Polycom VVX500 4 and 6-Line Touch Screen Desk Phone Quick Reference Guide

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1 Polycom VVX500 4 and 6-Line Touch Screen Desk Phone Quick Reference Guide

2 Contents Introduction to your Polycom VVX500 Touch Screen Desk Phone... 3 Welcome... 3 Desk Phone... 3 Interacting with your Polycom VVX500 Touch Screen Phone... 4 Information Screen... 4 Main Menu Screen... 5 How to use your Polycom VVX500 Touch Screen Desk Phone... 6 Answering and making calls... 6 Placing a Call on Hold... 7 Call Transfer to Voic Call Park Paging (Intercom) Forwarding All Incoming Calls Voic

3 Introduction to your Polycom VVX500 Touch Screen Desk Phone Welcome The AccessLine Hosted PBX phone system and service is a very powerful communication system that provides a comprehensive solution for your small business communications needs. This guide highlights some of the most commonly used features of the Polycom VVX500 Touch Screen Desk Phone. For a complete list of features and capabilities, please refer to the Polycom VVX500 Touch Screen Desk Phone Owner s Manual. Phones may be plugged into your existing network or connected wirelessly if your system includes the optional cordless transmitter and adapters. Desk Phone 3

4 Interacting with your Polycom VVX500 Touch Screen Phone Your new Touchscreen desk phone allows you to interact with it by touching and dragging elements on the screen. The following touch methods are used with your phone: Tap- Touch that portion of the screen with your finger tip and let go. Select- Tap that portion of the screen so that a submenu or additional options appear. Press- Tap and hold your finger in place, or you can Press a button on the phone. Highlight- Tap the screen which causes one portion to stand out from the rest with its color, intensity, or tone. Menu Navigation- Tap Menu > submenu > submenu Swipe- Touch and hold the screen while moving it up, down or side to side. Scrolling- Similar to Swipe, this just refers to swiping up and down through a list. Dial Pad- Are the alpha/numeric buttons on the face of the telephone. (See Before you use your phone for details.) Buttons- Physical buttons located on the phone. Information Screen The display screen of your phone provides you with a host of important information elements. This screen is also referred to as the idle screen. 4

5 The top line of the screen displays: Popup text Do Not Disturb text Missed call text or second incoming caller display Prompt text (for example, Enter number ) Time and Date text Voic and missed call indicators New Call option Forward option The main content area of the screen displays the phone number assigned to the phone as well as your company name. As a call comes in, this area displays caller information. Main Menu Screen This screen is the first point for more menu selections. You can reach this menu at any time by pressing. 5

6 How to use your Polycom VVX500 Touch Screen Desk Phone Answering and making calls Answer a ringing call using the handset Pick up the handset Answer a ringing call using the speakerphone OR Press and speak into the phone. Tap on the incoming call display. To answer a call using the headset: Press or follow the instructions for your optional headset. Place a Call Method 1 Pick up the handset or use the speakerphone key Dial the 10- digit number or 3- digit extension. (If you dial an Method 2 extension number your will also need to tap Dial the 10- digit number or 3- digit extension. Tap Redialing a call Pick up the handset or use the speakerphone key Tap the selection to call and tap ) 6

7 Placing a Call on Hold Note: The following instructions assume you are on a call. Placing a Call on Hold During a call, tap. The caller will hear the standard hold music or your custom hold music/message. Retrieving a Call on Hold Tap to retrieve the call. Answering a Second through Eighth Call You can take up to 8 calls on your phone, if it is a dedicated line service. If you are on a call and another call comes in to your phone you will hear a tone from the phone and the display will show the new caller. There are two ways to answer the second call: Method 1 Place the first call on hold AND simultaneously answer the second Method 2 call by tapping Place the first call on hold by tapping Tap Placing a second call. While on a call, you may place that call on hold and make a second call. There are two ways to place another call: Method 1 Place the first call on hold AND simultaneously receive dial tone to make the second call by tapping. Dial the 10- digit phone number or 3- digit extension number. Tap Method 2 Tap. This will place your caller on hold Tap. Dial the phone number or 3- digit extension number and tap. You will be connected to that party 7

8 You may switch between calls by selecting them from the Call display. 8

9 Transferring Calls Call Transfer allows you to send an active call to another phone number or extension. A call can be transferred in one of two ways: Consultative (or Warm) transfer The party to whom you want to transfer the call answers their phone before you transfer the call or hang up. You can consult with them before completing the transfer. Blind transfer The call is automatically transferred after you dial the number of the party to whom you want to transfer the call. Performing a Consultative (Warm) Transfer To transfer a call: During a call, press. The active call is placed on hold. Enter the number to which you want to transfer the call. As soon as you hear the ring- back sound or after the party answers (and you speak to the party), press.you can talk privately to the party to which you are transferring the call before the transfer is completed. If you are using a handset, the transfer can be completed by putting the handset on the cradle. You can cancel the transfer before the call connects by pressing the Cancel soft key. Performing a Blind Transfer Blind transfer allows you to transfer a call to another number or extension without talking to that person first. To perform a blind transfer: During a call, tap. Tap. Enter the number to which you want to transfer the call and tap. At this point, the call is connected to the number to which you are transferring them. Alternate Method for Transferring Calls- This call transfer method is used when you want to transfer a call without tying up two lines on your phone system. It uses the AccessLine network to transfer the call instead of the phone system. Receive a call on your Desk Phone. 9

10 Touch #5 to start the transfer (this will place your caller on hold). At the dial tone, enter the extension or phone number you want to transfer the caller to and press When the transfer party picks up the phone, touch #5 again. All three of you will be connected. Hang up and the two parties are connected (without tying up any of your lines). Call Transfer to Voic You may transfer any caller to a specific voic box belonging to any other user on the system. Receive or place a call on your Desk Phone. Tap on the display. Tap Dial *99 followed by the extension number of the desired person. and press. DO NOT HANG UP. Once the call has transferred to the desired voic box, your line will hang up. Do not hang up the phone until the line has disconnected. Conferencing Calls You may join two calls already on your phone or add an additional party to an existing call. To connect to both callers: Have one call on hold while talking to another. Press on the display and then press. You will then be connected to both callers. To Setup a Conference Call (with two other parties) Call Park Call the first party. Press to create a new call. Call the second party. The new party will be automatically joined to your call. To Park a call Parking a call is very similar to putting a call on hold. The key difference is, when you put a call on hold you can only retrieve the held call from the phone that put the call on hold. With Call Park, you can put a call on hold 10

11 and pick it up from ANY phone within the same Call Park Group. Through the Admin Portal, Call Park Groups can be created so specific groups of phones can park calls for each other. If you do not create specific Call Park Groups, all phones are automatically assigned to the Standard Call Park Group. While on a call, press Press The phone will respond with a voice prompt such as Call Parked on The caller will hear hold music. To pickup the parked call, anyone on any phone may dial the park number (9001 in this example) to be connected with the caller. Paging (Intercom) To page to all phones Paging allows you to speak to a group or all phones at the same time through the speaker phone. Paging is used to make announcements such as Jim, you have a visitor in the lobby or to let people know about a parked call such as Susan, you have a call waiting on park 2. Paging will only notify phones not in use or not set to DND. The Admin Portal is used to create Paging Groups so only specific phones can hear a page. Either pick up the handset or use the speaker phone. Dial the paging group number or 9100 to page all phones. WAIT UNTIL YOU HEAR THE TONE. Make your announcement which will be heard on all phones in the paging group (except phones set to DND or phones in use). Hang up the phone when finished. Answering a Page Either pick up the handset or use the speaker phone. Tap Answer on the phone display. Talk directly back to the person who initiated the page. Rejecting a Page To ignore a page, Tap Reject on the phone display. 11

12 Forwarding All Incoming Calls Any call to your phone will be forwarded to the phone number or extension number you choose. From the idle display, Tap. Tap Always. Enter a number to forward all future incoming calls to. Tap Enable. A moving arrow appears on the Call Key to confirm call forwarding is enabled. Cancel Forward All Calls From the idle display, Tap. Tap Always. Enter a number to forward all future incoming calls to. Tap Disable. Do Not Disturb A Desk Phone can be set to Do Not Disturb (DND ). When a phone is set to DND, any internal or external call will immediately route to that phone s voic box without ringing the phone. To enable Do Not Disturb: Press Tap Settings. Tap Features. Tap Do Not Disturb. Tap Enable. To disable Do Not Disturb: Press Tap Settings. Tap Features. Tap Do Not Disturb. Tap Disable. 12

13 Voic Each phone has a built- in voic box. If a call to your phone is not answered or your phone is busy, the voic box will take a message and alert you through the message- waiting lamp at the top of the phone and optionally via to your cell phone or computer. Messages may be retrieved through your Desk Phone, your Personal Portal or from any phone. Retrieving Messages from Your Desk Phone Tap Enter your PIN when prompted. (The default PIN for first time users is 0000). The system will say, You have x new and y old voic messages. The following options are available through the keypad. Retrieving messages from any phone Dial your Desk Phone number (shown on your display). Allow the phone to ring then forward to your voic box. Enter your PIN over the greeting. 13

14 14

15 Retrieving messages via the Web Go to Enter your Desk Phone number. Enter your PIN. Click LOG IN. You will be presented with a list of new and listened- to voic messages. Click the play button associated with the desired message and it will play through your computer speakers. Change Your Voic PIN via the Phone Tap Enter your PIN when prompted. Press 8 for User Options. Press 7 to change your PIN. Enter the new 6 to 10- digit PIN when prompted. Enter/Change an Unavailable Greeting via the Phone Tap, or dial the phone s phone number. Enter your PIN when prompted or enter your PIN over the greeting. Select 8 for User Options. Select 1 to record your Unavailable Greeting. Follow the instructions. Change the Amount of Time Before Voic Picks Up via the Phone Tap Select No Answer. Tap Forward After Rings. Change the number of Rings. Tap to Disable. Repeat steps

16 Tap to Enable. 16

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