Polycom RealPresence Trio 8500 User Manual
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Polycom RealPresence Trio 8500 User Manual

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USER GUIDE
5.5.2 | September 2017 | 3725-20598-006A
®
™
Polycom
RealPresence Trio
Solution

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Summary of Contents for Polycom RealPresence Trio 8500

  • Page 1 USER GUIDE 5.5.2 | September 2017 | 3725-20598-006A ® ™ Polycom RealPresence Trio Solution...
  • Page 2 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.

  • Page 3: Table Of Contents

    Place a Call from a Locked Phone................. 19 Calling Contacts from the Directory................19 Placing Intercom Calls....................19 Redial a Number....................... 20 Answering Audio Calls on RealPresence Trio..............21 Answer an Incoming Call..................21 Answer a Call When in a Call.................21 Polycom, Inc.
  • Page 4 Hold a Conference Call..................... 30 Resume a Conference Call....................31 Mute a Conference Participant..................31 Remove a Conference Participant..................31 Video Calls on RealPresence Trio 8800............32 Tips for Video Calls......................32 Video Call Settings......................33 Set the Call Rate for Video Calls................33 Polycom, Inc.
  • Page 5 Sharing Content from an Apple Device................40 Sharing Content from a Windows or Android Device............41 Sharing Content with People+Content IP................41 ® ™ Download and Install Polycom People+Content Technology......42 Share Content using People+Content IP............... 42 Stop Sharing Content with People+Content IP............42 Share Content with People+Content IP over USB..........
  • Page 6 Connecting Bluetooth and USB Devices............56 Connecting Devices using Bluetooth................56 Make the System Visible to Nearby Bluetooth Devices......... 56 Connect a Bluetooth Device...................57 Connect a Bluetooth Device Using Near Field Communication......57 Play Audio from a Bluetooth Device...............57 Polycom, Inc.
  • Page 7 Features for Vision-Impaired and Blind Users..............69 Troubleshooting....................71 Check the Status of RealPresence Trio Visual+............... 71 Check the Status of the Calendar..................71 Tips for Resolving Content Sharing Issues............... 71 Tips for Resolving Camera Issues..................72 Set Log Levels........................72 Polycom, Inc.

  • Page 8: Before You Begin

    Before You Begin Topics: • Audience, Purpose, and Required Skills ▪ Related Documentation This Polycom RealPresence Trio Solution User Guide contains overview information for navigating and ® ™ performing tasks with the following Polycom RealPresence Trio Solution products: ® ™...

  • Page 9: Getting Started With Realpresence Trio

    The RealPresence 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 RealPresence Trio 8500 and RealPresence Trio 8800 systems. RealPresence Trio 8500 Features and Capabilities The RealPresence Trio 8500 system supports the following features: •...

  • Page 10: Realpresence Trio Hardware

    • Connecting to a wireless network RealPresence Trio Hardware The following figure displays the hardware features on the RealPresence Trio 8500 and RealPresence Trio 8800 systems. The table lists each numbered feature shown in this figure. RealPresence Trio Hardware Features...

  • Page 11: Navigating Realpresence Trio

    You can access the following screens on the system: • Home Screen—Displays your messages, settings, and information. • Calls Screen—Displays all active and held calls on your line. • Place a Call screen—Enables quick access to the dial pad, Recent Calls, Contacts, and Calendar. Polycom, Inc.
  • Page 12 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. Polycom, Inc.
  • Page 13 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. Polycom, Inc.

  • Page 14: Icons And Status Indicators

    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 Polycom, Inc.

  • Page 15: Close The Onscreen Keyboard

    2. Tap each character you want to enter. Close the Onscreen Keyboard When you are done entering information into a text field, or you want to exit the current screen and return to the previous screen, close the onscreen keyboard. Procedure 1. Tap Done. Polycom, Inc.

  • Page 16: Logging Into And Locking The System

    Depending on how your system administrator set up the User Login feature, you may need to log in to a phone before you can use it. By default, Polycom devices do not require you to log in before you can use them. However, if you do not log in, you see the default profile.

  • Page 17: Log Out Of The Phone

    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. Polycom, Inc.

  • Page 18: Unlock The Phone

    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. Polycom, Inc.

  • Page 19: Audio Calls

    On RealPresence Trio, you can call a contact using a number or IP address using the dialpad or onscreen keyboard. Procedure 1. Select Place a Call. 2. Enter your contact's number, or tap the onscreen keyboard and enter an IP address. 3. Tap Related Links Place a Video Call on page 34 Polycom, Inc.

  • 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 RealPresence Trio as your audio source.. Related Links Connecting Devices using Bluetooth on page 56 Polycom, Inc.

  • Page 21: Place A Call From A Locked Phone

    If the contact is in an active call, the contact can choose to answer the intercom call, or the intercom call is answered automatically after the active call ends. Polycom, Inc.

  • Page 22: Redial A Number

    Redial, if enabled by your system administrator. Procedure 1. Do one of the following: • Select Redial on the Home screen. • Tap Place a Call, tap , and select the first number in the list. Polycom, Inc.

  • Page 23: Answering Audio Calls On Realpresence Trio

    When you are in an active call and an incoming call arrives on the same or a different line, a call waiting tone beeps, and the Incoming Call screen is displayed. Procedure 1. Select Answer. The active call is placed on hold, and the incoming call becomes active. Polycom, Inc.

  • Page 24: Answer Calls Automatically

    If the system is set up to answer intercom calls with your microphone muted, you need to unmute your microphone before responding to the call. Procedure 1. After the call is answered, press Mute and reply. Related Links Placing Intercom Calls on page 19 Polycom, Inc.

  • Page 25: Decline An Incoming Call

    Mute key indicators on the system and microphones flash green. Hold a Call You can place any active call on hold. Procedure 1. During an active call, select Hold. If you're in the Calls screen, select the call first. The Resume icon is displayed. Polycom, Inc.

  • Page 26: Resume A Call

    Transfer and dial a number or select a contact from Recent Calls or Contacts. • When the default type is Consultative, Tap and select Transfer. Dial a number or select a contact from Recent Calls or Contacts. The call is transferred automatically. Polycom, Inc.

  • Page 27: Transfer A Call Using Consultative Transfer

    You can set up your phone to forward all incoming calls to a contact using one of the following forwarding types: • Always—Forwards all incoming calls. • No Answer—Forwards all unanswered incoming calls. • Busy—Forwards incoming calls when you're in a call. Polycom, Inc.

  • Page 28: Disable Call Forwarding

    Procedure 1. Do one of the following: • Tap DND on the Home screen, if enabled by your system administrator. • Navigate to Settings > Features > Do Not Disturb, and select Enable. Polycom, Inc.

  • Page 29: Disable Do Not Disturb

    Resume to make a held call active. • Select Hang Up to end a call with a contact. You can end active calls only, so resume the held call first before ending it. • Select Transfer to send the call to another contact. Polycom, Inc.

  • Page 30: Mute The Microphones

    Unmute your audio when you are ready to speak and let your contacts hear you. Procedure 1. Do one of the following: ▪ Unmute. ▪ Tap the Mute key on the system. ▪ Tap the Mute key on the microphone. Polycom, Inc.

  • Page 31: Conference Calls

    With the Conference Management feature, you can mute, hold, and remove individual participants in a conference call. Initiate a Conference Call You can initiate a conference by adding a contact during an active call and joining the contacts into a conference call. Procedure 1. Call a contact. Polycom, Inc.

  • Page 32: Merge Calls Into A Conference Call

    However, your system administrator can set up your phone so that all connections terminate when you end a conference call. Procedure 1. During a conference call, select Hang Up. Hold a Conference Call When you place a conference call on hold, you place all conference participants on hold. Procedure 1. Select Hold. Polycom, Inc.

  • Page 33: Resume A Conference Call

    If your system administrator has enabled the Conference Management feature, you can remove individual participants from a conference call. Procedure 1. During a conference call, select a conference participant. 2. Tap Hang Up. The participant is removed from the conference call. Polycom, Inc.

  • Page 34: Video Calls On Realpresence Trio 8800

    Use natural gestures and speak in a natural tone without shouting. • Pause between sentences to allow for possible audio delay. • During a conference call, mute your microphone when not speaking. • Avoid tapping or rustling papers near the microphone. Polycom, Inc.

  • Page 35: Video Call Settings

    Picture-in-Picture—Only self-view or the active speaker display. The PIP displays in or on the meeting content. • Fullscreen—The video of the active speaker or the meeting content displays in full screen. Procedure 1. During a video call, tap Layout. 2. Select a layout option. Polycom, Inc.

  • Page 36: Change How Far-End Video Displays

    When you stop video, the stopped video icon is displayed, and the far-side cannot see you. Note: You can't start and stop far-end video. If the system is set up to receive far-side video, the far-end video always displays. Polycom, Inc.

  • Page 37: Start Video During An Audio Call

    When you do not have a Logitech Webcam C930e attached to the RealPresence Trio Visual+, you can receive video, but you cannot send video. Video always displays when a contact can send video and the system is enabled to receive video. Polycom, Inc.

  • Page 38: Recording Audio Calls

    You can record all active audio calls on the system. 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. Polycom, Inc.

  • Page 39: Pause A Recording

    When you remove the USB flash drive while recording, you can also damage the flash drive. Procedure 1. Do one of the following: • Select and select Stop Recording. • Select End Call. When you stop recording, the USB icon is displayed in the status bar. Polycom, Inc.

  • Page 40: Browse Recorded Calls

    1. While the recording plays, select Pause. 2. Select Resume to continue playing the recording. 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. Polycom, Inc.

  • Page 41: Rename A Recording

    When you have played a recording or need additional space on your USB drive, you can delete recordings from the system. Procedure 1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings. A list of recordings display. 2. Select a recording. 3. Select Delete. Polycom, Inc.

  • Page 42: Sharing Content On Realpresence Trio 8800

    ® • Google Miracast You cannot share content on RealPresence Trio 8500 systems. Sharing Content with RealPresence Desktop or Mobile To share content during a call, you can use RealPresence Desktop on your laptop or RealPresence Mobile on your tablet. If you do not have either application, you can download RealPresence Desktop...

  • Page 43: Sharing Content From A Windows Or Android Device

    Keep the following points in mind about People+Content IP: • While People+Content IP supports any computer desktop resolution, video streamed to the RealPresence Trio 8800 will be scaled to either 720p or 1080p. • People+Content IP provides video-only content. No audio is shared. Polycom, Inc.

  • Page 44: Download And Install Polycom ® People+Content ™ Technology

    ™ Download and Install Polycom People+Content Technology ® ™ You need to download and install the Polycom People+Content technology on a computer before you can use it to show content. Procedure 1. On a computer, go to the Polycom People+Content IP page.
  • Page 45 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 Polycom, Inc.

  • Page 46: Using The Calendar

    You can access the calendar on RealPresence Trio to view and join scheduled meetings. You can view meetings for the current day and upcoming meetings. You cannot view meetings for previous days. Procedure 1. On the Home screen, tap Calendar. The Calendar displays scheduled meetings for the day, as shown next. Polycom, Inc.

  • Page 47: View Meeting Details

    The following options are available for meeting reminders: • Silent—The meeting reminder is displays without an alert tone. • Audible Once—An alert tone plays the first time a meeting reminder displays but does not play for any additional reminders. Polycom, Inc.

  • Page 48: Choose A Meeting Alert Tone

    Join a Meeting from the Calendar You can join meetings from the Calendar or from Meeting Details. Procedure 1. Do one of the following: • From the Calendar, tap Join. • Tap a meeting and tap Join in the Meeting Details screen Polycom, Inc.

  • Page 49: Join A Meeting From A Meeting Reminder

    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. Procedure 1. Tap Join on the meeting reminder and select More Actions. 2. In the Meeting Details screen, choose a number. Polycom, Inc.

  • Page 50: Call Lists And Directories

    Edit a Recent Call Entry You can edit a contact's phone number stored in your Recent Calls list before returning the contact's call. Procedure 1. Tap next to a call entry. 2. Tap 3. Edit the number then tap Dial. Polycom, Inc.

  • Page 51: Save A Recent Contact

    In the Local Directory, you can enter a search criteria to find your desired contact. Procedure 1. Navigate to Contacts > Local Directory. 2. In the Search field, enter your contact’s name. Results matching your search display automatically. Polycom, Inc.

  • Page 52: Add A Contact To The Local Directory

    Delete a Local Directory Contact You can delete any contact from the Local Directory. Procedure 1. From the Local Directory, select a contact. 2. On the Details screen, tap Delete Contact. 3. Tap Yes to confirm you want to delete the contact. Polycom, Inc.

  • Page 53: Local Directory Favorites

    A quick search enables you to search for contacts using either their first name or last name. 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. Polycom, Inc.

  • Page 54: Perform An Advanced Search Of The Corporate Directory

    A maximum of 50 contacts are available for viewing at one time. Procedure 1. Navigate to and select a BroadSoft directory. A default list of contacts is displayed. 2. In the search field, enter your search criteria and select Submit. Polycom, Inc.

  • Page 55: Perform An Advanced Search Of The Broadsoft Directory

    The first name, 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 56: Voicemail And Pages

    1. ▪ Priority—By default, broadcasts sent to group 24 are considered Priority broadcasts. A Priority broadcast interrupts Normal broadcasts or active calls. All systems receive Priority broadcasts unless Do Not Disturb is enabled. Polycom, Inc.

  • Page 57: Listen To A Page During An Active Call

    When you receive a page and you are not in an active call, the page immediately plays, regardless of the paging priority. While a page plays, you can: • Hold the page. • End the page. This ends the page at your phone only. • Place a new call. Polycom, Inc.

  • Page 58: 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 RealPresence Trio 8500 or RealPresence Trio 8800 system. You can also connect Bluetooth-enabled devices to RealPresence Trio 8800 systems using Near Field Communication (NFC) .

  • Page 59: Connect A Bluetooth Device

    Connecting the mobile phone or tablet to the system with Bluetooth using NFC enables you to play the audio from calls or media, such as music or videos, on the system. The RealPresence Trio 8500 system does not support pairing with Bluetooth devices using NFC. Procedure 1.

  • Page 60: Minimum Hardware And Software Laptop Requirements

    • OS X 10.11.x (El Capitan) • OS X 10.12.x (Sierra) • Polycom RealPresence Desktop Desktop client or application • Skype for Business Connect a USB Device or Laptop When connected to a laptop or mobile device, you can use the RealPresence Trio as a microphone and speaker for audio and video calls, including Skype for Business calls, and to play media including music and videos.
  • Page 61 1. On your laptop, click Start > Control Panel. 2. In the Control Panel, click Hardware and Sound > Sound. 3. Click RealPresence Trio and click Set as Default Device. 4. Click OK. Any audio from music or videos plays on the system. Polycom, Inc.

  • Page 62: Realpresence Trio Settings

    Procedure 1. Navigate to Settings > Basic > Preferences. 2. Select Time & Date and select one of the following: • Select Clock Date to change the date format. • Select Clock Time to change the time format. Polycom, Inc.

  • Page 63: Disable The Time And Date Display

    When you change the Maximum Intensity, you modify the entire backlight intensity scale. For example, if you decrease the Maximum Intensity, the low, medium, and high levels for both Backlight On and Backlight Idle intensities decrease. Polycom, Inc.

  • Page 64: Set The Backlight Timeout

    When power-saving mode is activated, the system exits power-saving mode if an event occurs—for example, if there is an incoming call or message. If a screen saver is enabled, power-saving mode still occurs. You can update the following power-saving settings: Polycom, Inc.

  • Page 65: Change Your Office Hours

    3. Select Office Hours Idle Timeout and enter the number of minutes (1 to 600 minutes) the phone should wait, during office hours, before starting power-saving mode. 4. Select Off Hours Idle Timeout, and enter the number of minutes (1 to 10 minutes) the phone should wait, during off-hours, before starting power-saving mode. Polycom, Inc.

  • Page 66: Control Where Audio Plays

    Procedure 1. Navigate to Settings > Basic > Preferences. 2. Select Ring Type. 3. From the Ring Type screen, select a ringtone. 4. Select Play to hear the ringtone. Related Links Features for Hearing-Impaired Users on page 68 Polycom, Inc.

  • Page 67: Maintaining Realpresence Trio

    Procedure 1. Navigate to Settings > Basic. 2. Select Restart Phone. A confirmation message is displayed. 3. Select Yes. The restart process begins, and the process ends when the Home screen is displayed. Polycom, Inc.

  • Page 68: Update The Configuration For Realpresence Trio

    Use a clean, dry, microfiber cloth—the kind you would use to clean glass surfaces—to wipe the touchscreen. Do not use chemicals to clean the touchscreen. Before you clean the screen, disable it so you don't activate system functions while you wipe the touchscreen. Procedure 1. Navigate to Settings > Basic. Polycom, Inc.
  • Page 69 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. In addition, do not use chemicals to clean the touchscreen. Polycom, Inc.

  • Page 70: Accessibility Features

    Features for Mobility-Impaired Users • Features for Vision-Impaired and Blind Users Polycom products include a number of features to accommodate any type of user. The following sections describe accessibility features for hearing, vision, or mobility-impaired users available on RealPresence Trio.

  • Page 71: Features For Mobility-Impaired Users

    8 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 72 Accessibility Features Related Links Backlight Intensity and Timeout on page 61 Answer Calls Automatically on page 22 Polycom, Inc.

  • Page 73: Troubleshooting

    Tips for Resolving Content Sharing Issues If your content is not showing when sharing content on a RealPresence Trio 8800 system, try one of the following solutions: • Make sure your device is on the same network as the room system. Polycom, Inc.

  • Page 74: Tips For Resolving Camera Issues

    Contact your system administrator before setting a log level for your phone. Procedure 1. Navigate to Settings > Basic > Diagnostic Logs > Server Log Level. 2. Choose a log level. Polycom, Inc.

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