Polycom RealPresence Trio 8500 User manual

Poly
RealPresence
Trio8500 | 8800
User Guide
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User Guide
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Copyright © Momentum Telecom, Inc. 2022. All Rights Reserved.
Any technical documentation that ismade available by Momentum Telecom. is proprietary and
confidential and is considered the copyrighted work of Momentum Telecom, Inc.
Any products and/or product names mentioned in this document may be trademarked orregistered
trademarks or their respective companies, and are hereby acknowledged as such.
This publication is for distribution under Momentum Telecom non-disclosure agreement only. No part
of this publication may be duplicated and/or distributed without the express prior written permission
of Momentum Telecom, Inc. Please direct copy or distribution requests to:
Marketing Department | 1200 Corporate Drive | Suite 300 Birmingham, AL 35242
Momentum Telecom, Inc. reserves the right to make changes or updates documentation as needed,
without prior notice. This document isprinted in the United States of America.
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Contents
Overview of RealPresence Trio Features............................................................................................................. 7
System Log In....................................................................................................................................................... 9
Log In........................................................................................................................................................................9
Log Out .....................................................................................................................................................................9
Change System Log In Password ............................................................................................................................9
System Lock ....................................................................................................................................................... 10
Lock the System .....................................................................................................................................................10
Unlock the System..................................................................................................................................................10
Change System Lock Password.............................................................................................................................10
Main User Screens ............................................................................................................................................. 11
Icons and Status Indicators ................................................................................................................................ 12
Onscreen Keyboard............................................................................................................................................ 12
Access the Keyboard..............................................................................................................................................12
Manage Keyboard Language Layouts....................................................................................................................12
Mute…. ............................................................................................................................................................... 13
Mute Audio..............................................................................................................................................................13
Unmute Audio .........................................................................................................................................................13
Volume................................................................................................................................................................ 13
Place Audio Calls................................................................................................................................................ 14
Local / IP Call..........................................................................................................................................................14
International Call.....................................................................................................................................................14
Redial the Last Caller .............................................................................................................................................14
Call From Recent Calls...........................................................................................................................................14
Call From a Directory..............................................................................................................................................14
Call a Favorite.........................................................................................................................................................14
Bluetooth Call .........................................................................................................................................................15
Locked / Logged Out Call .......................................................................................................................................15
Place Intercom Calls........................................................................................................................................... 15
Use the Intercom ....................................................................................................................................................15
Use Intercom During a Call.....................................................................................................................................15
Answer Audio Calls............................................................................................................................................. 16
Answer an Incoming Call ........................................................................................................................................16
Auto Answer Calls ..................................................................................................................................................16
Answer Calls on a Locked System .........................................................................................................................16
Answer an Intercom Call.........................................................................................................................................16
Decline Incoming Calls ....................................................................................................................................... 17
End Audio Calls .................................................................................................................................................. 17
Use Do Not Disturb............................................................................................................................................. 17
Enable Do Not Disturb ............................................................................................................................................17
Enable Do Not Disturb for One Line .......................................................................................................................17
Enable Do Not Disturb on Multiple Lines ................................................................................................................17
Disable Do Not Disturb ...........................................................................................................................................17
Forward Incoming Calls ...................................................................................................................................... 18
Forward All Incoming Calls to a Contact.................................................................................................................18
Disable Call Forwarding..........................................................................................................................................18
Hold and Resume Calls...................................................................................................................................... 18
Hold a Call ..............................................................................................................................................................18
Resume a Call ........................................................................................................................................................18
Transfer Calls...................................................................................................................................................... 19
Choose a Default Transfer Type.............................................................................................................................19
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Transfer a Call ........................................................................................................................................................19
Cancel a Transfer ...................................................................................................................................................19
Manage Multiple Calls ........................................................................................................................................ 19
Manage Calls from the Calls Screen ......................................................................................................................19
Recording Guidelines ......................................................................................................................................... 20
Record a Call ...................................................................................................................................................... 20
Call Recording Tasks.......................................................................................................................................... 20
Pause During a Recording......................................................................................................................................20
Resume During a Recording ..................................................................................................................................20
Stop Recording .......................................................................................................................................................20
Manage Recorded Calls ..................................................................................................................................... 21
Browse Recorded Calls ..........................................................................................................................................21
Play a Recorded Call ..............................................................................................................................................21
Pause and Resume Played Recordings .................................................................................................................21
Stop Playing a Recording .......................................................................................................................................21
Rename a Recording..............................................................................................................................................21
Delete a Recording .................................................................................................................................................21
Tips for Conference Calls ................................................................................................................................... 22
Initiate a Conference Call ................................................................................................................................... 22
Merge Calls into a Conference Call.................................................................................................................... 22
Add Participants to a Conference Call................................................................................................................ 22
Mute a Conference Participant ........................................................................................................................... 22
Remove a Conference Participant...................................................................................................................... 23
Hold a Conference Call....................................................................................................................................... 23
Resume a Conference Call................................................................................................................................. 23
End a Conference Call........................................................................................................................................ 23
Video Call Settings ............................................................................................................................................. 24
Manage Call Rate for Video....................................................................................................................................24
Manage Near-End Video Clarity .............................................................................................................................25
Manage Near-End Video Layout ............................................................................................................................25
Manage Near-End Video Quality ............................................................................................................................25
Manage Far-End Video Display..............................................................................................................................26
Manage Camera Tracking ......................................................................................................................................26
Manage Camera Position During a Call .................................................................................................................26
Manage Stored Camera Presets ............................................................................................................................27
Rename Stored Camera Presets............................................................................................................................27
Place a Video Call .............................................................................................................................................. 27
Start Video During an Audio Call........................................................................................................................ 28
Stop Sending Video ............................................................................................................................................ 28
Toggle Video and Content .................................................................................................................................. 28
Handle a Mixture of Audio and Video Calls ........................................................................................................ 28
Share Content with RealPresence Desktop or Mobile............................................................................................29
Sharing Content with People+Content IP ...............................................................................................................29
Download and Install Polycom® People+Content™ Technology ...........................................................................29
Share Content using People+Content IP................................................................................................................30
Stop Sharing Content with People+Content IP.......................................................................................................30
Share Content with People+Content IP over USB..................................................................................................30
Share Content from Apple Devices ........................................................................................................................30
Share content from Windows or Android Devices ..................................................................................................31
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Share Content with an HDMI or VGA Connection ..................................................................................................31
Bluetooth Connections........................................................................................................................................ 31
Make the System Visible to Nearby Bluetooth Devices..........................................................................................31
Connect Using Bluetooth ........................................................................................................................................31
Connect Using Near Field Communication (NFC)..................................................................................................32
Play Audio from a Bluetooth Device .......................................................................................................................32
USB Cable Connections ..................................................................................................................................... 32
Connection Requirements ......................................................................................................................................32
Connect a Device or Laptop ...................................................................................................................................32
Set RealPresence Trio as Your Audio Device.................................................................................................... 33
Password Requirements..................................................................................................................................... 33
Manage Language Display ................................................................................................................................. 33
Manage Time and Date Display ......................................................................................................................... 34
Modify Time and Date Display................................................................................................................................34
Disable Time and Date Display ..............................................................................................................................34
Manage Backlight Settings ................................................................................................................................. 34
Modify the Backlight On Intensity ...........................................................................................................................34
Modify the Backlight Maximum Intensity.................................................................................................................35
Modify the Backlight Idle Intensity ..........................................................................................................................35
Modify the Backlight Timeout Setting .....................................................................................................................35
Manage Power-Saving Mode ............................................................................................................................. 35
Modify Office Hours ................................................................................................................................................35
Modify Timeouts .....................................................................................................................................................36
Manage Ringtones.............................................................................................................................................. 36
Manage Audio Play Settings............................................................................................................................... 36
Manage Number Formatting............................................................................................................................... 37
Recent Calls........................................................................................................................................................ 37
View Recent Calls...................................................................................................................................................37
Edit Caller Information ............................................................................................................................................37
Save a Recent Call as a Contact............................................................................................................................37
Delete a Recent Call Entry .....................................................................................................................................37
Place a Call from Recent Calls ...............................................................................................................................38
Local Directory.................................................................................................................................................... 38
Search for a Local Directory Contact......................................................................................................................38
View Contact Details...............................................................................................................................................38
Add a Contact to Local Directory ............................................................................................................................38
Edit Local Directory Contact Information ................................................................................................................38
Delete a Local Directory Contact ............................................................................................................................38
Favorites ............................................................................................................................................................. 39
Add a Favorite ........................................................................................................................................................39
Remove a Favorite .................................................................................................................................................39
Corporate Directory ............................................................................................................................................ 39
Search the Corporate Directory ..............................................................................................................................39
Perform an Advanced Search of the Corporate Directory ......................................................................................39
Add Corporate Directory Contacts to the Local Directory.......................................................................................40
Open the Calendar ............................................................................................................................................. 40
View Meeting Details .......................................................................................................................................... 40
Meeting Reminders............................................................................................................................................. 40
Set Meeting Reminder Type ...................................................................................................................................40
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Set Meeting Alert Tone ...........................................................................................................................................41
Disable Meeting Reminders....................................................................................................................................41
Join Calendar Meetings ...................................................................................................................................... 41
Join Using an Alternate Number......................................................................................................................... 41
View a Different Exchange Calendar.................................................................................................................. 41
Investigate Warnings .......................................................................................................................................... 44
Restart the System ............................................................................................................................................. 44
Update the System Configuration....................................................................................................................... 44
Test System Hardware ....................................................................................................................................... 45
Clean the Touchscreen....................................................................................................................................... 45
Check RealPresence Trio Visual+ Status .......................................................................................................... 46
Check Calendar Status....................................................................................................................................... 46
Tips for Resolving Content Sharing Issues ........................................................................................................ 46
Tips for Resolving Camera Issues...................................................................................................................... 46
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About Polycom Trio
Before using the RealPresence Trio, take a few moments to familiarize yourself with the system and its
features. 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.
Overview of RealPresence Trio Features
RealPresence Trio supports audio-only conference calls with Open-SIP voice platforms along with point-to-
point, bridge, and video calls, and when paired with the RealPresence Trio Visual+ content and video
accessory, can stream video and share content for all calls on the RealPresence Trio.
Features and capabilities for the RealPresence Trio series include:
Trio 8500
Trio 8800
Placing, answering, and managing audio
calls
Initiating, joining, and managing audio
conference calls
Recording audio calls with USB flash
drives
Viewing and joining scheduled calendar
meetings
Managing contacts, call lists, and
directories
Adjusting call and system settings
Pairing with Bluetooth-enabled devices
Checking voicemail messages
Connecting to a computer over USB
Sharing content during video calls
Placing, answering, and managing video
calls
Pairing with the Polycom Trio Visual+
content and video accessory
Pairing with the Trio VisualPro content and
video accessory
Pairing with the Polycom®
RealPresence® Group Series system
Placing video calls with a Polycom®
EagleEye™ Mini USB camera or Logitech
C930e webcam
Adjusting the camera and setting camera
presets for a connected USB camera
All features and capabilities offered by
Trio 8500
AND
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
Pairing with the Trio VisualPro content
and video accessory
Pairing with the Polycom®
RealPresence® Group Series system
Placing video calls with a Polycom®
EagleEye™ Mini USB camera or Logitech
C930e webcam
Placing video calls with a Polycom®
EagleEye™ IV USB camera or Polycom®
EagleEye™ Director II camera
Adjusting the camera and setting camera
presets for a connected USB camera
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The RealPresence Trio offers impressive features to make conferencing and communicating easy.
1. Touchscreen – Select items and navigate menus on the touch-sensitive screen.
2. NFC – Connect a Bluetooth-capable device using Near Field Communication (NFC)
3. USB Port – Connect a USB flash drive or computer via USB cable.
4. Device Port – Connect a mobile or tablet device via USB or Micro-USB cable.
5. Speaker/Microphones – Provides audio for the ringer and speakerphone, and to the far-end in a
call.
6. Mute Key – Disables microphones during calls and conferences. The key glows Red when
activated.
7. Volume Keys – Adjust the audio volume for the speakerphone and the ringer.
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Access Trio
Trios have icons, status indicators, and screens to help you navigate the user interface and understand
important information on the state of the solution. For some systems, the Trio may be setup to require login
to make use of feature and functionalities beyond making or accepting calls.
System Log In
When System Log In is enabled, users will receive log in credentials and must log into their user accounts
on the Trio to access and view their personal Local Directory, Contact Favorites, and Custom Settings.
Request user access credentials from your system administrator.
Any setting changes made while logged into the system are saved for your login and displayed the next
time you log into the system.
Emergency calls may be placed while the system is locked. Calls to pre-defined authorized numbers may
also be placed when a user is logged out if the system administrator enables these functions.
Log In
If a log in is required to use the system, the User Login screen displays:
1. Enter the requested User ID and Password.
2. Press Log In.
If the User Login Screen is not displayed, navigate to: Settings > Features > User Login >
Log In and follow the steps above.
When the login credentials are accepted, the related profile displays. If the credentials are not
accepted, a message indicating the log in failed is provided and the User Login screen becomes
available again for a retry. Contact the system administrator for assistance or to confirm the login
credentials.
Log Out
After using Trio, log out to prevent access to your personal settings.
1. Tap Log Out or navigate to Settings > Features > User Login > Log Out
2. Tap Yes to confirm when prompted.
The system redisplays the User Login screen or the Default Profile for the Trio, as defined by
the administrator.
Change System Log In Password
To change your login password from any Trio on your network:
1. Navigate to Settings > Features > User Login > Change User Login Password.
2. Enter the requested password information (Old and New passwords).
3. Tap Enter to save the change when finished. Use the new password the next time you log in.
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System Lock
Locking the system is an option to protect information and ensure users must log in to use the system.
When in use, the system administrator provides users with a password to unlock the system and to answer
calls when the system is locked. When the system is locked, users may:
When System Lock is enabled, users may:
Make outgoing calls to authorized numbers (where enabled and defined).
Enter a password to answer incoming calls.
See the status bar ‘System Locked - only authorized calls are allowed’ message. No other messages
display while the system is locked.
Set to Allow Ringing When Locked (Default setting) when locking the system. Incoming calls ring on
the system, and may be answered by entering a user password. See the section Answer Calls on a
Locked System for more information.
Set to DND When Locked when locking the system. This setting applies to all lines. The system does
not ring for incoming calls.
Lock the System
To lock the system after usage:
1. Navigate to Settings > Basic > Lock Phone.
2. Select Allow Ringing When Locked (default) or DND When Locked.
3. Tap Lock.
Unlock the System
The system may be unlocked using a password provided by the administrator.
1. Tap Unlock.
2. Type the password when prompted.
3. Tap Enter.
Change System Lock Password
Access to the password-protected Advanced Settings menu is required to change a system lock
password. Contact the administrator for help with accessing Advanced settings.
1. Navigate to Settings > Advanced.
2. Type the Administrator password when prompted.
3. Tap Enter.
4. Type the requested information (old and new passwords).
5. Tap Enter again when finished to save the change.
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Main User Screens
The following main screens display on the RealPresence Trio when in use:
Home Screen
Tap the Home icon
or
Tap the Menu icon
(top of the touchpad) and
then Tap Home
The Home Screen displays
your messages, settings,
feature options, and system
information. Additional
features are listed in multiple
pages, swipe left or right to
view more pages, or press
and hold the page indicator
icon to view all feature
options at once.
Place a Call Screen
Tap the Place a Call icon
The Place a Call Screen
enables quick access to the dial
pad, onscreen keyboard, and
your Contacts, Recent Call
history, and the Calendar views.
This screen view may also be
displayed when the system is
idle if setup by the
administrator.
Calls Screen
Displays during active calls and
offers access to in-call features,
including Add, Mute, Hold,
Transfer,Start Video,
Hangup, etc.
The Calls Screen displays any
active and held calls on the line
in a list, and provides access to
the call details and in-call
feature options for each call.
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Icons and Status Indicators
The key icons and status indicators that display on the touchscreen, include:
Onscreen Keyboard
The onscreen keyboard enables you to enter information into text fields using the touchscreen. The
keyboard is displayed on screen automatically when a text field is shown. When a data entry field requires
only numbers, the onscreen keyboard displays only numbers. The following keyboard icons display to offer
access to modify the characters or change the character types as needed:
Shows Alphabetical characters (letters) for selection
Shifts to uppercase letters
Shifts to lowercase letters
Displays numbers and punctuation marks for selection
Displays special characters for selection
Access the Keyboard
1. Tap the Keyboard icon if available on the screen - Or, tap on a Text field to automatically
open the Keyboard.
2. Press your finger on the character type icon to select the type of characters you wish to enter.
3. Press your finger on the individual character(s) you wish to enter.
4. Tap Done when finished.
Manage Keyboard Language Layouts
Users can enable multiple languages for the device and switch between keyboard layouts as needed
when the Phone Language and Country is setup, the phone uses the default keyboard layout for that
language. For example: For English, the QWERTY keyboard is the default and French/France uses
the AZERTY keyboard layout. To manage keyboard language layouts:
1. Long-press and release the comma key.
2. Choose Input Languages.
3. Uncheck the Use System Language option.
4. Select one or more available languages to enable them for usage.
5. Press the Back arrow when finished to enable the language(s) and keyboards.
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If more than one language is enabled, a globe key displays on the phone keyboard to notify users that
multiple language/keyboards are available for selection by using:
Long-press on 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 on the globe key to rotate through any enabled languages and select. The space bar
displays the current language and keyboard layout.
Audio Calls
The system has one registered line and can manage a maximum of twelve (12) active, incoming, and held
audio calls at a time on this line.
Mute
Users can mute the microphone so other parties cannot hear. Users can still hear all other parties when the
microphone is muted.
Mute Audio
To use the Mute feature during or prior to initiating a call, do one of the following:
Tap Mute .
Tap the Mute key on the system
Tap the Mute key on the microphone.
Unmute Audio
Tap the Mute button again to unmute your audio when you are ready to speak and let your contacts
hear. During a call, users may do one of the following:
Tap Unmute
Tap the Mute key on the system.
Tap the Mute key on the microphone.
Volume
Users can increase or decrease the volume of the system’s ringtone and the audio during a call. To
change the volume of the ringtone or audio during calls: Tap one of the Volume keys to increase or
decrease the audio.
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Place Audio Calls
You can place audio calls on the system in numerous ways, including placing international calls, placing
calls from Recent Calls, placing calls to Contacts or Favorites, or calling authorized numbers on a locked
system. If enabled, you can also place calls over Bluetooth or place an Intercom call to a specified contact.
Local / IP Call
1. Tap Place a Call
2. Enter your contact’s number.
Or tap the onscreen keyboard and enter an IP address.
3. Tap the dial icon to place the call.
International Call
1. Tap Place a Call
2. Quickly tap the *key twice to add the +sign.
3. Enter the international number.
4. Tap to Dial.
Redial the Last Caller
1. Tap Place a Call
2. Tap the Recent Calls icon.
3. Tap on the first number in the list.
Call From Recent Calls
1. Tap Recent Calls.
2. Tap on the desired listing to automatically dial that number.
Call From a Directory
To place a call to a Contact in a directory you can:
Go to Contacts > Select a Directory
Or, Tap Place a Call, tap the Contacts icon , and select the desired Directory.
Or, Select a Contact or a Favorite.
Then Tap the handset icon next to the number you wish to dial to initiate a call.
Call a Favorite
Simply Tap on a Favorite on the Home screen to dial that number.
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Bluetooth Call
On a Bluetooth enabled device:
1. Select RealPresence Trio in the Bluetooth setting.
2. Dial or place a call to a contact on the device.
3. Select the RealPresence Trio as the audio source when prompted.
Locked / Logged Out Call
Trio systems can be setup to allow calls to specific Authorized calls when the device is locked.
1. Tap New Call.
2. Select a number from the Authorized Call list display.
3. Tap to dial.
Note: Any listed Authorized Call Numbers provided are pre-defined by the administrator.
Place Intercom Calls
Check with the system administrator to find out whether this feature is available on the system.
The intercom allows users to place a call to a contact that is answered automatically on the contact’s
phone if the contact is not on an active call. If the contact’s line is active, the contact can choose to answer
the intercom call immediately, or the intercom call will be answered automatically after the active call ends.
Use the Intercom
1. Tap Intercom.
2. Enter a number or select a Contact.
3. Tap to Dial.
4. Speak after the tone.
5. Wait for a reply, or tap Hangup if no reply is needed.
Note: The system administrator can set up the system to automatically call a specific contact
number when the Intercom soft key is pressed. If the system is set up this way, press the
Intercom soft key and wait for the call to be answered before speaking.
Use Intercom During a Call
While in an active call:
1. Press Hold for the call.
2. Tap Intercom.
3. Enter a number or select a Contact.
4. Tap to dial.
5. Speak after the tone or when the call is answered.
6. Tap Hangup when finished.
7. Select the On Hold call and tap Resume
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Answer Audio Calls
When the system receives an incoming call, the system rings and displays the Incoming Call Screen.
Answer an Incoming Call
Tap Answer to take the call.
If an incoming call is received during an active call on the same or different
line, a call waiting tone beeps, and the Incoming Call window is displayed.
If on a call, tap Answer to take the new call and the prior call is placed
on hold.
Auto Answer Calls
The system can be setup to automatically answer calls using the Auto
Answer feature. When this feature is enabled, the system automatically
answers all incoming calls using the speakerphone. The system
administrator sets how many times the system rings before the call is
automatically answered. The user may define usage, and microphone and
video settings.
If an incoming call is received while the user is in an active call, the incoming call will not auto-answer
until the active call is ended or placed on hold.
To Manage your Auto-Answer preferences (where enabled for use):
1. Navigate to Settings > Basic > Preferences > Auto Answer.
2. Auto Answer SIP Calls: Tap Yes to enable or No to disable.
3. Define the following, as desired:
Microphone Mute: Tap Yes (default) to mute the microphone for auto-answered calls.
Select Video Mute: Tap Yes to mute the video when video calls are auto-answered. The
default setting is No which allows video automatically.
4. Tap Save when finished to update the system with the setting changes.
Answer Calls on a Locked System
When the system is set up so that you can answer incoming calls when locked (Ref. Lock the System),
you can answer calls by entering your user password. To answer a call on a locked system:
1. Tap Answer in the incoming call window.
2. Enter your user password.
3. Select Enter to connect the call.
Answer an Intercom Call
When an intercom call is received on the system, the speakerphone is used to answer automatically. If
the system is set up to answer intercom calls with the microphone muted, the microphone must be
unmuted to respond. Simply tap the Mute icon to unmute and use the speakerphone to reply.
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Decline Incoming Calls
Select Decline in the incoming call window. The call will go directly to voicemail if that is setup.
End Audio Calls
Active calls may be ended on the system at any time, however calls on hold must be resumed first.
To end active calls, do one of the following:
Current Call: Tap Hang Up
Viewing Multiple Calls: Select the call and tap Hang Up
On Hold Call: Select the call, tap Resume , then tap Hang Up
Use Do Not Disturb
When Do Not Disturb (DND) is enabled, the following occurs:
The DND icon is displayed in the status bar.
When the system is idle, the DND icon is displayed next to the line on the Home screen. If the New
Message Notifications or Forwarding features are enabled, a related icon is displayed instead.
Enabling DND on shared lines disables ringing only. A visual notification of the call still displays offering the
option to answer or silence the call.
Enable Do Not Disturb
Do Not Disturb (DND) may be enabled to prevent the system from ringing and to send all incoming
calls directly to voicemail. All calls received while DND is enabled are logged in the Recent Calls list.
To enable or disable Do Not Disturb:
Navigate to Settings > Features > Do Not Disturb, and tap Enable/Disable.
Enable Do Not Disturb for One Line
Do Not Disturb can be enabled for a particular line rather than all lines.
1. Navigate to Settings > Features > Do Not Disturb > Line Select
2. Select the desired line.
3. Then tap Enable for Do Not Disturb.
Enable Do Not Disturb on Multiple Lines
By default, the Do Not Disturb feature applies to all lines on the system. Your system administrator can
set up the system so that you can enable the feature on a per-line basis. To automatically enable Do
Not Disturb for all lines:
1. Navigate to Settings > Features > Do Not Disturb.
2. Select Set All to enable DND for all lines.
Disable Do Not Disturb
Do Not Disturb can be disabled when you are ready to resume receiving calls again.
To disable Do Not Disturb:
Navigate to Settings > Features > Do Not Disturb and tap Disable.
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Forward Incoming Calls
Users can choose to forward an incoming call to a contact or to forward all incoming calls to a contact. This
feature cannot be used on shared lines.
1. In the Incoming Call screen, tap Menu and select Forward.
2. In the Call Forwarding screen, enter the number calls should be sent to, and tap Forward.
Forward All Incoming Calls to a Contact
Users can set up the system to forward all incoming calls to a contact, which you can also do with the Do
Not Disturb feature enabled. Note: For shared lines, Always is the only forwarding option.
1. Navigate to Settings > Features > Forward.
2. If the system has multiple lines, select a line.
3. From the Forwarding Type Select screen, select a forwarding type:
Always - Forwards all incoming calls.
No Answer - Forwards all unanswered incomingcalls.
Busy - Forwards incoming calls when you’re in a call.
4. Enter a contact’s number, and select Enable.
5. If you selected the No Answer option, you can enter the number of rings before the system forwards
the call. The default is set to nine (9) rings.
The forwarding number or name of the contact you chose displays in the status bar, and when you
select Always as your forwarding option, and the forwarding icon is displayed on the line.
Disable Call Forwarding
Disable call forwarding when you no longer want to forward calls.
1. Navigate to Settings > Features > Forward.
2. Select a line (as needed).
3. Open Forwarding Type Select.
4. Tap Disable Call Forwarding.
Hold and Resume Calls
Users may place an active audio or video 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 audio or video call on hold from the Calls screen:
1. Highlight the call you wish to place on hold.
2. Tap Hold .
Resume a Call
View and resume a held call in the Calls screen:
1. Select the desired on hold call to highlight it.
2. Tap Resume .
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Transfer Calls
Users may define a default transfer type to use for all calls or choose a transfer type during a call. When a
default transfer type is defined, the system uses the set transfer type for all calls when the Transfer soft key
is used. Active or held calls may be transferred to another contact or line using the following transfer types:
Blind transfer - Transfer calls directly to another line without speaking with the other party first.
Consultative transfer – (system default) Speak with the other party before completing the transfer.
Choose a Default Transfer Type
Define a default transfer type to use for all calls:
1. Navigate to Settings > Basic > Preferences > Default Transfer Type.
2. Choose a transfer type (Blind or Consultative).
The selected transfer type is used for all calls going forward when the Transfer soft key is pressed.
Transfer a Call
Calls may be transferred to another contact using either transfer type during a call.
1. Tap the Transfer soft key to use the default transfer type (consultative is the default).
2. Dial a number or choose a contact from Contacts or Recent Calls.
If the transfer type is set to Blind, the call is transferred immediately.
If the transfer type is set to Consultative, press Transfer after speaking with your
contact.
Cancel a Transfer
If a contact does not answer the transfer, or you wish to resume the call on your line, you can cancel
the transfer before it is complete by tapping the Cancel button. The transfer action is abandoned and
the held call on the line becomes the active call.
Manage Multiple Calls
Users can manage multiple calls that are active, incoming, or held on the system. The Calls screen provides a
view of all active and held calls, including conference calls. The example here shows an active call and a
held conference call.
Manage Calls from the Calls Screen
Within the Calls screen, calls may be placed on Hold, Resumed,
Transferred, or ended as needed.
1. Tap to select a call.
2. Choose an action:
Select Hold to place an active call on hold.
Select Resume to make a held call active.
Select Transfer to send the call to another contact.
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.
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Record Audio Calls
A USB flash drive can be connected to a Polycom Trio system to be used to record audio calls onto the drive.
Recordings are stored as .wav files on the USB flash drive. Users can record up to four hours in one file and
replay the recordings on the system or on a computer.
Recording Guidelines
Recommendations for recording audio calls:
Inform contacts when you are recording a call.
Make sure you mute your audio when you are placed on hold while recording the call. When you place
a call on hold while recording, the recording pauses. However, when another person places you on
hold, the recording continues.
During an active call, pause your recording before answering incoming calls. All incoming calls you
answer after you start recording are also recorded in the same file. For example, on June 22, 2012, at
11:22 a.m., you answer a call from person A. During your call with person A, you answer calls from
person B and person C. All three calls are recorded in the same file.
Record a Call
All currently active audio calls can be recorded. Calls cannot be recorded as a new call is initiated to
transfer or start a conference, or when a call is still incoming. Make sure to inform contacts on the call
before beginning a recording. Note that some tones made on your contact's phone are recorded. When the
microphone is muted while recording, your audio is muted and only other participants' audio in the call is
recorded.
During an active call, tap Menu and select Start Recording .
The recording icon displays at the top of the Calls screen.
Call Recording Tasks
While recording and audio call, the user can manage the recording feature to pause, resume and stop
whenever needed.
Pause During a Recording
Select Menu and tap Pause Recording 
Resume During a Recording
Select Menu and tap Resume Recording 
Stop Recording
Select Menu and tap Stop Recording 
Or, just tap Hang Up.
Note: 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 may also damage the
flash drive.
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888.538.3960