Polycom 8400 Series, SpectraLink 8440, SpectraLink 8450 Quick Start Manual

Package Contents

1

This booklet is a basic guide to getting started with your
SpectraLink® 8400 Series Wireless Telephone.

For more detailed information, consult the User Guide for
the SpectraLink 8400 Wireless Handsets available at:

http://support.polycom.com/support/spectralink8400

Table of Contents

Package Contents ..................................................................... 1

The Home Screen ................................................................ 4

The Session Manager ................................................................. 6

Status and Call Icons ................................................................. 7

Basic Handset Features ............................................................. 8

Using the Barcode Reader ...................................................... 16

Using the Dual Charger ........................................................... 16

Battery Pack Removal and Replacement .............................. 18

Accessories ............................................................................. 20

Warranty, Copyright, Safety Notices ...................................... 21

Quick Start Guide

SPECTRALINK®

8400 Series

2 3

LED indicator

Start key

• Opens the

Dialer from the
Home screen

• Initiates a call

from the Dialer

• Answers an

incoming call

Keypad

While in Multi Key Answer
Mode you can use any of these

keys to answer an incoming

call instead of pressing the

Start key or Answer soft key

Home key

Returns you to
the Home
screen

Back key

Returns to the
previous menu
level or to the
Home screen

End key

• Ends the call or
returns to the
Home screen

• Rejects an

incoming call

• Terminates a

conference call

• Powers the

handset on or

off when held
down for about
two seconds

Navigation keys



and



Scroll through
menus and fields

◄

and ►

Move cursor

OK key

• Selects menu

items

• Enables or

disables menu
items

Full-color LCD
display

Battery Pack

Battery Pack
removal latch

Speakerphone

Noise-cancelling
Microphone

Volume up
Volume down

USB interface

(Lift the cover for
access)

Headset jack

(Lift the cover for
access)

Talk button
(PTT)

Soft keys

Access
context-sensitive
features

Front View

Rear View

Side View - 8440

Status bar
Date and time

Extension

Current profile

Home icons:

Messages
Settings
Contacts/Call Lists
Applications

(not shown)

4 5

Barcode reader

Volume up
Volume down

Talk button
(PTT)

Barcode reader
scan button

Headset jack

(Lift the cover for
access)

USB interface

(Lift the cover for
access)

Side View - 8450

The Home Screen

The Home screen provides you with information about the status
of the handset and the Home icons.

Shortcut Menus

The soft keys at the bottom of the display allow you to select
functions. The gray triangles in the upper right corner of the soft
keys indicate that there is a shortcut menu with additional options.
Use the shortcut menus to quickly find the options you want. Use

the ▲ and ▼ navigation keys to highlight an option, and choose

the option by pressing OK. Alternatively, you can press the
number of the option on the keypad to instantly activate it. Grayed
options are not available.

Home Icons

The Home icons allow you to access your handset’s features

from the Home screen. Use the ◄ and ► keys to rotate the

Home icons. Press the OK key to select the center icon.

Messages

The Messages icon gives you access to Voicemail and Instant

Messages. For more information, see

Voicemail on page 12,

and

Instant Messaging on page 13.

Settings

The Settings icon opens a menu for configuring many handset
features. See your User Guide for a complete list of these
options.

Contacts/Call Lists

The Contacts/Call Lists icon gives you access to your Contact

Directory and your Corporate Directory, if available. For more

information, see

Contact Directory on page 12.

Applications

Depending on the configuration of your handset, a menu of
custom applications may be accessible by selecting the
Applications icon from the Home screen. See your system
administrator for information about any applications listed on this
menu.

6 7

Line number

Name, if known

Call icon indicates
call status

Call duration

Extension or channel

Status and Call Icons

Indication

Incoming call

ringing

Call active

Call on hold

Conference call

Conference leg

PTT/Page receive

PTT/Page transmit

PTT/Page idle

PTT/Page hold

IM Presence

indicator

Status Icon

Call Icon

Indication

Battery full

Signal strength

Mute

Do not disturb

Missed call(s)

Voicemail

Bluetooth Available

Bluetooth connected

Profile: Normal

Profile: Silent

Profile: Meeting

Profile: Custom

SIP reg success

SIP reg failure

For a complete list of all Status Icons, see the

User Guide for

the SpectraLink 8400 Wireless Handsets

The Session Manager

Use your handset to manage up to eight communication sessions

- calls, broadcasts, chats, and alerts - at any one time and in any
combination. Each communication session is shown as a
color-coded cell in the Session Manager screen. Cells display
with a call icon indicating call status, a line number indicator, the
name and extension/channel of the party, and the call duration,
as shown next:

Cell color indicates cell status.

• Dark blue Indicates on hold status

• Green Indicates active while another cell is highlighted

• Light blue Indicates call is highlighted

When a cell is highlighted, soft keys display that you can press to

affect that call while other cells remain unaffected. Use the ▲
and ▼ navigation keys to scroll to and highlight a cell.

8 9

Enter a number in
the number field

The Contact
Directory list will be

filtered according to
the number entered

are sorted alphabetically. Scroll to highlight or use the

Search

soft

key. Press the Start key to dial the number.

Use Speed Dial

Press the Speed Dial soft key from the Home screen to display
the shortcut menu of Favorites—those contacts with speed dial
numbers 1-10. Dial any contact by pressing the corresponding
speed dial index number(s) on the keypad. Index numbers are
assigned when a contact is entered. See

Contact Directory on

page 12.

Answering a Call

Press the Start key. If Multi Key Answer is enabled, press any
keypad key (except soft keys and side buttons).

Incoming Call Management

When you are in an active call, the call window replaces the
Session Manager when you receive another call. You can:

• Reject the call by pressing End. If voicemail is available, the call
will be routed to voicemail.

• Silence the ring by pressing the Ignore soft key. The call will
appear in the Session Manager until it stops ringing. If
unanswered, it will be routed to voicemail, if available.

• Answer the call by pressing Ignore to open the Session
Manager. Press Hold to place your active call on hold and press
Start to answer the incoming call.

• To end the current call and answer the incoming call, press

Ignore to open the Session Manager and press End to end the
current call. Then press Start to answer the incoming call.

• Forward the call to another number by pressing the Forward soft
key. See

Forward an Incoming Call on page 11.

Microphone Mute

The Mute soft key appears during active calls. Press this key to
mute the microphone.

You can still hear all other parties while Mute is enabled, but other
parties cannot hear you.

Basic Handset Features

Basic handset features offer you the ability to place, answer, end,
hold, resume, and otherwise manage your incoming and outgoing
calls. Other basic features include muting, transferring,
forwarding, and conference calls.

Placing a Call

You can begin a call using one of the following methods:

Enter a Number

Entering numbers using the handset keypad is the default dialing
mode. Pressing any number on the keypad opens the Dialer,
which will automatically display similar numbers from your
Contact Directory for you to select. As you enter additional
numbers, the list is filtered. You can choose a contact from the list
or continue to enter the number. Press the Start key to make the
call.

Enter a Name

To place a call to an existing directory contact by entering the
name, press the Start key to open the Dialer. Select the Entry
Mode soft key and select the Name option. As you enter the
letters of the name, the list of contacts shown is filtered. Highlight
the name and press the Start key.

Call a Contact

Navigate to Contacts/Call Lists > Contact Directory. Contacts

10 11

The UnMute soft key appears while Mute is enabled. To disable
Mute, press the UnMute the soft key.

Call Hold and Resume

The Hold/Resume soft key appears during active calls. Press
this key to place the highlighted call on hold. Press it again to
resume the call.

Keypad Lock

Your keypad can be locked so you do not make inadvertent calls.

From the Home screen, press the Feature soft key and select
Keypad Lock. To unlock the keypad, repeat this sequence.

Volume Adjustment

Press the volume buttons on the left side of the handset to adjust
the call volume of the active call. Press these buttons during

ringing to adjust the ringer volume.

Hands-free Options

You can plug a headset into the headset jack on the right side of

the handset. The headset icon will display. Bluetooth headsets
can be used. Navigate to Settings > Bluetooth for pairing
options.

Transfer and Conference Calls

Use the Features shortcut menu during an active call to perform

Blind and Attended Transfers and Conference calls.

Blind transfer

1. Connect to the first party.

2. Select the Blind Transfer option to open the Dialer (the active
call is placed on hold).

3. Place a call to the target party.

4. The transfer is complete when the target party answers.

Attended Transfer or Conference call

1. Connect to the first party.

2. Select the Transfer or Conference option to open the Dialer
(the active call is placed on hold).

3. Place a call to the target party and explain you are going to
transfer/conference the call.

4. Scroll to the first call and optionally explain the
transfer/conference is about to occur.

5. Press the Transfer or Conference soft key.

If you selected Transfer, you are disconnected. If you selected

Conference, you remain connected.

Conference Behavior

• When the Active Conference cell is highlighted, you can use

the Mute and Hold soft keys and the End key to affect your
participation in the conference.

• When a participant cell is highlighted, you can use FarMute to
mute the participant, the End key will disconnect the
participant, Hold will place that participant on hold.

• Pressing the Feature soft key, Split option will split the
conference into two separate held calls.

Do Not Disturb (DND)

DND sends all calls to Voicemail, if available. Navigate to
Settings > Features > Do Not Disturb. Enable or disable as

needed.

Forward an Incoming Call

While the handset rings, select the Forward soft key. The

Forward-to-Dial screen appears. The screen displays the last

number you forwarded calls to (either statically or dynamically).
To forward the call to a different number, enter the target number
as you would through the Dialer.

Forward All Calls

1. Navigate to Settings > Features > Forward.

2. Select Forwarding Type: Always, No Answer, or Busy.

12 13

Use the following as a guide when adding or editing a contact in
the Contact Directory:

Instant Messaging (if available)

Once you have set up a contact with an instant message (IM)
name, the IM icon will display to the left of the name in the
Contact Directory to indicate chat availability.

When you receive a chat, you can press the Start key to reply or
press the End soft key to send the chat to the Message Center.

3. Enter the number of the desired call destination. For No

Answer, enter the number of rings before forwarding.

4. Press the Enable soft key.

To disable call forwarding:
Perform steps 1 and 2 above, but press the Disable soft key.

Voicemail

When Voicemail is configured, the Voicemail icon in the
Status Bar indicates

one or more new Voicemail messages.

To listen to voice messages:

1. Select the Messages icon from the Home screen. Urgent, New
and Old options are available.

2. Press the Connect soft key, and then follow the voice prompts.
Use the Clear soft key to clear Voicemail messages.

Call Lists

Navigate to Contacts/Call Lists and press OK. Press the Type
soft key to specify which type of call you wish to view: Missed,
Received or Placed Calls. Press the Back key to return to the
Call list which now displays the selected type. Press the Info soft
key to view the call details. You may then dial, edit, save or delete
the call.

Contact Directory

Contacts can be dialed, added, edited, searched and deleted.
Note that contacts can be added from the Corporate Directory if
available in your facility.

1. Navigate to Contacts/Call Lists > Contact Directory. A
Corporate Directory option may be available.

2. Use the Edit, Add, Search, and Delete soft keys to customize
your contacts. Note that you can only Add and Search the
Corporate Directory.

3. Press the Encoding soft key to access special characters,
other languages and capitalization options.

Description/Function

Both names are searchable; the list is
sorted alphabetically by last name.

The phone number entered for the contact.

Automatically assigned but can be

changed/overridden. Index numbers 1-10
will appear on the shortcut menu.

Identify the contact with a short

description, such as Sales.

Choose a ring identifier from the dropdown

list to specify a unique ring tone for this
contact.

Enter a number to divert calls from this
contact to if Auto Divert is enabled.

Enable this option to block all calls from
this contact.

Enable this option to divert all calls from
this contact to the Divert Contact number
(see Divert Contact)

The Instant Messaging identifier for this

contact.

Field/Option

First Name/
Last Name

Contact

Speed Dial Index

Label

Ring Type

Divert Contact

Auto Reject

Auto Divert

IM Name

14 15

IM Status Icons

Additional PTT information is available in the

User Guide for

the SpectraLink 8400 Wireless Handsets

.

Set Profile

Your SpectraLink 8400 handset has four configurable Profiles
which can be customized for event notifications such as
incoming calls or PTT sessions:

Normal Audible alerts
Silent All handset sounds are silenced
Meeting Vibrates to notify of incoming calls
Custom Can be tailored to specific needs

The chosen active profile can be changed from the Home screen
by pressing the Profile soft key and selecting one of the options
from the Profile shortcut menu.

Set Other Preferences

To access other Preferences, choose Settings> Preferences
and select one of the following options:

1. Language

2. Time and Date

3. Headset Memory

4. Background

5. Screen Capture

6. Auto Answer

7. On-Hook dialing

8. Easy Answer

9. Paging/PTT Configuration

10. Paging/PTT config

Push to Talk (if configured)

T

o set Push to Talk (PTT) options, navigate to Settings >

Preferences > Paging/PTT Config.

Make a PTT
broadcast

Answer a PTT
broadcast

End a wait period

Select a different PTT
channel

Hear a PTT broadcast
while on a phone call

End a PTT broadcast

Change the PTT
volume

Press and hold the Talk button. Wait for the
display to show Transmitting… and then

speak into the microphone.

Press and hold the Talk button during the
10-second wait period.

Press the End key.

Press and release the Talk button. Use the

 and  keys to highlight the desired
channel.

Place the telephone call on hold. Now you
can hear the PTT broadcast.

Press the End key to exit the PTT

broadcast.

Press the up/down volume buttons on the
side of the handset while transmitting or
receiving a PTT broadcast.

Answer a
telephone call
during a PTT
broadcast

Start a telephone
call during a PTT
broadcast

Turn off PTT

Press the Start key. PTT transmissions will

be overridden by the telephone call.

Press the Start key and dial the number.
PTT transmissions will be overridden during

the telephone call.

Disable PTT in the Settings menu accessed

through the Settings icon on the Home
screen.

Field/Option

Description/Function

Field/Option (cont’d)

Description/Function (cont’d)

Available

Busy

Away

DND

Offline

No info

16 17

Battery Pack fully charged,
handset in charger

The Home Screen

The Home screen provides you with information about the status
of the handset and the Home icons.

Using the Dual Charger

The Dual Charger is an optional accessories. (See Accessories
on page 20.)

You can use the Dual Charger to charge the Battery Pack in an
operational handset while also charging a spare Battery Pack in
the rear charging slot (as shown next).

Shortcut Menus

The soft keys at the bottom of the display allow you to select
functions. The gray triangles in the upper right corner of the soft
keys indicate that there is a shortcut menu with additional options.
Use the shortcut menus to quickly find the options you want. Use

the ▲ and ▼ navigation keys to highlight an option, and choose

the option by pressing OK. Alternatively, you can press the
number of the option on the keypad to instantly activate it. Grayed
options are not available.

Two LED’s on the front of the Dual Charger indicate charging status:

The charging icon on the handset indicates the charging status of
the Battery Pack in the handset.

LED

Blinking

Solid green

Off

Battery Pack charge

Charging

Fully Charged

Not seated or empty

Handset charge

n/a

Properly seated

Not seated or empty

Using the Barcode Reader (8450 only)

The barcode scanner is located at the top rear of the 8450

handset. It is used in conjunction with an on-board application or

a PC-based application. See your system administrator, or
consult your User Guide for complete information.

Battery Packs should be fully charged before first use.

Barcode reader
scan button

Barcode reader

Spare Battery
Pack charging
slot

Handset charge
LED

Battery Pack
charge LED

Handset
charging slot

Battery Pack charging,
handset in charger

18 19

Battery Pack
Removal latch

Tab

Bottom slot

Battery Pack Removal and Replacement

To remove the Battery Pack, press up on the latch on the back of
the handset. The Battery Pack releases outward.

To replace, slide the tab of the Battery Pack into the bottom slot of
the handset cavity. Gently press the top of the Battery Pack until it
snaps into place. The Battery Pack should snap into position with
minimal pressure.

Do not remove the Battery Pack to power off the handset. Log off or
power off the handset and then remove the Battery Pack if you need

to replace it.

20

Accessories

Warranty, Copyright, Safety Notices

Speakerphone Dock

Quad Charger

USB Charger

Extended Battery Pack

Dual Charger

These accessories are designed to enhance your SpectraLink

8400 Series Wireless Telephone. For more information, contact

your reseller, or visit
http://www.polycom.com/forms/contact_polycom.html

Battery Pack

assigned when a contact is entered. See

Contact Directory on

page 12.

Answering a Call

Press the Start key. If Multi Key Answer is enabled, press any
keypad key (except soft keys and side buttons).

Incoming Call Management

When you are in an active call, the call window replaces the
Session Manager when you receive another call. You can:

• Reject the call by pressing End. If voicemail is available, the call
will be routed to voicemail.

• Silence the ring by pressing the Ignore soft key. The call will
appear in the Session Manager until it stops ringing. If
unanswered, it will be routed to voicemail, if available.

• Answer the call by pressing Ignore to open the Session
Manager. Press Hold to place your active call on hold and press
Start to answer the incoming call.

• To end the current call and answer the incoming call, press

Ignore to open the Session Manager and press End to end the
current call. Then press Start to answer the incoming call.

• Forward the call to another number by pressing the Forward soft
key. See

Forward an Incoming Call on page 11.

Microphone Mute

The Mute soft key appears during active calls. Press this key to
mute the microphone.

You can still hear all other parties while Mute is enabled, but other
parties cannot hear you.

You can begin a call using one of the following methods:

Enter a Number

Entering numbers using the handset keypad is the default dialing
mode. Pressing any number on the keypad opens the Dialer,
which will automatically display similar numbers from your
Contact Directory for you to select. As you enter additional
numbers, the list is filtered. You can choose a contact from the list
or continue to enter the number. Press the Start key to make the
call.

Enter a Name

To place a call to an existing directory contact by entering the
name, press the Start key to open the Dialer. Select the Entry
Mode soft key and select the Name option. As you enter the
letters of the name, the list of contacts shown is filtered. Highlight
the name and press the Start key.

Call a Contact

Navigate to Contacts/Call Lists > Contact Directory. Contacts

Please contact your Polycom Authorized Reseller for assistance.
http://www.polycom.com

Polycom, Inc. 4750 Willow Road, Pleasanton, CA 94588-2708 USA

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consult the Safety Guide for SpectraLink 8000 Series Wireless Telephones.

Contact Information: