Polycom Trio 8800 System User's Manual

Version

Written/Reviewed By

Date

0.1

Ronan Dunphy

15th March 2019

0.2

Ronan Dunphy

28th March 2019

Polycom Trio 8800 Room

Conference System User Guide

Contents

Quick Tips for the Polycom Trio 8800 Room Conference System .......................................................... 2

Overview ................................................................................................................................................. 3

Polycom Trio 8800 Conference Phone .................................................................................................... 3

Polycom Trio 8800 Home Screen ............................................................................................................ 4

Audio Calling on the Polycom Trio 8800 ................................................................................................. 6

Placing a call using “Dial A Number”................................................................................................... 6

Placing a call using “Redial” ................................................................................................................ 7

Placing a call using “Recent Calls” ....................................................................................................... 7

Placing a call using “Favourites” ......................................................................................................... 8

Placing a call using “Contacts” ............................................................................................................ 9

Active Call Management ....................................................................................................................... 11

Answering an Incoming call .............................................................................................................. 11

Ending an Active call ......................................................................................................................... 11

Placing a call on Hold ........................................................................................................................ 12

Transferring an Active call................................................................................................................. 12

Using a Screen with the Polycom Trio 8800 ......................................................................................... 13

Video Calling on the Polycom Trio 8800 ........................................................................................... 14

Presenting to the Screen outside of a Call ........................................................................................ 15

Presenting to the Screen without Skype for Business ...................................................................... 17

Conference Call Functionality ............................................................................................................... 18

Setting up an Ad Hoc Conference Call .............................................................................................. 18

Managing Users in a Conference Call ............................................................................................... 20

Adding a Meeting Room to an Active Call ........................................................................................ 22

Creating a Scheduled Conference Call

Joining a Scheduled Conference Call ................................................................................................ 31

Presenting in a Conference Call ........................................................................................................ 32

.............................................................................................. 23

1

Quick Tips for the Polycom Trio 8800 Room Conference System

Please find more information about Polycom Devices and Skype for Business at www.dit.ie/aadlt/ictservices/staffitservices/telephony/unifiedcommunications/

To Mute the Microphone

» Press Mute on the screen or press the Mute
keys located at the corners of the phone.

To Adjust the Volume or Ringtone

» Press the Volume up + or Volume down –
buttons beside the phone screen.

To Answer an Incoming Call

» To answer an incoming video or audio call
press the “Answer” button.

To End an Active Call

» To end an active call press the “Hang Up”
button.

To Place a Call on Hold

» To place an active call on hold press the
“Hold” button.
» To take a call off hold press the “Resume”
button.

To Transfer an Active call

» To transfer an active call press the “Transfer”
button.
» Type the number you wish to transfer to and
press the “Dial” button. Alternatively select the
user from the contacts directory. The call will
then transfer automatically.

To Dial A Number

» Press the “Dial A Number” button.
» Enter the phone number using the keypad.
Note: This can be a full external phone number
or a 4 digit internal extension.
» Once the number is entered press the “Dial”
button, alternatively the number will dial
automatically after you stop typing.
» To stop calling press the “Hang Up” button.

To Call a TU Dublin City Campus Contact

» To search for a user in TU Dublin City Campus
press the “Contacts” button.
» Press the “Search Contacts” box.
» Type the name of the user you are searching
for. All matching contacts will automatically
appear.
» Press on the contact to show options.
» Press the “Dial” button to place a call.
» To view more information about the user
press the “View” button.

To Join a Scheduled Conference Call

» To join a Scheduled Conference Call press the
“Meetings” button.
» A list of Scheduled Conference Calls will
appear. Press the meeting you wish to view
information for.
» Click the “Join” button to join the meeting.

2

To Start an Ad Hoc Conference Call

» To start an Ad Hoc conference call press the
“Meet Now” button.
» To add users to the call click the “Add” button.
» Type the number you wish to add to the
conference call and press the “Dial” button.
» Alternatively you can select a user to add to
the conference call using the contacts or recent
calls list.
» Any joined participants will be listed on the
phone screen.

To Stop Video on an Active Call

» On the active call screen press the “Stop My
Video” button.

To Present in a Meeting Room

» On the device you wish to present from,
search for the Meeting Room account in the
Skype directory.
» Right click on the Meeting Room and select
“Send an IM”.
» On the IM window press the “Present” icon
and select the desktop or program you wish to
present and press the “Present” button.
» On the conference phone screen press the
“Accept” button to allow the content to be
displayed on the screen.

Overview

TU Dublin City Campus utilises the Polycom Trio 8800 Room Conference System in conjunction with
Microsoft’s Skype for Business for audio and video conference facilities in its meeting rooms. This
document outlines the various features and procedures for using the Polycom Trio 8800.

Polycom Trio 8800 Conference Phone

1. Touchscreen. Select items and navigate menus on the touch-sensitive screen.

2. NFC. (Near Field Communication) Enables easy connection to Bluetooth-capable mobile

phone or tablet.

3. USB Port. Enables connection to USB flash drive or connection to a computer via USB cable.

4. Device Port. Connects to a mobile or tablet device using a USB device cord.

5. Speaker and Microphones. Provides audio for the ringer and speakerphone and sends your

audio to the far-end.

6. Mute Key. Mute the microphones during calls and conferences. The key glows red when

activated.

7. Volume Keys. Adjusts the volume of the audio from the speakerphone and ringer.

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Polycom Trio 8800 Home Screen

1. Quick Access Menu. This menu can be used to access phone features at any stage.

2. Phone Number. This is the direct dial phone number or DDI associated with the conference

phone.

3. Date and Time. Displays the current date and time.

4. Dial A Number. Used to initiate and audio call, either to a 4 digit internal extension or an

external phone number.

5. Meetings. Displays a list of scheduled meetings. Scheduled Skype for Business meetings can

be joined from the Meetings app.

6. Present. Provides information on how to present documents or desktops from a computer

to the Polycom Trio 8800 video display.

7. Meet Now. Used to initiate an Ad Hoc Skype Meeting.

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8. Contacts. Contacts can be used to search for TU Dublin City Campus staff in the Skype for

Business directory.

9. Recent Calls. Provides a list of recently placed and received calls.

10. Favourites. A list of other Conference Room systems in TU Dublin City Campus allowing

quick dialling by clicking the relevant contact.

11. Back. Press the back arrow to return to the previous screen.

12. Home. Pressing the key will return to the Home screen.

5

Audio Calling on the Polycom Trio 8800

Placing a call using “Dial A Number”

Step 1: Press the “Dial A Number” button.

Step 2: Enter the phone number using the

keypad. Note: This can be a full external DDI
or a 4 digit internal extension.

Step 3: Once the number is entered press the
“Dial” button, alternatively the number will
dial automatically after key input stops.

Step 4: The call will begin ringing. To stop
calling press the “Hang Up” button.

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Placing a call using “Redial”

Step 1: The “Redial” option will appear on the
Home Screen once a call has been placed
using the phone.

Step 2: To place a call to the last dialled
number simply press the “Redial” button.

Placing a call using “Recent Calls”

Step 1: Press the “Recent Calls” button.

Step 2: Press the contact or number on the

list you wish to call.

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Step 3: To view more information about
contacts in the “Recent Calls” list press the “i”
button beside the contact.

Step 4: To call the contact press the “Dial”
button.

Placing a call using “Favourites”

Step 1: Scroll left or right on the Favourite
contacts list by pressing the arrows.

Step 2: Once you have found the correct
favourite contact press the icon to dial the
number.

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Placing a call using “Contacts”

Step 1: To search for a user in TU Dublin City
Campus press the “Contacts” button.

Step 2: Press the “Search Contacts” box.

Step 3: Type the name of the user you are

searching for. All matching contacts will
automatically appear.

Step 4: Press the down arrow or on the
contact to show the available options.

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Step 5: Press the “Dial” button to place a call
to the user.

Step 6: To view more information about the
user press the “View” button.

Step 7: If the user is using Skype for Business
you will have the option to place a “Skype”
call, call the users direct dial number or call
their voicemail directly.

Step 8: If the user is not using Skype for
Business all options may not appear.

10

Active Call Management

Answering an Incoming call

Step 1: To answer an incoming video or audio call press the “Answer” button.

Ending an Active call

Step 1: To end an active call press the “Hang Up” button.

11

Placing a call on Hold

Step 1: To place an active call on hold press
the “Hold” button.

Step 2: To take a call off hold press the
“Resume” button.

Transferring an Active call

Step 1: To transfer an active call press the
“Transfer” button.

Step 2: Type the number you wish to transfer
to and press the dial button. Alternatively
select the user from the contacts directory.
The call will then transfer automatically.

12

Using a Screen with the Polycom Trio 8800

When using the Polycom Trio 8800 to display video or content as part of a Skype call or for
presentation purposes the meeting room display must be switched on the and the correct video
input selected.

Step 1: To power on the display press the
“On” button on the Extron unit. Note: Not all
meeting rooms may have an Extron unit.

Step 3: If using the video camera attached to
the Polycom Trio 8800 confirm that the
privacy cover is open.

Step 2: On the display powers on press the
“AUX VIDEO” button located on the Extron
unit.

Step 4: The Polycom Trio 8800 screen should
now be visible on the meeting room display.
Note: The video camera is disabled by default.
To enable video before a call press the Quick
Access Menu button on the phone screen and
press “Start My Video”.

13

Video Calling on the Polycom Trio 8800

When placing a call using one of the methods highlighted in the previous section video will not be
automatically activated. If the end user device is capable of receiving video i.e. a computer, laptop or
mobile device running Skype for Business or the Skype for Business Web App the following process
can be used to enable video during an active call.

Step 1: If you wish to start sending video press
the “Start My Video” button.

Step 2: if you wish to stop sending video press
the “Stop My Video” button.

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Presenting to the Screen outside of a Call

The Polycom Trio 8800 can be used to display a computer application, document or desktop to the
display in a meeting room from a TU Dublin City Campus computer through the Skype for Business
client without the need for initiating a conference call. Pressing the “Present” button the Home
screen of the Polycom Trio 8800 will tell a user how to present using this method.

Step 1: On the device you wish to present
from search for the Meeting Room account in
the Skype directory.

Step 2: Right click on the Meeting Room and
select “Send an IM”.

Step 3: On the IM windows press the
“Present” icon.

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Step 4: From the pop up menu select the
option you would like to present.

Step 6: If you select “Present Programs”
highlight the application you would like to
display and press “Present”.

Step 5: If you select “Present Desktop”
highlight the desktop you would like to display
and press “Present”.

Step 7: On the conference phone screen press
the “Accept” button to allow the content to
be displayed on the screen.

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Presenting to the Screen without Skype for Business

The Polycom Trio 8800 can also be used to share a computer desktop to the display in a meeting
room from a computer that does not have Skype for Business installed. This can be done using a
micro USB cable and the following procedure.

Step 1: Connect the Polycom Trio 8800 to a
laptop or computer using the micro USB port
located on the left hand side of the phone and
a USB port on the computer.

Step 2: The Polycom Trio 8800 will be
automatically installed as a device on the
computer. Open File Explorer and double click
on the newly installed “People + Content IP”
drive.

Step 3: If running Windows double click on
the “People + Content IP.exe” application. If
accessing on a MAC the “MAC People +
Content IP.app” can be used.

Step 4: The Polycom People + Content IP
application will open. To begin displaying the
computer desktop on the meeting room
display press the “Play” button.

Step 5: To stop displaying content press the
“Stop” button on the People + Content IP
application. Once finished safely eject the
Polycom Trio 8800 from USB devices on the
computer and then remove the cable.

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Conference Call Functionality

There are two main methods of using the Polycom Trio 8800 for Conference Calling. These are 1. Ad
Hoc Conference Calls and 2. Scheduled Conference Calls.

Setting up an Ad Hoc Conference Call

An Ad Hoc Conference Call can be initiated from the Polycom Trio 8800 immediately and does not
require invitations and meeting requests to be sent to users. The following procedure can be used to
start an Ad Hoc Conference Call.

Step 1: To start an Ad Hoc conference call
press the “Meet Now” button.

Step 2: To add users to the conference click
the “Add” button.

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Step 3: Type the number you wish to add to
the conference call and press the “Dial”
button.

Step 4: Alternatively you can select a user to
add to the conference call using the contacts
or recent calls list.

Step 5: If you do not want to add a user you
can return to the call by pressing the “Back to
Call” banner.

Step 6: Any participants will be listed on the
active conference call screen.

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Managing Users in a Conference Call

Step 1: To mute all participants in a
conference call press the “Mute All” button.

Step 2: To manage an individual participant
press the three dot icon to the right of the
participant’s name.

Step 3: To mute the selected participant press
the “Mute” button.

Step 4: To remove presentation privileges
from a participant press the “Make Attendee”
button.

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Step 5: To remove a participant form the
conference call press the “Remove” button.

Step 6: To end the conference call press the
“Hang Up” button.

21

Adding a Meeting Room to an Active Call

Step 1: If a call has already been initiated a
Meeting Room can be added during the call.
In the active call window press the “Add
Participant” button.

Step 2: Enter the name of the room you wish
to add to the call in the search box. Double
click the name once located.

Step 3: The meeting room will be added to
the conference call.

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Creating a Scheduled Conference Call

The following procedure outlines the process for organizing a video conference call in advance of the
scheduled meeting time. This process can be used to include both internal and external participants.

Step 1: Open a Web browser and go to

https://myapps.microsoft.com

Step 3: Enter Staff No and the associated
password, then press “Login”.

Step 2: Enter [e-mail]

Step 4: Once logged in to Office 365 press on

the “Calendar” icon.

and press “Next”.

23

Step 5: To create a new meeting request click on the “New” button.

Step 6: Add a Title, a Start Date and Time, an End Date and Time and any additional information

required to the meeting request.

24

Step 7: Click the “Add Skype Meeting” button to include Skype for Business meeting details.

Step 8: Click on the “Add a location or a room” box, and press the “Add Room” button to show a list

of available meeting rooms.

25

Step 9: Select the meeting room you wish to include in the meeting request.

Step 10: Once all fields have been completed press the “Send” button.

26

Step 11: The meeting will be added to the calendar in Outlook Online. Click on the meeting request
and click edit.

Step 11: Confirm the required meeting room has accepted the meeting request.

27

Step 12: As TU Dublin City Campus currently uses Gmail for email\calendar functionality the Outlook
Online meeting request will need to be sent to attendees using your current Gmail account. From
the open meeting request in Outlook Online copy the Skype meeting information.

Step 13: Open a new message in Gmail and paste in the Skype meeting information. Send this email
to all required attendees specifying the date, time and any additional information regarding the
meeting. Note: A separate Gmail meeting request will be required if an entry in the Gmail calendar is
required, this will not be added automatically.

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Step 14: To join the Skype Meeting at the required time an attendee can click on the “Join online
meeting” link in their email. If the attendee has Skype for Business installed they can click on the
“Join with Skype for Business (desktop)”. The meeting will then open in the Skype for Business client.

Step 15: If the attendee does not have the Skype for Business client (e.g. a non TU Dublin user) they
can join the meeting by clicking the “Join with the Skype Meetings App (web)” link.

29

Step 16: Once the Skype Meetings App has been downloaded and installed press the “Open Skype
Meetings App” to begin the meeting.

Step 16: Enter an attendee name and press “Join” to join the meeting.

30

Joining a Scheduled Conference Call

Step 1: To join a Scheduled Conference Call
press the “Meetings” button.

Step 2: A list of Scheduled Conference Calls
will appear. Click the “Join” button to join the
required call.

Step 3: To view the Scheduled Conference Call
details before joining press on the meeting
icon.

Note: Scheduled Conference Call notifications
will appear on the Home Screen 5 minutes
and 1 minute before the call is due to start.
The notification has a “Join” button that can
be used to join the conference call.

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Presenting in a Conference Call

Step 1: If a Participant wishes to present a
document, application or desktop from their
computer in a Conference Call they can share
this using the Skype for Business Client.

Step 3: If you select “Present Desktop”
highlight the desktop you would like to display
and press “Present”.

Step 2: Pressing the “Present” button will
show pop up menu with different
presentation options.

Step 4: If you select “Present Programs”
highlight the application you would like to
display and press “Present”.

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