NEC polycom VVX 1500 Quick User Manual

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Issue : April 2010 Polycom VVX 1500 Phone - Quick User Guide 1

Polycom® VVX™ 1500 Phone

Quick User Guide

About Your Phone Using Your Phone

Basic Phone Features

Customizing Your Phone

Applies to phones running SIP 3.1.2 or later.

For detailed information, see the User Guide for the Polycom VVX 1500 Phone available at : www.nec-unified.com.

© NEC Unified Solutions 2010. All rights are reserved. Reproduction in whole or in part is prohibited without the written consent of the copyright owner. All brand names and product names in this document are trademarks or registered trademarks of their respective companies.

ABOUT YOUR PHONE

ABOUT THE TOUCH SCREEN

Your phone has a touch-sensitive screen. To access features, obtain information, or edit fields, tap the menu items, arrow keys, soft keys (the keys along the bottom of the touch screen), and fields that display on the touch screen.

ABOUT CALLS AND LINE KEYS

Your phone can handle one active call and multiple calls on hold. The active call displays in the center of the touch screen. Calls on hold display in a row along the bottom of the touch screen. Your phone can have up to six lines. A line is assigned to a Line Key. Line Keys display in a column along the far-right of the touch screen. Any unassigned Line Key can be a Speed Dial Key. A Line Key is either green (dial tone, incoming call, or active call) or blue (no active call). Calls that display on the touch screen are associated with the Line Key that is green. Line Keys can also have a status indicator: a vertical bar on the right-hand side

The status indicator can be :

• Solid green : Dial-tone is available, dialing is in progress, or a call is active.

• Flashing green : Incoming call.

• Flashing red : All calls or conferences are

on hold.

ABOUT VIDEO

Your phone displays video in two windows : a small picture-in-picture (PIP) window at the top-right of the touch screen, and a larger window centered in the middle of the touch screen. By default, the near site (i.e., you) displays in the PIP, and the far site displays in the larger window.

During an active call, you can tap the PIP to swap the windows the video displays in. When the near site displays in the larger window, “Local Camera” displays next to it. You can also display video on the entire screen (full screen mode) by tapping the larger window. In full screen mode, you can

swap the windows the video displays in by tapping the PIP. To resume normal viewing mode, tap the full screen video.

UNDERSTANDING ICONS

Active call without Polycom®

HD Voice™

Active audio call with Polycom

HD Voice

Active video call with Polycom

HD Voice

Call (audio-only)

Call (video)

Call on hold

Conference call

Do Not Disturb

Handset

Headset Line Key (private and registered)

Line Key (shared and registered)

Messages

Missed calls

Mute

Speakerphone

Speed Dial Key

USING YOUR PHONE

NAVIGATING THE TOUCH SCREEN

• To enter the Main Menu, tap

• To return to the idle screen, tap

• To go back to the previous menu, tap the

Back soft key.

• To select a menu item, tap the menu item.

• To select an option in a list, tap the option,

and then tap the Select soft key.

• To scroll menu items and lists on more than one screen, tap

• To “Page Down” or “Page Up,” tap

• To select a soft key, tap the soft key.

• To view more soft keys, tap the More soft

key.

• To select a field, tap the field.

• To select a field’s entry box, tap the field

name, and then tap the field’s highlighted box.

ENTERING AND UPDATING DATA

To enter data :

1. Tap the field you want to edit, and then tap

(beside the screen title).

2. From the “keyboard” on the touch screen, do one or more of the following :

• If you can only enter numbers, tap a

number on the touch screen’s keyboard.

• If you can enter a combination of letters

and numbers, tap the abc, ABC, 123, or Abc soft keys to toggle between lowercase, uppercase, numerical, and title case modes. Then, tap a letter or number on the touch screen’s keyboard.

• To enter special characters, tap

to display the special characters keyboard. Then, tap the special character on the touch screen’s keyboard.

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To return to alphabetic mode, tap

• To enter text in a special language, tap the Latin, Katakana, Unicode, Cyrillic or ASCII soft keys to toggle between different languages. Then, tap a character on the touch screen’s keyboard.

• To delete data you entered, use the arrow keys to position the cursor to the right of the character or number you

want to delete, and then tap

3. Tap

To enable or disable fields, or choose a field option :

• Tap the field name, and then tap the field’s highlighted box. From the dropdown list, tap the option you want.

BASIC PHONE FEATURES

PLACING CALLS

Using the handset :

• Pick up the handset, and then enter the phone number by tapping the touch screen or using the phone keypad.

Using the speakerphone :

• With the handset on-hook, tap the New Call soft key or a Line Key, and then enter

the phone number by tapping the touch screen or using the phone keypad.

Using the optional headset :

• With the headset connected, press and then enter the phone number by tapping the touch screen or using the phone keypad. If the call is not automatically placed, tap the Send soft key.

ANSWERING CALLS

Using the handset :

• Pick up the handset.

Using the speakerphone :

• Tap the Answer soft key or the Line Key with the flashing green status indicator.

Using the optional headset :

• Press

ANSWERING CALLS WHEN YOU ARE ON ANOTHER CALL

If an incoming call arrives while you have an active call, you will hear a call-waiting beep, and the incoming call is displayed. To answer the new call, tap the Answer soft key. The phone places the original call on hold.

ENDING CALLS

To end a call, tap the End Call soft key.

USING VIDEO

Make sure you open the privacy shutter (centered above the touch screen) using the privacy shutter adjuster (centered along the top edge, above the camera). You can also adjust the camera barrel (located behind the camera) up or down. During a video call, tap the Video soft key to do the following :

• To start or stop transmitting video, tap the Start Video or Stop Video soft key.

• To display the video that appears in the large window on the entire screen, tap the Full Screen soft key. To return to normal viewing mode, tap the full screen video.

• To toggle the video to display large far-site video with PIP near-site video, or PIP farsite video with larger near site video, tap the Swap soft key.

• To exit the video options, tap the Back soft key.

DISABLING VIDEO

You can disable your phone from automatically transmitting video at the start of all calls. (If you disable this setting, you can still choose to transmit video on a call-by-call basis. See Using Video.)

To disable video at the start of all calls :

1. Tap > Settings > Basic > Video >

Video Call Settings.

2. Tap the Auto Start Video Tx field’s highlighted box.

3. From the drop-down list, tap Disabled.

4. Tap the Save soft key.

MUTING THE MICROPHONE

During a call, press The Mute button glows red. You can hear all other parties while Mute is enabled, but the other parties cannot hear you.

To turn off Mute, press again. The red LED turns off.

DISABLING VIDEO

To place a call on hold :

• Tap the Hold soft key.

To resume a call on hold :

• Tap the Resume soft key. If you have more than one call on hold, tap the call on hold to select it, and then tap the Resume soft key. If you have more than three calls on hold on a Line Key, use

or to select the call on hold.

If you have multiple Line Keys, you can resume the first call on hold on another Line Key by tapping the associated Line Key.

TRANSFERRING CALLS

To transfer a call :

1. During a call, tap the Transfer soft key. The active call is placed on hold.

2. Place a call to the party to whom you want to transfer the call.

3. When you hear the ring-back sound or after you speak with the second party, tap the Transfer soft key.

FORWARDING CALLS

Your company’s settings may override this feature. If you have a shared line, call forwarding is not available.

To enable Call Forwarding :

1. From the idle screen, tap the Forward soft key.

2. If your phone has multiple lines, tap the line for which to enable call forwarding.

3. Tap the forwarding type you want to enable. Choose one of the following :

Always : for all incoming calls No Answer : for all unanswered

incoming calls, or

Busy : for calls that arrive when

you are already in a call.

4. Enter a number to forward calls to.

5. Tap the Enable soft key.

To disable Call Forwarding :

1. From the idle screen, tap the Forward soft key.

2. If your phone has multiple lines, select the line for which to disable call forwarding.

3. Tap the forwarding type to disable.

4. Tap the Disable soft key.

REDIALING NUMBERS

To call the last number you dialed, press

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SPEED DIALING CONTACTS

To quickly dial a contact, use the contact’s speed dial index number, or press the contact’s Speed Dial Key (if available).

Speed Dial Keys display and the contact’s name.

To use a speed dial index number :

1. Press the

button on the phone

console.

2. From the Speed Dial Information screen, tap the contact. The call is automatically placed.

To add or edit a speed dial index number for a contact, update the contact’s Speed Dial Index field in the Contact Directory (see Updating

Contact Directory). If a Line Key is

available, the contact you add will display as a Speed Dial Key.

FUNCTIONS PROGRAMMED UNDER SPEED DIAL KEYS

Speed dial soft keys can be pre-programmed with a dedicated function or a (colleague’s) internal telephone number of which the status can be monitored by means of the indicators.

Ask your system administrator for more details.

Function

Pressing this soft key activates the function : the corresponding indicator is switched ON. Pressing the soft key once more de-activates the function : the indicator is switched OFF.

Telephone Number

When the indicator is :

- OFF : the telephone is idle

- Flashing : the telephone is ringing : you

can answer this call

- ON : the telephone is busy

USING DO NOT DISTURB

You can prevent your phone from ringing (company’s settings may override this feature)

To activate Do Not Disturb with fall back to operator :

1. Tap the

soft key programmed with the Do Not Disturb function (indicator is ON), or

2. Dial the “activate prefix”.

To cancel Do Not Disturb :

1. Tap the

soft key once more (indicator is OFF), or

2. Dial the “cancel prefix”.

Ask your system administrator for both prefixes.

An alternative way (no fall back) is :

1. Press

2. If your phone has multiple lines, tap the line for which to enable or disable Do Not Disturb.

3. Tap the Enable or Disable soft key.

When you enable Do Not Disturb, the DND button glows red.

SETTING UP CONFERENCE CALLS

You can set up a conference call with two other people. During a conference call, you can send and receive video with only one conference participant. If you want, you can switch the person with whom you exchange video (see

Managing Conference Calls).

To set up a conference :

1. Call the first party.

2. After the first party answers, tap the Conference soft key. The active call is placed on hold.

3. Place a call to the second party.

4. When the second party answers, tap the Conference soft key. All parties are joined in the conference.

You can do the following :

• To place the conference on hold, tap the

Hold soft key. To resume the call, tap the Resume soft key.

• To end the conference, but keep the other participants connected, tap the End Call soft key.

• To end the conference and place all participants on hold, tap the Split soft key.

• To start and stop the transmission of nearsite video, tap the Video soft key, and then tap the Stop Video soft key.

• You will still receive video. To start the transmission of near-site video again, tap the Start Video soft key.

If you have an active call and a call on hold, you can create a conference by tapping the Join soft key.

MANAGING CONFERENCE CALLS

This feature may not be enabled on your phone. If enabled for your phone, you can manage each conference participant.

To manage conference participants :

• During a conference call, tap the Manage soft key. Then, if the participant you want to manage is not selected, tap the participant. A white border displays around the selected participant.

You can do the following :

• To mute the selected participant, tap the Far Mute soft key. The muted participant can hear all participants, but no participant can hear the muted participant.

• To make the selected participant the “active” conference participant (the participant with whom you’ll exchange video), tap the Select Video soft key.

• To place the selected participant on hold, tap the Hold soft key. The held participant cannot hear any participant and no participant can hear the held participant. To return the participant to the call, tap the Resume soft key.

• To remove the selected participant from the call, tap the Remove soft key.

• To view information about the selected participant, tap the Information soft key.

• To exit the conference management feature, tap the Back soft key.

LISTENING TO VOICE/VIDEO MAIL

Voice/video mail is a call platform dependant feature. Options may vary.

Tap

and then follow the prompts to

listen to your message.

MANAGING CONFERENCE CALLS

To use a call list :

1. Tap

> Features > Call Lists >

Missed Calls, Received Calls or Placed Calls

2. Tap a call. Information about the call displays.

You can do the following :

• To place a call, tap the Dial soft key.

• To change the number before dialing, tap

the Edit soft key.

• To remove the call from the list, tap the Back soft key, and then tap the Clear soft key.

• To store the contact in your Contact Directory, tap the Back soft key, and then tap the Save soft key.

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CUSTOMIZING YOUR PHONE

UPDATING CONTACT DIRECTORY

To add or edit a contact :

1. Tap

> Features > Contact