Polycom RealPresence Trio 8500, RealPresence Trio 8800 User Manual

USER GUIDE 5.5.2 | September 2017 | 3725-20598-006A

™

Polycom® RealPresence Trio
Solution

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Contents

Before You Begin............................................................................................... 6

Audience, Purpose, and Required Skills.............................................................................6

Related Documentation.......................................................................................................6

Getting Started with RealPresence Trio...........................................................7

Product Overview of RealPresence Trio............................................................................. 7

RealPresence Trio Hardware................................................................................... 8

Navigating RealPresence Trio............................................................................................ 9

Accessing Screens on RealPresence Trio............................................................... 9

Icons and Status Indicators.................................................................................... 12

Enter Information Using the Onscreen Keyboard............................................................. 12

Close the Onscreen Keyboard............................................................................... 13

Logging Into and Locking the System........................................................... 14

Logging Into RealPresence Trio........................................................................................14

Log In to a Phone................................................................................................... 14

Log Out of the Phone............................................................................................. 15

Change Your Login Password................................................................................15

Locking RealPresence Trio............................................................................................... 15

Lock the Phone...................................................................................................... 15

Unlock the Phone................................................................................................... 16

Change Your User Password.................................................................................16

Audio Calls........................................................................................................17

Placing Audio Calls on RealPresence Trio....................................................................... 17

Place an Audio Call................................................................................................ 17

Place an International Call..................................................................................... 18

Place a Call from Recent Calls...............................................................................18

Call a Favorite........................................................................................................ 18

Place a Call over Bluetooth.................................................................................... 18

Place a Call from a Locked Phone......................................................................... 19

Calling Contacts from the Directory........................................................................19

Placing Intercom Calls............................................................................................19

Redial a Number............................................................................................................... 20

Answering Audio Calls on RealPresence Trio.................................................................. 21

Answer an Incoming Call........................................................................................21

Answer a Call When in a Call.................................................................................21

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Answer Calls Automatically.................................................................................... 22

Answer a Call on a Locked Phone......................................................................... 22

Answer an Intercom Call........................................................................................ 22

Decline an Incoming Call.................................................................................................. 23

End an Audio Call............................................................................................................. 23

Holding and Resuming Calls.............................................................................................23

Hold a Call..............................................................................................................23

Resume a Call........................................................................................................24

Transferring Calls..............................................................................................................24

Choose a Default Transfer Type............................................................................ 24

Transfer a Call .......................................................................................................24

Transfer a Call using Consultative Transfer........................................................... 25

Cancel a Transfer...................................................................................................25

Forwarding Incoming Calls to a Contact........................................................................... 25

Forward an Incoming Call to a Contact.................................................................. 25

Forward All Incoming Calls to a Contact................................................................ 25

Disable Call Forwarding......................................................................................... 26

Rejecting Calls with Do Not Disturb.................................................................................. 26

Enable Do Not Disturb............................................................................................26

Disable Do Not Disturb...........................................................................................27

Managing Multiple Calls.................................................................................................... 27

Manage a Call from the Calls Screen.....................................................................27

Mute the Microphones.......................................................................................................28

Unmute the Microphone....................................................................................................28

Contents

Conference Calls.............................................................................................. 29

Tips for Conference Calls..................................................................................................29

Initiating Conference Call.................................................................................................. 29

Initiate a Conference Call....................................................................................... 29

Merge Calls into a Conference Call........................................................................30

Add Participants to a Conference Call.............................................................................. 30

End a Conference Call...................................................................................................... 30

Hold a Conference Call..................................................................................................... 30

Resume a Conference Call............................................................................................... 31

Mute a Conference Participant..........................................................................................31

Remove a Conference Participant.................................................................................... 31

Video Calls on RealPresence Trio 8800......................................................... 32

Tips for Video Calls........................................................................................................... 32

Video Call Settings............................................................................................................33

Set the Call Rate for Video Calls............................................................................33

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Change Video Clarity............................................................................................. 33

Set the Video Layout for the Meeting..................................................................... 33

Change How Far-End Video Displays....................................................................34

Place a Video Call.............................................................................................................34

Stop Sending Video.......................................................................................................... 34

Start Video During an Audio Call...................................................................................... 35

Switch Between Video and Content during Video Calls....................................................35

Handling a Mixture of Audio and Video Calls ...................................................................35

Recording Audio Calls.....................................................................................36

Guidelines when Recording Calls..................................................................................... 36

Record a Call.................................................................................................................... 36

Pause a Recording............................................................................................................37

Resume a Recording........................................................................................................ 37

Stop Recording................................................................................................................. 37

Browse Recorded Calls.....................................................................................................38

Play a Recorded Call........................................................................................................ 38

Pause and Resume Played Recordings........................................................................... 38

Stop Playing a Recording..................................................................................................38

Rename a Recording........................................................................................................ 39

Delete a Recording........................................................................................................... 39

Contents

Sharing Content on RealPresence Trio 8800.................................................40

Sharing Content with RealPresence Desktop or Mobile................................................... 40

Sharing Content from an Apple Device.............................................................................40

Sharing Content from a Windows or Android Device........................................................41

Sharing Content with People+Content IP..........................................................................41

Download and Install Polycom® People+Content™ Technology.............................42

Share Content using People+Content IP............................................................... 42

Stop Sharing Content with People+Content IP...................................................... 42

Share Content with People+Content IP over USB................................................. 42

Using the Calendar...........................................................................................44

Open the Calendar............................................................................................................44

View Meeting Details.........................................................................................................45

Meeting Reminders........................................................................................................... 45

Choose a Meeting Reminder Type.........................................................................45

Choose a Meeting Alert Tone.................................................................................46

Disable Meeting Reminders................................................................................... 46

Joining Calendar Meetings................................................................................................46

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Join a Meeting from the Calendar.......................................................................... 46

Join a Meeting from a Meeting Reminder.............................................................. 47

Join a Meeting with an Alternate Number.............................................................. 47

Call Lists and Directories................................................................................ 48

Recent Calls......................................................................................................................48

View Recent Calls.................................................................................................. 48

Edit a Recent Call Entry......................................................................................... 48

Save a Recent Contact.......................................................................................... 49

Delete a Recent Call Entry..................................................................................... 49

Local Directory.................................................................................................................. 49

Search for a Local Directory Contact..................................................................... 49

Add a Contact to the Local Directory......................................................................50

View Contact Details.............................................................................................. 50

Update a Local Directory Contact's Information.....................................................50

Delete a Local Directory Contact............................................................................50

Local Directory Favorites.................................................................................................. 51

Add Favorites......................................................................................................... 51

Remove a Favorite................................................................................................. 51

Corporate Directory...........................................................................................................51

Perform a Quick Search of the Corporate Directory...............................................51

Perform an Advanced Search of the Corporate Directory......................................52

Add Corporate Directory Contacts to the Local Directory...................................... 52

Searching the BroadSoft Directory....................................................................................52

Perform a Simple Search of the BroadSoft Directory.............................................52

Perform an Advanced Search of the BroadSoft Directory......................................53

Add BroadSoft Contacts to the Contact Directory.................................................. 53

Contents

Voicemail and Pages........................................................................................54

Access Voicemail Messages.............................................................................................54

Receiving Messages with Group Paging.......................................................................... 54

Listen to a Page during an Active Call................................................................... 55

Receiving Pages When You're Not in an Active Call............................................. 55

Connecting Bluetooth and USB Devices....................................................... 56

Connecting Devices using Bluetooth................................................................................ 56

Make the System Visible to Nearby Bluetooth Devices......................................... 56

Connect a Bluetooth Device...................................................................................57

Connect a Bluetooth Device Using Near Field Communication............................. 57

Play Audio from a Bluetooth Device.......................................................................57

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Connecting a Device using a USB Cable..........................................................................57

Minimum Hardware and Software Laptop Requirements.......................................58

Connect a USB Device or Laptop.......................................................................... 58

Setting RealPresence Trio as Your Audio Device..................................................58

RealPresence Trio Settings.............................................................................60

Password Required to Access Basic Settings.................................................................. 60

Time and Date Display......................................................................................................60

Change the Time and Date Format........................................................................60

Disable the Time and Date Display........................................................................ 61

Set the Language..............................................................................................................61

Backlight Intensity and Timeout........................................................................................ 61

Set the Backlight Intensity...................................................................................... 61

Set the Backlight Timeout...................................................................................... 62

Format Numbers............................................................................................................... 62

Power-Saving Mode..........................................................................................................62

Change Your Office Hours..................................................................................... 63

Change Timeouts................................................................................................... 63

Control Where Audio Plays............................................................................................... 64

Set a Ringtone for Incoming Calls.....................................................................................64

Contents

Maintaining RealPresence Trio....................................................................... 65

Investigate Warnings.........................................................................................................65

Restart RealPresence Trio................................................................................................65

Update the Configuration for RealPresence Trio.............................................................. 66

Test the Hardware.............................................................................................................66

Clean the Touchscreen..................................................................................................... 66

Accessibility Features .................................................................................... 68

Features for Hearing-Impaired Users................................................................................68

Features for Mobility-Impaired Users................................................................................ 69

Features for Vision-Impaired and Blind Users.................................................................. 69

Troubleshooting............................................................................................... 71

Check the Status of RealPresence Trio Visual+............................................................... 71

Check the Status of the Calendar..................................................................................... 71

Tips for Resolving Content Sharing Issues....................................................................... 71

Tips for Resolving Camera Issues.................................................................................... 72

Set Log Levels.................................................................................................................. 72

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Before You Begin

Topics:

• Audience, Purpose, and Required Skills

▪ Related Documentation

This Polycom RealPresence Trio Solution User Guide contains overview information for navigating and
performing tasks with the following Polycom® RealPresence Trio™ Solution products:

▪ Polycom® RealPresence Trio™ 8500 audio conferencing system

▪ Polycom® RealPresence Trio™ 8800 audio conferencing system

▪ Polycom® RealPresence Trio™ Visual+ content and video accessory.

Audience, Purpose, and Required Skills

This guide is intended for beginning users, as well as intermediate and advanced users, who want to
learn more about the features available with RealPresence Trio 8800.

Related Documentation

For additional information about the solution, view the following documents on the RealPresence Trio
8500 or RealPresence Trio 8800 support pages:

▪ Quick Tips—Provides a quick reference on how to use the system's most basic features.

▪ Setup Sheet—Describes the contents of your package, how to assemble the solution, and how to

connect the system to the network.

▪ Administrator Guide—Provides detailed information about setting up your network and configuring

features.

▪ Regulatory Notice—Provides information for all regulatory and safety guidance.

You can also view Feature Descriptions and Technical Notifications on the Polycom Voice Support page.
These documents describe workarounds to existing issues and provide expanded descriptions and
examples for phone settings and features. You can find these documents on the Polycom Profiled UC

Software Features and Polycom Engineering Advisories and Technical Notifications support pages.

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Getting Started with RealPresence Trio

Topics:

• Product Overview of RealPresence Trio

• Navigating RealPresence Trio

▪ Enter Information Using the Onscreen Keyboard

Before you use the system, take a few moments to familiarize yourself with its features and user interface.

Note: As you read this guide, keep in mind that certain features are configurable by your system

administrator or determined by your network environment. As a result, some features may not be
enabled or may operate differently on your device. Additionally, the examples and graphics in this
guide may not directly reflect what is displayed or is available on your device screen.

Product Overview of RealPresence Trio

The RealPresence Trio Solution supports audio-only conference calls with Open-SIP voice platforms
along with point-to-point, bridge, and video calls.

The following are the features available on RealPresence Trio 8500 and RealPresence Trio 8800
systems.

RealPresence Trio 8500 Features and Capabilities

The RealPresence Trio 8500 system supports the following features:

• Placing, answering, and managing audio calls

• Initiating, joining, and managing audio conference calls

• Recording audio calls

• Viewing and joining scheduled Calendar meetings

• Managing contacts, call lists, and directories

• Adjusting call and system settings

• Pairing with Bluetooth-enabled devices

• Connecting USB devices

• Checking voicemail messages

RealPresence Trio 8800 Features and Capabilities

The RealPresence Trio 8800 system supports the same features and capabilities as RealPresence Trio
8500 in addition to the following features:

• Pairing with the RealPresence Trio Visual+ content and video accessory

• Placing, answering, and managing video calls

• Sharing content during video calls

• Sharing content from Apple® AirPlay® or Miracast®-certified devices

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Getting Started with RealPresence Trio

• Pairing with Bluetooth and Near Field Communication (NFC)-enabled devices

• Connecting to a wireless network

RealPresence Trio Hardware

The following figure displays the hardware features on the RealPresence Trio 8500 and RealPresence
Trio 8800 systems. The table lists each numbered feature shown in this figure.

RealPresence Trio Hardware Features

Hardware Feature Descriptions

Reference Number Feature Feature Description

1 Speaker and Microphones Sends your audio to call

participants and provides audio
output for the ringer and
speakerphone.

2 Device Port Enables you to connect a mobile or

tablet device to the system using a
USB device cord.

3 USB Port Enables you to connect a USB flash

drive or connect a computer using a
USB cable.

4 Volume keys Adjust the volume of the audio from

the speakerphone and ringer.

5 Mute key Mutes the microphones during calls

and conferences. The key glows
red when activated.

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Getting Started with RealPresence Trio

Reference Number Feature Feature Description

6 Touchscreen Enables you to select items and

navigate menus on the touch­sensitive screen.

7 NFC Enables you to connect a

Bluetooth-capable mobile phone or
tablet using Near Field
Communication (NFC).

NFC is supported on RealPresence
Trio 8800 only.

Related Links

Connecting a Device using a USB Cable on page 57
Features for Mobility-Impaired Users on page 69

Navigating RealPresence Trio

The system has icons, status indicators, and user screens to help you navigate and understand important
information on the state of your system.

Accessing Screens on RealPresence Trio

You can access the following screens on the system:

• Home Screen—Displays your messages, settings, and information.

• Calls Screen—Displays all active and held calls on your line.

• Place a Call screen—Enables quick access to the dial pad, Recent Calls, Contacts, and Calendar.

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Getting Started with RealPresence Trio

Access the Home Screen

The Home screen on RealPresence Trio displays the icons you can select to access features, settings,
and other information; additional registered lines; and favorites you can save to quickly call contacts.

Home Screen

Procedure

1. Do one of the following:

• Tap

• Tap and tap

Expand or Contract the Home Screen

You can use the Page Indicator to control how many icons display on the Home screen.

The Page Indicator displays on the Home screen beneath the menu options and indicates the page you
are currently viewing.

Procedure

1. On the Home Screen, press and hold the Page Indicator.

Accessing the Place a Call Screen

The Place a Call screen on RealPresence Trio is displayed when you tap the Place a Call icon on the
Home Screen or when the system is idle and not in use, if set by your system administrator.

From the Place a Call screen, you can access the dial pad, Contacts, Recent Calls, and the Calendar, as
shown in the following figure.

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Getting Started with RealPresence Trio

Place a Call screen

Accessing the Calls Screen

The Calls screen on RealPresence Trio is displayed automatically when you place a call and you have an
active call in progress.

When you have an active call in progress, the name and number of the contact you are talking with and
the duration of the call is displayed in the Calls screen, as shown next.

Active call on the Calls screen

You can also view active and held calls in progress on the system, as shown next. If the system has
multiple lines, active and held calls display under the associated line.

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Getting Started with RealPresence Trio

Multiple calls on the Calls screen

Icons and Status Indicators

The following table displays the icons and status indicators that display on RealPresence Trio.

Icons and Status Indicators

Icon Description Icon Description

Registered Line Do Not Disturbed enabled

Unregistered Line Call Forwarding enabled

Active Call Wireless status

(RealPresence Trio 8800
only)

USB device attached Paired Device

(RealPresence Trio 8800
only)

Missed Call Bluetooth

Placed Call Received Call

Enter Information Using the Onscreen Keyboard

The onscreen keyboard enables you to enter information into text fields using the touchscreen.

The onscreen keyboard displays on screen automatically when a text field is shown. When a text field
requires only numbers, the onscreen keyboard displays only numbers.

▪ Displays alphabetical letters

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Getting Started with RealPresence Trio

▪ Shifts to uppercase letters

▪ Shifts to lowercase letters

▪ Displays numbers and punctuation marks

▪ Displays special characters

Procedure

1. Tap a text field.

2. Tap each character you want to enter.

Close the Onscreen Keyboard

When you are done entering information into a text field, or you want to exit the current screen and return
to the previous screen, close the onscreen keyboard.

Procedure

1. Tap Done.

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Logging Into and Locking the System

Topics:

▪ Logging Into RealPresence Trio

▪ Locking RealPresence Trio

You can log in to and lock a RealPresence Trio system with your user credentials provided by your
system administrator.

Logging Into RealPresence Trio

If your system administrator has set up user credentials for your phone,you can log in to a phone and
access your contacts or favorites, settings, and calendar, if enabled.

You can view your personal settings from any phone or system within your organization. Contact your
system administrator for your user credentials.

Note: Some of the features described in this section require access to the Basic settings menu. If your

system requires a password to access the Basic settings menu, contact your system
administrator for assistance.

Log In to a Phone

Depending on how your system administrator set up the User Login feature, you may need to log in to a
phone before you can use it.

By default, Polycom devices do not require you to log in before you can use them. However, if you do not
log in, you see the default profile.

When you log in, you have full access to your personal settings and your directory. Any settings you
change while logged into a public phone are saved and displayed the next time you log into any phone.

Procedure

1. Select Login.

2. Do one of the following:

• If you see the User Login screen, proceed to step 3.

• If you do not see the User Login screen, navigate to Settings > Features > User Login >

Log In.

3. From the User Login screen, enter your user ID and password, and select Log In.

When your login credentials are accepted, your personal profile displays. If your credentials are
not accepted, a message indicating your log in failed is displayed, and the User Login screen is
displayed again. Check with your system administrator to confirm your login credentials.

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Logging Into and Locking the System

Log Out of the Phone

After you finish using a public phone, make sure you log out to prevent access to your personal settings.

Procedure

1. Select Log Out, or navigate to Settings > Features > User Login > Log Out.

The Log Out screen is displayed with a confirmation message.

2. Select Yes.

Your personal profile is no longer accessible, and either the User Login screen displays for the
next user or the default profile displays.

Change Your Login Password

You can change your login password from any phone on your network.

Procedure

1. Log in to a phone on your network.

2. Navigate to Settings > Features > User Login > Change User Login Password.

3. On the Change User Login Password screen, enter your old and new password information and

select Enter.

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

Locking RealPresence Trio

If your system administrator has set up to system to lock when it is not in use, you will need to unlock it
before you can use the system.

Your system administrator provides you with a user password that you can use to unlock the system.

When the system is locked, you can:

▪ Place outgoing calls to emergency and authorized numbers.

▪ Enter a password to answer incoming calls.

Related Links

Place a Call from a Locked Phone on page 19
Answer a Call on a Locked Phone on page 22

Lock the Phone

When you lock the system, you can choose to enable one of the following options:

▪ Allowing ringing when locked—incoming calls ring on the system, and you can answer calls by

entering a user password.

If you set up the system to allow you to answer incoming calls when locked, you can answer calls
by entering your user password.

▪ DND when locked—Do Not Disturb applies to all lines and the system does not ring for incoming

calls.

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Logging Into and Locking the System

Procedure

1. Navigate to Settings > Basic > Lock Phone.

2. On the Lock Phone screen, select a setting.

3. Select Lock.

Unlock the Phone

Your system administrator provides you with a user password that you can use to unlock the phone.

Procedure

1. Select Unlock.

2. Enter your user password and select Unlock.

Change Your User Password

You can change your user password at any time from the Advanced settings menu, which requires a
password.

Ask your system administrator for the password to access the Advanced settings menu.

Procedure

1. Navigate to Settings > Advanced.

2. Enter your user password and select Enter.

3. On the Advanced screen, select Change User Password.

4. On the Change User Password screen, enter your old and new user password and select Enter.

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Audio Calls

Topics:

• Placing Audio Calls on RealPresence Trio

• Redial a Number

• Answering Audio Calls on RealPresence Trio

▪ Decline an Incoming Call

▪ End an Audio Call

• Holding and Resuming Calls

• Transferring Calls

• Forwarding Incoming Calls to a Contact

• Rejecting Calls with Do Not Disturb

▪ Managing Multiple Calls

▪ Mute the Microphones

▪ Unmute the Microphone

By default, the RealPresence Trio system has one registered line. You can manage a maximum of 12
active, incoming, or held audio calls at a time on the line. However, you can have only one active call in
progress with numerous other incoming calls or calls on hold.

Placing Audio Calls on RealPresence Trio

You can place calls on a system in numerous ways, including local and international calls, calls from
Recent Calls or directories, calls to contacts or favorites, or calls to authorized numbers on a locked
phone.

Place an Audio Call

On RealPresence Trio, you can call a contact using a number or IP address using the dialpad or
onscreen keyboard.

Procedure

1. Select Place a Call.

2. Enter your contact's number, or tap the onscreen keyboard and enter an IP address.

3. Tap .

Related Links

Place a Video Call on page 34

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Audio Calls

Place an International Call

You can place calls to international phone numbers on any RealPresence Trio system.

Procedure

1. On the dialpad, quickly press the star key * twice.

A plus sign + is displayed.

2. Enter the phone number with the country code and tap .

Place a Call from Recent Calls

You can place calls to contacts from the Recent Calls list, which contains calls that were recently placed,
answered, or missed.

Procedure

1. Do one of the following: .

• From the Home screen, select Recent Calls.

• From the Place a Call screen, tap .

2. Select a contact.

The call is placed automatically after you select a contact.

Related Links

Recent Calls on page 48

Call a Favorite

Contacts you add as favorites display at the bottom of the Home screen with an avatar . You can place a
call to favorites by selecting a favorite on the Home screen.

Procedure

1. On the Home screen, tap a favorite.

The call is placed to the favorite automatically.

Place a Call over Bluetooth

When a RealPresence Trio system is paired and connected with a Bluetooth-enabled mobile phone or
tablet, you can place a call on your device and use the system as a speakerphone for the call.

Procedure

1. Connect your device with the system over Bluetooth.

2. On your device, place a call to a contact and select RealPresence Trio as your audio source..

Related Links

Connecting Devices using Bluetooth on page 56

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Audio Calls

Place a Call from a Locked Phone

When the system is locked, you can place outgoing calls only to emergency numbers, such as 911, and
authorized numbers that your administrator can set up. You cannot call any other numbers from a locked
system.

Procedure

1. Select New Call.

2. From the Place an Authorized Call screen, select a number and select Dial.

Related Links

Locking RealPresence Trio on page 15

Calling Contacts from the Directory

You can search for and call contacts in your Contact Directory, the Corporate Directory, and the
BroadSoft Directory.

Call a Contact from a Directory

You can place a call to a contact directly from your directory or you can select contacts in your directory to
call from the Place a Call screen.

Procedure

1. Do one of the following:

• Navigate to Contacts and select a directory.

• Navigate to Place a Call, tap , and select a directory.

2. Select a contact.

3. From the Details screen, tap next to the number you want to call.

Call a Contact from a Directory Search

You can search for and call contacts from the Search screen in your directory.

Procedure

1. Select Contacts and select a directory.

2. In the Search field, enter your contact's first or last name.

3. Select your contact.

4. In the Details screen, tap next to the number you want to call.

Placing Intercom Calls

The Intercom feature enables you to place a call to a contact that is answered automatically on the
contact's phone as long as the contact is not in an active call.

If the contact is in an active call, the contact can choose to answer the intercom call, or the intercom call
is answered automatically after the active call ends.

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Check with your system administrator to find out if this feature is available in your environment.

Related Links

Answer an Intercom Call on page 22

Place an Intercom Call

You can place an intercom call to a contact to quickly relay a message.

Procedure

1. From the Home screen, select the Intercom icon.

2. Enter a number or select a contact.

3. Tap .

The phone plays a tone and the call is answered automatically on the contact's phone.

4. Speak your message and wait for a response.

5. If you do not need to wait for a response, select Hang Up.

Audio Calls

Tip: Your system administrator can set up your system to automatically call a specific contact

when you select Intercom. If your phone is set up this way, select Intercom and wait for
your contact to answer before speaking your message.

Place an Intercom Call During a Call

You can place an intercom call to another contact during an active call.

Procedure

1. Select Hold and select Intercom.

The active call is placed on hold and the dialpad is displayed.

2. Enter a number or select a contact.

3. Tap .

4. After the call is answered, speak your message and select Hang Up.

5. Select Resume.

Redial a Number

Your system automatically keeps a record of all the calls placed, and you can recall the last contact you
call using Redial, if enabled by your system administrator.

Procedure

1. Do one of the following:

• Select Redial on the Home screen.

• Tap Place a Call, tap , and select the first number in the list.

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Audio Calls

Answering Audio Calls on RealPresence Trio

When you receive an incoming call, you can choose to answer the call in various ways, including
answering calls in the Incoming Calls screen, in the Calls screen, during a call, and automatically.

Answer an Incoming Call

When you receive an incoming call, the system rings and an Incoming Call screen is displayed, as shown
next. In the Incoming Call screen, you can choose to answer or reject the incoming call.

Incoming Call screen

Note: Your system administrator can enable the screen to flash bright orange when you have an

incoming call. The screen continues to flash until the incoming call is displayed in the Home or
Calls screen. For more information about this feature, contact your system administrator.

Procedure

1. Tap Answer.

Related Links

Decline an Incoming Call on page 23

Answer a Call When in a Call

When you are in an active call and an incoming call arrives on the same or a different line, a call waiting
tone beeps, and the Incoming Call screen is displayed.

Procedure

1. Select Answer.

The active call is placed on hold, and the incoming call becomes active.

Polycom, Inc. 21

Audio Calls

Answer Calls Automatically

You can set up the system to automatically answer calls using the Auto Answer feature.

When enabled, the system automatically answers all incoming calls using the speakerphone. Your
system administrator sets how many times the system rings before the call is automatically answered.

When Auto Answer is enabled and you receive an incoming call while in a call, the incoming call is not
answered until you end or hold the current call.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Auto Answer.

3. Select Auto Answer SIP Calls and select Yes.

4. Select Microphone Mute and choose Yes (the default setting) to mute the microphone for auto-

answered calls.

5. Select Video Mute and select Yes to mute the video when video calls are auto-answered.

6. Select Save.

Related Links

Features for Vision-Impaired and Blind Users on page 69
Features for Mobility-Impaired Users on page 69

Answer a Call on a Locked Phone

When you set up the system so that you can answer incoming calls when it is locked, you can answer
calls by entering a user password.

Procedure

1. On the Incoming Call screen, select Answer.

2. Enter your user password and select Enter.

The call connects.

Related Links

Locking RealPresence Trio on page 15

Answer an Intercom Call

When you receive an intercom call, the call is answered automatically using the speakerphone.

If the system is set up to answer intercom calls with your microphone muted, you need to unmute your
microphone before responding to the call.

Procedure

1. After the call is answered, press Mute and reply.

Related Links

Placing Intercom Calls on page 19

Polycom, Inc. 22

Audio Calls

Decline an Incoming Call

You can decline an incoming call and send the call directly to voicemail.

Declined calls display in the Missed Calls list in Recent Calls. You cannot reject calls for shared lines.

Procedure

1. In the Incoming Call screen, select Decline.

Related Links

Answer an Incoming Call on page 21

End an Audio Call

You can end an active call on the system at any time.

However, you cannot end calls on hold. You must resume held calls before ending them.

Procedure

1. Do one of the following:

▪ Tap Hang Up.

▪ In the Calls screen, select the call and tap Hang Up.

▪ In the Calls screen, select a held call, tap Resume, and tap Hang Up.

Holding and Resuming Calls

When you are in a call, you can place an active audio call on hold and resume the call.

When you place a call on hold, the Mute key indicators on the system and microphones are red. When
you are placed on hold, the Mute key indicators on the system and microphones flash green.

Hold a Call

You can place any active call on hold.

Procedure

1. During an active call, select Hold.

If you're in the Calls screen, select the call first.

The Resume icon is displayed.

Polycom, Inc. 23

Audio Calls

Resume a Call

You can view and resume all held calls on the phone.

Procedure

1. Do one of the following:

• Select Resume.

• From the Calls screen, select the call and select Resume.

Transferring Calls

You can transfer active or held calls to another person using the following transfer types:

• Blind transfer—Transfers the call directly to another line without speaking with the other party first.

• Consultative transfer—Enables you to speak with the other party before completing the transfer.

Choose a Default Transfer Type

You can choose a default transfer type to use for all calls.

When you choose a default transfer type, the system uses the selected transfer type for all calls.
Consultative is the default transfer type.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Default Transfer Type and choose a transfer type.

The selected transfer type is used for all calls.

Transfer a Call

How you transfer a call on RealPresence Trio varies depending on the default transfer type.

Procedure

1. During a call, do one of the following:

• When the default type is Blind, select Transfer and dial a number or select a contact
from Recent Calls or Contacts.

• When the default type is Consultative, Tap and select Transfer. Dial a number or
select a contact from Recent Calls or Contacts.

The call is transferred automatically.

Polycom, Inc. 24

Audio Calls

Transfer a Call using Consultative Transfer

How you transfer a call using Consultative Transfer varies depending on the default transfer type set on
the RealPresence Trio system.

Procedure

1. During a call, do one of the following:

• If the default type is Consultative, select Consult and dial a number or select a contact
from Recent Calls or Contacts. Select Complete Transfer after speaking with the
contact.

• If the default type is Blind, tap and select Consult. Dial a number or select a contact
from Recent Calls or Contacts and select Complete Transfer after speaking with the
contact.

Cancel a Transfer

If a contact does not answer the transfer or you want to remain speaking with the contact on your line,
you can cancel the transfer before it is complete.

Procedure

1. Select Cancel.

The call is not transferred and becomes active.

Forwarding Incoming Calls to a Contact

You can choose to forward an incoming call to a contact or forward all incoming calls to one of your
contacts.

Forward an Incoming Call to a Contact

You can forward an incoming call directly to a contact without answering the call.

You cannot forward calls in this way on shared lines.

Procedure

1. In the Incoming Call screen, tap and select Forward.

2. From the Call Forwarding screen, enter the forwarding number, and select Forward.

Forward All Incoming Calls to a Contact

You can set up your phone to forward all incoming calls to a contact using one of the following forwarding
types:

• Always—Forwards all incoming calls.

• No Answer—Forwards all unanswered incoming calls.

• Busy—Forwards incoming calls when you're in a call.

Polycom, Inc. 25

Audio Calls

For shared lines, you can only choose Always as your forwarding type; the other forwarding options are
not available for shared lines.

Procedure

1. Select Forward or navigate to Settings > Features > Forward.

2. On the Forwarding Type Select screen, select a forwarding type.

3. Enter a contact's number or IP address, if enabled, and select Enable.

4. If you selected the No Answer option, enter the number of rings before the call is forwarded.

The forwarding number or name of the contact you chose scrolls in the status bar, and when you
select Always as your forwarding option, the Forwarding icon is displayed on the line.

Disable Call Forwarding

You can disable call forwarding when you no longer want to forward your calls.

Procedure

1. Navigate to Settings > Features > Forward.

2. On the Forwarding Type Select screen, tap Disable Call Forwarding.

Rejecting Calls with Do Not Disturb

Do Not Disturb (DND) enables you to set your phone to automatically reject calls when you do not want to
be interrupted.

When you enable Do Not Disturb (DND), the following occurs:

• The DND icon displays in the status bar.

• When the system is idle, the DND icon is displayed next to your phone line on the Lines screen.

• If you have new messages or call forwarding is enabled, the messages or forwarding icon is
displayed instead of the DND icon.

Enable Do Not Disturb

You can enable DND to prevent your phone from ringing and to send all incoming calls directly to
voicemail. All calls you receive while DND is enabled are logged in the Recent Calls list.

Enabling DND on shared lines disables ringing only. A visual notification of the call still displays, and you
have the option to answer or ignore the call.

Procedure

1. Do one of the following:

• Tap DND on the Home screen, if enabled by your system administrator.

• Navigate to Settings > Features > Do Not Disturb, and select Enable.

Polycom, Inc. 26

Audio Calls

Disable Do Not Disturb

You can disable DND when you are ready to resume receiving calls again.

Procedure

1. Navigate to Settings > Features > Do Not Disturb and select Disable.

Managing Multiple Calls

You can manage multiple calls that are active, incoming, or held on the system.

In the Calls screen, you can view active and held calls, including conference calls. The following figure
shows an active call and a held call.

Manage a Call from the Calls Screen

From the Calls screen, you can manage a call by holding, resuming, or transferring the call.

Procedure

1. Select a call.

2. Do one of the following:

• Select Hold to place an active call on hold.

• Select Resume to make a held call active.

• Select Hang Up to end a call with a contact. You can end active calls only, so resume
the held call first before ending it.

• Select Transfer to send the call to another contact.

Polycom, Inc. 27

Mute the Microphones

You can mute the microphone so other parties cannot hear you.

Procedure

1. Do one of the following:

▪ Tap Mute.

▪ Tap the Mute key on the system.

▪ Tap the Mute key on the microphone.

Unmute the Microphone

Unmute your audio when you are ready to speak and let your contacts hear you.

Procedure

Audio Calls

1. Do one of the following:

▪ Tap Unmute.

▪ Tap the Mute key on the system.

▪ Tap the Mute key on the microphone.

Polycom, Inc. 28

Conference Calls

Topics:

• Tips for Conference Calls

▪ Initiating Conference Call

▪ Add Participants to a Conference Call

• End a Conference Call

• Hold a Conference Call

• Resume a Conference Call

▪ Mute a Conference Participant

▪ Remove a Conference Participant

You can initiate and manage up to 12 audio conference calls on a RealPresence Trio system. On
RealPresence Trio 8800, you can place video conference calls and view video streams for video-enabled
participants.

Tips for Conference Calls

When you are in a conference call, follow these tips:

• Mute your microphone when you are not speaking, especially in noisy environments.

• Avoid tapping or rustling papers near the microphone.

• Speak in your normal voice without shouting.

Initiating Conference Call

You can initiate a conference call with up to four contacts, and you can hold, resume, or split a
conference call.

While the system can manage up to 12 conference calls, you can have only one active conference call in
progress with numerous other conference calls on hold.

If your system administrator enables the Conference Management feature on your phone, you can
manage each participant in the call. With the Conference Management feature, you can mute, hold, and
remove individual participants in a conference call.

Initiate a Conference Call

You can initiate a conference by adding a contact during an active call and joining the contacts into a
conference call.

Procedure

1. Call a contact.

Polycom, Inc. 29

2. After the contact answers, tap Add.

3. Enter another contact's number or select a contact from Contacts or Recent Calls.

The contact is added to the conference call after answering.

Merge Calls into a Conference Call

You can merge an active call and a held call to initiate a conference call.

Procedure

1. In the Calls screen, tap a held call.

2. Tap Merge.

The held call is merged with the active call and a conference call is initiated.

Add Participants to a Conference Call

You can add up to four contacts to a conference call.

Conference Calls

Procedure

1. During a conference call, tap Add Participants.

2. Enter a contact's number or select a contact from Contacts or Recent Calls and select Dial.

The contact is added to the call after answering.

End a Conference Call

By default, when you end a conference call, your connection to the call ends, and the other participants in
the conference remain in the call.

However, your system administrator can set up your phone so that all connections terminate when you
end a conference call.

Procedure

1. During a conference call, select Hang Up.

Hold a Conference Call

When you place a conference call on hold, you place all conference participants on hold.

Procedure

1. Select Hold.

Polycom, Inc. 30

Conference Calls

Resume a Conference Call

Resuming a held conference call enables all participants to hear the audio of everyone on the call.

Procedure

1. Select Resume.

Mute a Conference Participant

If your system administrator has enabled the Conference Management feature, you can mute individual
participants in a conference call.

Procedure

1. During a conference call, select a participant.

2. Tap Mute.

The muted participant can hear everyone, but no one can hear the muted participant.

Remove a Conference Participant

If your system administrator has enabled the Conference Management feature, you can remove individual
participants from a conference call.

Procedure

1. During a conference call, select a conference participant.

2. Tap Hang Up.

The participant is removed from the conference call.

Polycom, Inc. 31

Video Calls on RealPresence Trio 8800

Topics:

• Tips for Video Calls

• Video Call Settings

▪ Place a Video Call

• Stop Sending Video

▪ Start Video During an Audio Call

▪ Switch Between Video and Content during Video Calls

▪ Handling a Mixture of Audio and Video Calls

When the RealPresence Trio Visual+ content and video accessory is paired with the RealPresence Trio
8800, you can send video to your contacts with a connected Logitech Webcam C930e USB camera and
view video from contacts on a connected monitor.

If you do not have a Logitech Webcam C930e connected to the RealPresence Trio Visual+ when you
receive video during calls, you can see your contact’s video, but your contact cannot see video from you.

Note: Some of the features described in this section require access to the Basic settings menu. If your

system requires a password to access the Basic settings menu, contact your system
administrator for assistance.

Related Links

http://support.logitech.com/en_us/product/webcam-c930e-business

Tips for Video Calls

Use these tips when you're in a video call:

• Check your video image to make sure it's clear, bright, and sharp.

• Avoid bright lights or windows behind you. If the camera faces a window or bright lights, adjust the
camera settings.

• Avoid wearing bright colors, all-light or all-dark clothing, or busy patterns, such as small checks or
narrow stripes. Pastels and muted colors look best on the screen.

• Use natural gestures and speak in a natural tone without shouting.

• Pause between sentences to allow for possible audio delay.

• During a conference call, mute your microphone when not speaking.

• Avoid tapping or rustling papers near the microphone.

Polycom, Inc. 32

Video Calls on RealPresence Trio 8800

Video Call Settings

You can update video settings to change the way video calls display on your RealPresence Trio 8800
system. Note that if you update settings during a call, the new settings apply to the next call and not the
current call.

Set the Call Rate for Video Calls

You can set the maximum call rate to use for a video call, and the selected call rate applies to your next
video call.

Your system administrator can set a maximum call rate for video calls, and you cannot select a call rate
above this limit. You can choose a call rate between 128 kbps and 768 kbps. The default setting is 512
kbps.

Procedure

1. Navigate to Settings > Basic > Call Rate.

2. From the Call Rate screen, select the maximum call rate you want to use for video calls.

Change Video Clarity

You can change the Target Frame Rate to improve video clarity.

The Target Frame Rate sets how smoothly your video displays. You can set a rate between 5 (least
smooth) and 30 (smoothest). The default rate is 30.

Procedure

1. Navigate to Settings > Basic > Video.

2. Select Camera Settings > Target Frame Rate and tap Up or Down to adjust the frame rate.

Set the Video Layout for the Meeting

During a video call, you can choose how video from meeting participants display on the monitor.

You can choose any of the following meeting layout options:

• Auto (default)—The system chooses the best layout for the call.

• Gallery View—Up to five meeting participants display. If content is displayed when the maximum
number of participants is active, the content replaces one participant. When there are less than five
participants, self-view displays.

• Picture-in-Picture—Only self-view or the active speaker display. The PIP displays in or on the
meeting content.

• Fullscreen—The video of the active speaker or the meeting content displays in full screen.

Procedure

1. During a video call, tap Layout.

2. Select a layout option.

Polycom, Inc. 33

Video Calls on RealPresence Trio 8800

Change How Far-End Video Displays

You can adjust video settings to control the appearance of video received from the far-end.

You can adjust the appearance of the far-side video so that it displays as one of the following:

• Normal—The video image displays with correct proportions. Black bars appear on the top, bottom,
or sides of the area to maintain the correct aspect ratio if the aspect ratio of the received video does
not match the display area. The portions of the video that are not being received display as black
bars.

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

• Crop—The video image is resized to maintain the correct aspect ratio. Any parts of the image that
do not fit within the display area are cropped.

Procedure

1. Navigate to Settings > Basic > Video.

2. Select Video Screen Mode and select a video screen setting.

3. Select Save.

Place a Video Call

Depending on how the system is set up by your administrator, you can place a video call to one contact
or add video during an audio call.

Procedure

1. Tap Place a Call.

2. Enter a contact's number or select a contact from Contacts or Recent Calls.

3. Tap or tap Dial.

4. In the Call screen, tap Start Video, if video does not display automatically.

Related Links

Place an Audio Call on page 17

Stop Sending Video

You can stop transmitting video at any time during a call.

Stopping video does not create an audio-only call. Even if you stop video, video information is still
transmitted to the far-end and you are still in a video call. When you stop video, the stopped video icon

is displayed, and the far-side cannot see you.

Note: You can't start and stop far-end video. If the system is set up to receive far-side video, the far-end

video always displays.

Polycom, Inc. 34

Video Calls on RealPresence Trio 8800

Procedure

1. In the Call screen, tap Stop My Video.

Start Video During an Audio Call

You can start sending video at any point during an audio-only call if a camera is connected to the system.

After you start sending video, you can mute your video, but you cannot stop sending video and return to
an audio-only call.

Procedure

1. In the Call screen, tap Start My Video.

Switch Between Video and Content during Video Calls

By default, when you or a video participant starts sharing content during a video call on RealPresence
Trio, the content automatically displays in place of participant video streams during the call. You can
choose to display the video streams for participants or display any content being shared.

Note: You cannot hide content that is shared using Apple AirPlay. If you try to hide content, depending

on how the content is shared and the type of call, a message displays stating that you cannot
hide content and must stop the content instead.

Procedure

1. In the Calls screen, tap Toggle People/Content.

Handling a Mixture of Audio and Video Calls

When you are in a call with a person who has a video-enabled phone or video conferencing system, the
participants' video displays on the connected monitor. For video calls with audio-only contacts, only your
video stream displays on the monitor, and an Audio icon displays on the monitor with the number of

contacts on audio.

When you do not have a Logitech Webcam C930e attached to the RealPresence Trio Visual+, you can
receive video, but you cannot send video. Video always displays when a contact can send video and the
system is enabled to receive video.

Polycom, Inc. 35

Recording Audio Calls

Topics:

• Guidelines when Recording Calls

• Record a Call

• Pause a Recording

• Resume a Recording

• Stop Recording

• Browse Recorded Calls

• Play a Recorded Call

• Pause and Resume Played Recordings

• Stop Playing a Recording

• Rename a Recording

• Delete a Recording

When a USB flash drive is connected to the system, you can record audio calls onto the drive.
Recordings are stored as .wav files on the USB flash drive, and you can record up to four hours in one
file. You can replay recordings on the system or on a Apple or Windows computer.

Note: If your system does not detect the USB flash drive when you attach it to the system, the USB port

may be disabled. Contact your system administrator for assistance.

Guidelines when Recording Calls

The following is a list of guidelines to follow when recording audio calls:

• Inform contacts when you are recording a call.

• Make sure you mute your audio when you are placed on hold while recording the call. When you
place a call on hold while recording, the recording pauses. However, when another person places
you on hold, the recording continues.

• During an active call, pause your recording before answering incoming calls. All incoming calls you
answer after you start recording are also recorded in the same file. For example, on June 22, 2012,
at 11:22 a.m., you answer a call from person A. During your call with person A, you answer calls
from person B and person C. All three calls are recorded in the same file.

Record a Call

You can record all active audio calls on the system. You cannot record calls when there are no connected
calls, when you place a new call to transfer a call or initiate a conference, or when you have an incoming
call.

Make sure to inform your contacts on the call before you begin recording.

Polycom, Inc. 36

Recording Audio Calls

Note that some tones made on your contact's phone are recorded. When you mute the microphone while
recording, your audio is muted and only other participants' audio in the call are recorded.

Procedure

1. During an active call, select and select Start Recording.

The recording icon displays at the top of the Call screen.

Pause a Recording

You can pause a recording during a call at any time while the call is active.

Procedure

1. Select and select Pause Recording.

The pause recording icon displays at the top of the Call screen.

Resume a Recording

When you resume a recording after pausing, the recording continues within the same file.

Procedure

1. Select and select Resume Recording.

Stop Recording

You can choose to stop recording a call before the call ends. The recording also stops when the active
call ends, no matter who ended the call.

Caution: Do not remove the USB flash drive while recording. The file being recorded will be incomplete

and cannot be played back later. When you remove the USB flash drive while recording, you
can also damage the flash drive.

Procedure

1. Do one of the following:

• Select and select Stop Recording.

• Select End Call.

When you stop recording, the USB icon is displayed in the status bar.

Polycom, Inc. 37

Recording Audio Calls

Browse Recorded Calls

You can browse recorded files stored on the USB drive on RealPresence Trio.

Procedure

1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings.

A list of recordings display.

Play a Recorded Call

You can play back calls that you recorded on a USB drive on a RealPresence Trio.

Note: You cannot open and play recordings when you are in an active call or if you're recording a call. If

you try to, a message indicating that the action was canceled is displayed. Place the call on hold
before playing the recordings. The recording stops playing when you resume the call.

Procedure

1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings.

A list of recordings display.

2. Select a recording.

3. Select Open > Play.

The length of the recording and a progress bar is displayed as the recording plays.

Pause and Resume Played Recordings

While playing a recording, you can pause the recording, perform another task on the system, and resume
the recording at any time.

When you receive an incoming call while playing a recording, the recording is paused automatically. If
you do not answer or reject the incoming call, the recording remains paused until you select Resume.

Procedure

1. While the recording plays, select Pause.

2. Select Resume to continue playing the recording.

Stop Playing a Recording

When you are finished listening to a recording, you can stop playing it by exiting the recording.

Procedure

1. Select Exit.

Polycom, Inc. 38

Recording Audio Calls

Rename a Recording

By default, recordings are labeled with the date of the recording. You can rename recordings to provide
them with more meaningful names.

Procedure

1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings.

A list of recordings display.

2. Select a recording.

3. Select Rename, update the file name, and select OK.

Delete a Recording

When you have played a recording or need additional space on your USB drive, you can delete
recordings from the system.

Procedure

1. Navigate to Settings > Features > Removable Storage Media > Browse Recordings.

A list of recordings display.

2. Select a recording.

3. Select Delete.

Polycom, Inc. 39

Sharing Content on RealPresence Trio 8800

Topics:

• Sharing Content with RealPresence Desktop or Mobile

• Sharing Content from an Apple Device

• Sharing Content from a Windows or Android Device

• Sharing Content with People+Content IP

When a RealPresence Trio Visual+ is connected to a TV monitor and paired with the RealPresence Trio
8800, you can share content with in-room meeting participants and during audio or video calls. You can
use the following applications to share content:

• Polycom® RealPresence® Desktop

• Polycom® RealPresence® Mobile

• Polycom® People+Content IP

• Microsoft® Lync® 2013

• Apple® AirPlay

• Google Miracast

®

®

™

You cannot share content on RealPresence Trio 8500 systems.

Sharing Content with RealPresence Desktop or Mobile

To share content during a call, you can use RealPresence Desktop on your laptop or RealPresence
Mobile on your tablet. If you do not have either application, you can download RealPresence Desktop
onto your laptop from the RealPresence Desktop Support page or download RealPresence Mobile from
your tablet's application store.

Using RealPresence Desktop on your laptop, you can choose to share your monitor or share an open
application.

Using RealPresence Mobile on your tablet, you can choose to share content from local documents,
photos, a website, or Dropbox. You can also choose to share annotations you make on the Whiteboard or
Blackboard application within RealPresence Mobile.

Sharing Content from an Apple Device

If your system administrator has enabled the Screen Mirroring feature on RealPresence Trio 8800, you
can share content locally from your Apple® AirPlay®-certified device during in-room meetings. Note that
you can share content using AirPlay during calls, but the content will not display for far-end call
participants.

In order to share content from your Apple device using AirPlay, your device must be on the same network
as the RealPresence Trio system.

Polycom, Inc. 40

Sharing Content on RealPresence Trio 8800

The RealPresence Trio solution supports the following AirPlay-certified Apple devices:

• iPhone

• iPad

• iPad Pro

• MacBook Pro

®

®

™

®

• Any other devices that support AirPlay

Sharing content with RealPresence Trio using AirPlay works similar to sharing your screen to Apple TV.
For more information on using AirPlay, refer to the documentation for your Apple product.

Note: When you answer an incoming call with content while you’re sharing content wirelessly with

AirPlay, your content stops showing, and the content with the connected call displays instead.
After you end the call, you can start sharing content again locally using AirPlay.

Sharing Content from a Windows or Android Device

If your system administrator has enabled the Screen Mirroring feature on RealPresence Trio 8800, you
can share content locally from your Miracast®-certified Android™ or Microsoft® Windows® device during in­room meetings. You cannot share content from your device wirelessly during point-to-point or conference
calls.

The RealPresence Trio solution supports the following Android and Windows devices:

• Microsoft Surface® 3 Pro and Surface 4 Pro

• Samsung Galaxy smartphones and tablets with software Android 4.2 or later.

• Devices with Miracast® support with software 4.2 or later

• Microsoft Windows 10 devices with Miracast support

For more information on sharing content wirelessly, refer to the documentation for your Android or
Windows product.

Note: When you answer an incoming call with content while you’re sharing content wirelessly on a

Windows or Android device, your content will stop showing, and the content with the connected
call displays instead. After you end the call, you can start sharing content again locally from your
Windows or Android device.

Sharing Content with People+Content IP

The People+Content IP application enables you to send content from a computer using the system's IP
address.

Keep the following points in mind about People+Content IP:

• While People+Content IP supports any computer desktop resolution, video streamed to the
RealPresence Trio 8800 will be scaled to either 720p or 1080p.

• People+Content IP provides video-only content. No audio is shared.

Polycom, Inc. 41

Sharing Content on RealPresence Trio 8800

Download and Install Polycom® People+Content™ Technology

You need to download and install the Polycom® People+Content™ technology on a computer before you
can use it to show content.

Procedure

1. On a computer, go to the Polycom People+Content IP page.

2. Download the People+Content IP software for Mac or PC.

3. Open the zip file and click on the application installation.

4. Follow the instructions in the installation wizard.

Share Content using People+Content IP

After you download and install People+Content IP, you are ready to share content.

Procedure

1. On your computer, do one of the following:

• On a Windows computer, navigate to My Computer and click the People+Content IP
folder.

• On a Mac computer, navigate to Finder then search for and run the People+Content IP
application.

2. Enter the IP address or host name of the RealPresence Trio 8800 system and the meeting
password, if one is set.

3. Click Connect.

4. Open the content you want to show and click .

Stop Sharing Content with People+Content IP

When you are done showing content, make sure you stop People+Content IP.

Procedure

1. Click in the People+Content IP application.

Share Content with People+Content IP over USB

You can connect your Windows or Mac computer over USB to the system and show content using the
People+Content IP application. Video and data sent using the People+Content IP application is sent over
the USB cable and no network connection is required. This is useful for environments where guest IP
access is not allowed.

Procedure

1. Connect a USB cable from the USB port on the RealPresence Trio 8800 to the USB port on your

computer.

A folder with the People+Content IP application opens automatically.

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Sharing Content on RealPresence Trio 8800

2. If the application folder does not open automatically, on your computer, do one of the following:

• On a Windows computer, navigate to My Computer and click the People+Content IP folder.

• On a Mac computer, navigate to Finder then search for and run the People+Content IP
application.

3. Open the content you want to show, and click .

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Using the Calendar

Topics:

▪ Open the Calendar

▪ View Meeting Details

• Meeting Reminders

• Joining Calendar Meetings

When connected to Microsoft Exchange Server, you can view and join meetings scheduled in Microsoft
Outlook from RealPresence Trio or on the monitor connected to RealPresence Trio Visual+ when paired
with RealPresence Trio 8800.

Open the Calendar

You can access the calendar on RealPresence Trio to view and join scheduled meetings.

You can view meetings for the current day and upcoming meetings. You cannot view meetings for
previous days.

Procedure

1. On the Home screen, tap Calendar.

The Calendar displays scheduled meetings for the day, as shown next.

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Using the Calendar

View Meeting Details

When you select a meeting on the calendar, you can view the meeting’s start and end time, location,
organizer, invitees, and meeting description, as shown next.

Procedure

1. On the calendar, select a meeting.

Meeting Reminders

When you have a scheduled meeting on the calendar, a meeting reminder displays and a tone plays 5
minutes and 1 minute before a meeting starts.

From the meeting reminder, you can view meeting details and join the meeting. The following figure
shows a meeting reminder that displays before a meeting starts.

Meeting Reminder

Note: If you have enabled meeting reminders but the reminders do not display before meetings, make

sure that your login credentials are correct.

Choose a Meeting Reminder Type

You can choose a meeting reminder type that determines if an alert tone plays each time a meeting
reminder displays.

The following options are available for meeting reminders:

• Silent—The meeting reminder is displays without an alert tone.

• Audible Once—An alert tone plays the first time a meeting reminder displays but does not play for
any additional reminders.

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• Audible Always (default)—An alert tone plays each time a meeting reminder displays.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Calendar Settings > Reminder Settings.

3. Select Reminder Type and choose a meeting reminder type.

Choose a Meeting Alert Tone

You can choose the alert tone that plays for meeting reminders.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Calendar Settings > Alert Tone.

3. Choose an alert tone and select Play to hear the tone.

Using the Calendar

Disable Meeting Reminders

Meeting reminders are enabled by default and display reminders for all meetings. You can choose to
disable meeting reminders so they do not display for any meetings.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Calendar Settings > Reminder Settings.

3. Select Reminder > Disable.

Joining Calendar Meetings

You can join any scheduled meeting from the calendar or from a meeting reminder.

Join a Meeting from the Calendar

You can join meetings from the Calendar or from Meeting Details.

Procedure

1. Do one of the following:

• From the Calendar, tap Join.

• Tap a meeting and tap Join in the Meeting Details screen

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Using the Calendar

Join a Meeting from a Meeting Reminder

You can join a meeting from the meeting reminder when it displays before a meeting, if enabled.

Procedure

1. Tap Join.

Join a Meeting with an Alternate Number

If the meeting organizer has provided alternate numbers you can use to join the meeting, you can view
and use alternate numbers to join the meeting.

Procedure

1. Tap Join on the meeting reminder and select More Actions.

2. In the Meeting Details screen, choose a number.

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Call Lists and Directories

Topics:

• Recent Calls

▪ Local Directory

▪ Local Directory Favorites

• Corporate Directory

• Searching the BroadSoft Directory

The RealPresence Trio systems support a Recent Calls list, a Local Directory, and a Corporate Directory.

Note: The system may not support all of the features described in this section. Check with your system

administrator to find out which features are available.

Recent Calls

The Recent Calls list on RealPresence Trio includes missed, received, and placed calls. Each list holds
up to 100 entries.

You can perform the following tasks from the Recent Calls list:

• Remove calls from the list.

• Select a call record to view call details.

• Select a call record to automatically call a contact.

Related Links

Place a Call from Recent Calls on page 18

View Recent Calls

In the Recent Calls list, you can view a list of up to 100 missed, received, and placed call entries.

Procedure

1. On the Home screen, tap Recent Calls.

Edit a Recent Call Entry

You can edit a contact's phone number stored in your Recent Calls list before returning the contact's call.

Procedure

1. Tap next to a call entry.

2. Tap .

3. Edit the number then tap Dial.

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Call Lists and Directories

Save a Recent Contact

You can save a recent contact to the Contact Directory.

Procedure

1. Next to a call entry, tap .

2. On the Call Details screen, tap Save.

3. If needed, edit the contact's information.

4. Tap Save.

Delete a Recent Call Entry

You can delete any call entry from the Recent Calls list.

If you delete or move call entries on the system, if enabled, the changes are made on the system only. If
you delete call entries in the Skype for Business client, the changes are made on the system and in the
Skype for Business client.

Procedure

1. Tap next to a call entry.

2. Tap Delete Call.

Local Directory

You can add and save contacts in the system's Local Directory, if allowed access by your system
administrator.

Your system administrator can set the Local Directory as read-only or require a password for access to
the directory. Contact your system administrator for assistance accessing or updating the Local Directory.

Related Links

Add Corporate Directory Contacts to the Local Directory on page 52

Search for a Local Directory Contact

In the Local Directory, you can enter a search criteria to find your desired contact.

Procedure

1. Navigate to Contacts > Local Directory.

2. In the Search field, enter your contact’s name.

Results matching your search display automatically.

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Call Lists and Directories

Add a Contact to the Local Directory

When you add a contact to your Local Directory, you can choose how much information you want to enter
for your contact. You are required to only enter a contact number for each new contact.

Procedure

1. In the Local Directory, tap .

2. From the Add Contact screen, enter your contact's information in the available fields.

3. Select Save.

View Contact Details

From your Local Directory, you can view information for any contacts saved to the directory.

Procedure

1. Navigate to Contacts > Local Directory.

2. In the Local Directory, select a contact.

The Details screen is displayed with the contact’s name, number, and any additional information,
such as a job title or email address.

Update a Local Directory Contact's Information

After you add a contact to your Local Directory, you can update the contact’s information.

Procedure

1. From the Local Directory, select a contact.

2. On the Details screen, tap .

3. On the Edit Contact screen, update the contact's information.

4. Select Save.

Delete a Local Directory Contact

You can delete any contact from the Local Directory.

Procedure

1. From the Local Directory, select a contact.

2. On the Details screen, tap Delete Contact.

3. Tap Yes to confirm you want to delete the contact.

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Call Lists and Directories

Local Directory Favorites

Favorites are the contacts in your Local Directory that you will call most often.

Contacts that you add as favorites display on the Home screen. Only three favorites display onscreen at a
time, however, you can swipe the screen from right to left to display additional favorites. Favorites also
display at the top of the list of contacts in the Local Directory.

Add Favorites

You can add any contact in the local directory as a favorite.

When you add a contact as a favorite, the contact displays on the Home screen.

Procedure

1. Navigate to Contacts > Local Directory.

2. Select a contact.

3. On the Details screen, tap .

Remove a Favorite

You can remove a favorite contact to make room for a new favorite.

When you remove a contact from your favorites, the contact is removed from the Home screen.

Procedure

1. Navigate to Contacts > Local Directory.

2. Select a contact.

3. On the Details screen, tap .

Corporate Directory

Your system administrator can set up your system so that you can access a Corporate Directory.
However, you cannot update the Corporate Directory, and your administrator determines which contacts
you can see. Check with your system administrator to find out if this feature is available.

Perform a Quick Search of the Corporate Directory

A quick search enables you to search for contacts using either their first name or last name.

Procedure

1. Navigate to Contacts > Corporate Directory.

2. In the search field, enter your search criteria and select Submit.

3. Select a contact and select View to view the contact's information.

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Call Lists and Directories

Perform an Advanced Search of the Corporate Directory

An advanced search enables you to choose to search for contacts by first name, last name, or phone
number.

Procedure

1. Navigate to Contacts > Corporate Directory.

2. In the Corporate Directory, select AdvFind.

3. In the search field, enter your search criteria and select Submit.

4. Select a contact and select View to view the contact's information.

Add Corporate Directory Contacts to the Local Directory

You can add contacts in the Corporate Directory to the Local Directory.

When you save a Corporate Directory contact to the Local Directory, the first name, last name, and phone
number of the contact are automatically saved to the directory. You can add additional contact
information after the contact is saved to the directory.

Procedure

1. In the Corporate Directory, search for a contact.

2. From the search results, select the contact and select View.

3. Select Save.

4. Enter any additional contact information and select Save.

Related Links

Local Directory on page 49

Searching the BroadSoft Directory

You can access and search the BroadSoft Directory on the system, and you can choose to perform a
simple or advanced search for contacts.

After the administrator configures the Enterprise directory, you can view a list of contacts by default in the
BroadSoft directory. The default contacts list is displayed even when no text is entered in the search box
of the directory.

Perform a Simple Search of the BroadSoft Directory

A simple search enables you to search for contacts using either their first name, last name, or by typing a
few letters in their name. A maximum of 50 contacts are available for viewing at one time.

Procedure

1. Navigate to and select a BroadSoft directory.

A default list of contacts is displayed.

2. In the search field, enter your search criteria and select Submit.

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Call Lists and Directories

Perform an Advanced Search of the BroadSoft Directory

An advanced search enables you to choose to search for contacts by first name, last name, or phone
number.

Procedure

1. Navigate to , and select a BroadSoft directory.

2. Select Advanced Search in the BroadSoft Directory.

3. On the Advanced Search screen, choose to search for a contact by first name, last name, or a

contact number.

4. In the search field, enter your search criteria and select Submit.

5. Choose your contact.

Add BroadSoft Contacts to the Contact Directory

After you find your BroadSoft contact, you can add the contact to the Local Directory.

The first name, last name, and phone number of the contact are saved to the Contact Directory. You can
go to the Contact Directory to see if the contact was saved correctly and to add additional contact
information.

Procedure

1. In the contact details screen, select Add to local directory.

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Voicemail and Pages

Topics:

▪ Access Voicemail Messages

▪ Receiving Messages with Group Paging

You can send, broadcast, and access a variety of audio messages on the system.

Note: Your system may not support all of the features described in this section. Check with your system

administrator to find out which features are available on the system

Access Voicemail Messages

When there are voicemail messages availabe on the system, an audible tone plays and an alert displays
on the Messages icon.

Note: For information on setting or changing the voicemail greeting or on remotely accessing your

voicemail from the system, contact your system administrator or service provider.

Procedure

1. Navigate to Settings > Features > Voicemail > Message Center.

2. Select a line.

3. Select Connect and follow the voicemail prompts.

Receiving Messages with Group Paging

You can receive pages from any paging groups you are subscribed to. By default, you are subscribed to
groups 1, 24, which is designated for Priority pages, and 25, which is designated for Emergency pages.

How you receive a page depends on the priority of the page, whether you are in an active call, and
whether the system is set to receive a page during an active call. When you receive a page, the page is
always played through the speakerphone.

Your system administrator can define up to 25 paging groups and assign a label to each group to identify

systems in the group, such as All, HR Dept, Shipping Staff, or Executives.

the

Each group has one of the following priorities:

▪ Normal—By default, broadcasts sent to groups 1 to 23 are considered Normal broadcasts. By

default, all systems are configured to receive broadcasts sent to group 1.

▪ Priority—By default, broadcasts sent to group 24 are considered Priority broadcasts. A Priority

broadcast interrupts Normal broadcasts or active calls. All systems receive Priority broadcasts
unless Do Not Disturb is enabled.

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Voicemail and Pages

▪ Emergency—By default, broadcasts sent to group 25 are considered Emergency broadcasts. An

Emergency broadcast interrupts Normal broadcasts, Priority broadcasts, and active calls and plays
out at near maximum volume even if Do Not Disturb is enabled.

When you enable Do Not Disturb, you receive only Emergency broadcasts, and non-emergency
broadcasts do not play or display.

Listen to a Page during an Active Call

How you handle a page when you are in an active call depends on the page priority and whether the
system is set up to receive a page during active calls.

The following occurs when you receive a page during a call:

• For Normal pages, the page immediately plays, and you hear audio from both the active call and
the page.

• For Priority or Emergency page, the page immediately plays. You hear audio from the active call
and the page.

• If the system is not set up to receive Normal pages during active calls, the page is displayed as
Pending.

Note: You adjust the volume of a Normal, non-emergency page while it plays, and the system uses the

adjusted volume for all subsequent non-emergency pages. However, only your system
administrator can change the volume of an Emergency page.

Procedure

1. Do one of the following:

• For pages that play automatically during a call, hold the call to hear only the page.

• For Pending pages, select Accept or hold the call.

Receiving Pages When You're Not in an Active Call

When you receive a page and you are not in an active call, the page immediately plays, regardless of the
paging priority.

While a page plays, you can:

• Hold the page.

• End the page. This ends the page at your phone only.

• Place a new call.

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Connecting Bluetooth and USB Devices

Topics:

• Connecting Devices using Bluetooth

• Connecting a Device using a USB Cable

You can connect a USB or Bluetooth-enabled laptop or mobile device to a RealPresence Trio 8500 or
RealPresence Trio 8800 system. You can also connect Bluetooth-enabled devices to RealPresence Trio
8800 systems using Near Field Communication (NFC) .

When you connect a device to the system, you can use it as your microphone for audio and video calls
and as a speaker for calls, music players, and videos.

Connecting Devices using Bluetooth

The Bluetooth feature on RealPresence Trio systems enables you to place calls on your mobile phone
and use the system as a speakerphone for the call. You can also use the system to play audio from
media, such as music or videos, from your mobile phone or tablet.

Related Links

Place a Call over Bluetooth on page 18

Make the System Visible to Nearby Bluetooth Devices

Before you connect a Bluetooth device to a RealPresence Trio system or NFC device to a RealPresence
Trio 8800 system, make sure the system is visible to nearby devices.

Procedure

1. On the Home screen, tap Bluetooth.

2. Make sure the statement Visible to all nearby Bluetooth device is displayed below the system's

name, as shown next.

3. If the statement Only visible to paired devices is displayed, tap the system's name.

The system is now visible to all nearby Bluetooth devices.

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Connecting Bluetooth and USB Devices

Connect a Bluetooth Device

You can connect a Bluetooth-capable mobile phone or tablet to a RealPresence Trio system, if your
system administrator has enabled Bluetooth on the system.

The system can remember up to 10 previously paired devices. You cannot connect to a Bluetooth device
when you are in a call.

Procedure

1. On your device, turn on Bluetooth and select the name of the system in available devices.

Connect a Bluetooth Device Using Near Field Communication

You can connect RealPresence Trio 8800 to a Bluetooth-capable mobile phone or tablet using Near Field
Communication (NFC).

Connecting the mobile phone or tablet to the system with Bluetooth using NFC enables you to play the
audio from calls or media, such as music or videos, on the system.

The RealPresence Trio 8500 system does not support pairing with Bluetooth devices using NFC.

Procedure

1. Enable NFC on your device.

2. Tap and hold your device for two seconds above the NFC symbol on the left side of the system.

3. Confirm that your device is paired and connected to the system.

Play Audio from a Bluetooth Device

You can use a RealPresence Trio system as a Bluetooth speaker for music or videos played on your
mobile phone or tablet.

Procedure

1. Connect your mobile phone or tablet with the system.

2. On your mobile phone or tablet, choose the music or video you want to hear.

3. Make sure that RealPresence Trio is set as your audio device.

The audio plays through the system's speakers.

Connecting a Device using a USB Cable

You connect your computer, mobile phone, or tablet directly to a RealPresence Trio system using a USB
cable that connects to the micro USB port on the system. When you connect your device to the system,
you can use it as a microphone for calls and as a speaker for audio calls or media played on your device.

When you connect a Microsoft® Windows® computer to the system, you can control the volume of audio
and video calls from the computer or on the RealPresence Trio system. While connected, the call volume
is synchronized on both devices.

Related Links

RealPresence Trio Hardware on page 8

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Connecting Bluetooth and USB Devices

Minimum Hardware and Software Laptop Requirements

Before you connect your laptop to a RealPresence Trio system, make sure your laptop meets the
minimum hardware and software requirements.

Minimum Hardware and Software Requirements for the Connected Laptop

Category Requirement

Operating System

Desktop client or application

• Windows 8.1 (32-bit or 64-bit)

• Windows 8 (32-bit or 64-bit)

• Windows 7 (32-bit or 64-bit)

• OS X 10.9.x (Maverick)

• OS X 10.10.x (Yosemite)

• OS X 10.11.x (El Capitan)

• OS X 10.12.x (Sierra)

• Polycom RealPresence Desktop

• Skype for Business

Connect a USB Device or Laptop

When connected to a laptop or mobile device, you can use the RealPresence Trio as a microphone and
speaker for audio and video calls, including Skype for Business calls, and to play media including music
and videos.

Procedure

1. Connect a USB cable from your computer or device to the micro USB port on the system.

Setting RealPresence Trio as Your Audio Device

In order to use a RealPresence Trio system to play audio from calls or media on your connected laptop,
you need to set the system as your audio communication device.

The following sections provide information on setting the system as your audio device for your laptop and
communication and collaboration clients such as RealPresence Desktop or the Skype for Business client.

Setting the System as Your Audio Device for Communication Clients

When your laptop is connected to a RealPresence Trio system, you can set the system as your
microphone and speakers for communication and collaboration clients, like RealPresence Desktop,
BroadSoft BroadTouch Communicator, or Skype for Business.

Depending on the capabilities of the client, you can use the system to accept, hold and resume, and end
calls placed and received in the client. Note that the status of the calls may differ between the client and
the system depending on the capabilities of the client.

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Connecting Bluetooth and USB Devices

Set the System as Your Audio Device in RealPresence Desktop

When your laptop is connected to a RealPresence Trio system, you can set the system as your audio
device input and output device in the RealPresence Desktop application to play audio from the meeting
using the system speakers and use the system as your microphone.

If you do not have the RealPresence Desktop application, download the application from the

RealPresence Desktop Support page.

Procedure

1. In RealPresence Desktop, click and click Audio Device.

2. For Audio input device (microphone), click RealPresence Trio from the drop-down list.

3. For Audio output device (speakers), click RealPresence Trio from the drop-down list.

4. Click OK.

Set the System as Your Audio Device for Skype for Business

When your laptop is connected to a RealPresence Trio system, you can set the system as your
microphone and speakers for Skype for Business calls you place on your laptop.

Procedure

1. In the Skype for Business client, click and click Tools > Audio Device Settings.

2. Select RealPresence Trio from the drop-down list as the device you want to use for audio calls.

Set the System as the Default Device for Your Laptop

When your laptop is connected to a RealPresence Trio system, you can set the system as the default
device for your laptop and play audio from music and videos using the system's speakers.

Procedure

1. On your laptop, click Start > Control Panel.

2. In the Control Panel, click Hardware and Sound > Sound.

3. Click RealPresence Trio and click Set as Default Device.

4. Click OK.

Any audio from music or videos plays on the system.

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RealPresence Trio Settings

Topics:

• Password Required to Access Basic Settings

▪ Time and Date Display

• Set the Language

• Backlight Intensity and Timeout

• Format Numbers

• Power-Saving Mode

• Control Where Audio Plays

• Set a Ringtone for Incoming Calls

You can make some basic customizations on the system, which includes changing the time and date
format, setting a language, and adjusting the screen brightness.

Password Required to Access Basic Settings

Many of the features on the system can be enabled or customized from the Basic settings menu.
However, if your system administrator has set up the system to require a password to access the Basic
settings menu, you cannot change settings without the permission of your system administrator. Contact
your system administrator for assistance enabling or customizing features.

Time and Date Display

The time and date display in the status bar. When the system cannot obtain a time and date, the time and
date display flashes. If this happens, or if the time and date are incorrect, contact your system
administrator.

Related Links

Set the Time and Date Format

Change the Time and Date Format

You can customize the time and date by choosing between a variety of time and date formats, including
options to display the day, month, or year.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Time & Date and select one of the following:

• Select Clock Date to change the date format.

• Select Clock Time to change the time format.

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RealPresence Trio Settings

• Select Clock Order to change the order of the time and date display .

3. From the Clock Date, Clock Time, or Clock Order screen, select the format you want.

Disable the Time and Date Display

You can turn off the time and date display so that they do not display at all.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Time & Date and select Disable.

Set the Language

The system supports several languages that you can choose to display. Check with your system
administrator to find out exactly which languages are supported.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Language and select a language.

The language on the system updates immediately

Backlight Intensity and Timeout

You can change settings for the following backlight components:

• Backlight Intensity—The brightness of the screen during system activity and inactivity.

• Backlight Timeout—The number of seconds the system is inactive before the backlight dims to its
Backlight Idle intensity. The backlight timeout period begins after your last activity, such as an
incoming call.

Backlight Intensity includes the following settings you can choose from:

• Backlight On—The brightness of the screen when there is activity.

• Backlight Idle—The brightness of the screen when there is no activity.

• Maximum Intensity—The brightness scale that applies to both Backlight On and Backlight Idle
intensities.

Related Links

Features for Vision-Impaired and Blind Users on page 69

Set the Backlight Intensity

You can change the Backlight On intensity and the Backlight Idle intensity separately, and you can
choose a high, medium, or low intensity, or turn off the backlight entirely. When you change the Maximum
Intensity, you modify the entire backlight intensity scale. For example, if you decrease the Maximum
Intensity, the low, medium, and high levels for both Backlight On and Backlight Idle intensities decrease.

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RealPresence Trio Settings

Procedure

1. Navigate to Settings > Basic.

2. Select Backlight Intensity > Backlight On Intensity.

3. Select the intensity you want, and select Back.

4. From the Backlight Intensity screen, select Backlight Idle Intensity.

5. Select the intensity you want, and select Back.

6. From the Backlight Intensity screen, select Maximum Intensity.

7. Select Up or Down, or drag your finger along the slider, to increase or decrease the maximum

intensity.

Set the Backlight Timeout

The backlight automatically turns on with any system activity. By setting the Backlight Timeout, you can
determine how long the system should be idle before the backlight dims to its Backlight Idle intensity. By
default, the backlight dims after the system is idle for 40 seconds.

Procedure

1. Navigate to Settings > Basic.

2. Select Backlight Timeout.

3. Select the number of seconds the phone is idle before the backlight dims.

Format Numbers

By default, the system automatically formats phone numbers based on the amount of numbers entered.
For example, 17235439078 is reformatted as [phone].

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Number Formatting.

3. Select Enable or Disable.

Power-Saving Mode

By default, the system is set to enter power-saving mode and turn off the screen after being idle for a
certain period of time to conserve energy. You can determine the period of time that the system is idle
before the screen turns off, and you can set different idle timeouts for office hours and off hours, such as
evenings and weekends.

When power-saving mode is activated, the system exits power-saving mode if an event occurs—for
example, if there is an incoming call or message. If a screen saver is enabled, power-saving mode still
occurs.

You can update the following power-saving settings:

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RealPresence Trio Settings

• Office Hours—When you start work and how long you're in the office each day.

• Timeouts—The period of time the phone should be idle before the screen turns off.

Note: By default, the RealPresence Trio 8800 and 8500 systems enter power-saving mode after a

period of idle time to conserve energy. However, RealPresence Trio systems do not enter power­saving mode while idle in the Bluetooth menu. To ensure the system enters power-saving mode,
exit the Bluetooth menu using the Home or Back key.

Change Your Office Hours

When you update your office hours, you specify when you start and how long you work each day. After
your work hours, the phone is idle and goes into power-saving mode.

Procedure

1. Navigate to Settings > Basic.

2. Select Power Saving > Office Hours and select Start Hour.

3. Select a day of the week, and using the 24-hour clock, enter a start time from 0 to 23.

4. Select Save.

5. From the Office Hours screen, select Duration.

6. Select a day of the week and enter a duration of 0 to 12 hours per day..

7. Select Save.

Change Timeouts

You can update the period of time the phone is idle before the screen turns off. You can specify different
timeouts for office hours (Office Hours Idle Timeout) and non-office hours (Off Hours Idle Timeout). By
default, the Office Hours Idle Timeout is much longer than the Off Hours Idle Timeout.

You can also specify a separate timeout period that applies after you press a key or tap the screen. This
is called the User Input Idle Timeout. You can choose to set a higher User Input Idle Timeout than the
Office Hours and Off Hours Idle Timeouts so that when you're actively using the phone, power-saving
mode doesn't initiate as often.

Tip: If you press a key or tap the screen, the idle timeout period that applies (User Input Idle Timeout

or Office Hours/Off Hours Idle Timeout) is the timeout with the highest value.

Procedure

1. Navigate to Settings > Basic.

2. Select Power Saving > Timeouts.

3. Select Office Hours Idle Timeout and enter the number of minutes (1 to 600 minutes) the phone

should wait, during office hours, before starting power-saving mode.

4. Select Off Hours Idle Timeout, and enter the number of minutes (1 to 10 minutes) the phone
should wait, during off-hours, before starting power-saving mode.

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RealPresence Trio Settings

5. Select User Input Idle Timeout, and enter the number of minutes (1 to 10 minutes) the phone
should wait after a key press or screen select before starting power-saving mode.

6. Select Save.

Control Where Audio Plays

When RealPresence Trio 8800 is paired with RealPresence Trio Visual+, you can choose to have audio
play from the speakers on a RealPresence Trio system or from the monitor or external speakers
connected to RealPresence Trio Visual+.

You can also choose one of the following options to control where to play audio from audio and video
calls:

• Phone Speakers— The system plays audio on the system only.

• TV Speakers— The system plays audio from the connected monitor or external speakers.

• Automatic— The system automatically chooses where to play audio based on the call type.

This feature is not available when the system is not paired with RealPresence Trio Visual+.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Audio Output and choose an output option.

Set a Ringtone for Incoming Calls

A simple way to personalize your phone is to change the ringtone. You can pick unique ringtones for the
different lines on the phone. The default ringtone is Low Trill.

Procedure

1. Navigate to Settings > Basic > Preferences.

2. Select Ring Type.

3. From the Ring Type screen, select a ringtone.

4. Select Play to hear the ringtone.

Related Links

Features for Hearing-Impaired Users on page 68

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Maintaining RealPresence Trio

Topics:

• Investigate Warnings

• Restart RealPresence Trio

• Update the Configuration for RealPresence Trio

• Test the Hardware

• Clean the Touchscreen

When the system is not operating properly, you can investigate or troubleshoot issues along with any
other tasks your administrator may ask you to perform.

Investigate Warnings

When a system is unable to perform certain tasks, a Warning icon displays in the status bar and on the
Settings icon on the Home screen.

The warning icon lets you know that your phone has one or more important issues. You can view details
about the issues from the Warnings screen.

Procedure

1. Navigate to Settings > Status > Diagnostics.

2. Select Warnings.

The Warnings screen is displayed listing any issues.

Restart RealPresence Trio

Your system administrator may ask you to restart the system if it malfunctions or to assist in
troubleshooting.

Caution: Before you restart the system, contact your system administrator. If the system is

malfunctioning, you may be able to restore normal operation without restarting it. In addition,
your administrator may want to troubleshoot the system before you restart it. You do not need
to restart the system to update its configuration.

Procedure

1. Navigate to Settings > Basic.

2. Select Restart Phone.

A confirmation message is displayed.

3. Select Yes.

The restart process begins, and the process ends when the Home screen is displayed.

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Maintaining RealPresence Trio

Related Links

Update the Configuration for RealPresence Trio on page 66

Update the Configuration for RealPresence Trio

Your system administrator may ask you to update the configuration for your system to apply any changes
to system settings, which you can do without restarting it.

Procedure

1. Navigate to Settings > Basic.

2. Select Update Configuration.

A confirmation message is displayed.

3. Select Yes.

The configuration is updated. The system may restart, depending on which settings have
changed.

Related Links

Restart RealPresence Trio on page 65

Test the Hardware

Your system administrator may ask you to access a diagnostics menu on the system to test its hardware.
You can test the touchscreen, microphones, and speaker. Contact your system administrator for
instructions on how to perform these tests.

Procedure

1. Navigate to Settings > Status > Diagnostics.

2. Select Test Hardware and select one of the following:

• Audio Diagnostics

• Display Diagnostics

• Touch Screen Diagnostics

Clean the Touchscreen

The touchscreen requires minor maintenance, but you may need to clean the touchscreen periodically.
Use a clean, dry, microfiber cloth—the kind you would use to clean glass surfaces—to wipe the
touchscreen. Do not use chemicals to clean the touchscreen.

Before you clean the screen, disable it so you don't activate system functions while you wipe the
touchscreen.

Procedure

1. Navigate to Settings > Basic.

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Maintaining RealPresence Trio

2. Select Screen Clean.

3. Wipe the screen with a clean, dry, microfiber cloth.

4. Press any key on the phone dial pad to enable the touchscreen again.

Note: If the touchscreen is dirty after cleaning, dampen a soft, lint-free cloth with an isopropyl

alcohol and water solution of 50:50 then wipe the screen with the cloth. Always use the
dampened cloth to apply the solution; never apply the solution directly because it could
seep inside the screen or stain the system. In addition, do not use chemicals to clean the
touchscreen.

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Accessibility Features

Topics:

• Features for Hearing-Impaired Users

• Features for Mobility-Impaired Users

• Features for Vision-Impaired and Blind Users

Polycom products include a number of features to accommodate any type of user. The following sections
describe accessibility features for hearing, vision, or mobility-impaired users available on RealPresence
Trio.

Features for Hearing-Impaired Users

Polycom phones include many features that enable users with hearing impairments to use various
features on the phone.

The following table lists the accessibility features for hearing-impaired users.

Accessibility Features for Hearing-Impaired Users

Accessibility Feature Description

Visual message indicators Icons on the user screen indicate when the system has new

messages.

Adjustable ring tone and volume You can choose from a variety of ring tones for the phone.

You can also change the volume of the ringer to suit your
needs and choose different ring tones for contacts.

Adjustable Call Volume While in a call, you can raise or lower the volume of the

audio from the far end and of any other sounds on the
device.

Visual notifications Status and icon indicators let you know when calls are

incoming, outgoing, active, or held. Indicators can also
indicate the device's status and if features are enabled.

Headset Memory Mode If you use a headset, you can set up your phone to use your

headset for all calls.

TTY support The phones supports commercial TTY devices such as

Ultratec Superprint. In addition, the phones provide acoustic
coupled TTY support.

Related Links

Set a Ringtone for Incoming Calls on page 64

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Accessibility Features

Features for Mobility-Impaired Users

Polycom phones include features that enable users with mobility impairments to perform various functions
on the phone.

The following table lists the accessibility features for mobility-impaired users.

Accessibility Features for Mobility-Impaired Users

Accessibility Feature Description

Auto-answer feature You can enable the phone to auto-answer calls so you don't have to

choose an option to answer a call.

Touchscreen With a large touchscreen, you can select, swipe, and press to perform

functions and activate features.

Built-in speakerphone A built-in speakerphone allows you to use the device without having to use

headset.

Related Links

Answer Calls Automatically on page 22
RealPresence Trio Hardware on page 8

Features for Vision-Impaired and Blind Users

Polycom phones include various features that enable users with visual impairments to use many of the
features on the phone.

The following table lists the accessibility features for visually-impaired and blind users.

Accessibility Features for Vision-Impaired and Blind Users

Accessibility Feature Description

Adjustable backlight settings You can change the brightness of the screen by adjusting

backlight intensity settings.

Auto-answer feature You can enable the phone to auto-answer calls so you don't

have to choose an option to answer a call.

Plastic overlay A plastic overlay is available for placement on the

touchscreen for the volume keys to assist with adjusting the
volume.

Microphone mute feature The system plays an alert tone when the microphones are

muted or unmuted using any of the Mute keys on the device
or far-end system. The system plays an alert tone
periodically if the device is muted for a set period of time.

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Related Links

Backlight Intensity and Timeout on page 61
Answer Calls Automatically on page 22

Accessibility Features

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Troubleshooting

Topics:

• Check the Status of RealPresence Trio Visual+

• Check the Status of the Calendar

• Tips for Resolving Content Sharing Issues

• Tips for Resolving Camera Issues

• Set Log Levels

This section lists potential issues, problems, and common difficulties and possible solutions to guide you
towards resolving those issues.

Check the Status of RealPresence Trio Visual+

If yours or the far-end's video stream or content is not displaying on the monitor, you need to check the
status of the RealPresence Trio Visual+ and make sure the accessory is on and paired with the
RealPresence Trio 8800 system.

Procedure

1. On the system, navigate to Settings > Status > Networked Devices.

2. Make sure that the Paired Device is Connected.

If the paired device is not connected, contact your system administrator.

Related Links

Tips for Resolving Camera Issues on page 72

Check the Status of the Calendar

When you do not see the Calendar icon on the Home screen or if you are not receiving meeting
reminders, it is possible that system is not connected to the Microsoft Exchange Server.

Procedure

1. Navigate to Settings > Status > Calendar.

2. On the Calendar screen, make sure the Status field includes Connected to Server.

If the status reads that it is not connected to the server, contact your administrator.

Tips for Resolving Content Sharing Issues

If your content is not showing when sharing content on a RealPresence Trio 8800 system, try one of the
following solutions:

• Make sure your device is on the same network as the room system.

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Troubleshooting

• Contact your system administrator for additional help.

Tips for Resolving Camera Issues

If the USB camera is not working during a video call, try one of the following solutions:

• Check that the is paired and connected with the RealPresence Trio 8800.

• Disconnect the USB camera from the then reconnect the camera.

• Make sure the USB camera is a supported camera, which is a Logitech Webcam C930e.

• Contact your system administrator for additional help.

Related Links

Check the Status of RealPresence Trio Visual+ on page 71

Set Log Levels

Your system administrator uses log files to understand any issues with your phone, and may ask you to
set the level for log files to reduce the amount of logs produced.

Contact your system administrator before setting a log level for your phone.

Procedure

1. Navigate to Settings > Basic > Diagnostic Logs > Server Log Level.

2. Choose a log level.

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