Polycom 3725-26470-004-A User Manual
User’s Guide for Polycom® HDX®
Desktop Systems
Version 3.0.5 | July 2012 | 3725-26470-007/A
Trademark Information
Polycom
®
and the names and marks associated with Polycom's products are trademarks and/or service marks of
Polycom, Inc. and are registered and/or common law marks in the United States and various other countries.
All other trademarks are property of their respective owners.
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applications held by Polycom, Inc.
Customer Feedback
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Please send email to videodocumentation@polycom.com.
© 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
mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing
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
iv Polycom, Inc.
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
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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.
8 Polycom, Inc.
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
10 Polycom, Inc.
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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