Polycom 3725-26470-004/A IP Phone User Manual
Contents
1. 0 00 cee eee KK eee 10 Switching Between Full Screen Video and the Home Screen 11 Changing the Layout during a Video Call 11 Adjusting the Monitor Brightness 00 e eee ee KK 14 Controlling What You TOR ans w anika 040l 2413y denen eee S ees 14 Adjustine Volume 4 sya yk a tase chelsea KEN Wa kaya 2 14 Mutine the Microphone yi 1 550 511 2 335 3 55230534 023535 4 44a w040 24 14 Using a Headset or Desktop Speakers 0 0 0 0000s 15 SHOWIN CONE ceait cic ain a deerme wine ted casa en oes aed aes 15 Showing Content from a Computer Connected Directly to the Polycom HDX OY Stem itu n e nee yeni E Aa e ke 16 Showing Content with People Content IP kk 16 Showing Content with Polycom People on Content 17 Working with Directory Entries and Favorites 0 18 Searching the Directory oss redra uyida geit kala downed aa 19 Adding Editing and Deleting Favorites 0 19 User s Guide for Polycom HDX Desktop Systems Directory GIOU D and dinate eed tin eed ached Gott aed ae 21 Refreshing Entries from the Polycom Global Directory Server 23 Contacts with L T Se ng n na l Kiwa siecle tele eau danane Vaya 23 Including Multiple Sites TC ali5 cy u ku N Sn Ak k war e k Se a war n E es 24 PacimeaMulnpoint Call 5y Ska z baw bA aya W kaya ay eee este 24 Passwords2. e If the contact is a member of more than one group deleting it simply removes it from the group you are viewing If the contact was created locally and is not a member of any other group deleting it completely removes it from your system e You cannot delete a contact that was found as a result of a directory search e You cannot delete default Contacts that come from the global directory server except contacts stored with the Polycom CMA presence service To add existing contacts to Favorites from the Favorites screen You can add existing global or new entries to your Favorites 1 Go to the Favorites screen Open the Favorites group to which you want to add contacts Select Options gt Add a Contact to add contacts to the group Select Add from Directory Q Aa OQ N Find the contact that you want to add and select it To add existing contacts to Favorites from the directory 1 Press vam Directory on the keypad 2 Open the Favorites group to which you want to add contacts 3 Select Options gt Add a Contact to add contacts to the new group To add a contact to Favorites from the Recent Calls screen 1 Go to the Recent Calls screen 2 Highlight the entry 3 Choose Options gt Add to Favorites Grouping contacts can make them easier to find Polycom HDX systems support global groups and Favorites groups Global directory entries are assigned to a global group by your system administrator You cannot edit or delete globa
3. Adjusting for Room LiSRI n 453 i x n e hl all rad a kal n 38 iv Polycom Inc User s Guide for Polycom HDX Desktop Systems Version 3 0 This guide includes overview information that you might find helpful when you re just starting to learn about video conferencing or when you have experience but you need a quick refresher your organization Therefore this guide might cover options that you cannot access on your system To find out more about these options please talk to the administrator of your Polycom HDX system 4 Polycom HDX systems can be customized to show only those options used in 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 A Home then O Info Switch between computer desktop and video conference views Start and stop showing computer desktop content to far sites Access onscreen help see system status in a call Confirm your current selection perform functions on highlighted items Select the far site or near site camera to control Return to the Home screen Cycle through display layouts Navigate through menus Zoom the camera in or out Return to the previous screen Place or answer a call indicates call status View or manage directory en
4. gt Press the Content soft key on the conference phone Content plays from Camera 2 if that input is configured for Content Using Polycom Conferencing for Microsoft Outlook Polycom Inc If your system is configured to connect to the Microsoft Exchange Server you see a list of the day s meetings on the Calendar screen If your system is not configured to connect to the Microsoft Exchange Server you see the standard month view calendar To view the Polycom HDX system calendar do one of the following e Select Calendar on the Home screen e Select System gt Utilities gt Calendar from the Home screen Press the Option button on the keypad and select Calendar To view more information about a meeting on the calendar highlight it and press O on the keypad Depending on how your system is configured private meeting details might not be visible and you might see reminders displayed on the system a short time before each meeting If your system is configured to connect to the Microsoft Exchange Server and the Polycom Conferencing Add In for Microsoft Outlook is installed at your site you have access to the following additional calendar features e Upcoming meetings scheduled with the Polycom Conferencing Add In for Microsoft Outlook are indicated with on the Polycom HDX system Calendar screen Past meetings scheduled with the Polycom Conferencing Add In for Microsoft Outlook are indicated by Q e To join a meeting sch
5. A Home to switch to the home screen if a computer is connected 2 Select System from the Home screen 3 Select User Settings from the System screen 4 Enter the password in the Meeting Password field in one of these ways Press the keypad number buttons using the text entry method commonly used with cell phones Press j Keyboard to use the onscreen keyboard to enter characters 5 Press c Home to save your change and return to the Home screen Multipoint Viewing Modes What you see during a multipoint call can vary depending on how the Polycom HDX system is configured the number of sites participating and whether content is shared The multipoint viewing mode configured on the host system is the one used in the call To find out more about these modes please talk to the administrator of your Polycom HDX system The following table describes the different multipoint viewing modes 26 Polycom Inc Using Chair Control for Multipoint Calls Polycom Inc User s Guide for Polycom HDX Desktop Systems Description Video images from multiple sites can be automatically combined on one monitor in a display known as continuous presence The view switches between continuous presence and full screen depending on the interaction between the sites If multiple sites are talking at the same time continuous presence is used If one site speaks uninterrupted for at least 15 seconds that site appears in full screen on
6. a multipoint call just as you can in a point to point call You can host multipoint calls using a video conferencing system with multipoint capabilities or you can use a bridge such as the Polycom RMX 1000 Polycom RMX 2000 or Polycom MGCTM Placing a Multipoint Call 24 How you place a multipoint call depends on whether you re using a Polycom HDX system with multipoint capabilities or a bridge such as the Polycom RMX 1000 Polycom RMX 2000 or Polycom MGC The number of sites allowed in the call is determined by the capabilities of the system or bridge hosting the call The call can include any combination of IP H 323 SIP ISDN V 35 Serial and audio only endpoints For more information about call types refer to Types of Video Calls You Can Make on page 7 e For calls hosted by a Polycom HDX system you can define a group in the directory to call all of the sites at one time Alternatively you can place a call to the first site and then add other sites after the first call connects The other sites can call the Polycom HDX system to join the call e For calls hosted by a bridge you might need to enter calling information about all of the sites before the call begins Contact your system administrator for more information Polycom Inc Polycom Inc User s Guide for Polycom HDX Desktop Systems To place a multipoint call by adding sites to a call 1 2 3 4 Call the first site When the call connects press ey Call
7. about People Content IP People Content IP supports any computer desktop resolution with color set to People Content IP provides video only content No audio is shared 16 bit or higher Your computer resolution can be set to anything but People Content IP scales the image to 1024x768 or 1280x720 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 Mu Send Computer button instead of People Content IP To install People Content IP on a computer 1 On a computer with a Microsoft Windows XP Windows Vista or Windows 7 operating system open a web browser and go to www polycom com ppcip Download and install the People Content IP software Polycom Inc User s Guide for Polycom HDX Desktop Systems To start showing content 1 On the computer start the Polycom People Content IP application 2 Enter the IP address or host name of the Polycom HDX system and the meeting password if one is set 3 On the computer click Connect Open the content you want to show and click in People Content IP To stop showing content 1 If the People Content IP toolbar is minimized maximize it by clicking the icon in the task bar 2 Click in People Content IP To keep the call secure content might be automatically stopped when a participant joins the call Showing Content with Polycom People on Content The
8. 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 Sites then the number of the far site system Consult with the far site about the best method for placing the call 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 LAN Networked and Public SIP URI E 164 address DNS name or Sites IP address Protected and Private Typically the far site s gateway number Points to note about special dialing scenarios e 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 need to enter into the dialing field For example some networks use to separate the extension from the IP address e When you include the extension you are prompted to save 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 e To place a call within your PBX system enter the internal extension instead of the full number e If you need to insert a pause add one comma in the dial string for each second you want the system to pa
9. for Multipoint Calls 0 0 0 KK KK RR KK KK gt 26 Multipomt Viewing Modes ua a suxen co ents Say 223 Gay i CESYS 26 Using Chair Control for Multipoint Calls 3 27 Changing the Way Calls Are Answered 0 00 00 KK KK KK KK 29 Temporarily Refusing Calls s xi y chiw tudes atin a eins 29 Answering Video Calls Automatically 006 30 Muting Automatically Answered Video Calls 30 Pogeine Mand GUI suya dbet e k S xuye atau ese eee Seb id coe sid oe 31 Using a Polycom SoundStation IP 7000 Conference Phone witha Polycom IDX SYSUIT T i lt nti w 4 y n 0 ha nadan od Zhe 44 4 45W 31 Using Polycom Conferencing for Microsoft Outlook 33 Using Microsoft Office Communications Server Features ATC NV ICC ON CIN gratis ok Aiea tne whiner E gas le Araneae ats wie een ee 34 Managing Contacts Using Office Communicator 34 Viewing Microsoft Office Communications Server Presence States 35 Polycom Solution Support 4s a a AQ bA AW ah Sh b l W A 4 3 cae 35 Using Avaya Network Features with Video Calls 36 Customizing Vout W Or Ked us eaaa 201 ae oeenaned eee oboe oe 37 Allowing the Far Site to Control Your Camera 37 Displaying the Far Site s Name When the Call Connects 37 Hearing Audio Confirmation When You Dial 38
10. on the keypad Place a call to the next site For more information refer to Placing a Call on page 3 Repeat steps 2 and 3 until all sites are connected To place a multipoint call using a directory group 1 2 3 Press ay Directory on the keypad Highlight a group folder in the directory list Press ay Call to place the call Depending on how your system is configured it attempts to call the group using a pre defined list of call types Contact your system administrator for more information To place a cascaded multipoint call l 2 Call a group from the directory or place calls one at a time to several other sites For more information refer to Placing a Call on page 3 Ask each site to call additional sites 25 User s Guide for Polycom HDX Desktop Systems Passwords for Multipoint Calls You might be required to enter a meeting password to join a multipoint call And you can require that far sites enter a meeting password to prevent unauthorized participants from joining multipoint calls hosted by your HDX system If you need to generate touch tones DTMF tones press i on the keypad or press pS and choose Touch Tones Then use the keypad number buttons To enter a meeting password Ifa prompt appears on the screen use the keypad or onscreen keyboard to enter the password e If you hear an audio prompt use the keypad to generate DTMF tones To configure a meeting password 1 Press
11. state of the HDX system or Office Communicator user is unknown Polycom Solution Support Polycom Inc Polycom Implementation and Maintenance services provide support for Polycom solution components only Additional services for supported third party Unified Communications UC environments integrated with Polycom solutions are available from Polycom Global Services and its certified Partners These additional services will help customers successfully design deploy optimize and manage Polycom visual communications within their UC environments Professional Services for Microsoft Integration is mandatory for Polycom Conferencing for Microsoft Outlook and Microsoft Office Communications Server integrations For additional information and details please see http www polycom com services professional_services index html or contact your local Polycom representative 35 User s Guide for Polycom HDX Desktop Systems Using Avaya Network Features with Video Calls 36 Depending on how your system is configured you might be able to use Avaya telephony network features such as call forwarding transferring calls and adding additional sites in an audio only conference To activate call forwarding 1 2 Make sure that the Polycom system is not in a call From the Place a Call screen on the Polycom system dial the Feature Access Code provided by the Avaya Communication Manager administrator followed by the E 164 extension of
12. the monitor Multiple sites are displayed in continuous presence The current speaker s image is highlighted The speaker sees continuous presence while the other sites see the speaker in full screen on the monitor The site that is speaking is shown in full screen to all other sites The current speaker sees the previous speaker During some multipoint calls you can use chair control to manage the video In this type of call the chair controller can choose the site whose video is sent to other sites in the conference The chair controller can also disconnect a site or end the conference Any participant can choose to view a specific site request to be the broadcaster or request to be chair controller Only one site at a time can be the chair controller Before a site can become the controller the site with control must give up control 27 User s Guide for Polycom HDX Desktop Systems The type of host for the multipoint call and the systems in the call determine whether chair control is available Hosted by Allows chair control if Video Conferencing The call includes System e Polycom HDX systems ViewStation EX ViewStation FX VSX and VS4000 systems connected by IP H 323 ISDN H 320 or both Other systems connected by ISDN H 320 only Allowed by the bridge To use the chair control options when you are in a multipoint call 1 Onacomputer open Internet Explorer 6 x or later 2 Inthe browser
13. the system to which you want to forward the calls For example dial 22016 if 2 is the Feature Access Code and 2016 is the system E 164 Wait for confirmation beeps To deactivate call forwarding 1 From the Polycom system Place a Call screen dial the Feature Access Code provided by the Avaya Communication Manager administrator For example 2 if 2 is the Feature Access Code for disabling call forwarding Wait for confirmation beeps To transfer a call 1 While in a call press i on your Polycom system keypad to access the tone pad Press O Select to activate flash hook The first far site system is placed on hold Wait for a dial tone and then dial the extension of the far site system to which you want to transfer the call The call connects both audio and video between the local system and the second far site system The first far site system is still on hold Hang up the near site system The two far site systems are now connected in a call with audio and video if the capabilities are present To add a system to a call 1 While in a call press on the Polycom system keypad to access the tone pad Press O Select to activate flash hook The far site system is put on hold Wait for a dial tone and then dial the extension of the system that you want to add to the call Polycom Inc User s Guide for Polycom HDX Desktop Systems Press Select again The call becomes an audio only conferenc
14. you to do so To see video in the full screen gt gt Press 2 Near on the keypad To see the Home screen gt gt Press c Home on the keypad Changing the Layout during a Video Call Polycom Inc When the call connects the system might show your computer desktop if a computer is connected The far and near video might remain in a smaller window To switch between the computer desktop and video gt gt Press View Computer on the keypad The View Computer button is lit when you are viewing the computer desktop User s Guide for Polycom HDX Desktop Systems To change layouts during a call do one of the following gt gt Press m Layout on the keypad During point to point calls without content you can press the m Layout button to scroll through the following screen layouts 1 Near and far sites same size side by side 2 Far site big near site small 3 Near site big far site small 4 Near site full screen 5 Far site full screen 12 Polycom Inc Polycom Inc User s Guide for Polycom HDX Desktop Systems During point to point calls with content you can press the m Layout button to scroll through the following screen layouts 1 Content big far and near sites small 2 Content big far site small 3 Content and far site same size 4 Content full screen Polycom HDX 4000 series systems with Hardware Version C show only two windows in Dual Monitor Emulation Far
15. From the Favorites or Directory screen highlight the group name 2 Press on the keypad or select Options gt Delete Group these entries be sure to assign them to a new group before you delete the old When you delete a group all entries in that group are deleted lf you want to keep A group To view or call a group From the Favorites screen or Directory screen highlight the group name then do one of the following To view the contacts inside the group press the center Select button on the keypad e To place a call to the group press the Call button on the keypad Depending on how your system is configured it attempts to call the group using a pre defined list of call types Contact your system administrator for more information Polycom Inc User s Guide for Polycom HDX Desktop Systems You cannot call a group that contains another group and you cannot call a group that exceeds your system s multipoint calling capability Refreshing Entries from the Polycom Global Directory Server The global directory entries are periodically refreshed on systems registered to the Polycom Global Directory Server You can also manually refresh the global directory entries on your system To manually refresh Polycom GDS entries 1 Press ay Directory on the keypad 2 Select Group gt Polycom GDS 3 Select Options gt Refresh Contacts with Presence If your system is automatically provisioned and registered to a gl
16. Me POLYCOM gt User s Guide for Polycom HDX Desktop Systems Version 3 0 December 2010 3725 26470 004 A Trademark Information Polycom the Polycom Triangles logo and the names and marks associated with Polycom s products are trademarks and or service marks of Polycom Inc and are registered and or common law marks in the United States and various other countries All other trademarks are the property of their respective owners Patent Information The accompanying product is protected by one or more U S and foreign patents and or pending patent applications held by Polycom Inc Customer Feedback We are constantly working to improve the quality of our documentation and we would appreciate your feedback Please send email to videodocumentation polycom com 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 mechanical for any purpose without the express written permission of Polycom Inc Under the law reproducing includes translating into another language or format As between the parties Polycom Inc retains title to and ownership of all proprietary rights with respect to the software contained within its products The software is protected by United States copyright laws and international treaty provision Therefore you must treat the soft
17. Polycom People on Content option allows you to show yourself on top of content that you are sharing The effect is similar to a weather newscast on television Contact your administrator for information about enabling or configuring People on Content Follow these guidelines when you are presenting content with People on Content e Wear solid neutral colored clothes e Avoid wearing black white or the color of your background Polycom Inc 17 User s Guide for Polycom HDX Desktop Systems e Make sure that the room is well lit e Stay about 3 feet in front of the background to avoid casting shadows on it To show content with People on Content 1 Make sure that the content you want to show is ready 2 Press j Option on the keypad 3 Select People on Content To stop showing content with People on Content l Press Option on the keypad 2 Select People on Content Working with Directory Entries and Favorites The directory on your Polycom HDX system stores dialing information that helps you make calls quickly and easily When a site listed in the directory calls your system the system displays the name on the screen when the call comes in If a site that calls you is not listed in the directory you might be prompted to save the contact information in the directory when the call ends If your system is registered with a global directory server you can see information about other active sites that are registe
18. The indicators on the conference phone are green when the system is in a call and audio is not muted To place a multipoint call using a connected SoundStation IP 7000 conference phone 1 Call the first site 2 When the call connects press the Add Video or Add Phone soft key on the conference phone 3 Place a call to the next site Repeat steps 2 and 3 until all sites are connected To control volume in a call using a connected SoundStation IP 7000 conference phone gt gt Press the and keys on the conference phone to adjust the volume of audio from the far site You can also adjust the volume using the volume buttons on the Polycom HDX system keypad To mute audio in a call using a connected SoundStation IP 7000 conference phone gt gt Press the Mute key on the conference phone You can also mute the audio using the mute button on the Polycom HDX system keypad or on a connected Polycom HDX microphone The indicators on the conference phone are red when your audio is muted The near site mute icon also appears on the monitor display Polycom Inc User s Guide for Polycom HDX Desktop Systems To end a call using a connected SoundStation IP 7000 conference phone e Press ey on the conference phone to hang up the call Press the More softkey then the Manage softkey to hang up one connection in a multipoint call To start or stop showing content using a connected SoundStation IP 7000 conference phone gt
19. address line enter the system s IP address for example http 10 11 12 13 to go to the video conferencing system s web interface 3 Click Place a Call Click Chair Control to go to the Chair Control screen The Chair Control option is only available when the system is in a multipoint call It is not available in cascaded multipoint calls 28 Polycom Inc User s Guide for Polycom HDX Desktop Systems 5 Select a site from the list and then use the controls in the web interface to perform one of these actions You can do this By selecting Chair controller Pass chair control to the selected sites Release Chair View the selected site s video This View Site remains in effect until you choose Stop Viewing Site or you release chair control Return to viewing the video selected by Stop Viewing Site the chair or by the host Send your site s video to the other sites Make Me the Broadcaster Send the selected site s video to the Select other sites Broadcaster Remove the selected site from the Disconnect Site conference Disconnect all sites and end the call End Conference Participant Request control of the conference Acquire Chair View the selected site s video This does View Site not change what other sites see Return to viewing the video selected by Stop Viewing Site the chair or the host Changing the Way Calls Are Answered Temporarily Refusing Calls If your system admin
20. e with all of the systems If the system that dialed the flash hook hangs up the other systems remain connected in a call with audio and video if the capabilities are present Customizing Your Workspace You can customize what you see on the screen depending on how your system is configured Allowing the Far Site to Control Your Camera If your system administrator has allowed access to user settings you can allow the far site to control your camera Far site participants can also set and use presets for your camera if their system supports this To allow the far site to control your camera 1 2 3 4 Select System from the Home screen Select User Settings from the System screen Scroll to Far Control of Near Camera and press O to enable the option Press A Home to save your change and return to the Home screen Changing this setting takes effect immediately even if a call is in progress Displaying the Far Site s Name When the Call Connects Polycom Inc If your system administrator has allowed access to user settings you can specify whether to display the far site s name when the call connects and how long to leave the name on the screen To specify when to display the name of the far site 1 Select System from the Home screen 2 Select User Settings from the System screen 3 Select F Next to see more settings 37 User s Guide for Polycom HDX Desktop Systems 4 Scroll to Far Site Name Disp
21. eduled with the Polycom Conferencing Add In for Microsoft Outlook you can select Join Now on the Polycom HDX system without knowing the dialing information e You can schedule a meeting using the Polycom Conferencing Add In for Microsoft Outlook by clicking Schedule Polycom Conference in the Microsoft Outlook toolbar 33 User s Guide for Polycom HDX Desktop Systems Using Microsoft Office Communications Server Features with Video Calls Depending on how your system is configured you might be able to search a Microsoft Office Communications Server directory view a list of Microsoft Office Communications Server contacts see if the contacts are online and call them without knowing or remembering their addresses whose last name begins with your search string First names beginning with the Microsoft Office Communications Server directory searches only return an entry 4 search string are not returned in the results Managing Contacts Using Office Communicator Office Communicator contacts appear on the Polycom HDX system Favorites screen and in the Favorites group in the directory To add or delete Office Communicator contacts on the Polycom HDX system use the Office Communicator application You can populate groups created locally ona Polycom HDX system with existing Office Communicator contacts but those changes do not appear on any other device To manage your contacts using Office Communicator 1 Log in to Office Commun
22. es Press A Home to save your change and return to the Home screen Muting Automatically Answered Video Calls 30 If your system administrator has allowed access to user settings you can choose whether to mute the audio when automatically answered video calls connect This prevents callers from overhearing conversations or meetings After the call connects you can press Mute on the keypad when you re ready to unmute the microphones Note that if you enable this option during a call the audio for the current meeting is not affected To mute automatically answered video calls 1 2 3 Select System from the Home screen Select User Settings from the System screen Scroll to Mute Auto Answer Calls and press O on the keypad to enable the option Press A Home to save your change and return to the Home screen Polycom Inc User s Guide for Polycom HDX Desktop Systems Logging In and Out Depending on how your system is configured you might have to log in when the system comes out of sleep mode To log in 1 When the Login screen appears press EZI Keyboard or use the number buttons on the keypad to enter the User ID 2 Enter the account password To enter numbers use the number buttons on the keypad To enter letters press Keyboard on the keypad 3 Select F to log in Depending on how your system is configured you might get locked out after a certain number of failed login attempts Contact your sys
23. f 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 ey Call button lights to indicate call status Blinking green light indicates an incoming call e Steady green light indicates a call in progress Slow blinking green light indicates standby mode 9 Polycom Inc Answering a Call Placing a Call Polycom Inc User s Guide for Polycom HDX Desktop Systems 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 gt gt Press ey Call or select Yes using the keypad 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 1 From 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 In the dialing field enter the dialing information Depending on the capabilities of your system and the system you a
24. he Calendar screen 1 Go to the Calendar screen Select Calendar on the Home screen Select System gt Utilities gt Calendar from the Home screen Press the Option button on the keypad and select Calendar 2 Find a meeting scheduled with the Polycom Conferencing Add In for Microsoft Outlook which is indicated with on the Calendar screen 3 Select Join Now to call into the meeting For more information about the Microsoft Exchange Server and the Polycom Conferencing Add In for Microsoft Outlook refer to Using Polycom Conferencing for Microsoft Outlook on page 33 To hang up from a call 1 Press oe Hang Up on the keypad 2 If prompted confirm that you want to hang up 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 the call just as you would hang up a telephone receiver in a regular phone call Polycom Inc User s Guide for Polycom HDX Desktop Systems Types of Video Calls You Can Make Depending on your system configuration you might 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 Phone number of the far site gateway and the
25. icator with the same user name and password specified in the SIP settings of your Polycom HDX system 2 From Office Communicator you can Add and remove contacts Add and remove groups Move contacts from group to group Changes made to contacts and groups using Office Communicator appear on the Polycom HDX system Favorites screen and in the Favorites group in the directory Polycom HDX systems support up to 200 contacts and 64 groups from Office Communicator which are created on the Microsoft Exchange Server and are typically used for Polycom HDX systems do not support Office Communicator distribution list groups sending email to a group of people 34 Polycom Inc User s Guide for Polycom HDX Desktop Systems Viewing Microsoft Office Communications Server Presence States Polycom HDX systems and Office Communicator users in an integrated environment use the following presence icons to indicate presence states Do Not Disturb Indicates that the HDX system or Office Communicator user is set to Do Not Disturb In a Call Indicates that the HDX system or Office Communicator user is in one of the following states In a call Accepting urgent interruptions only Busy Inactive In a Conference In a Meeting Available Indicates that the HDX system or Office Communicator user is available Offline Indicates the HDX system or Office Communicator user is offline Presence Unknown Indicates that the presence
26. in a call press 2 Near or T Far on the keypad to select either near site or far site control j This onscreen icon indicates that you have selected the near site camera The 2 Near button on the keypad is lit This onscreen icon indicates that you have selected a far site camera or video source The j Far button on the keypad is lit Polycom Inc User s Guide for Polycom HDX Desktop Systems To adjust a camera using the keypad l Select either a near site or far site video source to 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 2 Press the arrow buttons on the keypad to move the camera up down left or right Zoom on the keypad to zoom out or in To open or close the privacy shutter gt gt 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 Seidi The light next to the shutter indicates camera status e Solid green means you are in a call e 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 buil
27. in the search field by Spelling the name using the number buttons on the keypad Spelling the name using the onscreen keyboard or by pressing El Ea Keyboard on the keypad Scroll through the list of names using the lt gt Up and L gt Down arrow buttons or Zoom on the keypad If the search does not start as soon as you enter a character in the search field select the 2 Search button Adding Editing and Deleting Favorites Polycom Inc You can create Contacts and groups and save them in the Polycom HDX system directory Any changes appear in Favorites To add a Contact to Favorites 1 2 Press ay Directory on the keypad If you have groups within Favorites make sure that you have opened the group where you want the new Contact to appear To open a group select it The name of the group that is open appears at the top of the screen for example Directory Favorites Select Options gt Add a Contact Select Create Contact User s Guide for Polycom HDX Desktop Systems 20 5 Specify the following information ee dd Name Name that appears in the directory list and on incoming call messages The group where the new Contact appears Call Type Call type to use for calls to the site Depends on the capabilities of your system For more information about call types refer to Types of Video Calls You Can Make on page 7 Call Speed Call speed to use for video calls to this site N
28. ion A WSXGA 1600 x 900 Recommended for HDX 4000 systems with Hardware Version C and HDX 4000 systems with Hardware Version A that have been upgraded to Monitor Hardware Version B 8 Polycom Inc User s Guide for Polycom HDX Desktop Systems To use your Polycom HDX 4000 series system as a computer monitor 1 Connect your computer to the Polycom HDX 4000 series system as shown on the setup sheet that came with the system 2 Press om 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 recommends that you set up the system so that calls must be answered manually If you use the Polycom HDX 4000 series display as your computer monitor Polycom This ensures that callers do not unexpectedly see or hear you at your desk 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 or other near site or far site video sources You might be able to adjust other far site cameras that support pan tilt and zoom movement You can adjust the far site camera only if it is configured at the far site to allow you to control it To select a near site or far site camera gt gt If you are
29. istrator has allowed access to the Availability Control you can automatically refuse incoming calls if you do not wish to be disturbed Callers get a message that the call was rejected and you receive no notification about incoming calls You can however make outgoing calls To temporarily refuse incoming calls Do Not Disturo gt gt On the Home screen set the Availability Control to Do Not Disturb Polycom Inc 29 User s Guide for Polycom HDX Desktop Systems Answering Video Calls Automatically If your system administrator has allowed access to user settings you can specify whether to answer video calls automatically or to have the system announce incoming video calls and wait for you to answer manually If you have a Polycom HDX 4000 system that you are using as your computer monitor Polycom recommends that you set up the system so that you have to answer calls manually Automatically answering calls is convenient but it can create security issues An unexpected caller could interrupt a meeting in progress or look at equipment and notes left in an empty room To automatically answer video calls 1 2 3 Select System from the Home screen Select User Settings from the System screen If you want to automatically answer incoming point to point video calls set Auto Answer Point to Point Video to Yes If you want to automatically answer incoming multipoint video calls set Auto Answer Multipoint Video to Y
30. l buttons on the Home screen To place a call to a Speed Dial entry 1 Highlight the speed dial entry you want to call on the Home screen 2 Press ey 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 includes entries from the global directory To place a call from the directory 1 Press uan Directory on the keypad 2 Open a specific group folder to find the entry you want to call 3 Highlight the entry to call 4 Press ey Call to place the call Depending on your system configuration when you make a call using an entry with both ISDN and IP dialing information the system might prompt you to choose which way to place the call For more information about using the directory refer to Working with Directory Entries and Favorites on page 18 User s Guide for Polycom HDX Desktop Systems Ending a Call Calling from the Calendar If your HDX system is configured to connect to the Microsoft Exchange Server and the Polycom Conferencing Add In for Microsoft Outlook is installed at your site you can join a scheduled meeting from the Calendar screen If the Calendar screen is blank the system is not connected to the Microsoft Exchange Server or no meetings are scheduled To join a scheduled meeting from t
31. l directory groups The Favorites group can have one level of subgroups inside of it Any group that you create on the Favorites screen or Directory screen is automatically added as a subgroup under Favorites 21 User s Guide for Polycom HDX Desktop Systems 22 You can put the same contact in more than one group and you can delete it from one group at a time To move a contact from one group to another you must delete it from the first group and add it to the second group Polycom HDX systems support up to 200 Favorites groups If the system is connected to a global directory server it can also support one of the following Up to 64 additional groups from the Microsoft Office Communications Server directory which appear in the Favorites group e Up to 200 additional distribution groups from a Polycom CMA system which appear in the Global Directory group Points to note about groups e You cannot rename a group To change the name of a group delete and recreate it e When you place a call to a group the system uses the call speed specified on the Preferred Speeds screen as the preferred call speed for placing calls e The Sample Sites group includes Loopback entries and various Polycom regional sites that you can use to place test calls To create a group in Favorites 1 Press 8 Directory on the keypad 2 Select Options gt New Group 3 Enter a name for the group To delete a group from Favorites I1
32. lay Time press on the keypad and select to display the far site s name during the entire call for a specified time or not at all 5 Press c Home to save your change and return to the Home screen Hearing Audio Confirmation When You Dial If your system administrator has allowed access to user settings you can set up the system to speak each number as you enter it in the dialing entry field on the Place a Call screen To enable audio confirmation 1 Select System from the Home screen 2 Select User Settings from the System screen 3 Select Next to see more settings 4 Scroll to Keypad Audio Confirmation and press e on the keypad to enable the option 5 Press c Home to save your change and return to the Home screen Adjusting for Room Lighting 38 If your system administrator has allowed access to user settings you can use the backlight control to adjust the brightness of the video that the main camera sends to the Polycom HDX system Adjusting this setting can be helpful when the room arrangement results in strong light coming from behind the people in the picture Because backlight controls adjust the built in camera these controls do not make content from a computer appear brighter To turn backlight compensation on 1 Select System from the Home screen 2 Select User Settings from the System screen 3 Scroll to Backlight Compensation and press e on the keypad to enable the option 4 Press H
33. nformation about using the Place a Call screen refer to Types of Video Calls You Can Make on page 7 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 1 Select Recent Calls from the Home screen 2 Scroll to the entry you want to call and press ey 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 gt Sort Options To see more details about a call listed on the Recent Calls screen highlight the call and press Q Info on the keypad 4 Polycom Inc Polycom Inc User s Guide for Polycom HDX Desktop Systems Calling from the Favorites Screen You might be able to see a list of Contacts on the Favorites screen To place a call from the Favorites screen 1 Select Favorites from the Home screen 2 Highlight the contact you want to call and press ey Call or press the reference number that appears next to the contact to place the call 3 For more information about the Favorites screen refer to Working with Directory Entries and Favorites on page 18 Calling a Speed Dial Entry Your system administrator might have configured Speed Dia
34. obal directory server your Favorites might include default LDAP group members and up to 200 global Contacts stored by the presence service If the system is registered with a global directory you could see the following icons next to Contacts on the Favorites screen con Presence Description Available The system is set to Available and is registered with a presence service Do Not Disturb The system is set to Do Not Disturb and is registered with a presence service or The system is set to Available but is in a call and is not available to receive another call i In a Call The system is set to Available and is registered with a presence service lt is in a call but is available to receive another call Polycom Inc 23 User s Guide for Polycom HDX Desktop Systems con Presence Description Unknown Presence The presence state is unknown The Contact was created locally or is not registered with a presence service The system is a desktop client that is available but is currently idle Offline The system is powered off or is offline You can view Contact details in the system s local interface Highlight the Contact and press o A dialog appears with the display name address call speed and group Including Multiple Sites in Calls Your system might be configured to participate in multipoint calls During a multipoint call multiple sites can see and hear each other You can also share content in
35. ome to save your change and return to the Home screen For information about adjusting the brightness of the Polycom HDX 4000 monitor refer to Adjusting the Monitor Brightness on page 14 Polycom Inc
36. re 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 user domain com SIP To enter letters press Keyboard on the keypad To delete a number press H Delete on the keypad User s Guide for Polycom HDX Desktop Systems 3 Enter 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 might 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 4 Press ay Call on the keypad to place the call Call progress indicators appear on the HDX system monitor to show that the call is in progress When the indicators turn green the call is connected For more i
37. red with the same Global Directory Server These entries are stored on the Global Directory Server and you cannot edit them You can however add a global entry to your Favorites managing Microsoft Office Communications Server contacts refer to Using For information about using a Microsoft Office Communications Server directory or 4 Microsoft Office Communications Server Features with Video Calls on page 34 Sites that you have added are stored on your Polycom HDX system as Favorites You can remove or edit Favorites You can also assign Favorites to eroups to more easily find them Everyone at your site who uses the system can use the entries you create and you can use the entries created by others Users at other sites cannot access the Favorites on your system 18 Polycom Inc Seqrching the Directory User s Guide for Polycom HDX Desktop Systems Polycom HDX systems support up to 1 000 Favorites They can also support one of the following 4 Up to 200 additional Favorites with presence when registered with Microsoft Office Communications Server Up to 200 additional Favorites with presence when registered with a Polycom Converged Management Application CMA system Up to 4 000 contacts from up to 5 servers which appear in the Global Directory group when registered with to Polycom GDS server Press ay Directory on the keypad Open a specific group folder if you want to narrow your search results Enter a name
38. sites cannot see what is on your computer screen until you press the Send Computer button User s Guide for Polycom HDX Desktop Systems 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 Controlling What You Hear Adjusting Volume You can raise or lower the volume of the meeting Changing the volume affects only the sound you hear at your site To adjust the volume e Press pod Volume Down or ed Volume Up on the keypad repeatedly e Press and hold pod 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 gt gt 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 14 Polycom Inc User s Guide for Polycom HDX Desktop Systems Points to note about muting the microphone e Muting the microphone mutes audio coming from auxiliary audio inputs on Polycom HDX 7000 series Polycom HDX 8000 series and Polycom HDX 9000 series e Muting the microphone does not mute audio coming from your computer e The microphone might automatically mute when the system is asleep or is waiting for you to log in e The microphone might automatically mute when the system a
39. t in camera These 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 might 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 1 Ifacall is connected press 2 Near or T Far on the keypad 2 Press a number on the keypad Polycom Inc User s Guide for Polycom HDX Desktop Systems To store a preset F 1 If you are in a call press 2 Near or aj Far on the keypad 2 With 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 1 If you are ina call press 2 Near on the keypad 2 Press and hold Delete to delete all presets You cannot delete just one preset Instead overwrite an existing preset with the new camera position 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
40. tem administrator for more information To log out gt gt Press Option on the keypad and select Logout to log out manually The system automatically logs out the current account when the system goes to sleep Using a Polycom SoundStation IP 7000 Conference Phone with a Polycom HDX System When you connect a Polycom SoundStation IP 7000 conference phone to a Polycom HDX system the conference phone becomes another interface to dial audio or video calls The conference phone operates as a microphone and as a speaker in audio only calls For more information refer to the SoundStation IP 7000 documentation available on the Polycom web site To answer a call using a connected SoundStation IP 7000 conference phone gt gt Press the Answer soft key on the conference phone Polycom Inc 3 User s Guide for Polycom HDX Desktop Systems 32 To place a point to point call using a connected SoundStation IP 7000 conference phone 1 Press on the conference phone and press the Video or Phone soft key 2 On the conference phone keypad enter one of these The IP address for example 10 11 12 13 of the site you want to call The phone number for example 19784444321 of the site you want to call To enter letters press the ABC soft key To enter a dot or symbol press the ABC soft key then key multiple times You can also place calls using the conference phone s directory or the redial key
41. tries End a call Increase or decrease the sound you hear from the far sites and your computer Display the onscreen keyboard Display menu of optional features Delete letters or numbers H Press once for a dot twice for a colon three times for an asterisk Enter letters or numbers move the camera to a stored position Mute the microphone audio you re sending to the far sites Polycom Inc User s Guide for Polycom HDX Desktop Systems Powering the System On and Off 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 Caution In order to avoid corrupting the file system always power off a Polycom To power on the Polycom HDX 4000 series do one of the following e 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 gt gt 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 o
42. umber to use for calling the site Extension The system s extension E 164 address 6 Select Update to add each combination of call type and number that you want to store for the site To remove the last call type added select Clear 7 Select Save to save the entry To edit an entry You can edit any contact that was created locally 1 Press an Directory on the keypad 2 Open the Favorites group that contains the contact you want to edit To open a group select it The name of the group that is open appears at the top of the screen for example Directory Favorites Highlight the contact you want to edit Select Options gt Edit Contact You cannot edit a global entry Edit the information as needed Oo Oa BS Q Select Save to save your changes To delete an entry You can delete any contact that was created locally 1 Press an Directory on the keypad 2 Open the Favorites group that contains the contact you want to delete To open a group select it The name of the group that is open appears at the top of the screen for example Directory Favorites 3 Highlight the contact you want to delete Polycom Inc Directory Groups Polycom Inc User s Guide for Polycom HDX Desktop Systems 4 Press on the keypad or select Options gt Delete Contact If Delete Contact is not available you highlighted a global directory entry which cannot be deleted Points to note about deleting contacts
43. use Polycom Inc 7 User s Guide for Polycom HDX Desktop Systems Participating in an Encrypted Call If encryption is enabled on the system a locked padlock icon appears on the monitor when a call is encrypted If a call is unencrypted an unlocked padlock appears on the monitor e If you are ina point to point call or a multipoint call hosted by another system the padlock icon displays the state of your individual connection e If you are hosting a multipoint call the padlock icon displays the combined state of all connections encrypted if all connections in the call are encrypted unencrypted 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 icons 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 HD 720p 1280 x 720 SXGA 1280 x 960 SXGA 1280 x 1024 WSXGA 1680 x 1050 Recommended for HDX 4000 systems with Hardware Vers
44. utomatically answers an incoming call 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 If you connect headphones a headset or desktop speakers use a cable that is 10 ft 3 m or shorter Showing Content Depending on how your system is configured you might 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 Polycom Inc 15 User s Guide for Polycom HDX Desktop Systems Showing Content from a Computer Connected Directly to the Polycom HDX 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 gt gt Press the Send Computer button on the keypad When you are sending content the Send Computer button is lit To stop sending content gt gt Press the Send Computer button on the keypad 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 4 Points to note
45. ware like any other copyrighted material e g a book or sound 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 Contents Polycom Inc Using the Polycom HDX 4000 Keypad KK KK KK KK eee 1 Power the System On and Off s x a aner a sade einen gawd bene eee 2 Call he andi ANSWerine 3 8 4 ya SA Kak DAW k Shed ees aes 2 ANSWEE Call prees iien t CAAA 52053190155542 ri GK a EEE ei 3 PTE ee e eet A D Mel KALO a A E ent N N a 3 Calling by Entering a Name or Number 3 Calling from the Recent Calls List u s s uan trino da u asese 4 Calling from the Favorites Screen 00 ee KK KK KK KK 5 Calling a Speed Dial ENY missrisi ororen uid ernan Re eS 5 Calling fron the Directory i4 si eka kori e a ered tbs 5 Calingdrom the Calendar os 2 dal ag ota kd aE A 6 Endi Calls is xc S y cura dr ka nee tei AE au dab b ka es Ba eee 6 Types of Video Calls You Can Make 00 0 KK KK KK KK KK 7 Participating in an Encrypted Call 00 eee eee eee 8 Using Your Polycom HDX 4000 Series as a Computer Monitor 8 Controlling What YOUSEE 4c t cin dia Ku tay AN iis fivsatet eats teens es 9 Selecting and Adjusting a Camera or Other Video Source 9 Setting and Using Camera Presets
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