Polycom VVX 500 User Manual
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Polycom VVX 500 User Manual

Business media phone
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User Guide

VVX 500 Business Media Phone

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Summary of Contents for Polycom VVX 500

  • Page 1: User Guide

    User Guide VVX 500 Business Media Phone...
  • Page 2 VVX 500 Phone Hardware...

  • Page 3: Phone Keys And Hardware

    Phone Keys and Hardware Feature Description Speaker Provides ringer and hands-free (speakerphone) audio output. Enables you to enter numbers, letters, and special characters. You can also use the Dialpad dialpad keys to select menu items that have index numbers. The connector on the left side of your phone that enables you to attach a laptop Security Slot cable lock to your phone so you can secure it to a desktop.

  • Page 4: Navigate Your Phone Interface

    Navigate Your Phone Interface Phone Views Your phone has four main views: Home, Calls, Active Call, and Lines view (the default). To change views: • For Home view, press • From Home view, press to display Lines view. • Depending on the status of your phone the different views will appear.

  • Page 5: Home View

    Home View You can display Home view by pressing . Home View displays icons you can tap to access phone functions. Touch and hold to display fewer icons, you can swipe the screen to display more icons in this view. Touch and Hold to go back to display more icons.
  • Page 6 DND—Tap to put your phone in a do not disturb status. • Settings—Tap Settings to access features and settings to customize your phone. • Applications—Tap Applications to access a menu of custom applications. See your administrator for • information about any specific applications listed in this menu. From Home view, tap the phone line to display your phone lines and favorites (shown next).
  • Page 7 Lines View and Active Call View Lines view is your phone’s default display. Lines view displays all your phone lines, your favorites, and soft keys. If your phone is idle, you can: Tap a phone line to access the Dialer. •...

  • Page 8: Calls View

    Calls View You can access Calls view if your phone has multiple calls in progress, or you have one held call. Scroll to see all your calls. If your phone has multiple lines, calls display under the associated line. Active Call Incoming Call Held Call Held Call...

  • Page 9: Understanding Phone Icons And Status Indicators

    Phone warning Tap to see more information Placing a call Tap to edit Shared line Active call using Polycom HD Voice Shared line with a held call Held call Incoming call (in Home view) Call forwarding (Always) enabled Incoming call (in Lines view and the...
  • Page 10 Call-Handling Capabilities Your phone can handle multiple calls at a time. However, only one active call—the call that has audio associated with it—can be in progress at any given time. In addition to the active call, your phone may have multiple other calls that are either held, or in an incoming or ringing state.

  • Page 11: Answering Calls

    Answering Calls All incoming calls display in an Incoming Call window, as shown next. To answer the call, pick up the handset, press or tap Answer to use the speakerphone, or press . If you’re already in handset, speakerphone, or headset mode, tap Answer.

  • Page 12: Answering Another Call

    Answering Another Call If you have a call and an incoming call arrives on the same or a different line, a call waiting tone beeps, and the Incoming Call window displays, as shown next. To answer the call, tap Answer. If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either Home or Calls view displays (as shown).

  • Page 13: Managing Multiple Calls

    Managing Multiple Calls You can easily manage multiple calls from Lines and Calls view. Swipe the screen to switch between the two views. Lines view shows you each line on your phone, and how many calls each line has. In the following example, line 2091 has two calls (one active, one held), and line 2095 has one held call.

  • Page 14: Placing Calls

    Placing Calls You can call using the handset, speakerphone, or headset. You can dial the number first, and then choose the method, or choose the method first, and then dial the number. You can place a call in the following ways: •...

  • Page 15: Calling From The Dialer

    Calling from the Dialer The Dialer displays a list of previously-placed calls. Tap one of the entries to automatically enter it. Or, start entering a number. As you enter numbers, the Dialer displays a list of similar numbers, as shown next. Tap a match to automatically enter it. To display the Dialer, do one of the following: From Home view, tap New Call.
  • Page 16 Placing Calls from Favorites, Lists, and Directories In addition to the Dialer, you can place calls from the Recent Calls list, Favorites list, or your Directory. Or, you can quickly call a favorite from Home or Lines view. To call from the Recent Calls list: 1.
  • Page 17 To call from your Favorites list: 1. From Home view, tap New Call. 2. From the Dialer, tap Favorites. 3. From your Favorites list, tap the favorite you want to call. Also: From Home view: Tap the phone line, and tap the favorite you want to call. From Lines view: Tap the favorite you want to call.

  • Page 18: Ending Calls

    Redialing Numbers and Ending Calls To dial the last number you called, open the Dialer. The first number in the list is the last call you placed. To redial a number: From Home view, tap New Call. From the Dialer, tap the first number in the list. Or, instead of selecting the last call you placed, scroll through the list and select another previously-placed call.

  • Page 19: Using Headsets

    Using Headsets You can connect an analog and/or USB headset to your phone. If an analog headset is connected, glows green. If a USB headset is connected, glows blue. If both an analog and USB headset are connected, the USB headset will be used.

  • Page 20: Responding To Incoming Calls

    Responding to Incoming Calls While your phone rings, you can do the following: Temporarily ignore the call before answering it. • Reject the call so you can’t answer it. • Forward the call to another party. • Ignoring Incoming Calls Ignore or silence a call to do the following: Remove the Incoming Call window and display either Home or Calls view.
  • Page 21 Rejecting Incoming Calls Reject a call to stop your phone from ringing and end the call so you can’t answer it. Calls you reject display in your Recent Calls list. Rejecting calls is not available for shared lines. To reject an incoming call: From the Incoming Call window, tap Reject.

  • Page 22: During Calls

    During Calls When you’re in a call, you can do the following: Transfer the call to another party. • Hold the call. • Set up a conference call with the call you’re in and another party. • Transferring Calls When you transfer a call to another party, you have the option to talk to the party before the transfer completes.
  • Page 23 Holding Calls You can place any active call on hold. A held call displays in Home, Lines, and Calls view as follows: To hold a call: From Active Call, Lines, or Calls view, tap Hold. If you’re in Calls view, and the •...

  • Page 24: Conference Calls

    nference Calls You can create a conference with two other parties using the conference feature. During a conference, you have access to the conference management feature. This feature allows you to manage each participant in the conference call. You can mute, hold, and remove individual participants.
  • Page 25 Holding and Resuming Conference Calls When you hold a conference call, you place all other conference participants on hold. To hold a conference call: From Active Call, Lines, or Calls view, tap Hold. If you’re in Calls view, be sure to •...
  • Page 26 Ending Conference Calls To end a conference, and your connection to the other participants, tap End Call. When you tap End Call, the other participants remain connected. Splitting Conference Calls into Two Held Calls When you split a conference, you end the conference and hold all parties. You can split an active or held conference call.
  • Page 27 To manage a conference call participant: 1. Set up an active conference call. 2. From Active Call, Lines, or Calls view, tap Manage. If you’re in Calls view, be sure to tap the conference call to highlight it. The following example shows the screen that displays when you manage a conference.

  • Page 28: Call Forwarding

    Call Forwarding You can set up your phone to forward all calls to another number. Your phone will forward calls even if you enable the Do Not Disturb feature. To forward all calls to another party: 1. Tap Settings from Home view, and tap Features > Forward. Or, from Lines view, tap Forward.
  • Page 29 Call Forwarding (cont.) If you chose the Always forwarding option, the forwarding number scrolls in the status bar. If a phone line is idle, Lines view displays the forwarding icon, , on the phone line, as shown next. To disable call forwarding: 1.

  • Page 30: Using Do Not Disturb

    Using Do Not Disturb When you enable Do Not Disturb (DND), you prevent your phone from ringing and send all incoming calls directly to voicemail. All calls you receive while DND is enabled will be logged to your Recent Calls list. When you enable Do Not Disturb, My Status: Do Not Disturb and scroll in the status bar.

  • Page 31: Listening To Voicemail

    Listening to Voicemail Your phone may indicate new voicemail • messages by the following: A message counter in Home view, as shown. The counter indicates the number of new messages you have. A Messages icon , on the status bar. •...

  • Page 32: Recent Calls

    Recent Calls Your phone maintains lists of missed, received, and placed calls. Each list can hold up to 100 entries. The Recent Calls list displays calls in one of the following ways: Missed Calls only • Placed Calls only • Received Calls only •...
  • Page 33 To manage a call record: From your Recent Calls list, tap next to a call record. From the call details screen, shown next, you can: o Tap Dial to call the person. o Tap Save to add the person to your Contact Directory. o Tap to delete the call from the list.

  • Page 34: Working With Your Contact Directory

    Working with Your Contact Directory You can store up to 500 contacts in your phone’s local Contact Directory (shown next). From your local Contact Directory, you can: View contact information. • Search for contacts. • Dial contacts. • Add contacts. •...
  • Page 35 To view your Contact Directory: From Home view, tap Directories, tap Contact Directory on the Directory screen. • Tap New Call from Home view, and tap Directory. • From your Contact Directory, scroll to view contacts or enter search criteria to find one.
  • Page 36 To search for a contact: 1. From your Contact Directory, tap Search. 2. From the Search screen, enter search criteria and tap Search. If you’re using the onscreen keyboard, tap before you tap Search. A list of search results is displayed. Tap Return to display your Contact Directory again. To dial a contact: 1.
  • Page 37 o Tap Email, and enter the contact’s email address. o Tap Favorite Index, and enter a favorite index number. The number can be any unused value, up to a maximum value of 9999. A contact that has a favorite index number will automatically display in your Favorites list. o Tap Label, and enter a label for the contact such as, Marketing.
  • Page 38 You can automatically save a recent caller to your Directory. From your Recent • Calls list, tap next to the call record. From the call information screen, tap Save. The Add Contact screen displays, with the name, if specified, and contact fields populated.

  • Page 39: Controlling What Is Heard

    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. • Changing the ringer volume. • Muting the microphone. • Changing where you hear sound effects. •...
  • Page 40 Updating a Contact’s Ringtone You can set distinctive ring tones for contacts in your Contact Directory so you can identify callers when your phone rings. 1. From your directory, tap the contact to assign a distinctive ring tone to. 2. From the contact’s information screen, tap 3.
  • Page 41 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. Muting the Microphone Mute the microphone so other parties can’t hear you. Microphone Mute applies to all modes (handset, headset, and speakerphone).

  • Page 42: Managing Favorites

    Managing Favorites Favorites are the contacts in your Contact Directory that you call most often. To make a contact a favorite, you need to assign a contact a favorite index number. Contacts that have a favorite index number display Favorites display in your Favorites list and Lines view. They also display when you tap the phone line in Home view.
  • Page 43 The following figure shows your favorites in Lines view. Favorites display under the phone lines. Favorites also display from Home view, as shown next.
  • Page 44 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 list: Tap New Call from Home view, and tap Favorites. •...
  • Page 45 To quickly call a Favorite: From your Favorites list, or from Home or Lines view, tap the favorite you want • to call. The call is automatically placed. To reorder your Favorites: From your Contact Directory, tap the contact. From the contact’s information screen, tap From the Edit Contact screen, tap Favorite Index, and enter a new favorite index number.

  • Page 46: Working With Shared Lines

    Working with Shared Lines If your phone shares a line with other phones, an incoming call to the shared line will cause all phones to ring. The call can be answered on any of the phones. You can transfer, hold, or set up a conference with calls on shared lines. If you have an incoming call on a shared line, tap Silence to stop your phone from ringing.

  • Page 47: Customizing Your Phone

    Customizing Your Phone You can customize your phone in many ways. The next few pages will show you how to: • Change the language on your phone • Change the time and date display • Change the backlight settings • Change the background picture •...
  • Page 48 Changing the Language on Your Phone Your phone supports several languages. To change the language: Tap Settings from Home view, and tap Basic > Preferences > Language. From the Language screen, tap the language you want. Changing the Time and Date Display The time and date display in the status bar.
  • Page 49 To update the time and date display: Tap Settings from Home view, and tap Basic > Preferences > Time & Date. From the Time & Date screen, do one of the following: o To change the date format, tap Clock Date. o To change the time format, tap Clock Time.
  • Page 50 Changing the Backlight Your phone’s backlight has two components: Backlight Intensity The brightness of the screen during phone activity and • inactivity. Backlight intensity has three settings: ○ Backlight On The brightness of the screen when there is phone activity. ○...
  • Page 51 To change the backlight intensity: 1. Tap Settings from Home view, and tap Basic > Backlight Intensity. 2. From the Backlight Intensity screen, tap Backlight On Intensity. 3. From the Backlight On Intensity screen, tap the intensity you want, and tap Back. The default is High.
  • Page 52 Changing the Background Picture You can change the background picture that displays on your phone. By default, your screen displays a blue-patterned background that is named Default. Your system administrator sets up the background images for your phone. If no background images are set up, only the blue-patterned background, named Default, is available.
  • Page 53 The following figure shows a sample background screen. Your screen will have the default option, as well as other options that your administrator may have added to your phone. If you set an image on your USB flash drive as your background image, the image will display in the list as Local File.
  • Page 54 Using One of Your Own Pictures as the Background Picture You can use a picture that is stored on your USB flash drive as the background picture on your phone. When you set one of your pictures as the background picture, the picture will display as Local File in the Backgrounds list.
  • Page 55 Displaying Screen Savers You can set up a screen saver to display the pictures stored on a USB flash drive. The screen saver will automatically start each time your phone is idle a certain amount of time. You can stop the screen saver at any time by tapping the touchscreen. If your phone is idle again for a specified period of time, the screen saver will start again.
  • Page 56 To set up a screen saver of your pictures: Place one or more pictures on a USB flash drive, either in the root directory or in a folder. The pictures must have the following file type and size: o File type: BMP, JPEG, or PNG o Maximum size: 9999 x 9999 pixel Attach the USB Flash drive to your phone (on the back side).
  • Page 57 5. Tap Settings from Home view, and tap Basic > Preferences > Screen Saver. 6. From the Screen Saver screen, do the following: o Tap Screen Saver, and tap Enabled. o Tap Wait Time, and enter the number of minutes the phone should wait after no activity before displaying the screen saver.
  • Page 58 To disable the Screen Saver setting: 1. Tap Settings from Home view, and tap Basic > Preferences > Screen Saver. 2. From the Screen Saver screen, tap Screen Saver, and tap Disabled. 3. Tap Save. Using the Phone as a Picture Frame You can view the pictures that are stored on your USB flash drive at any time, without setting up a screen saver that automatically starts each time your phone is idle a certain amount of time.
  • Page 59 The following figure shows a picture that is stored on a USB flash drive, and the six icons that display so you can set a picture as the background image on your phone, or display the pictures as thumbnails, one-by-one, or as one picture only. Tap an icon to do the following:...
  • Page 60 Using Power-Saving Mode Your phone is set up with a power-saving mode that turns off the touchscreen to conserve energy. Your phone enters power-saving mode after it has been idle for a certain period of time. You can configure the period of time that the phone is idle before the touchscreen turns off.
  • Page 61 To change your office hours: Tap Settings from Home view, and tap Basic > Power Saving > Office Hours > Start Hour. From the Start Hour screen, tap the day of the week you want to update, enter your start time, and tap Save. Enter a start time using the 24-hour clock.
  • Page 62 Changing Timeouts You can update the period of time the phone will be idle before the touchscreen 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.
  • Page 63 To change timeouts: 1. Tap Settings from Home view, and tap Basic > Power Saving > Timeouts. 2. Tap Office Hours Idle Timeout, and enter the number of minutes the phone should wait, during office hours, before starting power-saving mode. Enter a number between 1 minute and 600 minutes.

  • Page 64: Cleaning The Phone

    Replacement costs will be in effect should this happen. To SAFELY CLEAN the touchscreen use the following instructions: The touchscreen on VVX 500 phones requires minor maintenance, but you may periodically need to clean the touchscreen. Use a clean, dry, microfiber cloth—the kind you would use to clean glass surfaces—to wipe the touchscreen.

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