Using Spectralink 84-Series Phones with Microsoft Lync ...

Technical Bulletin CS-12-31

Using Spectralink 84-Series Phones with Microsoft Lync Server 2010

This technical bulletin explains concepts and requirements for interoperating Spectralink 84-

Series handsets with Microsoft© Lync™ Server 2010.

System Affected Spectralink 84-Series Handsets

Description Microsoft® Lync™ Server 2010 enables customers, colleagues, and business partners to

communicate by voice, video, or messaging through a single interface, regardless of their

location or network. When Spectralink 84-Series phones are registered with the Lync server,

you can use Lync directly from the phone’s user interface. This feature profile illustrates the

phone features that become available when phones are registered with Microsoft Lync Server

2010.

Administrators can configure Microsoft Lync to work with their existing call servers and configure

Lync directly into existing infrastructure, eliminating the need for additional gateways. Microsoft

Lync Server 2010 works with Spectralink 84-Series handsets running Software 4.0.1 or later.

When registered with the Microsoft Lync server, the phone is enabled with presence-based real-

time multimedia communications. In addition, Microsoft Lync enables you to use instant

messaging with the SpectraLink 8400 Series Wireless handsets.

Refer to the following table to quickly find out interoperability requirements.

Table 1: Microsoft Lync 2010 Interoperability at a Glance

Released: November 2011 Interoperability Issues: None

Applies to models:

Spectralink 84-Series

Supporting Documentation:

Spectralink 84-Series Admin Guide Spectralink 84-Series Microsoft Lync 2010 Deployment Guide Spectralink 84-Series Microsoft Lync 2013 Deployment Guide

Software Version: Version 4.0.1 or later Limitations: None

Technical Bulletin CS-12-31 Using Spectralink 84-Series Phones with Microsoft Lync Server 2010

CS-12-31 Using Spectralink 84-Series Phones with Microsoft Lync Server 2010 January 2012 2

This feature profile illustrates the phone features that become available once the phones have

been registered with Microsoft Lync Server 2010. When deploying Spectralink 84-Series phones

for use with Microsoft Lync Server 2010, you must configure both the Microsoft Lync Server

2010 and the Spectralink 84-Series phones. Your Spectralink 84-Series phones must be

running Spectralink Software version 4.0.1 or later to register with the Microsoft Lync Server

2010.

• For instructions on how to configure Spectralink 84-Series phones for use with the

Microsoft Lync Server 2010, see Microsoft Lync 2010 – Deployment Guide.

• For details on how to provision your Spectralink 84-Series phones with the latest

Software, see the latest Spectralink 84-Series Administrators’ Guide.

Using the Features on Spectralink 84-Series Handsets Working with Microsoft Lync Server This section explains the features and options available on your Spectralink 84-Series phone

once you have configured the phone to work with the Microsoft Lync Server. For more

information on the features available on your Spectralink 84-Series phone, get the user guide

for your phone from the Spectralink Support Portal.

When your phone is configured to work with a Microsoft Lync Server, you will be able to:

• Place and answer calls

• Hold and resume multiple calls

• Transfer calls

• Set up conference calls

• Forward incoming calls to other users

• Access your contact directory

• Work with call lists

• Access voicemail

• Set your presence status

• Manage your Microsoft Lync contacts (called Buddies)

• Send and receive instant messages

Main business size: Small to medium business

Maintenance: One-time setup

Primary Users: Users & administrators Dependencies: None

Licenses Required: No licenses required Resources Required: None

Supported server versions:

4.0.7577.0 Security:

TLS Authentication



Note: Phone behavior when registered with Microsoft Lync Server 2010

Note that phones registered to the Microsoft Lync Server 2010 do not support

shared lines. Note also that Spectralink 84-Series phones cannot initiate a

Microsoft Lync-hosted conference call.

Entering Your Login Credentials Your system administrator will assign you login credentials—a domain, user name, and

password—that enable you to log in to your Spectralink 84-Series phone and begin using Lync.

To begin using Lync, enter these credentials to your phone.

To enter your login credentials:

1. Press the Menu key, and select Basic > Login Credentials.

2. Enter your domain, user name, and password.

3. Select Submit.

Your credentials are submitted.

Once your Spectralink 84-Series phone is ready to use, the home screen displays.

If the login credentials you enter do not log you into the phone, you will see one of the following

error the messages:

• Login Credentials have failed. Please update them if information is correct.

• The icon will display in the phone status bar to indicate that the credentials

are invalid.

• Invalid login credentials may scroll under the time display.

Troubleshooting: My login credentials don’t work

If you If you see one of these error messages, try entering your credentials again,

and press Submit. If you still cannot log in, see your system administrator.

The login credentials screen will display as shown in the following figure.



Figure 1: Entering Login Credentials

Once you have successfully logged in to your Polycom phone, the home screen will display.

The following figure shows the home screen on several Polycom phones.

Figure 2: Viewing the Home Screen



Managing Call Functions This section shows you four basic ways to manage calls and five advanced functions. Basic call

management includes placing, ending, answering, and holding/resuming calls. You can also

perform the following advanced functions: forwarding calls, transferring calls, using your contact

directory, using the call lists, and accessing voicemail.

Note that phones registered with the Microsoft Lync Server can display calls on hold, incoming

calls, and calls in progress at the same time; however, you can have only one call in progress at

a time. All of these call types will display on the phone screen. The maximum number of calls

your phone can handle varies by phone model. In addition, you can assign the same extension

to multiple lines on your phone or a unique extension number to each line. Your administrator

will set up the maximum number of lines on your phone.

Managing Basic Call Functions This section shows you four basic call functions.

Placing Calls

You can place a call in multiple ways using:

• The handset

• A line key

• Your buddies list

• Call list

You can also dial the number you want to call, and then choose to communicate with the other

party using the handset, headset, or speakerphone. The following figure illustrates the screen

that displays when you dial a number.



Figure 3: Dialing a Call

Tip: Alternating Your Communication Methods

During a call, you can alternate between the handset, headset, or handsfree

speakerphone by pressing the Speakerphone soft key.

Ending Calls

You can end a call in any of the following ways:

• Press the End Call soft key or the End key

• If you’re in handsfree speakerphone mode, press the End key

• If you’re in headset mode, press the End key

Answering Calls

When you answer an incoming call, the call becomes active. All incoming calls display on the

screen. The following figure illustrates incoming calls on Spectralink 84-Series phones.



Figure 4: Viewing Incoming Calls

You can answer an incoming call in one of three ways:

• Pressing the Green – off-hook key

• Pressing the Answer soft key

When you are in an active call or have a call on hold and you receive an incoming call, the

phone will:

• Alert you with tone beeps that a call is waiting

• Display a second call appearance and make a call waiting tone beep. The prompt

identifying the incoming caller will display for 10 seconds during which you can ignore,

answer, or reject the call.

• Highlight the active call. You must scroll to the incoming call appearance to answer.

Holding and Resuming Calls

To put an active call on hold, press the Hold soft key. The held call is indicated on the screen by

the red hold icon. Note that when you place a call on hold, the Resume soft key displays. To

resume a held call, press the Resume soft key. The following figure shows you the phone

screen when a call is on hold.



Figure 5: Viewing Calls on Hold

Managing Advanced Call Functions This section shows you how to use five advanced call functions.

Forwarding Calls to Other Users

The phone has a flexible call forwarding feature that enables you to forward incoming calls to

another destination. You can apply call forwarding in the following ways:

• To all calls

• To incoming calls from a specific caller or extension

• When your phone is busy

• When Do Not Disturb is enabled

• When the phone has been ringing for a specific period of time

• You can have incoming calls forwarded automatically to a predefined destination you

choose or you can manually forward calls to a destination.

To forward a call to another party:

• When the phone alerts you to an incoming call, press the Forward soft key. On the

SpectraLink 84-Series handset, select Forward on the Features flyout.

To select a call forwarding type:

1. On your phone, navigate to Settings > Feature Settings > Forward.



2. Using the Up and Down arrow keys, select the forwarding type you want, and press the

Select key. Choose one of the following options:

o Always Forward all incoming calls to a destination you specify.

o No Answer Forward all incoming calls not answered within a number of rings.

You can specify the destination and number of rings.

o Busy Forward all incoming calls while you are in an active call. You can specify

the destination.

3. Select the Enable soft key to confirm the call forwarding type.

The following figure shows you the Forwarding Type Select screen, where you can select and

configure the automatic call forwarding feature.

Figure 6: Configuring Automatic Call Forwarding

Transferring Calls

You can transfer an active or held call in one of two ways:

• Consultative transfer - Transfer the call after speaking with the third party you are

transferring the call to.

• Blind transfer - Transfer the call directly to the third party, without speaking first.

Performing a Consultative Transfer

This section shows you how to perform a consultative transfer.



To perform a consultative transfer:

1. During a call, press the Features soft key and select Transfer. The active call is placed

on hold and the Transfer to field, shown next, displays.

Figure 7: Performing a Consultative Transfer

2. From the Transfer to field, do one of the following:

• Enter the number of the third party you want to transfer the call to.

3. Press Start to place the call.

4. Consult with the third party and press the Features soft key and select Transfer. When

you transfer the call, you will be disconnected.

Performing a Blind Transfer

This section shows you how to perform a blind transfer.

To perform a blind transfer:

1. During an active call or with a call on hold, press the Features soft key and select Blind

Transfer. The active call is placed on hold and the Transfer to field displays. The

following figure illustrates the Blind Transfer option on the flyout menu.



Figure 8: Performing a Blind Transfer

2. Enter the number you want to transfer the call to in the Transfer to field.

From the Blind Transfer to: screen, enter the number of the third party you want to transfer the

call to.

Using your Contact Directory You can store contacts in your phone's local contact directory, which is accessible by going to

the Contacts/Call Lists icon on the Home screen and select Contact Directory. Contacts are

listed alphabetically. You can use the Contact Directory to search for and dial specific contacts

in your directory. You can add contacts manually from the missed, received, and placed call

lists. You can also add contacts from your IM History list, which contains a history of contacts

you have communicated with. Contact your system administrator to find out the maximum

number of contacts you can add.

You can use your contact directory to:

• Dial contacts

o To dial a contact, select a contact in your contact directory and press the Dial

soft key.

• Search for contacts

o To search for a contact, enter the contact’s first or last name and press the

Search soft key. Note that the Autocomplete feature may complete the contact

name as you type.

To add contacts manually from a call list:



1. Go to the Contacts/Call Lists icon on the Home screen, press OK, and choose Call

Lists.

2. Select an entry in a call list, and press the Save soft key.

The contact is saved to your Contact Directory.

To update a contact’s information:

• Select a contact in the contact directory and press the Edit soft key. When you’ve

finished making changes, press the Save soft key.

To delete a contact:

• Select a contact in the contact directory and press the Delete soft key.

Using the Call Lists

Your phone maintains local lists of missed, received, and placed calls. Each list can store a

maximum of 100 entries.

To access your call lists:

1. Select the Contacts/Call Lists icon on the home screen and press OK.

2. Select Call Lists and press OK.

The Call Lists screen displays as shown in the following figure.

Figure 9: Viewing Your Call Lists

You can manage your call lists in a number of ways:

• To edit a phone number, highlight and press OK, then press the Edit/Dial soft key.



• To return a call, press the Dial soft key.

• To view information about a call, highlight and press OK.

• To store a contact in the Contact Directory, highlight and press OK and then the Save

soft key.

• To delete a call from list, highlight and press OK and then the Delete soft key.

Accessing Voicemail Your voicemail is saved at a centralized location that you can access from your phone.

New voicemail messages are indicated by a flashing red Message Waiting Indicator LED on the

front of the phone and a visual notification of the number of new voicemails on the phone’s

screen, as shown next. A stutter dial tone indicates that one or more voice messages are

available at the message center.

Figure 10: Viewing Voicemail Notifications

Managing Conference Calls You can set up a conference call so that multiple participants can converse at once. Although

three participants is the default — you and two others — 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.

The phone’s local conference feature enables you to:

• Host a conference call



• Split a conference call

• Hold and resume a conference call

• End a conference call

Note

You cannot initiate a Microsoft Lync-hosted conference call.

Hosting a Conference Call

You can set up a conference call in one of two ways:

• Using the Conference soft key located in the Features soft key menu.

• Using the Join soft key, if you have an active call and one call on hold (on the same or

another line key).

To set up a conference call using the Conference soft key:

1. Call the first party.

2. Press the Features soft key and select Conference. The active call is placed on hold.

3. Call the second party.

When the second party answers, press the Conference soft key again to join all

parties in the conference.

The following figure illustrates the screen that displays when you add a conference participant.



Figure 11: Adding a Conference Participant

To set up a conference call using the Join soft key:

• While you are in an active call and have one call on hold, use the down arrow key to

go to the call on hold, and press the Features soft key and select Join.

A conference is created with the active call, the call on hold and yourself.

The following figure shows you the Join soft key that joins an active call and a call on hold to

form a conference call.



Figure 12: Joining a Conference Call

Splitting Conference Calls

A conference host can split a conference call into two calls on hold.

To split a conference call into two calls on hold.

• Press the Split soft key that displays during an active conference call, and when a

conference call is on hold.

Each conference participant in the conference call will be split to an individual call on hold.

Holding and Resuming Conference Calls

A conference host can place a conference call on hold. When you place a conference call on

hold, you place all conference participants on hold including yourself.

To place a conference on hold:

• Press the Hold soft key that displays during an active conference call.

To resume the conference call, press the Resume soft key.

Ending Conference Calls

A conference participant can leave a conference by ending the connection to the conference.

When you leave a conference, your connection to the other participants is ended and the other

participants remain connected.

To end a conference:



• Press the End Call soft key.

Your connection to the conference call ends and the other participants remain connected.

Your system administrator may have set up your phone so that when you press the End

Call soft key, all connections end.

Managing Your Microsoft Lync Contacts This section shows you how to set your presence status, how to manage your Microsoft Lync

contacts, and includes a section on how to use the instant messaging (IM) feature on the

SpectraLink 8400 Series wireless handset.

Setting Your Presence Status

You can change your own presence settings on your phone. Presence settings indicate your

status to other Lync contacts and users. Note that all users can set their status manually. The

following table shows the status icons that display on the handset.

Table 2: Understanding the Presence Icons

Available DND

Busy Offline

Away No Info

To change your presence settings, do one of the following:

• Navigate to Settings, and select Feature Settings > Presence > My Status.

OR

• Press the Profile soft key, and select My Status.

The following figure shows the MyStatus screen.



Figure 13: Setting Presence Status

Using Your Buddy List

You can select the Microsoft Lync contacts—called buddies or IM contacts on the phone’s user

interface—that you want to monitor. The buddies that you monitor will form your buddy status

list. You can add contacts to your buddy status list from your contact directory, and you can dial

contacts from the buddy list.

To add a contact to your buddy list:

1. Select the Contacts/Call Lists icon on the home screen and press OK.

2. Select IM Contacts and press OK again. The IM Contacts screen displays as shown

next.



Figure 14: Viewing IM Contacts

3. Press the Add soft key to add new IM contacts, and enter the contact’s user ID name.

Sending and Receiving Instant Messages

Your system administrator can enable instant messaging (IM). If IM is available, press the

Profile soft key on the home screen to display the IM Status option in the flyout menu. From the

IM Status menu option, you can set up your own IM status, and enter an IM name for each of

your contacts.

You can initiate IM chats from any screen. Only one IM session can be active at a time. When

the phone receives an incoming IM message, a dialog window will display active IM chat

sessions. You can put an IM chat session on hold for up to five minutes after which the session

will automatically close.

Understanding IM Contact Names and IM Status Icons

Each default IM contact name that displays in the contact lists is a shortened form of the IM

address that the server recognizes in the format of sip:ImUserName@CompanyServerDomain.

When an ImUserName is, for instance, Joe54, and Joe is in your company, you can enter Joe54

in the IM name field and the rest of the address will be appended to the IM name when the chat

is initiated.

To communicate with a contact using IM, you will need to add the Last Name, Contact, and IM

Name of that contact in the Contact Directory.

When you assign an IM name to a contact, one of the IM status icons shown in the following

table will display to the left of the name in the list to indicate presence.



Table 3: Understanding the Presence Icons

Available DND

Busy Offline

Away No Info

Viewing IM Contacts

You can view your IM History List and your list of IM contacts.

To view your IM History list:

1. Select the Messages icon on the home screen and select Instant Messages.

The IM History List displays.

2. From the IM History list, you can select a contact and view all sent and received sent

chats with that contact. You can also initiate a new chat or delete chats.

When you view the IM History List you will see several icons display to the left of the contact

name. The following illustration shows an unread message icon indicating that you have an

unread IM from a contact named ken2.

Figure 15: Viewing Your IM History List

3. To see your list of IM contacts, press the IM Contacts soft key to view your list of IM

contacts, shown next.



Figure 16: Viewing IM Contacts

Stating an IM Session

You can initiate an instant message in several ways:

• Through the dialer

• Through the Message Center

• By accepting an incoming IM call

• Through the Contact Directory

• Through the IM Contacts List

The IM chat window is divided into two sections. The bottom section is the text entry field for

your new message. The top section contains the history of messages you have sent to that

contact during the current chat session.

When you initiate a new chat with a contact, a new IM chat window will open and you can begin

typing a new message. New chat messages can be up to 128 characters in length. The default

entry mode is alphabetic. Once you have finished typing your message, press OK to send.

If you want to enter numbers or non-alphabetic characters, press the Encoding soft key.

Your system administrator may set up pre-programmed messages. Use the Quick Notes soft

key to enter one of these messages.



Figure 17: Using the IM Chat Window

Managing IM Sessions

There are several ways to manage IM sessions.

When you receive an incoming IM chat, an incoming IM window displays, shown next.

Figure 18: Viewing Incoming IM Alerts

You can:



• Press the Ignore soft key to close the incoming IM. The IM session is added to the

session list and to the IM History list as an unread entry.

• Press the End key to close the IM and add the IM session to the IM history list as an

unread entry.

• 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.

• Press the Start key to place the chat on hold in the Session Manager. You can now

place a new call.

Tip: Using IM Chat Windows

Only one IM chat window can be active at a time. If you have a chat on hold in the

Session Manager and you use the Dialer to start a new IM chat session, the old

session will be terminated.

An incoming IM message that arrives while another chat is active is announced by

a tone. The message will be appended to the IM History List as an unread

message and the unread count status icon is incremented.

Managing Stored Messages

The phone stores a history of your IM chats with each contact, starting from the most recent

chat. You can manage the IM History List in a number of ways.

Tip

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:

• Select the Messages icon on the Home screen, and choose Instant Messages.

OR

• Highlight the cell of a contact you wish to view and press OK.

An IM chat window displays all chats with that contact since the handset was last turned

on.

To delete an IM chat history:

• Highlight the contact’s cell and press the Delete soft key.

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.

2. Certain fields are populated.



3. Enter the contact information in the blank fields.

4. Press the Save soft key to save the new contact.

Copyright Notice

© 2012-2014 Spectralink Corporation All rights reserved. SpectralinkTM, the Spectralink logo and the

names and marks associated with Spectralink’s products are trademarks and/or service marks of

Spectralink Corporation and are 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 Spectralink.

All rights reserved under the International and pan-American Copyright Conventions. 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 Spectralink Corporation.

Do not remove (or allow any third party to remove) any product identification, copyright or other notices.

Notice

Spectralink Corporation has prepared this document for use by Spectralink personnel and customers.

The drawings and specifications contained herein are the property of Spectralink and shall be neither

reproduced in whole or in part without the prior written approval of Spectralink, nor be implied to grant any

license to make, use, or sell equipment manufactured in accordance herewith.

Spectralink 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 Spectralink 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 SPECTRALINK FOR ANY PURPOSE, OR

GIVE RISE TO ANY LIABILITY OF SPECTRALINK WHATSOEVER.

Warranty

The Product Warranty and Software License and Warranty and other support documents are available at

http://support.spectralink.com.

Contact Information

US Location Denmark Location

800-775-5330 +45 7560 2850

Spectralink Corporation Spectralink Europe ApS

2560 55th Street Langmarksvej 34

Boulder, CO 80301 8700 Horsens

[email protected] [email protected]

Using Spectralink 84-Series Phones with Microsoft Lync ...

Documents

Transcript of Using Spectralink 84-Series Phones with Microsoft Lync ...