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User Guide for the Polycom VVX400

1. Slovensko Slovenian Polycom UK Ltd izjavlja da je ta VVX 400 VVX 410 v skladu z bistvenimi zahtevami in ostalimi relevantnimi dolo ili direktive 1999 5 ES Slovensky Slovak Polycom UK Ltd t mto vyhlasuje e VVX 400 VVX 410 sp a z kladn po iadavky a v etky pr slu n ustanovenia Smernice 1999 5 ES Suomi Finnish Polycom UK Ltd vakuuttaa t ten ett VVX 400 VVX 410 tyyppinen laite on direktiivin 1999 5 EY oleellisten vaatimusten ja sit koskevien direktiivin muiden ehtojen mukainen Svenska Swedish H rmed intygar Polycom UK Ltd att denna VVX 400 VVX 410 star Overensstammelse med de vasentliga egenskapskrav och ovriga relevanta bestammelser som framgar av direktiv 1999 5 EG ORE TIABRRBRARETT CORB JERA C FSACERBNCLTVETH TOREN IV FOF L EV a gt SiR MELTA Nat SERS t tE TZ erT BUFR SAAB Cito TELL BOALT FS VCCI B 93 Polycom VVX 400 and 410 Business Media Phones User Guide WARNING Electrical Safety To avoid electric shock do not connect safety extra low voltage SELV circuits to teleconference station network TNV circuits LAN ports contain SELV circuit and WAN ports contain TNV circuits Some LAN and WAN ports both use RJ 45 connectors Use caution when connecting cables This product is rated 48Vdc 0 25A When used with the optional external power supply PSA15A 480PV or similar rated PSU the power supply shall be a Listed power supply with a LPS output rated 48V min 0 2
2. Polycom USER GUIDE Software 4 1 4 March 2013 1725 49090 001 Rev A Polycom VVX 400 and 410 Business Media Phones Polycom VVX 400 and 410 Business Media Phones User Guide Copyright 2013 Polycom Inc All rights reserved 6001 America Center Drive San Jose CA 95002 USA No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Polycom Inc Under the law reproducing includes translating into another language or format As between the parties Polycom Inc retains title to and ownership of all proprietary rights with respect to the software contained within its products The software is protected by United States copyright laws and international treaty provision Therefore you must treat the software like any other copyrighted material e g a book or sound recording Every effort has been made to ensure that the information in this manual is accurate Polycom Inc is not responsible for printing or clerical errors Information in this document is subject to change without notice Trademarks POLYCOMB the Polycom logo and the names and marks associated with Polycom products are trademarks and or service marks of Polycom Inc and are registered and or common law marks in the United States and various other countries All other trademarks are property of their respective owners No portion hereof m
3. o Select Screen Saver and select Enabled o Select Wait Time and enter the number of minutes the phone should wait after no activity before displaying the screen saver You can enter a minimum of 1 minute and a maximum of 9999 minutes The default is 15 minutes o Select Type and select one of Default or Idle Browser o Press Save Interrupting and Disabling Screen Savers You can stop a screen saver at any time by pressing a soft key line key or hard key After your phone is idle for the specified period of time the screen saver will start again You can disable a screen saver prevent it from starting even if your phone has been idle for the specified period of time by disabling the Screen Saver setting To disable the Screen Saver setting 1 Select Settings from Home view and select Basic gt Preferences gt Screen Saver 2 From the Screen Saver screen select Screen Saver and select Disabled 3 Press Save 82 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 Al will display in the status bar as shown next The warning icon lets you know that your p
4. Conventions Used in this Guide This user guide contains terms graphical elements and a few typographic conventions Familiarizing yourself with these terms elements and conventions will help you perform phone tasks Terms and Writing Conventions e Your Phone the phone These terms refer to either the VVX 400 or VVX 410 phone Unless specifically noted in this guide both phones operate in the same way and the information in this guide applies to both phones e Press This action refers to depressing a key on the keypad a line key an arrow key a hard key like Hold or Microphone Mute or pressing a soft key for a second or two e Select Submenu gt Submenu gt Submenu This convention describes how to access submenus Each submenu name is in boldface and separated by a greater than symbol If the instructions indicate to select Basic gt Preferences gt Language select the Basic submenu select the Preferences submenu and select the Language submenu e Highlight This action refers to selecting an item on the screen so that its appearance brightens Soft keys apply to highlighted items e Select Selecting an item on the screen refers to using the arrow keys up down left and right to highlight an item Press the central Select key so that another screen opens e Views Your phone has four main views Home Calls Active Call and Lines the default view A view Is a specific screen on the phone interface that provide
5. Press a dialpad key repeatedly depending what mode youre in to enter the number that displays on that key Select Encoding and select one of the alphabetic Abc ABC or abc options Then press the 1 0 or key one or more times to enter one of the following special characters e tkey 1 e key amp H 3 e Okey 7 0 e key gt lt i Note You can t access special characters when you re in numerical 723 mode Select Encoding and select one of the alphabetic Abc ABC or abc options Then press the 0 key Note You can t enter a space when you re in numerical 123 mode Using the left and right arrow keys until the cursor is positioned to the right of the character s you want to delete Then press o lt Polycom VVX 400 and 410 Business Media Phones User Guide Registering the Phone Generally your phone will be deployed with multiple other phones In this case your system administrator will configure the phone parameters beforehand so that after you set up your phone the phone will be registered and ready to use If your phone is not part of a large phone deployment your phone may not be registered after you set it up Before you use your phone you or your system administrator will have to register it Web Info How to Register Your Phone EM For detailed information on how to register your phone after you install it see Registering Standalone Polycom Phone
6. 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 12 212 or 48 C F R 227 7202 1 through 227 7202 4 as applicable the Commercial Computer Software and Commercial Computer Software Documentation are licensed to United States Government end users 1 only as Commercial Items and 2 with only those rights as are granted to all other users pursuant to the terms of this Agreement www polycom com Corporate Headquarters 6001 America Center Drive San Jose CA 95002 USA Phone 408 586 6000
7. Choosing Where You Hear Sound Effects You can choose whether you hear sound effects all phone sounds except call audio from the handset headset or speaker For example you can configure your phone to ring on your headset instead of the speaker By default you hear all sound effects from the speaker To choose where you hear sound effects 1 Select Settings from Home view and select Basic gt Preferences gt Audible Ringer 2 From the Audible Ringer screen select where you want to hear sound effects o To hear sound effects only from the phone s loudspeaker select Speaker o To hear sound effects only from the handset select Handset o To hear sound effects only from the headset select Headset o To hear sound effects only from the device you re currently using to hear call audio select Active The default destination is Speaker 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 You do this from the Contact Directory 41 Polycom VVX 400 and 410 Business Media Phones User Guide Contacts that have a favorite index number display Ea as shown next Al Dion Edit Delete Back 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 The following figure s
8. If a phone line is idle Lines view displays the forwarding icon EA next to the phone line as shown next 3 48 PM 4 missed call Wu 2333 Helen Cooper gs Forwarding pZ 2340 Marie Jones enabled ey 2342 J Forest Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp ZWong New Call Forward More To disable call forwarding 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 Rejecting Calls from a Contact You can send incoming calls from a particular contact to your voicemail system Note Rejecting Calls and Shared Lines You can t reject calls on shared lines You can only silence them For more information see Working with Shared Lines To send incoming calls from a contact to your voicemail system 1 Select Directories from Home view and select Contact Directory 2 From your directory use the up and down arrow keys to select the contact whose calls you want to reject and press Info 3 From the contact s information screen press Edit 4 From the Edit Contact screen use the up and down arrow keys to select Auto Reject select Enabled and then press Save 29 Polycom VVX 400 and 410 Business Media Phones User Guide Diverting Calls from a Contact to Another Person The Divert option enables you to tr
9. Paging PTT Configuration gt PTT Push to Talk 2 From the PTT Channel Configuration screen press Accept While Busy and enable or disable the setting The default setting is Disabled When enabled your phone will accept and play broadcasts while you re in an active call When disabled your phone won t play broadcasts while you re in a call but will hold them as Pending instead Group Paging Mode Your phone may be enabled to operate in a broadcast mode called Group Paging mode In this mode you can broadcast one way announcements to a specified group of phones called a Paging Group In Group Paging mode users must subscribe to Paging Groups to send and receive pages 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 Sending Pages By default when you send a group page its automatically sent to Paging Group 1 This is your default paging group You can change your default paging group to any group you want see Updating the Default Paging Group If you change your default paging group you re automatically subscribed to it You can t send a Page mode page while you re in an active call To send a page 1 From Lines view press Paging and hold Timesaver Automatically Sending a Page To automatically send a page to the default
10. To view an interactive Main Browser select Applications from Home view sf Messages Directories Forward WwW Settings Applications Calendar From the Main Browser you can e Select hyperlinks to view more Web pages e Select a text box and enter information by using the dialpad keys on the phone console or the editing icons e Move around by using the up down right or left arrow keys Scrolling indicators on the screen indicate your position on the Web page Navigation and editing icons shown next display in a toolbar along the bottom of the Main Browser 4m C e x The toolbar displays unless your system administrator changes the configuration The following sections describe how to navigate and enter information in the Main Browser 51 Polycom VVX 400 and 410 Business Media Phones User Guide Navigating the Main Browser Navigation icons enable you to view previous Web pages refresh the current page return to the Main Browser s Home page or go back to your phone s Home screen Press this To do this Go back to the previous Web page Refresh the current Web page U Stop refreshing EJ Return to the Main Browser s home page EJ Return to the phone s Home screen Entering Information in the Main Browser Editing icons enable you to enter information in text boxes To display the editing icons select a text box in the Main Browser Tap this To do this Select lowercase upp
11. music text and applets incorporated into the Software Product the accompanying printed materials and any copies of the Software Product are owned by Polycom or its suppliers The Software Product is protected by copyright laws and international treaty provisions 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 This Agreement gives you no rights in such content 2 7 Confidentiality The Software Product contains valuable proprietary information and trade secrets of Polycom and its suppliers and you shall protect the confidentiality of and avoid disclosure and unauthorized use of the Software Product 2 8 Dual Media Software You may receive the Software Product in more than one medium Regardless of the type or size of medium you receive you may use only one medium that is appropriate for your single Product You may not use or install the other medium on another Product 2 9 Reservation Polycom reserves all rights in the Software Product not expressly granted to you in this Agreement 3 SUPPORT SERVICES Polycom may provide you with support services related to the Software Product Support Services Use of Support Services is governed by the Polycom policies and programs described in the Polycom
12. number of the channel you want to use 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 broadcasts on that channel To subscribe to additional PTT channels 1 Select Settings from Home view and select Basic gt Preferences gt Paging PTT Configuration gt PTT Push to Talk 2 From the PTT Channel Configuration screen select Channel Subscriptions From the Channel Subscriptions screen select the channel you want to subscribe to and press Yes By default you re subscribed to Channels 1 24 and 25 Allowing PTT Broadcasts to Play During Active Calls The Accept While Busy option determines what happens when you re in a call and receive a PTT broadcast If you enable the option a PTT broadcast will interrupt telephone calls and you ll hear the audio of both the telephone call and the broadcast If you disable the option the 56 Chapter 3 Using Advanced Features incoming broadcast will be held in a Pending state it wont disrupt the telephone call and you won t hear the broadcast To hear the PTT broadcast select the PTT broadcast and press Accept the telephone call will automatically be held Or hold or end the telephone call To allow or disallow PTT broadcasts to play during an active call 1 Select Settings from Home view and select Basic gt Preferences gt
13. 97 yii 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 It will give you an overview of your phone and walk you through tasks so you can successfully use your phone to perform basic and advanced phone functions As you read this guide the terms the phone and your phone refer to either the VVX 400 or VVX 410 phone Unless specifically noted in this guide both phones operate in the same way and the information in this guide applies to both phones Throughout the rest of this guide VVX 400 is used to represent both the VVX 400 and 410 phones Who Should Read this Guide This guide contains overview information for people who are just starting to learn about their VVX 400 or VVX 410 phone or who have experience but need a quick refresher It is intended for beginning users as well as intermediate and advanced users who want to learn about their phone s features How to Use this Guide This guide is organized into five chapters The beginning chapters introduce the phone and explain how to use the phone s basic features Later chapters describe advanced features and how to customize your phone to suit your needs The guide also includes safety and legal information e Chapter 1 Getting Started This chapter contains general information about
14. BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE PRODUCT OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF POLYCOM HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE POLYCOM S ENTIRE LIABILITY SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE SOFTWARE PRODUCT OR U S 5 00 PROVIDED HOWEVER IF YOU HAVE ENTERED INTO A POLYCOM SUPPORT SERVICES AGREEEMNT POLYCOWM S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT 8 DISCLAIMER Some countries states or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers or the limitation of liability for personal injury so the above limitations and exclusions may be limited in their application to you When the implied warranties are not allowed to be excluded in their entirety they will be limited to the duration of the applicable written warranty This warranty gives you specific legal rights which may vary depending on local law 9 EXPORT CONTROLS The Software Product may not be downloaded or otherwise exported or re exported i into or to a national or resident of Cuba North Korea Iran Syria Sudan or any other country to which the U S has embargoed goods or ii to anyone on the U S Tre
15. For information about entering your login credentials see Accessing Features with Your Login Credentials 61 Polycom VVX 400 and 410 Business Media Phones User Guide Opening and Closing the Calendar To open the calendar select Calendar from Home view The Calendar s Day view displays as shown next showing your meetings for the day From Day view you can access additional Calendar views Month View and Meeting view To see Month view press Month To see Meeting view select a meeting Today 10 50AM Project One 11 30 AM Conference Room One 12 00PM Doc Review 1st Draft 1 00 PM Conference Room Five Month Previous Next To close the Calendar press Troubleshooting Why Doesn t the Calendar Display If you select Calendar from Home view but the Calendar doesn t display your Login Credentials may be incorrect To re submit or update your Login Credentials see Accessing Features with Your Login Credentials Navigating Month View To see Month view press Month Month view shows all the days in the month and displays a dot next to the days that have meetings as shown next The current day is always indicated in black unless it s selected then it s highlighted in grey To navigate in Month view e To view the previous month press Previous e To view the next month press Next e To select another day use the up down left or right arrow key to select the day e Toclose the Calendar and dis
16. Held Calls ccccccccccccsssssecccssssseeeceesssseeeeesssseeeeesssssaeees 26 Managing Conference Call Participants cccccccccssssceeesssseeecesssssseeeeesssaeeeesssssseeeeessssaeeeeeses 26 Changing the Way Calls are Answered sosessesseseosseseosesseesescossesccseesecsseeeesseseessesecseeseeseeee 28 Forwarding All Calls to Another Person cccscccccssssssccecsssssececssssseeeccesssaseeeesssaseeeessssaaeeesesseaas 28 Rejecting Calls froma 6 9 e eure ee eer ee aoc en eee EEE Ea 29 Diverting Calls from a Contact to Another Person ccccsscccccsssssceecssssseecesssssseeeeesssseeeeeeaas 30 APSO INO 11S I siaa eE E yn poo ecco ees ruse E ENE OAE 30 Using Do Not Disturb with Multiple Lines 2 0 ec csccccccessssseeeececesssssneeeeeeeesssssseeeeeeeesseeeaaes 31 Listening TOV O1COI IAN ccccccsvecevsececescoesceee sate cuceinacares cowaycecoueccesens cox ssiecaces ee oiaeseeodec ussuancavsecensoetectaee 32 Viewing Recent CallSs nosseseesseseossssossescossescossescossssossesecsseseossescossesecseseosseseesseseesseseeseeseesee 32 Working with Your Contact Directory ssessossessossescossssossescossesoosseecossssossesecssescesssecoseseesse 35 Working with a Corporate Directory essessessossessossescosescessescossescossescoseseossssecssescossssesseseesse 38 Controlling What is Heard osoessesseseesssseosssessseseossescossescossseessescosseseosseseosseeesseseossesee
17. Lines view If your phone has one call only and it s active you can access Home and Lines view If your phone has multiple calls or one held call you can access Home Lines and Calls view by pressing O At the top of each view is a status bar shown next The status bar shows the date and time If your phone has information you should know about messages will display together with the time Home View You can display Home view shown next by pressing Home view displays your phone line and messages settings and information At the bottom of Home view is a Page Indicator that shows how many pages of icons Home view displays Messages Directories Forward oo NN oS Ww Settings Applications Page Indicator To change the highlighted icon press the up down right or left arrow key Press Select to access the desired menu Home view displays the following icons e New Call Select New Call to display the Dialer so you can place a call e Messages Select Messages to access your voicemail e Directories Select Directories to access your Contact Directory Favorites and Recent Calls list You may also be able to access a Corporate Directory and Buddy Status List if they re set up on your phone e Forward Select Forward to set up forwarding options for incoming calls Polycom VVX 400 and 410 Business Media Phones User Guide e DND Select DND to toggle DND Do Not Disturb on or off When DND
18. PTT e You can t resume the broadcast by pressing and holding Talk e You can immediately initiate another broadcast on another channel 55 Polycom VVX 400 and 410 Business Media Phones User Guide Adjusting the Volume of PTT Broadcasts You can adjust the volume of PTT broadcasts while they play During a broadcast press one of the Volume keys CL to raise or lower the volume of the broadcast If you adjust the volume of a non emergency broadcast your phone retains the adjusted volume for all subsequent non emergency broadcasts However only system administrators can adjust the volume level of an Emergency broadcast Changing Where Broadcasts are Played While you send a broadcast you can pick up the handset or press or and continue speaking You can also press to mute your audio so that the people receiving your broadcast won t hear anything This behavior is similar to a phone call When you listen to a broadcast you can pick up the handset or press or and continue listening to the broadcast Updating the Default Channel If you press and hold Talk your broadcast will automatically transmit on the default channel Channel 1 If you want you can change the default channel To update the default channel 1 Select Settings from Home view and select Basic gt Preferences gt Paging PTT Configuration gt PTT Push to Talk 2 From the PTT Channel Configuration screen select Default Channel and select the
19. 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 returned to Polycom must be sent prepaid and packaged appropriately for safe shipment and it is recommended that they be insured or sent by a method that provides for tracking of the package Responsibility for loss or damage does not transfer to Polycom until the returned item is received by Polycom The repaired or replaced item will be shipped to Customer at Polycom s expense not later than thirty 30 days after Polycom receives the defective product and Polycom will retain risk of loss or damage until the item is delivered to Customer The product software comes with 90 day software warranty providing for software updates minor releases bug fixes To continue to receive support purchasing a maintenance contract is the most economical solution 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 e Failure to follow Polycom s installation operation or maintenance instructions e Unauthorized product modification or alteration e Unauthorized use of common carrier communication services accessed through the product e Abuse misuse negligent acts or omissions of Customer and persons under Customer s control o
20. You ll hear both the original call and the broadcast To listen to only the broadcast hold or end the call e lf your phone isn t allowed to receive broadcasts during active calls the broadcast displays as a Pending broadcast To listen to the broadcast hold or end the call or select the broadcast and press Accept If the broadcast is a Priority or Emergency broadcast the broadcast immediately plays You ll hear both the original call and the broadcast To listen to only the broadcast hold or end the call Replying to PTT Broadcasts When a broadcast ends the broadcast enters a 10 second waiting period During this period the channel remains open to receive or send additional broadcasts During a waiting period you can press and hold Talk and talk to all the people listening on the channel When you finish talking release Talk The broadcast will enter another waiting period until someone broadcasts again If no activity occurs within the waiting period the channel closes and no more broadcasts can take place Ending PTT Broadcasts You can end a PTT broadcast by releasing Talk or by pressing End PTT After you end a broadcast the channel remains open so others can respond If you release Talk without pressing End PTT e You can resume the broadcast by pressing and holding Talk if the broadcast is in a wait period e You can t initiate another broadcast on another channel until the waiting period ends If you press End
21. call displaying first as shown next 32 Chapter 2 Using Basic Features e Remove certain calls from the list e Select a call record to view call details and manage the call e Use the up and down arrow keys to highlight an entry and press Dial to automatically call the person Lisa Wong 252 Lisa Wong 2326 George Chen 2346 1 52 PM Last Tue George Chen 2346 Last Mon Marie Jones sip 172 23 8 217 Dial Sort Type Clear Last Mon Icons display next to a call to indicate the call type e Placed calls display e Received calls display 2 e Missed calls display To view your Recent Calls list e 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 2 From the call details screen shown next you can o Press Dial or the right arrow key to call the person o Press Save to add the person to your Contact Directory If the person is already in your Contact Directory but isn t a Favorite Add to Favorites displays instead Press Add to Favorites to automatically make the person a Favorite o Press Delete to delete the call from the list o Press Edit Dial to edit the phone number before you dial the person 33 Polycom VVX 400 and 410 Business Media Phones User Guide Lisa Wong Placed Call 3 34 PM To
22. 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 Basic customizations include changing the time and date format and updating the screen brightness If you want to get fancy you can set up a screen saver or change the background picture In this chapter you ll learn how to do the following e Change the language on your phone e Change the time and date display e Change the backlight settings e Change the background picture e Display a screen saver e Use the phone as a digital picture frame e Set up power saving mode Changing the Language on Your Phone Your phone supports several languages To change the language 1 Select Settings from Home view and select Basic gt Preferences gt Language 2 From the Language screen select the language you want The language on your phone updates automatically Changing the Time and Date Display The time and date display in the status bar If the phone can t obtain a time and date the time and date display will flash Contact your system administrator if the display flashes or either the time or date is incorrect You can choose from a variety of time and date display formats including options to display the day month or year You can also turn the time and date display off so it
23. handset e To use the speakerphone press or press Answer e To use your headset press 14 Chapter 2 Using Basic Features If you re already in handset speakerphone or headset mode press Answer and the phone will automatically use the mode you re in If you don t answer the call within 10 seconds the Incoming Call window disappears and Calls view displays as shown next 1 42 PM Friday February 22 Y Line 2333 1 call From Lisa Wong f 2326 ey 2342 J Forest Teresa Swift Al Dion Lisa Wong Francois Clement william Sharp Z Wong gt Answer Reject Forward More To answer the call pick up the handset press or press Or from Calls view press Answer to use the speakerphone Note Answering Calls When Your Phone is Locked If your phone is locked the way you answer calls is different For more information on answering calls from a locked phone see Calling and Answering from a Locked Phone z 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 To answer the call press Answer The call you were in is held If you don t answer the call within 10 seconds the Incoming Call window disappears and Calls view displays Answering on a Shared Line If you share a line with another phone you can answer calls as described above Or someone who shares
24. is enabled your phone won t ring and incoming calls will go to voice mail e Settings Select Settings to access phone features and settings to customize your phone Additional icons may include e Applications Select Applications to access a menu of custom applications See your administrator for information about any specific applications listed in this menu e Calendar Select Calendar to show a calendar with your meeting details Using the Calendar feature you can join meetings directly from your phone Lines View Lines view shown next is your phone s default display Lines view displays your phone line s your favorites and soft keys in the soft key area 1 21 PM Thursday May 24 Phone Line 2333 Helen Cooper amp 2340 Milton Stone s 2342 J Forest amp Favorites gt Teresa Swift Lloyd Russell 5 Michael Smith Al Dion gt William Sharp Francois Clement 5 New Call Forward DND j Soft Keys If your phone is idle you can press a line key to access the Dialer If your phone has calls the phone line indicates the number of calls you have and if they re active or held If the phone line has an active call the call color is dark green as shown next If the phone line has one or more held calls the call color is dark blue as shown next The number of total calls is shown above the calls To select a call use the up and down arrow keys Chapter 1 Getting Started 2 25 PM Thursday October 4 Hel
25. one can hear the muted person o Press Hold to hold the person The held person can t hear anyone and no one can hear the held person o Press Remove to remove the person from the conference end the conference call and create an active call between you and the person still in the call o 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 down arrow keys 2 13 PM 1 new message bos Conference 1 Name Lisa Wong 2 Number 2326 3 Line 1 4 MediaFlow Send Receive 5 6 7 Q Audio Rx Codec G 722 Audio Tx Codec G 722 Hold No Wald Ala Far Mute Hold Remove More o Press Back to exit the conference management function 27 Polycom VVX 400 and 410 Business Media Phones User Guide Changing the Way Calls are Answered Change the way calls are answered by doing the following e Forwarding all calls to another person e Rejecting calls from a contact e Diverting calls from a contact to another person e Temporarily refusing all calls by enabling Do Not Disturb Forwarding All Calls to Another Person You can set up your phone to forward all calls to another number even if the Do Not Disturb feature is enabled Call forwarding is not available on shared lines Power Tip Forwarding Calls on a Call by Call Basis You can choose to forward a ca
26. paging group press and hold Paging and go to step 4 2 From the Paging Groups List screen select the paging group to send the page to 57 Polycom VVX 400 and 410 Business Media Phones User Guide 3 To begin a page press Page Just before the page starts you ll hear an alert tone and then the page begins 4 Begin speaking 5 To end the page press End Page Receiving Pages To receive a page sent to a particular paging group you need to be subscribed to that group To subscribe to a paging group see Updating Paging Group Subscriptions How you receive a page depends on the priority of the page whether you re in an active call or if your phone is set to receive a page during an active call You ll receive pages on the paging groups you re subscribed to as well as Group 24 Priority pages and Group 25 Emergency pages If you enabled Do Not Disturb you ll only receive Emergency pages Non emergency pages won t display or play on your phone 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 e Hold the page e End the page This ends the page at your phone only e Place a new call Receiving Pages During Active Calls How you handle a page when you re in an active call depends on the page priority and if you re allowed to receive a page when youre in an active
27. provided materials Any supplemental software code provided to you as part of the Support Services is considered part of the Software Product and is subject to the terms and conditions of this Agreement With respect to technical information you provide to Polycom as part of the Support Services Polycom may use such information for its business purposes including for product support and development Polycom will not utilize such technical information in a form that personally identifies you 4 TERMINATION Without prejudice to any other rights Polycom may terminate this Agreement if you fail to comply with any of the terms and conditions of this Agreement In such event you must destroy all copies of the Software Product and all of its component parts You may terminate this Agreement at any time by destroying the Software Product and all of its component parts EULA 5 UPGRADES 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 You may use the resulting upgraded Software Product only in accordance with the terms of this Agreement If the Software Product is an upgrade of a component of package of software programs that you licensed as a single product the Softw
28. provides detailed information about setting up and configuring your phone including how to configure features It is available from the VVX 400 and 410 Business Media Phone Support Web page 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 The wallmount instructions are included in the optional wallmount package They are also available from the VVX 400 and 410 Business Media Phone Support Web page Feature Descriptions and Technical Notifications for Polycom phones These documents describe workarounds to existing issues and provide expanded descriptions and examples for phone settings and features You can find these documents on the Polycom Support Web site on the Polycom Profiled UC Software Features and Polycom Engineering Advisories and Technical Notifications support pages 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 Note Accessing Features and Options As you read this guide keep in mind that certain phone features are configurable b
29. setting is No o To mute the microphone for all auto answered calls so the incoming caller can t hear you select Microphone Mute and select Yes The default setting is Yes 3 Press Save Managing Multiple Calls You can easily manage multiple calls from Lines and Calls view Calls view displays all the calls for each phone line as shown next All the calls for a phone line display under the associated phone line Scroll up or down to see all your lines and calls To switch to Lines view press More and then Lines or press 2 06 PM 1 new message Held R Line 2340 1 call From George Chen 0 06 Active 2346 8 Line 2333 1 call Hold Lisa Wong 0 50 2326 micnael smitn Alvion william Sharp Francois Clement Hold End Call Transfer More 16 Chapter 2 Using Basic Features 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 active call and line 2333 has one held call Thursday October 4 Held Helen Cooper s Active a Marie Jones J Forest s Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp Z Wong Hold End Call Transfer More If you press a line key that doesn t have an active call the most recent call on that line will become active The current call will be held To manage a call use the up and down keys to highlight it Then press one of the soft keys to hold resume end o
30. the Ring Type screen use the up and down arrow keys to select the ringtone you want To hear the ringtone before you change it press Play The default ringtone is Low Trill Updating a Contact s Ringtone You might find it helpful to select unique ring tones for the various contacts in your Contact Directory In this way you can quickly identify callers as your phone rings To select a ringtone for a contact 1 From the Contact Directory use the up and down arrow keys to select the contact you want to update and press Info 2 From the contact s information screen press Edit 3 From the Edit Contact screen use the up and down arrow keys to select Ring Type 4 Select the ringtone you want and then press Save 40 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 Muting the Microphone Mute the microphone so other parties can t hear you Microphone Mute applies to all modes handset headset and speakerphone You can still hear all other parties when you mute the microphone To mute the microphone e During a call including a conference call press The Mute key glows red The other parties can t hear you To disable Mute press again
31. the number you want to call and press Dial 71 Polycom VVX 400 and 410 Business Media Phones User Guide Changing Your Password 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 To change your user password 1 Log in to any phone on your network 2 Select Settings from Home view and select Features gt User Login gt Change User Login Password 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 Locking the Phone Lock your phone to do the following e Prevent unauthorized outgoing calls e Allow only authorized people to answer calls e Prevent people from viewing or modifying phone information such as your directory call lists or favorites When your phone is locked e You can only make an outgoing call to a number from a list of authorized numbers e You must enter a password to answer incoming calls e All keys and screen items are disabled except those that allow you to unlock the phone make an authoriz
32. your phone that you ll find helpful before you start using it It describes phone hardware and phone views and how to navigate menus and enter data e Chapter 2 Using Basic Features All the basic features that your phone offers such as how to add contacts and favorites or transfer or forward calls are described in this chapter e Chapter 3 Using Advanced Features Advanced features that may not be available on the phone or that you may not use on a day to day basis are described in this chapter Advanced features include recording calls locking your phone monitoring buddies and accessing a Browser Polycom VVX 400 and 410 Business Media Phones User Guide e Chapter 4 Customizing Your Phone You can customize your phone in many ways including setting up a screen saver or changing the backlight background picture or time and date format Read this chapter to personalize your phone e Chapter 5 Administrative Tasks This chapter describes tasks that your administrator may ask you to perform These tasks include investigating phone issues restarting the phone updating the phone s configuration and testing the phone s hardware e Copyright Safety and Regulatory Notices This section provides important safety and compliance information relating to your phone e 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
33. 1 Plugs Acts as Disconnect Device cccccccccssssssssscccssssssnssececesssssssasnscccessessaaaaaeceessssnsaaasasecenens 91 yi Contents PEY C gre 02 Cy reer tne nent eet etn ene te ene OE ee ere ee ee 92 CEGO VGO MUR Cee ee ne Sn ET ee ee ee eee 92 CE Mark R amp TIE Directive EU ONIY rrisin ar ETAN ENA E a iae 92 WARNING E leCIMCa GA AY rorirori iE nine EEEE EE TAEA EA EE EA E TAE 94 RUSSIN ON AICS ca sss ccc cons dinates ls eotinssisatoeanGoindend satedawesdtaandatwssatsexetnnsidumseausorasnineteientadipsasletes 94 New Zealand Tl Deri ccccccssessssssscccccccccccsssssessssnnsncneeeeseseceesesseseecsaaaaaaeeseseseeesesssseseaaaqaes 94 Special Conditions for this User Guide ecccssssssccceceesessseeeeeceeesssssaeeeeeeesesssaeeeeeeeeeens 94 ANOS 2 2 ee oe E E EE E ee ee ee ee 95 Operating Ambient Temperatures ccccecssccccccceeseessscccsceesesnsseeeececesesessneeeeeeeeeeesaeeeeeeeeseeetaaes 95 Hearing Aid Compatibility HAC ccccccccssssccccssssssscccsssssscecsssessseccsssssasseccsssausecesseesasesessseaaaees 95 Waste Electrical and Electronic Equipment WEEE cccccccssscscccsssssccccsssssececssessseeeeeseesas 95 Restriction of Hazardous Substances Directive ROHS ccccccsccccsssssscccsssssscecessssseeeeeseeaes 95 FOCON TiS ACK eira E aE R cea deaamna AEA E E OE AE EAE EE E E 95 End User License Agreement for Polycom Softwarre scccccssssececcssseeeeceeees
34. 10 in bereinstimmung mit den grundlegenden Anforderungen und den brigen einschl gigen Bestimmungen der Richtlinie 1999 5 EG befindet Eesti Estonian K esolevaga kinnitab Polycom UK Ltd seadme VVX 400 VVX 410 vastavust direktiivi 1999 5 EU p hin uetele ja nimetatud direktiivist tulenevatele teistele asjakohastele s tetele English Hereby Polycom UK Ltd declares that this VVX 400 VVX 410 is in compliance with the essential requirements and other relevant provisions of Directive 1999 5 EC Espa ol Spanish Por medio de la presente Polycom UK Ltd declara que el VVX 400 VVX 410 cumple con los requisitos esenciales y cualesquiera otras disposiciones aplicables o exigibles de la Directiva 1999 5 CE EAAnvikn Greek ME THN MAPOY A Polycom UK Ltd AHAQNEI OTI VVX 400 VVX 410 2YMMOPO ONETAI MPO TI OYZIOAEI2 ANAITH2EI2 KAI TI AOINE2 2XETIKE2 AIATA EI2 TH OAHTIA2 1999 5 EK Fran ais French Par la presente Polycom UK Ltd d clare que l appareil VVX 400 VVX 410 est conforme aux exigences essentielles et aux autres dispositions pertinentes de la directive 1999 5 CE Italiano Italian Con la presente Polycom UK Ltd dichiara che questo VVX 400 VVX 410 e conforme ai requisiti essenziali ed alle altre disposizioni pertinenti stabilite dalla direttiva 1999 5 CE slenska Icelandic H r me l sir Polycom UK Ltd yfir pvi a VVX 400 VVX 410 er i samr mi vid grunnkrofur og a rar kr fur sem ger ar eru ti
35. 3 2 03 PM Marie Jones ae Last Mon sip 172 23 8 217 Marie Jones sip 172 23 8 217 Catherine Woods 14 233 Mon Sep 17 Thu Aug 30 DEL Sort Type Clear Ending Calls To quickly end an active call replace the handset Or from Lines or Calls view press End Call If you re in Calls view be sure to highlight the call first Note How Do I End a Held Call A call must be active to end it To end a held call From Calls view select the held call to highlight it press Resume and then press End Call ly Using Headsets You can connect an analog headset to your phone If an analog headset is connected and in use glows green If you use a headset you can set up your phone so that all calls use your headset see Enabling Headset Memory Mode If you use a headset that supports electronic hookswitch EHS you can press the hookswitch button to place answer and end calls In addition you may be able to mute calls and control volume from your headset 20 Chapter 2 Using Basic Features Web Info More Information About Headsets e 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 e For information on your headsets features as well as how to sync your headset with your phone see your headset documentation e Fora list of supported headsets see the Headset C
36. 4 Updating Phone Configuration cccssscccsssseccccssseccccsssecccesseccccasseccccasscsccassececeassseecoassees 84 Testing Phone Hardware osesessesosssessesosescssescssecosescssecosesessescsseccsescsesccsesesssecsseccsescsesceseses 85 Chapter 6 Gemo ara cet teres pecnecestsekcena ry iaseesteecnanmunrermeneicinenss wieeseeseenmeauesenasen 87 Related Documents ossssoossseossescossescossescossscossescossescossescossecossescossescossescossesessescosseseesseseosse 87 The Polycom CoOmmMulNiity cccccssssccccssseccccsssecccsseccccesseccccsssecccesseccccssseccceeseeccseeseccessseeceoeess 87 Copyright Safety and Regulatory Notices sosseesesseeseossesecssesecsssssccssesccsseseesseeseose 89 SENCE AJ EERTE aeren a E ES A E EE EA A TS 89 SO STM CIW eere E E EEE EA E AAE 89 Limitations OF LIANG esien E EER 89 Polycom Limited Warranty and Limitation Liability ceccsssssssssseeeeeeeeeeeeeeeeessesssaaaees 89 EXCISION e ee ee ee eee ee ee 90 Waranty EXCUS IVO serere reer R E E vasentanedeaunsavenossenentensvenetenoartts 90 Safety Compliance and Disposal Information esssneeessseseeeessserereesssssssereressssserrrensssserrreeessss 91 PIFC OGR UO aen E r E EEE E E EE R 91 Class B Digital Device or Peripheral ccccccccsssssccsssesscccsssssssssccssssscseccsssesasscessesaseecessensaaeseeeas 91 MACAU I ea E E A E O E sacsnsnarssueaie se sagetasoeeassaesseseans 91 E O N TU O a E E E E E 9
37. 5A Russian Compliance VVX 400 Ministry of Information Technologies amp Communication of the Russian Federation Declaration of Conformity Q CI0 6089 valid till 01 March 2016 VVX 410 Ministry of Information Technologies amp Communication of the Russian Federation Declaration of Conformity Q CMH 6092 valid till 01 March 2016 New Zealand Telepermit VVX 400 PTC 220 12 087 VVX 410 PTC 220 12 088 Special Conditions for this User Guide e 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 for connection to its network It indicates no endorsement of the product by Telecom nor does it provide any sort of warranty Above all it provides no assurance that any item will work correctly in all respects with another item of Telepermitted equipment of a different make or model nor does it imply that any product is compatible with all of Telecom s network services e Echo Cancellation Echo cancellers are not normally required in the Telecom PSTN because geographic delays are acceptable where CPE return loss is maintained within Telepermit limits However those private networks making use of Voice over IP technology are required to provide echo cancellation for all voice calls The combined effect of audio VoIP conversion delay and IP routing delay can cause the echo cancellation time of 64 mS or more to be
38. Call The conference call ends By default the other two people remain connected Splitting Conference Calls into Two Held Calls When you split a conference you end the conference and place the other two people on hold You can split an active or held conference call To split a conference call e From Lines or Calls view press Split The conference call ends By default the other two people are held Managing Conference Call Participants If you re able to manage the people in a conference call you can e Mute a participant e Hold a participant e Remove a participant from the conference e 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 26 Chapter 2 Using Basic Features To manage a person in a conference call 1 Set up an active conference call 2 From Active Call Lines or Calls view press Manage If you re in Calls view be sure to highlight the conference first The following example show the screens that display when you manage a conference 11 45 AM 1 missed call Pare Conference be oS oe Lisa Wong ve ncaa qy i Lisa Wong Francois Clement William Sharp Z Wong Hold End Call Manage More 3 Use the up and down arrow keys to highlight the person you want to manage 4 Do one of the following o Press Far Mute to mute the person The muted person can hear everyone but no
39. E E E E N sated 5 Understanding Phone Icons and Status IndicatorsS eeseseessessosseseessescoseseessescesseseosseseoses 6 Navigating Your Phone Interface sossesesseseossescossescssseecssescessescossescoseseessescesseseossseceseseessese 7 Entering Data and Updating Fields 2 0 0 0 escccsssecccssecccssecccssecccssecccsecccanscecensceceescecseseees 8 Using the Dialpad Keys on the Phone Console 0 cccccccccsssscceessseeeceessssseeeeessssseeeeesssaeeeeeseaas 9 Registering the PHONE eee enc neem nee ne eran nor eet ee ee ean ee eee rr 10 Configuring Your Phone Using the Web Configuration Utility eeceeeeesseeeees 10 Chapter 2 USING Basic Features wssaiisscnsssiisccssctvssacecsssgcawsaxscacsssianetnasennnsaassseancessscansaiasanns 13 How Your Phone Handles Callls ccccccssssssccccccsssseccccccssscccccnsssseeccccaasseececscesseeeeesoaasess 13 Answering GAINS cas satescassaedece ser ccossas nec naaa TEA 14 PS W CHINO ANoNer Cal caccacunseopnsssaseeacsavenaeosenyanciaerteueanvanneaseegancesaceteasuseraenasaausmesusuaoastavsenaniceoeaentaees 15 Answering ON a Shared Line cc cessssccesssseeceessssseeeccesssnseeccssssaseeeessssaeeeeessseaseesssssqeeeesssseaes 15 Answering Calls Automatically ccccccsccccessssccecesssseeeeeessssseeecssssseeeeessesseeeeessssaseeessesaeeeeeeseaas 16 Managing Multiple Calls oeenesseseosseeeoseseossessossescosssscssescessescossesosssssosseseosseseessesso
40. R LOSS OF REVENUE OR PROFITS LOSS OF BUSINESS LOSS OF INFORMATION OR DATA OR OTHER FINANCIAL LOSS ARISING OUT OF OR IN CONNECTION WITH THE SALE INSTALLATION MAINTENANCE USE PERFORMANCE FAILURE OR INTERRUPTION OF ITS PRODUCTS EVEN IF POLYCOM OR ITS AUTHORIZED RESELLER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND LIMITS ITS LIABILITY TO REPAIR REPLACEMENT OR REFUND OF THE PURCHASE PRICE PAID AT POLYCOM S OPTION THIS DISCLAIMER OF LIABILITY FOR DAMAGES WILL NOT BE AFFECTED IF ANY REMEDY PROVIDED HEREIN SHALL FAIL OF ITS ESSENTIAL PURPOSE Polycom Limited Warranty and Limitation Liability LIMITED WARRANTY Polycom warrants to the end user Customer that this product is expected to be free from defects in workmanship and materials under normal use and service for one year from the date of purchase from Polycom or its authorized reseller Polycom s sole obligation under this express warranty is at Polycom s option and expense to repair the defective product or part deliver to 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 89 Polycom VVX 400 and 410 Business Media Phones User Guide product All products that are replaced will become the property of Polycom Replacement products or parts may be new or reconditioned
41. adcasts to Play During Active CalllS iicccccsssccccccsssssccccssssssccseeesssssseessssaeees 56 GrOUD FP AGING MOQ rirerire k a E E 57 Sending and Receiving PAGS ienn iii iienaa eea rs nen 57 Sending Page Seira ni n e E OE E ane oes aee Vadaaceneeauaecaee 57 FRECCIVING Page Sonn a T E E Coes tobewealoaceuevtousiael aeeuveeksdieas 58 Receiving Pages When You re Not in an Active Call cccccccccccesesssseeeeeessseeeeessssaaeees 58 Receiving Pages During Active Calls ccccccccsssssecceesssseecesssseeeecessssaseeeeesssaseeessssaseeesens 58 Adjusting the Volume OF PAGES serisini arenan a i e a ia i dintes 58 Changing Where Pages are PLAC cccccccssssssscccesessscceccsesnesecssessaescecseensaeeecesenssseeeseesaaeeeeens 59 Updating the Default Paging Group sscccccsssssccccssesssccccssessscsessesssesecessesseesecseesseesesessaeseeeseeaas 59 Updating Paging Group SUDSCLIPtiONS cccccccsscccccsessssscccssesscccccsessescccssesssesecseesaaeeesesesaeeeeeseeaas 59 Allowing Pages to Play During Active Calls cccccccccssssssccccssssssssccssscsscsecsssssseccsssssaasscessssasees 59 USINO Ne Calendal seriusna E aE ar aiena 60 Opening and Closing Me Calendal ieunuire mea ATANAN 62 Navigating MOMI VICW eira E 62 Navigating Day VIEWosissicciiiiiriiie iita ea E OE E E EE E E E 63 Navigating Meeting VICW ssrccniuniieci iiitr Tiie iiaei EA E aR EN EE EE 63 Working with Meeting REMINESS ccccsccccccessssssscceeeeessesssa
42. alls You can also set up your phone to forward all incoming calls to another person see Forwarding All Calls to Another Person or forward all calls from a certain contact to another person see Diverting Calls from a Contact to Another Person During Calls When you re in a call you can do the following e Hold the call e Transfer the call to another person e Setup a conference call with the person you re talking with and another person 22 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 1 26 PM R Line 2333 1 call 2 Helen Cooper amp Hold Lisa Wong 0 24 2326 Marie Jones ey 2342 J Forest X J Forest Teresa Swift Al Dion Teresa Swift Al Dion Lisa Wong Francois Clement ss Lisa Wong Francois Clement William Sharp Z Wong William Sharp Z Wong s Resume New Call Transfer More Resume New Call Transfer More To hold a call e From Lines or Calls view press Hold If you re in Calls view be sure to highlight the call first To resume a held call e Do one of the following o From Lines view press Resume If there s more than one held call on the line the last call that you held will be resumed If you have multiple lines and you press Resume the last call that you held on either line will be resumed or o From Calls view use the up and down arrow keys to highlight the call a
43. ansfer all incoming calls from a particular contact to another person To divert incoming calls from a contact to another person 1 Select Directories from Home view and select Contact Directory 2 From your directory use the up and down arrow keys to select the contact whose calls you want to send to another person 3 From the contact s information screen press Edit 4 From the Edit Contact screen do the following o Use the up and down arrow keys to select Divert Contact and enter the number of the person you want the call to go to o Select Auto Divert and select Enabled o Press Save 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 When you enable Do Not Disturb the following happens e The Do Not Disturb icon displays in the status bar as shown next e lf 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 will display instead 12 14 PM IEEE Helen Cooper gh 2340 Marie Jones sb 2342 J Forest gt Teresa Swift Al Dion a Lisa Wong Francois Clement gt William Sharp Z Wong New Call Forward More 30 Chapter 2 Using Basic Features e The DND icon in Home view as shown next
44. ar the page To hear the page tap the page and press Accept the telephone call will automatically be held Or hold or end the telephone call 59 Polycom VVX 400 and 410 Business Media Phones User Guide To allow or disallow pages to play during an active call 1 Select Settings from Home view and select Basic gt Preferences gt Paging PTT Configuration gt Group Paging 2 From the Group Paging Configuration screen scroll to Accept While Busy and enable or disable the setting The default setting is Disabled When enabled your phone will accept and play pages while you re in an active call When disabled your phone won t play pages while you re in a call but will hold them as Pending instead Using the Calendar If your phone is configured to connect to the Microsoft Exchange Server you can view and join meetings scheduled in your Microsoft Outlook application from your phone If your phone is configured to connect to the Microsoft Exchange Server and the Polycom Conferencing for Microsoft Outlook software feature is installed at your site you can schedule meetings using Polycom Conferencing for Outlook 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 on the Home view To use the Calendar feature the phone must have your correct Login Credentials X Messages Direct
45. are Product may be used and transferred only as part of that single Software Product package and may not be separated for use on more than one Product 6 WARRANTY AND WARRANTY EXCLUSIONS 6 1 Limited Warranty Polycom warrants that a the Software Product will perform substantially in accordance with the accompanying documentation for a period of ninety 90 from the date of receipt by you and b any Support Services provided by Polycom shall be substantially as described in applicable written materials provided to you by Polycom and Polycom support engineers will make commercially reasonable efforts to solve any problem issues Polycom does not warrant that your use of the Software Product will be uninterrupted or error free or that all defects in the Software Product will be corrected Polycom s sole obligation under this express warranty shall be at Polycom s option and expense to refund the purchase price paid by you for any defective software product which is returned to Polycom with a copy of your receipt or to replace any defective media with software which substantially conforms to applicable Polycom published specifications Any replacement Software Product will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer 6 2 Warranties Exclusive If this Software Product does not operate as warranted above your sole remedy for breach of that warranty shall be repair replacement or ref
46. as an active call and one held call on the same or a different line press More and then Join from either Lines or Calls view to automatically create a conference call The conference call takes place on the line from which you handled the last active call 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 Managing Conference Call Participants To place a conference call on hold e From Lines or Calls view press Hold If you re in Calls view be sure to highlight the conference first The other two people in the conference are held The following example shows a held conference in Calls view 2 07 PM Friday February 22 S lt Line 2340 1 call Hold Conference 1 36 J Forest Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp Z Wong Resume New Call Split Lines 25 Polycom VVX 400 and 410 Business Media Phones User Guide To resume a held conference call e From Lines or Calls view press Resume Ending Conference Calls To end a conference and your connection to the other people press End Call By default when you press End Call the other two people remain connected However your system administrator may have set up your phone so that all connections end To end a conference call e From Lines or Calls view press End
47. asury Department s List of Specially Designated Nationals or the U S Commerce Department s Table of Denial Orders By downloading or using this Software Product you are agreeing to the foregoing and you are representing and warranting that you are not located in under the control of or a national or resident of any such country or on any such list If you obtained this Software Product outside of the United States you are also agreeing that you will not export or re export it in violation of the laws of the country in which it was obtained 10 MISCELLANEOUS 10 1 Governing Law This Agreement shall be governed by the laws of the State of California as such laws are applied to agreements entered into and to be performed entirely within California between California residents and by the laws of the United States The United Nations Convention on Contracts for the International Sale of Goods 1980 is hereby excluded in its entirety from application to this Agreement 10 2 General This Agreement represents the complete agreement concerning this license and may be amended only by a writing executed by both parties If any provision of this Agreement is held to be unenforceable such provision shall be reformed only to the extent necessary to make it enforceable 10 3 Contact If you have any questions concerning this Agreement or if you desire to contact Polycom for any reason please contact the Polycom office serving your country EULA
48. ate Directory contact 1 From the Corporate Directory search for the contact you want to dial 2 From the search results use the up and down arrow keys to select the contact and press Dial To add a contact to your local Contact Directory 1 From the Corporate Directory search for the contact you want to add to your Contact Directory 2 From the search results use the up and down arrow keys to select the contact and press View 3 From the contact s information screen press Save Only the first name last name and phone number are saved You may want to go to the Contact Directory to see if the contact was saved correctly and to add additional contact information 39 Polycom VVX 400 and 410 Business Media Phones User Guide Controlling What is Heard You can change what you hear by doing the following e Updating the incoming call ringtone e Updating a contact s ringtone e Changing the speaker volume e Changing the ringer volume e Muting the microphone e Changing where you hear sound effects Updating the Incoming Call Ringtone A simple way to personalize your phone is to change your phone s ringtone You can even pick unique ringtones for the different lines on your phone To select an incoming call ringtone for your phone or a line 1 Select Settings from Home view and select Basic gt Ring Type 2 If multiple lines are configured on your phone select the line you want to apply a new ringtone to 3 From
49. availability automatically updates to Do Not Disturb 46 Note How Do Not Disturb Status and Use of Do Not Disturb Feature Interact When you enable Do Not Disturb on your phone your presence status automatically changes to Do Not Disturb When you disable Do Not Disturb on your phone your presence status automatically changes to Online or On the Phone When you update your presence status to Do Not Disturb incoming calls will go to voicemail and My Status Do Not Disturb will display in the status bar Updating your status to Do Not Disturb does not enable Do Not Disturb on your phone and the Do Not Disturb icon will not display next to phone lines Chapter 3 Using Advanced Features When you select a presence setting other than online the setting displays instead of the date display on the status bar as shown next 2 41 PM My Status Away wu 2333 Helen Cooper 2340 Marie Jones 2342 J Forest s Teresa Swift Al Dion s5 Lisa Wong Francois Clement s5 gt William Sharp Z Wong New Call Forward More You may be able to access status and a list of the people you are watching from the Lines view If you see a More soft key press it to display My Status and Buddies 2 31 PM Friday March 15 EEE Helen Cooper amp a 2340 Marie jones ey 2342 J Forest Teresa Swift Al Dion s Lisa Wong Francois Clement William Sharp Z Wong My Status Buddies More To update your presence setting 1 Fro
50. ay End 4 00 PM Today Location Conference Room Five Organizer Jones Marie Required Attendees Swift Teresa Cooper Helen Wong Lisa Blue Don Davies Tom Chen George Description Page by page review of Administrators Guide Bridge 5 Day More Actions Working with Meeting Reminders By default your phone displays a meeting reminder 15 minutes before a meeting starts as shown next Every minute before the meeting starts the phone will emit an alert tone and update the meeting timer If a meeting starts and you haven t joined in the reminder will let you know that the meeting is overdue From the reminder you can e Press the meeting number on the far left of the reminder to join the meeting e Press Detail to view specific information about the meeting e Press Snooze to temporarily remove the reminder from the screen until the next scheduled reminder e Press Dismiss to permanently remove the reminder from the screen and stop all future reminders for the meeting Code Review Meeting will start in 14 minutes at 03 00pm Bridge 3 Detail Snooze Dismiss To enable or disable meeting reminders 1 Select Settings from Home view and select Basic gt Preferences gt Calendar Settings 2 From the Calendar Settings screen select Reminder and enable or disable the setting The default setting is Enabled When enabled your phone will display reminders for all meetings When disabled the phone wo
51. ay be reproduced or transmitted in any form or by any means for any purpose other than the recipient s personal use without the express written permission of Polycom Disclaimer While Polycom uses reasonable efforts to include accurate and up to date information in this document Polycom makes no warranties or representations as to its accuracy Polycom assumes no liability or responsibility for any typographical or other errors or omissions in the content of this document Limitation of Liability Polycom and or its respective suppliers make no representations about the suitability of the information contained in this document for any purpose 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 respective suppliers be liable for any direct consequential incidental special punitive or other damages whatsoever including without limitation damages for loss of business profits business interruption or loss of business information even if Polycom has been advised of the possibility of such damages Customer Feedback We are striving to improve our documentation quality and we appreciate your feedback Email your opinions and comments to VoiceDocumentationFeedback polycom com Polycom Visit the Polycom Voice Support Center for software downloads product documents product li
52. ble the setting The default setting is Disabled If enabled the contact can t monitor your status For more information on monitoring status see Using Buddy Lists 4 Press Save Timesaver Saving Recent Callers and Corporate Directory Contacts to Your Directory You can automatically save a recent caller to your Directory See Viewing Recent Calls If a Corporate Directory is available on your phone you can add contacts from the Corporate Directory to your Contact Directory For information on how to update your Contact Directory in this way see Working with a Corporate Directory To update a contact s information 1 From the Contact Directory use the up and down arrow keys to select the contact you want to update and press Info 2 From the contact s information screen press Edit 3 From the Edit Contact screen update the contact s information 4 Press Save To delete a contact 1 From your Contact Directory use the up and down arrow keys to select the contact you want to delete and press Info 2 From the contact s information screen press Delete A confirmation message displays confirming that you want to delete the contact Press Yes or No Working with a Corporate Directory You may have access to portions of a Corporate Directory The Corporate Directory is non editable your administrator determines which contacts you can see From the Corporate Directory you can do the following e Sea
53. cable au filage lectrique When using Power over Ethernet PoE the equipment is to be connected only to PoE networks without connections to the outside plant Plugs Acts as Disconnect Device The socket outlet to which this apparatus is connected must be installed near the equipment and must always be readily accessible 91 Polycom VVX 400 and 410 Business Media Phones User Guide La prise lectrique a laquelle l appareil est branche doit tre install e pres de l quipement et doit toujours tre facilement accessible Industry Canada IC This Class B digital apparatus complies with Canadian ICES 003 Cet appareil num rique de la classe B est conforme a la norme NMB 003 du Canada CE and VCCI Mark This VVX 400 and 410 phone is marked with the CE mark This mark indicates compliance with EC Directive 1999 5 EC A full copy of the Declaration of Conformity can be obtained from Polycom Ltd 270 Bath Road Slough Berkshire SL1 4DX UK CE Mark R amp TTE Directive EU only Cesky Czech Polycom UK Ltd timto prohlaSuje Ze tento VVX 400 VVX 410 je ve shod se z kladn mi po adavky a dal mi p slu n mi ustanoven mi sm rnice 1999 5 ES Dansk Danish Undertegnede Polycom UK Ltd erkl rer herved at f lgende udstyr VVX 400 VVX 410 overholder de v sentlige krav og vrige relevante krav i direktiv 1999 5 EF Deutsch German Hiermit erkl rt Polycom UK Ltd dass sich das Ger t VVX 400 VVX 4
54. call If the page is a Normal page e lf your phone is allowed to receive pages during active calls the page immediately plays You ll hear both the original call and the page To hear only the page hold or end the call e lf your phone isn t allowed to receive pages during active calls the page displays as a Pending page To listen to the page select the page and press Accept Or hold or end the call If page is a Priority or Emergency page the page immediately plays You ll hear both the original call and the page To hear just the page hold or end the call Adjusting the Volume of Pages You can adjust the volume of pages while they play During a page press one of the Volume keys ELT to raise or lower the page volume 58 Chapter 3 Using Advanced Features If you adjust the volume of a non emergency page your phone will use the adjusted volume for subsequent non emergency pages However only your system administrator can change the volume of an Emergency page Changing Where Pages are Played While you send a page you can pick up the handset or press or and continue speaking You can also press to mute your audio so that the people receiving your page won t hear anything This behavior is similar to a phone call When you receive a page the page is always played through the phone s speakerphone you can t play it through your handset or headset Updating the Default Paging Group If you press and hold Pagin
55. ce Audio Video for RMX PSTN Video Endpoints Polycom Infrastructure Forum VolP Telepresence Polycom End Points Forum View All SpectraLink integrated Audio DECT RealPresence Mobile 87 Copyright Safety and Regulatory Notices Service Agreements Please contact your Polycom Authorized Reseller for information about service agreements applicable to your product Governing Law This Limited Warranty and Limitation of Liability shall be governed by the laws of the State of California U S A and by the laws of the United States excluding their conflicts of laws principles The United Nations Convention on Contracts for the International Sale of Goods is hereby excluded in its entirety from application to this Limited Warranty and Limitation of Liability All rights reserved under International and Pan American Copyright Conventions No part of the contents of this manual may be copied reproduced or transmitted in any form or by any means or translated into another language or format in whole or part without written consent from Polycom Inc Do not remove or allow anybody else to remove any product identification copyright or other notices Limitations of Liability LIMITATION OF LIABILITY TO THE FULL EXTENT ALLOWED BY LAW POLYCOM EXCLUDES FOR ITSELF AND ITS SUPPLIERS ANY LIABILITY WHETHER BASED IN CONTRACT OR TORT INCLUDING NEGLIGENCE FOR INCIDENTAL CONSEQUENTIAL INDIRECT SPECIAL OR PUNITIVE DAMAGES OF ANY KIND OR FO
56. censes troubleshooting tips service requests and more Contents ADOUL Ga La OUE geen re terre baer err nee nny tremens rant prent ren omni nner TT nr eer ert rn mr nner cre rer ix Who Should Read this Guide xicciavecdontenesocesccsvccaneaiceaantecnnabiistencseecescolnaatenetcquatnsanostnrdasteccersasmnaes ix HOW TON SO UMS GU serosa catta ede see stinno sanctions ca oetseutaueweasesen E ix Conventions Used in this Guide ssccccssssssecccccsssseecccccaseseeccccsssseeccccsaseececccusseeeescaussseeessoaness X Terms and Writing Conventions cccccccccccccssssccecsssseeeeeesssseeeecssseeeeessessseeeesesesaaeeeessenaeess X Information EICIMGIIES ies sete cecccicdvevoenraceceseesssonnudcedsesce cesquindceiseniecstautecoapagnddertaunpeveonlecpineerdcaehontectis xii Typographic Conventions cccccccccccccssssccecssssseeeccsssssaeeecesssseeecsessaeeeeesseesaeeeeessseeeeessssaaeess xiii Related Documents eeseseeseossesesseesessesccssescossesceseesesseeccssesecssecceseescssesceseeseeseeceesessesseseesseseesee xiii Chapter 1 Getting Started ooseseoesseseossesecssessesssesecssesecssssscossesecsseseesssesecssesecssesseesse 1 Phone Keys and Hardware essesossesosescsessosesesseecsesosssecsescssesossseosesosssscsescssesosssecsesosesessescssee 1 PRONS VIOWS roar ana e T A E T A E E unites 2 FVM A E A E A EAA AEE A E EAE EA A ent 3 LINES WHE WY eeri E E E A E N 4 ANS VON aE E ET
57. cept however you may keep one copy of the Software Product and if applicable one copy of any previous version for back up purposes only to be used in the event of failure of the original All copies of the Software Product must be marked with the proprietary notices provided on the original Software Product You may not reproduce the supporting documentation accompanying the Software Product Polycom VVX 400 and 410 Business Media Phones User Guide 2 3 Modifications You may not modify translate or create derivative works of the Software Product 2 4 Proprietary Notices You may not remove or obscure any proprietary notices on or in the Software Product or the supporting documentation 2 5 Software Transfer You may permanently transfer all of your rights under this Agreement provided you retain no copies you transfer all of the Software Product including all component parts the media any printed materials any upgrades this Agreement and if applicable the Certificate of Authenticity and any recipient agrees to the terms of this Agreement If the Software Product is an upgrade any transfer must include all prior versions of the Software Product However if the Software Product is marked Not for Resale or NFR you may not resell it or otherwise transfer it for value 2 6 Copyright All title and copyrights in and to the Software Product including but not limited to any images photographs animations video audio
58. credentials you won t be able to access your phone s Calendar or use features associated with Microsoft Lync Server 2010 When your phone has incorrect login credentials the following happens e An icon g displays on the status bar e The message Login Credentials have failed Please update them if information is incorrect displays for 10 seconds e Your phone will have a Warning message For information about phone Warnings see Investigating Phone Warnings To access the features again re submit or enter your login credentials Note Accessing the Calendar when the User Login Feature is Enabled If you log in to a phone that has the User Login feature enabled and then want to access features that require your login credentials you ll need to re enter your login credentials so that the features will work To re submit or enter your login credentials 1 Select Settings from Home view and select Basic gt Login Credentials 2 From the Login Credentials screen press Submit Your credentials are re submitted and you have access to the feature s again Troubleshooting What Happens if Can t Access Features If you still don t have access to the feature s try entering your credentials and pressing Submit If you still don t have access or you lock your account see your system administrator 15 Chapter 4 Customizing the Phone s Display In the previous chapters you ve learned how to customize
59. ct Backlight Idle Intensity 5 From the Backlight Idle Intensity screen select the intensity you want and press Back The default is Low 6 From the Backlight Intensity screen select Maximum Intensity 7 From the Maximum Intensity screen select Up or Down to increase or decrease the maximum intensity the screen can display and press Back To change the Backlight Timeout 1 Select Settings from Home view and press Basic gt Backlight Timeout 2 From the Backlight Timeout screen enter the number of seconds the phone will be idle before the backlight dims The default is 40 seconds Changing the Phone s Background Picture You can change the background picture that displays on your phone By default your screen displays a light grey 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 light grey background named Default is available If you want you can use a picture of your own as the background image For more information see Using One of Your Own Pictures as the Background Picture 79 Polycom VVX 400 and 410 Business Media Phones User Guide Web Info Adding a Web Page as the Background on Your Phone You may be able to add a Web page as the background on your phone For more information see Customizing the Display Background Feature Profile 62470 Changing the Background Picture To change the background p
60. d R 2333 Helen Cooper Active i gt 2340 Marie Jones ey 2342 J Forest Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp Z Wong Hold End Call Transfer More Note Why Can t I Access the Idle Browser If your phone has calls you can t access the Idle Browser To access the Main Browser select Applications from Home view For information about the Browser see Using the Browser 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 Call color indicates status e Dark green Active call e Bright blue Incoming call e Dark blue Held call Use the up and down arrow keys to highlight a call The soft keys apply to the highlighted call 1 27 PM EERIE Line 2333 1 2 call No of Calls From George Chen 0 20 Active 2346 ih Hola Lisa Wong 1 38 Held Ieresd JWIIL Al VIUN Lisa Wong Francois Clement William Sharp Z Wong Hold End Call Transfer More 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 O O S nN gt Oo BE OOD Ba amp amp Description Registered line Unregis
61. d more than two people to your call ask your system administrator for the maximum number Just as with other calls you can hold and resume conference calls In addition you ll have the option to split a conference call end the conference and place the people you were talking with on hold During a conference you may have access to the conference management feature This feature allows you to manage each person in the conference call so that you can mute hold and remove each person Your system administrator can enabled this feature on your phone For more information see Managing Conference Call Participants Setting Up Conference Calls There are two ways to set up a conference the conventional way by calling two people and using the Confrnc soft key or joining two existing calls using the Join soft key To set up a conference call 1 Call the first person 2 From Lines or Calls view press More and then Confrnc The active call is held 3 Using the Dialer call the second person 24 Chapter 2 Using Basic Features 4 When the second person answers press More and then Confrnc to join everyone ina conference The Active Conference screen displays as shown next 3 57 PM 3 missed calls tha Line 2333 1 call Active Conference 0 23 2342 J Forest Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp Z Wong Hold End Call Split Lines Power Tip How to Quickly Set Up a Conference If your phone h
62. d up to five other authorized numbers that an administrator can set up You can t call any other numbers from a locked phone If you set up your phone so you can answer incoming calls when your phone is locked you can answer calls by entering your user password To call an authorized number from a locked phone e Do one of the following o Press New Call From the Place an Authorized Call screen select the number you want to call and press Dial or o Place a callto an authorized number by using the handset headset or speakerphone The call is placed Note Which Termination is Used When Placing a Call to Authorized Number ly When a call is placed to a number in the authorized list it will placed through last used termination handset or speakerphone or headset The user must first press the speakerphone or headset key or lift the handset to trigger the display of the authorized call list The second press of the same key will cause display of the idle screen To answer a call on a locked phone 1 From the Incoming Call window press Answer 2 Enter your user password and press Enter The call connects 74 Chapter 3 Using Advanced Features Accessing Features with Your Login Credentials Your system administrator will assign you login credentials a domain user name and password so your phone can access the Calendar feature or work with Microsoft Lync Server 2010 If there is a problem with your login
63. day Edit Delete Back To customize the list 1 From Home view select Directories from Home view and select Recent Calls 2 Press Type to filter calls for specific lines or types of calls When you filter calls you can choose to display only missed received or placed calls Or you can choose to display all call types the default You can choose to display only calls from a certain line 3 Press Sort to sort the calls When you sort calls by the time of the call you can to order calls in ascending oldest call first or descending most recent call first order When you sort calls by call name you can order calls in ascending alphabetical or descending reverse alphabetical order 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 ly To remove all calls from the list 1 From Home view select Directories from Home view and select Recent Calls 2 Press Clear All calls are deleted from the call list 34 Chapter 2 Using Basic Features Working with Your Contact Directory You can store a large number of contacts in your phone s local Contact Directory shown next Contact your administrator for the exact number Al Dion 2222 m pD po Be Ben North 8 765 Dave M
64. doesn t display at all Select and set options that are right for you T Polycom VVX 400 and 410 Business Media Phones User Guide The following figure shows the default display for the time and date Thursday May 24 To update the time and date display 1 Select Settings from Home view and slect Basic gt Preferences gt Time amp Date 2 From the Time amp Date screen do one of the following o Tochange the date format press Clock Date or o Tochange the time format press Clock Time or o Tochange the order of the time and date display press Clock Order 3 From the Clock Date Clock Time or Clock Order screen select the format you want ly Note Reduced Time and Date Format Options for Certain Languages The time and date format options are reduced if you change the language displayed on your phone to Simplified Chinese Traditional Chinese and Japanese To enable or disable the time and date display 1 Select Settings from Home view and select Basic gt Preferences gt Time amp Date 2 From the Time amp Date screen select Enable or Disable to turn on or off the time and date display Changing the Backlight Your phone s backlight has two components e Backlight Intensity The brightness of the screen during phone activity and inactivity Backlight intensity has three settings o Backlight On The brightness of the screen when there is phone activity o Backlight Idle The brightness of
65. e Responding to Incoming Calls While your phone rings you can do the following e Temporarily ignore the call before answering it e Reject the call so it goes directly to voicemail e Forward the call to another person 21 Polycom VVX 400 and 410 Business Media Phones User Guide Ignoring Incoming Calls Ignore or silence a call to stop your phone from ringing Even though the call is ignored your phone will still display the incoming call notification so you can still answer the call To ignore or silence a call e From the Incoming Call window press Ignore for private lines or Silence for shared lines The Incoming Call window disappears your phone stops ringing and either Home or Calls view displays 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 To reject an incoming call e From the Incoming Call window press Reject You can also reject an incoming call from Lines and Calls view The call goes directly to voice mail Forwarding Incoming Calls to Another Person While your phone rings you can forward the call to another person To forward an incoming call to another person 1 While your phone rings press Forward 2 From the Call Forwarding screen enter the forwarding number and press Forward Power Tip Other Ways to Forward C
66. e available on your phone Using Buddy Lists A Buddy list is a list of users devices whose status or presence you can monitor Users update their presence setting such as Be right back Out to lunch or Busy and you can view their status in real time from your Buddy list You can also view your buddies status from Lines view and Home view In this section you ll learn how to e Update your presence status e Setup and manage a Buddy list 45 Polycom VVX 400 and 410 Business Media Phones User Guide Block people from monitoring your status Monitor your buddies from your phone ly Note Contacts and Microsoft Lync Server 2010 If your phone is configured to work with Microsoft Lync Server 2010 the way you manage buddies known as contacts is different See Integrating with Microsoft Lync Server 2010 Updating Your Status Update your status so that other people can monitor your status from their phones When you update your status your status is automatically sent to the people watching you You can update your status to one of the following Online Busy Be right back Away On the phone Out to lunch Do not disturb Your phone also sends certain status information to the people watching you automatically such as if you re in a call enabled Do Not Disturb on your phone or your phone is offline because you restarted it For example if you enable the Do Not Disturb feature on your phone your
67. e current status Soft key This term describes the context sensitive keys that display along the bottom of the screen that update depending on the task you re performing To see additional options if available press More The More soft key is always on the far right of the soft key area as shown next The additional options display as shown next Press to see more options New Call Forward My Status Buddies xi Polycom VVX 400 and 410 Business Media Phones User Guide e Soft key area The soft key area shown above is the area along the bottom of the screen that displays context sensitive soft keys e Status bar The status bar shown next is the top most part of the screen It displays the time and date or other messages instead of the date display 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 Note Administrator Tip Caution Warning Web Info Timesaver Power Tip Troubleshooting xii Icon BEBO W D CON E Description The Note icon highlights information of interest or important information needed to be successful in accomplishing a procedure or to understand a concept The Administrator Tip icon highlights techniques shortcuts or productivity related tips The Caution icon highlights information you need to know to avoid a hazard that could potentially impact device perfor
68. e you sure displays 2 If you still want to restart the phone press Yes The restart process begins The process ends when the default Home screen displays Updating Phone Configuration Your system administrator may ask you to update your phone configuration You may be able to do this without restarting your phone To update your phone s configuration 1 Select Settings from Home view and select Basic gt Update Configuration The message Are you sure displays 2 To update the configuration press Yes The configuration is updated Your phone may restart depending on the phone settings that have changed 84 Chapter 5 Administrative Tasks Testing Phone Hardware Your system administrator may ask you to access a diagnostics menu on your phone to test your phone hardware You can test your phone s microphones speaker handset third party headset if present Keypad mappings touchscreen and LEDs See your system administrator for instructions on how to perform these tests To test your phone hardware 1 Select Settings from Home view and select Status gt Diagnostics gt Test Hardware 2 From the Test Hardware screen select one of the following o Audio Diagnostics o Keypad Diagnostics o Display Diagnostics o Brightness Diagnostics o LED Diagnostics 85 Chapter 6 Getting Help This chapter provides locations where you can access useful Polycom or third party documents and web links including related Pol
69. eature for all lines press Clear All Listening to Voicemail Your phone may indicate new voicemail messages by the following e A message in the status bar as shown next The message indicates the number of new messages you have The count is a total of all messages on all lines on the phone 1 new message e A flashing Message Waiting Indicator located at the top right of your phone e An audible alert if your phone is on hook Note Temporarily Removing Message Indicators To temporarily remove the message counter press and select Message Center or select Messages from Home view and select Message Center and press Clear After a period of time usually about an hour or two the message indicators will display again 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 3 From the Messages screen press Connect and follow the prompts Viewing Recent Calls Your phone maintains a Recent Calls list a list of missed received and placed Each list can hold up to 100 entries From the Recent Calls list Shown next you can e Sort order and filter calls press Type By default the list displays all call types missed placed and received with the most recent
70. eceive Priority broadcasts unless Do Not Disturb is enabled Phones play Priority broadcasts at the phone s current audio level Emergency By default broadcasts sent to Group Channel 25 are considered Emergency broadcasts An Emergency broadcast will interrupt Normal broadcasts Priority broadcasts and active calls and plays out at near maximum volume even if Do Not Disturb is turned on Push to Talk Mode Your system administrator can enable your phone to operate in a broadcast mode called Push to Talk PTT In order to send and receive PTT broadcasts you have to subscribe to PTT channels PTT broadcasts are collaborative you can transmit messages and listen to replies Sending and Receiving PTT Broadcasts By default you re subscribed to Channels 1 24 and 25 This means that you can send and receive PTT broadcasts on Channels 1 24 and 25 When you end a PTT broadcast the channel remains open and enters a waiting period This waiting period gives people who received the broadcast a chance to respond If no one responds within the waiting period the channel closes Sending PTT Broadcasts Before you can send a PTT broadcast you need to choose a channel to broadcast on Or you can hold the Talk soft key to immediately begin broadcasting on Channel 1 the default channel You can change your default channel to any channel you want see Updating the Default Channel When you change the default channel you re automatically sub
71. ector Feature Profile 52855 Starting and Stopping Polycom Desktop Connector Before you can start using your mouse and keyboard with your phone you ll need to start the PDC application from your computer You can close the application at any time to prevent your mouse pointer from moving to the phone If you stop it you can restart it again at any time To start Polycom Desktop Connector 1 From the Start Menu select Programs gt Polycom gt Polycom Desktop Connector After a few seconds the Polycom Desktop Connector icon displays on the Windows system tray and the message Allow remote control of device lt MAC address of phone gt displays on the computer This message displays only the first time the application is started 2 Click OK 66 Chapter 3 Using Advanced Features When your phone is configured correctly the Polycom Desktop Connector icon updates to When this icon displays the application is enabled and connected to your phone and you ll be able to use your mouse and keyboard with your phone If the icon doesn t change contact your system administrator Note When Your Computer Restarts The Polycom Desktop Connector application restarts automatically when your computer restarts To quit Polycom Desktop Connector 1 Right click the Polycom Desktop Connector icon C on the Windows system tray and select Exit 2 The message Are you sure you want to stop Polycom Desktop Connector Serve
72. ed call or view the browser if enabled e The messages The phone is locked and Authorized calls only display on the status bar in Lines view The messages that displayed before the phone was locked don t display You can unlock the phone by entering your user password If your phone restarts for any reason while it s locked it will be locked when the phone restarts unless your phone is configured to start up unlocked 72 Chapter 3 Using Advanced Features About Your User Password You are assigned a user password so you can answer calls from your locked phone and unlock the phone By default your user password is 123 You can change your user password at any time To change your user password 1 Select Settings from Home view and select Advanced 2 From the Password screen enter your user password and press Enter 3 From the Advanced screen press Change User Password 4 From the Change User Password screen enter your password information and press Enter 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 If you set up your phone to ignore incoming calls Do Not Disturb will be applied to all lines on your phone and your phone won t ring To lock your phone 1 Select Se
73. eeececessesensseeseeessesesaaseeeeesesesesneeees 64 Joining Meetings from the Calendar ccccccccsssssssccesssseececsessaecceessssesecessssaaeeeeessssaseeesssssaaees 65 Using a Mouse and Keyboard with Your Phone l sssesesssessesossssssescssecosesessesosesessesoseseeseses 66 Using Your Computer s Mouse and Keyboard with Your PhOne ccccccccceeessseeeeesteeeeeens 66 Starting and Stopping Polycom Desktop Connector cccccccccseeessssccceccsesssseceecceeeseessseeeesesens 66 How to Use Your Computer s Mouse and Keyboard with Your Phone cccccccesssssceeeeenes 67 Logging Nt PHONES sareian aera a a a a a 69 Logging Imand Our OF GP NOME sarron ea EEr AEAEE EN E AEE 70 Placing Calls from Phones that are in the Logged Out State ceccesssssteeeesssseeeeeens 71 Changing Your PASSWOM Cs sceiis5 ic oesessuceis er uct tees oss these cna ue ints a sbuedia iad evehos aueaaavmnies 72 Polycom VVX 400 and 410 Business Media Phones User Guide EOS UN NO Cr PRONE aiser E 72 About Your User Password wissosisiedencntiecsunctedhiseniedeoadtarennededeetennioaseadtedounciiieddesdeaiansstedepsodendseeewsncuians 73 Locking and Unlocking Your PHONE eseesseeessssesseeeessssseneerssssssserersssssserresssssserrrensssseserrressssssrrees 73 Calling and Answering from a Locked PRone cccccssssccccesssseeceesssseeecesssssseeecesssaeeeeesseeaaeess 74 Accessing Features with Your Login Credentials s
74. ercase or numerical mode or a special character encoding Hide the editing icons and display the navigation icons Broadcasting Messages Using Push to Talk and Group Paging The Group Paging feature enables you to make pages one way audio announcements to users subscribed to a page group The Push to Talk PTT feature is a collaborative tool that enables you to exchange broadcasts to users subscribed to a PTT channel much like a walkie talkie Your system administrator can set up both features on your phone Your system administrator can define up to 25 paging groups for Group Paging mode or Channels for PTT mode Your system administrator may assign a label to each group or channel that easily identifies the phones in the group or channel such as All HR Dept Shipping Staff or Executives Each group or channel will have one of the following priorities 52 Chapter 3 Using Advanced Features Normal By default broadcasts sent to Groups Channels 1 to 23 are considered Normal broadcasts If two users begin a broadcast on the same group channel at the same time the phone with the lower serial number will continue to transmit while the other phone will enter the receiving state By default all phones are configured to receive broadcasts sent to Group Channel 1 Priority By default broadcasts sent to Group Channel 24 are considered Priority broadcasts A Priority broadcast will interrupt Normal broadcasts or active calls All phones r
75. ess New Call Or just enter the phone number and press New Call You can also use the function keys on your keyboard to save time and be more productive The function keys are mapped to features on your phone as shown in the following table Press this on your To do this on your phone keyboard F1 Press the left most soft key F2 Press the second soft key from the left F3 Press the third soft key from the left F4 Press the fourth soft key from the left F6 Press F7 Open Directories F8 Open Messages F9 Press Talk if PTT enabled 68 Chapter 3 Using Advanced Features Press this on your To do this on your phone keyboard F10 Press Automatic Call Distribution ACD Sign In if enabled F11 Open Applications F12 Press Alt F2 Press Redial Alt F3 Press Transfer Alt F4 Press Conference Alt F5 Press Hold key Alt F6 Enable or disable Do Not Disturb Alt F7 Enable of disable Microphone Mute Alt F8 Press New Call Alt F9 Press End Call Alt F 11 Press Alt F12 Press Automatic Call Distribution ACD Sign Out if enabled Alt Up arrow Press Volume Up key Alt Down arrow Press Volume Down key Troubleshooting Why Aren t My Mouse Pointer and Cursor Responding If your computer has multiple programs open or is in any way unresponsive the mouse pointer or cursor may not respond as quickly on your phone Try closing any unnecessary programs Logging into Phones If your system administrator has set up the U
76. evice pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures 1 Reorient or relocate the receiving antenna 2 Increase the separation between the equipment and receiver 3 Connect the equipment into an outlet on a circuit different from that to which the receiver is connected 4 Consult the dealer or an experienced radio TV technician for help 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 This equipment may not be used on a coin service or party line Installation Instructions Installation must be performed in accordance with all relevant national wiring rules L Installation doit tre ex cut e conform ment a tous les r glements nationaux appli
77. example values or inputs and to show titles of reference documents available from the Polycom Support Web site and other reference sites Used for URL links to external Web pages or documents If you click on text in this style you will be linked to an external document or Web page Used for cross references to other sections within this document If you click on text in this style you will be taken to another part of this document Used for code fragments and parameter names Related Documents For additional information about the VVX 400 and 410 phones see the following documents e User Documents o Polycom VVX 400 and 410 Business Media Phone Quick User Guide This guide is a quick reference on how to use the phone s most basic features It also briefly describes how to navigate the phone and enter information It is available from the VVX 400 and 410 Business Media Phone Support Web page xiii Polycom VVX 400 and 410 Business Media Phones User Guide XIV Setup and maintenance documents O Polycom VVX 400 and 410 Business Media Phone Quick Start Guide This guide describes the contents of your phone package how to assemble the phone and how to connect the phone to the network The quick start guide is included in your phone package It is also available from the VVX 400 and 410 Business Media Phone Support Web page Polycom VVX 300 310 400 and 410 Business Media Phone Administrators Guide This guide
78. f Administrators Guide Bridge 5 Day More Actions 65 Polycom VVX 400 and 410 Business Media Phones User Guide If you want to use another number to join the meeting and the meeting organizer has specified alternate numbers you can call press More Actions A list of numbers that you can dial is displayed To join the meeting select one of the numbers Using a Mouse and Keyboard with Your Phone You can use your computer s mouse and keyboard to enter information select keys and navigate screens on your phone Using Your Computer s Mouse and Keyboard with Your Phone You can use your computer s mouse and keyboard to enter information and navigate screens on your phone For example you can enter phone numbers contact directory information and select touchscreen objects without using the phone s keypad You can easily move the mouse pointer back and forth between your computer and your phone depending on your task Before you can use your mouse and keyboard with your phone you need to make sure the Polycom Desktop Connector PDC application is installed and running on your computer While the PDC application is running you can move your mouse pointer back and forth between your computer and phone Web Info Detailed Information About PDC For more information about using your computer s mouse and keyboard to navigate and enter information on your phone see Extend Your PC to Your Phone with the Polycom Desktop Conn
79. favorite index number will automatically display in your Favorites list For more information about favorites see Managing Favorites o Use the down arrow key to select Label and enter a label for the contact such as Marketing If you specify a label the label will be the first item that displays for the contact on the Directory screen and in your Favorites list if the contact is a favorite o Use the down arrow key to select Ring Type and select the ringtone you want to use for the contact o Use the down arrow key to select Divert Contact and enter the phone number of the third party you want this contacts calls sent to o Use the down arrow key to select Auto Reject and enable or disable the setting The default setting is Disabled If enabled each time the contact calls the call will be directed to your mail system o Use the down arrow key to select Auto Divert and enable or disable the setting The default setting is Disabled If enabled each time the contact calls the call will be directed to the third party you specified in the Divert Contact field o Use the down arrow key to select Watch Buddy and enable or disable the setting The default setting is Disabled If enabled you can monitor the contact s status For more information on monitoring status see Using Buddy Lists 37 Polycom VVX 400 and 410 Business Media Phones User Guide o Use the down arrow key to select Block Buddy and enable or disa
80. figuration Utility to change the background picture on your phone If you do not have access contact your system administrator For detailed information on accessing navigating and using the utility see the Polycom Web Configuration Utility User Guide To change the background picture to one of your own pictures 1 Log into the Web Configuration Utility See Configuring Your Phone Using the Web Configuration Utility 2 From the menu bar select Preferences gt Background 3 Click adjacent to Add a new background image 4 Click Choose File and browse to desired location 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 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 You can stop the screen saver at any time by pressing a soft key line key or hard key If your phone is idle again for a specified period of time the screen saver will start again Setting Up a Screen Saver You can select one of two screen savers for your phone To set up a screen saver 1 Select Settings from Home view and select Basic gt Preferences gt Screen Saver 2 From the Screen Saver screen do the following 81 Polycom VVX 400 and 410 Business Media Phones User Guide
81. g your page will automatically go to the default paging group Paging Group 1 If you want you can change the default paging group To update the default Paging Group 1 Select Settings from Home view and select Basic gt Preferences gt Paging PTT Configuration gt Group Paging 2 From the Group Paging Configuration screen select Default Group and select a new paging group number The default paging group is 1 Updating Paging Group Subscriptions By default you re subscribed to Paging Groups 1 24 and 25 This means that you can send pages to and receive pages sent to these groups You can change which groups you re subscribed to However you can t disable your subscriptions to Paging Groups 24 and 25 To update your Paging Group subscriptions 1 Select Settings from Home view and select Basic gt Preferences gt Paging PTT Configuration gt Group Paging 2 From the Group Paging Configuration screen select Group Subscriptions 3 From the Group Subscriptions screen select the group you want to subscribe to and press Yes Allowing Pages to Play During Active Calls The Accept While Busy option determines what happens when you re in a call and receive a page If you enable the option a page will interrupt telephone calls and you ll hear the audio of both the telephone call and the page If you disable the option the incoming page will be held in a Pending state it won t disrupt the telephone call and you won t he
82. g In and Out of a Phone Depending if the User Login feature is enabled and required you may or may not have to log in to the phone to use it However if you want to see your personal phone settings from the phone you ll have to log in If you don t log in you ll see the phone s default phone profile While logged in you ll have full access to your personal phone settings and your directory After you log out of the phone you ll no longer be able to view this information on the phone After you use a phone be certain to log out of the phone to prevent access to your personal settings Note Accessing the Calendar When the User Login Feature is Enabled If you log in to a phone that has the User Login feature enabled and then want to access features that require your login credentials you ll need to re enter your login credentials so that the features will work For more information see Accessing Features with Your Login Credentials ly 70 Chapter 3 Using Advanced Features To log in to a phone 1 If the User Login screen is in view go to step 2 If the User Login screen isn t in view do one of the following o From Lines view press Log in or o Select Settings from Home view and select Features gt User Login gt Log in 2 From the User Login screen enter your user ID and password and press Log in Default passwords are preset at the factory to the numerals 723 However your system administrator ma
83. hone has one or more important issues You can view details about the issues from the Warnings screen 8 44 AM To view a detailed list of phone issues e Select Settings from Home view and select Status gt Diagnostics gt Warnings The Warnings screen displays as shown next listing any phone issues 1 Login credentials have failed Clear Icon Back Details After you view the phone warnings you can press Clear Icon to remove the warning icon from the status bar However the warning will still display in the Warnings list until the phone issue is fixed Each time your phone has a warning that you haven t viewed the Warning icon displays 83 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 e 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 In addition your administrator may want to troubleshoot your phone before you restart it A e f you need to update your phone s configuration don t restart your phone To update the phone s configuration see Updating Phone Configuration To restart the phone 1 Select Settings from Home view and select Basic gt Restart Phone The message Ar
84. hows a sample Favorites list 1 Teresa Swift 68 4 2 Lisa Wong y y l 2320 3 William Sharp c77 7 5222 4 Helen Cooper 9870 5 Marie Jones 22 7 Call Info The following figure shows your favorites in Lines view Favorites display under the phone line s 1 21 PM Thursday May 2 2333 Helen Cooper pm 2340 Milton Stone 2342 J Forest Favorites Teresa Swift Lloyd Russell Michael Smith Al Dion William Sharp Francois Clement New Call Forward DND 42 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 gz Power Tip Manually Assigning a Favorite Index Number when You Make a Favorite From your Contact Directory select the contact From the contact s screen press More and then Add to Favorites The contact will now have a star next to their name when you view the contact from the Contact Directory After you press Add to Favorites a dialog displays asking if you want to automatically accept the next available index number or manually enter your own Press Yes to automatically accept an index number or press Edit Index to enter a unique index number You can enter a number up to 500 To qu
85. ickly call a Favorite From your Favorites list or from Lines view select the favorite you want to call The call is automatically placed To reorder your Favorites 1 2 3 4 From your Contact Directory select the contact From the contact s screen press Edit From the Edit Contact screen use the up and down arrow keys to select Favorite Index and enter a new favorite index number Press Save To remove a Favorite from the list 1 2 3 From your Contact Directory select the contact From the contact s screen press Edit From the Edit Contact screen use the up and down arrow keys to select Favorite Index and remove the favorite index number Press Save 43 Polycom VVX 400 and 410 Business Media Phones User Guide 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 you can stop your phone from ringing by tapping Silence Even though the phone doesn t ring the call s visual notification will still display and youll still have the option to answer the call In Lines view the following icons and status indicators display for shared lines depending if the line is idle has an active call or has a held call Shared Line Icon and Status Statu
86. icture 1 Select Settings from Home view and select Basic gt Preferences gt Background The Background screen displays Depending how your system is set up you may have to select Settings from Home view and select Basic gt Preferences gt Background gt Select Background The Select Background screen will display instead 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 Select 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 When you set one of your pictures as the background picture the picture will display as Local File in the Backgrounds list 80 Chapter 4 Customizing the Phone s Display Note Restrictions for Background Images When you use one of your own pictures as the background image keep in mind the following e Progressive or multiscan JPEG images are not supported e The phone screen size is 220 x 108pixels Smaller images will be centered and surrounded with black space Larger images will be scaled proportionally to fit the screen Horizontal or vertical black bars may be added to preserve the original aspect ratio Web Info Changing the Background Picture Using the Web Configuration Utility You can use the Web Con
87. ie SE ka e S Messages Directories Forward Messages Directories Forward yw Fe A A fF Settings Applications Calendar Settings Applications Calendar Note Do Not Disturb and Shared Lines Enabling Do Not Disturb on shared lines disables ringing only You ll still see a visual notification of the call and have the option to answer the call Troubleshooting Why Doesn t the DND Icon Display If you ve set your presence status to Do Not Disturb as well as enabled DND for your phone the message My Status Do Not Disturb will display instead the date display and the DND icon won t display in the status bar To toggle Do Not Disturb on and off e From Home view select DND Or if your phone is idle press DND Using Do Not Disturb with Multiple Lines By default the Do Not Disturb feature applies to all lines on your phone However your phone may be set up so that you can enable the feature on a per line basis To enable or disable Do Not Disturb for a particular line 1 From Home view select DND 2 From the Line Select screen use the up and down arrow keys to select the line to enable or disable Do Not Disturb on 3 From the Do Not Disturb screen select Enable or Disable 31 Polycom VVX 400 and 410 Business Media Phones User Guide Power Tip Automatically Enabling or Disabling Do Not Disturb for All Lines To automatically enable Do Not Disturb for all lines press Set All To automatically disable the f
88. in screen select User and enter the user password The default user password is 723 5 Click Submit The Web Configuration Utility Home screen is displayed 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 In this chapter you ll learn about e Calling answering holding and ending calls e Ignoring rejecting forwarding and transferring calls e Setting up conference calls e Enabling Do Not Disturb e Listening to voicemail e Handling Directories Recent Calls and Favorites e Customizing ringtones e Controlling phone volume e Setting up Do Not Disturb e Using headsets e Managing shared lines How Your Phone Handles Calls 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 Your phone can handle a maximum of 6 calls at one time Your administrator can set up your phone to have up to 6 lines Lines can have unique extension numbers or
89. is still in its waiting period Receiving PTT Broadcasts To receive a broadcast sent on a particular channel you need to be subscribed to that channel To subscribe to a channel see Updating Channel Subscriptions How you receive a PTT broadcast depends on the broadcast priority whether you re in an active call or if you re allowed to receive broadcasts during active calls You ll receive broadcasts on the channels you re subscribed to as well as Channel 24 the Priority channel and Channel 25 the Emergency channel If you ve enabled Do Not Disturb on your phone you ll only receive Emergency broadcasts Non emergency broadcasts won t display or play on your phone When a broadcast ends your phone emits an end of transmission beep and enters a 10 second waiting period During this period you can respond to the broadcast see Replying to PTT Broadcasts 54 Chapter 3 Using Advanced Features Receiving PTT Broadcasts When Youre Not in an Active Call If you receive a broadcast and you re not in an active call the broadcast immediately plays regardless of the broadcast priority Receiving PTT Broadcasts During Active Calls How you handle a broadcast when you re in an active call depends on the broadcast priority and if you re allowed to receive a broadcast when you re in an active call If the broadcast is a Normal broadcast e lf your phone is set to receive broadcasts during active calls the broadcast immediately plays
90. itchell Dave Mitchell 1 Grant McConachie Way Francois Clement 2589 George Chen SA7R Dial Search From your local Contact Directory you can e View contact information e Search for contacts e Dial contacts If you can update your Contact Directory you can also do the following e Add contacts e Update contact information e Delete contacts 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 For more information see Working with a Corporate Directory To view your Contact Directory e Select Directories from Home view and select Contact Directory From your Contact Directory scroll to view contacts or enter search criteria to find one To view contact information e From your Contact Directory use the up and down arrow keys to select the contact and press Info 35 Polycom VVX 400 and 410 Business Media Phones User Guide The contact s information screen including the contact s name and phone number displays as shown next Additional information such as a job title label or email address may also display Al Dion Edit Delete Back To search for a contact 1 From your Contact Directory press Search 2 From the Search screen enter search criteria and press Search A list of search results is dis
91. ld The default setting is Disabled When enabled the contact is added to your Buddy list so you can monitor the contact s status When disabled the contact is removed from your Buddy list and you won t be able to monitor the contact s status 3 Press Save If you enabled the Watch Buddy setting for a contact the contact will display in your Buddy list To view your Buddy list press More and then Buddies from Lines view Power Tip Dialing Buddies You can quickly dial a buddy by accessing your Buddy list Using the up and down arrow keys to locate the buddy and press Dial Blocking Contacts from Viewing Your Status You can prevent someone from monitoring you by blocking the contact in your Contact Directory If you unblock the contact the contact can add you to their Buddy list and monitor yOu Power Tip How to Access Your Blocked and Watcher Lists To view a list of contacts that can and can t monitor your status do the following e To display contacts that can view your status select Settings from Home view and select Features gt Presence gt Watcher List e To display contacts that can t view your status select Settings from Home view and select Features gt Presence gt Blocked List To block or unblock a contact from viewing your status 1 From your Contact Directory select the contact you want to block or unblock 48 Chapter 3 Using Advanced Features 2 From the contact s informatio
92. ll as your phone rings For more information on forwarding ly calls on a call by call basis see Forwarding Incoming Calls to Another Person Note Call Forwarding and Microsoft Lync Server 2010 If your phone is configured to work with Microsoft Lync Server 2010 your call forwarding options will be different than those described below For more information on forwarding calls with Microsoft Lync see Using Polycom Phones with Microsoft Lync Server 2010 Quick User Guide available from the VVX 400 and 410 Business Media Phone Support Web page To forward all calls to another person 1 From Home view select Forward You can also select Settings from Home view and select Features gt Forward or if your phone is idle press Forward from Lines view 2 If your phone is set up with multiple lines select the line to apply forwarding to 3 From the Forwarding Type Select screen select the forwarding type you want o Always To forward all incoming calls o No Answer To forward all unanswered incoming calls o Busy To forward calls that arrive when you re already in a call 4 Enter the forwarding number and select Enable If you selected the No Answer option you can enter the number of rings before your phone forwards the call A value of 2 is recommended The forwarding number you chose displays in the status bar as shown next In this example the line is forwarded to 2327 28 Chapter 2 Using Basic Features
93. lskipun 1999 5 EC 92 Copyright Safety and Regulatory Notices Latviski Latvian Ar So Polycom UK Ltd deklar ka VVX 400 VVX 410 atbilst Direkt vas 1999 5 EK b tiskaj m pras b m un citiem ar to saist tajiem noteikumiem Lietuvi Lithuanian iuo Polycom UK Ltd deklaruoja kad is VVX 400 VVX 410 atitinka esminius reikalavimus ir kitas 1999 5 EB Direktyvos nuostatas Nederlands Dutch Hierbij verklaart Polycom UK Ltd dat het toestel VVX 400 VVX 410 in overeenstemming is met de essenti le eisen en de andere relevante bepalingen van richtlijn 1999 5 EG Malti Maltese Hawnhekk Polycom UK Ltd jiddikjara li dan VVX 400 VVX 410 jikkonforma mal ti ijiet essenzjali u ma provvedimenti o rajn relevanti li hemm fid Dirrettiva 1999 5 EC Magyar Hungarian Alul rott Polycom UK Ltd nyilatkozom hogy a VVX 400 VVX 410 megfelel a vonatkoz alapvet k vetelm nyeknek s az 1999 5 EC ir nyelv egy b eldirasainak Norsk Norwegian Polycom UK Ltd erkl rer herved at utstyret VVX 400 VVX 410 er i samsvar med de grunnleggende krav og vrige relevante krav i direktiv 1999 5 EF Polski Polish Niniejszym Polycom UK Ltd o wiadcza e VVX 400 VVX 410 jest zgodne z zasadniczymi wymaganiami oraz innymi stosownymi postanowieniami Dyrektywy 1999 5 WE Portugu s Portuguese Polycom UK Ltd declara que este VVX 400 VVX 410 est conforme com os requisitos essenciais e outras disposi es da Directiva 1999 5 CE
94. m Lines view press More and press My Status Or select Settings from Home view and select Features gt Presence gt My Status 2 From the My Status screen select the status you want Your new status is sent to phones watching you Power Tip How to Automatically Change Your Status When Your Phone is Idle You can enable your phone to automatically set your status to Away if your phone is idle for a certain length of time After you touch the screen or press a key on your phone your status changes to Online again To enable this feature select Settings from Home view and select Basic gt Preferences gt Presence gt Idle Timeout From the Idle Timeout screen enable an office hours and or off hours timeout period and enter the number of minutes your phone should be idle before your status changes to Away 47 Polycom VVX 400 and 410 Business Media Phones User Guide Setting Up and Managing a Buddy List If you want to monitor other people you need to make sure they re in your Buddy list You add people to your Buddy list from your Contact Directory therefore make sure the person you want to monitor exists in your Contact Directory To update your Buddy list 1 From your Contact Directory select the contact you want to start or stop monitoring 2 From the contact s information screen press Edit From the Edit Contact screen using the up and down arrow keys to locate Watch Buddy and enable or disable the fie
95. mance application functionality or successful feature configuration The Warning icon highlights an action you must perform or avoid to prevent issues that may cause you to lose information or your configuration setup and or affect phone or network performance The Web Info icon highlights supplementary information available online such as documents or downloads on support polycom com or other locations The Timesaver icon highlights a faster or alternative method for accomplishing a method or operation The Power Tip icon faster alternative procedures for advanced administrators already familiar with the techniques being discussed The Troubleshooting icon highlights information that may help you solve a relevant problem or to refer you to other relevant troubleshooting resources Name Settings About This Guide Description The Settings icon highlights settings you may need to choose for a specific behavior to enable a specific feature or to access customization options Typographic Conventions A few typographic conventions listed next are used in this guide to distinguish types of in text information Typographic Conventions Convention Bold Italics Underlined Blue Blue Text Fixed width font Description Highlights interface items such as menus soft keys file names and directories Also used to represent menu selections and text entry to the phone Used to emphasize text to show
96. mpliance can be obtained from TypeApproval polycom com Polycom Take Back In addition to any mandated take back requirement Polycom offers free recycling of its branded products to business users Detailed information is available at http www polycom eu documents company about_us producer responsibility statement pdf 95 Polycom VVX 400 and 410 Business Media Phones User Guide 96 End User License Agreement for Polycom Software This End User License Agreement Agreement is a legal agreement between you either an individual or a single entity and Polycom B V for the Polycom Software Product licensed by Polycom B V in Europe the Middle East Africa and Asia Pacific or Polycom Inc for the Polycom Software Product licensed by Polycom Inc in the rest of the world collectively Polycom The Software Product includes the computer software included herewith and may include associated media printed materials and online or electronic documentation Software Product By clicking I agree or by installing copying or otherwise using the Software Product you agree to be bound by the terms of this Agreement If you do not agree to the terms of this Agreement do not install or use the Software Product and return it to your place of purchase for a full refund The Software Product is protected by copyright laws and international copyright treaties as well as other intellectual property laws and trea
97. n screen press Edit From the Edit Contact screen tap Block Buddy and enable or disable the field The default setting is Disabled When enabled the contact cannot watch your status and the contact will display in your Blocked List When disabled the contact can watch your status and the contact will display in your Watcher List 3 Press Save Timesaver How to Quickly Unblock a Contact You can use your Blocked List to unblock a contact rather than updating the Contact Directory Select Settings from Home view and select Features gt Presence gt Blocked List From the Blocked List select the contact you want to unblock and press Unblock The contact can now watch your phone and will display in your Watcher List Monitoring Buddies You can monitor your buddies from your Buddy Status list If a buddy is a favorite you can also monitor the buddy from Home and Lines view Your buddies display an icon next to their name to indicate their status The following table shows the icons and the status they represent Buddy Status Icon Buddy Status Icon Do Not Disturb Busy Offline Away No information Available 49 Polycom VVX 400 and 410 Business Media Phones User Guide The following table shows you how to monitor your buddies from your Buddy Status list Home view and Lines view To monitor Do this buddies from Buddy list From Lines view press More and select Buddies Or from Home
98. n t display reminders for any meeting 64 Chapter 3 Using Advanced Features Troubleshooting Why Don t My Meeting Reminders Display If you ve enabled meeting reminders but your phone isn t displaying them make sure that your Login Credentials are correct see Accessing Features with Your Login Credentials Joining Meetings from the Calendar You can join meetings from the Calendar in two ways e From a meeting reminder e From Meeting view To join a meeting from a meeting reminder e From the reminder press the meeting number that displays at the far left of the reminder as shown next Code Review Meeting will start in 14 minutes at 03 00pm Bridge 3 Detail Snooze Dismiss If you want to use another number to join the meeting and the meeting organizer has specified alternate meeting numbers you can call press Detail from the reminder The Calendar displays Meeting view which may list alternate numbers you can call To dial these numbers press More Actions and select one of the numbers To join a meeting from Meeting view 1 From Day view select the meeting you want to join 2 From Meeting view press the meeting number as shown next Doc Review 1st Dra Start 3 00 PM Today End 4 00 PM Today Location Conference Room Five Organizer Jones Marie Required Attendees Swift Teresa Cooper Helen Wong Lisa Blue Don Davies Tom Chen George Description Page by page review o
99. nd press Resume 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 The call is automatically transferred after you dial the number you re transferring the call to To transfer a call 1 From Lines or Calls view press Transfer The active call is held 2 From the Dialer place a call to the person you want to transfer the call to 23 Polycom VVX 400 and 410 Business Media Phones User Guide 3 When you hear the ring back sound press Transfer to complete the transfer Or if you want to talk with the person before the transfer completes connect and talk with the person and then press Transfer To cancel the transfer before the call connects tap Cancel To perform a blind transfer 1 From Lines or Calls view press Transfer The active call is held 2 From the Dialer press Blind and place a call to the person you want to transfer the call to If you don t see Blind press More and then Blind 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 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 ad
100. ng all the options available when you select Mode as well as characters in special languages The following tables list the Mode and Encoding options Options Available Options Available When You Select Encoding When You Select Mode Abc Abc ABC ABC abc abc 123 123 ASCII for regular text Latin to enter accented characters Katakana for Japanese characters Unicode to store characters as double bytes Cyrillic for Russian characters 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 If you want to Enter numbers or characters in uppercase lowercase or titlecase mode Enter only numbers Enter text in a special language Enter a character Enter a number Enter a special character Enter a space Delete one or more characters Do this Select Encoding or Mode and select one of the alphabetic ABC abc or Abc options Select Encoding or Mode and select the numeric 723 option Select Encoding and select one of the language options Press a dialpad key repeatedly to view the character options and stop to select When the character you want to enter displays in the field wait one second and enter the next character
101. o the desktop see Security Slots on Polycom Phones Technical Bulletin 64654 Flashes red to indicate new messages Press from any screen to display Home view From Home view press to display other phone views The 3 5 inch diagonal screen is backlit Scroll through displayed information or options Select a field of displayed data Enables you to place and receive calls through a headset The key glows green when an analog headset is activated Enables you to place and receive calls using the speakerphone The key glows green when activated Mutes local audio during calls and conferences The key glows red when activated Adjust the volume of the handset headset speaker and phone s ringer Transmits sound to other phones Web Info Attaching Phone Hardware For information on attaching phone hardware including how to connect your phone to the network see the Quick Start Guide for your phone available by navigating to your phone from the Polycom Business Media Phones Web page Phone Views Your phone has three main views Home Calls and Lines view the default To change views e For Home view press Chapter 1 Getting Started e From Home view press to display either Lines or Call view Troubleshooting Why Can t 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 If your phone is idle you can access Home and
102. ompatibility List Technical Bulletin 37477 For detailed information about how to use electronic hookswitch see Using an Electronic Hookswitch Technical Bulletin 35150 All these documents are available on the Polycom Profiled UC Software Features and Polycom Engineering Advisories and Technical Notifications support pages 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 To use Headset Memory Mode you must enable and then activate Headset Memory Mode When Headset Memory Mode is activated flashes either green for analog headsets or blue for USB or Bluetooth headsets To enable Headset Memory Mode 1 Select Settings from Home view and select Basic gt Preferences gt Headset gt Headset Memory 2 From the Headset Memory Mode screen select Enabled 3 Press 4 To activate Headset Memory Mode press twice The Headset key will flash to indicate that the phone is in Headset Memory Mode Now whenever you answer a call the call will connect to your headset automatically If you switch to the speakerphone or the handset you deactivate Headset Memory Mode Calls will no longer automatically go to your headset unless you choose this mode To have calls go to your headset again activate Headset Memory Mode by pressing twic
103. ories and select Recent Calls or o From Lines view press the right arrow key for the Placed Calls list the down arrow key for the Missed Calls list or the left arrow key for the Received Calls list 2 From the Recent Calls list use the up and down arrow key to select the person you want to call and press Dial To call from your Favorites list 1 From Home view select Directories and select Favorites You can also press the up arrow key to access the Favorite list 2 From your Favorites list use the up and down arrow key to select the favorite you want to call and press Dial To call from your Directory 1 From Home view select Directories and select Contact Directory 2 From your Directory use the up and down arrow key to select the contact you want to call 3 Place the call by doing one of the following o From the contact s information screen press Info use the up and down arrow key to select the contact and press Dial o Use the up and down arrow key to select the contact and press Dial Polycom VVX 400 and 410 Business Media Phones User Guide 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 e From the Placed Calls list Shown next press Dial Use the up and down arrow key to select the other previously placed calls we pen Wong 2 05 PM Catherine Woods 14 23
104. ories Forward pu pa Settings Applications Calendar 60 Chapter 3 Using Advanced Features Troubleshooting What Happens if My Phone Has the Wrong Login Credentials If your phone has incorrect Login Credentials or you need to re submit them the following happens e The message Login Credentials have failed Please update them if information is correct displays on the screen e Anicon J displays under the time in the status bar to warn you that your credentials have failed e The message Invalid login credentials displays instead of the date in the status bar e The Calendar icon that displays on the Home screen won t be available To learn more about your Login Credentials and how to re submit or update them see Accessing Features with Your Login Credentials Troubleshooting Why Doesn t the Calendar Display Anymore If you don t see the Calendar icon in Home view or you re not receiving meeting reminders your phone may not be connected to the Microsoft Exchange Server To re connect to the server and use the Calendar feature again select Settings from Home view and select Features gt Calendar From the Calendar screen select Connect to the server Note Accessing the Calendar When the User Login Feature is Enabled If you log in to a phone that has the User Login feature enabled and then want to access the Calendar you ll need to re enter your login credentials so that the Calendar will work
105. play the Home screen press or Exit 62 Chapter 3 Using Advanced Features October Tue Wed Thu Fri 2 er FE 8 9 10 11 12 L Nb ey Fe ae ae ee a ye Previous Navigating Day View When you select a day in Month view Day view displays Day view shows all the meetings scheduled for the selected day including the time subject and location of each meeting as shown next To navigate in Day view e To view the meetings for the previous day press Previous e To view the meetings for the next day press Next e To view details for a specific meeting select the meeting e To see the day s meetings scroll up and down using the up and down arrow keys e To return to Month view press Month Today 10 30AM Project One 11 30 AM Conference Room One 12 00PM Doc Review 1st Draft 1 00PM Conference Room Five Month Previous Next Navigating Meeting View You can view meeting details from Meeting view as shown next To see Meeting view select a meeting in Day view From Meeting view you can e View the meeting s start and end time location and organizer required attendees and meeting description 63 Polycom VVX 400 and 410 Business Media Phones User Guide e View the numbers that you can call to join the meeting e Select a meeting number to join the meeting To navigate in Meeting view e To see the meeting details scroll up or down e To return to Day view press Day 3 00 PM Tod
106. played Press Back to display your Contact Directory again To dial a contact 1 From your Contact Directory use the up and down arrow keys to select the contact you want to call and press Info 2 From the contacts information screen shown next press Dial Al Dion Edit Delete Back 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 36 Chapter 2 Using Basic Features Note Directory Fields are Administrator Set Your phone may not display all contact fields For more information see your administrator The only required field is the Contact field the contact s phone number ly o For First Name enter the contact s first name o Use the down arrow key to select Last Name and enter the contact s last name o Use the down arrow key to select Contact and enter the contact s phone number The phone number must be unique and can t already exist in the directory If you save an entry with a non unique phone number the entry won t be saved o Use the down arrow key to select Job Title and enter the contact s job title such as Manager o Use the down arrow key to select Email and enter the contact s email address o Use the down arrow key to select 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
107. r This method only works if you don t have an active call e In Lines view press a line key that doesn t have any calls Power Tip Choosing URLs or Numbers Mode from the Dialer To enter a URL in the Dialer tap URL To exit URL mode and enter numbers tap Number Note No New Call Icon when Maximum Calls Reached The New Call soft key is not displayed when the maximum number of calls is reached 24 When you access the Dialer an active call is held To call from the Dialer e Enter the number and then pick up the handset press a line key press or press 18 Chapter 2 Using Basic Features or e f you re already in handset speakerphone or headset mode enter the number and press Dial Note Handling Automatically Placed Calls Your administrator sets up your phone to automatically place the call after you enter a certain number of digits If your phone doesn t automatically place the call press Send If a Call is placed before you enter all the digits place the call as follows enter the phone number and press Send ly Placing Calls from Favorites Recent Calls 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 Access your Recent Calls list by doing one of the following o From Home view select Direct
108. r e Acts of third parties acts of God accident fire lightening power surges or outages or other hazards Warranty Exclusive IF A POLYCOM PRODUCT DOES NOT OPERATE AS WARRANTED ABOVE CUSTOMER S SOLE REMEDY FOR BREACH OF THAT WARRANTY SHALL BE REPAIR REPLACEMENT OR REFUND OF THE PURCHASE PRICE PAID AT POLYCOM S OPTION TO THE FULL EXTENT ALLOWED BY LAW THE FOREGOING WARRANTIES AND REMEDIES ARE EXCLUSIVE AND ARE IN LIEU OF ALL OTHER WARRANTIES TERMS OR CONDITIONS EXPRESS OR IMPLIED EITHER IN FACT OR BY OPERATION OF LAW STATUTORY OR OTHERWISE INCLUDING WARRANTIES TERMS OR CONDITIONS OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE SATISFACTORY QUALITY CORRESPONDENCE WITH DESCRIPTION AND NON INFRINGEMENT ALL OF WHICH ARE EXPRESSLY DISCLAIMED POLYCOM NEITHER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR IT ANY OTHER LIABILITY IN CONNECTION WITH THE SALE INSTALLATION MAINTENANCE OR USE OF ITS PRODUCTS 90 Copyright Safety and Regulatory Notices Safety Compliance and Disposal Information Part 15 FCC Rules This device is compliant with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 This device may not cause harmful interference and 2 This device must accept any interferences received including interference that may cause undesired operation Class B Digital Device or Peripheral Note This equipment is tested and complies with the limits for a Class B digital d
109. r displays Click Ok to confirm your action The icon is removed from the system tray and the application is terminated You won t be able to use your mouse and keyboard with your phone How to Use Your Computer s Mouse and Keyboard with Your Phone When PDC is enabled you can use your mouse and keyboard to navigate menus make option selections and enter text and numeric values as an alternative to using your phone s keypad interface For example you can use your mouse and or keyboard to select and copy text from your computer and paste it into the editable fields on your phone s screen To display the mouse pointer on your phone s screen drag the mouse pointer beyond the edge of your computer screen in the direction of your phone screen When you see the mouse pointer on your phone screen you can start selecting items and entering data in fields that have a flashing cursor To enter information on your computer again drag the mouse pointer back to your computer screen Troubleshooting Why Can t Use My Computer Keyboard to Enter Information in Certain Fields If you can t use your computer keyboard to enter information in a field on your phone check to see if the field has a flashing cursor Entering information using your computer keyboard will only work if the field has a flashing cursor When you use your mouse and keyboard with your phone you can do the following e Use your keyboard to enter information on yo
110. r transfer the highlighted call or set up a conference with the highlighted call Placing Calls You can place a call using the handset speakerphone or headset You can dial the number first and then choose the method by picking up the handset pressing or pressing Q or choose the method first and then dial the number You can place calls in these ways e Manually from the Dialer e Automatically by tapping a favorite in Home or Lines view e Automatically from your Favorites list Recent Calls list or Contact Directory ly Note Calling from a Locked Phone If your phone is locked see Calling and Answering from a Locked Phone for information on placing calls when your phone is locked Calling from the Dialer The Dialer displays a list of previously placed calls Select one of the entries to automatically enter it Or start entering a number As you enter numbers the Dialer displays a list of similar Polycom VVX 400 and 410 Business Media Phones User Guide numbers as shown next Use the up and down arrow keys to select a match and automatically enter it Lisa Wong AA Varie iones Michael Smith Cancel To display the Dialer do one of the following e From Home view select New Call e From Lines or Calls view press New Call The New Call soft key won t display if you have an active call e lf your phone is idle start entering a phone number e Pick up the handset or press o
111. rch for contacts e Dial contacts e Add contacts to your local Contact Directory To view the Corporate Directory e Select Directories from Home view and select Corporate Directory By default a blank search screen displays To view entries search for a person 38 Chapter 2 Using Basic Features 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 To save Corporate Directory search results select Settings from Home view and select Basic gt Preferences gt Corporate Directory gt View Persistency From the View Persistency screen select Enabled The next time you view Corporate Directory your last search results will display To search the Corporate Directory e From the Corporate Directory perform a quick search or an advanced search o To perform a quick search enter the first few characters of the contact s first or last name depending on how the directory is organized and press Submit or o To perform an advanced search press AdvFind From the Advanced Find screen enter your search criteria and press Submit The screen displays a list of contacts starting with the most successful matches To view information for the contact press View To erase all your search criteria and enter new criteria before you submit your search press multiple times To dial a Corpor
112. required e 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 version 6 4 1 0008 for compliance to be guaranteed 94 Copyright Safety and Regulatory Notices Australia Warning This equipment will not operate when mains power fails WARNING FOR ALL POLCOM PHONES THAT USE HANDSETS With respect to section 5 4 3 11 of the Australian Communications Authority as Telecommunications Technical Standard AS ACIF S004 2006 You should be aware that under certain operating conditions the handset earpiece may retain small metallic objects If this occurs these objects should be removed before using the handset Operating Ambient Temperatures e Operating temperature 32 to 104 F 0 to 40 C e Relative humidity 5 to 95 noncondensing e Storage temperature 40 to 160 F 40 to 70 C Hearing Aid Compatibility HAC This product is hearing aid compatible Waste Electrical and Electronic Equipment WEEE crossed wheelie bin symbol which advises customers not to recycle electronic X All Polycom products that fall within the scope of the EU WEEE Directive carry the products in the domestic waste stream but to recycle them safely as e waste Restriction of Hazardous Substances Directive RoHS All Polycom products comply with the requirements of the EU RoHS Directive Statements of co
113. s Quick Tip 44011 Configuring Your Phone Using the Web Configuration 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 The utility provides a browser friendly view of your phone s current settings Using the utility you can perform many of the same updates from your computer that you can perform using your phone s menu system You can access the utility using any compatible Web browser installed on a computer that resides on the same network as your phone Before you begin you ll need to know the IP address of your phone and the user password to log in to the utility Web Info Using the Utility KA For detailed information on accessing navigating and using the utility see the Polycom Web Configuration Utility User Guide 10 Chapter 1 Getting Started To access the Web Configuration Utility for your phone 1 Launch a Web browser from a computer on the same network as your phone 2 Inthe Address Bar of your Web Browser enter the IP address of your phone For example if your phone s IP address is 123 22 3 4 enter this information in the address bar 3 Press the Enter key 4 From the Web Configuration Utility log
114. s Indicator Status Indicator Idle No indicator Active call ip 23400 HD voice icon Hold icon Held call Note Unsupported Features on Shared Lines Call Forwarding is not available on shared lines Enabling Do Not Disturb on shared lines disables ringing only You ll still see a visual notification of the call and have the option to answer the call 44 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 In this chapter you ll learn all about those features that make your phone exciting to use such as joining Microsoft Outlook meetings with one tap of your finger using your computer s keyboard and mouse to handle calls viewing Web content or monitoring other phone users to see when they re available or away from their desk This chapter shows you how to e Manage buddies e Integrate with Microsoft Lync Server 2010 e View the browser e Broadcast messages using Push to Talk and group paging e Use the Calendar feature e Use the Polycom Desktop Connector to link your computer keyboard and mouse to your phone e Log into other phones e Lock your phone e Access features with your login credentials ly Note Feature Availability Your phone may not support all of the features described in this chapter Check with your system administrator to find out which features ar
115. s unique information and enables you to perform specific tasks About This Guide Dialpad The dialpad is the area of the keypad you use to enter numbers and characters The dialpad consists of all the number keys as well as the asterisk and pound keys Key This term refers to any button on the phone console Phone keys include the dialpad keys and GID Option An option is one of a series of items you can select for a phone setting such as Enabled and Disabled 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 Setting The name of a field for which you can define information or choose an option Field This term describes the area of the screen next to a setting in which you can enter information or select an option Icon A picture on the screen There are two types of icons An icon that you can select to access a function feature setting or application For example when you re in Home view you can select the New Call icon ee to New Call place a call An icon that provides phone information or status only Selecting this type of icon doesn t access another function For example your phone may have an icon to indicate you have a voicemail message simply to notify you of th
116. scribed to it To send a PTT broadcast 1 From Lines view press Talk and hold Timesaver Automatically Sending a PTT Broadcast To automatically send a PTT broadcast on the default channel press and hold Talk and go to step 4 53 Polycom VVX 400 and 410 Business Media Phones User Guide 2 From the PTT Channels List screen select the channel to send the broadcast on The list displays the default channel the most recent channel you sent a broadcast on and other channels you can broadcast on 3 To start the broadcast press and hold Talk Be sure to press Talk throughout the entire broadcast You ll hear a transmitting beep and then the phone will display the channel information such as the channel label 4 Begin speaking ly Note What Happens if Release Talk During A Broadcast 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 time during the waiting period you can resume your broadcast by pressing and holding Talk If no one broadcasts during the waiting period the channel closes and the broadcast ends 5 When you finish your broadcast do one of the following o Release Talk or o Press End PTT After you press End PTT you can immediately initiate another broadcast on another channel even if the previous broadcast
117. se the up and down arrow keys to select a call The soft keys like Hold or Resume apply to the highlighted call 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 corresponding menu For example press 4 to enter the Backlight Timeout menu as shown above Use to page up and to page down in the menus Press the left arrow key Use the up and down arrow keys to highlight the menu item or option Press the appropriate soft key If an item in a list has a number next to it you can press the corresponding number on the dialpad to select the item 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 view shown next there are additional soft keys available but you can t see them Press More to view the additional soft keys New Call Forward DND More Entering Data and Updating Fields You can enter information and edit fields using the dialpad keys on the phone console Before you use the dialpad keys to enter information in fields you can select Encoding or Mode to specify how you want to enter information e Mode enables you to enter just numbers or text in title case lowercase or uppercase characters e Encoding enables you to enter alphanumeric and special characters includi
118. ser Login feature you can view your personal phone settings from any phone in the organization This means you can access your contact directory and speed dials as well as other phone settings even as you temporarily change work areas 69 Polycom VVX 400 and 410 Business Media Phones User Guide If you change any settings while you re logged in to a phone the settings are saved contacts and call list information and displayed the next time you log in to a phone When you log out your personal phone settings no longer display You can log in to a phone by entering your user ID and password Default passwords are preset at the factory to the numerals 723 Note Placing a Call from a Phone in the Logged Out State If a phone is in the logged out state and requires a user login you may be able to use the phone to place emergency calls to standard emergency numbers such as 911 and other pre configured phone numbers These numbers are configured by your administrator For information on how to place authorized calls see Placing Calls from Phones that are in the Logged Out State If the User Login feature is set up on your company s phones you ll need to know how to e Log in to a phone to access your personal phone settings e Log out of a phone after you finish using it e Place a call to an authorized number from a phone that is in the logged out state and requires a user login e Change your user password Loggin
119. sscccsssseccccssseccccsseccceeseeceeeees 75 Chapter 4 Customizing the Phone s Display ccsssscccssssseccccssseeccccsseececsenseees 77 Changing the Language on Your PRO ccsssccccssssccccssssccccssseccccssecccsassececeasecceseseees 77 Changing the Time and Date Display ccccsssccccssssccccssseccccsseccccesseccceessececeaseeceseeseees 77 Changing th BACKING i icvachoseessasccsventeecsacenccsvessicossstsncaeesdneossatacesevactaasentaneusuanteecosssavecetaxaeceustaxeas 78 Changing the Phone s Background Picture ccccsssccccssssccccssssccccssecccsssccccaassecceeaseees 79 Changing the Background PICtUre cccsscccccssssscceesssseeceesssseaeeeeessssseceesssaueeessessaaseeeesssaseeeeess 80 Using One of Your Own Pictures as the Background PICture ccessscceesssseeeeesesseeeeeess 80 Displaying Screen SaverS ssseseeoseseossescosssscesssecosssccssesccssssccssesccsssccssescosseseesssscessseesseseesse 81 SEUNG UD aAa SCESCN o NET a E E E TN ERS 81 Interrupting and Disabling Screen SaverS e nessssseseseesssserrrrerssssserrreersssserrenssssserrrrensssssrrrrees 82 Chapter 5 Administrative Tasks sesesseseesosesseseescsesscseecoseescseecosesscseesoseeeceeesessescesesee 83 Investigating Phone WarningS esssessosesesssccsesesseecseeccsesesesccsesesssecsescosecosescssesessseosescssesese 83 BSS CAIN Ne FI ONC eesse E ENEE NEE 8
120. sseseessese 40 Updating the Incoming Call Ringtone neeonnnnnesoeeeensseseessnsrensssnerensssnerenssseerenssereessserrenssserreese gt 40 Updating a Contact s Ringtone cccccccssccccssssseeccesssseeeccssssseeecesessseeeecsssseeeeeseesaseeeeesseaeeeesesaas 40 Changing the Speaker VOlUMe ccccccsssssccccssssscceesssseeeceesessesececesseaeeeesssaeeeeessssnaeeesessssaaeesens 41 Changing the Ringer Volume iseicvecsssscnssensszijepotousidesgacevadarutansbieasieseoubsiinewsdansenedauivesuatnneseeesunesesteneee 41 MUD CES MICTODNONG esere ea E E E T E oan 41 Choosing Where You Hear Sound Effect cc ccccssseccessssssecssssseeecesssssaeeeeessssasesessssaeeeeeess 41 Managing FAV OV ICC Soca cs ccc cece ces E E E E SA 41 Working with Shared Lines soseesesseseossessoseesessesssssesesssescesesecceseseessescessescoseseessessesseseesseseesee 44 Chapter 3 Using Advanced Features essessesseossesecssesecsssescossesccsseececssesecssesecessssese 45 Using Buddy OSIS ssorneni a RE EE E A E E AE ES 45 dodamo roa Aa anea A E EE E ee ne EE 46 Setting Up and Managing a Buddy List nn00nnnnnnnnennnnnesseessserressssrersssserensserrenssserressssrrrenssen 48 Blocking Contacts from Viewing Your Status cc ccccsssseccessssseeeeessessseeeessssseeeseesaeeeeessaas 48 KONONO PUGU rrer E E E T EEE E E S 49 Integrating with Microsoft Lync Server 2010 ssssesssssssssssecsosssssescose
121. ssssesseseessese 16 Placing Cals oreen TE E T E 17 Calling Fom the Diale accessen aE 17 Placing Calls from Favorites Recent Calls and Directories ccccesssssecceeeesssssseeeeeeeeeees 19 FS CALC NUMDETS co ctieccicesacesnsee cease E EEEE E E E EE 20 Enana ANS aerer EE N E E EAA NEA 20 Usma Meads aa ee E E EA AE EE 20 Enabling Headset Memory Mode nssssesssensssssseseessssssserrersssssssrreesssssrereesssssssrrrressssesrreessssrerrees 21 Polycom VVX 400 and 410 Business Media Phones User Guide Responding to Incoming CallS sseesossseesseseosseseossescosssscssescossescessesccssssosseseesssseesssseessseosse 21 ECC NAG incoming Calls sessctecisccdies cna sciiortczondievionesied E ENE NAA E 22 Rejecting Incoming Calls esssiseriascser n EEE SEE 22 Forwarding Incoming Calls to Another Person sssessnssseensssseseessssererssseerenssseernssnreennsserreese gt 22 DUNG ANG eierne E E E E E E E E E 22 FOAI ANS e N TEE E EENE E A EEE AN E E A EA 23 PanSAT EE E E E E AT E EEA 23 Setting Up and Handling Conference Calls ooesnsssessosseseosesecssesscsseseessesessessessesessseseesseseos 24 Setting Up Conference Calls cccccssccccsssssccesssssssececessssesececsssaseeeesssssaseeessesaseeeessssaeeeesssssaaeees 24 Holding and Resuming Conference Calls 200 0 ecccssssccessssseeeceessssseeeeessssaeecesssssseeeeeesssaeeeeeess 25 Ending Conlerence Calls srncie RARE RANER 26 Splitting Conference Calls into Two
122. ssssssseecsossssssseeeesses 50 USG NE BOWS OT aein EE E 51 Contents Navigating TheMAIN BIOWS CM ciicihn estes soars tte E E a 52 Entering Information in the Main BroWSel cccccccsssscccccsssseecesssssseeceesessseeeeesssseeeeesesssaeeeeeseaas 52 Broadcasting Messages Using Push to Talk and Group Paging ccsssecccsssseceeeeees 52 FUG MOTAK MOOC ecg hare ah lack ca hal cso baat egestas healer ataa ta tecteetcacwtaa betes sat Nn cshlageuseahetenscsusgaenca 53 Sending and Receiving PTT Bro dCaSt ccccssssscccssesssscccesssscccccssesassccessesaseecesseasscesssesaaeses 53 sending PT Broadcasts vss og assoc Scns a eset et cava aacoceeacer eatlas amen ouseaah aeaoeaceesees 53 Receiving PTI Broadcasts eeraa neces aren nc bail Gade en au ne curiae aemeaeladens 54 Receiving PTT Broadcasts When You re Not in an Active Call 0 0 cccceessceceeeeeserees 55 Receiving PTT Broadcasts During Active CalllS cccccccccccsssseeeesssseeeeesssseeeeeessseeeeess 55 ROVNI LOFTI FORA CASS soyen E N TOE ee 55 ENOING FV 1 TOGO CASES oriin nnn EE N AE T ies OR 55 Adjusting the Volume of PTT Bro dCasts cccccccssscccccssssssccccssessscecesessscesecsssssaeesessessssecessessaeees 56 Changing Where Broadcasts are Played u cesccccccssesssccccssesscccecesssscececessnseesecessnseesessessaeseeens 56 updating the Default CARING h rarr rer eaaa T tea agieeaeaenaayiaesias 56 Updating Channel SUDSCHPUONS searre A 56 Allowing PTT Bro
123. tered line Placing a call Active call using Polycom HD Voice Held call Incoming call Active conference Placed call Received call Missed call Favorite Do Not Disturb enabled Ea a a a gt A K Wi 0 Bf Description Phone warning Login credentials invalid Shared line Shared line with a held call Call forwarding is enabled You have messages Presence status Available Presence status Busy or In a Call Presence status Away Presence status Do Not Disturb Presence status Offline Presence status No information Presence status No information 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 O screen Return to the previous screen Switch phone views Place a call Highlight calls in Calls view Select a menu item or option Close an option box without selecting anything Select a soft key menu item or option Press Back as shown next Or press the left arrow key 1 Preferences 2 Backlight Intensity 3 Backlight Timeout 4 Ring Type S Login Credentials Select Press to display a different view from Home view to Lines view to Calls view if there is an active call Press Dial or use the right arrow key from a call list U
124. the line can choose to answer the call from their phone If you answer the call and hold it anyone who shares your line can answer the held call For more information about shared lines including what you can and can t do with shared lines see Working with Shared Lines Polycom VVX 400 and 410 Business Media Phones User Guide Answering Calls Automatically You may find it convenient if your phone to auto answer calls so you don t have to press a key to answer a Call If you enable this feature your phone will automatically answer incoming calls using the speakerphone Your system administrator sets how many times your phone will ring before the call is auto answered If Auto Answer is enabled and a call arrives while you re already in a call the incoming call will be automatically answered if you end or hold the current call Note Auto Answered Calls and Microphone Mute Your phone mutes the microphone for all auto answered calls so that the party calling you can t hear you To unmute the microphone so the other party can hear you press Ch To enable or disable microphone mute for auto answered calls see step 2 below To enable your phone to automatically answer calls 1 Select Settings from Home view and select Basic gt Preferences gt Auto Answer 2 From the Auto Answer screen do the following o To enable your phone to automatically answer SIP calls select Auto Answer SIP Calls and select Yes The default
125. the screen when there is no phone activity o Maximum Intensity The brightness scale that applies to both Backlight On and Backlight Idle intensities e Backlight Timeout The number of seconds the phone is inactive before the backlight dims to its Backlight Idle intensity The backlight timeout period begins after your last key press or the last phone event such as an incoming call 78 Chapter 4 Customizing the Phone s Display You can change the Backlight On intensity and the Backlight Idle intensity separately You can choose a high medium or low intensity or turn off the backlight entirely When you change the Maximum Intensity you modify the entire backlight intensity scale For example if you decrease the Maximum Intensity the low medium and high levels for both Backlight On and Backlight Idle intensities decrease The backlight automatically turns on with any phone activity By setting the Backlight Timeout you can determine how long the phone should be idle before the backlight dims to its Backlight Idle intensity By default after the phone is idle for 40 seconds the backlight dims To change the backlight intensity 1 Select Settings from Home view and select Basic gt 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 4 From the Backlight Intensity screen sele
126. they can have the same extension number as other lines Your phone can supported a maximum of 24 calls You can place and answer calls in these ways e Using the handset e Using the speakerphone e Using a headset Polycom VVX 400 and 410 Business Media Phones User Guide During a call you can alternate between handset headset or speakerphone modes by picking up the handset or pressing or For example if you re using the handset you can switch to headset mode by pressing or switch to speakerphone mode by pressing When you re in speakerphone mode glows green When you re in headset mode glows green if an analog headset is connected Troubleshooting Why Doesn t the Speakerphone Work If your speakerphone doesn t work your system administrator may have disabled it You must handle calls using the handset or a headset If your system administrator disables the speakerphone on your phone Handsfree mode disabled appears on the screen after you press 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 To set this up see Enabling Headset Memory Mode Answering Calls All incoming calls display in an Incoming Call window as shown next th g From Lisa Wong 2326 Answer Reject Forward More To answer the call do one of the following e To use the handset pick up the
127. ties The Software Product is licensed not sold to you and its use is subject to the terms of this 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 You may use the Software Product only in connection with the use of the Product You are not permitted to lease rent distribute or sublicense the Software Product or to use the Software Product in a time sharing arrangement or in any other unauthorized manner Further no license is granted to you in the human readable code of the Software Product source code Except as provided below this License Agreement does not grant you any rights to patents copyrights trade secrets trademarks or any other rights in respect to the Software Product 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS 2 1 Limitations on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the Software Product except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation The Software Product is licensed as a single product Its component parts may not be separated for use on more than one Product 2 2 Backup Except as expressly provided for under this Agreement you may not copy the Software Product ex
128. ttings from Home view and select Basic gt Lock Phone 2 From the Lock Phone screen select how you want incoming calls handled when your phone is locked o Allow ringing when locked Select this option if you want your phone to ring when you have an incoming call If you choose this option you can answer a call by entering your password o DND when locked Select this option if you don t want your phone to ring You won t have the option to answer incoming calls All incoming calls will go to your voicemail system if enabled and display as a missed call in your Recent Calls list Note that enabling this option on shared lines disables ringing only You will still see a visual notification of the call and have the option to answer it The default setting is Allow ringing when locked 3 Press Lock Your phone is locked 73 Polycom VVX 400 and 410 Business Media Phones User Guide Timesaver A Quick Way to Lock Your Phone Your phone may be set up so that you can quickly lock it by tapping Lock from Lines view If you do this however you can t choose how to handle incoming calls Your phone will use the default setting Allow ringing when locked or the last setting you selected To unlock your phone 1 Press Unlock 2 Enter your user password and press Enter The phone unlocks Calling and Answering from a Locked Phone From a locked phone anyone can dial the standard emergency number such as 911 an
129. und of the purchase price paid at Polycom s option TO THE FULL EXTENT ALLOWED BY LAW THE FOREGOING WARRANTIES AND REMEDIES ARE EXCLUSIVE AND ARE IN LIEU OF All OTHER WARRANTIES TERMS OR CONDITIONS EXPRESS OR IMPLIED EITHER IN FACT OR BY OPERATION OF LAW STATUTORY OR OTHERWISE INCLUDING WARRANTIES TERMS OR CONDITIONS OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE SATISFACTORY QUALITY CORRESPONDENCE WITH DESCRIPTION AND NON INFRINGEMENT ALL OF WHICH ARE EXPRESSLY DISCLAIMED POLYCOM NEITHER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR IT ANY OTHER LIABILITY IN CONNECTION WITH THE SALE INSTALLATION MAINTENANCE OR USE OF THIS SOFTWARE PRODUCT POLYCOM SHALL NOT BE LIABLE UNDER THIS WARRANTY IF ITS TESTING AND EXAMINATION DISCLOSE THAT THE ALLEGED DEFECT OR MALFUNCTION IN THE SOFTWARE PRODUCT DOES NOT EXIST OR WAS CAUSED BY YOUR OR ANY THIRD PERSON S MISUSE NEGLECT IMPROPER INSTALLATION OR TESTING UNAUTHORIZED ATTEMPTS TO MODIFY THE PRODUCT OR ANY OTHER CAUSE BEYOND THE RANGE OF THE INTENDED USE OR BY ACCIDENT FIRE LIGHTNING POWER CUTS OR OUTAGES OTHER HAZARDS OR ACTS OF GOD 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 WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS
130. ur phone screen e Use the number keys above the alphabetic characters to enter numeric information such as phone numbers If you enable the Num Lock function on your keyboard you can also use the numeric keypad on your keyboard 67 Polycom VVX 400 and 410 Business Media Phones User Guide Copy information from your computer screen and paste it onto your phone screen using your keyboard s shortcuts to cut copy and paste You can t copy information from your phone screen and paste it onto your computer screen Copy and paste information between fields on your phone screen by right clicking the field and choosing a clipboard command such as Cut Ctrl X Copy Ctrl C and or Paste Ctrl V Use your mouse pointer to highlight information on the phone Delete information on your phone by highlighting the information using your cursor and pressing the Delete or Backspace keys on your keyboard Use the Home and End keys on your keyboard to position your cursor at the beginning or the end of fields on your phone Use the Arrow keys to move within text fields Hold Alt Up Arrow key to increase the volume and Alt Down Arrow key to decrease the volume Use the mouse scroll wheel to navigate through lists and menus Note Placing Calls from Your Computer Keyboard If you re using PDC you can t place a call using New Call from Lines view To place a call select New Call from Home view enter the phone number and pr
131. view select Settings and select Features gt Presence gt Buddy Status Your Buddy list displays as shown next 1 Lisa Wong Do Not Disturb Marie Jones Available Lines view From Home view press The buddies who are favorites display their status as shown next Friday March 15 Helen Cooper amp Marie Jones J Forest Teresa Swift Al Dion Lisa Wong Francois Clement William Sharp Z Wong My Status Buddies More Integrating with Microsoft Lync Server 2010 Your system administrator can configure your phone to work with Microsoft Lync Server 2010 and communicate with others using Microsoft Lync From your phone you can monitor the status of your Microsoft Lync contacts For more information on integrating with Microsoft Lync Server 2010 see your system administrator or refer to Using Polycom Phones with Microsoft 50 Chapter 3 Using Advanced Features Lync Server 2010 Quick User Guide available by navigating to your phone from the Polycom Business Media Phones Web page Using the Browser You may be able to view an Idle Browser and a Main Browser on your phone if so configured by your system administrator If your phone is idle you may be able to view an Idle Browser non interactive Web content on the idle screen as you navigate between Home and Lines view To see the Idle Browser you may need to set up the screen saver If you are in an active call the Idle Browser won t display
132. y have changed this for security reasons If your login credentials are accepted the phone updates to display your personal phone profile If your credentials are not accepted the message User login failed is displayed and the User Login screen displays again If you need to confirm your credentials ask your system administrator To log out of a phone 1 From Lines view press Log out Or select Settings from Home view and select Features gt User Login gt Log out The Logout screen displays with a confirmation message 3 Press Yes Your personal profile is no longer accessible and the phone displays either the User Login screen for the next user login or the default phone profile for anonymous users Placing Calls from Phones that are in the Logged Out State If a phone doesn t require a user login you can use the phone to place calls to any number even though the phone may be in the logged out state If a phone requires a user login you may be able to place calls to authorized numbers when the phone is in the logged out state If your system administrator has set up emergency numbers on the phone you can place calls to the standard emergency number such as 911 and up to five other authorized numbers You wont be able to call any other numbers until you log in to the phone To place a call to an authorized number from a phone in the logged out state 1 Press New Call 2 From the Place an Authorized Call screen select
133. y your system administrator or determined by your phone environment As a result some features may not be enabled or may operate differently on your phone The examples and figures in this guide may not directly reflect what displays on your phone screen Phone Keys and Hardware The following figure shows the important phone features which are described next ee itl Security slot on hack Tr iiis oe M Nndaicaror Hookswitch LT Reversible tab E g line keys for wallmount Loa installation m G lt Homme k Speaker IAN S Sofi keys bo Tooo inns Transfer sis E Headset key Messages AA Speakerphone key Hold m s 5 OLO Mute key j BSE J Volume keys ts Microphone Polycom VVX 400 and 410 Business Media Phones User Guide VVX 400 Phone Features Feature Speaker Dialpad Security slot Message Waiting Indicator Home key Screen Navigation keys Select key Headset key Speakerphone key Mute key Volume keys Microphone Description Provides ringer and hands free speakerphone audio output Enables you to enter numbers letters and special characters You can also use the dialpad keys to select menu items that have index numbers The connector on the back of your phone that enables you to attach a laptop cable lock to your phone so you can secure it to a desktop For more information on locking your phone t
134. ycom partner or third party documents and web sites Related Documents For more information about installing configuring and administering Polycom products refer to Documents and Downloads at Polycom Support 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 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 find the latest information on hardware software and development topics Polycom oe Learn Share Connect The Polycom Community Community Home Register Sign In Help Contact Us Community Homepage Top Kudoed Posts Hello and Welcome to the Polycom Community Re Updated 4000 now can t 2 s n n n We ve created this community site so you can connect and interact with your ewe colleagues and industry experts to exchange ideas post questions answers and Re Updated 4000 now can t p share information Come join the discussions Happy Posting access a Re Telepresence M100 not gt a A Support Community Developer Community working a oe FAQ VoIP frequently asked 2 questions Q Click on one of the Forum links below to sign in or register and accept our SDK Agreement Re Browser Environment error 1 Voi

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