Polycom VVX User Guide

Overview

The Polycom VVX range of phones offers a wide range of features. Higher models may have more buttons and a larger viewing screen, however, little else is different.

The phone models referenced here have been tested using the MaxCloudUC System.

Polycom VVX 150 & 250

The below shows the VVX150. The VVX 250 has a slightly larger display, extra line keys and a USB port to the side to enable the user to attach a USB flash drive or USB Headset.

REFERENCE NUMBER	FEATURE	FEATURE DESCRIPTION
1	Line Keys	Used to select a phone line, view calls on a line or quickly call a favorite contact
2	Screen	A 6.35cm Monochrome display for viewing menu options and data.
3	Soft Keys	Used to select data on the bottom of the screen display.
4	Back Key	Returns to the previous screen.
5	Navigation / select Keys	Scrolls through information on the screen and selects a data field.
6	Home Key	Displays the home screen from other menu screens.
7	Transfer Key	Transfers an active call to an available contact.
8	Hold Key	Holds an active call or resumes a held call.
9	Volume Keys	Adjust the volume of the handset, headset, speaker and ringer.
10	Dial Pad	Enter numbers, letters and special characters. Also used to select menu options with index numbers.
11	Headset Key	Enables calls through a headset.
12	Speakerphone Key	Place and receive calls using speakerphone.
13	Mute Key	Mutes’ local audio during calls and conferences.

Polycom VVX 350

REFERENCE NUMBER	FEATURE	FEATURE DESCRIPTION
1	Line Key	Used to select a phone line, view calls or quickly call a favourite contact.
2	Soft Keys	Used to select the menu items displayed at the bottom of the screen.
3	Back	Click to return to the previous screen.
4	Navigation	Scroll information on the screen and select items.
5	Home	Return to the home screen from any menu option.
6	Transfer	Transfers an active call to a contact.
7	Message	Access and ability to manage voice messages.
8	Hold	Hold and resume an active call.
9	Volume	Adjust the volume of the handset, headset, speaker and ringer.
10	Headset	Enables the user to place and receive calls via a headset
11	Speakerphone	Place and receive calls using the speaker.
12	Mute	Mutes’ local audio during calls and conferences.

Polycom VVX450

Moving up to the VVX 450, though still much the same this has:

• 12, line keys
• voicemail support
• multilingual interface
• HD voice technology
• Acoustic Clarity technology

The VVX 450 is ideal for knowledge workers who handle a high volume of calls and need customizable features to enhance their communication experience. Whether you’re in a small office or a large enterprise, this phone offers reliability and functionality for your business needs.

REFERENCE NUMBER	FEATURE	FEATURE DESCRIPTION
1	Screen	A 10.9cm color display with a backlight. Provides a view of menu options.
2	Line Keys	Select a phone line, view calls on a line, or quickly call a favourite contact.
3	Softkeys	Select context-sensitive keys that display along the bottom of the screen.
4	Back Key	Return to the previous screen.
5	Navigation Keys	Scrolls through information or options on the phones display, selects the data.
6	Home Key	Display the Home screen from other screens or display the Lines and Calls screen from the home screen.
7	Transfer Key	Transfers a call to an active contact.
8	Message Key	Access and manage instant and voice messages.
9	Hold Key	Hold an active call or resume a held call.
10	Volume	Adjust the volume of the handset, headset, speaker and ringer.
11	Headset Key	Place and receive calls through a headset.
12	Speakerphone Key	Provides ringer and speakerphone audio output.
13	Mute Key	Mute or unmute the microphone during an active call.
14	Dialpad	Enter numbers, letters and special characters. Use the Dialpad to select menu items that have index numbers.

Back of Phone

REFERENCE NUMBER	FEATURE	FEATURE DESCRIPTION
	USB Port	Attach a USB flash drive, A USB headset or a compatible camera.
	Power Port	Connect the phone to a power outlet.
	Network Port	Connect the phone to a PoE supported Ethernet port.
	PC Port	To connect to a PC.
	Headset Port	Connect a headset to the phone.
	Handset Port	Connect a handset to the phone.

Polycom VVX Series Phone Features

Under the menu options there are various preferences that a user can set, some of these may require a password. The system administrator will have this.  

By pressing the home key, the menu can be activated. 

In the settings menu under basic settings the user can change: 

Preferences

• Language 
• Time and Date 
• Headset 
• Themes
• Font Size
• Background
• Picture Frame
• Screen Saver
• Audible Ringer
• Auto Answer
• Call Waiting
• Default Transfer Type
• Restricted Calls/Directory Upload

Backlight Intensity

• Backlight On Intensity
  • Low
  • Medium
  • High
• Backlight Idle Intensity
  • Low
  • Medium
  • High
• Maximum Intensity – Option to select the intensity using the softkeys.

Backlight Timeout

• Options between 5 – 60 seconds.

Ring Type

Option to change the ringtone.

• Silent Ring
• Low Trill
• Low Double Trill
• Medium Trill
• Medium Double Trill
• High Trill
• High Double Trill
• Highest Trill
• Highest Double Trill
• Beeble
• Triplet
• Ringback Style
• Low Trill Precedence
• Ring Splash
• Options to add .wav files.

Login Credentials

• Domain
• User
• Password

The following options will prompt the user to click either Yes or Cancel:

Update Configuration

Restart Phone

Clear Browser Data

Clear Uploaded Calls/Directory

NOTE: Menu options can vary by model of phone.

Find Phone Information on VVX 450

To find the information of the phone including the serial number and model go to the menu and select Settings then Status, now choose Platform and finally choose Phone.

VVX 500 & 600

The VVX 500 & 600 phones are similar with the 600 having a slightly larger display. Both incorporate a color touch screen display.

VVX 500

VVX 600

REFERENCE NUMBER	FEATURE	FEATURE DESCRIPTION
1	Color Touch Screen	A touch sensitive screen, tap to select and highlight screen items. To scroll, touch the screen and swipe finger in the direction of scroll.
2	Home	Return to the home screen from any other view.
3	Headset	Enables the headset to take and receive calls, press the button rather than picking up the handset to activate.
4	Speaker	Place or receive calls via the speaker, key will light green when in use.
5	Mute	Mutes’ audio when in a call or a conference. Key lights red when in use.
6	Volume	Adjust the level of volume for the handset, headset, speaker and phones ringer.
7	Dial Pad	Used to dial number or select menu option that have index numbers.

Pressing the home key on the VVX 500/600 will display the menu items. As the 600 has a larger display it will have more menu icons showing.

Finding Information on the VVX 500 & VVX 600

To fine the phone information on the VVX 500:

• Press home.
• Click on settings on the screen.
• Select status.
• Platform.
• Phone.

Polycom VVX Phone Screens

The home screen displays information about calls, line keys and phone status. A user can also make a call and access phone features, settings and information from the home screen. The display has helpful icons, status indicators and screens to aid navigation and understanding of information. 

Depending on the way the user’s phone has been set up, it could be possible to access the following from the home screen: 

• Place, answer, manage and view information about calls. 
• View information about assigned features and line keys.        
• View status indicators such as missed calls, voicemail and error messages in the status bar.  
• Access phone features, settings and information using the softkeys. 
• Add, navigate to and manage pages using the pagination key. 

Home Screen Softkeys

The softkeys can be used to make calls and access phone features and information. The function of these can vary depending on the setup by the administrator or service provider. 

Call Screens

The status of incoming, outgoing and active calls is shown on the home screen. When a call is made the system will show options to answer/reject the call, forward or more options. Once a call is answered the option will change to: Hold, End Call, Transfer, Conference. 

Phone Icons

VVX business IP phones have various icons and status indicators that display the status of the phone whether you are in a call, or the phone is idle and not in use.

 Please Note: Not all features may be available to a user as the system administrator will configure these phones for use. 

Getting Started

Before using the phone, familiarize yourself with its features and user interface. 

Logging into the Polycom VVX Range of Phones

If the system administrator has set up the user credentials, they will be able to log into the phone and access contacts, favorites and settings.

If after installing the phone the user is not correctly assigned or the phone is not connecting, contact the system administrator for assistance. 

Entering Information in Data Fields

You can enter information and edit fields using the dial pad keys on the phone console. Before you enter information into fields, you can choose how to enter the information using the following soft keys:

 • Mode—Enables you to enter just numbers or text in title case, lowercase, or uppercase characters.

 • Encoding—Enables you to enter alphanumeric and special characters as well as characters in special languages.

The following table lists the Mode and Encoding options for the dial pad and the onscreen keyboard:

MODE OPTIONS	ENCODING OPTIONS
Abc (capitalize the first letter only and use lowercase for additional text)	Abc
ABC (Enter uppercase only)	ABC
Abc (Lower case only)	abc
123 (Use numbers only)	123
	ASCII (for regular text)
	Latin (To enter accented characters)
	Katakana (For Japanese characters)
	Unicode (To store characters as double bytes)
	Cyrillic (For Russian characters)

Entering Information Using the Dialpad

The Dialpad keys can be used to edit or update field information.  

The below table describes how to enter different types of data on your phone using the dial pad: 

TASK	ACTION
Enter numbers of characters in uppercase, lowercase or title case mode	Select Encoding or Mode, select ABC, abc or Abc.
Enter only numbers	Select Encoding or Mode, select 123.
Enter text in another language	Select Encoding the choose a language from the options.
Enter a character	Press a dial pad key repeatedly to view the character options, stop when the required is found. Wait one second before entering the next character.
Enter a number	Select Encoding or Mode, select 123 or press a dial pad key repeatedly to enter the number that displays on that key.
Enter a special character	Select Encoding or Mode, select Abc, ABC or abc. Press either 1,0 asterisk or pound key one or more times to enter one of the following special characters:  1 key: !|’^\@:1  *Key: *-&%+;( )  0Key: /,_$=?0  #Key:#><{}[]”’  These cannot be accessed if in numerical mode (123)
Enter a space	Select Encoding, then choose one of the alphabetical options Abc, ABC or abc and press the 0 key.  This cannot be accessed in numerical mode (123)
Delete one or more characters	Use the arrow keys to position the cursor to the right of the character or drag a finger over the characters until the cursor is positioned to the right of the character(s) to be deleted. Press the delete key or press the << softkey.

Changing the Audio Settings

Certain controls can be controlled from the phone. This includes the ringtone for incoming calls from all or specific contacts. The option of where notifications are played and the volume of the ringtone or the call audio can also be changed from the phone. 

Changing the Audible Ringer Settings

The default settings enable the user to play sounds via the speaker, it is possible to set these to ring on a headset, handset, speaker or the active audio device the user sets.  

To change the settings, follow the below steps: 

• Click on Home
• Select Settings  
• Basic  
• Preferences
• Audible Ringer
  • Speaker 
  • Handset 
  • Headset 
  • Active 

Choose one of the options under the audible ringer selection, to hear the differences click on an option.  

Setting A Ringtone for Incoming Calls

The phone is set up with a default ringtone (Low Trill) this can be changed using the menu. 

• Click the home button.
• Select Settings
• Basic
• Select Ring Type 
• Select A Ring Tone (click on an option then click Play to hear the ringtone) 
• Press The Select Softkey 

If the select softkey is not pressed the ringtone will revert to the earlier selection. 

Changing the Volume

Changing the volume is easy, simply press either the volume up or down key on the phone for the ringtone volume or in a call to change the audio volume. 

Adding A Polycom VVX Phone to MaxCloudUC

To add a phone to the MaxCloud UC the system administrator will need to log into the PBX and navigate to the extension of the user.  

This is done by selecting the correct PBX from the list: 

Select the PBX required. This will open the dashboard view for the selected PBX, then in the left-hand menu click on Extensions: 

From the list of extensions, select the user the phone will be registered to: 

Click on the line of the extension to be used. This will open the extension related features for this user: 

 Click on +New Phone. This will open the pop-up for the configuration of the phone: 

The phone can be added using auto provisioning.  

In Telephone Type, type in VVX {model number}

Add the password for web access (this is the password on the phone normally set to 456.) 

Add the MAC address, this can be found in the phone by following the steps below: 

1. Click the Home button on the phone. 
2. Click on Settings, Select using the middle button. 
3. Now click on Status, select using the middle button. 
4. Then Network Select using the middle button. 
5. Go to Ethernet, using the middle button. 
6. The MAC address is at the top of the screen now. 
7. Add the MAC address to the PBX extension. 

Now set the time zone and click save then save again on the PBX pop-up. 

The phone should now display in the PBX assigned phones list: 

If it does not appear in this list with a green dot first, try reloading the page for the PBX. If this does not change, then the phone may need a reset. This can be done by following the below steps on the Poly Edge Phone: 

1. Click on Home 
2. Click Settings
3. Choose Basic
4. Restart Phone
5. It will ask for confirmation. 

The phone will now reset, it may require the password on reboot. Once this is completed it should appear with the green dot on the PBX extension. 

Troubleshooting

Forgotten Admin Password

If the admin password has been forgotten, the phone will need to be rebooted. 

To do this power off the phone by unplugging the network cable. Then hold down keys 1, 3 and 5 on the phone’s keypad whilst plugging it back into the network. Now the screen should ask for an admin password.  

Enter the MAC address as the password (this can be found on the back of the phone above the barcode. If this requires letters remember to change the mode accordingly once this is done continue and the phone will reboot.  

If connected to a PBX the phone may need to be deleted and readded for it to reconfigure.