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University Telephone System

Using Your Phone

Table of Contents

Which Phone Do I Have?

Take a look at the pictures on the models page. The VVX300 and VVX410 have buttons around the screen, the VVX500 and VVX600 do not. You can also turn your phone over and find the model number on the bottom.

The VVX300s and VVX600s have limited deployment at the University. Please use Quickstarts and videos for the VVX410 for the VVX300; likewise, use VVX500 Quickstarts and videos for the VVX600 phones.

Quickstart Instructions (PDF Guides and Short Videos)

To quickly get up and running with your new Polycom telephone, you may

  • view or download the appropriate Quick Reference Guide below, or
  • view any of four videos with short informational modules (see a list of topics).

For more detailed instructions, please see the sections below titled Using Your Polycom Telephone and Managing Features Via the UVa Telephone System Portal.

Using Your Polycom Telephone

Polycom VVX300/410

Manage features from your phone
(quick instructions)

Polycom VVX500/600 (Touchscreen)

Manage features from your phone
(quick instructions)

Instructions that work on all phone models:

Managing Features Via the UVa Telephone System Portal

These are more detailed instructions for configuring and managing your phone's features by going to the UVa Telephone System Portal. The portal enables you to manage more features than those listed below. Please check out the webpage about the portal for a complete list of topics.

Video Tutorials

The topics covered in the videos below may be accessed and viewed individually without having to view the entire video.

Using Your Polycom VVX300/410 Phone Tutorial (Video) - list of topics covered

  • Course Outline
    • Introduction (:15)
    • Using this Tutorial (:45)
  • Guided Tour
    • The Basics (:14)
    • Softkeys (:21)
    • Line Keys (:39)
    • Navigation Keys (:20)
    • Home View (:25)
    • Feature Keys (:24)
  • Show Me
    • Placing Calls (:37)
    • Receiving Calls (:25)
    • Retrieving Voicemail Messages (:24)
    • Placing Calls on Hold and Resuming Call (:17)
    • Do Not Disturb (:28)
    • Initiating Conference Calls (:34)
    • Performing a Blind Transfer (:24)
    • Performing an Announced Transfer (:28)
    • Performing a Transfer Directly to Voicemai (:30)
    • Accessing Call History (:30)
    • Exit (:20)

Using Your Polycom VVX500/600 Phone Tutorial (Video) - list of topics covered

  • Course Outline
    • Introduction (:15)
    • Using this Tutorial (:44)
  • Guided Tour
    • The Basics (:14)
    • The Touchscreen (:26)
    • The Lines View (:30)
    • Home View (:26)
    • Feature Keys (:24)
  • Show Me
    • Placing Calls (:37)
    • Receiving Calls (:28)
    • Retrieving Voicemail Messages (:30)
    • Placing Calls on Hold & Resuming Calls from Hold
    • Do Not Disturb (:28)
    • Initiating Conference Calls (:28)
    • Performing a Blind Transfer (:25)
    • Performing an Announced Transfer (:31)
    • Performing a Transfer Directly to Voicemail (:31)
    • Accessing Call History (:45)
    • Favorites (:43)

University of Virginia Voicemail Tutorial (Video) - list of topics covered

  • Welcome
  • Voicemail Introduction (:37)
  • Activating Voicemail (:23)
    • Activate from your Desktop Phone (:48)
    • Activate from Another Phone on UVa Grounds (:50)
    • Activate from an Off-Grounds Phone (:42)
  • Recording Greetings (:30)
    • Recording a No Answer Greeting (:57)
    • Recording a Busy Greeting (1:09)
    • Activating and Recording an Extended Away Greeting (1:27)
    • Message Deposit Options (1:30)
  • Retrieving Messages (1:27)
  • Voicemail Options from the User Portal (:37)
    • Voicemail Managment Settings (3:55)
    • Rings Before Greetings are Played (:14)

University of Virginia Telephone System Portal Tutorial (Video) - list of topics covered

  • Course Outline
    • Welcome (:38)
    • Login and Navigation (1:72)
  • Schedules (:72)
    • Time Schedules (1:85)
    • Holiday Schedules (:43)
  • Call Forwarding (:48)
    • Call Forwarding Always (:35)
    • Call Forwarding Busy (:43)
    • Call Forward No Answer (:48)
    • Call Forwarding Not Reachable (:36)
    • Call Forwarding Selective (2:61)
  • Priority Alert (1:76)
  • Simultaneous Ring (3:08)
  • Sequential Ring (4:21)
  • Speed Dial 100 (:90)
  • Call Transfer (1:30)
  • Call Waiting (:40)
  • Voicemail Aliases (:36)
  • Voice Email Management (3:55)
  • Call Detail Reports (:56)

Telephone Number Formats

Numbers with prefix "243" appear as 3-xxxx
Numbers with prefix "924" appear as 4-xxxx
Numbers with prefix "982" appear as 2-xxxx
Numbers with prefix "297" appear as 7-xxxx

If you are trying to reach: Dial:
Police, Fire, Rescue 911 or 9 + 911 (both acceptable)
PLEASE NOTE: In the event that you dial 9-1-1 by mistake, please stay on the line and tell the emergency operator that you have called in error. Abandoned calls can result in a first responder being dispatched to the origin of the call to insure there is no emergency.
Internal Calls (inside UVa) Dial the 5-digit extension (2-xxxx, 3-xxxx, 4-xxxx, or 7-xxxx)
Local Calls (outside UVa) Dial 9 + the seven-digit local number of the party you are calling
Direct Dial Long Distance Calls — US and Canada Dial 9 + 1+ area code + the seven digit number of the party you are calling. If prompted enter FAC followed by # sign
Direct Dial Long Distance Calls — International Dial 9 + 011 + country code + city code + local telephone number of the party you are calling. When prompted enter FAC followed by # sign.
Toll-Free Numbers Dial 9 + 1 + Toll Free Number.
Collect/Third Number Calls (processed by AT&T) Dial 10 + area code + 7 digit number. Ignore the request to input information for a calling card. You will then be prompted for card type and billing information.
Long-Distance Directory Assistance Dial 9 + 1 + area code + 555-1212. If prompted enter FAC followed by # sign.
Local Directory Assistance — Arvonia, Charlottesville, Crozet, Fork Union, Gordonsville, Greenwood, Lovingston, Palmyra, Ruckersville, Schuyler, Scottsville, Stanardsville Dial 9 + 411.
900 Number Calls Cannot be placed.
Student Directory Assistance (Student Locator) Within UVa, dial 4-3363; outside UVa, dial 434-924-3363.
UVa and Health System Directory Assistance

Within UVa, dial 0. Outside UVa, dial 434-924-0311 for UVa information and 434-924-0211 for Health System information.

Analog Dialing Quick Reference Guide

If you are trying to: Dial:
Place Local Calls Dial 9 + 7 digit phone number
Place Long Distance Calls Dial 9 + 1 + 10 digit phone number
Place a Call on Hold
  • While on an active call, perform a hookflash (quickly press and release the hookswitch) or press the flash button
  • Dial *68
  • Press # to park the call against your own extension number
Park a Call (for retrieval from another extension)
  • While on an active call, perform a hookflash (quickly press and release the hookswitch) or press the flash button
  • Dial *68
  • Enter the extension number where you wish to park the call followed by #
  • Hang up
Pick-up a Parked Call
  • Dial *88
  • Enter the 5-digit extension where the call is parked
Transfer a Call
  • While on an active call, perform a hookflash (quickly press and release the hookswitch) or press the flash button
  • Dial the 5-digit extension you would like to transfer to
  • Wait to announce the call if desired or
  • Hang up
3-Way Calling
  • While on a call, perform a hookflash (quickly press and release the hookswitch) or press the flash button
  • Dial the extension or external number you wish to conference in
  • Perform a hookflash (quickly press and release the hookswitch) or press the flash button
  • All 3 parties will be conferenced in together
Check Voicemail
  • Dial *86 or dial 4-4000
  • Enter your password followed by the # sign
  • Follow the prompts

Handling Abusive & Annoying Calls

Telephones are a useful and pleasurable tool for living. When your phone becomes either an annoyance or an object of fear, however, it is time to take action.

In general there are four types of annoying calls:

Indiscriminate "Sales" or Survey Calls (Both Real and Fraudulent)
When used properly, selling and surveying by phone provides a useful service for companies and their customers. When used in a thoughtless or fraudulent manner, these calls become, at the very least, an annoyance.

  1. Remember, your telephone belongs to you. Do not feel obligated to answer questions just because the questioner sounds "official". Don't ever answer questions over the phone that you wouldn't answer if they were asked by a stranger on the street.
  2. Always find out who is calling: ask for the name of the caller and the company they represent.
  3. If you are interested in the product they are selling, find out the company's phone number and mailing address. Offer to call back or ask them to call you again after after have had time to contact the Better Business Bureau.
  4. If responding to a survey and the caller becomes too personal, becomes abusive, or uses vulgar language, this could indicate a fraudulent call. HANG UP! Most surveys do not ask personal questions.
  5. Don't give the caller a friend's phone number. Offer to take the caller's number and have the friend contact them.
  6. It's your phone and your time. If you aren't interested, say so. If the caller is rude enough not to let you go graciously, HANG UP!

Nuisance Calls
Surprisingly, nuisance calls don't just come from strangers. They also come from acquaintances, neighbors, and past/present boy or girlfriends. Generally such calls are made randomly. If you give the caller no satisfaction, the person will usually give up after one or two attempts.

  1. Always use the telephone on your terms, not those of the caller. Don't talk to anyone unless you want to.
  2. Ask the caller to identify himself. Don't play guessing games. HANG UP!
  3. If the caller asks, "Who is this?", don't give your name. Instead, ask "Whom do you want?"
  4. If the caller says he has dialed your number in error, don't give him your name or number. Instead ask for the number he dialed and let him know if he misdialed.
  5. If it is the kind of caller who remains silent after you answer, HANG UP. Some want to listen just to see what you will do, i.e. if you'll get angry or upset. It isn't much fun for them to listen to a dead line.

Abusive, Harassing, or Obscene Calls
Calls of this nature are often meant to infuriate or terrify you.

  1. As with milder nuisance calls, this caller may remain silent for awhile. Don't give them a chance to get started. HANG UP!
  2. If the caller makes an obscene or improperly suggestive remark, hang up. The caller would like nothing better than for you to show your shock, anger, or fear by your demanding to know who they are, what they want, why they are doing this. HANG UP!
  3. Most calls of this type are made to receive a response. If the only response the caller receives is a dead line, he will usually give up and quit calling. HANG UP!
  4. Another method that is sometimes suggested is to keep a whistle beside the phone. When you're sure it's the caller on the phone, give a short, sharp blast, then HANG UP! It gets the point across. The caller won't want to lose his hearing.

Threatening Calls
Calls in this category include extreme cases - bomb threats, threats on your life or property, threats of bodily harm to you or a member of your family. Often you will know the caller and the reasons for his/her making these calls, i.e. anger over a broken relationship, an argument between friends, etc. Sometimes these calls are made a few times to express the caller's anger and then they stop. Other times they are repeated over an extended period of time to harass and frighten you. If the calls continue, then you should contact the Police by dialing 9 + 911.

Prevention Tips

  1. Never tell a caller who you are. They should know who they are calling.
  2. If the caller has dialed the wrong number, let him tell you the number he was trying to dial. Don't tell him your number.
  3. List your phone number by initials and last name only.
  4. Never list your name when advertising something for sale. List your phone number only.
  5. When making a date with someone you just met, get their phone number and call them.

No matter what preventions you take, there may come a time when you receive an annoying call. If that should happen, then the best response is to HANG UP! If you have tried the suggested techniques and they have failed, don't hesitate to contact the Police.

Procedure for Reporting Annoying Calls

Contact the Police by dialing 9 + 911. Provide as much information as possible, i.e. time(s) of day the calls are received, whether the voice is male or female, the approximate age of the caller, whether you notice any background noise that may be significant.

  Page Updated: Monday 2017-02-13 12:26:22 EST