Configure features for the HP-Poly VVX 400/411 series phones

Use this guide to learn more about the features and functions of the HP-Poly VVX 400/411 phone series phones.

Function Buttons

These buttons are key to many of the feature processes of the HP-Poly VVX 400/411 phone series phones:

• Navigation Cluster - The navigation cluster is the circular buttons in the middle of your phone. Press up or down to scroll through the options, lists, and menus. Press the center button to select the highlighted item.
• Softkey Buttons - The softkey buttons, located beneath the main display are used to perform various functions that appear directly above them. The softkey functions may change to support your current activity. For example, when you’re on a call, the softkey functions help you manage that call.
• Line Keys - The line buttons indicate the status of your lines and calls. The backlighting lets you know whether a line issome text
  • Idle
  • Ringing
  • In Use
  • On Hold

Make and receive calls

Place a call

1. To place a call using the handset, some text
   1. Pick up the handset. 
   2. Press the Speakerphone key.
   3. Press the Headset key.
2. Enter the number, and then press Send. 

Place a call from home view 

1. Select New Call using the left and right arrow keys. 
2. Enter the phone number, and press Send.

Answer a call 

When you are not on another call, you can answer an incoming call in three different ways:

1. Pick up the handset. 
2. Press the Speakerphone button or select the Answer soft key. 
3. Press the Headset button.
   

End a call

To end a call using the handset:

1. Hang up the handset.
   or
2. Press the End Call soft key. 

Enable calling functions

Place a call on mute

To mute a call:

1. Press the Mute key to mute the microphone during a call.

To unmute a call:

1. Press the Mute key again.

Place a call on hold

Select the call from the calls view and press the Hold soft key or the Hold button.

Resume a call that was placed on hold

To resume the call:

1. press the Resume soft key or the Hold button again to resume the call.

Initiate a conference call

Initiate a conference call, while on an active call:

1. Press the More softkey.
2. Press Conference (confrnc) softkey during an active call.
3. The call is placed on hold.
4. Enter the number of the second party
5. Press the Conference (confrnc) softkey again when the second party answers. All parties are now joined in the conference.    
6. Press the End Call soft key to disconnect all parties. 

During a conference, you can do the following actions: 

1. Split the conference call into two individual calls by pressing the Split soft key. 
2. Place the conference on hold by pressing the Hold soft key. 
3. Manage the conference by pressing the Manage soft key to manage each participant. 

Turn do not disturb on and off

To turn on do not disturb:

1. Press the DND soft key from the home or lines view. 
2. The icon DND appears on the status bar 

To turn off do not disturb: 

1.  Press the DND soft key from the home or lines view. 
2. The icon DND is removed from the status bar. 

Forward a call

To forward a call:

1. Press the Forward soft key from the home or lines view and select the forwarding type to enable. 
2. Enter the number on the keypad.
3. Press the Enable soft key. 

Transfer a call

Blind transfer

To transfer a call to another person without talking to them privately about the caller beforehand. While on an active call:

1. Press the Transfer soft key or the Transfer button. The call is placed on hold.
2. Press the Blind soft key to complete the transfer without waiting for a ring-back tone. 
3. Enter the number you want to transfer to and it is transferred immediately. 

Consultative transfer 

To talk privately about a call before transferring. While on an active call:

1. Press the Transfer soft key or the Transfer button during an active call. The call is placed on hold. 
2. Enter the number you want to transfer to.
3. Press the Transfer soft key or the Transfer button again to complete the transfer when receiving a ringback or after you talk with the other party. 

Direct transfer to voicemail

To transfer a call directly to another user’s voicemail without ringing their phone, while on an active call:

1. Press the Transfer soft key or Transfer button.
2. Enter  *55 on the keypad and follow the voice prompts to enter the user's extension. 
3. Press the Pound (#) key.

Retrieve your voicemail

The Message icon next to a line key indicates that you have a voicemail. 

To retrieve your voicemail

1. Select Messages from the home view or press the Message button and select Message Center. 
2. Press the Connect soft key. 
3. Follow the voice prompts to listen to your voice messages.

Transfer your voicemail messages

Sometimes you receive voicemail messages that are meant for another co-worker or would like for a colleague to listen to information left in a voicemail message. In these instances, it is easiest to simply transfer the voicemail to his or her extension instead of transcribing the information and calling or emailing your co-worker. 

To transfer your voicemail message: 

1. Call your Voice Portal, either by dialing your business phone number or by pressing the message button, if applicable.
2. Proceed to enter your passcode, usually a 4-digit number followed by the pound (#) key. The prompt for the voicemail menu options will begin.
3. Press 1 to listen to your current voice message.
4. Press 9 for additional options.
5. Press 2 to forward the current message. You will be asked to record an introduction prior to sending the message. Once finished, press the pound (#) key. Note: This step is required, and you will not be able to proceed until you record an introduction.
6. Press 3 to forward to 1 or more destinations.
7. You will then be prompted to enter the extension/mailbox ID of the new recipient followed by the pound (#) key.
8. Your voice message will now be sent to the extension/mailbox ID previously entered.
9. Once finished, you can end the call or listen to additional voicemail menu options.

Setting up your extended away greeting

1. Call your Voice Portal, either by dialing your business phone number or by pressing the message button, if applicable.
2. Proceed to enter your passcode, usually a 4-digit number followed by the pound (#) key. The prompt for the voicemail menu options will begin.
3. Press 4 to access the Extended Away Greeting menu.
4. Press 3 to record your Extended Away Greeting. You will be prompted to record your message following the tone. Once finished, click on the pound key (#).
5. To activate your Extended Away Greeting, press 1.
   Note: To deactivate the Extended Away Greeting, follow the steps 1 through 3. When prompted, press 2 to deactivate the Extended Away Greeting.
6. Your Extended Away Greeting has now been activated.