Poly SoundPoint IP 320, SoundPoint IP 330 Using Polycom Phones in a Microsoft Lync 2010 Environment

Web Info: Using Lync Features on Polycom
Phones

For more information on Lync features available
on the VVX phones, refer to Feature Profile

84538.

Tip: The More Soft Key

Depending on your phone’s configuration,

additional soft keys can be located beneath the

More soft key.

Note: Lync-hosted Conference Calls Are Not
Supported

You cannot initiate, split, or end a Lync-hosted
conference call on your Polycom phone.

Troubleshooting: I Can’t Sign-In Using My
Login Credentials

If you cannot access your Lync contacts, or you
lock your account, see your system
administrator.

Tip: Using Strong Passwords

Follow your organization’s password policy when

entering a password for your sign-in credentials.

Tip: Lync Contacts on the Home Screen

If you want Lync contacts to display on your

phone’s Home screen, pin them as Frequent

Contacts or Favorites in your Lync client on your
computer. You can access all your Lync contacts
from your phone by pressing the Contacts soft
key.

Phones

Number of Contacts

VVX phones

200

All other phones

100

Using Polycom® VVX®
Phones in a Microsoft®
Lync

Quick User Guide

This Quick User Guide is for VVX® 300, 310, 400,
410, 500, 600, and 1500 phones running Polycom®
UC software 5.x.x or later.

Screen display is product-dependent and may differ
from those shown in this guide. Contact your
system administrator for more information. To learn
more about features available on Polycom phones,
consult your phone’s Quick User Guide and User
Guide available on the Polycom Support site.

We are striving to improve the quality of our
documentation, and we appreciate your feedback.
Email your comments to

[e-mail].

Visit Polycom Support for software downloads,
product documents, product licenses,
troubleshooting tips, service requests, and more.

www.polycom.com | 1725-49113-002/A | June 2014

© 2014, Polycom, Inc. All rights reserved. Polycom®, the
Polycom logo and the names and marks associated with

Polycom’s products are trademarks and/or service marks

of Polycom, Inc. and are registered and/or common law
marks in the United States and various other countries. All
other trademarks are property of their respective owners.
No portion hereof may be reproduced or transmitted in any
form or by any means, for any purpose other than the
recipient’s personal use, without the express written
permission of Polycom.

™

Environment

About Your Phone

This guide provides information on how your phone
functions when registered with Microsoft Lync
Server. You can find other VVX phone features in

your phone’s User Guide on the Business Media

Phones page on the Polycom Voice Support site.

Phone Features

Microsoft Lync enables you to use all the Polycom
UC software features and presence statuses when
you sign in to your Lync-enabled phone with your
login credentials or PIN authentication.

After you sign into Lync on your phone, you can:

 Answer, place, and end calls
 Hold and resume calls
 Transfer calls
 Forward incoming calls
 Set your presence status
 Manage your Lync contacts
 Park and retrieve active calls
 Assign delegates to your line
 Connect your phone to your computer

For more information on available Lync features on
Polycom phones, see Feature Profile 84538.

Sign into Microsoft Lync

Signing in to Lync on your phone enables you to
view and place calls to your Lync contacts. The
Lync Sign-In screen displays the first time your
phone connects to the network. Subsequently, you
can access the Sign-In and Sign-Out screens in the
following ways:

To sign into Lync:

1 Press the SignIn or SignOut soft key or

select Settings > Features > Microsoft
Lync > SignIn or SignOut. The sign-in

screen displays.

2 Complete the required sign-in fields with your

login credentials or PIN authentication.
Your system administrator provides you with
your login credentials or PIN authentication.

3 Press the SignIn soft key. Your line shows

as registered.

You can now add Lync contacts and see their
presence status on your phone (see Update Your

Microsoft Lync Contacts).

To sign out of Lync:

» Press the SignOut soft key.

After you sign out, your line shows as unregistered,
your presence status is offline, your call lists are
deleted, and you are unable to contact any of your
Lync contacts using your phone.

Update Your Microsoft Lync Contacts

You can add, delete, monitor, and call contacts from
your Lync contact list. When you delete a Lync
contact from your phone, you remove the contact
from your Lync account as well. The following figure
shows a home screen displaying Lync contacts with
presence information.

Home Screen on VVX phones

You can add multiple Lync contacts up to the
maximum number of contacts for your phone. The
following table shows the maximum number of
contacts permitted.

Maximum Number of Contacts Permitted

You can also view your Lync groups on your phone.
You cannot create new groups, delete existing
groups, or move contacts between groups on your
phone. You can only edit groups in your Lync client
on your computer.

Icons

Description

Available

Busy, In a Call, In a Meeting, In a
Conference Call

Away, Be Right Back, Inactive, Off
Work

Do Not Disturb, Presenting, In
Presentation

Offline

Unknown

Blocked

Icons

Description

Available

Busy, In a Call, In a Meeting, In a
Conference Call

Away, Be Right Back, Inactive, Off
Work

Do Not Disturb, Presenting, In
Presentation

Offline

Unknown

Blocked

Tip: Calling Federated Contacts

You can use the SIP URI option to place calls to
other companies or remote contacts. For more
information, see the appropriate user guide for
your phone on the Polycom Voice Support site.

Note: Video Calls on VVX Phones

You can make video calls between VVX 500,
600, and 1500 phones with VVX cameras, make
calls between VVX camera-enabled phones and
supported Polycom video endpoints or Microsoft
Lync clients, and use VVX camera-enabled
phones with a Polycom video bridge.

The following figure displays Lync groups on your
VVX phone.

Lync Groups on VVX phones

Presence Icons on VVX Phones

Place Calls

You can place a call by using the handset, the
speakerphone, a headset, a line key, or your
Microsoft Lync contact list.

To place a call:

1 Pick up your handset or press the headset

or speakerphone keys.

2 Select a contact to call.

Answer Calls

When you answer an incoming call, the call
becomes active. All incoming calls display on your
phone’s screen, as shown next.

Incoming Call on VVX 400

Add Contacts to Lync Contact List

You can manually add contacts to your phone’s
Lync contact list.

To add a Lync contact on your phone:

1 Select the Contacts soft key or select

Settings > Features > Presence >
Contacts and select Add.

2 Enter the contact’s email address and press

the Submit or Select soft key. The following
figure shows a Lync contact list.

Updating Your Microsoft Lync Presence Status

Your presence status information displays your
availability, activity, and location to other Microsoft
Lync contacts. The table Presence Icons on VVX

Phones shows the Microsoft Lync presence icons

that display on Polycom VVX 400, 500, 600, and
1500 phones. The table Presence Icons on VVX

300 Phones shows presence icons that display on

VVX 300 phones.

The following figure shows the screen of a call
placed to a Lync contact on VVX phones.

Placing a Call on VVX on 500

Presence Icons on VVX 300 Phones

To answer an incoming call:

» Lift the handset, press , or press .

When you receive another call during an active call,
a beeping tone indicates that a call is waiting.

To answer an incoming call while in an active
call:

» Press the appropriate soft key to Answer,

Reject, or Ignore the call.

Forward Calls

You can forward your phone’s incoming calls to
another Lync contact or to your voicemail.

To forward calls to a contact:

To change your presence status:

» Press the My Status soft key, or press

Settings > Features > Presence > My
Status and select your desired status.

Your new status displays to everyone in your

If your system administrator has given you a private
number, you can give this number to others to

contact you directly.
contact list on your phone and your Lync
client.

You can change your status to Available from any
other status by selecting Reset.

1 Select Forward.
2 Select Forward to a Contact.
3 Enter the user name or number of your Lync

contact. A scrolling message showing that
you have forwarded all incoming calls to your
contact displays on your phone.

To forward calls to voicemail:

1 Select Forward.
2 Select Forward to Voicemail.

Note: Parked Call Ring Back Time Limit

If a parked call is not retrieved by the set ring
back time limit, the call is returned to your phone.
The ring back time limit is set by your system
administrator.

Settings: Maximum Boss and Delegate
Lines

Boss phones can have up to 25 delegates. As a
delegate, you can only view as many bosses as
you have line keys on your phone. If all
available line keys have been filled with boss
contacts, additional contacts are not shown on
the delegate’s phone.

Park and Retrieve Calls

You can park up to eight active phone calls on your
Polycom phone and retrieve parked calls from any
Lync-compatible Polycom phone.

To park an active call:

» Press the Park soft key.

When you press the Park soft key, the call is
parked in the call orbit and given an orbit number,
as shown next.

Parked Call Orbit on VVX 500

To assign delegates:

1 In your Lync client, click and select Tools

> Options > Call Forwarding.

2 Select Simultaneous ring > My Delegates

and add contacts as delegates for your line.
Simultaneous ringing is automatically
enabled for all assigned delegates.

The following figure shows a notification for an

incoming call for the boss’s line on a delegate’s

phone.

Incoming call for a boss on a delegate’s phone

To answer an incoming call on a boss line:

To resume a call on hold on a boss’s line:

1 Press the boss’s line key.
2 Select Pickup.

Call on Behalf of a Boss

You can make phone calls on behalf of your
assigned boss’s line.

To call on behalf of a boss:

1 Select the boss’s line key and press On

behalf.

2 Select a contact or dial the contact’s number.

The call displays as ‘On Behalf of’ boss’s line
on the delegate and third-party’s phones.

» Press Answer on your phone. The boss’s

Answer and Hold Incoming Calls

line is notified when a call is answered on
a delegate’s line, as shown in the next
figure.

The SLA feature enables you to view activity on

To retrieve a parked call:

» Press Retrieve, or press New Call and

dial the call’s orbit number.

delegate and boss’s lines. Delegates can answer,
hold, forward incoming calls to the boss’s voicemail,
or transfer a call on the boss’s line. Bosses can pick
up held calls on a delegate’s line. The following
figure shows an incoming call notifications on a
boss’s and delegate’s phone.

Anyone can retrieve a parked call on a Lync­compatible phone. For example, if you park a call at
orbit ‘#1342’, your coworker can dial ‘#1342’ to
retrieve the call.

Incoming Call on Boss’s phone

When a boss or delegate places a call on hold, the

other is notified of the call’s status. A red flashing

light displays next to the boss or delegate’s line to

indicate a call is on hold, as shown next.

Held Call on boss’s line

Assign Delegates with the Shared Line Appearance Feature

The Lync Shared Line Appearance (SLA), or Boss­Admin, feature enables you to assign delegates, set
distinct ringtones, and interact with assigned lines.
Delegates can place, answer, hold, or transfer calls
on behalf of the boss’s line.

Transfer Calls

The SLA feature enables you to transfer calls in two
ways:

 Blind transfer Transfers the call without

speaking with the boss or delegate’s line.

 Consultative Transfer Transfers the call

after speaking with the boss or delegate’s
line.

To perform a consultative transfer:

1 Press the Transfer soft key.
2 Dial the number or choose a contact.

To perform a blind transfer:

1 Press Transfer > More > Blind.
2 Dial the number or choose a contact, as

shown next.

Access the Lync Directory

You can connect your phone to the Lync directory
when you register and sign in with Lync Server on
your Polycom phone. You can call contacts directly
from the Lync Directory and save Lync contacts
from the Lync Directory to the Corporate Directory.

Web Info: Better Together over Ethernet
Feature Profile

You can find more information on BToE and
the Polycom BToE Connector in Feature

Profile 87907: Using Polycom VVX Phones
with Better Together over Ethernet.

Note: Reconnecting BTOE

When you disconnect your computer from your
Polycom phone, your computer is no longer
paired with your phone. For example, if you
shut down your computer or unplug the
Ethernet cable, you need to repeat the process
of pairing your Polycom phone to your
computer.

Note: Video Calls on Paired Devices Not
Compatible with Microsoft Lync 2013

BToE-enabled Polycom phones running UC
software 5.0.0 cannot receive incoming video
calls sent from contacts using Microsoft Lync

2013. However, you can receive video calls
from contacts using Lync 2010. If you receive
an incoming video call from a contact using
Lync 2013, the call drops.

Note: Changing privacy relationship to
view detailed contact information

In order for you to view a contact’s detailed

information, the contact must change your
privacy relationship to Friends and Family in
his or her Lync client. If a contact has not
changed your privacy relationship, you can
only view the work number, email address, and
voicemail for that contact.

Tip: Quickly viewing the contact card

You can quickly view the contact card for a Lync

contact by pressing and holding a contact’s line

key. The contact card displays with your
contact’s presence and contact information.

To search the Lync Directory:

1 Select Directories > Lync Directory. A

search screen displays.

2 Enter your search criteria and press Submit.

Your search results display, as shown next.

In the contact card, you can view a contact’s name,

presence status, organization, work number, mobile
number, and voicemail in the Contact Information
screen.

To save a contact from the Lync Directory:

1 Search for your contact.
2 Select your contact.
3 Select More > Add to Contacts.

To call a contact from the Lync Directory:

1 Search for your contact.
2 Select your contact and press the Dial soft

key.

Connect with Better Together over Ethernet

Better Together over Ethernet (BToE) enables you
to place, hold, and answer calls on your Polycom
phone and Lync client on your computer. To use
BToE, connect your phone to your computer using
your Lync client, an Ethernet cable, and the
Polycom BToE Connector, which you can download
on the Latest Polycom UC Software Release
support page.

To enable BToE on your computer:

1 Install and start the Polycom BToE

Connector on your computer.

2 Connect an Ethernet cable from your PC to

the PC port on your phone.

3 Sign into your Lync client on your computer.

To enable BTOE on your phone:

» Select Settings > Features > BTOE >

BTOE (Disabled) and select Enabled, as

shown next.

Use Better Together over Ethernet

You can place, answer, and hold calls on your

Polycom phone and your Lync client on your

computer.

To place a call from your Lync client:

1 In your Lync client, choose a contact.
2 Select Call. The call displays on your

Polycom phone and the Lync client.

To hold a call:

» Select Hold on your Lync client or the

phone. The call is on hold on your

To view the contact card:

1 Select the Contact soft key.
2 Select a contact and select Info.

The contact card displays with your contact’s

presence status and contact information, as
shown next.

computer and your Polycom phone.

To resume a call:

» Press Resume on your phone or click

Resume Call in your Lync client.

To pair your phone with your computer:

1 Select Settings > Features > BTOE Pairing

Status > Pair.

A message ‘Successfully Paired’ displays.

2 Enter your login credentials on your

computer.
On your phone, the messages “Successfully
Paired” and “Better Together Activated”
display.

View the Lync Contact Card

You can view the Lync contact card for each of your

Lync contacts and make calls directly to any of the

available numbers, including mobile, home, or

voicemail, from the Contact Information screen on

your phone.

From the contact card, you can place a call to one
of the available numbers for your contact. You can

also place a call directly to a contact’s voicemail.