Polycom VVX400 - Manual

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 7  Icon A picture on the screen. There are two types of icons:  Select to access a function, feature, setting, or application. For examp le, when you’re in Home view, select the New Call icon to place a call.  Pr...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 8 Name Icon Description Web Info Highlights supplementary information available online such as documents or downloads on support.polycom.com or other locations. Timesaver Highlights a faster or alternative method fo...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 9 Getting Started This chapter contains general information about your phone that is helpful before you start using your phone. This chapter also describes phone hardware and phone views, and how to navigate menus a...

Polycom, Inc. 10 Getting Started This user guide helps you to navigate and use your Polycom ® VVX ® 400 and the Polycom ® VVX ® 410 business media phones, gives you an overview of your phone and walks you through tasks so you can successfully use your phone to perform basic and advanced functions. T...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 11 Table 1: VVX 400 and 410 Hardware Features Feature Description Speaker Provides ringer and hands-free (speakerphone) audio output. Dialpad Enables you to enter numbers, letters, and special characters. You can al...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 12 Troubleshooting: Why Can’t I Access a Certain View? The views you can access depend upon the number of calls your phone has, and whether your phone has an active call. If your phone is idle, you can access the Ho...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 13  Directories Enables you to access your Contact Directory, Favorites, Recent Calls list, Corporate Directory and Buddy Status List.  Forward Sets up forwarding options for incoming calls on your line.  DND Ena...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 14 In Lines view, you can press a line key to access the Dialer and view the number of active or held calls on your phone, as shown below. In Lines view, the phone line indicates the number active and held calls on ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 16 Icon Description Icon Description Received call Presence status (Away) Missed call Presence status (Do Not Disturb) Favorite Presence status (Offline) Do Not Disturb enabled Presence status (No information) Navig...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 17 If you want to… Do this… Select a menu item or option Use the up and down arrow keys to highlight the menu item or option, and press Select . If the menu is numbered, press the dialpad key to enter the correspond...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 18 Options Available When You Select Mode Options Available When You Select Encoding Unicode (to store characters as double bytes) Cyrillic (for Russian characters) Using the Dialpad Keys You can use the dialpad key...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 19 Registering the Phone Your system administrator configures your phone with the necessary parameters so that the phone is registered and ready to set up before you receive your phone. If your phone is not part of ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 20 3 From the Web Configuration Utility login screen, select User , enter the user password, and click Submit . The default user password is 123. The Web Configuration Utility Home screen is displayed. After you log...

Polycom, Inc. 21 Using Basic Features Now that you’re familiar with your phone’s user interface, you’re ready to perform basic phone tasks that that you can do on a daily basis. This chapter explains how to handle multiple calls at one time, how to manipulate incoming and active calls, and how to ac...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 22 Troubleshooting : Why Doesn’t the Speakerphone Work? If your speakerphone doesn’t work, ask your system administrator if the speakerphone is disabled. You must handle calls using the handset or a headset. If your...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 23 If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and Calls view displays, as shown next. Figure 8: Viewing Incoming Calls in Calls View To answer the call, pick up the handset,...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 24 Answering Calls Automatically You can en able auto answer on your phone to answer calls automatically so that you don’t have to pick up the handset or press a key to answer calls. When you enable auto answer, you...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 25 To switch to Lines view from Calls view: » Press More > Lines , or press . Lines view shows you each line on your phone, and how many calls each line has, as shown next. In the example below, line 2340 has one...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 26 Calling from the Dialer The Dialer displays a list of previously-placed calls. Either select an entry to automatically enter it or start entering a number. As you enter numbers, the Dialer displays a list of simi...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 27 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 .  If you’re already in handset, speakerphone, or...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 28 Redialing Numbers To dial the last number you called, press the right arrow key for the Placed Calls list. The first number in the list is the last call you placed. To redial a number: » From the Placed Calls lis...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 29 For a list of supported headsets, see the Headset Compatibility List (Technical Bulletin 37477) . For detailed information about how to use electronic hookswitch, see Using an Electronic Hookswitch (Technical Bul...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 30 Rejecting Incoming Calls You can reject a call to stop your phone from ringing and send the call directly to your voicemail. Calls you reject display in your Recent Calls list. You cannot reject calls on shared l...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 31 Holding Calls You can place any active call on hold. A held call displays in Calls and Lines view, as shown next. Figure 12: Viewing Held Calls in Calls and Lines View To hold a call: » From Lines or Calls view, ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 32 The call automatically transfers to the person you specified. Timesaver: Completing a Transfer If you’re using a handset, complete a transfer by replacing the handset. Managing Conference Calls You can initiate a...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 33 Holding and Resuming Conference Calls When you place a conference call on hold, you place all the participants in the call on hold. No one in a held conference call can hear each other. To hold just one person, s...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 34 Managing Conference Call Participants When you initiate a conference call, you can manage call participants in a variety of ways:  Mute a participant.  Hold a participant.  Remove a participant from the confer...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 35  Press Info to view information about the person and their call status. When you press Info , a popup displays listing the person’s information, as shown next. You can navigate through the popup using the up and...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 36  From Home view, select Forward.  From Home view, select Settings and select Features > Forward .  If your phone is idle, press the Forward soft key from Lines view.  If your phone is set up with multiple ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 37 Note: Rejecting Calls and Shared Lines You can’t reject calls on shared lines. You can only silence them. For more information, see Managing Shared Lines . To send incoming calls from a contact to your voicemail ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 38  If your phone is idle, the Do Not Disturb icon displays next to your phone line in Lines view, as shown next. If you have new messages or forwarding enabled, the messages or forwarding icon displays instead.  ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 39 on shared lines disables ringing only. You can still see a visual notification of an incoming call and have the option to answer the call in Do Not Disturb. To enable or disable Do Not Disturb for a line: 1 From ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 40 Viewing Recent Calls Your phone maintains a Recent Calls list, which is a list of missed, received, and placed calls. Each list can hold up to 100 entries. From the recent calls list, you can do any of the follow...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 41 You can view and edit the details of previous calls in the Recent Calls list or call a recent call. To manage a call record: » From your Recent Calls list, highlight a call, and press the right arrow key to view ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 45 The screen displays a list of contacts, starting with the most successful matches. To view information for the contact: » Press View . To erase your search criteria and enter a new criteria: » Press until you hav...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 46 Updating a Contact’s Ringtone You can select unique ring tones for contacts in your Contact Directory to quickly identify individual callers when your phone rings. To select a ringtone for a contact: 1 From the C...

Polycom, Inc. 50 Using Advanced Features This chapter describes the advanced features available on your Polycom phone. Advanced features available for Polycom VVX 400 and 410 phones include joining Microsoft ® Outlook ® meetings on your phone, using your computer’s keyboard and mouse to control call...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 51 Updating Your Status You can update your status on your phone to allow people to monitor your status from their phones. When you update your status on your phone, your new status is visible to others. You can upd...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 52 You can also enable your phone to automatically change your status to Away when your phone becomes idle. To enable your status to automatically change: 1 From Home view, select Settings > Basic > Preference...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 53 To view the status of your buddies: » From Lines view, press the More soft key and press Buddies , as shown next. The list of buddies displays. Blocking Contacts Any of your contacts can add you to their buddy li...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 55 To view the status of your favorite buddies in Lines view: » From Home view, press to display Lines view. The buddies who are favorites display, as shown next. Integrating with Microsoft Lync Server 2010 Your sys...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 56 To view the interactive Main Browser: » From home view, select Applications , as shown next. You can do the following from the Main Browser:  Select hyperlinks to view more web pages.  Select a text box and ent...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 57 Press this… To do this… Refresh the current Web page. Stop refreshing. Return to the Main B rowser’s home page. Return to the phone’s Home screen. Move to the previous or next tab stop on the page. Entering Infor...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 58  Priority By default, broadcasts sent to Group/Channel 24 are considered Priority broadcasts. A Priority broadcast interrupts Normal broadcasts or active calls. All phones receive Priority broadcasts unless Do N...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 59 If you release Talk while you’re sending the broadcast, the broadcast temporarily stops and enters a 10 second waiting period. During this period, the channel remains open to give people a chance to reply. At any...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 60 During a waiting period, you can press and hold Talk to speak to all the people listening on the channel. When you finish talking, release Talk . The broadcast enters another waiting period until someone broadcas...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 61 Updating Channel Subscriptions You can subscribe to any channel that has been enabled by your administrator and appears in your channels list. When you subscribe to a channel, you can send and receive PTT broadca...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 62 Sending Pages By default, group page are sent using Paging Group 1, which is the default group for your phone. You can change your default paging group to another group, which is described in Updating the Default...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 63 Receiving Pages During Active Calls How you handle a page when you’re in an active call depends on the page priority and whether you have enabled the feature to receive a page when you’re in an active call. If th...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 64 To update your Paging Group subscriptions: 1 From Home view, select Settings > Basic > Preferences > Paging/PTT Configuration > Group Paging . 2 From the Group Paging Configuration screen, select Grou...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 65 Your system administrator has assigned you login credentials —a domain, user name, and password—so you can access the Calendar from your phone. If enabled, the Calendar icon displays in Home view, as shown below....

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 66 Opening and Closing the Calendar The Calendar displays meetings in three views: Day, Month and Meeting view. To open the calendar: » From Home view, select Calendar . The Calendar displays in Day view, as shown n...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 67 Do one of the following to navigate in Month view:  To view the previous month, press Previous .  To view the next month, press Next .  To select another day, use the up, down, left, or right arrow key to sele...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 68 Navigating Meeting View You can view meeting details from Meeting view, as shown below. To see Meeting view, select a meeting in Day view. Figure 24: Viewing the Calendar in Meeting View From Meeting view, you ca...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 69  Press Snooze to temporarily remove the reminder from the screen. The reminder displays every minute until the meeting starts.  Press Dismiss to permanently remove the reminder from the screen and stop all futu...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 70  From Meeting view, press the meeting number, as shown next. To use another number to join the meeting, and if the meeting organizer has specified alternate numbers you can call, press More Actions to display a ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 71 Starting and Stopping Polycom Desktop Connector Before you can start using your mouse and keyboard with your phone, you need to start the PDC application from your computer. You can close the application at any t...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 74 Logging into Your Phone If your system administrator has set up the User Login feature, you can view your personal phone settings, such as contacts and call list information, from any phone in the organization. T...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 76 To change your user password: 1 Log in to any phone on your network. 2 From Home view, select Settings > Features > User Login > Change User Login Password . 3 From the Change User Login Password screen,...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 77 Locking and Unlocking Your Phone You can choose how you want your phone to handle incoming calls when the phone is locked. If you set up your phone to allow incoming calls when it is locked, which is the default ...

Polycom, Inc. 80 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 dis play? This chapter shows you how you...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 81 To update the time and date display: 1 From Home view, select Settings > Basic > Preferences > Time & Date . 2 From the Time & Date screen, do one of the following:  To change the date format, p...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 82 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. 4 From the Backlight Intensity ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 83 Changing the Background Picture To change the background picture: 1 From Home view, select Settings > Basic > Preferences > Background > Select Background . The Background screen displays. Your screen...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 84 A preview of the file displays. 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 personal...

Polycom, Inc. 85 Administrative Tasks If your phone is unable to operate properly, you need to find or troubleshoot known issues. To solve issues with your phone, your system admin istrator can ask you to restart your phone, update the phone’s configuration, or test phone hardware. This chapter show...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 86 Caution: Restarting Your Phone Before you restart your phone, contact your system administrator. If your phone is malfunctioning, try to restore the phone to normal operation without restarting the phone. In addi...

Polycom, Inc. 87 Getting Help This chapter provides resources where you can access useful Polycom or partner documents and web links. Related Documents For additional information about the VVX 400 and 410 phones, see the following documents:  User Documents:  Polycom VVX 400 and 410 Business Media...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 88 The Polycom Community The Polycom Community gives you access to the latest developer and support information. Participate in discussion forums to share ideas and solve problems with your colleagues. To register w...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 90 Exclusions Polycom will not be liable under this limited warranty if its testing and examination disclose that the alleged defect or malfunction in the product does not exist or results from:  Failure to follow ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 91 Modifications 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....

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 92 Latviski [Latvian] : Ar šo Polycom (UK) Ltd deklarē, ka VVX 400/VVX 410 atbilst Direktīvas 1999/5/EK būtiskajām prasībām un citiem ar to saistītajiem noteikumiem. Lietuvių [Lithuanian] : Šiuo Polycom (UK) Ltd dek...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 93 Special Conditions for this User Guide  PTC General Warning : The grant of a Telepermit for any item of terminal equipment indicates only that Telecom has accepted that the item complies with minimum conditions ...

Polycom VVX 400 and 410 Business Media Phones User Guide Version 5.0.0 Polycom, Inc. 94 Restriction of Hazardous Substances Directive (RoHS) All Polycom products comply with the requirements of the EU RoHS Directive. Statements of compliance can be obtained by contacting [email protected] ...