Polycom Trio 8500 User Manual
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Summary of Contents for Polycom Trio 8500
- Page 1 USER GUIDE ™ Polycom Trio Solution Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com © 2019 Smart Choice Communications, LLC...
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Page 2: Table Of Contents
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... - Page 3 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 Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com...
- Page 4 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..................
- Page 5 Contents 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................
- Page 6 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 Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com © 2019 Smart Choice Communications, LLC...
- Page 7 Contents Check the Status of the Calendar..................73 Tips for Resolving Content Sharing Issues............... 73 Tips for Resolving Camera Issues..................74 Set Log Levels........................74 Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com © 2019 Smart Choice Communications, LLC...
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Page 8: Before You Begin
▪ 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+. -
Page 9: Getting Started With 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: •... -
Page 10: Polycom Trio Hardware
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 Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com... -
Page 11: Navigating Polycom Trio
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. - Page 12 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.
- Page 13 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.
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Page 14: Icons And Status Indicators
™ Getting Started with Polycom Trio 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... -
Page 15: Change The Phone Language And Keyboard Layouts
™ Getting Started with Polycom Trio ▪ 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. -
Page 16: Logging Into And Locking The System
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. -
Page 17: Log Out Of The Phone
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: ▪... -
Page 18: Unlock The Phone
Logging Into and Locking the System 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. -
Page 19: Audio Calls
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. -
Page 20: Place An International 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.. Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com © 2019 Smart Choice Communications, LLC... -
Page 21: Calling Contacts From The Directory
Audio Calls Calling Contacts from the Directory Call a Contact from a Directory You can place a call to a contact directly from your directory or you can select contacts in your directory to call from the Place a Call screen. Procedure 1. -
Page 22: Redial A Number
Hang Up. 5. Select Resume. Redial a Number Polycom Trio automatically keep a record of all calls placed. You can recall the last contact you called using Redial, if enabled by your system administrator. Procedure 1. Do one of the following: •... -
Page 23: Answering Audio Calls
Audio Calls Answering Audio Calls When you receive an incoming call on Polycom Trio, you can choose to answer the call in various ways, including answering calls automatically, in the Incoming Calls screen, in the Calls screen, and during a call. -
Page 24: Answer Calls Automatically
Audio Calls Answer Calls Automatically You can set up Polycom Trio to automatically answer calls using the Auto Answer feature. When enabled, the phone automatically answers all incoming calls using the speakerphone. Your system administrator sets how many times the phone rings before the call is automatically answered. -
Page 25: End An Audio Call
When you place a call on hold, the Mute key indicators on the system and microphones are red. When you are placed on hold, the Mute key indicators on the system and microphones flash green. Hold a Call You can place any active call on hold on Polycom Trio. Procedure 1. During an active call, select Hold. -
Page 26: Choose A Default Transfer Type
Consultative transfer—Enables you to speak with the other party before completing the transfer. Choose a Default Transfer Type You can choose a default transfer type to use for all calls on Polycom Trio. When you choose a default transfer type, the phone uses the selected transfer type for all calls. -
Page 27: Cancel A Transfer
Audio Calls Cancel a Transfer If a contact does not answer the transfer or you want to remain speaking with the contact on your line, you can cancel the transfer before it is complete. Procedure 1. Select Cancel. The call is not transferred and becomes active. Forwarding Incoming Calls to a Contact You can choose to forward an incoming call to a contact or forward all incoming calls to one of your contacts. -
Page 28: Disable Call Forwarding
Audio Calls Disable Call Forwarding You can disable call forwarding when you no longer want to forward your calls. Procedure 1. Navigate to Settings > Features > Forward. 2. On the Forwarding Type Select screen, tap Disable Call Forwarding. Rejecting Calls with Do Not Disturb Do Not Disturb (DND) enables you to set your phone to automatically reject calls when you do not want to be interrupted. -
Page 29: Managing Multiple Calls
Audio Calls Managing Multiple Calls You can manage multiple calls that are active, incoming, or held on the system. In the Calls screen, you can view active and held calls, including conference calls. The following figure shows an active call and a held call. Manage a Call from the Calls Screen From the Calls screen, you can manage a call by holding, resuming, or transferring the call. -
Page 30: Unmute The Microphone
Audio Calls ▪ Tap the Mute key on the system. ▪ Tap the Mute key on the microphone. Unmute the Microphone Unmute your audio when you are ready to speak and let your contacts hear you. Procedure 1. Do one of the following: ▪... -
Page 31: Conference Calls
Mute a Conference Participant ▪ Remove a Conference Participant You can initiate and manage up to 12 audio conference calls on a Polycom Trio system and place video conference calls and view video streams for video-enabled participants. Tips for Conference Calls When you are in a conference call, follow these tips: •... -
Page 32: Merge Calls Into A Conference Call
Conference Calls 3. Enter another contact's number or select a contact from Contacts or Recent Calls. The contact is added to the conference call after answering. Merge Calls into a Conference Call You can merge an active call and a held call to initiate a conference call. Procedure 1. -
Page 33: Resume A Conference Call
Conference Calls Resume a Conference Call Resuming a held conference call enables all participants to hear the audio of everyone on the call. Procedure 1. Select Resume. Mute a Conference Participant If your system administrator has enabled the Conference Management feature, you can mute individual participants in a conference call. -
Page 34: Video Calls On Polycom Trio
▪ Logitech Webcam c930e If you do not have a USB camera connected to the Polycom Trio Visual+ when you receive video during calls, you can see your contact’s video, but your contact cannot see video from you. Tips for Video Calls Use these tips when you're in a video call: •... -
Page 35: Set The Call Rate For Video Calls
™ Video Calls on Polycom Trio 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. -
Page 36: Change How Far-End Video Displays
™ Video Calls on Polycom Trio Change How Far-End Video Displays You can adjust video settings to control the appearance of video received from the far-end. You can adjust the appearance of the far-side video so that it displays as one of the following: •... -
Page 37: Start Video During An Audio Call
Switch Between Video and Content during Video Calls By default, when you or a video participant starts sharing content during a video call on Polycom Trio, the content automatically displays in place of participant video streams during the call. You can choose to display the video streams for participants or display any content being shared. -
Page 38: Handling A Mixture Of Audio And Video Calls
Camera zoom level ▪ Camera direction Store Camera Presets You can store camera presets during a call or when the system is idle on Polycom Trio 8800 with a EagleEye IV USB camera. Procedure 1. Do one of the following: ▪... -
Page 39: Rename Stored Camera Presets
™ Video Calls on Polycom Trio Rename Stored Camera Presets By default, presets are named in the order they are set, starting with "Preset 1". You can rename stored presets with a name that identifies the camera position or zoom level. -
Page 40: Recording Audio Calls
Delete a Recording You can connect a USB flash drive to a Polycom Trio system and record audio calls onto the drive. Recordings are stored as .wav files on the USB flash drive, and you can record up to four hours in one file. -
Page 41: Record A Call
Recording Audio Calls Record a Call You can record all active audio calls on the phone. You cannot record calls when there are no connected calls, when you place a new call to transfer a call or initiate a conference, or when you have an incoming call. Make sure to inform your contacts on the call before you begin recording. -
Page 42: Browse Recorded Calls
A list of recordings display. Play a Recorded Call You can play back calls that you recorded on a USB drive connected to supported Polycom Trio. Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com Note: You cannot open and play recordings when you are in an active call or if you're recording a call. If ©... -
Page 43: Stop Playing A Recording
Recording Audio Calls Stop Playing a Recording When you are finished listening to a recording, you can stop playing it by exiting the recording. Procedure 1. Select Exit. Rename a Recording By default, recordings are labeled with the date of the recording. You can rename recordings to provide them with more meaningful names. -
Page 44: Sharing Content On Polycom Trio
Sharing Content with People+Content IP When a Polycom Trio Visual+ is connected to a TV monitor and paired with a Polycom Trio 8500 or 8800 system, you can share content with in-room meeting participants and during audio or video calls. You can use the following applications to share content: ®... -
Page 45: Sharing Content From A Windows Or Android Device
• Any other devices that support AirPlay Sharing content with Polycom Trio using AirPlay works similar to sharing your screen to Apple TV. For more information on using AirPlay, refer to the documentation for your Apple product. Note: When you answer an incoming call with content while you’re sharing content wirelessly with AirPlay, your content stops showing, and the content with the connected call displays instead. -
Page 46: Download And Install Polycom ® People+Content ™ Technology
On a Mac computer, navigate to Finder then search for and run the People+Content IP application. 2. Enter the IP address or host name of the Polycom Trio system and the meeting password, if one is set. 3. Click Connect. - Page 47 Sharing Content on Polycom Trio • On a Windows computer, navigate to My Computer and click the People+Content IP folder. • On a Mac computer, navigate to Finder then search for and run the People+Content IP application. 3. Open the content you want to show, and click Smart Choice Communications | (800) 217-3096 | www.smartchoiceus.com | techsupport@smartchoiceus.com...
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Page 48: Using The Calendar
Joining Calendar Meetings When connected to Microsoft Exchange Server, you can view and join meetings scheduled in Microsoft Outlook from Polycom Trio or on the monitor connected to Polycom Trio Visual+ when paired with a Polycom Trio system. Open the Calendar You can access the calendar on Polycom Trio to view and join scheduled meetings. -
Page 49: View Meeting Details
Using the Calendar View Meeting Details When you select a meeting on the calendar, you can view the meeting’s start and end time, location, organizer, invitees, and meeting description, as shown next. Procedure 1. On the calendar, select a meeting. Meeting Reminders When you have a scheduled meeting on the calendar, a meeting reminder displays and an alert tone plays 5 minutes and 1 minute before a meeting starts. -
Page 50: Choose A Meeting Alert Tone
Using the Calendar • Audible Always (default)—An alert tone plays each time a meeting reminder displays. Procedure 1. Navigate to Settings > Basic > Preferences. 2. Select Calendar Settings > Reminder Settings. 3. Select Reminder Type and choose a meeting reminder type. Choose a Meeting Alert Tone You can choose the alert tone that plays for meeting reminders. -
Page 51: Join A Meeting From A Meeting Reminder
Using the Calendar Join a Meeting from a Meeting Reminder You can join a meeting from the meeting reminder when it displays before a meeting, if enabled. Procedure 1. Tap Join. Join a Meeting with an Alternate Number If the meeting organizer has provided alternate numbers you can use to join the meeting, you can view and use alternate numbers to join the meeting. -
Page 52: Call Lists And Directories
Recent Calls The Recent Calls list on Polycom Trio includes missed, received, and placed calls. Each list holds up to 100 entries. You can perform the following tasks from the Recent Calls list: •... -
Page 53: Save A Recent Contact
Call Lists and Directories Save a Recent Contact You can save a recent contact to the Contact Directory. Procedure 1. Next to a call entry, tap 2. On the Call Details screen, tap Save. 3. If needed, edit the contact's information. 4. -
Page 54: Add A Contact To The Local Directory
Call Lists and Directories Add a Contact to the Local Directory When you add a contact to your Local Directory, you can choose how much information you want to enter for your contact. You are required to only enter a contact number for each new contact. Procedure 1. -
Page 55: Local Directory Favorites
Call Lists and Directories Local Directory Favorites Favorites are the contacts in your Local Directory that you will call most often. Contacts that you add as favorites display on the Home screen. Only three favorites display onscreen at a time, however, you can swipe the screen from right to left to display additional favorites. Favorites also display at the top of the list of contacts in the Local Directory. -
Page 56: Perform An Advanced Search Of The Corporate Directory
Call Lists and Directories Procedure 1. Navigate to Contacts > Corporate Directory. 2. In the search field, enter your search criteria and select Submit. 3. Select a contact and select View to view the contact's information. Perform an Advanced Search of the Corporate Directory An advanced search enables you to choose to search for contacts by first name, last name, or phone number. -
Page 57: Perform A Simple Search Of The Broadsoft Directory
The first and last name and phone number of the contact are saved to the Contact Directory. You can go to the Contact Directory to see if the contact was saved correctly and to add additional contact information. Procedure 1. In the contact details screen, select Add to local directory. Polycom, Inc. -
Page 58: Voicemail And Pages
Voicemail and Pages Topics: ▪ Access Voicemail Messages ▪ Receiving Messages with Group Paging You can send, broadcast, and access a variety of audio messages on the system. Note: Your system may not support all of the features described in this section. Check with your system administrator to find out which features are available on the system Access Voicemail Messages When there are voicemail messages available on the phone, an audible tone plays and an alert displays... -
Page 59: Listen To A Page During An Active Call
Voicemail and Pages ▪ Emergency—By default, broadcasts sent to group 25 are considered Emergency broadcasts. An Emergency broadcast interrupts Normal broadcasts, Priority broadcasts, and active calls and plays out at near maximum volume even if Do Not Disturb is enabled. When you enable Do Not Disturb, you receive only Emergency broadcasts, and non-emergency broadcasts do not play or display. -
Page 60: Connecting Bluetooth And Usb Devices
Connecting a Device using a USB Cable You can connect a USB or Bluetooth-enabled laptop or mobile device to a Polycom Trio 8500 or Polycom Trio 8800 system. You can also connect Bluetooth-enabled devices to Polycom Trio 8800 systems using Near Field Communication (NFC) . -
Page 61: Connect A Bluetooth Device
3. Confirm that your device is paired and connected to the phone. Play Audio from a Bluetooth Device You can use a Polycom Trio system as a Bluetooth speaker for music or videos played on your mobile phone or tablet. -
Page 62: Minimum Hardware And Software Laptop Requirements
RealPresence Desktop or the Skype for Business client. Setting the System as Your Audio Device for Communication Clients When your laptop is connected to a Polycom Trio system, you can set the system as your microphone and speakers for communication and collaboration clients, like RealPresence Desktop, BroadSoft BroadTouch Communicator, or Skype for Business. - Page 63 Set the System as Your Audio Device in RealPresence Desktop When your laptop is connected to a Polycom Trio system, you can set the system as your audio device input and output device in the RealPresence Desktop application to play audio from the meeting using the system speakers and use the system as your microphone.
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Page 64: Polycom Trio ™ Settings
Time and Date Display The time and date display in the status bar on Polycom Trio. When the phone cannot obtain a time and date, the time and date display flashes. If this happens, or if the time and date are incorrect, contact your system administrator. -
Page 65: Disable The Time And Date Display
2. Select Time & Date and select Disable. Set the Language Polycom phones support several languages that you can choose to display on the phone. Check with your system administrator to find out exactly which languages are supported on your phone. -
Page 66: Set The Backlight Timeout
3. Select Enable or Disable. Power-Saving Mode By default, Polycom phones are set to enter power-saving mode and turn off the screen after being idle for a certain period of time to conserve energy. You can determine the period of time that the phone is idle before the screen turns off, and you can set different idle timeouts for office hours and off hours, such as evenings and weekends. -
Page 67: Change Your Office Hours For Power-Saving Mode
Polycom Trio Settings Note: By default, the Polycom Trio 8500 and 8800 systems enter power-saving mode after a period of idle time to conserve energy. However, Polycom Trio systems do not enter power-saving mode while idle in the Bluetooth or Wi-Fi (Polycom Trio 8800 only) menus. To ensure the system enters power-saving mode, exit the Bluetooth or Wi-Fi menu using the Home or Back key. -
Page 68: Control Where Audio Plays
6. Select Save. Control Where Audio Plays When a Polycom Trio system is paired with Polycom Trio Visual+, you can choose to have audio play from the speakers on a Polycom Trio system or from the monitor or external speakers connected to Polycom Trio Visual+. -
Page 69: Maintaining Polycom Trio
™ Maintaining Polycom Trio Topics: • Investigate Warnings • Restart Your Phone • Update the Phone's Configuration • Test the Hardware • Clean the Touchscreen When the phone is not operating properly, you can investigate or troubleshoot issues along with any other tasks your administrator may ask you to perform. -
Page 70: Update The Phone's Configuration
™ Maintaining Polycom Trio Update the Phone's Configuration Your system administrator may ask you to update the configuration for your phone to apply any changes to system settings, which you can do without restarting it. Procedure 1. Navigate to Settings > Basic. - Page 71 ™ Maintaining Polycom Trio Note: If the touchscreen is dirty after cleaning, dampen a soft, lint-free cloth with an isopropyl alcohol and water solution of 50:50 then wipe the screen with the cloth. Always use the dampened cloth to apply the solution; never apply the solution directly because it could seep inside the screen or stain the system.
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Page 72: Accessibility Features
Polycom products include a number of features to accommodate hearing, vision, or mobility-impaired users. Features for Hearing-Impaired Users Polycom phones include many features that enable users with hearing impairments to use various features on the phone. The following table lists the accessibility features for hearing-impaired users. -
Page 73: Features For Mobility-Impaired Users
Features for Vision-Impaired and Blind Users Polycom phones include various features that enable users with visual impairments to use many of the features on the phone. The following table lists the accessibility features for visually-impaired and blind users. -
Page 74: Troubleshooting
If yours or the far-end's video stream or content is not displaying on the monitor, you need to check the status of the Polycom Trio Visual+ and make sure the accessory is on and paired with the Polycom Trio system. -
Page 75: Tips For Resolving Camera Issues
Tips for Resolving Camera Issues If the USB camera is not working during a video call, try one of the following solutions: • Check that the Polycom Trio Visual+ accessory is paired and connected with the Polycom Trio system. •...