Polycom VVX400 Managing Conference Calls, Changing the Way Calls are Answered, Using Buddy Lists

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Polycom VVX 400 and 410 Business Media Phones User Guide

Version 5.0.0

Managing Conference Calls

32

Initiating Conference Calls

32

Holding and Resuming Conference Calls

33

Ending Conference Calls

33

Splitting Conference Calls

33

Managing Conference Call Participants

34

Changing the Way Calls are Answered

35

Forwarding All Calls to Another Person

35

Rejecting Calls from a Contact

36

Diverting Calls from a Contact

37

Using Do Not Disturb

37

Using Do Not Disturb with Multiple Lines

38

Listening to Voicemail

39

Viewing Recent Calls

40

Managing Your Contact Directory

41

Managing a Corporate Directory

44

Controlling Audio and Volume

45

Updating the Incoming Call Ringtone

45

Updating a Contact’s Ringtone

46

Changing the Ringer Volume

46

Muting the Microphone

46

Changing the Audible Ring Setting

46

Managing Favorites

47

Managing Shared Lines

48

Using Advanced Features

50

Using Buddy Lists

50

Updating Your Status

51

Managing a Buddy List

52

Blocking Contacts

53

Monitoring Buddies

53

Integrating with Microsoft Lync Server 2010

55

Using the Browser

55

Navigating the Main Browser

56

Entering Information in the Main Browser

57

Broadcasting Messages Using Push-to-Talk and Group Paging

57

Push-to-Talk Mode

58

Using Group Paging Mode

61

Using the Calendar

64

Opening and Closing the Calendar

66

Navigating Month View

66

Navigating Day View

67

Navigating Meeting View

68

Managing Meeting Reminders

68

Joining Meetings from the Calendar

69

Using a Mouse and Keyboard with Your Phone

70

Using a Mouse and Keyboard with Your Phone

70

Logging into Your Phone

74

Polycom, Inc.

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Contents Polycom VVX 400 and 410 Business Media Phones Trademarks Contents Using Buddy Lists Integrating with Microsoft Lync Server Using the BrowserBroadcasting Messages Using Push-to-Talk and Group Paging Using the CalendarGetting Help Administrative TasksRelated Documents Polycom Community Conventions Used in this Guide About This GuideTerms and Writing Conventions Information Elements Icons Used in this GuideTypographic Conventions What’s in This Guide?Typographic Conventions Getting Help and Support Resources Getting Started Viewing Your Phone Keys and HardwareVVX 400 and 410 Hardware Features Understanding Phone ViewsTo change views Web Info Attaching Phone HardwareTroubleshooting Why Can’t I Access a Certain View? Home ViewTo view more menu options in Home view To select a menu optionLines View Viewing Lines ViewCalls View ∙ Dark blue Held callUnderstanding Phone Icons and Status Indicators Icons Used on the VVX 400Navigating Your Phone Interface Navigating Your VVX 400 and 410 PhoneMode and Encoding Options on VVX Phones Entering and Updating Data FieldsUsing the Dialpad Keys Entering Information on the VVX PhonesConfiguring Your Phone Using the Web Configuration Utility To access the Web Configuration Utility for your phoneRegistering the Phone To find your phone’s IP addressPolycom VVX 400 and 410 Business Media Phones User Guide Managing Call Activity Using Basic FeaturesTo alternate between the handset, headset, and speakerphone Troubleshooting Why Doesn’t the Speakerphone Work? Answering Incoming CallsAnswering Calls on Shared Lines Answering Additional CallsTo answer an incoming call Managing Multiple Calls Answering Calls AutomaticallyTo switch to Lines view from Calls view Placing CallsCalling from the Dialer Power Tip Choosing URLs or Numbers Mode from the DialerTo display the Dialer Placing Calls from Favorites, Recent Calls, and Directories To call from the DialerTo call from the Recent Calls list To call from your Favorites listUsing Headsets Ending CallsRedialing Numbers To redial a numberEnabling Headset Memory Mode To activate Headset Memory ModeResponding to Incoming Calls Ignoring Incoming CallsManaging Active Calls Rejecting Incoming CallsForwarding Incoming Calls To reject an incoming callHolding Calls Transferring CallsManaging Conference Calls Initiating Conference CallsTo initiate a conference call Timesaver Completing a TransferEnding Conference Calls Holding and Resuming Conference CallsSplitting Conference Calls Managing Conference Call Participants To manage a person in a conference callPower Tip Forwarding Calls on a Call-by-Call Basis Changing the Way Calls are AnsweredForwarding All Calls to Another Person To forward all calls to another personTo disable call forwarding Rejecting Calls from a ContactUsing Do Not Disturb Diverting Calls from a ContactTroubleshooting Why Doesn’t the DND Icon Display? Using Do Not Disturb with Multiple LinesTo toggle Do Not Disturb on and off Listening to Voicemail To enable or disable Do Not Disturb for a lineTo listen to voicemail messages Viewing Recent Calls To view your Recent Calls listManaging Your Contact Directory To manage a call recordTo view contact information To view your Contact DirectoryTo search for a contact To dial a contact To add a contactTo update a contact’s information Managing a Corporate DirectoryTo delete a contact To search the Corporate DirectoryControlling Audio and Volume Updating the Incoming Call RingtoneChanging the Ringer Volume Changing the Audible Ring SettingUpdating a Contact’s Ringtone Muting the MicrophoneManaging Favorites To assign a contact as a favoriteTo reorder your Favorites Managing Shared LinesTo remove a Favorite from the list Viewing Shared Line Icons in Lines View Using Advanced Features Using Buddy ListsTo update your presence setting Updating Your StatusManaging a Buddy List Power Tip Dialing BuddiesTo add a contact to monitor on your Buddy list Timesaver How to Quickly Unblock a Contact Blocking ContactsMonitoring Buddies To view the status of your buddiesTo monitor buddies from your Buddy Status List Viewing Buddy Status IconsIntegrating with Microsoft Lync Server Using the BrowserTo view the status of your favorite buddies in Lines view Navigating the Main Browser Using the Navigation KeysTo view the interactive Main Browser Using the Editing Keys Broadcasting Messages Using Push-to-Talk and Group PagingEntering Information in the Main Browser Push-to-Talk Mode Sending PTT BroadcastsTo send a PTT broadcast Timesaver Automatically Sending a PTT BroadcastReceiving PTT Broadcasts Receiving PTT Broadcasts During Active CallsReplying to PTT Broadcasts To end a PTT broadcastUpdating the Default Channel Adjusting the Volume of PTT BroadcastsEnding PTT Broadcasts Using Group Paging Mode Updating Channel SubscriptionsAllowing PTT Broadcasts to Play during Active Calls To hear the PTT broadcast during an active callSending Pages Receiving PagesReceiving Pages To send aAdjusting the Volume of Pages Updating the Default Paging GroupUpdating Paging Group Subscriptions Receiving Pages During Active CallsAllowing Pages to Play During Active Calls Using the CalendarTo hear the pages during an active call Troubleshooting Why Doesn’t the Calendar Display? To access other Calendar views Opening and Closing the CalendarNavigating Month View To open the calendarNavigating Day View Viewing the Calendar in Day ViewNavigating Meeting View Managing Meeting RemindersTroubleshooting Why Don’t My Meeting Reminders Display? Joining Meetings from the CalendarTo join a meeting from a meeting reminder To join a meeting from Meeting viewUsing a Mouse and Keyboard with Your Phone Using a Mouse and Keyboard with Your PhoneWeb Info Detailed Information About PDC Using Your Computer’s Mouse and Keyboard with Your Phone Starting and Stopping Polycom Desktop ConnectorTo quit Polycom Desktop Connector Using the Function Keys Open Applications Logging into Your Phone Logging In and Out of a PhoneChanging Your Password  From Home view, select Settings Features User Login LogPlacing Calls from Phones that are in the Logged-Out State To log in to a phoneTo change your user password About Your User PasswordLocking Your Phone Locking and Unlocking Your Phone Placing and Answering Calls on a Locked PhoneTo lock your phone To unlock your phoneAccessing Features with Your Login Credentials To answer a call on a locked phoneTroubleshooting What Happens if I Can’t Access Features? Changing the Language on Your Phone Customizing the Phone’s DisplayChanging the Time and Date Display Changing the Backlight Changing the Phone’s Background Picture Web Info Adding a Web Page as the Background on Your PhoneUsing a Personal Photo as a Background Picture Changing the Background PictureTo add your own picture to the list of background images Click + adjacent to Add a new background imageDisplaying Screen Savers Choosing a Screen SaverUnderstanding Phone Warnings Administrative TasksRestarting the Phone Testing Phone Hardware Updating Phone ConfigurationTo restart the phone Getting Help Related DocumentsPolycom Community Copyright, Safety, and Regulatory Notices Service AgreementsPolycom Limited Warranty and Limitation Liability Governing LawWarranty Exclusive Safety, Compliance, and Disposal InformationExclusions Part 15 FCC RulesInstallation Instructions ModificationsPlugs Acts as Disconnect Device Industry Canada ICRussian Compliance New Zealand TelepermitOperating Ambient Temperatures AustraliaHearing Aid Compatibility HAC Waste Electrical and Electronic Equipment WeeeRestriction of Hazardous Substances Directive RoHS Polycom Take BackPolycom, 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.