User’s Guide for Polycom® HDX®
Desktop Systems
Version 3.0.5 | July 2012 | 3725-26470-007/A
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®
and the names and marks associated with Polycom's products are trademarks and/or service marks of
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applications held by Polycom, Inc.
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© 2012 Polycom, Inc. All rights reserved.
Polycom, Inc.
6001 America Center Drive
San Jose CA 95002
USA
No part of this document may be reproduced or transmitted in any form or by any means, electronic or
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includes translating into another language or format.
As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the
software contained within its products. The software is protected by United States copyright laws and international
treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound
recording).
Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not
responsible for printing or clerical errors. Information in this document is subject to change without notice.
ii
Contents
Using the Remote Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Using the Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Powering the System On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Powering the Polycom HDX 4000 System On and Off . . . . . . . . . . . . . . 3
Powering the Polycom HDX 4500 System On and Off . . . . . . . . . . . . . . 4
Power On Self Test (POST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Answering a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Placing a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Calling by Entering a Name or Number . . . . . . . . . . . . . . . . . . . . . . 5
Calling from the Recent Calls List . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Calling from the Favorites Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Calling a Speed Dial Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Calling from the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Calling from the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Ending a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Types of Video Calls You Can Make . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Participating in an Encrypted Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Using Your Polycom HDX 4000 Series as a Computer Monitor . . . . . . . . . 10
Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Selecting and Adjusting a Camera or Other Video Source . . . . . . . . . 11
Setting and Using Camera Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Switching Between Full-Screen Video and the Home Screen . . . . . . . 14
Changing the Layout during a Video Call . . . . . . . . . . . . . . . . . . . . . . . 15
Adjusting the Monitor Brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Controlling What You Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Adjusting Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using a Headset or Desktop Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Showing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Showing Content from a Computer Connected Directly to the
Polycom HDX System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Showing Content with People+Content™ IP . . . . . . . . . . . . . . . . . . . . . 21
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User’s Guide for Polycom HDX Desktop Systems
Showing Content with Polycom People on Content™ . . . . . . . . . . . . . 22
Working with Directory Entries and Favorites . . . . . . . . . . . . . . . . . . . . . . . 23
Searching the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Adding, Editing, and Deleting Favorites . . . . . . . . . . . . . . . . . . . . . . . . 24
Directory Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Refreshing Entries from the Polycom Global Directory Server . . . . . . 28
Contacts with Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Including Multiple Sites in Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Placing a Multipoint Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Passwords for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Multipoint Viewing Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using Chair Control for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . 32
Changing the Way Calls Are Answered . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Temporarily Refusing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Answering Video Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Muting Automatically Answered Video Calls . . . . . . . . . . . . . . . . . . . . 35
Allowing Video Display on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Logging In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using a Polycom SoundStation
with a Polycom HDX System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using Polycom Conferencing for Microsoft Outlook . . . . . . . . . . . . . . . . . . 38
Using Microsoft Office Communications Server 2007 R2 or
Microsoft Lync Server 2010 Features with Video Calls . . . . . . . . . . . . . . . . 39
Managing Contacts Using Office Communicator or Microsoft Lync . 39
Viewing Microsoft Office Communications Server or
Microsoft Lync Server 2010 Presence States . . . . . . . . . . . . . . . . . . . . . . 40
Multipoint Calls Using Centralized Conferencing Control
Protocol (CCCP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Using Avaya Network Features with Video Calls . . . . . . . . . . . . . . . . . . . . 42
Customizing Your Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Allowing the Far Site to Control Your Camera . . . . . . . . . . . . . . . . . . . 43
Displaying the Far Site’s Name When the Call Connects . . . . . . . . . . . 44
Hearing Audio Confirmation When You Dial . . . . . . . . . . . . . . . . . . . . 44
Adjusting for Room Lighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Polycom Solution Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
®
IP 7000 Conference Phone
Muting in a CCCP Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Holding and Resuming CCCP Calls . . . . . . . . . . . . . . . . . . . . . . . . . 41
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User’s Guide for Polycom® HDX® Desktop Systems
Version 3.0.5
This guide includes overview information that you might find helpful when
you’re just starting to learn about video conferencing or when you have
experience, but you need a quick refresher.
Polycom® HDX® systems can be customized to show only those options used in
your organization. Therefore, this guide might cover options that you cannot access
on your system. To find out more about these options, please talk to the
administrator of your Polycom HDX system.
This guide covers instructions for the following models:
Polycom HDX 4000 System
Polycom HDX 4500 System
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User’s Guide for Polycom HDX Desktop Systems
Select a far-site camera or video
source
Access onscreen help; see system
status in a call
Increase, decrease, or disable the
sound you hear from the far sites
Select a near-site camera or video
source
Enter letters or numbers; move the camera
to a stored preset position
Press once for a dot, twice for a
colon, three times for an asterisk
Control a programmed recording device or
Polycom RSS™ server
Store or recall camera presets
(when followed by a number);
delete all camera presets
Return to the previous screen
Cycle through display layouts
Place or answer a call
Display the onscreen keyboard to
enter text
Select a camera or other video source
Press to power the system on; hold to power
off; can be set so that you press to wake the
system, put it to sleep, or disable button.
Start and stop sending content to far sites
Zoom the camera in or out
Mute the microphone audio you’re sending
to the far sites
Delete letters or numbers
End a call
View or manage directory entries
Confirm your current selection; perform
functions on highlighted items
View button presses and various menus
Return to the Home screen
Navigate through menus using
4-way keys
Displays an on-screen menu of
optional features
Using the Remote Control
You use the remote control to place calls, adjust the volume, navigate screens,
and select options.
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User’s Guide for Polycom HDX Desktop Systems
Select the far-site or near-site camera
to control
Access onscreen help; see system
status in a call
Display menu of optional
features
Return to the previous screen
Cycle through display layouts
Place or answer a call; indicates
call status
Start and stop showing computer
desktop
content to far sites
Zoom the camera in or out
Mute the microphone audio you’re
sending to the far sites
Delete letters or numbers
View or manage directory
Confirm your current selection;
perform functions on highlighted
items
Navigate through menus
Switch between computer
desktop and video
conference
views
Enter letters or numbers; move the
camera to a stored position
End a call
Increase or decrease the sound you
hear from the far sites and your
computer
Press once for a dot, twice for a
Display the onscreen keyboard
Using the Keypad
You use the keypad to place calls, adjust the volume, navigate screens, and
select options. To access keypad help, press Home and then Info.
Powering the System On and Off
Powering the Polycom HDX 4000 System On and Off
Polycom, Inc. 3
Caution. In order to avoid corrupting the file system, always power off a Polycom
HDX system using the power button on the system. After turning the power off in
this way, wait at least 15 seconds before you unplug the system from its power
source. This helps ensure that the system powers off correctly.
The Power button affects any HDX system within the range of the remote
control, regardless of the Channel ID setting.
To power on the Polycom HDX 4000 system:
>> Press the power button on the front or the side of the system.
The Polycom splash screen is displayed within about 10 seconds.
User’s Guide for Polycom HDX Desktop Systems
To power off the Polycom HDX 4000 system:
>> Press and hold the power button on the front of the system or press and
hold the power button on the side of the monitor.
The monitor and the system power off.
After turning the power off in this way, wait at least 15 seconds before you
disconnect the system from its power source.
To power off the Polycom HDX 4000 system monitor:
>> Press the power button on the side of the monitor.
The monitor enters standby mode. The system stays powered on.
Powering the Polycom HDX 4500 System On and Off
To power on the Polycom HDX 4500 system:
>> Press the power button on the side of the system.
The Polycom splash screen is displayed within about 10 seconds.
To power off the Polycom HDX 4500 system:
>> Press and hold the power button on the side of the monitor.
The monitor and the system power off.
To power off the Polycom HDX 4500 system monitor:
>> Press the power button on the side of the monitor.
The monitor enters standby mode. The system stays powered on.
Power On Self Test (POST)
After the splash screen is displayed, the HDX system automatically performs
system health checks every time the system starts. As each check begins, a
message appears on Monitor 1.
If a test fails, press Hangup on the remote control or keypad to continue
the startup process. However, even if the system appears to start up, Polycom
recommends that you contact Technical Support before using your HDX
system if any of the system tests fail.
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User’s Guide for Polycom HDX Desktop Systems
Calling and Answering
The Call button lights to indicate call status.
• Blinking green light indicates an incoming call.
• Steady green light indicates a call in progress.
• Slow blinking green light indicates standby mode.
Answering a Call
The way a Polycom HDX system handles incoming calls depends on how it is
configured. It either answers the call automatically, rejects the call
automatically, or prompts you to answer the call manually.
To answer the call manually:
>> Press Call or select Yes using the keypad or remote control.
Placing a Call
You can use your system to place a video call in any of these ways:
• Entering a name or number on the Place a Call screen.
• Choosing a site from:
— Recent Calls list
— Favorites screen
— Speed Dial
— Directory
• Calling into a scheduled meeting from the Calendar screen.
Calling by Entering a Name or Number
To place a call by entering a name or number:
1 From the Home screen select Place a Call, or start entering numbers with
the keypad or remote control to go to the Place a Call screen if it is
enabled on your system.
2 In the dialing field, enter the dialing information. Depending on the
capabilities of your system and the system you are calling, the dialing
information could look like one of these examples:
— 10.11.12.13 (IPv4 address—include the dots)
— 1b11:22ad:333a:444b:5cc5:66d6:e777:88f8 (IPv6 address—include the
colons)
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User’s Guide for Polycom HDX Desktop Systems
— 2555 (E.164 extension for H.323 or SIP)
— stereo.polycom.com (DNS name)
— 19782922854 (ISDN or phone number)
— user@domain.com (SIP)
To enter letters, press Keyboard on the keypad.
To delete a number, press Delete on the keypad.
3 Enter any additional information needed for the call. The available
settings depend on the type of call and your system’s configuration. Not
all calls require these settings:
— Call Quality – Specify the call rate or call type for this call. For most
— Second ISDN number – Use two numbers only when the person you
—Extension – If you need to dial an extension (E.164 address), enter the
calls, choose Auto to let the system determine the best quality for the
call. For audio-only calls, you might need to set this to Phone.
are calling instructs you to do so.
extension in the second entry field. If your system is not configured
with a second entry field, you can enter the extension when the
gateway prompts you. You can also specify characters in the dial
string as instructed by the system administrator.
4 Press Call on the keypad or remote control to place the call.
Call progress indicators appear on the HDX system monitor to show that
the call is in progress. When the indicators turn green, the call is
connected.
For more information about using the Place a Call screen, refer to Types of
Video Calls You Can Make on page 9.
Calling from the Recent Calls List
If your system administrator has allowed access to Recent Calls, you can
choose a number to call from a list of the sites you have called recently. The
Recent Calls screen provides details of all incoming and outgoing calls,
including the time of the calls.
To place a call from the Recent Calls screen:
1 Select Recent Calls from the Home screen.
2 Scroll to the entry you want to call and press Call, or press the
reference number that appears next to the entry to place the call.
You can filter the list by placed or received calls by selecting Options > Sort
Options.
To see more details about a call listed on the Recent Calls screen, highlight the
call and press Info on the keypad or remote control.
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User’s Guide for Polycom HDX Desktop Systems
Calling from the Favorites Screen
You might be able to see a list of Contacts on the Favorites screen.
To place a call from the Favorites screen:
1 Select Favorites from the Home screen.
2 Highlight the contact you want to call and press Call, or press the
reference number that appears next to the contact to place the call.
3 For more information about the Favorites screen, refer to Working with
Directory Entries and Favorites on page 23.
Calling a Speed Dial Entry
Your system administrator might have configured Speed Dial buttons on the
Home screen.
To place a call to a Speed Dial entry:
1 Highlight the speed dial entry you want to call on the Home screen.
2 Press Call to place the call.
Contact your administrator for information about speed dial entries.
Calling from the Directory
The directory can include a list of sites stored locally on the Polycom HDX
system. If the system is registered with a global directory, the directory
includes entries from the global directory.
To place a call from the directory:
1 Press Directory on the keypad or remote control.
2 Open a specific group folder to find the entry you want to call.
3 Highlight the entry to call.
4 Press Call to place the call.
Depending on your system configuration, when you make a call using an entry with
both ISDN and IP dialing information, the system might prompt you to choose which
way to place the call.
For more information about using the directory, refer to Working with
Directory Entries and Favorites on page 23.
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User’s Guide for Polycom HDX Desktop Systems
Calling from the Calendar
If your HDX system is configured to connect to the Microsoft Exchange Server,
and the Polycom Conferencing for Microsoft Outlook add-in is installed at
your site, you can join a scheduled meeting from the Calendar screen. If the
Calendar screen is blank, the system is not connected to the Microsoft
Exchange Server or no meetings are scheduled.
To join a scheduled meeting from the Calendar screen:
1 Go to the Calendar screen.
— Select Calendar on the Home screen.
— Select System > Utilities > Calendar from the Home screen.
— Press the Option button on the keypad or remote control and select
2 Find a meeting scheduled with the Polycom Conferencing Add-In for
Microsoft Outlook, which is indicated with on the Calendar screen.
3 Select Join Now to call into the meeting.
For more information about the Microsoft Exchange Server and the Polycom
Conferencing Add-In for Microsoft Outlook, refer to Using Polycom
Conferencing for Microsoft Outlook on page 38.
Calendar.
Ending a Call
To hang up from a call:
1 Press Hang Up on the keypad or remote control.
2 If prompted, confirm that you want to hang up.
In video calls, if you don’t confirm that you want to hang up, the system disconnects
the call automatically after 60 seconds.
In audio-only calls, if the person on an analog telephone hangs up first, you need to
disconnect the Polycom HDX system from the call, just as you would hang up a
telephone receiver in a regular phone call.
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User’s Guide for Polycom HDX Desktop Systems
Types of Video Calls You Can Make
Depending on your system configuration, you might be able to make calls
using ISDN, H.323, SIP, or V.35/RS-449/RS-530. You can place an audio-only
call from Polycom HDX systems that have Analog Phone or Voice Over ISDN
enabled.
The following table lists some possible call combinations.
From... You can call... By dialing...
ISDN ISDN Phone number
IP Phone number of the far-site gateway
and the extension (E.164 address) of the
far site.
Enter the extension after the gateway
number or wait until the gateway
prompts you for the extension.
LAN Networked and Public
Sites
Protected and Private
Sites
ISDN Depending on the H.323 gatekeeper or
Points to note about special dialing scenarios:
• When you call an IP system through a gateway that requires an extension
(E.164 address), enter the extension in the dialing field whenever possible.
Check with your network administrator for the extension delimiter you need to
enter into the dialing field. For example, some networks use ## to separate the
extension from the IP address.
• When you include the extension, you are prompted to save both the number and
the extension in the directory when the call ends. If you enter the extension after
the gateway connects, you can save only the gateway number when the call
ends.
• To place a call within your PBX system, enter the internal extension instead of
the full number.
• If you need to insert a p ause, add one comma in the dial string for each second
you want the system to pause.
SIP URI, E.164 address, DNS name, or
IP address.
Typically, the far site's gateway number
then the number of the far-site system.
Consult with the far site about the best
method for placing the call.
SIP server, the access code of the
near-site gateway, the speed code, and
the ISDN number of the far site. Contact
your system administrator for more
information.
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User’s Guide for Polycom HDX Desktop Systems
Participating in an Encrypted Call
If encryption is enabled on the system, a locked padlock icon appears on the
monitor when a call is encrypted. If a call is unencrypted, an unlocked padlock
appears on the monitor.
• If you are in a point-to-point call or a multipoint call hosted by another
system, the padlock icon displays the state of your individual connection.
• If you are hosting a multipoint call, the padlock icon displays the
combined state of all connections: encrypted if all connections in the call
are encrypted, unencrypted if one or more connections in the call are not
encrypted.
In one call, some connections might be encrypted while others are not. The
padlock icon might not accurately indicate whether the call is encrypted if the
call is cascaded or includes an audio-only endpoint. If encryption is required
on your system, the far end must support encryption or the call will not be
completed. To avoid security risks, Polycom recommends that all participants
communicate the state of their padlock icons verbally at the beginning of a call.
Using Your Polycom HDX 4000 Series as a Computer Monitor
You can save space in your office or conference room by also using the
Polycom HDX 4000 series display as your computer monitor.
Check that the computer video is configured to use one of these supported
resolutions and refresh rates:
Resolution Refresh Rates (Hz)
VGA (640 x 480) 60, 72, 75, 85
SVGA (800 x 600) 60, 72, 75
XGA (1024 x 768) 60, 70, 75
HD 720p (1280 x 720) 50, 60
SXGA (1280 x 960) 60
SXGA (1280 x 1024) 60, 75
WSXGA+ (1680 x 1050) –
Recommended for HDX 4000 systems
with Hardware Version A
60
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User’s Guide for Polycom HDX Desktop Systems
Resolution Refresh Rates (Hz)
WSXGA+ (1600 x 900) – Recommended
for HDX 4000 systems with Hardware
Version C and HDX 4000 systems with
Hardware Version A that have been
upgraded to Monitor Hardware Version B
1080p (1920 x 1080)– Recommended for
HDX 4500 systems only.
60
60
To use your Polycom HDX 4000 series system as a computer monitor:
1 Connect your computer to the Polycom HDX 4000 series system as shown
on the setup sheet that came with the system.
2 Press View Computer on the keypad or press on the remote
control to toggle between displaying content from the computer and
showing video from the video conferencing system.
If you are in a call and not sending content, pressing on the remote
control sends your computer to the far site.
If your computer is a laptop, you might need to press certain function keys
to send video out of the laptop’s VGA port like you would when sending
video to a projector.
If you use the Polycom HDX 4000 series display as your computer monitor,
Polycom recommends that you set up the system so that calls must be answered
manually. This ensures that callers do not unexpectedly see or hear you at your
desk.
Controlling What You See
Selecting and Adjusting a Camera or Other Video Source
You can use the keypad or remote control to select and adjust the built-in
camera or other near-site or far-site video sources.
You can adjust the far-site camera only if it is configured at the far site to allow you
to control it.
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User’s Guide for Polycom HDX Desktop Systems
To select a near-site or far-site camera:
>> If you are in a call, press Near or Far on the keypad or
Near or Far on the remote control to select either near-site or
far-site control.
To adjust a camera using the keypad or remote control:
1 Select either a near-site or far-site video source to control. During a
multipoint call being hosted by a system in the call, you can only adjust a
camera at the far site that is currently speaking.
This onscreen icon indicates that you have selected
the near-site camera. The Near button on the
keypad is lit.
This onscreen icon indicates that you have selected
a far-site camera or video source. The Far
button on the keypad is lit.
2 Press the arrow buttons on the keypad or remote control to move the
camera up, down, left, or right.
3 Press Zoom on the keypad or Zoom on the remote control to
zoom out or in.
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User’s Guide for Polycom HDX Desktop Systems
To open or close the privacy shutter:
>> Move the slider to the left to close the privacy shutter, or to the right to
open it. You can still make and receive calls when the shutter is closed, but
the people at the far site cannot see you.
The light next to or below the shutter indicates camera status.
• Solid green means you are in a call.
• Flashing green means you are in a call but the shutter is completely closed.
• Off means you are not in a call.
Setting and Using Camera Presets
Camera presets are stored camera positions that you can create ahead of time
or during a call. The system uses preset 0 as the default camera position.
You can create up to 100 preset camera positions (0-99) for the built-in camera.
These presets remain in effect until you delete or change them.
If far-site camera control is allowed, you can create up to 16 presets (0-15) for
the far-site camera. These presets are saved only for the duration of the call.
You might also be able to use presets that were created at the far site to control
the far-site camera.
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User’s Guide for Polycom HDX Desktop Systems
To move the camera to a stored preset:
1 If a call is connected, press Near or Far on the keypad or
2 Press a number on the keypad or remote control. Depending on how your
system is configured, you might need to press Preset before you
press a number.
To store a preset:
1 If you are in a call, press Near or Far on the keypad or
Near or Far on the remote control.
2 With the camera in the desired position, press and hold a number to store
the preset position. To store a double-digit preset, press the first digit
quickly and hold the second number down. Any existing preset stored at
the number you enter is replaced. Depending on how your system is
configured, you might need to press Preset before you press a
number.
Near or Far on the remote control.
To delete all presets:
1 If you are in a call, press Near on the keypad or Near on
the remote control.
2 Press and hold Delete to delete all presets.
You cannot delete just one preset. Instead, overwrite an existing preset with the
new camera position.
Switching Between Full-Screen Video and the Home Screen
When the call connects, the system automatically shows video on the whole
screen. You can switch back to the home screen during a call if, for example,
you need to adjust a user setting, and your system is configured to allow you
to do so.
To see the Home screen:
>> Press Home on the remote control or keypad.
To see near video in the full screen:
>> Press Near on the remote control or Near on the keypad.
To see far video in the full screen:
>> Press Far on the remote control or Far on the keypad.
14 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
Changing the Layout during a Video Call
When the call connects, the system might show your computer desktop if a
computer is connected. The far and near video might remain in a smaller
window.
To switch between the computer desktop and video, select one of the following
options:
— Press View Computer on the keypad.
The View Computer button is lit when you are viewing the computer
desktop.
— Press Content on the remote control.
Using the Content button on the remote control sends your computer
desktop to the far site.
To change layouts during a call:
>> Press Layout on the keypad or remote control.
During point-to-point calls without content, you can press the Layout
button to scroll through the following screen layouts:
1 Near and far sites, same size, side by side
2 Far site big, near site small
Polycom, Inc. 15
User’s Guide for Polycom HDX Desktop Systems
During point-to-point calls with content, you can press the Layout button
to scroll through the following screen layouts:
3 Near site big, far site small
4 Near site, full screen
5 Far site, full screen
1 Content big, far and near sites small
2 Content big, far site small
3 Content and far site same size
4 Content, full screen
Polycom HDX 4000 systems with Hardware Version C and Polycom HDX 4500
systems support only two windows in Dual Monitor Emulation.
16 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
During point-to-point calls with content on Polycom HDX 4500 systems with
a second monitor attached, you can press the Layout button to scroll
through the following screen layouts:
1 Far, near sites same size on first monitor. Far site
computer full screen on second monitor.
2 Far site full screen on first monitor; nea r site full
screen on second monitor.
3 Near site computer full screen on first monitor; far
site full screen on second monitor.
4 Near site content and far site same size on first
monitor; far site computer full screen on second
monitor.
5 Far site big, near site small on first monitor; far site
computer full screen on second monitor.
Far sites cannot see what is on your computer screen until you press the
Send Computer button on the keypad or the Content button on
the remote control.
Polycom, Inc. 17
User’s Guide for Polycom HDX Desktop Systems
Adjusting the Monitor Brightness
You can make the Polycom HDX 4000 series display brighter or dimmer using
the + and - controls on the side of the monitor.
Controlling What You Hear
Adjusting Volume
You can raise or lower the volume of the meeting. Changing the volume affects
only the sound you hear at your site.
To adjust the volume:
• Press Volume on the remote control or Volume Down or
Volume Up on the keypad repeatedly.
• Press and hold Volume on the remote control or Volume Down
or Volume Up on the keypad to quickly increase or decrease the
near-site volume.
18 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
Muting the Microphone
You can mute the microphone if you do not want the far site to hear
conversations at your site.
To mute or unmute the microphone:
>> Press Mute on the keypad or press Mute on the remote control.
If a Polycom tabletop microphone array is connected to your system, you can
also mute the call by pressing on the microphone.
Points to note about muting the microphone :
• Muting the microphone does not mute audio coming from your computer.
• The microphone might automatically mute when the system is asleep or is
waiting for you to log in.
• Polycom microphones are not supported on Polycom HDX 4500 systems.
• The microphone might automatically mute when the system automatically
answers an incoming call.
Using a Headset or Desktop Speakers
You can connect headphones, a headset, or desktop speakers to the connectors
on the side of the Polycom HDX 4000 series system monitor. The microphone
input provides audio for video conferencing only; it does not provide input for
other computer applications.
If you connect headphones, a headset, or desktop speakers, use a cable that is
10 ft (3 m) or shorter.
Polycom, Inc. 19
User’s Guide for Polycom HDX Desktop Systems
Showing Content
Depending on how your system is configured, you might be able to show
content that is stored on a computer. When you show content, the far site can
see you and what you see on the computer screen.
Showing Content from a Computer Connected Directly to the Polycom HDX System
If you have a computer connected to your Polycom HDX 4000 series system,
you can show your computer desktop (content) during a call. When you send
content, the far site can see and hear you, and see and hear what is on your
computer screen.
Before you show content, check that the computer video is configured to use
one of these supported resolutions and refresh rates.
Resolution Refresh Rates (Hz)
640 x 480 60, 72, 75, 85
800 x 600 60, 72, 75
1024 x 768 60, 70, 75
1280 x 720 50, 60
1280 x 960 60
1280 x 1024 60, 75
1680 x 1050 – Recommended for HDX
4000 systems with Hardware Version A
1600 x 900 – Recommended for HDX
4000 systems with Hardware Version C
and HDX 4000 systems with Hardware
Version A that have been upgraded to
Monitor Hardware Version B
1920 x 1080– Recommended for
Polycom HDX 4500 systems only
60
60
60
To start sending content, select one of the following options:
— Press the Send Computer button on the keypad.
When you are sending content, the Send Computer button is lit.
— Press Content on the remote control.
20 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
To stop sending content, select one of the following options:
— Press the Send Computer button on the keypad.
— Press Content
on the remote control.
Showing Content with People+Content™ IP
People+Content™ IP allows you to send content from a computer that is not
connected directly to the Polycom HDX system.
Points to note about People+Content IP:
• People+Content IP provides video-only content. No aud io is shared.
• People+Content IP supports any computer desktop resolution with color set to
16-bit or higher.
• Your computer resolution can be set to anything, but People+Content IP scales
the image to 1024x768 or 1280x720.
• The People+Content IP application must be installed on a computer.
• For a computer connected directly to the Polycom HDX system, Polycom
recommends using the Send Computer button or Content
button instead of People+Content IP.
To install People+Content IP on a computer:
1 On a computer with a Microsoft® Windows XP, Windows Vista, or
Windows 7 operating system, open a web browser and go to
www.polycom.com/ppcip.
2 Download and install the People+Content IP software.
To start showing content:
1 On the computer, start the Polycom People+Content IP application.
2 Enter the IP address or host name of the Polycom HDX system and the
meeting password, if one is set.
3 On the computer, click Connect.
4 Open the content you want to show, and click in People+Content IP.
If you are using multiple screens on your computer, move the People+Content IP
icon to the screen you want to share.
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User’s Guide for Polycom HDX Desktop Systems
To stop showing content:
1 If the People+Content IP toolbar is minimized, maximize it by clicking
the icon in the task bar.
2 Click in People+Content IP.
3 Click Disconnect.
T o keep a multipoint call hosted by the HDX system secure, content is automatically
stopped when a participant joins the call.
Showing Content with Polycom People on Content™
The Polycom People on Content™ feature allows you to show yourself on top
of content that you are sharing. The effect is similar to a weather newscast on
television. This feature is sent as a people source, therefore you cannot send a
content source when using People on Content.
For more information on how to set up a room to maximize the People on
Content feature, see the Administrator’s Guide for Polycom HDX Systems. You
can also contact your administrator for information about enabling or
configuring People on Content.
Follow these guidelines when you are presenting content with People on
Content:
• Wear solid neutral-colored clothes.
• Avoid wearing black, white, or the color of your background.
• Make sure that the room is well lit.
• Stay about 3 feet in front of the background to avoid casting shadows on it.
22 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
To show content with People on Content:
1 Make sure that the content you want to show is ready.
2 Press Option on the keypad or remote control.
3 Select People on Content.
To stop showing content with People on Content:
1 Press Option on the remote control or key pad.
2 Select People on Content.
Working with Directory Entries and Favorites
The directory on your Polycom HDX system stores dialing information that
helps you make calls quickly and easily. When a site listed in the directory calls
your system, the system displays the name on the screen when the call comes
in. If a site that calls you is not listed in the directory, you might be prompted
to save the contact information in the directory when the call ends.
If your system is registered with a global directory server, you can see
information about other active sites that are registered with the same Global
Directory Server. These entries are stored on the Global Directory Server, and
you cannot edit them. You can, however, add a global entry to your Favorites.
For information about using a Microsoft Office Communications Server or
Microsoft® Lync™ Server 2010 directory or managing Microsoft Office
Communications Server or Microsoft Lync contacts, refer to Using Microsoft Office
Communications Server 2007 R2 or Microsoft Lync Server 2010 Features with
Video Calls on page 39.
Sites that you have added are stored on your Polycom HDX system as
Favorites. You can remove or edit Favorites. You can also assign Favorites to
groups to more easily find them. Everyone at your site who uses the system
can use the entries you create, and you can use the entries created by others.
Users at other sites cannot access the Favorites on your system.
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User’s Guide for Polycom HDX Desktop Systems
Polycom HDX systems support up to 1,000 Favorites. They can also support
one of the following:
• Up to 200 additional Favorites with presence when registered with
Microsoft Office Communications Server or Microsoft Lync Server 2010.
• Up to 200 additional Favorites with presence when registered with a
Polycom Converged Management Application™ (CMA®) system.
• Up to 4,000 contacts from up to 5 servers, which appear in the Global
Directory group, when registered with to Polycom GDS server.
• Up to 20,000 contacts when the HDX system is registered with Microsoft
Office Communications Server 2007 or Microsoft Lync Server 2010.
Searching the Directory
1 Press Directory on the remote control or keypad.
2 Open a specific group folder if you want to narrow your search results.
3 Enter a name in the search field by:
— Spelling the name using the number buttons on the keypad or remote
control
— Spelling the name using the onscreen keyboard or by pressing
Keyboard on the keypad or remote control
Scroll through the list of names using the Up and Down
arrow buttons or Zoom on the keypad or remote control .
4 If the search does not start as soon as you enter a character in the search
field, select the Search button.
Adding, Editing, and Deleting Favorites
You can create Contacts and groups and save them in the Polycom HDX
system directory. Any changes appear in Favorites.
To add a Contact to Favorites:
1 Press Directory on the remote control or keypad.
2 If you have groups within Favorites, make sure that you have opened the
group where you want the new Contact to appear. To open a group,
select it. The name of the group that is open appears at the top of the
screen—for example, Directory - Favorites.
3 Select Options > Add a Contact.
4 Select Create Contact.
24 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
5 Specify the following information:
Setting Description
Name Name that appears in the directory list and on incoming call
messages.
Group The group where the new Contact appears.
Call Type Call type to use for calls to the site. Depends on the capabilities
of your system. For more information about call types, refer to
Types of Video Calls You Can Make on page 9.
Call Speed Call speed to use for video calls to this site.
Number Number to use for calling the site.
Extension The system’s extension (E.164 address).
6 Select Update to add each combination of call type and number that you
want to store for the site. To remove the last call type added, select Clear.
7 Select Save to save the entry.
To edit an entry:
You can edit any contact that was created locally.
1 Press Directory on the remote control or keypad.
2 Open the Favorites group that contains the contact you want to edit. To
open a group, select it. The name of the group that is open appears at the
top of the screen.
3 Highlight the contact you want to edit.
4 Select Options > Edit Contact. You cannot edit a global entry.
5 Edit the information as needed.
6 Select Save to save your changes.
To delete an entry:
You can delete any contact that was created locally.
1 Press Directory on the remote control or keypad.
2 Open the Favorites group that contains the contact you want to delete. To
open a group, select it. The name of the group that is open appears at the
top of the screen.
3 Highlight the contact you want to delete.
4 Press on the remote control or keypad or select Options > Delete
Contact. If Delete Contact is not available, you highlighted a global
directory entry, which cannot be deleted.
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User’s Guide for Polycom HDX Desktop Systems
Points to note about deleting contacts:
• If the contact is a member of more than one group, deleting it removes it from
the group you are viewing. If the contact was created locally and is not a
member of any other group, deleting it completely removes it from your system.
• You cannot delete a contact that was found as a result of a directory search.
• You cannot delete default Contacts that come from the global directory server,
except contacts stored with the Polycom CMA presence service.
To add existing contacts to Favorites from the Favorites screen:
You can add existing global or new entries to your Favorites.
1 Go to the Favorites screen.
2 Open the Favorites group to which you want to add contacts.
3 Select Options > Add a Contact to add contacts to the group.
4 Select Add from Directory.
5 Find the contact that you want to add and select it.
To add existing contacts to Favorites from the directory:
Directory Groups
1 Press Directory on the remote control or keypad.
2 Open the Favorites group to which you want to add contacts.
3 Select Options > Add a Contact to add contacts to the new group.
To add a contact to Favorites from the Recent Calls screen:
1 Go to the Recent Calls screen.
2 Highlight the entry.
3 Choose Options > Add to Favorites.
Grouping contacts can make them easier to find. Polycom HDX systems
support global groups and Favorites groups. Global directory entries are
assigned to a global group by your system administrator. You cannot edit or
delete global directory groups.
The Favorites group can have one level of subgroups inside of it. Any group
that you create on the Favorites screen or Directory screen is automatically
added as a subgroup under Favorites.
You can put the same contact in more than one group, and you can delete it
from one group at a time. To move a contact from one group to another, you
must delete it from the first group and add it to the second group.
26 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
Polycom HDX systems support up to 200 Favorites groups. If the system is
connected to a global directory server, it can also support one of the following:
• Up to 64 additional groups from the Microsoft Office Communications
Server or Microsoft Lync Server 2010 directory, which appear in the
Favorites group.
• Up to 200 additional distribution groups from a Polycom CMA system,
which appear in the Global Directory group.
Points to note about groups:
• You cannot rename a group. To change the name of a group, delete and
recreate it.
• When you place a call to a group, the system uses the call speed specified on
the Preferred Speeds screen as the preferred call speed for placing calls.
• The Sample Sites group includes Loopback entries and various Polycom
regional sites that you can use to place test calls.
You can remove Sample Sites from the Directory by highlighting the group or
individual entries and pressing on the keypad.
To create a group in Favorites:
1 Press Directory on the remote control or keypad.
2 Select Options > New Group.
3 Enter a name for the group.
To delete a group from Favorites:
1 From the Favorites or Directory screen, highlight the group name.
2 Press on the remote control or keypad or select Options > Delete
Group.
When you delete a group, all entries in that group are deleted. If you want to keep
these entries, be sure to assign them to a new group before you delete the old
group.
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User’s Guide for Polycom HDX Desktop Systems
To view or call a group:
From the Favorites screen or Directory screen, highlight the group name, then
do one of the following:
• To view the contacts inside the group, press the center Select button on the
remote control or keypad.
• To place a call to the group, press the Call button on the remote control or
keypad. Depending on how your system is configured, it attempts to call
the group using a pre-defined list of call types. Contact your system
administrator for more information.
You cannot call a group that contains another group, and you cannot call a group
that exceeds your system’s multipoint calling capability.
Refreshing Entries from the Polycom Global Directory Server
The global directory entries are periodically refreshed on systems registered to
the Polycom Global Directory Server. You can also manually refresh the global
directory entries on your system.
To manually refresh Polycom GDS entries:
1 Press Directory on the remote control or keypad.
2 Select Group > Polycom GDS.
3 Select Options > Refresh.
Contacts with Presence
If your system is automatically provisioned and registered to a global
directory server, your Favorites might include default LDAP group members
and up to 200 global Contacts stored by the presence service.
If the system is registered with a global directory, you could see the following
icons next to Contacts on the Favorites screen.
Icon Presence Description
Available The system is set to Available and is registered
with a presence service.
Do Not Disturb • The system is set to Do Not Disturb and is
registered with a presence service.
or
• The system is set to A vailable but is in a call
and is not available to receive another call.
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User’s Guide for Polycom HDX Desktop Systems
Icon Presence Description
In a Call The system is set to Available and is registered
with a presence service. It is in a call but is
available to receive another call.
Unknown Presence The presence state is unknown. The Contact
was created locally or is not registered with a
presence service.
Idle The system is a desktop client that is available
but is currently idle.
Offline The system is powered off or is offline.
You can view Contact details in the system’s local interface. Highlight the
Contact and press . A dialog appears with the display name, address, call
speed, and group.
Including Multiple Sites in Calls
During a multipoint call, multiple sites can see and hear each other. You can
also share content in a multipoint call, just as you can in a point-to-point call.
All systems can participate in multipoint calls. To host multipoint calls, your
system must have optional software installed. You can host multipoint calls
using a video conferencing system with multipoint capabilities, or you can use
a bridge such as the Polycom RMX 1000, Polycom RMX 2000, or Polycom
MGC™.
If your multipoint calls disconnect after 5 minutes, your system might be set up for
the multipoint trial. To do untimed multipoint conferences, a multipoint key must be
installed. Contact your administrator for assistance.
Placing a Multipoint Call
How you place a multipoint call depends on whether you’re using a Polycom
HDX system with multipoint capabilities or a bridge such as the Polycom
MGC or Polycom RMX conference platform. The number of sites allowed in
the call is determined by the capabilities of the system or bridge hosting the
call. The call can include any combination of IP H.323, SIP, ISDN, V.35/Serial,
and audio-only endpoints, although some ISDN systems might not be
configured to allow mixed IP and ISDN calls. For more information about call
types, refer to Types of Video Calls You Can Make on page 9.
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User’s Guide for Polycom HDX Desktop Systems
For calls hosted by a Polycom HDX system, you can define a group in the
directory to call all of the sites at one time. Alternatively, you can place a call
to the first site, and then add other sites after the first call connects. The other
sites can call the Polycom HDX system to join the call.
For calls hosted by a bridge, you might need to enter calling information about
all of the sites before the call begins. Contact your system administrator for
more information.
To place a multipoint call by adding sites to a call:
1 Call the first site.
2 When the call connects, press Call on the remote control or keypad.
3 Place a call to the next site. For more information, refer to Placing a Call
on page 5.
4 Repeat steps 2 and 3 until all sites are connected.
To place a multipoint call using a directory group:
1 Press Directory on the remote control or keypad.
2 Highlight a group folder in the directory list.
3 Press Call to place the call.
Depending on how your system is configured, it attempts to call the group
using a pre-defined list of call types. Contact your system administrator
for more information.
To place a cascaded multipoint call:
1 Call a group from the directory, or place calls one at a time to several
other sites. For more information, refer to Placing a Call on page 5.
2 Ask each site to call additional sites.
Passwords for Multipoint Calls
You might be required to enter a meeting password to join a multipoint call.
And you can require that far sites enter a meeting password, to prevent
unauthorized participants from joining multipoint calls hosted by your HDX
system.
• If you need to generate touch tones (DTMF tones), press on the keypad
or remote control, or press and choose Touch Tones. Then use the
keypad or remote control number buttons.
• SIP calls do not support meeting passwords. SIP endpoints calling into a
multipoint call protected by a password might not be able to join the call.
30 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
To enter a meeting password:
• If a prompt appears on the screen, use the remote control or keypad or
onscreen keyboard to enter the password.
• If you hear an audio prompt, use the remote control or keypad to generate
DTMF tones.
To configure a meeting password:
1 Press Home to switch to the home screen if a computer is connected.
2 Select System from the Home screen.
3 Select User Settings from the System screen.
4 Enter the password in the Meeting Password field in one of these ways:
— Press the keypad or remote control number buttons, using the
text-entry method commonly used with cell phones.
— Press Keyboard to use the onscreen keyboard to enter
characters.
5 Press Home to save your change and return to the Home screen.
Multipoint Viewing Modes
What you see during a multipoint call can vary depending on how the
Polycom HDX system is configured, the number of sites participating, and
whether content is shared. The multipoint viewing mode configured on the
host system is the one used in the call. To find out more about these modes,
please talk to the administrator of your Polycom HDX system. The following
table describes the different multipoint viewing modes when an HDX system
is hosting the multipoint call.
Setting Description
Video images from multiple sites can be automatically combined on one monitor in
a display known as continuous presence.
Auto The view switches between continuous presence and
full screen, depending on the interaction between the
sites.
If multiple sites are talking at the same time,
continuous presence is used. If one site speaks
uninterrupted for at least 15 seconds, that site appears
in full screen on the monitor.
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User’s Guide for Polycom HDX Desktop Systems
Setting Description
Discussion Multiple sites are displayed in continuous presence.
Presentation The speaker sees continuous presence while the other
Full Screen The site that is speaking is shown in full screen to all
The current speaker’s image is highlighted.
sites see the speaker in full screen on the monitor.
other sites. The current speaker sees the previous
speaker.
Using Chair Control for Multipoint Calls
During some multipoint calls, you can use chair control to manage the video.
In this type of call, the chair controller can choose the site whose video is sent
to other sites in the conference. The chair controller can also disconnect a site
or end the conference. Any participant can choose to view a specific site,
request to be the broadcaster, or request to be chair controller.
Only one site at a time can be the chair controller. Before a site can become the
controller, the site with control must give up control.
The type of host for the multipoint call and the systems in the call determine
whether chair control is available.
Hosted by... Allows chair control if...
Video Conferencing
System
Bridge Allowed by the bridge
The call includes:
• Polycom HDX systems, ViewS t ation® EX, ViewS tation
• Other systems connected by ISDN H.320 only
FX, VSX®, and VS4000™ systems connected by IP
H.323, ISDN H.320, or both
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User’s Guide for Polycom HDX Desktop Systems
To use the chair control options when you are in a multipoint call:
1 In the browser address line, enter the HDX system’s IP address to access
its web interface.
To use the HDX web interface, you must use Internet Explorer version 6.x, 7.x, or
8.x and configure your browser to allow cookies. Enter the IP address of the HDX
system using the
https://IPaddress
Maximum Security Profile or Security Mode enabled, you must use the
https://IPaddress format.
Using the HTTPS protocol ensures that the configuration of all login information
(such as user names and passwords) are transmitted using an encrypted channel,
including those user names and passwords used to communicate with third-party
systems on your network. Using the HTTPS protocol severely limits the ability of
anyone on the network to discover these credentials.
http://IPaddress
format. If you operate within a secure environment with the
(for example,
http://10.11.12.13)
or
2 Click Place a Call.
3 Click Chair Control to go to the Chair Control screen.
The Chair Control option is only available when the system is in a multipoi nt call. It
is not available in cascaded multipoint calls.
4 Select a site from the list, and then use the controls in the web interface to
perform one of these actions:
If you are... You can do this... By selecting...
Chair controller Pass chair control to the selected sites. Release Chair
View the selected site’s video. This
remains in effect until you choose Stop
Viewing Site or you release chair
control.
Return to viewing the video selected by
the chair or by the host.
Send your site’s video to the other sites. Make Me the
Send the selected site’s video to the
other sites.
Remove the selected site from the
conference.
Disconnect all sites and end the call. End Conference
View Site
Stop Viewing Site
Broadcaster
Select
Broadcaster
Disconnect Site
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User’s Guide for Polycom HDX Desktop Systems
Do Not Disturb
If you are... You can do this... By selecting...
Participant Request control of the conference. Acquire Chair
View the selected site’s video. This does
not change what other sites see.
Return to viewing the video selected by
the chair or the host.
Changing the Way Calls Are Answered
Temporarily R efus ing C alls
If your system administrator has allowed access to the Availability Control,
you can automatically refuse incoming calls if you do not wish to be disturbed.
Callers get a message that the call was rejected, and you receive no notification
about incoming calls. You can, however, make outgoing calls.
To temporarily refuse incoming calls:
>> On the Home screen, set the Availability Control to Do Not Disturb.
Answering Video Calls Automatically
View Site
Stop Viewing Site
If your system administrator has allowed access to user settings, you can
specify whether to answer video calls automatically or to have the system
announce incoming video calls and wait for you to answer manually.
If you have a Polycom HDX 4000 system that you are using as your computer
monitor, Polycom recommends that you set up the system so that you have to
answer calls manually.
Automatically answering calls is convenient, but it can create security issues. An
unexpected caller could interrupt a meeting in progress or look at equipment and
notes left in an empty room.
To automatically answer video calls:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 If you want to automatically answer incoming point-to-point video calls,
set Auto Answer Point-to-Point Video to Yes.
4 If you want to automatically answer incoming multipoint video calls, set
Auto Answer Multipoint Video to Yes.
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User’s Guide for Polycom HDX Desktop Systems
5 Press Home to save your change and return to the Home screen.
Muting Automatically Answered Video Calls
If your system administrator has allowed access to user settings, you can
choose whether to mute the audio when automatically answered video calls
connect. This prevents callers from overhearing conversations or meetings.
After the call connects, you can press Mute on the keypad or Mute on
the remote control when you’re ready to unmute the microphones.
If you enable automatic muting during a call, the audio for the current meeting is not
affected.
To mute automatically answered video calls:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Scroll to Mute Auto Answer Calls and press on the remote control or
keypad to enable the option.
4 Press Home to save your change and return to the Home screen.
Allowing Video Display on the Web
If your system administrator has allowed access to user settings, you can
choose whether to allow viewing of the room where the system is located or
video of calls in which the system participates. You would use the Polycom
HDX web interface’s Web Director to view the room or video.
The default setting is to not allow video display. Be sure to verify whether your
system administrator wants the setting to be changed. If you enable this
setting, you might open your company’s computer system to hackers.
To allow the display of video on the web:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Scroll to Allow Video Display on Web and press on the remote
control or keypad to enable the option.
4 Press Home to save your change and return to the Home screen.
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User’s Guide for Polycom HDX Desktop Systems
Logging In and Out
Depending on how your system is configured, you might have to log in when
the system comes out of sleep mode.
To log in:
1 When the Login screen appears, press Keyboard or use the number
buttons on the remote control or keypad to enter the User ID.
2 Enter the account password. To enter numbers, use the number buttons
on the remote control or keypad. To enter letters, press Keyboard
on theremote control or keypad.
3 Select to log in.
Depending on how your system is configured, you might get locked out after
a certain number of failed login attempts. Contact your system administrator
for more information.
To log out:
>> Press Option on the remote control or keypad and select Logout to
log out manually.
The system automatically logs out the current account when the system goes
to sleep.
Using a Polycom SoundStation® IP 7000 Conference Phone with a Polycom HDX System
When you connect a Polycom SoundStation® IP 7000 conference phone to a
Polycom HDX system, the conference phone becomes another interface to dial
audio or video calls. The conference phone operates as a microphone, and as a
speaker in audio-only calls.
For more information, refer to the SoundStation IP 7000 documentation
available on the Polycom web site.
The Polycom SoundStation IP 7000 conference phone is not supported with
Polycom HDX 4500 systems.
To answer a call using a connected SoundStation IP 7000 conference phone:
>> Press the Answer soft key on the conference phone.
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User’s Guide for Polycom HDX Desktop Systems
To place a point-to-point call using a connected SoundStation IP 7000 conference
phone:
1 Press on the conference phone and press the Video or Phone soft
key.
2 On the conference phone keypad, enter one of these:
— The IP address (for example, 10*11*12*13) of the site you want to call
— The phone number (for example, 19784444321) of the site you want to
call
To enter letters, press the ABC soft key. To enter an asterisk, press the Video
button and then press the button on the SoundStation IP 7000 keypad
two times. To enter a dot or @ symbol, press the ABC soft key then key
multiple times.
You can also place calls using the conference phone’s directory or the redial
key.
The indicators on the conference phone are green when the system is in a call
and audio is not muted.
To place a multipoint call using a connected SoundStation IP 7000 conference
phone:
1 Call the first site.
2 When the call connects, press the Add Video or Add Phone soft key on
the conference phone.
3 Place a call to the next site.
4 Repeat steps 2 and 3 until all sites are connected.
To control volume in a call using a connected SoundStation IP 7000 conference
phone:
>> Press the and keys on the conference phone to adjust the
volume of audio from the far site.
You can also adjust the volume using the volume buttons on the Polycom
HDX system remote control or keypad.
To mute audio in a call using a connected SoundStation IP 7000 conference
phone:
>> Press the Mute key on the conference phone.
You can also mute the audio using the mute button on the Polycom HDX
system remote control or keypad or on a connected Polycom HDX
microphone.
The indicators on the conference phone are red when your audio is muted. The
near-site mute icon also appears on the monitor display.
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User’s Guide for Polycom HDX Desktop Systems
To end a call using a connected SoundStation IP 7000 conference phone:
• Press on the conference phone to hang up the call.
• Press the More softkey then the Manage softkey to hang up one
connection in a multipoint call.
To start or stop showing content using a connected SoundStation IP 7000
conference phone:
>> Press the Content soft key on the conference phone. Content plays from
Camera 2 if that input is configured for Content.
Using Polycom Conferencing for Microsoft Outlook
If your system is configured to connect to the Microsoft Exchange Server, you
see a list of the day’s meetings on the Calendar screen. If your system is not
configured to connect to the Microsoft Exchange Server, you see the standard
month-view calendar.
To view the Polycom HDX system calendar, do one of the following:
• Select Calendar on the Home screen.
• Select System > Utilities > Calendar from the Home screen.
• Press the Option button on the remote control or keypad and select
Calendar.
To view more information about a meeting on the calendar, highlight it and
press on the remote control or keypad. Depending on how your system is
configured, private meeting details might not be visible, and you might see
reminders displayed on the system a short time before each meeting.
If your system is configured to connect to the Microsoft Exchange Server, and
the Polycom Conferencing Add-In for Microsoft Outlook is installed at your
site, you have access to the following additional calendar features:
• Upcoming meetings scheduled with the Polycom Conferencing Add-In
for Microsoft Outlook are indicated with on the Polycom HDX system
Calendar screen. Past meetings scheduled with the Polycom Conferencing
Add-In for Microsoft Outlook are indicated by .
• To join a meeting scheduled with the Polycom Conferencing Add-In for
Microsoft Outlook, you can select Join Now on the Polycom HDX system
without knowing the dialing information.
• You can schedule a meeting using the Polycom Conferencing Add-In for
Microsoft Outlook by clicking Schedule Polycom Conference in the
Microsoft Outlook toolbar.
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User’s Guide for Polycom HDX Desktop Systems
Using Microsoft Office Communications Server 2007 R2 or Microsoft Lync Server 2010 Features with Video Calls
Depending on how your system is configured, you might be able to search a
Microsoft Office Communications Server 2007 R2 or Microsoft
2010 directory, view a list of Microsoft OCS or Microsoft Lync contacts, see if
the contacts are online, and call them without knowing or remembering their
addresses.
Microsoft Office Communications Server 2007 R2 and Microsoft Lync Server 2010
directory searches only return an entry whose last name begins with your search
string. First names beginning with the search string are not returned in the results.
Managing Contacts Using Office Communicator or Microsoft Lync
Office Communicator and Microsoft Lync contacts appear on the Polycom
HDX system Favorites screen and in the Favorites group in the directory. To
add or delete Office Communicator or Microsoft Lync contacts on the Polycom
HDX system, use the Office Communicator or Microsoft Lync application. You
can populate groups created locally on a Polycom HDX system with existing
Office Communicator or Microsoft Lync contacts, but those changes do not
appear on any other device.
To manage your contacts using Office Communicator or Microsoft Lync:
1 Log in to Office Communicator or Microsoft Lync with the same account
information specified in the SIP settings of your Polycom HDX system.
®
Lync™ Server
2 From Office Communicator or Microsoft Lync you can:
— Add and remove contacts
— Add and remove groups
— Move contacts from group to group
Changes made to contacts and groups using Office Communicator or
Microsoft Lync appear on the Polycom HDX system Favorites screen and in
the Favorites group in the directory. Polycom HDX systems support up to 200
contacts and 64 groups from Office Communicator or Microsoft Lync.
Polycom HDX systems do not support Office Communicator or Microsoft Lync
distribution list groups, which are created on the Microsoft Exchange Server and
are typically used for sending email to a group of people.
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User’s Guide for Polycom HDX Desktop Systems
Viewing Microsoft Office Communications Server or Microsoft Lync Server 2010 Presence States
Polycom HDX systems and Office Communicator or Microsoft Lync users in
an integrated environment use the following presence icons to indicate
presence states:
Icon Presence State Description
Do Not Disturb Indicates that the HDX system or
Office Communicator or Microsoft Lync
user is set to Do Not Disturb.
In a Call Indicates that the HDX system or
Office Communicator or Microsoft Lync
user is in one of the following states:
• In a call
• Accepting urgent interruptions
• Busy
• Inactive
• In a Conference
• In a Meeting
only
Available Indicates that the HDX system or
Office Communicator or Microsoft Lync
user is available.
Offline Indicates the HDX system or Office
Communicator or Microsoft Lync user
is offline.
Presence Unknown Indicates that the presence state of the
HDX system or Office Communicator
or Microsoft Lync user is unknown.
Multipoint Calls Using Centralized Conferencing Control Protocol (CCCP)
If a Polycom HDX system is deployed in a Microsoft Lync Server 2010
environment and Centralized Conferencing Control Protocol (CCCP) is
enabled, you can place and participate in multipoint calls that are hosted by
Microsoft audio and video servers.
40 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
Contact your system administrator and the Polycom Unified Communications
Deployment Guide for Microsoft Environments for more information about CCCP
multipoint calling, which is referred to as Lync Conferencing in that book.
When you add a group to a CCCP conference, only the first three contacts in the
group are added to the call.
Muting in a CCCP Call
A Microsoft Lync client acting as the call organizer can mute all of the
participants in the call. You cannot unmute until the organizer unmutes the
participants unless you are designated as a presenter. If the meeting organizer
has muted your Polycom HDX system selectively, you can unmute your
system even if the organizer does not. It is important to understand that no one
else can unmute your microphone. They can only request that you unmute.
When your mute status changes due to a Microsoft Lync client organizer
muting or unmuting all of the participants, notification is displayed on the
Polycom HDX system monitor.
Holding and Resuming CCCP Calls
When an HDX system is registered to a Microsoft Lync server, the HDX
system can participate in Lync-hosted multipoint calls. You can place calls on
hold and resume calls on the HDX system when it is on a Lync-hosted call.
Certain restrictions exist:
• Only one call can be on hold at a given time.
• Only SIP calls from the Microsoft server can be placed on hold. You cannot
place analog calls or calls using H.323, H.320, V.35, or ISDN on hold.
• If the Auto Answer Multipoint Video setting is enabled, you cannot place
calls on hold.
To place a call on hold and to resume the call:
>> On the remote control or keypad, press Options and select Hold.
When a call is on hold, a dialog displays on your HDX system’s local
interface allowing you to resume or add a call:
—Resume Call: Allows you to resume your call after you placed it on
hold.
—Add a Call: Takes you to the Place a Call screen.
— You have been placed on hold message appears if one of the far sites
places you on hold.
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User’s Guide for Polycom HDX Desktop Systems
To switch between an active call and a call on hold:
1 On the remote control or keypad, press Options.
2 Select Call on Hold.
To hang up with a call on hold:
1 On the remote control or keypad, press Hang up.
2 Choose one of the following:
— Leave Conference: Hangs up the active call and causes a Resume
message to be displayed. To make the call on hold active, click
Resume.
— Leave All Conferences: Hangs up all calls.
Using Avaya Network Features with Video Calls
Depending on how your system is configured, you might be able to use
Avaya® telephony network features such as call forwarding, transferring
calls, and adding additional sites in an audio-only conference.
To activate call forwarding:
1 Make sure that the Polycom system is not in a call.
2 From the Place a Call screen on the Polycom system, dial the Feature
Access Code provided by the Avaya Communication Manager
administrator, followed by the E.164 extension of the system to which
you want to forward the calls. For example, dial *22016 if *2 is the Feature
Access Code and 2016 is the system E.164.
3 Wait for confirmation beeps.
To deactivate call forwarding:
1 From the Polycom system Place a Call screen, dial the Feature Access
Code provided by the Avaya Communication Manager administrator.
For example, #2 if #2 is the Feature Access Code for disabling call
forwarding.
2 Wait for confirmation beeps.
To transfer a call:
1 While in a call, press on your Polycom system keypad to access the
tone pad.
2 Press Select to activate flash hook. The first far-site system is placed
on hold.
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User’s Guide for Polycom HDX Desktop Systems
3 Wait for a dial tone, and then dial the extension of the far-site system to
which you want to transfer the call. The call connects both audio and
video between the local system and the second far-site system. The first
far-site system is still on hold.
4 Hang up the near-site system. The two far-site systems are now
connected in a call with audio and video, if the capabilities are present.
To add a system to a call:
1 While in a call, press on the Polycom system remote control or
keypad to access the tone pad.
2 Press Select to activate flash hook. The far-site system is put on hold.
3 Wait for a dial tone, and then dial the extension of the system that you
want to add to the call.
4 Press Select again. The call becomes an audio-only conference with
all of the systems. If the system that dialed the flash hook hangs up, the
other systems remain connected in a call with audio and video, if the
capabilities are present.
Customizing Your Workspace
You can customize what you see on the screen, depending on how your
system is configured.
Allowing the Far Site to Control Your Camera
If your system administrator has allowed access to user settings, you can allow
the far site to control your camera. Far-site participants can also set and use
presets for your camera, if their system supports this.
To allow the far site to control your camera:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Scroll to Far Control of Near Camera and press to enable the option.
4 Press Home to save your change and return to the Home screen.
Changing this setting takes effect immediately, even if a call is in progress.
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User’s Guide for Polycom HDX Desktop Systems
Displaying the Far Site’s Name When the Call Connects
If your system administrator has allowed access to user settings, you can
specify whether to display the far site’s name when the call connects and how
long to leave the name on the screen.
To specify when to display the name of the far site:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Select Next to see more settings.
4 Scroll to Far Site Name Display Time, press on the remote control or
keypad, and select to display the far site’s name during the entire call, for
a specified time, or not at all.
5 Press Home to save your change and return to the Home screen.
Hearing Audio Confirmation When You Dial
If your system administrator has allowed access to user settings, you can set
up the system to speak each number as you enter it in the dialing entry field
on the Place a Call screen.
To enable audio confirmation:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Select Next to see more settings.
4 Scroll to Keypad Audio Confirmation and press on the keypad or
remote control to enable the option.
5 Press Home to save your change and return to the Home screen.
Adjusting for Room Lighting
If your system administrator has allowed access to user settings, you can use
the backlight control to adjust the brightness of the video that the main camera
sends to the Polycom HDX system. Adjusting this setting can be helpful when
the room arrangement results in strong light coming from behind the people
in the picture.
Because backlight controls adjust the built-in camera, these controls do not make
content from a computer appear brighter.
44 Polycom, Inc.
User’s Guide for Polycom HDX Desktop Systems
To turn backlight compensation on:
1 Select System from the Home screen.
2 Select User Settings from the System screen.
3 Scroll to Backlight Compensation and press on the remote control or
keypad to enable the option.
4 Press Home to save your change and return to the Home screen.
For information about adjusting the brightness of the Polycom HDX 4000
monitor, refer to Adjusting the Monitor Brightness on page 18.
Polycom Solution Support
Polycom Implementation and Maintenance services provide support for
Polycom solution components only. Additional services for supported
third-party Unified Communications (UC) environments integrated with
Polycom solutions are available from Polycom Global Services and its certified
Partners. These additional services will help customers successfully design,
deploy, optimize and manage Polycom visual communications within their
UC environments.
Professional Services for Microsoft Integration is mandatory for Polycom
Conferencing for Microsoft Outlook, Microsoft Office Communications Server
and Microsoft Lync Server 2010 integrations. For additional information and
details please refer to
http://www.polycom.com/services/professional_services/index.html or
contact your local Polycom representative.
Polycom, Inc. 45
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