Middlebury

Frequently Asked Questions (FAQs) for the Polycom Software

  1. What do all the buttons do?
    1. Please check this document for a quick overview.
    2. Please check the full user guide for more information.
  2. I'm in a call and the presenter is showing a presentation. Can I make camera image bigger so I can see the people? Can I switch between the camera and presentation videos? 
    1. Yes. Double-click the camera image to make it bigger. Double-click the presentation to make it bigger.
  3. There is echo during the call (I can hear myself or the person(s) on the other side of the call can hear themselves).
    1. Please use a headset or conference mic. Your computer's built-in mic may have echo cancellation and the Polycom software has echo cancellation, but the most reliable solution is to use a headset or conference mic. Here are the recommended headset and mic models.
  4. The other side of the call can't hear me.
    1. Please make sure the correct microphone is selected in the Polycom software. During a call, click the settings button in the bottom left corner of the screen and select the correct mic.
    2. If this doesn't resolve the issue, quit and reopen the polycom software: On a Mac, click the Polycom RealPresence menu in the top left corner of the screen and select Quit. On a PC, click the icon in the top left corner of the Polycom window and select Exit. Reopen the Polycom software and the issue should go away.
    3. Contact us using the Submit a Ticket link on the right side of this page if you are still having an issue.
  5. How do I call someone else who is also using Polycom?
    1. Meeting room equipped with Polycom: All Middlebury College Polycom units have an alias.  This is a 6-digit number that you can dial to call that room. Enter the six digit number into the dial pad and press the Call button. For a specific room alias, please see this list. NOTE: The unit must be powered on and someone must be in the room to answer the call.  
    2. Polycom software: To call an instance of the Polycom software, contact the user you would like to call ahead of time and ask them for their extension.  Upon downloading the software to a device, you are assigned a 4-digit Polycom extension.  If you download the software on your laptop as well as an iPhone or another mobile device, you will have two separate extensions.  To find your extension, see step 8 on these instruction.  See step 9 for information on how to search for a Middlebury Polycom user in the Polycom directory.
    3. Polycom bridge room: To dial into a Polycom bridge room, contact the host of the meeting and ask them for the number of the bridge room.  The dialing convention is 71xxx#PIN with the x's representing the room ID.  Both the room ID and the PIN will be 4-digits.  
      1. If someone will be calling in who is not affiliated with the college (i.e. they haven't signed into the software with their Midd username and password or aren't calling from one of our units), they will need to dial 64.47.14.210##71xxx##PIN.  It's the same convention used for Midd users with the addition of the 64.47.14.210 IP address followed by two pound signs.  NOTE: Not all rooms have PINs -- the host meeting will be responsible for providing you with the correct number for the meeting.  


Conference Calls

Using an Ericsson (Digital) Telephone

Conference calling is available on faculty and staff digital telephones. You can establish a connection with up to 7 parties. Only the person initiating the conference call can admit participants.  Please warn participants they will hear a piercing tone when a call is added to the conference call.  They (and you) may want to move their handset away from their ear, temporarily.

 To initiate a conference call:

  • Establish the first call to the first party on Access 1 key
  • Press INQUIRY or Access 2
  • Dial the second party's telephone number (and inform about the conference) OR answer the incoming call on Access 2
  • Press the CONFERENCE/F3 key -the all black, oval key above the PROGRAM key
  • To add a new party in a conference:
    • Press INQUIRY or Access 2
    • Dial the new party's telephone number
    • Press the CONFERENCE/F3 key -the all black, oval key above the PROGRAM key
  • For additional participants, follow the INQUIRY, phone number, CONFERENCE/F3 process.

 

Using a Speakerphone (Polycom Telephone)

You may borrow a speakerphone from the Davis Family Library circulation desk.  Contact them online or by calling x5494 to reserve one. 

Polycom speakerphones require an analog line.  If you are unsure whether a room or an extension has the class of service that allows conference calls, ask Telephone Services (x5700).

  • With the first party on the line, press the hookflash (or flash key or the 3-people icon) and listen for a recall dial tone.
  • Dial the second party – remember to use your telephone authorization code (TAC) if the number is a toll call.
    NOTE:  Faculty who require students to place long distance calls must contact Telephone Services, with an end date and the Banner index to be charged, at least a day ahead of the call to arrange for a TAC for those students to use.  It is the department's responsibility to monitor use to insure the TAC is used for this purpose only.
  • After the second party answers, dial 3. A loud conference tone indicates that the member has successfully been added.
  • Repeat this procedure to connect up to 7 parties (including yourself) with a maximum of 3 external calls.

NOTE:  If a called party is busy or does not answer, dial 2 to return to the conference.

 

Using a Conference Call Service

Verizon Business Instant Meeting is available when the conference call

  • involves more than 7 parties,
  • involves 4 or more external numbers,
  • is not something you want to establish, or
  • is one where you require participants to call into a toll-free line.

A day or more prior to using this service, contact Telephone Services (x5700) to request a conferencing account.

  • There is no activation fee. 
  • Calls placed through this service will automatically bill to your department Banner index.
  • To keep your account active, use at least once every six months (Calling your toll-free number, entering the code, and hanging up should keep it active.)

See Cost Table and Service Types for details and additional information.


last update:  January 28, 2013