Polycom RealPresence Trio 8800 User Manual
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Summary of Contents for Polycom RealPresence Trio 8800
- Page 1 USER GUIDE UC Software 5.4.0 | November 2015 | 3725-20598-001A ® ™ Polycom RealPresence Trio Solution ® ™ Applies to Polycom RealPresence Trio 8800 and ® ™ Polycom RealPresence Trio Visual+...
- Page 2 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 OpenSourceVideo@polycom.com.
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Page 3: Table Of Contents
Overview of RealPresence Trio 8800 ........ - Page 4 Polycom RealPresence Trio Solution User Guide Place an International Call ..........23 Place Calls from Recent Call Lists .
- Page 5 Polycom RealPresence Trio Solution User Guide Change the Volume ............36 Initiating and Managing Conference Calls .
- Page 6 Polycom RealPresence Trio Solution User Guide Stop Sending Video ........... . . 48 Handling Conference Calls with Video .
- Page 7 Polycom RealPresence Trio Solution User Guide View Recent Lync Calls ..........59 View Recent Lync Calls in Outlook .
- Page 8 Set RealPresence Trio 8800 as Your Audio Device for Your Laptop ....78 Customizing RealPresence Trio 8800 ........79 Password Required to Customize RealPresence Trio 8800 .
- Page 9 Polycom RealPresence Trio Solution User Guide Troubleshooting ........... 89 Troubleshoot the RealPresence Trio Visual+ .
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Page 10: Before You Begin
Before You Begin This Polycom RealPresence Trio Solution User Guide uses a number of conventions that help you to understand information and perform tasks. See the Polycom RealPresence Trio 8800 Regulatory Notices for all regulatory and safety guidance. Who Should Read this Guide? ®... - Page 11 Polycom RealPresence Trio Solution User Guide 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.
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Page 12: Getting Started With Polycom Realpresence Trio 8800
Getting Started with Polycom RealPresence Trio 8800 Before you use the RealPresence Trio 8800, take a few moments to familiarize yourself with its features and user interface. This section details the system’s components, the screen layout, and how to navigate the interface in the following sections: ●... -
Page 13: Realpresence Trio 8800 Hardware
Polycom RealPresence Trio Solution User Guide 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 RealPresence Trio 8800 Hardware Feature Descriptions... -
Page 14: Overview Of User Interface
Polycom RealPresence Trio Solution User Guide Overview of User Interface 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. The following topics describe how to navigate the user interface: ●... -
Page 15: Place A Call Screen
Polycom RealPresence Trio Solution User Guide To view the Home screen: » Tap and tap Home. 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. -
Page 16: Icons And Status Indicators
If the system has multiple lines, active and held calls display under the associated line. Two calls on the Calls screen Icons and Status Indicators The following tables display icons and status indicators that display on the RealPresence Trio 8800. Icons and Status Indicators Icon Description... -
Page 17: Enter Information Using The Onscreen Keyboard
Polycom RealPresence Trio Solution User Guide Icons and Status Indicators Icon Description Icon Description Received audio call Missed video call Missed audio call Enter Information Using the Onscreen Keyboard The onscreen keyboard enables you to enter field information using the touchscreen, and is displayed on screen automatically when a text field is shown. -
Page 18: Logging Into And Locking Realpresence Trio 8800
Logging Into and Locking RealPresence Trio 8800 You can lock the RealPresence Trio 8800, log in to the system with login credentials, and sign in to your Lync 2013 account. This section includes the following topics: ● Log Into the RealPresence Trio 8800 ●... -
Page 19: Log Out Of The System
Polycom RealPresence Trio Solution User Guide 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. -
Page 20: Locking The Realpresence Trio 8800
Polycom RealPresence Trio Solution User Guide To sign out of Lync 2013: » Tap Sign Out or navigate to Settings > Features > Microsoft Lync > Sign Out. After you sign out of Lync, you cannot call or view your Lync contacts. However, you can still use other features. -
Page 21: Unlock The System
Polycom RealPresence Trio Solution User Guide 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. -
Page 22: Managing Audio Calls
Placing and Answering Audio Calls RealPresence Trio 8800 can manage a maximum of 24 active, incoming, and held audio calls at a time. However, you can have only one active call in progress with numerous other incoming calls or calls on hold. -
Page 23: Place Calls From The Dialer
Polycom RealPresence Trio Solution User Guide Place Calls from the Dialer The Dialer enables you to enter a number or IP address to place a call using the dial pad or onscreen keyboard The Dialer To place a call from the Dialer: 1 Do one of the following: ... -
Page 24: Placing Calls To Favorites
Polycom RealPresence Trio Solution User Guide 2 From the Recent Calls screen, select a contact. The call is automatically placed after you select a contact. Placing Calls to Favorites 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, as shown in the following figure. -
Page 25: Place Calls To Lync Contacts
Place Calls from a Locked or Logged Out System When the RealPresence Trio 8800 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. -
Page 26: Place An Intercom Call
Place a Call over Bluetooth When the RealPresence Trio 8800 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. See the... -
Page 27: Redial A Number
Polycom RealPresence Trio Solution User Guide 3 On the call screen, select the RealPresence Trio 8800 as your audio source, as shown on an iPhone in the following graphic. Redial a Number All recently placed calls are displayed in the Recent Calls list. The first number in the list is the last call you placed. -
Page 28: Answer Calls In The Incoming Call Window
Polycom RealPresence Trio Solution User Guide Answer Calls in the Incoming Call Window When you receive an incoming call, the system rings and an Incoming Call screen is displayed, as shown next. In the Incoming Call screen, you can choose to answer or ignore the incoming call. -
Page 29: Answer Calls Automatically
Polycom RealPresence Trio Solution User Guide To answer an incoming call during a call: » Tap Answer The active call is placed on hold, and the incoming call becomes active. Answer Calls Automatically You can set up the system to automatically answer calls using the Auto Answer feature. When this feature is enabled, the system automatically answers all incoming calls using the speakerphone. -
Page 30: Mute Audio
Polycom RealPresence Trio Solution User Guide Mute Audio You can mute the microphone so other parties cannot hear you. You can still hear all other parties when you mute your microphone. To mute the microphone: » During a call, do one of the following: ... -
Page 31: Hold Calls
Polycom RealPresence Trio Solution User Guide Hold Calls You can place any active audio or video call on hold. To hold a call: » During an active call, tap Hold . If you’re in the Calls screen, be sure to highlight the call first. -
Page 32: Cancel A Transfer
Polycom RealPresence Trio Solution User Guide 3 If the transfer type is set to Consultative, press Transfer after speaking with your contact. 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. -
Page 33: Decline Incoming Calls
Polycom RealPresence Trio Solution User Guide Decline Incoming Calls You can decline an incoming call and send the call directly to voicemail. Declined calls display in the Missed Calls list in Recent Calls. Rejecting calls is not available for shared lines. -
Page 34: Disable Do Not Disturb
Polycom RealPresence Trio Solution User Guide Disable Do Not Disturb You can disable DND when you are ready to resume receiving calls again. To disable Do Not Disturb: » Navigate to Settings > Features > Do Not Disturb and tap Disable. -
Page 35: Disable Call Forwarding
Polycom RealPresence Trio Solution User Guide Disable Call Forwarding You can disable call forwarding when you no longer want to forward calls. To disable call forwarding: 1 Navigate to Settings > Features > Forward. 2 If the system has multiple lines, select a line. -
Page 36: Simultaneously Ring A Group Of Contacts
Polycom RealPresence Trio Solution User Guide Simultaneously Ring a Group of Contacts You can choose to simultaneously ring a group of Lync contacts when you receive incoming calls. To simultaneously ring a group of contact for incoming calls: 1 In the Lync client, click and select Tools >... -
Page 37: Initiating And Managing Conference Calls
You can initiate a conference call with four contacts and hold, resume, or split a conference call. The RealPresence Trio 8800 can manage a maximum of 12 active or held conference calls at a time. However, you can have only one active conference call in progress with numerous other conference calls on hold. -
Page 38: Add Additional Participants To A Conference Call
Polycom RealPresence Trio Solution User Guide To initiate a conference call: 1 Call a contact. 2 After the contact answers, tap Add The call is held. 3 Enter another contact’s number or select a contact from Contacts or Recent Calls. -
Page 39: Resume Conference Calls
Initiating and Managing Lync Conference Calls When you are signed into Lync on the RealPresence Trio 8800, you can initiate conference calls with your Lync contacts from the system. You can also manage conference participants, enable announcements, and lock a conference. -
Page 40: Initiating A Lync Conference Call
Polycom RealPresence Trio Solution User Guide Note: Join Lync conferences from the calendar You can join Lync conference calls from the calendar on the system, if enabled. See the section Join Lync Meetings from the Calendar for more information. Initiating a Lync Conference Call You can initiate a Lync conference call on the system or in the Lync client. -
Page 41: Initiate A Group Conference Call In The Lync Client
Polycom RealPresence Trio Solution User Guide To initiate a Lync conference call with a group on the system: 1 Tap Contacts > Contacts and select Groups. 2 On the Groups screen, select a group. 3 Tap Dial All. 4 Tap Yes to confirm that you want to dial all contacts in the group. -
Page 42: Viewing A List Of Conference Participants
Polycom RealPresence Trio Solution User Guide the contact must wait for the conference presenter to admit the contact to the call. See the section Lock and Unlock a Conference Call for more information. Viewing a List of Conference Participants When you initiate or join a conference call, the conference participants automatically display in a Participants List, as shown next. -
Page 43: Muting Conference Participants
Muting Conference Participants Only presenters can mute and unmute conference participants. If a presenter mutes your audio, a message is displayed on the RealPresence Trio 8800 or in the Lync client, and a mute icon is displayed next to each person who is muted. When a presenter mutes your audio in the Lync client, it takes one second for the mute icon to display on the system. -
Page 44: Enable And Disable Conference Announcements
Polycom RealPresence Trio Solution User Guide Tap Attendee to demote a presenter to attendee. The participant is now a presenter who can manage conference participants, or an attendee. Enable and Disable Conference Announcements When enabled, announcements play whenever a presenter mutes or unmutes the audience, locks or unlocks the conference, and removes a conference participant, or when a new person joins the conference. - Page 45 Polycom RealPresence Trio Solution User Guide Select the new participant and tap Deny. Polycom, Inc.
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Page 46: Managing Video Calls
Video Call Settings When you update video settings, you change the way all video calls display for a RealPresence Trio 8800. If you update settings during a call, the new settings apply to the next call and not the current call. -
Page 47: Set The Call Rate For Video Calls
Polycom RealPresence Trio Solution User Guide You can update the following video settings on the system: ● Set the Call Rate for Video Calls ● Change Video Clarity ● Change How Far-End Video Displays Set the Call Rate for Video Calls You can set the maximum bandwidth to use for a video call. -
Page 48: Place A Video Call
Note: Is it possible to view all video participants? Viewing all video participants requires the use of a Polycom Video Conference Bridge. For more information, contact your Polycom reseller. Video Calls without a Camera When you do not have a Logitech Webcam C930e attached to the RealPresence Trio Visual+, you can receive video, but you cannot send video. -
Page 49: Audio And Video Calls
Polycom RealPresence Trio Solution User Guide Audio and Video Calls When you are in a call with a person who has a video-enabled phone or video conferencing system, the far side video displays on the monitor. For contacts without video enabled, only your video stream displays on the monitor, and an Audio icon displays on the monitor with the number of contacts on audio. -
Page 50: Showing Content
When a RealPresence Trio Visual+ is connected to a TV monitor and paired with the RealPresence Trio 8800, you can show content to in-room meeting participants and during audio or video calls. You can use the following applications to show content: ● Polycom ® ®... -
Page 51: Show Content Using Realpresence Mobile
Polycom RealPresence Trio Solution User Guide Show Content using RealPresence Mobile On your tablet, you can choose to share content from local documents, photos, a website, or Dropbox. You can also choose to share annotations you make on the Whiteboard or Blackboard application within RealPresence Mobile. -
Page 52: Download And Install People+Content Ip
1 On your computer, navigate to Start > Polycom > Polycom People+Content IP and click the application. 2 Enter the IP address of the RealPresence Trio 8800 and the meeting password, if one is set. 3 Click Connect, open the content you want to show, and click Stop Showing Content with People+Content IP When you are done showing content, stop the People+Content IP application. -
Page 53: Show Content In A Lync Online Meeting
Polycom RealPresence Trio Solution User Guide Show Content in a Lync Online Meeting When you join a Lync Online Meeting from the RealPresence Trio 8800, you can show content by joining the meeting from the invite on your laptop. To show content during a Lync Online Meeting: 1 On your laptop, open the meeting invite and click Join Lync Meeting. -
Page 54: Using The Calendar
Using the Calendar When your RealPresence Trio 8800 is configured to connect to the Microsoft Exchange Server, you can ® ® view and join meetings scheduled in Microsoft Outlook from the RealPresence Trio 8800. Open the Calendar You can access the calendar on the system to view and join your scheduled meetings. You can only view meetings for the current day. -
Page 55: Display Meeting Details
Polycom RealPresence Trio Solution User Guide Display Meeting Details From the Meeting Details screen, you can view the meeting’s start and end time, location, organizer, invitees, and meeting description, as shown next. You can also join meetings and view all meeting numbers that you can use to join the meeting. -
Page 56: Joining Meeting
2 In the Meeting Details screen, tap Join. Choose a Meeting Reminder Type You can choose to have the following types of meeting reminders on the RealPresence Trio 8800: ● Silent The meeting reminder is displayed and no alert tone plays. -
Page 57: Choose An Alert Tone
Polycom RealPresence Trio Solution User Guide ● Audible Always An alert tone plays each time a meeting reminder is displayed. To choose the type of meeting reminder: 1 Navigate to Setting > Basic > Preferences > Calendar Settings > Reminder Settings. -
Page 58: Managing Call Lists And Directories
Managing Call Lists and Directories RealPresence Trio 8800 supports a Recent Calls list, a Contact Directory, and a Corporate Directory. The system can also support a Lync Directory and a BroadSoft Directory, depending on your server and if enabled by your system administrator. This section describes each of these in the following topics: ●... -
Page 59: View Call Details
View Recent Lync Calls When the RealPresence Trio 8800 is registered with the Lync 2013 Server, you can view a list of placed, received, and missed Lync calls on the system in the Recent Calls list, in the Lync client in the Conversations ®... -
Page 60: View Recent Lync Calls In Outlook
Polycom RealPresence Trio Solution User Guide The last 99 Lync calls display in the Recent Calls list on the system. If you delete or move call entries on the system, if enabled, the changes are made on the system only. If you delete call entries in the Lync client, the changes are made on the system and in the Lync client. -
Page 61: Add A Contact To The Contact Directory
Polycom RealPresence Trio Solution User Guide Add a Contact to the Contact Directory When you add a contact to your Contact 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. -
Page 62: Add Favorites
Polycom RealPresence Trio Solution User Guide To delete a contact: 1 From your Contact Directory, select a contact. 2 From the Details screen, tap Delete Contact. A confirmation message is displayed, confirming that you want to delete the contact. 3 Tap Yes to delete the contact. -
Page 63: Using The Corporate Directory
Polycom RealPresence Trio Solution User Guide Using the Corporate Directory Your system administrator can set up the system so that you can access a Corporate Directory. However, you cannot update your Corporate Directory, and your administrator determines which contacts you can see. -
Page 64: Managing Lync Contacts
Managing Lync Contacts When you are signed into your Lync 2013 account on the RealPresence Trio 8800, all Lync contacts and groups created in your Lync client display in the Contacts list on the system. You can view your Lync contacts, search for contacts, add additional contacts, call contacts, and view presence information for all Lync contacts on the system. -
Page 65: Lync Contact Presence Information
Polycom RealPresence Trio Solution User Guide 2 From the Contact List, select a contact, tap then tap Info. Your contact’s presence status and contact information displays, as shown next. Change the Privacy Relationship for a Contact In order for a contact to view your detailed information, you must change your privacy relationship with that contact to Friends and Family in the Lync client. -
Page 66: View Lync Contact Groups
Outlook to Out of Office. View Lync Contact Groups You can view groups created in your Lync client on the RealPresence Trio 8800. However, you cannot create new groups, delete existing groups, or move contacts between groups on the system. -
Page 67: Viewing Lync Favorites
You can view the Lync contacts saved as favorites in the Lync client on the Home screen of the RealPresence Trio 8800, as shown next. Only contacts you add as favorites in the Lync client display as favorites on the system. You cannot add Lync contacts as favorites on the system. -
Page 68: Update Your Lync Presence
Lync favorites on the Home screen Update Your Lync Presence You can change your Lync presence status and presence information on the RealPresence Trio 8800. When you change you presence status on the system, the information is automatically updated in the Lync client. -
Page 69: Searching The Broadsoft Directory
Polycom RealPresence Trio Solution User Guide You can change your status to Available from any other status by pressing Reset Status. For information on viewing your contacts’ presence status, see the sectionLync Contact Presence Information. Searching the BroadSoft Directory You can access and search the BroadSoft Directory on the system, and you can choose to perform a standard or advanced search for contacts. -
Page 70: Perform An Advanced Search
Polycom RealPresence Trio Solution User Guide Perform an Advanced Search An advanced search enables you to choose to search for contacts by first name, last name, or number. To perform an advanced search: 1 Navigate to Contacts > BroadSoft Directory. -
Page 71: Accessing Voicemail And Receiving Broadcast Messages
Access Voicemail Messages You are notified of new voicemail messages on the RealPresence Trio 8800 in the following ways: ● The number of voicemails displays on the Voicemail option in the menu. -
Page 72: Managing Lync Voicemail Messages
Polycom RealPresence Trio Solution User Guide The following icons display next to each message to indicate the status of a message: ● Unread message ● Read messages To access your Lync voicemail messages: 1 Tap Messages or navigate to Settings > Features > Voicemail. -
Page 73: Receiving Pages
Polycom RealPresence Trio Solution User Guide ● Normal By default, broadcasts sent to groups 1 to 23 are considered Normal broadcasts. If two users begin a broadcast on the same group at the same time, the system with the lower serial number continues to transmit while the other system enters the receiving state. - Page 74 Polycom RealPresence Trio Solution User Guide To listen to a page during a call: » Do one of the following, For pages that play automatically during a call, hold the call to hear only the page. For Pending pages, select Accept or hold the call.
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Page 75: Connecting Devices To The Realpresence Trio 8800
Connecting Devices to the RealPresence Trio 8800 You can connect a laptop or mobile devices to the RealPresence Trio 8800 using a USB cable, Bluetooth, or Near Field Communication (NFC). When you connect a device to the system, you can play audio from audio calls, video calls, music players, or videos on the system. -
Page 76: Connect A Bluetooth Device
3 Confirm that your device is paired and connected to the system. Play Audio from a Bluetooth Device You can use the RealPresence Trio 8800 as a Bluetooth speaker for audio from music or videos played on your mobile phone or tablet. -
Page 77: Connecting A Device Using A Usb Cable
Connect Your Laptop You connect a laptop to the RealPresence Trio 8800 using a USB cable. When connected, you can use the system to play audio from video calls, including Lync calls, and from media including music and videos. See... -
Page 78: Set Realpresence Trio 8800 As Your Audio Device In Realpresence Desktop
Set RealPresence Trio 8800 as Your Audio Device in RealPresence Desktop When your laptop is connected to the RealPresence Trio 8800, 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. -
Page 79: Customizing Realpresence Trio 8800
Customizing RealPresence Trio 8800 This section explains how to customize the system’s touchscreen display. Basic customizations include changing the time and date format, setting language, and updating the screen brightness. This section includes the following topics: ● Set the Language ●... -
Page 80: Disable The Time And Date Display
Polycom RealPresence Trio Solution User Guide You can customize the time and date by choosing between a variety of time and date formats, including options to display the day, month, or year. To update the time and date display: 1 Navigate to Settings > Basic > Preferences > Time & Date. -
Page 81: Change The Backlight Timeout
Polycom RealPresence Trio Solution User Guide To change the backlight intensity: 1 Navigate to Settings > Basic > Backlight Intensity. 2 From the Backlight Intensity screen, select Backlight On Intensity. 3 From the Backlight On Intensity screen, select the intensity you want, and select Back. The default is High. -
Page 82: Change Timeouts
Polycom RealPresence Trio Solution User Guide To change your office hours: 1 Navigate to Settings > Basic > Power Saving > Office Hours > Start Hour. 2 From the Start Hour screen, select a day of the week. 3 Enter a start time using the 24-hour clock. You can enter a start time from 0 to 23. - Page 83 Polycom RealPresence Trio Solution User Guide To select an incoming call ringtone for the system or a line: 1 Navigate to Settings > Basic > Ring Type. 2 When multiple lines are configured on the system, select a line. 3 From the Ring Type screen, select Normal Ring Type for all incoming calls or Private Ring Type for private calls.
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Page 84: Using Accessibility Features
Features for Vision-Impaired and Blind Users ● Features for Mobility-Impaired Users Features for Hearing-Impaired Users The following table lists the accessibility features on the RealPresence Trio 8800 for hearing-impaired users. Accessibility Features on RealPresence Trio 8800 for Hearing-Impaired Users Accessibility Feature... -
Page 85: Features For Vision-Impaired And Blind Users
Polycom RealPresence Trio Solution User Guide Features for Vision-Impaired and Blind Users The following table lists the accessibility features on the RealPresence Trio 8800 for visually-impaired and blind users. Accessibility Features on RealPresence Trio 8800 for Vision-Impaired and Blind Users... -
Page 86: Performing Maintenance Tasks
Your system administrator may ask you to restart the system if the system malfunctions or to assist in troubleshooting. Caution: Restarting the RealPresence Trio 8800 Before you restart the system, contact your system administrator. If the system is malfunctioning, you may be able to restore normal operation without restarting. -
Page 87: Update The System Configuration
Polycom RealPresence Trio Solution User Guide 2 Select Yes. The restart process begins, and the process ends when the Home screen is displayed. Update the System Configuration Your system administrator may ask you to update the system configuration, which you can do without restarting the system. - Page 88 Polycom RealPresence Trio Solution User Guide Note: What happens if I clean the touchscreen, but it's still dirty? Dampen a soft, lint-free cloth with an isopropyl alcohol and water solution of 50:50, and then wipe the screen with the cloth. Always use the dampened cloth to apply the solution; never apply the solution directly, which could seep inside the screen or stain the system.
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Page 89: Troubleshooting
3 If the status of the Calendar states that it is not connected to the server, contact your administrator. Login If the system has incorrect login credentials, or if you need to re-submit Login Credentials, one of the following occurs on the system: Polycom, Inc. -
Page 90: Content Sharing
Camera If the USB camera is not working during a video call, try one of the following solutions: ● Check that the RealPresence Trio Visual+ is paired and connected with the RealPresence Trio 8800 (see the section Troubleshoot the RealPresence Trio Visual+).