power supply for a different or older Polycom phone, it could damage the phone, the phone will not function as expected, and it can void your warranty.

This manual is also suitable for:

Vvx 400 series Vvx 500 series Vvx 600 series Vvx 201 Vvx 400 Vvx 500 ... Show all

Polycom VVX 300 Series User Manual

Before You Begin

Getting Started with VVX Business Media Phones

Logging in to and Locking Your Phone

Audio Calls

Video Calls on VVX Business Media Phones

Conference Calls

Shared Lines

Recording Audio Calls

Call Lists, Distribution Lists, and Directories

Favorites and Contact Lists

Accessing, Sending, and Broadcasting Messages

Phone Applications

VVX Business Media Phones Settings

Using Bluetooth Devices with VVX 600 Series Phones

Connecting Polycom VVX Expansion Modules to Your Phone

Phone Accessories and Computer Applications

Quick Links

Related Manuals for Polycom VVX 300 Series

Summary of Contents for Polycom VVX 300 Series