Polycom RealPresence Trio Solution - User Guide

USER GUIDE5.5.2 September 2017 3725-20598-006A Polycom RealPresence TrioSolution

Copyright 2017, Polycom, Inc. All rights reserved. No part of this document may be reproduced,translated into another language or format, or transmitted in any form or by any means, electronic ormechanical, for any purpose, without the express written permission of Polycom, Inc.6001 America Center Drive San Jose, CA 95002 USATrademarks Polycom , the Polycom logo and the names and marks associated with Polycom productsare trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in theUnited States and various other countries.All other trademarks are property of their respective owners. No portion hereof may be reproduced ortransmitted in any form or by any means, for any purpose other than the recipient's personal use, withoutthe express written permission of Polycom.Disclaimer While Polycom uses reasonable efforts to include accurate and up-to-date information in thisdocument, Polycom makes no warranties or representations as to its accuracy. Polycom assumes noliability or responsibility for any typographical or other errors or omissions in the content of this document.Limitation of Liability Polycom and/or its respective suppliers make no representations about thesuitability of the information contained in this document for any purpose. Information is provided "as is"without warranty of any kind and is subject to change without notice. The entire risk arising out of its useremains with the recipient. In no event shall Polycom and/or its respective suppliers be liable for anydirect, consequential, incidental, special, punitive or other damages whatsoever (including withoutlimitation, damages for loss of business profits, business interruption, or loss of business information),even if Polycom has been advised of the possibility of such damages.End User License Agreement BY USING THIS PRODUCT, YOU ARE AGREEING TO THE TERMS OFTHE END USER LICENSE AGREEMENT (EULA) . IF YOU DO NOT AGREE TO THE TERMS OF THEEULA, DO NOT USE THE PRODUCT, AND YOU MAY RETURN IT IN THE ORIGINAL PACKAGING TOTHE SELLER FROM WHOM YOU PURCHASED THE PRODUCT.Patent Information The accompanying product may be protected by one or more U.S. and foreignpatents and/or pending patent applications held by Polycom, Inc.Open Source Software Used in this Product This product may contain open source software. You mayreceive the open source software from Polycom up to three (3) years after the distribution date of theapplicable product or software at a charge not greater than the cost to Polycom of shipping or distributingthe software to you. To receive software information, as well as the open source software code used inthis product, contact Polycom by email at OpenSourceVideo@polycom.com (for video products) orOpenSourceVoice@polycom.com (for voice products).Customer Feedback We are striving to improve our documentation quality and we appreciate yourfeedback. Email your opinions and comments to DocumentationFeedback@polycom.com.Polycom Support Visit the Polycom Support Center for End User License Agreements, softwaredownloads, product documents, product licenses, troubleshooting tips, service requests, and more.

ContentsBefore You Begin. 6Audience, Purpose, and Required Skills.6Related Documentation.6Getting Started with RealPresence Trio.7Product Overview of RealPresence Trio. 7RealPresence Trio Hardware. 8Navigating RealPresence Trio. 9Accessing Screens on RealPresence Trio. 9Icons and Status Indicators. 12Enter Information Using the Onscreen Keyboard. 12Close the Onscreen Keyboard. 13Logging Into and Locking the System. 14Logging Into RealPresence Trio.14Log In to a Phone. 14Log Out of the Phone. 15Change Your Login Password.15Locking RealPresence Trio. 15Lock the Phone. 15Unlock the Phone. 16Change Your User Password.16Audio Calls.17Placing Audio Calls on RealPresence Trio. 17Place an Audio Call. 17Place an International Call. 18Place a Call from Recent Calls.18Call a Favorite. 18Place a Call over Bluetooth. 18Place a Call from a Locked Phone. 19Calling Contacts from the Directory.19Placing Intercom Calls.19Redial a Number. 20Answering Audio Calls on RealPresence Trio. 21Answer an Incoming Call.21Answer a Call When in a Call.21Polycom, Inc.1

ContentsAnswer Calls Automatically. 22Answer a Call on a Locked Phone. 22Answer an Intercom Call. 22Decline an Incoming Call. 23End an Audio Call. 23Holding and Resuming Calls.23Hold a Call.23Resume a Call.24Transferring Calls.24Choose a Default Transfer Type. 24Transfer a Call .24Transfer a Call using Consultative Transfer. 25Cancel a Transfer.25Forwarding Incoming Calls to a Contact. 25Forward an Incoming Call to a Contact. 25Forward All Incoming Calls to a Contact. 25Disable Call Forwarding. 26Rejecting Calls with Do Not Disturb. 26Enable Do Not Disturb.26Disable Do Not Disturb.27Managing Multiple Calls. 27Manage a Call from the Calls Screen.27Mute the Microphones.28Unmute the Microphone.28Conference Calls. 29Tips for Conference Calls.29Initiating Conference Call. 29Initiate a Conference Call. 29Merge Calls into a Conference Call.30Add Participants to a Conference Call. 30End a Conference Call. 30Hold a Conference Call. 30Resume a Conference Call. 31Mute a Conference Participant.31Remove a Conference Participant. 31Video Calls on RealPresence Trio 8800. 32Tips for Video Calls. 32Video Call Settings.33Set the Call Rate for Video Calls.33Polycom, Inc.2

ContentsChange Video Clarity. 33Set the Video Layout for the Meeting. 33Change How Far-End Video Displays.34Place a Video Call.34Stop Sending Video. 34Start Video During an Audio Call. 35Switch Between Video and Content during Video Calls.35Handling a Mixture of Audio and Video Calls .35Recording Audio Calls.36Guidelines when Recording Calls. 36Record a Call. 36Pause a Recording.37Resume a Recording. 37Stop Recording. 37Browse Recorded Calls.38Play a Recorded Call. 38Pause and Resume Played Recordings. 38Stop Playing a Recording.38Rename a Recording. 39Delete a Recording. 39Sharing Content on RealPresence Trio 8800.40Sharing Content with RealPresence Desktop or Mobile. 40Sharing Content from an Apple Device.40Sharing Content from a Windows or Android Device.41Sharing Content with People Content IP.41 Download and Install Polycom People Content Technology.42Share Content using People Content IP. 42Stop Sharing Content with People Content IP. 42Share Content with People Content IP over USB. 42Using the Calendar.44Open the Calendar.44View Meeting Details.45Meeting Reminders. 45Choose a Meeting Reminder Type.45Choose a Meeting Alert Tone.46Disable Meeting Reminders. 46Joining Calendar Meetings.46Polycom, Inc.3

ContentsJoin a Meeting from the Calendar. 46Join a Meeting from a Meeting Reminder. 47Join a Meeting with an Alternate Number. 47Call Lists and Directories. 48Recent Calls.48View Recent Calls. 48Edit a Recent Call Entry. 48Save a Recent Contact. 49Delete a Recent Call Entry. 49Local Directory. 49Search for a Local Directory Contact. 49Add a Contact to the Local Directory.50View Contact Details. 50Update a Local Directory Contact's Information. 50Delete a Local Directory Contact.50Local Directory Favorites. 51Add Favorites. 51Remove a Favorite. 51Corporate Directory.51Perform a Quick Search of the Corporate Directory.51Perform an Advanced Search of the Corporate Directory.52Add Corporate Directory Contacts to the Local Directory. 52Searching the BroadSoft Directory.52Perform a Simple Search of the BroadSoft Directory.52Perform an Advanced Search of the BroadSoft Directory.53Add BroadSoft Contacts to the Contact Directory. 53Voicemail and Pages.54Access Voicemail Messages.54Receiving Messages with Group Paging. 54Listen to a Page during an Active Call. 55Receiving Pages When You're Not in an Active Call. 55Connecting Bluetooth and USB Devices. 56Connecting Devices using Bluetooth. 56Make the System Visible to Nearby Bluetooth Devices. 56Connect a Bluetooth Device.57Connect a Bluetooth Device Using Near Field Communication. 57Play Audio from a Bluetooth Device.57Polycom, Inc.4

ContentsConnecting a Device using a USB Cable.57Minimum Hardware and Software Laptop Requirements.58Connect a USB Device or Laptop. 58Setting RealPresence Trio as Your Audio Device.58RealPresence Trio Settings.60Password Required to Access Basic Settings. 60Time and Date Display.60Change the Time and Date Format.60Disable the Time and Date Display. 61Set the Language.61Backlight Intensity and Timeout. 61Set the Backlight Intensity. 61Set the Backlight Timeout. 62Format Numbers. 62Power-Saving Mode.62Change Your Office Hours. 63Change Timeouts. 63Control Where Audio Plays. 64Set a Ringtone for Incoming Calls.64Maintaining RealPresence Trio. 65Investigate Warnings.65Restart RealPresence Trio.65Update the Configuration for RealPresence Trio. 66Test the Hardware.66Clean the Touchscreen. 66Accessibility Features . 68Features for Hearing-Impaired Users.68Features for Mobility-Impaired Users. 69Features for Vision-Impaired and Blind Users. 69Troubleshooting. 71Check the Status of RealPresence Trio Visual . 71Check the Status of the Calendar. 71Tips for Resolving Content Sharing Issues. 71Tips for Resolving Camera Issues. 72Set Log Levels. 72Polycom, Inc.5

Before You BeginTopics: Audience, Purpose, and Required Skills Related DocumentationThis Polycom RealPresence Trio Solution User Guide contains overview information for navigating andperforming tasks with the following Polycom RealPresence Trio Solution products: Polycom RealPresence Trio 8500 audio conferencing system Polycom RealPresence Trio 8800 audio conferencing system Polycom RealPresence Trio Visual content and video accessory.Audience, Purpose, and Required SkillsThis guide is intended for beginning users, as well as intermediate and advanced users, who want tolearn more about the features available with RealPresence Trio 8800.Related DocumentationFor additional information about the solution, view the following documents on the RealPresence Trio8500 or RealPresence Trio 8800 support pages: Quick Tips—Provides a quick reference on how to use the system's most basic features. Setup Sheet—Describes the contents of your package, how to assemble the solution, and how toconnect the system to the network. Administrator Guide—Provides detailed information about setting up your network and configuringfeatures. Regulatory Notice—Provides information for all regulatory and safety guidance.You can also view Feature Descriptions and Technical Notifications on the Polycom Voice Support page.These documents describe workarounds to existing issues and provide expanded descriptions andexamples for phone settings and features. You can find these documents on the Polycom Profiled UCSoftware Features and Polycom Engineering Advisories and Technical Notifications support pages.Polycom, Inc.6