Polycom realpresence trio 8800 User manual

UC Software 5.4.4 | December 2016 | 3725-20598-003A

USER GUIDE

Polycom

®

RealPresence Trio

™

Solution

Applies to Polycom

®

RealPresence Trio

™

8800 and

Polycom

®

RealPresence Trio

™

Visual+

2

Copyright

©

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

Trademarks Polycom

®

, the Polycom logo and the names and marks associated with Polycom products are

trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States

and various other countries.

All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any

form or by any means, for any purpose other than the recipient's personal use, without the express written permission

of Polycom.

Disclaimer While Polycom uses reasonable efforts to include accurate and up-to-date information in this document,

Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for

any typographical or other errors or omissions in the content of this document.

Limitation of Liability Polycom and/or its respective suppliers make no representations about the suitability of the

information contained in this document for any purpose. Information is provided "as is" without warranty of any kind and

is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall

Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or other

damages whatsoever (including without limitation, damages for loss of business profits, business interruption, or loss of

business information), even if Polycom has been advised of the possibility of such damages.

End User License Agreement By installing, copying, or otherwise using this product, you acknowledge that you

have read, understand and agree to be bound by the terms and conditions of the End User License Agreement for this

product. The EULA for this product is available on the Polycom Support page for the product.

Patent Information The accompanying product may be protected by one or more U.S. and foreign patents and/or

pending patent applications held by Polycom, Inc.

Open Source Software Used in this Product This product may contain open source software. You may receive

the open source software from Polycom up to three (3) years after the distribution date of the applicable product or

software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To receive

software information, as well as the open source software code used in this product, contact Polycom by email at

OpenSourceV[email protected]om.

Customer Feedback We are striving to improve our documentation quality and we appreciate your feedback. Email

your opinions and comments to DocumentationFeedback@polycom.com.

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

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

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Contents

Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Audience, Purpose, and Required Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Getting Started with Polycom RealPresence Trio 8800 . . . . . . . . . . . . . . . . . . . 10

Overview of RealPresence Trio 8800 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

RealPresence Trio 8800 Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Navigating the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Accessing User Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Access the Home Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Accessing the Place a Call Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Accessing the Calls Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Icons and Status Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Enter Information Using the Onscreen Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Close the Onscreen Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Logging Into and Locking the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Logging into the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Log Into the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Log Out of the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Change Your User Login Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Locking the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Lock the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Unlock the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Change Your User Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Audio Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Placing Audio Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Place a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Place an International Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Place a Call from Recent Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Place a Call to a Favorite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Place Calls from Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

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Place a Call from the Directory Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Place Calls from a Locked or Logged Out System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Place an Intercom Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Place an Intercom Call during a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Place a Call over Bluetooth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Redial a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Answering Audio Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Answer Calls in the Incoming Call Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Answer a Call When in a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Answer Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Answer Calls on a Locked System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Answer an Intercom Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Handling Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Decline an Incoming Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Rejecting Calls with Enable Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enable Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enable Do Not Disturb on Multiple Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enable Do Not Disturb for One Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Disable Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Forwarding Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Forward an Incoming Call to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Forward All Incoming Calls to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

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

End an Audio Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Holding and Resuming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Hold a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Resume a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Choose a Default Transfer Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Transfer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Cancel a Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Managing Multiple Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Manage Calls from the Calls Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Audio Call Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Mute Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Unmute Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Change the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Tips for Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

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Initiating Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Initiate a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Add Additional Participants to a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Merge Two Calls into a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

End a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Hold a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Resume a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Manage Conference Call Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Tips for Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Video Call Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Set the Call Rate for Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Change Video Clarity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Set the Video Layout for the Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Change How Far-End Video Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Place a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Stop Sending Video during a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Start Video During an Audio Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Handling Conference Calls with Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Handling Video Calls without a Camera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Audio and Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Handling a Mixture of Video and Audio-Only Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Record Audio Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Guidelines when Recording Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Record a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Pause a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Resume a Recoding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Stop Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Browse Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Play Recorded Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Pause and Resume Played Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Stop Playing a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Rename a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Delete Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Sharing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Sharing Content with RealPresence Desktop or Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

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

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Download and Install People+Content IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Share Content with People+Content IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Stop Sharing Content with People+Content IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Share Content with People+Content over USB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Using the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Open the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Display Meeting Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Return to Day View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

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

Choose a Meeting Reminder Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Choose an Alert Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Disable Meeting Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Joining a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Join Meetings from the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Join a Meeting from a Meeting Reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Join a Meeting with an Alternate Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Call Lists and Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Recent Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

View Recent Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

View Call Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

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

Delete a Recent Call Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Edit Recent Contact Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Managing the Local Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Search for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Add a Contact to the Local Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

View Contact Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Update a Contact’s Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Delete a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Add Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Remove Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Using the Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Searching the Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Perform a Quick Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Perform an Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Add Corporate Directory Contacts to the Local Directory . . . . . . . . . . . . . . . . . . . . . . . . . 53

Searching the BroadSoft Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

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Perform a Simple Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Perform an Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Add BroadSoft Contacts to the Local Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Voicemail and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Access Voicemail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Receiving Messages with Group Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Receiving Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Receiving Pages When You’re Not in an Active Call . . . . . . . . . . . . . . . . . . . . . . . . . 57

Listen to Pages during Active Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Connecting Bluetooth Devices and Laptops . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Connecting Devices using Bluetooth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Make the System Visible to Nearby Bluetooth Devices . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Connect a Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Connect a Bluetooth Device Using Near Field Communication . . . . . . . . . . . . . . . . . . . . 60

Play Audio from a Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Connecting a Device using a USB Cable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Connecting a Laptop to the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Connect a Device or Laptop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Setting RealPresence Trio 8800 as Your Audio Device . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Set the System as Your Audio Device in RealPresence Desktop . . . . . . . . . . . . . . . 61

Set the System as Your Audio Device for Your Laptop . . . . . . . . . . . . . . . . . . . . . . . 62

System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Password Required to Customize RealPresence Trio 8800 . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Set the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Set the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Disable the Time and Date Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Backlight Intensity and Timeout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Change the Backlight Intensity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Change the Backlight Timeout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Formatting Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Power-Saving Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Change Your Office Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Change Timeouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Set a Ringtone for Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Control Where Audio Plays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

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

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

Features for Vision-Impaired and Blind Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

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

Maintaining the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Investigate Warnings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Restart the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Update the System Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Test System Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Clean the Touchscreen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Check the Status of RealPresence Trio Visual+ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Check the Status of the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Tips for Resolving Content Sharing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

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

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Before You Begin

This Polycom RealPresence Trio Solution User Guide contains overview information for the Polycom

®

RealPresence Trio™ 8800 audio conferencing system and the 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

Related Documentation

For additional information about the solution, view the following documents on the RealPresence Trio 8800

support page:

● User Documents:

 Quick Tips—A quick reference on how to perform basic functions.

● Setup and Maintenance Documents:

 Setup Sheet—This guide describes the contents of your package, how to assemble the system

or accessory, and how to connect the system to the network. The quick start guide is included in

the solution package.

 Administrator Guide—This guide provides detailed information about setting up your network and

configuring features.

 Regulatory Notice—This guide provides information for all regulatory and safety guidance.

You can also view Feature Descriptions and Technical Notifications on the Polycom Voice Support page.

These documents describe workarounds to existing issues and provide expanded descriptions and

examples for settings and features. You can find these documents on the Polycom Profiled UC Software

Features and Polycom Engineering Advisories and Technical Notifications support pages.

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Getting Started with Polycom RealPresence Trio

8800

Before you use the RealPresence Trio 8800, take a few moments to familiarize yourself with the system and

its features. This section details the system’s components, the screen layout, and how to navigate the

system.

Overview of RealPresence Trio 8800

RealPresence Trio 8800 supports audio-only conference calls with Open-SIP voice platforms along with

point-to-point, bridge, and video calls.

When paired with the RealPresence Trio Visual+ content and video accessory, you can stream video and

share content for all calls on the RealPresence Trio 8800.

RealPresence Trio 8800 Hardware

The following figure displays the hardware features on the RealPresence Trio 8800. The table lists each

numbered feature shown in this figure.

RealPresence Trio 8800 hardware features

As you read this guide, keep in mind that certain features are configurable by your system

administrator or determined by your network environment, and some features may not be enabled or

may operate differently on the system. Additionally, the examples in this guide may not directly reflect

what is displayed or is available.

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Navigating the System

The RealPresence Trio 8800 has icons, status indicators, and screens to help you navigate the user

interface and understand important information on the state of the solution.

Accessing User Screens

The following screens display on the RealPresence Trio 8800:

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

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

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

Access the Home Screen

The Home screen 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.

RealPresence Trio 8800 Hardware Feature Descriptions

Reference

Number

Feature Feature Description

1 Touchscreen Enables you to select items and navigate menus on the touch-sensitive screen.

2 NFC Enables you to connect a Bluetooth-capable mobile phone or tablet using Near

Field Communication (NFC).

3 USB Port Enables you to connect a USB flash drive or connect a computer using a USB

cable.

4 Device Port Enables you to connect a mobile or tablet device to the system 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 Mutes the microphones during calls and conferences. The key glows red when

activated.

7 Volume keys Adjust the volume of the audio from the speakerphone and ringer.

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Home screen and Page Indicator

To access the Home screen:

» Tap and tap Home.

Expand or Contract the Home Screen

A Page Indicator shows underneath the Menu options of the Home screen and indicates the page you are

currently viewing. You can press and hold the Page Indicator to control how many icons display on the Home

screen.

To expand or contract the Home screen:

1 Press and hold the Page Indicator.

Accessing the Place a Call Screen

The Place a Call screen 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.

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Place a Call screen

Accessing the Calls Screen

The Calls screen 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.

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Two calls on the Calls screen

Icons and Status Indicators

The following table display icons and status indicators that display on the RealPresence Trio 8800.

Enter Information Using the Onscreen Keyboard

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

keyboard is displayed on screen automatically when a text field is shown. When a data entry field requires

only numbers, the onscreen keyboard displays only numbers.

You can use the following icons on the onscreen keyboard to enter information in text fields:

Icons and Status Indicators

Icon Description Icon Description

Registered line Do Not Disturb enabled

Unregistered line Call forwarding is enabled

Placing a call Wireless status

Active call Paired device

USB device attached Bluetooth enabled

Placed audio call Missed audio call

Received audio call

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● Shows alphabetical letters

● Shifts to uppercase letters.

● Shifts to lowercase letters

● Displays numbers and punctuation marks

● Displays special characters

To access and use the onscreen keyboard:

1 Tap a text field.

2 Press your finger on 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 in onscreen keyboard.

To close the onscreen keyboard:

» Tap Done.

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Logging Into and Locking the System

You can lock the RealPresence Trio 8800 and log in to the system with login credentials.

Logging into the System

If your system administrator has enabled users to sign in to their user accounts on the system, you can log

into the system to access and view your Local Directory, favorites, and custom settings. Contact your system

administrator for your user credentials.

When you change settings while logged in to the system, the settings are saved and displayed the next time

you log into another system.

Log Into the System

Depending on how your system administrator set up the user login feature, you may need to log in to the

system before you can use the system. When you log in, you have full access to your personal settings and

your directory.

To log into the system:

1 Do one of the following:

 If you see the User Login screen, proceed to step 2.

 If you do not see the User Login screen, navigate to Settings > Features > User Login > Log In.

2 From the User Login screen, enter your user ID and password, and tap Log In.

Log Out of the System

After you use a RealPresence Trio 8800, make sure you log out to prevent access to your personal settings.

To log out of the system:

1 Tap Log Out, or select Settings > Features > User Login > Log Out.

The Logout screen is displayed with a confirmation message.

When the system is logged out, you can use the system to place emergency calls and calls to other

pre-determined phone numbers. Pre-determined numbers are set up by your administrator. For

information on how to place authorized calls, see Place Calls from a Locked or Logged Out System.

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2 Select Yes.

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

for the next user, or the default profile.

Change Your User Login Password

You can change your login password from any RealPresence Trio 8800.

To change your user password:

1 Log in to a system on your network.

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

3 From 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 RealPresence Trio 8800, you need to enter

your new password.

Locking the System

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

use to answer calls when the system is locked.

When the system is locked, you can:

● Make outgoing calls to authorized numbers.

● Enter a password to answer incoming calls.

● View messages on the status bar informing you that the system is locked and that only authorized

calls are allowed. Any messages that displayed before the system was locked do not display.

Lock the System

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

● Allow ringing when locked - incoming calls ring on the system, and you can answer calls by entering

a user password.

● DND when locked - Do Not Disturb applies to all lines and the system does not ring for incoming calls

(see the section Rejecting Calls with Enable Do Not Disturb).

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

your user password. See the section Answer Calls on a Locked System for more information.

To lock the system:

1 Navigate to Settings > Basic > Lock Phone.

2 From the Lock Phone screen, select Allow ringing when locked (the default setting) or DND

when locked.

When you choose this option, you can answer a call by entering your password.

3 Select Lock.

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Unlock the System

You can unlock the system using your user password.

To unlock the system:

1 Tap Unlock.

2 Enter your user password and tap Enter.

Change Your User Password

To change your user password, you need access to the Advanced settings menu, which is

password-protected. Contact your administrator for help with accessing Advanced settings and changing

your user password.

To change your user password:

1 Navigate to Settings > Advanced.

2 Enter the administrator password, and tap Enter.

3 From the Advanced screen, tap Change User Password.

4 From the Change User Password screen, enter your old and new password information, and select

Enter.

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Audio Calls

The system can manage a maximum of 12 active, incoming, and held audio calls at a time on one registered

line. However, you can have only one active call in progress with numerous other incoming calls or calls on

hold.

The system can only have one registered line.

Placing Audio Calls

You can place audio calls on the system in numerous ways, including placing international calls, placing

calls from Recent Calls, placing calls to contacts or favorites, or calling authorized numbers on a locked

system. If enabled, you can also place calls over Bluetooth or an intercom call to a specified contact.

Place a Call

The Dialer enables you to enter a number or IP address to place a call using the dial pad or onscreen

keyboard.

To place a call:

1 Tap Place a Call.

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

3 Tap .

Place an International Call

You can place calls to international numbers from the Dialer.

To place an international call:

1 In the Place a Call screen, quickly tap the star key * twice.

A plus sign + is displayed.

2 Enter the number and tap .

Place a Call from Recent Calls

You can place calls from Recent Calls, which has calls that were recently placed, answered, or missed. See

the section View Recent Calls for more information on recent calls.

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To place a call from Recent Calls:

1 Navigate to Recent Calls.

2 From the Recent Calls screen, select a contact.

The call is automatically placed after you select a contact.

Place a Call to a Favorite

You can place a call to favorites by selecting a favorite on the Home screen. Contacts you add as favorites

display at the bottom of the Home screen with an avatar . See the section Add Favorites for information

on adding Favorites.

To place a call to a favorite:

» On the Home screen, tap a favorite.

A call is placed to the favorite automatically.

Place Calls from Directories

You can place a call to a contact directly from one of the directories available on the system or you can select

contacts to call in the directory from the Place a Call screen.

To call a contact from a directory:

1 Do one of the following:

 Navigate to Contacts and select a directory.

 Navigate to Place a Call, tap , and select a directory.

2 Select a contact.

3 From the Details screen, tap next to the number you want to call.

Place a Call from the Directory Search Screen

You can also call contacts from the search screen in your directory.

To call contacts from the directory search screen:

1 Select Contacts and select a directory.

2 In the Search field, enter your contact’s first or last name.

3 Select your contact.

4 In the Details screen, tap next to the number you want to call.

Place Calls from a Locked or Logged Out System

When the system is locked or you are not logged in to the system, you can place calls only to emergency

numbers, such as 911, and up to five authorized numbers that your administrator can set up, as shown next.

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