Polycom VVX 450

PolycomVVX 450A guide to using your phone with Cloud Voice

ContentsWhat’s in the box 3Let’s get started 4Check you’re set up on Cloud Voice 5Getting to know your phone 6Phone display 7Using your phone 9General information 112

What’s in the boxWe’re here to help you get the best out of your new phone.So let’s get set up. Just follow the instructions belowGot everything? Phone stand Handset cord Ethernet cable Set-up sheet Mains power adapter VXX 450 IP phone and handsetPhone standHandset cordEthernet cableSet-up sheetMains power adapterVXX 450 unit and handset3

Let’s get startedSet up your phoneOnce you’ve unpacked it, turn it upside down so you cansee the ports. Then slot the phone stand into one of theslots, depending on the angle you want.Get connectedHere’s how to connect your cables. With the VVX 450,you’ll have a USB port too.Ethernet cableHandset cordMains poweradaptor (optional)4

Check you’re setup on Cloud VoiceYour phone comes with everything youneed to get set up on Cloud Voice. Once your phone is connectedto the network, it will update itsfirmware. This might take sometime, so please be patient. Once it’s finished, it’ll showthis symbol:If something has gone wrong, you’llsee this symbol:If this happens, just give us a callon 0800 389 0537 and we’ll beable to help.Once everything is updated andready to go, your Cloud Voicenumber will show on the screen.Connect your headsetYour phone works with wired headsets,which usually connect through theRJ-9 port shown below. It also workswith electronic hookswitch headsets,which tend to connect with the RJ-9and serial ports. To add a headset,just follow the instructions thatcome with it.Your Cloud Voicenumber appears hereRJ-9 portNote: Your phone supportsUSB and wired headsets,including electronichookswitch headsets (EHS).EHS port5

Getting to knowyour phoneReference number1Line keys2Reversible tab (under headset)3Speaker4Back key5Transfer key6Message key7Hold key8Volume key189Dial pad1710Mute key1611Seakerphone key12Headset key13USB port14Home key15Navigation keys / Select key16Soft keys17Security slot (on back)18Screen19Message waiting indicatorPhone features and keys1319123154145136127Feature1181096

Phone display– viewsYour phone has three main views:home, calls and lines. Lines is yourdefault display. You can switch to thehome or lines views whenever youwant, too. To get to the home view, press thehome key. To change to the lines view, pressthe home key again.Home viewCalls viewLines viewYou can get to the different phonefunctions from the home view. Just usethe navigation key to scroll throughthe options, then press the select keywhen you find the one you want.When you make or receive a call,you’ll see the call view. It shows youthe phone number, the call length andhow many calls you’ve got in progress.The lines view is your phone’s defaultdisplay. It shows your phone lines andthe different options for your soft keys.1. Press To get back to home, press thehome key one more time. When you’re making or receivinga call, you’ll also see the calls view.You can switch between the threescreens whenever you want usingthe home key.HoldPut a call on hold (there’sdefault hold music)New callMake a new call and seeyour call historyEnd callFinish the current call usingthe soft keyMessagesSee urgent, new and oldmessagesTransferPass the call on to someoneelse’s extensionDirectoriesYour contact directory,recent calls and favouritesMoreChoose from other soft keyoptions, including conferencecalls and linesSettingsBasic and advanced phonesettingsConfrnc – add your call to aconferenceApplicationsWeb apps like GoogleLines – go back to the mainlines view7

Icons and status indicatorsIconDescriptionIconDescriptionRegistered linePhone warningUnregistered lineLogin credentials invalidOutgoing callShared lineWireless networkUSB flash drive attachedNot supported on VVX 150Held callCall forwarding enabledIncoming callPresence status (available)Active conferencePresence status (busy or in a call)Do not disturb enabledPresence status (away)FavoritePresence status (do not disturb)Placed callPresence status (offline)Received callPresence status (offline)Missed callNew message8

Using your phoneTime and dateTransferring callsFavouritesYour phone’s time and date is setby Cloud Voice, but you can changethe format by going to settings andupdating your preferences.To transfer a call, first press thetransfer soft key. Then dial thenumber the call is being transferredto and press the send soft key. Toforward the call straight away, presstransfer. If you want to announce thecall beforehand, wait until the personpicks up so you can talk to them andthen press transfer to connect it.Your favourites are the people youcall most often. Their numbers willshow in your favourites list and in thelines view.Making callsWhen you’re ready to dial, pick upthe handset, press speakerphone (orheadset if you’re using one) and enterthe phone number. Then press thesend soft key.If you’re in the home view, tap newcall, enter the phone number andpress the send soft key.Answering callsTo pick up a call, press the answersoft key and pick up the handset, orpress speakerphone. If you’re using aheadset, press the headset key.If you’re already on a call when youreceive another one, press the answersoft key and the call you’re on will beput on hold. Both calls will show onyour display. You can go back to thefirst call by selecting it on the displayand pressing the resume soft key.Ending callsYou can end a call in four differentways. Either put your phone down,press speakerphone, press theheadset key if you’re using one, orpress the end call soft key.To end a held call, navigate to callsview and highlight the held call.Press resume, then press end call.Conference callsIf you want to set up a conference call,dial the first person then press themore soft key and select confrnc.Dial and connect with the secondperson and press confrnc again.To see your favourites list, presshome, then select directories andpress favourites.To add someone to your favourites,go to your contact directory anduse the select key to select them.Press more, then add and press yesto confirm.To dial a favourite, call directlyfrom the lines view or from thefavourites list.To change the order of yourfavourites, update the person’sfavourites index number in thecontact directory to move themup or down the list.Contact directoryYou can also manage your contactsfrom your phone. To do this, selectdirectories from home view, highlightcontact directory and press select. You can add a contact by pressingthe add soft key. Type in the detailsand press save. To add them to your favourites list,enter a favourite index number. If you need to update any oftheir details, select the contact,press the edit soft key, make thechanges and then press save. To delete a contact from thedirectory, select them, press themore soft key and then pressdelete. Press yes to confirm. To search the contact directory,press the search soft key, enteryour search term and thenpress search. To call one of your contacts,highlight their details using theselect key and press dial.Your contact directory is managed byCloud Voice. Have a look at the userfeature guide to find out more.9

Changing your ringtoneListening to your voicemailIf you’d like to change yourringtone, select settings fromthe home view, go to basic ringtype. Choose the ringtone youwant and then press back.Go to messages from the home viewand select message centre. You’ll beable to see the number of messagesin your mailbox. To listen to yourmessages, tap connect and followthe instructions.To set a ringtone for a contact,choose them from your contactdirectory, press the edit soft key,update the ring tone and press save.Update your phone settingsSometimes your phone settingsmight need to be updated. To do this: Tap settings from home view,and choose basic updateconfiguration. You’ll see a message saying‘Are you sure?’ To go ahead, choose Yes.Your phone might need to restart,depending on the settings you’vechanged.10

General informationImportant – 999 or 112emergency calls Your Cloud Voice number isregistered to a specific address,so when you make a 999 or 112call from your phone number,that’s the address the emergencyservices will see. If you use Cloud Voice at adifferent address, the registeredaddress won’t automaticallychange. So if your work locationchanges, please let youradministrator know so they canupdate your registered address. You might not be able to make999 or 112 calls if there’s a poweror network failure, or you’re usingthe service from an app ormobile phone.Safety information Do not open the handset or thebase. This could expose youto high voltages or other risks.Opening your handset or the baseof your phone could be dangerous.If your phone needs to be repaired,call us on 0800 389 0537 and we’llbe able to help.CleaningProduct disposal instructions Clean the handset and base with adamp (not wet) cloth, or an antistatic wipe. Never use householdpolish as this will damage theproduct. Never use a dry cloth asthis may cause a static shock. The symbol shown here and onyour phone means your product isclassed as electrical or electronicequipment. You shouldn’t throw itaway with other office waste onceat the end of its working life.Environmental Do not expose to direct sunlight. Make sure your phone is on a dry,flat surface, not on a carpet oranything which has fibres. Makesure it can always get a free flow ofair over its surfaces. Do not submerge any part of yourproduct in water and do not use itin damp or humid conditions, suchas bathrooms. Do not expose your product tofire, explosive or other hazardousconditions. There is a slight chance yourphone could be damaged by anelectrical storm. The Waste of Electrical andElectronic Equipment (WEEE)Directive (2002/96/EC) has beenput in place to recycle productsusing best available recovery andrecycling techniques to minimizethe impact on the environment,treat any hazardous substancesand avoid the increasing landfill. Business users should contacttheir suppliers and check the termsand conditions of the purchasecontract and ensure that thisproduct is not mixed with othercommercial waste for disposal.standard, or they break because ofbad workmanship or materials. Ifyour product is more than 28 daysold, it might be replaced with arefurbished or repaired product.The conditions of thisguarantee are: The guarantee shall only applyto defects that occur within the12-month guarantee period Proof of purchase is provided. You’ll need to return your phone tous according to our instructions. We don’t cover any faults orproblems that are caused byaccidents, misuse, fair wear andtear, neglect, or if you’ve tried torepair the equipment yourself. This guarantee does not affectyour statutory rights.Guarantee Your IP Phone is guaranteed for aperiod of 12 months from the dateof purchase. Your guarantee covers the repairor replacement of your phoneor any of its parts (other thanbatteries) if they’re faulty or below11

Offices worldwideThe services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subjectto British Telecommunications plc’s respective standard conditions of contract. Nothing in this publication forms any part of any contract. British Telecommunications plc 2020. Registered office: 81 Newgate Street, London EC1A 7AJ. Registered in England No. 1800000.November 202012

Phone features and keys Reference number Feature 1 Line keys 2 Reversible tab (under headset) 3 Speaker 4 Back key 5 Transfer key 6 Message key 7 Hold key 8 Volume key 9 Dial pad 10 Mute key 11 Seakerphone key 12 Headset key 13 USB port 14 Home key 15 Navigation keys / Select key 16 Soft keys 17 Security slot (on back) 18 Screen 19 Message .