Poly VVX 400, 401, 410, 411
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Poly VVX 400, 401, 410, 411

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Download Quick Reference Guide

Overview

Basic Features

Basic Layout

VVX 400 layout_350x274

Your Extension

Your personal extension shows next to the top two keys on the left side of the screen.

VVX 400 your extension participant_350x298

Why do I have two keys for my extension?

Having two keys makes it much easier to answer a second incoming call or place a caller on hold and make a second outbound call.

Soft Keys and Buttons

Soft keys appear at the bottom of your screen and change depending on where you are in a call sequence. You select a soft key by pressing the physical button directly underneath it.

One of the most helpful tips to using your Poly VVX phones is to watch the soft keys. The system is very good about providing you with a soft key for whatever you are most likely to do next in a call sequence.

VVX 400 soft keys participant_350x295

Navigate Onscreen Lists and Menus

You use the navigation dial to navigate onscreen lists and menus. It works like a television remote control. The button in the center works as an enter or select key.

VVX 400 navigation disk participant_350x253

Set Up and Check Voicemail

Set Up Voicemail

The first time you access the Message Center on your phone, the system will walk you through your voicemail setup. To access the Message Center.

  1. Press the button that looks like an envelope on the left side of your phone and follow the prompts.

VVX 400 accessing voicemail_press messages button_350x407

Check Voicemail from Your Phone

To check your voicemail.

  1. Press the button that looks like an envelope on the left side of your phone and follow the prompts.

VVX 400 accessing voicemail_press messages button_350x407 (1)

Check Voicemail from Another ENA SmartVoice phone

  1. Press the MESSAGE button or VMail soft key on the phone you are using.
  2. When you hear the voicemail greeting, press the star key (*).
  3. Enter your full 10-digit number when prompted.
    Note
    If you have an extension-only number, your full 10-digit number will be a customer prefix followed by your extension. If you do not know your customer prefix, check with your system administrator.
  4. Follow the prompts.

Check Voicemail Remotely

If you have a direct dial number:

  1. Call your number.
  2. When you hear your voicemail greeting, press the star key (*).
  3. Follow the prompts.

If you have an extension-only number:

  1. Dial 877-675-1152.
  2. Enter your full 10-digit number.
    Note
    If you have an extension-only number, your full 10-digit number will be a customer prefix followed by your extension. If you do not know your customer prefix, check with your system administrator.
  3. Follow the prompts.

Check Voicemail on Line Forked to Your Phone

If you have more than one line on your phone:

  1. Press the button that looks like an envelope on the left side of your phone.VVX 400 accessing voicemail_press messages button_350x407 (2)
  2. You see the Message Center screen. Press Select.VVX 400 accessing voicemail_select message center_350x228
  3. You see a list of all the lines on your phone. Use the navigation dial to highlight the line for which you would like to check voicemail. Press Select and follow the prompts.VVX 400 accessing voicemail_select line_350x228

Voicemail Menu Options

Note
Depending on the feature package assigned to the extension, sub-menus may vary slightly from those shown in the chart.

ENA SmartVoice voicemail menu options(7)

Place Calls

Note
You do not have to dial 9 or any other prefix to make an outbound call.
You can dial any other ENA SmartVoice phone in your system using just the phone’s 4 or 5 digit extension.

Place Call Using Handset

  1. Dial the number on the keypad.VVX 400 place call_on hook_dialpad_350x407
  2. Pick up the handset to start the call.VVX 400 place call_on hook_lift receiver_350x338
Note
Be aware if you pick up the handset before starting to dial, the system attempts to complete the call after an approximately 2 second pause. You will get an error if you have not entered all the digits. To avoid this, leave the handset in the cradle while dialing and pick up when finished.

Place Call Using Speakerphone

  1. Dial the number on the keypad.VVX 400 place call_on hook_dialpad_350x407
  2. Press Send.VVX 400 place call_off hook_press send_350x255

Answer Calls

Answer Single Call

Of course, when the phone is ringing, you may pick up the handset to answer.

Answer Call Using Speakerphone

Press Answer or press the Line Key that is flashing green.

VVX 400 answer call_single speakerphone participant_350x407

Answer Second Incoming Call

Press Answer or the Line Key that is flashing green.

Note
When you answer a second call, the first caller is automatically placed on hold.

Transfer Calls

Blind transfer

To transfer a call to a recipient without talking with the recipient first, you use the BlindXfer soft key.

  1. Press Blindxfer.VVX 400 blind transfer_press blindxfer_350x228
  2. Dial the recipient’s extension or number.VVX 400 blind transfer_dial_350x407
  3. Press Enter.VVX 400 blind transfer_press enter_350x228

Consultative (Announced) transfer

Sometimes, you want to talk to the transfer recipient before sending the caller through. For example, you may want to let the recipient know who the caller is, give the recipient some background information, check and see if the recipient is available to take the call, etc.

In these cases, you use a Consultative transfer.

  1. Press Transfer button.VVX 400 consultative transfer_press transfer button_350x407
    Note
    When you press Transfer, the original caller is automatically placed on hold. You do not have to manually place the caller on hold.
  1. Dial the recipient.VVX 400 consultative transfer_dial recipient_350x407
  2. After you have spoken with the recipient and are ready to complete the transfer, press the Transfer button again.VVX 400 consultative transfer_press transfer again participant_350x407

Direct to voicemail transfer

To transfer a caller directly to someone’s voicemail, you use the VMxfer soft key.

  1. Press VMxfer.VVX 400 transfer to voicemail_press vmxfer_350x228
  2. Dial the recipient’s extension or number.VVX 400 transfer to voicemail_dial_350x407
  3. Press Enter.VVX 400 transfer to voicemail_press send_350x228

To transfer a caller directly to someone’s voicemail if do not see a VMxfer soft key and have a 4 digit extension:

  1. Press Transfer.
  2. Press Blind.
  3. Dial *90 followed by the recipient's number.
  4. Press Send.

To transfer a caller directly to someone’s voicemail if do not see a VMxfer soft key and have a 5-6 digit extension:

  1. Press Transfer.
  2. Press Blind.
  3. Dial * followed by the recipient's number.
  4. Press Send.

Cancel a transfer

Press the Cancel soft key at any point prior to completing a transfer to return to the original call.

VVX 400 transfer_cancel_350x407

Note
You may have to press More to see the Cancel soft key.

Hold Calls

Place a Caller on Hold

When you are on an active call, you see a Hold soft key. You may press it or press the physical Hold button on the lower left side of the phone as shown below.

VVX 400 hold participant_350x387

Resume a Held Call

When a caller is on hold, the line key will blink red. You may press that line key or press the Resume soft key to return to the caller.

Note
If you have two callers on hold, or are on an active call and have one caller on hold, use the navigation disk to highlight the call to which you would like to return, then press Resume.

Recent Calls List

Access Recent Calls List

When your phone is in the Lines view (where you see your extension number next to keys), the arrows on your phone’s navigation dial are shortcuts to your recent calls lists.

Left arrow = Received

Down arrow = Missed

Right arrow = Placed

VVX 400 place call_recent call lists_navigation arrow shortcuts_350x260

Place Calls from Recent Calls List

To place a call from your Recent Calls lists:

  1. Press the arrow on the navigation dial to open the list.
  2. Use the up and down arrows on the navigation dial to highlight the number you would like to call.VVX 400 place call_recent call lists_highlight number_350x320
  3. Press Dial.VVX 400 place call_recent call lists_press dial_350x243

Clear Missed Calls Message

To clear the onscreen Missed Calls message, press the down arrow on the navigation dial to open your Missed Calls list.

Make 3-Party Conference Call

Conference in a Third Party

When you are on a call with one party:

  1. Press More.VVX 400 conference call_press more_350x228
  2. Press Confrnc.VVX 400 conference call_press confrnc_350x228 (1)
  3. Dial the third party.VVX 400 conference call_dial second party_350x407
  4. When the third party answers, press More.VVX 400 conference call_press more 2_350x228
  5. Press Confrnc.VVX 400 conference call_press confrnc_350x228

Join Current Calls Into a Conference Call

When you are on one active call and have another caller on hold, or you have two callers on hold:

  1. Press More. (You may need to press More twice.)
  2. Press Join.

Forward Calls from Phone

Note
ENA SmartVoice extensions assigned a Pro or Executive feature package are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not the access (star) codes show below.

Immediate Call Forwarding

To turn on immediate call forwarding for all calls:

  1. Dial *72 followed by the number to which you would like to forward calls.
  2. Press Send or Dial.

To turn off immediate call forwarding:

  1. Dial *73
  2. Press Send or Dial.

Call Forward if No Answer

To turn on call forwarding if no answer:

  1. Dial *92 followed by the number to which you would like to forward calls.
  2. Press Send or Dial.

To turn off call forwarding if no answer:

  1. Dial *93
  2. Press Send or Dial.
Note
You set how long your phone rings before being forwarded using the the Reach Me function in the ENA SmartVoice User Portal.

Use Do Not Disturb (DND)

Do Not Disturb (DND) sends all incoming calls directly to voicemail.

You toggle Do Not Disturb on and off by pressing the Home button and selecting DND.

VVX 400 dnd icon in home view_350x228

Or by pressing the DND soft key, if it is available.

VVX 400 dnd soft key_350x228

Note
If you are not receiving calls, check to make sure Do Not Disturb is not activated on your phone.

Call Park

Call Park allows you to place a call on hold so it can be retrieved from any other ENA SmartVoice phone in your building.

Park a Call

  1. Press Transfer.VVX 400 call park_press transfer_350x407
  2. Dial *98.VVX 400 call park_dial star 98_350x407
  3. You will hear a message telling you on which orbit the call is parked and prompting you to complete the transfer. Press Transfer to complete.VVX 400 call park_press transfer to complete_350x407

Pick Up a Parked Call

When you let a person know they have a parked call, you will need to tell them the orbit number on which the call is parked. To pick up a parked call:

  1. Go to any ENA SmartVoice phone in the building and dial *99 followed by the orbit number.

VVX 400 call park pickup_press star 99 and orbit_350x407

Paging

Make Zone Page Broadcast Through Phone Speakers

Note
Zone pages are broadcast through the phone speakers, not your building intercom system.

If your system administrator has created paging zones (for example, All Call, Second Floor, etc.) and assigned your phone broadcast permission, you see a Paging soft key on your phone.

To make a zone page through the phone speakers:

  1. Press Paging.
  2. Use the navigation dial to select the zone you would like to page.
  3. Press Page.

Make Page Broadcast Through Building Speakers

Your system administrator will provide you with an extension to dial to make an announcement through the building speakers.

If your system is set up with one zone only (Typically All Call):

  1. Dial the intercom system extension.
  2. Make your announcement.
  3. When finished, hang up.

If your intercom system is set up with multiple zones for announcements to be broadcast to specific areas. (e.g., outside, East wing, etc.):

  1. Dial the intercom system extension.
  2. When hear tone, enter the number of the zone to which you would like to broadcast.
  3. When hear tone, make your announcement.
  4. When finished, hang up.

Record Calls

To record a call

  1. Insert a USB flash drive into the port on the back of your phone.VVX 411 call recording insert usb_350x211
  2. When you are on an active call, press More (You may need to press More twice).VVX 411 call recording press more_350x217
  3. Press Record.VVX 411 call recording press record_350x217
  4. Press Start to being recording.VVX 411 call recording press start_350x217
  5. When you are recording a call, you see the Stop and Pause controls. You may need to press More to see Pause.VVX 411 call recording press stop_350x217
Note
If you would like to use the call recording feature and it is not activated on your phone, please contact your system administrator.
Call recording is only available in certain feature packages and on the VVX 401 and above model phones.

ENA SmartVoice Access (Star) Codes

Access CodeWhat it DoesAvailable in Feature PackageNotes

*53

Directed Call Pickup

All except Prime

Dial *53 followed by the extension of a ringing phone to pick it up.

*54

Group Call Pickup

All except Prime

Dial *54 to pick up a call ringing on a phone that is a member of a Call Pickup Group of which your phone is a member.

Call Pickup Groups are set up by your ENA SmartVoice System Administrator.

*62

Enable Busy Call Forwarding

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*63

Disable Busy Call Forwarding

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*69

Automatic Recall

All

Plays an announcement of the number of the last call received.

*72

Enable Unconditional Call Forward

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*73

Disable Unconditional Call Forward

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*92

Enable Call Forwarding on No Answer

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*93

Disable Call Forwarding on No Answer

All except Pro and Executive

ENA SmartVoice extensions assigned a Pro or Executive Feature Package, are forwarded using the Reach Me function in the ENA SmartVoice User Portal and not access (star) codes.

*98

Call Park

All

Press Transfer followed by *98 to park a call.

*99

Retrieve Parked Call

All

Press *99 followed by the Park Orbit to retrieve a parked call.

*318

Voicemail

All

 

Configure Available Phone Keys

You can configure available phone keys as speed dials, one-touch transfer buttons, etc. You configure available phone keys through your ENA SmartVoice End User Portal.


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