User’s Guide for Polycom® HDX® Room Systems Version 3.0.
Trademark Information Polycom® 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 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.
Contents Using the Remote Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Powering the System On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Power On Self Test (POST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Calling and Answering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Answering a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
User’s Guide for Polycom HDX Room Systems Polycom HDX 9004, Polycom HDX 9002, and Polycom HDX 9001 systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Showing Content from a Document Camera, VCR, or DVD Player . . 22 Showing Content with Polycom People on Content™ . . . . . . . . . . . . . 22 Using the Polycom UC Board™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Save and Retrieve Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adjusting for Room Lighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Polycom Solution Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Polycom, Inc.
User’s Guide for Polycom® HDX® Room Systems Version 3.0.5 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.
User’s Guide for Polycom HDX Room Systems Using the Remote Control You use the remote control to place calls, adjust the volume, navigate screens, and select options.
User’s Guide for Polycom HDX Room Systems 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 or the remote control. 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.
User’s Guide for Polycom HDX Room Systems Calling and Answering 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 remote control. 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.
User’s Guide for Polycom HDX Room Systems — 19782922854 (ISDN or phone number) — user@domain.com (SIP) To enter letters, press To delete a number, press 3 Keyboard on the remote control. Delete on the remote control. 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.
User’s Guide for Polycom HDX Room 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 Call, or press the reference number that appears next to the contact to place the call. Calling a Speed Dial Entry Your system administrator might have configured Speed Dial buttons on the Home screen.
User’s Guide for Polycom HDX Room Systems Calling from the Calendar If your HDX system is configured to connect to the Microsoft Exchange Server, and the Polycom Conferencing for Microsoft Outlook add-in 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.
User’s Guide for Polycom HDX Room 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. From... You can call... By dialing... ISDN ISDN Phone number IP Phone number of the far-site gateway and the extension (E.
User’s Guide for Polycom HDX Room 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. • 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.
User’s Guide for Polycom HDX Room Systems To select a near-site or far-site camera, or other video source: 1 If you are in a call, press Near or control to select either near-site or far-site control. Far on the remote This onscreen icon indicates that you have selected a near-site camera or video source. This onscreen icon indicates that you have selected a far-site camera or video source. 2 Press Camera on the remote control. Then select the camera or other video source you want to use.
User’s Guide for Polycom HDX Room Systems 2 Turn the focus wheel to adjust the focus. 3 Select the camera, and then press zoom out or in. Zoom on the remote control to If you zoom in, you can pan or tilt the camera electronically by pressing the arrow buttons. To open or close the privacy shutter on the Polycom EagleEye View camera: >> Move the slider to the right to close the privacy shutter, or to the left to open it.
User’s Guide for Polycom HDX Room Systems Starting and Stopping Camera Tracking with EagleEye Director If EagleEye Director tracking is enabled, the camera follows the person or people who are speaking. This tracking action, also called automatic camera positioning, can be manually started or stopped. To start camera tracking: >> Press the Option button on the remote control and select Start Camera Tracking.
User’s Guide for Polycom HDX Room Systems To move the camera to a stored preset: 1 If a call is connected, press Near or Far on the remote control , and then choose a near-site or far-site camera. 2 Press a number on the remote control. Depending on how your system is configured, you might need to press Preset before you press a number. To view your near-site presets: >> Press Preset on the remote control. Icons for presets 0-9 are shown on the screen.
User’s Guide for Polycom HDX Room Systems To see near video in the full screen: >> Press Near on the remote control. To see far video in the full screen: >> Press Far on the remote control. Enabling Dual Monitor Emulation If your system administrator has allowed access to user settings, you might be able to set your system for Dual Monitor Emulation (also called split-screen viewing). With Dual Monitor Emulation, you can display multiple windows on one monitor.
User’s Guide for Polycom HDX Room Systems 3 Near site big, far site small 4 Near site full screen 5 Far site full screen The last layout viewed is used for the next call. During calls using Dual Monitor Emulation with content, you can press the Display button on the remote control 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, Inc.
User’s Guide for Polycom HDX Room Systems Polycom HDX 9006, Polycom HDX 8000 series and Polycom HDX 7000 series systems with Hardware Version B, Polycom HDX 7000 series systems with Hardware Version C, and Polycom HDX 6000 series systems show only two windows in Dual Monitor Emulation. Showing, Moving, and Turning Off the PIP Your system might be configured to display a Picture-in-Picture (PIP) window.
User’s Guide for Polycom HDX Room Systems Scroll to PIP, press 4 , and select one of these settings: Select this setting... To show the PIP... Camera When you press any of the camera control buttons. On On connection and during the call. Off Only when you press 5 Press Display on the remote control. Home to save your change and return to the Home screen. Controlling What You Hear Adjusting Volume You can raise or lower the volume of the meeting.
User’s Guide for Polycom HDX Room Systems 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 any device connected to the VCR or content audio inputs. • The microphone might automatically mute when the system is asleep or is waiting for you to log in.
User’s Guide for Polycom HDX Room Systems When you are showing content, the content icon appears on your main monitor. Whether you also see the content on your monitor or projector depends on how your system was configured. 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.
User’s Guide for Polycom HDX Room Systems To keep a multipoint call hosted by the HDX system secure, content is automatically stopped when a participant joins the call. Showing Content from a Computer Connected Directly to the HDX System Before you show content, check that the computer video output is configured to use one of these supported resolutions and refresh rates.
User’s Guide for Polycom HDX Room Systems Polycom HDX 9004, Polycom HDX 9002, and Polycom HDX 9001 systems Resolution Refresh rates (Hz) 640 x 480 60, 72, 75 800 x 600 60, 72, 75 1024 x 768 60, 70, 75 1280 x 720 50, 60 1280 x 1024 60 The way you set the resolution and refresh rate differs, depending on the type of operating system you have. Check your computer’s manual or help topics for the appropriate steps.
User’s Guide for Polycom HDX Room Systems Showing Content from a Document Camera, VCR, or DVD Player Depending on how your system is configured, you might be able to show different types of information to other sites in a call, such as through a document camera, VCR, or DVD player. Before the call begins: • Make sure the document camera, VCR, or DVD player is connected and powered on. Refer to the setup sheet that came with your system.
User’s Guide for Polycom HDX Room Systems For more information on how to set up a room to maximize the People on Content feature, see the Administrator’s Guide for Polycom HDX Systems. You can also 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.
User’s Guide for Polycom HDX Room Systems The following HDX systems, running software version 3.0.
User’s Guide for Polycom HDX Room Systems You can extend the reach of the USB connector on the HDX system by installing an active USB extension cable. Viewing and Deleting Content on the UC Board To view slides saved on a USB storage device: >> With a slide open on the UC Board, do one of the following: — Hold the stylus close to the UC Board and tap the Next Arrow or Previous Arrow on the screen to navigate the slides.
User’s Guide for Polycom HDX Room Systems Points to note about the UC Board When a USB memory device connected to your HDX system, the following scenarios are possible: • When you accept an incoming call, the UC Board closes and the current content is saved automatically. • When a point-to-point call ends, the UC Board closes and the current content is saved automatically. • In a multipoint call, if the far end hangs up the call, the UC Board content does not close.
User’s Guide for Polycom HDX Room Systems Controlling Recording Devices Depending on how your system is configured, you might be able to use the Polycom HDX remote control to control devices such as VCRs or DVD players that are in the room with the system. You might also be able to control a Polycom RSS 4000 server or Polycom RMX® system. The remote control buttons control these systems by sending audible DTMF tones across the call.
User’s Guide for Polycom HDX Room Systems Searching the Directory 1 Press Directory on the remote control. 2 Open a specific group folder if you want to narrow your search results. 3 Enter a name in the search field by: — Spelling the name using the number buttons on the remote control — Spelling the name using the onscreen keyboard or by pressing Keyboard on the remote control Scroll through the list of names using the arrow buttons or 4 Up and Down Zoom on the remote control.
User’s Guide for Polycom HDX Room Systems Setting Description Number Number 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.
User’s Guide for Polycom HDX Room Systems 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. 2 Open the Favorites group to which you want to add contacts. 3 Select Options > Add a Contact to add contacts to the group. 4 Select Add from Directory. 5 Find the contact that you want to add and select it.
User’s Guide for Polycom HDX Room Systems 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 or Microsoft Lync Server 2010 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.
User’s Guide for Polycom HDX Room Systems 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 remote control. • To place a call to the group, press the Call button on the remote control. Depending on how your system is configured, it attempts to call the group using a pre-defined list of call types.
User’s Guide for Polycom HDX Room Systems Icon Presence Description 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. 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.
User’s Guide for Polycom HDX Room Systems 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.
User’s Guide for Polycom HDX Room Systems To enter a meeting password: • If a prompt appears on the screen, use the remote control or onscreen keyboard to enter the password. • If you hear an audio prompt, use the remote control to generate DTMF tones. To configure a meeting password: 1 Select System from the Home screen. 2 Select User Settings from the System screen.
User’s Guide for Polycom HDX Room Systems Setting Description Discussion Multiple sites are displayed in continuous presence. The current speaker’s image is highlighted.
User’s Guide for Polycom HDX Room Systems 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.
User’s Guide for Polycom HDX Room Systems 4 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... Chair controller Pass chair control to the selected sites. Release Chair View the selected site’s video. This remains in effect until you choose Stop Viewing Site or you release chair control. View Site Return to viewing the video selected by the chair or by the host.
User’s Guide for Polycom HDX Room 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. 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.
User’s Guide for Polycom HDX Room Systems Allowing Video Display on the Web If your system administrator has allowed access to user settings, you can choose whether to allow viewing of the room where the system is located or video of calls in which the system participates. You would use the Polycom HDX web interface’s Web Director to view the room or video. The default setting is to not allow video display. Be sure to verify whether your system administrator wants the setting to be changed.
User’s Guide for Polycom HDX Room Systems 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.
User’s Guide for Polycom HDX Room Systems You can also adjust the volume using the volume buttons on the Polycom HDX system remote control. 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 remote control or on a connected Polycom HDX microphone. The indicators on the conference phone are red when your audio is muted.
User’s Guide for Polycom HDX Room Systems To view more information about a meeting on the calendar, highlight it and press on the remote control. 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.
User’s Guide for Polycom HDX Room Systems can populate groups created locally on a Polycom HDX system with existing Office Communicator or Microsoft Lync contacts, but those changes do not appear on any other device. To manage your contacts using Office Communicator or Microsoft Lync: 1 Log in to Office Communicator or Microsoft Lync with the same account information specified in the SIP settings of your Polycom HDX system.
User’s Guide for Polycom HDX Room Systems Icon Presence State Description Available Indicates that the HDX system or Office Communicator or Microsoft Lync user is available. Offline Indicates the HDX system or Office Communicator or Microsoft Lync user is offline. Presence Unknown Indicates that the presence state of the HDX system or Office Communicator or Microsoft Lync user is unknown.
User’s Guide for Polycom HDX Room Systems • Only one call can be on hold at a given time. • Only SIP calls from the Microsoft server can be placed on hold. You cannot place analog calls or calls using H.323, H.320, V.35, or ISDN on hold. • If the Auto Answer Multipoint Video setting is enabled, you cannot place calls on hold. To place a call on hold and to resume the call: >> On the remote control, press Options and select Hold.
User’s Guide for Polycom HDX Room Systems 2 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.
User’s Guide for Polycom HDX Room Systems 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 Select System from the Home screen.
User’s Guide for Polycom HDX Room Systems To enable audio confirmation: 1 Select System from the Home screen. 2 Select User Settings from the System screen. 3 Select 4 Scroll to Keypad Audio Confirmation and press control to enable the option. 5 Press Next to see more settings. on the remote Home to save your change and return to the Home screen.
User’s Guide for Polycom HDX Room Systems Professional Services for Microsoft Integration is mandatory for Polycom Conferencing for Microsoft Outlook, Microsoft Office Communications Server and Microsoft Lync Server 2010 integrations. For additional information and details please refer to http://www.polycom.com/services/professional_services/index.html or contact your local Polycom representative. 50 Polycom, Inc.
