Post CloudPBX User Manual

www.post.lu

CloudPBX User Guide

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

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

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

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

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

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.

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

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

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

Call color indicates status :

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

Shared lineHeld call

Shared line with a held callIncoming call

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

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.

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

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

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

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.

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

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

VVX500 VVX600

If you tap a phone line that doesn’t have an active call, the most recent call on that line will become active. The current call will be held.

Swipe the screen to display Calls view. Calls view displays all the calls for each phone line, as shown 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.

VVX500

VVX600

Held call on 2095

Calls on

2091

Calls on

2091

To manage a call, tap a 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.

User Tip : Navigating Back to Calls View

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

< Calls

Tap to see Active Call or Calls view

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.

Placing Calls

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.

You can place calls in these ways :

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

Calling from the Dialer

display if you have an active call.)

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VVX500 VVX600

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To display the Dialer, do one of the following :

an active call.

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

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. Or

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tap .

To call from the Dialer :

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

Placing Calls from Favorites, Lists, and Directories

From Home view, tap Directories, and tap Recent Calls.

From the Dialer, tap Recent.

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

To call from the Recent Calls list :

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

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.

To call from your Directory :

From Home view, tap Directories, and tap Contact Directory. Or

From Home view, tap New Call, and tap Directory.

1) Access your directory by doing the following :

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.

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

Redialing Numbers

To redial a number :

1) From the Dialer (shown next), tap the ﬁrst number in the list.

2) Place the call.

Last placed call

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.

Ending Calls

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.

You can connect an analog and/or USB headset to your phone. If an analog headset is connected and in use, glows green. If a USB headset is connected and in use, glows blue. If both an analog and USB headset are connected, the USB headset will be used. If two USB headsets are connected, the headset you connected ﬁrst will be used.

If you use a headset, you can set up your phone so that all calls use your headset

(see Enabling

Headset Memory Mode)

. If 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.

If you have a VVX 600, your phone supports Bluetooth headsets. If your system administrator enables Bluetooth capability for your phone, you can use a Bluetooth device to handle calls. If a Bluetooth headset is connected and in use, glows blue. If analog, digital, and Bluetooth headsets are connected to your phone at one time, the Bluetooth headset will be used. To use a Bluetooth headset, see

Using Bluetooth Headsets with Your VVX 600 Phone.

Using Headsets

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.

Using Bluetooth Headsets with Your VVX 600 Phone

When Bluetooth is turned on, the Bluetooth icon ( ) displays in the status bar, as shown next. After you turn on the Bluetooth option, you can pair and connect your Bluetooth headset.

Indicates Bluetooth is on

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 shown next.

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

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.

Note : Pairing and Connecting Bluetooth Headsets

The following instructions are intended as a guide, and may not speciﬁcally apply to your Bluetooth device. 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).

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 shown next.

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

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

The icon next to each headset indicates headset status :

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

Paired headset

Paired and connected headset

3) Do one of the following :

If your headset is listed, but it’s just paired and not connected (that is, it has next to it), go to step 5 to connect it. Or

If your headset isn’t 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 will be added to the list, as shown next. A red icon displays next to each unpaired headset.

Unpaired headsets

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 will be paired, but not connected, as shown next.

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.

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 will display next to the Bluetooth/Headset icon — the icon that indicates that your headset is both paired and connected (shown next).

The Bluetooth/Headset icon will also display in the status bar, as shown next. If you tap the icon, the Bluetooth Settings screen displays.

Indicates that a Bluetooth headset

is paired and connected

Handling Calls with Your Bluetooth Headset

You can now use your headset to handle calls.

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 .

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

If a Bluetooth headset is paired and connected, and then you turn the headset o, the message Headset removed displays. The headset won’t be connected anymore, but it will still be paired. When you turn the headset back on, the message Headset attached displays, and the headset will be 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’s 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.

To disconnect your headset :

Your headset remains paired to your phone, but is no longer connected. To connect it to your phone again, tap Connect.

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

Timesaver : How to Quickly Connect and Disconnect Your Headset

You can quickly disconnect your headset by turning your headset o. When you turn it o, the message Headset removed displays. When you turn your headset back on, the headset will be connected again.

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

Temporarily ignore the call before answering it.

Reject the call so it goes directly to voicemail.

Forward the call to another person.

While your phone rings, you can do the following :

Ignoring Incoming Calls

Ignore or silence a call to stop your phone from ringing. Even though the call is ignored, your phone will still display 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.

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’re 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 :

VVX500

VVX600

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’s more than one held call on the line, the last call that you held will be resumed. If you have multiple lines and you tap Resume, the last call that you held — on either line — will be resumed. Or

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.

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.

3) When you hear the ring-back sound, 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.

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 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.

The call automatically transfers to the person you speciﬁed.

Timesaver : Completing a Transfer

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

Setting Up and Handling Conference Calls

You can set up a conference call with two other people. Depending on your phone system, you may be able to add more than two people to your call; ask your system administrator for the maximum number. Just as with other calls, you can hold and resume conference calls. In addition, you’ll have the option to split a conference call — end the conference and place the people you were talking with on hold.

User Tip : Tips for When You’re in Conference Calls

When you’re in a conference call :

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

Mute your microphone when you’re not speaking, especially in noisy environments.

Avoid tapping the microphone or rustling papers near the microphone.

Speak in your normal voice without shouting.

Setting Up Conference Calls

There are two ways to set up a conference: the conventional way — by calling two people and using the Confrnc soft key — or joining two existing calls using the Join soft key.

To set up a conference call :

1) Call the ﬁrst person.

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 shown next.

User Tip : Tips for When You’re in Conference Calls

If your phone has an active call and one held call — on the same or a dierent line — 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.

Holding and Resuming Conference Calls

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

Managing

Conference Call Participants.

From Active Call, Lines, or Calls view, tap Hold. If you’re in Calls view, be sure to highlight the conference ﬁrst. The other two people in the conference are held. The following example shows a held conference in Calls view.

To place a conference call on hold :

To resume a held conference call :

From Lines or Calls view, tap Resume.

Ending Conference Calls

To end a conference, and your connection to the other people, tap End Call. By default, when you tap End Call, the other two people remain connected. However, your system administrator may have set up your phone so that all connections end.

To end a conference call :

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

The conference call ends. By default, the other two people remain connected.

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.

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.

User 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 : All Forwarding and Microsoft Lync Server

If your phone is conﬁgured to work with Microsoft Lync Server, your call forwarding options will be dierent 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

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) From Active Call, Lines, or Calls view, tap Confrnc. The active call is held.

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 shown next.

The number calls will be forwarded to

Indicates forwarding is enabled on line 2092

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

To disable call forwarding :

1) From Home view, tap Forward.

2) If 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.

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 shown 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.

Indicates DND is enabled Indicates DND is enabled. Tap to disable DND.

VVX500 VVX600

If your phone is idle, the Do Not Disturb icon, , displays next to your phone line in Lines view, as shown next. If you have new messages or forwarding enabled, the messages or forwarding icon will display instead.

VVX500 VVX600

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

VVX500 VVX600

Note : Do Not Disturb and Shared Lines

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

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

If you’ve set your presence status to Do Not Disturb, as well as enabled DND for your phone, the message My Status : Do Not Disturb will scroll under the time display, and the DND icon won’t display in the status bar

To toggle Do Not Disturb on and o :

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

Timesaver : A Quick Way to Disable DND on the VVX 600

To turn DND o, tap , located in the status bar.

Using Do Not Disturb with Multiple Lines

By default, the Do Not Disturb feature applies to all lines on your phone. However, your phone may be set up 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.

User 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.

Listening to Voicemail

Your phone may indicate new voicemail messages by the following :

A message counter in Home view, as shown next. The counter indicates the number of new messages you have.

VVX500 VVX600

A message counter in the status bar (shown next). The counter displays on the Message icon, . If you have new messages, the Message icon also displays next to the phone line in Lines view, as shown next.

VVX500 VVX600

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 can hold up to 100 entries.

From the Recent Calls list (shown 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, as shown next.

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.

Tap to sort/order calls Tap to ﬁlter calls

Tap to remove certain calls from the list

Tap to manage a call

Tap a call record to automatically

call the person

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.

Timesaver : Quickly Accessing the Recent Calls List

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

Tap to see 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, shown 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

Tap to go back to your recent calls list

Tap to call the person

Tap to save the person to your Contact Directory

Tap to edit the phone number before calling

Tap to remove the

call from the list

To customize the list :

From your Recent Calls list (shown 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).

Note : About Filtered Call Lists

You can’t 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) will display.

Tap to ﬁlter callsTap to sort/order calls

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.

Working with Your Contact Directory

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

From your local Contact Directory, you can :

View contact information. Search for contacts. Dial contacts.

From your local Contact Directory, you can :

Add contacts. Update contact information. Delete contacts

Note : Accessing a Corporate Directory

A Corporate Directory may be available on your phone. 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.

To view your Contact Directory :

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

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 shown next). Additional information — such as a job title, label, or email address — may also display.

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 (shown next), tap the contact’s phone number.

To add a contact :

1) From your Contact Directory, tap .

Tap to call the person

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

Note : Directory Fields are Set by Your Administrator

Your phone may not display all contact ﬁelds. For more information, see your administrator. The only required ﬁeld is the Contact ﬁeld — the contact’s phone number.

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 can’t already exist in the directory. If you save an entry with a non-unique phone number, the entry won’t be saved.

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 will automatically display in your Favorites list. For more information about favorites, see

Managing Favorites.

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

If you specify a label, the label will be the 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.

Ŕ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.

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

If enabled, each time the contact calls, the call will be 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.

If 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

If enabled, the contact can’t monitor your status. For more information on monitoring status, see

Using Buddy Lists.

3) Tap Save.

Timesaver : Quickly Accessing the Recent Calls List

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.

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.

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

You may have access to portions of a Corporate Directory. You can’t 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.

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 will display. 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 will display.

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. Or

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.

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. You may want to 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 eects.

Updating the Incoming Call Ringtone

A simple way to personalize your phone is to change your phone’s ringtone. You can even pick unique ringtones for the dierent 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) If 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.

Updating a Contact’s Ringtone

You might ﬁnd it helpful to select unique ring tones for the various contacts in your Contact Directory. In this way, you can 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 .

User Tip : Listening to a Ring Tone Before You Save It

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

4) From the Edit Contact screen, tap Save.

Changing the Speaker Volume

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

Muting the Microphone

Mute the microphone so other parties can’t 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 can’t hear you. To disable Mute, press again.

Choosing Where You Hear Sound Eects

You can choose whether you hear sound eects—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 eects from the speaker.

To choose where you hear sound eects :

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 eects:

To hear sound eects only from the phone’s loudspeaker, tap Speaker.

To hear sound eects only from the handset, tap Handset.

To hear sound eects only from the headset, tap Headset.

To hear sound eects only from the device you’re currently using to hear call audio, tap Active. The default destination is Speaker.

Managing Favorites

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

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

Indicates a contact

is 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 shows a sample Favorites list.

VVX500 VVX600

The following ﬁgure shows your favorites in Lines view. Favorites display under the phone line(s).

VVX500 VVX600

Favorites also display from Home view, as shown next.

VVX500 VVX600

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

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

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

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

User 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.

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.

User Tip : Quickly Deleting a Favorite

Tap From Lines view, press and hold the favorite until the contact’s information screen

displays. Then, the contact will remain in your directory, but will no longer be a favorite.

Working with Shared Lines

If your phone shares a line with other phones, an incoming call to the shared line will cause 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.

If you have an incoming call on a shared line, you can stop your phone from ringing by tapping Silence. Even though the phone doesn’t ring, the call’s visual notiﬁcation will still display and you’ll 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 :

Shared Line Status Icon and Status Indicator

Status Indicator

Idle

Active call

Held call

(No indicator)

Solid green

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.

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Post CloudPBX User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual