Net2Phone Phone Tutorial

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1 Net2Phone Phone Tutorial Polycom VVX300 and VVX400 The following is a list of the most common tasks performed by users of these phones. Keep in mind that there are various ways to execute the same tasks; our goal is to provide instructions on the simplest way to perform each one. You can also view our video tutorial at Lines View The Lines View is your phone s default display. This view shows your phone lines as well as your favorites. Home View The Home View is displayed by pressing the Home Key. From here, you can initiate new calls and access your messages, Directories, the Call Forwarding and Do Not Disturb features, as well as the phone s settings and applications. For example, if you want to see a list of available settings and options, using the navigation arrows, choose Settings, then press the Select Button in the center of the navigation arrows. Next, select the Basic option. This option lets you configure your preferences, contrast, backlight intensity, backlight timeout, ring type, login credentials, or update your phone configuration, restart your phone, or clear your browser data. Feature Keys Finally, there are the Feature Keys. The ones you ll use most often are: The Home Key, The Headset Key, The Speakerphone Key, The Mute Key, The Transfer Button, The Voic Button, and The Hold Button. 1

2 Placing Calls To place a call, dial the number, then pick up the Handset or press the Speakerphone or Headset Key. Placing Calls Using Speakerphone To place a call using your Speakerphone, press the Speakerphone Button, then dial the number to place your call. Placing Calls Using Headset Mode To place a call using your Headset, with your Headset plugged in, press the Headset Button, then dial the number to place your call. Receiving Calls To answer a call, pick up the Handset, or press the Speakerphone or Headset Feature Key, or the Answer Softkey. To answer an incoming call when you re already on an active call, press the Answer Softkey. Your first call will automatically be placed on hold. To retrieve your first call, use the navigation arrows to scroll to that call. Then, press the Resume Softkey. Placing Calls on Hold and Resuming Calls from Hold To put an active call on hold, press the Hold Button or the Hold Softkey. To resume the call, press the Resume Softkey. If you have more than one call on hold, using the navigation arrows, select the call you wish to reconnect with, and press the Resume Softkey. Parking Calls Your phone has the option to place calls on hold and then pick them up on any other phone within the same organization. This feature is commonly referred to as Call Parking. If your phone has this feature configured, you can park up to 99 calls. To park a call while on an active call, press the Park Softkey - if available - or dial Pound (#) 2. The system will announce the position in which the call is parked. Your call is now parked. 2

3 Retrieving Parked Calls To retrieve a parked call, on any phone, you can press the Pick-Up Position Softkey matching the position of your parked call, if these softkeys are available. Alternatively, you can pick up a parked call by dialing Star (*) 225 followed by the number of the caller s position, followed by the Dial Softkey. Calls will be parked on either Pick-Up Position #1 or #2, although there are more than two Call Parking locations. For example, you can un-park the third call in the parking lot by dialing Star (*) 2253, or un-park the tenth call in the parking lot by dialing Star (*) If you don t know the position of your parked call, dial Star (*) 225 followed by the Dial Softkey. You will hear the Caller ID and position number of any parked calls. When you hear the Caller ID of the call you wish to pick up, press Star (*). Performing a Blind Transfer 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, press the Transfer Button or the More Softkey followed by the Transfer Softkey. Then, select the Blind Softkey. Enter the destination to which you wish to transfer the call, and press the Send Softkey. This completes the transfer. Performing a Consulted Transfer A Consulted (or announced) Transfer is performed when you announce the call to the recipient prior to transferring the call. To conduct a Consulted Transfer, while on an active call, press the Transfer Button or the More Softkey followed by the Transfer Softkey. Then, enter the destination to which you wish to transfer the call. Then, press the Send Softkey. The caller is automatically placed on hold. Once the receiving party answers, announce the call. To complete the transfer, press the Transfer Button or Softkey again. 3

4 Performing a Direct-to-Voic Transfer A Direct-to-Voic Transfer is performed when you wish to transfer a call directly to another User s Voic . To do this, while on an active call, press #3, then the user's 4 digit extension number, followed by the # key again. You will hear the user s Voic greeting indicating the completed transfer to Voic . Initiating Three-Way Conference Calls To initiate a Three-Way Conference Call, while on an active call, press the More Softkey. Then, press the Conference Softkey. The first call is then held. Dial the second number. When the second party answers, press the More Softkey, then press the Conference Softkey again to connect the calls. If you wish to split the Conference Call back into individual calls, press the Split Softkey. This places both callers on hold. Use the navigation arrows to select the call you want to resume and press the Resume Softkey. Enabling and Disabling Do Not Disturb The Do Not Disturb feature is used to send all incoming calls to Voic . To enable Do Not Disturb, press the More Softkey, then the DND Softkey. If you do not have a Voic waiting, you will see the Do Not Disturb Icon (a minus sign) by your extension line appearance, indicating that the feature has been enabled. You will also see My Status: Do Not Disturb in the top-right corner of the screen. Please note that once Do Not Disturb is enabled, calls cannot be received until you disable the feature. To disable this feature, press the DND Softkey again. Enabling and Disabling Call Forwarding By default, calls that are not answered will go to Voic . To forward calls to a destination other than Voic , enable Call Forwarding. To enable this feature, press the More Softkey followed by the Forward Softkey, or your Home Button and use the navigation arrows to select Forward. Next, select the type of forwarding option that you would like to enable. 4

5 Options include: Call Forwarding Always, which will forward all incoming calls to a specified forward-to destination. Call Forwarding No Answer, which will only forward calls if you do not answer, and Call Forwarding Busy, which will only forward calls when the Do Not Disturb feature is enabled, or if your line is busy. Select the type of Call Forwarding you wish to enable. Enter the phone number to which to forward calls in the Contact field, then select Enable. You will see the Forwarding Indicator next to your extension line appearance in the Lines View. Note: When configuring Call Forwarding No Answer, you must also select the number of rings the caller will hear before the call is forwarded. To configure, select Forward, then Call Forwarding No Answer. Enter the number to which to forward calls in the Contact field. Then, select the Number of Rings field and enter the desired number of rings. Select Enable. To disable Call Forwarding, select the forwarding service to disable. Then select Disable. Accessing Call History You can view your recent Call History and place calls from your Call History lists. From the Home View, use the navigation arrows to select the Directories icon. Then, select Recent Calls. Your Call History is displayed. To dial a number, find the desired number, then press the Dial Softkey. Adding Contacts to Directory from Call History To create a new Contact from the Call History list, from the Home View, use the navigation arrows to select Directories, then select Recent Calls. Select the caller you wish to add. Then, press the Info Softkey. Press Save to add the caller to your Directory. To edit the Contact s information, use the navigation arrows to scroll to the field you wish to edit. Enter the information and press Save to save your changes. 5

6 Adding New Contacts From the Home View, use the navigation arrows to select Directories. Then select Contact Directory. Press the Add Softkey to add a new Contact. Using the navigation arrows, select the fields you wish to edit. Note: The Contact field is required and must contain the telephone number of the Contact. When finished, press Save to save the Contact. Accessing Voic A red Message Waiting Indicator light notifies you when you have a new Voic message. To check your Voic , press the Voic Button. Then press the Select softkey followed by the Connect Softkey. Optionally, you can dial Star (*) 95 on the Keypad, which will take you directly to your Voic . Enter your Voic passcode followed by the Pound (#) Key. Follow the audio prompts to retrieve your Voic messages. If you forget your Voic passcode, please contact your System Administrator to have it reset. For additional support, you may contact us at any time at

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