Polycom VVX 400 Series Manual

Viewing your phone keys and hardware

Phone views

Your phone has three main Views: Home, Calls, and Lines view (the default). You can access Home and Lines view at any time. If your phone has one or more calls, you can also access Calls view. For Home view from any menu, press .
Press to alternate between Home and Lines view.

Home view

Home view displays icons you can select to access phone functions

You can use the right, left, up, and down arrow keys to display more icons.

Directories View

Directories view displays the following four options:

Recent Calls

This is a list of recent calls. You can select an entry and press the Dial key to call that number.

Viewing Recent Calls

From Lines view, do one of the following:

• Press , select Directories, and select Recent Calls to view your Recent Calls list.
• Press the right arrow key to view the recent Placed Calls.
• Press the left arrow key to view the recent Received Calls.
• Press the down arrow key to view the recent Missed Calls.
• Press the up arrow key to view Favorites.

From the Recent Calls list, press Sort to sort and order calls, press Type to display only certain calls, or select a call record to call the person.

Enterprise Directory^

This is a searchable list of all the users within your company. You can select an entry and press the Dial key to call that number.

You can enter a name to search using the phone's dial pad. To see the entire directory, enter^* into the search box.

Note: If you do not wish to have your name and number listed in the Enterprise Directory, contact Rogers Business Technical Support at 1-877-742-9249 to have your privacy setting updated.

Enterprise Common Directory^

The Enterprise Common Directory allows the user to view the common contact (names and phone numbers only) of the enterprise.

Group Directory^

The Group Directory enables users to view the contact details such as work, extension, and mobile numbers of contacts.
Users can query by name, phone number, extension etc.

Note: If you do not wish to have your name and number listed in the Enterprise Directory, contact Rogers Business Technical Support at 1-877-742-9249 to have your privacy setting updated.

Group Common Directory◊

This is the directory allowing the group users to view the common contacts (names and phone numbers only) within the same group.

Note: Only the Group Administrator can make changes to this directory.

Personal Directory^◊

The Personal Directory enables users to view, add, modify or delete details such as names and phone numbers of the contacts in the user's personal directory stored on the server.

Lines view

Lines view displays phone Lines, Favorites and soft keys.

If your phone is idle, you can press the Line key to access the Dialer.

Tip: Referring to Soft Keys
In this guide, soft keys are referred to by their name only. For example, to end an active call, press End Call.

Referring to Soft Keys

In this guide, soft keys are referred to by their name only. For example, to end an active call, press End Call.

Calls view

If your phone has one or more calls, you can access Calls view. Call color indicates status:

• Dark green — Active call
• Bright blue — Incoming call
• Dark blue — Held call

Use the up and down arrow keys to select a call (highlight it). The soft keys control the highlighted call.

Entering data

Use the dialpad keys to enter information. To backspace, press Backspace .

To type with the dialpad keys, press a key repeatedly to view the character options and stop to select.

To type other characters, press Encoding or Mode. When using the dialpad keys, use the 1, *, 0, and # keys.

About calls

Only one call can be active at one time. You can use the handset, speakerphone, or headset for calls. During a call, you can change modes by picking up the handset, or by pressing or .

If you navigate away from your call(s), press to see Active Call or Calls view again.

Tip: Switching between Lines and Calls view
When in Calls view, switch to Lines view by pressing More > Lines. Switch back to Calls view by pressing More > Calls.

Placing calls*

Pick up the handset, or press or Enter the phone number, and press Send.

Or enter the phone number first, then press Dial, pick up the handset, or press or .

From Lines view: Press the phone Line key, enter the phone number, and press Send. From Home view: Select New Call using the left and right arrow keys. Enter the phone number, and press Send.

Tip: Placing calls quickly
Select a recent call or Favorite, or select a contact's phone number in the Contact Directory.

Answering calls

To answer with the speakerphone, press or tap Answer. To answer with the handset, pick up the handset. To answer with a headset, press . To answer a new call while on an active call, press Answer. The current call will be held.

Ending calls

To end an active call, replace the handset, press , or press . Or, press End Call. To end a held call, navigate to Calls view and highlight the held call.
Press Resume, and press End Call.

Holding calls

From Calls view, press Hold or .
Remember to highlight the call first. To resume a held call, press Resume or again.

Transferring calls

From Calls view, press Transfer or , and call the other party. When you hear the ringback tone, or after you talk with the other party, press Transfer or again. Press Blind to complete a transfer without waiting for the ringback tone.

Forwarding calls

To enable call forwarding, press Forward from Home or Lines view. Select the forwarding type to enable, enter a forwarding number, and press Enable.
To disable call forwarding, press Forward from Home or Lines view, select the forwarding type to disable, and press Disable.
To enable per-call forwarding: As your phone rings, press Forward, enter the forwarding number, and press Forward.

Placing Conference Calls

Call the first party, and after the call connects, press More, and select Confrnc. Then, dial and connect with the second party and press Confrnc again. From Lines or Calls view, you can:

• Press Hold to hold all participants.
• Press End Call to remove yourself from the call, but keep the other participants connected.
• Press Manage (if available) to manage each participant.
• Press Split to end the conference and hold all participants.

Tip: Placing conference calls
If you have an active and held call, press Join to set up a conference.

Tip: What does the Star mean?
A star, , indicates a favourite.

Listening to Voicemail

An envelope,, adjacent to a Line key, indicates that you have voicemail. Select Messages from Home view or press , and select Message Center. Press Connect and follow the prompts or dial *98.

Muting the microphone

During a call, press so other parties can't hear you. To disable Mute, press again.
This applies to calls using the handset, headset, and speakerphone.

Using Do Not Disturb

To enable or disable ringing, press DND from Home or Lines view. When Do Not Disturb is enabled, the DND icon, , displays in the status bar and beside the appropriate Line key.

Adjusting volume

To change call volume, press during a call. To change the ringer volume, press when the phone is idle or ringing.

Documents / Resources

Download manual

Here you can download full pdf version of manual, it may contain additional safety instructions, warranty information, FCC rules, etc.

Download Polycom VVX 400 Series Manual