Polycom Trio 8800 System User's Manual
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Polycom Trio 8800 System User's Manual

Room conference system
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See also: User Manual , Quick User Manual
Polycom Trio 8800 Room
Conference System User Guide
Version
0.1
0.2
Written/Reviewed By
Ronan Dunphy
Ronan Dunphy
Date
15
th
March 2019
28
March 2019
th

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Summary of Contents for Polycom Trio 8800

  • Page 1 Polycom Trio 8800 Room Conference System User Guide Version Written/Reviewed By Date Ronan Dunphy March 2019 Ronan Dunphy March 2019...

  • Page 2: Table Of Contents

    Contents Quick Tips for the Polycom Trio 8800 Room Conference System ............2 Overview ..............................3 Polycom Trio 8800 Conference Phone ....................3 Polycom Trio 8800 Home Screen ......................4 Audio Calling on the Polycom Trio 8800 ....................6 Placing a call using “Dial A Number”....................6 Placing a call using “Redial”...

  • Page 3: Quick Tips For The Polycom Trio 8800 Room Conference System

    Quick Tips for the Polycom Trio 8800 Room Conference System Please find more information about Polycom Devices and Skype for Business at www.dit.ie/aadlt/ictservices/staffitservices/telephony/unifiedcommunications/ To Mute the Microphone To Dial A Number To Start an Ad Hoc Conference Call » Press Mute on the screen or press the Mute »...

  • Page 4: Overview

    Overview TU Dublin City Campus utilises the Polycom Trio 8800 Room Conference System in conjunction with Microsoft’s Skype for Business for audio and video conference facilities in its meeting rooms. This document outlines the various features and procedures for using the Polycom Trio 8800.

  • Page 5: Polycom Trio 8800 Home Screen

    5. Meetings. Displays a list of scheduled meetings. Scheduled Skype for Business meetings can be joined from the Meetings app. 6. Present. Provides information on how to present documents or desktops from a computer to the Polycom Trio 8800 video display. 7. Meet Now. Used to initiate an Ad Hoc Skype Meeting.
  • Page 6 8. Contacts. Contacts can be used to search for TU Dublin City Campus staff in the Skype for Business directory. 9. Recent Calls. Provides a list of recently placed and received calls. 10. Favourites. A list of other Conference Room systems in TU Dublin City Campus allowing quick dialling by clicking the relevant contact.

  • Page 7: Audio Calling On The Polycom Trio 8800

    Audio Calling on the Polycom Trio 8800 Placing a call using “Dial A Number” Step 1: Press the “Dial A Number” button. Step 2: Enter the phone number using the keypad. Note: This can be a full external DDI or a 4 digit internal extension.

  • Page 8: Placing A Call Using "Redial

    Placing a call using “Redial” Step 1: The “Redial” option will appear on the Step 2: To place a call to the last dialled Home Screen once a call has been placed number simply press the “Redial” button. using the phone. Placing a call using “Recent Calls”...

  • Page 9: Placing A Call Using "Favourites

    Step 3: To view more information about Step 4: To call the contact press the “Dial” contacts in the “Recent Calls” list press the “i” button. button beside the contact. Placing a call using “Favourites” Step 2: Once you have found the correct Step 1: Scroll left or right on the Favourite favourite contact press the icon to dial the contacts list by pressing the arrows.

  • Page 10: Placing A Call Using "Contacts

    Placing a call using “Contacts” Step 1: To search for a user in TU Dublin City Step 2: Press the “Search Contacts” box. Campus press the “Contacts” button. Step 3: Type the name of the user you are Step 4: Press the down arrow or on the searching for.
  • Page 11 Step 5: Press the “Dial” button to place a call Step 6: To view more information about the to the user. user press the “View” button. Step 7: If the user is using Skype for Business Step 8: If the user is not using Skype for you will have the option to place a “Skype”...

  • Page 12: Active Call Management

    Active Call Management Answering an Incoming call Step 1: To answer an incoming video or audio call press the “Answer” button. Ending an Active call Step 1: To end an active call press the “Hang Up” button.

  • Page 13: Placing A Call On Hold

    Placing a call on Hold Step 2: To take a call off hold press the “Resume” button. Step 1: To place an active call on hold press the “Hold” button. Transferring an Active call Step 2: Type the number you wish to transfer to and press the dial button.

  • Page 14: Using A Screen With The Polycom Trio 8800

    Using a Screen with the Polycom Trio 8800 When using the Polycom Trio 8800 to display video or content as part of a Skype call or for presentation purposes the meeting room display must be switched on the and the correct video input selected.

  • Page 15: Video Calling On The Polycom Trio 8800

    Video Calling on the Polycom Trio 8800 When placing a call using one of the methods highlighted in the previous section video will not be automatically activated. If the end user device is capable of receiving video i.e. a computer, laptop or mobile device running Skype for Business or the Skype for Business Web App the following process can be used to enable video during an active call.

  • Page 16: Presenting To The Screen Outside Of A Call

    Presenting to the Screen outside of a Call The Polycom Trio 8800 can be used to display a computer application, document or desktop to the display in a meeting room from a TU Dublin City Campus computer through the Skype for Business client without the need for initiating a conference call.
  • Page 17 Step 4: From the pop up menu select the Step 5: If you select “Present Desktop” option you would like to present. highlight the desktop you would like to display and press “Present”. Step 6: If you select “Present Programs” Step 7: On the conference phone screen press highlight the application you would like to the “Accept”...

  • Page 18: Presenting To The Screen Without Skype For Business

    Presenting to the Screen without Skype for Business The Polycom Trio 8800 can also be used to share a computer desktop to the display in a meeting room from a computer that does not have Skype for Business installed. This can be done using a micro USB cable and the following procedure.

  • Page 19: Conference Call Functionality

    Conference Call Functionality There are two main methods of using the Polycom Trio 8800 for Conference Calling. These are 1. Ad Hoc Conference Calls and 2. Scheduled Conference Calls. Setting up an Ad Hoc Conference Call An Ad Hoc Conference Call can be initiated from the Polycom Trio 8800 immediately and does not require invitations and meeting requests to be sent to users.
  • Page 20 Step 3: Type the number you wish to add to Step 4: Alternatively you can select a user to the conference call and press the “Dial” add to the conference call using the contacts button. or recent calls list. Step 5: If you do not want to add a user you Step 6: Any participants will be listed on the can return to the call by pressing the “Back to active conference call screen.

  • Page 21: Managing Users In A Conference Call

    Managing Users in a Conference Call Step 2: To manage an individual participant press the three dot icon to the right of the Step 1: To mute all participants in a participant’s name. conference call press the “Mute All” button. Step 4: To remove presentation privileges Step 3: To mute the selected participant press from a participant press the “Make Attendee”...
  • Page 22 Step 5: To remove a participant form the Step 6: To end the conference call press the conference call press the “Remove” button. “Hang Up” button.

  • Page 23: Adding A Meeting Room To An Active Call

    Adding a Meeting Room to an Active Call Step 2: Enter the name of the room you wish Step 1: If a call has already been initiated a to add to the call in the search box. Double Meeting Room can be added during the call. click the name once located.

  • Page 24: Creating A Scheduled Conference Call

    Creating a Scheduled Conference Call The following procedure outlines the process for organizing a video conference call in advance of the scheduled meeting time. This process can be used to include both internal and external participants. Step 1: Open a Web browser and go to Step 2: Enter StaffNo@dit.ie and press “Next”.
  • Page 25 Step 5: To create a new meeting request click on the “New” button. Step 6: Add a Title, a Start Date and Time, an End Date and Time and any additional information required to the meeting request.
  • Page 26 Step 7: Click the “Add Skype Meeting” button to include Skype for Business meeting details. Step 8: Click on the “Add a location or a room” box, and press the “Add Room” button to show a list of available meeting rooms.
  • Page 27 Step 9: Select the meeting room you wish to include in the meeting request. Step 10: Once all fields have been completed press the “Send” button.
  • Page 28 Step 11: The meeting will be added to the calendar in Outlook Online. Click on the meeting request and click edit. Step 11: Confirm the required meeting room has accepted the meeting request.
  • Page 29 Step 12: As TU Dublin City Campus currently uses Gmail for email\calendar functionality the Outlook Online meeting request will need to be sent to attendees using your current Gmail account. From the open meeting request in Outlook Online copy the Skype meeting information. Step 13: Open a new message in Gmail and paste in the Skype meeting information.
  • Page 30 Step 14: To join the Skype Meeting at the required time an attendee can click on the “Join online meeting” link in their email. If the attendee has Skype for Business installed they can click on the “Join with Skype for Business (desktop)”. The meeting will then open in the Skype for Business client. Step 15: If the attendee does not have the Skype for Business client (e.g.
  • Page 31 Step 16: Once the Skype Meetings App has been downloaded and installed press the “Open Skype Meetings App” to begin the meeting. Step 16: Enter an attendee name and press “Join” to join the meeting.

  • Page 32: Joining A Scheduled Conference Call

    Step 2: A list of Scheduled Conference Calls Joining a Scheduled Conference Call will appear. Click the “Join” button to join the required call. Step 1: To join a Scheduled Conference Call press the “Meetings” button. Note: Scheduled Conference Call notifications will appear on the Home Screen 5 minutes Step 3: To view the Scheduled Conference Call and 1 minute before the call is due to start.

  • Page 33: Presenting In A Conference Call

    Presenting in a Conference Call Step 2: Pressing the “Present” button will Step 1: If a Participant wishes to present a show pop up menu with different document, application or desktop from their presentation options. computer in a Conference Call they can share this using the Skype for Business Client.

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