Polycom 1725-16843-001 User Manual

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User Guide for the Polycom

VVX® 1500

Business Media Phone

UC Software Release 3.3.1 | September, 2010 | 1725-16843-001 Rev.D

Trademark Information

POLYCOM®, the Polycom “Triangles” 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.

Patent Information

The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.

Disclaimer

Some countries, states, or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers, or the limitation of liability for personal injury, so the above limitations and exclusions may be limited in their application to you. When the implied warranties are not allowed to be excluded in their entirety, they will be limited to the duration of the applicable written warranty. This warranty gives you specific legal rights which may vary depending on local law.

Portions of the software contained in this product are: Copyright © 1998, 1999, 2000 Thai Open Source Software Center Ltd. and Clark Cooper Copyright © 1998 by the Massachusetts Institute of Technology Copyright © 1998-2003 The OpenSSL Project Copyright © 1995-1998 Eric Young (eay@cryptsoft.com). All rights reserved Copyright © 1995-2002 Jean-Loup Gailly and Mark Adler Copyright © 1996-2004, Daniel Stenberg, <daniel@haxx.se>

Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the “Software”), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to the following conditions:

The above copyright notice and this permission notice shall be include d in all copies or substantial portions of the Software.

THE SOFTWARE IS PROVIDED “AS IS”, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.

Polycom, Inc. 4750 Willow Road Pleasanton, CA 94588-2708 USA

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format.

As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound recording).

Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

1 Getting Started with Your Phone . . . . . . . . . . . . . . . . . . . . . 1

Changes to this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Introducing Phone Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Understanding the Phone Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

What Displays on the Touch Screen? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Phone Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Navigating Menus, Lists, and Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Entering Data and Editing Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Using the Touch Screen Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using the Dialpad Keys on the Phone Console . . . . . . . . . . . . . . . . . . . 18

Tips for When You’re in Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Cleaning the Touch Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Registering the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2 Using the Basic Features of Your Phone . . . . . . . . . . . . . . . 23

Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Answering When Not in Another Call . . . . . . . . . . . . . . . . . . . . . . 26

Answering When in Another Call . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Answering on a Shared Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Answering Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Calling by Dialing Numbers, URLs, or IP Addresses . . . . . . . . . . 31

Calling from Lists, Directories, and Keys . . . . . . . . . . . . . . . . . . . . 34

Calling Using the H.323 Protocol . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Ending Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Enabling Headset Memory Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Using Electronic Hookswitch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

While Your Phone Rings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Ignoring or Silencing Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Rejecting Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Forwarding Calls While Your Phone Rings . . . . . . . . . . . . . . . . . . . . . . 42

During Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Holding and Resuming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

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User Guide for the Polycom VVX 1500 Business Media Phone

Setting Up Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Hosting Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Holding and Resuming Conference Calls . . . . . . . . . . . . . . . . . . . . 49

Ending Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Splitting Conference Calls into Two Calls on Hold . . . . . . . . . . . . 50

Managing Conference Call Participants . . . . . . . . . . . . . . . . . . . . . 50

Handling Video During Conference Calls . . . . . . . . . . . . . . . . . . . 53

Customizing Video During Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Changing the Way Calls are Answered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Forwarding All Calls to Another Party . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Rejecting Calls from a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Diverting Calls from a Contact to Another Party . . . . . . . . . . . . . . . . . 58

Temporarily Refusing All Calls (Do Not Disturb) . . . . . . . . . . . . . . . . . 59

Multiple Lines and Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . 60

Working with Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Viewing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Managing Call Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Working with Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Searching Your Local Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . 65

Adding Contacts to Your Local Contact Directory . . . . . . . . . . . . . . . . 66

Updating Your Local Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . 69

Deleting Contacts from Your Local Contact Directory . . . . . . . . . . . . . 70

Working with Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Searching Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Adding Corporate Directory Contacts to Your Local

Contact Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Saving Corporate Directory Search Results . . . . . . . . . . . . . . . . . . . . . . 72

Controlling What is Heard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Changing the Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Changing the Speaker Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Changing the Ringer Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Choosing Where You Hear Sound Effects . . . . . . . . . . . . . . . . . . . . . . . 75

Managing Speed Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Adding Speed Dial Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Updating Speed Dial Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Accessing Voice and Video Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Working with Multiple and Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Supporting Multiple Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Supporting Multiple Line Keys Per Line . . . . . . . . . . . . . . . . . . . . . . . . 80

Supporting Shared Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

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Locking and Unlocking the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

About Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Changing Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Locking and Unlocking Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Calling and Answering from a Locked Phone . . . . . . . . . . . . . . . . . . . . 84

3 Using the Advanced Features of Your Phone . . . . . . . . . . . 87

Using Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Using Buddy Status Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Updating Your Presence Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Managing Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Updating Your Buddy Status List . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Blocking and Unblocking Contacts from Viewing Your Status . . 94

Monitoring Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Integrating with Microsoft Live Communications Server 2005 . . . . . . 96

Working with a Polycom CMA System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Searching and Dialing from the CMA Directory . . . . . . . . . . . . . . . . . . 98

Using Buddy Status Lists with a CMA System . . . . . . . . . . . . . . . . . . . 99

Inviting People in the CMA Directory to Your

Buddy Status List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Removing Buddies from Your Buddy Status List . . . . . . . . . . . . 102

Seeing Who’s Available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Choosing How You Accept Invitations . . . . . . . . . . . . . . . . . . . . . 105

Accepting and Rejecting Invitations . . . . . . . . . . . . . . . . . . . . . . . . 106

Updating Your Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Dialing Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

About Your Login Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Using the Busy Lamp Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Recording Calls and Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Recording Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Recording Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Pausing and Resuming Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Playing Back Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Browsing Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Playing Back Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Answering a Call While Playing Back Recorded Calls . . . . . . . . . . . . 121

Using the Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Using Navigation Soft Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Using Editing Soft Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Updating Your Phone’s Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Restarting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

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User Guide for the Polycom VVX 1500 Business Media Phone

4 Customizing the Phone Display . . . . . . . . . . . . . . . . . . . . 127

Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Changing the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Changing the Brightness of the Touch Screen . . . . . . . . . . . . . . . . . . . . . . . 129

Changing the Background Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Using One of Your Own Pictures as the Background Picture . . . . . . 132

Displaying Screen Savers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Setting Up Screen Savers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Stopping and Disabling Screen Savers . . . . . . . . . . . . . . . . . . . . . . . . . 135

Using Your Phone as a Picture Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Changing When and How Video Displays . . . . . . . . . . . . . . . . . . . . . . . . . 137

Enabling or Disabling Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Starting and Stopping Near-Site Video During a Call . . . . . . . . . 139

Enabling or Disabling Near-Site Video for All Calls . . . . . . . . . . 139

Changing the Clarity of Near-Site Video . . . . . . . . . . . . . . . . . . . . . . . 141

Changing How You View All Video Calls . . . . . . . . . . . . . . . . . . . . . . 142

Displaying Incoming Video Calls in a Large Window . . . . . . . . 143

Changing How Non-PIP Video Displays . . . . . . . . . . . . . . . . . . . 144

Changing How the PIP Displays . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Setting the Call Rate for Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Changing Power Saving Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Changing Your Office Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Changing Timeouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Changing User Detection Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Safety Notices . . . . . . . . . . . . . . . . . . . . . Safety Notices – 153

Appendix: VVX 1500 Menu System . . . . . . . . Appendix – 159

End-User License Agreement for Polycom

vi Polycom, Inc.

Software

Getting Started with Your Phone

Note

This chapter includes overview information that you may find helpful when you’re just starting to learn about your Polycom phone or when you have experience, but you need a quick refresher.

Your phone can be customized to show only those options used in you r organization. Therefore, there may be options covered in this guide that you cannot access on your phone. To find out more about these options, please talk to your system administrator.

The topics include:

• “Changes to this Guide” on page 2

• “Introducing Phone Components” on page 3

• “Understanding the Phone Keypad” on page 4

• “What Displays on the Touch Screen?” on page 5

• “Navigating Menus, Lists, and Fields” on page 12

• “Entering Data and Editing Fields” on page 14

• “Tips for When You’re in Video Calls” on page 20

• “Cleaning the Touch Screen” on page 20

• “Registering the Phone” on page 21

VVX® 1500 business media

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User Guide for the Polycom VVX 1500 Business Media Phone Changes to this Guide

Changes to this Guide

The following sections have been added to this edition:

• “Choosing Where You Hear Sound Effects” on page 75.

• “Calling and Answering from a Locked Phone” on page 84.

• “Using Buddy Status Lists with a CMA System” on page 99.

• “Updating Your Phone’s Configuration” on page 125.

• “Appendix: Polycom VVX 1500 Business Media Phone Menu System” on

page 159.

The following sections have significant updates in this edition:

• “Phone Icons” on page 9. Several icons that display on the touch screen are

new or updated.

• “Navigating Menus, Lists, and Fields” on page 12. You can now navigate

the touch screen by pressing the touch screen with your finger and dragging your finger up or down (arrow soft keys no longer display on the touch screen).

• “Recording Calls and Conferences” on page 112. The recording icons that

display on the touch screen have been updated.

• “Using the Browser” on page 122. When you’re in the browser, you can

scroll by pressing the touch screen with your finger and dragging your finger up or down, or to the right or left (arrow soft keys no longer display on the touch screen). In addition, the toolbar that displays when you’re in the browser now auto-hides.

• “Changing the Time and Date Display” on page 128. The way the time and

date display has been updated.

2 Polycom, Inc.

Introducing Phone Components Getting Started with Your Phone

Introducing Phone Components

The following figure shows the phone’s primary hardware features.

Feature Description

1 Handset and Cord Provides audio output for calls that use the handset. 2 Speakerphone Provides ringer and hands-free (speakerphone) audio output. 3 Headset Connector Allows you to connect a headset to the phone. 4 USB Connector Allows you to connect a USB flash drive to display pictures on your phone,

5 LED Indicator The LED flashes red to indicate the following:

6 Privacy Shutter Adjuster Opens and closes the privacy shutter. 7 Camera Provides near-site video.

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and to record and play back calls.

• The software is booting

• A message is waiting

• The phone is in power-saving mode (slow-flashing red)

Note: The camera barrel is located directly behind the camera lens. It

adjusts the camera angle.

User Guide for the Polycom VVX 1500 Business Media Phone Understanding the Phone Keypad

Understanding the Phone Keypad

The following figure shows the keys on the phone console.

Key Description

1 Arrow Keys Allow you to:

• Scroll through lists.

• Highlight items before you select them.

• Scroll through active and inactive calls.

Left and Right Arrow Keys

Left Arrow Key Returns to the previous menu.

Right Arrow Key Selects a highlighted item. 2 Select Key Selects a highlighted item. 3 Delete Key Deletes displayed data. 4 Volume Keys Adjusts the volume of the handset, headset, speaker, and ringer. 5 Mute Key Mutes audio transmission locally during calls and conferences. The key glows

6 Video Key Controls the size, position, and transmission of video images. 7 Redial Key Dials the most recently dialed party.

Allow you to:

• Enable and disable fields.

• Scroll through values for a field.

• Position the cursor within text you’re updating.

red when activated.

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What Displays on the Touch Screen? Getting Started with Your Phone

Key Description

8 Transfer Key Transfers the current call to another party. 9 Conference Key Allows connection with another party for a conference. 10 Hold Key Holds an active call or resumes a held call. 11 Do Not Disturb Key Cancels ringing and directs incoming calls to your mailbox. The key glows red

when activated.

12 Headset Key Allows you to place and receive calls through an optionally connected headset.

The key glows green when headset mode is selected.

13 Speakerphone Key Allows for hands-free communication during calls. The key glows green when

speakerphone mode is selected. 14 Applications Key Allows you to access the Web browser. 15 Menu Key Allows you to access local (your phone) and global (your organization) features. 16 Directories Key Allows you to access directories (Contact, Corporate, and CMA) and call lists. 17 Messages Key Allows you to access and manage instant, voice, and video messages. 18 Dialpad Keys Provide the 10 digits, alphabetic characters, and special characters available in

context-sensitive applications.

What Displays on the Touch Screen?

Your phone displays video in two windows: a small picture-in-picture (PIP) window located on the top-right of the touch screen, and a larger window centered in the middle of the touch screen. By default, the near site displays in the PIP, and the far site displays in the window in the center of the touch screen. Information about the call, such as the phone number of the party with whom you’re talking and the duration of the call, appears next to the far site when it is displayed in the window in the center of the touch screen.

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User Guide for the Polycom VVX 1500 Business Media Phone What Displays on the Touch Screen?

The following figure is an example of what displays on the touch screen during a call.

Feature Description

1 Status bar Displays the time and date, the phone’s number, messages, and icons.

The time and date and phone’s number display on the far-right of the status bar, next to the PIP. If there are messages to display (for example, recording, flash drive, or status information), the messages scroll under the time, along with the phone number.

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What Displays on the Touch Screen? Getting Started with Your Phone

Feature Description

1Status bar

(continued)

Icons display along the far-left of the status bar. The following icons can display:

—Messages waiting

—Missed calls

—Do Not Disturb enabled

—USB flash drive attached and idle

—USB flash drive attached and playing back

—USB flash drive attached and recording

—USB flash drive attached and recording paused

—Headset attached

—Login credentials locked

2 Active call window Displays the active call. During a video call, the active call window can display

the near site or the far site.

3 Inactive call group Displays calls on hold, as well as incoming calls that are not immediately

answered.

4 Soft keys Keys on the touch screen that you can tap to access phone functions. The keys

are automatically labeled to identify their context-sensitive functions. 5 Menu key Opens the Main Menu. 6 Line Keys and

Speed Dial Keys

7 Speed Dial Keys Use these keys to activate up to five speed dials that can be assigned to your

Polycom, Inc. 7

See Line Key in this table.

See Speed Dial Keys in this table.

phone. Use a Speed Dial Key to quickly dial a contact.

Speed Dial Keys display

User Guide for the Polycom VVX 1500 Business Media Phone What Displays on the Touch Screen?

Feature Description

8 Line Key

status indicator

9 Line Key Use these keys to activate up to six lines that can be assigned to your phone.

A Line Key can have one of the following status indicators:

• Solid green—A dial tone is available, dialing is in progress, or a call is active.

• Flashing green—An incoming call. Or, the far site has placed a call on hold.

• Solid red—A remote shared line is active, or the buddy associated with the

Speed Dial Key has a status that is either Busy, Offline, or Do Not Disturb.

• Flashing red—Y ou have placed a call (one or more) on hold (on a private or shared line), or the buddy associated with the Speed Dial Key has a status that is Be Right Back, Away, or Out to Lunch.

When the phone is idle, Line Keys display one of the following:

—Registered, private lines

—Registered, shared lines

—Unregistered lines

—Lines that have the Always call forwarding type enabled

—Lines that have Do Not Disturb enabled

Line keys are either blue or green:

• Green—Indicates that the Line Key has an active call or an incoming call. A green Line Key is associated with the calls that currently display on the touch screen (active or inactive).

• Blue—Indicates that the Line Key doesn’t have an active call, or has an incoming call that has been minimized and placed in the inactive call group. The calls associated with a blue Line Key don’t currently display on the touch screen.

10 Picture-in-Picture

window (PIP)

8 Polycom, Inc.

The small window in the corner of the touch screen that displays video. By default, the PIP displays the near site. During a call, you can tap the PIP to toggle it to display the near site or the far site.

What Displays on the Touch Screen? Getting Started with Your Phone

Phone Icons

The following table describes the icons that display on the touch screen.

Call counters only display when the icon appears next to the Line Key.

Icon Description

Buddy Status (Online) Busy Lamp Field (BLF) indicator (line is idle)

Buddy Status (Busy, Do Not Disturb)

Buddy Status (Be Right Back, Away, Out to Lunch)

Buddy Status (Offline) Busy Lamp Field (BLF) indicator (line is busy)

Buddy Status when provisioned by a Polycom Converged Management Application™ (CMA™) system (Available for a call)

Buddy Status when provisioned by a Polycom CMA system (On the phone, but available for a call)

Buddy Status when provisioned by a Polycom CMA system (In a call or not accepting calls)

Buddy Status when provisioned by a Polycom CMA system (Available for a call, but currently idle or away)

Buddy Status when provisioned by a Polycom CMA system (Not available for a call)

Buddy Status when provisioned by a Polycom CMA system (Invited to join your Buddy Status list. No status information is yet available.)

Polycom, Inc. 9

User Guide for the Polycom VVX 1500 Business Media Phone What Displays on the Touch Screen?

Icon Description

Call (audio-only)

Call with Polycom HD Voice

Call (video)

Call (video) with Polycom HD Voice

Call on hold (private line)

Call on hold (shared line)

Call without Polycom HD Voice (private line)

Call (shared line)

Conference call

Do Not Disturb enabled

Forward (Always)

Headset attached

Line (registered, private)

Line (registered, shared)

10 Polycom, Inc.

What Displays on the Touch Screen? Getting Started with Your Phone

Icon Description

Line (unregistered)

Message waiting indicators

Missed calls indicator

Mute applied

Speed Dial Key

USB device attached and idle

USB device attached and playing back

USB device attached and recording

USB device attached and recording paused

Video stopped

Video stopped and audio muted

Polycom, Inc. 11

User Guide for the Polycom VVX 1500 Business Media Phone Navigating Menus, Lists, and Fields

Navigating Menus, Lists, and Fields

To navigate menus, lists, and fields, you can:

• Tap the soft keys on the touch screen

• Tap the menu items, fields, and arrows on the touch screen

• Press the area of the touch screen where a list displays, and then drag your

finger up or down

• Press the keys on the phone console

To operate your phone, follow these tips:

After 40 seconds of inactivity, the menu system automatically exits to the idle screen unless an edit session is in progress.

If you want to ... Then do this ...

Enter the Main Menu

Tap or press .

Return to the idle screen

Tap or press .

Return to the previous menu

Tap the Back soft key or press .

12 Polycom, Inc.

Navigating Menus, Lists, and Fields Getting Started with Your Phone

If you want to ... Then do this ...

Scroll through items Do one of the following:

• Press the area of the touch screen where the list displays, and then drag your finger up (to move down the list) or down (to move up the list).

• Press the area of the touch screen above the blue scrolling indicator bar, and then drag your finger up (to move up the list). Or, press the area of the touch screen below the blue scrolling indicator bar, and then drag your finger down (to move down the list).

(The location of the scrolling indicator bar is shown in the figure below.)

• Tap (to scroll one-by-one) or press (to scroll

continuously) or .

(If you’re in Corporate Directory, you can also tap

Scroll through items page-by-page

Go to the top or bottom of a list

or press or .) As you scroll, a scrolling indicator bar to the right of

the list shows your position in the list:

Press (to Page Up) or (to Page Down).

(If you’re in Corporate Directory, you can also tap

or press or .)

Press the area of the touch screen above or below the scrolling indicator bar.

Highlight items Scroll to the item by tapping (to scroll one-by-one)

or pressing (to scroll continuously)

or .

Polycom, Inc. 13

User Guide for the Polycom VVX 1500 Business Media Phone Entering Data and Editing Fields

If you want to ... Then do this ...

Scroll through values for a field

Select a value for a field From the drop-down list, tap the value. Select an item Do one of the following:

Select a soft key Tap the soft key. View additional soft keys Tap the More soft key. Enable or disable fields Do one of the following:

Tap the field’s highlighted grey box. From the drop-down list, tap (to scroll one -b y -o ne ) or press (to scroll continuously) one of the scroll arrows.

• Tap the item.

• Scroll to the item using or

(so the item is highlighted), and

then tap the item, tap the Select soft key, or press .

• Press the dialpad key that corresponds to the item in the numbered list.

For example, if an item has a number next to it, press the corresponding number on the dialpad.

• Tap the field name, and then tap the field’s highlighted box. From the drop-down list, tap

Enabled or Disabled.

• Scroll to the field using or

, and then press or to

toggle between Enabled or Disabled.

Entering Data and Editing Fields

You can enter data and edit fields in these two ways:

• Using a “keyboard” that displays on the touch screen.

• Using the dialpad keys on the phone console.

14 Polycom, Inc.

Entering Data and Editing Fields Getting Started with Your Phone

Using the Touch Screen Keyboard

You can use the touch screen keyboard to quickly update field information.

To use the touch screen keyboard to update data:

1 To update a field, tap the field.

The keyboard icon, , displays next to the screen title.

The following figure shows the keyboard icon next to the screen title.

2 Tap .

The keyboard displays on the touch screen.

Polycom, Inc. 15

User Guide for the Polycom VVX 1500 Business Media Phone Entering Data and Editing Fields

The following figure shows the keyboard that displays on the touch screen when you update a directory entry.

3 Enter the information. Do the following:

If you want to ... Then do this ...

Enter uppercase (A) characters, lowercase (a) characters, or a combination of uppercase and lowercase characters

1 If a keyboard with characters

2 Tap the abc, ABC, 123, or Abc

3 Using the keyboard on the touch

does not display, tap (on the keyboard).

soft keys to toggle between lowercase, uppercase, numeric, and titlecase modes.

You can also tap or

to toggle between

entering characters in uppercase mode or lowercase mode.

screen, tap the letter(s) you want.

16 Polycom, Inc.

Entering Data and Editing Fields Getting Started with Your Phone

If you want to ... Then do this ...

Enter numbers 1 If a keyboard with numbers does

not display, tap .

2 Using the keyboard on the touch

screen, tap the number(s) you want.

You can also tap the abc, ABC, 123, or Abc soft keys to toggle between lowercase, uppercase, numeric, and titlecase modes.

Enter special characters 1 If a keyboard with special

characters does not display, tap

2 Using the keyboard on the touch

screen, tap the special character(s) you want.

Enter text in a particular character encoding

Enter a URL 1 Tap the URL soft key.

Delete data you entered

Delete an entire field of data Double-tap the field of data, so that

1 Tap the Latin, Katakana,

Unicode, Cyrillic or ASCII soft key to select the encoding you want. The touch screen’s keyboard changes to display the encoding you chose.

2 Using the keyboard on the touch

screen, tap the character(s) you want.

2 Using the keyboard on the touch

screen, tap the character(s) you want. To access numbers and more special characters, tap

Tap .

the data is highlighted. Then, tap

4 To confirm the updates, tap .

Polycom, Inc. 17

User Guide for the Polycom VVX 1500 Business Media Phone Entering Data and Editing Fields

Using the Dialpad Keys on the Phone Console

You can use the keys on your phone console to update field information.

To use the dialpad keys to enter or edit data:

1 Tap a field to select it. 2 Enter the information. Do the following:

If you want to ... Then do this ...

Enter only numbers (1), uppercase (A) characters, lowercase (a) characters, or titlecase (Abc) characters

Do one of the following:

• Press a dialpad key one or more times to enter the characters (in either lowercase or uppercase mode) or number that display on the dialpad key.

or 1 Tap the abc

to toggle between and select uppercase (ABC soft key), numeric (123 soft key), titlecase (Abc soft key), and lowercase (abc soft key) modes. The mode you select displays in the screen title.

2 Press a dialpad key one or more times

to enter the characters or number that display on the key.

For example: If you’re in ABC mode:

— To enter “A,” press once. — T o enter “B,” press two times

— To enter “C,” press three

soft key one or more times

quickly.

times quickly.

— T o enter “2,” press four times

quickly.

If you’re in 123 mode: — To enter “2,” press .

18 Polycom, Inc.

Entering Data and Editing Fields Getting Started with Your Phone

If you want to ... Then do this ...

Enter special characters Do one of the following:

• Press the , , or key on the dialpad one or more times.

(Each key provides a different set of special characters.)

or 1 Tap the ABC, Abc, or 123 soft key so

that you’re in either ABC, Abc, or abc mode. (You can’t access special characters when you’re in 123 mode.) The mode you select displays in the screen title.

2 Press the , , or key

on the dialpad one or more times quickly. (Each key provides a different set of special characters.)

Enter text in a a particular character encoding

Enter a URL 1 Tap the URL soft key.

Delete text you entered

1 Tap the Latin, Katakana, Unicode,

Cyrillic, or ASCII soft key to select the encoding you want.

2 Press a dialpad key one or more times

to enter the character you want.

2 Press a dialpad key one or more times

to enter the number or character you want. T o enter special characters, press

the , , or key on the dialpad one or more times quickly.

(Each key provides a different set of special characters.)

Press or to position the

cursor to the right of the text you want to delete, and then press .

3 Tap the Save soft key.

Polycom, Inc. 19

User Guide for the Polycom VVX 1500 Business Media Phone Tips for When You’re in Video Calls

Tips for When You’re in Video Calls

Use these tips when you’re in a video call or conference:

• Check the near-site video to make sure it’s clear, bright, and sharp. For information on adjusting camera settings, see “Changing the Clarity of

Near-Site Video” on page 141.

• Use the handset or a headset if you’re in an open environment.

• Be aware of latency when speaking.

• Avoid bright lights or windows behind you (backlight). If the camera faces

a window or bright lights, you may have to adjust the camera settings. To adjust camera settings, see “Changing the Clarity of Near-Site Video” on page 141.

• Avoid wearing bright colors, all-light or all-dark clothing, or “busy” patterns (such as small checks or narrow stripes). Light pastels and muted colors look the best on the screen.

• In a conference call, mute your microphone when you’re not speaking, especially in noisy environments.

• Avoid tapping the microphone or rustling papers near the microphone.

• Make sure that you can see and hear the far-site participants.

• Speak in your normal voice without shouting.

• Use natural gestures when you speak.

For the top ten do’s and don’ts for when you’re in a conference call, see Polycom Conference Call Etiquette, available from

http://www.polycom.com/global/documents/products/voice/conferencin g_solutions/conference-call-etiquette.pdf.

Cleaning the Touch Screen

Periodically, you may need to clean the touch screen. Fingerprints tend to show up more on a color display.

Before you clean the touch screen, disable the screen so you don’t activate phone features while you wipe the glass. While the touch screen is disabled, all soft keys are disabled. You can enable the touch screen again by pressing any key on the phone console.

To answer a call while the touch screen is disabled, pick up the handset. Or, to

use the speakerphone, press , and then tap the Answer soft key.

20 Polycom, Inc.

Registering the Phone Getting Started with Your Phone

To clean the touch screen:

1 Tap > Settings > Basic > Screen Clean.

The touch screen is disabled. The message “Touch screen is disabled. Press any key to exit” displays.

2 Wipe the glass with a clean, lint-free cloth. 3 To enable the touch screen again, press any key on the phone console.

Registering the Phone

Generally, your phone will be deployed with multiple other phones. In this case, your system administrator will configure the phone parameters beforehand, so that after you set up your phone, the phone will be registered and ready to use.

If your phone is not part of a large phone deployment, your phone may not be registered after you set it up. Before you use your phone, you or your system administrator will have to register it.

For detailed information on how to register your phone after you install it, see Quick Tip 44011, Registering Standalone Polycom SoundPoint IP/SoundStation IP and Polycom VVX 1500 Phones, available at

http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical _Bulletins_pub.html

Polycom, Inc. 21

User Guide for the Polycom VVX 1500 Business Media Phone Registering the Phone

22 Polycom, Inc.

Using the Basic Features of Your Phone

This chapter shows you how to use the basic features of your Polycom VVX 1500 business media phone. The topics include:

• “Calling and Answering” on page 24

• “While Your Phone Rings” on page 41

• “During Calls” on page 42

• “Changing the Way Calls are Answered” on page 55

• “Working with Call Lists” on page 62

• “Working with Contact Directory” on page 65

• “Working with Corporate Directory” on page 70

• “Controlling What is Heard” on page 73

• “Managing Speed Dials” on page 76

• “Accessing Voice and Video Mail” on page 78

• “Working with Multiple and Shared Lines” on page 79

• “Locking and Unlocking the Phone” on page 81

Polycom, Inc. 23

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

Calling and Answering

Your phone can exchange video with a video endpoint other than a Polycom VVX 1500 business media phone. For a list of compatible endpoints, see your

Note

system administrator.

At any time, only one active call can be in progress on your phone. The active call is the one that has audio or video associated with it. There may be multiple other calls on hold, or in an “Incoming call” or “Ringing” state.

Your phone can handle a maximum of 24 concurrent calls. At most, your phone can handle one active call with 23 calls on hold, or 24 calls on hold.

Your phone displays all active incoming and outgoing calls in a large window in the center of the touch screen. Inactive calls (calls on hold, or incoming calls that you don’t immediately answer) for a particular Line Key display in a row above the soft keys (the “inactive call group”).

The following figure shows one active call and two calls on hold for Line Key

2076.

Your phone distributes incoming calls for lines that have multiple Line Keys evenly across all Line Keys.

The touch screen only displays calls for one Line Key at one time. The calls that currently display on the touch screen are associated with the Line Key that is green.

24 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

To display and access the calls on another Line Key, tap that Line Key. When you tap a Line Key, the first call on hold in the inactive call group for that Line Key will automatically resume.

The number of calls associated with a Line Key is indicated by a counter (for

example, ), on the Line Key.

A Line Key will either be green or blue:

• Green—Indicates that the Line Key has an active call or an incoming call. A green Line Key is associated with the calls that currently display on the touch screen (active or inactive).

Line Keys also have a status indicator (a vertical bar on the far-right of the

Line Key), . The status indicator can be:

Answering Calls

Note

• Solid green—A dial tone is available, dialing is in progress, or a call is active.

• Flashing green—An incoming call.

• Solid red—A remote shared line is active.

• Flashing red—A call (one or more) is on hold.

This section explains the following:

• “Answering Calls” on page 25

• “Placing Calls” on page 30

• “Ending Calls” on page 39

• “Using a Headset” on page 39

If your phone is locked, see “Locking and Unlocking Your Phone” on page83 for information on answering calls when your phone is locked.

By default, all incoming calls display in a window in the center of the touch screen. The Line Key associated with the call glows green, and the Line Key status indicator flashes green. After 10 seconds, the incoming call window is minimized and placed at the bottom of the touch screen, above the soft keys.

Polycom, Inc. 25

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

In addition to the usual incoming call indicators (the incoming call window, green Line Key, and flashing green status indicator), your system administrator can enable your touch screen to flash bright orange when you have an incomin g call. The touch screen will continue to flash until the incoming call window is minimized.

This section explains the following:

• “Answering When Not in Another Call” on page 26

• “Answering When in Another Call” on page 27

• “Answering on a Shared Line” on page 28

• “Answering Calls Automatically” on page 29

Answering When Not in Another Call

When you’re not in another call, you can answer a call in three ways:

• Using the handset

• Using the speakerphone

• Using the headset

In all cases, the active call displays on the touch screen, together with the call duration and who the call is from.

The following figure shows an active video call.

26 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

To answer a call using the handset:

>> Pick up the handset.

To answer a call using the speakerphone:

If your speakerphone doesn’t work, your system administrator may have disabled the speakerphone on your phone. Handle calls using a handset or headset instead.

Note

If your system administrator disables the speakerphone on your phone, “Handsfree mode disabled” appears on the touch screen after you press .

>> With the handset on-hook, do one of the following:

— Tap the incoming call window that displays in the middle of the touch

screen.

(After 10 seconds, the incoming call window is minimized and placed in the inactive call group at the bottom of the touch screen, and you have to tap the Answer soft key to answer it.)

— Tap the Answer soft key.

— Tap the green Line Key with the status indicator that is flashing green.

— Press .

To answer a call using the headset:

>> Do one of the following:

— Press .

— If Headset Memory Mode is activated, tap the Line Key with the status

indicator that is flashing green, or tap the Answer soft key.

Answering When in Another Call

If you have an active call and an incoming call arrives (on the same or a different Line Key), the following happens:

• A call waiting tone beeps.

A “beep” is the default call waiting tone. Your system administrator can change the tone to another sound, or make it silent.

Note

Polycom, Inc. 27

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

• The status indicator on the Line Key associated with the incoming call flashes green.

• The call counter for the Line Key associated with the incoming call increments by one (showing the number of calls associated with the Line Key, including the incoming call).

• Caller information for the incoming call displays in a window in the center of the touch screen, and the Line Key associated with the incoming call glows green. After ten seconds, the window is minimized and placed in the inactive call group, and the Line Key associated with the call glows blue (if there is an active call on another Line Key).

To answer an incoming call when you’re in another call:

>> Tap the Line Key with the status indicator that is flashing green, or tap the

Answer soft key. The original call is automatically placed on hold, and the incoming call becomes the active call.

If you wait more than ten seconds, the incoming call window is minimized and placed in the inactive call group (along the bottom of the touch screen), and the

Note

active call reappears in the window in the center of the touch screen. T o answer the incoming call, tap the Line Key with the status indicator that is flashing green, or tap the Hold soft key to place the active call on hold, and then tap the Answer soft key.

Note

Answering on a Shared Line

To answer an incoming call on a shared line:

>> Tap the Line Key with the status indicator that is flashing green, or tap the

Answer soft key.

After ten seconds, the incoming call window is minimized and placed in the inactive call group (along the bottom of the touch screen). To answer the incoming call, tap the Line Key with the status indicator that is flashing green, or tap the Hold soft key to place an active call on hold, and then tap the Answer soft key.

If you place the call on hold, anyone on another phone configured to use the same shared line can take the call by tapping the Line Key associated with the held call (represented by a flashing red status indicator).

For more information about shared lines, including what you can and cannot do with shared lines, see “Supporting Shared Lines” on page 81.

28 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

Answering Calls Automatically

You can enable the phone to automatically answer a call, so you don’t have to tap a soft key, Line Key, or other key to answer the call. If you enable this feature, the call automatically directs to your speakerphone after a certain number of rings. Your system administrator sets how many times your phone rings before the call is auto-answered.

You can choose to mute the phone’s microphone (so the caller cannot hear you), as well as mute video (so the caller cannot see you), when your phone

automatically answers calls. To unmute the call, press . To

transmit video, see “Customizing Video During Calls” on page 53.

If you enable auto answer and an incoming calls arrives (indicated by a flashing green status indicator on the Line Key) while you’re already in a call, the incoming call will be automatically answered if you end the current call or place it on hold.

To enable your phone to automatically answer calls:

1 Tap > Settings > Basic > Preferences > Auto Answer. 2 From the auto Answer screen, do the following:

— To enable your phone to automatically answer SIP calls, tap

Auto Answer SIP Calls, and then tap the field’s highlighted grey box. From the drop-down list, tap Yes. (The default setting is No.)

— To enable your phone to automatically answer all H.323 calls, tap

Auto Answer H.323 Calls, and then tap the field’s highlighted grey

box. From the drop-down list, tap Yes. (The default setting is No.) (This field only displays if your phone supports the H.323 protocol. For more information, see “Calling Using the H.323 Protocol” on page 37.)

— To mute the microphone for all auto-answered calls (so that the

incoming caller cannot hear you), tap Microphone Mute, and then tap the field’s highlighted grey box. From the drop-down list, tap Yes. (The default setting is Yes.)

— To mute the video when video calls are auto-answered (so that the

incoming caller cannot see you), tap Video Mute, and then tap the field’s highlighted grey box. From the drop-down list, tap Yes. (The default setting is No.)

3 Tap the Save soft key. 4 Tap to return to the idle screen.

Polycom, Inc. 29

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

Placing Calls

• If your phone is locked, see “Locking and Unlocking Your Phone” on page 83 for information on placing calls when your phone is locked.

Note

• Your phone may be set up to handle both SIP and H.323 calls. For more information, see “Calling Using the H.323 Protocol” on page 37.

You can place a call in various ways using your phone:

• Using the handset

• Using the speakerphone

• Using the headset

You can dial the number first, and then choose the method to speak to the other party (handset, speakerphone, or headset), or choose the method first, and then dial the number. You can also place a call by entering a URL or IP address, by dialing from a list or directory, or using the Speed Dial Key or Redial key.

During a call, you can alternate between handset, headset, or speakerphone

modes by picking up the handset, or pressing or . For

example, if you’re using the handset, you can switch to headset mode by

pressing , or switch to speakerphone mode by pressing .

Your phone monitors the duration of all calls through a local call timer. You can view the call timer for the active call and for calls on hold.

30 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

In the following figure, the active call to Jack Jones has lasted for 21 minutes, 19 seconds. The calls to Francois and Catherine have lasted for 8 minutes, 33 seconds and 7 minutes, 1 second respectively.

This section explains the following:

• “Calling by Dialing Numbers, URLs, or IP Addresses” on page 31.

• “Calling from Lists, Directories, and Keys” on page 34.

• “Calling Using the H.323 Protocol” on page 37

Calling by Dialing Numbers, URLs, or IP Addresses

You can dial numbers, URLs, or IP addresses using your handset, speakerphone, or headset.

Calling Using the Handset

You can use the handset to dial a number, URL, or IP address.

Polycom, Inc. 31

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

To dial a number using the handset:

>> Do one of the following:

— Pick up the handset, and then enter the phone number.

Your system administrator sets up your phone to automatically place the call after you enter a certain number of digits. If your phone does not automatically place the

Note

call after you enter a phone number, tap the Send soft key. If the call is placed before you enter all the digits, you have to place the call as

follows: enter the phone number, tap the Dial soft key, and then pick up the handset.

— Enter the phone number, tap the Dial soft key, and then pick up the

handset.

To dial a URL or IP address using the handset:

Note

1 Pick up the handset. 2 Tap the URL soft key. 3 Enter the URL or IP address. (See “Entering Data and Editing Fields” on

page 14.)

4 Tap the Send soft key.

Calling Using the Speakerphone

You can use the speakerphone to dial a number, URL, or IP address.

If your speakerphone does not work, your system administrator may have disabled the speakerphone on your phone. You must handle calls using the handset or a headset.

If your system administrator disables the speakerphone on your phone, “Handsfree mode disabled” appears on the touch screen after you press .

32 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

To dial a number using the speakerphone:

>> With the handset on-hook, do one of the following:

— Tap the New Call soft key or the Line Key, or press to obtain

a dial tone. Then, enter the phone number.

Your system administrator sets up your phone to automatically place the call after you enter a certain number of digits. If your phone does not automatically place the

Note

call after you enter a phone number, tap the Send soft key. If the call is placed before you enter all the digits, you have to place the call as

follows: enter the phone number, and then tap the Dial soft key, the LIne Key, or press

— Enter the phone number, and then tap the Dial soft key, the Line Key,

or press .

To dial a URL or IP address using the speakerphone:

1 Tap the New Call soft key or the Line Key, or press . 2 Tap the URL soft key. 3 Enter the URL or IP address. (See “Entering Data and Editing Fields” on

page 14.)

4 Tap the Send soft key.

Calling Using a Headset

You can use the headset to dial a number, URL, or IP address.

If you frequently use a headset and want to make it the default call path, see

“Enabling Headset Memory Mode” on page 39.

Note

Polycom, Inc. 33

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

To dial a number using the headset:

>> With the optional headset connected, do one of the following:

— Tap the New Call soft key or the Line Key to obtain a dial tone. Then,

press , and then enter the phone number.

Your system administrator sets up your phone to automatically place the call after you enter a certain number of digits. If your phone does not automatically place the

Note

call after you enter a phone number, tap the Send soft key. If the call is placed before you enter all the digits, you have to place the call as

follows: enter the phone number, tap the Dial soft key, and then press

— Enter the phone number, tap the Dial soft key, and then press

To dial a URL or IP address using the headset:

1 Tap the New Call soft key or the Line Key to obtain a dial tone.

2 Press .

3 Tap the URL soft key. 4 Enter the URL or IP address. (See “Entering Data and Editing Fields” on

page 14.)

5 Tap the Send soft key.

Calling from Lists, Directories, and Keys

You can place calls from a call list (missed, placed, or received), directory (local Contact Directory or Corporate Directory), or from a Speed Dial Key or list using your handset, speakerphone, or headset.

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Calling and Answering Using the Basic Features of Your Phone

Calling from Call Lists

You can place calls from your missed, placed, and received call lists.

To place a call from a call list:

1 Display a call list. (See “Viewing Call Lists” on page 63.) 2 From the Received Calls, Missed Calls, or Placed Calls screen, press

or to scroll to the person you want to call, and then

tap the Dial soft key, pick up the handset, or press .

Calling from Directories

You can place calls from your local Contact Directory or Corporate Directory.

To place a call from the local Contact Directory:

Note

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to call. Or, search for

the contact (see “Searching Your Local Contact Directory” on page 65).

3 To place the call, tap the Dial soft key, pick up the handset, or press

To place a call from the Corporate Directory:

1 Tap > Features > Corporate Directory.

The Corporate Directory search screen displays.

If you have enabled your phone to save the results of your last search (or remember the last contact you selected), your previous search results (or the contact), will display instead of a blank search screen. To enable this feature, see

“Saving Corporate Directory Search Results” on page 72.

2 Search for the contact you want to call (see “Searching Corporate

Directory” on page 70).

3 Press or to scroll to the contact, and then tap the Dial

soft key, pick up the handset, or press .

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User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

Calling by Speed Dialing

A contact may not have a speed dial number. T o find out what a contact’s speed dial index number is, or to assign or update a speed dial index number, see

Note

“Updating Your Local Contact Directory” on page 69.

You can quickly “speed dial” a contact by doing one of the following:

• Tapping the contact’s Speed Dial Key.

Not all contacts have a Speed Dial Key. For information on Speed Dial Keys, see “Managing Speed Dials” on page 76.

• Placing a call from the Speed Dial Information screen.

To place a call using speed dial:

>> Do one of the following:

— Tap the contact’s Speed Dial Key.

In the following figure, Speed Dial Keys are assigned to Lauren Gates, Jack Jones, Milton Stone, Teresa Swift, and Z Wong.

36 Polycom, Inc.

Calling and Answering Using the Basic Features of Your Phone

— From the idle screen, press . From the Speed Dial

Information screen, scroll to the contact. Then, tap the contact, pick up

the handset, or press .

(During a call, you cannot access the Speed Dial Information screen

by pressing .)

— If the contact has a speed dial index numbe r that i s equa l to or less t han

99, enter the speed dial index number from the idle screen, and then

press (on the phone console). From the Speed Dial Information

screen, tap the Dial soft key, pick up the handset, or press .

The call is placed.

Calling by Redialling

To redial a number, press . A call to your last placed call is attempted.

Calling Using the H.323 Protocol

Handling calls that use the H.323 protocol is an optional feature that your system administrator enables. Your system may not support it or have an H.323 license. For more information, contact your system administrator.

If your phone supports the H.323 protocol, be aware of the following limitations:

• You cannot forward or transfer H.323 calls.

• You cannot set up forwarding for lines that just use the H.323 protocol.

• You cannot set up shared lines for lines that use the H.323 protocol.

• Y ou cannot place a call by just entering an H.323 name. To place a call using an

H.323 name, use URL-dialing mode and enter the following format for the URL: <H.323 name>@<server name> For example: VVX101@100.100.100.100

Your system administrator can set up your phone so that it can handle calls that use either the SIP or H.323 protocol, or both protocols. Your phone may be set up so that a line can handle one or both protocols.

If your phone can handle calls using both protocols, you may be able to choose the protocol to use before you tap the Dial or Send soft key, or before a call is automatically placed. You may also be able to choose to allow your phone to automatically select the protocol to use.

Polycom, Inc. 37

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

If your phone is set up to handle both protocols, you may be able to choose a protocol before you place a call using one of the following methods:

• Soft key method

Soft keys display to allow you to choose the protocol. Tap the Use SIP,

Use H.323, or Use Auto soft key one or more times to toggle between Use SIP (to place a SIP call), Use H.323 (to place an H.323 call), or Use Auto (to allow your phone to automatically select the protocol to use).

The protocol you select displays in the title bar. Your phone will use the selected protocol for all subsequent calls, unless you select a different protocol.

• Dialog box method

A dialog box displays to allow you to choose the protocol. Tap Use SIP (to place a SIP call) or Use H.323 (to place an H.323 call).

For dual-protocol phones, the protocol displays next to all call IDs, including the call IDs for conference call participants and calls on hold. The following figure shows a SIP call placed to Jack Jones.

When you place calls from call lists or directories, your phone will automatically choose the protocol to use based on the information in the call list or directory. When you set up a contact in your Local Contact Directory, you can specify the protocol the contact uses to handle calls. This allows your phone to automatically use the correct protocol when you dial the contact.

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Calling and Answering Using the Basic Features of Your Phone

Ending Calls

To end a call:

>> Do one of the following:

— Tap the End Call soft key.

— If you’re in handset mode, replace the handset.

— If you’re in speakerphone mode, press .

— If you’re in headset mode, press .

Y our system administrator may have set up your phone so that you can end calls by tapping the Line Key. If your phone is set up to do this, you can end an active call by

Note

tapping the Line Key associated with the call.

Using a Headset

If you use a headset, you can set up your phone so that all calls use your headset. You can also use the hookswitch button on your headset to place, answer, and end calls.

Enabling Headset Memory Mode

For a list of supported headsets, see Technical Bulletin 37477, SoundPoint IP and Polycom VVX 1500 Headset Compatibility List, at

http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical_Bulletins_pu b.html.

This feature is useful for permanent or 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 then activate, Headset Memory Mode. If you switch to handset or speakerphone mode, you deactivate Headset Memory Mode. To switch back to Headset Memory Mode, you must activate it again.

Polycom, Inc. 39

User Guide for the Polycom VVX 1500 Business Media Phone Calling and Answering

To enable Headset Memory Mode:

1 Tap > Settings > Basic > Preferences > Headset >

Headset Memory.

2 From the Headset Memory Mode screen, tap Enabled, and then tap the

Select soft key.

3 To activate Headset Memory Mode, press twice.

All calls will now go to your headset. If you tap the Line Key with the flashing green status indicator or the Answer soft key to receive a call, the call will connect 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.

Using Electronic Hookswitch

For information on supported headsets to provide electronic hookswitch features to place, answer, and end calls, see Technical Bulletin 37477, SoundPoint IP and Polycom VVX 1500 Headset Compatibility List, at

http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical_Bulletins_pu b.html.

If you use a headset that supports electronic hookswitch, you can place, answer, and end calls by pressing the hookswitch button on your headset.

For detailed information about how to use electronic hookswitch, see Technical Bulletin 35150, Using an Electronic Hookswitch with SoundPoint IP and Polycom VVX 1500 Phones, at

http://www.polycom.com/support/voice/soundpoint_ip/VoIP_Technical _Bulletins_pub.html.

40 Polycom, Inc.

While Your Phone Rings Using the Basic Features of Your Phone

While Your Phone Rings

While your phone rings, you can do the following:

• Temporarily ignore the call before answering it. See “Ignoring or Silencing

Incoming Calls” on page 41.

• Terminate the call so you can’t answer it. See “Rejecting Incoming Calls” on page 41.

• Forward the call to another party. See “Forwarding Calls While Your

Phone Rings” on page 42.

Ignoring or Silencing Incoming Calls

Ignore or silence a call to do the following:

• Minimize the incoming call window so it doesn’t display in the large window in the center of the touch screen.

• Stop your phone from ringing.

When you ignore or silence a call, you stop your phone from ringing, but you can still answer the call (the call’s visual notification will still display).

To ignore or silence a call:

>> While your phone rings, tap the Ignore soft key (for private lines) or the

The incoming call window is minimized and your phone stops ringing.

To answer an ignored or silenced call, tap the Answer soft key, or tap the Line key with the flashing green status indicator.

To end an ignored call, tap the Reject soft key.

Rejecting Incoming Calls

Reject a call to stop your phone from ringing and end the call so you can’t answer it. Calls you reject display in your Received Calls list. Rejecting calls is not available for shared lines.

To reject a call:

>> While your phone rings, tap the Reject soft key.

Silence soft key (for shared lines).

The call ends.

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User Guide for the Polycom VVX 1500 Business Media Phone During Calls

Forwarding Calls While Your Phone Rings

Your company’s settings may override this feature. For more information, contact your system administrator.

Call forwarding is not available on shared lines. You cannot forward calls from endpoints that use the H.323 protocol. In addition,

you cannot set up forwarding for lines that only use the H.323 protocol.

You can manually forward a call to another number while your phone rings.

You can also set up your phone to forward all incoming calls to a third party (see “Forwarding All Calls to Another Party” on page 55), or forward calls from a certain contact to another party (see “Diverting Calls from a Contact to

Another Party” on page 58).

To forward an incoming call to another party:

1 While your phone rings, tap the Forward soft key.

During Calls

2 Enter the phone number to forward the incoming call to.

(Your phone displays the last number you forwarded calls to.)

3 Tap the Forward soft key.

The incoming call is forwarded to the other party. If call forwarding is disabled, all future calls will not be forwarded and forwarding will remain disabled.

When you’re in a call, you can do the following:

• Place the call on hold. See “Holding and Resuming Calls” on page 43.

• Transfer the call to another party. See “Transferring Calls” on page 45.

• Set up a conference call with the call you’re in and another party. See

“Setting Up Conference Calls” on page 46.

• Change the way you view video for the call. See “Customizing Video

During Calls” on page 53.

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During Calls Using the Basic Features of Your Phone

Holding and Resuming Calls

To place a call on hold, tap the Hold soft key or press during an

active call. When you place a call on hold, the following happens:

• The hold icon, , will display on the Line Key.

• The Line Key status indicator will flash red.

• The call’s window is minimized and placed in the inactive call group

(above the soft keys). The inactive call window displays “Hold.”

The following figure shows a call on hold. The hold icon, and the flashing red status indicator, display on the Line Key.

Tap the Resume soft key, press again, or tap the Line Key, to retrieve the call.

If you have more than one call on hold, tap the call you want to resume, and then tap the Resume soft key. If you tap the Line Key, the first call in the inactive call group for the Line Key will automatically resume.

The Hold feature typically generates music or a beeping tone. Therefore, avoid placing a conference call on hold.

Note

Polycom, Inc. 43

If you’re in a conference and don’t want anyone to hear you, press

instead of placing the conference on hold.

User Guide for the Polycom VVX 1500 Business Media Phone During Calls

Handling Multiple Calls on Hold

Your phone displays all calls for a Line Key by displaying multiple windows on the screen. The phone only displays the calls for one Line Key at a time.

The active call (if any) displays in a window in the center of the touch screen. Held calls or incoming calls display in minimized windows above the phone’s soft keys (the “inactive call group”). The Line Key associated with the displayed calls is green. The Line Key displays a counter showing the number of calls for the Line Key. If all the calls for a Line Key are inactive, the status indicator for the Line Key glows red. If the Line Key has an active call, the status indicator glows green.

The following figure shows four calls on hold for Line Key 2076.

To select a call on hold, tap the call on hold. New soft keys will display that apply to the selected call. To resume the call, tap the Resume soft key or press

If there are more than three calls on hold, tap or to display

additional calls on hold. You can also press or to select a call on

hold.

To access the calls on another Line Key, tap that Line Key. When you tap a Line Key, the first call on hold in the inactive call group for that Line Key will automatically resume.

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During Calls Using the Basic Features of Your Phone

Transferring Calls

You cannot transfer H.323 calls.

A call can be transferred in one of three ways:

• Consultative—The party to whom you want to transfer the call answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer. You also have the option of transferring the call before the party answers.

— See “Performing a Consultative Transfer” on page 45.

• Blind—The call is automatically transferred after you dial the number of

the party to whom you want to transfer the call. You don’t have the option of talking to the party.

— See “Performing a Blind Transfer” on page 46.

• Attended—Conference call parties are automatically connected to each

other after you exit a conference.

— Set up a conference call and then end your participation. For more

information, see “Ending Conference Calls” on page 50.

By default, when you end a conference, the other conference call participants remain connected. However, your system administrator may set up your phone so that when you end a conference, all connections end.

Performing a Consultative Transfer

Perform a consultative transfer if you want to talk to the party to whom you’re transferring the call. Or, you can choose not to talk to the party. In this case, you wait for the party’s ring-back sound, and then transfer the call.

To perform a consultative transfer:

1 During a call, tap the Transfer soft key or press . The active call is

placed on hold.

2 From the Transfer to: screen, place a call to the party to whom you want

to transfer the call. See “Placing Calls” on page 30.

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User Guide for the Polycom VVX 1500 Business Media Phone During Calls

3 When you hear the ring-back sound, tap the Transfer soft key or press

. If you want to talk privately to the person to whom you’re

transferring the call before the transfer is complete, wait until the person answers the call, talk to the person, and then tap the Transfer soft key or

press .

If you’re using a handset, the transfer can be completed by putting the handset on the cradle.

You can cancel the transfer before the call connects by tapping the Cancel soft key.

Performing a Blind Transfer

When you use a blind transfer, you transfer a call without speaking to the party to whom you’re transferring the call. The call is automatically transferred as soon as you dial the party’s number.

To perform a blind transfer:

1 During a call, tap the Transfer soft key or press . 2 From the Transfer to: screen, tap the Blind soft key. 3 From the Blind transfer to: screen, place a call to the party to whom you

want to transfer the call. See “Placing Calls” on page 30.

If you want to cancel the transfer (before the call is placed), and return to the original call, tap the Cancel soft key.

The call automatically transfers to the party you specified.

Setting Up Conference Calls

By default, you can create a conference with two other parties. Depending on your phone system, you may be able to host a conference with more than two parties. For more information, see your system administrator.

You can create a conference with two other parties using the phone’s local conference feature. During a conference call, your phone can exchange video with only one conference participant (even if more than one participant can send video). The participant with whom you exchange video depends on how you set up the conference. You also have the option of choosing the participant with whom to exchange video.

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During Calls Using the Basic Features of Your Phone

During a conference, you have access to the conference management feature. This feature allows you to manage each participant in the conference call. You can mute, hold, and remove individual participants, as well as choose the conference participant with whom to exchange video. For more information, see “Managing Conference Call Participants” on page 50.

This section provides the following instructions:

• “Hosting Conference Calls” on page 47

• “Holding and Resuming Conference Calls” on page 49

• “Ending Conference Calls” on page 50

• “Splitting Conference Calls into Two Calls on Hold” on page 50

• “Managing Conference Call Participants” on page 50

• “Handling Video During Conference Calls” on page 53

Hosting Conference Calls

Note

Your system administrator configures the maximum number of parties allowed in a conference call. The default value is three (including yourself).

You can set up a conference in one of two ways:

• Using the Conference soft key or . The participant with whom

you will exchange video is the participant you most recently added to the conference (if the party can exchange video).

• Using the Join soft key, if you have an active call and one call on hold (on the same or another Line Key). The participant with whom you will exchange video is the party who was previously on hold (if the party can exchange video).

If the site for which you view video changes to a different site after you set up a conference, the message “Video can only be active with one party at a time” displays.

To choose the participant with whom to exchange video, see “Managing

Conference Call Participants” on page 50.

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User Guide for the Polycom VVX 1500 Business Media Phone During Calls

To set up a conference call using the Conference soft key or dialpad key:

1 Call the first party. See “Placing Calls” on page 30.

2 Tap the Conference soft key or press to create a new call. The

active call is placed on hold.

The Conference with: screen displays.

3 Call the second party. See “Placing Calls” on page 30. 4 When the second party answers, tap the Conference soft key or press

again to join all parties in the conference.

If configured for single key-press conferences, you don’t need to tap the Conference soft key again.

Note

If the second participant can exchange video, you will exchange video with the second participant. If the second participant cannot exchange video, but the first participant can, you will exchange video with the first participant.

The Conference window displays.

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During Calls Using the Basic Features of Your Phone

To set up a conference call with an active call and a call on hold:

You can only set up a conference with an active call and a call on hold if you only have one call on hold. If you have more than one call on hold, you have to set up a

Note

conference using the Conference key or soft key.

>> If you have an active call and a call on hold (either on the same Line Key

or a different Line Key), tap the Join soft key.

The Conference screen displays.

A conference is created with the active call, the call on hold, and yourself. The conference call takes place on the Line Key from which you handled the last active call.

If the participant who was previously on hold can exchange video, you will exchange video with that participant. If the participant who was on hold cannot exchange video, you will exchange video with the other participant.

Holding and Resuming Conference Calls

When you place a conference call on hold, you place all other conference participants on hold.

To place a specific participant on hold, see “Managing Conference Call

Participants” on page 50.

To place a conference call on hold:

>> During a conference call, tap the Hold soft key.

The other participants in the conference call are placed on hold. The Conference window is minimized and placed in the inactive call group.

To resume the conference call, tap the Conference window to make sure it is selected, and then tap the Resume soft key. To end the conference call and place all other conference call participants on hold, tap the Split soft key.

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User Guide for the Polycom VVX 1500 Business Media Phone During Calls

Ending Conference Calls

You can end a conference, and your connection to the other participants, by tapping the End Call soft key. By default, when you tap the End Call soft key, the other participants remain connected.

• Your system administrator may have set up your phone so that you can end active calls by tapping the Line Key. If your phone is set up to do this, you can

Note

end an active conference call by tapping the Line Key associated with the conference call.

• Your system administrator may have set up your phone so that when you tap the End Call soft key, all connections end.

• Conference call participants won’t remain connected if they can’t handle calls using the same protocol.

To end a conference call:

>> During a conference call, tap the End Call soft key.

By default, the other parties remain connected.

Splitting Conference Calls into Two Calls on Hold

When a conference is established, a Split soft key is available. When you split a conference, you end the conference and place all parties on hold. The Split soft key is available during conference calls, and when a conference call is on hold.

To split a conference call:

>> During a conference call, tap the Split soft key. (If a conference call is on

hold, tap the conference call window, and then tap the Split soft key.)

The conference ends, and all calls are split into individual calls and placed on hold.

Managing Conference Call Participants

When you manage conference call participants, you can do the following:

• Mute a participant.

• Place a participant on hold.

• Remove a participant from the conference.

• Obtain information about a participant.

• Choose the participant with whom to exchange video.

50 Polycom, Inc.

During Calls Using the Basic Features of Your Phone

To manage a participant, tap the window of the participant you want to manage. The participant’s window will be highlighted, and the soft keys will update to show Far Mute, Hold, Remove, Information, and Back.

The following figure shows the soft keys that display when you manage a conference call participant (in this case, Jack Jones). If the participant you tapped is not the participant with whom you’re exchanging video, the Select Video soft key also displays.

To manage a conference call:

1 During a conference call, tap the window of the conference call

participant you want to manage.

The soft keys update so you can manage the participant.

You can access the following soft keys:

—Far Mute—Mutes the selected participant. The muted participant can

hear all participants, but no participant can hear the muted participant.

— Select Video—Selects the conference call participant as the “active”

conference participant. This is the participant with whom you will exchange video.

(The Select Video soft key does not display if you’re currently exchanging video with the selected participant, or if the participant is not calling from a video endpoint.)

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User Guide for the Polycom VVX 1500 Business Media Phone During Calls

—Hold—Places a selected conference participant on hold. The held

party cannot hear any participant, and no participant can hear the held party.

— Remove—Removes the selected conference participant from the

conference, ends the conference call, and creates an active call between you and the other participant.

— Information—Provides additional information about the selected

conference participant.

— Back—Displays the conference call soft keys again (Hold, End Call,

Manage, Split, Video).

2 Do one of the following:

— To mute the conference participant, tap the Far Mute soft key.

The muted party can hear all participants, but no participant can hear

the muted party. The far mute icon, , displays in the muted

party’s window.

(If you press instead of tapping the Far Mute soft

key, all other participants can hear each other, but they cannot hear

you. The red mute icon, , displays next to near-site video.)

To un-mute the muted party, tap the UnMute soft key.

— To select the conference participant as the “active” participant (the

participant with whom you will exchange video), tap the Select Video soft key.

— To place the conference participant on hold, tap the Hold soft key.

The held party cannot hear any participant, and no participant can hear the held party.

To return the participant to the conference, tap the Resume soft key.

(If the held party taps the Hold soft key or presses on their

phone, the participant will still be held within the conference even if you tap the Resume soft key.)

To place a conference call on hold, see “Holding and Resuming

Conference Calls” on page 49.

— To remove the conference participant from the conference, tap the

Remove soft key.

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During Calls Using the Basic Features of Your Phone

Handling Video During Conference Calls

During a conference call that includes a video endpoint, you can tap the Video soft key (if you aren’t managing a conference participant) or press

to display soft keys that allow you to start and stop near-site video,

display video on the full screen, or swap the windows that near-site and far-site video display in. For more information, see “Customizing Video

During Calls” on page 53.

Customizing Video During Calls

In addition to customizing video during a call, you can set up your phone to handle video for all calls in specific ways (for example, how to display all incoming video calls, or how to stop the transmission of near-site video for all calls). For more information, see “Changing When and How Video Displays” on page 137.

During a video call, you can:

• Start and stop the transmission of near-site video

• Swap the windows video displays in

• View video on the full screen

To handle video during a call:

1 During a video call, tap the Video soft key or press to display

the soft keys that allow you to access video features. (The Video soft key

is only available when a video call is active. If you press during

an audio-only call, the video soft keys will not display.)

The following video soft keys display:

— Stop Video/Start Video—Starts and stops the transmission of

near-site video. When you tap the Stop Video soft key, the far-site will

no longer see you, and the stop video icon, , displays next to the

near site, in either the PIP or in the larger window in the center of the touch screen.

If you want, you can disable video across all calls, not just for the current call. For information on disabling video for all calls, see “Enabling or Disabling Video” on

Note

Polycom, Inc. 53

page 137. You cannot start and stop far-site video. If your phone receives far-site video, it will

always display it.

User Guide for the Polycom VVX 1500 Business Media Phone During Calls

—Full Screen—Displays the video that is in the center of the screen on

the full screen. The PIP still displays in the corner, but the soft keys are hidden. (Depending on the video endpoint, you may or may not see the black bars.)

Note

To display the site in the center of the touch screen and to access soft keys again, tap the touch screen outside of the PIP. (If you tap the PIP, you will just swap the windows the sites display in.)

You don’t have to access the video soft keys to display video on the full screen. During a video call, tap the window in the center of the touch screen to display the site on the full screen. To display the site in the center of the touch screen again, tap the touch screen outside of the PIP.

—Swap—Switches the windows the sites display in. For example, the

site in the PIP will display in the window in the center of the touch screen, and the site in the window in the center of the touch screen will display in the PIP. When the near site displays in the window in the center of the touch screen, “Local camera” displays next to it.

You don’t have to access the video soft keys to swap the windows the sites display in. During a video call, tap the PIP to swap the windows the sites display in. To swap windows again, tap the PIP again.

If you want, you can set up your phone to automatically display the far site on the full screen. For more information, see “Changing How You View All Video Calls” on page 142.

— Back—Displays the call soft keys again.

For more information on using video and updating video settings, see

“Changing When and How Video Displays” on page 137.

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Changing the Way Calls are Answered Using the Basic Features of Your Phone

Changing the Way Calls are Answered

You can change the way calls are answered by doing the following:

• “Forwarding All Calls to Another Party” on page 55

• “Rejecting Calls from a Contact” on page 58

• “Diverting Calls from a Contact to Another Party” on page 58

• “Temporarily Refusing All Calls (Do Not Disturb)” on page 59

Forwarding All Calls to Another Party

• Your company’s settings may override this feature. For more information, contact your system administrator.

Note

• Call forwarding is not available on shared lines.

• Y ou cannot forward calls from endpoints that use the H.323 protocol. In addition,

you cannot set up forwarding for lines that only use the H.323 protocol.

You can set up your phone to forward all calls to another number. Your phone will forward calls even if you enable the Do Not Disturb feature. (You can also forward calls on a call-by-call basis. For more information, see “Forwarding

Calls While Your Phone Rings” on page 42.)

To forward all calls to another party:

1 Do one of the following:

— Tap > Features > Forward.

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

If your phone is set up with a single line, the Forwarding Type Select screen displays.

If your phone is set up with multiple lines, the Line Select screen displays. Tap the line for which you want to forward calls. The Forwarding Type Select screen displays.

2 From the Forwarding Type Select screen, tap the forwarding type you

want. The options are:

— Always—To forward all incoming calls.

—No Answer—To forward all unanswered incoming calls.

—Busy—To forward calls that arrive when you’re already in a call.

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User Guide for the Polycom VVX 1500 Business Media Phone Changing the Way Calls are Answered

3 Do one of the following:

— If you selected Always, enter a number to forward all future incoming

calls to.

— If you selected No Answer, do the following:

» In the Contact field, enter a number to forward all unanswered

incoming calls to.

» Tap the Forward After Rings field, and then enter how many

rings to wait before forwarding the call (one ring is approximately six seconds). A value of 2 is recommended.

— If you selected Busy, enter a number to forward all future incoming

calls to when you’re already in another call.

Y ou can also enter a URL or an IP address. For more information on using a URL or an IP address, see “Placing Calls” on page 30.

Note

4 Tap the Enable soft key to confirm call forwarding.

If you chose to always forward calls, the Line Key displays the forwarding

icon, , to indicate that the Always forwarding type is enabled. If you

enabled the Busy or No Answer forwarding type, the Line Key icon does not change.

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Changing the Way Calls are Answered Using the Basic Features of Your Phone

The following figure shows Line 2076 with the Always forwarding type enabled.

To disable call forwarding:

1 Do one of the following:

— Tap > Features > Forward.

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

If your phone is set up with a single line, the Forwarding Type Select screen displays.

If your phone is set up with multiple lines, the Line Select screen displays. Tap the line for which you want to disable call forwarding. The Forwarding Type Select screen displays.

2 From the Forwarding Type Select screen, tap the forwarding type you

want to change, and then tap the Disable soft key.

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User Guide for the Polycom VVX 1500 Business Media Phone Changing the Way Calls are Answered

Rejecting Calls from a Contact

You can send all incoming calls from a particular contact to your voice and video mail system. (If you don’t have one set up, the call will still ring on your phone.)

You can’t reject calls on shared lines. You can only silence them. For more information, see “Supporting Shared Lines” on page 81.

Note

To send incoming calls from a contact to your mail system:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose information you want

to update, and then tap the Edit soft key.

3 From the Edit Contact screen, tap the Auto Reject field, and then tap the

field’s highlighted grey box. From the drop-down list, tap Enabled.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

Diverting Calls from a Contact to Another Party

You can transfer all incoming calls from a particular contact to a third party.

You cannot transfer calls from endpoints that use the H.323 protocol.

To divert incoming calls from a contact to a third party:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact for whom you want to transfer

calls.

3 From the Edit Contact screen, do the following:

a Tap the Divert Contact field, and then enter the number of the party

to whom you want to divert the call.

b Tap the Auto Divert field, and then tap the field’s highlighted grey

box. From the drop-down list, tap Enabled.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

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Changing the Way Calls are Answered Using the Basic Features of Your Phone

Tem por ari ly R efusin g Al l Calls (Do Not Disturb)

Do Not Disturb is an optional feature that your system administrator sets up. Your system may not support it. For more information, contact your system administrator.

Note

You can prevent your phone from ringing and displaying an incoming call window.

When you enable Do Not Disturb:

• The Do Not Disturb icon, , displays on the status bar and on each

Line Key.

• The “Do Not Disturb” message scrolls under the time.

• The Do Not Disturb key, , glows red.

• All calls you receive while Do Not Disturb is enabled will be logged in

your Missed Calls list (see “Viewing Call Lists” on page 63). Missed calls

will be identified by the missed call icon, , on the status bar. (If you

have chosen to forward your calls to another number, calls will be sent to that number if you enable the Do Not Disturb feature.)

Enabling Do Not Disturb on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer the call.

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User Guide for the Polycom VVX 1500 Business Media Phone Changing the Way Calls are Answered

The following figure shows the Do Not Disturb icon on the status bar and Line Key, and the “Do Not Disturb” message that scrolls under the time.

Note

To enable Do Not Disturb:

>> Press .

To disable Do Not Disturb:

>> Tap or press .

Multiple Lines and Do Not Disturb

By default, the Do Not Disturb feature applies to all lines on your phone. For more information, contact your system administrator.

Your system administrator can enable your phone so that you can enable

Do Not Disturb on a line-by-line basis. The Do Not Disturb icon, , will

display on each Line Key for which Do Not Disturb is enabled.

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Changing the Way Calls are Answered Using the Basic Features of Your Phone

To enable Do Not Disturb for a particular line:

1 Press .

You can automatically enable or disable Do Not Disturb for all lines. To automatically enable Do Not Disturb for all lines, tap the Set All soft key. To

Note

automatically disable the feature for all lines, tap the Clear All soft key. After you tap the Set All or Clear All soft key, the idle screen displays.

2 From the Line Select screen, tap the line for which you want to apply

Do Not Disturb.

3 From the Do Not Disturb screen, tap the Enable soft key.

The Do Not Disturb icon, , displays on each Line Key for the line you selected.

The following figure shows Do Not Disturb enabled for one line only.

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Call Lists

To disable Do Not Disturb for a particular line:

1 Tap or press .

You can automatically enable or disable Do Not Disturb for all lines. To automatically enable Do Not Disturb for all lines, tap the Set All soft key. To

Note

automatically disable the feature for all lines, tap the Clear All soft key. After you tap the Set All or Clear All soft key, the idle screen displays.

2 From the Line Select screen, tap the line for which you want to disable

Do Not Disturb.

3 From the Do Not Disturb screen, tap the Disable soft key.

Working with Call Lists

Your phone maintains lists of missed, received and placed calls. Each list can hold up to 100 entries.

If you miss one or more calls, the status bar will display an icon, , with

a counter indicating the number of new missed calls you have. To view information about the missed call(s), tap the icon on the touch screen, or navigate (see “Viewing Call Lists” on page 63), to your Missed Calls list. After you view the missed calls, the icon on the touch screen disappears.

The following figure shows the missed calls icon on the touch screen.

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Working with Call Lists Using the Basic Features of Your Phone

Viewing Call Lists

You can access any call list from the Call Lists menu, or you can quickly access missed calls from the idle screen.

To view a call list:

>> Do one of the following:

— Tap > Features > Call Lists > Missed Calls,

Received Calls, or Placed Calls.

— From the idle screen, use these shortcuts:

To view this call list ... Do this ...

Received Calls

Missed Calls

Placed Calls

Press .

• Press . or

• If you haven’t viewed the missed call yet,

tap the missed call icon, , that displays on the status bar on the touch

screen.

Press .

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Call Lists

Managing Call Lists

You can clear all the records in a call list, or just one record. You can also choose a record in a list and return the call, store the call details in your local Contact Directory, or view detailed information about the particular call.

To manage a call list:

1 Tap > Features > Call Lists. 2 From the Call Lists screen, do one of the following:

— To clear the records in a call list, tap Clear, and then tap either

Missed Calls, Received Calls or Placed Calls.

A message displays indicating that the call list is cleared. For example, “Missed Calls Cleared!”

To automatically clear all calls in all call lists, you can restart the phone. See

“Restarting Your Phone” on page 125.

Note

— To view and manage the calls in a call list, tap either Missed Calls,

Received Calls or Placed Calls. Your call list information displays.

Press or to scroll to a call. You can do the following:

— To place the call, tap the Dial soft key.

— To edit the phone number (if necessary) before you place the call or

store the call details in your Contact Directory, tap the Edit soft key.

— To return to the Call Lists menu, tap the Back soft key.

— To remove the call from the list, tap the Clear soft key.

— To store the contact in your local Contact Directory, tap the Save soft

key.

— To view information about the call, such as the phone number, the

time and duration of the call, and the name of the caller, tap the Information soft key.

3 Tap to return to the idle screen.

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Working with Contact Directory Using the Basic Features of Your Phone

Working with Contact Directory

You can store a large number of contacts in your phone’s local Contact Directory. Contact your system administrator for the exact number.

With Contact Directory, you can do the following:

• Dial contacts. See “Calling from Directories” on page 35.

• Search for contacts. See “Searching Your Local Contact Directory” on

page 65.

If you can update Contact Directory, you can also do the following:

• Add contacts manually, from call lists, or from a Corporate Directory. See

“Adding Contacts to Your Local Contact Directory” on page 66

• Update contact information. See “Updating Your Local Contact

Directory” on page 69.

• Delete contacts. See “Deleting Contacts from Your Local Contact

Directory” on page 70.

Searching Your Local Contact Directory

Search for a contact by scrolling through the directory, or entering specific search criteria.

To search for a contact:

1 Do one of the following:

— Tap > Features > Contact Directory.

— Press , and then tap Contact Directory.

2 From the Directory screen, tap the Search soft key. Then, enter the first

few characters of the contact’s first or last name, and then tap the Search soft key again.

The screen displays a list of successful matches.

3 Tap to return to the idle screen.

If a protocol is specified for a contact, the protocol type will display in the directory. For example, if Lauren Gates uses the SIP or H.323 protocol, the directory entry will look like this: Lauren Gates (1951 SIP) or Lauren Gates (1951 H323).

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Contact Directory

Adding Contacts to Your Local Contact Directory

You can add contacts to your local Contact Directory in the following ways:

• Manually (if you have permission to update your local Contact Directory). See “Adding Contacts Manually” on page 66.

• From a call list. “Adding Contacts from Call Lists” on page 69.

• From a Corporate Directory (if this is set up on your phone). See “Adding

Corporate Directory Contacts to Your Local Contact Directory” on

page 71.

Adding Contacts Manually

You can update your local Contact Directory manually, instead of importing contact information from a call list or a Corporate Directory.

To add a contact manually:

Note

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the Add soft key. 3 From the Add To Directory screen, enter the contact information:

Your phone may not display all the following fields. For more informa tion, see your system administrator.

— (Optional.) In the First Name field, enter the first name of the contact

(see “Entering Data and Editing Fields” on page 14).

You can enter a maximum of 32 characters.

— (Optional.) Tap the Last Name field, and then enter the last name of

the contact (see “Entering Data and Editing Fields” on page 14).

You can enter a maximum of 32 characters.

— (Required.) Tap the Contact field, and then enter the contact’s phone

number.

You can enter a maximum of 128 characters. The phone number must be unique, and must not already exist in the directory. If you save an entry with a non-unique phone number, the entry will not be saved.

— (Optional.) Tap the Speed Dial Index field, and then update the speed

dial index number.

The speed dial index number is automatically assigned to the next available index value. If you want, you can change the speed dial index value. The speed dial index value can be any value between the next available number and a maximum value of 9999.

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Working with Contact Directory Using the Basic Features of Your Phone

If you assign a speed dial index number that is already taken, the message “Speed dial index already exists” displays.

Contacts with a speed dial index number can be automatically assigned to a Speed Dial Key for one-touch dialing. For more information, see “Managing Speed Dials” on page 76.

— (Optional.) Tap the Label field, and then enter a label for the contact.

You can enter a maximum of 32 symbols, letters, or numbers.

If you specify a label, the label will be the first item that displays for the contact in the Contact Directory and on the Speed Dial Information screen (before the contact’s first and last names, if specified). The label will also display on the contact’s Speed Dial Key.

In the following figure, the label “Manager” has been assigned to Lauren Gates. As a result, Lauren Gates’ Speed Dial Key displays “Manager” instead of “Lauren Gates.”

— (Optional. This field only displays if your phone supports the H.323

protocol.) Tap the Protocol Type field, and then tap the field’s highlighted grey box. From the drop-down list, tap SIP, H.323, or Unspecified. (The default setting is Unspecified.)

If you select SIP, the phone will attempt to use the SIP protocol to place calls to this contact. “SIP” will display next to the contact on the Directory screen and Speed Dial Information screens.

If you select H.323, the phone will attempt to use the H.323 protocol to place calls to this contact. “H323” will display next to the contact on the Directory screen and Speed Dial Information screens.

If you select Unspecified, the phone will automatically choose the protocol to use to place calls to this contact.

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Contact Directory

— (Optional.) Tap the Ring Type field, and then tap the field’s

highlighted grey box. From the drop-down list, tap the ring type you want to use for the contact.

— (Optional.) Tap the Divert Contact field, and then enter the phone

number of the third party to which you want this contact’s calls sent.

You can enter a maximum of 32 characters.

— (Optional.) Tap the Auto Reject field, and then tap the field’s

highlighted grey box. From the drop-down list, tap Enabled or Disabled. (The default setting is Disabled.)

If you set the Auto Reject field to enabled, each time the contact calls, the call will be directed to your mail system (if one is set up).

If you don’t have a mail system set up, enabling the Auto Reject field will have no effect. Each time the contact calls, your phone will ring (unless you choose to divert

Note

the contact’s calls, or enable call forwarding or Do Not Disturb on your phone).

— (Optional.) Tap the Auto Divert field, and then tap the field’s

highlighted grey box. From the drop-down list, tap Enabled or Disabled. (The default setting is Disabled.)

If you set the Auto Divert field to enabled, each time the contact calls, the call will be directed to the third party you specified in the Divert Contact field.

— (Optional.) Tap the Watch Buddy field, and then tap the field’s

highlighted grey box. From the drop-down list, tap Enabled or Disabled. (The default setting is Disabled.)

If you set the Watch Buddy field to enabled, you can monitor the contact’s status. For more information on monitoring status, see

“Using Buddy Status Lists” on page 91.

— (Optional.) Tap the Block Buddy field, and then tap the field’s

highlighted grey box. From the drop-down list, tap Enabled or Disabled. (The default setting is Disabled.)

If you set the Block Buddy field to enabled, the contact cannot monitor your status. For more information on monitoring status, see

“Using Buddy Status Lists” on page 91.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

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Working with Contact Directory Using the Basic Features of Your Phone

Adding Contacts from Call Lists

You can save call information from a call list to your local Contact Directory. The contact’s first and last names (if available) and contact number are saved.

To add a contact from a call list:

1 Display a call list. (See “Viewing Call Lists” on page 63.)

2 Press or to scroll to the call you want to save to your

local Contact Directory, and then tap the Save soft key.

The message “Saved” displays.

If the contact already exists in your local Contact Directory, “Contact already exists” displays.

3 Tap to return to the idle screen.

You may want to go to the Contact Directory to see if the contact was saved correctly and to add any missing contact information. To find a contact in your

Note

Contact Directory, see “Searching Your Local Contact Directory” on page65. To update missing contact information, see “Adding Contacts Manually” on page 66 (step 3).

Updating Your Local Contact Directory

You can update information for contacts in your local Contact Directory.

To update a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose information you want

to update. Or, search for the contact (see “Searching Your Local Contact

Directory” on page 65).

3 Tap the Edit soft key. 4 From the Edit Contact screen, update the contact information.

For information on the fields you can update, see “Adding Contacts

Manually” on page 66 (step 3).

5 Tap the Save soft key. 6 Tap to return to the idle screen.

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Corporate Directory

Deleting Contacts from Your Local Contact Directory

You can delete contacts from your local Contact Directory.

To delete a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to delete. Or, search

for the contact (see “Searching Your Local Contact Directory” on page 65).

3 Tap the Delete soft key.

The contact is deleted from the directory.

4 Tap to return to the idle screen.

Working with Corporate Directory

If your system administrator sets up Corporate Directory on your phone, you may have read-only access to portions of your Corporate Directory. You cannot update the contacts in your Corporate Directory. Your system administrator determines which contacts you can see.

From Corporate Directory, you can do the following:

• Dial contacts. See “Calling from Directories” on page 35.

• Search for contacts. See “Searching Corporate Directory” on page 70.

• Add contacts to your local Contact Directory. See “Adding Corporate

Directory Contacts to Your Local Contact Directory” on page 71.

Searching Corporate Directory

When you access Corporate Directory, a search screen displays so you can search for a specific contact. You can perform a quick search or an advanced search.

Each time you access Corporate Directory, the search screen displays, unless you enable your phone to remember the last search you performed or the last person

Note

you selected. To enable this feature, see “Saving Corporate Directory Search

Results” on page 72.

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Working with Corporate Directory Using the Basic Features of Your Phone

To search for a contact in the Corporate Directory:

1 Do one of the following:

— Tap > Features > Corporate Directory.

— Press , and then tap Corporate Directory.

The Corporate Directory search screen displays.

If you have enabled your phone to save the results of your last search (or remember the last contact you selected), your previous search results (or the

Note

contact), will display instead of a blank search screen. To enable this feature, see

“Saving Corporate Directory Search Results” on page 72.

2 From the Corporate Directory search screen, perform a quick search or an

advanced search.

A quick search allows you to search using the contact’s last name (if the directory is alphabetized by last name) or first name (if the directory is alphabetized by first name). An advanced search uses any combination of the contact’s first and last names, phone numbers, address, and title.

Do one of the following:

— To perform a quick search, in the Search box, enter the first few

characters of the contact’s first or last name (depending on how the directory is organized), and then tap the Submit soft key. The screen displays a list of contacts, starting with any successful matches.

— To perform an advanced search, tap the AdvFind soft key. From the

Advanced Find screen, enter your search criteria, and then tap the Submit soft key. The screen displays any successful matches.

If you want to erase all your search criteria and enter new criteria before you submit your search, tap the Clear soft key.

Note

3 Tap to return to the idle screen.

Adding Corporate Directory Contacts to Your Local Contact Directory

You can save any contact listed in your Corporate Directory to your local Contact Directory. The contact’s first and last names (if available) and contact number are saved.

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User Guide for the Polycom VVX 1500 Business Media Phone Working with Corporate Directory

To add a contact to your local Contact Directory:

1 Tap > Features > Corporate Directory.

The Corporate Directory search screen displays.

If you have enabled your phone to save the results of your last search (or remember the last contact you selected), your previous search results (or the

Note

contact), will display instead of a blank search screen. To enable this feature, see

“Saving Corporate Directory Search Results” on page 72.

2 Search for the contact. (See “Searching Corporate Directory” on page 70.) 3 Tap the contact’s entry. 4 From the Contact screen, tap the Save soft key to save the contact to the

local Contact Directory.

“Saved” displays on the screen. Only the first name, last name, and phone number are saved.

If the contact already exists in your local Contact Directory, “Contact already exists” displays.

5 Tap to return to the idle screen.

You may want to go to the Contact Directory to see if the contact was saved correctly and to add any missing contact information. To find a contact in your

Note

Contact Directory, see “Searching Your Local Contact Directory” on page65. To update missing contact information, see “Adding Contacts Manually” on page 66 (step 3).

Saving Corporate Directory Search Results

You can enable your phone to save Corporate Directory search results, and to remember the last person you viewed in the directory. Whenever you re-display Corporate Directory, the results of your last search, or the last person you selected, will display. If you don’t enable your phone to save search results, each time you access Corporate Directory, a blank search screen will display.

To save Corporate Directory search results:

1 Tap > Settings > Basic > Preferences >

Corporate Directory > View Persistency.

2 Tap Enabled, and then tap the Select soft key. 3 To save the new setting, tap the Back soft key.

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Controlling What is Heard Using the Basic Features of Your Phone

To view a blank search screen again:

1 Tap > Settings > Basic > Preferences >

Corporate Directory > View Persistency.

2 Tap Disabled, and then tap the Select soft key. 3 To save the new setting, tap the Back soft key.

Controlling What is Heard

You can change what you hear by doing the following:

• “Changing the Ring Tone” on page 73

• “Changing the Speaker Volume” on page 74

• “Changing the Ringer Volume” on page 74

• “Muting the Microphone” on page 75

• “Choosing Where You Hear Sound Effects” on page 75

Changing the Ring Tone

You can select from many different ring types to distinguish lines or to distinguish your phone from your neighbor’s phone. You can also set distinctive incoming ring tones for contacts in your local directory so you can identify callers when your phone rings.

Changing the Ring Tone for Your Phone

You can choose a distinctive ring tone for your phone to identify it when it rings. Or, you can choose distinctive ring tones for different lines on your phone.

To select a ring tone for your phone or a specific line:

1 Tap > Settings > Basic > Ring Type.

The Ring Type screen displays.

(If multiple lines are configured on your phone, the Line Select screen displays instead, and you have to select the line to which to apply the ring type. Then, the Ring Type screen displays.)

2 From the Ring Type screen, tap the ring type you want, and then tap the

Select soft key. To hear the ring type before you change it, tap the Play soft key.

The default ring type is Low Trill.

3 Tap to return to the idle screen.

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User Guide for the Polycom VVX 1500 Business Media Phone Controlling What is Heard

Setting Ring Tones for Contacts

Your company’s settings may override this feature. For more information, contact your system administrator.

Note

You can set a distinctive ring tone for each contact in your Contact Directory so you can distinguish callers.

To set a distinctive ring tone for a contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact for whom you want to assign a

distinctive ring tone, and then tap the Edit soft key.

3 From the Edit Contact screen, tap the Ring Type field, and then tap the

field’s highlighted grey box. From the drop-down list, tap the ring type you want to assign to the contact.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

Changing the Speaker Volume

You can change the volume of what you hear during a call.

To adjust the speaker volume:

>> During a call, press either or to lower or raise the

speaker volume.

To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, but your system administrator can change this. Speakerphone volume settings will be maintained across calls.

Changing the Ringer Volume

You can change the volume of your phone’s ring tone.

To adjust the ringer volume:

>> When your phone is idle, press either or to lower or

raise the ringer volume.

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Controlling What is Heard Using the Basic Features of Your Phone

Muting the Microphone

Mute the microphone so that the other party (or parties) cannot hear you. Microphone Mute applies to all modes (handset, headset, and speakerphone). You can still hear all other parties while mute is enabled.

To mute the microphone:

>> During a call (including a conference call), press .

The Mute key, , glows red, and displays next to

near-site video. The other party (or parties) cannot hear you.

To turn off Microphone Mute:

>> Press again.

The red light behind the Mute key, , turns off, and no

longer displays next to near-site video.The other party (or parties) can hear you.

Choosing Where You Hear Sound Effects

You can choose whether you hear sound effects (all phone sounds except call audio) from the handset, headset, or speaker. For example, you can configure your phone to ring on your headset, instead of the speaker. By default, all sound effects are heard from the speaker.

To choose where you hear sound effects:

1 Tap > Settings > Basic > Preferences > Audible Ringer. 2 From the Audible Ringer screen, select where you want to hear sound

effects:

— To hear sound effects only from the phone’s loudspeaker, select

Speaker.

— To hear sound effects only from the handset, select Handset.

— To hear sound effects only from the headset, select Headset.

— To hear sound effects only from the device you’re currently using to

hear call audio, select Active.

The default destination is Speaker.

3 Tap to return to the idle screen.

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User Guide for the Polycom VVX 1500 Business Media Phone Managing Speed Dials

Managing Speed Dials

You can associate contacts with Speed Dial Keys for single touch dialing of

frequently used numbers. Speed Dial Keys display .

The following figure shows a phone with two Line Keys (2076 and 1948), and four Speed Dial Keys (assigned to Lauren Gates, Jack Jones, Milton Stone, and Teresa Swift).

When a new entry is added to the Contact Directory, it is automatically assigned a speed dial index number, as well as the next available position under the Line Key(s). The phone populates all available positions with the contacts that have the lowest speed dial index numbers.

Speed Dial Keys display consecutively according to the speed dial index number (the lowest speed dial index number displays first). To re-order Speed Dial Keys, see “Updating Speed Dial Keys” on page 77.

For information on assigning or updating speed dial index numbers, see

“Updating Your Local Contact Directory” on page 69. For information on

placing calls using speed dials, see “Calling by Speed Dialing” on page 36.

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Managing Speed Dials Using the Basic Features of Your Phone

Adding Speed Dial Keys

Each time you add a contact to your Contact Directory, a speed dial index number is automatically assigned to the contact. If a position is available under the Line Key(s), the contact is automatically assigned to it, and you can place a call to the contact by tapping the Speed Dial Key.

To assign a new Speed Dial Key:

1 Tap > Features > Contact Directory. 2 Tap the Add soft key. 3 Add contact information for the new contact (see “Adding Contacts to

Your Local Contact Directory” on page 66).

The speed dial index can be any unused value between the next available number and a maximum value of 9999. If you assign a speed dial index number that is already taken, the message “Speed dial index already exists” displays.

Polycom recommends that you assign speed dial index values consecutively. For example, if you assign the third position to the speed dial index value “2,” assign

the fourth position to the speed dial index value “3.”

4 Tap the Save soft key. 5 Tap to return to the idle screen.

Updating Speed Dial Keys

Update a Speed Dial Key to remove or re-order the Speed Dial Keys on your phone. You update a Speed Dial Key by updating a contact’s speed dial index number. If you delete a speed dial index number for a contact, the contact’s Speed Dial Key is replaced by the contact who has the closest speed dial index number.

To update a speed dial index for an existing contact:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact whose speed dial index you

want to update, and then tap the Edit soft key.

3 From the Edit Contact screen, tap the Speed Dial Index field, and then

enter or update the speed dial index number.

The speed dial index can be any value between the next available index value and a maximum value of 9999.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

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User Guide for the Polycom VVX 1500 Business Media Phone Accessing Voice and Video Mail

Accessing Voice and Video Mail

• Voice and video mail is an optional feature that your system administrator sets up. Your system may not support it.

Note

• Screen options may vary with your application. Voice/video mail may be accessible with a single key press.

You can access voice and video mail messages from your phone. Your mail is saved in a centralized location.

Your phone may indicate mail by the following:

• An icon, , on the status bar. The icon has a counter indicating the

number of messages you haven’t heard yet.

• An icon, , next to the Line Key.

• A fast flashing LED indicator.

• An audible alert (if your phone is on-hook).

You can temporarily remove all message indicators by accessing the Messages screen and tapping the Clear soft key. After a period of time (about two hours), the message indicators will display again.

To access voice or video messages:

1 Do one of the following:

— To review new messages, tap > Message Center.

— To review old messages, tap > Features > Messages >

Message Center. Or, press , and then tap Message Center.

The Messages screen displays.

(If multiple lines are set up on your phone, the Line Select screen displays instead, and you have to tap the line for which to listen to messages. Then, the Messages screen displays.)

2 From the Messages screen, tap the Connect soft key, and then follow the

voice or visual prompts on the screen.

(If you want to temporarily clear all message indicators without listening to your mail, tap the Clear soft key.)

3 Tap to return to the idle screen.

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Working with Multiple and Shared Lines Using the Basic Features of Your Phone

Working with Multiple and Shared Lines

Your system administrator can customize your phone so that you have more than one Line Key. Your phone can also share a line with another phone.

Supporting Multiple Lines

Your phone can support up to six different lines. Lines are assigned to the Line Keys on your phone. Typically, the top-most Line Key is reserved for the principal directory number (DN) of the phone.

When the phone is idle, Line Keys can display the following icons. (For information on icons that display when the phone has a call, see “Phone Icons” on page 9.)

Line Key Icon Displays for ...

Registered, private lines.

Registered, shared lines.

Unregistered lines.

Lines that have the Always call forwarding type enabled.

Lines that have Do Not Disturb enabled.

Your phone can handle a maximum of 24 calls, distributed across all lines. If your phone has two lines, and one line has 24 calls, your phone cannot accept any other calls.

You can set up any available key (that is, one that is not assigned to a line) as

a Speed Dial Key. Speed Dial Keys display .

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The following figure shows a phone set up with one phone line (2076). Since one Line Key is taken, there are five keys available that you can assign as Speed Dial Keys. In this example, five Speed Dial Keys are set up.

Supporting Multiple Line Keys Per Line

Your system administrator can assign each phone line to a single Line Key, or to multiple Line Keys.

Incoming and outgoing calls for a phone line will be distributed evenly across all Line Keys that are assigned to the phone line. For example, if you have two Line Keys set up as 1952, and you have an active call for 1952 on the first Line Key, an incoming call for 1952 will go to the second Line Key.

Your phone can be set up to have a combination of lines with a single Line Key and lines with multiple Line Keys.

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Locking and Unlocking the Phone Using the Basic Features of Your Phone

Supporting Shared Lines

Shared lines is an optional feature and may not be supported on your particular system. For more information, contact your system administrator.

Note

Call Forwarding is not available on shared lines.In addition, you cannot set up shared lines for lines that use the H.323 protocol.

Note

Enabling Do Not Disturb on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer the call.

Your system administrator can set up your phone to support shared lines. If two phones share a line, an incoming call to that number will cause both phones to ring. The call can be answered on either phone, but not on both. Calls on shared lines can be transferred, placed on hold, or added to a conference.

If you have an incoming call on a shared line, you can tap the Silence soft key to stop your phone from ringing. The call’s visual notification will still display.

The following table shows the Line Key icons and status indicators that display for shared lines.

Line Key Icon Shared Line Status Line Key Status Indicator

Idle (No indicator)

Active call Solid red

Call or calls on hold Flashing red

Locking and Unlocking the Phone

• Locking your phone is a feature that your system may not support. For more information, see your system administrator.

Note

• Your system administrator can set up your phone to automatically lock if the phone hasn’t been used for a certain period of time, as well as block the phone’s browser while the phone is locked.

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User Guide for the Polycom VVX 1500 Business Media Phone Locking and Unlocking the Phone

Lock your phone to do the following:

• Prevent unauthorized outgoing calls.

• Allow only authorized people to answer calls.

• Prevent people from viewing or modifying phone displays or information

(for example, menus, directory lists, call records, and Speed Dial Keys).

When your phone is locked:

• You can only make an outgoing call to a number from a list of authorized numbers.

• You have to enter a password to answer incoming calls.

• All keys and soft keys are disabled, except those that allow you to unlock

the phone, make an authorized call, redial a number, or view the browser (if enabled).

You unlock the phone by entering your user password. If your phone restarts for any reason while it is locked, it will be locked when the phone starts up again (unless your phone is configured to start up unlocked).

When your phone is locked, the messages “The phone is locked” and “Authorized calls only” scroll on the status bar. Messages that displayed before the phone was locked don’t display.

About Your User Password

You are assigned a user password so you can answer calls from your locked phone and unlock the phone. By default, your user password is 123. You can change your user password at any time.

To change your user password, you need to enter the administrator password. For more information, see your system administrator.

Note

Changing Your User Password

By default, your user password is 123. Change your user password so it’s unique to your phone.

To change your user password:

1 Tap > Settings > Advanced. 2 From the Password screen, enter the administrator password, and then

tap the Enter soft key.

3 From the Advanced screen, select Change User Password. 4 From the Change User Password screen, enter your password

information, and then tap the Enter soft key.

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Locking and Unlocking the Phone Using the Basic Features of Your Phone

Locking and Unlocking Your Phone

You can choose how you want your phone to handle incoming calls when it is locked. If you set up your phone to allow incoming calls when it is locked (the default setting), incoming calls will ring on your phone, and you can answer calls by entering your user password. If you set up your phone to ignore incoming calls, Do Not Disturb will be applied to all lines on your phone, and your phone will not ring.

To lock your phone:

1 Tap > Settings > Basic > Lock Phone. 2 From the Lock Phone screen, select how you want incoming calls handled

when your phone is locked.

— Allow ringing when locked—Select this option if you want your

phone to ring when you have an incoming call. If you choose this option, you can answer a call by entering your password.

— DND when locked—Select this option if you don’t want your phone

to ring. You won’t have the option to answer incoming calls. All incoming calls will go to your mail system (if enabled) and display in your Missed Calls list.

Note

The default setting is Allow ringing when locked.

Enabling DND when locked on shared lines disables ringing only. You will still see a visual notification of the call and have the option to answer it.

3 Tap the Lock soft key.

Your phone is locked.

Your phone may be set up so that you can quickly lock it by tapping the Lock soft key from the idle screen. If you do this, however, you cannot choose how to handle incoming calls. Your phone will use the default setting (Allow ringing when locked), or the last setting you selected.

To unlock your phone:

1 From the idle screen, tap the Unlock soft key. 2 From the Unlock the Phone screen, enter your password, and then tap the

Enter soft key.

(For information on your user password, including what to do if you forget your user password, see “About Your User Password” on page 82.)

The phone unlocks.

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User Guide for the Polycom VVX 1500 Business Media Phone Locking and Unlocking the Phone

Calling and Answering from a Locked Phone

From a locked phone, anyone can dial the standard emergency number (for example, 911), and up to five authorized numbers that an administrator can set up. You cannot call any other numbers from a locked phone.

If you set up your phone so you can answer incoming calls when your phone is locked, you can answer calls by entering your user password.

To call an authorized number from a locked phone:

>> Do one of the following:

— Tap the New Call soft key. From the Place an Authorized Call screen,

select the number you want to call, and then tap the Dial soft key.

The following figure shows an example of the Place an Authorized Call screen.

— Place a call to an authorized number by using the handset, headset, or

speakerphone. For information on using the handset, headset, or speakerphone to place a call, see “Placing Calls” on page 30.

If you try to place a call to an unauthorized number, the message “Unauthorized number” displays. (To view a list of authorized numbers that you can call, tap the New Call soft key from the idle screen when your phone is locked.)

The call is placed.

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Locking and Unlocking the Phone Using the Basic Features of Your Phone

To answer a call on a locked phone:

1 While the phone rings, tap the Answer soft key. 2 From the Answer the Call screen, enter your password, and then tap the

Enter soft key.

(If you press the Cancel soft key instead, the Answer the Call screen disappears and the incoming call window displays again.)

(For information on your user password, including what to do if you forget your user password, see “About Your User Password” on page 82.)

The call connects.

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User Guide for the Polycom VVX 1500 Business Media Phone Locking and Unlocking the Phone

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Using the Advanced Features of Your Phone

This chapter shows you how to use the advanced features of your Polycom VVX 1500 business media phone. The topics include:

• “Using Instant Messaging” on page 87

• “Using Buddy Status Lists” on page 91

• “Working with a Polycom CMA System” on page 97

• “Using the Busy Lamp Field” on page 111

• “Recording Calls and Conferences” on page 112

• “Playing Back Recorded Calls” on page 118

• “Using the Browser” on page 122

• “Updating Your Phone’s Configuration” on page 125

• “Restarting Your Phone” on page 125

Using Instant Messaging

Instant messaging is an optional feature that your system administrator enables. Your system may not support it.

Screen options may vary with your application.

You can send and receive instant messages using your phone. Instant messaging is supported in real-time.

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User Guide for the Polycom VVX 1500 Business Media Phone Using Instant Messaging

Your phone may indicate instant messages by the following:

• An icon, , on the status bar. The icon has a counter indicating the

number of unviewed messages you have.

• An icon, , next to the Line Key.

• A fast flashing LED indicator.

• An audible alert (if your phone is on-hook).

Reading and Managing Instant Messages

Messages display in the order they are received (the first message received displays first).

To read instant messages:

1 Do one of the following :

— Tap > Instant Messages.

— Tap > Features > Messages > Instant Messages.

— Press , and then tap Instant Messages.

The Instant Messages screen displays.

(If multiple lines are configured on your phone, the Line Select screen displays instead, and you have to select the line to retrieve messages from. Then, the Instant Messages screen displays.)

2 From the Instant Messages screen, you can do the following:

— To view a specific message, tap the Next or Previous soft key. The first

message received displays first.

— To create a new message, tap the New soft key (see “Sending Instant

Messages” on page 89).

— To reply to the message, tap the Reply soft key (see “Sending Instant

Messages” on page 89, step 3).

— To delete the message, tap the Delete soft key.

3 Tap to return to the idle screen.

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Using Instant Messaging Using the Advanced Features of Your Phone

Sending Instant Messages

When you send a message, you can either select a message from a preset list of short messages (for example, “Call me“ and “Can’t chat now”), or you can use the dialpad to enter a custom message.

To send an instant message:

• Screen options may vary with your application.

• Instant messaging may be accessible with a single key press. Contact your

system administrator about this option.

1 Do one of the following:

— Tap > Instant Messages.

— Tap > Features > Messages > Instant Messages.

— Press , and then tap Instant Messages.

The Instant Messages screen displays.

(If multiple lines are configured on your phone, the Line Select screen displays instead, and you have to select the line to send the message from. Then, the Instant Messages screen displays.)

2 From the Instant Messages screen, tap the New soft key, enter the phone

number, URL, or IP address to send the message to, and then tap the Ok soft key.

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User Guide for the Polycom VVX 1500 Business Media Phone Using Instant Messaging

The phone number, URL, or IP address you entered displays on the screen.

3 Do one of the following:

— To choose a pre-scripted message, tap the Select soft key. From the

Message Select screen, tap the message you want.

— To compose a custom message, tap the Edit soft key, and then enter

your message. (For information on entering data, see “Entering Data

and Editing Fields” on page 14.)

4 Tap the Send soft key. 5 Tap to return to the idle screen.

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Using Buddy Status Lists Using the Advanced Features of Your Phone

Using Buddy Status Lists

• Monitoring the status (presence) of contacts is an optional feature that your system administrator enables. Your system may not support it. For more information, contact your system administrator.

• If your phone is provisioned by a Polycom Application™ (CMA™) system, your phone handles presence and Buddy Status lists differently than what is described in this section. For information on monitoring the status of CMA contacts, see “Using Buddy Status Lists with a

CMA System” on page 99.

A Buddy Status list is a list of users/devices whose status, or “presence,” you can monitor. Users update their presence setting (for example, “Be right back,” “Out to lunch,” or “Busy”), and you can view their status in real time from your phone’s Buddy Status screen, or from the idle screen (if your buddy has a Speed Dial Key on your phone). If you like, you can block others from monitoring your status.

Converged Management

Your phone can “watch” the status of up to eight other phones. These phones form your “Buddy Status list.” Your phone can be monitored by up to eight other phones.

Depending on the types of phones you monitor, and how they are configured, you may be able to monitor up to 48 buddies.

If your phone is configured to work with Microsoft Office Live Communications Server 2005, the behavior of presence settings and Buddy Status lists is different. For more information, see “Integrating with

Microsoft Live Communications Server 2005” on page 96, or contact your

system administrator.

Updating Your Presence Settings

Your presence setting indicates your status (either online, busy, be right back, away, out to lunch, offline, or do not disturb). Update your presence setting so that other users can monitor your status from their phones.

When you select a presence setting (other than online), the setting scrolls under the time display on the status bar on your phone.

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User Guide for the Polycom VVX 1500 Business Media Phone Using Buddy Status Lists

To update your presence settings:

1 Do one of the following:

— From the idle screen, tap the My Status soft key.

— Tap > Features > Presence > My Status.

2 From the My Status screen, tap the status you want, and then tap the

Select soft key.

This affects information sent to phones watching you. Presence information will also be sent to watching phones when you go off-hook or enable Do Not Disturb.

3 Tap to return to the idle screen.

The status you selected displays on the status bar (unless you selected Online).

The following figure shows what the touch screen looks like when you assign a presence status (in this case, “Busy”). If you assign the status “Online” (the default status), the presence status doesn’t display on the screen.

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Using Buddy Status Lists Using the Advanced Features of Your Phone

Managing Buddies

Manage your buddies by selecting the contacts whose presence you want to monitor. These contacts form your Buddy Status list. You add contacts to your Buddy Status list from your local Contact Directory.

When you select a buddy, a Speed Dial Key is automatically assigned to the buddy (if one is available), and the Speed Dial Key will display the buddy’s status. If the contact you choose as a buddy already has a Speed Dial Key, the contact’s Speed Dial Key will display the buddy’s status.

If your call server is Microsoft Live Communications Server 2005, see “Integrating

with Microsoft Live Communications Server 2005” on page 96.

Updating Your Buddy Status List

Update your Buddy Status list by updating the contacts in your local Contact Directory.

To update your Buddy Status list:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to start or stop

monitoring, and then tap the Edit soft key.

3 From the Edit Contact screen, tap the Watch Buddy field, and then tap

the field’s highlighted grey box. From the drop-down list, tap Enabled or Disabled.

When Watch Buddy is enabled, the contact is added to your Buddy Status list and you can monitor the contact’s status.

When Watch Buddy is disabled, the contact is removed from your Buddy Status list and you cannot monitor the contact’s status.

The default for Watch Buddy is Disabled.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

If you enable the Watch Buddy setting for a contact, the contact will display in your Buddy Status list, and on the idle screen (if your buddy has a Speed Dial Key). To view your Buddy Status list, tap the Buddies soft key from the idle screen.

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User Guide for the Polycom VVX 1500 Business Media Phone Using Buddy Status Lists

Blocking and Unblocking Contacts from Viewing Your Status

Block a contact in your Contact Directory if you don’t want the contact to view your status. If you unblock a contact, the contact can add you to their Buddy Status list and view your status.

To view a list of contacts that can and cannot monitor your status, do the following:

• To view contacts that cannot view your status, tap > Features > Presence > Blocked List.

• To view contacts that can view your status, tap Presence > Watcher List.

To block or unblock a contact from viewing your status:

1 Tap > Features > Contact Directory. 2 From the Directory screen, tap the contact you want to block or unblock. 3 From the Edit Contact screen, tap Block Buddy, and then tap the field’s

highlighted grey box. From the drop-down list, tap Enabled or Disabled.

> Features >

Monitoring Buddies

When Block Buddy is enabled, the contact cannot watch your status. The contact will display in your Blocked List.

When Block Buddy is disabled, the contact can watch your status. The contact will display in your Watcher List.

The default for Block Buddy is Disabled.

4 Tap the Save soft key. 5 Tap to return to the idle screen.

You can use your Blocked List to unblock a contact, rather than updating the Contact Directory . Tap > Features > Presence > Blocked List. From

the Blocked List screen, tap the contact you want to unblock, and then tap the Unblock soft key. The contact can now watch your phone, and will display in your Watcher List.

You can monitor the status of all the contacts in your Buddy Status list from the idle screen (if your buddy has a Speed Dial Key), or from the Buddy Status list.

Monitoring Buddies from the Idle Screen

Your phone automatically assigns a buddy to a Speed Dial Key (if one is available). The Speed Dial Key displays an icon and status indicator (a vertical bar on the far-right of the key) that indicate the buddy’s status.

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Polycom 1725-16843-001 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Getting Started with Your Phone

Changes to this Guide

Introducing Phone Components

Understanding the Phone Keypad

What Displays on the Touch Screen?

Phone Icons

Navigating Menus, Lists, and Fields

Entering Data and Editing Fields

Using the Touch Screen Keyboard

Using the Dialpad Keys on the Phone Console

Tips for When You’re in Video Calls

Cleaning the Touch Screen

Registering the Phone

Using the Basic Features of Your Phone

Calling and Answering

Answering Calls

Answering When Not in Another Call

Answering When in Another Call

Answering on a Shared Line

Answering Calls Automatically

Placing Calls

Calling by Dialing Numbers, URLs, or IP Addresses

Calling from Lists, Directories, and Keys

Calling Using the H.323 Protocol

Ending Calls

Using a Headset

Enabling Headset Memory Mode

Using Electronic Hookswitch

While Your Phone Rings

Ignoring or Silencing Incoming Calls

Rejecting Incoming Calls

Forwarding Calls While Your Phone Rings

During Calls

Holding and Resuming Calls

Handling Multiple Calls on Hold

Transferring Calls

Performing a Consultative Transfer

Performing a Blind Transfer

Setting Up Conference Calls

Hosting Conference Calls

Holding and Resuming Conference Calls

Ending Conference Calls

Splitting Conference Calls into Two Calls on Hold

Managing Conference Call Participants

Handling Video During Conference Calls

Customizing Video During Calls

Changing the Way Calls are Answered

Forwarding All Calls to Another Party

Rejecting Calls from a Contact

Diverting Calls from a Contact to Another Party

Tem por ari ly R efusin g Al l Calls (Do Not Disturb)

Multiple Lines and Do Not Disturb

Working with Call Lists

Viewing Call Lists

Managing Call Lists

Working with Contact Directory

Searching Your Local Contact Directory

Adding Contacts to Your Local Contact Directory

Adding Contacts Manually

Adding Contacts from Call Lists

Updating Your Local Contact Directory

Deleting Contacts from Your Local Contact Directory

Working with Corporate Directory

Searching Corporate Directory

Adding Corporate Directory Contacts to Your Local Contact Directory

Saving Corporate Directory Search Results

Controlling What is Heard

Changing the Ring Tone

Changing the Ring Tone for Your Phone

Setting Ring Tones for Contacts

Changing the Speaker Volume

Changing the Ringer Volume

Muting the Microphone

Choosing Where You Hear Sound Effects

Managing Speed Dials