User’s Guide for Polycom® HDX®
Desktop Systems
Version 3.0 | December 2010 | 3725-26470-004/A
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Contents
Powering the System On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Answering a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Controlling What You See . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Adjusting Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Showing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Showing Content from a Computer Connected Directly to the
Polycom HDX System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Searching the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
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Directory Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Contacts with Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Including Multiple Sites in Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Logging In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using a Polycom SoundStation® IP 7000 Conference Phone
Using Microsoft Office Communications Server Features
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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.
Polycom® HDX® systems can be customized to show only those options used in
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.
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
Switch between computer
desktop and video conference
views
Home then
Info.
Start and stop showing computer
desktop content to far sites
Access onscreen help; see system
status in a call
Cycle through display layouts
Confirm your current selection; perform
functions on highlighted items
Navigate through menus
Zoom the camera in or out
Select the far-site or near-site camera
to control
Return to the previous screen
Return to the Home screen
End a call
Place or answer a call; indicates
call status
View or manage directory entries
Display the onscreen keyboard
Display menu of optional features
Increase or decrease the sound you
hear from the far sites and your
computer
Enter letters or numbers; move the
camera to a stored position
Delete letters or numbers
Mute the microphone audio you’re
sending to the far sites
Press once for a dot, twice for a
colon, three times for an asterisk
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Powering the System On and Off
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.
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.
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Answering a 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:
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.
2
In 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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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
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.
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
2
Select Recent Calls from the Home screen.
Scroll to the entry you want to call and press
reference number that appears next to the entry to place the call.
Call, or press the
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 might be able to see a list of Contacts on the Favorites screen.
To place a call from the Favorites screen:
1
2
Select Favorites from the Home screen.
Highlight the contact you want to call and press
reference number that appears next to the contact to place the call.
Call, or press the
3
For more information about the Favorites screen, refer to Working with
Calling a Speed Dial Entry
Your system administrator might have configured Speed Dial buttons on the
Home screen.
To place a call to a Speed Dial entry:
1
2
Highlight the speed dial entry you want to call on the Home screen.
Press 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
2
3
4
Press
Directory on the keypad.
Open a specific group folder to find the entry you want to call.
Highlight the entry to call.
Press
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
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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 the Calendar screen:
1
Go 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.
Find a meeting scheduled with the Polycom Conferencing Add-In for
2
3
Microsoft Outlook, which is indicated with
on the Calendar screen.
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
Ending a Call
To hang up from a call:
1
2
Press
Hang Up on the keypad
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.
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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.
From...
You can call...
By dialing...
ISDN
ISDN
IP
Phone number
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 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 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.
•
•
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 locked padlock icon appears on the
monitor when a call is encrypted. If a call is unencrypted, an unlocked padlock
appears on the monitor.
•
•
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: 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:
Resolution
Refresh Rates (Hz)
60, 72, 75, 85
60, 72, 75
60, 70, 75
50, 60
VGA (640 x 480)
SVGA (800 x 600)
XGA (1024 x 768)
HD 720p (1280 x 720)
SXGA (1280 x 960)
SXGA (1280 x 1024)
60
60, 75
WSXGA+ (1680 x 1050) –
60
Recommended for HDX 4000 systems
with Hardware Version 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
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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
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.
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.
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:
>> If you are in a call, press
Near or
Far on the keypad to select either
near-site or far-site control.
This onscreen icon indicates that you have selected
the near-site camera. The
keypad is lit.
Near button on the
This onscreen icon indicates that you have selected
a far-site camera or video source. The
button on the keypad is lit.
Far
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To adjust a camera using the keypad:
1
2
3
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.
Press the arrow buttons on the keypad to move the camera up, down, left,
or right.
Press
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. 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
2
If a call is connected, press
Near or
Far on the keypad
Press a number on the keypad.
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To store a preset:
1
2
If you are in a call, press
Near or
Far on the keypad.
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
2
If you are in a call, press
Near on the keypad.
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 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 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:
>> Press
View Computer on the keypad.
The View Computer button is lit when you are viewing the computer desktop.
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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
button to scroll through the following screen layouts:
Layout
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
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During point-to-point calls with content, you can press the
to scroll through the following screen layouts:
Layout button
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 sites cannot see what is on your computer screen until you press the
Send Computer button.
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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:
•
•
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.
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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 might automatically mute when the system is asleep or is
waiting for you to log in.
•
The microphone might automatically mute when the system automatically
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.
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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:
>> 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.
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.
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 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
People+Content IP.
Send Computer button instead of
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
2
Download and install the People+Content IP software.
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To start showing content:
1
2
On the computer, start the Polycom People+Content IP application.
Enter the IP address or host name of the Polycom HDX system and the
meeting password, if one is set.
3
4
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 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:
•
•
Wear solid neutral-colored clothes.
Avoid wearing black, white, or the color of your background.
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•
•
Make sure that the room is well lit.
Stay about 3 feet in front of the background to avoid casting shadows on it.
To show content with People on Content:
1
2
3
Make sure that the content you want to show is ready.
Press Option on the keypad.
Select People on Content.
To stop showing content with People on Content:
1
2
Press
Option on the keypad.
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 registered 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.
For information about using a Microsoft Office Communications Server directory or
managing Microsoft Office Communications Server contacts, refer to Using
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
groups 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.
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Polycom HDX systems support up to 1,000 Favorites. They can also support
one of the following:
•
•
•
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.
Searching the Directory
1
2
3
Press
Directory on the keypad.
Open a specific group folder if you want to narrow your search results.
Enter a name 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
Keyboard on the keypad
Scroll through the list of names using the
arrow buttons or Zoom on the keypad.
Up and
Down
4
If the search does not start as soon as you enter a character in the search
field, select the Search button.
Adding, Editing, and Deleting Favorites
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
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.
3
4
Select Options > Add a Contact.
Select Create Contact.
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5
Specify the following information:
Setting
Description
Name
Name that appears in the directory list and on incoming call
messages.
Group
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
Call Speed
Number
Call speed to use for video calls to this site.
Number to use for calling the site.
Extension
The system’s extension (E.164 address).
6
7
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.
Select Save to save the entry.
To edit an entry:
You can edit any contact that was created locally.
1
2
Press
Directory on the keypad.
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.
3
4
5
6
Highlight the contact you want to edit.
Select Options > Edit Contact. You cannot edit a global entry.
Edit the information as needed.
Select Save to save your changes.
To delete an entry:
You can delete any contact that was created locally.
1
2
Press
Directory on the keypad.
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.
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4
Press
on the keypad or select Options > Delete Contact. If Delete
Contact is not available, you highlighted a global directory entry, which
cannot be deleted.
Points to note about deleting contacts:
•
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.
•
•
You cannot delete a contact that was found as a result of a directory search.
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
2
3
4
5
Go to the Favorites screen.
Open the Favorites group to which you want to add contacts.
Select Options > Add a Contact to add contacts to the group.
Select Add from Directory.
Find the contact that you want to add and select it.
To add existing contacts to Favorites from the directory:
1
2
3
Press
Directory on the keypad.
Open the Favorites group to which you want to add contacts.
Select Options > Add a Contact to add contacts to the new group.
To add a contact to Favorites from the Recent Calls screen:
1
2
3
Go to the Recent Calls screen.
Highlight the entry.
Choose Options > Add to Favorites.
Directory Groups
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 global 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.
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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.
•
Up to 200 additional distribution groups from a Polycom CMA system,
which appear in the Global Directory group.
Points to note about groups:
•
•
•
You cannot rename a group. To change the name of a group, delete and
recreate it.
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.
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
2
3
Press
Directory on the keypad.
Select Options > New Group.
Enter a name for the group.
To delete a group from Favorites:
1
2
From the Favorites or Directory screen, highlight the group name.
Press on the keypad or select Options > Delete Group.
When you delete a group, all entries in that group are deleted. If you want to keep
these entries, be sure to assign them to a new group before you delete the old
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.
•
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.
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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
2
3
Press
Directory on the keypad.
Select Group > Polycom GDS.
Select Options > Refresh.
Contacts with Presence
If your system is automatically provisioned and registered to a global
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.
Icon
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.
In a Call
The system is set to Available and is registered
with a presence service. It is in a call but is
available to receive another call.
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Icon
Presence
Description
Unknown Presence
The presence state is unknown. The Contact
was created locally or is not registered with a
presence service.
Idle
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
speed, and group.
. A dialog appears with the display name, address, call
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 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 MGC™.
Placing a Multipoint Call
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,
•
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.
•
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.
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To place a multipoint call by adding sites to a call:
1
2
3
Call the first site.
When the call connects, press
Call on the keypad.
Place a call to the next site. For more information, refer to Placing a Call
4
Repeat steps 2 and 3 until all sites are connected.
To place a multipoint call using a directory group:
1
2
3
Press
Highlight a group folder in the directory list.
Press Call to place the call.
Directory 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.
To place a cascaded multipoint call:
1
Call a group from the directory, or place calls one at a time to several
2
Ask each site to call additional sites.
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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
on the keypad, or
press and choose Touch Tones. Then use the keypad number buttons.
To enter a meeting password:
•
If a prompt appears on the screen, use the keypad or onscreen keyboard to
enter the password.
•
If you hear an audio prompt, use the keypad to generate DTMF tones.
To configure a meeting password:
1
2
3
4
Press
Home to switch to the home screen if a computer is connected.
Select System from the Home screen.
Select User Settings from the System screen.
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
characters.
Keyboard to use the onscreen keyboard to enter
5
Press
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.
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Setting
Description
Video images from multiple sites can be automatically combined on one monitor in
a display known as continuous presence.
Auto
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 the monitor.
Discussion
Multiple sites are displayed in continuous presence.
The current speaker’s image is highlighted.
Presentation
The speaker sees continuous presence while the other
sites see the speaker in full screen on the monitor.
Full Screen
The site that is speaking is shown in full screen to all
other sites. The current speaker sees the previous
speaker.
Using Chair Control for Multipoint Calls
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.
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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...
The call includes:
Video Conferencing
System
•
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
Bridge
Allowed by the bridge
To use the chair control options when you are in a multipoint call:
1
2
On a computer, open Internet Explorer 6.x or later.
In the browser 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
4
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.
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5
Select a site from the list, and then use the controls in the web interface to
perform one of these actions:
If you are...
You can do this...
By selecting...
Release Chair
View Site
Chair controller
Pass chair control to the selected sites.
View the selected site’s video. This
remains in effect until you choose Stop
Viewing Site or you release chair
control.
Return to viewing the video selected by
the chair or by the host.
Stop Viewing Site
Send your site’s video to the other sites.
Make Me the
Broadcaster
Send the selected site’s video to the
other sites.
Select
Broadcaster
Remove the selected site from the
conference.
Disconnect Site
Disconnect all sites and end the call.
Request control of the conference.
End Conference
Acquire Chair
View Site
Participant
View the selected site’s video. This does
not change what other sites see.
Return to viewing the video selected by
the chair or the host.
Stop Viewing Site
Changing the Way Calls Are Answered
Temporarily Refusing Calls
If your system administrator 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:
>> On the Home screen, set the Availability Control to Do Not Disturb.
Do Not Disturb
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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.
4
5
If you want to automatically answer incoming multipoint video calls, set
Auto Answer Multipoint Video to Yes.
Press
Home to save your change and return to the Home screen.
Muting Automatically Answered Video Calls
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
ready to unmute the microphones.
Mute on the keypad when you’re
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
the option.
on the keypad to enable
4
Press
Home to save your change and return to the Home screen.
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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
2
3
When the Login screen appears, press
buttons on the keypad to enter the User ID.
Keyboard or use the number
Enter the account password. To enter numbers, use the number buttons
on the keypad. To enter letters, press Keyboard on the keypad.
Select 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 system administrator
for more information.
To log out:
>> 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:
>> Press the Answer soft key on the conference phone.
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To place a point-to-point call using a connected SoundStation IP 7000 conference
phone:
1
Press
key.
on the conference phone and press the Video or Phone soft
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.
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
2
Call the first site.
When the call connects, press the Add Video or Add Phone soft key on
the conference phone.
3
4
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:
>> 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:
>> 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.
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To end a call using a connected SoundStation IP 7000 conference phone:
•
•
Press
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:
>> 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
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:
•
•
•
Select Calendar on the Home screen.
Select System > Utilities > 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 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:
•
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
.
•
•
To join a meeting scheduled with the Polycom Conferencing Add-In for
Microsoft Outlook, you can select Join Now on the Polycom HDX system
without knowing the dialing information.
You can schedule a meeting using the Polycom Conferencing Add-In for
Microsoft Outlook by clicking
Microsoft Outlook toolbar.
Schedule Polycom Conference in the
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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.
Microsoft Office Communications Server directory searches only return an entry
whose last name begins with your search string. First names beginning with the
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 on a
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 Communicator 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.
Polycom HDX systems do not support Office Communicator distribution list groups,
which are created on the Microsoft Exchange Server and are typically used for
sending email to a group of people.
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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:
Icon
Presence State
Description
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 state of the
HDX system or Office Communicator
user is unknown.
Polycom Solution Support
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
contact your local Polycom representative.
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Using Avaya Network Features with Video Calls
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 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.
3
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.
2
Wait for confirmation beeps.
To transfer a call:
1
2
3
While in a call, press
tone pad.
on your Polycom system keypad to access the
Press
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.
4
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
tone pad.
on the Polycom system keypad to access the
2
3
Press
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.
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4
Press
Select again. The call becomes an audio-only conference 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
to enable the option.
Press
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
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
2
3
Select System from the Home screen.
Select User Settings from the System screen.
Select
Next to see more settings.
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4
5
Scroll to Far Site Name Display 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.
Press
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
2
3
4
Select System from the Home screen.
Select User Settings from the System screen.
Select
Next to see more settings.
Scroll to Keypad Audio Confirmation and press
enable the option.
on the keypad to
5
Press
Home to save your change and return to the Home screen.
Adjusting for Room Lighting
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
2
3
Select System from the Home screen.
Select User Settings from the System screen.
Scroll to Backlight Compensation and press
the option.
on the keypad to enable
4
Press Home to save your change and return to the Home screen.
For information about adjusting the brightness of the Polycom HDX 4000
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