Quick start guide for Poly VVX series phones in zoom App
The following article provides an introduction to the features of Polycom’s phone system. Visit the Polycom support site to find out more about these features.
Notes:
- Zoom Phone features are not available on desk phones.
- Please refer to the relevant guide for desk phones if you are involved in a call delegation setup.
- For the relevant guide for desk phones if you belong to a shared line group
How to make a call
Note:
- By default, Zoom Phone uses the area code that you have set in your Zoom Phone settings if you dial a number without an area code.
- The Zoom desktop client and mobile app will sync your status while you are on a call. You’ll be able to see your Zoom contacts while you’re on a call.
- Be sure Zoom Phone can outbound call an international number.
- Your Zoom Phone admin must create a digit map / dial plan by using a provision template in order to make your desk phone dial a number automatically after dialing.
- You can customize the appearance of line keys and set your default outbound caller ID for desk phones through line key settings.
A handset can be used to make an outgoing call as follows:
- Take the headset off the phone.
- (Optional) Select the line for the call if you have more than one:
- VVX series with physical line keys:
- Press the line key.
- VVX series with a touch screen:
- At the top of the page, tap the drop-down menu and choose a line key.
- Utilize the on-screen or physical dial pad to dial a number.
- Place the call as follows:
- VVX series with physical line keys:
- Click Send.
- VVX series with a touch screen:
- On the touch screen, tap the icon for the phone.
In order to use the speakerphone, follow these steps:
- It is usually located to the right of the physical dial pad, where the speakerphone button can be accessed.
- You may select a line from one of your multiple lines, if you have more than one:
- VVX series with physical line keys:
- Press one of the line keys.
- VVX series with a touch screen:
- Select the line key you wish to use from the drop-down menu on top of the screen.
- Use the physical dial pad or the on-screen dial pad to dial a number.
- To make the call:
- VVX series with physical line keys:
- Click Send.
- VVX series with a touch screen:
- Touch the phone icon.
How to search the company directory
Note:
- If the company directory isn’t supported by your desk phone, you will not be able to use it.
- It is also available when you are on the phone.
- You can manually restart your phone or ask your administrator to resync your device if you cannot access the company directory.
- From the home screen of the phone, press Directory.
- Click on Corporate Directory.
- You can search your company’s Zoom Phone directory by entering a name or extension number, and then clicking Submit.
Note: - Result results might appear slowly at first.
- Click Dial after selecting a phone user.
How to receive a call
The caller ID name and number will show up in the call notification whenever you receive an incoming call. Whether you received a call delivered directly to you or directed to your main company number, or if it was delivered to a call queue you have access to, the call notification appears the same on Polycom phones.
Note:
- Incoming call notifications for Zoom’s desktop client and mobile app provide more details so you can determine whether a call is from a direct number, a company number, or a call queue.
- Zoom’s mobile app and desktop client will be able to sync with your in-call status while in a Zoom call. The contacts you have within Zoom will be able to see that you’re in a Zoom call.
How to place a call on hold
VVX series with physical line keys
- You can hold a call by pressing Hold or by pressing the hold button.
- You can resume the call by pressing Resume or the hold button.
VVX series with a touch screen
- Tap Hold when you are on a call.
- You can resume the call by tapping Resume.
How to transfer a call
VVX series with physical line keys
- Transfer or the transfer button should be pressed while in a call.
- You have several options:
- Consultative transfer (also known as warm transfer):
- During the transfer, put the call on hold. If you want to make sure the call is transferred to the correct party before talking to the answering machine, this option is useful.
- Blind transfer (default):
- Hang up immediately after transferring the call.
- Select or dial the recipient number. Call the extension number of an internal Zoom Phone user.
- Transfert the information:
- Blind transfer:
- Click the phone icon.
- Consultative transfer:
- Click Transfer.
VVX series with a touch screen
- Tap Transfer in the middle of a call.
- Choose a transfer method using the top-right button:
Note: - The default option is blind transfer. You do not need to tap the button to make a blind transfer. You can carry out a consultative transfer (warm transfer) through a press conference.
- Blind transfer (default):
- Make the transfer immediately and hang up.
- The consultation transfer (also called the warm transfer) involves placing the call on hold while you complete the transfer. You may want to use this option if you need to get through an automatic answering machine for your caller or if you wish to speak to the person you will be transferring to before your call is put on hold. Click on the Conference icon. Depending on the circumstances, the transfer party may accept the call before calling back and he or she may cancel the call after consulting with the transfer party. As soon as the person is in consulting mode, he or she can now transfer the call and hang up.
- Simply call the number you desire and hang up. You can also dial an internal extension number to transfer.
- Once the transfer is complete:
- Blind transfer:
- Press the phone icon.
- Consultative transfer:
- Tap on Transfer.
How to start a three-way call
VVX series with physical line keys
- Give me a call.
- Tap the Conference button.
A hold will be placed on the current call. - If you wish to add a number to the call, enter or select it, then click Send.
It will start a new call. - To combine the two belts, use Tap Conference.
VVX series with a touch screen
- Call now.
- On the call screen, tap Confrnc.
A hold will be placed on the current call. - Tap the phone icon, then enter or select the number you want to include in the call.
You will be connected. - Combine the two calls into a three-way call by tapping Confrnc.
How to view call history
VVX series with physical line keys
- Press Recent Calls then Directories from the home screen.
- Navigate the call history using the directional pad.
- The Type button sorts call entries according to their type (missed, received, or placed).
- You can call back by pressing the Call button.
VVX series with a touch screen
- On the home screen, tap the clock icon.
- Navigate the call history with the touch screen.
- You can filter your calls by line (if you have more than one line) or by type (missed, received, or placed) by tapping the filter icon.
- You can also call back the number on the caller ID.
How to check voicemail
Note:
Your desk phone can be used to play shared voicemail, but you cannot determine whether it is from a shared inbox. You can identify shared inboxes by using Zoom’s desktop client, mobile app, or web portal.
- You can access the voicemail message center by following these steps:
- VVX series with physical line keys:
- Choose Messages from the home screen or by pressing the voicemail button.
- VVX series with a touch screen:
- Select Mail from the home screen.
- You can also access voicemail by dialing *86.
- You can reach the Message Center by using the navigation pad or touch screen.
- Simply tap or press Connect.
- To access your voicemail, dial your PIN followed by #.
- Press one of the following keys:
Key Description 1 Play all voicemail messages starting with your new (unplayed) messages. 2 Record a voicemail greeting. The greeting will be added to your Zoom Phone audio library. Note:
- Voicemail greetings can also be recorded in the Zoom web portal.
- You can manage your voicemails by following the prompts.
How to set status to DND (do not disturb)
To block incoming call notifications on your desk phone, set the phone’s status to DND.
Note:
- You can only set DND on the phone that you set it on. Zoom’s desktop client or mobile app do not sync this status with other desk phones.
- DND mutes sound notifications, but still displays visual notifications on the phone’s screen.
- On the home screen, tap or press DND.
The DND icon appears at the top of the screen. - You can reset your status by pressing the same button.
How to use line keys
In these scenarios, your phone will show multiple lines:
- There are multiple direct phone numbers on your account.
- A call delegation setup assigns you the role of the delegate to make and receive calls for another user.
- A shared line group assigns you this role.
Line key labels
Note:
Change their labels and order by customizing your line keys. Depending on the number of direct numbers or shared lines, line keys are labeled differently by default:
- The line key label will display your name if you have only one direct number or if you have no direct number.
- The line keys will display the direct number if you have more than one.
- See our desk phone guide for call delegation if you have call delegation.
Select a line before making a call
- Choose a line:
- VVX series with physical line keys:
- On the home screen, touch the line key. A solid green light indicates that you are using it.
- VVX series with a touch screen:
- Push the physical line key.
- The speakerphone button is usually located to the right of the dial pad if your phone has one. Use the headset or speakerphone button.
- You can also use the onscreen or physical dial pad.
- To place a call:
- VVX series with physical line keys:
- Tap Send.
- VVX series with a touch screen:
- Touch the phone icon on the touch screen.
How to clear warnings
- Press or tap Settings from the home screen.
- Select Status > Diagnostics > Warnings.
An issue list will appear. - Choose the Clear button.
Your phone’s top bar will be cleared of the icon. If the issue is not fixed, the Warnings page will still display the warning. For more information, contact your Zoom Phone administrator.
Other features
You can find additional information on desk phone features not covered in this quick start guide in the following articles:
- Delegating calls
- Using shared line groups
- With hot desks