Polycom Headset 500 User Manual

UC Software 4.0.1 | December 2011 | 1725-44535-001 Rev.A

Polycom® VVX® 500 Business Media Phone

User Guide

Polycom VVX 500 Business Media Phone User Guide

Visit support.polycom.com for software downloads, product document, product licenses, troubleshooting tips, service requests, and more.

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.

Limitation of Liability

Polycom and/or its respective suppliers make no representations about the suitability of the information contained in this document for any purpose. Information is provided "as is" without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or other damages whatsoever (including without limitation, damages for loss of business profits, business interruption, or loss of business information), even if Polycom has been advised of the possibility of such damages.

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.

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We are constantly working to improve the quality of our documentation, and we would appreciate your feedback. Please send email to VoiceDocumentationFeedback@polycom.com.

Contents

Introduction ......................................................................................................................... ix

Who Should Read this Guide.......................................................................................................... ix

How to Use this Guide ................................................................................................................... ix

Conventions Used in this Guide ...................................................................................................... x

Related Documents ...................................................................................................................... xii

Chapter 1: Getting Started ..................................................................................................... 1

Phone Keys and Hardware ..............................................................................................................1

Phone Views ..................................................................................................................................2

Home View ............................................................................................................................................ 3

Lines View ............................................................................................................................................. 5

Active Call View ..................................................................................................................................... 6

Calls View .............................................................................................................................................. 6

Understanding Phone Icons and Status Indicators ...........................................................................7

Navigating Your Phone Interface .....................................................................................................8

Entering Data and Updating Fields ..................................................................................................9

Using the Onscreen Keyboard ............................................................................................................ 10

Using the Dialpad Keys on the Phone Console ................................................................................... 11

Cleaning the Touchscreen ............................................................................................................. 12

Registering the Phone .................................................................................................................. 13

Configuring Your Phone Using the Web Configuration Utility ......................................................... 13

Chapter 2: Using Basic Features ........................................................................................... 15

About Your Phone’s Call-Handling Capabilities .............................................................................. 15

Answering Calls ............................................................................................................................ 16

Answering Another Call ...................................................................................................................... 17

Answering on a Shared Line ................................................................................................................ 18

Answering Calls Automatically ............................................................................................................ 18

Managing Multiple Calls ............................................................................................................... 19

Placing Calls ................................................................................................................................. 20

Calling from the Dialer ........................................................................................................................ 20

Placing Calls from Favorites, Lists, and Directories............................................................................. 21

Redialing Numbers .............................................................................................................................. 22

Ending Calls .................................................................................................................................. 23

Using Headsets ............................................................................................................................. 23

Enabling Headset Memory Mode ....................................................................................................... 24

iii

Polycom VVX 500 Business Media Phone User Guide

Responding to Incoming Calls ....................................................................................................... 24

Ignoring Incoming Calls ....................................................................................................................... 24

Rejecting Incoming Calls ..................................................................................................................... 25

Forwarding Incoming Calls to Another Party ...................................................................................... 25

During Calls .................................................................................................................................. 25

Holding Calls ........................................................................................................................................ 26

Transferring Calls ................................................................................................................................ 26

Setting Up and Managing Conference Calls ................................................................................... 27

Holding and Resuming Conference Calls ............................................................................................ 28

Ending Conference Calls ..................................................................................................................... 28

Splitting Conference Calls into Two Held Calls ................................................................................... 28

Managing Conference Call Participants .............................................................................................. 29

Changing the Way Calls are Answered .......................................................................................... 29

Forwarding All Calls to Another Party ................................................................................................. 30

Rejecting Calls from a Contact ............................................................................................................ 31

Diverting Calls from a Contact to Another Party ................................................................................ 31

Using Do Not Disturb .......................................................................................................................... 31

Using Do Not Disturb with Multiple Lines .......................................................................................... 32

Listening to Voicemail .................................................................................................................. 33

Recent Calls .................................................................................................................................. 34

Working with Your Contact Directory ............................................................................................ 36

Working with a Corporate Directory ............................................................................................. 39

Controlling What is Heard ............................................................................................................. 40

Updating the Incoming Call Ringtone ................................................................................................. 40

Updating a Contact’s Ringtone ........................................................................................................... 41

Changing the Speaker Volume ............................................................................................................ 41

Changing the Ringer Volume .............................................................................................................. 41

Muting the Microphone ...................................................................................................................... 41

Choosing Where You Hear Sound Effects ........................................................................................... 41

Managing Favorites ...................................................................................................................... 42

Working with Shared Lines ........................................................................................................... 44

Chapter 3: Using Advanced Features .................................................................................... 47

Using Buddy Lists ......................................................................................................................... 47

Updating Your Presence Setting ......................................................................................................... 48

Managing Buddies .............................................................................................................................. 48

Updating Your Buddy List ................................................................................................................ 48

Blocking Contacts from Viewing Your Status .................................................................................. 49

Monitoring Buddies ............................................................................................................................ 50

Contents

Integrating with Microsoft Lync Server 2010 ................................................................................. 51

Adding Buddies to Your Buddy List ..................................................................................................... 52

Monitoring Buddies ............................................................................................................................ 52

Recording Calls ............................................................................................................................. 53

Playing Recorded Calls .................................................................................................................. 57

Using the Browser ........................................................................................................................ 58

Navigating the Main Browser ............................................................................................................. 59

Entering Information in the Main Browser ......................................................................................... 59

Broadcasting Messages Using Push-to-Talk and Group Paging ....................................................... 60

Push-to-Talk Mode .............................................................................................................................. 60

Sending and Receiving PTT Broadcasts ........................................................................................... 60

Sending PTT Broadcasts .............................................................................................................. 61

Receiving PTT Broadcasts ............................................................................................................ 62

Receiving PTT Broadcasts When You’re Not in an Active Call .................................................... 62

Receiving PTT Broadcasts During Active Calls ............................................................................. 62

Replying to PTT Broadcasts ............................................................................................................. 62

Ending PTT Broadcasts .................................................................................................................... 63

Adjusting the Volume of PTT Broadcasts ........................................................................................ 63

Changing Where Broadcasts are Played ......................................................................................... 63

Updating the Default Channel ........................................................................................................ 63

Updating Channel Subscriptions ..................................................................................................... 63

Allowing PTT Broadcasts to Play During Active Calls ...................................................................... 64

Group Paging Mode ............................................................................................................................ 64

Sending and Receiving Pages .......................................................................................................... 64

Sending Pages ............................................................................................................................. 64

Receiving Pages ........................................................................................................................... 65

Receiving Pages When You’re Not in an Active Call ................................................................... 65

Receiving Pages During Active Calls ............................................................................................ 66

Adjusting the Volume of Pages ....................................................................................................... 66

Changing Where Pages are Played ................................................................................................. 66

Updating the Default Paging Group ............................................................................................... 66

Updating Paging Group Subscriptions ............................................................................................ 67

Allowing Pages to Play During Active Calls ..................................................................................... 67

Using the Calendar ....................................................................................................................... 67

Opening and Closing the Calendar...................................................................................................... 68

Navigating Month View ...................................................................................................................... 69

Navigating Day View ........................................................................................................................... 69

Navigating Meeting View .................................................................................................................... 70

Working with Meeting Reminders ...................................................................................................... 70

Joining Meetings from the Calendar ................................................................................................... 71

Polycom VVX 500 Business Media Phone User Guide

Using a Mouse and Keyboard with Your Phone ............................................................................. 72

Using Your Computer’s Mouse and Keyboard with Your Phone ........................................................ 72

Starting and Stopping Polycom Desktop Connector ....................................................................... 73

How to Use Your Computer’s Mouse and Keyboard with Your Phone ............................................ 73

Using a USB Keyboard with Your Phone ............................................................................................. 75

Logging into Phones ..................................................................................................................... 76

Logging In and Out of a Phone ............................................................................................................ 76

Placing Calls from Phones that are in the Logged-Out State .............................................................. 77

Changing Your Password..................................................................................................................... 78

Locking the Phone ........................................................................................................................ 78

About Your User Password ................................................................................................................. 79

Locking and Unlocking Your Phone ..................................................................................................... 79

Calling and Answering from a Locked Phone ...................................................................................... 80

Accessing Features with Your Login Credentials ............................................................................. 80

Chapter 4: Customizing Your Phone ..................................................................................... 83

Changing the Language on Your Phone ......................................................................................... 83

Changing the Time and Date Display ............................................................................................. 83

Changing the Backlight ................................................................................................................. 84

Changing the Background Picture ................................................................................................. 85

Using One of Your Own Pictures as the Background Picture.............................................................. 86

Displaying Screen Savers .............................................................................................................. 87

Setting Up Screen Savers .................................................................................................................... 87

Interrupting and Disabling Screen Savers ........................................................................................... 88

Using the Phone as a Picture Frame .............................................................................................. 89

Using Power-Saving Mode ............................................................................................................ 90

Changing Your Office Hours ................................................................................................................ 91

Changing Timeouts ............................................................................................................................. 91

Chapter 5: Administrative Tasks .......................................................................................... 93

Investigating Phone Warnings....................................................................................................... 93

Restarting the Phone .................................................................................................................... 94

Updating Phone Configuration ...................................................................................................... 94

Testing Phone Hardware .............................................................................................................. 95

Safety Notices ..................................................................................................................... 97

Service Agreements ............................................................................................................................ 97

Governing Law .................................................................................................................................... 97

Limitations of Liability ......................................................................................................................... 97

Polycom Limited Warranty and Limitation Liability ............................................................................ 97

Exclusions ............................................................................................................................................ 98

Warranty Exclusive ............................................................................................................................. 98

Safety and Compliance ....................................................................................................................... 99

Part 15 FCC Rules ............................................................................................................................ 99

Class B Digital Device or Peripheral ................................................................................................ 99

Modifications .................................................................................................................................. 99

Installation Instructions .................................................................................................................. 99

Plugs Acts as Disconnect Device.................................................................................................... 100

Industry Canada (IC) ...................................................................................................................... 100

CE and VCCI Mark ......................................................................................................................... 100

CE Mark R & TTE Directive (EU only) ............................................................................................. 100

WARNING Electrical Safety ........................................................................................................... 101

Russian Compliance ...................................................................................................................... 102

New Zealand Telepermit ............................................................................................................... 102

Recommended Operating Ambient Temperatures ....................................................................... 102

Contents

End-User License Agreement for Polycom® Software ......................................................... 103

vii

Introduction

Who Should Read this Guide

This guide contains overview information for people who are just starting to learn about the Polycom® VVX® 500 Business Media Phone, or who have experience, but need a quick refresher. It is intended for beginning users, as well as intermediate and advanced users who want to learn about the phone’s features.

How to Use this Guide

This guide is organized into five chapters. The beginning chapters introduce the phone and explain how to use the phone’s basic features. Later chapters describe advanced features, and how to customize your phone to suit your needs. The guide also includes safety and legal information.

Chapter 1: Getting Started This chapter contains general information about your phone that you’ll

find helpful before you start using it. It describes phone hardware and phone views, how to use the touchscreen, navigate menus, and enter data.

Chapter 2: Using Basic Features All the basic features that your phone offers—such as how to add

contacts and favorites, or transfer or forward calls—are described in this chapter.

Chapter 3: Using Advanced Features Advanced features that may not be available on the phone, or

that you may not use on a day-to-day basis, are described in this chapter. Advanced features include recording calls, monitoring buddies and contacts, and accessing a Browser.

Chapter 4: Customizing Your Phone You can customize your phone in many ways, including setting

up a screen saver, or changing the backlight, background picture, or time and date format. Read this chapter to personalize your phone.

Chapter 5: Administrative Tasks This chapter describes tasks that your administrator may ask you

to perform. These tasks include investigating phone issues, restarting the phone, updating the

phone’s configuration, and testing the phone’s hardware.

Safety Notices This section provides important safety and compliance information relating to your

phone.

End-User License Agreement The End-User License Agreement outlines the legal agreement

between you and Polycom when you agree to install and use Polycom software.

Polycom VVX 500 Business Media Phone User Guide

Conventions Used in this Guide

As you read this guide, you’ll notice that the same terms and conventions are used repeatedly. Make sure you familiarize yourself with these terms and conventions so you understand how to perform phone tasks.

Tap This term refers to touching an item on the screen with your finger, and then lifting your finger.

Press This action refers to depressing a key on the keypad or pressing a screen item for a second or

two.

Press and hold When you press and hold a screen item, you need to touch the screen for a second

or two before lifting your finger.

Tap Submenu > Submenu > Submenu This convention describes how to access submenus. Each

submenu name is in boldface and separated by a ‘greater than’ symbol. If the instructions indicate to tap Basic > Preferences > Language, tap the Basic submenu, tap the Preferences submenu, and tap the Language submenu.

Highlight This action refers to tapping an item on the screen so that its appearance brightens.

Soft keys apply to highlighted items.

Select Selecting an item on the screen refers to tapping the item so that another screen opens.

Views Your phone has four main views: Home, Calls, Active Call, and Lines (the default) view. A

view is a specific screen on the phone interface that provides unique information and enables you to perform specific tasks.

Dialpad The dialpad is the area of the keypad you use to enter numbers and characters. The dialpad

consists of all the number keys, as well as the asterisk (*) and pound (#) keys.

Scroll This action describes how to view lists that appear on more than one screen. To scroll

through items or lists, touch the screen, and then drag your finger up, down, left, or right. To stop scrolling, stop the dragging motion.

Swipe This action moves a list of items up, down, left, or right. When you want to scroll quickly,

swipe your finger across the screen, either up, down, left, or right. To stop your screen from scrolling, press your finger anywhere on the screen. Touching the screen while it scrolls won’t select anything. Swiping your finger to the left or right also displays other phone views.

Key This term refers to any button on the phone console. Phone keys include the dialpad keys, ,

, , , and .

Introduction

Option An option is one of a series of items you can select for a phone setting, such as Enabled and

Disabled.

Held call This term describes any call (including a conference call) that is on hold. Held calls don’t

have audio associated with them.

Active call This term refers to a call (including a conference call) you’re currently in. An active call

has audio associated with it.

Setting The name of a field for which you can define information or choose an option.

Field This term describes the area of the screen next to a setting in which you can enter information

or select an option.

Icon A picture on the screen. There are two types of icons:

» An icon that acts as a button that you can tap to access a function, feature, setting, or

application. For example, when you’re in Lines, Calls, or Active Call view, you can tap the Messages icon ( ) or Recent Calls icon ( ) to review your messages and call history.

» An icon that provides phone information or status only. Tapping this type of icon doesn’t

access another function. For example, your phone may have an icon to indicate you have a voicemail message simply to notify you of the current status.

Soft key area The soft key area (shown next) is the area along the bottom of the screen that

displays context-sensitive soft keys.

Soft key This term describes the context-sensitive keys that display along the bottom of the screen

that update depending on the task you’re performing. To see additional soft keys (if available), tap More. The More soft key is always on the far-right of the soft key area.

Status bar The status bar (shown next) is the top-most section of the touchscreen that displays your

extension number, the date and time, and scrolling icons and messages.

Polycom VVX 500 Business Media Phone User Guide

Web Info: Accessing Phone Guides

VVX 500 documents are available from the VVX 500 Business Media Phone Support Web page. In addition, the Quick Start Guide is in your phone package, and the wallmount instructions are in the optional wallmount package.

Related Documents

For additional information about the VVX 500 phone, see the following documents:

User Documents:

○ Polycom VVX 500 Business Media Phone Quick User Guide—This guide is a quick reference on

how to use the phone’s most basic features. It also briefly describes how to navigate the phone

and enter information.

Setup and maintenance documents:

○ Polycom VVX 500 Business Media Phone Quick Start Guide—This guide describes the contents

of your phone package, how to assemble the phone, and how to connect the phone to the network.

○ Polycom VVX 500 Business Media Phone Administrators’ Guide—This guide provides detailed

information about setting up and configuring your phone, including how to configure features.

○ Polycom VVX 500 Business Media Phone Wallmount Instructions—This document provides

detailed instructions for mounting your phone on the wall. To install your phone on the wall, you’ll need the optional wallmount package.

Feature Descriptions and Technical Notifications for Polycom phones.

xii

Note: Accessing Features and Options

Before you read this guide, keep in mind that certain phone features are configurable by your system administrator or determined by your phone environment. As a result, some features may not be enabled or may operate differently on your phone. The examples and figures in this guide may not directly reflect the layout of your specific phone screen.

Feature

Description

Speaker

Provides ringer and hands-free (speakerphone) audio output.

Dialpad

Enables you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers.

Chapter 1: Getting Started

Before you use your phone, you may wish to take a few moments to become familiar with its features and user interface. In this chapter, you learn about your phone’s components, the screen layout, and how to use the touchscreen. You’ll also learn how to clean the touchscreen and configure your phone remotely using the Polycom Web Configuration Utility.

Phone Keys and Hardware

Polycom VVX 500 Business Media Phone User Guide

Feature

Description

Security slot

The connector on the left side of your phone that enables you to attach a laptop cable lock to your phone so you can secure it to a desktop. For more information on locking your phone to the desktop, see Security Slots on Polycom Phones (Technical Bulletin

64654).

Message Waiting Indicator

Flashes red to indicate new messages.

Home key Press from any screen to display Home view. From Home view, press to display

other phone views.

Color touchscreen display

The screen is touch-sensitive. Tap to select and highlight screen items. To scroll, touch the screen, and swipe your finger up, down, right, or left.

Headset key

Enables you to place and receive calls through a headset. The key glows green when an analog headset is activated, and blue when a USB headset is activated.

Speakerphone key

Enables you to place and receive calls using the speakerphone. The key glows green when activated.

Mute key

Mutes local audio during calls and conferences. The key glows red when activated.

Volume keys

Adjust the volume of the handset, headset, speaker, and phone’s ringer.

Microphone

Transmits sound to other phones.

Web Info: Additional Phone Hardware

For information on other phone hardware, including how to connect your phone to the network, see the Quick Start Guide for your phone, available from the VVX 500 Business Media Phone

Support Web page.

Phone Views

Your phone has four main views: Home, Calls, Active Call, and Lines view (the default).

To change views:

For Home view, press . From Home view, press to display either Lines, Calls, or Active Call view. To switch between Lines view and either Calls or Active Call view, swipe the screen to the right or

left.

Chapter 1: Getting Started

Troubleshooting: Why Can’t I Access a Certain View?

The views you can access depend on the number of calls your phone has, and if your phone has an active call. If your phone is idle, you can access Home and Lines view. If your phone has one call only—and it’s active—you can access Home, Lines, and Active Call view. If your phone has multiple calls, or one held call, you can access Home, Lines, and Calls view.

Note: Accessing the Corporate Directory

If your phone has a Corporate Directory, tap Directories to access the Corporate Directory and Recent Calls.

Home View

You can display Home view (shown next) by pressing . At the top, the status bar displays your

phone’s extension number and the time and date. If your phone has information you should know

about, icons and/or messages will scroll, together with the date, under the time display.

Home view shows three main icons:

New Call—Tap New Call to display the Dialer. From the Dialer, you can enter a number or URL

and place a call. From the Dialer, you can quickly access the Directory, Recent Calls, and Favorites.

Messages—Tap Messages to access your voicemail messages. Directories—Tap Directories to view all the contacts in your local Contact Directory. From your

directory, you can add and search for contacts, as well as quickly access the Dialer, Recent Calls, and Favorites.

Polycom VVX 500 Business Media Phone User Guide

User Tip: Displaying Home View Icons

Instead of pressing the page indicator to view additional Home view icons, swipe the screen.

If you press and hold the page indicator, , (shown above), Home view expands to display additional icons (shown next). To hide the additional icons, press and hold .

Additional icons include:

Settings—Tap Settings to access features and settings to customize your phone. Applications—Tap Applications to access a menu of custom applications. See your administrator

for information about any specific applications listed in this menu.

Calendar—If the Calendar feature is available on your phone, you can tap Calendar to view and

join meetings.

From Home view, tap the phone line to display your phone lines and favorites (shown next). From this screen, tap a phone line to open the Dialer, or tap a favorite to dial the favorite. To go back to the Home view icons, tap Close.

Chapter 1: Getting Started

Note: Accessing the Idle Browser

If your phone has calls, you can’t access the Idle Browser. To access the Main Browser, tap Applications from Home view. For information about the Browser, see Using the Browser.

Lines View

Lines view (shown next) is your phone’s default display. Lines view displays all your phone lines, your favorites, and soft keys.

If your phone is idle, you can:

Tap a phone line to access the Dialer. Swipe to switch between Lines view and the Idle Browser (if available).

If your phone has calls, the phone line indicates the number of calls you have, and if they’re active or held, as shown next. If the phone line has an active call, a green bar displays. If the phone line has one or more held calls, a flashing red bar displays.

Polycom VVX 500 Business Media Phone User Guide

User Tip: Navigating Back to Calls View

If you navigate away from your call(s), tap to see Active Call or Calls view again.

Active Call View

If you have only one call in progress—and it’s active (has audio)—you can access Active Call view (shown next).

This view displays the name and number of the person you’re talking with, and the duration of the call. From Active Call view, you can manage the call: hold, end, or transfer it, or set up a conference call with the person you’re talking with and another party.

Calls View

You can access Calls view if your phone has multiple calls in progress, or you have one held call. Scroll to see all your calls. If your phone has multiple lines, calls display under the associated line.

Call color indicates status:

Dark green Active call. Dark blue Incoming and held calls. Bright green Active call is highlighted. Bright blue Incoming or held call is highlighted.

Tap a call to highlight it. The soft keys apply to the highlighted call.

Chapter 1: Getting Started

Icon

Description

Icon

Description

Registered line

Press to view more or fewer icons in Home view.

Unregistered line

Status indicators in Lines view. A flashing red bar indicates held calls. A green bar indicates an active call.

Phone warning

Tap to see more information

Placing a call

Tap to edit

Active call using Polycom HD Voice

Shared line

Held call

Shared line with a held call

Incoming call (in Home view)

Call forwarding (Always) enabled

Incoming call (in Lines view and the Incoming Call window)

Tap to access Recent Calls Active conference

Tap to access your Message Center

USB flash drive attached

Presence status (Available)

Recording in progress or paused

Presence status (Busy)

Placed call (in Recent Calls view)

Presence status (Away)

Received call (in Recent Calls view)

Presence status (Do Not Disturb)

Missed call (in Recent Calls view)

Presence status (Offline)

Do Not Disturb enabled

Presence status (No information)

Backspace

Understanding Phone Icons and Status Indicators

The following icons and indicators may display on the screen to indicate phone, call, or buddy/contact status, or to indicate that a feature is enabled. You can tap certain icons to access information or features.

Polycom VVX 500 Business Media Phone User Guide

If you want to…

Do this…

Return to Home view from any screen

Press .

Return to the previous screen

Tap Back (in the upper-left corner of the screen), as shown next.

Switch phone views

Press to display a different view. Swipe to switch between two views.

Note: If you’re in Home view and press , the Idle Browser may display. Swipe the screen to display Lines view.

Highlight calls in Calls view

Tap a call to highlight it. The soft keys apply to the highlighted call.

Select a menu item or option

Tap the menu item or option.

Close an option box without selecting anything

Tap .

Select an icon, soft key, menu item, or option

Tap the icon, soft key, menu item, or option. If an item in a list has a number next to it, you can press the

corresponding number on the dialpad to select the item.

Select a soft key that’s not in

view

If a More soft key displays in the far-right of the soft key area (as shown next), there are additional soft keys available, but you can’t see them.

Tap More to view the additional soft keys.

Navigating Your Phone Interface

The following table shows you how to navigate your phone’s screens, as well as select and highlight options.

Chapter 1: Getting Started

Mode Options

Encoding Options

1 Abc

2 ABC

3 abc

4 123

5 ASCII (for regular text)

6 Latin (to enter accented characters)

7 Katakana (for Japanese characters)

8 Unicode (to store characters as double bytes)

9 Cyrillic (for Russian characters)

Entering Data and Updating Fields

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

Using the onscreen keyboard. Using the dialpad keys on the phone console.

Regardless of whether you use the onscreen keyboard or the dialpad keys to enter information in fields, you can tap Encoding or Mode to specify how you want to enter information:

Mode—enables you to enter just numbers, or text in title case, lowercase, or uppercase

characters.

Encoding—enables you to enter alphanumeric and special characters, as well as characters in

special languages.

The following tables list the Mode and Encoding soft key options.

Polycom VVX 500 Business Media Phone User Guide

If you want to…

Do this…

Enter text

Tap and tap the characters you want.

Enter uppercase characters

Tap .

Enter lowercase characters

Tap .

Using the Onscreen Keyboard

Use the onscreen keyboard (shown next) to quickly update field information. If a data entry field only requires numbers, the onscreen keyboard will just show numbers.

To access the onscreen keyboard, tap in the phone’s status bar, as shown next. The icon displays in the status bar whenever you can enter information in a field.

To use the onscreen keyboard:

1 In the phone’s status bar, tap . 2 Press your finger on the character you want.

The character will display in a magnified view on the screen, as shown next. To enter the character, lift your finger. If you don’t want to enter the character, drag and lift your finger.

Use the tips in the following table to enter information using the onscreen keyboard.

Chapter 1: Getting Started

If you want to…

Do this…

Enter numbers

Tap , and tap the numbers you want.

Enter special characters

Tap , and tap the characters you want.

Exit the onscreen keyboard, enter the information, and update the next field

Tap .

Exit the onscreen keyboard, enter the information, and save it

Tap Save. Delete a character

Tap the character to highlight it in yellow and tap .

Delete a series of characters

Drag your finger across the characters to highlight them in yellow and tap .

Replace characters

Highlight the character(s) you want to delete. Then, enter the character(s) you want.

If you want to…

Do this…

Enter numbers, or characters in uppercase, lowercase, or title case mode

Tap Encoding or Mode, and select one of the alphabetic (ABC, abc, or Abc) options.

Enter only numbers

Tap Encoding or Mode, and select the numeric (123) option.

Enter text in a special language

Tap Encoding, and select one of the language options.

Enter a character

Press a dialpad key repeatedly to view the character options and stop to select. When the character you want to enter displays in the field, wait one second, and enter the next character.

Enter a number

Press a dialpad key repeatedly (depending what mode you’re in) to enter the number that displays on that key.

Using the Dialpad Keys on the Phone Console

Instead of using the onscreen keyboard, you can use the dialpad keys on your phone console to update field information.

If a field requires data input, tap Encoding or Mode to specify how you want to enter data.

Use the tips in the following table to enter information using the dialpad.

Polycom VVX 500 Business Media Phone User Guide

If you want to…

Do this…

Enter a special character

Tap Encoding, and select one of the alphabetic (Abc, ABC, or abc) options. Then, press the 1, *, 0, or # key one or more times to enter one of the following special characters:

1 key:

* key:

0 key:

# key:

Note: You can’t access special characters when you’re in

numerical (123) mode.

Enter a space

Tap Encoding, and select one of the alphabetic (Abc, ABC, or abc) options. Then, press the 0 key.

Note: You can’t enter a space when you’re in numerical (123) mode.

Delete a character

Drag your finger across the characters until the cursor is positioned to the right of the character you want to delete. Then, tap .

Delete multiple characters

Drag your finger across the characters until the cursor is positioned to the right of the characters you want to delete.

Then, press and hold .

Cleaning the Touchscreen

The touchscreen requires very little maintenance. Periodically, however, you may need to clean it. Use a clean, dry, microfiber cloth—the kind you would use to clean glass surfaces—to wipe the touchscreen. This type of cloth is available from many office supply stores.

Before you clean the screen, disable it so you don’t activate phone functions while you wipe the touchscreen. To enable the touchscreen again, press any key on the phone console.

To answer a call while the touchscreen is disabled, pick up the handset. Or, press or and tap

Answer.

To clean the touchscreen:

1 Tap Settings from Home view, and tap Basic > Screen Clean. 2 Wipe the glass with a clean, dry, microfiber cloth. 3 To enable the touchscreen again, press any key on the phone console.

Chapter 1: Getting Started

Note: What Happens if I Wipe the Touchscreen, But It’s Still Dirty?

Dampen a soft, lint-free cloth with an isopropyl alcohol and water solution of 50:50, and then wipe the screen with the cloth. Always use the dampened cloth to apply the solution; never apply the solution directly, which could seep inside the screen or stain the phone. In addition, do not use caustic chemicals to clean the touchscreen.

Web Info: How to Register Your Phone

For detailed information on how to register your phone after you install it, see Registering

Standalone Polycom Phones (Quick Tip 44011).

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.

Configuring Your Phone Using the Web Configuration Utility

This user guide explains how to update phone settings from your phone, using the phone’s menu commands. If you wish, you can also update these settings remotely with the Polycom Web Configuration Utility.

The phone’s Web Configuration Utility enables you to view and configure phone behavior from a

computer using any compatible Web browser. The utility provides a browser-friendly view of your

phone’s current settings. Using the utility, you can perform many of the same updates from your computer that you can perform using your phone’s menu system.

You can access the utility using any compatible Web browser installed on a computer that resides on the same network as your phone. Before you begin, you’ll need to know the IP address of your phone, and the user password to log in to the utility.

Polycom VVX 500 Business Media Phone User Guide

Web Info: Using the Utility

For detailed information on accessing, navigating, and using the utility, see the Polycom Web Configuration Utility User Guide, available from the VVX 500 Business Media Phone Support Web page.

To access the Web Configuration Utility for your phone:

1 Launch a Web browser from a computer on the same network as your phone. 2 In the Address Bar of your Web Browser, enter the IP address of your phone. For example, if your

phone’s IP address is 123.22.3.4, enter this information in the address bar.

3 Press the Enter key. 4 From the Web Configuration Utility login screen, select User, and enter the user password.

The default user password is 123.

5 Click Submit.

The Web Configuration Utility Home screen is displayed.

Chapter 2: Using Basic Features

This chapter introduces you to your phone’s basic features. You’ll learn about:

Calling, answering, holding, and ending calls Ignoring, rejecting, forwarding, diverting, and transferring calls Setting up conference calls Enabling Do Not Disturb Listening to voicemail Handling Directories, Recent Calls, and Favorites Customizing ringtones Controlling phone volume Setting up Do Not Disturb Using headsets Managing shared lines

About Your Phone’s Call-Handling Capabilities

Your phone can handle multiple calls at a time. However, only one active call—the call that has audio associated with it—can be in progress at any given time. In addition to the active call, your phone may have multiple other calls that are either held, or in an incoming or ringing state. Your phone can handle a maximum of 24 calls at one time.

Your administrator can set up your phone to have up to 12 lines. Lines can have unique extension numbers, or they can have the same extension number as other lines.

You can place and answer calls in these ways:

Using the handset Using the speakerphone Using a headset

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 .

Polycom VVX 500 Business Media Phone User Guide

Troubleshooting: Why Doesn’t the Speakerphone Work?

If your speakerphone doesn’t work, your system administrator may have disabled it. 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 touchscreen after you

press .

User Tip: Making the Headset the Default Call Path

If you frequently use a headset, you can make the headset the default call path. To set this up, see

Enabling Headset Memory Mode.

When you’re in speakerphone mode, glows green. When you’re in headset mode, glows green if an analog headset is connected, and blue if a USB headset is connected. If both an analog and USB headset are connected, the USB headset will be used.

Answering Calls

All incoming calls display in an Incoming Call window, as shown next.

To answer the call, pick up the handset, press or tap Answer to use the speakerphone, or press . If you’re already in handset, speakerphone, or headset mode, tap Answer.

Chapter 2: Using Basic Features

Note: Incoming Call Alert

Your system administrator can enable your touchscreen to flash bright orange when you have an incoming call. The touchscreen will continue to flash until the incoming call displays in Home or Calls view. For more information about this feature, see your system administrator.

Note: Answering Calls When Your Phone is Locked

If your phone is locked, see Calling and Answering from a Locked Phone for more information.

If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either

Home or Calls view displays (depending if your phone last displayed Home or Lines view), as shown next.

To answer the call, pick up the handset, press , or press . Or, from Calls view, tap Answer to use the speakerphone. If you want to use the handset or headset, pick up the handset or press .

Answering Another Call

If you have a call and an incoming call arrives on the same or a different line, a call waiting tone beeps, and the Incoming Call window displays, as shown next. To answer the call, tap Answer.

Polycom VVX 500 Business Media Phone User Guide

If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either

Home or Calls view displays (as shown next).

To answer the call from Home view, tap , tap the incoming call to highlight it if you’re in an active call, and tap Answer.

To answer the call from Calls view, tap the call to highlight it if you’re in an active call, and tap Answer.

Answering on a Shared Line

If you share a line with another phone, you can answer calls as described above, or you can wait for someone else to answer it. If you answer the call and hold it, anyone who shares your line can answer the held call.

For more information about shared lines, including what you can and can’t do with shared lines, see

Working with Shared Lines.

Answering Calls Automatically

Your phone can automatically direct incoming calls 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 when your phone automatically answers calls, so the caller won’t immediately hear you. To unmute the call, press .

If you enable Auto Answer and a call arrives while you’re already in a call, the incoming call will be automatically answered if you end or hold the current call.

To enable your phone to automatically answer calls:

1 Tap Settings from Home view, and tap 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 tap

Yes. The default setting is No.

○ To mute the microphone for all auto-answered calls so the incoming caller can’t hear you, tap

Microphone Mute, and tap Yes. The default setting is Yes.

3 Tap Save.

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