Using Spectralink 84-Series Phones with Microsoft Lync Server 2010

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 realtime 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 Spectralink 84-Series Spectralink 84-Series Admin Guide Applies to models: Supporting Documentation: Spectralink 84-Series Microsoft Lync 2010 Deployment Guide Software Version: Version 4.0.1 or later Limitations: None Spectralink 84-Series Microsoft Lync 2013 Deployment Guide

Main business size: 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 Small to medium business Manage your Microsoft Lync contacts (called Buddies) Send and receive instant messages Maintenance: Primary Users: Users & administrators Dependencies: None Licenses Required: No licenses required Resources Required: None Supported server versions: 4.0.7577.0 Security: One-time setup TLS Authentication January 2012 2

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. January 2012 3

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 January 2012 4

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. January 2012 5

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. January 2012 6

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. January 2012 7

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. January 2012 8

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. January 2012 9

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. January 2012 10

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: January 2012 11

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. January 2012 12

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 January 2012 13

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. January 2012 14

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. January 2012 15

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: January 2012 16

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 Busy Away DND Offline 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. January 2012 17

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. January 2012 18

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. January 2012 19

Table 3: Understanding the Presence Icons Available Busy Away DND Offline 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. January 2012 20

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. January 2012 21

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: January 2012 22

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. January 2012 23

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. Spectralink TM, 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 info@spectralink.com infodk@spectralink.com January 2012 24