Polycom RealPresence Trio 8500 User manual

USER GUIDE 5.5.2 | September 2017 | 3725-20598-006A

Polycom

®

RealPresence Trio

™

Solution

Copyright

©

translated into another language or format, or transmitted in any form or by any means, electronic or

mechanical, for any purpose, without the express written permission of Polycom, Inc.

6001 America Center Drive San Jose, CA 95002 USA

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®

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End User License Agreement BY USING THIS PRODUCT, YOU ARE AGREEING TO THE TERMS OF

THE END USER LICENSE AGREEMENT (EULA) . IF YOU DO NOT AGREE TO THE TERMS OF THE

EULA, DO NOT USE THE PRODUCT, AND YOU MAY RETURN IT IN THE ORIGINAL PACKAGING TO

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patents and/or pending patent applications held by Polycom, Inc.

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feedback. Email your opinions and comments to [email protected].

Polycom Support Visit the Polycom Support Center for End User License Agreements, software

downloads, product documents, product licenses, troubleshooting tips, service requests, and more.

Contents

Before You Begin............................................................................................... 6

Audience, Purpose, and Required Skills.............................................................................6

Related Documentation.......................................................................................................6

Getting Started with RealPresence Trio...........................................................7

Product Overview of RealPresence Trio............................................................................. 7

RealPresence Trio Hardware................................................................................... 8

Navigating RealPresence Trio............................................................................................ 9

Accessing Screens on RealPresence Trio............................................................... 9

Icons and Status Indicators.................................................................................... 12

Enter Information Using the Onscreen Keyboard............................................................. 12

Close the Onscreen Keyboard............................................................................... 13

Logging Into and Locking the System........................................................... 14

Logging Into RealPresence Trio........................................................................................14

Log In to a Phone................................................................................................... 14

Log Out of the Phone............................................................................................. 15

Change Your Login Password................................................................................15

Locking RealPresence Trio............................................................................................... 15

Lock the Phone...................................................................................................... 15

Unlock the Phone................................................................................................... 16

Change Your User Password.................................................................................16

Audio Calls........................................................................................................17

Placing Audio Calls on RealPresence Trio....................................................................... 17

Place an Audio Call................................................................................................ 17

Place an International Call..................................................................................... 18

Place a Call from Recent Calls...............................................................................18

Call a Favorite........................................................................................................ 18

Place a Call over Bluetooth.................................................................................... 18

Place a Call from a Locked Phone......................................................................... 19

Calling Contacts from the Directory........................................................................19

Placing Intercom Calls............................................................................................19

Redial a Number............................................................................................................... 20

Answering Audio Calls on RealPresence Trio.................................................................. 21

Answer an Incoming Call........................................................................................21

Answer a Call When in a Call.................................................................................21

Polycom, Inc. 1

Answer Calls Automatically.................................................................................... 22

Answer a Call on a Locked Phone......................................................................... 22

Answer an Intercom Call........................................................................................ 22

Decline an Incoming Call.................................................................................................. 23

End an Audio Call............................................................................................................. 23

Holding and Resuming Calls.............................................................................................23

Hold a Call..............................................................................................................23

Resume a Call........................................................................................................24

Transferring Calls..............................................................................................................24

Choose a Default Transfer Type............................................................................ 24

Transfer a Call .......................................................................................................24

Transfer a Call using Consultative Transfer........................................................... 25

Cancel a Transfer...................................................................................................25

Forwarding Incoming Calls to a Contact........................................................................... 25

Forward an Incoming Call to a Contact.................................................................. 25

Forward All Incoming Calls to a Contact................................................................ 25

Disable Call Forwarding......................................................................................... 26

Rejecting Calls with Do Not Disturb.................................................................................. 26

Enable Do Not Disturb............................................................................................26

Disable Do Not Disturb...........................................................................................27

Managing Multiple Calls.................................................................................................... 27

Manage a Call from the Calls Screen.....................................................................27

Mute the Microphones.......................................................................................................28

Unmute the Microphone....................................................................................................28

Conference Calls.............................................................................................. 29

Tips for Conference Calls..................................................................................................29

Initiating Conference Call.................................................................................................. 29

Initiate a Conference Call....................................................................................... 29

Merge Calls into a Conference Call........................................................................30

Add Participants to a Conference Call.............................................................................. 30

End a Conference Call...................................................................................................... 30

Hold a Conference Call..................................................................................................... 30

Resume a Conference Call............................................................................................... 31

Mute a Conference Participant..........................................................................................31

Remove a Conference Participant.................................................................................... 31

Video Calls on RealPresence Trio 8800......................................................... 32

Tips for Video Calls........................................................................................................... 32

Video Call Settings............................................................................................................33

Set the Call Rate for Video Calls............................................................................33

Contents

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Change Video Clarity............................................................................................. 33

Set the Video Layout for the Meeting..................................................................... 33

Change How Far-End Video Displays....................................................................34

Place a Video Call.............................................................................................................34

Stop Sending Video.......................................................................................................... 34

Start Video During an Audio Call...................................................................................... 35

Switch Between Video and Content during Video Calls....................................................35

Handling a Mixture of Audio and Video Calls ...................................................................35

Recording Audio Calls.....................................................................................36

Guidelines when Recording Calls..................................................................................... 36

Record a Call.................................................................................................................... 36

Pause a Recording............................................................................................................37

Resume a Recording........................................................................................................ 37

Stop Recording................................................................................................................. 37

Browse Recorded Calls.....................................................................................................38

Play a Recorded Call........................................................................................................ 38

Pause and Resume Played Recordings........................................................................... 38

Stop Playing a Recording..................................................................................................38

Rename a Recording........................................................................................................ 39

Delete a Recording........................................................................................................... 39

Sharing Content on RealPresence Trio 8800.................................................40

Sharing Content with RealPresence Desktop or Mobile................................................... 40

Sharing Content from an Apple Device.............................................................................40

Sharing Content from a Windows or Android Device........................................................41

Sharing Content with People+Content IP..........................................................................41

Download and Install Polycom

®

People+Content

™

Technology.............................42

Share Content using People+Content IP............................................................... 42

Stop Sharing Content with People+Content IP...................................................... 42

Share Content with People+Content IP over USB................................................. 42

Using the Calendar...........................................................................................44

Open the Calendar............................................................................................................44

View Meeting Details.........................................................................................................45

Meeting Reminders........................................................................................................... 45

Choose a Meeting Reminder Type.........................................................................45

Choose a Meeting Alert Tone.................................................................................46

Disable Meeting Reminders................................................................................... 46

Joining Calendar Meetings................................................................................................46

Contents

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Join a Meeting from the Calendar.......................................................................... 46

Join a Meeting from a Meeting Reminder.............................................................. 47

Join a Meeting with an Alternate Number.............................................................. 47

Call Lists and Directories................................................................................ 48

Recent Calls......................................................................................................................48

View Recent Calls.................................................................................................. 48

Edit a Recent Call Entry......................................................................................... 48

Save a Recent Contact.......................................................................................... 49

Delete a Recent Call Entry..................................................................................... 49

Local Directory.................................................................................................................. 49

Search for a Local Directory Contact..................................................................... 49

Add a Contact to the Local Directory......................................................................50

View Contact Details.............................................................................................. 50

Update a Local Directory Contact's Information.....................................................50

Delete a Local Directory Contact............................................................................50

Local Directory Favorites.................................................................................................. 51

Add Favorites......................................................................................................... 51

Remove a Favorite................................................................................................. 51

Corporate Directory...........................................................................................................51

Perform a Quick Search of the Corporate Directory...............................................51

Perform an Advanced Search of the Corporate Directory......................................52

Add Corporate Directory Contacts to the Local Directory...................................... 52

Searching the BroadSoft Directory....................................................................................52

Perform a Simple Search of the BroadSoft Directory.............................................52

Perform an Advanced Search of the BroadSoft Directory......................................53

Add BroadSoft Contacts to the Contact Directory.................................................. 53

Voicemail and Pages........................................................................................54

Access Voicemail Messages.............................................................................................54

Receiving Messages with Group Paging.......................................................................... 54

Listen to a Page during an Active Call................................................................... 55

Receiving Pages When You're Not in an Active Call............................................. 55

Connecting Bluetooth and USB Devices....................................................... 56

Connecting Devices using Bluetooth................................................................................ 56

Make the System Visible to Nearby Bluetooth Devices......................................... 56

Connect a Bluetooth Device...................................................................................57

Connect a Bluetooth Device Using Near Field Communication............................. 57

Play Audio from a Bluetooth Device.......................................................................57

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Connecting a Device using a USB Cable..........................................................................57

Minimum Hardware and Software Laptop Requirements.......................................58

Connect a USB Device or Laptop.......................................................................... 58

Setting RealPresence Trio as Your Audio Device..................................................58

RealPresence Trio Settings.............................................................................60

Password Required to Access Basic Settings.................................................................. 60

Time and Date Display......................................................................................................60

Change the Time and Date Format........................................................................60

Disable the Time and Date Display........................................................................ 61

Set the Language..............................................................................................................61

Backlight Intensity and Timeout........................................................................................ 61

Set the Backlight Intensity...................................................................................... 61

Set the Backlight Timeout...................................................................................... 62

Format Numbers............................................................................................................... 62

Power-Saving Mode..........................................................................................................62

Change Your Office Hours..................................................................................... 63

Change Timeouts................................................................................................... 63

Control Where Audio Plays............................................................................................... 64

Set a Ringtone for Incoming Calls.....................................................................................64

Maintaining RealPresence Trio....................................................................... 65

Investigate Warnings.........................................................................................................65

Restart RealPresence Trio................................................................................................65

Update the Configuration for RealPresence Trio.............................................................. 66

Test the Hardware.............................................................................................................66

Clean the Touchscreen..................................................................................................... 66

Accessibility Features .................................................................................... 68

Features for Hearing-Impaired Users................................................................................68

Features for Mobility-Impaired Users................................................................................ 69

Features for Vision-Impaired and Blind Users.................................................................. 69

Troubleshooting............................................................................................... 71

Check the Status of RealPresence Trio Visual+............................................................... 71

Check the Status of the Calendar..................................................................................... 71

Tips for Resolving Content Sharing Issues....................................................................... 71

Tips for Resolving Camera Issues.................................................................................... 72

Set Log Levels.................................................................................................................. 72

Contents

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Before You Begin

Topics:

• Audience, Purpose, and Required Skills

▪ Related Documentation

This Polycom RealPresence Trio Solution User Guide contains overview information for navigating and

performing tasks with the following Polycom

®

RealPresence Trio

™

Solution products:

▪ Polycom

®

RealPresence Trio

™

8500 audio conferencing system

▪ Polycom

®

RealPresence Trio

™

8800 audio conferencing system

▪ Polycom

®

RealPresence Trio

™

Visual+ content and video accessory.

Audience, Purpose, and Required Skills

This guide is intended for beginning users, as well as intermediate and advanced users, who want to

learn more about the features available with RealPresence Trio 8800.

Related Links

Connecting a Device using a USB Cable on page 57

Features for Mobility-Impaired Users on page 69

Navigating RealPresence Trio

The system has icons, status indicators, and user screens to help you navigate and understand important

information on the state of your system.

Accessing Screens on RealPresence Trio

You can access the following screens on the system:

• Home Screen—Displays your messages, settings, and information.

• Calls Screen—Displays all active and held calls on your line.

• Place a Call screen—Enables quick access to the dial pad, Recent Calls, Contacts, and Calendar.

Getting Started with RealPresence Trio

Polycom, Inc. 9

Access the Home Screen

The Home screen on RealPresence Trio displays the icons you can select to access features, settings,

and other information; additional registered lines; and favorites you can save to quickly call contacts.

Home Screen

Procedure

1. Do one of the following:

• Tap

• Tap and tap

Expand or Contract the Home Screen

You can use the Page Indicator to control how many icons display on the Home screen.

The Page Indicator displays on the Home screen beneath the menu options and indicates the page you

are currently viewing.

Procedure

1. On the Home Screen, press and hold the Page Indicator.

Accessing the Place a Call Screen

The Place a Call screen on RealPresence Trio is displayed when you tap the Place a Call icon on the

Home Screen or when the system is idle and not in use, if set by your system administrator.

From the Place a Call screen, you can access the dial pad, Contacts, Recent Calls, and the Calendar, as

shown in the following figure.

Getting Started with RealPresence Trio

Polycom, Inc. 10

Place a Call screen

Accessing the Calls Screen

The Calls screen on RealPresence Trio is displayed automatically when you place a call and you have an

active call in progress.

When you have an active call in progress, the name and number of the contact you are talking with and

the duration of the call is displayed in the Calls screen, as shown next.

Active call on the Calls screen

You can also view active and held calls in progress on the system, as shown next. If the system has

multiple lines, active and held calls display under the associated line.

Getting Started with RealPresence Trio

Polycom, Inc. 11

Multiple calls on the Calls screen

Icons and Status Indicators

The following table displays the icons and status indicators that display on RealPresence Trio.

Icons and Status Indicators

Icon Description Icon Description

Registered Line Do Not Disturbed enabled

Unregistered Line Call Forwarding enabled

Active Call Wireless status

(RealPresence Trio 8800

only)

USB device attached Paired Device

(RealPresence Trio 8800

only)

Missed Call Bluetooth

Placed Call Received Call

Enter Information Using the Onscreen Keyboard

The onscreen keyboard enables you to enter information into text fields using the touchscreen.

The onscreen keyboard displays on screen automatically when a text field is shown. When a text field

requires only numbers, the onscreen keyboard displays only numbers.

▪ Displays alphabetical letters

Getting Started with RealPresence Trio

Polycom, Inc. 12

▪ Shifts to uppercase letters

▪ Shifts to lowercase letters

▪ Displays numbers and punctuation marks

▪ Displays special characters

Procedure

1. Tap a text field.

2. Tap each character you want to enter.

Close the Onscreen Keyboard

When you are done entering information into a text field, or you want to exit the current screen and return

to the previous screen, close the onscreen keyboard.

Procedure

1. Tap Done.

Getting Started with RealPresence Trio

Polycom, Inc. 13

Logging Into and Locking the System

Topics:

▪ Logging Into RealPresence Trio

▪ Locking RealPresence Trio

You can log in to and lock a RealPresence Trio system with your user credentials provided by your

system administrator.

Logging Into RealPresence Trio

If your system administrator has set up user credentials for your phone,you can log in to a phone and

access your contacts or favorites, settings, and calendar, if enabled.

You can view your personal settings from any phone or system within your organization. Contact your

system administrator for your user credentials.

Note: Some of the features described in this section require access to the Basic settings menu. If your

system requires a password to access the Basic settings menu, contact your system

administrator for assistance.

Log In to a Phone

Depending on how your system administrator set up the User Login feature, you may need to log in to a

phone before you can use it.

By default, Polycom devices do not require you to log in before you can use them. However, if you do not

log in, you see the default profile.

When you log in, you have full access to your personal settings and your directory. Any settings you

change while logged into a public phone are saved and displayed the next time you log into any phone.

Procedure

1. Select Login.

2. Do one of the following:

• If you see the User Login screen, proceed to step 3.

• If you do not see the User Login screen, navigate to Settings > Features > User Login >

Log In.

3. From the User Login screen, enter your user ID and password, and select Log In.

When your login credentials are accepted, your personal profile displays. If your credentials are

not accepted, a message indicating your log in failed is displayed, and the User Login screen is

displayed again. Check with your system administrator to confirm your login credentials.

Polycom, Inc. 14

Log Out of the Phone

After you finish using a public phone, make sure you log out to prevent access to your personal settings.

Procedure

1. Select Log Out, or navigate to Settings > Features > User Login > Log Out.

The Log Out screen is displayed with a confirmation message.

2. Select Yes.

Your personal profile is no longer accessible, and either the User Login screen displays for the

next user or the default profile displays.

Change Your Login Password

You can change your login password from any phone on your network.

Procedure

1. Log in to a phone on your network.

2. Navigate to Settings > Features > User Login > Change User Login Password.

3. On the Change User Login Password screen, enter your old and new password information and

select Enter.

Your password is changed. The next time you log in to a phone, you need to enter your new

password.

Locking RealPresence Trio

If your system administrator has set up to system to lock when it is not in use, you will need to unlock it

before you can use the system.

Your system administrator provides you with a user password that you can use to unlock the system.

When the system is locked, you can:

▪ Place outgoing calls to emergency and authorized numbers.

▪ Enter a password to answer incoming calls.

Related Links

Place a Call from a Locked Phone on page 19

Answer a Call on a Locked Phone on page 22

Lock the Phone

When you lock the system, you can choose to enable one of the following options:

▪ Allowing ringing when locked—incoming calls ring on the system, and you can answer calls by

entering a user password.

If you set up the system to allow you to answer incoming calls when locked, you can answer calls

by entering your user password.

▪ DND when locked—Do Not Disturb applies to all lines and the system does not ring for incoming

calls.

Logging Into and Locking the System

Polycom, Inc. 15

Procedure

1. Navigate to Settings > Basic > Lock Phone.

2. On the Lock Phone screen, select a setting.

3. Select Lock.

Unlock the Phone

Your system administrator provides you with a user password that you can use to unlock the phone.

Procedure

1. Select Unlock.

2. Enter your user password and select Unlock.

Change Your User Password

You can change your user password at any time from the Advanced settings menu, which requires a

password.

Ask your system administrator for the password to access the Advanced settings menu.

Procedure

1. Navigate to Settings > Advanced.

2. Enter your user password and select Enter.

3. On the Advanced screen, select Change User Password.

4. On the Change User Password screen, enter your old and new user password and select Enter.

Logging Into and Locking the System

Polycom, Inc. 16

Audio Calls

Topics:

• Placing Audio Calls on RealPresence Trio

• Redial a Number

• Answering Audio Calls on RealPresence Trio

▪ Decline an Incoming Call

▪ End an Audio Call

• Holding and Resuming Calls

• Transferring Calls

• Forwarding Incoming Calls to a Contact

• Rejecting Calls with Do Not Disturb

▪ Managing Multiple Calls

▪ Mute the Microphones

▪ Unmute the Microphone

By default, the RealPresence Trio system has one registered line. You can manage a maximum of 12

active, incoming, or held audio calls at a time on the line. However, you can have only one active call in

progress with numerous other incoming calls or calls on hold.

Placing Audio Calls on RealPresence Trio

You can place calls on a system in numerous ways, including local and international calls, calls from

Recent Calls or directories, calls to contacts or favorites, or calls to authorized numbers on a locked

phone.

Place an Audio Call

On RealPresence Trio, you can call a contact using a number or IP address using the dialpad or

onscreen keyboard.

Procedure

1. Select Place a Call.

2. Enter your contact's number, or tap the onscreen keyboard and enter an IP address.

3. Tap .

Related Links

Place a Video Call on page 34

Polycom, Inc. 17

Place an International Call

You can place calls to international phone numbers on any RealPresence Trio system.

Procedure

1. On the dialpad, quickly press the star key * twice.

A plus sign + is displayed.

2. Enter the phone number with the country code and tap .

Place a Call from Recent Calls

You can place calls to contacts from the Recent Calls list, which contains calls that were recently placed,

answered, or missed.

Procedure

1. Do one of the following: .

• From the Home screen, select Recent Calls.

• From the Place a Call screen, tap .

2. Select a contact.

The call is placed automatically after you select a contact.

Related Links

Recent Calls on page 48

Call a Favorite

Contacts you add as favorites display at the bottom of the Home screen with an avatar . You can place a

call to favorites by selecting a favorite on the Home screen.

Procedure

1. On the Home screen, tap a favorite.

The call is placed to the favorite automatically.

Place a Call over Bluetooth

When a RealPresence Trio system is paired and connected with a Bluetooth-enabled mobile phone or

tablet, you can place a call on your device and use the system as a speakerphone for the call.

Procedure

1. Connect your device with the system over Bluetooth.

2. On your device, place a call to a contact and select RealPresence Trio as your audio source..

Related Links

Connecting Devices using Bluetooth on page 56

Audio Calls

Polycom, Inc. 18

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