Polycom Trio 8500, Trio 8800, Trio Visual+ User Manual

USER GUIDE

™

Polycom Trio

Solution

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© 2019 Smart Choice Communications, LLC

Contents

Before You Begin............................................................................................... 7

Audience, Purpose, and Required Skills.............................................................................7

Related Documentation.......................................................................................................7

Getting Started with Polycom Trio™................................................................. 8

Product Overview of Polycom Trio......................................................................................8

Polycom Trio Hardware............................................................................................9

Navigating Polycom Trio™................................................................................................. 10

Accessing Screens on Polycom Trio™....................................................................10

Icons and Status Indicators.................................................................................... 13

Enter Information Using the Onscreen Keyboard............................................................. 13

Change the Phone Language and Keyboard Layouts........................................... 14

Close the Onscreen Keyboard............................................................................... 14

Logging Into and Locking the System........................................................... 15

Logging in to Polycom Trio™............................................................................................. 15

Log In to a Phone................................................................................................... 15

Log Out of the Phone............................................................................................. 16

Change Your Login Password................................................................................16

Locking Polycom Trio™......................................................................................................16

Lock the Phone...................................................................................................... 16

Unlock the Phone................................................................................................... 17

Change Your User Password.................................................................................17

Audio Calls........................................................................................................18

Placing Audio Calls........................................................................................................... 18

Place an Audio Call................................................................................................ 18

Place an International Call..................................................................................... 19

Place a Call from Recent Calls...............................................................................19

Call a Favorite........................................................................................................ 19

Place a Call over Bluetooth.................................................................................... 19

Calling Contacts from the Directory........................................................................20

Place a Call from a Locked Phone......................................................................... 20

Placing Intercom Calls............................................................................................20

Redial a Number............................................................................................................... 21

Answering Audio Calls...................................................................................................... 22

Answer an Incoming Call........................................................................................22

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Answer a Call When in a Call.................................................................................22

Answer Calls Automatically.................................................................................... 23

Answer a Call on a Locked Phone......................................................................... 23

Answer an Intercom Call........................................................................................ 23

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

End an Audio Call............................................................................................................. 24

Holding and Resuming Calls.............................................................................................24

Hold a Call..............................................................................................................24

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

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

Choose a Default Transfer Type............................................................................ 25

Transfer a Call .......................................................................................................25

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

Cancel a Transfer...................................................................................................26

Forwarding Incoming Calls to a Contact........................................................................... 26

Forward an Incoming Call to a Contact.................................................................. 26

Forward All Incoming Calls to a Contact................................................................ 26

Disable Call Forwarding......................................................................................... 27

Rejecting Calls with Do Not Disturb.................................................................................. 27

Enable Do Not Disturb............................................................................................27

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

Managing Multiple Calls.................................................................................................... 28

Manage a Call from the Calls Screen.....................................................................28

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

Unmute the Microphone....................................................................................................29

Contents

Conference Calls.............................................................................................. 30

Tips for Conference Calls..................................................................................................30

Initiating Conference Call.................................................................................................. 30

Initiate a Conference Call....................................................................................... 30

Merge Calls into a Conference Call........................................................................31

Add Participants to a Conference Call.............................................................................. 31

End a Conference Call...................................................................................................... 31

Hold a Conference Call..................................................................................................... 31

Resume a Conference Call............................................................................................... 32

Mute a Conference Participant..........................................................................................32

Remove a Conference Participant.................................................................................... 32

Video Calls on Polycom Trio™.........................................................................33

Tips for Video Calls........................................................................................................... 33

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

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Set the Call Rate for Video Calls............................................................................34

Change Video Clarity............................................................................................. 34

Set the Video Layout for the Meeting..................................................................... 34

Change How Far-End Video Displays....................................................................35

Place a Video Call.............................................................................................................35

Stop Sending Video.......................................................................................................... 35

Start Video During an Audio Call...................................................................................... 36

Adjust the Camera Position During a Call.........................................................................36

Switch Between Video and Content during Video Calls....................................................36

Handling a Mixture of Audio and Video Calls ...................................................................37

Camera Presets on Polycom Trio .................................................................................... 37

Store Camera Presets............................................................................................37

Rename Stored Camera Presets........................................................................... 38

Recording Audio Calls.....................................................................................39

Guidelines when Recording Calls..................................................................................... 39

Record a Call.................................................................................................................... 40

Pause a Recording............................................................................................................40

Resume a Recording........................................................................................................ 40

Stop Recording................................................................................................................. 40

Browse Recorded Calls.....................................................................................................41

Play a Recorded Call........................................................................................................ 41

Pause and Resume Played Recordings........................................................................... 41

Stop Playing a Recording..................................................................................................42

Rename a Recording........................................................................................................ 42

Delete a Recording........................................................................................................... 42

Contents

Sharing Content on Polycom Trio.................................................................. 43

Sharing Content with RealPresence Desktop or Mobile................................................... 43

Sharing Content from an Apple Device.............................................................................43

Sharing Content from a Windows or Android Device........................................................44

Sharing Content with People+Content IP..........................................................................44

Download and Install Polycom® People+Content™ Technology.............................45

Share Content using People+Content IP............................................................... 45

Stop Sharing Content with People+Content IP...................................................... 45

Share Content with People+Content IP over USB................................................. 45

Using the Calendar...........................................................................................47

Open the Calendar............................................................................................................47

View Meeting Details.........................................................................................................48

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Meeting Reminders........................................................................................................... 48

Choose a Meeting Reminder Type.........................................................................48

Choose a Meeting Alert Tone.................................................................................49

Disable Meeting Reminders................................................................................... 49

Joining Calendar Meetings................................................................................................49

Join a Meeting from the Calendar.......................................................................... 49

Join a Meeting from a Meeting Reminder.............................................................. 50

Join a Meeting with an Alternate Number.............................................................. 50

Call Lists and Directories................................................................................ 51

Recent Calls......................................................................................................................51

View Recent Calls.................................................................................................. 51

Edit a Recent Call Entry......................................................................................... 51

Save a Recent Contact.......................................................................................... 52

Delete a Recent Call Entry..................................................................................... 52

Local Directory.................................................................................................................. 52

Search for a Local Directory Contact..................................................................... 52

Add a Contact to the Local Directory......................................................................53

View Contact Details.............................................................................................. 53

Update a Local Directory Contact's Information.....................................................53

Delete a Local Directory Contact............................................................................53

Local Directory Favorites.................................................................................................. 54

Add Favorites......................................................................................................... 54

Remove a Favorite................................................................................................. 54

Corporate Directory...........................................................................................................54

Search the Corporate Directory..............................................................................54

Perform an Advanced Search of the Corporate Directory......................................55

Add Corporate Directory Contacts to the Local Directory...................................... 55

Searching the BroadSoft Directory....................................................................................55

Perform a Simple Search of the BroadSoft Directory.............................................56

Perform an Advanced Search of the BroadSoft Directory......................................56

Add BroadSoft Contacts to the Local Directory......................................................56

Contents

Voicemail and Pages........................................................................................57

Access Voicemail Messages.............................................................................................57

Receiving Messages with Group Paging.......................................................................... 57

Listen to a Page during an Active Call................................................................... 58

Receiving Pages When You're Not in an Active Call............................................. 58

Connecting Bluetooth and USB Devices....................................................... 59

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Connecting Devices using Bluetooth................................................................................ 59

Make the System Visible to Nearby Bluetooth Devices......................................... 59

Connect a Bluetooth Device...................................................................................60

Connect a Bluetooth Device Using Near Field Communication............................. 60

Play Audio from a Bluetooth Device.......................................................................60

Connecting a Device using a USB Cable..........................................................................60

Minimum Hardware and Software Laptop Requirements.......................................61

Connect a USB Device or Laptop.......................................................................... 61

Setting Polycom Trio as Your Audio Device...........................................................61

Polycom Trio™ Settings................................................................................... 63

Password Required to Access Basic Settings.................................................................. 63

Time and Date Display......................................................................................................63

Change the Time and Date Format........................................................................63

Disable the Time and Date Display........................................................................ 64

Set the Language..............................................................................................................64

Backlight Intensity and Timeout........................................................................................ 64

Set the Backlight Intensity...................................................................................... 64

Set the Backlight Timeout...................................................................................... 65

Format Numbers............................................................................................................... 65

Power-Saving Mode..........................................................................................................65

Change Your Office Hours for Power-Saving Mode...............................................66

Change Idle Timeouts for Power-Saving Mode......................................................66

Control Where Audio Plays............................................................................................... 67

Set a Ringtone for Incoming Calls.....................................................................................67

Contents

Maintaining Polycom Trio™............................................................................. 68

Investigate Warnings.........................................................................................................68

Restart Your Phone...........................................................................................................68

Update the Phone's Configuration ................................................................................... 69

Test the Hardware.............................................................................................................69

Clean the Touchscreen..................................................................................................... 69

Accessibility Features .................................................................................... 71

Features for Hearing-Impaired Users................................................................................71

Features for Mobility-Impaired Users................................................................................ 72

Features for Vision-Impaired and Blind Users.................................................................. 72

Troubleshooting............................................................................................... 73

Check the Status of Polycom Trio Visual+........................................................................73

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Check the Status of the Calendar..................................................................................... 73

Tips for Resolving Content Sharing Issues....................................................................... 73

Tips for Resolving Camera Issues.................................................................................... 74

Set Log Levels.................................................................................................................. 74

Contents

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Before You Begin

Topics:

• Audience, Purpose, and Required Skills

▪ Related Documentation

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

▪ Polycom Trio™ 8500 audio conferencing system

▪ Polycom Trio™ 8800 audio conferencing system

▪ Polycom Trio™ Visual+ content and video accessory.

Note: The Polycom Trio 8500 and Polycom Trio 8800 systems and Polycom Trio Visual+ accessory are

also known as Polycom RealPresence Trio 8500, Polycom RealPresence Trio 8500, and Polycom
RealPresence Trio Visual+.

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 Polycom Trio.

Related Documentation

To find all Polycom partner solutions, see Strategic Global Partner Solutions.

For additional information about the Polycom Trio 8500 or Polycom Trio 8800, view the following
documents on Polycom Support.

▪ 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 Polycom Trio

Topics:

• Product Overview of Polycom Trio

• Navigating Polycom Trio

▪ Enter Information Using the Onscreen Keyboard

Before you use your phone, 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 Polycom Trio

The Polycom 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 Polycom Trio 8500 and Polycom Trio 8800 systems.

Polycom Trio 8500 Features and Capabilities

The Polycom 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

• Sharing content during video calls

• Placing, answering, and managing video calls

• Connecting to a wireless network

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

Polycom Trio 8800 Features and Capabilities

The Polycom Trio 8800 system supports the following features:

• Placing, answering, and managing audio calls

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Getting Started with Polycom Trio

• 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

• Sharing content during video calls

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

• Placing, answering, and managing video calls

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

• Connecting to a wireless network

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

• Placing video calls with a Polycom® EagleEye™ IV USB camera

• Adjusting the camera and setting camera presets for a connected Polycom EagleEye IV USB
camera

™

Polycom Trio Hardware

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

Polycom Trio Hardware Features

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Getting Started with Polycom Trio

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.

™

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 Polycom Trio
8800 only.

™

Navigating Polycom Trio

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

Accessing Screens on Polycom Trio

You can access the following screens on the phone:

• 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 Polycom Trio

Access the Home Screen

The Home screen on Polycom 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 Polycom 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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Place a Call screen

Accessing the Calls Screen

The Calls screen on Polycom 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 Polycom Trio

Multiple calls on the Calls screen

Icons and Status Indicators

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

™

Icons and Status Indicators

Icon Description Icon Description

Registered Line Do Not Disturbed enabled

Unregistered Line Call Forwarding enabled

Active Call Wireless status

(Polycom Trio 8800 only)

USB device attached Paired Device

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

▪ Shifts to uppercase letters

▪ Shifts to lowercase letters

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Getting Started with Polycom Trio

▪ Displays numbers and punctuation marks

▪ Displays special characters

Procedure

1. Tap a text field.

2. Tap each character you want to enter.

Change the Phone Language and Keyboard Layouts

When you set the phone language and country, the phone uses the default keyboard layout for that
language. For example, setting the phone language to French sets the phone to the AZERTY keyboard
layout. You can enable multiple languages for the phone and switch between keyboard layouts.

Procedure

1. On the phone's keyboard, long-press and release the comma key and choose Input Languages.

2. Uncheck Use System Language.

™

3. Select one or more available languages and press the Back arrow. Each language you select is
enabled along with its default keyboard layout.

When you enable more than one language, a globe key displays on the phone keyboard.

4. Do one of the following:

▪ Long-press the globe key to view and choose from a list of enabled languages. The phone

uses the default keyboard layout for the language you choose.

▪ Short-press the globe key to rotate through enabled languages. The space bar displays the

current language and keyboard layout.

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 in to Polycom Trio

▪ Locking Polycom Trio

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

Logging in to Polycom 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

phone 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
Polycom phone before you can use one.

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 in to a public phone are saved and displayed the
next time you log in to 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

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.

screen, enter your user ID and password, and select Log In.

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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

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.

.

> Log Out

.

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

Enter.

select

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

™

Locking Polycom 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 Polycom Trio.

When the system is locked, you can:

▪ Place outgoing calls to emergency and authorized numbers.

▪ Enter a password to answer incoming calls.

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.

Procedure

1. Navigate to Settings > Basic > Lock Phone.

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

Logging Into and Locking the System

3. Select Lock

.

Unlock the Phone

Your system administrator provides you with a user password that you can use to unlock Polycom Trio
systems.

Procedure

1. Select Unlock.

2. Enter your user password, or guest PIN if signed in as a guest on a host phone, and select
Unlock.

Change Your User Password

You can change your user password at any time from the Advanced settings menu on Polycom Trio.

The Advanced settings menu requires a password to access the menu options. Ask your system
administrator for the password if you cannot access 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

• Redial a Number

• Answering Audio Calls

▪ 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 Polycom 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

You can place calls on Polycom Trio 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 Polycom 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 .

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Audio Calls

Place an International Call

You can place calls to international phone numbers on Polycom Trio.

Procedure

1. On the dial pad, 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.

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 Polycom 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 Polycom Trio as your audio source..

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Audio Calls

Calling Contacts from the 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

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

3. Select your contact.

4. In the Details

and select a directory.

screen, tap

next to the number you want to call.

Place a Call from a Locked Phone

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

Procedure

1. Select New Call.

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

.

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.

Check with your system administrator to find out if this feature is available on your phone.

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Audio Calls

Place an Intercom Call

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

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

select Intercom
answer before speaking your 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. After the call is answered, speak your message then select Hang Up.

. If your phone is set up this way, select Intercom and wait for your contact to

Place an Intercom Call During a Call

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

Procedure

1. Select Hold >

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

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

5. Select Resume.

Intercom

.

Redial a Number

Polycom Trio automatically keep a record of all calls placed. You can recall the last contact you called
using Redial, if enabled by your system administrator.

Procedure

1. Do one of the following:

• Select Redial

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

on the Home screen.

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Audio Calls

Answering Audio Calls

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

Answer an Incoming Call

When you receive an incoming call, the phone 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.

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.

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Audio Calls

Answer Calls Automatically

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

When enabled, the phone automatically answers all incoming calls using the speakerphone. Your system
administrator sets how many times the phone 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

answered calls.

5. Select Video Mute

6. Select Save.

.

Yes (the default setting) to mute the microphone for auto-

and select Yes to mute the video when video calls are auto-answered.

Answer a Call on a Locked Phone

When you set up your phone to accept incoming calls when it is locked, you can answer the 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.

Answer an Intercom Call

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

If the phone 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.

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.

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Procedure

1. In the Incoming Call screen, select Decline.

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.

Audio Calls

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 on Polycom Trio.

Procedure

1. During an active call, select Hold.

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

The Resume icon is displayed.

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:

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Audio Calls

• 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 on Polycom Trio.

When you choose a default transfer type, the phone 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

The selected transfer type is used for all calls.

and choose a transfer type.

Transfer a Call

How you transfer a call on Polycom 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.

Transfer a Call using Consultative Transfer

How you transfer a call using Consultative Transfer varies depending on the default transfer type set on
the Polycom 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
contact.

after speaking with the

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Audio Calls

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,

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

tap

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.

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

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. When you
select Always as your forwarding option, the Forwarding icon is displayed on the line.

or navigate to

Settings > Features > Forward.

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Disable Call Forwarding

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

Procedure

Audio Calls

1. Navigate to Settings > Features >

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

Forward

.

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 phone is idle, the DND icon is displayed next to your phone line.

• When your administrator enables hybrid line registration on the phone, you can choose All to
enable DND on all the registered lines.

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

Note: When you set your presence status to Do Not Disturb, as well as enable DND for your phone, a

message stating that your status is set to Do Not Disturb scrolls under the time display, and the
DND icon does not display in the status bar.

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.

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.

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Audio Calls

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.

Mute the Microphones

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

Procedure

1. Do one of the following:

▪ Tap Mute.

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▪ 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

1. Do one of the following:

▪ Tap Unmute.

▪ Tap the Mute key on the system.

▪ Tap the Mute key on the microphone.

Audio Calls

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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 Polycom Trio system and 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.

2. After the contact answers, tap Add

.

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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.

Conference Calls

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.

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.

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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.

.

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™

Video Calls on Polycom Trio

Topics:

• Tips for Video Calls

• Video Call Settings

▪ Place a Video Call

• Stop Sending Video

▪ Start Video During an Audio Call

▪ Adjust the Camera Position During a Call

▪ Switch Between Video and Content during Video Calls

▪ Handling a Mixture of Audio and Video Calls

▪ Camera Presets on Polycom Trio

When the Polycom Trio Visual+ content and video accessory is paired with the Polycom Trio 8500 or
8800 system, you can send video to your contacts with a connected USB camera and view video from
contacts on a connected monitor. Polycom Trio systems support the following USB cameras:

▪ Polycom® EagleEye™ IV USB Camera (Polycom Trio 8800 only)

▪ Logitech Webcam c930e

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

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.

Video Call Settings

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

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Video Calls on Polycom Trio

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

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

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

2. From the Call Rate

screen, select the maximum call rate you want to use for video calls.

> Call Rate

.

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

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

> Video

.

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.

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Video Calls on Polycom Trio

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 >

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

3. Select Save

.

Basic > Video

.

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.

.

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 phone is set up to receive far-side video, the far-end

video always displays.

Procedure

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

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Video Calls on Polycom Trio

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.

Adjust the Camera Position During a Call

You can control the camera position during or before a video call when a Polycom EagleEye IV USB
camera is connected to a Polycom Trio Visual+ accessory paired with the Polycom Trio 8800 system.

Procedure

™

1. Do one of the following:

▪ During a call, select Camera.

▪ Tap and select Camera.

2. Select Near to adjust your camera or

3. Do one of the following:

▪ Use the onscreen arrows to adjust the camera position.

▪ Drag your finger across the onscreen video stream to adjust the camera position.

▪ Tap the plus sign to zoom the camera in or tap the minus sign to zoom the camera out.

▪ Move the slider to zoom the camera in or out.

Far to adjust a call participant’s camera.

Switch Between Video and Content during Video Calls

By default, when you or a video participant starts sharing content during a video call on Polycom 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.

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Video Calls on Polycom Trio

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 Polycom 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.

Camera Presets on Polycom Trio

You can store and modify camera presets on the Polycom Trio 8800 system when an EagleEye IV USB
camera is connected to a paired Polycom Trio Visual+ accessory.

Camera presets are stored camera positions that you can create before or during a call. Presets enable
you to quickly point a camera at pre-defined locations in a room and persist until you change them. The
system uses preset 0 as the default camera position for all preset camera positions. This default camera
position is zoomed out, panned straight ahead with horizontal tilt.

™

If your system camera supports pan, tilt, and zoom movement, you can create up to 10 preset camera
positions for the near-end camera. Each preset stores the following information:

▪ Camera number

▪ Camera zoom level

▪ Camera direction

Store Camera Presets

You can store camera presets during a call or when the system is idle on Polycom Trio 8800 with a
EagleEye IV USB camera.

Procedure

1. Do one of the following:

▪ During a call, select Camera.

▪ Tap and select Camera.

▪ On the Home screen, select Camera.

2. Adjust the camera to your desired position and zoom level.

3. Select Presets.

The available and stored preset positions display.

4. Press and hold a preset position numbered 0 to 9.

The new position displays immediately.

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Video Calls on Polycom Trio

Rename Stored Camera Presets

By default, presets are named in the order they are set, starting with "Preset 1". You can rename stored
presets with a name that identifies the camera position or zoom level.

Procedure

™

1. Navigate to Settings > Basic >

Video

.

2. Select Camera Settings.

3. Select Presets

.

The available and stored preset positions display.

4. Select .

5. Select a preset and edit the name of the preset.

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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

You can connect a USB flash drive to a Polycom Trio system and 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.

For a list of supported USB flash drives to record phone audio, see Technical Bulletin 38084: Supported
USB Devices on Polycom Support.

Note: If your phone does not detect the USB device when you insert it into the USB port, the USB port

on your phone may be disabled. Contact your system administrator for assistance using the USB
port.

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.

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Recording Audio Calls

Record a Call

You can record all active audio calls on the phone.

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.

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 is 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. Removing the USB flash drive while recording can also
damage the flash drive.

Procedure

1. Do one of the following:

• Select and select Stop Recording.

• Select Hang Up.

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Recording Audio Calls

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

Browse Recorded Calls

You can browse recorded files stored on the USB drive connected to supported Polycom 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 connected to supported Polycom Trio.

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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.

© 2019 Smart Choice Communications, LLC

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 phone, 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.

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Recording Audio Calls

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.

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

A list of recordings display.

2. Select a recording.

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

> Removable Storage Media > Browse Recordings

Delete a Recording

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

Procedure

1. Navigate to Settings > Features > Removable Storage Media

A list of recordings display.

2. Select a recording.

3. Select Delete.

> Browse Recordings

.

.

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© 2019 Smart Choice Communications, LLC

Sharing Content on Polycom Trio

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 Polycom Trio Visual+ is connected to a TV monitor and paired with a Polycom Trio 8500 or 8800
system, 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

• Apple® AirPlay

• Google Miracast

®

®

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 Polycom 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 Polycom Trio 8800 system. If your device is on a different network than the Polycom Trio 8800
system, you can connect to Polycom Trio 8800 with AirPlay using Bluetooth, but the network that the
Apple device is on must be able to communicate with the Polycom Trio network. Contact your system
administrator for additional help connecting with Polycom Trio 8800 using AirPlay.

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

• iPhone

®

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Sharing Content on Polycom Trio

• iPad

• iPad Pro

• MacBook Pro

• Any other devices that support AirPlay

Sharing content with Polycom 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 Polycom 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 Polycom 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 system
will be scaled to either 720p or 1080p.

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

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© 2019 Smart Choice Communications, LLC

Sharing Content on Polycom Trio

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
folder.

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

and click the People+Content IP

2. Enter the IP address or host name of the Polycom Trio 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 Polycom Trio to the USB port on your computer.

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

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

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Sharing Content on Polycom Trio

• 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 .

Smart Choice Communications | [phone] | www.smartchoiceus.com | [e-mail]

© 2019 Smart Choice Communications, LLC

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 Polycom Trio or on the monitor connected to Polycom Trio Visual+ when paired with a
Polycom Trio system.

Open the Calendar

You can access the calendar on Polycom 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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© 2019 Smart Choice Communications, LLC

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 an alert tone
plays

5 minutes and 1 minute

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.

before a meeting starts.

The following options are available for meeting reminders:

• Silent—The meeting reminder 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.

Using the Calendar

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.

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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© 2019 Smart Choice Communications, LLC

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

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

on the meeting reminder and select More Actions.

Smart Choice Communications | [phone] | www.smartchoiceus.com | [e-mail]

© 2019 Smart Choice Communications, LLC

Call Lists and Directories

Topics:

• Recent Calls

▪ Local Directory

▪ Local Directory Favorites

• Corporate Directory

• Searching the BroadSoft Directory

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

Note: The phone 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 Polycom 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.

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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© 2019 Smart Choice Communications, LLC

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.

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. Select Yes to delete the contact.

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© 2019 Smart Choice Communications, LLC

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 phone so that you can access a Corporate Directory, which
lists contacts and groups within your company.

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

Note: You may need to enter your user credentials to access the directory for the first time, if set by

your system administrator.

Search the Corporate Directory

You can search for contacts in the Corporate Directory using either their first name or last name.

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Call Lists and Directories

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.

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.

Optionally, use a prerequisite.

Procedure

1. Navigate to Contacts > Corporate Directory.

2. In the Corporate Directory

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.

, select AdvFind.

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.

.

Searching the BroadSoft Directory

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

After the system 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.

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© 2019 Smart Choice Communications, LLC

Call Lists and Directories

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 of their name. A maximum of 50 contacts are available for viewing at one time.

Procedure

1. Navigate to Contacts

A default list of contacts is displayed.

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

> BroadSoft Directory

.

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 Contacts > BroadSoft Directory.

A default list of contacts is displayed.

2. Select

3. On the

contact number.

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

5. Choose your contact.

A contact details screen is displayed.

Advanced Search in the BroadSoft Directory.

Advanced Search screen, choose to search for a contact by first name, last name, or a

Add BroadSoft Contacts to the Local Directory

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

The first and 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.

Polycom, Inc. 56

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 available on the phone, 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 phone, contact your system administrator or service provider.

Procedure

1. Navigate to Settings > Features > Voicemail

2. Select a line.

3. Select Connect and follow the voicemail prompts.

> Message Center

.

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

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 phones 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 phones receive Priority broadcasts
unless Do Not Disturb is enabled.

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© 2019 Smart Choice Communications, LLC

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
phone 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 phone 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 phone 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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© 2019 Smart Choice Communications, LLC

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 Polycom Trio 8500 or Polycom
Trio 8800 system. You can also connect Bluetooth-enabled devices to Polycom Trio 8800 systems using
Near Field Communication (NFC) .

When you connect a device to the phone, 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 Polycom 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.

Make the System Visible to Nearby Bluetooth Devices

Before you connect a Bluetooth device to a Polycom Trio system or NFC device to a Polycom 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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© 2019 Smart Choice Communications, LLC

Connecting Bluetooth and USB Devices

Connect a Bluetooth Device

You can connect a Bluetooth-capable mobile phone or tablet to a Polycom 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 Polycom 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 Polycom 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 phone.

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

Play Audio from a Bluetooth Device

You can use a Polycom 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 Polycom 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 Polycom 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 Polycom Trio system. While connected, the call volume is
synchronized on both devices.

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© 2019 Smart Choice Communications, LLC

Connecting Bluetooth and USB Devices

Minimum Hardware and Software Laptop Requirements

Before you connect your laptop to a Polycom 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 Polycom 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 phone.

Setting Polycom Trio as Your Audio Device

In order to use a PolycomTrio 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 Polycom 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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© 2019 Smart Choice Communications, LLC

Connecting Bluetooth and USB Devices

Set the System as Your Audio Device in RealPresence Desktop

When your laptop is connected to a Polycom 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

3. For Audio output device (speakers)

4. Click OK.

, click Polycom Trio from the drop-down list.

Polycom Trio from the drop-down list.

Set the System as Your Audio Device for Skype for Business

When your laptop is connected to a Polycom 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 Polycom 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 Polycom 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 Polycom Trio

4. Click OK.

Any audio from music or videos plays on the system.

and click Set as Default Device.

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Polycom 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 phone, 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 available on Polycom Trio can be enabled or customized from the Basic settings
menu. However, if your system administrator has set up the phone 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 on Polycom Trio. When the phone 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.

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

• Select Clock Date

• Select Clock Time to change the time format.

• 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.

and select one of the following:

to change the date format.

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© 2019 Smart Choice Communications, LLC

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.

Polycom Trio™ Settings

2. Select Time & Date

and select Disable.

Set the Language

Polycom phones support several languages that you can choose to display on the phone.

Check with your system administrator to find out exactly which languages are supported on your phone.

Procedure

1. Navigate to Settings > Basic >

2. Select Language and select a language.

The language on the phone updates immediately.

Preferences

.

Backlight Intensity and Timeout

You can change settings for the following backlight components:

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

• Backlight Timeout—The number of seconds the phone 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.

Set the Backlight Intensity

You can change the Backlight On intensity and the Backlight Idle intensity separately. You can also
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.

Procedure

1. Navigate to Settings > Basic.

2. Select Backlight Intensity > Backlight On Intensity.

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

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© 2019 Smart Choice Communications, LLC

Polycom Trio™ Settings

4. From the Backlight Intensity

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

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

7. Select Up

intensity.

or Down, or drag your finger along the slider to increase or decrease the maximum

screen, select Backlight Idle Intensity.

Set the Backlight Timeout

The backlight automatically turns on with any phone activity. By setting the Backlight Timeout, you can
determine how long the phone should be idle before the backlight dims to its Backlight Idle intensity. By
default, the backlight dims after the phone 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 phone automatically formats phone numbers based on the amount of numbers entered.
For example, 17235439078 is reformatted as [phone].

Procedure

1. Navigate to Settings > Basic

2. Select Number Formatting

3. Select Enable or Disable.

> Preferences

.

.

Power-Saving Mode

By default, Polycom phones are 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 phone 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 power­saving mode is activated, the phone 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:

• 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.

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© 2019 Smart Choice Communications, LLC

Polycom Trio™ Settings

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

idle time to conserve energy. However, Polycom Trio systems do not enter power-saving mode
while idle in the Bluetooth or Wi-Fi (Polycom Trio 8800 only) menus. To ensure the system enters
power-saving mode, exit the Bluetooth or Wi-Fi menu using the Home or Back key.

Change Your Office Hours for Power-Saving Mode

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

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

7. Select Save.

screen, select Duration.

Change Idle Timeouts for Power-Saving Mode

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.

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.

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© 2019 Smart Choice Communications, LLC

Polycom Trio™ Settings

6. Select Save.

Control Where Audio Plays

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

Procedure

1. Navigate to Settings > Basic

2. Select Audio Output and choose an output option.

> Preferences

.

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

2. Select Ring Type.

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

4. Select Play to hear the ringtone.

> Preferences

.

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© 2019 Smart Choice Communications, LLC

™

Maintaining Polycom Trio

Topics:

• Investigate Warnings

• Restart Your Phone

• Update the Phone's Configuration

• Test the Hardware

• Clean the Touchscreen

When the phone 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 phone 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 Your Phone

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

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

malfunctioning, you may be able to restore normal operation without restarting it. Additionally,
your system administrator may want to troubleshoot the phone before you restart it. You do
not need to restart the phone 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 Polycom Trio

Update the Phone's Configuration

Your system administrator may ask you to update the configuration for your phone 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 phone may restart, depending on which settings have changed.

.

Test the Hardware

If your phone is having any issues, your system administrator may ask you to access a diagnostics menu
on the phone to test its hardware.

You can test the display, microphones, and speaker. Contact your system administrator for instructions
on how to perform these tests.

Procedure

1. Navigate to Settings > Status

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

• Audio Diagnostics

• Display Diagnostics

• Touch Screen Diagnostics

> 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 phone functions while you wipe the
touchscreen.

Procedure

1. Navigate to Settings > Basic.

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.

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© 2019 Smart Choice Communications, LLC

Maintaining Polycom Trio

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. Additionally, do not use chemicals to clean the
touchscreen.

™

Smart Choice Communications | [phone] | www.smartchoiceus.com | [e-mail]

© 2019 Smart Choice Communications, LLC

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 hearing, vision, or mobility-impaired
users.

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 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. Additionally, the phones provide acoustic
coupled TTY support.

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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 hear audio on the device without

having to use headset.

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.

Illuminated feature keys Many feature keys are illuminated when activated so you're

alerted when a feature is enabled.

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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Troubleshooting

Topics:

• Check the Status of Polycom Trio Visual+

• Check the Status of the Calendar

• Tips for Resolving Content Sharing Issues

• Tips for Resolving Camera Issues

• Set Log Levels

If you are having issues with your Polycom phone, you can try the troubleshooting options and solutions
in the following topics to resolve certain issues.

Check the Status of Polycom 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 Polycom Trio Visual+ and make sure the accessory is on and paired with the Polycom Trio
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.

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 the phone is not connected to the Microsoft Exchange Server.

Procedure

1. Navigate to Settings > Status

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.

> Calendar

.

.

Tips for Resolving Content Sharing Issues

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

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

• Contact your system administrator for additional help.

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© 2019 Smart Choice Communications, LLC

Troubleshooting

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 Polycom Trio Visual+ accessory is paired and connected with the Polycom Trio
system.

• Disconnect the USB camera from the Polycom Trio Visual+ 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.

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

2. Choose a log level.

> Diagnostic Logs > Server Log Level

.

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© 2019 Smart Choice Communications, LLC