Phone Keys / Button layout

Feature or Key	Description
Speaker	Provides ringer and hands-free (speakerphone) audio output.
Dialpad	Enables you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers.
Transfer	Press to transfer calls to desired extension or external number – calls are automatically placed on hold.
Messages	Press to see quantity of voicemail messages waiting, dial 1 then press connect.
Hold	Press to place current call on hold, press again to take off hold (or press held line key).
Security slot	Enables you to connect the back of your phone to a laptop cable lock so you can secure it to a desktop.
Message Waiting indicator	Flashes red to indicate new messages.
Home key	Enables you to press [home] from any screen to display Home view. From Home view, press [home] to display other phone views.
Screen	Shows a 2.2-inch diagonal screen with a backlight
Navigation keys/Select key	Scrolls through information or options displayed on the phone’s screen. Selects a field of displayed data.
Headset key	Enables you to place and receive calls through a headset. The key glows green when an analog headset is activated.
Speakerphone key	Enables you to place and receive calls using the speakerphone. The key glows green when activated.
Mute key	Mutes your audio during calls and conferences. The key glows red when audio is muted.
Volume keys	Adjusts the volume of the handset, headset, speaker, and phone’s ringer.
Microphone	Transmits sound from your phone to other phones.

Phone Views

Your phone has three main views: Home, Calls, and Lines view, which is the default view.
Home view displays your messages, settings, and information.
Lines view is your phone’s default phone view and displays your phone lines, your favorites, and conditional soft keys.
In Calls view, you can see all your active and held calls.

For Home view, press the [home] key to display either Lines or Call view

Home View

VVX500-Home

To view more menu options in Home view:
» Press the down or up arrow key to navigate the pages in Home view.
To select a menu option:
» Press the right or left arrow key to choose a menu option, and press Select.

The following icons display in Home view on your phone:
New Call Displays the Dialer so you can place a call.
Messages Provides you with access your voicemail.
Directories Enables you to access your Contact Directory, Favorites, Recent Calls list, Corporate Directory and Buddy Status List.
Forward Sets up forwarding options for incoming calls on your line.
DND Enables Do Not Disturb for your phone. When DND is enabled, your phone doesn’t ring and incoming calls go to voicemail.
Settings Provides you with access to phone features and settings you can use to customize your phone.

Lines View

Lines view is your phone’s default phone view and displays your phone lines, your favourites, and conditional soft keys, as shown next.

VVX500-Lines View

In Lines view, you can press a line key to access the Dialer and view the number of active or held calls on your phone, as shown below.
In Lines view, the phone line indicates the number active and held calls on your line.
If the phone line has an active call, the call color is dark green, as shown below.
If the phone line has one or more held calls, the call color is dark blue, as shown next. The number of total calls is shown above the calls.

VVX500-HeldActive

Calls View

You can access Calls view if your phone has an active and held call in progress, or you have one call on hold.
In Call view, you can use the up and down arrow keys to see all your active and held calls.
If your phone has more than on line, your calls display under the associated line, as shown next.

VVX500-Calls View

The following colors indicate the call statuses on your phone:
Dark green Active call
Bright blue Incoming call
Dark blue Held call
You can use the up and down arrow keys to highlight a call. When you select a call, available soft keys
display for the call.

Phone Icons

VVX500-Phone Icons
VVX500-Phone Icons 2

Navigating Your Phone’s Interface

Your phone has a number of keys and soft keys you can use to navigate menus and phone views on your phone.
The following table shows you how to use keys and soft keys to perform tasks and navigate your phone.

VVX500-Interface
VVX500-Interface 2

Basic Phone Functions

Placing or Answering a Call

To place or answer a call you can either:
• Pick up the handset.
• Press the Speaker button.
• Press the Headset button.
• Press a line key (to place a call) or a red flashing line button or the Answer softkey (to answer a call).

If you are on a call and another call comes in, choose one of the following options:
• Press the Answer softkey. (Press the Reject softkey to ignore the incoming call.)
• Press the flashing red line button.

The call in progress is put on hold and the incoming call is answered.
To return to the first call, press the flashing red line button, or select the call on the screen using the Up Arrow or Down Arrow key and press the Resume softkey.

Adjusting Call Volume and Muting

To adjust the volume while you are on a call, press + on the Volume button to increase the volume, or press – to decrease the volume. Press Set.
Pressing the Volume button while not on a call adjusts the volume of the phone ringer.

To mute the phone microphone, speaker, or headset microphone, press Mute. The button lights red. Press Mute again to unmute.

Putting a Call on Hold

To put a call on hold, press the Hold button or Hold softkey.

Resuming a Call

To resume a call, press the Resume softkey or the flashing red line button for the call or the Hold hardkey.
If you have multiple calls, all calls are put on hold except the active call.

Ending a Call

To end a call you can do one of the following:
• If you are using the handset, hang up or press the End Call softkey.
• If you are using the speakerphone, press Speaker.
• If you are using the headset, either press the Headset button (wired) or replace the receiver (wireless).

Transferring Calls

You can perform types of transfers:
• Attended—Call the person to whom you are transferring the call and speak to them before transferring the call.
• Blind—Transfer the call without speaking to the other party to whom you are transferring the call.

Attended Transfer

[dropcap2]1[/dropcap2]During an active call or with a call on hold, press Transfer.
[demo_space height=”40px”]
[dropcap2]2[/dropcap2]Do one of the following:
• Enter the number to where you want to transfer the call; or
• Press the desired speed-dial key.
[demo_space height=”40px”]
[dropcap2]3[/dropcap2]The call is placed on hold and a new line is opened to dial the number.
[demo_space height=”40px”]
[dropcap2]4[/dropcap2]Do one of the following:
• To transfer the call without waiting for the other person to answer, press Transfer after the call begins to ring and hang up. If you hang up before the
second call rings, the transfer fails and the first call is disconnected. If you misdial, press the second line button again to receive a dial tone.
• To transfer after speaking privately to the other person, press Transfer at any time during the conversation.

Blind Transfer

1. During an active call press Transfer.
2. Press Blind
3. Enter the number to where you want to transfer the call. The call is transferred with no further action required

Navigation Shortcuts

Using your handsets circular Navigation keys whilst in Lines view, you can quickly go to the following features.

Redial (Placed Calls List)

Press the right arrow key, select the number and press the Dial softkey
VVX500-Redial

Missed Calls

Press the downwards arrow key, select the number and press the Dial softkey.

Received Calls

Press the left arrow key, select the number and press the Dial softkey.

Polycom VVX 400 / 410 – Basic Usage