Polycom realpresence trio 8800 System User's Manual

Version

Written/Reviewed By

Date

0.1

Ronan Dunphy

15

th

March 2019

0.2

Ronan Dunphy

28

th

March 2019

Polycom Trio 8800 Room

Conference System User Guide

1

Contents

Quick Tips for the Polycom Trio 8800 Room Conference System .......................................................... 2

Overview ................................................................................................................................................. 3

Polycom Trio 8800 Conference Phone .................................................................................................... 3

Polycom Trio 8800 Home Screen ............................................................................................................ 4

Audio Calling on the Polycom Trio 8800 ................................................................................................. 6

Placing a call using “Dial A Number”................................................................................................... 6

Placing a call using “Redial” ................................................................................................................ 7

Placing a call using “Recent Calls” ....................................................................................................... 7

Placing a call using “Favourites” ......................................................................................................... 8

Placing a call using “Contacts” ............................................................................................................ 9

Active Call Management ....................................................................................................................... 11

Answering an Incoming call .............................................................................................................. 11

Ending an Active call ......................................................................................................................... 11

Placing a call on Hold ........................................................................................................................ 12

Transferring an Active call................................................................................................................. 12

Using a Screen with the Polycom Trio 8800 ......................................................................................... 13

Video Calling on the Polycom Trio 8800 ........................................................................................... 14

Presenting to the Screen outside of a Call ........................................................................................ 15

Presenting to the Screen without Skype for Business ...................................................................... 17

Conference Call Functionality ............................................................................................................... 18

Setting up an Ad Hoc Conference Call .............................................................................................. 18

Managing Users in a Conference Call ............................................................................................... 20

Adding a Meeting Room to an Active Call ........................................................................................ 22

Creating a Scheduled Conference Call

.............................................................................................. 23

Joining a Scheduled Conference Call ................................................................................................ 31

Presenting in a Conference Call ........................................................................................................ 32

2

Quick Tips for the Polycom Trio 8800 Room Conference System

Please find more information about Polycom Devices and Skype for Business at www.dit.ie/aadlt/ictservices/staffitservices/telephony/unifiedcommunications/

To Mute the Microphone

» Press Mute on the screen or press the Mute

keys located at the corners of the phone.

To Adjust the Volume or Ringtone

» Press the Volume up + or Volume down –

buttons beside the phone screen.

To Answer an Incoming Call

» To answer an incoming video or audio call

press the “Answer” button.

To End an Active Call

» To end an active call press the “Hang Up”

button.

To Place a Call on Hold

» To place an active call on hold press the

“Hold” button.

» To take a call off hold press the “Resume”

button.

To Transfer an Active call

» To transfer an active call press the “Transfer”

button.

» Type the number you wish to transfer to and

press the “Dial” button. Alternatively select the

user from the contacts directory. The call will

then transfer automatically.

To Dial A Number

» Press the “Dial A Number” button.

» Enter the phone number using the keypad.

Note: This can be a full external phone number

or a 4 digit internal extension.

» Once the number is entered press the “Dial”

button, alternatively the number will dial

automatically after you stop typing.

» To stop calling press the “Hang Up” button.

To Call a TU Dublin City Campus Contact

» To search for a user in TU Dublin City Campus

press the “Contacts” button.

» Press the “Search Contacts” box.

» Type the name of the user you are searching

for. All matching contacts will automatically

appear.

» Press on the contact to show options.

» Press the “Dial” button to place a call.

» To view more information about the user

press the “View” button.

To Join a Scheduled Conference Call

» To join a Scheduled Conference Call press the

“Meetings” button.

» A list of Scheduled Conference Calls will

appear. Press the meeting you wish to view

information for.

» Click the “Join” button to join the meeting.

To Start an Ad Hoc Conference Call

» To start an Ad Hoc conference call press the

“Meet Now” button.

» To add users to the call click the “Add” button.

» Type the number you wish to add to the

conference call and press the “Dial” button.

» Alternatively you can select a user to add to

the conference call using the contacts or recent

calls list.

» Any joined participants will be listed on the

phone screen.

To Stop Video on an Active Call

» On the active call screen press the “Stop My

Video” button.

To Present in a Meeting Room

» On the device you wish to present from,

search for the Meeting Room account in the

Skype directory.

» Right click on the Meeting Room and select

“Send an IM”.

» On the IM window press the “Present” icon

and select the desktop or program you wish to

present and press the “Present” button.

» On the conference phone screen press the

“Accept” button to allow the content to be

displayed on the screen.

3

Overview

TU Dublin City Campus utilises the Polycom Trio 8800 Room Conference System in conjunction with

Microsoft’s Skype for Business for audio and video conference facilities in its meeting rooms. This

document outlines the various features and procedures for using the Polycom Trio 8800.

Polycom Trio 8800 Conference Phone

1. Touchscreen. Select items and navigate menus on the touch-sensitive screen.

2. NFC. (Near Field Communication) Enables easy connection to Bluetooth-capable mobile

phone or tablet.

3. USB Port. Enables connection to USB flash drive or connection to a computer via USB cable.

4. Device Port. Connects to a mobile or tablet device using a USB device cord.

5. Speaker and Microphones. Provides audio for the ringer and speakerphone and sends your

audio to the far-end.

6. Mute Key. Mute the microphones during calls and conferences. The key glows red when

activated.

7. Volume Keys. Adjusts the volume of the audio from the speakerphone and ringer.

4

Polycom Trio 8800 Home Screen

1. Quick Access Menu. This menu can be used to access phone features at any stage.

2. Phone Number. This is the direct dial phone number or DDI associated with the conference

phone.

3. Date and Time. Displays the current date and time.

4. Dial A Number. Used to initiate and audio call, either to a 4 digit internal extension or an

external phone number.

5. Meetings. Displays a list of scheduled meetings. Scheduled Skype for Business meetings can

be joined from the Meetings app.

6. Present. Provides information on how to present documents or desktops from a computer

to the Polycom Trio 8800 video display.

7. Meet Now. Used to initiate an Ad Hoc Skype Meeting.

5

8. Contacts. Contacts can be used to search for TU Dublin City Campus staff in the Skype for

Business directory.

9. Recent Calls. Provides a list of recently placed and received calls.

10. Favourites. A list of other Conference Room systems in TU Dublin City Campus allowing

quick dialling by clicking the relevant contact.

11. Back. Press the back arrow to return to the previous screen.

12. Home. Pressing the key will return to the Home screen.

6

Audio Calling on the Polycom Trio 8800

Placing a call using “Dial A Number”

Step 1: Press the “Dial A Number” button.

Step 3: Once the number is entered press the

“Dial” button, alternatively the number will

dial automatically after key input stops.

Step 2: Enter the phone number using the

keypad. Note: This can be a full external DDI

or a 4 digit internal extension.

Step 4: The call will begin ringing. To stop

calling press the “Hang Up” button.

7

Placing a call using “Redial”

Step 1: The “Redial” option will appear on the

Home Screen once a call has been placed

using the phone.

Placing a call using “Recent Calls”

Step 1: Press the “Recent Calls” button.

Step 2: To place a call to the last dialled

number simply press the “Redial” button.

Step 2: Press the contact or number on the

list you wish to call.

8

Step 3: To view more information about

contacts in the “Recent Calls” list press the “i”

button beside the contact.

Step 4: To call the contact press the “Dial”

button.

Placing a call using “Favourites”

Step 1: Scroll left or right on the Favourite

contacts list by pressing the arrows.

Step 2: Once you have found the correct

favourite contact press the icon to dial the

number.

9

Placing a call using “Contacts”

Step 1: To search for a user in TU Dublin City

Campus press the “Contacts” button.

Step 3: Type the name of the user you are

searching for. All matching contacts will

automatically appear.

Step 2: Press the “Search Contacts” box.

Step 4: Press the down arrow or on the

contact to show the available options.

10

Step 5: Press the “Dial” button to place a call

to the user.

Step 7: If the user is using Skype for Business

you will have the option to place a “Skype”

call, call the users direct dial number or call

their voicemail directly.

Step 6: To view more information about the

user press the “View” button.

Step 8: If the user is not using Skype for

Business all options may not appear.

11

Active Call Management

Answering an Incoming call

Step 1: To answer an incoming video or audio call press the “Answer” button.

Ending an Active call

Step 1: To end an active call press the “Hang Up” button.

12

Placing a call on Hold

Step 1: To place an active call on hold press

the “Hold” button.

Transferring an Active call

Step 1: To transfer an active call press the

“Transfer” button.

Step 2: To take a call off hold press the

“Resume” button.

Step 2: Type the number you wish to transfer

to and press the dial button. Alternatively

select the user from the contacts directory.

The call will then transfer automatically.

13

Using a Screen with the Polycom Trio 8800

When using the Polycom Trio 8800 to display video or content as part of a Skype call or for

presentation purposes the meeting room display must be switched on the and the correct video

input selected.

Step 1: To power on the display press the

“On” button on the Extron unit. Note: Not all

meeting rooms may have an Extron unit.

Step 2: On the display powers on press the

“AUX VIDEO” button located on the Extron

unit.

Step 3: If using the video camera attached to

the Polycom Trio 8800 confirm that the

privacy cover is open.

Step 4: The Polycom Trio 8800 screen should

now be visible on the meeting room display.

Note: The video camera is disabled by default.

To enable video before a call press the Quick

Access Menu button on the phone screen and

press “Start My Video”.

14

Video Calling on the Polycom Trio 8800

When placing a call using one of the methods highlighted in the previous section video will not be

automatically activated. If the end user device is capable of receiving video i.e. a computer, laptop or

mobile device running Skype for Business or the Skype for Business Web App the following process

can be used to enable video during an active call.

Step 1: If you wish to start sending video press

the “Start My Video” button.

Step 2: if you wish to stop sending video press

the “Stop My Video” button.

15

Presenting to the Screen outside of a Call

The Polycom Trio 8800 can be used to display a computer application, document or desktop to the

display in a meeting room from a TU Dublin City Campus computer through the Skype for Business

client without the need for initiating a conference call. Pressing the “Present” button the Home

screen of the Polycom Trio 8800 will tell a user how to present using this method.

Step 2: Right click on the Meeting Room and

select “Send an IM”.

Step 1: On the device you wish to present

from search for the Meeting Room account in

the Skype directory.

Step 3: On the IM windows press the

“Present” icon.

16

Step 4: From the pop up menu select the

option you would like to present.

Step 5: If you select “Present Desktop”

highlight the desktop you would like to display

and press “Present”.

Step 6: If you select “Present Programs”

highlight the application you would like to

display and press “Present”.

Step 7: On the conference phone screen press

the “Accept” button to allow the content to

be displayed on the screen.

17

Presenting to the Screen without Skype for Business

The Polycom Trio 8800 can also be used to share a computer desktop to the display in a meeting

room from a computer that does not have Skype for Business installed. This can be done using a

micro USB cable and the following procedure.

Step 1: Connect the Polycom Trio 8800 to a

laptop or computer using the micro USB port

located on the left hand side of the phone and

a USB port on the computer.

Step 2: The Polycom Trio 8800 will be

automatically installed as a device on the

computer. Open File Explorer and double click

on the newly installed “People + Content IP”

drive.

Step 3: If running Windows double click on

the “People + Content IP.exe” application. If

accessing on a MAC the “MAC People +

Content IP.app” can be used.

Step 4: The Polycom People + Content IP

application will open. To begin displaying the

computer desktop on the meeting room

display press the “Play” button.

Step 5: To stop displaying content press the

“Stop” button on the People + Content IP

application. Once finished safely eject the

Polycom Trio 8800 from USB devices on the

computer and then remove the cable.

18

Conference Call Functionality

There are two main methods of using the Polycom Trio 8800 for Conference Calling. These are 1. Ad

Hoc Conference Calls and 2. Scheduled Conference Calls.

Setting up an Ad Hoc Conference Call

An Ad Hoc Conference Call can be initiated from the Polycom Trio 8800 immediately and does not

require invitations and meeting requests to be sent to users. The following procedure can be used to

start an Ad Hoc Conference Call.

Step 1: To start an Ad Hoc conference call

press the “Meet Now” button.

Step 2: To add users to the conference click

the “Add” button.

19

Step 3: Type the number you wish to add to

the conference call and press the “Dial”

button.

Step 5: If you do not want to add a user you

can return to the call by pressing the “Back to

Call” banner.

Step 4: Alternatively you can select a user to

add to the conference call using the contacts

or recent calls list.

Step 6: Any participants will be listed on the

active conference call screen.

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Polycom realpresence trio 8800 System User's Manual

Polycom realpresence trio 8800 System User's Manual

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