Polycom RealPresence Trio 8500 User manual

USER GUIDE

Polycom Trio

™

Solution

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Contents

Before You Begin............................................................................................... 7

Audience, Purpose, and Required Skills.............................................................................7

Related Documentation.......................................................................................................7

Getting Started with Polycom Trio

™

................................................................. 8

Product Overview of Polycom Trio......................................................................................8

Polycom Trio Hardware............................................................................................9

Navigating Polycom Trio

™

................................................................................................. 10

Accessing Screens on Polycom Trio

™

....................................................................10

Icons and Status Indicators.................................................................................... 13

Enter Information Using the Onscreen Keyboard............................................................. 13

Change the Phone Language and Keyboard Layouts........................................... 14

Close the Onscreen Keyboard............................................................................... 14

Logging Into and Locking the System........................................................... 15

Logging in to Polycom Trio

™

............................................................................................. 15

Log In to a Phone................................................................................................... 15

Log Out of the Phone............................................................................................. 16

Change Your Login Password................................................................................16

Locking Polycom Trio

™

......................................................................................................16

Lock the Phone...................................................................................................... 16

Unlock the Phone................................................................................................... 17

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

Audio Calls........................................................................................................18

Placing Audio Calls........................................................................................................... 18

Place an Audio Call................................................................................................ 18

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

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

Call a Favorite........................................................................................................ 19

Place a Call over Bluetooth.................................................................................... 19

Calling Contacts from the Directory........................................................................20

Place a Call from a Locked Phone......................................................................... 20

Placing Intercom Calls............................................................................................20

Redial a Number............................................................................................................... 21

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

Answer an Incoming Call........................................................................................22

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Answer a Call When in a Call.................................................................................22

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

Answer a Call on a Locked Phone......................................................................... 23

Answer an Intercom Call........................................................................................ 23

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

End an Audio Call............................................................................................................. 24

Holding and Resuming Calls.............................................................................................24

Hold a Call..............................................................................................................24

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

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

Choose a Default Transfer Type............................................................................ 25

Transfer a Call .......................................................................................................25

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

Cancel a Transfer...................................................................................................26

Forwarding Incoming Calls to a Contact........................................................................... 26

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

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

Disable Call Forwarding......................................................................................... 27

Rejecting Calls with Do Not Disturb.................................................................................. 27

Enable Do Not Disturb............................................................................................27

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

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

Manage a Call from the Calls Screen.....................................................................28

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

Unmute the Microphone....................................................................................................29

Conference Calls.............................................................................................. 30

Tips for Conference Calls..................................................................................................30

Initiating Conference Call.................................................................................................. 30

Initiate a Conference Call....................................................................................... 30

Merge Calls into a Conference Call........................................................................31

Add Participants to a Conference Call.............................................................................. 31

End a Conference Call...................................................................................................... 31

Hold a Conference Call..................................................................................................... 31

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

Mute a Conference Participant..........................................................................................32

Remove a Conference Participant.................................................................................... 32

Video Calls on Polycom Trio

™

.........................................................................33

Tips for Video Calls........................................................................................................... 33

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

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

Change Video Clarity............................................................................................. 34

Set the Video Layout for the Meeting..................................................................... 34

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

Place a Video Call.............................................................................................................35

Stop Sending Video.......................................................................................................... 35

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

Adjust the Camera Position During a Call.........................................................................36

Switch Between Video and Content during Video Calls....................................................36

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

Camera Presets on Polycom Trio .................................................................................... 37

Store Camera Presets............................................................................................37

Rename Stored Camera Presets........................................................................... 38

Recording Audio Calls.....................................................................................39

Guidelines when Recording Calls..................................................................................... 39

Record a Call.................................................................................................................... 40

Pause a Recording............................................................................................................40

Resume a Recording........................................................................................................ 40

Stop Recording................................................................................................................. 40

Browse Recorded Calls.....................................................................................................41

Play a Recorded Call........................................................................................................ 41

Pause and Resume Played Recordings........................................................................... 41

Stop Playing a Recording..................................................................................................42

Rename a Recording........................................................................................................ 42

Delete a Recording........................................................................................................... 42

Sharing Content on Polycom Trio.................................................................. 43

Sharing Content with RealPresence Desktop or Mobile................................................... 43

Sharing Content from an Apple Device.............................................................................43

Sharing Content from a Windows or Android Device........................................................44

Sharing Content with People+Content IP..........................................................................44

Download and Install Polycom

®

People+Content

™

Technology.............................45

Share Content using People+Content IP............................................................... 45

Stop Sharing Content with People+Content IP...................................................... 45

Share Content with People+Content IP over USB................................................. 45

Using the Calendar...........................................................................................47

Open the Calendar............................................................................................................47

View Meeting Details.........................................................................................................48

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Meeting Reminders........................................................................................................... 48

Choose a Meeting Reminder Type.........................................................................48

Choose a Meeting Alert Tone.................................................................................49

Disable Meeting Reminders................................................................................... 49

Joining Calendar Meetings................................................................................................49

Join a Meeting from the Calendar.......................................................................... 49

Join a Meeting from a Meeting Reminder.............................................................. 50

Join a Meeting with an Alternate Number.............................................................. 50

Call Lists and Directories................................................................................ 51

Recent Calls......................................................................................................................51

View Recent Calls.................................................................................................. 51

Edit a Recent Call Entry......................................................................................... 51

Save a Recent Contact.......................................................................................... 52

Delete a Recent Call Entry..................................................................................... 52

Local Directory.................................................................................................................. 52

Search for a Local Directory Contact..................................................................... 52

Add a Contact to the Local Directory......................................................................53

View Contact Details.............................................................................................. 53

Update a Local Directory Contact's Information.....................................................53

Delete a Local Directory Contact............................................................................53

Local Directory Favorites.................................................................................................. 54

Add Favorites......................................................................................................... 54

Remove a Favorite................................................................................................. 54

Corporate Directory...........................................................................................................54

Search the Corporate Directory..............................................................................54

Perform an Advanced Search of the Corporate Directory......................................55

Add Corporate Directory Contacts to the Local Directory...................................... 55

Searching the BroadSoft Directory....................................................................................55

Perform a Simple Search of the BroadSoft Directory.............................................56

Perform an Advanced Search of the BroadSoft Directory......................................56

Add BroadSoft Contacts to the Local Directory......................................................56

Voicemail and Pages........................................................................................57

Access Voicemail Messages.............................................................................................57

Receiving Messages with Group Paging.......................................................................... 57

Listen to a Page during an Active Call................................................................... 58

Receiving Pages When You're Not in an Active Call............................................. 58

Connecting Bluetooth and USB Devices....................................................... 59

Contents

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

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

Connect a Bluetooth Device...................................................................................60

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

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

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

Minimum Hardware and Software Laptop Requirements.......................................61

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

Setting Polycom Trio as Your Audio Device...........................................................61

Polycom Trio

™

Settings................................................................................... 63

Password Required to Access Basic Settings.................................................................. 63

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

Change the Time and Date Format........................................................................63

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

Set the Language..............................................................................................................64

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

Set the Backlight Intensity...................................................................................... 64

Set the Backlight Timeout...................................................................................... 65

Format Numbers............................................................................................................... 65

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

Change Your Office Hours for Power-Saving Mode...............................................66

Change Idle Timeouts for Power-Saving Mode......................................................66

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

Set a Ringtone for Incoming Calls.....................................................................................67

Maintaining Polycom Trio

™

............................................................................. 68

Investigate Warnings.........................................................................................................68

Restart Your Phone...........................................................................................................68

Update the Phone's Configuration ................................................................................... 69

Test the Hardware.............................................................................................................69

Clean the Touchscreen..................................................................................................... 69

Accessibility Features .................................................................................... 71

Features for Hearing-Impaired Users................................................................................71

Features for Mobility-Impaired Users................................................................................ 72

Features for Vision-Impaired and Blind Users.................................................................. 72

Troubleshooting............................................................................................... 73

Check the Status of Polycom Trio Visual+........................................................................73

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Check the Status of the Calendar..................................................................................... 73

Tips for Resolving Content Sharing Issues....................................................................... 73

Tips for Resolving Camera Issues.................................................................................... 74

Set Log Levels.................................................................................................................. 74

Contents

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Before You Begin

Topics:

• Audience, Purpose, and Required Skills

▪ Related Documentation

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

with the following Polycom Trio

™

Solution products:

▪ Polycom Trio

™

8500 audio conferencing system

▪ Polycom Trio

™

8800 audio conferencing system

▪ Polycom Trio

™

Visual+ content and video accessory.

Note: The Polycom Trio 8500 and Polycom Trio 8800 systems and Polycom Trio Visual+ accessory are

also known as Polycom RealPresence Trio 8500, Polycom RealPresence Trio 8500, and Polycom

RealPresence Trio Visual+.

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 Polycom Trio.

Related Documentation

To find all Polycom partner solutions, see Strategic Global Partner Solutions.

For additional information about the Polycom Trio 8500 or Polycom Trio 8800, view the following

documents on Polycom Support.

▪ Quick Tips—Provides a quick reference on how to use the system's most basic features.

▪ Setup Sheet—Describes the contents of your package, how to assemble the solution, and how to

connect the system to the network.

▪ Administrator Guide—Provides detailed information about setting up your network and configuring

features.

▪ Regulatory Notice—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 phone settings and features. You can find these documents on the Polycom Profiled UC

Software Features and Polycom Engineering Advisories and Technical Notifications support pages.

Polycom, Inc. 7

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Getting Started with Polycom Trio

™

Topics:

• Product Overview of Polycom Trio

• Navigating Polycom Trio

▪ Enter Information Using the Onscreen Keyboard

Before you use your phone, take a few moments to familiarize yourself with its features and user

interface.

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

administrator or determined by your network environment. As a result, some features may not be

enabled or may operate differently on your device. Additionally, the examples and graphics in this

guide may not directly reflect what is displayed or is available on your device screen.

Product Overview of Polycom Trio

The Polycom Trio Solution supports audio-only conference calls with Open-SIP voice platforms along with

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

The following are the features available on Polycom Trio 8500 and Polycom Trio 8800 systems.

Polycom Trio 8500 Features and Capabilities

The Polycom Trio 8500 system supports the following features:

• Placing, answering, and managing audio calls

• Initiating, joining, and managing audio conference calls

• Recording audio calls

• Viewing and joining scheduled Calendar meetings

• Managing contacts, call lists, and directories

• Adjusting call and system settings

• Pairing with Bluetooth-enabled devices

• Connecting USB devices

• Checking voicemail messages

• Sharing content during video calls

• Placing, answering, and managing video calls

• Connecting to a wireless network

• Pairing with the Polycom Trio Visual+ content and video accessory

Polycom Trio 8800 Features and Capabilities

The Polycom Trio 8800 system supports the following features:

• Placing, answering, and managing audio calls

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• Initiating, joining, and managing audio conference calls

• Recording audio calls

• Viewing and joining scheduled Calendar meetings

• Managing contacts, call lists, and directories

• Adjusting call and system settings

• Pairing with Bluetooth-enabled devices

• Connecting USB devices

• Checking voicemail messages

• Sharing content during video calls

• Sharing content from Apple

®

AirPlay

®

or Miracast

®

-certified devices

• Placing, answering, and managing video calls

• Pairing with Bluetooth and Near Field Communication (NFC)-enabled devices

• Connecting to a wireless network

• Pairing with the Polycom Trio Visual+ content and video accessory

• Placing video calls with a Polycom

®

EagleEye

™

IV USB camera

• Adjusting the camera and setting camera presets for a connected Polycom EagleEye IV USB

camera

Polycom Trio Hardware

The following figure displays the hardware features on the Polycom Trio 8500 and Polycom Trio 8800

systems. The table lists each numbered feature shown in this figure.

Polycom Trio Hardware Features

Getting Started with Polycom Trio

™

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Hardware Feature Descriptions

Reference Number Feature Feature Description

1 Speaker and Microphones Sends your audio to call

participants and provides audio

output for the ringer and

speakerphone.

2 Device Port Enables you to connect a mobile or

tablet device to the system using a

USB device cord.

3 USB Port Enables you to connect a USB flash

drive or connect a computer using a

USB cable.

4 Volume keys Adjust the volume of the audio from

the speakerphone and ringer.

5 Mute key Mutes the microphones during calls

and conferences. The key glows

red when activated.

6 Touchscreen Enables you to select items and

navigate menus on the touch-

sensitive screen.

7 NFC Enables you to connect a

Bluetooth-capable mobile phone or

tablet using Near Field

Communication (NFC).

NFC is supported on Polycom Trio

8800 only.

Navigating Polycom Trio

™

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

information on the state of your phone.

Accessing Screens on Polycom Trio

™

You can access the following screens on the phone:

• 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 Polycom Trio

™

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Access the Home Screen

The Home screen on Polycom 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 Polycom 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 Polycom Trio

™

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Place a Call screen

Accessing the Calls Screen

The Calls screen on Polycom 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.

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™

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Multiple calls on the Calls screen

Icons and Status Indicators

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

Icons and Status Indicators

Icon Description Icon Description

Registered Line Do Not Disturbed enabled

Unregistered Line Call Forwarding enabled

Active Call Wireless status

(Polycom Trio 8800 only)

USB device attached Paired Device

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

▪ Shifts to uppercase letters

▪ Shifts to lowercase letters

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™

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▪ Displays numbers and punctuation marks

▪ Displays special characters

Procedure

1. Tap a text field.

2. Tap each character you want to enter.

Change the Phone Language and Keyboard Layouts

When you set the phone language and country, the phone uses the default keyboard layout for that

language. For example, setting the phone language to French sets the phone to the AZERTY keyboard

layout. You can enable multiple languages for the phone and switch between keyboard layouts.

Procedure

1. On the phone's keyboard, long-press and release the comma key and choose Input Languages.

2. Uncheck Use System Language.

3. Select one or more available languages and press the Back arrow. Each language you select is

enabled along with its default keyboard layout.

When you enable more than one language, a globe key displays on the phone keyboard.

4. Do one of the following:

▪ Long-press the globe key to view and choose from a list of enabled languages. The phone

uses the default keyboard layout for the language you choose.

▪ Short-press the globe key to rotate through enabled languages. The space bar displays the

current language and keyboard layout.

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

.

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™

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Logging Into and Locking the System

Topics:

▪ Logging in to Polycom Trio

▪ Locking Polycom Trio

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

administrator.

Logging in to Polycom 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

phone 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

Polycom phone before you can use one.

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 in to a public phone are saved and displayed the

next time you log in to 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.

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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 Polycom 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 Polycom Trio.

When the system is locked, you can:

▪ Place outgoing calls to emergency and authorized numbers.

▪ Enter a password to answer incoming calls.

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.

Procedure

1. Navigate to Settings > Basic > Lock Phone.

Logging Into and Locking the System

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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 Polycom Trio

systems.

Procedure

1. Select Unlock.

2. Enter your user password, or guest PIN if signed in as a guest on a host phone, and select

Unlock.

Change Your User Password

You can change your user password at any time from the Advanced settings menu on Polycom Trio.

The Advanced settings menu requires a password to access the menu options. Ask your system

administrator for the password if you cannot access 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

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Audio Calls

Topics:

• Placing Audio Calls

• Redial a Number

• Answering Audio Calls

▪ 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 Polycom 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

You can place calls on Polycom Trio 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 Polycom 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 .

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Place an International Call

You can place calls to international phone numbers on Polycom Trio.

Procedure

1. On the dial pad, 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.

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 Polycom 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 Polycom Trio as your audio source..

Audio Calls

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