02/27/18 00:00 AM  

Using Polycom IP Phones

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SummaryHow do I use my Polycom IP Phone? How do I install Polycom sidecars on my desk phone? How do I get the IP address of my phone? How do I enable or disable Do Not Disturb (DND) on my Polycom? How do I check the call logs on my Polycom?
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RingCentral supports an array of tested Polycom IP Phones which work well with your RingCentral service. To learn more about Polycom IP Phone features, go to the RingCentral Business VoIP Phones and Devices page

The following Polycom desk phone functions are discussed in this article:

Basic Phone Functions 
Adjusting the Volume 


Below are the links to other features not discussed in this article:

Placing calls from Favorites, Recent Calls, and Directories on the Polycom VVX 400 and 410 
Changing the Ring type of Polycom IP phones 
How to enable the headset echo cancellation on your Polycom Phone 
How to transfer calls from Polycom Soundpoint IP320, IP321, IP330, IP331, and IP335 phones 


NOTE:  For a list of supported Polycom devices and features, please check [Article Title]. For more information about the other Polycom desk phone features and functions, please check the device's User Guide on the Polycom support site.
 

Basic Phone Functions


Adjusting the Volume

The volume of your ringtone and the audio during a call can be adjusted. The volume key adjusts the volume of the handset, headset, speaker, and ringer.

Press one of the Volume keys Polycom - Volume to increase (+) or decrease (-) the audio.

[Back to Topics]
 

 Mute and Unmute Audio

Muting the microphone is useful so the other parties cannot hear you. The key mutes local audio during calls and conferences. The microphone mute applies to the handset, headset, and speakerphone. You can still hear the other parties on the line even when your microphone is muted.

The table below summarizes the different kinds of Polycom phones and its mute key behaviors.

Polycom Model

Mute Key Behavior

VVX 101 & 201

None.

VVX 300 series

The mute icon is displayed.

The mute key glows red when activated.

VVX 400 series

VVX 500 series

 
 How to mute the audio 

During a call or a conference call, press Polycom - Mute Unmute
This mutes your microphone and the parties cannot hear you anymore.
 

 How to unmute the audio 

Press Polycom - Mute Unmute again to unmute the microphone.
 

[Back to Topics]
 

Changing the Ring Type

You can change the settings of your Polycom IP phone so you can use a different ringtone for your incoming calls.

Step 1:

Press Menu on the Polycom IP phone.


Step 2:

Select Settings


Step 3:

Select Basic.


Step 4:

Select Ring type

NOTE: You can listen to the Ring types first before selecting your preferred type.


Step 5:

Save the Settings.

[Back to Topics]
 

Installing Expansion Modules or Sidecars

The Polycom VVX Expansion Modules or Sidecars are consoles you can connect to your Polycom VVX Business Media phones to add additional lines. These devices enable you to handle large call volumes on a daily basis by expanding the functions of your phone. The modules let you accept, screen, dispatch, and monitor calls. It boosts productivity by reducing the number of lost customer calls, shortening transaction times, and increasing the accuracy of call routing.

Supported Models

Polycom VVX Expansion Modules are available for the following Polycom VVX business media phones:

    • Polycom VVX-410 Color Gigabit Ethernet Phone
    • Polycom VVX-500 Color Touchscreen Phone

[Back to Topics]


How to Install Sidecars

VVX Expansion Modules are powered and signaled by VVX phones and require minimal setup. After you connect an expansion module to a VVX phone, the module is automatically configured to work with the phone.

For more information on setting up VVX sidecars, please check the device's User Guide on the Polycom support site.

[Back to Topics]
 

 VVX 410 & 500 Sidecar Provisioning & Installation

The Polycom VVX 410 and VVX 500 are desk phones with color displays, gigabit Ethernet, and speakerphones. One (1) expansion module (sidecar) can be attached to these desk phones.

NOTE: You cannot connect paper display and color display expansion modules together on the same phone. 

• VVX Color Expansion Modules takes approximately 20 seconds to power up.
• VVX Expansion Modules with a paper display take approximately three seconds to power up.

Step 1:

Align the back of the expansion module and the desk phone using the back plate. 

Polycom - Expansion Module - Align the back of the module and desk phone using the back plate.

 

Step 2:

Fasten both devices to the back plate using the metal bracket and the thumb screws provided.

Polycom - Expansion Module - Fasten using metal bracket and screws


Step 3:

Connect one end of the RJ11 Cord to the AUX Port of the desk phone and then connect the other end to the IN port of the expansion module.

NOTE: The LED lights on the module's line keys flash red and green as the module starts up.

Polycom - Expansion Module - Connect the phone and expansion module using the cable connector.

The image below shows an actual picture of how the back of the sidecar and VVX Phone would look like after the metal bracket, thumb screws, and cable connector have been connected.

User-added image


Step 4:

Attach the base plate to the back of the desk phone and the expansion module.


Step 5:

Connect one end of an Ethernet cable to the LAN port of the desk phone and then connect the other end to the router.

[Back to Topics]
 

Getting the IP Address from your Polycom Phone


Step 1:

Plug the ethernet cable to the back of the Polycom device and to the router.
Connect the adapter to a power source.


Step 2:

Make sure the device is ON.


Step 3:

Press Menu.

Polycom - Getting the IP Address - Press Menu


Step 4:

Select Status from the menu list or press 2.

Polycom - Getting the IP Address - Status - Press 2


Step 5:

Select Network from the menu list or press 2.

Polycom - Getting the IP Address - Network - Press 2

Step 6:

Select TCP/IP Parameters from the menu list or press 1.

Polycom - Getting the IP Address - TCP/IP Parameters - Press 1

From TCP/IP Parameters, you will see the IP Address of the phone. 

DHCP will be displayed as disabled if the phone is set to Static IP.

NOTE:  For other Polycom VVX phones, you may get the IP address by navigating to: Settings > Status > Platform > Phone.

[Back to Topics]
 

Using the Do Not Disturb (DND) Feature

Do Not Disturb is a feature which prevents your phone from ringing and lets you send all incoming calls directly to your voicemail. DND applies to all lines on your phone. All calls you receive while DND is enabled are logged in your Recent Calls list.

NOTE: Calls will still be sent to the forwarding number when Call Forwarding and DND are both enabled. Enabling DND on Shared Lines disables ringing only. A visual notification of the call still displays, and you have the option to answer or ignore the call.
 

Enabling / Disabling DND on your Polycom VVX Series phone


Step 1:

Press the Home button.


Step 2:

Select DND.

User-added image


Step 3:

Press DND once to activate the Do Not Disturb feature. The DND icon will show a red indicator when enabled.

User-added image

NOTE:  Press DND again to disable the feature.

[Back to Topics]
 

Using DND on multiple lines

Do Not Disturb allows you to toggle between taking all incoming calls, not accepting incoming call queue calls, and not accepting all calls. On your Polycom VVX Series desk phones, you can toggle between taking all incoming calls and do not accept incoming calls.

QUICK TIP: To save power, automatically enable or disable DND for all lines. To automatically enable DND for all lines, tap the Set All option. To disable the feature for all lines automatically, tap Clear All.

Step 1:

From Home view, select DND.

User-added image


Step 2:

On the Line Select screen, use the up and down arrow keys to select the line to enable or disable Do Not Disturb on.


Step 3:

On the Do Not Disturb screen, select Enable or Disable.

[Back to Topics]
 

Using Call Forwarding

Call Forwarding on Polycom VVX Phones allows Users to enable or disable Call Forwarding options from the Polycom phone menus without having to log into the RingCentral online account. 

NOTE: Call Forward on Polycom VVX Phones must be enabled on the account by contacting the support before proceeding to the steps below.
 

Enabling Call Forwarding on Polycom VVX Phones


Step 1:

Tap the Forward softkey.
 

Step 2:

Tap Forward type and select either Always or No Answer.
 

Step 3:

Press the number to forward calls to.


Step 4:

Press Enable.

[Back to Topics]
 

Disabling Call Forwarding on Polycom VVX Phones


Step 1:

Tap Forward softkey.
 

Step 2:

Disable the selected Forward type.
 
Limitations:

• The Call Forward configured on the phone will not show in the RingCentral online account.
• The Call Forward type On Busy is NOT supported.
• Call Forwarding set up between multiple devices in a Loop will be restricted to run only 3 times before call is dropped.
• If a User gets an E911 Call Back and Call Forward is enabled on the User's phone, the configured destination will get the E911 call.​

[Back to Topics]
 

Accessing Call Logs

All VVX business media phones support a Recent Calls list, a Contact Directory, and a Corporate Directory

NOTE: Your phone may not support all of the features described in this section. Check with your system administrator to find out which features are available on your phone.
 

Recent Calls

All VVX business media phones maintain a Recent Calls list that includes missed, received, and placed calls. Each list holds up to 100 entries.

You can perform the following tasks from the Recent Calls list:

 Sort, order, and filter calls. The list displays all call types with the most recent call displayed first by default.
 Remove calls from the list.
 Select a call record to view call details.
 Select a call record to automatically call a contact.

[Back to Topics]
 

View Recent Calls

In the Recent Calls list, you can view a list of up to 100 missed, received, and placed call entries.

View your Recent Calls list by doing one of the following:

 On VVX 500 phones, tap in the status bar.
 For other VVX phones, navigate to Directories > Recent Calls.

[Back to Topics]
 

Clear Recent Calls on the Phone Display (for Polycom VVX 400 and 410)

To remove all calls from the list:

Step 1:

From Home view, select Directories.


Step 2:

Select Recent Calls.


Step 3:

Press Clear.

[Back to Topics]
 

Clear Message Indicators on the Phone Display (for Polycom VVX 400 and 410)

To temporarily clear and remove Message indicators:

Step 1:

From Home view, select Message Center.


Step 2:

Press Clear.

NOTE: The message indicators will display again after 1~2 hours.

[Back to Topics]
 

Sort Recent Call Entries

The Recent Calls list can be customized so you can view calls by call type, time, and call name. You can sort calls by the time of the call in either ascending (oldest call first) or descending (most recent call first) order. You can also sort calls by name, allowing you to view them in either ascending (alphabetical) or descending (reverse alphabetical) order.

Step 1:

Select Sort or tap Polycom - UpDown.

Step 2:

Under Sort, choose Time or Name.

Step 3:

Under Order, choose Ascending or Descending.

[Back to Topics]


Sort Entries by Call Type

All call types are displayed by default. If you wish to filter calls, you can choose to display only the missed, received, or placed calls.

Step 1:

Select Type or tap Polycom - Filter.

Step 2:

Choose Missed Calls, Received Calls, or Placed Calls.

NOTE: Filtered call list results cannot be saved. All call types will be displayed in the default filter the next time you display the list, even if you have filtered your Recent Calls list to show only a certain call type. 

[Back to Topics]


Edit Recent Contact Entries

You can edit a stored contact phone number in your Recent Calls list before returning the contact's call.

Step 1:

Select Info or tap Polycom - Info next to a call record.

Step 2:

Select Edit or tap Polycom - Edit.

Step 3:

Edit the number, then select Dial or tap Polycom - Dial.

[Back to Topics]


Delete a Recent Contact

You can delete contacts from the Recent Calls list.

Step 1:

Select Info or tap Polycom - Info next to a call record.

Step 2:

Select Delete or tap Polycom - Delete.

[Back to Topics]


Save a Recent Contact

You can save a contact to the Contact Directory from the Call Details screen.

Step 1:

Select Info or tap Polycom - Info next to a call record.

Step 2:

From the Call Details screen, select Save.

Add to Favorites will be displayed if the person is already in your Contact Directory but is not a Favorite.

[Back to Topics]


View Call Details

In the Recent Calls list, you can view call details, edit call details before calling a contact, save a contact to your directory, and delete call entries.

Select Info or tap Polycom - Info next to a call record to view call details.

[Back to Topics]


Transferring Calls 

Active or held calls can be transferred to another person using any of the two transfer types:

Blind transfer - allows you transfer calls directly to another line without speaking with the other party first.
Consultative transfer - speak with the other party before completing the transfer.


Please check the following articles for more information related to this feature:

Transferring calls on Polycom and Cisco Deskphones 
Transferring a Call Using Touch Tone Command 
How to transfer calls from Polycom Soundpoint IP320, IP321, IP330, IP331, and IP335 phones 

[Back to Topics]

 

See Also:

List of Tested Phones with RingCentral 
Conferencing Calls on Polycom 321 / 335 IP Phone 
Transferring calls on Polycom and Cisco Deskphones 
How to enable the headset echo cancellation on your Polycom Phone 
 

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