Related Manuals for Polycom WX 400
Summary of Contents for Polycom WX 400
- Page 1 Software 4.1.4 | March 2013 | 1725-49090-001 Rev A USER GUIDE Polycom® VVX® 400 and 410 Business Media Phones User Guide for 8x8 Virtual Office...
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Page 2: Limitation Of Liability
Information is provided “as is” without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its... -
Page 3: Table Of Contents
Contents About This Guide ......................vii Who Should Read this Guide? ....................vii How to Use this Guide ....................... vii Conventions Used in this Guide ....................viii Terms and Writing Conventions ....................viii Information Elements ........................x Typographic Conventions ......................xi Related Documents ........................ - Page 4 Polycom® VVX® 400 and 410 Business Media Phones User Guide Responding to Incoming Calls ....................19 Ignoring Incoming Calls ........................19 Rejecting Incoming Calls ........................ 20 Forwarding Incoming Calls to Another Person ................20 During Calls ..........................20 Holding Calls ............................. 21 Recording Calls (If Enabled)......................
- Page 5 Chapter 6: Getting Help ....................59 Related Documents ........................59 The Polycom Community ......................59 Copyright, Safety, and Regulatory Notices ..............61 Service Agreements ........................61 Governing Law..........................61 Limitations of Liability ........................61 Polycom Limited Warranty and Limitation Liability ..............61 Exclusions ............................62...
- Page 6 Polycom® VVX® 400 and 410 Business Media Phones User Guide Warranty Exclusive .......................... 62 Safety, Compliance, and Disposal Information ................63 Part 15 FCC Rules ........................63 Class B Digital Device or Peripheral ..................63 Modifications ..........................63 Installation Instructions ........................ 63 Plugs Acts as Disconnect Device ....................
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Page 7: About This Guide
About This Guide This guide applies to two phones: the Polycom® VVX® 400 and 410 business media phones. You can use this guide if you have either phone. This user guide will help you to navigate and use your VVX 400 or VVX 410 phone with 8x8 Virtual Office. -
Page 8: Conventions Used In This Guide
End-User License Agreement The End-User License Agreement outlines the legal agreement between you and Polycom when you agree to install and use Polycom software. Conventions Used in this Guide This user guide contains terms, graphical elements, and a few typographic conventions. - Page 9 About This Guide Held call This term describes any call (including a conference call) that is on hold. Audio for held calls cannot be heard. Active call This term refers to a call (including a conference call) you’re currently in. An active call has audio associated with it.
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Page 10: Information Elements
Polycom® VVX® 400 and 410 Business Media Phones User Guide Information Elements The following icons are used to alert you to various types of important information in this guide: Icons Used in this Guide Name Icon Description Note The Note icon highlights information of interest or important information needed to be successful in accomplishing a procedure or to understand a concept. -
Page 11: Typographic Conventions
For additional information about the VVX 400 and 410 phones, see the following documents: User Documents: ○ Polycom VVX 400 and 410 Business Media Phone Quick User Guide for 8x8 Virtual Office—This guide is a quick reference on how to use the phone’s most basic features. - Page 12 Polycom® VVX® 400 and 410 Business Media Phones User Guide ○ Polycom VVX 300/310/400/410/500/600 Business Media Phone Wallmount Instructions—This document provides detailed instructions for mounting your phone on the wall. To install your phone on the wall, you’ll need the optional wallmount package.
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Page 13: Chapter 1: Getting Started
Chapter 1: Getting Started Before you use your Polycom® VVX® 400 phone, you may wish to take a few moments to become familiar with its features and user interface. In this chapter, you learn about your phone’s components and the screen layout. You’ll also learn how to configure your phone remotely using the Polycom Web Configuration Utility. -
Page 14: Phone Views
Polycom® VVX® 400 and 410 Business Media Phones User Guide VVX 400 Phone Features Feature Description Speaker Provides ringer and hands-free (speakerphone) audio output. Dialpad Enables you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers. -
Page 15: Home View
Chapter 1: Getting Started From Home view, press to display either Lines or Call view. Troubleshooting: Why Can’t I Access a Certain View? The views you can access depend on the number of calls your phone has, and if your phone has an active call. -
Page 16: Lines View
Polycom® VVX® 400 and 410 Business Media Phones User Guide Settings—Select Settings to access phone features and settings to customize your phone. Home view may also include: Applications—Select Applications to access a menu of custom applications. See your administrator for information about any specific applications listed in this menu. -
Page 17: Calls View
Chapter 1: Getting Started Calls View You can access Calls view (shown next) if your phone has multiple calls in progress, or you have one held call. Use the up and down arrow keys to see all your calls. If your phone has multiple lines, calls display under the associated line. -
Page 18: Understanding Phone Icons And Status Indicators
Polycom® VVX® 400 and 410 Business Media Phones User Guide Understanding Phone Icons and Status Indicators The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate that a feature is enabled. Icon Description Icon Description Registered line... -
Page 19: Navigating Your Phone Interface
Chapter 1: Getting Started Navigating Your Phone Interface The following table shows you how to navigate your phone’s screens, as well as select and highlight options. If you want to… Do this… Return to Home view from any Press screen Return to the previous screen Press Back, as shown next. -
Page 20: Entering Data And Updating Fields
Polycom® VVX® 400 and 410 Business Media Phones User Guide If you want to… Do this… Select a soft key that’s not in If a More soft key displays in the far-right of the soft key area (as shown next), there are additional soft keys available, but you can’t view see them. -
Page 21: Using The Dialpad Keys On The Phone Console
Chapter 1: Getting Started Using the Dialpad Keys on the Phone Console You can use the dialpad keys on your phone console to update field information. If a field requires data input, select Encoding or Mode to specify how you want to enter data. Use the tips in the following table to enter information using the dialpad. -
Page 22: Configuring Your Phone Using The Web Configuration Utility
Utility This section explains how to update phone settings from your phone, using the phone’s menu commands. If you wish, you can also update these settings remotely with the Polycom Web Configuration Utility. The phone’s Web Configuration Utility enables you to view and configure phone behavior from a computer using any compatible Web browser. -
Page 23: Chapter 2: Using Basic Features
Chapter 2: Using Basic Features Now that you’re familiar with your phone’s user interface and how to interact with it, you’re ready to perform baisc phone tasks that you’ll use on a daily basis. At the end of this chapter, you’ll become expert at handling multiple calls at one time, manipulating incoming and active calls, and accessing directories and lists so you can perform tasks quickly and efficiently. -
Page 24: Answering Calls
Polycom® VVX® 400 and 410 Business Media Phones User Guide When you’re in speakerphone mode, glows green. When you’re in headset mode, glows green if an analog headset is connected. Power Tip: Setting Up the Phone to Automatically Use Your Headset for All Calls If you frequently use a headset, you can make the headset the default call path. -
Page 25: Answering Another Call
Chapter 2: Using Basic Features If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and Calls view displays, as shown next. To answer the call, pick up the handset, press , or press . Or, from Calls view, press Answer to use the speakerphone. -
Page 26: Managing Multiple Calls
Polycom® VVX® 400 and 410 Business Media Phones User Guide ○ To enable your phone to automatically answer SIP calls, select Auto Answer SIP Calls, and select Yes. The default setting is No. ○ To mute the microphone for all auto-answered calls so the incoming caller can’t hear you, select Microphone Mute, and select Yes. -
Page 27: Placing Calls
Chapter 2: Using Basic Features To manage a call, use the up and down keys to highlight it. Then, press one of the soft keys to hold, resume, end, or transfer the highlighted call, or set up a conference with the highlighted call. -
Page 28: Placing Calls From Favorites, Recent Calls, And Directories
Polycom® VVX® 400 and 410 Business Media Phones User Guide In Lines view, press a line key that doesn’t have any calls. When you access the Dialer, an active call is held. To call from the Dialer: Enter the number, and then pick up the handset, press a line key, press , or press ... -
Page 29: Redialing Numbers
Chapter 2: Using Basic Features 3 Place the call by doing one of the following: ○ From the contact’s information screen—press Info, use the up and down arrow key to select the contact, and press Dial. ○ Use the up and down arrow key to select the contact, and press Dial. Redialing Numbers To dial the last number you called, tap the Redial softkey. -
Page 30: Ending Calls
Web Info: More Information About Headsets For information on how to connect a headset to your phone, see the Quick Start Guide for your phone, available by navigating to your phone from the Polycom Business Media Phones Web page. -
Page 31: Enabling Headset Memory Mode
Chapter 2: Using Basic Features Enabling Headset Memory Mode This feature is useful for permanent or full-time headset users. You can set up your phone so that all incoming and outgoing calls use your headset. At any time, you can switch to handset or speakerphone mode. -
Page 32: Rejecting Incoming Calls
Polycom® VVX® 400 and 410 Business Media Phones User Guide Rejecting Incoming Calls Reject a call to stop your phone from ringing and send the call directly to voice mail. Calls you reject display in your Recent Calls list. Rejecting calls is not available for shared lines. -
Page 33: Holding Calls
Chapter 2: Using Basic Features Holding Calls You can place any active call on hold. A held call displays in Calls and Lines view as follows: To hold a call: From Lines or Calls view, press Hold. If you’re in Calls view, be sure to highlight the call first. -
Page 34: Transferring Calls
Polycom® VVX® 400 and 410 Business Media Phones User Guide Transferring Calls When you transfer a call to another person, you have the option to talk to the person before the transfer completes. If your phone supports a blind transfer, you can automatically transfer a call without talking to the other person. -
Page 35: Setting Up And Handling Conference Calls
Chapter 2: Using Basic Features Setting Up and Handling Conference Calls You can set up a conference call with two other people. Depending on your phone system, you may be able to add more than two people to your call; ask your system administrator for the maximum number. -
Page 36: Holding And Resuming Conference Calls
Polycom® VVX® 400 and 410 Business Media Phones User Guide Holding and Resuming Conference Calls When you place a conference call on hold, you place the other two people in the call on hold. No one in a held conference call can hear each other. To hold just one person, see... -
Page 37: Managing Conference Call Participants
Chapter 2: Using Basic Features Managing Conference Call Participants If you’re able to manage the people in a conference call, you can: Mute a participant. Hold a participant. Remove a participant from the conference. List information about a participant, such as the participant’s name, number, and call details—such as whether the call is muted, held, or is video-enabled. -
Page 38: Changing The Way Calls Are Answered
Forwarding Incoming Calls to Another Person. The Polycom 400 with 8x8 Virtual Office phone offers two methods of call forwarding: Online Call Forwarding Phone-based Call Forwarding User Tip: Use Virtual Office for Call Forwarding 8x8 recommends using online call forwarding instead of phone-based call forwarding so your call forwarding instructions are stored online instead of on your phone. - Page 39 Chapter 2: Using Basic Features To enable online call forwarding (Virtual Office): Log on to your Virtual Office Online dashboard at http:// virtualoffice.8x8.com. Select Settings then Call Forwarding, then select the My Rules tab. Update your Call Forwarding Rules and press Save. You can return to Virtual Office Online at any time to update your Call Forwarding Rules.
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Page 40: Rejecting Calls From A Contact
Polycom® VVX® 400 and 410 Business Media Phones User Guide To disable call forwarding (phone based): 1 From Home view, select Forward. 2 If your phone is set up with multiple lines, select the line to disable forwarding for. 3 From the Forwarding Type Select screen, select the forwarding type to disable, and select Disable. -
Page 41: Using Do Not Disturb
Chapter 2: Using Basic Features Using Do Not Disturb Enabling Do Not Disturb (DND) stops your phone from ringing and sends all incoming calls directly to voicemail. All calls you receive while DND is enabled are logged to your Recent Calls list. -
Page 42: Using Do Not Disturb With Multiple Lines
Polycom® VVX® 400 and 410 Business Media Phones User Guide Note: Do Not Disturb and Call Forwarding If you enable both forwarding and DND, calls will still be sent to the forwarding number. To toggle Do Not Disturb on and off: ... -
Page 43: Viewing Recent Calls
Chapter 2: Using Basic Features To listen to voicemail messages: 1 Press , and select Message Center. Or, from Home view, select Messages, and select Message Center. 2 If multiple lines are configured on your phone, the Line Select screen displays. Use the up and down arrow keys to select the line that has the message. - Page 44 Polycom® VVX® 400 and 410 Business Media Phones User Guide To view your Recent Calls list: From Home view, select Directories from Home view, and select Recent Calls. To manage a call record: 1 From your Recent Calls list, use the up and down arrow keys to highlight an entry, and press the right arrow key.
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Page 45: Working With Your Contact Directory
Chapter 2: Using Basic Features Note: About Filtered Call Lists You can’t save your filtered call list results. If you filter your Recent Calls list so that only a certain call type—for example, only missed calls—display, the next time you display the list, all call types (the default filter) will display. - Page 46 Polycom® VVX® 400 and 410 Business Media Phones User Guide Note: Accessing a Corporate Directory A Corporate Directory may be available on your phone. If you have access to a Corporate Directory, you can dial people in the Corporate Directory, as well as save them to your Contact Directory.
- Page 47 Chapter 2: Using Basic Features To add a contact: 1 Select Directories from Home view, and select Contact Directory. 2 Press Add. 3 From the Add Contact screen, enter contact information: Note: Directory Fields are Administrator-Set. Your phone may not display all contact fields. ○...
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Page 48: Working With A Corporate Directory
Polycom® VVX® 400 and 410 Business Media Phones User Guide ○ Use the down arrow key to select Divert Contact, and enter the phone number of the third party you want this contact’s calls sent to. ○ Use the down arrow key to select Auto Reject, and enable or disable the setting. The default setting is Disabled. - Page 49 Chapter 2: Using Basic Features To view the Corporate Directory: Select Directories from Home view, and select Corporate Directory. By default, a blank search screen displays. To view entries, search for a person. Power Tip: Saving Corporate Directory Search Results You can save your last search results, so that the next time you view Corporate Directory, the results of your last search will display.
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Page 50: Controlling What Is Heard
Polycom® VVX® 400 and 410 Business Media Phones User Guide Controlling What is Heard You can change what you hear by doing the following: Updating the incoming call ringtone. Updating a contact’s ringtone. Changing the speaker volume. -
Page 51: Changing The Speaker Volume
Chapter 2: Using Basic Features Changing the Speaker Volume To change the volume of what you hear during a call, press one of the Volume keys, to lower or raise the speaker volume. Changing the Ringer Volume To change the volume of the incoming call ringtone, press one of the Volume keys, while your phone is idle or ringing. - Page 52 Polycom® VVX® 400 and 410 Business Media Phones User Guide Contacts that have a favorite index number display , as shown next. All your Favorites display in your Favorites list. A smaller number of Favorites (3 for the VVX 300 and 310 and 9 for the VVX 400 and 410) display in Lines view and from Home view.
- Page 53 Chapter 2: Using Basic Features Favorites display consecutively, according to their index number. The contact with the lowest number displays first. To reorder your favorites, assign the contact a different index number. To see your Favorites: Press , select Directories from Home view, and select Favorites. To make a contact a Favorite: ...
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Page 54: Using The Intercom
Polycom® VVX® 400 and 410 Business Media Phones User Guide Using the Intercom You can use the Intercom key to automatically connect with a remote extension. To intercom an extension, press Intercom from Lines View, dial the number you wish to Intercom to and then press Enter. -
Page 55: Chapter 3: Using Advanced Features
Chapter 3: Using Advanced Features You’ve mastered the basic features of your phone, but want to know all about the other interesting and powerful features your phone has to offer. This chapter covers: Group paging Locking your phone Group Paging The Group Paging feature enables you to make pages—one-way audio announcements—to users subscribed to a page group. -
Page 56: Sending And Receiving Pages
Polycom® VVX® 400 and 410 Business Media Phones User Guide Sending and Receiving Pages To send and receive pages, you need to subscribe to certain paging groups. By default, you’re subscribed to Paging Groups 1, 24, and 25. This means that you can send and receive pages to Paging Groups 1, 24, and 25. -
Page 57: Receiving Pages When You're Not In An Active Call
Chapter 3: Using Advanced Features Receiving Pages When You’re Not in an Active Call If you receive a page and you’re not in an active call, the page immediately plays, regardless of the paging priority. While a page plays, you can: ... -
Page 58: Updating Paging Group Subscriptions
You can change your password from any phone that you’re currently logged in to. Note: User Password Security Best Practices By default, user passwords are factory preset to the numerals 123. Polycom recommends that you change your password when you first log in to a phone. Your user credentials are managed only by your administrator, meaning you can’t change them yourself. -
Page 59: Locking The Phone
Chapter 3: Using Advanced Features 3 From the Change User Login Password screen, enter your old password, enter a new password and confirm it, and then press Enter. Your password is changed. The next time you log in to a phone, you’ll need to enter this password. -
Page 60: Locking And Unlocking Your Phone
Polycom® VVX® 400 and 410 Business Media Phones User Guide Locking and Unlocking Your Phone You can choose how you want your phone to handle incoming calls when it is locked. If you set up your phone to allow incoming calls when it is locked (the default setting), incoming calls will ring on your phone, and you can answer calls by entering your user password. -
Page 61: Calling And Answering From A Locked Phone
Chapter 3: Using Advanced Features Calling and Answering from a Locked Phone From a locked phone, anyone can dial the standard emergency number, such as 911, and up to five other authorized numbers that an administrator can set up. You can’t call any other numbers from a locked phone. -
Page 63: Chapter 4: Customizing The Phone's Display
Chapter 4: Customizing the Phone’s Display In the previous chapters, you’ve learned how to customize calls—such as how to change call volume, forward incoming calls in a special way, or divert calls from a contact. But what if you want to customize the display? This chapter shows you how you can customize your phone’s screen so that it’s unique to you. -
Page 64: Changing The Backlight
Polycom® VVX® 400 and 410 Business Media Phones User Guide To update the time and date display: 1 Select Settings from Home view, and select Basic > Preferences > Time & Date. 2 From the Time & Date screen, do one of the following: ○... -
Page 65: Changing The Phone's Background Picture
Chapter 4: Customizing the Phone’s Display To change the backlight intensity: 1 Select Settings from Home view, and select Basic > Backlight Intensity. 2 From the Backlight Intensity screen, select Backlight On Intensity. 3 From the Backlight On Intensity screen, select the intensity you want, and press Back. The default is High. -
Page 66: Using One Of Your Own Pictures As The Background Picture
Polycom® VVX® 400 and 410 Business Media Phones User Guide 2 Select the background image you want. Using One of Your Own Pictures as the Background Picture You can use a picture that is stored on your computer as the background picture on your phone. -
Page 67: Displaying Screen Savers
Chapter 4: Customizing the Phone’s Display 5 Click Save. The file is added to the list of possible backgrounds. To select the new file, see Changing the Background Picture. Displaying Screen Savers Another way to personalize your phone is to use the idle browser as a screen saver. The screen saver will automatically start each time your phone is idle a certain amount of time. -
Page 69: Chapter 5: Administrative Tasks
Chapter 5: Administrative Tasks If your phone is unable to operate properly, you may have to investigate or troubleshoot issues. To solve issues, your administrator may ask you to restart your phone, update the phone’s configuration, or test phone hardware. This chapter shows you how to perform all these tasks. Investigating Phone Warnings If your phone is unable to perform certain tasks, a warning icon, , will display in the status... -
Page 70: Restarting The Phone
Polycom® VVX® 400 and 410 Business Media Phones User Guide Restarting the Phone Your system administrator may ask you to restart your phone if your phone malfunctions or to assist in troubleshooting. Caution: Restarting Your Phone Before you restart your phone, contact your system administrator. If your phone is malfunctioning, you may be able to restore normal operation without restarting the phone. -
Page 71: Chapter 6: Getting Help
Participate in discussion forums to share ideas and solve problems with your colleagues. 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... -
Page 73: Copyright, Safety, And Regulatory Notices
Customer an equivalent product or part to replace the defective item, or if neither of the two foregoing options are reasonably available, Polycom may, on its sole discretion, refund to Customer the purchase price paid for the defective... -
Page 74: Exclusions
All products that are replaced will become the property of Polycom. Replacement products or parts may be new or reconditioned. Polycom is expected to warrant any replaced or repaired product or part for ninety (90) days from shipment, or the remainder of the initial warranty period, whichever is longer. Products... -
Page 75: Safety, Compliance, And Disposal Information
In accordance with Part 15 of the FCC Rules, the user is cautioned that any changes or modifications not expressly approved by Polycom, Inc. could void the user’s authority to operate the equipment. This equipment may not be used on a coin service or party line. -
Page 76: Industry Canada (Ic)
Polycom Ltd., 270 Bath Road, Slough, Berkshire, SL1 4DX, UK. CE Mark R & TTE Directive (EU only) Česky [Czech]: Polycom (UK) Ltd tímto prohlašuje, že tento VVX 400/VVX 410 je ve shodě se základními požadavky a dalšími příslušnými ustanoveními směrnice 1999/5/ES. - Page 77 Português [Portuguese]: Polycom (UK) Ltd declara que este VVX 400/VVX 410 está conforme com os requisitos essenciais e outras disposições da Directiva 1999/5/CE. Slovensko [Slovenian]: Polycom (UK) Ltd izjavlja, da je ta VVX 400/VVX 410 v skladu z bistvenimi zahtevami in ostalimi relevantnimi določili direktive 1999/5/ES.
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Page 78: Warning Electrical Safety
IP routing delay can cause the echo cancellation time of 64 mS or more to be required. Software Version in this Polycom VVX 400 and 410 VoIP Desktop Telephone When Used on the Telecom Network This telephone must be equipped with the software installed during the PTC testing... -
Page 79: Australia
This product is hearing aid compatible. Waste Electrical and Electronic Equipment (WEEE) All Polycom products that fall within the scope of the EU WEEE Directive carry the crossed wheelie bin symbol which advises customers not to recycle electronic products in the domestic waste stream but to recycle them safely as e-waste. - Page 80 Polycom® VVX® 400 and 410 Business Media Phones User Guide...
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Page 81: End-User License Agreement For Polycom® Software
Agreement. 1. GRANT OF LICENSE. Subject to the terms of this Agreement, Polycom grants to you a nonexclusive license to install and use the Software Product included with the Polycom product that incorporates or uses the Software Product (the “Product”). - Page 82 Title, ownership rights, and intellectual property rights in the Software Product shall remain In Polycom or its suppliers. Title and related rights in the content accessed through the Software Product is the property of such content owner and may be protected by applicable law.
- Page 83 If the Software Product is labeled as an upgrade, you must be properly licensed to use the software identified by Polycom as being eligible for the upgrade in order to use the Software Product. A Software Product labeled as an upgrade replaces and/or supplements the software that formed the basis for your eligibility for the upgrade.
- Page 84 Polycom® VVX® 400 and 410 Business Media Phones User Guide 7. LIMITATION OF LIABILITY. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL POLYCOM OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING.
- Page 85 EULA 10.4 U.S. Government Restricted Rights. The software and documentation provided by Polycom pursuant to this Agreement are “Commercial Items,” as the term is defined at 48 C.F.R. §2.101, consisting of “Commercial Computer Software” and “Commercial Computer Software Documentation,” as such terms are used in 48 C.F.R. §12.212 or 48 C.F.R. §227.7202, as applicable. Consistent with 48 C.F.R.
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