Polycom VVX 400 Manual

The Polycom VVX 400 is a business media phone featuring a 4.3-inch color touchscreen, support for up to 12 lines, HD Voice, Power over Ethernet (PoE), USB connectivity, integrated Bluetooth, and compatibility with leading unified communications platforms. Below are key sections for safety, features, installation, setup, operation, and troubleshooting.

1. Features at a Glance 2. Installation 3. First-Time Setup 4. Specifications 5. Controls and Settings 6. Connecting Devices 7. Using Phone Features 8. Accessibility Features 9. Care & Cleaning 10. Regulatory Information 11. Troubleshooting

Features at a Glance

Key components: 4.3-inch color touchscreen, handset, base unit, Ethernet ports, USB port, headset jack.

Feature	Description
Display	4.3-inch color touchscreen with adjustable backlight
Audio	HD Voice with wideband audio support
Network	Dual Ethernet ports (LAN and PC), Power over Ethernet (PoE) support
Connectivity	USB port for accessories, Bluetooth for wireless headset
Lines	Supports up to 12 lines with presence indicators
Handset	Wideband handset for high-quality audio
Headset Jack	Standard 3.5mm jack for wired headset
Speakerphone	Full-duplex speakerphone for hands-free calls
Power	PoE (802.3af) or optional power adapter
Mounting	Optional wall mount kit available

Installation

Unpack and inspect contents. Place on stable surface.

Connect network: Use Ethernet cable to connect LAN port to network switch.
Connect PC (optional): Use second Ethernet port to connect to computer.
Connect handset: Plug handset cord into handset jack on phone base.
Power the phone: Use PoE from switch or connect optional power adapter.

WARNING! Use only approved power sources. Ensure network cables are securely connected.

First-Time Setup

Power on phone; follow on-screen prompts.

Network configuration: Phone will attempt to obtain IP address via DHCP.
Server configuration: Enter provisioning server address if required by your system.
User configuration: Enter extension number and credentials as provided by administrator.
Audio adjustment: Test and adjust handset, speakerphone, and ringer volume.

CAUTION! Do not place phone in direct sunlight or near heat sources.

Specifications

Display: 4.3-inch color TFT LCD touchscreen.
Audio Codecs: G.711, G.722, G.729, Opus.
Network Protocols: SIP, RTP, RTCP, HTTP/HTTPS, TFTP.
Ports: Two 10/100/1000 Ethernet ports, USB 2.0, 3.5mm headset jack.
Wireless: Bluetooth 3.0+EDR for headset profile.
Power: IEEE 802.3af PoE or 5V DC power adapter.
Dimensions: 8.7 x 9.1 x 6.3 inches (221 x 231 x 160 mm).
Operating Temp: 32°F to 104°F (0°C to 40°C).

Controls and Settings

Access settings via touchscreen menu or physical buttons. Front Panel: Touchscreen, Mute button, Volume rocker, Home button.

Touchscreen Interface: Home screen with line keys, contacts, call history, settings. Navigation via swipe and tap gestures.

Settings: Audio (ringer volume, handset volume, speaker volume), Display (brightness, timeout), Network (IP configuration, VLAN), Phone (line configuration, ring tones). Advanced: Bluetooth pairing, USB device management, firmware update.

Connecting Devices

Network: Ethernet cable to LAN port. PC: Ethernet cable to PC port. Headset: Wired to headset jack or Bluetooth pairing.

Turn off phone before connecting accessories.
Match cables to ports (Ethernet to LAN/PC ports).
For Bluetooth headset: Enable Bluetooth in settings, put headset in pairing mode, select from discovered devices.

Tip: Use quality Ethernet cables for reliable network connectivity.

Using Phone Features

Supports basic and advanced calling features.

Make call: Tap line key or dial number on keypad, press handset or speakerphone.
Answer call: Tap answer on screen, lift handset, or press speakerphone.
Hold call: Press Hold button during active call.
Transfer call: Press Transfer, enter destination number, press Transfer again.
Conference call: During call, press Conference, dial second party, press Conference again to merge.
Voicemail: Press voicemail key or dial voicemail access number.
Contacts: Add, edit, and search contacts from phone directory.
Call history: View missed, received, and placed calls.

WARNING! Do not expose phone to liquids. Keep vents clear for proper ventilation.

Accessibility Features

Visual alerts: Flashing LED for incoming calls. Audio adjustments: Independent volume controls for ringer, handset, speakerphone. TTY compatibility: Supports TTY devices when connected via appropriate adapter.

Care & Cleaning

Unplug before cleaning. Use slightly damp cloth for screen and body; dry immediately. Do not use abrasive cleaners or solvents.

CAUTION! Do not spray liquids directly on phone. Avoid extreme temperatures and humidity.

Regulatory Information

FCC Part 15: Class A digital device; complies with interference limits for business environments. CE marked for European compliance. Copyright © Polycom, Inc. For support, visit www.polycom.com/support or contact your authorized Polycom reseller.

Troubleshooting

Symptom	Possible Cause	Corrective Action
No power	Power source/connection	Check PoE switch or power adapter; ensure cable is secure.
No network connectivity	Cable/DHCP	Check Ethernet cable; verify DHCP server is available; check VLAN settings.
No audio	Volume settings/connections	Adjust volume controls; check handset connection; test with headset.
Touchscreen not responding	Calibration/software	Restart phone; check for firmware updates; clean screen.
Cannot make/receive calls	Network/configuration	Verify SIP registration; check with system administrator; reboot phone.

Reset: Settings > Administration > Reset to factory defaults if needed.

Service: Contact Polycom support or your system administrator for configuration issues.