Post CloudPBX User Manual

www.post.lu

CloudPBX
User Guide

3

Chapter 1 : Getting Started

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

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 dierently on your phone. The examples and figures
in this guide may not directly reflect what displays or is available on your phone screen.

Phone Keys and Hardware

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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.

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

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

Dialpad

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.

Security slot

Enable you to :

USB ports

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

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Message Waiting IndicatorMessage Waiting

Indicator

Feature Description

5

Home / Lines key Press from any screen to display Home view. From Home

view, press to display other phone views. If your phone is

idle, press to display Lines view.

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.

Touchscreen

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.

Headset key

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

Speakerphone key

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

Mute key

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

Volume keys

Transmits sound to other phones. Microphone

Feature Description

6

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

Phone Views

To change views :

For Home view, press .

For 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’s active — you can access Home, Lines, and Active Call view. If your
phone has multiple calls, or one held call, you can access Home, Lines, and Calls view.

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

Status bar in other views Status bar in Home views

Tap to see recent calls

Tap to access messages

Tap to see Favorites

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You can display Home view (shown 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.

Home View

VVX500

VVX600

To show all Home view icons (shown next), press and hold the Page Indicator shown above.
Press and hold the Page Indicator again to view fewer icons.

VVX500

VVX600

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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.

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 may also be able to access a Corporate Directory and Buddy Status List if they’re
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 o. When DND is enabled,

your phone won’t ring and incoming calls will 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. See your

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 the phone line to display additional phone lines that may be set up for
your phone, and favorites (shown 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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VVX500

VVX600

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

Lines View

Lines view displays your phone line(s), your favorites, and soft keys in the soft key area.

VVX500

VVX600

If your phone is idle, you can :

Tap a phone line to access the Dialer.

Swipe to switch between Lines view and the Idle Browser (if available).

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

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VVX 500 example. If the phone line has one or more held calls, a flashing red bar displays,
as shown in the following VVX 600 example. To display your call(s), press and hold the
phone line, or swipe the screen.

VVX500

VVX600

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

If your phone has calls, you can’t access the File Browser. To access the Main Browser,

tap Applications from Home view. For information about the Idle and Main Browsers see
Using the Browser.

If you have only one call in progress — and it’s active (has audio) — you can access Active Call
view (shown next). If you’re 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’re talking with and the
duration of the call. From Active Call view, you can manage the call: hold, end, or transfer
it, or set up a conference call with the person you’re talking with and another party.

Active Call View

< Calls

11

VVX500

VVX600

You can access Calls view (shown next) if your phone has multiple calls in progress, or you have
one held call. If you’re 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.

Calls View

VVX500

VVX600

Scroll to see all your calls. If your phone has multiple lines, calls display under the associated line

Dark green — Active call.

Dark blue — Incoming and held calls.

Bright green — Active call is highlighted.

Bright blue — Incoming or held call is highlighted.

< Calls

Active

Incoming

Held and
highlighted

Active and
highlighted

Incoming

Held

Held

Call color indicates status :

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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.

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

Understanding Phone Icons and Status Indicators

Registered line

Icon Description

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

Icon Description

Unregistered line

Do Not Disturb enabled

Placing a call

Phone warning

Active call using Polycom
HD voice

Login credentials invalid

Shared lineHeld call

Shared line with a held callIncoming call

1

1

1

1

1

13

Call forwarding is enabledIncoming call

Tap to access recent callsActive conference

Tap to access messagesUSB flash drive attached

Presence status ( Available)

Recording in progress or
paused (VVX 500 only)

Presence status (Busy)

Recording paused
(VVX 600 only)

Presence status (Away)

Recording in progress
(VVX 600 only)

Presence status
(Do Not Disturb)

Placed call

Presence status
(Oine)

Received call

Presence status
(No information)

Missed call

Bluetooth headset paired and
connected (VVX 600 only)

Bluetooth available
(VVX 600 only)

Icon Description Icon Description

1

P

R

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

Navigating Your Phone Interface

Press .Return to Home view from any screen

Tap Back, as shown next.Return to the previous screen

If you want to... Do this...

Tap to go back to the previous menu

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the Idle Browser may display. Swipe the
screen to display Lines view.

15

If you want to... Do this...

Tap .Close an option box without selecting

anything

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 an icon, soft key, menu item,
or option

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

Select a soft key that’s not in view

Tap to see more soft keys.

Tap the menu item or option. Select a menu item or option

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

Highlight calls in Calls view

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Chapter 2: Using Basic Features

Now that you’re familiar with your phone’s user interface and how to interact with it, you’re
ready to perform basic phone tasks that you’ll use on a daily basis. At the end of this chapter,
you’ll become expert at handling multiple calls at one time, manipulating incoming and
active calls, and accessing directories and lists so you can perform tasks quickly and eciently.

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

In this chapter, you’ll learn about :

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 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.

How Your Phone Handles Calls

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Using the handset

Using the speakerphone

Using a headset

You can place and answer calls in these ways :

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. If
both an analog and USB headset are connected, the USB headset will be used.

User Tip

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

Answering Calls

To use the handset, pick up the handset.

To use the speakerphone, press or tap Answer.

To use your headset, press .

In this chapter, you’ll learn about :

If you’re already in handset, speakerphone, or headset mode, tap Answer, and the phone
will automatically use the mode you’re in

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

Incoming call from Home view :

VVX500

VVX600

Incoming call from Calls view :

VVX500

VVX600

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

19

If you have a call and an incoming call arrives on the same or a dierent line, a call waiting
tone beeps, and the Incoming Call window displays, as shown next. To Answer the call, tap
Answer. The call you were in is held.

Answering Another Call

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

Incoming call from Home view :

VVX500

VVX600

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Incoming call from Home view :

VVX500

VVX600

Incoming call

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.

< Calls

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

Lines view shows you each line on your phone, and how many calls each line has, as shown
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, one
held), 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.

Managing Multiple Calls

Incoming call