Polycom VVX 500 Owner's Manual
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Polycom VVX 500 Owner's Manual

Touch screen phone
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Polycom VVX 500
Touch Screen Phone
Owner's Manual V.1
Owner's Manual
1

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Summary of Contents for Polycom VVX 500

  • Page 1 Polycom VVX 500 Touch Screen Phone Owner’s Manual V.1 Owner’s Manual...

  • Page 2: Table Of Contents

      Getting Started ..............7   Polycom VVX500 Touch Screen Phones ......7   Introduction to your Polycom Desk Phone ....7   Before You Use Your Phone ..........7 Interacting with your Polycom VVX500 Touch   Screen Phone ..............9  ...
  • Page 3   Transferring Calls ............22   Call Park ............... 24   Paging (Intercom) ............24   Redial ................25   Mute ................25     Managing Incoming Calls ..........26   Rejecting Calls ..............26   Diverting Calls ..............26  ...
  • Page 4 Selecting the Correct Headset for Electronic   Hookswitch ............... 42   Selecting the Ring Type ..........43   Changing the Language ..........43     Installation Overview ............44   Before you Begin Your Installation ........44 Assigning Extension Numbers and Phone  ...

  • Page 5: Introduction

    Introduction Congratulations on purchasing the AccessLine Hosted PBX phone system and service. You will now be able to share your phone connection between fixed & wireless handsets and across multiple locations using the latest in ‘Voice over IP’ services. This User Guide will show you how to setup and use your new PBX phone system and service.

  • Page 6: Basic Requirements

    Basic Requirements The Hosted PBX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office. Where you don’t have data wiring, you may use the optional Wireless Transmitter and Wireless Adapters to connect Desk Phones wirelessly.

  • Page 7: Using Your Hosted Pbx Phone System

    Polycom VVX500 Touch Screen Phones Introduction to your Polycom Desk Phone The Polycom VVX500 Touch Screen Desk Phone provides a powerful, yet flexible IP communications solution, delivering excellent voice quality. The high-resolution graphic display supplies content for call information, directory access, and system status.

  • Page 8: Button Description

    Button Description Voicemail Flashing red light indicates there is a Indicator voicemail on the phone. The home key returns you to the Home Screen of the phone. Pressing it twice returns you to the idle screen. Full Color Color Touch Screen. Touch sensitive, Touch Screen full color screen that allows you to tap to highlight and select, or scroll using...

  • Page 9: Interacting With Your Polycom Vvx500 Touch Screen Phone

    Interacting with your Polycom VVX500 Touch Screen Phone This section contains information on the terms used when interacting with your new Polycom VVX500 Touch Screen Desk Phone. Tap- Touch that portion of the screen with your finger tip and let go.

  • Page 10: Information Screen

    Menu Navigation- Tap Menu > submenu > submenu Swipe- Touch and hold the screen while moving it up, down or side to side. Scrolling- Similar to Swipe, this just refers to swiping up and down through a list. Dial Pad- Are the alpha/numeric buttons on the face of the telephone. (See Before you use your phone for details.) Buttons- Physical buttons located on the phone.

  • Page 11: Main Menu Screen

    You can press again at any time to return to the Idle Screen. Note Main Menu Screen: This screen is the first point for more menu selections. You can reach this menu at any time by pressing The Applications Option is not available at this time. It remains on your screen to allow room for future upgrades and expansions.

  • Page 12: Desk Phone- Basic Call Features

    Tap Screen Clean You can then wipe the screen with any clean dry microfiber cloth. Desk Phone– Basic Call Features Placing Calls You can place a call in many ways using your Desk Phone: using the handset • using the speakerphone •...

  • Page 13: To Place A Call Using Hands-Free Speakerphone Mode

    Dial the number using the dial pad. The phone starts suggesting a number you can select from the recent call Note list as you dial. To place a call using Hands-Free Speakerphone mode: Do one of the following: With the handset on-hook 1.

  • Page 14: Placing A Second Call

    Dial   t he   d esired   n umber   u sing   t he   d ial   p ad.   Press   .   Additional information on headsets can be found on page 41 of this guide. Note Placing a second call While on a call, you may place that call on hold and make a second...

  • Page 15: To Answer A Call Using The Handset

    using the speakerphone • using the headset • To answer a call using the handset: Pick up the handset. To answer a call using Hands-Free Speakerphone mode: Press and speak into the phone. on the incoming call display. To answer a call using the headset: Press or follow the instructions for your optional headset.

  • Page 16: Inbound Caller Id

    Disabling Automatic Answer: Press > Settings> Basic> Preferences> Auto Answer Highlight and Select Auto Answer SIP Calls Tap No Tap Save Inbound Caller ID Caller ID Name and Number are presented on the screen of your phone with each inbound call. If you are using a Simultaneous hunt group the name of that hunt group will also be passed through to the display of your phone.
  • Page 17 To forward all incoming calls to another party: 1. From the idle display, Tap on the main display. 2. Tap the option that you would like to change. The options are: Always—To   f orward   a ll   i ncoming   c alls   No  ...
  • Page 18 c If you selected Busy, you will see that your phone number is entered in the Contact field by default. By entering your own phone number in this field, the phone will send callers to your voicemail box if your phone is busy. You may enter a number to forward all future incoming calls to when all of your incoming lines are busy.

  • Page 19: Call Management Features

    The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled. Enabling Do Not Disturb Do Not Disturb prevents the phone from ringing and sends callers directly to your voicemail box.

  • Page 20: Conferencing Calls

    The Hold feature typically generates music . Therefore, avoid putting a conference call on hold. Note Conferencing Calls You can create a conference with other parties using the phone’s local conference feature. There are two ways to do this. Joining two calls •...
  • Page 21 All calls are split into individual calls and put on hold Setting Up Conference Calls You may conference up to two calls plus yourself (a 3-way call). To set up a conference call: 1. Call the first party. 2. Press to create a new call.

  • Page 22: Transferring Calls

    To split a conference call: Press to split the conference. All calls are split into individual calls and put on hold. Ending Conference Calls To end a conference call: From the Active Conference page, press or hang up. The other parties will continue to be connected. Transferring Calls Call Transfer allows you to send an active call to another phone number or extension.
  • Page 23 You can cancel the transfer before the call connects by pressing the Cancel soft key. Performing a Blind Transfer Blind transfer allows you to transfer a call to another number or extension without talking to that person first To perform a blind transfer: 1.

  • Page 24: Call Park

    When the transfer party picks up the phone, touch #5 again. All three of you will be connected. Hang up and the two parties are connected (without tying up any of your lines) If the transfer party does not pick up the phone, touch #6 to return to the original caller.

  • Page 25: Redial

    To group specific phones so only they receive specific Paging calls, login to the Admin Portal and click the Groups Tab then select Paging Groups. Initiating a Page Either pickup the handset or uses the speaker phone Dial the Paging Group (9100 is the Standard Paging Group for all phones).

  • Page 26: Managing Incoming Calls

    Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. You can still hear all other parties while mute is enabled. To turn off Microphone Mute, press again. Managing Incoming Calls You can distinguish incoming calls by setting distinctive rings for contacts in your contact directory, sending particular calls directly to your voice mail, or transferring particular calls to another party.

  • Page 27: Using Voicemail

    8. Press again to return to the idle screen. For more information on adding contacts see page 33 of this guide. Note Using Voicemail Each phone receives a Voicemail box which can record up to 90 minutes of messaging with a maximum of 5 minutes per message. Each user can record his or her personal greeting for the voicemail box.

  • Page 28: Retrieving Messages When You Are Away From The Office

    Retrieving messages when you are away from the office Dial your Desk Phone and allow it to ring When your voicemail greeting begins to play, enter your PIN over your greeting. Returning a Call While listening to a message or after listening to a message, press 9* to call that person back You may return to your voicemail box WITHOUT calling back in by pressing ## after talking to the person you called back...

  • Page 29: Forward Voicemail Messages Via The Phone

    Forward Voicemail Messages via the Phone A user can forward a voicemail from his or her voicemail box to another voicemail box or group of voicemail boxes. Once logged in to your voicemail box, press 1 to listen to your message(s) Press 6 at any time while listening to the message to for after the message...

  • Page 30: Forward Voicemail Messages Via The Web

    Forward Voicemail Messages via the Web A user can forward a voicemail message from his or her voicemail box to another voicemail once logged into the personal website. Voicemail messages may be forwarded via email to anyone or forwarded directly into another person’s voicemail box (providing they are in your company and have an AccessLine phone) Once logged in click the Forward button associated with the...
  • Page 31 If you have entered email address, fill in your email address, the subject line and any message you wish to include Select the delivery method: Send a link to the voicemail message or sent the voicemail message as an attachment Click the Send button when finished Owner’s Manual...
  • Page 32 Voicemail Notification via Email You may setup your voicemail box to send you an email alert whenever someone leaves you a voicemail message. Go to www.accessline.com/login Enter your Desk Phone Number and PIN Click Login Select the Personal Info Tab at the top of the web page Select the Notification button Enter your email address in the space provided (you may enter multiple email addresses)

  • Page 33: To Create A Voicemail Group

    To Create a Voicemail Group A Voicemail Group allows you to quickly forward a voicemail message to multiple other people without entering each person individually. Voicemail groups are created through your personal website. Once logged in, select the Personal Info Tab Select the Group Manager button Click the Create Group button Assign a Group Number- used when forwarding to a group through...

  • Page 34: Change The Number Of Rings Before Voicemail Picks Up

    Change the Number of Rings Before Voicemail Picks Up Your Voicemail box is programmed to take messages when you can’t answer your phone. If you want the phone to ring more or less times, you may change this setting: Select No Answer Tap Forward After Rings Change the number of Rings Tap to Disable...

  • Page 35: Managing Contacts

    Press again to return to the idle screen. Managing Contacts You can store 99 contacts in your phone's directory. You can add, edit, delete, dial, or search for a contact in this directory. You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts.
  • Page 36 Enter a contact number. This is a required field and it must be unique (not already in the directory). (Optional.) Change the Speed Dial Index (listed as Favorites in the Contact Directory). Valid speed dial index values are from 1 to 9999. (Optional.) Change the Ring Type and Divert Contact.

  • Page 37: Editing Contacts

    You may want to go to the local contact directory to check if the contact was saved correctly, and to add any missing Note fields Editing Contacts To edit a contact in the local contact directory: 1. Press 2. Tap Directories 3.

  • Page 38: Placing Calls To Contacts

    Tap Yes to accept changes. Press again to return to the idle screen. Placing Calls to Contacts To place a call to a contact in the local contact directory use one of the two methods below: 1. Press 2. Tap Directories 3.

  • Page 39: Customizing Your Phone

    23 of this guide. Customizing your Phone You can customize your Polycom VVX500 Touch Screen Desk Phone by adjusting the setting for time and date, and ring type, for example. You can add contacts to the phone’s directory manually or from call lists. You can handle incoming calls from different contacts in different ways.

  • Page 40: Changing The Backlight Intensity

    and set options that are right for you. You can also disable the time and date display, so the time and date do not display on the phone screen. To configure the time and date formats: Press Select Settings > Basic > Preferences > Time & Date. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable.
  • Page 41 Backlight Timeout • You can modify the Backlight On intensity and the Backlight Idle intensity separately. You can select high, medium, low, and off levels for both. When you modify the Maximum Intensity, you are modifying the entire backlight intensity scale. For example, if you decrease the Maximum Intensity, the low, medium, and high values for both Backlight On intensity and the Backlight Idle intensity decrease.

  • Page 42: Enabling The Headset Memory Mode

    Tap save to accept changes. Press to return to the idle display. Enabling the Headset Memory Mode This feature is especially useful for permanent or full-time headset users. To permanently enable the Headset Memory Mode: Press Select Settings > Basic > Preferences > Headset... > Headset Memory...

  • Page 43: Selecting The Ring Type

    For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to www.polycom.com/support/voice and enter “Headset Compatibility List” in the Knowledge Base text box or contact your system administrator. To select a headset that supports electronic hookswitch: Press Tap Settings >...

  • Page 44: Installation Overview

    Press Select Settings > Basic > Preferences > Language. Tap the language you want. Press to return to the idle display Background, screen save and the advanced settings options are not currently supported on this model. Note Installation Overview Before you Begin Your Installation The DPS FLEX phone system is designed to use your existing broadband data connection as well as the existing data wiring in your office.
  • Page 45 This diagram depicts your setup options. By purchasing the optional Wireless Transmitter and Wireless Adapters you may also connect Desk Phones wirelessly. Setup Options that are not supported The following setup options ARE NOT supported: 1. Connecting one phone to another 2.

  • Page 46: Assigning Extension Numbers And Phone Numbers To Phones

    Assigning Extension Numbers and Phone Numbers to Phones Each phone is assigned an extension and a phone number. Packing list includes a list of your phones and their associated phone numbers and extension. You should have also received and email from AccessLine with the phone numbers and extensions associated with each enhanced services such as an Auto Attendant or WebFax.
  • Page 47 1. Assemble the Desk Phones Use the included coiled handset cord and connect one end into the base of the handset and the other end into the handset port on the back of the phone . (There is a handset and a headset port.) 2.
  • Page 48 3. Connect Power to the Desk Phone Use the included power cord and plug one end into the back of the phone and the other end into the wall outlet. The phone will indicate that it is configuring itself. Once the phone has finished its configuration, it is ready to make and receive phone calls.

  • Page 49: Installing The Desk Phone Wirelessly

    Installing the Desk Phone Wirelessly The wireless adapter allows a desk phone to be used without a cord connecting it to the Wireless Transmitter. The range of the Wireless Adapter is 40 feet from the base unit. Step 1) Installing the Wireless Transmitter Plug the Wireless Transmitter into a free port on your router or switch.

  • Page 50: Activating The Service

    Activating the Service Before you can make or receive calls, you need to activate your phone line(s). This also activates the billing for your phone line(s). To activate your phone line(s): 1. Go to www.accessline.com/login and enter your Administrator Portal login name and password 2.

  • Page 51: Conformance

    NOTE- You will activate all of your lines at once, so if there is no “Activate Lines” button, then you have already activated the lines. IMPORTANT SAFETY AND CONFORMANCE INFORMATION FOR IP PBX BASE UNIT AND DESKPHONES Conformance This equipment is designed for use in the United States. This equipment complies with the following standards: FCC Part 15, Subparts B, C, D FCC Part 68...
  • Page 52 Read and understand all instructions. • Follow all warnings and instructions marked on the product. • Unplug this product from the wall outlet before cleaning. Do not use • liquid cleaners or aerosol cleaners. Use a damp cloth for cleaning. Do not use this product near water (for example, in a wet basement).

  • Page 53: Fcc Information

    FCC Information This equipment complies with Part 68 of the FCC rules and the requirements adopted by ACTA. A FCC compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack that is Part 68 compliant.
  • Page 54 Port USOC Line 1 02LS2 9.0Y RJ11C 0.1B Line 2 02LS2 9.0Y RJ11C 0.1B Line 3 02LS2 9.0Y RJ11C 0.1B Phone 02LS2 9.0Y RJ11C 0.1B Automatic Dialers WHEN PROGRAMMING EMERGENCY NUMBERS AND (OR) MAKING TEST CALLS TO EMERGENCY NUMBERS: 1. Remain on the line and briefly explain to the dispatcher the reason for the call.
  • Page 55 Connect the equipment into an outlet on a circuit different from that to • which the receiver is connected. Consult the dealer or an experienced radio/TV technician for help. • RF Radiation Exposure This equipment complies with FCC radiation exposure limits set forth for an uncontrolled environment.

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