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Polycom VVX 201 Series User Manual
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Polycom VVX 201 Series User Manual

Polycom VVX 201 Series User Manual

Business media phones for skype for business
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USER GUIDE
UC Software 5.5.1 | October 2016 | 3725-49077-001A
®
®
Polycom
VVX
Business Media Phones for
®
Skype
for Business
Applies to Polycom VVX 201, 300 Series, 400 Series, 500
Series, and 600 Series Business Media Phones and
Polycom VVX Expansion Modules

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Summary of Contents for Polycom VVX 201 Series

  • Page 1 UC Software 5.5.1 | October 2016 | 3725-49077-001A ® ® Polycom Business Media Phones for ® Skype for Business Applies to Polycom VVX 201, 300 Series, 400 Series, 500 Series, and 600 Series Business Media Phones and Polycom VVX Expansion Modules...
  • Page 2 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. To receive software information, as well as the open source software code used in this product, contact Polycom by email at OpenSourceVoice@polycom.com.

  • Page 3: Table Of Contents

    Related Documentation ............1 Getting Started with Polycom VVX Business Media Phones ....3 Overview of Phone Hardware and Keys .
  • Page 4 Answer a Call from a VVX Expansion Module .......33 Switch among the Handset, Headset, and Speakerphone ......33 Polycom, Inc.
  • Page 5 Initiating a Skype for Business Conference Call ........43 Polycom, Inc.
  • Page 6 View Held Boss Calls ..........56 Polycom, Inc.
  • Page 7 Search of the Corporate Directory ........68 Polycom, Inc.
  • Page 8 Change the Privacy Relationship for a Contact ....... . .81 Polycom, Inc.
  • Page 9 Navigate to Other Views ...........93 Polycom, Inc.
  • Page 10 Delete a Line Key ............105 Polycom, Inc.
  • Page 11 Connect Using the Indirect Method ........119 Disable the Polycom Desktop Connector ........120 Using the Polycom Desktop Connector .
  • Page 12 Installing the Polycom Better Together over Ethernet Connector ....132 Download the Polycom BToE Connector ........132 Install the Polycom BToE Connector .
  • Page 13 Better Together over Ethernet ..........151 Troubleshoot Polycom BToE Connector Installation ......151 Troubleshoot Polycom BToE Connector Start Issues .

  • Page 14: Before You Begin

    Before You Begin 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: ●...
  • Page 15 ● Regulatory Notice—This guide provides information for all regulatory and safety guidance. You can also view Feature Descriptions and Technical Notifications on the Polycom Voice Support page. These documents describe workarounds to existing issues and provide expanded descriptions and examples for phone settings and features.

  • Page 16: Getting Started With Polycom Vvx Business Media Phones

    Getting Started with Polycom VVX Business Media Phones Before you use your phone, take a few moments to familiarize yourself with its features and user interface. This section details your phone's components, the screen layout of your phone, and how to navigate your phone's interface.
  • Page 17 Getting Started with Polycom VVX Business Media Phones Figure 1: VVX 201 hardware features VVX 201 Hardware Feature Descriptions Reference Number Feature Feature Description Hookswitch Holds the handset and end calls. Line keys Enable you to select a phone line, view calls on a line, or quickly call a favorite contact.

  • Page 18: Vvx 300 Series Hardware

    Getting Started with Polycom VVX Business Media Phones VVX 201 Hardware Feature Descriptions (continued) Reference Number Feature Feature Description Soft keys Enable you to select context sensitive keys that display along the bottom of the screen. Home key Displays the Home screen from other screens, and displays the Lines and Calls screen from the Home screen.

  • Page 19: Vvx 400 Series Hardware

    Getting Started with Polycom VVX Business Media Phones VVX 300 Series Hardware Feature Descriptions (continued) Reversible tab Secures the handset in the cradle when your phone stand is positioned at a high angle. To secure the handset, remove the tab, reverse it so the protrusion points up, and re-insert it.
  • Page 20 Getting Started with Polycom VVX Business Media Phones Figure 3: VVX 400 series hardware features VVX 400 Series Hardware Feature Descriptions Reference Feature Feature Description Number Security slot Enables you to attach a universal security cable lock to your phone so you can (on top) secure it to a desktop.

  • Page 21: Vvx 500 Series And Vvx 600 Series Hardware

    Getting Started with Polycom VVX Business Media Phones VVX 400 Series Hardware Feature Descriptions (continued) Mute key Mutes local audio during calls and conferences. The key glows red when activated. Speakerphone Enables you to place and receive calls using the speakerphone. The key glows green when activated.
  • Page 22 Getting Started with Polycom VVX Business Media Phones Figure 4: VVX 500 series and VVX 600 series hardware features VVX 500 Series and 600 Series Hardware Feature Descriptions Reference Feature Feature Description Number Reversible tab Secures the handset in the cradle when your phone stand is positioned at a high angle.

  • Page 23: Securing Your Phone With The Security Slot

    By fastening one end of a universal security cable to a stationary object such as a desk or table, and the other end to the security slot available on Polycom VVX phones, you can prevent your phone from being stolen or otherwise removed. Refer to the universal security documentation for more information on securing your phone.

  • Page 24: Expand The Home Screen

    Getting Started with Polycom VVX Business Media Phones Figure 5: Home screen on VVX 500 phones » Press Expand the Home Screen A Page Indicator displays at the bottom of the screen to show the page you are currently viewing, as shown next.

  • Page 25: Access The Lines Screen

    Getting Started with Polycom VVX Business Media Phones Press the Home key On VVX 201 phones, press the L- > C soft key. On VVX 500/501 and 600/601 phones, tap the Calls soft key in the status bar. On VVX 500/501 and 600/601 phones, swipe the screen right to left.

  • Page 26: Switch Among Phone Screens

    Getting Started with Polycom VVX Business Media Phones Switch among Phone Screens You can see any phone screen on your phone from other screens by pressing the Home key , or by swiping your finger from right to left on the touchscreen. Although you can access any phone screen from other screens, you can access certain screens only if your phone is idle or has one or more calls in progress.
  • Page 27 Getting Started with Polycom VVX Business Media Phones Icons on VVX 201 Phones (continued) Icon Description Icon Description Active conference Presence status (Available) Placed call Presence status (Busy or In a Call) Received call Presence status (Away) Missed call Presence status (Do Not Disturb)
  • Page 28 Getting Started with Polycom VVX Business Media Phones Icons on VVX 300 Series Phones (continued) Missed call Presence status (Do Not Disturb) Favorite Presence status (Offline) Do Not Disturb enabled Presence status (Unknown) Icons on VVX 400 Series Phones Icon...
  • Page 29 Getting Started with Polycom VVX Business Media Phones Icons on VVX 400 Series Phones (continued) USB flash drive attached Recording paused (VVX 401/411 only) (VVX 401/411 only) Recording in progress or paused Recording in progress (VVX 401/411 only) (VVX 401/411 only)

  • Page 30: Entering Information In Data Fields

    Getting Started with Polycom VVX Business Media Phones Icons and Status Indicators on VVX 500 Series and 600 Series Phones (continued) Icon Description Icon Description Bluetooth disconnected (VVX Presence status (Offline) 600/601 only) New message Presence status (Unknown) ELATED INFORMATION...

  • Page 31: Entering Information Using The Dial Pad

    Getting Started with Polycom VVX Business Media Phones ELATED INFORMATION Entering Information Using the Dial Pad Enter Information Using the Onscreen Keyboard Entering Information Using the Dial Pad You can use the dial pad keys on your phone console to edit or update field information. The following table describes how to enter different types of data on your phone using the dial pad.

  • Page 32: Enter Information Using The Onscreen Keyboard

    Getting Started with Polycom VVX Business Media Phones Enter Information Using the Onscreen Keyboard The onscreen keyboard is available on VVX 500, and 600 phones, and the keyboard enables you to enter field information using your touchscreen. The onscreen keyboard is displayed on screen when data fields are available.

  • Page 33: Using The Pinyin Input Widget

    Getting Started with Polycom VVX Business Media Phones Note: For more information on the PinYin text input method, see the Nuance’s XT9 Smart Input web site. Using the PinYin Input Widget You can enter Chinese characters in the contact directory, corporate directory, and browser using the PinYin input widget and the dial pad keys or onscreen keyboard.

  • Page 34: Logging Into And Locking Your Phone

    1 Select the Sign In soft key, or select Settings > Features > Skype > Sign In. 2 Select User ID. 3 Enter your user credentials for your Skype for Business account, then select Sign In A confirmation message is displayed when your phone successfully signs into Skype for Business. Polycom, Inc.

  • Page 35: Sign Into 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 your phone successfully signs into Skype for Business. Polycom, Inc.

  • Page 36: Set The Time And Date Format

    When you sign into your Skype for Business account on your phone, you are prompted to set a lock code that includes 4 to 15 numbers, as shown next. After you set a lock code, you can use the code to unlock your phone. Polycom, Inc.

  • Page 37: Lock Your Phone

    Answer a Skype for Business Call on a Locked Phone Unlock Your Phone You can unlock your phone using your lock code. 1 Select Unlock or tap 2 Enter your lock code, and select Enter. The phone unlocks. ELATED INFORMATION Place a Call from a Locked Phone Polycom, Inc.

  • Page 38: Change Your Lock Code

    1 On the Lock screen, select Unlock or tap 2 Select Forgot or tap 3 On the Forgot Lock Code screen, enter your login password or PIN for your Skype for Business account. 4 Enter and confirm your new lock code. Polycom, Inc.

  • Page 39: Audio Calls

    If a call is placed before you enter all the digits, add the number to your Contact Directory and dial the number from the Contact Information screen. 1 Do one of the following: Start typing a phone number. Polycom, Inc.

  • Page 40: Place An International Call

    3 Select a favorite, and select Dial. On VVX 500/501 and 600/601 phones, the call is automatically placed after you select a favorite. Call Favorites from the Home or Lines Screen You can quickly call favorites from the Home or Lines screen. Polycom, Inc.

  • Page 41: Calling Contacts From The Directory

    Call a Member of a Distribution List You can call a member of a distribution list (DL) directly. 1 Navigate to Directories > Contacts > Groups. 2 Select a DL, then select Expand. 3 Select your member of the DL, then select Dial. Polycom, Inc.

  • Page 42: Place A Call From A Locked Phone

    Intercom soft key. If your phone is set up this way, press the Intercom soft key and wait for your contact to answer before speaking your message. Place an Intercom Call During a Call You can place an intercom call to another contact during an active call. Polycom, Inc.

  • Page 43: Place A Call From A Vvx Expansion Module

    The call is placed and is displayed on your phone's screen. ELATED INFORMATION Connecting Polycom VVX Expansion Modules to Your Phone Redial a Number Your phone automatically keeps a record of all the calls placed on your phone. You can recall the last contact you call using the Redial icon or soft key.

  • Page 44: Answer A Call From The Calls Screen

    You can set up your phone to automatically answer calls using the Auto Answer feature. When this feature is enabled, your phone automatically answers all incoming calls using the speakerphone. Your system administrator sets how many times your phone rings before the call is automatically answered. Polycom, Inc.

  • Page 45: Answer A Call On A Locked Phone

    These settings are applied to all incoming calls on your phone. ELATED INFORMATION Features for Mobility-Impaired Users Controlling Your Phone with Polycom Desktop Connector Use Your Headset for All Calls Answer a Call on a Locked Phone When you set up your phone so that you can answer incoming calls when your phone is locked, you can answer calls by entering your user password.

  • Page 46: Answer A Call From A Vvx Expansion Module

    You can answer calls using the line keys on your VVX phone or from your VVX Expansion Module. » Press the expansion module line key with a flashing green LED indicator. ELATED INFORMATION Connecting Polycom VVX Expansion Modules to Your Phone Switch among the Handset, Headset, and Speakerphone You can place and answer calls on your phone using the handset, speakerphone, or headset.

  • Page 47: Hold A Call

    You can transfer active or held calls to another person using the following transfer types: ● Blind transfer Transfer calls directly to another line without speaking with the other party first. ● Consultative transfer Speak with the other party before completing the transfer. Polycom, Inc.

  • Page 48: Choose A Default Transfer Type

    Using the Skype for Business Call Park feature, you can park up to eight calls while you continue to make calls and answer other incoming calls on your phone. Call Park is different from call hold in that the call is Polycom, Inc.

  • Page 49: Park Skype For Business Calls

    For example, dial #1347. Retrieve Parked Skype for Business Calls on the Same Phone You can retrieve a parked call on the same phone where the call was parked. » Do one of the following: Press the Retrieve soft key. Polycom, Inc.

  • Page 50: Managing Calls

    You can also view multiple calls on your line from the Calls screen. Figure 3: Active and held calls for each line on the Calls screen on 400 series » Do one of the following: On VVX 201 phones, press the L > C soft key. Polycom, Inc.

  • Page 51: Manage A Call From The Calls Screen

    Reject Incoming Calls You can reject a call and send the call directly to voicemail. Rejected calls display in the Missed Calls list in your Recent Calls list. Rejecting calls is not available for shared lines. Polycom, Inc.

  • Page 52: Reject Calls From A Contact

    Enabling DND on shared lines disables ringing only. A visual notification of the call still displays, and you have the option to answer or ignore the call. » Select DND. Note: To quickly disable DND on VVX 600/601 phones, tap , in the status bar. Polycom, Inc.

  • Page 53: Reject Calls With Do Not Disturb On Multiple Lines

    A scrolling message showing that you have forwarded all incoming calls to your contact is displayed on your phone. Forward Skype for Business Calls to Voicemail When you are signed into Skype for Business on your phone, you have the option to forward Skype for Business calls to your voicemail. Polycom, Inc.

  • Page 54: Simultaneously Ring A Group Of Contacts

    2 From the Contact Directory, select a contact. 3 From the Contact Information screen, select Edit or tap 4 From the Edit Contact screen, select Divert Contact, and enter a contact's number. 5 Select Auto Divert > Enabled. Polycom, Inc.
  • Page 55 Audio Calls 6 Select Save. Polycom, Inc.

  • Page 56: Conference Calls

    Conference Calls When you are signed into Polycom with Skype for Business on your VVX business media phone, you can initiate audio conference calls with your Skype for Business contacts from your phone. You can also manage conference participants, enable announcements, and lock a conference.

  • Page 57: Initiate A Conference Call In The Skype For Business Client

    2 On the Groups screen, select a group. 3 Press Dial All. 4 Press Yes to confirm that you want to dial all contacts in the group. Each contact in the group is called one at a time. Polycom, Inc.

  • Page 58: Initiate A Group Conference Call In The Skype For Business Client

    When a contact dials into a conference using the conference dial-in number and PIN, the contact is added to the conference call immediately unless the conference call is locked. When the conference call is locked, the contact must wait for the conference presenter to admit the contact to the call. Polycom, Inc.

  • Page 59: Viewing A Roster Of Skype For Business Conference Participants

    When you exit the Roster, you cannot view the list of conference participants. » Press Close. Return to the Roster You can return to the Roster at any time during an active conference. » Press Roster. Muting Conference Participants Only hosts can mute and unmute conference participants. Polycom, Inc.

  • Page 60: Mute And Unmute All Conference Participants

    ● Remove participants from the conference call. ● Demote a host to an attendee or promote an attendee to host. ● Enable or disable conference announcements. ● Lock or unlock a conference. These options do not display for attendees. Polycom, Inc.

  • Page 61: Demote Or Promote Conference Participants

    The conference is locked, and anyone that tries to join the call must be admitted by the main host. 2 Press Unlock to enable people to join the conference. The conference is unlocked, and anyone can join the conference call. ELATED INFORMATION Send Contacts Active Conference Information Polycom, Inc.

  • Page 62: Admit Or Deny Participants To A Locked Conference Call

    A contact that is trying to enter a locked conference call is displayed in the Roster with an alert icon the main host’s phone, as shown next on a VVX 400. » In the Roster screen, do one of the following: Select the new participant and press Admit. Select the new participant and press Deny. Polycom, Inc.

  • Page 63: 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 64: 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 65: Resume Held Sla Calls

    » Select the corresponding line key and lift the handset. Boss-Admin for Skype for Business When your phone is registered with the Polycom with Skype for Business server, you can use the Boss-Admin feature to manage shared lines. The Boss-Admin feature enables you to manage phones on your network and see when there is an answered call, when a call is on hold, or when a call has ended on a boss or delegate line.

  • Page 66: View The Delegates Group

    Skype for Business Contacts' Presence Information Change the Privacy Relationship for a Contact View the Delegates Group Your delegates are automatically added to the Delegates group on your phone and in the Skype for Business client, as shown in the next figure. Polycom, Inc.

  • Page 67: View The Boss 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. » Navigate to Contacts > Groups > People I Manage Calls For. All assigned bosses are displayed in order by last name, as shown next. Polycom, Inc.

  • Page 68: 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 69: Viewing Call Status On The Boss's Line

    Figure 3: Call on the boss's line on a VVX 500/501 phone View Held Boss Calls Bosses and delegates can both view held calls on the boss's line. A flashing red bar or LED light indicates that a call is on hold on a boss's line. Polycom, Inc.

  • Page 70: Resume Held Boss Calls

    As a delegate, you can make calls on behalf of your assigned boss's lines. When a call is made on behalf of the boss's line, a solid red bar is displayed on the line key on the boss's phone. 1 Press and hold the boss's line key. Polycom, Inc.

  • Page 71: Join Conference Calls For A Boss

    2 Dial the boss's number or select the contact. 3 After the call is answered, press the Conference soft key. 4 After you have connected the boss's line to the conference call, press End Call to leave the conference call. Polycom, Inc.

  • Page 72: Recording Audio Calls

    Support. Note: To attach a USB flash drive, see the Quick Start Guide for your VVX phone on your phone's support page on Polycom Voice Support. When you attach a USB flash drive to your phone, a USB icon is displayed in the status bar with a message that tells you how much recording time is available.

  • Page 73: Manage A Call While Recording

    When you remove the USB flash drive while recording, you can also damage the flash drive. » Do one of the following: Select Stop. Select Back > End Call. When you stop recording, the USB icon is displayed in the status bar. Polycom, Inc.

  • Page 74: Record A Conference Call

    The length of the recording and a progress bar is displayed as the recording plays. Pause and Resume Played Recordings While you're playing a recording, you can pause the recording, perform another tasks on your phone, and resume the recording at any time. Polycom, Inc.

  • Page 75: Stop Playing A Recording

    When you have played a recording or need additional space on your USB drive, you can delete recordings on your phone. 1 Navigate to Settings > Features > Removable Storage Media > Browse Recordings. 2 From the Browse Recordings screen, select a recording. 3 Select Delete. Polycom, Inc.

  • Page 76: Call Lists, Distribution Lists, And Directories

    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 77: View Recent Skype For Business Calls In Outlook

    Edit Recent Contact Entries You can edit a contact's phone number stored in your Recent Calls list before returning the contact's call. Polycom, Inc.

  • Page 78: Delete A Recent Contact

    You can store a large number of contacts in your phone's Contact Directory. Contact your administrator for the exact number of contacts available on your phone. You can perform the following tasks in your Contact Directory: ● Add a contact ● View contact information ● Update a contact’s information ● Delete a contact Polycom, Inc.

  • Page 79: Search For A Contact In The Contact Directory

    2 From the Add Contact screen, enter your contact's information in the available fields. You are required to only enter a number in the Contact field when adding a new contact to the directory. You can choose to enter additionally information. 3 Select Save. Polycom, Inc.

  • Page 80: View Contact Information

    1 From your Contact Directory, select a contact. 2 From the Contact Information screen, do one of the following: Select Delete. Select Info > Delete. A confirmation message is displayed, confirming that you want to delete the contact. 3 Select Yes to delete the contact. Polycom, Inc.

  • Page 81: Managing The Corporate Directory

    3 From the Advanced Find screen, enter your search criteria, and select Submit. The screen displays a list of contacts, starting with the most successful matches. 4 Select a contact and select View to view the contact's information. Polycom, Inc.

  • Page 82: Save Corporate Directory Search Results

    Search the Skype for Business Directory You can search for contacts in the Skype for Business Directory on your phone. 1 Select Skype for Business Search on the Home screen or navigate to Directories > Skype Direc- tory. A search screen is displayed. Polycom, Inc.

  • Page 83: Saving Contacts From The Skype For Business Directory

    Your contact and similar contacts are displayed automatically as you type your contact's information. Save Outlook Contacts to the Contact Directory You can save Outlook contacts to the Contact Directory on your phone. Polycom, Inc.

  • Page 84: Managing Skype For Business Distribution Lists

    DL. Maximum Number of Distribution List Members Model Maximum Number of Members VVX 201 VVX 300/310 VVX 301/311 VVX 400/410 VVX 401/411 VVX 500/501 VVX 500/510 VVX 600/601 VVX Expansion Modules (color display) Polycom, Inc.

  • Page 85: Search For Skype For Business Distribution Lists

    View Contact Information for a Member of a Distribution List You can view the contact information for members of a distribution list (DL) from the phone. The phone displays the name, presence status, email address, and phone number for each DL member. Polycom, Inc.

  • Page 86: Delete A Distribution List

    Skype for Business client. 1 Navigate to Directories > Contacts > Group, then select a DL. 2 Select Delete, then confirm deletion. The DL is removed from the phone and in the Skype for Business client. Polycom, Inc.

  • Page 87: Favorites And Contact Lists

    4 Select Yes to automatically accept an index number or select Edit Index to enter a unique index number. You can enter a number up to 99 for VVX 201 phones or 9999 for all other VVX phones. Polycom, Inc.

  • Page 88: Viewing Favorites

    You can delete favorites to make room for new favorites. 1 From your Contact Directory, select the contact. 2 From the Contact Information screen, select Edit or tap 3 From the Edit Contact screen, select Favorite Index, and delete the favorite index number. 4 Select Save. Polycom, Inc.

  • Page 89: Managing Skype For Business Contacts

    1 Select Contacts or navigate to Settings > Features > Presence > Contacts. 2 Select Add, enter your contact's email address, and select Submit. If you're using the onscreen keyboard, tap then Submit. Your contact is added to your Contact list. Polycom, Inc.

  • Page 90: 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. ELATED INFORMATION Assign Skype for Business Contacts to VVX Expansion Modules Enable Line Key Customization Polycom, Inc.

  • Page 91: Skype For Business Contacts' Presence Information

    The following table shows the presence icons that display for Skype for Business contacts on VVX 300 series phones. 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 92 For example, if a contact's presence is displayed as Available with an asterisk or purple icon ( ), that contact is signed into the Skype for Business client as available but has set Outlook to Out of Office. ELATED INFORMATION Assign Delegates Update Your Skype for Business Presence Polycom, Inc.

  • Page 93: View Contact's Activity On Vvx 201, 300, And 400 Phones

    ● Email address ● Work number ● Mobile number ● Home number ● Voicemail 1 Select the Contact soft key. 2 Select a contact and select Info. The contact card is displayed with your contact's presence status and contact information. Polycom, Inc.

  • Page 94: 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. ELATED INFORMATION Assign Delegates Polycom, Inc.

  • Page 95: Updating Your Presence Status

    Updating Your Presence Status Polycom phones enable you to sign into your personal communication software client, such as Microsoft Skype for Business, and update your presence status on your phone. This section provides information on how to update your Skype for Business presence status on VVX phones.

  • Page 96: Accessing, Sending, And Broadcasting Messages

    A list of voicemail messages is displayed, as shown next. 2 Select a message and select Play. Managing Skype for Business Voicemail Messages From the Skype for Business Voicemail screen, you can call a contact, delete messages, or mark unread messages. Polycom, Inc.

  • Page 97: Call A Contact From Voicemail

    Press Select to choose a pre-scripted message from the Message Select screen. Select Edit to compose a custom message, and enter your message. 6 Select Send. Read Instant Messages Instant messages display in the order they are received with the first message received displaying first. Polycom, Inc.

  • Page 98: 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. This means that you can send and receive pages to paging groups 1, 24, and 25. Contact your system administrator to find out which paging group you are subscribed to. Polycom, Inc.

  • Page 99: Send A Group Page

    Note that when you adjust the volume of a non-emergency page, your phone uses the adjusted volume for subsequent non-emergency pages. However, only your system administrator can change the volume of an Emergency page. » Do one of the following: Polycom, Inc.

  • Page 100: Receiving Pages When You're Not In An Active Call

    1 Navigate to Settings > Basic > Preferences > Paging/PTT Configuration > Group Paging. 2 From the Group Paging Configuration screen, select Group Subscriptions. 3 From the Group Subscriptions screen, select the group you want to subscribe to, and select Yes. Polycom, Inc.

  • Page 101: Enable Pages To Play During Active Calls

    While you send a broadcast, you can pick up the handset, or press the Speakerphone or Headset key, and continue speaking. You can also press the Mute key to mute your audio so that the people receiving your broadcast do not hear anything. This behavior is similar to a phone call. Polycom, Inc.

  • Page 102: Receiving Ptt Broadcasts

    The following occurs when you receive a broadcast during an active call: ● When your phone is set up to receive Normal broadcasts during an active call, the broadcast immediately plays. You hear both the active call and the broadcast. Polycom, Inc.

  • Page 103: Receiving Ptt Broadcasts When Not In An Active Call

    The broadcast ends, and you cannot resume the broadcast by pressing and holding Talk on the same channel. You can immediately initiate another broadcast on another channel. Push-To-Talk Settings This section provides information on the changing your default channel, updating channel subscriptions, and enabling broadcasts to play during active calls. Polycom, Inc.

  • Page 104: Change The Default Channel

    While Busy setting, a PTT broadcast interrupts active calls and you hear the audio of the call and the broadcast. 1 Navigate to Settings > Basic > Preferences > Paging/PTT Configuration > PTT Push to Talk. 2 From the PTT Channel Configuration screen, select Accept While Busy, and select Enable. Polycom, Inc.

  • Page 105: Phone Applications

    » Do one of the following: To view the previous day, select Previous or tap To view an upcoming day, select Next or tap To view a meeting, use the arrow keys to select a meeting or tap the meeting. Polycom, Inc.

  • Page 106: Navigate To Other Views

    If a meeting starts and you have not joined the meeting, the reminder indicates that the meeting is overdue. Note: If you have enabled meeting reminders, but your phone is not displaying them, make sure that your login credentials are correct. Polycom, Inc.

  • Page 107: Manage Meeting Reminders

    Disable Meeting Reminders Meeting reminders are enabled on your phone by default. When enabled, your phone displays reminders for all meetings. You can choose to disable meeting reminders so they do not display on your phone for any meetings. Polycom, Inc.

  • Page 108: Joining Calendar Meetings

    From the meeting reminder, select Details > More Actions, and select a number. Join Skype for Business Meetings from the Calendar You can join Skype for Business meetings from the Calendar either from meeting reminders or Meeting view. 1 From Day view, select the meeting. Polycom, Inc.

  • Page 109: Navigating The Browsers

    When you open the Web Browser, a toolbar with navigation and editing soft keys display for three seconds along the bottom of the screen, as shown next. You can use the navigation and editing soft keys to navigate between web pages and enter information into text boxes in the Web Browser. Polycom, Inc.

  • Page 110: Browser Navigation Soft Keys

    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 111: Phone Settings

    If this happens, or if the time and date are incorrect, contact your system administrator. The following figure shows the default format for the time and date. 1 Navigate to Settings > Basic > Preferences > Time & Date. 2 From the Time & Date screen, do one of the following: Polycom, Inc.

  • Page 112: Disable The Time And Date Display

    For example, if you decrease the Maximum Intensity, the low, medium, and high levels for both Backlight On and Backlight Idle intensities decrease. 1 Navigate to Settings > Basic > Backlight Intensity. 2 From the Backlight Intensity screen, select Backlight On Intensity. Polycom, Inc.

  • Page 113: Set The Backlight Timeout

    Depending how your system is set up, you might have to navigate to Settings > Basic > Preferences > Background > Select Background. The Select Background screen is displayed instead. 2 Select a background image, if available. ELATED INFORMATION Adding Personal Photos as Your Background Polycom, Inc.

  • Page 114: Adding Personal Photos As Your Background

    You can add one or multiple images for your phone background using the Web Configuration Utility. Note: On Polycom phones with UC Software 5.1.1 or later and 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 115: Use A Usb Flash Drive To Add A Background

    ● Assign a specific contact to a line on the phone or expansion module ● Display only your line registration on the Lines screen ● Insert an empty line between line keys ● Clear a contact from a line key or delete a line key ● Reset all custom line keys Polycom, Inc.

  • Page 116: Customize The Columns On The Lines Screen

    Lines screen. You can choose to set your phone to only display your line registration on the Lines screen. If you have a VVX Expansion Module connected to your phone, your contacts and favorites are moved onto the expansion module. Polycom, Inc.

  • Page 117: Enable Line Key Customization

    You can clear a contact from a line so that the line is blank. Clearing a contact does not change the position of other contacts. 1 Navigate to Settings > Basic > Line Key Customization. 2 Choose one of the following: Select Phone Line Keys Polycom, Inc.

  • Page 118: Delete A Line Key

    You can stop the screen saver at any time by pressing any key or touching the screen. When your phone is idle again for a specified period of time, the screen saver starts again. Polycom, Inc.

  • Page 119: Use Personal Photos As Screen Savers

    Go back and make sure the information you entered is correct. 7 Navigate to Settings > Basic > Preferences > Screen Saver. 8 From the Screen Saver screen, select Screen Saver, and select Enabled. Polycom, Inc.

  • Page 120: Disable The Screen Saver

    USB flash drive is attached to your phone. Note: If your phone does not detect the USB flash drive when you attach it to your phone, the USB port on your phone may be disabled. Contact your system administrator. Polycom, Inc.

  • Page 121: Picture Frame Tasks

    Starts the display of pictures one-by-one again. Stop displaying the pictures. The pictures do not display again until you access the Picture Frame feature (unless you have a screen saver enabled). Set the picture that currently displays as the background picture for your phone. Polycom, Inc.

  • Page 122: Using Power-Saving Mode

    You can update the period of time the phone is idle before the screen turns off. You can specify different timeouts for office hours (Office Hours Idle Timeout) and non-office hours (Off Hours Idle Timeout). By default, the Office Hours Idle Timeout is much longer than the Off Hours Idle Timeout. Polycom, Inc.

  • Page 123: Changing Audio Settings

    By default, you hear all sound effects from the speaker. 1 Navigate to Settings > Basic > Preferences > Audible Ringer. 2 From the Audible Ringer screen, select a location to hear sound effects. Polycom, Inc.

  • Page 124: Set A Ringtone For Incoming Calls

    You can increase the volume of your ringtone and the audio during a call. » Press one of the Volume keys to increase or decrease the audio. ELATED INFORMATION Features for Hearing-Impaired Users Changing Audio Settings Enable Electronic Hookswitch Polycom, Inc.

  • Page 125: 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 126: Use Your Headset For All Calls

    Features for Hearing-Impaired Users Icons and Status Indicators Features for Mobility-Impaired Users Answer Calls Automatically Controlling Your Phone with Polycom Desktop Connector Reactivate Headset Memory Mode Switching to the speakerphone or the handset deactivates Headset Memory Mode. » Press the headset key twice.

  • Page 127: Setting The Headset Base Unit Options

    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 128: Change The Headset Mode

    The following instructions are intended as a guide, and do not apply to all Bluetooth devices. You can usually find instructions for your headset on the device manufacturer's web site. Polycom, Inc.

  • Page 129: Managing Calls With Your Bluetooth Headset

    You can also remove your headset so that it is no longer paired or connected. When you remove your headset, it won't display in the Manage BT Headsets screen. To connect it back to your phone, you'll need to scan for the device, add it, and connect it again. Polycom, Inc.

  • Page 130: Controlling Your Phone With Polycom Desktop Connector

    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.

  • Page 131: Using The Indirect Method

    Phone Accessories and Computer Applications 1 Click Start > Programs > 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 132: Connect Using The Indirect Method

    After you find your phone's IP address, you can start the PDC program and connect your phone to your computer using the indirect method. 1 Click Start > Programs > Polycom > Polycom Desktop Connector. The PDC icon is displayed as an active program on your taskbar as shown next.

  • Page 133: Disable The Polycom Desktop Connector

    The PDC icon turns red, shown next, indicating that you have successfully enabled the PDC program. Disable the Polycom Desktop Connector If you disable the PDC, you can no longer use your mouse and keyboard to control and enter information on your phone »...
  • Page 134 Third soft key from the left on your Alt+F3 Transfer phone's current screen Fourth soft key from the left on your Alt+F4 Conference phone's current screen Alt+F6 Do Not Disturb Directories menu Alt+F7 Messages menu Alt+F8 New Call soft key Polycom, Inc.

  • Page 135: Enter Text In A Different Language

    Languages > Change keyboards. 2 Choose a computer keyboard language, as shown next. 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. Polycom, Inc.

  • Page 136: Connecting A Netgear Wi-Fi Adapter To Your Phone

    Note: Depending on the peripheral devices you have attached to with VVX phone, the phone may not have enough power for the Wi-Fi adapter through the USB port. Therefore, Polycom recommends you use the external power supply that comes with the adapter. This is also a requirement when using a phone without a USB port.

  • Page 137: Connecting Polycom Vvx Expansion Modules To Your Phone

    Connecting Polycom VVX Expansion Modules to Your Phone The Polycom VVX Expansion Modules, with a LCD color display, are consoles you can connect to VVX business media phones to add additional lines. VVX Expansion Modules enable you to handle large call volumes on a daily basis and expand the functions of your phone.

  • Page 138: Vvx Color Expansion Module Hardware Features

    ● You can connect up to three color expansion modules to your phone to support an additional 252 line keys per phone. The following figure illustrates the features, components, and keys available on the VVX Color Expansion Modules. The table lists each numbered feature shown in this figure. Polycom, Inc.
  • Page 139 Phone Accessories and Computer Applications Figure 1: VVX Color Expansion Module features Polycom, Inc.

  • Page 140: Connect Vvx Expansion Modules

    The LED lights on the module's line keys flash red and green as the module starts up. The VVX Color Expansion Modules take approximately 20 seconds to power up. Connect Additional Expansion Modules After the first module is on, you can connect up to two additional modules to your VVX phone. Polycom, Inc.

  • Page 141: Assigning Contacts And Favorites To Vvx Expansion Modules

    VVX 500/501 and 600/601 phones automatically assign a favorite index. The favorite is assigned to the next available line on your expansion module and not necessarily the line corresponding to the line key you pressed to assign the favorite. Polycom, Inc.

  • Page 142: Assign Skype For Business Contacts To Vvx Expansion Modules

    VVX phone. Each page of the expansion module contains 28 registrations, busy lamp field contacts, Skype for Business contacts, or favorites assigned to line keys. » Press a Page key beneath the screen on the VVX Color Expansion Module. Polycom, Inc.

  • Page 143: Smart Paging

    ● Pages 2, 5, and 6 display on the second expansion module. ● If you have three expansion modules connected to your VVX phone, the pages are ordered non-sequentially. As shown in the next figure, the pages display on the three expansion modules in the following order: Polycom, Inc.

  • Page 144: Alternate Paging

    Changing the Backlight Intensity When you change the backlight intensity settings on your VVX phone, the backlight on your VVX Color Expansion Module connected to your phone automatically changes to match the new settings. ELATED INFORMATION Backlight Intensity and Timeout Polycom, Inc.

  • Page 145: Connecting To Skype For Business On Your Phone Using Better Together Over Ethernet

    In order to use BToE, you need to download and install the Polycom BToE Connector application. Installing the Polycom Better Together over Ethernet Connector The Polycom BToE Connector enables you to use the BToE feature on your VVX phone when it’s connected to a Microsoft ®...

  • Page 146: Start The Polycom Btoe Connector

    Phone Accessories and Computer Applications 4 Ensure that the dialog box lists Polycom Inc. as the verified publisher and click Yes. If Polycom Inc. is not listed as the publisher, click No and download the application again from the Polycom Voice Support site.

  • Page 147: Pairing Your Phone With Your Computer

    Before you can begin using BToE, you must pair your Polycom phone and 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 148: Manually Pair Your Phone With Your Computer Using Btoe

    Polycom VVX Phone is displayed in your list of audio devices in your Skype for Business client. When the same user account is signed into the phone and the Skype for Business client, your computer and phone are paired, and BToE is activated.

  • Page 149: 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 150: Use Your Phone As Your Primary Audio Device For Your Computer

    Phone Accessories and Computer Applications » In your Skype for Business client, click the audio device icon and select Polycom VVX Phone as your primary device, as shown next. Use Your Phone as Your Primary Audio Device for Your Computer...

  • Page 151: Using Btoe To Lock And Unlock Your Phone

    Note: If you want to route audio from media that uses the computer's speakers, such as from web videos or media players, you must manually change the computer's default audio speaker device to use Polycom VVX Phone. ELATED INFORMATION...

  • Page 152: Place Btoe Calls

    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 153: Disable Btoe On Your Phone

    Disable BToE on Your Phone You can disable the BToE feature on your phone and unpair your phone and computer. When you disable BToE, you can no longer use the feature on your Polycom phone and Skype for Business client on your computer.

  • Page 154: Accessibility Features On Your Phone

    Accessibility Features on Your Phone Polycom phones include a number of features to accommodate any type of user. The following sections include accessibility features for hearing, vision, or mobility-impaired users available on VVX business media phones. Features for Hearing-Impaired Users The following table lists the accessibility features on VVX business media phones for hearing-impaired users.

  • Page 155: Features For Mobility-Impaired Users

    Polycom Desktop Connector You can use your computer's mouse and keyboard to enter information and application navigate screens on your VVX phone. ELATED INFORMATION Answer Calls Automatically Controlling Your Phone with Polycom Desktop Connector Use Your Headset for All Calls Polycom, Inc.

  • Page 156: Features For Vision-Impaired And Blind Users

    Keys on the phone console are easily discernible by their keys size and shape. Illuminated feature keys Many feature keys are illuminated when activated, so you're easily alerted when a feature is enabled. ELATED INFORMATION Backlight Intensity and Timeout Polycom, Inc.

  • Page 157: Maintaining Your Phone

    In addition, your administrator may want to troubleshoot your phone before you restart it. If you need to update your phone's configuration, don't restart your phone. Polycom, Inc.

  • Page 158: Update The Phone Configuration

    LEDs. Contact your system administrator for instructions on how to perform these tests. 1 Navigate to Settings > Status > Diagnostics > Test Hardware. 2 From the Test Hardware screen, select one of the following: Audio Diagnostics Keypad Diagnostics Display Diagnostics Touch Screen Diagnostics Brightness Diagnostics LED Diagnostics Polycom, Inc.

  • Page 159: Clean The Touchscreen

    If you do not want to update your phone software when prompted, you can choose to cancel the prompt and update the software at a later time. You can press the Dev Updt soft key at any time to update the phone's software. Polycom, Inc.
  • Page 160 If your phone is inactive for a long period of time, the phone automatically reboots and updates the phone software. 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 161: Troubleshooting

    Check the Status of the Calendar When you do not see the Calendar icon on the Home screen or if you are not receiving meeting reminders, it is possible that your phone is not connected to the Microsoft Exchange Server. Polycom, Inc.

  • Page 162: Polycom Desktop Connector

    2 From the Calendar screen, select Connect. ELATED INFORMATION Open the Calendar 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...

  • Page 163: Bluetooth Headset

    The recording stopped during a call. If the USB flash drive becomes full during recording, recording stops and the message “USB device is full. Recording stopped” is displayed. Delete previous recordings to make space on the USB drive. Polycom, Inc.

  • Page 164: 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 165: Troubleshoot Pairing

    Make sure that the Ethernet cable is plugged into the PC port on the phone. If the warning message states that the phone was unable to pair, you need to ensure that Polycom BToE Connector is an allowed program in your system's firewall on your computer.

  • Page 166: Send Log Files To The Skype For Business Server

    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 deter- mine any issues with your phone. Polycom, Inc.

This manual is also suitable for:

Vvx 300 seriesVvx 400 seriesVvx 500 seriesVvx 600 series