Polycom VVX 500 User Manual

USER’S GUIDE

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

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

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.

6001 America Center Drive San Jose, CA 95002

USA

Trademarks

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

End User License Agreement

By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to be bound by the terms and conditions of the End User License Agreement for this product.

Patent Information

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

Open Source Software Used in this Product

This product may contain open source software. You may receive the open source software from Polycom up to three (3) years after the distribution date of the applicable product or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To receive software information, as well as the open 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.

Limitation of Liability

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

Customer Feedback

We are striving to improve our documentation quality and we appreciate your feedback. Email your opinions and comments to [e-mail].

Visit the Polycom Support Center for End User License Agreements, software downloads, product documents, product licenses, troubleshooting tips, service requests, and more.

Polycom, Inc.

2

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
1: Getting Started....................................................................................................	13
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
2: Using Basic Features .........................................................................................	28
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
Polycom, Inc.	3

Polycom VVX 500 and VVX 600 Business Media Phones and Polycom VVX Camera User’s Guide
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
3: Using Video and the Polycom VVX Camera .....................................................	66
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
Polycom, Inc.	4

Polycom VVX 500 and VVX 600 Business Media Phones and Polycom VVX Camera User’s Guide
Calling Using the H.323 Protocol ..................................................................................................	89
Tips for Video Calls ........................................................................................................................	89
4: Using Advanced Features..................................................................................	91
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
5: Customizing the Phone’s Display ...................................................................	123
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
Polycom, Inc.	5

Polycom VVX 500 and VVX 600 Business Media Phones and Polycom VVX Camera User’s Guide
Using Power-Saving Mode...........................................................................................................	129
Changing Your Office Hours ........................................................................................................	130
Changing Timeouts ......................................................................................................................	130
6: Administrative Tasks........................................................................................	132
Investigating Phone Warnings ....................................................................................................	132
Restarting the Phone....................................................................................................................	132
Updating Phone Configuration ...................................................................................................	133
Testing Phone Hardware..............................................................................................................	133
7: Copyright, Safety, and Regulatory Notices ....................................................	135
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

Polycom, Inc.

6

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.

Polycom, Inc.

7

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

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.

Polycom, Inc.

8

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

Icons Used in this Guide

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.

Typographic Conventions

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

Typographic Conventions

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.

Polycom, Inc.

9

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

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:

Polycom, Inc.

10

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

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.

Polycom, Inc.

11

1: Getting Started

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.

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.

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

Polycom, Inc.

13

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

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.

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.

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 .

Polycom, Inc.

14

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

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.

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.

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

Polycom, Inc.

15

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

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

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.

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.

Polycom, Inc.

16

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

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.

Polycom, Inc.

17

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

Figure 10: Active and Held Calls

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.

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.

Polycom, Inc.

18

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

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.

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.

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

Icon Description

Registered line

Unregistered line

Placing a call

Active call using Polycom HD

Voice

Icon Description

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

Do Not Disturb enabled

Phone warning

Login credentials invalid

Polycom, Inc.

19

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

Icon Description

Held call

Incoming call in Lines view

Incoming call in Call view

Active conference

USB flash drive attached

Recording in progress or paused (VVX 500 only)

Recording paused (VVX 600 only)

Recording in progress (VVX 600 only)

Placed call

Received call

Missed call

Bluetooth available (VVX 600 only)

Icon Description

Shared line

Shared line with a held call

Call forwarding is enabled

Tap to access recent calls

Tap to access messages

Presence status (Available)

Presence status (Busy)

Presence status (Away)

Presence status (Do Not Disturb)

Presence status (Offline)

Presence status (No information)

Bluetooth headset paired and connected (VVX 600 only)

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

Task	Action
Return to Home view from any screen	Press	.
Return to the previous screen	Tap Back, as displayed next.

Polycom, Inc.

20

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

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.

Polycom, Inc.

21

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

Table 3: Mode and Encoding Options

Options Available When You Tap Mode

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

ABC (to enter upper case only)

Abc (to enter lower case only)

123 (to enter numbers only)

Options Available When You Tap Encoding or

Abc

ABC

abc

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.

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.

Polycom, Inc.

22

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

Figure 14: Status Bar

To use the onscreen keyboard:

1Open the onscreen keyboard by tapping in the phone’s status bar.

2To 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.

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.

3Press 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.

4When you finish entering information, tap .

5Tap Save.

Polycom, Inc.

23

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

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

Table 4: Using the Onscreen Keyboard to Enter Information

Task		Action
Select an Encoding option (title case, upper		Tap			and tap the Encoding options you want.
case, lower case, numbers-only, ASCII,
Latin, Katakana, Unicode, Cyrillic)
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		Tap		.
information, and update the next field
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.

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

Data Type	Action
Enter numbers, or characters in upper case,	Tap Encoding or Mode, and select one of the alphabetic (ABC,
lower case, or title case mode	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.

Polycom, Inc.

24

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

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:

1Tap Settings from Home view, and tap Basic > Screen Clean.

2Wipe the glass with a clean, dry, microfiber cloth.

3To enable the touchscreen again, press any key on the phone console.

Polycom, Inc.

25

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

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.

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.

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).

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.

Web Info: Using the Utility

For detailed information on accessing, navigating, and using the utility, see the Polycom Web Configuration Utility User Guide.

Polycom, Inc.

26

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

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:

1Launch a Web browser from a computer on the same network as your phone.

2In 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.

3Press the Enter key.

4From the Web Configuration Utility login screen, select User, and enter the user password. The default user password is 123.

5Click Submit.

The Web Configuration Utility Home screen displays.

Polycom, Inc.

27

2: Using Basic Features

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.

Polycom, Inc.

28

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

Troubleshooting: Why Doesn’t the Speakerphone Work?

If your speakerphone doesn’t work, your system administrator may have disabled it. You must handle calls using the handset or a headset. If your system administrator disables the speakerphone

on your phone, Handsfree mode disabled appears on the touchscreen after you press .

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.

Polycom, Inc.

29

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

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.

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.

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.

Polycom, Inc.

30