Poly VVX 300 & VVX 400 – Guide


This guide will cover the use of your Poly VVX 300 and VVX 400 phones.

Your Device Overview

Lines View

The Lines view is your phones default display. This view shows your phone lines as well as your favorites.

Home Button

The Home View is displayed by pressing the Home key. From here, you can access your messages, Directories, as well as the phone’s settings.

For example, if you want to see a list of the available settings and options, tap Settings. Then select the Basic. This option lets you configure several settings including your preferences, call rate, backlight intensity and timeout, ring type, video, login credentials, screen clean, update the phone’s configuration, restart the phone, and clear the phones browser data.

Headset Button

Toggles to indicate whether the phone is in headset mode or not.

Speakerphone Button

This button toggles the unit into hands-free speakerphone mode.

Mute Button

Toggles to indicate whether a feature is muted or not.

Transfer Button

This key allows you to transfer calls to other recipients.

Volume Buttons

These keys adjust the volume of the handset, headset, speaker and ringer.

Hold Button

This key allows you to place a call on Hold.

Using Your Device

Placing Calls

To place a call:

  1. Pick up the Handset.
  2. Enter the 10-digit valid phone number.
  3. Press the Send softkey. Your call will then be placed.

Receiving Calls

To answer a call:

  • Pick up the Handset or you can press the Answer softkey to activate the speakerphone.

To answer an incoming call when you’re already on an active call:

  • Press the Answer softkey. The incoming call is answered, and the original call is placed on hold.

Putting a Call on Hold

To put a call on hold:

  • Press the Hold button or the Hold softkey.

To Resume a Call Placed on Hold

To resume a held call:

  1. Press the Resume softkey.
  2. If you have more than one call on hold, tap the call your wish to continue and press the Resume softkey.

How to Perform a Blind Transfer

A blind (or unannounced) transfer takes place when you transfer a call to someone else without announcing the call first. To conduct a blind transfer while on an active call:

  1. Press the Transfer button and Select the Blind softkey.
  2. Enter the destination to which you wish to transfer the call.
  3. Then, press the Send softkey. This completes the transfer.

Please Note: When performing a Blind Transfer, the caller ID of the transfer recipient will show the information of the contact who you are transferring.

How to Perform a Consulted Transfer

A Consulted (or announced) Transfer is performed when you announce the call to the recipient prior to transferring the call.

To conduct a consulted transfer, while on an active call:

  1. Press the Transfer button. The caller is automatically placed on hold.
  2. Dial the receiving party.
  3. Press the Send softkey to dial out.
  4. Once the receiving party answers, announce the call.
  5. To complete the transfer, press the Transfer softkey again.

Please Note: When performing a Consulted Transfer, the caller ID of the transfer recipient will show your contact information, as you will be announcing the call first. If you prefer to transfer the caller ID as well, you should perform a Blind Transfer.

How to Conduct a Voicemail Transfer

A direct-to-voicemail transfer is performed when you wish to transfer a call directly to another user’s voicemail. To conduct a direct-to-voicemail transfer, while on an active call:

  1. Press the Transfer button.
  2. Then enter Star, Star, followed by the user’s extension and pound (#).
  3. This will complete the transfer to voicemail.

How to Make a Three-Way Conference

To initiate a three-way conference call, while on an active call:

  1. Press the Conference softkey. The first call is placed on hold. Please Note: If you do not see the Conference softkey, press More.
  2. Enter the second 10-digit valid phone number.
  3. When the second party answers, press the Conference softkey again to connect the calls.

Enable and Disable Do Not Disturb

The do-not-disturb feature is used to send all incoming calls to voicemail. To enable do not disturb:

  • Tap the DND softkey.

You will see the Do Not Disturb icon in the top-right corner, indicating that the feature has been enabled. Callers will hear the busy greeting and be sent to your voicemail.

To disable Do Not Disturb:

  • Tap the DND softkey.

Please Note: That once Do Not Disturb is enabled, calls cannot be received until you disable the feature. To disable this feature, repeat the previous steps by pressing the DND softkey.

Enabling Call Forwarding

By default, calls that are not answered will go to voicemail. To forward calls to a destination other than voicemail, enable Call Forwarding. To enable this feature:

  1. Press the Forward softkey on the main screen and then select from the following options:
    • Always Forward, which will forward all incoming calls to a specified forward-to destination.
    • Busy Forward, which will forward calls when the Do Not Disturb feature is enabled, or if your line is busy.
    • No Answer Forward, which will only forward call if you do not answer.
  2. Select the Call Forwarding you wish to enable.
  3. Enter the phone number to which to forward calls to.
  4. Press the Enable softkey when you are done. You will see the Forwarding Indicator on the home screen.

Please Note: When configuring No Answer forwarding, you must also select the number of seconds before the call is forwarded. To configure, select No Answer Forward and enter the number to which to forward calls to. Then, select the number of rings it would take to forward calls. Make your selection and select the Enable softkey when you are done.

How to Park and Retrieve Calls

Call Park holds a call to be picked up on another phone. To park a call, while on an active call;

  1. Press the Transfer button.
  2. Dial *103#. You will be told number where your call will be parked.
  3. Press the Transfer softkey. Your call has now been parked.

To retrieve a parked call, while the phone is idle:

  1. Dial *104#.
  2. Enter the parking spot number where the call was parked.

Accessing Your Call History

You can view your recent Call History and place calls from your Call History lists.

From the Home view:

  1. Tap the Directories icon.
  2. Then, select Recent Calls, and your Call History is displayed.

You can also use your Navigation arrows to quickly access your missed, placed and received calls as well as your favorites.

  • To access your missed calls, press the Down arrow.
  • To access your placed calls, press the Right arrow.
  • To access your received calls, press the Left arrow.
  • And for your favorites list, press the Up arrow.

Please Note: You will need to be on the main screen when using your Navigation arrows to use these shortcuts.

To dial a number, find the desired number, then press the Dial Softkey.

Adding Contacts to Your Directory

To add a new contact to your Directory:

  1. Click on the Home Button.
  2. Select Directories.
  3. Once the Directory screen appears, click on the Add softkey. This will open a window for you to enter all the contact information including name and phone number.
  4. When finished, click Save. Your contact will now be displayed on your Directory List.

To add a new contact to your Directory from Call History:

  1. Click on the Home Button.
  2. Select Directories.
  3. Navigate to the contact you wish you add and click on the info softkey.
  4. You can edit or add any additional information you may want.
  5. When finished. Click Save. You have now added a Call History contact to your Directory.

How to Place a Call from a Shared Line

You can use the Shared Call Appearance feature to share an extension, which is indicated by a different line icon. If two phones share a line, an incoming call to this extension will cause both phones to ring simultaneously. The incoming call can be answered on either phone but not both. Calls on the shared line can be placed on hold, barged in or retrieved from another shared phone.

Please Note: Administrators can configure Shared Line Appearance within your Vonage portal.