Aastra Telecom 6753i R manual

Administrator Guide 41-001256-00 Rev 03 6757i C T RP 6753i RP C T Cor dless 6751i RP G o od b y e S e r vices H old Redial Dele t e Sav e S p eak er M u t e G o o dby e H old Redial M u t e O p ti o ns Line 1 Line 2 M u t e Line 1 Line 2 Line 3 G o o d b ye H old Redial O p ti o n s AastraLink RP S olution[...]

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AastraLink RP System Adminis trat or Guide 3 Software License Agreement Sof tware License Agreement Aastra T elecom Inc., hereinafter known as "Seller", grants to Customer a personal, worldwide, non-transferable, non-sublicenseable and non-exclusive, restrict ed use license to use Software in object form solely with the Equipment for whi [...]

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Table of Content s AastraLink RP System Adminis trat or Guide 5 T able of Content s Software Licen se Agreement ..................................... ...................... ....................... ................... ... 3 Introduction ................... ...................... ....................... ...................... ....................... [...]

Table of Contents 6 AastraLink RP System Administrator Guide Upgrading the AastraLink RP Solution..................................... ...................... ....................... .. 60 Base Unit and Software Upgrades ......... ................ ................ ............. ................ ............... .......... . ................ .........[...]

AastraLink RP System Adminis trat or Guide 7 Introduction Introduction Congratulations on your pu rchase of th e AastraLink RP Solution for small to medium-sized businesses! Th e AastraLink RP Solution communicates over an IP Network, allowing you to r eceive and place calls in the same manner as a regular business telephone system. The AastraLink [...]

8 AastraLink RP System Administrator Guide Introduction The AastraLink IP Ph one User Guide - describes how to use the features of the different Aastra RP phones, from basi c calling to advanced phone features. These guides along with release notes and other do cum entation can be downloaded from our W eb site at www .aastratelecom.com[...]

AastraLink RP System Adminis trat or Guide 9 System Overview System Overview The AastraLink RP Solution offers gro und-breaking voice recognition software powered by Microsoft alongside the qualit y business phone features you have come to expect from Aastra IP phones. Summary of System Features V oice Recognition The AastraLink RP Solution is a p [...]

10 AastraLink RP System Administrator Guide System Overview Auto-Discovery All components of the AastraLink RP Solution are designed to be sen sed by the Response Point softwa re auto matically on your LAN. Once everything is plugged in and turned on, setting up and configuring the AastraLink RP Solu tio n is a straightforward process done on the s[...]

AastraLink RP System Adminis trat or Guide 11 System Installation System Inst allation The AastraLink RP Solution uses auto-dis covery to sense the system components. Before installing the Respon se Poin t software on the system administrator ’ s PC, all other components of the AastraLink RP Solution must be install ed, plugged in, turned on (if [...]

12 AastraLink RP System Administrator Guide System Installation The AastraLink RP 540 Gateway must be co nnected to both powe r and the LAN, and must be turned on for auto-discovery to succeed. RP Phones Any combination of Aastra pho ne models 6751i RP , 6753i RP , and 67 57i CT RP works with the AastraLink RP Solution. Aastra 6751i RP Phone Aastra[...]

AastraLink RP System Adminis trat or Guide 13 System Installation Aastra 6757i CT RP Phone Each phone should be installed following the in st ruct ions given in the phone installation guide for the correct m odel. The Aastra RP phones can be set up and connected to the LAN initially , or can b e connected when prompted by the Res ponse Point Admini[...]

14 AastraLink RP System Administrator Guide Response Point Administrator Response Point Administrator The Microsoft Resp on se Po in t Administra to r software connects the components of your AastraLink RP Solution, and allows you to config ure pho nes and users individually . Adm ini strator should be installed on one computer connected to your LA[...]

AastraLink RP System Adminis trat or Guide 15 Response Point Administrator S t arting Administrator The Administrator soft ware wal ks you throu gh setting up and configuring your AastraLink RP Solution. O nce you have installed the software on the system administrato r ’ s computer you ar e ready to start the system. T o start the Admin istrator[...]

16 AastraLink RP System Administrator Guide Response Point Administrator The Connect to Base Unit dialog opens. 6. Enter the default password admin and click Connect . The Change password now dialog opens. The base unit is now connected to the Microsoft Response Point Administrator software. Change the pass wo r d no w , or do so from the main menu[...]

AastraLink RP System Adminis trat or Guide 17 Response Point Assistant Response Point Assist ant The Microsoft Respon se Poin t Assistant software is in stalled on both the system administrator ’ s computer and each phone us er ’ s computer . When you check the boxes to install Administrator and all other Respon se Point components on page 14, [...]

18 AastraLink RP System Administrator Guide Response Point Assistant Note: Y ou can onl y log on to Micr osoft Response Point A ssistant once yo ur extension number has b een assigned. Y ou can now change your personal phone setting s by clicking Settings . See the AastraLink IP Phone Users Guide for more information.[...]

AastraLink RP System Adminis trat or Guide 19 Using Administrator Using Administrator The Microsoft Respon se Point Administrator software is designed to be used by the local system administrator to con fig ure th e AastraLink RP Solution. T o install the Administrator , use the software and documentation CD which came with the AastraLink RP 500 Ba[...]

20 AastraLink RP System Administrator Guide Using Administrator 4. If you chose th e user type Group , Jo b Ro le, or Location , type the applicable name in the Name box, and type any other names in the Alternate name 1 and Alternate name 2 boxes. 5. Click OK in the New User dialog box. Recording User Names The name you have assigned to a user will[...]

AastraLink RP System Adminis trat or Guide 21 Using Administrator T o edit or check the computer -generated user name, do the foll owing. 1. Click the Phone System button. 2. In the Ta s k s pane, under Users , click Edit user . The Select a user to edit list opens. 3. Click the name of the user you want to edit, and then click OK . 4. Click the Id[...]

22 AastraLink RP System Administrator Guide Using Administrator 5. Click the Record Name... button. The Specify Spoken Name dialog opens. 6. Click the Use audio r ecorded on a phone button. 7. Click the Record New button. The Record Audio Using a Phone window opens. 8. Select your extension number to call for reco rding, and click Record . Y our ph[...]

AastraLink RP System Adminis trat or Guide 23 Using Administrator 4. Click the Identificati on tab, if it is not displayed. 5. Click the Record Name... button. The Specify Spoken Name dialog opens. 6. Click the Use a prer ecorded sound file uploaded to the base unit button. 7. Click Choose New File . 8. Browse to your .W A V file location, select t[...]

24 AastraLink RP System Administrator Guide Using Administrator T o edit a Response Point user using Administ rato r , do the following. 1. Click the Phone System button. 2. In the Ta s k s pane, under Users , click Edit user . The Select a user to edit list opens. 3. Click the name of the user that you want to edit, and then click OK . 4. Click th[...]

AastraLink RP System Adminis trat or Guide 25 Using Administrator Adding Phones When you add a phone you must physically con nect the device to the LAN and a power source, as well as configure it using the Configur e Phone Wizard . T o add a phone in Administrator, do the following. 1. Click the Phone System button. 2 . I n th e Ta s k s p ane, und[...]

26 AastraLink RP System Administrator Guide Using Administrator Note: If you do not see th e phone that you just connected, click Refr esh in the T asks pane. If you stil l do not see the phone m a ke sur e the phone is connected to the LAN with a working cable. Unplug the phone from the power sour ce, then plug it back in. After plugging in the ph[...]

AastraLink RP System Adminis trat or Guide 27 Using Administrator 9. On the What do you want to name this phone page the name and owner of the phone have been filled in for you. Y ou can change them both if you want. 10. Click Finish . 1 1. When the configuration process is complete, click Close . The phone you have added will display the following[...]

28 AastraLink RP System Administrator Guide Using Administrator T o add a multiple line phone usin g the Adm in istrator software, do the following. 1. Click the Phone System button. 2 . I n th e Ta s k s p ane, under Phon es , click Add Phone . The Conf igure Phone wizard opens. 3. Confirm that the phone is connected and plu gged in , select the c[...]

AastraLink RP System Adminis trat or Guide 29 Using Administrator Activating phone lines on the W eb UI If you are using more than 2 phone lines on mod e l 6753 i RP or more than 3 lin es on model 6757i CT RP , activation is a two-step process. Y ou must first assign the lines i n the Administrator software, and then activat e the extra lines on th[...]

30 AastraLink RP System Administrator Guide Using Administrator The Network S tatus window opens for the IP phone you are accessing. For Model 6757i CT RP If you are using a Model 6757i CT RP phone, continue as follows. 1. Select Softkeys and XML on the left menu 2. Choose where the line will appear and click the Bo ttom Keys tab (lower 6 programma[...]

AastraLink RP System Adminis trat or Guide 31 Using Administrator 5. Click Reset on the left menu, th en click the Restart button. A w indow opens confirming the phone restart. Note: Restarting a phon e disrupts service to the phone. Check that the phone is not in use befor e r estarting. 6. Click OK to restart th e phone. The phone line is now con[...]

32 AastraLink RP System Administrator Guide Using Administrator T o edit a phone using the Administrat or software, do th e following. 1. Click the Phone System button. 2. In the Ta s k s pane, under Phones , click Edit Phone . The Select the ph one yo u want to edit list opens. 3. Click the phone that you want to edit, then click OK . Some pages o[...]

AastraLink RP System Adminis trat or Guide 33 Using Administrator T o remove a phone from yo ur AastraLink RP Soluti on, use Admi nistrator to do th e following. 1. Click the Phone System button. 2. In the Ta s k s pane, under Phones , click Remove Phone . The Select the phone you want to remove list opens. 3. Click the phone that you want to remov[...]

34 AastraLink RP System Administrator Guide Voice Services V oice Services Y ou can use traditional phone servi ce with Response Point for inbound and outbound calls, using hard-wired an alog lines to connect your bu siness to the worldwide phone system. Y ou can also use V oIP internet phone services with Response Point. Adding Gateways (Ana log P[...]

AastraLink RP System Adminis trat or Guide 35 Voice Services 3. Click the Analog Service option, and click OK . The Configure Analog Phone Service wizard opens. 4. Click Next, and select the phone line adapter (AastraLink RP 540 Gatewa y) yo u are adding to the network.[...]

36 AastraLink RP System Administrator Guide Voice Services 5. Click Next , and select the properti es of the analog service lines connected to the AastraLink RP 540 Gateway . Enter a descri ption for each line, such as the local phone number and area code. If you want to block outbo und calls through a phone line, c heck the Block Outbound Calls bo[...]

AastraLink RP System Adminis trat or Guide 37 Voice Services Add an internet V oIP phone service as follows. 1. Click the Phone System button. 2. In the Ta s k s pane, under V oice Services , click Add V oice Service . The Add V oice Service window opens. 3. Click the Vo I P o ption, and click OK . The Configure V oIP Service Pr ovider W izard open[...]

38 AastraLink RP System Administrator Guide Voice Services 3. A confirmation window opens. Ensure you have selected the voi ce service you want to remove, and click Ye s . Note: Once you r emove a voice service yo u cannot undo your ac tion, and the settings for the r emoved service ar e not saved. 4. A message confirming remova l of the voice serv[...]

AastraLink RP System Adminis trat or Guide 39 Advanced Administrator Options Advanced Administrator Options Once you have added phones and users to your system, there are a variety of op tions you can change if you choose to, such as the system date and time, and the email server to use for sendin g voicemail attachments. Setting the Date and Time [...]

40 AastraLink RP System Administrator Guide Advanced Administrator Options A warning opens, indicating the base unit will rest art if you contin ue. 4. Click Ye s to save the date and time, and restart the base unit. 5. Click OK . Note: The time on all system components, such as phones, will take a few mi nutes to change. Configuring the Email Serv[...]

AastraLink RP System Adminis trat or Guide 41 Advanced Administrator Options T o configure the email server using Admi nistrator , do the following. 1. Click the Base Unit button. 2. In the Ta s k s pane, under Properties , click Configur e E-Mail Server . 3. I n t he Configure E-Mail Server dialog box, select options or enter information as approp[...]

42 AastraLink RP System Administrator Guide Advanced Administrator Options A custom feed plays on a continuous cycle, without a definite beginnin g or ending. When you park a call, the cal ler will hear the audio file from where it is currently playing, not from where the audio fil e begins . Therefore, callers waiting in park hear the same thing a[...]

AastraLink RP System Adminis trat or Guide 43 Advanced Administrator Options Setting V oicemail Options Y ou can specify a number of settings to control how employees initially receive voicemail messages, including whether they'll listen to messages on their phones or receive them as attachments to email (or both), as well as how callers will [...]

44 AastraLink RP System Administrator Guide Advanced Administrator Options 4. Click Assign an operator , and then select the person who will perform this role. 5. Click OK . Using Advanced Automated Receptionist Features Once you have selected the Automated R eceptionist plan, there are a variety of options to configure, such as the greeting and pr[...]

AastraLink RP System Adminis trat or Guide 45 Advanced Administrator Options T o select the welcome greeting and open ing prompt using Administrator , do the following. 1. Click the Call Routing button. 2. In the Ta s k s pane, click Configure Automated R eceptionist Properties . 3. Select the W elcome greeting check box. 4. Click Configure , and d[...]

46 AastraLink RP System Administrator Guide Advanced Administrator Options T o configure the Bypass R eceptionist feature using Admi nistrator , do the following. 1. Click the Call Routing button. 2. In the Ta s k s pane, click Configure Bypass Receptionist . 3. Select the Allow calls to bypass the r eception ist based on the caller ID phone number[...]

AastraLink RP System Adminis trat or Guide 47 Advanced Administrator Options T o specify a Receptionist Plan usin g Administrator , do the following. 1. Click the Call Routing button. 2. In the Ta s k s pane, click Choose How to Answer Calls . 3. Click the Receptionist Plan , and then select the person who will receive incoming calls. 4. Click OK .[...]

48 AastraLink RP System Administrator Guide Advanced Administrator Options 5. Click OK . Note: Y ou may want to set up call forwa rding for the user that you specify as the operator . Simult aneous Ringing/Ringing Group s The Multiple Phones Ring Plan is a manually configured plan that allows many or all phones to ring when there is an incoming cal[...]

AastraLink RP System Adminis trat or Guide 49 Advanced Administrator Options Assigning a Job-Role User to a Phone T o assign a job-role user to a phone using Ad ministrator , do the following. 1. Click the Phone System button, and click Edit Phone . 2. Choose a phone used by someone who is assigned to answer phones, and click OK in the Admini s t r[...]

50 AastraLink RP System Administrator Guide Advanced Administrator Options Saving Call History list Y ou can save the call history log you view on screen as a CSV file appro priate for Microsoft Office Excel. Open the call history log you want to save, as detail ed above. • Click Save to create a CSV file, which contains more advanced informatio [...]

AastraLink RP System Adminis trat or Guide 51 Advanced Administrator Options Vie wing S torage S p ace T o view storage space details usi ng Administrator , do the following. 1. Click the Base Unit button. 2. In the Ta s k s pane, under St a t u s , click V i ew S torage Space Detail . 3. Review the S torage Space Summary and V oicemail S torage Us[...]

52 AastraLink RP System Administrator Guide Advanced Administrator Options receive voice messages as email attachme nts. V oice messages sent as email attachments are not stored on the base unit, and therefore they are not deleted by the base unit after any perio d of time. When are voice messages deleted? When voice messages are restored from a ba[...]

AastraLink RP System Adminis trat or Guide 53 Advanced Administrator Options Note: If you back up during a period of heavy phone use, the ba ckup copy will not include voice messages that ar e left by callers while the backup is in pr ogr ess. Backups are also necessary when you want to upgrad e the Administrator software or the base unit. Note: Bo[...]

54 AastraLink RP System Administrator Guide Advanced Administrator Options Note: Usually , you'll want to restor e the latest backup copy . 5. Specify what happens to voi cemail when the backup is restored. • Keep the current voicemail and do not restore voicemai l from the backup • Combine the current voicemail with the voicemail restored[...]

AastraLink RP System Adminis trat or Guide 55 Setting Options via the Aastra Web UI Setting Options via the Aastra W eb UI In addition to the IP Phone UI options, you can customize advanced opt ion s on the AastraLink IP phones using the Aastra W eb UI. The Aastra W eb UI is used to set some ad vanced features such as emer gency dialing plans (all [...]

56 AastraLink RP System Administrator Guide Setting Options via the Aastra Web UI The IP address of your AastraLi nk RP phone displays in the " IP Address " field. Using the Aastra We b UI The Aastra W eb UI may be reached through the Administrator soft ware, or by typing in the phone’ s IP address directly . T o open the Aastra W eb UI[...]

AastraLink RP System Adminis trat or Guide 57 Setting Options via the Aastra Web UI The Confirm the identity of the phone dialog op e ns. 4. Click Advanced... to open the Aastra W eb UI in your web browser The password window opens. 5. At the prompt, enter your usern ame and password and cli ck OK . Note: For an administrator , the default username[...]

58 AastraLink RP System Administrator Guide Setting Options via the Aastra Web UI The Network S tatus window opens for the IP phone you are accessing. Y ou can logout of the Aastra W eb UI at any time by clicking Log Off . The following categories d isplay in the side menu of the Aastra W eb UI when logged in as an Administrator: S tatus, Operation[...]

AastraLink RP System Adminis trat or Guide 59 Setting Options via the Aastra Web UI Advanced Settings Networ k - Identifies basic network settings. Global SIP - not available Line 1... Line 9 (mod els 6753i RP and 6757i CT RP) - As well as the hard lines, model 6753i RP supports up to 4 more lines on programmable keys and model 6757i CT RP supp ort[...]

60 AastraLink RP System Administrator Guide Upgrading the AastraLink RP Solution Upgrading the AastraLink RP Solution The components of your AastraLink RP Solution may be up grad ed in the future to access the added functionality provid ed by new software versions. The AastraLink RP 500 Base Unit is upgraded along with the Microsoft Resp onse Point[...]

AastraLink RP System Adminis trat or Guide 61 Upgrading the AastraLink RP Solution If the version of the base unit is a late r version than Adm ini strator , you'll see a message telling you whether an upgrade is mandato ry or opti onal Phone and Gateway Upgrades Response Point venders will periodically re lease firmware packages to upgrade bo[...]

62 AastraLink RP System Administrator Guide Upgrading the AastraLink RP Solution 8. When the upgrade is complete, a me ssage opens indicating Administrator has finished the upgrade process. 9. The upgrade rep ort can be saved as a text file by clicking Save Report... Upgrade Selected Device Firmware Using Ad ministrator T o upgrade indiv idu al dev[...]

AastraLink RP System Adminis trat or Guide 63 Upgrading the AastraLink RP Solution 9. The Upgrading device firmware page shows yo u the status o f every device—whether the upgrade started, succeed ed, failed, or is still in progres s. When the process finishes, if you only want to see devices that failed, select the Show only fail ed upgrades in [...]

64 AastraLink RP System Administrator Guide Upgrading the AastraLink RP Solution 2. Click Firmware Update on the left menu of the Aastra W eb UI. The Manual Firmware Update window opens. 3. Enter the TFTP server IP address or qualified domain name in the "TFTP Server IP" field. 4. Enter the firmware file name (<phone model>.st) that[...]

AastraLink RP System Adminis trat or Guide 65 Resetting Your AastraLink RP Solution Resetting Y our AastraLink RP Solution It may be necessary to reset components of your AastraLink RP Solution should you forget a password, or want to restore th e default settings for other reasons. Y ou can also erase all personally identifiable in formation (PII)[...]

66 AastraLink RP System Administrator Guide Resetting Your AastraLink RP Solution The Reset window opens in the Aastra W eb UI. 3. Consider whether you want to remove the local configuration setti ngs, or restore all factory default settings. • T o remove the local configuration settings click Remove. • T o restore all factory default settin gs[...]

AastraLink RP System Adminis trat or Guide 67 Resetting Your AastraLink RP Solution Resetting with the Phone UI T o reset your phone from the phone user interface, do the following. 1. Press the key and select " Options List " from the menu fo r model 6751i RP , or press the key for models 6753i RP and 6757i CT RP. 2. Select Admin Menu an[...]

68 AastraLink RP System Administrator Guide Resetting Your AastraLink RP Solution Extracting Diagnostic Information from the Base Unit Use the "ResponsePointSystemInfo.exe" file to extract diagnostic logs from the base unit. Y ou will not need these logs on a day-to-day basis, but only when you need to provide a product support technician[...]

AastraLink RP System Adminis trat or Guide 69 Troubleshooting Solutions T roubleshooting Solutions General T roubleshooting Why can’t I see ’W aitingAssignment’ on my new phone? Y ou may need to restart your phone. Try unplugging the phone, and then plugging it back in. If the phone st ill doesn’t display ’W aiting Assig nment’, reset t[...]

70 AastraLink RP System Administrator Guide Troubleshooting Solutions Why can't I record my voice pro mpt s using the text-to-speech (TTS) pro- gram that I've chosen in W indows? Response Point automati cally uses Microsoft An na to record your sound file s. If this text-to-speech program is no t available, Response Poin t chooses another[...]

AastraLink RP System Adminis trat or Guide 71 Troubleshooting Solutions • The base unit is not responding, and it p robably needs to be restarted. Why isn't the AastraLink RP 50 0 Base Unit responding? This condition may occur when there is a connectivity issue betw een the computer on which Administrator is runnin g and the base unit. Check[...]

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AastraLink RP System Adminis trat or Guide 73 Limited Warranty Limited W arranty Aastra T elecom warrants t his product against defect s and malfunctions during a one (1) year period from the date of original purc hase. If there is a de fect or mal function, Aastra T elecom shall, at its option, and as the exclusive remedy , either repair or replac[...]

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Index AastraLink RP System Adminis trat or Guide 75 Index A Aastra 6753i RP , progr ammable phone lines 31 Aastra 6757i RP CT , prog rammable phone lines 30 Aastra IP Phone Installation Guides 7 Aastra W eb UI activating phone lines 29 basic settings 58, 59 operation parameters 58 password defaults 29 phone status 58 removing local phone configurat[...]

Index 76 AastraLink RP System Administrator Guide B backups base unit 52 restoring base unit 53 base unit backups 52 choosing in Administrator 15 event logs 54 installation 7 installation summary 11 MAC address 15 password default 16 password storage 52 setting up 7 storage clearing 52 F AQs 51 limits 50 time 51 viewing 51 upgrading 60 user data st[...]

Index AastraLink RP System Adminis trat or Guide 77 M Microsoft Response Point upgrading 60 version control 60 Microsoft Response Point Administrator about 10 Microsoft Response Point Assistant 10 multiple phone lines 27, 29 multiple phones ring plan 48 job-role user set up 48 job-role user , assigning 49 job-role user , assigning calls 49 setting [...]

Index 78 AastraLink RP System Administrator Guide V voice recognition 9 voice servic es about 34 removing 37 voicemail email 43 greeting 43 setting options 43 storage 50 storage time 52 V oIP voice serv ices, adding 36 V oIP , adding 36 W warranty , limited 73 We b U I see Aastra W eb UI[...]

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If you’ve read this owne r’s manual and consulted the Troubleshooting section and still have problems, pleas e visit our Web site at www.aast ra.com, or call 1-800-574-1611 for technica l assistance. Mi cr os of t® Re sp on se P oi nt ™ is a trademark of Microsof t Corporation. © Aastra Telecom Inc. 2008 41-001 256-00 Rev 03[...]