Using the Poly CCX 400 Teams Phone at BCIT

The box will contain the phone, an instruction pamphlet, and the hardware components you need to assemble.

Follow the instructions in the pamphlet to assemble your phone.

Connect the network and handset cables to the back of the phone; both are provided in the box. Plug the network cable from the phone into an active wall network drop.

Note: If you have an extra Ethernet cable in your office, you can optionally connect it from the phone to your computer.

When attaching the handset cable, slide the long cord into the phone groove for a secure fit. To keep cables organized, thread them through the hole in the stand.

Pairing your Poly CCX 400 Teams phone for the first time is essential to ensure seamless integration with your Microsoft Teams account. This initial setup allows the phone to sync with your contacts, calendar, and Teams features, enabling you to make and receive calls, check voicemails, and access meetings directly from the device. Proper pairing also allows for software updates and secure connections, ensuring the device operates reliably and securely within your organization’s network.

Use your Microsoft account credentials to sign in to Teams on your Poly CCX 400.

When you first connect the phone, a code will appear on the screen.

1. On your computer or mobile device, go to the website displayed on the phone.
2. Enter the code shown on the Poly CCX 400 phone, and click Next.
   
3. Sign in with your BCIT email, and click Next.
   
4. Enter your usual password, and click Sign in.
   
5. Click Continue to confirm that you are trying to sign in.
   
6. You’ll see a confirmation message indicating that pairing has started.
   
7. The phone will retrieve your Microsoft account information, which may take a few minutes. Once it finished, follow the on-screen prompts until it reaches the main screen.
   

The Poly CCX 400 phone is designed primarily as a personal desk phone for Microsoft Teams, so it typically supports a single user’s account at a time. It isn’t designed for multiple simultaneous users with separate profiles. However, in shared workspace scenarios, users can sign in and out to switch between accounts.

Much like a shared laptop, the Poly CCX 400 phone requires a few steps to ensure privacy for each user:

1. Sign-In Requirements: Each user must sign in with their personal credentials when using the device, ensuring that their calls, voicemail, and calendar entries are private.
2. Sign-Out Process: After use, users can sign out to prevent their information from being accessible to others. The phone will then return to a sign-in screen, requiring the next user to enter their own credentials.

You may want to sign out of your Poly CCX 400 phone when stepping away or sharing the device with someone else to keep your calls and messages private. While signing out and in is generally not required, it can be helpful if you’re hot-desking or transferring the phone to another person

Signing out

1. Tap your profile picture on the Poly CCX 400 screen.
2. Select Settings.
3. Scroll down and tap Sign out.
4. When a message box appears, tap OK to confirm you want to sign out.

The screen will return to the login screen displaying a code.

Signing back on

You can sign back in either with the code provided on the website or directly on the Poly CCX 400 phone.

Through website

The steps are similar to when you first paired your phone. However, since the phone has already been paired, your ID is already recognized.

1. On your computer or mobile device, go to the website displayed on the phone.
2. Enter the code shown on the Poly CCX 400 phone, and click Next.
   
3. Since your phone is already paired, your email ID will appear as an option. Simply click on your ID to proceed.
   
4. Click Continue to confirm that you are trying to sign in.
   
5. You’ll see a confirmation message indicating that pairing has started.
   
6. The phone will retrieve your Microsoft account information, which may take a few minutes. Once it finished, the main screen will appear.

Through Poly CCX 400 phone

1. On your Poly CCX 400 phone, tap on Sign in on this device.
2. Enter your BCIT email address, then tap Sign in.
3. Enter your usual BCIT password, then tap Sign in.
4. Wait a few moments for the main screen to appear.

1. To make a call, pick up the handset or tap on Calls on your phone screen.
2. Tap the Dial Pad icon.
3. On the DIALPAD screen, enter the number, then tap Call to place your call.
4. To call a contact, go to the PEOPLE screen and start typing the contact’s name. When their name appears, tap the Phone icon to call them.

You can adjust the call volume and toggle speakerphone using the physical buttons on the side of the Poly CCX 400 phone.

1. While on an active call, tap Hold to place the caller on hold.
2. The caller will hear hold music while waiting.
3. To resume the call, tap Resume.

1. While on an active call, tap Transfer.
2. Select from two options: Transfer now or Consult first. (Refer to this article for details of these options).
3. Follow the prompts on your screen to complete the transfer.

The Microsoft Teams Poly CCX 400 phone allows you to easily bring multiple people into the same call, whether you’re already on an active call or starting a conference call from the beginning.

Start a conference call from the beginning

1. To make a conference call, pick up the handset or tap on Calls on your phone screen.
2. Tap the Dial Pad icon.
3. On the DIALPAD screen, enter the numbers, then tap Call to place your call.
4. Or go to the PEOPLE screen and start typing the contacts you want to call. Once all their names appear, tap the Phone icon to call them.

Add a participant to an active call

1. While on an active call, tap the People icon.
2. Select Add people.
3. Enter the name of the person, then tap the checkmark.
4. The phone will call the added person automatically.

You can forward calls from your Poly CCX 400 Teams Phone to another number or voicemail. This ensures you never miss important calls, even when you’re away from your desk.

1. Tap your profile picture on the Poly CCX 400 screen.
2. Select Settings.
3. Select Calling.
4. Tap Call Forwarding to enable it. The toggle will switch to the right.
   
   
5. Tap Forward to.
   
6. If the current destination is set to Voicemail but you want to forward calls to another contact or number, tap on Contact or number.
   Note: If a forwarding contact or number has already been set up, tap New contact or number to change the destination.
   • If you want to forward calls to a contact, begin by typing the person’s name. When the correct name appears, tap it to select. The contact’s name will now be listed as your call forwarding destination.
     
   • If you want to forward calls to an external number, enter the phone number. When the number appears next to the people icon, tap it to select. The number will now appear as your call forwarding destination.
     
7. When you return to the previous menu, it is recommended that you enable the display of your call forwarding status:
   • Tap on Display call forward on home-screen. This allows others to see that your calls are being forwarded when they check your phone.
     
8. To turn off call forwarding at any time, tap Call Forwarding again. The toggle will move to the left, and the feature will be disabled.
   

1. Tap Voicemail on the phone screen.
   
2. Select the message to review.
   
3. Tap Play to listen. Tap the Phone icon to return the call or tap the Trash Can to delete. Confirm by tapping DELETE.
   
4. Tap Home to return to the main screen when done.
   

1. Tap Calendar on the phone screen.
2. Review your calendar on the next screen, and tap Home to return to the main screen when done.
   

Setting a PIN on your Poly CCX 400 Teams phone adds an essential layer of security, protecting your calls, contacts, and voicemail from unauthorized access. With a PIN in place, only you can unlock the device, ensuring that sensitive information, meeting details, and your call history remain private. This is especially important in shared or public workspaces, where securing personal and organizational data is a priority.

Note: A PIN will prevent others from viewing your calendar or placing calls, but calls will still ring through.

Setting up a PIN

Set up a PIN so that it is required when unlocking the device.

1. Tap on your profile picture on the phone screen.
2. Tap Settings.
3. Scroll down and tap Device settings.
4. Tap Phone Lock.
5. Tap Enable Phone Lock.
   
6. Enter and confirm new 6-digit PIN, then tap OK.
   
7. Press the back arrow key and a message will pop up asking you to confirm the changes. Tap SAVE.
   
8. Your phone lock is now enabled. At this Phone Lock screen, you can also change your PIN, and select the phone lock timeout duration for after your screen turns off.
   
9. When your phone has locked, your screen will show the Poly black background. Swipe up to open, and it will require you to enter you PIN to turn on your phone.
   

Removing a PIN

1. Tap on your profile picture on the phone screen.
2. Tap Settings.
3. Scroll down and tap Device settings.
4. Tap Phone Lock.
5. Tap Enable Phone Lock.
   
6. It will require you to enter your current 6-digit PIN. Tap OK when done.
   
7. Your Phone Lock is now disabled, and greyed out.
   

If your line exists only on a physical phone, delegation must be set up directly through the phone.

Adding delegate

Adding delegates allows you to assign others to make and receive calls on your behalf or manage call settings when you’re unavailable.

1. Tap your profile picture on the Poly CCX 400 screen.
2. Select Settings.
3. Select Manage delegates.
   
4. Tap Add delegates, then search for the contact you want to add.
5. Choose the contact and configure their delegate permissions:
   • Make calls
   • Receive calls
   • Change call and delegate settings
   • Join active calls
   • Pick up held calls
6. Tap the checkmark to save.

The phone will add the selected contact to your delegates list.

Removing delegate

If you no longer need someone to manage calls or settings on your behalf, you can remove them as a delegate directly from your phone.

1. Tap your profile picture on the Poly CCX 400 screen.
2. Select Settings.
3. Select Manage delegates.
   
4. Locate the delegate you want to remove from your list.
5. Select the delegate, then choose Remove delegate.
6. Confirm your selection by tapping the checkmark.
   

Note: The delegate may still appear temporarily on your screen after removal. Return to the home screen and check again to confirm they have been successfully removed.

The delegate will be removed from your list, and they will no longer have access to manage your calls or settings.