Polycom WX 400 User Manual

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i USER GUIDE Polycom® VVX® 400 and 410 Business Media Phones User Guide for 8x8 Virtual Office Software 4.1.4 | March 2013 | 1725-49090-001 Rev A ...

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ii 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...

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iii Contents About This Guide ............................................................................................................ vii Who Should Read this Guide? .............................................................................

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Polycom® VVX® 400 and 410 Business Media Phones User Guide iv Responding to Incoming Calls ............................................................................................... 19 Ignoring Incoming Calls ..................................

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Contents v Sending Pages ......................................................................................................................... 44 Receiving Pages ..................................................................................

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Polycom® VVX® 400 and 410 Business Media Phones User Guide vi Warranty Exclusive .......................................................................................................................... 62 Safety, Compliance, and Disposal Infor...

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vii About This Guide This guide applies to two phones: the Polycom® VVX® 400 and 410 business media phones. You can use this guide if you have either phone. This user guide will help you to navigate and use your VVX 400 or VVX 410 phone with...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide viii  Copyright, Safety, and Regulatory Notices This section provides important safety and compliance information relating to your phone.  End-User License Agreement The End-U...

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About This Guide ix  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...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide x Information Elements The following icons are used to alert you to various types of important information in this guide: Icons Used in this Guide Name Icon Description Note ...

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About This Guide xi Typographic Conventions A few typographic conventions, listed next, are used in this guide to distinguish types of in-text information. Typographic Conventions Convention Description Bold Highlights interface items ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide xii ○ 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 y...

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1 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 la...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 2 VVX 400 Phone Features Feature Description Speaker Provides ringer and hands-free (speakerphone) audio output. Dialpad Enables you to enter numbers, letters, and special cha...

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Chapter 1: Getting Started 3  From Home view, press to display either Lines or Call view. Troubleshooting: Why Can’t I Access a Certain View? The views you can access depend on the number of calls your phone has, and if your phone...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 4  Settings—Select Settings to access phone features and settings to customize your phone. Home view may also include:  Applications—Select Applications to access a menu of...

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Chapter 1: Getting Started 5 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, c...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 6 Understanding Phone Icons and Status Indicators The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate that a feature is enabled. Icon ...

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Chapter 1: Getting Started 7 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 screen ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 8 If you want to… Do this… Select a soft key that’s not in view If a More soft key displays in the far-right of the soft key area (as shown next), there are additional soft...

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Chapter 1: Getting Started 9 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...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 10 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 ...

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11 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 ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 12 When you’re in speakerphone mode, glows green. When you’re in headset mode, glows green if an analog headset is connected. Power Tip: Setting Up the Phone to Automati...

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Chapter 2: Using Basic Features 13 If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and Calls view displays, as shown next. To answer the call, pick up the handset, press , or press . Or, from Calls vi...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 14 ○ To enable your phone to automatically answer SIP calls, select Auto Answer SIP Calls, and select Yes. The default setting is No. ○ To mute the microphone for all auto-answe...

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Chapter 2: Using Basic Features 15 To manage a call, use the up and down keys to highlight it. Then, press one of the soft keys to hold, resume, end, or transfer the highlighted call, or set up a conference with the highlighted call. Placing C...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 16  In Lines view, press a line key that doesn’t have any calls. When you access the Dialer, an active call is held. To call from the Dialer:  Enter the number, and then...

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Chapter 2: Using Basic Features 17 3 Place the call by doing one of the following: ○ From the contact’s information screen—press Info, use the up and down arrow key to select the contact, and press Dial. ○ Use the up and down arrow...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 18 To park a call: Tap the Park softkey A message will announce to someone on your PBX where (what extension) to pick up the parked call. You can publicly announce (page) or call to...

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Chapter 2: Using Basic Features 19 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 ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 20 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...

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Chapter 2: Using Basic Features 21 Holding Calls You can place any active call on hold. A held call displays in Calls and Lines view as follows: To hold a call:  From Lines or Calls view, press Hold. If you’re in Calls...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 22 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, yo...

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Chapter 2: Using Basic Features 23 Setting Up and Handling Conference Calls You can set up a conference call with two other people. Depending on your phone system, you may be able to add more than two people to your call; ask your system admini...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 24 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...

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Chapter 2: Using Basic Features 25 Managing Conference Call Participants If you’re able to manage the people in a conference call, you can:  Mute a participant.  Hold a participant.  Remove a participant from the conference. �...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 26 ○ 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 navigat...

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Chapter 2: Using Basic Features 27 To enable online call forwarding (Virtual Office):  Log on to your Virtual Office Online dashboard at http:// virtualoffice.8x8.com.  Select Settings then Call Forwarding, then select the My Rules ta...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 28 To disable call forwarding (phone based): 1 From Home view, select Forward. 2 If your phone is set up with multiple lines, select the line to disable forwarding for. 3 From the...

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Chapter 2: Using Basic Features 29 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 ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 30 Note: Do Not Disturb and Call Forwarding If you enable both forwarding and DND, calls will still be sent to the forwarding number. To toggle Do Not Disturb on and off: �...

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Chapter 2: Using Basic Features 31 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 scr...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 32 To view your Recent Calls list:  From Home view, select Directories from Home view, and select Recent Calls. To manage a call record: 1 From your Recent Calls list, use the u...

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Chapter 2: Using Basic Features 33 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...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 34 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 D...

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Chapter 2: Using Basic Features 35 To add a contact: 1 Select Directories from Home view, and select Contact Directory. 2 Press Add. 3 From the Add Contact screen, enter contact information: Note: Directory Fields are Administrator...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 36 ○ Use the down arrow key to select Divert Contact, and enter the phone number of the third party you want this contact’s calls sent to. ○ Use the down arrow key to select ...

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Chapter 2: Using Basic Features 37 To view the Corporate Directory: Select Directories from Home view, and select Corporate Directory. By default, a blank search screen displays. To view entries, search for a person. Power Tip: Saving Co...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 38 Controlling What is Heard You can change what you hear by doing the following:  Updating the incoming call ringtone.  Updating a contact’s ringtone.  Changing the ...

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Chapter 2: Using Basic Features 39 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 i...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 40 Contacts that have a favorite index number display , as shown next. All your Favorites display in your Favorites list. A smaller number of Favorites (3 for the VVX 300 and 310 a...

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Chapter 2: Using Basic Features 41 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 Favorite...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 42 Using the Intercom You can use the Intercom key to automatically connect with a remote extension.  To intercom an extension, press Intercom from Lines View, dial the number you...

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43 Chapter 3: Using Advanced Features You’ve mastered the basic features of your phone, but want to know all about the other interesting and powerful features your phone has to offer. This chapter covers:  Group paging  Locking you...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 44 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 th...

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Chapter 3: Using Advanced Features 45 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: �...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 46 Updating Paging Group Subscriptions Note: Your administrator manages the Paging Group(s) that you are subscribed to via 8x8 Account Manager. By default, you’re subscribed to Pag...

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Chapter 3: Using Advanced Features 47 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 nee...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 48 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 lock...

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Chapter 3: Using Advanced Features 49 Calling and Answering from a Locked Phone From a locked phone, anyone can dial the standard emergency number, such as 911, and up to five other authorized numbers that an administrator can set up. You can�...

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51 Chapter 4: Customizing the Phone’s Display In the previous chapters, you’ve learned how to customize calls—such as how to change call volume, forward incoming calls in a special way, or divert calls from a contact. But what if you w...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 52 To update the time and date display: 1 Select Settings from Home view, and select Basic > Preferences > Time & Date. 2 From the Time & Date screen, do one of the fo...

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Chapter 4: Customizing the Phone’s Display 53 To change the backlight intensity: 1 Select Settings from Home view, and select Basic > Backlight Intensity. 2 From the Backlight Intensity screen, select Backlight On Intensity. 3 From the...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 54 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 ...

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Chapter 4: Customizing the Phone’s Display 55 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 ...

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57 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 ...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 58 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 ...

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59 Chapter 6: Getting Help This chapter provides locations where you can access useful Polycom or third-party documents and web links, including related Polycom, partner, or third-party documents and web sites. Related Documents For more inf...

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61 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 Liabi...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 62 product. All products that are replaced will become the property of Polycom. Replacement products or parts may be new or reconditioned. Polycom is expected to warrant any replaced ...

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Copyright, Safety, and Regulatory Notices 63 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 c...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 64 La prise électrique à laquelle l’appareil est branché doit être installée près de l’équipement et doit toujours être facilement accessible. Industry Canada (IC) This C...

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Copyright, Safety, and Regulatory Notices 65 Latviski [Latvian]: Ar šo Polycom (UK) Ltd deklarē, ka VVX 400/VVX 410 atbilst Direktīvas 1999/5/EK būtiskajām prasībām un citiem ar to saistītajiem noteikumiem. Lietuvių [Lithuanian]: Šiu...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 66 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 ...

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Copyright, Safety, and Regulatory Notices 67 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 Autho...

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Polycom® VVX® 400 and 410 Business Media Phones User Guide 68 ...

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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 Polyco...

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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 notice...

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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...

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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 CONSEQU...

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EULA 10.4 U.S. Government Restricted Rights. The software and documentation provided by Polycom pursuant to this Agreement are “Commercial Items,” as the term is defined at 48 C.F.R. §2.101, consisting of “Commercial Computer Software...