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Welcome!
This manual helps you to optimize the usage of the IP telephone in combination with the PBX. Please use this manual at initial operation. Some features differ from the features described in the manufacturer's documentation.
The following pages describe the Polycom VVX models.
 |  |
| VVX150 | VVX250 |
 |  |
| VVX350 | VVX450 |
We hope you enjoy using the telephones!
Subject to alterations
Version 1 / 08.2019 (EN)
| Type | Icon/Character | Description |
| NOTE
CAUTION
WARNING |  | NOTE: Information that is useful but not critical to the reader.
CAUTION: Tells the reader to proceed with caution.
WARNING: Stronger than CAUTION; means "don't do this" or that this step could be irreversible, e.g., result in permanent data loss. |
| TIP |
| Useful tips that provide additional information. |
| Procedure | 1. 2. 3. | Procedures are numbered steps to perform an action, where the order of the steps is relevant. |
| Result of procedure/action | ⇒ | Indicates the result of an action//procedure. |
| Lists | • • | Used for listings and items where the order of steps is irrelevant. |
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Please note that the video functionality is not supported.
Please note that uaCSTA (CTI) is available from formware 6.0.0.
The device was produced in accordance with the most common security standards. Nevertheless, note the safety guidelines in order to use the device securely. Please note the following safety guidelines to lower risk of burning, electric shocks, and similar risks.
General guidelines
1. Keep the device dry and clean at transport, storage, and usage.
2. Avoid collisions and drops of the device at transport, storage, and usage.
3. Do not open the device case and do not try to repair the device on your own.
Guidelines for usage and operation
1. Check whether the power supply voltage is in accordance with the device's voltage.
2. Pay attention to dry hands before using a cable.
3. Do not spill liquids on the device.
Guidelines for cleaning
1. Disconnect and unplug the device from the power supply before cleaning.
2. Use a soft, dry, antistatic cloth to clean the device.
Please find instructions on operation in the manufacturer's manual.
You have the option of voice encrypting (SRTP) your telephone calls. You can activate this function for your customer account via the administration portal at any time.
Activation of this function is subject to fees.
You can activate the function Voice Traffic encryption (SRTP) on the administration portal under ADMINISTRATION / Profile.
- Activate the function on the administration portal.
- Restart all telephones. Restarting may take a few minutes. During a conversation a lock icon on the telephone display indicates encryption is activated.
⇒ The active call is now encrypted.
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In order to use this IP telephone with your telephone system you will need a sound broadband connection.
If you only have a single circuit plug available (e. g. in home offices) but would like to access the Internet with your laptop while using the phone, connect the laptop to the circuit plug on the phone.
This feature is not available on Polycom VVX 101 models.
All telephones you receive are preconfigured and connected to the telephone system.
Find further information on how to install an extension in the administration portal manual.
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Below you will see an overview over all keys of the respective models.
Polycom VVX150/250
)
| Pos. | Description |
| 1 | Line keys |
| 2 | Reversible tab |
| 3 | Speaker |
| 4 | Back key |
| 5 | Transfer key |
| 6 | Hold key |
| 7 | Volume keys |
| 8 | Dial pad |
| 9 | Mute key |
| 10 | Speakerphone key |
| 11 | Headset key |
| 12 | USB port (not available on Polycom VVX150) |
| 13 | Home key |
| 14 | Navigation keys / Select key |
| 15 | Soft keys |
| 16 | Security slot (on back) |
| 17 | Screen |
| 18 | Message Waiting Indicator
|
Polycom VVX350/VVX450
)
| Pos. | Description |
| 1 | Line keys |
| 2 | Reversible tab |
| 3 | Speaker |
| 4 | Back key |
| 5 | Transfer key |
| 6 | Messages key |
| 7 | Hold key |
| 8 | Volume keys |
| 9 | Dial pad |
| 10 | Mute key |
| 11 | Speakerphone key |
| 12 | Headset key |
| 13 | USB Port |
| 14 | Home key |
| 15 | Navigation keys / Select key |
| 16 | Soft keys |
| 17 | Security slot (on back) |
| 18 | Screen |
| !9 | Message Waiting Indicator |
Polycom VVX 501 / 601
)
| Pos. | Description |
| 1 | USB port |
| 2 | Message Waiting Indicator |
| 3 | Home/line key |
| 4 | Touchscreen |
| 5 | Headset key |
| 6 | Speakerphone key |
| 7 | Mute key |
| 8 | Volume keys |
| 9 | Microphone |
| 10 | Dialpad |
| 11 | Speaker |
| 12 | Reversible tab |
| Key | Description |
 | You can use the navigation keys to steer through the menu. On the initial page:
|
 | Adjusts the speaker's and telephone's volume |
 | Mutes the microphone |
 | Headset |
 | Speaker |
| Transfer* | |
| Hold conversation |
Entering the extension number is sufficient when performing an internal call. If you choose to perform an external call, you have dial the exchange identification code (e.g. "9" for UK) prior to the external number.
You have the following options to perform an outgoing call:
Receiver
- Pick up the receiver.
- Enter the telephone number.
- Confirm your call by pressing the Send soft key.
- End the conversation by pressing the soft key End Call or hanging up.
Alternative:
- Enter the telephone number.
- Pick up the receiver.
- End the conversation by pressing the End Call soft key or hanging up.
Speaker
- Press the speaker key to activate the speaker.
- Dial the telephone number.
- Confirm your call by pressing the Send soft key.
- End the conversation by pressing the soft key End Call.
Headset
- Activate the headset by pressing the headset key .
- Dial the telephone number.
- Confirm your call by pressing the Send soft key.
- End the conversation by pressing the soft key End Call.
To answer an incoming call, you have the following options:
- Pick up the receiver or press the speaker key to answer an incoming call. Press the headset key in order to answer with your headset.
- End the conversation by hanging up or by pressing the End Call soft key.
Call Waiting
The display of the telephone sends out a double knocking sound as soon as a second call comes in during an active conversation.
You have the following options:
-You can take the incoming call by pressing the Answer soft key and set the active conversation on hold.
-You can reject the incoming call by pressing the soft key Reject.
-You can transfer the incoming call without taking it directly. Press the Transfer soft key or the transfer key 
*.
Incoming calls can only knock, if the the Call waiting indication (CWI) for the extension is activated. To enable CWI for your phone, select Call Waiting Indication in the menu under Call Settings.
Hold a Call
- In order to hold an active call, press the Hold key or push the Hold button 
*.
- To take an incoming call during an active conversation, press the Answer soft key. To reject an incoming call, press the Reject soft key. You can transfer incoming calls directly by pressing the transfer button * or the Transfer soft key.
⇒ The active conversation is now on hold.
Currently, it is not possible to access the central directory during a call on hold.
Toggle
- To toggle between two callers, press the soft key Swap. You can further toggle between the conversations using the navigation keys and confirm your choice by pressing the Resume soft key.
⇒ The active conversation is put on hold and the caller hears a waiting music.
To transfer an incoming call, you have the following options:
Attended Transfer
- After taking the call, press the Transfer soft key.
- Now enter the extension number.
- Press Transfer.
- Announce the incoming call.
- To transfer the call, press the Transfer soft key, then you can hang up.
Unattended transfer
- Press the Transfer soft key during an active call.
- Enter the destination extension number and press the Transfer key.
- Hang up.
If you want to perform a transfer during an active conversation follow the next steps:
Answer the call by pressing the Answer soft key.
Press the Transfer soft key.
Choose the line you want to transfer to.
Confirm with the Transfer soft key for an unattended transfer.
Blind Transfer
- Do not take the incoming call.
- Press the soft key Transfer.
- Enter the number.
- Press the Transfer soft key.
- Hang up to finalise the transfer.
- When transferring a call that is on hold, you have the option to perform an unattended transfer by pressing the soft key Transfer, entering the number and press Transfer again.
Follow these steps to start a conference call:
- Call the first participant.
- Press the Conference soft key.
- Dial the second participant's number.
- Press the soft key Send.
- As soon as the second party answers the call, press the Conference soft key once again to start the conversation with both participants.
You can split ongoing conferences to seperate calls with the soft key Split. Pressing the soft key Manage allows you to mute or remove participants.
A conference call with more than three participants is easily established via the administration portal: Please refer to the administration portal manual for more information.
The Do Not Disturb (DND) function rejects incoming calls automatically.(Incoming calls will be shows as "missed calls").
To activate the DND-mode on your telephone:
- Push the DND soft key will enable the DND mode.
Your telephone is in DND mode as soon as the display shows 
. If the DND mode is activated, the caller will be IMMEDIATELY transferred to the target of the call forwarding "after time".
The Completion of Calls on No Reply (CCNR) creates a callback in case a person cannot be reached (e.g. the person is not on its desk or busy) at the moment.
To use this function, the CCNR function has to be enabled in the administration portal and in the phone extension. Click on the CCNR check box under Administration / Profile to activate the function.
Activate a callback
A caller generates automatic connection establishment within the private branch exchange (PBX) to a previously busy party (only internally). If the the other party cannot be reached, the caller can use the callback function.
- In order to activate the function, insert *5 into your key pad. An acoustic confirmation will finalize the activation.
- As soon as the other party is available again, your end device receives a callback generated by the PBX. As soon as you answer the callback, the PBX sends out a call to the number you tried to reach initially.
Erase Callbacks
- If the callback is no longer needed, all call backs can be erased by entering the **5 code into the key pad. An acoustic confirmation finalises the erase.
Initial Set-up
When accessing the voice mail system for the first time, set up your personal voice mail.
- Press the message key on the telephone or dial the extension assigned by the administration portal to access the voice mail menu.
- Then select “0 Mailbox Options” to set up your voice mail box.
- Now press “1” to record a message in the event you are unavailable.
- Now record your message and press “#” to end the recording.
- Press “1” to accept the recording, “2” to replay the recording, and “3” to record a second time.
Access the voice mail
- Press the Message key 
or dial *791 to access the voice mail.
- Enter your extension you saved in the administration portal and your voice mail pin to access the voice mail options.
You can install your personal voice mail announcement for every extension via the administration portal. These files have to be in .mp3 or .wav format.
Send voice mail messages to your email account via the administration portal.
For more detailed information, refer to the voice mail leaflet.
The basic function of “Hot desking” allows cancelling the registration of existing users and registering new users to your end device. This function is useful when employees frequently change their work station but don’t take along their end devices. After completing registration, your configuration is automatically copied to the new telephone.
Step 1: Cancelling the registration of the current extension
Menu -> Phone settings -> Logoff extension -> Yes
Step 2: Registering the new extension
Menu-> Enter the extension number -> Send-> Enter voice mail PIN -> Send -> OK
Loggin in and off may take a few moments.
The Polycom VVX 101 and VVX 150 do not support XML. Hot Desking is not available on these devices.
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You can use various features of the telephone system via the end device as well as via Ncontrol or the administration portal (also refer to the administration portal manual).
After pressing the Menu key you have the following options:
Call settings
Call waiting indication: define whether this function should be activated.
(optional, depending on settings on the administration portal) Timeout: set the ringing time.
(optional, depending on settings on the administration portal) Intercom: the intercom function enables speaking directly to a linked extension through the system, without dial tone and ring tone.
Caller ID block: set your entire number to be shown to the party being called, the switchboard number to be displayed or all caller ID information to be blocked.
Call forwarding: activate the function Call forwarding
Parallel call: configure another telephone or your mobile phone to ring in addition to your telephone when a call comes in. You can then answer the call with one of the two telephones.
Call forwarding: profiles
Here you can select your preconfigured call forwarding profiles.
For details, please refer to the Ncontrol manual.
You can edit the default profile directly via your device.
For details, please click here.
Telephone settings
Automatic redialling
Suggests number (if necessary, remove function)
Ring tone
Define as primary device
Logoff
Queues
Queues can be enabled or disabled; for set-up see administration portal manual)
Navigation
Use the navigation keys to mark the desired selection and press .
You can alter the configuration of the freely assignable function keys via ncontrol.nfon.net under Configurations - Function Keys. Alteration is also possible via the administration portal. Long names will be displayed in abbreviation.
Extension / telephone number
You can add any extension or telephone number to the busy lamp field.
- You can start a call by pressing the respective busy lamp key. If an internal extension is programmed, you can see whether that extension is currently busy:
If the LED next to the key flashes, the party receives a call.
If the LED is consistently lit, the party has answered a call and is currently busy.
If the LED next to the respective key flashes, you can take the call by pressing the respective key next to the flashing LED.
Intercom
You can add any extension in the PBX system and then use this function key to directly communicate with this extension through the intercom. The other party must have the intercom activated on their device. Intercom refers to a conventional intercom system (similar to walkie-talkies) directly connecting you to the other party’s speaker by pressing the assigned function key.
Additional functions via * codes
Entering various codes (as listed on the following page) allows you to additionally program functions such as call transfer to the keys.To do so, simply enter the code with the desired number in the entry field.
Function codes
Control codes allow direct access to the telephone system’s functions. The following codes apply:
| Code | Description |
| **## | Restart devices, only for snom devices! |
| #+n | Use outside line "n" to call the telephone number ("n" replaces the “0” otherwise required to access an outside line) |
| *1 | Start and end voice recording (if this function is enabled for the extension) |
| *10+profile number | Activation of the call forwarding profile |
| *11+TN | Permanent call forwarding to telephone number (TN) |
| **11 | Cancel permanent call forwarding |
| *12+TN | If not available, forward to telephone number (TN) |
| **12 | Cancel call forwarding if no answer |
| *13+TN | If busy, forward call to telephone number (TN) |
| **13 | Cancel call forwarding if busy |
| *14+TN | If not registered, forward to telephone number (TN) |
| **14 | Cancel forward if unregistered |
| *2+Speed dial | Directly dial the extension/telephone number via speed dial |
| *3 | Pick up the last call ringing in the pick-up groupe |
| *3+EXT | Pick up call coming in to the extension (EXT) |
| *490 | Activate call waiting |
| **490 | Deactivate call waiting |
| *5 | If busy, automatic callback activated |
| **5 | If busy, automatic callback deactivated |
| *55 | Specify primary device within a premium extension (Premium Package) |
| *72+nnnn1 | Call skill service nnnn |
| *73+nnnn1 | Call eFax additional costs will occur |
| *74+nnnn1 | Call time control nnnn |
| *75+nnnn1 | Call group nnnn |
| *76+nnnn1 | Call announcement nnnn |
| *77+nnnn1 | Call queue nnnn |
| *78+nnnn1 | Call conference service nnnn |
| *791 | *791 - Access voice mail for this extension with password *791158 - Access voice mail for extension 158, with the password for 158! *11*791 - Transfer your calls to your voice mail *11*791158 - Transfer your calls to the voice mail of the extension 158 |
| *792 | Access voice mail entering extension number, e.g. for remote enquiry |
| *80 | Activate intercom |
| **80 | Deactivate intercom |
| *80+EXT | Intercom to extension (EXT) |
| *84+nnnn1 | Become member of the queue with service ID nnnn |
| **84+nnnn1 | Leave queue with service ID nnnn |
| *85 | Echo extension |
| *86 | Block caller ID (CLIR) |
| *860 | Show main number as telephone number |
| **86 | Show telephone number incl.direct dial (CLIP) |
| *87 | Subscribe to Skill-set |
| **87 | Unsubscribe to Skill-set |
| *9+Project Number | Define a project number for outbound calls. (Note: The project number is only valid for the very next outbound call) |
| Function codes for conference rooms during an active conference. | |
| ** | Help |
| *2 | Activate or deactivate mute |
| *3 | Express your needs |
| *5 | Activate or deactivate mute of all participant |
| *6 |
|
| 1) nnnn is the four digit Service ID with leading zeros (0). For example, in a callgroup, IVR, eFax, etc. This means: is the Service ID "1", "0001" must be entered when entering the function code. |
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You need your phone's IP address for example for configuration of the CTI client.
- Press the home button 
, then go to settings -> 4 status -> 2 network -> 1 TCP/IP parameter.
Where can you get help?
You can use various sources for help concerning your issues. Please use them in the order suggested here:
| NFON AG | Zielstattstraße 36 81379 München Tel.: + 49 89 45 3000 www.nfon.com |
| nfon.com | At nfon.com under Service you can find an overview of all documentation, downloads, blogs and portals as well as help pages and further information. For any feedback to documentation, please contact redaktion@nfon.com |
| portal.nfon.com | The home page of the service site contains various links to manuals, brief instructions, software downloads and templates. Please read these manuals thoroughly. They help you get the most out of your telephone system. |
| support.nfon.com | The NFON AG support website contains detailed FAQs with valuable information pertaining to your telephone system. You can always check the status of your support inquiries and respond to further inquiries. |
| Support hotline for existing customers | If neither the manuals nor the FAQs or other contents of the support website provide a solution, you can open a support ticket by phone. If neither the manuals nor the FAQs or other contents of the support website provide a solution, you can open a support ticket by phone.
|
| Support hotline for test customers | Test customers are routed to a service hotline tailored to their specific needs. Our staff for this hotline is available Monday to Friday from 9 am to 5 pm at +44 20 3740 6740 for UK and +49 89 45 300 553 for Germany. Unfortunately, we are unable to provide support for test customers outside of these business hours. |
 | Support for German customers: portal.nfon.com ~ support.nfon.com ~+49 800 63 66 555 |
 | Support for customers in the UK: portal.nfon.com ~ support.nfon.com ~ Hotline +44 20 3740 6740 |
 | Support for customers in Austria: portal.nfon.com ~ support.nfon.com ~ Hotline +43 2742 7 55 66-555 |
 | Support for customers in France: portal.nfon.com ~ support.nfon.com ~ Hotline +33 01 88 45 38 00 |
 | Support for customers in Italy: portal.nfon.com ~ support.nfon.com ~ Hotline +39 02 99749 920 |
 | Support for customers in the Netherlands: portal.nfon.com ~ support.nfon.com ~ Hotline +31 88 938 2444 |