SpectraLink 8400 Series User manual

Spectralink®8400 Series
Quick Start Guide

Additional Resources
Product Compatibility
Use only 8400 Series products with other 8400 Series products as
identi ed by the model number located on the label of the product.
If you have any questions about product compatibility, contact your
system administrator.
Online Reference
The Spectralink 8400 Series Wireless Handset User Guide is your
complete reference for utilizing all of the features of this handset.
Spectralink Wireless Telephones
Safety Information
Spectralink 8400 Series
Regulatory Information
All support documents may be downloaded from
http://support.spectralink.com.
Select product type and product name from the dropdown list
in order to access the product support page.
Battery Pack Initial Set Up
You must fully charge your handset’s Battery Pack before you use
it for the  rst time. See page 29 for complete information.
Warning
This equipment will not operate when mains power fails.
Caution
The operation of the personal alarm features (i.e. man down
and panic button) on your Spectralink 8441 and 8453 handset
is dependent on the functionality of infrastructure and systems
that are neither provided by nor managed by Spectralink (e.g. LAN,
wireless LAN, call server, central provisioning server, server hosting
services, and central security system and its servers), correct
handset con guration, and a properly trained operator. Spectralink
assumes no responsibility and shall not be liable for any of the
above dependency factors. In addition, please be aware that the
personal alarm features should not be your sole solution to any
of your safety concerns and are not a substitute for safe practices
and procedures.

3
Side / Rear View......................................4
Front View ...............................................5
Logging In and Signing In........................6
Sharing Handsets ..............................6
Signing in to Microsoft®Lync®............6
The Home Screen ...................................7
Home Icons........................................7
Shortcut Menus..................................8
The Session Manager .............................9
Status and Call Icons.............................10
Basic Handset Features ........................11
Placing a Call...................................11
Answering a Call..............................12
Making an Emergency Call..............12
Incoming Call Management .............12
Microphone Mute .............................13
Call Hold and Resume.....................13
Keypad Lock ....................................13
Volume Adjustment ..........................13
Hands-free Options..........................13
Transfer and Conference Calls ........14
Do Not Disturb (DND) ......................15
Forwarding an Incoming Call ...........15
Forward All Calls..............................15
Voicemail..........................................15
Call Lists ..........................................15
Contact Directory .............................16
Set Prole ........................................17
Table of Contents
Using Microsoft®Lync®..........................18
Viewing Your Lync Contacts.............18
Sending and Receiving
Instant Messages........................19
Updating Your Lync Presence..........20
Signing out of Lync ..........................20
Signing Back Into Lync ....................20
Push-to-Talk...........................................21
Advanced Features ...............................22
Basic Settings ..................................22
Preferences......................................22
Using the Barcode Reader ....................23
Chargers................................................24
Charging Icon...................................24
Dual Charger....................................24
USB Charger....................................26
Quad Charger ..................................26
12-Bay Charger................................27
Speakerphone Dock..............................28
Battery Packs ........................................29
Battery Pack Removal
and Replacement........................29
Notice for Spectralink 8400 Series
Wireless Telephone Users.....................31
Contact Information ...............................32

4
6
Battery Pack
Battery Pack
removal latch
Speakerphone
Noise-cancelling
Microphone
Barcode reader
(8450/8452 only)
Status bar
Date and time
Extension
Current profile
Home icons:
Messages
Settings
Contacts/Call Lists
Applications
(not shown)
Soft key labels
Rear View
The Home Screen
The Home screen provides you with information about the status
of the handset and the Home icons.
5
Volume up
Volume down
USB interface
(Lift the cover for
access)
Headset jack
(Lift the cover for
access)
Talk button
(PTT)
Barcode reader
Volume up
Volume down
Talk button
(PTT)
Barcode reader
scan button
Headset jack
(Lift the cover for
access)
USB interface
(Lift the cover for
access)
Side View – 8450/8452
Side View – 8440
Side View
Rear View
(if available)
(if available)
Push-to-talk button or
Emergency Dial button
(if con gured)
(if available)

5
4
LED indicator
Start key
• Opens the
Dialer from the
Home screen
• Initiates a call
from the Dialer
• Answers an
incoming call
Keypad
While in Multi Key Answer
Mode you can use any of these
keys to answer an incoming
call instead of pressing the
Start key or Answer soft key
Home key
Returns you to
the Home
screen
Back key
Returns to the
previous menu
level or to the
Home screen
End key
• Ends the call or
returns to the
Home screen
• Rejects an
incoming call
• Terminates a
conference call
• Powers the
handset on or
off when held
down for about
two seconds
Navigation keys
 and 
Scroll through
menus and fields
◄ and ►
Move cursor
OK key
• Selects menu
items
• Enables or
disables menu
items
Full-color LCD
display
Soft keys
Access
context-sensitive
features
Model number
Front View – All Models
Front View
keypad
to answer an incoming

6
Logging In and Signing In
In some environments, you will need to log in and/or sign in to
your handset before it is operational. See page 18 for complete
information on utilizing the features provided by the Lync interface.
Sharing Handsets
When User Proles are deployed, a handset may be shared by
any number of users. Users must turn on the handset and log in to
access their custom settings, call lists, and other telephony features.
From the Home screen, press the Features soft key, and
select Login. Enter your user name and password in the elds.
If you have any question about what these are, contact your
system administrator. Use the Encoding soft key for character
entry variations.
Always log out when you have nished using your phone for
the day. From the Home screen, press the Features soft key,
and select Logout.
Signing in to Microsoft®Lync®
When a Microsoft Lync telephony server is deployed, you will
have an interactive connection between your handset and your
PC. Lync contacts, IM messaging and Lync Calendaring features
may be available. You must sign into the Lync server before you
can use your phone.
Enter your credentials in the elds as shown below. Contact your
system administrator for credentials if you do not know them.

7
Home Icons
The Home icons allow you to access your handset’s features
from the Home screen. Use the ◄ and ► keys to rotate the
Home icons. Press the OK key to select the center icon.
Contacts/Call Lists
The Contacts/Call Lists icon gives you access to your Contact
Directory and your Corporate Directory, if available. For more
information, see Contact Directory on page 16.
Messages
The Messages icon gives you access to Voicemail and Instant
Messages. For more information, see Voicemail on page 15,
and Instant Messaging on page 19.
Settings
The Settings icon opens a menu for con guring many handset
features. See your User Guide for a complete list of these options.
6
Battery Pack
Battery Pack
removal latch
Speakerphone
Noise-cancelling
Microphone
Barcode reader
(8450/8452 only)
Status bar
Date and time
Extension
Current profile
Home icons:
Messages
Settings
Contacts/Call Lists
Applications
(not shown)
Soft key labels
Rear View
The Home Screen
The Home screen provides you with information about the status
of the handset and the Home icons.
The Home Screen

8
Applications
Depending on the conguration of your handset, a menu
of custom applications may be accessible by selecting the
Applications icon from the Home screen. See your system
administrator for information about any applications listed on
this menu.
Shortcut Menus
The soft keys at the bottom of the display allow you to select
functions. The gray triangles in the upper right corner of the soft
keys indicate that there is a shortcut menu with additional options.
Use the shortcut menus to quickly nd the options you want.
Use the ▲ and ▼ navigation keys to highlight an option, and
choose the option by pressing OK. Alternatively, you can press
the number of the option on the keypad to instantly activate it.
Grayed options are not available.

9
The Session Manager
Use your handset to manage up to eight communication
sessions—calls, broadcasts, chats, and alerts—at any one time
and in any combination. Each communication session is shown
as a color-coded cell in the Session Manager screen. Cells
display with a call icon indicating call status, a line number
indicator, the name and extension/channel of the party, and
the call duration, as shown next:
8
Line number
Name, if known
Call icon indicates
call status
Call duration
Extension or channel
A dark blue cell indicates
on hold status
A light blue cell indicates
call is highlighted
A green cell indicates active while
another cell is highlighted
The Session Manager
Use your handset to manage up to eight communication sessions
- calls, broadcasts, chats, and alerts - at any one time and in any
combination. Each communication session is shown as a
color-coded cell in the Session Manager screen. Cells display
with a call icon indicating call status, a line number indicator, the
name and extension/channel of the party, and the call duration,
as shown next:
When a cell is highlighted, soft keys display that you can press to
affect that call while other cells remain unaffected. Use the ▲
and ▼ navigation keys to scroll to and highlight a cell.
When a cell is highlighted, soft keys display that you can press
to affect that call while other cells remain unaffected. Use the ▲
and ▼ navigation keys to scroll to and highlight a cell. Press the
OK key to select the highlighted cell.

10
Call Icon
9
Status and Call Icons
Status Icon Indication Indication
Incoming call
ringing
Outgoing call
Call active
Call on hold
IM call on hold
Conference call
Conference leg/
with HD audio
PTT/Page receive
PTT/Page transmit
PTT/Page idle
IM Presence
indicator
Dialer–Outgoing call
Dialer–Incoming call
Dialer–Missed Call
Call list–Outgoing
Call list–Incoming
Call list–Missed
IM call history
Missed IM call
Call Icon
9
Status and Call Icons
Status Icon Indication Indication
Status and Call Icons
Call Icon
9
Status and Call Icons
Status Icon Indication Indication
Status Icon Indication Call Icon Indication
Battery full
Signal strength with
location services
Mute
Do not disturb
Missed call with
number indicator
Voicemail with
number indicator
Bluetooth available
Bluetooth connected
Pro le: Normal
Pro le: Silent
Pro le: Custom
Pro le: Meeting
All phone lines
are available
With green dot means active call
With red dot means call on hold
Phone and/or IM
lines are available
Personal Alarm Icons
Alarm state
Monitoring state
Suspend state

11
10
Enter a number
in the number field
The Contact Directory
list will be filtered
according to the
number entered
Basic Handset Features
Basic handset features offer you the ability to place, answer, end,
hold, resume, and otherwise manage your incoming and outgoing
calls. Other basic features include muting, transferring,
forwarding, and conference calls.
Placing a Call
You can begin a call using one of the following methods:
Enter a Number
Entering numbers using the handset keypad is the default dialing
mode. Pressing any number on the keypad opens the Dialer,
which will automatically display similar numbers from your
Contact Directory for you to select. As you enter additional
numbers, the list is filtered. You can choose a contact from the list
or continue to enter the number. Press the Start key to make the
call.
Enter a Name
To place a call to an existing directory contact by entering the
name, press the Start key to open the Dialer. Select the Entry
Mode soft key and select the Name option. As you enter the
letters of the first or last name, the list of contacts shown is
filtered. Highlight the name and press the Start key.
Call a Contact
Navigate to Contacts/Call Lists > Contact Directory. Contacts
are sorted alphabetically. Scroll to highlight or use the
Search
soft
key. Press the Start key to dial the number.
Basic Handset Features
Basic handset features offer you the ability to place, answer,
end, hold, resume, and otherwise manage your incoming and
outgoing calls. Other basic features include muting, transferring,
forwarding, and conference calls.
Placing a Call
You can begin a call using one of the following methods:
Enter a Number
Entering numbers using the handset keypad is the default dialing
mode. Pressing any number on the keypad opens the Dialer,
which will automatically display similar numbers from your Contact
Directory for you to select. As you enter additional numbers, the
list is ltered. You can choose a contact from the list or continue
to enter the number. Press the Start key to make the call.
Enter a Name
To place a call to an existing directory contact by entering the
name, press the Start key to open the Dialer. Select the Entry
Mode soft key and select the Name option. As you enter the let-
ters of the rst or last name, the list of contacts shown is ltered.
Highlight the name and press the Start key.
Call a Contact
Navigate to Contacts/Call Lists > Contact Directory. Contacts
are sorted alphabetically. Scroll to highlight or use the Search
soft key. Press the Start key to dial the number.

12
Use Speed Dial
Press the Favorites soft key from the Home screen to display
the shortcut menu of Favorites—those contacts with speed dial
numbers 1-10. Dial any contact by pressing the corresponding speed
dial index number(s) on the keypad. Index numbers are assigned
when a contact is entered. See Contact Directory on page 16.
Answering a Call
Press the Start key. If Multi Key Answer is enabled, press any
keypad key (except soft keys and side buttons).
Making an Emergency Call
Emergency numbers can be programmed by the system
administrator. Check to see which of these features is available.
• As a Speed Dial key. Press Features > Speed Dial and
select the emergency number.
• The PTT Talk button may be reprogrammed to Emergency Dial.
Test by pressing the button once. If the Emergency Dial popup
appears, this feature has been enabled. Make an emergency
call by pressing this button twice within two seconds. If the
PTT Channel list appears, use one of the other two options
for emergency calls.
• A New Call softkey opens an Authorized Call menu with up to
ve numbers listed that can be dialed by scrolling to select and
pressing OK or by pressing the corresponding keypad number.
Incoming Call Management
When you are in an active call, the call window replaces the
Session Manager when you receive another call. You can:
• Reject the call by pressing End. If voicemail is available,
the call will be routed to voicemail.
• Silence the ring by pressing the Ignore soft key. The call
will appear in the Session Manager until it stops ringing.
If unanswered, it will be routed to voicemail, if available.
• Answer the call by pressing Start which places the active
call on hold.

13
• To end the current call and answer the incoming call, press
Ignore to open the Session Manager and press End to end
the current call. Then press Start to answer the incoming call.
• Forward the call to another number by pressing the Forward
soft key and entering the extension number. See Forwarding
an Incoming Call on page 15.
Microphone Mute
The Mute soft key appears during active calls. Press this key to
mute the microphone.
You can still hear all other parties while Mute is enabled, but
other parties cannot hear you.
The UnMute soft key appears while Mute is enabled. To disable
Mute, press the UnMute the soft key.
Call Hold and Resume
The Hold/Resume soft key appears during active calls. Press
this key to place the highlighted call on hold. Press it again to
resume the call.
Keypad Lock
Your keypad can be locked so you do not make inadvertent calls.
From the Home screen, press the Feature soft key and select
Keypad Lock. To unlock the keypad, press the Unlock softkey.
Volume Adjustment
Press the volume buttons on the left side of the handset to adjust
the call volume of the active call. Press these buttons during
ringing to adjust the ringer volume.
Hands-free Options
You can plug a headset into the headset jack on the right side of
the handset. The headset icon will display. Bluetooth headsets
can be used. Navigate to Settings > Bluetooth for pairing
options. See the User Guide for additional directions.

14
Transfer and Conference Calls
During an active call, either the Transfer or Blind Transfer soft key
will display. The key not displayed and the Conference options are
listed as options on the Features shortcut menu.
Blind transfer
1. Connect to the rst party.
2. Select the Start key or open a call list or start entering a number
to open the Dialer (the active call is placed on hold).
3. Place a call to the target party and then press the Transfer
softkey.
4. The transfer is complete when the target party answers.
Attended Transfer
1. Connect to the rst party.
2. Select the Transfer soft key to open the Dialer.
3. Place a call to the target party.
4. When the party answers, you can explain that you are going to
transfer the call to [the party on hold].
5. Press the Transfer softkey. The other two parties remain in call.
If you want to remain on the call, do not hang up. Select the
Conference option on the Features menu and all three parties
are now connected.
Conference Call
1. Connect to the rst party.
2. Select Conference from the Features menu.
3. Dial the next party.
4. Select the Conference soft key to join all parties in the
conference call.
You can also conference two separate calls by using the Join
option on the Features menu.
Conference Behavior
• When the Active Conference cell is highlighted, you can use the
Mute key to mute your microphone. The Hold and End soft keys
affect every participant in the conference call.
• When a participant cell is highlighted, you can use FarMute to
mute the participant, the End key will disconnect the participant,
Hold will place that participant on hold.

15
• Pressing the Feature soft key, Split option will split the
conference into two separate held calls.
Do Not Disturb (DND)
DND sends all calls to Voicemail, if available. Navigate to Settings
> Feature Settings > Do Not Disturb. Enable or disable as
needed.
Forward an Incoming Call
While the handset rings, select the Forward soft key. The
Forward-to-Dial screen appears. The screen displays the last
number you forwarded calls to (either manually or automatically).
To forward the call to a different number, enter the target number
as you would through the Dialer and press the Forward softkey.
Forward All Calls
1. Navigate to Settings > Feature Settings > Forward.
2. Select Forwarding Type: Always, No Answer, or Busy.
3. Enter the number of the desired call destination. For No
Answer, enter the number of rings before forwarding.
4. Press the Enable soft key.
To disable call forwarding:
Perform steps 1 and 2 above, but press the Disable soft key.
Voicemail
When Voicemail is congured, the Voicemail icon in the Status
Bar indicates one or more new Voicemail messages.
To listen to voice messages:
1. Select the Messages icon from the Home screen. Urgent, New
and Old options are available. Select one of these options.
2. Press the Connect soft key, and then follow the voice prompts.
Use the Clear soft key to clear Voicemail messages.
Call Lists
Navigate to Contacts/Call Lists > Call Lists. You can Sort,
display by Type, Clear the list, or select a call and Dial the
number. Select a call and press the OK key to view the call
details. You may then Edit/Dial the number, Save the contact
or Delete the call.

16
Contact Directory
Contacts can be dialed, added, edited, searched and deleted.
Note that contacts can be added from the Corporate Directory
if available in your facility.
Navigate to Contacts/Call Lists > Contact Directory. A
Corporate Directory option may be available.
• Use the Edit, Add, Search, and Delete soft keys to customize
your contacts. Note that you can only Add and Search the
Corporate Directory.
• Press the Encoding soft key to access special characters,
other languages and capitalization options.
Use the following as a guide when adding or editing a contact in
the Contact Directory:
Field/Option Description/Function
First Name/ Last Name Both names are searchable; the list is sorted alphabetically
by last name.
Contact The phone number entered for the contact.
Speed Dial Index Automatically assigned but can be changed overridden.
Index numbers 1-10 will appear on the shortcut menu.
Label Identify the contact with a short description, such as Sales.
Ring Type Choose a ring identier from the dropdown list to specify a
unique ring tone for this contact.
Divert Contact Enter a number to divert calls from this contact to if Auto
Divert is enabled.
Auto Reject Enable this option to block all calls from this contact.
Auto Divert Enable this option to divert all calls from this contact to the
Divert Contact number(see Divert Contact).
IM Name The Instant Messaging identier for this contact.

17
Set Profile
Your Spectralink 8400 handset has four preset Proles which
can be customized for event notications such as incoming calls
or PTT sessions:
Normal Audible alerts
Silent All handset sounds are silenced
Meeting Vibrates to notify you of incoming calls
Custom Can be tailored to specic needs
The chosen active prole can be changed from the Home screen
by pressing the Prole soft key and selecting one of the options
from the Prole shortcut menu.

18
Using Microsoft®Lync®
Your system administrator will tell you if you are using a Microsoft
Lync server and have the features described here. See the User
Guide for additional information.
Viewing Your Lync Contacts
Your Lync Contacts are available by navigating to Contacts/Call
Lists > Contacts. Contacts display alphabetically in your Lync
Contact list. Press the Groups soft key to view your Frequent
Contacts.
You can call, send an instant message to, view in Groups and
edit contacts on your Lync contact list.
Presence Icon
Icon Description Icon Description Icon Description
Available Do Not Disturb Offl ine
Busy, In a Call Away, Be Right Back, Unknown
Inactive
Available Do Not Disturb Offl ine
Busy, In a Call Away, Be Right Back, Unknown
Available Do Not Disturb Offl ine
Busy, In a Call Away, Be Right Back, Unknown
Available Do Not Disturb Offl ine
Busy, In a Call Away, Be Right Back, Unknown

19
Adding Lync Contacts
You can add Lync Contacts until the maximum number of 200
contacts is reached.
1. Open your Contacts list and press the Edit soft key. Then
press the Add option.
2. Enter the contact’s user name and press the Submit soft key.
Deleting Lync Contacts
• Open the Contacts list and press the Edit soft key. Then
press Delete.
Sending and Receiving Instant Messages
Navigate to the Contacts list, select a recipient and press the
Instant Message soft key. The IM chat window opens. Use
the keypad to enter your message and press the Send soft
key or press the Quick Notes soft key and select a message
from the list.
Incoming IMs can be answered by pressing the OK key or the
Start key. A chat window opens for your response. If you do
not respond to an IM call within 20 seconds, it will appear in the
session list as a held IM session. The Ignore soft key will
close the popup window and add the IM call to the session list.
Select the session cell to open the chat window.
End an IM call, chat or session by pressing the End key.
Deleting Lync Contacts From Your Phone
When you delete a Lync contact from your phone, you also remove
the contact from the Lync client list on any associated computer.
Groups On Your Phone
The Groups soft key interfaces with the Lync client on your
computer where groups are created and stored. You cannot create
new groups or delete existing groups on your phone.
You cannot move contacts from one group to another on your
phone.
Lync-Hosted Conference Calls Not Supported
You cannot initiate, split, or end a Lync-hosted conference call on
your Spectralink phone.

20
Updating Your Lync Presence
Presence indicates your availability to other Microsoft Lync
contacts.
Change your presence by pressing the Pro les soft key and the
My Status option. Then select your desired presence. Your new
presence displays to everyone using the same system.
When you change your presence on your phone, your presence
will change on the Microsoft Lync client on any associated
computer as well and vice versa.
Signing out of Lync
Once you’ve signed out, your line shows as unregistered, your
presence is of ine, and you will be unable to use your phone.
1. Navigate to Settings > Feature Settings > Microsoft Lync >
SignOut.
2. Press the SignOut soft key and con rm by pressing the Yes
soft key.
Signing Back Into Microsoft Lync
Once you have signed in to Lync, you will remain signed in, even
when you power cycle the phone, until you sign out.
1. To sign back in, navigate to Settings > Feature Settings >
Microsoft Lync > SignIn.
2. Complete the required  elds and press the SignIn soft key.
If successful, your line icon will show as registered.
Call Lists Deleted When You Sign Out
Once you sign out of Microsoft Lync on your phone, your call lists
are deleted.
My Sign-In Credentials Don’t Work
Be careful entering your password as too many attempts with an
incorrect password may cause your account to be locked. If this
happens, contact your system administrator.