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Polycom VVX500 4 and 6-Line

Touch Screen

Desk Phone Quick Reference

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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  Voicemail  ...  10  

Call  Park  ...  10  

Paging  (Intercom)  ...  11  

Forwarding  All  Incoming  Calls  ...  12  

Voicemail  ...  13    

   

   

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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

   

   

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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.    

   

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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  

• Voicemail  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      .  

   

   

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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  

• Press    and  speak  into  the  phone.  

OR  

• 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   extension  number  your  will  also  need  to  tap    )  

Method  2  

• 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    

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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   call  by  tapping   .  

Method  2  

• 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  

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

   

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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.  

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• 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 Voicemail

You  may  transfer  any  caller  to  a  specific  voicemail  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 voicemail 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  the  first  party.  

• Press    to  create  a  new  call.  

• Call  the  second  party.  The  new  party  will  be  automatically  joined   to  your  call.  

Call Park

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  

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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  9001”.    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.  

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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  voicemail  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.  

   

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Voicemail

Each  phone  has  a  built-­‐in  voicemail  box.    If  a  call  to  your  phone  is  not   answered  or  your  phone  is  busy,  the  voicemail  box  will  take  a  message   and  alert  you  through  the  message-­‐waiting  lamp  at  the  top  of  the  phone   and  optionally  via  email  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  voicemail   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  voicemail  box.  

• Enter  your  PIN  over  the  greeting.  

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  Retrieving  messages  via  the  Web  

• Go  to  www.accessline.com/login.  

• Enter  your  Desk  Phone  number.  

• Enter  your  PIN.  

• Click  LOG  IN.  

• You  will  be  presented  with  a  list  of  new  and  listened-­‐to  voicemail   messages.  

• Click  the  play  button  associated  with  the  desired  message  and  it   will  play  through  your  computer  speakers.  

Change  Your  Voicemail  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  Voicemail  Picks  Up  via  the   Phone  

• Tap    

• Select  No  Answer.  

• Tap  Forward  After  Rings.  

• Change  the  number  of  Rings.  

• Tap  to  Disable.  

• Repeat  steps  1-­‐3.  

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• Tap  to  Enable.  

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