Polycom VVX 500 User Manual

USER’S GUIDE

Polycom® VVX® 500 and 600 Business Media Phones
and Polycom® VVX® Camera

Software 5.0.0 | August 2013 | 1725-44635-001 Rev D

Polycom, Inc. 1

Polycom VVX 500 and VVX 600 Business Media Phones and Polycom VVX Camera User’s Guide

Copyright ©2013, Polycom, Inc. All rights reserved. No part of this document may be reproduced, translated into
another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose,
without the express written permission of Polycom, Inc.

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written permission of Polycom.

End User License Agreement

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be bound by the terms and conditions of the End User License Agreement for this product.

Patent Information

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applications held by Polycom, Inc.

Open Source Software Used in this Product

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source software code used in this product, contact Polycom by email at [e-mail].

Disclaimer

While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom
makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any
typographical or other errors or omissions in the content of this document.

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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

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comments to [e-mail].

Visit the Polycom Support Center for End User License Agreements, software downloads, product documents,
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Contents

About This Guide ...................................................................................................... 7

Who Should Read this Guide? ........................................................................................................ 7

Conventions Used in this Guide ..................................................................................................... 7

Terms and Writing Conventions ....................................................................................................... 7

Information Elements ....................................................................................................................... 8

Typographic Conventions ................................................................................................................ 9

What’s in This Guide ...................................................................................................................... 10

Related Documents ........................................................................................................................ 10

Getting Started .................................................................................................... 13 1:

Understanding Phone Keys and Hardware .................................................................................. 13

Navigating Phone Views ................................................................................................................ 14

Home View ..................................................................................................................................... 15

Lines View ...................................................................................................................................... 17

Active Call View ............................................................................................................................. 18

Calls View ...................................................................................................................................... 18

Understanding Phone Icons and Status Indicators .................................................................... 19

Navigating Your Phone Interface .................................................................................................. 20

Entering Data and Updating Fields ............................................................................................... 21

Using the Onscreen Keyboard ....................................................................................................... 22

Using the Dialpad Keys on the Phone Console ............................................................................. 24

Cleaning the Touchscreen ............................................................................................................. 25

Registering the Phone .................................................................................................................... 26

Configuring Your Phone Using the Web Configuration Utility .................................................. 26

Using Basic Features ......................................................................................... 28 2:

How Your Phone Handles Calls .................................................................................................... 28

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

Answering Another Call.................................................................................................................. 30

Answering on a Shared Line .......................................................................................................... 31

Answering Calls Automatically ....................................................................................................... 32

Managing Multiple Calls ................................................................................................................. 32

Placing Calls ................................................................................................................................... 34

Calling from the Dialer .................................................................................................................... 34

Placing Calls from Favorites, Recent Call Lists, and Directories ................................................... 35

Redialing Numbers ......................................................................................................................... 36

Ending Calls .................................................................................................................................... 36

Using Headsets ............................................................................................................................... 36

Enabling Headset Memory Mode ................................................................................................... 37

Using Bluetooth Headsets with Your VVX 600 Phone ................................................................... 38

Responding to Incoming Calls ...................................................................................................... 42

Ignoring Incoming Calls.................................................................................................................. 42

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Rejecting Incoming Calls................................................................................................................ 42

Forwarding Incoming Calls to Another Person .............................................................................. 43

During Calls ..................................................................................................................................... 43

Holding Calls .................................................................................................................................. 43

Transferring Calls ........................................................................................................................... 44

Setting Up and Handling Conference Calls ................................................................................. 45

Setting Up Conference Calls .......................................................................................................... 45

Holding and Resuming Conference Calls ...................................................................................... 46

Ending Conference Calls ............................................................................................................... 46

Splitting Conference Calls into Two Held Calls ............................................................................. 47

Managing Conference Call Participants ......................................................................................... 47

Changing the Way Calls are Answered ........................................................................................ 48

Forwarding All Calls to Another Person ......................................................................................... 48

Rejecting Calls from a Contact ...................................................................................................... 49

Diverting Calls from a Contact to Another Person ......................................................................... 50

Using Do Not Disturb ..................................................................................................................... 50

Using Do Not Disturb with Multiple Lines ....................................................................................... 52

Listening to Voicemail .................................................................................................................... 52

Viewing Recent Calls ...................................................................................................................... 53

Working with Your Contact Directory ........................................................................................... 56

Working with a Corporate Directory ............................................................................................. 59

Controlling What is Heard.............................................................................................................. 60

Updating the Incoming Call Ringtone ............................................................................................ 60

Changing the Speaker Volume ...................................................................................................... 60

Changing the Ringer Volume ......................................................................................................... 60

Updating a Contact’s Ringtone ...................................................................................................... 61

Muting the Microphone................................................................................................................... 61

Choosing Where You Hear Sound Effects..................................................................................... 61

Managing Favorites ........................................................................................................................ 62

Working with Shared Lines............................................................................................................ 64

Using Video and the Polycom VVX Camera ..................................................... 66 3:

Handling Video Calls Without a VVX Camera .............................................................................. 66

About Video Calls ........................................................................................................................... 67

Handling Video During Calls .......................................................................................................... 68

Handling a Mixture of Video and Audio-Only Calls ........................................................................ 70

Handling Conference Calls with Video........................................................................................... 70

Viewing All Video Calls on the Full Screen .................................................................................... 71

Displaying Video in Normal, Full, and Cropped Modes ................................................................. 72

Setting the Call Rate for Video Calls .............................................................................................. 73

Using a VVX Camera ...................................................................................................................... 73

Getting Started ............................................................................................................................... 74

About Video Calls ........................................................................................................................... 76

Handling Video Calls ...................................................................................................................... 77

Handling a Mixture of Video and Non-Video Calls ......................................................................... 81

Handling Conference Calls with Video........................................................................................... 82

Changing Video Settings................................................................................................................ 83

Placing Audio-Only Calls ............................................................................................................... 88

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Calling Using the H.323 Protocol .................................................................................................. 89

Tips for Video Calls ........................................................................................................................ 89

Using Advanced Features .................................................................................. 91 4:

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

Updating Your Status ..................................................................................................................... 92

Setting Up and Managing a Buddy List .......................................................................................... 93

Blocking Contacts from Viewing Your Status................................................................................. 93

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

Integrating with Microsoft Lync Server ........................................................................................ 96

Recording Calls .............................................................................................................................. 96

Playing Back Recorded Calls ........................................................................................................ 99

Using the Browser ........................................................................................................................ 100

Navigating the Main Browser ....................................................................................................... 101

Entering Information in the Main Browser .................................................................................... 102

Broadcasting Messages Using Push-to-Talk and Group Paging ............................................ 102

Push-to-Talk Mode ....................................................................................................................... 102

Group Paging Mode ..................................................................................................................... 106

Using the Calendar ....................................................................................................................... 109

Opening and Closing the Calendar .............................................................................................. 110

Navigating Month View ................................................................................................................ 110

Navigating Day View .................................................................................................................... 111

Navigating Meeting View.............................................................................................................. 111

Working with Meeting Reminders ................................................................................................ 112

Joining Meetings from the Calendar ............................................................................................ 113

Using a Mouse and Keyboard with Your Phone ........................................................................ 114

Starting and Stopping Polycom Desktop Connector .................................................................... 115

How to Use Your Computer’s Mouse and Keyboard with Your Phone ....................................... 116

Logging into Phones .................................................................................................................... 118

Logging In and Out of a Phone .................................................................................................... 119

Placing Calls from Phones that are in the Logged-Out State ...................................................... 119

Changing Your Password ............................................................................................................ 120

Locking the Phone ........................................................................................................................ 120

About Your User Password .......................................................................................................... 120

Locking and Unlocking Your Phone ............................................................................................. 121

Calling and Answering from a Locked Phone .............................................................................. 121

Accessing Features with Your Login Credentials ..................................................................... 122

Customizing the Phone’s Display ................................................................... 123 5:

Changing the Language on Your Phone .................................................................................... 123

Changing the Time and Date Display ......................................................................................... 123

Changing the Backlight................................................................................................................ 124

Changing the Background Picture ............................................................................................. 125

Using One of Your Own Pictures as the Background Picture...................................................... 126

Displaying Screen Savers ............................................................................................................ 126

Setting Up Screen Savers ............................................................................................................ 127

Interrupting and Disabling Screen Savers ................................................................................... 128

Using the Phone as a Digital Picture Frame .............................................................................. 128

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Using Power-Saving Mode........................................................................................................... 129

Changing Your Office Hours ........................................................................................................ 130

Changing Timeouts ...................................................................................................................... 130

Administrative Tasks ........................................................................................ 132 6:

Investigating Phone Warnings .................................................................................................... 132

Restarting the Phone .................................................................................................................... 132

Updating Phone Configuration ................................................................................................... 133

Testing Phone Hardware.............................................................................................................. 133

Copyright, Safety, and Regulatory Notices .................................................... 135 7:

Service Agreements ..................................................................................................................... 135

Governing Law ............................................................................................................................. 135

Limitations of Liability ................................................................................................................... 135

Polycom Limited Warranty and Limitation Liability ...................................................................... 135

Exclusions .................................................................................................................................... 136

Warranty Exclusive ...................................................................................................................... 136

Safety, Compliance, and Disposal Information ............................................................................ 136

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About This Guide

This VVX 500 and VVX 600 business media phones and VVX camera user guide uses a number of
conventions that help you to understand information and perform tasks.

Who Should Read this Guide?

This guide contains overview information for people who are just starting to learn about their VVX 500 or
VVX 600 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 their phone’s features.

Conventions Used in this Guide

This user guide contains terms, graphical elements, and a few typographic conventions. Familiarizing
yourself with these terms, elements, and conventions helps you successfully perform tasks.

Terms and Writing Conventions

 The Phone/your phone These terms refer to either the VVX 500 or VVX 600 phone. Unless

specifically noted in this guide, especially with regard to phone graphics, both phones operate in
the same way and the information in this guide applies to both phones.

 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.

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 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 does not
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 .

 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 that is held. Audio for held calls cannot be heard.
 Active call This term refers to a call, including conference calls, you are currently in. An active

call has audio associated with it.

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

screen that update depending on the task you are performing. To view additional soft keys, if
additional soft keys are available, tap More. The More soft key is always on the far-right of the soft
key area, as displayed next.

Figure 1: Soft Keys

 Soft key area The soft key area, displayed in the following picture, is the area along the bottom of

the screen that displays context-sensitive soft keys.

Figure 2: Soft Key Area

 Status bar The status bar, displayed in the following picture, is the top-most part of the

touchscreen. It displays the time and date and if your phone has messages, scrolling messages
under the time display. The information that displays on the left of the status bar depends what view
you are in. From Home view, your phone line displays. In other views, icons display that you can
tap to access messages, recent calls, or view phone information. Icons may also display to let you
know a certain feature, such as Bluetooth, is enabled.

Figure 3: Status Bar

Information Elements

This guide uses the following information elements to highlight important information.

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Name

Icon

Description

Note

The Note icon highlights information of interest or important information needed
to be successful in accomplishing a procedure or to understand a concept.

Administrator Tip

The Administrator Tip icon highlights techniques, shortcuts, or productivity
related tips.

Caution

The Caution icon highlights information you need to know to avoid a hazard that
could potentially impact device performance, application functionality, or
successful feature configuration.

Warning

The Warning icon highlights an action you must perform (or avoid) to prevent
issues that may cause you to lose information or your configuration setup,
and/or affect phone or network performance.

Web Info

The Web Info icon highlights supplementary information available online such
as documents or downloads on support.polycom.com or other locations.

Timesaver

The Timesaver icon highlights a faster or alternative method for accomplishing
a method or operation.

Power Tip

The Power Tip icon highlights faster, alternative procedures for advanced
administrators already familiar with the techniques being discussed.

Troubleshooting

The Troubleshooting icon highlights information that may help you solve a
relevant problem or to refer you to other relevant troubleshooting resources.

Settings

The Settings icon highlights settings you may need to choose for a specific
behavior, to enable a specific feature, or to access customization options.

Convention

Description

Bold

Highlights interface items such as menus, soft keys, file names, and directories.
Also used to represent menu selections and text entry to the phone.

Italics

Used to emphasize text, to show example values or inputs, and to show titles of
reference documents available from the Polycom Support Web site and other
reference sites.

Icons Used in this Guide

Typographic Conventions

A few typographic conventions, listed next, are used in this guide to distinguish types of in-text
information.

Typographic Conventions

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Convention

Description

Blue Text

Used for cross references to other sections within this document and for hyperlinks
to external sites and documents.

Courier

Used for code fragments and parameter names.

What’s in This Guide

This guide is organized into six chapters. The beginning chapters introduce the phone, describe how to
use video and the VVX Camera, and explain how to use basic features. Later chapters describe
advanced phone 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 is helpful
before you start using your phone. It describes phone hardware and phone views, and 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 Video and the Polycom VVX Camera If video is enabled on your phone, and/or you
have a VVX Camera attached to your phone, refer to this chapter for information on how video and the
VVX Camera work on your phone.

Chapter 4: 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, locking your phone, monitoring buddies, and accessing a Browser.

Chapter 5: 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 6: 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 phone hardware.
Copyright, Safety, and Regulatory Notices This section provides important safety and compliance

information related 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.

Related Documents

For additional information about the VVX 500, VVX 600, and VVX Camera, see the following documents:

 User Documents:

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 Polycom VVX 500 and VVX 600 Business Media Phones and Polycom VVX Camera Quick

User Guide This guide is a quick reference on how to use the phone’s most basic features,
including how to use video and the VVX Camera. It also briefly describes how to navigate the
phone and enter information. It is available from the Polycom VVX 500, Polycom VVX 600, and

VVX Camera support pages.

 Setup and maintenance documents:

 Polycom VVX 500 and VVX 600 Business Media Phones 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. The quick start guide is included in your phone package. It is also
available from the Polycom VVX 500 and Polycom VVX 600 support pages.

 Polycom VVX Camera Quick Start Guide This guide describes the contents of your camera

package, and how to attach the camera to your phone. The quick start guide is included in your
camera package. It is also available from the VVX Camera support page.

 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. It
is available from the Polycom VVX 500 support page.

 Polycom VVX 600 Business Media Phone Administrators’ Guide This guide provides detailed

information about setting up and configuring your phone, including how to configure features. It
is available from the Polycom VVX 600 support page.

 Polycom VVX Camera Administrators’ Guide This guide provides detailed information about

setting up and configuring your camera, including how to configure features. It is available from
the VVX Camera Support page.

 Polycom VVX 500 and VVX 600 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. The wallmount instructions are

included in the optional wallmount package. They are also available from the Polycom VVX 500
or Polycom VVX 600 support pages.

 Feature Descriptions and Technical Notifications for Polycom phones These documents describe

workarounds to existing issues and provide expanded descriptions and examples for phone
settings and features. You can find these documents on the Polycom Support Web site on the

Polycom Profiled UC Software Features and Polycom Engineering Advisories and Technical
Notifications support pages.

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Note: Accessing Features and Options

As 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 what displays or is available on your phone screen.

Getting Started 1:

Before you use your phone, take a few moments to become familiar with its features and user interface.
This chapter details your phone’s components, the screen layout of your phone, and how to use your
phone’s touchscreen. This chapter also includes how to clean the touchscreen and configure your phone
remotely using the Polycom Web Configuration Utility.

Understanding Phone Keys and Hardware

The following figure displays the important phone features on the VVX 500 and VVX 600

Figure 4: VVX 500 and VVX 600 Phone Features

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Web Info: Attaching Phone Hardware

For information on attaching phone hardware, including how to connect your phone to the network,

see the Quick Start Guide for your phone, available by navigating to your phone’s Support page

from the Business Media Phones Support page.

The following list describes the important phone features on the VVX 500 and VVX 600:

 Reversible tab Secures the handset in the cradle when your phone stand is positioned at a high

angle. To secure the handset, remove the tab, reverse it so the protrusion points up, and re-insert
it. Then, position the handset so the protrusion on the tab fits into the slot on the handset.

 Speaker Provides ringer and 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.

 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).

 USB Ports Enable you to:

 Attach a USB flash drive so you can record calls, update the background picture on your phone,

set up a screen saver, or use your phone as a digital picture frame.

 Attach a USB headset.
 Attach a VVX Camera to the top-most port.

 Message Waiting Indicator Flashes red to indicate new messages.
 Home and Lines Key Press from any screen to display Home view. From Home view, press

to display other phone views: Line and Call view.

 Touchscreen 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 or Bluetooth 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 Key Adjust the volume of the handset, headset, speaker, and phone’s ringer.
 Microphone Transmits sound to other phones.

Navigating Phone Views

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

 For Home view, press .

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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 is 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.

 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.

At the top of each view is a status bar, displayed next. The status bar displays the date and time, your
phone line—depending what view you are in, and icons that you can tap to access messages or recent
calls. When your phone has information you should know about, icons and messages scroll together with
the date, under the time display. If you have a VVX 600, additional icons might display in the status bar,
such as Do Not Disturb (DND) and Warning icons, which you can tap.

Figure 5: Status Bar

Home View

You can display Home view, displayed next, by pressing . Home view displays your phone line and
icons you can tap to access phone features, settings, and information. At the bottom of Home view is a
Page Indicator that you can press and hold to control how many icons Home view displays.

Figure 6: Home View

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User Tip: Displaying Additional Home View Icons

Instead of pressing the Page Indicator to view additional Home view icons, swipe the screen right or
left.

To display additional Home view icons, displayed next, press and hold the Page Indicator. Press and hold
the Page Indicator again to view fewer icons.

Figure 7: Additional Home View Icons

Home view displays the following icons:

 New Call Tap New Call to display the Dialer so you can place a call.
 Messages Tap Messages to access your voicemail.
 Directories Tap Directories to access your Contact Directory and Recent Calls list. You can also

tap Directories to access a Corporate Directory and a Buddy Status List if they are set up on your
phone.

 Forward Tap Forward to set up forwarding options for incoming calls.
 DND Tap DND to toggle DND (Do Not Disturb) on or off. When DND is enabled, your phone does

not ring and incoming calls go to voice mail.

 Settings Tap Settings to access phone features and settings to customize your phone.

Additional icons may include:

 Applications Tap Applications to access a menu of custom applications. Ask your system

administrator for information about any specific applications listed in this menu.

 Calendar Tap Calendar to show a calendar with your meeting details. Using the Calendar feature,

you can join meetings directly from your phone.

From Home view, tap a phone line to display additional phone lines that you can set up for your phone
and favorites, displayed next. From this screen, tap a phone line to open the Dialer, or tap a favorite to
dial the favorite. To display the Home view icons again, tap Close.

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Figure 8: Additional Lines and Favorites from Home View

Lines View

Lines view, displayed next, is your phone’s default display. To display Lines view, press from Home
view.

Lines view displays your phone lines, your favorites, and soft keys in the soft key area.

Figure 9: Lines View

When 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.

When calls are queued in your phone, the phone line indicates the number of calls you have, and if they
are active or held. When the phone line has an active call, a green bar displays, as displayed in the
following VVX 500 example. When the phone line has one or more held calls, a flashing red bar displays,
as displayed in the following VVX 600 example. To display your calls, press and hold the phone line, or
swipe the screen.

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Troubleshooting: Why Can’t I Access the Idle Browser?

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

Browser.

Figure 10: Active and Held Calls

Active Call View

When you have only one call in progress and it is an active call, you can access Active Call view,
displayed next. When you are in Home view, you can display Active Call view by pressing , or tapping

in the status bar. To switch between Lines and Active Call view, swipe the screen right or left.

Active Call view displays the name and number of the person you are talking with and the duration of the
call. From Active Call view, you can manage the call. You can hold, end, or transfer the call, or set up a
conference call with the person you’re talking with and other parties.

Figure 11: Active Call View

Calls View

You can access Calls view, displayed next, if your phone has multiple calls in progress, or your phone
has one held call. If you are in Home view, you can display Calls view by pressing , or tapping
in the status bar. To switch between Lines and Calls view, swipe the screen right or left.

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Note: What Does a Highlighted Call Indicate? How Do I Highlight a Call?

A highlighted call is either bright green or blue. Tap an active call to make it bright green, or tap a
held call to make it bright blue. The soft keys apply to the highlighted call.

Icon

Description

Icon

Description

Registered line

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

Unregistered line

Do Not Disturb enabled

Placing a call

Phone warning

Active call using Polycom HD
Voice

Login credentials invalid

Figure 12: Calls View

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.

Understanding Phone Icons and Status
Indicators

The following table displays icons, including phone, call, or buddy/contact status, and indicators which let
you know that a feature is enabled. You can tap certain icons to access information or features. For
information on video icons, see Chapter 3, Using Video and the Polycom VVX Camera.

Table 1: Phone Icons and Status Indicators

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Icon

Description

Icon

Description

Held call

Shared line

Incoming call in Lines view

Shared line with a held call

Incoming call in Call view

Call forwarding is enabled

Active conference

Tap to access recent calls

USB flash drive attached

Tap to access messages

Recording in progress or paused
(VVX 500 only)

Presence status (Available)

Recording paused
(VVX 600 only)

Presence status (Busy)

Recording in progress
(VVX 600 only)

Presence status (Away)

Placed call

Presence status (Do Not Disturb)

Received call

Presence status (Offline)

Missed call

Presence status (No information)

Bluetooth available
(VVX 600 only)

Bluetooth headset paired and connected
(VVX 600 only)

Task

Action

Return to Home view from any screen

Press .

Return to the previous screen

Tap Back, as displayed next.

Navigating Your Phone Interface

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

Table 2: Navigating Your Phone Interface

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Task

Action

Switch phone views

If you are in an active call, press to switch
between Home view, Lines view and Calls view.

If you are not in an active call press to switch
between Home view and Lines view.

If you are 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 displayed next), there are additional soft
keys available, but you cannot see them. Tap More to
view the additional soft keys.

Entering Data and Updating Fields

You can enter information and edit fields using the onscreen keyboard, or using the dialpad keys on the
phone console.

Before you use the onscreen keyboard or the dialpad keys to enter information in fields, you can tap the
Encoding or Mode soft key to specify how you want to enter information:

 Mode enables you to enter just numbers, or text in title case, lower case, or upper case

characters.

 Encoding enables you to enter alphanumeric and special characters—including all the options

available when you tap Mode—as well as characters in special languages.

The following tables list the Mode and Encoding options.

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Options Available When You Tap Mode

Options Available When You Tap Encoding or

Abc (to capitalize the first letter only, and
use lower case for the remaining letters)

Abc
ABC (to enter upper case only)

ABC

Abc (to enter lower case only)

abc

123 (to enter numbers only)

123

ASCII (for regular text)

Latin (to enter accented characters)

Katakana (for Japanese characters)

Unicode (to store characters as double bytes)

Cyrillic (for Russian characters)

Troubleshooting: I’m Using the Onscreen Keyboard, But the Encoding or Mode Soft Key
Doesn’t Display

When the onscreen keyboard displays, the Encoding and Mode soft keys are not available. To
select Encoding options, tap . Or, tap , , , or to enter information in a

specific way. For tips on using the onscreen keyboard, see Using the Onscreen Keyboard.

Table 3: Mode and Encoding Options

Using the Onscreen Keyboard

Use the onscreen keyboard, displayed next, to quickly update field information. When a data entry field
only requires numbers, the onscreen keyboard just displays numbers.

Figure 13: Onscreen Keyboard

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

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User Tip: Another Way to Select How You Want to Enter Information

Tap , , , or to select alphabetic, numerical, upper case, or lower case mode. For
more information on these keys, see the table below.

Figure 14: Status Bar

To use the onscreen keyboard:

1 Open the onscreen keyboard by tapping in the phone’s status bar.
2 To enter information in a specific way—for example, in upper case only and using the ASCII

format—tap and select the options you want, as displayed next.

3 Press your finger on the character you want.

The character displays in a magnified view on the screen, as displayed next. To enter the
character, lift your finger. If you do not want to enter the character, drag and lift your finger.

4 When you finish entering information, tap .
5 Tap Save.

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Task

Action

Select an Encoding option (title case, upper
case, lower case, numbers-only, ASCII,
Latin, Katakana, Unicode, Cyrillic)

Tap and tap the Encoding options you want.
Enter text

Tap and tap the characters you want.

Enter upper case characters

Tap and tap the characters you want.

Enter lower case characters

Tap and tap the characters you want.

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 .

Delete one or more characters

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

Replace characters

Highlight the characters you want to delete. Then, enter the
characters you want.

Data Type

Action

Enter numbers, or characters in upper case,
lower case, 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.

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

Table 4: Using the Onscreen Keyboard to Enter Information

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

The following table describes how to enter different types of data on your phone.

Table 5: Using the Dialpad Keys to Enter Information

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Data Type

Action

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.

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:

You cannot access special characters when you are 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.

You cannot enter a space when you are in numerical (123) mode.

Delete one or more characters

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

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 do not 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.

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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).

Web Info: Using the Utility

For detailed information on accessing, navigating, and using the utility, see the Polycom Web

Configuration Utility User Guide.

Registering the Phone

In most cases, your phone is deployed with multiple other phones and your system administrator
configures the phone parameters, so that after you set up your phone, the phone is registered and ready
to use.

When your phone is not part of a large phone deployment, your phone might not be registered after you
set it up. Before you use your phone, you or your system administrator has 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 a 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 need to know the IP address of your phone and the
user password to log in to the utility.

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Before you begin using the Web Configuration Utility, you need to know the IP address of your phone and
the user password to log in to the utility.

To find your phone’s IP address:

» From Home view, Select Settings > Status > Platform > Phone, and use the arrow keys to

navigate to your phone’s IP address.

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 displays.

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Using Basic Features 2:

Now that you are familiar with your phone’s user interface, you are ready to perform basic phone tasks
that you can use on a daily basis. This chapter explains how to handle multiple calls at one time, how to
manipulate incoming and active calls, and how to access directories and lists so you can perform tasks
quickly and efficiently.

The following information is described:

 Calling, answering, holding, and ending calls
 Ignoring, rejecting, forwarding, 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
 Using headsets
 Managing shared lines

How Your Phone Handles Calls

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 (for the VVX 500) or 16 lines (for the VVX

600). 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 .

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. When both an analog and USB
headset are connected, the USB headset is used.

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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 .

Power Tip: Setting Up the Phone to Automatically Use Your Headset for All Calls

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

Enabling Headset Memory Mode.

Answering Calls

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

Figure 15: Incoming Call Window

To answer the call, do one of the following:

 To use the handset, pick up the handset.
 To use the speakerphone, press or tap Answer.
 To use your headset, press .

When you’re already in handset, speakerphone, or headset mode, tap Answer, and the phone
automatically uses the mode you’re in.

When you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either
Home or Calls view displays, as displayed next. The view that displays depends if your phone last
displayed Home or Lines view.

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Note: Setting Up a Visual Incoming Call Alert

Your system administrator can enable the touchscreen to flash bright orange when you have an
incoming call. The touchscreen continues 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, the way you answer calls is different. For more information on answering
calls from a locked phone, see Calling and Answering from a Locked Phone.

Figure 16: Incoming call from Home view:

Figure 17: Incoming call from Calls view:

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

Answering Another Call

When you are in an active 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 displayed next. To answer the call, tap Answer.
The call you were in is held.

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Figure 18: Incoming Call Window

If you don’t answer the call within 10 seconds, the Incoming Call window disappears, and either Home or
Calls view displays, as displayed next.

Figure 19: Incoming call from Home view:

Figure 20: Incoming call from Calls view:

To answer the call from Home view, tap to display Calls view. To answer the call from Calls view,

tap the incoming call if it’s not already highlighted, and tap Answer.

Answering on a Shared Line

When you share a line with another phone, you can answer calls normally, or, someone who shares the
line can choose to answer the call from their phone. When you share a line with another phone and you
place a call on hold, anyone who shares your line can answer the held call.

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Note: Auto-Answered Calls and Microphone Mute

Your phone mutes the microphone for all auto-answered calls, so that the party calling you can’t
hear you. To unmute the microphone so the other party can hear you, press . To enable or

disable microphone mute for auto-answered calls, see the following procedure.

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

Working with Shared Lines.

Answering Calls Automatically

You can set up your phone to auto-answer calls, so you do not have to push a button or tap a key to
answer a call. When you enable this feature, your phone automatically answers incoming calls using the
speakerphone. Your system administrator sets how many times your phone rings before the call is auto­answered.

When Auto Answer is enabled and a call arrives while you are already in a call, the incoming call is
automatically answered only 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, you can:

 Enable your phone to automatically answer SIP calls. Tap Auto Answer SIP Calls, and tap

Yes. The default setting is No.

 Enable your phone to automatically answer H.323 calls. Tap Auto Answer H.323 Calls, and

tap Yes. The default setting is No. This field only displays if your phone supports the H.323
protocol.

 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.

 Mute the video when video calls are auto-answered (so that the incoming caller cannot see

you), tap Video Mute, and tap Yes. The default setting is No.

3 Tap Save.

Managing Multiple Calls

You can manage multiple calls from Lines and Calls view. To switch between the two views, swipe the
screen.

In Lines view you can see each line on your phone and how many calls each line has, as displayed next.
A green bar indicates a line with an active call. A flashing red bar indicates a line with one or more held
calls. In the example on the left, line 2091 has two calls, one active call and one held call, and line 2095
has one held call. The soft keys apply to the phone line that has the blue border, line 2091. To display the
calls for a particular line, press and hold the phone line.

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Figure 21: Lines View

When you tap a phone line that does not have an active call, the most recent call on that line becomes
active, even if you are already in an active call on a different line. If you are already in an active call on a
different line, the active call is held.

Swipe the screen to display Calls view. Calls view displays all the calls for each phone line, as displayed
next. All the calls for a phone line display under the associated phone line. Scroll up or down to see all
your lines and calls.

Figure 22: Call View

To manage a call, tap the call to highlight it. Then, tap one of the soft keys to hold, resume, end, or
transfer the highlighted call, or set up a conference with the highlighted call.

When you navigate away from your calls, tap to see Active Call or Calls view, as displayed next.

Figure 23: Status Bar with Calls Button

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Note: Calling from a Locked Phone

If your phone is locked, see Calling and Answering from a Locked Phone for information on placing
calls when your phone is locked.

Placing Calls

You can place a call using the handset, speakerphone, or headset. You can dial the number first, and
then choose the method—by picking up the handset, pressing , or pressing —or choose the

method first, and then dial the number.
You can place calls in these ways:

 Manually, from the Dialer
 Automatically, by tapping a favorite in Home or Lines view
 Automatically, from your Favorites list, Recent Calls list, or Contact Directory.

Calling from the Dialer

The Dialer displays a list of previously placed calls. Tap one of the Dialer entries to enter it. Or, start
entering a number. As you enter numbers, the Dialer displays a list of similar numbers, as displayed next.
Tap a match to automatically enter it.

Figure 24: The Dialer

To display the Dialer, do one of the following:

 From Home view, tap New Call.
 From Lines or Calls view, tap the New Call soft key. The New Call soft key does not display if you

have an active call.

 Start entering a phone number, if your phone is idle.
 Pick up the handset, or press or , if you do not have an active call.

 In Lines view, tap a phone line that does not have any calls.

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User Tip: Choosing URLs or Numbers Mode from the Dialer

To enter a URL in the Dialer, tap URL. To exit URL mode and enter numbers, tap Number.

Note: Handling Automatically-Placed Calls

Your administrator sets up your phone to automatically place the call after you enter a certain
number of digits. If your phone doesn’t automatically place the call, tap . If a call is placed

before you enter all the digits, place the call as follows: enter the phone number and tap .

Timesaver: Automatically Dialing Favorites

You can quickly dial a favorite from Home or Lines view:

 From Home view: Tap the phone line, and tap the favorite you want to call.

 From Lines view: Tap the favorite you want to call.

When you access the Dialer, an active call is held.

To call from the Dialer:

 Enter the number, and then pick up the handset. Press or tap , or press .
 If you’re already in handset, speakerphone, or headset mode, enter the number, and tap .

Placing Calls from Favorites, Recent Call Lists, and
Directories

In addition to the Dialer, you can place calls from the Recent Calls list, Favorites list, or you’re Directory.
Or, you can quickly call a favorite from Home or Lines view.

To call from the Recent Calls list:

1 Access your Recent Calls list by doing one of the following:

 From Home view, tap Directories, and tap Recent Calls.
 From the Dialer, tap Recent.

 From Lines, Calls, or Active Call view, tap .

2 From the Recent Calls list, tap the person you want to call. The call is automatically placed.

To call from your Favorites list:

1 From Home view, tap New Call.
2 From the Dialer, tap Favorites.
3 From your Favorites list, tap the favorite you want to call. The call is automatically placed.

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Note: How Do I End a Held Call?

A call must be active to end it. To end a held call: From Calls view, tap the held call to highlight it,
tap Resume, and then tap End Call.

To call from your Directory:

1 Access your directory by doing on of the following:

 From Home view, tap Directories, and tap Contact Directory
 From Home view, tap New Call, and tap Directory.

2 From your Directory, tap the contact you want to call.
3 From the contact’s information screen, tap the contact’s phone number. The call is automatically

placed.

Redialing Numbers

To dial the last number you called, open the Dialer. The first number in the list is the last call you placed.

To redial a number:

1 From the Dialer, displayed next, tap the first number in the list.

2 Place the call.

Ending Calls

To quickly end an active call, replace the handset, or press or . Or, from Active Call, Lines, or
Calls view, tap End Call. If you’re in Calls view, be sure to highlight the call first.

Using Headsets

You can connect an analog and USB headset to your phone. When an analog headset is connected and
in use, glows green. When a USB headset is connected and in use, glows blue. When both an

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Web Info: More Information About Headsets

 For information on how to connect a headset to your phone, see the Quick Start Guide for

your phone, available by navigating to your phone’s Web page from the Business Media

Phones Support page.

 For information on your headset’s features, as well as how to sync your headset with your

phone, see your headset documentation.

 For a list of supported headsets, see Using Headsets with Polycom Phones (Feature Profile

37477). For detailed information about how to use electronic hookswitch, see Using an
Electronic Hookswitch (Technical Bulletin 35150). These documents are available from the
Polycom Profiled UC Software Features and Polycom Engineering Advisories and Technical
Notifications Support pages.

Troubleshooting: Why Doesn’t My Headset Work with My Phone?

Certain USB headsets—such as those that come with a docking station—have two modes:
deskphone and softphone. To work with your phone, your headset must be in softphone mode. If
you cannot operate the phone from your headset, it is possible your headset is in deskphone mode.
To switch modes, press and hold the headset hookswitch until you hear a sound or message on the
headset.

analog and USB headset are connected, the USB headset is used. When two USB headsets are
connected, the headset you connected first is used.

When you use a headset, you can set up your phone so that all calls use your headset. To enable this
feature, see Enabling Headset Memory Mode. When you use a headset that supports electronic
hookswitch (EHS), you can use the controls on your headset to answer and end calls. In addition, you
may be able to mute calls and control volume from your headset.

VVX 600 phones also support Bluetooth headsets. If your system administrator enables Bluetooth
capability for your phone, you can use a Bluetooth device to handle calls. When a Bluetooth headset is
connected and in use, glows blue. When analog, digital, and Bluetooth headsets are connected to
your phone, the Bluetooth headset is used. To use a Bluetooth headset, see Using Bluetooth Headsets

with Your VVX 600 Phone.

Enabling Headset Memory Mode

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, enable and then activate Headset Memory Mode. When Headset
Memory Mode is activated, flashes either green, for analog headsets, or blue, for USB or Bluetooth

headsets.

To enable Headset Memory Mode:

1 Tap Settings from Home view, and tap Basic > Preferences > Headset > Headset Memory.
1 From the Headset Memory Mode screen, tap Enabled.

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2 Press .
3 To activate Headset Memory Mode, press twice. The Headset key flashes to indicate that the

phone is in Headset Memory Mode.
Now, whenever you answer a call, the call connects to your headset automatically.
When 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 Bluetooth Headsets with Your VVX 600 Phone

If you have a VVX 600 phone and your system administrator enables Bluetooth capability, you can use a
Bluetooth headset with your phone to handle calls. To use your Bluetooth headset with your phone, you
need to turn on the Bluetooth option on your phone, and then pair and connect your Bluetooth device with
your phone.

This section shows you how to turn Bluetooth on, and how to pair and connect your Bluetooth headset. It
also provides general information on how to use your Bluetooth headset with your phone, and how to
disconnect and remove your Bluetooth headset from your phone.

Turning On the Bluetooth Option

Before you can use a Bluetooth headset with your phone, you need to turn on the Bluetooth option. When
Bluetooth is turned on, the Bluetooth icon displays in the status bar, as displayed next.

Figure 24: Status Bar

After you turn on the Bluetooth option, you can pair and connect your Bluetooth headset.

To turn on the Bluetooth option on your phone:

1 From Home view, tap Settings > Basic > Bluetooth Settings > Bluetooth Radio. The Bluetooth

Radio screen displays, as displayed next.

2 To turn Bluetooth on, tap On. The message Turning BT radio on/Please wait displays.

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Note: Pairing and Connecting Bluetooth Headsets

The following instructions are intended as a guide, and do not apply to all Bluetooth devices. You
can usually find instructions for your headset on the device manufacturer’s Web site.

Troubleshooting: Why Don’t the Bluetooth Settings Display on My Phone?

If the Bluetooth settings don’t display on your phone, check that your administrator has enabled the

Bluetooth feature on your phone. If the feature is enabled, make sure you have turned the Bluetooth
option on. See Turning On the Bluetooth Option.

The Bluetooth icon displays in the status bar. You may have to wait several seconds for the icon to
display. When the icon displays, you can pair and connect your Bluetooth headset.

Pairing and Connecting Bluetooth Headsets

Before you use your Bluetooth headset, you need to pair and connect it with your phone. You can pair up
to four Bluetooth headsets with your phone; however, only one headset can be connected at a time.

To pair and connect your Bluetooth headset with your phone:

1 Turn your Bluetooth headset on and place the headset in discovery mode. To place your headset in

discovery mode, refer to your headset documentation.

2 From Home view, tap Settings > Basic > Bluetooth Settings > Manage BT Headsets. A list of all

paired and connected headsets displays, as displayed next.

The icon next to each headset indicates headset status:

 Bluetooth icon indicates that the headset is paired but not connected.

 Bluetooth/Headset icon indicates that the headset is both paired and connected.

In the following example, the first headset is paired but not connected, and the second headset is

both paired and connected.

3 Do one of the following:

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Note: Why Doesn’t My Headset Pair Automatically?

If your headset is an older model, you may have to enter a password (for example, 0000) before the
headset can pair with your phone.

 If your headset is listed, but is just paired and not connected (that is, it has next to it), go to

step 5 to connect it.

 If your headset is not listed, find the headset by tapping Scan. Make sure your headset is in

discovery mode before you tap Scan. The message Place device in discoverable mode reminds
you to do this. Refer to your headset documentation for information on how to place your
headset in discovery mode.

All the nearby devices in discovery mode are added to the list, as displayed next. A red icon
displays next to each unpaired headset.

4 Tap the headset you want to pair and tap Add to begin the pairing process. An Adding device

message displays. After your headset is added, the Manage BT Headsets screen displays. Your

headset is paired, but not connected, as displayed next.

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5 Tap the headset you want to connect, and tap Connect. A Connecting device message displays.

After your headset connects, a Headset attached message displays, and your headset model

displays next to the Bluetooth/Headset icon, the icon that indicates that your headset is both

paired and connected, displayed next.

The Bluetooth/Headset icon also displays in the status bar, as displayed next. If you tap the

icon, the Bluetooth Settings screen displays.

You can now use your headset to handle calls.

Handling Calls with Your Bluetooth Headset

When your Bluetooth headset is turned on, and paired and connected with your phone, you can:

 Use the headset to handle calls, including muting and adjusting call volume.
 Initiate and end calls on your headset by pressing , or using a control on the headset.
 Switch to handset or speakerphone mode during a headset call by picking up the handset or

pressing .
When a Bluetooth headset is paired and connected, and you turn the headset off, the message Headset

removed displays. The headset is not connected anymore, but remains paired. When you turn the
headset back on, the message Headset attached displays, and the headset is connected again, indicating
that you can use it to handle calls.

Disconnecting and Removing Your Bluetooth Headset

You can disconnect your headset from your phone, but still keep it paired. When you disconnect a
headset, it remains paired so you can easily connect it to your phone again.

You can also remove your headset, so it is no longer paired or connected. When you remove your

headset, it won’t display in the Manage BT Headsets screen. To connect it back to your phone, you’ll

need to scan for the device, add it, and connect it again.

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Timesaver: How to Quickly Connect and Disconnect Your Headset

You can quickly disconnect your headset by turning your headset off. When you turn it off, the
message Headset removed displays. When you turn your headset back on, the headset is
connected again.

To disconnect your headset:

 From Home view, tap Settings > Basic > Bluetooth Settings > Manage BT Headsets. From the

Manage BT Headsets screen, tap your headset, and tap Disconnect.
Your headset remains paired to your phone but is no longer connected. To connect it to your phone

again, tap Connect.

To remove your headset:

1 From Home view, tap Settings > Basic > Bluetooth Settings > Manage BT Headsets.
2 From the Manage BT Headsets screen, tap your headset, and tap Remove.

Your headset is removed from the list and is no longer paired or connected with your phone.

Responding to Incoming Calls

While your phone rings, you can do the following:

 Temporarily ignore the call before answering it.
 Reject the call so it goes directly to voicemail.
 Forward the call to another person.

Ignoring Incoming Calls

Ignore or silence a call to stop your phone from ringing. Even though the call is ignored, your phone still
displays the incoming call notification so you can still answer the call.

To ignore or silence a call:

 From the Incoming Call window, tap Ignore, for private lines, or Silence, for shared lines.

The Incoming Call window disappears, your phone stops ringing, and either Home or Calls view displays.

Rejecting Incoming Calls

Reject a call to stop your phone from ringing and send the call directly to voicemail. Calls you reject
display in your Recent Calls list. Rejecting calls is not available for shared lines.

To reject an incoming call:

 From the Incoming Call window, tap Reject. You can also reject an incoming call from Lines and

Calls view.
The call goes directly to voicemail.

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User Tip: Other Ways to Forward Calls

You can also set up your phone to forward all incoming calls to another person (see Forwarding All

Calls to Another Person), or forward all calls from a certain contact to another person (see Diverting
Calls from a Contact to Another Person).

Forwarding Incoming Calls to Another Person

While your phone rings, you can forward the call to another person.

To forward an incoming call to another person:

1 While your phone rings, tap Forward.
2 From the Call Forwarding screen, enter the forwarding number, and tap Forward.

During Calls

When you are in a call, you can do the following:

 Hold the call.
 Transfer the call to another person.
 Set up a conference call with the person you’re talking with and another person.

Holding Calls

You can place any active call on hold. A held call displays in Home, Lines, and Calls view as follows:

Figure 25: A Held Call in Home, Lines, and Calls View

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User Tip: Accessing Your Directories and Favorites When You Transfer a Call

Instead of entering or selecting a number from the Dialer, you can select a directory entry or a
favorite to transfer the call to.

 To transfer to a directory entry: After you tap Transfer, press , tap Directories, and then

tap Contact Directory or Corporate Directory. Search for the person, and then call them.

 To transfer to a favorite: After you tap Transfer, tap Favorites, and tap the favorite you want

to call.

To hold a call:

 From Active Call, Lines, or Calls view, tap Hold. If you’re in Calls view, be sure to highlight the call

first.

To resume a held call:

Do one of the following:

 From Lines view, tap Resume. If there is more than one held call on the line, the last call that you

held is resumed. If you have multiple lines and you tap Resume, the last call that you held, on

either line, is resumed.

 From Calls view, tap the call to highlight it, and tap Resume.

Transferring Calls

When you transfer a call to another person, you have the option to talk to the person before the transfer
completes. If your phone supports a blind transfer, you can automatically transfer a call without talking to
the other person. The call is automatically transferred after you dial the number you’re transferring the call
to.

To transfer a call:

1 From Active Call, Lines, or Calls view, tap Transfer. The active call is held.
2 From the Dialer, place a call to the person you want to transfer the call to.

3 When you hear the ring-back sound, tap Transfer to complete the transfer. Or, if you want to talk

with the person before the transfer completes, connect and talk with the person, and then tap

Transfer. To cancel the transfer before the call connects, tap Cancel.
To perform a blind transfer:

1 From Active Call, Lines, or Calls view, tap Transfer. The active call is held.
2 From the Dialer, tap Blind, and place a call to the person you want to transfer the call to. If you

don’t see Blind, tap More (at the top of the screen), and tap Blind.

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User Tip: Accessing Your Directories and Favorites When You Blind Transfer a Call

Instead of entering or selecting a number from the Dialer, you can select a directory entry or a
favorite to transfer the call to.

 To transfer to a directory entry: After you tap Blind, press , tap Directories, and then tap

Contact Directory or Corporate Directory. Search for the person, and then call them.

 To transfer to a favorite: After you tap Blind, tap Favorites, and tap the favorite you want to

call.

Timesaver: Completing a Transfer

If you’re using a handset, complete a transfer by replacing the handset.

User Tip: Tips for When You Are in Conference Calls

When you are in a conference call:

 Use the handset or a headset if you’re in an open environment.
 Mute your microphone when you are not speaking, especially in noisy environments.
 Avoid tapping the microphone or rustling papers near the microphone.

 Speak in your normal voice without shouting.

The call automatically transfers to the person you specified.

Setting Up and Handling Conference Calls

You can set up a conference call with two or more other people. Ask your system administrator to for the
maximum number of people you can set up a conference with.

Just as with other calls, you can hold and resume conference calls. In addition, you have the option to
split a conference call – to end the conference and place the people you were talking with on hold.

If your system administrator enables the conference management feature on your phone, you can
manage each person in a conference call. You can you can mute, hold, and remove each person in the
conference. For more information, see Managing Conference Call Participants.

Setting Up Conference Calls

You can set up a conference by calling two people and using the Confrnc soft key, or by joining two
existing calls using the Join soft key.

To set up a conference call:

1 Call the first person.

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User Tip: How to Quickly Set Up a Conference

If your phone has an active call and one held call, on the same or different lines, tap Join from either
Lines or Calls view to automatically create a conference call. The conference call takes place on the
line from which you handled the last active call.

2 From Active Call, Lines, or Calls view, tap Confrnc. The active call is held.
3 Using the Dialer, call the second person.
4 When the second person answers, tap Confrnc to join everyone in a conference. The Active:

Conference screen displays, as displayed next.

Holding and Resuming Conference Calls

When you place a conference call on hold, you place the other people in the call on hold. No one in a
held conference call can hear each other. To place hold one person on hold, see Managing Conference

Call Participants.

To place a conference call on hold:

 From Active Call, Lines, or Calls view, tap Hold. If you’re in Calls view, highlight the conference

first. The other people in the conference are held. The following example shows a held conference

in Calls view.

To resume a held conference call:

 From Lines or Calls view, tap Resume.

Ending Conference Calls

To end a conference, tap End Call. By default, when you tap End Call, the other people in the
conference remain connected with each other. However, your system administrator can set up your
phone so that all connections end.

To end a conference call:

 From Active Call, Lines, or Calls view, tap End Call.

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Timesaver: How to Manage a Participant Without Tapping Manage

When you are in Active Call view, simply tap a conference participant to start managing the
participant.

Splitting Conference Calls into Two Held Calls

When you split a conference, you end the conference and place the other two people on hold. You can
split an active or held conference call.

To split a conference call:

 From Active Call, Lines, or Calls view, tap Split.

The conference call ends. By default, the other two people are held.

Managing Conference Call Participants

If your system administrator enables the conference management feature on your phone, you can
manage conference call participants. You can you do the following:

 Mute a participant.
 Hold a participant.
 Remove a participant from the conference.
 List information about a participant, such as the participant’s name, number, and call details—such

as whether the call is muted, held, or is video-enabled.

To manage a participant in a conference call:

1 Set up an active conference call.
2 From Active Call, Lines, or Calls view, tap Manage. If you’re in Calls view, be sure to highlight the

conference first. The following examples show the screens that display when you manage a

conference.

3 Tap the participant you want to manage.
4 Do one of the following:

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Power Tip: Forwarding Calls on a Call-by-Call Basis

You can choose to forward a call as your phone rings. For more information on forwarding calls on a
call-by-call basis, see Forwarding Incoming Calls to Another Person.

Note: Call Forwarding and Microsoft® Lync® Server

If your phone is configured to work with Microsoft Lync Server, your call forwarding options are
different than those described below. For more information on forwarding calls with Microsoft Lync,
see Using Polycom Phones with Microsoft Lync Server Quick User Guide, available by navigating to

your phone’s Web page from the Business Media Phones Support page.

 Tap Far Mute to mute the participant. The muted participant can hear everyone, but no one can

hear the muted participant.

 Tap Hold to hold the participant. The held participant cannot hear anyone, and no one can hear

the held participant.

 Tap Remove to remove the participant from the conference, end the conference call, and create

an active call between you and the participant still in the call.

 Tap Information to view information about the participant and their call status. When you tap

Information, a popup displays listing the person’s information, as displayed next.

5 Tap Back to exit the conference management function.

Changing the Way Calls are Answered

Change the way calls are answered by doing the following:

 Forwarding all calls to another person.
 Rejecting calls from a contact.
 Diverting calls from a contact to another person.
 Temporarily refusing all calls by enabling Do Not Disturb.

Forwarding All Calls to Another Person

You can set up your phone to forward all calls to another number, even if the Do Not Disturb feature is enabled. Call
forwarding is not available on shared lines.

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To forward all calls to another person:

1 From Home view, tap Forward. (You can also tap Settings from Home view, and tap Features >

Forward, or if your phone is idle, tap Forward from Lines view.)

2 When your phone is set up with multiple lines, tap the line to apply forwarding to.
3 From the Forwarding Type Select screen, tap the forwarding type you want:

 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.

4 Enter the forwarding number, and tap Enable. If you selected the No Answer option, you can enter

the number of rings before your phone forwards the call. A value of 2 is recommended.

The forwarding number you chose scrolls in the status bar, as displayed next.

When a phone line is idle, Lines view displays the forwarding icon, next to the phone line, as
displayed next.

Figure 26: The Forwarding Icon in Lines View

To disable call forwarding:

1 From Home view, tap Forward.
2 When your phone is set up with multiple lines, tap the line to disable forwarding for.
3 From the Forwarding Type Select screen, tap the forwarding type to disable, and tap Disable.

Rejecting Calls from a Contact

You can send incoming calls from a particular contact to your voicemail system.

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Note: Rejecting Calls and Shared Lines

You cannot reject calls on shared lines. You can only silence them. For more information, see

Working with Shared Lines.

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

1. Tap Directories from Home view, and tap Contact Directory.

2. From your directory, tap the contact whose calls you want to reject.

3. From the contact’s information screen, tap .

4. From the Edit Contact screen, tap Auto Reject, tap Enabled, and then tap Save.

Diverting Calls from a Contact to Another Person

The Divert option enables you to transfer all incoming calls from a particular contact to another person.

To divert incoming calls from a contact to another person:

1. Tap Directories from Home view, and tap Contact Directory.

2. From your directory, tap the contact whose calls you want to send to another person.

3. From the contact’s information screen, tap .

4. From the Edit Contact screen, do the following:

 Tap Divert Contact, and enter the number of the person you want the call to go to.

 Tap Auto Divert, and tap Enabled.

 Tap Save.

Using Do Not Disturb

Enabling Do Not Disturb (DND) stops your phone from ringing and sends all incoming calls directly to
voicemail. All calls you receive while DND is enabled are logged to your Recent Calls list.

When you enable Do Not Disturb, the following happens:

 The Do Not Disturb icon, , displays in the status bar, as displayed next. For VVX 500 phones,

the icon scrolls under the time display. For VVX 600 phones, the icon displays at the far right of the

status bar, next to other icons that you can tap.

 When your phone is idle, the Do Not Disturb icon, , displays next to your phone line in Lines

view, as displayed next. If you have new messages or forwarding enabled, the messages or

forwarding icon displays instead.

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Note: Do Not Disturb and Shared Lines

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

Troubleshooting: Why Doesn’t the DND Icon Display?

When you have set your presence status to Do Not Disturb, as well as enabled DND for your phone,
the message My Status: Do Not Disturb scrolls under the time display, and the DND icon does not
display in the status bar.

Timesaver: Quick Way to Disable DND on the VVX 600

To turn DND off, tap , located in the status bar.

 The DND icon in Home view, , changes to , as displayed next.

To toggle Do Not Disturb on and off:

 From Home view, tap DND. Or, if your phone is idle, tap DND from Lines view.

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Power Tip: Automatically Enabling or Disabling Do Not Disturb for All Lines

To automatically enable Do Not Disturb for all lines, tap Set All. To automatically disable the feature
for all lines, tap Clear All.

Using Do Not Disturb with Multiple Lines

By default, the Do Not Disturb feature applies to all lines on your phone. However, your system
administrator can set up your phone so that you can enable the feature on a per-line basis.

To enable or disable Do Not Disturb for a particular line:

1. From Home view, tap DND.

2. From the Line Select screen, tap the line to enable or disable Do Not Disturb on.

3. From the Do Not Disturb screen, tap Enable or Disable.

Listening to Voicemail

Your phone may indicate new voicemail messages by the following:

 A message counter in Home view, as displayed next. The counter indicates the number of new

messages you have.

 A message counter in the status bar, displayed next. The counter displays on the Message icon,

. When you have new messages, the Message icon also displays next to the phone line in

Lines view, as displayed next.

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Note: Temporarily Removing Message Indicators

To temporarily remove message indicators, tap , and tap Message Center (or tap Messages
from Home view, and tap Message Center) and tap Clear. After a period of time—usually about an
hour or two—the message indicators appear again.

 A flashing Message Waiting Indicator, located at the top-right of your phone.
 An audible alert (if your phone is on-hook).

To listen to voicemail messages:

1 On the status bar, tap , and tap Message Center. Or, from Home view, tap Messages, and tap

Message Center.

2 If multiple lines are configured on your phone, the Line Select screen displays. Tap the line that has

the message.

3 From the Messages screen, tap Connect and follow the prompts.

Viewing Recent Calls

Your phone maintains a Recent Calls list, a list of missed, received, and placed calls. Each list holds up to
100 entries.

From the Recent Calls list, displayed next, you can:

 Sort, order, and filter calls. By default, the list displays all call types (missed, placed, and received),

with the most recent call displaying first.

 Remove certain calls from the list.
 Tap a call record to view call details and manage the call.
 Tap a call record to automatically call the person.

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Timesaver: Quickly Accessing the Recent Calls List

To quickly access recent calls, tap in Lines, Calls, or Active Call view, as displayed next.

Icons display next to a call to indicate the call type:

 Placed calls display .
 Received calls display .
 Missed calls display .

To view your Recent Calls list:

 From Home view, tap New Call, and tap Recent. You can also access recent calls by tapping

Directories from Home view, and tapping Recent Calls.

To manage a call record:

1. From your Recent Calls list, tap next to a call record.

2. From the call details screen, displayed next, you can:

 Tap Dial to call the person.

 Tap Save to add the person to your Contact Directory. If the person is already in your Contact

Directory, but isn’t a favorite, Add to Favorites displays instead. Tap Add to Favorites to
automatically make the person a favorite.

 Tap to delete the call from the list.

 Tap to edit the phone number before you dial the person.

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Note: About Filtered Call Lists

You cannot save your filtered call list results. If you filter your Recent Calls list so that only a certain
call type—for example, only missed calls—display, the next time you display the list, all call types
(the default filter) displays.

To customize the list:

 From your Recent Calls list, displayed next, tap to sort and order calls, and tap to filter calls

for specific lines.

When you sort calls by the time of the call, you can order calls in ascending (oldest call first) or

descending (most recent call first) order.

When you sort calls by call name, you can order calls in ascending (alphabetical) or descending

(reverse-alphabetical) order.

When you filter calls, you can choose to display only missed, received, or placed calls. Or, you can

choose to display all call types (the default).

To remove certain calls from the list:

 From your Recent Calls list, tap . You can remove a specific call type, all calls, or just the calls

that display on the screen.

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Note: Accessing a Corporate Directory

Your system administrator can set up your phone so you have access to a Corporate. If you have
access to a Corporate Directory, you can dial people in the Corporate Directory, as well as save
them to your Contact Directory. For more information, see Working with a Corporate Directory.

Working with Your Contact Directory

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

Figure 27: Local Contact Directory

From your local Contact Directory, you can:

 View contact information.
 Search for contacts.
 Dial contacts.

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

 Add contacts.
 Update contact information.
 Delete contacts.

To view your Contact Directory:

 Tap Directories from Home view, and tap Contact Directory.
 Tap New Call from Home view, and tap Directory.

From your Contact Directory, scroll to view contacts or enter search criteria to find one.

To view contact information:

 From your Contact Directory, tap the contact. The contact’s information screen, including the

contact’s name and phone number, displays, as displayed next. Additional information—such as a

job title, label, or email address—can also display.

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Note: Directory Fields are Administrator-Set

Your phone displays one required field, the Contact field, which contains the contact’s phone
number. Your administrator sets all other directory fields. For more information, see your
administrator.

To search for a contact:

1 From your Contact Directory, tap Search.
2 From the Search screen, enter search criteria and tap Search. If you’re using the onscreen

keyboard, tap before you tap Search.
A list of search results is displayed. Tap Return to display your Contact Directory again.

To dial a contact:

1 From your Contact Directory, tap the contact you want to call.
2 From the contact’s information screen, displayed next, tap the contact’s phone number.

To add a contact:

1. From your Contact Directory, tap .

2. From the Add Contact screen, enter contact information:

 For First Name, enter the contact’s first name.

 Tap Last Name, and enter the contact’s last name.

 Tap Contact, and enter the contact’s phone number.

The phone number must be unique and cannot already exist in the directory. If you save an
entry with a non-unique phone number, the entry is not saved.

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Timesaver: Saving Recent Callers and Corporate Directory Contacts to Your Directory

You can automatically save a recent caller to your directory. From your Recent Calls list, tap
next to the call record. From the call information screen, tap Save. The Add Contact screen displays,
with the name (if specified) and contact fields populated. Enter additional information, if desired, and
tap Save.
If a Corporate Directory is available on your phone, you can add contacts from the Corporate
Directory to your Contact Directory. For information on how to update your Contact Directory in this
way, see Working with a Corporate Directory.

 Tap Job Title, and enter the contact’s job title, such as Manager.

 Tap Email, and enter the contact’s email address.

 Tap Favorite Index, and enter a favorite index number.

The number can be any unused value, up to a maximum value of 9999. A contact that has a
favorite index number automatically displays in your Favorites list. For more information about
favorites, see Managing Favorites.

 Tap Label, and enter a label for the contact such as, Marketing.

When you specify a label, the label is first item that displays for the contact on the Directory
screen, and in your Favorites list if the contact is a favorite.

 Tap Ring Type, and select the ringtone you want to use for the contact.

 Tap Divert Contact, and enter the phone number of the third party you want this contact’s calls

sent to.

 Tap Auto Reject, and enable or disable the setting. The default setting is Disabled.

When enabled, each time the contact calls, the call is directed to your mail system.

 Tap Auto Divert, and enable or disable the setting. The default setting is Disabled.

When enabled, each time the contact calls, the call is directed to the third party you specified in
the Divert Contact field.

 Tap Watch Buddy, and enable or disable the setting. The default setting is Disabled.

When enabled, you can monitor the contact’s status. For more information on monitoring status,
see Using Buddy Lists.

 Tap Block Buddy, and enable or disable the setting. The default setting is Disabled.

When enabled, the contact cannot monitor your status. For more information on monitoring
status, see Using Buddy Lists.

3. Tap Save.

To update a contact’s information:

1. From the Contact Directory, tap the contact you want to update.

2. From the contact’s information screen, tap .

3. From the Edit Contact screen, update the contact’s information.

4. Tap Save.

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User Tip: Saving Corporate Directory Search Results

You can save your last search results, so that the next time you view the Corporate Directory, the
results of your last search displays. To save Corporate Directory search results, tap Settings from
Home view, and tap Basic > Preferences > Corporate Directory > View Persistency. From the
View Persistency screen, tap Enabled. The next time you view Corporate Directory, your last search
results display.

To delete a contact:

1 From your Contact Directory, tap the contact you want to delete.
2 From the contact’s information screen, tap . A confirmation message displays, confirming that

you want to delete the contact. Tap Yes or No.

Working with a Corporate Directory

Your system administrator can set up your phone so that you can access portions of a Corporate
Directory. You cannot update your Corporate Directory; your administrator determines which contacts you
can see.

From the Corporate Directory, you can do the following:

 Search for contacts.
 Dial contacts.
 Add contacts to your local Contact Directory.

To view the Corporate Directory:

 Tap Directories from Home view, and tap Corporate Directory. By default, a blank search screen

displays. To view entries, search for a person.

To search the Corporate Directory:

 From the Corporate Directory, perform a quick search or an advanced search:

 To perform a quick search, enter the first few characters of the contact’s first or last name

(depending on how the directory is organized), and tap Submit.

 To perform an advanced search, tap AdvFind. From the Advanced Find screen, enter your

search criteria, and tap Submit.

The screen displays a list of contacts, starting with the most successful matches. To view information for
the contact, tap View. To erase all your search criteria and enter new criteria before you submit your
search, tap Clear.

To dial a Corporate Directory contact:

1. From the Corporate Directory, search for the contact you want to dial.

2. From the search results, tap the contact, and tap Dial.

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To add a contact to your local Contact Directory:

1. From the Corporate Directory, search for the contact you want to add to your Contact Directory.

2. From the search results, tap the contact’s record, and tap View.

3. From the contact’s information screen, tap Save.

Only the first name, last name, and phone number are saved in the local Contact Directory. You can go to
the Contact Directory to see if the contact was saved correctly and to add additional contact information.

Controlling What is Heard

You can change what you hear by doing the following:

 Updating the incoming call ringtone.
 Updating a contact’s ringtone.
 Changing the speaker volume.
 Changing the ringer volume.
 Muting the microphone.
 Changing where you hear sound effects.

Updating the Incoming Call Ringtone

A simple way to personalize your phone is to change your phone’s ringtone. You can pick unique

ringtones for the different lines on your phone.

To select an incoming call ringtone for your phone or a line:

1 Tap Settings from Home view, and tap Basic > Ring Type.
2 When multiple lines are configured on your phone, tap the line you want to apply a new ringtone to.
3 From the Ring Type screen, tap the ringtone you want. To hear the ringtone before you change it,

tap Play. The default ringtone is Low Trill.

Changing the Speaker Volume

To change the volume of what you hear during a call, press one of the Volume keys, , while
you are in a call.

Changing the Ringer Volume

To change the volume of the incoming call ringtone, press one of the Volume keys, , while your
phone is idle or ringing.

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User Tip: Listening to a Ringtone Before You Save It

To listen to a ringtone before you save it, tap the ring type and tap .

Updating a Contact’s Ringtone

You can select unique ringtones for the various contacts in your Contact Directory. This helps you quickly
identify callers as your phone rings.

To select a ringtone for a contact:

1. From your Contact Directory, tap the contact whose ringtone you want to change.

2. From the contact’s information screen, tap .

3. From the Edit Contact screen, tap Ring Type, tap the ringtone you want, and then tap .

4. From the Edit Contact screen, tap Save.

Muting the Microphone

Mute the microphone so other parties cannot hear you. Microphone Mute applies to all modes (handset,
headset, and speakerphone). You can still hear all other parties when you mute the microphone.

To mute the microphone:

 During a call, including a conference call, press .

The Mute key glows red. The other parties cannot hear you. To disable Mute, press again.

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, you hear all sound effects from the speaker.

To choose where you hear sound effects:

1. Tap Settings from Home view, and tap 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, tap Speaker.

 To hear sound effects only from the handset, tap Handset.

 To hear sound effects only from the headset, tap Headset.

 To hear sound effects only from the device you’re currently using to hear call audio, tap Active.

The default destination is Speaker.

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Managing Favorites

Favorites are the contacts in your Contact Directory that you call most often. To make a contact a favorite,
assign the contact a favorite index number from the Contact Directory.

Contacts that have a favorite index number display , as displayed next.

Figure 28: A Favorite

All your favorites display in your Favorites list. A smaller number of Favorites (11 for the VVX 500 and 15
for the VVX 600) display in Lines view and from Home view.

The following figure displays a sample Favorites list.

Figure 29: Sample Favorites List

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The following figure displays your favorites in Lines view. Favorites display under the phone lines.

Figure 30: Favorites in Lines View

Favorites also display from Home view, as displayed next.

Figure 31: Favorites in Home View

Favorites display consecutively, according to their index number. The contact with the lowest number
displays first. To reorder your favorites, assign the contact a different index number.

To see your Favorites list:

 Tap New Call from Home view, and tap Favorites.

To see your favorites from Home view:

 From Home view, tap the phone line.

To see your favorites from Lines view:

 From Home view, press . If the idle browser displays, swipe the screen to see Lines view.

To make a contact a Favorite:

Do one of the following:

 From your Contact Directory, tap the contact. From the contact’s information screen, tap Add to

Favorites.

 From your Recent Calls list, tap next to a call record. From the call details screen, tap Add to

Favorites.

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Power Tip: Manually Assigning a Favorite Index Number When You Make a Favorite

After you tap Add to Favorites, a dialog displays asking if you want to automatically accept the next
available index number, or manually enter your own. Tap Yes to automatically accept an index
number, or tap Edit Index to enter a unique index number. You can enter a number up to 9999.

User Tip: Quickly Deleting a Favorite

From Lines view, press and hold the favorite until the contact’s information screen displays. Then,

tap . The contact remains in your directory, but is no longer a favorite.

The contact now has a green star next to their name when you view the contact from the Contact
Directory or the Recent Calls list.

To quickly call a favorite:

 From your Favorites list, or from Home or Lines view, tap the favorite you want to call. The call is

automatically placed.

To reorder your favorites:

1. From your Contact Directory, tap the contact.

2. From the contact’s information screen, tap .

3. From the Edit Contact screen, tap Favorite Index, and enter a new favorite index number.

4. Tap Save.

To delete a favorite:

1. From your Contact Directory, tap the contact.

2. From the contact’s information screen, tap .

3. From the Edit Contact screen, tap Favorite Index, and delete the favorite index number.

4. Tap Save.

Working with Shared Lines

If your phone shares a line with other phones, an incoming call to the shared line causes all phones to
ring. The call can be answered on any of the phones. You can transfer, hold, or set up a conference with
calls on shared lines.

When you have an incoming call on a shared line, you can stop your phone from ringing by tapping
Silence. Even though the phone does not ring, the call’s visual notification still displays and you still have
the option to answer the call.

In Lines view, the following icons and status indicators display for shared lines, depending if the line is
idle, has an active call, or has a held call:

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Shared Line Status

Icon and Status Indicator

Status Indicator

Idle (No indicator)

Active call

Solid green

Held call

Flashing red

Note: Unsupported Features on Shared Lines

Call Forwarding is not available on shared lines.
Enabling Do Not Disturb on shared lines disables ringing only. You’ll still see a visual notification of
the call and have the option to answer the call.

Table 6: Icons and Status Indicators for Shared Lines

If you are running Polycom UC Software 5.0.0, and you have an incoming call on a shared line, which
none of the phones answer, the call displays in the missed calls log on all the phones. If you have an
incoming call on a shared line and you or any of the other phones answer the call, the call is not logged
as missed on any phone. Your Administrator can configure the phones so that if you have an incoming
call on a shared line and one phone answers, the other phones log the call as a received call. That way, if

another phone on a shared line answers an incoming call, you can still from your phone’s call log, that

you did not answer the call.

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Web Info: Learning More About the VVX Camera

You can find information about the VVX Camera, such as how to attach it to your phone, from the

VVX Camera support page.

Using Video and the Polycom VVX 3:

Camera

Your administrator can enable your phone—without any optional equipment—to receive video during
calls. When you receive video, you see the other person’s video, but because your phone cannot send
video, the person on the other end of the call cannot to see you.

If you attach a Polycom® VVX® Camera to your phone, you can send and receive video during calls. The
VVX Camera is an optional accessory that attaches to the USB port on the top of your phone. For
information about purchasing a VVX Camera, contact your Polycom reseller.

The following sections describe how to use your phone both with and without a VVX Camera. You also
learn how to place audio-only calls and learn special tips for when you’re in a video call. The topics
include:

 Handling Video Calls Without a VVX Camera
 Using a VVX Camera
 Placing Audio-Only Calls
 Calling Using the H.323 Protocol

Handling Video Calls Without a VVX Camera

This section describes how video call work when you do not have a VVX Camera attached to your phone.
You can receive video, but you cannot send video. When the person you are talking with can send video,
and your phone is enabled to receive video, video always displays.

In this section, you’ll learn the following:

 About video calls
 How to handle video during calls
 How to handle a mixture of video and audio-only calls
 How to handle conference calls that include video
 How to view all video on the full screen
 How to view video in normal, cropped, and full modes
 How to set the call rate for video calls

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Note: How Can I Stop Video?

When you are in a call with a person that has a video-enabled phone, you cannot start and stop the
video. If your phone is video-enabled, it always displays video from another video-enabled phone.

Note: Video from Different Endpoints Display Differently on Your Phone

Depending on the phone or system that is sending video, black bars may appear on the top, bottom,

or sides of the video image. This occurs because the aspect ratio of the sent video doesn’t match
the display area on your phone, and the portions of the video that aren’t being received display as
black bars. If the received video matches your phone’s display area, the received video fills the
screen. If black bars display, you can remove them by selecting ‘cropped’ video screen mode (see

Displaying Video in Normal, Full, and Cropped Modes.)

About Video Calls

When you are in a call with a person that has a video-enabled phone, the person you are talking with—
the ‘far side’—displays in the call window, as displayed next.

Figure 32: Call Window with Far-Side Video

Far-side video also displays in Calls view, as displayed next.

Figure 33 Far-Side Video in Calls View

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Note: Why Do I See a Different ‘No-Video’ Icon?

Depending on the phone or system that has stopped sending video, you may see a different icon
than the one shown above.

If the far side stops sending video, a ‘no video’ icon displays on your phone, as displayed next. If the far
side is unable to send video, for example, if the far side is video-enabled, but doesn’t have a camera
attached to their phone, a thunderbolt icon displays next to the ‘no video’ icon.

Figure 34: Call Window with No Video

If you place a video call on hold, the person’s video stream stops and is replaced by a paused grayscale
image taken just before you held the call, as displayed next. The person’s video stream returns when you
resume the call.

Figure 35: Held Video Call

Handling Video During Calls

During a video call, you have the option of viewing video on the full screen, displayed next, instead of in
the smaller call window.

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Figure 36: Full Screen Video

To view full-screen video:

Do one of the following:

 From Active Call or Calls view, tap , as displayed next. You can also tap the video area to view

video on the full screen.

 From Active Call or Calls view, tap Video, and tap Full Screen.

Full-screen video displays. Call details display at the bottom of the screen, along with an icon that you
can tap to exit full screen mode, as displayed next. The call details display for five seconds, and then
disappear. To see the details again, tap the screen.

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User Tip: Can I Automatically View All Video Calls in Full-Screen Mode?

You can set up your phone to automatically display all video calls in full-screen mode. For more
information, see Viewing All Video Calls on the Full Screen.

Handling a Mixture of Video and Audio-Only Calls

When you have multiple calls, you can easily manage a video call from Calls view. From Calls view, you
can quickly identify the video call by the video stream that displays next to the call details, as displayed
next.

Figure 37: Video Calls in Calls View

If two or more calls are video calls, only the active call shows a video stream of the far side. All other
video calls show a paused grayscale image of the far side, as displayed next. If you resume a held video
call, the held call becomes active and displays an active video stream again.

Figure 38: Active and Held Video Calls in Calls View

Handling Conference Calls with Video

When you set up a conference, your phone displays video for only one conference participant, even if
more than one participant can send video. The person whose video you see is the last person who joins
the conference. If you use the Join soft key to set up the conference, you see the video of the person
who was held just prior to joining the conference.

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Note: Is it Possible to View All Video Participants?

Viewing all video participants requires the use of a Polycom Video Conference Bridge. For more
information, contact your Polycom reseller.

Troubleshooting: I Updated a Video Setting, But I Don’t See the Changes

You can update video settings during a video call. However, the updated setting applies to the next
call, not the current call.

When your system administrator enables the conference management feature on your phone, you can
manage conference call participants during a conference. You can mute, hold, and remove individual
participants, as well as select whose video to see.

To exchange video a conference participant:

1 Set up a conference call and tap Manage.
2 From the Conference window, tap the person whose video you want to see and tap Select Video,

displayed next. The person who previously displayed video displays a paused grayscale image,

and the person you selected, who previously displays a paused grayscale image, displays video.

Viewing All Video Calls on the Full Screen

You can choose to display all video calls on the full screen or in the call window. By default, all video calls
display in the smaller call window.

To change where video calls display:

1 Tap Settings from Home view and tap Basic > Video > Video Call Settings.
1 From the Video Call Settings screen, enable or disable Auto Video Full Screen.
2 If enabled, your phone displays all video calls on the full screen. If disabled, all video calls display in

the call window. The default setting is Disabled.

3 Tap Save.

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Displaying Video in Normal, Full, and Cropped Modes

You can choose to display all video calls as either normal, full, or cropped images:

 Normal The video image displays with correct proportions. If necessary, black bars appear on the

top, bottom, or sides of the area to maintain the correct aspect ratio.

 Full If the received video image is not the same aspect ratio as the phone’s display area, the

video image stretch to fill the area. If the aspect ratios match, no stretching occurs.

 Crop Black bars do not appear, and the video image is re-sized to maintain the correct aspect

ratio. Any parts of the image that do not fit within the area are cropped.
You can select different settings for video that displays on the full screen and in the call window.
The following graphics show how normal, full, and cropped modes display in the call window.

Figure 39: Call Window with Normal, Full, and Cropped Video

The following graphics show how normal, full, and cropped modes display for full-screen video.

Figure 40: Full Video Screen with Normal, Full, and Cropped Video

To change how video calls display:

1 Tap Settings from Home view, and tap Basic > Video > Video Screen Mode.
2 From the Video Screen Mode screen, tap, and then adjust the following settings:

 Video Screen Mode (Window) Adjusts the video image that displays in the call window.

Select from Normal, Full, or Crop. The default setting is Normal.

 Video Screen Mode (Full Screen) Adjusts the video image that displays on the full screen.

Select from Normal, Full, or Crop. The default setting is Normal.

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Troubleshooting: Why Can’t I Select the Call Rate I Want?

Your system administrator can set a maximum call rate for video calls. If your system administrator
sets a limit, you won’t be able to select a call rate above this limit.

3 Tap Save.

Setting the Call Rate for Video Calls

You can set the maximum call rate for all video calls. The maximum call rate specifies the maximum
bandwidth a video call can use.

To set the maximum call rate to use for video calls:

1. Tap Settings from Home view, and tap Basic > Call Rate.

2. From the Call Rate screen, tap the maximum call rate you want to use for video calls. The default

setting is 512 kbps.

Using a VVX Camera

If a Polycom VVX Camera is attached to your phone, as displayed next, you can send, as well as receive,
video.

This section explains how to use your VVX Camera, including:

 How to get started with your VVX Camera
 About video calls
 Handling video calls
 Handling a mixture of video and non-video calls
 Handling conference calls with video
 Changing video settings

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Web Info: How to Attach the Camera and Adjust the Camera Lens and Shutter

For information on attaching the VVX Camera, see the VVX Camera Quick Start Guide, available
from the VVX Camera Support page. The guide also shows you how to adjust the camera lens and
shutter.

LED State

Phone State

No LED

One of the following:

 Phone has no power
 Camera shutter is closed

Flashes red and green, and then turns off

Camera is booting up

Getting Started

Before you attach your VVX Camera, it is a good idea to perform a couple preliminary of steps to confirm
your camera can work with your phone. You can also familiarize yourself with the camera’s various LED
indicators and messages and learn what they mean.

First Steps

Before you start using your camera, make sure your phone has the correct software version to work with
the camera. You can check your phone’s software version by tapping Settings from Home view, and then
tapping Status > Platform > Application > Main. Make sure the software version listed next to ‘Version’
is 4.1.3.xxxx or later. You also need to check with your system administrator that your phone is enabled
to handle video calls.

If your phone has the correct software version and is video-enabled, attach the VVX Camera to the USB
port on the top of your phone.

After you attach your camera, you might receive a message indicating that your camera firmware is
updating and syncing with your phone. During this process, do not remove the camera. After your phone
and camera sync, a camera ready message displays, and your camera is ready to use.

Understanding the Camera’s LEDs and Messages

Your camera has an indicator light on the front right that lets you know when it is ready to use, and when
a video call is incoming, outgoing, active, held, or muted. Depending on the camera and call state, the
indicator is amber, green, steady, or flashing.

Various messages also display on your phone to indicate the camera state. For example, a message
displays to let you know that your camera is ready to use, or that your camera is updating and unavailable
to use.

The following tables describe your VVX camera’s LEDs and messages.

Table 7: VVX Camera LEDs

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LED State

Phone State

Flashes amber and green

Camera firmware is updating

Flashes green

Incoming video call

Green

Video call is connected

Amber

One of the following:

 Incoming call (no video or audio-only)
 Outgoing call
 Audio call is connected
 Video is muted
 Held call
 Camera shutter is open, but video is not enabled

and camera is not selected

Message

What to Do

VVX Camera attached. Firmware sync in progress, do
not remove camera.

Your camera is upgrading. Do not remove your camera
during this process. The upgrade is complete when you
receive either a firmware sync complete or upgrade

failed message. For more information on the firmware
sync complete or upgrade failed message, locate the

message in this table.

VVX Camera firmware sync complete. Camera ready.

Indicates that your camera is ready to use.

VVX Camera firmware sync complete. Contact
administrator to enable video.

Indicates that your camera is ready to use. However,
your phone is not enabled to send and receive video.
See your system administrator.

VVX Camera firmware sync complete. Camera
rebooting.

Indicates that the camera firmware sync is finished, and
your camera is in the process of rebooting.

VVX Camera firmware sync complete. Video available
when next idle.

Indicates that your camera is ready to use for your next
video call.

VVX Camera attached, camera ready.

Indicates that your camera is ready to use.

VVX Camera attached. Contact administrator to enable
video.

Indicates that your camera is ready to use. However,

your phone isn’t enabled to send and receive video.

See your system administrator.

VVX Camera attached. Video available when next idle.

Indicates that your camera is ready to use for your next
video call.

Table 8: VVX Camera Messages

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Message

What to Do

VVX Camera removed.

Indicates that you have detached your camera from
your phone.

VVX Camera is not connected

Indicates that a VVX Camera is not attached to your
phone, but you are accessing a feature or function that
requires that the camera be attached.

About Video Calls

When you have a VVX Camera attached to your phone, your video image—the ‘near side’—displays at
the top-right of the screen. This video is called picture-in-picture (PIP) video, as displayed next.

Figure 41: Home View with Picture-in-Picture Video

When you’re in a call with a person that has a video-enabled phone, your video (the near side) displays in
the PIP, and the person you’re talking with (the far side) displays in the call window, as displayed next.

Figure 42: Call Window with Near and Far Side Video

You can customize how and where you see your video and the far-side video. For example, you can
swap the windows video displays in, or even start and stop the transmission of your video, so the person

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Note: How Can I Stop Far-Side Video?

You can’t start and stop far-side video. If your phone is set up to receive far-side video, the far-side
video always displays.

Note: The Way Far-Side Video Displays On Your Phone May Vary

Depending on the phone or system that is sending video, black bars might appear on the top,
bottom, or sides of the video image. This occurs because the aspect ratio of the sent video does not
match the display area on your phone, and the portions of the video that are not being received

display as black bars. If the received video matches your phone’s display area, the received video

fills the screen. If black bars display, you can remove them by selecting ‘cropped’ video screen
mode (see Changing How Non-PIP Video Displays).

you are talking with cannot see you. The following sections show you how to customize video, as well as
update video settings.

Handling Video Calls

This section explains how to customize video during a video call. During a video call, you can stop
sending your video, swap video, or view full-screen video. All these actions affect only the call you’re in
and not future video calls. To learn how to customize video so that it affects all video calls and not just the
call you’re in, see Changing Video Settings.

During a video call, including a conference call, a Video soft key displays, as displayed next. You can tap
this soft key to access video functions.

Figure 44: Call Window with Video Soft Key

Tapping the Video soft key displays other soft keys that allow you to:

 Prevent the far side from seeing you
 View video on the full screen
 Swap the windows video displays in

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The following figure shows the Video soft keys. Tap Back to see the call soft keys again (Hold, End Call,
Transfer, and Confrnc).

Figure 45: Call Window with Video Soft Keys

Stopping the Transmission of Your Video

During a video call, you can stop the far side from seeing you by stopping the transmission of your video.
If you stop video, the stop video icon, , displays next to your PIP video, as displayed next.

Figure 46: Call Window with No Picture-in-Picture Video

If the far side cannot send video, or stops sending video, a ‘no video’ icon displays on your phone, as
displayed next. If the far side is unable to send video, for example, if the far side is video-enabled but
does not have a camera attached to their phone, a thunderbolt icon displays next to the ‘no video’ icon.

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Note: Why Do I See a Different ‘No-Video’ Icon?

Depending on the phone or system that has stopped sending video, you may see a different icon
than the one shown above.

Note: Other Ways to Stop the Far Side From Seeing You

You can stop the transmission of your video for all calls and not just the call you’re in. For more
information, see Stopping the Transmission of Your Video for All Calls.

Caution: Does Stopping Video Create an Audio-Only Call?

Stopping video or closing the camera shutter does not create an audio-only call. Even if you stop
video, video information is still transmitted to the far side as a still picture, and the call is still a video
call. To dial an audio-only call, see Placing Audio-Only Calls.

Figure 47: Call Window with No Video

To start or stop your video during a call:

Do one of the following:

 From Active Call or Calls view, tap Video, and then tap Stop Video to prevent the far side from

seeing you, or tap Start Video so the far side can see you.

 Open or close the camera shutter. For information on closing the shutter, see the VVX Camera

Quick Start Guide, available from the VVX Camera Support page.

Viewing Full Screen Video

During a video call, the far side displays in the call window, as displayed next. This is the default view for
all video calls.

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Figure 48:

If you want the video call to display in a larger area, you can display the far side on the full screen, as
displayed next. The PIP still displays in the corner, but the soft keys are hidden.

Call details display at the bottom of the screen, displayed next, along with an icon that you can tap to exit
full screen mode and display the call window and soft keys again. The call details display for about five
seconds, and then disappear. To see the details again, tap the screen.

To view video on the full screen:

Do one of the following:

 From Active Call or Calls view, tap Video, and tap Full Screen.
 From Active Call or Calls view, tap .

 From Active Call view, tap the screen outside of the PIP.

To view video in the call window again:

Do one of the following:

 Tap . (If you don’t see ,, press your finger at the bottom of the screen until it displays.)
 Tap the screen outside of the PIP.

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Swapping Video

You can switch the locations of your video and the far-side video, as displayed next. If you do this, your
video (the PIP) displays in the call window, and the far-end video, previously displayed in the call window,
displays in the PIP location.

If you swap video so that your video displays in the call window, rather than in the PIP, ‘Local camera’
displays next to your video, as displayed next.

To swap where video displays:

From Active Call or Calls view, do one of the following:

 Tap Video, and tap Swap.
 Tap the PIP.

Handling a Mixture of Video and Non-Video Calls

When you have multiple calls, you can easily manage a video call from Calls view. From Calls view, you
can identify the video call by the video stream that displays next to the call details, as displayed next.

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When two or more calls are video calls, only the active call displays video. All other video calls show a
paused grayscale image of the far side taken just before the call was held, as displayed next. When you
resume a held video call, the held call becomes active and displays video.

If a video call is active, you can:

 Tap to view the call on the full screen. To return to Calls view again, tap , or tap the

touchscreen outside of the PIP.

 Tap Video to access additional soft keys that enable you to stop video, view the video call on the

full screen, or swap the locations of video images. When your video displays in the Calls view list,
‘Local camera’ displays next to it.

Handling Conference Calls with Video

When you set up a conference, your phone displays video for only one conference participant, even if
more than one participant can send video. The person whose video you see is the last person who joins
the conference. If you use the Join soft key to set up the conference, you see the video of the person
who was held just prior to joining the conference.

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Note: Is it Possible to View All Video Participants?

Viewing all video participants requires the use of a Polycom Video Conference Bridge. For more
information, contact your Polycom reseller.

Note: Updated Video Settings Don’t Apply to the Current Call

If you update settings during a call, the new settings apply to the next call, not the current call.

When your system administrator enables the conference management feature on your phone, you can
manage conference call participants during a conference. You can mute, hold, and remove individual
participants, as well as select whose video to see.

To exchange video a conference participant:

1 Set up a conference call and tap Manage.
2 From the Conference window, tap the person whose video you want to see and tap Select Video,

displayed next. The person who previously displayed video displays a paused grayscale image,

and the person you selected, who previously displays a paused grayscale image, now displays

video.

Changing Video Settings

When you update video settings, you change the way all video calls display and not just the call you’re in.
You can update when and how video displays by doing the following:

 Stopping the transmission of your video for all calls
 Changing the clarity of your video
 Changing how you view all video calls
 Setting the call rate for all video calls

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Caution: Does Stopping Video Create an Audio-Only Call?

Stopping video doesn’t create an audio-only call. Even if you stop video, video information is still
transmitted to the far side as a still picture, and the call is still a video call. To dial an audio-only call,
see Placing Audio-Only Calls.

Stopping the Transmission of Your Video for All Calls

You can stop your phone from automatically transmitting your video at the start of all calls.

To enable or disable the transmission of your video for all calls:

1. Tap Settings from Home view, and tap Basic > Video > Video Call Settings.

2. From the Video Call Settings screen, tap Auto Start Video Tx, and either enable or disable the

setting.

When enabled, your phone automatically transmits video at the start of all calls. When disabled,

your phone does not automatically transmit video at the start of all calls, and displays next to

your video during video calls. The default setting is Enabled.

Changing the Clarity of Your Video

You can change the clarity of your video, including the brightness, contrast, and sharpness of your video
stream. If your camera faces a bright light source, such as a bright window, you may need to increase the

camera’s brightness, contrast, and sharpness levels so the far side can see you better. To see how you

look to the far side, view the PIP.

To change the clarity of your video:

1. Tap Settings from Home view, and tap Basic > Video > Camera Settings.

2. From the Camera Settings screen, tap, and then adjust, the following camera settings:

 Target Frame Rate sets how smoothly your video displays. You can set a rate between 5

(least smooth) and 30 (most smooth). The default rate is 25.

 Brightness Level sets how bright your video displays. You can set a level between 0

(dimmest) and 6 (brightest). The default level is 3.

 Saturation Level sets how much color your video displays. You can set a level between 0

(lowest) and 6 (highest). The default level is 3.

 Contrast Level sets the difference in brightness between the light and dark areas of your

video. You can set a level between 0 (no contrast increase) and Auto (noise reduction contrast).
The default level is 0.

 Sharpness Level sets the clarity of detail in your video. You can set a level between 0

(lowest) and 6 (highest). The default level is 3.

 Flicker Avoidance adjusts the flickering of your video captured by the camera sensor. Tap 50

Hz (flicker avoidance for Europe and Asia) or 60 Hz (flicker avoidance for North America). The
default is 50 Hz.

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Changing How You View All Video Calls

You can set up your phone so that it handles all video calls in specific ways. You can choose to do the
following:

 Display all incoming video calls on the full screen
 Change the way Non-PIP video displays
 View full-screen video with or without the PIP, and display the PIP next to, or over, full-screen video

Displaying All Incoming Video Calls on the Full Screen

By default, far-side video always displays in the call window, as displayed next.

You can enable your phone to display all incoming video on the full screen, as displayed next.

To display all incoming video on the full screen:

1 Tap Settings from Home view and tap Basic > Video > Video Call Settings.
1 From the Video Call Settings screen, tap Auto Video Full Screen, and enable the setting.
2 When enabled, this setting automatically enables your phone to display far-side video on the full

screen. When disabled, far-side video displays in the smaller call window. The default setting is

Disabled.

3 Tap Save.

Changing How Non-PIP Video Displays

You can adjust the appearance of non-PIP video so that it displays normal, full, or cropped video:

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 Normal The video image displays with correct proportions. If necessary, black bars appear on the

top, bottom, or sides of the area to maintain the correct aspect ratio.

 Full If the received video image is not the same aspect ratio as the phone’s display area, the

video image stretch to fill the area. If the aspect ratios match, no stretching occurs.

 Crop Black bars do not appear, and the video image is re-sized to maintain the correct aspect

ratio. Any parts of the image that do not fit within the area are cropped.
You can select different settings for video that displays on the full screen and in the call window.
The following pictures show how normal, full, and cropped modes display in the call window.

The following pictures show how normal, full, and cropped modes display in full-screen mode.

To change the way non-PIP video displays:

1 Tap Settings from Home view, and tap Basic > Video > Video Screen Mode.
2 From the Video Screen Mode screen, tap, and then adjust the following settings:

 Video Screen Mode (Window) Adjusts the video image that displays in the call window.

Select from Normal, Full, or Crop. The default setting is Normal.

 Video Screen Mode (Full Screen) Adjusts the video image that displays on the full screen.

Select from Normal, Full, or Crop. The default setting is Normal.

3 Tap Save.

Changing How PIP Video Displays

You can update the way the PIP displays. For example, when you’re in full screen mode, when you view
the far-side or your video on the full screen, you can do the following:

 Disable the PIP so the PIP doesn’t display, as displayed next.

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 Enable the PIP to display next to full-screen video (‘side-by-side mode’), as displayed next.

 Enable the PIP to display over full-screen video (‘PIP mode’), as displayed next.

To change the way the PIP displays:

1 Tap Settings from Home view, and tap Basic > Video > Local Camera View.
2 From the Local Camera View screen, tap, and then adjust the following settings:

 Local Camera View (Full Screen) Enables or disables the PIP from displaying when you

view video on the full screen. The default setting is Enabled.

 Local Camera View Mode (Full Screen) Sets whether you want the PIP to display over, or

next to, full-screen video. Select one of these settings:

 Side-by-Side Displays the PIP next to, rather than over, full-screen video.
 PIP Displays the PIP over full-screen video.

The default setting is Side-by-Side.

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Note: How Do I Display Full-Screen Video Without the Black Bars?

If you select PIP, as well as update the way full-screen video displays (by choosing Full or Crop
mode), the full-screen video displays on the entire screen without the black sidebars. To choose Full
or Crop mode, see Changing How Non-PIP Video Displays.

Note: Why Can’t I Choose Certain Call Rates?

Your system administrator can set a maximum call rate for video calls. If your system administrator
sets a call rate limit, you won’t be able to select a call rate above this limit.

3 Tap Save.

Setting the Call Rate for Video Calls

You can set the maximum bandwidth to use for a video call. The call rate you select applies to your next
video call.

To set the maximum bandwidth to use for video calls:

1 Tap Settings from Home view, and tap Basic > Call Rate.
2 From the Call Rate screen, tap the maximum call rate you want to use for video calls. You can

choose a call rate between 128 kbps and 768 kbps. The default setting is 512 kbps.

Placing Audio-Only Calls

When your administrator has enabled video on your phone, all calls you place are video calls. This means
that:

 The person you call sees you on their phone.
 When the person you call sends video, you see the person on your phone.

Your administrator can enable your phone to send audio calls only. This means that no video information
is included in the call at all. Your phone screen does not display any video windows, and you do not have
the option to send video. If the person you call sends video, you do not see them.

Your system administrator can also set up your phone so that you can choose the call mode - video or
audio-only - for the calls you place. If this option is set up on your phone, you can choose the call mode
on a call-by-call basis, as well as choose a mode to apply to all the calls you place.

To choose audio-only or video mode for all your calls:

1 From Home view, tap Settings, and tap Basic > Video > Video Call Settings.
2 From the Video Call Settings screen, tap Default Call Mode, and tap Audio only or Video.

The mode you choose applies to your next call and all subsequent calls.

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Note: Audio-Only Calls and H.323

Placing audio-only calls applies to SIP calls only. This feature is not available for H.323 calls.

Calling Using the H.323 Protocol

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. When this feature is enabled, your system administrator can set up
your phone so that you can select which protocol to use before you tap Dial or Send, or before a call is
automatically placed. Your system administrator can also set up your phone so you can automatically
select the protocol to use.

When your phone is set up to handle both protocols and your phone enables you to select a protocol to
use before placing a call, select the protocol you want to use by one of the following methods:

 Soft Key Method Soft keys display to allow you to choose the protocol. Tap Use SIP, to place a

SIP call, tap Use H.323, to place an H.323 call, or tap Use Auto, to allow your phone to

automatically select the protocol to use. Tap each soft key one or more times to toggle between

them. The protocol you select displays in the title bar. Your phone uses 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.

When you place calls from call lists or directories, your phone automatically chooses 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.
When your phone supports H.323 protocol the following limitations exist:

 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.
 You 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

Tips for Video Calls

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

 Check your video image to make sure it’s clear, bright, and sharp. For information on adjusting

camera settings, see Changing the Clarity of Your Video.

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 Avoid bright lights or windows behind you. 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 Your

Video.

 Avoid wearing bright colors, all-light or all-dark clothing, or busy patterns, such as small checks or

narrow stripes. Pastels and muted colors look the best on the screen.

 Use natural gestures when you speak.

If you are in a conference call, review The Etiquette of Video Conferencing and Telepresence.

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Note: Feature Availability

Your phone might not support all of the features described in this chapter. Check with your system
administrator to find out which features are available on your phone.

Using Advanced Features 4:

Now that you have mastered the basic features of your phone, you are ready to learn about all the other
interesting and powerful features that your phone has to offer. This chapter describes exciting phone,
such as joining Microsoft Outlook meetings with one tap of your finger, using your computer’s keyboard

and mouse to handle calls, viewing Web content, or monitoring other phone users to see when they’re

available or away from their desk.
This chapter includes the following:

 Managing Buddies
 Integrating with Microsoft Lync Server
 Recording and playing back recorded calls
 Viewing the Browser
 Broadcasting messages using Push-to-Talk and group paging
 Using the Calendar feature
 Using the Polycom Desktop Connector to link your computer keyboard and mouse to your phone
 Logging into other phones
 Locking your phone
 Accessing features with your login credentials

Using Buddy Lists

A Buddy list is a list of users/devices whose status—or presence—you can monitor. Users update their
presence setting, such as Be right back, Out to lunch, or Busy, and you can view their status in real time

from your Buddy list. You can also view your buddies’ status from Lines view and Home view, if your

buddy is a favorite.
In this section, you’ll learn how to:

 Update your presence status
 Set up and manage a Buddy list
 Block people from monitoring your status
 Monitor your buddies from your phone

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Note: Buddies and Microsoft Lync Server

If your phone is configured to work with Microsoft Lync Server, the way you manage buddies is
different. For more information, see Using Polycom Phones with Microsoft Lync Server Quick User
Guide, available by navigating to your phone from the Polycom Business Media Phones Support
page.

Note: Your Presence Status When You Enable and Disable the Do Not Disturb Feature on
Your Phone

If you select the status option Do Not Disturb, and then enable and disable the Do Not Disturb
feature on your phone, your status changes to Online.

Updating Your Status

Update your status so that other people can monitor your status from their phones. When you update
your status, your status is automatically sent to the people watching you.

You can update your status to one of the following:

 Online
 Busy
 Be right back
 Away
 On the phone
 Out to lunch
 Do not disturb

Your phone also sends certain status information to the people watching you automatically—such as if
you are in a call, if you enabled Do Not Disturb on your phone, or if your phone is offline because you
restarted it. For example, if you enable the Do Not Disturb feature on your phone, your availability
automatically updates to Do Not Disturb.

When you select a presence setting other than online, the setting scrolls under the time display on the
status bar, as displayed next.

To update your presence setting:

1 From Lines view, tap My Status. Or, tap Settings from Home view, and tap Features > Presence

> My Status.

2 From the My Status screen, tap the status you want.

Your new status is sent to phones watching you.

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User Tip: How to Automatically Change Your Status When Your Phone is Idle

You can enable your phone to automatically set your status to Away when your phone is idle for a
certain length of time. After you touch the screen or press a key on your phone, your status changes
to Available again. To enable this feature, tap Settings from Home view, and tap Basic >
Preferences > Presence > Idle Timeout. From the Idle Timeout screen, enable an office hours and
off hours timeout period, and enter the number of minutes your phone should be idle before your
status changes to Away. For steps on how to set your office hours, see Changing Your Office Hours.

User Tip: Dialing Buddies

You can quickly dial a buddy by accessing your Buddy list. From Lines view, tap Buddies, tap the
buddy you want to call, and tap Dial.

Setting Up and Managing a Buddy List

If you want to monitor other people, you need to make sure they are in your Buddy list. You add people to
your Buddy list from your Contact Directory, so in order to add someone to your Buddy list, you must first
add them to your Contact Directory. For information on adding a person to your contact directory see

Working with Your Contact Directory.

To update your Buddy list:

1 From your Contact Directory, tap the contact you want to start or stop monitoring.
1 From the contact’s information screen, tap .

2 From the Edit Contact screen, tap Watch Buddy, and enable or disable the field. The default

setting is Disabled. When enabled, the contact is added to your Buddy list so you can monitor the

contact’s status. When disabled, the contact is removed from your Buddy list, and you cannot

monitor the contact’s status.

3 Tap Save.

When you enabled the Watch Buddy setting for a contact, the contact displays in your Buddy list. To view
your Buddy list, tap Buddies from Lines view.

Blocking Contacts from Viewing Your Status

You can prevent someone from monitoring you by blocking the contact in your Contact Directory. If you
unblock the contact, the contact can add you to their Buddy list and monitor you.

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User Tip: How to Access Your Blocked and Watcher Lists

To view a list of contacts that can and cannot monitor your status, do the following:

 To display contacts that can view your status, tap Settings from Home view, and tap

Features > Presence > Watcher List.

 To display contacts that can’t view your status, tap Settings from Home view, and tap

Features > Presence > Blocked List.

Timesaver: How to Quickly Unblock a Contact

You can use your Blocked List to unblock a contact, rather than updating the Contact Directory:
Tap Settings from Home view, and tap Features > Presence > Blocked List. From the Blocked
List, tap the contact you want to unblock, and tap Unblock. The contact can now watch your phone,
and displays in your Watcher List.

Buddy Status

Icon Buddy Status

Icon

Available

Do Not Disturb

Busy

Offline

Away

No information

To block or unblock a contact from viewing your status:

1 From your Contact Directory, tap the contact you want to block or unblock.
2 From the contact’s information screen, tap .

3 From the Edit Contact screen, tap Block Buddy, and enable or disable the field. The default setting

is Disabled. When enabled, the contact cannot watch your status, and the contact displays in your

Blocked List. When disabled, the contact can watch your status, and the contact displays in your

Watcher List.

4 Tap Save.

Monitoring Buddies

You can monitor your buddies from your Buddy Status list. If a buddy is a favorite, you can also monitor
the buddy from Home and Lines view.

Your buddies display an icon next to their name to indicate their status. The following table shows the
icons and the status they represent.

Table 9: Buddy Status and Icons

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Display

Action

Buddy list

From Lines view, tap Buddies. From Home view, tap Settings, and tap
Features > Presence > Buddy Status. Your Buddy list displays, as displayed next.

Lines view

From Home view, press . If Lines view doesn’t display, swipe the screen. The buddies who
are favorites display their status, as displayed next.

Home view

From Home view, tap the phone line. The buddies who are favorites display their status, as
displayed next.

The following table shows you how to monitor your buddies from your Buddy Status list, Home view, and
Lines view.

Table 10: Monitoring Buddies From Your Buddy Status List

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Web Info: How Do I Attach a USB Flash Drive to My Phone?

To attach a USB flash drive, see the Quick Start Guide for your phone, available by navigating to

your phone’s Support page from the Business Media Phones Support page.

Integrating with Microsoft Lync Server

Your system administrator can configure your phone to work with Microsoft Lync Server and
communicate with others using Microsoft Lync. From your phone, you can monitor the status of your
Microsoft Lync contacts. For more information on integrating with Microsoft Lync Server, refer to one of
the following documents available by navigating to your phone from the Polycom Business Media Phones
Web page:

 For users: Using Polycom Phones in a Microsoft Lync 2010 Environment
 For administrators: Deploying Polycom UC Software for Use with Microsoft Lync Server 2010

Recording Calls

When the call recording feature is available, and you connect a USB flash drive to the USB port on your
phone, you can record active audio calls on your phone. Recordings are stored as .wav files on the USB
flash drive. You can record up to four hours in one file.

When you attach a USB flash drive to your phone, a USB icon, , displays in the status bar, together
with a message that tells you how much recording time is available on the USB flash drive. If you have a

VVX 600, you can tap to view your recordings and USB properties.
You cannot record when:

 There are no connected calls on your phone.
 You place a new call to transfer a call or set up a conference.
 The phone prompts you to answer an incoming call.

When you place a call on hold, recording pauses. However, when another person places you on hold,
recording continues. Recording stops when all active calls end, no matter who ends the calls.

When you press while recording, only other participants in the call are recorded.
Tones and indications, such as the dialing of digits or ringing from another person’s phone, that occur

before a call connects are not recorded. Local tones and indications, such as DTMF tones when dialing,
are not recorded. However, tones from another person’s phone are sometimes recorded.

You control recording by tapping Start, Pause, Resume, and Stop. All active calls that occur on your
phone between the time you tap Start and Stop are recorded, alternating in the same .wav file.

For example, on June 22, 2012 at 11:22 a.m., you answer a call from person A. During your call with
person A, you answer calls from person B and person C. Your conversations with persons A, B, and C
are all recorded in the same .wav file as follows:

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Web Info: Which USB Flash Drives Does My Phone Support?

For a list of supported USB flash drives to record phone audio, see Supported USB Devices

(Technical Bulletin 38084).

Caution: Be Aware of Laws Governing Call Recording

You may be required by federal, state, and local laws to notify some or all called participants when
you record calls. You can find specific information about US state requirements at

http://www.rcfp.org/taping/. Telephone call recording regulations in other countries vary widely.

Polycom recommends checking with the local government’s telecommunications authority and

government legal agencies. You can find other information that may be useful at:

http://www.fcc.gov/cgb/consumerfacts/recordcalls.html
http://www.privacyrights.org/fs/fs9-wrtp.htm

Caution: Removing a USB Flash Drive During a Recording

Polycom recommends that you do not remove the USB flash drive while recording. The file being
recorded will be incomplete and cannot be played back later. When you remove the USB flash drive
while recording, you may also damage the flash drive itself.

To record a call:

1 From Lines, Calls, or Active Call view, tap Record.
2 To start recording, tap Start.

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Note: Managing a Call While You’re Recording

You can hold, end, transfer, or set up a conference call while you record, or while a recording is
paused. To manage a call during a recording, tap Back and choose the task you want to perform.
To see the Recording soft keys again, tap Record.

The message Recording in progress scrolls in the status bar. The Recording icon also displays in

the status bar, as displayed next.

3 To stop recording, do one of the following:

 Tap Stop.

 Tap Back, and tap End Call. Depending what mode you are using, press or , or replace

the handset.

When you stop recording, the USB icon, , displays in the status bar, as displayed next.

To record a conference:

You can record a conference call in the same way as other calls with the following exceptions:

 All conference call participants are recorded. When one of the conference participants presses ,

that participant is not recorded.

 When you hold a conference call, recording pauses. You can place or answer other calls, which are

recorded in the same file. When you resume the conference call, recording resumes.

To pause and resume a recording:

 Tap Pause. To resume the recording, tap Resume. Recording continues within the same .wav file.
When you pause a recording, Recording Paused scrolls in the status bar. If you have a VVX 600, the
Recording Paused icon, , also displays in the status bar.

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Troubleshooting: Why Can’t I Record a Call?

When you record, or attempt to record, a call, the following messages might appear on your screen:

 If there is insufficient free space on the USB flash drive when you tap Start, recording does

not start and the message USB device is full/Recording cancelled displays.

 If the USB flash drive becomes full during recording, recording stops and the message

USB device is full/Recording stopped displays.

 If you remove the USB flash drive during recording, recording stops and the message

USB device removed unsafely/Recording cancelled displays.

 If you attach an unsupported USB flash drive, the message Unsupported USB device

attached displays, along with information about the unsupported product.

User Tip: Other Ways to Listen to Recorded Calls

You can play back recorded files on other devices, such as a Windows or Apple based computer
using an application capable of playing .wav files. If an error occurs while a recording plays, playing
stops.

Playing Back Recorded Calls

When you connect a USB flash drive to your phone, you can play back calls that you recorded on your
phone. You can browse the recorded files, stored as .wav files, on the USB flash drive. You can also
open, rename, and delete the recorded files.

To browse recorded files:

 Tap Settings from Home view, and tap Features > Removable Storage Media >

Browse Recordings. A list of recordings displays, as displayed next. If there are no supported
.wav files on the USB flash drive, the message Unsupported .wav file format appears on the

screen.

To rename or delete a recording:

1 Tap Settings from Home view, and tap Features > Removable Storage Media > Browse

Recordings. If you have a VVX 600, tap from Lines or Calls view, and tap Browse
Recordings.

2 From the Browse Recordings screen, tap the recording you want to rename or delete.

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User Tip: How to Listen to Recorded Calls

 Use these tips when you listen to recorded calls:
 To adjust the volume of a recording while you play it, press one of the Volume keys,

.

 Playback stops if you tap Exit, or press , or .
 If the handset is off-hook when you tap Play, you hear audio through the handset. If the

handset is on-hook when you tap Play, you hear audio through the speaker. If you lift the
handset while you listen through the speaker, you hear the audio through the handset.

 When you are playing a file and an incoming call arrives, playing pauses and the phone rings.

If you do not answer your phone, playback remains paused, and you have to tap Resume to
continue playing back the recording. If you decide to reject the incoming call, tap Resume,
and playback resumes.

 You cannot open a .wav file if you have an active call or if you’re recording. If you try to, the

message Action aborted displays. If all calls are held, you can start playing a recording.
However, if you resume a call, playback stops.

3 To rename the file, tap Rename, update the filename, and tap OK. Or, to delete the file, tap Delete.
To play a recorded call:

1 Tap Settings from Home view, and tap Features > Removable Storage Media > Browse

Recordings. Or, if you have a VVX 600, tap from Lines or Calls view, and tap Browse

Recordings.

2 From the Browse Recordings screen, tap the file you want to play, and tap Open.

3 Tap Play.

Playing displays on the screen. The position indicator displays in hours, minutes, and seconds
above the progress bar and changes as the file plays in real time, as displayed next.

While the recording plays, you can pause by tapping Pause. To resume playing, tap Resume. To
stop playing and return to the Browse Recordings screen, tap Exit.

Using the Browser

Certain Polycom phone models have an idle browser that displays non-interactive web content. You can
configure the content you want the Idle Browser to display. To see the Idle Browser, press from

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