Poly Trio 8300 User Manual
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Poly Trio 8300 User Manual

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USER GUIDE
5.9.0AA | April 2019 | 3725-20598-011A
Poly Trio Solution
Getting Help
For more information about installing, configuring, and
administering Poly products or services, go to Poly Support.
Plantronics, Inc. (Poly — formerly Plantronics and Polycom)
345 Encinal Street
Santa Cruz, California
95060
©
2019 Plantronics, Inc. All rights reserved. Poly and the
propeller design are trademarks of Plantronics, Inc. All other
trademarks are property of their respective owners.

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  • Page 1 5.9.0AA | April 2019 | 3725-20598-011A Poly Trio Solution Getting Help For more information about installing, configuring, and administering Poly products or services, go to Poly Support. Plantronics, Inc. (Poly — formerly Plantronics and Polycom) 345 Encinal Street Santa Cruz, California 95060 ©...

  • Page 2: Table Of Contents

    Contents Before You Begin....................7 Audience, Purpose, and Required Skills................7 Related Documentation.......................7 Getting Started with Poly Trio ................9 Product Overview of Poly Trio Systems................9 Poly Trio System Hardware Overview..............11 Navigating Poly Trio ......................15 Accessing Screens on the Poly Trio System............15 Icons and Status Indicators..................
  • Page 3 Add Participants to a Conference Call................37 End a Conference Call...................... 37 Hold a Conference Call..................... 37 Resume a Conference Call....................37 Mute a Conference Participant..................38 Remove a Conference Participant..................38 Video Calls on Poly Trio Systems..............39 Tips for Video Calls......................40...
  • Page 4 Adjust Video Quality......................43 Adjust Camera Tracking Settings..................43 Switch Between Video and Content during Video Calls............44 Handling a Mixture of Audio and Video Calls ..............44 Camera Presets on Poly Trio Systems................44 Store Camera Presets....................45 Rename Stored Camera Presets................45 Recording Audio Calls..................46 Guidelines when Recording Calls..................
  • Page 5 Contents Share Content with an HDMI or VGA Connection............53 Share Content Automatically When Idle................53 Share Content using the Polycom Content Application ........... 54 Using the Calendar...................55 Open the Calendar......................55 View Meeting Details......................56 Meeting Reminders......................56 Choose a Meeting Reminder Type.................56 Choose a Meeting Alert Tone.................
  • Page 6 Change Your Office Hours for Power-Saving Mode..........73 Change Idle Timeouts for Power-Saving Mode............73 Control Where Audio Plays....................74 Set a Ringtone for Incoming Calls..................74 Maintaining Poly Trio ..................75 Investigate Warnings......................75 Restart Your Phone......................75 Update the Phone's Configuration ................... 76 Test the Hardware......................
  • Page 7 Contents Accessibility Features..................78 Features for Hearing-Impaired Users................78 Features for Mobility-Impaired Users................79 Features for Vision-Impaired and Blind Users..............79 Troubleshooting....................81 Check the Status of Paired Device................... 81 Check the Status of the Calendar..................81 Tips for Resolving Content Sharing Issues............... 81 Tips for Resolving Camera Issues..................

  • Page 8: Before You Begin

    ® ® • Polycom RealPresence Group Series video collaboration system Note: The Poly Trio 8500 system, Poly Trio 8800 system, and Poly Trio Visual+ accessory are also ™ ™ ™ known as Polycom Trio 8500 system, Polycom Trio 8800 system, Polycom Trio Visual+ accessory.
  • Page 9 Before You Begin these documents on the Polycom Profiled UC Software Features Polycom Engineering Advisories and Technical Notifications support pages.

  • Page 10: Getting Started With Poly Trio

    Product Overview of Poly Trio Systems The Poly Trio systems support 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 the Poly Trio systems.
  • Page 11 Sharing content during video calls • Placing, answering, and managing video calls • Pairing with the Poly Trio Visual+ content and video accessory • Pairing with the Poly Trio VisualPro content and video accessory • Pairing with the Poly RealPresence Group Series system •...

  • Page 12: Poly Trio System Hardware Overview

    Adjusting the camera and setting camera presets for a connected USB camera Poly Trio System Hardware Overview The following figures display the hardware features on the Poly Trio systems. The tables lists each numbered feature shown in its respective figure.
  • Page 13 Getting Started with Poly Trio Reference Number Feature Feature Description USB Device Port Enables you to connect computer using a USB cable to use the system as a speakerphone for calls or to show content. Soft keys Enable you to select context sensitive keys that display along the bottom of the screen.
  • Page 14 Getting Started with Poly Trio Poly Trio 8500 System Figure 2: Poly Trio 8500 System Hardware Features Poly Trio 8500 System Hardware Feature Descriptions Reference Number Feature Feature Description Speaker and Microphones Sends your audio to call participants and provides audio output for the ringer and speakerphone.
  • Page 15 Getting Started with Poly Trio Poly Trio 8800 System Figure 3: Poly Trio 8800 System Hardware Features Poly Trio 8800 System Hardware Feature Descriptions Reference Number Feature Feature Description Speaker and Microphones Sends your audio to call participants and provides audio output for the ringer and speakerphone.

  • Page 16: Navigating Poly Trio

    Place a Call screen—Enables quick access to the dial pad, Recent Calls, Contacts, and Calendar. Access the Home Screen The Home screen on Poly Trio system 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.
  • Page 17 Accessing the Place a Call Screen The Place a Call screen on the Poly Trio system is displayed when you select Place a Call on the Home Screen or when the system is idle and not in use, if set by your system administrator.

  • Page 18: Icons And Status Indicators

    Received Call Enter Information Using the Onscreen Keyboard The onscreen keyboard available on the Poly Trio systems enable 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.

  • Page 19: Change The Phone Language And Keyboard Layouts

    » Select Done. Entering Information Using the Dial Pad On the Poly Trio 8300 system, you can enter information and edit fields using the dial pad keys on the phone console. Before you enter information into fields, you can choose how to enter the information using the following soft keys: •...
  • Page 20 Getting Started with Poly Trio Mode and Encoding Options Mode Options Encoding Options Abc (to capitalize the first letter only and use lowercase for the remaining letters) ABC (to enter uppercase only) abc (to enter lowercase only) 123 (to enter numbers only)
  • Page 21 Getting Started with Poly Trio Task Action Enter a special character Select Encoding, and select Abc, ABC, or abc. Press either the 1, 0, asterisk, *, or pound # key one or more times to enter one of the following special characters: •...

  • Page 22: Logging Into And Locking The System

    Poly phone before you can use one. By default, Poly 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 23: Change Your Login Password

    Your password is changed. The next time you log in to a phone, you need to enter your new password. Locking Poly 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.

  • Page 24: Unlock The Phone

    Logging Into and Locking the System Unlock the Phone Your system administrator provides you with a user password that you can use to unlock Poly 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.

  • Page 25: Audio Calls

    Procedure 1. Select Place a Call. On the Poly Trio 8300 system, select New Call or simply begin dialing a number on the dial pad. 2. Enter your contact's number, or select the onscreen keyboard and enter an IP address.

  • Page 26: 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 Poly Trio as your audio source. Related Links Connecting Devices using Bluetooth...

  • Page 27: Calling Contacts From The Directory

    1. Select New Call. 2. From the Place an Authorized Call screen, select a number and select Dial. Related Links Locking Poly Trio on page 22 Placing Intercom Calls The Intercom feature enables you to place a call to a contact that is answered automatically on the contact's phone as long as the contact is not in an active call.

  • Page 28: Redial A Number

    Audio Calls Place an Intercom Call You can place an intercom call from Poly Trio to quickly relay a message to a contact. Tip: Your system administrator can set up your phone to automatically call a specific contact when you select Intercom.

  • Page 29: Answering Audio Calls

    Audio Calls Answering Audio Calls When you receive an incoming call on a Poly 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 30: Answer Calls Automatically

    Audio Calls Answer Calls Automatically You can set up Poly 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 31: Decline An Incoming 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 Poly Trio. Procedure » During an active call, select Hold.

  • Page 32: Transferring Calls

    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 Poly Trio. When you choose a default transfer type, the phone uses the selected transfer type for all calls.

  • Page 33: 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 » 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 34: Rejecting Calls With Do Not Disturb

    Audio Calls Rejecting Calls with Do Not Disturb Do Not Disturb (DND) enables you to set your phone to automatically reject calls when you don’t want to be interrupted. When you enable DND, you see the following: • The DND icon displays in the status bar.

  • Page 35: Manage A Call From The Calls Screen

    Audio Calls Manage a Call from the Calls Screen From the Calls screen, you can manage a call by holding, resuming, or transferring the call. Procedure 1. Select a call. 2. Do one of the following: • Select Hold to place an active call on hold. •...
  • Page 36 Audio Calls • Select the Mute key on the system. • Select the Mute key on the microphone.

  • Page 37: Conference Calls

    Mute a Conference Participant • Remove a Conference Participant You can initiate and manage up to 12 audio conference calls on a Poly 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 38: Merge Calls Into A Conference Call

    Procedure 1. During a conference call, select Add Participants. On Poly Trio 8300 systems, select Invite. 2. Enter a contact's number or select a contact from Contacts or Recent Calls and select Dial. The contact is added to the call after answering.

  • Page 39: Mute A Conference Participant

    Conference Calls Mute a Conference Participant If your system administrator has enabled the Conference Management feature, you can mute individual participants in a conference call. Procedure 1. During a conference call, select a participant. 2. Select Mute The muted participant can hear everyone, but no one can hear the muted participant. Remove a Conference Participant If your system administrator has enabled the Conference Management feature, you can remove individual participants from a conference call.

  • Page 40: Video Calls On Poly Trio Systems

    You can pair any Poly Trio system with a Poly Trio Visual+ system. • You can pair a Poly Trio 8500 or Poly Trio 8800 system with a Poly Trio Visual+ or VisualPro system. The Poly Trio 8300 system does not support the Trio VisualPro system.

  • Page 41: Tips For Video Calls

    Video Call Settings You can update video settings to change the way video calls display on your Poly Trio system. Note that if you update settings during a call, the new settings apply to the next call and not the current call.

  • Page 42: Set Video And Content Layout - Single Monitor

    The number of layout options available to you and the combinations you can choose vary with the number of monitors connected to the Poly Trio system and depend on how your administrator configures the default layout. If you are using two or more monitors, you can configure which screen(s) to show content on. For example, if using two monitors, you can configure content to show on one or both monitors.

  • Page 43: Place A Video Call

    Video Calls on Poly Trio Systems • Full—If the received video image is not the same aspect ratio as the display area, the video image is stretched to fill the area. If the aspect ratios match, no stretching occurs. •...

  • Page 44: Adjust The Camera Position During A Call

    Backlight compensation Adjust Camera Tracking Settings You can modify the camera tracking settings on your Poly Trio system. When tracking is enabled, for example, your camera can automatically frame the active speaker. Tracking is available only with the following cameras: ®...

  • Page 45: Switch Between Video And Content During Video Calls

    Switch Between Video and Content during Video Calls By default, when you or a video participant starts sharing content during a video call on Poly Trio systems, 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 46: Store Camera Presets

    Camera direction • Snapshot of the camera view Store Camera Presets You can store camera presets during a call or when the Poly Trio system is idle with a connected Poly camera. Procedure 1. Do one of the following: •...

  • Page 47: Recording Audio Calls

    Delete a Recording You can connect a USB flash drive to a Poly 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 48: 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 49: Browse Recorded Calls

    Play a Recorded Call You can play back calls that you recorded on a USB drive connected to Poly Trio . Note: You cannot open and play recordings when you are in an active call or if you're recording a call. If you try to, a message indicating that the action was canceled is displayed.

  • Page 50: Rename A Recording

    Recording Audio Calls 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. Procedure 1. Go to Settings > Features > Removable Storage Media > Browse Recordings. A list of recordings display.

  • Page 51: Sharing Content On Poly Trio Systems

    • Share Content using the Polycom Content Application You can share content in and out of calls when your Poly Trio system is paired with a Poly Trio Visual+, Trio VisualPro, or RealPresence Group Series system. You can use the following applications to share content: ®...

  • Page 52: Sharing Content With The Polycom ® Content Application

    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 Poly Trio system and the meeting password, if one is set. 3. Click Connect.

  • Page 53: Stop Sharing Content With People+Content Ip

    In order to share content from your Apple device using AirPlay, your device must be on the same network as the Poly Trio 8800 system. If your device is on a different network than the Poly Trio 8800 system, you can connect to Poly Trio 8800 with AirPlay using Bluetooth, but the network that the Apple device is on must be able to communicate with the Poly Trio 8800 system's network.

  • Page 54: Sharing Content From A Windows Or Android Device

    Share Content Automatically When Idle You can share content using a Poly Trio VisualPro or RealPresence Group Series system while the Poly Trio system is idle. After you end the call and the Poly Trio system is idle, the content displays automatically.

  • Page 55: Share Content Using The Polycom Content Application

    Sharing Content on Poly Trio Systems Share Content using the Polycom Content Application With the Polycom Content application, you can connect your device to the Poly Trio system with a connected monitor and share content in a video call or during in-room meetings.

  • Page 56: Using The Calendar

    When connected to Microsoft Exchange Server, you can view and join meetings scheduled in Microsoft Outlook from Poly Trio or on the monitor connected to a device, such as Poly Trio Visual+, which is paired to your Poly Trio system.

  • Page 57: 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 » 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 58: Choose A Meeting Alert Tone

    Using the Calendar 1. Go 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. Procedure 1.

  • Page 59: Call Lists And Directories

    Recent Calls The Recent Calls list on Poly 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 60: Save A Recent Contact

    You can save a recent contact to the Contact Directory. Procedure 1. Next to a call entry, tap Info On Poly Trio 8300 systems, press the Select button with the call entry highlighted. 2. On the Call Details screen, select Save. 3. If needed, edit the contact's information.

  • Page 61: 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 62: Add Favorites

    Call Lists and Directories Add Favorites You can add any contact in the local directory as a favorite. When you add a contact as a favorite, the contact displays on the Home screen. Procedure 1. Navigate to Contacts > Local Directory. 2.

  • Page 63: Add Corporate Directory Contacts To The Local Directory

    Call Lists and Directories 2. In the Corporate Directory, select AdvFind. 3. In the search field, enter your search criteria and select Submit. 4. Select a contact and select View to view the contact's information. Add Corporate Directory Contacts to the Local Directory You can add contacts in the Corporate Directory to the Local Directory.

  • Page 64: Add Broadsoft Contacts To The Local Directory

    Call Lists and Directories 4. Optional: Do one of the following: • Select Cs.Sn to make the search case-sensitive. • Select Cs.In to make the search case-insensitive. 5. In the search field, enter your search criteria and select Submit. 6. Choose your contact. A contact details screen is displayed.

  • Page 65: 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 phone. Note: Your phone may not support all of the features described in this section. Check with your system administrator to find out which features are available.

  • Page 66: Listen To A Page During An Active Call

    Voicemail and Pages When you enable Do Not Disturb, you receive only Emergency broadcasts, and non-emergency broadcasts do not play or display. Listen to a Page during an Active Call How you handle a page when you are in an active call depends on the page priority and whether the phone is set up to receive a page during active calls.

  • Page 67: Connecting Bluetooth And Usb Devices

    25 Make the System Visible to Nearby Bluetooth Devices Before you connect a Bluetooth device to a Poly Trio system or NFC device to a Poly Trio 8800 system, make sure the system is visible to nearby devices.

  • Page 68: 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 Poly Trio as a Bluetooth speaker for music or videos played on your mobile phone or tablet. Procedure 1.

  • Page 69: Minimum Hardware And Software Laptop Requirements

    Connect a USB Device or Laptop When you connect your Poly phone to a laptop or mobile device, you can use the phone as a microphone and speaker for audio and video calls, including Skype for Business calls, and to play media including music and videos.
  • Page 70 Connecting Bluetooth and USB Devices Set the System as Your Audio Device in RealPresence Desktop After you connect your laptop to the phone, you can set the phone as your audio device input and output device in the RealPresence Desktop application to play audio from the meeting using the phone's speakers and use the phone as your microphone.

  • Page 71: Poly Trio Settings

    Time and Date Display The time and date display in the status bar on Poly 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 72: Disable The Time And Date Display

    2. Select Time & Date and select Disable. Set the Language Poly 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 73: Set The Backlight Timeout

    3. Select Enable or Disable. Power-Saving Mode By default, Poly 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 74: Change Your Office Hours For Power-Saving Mode

    Poly Trio Settings Change Your Office Hours for Power-Saving Mode When you update your office hours, you specify when you start and how long you work each day. After your work hours, the phone is idle and goes into power-saving mode.

  • Page 75: Control Where Audio Plays

    Control Where Audio Plays When your Poly Trio system is paired with a Poly Trio Visual+, Trio VisualPro or RealPresence Group Series system, you can have audio play from the Poly Trio system speakers or from the paired device’s monitor(s) or external speakers.

  • Page 76: Maintaining Poly Trio

    Maintaining Poly 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 77: Update The Phone's Configuration

    Maintaining Poly 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. Go to Settings > Basic.
  • Page 78 Maintaining Poly Trio Note: If the screen is still 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 to the screen because the solution could seep inside the screen or stain the system.

  • Page 79: Accessibility Features

    Poly products include a number of features to accommodate hearing-, vision-, mobility-, or cognitively- impaired users. Features for Hearing-Impaired Users Poly 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 80: Features For Mobility-Impaired Users

    11 Features for Vision-Impaired and Blind Users Poly 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 81 Accessibility Features Accessibility Feature Description Microphone mute An audible alert plays when you mute or unmute the microphones using any of the Mute keys on the device or far-end system. The system plays an alert periodically if the device is muted for a set period of time. Related Links Backlight Intensity and Timeout on page 71...

  • Page 82: Troubleshooting

    Check the Status of Paired Device If yours or the far-end's video stream or content is not displaying on the monitor, check that the Poly Trio Visual+, Trio VisualPro, or RealPresence Group Series system is on and paired with your Poly Trio system.

  • Page 83: Tips For Resolving Camera Issues

    Tips for Resolving Camera Issues If the camera is not working during a video call, try one of the following solutions: • Check that the Poly Trio Visual+, Trio VisualPro, or RealPresence Group Series system is paired with the Poly Trio system. •...

This manual is also suitable for:

Trio 8800Trio visual+Trio visualproTrio 8500Polycom realpresence group seriesTrio series

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