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Seattle Colleges District

Jim Christiansen Conference Room – Siegal Center

Using the Polycom RealPresence Trio 8800 Conference Phone

Contents Page

Description/Overview (PLEASE READ THIS!) 2

Making General Calls 3

Creating Basic Audio Conference Calls 3

Avaya Meet Me Conferencing 3

Skype for Business - Join a scheduled meeting 4

Skype for Business - Start an impromptu meeting 5

Zoom – Join a scheduled meeting 7

Zoom – Join a meeting (uninvited) 8

Zoom – Join a scheduled meeting for which you are the host 8

Screen Sharing and Presenting 9

Bluetooth 9

USB Tethering 11

Additional Instructions

How to Schedule Meetings in Outlook 12

Adding Custom Contacts 16

Troubleshooting & FAQ 17

This document is available online:

http://itg.seattlecolleges.edu/sccphoneinstructions/OperatingInstructions/userguides/SCDJCpolycom8800.pdf

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Description

The Polycom RealPresence Trio 8800 Visual+ Conference Phone is a video-enabled speakerphone that

can serve multiple functions:

Make normal calls and create basic audio conference calls

Participate in Avaya Meet Me conference calls

Participate in Skype for Business audio/video meetings

Initiate Skype for Business meetings

Join Zoom Meetings with audio and/or video

Important Information:

Polycom name and email address for scheduling and communication:

o Name: “District, jcpolycomphone”

o Email address: jcpolycomphone@seattlecolleges.edu

Polycom Phone number for direct inbound calls – (206) 413-8612

Don’t dial 9 first! The Polycom RealPresence Conference Phone is not part of the Avaya

system, so you cannot dial 4-digit extensions. When calling other campus phones you will

need to dial the full 10-digit phone number. Also note, Long Distance codes are not needed

when dialing long distance calls on the Polycom.

Video:

o The Polycom is paired with a camera located on the top left side of the video

monitor. The camera is labeled “POLYCOM PHONE CAM”. This camera provides

video, if needed, for the Polycom phone during Skype or Zoom meetings.

Ensure that the monitor is turned ON, and use the TV remote to select the

HDMI 3 input source. Note: Ignore any prompts on the screen. You will

enter all your information using the touchscreen on the phone.

Note: When using the Polycom Camera, you cannot share content using the

conference room PC. You will need to bring your own laptop or have another

attendee share from their PC. Alternately, you can use the conference room PC

to host the meeting. To do so, be sure the TV is set to HDMI-1, and invite the

jcpolycomphone to the meeting. This way, your audio will go through the

Polycom phone and your video will go through the PC.

o Note: If you regularly use the JC Conference room TV and PC for presentations and

meetings, you can continue to do so, the same as always. Just be sure the TV is set

to HDMI-1.

An online version of this user guide is available here:

http://itg.seattlecolleges.edu/sccphoneinstructions/OperatingInstructions/userguides/SCDJ

Cpolycom8800.pdf

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Making General Calls

Touch the “Dial A Number” button and enter a 10-digit phone number. If long distance, dial “1”

first.

o Note: Do NOT dial a “9” first (or “91” for long distance). Long distance calls can be made

on this device without the need for a Long Distance code.

o Note: 4-digit calls are not possible; You must dial the full 10-digit phone number.

Creating a basic audio-only conference call:

After making your first call as described above, touch the “Add” button and dial another

number. When connected, the calls will be joined. You can add up to 5 numbers on a basic audio

conference call. When your meeting has finished, be sure to press the “Hang Up” button.

Add Additional Participants to a Conference Call

To add additional participants to a conference call:

1. During an active conference call, tap “Add”.

2. Enter another contact’s number or select a contact from Contacts or Recent Calls.

3. The new contact is added to the conference call after answering.

To merge an incoming call into a Conference Call:

1. Answer the incoming call. The existing call is automatically placed on hold.

2. In the calls screen, tap the held call.

3. Tap “Merge Calls”.

4. The held call is merged with the active call.

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Avaya Meet Me Conference Calls

To join or host an Avaya Meet Me conference call:

1. Dial the Meet Me phone number that you received from the meeting organizer. Be sure

to dial the full 10-digit phone number, not just the extension.

2. When prompted for participant code, enter the code that you received from the

meeting organizer.

Note: If you would like to request a Meet Me number, contact the Telecommunications

department at SCDTelecom@seattlecolleges.edu .

Joining Skype for Business Meetings

There are two ways to join a Skype for Business meeting: You can start a pre-scheduled meeting

from the “Meetings” list, or you can start an impromptu meeting. Both methods are explained

below. Note: These instructions work for either audio-only or audio/video Skype meetings.

Joining a Pre-scheduled Skype for Business Meeting

Note: Be sure to have the meeting host invite jcpolycomphone@seattlecolleges.edu to

the meeting. Or, if you’ve received a meeting invite from someone and you want to hold

the meeting in the JC room, you can forward the original invite to

jcpolycomphone@seattlecolleges.edu.

(For detailed instructions on how to schedule meetings see page 12)

1. Press the “Meetings” button:

2. Locate your meeting in the list and touch the Join button to join the

meeting. Important note: Be careful to select the correct meeting:

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IMPORTANT: After your meeting has finished, be sure to press the “Hang Up” button.

Starting an impromptu Skype for Business meeting:

1. If you haven’t pre-scheduled a Skype for Business meeting, you can create a

meeting on the fly. Just press the “Meet Now” button:

2. Then touch the “Add” button

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Starting an Impromptu Skype for Business Meeting - continued

3. You can then add attendees via the contact list (shown below) or by dialing a

phone number. (Note: if you don’t find your contact in the contact list you can

add custom contacts. See Page 15 for instructions on adding custom contacts.)

IMPORTANT: After your meeting as finished, be sure to press the “Hang Up” button:

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Joining Zoom Meetings

There are three common scenarios for joining a Zoom meeting using the Polycom:

1. Joining a pre-scheduled Zoom meeting in which the JC Polycom phone has been invited

2. Joining a meeting in progress to which the JC Polycom phone was not initially invited

3. Starting a scheduled meeting for which you are the host

Notes:

o You cannot add landline calls to a Zoom meeting in progress on the Polycom. Landline

users can call in using the phone number on their invite and they will be joined to the

Polycom meeting.

o You cannot invite new attendees using the Polycom. Attendees must be invited during

the scheduling process. If you forget to schedule someone they can still join but you will

need to provide them with the meeting id.

o Note: The following instructions work for either audio-only or audio/video Zoom

meetings.

Joining a pre-scheduled Zoom meeting to which the JC Polycom phone has been invited as an

attendee

For detailed instructions on how to schedule meetings see page 12

1. Press the “Meetings” button:

2. Locate your meeting from the list and touch the “Join” button. Your meeting will start. If the

host has not yet started the meeting you will remain on hold until the host starts the

meeting. Important note: Other people’s meetings may appear in the Meeting list. Be

careful to select the correct meeting:

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Joining a pre-scheduled Zoom meeting - continued

3. On the next screen, press “Join”. Note: you may be prompted to enter your host key. To find

your host key you will need to log into your Zoom account at https://zoom.us/meeting on a

pc or other device, and open your profile. Your host key can be found there).

4. IMPORTANT: After your meeting as finished, be sure to press the “Hang Up” button.

Joining a Zoom meeting in progress to which the Polycom phone was not initially invited

1. To join the Zoom meeting touch the Zoom icon

2. You will be prompted for a meeting id. Note: Disgregard the prompt on the video monitor:

you will enter the meeting id using the Polycom dialpad instead.

3. Touch the “Dialpad” button to bring up the dialpad

4. Press #

5. Enter the meeting id from the meeting invite, or contact the meeting host to get the

meeting id

6. Press # again

7. Your meeting will start (Note: If the host has not started the meeting yet you will be put on

hold until the meeting starts).

8. IMPORTANT: After your meeting as finished, be sure to press the “Hang Up” button.

Starting a Scheduled Zoom Meeting for which you are the host

Note: You will need to know your meeting id as well as your host key. These can be found in your

meeting invite or on the zoom website under profile.

1. To start your Zoom meeting touch the Zoom icon on the Polycom phone screen

2. You will be prompted to enter a meeting id. Note: Disgregard the prompt on the video

monitor: you will enter the meeting id using the Polycom dialpad instead.

3. Touch the “Dialpad” button to bring up the dialpad

4. Press #

5. Enter the meeting id shown on your Zoom account home page or meeting invite calendar

item

6. Press # again

7. Enter your host key (To find your host key, you will need to log into your account at

https://zoom.us/meeting on a pc or other device and open your profile. Your host key can

be found there).

8. Press # again.

9. Your meeting will start.

10. IMPORTANT: After your meeting as finished, be sure to press the “Hang Up” button.

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Screen Sharing and Presenting

Zoom

To share desktop or laptop screens in Zoom, the attendee should click the “Share” button

on their Zoom app, on their pc or other device. The screen will automatically expand for the

attendee who is sharing. To return to the normal screen, have the attendee click “Stop

Sharing” on their device.

Skype for Business

To share in Skype for Business the attendee should click the share screen icon in

their Skype for Business meeting window on their pc or other device.

If an attendee is having trouble sharing their desktop, touch the Settings dots to the right of

their name in the attendee list (if you don’t see the list of attendees touch the Participants

button).

Then touch “Make Presenter”. Note: if “Make Presenter” is not available it means the

attendee is already a presenter:

Other Polycom Features

Bluetooth

Using Bluetooth to pair a mobile phone, tablet, or other device to the Polycom:

1. Enable Bluetooth on your mobile device

2. Touch the Settings icon in the upper left corner of the Polycom Home screen

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Bluetooth - continued

3. Touch “Bluetooth”

4. Touch the On/Off toggle switch to turn Bluetooth ON

5. Wait a moment and you should see your mobile device in the list

6. Touch the listing for your mobile device and it will be paired

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USB Tethering

When you connect a mobile phone, tablet, laptop or other device to the Polycom via the USB

port the Polycom becomes the speaker/mic for the connected device. Simply connect your

device to the USB port on the side of the Polycom using your own USB or USB-C cord. You may

need to set the default speaker/mic on your device to the Polycom.

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Scheduling Meetings

Although you can start an impromptu Skype or Zoom meeting without a schedule, the best way to

create a meeting is to schedule it first. Scheduled meetings will appear on the Meeting list on the

Polycom phone’s screen.

Calendar

Prior to scheduling your meeting, be sure to check the jcpolycomphone calendar first. The

calendar can be viewed at the following links:

o To add the calendar to your Outlook program click here:

https://outlook.office365.com/owa/calendar/be63e6afcbe34e42bf8f8ee3a2c4d039

@seattlecolleges.edu/49e62d464ba247b5b71b0f626ab26197763852564328745466

3/calendar.ics

o To view the HTML version in your web browser, click here:

https://outlook.office365.com/owa/calendar/be63e6afcbe34e42bf8f8ee3a2c4d039

@seattlecolleges.edu/49e62d464ba247b5b71b0f626ab26197763852564328745466

3/calendar.html

Follow the instructions below to schedule your Zoom or Skype for Business meeting:

Scheduling a Zoom Meeting

1. Click the Schedule a Meeting button on the Outlook Home ribbon and click

“Schedule a Meeting”. (Note: If you don’t have the Outlook app, sign into zoom at

https://zoom.us and choose the options “Schedule a Meeting”).

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Scheduling a Zoom Meeting - continued

2. Review and/or change your preferences on the next screen and click Continue. If

you want the attendees’ video cameras to automatically turn on when they join,

select the desired preferences under the “Video” settings, otherwise leave it set to

“Off”. If you want attendees to be able to communicate in the meeting even if the

host doesn’t join, select “Enable join before host”. This is recommended.

3. Add your attendees. Be sure to include jcpolycomphone@seattlecolleges.edu as an

attendee.

4. Click Send. The meeting will now appear on the Polycom phone when you press the

“Meetings” button.

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Scheduling a Skype for Business Meeting

1. Choose “Skype Meeting” from the “New Items” dropdown on the Outlook Home

ribbon. Note: If you don’t have this option, contact IThelp@seattlecolleges.edu.

Note: If you’ve received a meeting invite from someone else and you want to

hold the meeting in the JC room, just forward the original meeting invite to

jcpolycomphone@seattlecolleges.edu.

2. Set Meeting Options

These options will make it easier for participants to share content during your

meeting.

In the “Meeting” tab, click “Meeting Options”

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Select “Anyone” from both dropdowns. Then click Remember Settings and OK:

3. When scheduling the meeting in Outlook, be sure to invite the Polycom phone as an

attendee. The Polycom phone’s address is jcpolycomphone@seattlecolleges.edu.

4. You can find this resource in the address book by searching for “district, jcp”

5. Be sure to give your meeting a descriptive subject line to make it easy to find:

6. When you have finished inviting your attendees, press “Send”.

Your meeting will now appear on the Polycom phone when you press the “Meetings”

button.

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Adding Custom Contacts

If you don’t find your attendee in the contact list you can add your own contacts (they do not have to be

part of the Seattle Colleges system).

From the Search Contacts screen, press the “Add” button at the bottom right. Then enter the

name or email address of the contact you want to add. Once you’ve added the contact it will

appear in the contacts list. Note: If the contact doesn’t have the Skype app installed on their pc

or laptop, they will be prompted to install it when joining the meeting.

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Troubleshooting

(for FAQ see next section following the Troubleshooting section)

Symptom Solution

Can’t dial a local phone number Be sure to press the “Dial a Number” button. Then dial the full 10-digit phone number. 4-digit dialing is not allowed. And do NOT dial a “9” first.

Can’t dial a long distance number Be sure to press the “Dial a Number” button. Then dial “1” followed by the 10-digit long distance phone number. Do NOT dial a “9” first.

My meeting does not appear in the Meeting List Most likely, jcpolycomphone was not invited to the meeting. To join the meeting use one of the options below:

Zoom: Have the meeting host provide you with the meeting id. Then join the meeting as explained on page 8.

Skype: Follow the instructions on page 5 and start a meeting using the host’s email name. Alternately, have the host invite you to the meeting using the “Add (“+”)” button on the Skype meeting window.

When I press the “Zoom” icon and enter my zoom meeting id nothing happens

The host has not yet joined the meeting. Once the host has joined the meeting you will be joined to the call. If you are the meeting host you will need to enter your “host key”. See “instructions on page 8.

Also, be sure you are enter the meeting id in the proper format. It must begin and end with “#”. If entering a meeting id and host key the format should be “#+meetingID+#+hostkey+#”.

I want to make an attendee the presenter but it says “Make Attendee”

This means that the attendee is already a presenter.

I can’t start a meeting because a previous meeting is still connected

Press the “Hang Up” button. If you don’t see the “Hang Up” button press the “Back to Call” button at the top of the screen. Then press “Hang up”.

I can’t add a landline attendee to my Zoom meeting in progress

It is not possible to call out to a landline from within a Zoom meeting. The landline user must call in to the meeting. The Zoom dial-in phone number is shown on the Zoom meeting invite (or calendar item). Provide this number, plus the meeting id, and the landline caller will be able to call into the meeting.

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No Video Be sure that the TV monitor is turned ON and that the input source is set to HDMI 3. Also be sure that your Skype or Zoom meeting attendees Have enabled video on their device

Blurry Video when Screen Sharing Your presenter may be using WiFi, or a slow internet connection. This can cause screen content to appear blurry.

The video monitor screen is prompting me for a meeting id but I can’t enter anything

You must use the dial pad on the Polycom phone to enter meeting id’s etc. Press the “Dial pad” button on the Polycom. Press # followed by the meeting id. Press # again. See page 8.

FAQ

Question Answer

How can I add a regular phone participant to my in-progress Skype for Business meeting?

Touch the “Add” button on the Polycom screen. Dial the phone number of the participant. Note: This will not work for Zoom meetings.

How can I add a regular phone participant to my in-progress Zoom meeting?

You cannot call-out to phones from an in-progress Zoom meeting. You need to provide the participant with the Zoom call-in phone number and meeting id shown on the meeting invite.

How can a Zoom meeting attendee share their screen in full screen?

The attendee should press the “Share” button on their Zoom meeting window. The video monitor screen will switch to full screen.

How can a Skype for Business attendee share their screen in full screen?

See instructions on page 9.

How can I mute the phone? Press the Mute button at the corner of any of the three speakers on the Polycom phone. The buttons will turn red when muted or green when unmuted.