Polycom 400 Responding to Incoming Calls, Enabling Headset Memory Mode, Ignoring Incoming Calls

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Engineering Advisories and Technical Notifications

Polycom VVX 400 and 410 Business Media Phones User Guide

Version 5.0.0

For a list of supported headsets, see the Headset Compatibility List (Technical Bulletin 37477). For detailed information about how to use electronic hookswitch, see Using an Electronic Hookswitch (Technical Bulletin 35150). All of these documents are available on the Polycom Profiled UC Software Features and Polycom

support pages.

Enabling Headset Memory Mode

This feature is useful for 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 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:

1Select Settings from Home view, and select Basic > Preferences > Headset > Headset Memory.

2From the Headset Memory Mode screen, select Enabled.

3Press .

To activate Headset Memory Mode:

»Press twice.

The Headset key flashes to indicate that the phone is in Headset Memory Mode.

Now, whenever you answer a call, the call connects to your headset automatically.

If you switch to the speakerphone or the handset, you deactivate Headset Memory Mode. Calls 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 twice.

Responding to Incoming Calls

When your phone rings, you can respond to incoming calls in one of the following ways:

∙Temporarily ignore the call before answering it.

∙Reject the call so it goes directly to voicemail.

∙Forward the call to another person.

Ignoring Incoming Calls

You can briefly ignore or silence a call to stop your phone from ringing. Even though the call shows as ignored, your phone still displays the incoming call notification so you can answer the call.

To ignore or silence a call:

»From the Incoming Call window, press Ignore for individual lines or Silence for shared lines. Your phone stops ringing, and the Incoming Call window is replaced with Home or Calls view.

Polycom, Inc.

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Contents Polycom VVX 400 and 410 Business Media Phones Trademarks Contents Integrating with Microsoft Lync Server Using the Browser Using Buddy ListsBroadcasting Messages Using Push-to-Talk and Group Paging Using the CalendarRelated Documents Polycom Community Administrative TasksGetting Help Terms and Writing Conventions About This GuideConventions Used in this Guide Icons Used in this Guide Information ElementsTypographic Conventions What’s in This Guide?Typographic Conventions Getting Help and Support Resources Viewing Your Phone Keys and Hardware Getting StartedUnderstanding Phone Views VVX 400 and 410 Hardware FeaturesTo change views Web Info Attaching Phone HardwareHome View Troubleshooting Why Can’t I Access a Certain View?To view more menu options in Home view To select a menu optionViewing Lines View Lines View∙ Dark blue Held call Calls ViewIcons Used on the VVX 400 Understanding Phone Icons and Status IndicatorsNavigating Your VVX 400 and 410 Phone Navigating Your Phone InterfaceEntering and Updating Data Fields Mode and Encoding Options on VVX PhonesEntering Information on the VVX Phones Using the Dialpad KeysTo access the Web Configuration Utility for your phone Configuring Your Phone Using the Web Configuration UtilityRegistering the Phone To find your phone’s IP addressPolycom VVX 400 and 410 Business Media Phones User Guide To alternate between the handset, headset, and speakerphone Using Basic FeaturesManaging Call Activity Answering Incoming Calls Troubleshooting Why Doesn’t the Speakerphone Work?To answer an incoming call Answering Additional CallsAnswering Calls on Shared Lines Answering Calls Automatically Managing Multiple CallsPlacing Calls To switch to Lines view from Calls viewTo display the Dialer Power Tip Choosing URLs or Numbers Mode from the DialerCalling from the Dialer To call from the Dialer Placing Calls from Favorites, Recent Calls, and DirectoriesTo call from the Recent Calls list To call from your Favorites listEnding Calls Using HeadsetsRedialing Numbers To redial a numberTo activate Headset Memory Mode Enabling Headset Memory ModeResponding to Incoming Calls Ignoring Incoming CallsRejecting Incoming Calls Managing Active CallsForwarding Incoming Calls To reject an incoming callTransferring Calls Holding CallsInitiating Conference Calls Managing Conference CallsTo initiate a conference call Timesaver Completing a TransferSplitting Conference Calls Holding and Resuming Conference CallsEnding Conference Calls To manage a person in a conference call Managing Conference Call ParticipantsChanging the Way Calls are Answered Power Tip Forwarding Calls on a Call-by-Call BasisForwarding All Calls to Another Person To forward all calls to another personRejecting Calls from a Contact To disable call forwardingDiverting Calls from a Contact Using Do Not DisturbTo toggle Do Not Disturb on and off Using Do Not Disturb with Multiple LinesTroubleshooting Why Doesn’t the DND Icon Display? To listen to voicemail messages To enable or disable Do Not Disturb for a lineListening to Voicemail To view your Recent Calls list Viewing Recent CallsTo manage a call record Managing Your Contact DirectoryTo search for a contact To view your Contact DirectoryTo view contact information To add a contact To dial a contactManaging a Corporate Directory To update a contact’s informationTo delete a contact To search the Corporate DirectoryUpdating the Incoming Call Ringtone Controlling Audio and VolumeChanging the Audible Ring Setting Changing the Ringer VolumeUpdating a Contact’s Ringtone Muting the MicrophoneTo assign a contact as a favorite Managing FavoritesTo remove a Favorite from the list Managing Shared LinesTo reorder your Favorites Viewing Shared Line Icons in Lines View Using Buddy Lists Using Advanced FeaturesUpdating Your Status To update your presence settingTo add a contact to monitor on your Buddy list Power Tip Dialing BuddiesManaging a Buddy List Blocking Contacts Timesaver How to Quickly Unblock a ContactMonitoring Buddies To view the status of your buddiesViewing Buddy Status Icons To monitor buddies from your Buddy Status ListTo view the status of your favorite buddies in Lines view Using the BrowserIntegrating with Microsoft Lync Server To view the interactive Main Browser Using the Navigation KeysNavigating the Main Browser Entering Information in the Main Browser Broadcasting Messages Using Push-to-Talk and Group PagingUsing the Editing Keys Sending PTT Broadcasts Push-to-Talk ModeTo send a PTT broadcast Timesaver Automatically Sending a PTT BroadcastReceiving PTT Broadcasts During Active Calls Receiving PTT BroadcastsReplying to PTT Broadcasts To end a PTT broadcastEnding PTT Broadcasts Adjusting the Volume of PTT BroadcastsUpdating the Default Channel Updating Channel Subscriptions Using Group Paging ModeAllowing PTT Broadcasts to Play during Active Calls To hear the PTT broadcast during an active callReceiving Pages Sending PagesReceiving Pages To send aUpdating the Default Paging Group Adjusting the Volume of PagesUpdating Paging Group Subscriptions Receiving Pages During Active CallsTo hear the pages during an active call Using the CalendarAllowing Pages to Play During Active Calls Troubleshooting Why Doesn’t the Calendar Display? Opening and Closing the Calendar To access other Calendar viewsNavigating Month View To open the calendarViewing the Calendar in Day View Navigating Day ViewManaging Meeting Reminders Navigating Meeting ViewJoining Meetings from the Calendar Troubleshooting Why Don’t My Meeting Reminders Display?To join a meeting from a meeting reminder To join a meeting from Meeting viewWeb Info Detailed Information About PDC Using a Mouse and Keyboard with Your PhoneUsing a Mouse and Keyboard with Your Phone To quit Polycom Desktop Connector Starting and Stopping Polycom Desktop ConnectorUsing Your Computer’s Mouse and Keyboard with Your Phone Using the Function Keys Open Applications Logging In and Out of a Phone Logging into Your Phone From Home view, select Settings Features User Login Log Changing Your PasswordPlacing Calls from Phones that are in the Logged-Out State To log in to a phoneLocking Your Phone About Your User PasswordTo change your user password Placing and Answering Calls on a Locked Phone Locking and Unlocking Your PhoneTo lock your phone To unlock your phoneTo answer a call on a locked phone Accessing Features with Your Login CredentialsTroubleshooting What Happens if I Can’t Access Features? Changing the Time and Date Display Customizing the Phone’s DisplayChanging the Language on Your Phone Changing the Backlight Web Info Adding a Web Page as the Background on Your Phone Changing the Phone’s Background PictureChanging the Background Picture Using a Personal Photo as a Background PictureTo add your own picture to the list of background images Click + adjacent to Add a new background imageChoosing a Screen Saver Displaying Screen SaversRestarting the Phone Administrative TasksUnderstanding Phone Warnings To restart the phone Updating Phone ConfigurationTesting Phone Hardware Related Documents Getting HelpPolycom Community Service Agreements Copyright, Safety, and Regulatory NoticesPolycom Limited Warranty and Limitation Liability Governing LawSafety, Compliance, and Disposal Information Warranty ExclusiveExclusions Part 15 FCC RulesModifications Installation InstructionsPlugs Acts as Disconnect Device Industry Canada ICNew Zealand Telepermit Russian ComplianceAustralia Operating Ambient TemperaturesHearing Aid Compatibility HAC Waste Electrical and Electronic Equipment WeeePolycom Take Back Restriction of Hazardous Substances Directive RoHSPolycom, Inc

VVX400, 400 specifications

The Polycom VVX 400 is a versatile and advanced IP phone designed mainly for medium to large businesses that demand rich features and exceptional audio quality. This model offers a perfect blend of functionality and user-friendliness, making it an ideal solution for busy professionals and office environments.

One of the standout features of the VVX 400 is its high-resolution color display. The 3.5-inch screen provides clear visibility of call information, contact lists, and menus, allowing users to navigate through various features with ease. The phone supports up to 12 lines, ensuring that users can manage multiple calls without hassle. Furthermore, the VVX 400 comes with programmable keys, accommodating customized settings that enhance workflow efficiency.

In terms of audio quality, the VVX 400 employs Polycom's legendary HD Voice technology. This technology enhances voice clarity, making conversations more natural and engaging. The phone is equipped with a full-duplex speakerphone and delivers exceptional sound quality, whether on a call or during group conferences. With Polycom's Acoustic Fence technology, background noise is effectively filtered out, ensuring that discussions remain focused and productive.

The VVX 400 is not just about voice calls; it also supports video conferencing capabilities, making it suitable for modern workplaces that prioritize collaboration. The phone is designed with flexibility in mind, allowing seamless integration with various communication platforms. It is compatible with leading unified communication systems, ensuring that users can connect effortlessly to their business networks.

Another key characteristic of the Polycom VVX 400 is its ease of use. The interface is intuitive, with graphical icons and simple navigation menus that facilitate quick access to features without requiring extensive training. The phone also supports a range of peripheral devices, including headsets and expansion modules, which further enhance its functionality.

The VVX 400 offers robust security features, ensuring that sensitive communication remains confidential. It includes encryption methods for secure registration and signaling, thus safeguarding business communications against unauthorized access.

Finally, the Polycom VVX 400 is designed with sustainability in mind. It is energy-efficient and complies with various environmental standards, making it a responsible choice for companies that are eco-conscious.

In conclusion, the Polycom VVX 400 is a highly capable IP phone, bringing together advanced technologies, exceptional audio quality, and user-friendly features, making it accessible for various business needs. Its adaptability to diverse communication platforms, coupled with strong security measures, positions it as a reliable choice for organizations looking to enhance their communication strategies.
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