How to use your Phone

This page provides an overview of features, instructions, and quick start videos to help you start using your phones.

Description of the VoIP Phone

The new phone system runs with the 8x8 VoIP (Voice Over IP) service. The phones are the Polycom VVX 400 model. Following is a quick description of the phone keys and features.

Reference Number Feature Feature Description
1
 
Security slot (on top) Enables you to attach a universal security cable lock to your phone so you can secure it to a desktop.
2
 
Reversible tab Secures the handset in the cradle when your phone stand is positioned at a high angle. To secure the handset, remove the tab, reverse it so the protrusion points up, and re-insert it. Position the handset so the protrusion on the tab fits into the slot on the handset.
3
 
Speaker Provides ringer and speakerphone audio output.
4
 
Soft keys Enable you to select context sensitive keys that display along the bottom of the screen.
5
 
Transfer key Transfers an active call to a contact.
6
 
Dialpad keys Enable you to enter numbers, letters, and special characters. You can also use the dialpad keys to select menu items that have index numbers.
7
 
Messages key Enables you to access and manage instant and voice messages.
8
 
Hold key Holds an active call or resumes a held call.
9
 
Microphone Transmits audio to other phones.
10
 
Volume keys Adjust the volume of the handset, headset, speaker, and ringer.
11
 
Mute key Mutes local audio during calls and conferences. The key glows red when activated.
12
 
Speakerphone key Enables you to place and receive calls using the speakerphone. The key glows green when activated.
13
 
Headset key Enables you to place and receive calls through a headset. The key glows green when an analog headset is activated, and blue when a USB or Bluetooth headset is activated.
14
 
Navigation key/ Select key Scrolls through information or options displayed on the phone’s screen. Selects a field of displayed data.
15
 
Home key Displays the Home screen from other screens, and displays the Lines and Calls screens from the Home screen.
16
 
Line keys Enable you to select a phone line, view calls on a line, or quickly call a favorite contact.
17
 
Screen Shows a 3.5-inch diagonal screen with a backlight that enables you to view menus and data.
18
 
Message waiting indicator Flashes red to indicate when you have new messages.

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Answer a call

There are several ways to answer a call:
  • Lift the handset
  • Answer softkey
  • Speaker Phone button
  • Headset button

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Make a call

To make a call:
  1. Lift the handset, or press the Speaker Phone or Headset Button
  2. Dial the extension or phone number
  3. The number will dial automatically in three seconds or press "Send"
  4. When the call is complete, return the handset or press "End Call"

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Call waiting

If you want to receive a second call:
  1. A second call coming in will display on the screen
  2. Ask your existing caller to hold
  3. Press the "Answer" softkey, which will automatically put the original call on hold and switch to the new call
  4. A line key button to the left of the phone display will flash red
  5. Press the flashing red line key to return to the original call

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Hold and Resume call

To place a caller on hold:
  1. Press the "Hold" softkey
  2. Press the "Resume" softkey to return to the call

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Three-way conference call

To set up a three-way conference call:
  1. Start by calling your initial participant
  2. When that person is on the line, press the "More" softkey
  3. Press the "Conference" softkey
  4. Dial the second number and press "Send"
  5. After the second participant picks up, press "More"
  6. Press the "Conference" softkey
  7. Both callers will now be on the line
  8. You can split the line by putting the call on "Hold"
  9. By clicking the appropriate Line button, you can talk individually to each of the callers

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Make a Warm transfer call

A warm transfer lets you first confirm with the person to whom you are transferring the call:
  1. Press the "Transfer" softkey. This automatically places the caller on hold
  2. Dial the number or extension where you would like to transfer the call
  3. Press "Send"
  4. When the call is answered, confirm that it is okay to transfer the call
  5. Press "Transfer" again to transfer the caller

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How to setup a Blind transfer call

A blind transfer lets you transfer a call without verifying if the recipient is available:
  1. Press the "More" softkey twice. This automatically places the caller on hold
  2. Press the "BlindXfer" softkey
  3. Dial the number or extension where you would like to transfer the call
  4. Press "Enter"
  5. The call is transferred

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Transfer a voice message

You can only transfer a voice message to another internal extension:
  1. Press the "More" softkey twice
  2. Press the "XfrVM" softkey
  3. Dial the extension where you would like to transfer the voice message
  4. Press #
  5. The voice message is transferred

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Access voicemail

To access your voicemail:
  1. Press the voicemail button
  2. Press the "Connect" softkey
  3. Follow the voice prompts to enter your password and access voicemail





8x8 Voicemail Reference Guide

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Contact directory

To access your saved contacts or create a new contact:
  1. Press the Home button
  2. A menu will display
  3. Select the "Directories" option
  4. Select option 1: Contact Directory
  5. Your saved contacts will display
  6. Press the "Add" softkey to add a contact
  7. Enter the information and "Save"

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Speed dial

To assign a speed dial number to a contact:
  1. Press the Home button
  2. A menu will display
  3. Select the "Directories" option
  4. Select option 1: Contact Directory
  5. Select the contact you want to set up for speed dial
  6. Press "Info"
  7. Press "Edit"
  8. Scroll down to "Favorite Index"
  9. Type in a number to associate for speed dial (i.e., type in "1")
  10. Press "Save"
  11. Press the Home button
  12. Your speed dial selections will be listed on your main display

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Additional resources

Quick user guide: http://sims.8x8.com/Documents/710911_4_Polycom_VVX_400_Quick_User_Guide.pdf

Polycom user information: http://plcmtechnet.com/node/169796

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