Polycom HDX 4000 User manual

Version 2.6 |April 2010 |3725-26470-003/A
User’s Guide for Polycom®HDX™
Desktop Systems

© 2010 Polycom, Inc. All rights reserved.
Polycom, Inc.
4750 Willow Road
Pleasanton, CA 94588-2708
USA
No part of this document may be reproduced or transmitted in any form or by any means, electronic or
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includes translating into another language or format.
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software contained within its products. The software is protected by United States copyright laws and international
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recording).
Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not
responsible for printing or clerical errors. Information in this document is subject to change without notice.
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Contents
Using the Polycom HDX 4000 Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Powering the System On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Answering a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Placing a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Calling by Entering a Name or Number . . . . . . . . . . . . . . . . . . . . . . 3
Calling from the Recent Calls List . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Calling from the Favorites Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Calling a Speed Dial Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Calling from the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Calling from the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Ending a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Types of Video Calls You Can Make . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Participating in an Encrypted Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Using Your Polycom HDX 4000 Series as a Computer Monitor . . . . . . . . . . 8
Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Selecting and Adjusting a Camera or Other Video Source . . . . . . . . . . 9
Setting and Using Camera Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Switching Between Full-Screen Video and the Home Screen . . . . . . . 11
Changing the Layout during a Video Call . . . . . . . . . . . . . . . . . . . . . . . 11
Adjusting the Monitor Brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Controlling What You Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Adjusting Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Muting the Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Using a Headset or Desktop Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Showing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Showing Content from a Computer Connected Directly to
the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Showing Content with People+Content™ IP . . . . . . . . . . . . . . . . . . . . . 16
Showing Content with People on Content™ . . . . . . . . . . . . . . . . . . . . . 17
Working with Directory Entries and Favorites . . . . . . . . . . . . . . . . . . . . . . . 18
Searching the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

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Adding, Editing, and Deleting Local Directory Entries
and Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Directory Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Refreshing Entries from the Polycom Global Directory Server . . . . . . 23
Contacts with Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Including Multiple Sites in Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Placing a Multipoint Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Supplying a Password for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . 25
About Multipoint Viewing Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using Chair Control for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . 27
Changing the Way Calls Are Answered . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Temporarily Refusing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Answering Video Calls Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Muting Automatically Answered Video Calls . . . . . . . . . . . . . . . . . . . . 30
Logging In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using a Polycom SoundStation® IP 7000 Conference Phone
with a Polycom HDX System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using Polycom Conferencing for Microsoft Outlook . . . . . . . . . . . . . . . . . . 32
Using Microsoft Office Communications Server Features
with Video Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Managing Contacts Using Office Communicator . . . . . . . . . . . . . . . . . 33
Viewing Microsoft Office Communications Server Presence States . . 34
Polycom Solution Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Avaya Network Features with Video Calls . . . . . . . . . . . . . . . . . . . . 35
Customizing Your Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Allowing the Far Site to Control Your Camera . . . . . . . . . . . . . . . . . . . 36
Displaying the Far Site’s Name When the Call Connects . . . . . . . . . . . 37
Hearing Audio Confirmation When You Dial . . . . . . . . . . . . . . . . . . . . 37
Adjusting for Room Lighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

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User’s Guide for Polycom HDX™ Desktop Systems
Version 2.6
This guide includes overview information that you may find helpful when
you’re just starting to learn about video conferencing or when you have
experience, but you need a quick refresher.
This guide covers instructions for the Polycom HDX 4000™ series.
Using the Polycom HDX 4000 Keypad
You use the keypad on the Polycom HDX 4000 series to place calls, adjust the
volume, navigate screens, and select options.
You can access keypad help by pressing Home then Info.
Polycom® HDX™ systems can be customized to show only those options used in
your organization. Therefore, there may be options covered in this guide that you
cannot access on your system. To find out more about these options, please talk to
the administrator of your Polycom HDX system.
Select the far-site or near-site camera
to control
Access onscreen help; see system
status in a call
Increase or decrease the sound you
hear from the far sites and your
computer
Display menu of optional features Enter letters or numbers; move the
camera to a stored position
Press once for a dot, twice for a
colon, three times for an asterisk
Return to the previous screen
Cycle through display layouts
Place or answer a call; indicates
call status
Display the onscreen keyboard
Start and stop showing computer
desktop content to far sites
Zoom the camera in or out
Mute the microphone audio you’re
sending to the far sites
Delete letters or numbers
End a call
View or manage directory entries
Confirmyourcurrentselection;perform
functions on highlighted items
Return to the Home screen
Navigate through menus
Switch between computer
desktop and video conference
views

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Powering the System On and Off
To power on the Polycom HDX 4000 series, do one of the following:
•Press the power button on the front of the system.
•Press the power button on the side of the monitor.
The system powers on and displays near video or your computer desktop
within about 60 seconds.
To power off the Polycom HDX 4000 series monitor:
>> Press the power button on the side of the monitor.
The monitor enters standby mode. The system stays powered on.
To power off the Polycom HDX 4000 series, do one of the following:
•Press and hold the power button on the side of the monitor.
The monitor and the system power off.
•Press and hold the power button on the front of the system.
The monitor and the system power off.
After turning the power off in this way, wait at least 15 seconds before you
disconnect the system from its power source.
Calling and Answering
The Call button lights to indicate call status.
•Blinking green light indicates an incoming call.
•Steady green light indicates a call in progress.
•Slow blinking green light indicates standby mode.
Caution. In order to avoid corrupting the file system, always power off a Polycom
HDX system using the power button on the system. After turning the power off in
this way, wait at least 15 seconds before you unplug the system from its power
source. This helps ensure that the system powers off correctly.

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Answering a Video Call
The way a Polycom HDX system handles incoming calls depends on how it is
configured. It either answers the call automatically, rejects the call
automatically, or prompts you to answer the call manually.
To answer the call manually:
>> Press Call or select Yes using the keypad.
Placing a Call
You can use your system to place a video call in any of these ways:
•Entering a name or number on the Place a Call screen.
•Choosing a site from:
—Recent Calls list
—Favorites screen
—Speed Dial
—Directory
•Calling into a scheduled meeting from the Calendar screen.
Calling by Entering a Name or Number
To place a call by entering a name or number:
1From the Home screen select Place a Call, or start entering numbers with
the keypad to go to the Place a Call screen if it is enabled on your system.
2In the dialing field, enter the dialing information. Depending on the
capabilities of your system and the system you are calling, the dialing
information could look like one of these examples:
—10.11.12.13 (IP address—include the dots)
—2555 (E.164 extension for H.323 or SIP)
—stereo.polycom.com (DNS name)
—19782922854 (ISDN or phone number)
—[email protected] (SIP)
To enter letters, press Keyboard on the keypad.
To delete a number, press Delete on the keypad.

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3Enter any additional information needed for the call. The available
settings depend on the type of call and your system’s configuration. Not
all calls require these settings:
— Call Quality – Specify the call rate or call type for this call. For most
calls, choose Auto to let the system determine the best quality for the
call. For audio-only calls, you may need to set this to Phone.
— Second ISDN number – Use two numbers only when the person you
are calling instructs you to do so.
—Extension– If you need to dial an extension (E.164 address), enter the
extension in the second entry field. If your system is not configured
with a second entry field, you can enter the extension when the
gateway prompts you. You can also specify characters in the dial
string as instructed by the system administrator.
4Press Call on the keypad to place the call.
Call progress indicators appear on the screen to show that the call is in
progress. When the indicators turn green, the call is connected.
For more information about using the Place a Call screen, refer to Types of
Video Calls You Can Make on page 8.
Calling from the Recent Calls List
If your system administrator has allowed access to Recent Calls, you can
choose a number to call from a list of the sites you have called recently. The
Recent Calls screen provides details of all incoming and outgoing calls,
including the time of the calls.
To place a call from the Recent Calls screen:
1Select Recent Calls from the Home screen.
2Scroll to the entry you want to call and press Call, or press the
reference number that appears next to the entry to place the call.
You can filter the list by placed or received calls by selecting Options > Sort
Options.
To see more details about a call listed on the Recent Calls screen, highlight the call
and press Info on the keypad.

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Calling from the Favorites Screen
You may be able to see a list of Contacts on the Favorites screen.
To place a call from the Favorites screen:
1Select Favorites from the Home screen.
2Highlight the contact you want to call and press Call, or press the
reference number that appears next to the contact to place the call.
For more information about the Favorites screen, refer to Working with
Directory Entries and Favorites on page 23.
Calling a Speed Dial Entry
Your system administrator may have configured Speed Dial buttons on the
Home screen.
To place a call to a Speed Dial entry:
1Highlight the speed dial entry you want to call on the Home screen.
2Press Call to place the call.
Contact your administrator for information about speed dial entries.
Calling from the Directory
The directory can include a list of sites stored locally on the Polycom HDX
system. If the system is registered with a global directory, the directory also
includes entries from the global directory.
To place a call from the directory:
1Press Directory on the keypad.
2Open a specific group folder to find the entry you want to call.
3Highlight the entry to call.
4Press Call to place the call.
For more information about using the directory, refer to Working with
Directory Entries and Favorites on page 23.
Depending on your system configuration, when you make a call using an entry with
both ISDN and IP dialing information, the system may prompt you to choose which
way to place the call.

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Calling from the Calendar
If your system is configured to connect to the Microsoft Exchange Server 2007,
and the Polycom Conferencing Add-In for Microsoft Outlook is installed at
your site, you can join a scheduled meeting from the Calendar screen.
To join a scheduled meeting from the Calendar screen:
1Go to the Calendar screen.
—Select Calendar on the Home screen.
—Select System > Utilities > Calendar from the Home screen.
—Press the Option button on the keypad and select Calendar.
2Find a meeting scheduled with the Polycom Conferencing Add-In for
Microsoft Outlook, which is indicated with on the Calendar screen.
3Select Join Now to call into the meeting.
For more information about the Microsoft Exchange Server 2007 and the
Polycom Conferencing Add-In for Microsoft Outlook, refer to Using Polycom
Conferencing for Microsoft Outlook on page 38.
Ending a Call
To hang up from a call:
1Press Hang Up on the keypad.
2If prompted, confirm that you want to disconnect from the far site(s).
In video calls, if you don’t confirm that you want to hang up, the system disconnects
the call automatically after 60 seconds.
In audio-only calls, if the person on the telephone hangs up first, you need to
disconnect the Polycom HDX system from call, just as you would hang up a
telephone receiver in a regular phone call.

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Types of Video Calls You Can Make
Depending on your system configuration, you may be able to make calls using
ISDN, H.323, SIP, or V.35/RS-449/RS-530. You can place an audio-only call
from Polycom HDX systems that have Analog Phone or Voice Over ISDN
enabled.
The following table lists some possible call combinations.
From... You can call... By dialing...
ISDN ISDN Phone number
IP Phone number of the far-site gateway
and the extension (E.164 address) of the
far site.
Enter the extension after the gateway
number or wait until the gateway
prompts you for the extension.
LAN Networked and Public
Sites SIP URI, E.164 address, DNS name, or IP address.
Protected and Private
Sites Typically, the far site's gateway number then the number of the far-site system.
Consult with the far site about the best
method for placing the call.
ISDN Depending on the H.323 gatekeeper or
SIP server, the access code of the
near-site gateway, the speed code, and
the ISDN number of the far site. Contact
your system administrator for more
information.
Points to note about special dialing scenarios:
•When you call an IP system through a gateway that requires an extension
(E.164 address), enter the extension in the dialing field whenever possible.
Check with your network administrator for the extension delimiter you will need
to enter into the dialing field. For example, some networks use ## to separate
the extension from the IP address.
When you include the extension, you will be given the option of saving both the
number and the extension in the directory when the call ends. If you enter the
extension after the gateway connects, you can save only the gateway number
when the call ends.
•To place a call within your PBX system, enter the internal extension instead of
the full number.
•If you need to insert a pause, add one comma in the dial string for each second
you want the system to pause.

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Participating in an Encrypted Call
If encryption is enabled on the system, a padlock icon appears on the monitor
to indicate whether a call is encrypted or unencrypted.
•If you are in a point-to-point call or a multipoint call hosted by another
system, the padlock icon displays the state of your individual connection.
•If you are hosting a multipoint call, the padlock icon displays the
combined state of all connections: if all connections in the call are
encrypted, if one or more connections in the call are not encrypted.
In one call, some connections might be encrypted while others are not. The
padlock icon might not accurately indicate whether the call is encrypted if the
call is cascaded or includes an audio-only endpoint. To avoid security risks,
Polycom recommends that all participants communicate the state of their
padlock icon verbally at the beginning of a call.
Using Your Polycom HDX 4000 Series as a Computer
Monitor
You can save space in your office or conference room by also using the
Polycom HDX 4000 series display as your computer monitor.
Check that the computer video is configured to use one of these supported
resolutions and refresh rates:
Resolution Refresh Rates (Hz)
VGA (640 x 480) 60, 72, 75, 85
SVGA (800 x 600) 60, 72, 75
XGA (1024 x 768) 60, 70, 75
HD 720p (1280 x 720) 50, 60
SXGA (1280 x 960) 60
SXGA (1280 x 1024) 60, 75
WSXGA+ (1680 x 1050) - Recommended 60

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To use your Polycom HDX 4000 series system as a computer monitor:
1Connect your computer to the Polycom HDX 4000 series system as shown
on the setup sheet that came with the system.
2Press View Computer on the keypad to toggle between
displaying content from the computer and showing video from the video
conferencing system.
If your computer is a laptop, you might need to press certain function keys
to send video out of the laptop’s VGA port like you would when sending
video to a projector.
Controlling What You See
Selecting and Adjusting a Camera or Other Video Source
You can use the keypad to select and adjust the built-in camera. You may be
able to adjust other far-site cameras that support pan, tilt, and zoom
movement.
To select a near-site or far-site camera:
>> If you are in a call, press Near or Far on the keypad to select either
near-site or far-site control.
If you use the Polycom HDX 4000 series display as your computer monitor, Polycom
recommends that you set up the system so that calls must be answered manually.
This ensures that callers do not unexpectedly see or hear you at your desk.
You can adjust the far-site camera only if it is configured to allow you to control it.
This onscreen icon indicates that you have selected
the near-site camera. The Near button on the
keypad is lit.
This onscreen icon indicates that you have selected
a far-site camera or video source. The Far
button on the keypad is lit.

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To adjust a camera using the keypad:
1Press Near or Far on the keypad to select either near-site or
far-site control. During a multipoint call being hosted by a system in the
call, you can only adjust a camera at the far site that is currently speaking.
2Press the arrow buttons on the keypad to move the camera up, down, left,
or right.
3Press Zoom on the keypad to zoom out or in.
To open or close the privacy shutter:
>> Move the slider to the left to close the privacy shutter, or to the right to
open it. You can still make and receive calls when the shutter is closed, but
the people at the far site cannot see you.
The light next to the shutter indicates camera status.
•Solid green means you are in a call.
•Flashing green means you are in a call but the shutter is completely closed.
•Off means you are not in a call.
Setting and Using Camera Presets
Camera presets are stored camera positions that you can create ahead of time
or during a call. You can create up to 100 preset camera positions (0-99) for the
built-in camera. Presets remain in effect until you delete or change them.
If far-site camera control is allowed, you can create up to 16 presets (0-15) for
the far-site camera. These presets are saved only for the duration of the call.
You may also be able to use presets that were created at the far site to control
the far-site camera.
To move the camera to a stored preset:
1If a call is connected, press Near or Far on the keypad.
2Press a number on the keypad.

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To store a preset:
1If you are in a call, press Near or Far on the keypad.
2With the camera in the desired position, press and hold a number to store
the preset position. To store a double-digit preset, press the first digit
quickly and hold the second number down. Any existing preset stored at
the number you enter is replaced.
The system uses preset 0 as the default camera position.
To delete all presets:
1If you are in a call, press Near on the keypad.
2Press and hold Delete to delete all presets.
Switching Between Full-Screen Video and the Home Screen
When the call connects, the system automatically shows video on the whole
screen. You can switch back to the home screen during a call if, for example,
you need to adjust a user setting, and your system is configured to allow you
to do so.
To see video in the full screen:
>> Press Near on the keypad.
To see the Home screen:
>> Press Home on the keypad.
Changing the Layout during a Video Call
When the call connects, the system may show your computer desktop if a
computer is connected. The far and near video may remain in a smaller
window.
To switch between the computer desktop and video:
>> Press View Computer on the keypad.
The View Computer button is lit when you are viewing the computer desktop.
You cannot delete just one preset. Instead, overwrite an existing preset with the
new camera position.

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To change layouts during a call, do one of the following:
>> Press Layout on the keypad.
During point-to-point calls without content, you can press the Layout
button to scroll through the following screen layouts:
During point-to-point calls with content, you can press the Layout button
to scroll through the following screen layouts:
1Near and far sites, same size, side by side
2Far site big, near site small
3Near site big, far site small
4Near site, full screen
5Far site, full screen

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Far sites cannot see what is on your computer screen until you press the
Send Computer button.
Adjusting the Monitor Brightness
You can make the Polycom HDX 4000 series display brighter or dimmer using
the +and - controls on the side of the monitor.
1Content big, far and near sites small
2Content big, far site small
3Content and far site same size
4Content, full screen

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Controlling What You Hear
Adjusting Volume
Use the keypad to raise or lower the volume of the sound you hear. Changing
the volume affects only the sound you hear at your site.
To adjust the volume:
•Press Volume Down or Volume Up on the keypad repeatedly.
•Press and hold Volume Down or Volume Up on the keypad to
quickly increase or decrease the near-site volume.
Muting the Microphone
You can mute the microphone if you do not want the far site to hear you.
To mute or unmute the microphone:
>> Press Mute on the keypad.
If a Polycom microphone is connected to your system, you can also mute the
call by pressing on the microphone.
Points to note about muting the microphone:
•Muting the microphone mutes audio coming from auxiliary audio inputs on
Polycom HDX 7000 series, Polycom HDX 8000 series, and Polycom HDX 9000
series.
•Muting the microphone does not mute audio coming from your computer.
•The microphone may automatically mute when the system is asleep or is
waiting for you to log in.
•The microphone may automatically mute when the system automatically
answers an incoming call.

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Using a Headset or Desktop Speakers
You can connect headphones, a headset, or desktop speakers to the connectors
on the side of the Polycom HDX 4000 monitor. The microphone input provides
audio for video conferencing only; it does not provide input for other
computer applications.
Showing Content
Depending on how your system is configured, you may be able to show
content that is stored on a computer. When you show content from a
computer, the far site can see you and what you see on the computer screen.
Showing Content from a Computer Connected Directly to
the System
If you have a computer connected to your Polycom HDX 4000 system, you can
show your computer desktop (content) during a call. When you send content,
the far site can see and hear you, and see and hear what is on your computer
screen.
To start sending content:
>> Press the Send Computer button on the keypad.
When you are sending content, the Send Computer button is lit.
To stop sending content:
>> Press the Send Computer button on the keypad.
If you connect headphones, a headset, or desktop speakers, use a cable that is
10 ft (3 m) or shorter.

User’s Guide for Polycom HDX Desktop Systems
16 Polycom, Inc.
Showing Content with People+Content™ IP
People+Content™ IP allows you to send content from a computer that is not
connected directly to the Polycom HDX system.
To install People+Content IP on a computer:
1On a computer with a Microsoft® Windows® XP, Windows 2000, or
Windows Vista operating system, open a web browser and go to the
Polycom web site at www.polycom.com/support.
2Navigate to your product page.
3Download and install the People+Content IP software.
To start showing content:
1On the computer, start the Polycom People+Content IP application.
2Enter the IP address or DNS host name of your video conferencing
system and the meeting password, if one is set.
3Click Connect.
4Open the content you want to show, and click in People+Content IP.
To stop showing content:
1If the People+Content IP toolbar is minimized, maximize it by clicking
the icon in the task bar.
2Click in People+Content IP.
Points to note about People+Content IP:
•People+Content IP provides video-only content. No audio is shared.
•People+Content IP supports any computer desktop resolution with color set to
16-bit or higher.
•Your computer resolution can be set to anything, but People+Content IP uses a
maximum resolution of 1024 x 768.
•The People+Content IP application must be installed on a computer.
•For a computer connected directly to the Polycom HDX system, Polycom
recommends using the Send Computer button instead of
People+Content IP.
To keep the call secure, content may be automatically stopped when a participant
joins the call.