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Polycom VVX 400 IP Phone
1. Using the Handset
To place and answer calls with the handset, simply lift the handset. To change from handset to
speakerphone, press the Speakerphone key and hang up the handset.
2. Using the Speakerphone
To place and answer calls using the speakerphone, press the Speakerphone key. To change
from speakerphone to handset, lift the handset.
3. Adjusting the Volume
To increase or decrease the volume of your handset, headset, or speakerphone, press the up or
down Volume key either at the dial tone or while on a call.
4. Adjusting the Ringer Volume
Press the up or down Volume key to adjust the volume to the desired level.
5. Changing the Ringer Sound
Step 1 Press the Home key.
Step 2 Use the Navigation keys/Select key to navigate to and select Settings.
Step 3 Use the Select key to select Basic.
Step 4 Use the Navigation keys/Select key to navigate to and select Ring Type.
Step 5 Use the Navigation keys/Select key to navigate to and select the line you want to
change.
Step 6 Use the Navigation keys/Select key to navigate to and select the preferred ring type.
Step 7 Press the Home key twice to return to your main screen.
Note: If you want to silence an extension, select Silent Ring in Step 6.
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Summary of Contents for Polycom VVX 400
- Page 1 Polycom VVX 400 IP Phone 1. Using the Handset To place and answer calls with the handset, simply lift the handset. To change from handset to speakerphone, press the Speakerphone key and hang up the handset. 2. Using the Speakerphone To place and answer calls using the speakerphone, press the Speakerphone key. To change from speakerphone to handset, lift the handset. 3. Adjusting the Volume To increase or decrease the volume of your handset, headset, or speakerphone, press the up or down Volume key either at the dial tone or while on a call. 4. Adjusting the Ringer Volume Press the up or down Volume key to adjust the volume to the desired level. 5. Changing the Ringer Sound Step 1 Press the Home key. Step 2 Use the Navigation keys/Select key to navigate to and select Settings. Step 3 Use the Select key to select Basic. Step 4 Use the Navigation keys/Select key to navigate to and select Ring Type. Step 5 Use the Navigation keys/Select key to navigate to and select the line you want to change. Step 6 Use the Navigation keys/Select key to navigate to and select the preferred ring type. Step 7 Press the Home key twice to return to your main screen. Note: If you want to silence an extension, select Silent Ring in Step 6.
- Page 2 6. Placing a Call You can place a call with the Polycom IP Phone in any of the following ways: Option 1 Lift the handset and dial the number. Option 2 Press the New Call soft key and dial the number. Option 3 To use the speakerphone, press the Speakerphone key and dial the number. Option 4 Enter a phone number and select the Dial soft key. 7. Answering a Call You can answer a call using the handset, headset, or speakerphone. Step 1 To use the handset, lift the handset. Step 2 To use the speakerphone, press the Answer soft key or the the Speakerphone button. 8. Call Waiting The Polycom IP Phone allows you to answer an incoming call while on another line. Step 1 During an active call you will hear a beep signaling an incoming call. The incoming call will be viewable on your phone screen. You may choose not to answer the call and allow it to roll over to voicemail. Step 2 Press the Answer soft key and your 1st line will automatically be placed on hold. Step 3 After completing the call press the End Call soft key and you will be connected to the 1st line. Note: You may toggle between the two lines by using the up & down Navigation keys highlighting each call and pressing the Resume soft key. 9. Ending a Call Step 1 If using the handset, hang up the handset or press the End Call soft key. Step 2 If using the speakerphone, press the Speakerphone key. 10. Muting a Call Step 1 To mute a call, press the Mute key. Step 2 To disengage mute, press the Mute key again. 11. Placing a Call on Hold While on a call, you can place the call on hold, so that the caller cannot hear you and you cannot hear the caller. You can answer other calls while a call is on hold. Step 1 To place a call on hold, press the Hold soft key. Step 2 To return to the call, press the Resume soft key. If multiple calls are on hold, use the up and down Navigation keys to select the desired call before you press Resume. Step 3 If multiple calls on multiple lines are on hold, press the line button for the line to which...
- Page 3 12. Transferring a Call To transfer a call to another phone: Step 1 During a call, press the Transfer soft key. This places the call on hold. Step 2 Press the Blind soft key. Step 3 Dial the number to which you want to transfer the call. When it rings on the other end, press the Send soft key. Or when the party answers, announce the call and press the Send soft key. This will automatically disconnect you from the call. If the party refuses the call, press the Resume soft key to return to the original call. 13. Redialing a Previously Dialed Number To redial a previously dialed number: Step 1 Press the right Navigation key to see previously placed calls. Step 2 Use the up and down Navigation keys to select the number you want to redial. Step 3 Press the Dial soft key. 14. Redialing a Previously Received Call To dial the number of a previously received call: Step 1 Press the left Navigation key to see previously placed calls. Step 2 Use the up and down Navigation keys to select the number you want to redial. Step 3 Press the Dial soft key. 15. Redialing a Previously Missed Call To dial the number of a previously missed call: Step 1 Press the down Navigation key to see previously placed calls. Step 2 Use the up and down Navigation keys to select the number you want to redial. Step 3 Press the Dial soft key. 16. Using Call Forwarding The Polycom IP Phone includes call forwarding, which allows you to redirect calls made to your telephone to another phone. This is useful if you know you will be away from your desk for several days, for example, on a business trip or a vacation. The Polycom IP Phone enables you to forward all incoming calls to another number. You can forward all calls to an IP phone or non-IP phone. Step 1 Press the Forward soft key. Step 2 Using the Navigation keys/Select key, select the line you want to forward. Step 3 Using the Navigation keys/Select key choose if you want to forward calls Always, only...
- Page 4 Step 4 Enter the extension or phone number to which you want to forward all your calls. Note: If you want to forward your calls to voicemail, enter a 0 and then your extension (i.e. 05944). Step 5 Press the Enable soft key. The icon to the left of your extension on the display should now show a reflecting arrow, indicating that calls are being forwarded. To cancel call forwarding, follow the previous steps but press the Disable soft key in Step 5. The icon to the left of your extension should return to normal. 17. Parking and Retrieving a Call The Polycom IP Phone allows you to store or "park" a call and then use any other IP phone in the district (for example, a phone in someone else's office or in a conference room) to retrieve the call. Step 1 During an active call, press the Transfer soft key. Step 2 Press *37 and listen for the Park Spot number the system assigns (i.e. 01). Step 3 Make a note of the Call Park number and then press the Transfer soft key. The call is now parked at that number, allowing you to retrieve it from another phone. Step 4 To retrieve the parked call from any phone in the District, at the dial tone, dial *37 + the Call Park number at which the call was parked (i.e., *3701). Step 5 Press the Send soft key. 18. Unattended Call Pickup The Polycom IP Phone allows you to answer a call that comes in on a telephone extension other than your own. When you hear an incoming call ringing on another phone, you can redirect the call to your phone using the call pickup features. Step 1 At the dial tone, dial *97 + the extension you want to answer (i.e. *975944). Step 2 Press the Send soft key. 19. Turn a Call into a Conference Call The Polycom IP Phone supports conference calls, enabling you to conference with multiple parties. Step 1 During a call, press the More soft key and then the Confrnc soft key. This will place the original caller on hold. Step 2 Place a call to another number. Step 3 When the call connects, press the More soft key and then the Confrnc soft key to add this party to the conference call. You can repeat these steps to add parties to the conference call.
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