Polycom HDX Desktop Systems User Manual
User’s Guide
for Polycom® HDX Desktop Systems
Version 2.5
December 2008 Edition
3725-26470-002/A
Version 2.5
Trademark Information
Polycom®, the Polycom logo design, SoundStation®, ViewStation®, and VSX® are registered trademarks of Polycom,
Inc., and People+Content™, People On Content™, Polycom Converged Management Application™ (CMA™), Polycom
HDX 4000™, Polycom MGC™, Polycom RMX 2000™, and VS4000™ are trademarks of Polycom, Inc. in the United
States and various other countries. All other trademarks are the property of their respective owners.
Patent Information
The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications
held by Polycom, Inc.
© 2008 Polycom, Inc. All rights reserved.
Polycom Inc.
4750 Willow Road
Pleasanton, CA 94588-2708
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.
Contents
Using the Polycom HDX 4000 Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Using Your Polycom HDX 4000 Series as a Computer Monitor . . . . . . . . . . . . . . . . . . . . . . . . . 8
Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Controlling What You Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Showing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Working with Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Answering a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Placing a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Calling by Entering a Name or Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Calling from the Recent Calls List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Calling from the Contacts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Calling from the Sites or Speed Dial List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Calling from the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Ending a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Types of Video Calls You Can Make . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Placing Audio-only Calls and Adding Audio-only Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Placing an Audio-only Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Adding an Audio-only Call to a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Adding a Video Call to an Audio-only Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Ending an Audio-only Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Participating in an Encrypted Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Selecting and Adjusting a Camera or Other Video Source . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Setting and Using Camera Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Switching Between Full-Screen Video and the Home Screen . . . . . . . . . . . . . . . . . . . . . . 11
Changing the Layout during a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting the Monitor Brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Adjusting Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Using a Headset or Desktop Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Showing Content from a Computer Connected Directly to the System . . . . . . . . . . . . . . 15
Showing Content with People+Content™ IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Showing Content with People on Content™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Searching the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Adding, Editing, and Deleting Local Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Grouping Directory Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Refreshing Entries from the Polycom Global Directory Server . . . . . . . . . . . . . . . . . . . . . 21
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User’s Guide for Polycom HDX Desktop Systems
Working with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Adding Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Deleting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Including Multiple Sites in Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Placing a Multipoint Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Supplying a Password for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
About Multipoint Viewing Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Chair Control for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Changing the Way Calls Are Answered . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Temporarily Refusing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Answering Video Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Muting Automatically Answered Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Logging In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using a Polycom SoundStation® IP 7000 Conference Phone
with a Polycom HDX System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using Avaya Network Features with Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Customizing Your Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Allowing the Far Site to Control Your Camera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Displaying the Far Site’s Name When the Call Connects . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Hearing Audio Confirmation When You Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Adjusting for Room Lighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
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User’s Guide for Polycom HDX Desktop Systems
Version 2.5
This guide includes overview information that you may 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, there may be options covered in this guide 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 Polycom HDX 4000™ series.
Using the Polycom HDX 4000 Keypad
You use the keypad on the Polycom HDX 4000 series to place calls, adjust the
volume, navigate screens, and select options.
Switch between computer
desktop and video conference
views
Cycle through display layouts
Navigate through menus
Zoom the camera in or out
Return to the previous screen
Place or answer a call; indicates
call status
View or manage directory entries
Display the onscreen keyboard
Display menu of optional
features
Delete letters or numbers
Press once for a dot, twice for a
colon, three times for an asterisk
You can access keypad help by pressing Home then Info.
Start and stop showing computer
desktop content to far sites
Access the online help; see system
status in a call
Confirm your current selection;
perform functions on highlighted items
Select the far-site or near-site camera
to control
Return to the home screen
End a call
Increase or decrease the sound
you hear from the far sites and your
computer
Enter letters or numbers; move the
camera to a stored position
Mute the microphone audio you’re
sending to the far sites
© Polycom, Inc. 1
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 Video Call
The Polycom HDX system can answer incoming calls in one of these ways:
• The system answers incoming calls automatically.
• The system prompts you to answer calls manually.
To answer the call manually:
! Press Call on the keypad.
Placing a Video Call
You can use your system to place a video call in any of these ways:
• Entering a name or number. To enter letters, press Keyboard on the
keypad.
• Choosing a site from:
— Recent Calls list
— Contacts list
— Sites or Speed Dial list
— Directory
Calling by Entering a Name or Number
To place a call by entering a name or number:
1. Press Home to switch to the home screen if a computer is connected.
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 samples:
2 © Polycom, Inc.
— 10.11.12.13 (IP address—include the dots)
— 2555 (E.164 extension for H.323 or SIP)
User’s Guide for Polycom HDX Desktop Systems
— stereo.polycom.com (DNS name)
— 19782922854 (ISDN or phone number)
— user@domain.com (SIP)
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
calls, choose Auto to let the system determine the best quality for the
call.
— Second ISDN number – Use two numbers only when the person you
are calling instructs you to do so.
— Extension – If you need to dial an extension (E.164 address), enter the
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 to place the call.
Call progress indicators appear on the screen to show that the call is in
progress. When the indicators turn green, the call is connected.
Calling from the Recent Calls List
You may be able to 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. Press Home to switch to the home screen if a computer is connected.
2. Select Recent Calls.
3. Scroll to the entry you want to call.
4. Press Call to place the call.
To see more details about a call listed on the Recent Calls screen, highlight the call
and press Info on the keypad.
You can sort the list by pressing the number keys 1-9. Press Info and select
Help to view sorting options.
© Polycom, Inc. 3
User’s Guide for Polycom HDX Desktop Systems
Calling from the Contacts List
You may be able to see a list of Contacts on the Contacts home screen.
To place a call using the Contacts list:
1. Press Home to switch to the Contacts screen if a computer is
connected.
2. Select the Contact you want to call.
3. Press Call to place the call.
Calling from the Sites or Speed Dial List
You may be able to access calling information for specific sites using the Speed
Dial or Sites list on the Place a Call screen.
To place a call using the Speed Dial or Sites list:
1. Press Home to switch to the Place a Call screen if a computer is
connected.
2. Select Speed Dial or Sites from the Place a Call screen, if necessary.
3. Find the entry you want to call.
4. Press Call to place the call.
Calling from the Directory
The directory is a list of sites stored locally on the Polycom HDX system. If the
system is registered with a global directory, the directory also includes entries
from the global directory.
To place a call from the directory:
1. Press Directory on the keypad.
2. Find the entry to call.
3. Press
Depending on your system configuration, when you make a call using an entry with
both ISDN and IP dialing information, the system may prompt you to choose which
way to place the call.
Call to place the call.
4 © Polycom, Inc.
Ending a Video Call
To hang up from a call:
1. Press Hang Up on the keypad.
2. If prompted, confirm that you want to disconnect from the far site(s).
If you don’t confirm that you want to hang up, the system disconnects the call
automatically after 60 seconds.
Types of Video Calls You Can Make
Depending on your system configuration, you may be able to make calls using
ISDN, H.323, SIP, or V.35/RS-449/RS-530.
The following table lists some possible call combinations.
From... You can call... By dialing...
User’s Guide for Polycom HDX Desktop Systems
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
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.
© Polycom, Inc. 5
User’s Guide for Polycom HDX Desktop Systems
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 will 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 will be given the option of saving 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.
Placing Audio-only Calls and Adding Audio-only Sites
You may be able to use your Polycom HDX system to place an audio-only call
or add an audio-only call to a video conference.
Placing an Audio-only Call
You can place an audio-only call from Polycom HDX systems that have
Analog Phone or Voice Over ISDN enabled.
To place an audio-only call from your system:
1. Press Home to switch to the home screen if a computer is connected.
2. On the Place a Call screen, enter the number you want to call.
— To place a call within your PBX system, enter the internal extension
instead of the full number.
— To delete a number, press Delete on the keypad.
3. Press Call to place the call.
Adding an Audio-only Call to a Video Call
You can add an audio-only call from Polycom HDX systems that have Analog
Phone or Voice Over ISDN enabled.
To add an audio-only call after your video call connects:
1. Press Call on the keypad.
2. Use the number buttons on the keypad to enter the telephone number of
the audio participant that you want to add to your video conference.
3. Press Call on the keypad.
6 © Polycom, Inc.
Adding a Video Call to an Audio-only Call
If you are already in an audio-only call, you can add a video call to your call.
To add a video call after your audio-only call connects:
1. Press Home to switch to the home screen.
2. On the Place a Call screen, enter the number you want to call.
3. Press Call to place the call.
Ending an Audio-only Call
To hang up from an audio-only call:
1. Press Hang Up on the keypad.
2. If prompted, confirm that you want to disconnect from the far site(s).
If the person on the telephone hangs up first, you need to disconnect the call from
the Polycom HDX system, just as you would hang up a telephone receiver in a
regular phone call.
User’s Guide for Polycom HDX Desktop Systems
Participating in an Encrypted Call
If encryption is enabled on the system, a padlock icon appears on the monitor
to indicate whether a call is encrypted or unencrypted.
• 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: if all connections in the call are
encrypted, 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. To avoid security risks,
Polycom recommends that all participants communicate the state of their
padlock icon verbally at the beginning of a call.
© Polycom, Inc. 7
User’s Guide for Polycom HDX Desktop Systems
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 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 to toggle between
displaying content from the computer and showing video from the video
conferencing system.
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.
8 © Polycom, Inc.
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