Polycom RealPresence Trio 8500 User manual

Horizon
Polycom RealPresence Trio 8500 Full User Guide

Horizon
|Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
Page 3of 33
Version Date Description
1.0
24/10/18
Document created

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
Page 5of 33
Contents
Contents ........................................................................................................................................... 5
Introduction ................................................................................................................................... 9
How to set up the Polycom Trio 8500............................................................................................. 10
Phone Keys and Hardware......................................................................................................... 10
Trio 8500 Hardware Features and descriptions ......................................................................... 11
Phone Icons and Status Indicators................................................................................................ 12
Calls Actions ............................................................................................................................... 13
Place a Call ............................................................................................................................. 13
Place an International Call ...................................................................................................... 14
Place a Call from Recent Calls................................................................................................ 14
Call a Favourite ....................................................................................................................... 14
Place a Call over Bluetooth ..................................................................................................... 14
Call a Contact from a Directory ............................................................................................... 15
Call a Contact from a Directory Search...................................................................................15
Place a Call from a Locked Phone .......................................................................................... 15
Placing Intercom Calls............................................................................................................. 16
Answering Audio Calls................................................................................................................ 16
Answer an Incoming Call......................................................................................................... 16
Answer a Call When in a Call.................................................................................................. 17
Answer Calls Automatically ..................................................................................................... 17
Answer a Call on a Locked Phone .......................................................................................... 17
Answer an Intercom Call ......................................................................................................... 18
Decline an Incoming Call......................................................................................................... 18
End an Audio Call.................................................................................................................... 18
Holding and Resuming Calls ...................................................................................................... 18
Hold a Call ............................................................................................................................... 19
Resume a Call ......................................................................................................................... 19
Transferring Calls ....................................................................................................................... 19
Choose a Default Transfer Type ............................................................................................. 19
Transfer a Call ......................................................................................................................... 20
Transfer a Call using Consultative Transfer............................................................................ 20
Cancel a Transfer .................................................................................................................... 20

Page 6of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
Forwarding Calls .......................................................................... Error! Bookmark not defined.
Forward an Incoming Call to a Contact .................................... Error! Bookmark not defined.
Forward All Incoming Calls to a Contact................................... Error! Bookmark not defined.
Disable Call Forwarding............................................................ Error! Bookmark not defined.
Rejecting Calls with Do Not Disturb ........................................................................................... 21
Enable Do Not Disturb ............................................................................................................ 21
Disable Do Not Disturb ........................................................................................................... 21
Managing Multiple Calls ............................................................................................................. 21
Manage a Call from the Calls Screen ..................................................................................... 22
Mute the Microphones ............................................................................................................ 22
Unmute the Microphone.......................................................................................................... 23
Conference Calls............................................................................................................................ 24
Initiating Conference Call........................................................................................................ 24
Initiate a Conference Call ....................................................................................................... 24
Merge Calls into a Conference Call ........................................................................................ 24
Add Participants to a Conference Call.................................................................................... 24
End a Conference Call............................................................................................................ 25
Hold a Conference Call........................................................................................................... 25
Resume a Conference Call..................................................................................................... 25
Mute a Conference Participant ................................................. Error! Bookmark not defined.
Call Lists and Directories ............................................................................................................... 26
View Recent Calls................................................................................................................... 26
Edit a Recent Call Entry.......................................................................................................... 26
Save a Recent Contact ........................................................................................................... 26
Delete a Recent Call Entry ..................................................................................................... 26
Corporate Directory.................................................................................................................... 27
Search the Corporate Directory .............................................................................................. 27
Perform an Advanced Search of the Corporate Directory ...................................................... 27
Voicemail and Pages ................................................................................................................. 28
Connecting Bluetooth and USB Devices ....................................................................................... 29
Make the System Visible to Nearby Bluetooth Devices.......................................................... 29
Connect a Bluetooth Device ................................................................................................... 31
Play Audio from a Bluetooth Device ....................................................................................... 31
Connecting a Device using a USB Cable .................................... Error! Bookmark not defined.
Minimum Hardware and Software Laptop Requirements......... Error! Bookmark not defined.
Connect a USB Device or Laptop............................................. Error! Bookmark not defined.

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
Page 7of 33
Setting Polycom Trio as Your Audio Device .............................Error! Bookmark not defined.
Feedback ........................................................................................................................................ 33

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
Page 9of 33
Introduction
Polycom Trio 8500 Guide
This user guide will help you to navigate and use your TRI 8500 phone. It will give you an overview of your
phone, and walk you through tasks so you can successfully use your phone to perform basic and advanced
phone functions.

Page 10 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
How to set up the Polycom Trio 8500
The phone will arrive pre-configured and needs to be connected to the internet & powered up using Power
over Ethernet (PoE) or via AC power supply.
Phone Keys and Hardware
The figure below shows the main phone keys and features.

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
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Trio 8500 Hardware Features and descriptions
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
Volume keys
Adjust the volume of the audio from the
speakerphone and ringer.
3
Mute key
Mutes the microphones during calls and
conferences. The key glows red when activated.
4
Touchscreen
Enables you to select items and navigate menus
on the touch
-sensitive screen.

Page 12 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
Phone Icons and Status Indicators
Outgoing call
Shared line
Held call
Call forwarding enabled
Do Not Disturb enabled
Presence status (Away)
Favorite
Presence status (Do Not Disturb)
Registered line
Phone warning
Unregistered line
Login credentials invalid
Incoming call
Presence status (Available)
Active conference
Presence status (Busy or In a Call)

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
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Placed call
Presence status (Offline)
Calls Actions
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 favourites, or calls to authorised numbers on a locked phone.
Place a Call
On Polycom Trio 8500, 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 Dial .
Received call
Presence status (Offline)
Missed call
New message
Wireless network

Page 14 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
Place an International Call
You can place calls to international phone numbers on Polycom Trio 8500
Procedure
1. On the dial pad, quickly press the star key * twice.
2. A plus sign + is displayed.
3. Enter the phone number with the country code and tap Dial .
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
Do one of the following: .
▪From the Home screen, select Recent Calls .
▪From the Place a Call screen, tap Recent Calls .
1. Select a contact.
The call is placed automatically after you select a contact.
Call a Favourite
Contacts you add as favorites display at the bottom of the Home screen with an avatar. You can place a
call to favourites by selecting a favourite on the Home screen.
Procedure
1. On the Home screen, tap a favourite.
The call is placed to the favourite automatically.
Place a Call over Bluetooth
When a Polycom Trio 8500 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.

Horizon |Polycom RealPresence Trio 8500 Full User Guide
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Page 15 of 33
2. On your device, place a call to a contact and select Polycom Trio 8500 as your audio source..
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 Contacts , and select a directory.
Select a contact.
From the Details screen, tap Call next to the number you want to call.
Call a Contact from a Directory Search
You can search for and call contacts from the Search screen in your directory.
Procedure
1. Select Contacts and select a directory.
2. In the Search field, enter your contact’s name.
3. Results matching your search display automatically.
4. Select a contact.
5. From the Details screen, tap Call 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
authorised 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 Authorised Call screen, select a number and select Dial.

Page 16 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
Placing Intercom Calls
You can place an intercom call from Polycom Trio 8500 to quickly relay a message to a contact.
Procedure
1. Select Intercom.
2. Enter a number or select a contact.
3. Tap Dial .
4. The phone plays a tone and the call is answered automatically on the contact's phone.
5. After the call is answered, speak your message then select Hang Up .
Answering Audio Calls
When you receive an incoming call on Polycom Trio 8500, 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. In the
Incoming Call screen, you can choose to answer or reject the incoming call.
Procedure
Incoming Call screen

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
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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.
Answer Calls Automatically
You can set up Polycom Trio 8500 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 Yes (the default setting) to mute the microphone for autoanswered
calls.
5. Select Video Mute and select Yes to mute the video when video calls are auto-answered.
6. Select Save.
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.
3. The call connects.

Page 18 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
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.
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 .
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.

Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 201
5. All rights reserved. Confidential.
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Hold a Call
You can place any active call on hold on Polycom Trio 8500
Procedure
1. During an active call, select Hold .
2. If you're in the Calls screen, select the call first.
3. 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:
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 8500.
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 and choose a transfer type.
3. The selected transfer type is used for all calls.

Page 20 of 33
Horizon |Polycom RealPresence Trio 8500 Full User Guide
© Gamma 2015. All rights reserved. Confidential
Transfer a Call
How you transfer a call on Polycom Trio 8500 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 Menu 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 8500 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 Menu and select Consult . Dial a number or select a contact from
Recent Calls or Contacts and select Complete Transfer after speaking with the contact.
Cancel a Transfer
If a contact does not answer the transfer or you want to remain speaking with the contact on your line, you
can cancel the transfer before it is complete.
Procedure
1. Select Cancel.
The call is not transferred and becomes active.