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Polycom® SpectraLink 8400 Series
Wireless Handset
User Guide
UC Software 4.0.0 | May 2011 | 1725-36720-001 Rev A
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Patent Information
The accompanying product is protected by one or more US and foreign patents and/or pending patent applications
held by Polycom, Inc.
Copyright Notice
© 2011, Polycom, Inc. All rights reserved. POLYCOM®, the Polycom "Triangles" logo and the names and marks
associated with Polycom's products are trademarks and/or service marks of Polyc om, 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. No portion hereof may be reproduced or transmitted in any form or by any means, for any
purpose other than the recipient's personal use, without the express written permission of Polycom.
All rights reserved under the International and pan-American copyrigh t Convent ions.
No part of this manual, or the software described herein, may be reproduced or transmitted in any form or by any
means, or translated into another language or format, in whole or in part, without the express written permission of
Polycom, Inc.
Do not remove (or allow any third party to remove) any product identification, copyright or other notices.
Every effort has been made to ensure that the information in this document is accurate. Polycom, Inc. is not
responsible for printing or clerical errors. Information in this document is subject to chang e w ithout notice and does
not represent a commitment on the part of Polycom, Inc.
Notice
Polycom, Inc. has prepared this document for use by Polycom personnel and customers. The drawings and
specifications contained herein are the property of Polycom and shall be neither reproduced in whole or in part
without the prior written approval of Polycom, nor be implied to grant any license to make, use, or sell equipment
manufactured in accordance herewith.
Polycom reserves the right to make changes in specifications and other information contained in this document
without prior notice, and the reader should in all cases consult Polycom to determine whether any such changes have
been made.
NO REPRESENTATION OR OTHER AFFIRMATION OF FACT CONTAINED IN THIS DOCUMENT INCLUDING
BUT NOT LIMITED TO STATEMENTS REGARDING CAPACITY, RESPONSE-TIME PERFORMANCE,
SUITABILITY FOR USE, OR PERFORMANCE OF PRODUCTS DESCRIBED HEREIN SHALL BE DEEMED TO BE
A WARRANTY BY POLYCOM FOR ANY PURPOSE, OR GIVE RISE TO ANY LIABILITY OF POLYCOM
WHATSOEVER.
Contact Information
Please contact your Polycom Authorized Reseller for assistance.
Polycom, Inc.
4750 Willow Road,
Pleasanton, CA 94588
http://www.polycom.com
Model Numbers and Product Compatibility
The information in this document pertains only to SpectraLink 8400 Wireless Handsets, Batt ery Packs, and char gers.
All 8400 Series products are compatible with each other. Use only 8400 Series products with other 8400 Series
products as identified by the model number located on the label of the product. If you have any questions about
product compatibility, contact your system administrator.
Product Model Number
SpectraLink 8440 Wireless Handset 8440
SpectraLink 8450 Wireless Handset 8450
USB Charger SA106B-05
Dual Charger DCA39
Quad Charger DCA40
Standard Capacity Battery Pack RS657
Extended Capacity Battery Pack RS658
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Contents
Chapter 1: Understanding Your Handset ..................................................................... 1
Understanding Session Types .................................................................................................... 1
Telephone Calls ................................................................................................................... 1
Paging and Push-to-Talk (PTT) Broadcasts ......................................................................... 1
Instant Messaging Chats ..................................................................................................... 1
Application Alerts ................................................................................................................ 1
Understanding the Session Manager ........................................................................................ 2
Understanding the Handset Features ....................................................................................... 4
Front View ........................................................................................................................... 4
Back View ............................................................................................................................ 5
Left Side View ...................................................................................................................... 5
Right Side View ................................................................................................................... 6
LED Indicator ....................................................................................................................... 6
Chapter 2: Before Using Your Handset ........................................................................ 7
Charging the Battery Pack for the First Use .............................................................................. 7
Powering Up and Powering Down Your Handset ...................................................................... 7
Using the Headsets and Speakerphone..................................................................................... 7
Pairing and Connecting a Bluetooth Headset ..................................................................... 8
Hearing Aid Compatibility ................................................................................................. 11
Registering Your Handset ........................................................................................................ 11
Initializing the Handset ............................................................................................................ 11
Logging In ................................................................................................................................ 12
Logging In to Shared Handsets ......................................................................................... 12
Restarting and Updating Your Handset ................................................................................... 15
Chapter 3: Getting Started ........................................................................................ 17
The Home Screen .................................................................................................................... 17
Understanding the Four Home Screen Icons .......................................................................... 18
Messages .......................................................................................................................... 18
Settings ............................................................................................................................. 19
Applications ....................................................................................................................... 19
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Shortcut Menus ....................................................................................................................... 20
Understanding the Status Bar Icons ........................................................................................ 20
Navigating Screens, Menus, and Sessions ............................................................................... 22
Navigating In and Out of the Session Manager ................................................................ 23
Entering Text, Numbers, and Special Characters .................................................................... 24
Entering and Editing Data ................................................................................................. 24
Locking and Unlocking the Keypad .......................................................................................... 26
Chapter 4: Using Telephony Applications .................................................................. 27
Making Calls ............................................................................................................................. 27
Making an Emergency Call................................................................................................ 27
Multiple Call Methods ....................................................................................................... 27
Using the Dialer ....................................................................................................................... 29
Using the Autocomplete Feature ...................................................................................... 29
Opening the Dialer from the Home Screen ....................................................................... 30
Opening the Dialer from the Session Screen ..................................................................... 30
Managing Calls......................................................................................................................... 30
Session Icons ..................................................................................................................... 31
Answering Incoming Calls ................................................................................................. 32
Managing Incoming Calls.................................................................................................. 32
Managing Active Calls .............................................................................................................. 34
Transferring Calls ..................................................................................................................... 35
Setting up Conference Calls ..................................................................................................... 37
Managing Conference Calls ..................................................................................................... 39
Forwarding Calls ...................................................................................................................... 41
Enabling and Disabling Do Not Disturb (DND)......................................................................... 43
Enabling and Disabling DND on All Lines .......................................................................... 44
Enabling and Disabling DND for Single Lines .................................................................... 44
Using the Speed Dial List ......................................................................................................... 44
Accessing Voicemail ................................................................................................................ 46
Chapter 5: Push-to-Talk (PTT) and Paging .................................................................. 49
Using the Push-to-Talk Feature ............................................................................................... 49
Sending PTT Broadcasts .................................................................................................... 49
Receiving PTT Transmissions ............................................................................................. 51
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Configuring PTT ................................................................................................................. 54
Using the Paging Feature......................................................................................................... 56
Sending a Page .................................................................................................................. 56
Receiving a Page ............................................................................................................... 57
Paging Configuration ........................................................................................................ 59
Chapter 6: How to Use the Contact Directory ............................................................ 61
Editing Contacts ....................................................................................................................... 61
Managing Your Contacts ......................................................................................................... 62
Using Call Lists ......................................................................................................................... 65
Searching and Saving with the Corporate Directory ............................................................... 67
Searching the Corporate Directory ................................................................................... 67
Saving Corporate Directory Search Results ....................................................................... 67
Chapter 7: Instant Messaging .................................................................................... 69
Understanding IM Contact Names .......................................................................................... 69
Understanding IM Status Icons ............................................................................................... 70
Initiating an Instant Messaging Session .................................................................................. 72
Understanding the Chat Window ..................................................................................... 73
Managing Instant Message Sessions ....................................................................................... 73
Reading and Managing Stored Messages................................................................................ 75
Chapter 8: Using the Calendar .................................................................................. 77
Chapter 9: Using the Barcode Reader (8450 only) ...................................................... 81
General Operating Instructions ............................................................................................... 81
Handset Barcode Applications ................................................................................................ 82
Scanning to an Input Field ................................................................................................. 82
Scanning to an Application Prompt .................................................................................. 82
Sending Barcode Data to PC Applications using QBC .............................................................. 82
Barcode Scanning in Many-to-Many Mode ...................................................................... 84
Chapter 10: Applications ........................................................................................... 87
Using the Handset While in a Web Application ...................................................................... 87
Custom Applications ................................................................................................................ 87
Chapter 11: Customizing your Handset ..................................................................... 89
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Customizing a Profile ............................................................................................................... 90
Setting Unique Ring Tones for Contacts ............................................................................ 91
Change the Alerting Characteristics .................................................................................. 91
Changing the Ring Settings for OAI Applications .............................................................. 91
Customizing the Handset Display and Other Preferences ...................................................... 92
Chapter 12: Charging the Battery Pack ...................................................................... 95
Charging the Battery Pack ....................................................................................................... 95
Charger Options....................................................................................................................... 95
Using the Quad Charger .................................................................................................... 96
Using the USB Charger ...................................................................................................... 96
Using the Dual Charger ..................................................................................................... 97
About Battery Packs ................................................................................................................ 98
Appendix A: Cleaning and Drying the Handset ........................................................ 103
Appendix B: User Settings Menu ............................................................................. 105
Appendix C: Safety Information .............................................................................. 109
Industry Canada Notice ......................................................................................................... 109
Chargers and Battery Packs ................................................................................................... 110
Wireless Telephones ............................................................................................................. 110
Operational Warnings ..................................................................................................... 111
Electromagnetic Interference and Compatibility .................................................................. 111
Use While Driving ............................................................................................................ 112
FCC Statement ................................................................................................................. 112
Specific Absorption Rate (SAR) Information: SpectraLink 8400 Series Wireless Handsets ... 113
Appendix D: End User License Agreement for Polycom Software ............................. 115
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Chapter 1: Understanding Your Handset
This user guide shows you how to operate your Polycom SpectraLink 8400 Series Wireless Handset.
In this chapter, you will learn about the four types of communication sessions your handset supports
and how their alerting methods differ. To maximize the capabilities of this device, you will learn how to
manage each type of session using the Session Manager.
Additionally, this chapter orients you to the physical features of the handset.
Your handset will work within your facility only when it is in contact with the Local Area Network (LAN).
It will not work beyond the coverage area of the wireless LAN. Contact your system administrator if you
have questions about your facility’s coverage area.
Understanding Session Types
Your handset is capable of four communication types — voice telephone calls, Paging and Push-to-Talk
broadcasts, application alerts, and instant messaging (IM) chats. Communication using one of these
types is called a session. The system administrator for your facility determines which communication
types are available and the options for each type.
Telephone Calls
Voice telephone calls are typical audio-only calls. Voice calls use the voice call icon.
Paging and Push-to-Talk (PTT) Broadcasts
A page is a one-way broadcast to recipients who have subscribed to a page group. PTT enables you and
all subscribed users to send and receive broadcasts over a PTT channel; PTT is a collaborative broadcast
mode. Paging and PTT broadcasts transmit audio over a built-in speakerphone. You can send and receive
page and PTT transmissions with your handset if your system administrator has enabled this feature.
Instant Messaging Chats
Instant messaging (IM) enables you to chat in real time with IM contacts you have entered in your
directory or with contacts that start a chat with you. A system administrator must configure and enable
IM. Presence icons in the Session Manager indicate availability and identify IM contacts.
Application Alerts
Some facilities may use custom application alerts, such as a nurse call system in a hospital, while other
facilities might use a Web browser application such as a Webcam. To see which custom applications the
system administrator has made available, open the Applications icon on the Home Screen. Your system
administrator will give you information about the custom applications available on your handset.
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Understanding the Session Manager
The Session Manager screen displays each type of communication session — calls, broadcasts, chats,
and alerts — in a separate cell. You can manage up to eight communication sessions at a time in any
combination with four sessions visible at once. Each session displays as a color-coded cell in the Session
Manager. Each session cell displays a call icon indicating call status, line number, the name and
extension/channel of the party, and the call duration, as shown next:
Cell color indicates cell status.
• Dark blue Indicates a session is on hold
• Green Indicates a session is active while another cell is highlighted
• Light blue Indicates a session 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, highlight, and select cells.
In the example shown next, the Session Manager on the left shows a light blue call cell showing that the
call is active. Note the soft keys at the bottom of the screen — you can put this call on hold, mute the
audio, change your speaker options, or access other features using the Features soft key. The Session
Manager on the right shows a green call cell that is active — note the active call icon — but the other
call on hold is highlighted. Since the blue call is on hold, the Resume soft key option displays. As the
Mute and Speaker options do not pertain to a call on hold, these soft keys do not display. The Features
soft key remains pertinent and therefore visible for both active and held calls.
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Understanding Your Handset
In another example, suppose you have a conference call with two other people, an incoming PTT
broadcast, an application on hold, and an instant messaging chat. You can display up to eight session
cells with four visible at once. Scroll with the navigation keys to view, highlight, and select the other
cells.
You can navigate to the Home screen while sessions are active in the Session Manager. Whenever you
are at the Home screen and there are active sessions, a green banner displays with the message Active
Sessions – Press to indicate that pressing the Back key will return you to the Session Manager.
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Understanding the Handset Features
The front, back, and side views of your handset will orient you to the location of the keys, buttons, and
other physical features documented in this guide.
Front View
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Back View
Understanding Your Handset
Left Side View
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Right Side View
LED Indicator
The LED indicator, located at the top right of the handset, indicates the following conditions:
• Steady even blink Indicates an incoming telephony call to your handset
• Slow uneven blink Indicates an unchecked voicemail/IM message
• Quick uneven blink Indicates inadequate Wi-Fi signal strength
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Chapter 2: Before Using Your Handset
When you first receive your handset, you need to fully charge the Battery Pack in order to maximize the
Battery Pack's storage capacity and lifespan. You may also need to familiarize yourself with turning the
handset on and off and learn about the various audio options available to you. Additionally, your facility
may have security standards that require you to enter your unique credentials, such as a domain name,
user name, and password, so that the handset will correctly register with your system. This chapter
covers all of these subjects.
Charging the Battery Pack for the First Use
Take a moment to learn how to charge your handset properly. It is critical to fully charge the Battery
Pack before the first use of the handset in order to maximize the Battery Pack's storage capacity and
lifespan. The Battery Pack is fully charged when the Battery life indicator becomes solid green ( ).
For more information about Battery Packs, see Chapter 12: Charging the Battery Pack.
Powering Up and Powering Down Your Handset
Once the Battery Pack is fully charged and you have correctly attached it to the handset, press the red
End key for about two seconds to power up and power down the handset.
Do not remove the Battery Pack to power off the handset, as you will lose personal data. If
you need to replace the Battery Pack, log off or power off the handset and then remove
the Battery Pack.
Using the Headsets and Speakerphone
The Speaker soft key gives you access to the following audio options:
• Speakerphone You can direct audio through the speakerphone on the back of the handset. Use
the volume buttons on the left side of the handset to adjust the volume.
• Receiver The receiver speaker is the default speaker you use when you hold the handset to your
ear. If another option is in use, return to the Receiver by selecting Receiver from the Speaker soft
key menu.
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• Headset You can route audio to a headset by plugging a headset into the headset jack on the
right side of the handset. The headset jack accepts a four-conductor 2.5mm TRS plug. Note that
the headset jack will not function when the handset is docked in the Dual Charger (DCA39). See
Using the Dual Charger in Chapter 12.
• Bluetooth If the system administrator enables Bluetooth capability, the Bluetooth option will
display in the Settings menu. You must pair and connect Bluetooth devices before you can hear
audio through the headset. See Pairing and Connecting a Bluetooth Headset in Chapter 2.
Pairing and Connecting a Bluetooth Headset
This section shows you how to pair and connect your Bluetooth headset.
Your 8400 series wireless handset has been tested for compatibility with Bluetooth v2.1
headsets. However, Polycom does not recommend using your headset while the 2.4 GHz
band is enabled. Bluetooth device behavior may also vary slightly between handset
models. The following instructions are intended as a guide, and may not specifically apply
to your Bluetooth device. You can usually find instructions on the manufacturer’s Web
site.
To pair your Bluetooth headset with your handset:
1 Turn on the handset. Navigate to Settings > Basic Settings > Bluetooth Settings. The following
screen displays:
2 Select the Bluetooth On Off cell and turn Bluetooth on. When Bluetooth is turned on, the
Bluetooth icon ( ) displays in the Status Bar.
3 Place the Bluetooth headset in discovery mode by holding down the answer/end button on the
headset.
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Before Using Your Handset
The indicator light will flash blue for several seconds before glowing a solid blue color. See the
manufacturer’s instructions for pairing if you have any difficulty with this step.
4 Select Manage BT Headsets. A list displaying up to five paired headsets displays. When the list is
populated, the icon color indicates headset status:
• Red icon Indicates the listed headset is not paired
• White icon Indicates that the headset is paired
• White icon with a headset Indicates that the headset is paired and connected
5 If your headset is not on the list under Manage BT Headsets, you can scan for unpaired headsets
by pressing the Scan For Devices soft key.
All the nearby devices in discovery mode will be added to the list. The message Place device in
discoverable mode reminds you to put your headset in discovery mode. Each new unpaired
headset added to the list has a red icon.
6 Locate your headset in the list and press the Add Device soft key to begin the acquire procedure.
You are returned to the Manage BT Headsets screen, with your headset displayed and paired but
not connected.
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7 Press the Connect Device soft key.
The Bluetooth headset model will display on the list with the headset icon. The headset icon will
also display in the Status Bar. If you are using a legacy headset, you may be prompted for a
password: 0000.
o To turn off the headset, press the Disconnect Device soft key.
o To remove the headset from the list, press the Remove Device soft key.
Changing the audio option while using a Bluetooth headset:
• If you press the Speaker soft key while using a Bluetooth headset, you get a shortcut menu that
enables you to redirect audio through a different audio path.
• If you turn off the Bluetooth headset without ending an active call, the audio will be routed to the
next active audio option.
Setting Bluetooth volume:
• Use the volume adjustment buttons on the headset to increase or decrease call volume.
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Before Using Your Handset
Hearing Aid Compatibility
Radio frequency can interfere with some hearing aids. Your handset has a hearing aid compatibility
mode that adjusts the frequency response for users who have hearing aids equipped with telecoil
inductive pickups. Acoustic pickup hearing aids will not respond to this adjustment.
To view the current status of the Hearing Aid Compatibility feature and to enable or disable this feature,
navigate to Settings > Basic Settings > Hearing Aid Compatibility.
Registering Your Handset
Generally, your system administrator will deploy your handset with multiple other handsets. In this case,
your system administrator will configure the handset parameters beforehand so that the handset will
register with the system and be ready to use when you turn it on.
The system administrator must register the handset or it will not work. If your handset does not work
when you turn it on, contact your system administrator.
Initializing the Handset
When you turn on the handset, it will cycle through an initializing sequence. Allow this sequence to
continue until you see the Home screen and the registration icon ( ) in the Status Bar. The
initializing sequence is as follows:
1 A facility logo displays for about 15 seconds.
2 The screen message displays: Starting application, press Cancel to interrupt. If you press the
Cancel soft key, you will interrupt the startup cycle. Do not press the Cancel soft key unless
directed by your system administrator.
3 The Home screen displays with the registration successful icon in the Status Bar ( ).
If registration fails, you will see an icon showing registration failed ( ). For a summary of these
icons, see Table 1: Status Bar Icons. If registration fails, turn the handset off and then back on.
Contact your system administrator if registration continues to fail after several attempts.
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Logging In
There are two situations requiring you to log in: one, if you are using a shared handset and two, if you
want to use an application that requires connecting to an external server. These two log in situations are
separate and require separate login credentials. This section explains both ways of logging in.
Logging In to Shared Handsets
System administrators can deploy the handsets on an assigned basis — one handset per person — or on
a shared basis. You do not need to log in with an assigned handset. If you are using a shared handset,
basic call features are available, but you will need to log in to the server with the handset in order to
save and access your own contacts and settings. In a shared deployment, you can log in using any
handset. When you are finished using the handset, you log out. If you are not sure whether you are
using assigned or shared handsets, and to get your log in information, see your system administrator.
To log in with a shared handset:
1 From the Home screen, press the Features soft key, and select Login.
The User Login screen displays.
The message Invalid login credentials message at the top of the screen indicates that you’ll need
to enter your login information.
2 Enter your User ID and Password, and press the Log in soft key.
The message Verifying Credentials. Please wait will display.
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You can now access your personal contacts and settings.
To log out with a shared handset:
1 From the Home screen, press the Features soft key, and select Log out.
Before Using Your Handset
A Log out prompt will display the question Are you sure?
Press the Yes soft key to log out.
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Logging In with Login Credentials
Certain applications available on your handset may require you to connect to an external server.
Connecting to an external server may require you to enter a Domain, User name, and Password
credentials. Contact your system administrator to find out your login information for access to
applications with this requirements.
To log in to an external application server:
1 From the Home screen, go to Settings > Basic Settings > Login Credentials.
If your system administrator has enabled applications requiring access to a server, the Domain
field may already be completed. If not, enter the domain address of the application provided by
your administrator.
2 Enter your login credentials in the User and Password fields, and press the Submit soft key.
Your personal IM presence and Calendar information are now saved. You will now have access to
the server applications.
If your login fails several times, your account becomes locked and inaccessible. If this
happens, notify your system administrator.
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Before Using Your Handset
Restarting and Updating Your Handset
Customer support services or your system administrator may advise you to restart your handset or
update configuration software.
To restart your handset:
• Navigate to Settings > Basic Settings > Restart Phone and follow support directions.
To update handset configuration:
• Navigate to Settings > Basic Settings > Update Configuration and follow support directions.
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•
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Chapter 3: Getting Started
This chapter shows you how to use the Home screen, the Status Bar icons, the soft keys, the shortcut
menus, navigation, and text entry.
The Home Screen
The Home screen is the first display you will see. At the top, the Status Bar displays icons that give you
information about the status of your handset. Under the Status Bar, the date and time and the handset’s
Extension number display. The Profile banner shows you the current ring settings the phone is set to
use.
When you press the ◄ or ►key on the phone’s keypad, you can rotate the four Home screen icons:
Messages, Settings, Contacts/Call Lists, and Applications. Only three icons are visible at once. This
section explains the features associated with each icon.
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Understanding the Four Home Screen Icons
This section explains how to navigate the four Home screen icons and the features associated with each
icon.
Contacts / Call Lists
The Contacts/Call Lists icon by default faces front on the Home screen. Pressing the OK button opens
the Contacts / Call Lists screen where you can store contacts in the Contact Directory, search for
contacts in the Corporate Directory, and access the Call Lists that store previous call sessions. See
Chapter 6: How to Use the Contact Directory and Using Call Lists for more information.
Messages
If your facility activates voicemail and instant messaging, you can access call information and messages.
Rotate the Messages icon to the front and press the OK button to access your voicemail messages and
display information on specific calls. See Accessing Voicemail and Chapter 7: Instant Messaging for more
information.
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Getting Started
Settings
Open the Settings icon to access settings that customize your handset. See Appendix B: User Settings
Menu for a list of available options.
Applications
Some facilities use custom applications such as a barcode reader or a nurse call system. If your facility
uses one or more custom applications, you can access them from the Applications icon. For help with
applications, see Chapter 10: Applications. Contact your system administrator if you have questions
about any application listed on this menu.
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Shortcut Menus
The soft keys at the bottom of the display screen are context-sensitive, meaning that they change
depending on which screen you are at. These soft keys enable you to select specific phone functions and
features. The gray triangles in the upper right corner of the soft keys indicate that there is a shortcut
menu with additional options. When you press a soft key, a menu opens. The following example shows
the menu for the Features soft key.
When a soft key menu displays, there are two ways to choose a menu item. Use the ▲ and ▼
navigation keys to scroll through the shortcut menu and press the OK key. Or, press the number of the
option on the keypad. Grayed options are not available.
Using the number option to choose menu items is faster than scrolling with the navigation
keys and pressing the OK button.
Understanding the Status Bar Icons
The Status Bar icons give you information about the status of your phone. Up to eight icons can display
in the Status Bar and each icon has a fixed position. Each of the Status Bar icons and their definitions are
shown next in Table 1: Status Bar Icons.
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Table 1: Status Bar Icons.
Position Icon(s) Description
The Battery life indicator is in the first, left-most icon position. In
1
this example, the green battery icon shows that the phone is fully
charged.
The signal strength icon in the second position shows the signal
2
strength of a wireless Access Point (AP). If location services is
activated in your facility, the location icon is superimposed on the
signal strength icon.
The Mute and Do Not Disturb icons share the same position. The
3
mute indicator has priority and displays whenever the microphone
is muted.
The Messages icon displays when a voice or a text message is
4
waiting. The Missed Calls icon displays when you have missed calls
but the caller has not left voicemail. Missed calls are listed in the
Contacts/Call Lists.
Getting Started
5
6
7
8
The Bluetooth connect status icon indicates Bluetooth availability.
The User Profile icon displays when no call is active:
Normal, Silent,
Meeting, Custom
The Registration icon shows that the handset is connected and
operational. The green checkmark indicates successful connection.
The red x indicates failure to connect. The shadow indicates the
handset is registered to a shared line.
The barcode icon shows whether the barcode reader is connected
or disconnected (for the 8450 series only).
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Navigating Screens, Menus, and Sessions
You can use the keypad to navigate the screens, menus, and sessions. The following table lists the
functions you can perform using specific keys.
Table 2: Navigating using specific keys
Function Applicable Keys
To scroll up and down through
menu options or session cells
To select an option Press the OK button on the keypad interface to select the highlighted
To scroll left and right through
text
To cancel your current edit
session
To return to the previous menu Press the Cancel soft key or Back key to return to the previous menu.
The End key executes all these
actions
Press the and keys to move the highlighter through menu
options and session cells.
option.
Press the ◄ and ► keys to move the insertion point left and right.
Press the Cancel soft key to cancel any edits and return to the
previous screen.
Hangs up a call
Rejects an incoming call
Exits a conference call
Turns off the handset (when held down for 2 seconds)
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Navigating In and Out of the Session Manager
The Session Manager is activated by active sessions of all types and displays each call in its current state
in a separate session cell. The following example shows one active call and a second call on hold.
From the Session Manager, you can go to the Home screen by pressing the Home key or the Back key on
the handset’s keypad. Navigating to the Home screen from the Session Manager during active calls is
useful if you want to navigate phone menus or perform phone functions while in an active call.
If you leave the Session Manager when session cells are present, a green banner, shown next, displays
the message Active Sessions – Press above the soft keys to alert you to active sessions.
Press the Back key to return to the Session Manager.
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Entering Text, Numbers, and Special Characters
When dialing calls or entering contact information, you will need to enter characters other than
numbers. The Mode soft key enables you to enter alphanumeric and special characters (abc… 123…
@#&…). The Encoding soft key enables you to enter non-Arabic characters (Japanese or Russian), as well
as alphanumeric and special characters. Table 2 lists the Mode and Encoding soft key options:
Table 3: Mode and Encoding soft key options
Mode soft key options Encoding soft key options
1 Abc 1 Abc
2 ABC 2 ABC
3 abc 3 abc
4 123 4 123
6 Latin
7 Katakana
8 Unicode
9 Cyrillic
Entering and Editing Data
When you are on a screen displaying data entry fields, an Encoding soft key displays so you can specify
how you want to enter data. When you press the Encoding soft key, the following screen will display:
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To enter letters and numbers:
Press the Encoding soft key to display a shortcut menu with the following data entry options:
• Uppercase (ABC)
• Numerical (123)
• Leading caps (Abc Def)
• Lowercase (abc)
Press a keypad key one or more times to enter the characters or numbers that display on the key.
For example, if you’re in ABC mode:
• To enter A, press 2
• To enter B, press 22
• To enter C, press 222
• To enter 2, press 2222
For example, if you’re in 123 mode:
• To enter 2, press 2.
To enter special characters:
1 Select one of the alphabetic options from the Encoding soft key menu. You cannot access special
characters when you are in Numerical (123) mode.
The mode you select displays in the screen title.
2 Use the asterisk (*) or zero (0) to enter characters:
* = . * # - & % + ;
0 = / , _ $ - = ? 0
To enter text in a special language:
Press the Encoding soft key to display a shortcut menu of the available language options:
• ASCII Regular text
• Latin To add accented characters, for example é.
• Katakan Japanese characters
• Unicode Stores characters as double bites
• Cyrillic Russian
Press a key one or more times to enter the character you want.
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To delete text already entered:
• Press ►or ◄ to position the cursor to the right of the text you want to delete, and press the <<
soft key.
When the entry in the text box is highlighted in yellow, any new text will overwrite the
existing entry. If you press the << soft key, the entire entry will be erased.
Locking and Unlocking the Keypad
To avoid making inadvertent calls, you can lock your keypad so that key presses are not recognized. You
must unlock the keypad before you can make calls.
To lock the keypad:
1 Press the Features soft key.
2 Press the 2 key or scroll to 2 Keypad Lock, and press OK. Once you lock the keypad, all the keys
become frozen except for an Unlock soft key, which replaces the Features soft key.
To unlock the keypad:
1 Press the Unlock soft key.
2 When prompted, press the Yes soft key.
An incoming call will automatically unlock a locked keypad for the duration of the ring period and
restore normal keypad operation. If you do not answer the call, the keypad immediately locks
upon termination of the ring period.
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Chapter 4: Using Telephony Applications
The handset enables multiple ways of making calls and several options for handling incoming calls.
Making Calls
There are several ways to make a call. When you hear a dial tone, the handset is in the active mode.
Once a call starts ringing, a window displays the incoming call. If you ignore the call, the Session
Manager opens and the ringing icon will display at the left side of the call cell until the end of the ring
period. You may abort the call by pressing the End key.
Making an Emergency Call
If an emergency number has been assigned for your facility, you can access it from the Home screen.
To make an emergency call:
1 Press the Features soft key.
2 Press 3 or scroll to the Speed Dial option and press OK.
3 Scroll to the emergency number and press OK.
Multiple Call Methods
You can use your handset to start a call in several ways. You can enter a number into the Dialer, call a
contact you have entered and saved to your contact directory, or you can call the contact of a sent,
received, or missed call that is automatically stored in a call list.
To call by entering a number:
• Press any number on the keypad to open the Dialer. The Dialer is the screen that displays when
you begin entering a phone number. Dial the complete number and press Start. For complete
instructions on how to use the Dialer, see Using the Dialer.
To call a contact in your contact directory:
1 Scroll to the Contacts/Call Lists icon on the Home screen and press OK.
2 Select Contact Directory and press OK or press 1. Your contact directory list opens.
3 Scroll to the contact you wish to call and press the Start key. For more information, see Chapter 6:
How to Use the Contact Directory.
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To call from a call list:
1 Scroll to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and Press OK or press 3. Your call list opens.
3 Scroll to the contact you wish to call and press the Start key. For more information, see Using Call
Lists.
To call from the speed dial list:
• To place a speed dial call from the Home screen press the Favorites soft key. This opens a list of
your speed dial contacts.
You can select a name from the speed dial menu or use the keypad to press a speed-dial index
number. The call is placed immediately.
To call by entering a SIP address:
1 Press any number key on the keypad to open the Dialer. Note that phone numbers and URL
addresses are limited to number characters.
The Dial mode soft key displays.
2 Press the Dial mode soft key, select URL, and press OK.
The Dialer displays an Enter URL field with the prefix sip: .
2 Enter the SIP address you want to dial and press Enter.
To abort an outgoing call while it is ringing, press the End key.
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Using the Dialer
The Dialer is the screen that opens when you start to dial a number. The Dialer has several built-in
features that make dialing more convenient. This section also shows you several ways to open the
Dialer.
Using the Autocomplete Feature
Sent, received, and missed calls, as well as contacts you have saved to the phone, are stored in the
phone’s memory. The Autocomplete feature matches numbers you dial with contacts stored on the
phone. If a number you begin to dial matches a number stored on the phone, the Autocomplete feature
displays a list of possible matches.
If the name or number of the person you are trying to call displays on this list, highlight the cell by
scrolling to it and place the call by doing one of these:
• Press Start.
• Press the OK key to pop the highlighted number into the entry window, and press Start.
If you are in an active call and placing a second or third call, the Autocomplete cells replace the other
session cells until the new call begins to ring.
Numeric Dialing
You can make a call by entering an IP address or by dialing a URL in the Dialer. Phone numbers and URL
addresses are limited to number characters.
Dialing to a URL
When you select URL dialing from the Dial mode soft key, the prefix sip: is displayed at the start of the
number. Enter the IP address after this prefix. The address could be a number somewhere on the
Internet, or it could belong to one of your contacts, or it could be a recently received call. If the address
belongs to a contact, or the phone has recently received a call from the address, Autocomplete will filter
the cells so you can select it.
Dialing Contact Names and IM Names
The Entry Mode soft key allows you to enter letters, special characters, and supported language
characters that may be required for entering a name, an IM name, or an IM address. The name you
enter must match a name in the Contact Directory in order to begin dialing.
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Opening the Dialer from the Home Screen
You can open the Dialer from the Home screen using one of the following procedures:
• On-Hook Dialing Press a number key (0-9) to start dialing, and the Dialer displays the number in
the dial cell. You can place the call when you finish entering the numbers or, if the Autocomplete
feature matches the number you are dialing to a stored number, select the matching number and
press Start to place the call. You can enable or disable On-Hook Dialing (also referred to as
predialing) from the Home screen by navigating to Settings > Basic Settings > Preferences > On-
Hook Dialing. See On-Hook Dialing and Appendix B: User Settings Menu.
• Press the Start Key Press the Start key to open the Dialer and listen for a dial tone. You can
enter the number manually or select the number from the Autocomplete list as you begin to dial.
• Select a Line Press the Features soft key, select Lines from the menu, and choose a line you wish
to use. The Dialer opens and you hear a dial tone. You can enter the number manually or select
the number from the Autocomplete list as you begin to dial.
• Select an Audio Path Press the Speaker soft key and select an audio path from the menu. The
Dialer opens and you hear a dial tone. You can enter the number manually or select the number
from the Autocomplete list as you begin to dial.
Opening the Dialer from the Session Screen
If you want to place a call during an active call, you can open the Dialer. When you begin to dial the new
number, the Autocomplete cells will replace the session cells of active calls until the new call begins to
ring. Open the Dialer during active calls using one of the following ways:
• On-Hook If On-Hook dialing is enabled, press a number key (0-9) to start dialing, and the Dialer
displays the number in the dial cell. You can place the call when you finish entering the numbers
or, if the Autocomplete feature matches the number you are dialing to a stored number, select
the matching number and press Start to place the call. You can enable or disable On-Hook dialing
from the Home screen by navigating to Settings > Basic Settings > Preferences > On-Hook Dialing.
See On-Hook Dialing and Appendix B: User Settings Menu.
• Press the Start key Press the Start key to open the Dialer and listen for a dial tone. You can
enter the number manually or select a number from the Autocomplete list as you begin to dial.
The active call is automatically placed on hold while you complete the new call.
Managing Calls
This section shows you how to manage incoming calls. The phone can alert you of incoming calls using
one of many different ringtones. Ringtones are played through the handset speaker unless you have
silenced the handset speaker. If you are wearing a headset, you will hear an in-ear notification instead of
a speaker alert.
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While the phone is alerting you of an incoming call, you can increase or decrease the
volume using the volume buttons. The phone will use this new volume setting until you log
off or power cycle the handset (turn the handset off and then on again).
Much of this chapter refers to phone icons that will become familiar as you use the phone. The icons
differ depending on the type of session you are in, but all of the icons display in the Session Manager.
The following table gives you an overview of the session icons.
Session Icons
Icons display on the left side of the call cell to indicate the status of that call. The number indicates
which line the call is using.
Table 4: Session Icons.
Icon Description
Incoming call alert
Active call
Call on hold
Muted Call
Conference call
Conference leg
PTT/Page receive
PTT/Page transmit
PTT/Page idle
PTT/Page hold
IM Presence indicator
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Answering Incoming Calls
You can answer an incoming call in one of two ways. You can press the Start key to answer any incoming
call. Or, you can enable the Multi Key Answer mode, which enables you to answer a call by pressing any
keypad key (0-9, *, #).
To answer any incoming call:
• Press the Start key.
To answer incoming calls using Multi Key Answer:
• If Multi Key Answer is enabled, you can press any keypad key (0-9, *, #) to answer an incoming
call. Enable (or disable) Multi Key Answer by navigating to Settings > Basic Settings > Preferences
> Multi Key Answer. If you need help navigating to this feature, see Appendix B: User Settings
Menu.
Managing Incoming Calls
There are several ways to manage an incoming call – you can answer it, end it, reject it, silence the call
alert, send it to voicemail (if enabled by your system admin), forward it, or divert it. This section explains
each of these options.
When you have an incoming call, a screen displays the call information.
To answer a call:
• The easiest way to answer a call is to press the Start key.
To answer an incoming call when in an active call:
1 While in an active call, press the Ignore soft key to open the Session Manager.
2 Press the Hold soft key to place the current call on hold and highlight the incoming call cell.
3 Press Start to answer the incoming call.
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To answer an incoming call by ending the current call:
1 While in an active call, press the Ignore soft key to open the Session Manager.
2 Press End to end the current call.
3 Press the Start key to answer the incoming call.
To end an active call:
• Press End to end or hang up an active call.
To reject an incoming call:
• Press End. The ended call will be sent to voicemail if set up in your facility. You can also forward
calls to another number. To set up automatic call forwarding, see Forwarding Calls.
To silence the call alert:
• Press the Ignore soft key to silence the ring. The call will display in the Session Manager until it
stops ringing. You can have unanswered calls automatically forwarded to voicemail. To set up call
forwarding, see Forwarding Calls.
To send an incoming call immediately to voicemail:
• Press End. If voicemail is set up in your facility, the ended call will be sent immediately to
voicemail. See Accessing Voicemail.
To forward an incoming call to another number:
• Press the Forward soft key. You can have incoming calls automatically forwarded to voicemail. To
set up call forwarding, see Forwarding Calls.
To divert an incoming call:
• You can divert calls from specified contacts to another number. See To enable Auto Divert in
Chapter 6.
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Managing Active Calls
When you are in an active telephony call, the Session Manager displays each call in a separate cell, as
shown next.
An active call has a light blue field when it is highlighted. An active call has a green field when another
session cell is highlighted. Soft key presses affect highlighted cells. In the above example, you can see
how the soft keys change when you highlight an active call.
When you are in an active call, the Active call icon displays in the Session Manager beside the active call
cell and the Hold soft key displays.
To place an active call on hold:
• Press the Hold soft key to place an active call on hold. When you place a call on hold, the Call on
hold icon displays in the Session Manager beside the active call cell and the Resume soft key
display.
To resume a call on hold to active status:
• Press the Resume soft key or the OK key to resume a held call to active status.
» If you have more than one call on hold, use the and keys to highlight one of them,
then press the Resume soft key or OK to make it an active call.
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Press Resume
To mute a call:
• To mute yourself in the call, press the Mute soft key. A Mute icon displays in the status bar. Now
you can still hear the other party, but that person can’t hear you. Press Resume to resume audio
flow.
To activate the speakerphone:
• To activate the speakerphone, press the Speaker soft key and select the Speakerphone option.
Transferring Calls
A transfer connects two parties as you exit the conversation. Your handset can perform three types of
transfers:
• Blind A blind transfer exits the call while the second party is ringing, before the two other parties
are connected.
• Consultative In a consultative transfer, you can speak to either of the two other parties before
making the transfer.
• Attended An attended transfer connects all three parties, as in a conference call; you can stay in
the conversation or hang up.
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To perform a blind transfer:
While in an active call, or with the call on hold:
1 Press the Features soft key and select Blind Transfer.
You will hear a dial tone and the Dialer will open.
2 Dial the number of the target party. If the Autocomplete feature matches the number you are
dialing to a stored number, select the matching number and press Start or OK to place the call.
For more information about the Autocomplete feature, see Using the Dialer.
Once you dial a call, the transfer is complete and you are returned to the Home screen whether or
not the other party answers the call. If there are other active sessions, you will be returned to the
Session Manager.
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To perform a consultative Transfer:
1 While in an active call or with a call on hold highlighted in the Session Manager, press the
Features soft key and select Transfer.
2 Dial the number of the target party. If the Autocomplete feature matches the number you are
dialing to a stored number, select the matching number and press Start to place the call. For more
information about the Autocomplete feature, see Using the Dialer.
3 When the target party answers, explain that you are going to transfer the call.
4 Press the Features soft key and select Transfer to complete the transfer.
You are returned to the Home screen or, if other calls are active, to the Session Manager.
To perform an attended transfer:
1 While in an active call, press the Features soft key and select Conference.
2 Dial the number of the target party. If the Autocomplete feature matches the number you are
dialing to a stored number, select the matching number and press Start or OK to place the call.
For more information about the Autocomplete feature, see Using the Dialer.
3 When the target party answers, explain that you are going to transfer the call.
4 Press the Features soft key and select Conference to complete the transfer.
You are returned to the Home screen or, if other calls are active, to the Session Manager.
5 To exit the call, ensure the conference cell is highlighted (light blue) and press End.
After exiting, you are returned to the Home screen or, if other calls are active, to the Session
Manager.
Note that if you press the End key while a conference participant’s cell is selected, you will
end that participant’s connection to the conference call.
Setting up Conference Calls
You can set up a conference call so that several parties can converse at once. Although three parties is
the default — you and two other parties — the system administrator can increase the maximum
number of participants. If you want to increase the maximum number of participants you can connect
by conference, see your system administrator.
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To set up a conference call:
1 While in an active call or with the call on hold highlighted in the Session Manager, press the
Features soft key and select Conference.
2 Dial the number of the target party. If the Autocomplete feature matches the number you are
dialing to a stored number, select the matching number and press Start to place the call. For more
information about the Autocomplete feature, see Using the Dialer.
3 When the target party answers, explain that you are going to set up a conference call.
4 Press the Features soft key and select Conference to complete the transfer. When all three
participants are connected to the conference call, the Session Manager will look like this:
5 To exit the call, ensure the conference cell is highlighted (light blue) and press End.
After exiting, you are returned to the Home screen or, if other calls are active, to the Session
Manager.
By default, the maximum number of participants to a conference call is three. If you want
to add more than three participants, talk to your system administrator. Your system
administrator can determine the number of participants in a conference call.
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Managing Conference Calls
Once you have set up a conference call, you can manage the conference call in several ways.
To add participants to a current conference call:
1 Set up a conference call.
2 Press the Features soft key and select Conference. The Dialer opens.
3 Dial the number of the party you wish to add. If the Autocomplete feature matches the number
you are dialing to a stored number, select the matching number and press Start or OK to place the
call. For more information about the Autocomplete feature, see Using the Dialer.
4 When the new party answers, press the Conference soft key to add the new party as a participant
to the existing conference call.
To mute your microphone during a conference call:
1 During a conference call, in the Session Manager, highlight the Active: Conference call cell.
2 Press the Mute soft key. When you press the Mute soft key, only your microphone is muted.
To put your phone on hold:
1 During a conference call, in the Session Manager, highlight the Active: Conference call cell.
2 Press the Hold soft key.
To resume conferencing:
1 During a conference call, in the Session Manager, highlight the Active: Conference call cell.
2 Press the Resume soft key.
To manage conference call participants:
• To remove a participant from the conference, in the Session Manager, highlight the participant’s
call cell and press the Remove soft key.
• To mute a participant, in the Session Manager, highlight the participant’s call cell and press the
FarMute soft key.
• To place a participant on hold, in the Session Manager, highlight the participant’s call cell and
press the Hold soft key. To add the participant back to the conference call, highlight the
participant’s call cell, and press the Resume soft key.
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To exit a conference call:
• To exit a conference call, in the Session Manager, highlight the Active: Conference call cell and
press End. The other parties remain connected.
To split conference calls into two calls on hold
1 During a conference call, in the Session Manager, highlight the Active: Conference call cell.
2 Press the Features soft key and select Split.
The conference ends and each participant is split into an individual call cell and put on hold.
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Forwarding Calls
You can forward calls manually or automatically. When you have an incoming call, you can manually
forward it to another number, or you can set up automatic forwarding criteria in the Settings menu.
Automatic call forwarding works only as long as your phone is registered and turned on. If
you turn off your handset or move out of range for an extended period of time, calls to
your handset are neither received nor forwarded. Depending on your organization’s
Private Branch Exchange (PBX), the caller might hear unending ring tones or a recorded
message such as “The party you have called is not available.”
To manually forward an incoming call:
1 When the phone alerts you to an incoming call, select the Forward soft key.
The Forward-to-Dial screen displays the last number that a call was forwarded to (either manually
or automatically). If you would like to forward the call to a different number, enter the target
number as you would through the Dialer. Be quick about this sequence as you only have the ring
period to accomplish the forward.
2 When the forwarding number displays, press OK.
The incoming call is forwarded to the other party and you are disconnected.
To enable automatic call forwarding:
1 From the Home screen, navigate to Settings > Feature Settings > Forward, as shown next.
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2 If your handset is set up with a single line, the Forwarding Type Select screen displays, enabling
you to select the forwarding type you want.
If you have multiple lines, select Line. The Line Select screen displays. Highlight the line you wish
to enable with call forwarding, and press OK.
3 You can enable the following call forwarding options:
o Always To forward all incoming calls
o No Answer To forward all unanswered incoming calls
o Busy To forward incoming calls when you’re in an active call
Enable one of the forwarding options and press the OK key.
4 Depending on your selection, do one of the following:
o If you selected Always, enter the forwarding number.
o If you selected No Answer, enter a forwarding number and then select Forward After Rings,
and enter how many rings should be played before forwarding the call (one ring is about 6
seconds). A value of 2 is recommended.
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o If you selected Busy, enter a forwarding number for calls that come in when you’re in an active
session.
You can also enter a forwarding URL or IP address. For more information on using a URL or
IP address, see Making Calls.
5 Press the Enable soft key to confirm call forwarding.
6 Press Home to return to the Home screen.
To disable Call Forwarding:
1 Perform one of the following actions:
o If you have a single line, choose Settings > Feature Settings > Forward.
o If you have multiple lines, select Settings > Feature Settings > Forward > Line to display the
Line Select screen and choose the line you wish to disable call forwarding for.
2 If you’ve selected a line, or if your handset is set up with a single line, the Forwarding Type Select
screen displays, enabling you to select the forwarding type you want. Highlight the Enabled
forwarding type and press the Disable soft key.
3 Press Home to return to the Home screen.
Enabling and Disabling Do Not Disturb (DND)
Do Not Disturb (DND) is an optional feature that your system administrator must enable. Ask your
system administrator to find out if DND is enabled on your network.
By default, the DND feature, when enabled, applies to all lines on your handset. The system
administrator can enable your handset to apply DND on a line-by-line basis. This section explains how to
enable and disable the DND feature for all lines and for single lines. For more information, contact your
system administrator.
While DND is enabled, calls you receive are logged in your Missed Calls list. If you have also chosen to
forward your calls to another number, calls will be sent to the forwarding number.
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Enabling and Disabling DND on All Lines
The DND feature, when set up, applies by default to all lines on your handset.
Enabling DND on all lines
• From the Home screen, navigate to Settings > Features > Do Not Disturb and press OK. DND is
now enabled and the DND icon displays on the Status Bar.
Disabling DND on all lines
• From the Home screen, navigate to Settings > Features > Do Not Disturb and press OK. DND is
now disabled and the DND icon does not display on the Status Bar.
Enabling and Disabling DND for Single Lines
If your handset is set up with multiple lines and the system administrator has enabled your handset to
apply DND to single lines, follow these steps to enable or disable DND on one or more lines.
Enabling DND on a single line when DND for a single line is enabled:
1 From the Home screen, navigate to Settings > Features > Do Not Disturb.
When you select the DND feature, the Line Select screen displays.
2 Highlight the line you want to enable with DND and press OK.
3 Press the Enable soft key.
The DND icon now displays on the Line bar in the Line Select screen.
Enabling and Disabling DND on all lines when single line DND is enabled:
• Once you enable one line with DND, the Set All and Clear All soft keys display. Press one of these
to enable or disable DND for all lines.
Using the Speed Dial List
Each time you add a contact to your Contact Directory, that contact is automatically assigned the next
available speed dial index number and added to your speed dial list. You can use the speed dial list for
quick dialing of frequently used numbers. You can dial contacts from the Favorites menu or from the
speed dial list.
To dial from the Favorites menu:
1 From the Home screen, press the Favorites soft key. The contacts that display on this menu are
the contacts at the top of your speed dial list, as shown next:
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2 Scroll to a contact and press Start or press the contact index number, for example ‘1’ on the
keypad.
To dial from the speed dial list:
1 From the Home screen, press the Features soft key and select Speed Dial.
A list of speed dial contacts displays. Scroll through the list to view all speed dial contacts, as
shown next.
2 Scroll to a contact and press Start or press the contact index number, for example ‘1’ on the
keypad.
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To add a speed dial contact:
1 Open the Contacts / Call Lists icon on the Home screen, and choose Contact Directory.
You contact directory opens.
2 Choose a contact and press the Edit soft key.
The Edit Contact screen displays.
3 Scroll to Speed Dial Index and enter a speed-dial index number for that contact.
4 Press the Save soft key.
Accessing Voicemail
If you have voicemail enabled, your handset will display the voicemail icon in the Status Bar and the LED
will flash. The icon displays the current number of saved voicemail messages.
Voicemail is an optional feature. See your system administrator to set up a voicemail
account.
To access your voicemail:
1 Navigate to Messages > Voicemail.
2 If you have multiple lines:
a Choose Line. The Line Select screen displays.
b Highlight a line and press OK.
The Messages screen displays and Voicemail is highlighted.
3 Press OK to select Voicemail.
4 Press the Connect soft key to access your mail, and follow the visual prompts on the screen.
5 If you want to delete voicemail messages, press the Clear soft key.
6 Press Home to return to the Home screen.
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Chapter 5: Push-to-Talk (PTT) and Paging
The Push-to-Talk (PTT) and Paging features enable you to call as many people as have subscribed to a
PTT channel or Paging group. Your system administrator enables both features and determines the best
way to deploy these features in your facility. Contact your system administrator if you need help with
these features.
You manage both features in the Settings menu. Navigate to Settings > User Settings > Preferences >
Paging/PTT Configuration to view the configuration options.
Using the Push-to-Talk Feature
SpectraLink 8430 / 8440 Wireless Handsets can operate in a group broadcast mode called Push-to-Talk
(PTT). Users must subscribe to channels to receive PTT broadcasts. In PTT mode, the handsets behave
like walkie-talkies: your handset transmits audio over a built-in speakerphone and recipients can
respond to your message. Your system administrator defines which PTT Channels are available for
subscription. By default, subscriptions to Channels 1, 24, and 25 are enabled. Contact your system
administrator for more information.
This section shows you how to send and receive PTT broadcasts, and how to configure PTT. If the system
administrator has disabled PTT, the PTT options will not display when you open the Settings icon from
the Home screen.
There are three PTT channel types:
• Normal Channels PTT Channels 1 to 23 can be used as normal channels by any subscribed phone
user. The administrator can create a label, comprised of up to 15 characters, for Channels 1 to 23
to help users identify PTT Channels. The default label for Channel 1 is ALL.
• Priority Channel Users subscribed to the Priority Channel will receive transmissions on the
Priority Channel unless Do Not Disturb is enabled or an Emergency page is already playing. The
Priority Channel plays transmissions at the current audio level. The default Priority Channel is 24.
• Emergency Channel Every phone will receive transmissions on the Emergency channel even if
the phone is in an active call or if Do Not Disturb is enabled. Emergency transmissions play out on
the speaker at the highest audio level. The audio level will return to normal for subsequent nonemergency transmissions. The default Emergency Channel is 25.
Sending PTT Broadcasts
Press and release the Talk button to display the PTT Channels List, which displays channels in this order:
the default Normal Channel 1, the most recent channel you used, Channel 25 (the default Emergency
Channel), and Channel 24 (the default Priority Channel) after which all channels are listed in numerical
order.
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To send a PTT broadcast:
• To broadcast on a channel from standby mode, press and hold the Talk button.
Wait for the display to show Transmitting. Hold the handset microphone approximately two
inches from your mouth and speak. A Call cell opens in the Session Manager with a blue call icon.
When you release the Talk button, the handset enters a ten-second wait period during which the
channel is open to receive or send additional broadcasts. If no activity occurs within the wait
period, the cell is closed. A waiting cell displays an orange call icon.
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The wait period keeps the channel open and gives any handset subscribed to that channel time to
join the conversation. To open a different channel or to send a new broadcast within the wait
period, end the wait period on the current channel by pressing the End key.
Receiving PTT Transmissions
Your phone will receive PTT transmissions differently depending on the priority of the PTT Channel,
whether you are on an active call, or whether you have enabled or disabled your phone to receive PTT
transmissions during an active call.
PTT Channel Priority
The phone will alert you to PTT transmissions from Normal Channels, the Priority Channel, and the
Emergency Channel. If you enable Do Not Disturb, you will not receive PTT transmissions from the
Normal or Priority Channels. You will receive transmissions on the Emergency Channel even if Do Not
Disturb is enabled.
Receiving Pages
The phone will receive pages differently depending on whether or not you are in an active call.
To answer a PTT broadcast:
• Press and hold the Talk button during the ten-second wait period.
An incoming PTT broadcast displays a green call icon in the Session Manager, shown next.
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To end a wait period:
• Press End.
To transmit on a different PTT channel:
• From the Home screen, press and release the Talk button. Use the and keys to highlight a
channel. Press and hold the Talk button to transmit on the highlighted channel.
To end one PTT broadcast and start another one:
1 Press the End key to exit a current PTT broadcast.
2 Press and release the Talk button and highlight a channel from the PTT Channels List.
3 Press and hold the Talk button to begin transmitting on the highlighted channel.
To answer a telephone call during a PTT broadcast:
• Press the Start key to override a PTT transmission and answer the telephone call.
To start a telephone call during a PTT broadcast:
1 Press the Start key. The PTT transmission is put on hold.
2 Dial the number and press Start.
To transmit on the priority channel:
1 Press and release the Talk button.
2 Select the priority channel from the PTT Channels List. The default is Channel 24.
3 Press and hold Talk, and deliver your PTT message.
To transmit on the emergency channel:
1 Press and release the Talk button.
2 Select the emergency channel from the PTT Channels List. The default is Channel 25.
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3 Press and hold Talk, and deliver your PTT message.
To end an active PTT broadcast:
• Press the End key to exit the PTT broadcast.
To change the PTT volume:
• Press the Volume up or Volume down buttons on the side of the handset.
Setting up the Accept While Busy Feature
In order to receive PTT broadcasts while you are in an active call, enable the Accept While Busy feature.
When Accept While Busy is enabled, PTT broadcast and the active telephone call audio will play
concurrently: you will be able to hear the audio of both the telephone call and the PTT broadcast. The
party on the other end of the telephone call cannot hear the PTT broadcast unless that party has also
enabled Accept While Busy.
If Accept While Busy is disabled, PTT broadcasts received while you are in an active call are placed on
hold. If you wish, you can play a held PTT broadcast while a call is on hold.
To enable and disable the Accept While Busy feature:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > PTT Push To
Talk.
2 Highlight and select Accept While Busy.
3 Enable or disable the Accept While Busy feature.
4 Press the Home key to exit.
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To play PTT broadcasts when Accept While Busy is disabled:
1 Highlight the active call in the Session Manager and press the Hold soft key to place the active call
on hold, or press the End key to end the active call.
2 Select the PTT cell in the Session Manager and press the Resume soft key to play the PTT
broadcast on hold.
Configuring PTT
There are several ways to configure PTT. You can change the PTT default channel, subscribe or
unsubscribe to channels that the system administrator has enabled, and customize incoming PTT alerts.
Changing the Default PTT Channel
The default PTT channel is displayed when you press and release the Talk button. The default channel
can be changed to any available channel.
To change the default PTT channel:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > PTT Push to
Talk.
2 Select Default Channel.
3 Enter the new default channel number and press the OK soft key.
4 Press Home or End to exit.
Subscribing and Unsubscribing to Channels
You can subscribe or unsubscribe to any channel that the system administrator has enabled. Enabled
channels will display in the PTT Channels List.
To subscribe or unsubscribe to PTT channels:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > PTT Push To
Talk.
The PTT Channel Configuration screen displays.
2 Highlight and select Channel Subscriptions.
The Channel Subscriptions screen displays.
3 Select a channel.
4 Enable your subscription to that channel by choosing Yes or disable your subscription to that
channel by choosing No.
5 Press the Home key to exit.
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Customizing PTT Alerts
When you press the Talk button to send or receive a PTT transmission, your phone emits a PTT alert
sound. You can customize this PTT alerting sound.
To set a custom PTT alert for start and end transmissions:
1 Navigate to Settings > Basic Settings > Notification Profiles > Custom 1 > Alerts.
A list of alerts is displayed.
2 Highlight PTT Start of Transmission and press OK.
OR
Highlight PTT End of Transmission and press OK.
3 Highlight Alert Tone and press OK.
A list of alert tones is displayed.
4 Highlight an alert tone and press OK. You can preview alert tones by pressing the Play soft key.
To enhance the alerting of a PTT broadcast, you can enable PTT vibrate. When you enable PTT vibrate,
the handset will vibrate three times whenever a PTT broadcast is received, whether the handset is in
standby or in a call. If in a call, the phone will issue the chirp alert. The vibration does not replace any
PTT tone pattern already set.
To enable vibration:
• Select Vibrate and select the vibrate option from the list.
To set the handset for PTT vibrate only, enable the vibrate option and set the alert tone
pattern to Silent Ring.
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Using the Paging Feature
SpectraLink 8430 / 8440 Wireless Handsets can operate in a group broadcast mode called Paging. You
can use the Paging feature to make a page to a page group. A page is a one-way transmission played
over the phone’s speakerphone. A page group is a defined group of page recipients that have subscribed
to that group. Your system administrator defines which page groups are available for subscription. By
default, subscriptions to groups 1, 24, and 25 are enabled. Contact your system administrator for more
information.
There are three paging group types:
• Normal pages Page Groups 1 to 23 can be used as normal page groups by any subscribed phone
user. The administrator can create a label, comprised of up to 15 characters, for Groups 1 to 23 to
help users identify the page group. The default label for Group 1 is ALL.
• Priority pages Pages from this group are received by all phones unless Do Not Disturb is enabled
or an Emergency page is already playing. Priority pages are played at the current audio level. The
default priority page group is 24.
• Emergency pages Every phone will receive Emergency pages even if the phone is in an active call
or if Do Not Disturb is enabled. Emergency pages play out on the speaker at the highest audio
level. The audio level will return to normal for subsequent non-emergency pages. The default
Emergency Page Group is 25.
Sending a Page
When you send a page, the page displays in a call cell on the phone, indicating the page sender and
paging group. If you are sending a page, press End to end the transmission to the whole page group. If
you are a page recipient, press End to end a page transmission on your phone.
To send a page:
• To send a page, press the Features soft key, and select Paging.
The Paging Groups List displays, shown next:
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2 Highlight the Paging Group you wish to page.
3 Press OK or press the Page soft key to start the page.
The page displays as a call cell, shown next:
4 When the preamble period ends and the page starts, start speaking your message.
5 When you are finished speaking your page, press the End key. If you are the sender, this ends your
page transmission. If you are the recipient, pressing the End key ends the page only to you.
If you press the Start key while you are sending a page, the page ends and the Dialer
opens.
Change the audio option while sending a page:
• Change the audio option while you are sending a page by pressing the Speaker soft key and
selecting a different option.
Receiving a Page
Your phone will receive pages differently depending on the priority of the page group, whether you are
on an active call, or whether you have enabled or disabled your phone to receive pages during an active
call.
Page Group Priority
The phone will alert you to pages from Normal page groups, the Priority page group, and the Emergency
page group. If you enable Do Not Disturb, you will not receive pages from the Normal or Priority page
groups. You will receive pages on the Emergency page group even if Do Not Disturb is enabled.
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Receiving Pages
The phone will receive pages differently depending on whether or not you are in an active call.
To receive pages when you are not in an active call:
If you receive a page and you are not in an active call, the page displays on your screen no matter what
the paging group is. You can do the following:
• Hold the page and resume a held page.
• Press the End key to stop receiving the page. This ends the page at your phone only.
• Place a new call by opening the dialer.
Setting up the Accept While Busy Feature
In order to receive pages while you are in an active call, enable the Accept While Busy feature. When
Accept While Busy is enabled, pages will interrupt active telephone calls and you will be able to hear the
audio of both the telephone call and the page. The party on the other end of the telephone call cannot
hear the page unless that party has also enabled Accept While Busy.
If Accept While Busy is disabled, PTT broadcasts received while you are in an active call are placed on
hold. To play the PTT broadcast, you can either place the active call on hold or end the active call.
To receive pages while you are in an active call:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > Group Paging.
2 Highlight and select Accept While Busy.
3 Enable or disable the Accept While Busy feature.
o If you have enabled your handset to receive
pages while in an active call, the page will display
in a second call cell as an active page. You will hear both the original call and the page. Press
the End key to end the page.
o If you have disabled your handset from receiving
pages while you are in an active call, the page
will display in a second call cell as a page on hold. Highlight the page on hold and press the
Resume soft key to play the page. Press the End key to end the page
If you have disabled your phone from receiving pages while you are in an active call, and
you receive a Priority or Emergency page while in an active call, the page will display in a
second call cell as an active call. You will hear both the original call and the page audio.
Press the End key to end the page.
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Paging Configuration
There are several ways to change the paging configuration. You can change the default paging group,
and subscribe/unsubscribe to paging groups.
Changing the Default Paging Group
By default, Group 1 is the default page group but your system administrator may set a different default
group. If necessary, you can change the default group.
To change the default paging group:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > Group Paging.
The Group Paging Configuration screen displays and Default Group is highlighted.
2 Press the Ok key. A text entry box displays.
3 Type the number of the new default paging group.
4 Press the Ok soft key.
Changing Your Subscription to a Page Group
In order to receive a page from a particular group, you must subscribe to that group. By default, you are
subscribed to groups 1, 24, and 25. Contact your system administrator for information about who is in
each group.
To subscribe or unsubscribe to a page group:
1 Navigate to Settings > Basic Settings > Preferences > Paging/PTT Configuration > Group Paging.
The Group Paging Configuration screen displays.
2 Highlight and select Group Subscriptions.
The Group Subscriptions screen displays.
3 Select a group. Enable your subscription to that channel by choosing Yes or disable your
subscription to that channel by choosing No.
4 Press the Home key to exit
To adjust the volume of non-Emergency group pages:
• Use the side buttons to adjust the volume during a non-Emergency group page.
You cannot adjust the volume of Emergency group pages using the handset volume
control buttons. Setting the Emergency page volume is an administrator function. By
default, Emergency pages are played at the highest volume level.
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Chapter 6: How to Use the Contact
Directory
You can access your Contact Directory from the Contacts/Call Lists icon on the Home screen. The
Contact Directory enables you to store a large number of contacts. By default, contacts are listed
alphabetically. You can use the Contact Directory to search, dial, add, edit, and delete specific contacts
in your directory. To view the Contact directory, navigate to the Contacts/Call Lists icon on the Home
screen and select Contact Directory.
You can add contacts manually, from the missed, received, and placed call lists, or from the IM History
list. You may also add contacts from the Corporate Directory. See Searching and Saving with the
Corporate Directory.
Editing Contacts
To edit contacts in your Contact Directory, you will need to navigate to a specific contact.
To edit a contact:
1 Go to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight and select Contact Directory.
The Contact Directory list of contacts displays.
3 Highlight a specific contact and press the Edit soft key.
The following table shows you the fields you can edit for each contact in your contact directory.
Table 5: Contact Directory Fields
Field Name Description
First Name
Last Name
Contact Enter the phone number of a contact. This could be an extension number
Enter the first and last name of the contact. Each field supports a maximum of
32 characters. You can search for a contact by first or last name. Note that
although contacts are listed alphabetically, contact labels (such as a nickname)
display before and take priority over first and last name.
within your facility, or an IP address or phone number outside your facility. The
phone number must be unique, and must not already exist in the directory.
The phone will not save entries already in use. This field supports a maximum
of 128 characters.
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Field Name Description
Speed Dial Index Contacts are automatically assigned the next available Speed Dial Index
number. You may edit the Index number after the contact has been added.
When editing the Speed Dial Index number, you may assign it an unused value
between 1 and 9999. If you assign it a value that is already in use, the message
Speed dial index already exists displays. If you enter an invalid speed dial index
number (for example, 0 or 00), the message Speed dial index is invalid displays.
Label Use a label to further identify a contact. Note that although contacts are listed
alphabetically, contact labels (such as a nickname) display before and take
priority over first and last name. This field supports a maximum of 32
characters.
Ring Type Choose a ring identifier from the drop-down list to specify a unique ring tone
for this contact.
Divert Contact If you want calls from this contact to be sent to a third party, enter the number
of the third party here. Calls will be sent to this number if you enable Auto
Divert. The Divert Contact field supports a maximum of 32 characters.
Auto Reject
Auto Divert If you set the Auto Divert field to enabled, each time the contact calls, the call
IM Name Enter an Instant Messaging (IM) identifier for this contact. See the
If you enable Auto Reject, calls from this contact will not ring on your handset.
Your system administrator determines how rejected calls are handled (for
example, rejected calls may go to your voicemail system). Calls that are
rejected from a contact display in the Missed Calls list.
will be directed to a third party specified in the Divert Contact field.
Understanding IM Contact Names section for additional information about the
entry requirements for this field.
Managing Your Contacts
This section explains how to add, search, edit, and delete contacts, and how to reject and divert calls.
To add contacts manually:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Contact Directory and press OK.
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Existing contacts in the Contact Directory will display in alphabetical order. If you have created
instant messaging (IM) contacts, each contact shows a presence icon indicating their IM status.
See Chapter 7: Instant Messaging for more information about Instant Messages.
3 Press the Add soft key.
An Add to Contact Directory screen displays:
4 Add contact information about the new contact. Use the soft keys for entry assistance.
5 When finished, press the Save soft key.
6 Press the Home key to return to the Home screen.
To add a contact from the Missed, Received or Placed Call Directory:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
A list of missed, received, and placed calls displays.
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3 Highlight the contact and press OK.
The call information displays.
4 Press the Save soft key. The contact information is entered to the Contact Directory.
5 Press the Home key to return to the Home screen.
To search for a directory contact:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Contact Directory and press OK.
3 Press the Search soft key, enter the first few characters of the contact’s first or last name, and
press the Search soft key again.
To delete a directory contact:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Contact Directory and press OK.
3 Highlight the contact you wish to delete and press the Delete soft key.
To enable or disable Auto Reject:
1 Go to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight and select Contact Directory.
The Contact Directory list of contacts displays.
3 Highlight a specific contact and press the Edit soft key.
4 Highlight and enable or disable Auto Reject.
To enable Auto Divert:
1 Go to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight and select Contact Directory.
The Contact Directory list of contacts displays.
3 Highlight a specific contact and press the Edit soft key.
4 Highlight Auto Divert, press OK, and choose Enabled.
5 Highlight Divert Contact, enter the number of a third-party contact, and press OK or the Save soft
key.
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Using Call Lists
The handset captures information about calls you have missed, received, and placed. You can set your
call list to display all types of calls or one type of call. The All Calls, Missed Calls, Received Calls, and
Placed Calls lists enable you to view call details, save the contact information to the Contact Directory,
delete calls, and call an entry on the list.
To set the type of call list:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
The Call Lists screen opens.
3 Press the Type soft key, highlight the type of calls you wish to view on the call list, and press OK.
To view call details:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
The Call Lists screen opens.
3 Select the call you wish to view and press OK to view contact, time, name, and duration.
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To save contact information to the Contact Directory:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
The Call Lists screen opens.
3 Highlight the call, press OK to view the call information, and press the Save soft key.
To delete calls from the Call List:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
The Call Lists screen opens.
3 Highlight the call you want to delete, and press OK to view the call information.
o If you want to delete one call, press the Delete soft key.
The call is deleted from the Call List.
o If you want to delete the entire call list, press the Clear soft key.
All calls from the call list are deleted.
To dial an entry on the Call List:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight Call Lists and press OK.
The Call Lists screen opens.
3 Highlight the call you want to dial, and press OK to view the call information.
4 Press the Edit/Dial soft key. You can edit the contact information or dial the contact.
5 Press the Dial soft key to dial the contact.
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Searching and Saving with the Corporate Directory
Your system administrator can enable access to your organization’s Corporate Directory that resides on
the call server. You can search for contacts in the Corporate Directory, view contact information, call a
contact, and add a contact to your Contact Directory.
Searching the Corporate Directory
Your system administrator can set up a Corporate Directory that you can use to search for contacts in
your organization. You can open the Corporate Directory from the Contacts/Call Lists icon on the Home
screen.
The administrator may set up a Contact Directory list of contacts, or you can perform a quick search or
an advanced search. A quick search enables you to search contacts by last name. If you make an
advanced search, you can search the Corporate Directory using any combination of first name, last
name, phone number, address, and title. Search options will vary by facility.
To search for a contact in the Corporate Directory:
1 Navigate to the Contacts/Call Lists icon on the Home screen and press OK.
2 Highlight and select Corporate Directory and press OK.
3 Do one of the following:
o To perform a quick search, enter the first few characters of the contact’s last name, and then
press the Submit soft key. The screen displays a list of contacts, starting with any successful
matches.
o To perform an advanced search, press the AdvFind soft key. Enter your search criteria in the
Advanced Find field, and press the Submit soft key. Successful matches are displayed in a list.
4 To erase your search criteria and enter new criteria, press the Clear soft key.
Saving Corporate Directory Search Results
You can set your handset to save Corporate Directory search results and the last person you searched in
the Corporate Directory. When you open the Corporate Directory with Save Search Results enabled, the
results of your last search or the last person you selected will display. If you don’t enable your handset
to save search results, a blank search screen will display each time you access the Corporate Directory.
To enable your phone to save Corporate Directory search results:
1 Navigate to Settings > Basic Settings > Preferences > Corporate Directory > View Persistency.
2 Scroll to Enabled, and press OK. Your phone will now save corporate directory search results.
3 Press the Home key.
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Chapter 7: Instant Messaging
Your system administrator sets up Instant Messaging (IM) using Microsoft Office Communications. If IM
is available, IM status will display in the Profile soft key menu on the Home screen. You can set up your
own IM status, and enter an IM name for each of your contacts.
You can initiate IM chats from the Dialer, from the Contact Directory, or from the IM History list. Only
one IM session can be active at a time. An incoming IM message opens a pop-up window and active
chats display in the Session Manager. You may put an IM session on hold for up to five minutes after
which the session is closed.
You can view your IM History list by selecting the Messages icon on the Home screen. Highlight and
select Instant Messages to view your IM contacts. Any received or sent chats are stored under that
contact’s name in the IM History list where you can view, delete, or initiate a new chat.
Understanding IM Contact Names
The default IM contact name is actually a shortened form of the IM address that the server recognizes in
the form of
and Joe is also in your company, you can enter Joe54 in the IM name field and the rest of the address is
appended to the IM name when the chat is initiated.
When you add a contact to your IM contacts from the Corporate Directory or from the IM History list,
you will see the full IM address saved in the IM Name field. If you share the same domain name with a
contact, you do not have to enter the full domain name of that contact. If your IM contact doesn’t share
your domain name, include that contact’s domain name using this format:
sip:ImUserName@OtherDomain. (If the sip: prefix is missing, the handset will add it automatically.)
To communicate using IM, you will need to add the Last Name, Contact, and IM Name of the contact in
the Contact Directory. The easiest way to get IM names is by adding contacts from the Corporate
Directory or from the IM history list. Contacts that are added from the Corporate Directory may also
have an IM name as part of their information. The required fields are automatically populated when a
contact is saved from the IM history list, which presumes that the contact placed an IM chat with you
first and therefore already has an IM name. See Chapter 6: How to Use the Contact Directory for more
information about entering and editing data in the contact fields.
sip:ImUserName@CompanyServerDomain
The easiest way to get IM names is from the Corporate Directory. See Searching and
Saving with the Corporate Directory for more information.
. When an ImUserName is, for instance, Joe54,
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Instant Messaging conferences are not supported. If another party sends you an invitation
to an Instant Messaging Conference, the invitation will be rejected without notice to you
as the party being invited.
Understanding IM Status Icons
When a contact has an IM name, the IM icon will display to the left of the name in the Directory to
indicate availability.
Available
Busy
Away
If there is an unread IM from a contact, the unread message icon will display next to the contact name in
the history list:
DND
Offline
No info
When you are using IM, you need to set your status so that your IM contacts know your availability.
To set your IM status:
1 From the Home screen, select the Profile soft key.
2 Select My Status from the menu to display the options in the My Status screen. Choose the status
you wish to display.
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Instant Messaging
To see your list of IM contacts:
• Select the Contacts / Call Lists icon on the Home screen, and choose IM Contacts.
OR
• Select the Messages icon on the Home screen, and Instant Messages to see your IM History list.
• Press the IM Contacts soft key to view your IM contacts.
• Press the Instant Msg soft key to send an IM to a contact.
• Press the Add soft key to add a new IM contact.
• Press the Delete soft key to delete an existing contact.
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Initiating an Instant Messaging Session
This section shows you how to initiate an instant messaging session, understand the chat window,
manage instant message sessions, and read and manage stored messages.
You can initiate an instant message in several ways:
Dialer:
• Open the Dialer by pressing any number on the keypad. As you enter numbers or letters, a list of
matches displays the contact’s number and name. If a contact has an IM name, the IM name will
also display. Select the IM cell and press Start to open a chat window.
• Open the Dialer by pressing any number on the keypad. Press the Dial Mode soft key, select the
IM option, and enter the IM name. The Dialer displays a list of contacts that have IM names.
Select a contact from this list to open a chat window.
• To start an IM chat with a name that is not in any of the lists, open the Dialer. Press the Dial Mode
soft key, select the IM Name mode and enter the IM name (username, or username@domain, or
sip:username@domain) into the Dialer. Press Start to open the chat window.
Message Center:
• Select the Messages icon on the Home screen, and choose Instant Messages to open a list of your
recent chat contacts. Select the contact you wish to open a chat with and press OK or Start to
open a chat window for that contact.
An incoming IM call:
• Accept the call by pressing OK or Start.
Contact Directory:
1 Open the Contact Directory by selecting the Contacts/Call Lists icon on the Home screen, and
choosing Corporate Directory.
2 Press the Instant Msg soft key to open a new chat window.
IM Contact List
• Open the IM Contacts list by selecting the Contacts/Call Lists icon on the Home screen, and
choosing IM Contacts.
• Select a contact and press the Instant Message soft key to open a new chat window.
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Understanding the Chat Window
The IM chat window is divided into two sections. The top section contains the history of chats with the
contact and the bottom section is the text entry field for your new message. Navigate within the history
field by pressing the ▲ and ▼ keys. Navigate within the text entry field by pressing the ◄ and ► keys.
Press the << soft key to backspace delete text you have entered.
When a new IM chat window opens, you can type a new message. The default entry mode is alphabetic.
Use the Encoding soft key for entering numbers and other characters. Use the Quick Notes soft key to
enter preprogrammed messages. A message can be up to 128 characters in length. Once you have
finished typing your message, press OK to send.
Managing Instant Message Sessions
There are several ways to manage IM sessions.
When you receive an incoming IM chat, an IM pop-up window displays, shown next.
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To ignore an IM call:
• Press the Ignore soft key to close the IM pop-up. The IM session is added to the session list and to
the IM History list as an unread entry.
To end an IM call without responding:
• Press the End key to close the IM pop-up and add the IM session to the IM history list as an
unread entry. The IM session is not placed on hold and will not display in the Session Manager.
To allow an IM pop-up to expire:
• If you take no action during an IM pop-up annunciation, the pop-up annunciation will terminate
after 20 seconds and the alerting IM session will display in the Session Manager as a held session.
To end an IM session:
• Press the End key.
o When you end an IM chat while the IM chat window is active, the IM chat window closes,
and the session is stored in the IM history List.
o When you end an IM chat while the IM chat cell is highlighted and on hold or alerting, the
cell is closed and the chat is stored in the IM history List.
To exit an IM session without ending it:
Do one of the following:
• Press the Home key to place the chat on hold and display the Home screen.
• Press the Back key to place the chat on hold and display the Session Manager. If you entered the
IM chat from the IM history list, the IM history list will display, not the Session Manager.
• Press the Start key to place the chat on hold in the Session Manager and display the Dialer.
To open an IM chat window during an existing non-IM call:
• Open the Dialer to locate the IM contact. Press the OK key to put any existing non-IM call on hold
and open an IM Chat window.
Only one IM Chat can be active at any given time. If you have a chat on hold in the Session
Manager and use the Dialer to start a new IM chat session, the old session will be
terminated. Any unfinished IM message will be discarded and the session will be
appended to the IM History. A new chat window will open for the new chat.
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Instant Messaging
An incoming IM message that arrives while another chat is active is announced by a tone.
It will be appended to the IM History List as an unread message and the unread count
status icon is incremented.
Reading and Managing Stored Messages
IM history is stored under Messages > Instant Messages by contact. The History list displays a list of
contacts you have had IM sessions with since the last time the handset was turned on, starting with the
most recent.
When you turn your handset off, the IM history list is cleared. Only IM chats that you have
made during the current handset power cycle are displayed in the IM history list.
To view your IM chat history:
1 Select the Messages icon on the Home screen, and choose Instant Messages.
2 Highlight the cell of a contact you wish to view and press OK.
An IM chat window opens with the top window displaying all chats with that contact since the
handset was turned on.
To resume an IM session:
• Highlight the cell of the contact you wish to chat with and press OK.
An IM chat window opens.
To delete IM contact history:
• To delete an IM contact history from the IM history list, highlight the contact’s cell and press the
Delete soft key.
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You may receive IM chats from people who are not in your Contact Directory. You can add these people
to the Contact Directory from the IM history list.
To add an IM contact to the Contact Directory:
1 Highlight the contact and press the Add Contact soft key to open the Contact Directory entry
screen. Certain fields are populated.
2 Enter additional contact information in the blank fields. See Chapter 6: How to Use the Contact
Directory.
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Chapter 8: Using the Calendar
The Calendar is an optional feature set up by the system administrator as part of an implementation of
the Exchange Server Integration (ESI). If administrators have not implemented the Exchange server in
your facility, the Calendar will not function. If your administrator has implemented the Exchange server,
select the Applications icon on the Home screen and select Calendar from the menu.
The Calendar displays the Month view by default. The Month view identifies days that you have set up
meetings with a yellow dot. When you select a day, the Day view opens and displays meetings that you
have scheduled for that day. In the Day view, select a meeting to view the meeting details.
The clock time and date are configurable in the Settings menu.
The Exchange Server Integration requires login credentials in order to use the Calendar
application. See Login Requirements for more information.
Month View
• To open the Calendar, select the Applications icon on the Home screen and select Calendar. The
Month view, shown next, opens with the current date highlighted.
• Yellow dots indicate one or more meetings on that day.
• Use the navigation keys to scroll to a day and press OK to select the Day view for that day.
• Press the Previous and Next soft keys to scroll to other months. Press the Exit soft key to return to
the Home screen.
• Press the Logout soft key to log out of the Exchange Server Integration.
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Day View
The Day view opens when you select a day in the Month view.
• To view the details of a meeting, highlight it and press OK to open the Details view.
• Use the navigation keys to scroll to meetings that are not visible on the screen.
• Press the Previous and Next soft keys to scroll to other days. Press the Month soft key to display
the Month view.
Details View
When you are in the Day view, highlight and select a meeting to view the details.
The Details View lists the following meeting information:
• Meeting name/Subject
• Meeting Date
• Meeting Start Time
• Meeting End Time
• Meeting Location
• Meeting Organizer Name
• Required Attendees
• Meeting Description
A blue scroll bar on the right side of the screen indicates further meeting information. Use the
navigation keys to scroll to meeting information that is not visible on the screen.
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• Press the Day soft key to return to the Day view.
Notification Pop-up
You can enable notifications and reminders.
Using The Calendar
When a Reminder displays, you can press one of the following soft keys:
• Detail Open the meeting details
• Snooze Remind you in a few minutes
• Dismiss Cancel the reminder
If meeting notification options are enabled, a Reminder will display 5 minutes before the
scheduled meeting start time.
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Chapter 9: Using the Barcode Reader
(8450 only)
The SpectraLink 8450 Wireless Handset is equipped with a barcode reader located at the top rear of the
handset. The barcode reader can read many different barcode symbologies including RSS, Stacked RSS,
RSS-14, GS1-DataBar, Code 39, Code 93, Code 128, and UPC.
You can use the barcode reader to input data in the following ways:
• Input scanned data into a Web application running on the handset, such as an application input
field.
• Input scanned data into an application running on a PC using the Polycom® Quick Barcode
Connector (QBC) program.
General Operating Instructions
The barcode reader, shown next, is located at the top rear of the handset. Scanning range is between 4
and 12 inches.
Scanning with the barcode reader:
1 Hold the handset so that the barcode reader is pointing to the item you want to scan.
2 Press the scan button.
The red light comes on. Orient the red light so that it shines across the entire barcode symbol. The
red light stays on for as long as you press the button.
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3 When a beep sounds to indicate a successful scan and the red light turns off, release the scan
button. If you wish, you can change the barcode reader sound. See Appendix B: User Settings
Menu for help in navigating to sound settings for this option.
Handset Barcode Applications
You can use the barcode reader with two types of software applications that you can install on your
handset. You can open a browser application and enter information with the barcode reader to an input
field in the browser. You may also have installed on the handset a custom application that accepts
scanned data but does not use input fields. Your administrator will let you know if you have either of
these types of applications configured on your phone.
Scanning to an Input Field
You can use the barcode reader to enter information into a Web-based application that you open from
the Applications icon on the Home screen.
To enter barcode data into a browser input field:
1 Navigate to the Applications icon on the Home screen and press OK.
2 Highlight and scroll to the application.
3 On the computer, position the cursor at the input field.
4 On the phone, press the scan button to enter input data.
5 Complete any further instructions required by the specific application.
Scanning to an Application Prompt
Some applications accept scanned barcode data without requiring the user to position the cursor. In this
type of application, the entry field may not be shown on the handset screen. In this case, the application
will prompt you with specific instructions.
To scan a barcode in response to an Application Prompt:
1 Navigate to the Applications icon on the Home screen and press OK.
2 Point to the barcode you want to scan and press the scan button.
3 Complete any further instructions required by the specific application.
Sending Barcode Data to PC Applications using QBC
The Polycom Quick Barcode Connector (QBC) enables you to capture barcode patterns and transfer the
data to an application running on one or more host computers. You can think of the system as a wireless
barcode scanner connected to one or more host computers.
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Your system administrator will install QBC on one or more computers. Depending on how your
administrator sets up the environment, the handsets can transfer data to one computer only (one-toone mode), or to any computer in a group of computers (many-to-many mode).
In one-to-one mode, the Polycom QBC application is installed on one computer. When a handset
captures barcode data, the data automatically transfers to the application on that computer.
In many-to-many mode, the Polycom QBC application is installed on a group of computers so that a
handset can transfer barcode data to any computer in that group. Although you can connect a handset
to any computer in the group, you can connect a handset to only one computer at a time and you can
connect only one handset to a computer at a time.
Check with your system administrator to find out which QBC modes are used in your facility.
The QBC application icon in the computer’s system tray indicates the connection status. If your handset
is not connected to the Polycom QBC application, the application icon displays a red arrow. If the
handset is connected, the icon displays a green arrow, as shown next.
Barcode Scanning in One-to-One Mode
If you are scanning to a PC application in one-to-one mode, your handset will automatically connect to
your computer.
To scan a barcode in one-to-one mode:
1 Open the application on the PC.
2 Ensure that your cursor is in the correct position in the application you’re using to enter incoming
data.
3 Scan the barcode(s) you want to enter into the PC application.
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Using the Barcode Reader
Barcode Scanning in Many-to-Many Mode
To enter barcode data in many-to-many mode, you must first connect your handset to the computer.
While your SpectraLink 8450 handset is set to many-to-many mode and connected to a
computer, the following status icon is displayed:
To enter barcode data in many-to-many mode:
1 If you haven’t already done so, launch Polycom QBC by choosing Start > Programs > Polycom >
Quick Barcode Connector > Start Quick Barcode Connector.
The application launches quietly and runs in the background. You can confirm that the Polycom
QBC is running by checking for the icon in the status area.
2 Move the cursor on the host computer to one of the barcode hotspots.
The application barcode will display temporarily.
If other applications running on the host computer conflict with the barcode display, rightclick the Polycom QBC icon in the system tray and choose Show Barcode from the pop-up
menu. While you have Show Barcode selected, Polycom QBC will persistently display the
barcode pattern identifying the host computer until you select Hide Barcode from the
pop-up menu.
3 Scan the barcode on the computer monitor.
When your handset has scanned and decoded the barcode pattern and connected to the Polycom
QBC application running on the computer, the following will happen:
• The handset will emit a confirmation tone to notify you that it is connected.
• The Polycom QBC status icon on the handset will appear on the right side of the status icon
row.
• The Polycom QBC status icon on the computer will display in the system tray.
• The computer will display a ‘Connected’ balloon and a notification sound (if enabled).
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The barcode pattern displays the message Connection when you move the pointer to the hotspot, as
shown next. (If there is no connection between the handset and the host computer, the message No
Connection displays on the barcode.)
Once you are connected, you are ready to scan data into the computer application.
4 Ensure that your cursor is in the correct position in the application you’re using to capture the
incoming data.
5 Scan the barcode(s) you want to enter into the target computer application.
After scanning your barcode(s), the handset will automatically disconnect from the computer when the
handset has reached its maximum idle timeout. The idle timeout is the time between barcode scans.
The idle timeout counter resets after each successful barcode scan.
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Using the Barcode Reader
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Chapter 10: Applications
The Applications icon on the Home screen may be populated with Web applications or custom
applications for your facility. If your facility uses custom applications, see your system administrator to
find out what they are and how to use them. See you administrator if you see the message No
configured applications please see your system administrator.
Using the Handset While in a Web Application
Certain applications enable you to access and navigate the Web, and to enter information into fields
using the keypad. If installed, Web applications will be available through the Applications icon on the
Home screen. Use the information below to navigate in a Web application. See your system
administrator if you have any questions.
Navigating the Web
Use the ▲and ▼navigation keys to scroll up and down.
Use the ◄ and ► navigation keys to tab through navigable fields.
Entering Text
Use the ◄ and ► navigation keys to tab in and out of a text box. Once you start entering text, the ◄
and ► keys navigate within the text you are entering.
Press the Edit/Cancel soft key to return to the tab functions.
Press the OK key to confirm the text you have entered.
Custom Applications
If programmed, certain custom applications use Open Application Interface (OAI) navigation icons.
A custom application call is identified in the display title with a row of icons just below.
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OAI arrows ‘on’
OAI arrows ‘off’
OAI line numbers ‘on’
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OAI line numbers ‘off’
OAI Message Waiting ‘on’ and ‘off’
The Open Application Interface
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Chapter 11: Customizing your Handset
Notification Profiles are the various types of phone alerts and settings associated with those alerts.
There are four types of Notification Profiles: Normal, Silent, Meeting, and Custom1. Notification Profiles
have default settings that you can customize. You may also edit the Profile labels.
To set the current profile:
• Press the Profile soft key from the Home screen and select a Profile.
To open Notification Profile settings:
• Select the Settings icon on the Home screen and navigate to Basic Settings > Notification Profiles.
OR
• From the Home screen, press the Profiles soft key and choose Edit.
You can see the four types of Notification Profiles.
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Customizing a Profile
Once you open the Notification Profiles settings menu, you customize a Notification Profile. For a
complete list of Profile settings, see Appendix B: User Settings Menu.
To change the ring pattern and vibration mode of telephone calls:
1 Go to Settings > Basic Settings > Notification Profiles, and press OK.
2 Select the type of profile you wish to edit and select Ringing. The Ringing option sets the ring
pattern and vibrate mode, not the volume. If you want to set the volume, select Tone Volume.
3 Select Calls, and choose Ring Pattern or Vibration.
4 Change the ring pattern or the vibration mode. Experiment with the options until you find a
combination that suits you.
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Customizing your Handset
Setting Unique Ring Tones for Contacts
When setting up or editing contacts in the Contact Directory, you can specify a ring pattern for each
contact. See Editing Contacts and Appendix B: User Settings Menu.
Change the Alerting Characteristics
You can change the alerting characteristic of each alert type.
To customize alert types:
1 Navigate to Settings > Basic Settings > Notification Profiles > Normal > Alerts.
A list of alert types displays.
2 Scroll to an alert type and press OK.
3 Select Alert Tone to view and choose from a list of alert tones or select Vibration to enable or
disable the vibrate option. See Appendix B: User Settings Menu for a complete list of alerts that
you can customize.
Changing the Ring Settings for OAI Applications
You can change the message alerts for non-telephony applications.
To change ring for OAI applications:
1 Navigate to Settings > Basic Settings > Notification Profiles > Normal > Ringing.
2 On the Ringing screen, select OAI (Open Application Interface).
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3 Select Ring Pattern to view and choose from a list of ring patterns or select Vibration to view and
choose from a list of vibrate options.
Customizing the Handset Display and Other Preferences
You can adjust the text that displays on the screen in the Preferences menu. Each of the options listed
next are available in the Preferences menu.
To open the Preferences menu:
• From the Home screen, navigate to Settings > User Settings > Preferences. Scroll to view all the
options.
Language
The Language option allows you to change the language of menu options and other text that displays on
the handset.
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