VEXUS Polycom Trio 8500 Conference Telephone User Guide

: June 6, 2024
: VEXUS

Polycom® Trio 8500 Conference Telephone
Quick Start Guide

This guide covers the basic features and operation of the Polycom® Trio 8500 with Polycom® UC Firmware 5.5.1 or later and SIP 5.8.0 or later.
For more information, refer to the Star2Star Knowledge Base.

Phone Screens

Three main touchscreens are available for the phone:

Main Menu/Home Screen – Displays messages and icons to access features, settings, information, additional lines, and Favorites to call Contacts.
Press Home or Menu to access.
Tap Page Indicator to expand/ contract Home page, to control how many icons display on Home screen.
Place a Call Screen – Enables quick access to Dial Pad, Recent Calls, Contacts, and Calendar.
Tap Place a Call from Home screen or when phone is idle.
Place a Call Screen – Enables quick access to Dial Pad, Recent Calls, Contacts, and Calendar.
Tap Place a Call from Home screen or when phone is idle.

Phone Screens continued

Calls Screen – Automatically displays list of Active and Held calls.
Number of calls displays under associated Line.
Maximum of 12 Active, Incoming, or Held calls allowed at one time.
On-screen Keyboard – Enables entering of text field information with touchscreen.
Displays automatically for text field.
If text field requires only numbers, keyboard displays only numbers.

Phone Icons Legend

The following keys or icons display on phone:

Keys	Functions
Displays Home screen or Main Menu.
Contacts
Places a Call/Answers a call.
Hangs Up a call.
Dials a call.
Mutes/unmutes phone speaker.
Holds a call. Resumes a held call.
Transfers calls to another person.
Indicates calls are being forwarded.
Accesses voicemail.
Opens additional features Menu.
Merges separate calls into a Conference.
Adds a Contact to a Conference or Directory.
Indicates a Favorite contact.
Displays Recent Calls list.
Adjusts the volume.

Place a Call

Only one call can be Active (in progress) at a time, and a maximum of 12 Active, Incoming or Held audio calls.
Do one of the following to place a call:

From Home > Place a Call. Enter a phone number and Dial.
From Home, select a Favorite.
From Contacts, select a Directory, a Contact and Call.
From Recent Calls and select a Contact. The Contact is dialed automatically.

Answer a Call

Incoming calls can be answered in various ways: during a call, in the Incoming Calls screen or in the Calls screen. During an Active call a call waiting tone beeps and the
Incoming Call screen displays.
Select Answer. The Active call is placed on Hold and the Incoming call becomes Active.

Conference Calls

On-phone conferencing feature is limited. To Conference up to 150 participants, contact an administrator to set up StarConference™.

Initiate a Conference call:

Call a Contact.
After the Contact answers, tap Add.
Enter another number or select Contacts or Recent Calls. The Contact is added after answering.

Add participants during a Conference call:

Tap Add Participants.
Enter number or select Contacts or Recent Calls.
Select Dial. The Contact is added after answering.

Merge an Active call and a Held call:

While in Active call, on Calls screen, select Held call.
Press Merge. The calls are merged. A Conference call is initiated.

Manage Conference options:

Hold – Suspends all Conference participants.
Res (Resume) – Resumes all participants.
Split – Places participants on Hold in separate calls.
Mute – Silences your phone microphone.
End – Removes you from a Conference call. By default, when you end a Conference call, your connection to the call ends and the other participants remain in the call.

Recent Calls

The Recent Calls list holds up to 100 missed, received and placed calls. Follow the steps below to view, save, edit or delete a call record:

Navigate to Home > Recent Calls.
Select a call record and press:
• Info > Save to add the caller to the Directory. If the number is not a Favorite, Add to Favorites displays.
• Info > Edit to edit the number and Dial.
• Info > Delete Call to remove a call.

Hold and Resume a Call

Active calls can be placed on Hold. During an Active call, press Hold. Press Resume to resume call.

End a Call

Use one of the following options to end an Active call:

Tap Hang Up.
From Calls screen, select the call and Hang Up.

To end a Held call, select call, tap Resume > Hang Up.

Redial a Number

Re-call the last called number with Redial.

Select Redial > Place a Call > Recent Calls.
Select the first number in the list.

Forward a Call

Manually Forward an incoming call:

From Incoming Call screen, tap Menu > Forward.
From Call Forwarding screen, enter forwarding number and

Forward. Automatically Forward all calls:

Select Forward or navigate to Settings > Features > Forward.
On Forwarding Type Select, select forwarding type (Always, Busy, No Answer). If No Answer, enter the number of rings before calls are forwarded.
Enter a forwarding number and Enable.

The forwarding number or name of selected Contact scrolls in the status bar. For Always forwarding type, the Forwarding icon displays on the line.

Disable call forwarding:

Navigate to Settings > Features > Forward.
On Forwarding Type Select, select Disable.

Forward a Call – continued

Forward a Call with Find Me / Follow Me:
Set up Find Me / Follow Me in Application Framework or the portal to forward calls, using the linked instructions.

Transfer a Call

How to Transfer calls to another person depends on the default Transfer Type. Consultative is the default type, but can be changed as follows:

Navigate to Settings > Basic > Preferences.
Select Default Transfer Type > Blind or Consultative.

Blind Transfer:

If default type is Blind:
1. Select Transfer.
2. Dial a number or select from Recent Calls or Contacts.
If default type is Consultative:
1. Tap Menu > Transfer.
2. Dial a number or select from Recent Calls or Contacts.
Select Complete Transfer after introducing caller.

Consultative Transfer:

If default type is Consultative:
1. Select Consult.
2. Dial a number or select from Recent Calls or Contacts.
3. Select Complete Transfer after introducing caller.
If the default type is Blind:
1. Tap Menu > Consult.
2. Dial a number or select from Recent Calls or Contacts.
3. Select Complete Transfer after introducing caller.

Favorites

Favorites are Contacts in the Local Directory called most often. Only 3 Favorites display on the Home screen. Swipe screen from right to left to display more. Favorites also display at the top of the list in the Local Directory. Add or Delete a Favorite:

Navigate to Contacts > Local Directory and select a Contact.
From Details screen, tap Favorite.

Mute Microphone

Press Mute/Unmute to enable/disable microphone.

Ring Tones

Change Ring Tones for Incoming calls as follows:

Navigate to Settings > Basic > Preferences > Ring Type.
Select a ringtone.
Select Play to hear the ringtone.

Record a Call

If Recording is available, connect a USB flash drive to record and store calls as .wav files. Record up to 4 hours in one file. Replay recordings on the system or computer.

Start recording – During an Active call, select Menu > Start Recording. The Recording icon displays at the top of the Call screen.
Stop recording – Menu > Pause Recording > Hang Up.
Pause recording – Menu > Pause Recording.
Resume recording – Menu > Resume Recording.
Play recording – Navigate to Settings > Features > Removable Storage Media > Browse Recordings. Select a file, Open > Play.

Do Not Disturb (DND)

When Do Not Disturb is enabled, the phone does not ring, and calls follow the next step in the extension’s Find Me/Follow Me rule.

Enable Do Not Disturb , using one of the following:
1. Press DND from Home.
2. Settings > Features > Do Not Disturb > Enable.
Disable Do Not Disturb:
1. Settings > Features > Do Not Disturb > Disable.