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Polycom SpectraLink 8400 Series Wireless Handset User Guide

April, 2011 | 1725-36720-001_RevB

Features of Your Handset

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

Summary of Contents for SpectraLink 8440

Page 1: ...Beta Draft Confidential Polycom SpectraLink 8400 Series Wireless Handset User Guide UC Software 4 0 0 March 2011 1725 36720 001 RevB...

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Page 3: ...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...

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Page 5: ...ew 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 Phone 7 Using the Headset...

Page 6: ...23 How to Make Calls 23 Making an Emergency Call 23 Multiple Call Methods 23 How to Use the Dialer 24 Opening the Dialer from the Home Screen 25 Opening the Dialer from the Session Screen 26 How to An...

Page 7: ...hing and Saving with the Corporate Directory 58 Searching the Corporate Directory 58 Saving Corporate Directory Search Results 58 Chapter 7 Instant Messaging 60 Understanding IM Contact Names 60 Under...

Page 8: ...77 Changing the Alerting Characteristics for PTT 78 Customizing the Handset Display and Other Preferences 78 Adjusting the Backlight 80 Chapter 12 Charging Your Handset 81 Charging the Battery Pack 8...

Page 9: ...5 36720 001_RevB 5 Use While Driving 100 FCC Statement 101 Specific Absorption Rate SAR Information for SpectraLink 8400 Series Wireless Telephones 101 Appendix F End User License Agreement for Polyco...

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Page 11: ...ur call types voice telephone calls including pages Push to Talk calls custom application notifications and instant messaging chats Your system administrator will customize these options for your faci...

Page 12: ...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...

Page 13: ...cation 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 and highlight the other cells Whenever you are...

Page 14: ...Handset User Guide 4 April 2011 1725 36720 001_RevB Features of Your Handset The front back and side views of your handset will orient you to the location of the keys buttons and other physical featu...

Page 15: ...April 2011 1725 36720 001_RevB 5 Back View Left Side View...

Page 16: ...t Side View LED Indicator The LED indicator located at the top right of the handset indicates the following conditions Steady even blink Indicates incoming telephony call to your handset Slow uneven b...

Page 17: ...Powering Down Your Phone Once the Battery Pack is fully charged you use the red End key to power up and power down the phone Press and hold the End key for about two seconds to turn on and turn off t...

Page 18: ...eadset Bluetooth devices vary The following instructions are intended as a guide and may not apply to your Bluetooth device To pair your Bluetooth headset with your handset 1 Turn on the handset Navig...

Page 19: ...White icon with a headset Indicates that the headset is paired and connected 5 Press the Add Device soft key to begin the acquire procedure Give this list at least ten seconds to populate to allow the...

Page 20: ...tons on the headset to increase or decrease call volume Hearing Aid Compatibility Radio frequency can interfere with some hearing aids Your handset has a hearing aid compatibility mode that adjusts th...

Page 21: ...several attempts Login Requirements Two types of system environments are possible assigned and shared and which one your facility uses determines how you log into the wireless telephone system Contact...

Page 22: ...ials as provided by your system administrator When entering credentials through the Settings menu a domain name is required as the first entry Use the Encoding soft key to set the text entry mode Abc...

Page 23: ...ntation of the status of the handset The status icon list is below The date and time display is below the status icons and the handset s extension is centered on the next row The current profile is pr...

Page 24: ...Lists icon is the default icon for the Home screen It opens the Contacts Directory and Call Lists See Chapter 6 How to Use the Contact Directory and Using Call Lists for more information Messages Whe...

Page 25: ...ndix C User Settings Menu for a list of available options Applications Some facilities use custom applications for specialized functions such as barcode reader applications or nurse call systems For h...

Page 26: ...rtcut menu Use the and navigation keys to highlight an option and choose the option by pressing OK Alternatively you can press the number of the option on the keypad to instantly activate it Grayed op...

Page 27: ...cked from producing outgoing audio 4 The Messages icon is displayed if either a voice or text message is waiting The Missed Calls icon displays when you have missed calls but no voicemail has been lef...

Page 28: ...urn to the Home screen End Key While navigating press the End key to return to the Home screen To return to the Session Manager If you leave the Session Manager when session cells are present a banner...

Page 29: ...ference call Turns off the handset when held down for 2 seconds How to Enter Text Numbers and Special Characters When dialing calls or entering contact information you will need to enter characters ot...

Page 30: ...on the key For example if you re in ABC mode o To enter A press 2 o To enter B press 22 o To enter C press 222 o To enter 2 press 2222 For example if you re in 123 mode To enter 2 press 2 To enter sp...

Page 31: ...w 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 s...

Page 32: ...36720 001_RevB 2 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 cal...

Page 33: ...ke 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 handse...

Page 34: ...enable or disable DND for all lines How to Use Speed Dial Lists 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...

Page 35: ...all 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 lan...

Page 36: ...isplay the number in the dial cell This is predialing Continue to enter the number manually or select a cell from the Autocomplete list Press the Start Key Press Start to open the Dialer and get a dia...

Page 37: ...he Settings menu See the Settings table in Appendix C User Settings Menu or see Multi Key Answer for help navigating to this feature Incoming Call Management When you are alerted to an incoming call t...

Page 38: ...plete information Ending calls After you have finished your conversation press End to end or hang up an active call To abort an outgoing call while it is ringing press the End key Handling Active Call...

Page 39: ...e leg PTT Page receive PTT Page transmit PTT Page idle PTT Page hold IM Presence indicator Holding and resuming calls During an active call the active call icon and the Hold soft key display Press the...

Page 40: ...u exit the conversation leaving the two other parties connected Your handset can perform three types of transfers Blind A blind transfer exits the call before the two other parties are connected while...

Page 41: ...a transfer 1 While in an active call or with the call on hold and highlighted press the Features soft key and select Transfer 2 Place a call to the target party See How to Use the Dialer 3 When the t...

Page 42: ...r of participants Contact your system administrator for more information about the maximum number of participants you can connect by conference in your facility Setting up a conference call 1 While in...

Page 43: ...when the party answers Muting holding and resuming conference calls Highlight the Conference cell before pressing any soft key The Mute Hold and Resume soft keys operate in conference calls as they do...

Page 44: ...the conference cell and press End The other parties remain connected as in an attended transfer Splitting conference calls into two calls on hold During a conference call highlight the conference cal...

Page 45: ...epending on the PBX at your site the caller might hear unending ringback tones or a recorded message such as The party you have called is not available Forwarding calls while they are ringing You can...

Page 46: ...arding set up for multiple lines go to step 2 2 If you have multiple lines select Line The Line Select screen displays 3 Highlight the line you wish to set up with call forwarding and press OK If you...

Page 47: ...If you have call forwarding set up for multiple lines go to step 2 2 If you have multiple lines select Line The Line Select screen displays 3 Highlight the line you wish to set up with call forwarding...

Page 48: ...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 singl...

Page 49: ...can be seen in two different views The Favorites soft key displays the lowest index numbers only The Speed Dial option on the Features soft key displays the entire list Display the entire speed dial l...

Page 50: ...and press the 3 key Assigning Speed Dial Index Numbers A new entry to the Contact Directory is automatically assigned to the next speed dial index number Adding Speed Dial Entries Each time you add a...

Page 51: ...essages 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 Press Home to return...

Page 52: ...PTT broadcasts In PTT mode the handsets behave like walkie talkies a single handset can transmit to multiple listeners If the system administrator has disabled PTT the PTT options will not display in...

Page 53: ...our mouth and speak A Call cell opens in the Session Manager with a blue call icon When you release the button the handset enters a ten second wait period during which the channel is open to receive o...

Page 54: ...ferent channel To hear a PTT broadcast while on a telephone call If Accept While Busy is disabled see Accept While Busy you will not be able to hear a PTT broadcast while you are in an active call Pre...

Page 55: ...nabled Accept While Busy The Accept While Busy option allows PTT calls to come in as active cells if enabled or as cells on hold if disabled If enabled a PTT broadcast will interrupt telephone calls a...

Page 56: ...led by the system administrator and displays on your list of channels To subscribe to additional PTT channels 1 Navigate to Settings User Settings Preferences Paging PTT Configuration 2 Select Subscri...

Page 57: ...list of options To enable vibration To enhance the alerting of a PTT broadcast you may enable PTT vibrate When you enable PTT vibrate the handset will vibrate three times whenever a PTT broadcast is r...

Page 58: ...for groups 1 to 23 The label identifies the type and can comprise up to 15 characters The label for Group 1 ALL is defined by default Note that groups 24 and 25 are reserved for Priority and Emergenc...

Page 59: ...a page by pressing the Speaker soft key and selecting a different option Ending a page Press the End key If you are the sender this ends the page for everyone If you are the recipient pressing the En...

Page 60: ...your phone to receive pages while in an active call the page will display in a second call displayance as an active page You will hear both the original call and the page through the selected speaker...

Page 61: ...ss the Back key and confirm the changes Allow disallow pages to play during active calls By default if you are in active call when a page is received the page will be held until you end the active cal...

Page 62: ...ril 2011 1725 36720 001_RevB Change Where Pages are Played An incoming page is always played on the handset s speakerphone unless you are in an active call or wearing a headset in which case the page...

Page 63: ...irst name and can be searched for by either first or last name They display in the contact list by label first name last name Each field supports a maximum of 32 characters Contact Enter the phone num...

Page 64: ...alls that are rejected from a contact display in the Missed Calls list If you set the Auto Divert field to enabled each time the contact calls the call will be directed to a third party specified in t...

Page 65: ...the Home screen To add a contact from the Missed Received or Placed Call Directory 1 Navigate to the Contacts Call Lists Call Lists and press OK See Using Call Lists for more information 2 Highlight t...

Page 66: ...ct 1 Open the Contact Directory as above and search for the entry you wish to edit 2 Highlight the name you wish to delete and press the Delete soft key To reject calls from a contact Follow the direc...

Page 67: ...h to view and press the Info soft key to view contact time name and duration To save contact information to the Contact Directory Select the call press the Info soft key and proceed as you would for e...

Page 68: ...e or first name if the directory is alphabetized by first name An advanced search will search using any combination of the contact s first and last name phone number address and title 1 Navigate to th...

Page 69: ...2011 1725 36720 001_RevB 59 To enable your phone to save Corporate Directory search results 1 Navigate to Settings User Settings Preferences Corporate Directory View Persistency 2 Scroll to Enabled a...

Page 70: ...can enter Joe54 in the IM name field and the rest of the information is appended to the IM name when the chat is initiated When a contact is added from the Corporate Directory or from the IM history l...

Page 71: ...a contact has an IM name the IM icon will display to the left of the name in the Directory to indicate availability Available DND Busy Offline Away No info Unread IM icon If there is an unread IM fro...

Page 72: ...chat window Press the Dial Mode soft key select the IM option and start entering the IM name The Dialer filters contacts with IM names Select the contact from this list to open a chat window To start...

Page 73: ...d by pressing the and keys Press the soft key to erase backwards when you want to edit text you have entered When a new IM chat window opens the cursor is in the text entry field ready for your new me...

Page 74: ...IM history List When you terminate the IM chat by pressing the End key 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...

Page 75: ...chat history Highlight the cell of the 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 resum...

Page 76: ...ity in which case the Calendar will not be listed under the Applications icon The Calendar implementation displays the day view by default The month view identifies days with appointments by a yellow...

Page 77: ...nd Next soft keys to scroll to other months Use the Exit soft key to return to the Home screen Details View When you are in the Day view you can open a Details view for each appointment displayed The...

Page 78: ...ference bridge and join or begin the conference Meeting Attendees When you join a meeting attendees display in a meeting window The Back soft key will return you to the meeting details screen The Day...

Page 79: ...phone number or HTTP URL Details Open the event detail Snooze Remind the user later Dismiss Cancel the reminder Session Sensitive Calendar The calendar application is session sensitive If you have a...

Page 80: ...tivate the barcode scanner by pressing the scanner button on the right side of the handset The phone supports two types of applications one to one and many to many General Operating Instructions The b...

Page 81: ...how the application works To associate the handset with the computer This step does not apply to applications that reside on the handset If you are using an application that resides on the handset pr...

Page 82: ...out how to move the cursor to the next field if this is not immediately obvious Using the Many to Many Application The many to many application enables you to use any handset in a group to enter infor...

Page 83: ...ications 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 sc...

Page 84: ...Polycom SpectraLink 8400 Series Wireless Handset 74 April 2011 1725 36720 001_RevB OAI line numbers on OAI line numbers off OAI Message Waiting on and off Example screen...

Page 85: ...are labeled Normal Silent Meeting and Custom Profiles have default settings that you can customize You may also edit Profile labels To set the current profile Press the Profile soft key from the Home...

Page 86: ...that the Tone Volume setting is on the same menu as the Ringing option The Ringing option sets the ring and vibrate patterns not the volume Set the volume by selecting the Tone Volume option You may a...

Page 87: ...ge the Alerting Characteristics Use the Alerting option to customize the alerting characteristics for each type of alert Volume tone pattern and vibration options are available See Appendix C User Set...

Page 88: ...e Change the Alerting Characteristics and Appendix C User Settings Menu Customizing the Handset Display and Other Preferences You can adjust the text that displays on the screen through the Preference...

Page 89: ...entries in the corporate directory chronologically instead of alphabetically See Searching and Saving with the Corporate Directory Background The Background option enables you to change the backgroun...

Page 90: ...ither 5 10 15 or 30 seconds of inactivity You can also disable the backlight completely with this option To change the backlight timeout From Settings User Settings select Backlight Timeout to change...

Page 91: ...SpectraLink 8400 Wireless Telephones Check the label on the Battery Pack and ensure the model number is RS657 for the Standard Capacity Battery Pack or RS658 for the Extended Capacity Battery Pack Ris...

Page 92: ...arge four Battery Packs simultaneously You can mount it on a horizontal or vertical surface The Battery Pack snaps into the charging slot The LED on the occupied bay indicates the charging status of t...

Page 93: ...e an additional Battery Pack in the rear charging bay The handset has charging priority when both slots are occupied The handset s charging status is indicated by the battery status icon When the hand...

Page 94: ...or handset storage when you are trying to charge a Battery Pack in the rear slot as it will interrupt the charging cycle and take longer for the Battery Pack to charge About Battery Packs Two Battery...

Page 95: ...ry Low message when there are fewer than two minutes of talk time remaining When the handset is in Standby mode the message Battery Low and a series of chirps indicate a critically low Battery Pack ch...

Page 96: ...cture Ensure that you fully charge the Battery Pack the first few times as the Battery Pack becomes most efficient after the first few charge cycles If multiple Battery Packs are supplied with your ha...

Page 97: ...ed the backlight comes on briefly and the handset beeps to indicate that charging has begun Any battery that exhibits swelling cracking or other abnormality should be disposed of promptly and properly...

Page 98: ...April 2011 1725 36720 001_RevB 88 Appendix A Troubleshooting Information for this Appendix is to be determined...

Page 99: ...ssure on charger electrical contacts while wiping Polycom recommends the use of a silicone cover to prolong the life of your handset especially when it is dropped regularly or cleaned frequently with...

Page 100: ...lp protect the surfaces and help prevent liquids rain etc from entering into the interior of the handset This product is not waterproof and exposing the unit to liquids may result in permanent damage...

Page 101: ...ttings Menu The User Settings menu contains all the options you need to customize your handset settings for optimum use Navigate to this menu from the Home screen Settings icon Use the tables shown ne...

Page 102: ...Polycom SpectraLink 8400 Series Wireless Handset 92 April 2011 1725 36720 001_RevB...

Page 103: ...Using Settings Menu April 2011 1725 36720 001_RevB 93...

Page 104: ...Polycom SpectraLink 8400 Series Wireless Handset 94 April 2011 1725 36720 001_RevB...

Page 105: ...Using Settings Menu April 2011 1725 36720 001_RevB 95...

Page 106: ...April 2011 1725 36720 001_RevB 96 Appendix D Icon Table A table of icons and their associated meaning is under development...

Page 107: ...as identified by the model number located on the label of the product SpectraLink 8020 Wireless Telephone 802X SpectraLink 8030 Wireless Telephone 803X Desktop Charger PCS1850 Dual Charger PCD1850 Qua...

Page 108: ...ice representative for assistance if you have a faulty Battery Pack or a problem with your charger Any battery that exhibits swelling cracking or other abnormality should be disposed of promptly and p...

Page 109: ...fer servicing to qualified service personnel Polycom recommends that standard acceptance procedures be followed prior to operating this equipment in proximity of life support systems Operational Warni...

Page 110: ...t that is sensitive to external radio frequency RF energy Pacemakers The Health Industry Manufacturers Association recommends that you maintain a minimum separation of 6 inches 15 cm between a handhel...

Page 111: ...Wireless Telephones Your wireless telephone is a low power radio transmitter and receiver When it is on it receives and sends out radio frequency RF signals In August 1996 the Federal Communications...

Page 112: ...he limit established by the government adopted requirement for safe exposure The tests are performed in positions and locations at the ear and worn on the body as required by the FCC for each model Wh...

Page 113: ...his limitation The Software Product is licensed as a single product Its component parts may not be separated for use on more than one Product 2 2 Backup Except as expressly provided for under this Agr...

Page 114: ...t the Software Product may be used and transferred only as part of that single Software Product package and may not be separated for use on more than one Product 6 WARRANTY AND WARRANTY EXCLUSIONS 6 1...

Page 115: ...SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT 8 DISCLAIMER Some countries states or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental...

Page 116: ...as such terms are used in 48 C F R 12 212 or 48 C F R 227 7202 as applicable Consistent with 48 C F R 12 212 or 48 C F R 227 7202 1 through 227 7202 4 as applicable the Commercial Computer Software a...

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