Knowledge Base

Using your Polycom VVX digital phone

The Polycom VVX digital phone is provided for use with your Cloud Direct VoIP telephone network.

This article describes how to use the Polycom VVX digital phone, and covers the following topics:

Further information

The following pdf document is attached to this article.

  • Polycom Quick Ref – A short, two-page, quick reference to the most commonly used features on your phone. Intended to be printed and placed near your phone.

In addition, Polycom produce highly comprehensive user guides, covering their phone products in detail. See the Polycom® VVX® Business Media Phones pdf, or visit the Polycom website to access any Polycom PBX manual.

 

Your Polycom VVX digital phone

The most commonly used controls on the Polycom VVX digital phone are identified in the illustration below. Note that the function of the Soft keys is displayed on the screen, and changes depending on which action is taking place (For example, when in a call, or when phone ringing).

Refer to this illustration when following instructions throughout this article.

Making a call

You may make a call by using the handset, or by using the hands-free speakerphone.

Using the Handset
To make a call using the handset, either,

  • Pick up the handset and dial a number; or
  • Dial a number first, and then pick up the handset.

Using the hands-free Speakerphone
To make a call using the hands-free speakerphone, either,

  • With the handset on-hook, press the [NewCall] soft key, then dial the number; or
  • Dial the number, and then press the Dial key.

Answering a call

You may answer a call by using the handset, or by using the hands-free speakerphone.

Using the Handset
To answer a call using the handset, simply

  • Pick up the handset.

Using the hands-free Speakerphone
To answer a call using the hands-free speakerphone, either,

  • Press the speakerphone button or the [Answer] soft key
  • Incoming calls may be ignored by pressing the [Ignore] soft key during ringing.

Ending a call

Using the Handset
To end a call using the handset, simply

  • Hang up, or press the [EndCall] soft key.

Using the hands-free Speakerphone
To end a call using the hands-free speakerphone, simply

  • Press the speakerphone button or the [EndCall] soft key.

Muting the microphone

During a call there may be times when you would like to mute the microphone so the caller cannot hear you.

To mute the microphone during a call,

  • Press the microphone Mute button.

Note:
Mute applies to all operating modes: handset, headset and handsfree speakerphone.
You can hear all other parties while Mute is enabled.

To un-mute the microphone,

  • Press the microphone Mute button again.

Placing a caller on temporary hold

During a call there may be times when you would like to put the caller temporarily on hold so that you can attend to another task.

To put the caller on hold during a call,

  • Press the Call Hold button.

To un-hold the call and resume the conversation,

  • Press the Call Hold button again, or the [Resume] soft key to retrieve the call.

Creating a three-way conference call

To create a three-way conference call, proceed as follows,

  1. Call the first party.

The first party answers the call. Inform the first party that you are going to conference in a second party.

  1. Press the [Conf] soft key to enable a call to the second party.

The first party is placed on temporary hold while you call the second party.

  1. Place a call to the second party.

The second party answers the call.

  1. Press the [Conf] soft key again to join all parties in the conference.

Note:
When a conference call has been established, pressing the [Split] soft key will split the conference into two calls placed on hold.
Placing the call on hold on the conference originator's phone will place the entire conference on hold.
A conference may be created at any time between an active call and a call on hold (on the same or another line) by pressing the [Join] soft key.

  1. To end the conference call, press the [End Call] soft key.

Note:
Ending the call on the conference originator's phone will allow the other parties to continue the conference.

Transferring a call

To transfer a call to another party, proceed as follows,

  1. During a call, press the [Trans] soft key.

The active call is placed on hold while you contact the second party.

  1. If you wish to transfer the call without speaking to the second party, press the [Blind] soft key, otherwise continue to Step 3.
  2. Place a call (Number or Extension) to the party to which you want to transfer the call.

The second party answers your call.

  1. After speaking with the second party press the [Trans] soft key to complete the transfer.

Note:
The transfer may be cancelled during establishment (for example, if the second party does not answer) by pressing the [Cancel] soft key. The original call is then resumed.

Accessing voicemail

Access from your own phone
To access your voicemail from your phone handset, proceed as follows,

  1. Dial your personal extension number.

You will be asked for your PIN code which will have been supplied by the Service Value Supply Chain Team.

  1. Enter your pin code.

You may now access your voicemail.

Note:
On first use, the system will require you to change your PIN code to a new value. Also on first use, you will be asked to record your voicemail greeting.

Access from a different phone or external line
If you need to access your voicemail from a different handset or external line, then proceed as follows,

  1. Dial your Voice Portal extension or DDI from another handset or external line.
  2. Press the * key.
  3. Enter the required mailbox extension.
  4. Enter the passcode for that mailbox.

You may now access your voicemail.

Managing contacts

You can enter up to 99 personal contacts in your phone's local contact directory. You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts. You may have access to portions of your corporate directory through your phone. The contacts that you can see are determined by your system administrator. You can place calls to contacts in your corporate directory. You may be able to add contacts from the corporate directory to your local contact directory.

Adding contacts

You can add a personal contact manually, or from a call list, or from your corporate directory.

Adding contacts manually

New entries to your personal contact directory are added to the top of the list. To add a contact to your personal contact directory manually:

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If the Dir soft key is not visible on the display screen, then press the More soft key, and it will appear.

Your local contact directory should appear automatically.

Note:
If your local contact directory does not appear automatically then press and it will appear.

  1. Press .

The <New Entry> option displays at the top of the list.

  1. With <New Entry> highlighted, press  to add a new entry.

The following message is displayed.

  1. Enter details for the new entry as follows,

Enter new name

  1. Press to enter a first name.
  2. Use the phone dial pad to enter the first name of the contact.
  3. Press the Ok or Cancel soft keys to accept or cancel changes.
  4. Press  to display the next field in the contact's entry.
  5. Repeat Step 4a to Step 4d to enter the last name of the contact.

Enter new contact number

  1. Repeat steps 4a to 4d to enter a contact number. This is a required field and it must be unique (not already in the directory).

Note:
Optional changes
If required, there are a number of optional changes that can now be made to the following:
   Speed Dial Index (automatically assigned to next available number).
   Ring Type and Divert Contact
   Auto Reject, Auto Divert, Watch Buddy, and Block Buddy

To make changes, repeat steps 4a to 4d. Use the navigation buttons, ,  , , or , to switch between Enabled and Disabled settings. If no changes are required then press  to proceed to the next option, or confirm changes and end the data entry session.

Confirm changes and end data entry session

  1. Press  to end data entry for the new contact.

A confirmation message appears.

  1. Press the Yes or Cancel soft keys to accept or cancel changes.
  1. Press  repeatedly to return to the idle display.

Adding contacts from Call Lists

To add a contact to the local contact directory from a call list, proceed as follows,

  1. Do one of the following steps:
    1. Press the Callers soft key to view the Received Calls list.
    2. Press to view the Placed Calls list.
  2. Use  and  to scroll through the list to find the contact.
  3. Press to select the entry.

  1. Press the Save soft key to save the contact in the local contact directory.
  2. Press  repeatedly to return to the idle display

Adding contacts from the Corporate Directory

To add a contact to the local contact directory from the corporate directory, proceed as follows,

  1. Press the Dir soft key.
  2. Press , then press to select the corporate directory.
  3. Search for the contact. Refer to Searching for a contact if required.
  4. Press .

The contact's information appears on the graphic display.

  1. Press the Save soft key to save the contact in the local contact directory.

The message, Entry saved, appears on the graphic display. Only the first name, last name, and phone number are saved.

Note:
If the contact already exists in the contact directory, then the message, Entry already exists, appears.

  1. Press  repeatedly to return to the idle display.

Editing contacts

To edit a contact in the local contact directory, proceed as follows,

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If your local contact directory does not appear automatically then press  and it will appear.

  1. Use  and  to scroll through the list to find the contact.
  2. Press  to select the entry.

  1. Press the Edit soft key.

  1. Use  and  to scroll through the fields, then press  to select the required field.

  1. Make the desired changes.

Note:
The Ok soft key is not displayed until a change has been made. The Cancel soft key in this context will cancel the edit session for the entry and return to the screen before the Edit soft key was selected.

  1. Press  and  to place the cursor either at the beginning or end of the item respectively.
  2. Press  to move to the next field

  1.   Press the Ok or Cancel soft keys to accept or cancel changes
  1. Press  repeatedly to return to the idle display.

Deleting contacts

To delete a contact from the local contact directory, proceed as follows,

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If your local contact directory does not appear automatically then press and it will appear.

  1. Use  and  to scroll through the list to find the contact.
  2. Press  to select the entry.

  1. Press the Delete soft key.

The contact is deleted from the directory. The next entry in the directory appears.

  1. Press  repeatedly to return to the idle display.

Placing a call to a contact

Placing calls from your Personal Directory

To place a call to a contact in the local contact directory, proceed as follows,

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If your local contact directory does not appear automatically then press  and it will appear.

  1. Use  and to scroll through the list to find the contact.
  2. Press , or lift the handset.

Placing calls from the Corporate Directory

To place a call to a contact in the corporate directory, proceed as follows,

  1. Press the Dir soft key.
  2. Select Corporate Directory.
  3. Search for the contact.
  4. Press , or lift the handset.

Searching for a contact

Searching your Personal Directory

To search for a particular contact in the local contact directory, proceed as follows,

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If your local contact directory does not appear automatically then press and it will appear.

  1. Search for a contact using the dial pad.

Note:
The first time a dial pad key is pressed, the first entry whose last name starts with a character that matches the first letter on the key label will be retrieved. The second key press repeats the process using the second letter on the key and so on. For example, to find the first directory entry whose last name starts with J, press the 5 key once. To find the first entry whose last name starts with R, press the 7 key three times.

Searching the Corporate Directory

To search for a particular contact in the corporate directory, proceed as follows,

  1. Press the Dir soft key.

Your local contact directory appears.

Note:
If your local contact directory does not appear automatically then press and it will appear.

  1. Search for the contact in one of the following ways:
    1. In the search line, enter the first few characters of the contacts's last name using the dial pad. For example, to search for James Woller, enter wo in the search line.
    2. Press the Submit soft key. In this example, James Woller appears in the search results.

Alternatively,

  1. Press the AdvFind soft key, then enter search values in the displayed fields. For example, enter Smith as the last name.

  1. Press the Submit soft key. In this example, Bob Smith appears in the search results.

You can dial any successful matches from the resulting information on the graphic display.

Further reading

You may now like to look at knowledge article KB0010538, Managing call routing from a handset, which describes how to use Star Codes to configure the features of your business telephone system.