This guide covers the use of your Polycom VVX 400 model phones.



Device Overview:



Important Notes
There is no need to dial “9” to get an outside line, just dial the number you would like to call.  


Lines View

The Lines view is your phones default display. This view shows your phone lines as well as your favorites.



Home Button

The Home View is displayed by pressing the Home key. From here, you can access your messages, Directories, as well as the phone’s settings.


For example, if you want to see a list of the available settings and options, tap Settings. Then select the Basic. This option lets you configure several settings including your preferences, call rate, backlight intensity and timeout, ring type, video, login credentials, screen clean, update the phone’s configuration, restart the phone, and clear the phones browser data.



Headset Button

Toggles to indicate whether the phone is in headset mode or not.


Speakerphone Button

This button toggles the unit into hands-free speakerphone mode.


Mute Button

Toggles to indicate whether a feature is muted or not.


Transfer Button

This key allows you to transfer calls to other recipients.


Volume Buttons

These keys adjust the volume of the handset, headset, speaker and ringer.


Hold Button

This key allows you to place a call on Hold.



Using Your Device:


Placing a Call
To place a call:


Option 1) Pick up the handset, and then proceed to dial the 4-digit internal extension or 10-digit external phone number.

Option 2) You can also press the "New Call" softkey underneath the display, and then proceed to dial the appropriate number.

Option 3) Press the speaker phone button, and then proceed to dial the appropriate number. The call will automatically be placed as a speaker phone call; you can then pick up the handset for a handset call.

Option 4) You can also choose a contact from the directory by pressing the home key, scroll down to "Directories" on the display, and choosing the appropriate contact. 



Receiving a Call

To answer a call:


Option 1) Pick up the handset. 

Option 2) Press the speaker phone button.

Option 3) Press the “Answer” softkey underneath the display.

To answer an incoming call when you’re already on an active call:


Step 1) Press the Answer softkey. The incoming call is answered, and the original call is placed on hold.



Putting a Call on Hold

To put a call on hold:


Step 1) Press the Hold button or the "Hold" softkey.


To resume a held call:


Step 1) Press the Resume softkey.

Step 2) If you have more than one call on hold, tap the call your wish to continue and press the Resume softkey.



Ending a Call

To end a call:


Option 1) Replace handset onto the phone.

Option 2) Press the “Speaker Phone” button again.



Three-way Conference Calling
To initiate a three-way conference call, while on an active call:


Step 1) Press the Conference ("Confrnc") softkey. The first call is placed on hold. You will hear the dial tone. Please Note: If you do not see the Conference softkey, press the "More" softkey.

Step 2) Dial the 10-digit valid phone number for the second party, using any of the ways described in the Placing a Call section.

Step 3) When the second party answers, press the Conference ("Confrnc") softkey again to connect the calls.



Splitting a Three-way Conference
To split a three-way call:


When a three-way conference has been established, a “Split” button underneath the display becomes available. Pressing this key will split the conference into two different calls and place them on hold. 


How to Perform a Consulted Transfer – (call the recipient first)

A Consulted (or announced) Transfer is performed when you announce the call to the recipient prior to transferring the call.


Step 1) After answering a call, press the “Transfer” key or the “Trnsfer” button underneath the display (available after pressing “More” button underneath the display). This will place the active call on hold.

Step 2) Dial the extension or phone number that will be receiving the call, using any of the means in the Placing a Call section.

Step 3) The receiving phone will ring. At any point or any time after this, you can press the “Transfer” key or use the “Trnsfer” button underneath the display to connect the two parties.

Step 4) Pressing the “Cancel” button underneath the display will cancel the transfer and resume the original call. Note: this is a good way to see if the party receiving the call is available or wanting to take calls.



Transfer a Blind Call – (send to recipient without notification)

A blind (or unannounced) transfer takes place when you transfer a call to someone else without announcing the call first. To conduct a blind transfer while on an active call:


Step 1) After answering the call, press the “Transfer” key or the “Trnsfer” softkey. This will place the active call on hold.

Step 2) Press the “Blind” softkey.

Step 3) Dial the extension or phone number that will be receiving the call, using any of the means in the Placing a Call section.

Step 4) Press the "Send" softkey. The call will then go to the phone that you are transferring to without any more assistance on your part. 



Placing a call on Park


Step 1) Press an open park number button (not lit) to put the call on park.

Step 2) Notate the park number you placed it on. (upper-left buttons with your extension line1, 2).

Step 3) You may now hang up the phone as the call is now parked.


Picking up a call on Park

To pick up a call that is parked press the park number button again on any phone to pick up the call.