Polycom Poly VVX Series - User Manual

Quantum Voice / Poly - Quick Reference Guide
January 2024 Quantum Telecom Inc.
This guide covers the use of your Poly VVX Series phone
Device Overview
Lines View
The Lines View is your phone’s default display, which allows you to select a
phone line, view calls on a shared line, or allows you to quickly call a contact
that is listed as a favorite. Your model phone may have a different amount of
line keys.
Home View
The Home View is displayed by pressing the Home key. From here, you can
initiate new calls and access your messages, Directories, Do Not Disturb, and
Call Forwarding features, as well as the phone’s settings and applications.

Summary

Device Overview

Lines View

Phone's default display for selecting lines, viewing calls on shared lines, or quickly calling favorites.

Home View

Access new calls, messages, directories, Do Not Disturb, Call Forwarding, settings, and applications.

Call Management

Placing Calls

Steps to initiate a call using the handset, speakerphone, or headset.

Answering Calls

Methods to answer incoming calls via handset, speakerphone, headset, or softkey.

Call Park and Retrieval

Procedure to park an active call and retrieve it later using the PARK button.

Advanced Call Features

Hold and Resume

Instructions for placing an active call on hold and resuming it.

Mute Functionality

How to mute and unmute a call during an active conversation.

Do Not Disturb (DND)

Enabling and disabling the DND feature to send calls directly to voicemail.

Three-Way Conference Call

Steps to initiate a conference call with two other parties.

Call Transfer Methods

Blind Transfer

Transferring a call to another party without announcing it first.

Consulted Transfer

Announcing a call to the recipient before transferring it.

Direct-to-Voicemail Transfer

Transferring a call directly to another user's voicemail.

Contact and Navigation Features

Add Contacts

Guide to adding new contacts, including setting favorites.

Navigational Arrows

Using navigation arrows to view call history like Missed, Received, and Placed Calls.

Voicemail Operations

Voicemail Setup

First-time procedure to set up the voicemail mailbox.

Update Voicemail

Options for updating voicemail greetings, name, and password.

Access Voicemail

How to check for new voicemail messages using the Voicemail button and password.

Overview

1. Function Description
2. Important Technical Specifications
3. Usage Features
   1. Placing and Answering Calls
   2. Call Management
   3. Call Transfer
   4. Conferencing
   5. Voicemail
   6. Directories and Contacts
   7. Do Not Disturb (DND)
4. Maintenance Features

This document describes the features and functions of the Poly VVX Series phone, a device designed for voice communication with various advanced capabilities.

Function Description

The Poly VVX Series phone is a voice communication device that allows users to place, answer, and manage calls, as well as access voicemail and directory services. It supports standard telephony functions like hold, mute, transfer, and conferencing, alongside features for contact management and call history. The phone's interface is divided into a "Lines View" for active calls and favorites, and a "Home View" for accessing broader features like messages, directories, and settings.

Important Technical Specifications

The document does not explicitly list technical specifications such as display type, resolution, processor, memory, or network connectivity standards (e.g., Ethernet, Wi-Fi). However, it implies the presence of a graphical display, a keypad, dedicated function buttons (e.g., Speakerphone, Headset, Voicemail, Hold, Mute), and softkeys that change contextually. The phone supports multiple lines, indicated by "Line Keys," and features a "Message Waiting Indicator" for visual notification of new voicemails. Audio features include a speakerphone and headset support.

Usage Features

Placing and Answering Calls

• Placing Calls: Users can dial a number and then pick up the Handset, or press the Speakerphone or Headset key to initiate a call.
• Answering Calls: Incoming calls can be answered in multiple ways:
  • Lifting the Handset.
  • Pressing the Speakerphone button.
  • Pressing the Headset button.
  • Pressing the "Answer" softkey, which defaults to speakerphone.
• Answering While on Active Call: If already on a call, pressing the "Answer" softkey will place the first call on hold. Users can then use navigation arrows to scroll to the held call and press "Resume" to retrieve it.

Call Management

• Hold: To put an active call on hold, press the "Hold" button or "Hold" softkey. To resume, press "Hold" or "Resume" softkey again. Parties on hold will hear music.
• Mute: To mute an active call, press the "Mute" button. Press it again to unmute.
• Call Park: While on an active call, pressing the "PARK" button on the display will park the call. The "PARK" button will light red on all associated phones.
• Retrieving Parked Calls: To retrieve a parked call, press the red lit "PARK" button.

Call Transfer

• Blind Transfer: Transfers a call to another party without announcing it. While on an active call, press "Transfer" (button or softkey), then "Blind" softkey, and dial the number or select a contact. The call is immediately transferred.
• Consulted Transfer: Transfers a call after announcing it to the recipient. While on an active call, press "Transfer" (button or softkey), enter the destination number, press "Send" softkey (caller is placed on hold), announce the call to the receiving party, and then press "Transfer" (button or softkey) again to complete.
• Direct-to-Voicemail Transfer: Transfers a call directly to another user's voicemail. While on an active call, press "Transfer" (button or softkey) (caller is placed on hold), enter *, *, and then the Extension, and press "Transfer" again.

Conferencing

• Three-Way Conference Call: While on an active call, press "More" softkey, then "Conference" softkey (first call is held). Dial the second number. When the second party answers, press "More" softkey, then "Conference" softkey again to connect all calls.

Voicemail

• Voicemail Setup: For first-time users, press the "Voicemail" button to hear a tutorial for setting up the mailbox.
• Update Voicemail: Press the "Voicemail" button, enter the voicemail Password, and press 5 for settings. Options include recording mailbox greeting, recording name, changing password, recording/using temporary greeting, and deleting temporary greeting.
• Access Voicemail: A red "Message Waiting Indicator" light signals new voicemail. Press the "Voicemail" button or your extension number, enter your voicemail Password followed by #, and follow audio prompts.

Directories and Contacts

• Add Contacts: From the Home view, select "Directories," then "Contact Directory." Press the "Add" softkey. Enter the contact's first name, last name, phone number, and job title using the keypad. Contacts can be set as "Favorite" to appear on line buttons (top 3 favorites labeled 1-3). Press "Save" to store.
• Navigational Arrows (Call History): From the Home Screen, the navigational arrows provide access to Call History:
  • Down Arrow: Missed Calls
  • Left Arrow: Received Calls
  • Right Arrow: Placed Calls
  • The "Type" softkey allows selection of different views.

Do Not Disturb (DND)

• Enable/Disable DND: From the main screen, press the "DND" softkey to send all incoming calls directly to voicemail. Calls cannot be received while DND is enabled. To disable, repeat the steps. The functionality of the DND button may vary based on administrator configuration.

Maintenance Features

The document does not detail specific maintenance features such as firmware updates, troubleshooting guides, or cleaning instructions. However, it implicitly suggests that system administrators play a role in managing certain aspects of the phone's functionality, such as resetting voicemail passwords or configuring DND settings. This indicates that some administrative control and support are available for the device.

Polycom Poly VVX Series Specifications