Voicemail Guide Access internally Access your mailbox by pressing the Messages/Msgs/MSG key or by dialing 1000. Enter your password. Access externally (if configured on your system) i.e. An option on your menu or separate number Dial the designated number. Enter your mailbox number. Enter your password. See page 2 for procedure 4 Place an outgoing call * Return to Main Menu Main Menu Listen to Messages 1 New / Old Messages 2 Change Folders 3 Advanced Options 4 Record New 0 Mailbox Options * Main Menu # Exit 0 New Messages 1 Old Messages 2 Work Messages 3 Family Messages 4 Archived Messages # Cancel 1 Record your unavailable message 2 Record your busy message (Not used currently) 3 Record your name 4 Manage your temporary greeting 5 Change your password * Return to the Main Menu Options During Playback Options After Playback * Rewind 3 seconds # Fast forward 3 seconds 0 Pause playback 1 Skip to message playback 2 Rewind to message start 6 Play next message 7 Delete message 8 Forward/Reply message 9 Save message 3 Advanced options 4 Previous message 5 Repeat message 6 Play next Message 7 Delete message 8 Forward/Reply message 9 Save message * Return to Main Menu # EXIT See page 2 Temporary Greeting 1 Record your temp greeting 2 Erase your temp greeting Save Message 9 To save Select which folder to save to 0-4 Advanced Options 1 Send a reply 2 Call the person who sent this message 3 Hear the message envelope (details) 4 Place an outgoing call * Return to Main Menu See page 2 Rev 4 Copyright 2014. Star2Star Communications, LLC. All rights reserved. Star2Star is a registered trademark of Star2Star Communications. 1
Voicemail Guide 4 Record New Message Prompt to enter extension(s) to send message to multiple locations. 1 Enter extension (example 100# or xxyyy# where xx is location code and yyy is extension number) -or- 2 To use the Directory Enter more extensions as needed *To delete previous entry # When address(es) are entered to begin recording message (You may press # to skip prompt at any time) 1 Stop/Start Recording 2 Listen To Recording 3 Re-record message * Cancel Recording # Send recorded message * Cancel message send (When you are done the system returns you to the top level activity menu) Replying To Messages Press 8 While listening or after hearing message Press 1 To forward message to another user Press 2 To send a reply Press 1 to reply with original voice mail attached Press 2 to reply without original voice mail attached Press * to cancel (When you are done the system returns you to the previous menu) Forwarding Messages Press 8 While listening or after hearing message You are prompted to enter address(s) to forward message 1 Enter extension (example 100# or xxyyy# where xx is location code and yyy is extension number) -or- 2 To use the Directory Press 1 to prepend or reply with original voice mail attached Press 2 to reply without original voice mail attached * To delete previous entry Press # to send forwarded message or press * to cancel Rev 4 Copyright 2014. Star2Star Communications, LLC. All rights reserved. Star2Star is a registered trademark of Star2Star Communications. 2
Voicemail Guide Saving Messages Changing folders allows you to listen to old or previously stored messages. This function is rather like storing files in folders on your PC. To save messages: Listen to a message Press 9 to save You will be prompted to select a folder to save the message. Select which folder: 0 New Messages 1 Old Messages 2 Work Messages 3 Family Messages 4 Archived Messages # Cancel Note! The system automatically deletes messages that are more than 90 days old. If you wish to keep messages indefinitely save them in the Archived folder (4). Messages in the Archived folder are not automatically purged. Mailbox Options Select Mailbox Options (option 0 then option 3) to re-record your name. This was recorded when you first set up your mailbox. Select Mailbox Options (option 0 then option 4) to record your temporary greeting. This is the greeting you should use for periods of vacation etc. To remove this message once recorded, select Mailbox Options (option 0 then option 4). When you select option 4 Temporary Greeting with one already in place, you will be given option 2 to remove the Temporary Greeting which then puts your original greeting back in place. Record your temporary greeting again and you will be prompted with an option to remove the temporary greeting. Once removed the mailbox will revert back to playing callersw your unavailable message. (Note) When selecting Option 0 in the voicemail system with an active temporary greeting, the system will prompt with a reminder. When sending Voicemail to other locations, you may enter extension(s) as xxyyy# where xx is the location id and yyy is the extension number. To skip a prompt, you may press # at any time during the prompt. Select Mailbox Options (option 0 then option 5) to change your password. Note! see section Setting up your Voicemail in the Phone and Features Guide for guidance on changing your password via the Star2Star portal. System Prompts The system provides the following user prompts when leaving messages: If your extension has no name recorded for voicemail a caller would hear: The person at extension [Your extension number] is unavailable please leave your message after the tone. When done hang up or press the # key. If your extension has a name recorded for voicemail a caller would hear: [Your name] is unavailable please leave your message after the tone. When done hang up or press # key. If your extension has an unavailable message recorded for voicemail a caller would hear: [Your unavailable message], please leave your message after the tone. When done hang up or press # key. If your extension has a temporary message recorded for voicemail a caller would hear: [Your temporary message], please leave your message after the tone. When done hang up or press # key. Note! When reaching a persons voicemail prompt you may press 0 to reach an operator (personal operator if configured.) Rev 4 Copyright 2014. Star2Star Communications, LLC. All rights reserved. Star2Star is a registered trademark of Star2Star Communications. 3
Voicemail Guide Shortcut to Voicemail To leave a voicemail for another user without ringing their phone, or to transfer a call directly to a person s voicemail, dial 6xxx (xxx being the extension to send the voicemail to). Press # to skip the persons voicemail greeting. Internal VM Access Access your mailbox by pressing the Messages / Msgs / MSG key or by dialing 1000. Enter your password. External VM Access Typically a System Administrator would provide external access to the voicemail system via a hidden prompt in an Auto Attendant Menu e.g. * or via a separate number to dial that just accesses the voice- mail system. Contact your System Administrator or Dealer for access details. Personal Operator Feature Pressing 0 when listening to a users outgoing mail box message will by default take the caller to the System Default Operator. This action is determined by your System Administrator. However, if you wish to setup a Personal Operator specific to your voice mail box, access the Star2Star Web Portal and the Individual Phone Settings for your phone. Select the Voicemail option. Select the Personal Operator option, which by default is set to Use Location s Default Operator, and pick any defined destination, extension user or extension user voicemail box that you require. (see screen examples below). When you have made your selection, click Save Changes followed by Save Changes to PBX. Now when a caller presses 0 when listening to your outgoing voice mail box message they will be connected to your Personal Operator selection and not the System Default Operator. You may also disable the option to press 0 when listening to a users outgoing mail box message. Simply select None when clicking the Personal Operator dropdown. Remember to click Save Changes followed by Save Changes to PBX. Note: Your System Administrator can set up a personal Auto Attendant using this feature which could provide callers with a variety of options to reach you. Remember to change your voice mail box unavailable message to include the option for callers to press 0 when listening to your voicemail. Rev 4 Copyright 2014. Star2Star Communications, LLC. All rights reserved. Star2Star is a registered trademark of Star2Star Communications. 4
Star2Star Polycom VVX Cheat Sheet Placing Calls: Pick up the handset, press the speaker button, or select new call. Enter the phone number or extension number and press send. You do not need to dial 9. If you are calling within your area code you only have to dial the last 7 digits of the telephone number. When placing internal intercom calls dial 7 before the extension number to auto announce and be placed on speakerphone instead of ringing the other party. Answering & Ending Calls: To answer with the handset, pick up the handset. To answer with the speakerphone, press the speaker button or press answer. To end an active call, replace the handset, press the speaker button, or press end call. Holding Calls: To place an active call on hold, press the hold button or the hold soft key. To resume a held call, press resume or press the hold button again. Transferring Calls: To transfer an active call, press the transfer button or select the transfer soft key. For an attended transfer dial the extension number and wait for the ring back tone or after you talk with the other party press transfer again. To complete a blind transfer that will pass the caller s caller ID, press the transfer button or select the transfer soft key. Press the blind soft key and dial the extension number. Wait a few seconds or press send to complete the blind transfer. If you do not wait long enough or press send you will hang up on the caller. For VVX phones running 5.4 firmware, the blind softkey is not available. During the Transfer process a user can depress the transfer soft key for approximately 1 second and a screen appears offering the ability to change the methodology for the current call. Alternatively, a user can program the default transfer mode in Settings > Basic > Preferences >Default Transfer Type. Transferring Calls to Voicemail: Follow the steps above and dial a 6 before the extension number to transfer the call directly to voicemail. Call Park and Retrieve: During an active call press the more soft key. Press the park soft key and the caller will be placed on the first available park position which will illuminate red. Press the illuminated park key from any phone to retrieve the call. Placing Conference Calls: Call the first party. After the call connects, press the more soft key and select Confrnc. Dial and connect with the second party and press Confrnc again to connect the two calls. Press end call to remove yourself from the call but keep the other participants connected. Press manage to manage each participant. Press split to end the conference and hold all participants. If you have an active call and a held call, press join to setup a conference. Viewing Recent Calls: Press the right arrow key to view the recent Placed Calls. Press the left arrow key to view the recent Received Calls. Press the down arrow key to view the recent Missed Calls. Press the up arrow key to view Favorites. Listening to Voicemail: Press the message button or dial 1000. Enter your password and follow the prompts to listen to new messages. To check voicemail from another phone dial 801. When prompted, enter your mailbox number and password. Follow the prompts to listen to new messages. To check messages from outside of the office contact your system administrator. Call Pickup: To pick up a call ringing a specific phone that is not ringing as part of a ring group, dial *8XXX (XXX being the extension number of the ringing phone). Paging: To use the Polycom multicast paging feature through the phones press the paging soft key. Select the group you wish to page and either enter the page group number or scroll and press the page soft key. Additional training documentation can be found at www.falconcom.net or www.support.star2star.com If you have additional questions please contact your system administrator or contact the Falcon service department by calling 703-335-5000 or emailing service@falconcom.net. To contact Star2Star support call 844-302-7827 or email support@star2star.com
Phone Views Your phone has three main Views: Home, Calls, Active Call, and Lines View (the default). Change Views: For Home View, press Press to alternate between Home and Lines view. Home View When in Calls view, switch to Lines view by pressing More > Lines. Switch back to Calls view by pressing More > Calls. Placing Calls: Pick up the handset, or press. Enter the phone number and press Send. Or, enter the phone number first, then press Dial, pick up the handset or press or Polycom VVX 400,401, 410 and VVX 411 Business Media Phones Quick User Guide For phones running Polycom UC Software 4.1.4 or later Basic Phone Features Customizing Your Phone Applies to phones running SIP 3.0.2 or later. For detailed information please consult the Star2Star Phone and Features Guide, available for view/download via the Star2Star Knowledge Base at: Home View displays icons you can select to access phone functions. Use the right, left, up and down arrow keys to display more icons. Lines View Lines View displays phone Lines, Favorites and soft keys. If your phone is idle, you can press the Line key to access the Dialer. Calls View If your phone has one or more calls, you can access Calls View. Call color indicates call status: Dark Green: Active call. Bright Blue: Incoming call. Dark Blue: Held call. Use the up and down arrow keys to select a call (highlight it). The soft keys control the highlighted call. Entering Data Use the dialpad keys to enter information. To backspace, press. To type with the dialpad keys, press a key repeatedly to view the character options and stop to select. To type other characters, press Encoding or Mode. When using the dialpad keys, use the 1, *, 0 and # keys. Calls Only one call can be active at one time. You may use the handset, speakerphone or headset for calls. During a call, you can change modes by picking up the handset or by pressing or. If you navigate away from your call(s), or. From Lines View: Press the phone Line key, enter the phone number and press Send. From Home View: Select New Call using the left and right arrow keys. Enter the phone number and press Send. Note: You may place calls quickly by selecting a recent call or Favorite, or tap a contact s phone number in the Contact Directory. Answering calls: To answer with the speakerphone, press or tap Answer. To answer with the handset, pick up the handset. To answer with the headset, press. To answer a new call while on an active call, press Answer. The current call will be held. Ending calls: To end an active call, replace the handset, press or. Or, press End Call. To end a held call, navigate to Calls View and highlight the held call. Press Resume and press End Call. Holding calls: https://support.star2star.com/ press to see Active Call or Calls view again. From Calls view, press Hold or. Remember to highlight the call first. Page 1 of 2 Star2Star Polycom VVX 400,401, 410 and 411 Phones Quick User Guide Copyright 2016, Star2Star Communications, LLC. All rights reserved. Star2Star is a registered Trademark of Star2Star Communications.
To resume a held call, press Resume or again. Transferring calls: From Calls View, press Transfer or, and call the other party. When you hear the ring back tone or after you talk with the other party, press Transfer or. Press Blind to complete a transfer without waiting for the ringback tone. Forwarding calls: To enable call forwarding, press Forward from Home or Lines view. Select the forwarding type to enable, type a forwarding number, and press Enable. To disable call forwarding, press Forward from Home or Lines view. Select the forwarding type to disable, and press Disable. To enable per-call forwarding: As your phone rings, press Forward, enter the forwarding number, and press Forward. Star2Star Call Park and Retrieve 1. During an incoming call, press the More soft key. 2. Press Park soft key. 3. The caller will be parked in the first available Park position, which will illuminate. 4.The caller will hear music or message on hold if configured on your system. 5. Press illuminated Park key to retrieve call. Placing conference calls: Call the first party. After the call connects, press More and select Confrnc. Dial and connect with the second party, and press Confrnc again. From Lines or Calls View, you may: Press Hold to hold the conference. Press End Call to remove yourself from the call but keep the other participants connected. Press Manage to manage each participant (if available). Press Split to end the conference and hold all participants. Note: If you have an active and held call, press Join to set up a conference. Recording Calls (401/411 models) You can record audio calls onto a USB flash drive connected to your phone. Recordings are stored as.wav files on the USB flash drive. Recordings can be up to four hours in one file. When you attach a USB flash drive to your phone, a USB icon is displayed in the status bar with a message indicating how much recording time is available. During an active call, select Record > Start. An R is displayed on the USB icon and the message Recording in progress is displayed in the status bar. Select Stop or Back >End Call to end recording. To play recordings, navigate to Settings > Features > Removable Storage Media > Browse Recordings. From the Browse Recordings screen, select a file, and select Open. Select Play. You may also delete recordings from the Browse Recordings screen. Favorites Favorites are contacts you call most often. Favorites display in your Favorites list. A smaller number of Favorites displays in Lines view. Viewing recent calls From Lines view, do one of the following: Press, select Directories and select Recent Calls to view your Recent Calls list. Press the right arrow key to view the recent Placed Calls. Press the left arrow key to view the Page 2 of 2 recent Received Calls. Press the down arrow key to view the recent Missed Calls. Press the up arrow key to view Favorites. Contact Directory To select a contact from the Contact Directory, press. Viewing your directory: Select Directories from Home view. Press Contact Directory on the Directory screen. To add or edit a contact in your local phone directory: Access the Star2Star Web Portal and navigate to the Individual Phone Settings section for your phone. Click the Speed Dials link to add contacts and other options to your phone. For more detailed instruction follow the Star2Star Phone and Features Guide available for view/download via the Star2Star Web Portal. Adding a contact directly to phone: press Add. Type the contact s information and press Save. To make a contact a Favorite, enter a Favorite Index number. (Note): If adding contact directly into phone, be aware when rebooting the phone, that contact information will be lost. Updating contact information: select the contact. Press Info, press Edit, update the contact s information and press Save. Deleting a contact: select the contact. Press Info, press Delete and press Yes to confirm. Searching for a contact: press Search. Enter search criteria and press Search. Dialing a contact from your Directory: Star2Star Polycom VVX 400,401, 410 and 411 Phones Quick User Guide select the contact. From the contact s information screen, select the contact s phone number. Note: A star indicates a Favorite. Listening to Voice Mail An envelope adjacent to a Line key indicates that you have voicemail. Select Messages from Home view or press and select Message Center. Press Connect and follow the prompts. Call Pickup 1. To pick up a call ringing a specific phone that is not ringing as part of a Ring Group, dial *8xxx (xxx being the extension of the ringing phone). 2. For example your neighbor s phone extension 112 is ringing. You would dial *8112 to pickup that call. 3. To pick up a call on any ringing phone dial *8. Muting the Microphone During a call, press so other parties cannot hear you. To disable Mute, press again. This applies to calls using the handset, headset and speakerphone. Do Not Disturb To disable ringing, press DND from Home or Lines View. When Do Not Disturb is enabled, the DND icon displays in the status bar and beside the appropriate Line key. Press disable DND. Adjusting Volume To change call volume, press during a call. To change the ringer volume, press when the phone is idle or ringing. Speed Dials Use the Star2Star Web Portal https://portal.star2star.com/ to configure speed dial buttons in individual phone settings. When configured on your phone, press the designated speed dial key to dial out the preset number. to Copyright 2016, Star2Star Communications, LLC. All rights reserved. Star2Star is a registered Trademark of Star2Star Communications.
When any user extension details are first added to the Star2Star system a welcome email is automatically sent using the users email address as entered into the system. That email contains a welcome note from Star2Star, portal login (https://portal.star2star.com) credentials and information guide(s) for the Star2Star phone that you have installed. It is possible that this email may have been intercepted by your email spam filter and placed in your Junk or Spam folder automatically. However if you cannot locate this email enter your email address and click the Forgot your password? link as shown in the example below.