Poly VVX 501 and VVX 601 – User Guide

Introduction

The following topics will help you with common questions related to using your Polycom phone. Please note: The examples and screenshots below are using the VVX 501 model; however, the instructions for performing the tasks are the same across both the VVX 501 and VVX 601 model phones.

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1.

Touchscreen

1. The touchscreen navigation is based on touch. To select an item, tap it. You can perform the functions that appear on the screen.
2. The buttons on the bottom of the screen are referred to as Softkeys. Their functions are context sensitive, which means that their functions change depending upon your current menu. For example, if you are conferencing, the screen displays functions related to the Conference function.

2.

Lines View and Home View

Lines View – The lines view is your phone’s default display. This view displays your phone lines along with their corresponding buttons as well as your speed dial favorites.

Home View – The home view is displayed when you press the Home key. From here, you can initiate new calls, and access your messages, directories, settings and applications.

3.

Feature Keys

The feature keys are the ones that you will use most often. They include the following:

	Home Key – Press the Home key from any screen to display the home view. From the home view, press to display other phone views. If your phone is idle, press to display the lines view.
	Headset Key – This key enables you to place and receive calls through a headset. The key glows green when an analog headset is activated. The key glows blue when a USB or Bluetooth headset is activated.
	Speakerphone Key – This key is used to place and receive calls using the speakerphone. The key glows green when activated.
	Mute Key – Use this key to mute local audio during calls and conferences. The key glows red when activated.

4.

Placing and Receiving Calls

To place a call, follow these steps:

1. 1. Pick up the Handset.
   2. Dial the number using the Keypad.
   3. Select the Dial icon.

Depending on your preference, there are multiple ways to answer an incoming call. Choose one of the following:

1. 1. To answer a call with your Handset, simply lift the receiver.
   2. To answer a call via speakerphone, press the Speakerphone feature key.
   3. To answer a call using your accessory headset, press the Headset feature key.
   4. Or, you can press Answer on the touchscreen to receive the call. When selected, it will answer the call using the speakerphone.

To answer an incoming call when you’re already on an active call, follow these steps:

1. Tap the Answer softkey on the screen. Your first call will automatically be placed on hold.
2. To retrieve your first call, from the lines view, tap the call to highlight it, then tap the Resume softkey.

5.

Hold and Resume

To put an active call on hold, select the Hold softkey.

To resume the call, select the Resume softkey.

If you have more than one call on hold, select the call you wish to reconnect with and select the Resume softkey.

Note: If you have the Music On Hold option assigned to your profile, calling parties put on hold will hear music while they wait for you to return to the call.

6.

Call Transfer

Blind Transfer

A Blind (or unannounced) Transfer takes place when you transfer a call to someone else without announcing the call first. To conduct a Blind Transfer, choose one of the following methods:

Method 1:

1. 1. While on an active call, select Transfer.

1. 1. Then press the Blind softkey to select blind transfer.

1. 1. Enter the destination to which you wish to transfer the call.
   2. Then select the Dial icon.

Method 2:

1. 1. Press and hold Transfer, which selects blind transfer.

1. 1. Enter the destination to which you wish to transfer the call.
   2. Then tap the Dial icon.

Consulted Transfer

A Consulted (or announced) Transfer is performed when you announce the call to the recipient prior to transferring the call. To conduct a Consulted Transfer, follow these steps:

1. 1. While on an active call, select Transfer.

1. 1. Enter the destination to which you wish to transfer the call.
   2. Then select the Dial icon. The caller is automatically placed on hold.

1. Once the receiving party answers, announce the call.
2. To complete the transfer, select the Transfer softkey again, or simply hang up.

7.

Three-Way Conference Call

To initiate a Three-Way Conference Call, follow these steps:

1. 1. While on an active call, tap the Conference softkey. The first call is placed on hold.

1. 1. Enter the second number and tap the Dial icon.

1. When the second party answers, select the Conference softkey to connect the calls.

8.

Do Not Disturb

The Do Not Disturb Feature is used to send all incoming calls to voicemail. To enable Do Not Disturb, select the DND softkey. You will see the Do Not Disturb icon by your extension line appearance, indicating that the feature has been enabled.

Once Do Not Disturb is enabled, calls will not ring your phone until it is disabled. To disable this feature, repeat the previous steps.

Note: The Do Not Disturb softkey may work differently depending on how your extension has been configured by your administrator. For instance, in some cases, when you enable DND, it will impact inbound calls to not only your desk phone, but also your other connected devices.

9.

Call Forwarding

From the End User Portal

To forward your business phone to another number, follow these steps from the End User Portal.
From the End User Portal (https://voice.consolidated.net/auth/login/) log in using your credentials.

It should automatically open up with the Calling Features tab showing. Proceed to select the type of Call Forwarding you would like to use. For this instance, we will want to use Call Forwarding Always.

Switch to on and proceed to enter the number you wish all calls to be transferred to. Usually this is usually your mobile phone number.

When Finished, scroll to the bottom and click Save.

10.

Call Park

To park a call, follow these steps:

1. 1. While on an active call, select the Hold softkey.

1. 1.  Enter star (*) 68, then tap the Dial icon.

1. When prompted, dial the extension number against which you wish to park the call followed by the pound (#) key, or simply dial the pound (#) key to park the call against your own number.

To retrieve a parked call, follow these steps:

1. Dial star (*) 88 then tap the Dial icon.
2. When prompted, dial the extension number against which the call was parked followed by the pound (#) key or simply dial the pound (#) key to retrieve a call parked against the number from which you are calling.

11.

Enhanced Call Park

Enhanced Call Park is used to park and retrieve calls between users within the same organization using the line keys on your desk phone.

1. While on an active call, press and hold the desired line key for 3 seconds, then press the Park Softkey. This will park the call on one of the call park lines. If done correctly, a parked symbol is shown on the line the call was parked.

The call can be retrieved from your phone or any other phone by pressing and holding the associated line key and then pressing the Retrieve softkey.

If the call is not picked up within the configured timeout period, the call will ring back. Press the Answer softkey to retrieve the call park that timed out.

To park calls using Call Attendant:

1. Go to your phone’s Settings.
2. Select Call Attendant and enable it.
3. When receiving an incoming call, press (do not hold) the Park key to park the call on one of the shared lines.

12.

Call History

You can view your recent Call History and place calls from your Call History lists. From the Lines View, select the Call History icon.

To dial a number from your Call History log, find the desired number, and tap it to automatically place the call.

13.

Monitoring

The Monitoring feature allows you to monitor if another user is on or off the phone. If this feature has been assigned to you, you will see the name, or names, of users you can monitor next to the line keys on your phone. If a monitored user is on the phone, you will see a red notification icon next to that person’s name.

If he or she is not on the phone, there will not be a symbol by that person’s name.

Note: This feature must be set up by your site admin.

14.

Shared Line Appearance

With Shared Line Appearance, authorized users can place and receive calls from other users’ lines. If you are authorized to share a line with another user, you can see that user’s identity in the display and you can place and receive calls from the shared line. For example, an executive assistant can place calls from the executive’s line and answer the executive’s line using this feature.

To place a call from a shared line tap the shared line. Then, dial the party’s number.

To receive a call on a line that you are sharing, when the line is ringing, tap line, then tap Answer.

15.

How Do I Add a Contact to My Personal Directory?

You can add a personal contact to your directory through the End User Portal. To do this, follow these steps:

1. 1. Navigate to the End User portal from your browser window. Proceed to enter your Username and Password into the corresponding fields. Click Login.

1. 1. Locate the Outgoing Calls section and locate Personal Phone List.
   2. Click Edit.

1. 1. Proceed to enter the Contacts Name in the Name Field and the Phone Number in the Number field.
   2. Click Add. Your contact will now be saved within your Personal Phone List.

1. Click Save.

You can also bulk add, by uploading a CSV spreadsheet. To do this:

1. 1. Select Choose File.
   2. Locate the file on your computer and click Open.
   3. If successful, click on Upload; your contacts will now be uploaded to your Personal Phone list.

1. Click Save.

16.

How Do I Add a Contact to My Speed Dial?

You can add a contact to your speed dial through the End User Portal. To do this, follow these steps:

1. 1. From the End User Portal, locate the Outgoing Calls section. Locate the Speed Dial List.
   2. Click Edit.

Please Note: In some cases, your End User portal will have a Speed Dial 100 option in relation to Speed Dial 8. Speed Dial 100 enables you to have 100 contacts within your Speed Dial at any given time. For this guide, we are showing you how to add speed dials to the Speed Dial 8 option. However, the process is the same for both.

You can add up to 8 Speed Dials to your list. Within the Speed Dial window:

1. 1. Enter the Phone Number and Contact Name in the corresponding fields in the spot you wish it to appear within the speed dial list.
   2. Repeat this step until you’re complete or have filled out the 8-speed dial spots.

1. 1. Click Save.

Once you've added a contact to your speed dial list, you can begin using speed dial to reach the contact.
Dial the pound key "#" followed by the two-digit prefix assigned to a phone number or extension.

17.

Voicemail

Setting Up Voicemail –

To set up your Voicemail for the first time, follow these steps:

1. 1. From the main screen, tap the Voicemail Message icon.

1. Enter your default password, followed by the pound (#) key.
2. The system will ask you to enter your new passcode. Enter your new passcode followed by the pound (#) key, then confirm your new passcode, once again followed by the pound (#) sign.
3. Next, the system will prompt you to record your first and last name, then press pound (#). When completed, press 1 to access the voice messaging main menu. From here, you can record your greetings and retrieve voicemail messages.

Accessing Voicemail –

A red Message Waiting Indicator light notifies you when you have a new voicemail message. The message count will be displayed near the Message icon. To check your voicemail, follow these steps:

1. 1. Pick up the Handset.
   2. Then tap the Voicemail Messages icon. If you have multiple numbers assigned to your phone, selecting the Voicemail icon will take you to the Message Center where you can select the voicemail box you wish to access.

1. Enter your voicemail passcode followed by the pound (#) key.
2. Follow the audio prompts to retrieve your voicemail messages.

Note: If you forget your voicemail passcode, please contact your system administrator to have it reset.